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INFORMATION TECHNOLOGY OFFICE Information Technology Infrastructure and Operations Department

A. Description

One-year (1) Software Maintenance and Support Services for the existing RedMap Managepoint Software Licenses.

B. Justification/Purpose

 To provide software maintenance to the existing e-Library systems, Monetary Board (MB) and Office of Special Investigation (OSI), of BSP such that in case of software update/upgrade and/or errors will be encountered, the necessary patches/fixes including support services will be provided for the system’s continuous operation.

C. Scope of Work

The successful bidder shall be responsible for the software maintenance of the existing e- library systems of BSP for January 1, 2021 to December 31, 2021. The software maintenance includes the following services and deliverables:

1. Provide Proof of Entitlement or Maintenance Agreement with start date based on the stipulated date in the Notice to Proceed (NTP) to be issued by the Information Technology Infrastructure and Operations Department (ITIOD) or until December 31, 2021. 2. Assessment of the current system and infrastructure in order to provide necessary recommendations/action plan. 3. Provide technical support and assistance on errors encountered, troubleshooting problems and system maintenance. Must ensure that the system is continuously updated with the latest supported software by having the latest fixes/patches necessary for the normal day-to-day operation of the e-library systems. 4. Supply, delivery and installation of necessary software updates, upgrades, patches and fixes necessary for the system. This includes upgrade to the latest version of ManagePoint. 5. Provide onsite Support Engineer/Technician to perform upgrades, system recovery, reinstallation and configuration of features/functions available in the system. 6. Conduct preventive maintenance for the duration of the maintenance agreement to determine status and/or performance of the system. 7. The successful bidder shall also provide the necessary training/re-training (skill transfer) to the assigned BSP system administrator/s and end-users for the new /current features/functions available for the system. 8. The successful bidder shall follow the conditions and services requirements stated in the Service Level Agreement (SLA, Annex A).

One-Year (1) Software Subscription and Support of existing RedMap Managepoint Software Date: 23 September 2020 Page 2 of 4

D. Contract Period

The contract period will be from 01 January 2021 to 31 December 2021.

E. Mode of Procurement

 Direct Contracting to E-Copy Inc. since the company is authorized exclusively to market the Redmap Managepoint Software in the Philippines (Letter of Exclusivity).

F. Estimated Cost Description Total Cost

ManagePoint Enterprise Document Management Soluti on AMP for MB e-Library System PhP158,000.00 5 user licenses

ManagePoint Enterprise Document Management Solution AMP for OSI Digitization PhP34,000.00 1 user license

Total PhP192,000.00 (VAT Inclusive)

Reference: See quotation copy from E-Copy

G. Schedule of Payment

Payment Deliverables Detailed Activities Percentage of Milestone Payment

1st Quarter Maintenance 1. Proof of Entitlement for One (1) Year of Year Agreement Software Maintenance and Support 2021 Services for the existing RedMap Managepoint Software Licenses , to be issued within 30 calendar days covering 01 January 2021 to 31 D ecember 2021 25% of the Onsite Support 2. Conduct quarterly preventive Contract Price Services maintenance and c orrective actions

3. Resolution of the Problem/Issues

raised by BSP 4. Submission of summary reports of all services, on -site or remo te rendered to BSP

One-Year (1) Software Subscription and Support of existing RedMap Managepoint Software Date: 23 September 2020 Page 3 of 4

2nd – 4th Onsite Support 1. Conduct quarterly preventive 25% of the Quarter of Services maintenance and corrective actions Contract Price Year 2021 2. Resolution of the Problem/Issues raised by BSP * Cost shall be 3. Submission of summary reports of all inclusive of all expenses such as services, on-site or remote rendered to but not limited to BSP out of pocket 4. Provide Software updates, upgrades, expenses, patches, fixes, version and enhancement incidental expenses, etc. packs together with the necessary documentations (if any)

H. COVID-19 PROVISION

The following provisions in cases of disruptions similar to the COVID-19 pandemic shall be observed and performed by the Service Provider:

1. The Service Provider shall ensure that its deployed employees are fit to work and not infected with COVID-19 or similar virus. Infected personnel shall be immediately isolated and not be allowed to report for work. 2. The Service Provider shall comply with Department of Health (DOH) and other government agency healthcare and safety protocols in ensuring the health and safety of its deployed personnel for the duration of the community quarantine or similar situations. 3. The Service Provider shall ensure the issuance of appropriate directives to all deployed personnel on the strict observance of precautionary measures implemented by the BSP to keep the workplace free from COVID-19 or other similar virus, and to prevent its transmission, e.g. physical distancing, frequent hand washing, wearing of face masks, temperature checks at entry points, and other measures/guidelines that will be implemented/issued by the BSP. 4. The Service Provider shall supply the necessary personal protective equipment (PPE) and related supplies for all its personnel, such as face masks, face shield, etc., in connection with the onsite performance of their personnel duties. 5. Any infraction committed by the personnel in the implementation of the above-mentioned provisions shall be a ground for ITO to request for replacement and/or termination of said per sonnel’s deployment.

One-Year (1) Software Subscription and Support of existing RedMap Managepoint Software Date: 23 September 2020 Page 4 of 4

Prepared by: Recommended by:

JOHN ERERNIENI E S. EVALLE ERROL C. FRANCO ISA III,I, ITITIOD-SSUIOD Acting Deputy Director, ITOG

Digitally signed Reviewed by: Approved by: by John L. Regala Date: 2020.09.24 14:42:52 +08'00' CHRISTIAN A. CUTARAN JOHN L. REGALA Bank Officer IV, ITIOD-SSU Director, ITIOD Date: 2020.09.24 08:23:04 +08'00' CHRISTOPHER DE CASTRO Bank Officer V, ITIOD-SSU

For Bidder’s only

This is to certify that our company is amenable with Bangko Sentral ng Pilipinas Terms of Reference for the One-year (1) Software Subscription and Support of Existing RedMap Managepoint Software requirements and is capable of satisfying the requirements.

Conforme: Authorized Representative Name and Signature

(Date)

              

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To be signed in three (3) copies: ____ 1 Original Copy for BSP OFFICE OF THE MANAGING DIRECTOR ____ 1 Duplicate Original Copy for BSP (w/initials) INFORMATION TECHNOLOGY OFFICE ____ 1 Original copy for Supplier

PURCHASE ORDER

eCOPY CORPORATION (eCopy) Purchase Order (P.O.) No. No. 5837 Zobel Roxas Street SAP Reference Date Makati City BAC Reference No. BAC-ITIO GS No. 2021-0029 Tel. No.: 8525 -9911 loc. 112 Reference/Docket Date 12 October 2020 Email Addresses: [email protected] / End-User Dept. Information Technology Infrastructure and [email protected] / Operations Department (ITIOD) [email protected] / Certification of Certification dated 30 September 2020 issued [email protected] Availability of Funds by the Office of the Managing Director, Certificate of PhilGEPS Registration (Platinum Comptrollership Sub-sector and Chairperson, Membership) - Reference No.: ______BSP Budget Committee Re-certified on ______2020

Dear Sir/Madam:

Please supply us with the article(s) specified, and within the period stated below: Article(s)/Specification(s) Contract Amount One (1) Lot – Software Maintenance and Support Services for the existing Php192,000.00, inclusive of all applicable Redmap ManagePoint Software Licenses of the Bangko Sentral ng Pilipinas taxes and other charges (BSP), as per BSP Terms of Reference and Service Level Agreement Contract Period: The software maintenance and support services will commence on the date stipulated in the Notice to Proceed to be issued by the ITIOD to start on 01 January 2021 and shall end on 31 December 2021. LILIA C. GUILLERMO Managing Director

Date: ______

------I. On behalf of the above Supplier, the undersigned AGREES to the terms and conditions of this P.O. and those contained in the following documents, which shall be deemed to form, and be read and construed, as an integral part hereof: (i) Request for Confirmation of Renewal of Maintenance (iii) BSP Terms of Reference; and Support Services dated ______2020; (iv) BSP Service Level Agreement; (ii) eCopy’s Response to the Request for Confirmation (v) BSP Terms and Conditions; and dated ______2020; (vi) Notice of Award. All other documents required under Rep. Act No. 9184 and its 2016 Revised Implementing Rules and Regulations (IRR), existing laws, and Bidding Documents issued by the BSP, although not stated herein, shall also form part of this P.O.

II. We further AGREE that: A. The article(s)/service(s) to be delivered or provided to the BSP shall be in accordance with the specifications, terms of reference and scope of work of the project. B. Our failure to deliver the article(s)/service(s) within the period specified herein shall give the BSP the right to cancel this order and impose administrative penalty/ies as may be applicable. C. In case of delayed delivery of supplies, the BSP shall have the right to impose liquidated damages, not by way of penalty, in an amount equivalent to 1/10 th of 1 percent of the cost of the delayed goods scheduled for delivery for every day of delay, collectible from any money due or which may become due us, at the option of the BSP. The computation of liquidated damages shall be reckoned on the date stated in the P.O., NTP or delivery schedule, whichever is applicable.

FOR eCOPY CORPORATION :

MYLENE C. CELLS Operations Manager DATE:

IMPORTANT: The date of execution of this P.O. shall be the date of signing by both parties. If the parties signed on different dates, the reckoning date of the execution of this P.O. shall be the later date. The date of execution of this P.O. shall be the contract effectivity date unless otherwise agreed upon or stipulated in a separate document ( i.e., Approval of Award, Notice of Award, NTP) stating a different contract effectivity date. FOR THIS CONTRACT, THE CONTRACT EFFECTIVITY DATE IS 01 JANUARY 2021.

(PLEASE SEE REQUIREMENTS, INSTRUCTIONS, AND CONDITIONS AT THE BACK)

Pro Form No. 04 -017 -01 • Version: 3 • Updated: 01 Aug 2017 File/Ref. N o.: BAC -20201 1-00 39 e-ITIO/Cluster C Page 1 of 2

BAC-ITIO GS No. 2021-0029 dated 12 October 2020 for One (1) Lot – Software Maintenance and Support Services for the existing Redmap ManagePoint Software Licenses of the Bangko Sentral ng Pilipinas (BSP), as per BSP Terms of Reference and Service Level Agreement

REQUIREMENTS, INSTRUCTIONS, AND CONDITIONS

I. NOTICE TO PROCEED The NOTICE TO PROCEED shall be issued by the end-user department within seven (7) calendar days from the date of execution of this Purchase Order (P.O.). The software maintenance and support services will commence on the date stipulated in the Notice to Proceed to be issued by the Information Technology Infrastructure and Operations Department (ITIOD) to start on 01 January 2021. II. WARRANTY The obligation for warranty shall be covered at the Supplier’s option, by a Retention Money in an amount equivalent to at least one percent (1%) of every progress payment, or a Special Bank Guarantee issued by a Universal or Commercial Bank in an amount equivalent to at least one percent (1%) of the total contract price. The warranty security shall be released after one (1) year from the end of contract period, provided that all the conditions imposed under the contract have been fully met. III. DELIVERY A. Unless otherwise indicated in this P.O., the articles shall be delivered, as follows : 1. Place of delivery Property Supplies Management Division Banknotes and Securities Printing Department Administrative Services Department (PSMD-ASD) (BSPD Rm. 109, 5-Storey Bldg., BSP Main Office Mint and Refinery Operations Department Bangko Sentral ng Pilipinas (MROD) A. Mabini corner P. Ocampo Sr. Streets Department of General Services (DGS) Malate, Manila BSP-SPC, East Avenue, Diliman, Quezon City Regional Monetary Affairs Sub-sector Others: ITIOD Rm. 305, Multi-Storey Bldg., BSP Main Office 2. Delivery schedule (unless otherwise indicated in the Delivery Schedule) CAPEX (Monday-Wednesday-Friday from 8:00 am – 3:00 pm) OPEX (Monday to Friday from 8:00 am – 3:00 pm) Note: If the last day delivery falls on a non-working/non-delivery day, the next working/delivery day at the specified delivery hours, shall be the last day of delivery. 3. Delivery documents/requirements DOCUMENTS FOR PRESENTATION DOCUMENTS FOR SUBMISSION: (certified true copy may be submitted): Original Supplier’s Invoice(s)/Bill(s) and/or Delivery Original P.O./electronic or printed copy of the P.O. Receipt(s) must be submitted to the PSMD-ASD for Notice to Proceed/(Delivery Period/ Schedule as deliveries made in the BSP-Head Office. stated above) Certified by BSP as True Copy of P.O. BSP Terms of Reference Official Receipts (issued by the Bureau of Customs) BSP Service Level Agreement evidencing payment of taxes, duties and other charges BSP Terms and Conditions for the articles to be delivered. The exact specification Complete List of Items for Delivery (for Lot purchases) and/or serial number of the article(s) delivered shall Documents as per Letter of Credit appear in the covering Packing List and/or Import Entry Declaration or Commercial Invoice Receipts. No payment of deliveries received will be made unless the requirement under Administrative Order No. 200, Series of 1990, is complied with. Others ______B. FOR BSP HEAD OFFICE: One or two hand-carried package/s or item/s with size not exceeding 50x60x35 cm (length x width x height) shall be allowed to pass through BSP Gate 3. Three or more packages/items of the same size or in bulk/oversized packages shall pass through BSP Gate 6 for manual security inspection. C. The delivery vehicle/s to be used shall be in good condition when it enters the BSP premises. Supplier must present the P.O. to the guard on duty for instructions/guidance. IV. PAYMENT A. All invoices, bills and/or delivery receipts shall be compliant with the BIR Revenue Regulation (RR) No. 18-2012, Revenue Memorandum Circular (RMC) Nos. 44-2013 and 52-2013 and indicate, among other things: (i) Bangko Sentral ng Pilipinas as Buyer, (ii) P.O. No., and (iii) BAC-ITIO GS No. B. Payments/collections shall be with duly acknowledged/issued: 1. Delivery receipt/sales invoice 2. Certificate of Satisfactory Performance/Certificate of Completion and Acceptance 3. Cost breakdown/Cost breakdown of Billing Rates 4. Proof of Activation/Entitlement (for Online Subscription) C. Payment shall be based on actual deliveries, subject to the existing accounting and auditing rules and regulations. D. Payment shall follow the Schedule of Payment under Part G of the BSP Terms of Reference. E. Request for refund of Performance Security filed in the form of cash, check or irrevocable letter of credit should be addressed to the end-user department. F. If new supplier/contractor/service provider, submit the duly accomplished Authority to Credit form to the end-user department, together with the required supporting documents, as applicable. V. BSP No Gift Policy We have not given, nor do we intend to give, any amount of money or gift in any form to any official or employee of the BSP in securing this Order or having the payment hereof expedited.

ACKNOWLEDGED BY : MYLENE C. CELLS Operations Manager, eCOPY CORPORATION

Pro Form No. 04 -017 -01 • Version: 3 • Updated: 01 Aug 2017 File/Ref. N o.: BAC -20201 1-00 39 e-ITIO/Cluster C Page 2 of 2