Municipality Of Pamplona, Negros Oriental Tender

Description Republic Of The Philippines Province Of Negros Oriental Municipality Of Pamplona Invitation To Bid For Purchase And Installation Of Electronic Record Archive And Legislative Tracking System With Paperless Esession Application, Pamplona, Negros Oriental The Municipality Of Pamplona, Through The General Fund Intends To Apply The Sum Of Four Million Five Hundred Thousand Pesos Only (4,500,000.00) Being The Approved Budget For The Contract (abc) To Payments Under The Contract For Purchase And Installation Of Electronic Record Archive And Legislative Tracking System With Paperless Esession Application, Negros Oriental. Bids Received In Excess Of The Abc Shall Be Automatically Rejected At Bid Opening. 1. The Municipality Of Pamplona, Through The General Fund Intends To Apply The Sum Of Two Million One Hundred Thousand Pesos Only (2,100,000.00) Being The Approved Budget For The Contract (abc) To Payments Under The Contract For Each Lot/item. Bids Received In Excess Of The Abc For Each Lot Shall Be Automatically Rejected At Bid Opening. Important: 1. Please Pay The Amount Of P 5,000.00 As Payment For This Bid At The Office Of The Municipal Treasurer. Quote Your Price For Each Item Only. 2. Remember That 2% Cash/check Deposit Of The Amount Of Abc Or Bid Securing Declaration Is Required Before Your Bid Will Be Considered No. Qty Unit Description Unit Price 1 1 Lot Desktop Computer Preloaded With Data Management System Specifications: Core I7 Processor Compatible Motherboard 16 Gb Memory 4 Terabyte Hdd (single Partition) 500 Gb Ssd Dvd Rw Drive Casing W/ 500watts Keyboard/mouse Ups 650va 19” Led Monitor Wide Screen Windows 11 64 Bit License Operating System Descriptions: • Designed To Electronically Archive, Preserve And Organize Huge Amount Of Documents (pdf, Microsoft Word, Scanned Documents, Picture, Audio, Video, Etc.) • Pdf Files, Ms Word And Other Files Are Converted To Binary When Uploaded And Saved In The Database (not Stored On The Local Folder Or Directory. • With More Than 15,000 Preloaded Electronic References (accessible By Paperless App): (dilg Legal Opinions (electronically Updatable By Clicking The Menu), Local Government Code, Irr Of The Local Government Code, 1987 Philippine Constitution, Guide For Local Legislations, Executive Orders From The President (electronically Updatable By Clicking The Menu), Dilg Circulars (electronically Updatable By Clicking The Menu), Coa Circulars, Dbm Circulars, The Philippines Legal Codes, Laws (electronically Updatable By Clicking The Menu), Jurisprudence (electronically Updatable By Clicking The Menu), Ordinances Of Other Lgus, Etc.). These References Are Accessible By Paperless Native Ios, Mac Os, Windows And Android Based Applications For Paperless Esession Setup. • System Can Access The Dilg Website And Download The Dilg Legal Opinions And Dilg Memorandum Circulars Using Internet. All Downloaded Files Will Be Automatically Included In The System’s Library Or Electronic References Under The Classification Of Dilg Legal Opinions And Circulars. • Upload And Search Menu: Ordinances, Resolutions, Minutes Of The Session, Agenda, Committee Reports, Journal, Privilege Speeches, Moa, List Of Standing Committees And Their Officers, Past & Present Sp/sb Officials, Local Chief Executive Order, Session Files (provision For Session’s Agenda/calendar Of Business Including Drafts And Attachments) (accessible By Paperless App). • Regulatory (vehicle Franchise, Ngos Accreditation, Subdivision Clearance And Other Issuances), In & Out Communications (received, Sent Out), Travel Order, Notice Of Meetings, Certifications, References, Attendance Of Sanggunian Members With Attachment • Easy And Quick Retrieval Menu: By Author, By Title, By Year, By Classification, By Date Approved • Legislative Tracking Or Status Of Proposed Measures With Attachments And Brief Remarks (from First Reading Up To Their Final Approval And Lce Action With Attachment) • Generate Printable Reports: Inventory Of Ordinances, Resolutions (by Inclusive Date/by Classification/by Author), Minutes And Journals • Generate Printable Report Of Sb Attendance (by Inclusive Date) • Session Done And Provision For Crawling Text Features For Paperless Esession Setup • Menu With Icons (all Menu And Icons Must Be Displayed Horizontally On The Top Part Of The Desktop Screen With The Following Arrangement Of The Icons From Left To Right: Ordinances, Resolutions, Committee Report, Privilege Speech, Minutes Of The Session, Journals, Agenda, Regulatory, In & Out Communications, Attendance, Referrals, Scheduler, View Files, Clear List, Delete, Session Files) • Preview Document • Print Document • Add And Delete Document • Compatible With Old And Latest Hardware And Programs (core I3, I5, I7) (windows 7, 8, 10, 11 And Windows Server) • Dual Connectivity: (local Signal Or Internet Exposure) • Main System’s Login Page Requires User Name And Password • Paperless Clients Logs (records Type Of Documents Searched And Documents Opened By Client With Date And Time) • Sb Employees Leave Credits Recording *register/edit/delete Employees, View All Employees, Computes Vacation Leave/sick Leave Credits Based On Start Of Employment, Setup Daily And Monthly Credit Values, View Credits By Year • Customize Communication Received With Document Tracking Up To Action Taken By Sp Secretary With The Following Features: Encode New Received Documents With Date Receive, Code Number, Source, Type Of Communication, Attached Files, Particulars And Action Taken By Sec/sp *printout Barcode Sticker *tracking Of Every Communication/letter From Date Of Received, Update Of Status, Up To Filling/archiving *auto Generate Code Number *open Attached Files *edit Details Of Encoded Communication *deleted Encoded Communications *refresh Option To Retrieve Newly Encoded Received Communications By Other Users *print, Options To Add Type Of Source, Type Of Communications, Action Taken By Sec/sp For Easy Selection *update And Tracking Of Documents Can Be Viewed On Paperless Application *the Administrator Of The System Can Assign User Rights To The Encoder Such As Add New Edit Details, Attach File, Open File And Delete Document Tracking Search And Retrieval Menu *check And View Status Of Specific Document *retrievals Or Search Options A. By Barcode Scanner B. By Code Number C. Data Inclusive D. Communication Type E. Source Of Documents F. Particulars G. Action Taken By Sp Secretary H. By Remarks / Status • No Monthly Subscription Fee • System Is Managed And Operated By The User • One Time Purchase And Software License Has No Expiration • Back Up & Restore Option • Agency’s Logo And Names Of Incumbent Officials And Sb Secretary Text Blasting For Information Dissemination • Capable To Send Thousands Of Text Messages (single Composed Message) From Server To Celfones Of Constituents With Just A Click • Capable To Receive And Store Thousands Of Replied Text Messages From Celfones • 8 Sims Ready: Each Sim Processes Two (2) Messages At A Time In Totality The System Is Processing 16 Messages At Time In Sending Messages • It Does Not Rely On Internet. But It Can Be Shifted To Internet When Sending Brand Text Messages. • Text Message Has Header And Footer • Sending Option: By Barangay Or All Barangay, Sector Or Ngos, Barangay Officials, Business Owners, Real Property Owners, 4ps Members, Tricycle Drivers Association • Sending: 1,400 Characters Icons And Settings Are Displayed Horizontally On The Top Part Of The Laptop/desktop Screen With Following Arrangements Of The Icons: Profile, Messages (inbox Or Sent Items Box), Contacts By, Search Contacts, Remove Selected, Clear Contacts. 2 12 Copies Paperless Electronic Session Application To Be Installed On Laptops Or Desktop Computers (windows Based Application) Descriptions: • This Windows Based Application Is Electronically Connected To Data Management System. • This Is A Windows-based Application (not Web-based) • View Sp Documents, All Session’s Files Or Calendar Of Business Including Drafts And Attachments (scheduled To Be Tackled In The Sessions) Are Uploaded On The Main System (server) But Electronically Viewed/accessed By The Sp/sb Members, Sp/sb Secretary & The Vice Mayor/vice Governor Through Their Laptops/desktops Using The Application. • The Paperless Application Has An Archive And Elecronic References Menu Where Sp Members Can Electronically Search And Retrieve, Even During The Session, Through Application, The Approved Measures (archived Ordinances, Resolutions, Committee Reports, Minutes, Journals, Internal Rules, Approved Moa, List Of Standing Committees And Their Officers Including Executive Orders Issued By The Lce) And More Than Fifteen Thousands (15,000) Preloaded References (dilg Legal Opinions, Local Government Code, Irr Of The Local Government Code,1987 Philippine Constitution, Guide For Local Legislations, Executive Orders From The President, Dilg Circulars, Coa Circulars, Dbm Circulars, The Philippines Legal Codes, Laws, Ordinances Of Other Lgus, Etc.). • Paperless Penless Application Does Not Rely On Internet, No Need Of Lan Wires As Long As Within The Range. But Its Connection Can Be Shifted Or Exposed On The Internet For Outdoor Usage. • Notepad Feature (to Take Down Notes With Easy And Quick Retrieval Options) (no Pen Or Pencil Needed). • Crawler • Session History • Refresh Option • Paperless Application’s Login Page Requires User Name And Password • Search Engine • Printout Document Feature. • Electronic Voting • Chatroom (receiving In Real Time), Create/delete/rename Group, Add And Delete Members In A Group • Files Electronic Submission • Login Page Requires Username And Password • For Easy And Quick Retrieval, The Current Session Files, Documents And Attachment Are In Rectangular Blue Boxes Displayed Vertically On The Left Side Of The Laptop Or Desktop Screen With The Arrangement That Conforms With The Actual Order Of Business.. Every Rectangular Blue Box Contains One Separate File Where It Can Be Quickly Opened By The End-user By Clicking It. 3 12 Units Desktop Computer (for Paperless Application) 4 Cores, 8 Threads Processor Memory: 8gb Ddr4 Memory Compatible Motherboard 500 Gb Ssd Windows 11 64 Bit (license) 19.5” Monitor Display Hd (1366 X 768 Resolution) Graphics: Hd Graphics Processor Audio Support Hd Audio Usb Wifi 5ghz Casing With Psu Keyboard/mouse 4 5 Units Access Point Wall Mount Dual Band 2.4ghz/5ghz • Poe Port • 450 Mbps Speed Mimo Antenna 5 1 Unit Wireless Router Dual Band 2.4 Ghz/5ghz 6 1 Box Cat6 Utp Cable 7 1 Unit 16 Port Gigabit Switch 8 1 Unit Printer 3 In 1 • Printer/scanner/copier • With Document Feeder Capable To Scan Long Size Bond Paper 8.5” X 13 “ 9 1 Unit 2tb Usb External Hardisk 10 1 Set 3kw Inverter/charger For Power Backup • Descriptions: • 1 Units 3kw Inverter With Charger Capability • 2 Units 200ah 12 Volts Battery Battery Cables, Battery Lug Nuts 2. The Municipality Of Pamplona Now Invites Bids For Purchase And Installation Of Electronic Record Archive And Legislative Tracking System With Paperless Esession Application, Pamplona, Negros Oriental. Delivery Of The Goods Is Required 30 Calendar Days After Purchase Order. Bidders Should Have Completed, Within [insert Relevant Period] From The Date Of Submission And Receipt Of Bids, A Contract Similar To The Project. The Description Of An Eligible Bidder Is Contained In The Bidding Documents, Particularly, In Section Ii. Instructions To Bidders. 3. Bidding Will Be Conducted Through Open Competitive Bidding Procedures Using A Non-discretionary “pass/fail” Criterion As Specified In The 2016 Revised Implementing Rules And Regulations (irr) Of Republic Act (ra) 9184, Otherwise Known As The “government Procurement Reform Act”. In Addition, Select One Of The Two Following Paragraphs And Delete The Other Depending On The Existence Of Conditions Under Section 23.4.1.2 Of The Irr Of Ra 9184: (i) Select This Paragraph If Conditions (a), (c), And (d) Under Section 23.4.1.2 Of The Irr Of Ra 9184 Do Not Exist: Bidding Is Restricted To Filipino Citizens/sole Proprietorships, Partnerships, Or Organizations With At Least Sixty Percent (60%) Interest Or Outstanding Capital Stock Belonging To Citizens Of The Philippines, And To Citizens Or Organizations Of A Country The Laws Or Regulations Of Which Grant Similar Rights Or Privileges To Filipino Citizens, Pursuant To Ra 5183. (ii) Select This Paragraph If Condition (a), (c), Or (d) Under Section 23.4.1.2 Of The Irr Of Ra 9184 Exists: Bidding Is Open To All Interested Bidders, Whether Local Or Foreign, Subject To The Conditions For Eligibility Provided In The Irr Of Ra 9184. 4. Interested Bidders May Obtain Further Information From Municipality Of Pamplona And Inspect The Bidding Documents At The Address Given Below During 8:00 Am- 5:00pm. 5. A Complete Set Of Bidding Documents May Be Acquired By Interested Bidders On January 23, 2025 From The Address Below. Bid Documents Will Be Available Only To Eligible Bidders Upon Payment Of A Non-refundable Amount Of Php 5,000.00 (fee For Bidding Documents) To The Municipal Treasurer Of Pamplona, Negros Oriental. 6. It May Also Be Downloaded Free Of Charge From The Website Of The Philippine Government Electronic Procurement System (philgeps) And The Website Of The Procuring Entity, Provided That Bidders Shall Pay The Applicable Fee For The Bidding Documents Not Later Than The Submission Of Their Bids. 7. The Municipality Of Pamplona Will Hold A Pre-bid Conference On January 28, 2025 At The Office Of The Municipal Mayor Which Shall Be Open To Prospective Bidders. 8. Bids Must Be Duly Received By The Bac Secretariat At The Address Below On Or Before February 13, 2025. All Bids Must Be Accompanied By A Bid Security In Any Of The Acceptable Forms And In The Amount Stated In Itb Clause 18. Bid Opening Shall Be On February 13, 2025 At The Municipality Of Pamplona, Office Of The Municipal Mayor. Bids Will Be Opened In The Presence Of The Bidders’ Representatives Who Choose To Attend At The Address Below. Late Bids Shall Not Be Accepted. 9. N/a. 10. The Municipality Of Pamplona Reserves The Right To Reject Any And All Bids, Declare A Failure Of Bidding, Or Not Award The Contract At Any Time Prior To Contract Award In Accordance With Section 41 Of Ra 9184 And Its Irr, Without Thereby Incurring Any Liability To The Affected Bidder Or Bidders. 11. For Further Information, Please Refer To: Ronald A. Rojas Municipal Mayor’s Office Municipal Hall, Poblacion, Pamplona Negros Oriental 09751449538 Ronald.rojas38@gmail.com Pamplonito S. Catacutan Bac Chairman