Baao Water District Tender

Description Baao Water District La Medalla, Baao, Camarines Sur, Philippines, 4432 Mobile Nos. (+63) 927 209 1820 / (+63) 920 231 3453 Email: Baao_wd@yahoo.com Invitation For Negotiated Procurement For Two-failed Biddings Procurement Of Software As A Service (saas) Cloud-hosted Subscription For Baao Water District Geographical Information System (gis)-based Billing And Collection System With Integrated Service Request Management System 1. The Baao Water District, Intends To Procure Procurement Of Software As A Service (saas) Cloud-hosted Subscription For Baao Water District Geographical Information System (gis)-based Billing And Collection System With Integrated Service Request Management System With An Approved Budget For The Contract (abc) Of Five Million One Hundred Thousand Pesos (php 5,100,000.00). 2. The Baao Water District Bids And Awards Committee Now Invites Technically, Legally, And Financially Capable Suppliers For The Said Project. 3. The Procurement Procedure For This Requirement Is Negotiated Procurement For Two-failed Bidding Pursuant To Section 53.1 Of 2016 Revised Implementing Rules And Regulations (irr) Of Republic Act (ra) No. 9184. The Selection Of The Successful Offer Shall Be Based On The Best And Final Offer That Will Be Submitted On The Set Deadline By The Bac And Which Would Meet The Minimum Technical Specifications Required. 4. The Interested Bidder May Obtain Further Information From The Bac Secretariat At The Given Address Given Below From 21 March 2025 To 26 March 2025, Monday To Friday, At 9:00am To 4:00pm. 5. Prospective Bidders May Request For Clarification On And/or Interpretation Of Any Part Of The Required Forms. Such Requests Must Be In Writing And Received By The Procuring Entity, Either At Its Given Address Or Through Electronic Mail On Or Before March 26, 2025. 6. Two (2) Copies Of The Proposals (one Original And One Copy) Must Be Submitted To The Bac Which Must Be Duly Received By The Bac Secretariat Through Manual Submission At The Office Address Indicated Above On Or Before 8:30 Am Of 27 March 2025. Late Submission Shall Not Be Accepted. 7. Interested Bidder Shall Submit The Following Documents In Sealed Envelopes, Labeled As “negotiated Procurement For Two-failed Biddings”, With The Title Of The Procurement, Name Of The Bidder, Address, The Contact Details Of The Bidder, Addressed To The Bac. A. Eligibility And Technical Documents A) Valid Philgeps Registration Certificate (platinum Membership), Including The Annex/es; B) Statement Of Bidder’s Single Largest Completed Contract (slcc) Similar To The Contract To Be Bid. For This Purpose, The Definition Of Similar Contracts Shall Refer To Contracts With The Same Nature As Software As A Service (saas) Cloud-hosted Subscription For Geographical Information System (gis)-based Billing And Collection System With Integrated Service Request Management System, Entered Into With Water Districts Within The Last 5 Years Prior To The Date Of Submission Of The Best And Final Offer. C) Bid Security In Any Of The Following Form As Prescribed Under The 2016 Revised Irr Of Ra 9184: I. In Case Of Cash, Manager’s Check, Bank Guarantee (2% Of The Abc Or Php 102,000.00) Ii. In Case If Surety Bond, Submit Also A Certification Issued By The Insurance Commission Or Original Copy Notarized Bid Securing Declaration (5% Of The Abc Or Php 255,000.00) Iii. Bid Securing Declaration. D) Conformity With The Schedule Of Requirements (annex “a”); E) Conformity With The Technical Specifications (annex “b”); F) Notarized Omnibus Sworn Statement (oss) Supported With Notarized Secretary’s Certificate In Case Of A Corporation Or Cooperative; In Case Of Partnership Or Single Proprietorship, The Bidder Shall Submit Special Power Of Attorney Executed By The Partners Or Single Proprietorship; Whichever Is Applicable. In Case Of Joint Venture, Special Power Of Attorney Shall Be Submitted By All Members Of The Joint Venture Giving Full Power And Authority To Its Officer To Sign The Oss And Do Acts To Represent The Bidder. G) If Applicable, A Duly Signed Joint Venture Agreement (jva) In Case The Joint Venture Is Already In Existence Or Duly Notarized Statement From All The Potential Joint Venture Partners Stating That They Will Enter Into And Abide By The Provisions Of The Jva In The Instance That The Bid Is Successful. B. Financial Documents H) Bid Form I) Price Schedule   8. In Case Of The Award, The Successful Bidder Shall Furnish The Performance Security In The Following Form As Prescribed Under The 2016 Revised Irr Of Ra 9184: I. In Case Of Cash, Manager’s Check, Bank Guarantee (5% Of The Contract Price) Ii. In Case If Surety Bond, Submit Also A Certification Issued By The Insurance Commission (30% Of The Contract Price) 9. The Head Of The Procuring Entity Reserves The Right To Reject And All Bids, Declare Failure Of Bidding, Or Not Award The Contract In Accordance With Section 41 Of The 2016 Revised Implementing Rules And Regulations. For Further Information, Please Refer To: Ms. Mishelle P. Abundabar Bac Secretary Baao Water District La Medalla, Baao, Camarines Sur Mobile No. (+63) 969-417-9074 Email Address: Baaowdbac@gmail.com You May Visit The Following Websites: For Downloading Of Bidding Documents: • Philgeps Website At Https://philgeps.gov.ph/ Issued This 20th Day Of March 2025 Dayward L. Borja, Rn Chairperson, Bids And Awards Committee   Schedule Of Requirements The Delivery Schedule Expressed As Weeks/months Stipulates Hereafter A Delivery Date Which Is The Date Of Delivery To The Project Site. Item Number Description Quantity Total Delivered, Weeks/months Software As A Service (saas) Cloud-hosted Subscription For Baao Water District Geographical Information System (gis)-based Billing And Collection System With Integrated Service Request Management System 1lot 1 Cloud Service Contract For Baaowd Is Thirty-four (34) Months Which Will Commence Upon Issuance Of The Notice To Proceed (ntp). I Hereby Verify To Comply With All The Above Requirements. Signature Over Printed Name Of The Authorized Representative Company Name Date   Technical Specifications Item Specification Statement Of Compliance [bidders Must State Here Either “comply” Or “not Comply” Against Each Of The Individual Parameters Of Each Specification Stating The Corresponding Performance Parameter Of The Equipment Offered. Statements Of “comply” Or “not Comply” Must Be Supported By Evidence In A Bidders Bid And Cross-referenced To That Evidence. Evidence Shall Be In The Form Of Manufacturer’s Un-amended Sales Literature, Unconditional Statements Of Specification And Compliance Issued By The Manufacturer, Samples, Independent Test Data Etc., As Appropriate. A Statement That Is Not Supported By Evidence Or Is Subsequently Found To Be Contradicted By The Evidence Presented Will Render The Bid Under Evaluation Liable For Rejection. A Statement Either In The Bidder's Statement Of Compliance Or The Supporting Evidence That Is Found To Be False Either During Bid Evaluation, Post-qualification Or The Execution Of The Contract May Be Regarded As Fraudulent And Render The Bidder Or Supplier Liable For Prosecution Subject To The Applicable Laws And Issuances.] Scope Of Work And Technical Specification (see Attached Annex “b”, Item Iii) Service Level Agreement (see Attached Annex “b”, Item Iv) Security (see Attached Annex “b”, Item V) Data Ownership, Retrieval And Interoperability (see Attached Annex “b”, Item Vi) Confidentiality Clause (see Attached Annex “b”, Item Vii) Scheme Of Payment (see Attached Annex “b”, Item Xi) Subscription Duration (see Attached Annex “b”, Item X) Terms Of Reference For The Procurement Of Software As A Service (saas) Cloud-hosted Subscription For Baao Water District Geographical Information System (gis)-based Billing And Collection System With Integrated Service Request Management System I. Background Baao Water District (bwd) Is A Public Utility Entity Established To Provide Potable Water To The Residents Of Baao And Nearby Municipalities Of Camarines Sur. As Part Of Its Continuous Effort To Improve Service Delivery, Optimize Operations, And Enhance Customer Experience, Bwd Recognizes The Need For The Modernization Of Its Billing And Collection System, As Well As The Need To Effectively Manage Customer Service Requests. In Line With This, Bwd Aims To Implement A Geographical Information System (gis)-based Billing And Collection System Integrated With A Service Request Management System. The Solution Is Intended To Automate, Integrate Seamlessly With Bwd’s Existing Billing And Collection Systems, Enhance The Current Manual Processes And Provide A Secure, User-friendly Interface For Both Internal Users And External Customers Resulting In Better Data Accuracy, Improved Operational Efficiency, And More Accessible And Responsive Customer Service. The Integration Of A Service Request Management System Will Ensure That Customer Complaints, Inquiries, And Maintenance Requests Are Tracked, Managed, And Resolved In A Timely Manner. Additionally, The Solution Will Improve The Customer Experience By Providing Better Communication, Transparency, And Ease Of Access To Account Information And Service Status. Ii. Objective The Main Objective Is To Acquire A Cloud Service Subscription Service Which Will Ensure The Existing Management Of A Cloud-hosted Gis-bcs’s Platform Requirements And Provide The Necessary Application And Hosting Licensing Services, Technical Support Services, Operation And Maintenance Services Of The Gis-bcs.   Iii. Scope Of Work And Technical Requirements The Cloud Service Provider (csp) Technical Support Will Be Responsible For Provisioning The Required Cloud Platforms, Services, And Associated Licenses With The Following Specifications: Service Features Requirements Cloud-hosted Billing And Collection System (bcs) Csp Will Implement, Manage And Maintain Cloud-hosted Billing And Collection System (bcs) Integrative To Cloud-native Geographical Information System (gis); At The Minimum, It Should Be Capable Of Performing The Following: A. Reading/billing • Integrated With 100% Compatible Of Existing Mobile Application For Reading And Billing • Real-time Read And Bill Integration With Utility Billing And Customer Information System • Real-time Printing Of Statement Of Account (soa) In The Field Via Mobile Application For Reading And Billing • Sms Broadcast Features For Bill Notifications • Analytics Dashboard For Tracking, Management And Reporting B. Collection • Integration Of On-site Bill Payment Via Mobile Application • Over-the-counter Bill Payments • Online Contactless Collection (pay-anywhere Capability) • Analytics Dashboard For Tracking, Management And Reporting C. Customer Service Request • Real-time Integration Of Management System For The District’s Service Requests • Access Billing Data In The Field For Completing Service Request • User-friendly, Public Facing System To Save Customer Time And Streamlines Back-office Procedures • Sms Broadcast Features For District’s Announcements • Analytics Dashboards For The Service Request Tracking, Management And Reporting D. Gis • Integrative Bcs Solutions To Gis, Which Provides Access To Customer Usage, Account Status, And Billing Information In Mapping Environment • Ability To Point And Click On Meter Assets To Quickly And Easily • Analyze Billing Data With Gis Mapping • Tracking Of Field Crew Via Gps • Analytics Dashboard For Tracking, Management And Reporting E. Security And Compliance • 24/7 Security With State-of-the-art Pci Certified Solutions • Maintenance Of Required Ledgers And Books For Customers, Transactions And Reports. • Ability To Generate Required Reports • Analytics Dashboard For Tracking, Management And Reporting Cloud-hosted Geographical Information System (gis) The Csp Will Develop, Implement, Manage And Maintain Integrative Gis Application For Billing And Collection System With Tools To Visualize, Analyze, And Interpret Spatial Data For Better Decision-making, Improved Communications, And Greater Efficiency. At A Minimum, The Software Should Be Capable Of Performing The Following: • Ability For Non-gis Staff To Use The System Effectively With Less Than Four Hours Of Training. • Provide Access To Interactive Water Atlas Maps From Staff Desktops Through Web Browser. • Locate And View An Area Of Interest Anywhere Within The Water System Service Area. • Provide Secured Access To Only Authorized Users. • Map Updates Are Seamlessly Delivered To System Users Without Any Lag Time. • Provide An Extensible System That Can Be Enhanced To Provide Broader Functionality And Adapt To Future Software And Functionality Enhancements. • Enable Direct Integration With Geographic Data Repositories, Asset Management Information, Linked Image Libraries, And Other Information Associated With Water System Infrastructures. The Standard Features To Be Provided Should Include: • Pan, Zoom In And Zoom Out, Full Extent. • Layer Legend Display. • Creation Of Spatial Bookmark. • Google Street View. • Valve Isolation. • Vicinity Map That Can Be Used To Set The Extent Of Main Map, Pan The Main Map, And Display The Current Extent Of The Main Map. • Property Search. Search By Parcel Number, Situs Address, Or Owner Name. • Also, Supports A Wide Variety Of Images. • Intuitive Select Toolbar. • Select Multiple Features In Multiple Themes. • Find Features Within A Specified Distance, And Generate Mailing Labels. • Measure Area And Length. • Display Contents Of The Selected Set In A Table Format. • Print Map With A Title, Scale, And Neat Line. • Link Any Number Of Layers To Unlimited Number Of External Databases. • Hyperlink Scanned Documents To Features For Easy Retrieval. Reportorial Requirements – Printed In Pdf, Exportable In Ms Excel Format A. Customer • Master List Of Service Connections • List Of Name Changes Report • List Of Changed Meters • List Of Classification Change Report • List Of Account With Senior Citizen Discount • List Of Account With Expiring Senior Citizen Discount • Master List Of Service Connections Per Classification • Customer Ledger Report (per Individual/per Zone/all) B. Billing • Daily Billing Report • Daily Billing Summary • Monthly Billing Register • Consumption Pattern Report • Daily Penalty List • Monthly Penalty List • List Of Disconnected Accounts • List Of Reconnected Accounts C. Collection • Daily Collector’s Report • Daily Collection Summary • Monthly Collection Report D. Service Request • Summary Of New Connections – For Inspection • Summary Of New Connections – For Installation (pending/closed Or Installed) • Summary Of Service Requests Per Type (pending/closed With Amount When Necessary) E. Compliance • Aging Of Accounts Receivables (per Type – Water Bill & Non-water Bill) • Quarterly Aging Of Accounts Receivables (per Type – Water Bill & Non-water Bill) • Monthly/on-demand Audit Trail Report (for Bir Compliance) • Billing Adjustment Memo Report • Monthly Billing Adjustment Summary • List Of Zones Per Barangay • Water Rates Table Report • List Of Cancelled Payments (daily/monthly Per Teller/all) • Monthly Summary Of Accounts With Staggered Payment (water Or Non-water Bill) • List Of Service Accounts With Wtax Withheld (daily/monthly Per Teller/all) Service Requests A. New Meter Installation • Inspection Request • Installation Request • Cluster Meter Mapping • Residence Mapping B. General Inspection Request C. Change Of Account Classification D. Change Water Meter (replacement) E. Change Of Account Name F. Relocation (same Zone) G. Relocation – Change Zone H. Senior Citizen Discount Application And Discontinuation I. Recheck Read J. Main Line Leak Repair K. Lateral Line Leak Repair L. Service Line Leak Repair M. Line Flushing N. Water Meter Testing O. Transfer Tapping P. Change Ball Valve Q. Disconnection – Voluntary R. Disconnection – Involuntary S. Pull-out Water Meter T. Others – Commercial U. Others – Engineering Dashboards A. Administrator • All Other Dashboards In Tabs (finance, Commercial, Engineering) • User Access Management • Security And Backup B. Finance • Collection And Revenue C. Commercial • Billing And Reading • Service Request D. Engineering • New Meter Installation • Service Request Disaster Recovery And Business Continuity Automate The Recovery Of Services (gis-bcs) When A Site Outage Happens At The Primary Data Center. Make The System Available In-premise / Offline In An Orchestrated Way To Help Restore Services Quickly; Data Management And Backup Capability Sql Database, Data Storage, Import/export Capabilities And File Services – Incorporate This At Administrator’s Dashboard; The Solution Must Have Monitoring Tool/s For Application Performance, Analytics, System Health, And Diagnostic Logs. Must Include Automated Back-ups And Database Replication And Redundancy Capabilities Provision Of Daily, Monthly, Quarterly And Annual All Data Backup (in Sql Or User-friendly Format) Security And Compliance All Data At Rest And In Transit Must Be Encrypted. Inclusion Of Unified 24/7 Platform Security Management That Includes The Following Features: • Security Health Monitoring For Both Cloud And On-premise Workloads • Security Threat Blocking Through Access And Application Controls • Adjustable Security Policies For Maintaining Regulatory And Standards Compliance • Security Vulnerability Discovery Tools And Patches • Advanced Threat Detection • Audit Trail And Bureau Of Internal Revenue (bir) System Registration Assistance. Privacy Resiliency From Attacks – Able To Safeguard User Access To The Cloud Environment, And Keep Customer Data Secure; Must Offer Continuous Security-health Monitoring For The Entire Environment And Across Public Cloud And On-premise Infrastructure Must Be Compliant With Data Privacy Act Provision Of Monthly Reports Relative To Data Security-health Monitoring Of The System Scalable Resources Currently Hosting Exact Saas System For Multiple Water Districts. Can Provide Seamless Future-proof Expansions To The System As The Need Arise. Software Licenses Requirements Csp Will Be Responsible For Licensing, Including But Not Limited To Servers, Databases And Related Applications Period Of Service The Total Period Of Performance For This Subscription Is Thirty-four (34) Months, Subject To Renewal Upon Satisfactory Delivery Of The Provider And Management Evaluation Csp Support And Services Csp Shall Migrate All Resources To Their Cloud Computing Platform In Coordination And Collaboration Of The Baaowd Point-persons; For Technical Assistance, The Contact Person Would Be Designated By The Csp And Support Through Email/online/phone For The Entire Duration Of The Subscription With Complete End-to-end Customer Management Such As Value-added Services, Provisioning, Management, Billing, And Technical Support From The Service Provider. The Contact Person May Be Required To Visit Baaowd If Deemed Necessary. Csp Shall Provide Counterpart Technical Support In Configuring And Setting-up The Required On-premise Infrastructure; Csp Shall: • Guarantee 99.99% Connectivity To The Cloud System; • Provide Unlimited Online, Telephone, Email, Chat And Onsite Support As Agreed To Cloud Service Contract. • Provide Immediate Onsite/online Support Within One (1hr) After Downtime. Knowledge Transfer Csp Must Provide Knowledge Transfer, Hand-over Technical Sessions And Trainings For Key Baaowd Personnel For The Following, But Not Limited To: • Basic Troubleshooting Of Related Cloud Applications • Front-end Installation, Management And Operations Documentation The Csp Must Provide One (1) Softcopy (preferably Ms Word) And Two (2) Hardcopies Of The Following Documents Or Its Equivalent: A. Project Management • Project Plan • Risk Management Plan • Business Continuity Plan • Project Responsibility Assignment Matrix • Project Gantt Chart And Schedules B. Application System • Business Requirements Document (brd) Or Blueprint Or Solution Provider’s Product Technical Document • Entity Relationship Diagram (erd) • Test Plan, Test Scripts/procedures • Test Cases And Test Scenarios • Installation Configuration Manual • System Architecture C. Technical Support • Technical Support And Software Manual (e.g. Workflow Diagram, Details On Technical Support And Software Requirements, Details On Technical Support And Software Security Mechanism) • Database Manual (e.g. Database Structure/ Application Process Flowchart, Dependency Flowchart) • Migration Procedure Manual • Backup/ Disaster/ Recovery Manual • Contingency Plan / Business Continuity Manual • Operation Manual (e.g. Workflow Diagram, Details On Computer Operation Requirements, Details On Computer Operation Security Mechanism) • Technical Administration Manual D. End-user • User Manual (e.g. Systems Procedure, Systems Menus, Systems Screens, Systems Reports, Systems Function Keys, Systems Error Messages And Handling) Deliverables • Week 1: Configured Saas Solution (system Configuration And Set-up) • Core Functionalities Demo (initial System Demo; Data Access) • Week 2: Uat Report (uat Testing) • Final Configuration (bug Fixes) • End-user Training Plan (prepare Training Materials) • Week 3-4: Go-live Confirmation (deploy System To Live Environment) • Live Saas System (end-user Training) • Post-go-live Support Plan (go-live) Iv. Service Level Agreement Service Commitment Cloud Service Provider And Its Technical Support Will Use Commercially Efforts To Make The Cloud Subscription Available With A Monthly Uptime Percentage (see Below) Of At Least 99.90% In Each Case During Any Monthly Billing Cycle (“service Commitment”). In The Event The Csp Does Not Meet The Service Commitment, Baaowd Will Be Eligible To Receive A Service Credit As Described Below: Service Commitments And Service Credits Service Credits Are Calculated As A Percentage Of The Total Charges Paid By The District For Cloud Subscription Affected For The Monthly Billing Cycle In Which Unavailability Occurred In Accordance With Schedule Below: Monthly Uptime Percentage Service Credit Percentage Less Than 99.90% But Equal To Or Greater Than 99.0% 10% Less Than 99.0% 30% V. Security The Csp Should Meet International Security Standards And Should Abide By All Relevant Philippine Laws And Industry Standards. Data That Can Be Migrated To The Public Cloud Will Need To Meet Security Requirements For Accreditation And Verified By Internationally Recognized Security Assurance Frameworks. Accepted International Security Assurance Controls Include Iso/iec 27001 And 2708. Data Will Be Encrypted Using Industry-tested And Accepted Standards And Algorithms. Data Privacy Law Will Apply In The Processing Of Personal Information.   Vi. Data Ownership, Retrieval And Interoperability Ownership Baaowd Will Retain Full Control And Ownership Over Their Data, With Csp Identity And Access Controls Available To Restrict Access To Customer Infrastructure And Data. All Materials, Processes, Data, Proprietary Information And Other Related Data And Information Provided To The Csp And Which Have Been Derived In Relation To And As A Consequence Of The Implementation Of The Contract, Shall Be Owned By Baaowd With Full And Exclusive Rights On Future Use Thereof Both In The Philippines And Internationally. Service Contracts And Other Slas Related To Provisioning Of Cloud Services For Government Agencies Shall Clearly Provide That Any Data Migrated To The Cloud Remains The Property Of Agency Regardless Of Who Owns, Manages Or Operates The Cloud. Baaowd Will Retain Rights Of Data Access, Retrieval, Modification And Deletion Regardless Of The Physical Location Of The Cloud Services, Including The Right To Approve, Deny And Revoke Access By Third Parties. Access Access, Retrieval Modifications And Deletion Of Data Remains The Right Of The Baaowd And Will Be Reflected In The Relevant Service Contracts. The Policies And Data Processes Pertaining To Data Access Will Be Defined According To The Needs Of The Agency And Specified In The Agreement Between The Baaowd And The Csp. Interoperability Csp Shall Allow Baaowd To Move Data On And Off The Cloud Platforms As Needed. Interoperability Of All Cloud Workload Shall Consider The Philippine Egovernment Interoperability Framework. Vii. Confidentiality Clause The Csp Shall Hold And Maintain Confidential All Materials, Processes, Data, Proprietary Information And Other Related Information Which Shall Come Into Its Possession, Or Knowledge In Connection With The Contract Or Its Performance, And Not To Make Use Thereof Other Than For The Purpose Of The Contract. After The Completion Or Termination Of The Contract, All Materials, Processes, Data, Proprietary Information And Other Related Data And Information Provided To The Csp And Which Have Been Derived In Relation To And As A Consequence Of The Implementation Of The Contract, Shall Be Immediately Turned-over To Baaowd Without Need Of Demand. The Csp Undertakes That It Shall Make Appropriate Instructions To Its Employees, Agents, And Supplier/service Providers Who Need To Have Access To Such Materials, Processes, Data, Proprietary Information And Other Related Data And Information To Strictly Observe The Confidentiality Of The Said Information. The Obligation Of The Csp Under This Article Shall Remain In Effect Even After The Termination Of This Contract. Viii. Approved District Budget The Cloud Service Contract For The Baao Water District Is Five Million One Hundred Thousand Pesos (p5, 100,000.00) Inclusive Of Vat. Ix. Scheme Of Payment Cloud Service Subscription Will Be Paid On A Monthly Basis Subject To Issuance Of Statement Of Account (soa) By The Csp On The Basis Of The Pre-computed Rate Under Cloud Subscription Program For Baaowd Or Equivalent. X. Subscription Duration The Duration Of The Cloud Service Contract For Baaowd Is Thirty-four (34) Months Which Will Commence Upon Issuance Of The Notice To Proceed (ntp).