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This Supplemental/Bid Bulletin is issued to clarify or amend some provisions originally indicated in the Bidding Documents, in compliance with Section 22.5.2 of the Revised Implementing Rules and Regulations of Republic Act 9184, to wit:

Issue/Clarification

(ORIGINAL)

Response

(AMENDED, see in bold letters, capitalization and underlined words)

Technical Specifications

TERMS OF REFERENCE

SUBSCRIPTION TO LEARNING MANAGEMENT SYSTEM INCLUDING SUBSCRIPTION OF AN ONLINE VIDEOCONFERENCING PLATFORM BACKGROUND

The Pamantasan ng Lungsod ng Maynila aims to subscribe a Learning Management System (LMS) with an Online Videoconferencing (OVC), for its platform for delivering online courses. The LMS with OVC would minimize PLM’s acquisition cost of its hardware, software and maintenance cost including manpower resources. The uninterruptible and availability of services is an utmost importance and guaranteed for the LMS with OVC even during emergencies and disasters. Both the students and faculty members are ensured that the online classes can proceed with no problems and interruptions encountered.

SCOPE OF WORK

The Service Provider shall provide the following minimum requirements:

 

1. At least a 1-year initial subscription and acquisition of a cloud-based Learning Management System (LMS) with online videoconferencing with operation, maintenance, consultancy, technical and user support and customization services.

2. Installation / Activation, configuration, and customization of a cloud-based Learning Management System with online videoconferencing for Pamantasan ng Lungsod ng Maynila. This shall include installation / activation of the LMS, and customization of the following as required by the end user all throughout the contract and service subscription period:

  • a. Customization of User Interface (UI)
  • b. Learning Management System functionality
  • c. Plug-ins
  • d. Required reports and analytics
  • e. Monitoring tools and metrics
  • f. Cloud hosting service included
  • g. API that will copy the enrolled students from enrollment system to LMS
  • h. Local server serve as back up
  • i. Other customization work required by PLM all throughout the contract and service subscription period.

3. The Learning Management System shall be seamlessly accessible thru all platforms either web or mobile platforms. a. Accessible via Window, IOS, Android, Linux, and others operating system b. Availability of mobile application access via Android and IOS

4. The Learning Management System must have features where quizzes, exams and online learning activities or learning contents can be designed and organized as preferred by the faculty member following a structured course syllabus. The LMS supports all the file and elearning formats and the data collection capabilities needed.

5. The Learning Management System shall include compatibility features/module/plugin available for use by users.

6. The Learning Management System Access specification

  • a. Cloud based
  • b. Can accommodate up to 10,000 users or more in simultaneous online classes
  • c. Access type: via Web Browser and Mobile Application (Compatible with Android and IOS platforms)
  • d. With 24/7 access availability
  • e. At least 50 GB initial storage per users
  • f. Includes SSL Certificate Login Page and SSL Certificate Site Wide

7. Learning Management System must include Online Video Conferencing that possesses the following features:

a. At least 500 entities that can host a secure individual conference/meeting separately or simultaneously.

b. Video Conferencing has a capability of the following:

  • 7.b.1. Capable of hosting unlimited number of Meetings and for unlimited time
  • 7.b.2. Showing at least 49 attendees on-screen grid View during conference
  • 7.b.3 At least 100 video panelist during conference Meeting/webinar
  • 7.b.4 At least 10,000 attendees/participants During a webinar for at least 1 host
  • 7.b.5 HD video and calls
  • 7.b.6 Optimization of traffic
  • 7.b.7 Identifying attendee’s names
  • 7.b.8 Giving co-host, handing over controls
  • 7.b.9 Waiting rooms
  • 7.b.10 Highlighting a specific user, host manual Spotlight to a user, host to control who Joins the conference/meeting/webinar Automatic spotlight to active/speaker Host mute all or mute someone, kick a User out during conference
  • 7.b.11 Break-out rooms
  • 7.b.12 Sharing one-click link invitation to join Meeting, connecting internal or external Participants
  • 7.b.13. Video Recording of whole conference, and Video recording can be saved locally.

c. The video conferencing has a built-in screen sharing for documents, slides, videos, and materials by showing an entire screen or a window, chat feature, raise hand feature, and sharing system sound. The video conferencing allows the participants to join from any device with any browser, can integrate with and any application calendar with application of security in 256- bit SSL/TLS and AES encryption, role-based permissions for users and security with password, waiting room and lock meeting capabilities.

8. Each LMS/OVC account is licensed for at least 5 devices and can be used on each device simultaneously.

9. LMS/OVC must have its own application software installer easily downloadable from the software/provider’s website. 1

0.Cloud hosting service shall include system hosting and provision of custom Domain Name (domain hosting) for the subscribed/acquired Learning Management System for the subscribed number of years.

11.Cloud server uptime shall be 99.95%, except for advance notification of server maintenance and updates roll-out.

shall have access to the following:

  • a. System Availability Report,
  • b. Storage status
  • c. Other status related to system activity

12. Online system and data security

13. Privacy and data security compliance to Data Privacy Act of 2012

14. Regular system upgrade/update of the Learning Management System which shall include:

  • a. Regular upgrade/update to latest Learning Management System version
  • b. Regular upgrade /update of other system requirements such as plugins and themes (as updates becomes available or as required by PLM and its System Administrator)
  • c. Regular update for the SSL Certificate & Encryption of the site

15. Provision of Training to Users

  • a. Online and Onsite training for administrator
  • b. Online and Onsite training for users

16.Provision of Back-up Service and System Recovery

  • a. Automated and Periodic system backups
  • b. Backup on demand by the PLM/Administrator
  • c. Secured backup in another Data Center
  • d. PLM may demand from time to time a functional copy of the system and data/contents backup
  • e. Service provider shall conduct system recovery or reinstallation in case of system crash or failure

17.Provision of Warranty and Support Services

  • a. 24/7 availability of technical and user support
  • b. 24/7 administrator help desk
  • c. The LMS provider must have locally available qualified and experienced IT personnel who will provide help in the installation, implementation and fine tuning of the system. They must be in Metro Manila and dedicated to this project. Technical and project management support shall be required until the end of the project.
  • d. The LMS provider must commit to provide maintenance service after expiration of warranty to be covered by a Maintenance Service Agreement that may be entered into at the option of PLM

18.Provision of additional related tools, service, and features maybe proposed as options by the supplier / contractor / service provider and shall be subject for evaluation as to its advantage to the PLM.

 

DELIVERABLES

Active cloud based customized Learning Management System with online videoconferencing in compliance with the above stated Sixteen (16) requirements as stated in an approved contract with specified number of years of service subscription.

TIME FRAME

The subscription shall be for a minimum of one (1) academic year.

The project shall be implemented in three (3) phases:

1. Phase 1 – Week 1 and 2 Project Start, Planning and analysis

2. Phase 2 – Week 3 and week 4 Adaptation Phase User training and Provision of Licenses

3. Phase 3 – Week 5 to Week 8 Deployment Phase. Migration and Rollout

The work should be started within a week upon receipt of Notice to Proceed and delivery of services shall be fully implemented 2 months upon acknowledgement of the Notice to Proceed.

A subscription of more than one (1) academic year, offered by supplier or service provider shall be an option provided the stated cost shall not exceed the indicated and shall be subject to evaluation by the end-user.

Payment Terms

 Percentage Description of Deliverables
First Billing (20%)  Upon acceptance of Project Management Plan in Project Kick-off and installation of hardware, software and peripherals in PLM, for initial payment of 20%. 
Progress Billing  The Remining amount will divided into equally payments in twelve (12) months. 

APPROVED BUDGET

The subscription / acquisition has an Approved Budget for the Contract of Fifteen Million Six Hundred Fifty Thousand pesos (Php 15,650,000.00) only.

MODE OF PROCUREMENT

The subscription / acquisition of a Learning Management System with Online Videoconferencing shall be procured through Competitive Bidding for Goods and Services in accordance with the provisions of RA 9184.

Technical Specifications

TERMS OF REFERENCE

SUBSCRIPTION TO LEARNING MANAGEMENT SYSTEM INCLUDING SUBSCRIPTION OF AN ONLINE

VIDEOCONFERENCING PLATFORM

BACKGROUND

The Pamantasan ng Lungsod ng Maynila aims to subscribe a Learning Management System (LMS) with an Online Videoconferencing (OVC), for its platform for delivering online courses. The LMS with OVC would minimize PLM’s acquisition cost of its hardware, software and maintenance cost including manpower resources. The uninterruptible and availability of services is an utmost importance and guaranteed for the LMS with OVC even during emergencies and disasters. Both the students and faculty members are ensured that the online classes can proceed with no problems and interruptions encountered.

SCOPE OF WORK

The Service Provider shall provide the following minimum requirements: 

1. At least a 1-year initial subscription and acquisition of a cloud-based Learning Management System (LMS) with online videoconferencing with operation, maintenance, consultancy, technical and user support and customization services.

2. Installation / Activation, configuration, and customization of a cloud-based Learning Management System with online videoconferencing for Pamantasan ng Lungsod ng Maynila. This shall include installation / activation of the LMS, and customization of the following as required by the end user all throughout the contract and service subscription period:

  • a. CUSTOMIZATION OF USER INTERFACE (UI) THE LOOKS AND FEEL OF THE USER INTERFACE MUST CONFORM ON THE LOGO, COLOR AND FONT OF PLM
  • b. Learning Management System functionality c. Plug-ins
  • d. Required reports and analytics
  • d.1 ALL ACADEMIC REPORTS AND ANALYTICS, SUCH AS BUT NOT LIMITED TO INDIVIDUAL STUDENT ACTIVITIES IN CLASS, STUDENT’S GRADES, AND CLASS ACTIVITY REPORT. D.2 ALL ADMINISTRATIVE REPORTS AND ANALYTICS, SUCH AS, BUT NOT LIMITED TO STUDENT AND FACULTY ATTENDANCE, USER ACTIVITIES REPORT.
  • e. Monitoring tools and metrics
  • f. Cloud hosting service included.
  • g. API THAT WILL COPY THE ENROLLED STUDENTS FROM ENROLLMENT SYSTEM (CRS FOR UNDERGRAD, COLLEGE OF MEDICINE AND COLLEGE OF LAW AND THE GRADUATE SCHOOL PROGRAM GSP) TO LMS.
  • h.1 PROCESSOR: AT LEAST 2.2 GHz, 10 CORES, 14M CACHE h.2 MEMORY: AT LEAST 32 GB RDIMM 2666MT/s h.3 NETWORK CONTROLLER: AT LEAST 2 -1GbE PORTS h.4 STORAGE CONTROLLER: ANY RAID CONTROLLER h.5 HARD DRIVE: AT LEAST 30TB (DATABASE FOR LMS/OVC SYSTEM AND FACULTY FILES ONLY) h.6 OPTICAL DRIVE: AT LEAST 1-BUILT-IN DVD+/-RW h.7 SERVER TYPE: RACK MOUNTED INCLUSIONS: USB MOUSE, 21-INCH MONITOR, USB KEYBOARD, and 3KVA UPS. h.8 WARRANTY: AT LEAST 1 YEAR, SERVICE, PARTS AND REPLACEMENT h.9 POST WARRANTY: AT LEAST 2 YEARS SERVICES AND PARTS. h.10 OPERATING SYSTEM: USER FRIENDLY AND PERPETUAL
  • i. OTHER CUSTOMIZATION WORK REQUIRED BY PLM ALL THROUGHOUT THE CONTRACT AND SERVICE SUBSCRIPTION PERIOD. LIST OF CUSTOMIZATION:
  • a. ACADEMIC MODULE
  • b. STUDENT MODULE
  • c. PARENT MODULE
  • d. ADMIN MODULE
  • e. TRAINING MODULE

3. The Learning Management System shall be seamlessly accessible thru all platforms either web or mobile platforms.

  • a. Accessible via Window, IOS, Android, Linux, and others operating system
  • b. ACCESSIBILITY OF THE SYSTEM (LMS AND OVC) IN ALL MOBILE PLATFORMS.

4. The Learning Management System must have features where quizzes, exams and online learning activities or learning contents can be designed and organized as preferred by the faculty member following a structured course syllabus. The LMS supports all the file and e-learning formats and the data collection capabilities needed.

5. The Learning Management System shall include compatibility features/module/plugin available for use by users.

6. The Learning Management System Access specification

  • a. Cloud based
  • b. CAN ACCOMMODATE SIMULTANEOUSLY UP TO 15,000 STUDENTS AND AT LEAST 1,300 FACULTY MEMBERS AND ADMIN EMPLOYEES.
  • c. ACCESS TYPE: VIA WEB BROWSER AND MOBILE (COMPATIBLE WITH WINDOWS, ANDROID AND IOS PLATFORMS
  • d. With 24/7 access availability
  • e. At least 50 GB initial storage per users
  • f. Includes SSL Certificate Login Page and SSL Certificate Site Wide

7. Learning Management System must include Online Video Conferencing that possesses the following features:

a. AT LEAST 1000 ENTITIES THAT CAN HOST A SECURE INDIVIDUAL CONFERENCE/MEETING SEPARATELY OR SIMULTANEOUSLY.

b. Video Conferencing has a capability of the following:

  • 7.b.1. Capable of hosting unlimited number of Meetings and for unlimited time
  • 7.b.2. Showing at least 49 attendees on-screen grid View during conference
  • 7.b.3 At least 100 video panelist during conference Meeting/webinar
  • 7.b.4 At least 10,000 attendees/participants During a webinar for at least 1 host
  • 7.b.5 HD video and calls
  • 7.b.6 Optimization of traffic
  • 7.b.7 Identifying attendee’s names
  • 7.b.8 Giving co-host, handing over controls
  • 7.b.9 Waiting rooms
  • 7.b.10 Highlighting a specific user, host manual Spotlight to a user, host to control who Joins the conference/meeting/webinar Automatic spotlight to active/speaker Host mute all or mute someone, kick a User out during conference
  • 7.b.11 Break-out rooms
  • 7.b.12 Sharing one-click link invitation to join Meeting, connecting internal or external Participants
  • 7.b.13. Video Recording of whole conference, and Video recording can be saved locally.

c. The video conferencing has a built-in screen sharing for documents, slides, videos, and materials by showing an entire screen or a window, chat feature, raise hand feature, and sharing system sound. The video conferencing allows the participants to join from any device with any browser, can integrate with and any application calendar with application of security in 256-bit SSL/TLS and AES encryption, role-based permissions for users and security with password, waiting room and lock meeting capabilities.

8. EACH LMS/OVC ACCOUNT IS LICENSED FOR AT LEAST 5 DEVICES AND CAN BE USED ON EACH DEVICE SIMULTANEOUSLY.

9. LMS/OVC must have its own application software installer easily downloadable from the software/provider’s website.

10.Cloud hosting service shall include system hosting and provision of custom Domain Name (domain hosting) for the subscribed/acquired Learning Management System for the subscribed number of years.

11.Cloud server uptime shall be 99.95%, except for advance notification of server maintenance and updates roll-out. PLM

12. PLM shall have access to the following:

  • a. System Availability Report,
  • b. Storage status
  • c. Other status related to system activity.

13. Online system and data security

14.Privacy and data security compliance to Data Privacy Act of 2012

15. Regular system upgrade/update of the Learning Management System which shall include:

  • a. Regular upgrade/update to latest Learning Management System version
  • b. Regular upgrade /update of other system requirements such as plugins and themes (as updates becomes available or as required by PLM and its System Administrator)
  • c. Regular update for the SSL Certificate & Encryption of the site

16. PROVISION OF TRAINING TO USERS

  • a. ONLINE AND ONSITE TRAINING FOR ADMINISTRATORS AND FACULTY MEMBERS WITH ADMINISTRATIVE POSITION
  • b. ONLINE TRAINING FOR STUDENTS AND FACULTY MEMBERS

17.Provision of Back-up Service and System Recovery

  • a. AUTOMATED AND PERIODIC SYSTEM AND DATABASE BACKUPS (WEEKLY BACK UP) Note: NEED TO BACK UP THE SYSTEM AND DATABASE; AND FILES OF FACULTY MEMBERS ONLY
  • b. BACK UP ON DEMAND BY THE PLM/ADMINISTRATOR
  • c. SECURED BACKUP IN THE DATA CENTER WITHIN PLM PREMISES.
  • d. PLM may demand from time to time a functional copy of the system and data/contents backup e. Service provider shall conduct system recovery or reinstallation in case of system crash or failure

18.Provision of Warranty and Support Services

  • a. 24/7 AVAILABILITY OF TECHNICAL, ADMINISTRATOR AND USER SUPPORT THRU EMAIL, LIVE CHAT, AND HELP DESK.
  • b. The LMS provider must have locally available qualified and experienced IT personnel who will provide help in the installation, implementation and fine tuning of the system. They must be in Metro Manila and dedicated to this project. Technical and project management support shall be required until the end of the project.
  • c. THE SYSTEM PROVIDER MUST COMMIT TO PROVIDE MAINTENANCE SERVICE FOR BOTH HARDWARE AND SYSTEM DURING THE CONTRACT PERIOD.

19. PROVISION OF ADDITIONAL RELATED TOOLS, SERVIDE, AND FEATURES MAYBE PROPOSED AS OPTIONS BY THE SUPPLIER/CONTRACTOR/SERVICE PROVIDER AND SHALL BE SUBJECT FOR EVALUATION AS TO ITS ADVANTAGE TO THE PLM.

DELIVERABLES

Active cloud based customized Learning Management System with online videoconferencing in compliance with the above stated Sixteen (16) requirements as stated in an approved contract with specified number of years of service subscription.

TIME FRAME

The subscription shall be for a minimum of one (1) academic year.

The project shall be implemented in three (3) phases:

1. Phase 1 – Week 1 and 2 Project Start, Planning and analysis Phase 2 – Week 3 and week 4 Adaptation Phase (INCLUDING TESTING), User training and Provision of Licenses.

2. PHASE 3 – WEEK 5 TO WEEK 8 DEPLYOMENT PHASE. MIGRATION AND ROLLOUT THE SERVICE PROVIDER WILL MIGRATE THE DATA FROM THE COMPUTERIZED REGISTRATION SYSTEM TO LMS WITH OVC.

THE FOLLOWING SYSTEMS ARE:

1. COMPUTERIZED REGISTRATION SYSTEM (CRS) FOR UNDERGRAD AND COLLEGE OF LAW

2. CRS FOR COLLEGE OF MEDICINE

3. GRADUATE SCHOOL PROGRAM SYSTEM (GSPS) FOR GRADUATE SCHOOL PROGRAM

The work should be started within a week upon receipt of Notice to Proceed and delivery of services shall be fully implemented 2 months upon acknowledgement of the Notice to Proceed. A subscription of more than one (1) academic year, offered by supplier or service provider shall be an option provided the stated cost shall not exceed the indicated and shall be subject to evaluation by the end-user.

Payment Terms

 Percentage Description of Deliverables 
First Billing (20%)   Upon acceptance of Project Management Plan in Project Kick-off and installation of hardware, software and peripherals in PLM, for initial payment of 20%.
 Progress Billing The Remining amount will divided into equally payments in twelve (12) months. 

APPROVED BUDGET

The subscription / acquisition has an Approved Budget for the Contract of Fifteen Million Six Hundred Fifty Thousand pesos (Php 15,650,000.00) only.

MODE OF PROCUREMENT

The subscription / acquisition of a Learning Management System with Online Videoconferencing shall be procured through Competitive Bidding for Goods and S

 

This shall form an integral part of the bidding documents. Any provisions in the Bidding Documents inconsistent herewith is hereby cancelled, modified, and superseded accordingly.

For guidance and information of all concerned.

 

(Original copy signed)

ENGR. EVANGELINE P. LUBAO

Vice President for ICT, End-user

 

(Original copy signed)

ATTY. CARLO FLORENDO C. CASTRO

PLM-BAC Chairperson