Education Facilities Company Limited

PRIVILEGED AND CONFIDENTIAL

REQUEST FOR PROPOSAL(RFP)

FOR

THE PROVISION OF A SOFTWARE AND RELATED INFRASTRUCTURE TO AUTOMATE THE PROCESSES OF THE TRINIDAD BUILDING AND LOANS ASSOCIATION

REFERENCE NO.: TBLA/ 2017/001

February2017

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1

Table of Contents

SECTION I

INSTRUCTIONS TO BIDDERS

1.0Background

1.1Current Environment

1.2Summary of Request

1.3Legal Provisions

1.4Confidentiality – during Tendering Period

1.5Quotation Requirements – General

1.6 Submission of Bid

1.7Responsiveness of Bids

1.8Non-conformities, Errors and Omissions

1.9Enquiries

SECTION II

EVALUATION PROCESS

2.0Evaluation Criteria

2.1 Awarding of Points (Evaluation & Selection Criteria)

SECTION III

SCOPE OF SERVICES

3.0General Description

3.1Scope of Works:

SECTION IV

CONTRACT FORMS

4.0Contractor Risk Assessment Form

4.1Certificate of Insurance

4.2Performance Security

4.3Manufacturer’s Authorization

4.4Form of Tender

SECTION C

AWARD PROCESS

5.0Notification of Award

5.1Performance Security

SECTION 6

GENERAL TERMS AND CONDITIONS OF SERVICE

APPENDICIES:

-Appendix A – Vendor Response Form

-Appendix B - Bill of Quantities (Price Schedule)

SECTION I

INSTRUCTIONS TO BIDDERS

1.0Background

The Trinidad Building and Loans Association (hereinafter called “TBLA) was established to enable our customers to own, renovate or improve their existing property, by providing easy access to mortgage financing. Our services products include:

• Subscription Shares which is designed to allow members to save for a specific future need.
• Mortgage Products including loans for home acquisition, renovation, land, equity mortgage, home construction and refinancing.
• Saving Accounts which allows customers to deposit and withdraw funds at any time while earning interest on their savings.
• Share Loanusing existing shares as collateral.
• Family Indemnity Plan which covers Final Expenses associated with funeral expenses for members, and five members of their family.
• Down payment Savings Plan (DSP)to assist individuals to save towards having the required “Down Payment” to own a home.

Corporate Vision: To be a strong, dynamic organisation, providing easy access to home mortgage financing, and maintaining and enhancing our customer service, thereby ensuring customer loyalty.

1.1Current Environment

TBLAhas a total customer base of approximately two thousand (2,000) and a complement of fifteen (15) staff. The customer portfolio is managed by the software application, Credit Union Management Information Systems (CUMIS) which is used for both front and backend processing. The systemmaintains the Mortgage Loans portfolio, General Ledger, Investment Register and Cash Management processing.

Excel is used for various operations including, the processing some of the portfolios,Bank Reconciliations and for producing Financial Statements.

1.1.1 SERVER INFRASTRUCTURE

TBLA’s server infrastructure consists of Windows Small Business Server 2003 hosting CIMUS 6.7 software and includes directory services, Exchange for email and file and print services.

1.1.2 Client Workstations

Client Workstations consist of Windows 2007 and Office 2007.The office

automation product is Microsoft Office 2007 with Microsoft Outlook for

messaging.

1.1.3 Network

The network consist of Linksys switch speed 100mb

1.1.4 Printers

Epson LQ-590 Matrix, Epson LQ-2090/2190 Dot Matrix, Epson TM-U220

1.1.5 Infrastructure Layout

See attached.

1.2 Summary of Request

1. TBLA wishes to engage interested and qualified service providers (‘Bidders’) to submit Proposals for the non-exclusive right to provideSoftware, Services and/or related Infrastructure to automate their business processes in line with its current and future strategic business objectives referred to as the “SERVICES”. Pursuant to this intent, TBLA is seeking competitive quotes from qualified service providers for submission no later than 2:00 p.m. on 31st. March 2017 in the format required in this Request for Proposals (‘RFP’).

1. Each bid by each Bidder should be detailed enough to allow TBLA to make an informed decision of the most appropriate provider.

1. Subject to the terms of this RFP, TBLA proposes to enter into a contract with the successful Bidder and the Commencement of the SERVICES shall be based on a start date to be agreed following award of a contract.

1. Any additional documents in connection with this RFP that may be issued by TBLA subsequent to this RFP will bear specific reference to this package; and additionally will be referenced "Addendum No. ....". Such addenda will be consecutively numbered.

1.3Legal Provisions

1. Nothing in this RFP nor any communication made by TBLA or its representatives, agents, employees or advisers shall constitute an offer of a contract or a binding contract between the Trinidad Building and Loans Association and any prospective Bidder.

1. TBLAis not obliged to accept or consider any proposal and reserves the right to reject any and all bids, in whole or in part without incurring any liability to Bidders.

1. TBLA reserves the right to accept the bid which, in its absolute discretion, conforms to the criteria and requirements, in accordance with the terms and conditions of this RFP or to make alternative arrangements for the provision of the Services, including issuing a revised or different RFP.

1. TBLAreserves the right to accept all or part of a proposal and is under no obligation to award a contract to the lowestpriced Bidder.

1. Each Bidder warrants and undertakes to TBLA that:

1. all information provided and representations made to TBLA during the procurementorcontractnegotiationprocesses or performance of the contract (including, without limitation, all information and representations contained in the proposal) areneither false, inaccurate, misleadingnor conceal any material facts;

1. all commissions, agents’ fees facilitating payments or revenue-sharing agreements related to this Tender must be disclosed;

1. any and all conflicts of interest between it and the TBLA have been disclosed;

1. It shall not, directly or indirectly, devise or amend the content of their bid in accordance with any agreement or arrangement with any other person, other than in good faith with a person who is a proposed partner, supplier, consortium member or provider of finance;

1. It shall not, directly or indirectly,enter into any agreement or arrangement with any other person as to the form or content of any other Tender, or offer to pay any sum of money or valuable consideration to any person to effect changes to the form or content of any other Tender;

1. It shall not, directly or indirectly, enter into any agreement or arrangement with any other person that has the effect of prohibiting or excluding that person from submitting a bid;

1. It shall not canvass or influence any employees or agents of TBLA in relation to this procurement;

1. It shall not attempt to obtain information from any of the employees or agents of TBLA or their advisors concerning another Bidder or Tender,

1. If, after submitting its proposal, there is any change in the Bidder’s circumstances which may adversely affect such information or representations made to TBLA, then the Bidder shall promptly notify TBLA in writing setting out the relevant details in full. If TBLA considers that any Bidder is or is likely to be in breach of this warranty, then TBLA shall be entitled to withdraw from any further cooperation with the Bidder without any requirement to give notice, without any liability to such Bidder, and without prejudice to its rights and or remedies arising under law and shall also be entitled to issueadeclarationthat anindividual,entityorfirmisineligible,either permanentlyorforastatedperiodoftime,tobeawarded or participate in contracts tendered by TBLA

1. In consideration of TBLA receiving and reviewing the Bidder’s proposal, the Bidder confirms and warrants that it has read, understood and accepted the terms and conditions set out in this RFP, which takes precedence over any provisions contained in their proposals or other communications.

1. TBLA will not be responsible or liable for the risks, costs, or expenses incurred by any respondent in the preparation of its response to this RFP or any expenses incurred (including travel) during its preparation

1. While TBLA has taken reasonable care to ensure that this RFP is accurate in all material respects and is believed to be correct at the time of issue, neither TBLA, its advisors, nor any other awarding entities will accept any liability in any circumstances for its accuracy, adequacy or completeness, nor will any express or implied warranty be given. This exclusion extends to liability howsoever arising in relation to any statement, opinion or conclusion contained in, or any omission from, this RFP (including its Schedules) and in respect of any other written or oral communication transmitted (or otherwise made available) to any Bidder. No representations or warranties are made in relation to these statements, opinions or conclusions.

1. Each Bidder accepts and undertakes to comply with the terms and conditions in this section by agreeing to receive and or by responding to this RFP.

1.4Confidentiality – during Tendering Period

1. It is a condition of the RFP that the information provided herein is for the sole purpose of allowing interested parties to submit proposals to TBLA. It may not be used in any other context nor revealed to any other party not directly involved in the submission of a proposal in accordance with the terms herein specified.

1. This RFP, plus any other documents released, information provided, discussions held, etc., as part of the selection process, are strictly confidential and should not be divulged to anyone who is not directly involved in the preparation of the response. Additionally, all information within this proposal or gained during the RFP or other processes will remain confidential by the Bidder. No information or publicity will be allowed to any third party unless specific written authorization is obtained from TBLA.

1. Information relating to the examination, evaluation or comparison, post-qualification of bids, and recommendation of contract award shall not be disclosed to bidders or any other persons not officially concerned with such process until publication of the Contract Award.

1. Notwithstanding this clause, from the time of bid opening to the time of Contract Award, if any Bidder wishes to contact TBLA on any matter related to the bidding process it should do so in writing and TBLA will respond to all reasonable questions as soon as possible.

1.5Quotation Requirements – General

1. These Instructions to Bidders detail the requirements and format with which a bidder is to comply to submit a valid bid. Any conflict in the requirements laid down in the RFP shall be brought to the attention of TBLA, in writing, for resolution during the RFP period. Should a bidder not comply with the requirements and format, TBLA may deem the bidder’s bid to be non-responsive to the RFP and such bids may be excluded from consideration.

1. The Bidder is required to return the Form of Tender (Section IV of this RFP) which will form its response to this RFP together with all other requirements stated in this RFP. The bid shall be prepared in the English Language and be submitted entirely at the expense of bidder.

1. The Bidder is required to attend detailed technical discussions and site visits at TBLA's request, otherwise the bid may be disqualified.

1. The Bidder shall abide by its bid and shall leave it open for acceptance by TBLA for a minimum period of one hundred and twenty (120) days from the date stipulated as the return date for the bid. TBLA may request the Bidder to extend the validity of its bid at any time prior to an award of a contract.

1. The RFP shall consist of the Form of Tender and the listed Attachments duly completed in accordance with the instructions detailed in paragraph 1.5 (1) below. The Bidder is required to submit a clear, concise and unqualified RFP, complying with the provisions of these instructions.

1.6Submission of Bid

1. A one (1) envelope system will be used for the receipt and evaluation of bids. Accordingly, the Bidder shall submit its bid electronically, with both the technical and commercial submissions as one document.
2. Electronic Bids should be preformatted for printing in legal or letter sized paper and should be in both PDF and native application used to produce the tender.

1. The bidder shall submit one (1) original of the bid in hard copy, upon request.

1. Each Bidder shall submit the following documents together with its bid:
2. A valid VAT compliance/clearance certificate.
3. A valid National Insurance clearance certificate.
4. A valid Corporation Tax compliance/clearance certificate.
5. A copy of its Certificate of Incorporation and latest Annual Returns
6. Copies of Insurances (e.g. Professional Indemnity, Workman Compensation, Public Liability,)
7. Work history of similar jobs in terms of value, nature and complexity
8. Completed hardware requirements
9. List at least three verifiable references. Include name of contact person, position in the organization, contact information and Company Name
10. Financial Statements (last three years)
11. Complete Company Profile
12. Organization Chart
13. Method Statement and Deliver/Project Schedule
14. Name of nominated person to coordinate work.
15. Financial Capability of the Bidder – evidence should be provided in the form of a letter from the Bidder’s Banker attesting to the satisfactory nature of the relationship.

1. Each bid is to be submitted, strictly in accordance with the requirements of this RFP otherwise, and at the sole discretion of TBLA, it may be disqualified. Bids submitted after the required time and date shall be disqualified.

1. Bids shall reach the office of the TBLA no later than 2:00 p.m. on 31st. March 2017– the due date.

1. All prices shall be quoted inclusive of VAT. VAT should be stated separately on the Cost Breakdown.

1. Include Total Cost of bid in the “Form of Tender”

1.7Responsiveness of Bids

1. TBLA’s determination of a bid’s responsiveness is to be based on the contents of the bid itself.

1. A substantially responsive Bid is one that conforms to all the terms, conditions, and specifications of the Bidding Documents without material deviation, reservation or omission. A material deviation, reservation, or omission is one that:

1. affectsin any substantial way the scope, quality or performance of the Goods and/or Related Services specified in the Contract.

1. limits in any substantial way, inconsistent with the Bidding Documents, TBLA’s rights or the Bidder’s obligations under the Contract.
2. if rectified would unfairly affect the competitive position of other bidders presenting substantially responsive bids.

1. If a bid is not substantially responsive to the bidding documents, it shall be rejected by TBLA and may not subsequently be made responsive by the Bidder by correction of the material deviation, reservation or omission

1.8Non-conformities, Errors and Omissions

Provided that a bid is substantially responsive, TBLA may:

1. Waive any non-conformities or omissions in the bid that do not constitute a material deviation.

1. Request that the Bidder submit the necessary information or documentation, within a reasonable period of time, to rectify non-material non-conformities or omissions in the bid related to documentation requirements. Such omissions shall not be related to any aspect of the price of the Bid.

1. Failure of the Bidder to comply with the request may result in the rejection of its Bid.

1. Provided that the bid is substantially responsive, TBLA shall correct arithmetical errors on the following basis:

1. if there is a discrepancy between the unit price and the line item total that is obtained by multiplying the unit price by the quantity, the unit price shall prevail and the line item total shall be corrected unless in the opinion of TBLA there is an obvious misplacement of the decimal point in the unit price, in which case the line item total as quoted shall govern and the unit price shall be corrected;

1. if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected.

1. if there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to (a) and (b) above.

If the Bidder that submitted the lowest evaluated bid does not accept the correction of errors, its bid shall be rejected.

1.9Enquiries

1. All enquiries regarding any aspect of this RFP shall be in writing and shall be directed by e-mail or letter to arrive no later than three (3) working days priorto the due date for submission, to:

The Secretary

Trinidad Building and Loans Association

89 Queen Street

Port of Spain

Trinidad, West Indies

E-mail:

All correspondence shall show clearly the bidder’s name and TBLA’s RFP Reference: TBLA/ 2017/ 001.

1. Should a Bidder wish to clarify any part of this RFP or should any discrepancies be discovered in the RFP documents or should there be any doubt as to the meaning thereof, the bidder shall notify the Chief Executive Officerin writing without delay, requesting clarification or interpretation as may be appropriate.

Telephone enquiries will not be accepted.

1. Prior to receipt of bids, no employee of TBLAother than the Chief Executive Officer has any authority to make any representation or give any explanation about this RFP to any bidder.

1. The responses to bidders’ written enquiries for clarification on aspects of the RFP shall be incorporated into RFP addenda which will be issued to all bidders.

1. Except for written RFP addenda, nothing shall be deemed to change or supplement the basis of the RFP.

SECTION II

EVALUATION PROCESS

2.0Evaluation Criteria

The bids submitted will be evaluated in accordance with the following:

Price,Experience,Financial Strength, Quality*, Method Statement & Delivery, etc.

*Quality, for example,can beassessed based on the strength of the bidder’sspecifications, QA/QC Plan, Project Schedule, Risk Assessment, etc. (requestor to specify what constitutes quality)

2.1Awarding of Points (Evaluation & Selection Criteria)

The following evaluation criteria will be used for evaluation and selection:

Applicants are required to achieve a minimum of seventy-five (75) marks to be considered to have met the qualification requirements.

SECTION III

SCOPE OF SERVICES

3.0General Description

The Trinidad Building and Loans Association (TBLA) wishes to engage a suitable qualified software vendor to provide a management information system that, coupled with relevant operational, technical and infrastructure changes, will enable them to automate their business processes in line with current and future strategic business objectives.This may involve the upgrade/replacement of the current CUMIS system.