6.1 Application software systems documentation and user manuals for all applications developed;

6.2 System Requirements Specification, describing all the inputs, outputs, processing rules, volumes, performance, thresholds etc. of the system being described. This document will answer the question “What” is being built;

6.3 System Design Specifications, describing the technical methods to build the system including design specifications, program specifications, data dictionary, entity relationships etc. This document will answer the question “How” it is being built;

6.4 Training Manuals for all types of training programs;

6.5 Policy Manual serving as repository of broad objectives and principles that govern the Project and of the specific activities undertaken to operationalize them;

6.6 Deployment, warehousing, installation and pull-out plans;

6.7 Security features of the ballot;

6.8 Other Support and Maintenance Manuals; and

6.9 Other Standard Documentation

The bidder must indicate the appropriate quantities, target users/audience and purpose of the documentation. Modifications to the documentation will be made by the Supplier as and when required by changes to the corresponding products or services. Acceptance shall be dependent upon the timely delivery and suitable quality of the documentation and satisfactory performance of the documentation update service.

In view of the above, the winning Bidder should provide the necessary operating manuals, user’s guide for trouble shooting and repair manuals, technical specifications and references, development guides, application codes, library files, application notes, data sheets and all other necessary documents to install, operate and maintain the system by trained personnel. They must provide three (3) complete sets of documentation in print and soft copy (CD-ROM). Manuals, plans and related documentation should be of robust and durable construction with concise and quality presentation. They must contain sufficient information for the proper operation of the equipment, software, developed applications and related processes.

For any hardware or software that has been configured or customized for the project, the settings, configuration, scripts, codes, or passwords used shall be fully documented and properly turned over to COMELEC. Initially configured passwords or similar information shall be kept in a separate, sealed document, marked “CONFIDENTIAL,” and shall be turned over to COMELEC-designated personnel only.

The winning Bidder must be able to provide replacement or additional manuals when required by the COMELEC for all the above-mentioned requirements for the duration of the Project.

The COMELEC requires the bidders to describe their integrated solution for the design, development, installation, maintenance and sustainability of 2010 National and Local Elections automation application systems software at the precinct, voting centers, city/municipal, provincial, regional and central offices of the COMELEC. The proposed solution must be responsive to the required functionality as described in this RFP. Bidders shall have to customize or custom-built the applications systems supportive of the service level requirements for the Project as specified herein.

7.1 The bidder must describe their response to include:

7.1.1 Design of the automated system;

7.1.2 Approach in computerizing the application systems;

7.1.3 Systems development methodology, tools and techniques;

7.1.4 “Look and feel” of the software to be developed;

7.1.5 Security and control measures; and

7.1.6 Additional features or benefits the bidders would like to bring to the attention of the Evaluation Committee.

A short overview of the above using the same categories should preface the response.

7.2 All application systems development shall be done within the vicinity of the COMELEC Central Office and only executable codes shall be installed in the counting and canvassing machines.

7.3 The ownership of the analysis, design, and executable programs of all the applications developed should be given to COMELEC at no additional cost.

7.3.1 Should the option-to-purchase be exercised:

7.3.1.1. The source codes of all applications developed shall be turned over to the COMELEC;

7.3.1.2. The COMELEC shall then have the right to modify said systems.

7.4 The winning bidder shall authorize COMELEC to make the final source code of the PCOS and CCS and all of its components available and open to any interested party or groups which may conduct their own code review thereof. A copy of the source codes shall be kept in escrow with the BSP.

All proposals shall include the following training requirements:

8.1 A training program for COMELEC executives;

8.2 An extensive training and education program on the preparation of elections systems, counting and canvassing systems and transmission systems for technical personnel. Such training shall be sufficient to the point that the COMELEC technical personnel shall be able to operate the systems on their own. The training shall address, but shall not be limited to, the following topics:

8.2.1 Generation of election configuration;

8.2.2 Installation of election configuration in machines;

8.2.3 Operation of all systems provided;

8.2.4 Repair, troubleshooting, tuning up and maintenance of machines and electronic transmission facility;

8.2.5 Designing, printing and reformatting ballot faces and all election reports;

8.2.6 Safeguards to prevent and detect tampering or theft; and

8.2.7 Critical system errors.

8.3 A detailed training program for trainors and certifiers, which shall include:

8.3.1 Setting up and testing the counting machines, transmission facility and components thereof;

8.3.2 Proper operation and security of the machines and transmission facility from start to finish;

8.3.3 Troubleshooting methods to quickly identify and resolve any problems;

All training materials shall also be submitted to the COMELEC.

The bidder shall provide a plan to ensure that problems arising outside of the system or any components thereof during the Election Proper, from voting/counting, data transmission to canvassing levels, are addressed. This plan shall include areas where service crews and spare units will be stationed and the response time in case units and/or service crew will have to be sent to voting/counting centers.

The bidder shall also provide the following technical support personnel:

9.1 An overall contract administrator who shall serve as the principal contact for the bidder with the COMELEC;

9.2 A minimum of one technician for every voting/counting and data transmission centers. This on-site technical support shall be provided 1 week before and 1 week after Election Day.

On-site technical support shall also be needed at least for the following:

9.2.1 Acceptance test;

9.2.2 Pre-election system demonstration and/or accuracy test;

9.2.3 Field testing;

9.2.4 Mock election;

9.2.5 Printing of ballots; and

9.2.6 Post election testing and reporting.

9.3 Service technicians who are well trained, and capable of replacing malfunctioning equipment in the voting/counting centers. Each technician shall maintain a reasonable supply of spare parts and components necessary to repair a malfunctioning unit or return it to service. Technicians must also have cellular telephones or other means of real time communication.

The winning bidder shall provide all requirements (including test ballots, ballot marking pens, system configurations, backup storage devices, printers and printer inks/toners, paper for printing election results, statistical reports, and audit logs) for the conduct of all tests. The details for the test shall be provided by the COMELEC.

10.1 Lab Test

All systems shall be subjected to a Lab Test before the same can be formally accepted by COMELEC. This shall be done in a controlled environment in the premises designated by the COMELEC. This shall be an end-to-end test, covering all required systems, from voting to canvassing, including the transmission of election results.

10.2 Field Test

The PCOS and CCS shall have to pass Field Test which shall be conducted before systems acceptance as part of the Project’s systems test and preparation phase. Should any component of the system fail during this Field Test, another field test shall be conducted at the expense of the vendor.

There shall be as many field tests as may be necessary until the requirements for the tests have been satisfied. All systems shall be tested on site, i.e. in selected locations nationwide covering different test voting centers, test consolidation sites, and test canvassing sites. The test shall also include live transmission of precinct results. COMELEC personnel shall operate all systems in this test.

An end-to-end Mock Election shall be conducted after finalization of the customized software prior to the actual conduct of elections as part of the Project’s public information and education campaign. All systems to be used on Election Day will be tested and used by actual voters, actual PCOS operators, and actual CCS operators. The procedure will cover actual voting, counting, transmission of precinct results, and consolidation of results by sample canvassing units from all canvassing levels.

The winning bidder shall provide all requirements (including test ballots, ballot marking pens, system configurations, backup storage devices, printers and printer inks/toners, paper for printing election results, statistical reports, and audit logs) to be used to make all systems fully operational for the successful conduct of the Mock Election.

The areas to be covered by the Mock Election shall be as determined by the COMELEC.

The winning bidder shall submit written proof on the conduct of successful transmission from all sites to the consolidation server, at least one week before Election Day.

At least three days, or on any other specified date by the COMELEC, before Election Day, a final test and sealing procedure of all PCOS and CCS units using the actual Election Day machine configuration shall be conducted in all sites.

After the final test, all PCOS and CCS units shall be re-configured, zeroed out, and sealed for Election Day use.

The winning bidder shall provide all requirements (including test ballots, ballot marking pens, system configurations, backup storage devices, printers, printer ink/toner, paper for printing election results, statistical reports, and audit logs) to be used to make all systems fully operational for the successful conduct of the Final Test and Sealing.

14.1 Type and number of machines based on the COMELEC-specified allocation in the Annex portion of this RFP, including the software and hardware, back-up power supply, ballot papers, ballot marking pens, external data storage devices and other supplies, printers and other equipment, services, and PCOS consumables;

14.2 Technical requirements for the conduct of the acceptance test, mock election, final test and sealing, and for election day including:

14.2.1 Ballots;

14.2.2 Warehousing;

14.2.3 Deployment;

14.2.4 Installation in and pullout from site;

14.2.5 Physical security in the warehouse and to the machines for the duration of the Project;

14.2.6 Equipment, supplies and materials including consumables for all tests and actual election;

14.2.7 Technical support;

14.2.8 Training requirements for all types of training such as manuals, equipment, venue and other supplies and materials.

14.3 Preparation, setting up and provisioning of voting/counting/canvassing centers, including electrical, infrastructure, and if necessary, civil works.

For all Components, all equipment and software shall be covered by warranty for the entire duration of the Project and within the period during which the Commission may exercise its option to purchase, including provision of all software/firmware upgrades or replacement of any defective components, entire units, or systems.

The bidder shall also explain why such security features on the ballot are practical, effective, and adequate.

25.1 Service for public telecommunication network;

25.2 Software and hardware;

25.3 All technical requirements for the conduct of acceptance test, field tests, mock elections and election proper;

25.4 Warehousing;

25.5 Deployment;

25.6 Installation in and pullout from site;

25.7 Physical security in the warehouse and to the machines during the duration of the project;

25.8 Equipment, supplies and materials including consumables for testing and actual election;

25.9 Technical support for field tests, mock election test and actual election/canvassing day;

25.10 Training requirements for all types of training such as manuals, equipment, venue and other supplies and materials; and

25.11 Other cost included in the offer.

28.1 An offer for an option to purchase by component to be decided by COMELEC before December 31, 2010 shall be included by the bidder in its proposal.

28.2 The price of the option-to-purchase shall not exceed 50% of the lease price of the equipment.

29.1 The itemized bids shall be presented using the Financial Proposal Breakdown Templates provided in Annex.