REQUEST FOR PROPOSALS For Incident Management System … for Incident Manage… · REQUEST FOR PROPOSALS For Incident Management System (IMS ... Service/ project Incident Management

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Health Authority – Abu Dhabi REQUEST FOR PROPOSALS

For

Incident Management System (IMS)- IT System RFP no.: 15/ G/HAAD/PT/2009 Bid issue date: August 18,2009 Deadline for submission of proposals: September 14,2009

RfP no.: 15/G/HAAD/PT/2009 Supplying and Installing Incident Management System

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INDEX

CONTENTS OF THE REQUEST FOR PROPOSAL ...................................................................... 3

DEFINITIONS AND ABBREVIATIONS: .................................................................................... 4

SECTION A- INSTRUCTION TO BIDDERS ................................................................................ 5

ARTICLE 1 - TENDER PROCESS DEADLINES ........................................................................................ 5 ARTICLE 2 - PACKING AND LABELLING OF PROPOSALS ....................................................................... 5 ARTICLE 3 - SUBMISSION OF PROPOSALS ........................................................................................... 5 ARTICLE 4 - PROPOSAL CONTENTS .................................................................................................... 6 4.1 TECHNICAL OFFER ......................................................................................................................... 6 4.2 FINANCIAL OFFER .......................................................................................................................... 7 ARTICLE 5 - BID BOND: .................................................................................................................... 7 ARTICLE 6 - RFP TERMS AND CONDITIONS ........................................................................................ 7 ARTICLE 7 - VALIDITY OF PROPOSAL ................................................................................................. 7 ARTICLE 8 - INCOMPLETE AND LATE OFFERS: .................................................................................... 7 ARTICLE 9 - INQUIRIES ..................................................................................................................... 7 ARTICLE 10 - ALTERATION OF PROPOSALS .......................................................................................... 8 ARTICLE 11 - ELIGIBLE BIDDERS......................................................................................................... 8 ARTICLE 12 - COSTS FOR PREPARING PROPOSALS ................................................................................. 8 ARTICLE 13 - CLARIFICATION ............................................................................................................. 8 ARTICLE 14 - EVALUATION OF PROPOSALS .......................................................................................... 8 A. TECHNICAL EVALUATION OF BIDS ................................................................................................... 8 B. EVALUATION OF FINANCIAL OFFERS ................................................................................................ 8 ARTICLE 15 - AMENDMENTS ............................................................................................................... 8 ARTICLE 16 - CONFIDENTIALITY ......................................................................................................... 8 ARTICLE 17 - OWNERSHIP OF PROPOSALS ........................................................................................... 8 ARTICLE 18 - BID CANCELLATION ....................................................................................................... 8 ARTICLE 19 - DISCUSSION/NEGOTIATION ........................................................................................... 8 ARTICLE 20 - AWARD ......................................................................................................................... 9 ARTICLE 21 - PERFORMANCE BOND .................................................................................................... 9 ARTICLE 22 - LANGUAGE AND LAW ..................................................................................................... 9 SECTION B – TERMS OF REFERENCES ..................................................................................................... 10 ARTICLE 1 - BACKGROUND OF HAAD AND ITS OBJECTIVES ............................................................... 10 ARTICLE 2 - PURPOSES & EXPECTED RESULTS ......................................................................... 10 2.1 PURPOSE OF THE RFP ................................................................................................................. 10 ARTICLE 3 - SCOPE OF WORK ..................................................................................................... 11 3.1 PROJECT DESCRIPTION ................................................................................................................. 11 3.2 PROJECT REQUIREMENTS ............................................................................................................. 11 3.3 SUMMARY OF REQUIREMENTS ...................................................................................................... 12 ARTICLE 4 - RESPONSE TO SCOPE OF WORK .................................................................................... 12 4.1 THE SOLUTION VISION ................................................................................................................. 13 ARTICLE 5 - DELIVERABLES ............................................................................................................ 14 ARTICLE 6 - TERMS & CONDITIONS ................................................................................................. 15

ANNEX 1 – EVALUATION FACTORS AND SCORES ................................................................ 17

ANNEX 2 – FINANCIAL TEMPLATE ....................................................................................... 17


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SCHEDULE 1 ......................................................................................................................... 22

Contents of The Request for Proposal

The complete Request for Proposal shall include the following:

Section A: Instructions to Bidders Section B: Terms of Reference (Technical requirements/ specifications) Section C: Draft Contract Agreement and Conditions Annexes:

• Annex I :Evaluation factors and scores • Annex II: Financial Proposal template

Schedules: • Schedule 1: Technical and Non Technical Requirements


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Definitions and Abbreviations:

The terms used herein this RFP and the subsequent contract shall have the following meanings:

Bidder A legal entity/individual entitled to submit a proposal in response to this bid Vendor The awarded bidder selected to perform the project’s scope of work Contracting Authority/ HAAD

Health Authority‐ Abu Dhabi Days/months/years Calendar days/months/years Government Government of Abu Dhabi. N/A Not Applicable RFP Request for Proposal Service/ project Incident Management System – Software, training and Service support to the system ToR Terms of Reference COTS Commercially Off The Shelf IMS Incident Management System


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Section A- Instruction to Bidders

In submitting proposals, bidders must comply with all instructions contained in this Rfp document. Failure to submit a proposal containing all the specified information and documentation (incl. all completed forms and templates, and a declaration that the entire specified ToR will be accepted) within the stated submission deadline will lead to rejection of the proposal.

Article 1 - Tender Process Deadlines

Deadline for requesting clarifications from the Authority September 08,2009 Last date for issuing clarifications by the Authority September 10,2009 Site Survey August 30‐31,2009 Deadline for submission of proposals September 14,2009

Article 1 - Site Survey Site survey for HAAD building shall be applicable to all bidders on the schedule above –Contact Person – Mr. Maher Katana‐ Tel: +9712 419389 Article 2 - Packing and Labelling of Proposals Each submitted proposal must comprise a technical offer and a financial offer, each of which must be submitted separately. Each technical offer and financial offer must contain one original, clearly marked "Original", and 2 copies, each marked "Copy". Article 3 - Submission of Proposals Proposals must be submitted either by recorded delivery (official postal service) or hand delivery directly to HAAD in return for a signed and dated receipt to the following address:

Mr. Ayoub Al Mehairbi Section Head, Procurement & General Services Health Authority – Abu Dhabi Airport Road – behind Al Futtaim Motors Agency P.O. Box 5674 2nd floor

Note: Proposals submitted by any other means (i.e, fax or e‐mail) will be rejected. Any deviation from these instructions (e.g., unsealed envelopes or references to price in the technical offer) is to be considered a breach of the rules, and will lead to rejection of the proposal. The outer envelope should carry the following information: a) The address for submission of proposal indicated above;


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b) The reference code of the bid to which the bidder is responding 15/G/HAAD/PT/2009) c) The name of the bidder. • The pages of the Technical and Financial offers should be numbered.

Article 4 - Proposal Contents

4.1 Technical offer The Technical offer must include the following documents:

Letter of Submission on Supplier’s letterhead signed and stamped by the person in charge or the Supplier’s authorized representative acknowledging the Supplier’s agreement to the terms and conditions of this RFP and certifying that all information stated in the submitted proposal are true, accurate, and complete. Full contact details of the key person in the company in case of any clarification requirements. Table of Contents, including page numbers. An executive summary, demonstrating the Supplier understands of the project’s requirements and the proposed solution/ approaches for executing the required service. Audited Financial Statements for the past 2 years. Copy of valid trade license/ Legal registration documents Business references for projects of similar nature and volume that verify that the bidder has a satisfactory performance record and demonstrate that the bidder has the capability of meeting the project requirements. The references should specify the bidder’s relevant contribution to each listed project. References can only be considered if the bidder clearly lists a point of contact in the client organization for that project (name, address, telephone number, etc.). Bidder’s project team organisation chart and duty statements. Detailed CVs for the key experts to participate in implementing this project . Proposed project approach, phases and project plan including a time schedule for the project implementation.


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4.2 Financial offer The Financial offer must specify a total amount in U.A.E currency (AED), inclusive of all applicable tariffs and /or taxes. The Bidder should quote his prices clearly stating the total amount “not to exceed basis” for providing the required services and goods using Annex II ‐ FINANCIAL TEMPLATE‐ in this documents . Note: It shall be the bidder’s responsibility to review all the project’s requirements and to present the financial offer covering all the project’s costs and requirements.

Article 5 - Bid Bond: The bidder must submit a bid bond with an amount of 5% of the total amount of the financial priced offer. The Bid Bond shall be placed n the technical Offer. The bond shall be unconditional, valid for 120 days starting from the closing date of proposal submission and addressed to the Health Authority – Abu Dhabi. The bid bond will be returned to bidders after the evaluation and awarding processes are completed. The bid bond should be issued from one of UAE banks.

Article 6 - RFP Terms and Conditions Failure to meet the specified terms and conditions of this RFP at the time of award will result in disqualification of the Bidder. Article 7 - Validity of Proposal Proposals must remain valid and open for the acceptance of the Authority for 120 days from the RFP closing date. Proposals specifying a shorter acceptance period will be rejected. Article 8 - Incomplete and Late Offers: Incomplete and late proposals will not be accepted. It is the bidder’s responsibility to ensure that the proposal is submitted complete, on time and in accordance with the RFP terms and conditions. Late proposals shall be returned to Bidders unopened. Article 9 - Inquiries Bidders may submit questions in writing either through fax or e‐mail to the following address and up to the deadlines stated in the schedule in page 5. Contact name : Ms. Dina Mohsen Khaled Procurement Officer Address : Health Authority – Abu Dhabi Fax no. : +9712 4496969 E-mail : [email protected] Any clarification issued by the Authority will be communicated in writing to all the bidders before date stated in the table above. No further clarifications will be given after the stated date. Any prospective bidders seeking to arrange individual meetings with the Authority or any of its employees concerning this contract during the bidding period may be excluded from the bidding procedure.


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Article 10 - Alteration of Proposals Bidders may alter their proposals by written notification prior to the deadline for submission of proposals stated in this RFP. No proposals may be altered after this deadline. Article 11 - Eligible Bidders Bidders considered eligible to submit proposals are defined as the entity /organisation that is legally registered in the UAE to do business and can provide a valid certificate of legal registration/ trade registration license. Article 12 - Costs for preparing proposals Under no circumstances will the HAAD accept liability for any costs incurred in connection to the preparation and submission of proposals even if the HAAD decides to reject all the proposals or cancel the tender altogether. Article 13 - Clarification During the evaluation process, the HAAD may request additional information from bidders with regard to the submitted proposal if deemed necessary by the tender evaluation committee. Article 14 - Evaluation of proposals A. Technical evaluation of bids The technical quality of each bid will be evaluated in accordance with the evaluation criteria specified in Annex I of this RFP document. No other award criteria will be used. The award criteria will be examined in accordance with the requirements indicated in this RFP. B. Evaluation of financial offers Upon completion of the technical evaluation, the financial offers of those bidders who passed the technical evaluation stage successfully will be opened. Article 15 - Amendments During the proposal submission period, if the Authority decides to modify any requirement/s of the RFP; this modification/s shall be released through the issuance of an amendment/s to the RfP. Any amendment will be issued in writing and will be sent to all bidders.

Article 16 - Confidentiality The entire evaluation procedure is confidential and all proposals are for official use only and may be communicated neither to the bidders nor to any party other than the Authority. Article 17 - Ownership of Proposals The Authority retains ownership of all proposals received as part of this tender. Consequently, bidders have no legal right to have their proposals returned to them. Article 18 - Bid Cancellation The Authority has the right at any stage in the bidding process to cancel the whole bid without justification to any of the bidders. In the event, Bidders will be notified in writing of the cancellation by the Authority. Article 19 - Discussion/Negotiation Although proposals may be accepted and a contract awarded without discussion, the Authority may initiate discussions should clarification or negotiation be necessary.


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Article 20 - Award The Authority reserves the option of awarding the whole project or part of it to the bidder or of not awarding a contract to any bidder. Final approval to enter into a contract, and the scope of services to be provided pursuant to the contract, rests with the Authority. Article 21 - Performance Bond The Supplier shall be required to secure a performance bond in an amount equal to 10% of the Contract Price within 10 days of signing this Contract and to be in effect for the Term of this Agreement. The performance bond may be used to satisfy any losses incurred by HAAD in the event the Supplier fails to deliver or perform its Services in accordance with the requirements of this Agreement, provided however that no such call of the Performance Bond shall be made by HAAD before notifying the Supplier of any such failure to deliver or perform by way of giving a thirty (30) days written notice. Article 22 - Language and Law

22.1 The tender is subject to and shall be construed according to the applicable laws and regulations of the United Arab Emirates and the Emirate of Abu Dhabi. 22.2 The contract and all notices pursuant to the provisions of this subcontract shall be in English.


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Section B – Terms of References Article 1 - Background of HAAD and its Objectives The Health Authority ‐ Abu Dhabi (HAAD) is a local governmental entity established by especial a Decree (01/2007); it was previously known as "The General Authority of Health Services for the Emirate of Abu Dhabi" for the purpose of providing healthcare services for the citizens and residents of the Emirate of Abu Dhabi, and to fulfil the requirements for the provision of high quality healthcare services in accordance with international quality standards. The main function(s) of HAAD is to regulate the Healthcare Sector within the Emirate of Abu Dhabi, both Public and Private, through Policies, Laws, Regulations, Inspections and Audits. The corporate office of HAAD is located in the capital of UAE, Abu Dhabi. The Authority took over all Public Hospitals and Primary Health Care Centres which were managed and operated by the Ministry of Health in the Emirate of Abu Dhabi as of Jan 1, 2005. HAAD deliver healthcare services in these facilities to both nationals and expatriates. There are currently 46 Primary Health Care Centres, 12 Hospitals (Community and General) and 4 Specialized Centres, 3 Dental Centres in the Public Sector and 800 plus healthcare facilities in the Private Sector. HAAD is responsible for licensing, quality control and in regulating all of the health care facilities and health professionals in the Emirate of Abu Dhabi, with the vision in developing health communities, and to monitor healthcare facilities so that it delivers high quality healthcare services in accordance with the best international practices and quality standards to its population. Article 2 - PURPOSES & EXPECTED RESULTS 2.1 Purpose of the RFP The Health Authority Abu Dhabi (HAAD) wishes, through this request for proposal (RFP), to engage one or more suppliers in the provision of a software based incident management capability. This RFP has been prepared by HAAD for the purpose of inviting qualified bidders for the provision of the capability associated products and services summarized in article 3, below. Each submitted proposal must be sufficiently detailed to allow HAAD to make an informed selection of the most appropriate solution. 2.2 Results to be achieved by the end of the project The HAAD has a growing remit as a critical stakeholder in Abu Dhabi’s collective response to a major incident. This project will result in the purchase of a suitable software capability that will be operated by trained users from HAAD and system administrators to prepare for, rehearse and manage HAAD’s response to an incident.


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Article 3 - SCOPE OF WORK 3.1 Project description This RFP is for the provision of software and Hardware, installation and configuration, training, consultancy and through life support to generate a modern progressive incident management capability for the HAAD. HAAD plays a vital role in support of the front line emergency service providers in the Emirate of Abu Dhabi. This role includes coordination of resources during routine operations and direct support through guidance and collaboration with the emergency services during times of major emergencies and crisis situations. With the scale of healthcare provision growing to meet the challenges of the Abu Dhabi Plan 2030 and the demographic expansion experienced in the past few years, HAAD is looking to modernize its Operations Centre. The bidder must provide a complete solution including hardware and software in order to operate Incident Management Systems, (Site Survey will be allowed to bidders as per the schedule in page 5 3.2 Project Requirements The needed Solutions should be able to secure providing the following requirements: The first requirement is to accurately monitor hospital, patient, and incidents status to achieve immediate situational awareness at any given time and at exacting short notice. Incidents by their nature will be unpredictable in timing and severity and when required to act the HAAD will typically have limited to no warning time. Because of this, the HAAD must have instant access to reliable data including, but not limited to:

o Hospital Bed States (by location and specialization) o Hospital Readiness o Patient Status o Incident Details o Medical Resource Deployments and Status The second requirement is to be able to respond quickly, effectively and in a controlled and thorough manner to any and all incidents as and when they occur. This response implies collaboration internally with HAAD resources and departments as well as externally with partner service providers in the Abu Dhabi emergency community. An effective response can only be achieved if the HAAD is aware of the situation and once armed with that insight is able to apply knowledge, skill and procedures in the conduct of that response. The challenge faced by the HAAD Operations Room controllers is to maintain situational awareness and be able to respond to an incident, however severe, in a way that ensures the HAAD is managing its part in the collaborative response.


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An outline user requirement specification is attached as Schedule 1 to this RFP and is a detailed indication of the minimum specification required. Bidders should ensure they identify their system’s compliance against these specifications. Note: Where the Bidder is able to make recommendations for additional (extra) functionality or non compliant alternatives, this should be included with the benefits clearly explained and priced as an option in the Financial Offer. Schedule 1 lists (some of) the specific requirements of the IMS, they can be summarized as follows:

• Contingency Planning • Emergency Planning • Hazmat decision support tool • Alert Notification • GIS System • Resource Management • Incident Logging & Recording • Incident Work Flow Management • Potential for Customisation • Availability of Local Maintenance & Support • A Multi‐Lingual System (English & Arabic) • Scalable and Future Proof

3.3 Summary of Requirements The HAAD requires professional proposals that cover the following: • The provision and installation of IMS software and hardware with license provision for up to 10 concurrent users • The provision, where necessary, of an appropriate IT platform • A COTS software solution offering an immediate initial operating capability • A detailed technical requirements analysis to identify integration requirements, downstream growth aspirations and software customisation to meet HAAD’s requirement • The provision of a system that can be used as a systems integration platform for peripheral IP based sub‐systems. Examples of these might include Hospital CCTV cameras, HAAD access control units • The local provision of training in the use and administration of the IMS and all related functionality • The provision of consultancy services for the development of contingency plans and procedures offering an immediate initial operating capability • The provision of maintenance and support covering first, second and third line maintenance and support for three year from HAAD accepting the installed Software.

Article 4 - Response to Scope of Work As a minimum, Bidders should submit the following:


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4.1 The Solution Vision Bidders should ensure they are able to supply a comprehensive statement of vision for their proposed solution ensuring that this vision meets the requirements of the HAAD. 4.2 The IMS Software Solution The Bidders must ensure they supply a detailed description of their IMS software solution with license provision for ten concurrent users. This description should detail the appropriateness and conformity of the IMS against Schedule 1. 4.2 The IMS Hardware Solution The Bidders must ensure they supply a detailed description of the hardware requirements and its specification needed to run the solution with license provision for ten concurrent users. This description should detail the appropriateness and conformity of the IMS against Schedule 1. Note this to be quoted as per Annex II – FINANCIAL TEMPLATE. 4.3 Training A thorough description of the training modules is required. Bidders should submit details of the Training Objectives and example training plans and materials. Bidders should also make suggestions for the delivery of training in the UAE to a maximum of 10 operators/system administrators. Training should be provided both in‐ house at HAAD and may be required at other sites at which the system is installed, totalling ten users. All materials required for training should be provided by the bidder (see Schedule ‐1 Technical Specifications Item 10 ‐ Training). 4.4 Consultancy Services The HAAD may require support in the configuration and development of initial capability following procurement of an IMS. Bidders are requested to demonstrate relevant competency in this area and provide details of the services they propose and are able to offer. 4.5 Solution Maintenance and Support The proposed software should be inclusive of one year full support and maintenance commence from the date of accepting the Software by the Contracting Authority . 4.6 Solution Maintenance and Support The HAAD may required the provision of a 3 yr software maintenance and support contract to ensure the highest levels of system availability. Bidders are requested to describe in detail the full maintenance and support plan associated with the IMS. This is to be financially quoted separately as per Annex II.


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4.7 Project Management The Bidder is requested to describe in detail the project management methodology that will be used in the delivery of the IMS solution. This description should include (but not be limited to) the following core elements:

4.7.1 Project Organisation – The structure and key roles and responsibilities of project personnel. 4.7.2 Communications with HAAD during the project implementation – The Bidders are to recommend the most effective model for project communication. This should include the key staff and information requirements from HAAD during the project delivery phase. 4.7.3 Project Management Procedures

4.7.4 Quality Assurance Procedures

4.8 Testing and Acceptance Bidders are to describe in detail their proposed software testing and acceptance procedures. 4.9 Project Timeline Bidders are to submit a detailed project plan including timeline (preferably in MS Project) and a description of the project phases. Bidders may assume a project initiation date of 1st September 2009 for the scheduling of project’s timeline. Project time frame should be completed within three months of award of contract. 4.10 Key Project Personnel Bidders are to submit CVs of all key project staff. As a minimum this should include details of: • Project Director • Project Manager • Principal Engineer • Principle Supplier ‐ Consultancy experience in Government Strategic level Health Sector risk and resilience is required. • Chief Instructor ‐ IT trainers have to be suitably qualified with minimum 5 years training experience.

4.11 Deliverables


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While the Contracting Authority will monitor the output of the bidder and the project progress, the Vendor should submit the following deliverables during the implementation period: • Project Initiation Document • End Stage Reports • Testing and Acceptance plan • Software User Guides and Manuals • Course Training Plan • Staff Training Reports (including training completion certificates to trainees ) • Project Closure Report

Article 5 - Terms & Conditions 1. All subsequent software upgrades (including new version of software) should be included as long as system is under maintenance. 2. Vendor is required to provide the design diagram for the whole solution as well as for each component of the solution along with the proposal. 3. Any other items/tools/software/licenses required to commission the project will have to be included in the offer. 4. Complete project documentation for the whole solution must be provided at the completion of the project to the satisfaction of HAAD. Only on receiving the same the project will be considered as complete and payment processed. 5. Vendor must provide step by step screen shots of the whole project Implementation. 6. The complete solution must be installed and configured by Experienced & Certified Engineers. (Enclose the CVs and copies of certificates of the engineers along with the proposal) 7. Vendor must be responsible for the whole project implementation & support as a single point of contact for HAAD. 8. Upon the receipt of the LPO, the vendor must sign a HAAD NDA (Non‐Disclosure Agreement) as per HAAD policies & procedures. Please refer to Appendix (Section 5) for HAAD NDA. 9. Any comments/objections regarding the documents must be stated and submitted with the offer. 10. Vendor must install, configure, and customize the proposed solution according to HAAD security, and network/system environment. 11. Complete knowledge transfer to HAAD Systems Staff must be done during the solution implementation stage. 12. The BOQ is a rough forecast to all the parts required, it is the vendors responsibility to provide a completely working solution, and to add any missing items or parts to this BOQ 13. The vendor should provide a BOQ with part numbers for the quoted items 14. HAAD will only sign the support assurance directly from principle/manufacturer for meeting with the Response Time of 2 Hours & Rectification Time of 4 Hours. 15. The system in its entirety must not stop functioning (only in case of disaster situations). Must provide reliability, high availability, and flexibility.


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16. For all the quoted hardware and software vendor is required to provide THREE

YEARS warranty/support along with all software updates. 17. Vendor must install, configure, and customize the proposed solution according to HAAD security, and network/system environment. 18. Vendor must hold a sufficient number of spare parts in‐house for future supply, in case of system failures. 19. The total solution must be on the Microsoft HCL. 20. Upon the receipt of the LPO, the vendor must sign a HAAD NDA (Non‐Disclosure Agreement) as per HAAD policies & procedures. Please refer to Appendix (Section 6.1) for HAAD NDA. 21. Any comments/objections regarding the documents must be stated and submitted with the offer.


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Annex 1 – Evaluation factors and scores

The following evaluation criteria will be used to grade the proposals received. Proposals are requested to note that whilst cost is an important criterion, the Authority will evaluate the proposed solutions against the following criteria to identify the most appropriate long term solution for the HAAD.

Annex 2 – FINANCIAL TEMPLATE Bidders are requested to ensure their financial submissions conform to the following matrix. Software Bidders are requested to list the cost per license for all separate software modules proposed

Evaluation factors Understanding of the project's requirements and the suitability of the proposed solution to the extent it meets HAAD's needs

Vendor’s reliability and ability to provide local through life support and turnaround quick response

Quality of the IMS Software and conformity to Technical Specifications See schedule 1‐ Technical Specifications

Vendor’s background and experience on projects of similar nature, including references inputs and/or feedbacks

Availability of sufficient personnel with the required qualifications, skills and experience dedicated to the project

The details, adequacy and timetable of the management plan for the activities and the proposed solution and training.


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Ser Item Description Cost per license/user Cost Remarks 1 2 Hardware Requirements Bidders are requested to list the cost per license for all separate software modules proposed Ser Item Description Cost per Unit Qty Total Remarks 1 2 Software Maintenance Contract Bidders are directed to break this cost down by software module where appropriate. Ser Item Description Cost per year Cost Remarks 1 3yr contract 2

Installation and System Configuration Ser Item Description Cost per day Number of Days Cost Remarks 1 2 Training Training costs are to be calculated for 10 delegates (including 2 system administrators). The course title and duration should be indicated. Any and all training assumptions should be listed and explained in detail.


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Ser Course Title Description Cost per day Number of Days Cost Remarks 1 2

Consultancy Bidders are requested to list their daily rates for consultancy service. These rates are to be inclusive of all expenses required to be included in the tables above. Costed Options Any options or recommendations for value added features or services should be listed in a format of the Bidder’s choosing.


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Technical Specifications Ser Capability Mandatory/

Desirable Remarks

1 CONTINGENCY PLANNING 1.1 Plan Building Capability D 1.2 Plans available ‘online’ M 1.3 Plans security protected M 1.4 Easily Accessed M 1.5 Author Protected (read only) M 1.6 Multi Media/Application D Plans should be able to utilise a variety of different commonly utilised applications 1.7 Digital Plans M Rather than hard copy paper versions 1.8 Off Line Access D 2 EMERGENCY PLANNING 2.1 Collaborative Plan Building D 2.2 Online Plan authentication D 2.3 Dissemination M Plans must have a demonstrable capability to disseminate plan details quickly and effectively to all users on a network 2.4 Live Plan Updating D 3 MULTI LINGUAL 3.1 English M 3.2 Arabic M 4 ALERT NOTIFICATION


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Ser Capability Mandatory/ Desirable

Remarks

4.1 SMS M 5 SUITABILITY, HOSTING & LICENSE MANAGEMENT

5.1 Workgroup Profiling D The ability to forge workgroups to enable unified activity by a department or organisation 5.2 User Access Levels M Set profiles and access levels 5.3 Concurrent licenses D Licenses should not be restricted to users 5.4 Web Hosting Potential M 5.6 Deployed Hosting Option (Server to Client) M 6 INCIDENT MANAGEMENT 6.1 Logging and Recording M 6.2 Audit trail M 6.3 Automate Procedural Response D Create and generate automatic tasking workflows 6.4 Rapid Access to Plans M 6.5 Central Contacts Database M 6.6 Integrated Messaging D 6.7 Potential for access to 3rd party hardware & systems D CCTV, Access Control, Panic Alarms, BMS etc 6.8 Reports & Returns M Customisable reports for HAAD 6.9 Pre Incident/Event Planning Mode D It should be possible to operate the full system in both a training and pre event mode


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Ser Capability Mandatory/ Desirable

Remarks

6.10 Incident Archiving D Closed event archives created to retain past event data 7 GEOGRAPHIC INFORMATION SYSTEM

7.1 Asset/Resource Tracking M 7.2 Access Existing GIS data D 7.3 Create GIS databases M Custom built HAAD GIS data should be accessible via the GIS interface 7.4 Conduct Geospatial Analysis D 7.5 Digital Mapping M 7.6 Alarm Monitoring D 8 HAZMAT DECISION SUPPORT 8.1 CBRN Reference Material M 8.2 CBRN/HAZMAT Plume Modelling M 9 MAINTENANCE & SUPPORT 9.1 Technical Support D Local Support and Software Maintenance provision 9.2 Consultancy Support D Industry Specialist Consultancy 10 TRAINING 10.1 Staff Software Training M 10.2 Staff Incident Management Awareness Training D 10.3 Multi Agency Exercises D 10.4 Training Consultancy D

Schedule 1 Technical and Non Technical Service Requirements


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Documents

REQUEST FOR PROPOSALS For Incident Management System … for Incident Manage… · REQUEST FOR PROPOSALS For Incident Management System (IMS ... Service/ project Incident Management