PENANG HILL CORPORATION (PHC)

REQUEST FOR PROPOSAL (RFP) FOR THE TICKETING

SYSTEM UPGRADE, TICKETING KIOSK AND TURNSTILE
PENANG HILL CORPORATION AT
JALAN STESEN BUKIT BENDERA, AIR ITAM,
11500 PENANG MALAYSIA

PENANG HILL CORPORATION

(PERBADANAN BUKIT BENDERA PULAU PINANG)
JALAN STESEN BUKIT BENDERA,
AIR ITAM, 11500 PENANG MALAYSIA

TABLE OF CONTENTS
1.

INTRODUCTION

2.

INSTRUCTIONS TO PROJECT VENDOR

3.

3
3-5

2.1

Purpose of Submission

2.2

General Scope

2.3

Project Implementation

DETAILS OF INFORMATION TO BE PREPARED BY

PROJECT VENDOR

6-12

3.1

General Information

3.2

Project Vendor Information

3.3

Corporate Capability

7-9

3.4

Project Feasibility

10

3.5

Cost Estimates and Financing

11

3.6

Tourism and Marketing Strategies

11

4.

TERMS AND CONDITIONS

5.

APPENDICES

12 -15

5.1

Appendix A : Guidelines for development

16-18

5.2

Appendix B : Declaration

5.3

Appendix C : Integrity Pact Declaration Form

21-22

5.4

Appendix D : Bidding Form

22-24

19

1.

INTRODUCTION

Penang Hill Corporation is an entity under the Penang State Government to

govern Penang Hill and its transportation by Funicular System. The corporation is
currently looking into upgrading the funiculars ticketing system.

2.

INSTRUCTIONS TO THE PROJECT VENDOR

2.1

Purpose of Submission
The corporation is currently looking to upgrading existing ticketing system
by changing into a more self service type of ticket purchase. Additionally
the new system will be targeted to withstand more ticket sales transaction
per day as well as the ability to deploy more P.O.S Counters and Kiosks
whenever necessary. The new ticketing system is also to be made ready
for future expansion of counter, kiosks and turnstiles.

2.2

General Scope

The successful bidder is required to have a comprehensive understanding

of the following:

i.

Current Penang Hill Ticketing System Functionalities.

ii.

Penang Hill Ticketing Record Keeping and archieve.

iii.

Turnstile Types and Functionalities

iv.

Kiosk (Vending Machine) System

v.

Label Printer

vi.

Proximity Access

vii.

Direct Thermal / Thermal Transfer / Other

viii.

Queue Management

ix.

Server Hardware Requirements

x.

Client PC Requirements

xi.

System Backup Requirements

xii.

UPS

xiii.

Database Licensing

xiv.

Client Access Licensing

xv.

Virtual Machine Environmnent

xvi.

Windows or Linux Base Server Operating System.

2.3

Project Implementation
The following is the proposed schedule for the implementation of the
project:
-

23rd January, 2015

30th January, 2015

19th March, 2015

4. Technical Evaluation

23rd March, 2015 to 27th March,

2015

5. Tabling to Tender Board

April 2015

6. Letter of Award

April 2015

7. Signing of Agreement

April 2015

8. Submission of Project Gantt

Chart/Status Update

May 2015

9. Commencement of work

Immediately after Signing of

Agreement ( latest 1st April 2015)

10.
System Readines of POS
and Turnstile

June 2015

11. Live Testing for Turnstile POS

and User Training

5 days within June 2015

(Maintennace Shutdown)

12. POS and turnstile system go live

for actual environment operation.

6th July 2015

13. Kiosk System Readiness

August 2015

1. Issue Request For Proposal

2. Site Visit
3. Final Date Submission of
Proposal

14. Live Testing for Kiosk System and User Training

15. Kiosk System Go Live for Actual
Environment

September 2015

16. Overall Completion

5th October 2015

6 months from the date

commencement of work

3.

DETAILS OF INFORMATION TO BE PREPARED BY PROJECT VENDOR

The Project Vendor is requested to submit complete information on its proposal

for the new ticketing system, ticketing kiosk, and turnstile system.

The Proposal shall follow the layout below:

3.1

General Information

This section of the proposal shall contain an executive summary

comprising an overview of the Project Vendor, project to be implemented,
the implementation schedule and costing.

It should include the company history comprising:

i.

A history of the company and information on senior officers,

directors, shareholders/partners;

ii.

Location of head office and branch offices;

iii.

Number of employees; and

iv.

Nature of main business.

3.2

Project Vendor Information

This section shall contain the background information of the vendor

[including registration certificate from Suruhanjaya Syarikat Malaysia
(SSM) for local companies]. Foreign companies participating in the RFP
are required to submit a letter from the respective Embassy endorsing it is
a Bona Fide company.

Audited statement of accounts, list of projects (local and foreign) and

credentials should be included.

3.3

Corporate Capability

3.3.1 Project Development and Experiences

The Vendor must identify its consultants, contractors, suppliers,

operators and financiers to be engaged for the proposed project.
The projects vendor must submit a project management brief for
the development and implementation of the Project including a
summary of the key management functions to be performed and
positions to be filled. The Project Management Brief shall include
the Project Development Schedule and commercial operation.
Documents showing a commitment or intention to participate in the
project must be identified and included in the proposal. A Letter of
Understanding or signed contract reflecting a commitment in the
project should be included, if any.

3.3.2 Technical Capability

This section must be completed in sufficient detail and contain

sufficient information to show convincingly that the Projects vendor
and its consultants, contractors, suppliers and operators have the
technical capability, experience and expertise (either directly or
through the use of other parties) to design, construct and operate
the proposed Project, and that the concerns of PHC regarding their
qualification for the Project have been addressed.

At the minimum, the exhibit should include:

i.

Experience of senior technical staff;

ii.

Resumes of key personnel who will be associated with the

project and names of consultants to be used for the Project

iii.

List of projects developed and operated by the Project

Vendor and its partners which are related to this project.

Iv:

Any other Documents to show the vendors technical

capability.

3.3.3 Financial Capability

This section must be completed in sufficient detail and contain

sufficient information to show convincingly that the Project vendor
and its partners have the capability, experience and expertise to
finance, develop and manage the proposed Project, and that all
concerns of PHC regarding their qualifications for the Project are
satisfied.

Convincing evidence that the Project Vendor has strong credit

backing and that the Project Vendor can directly or successfully
arrange financing for the project, or arrange the required security
on completion and performance, shall be provided. 3 years audited
financial accounts are required.

3.4 Project Feasibility

3.4.1 General

The proposal must incorporate a plan showing the proposed

project, its testing planning, migration planning, integration of
system, training plans etc
3.4.2 Design of Projects System

For the overall physical design of the Project, the Project vendor is
required to provide among others description of major components
including system development flows. The project vendor is
encouraged to include the flexibility of counter deployment, price
change, price type, price group, various reports, ticket boarding
procedures, ticket validation, etc

The Project Vendors shall list any deviations from the RFP in their
proposal.
3.4.3 Economic Study

The project vendor should provide an economic study of the

proposed project. The extent of this study is left to the judgment of
the Project Vendor but the study should be in sufficient depth to
convince PHC that the project is feasible and the cost estimates
and development are realistic and verifiable.

10

3.5 Cost Estimates, Financing and Return on Investment

3.5.1 The Project vendor shall provide a detailed capital cost breakdown
and development costs.
3.5.2 The Project vendor must provide a detailed project financing plan
including debt and equity details, along with documentation
showing experience in obtaining financing for projects of similar
size and project technology.
3.5.3 The Project Vendor must provide an audited account for the past
three years.

3.6

Tourism and Marketing Strategies

In addition to the State Governments vision to create a unique and
prestigious tourism product and transform Penang Hill as a destination for
high-value tourists, the new Ticketing system has to be able to provide
visitors a pleasant experience from the speed of buying ticket to the
convenience of scanning ticket to board the funicular.

11

4.

TERMS AND CONDITIONS

4.1

Project vendor are invited to submit their proposals according to the

requirements contained in this document. Any failure to provide all the
information / documents specified may result in rejection of the proposal or
giving it a lower rating.

4.2

Project vendor shall bear all costs associated with the preparation and
submission of its proposal which must be delivered on or before 12.00
noon 19th March, 2015.

4.3

Project vendor are required to submit RM50.00 (Ringgit Malaysia Fifty

Only) by way of bankers cheque / postal order as processing fee to the
Penang Hill Corporation when submitting the proposal. Personal cheque
and company cheque is not acceptable. This amount is not refundable
unless PHC decides to cancel the project.

4.4

One (1) softcopy and Two (2) hardcopy of the proposal must be
submitted to the following address:

Perbadanan Bukit Bendera Pulau Pinang

(Penang Hill Corporation)
Jalan Stesen Bukit Bendera, Air Itam, 11500 Pulau Pinang, Malaysia.

4.5

Proposals received after the closing date and time will not be entertained.

4.6

Submissions shall be placed in a sealed envelope, clearly marked at the

top-right-hand-corner of the parcel as TICKETING SYSTEM UPGRADE,
TICKETING KIOSK AND TURNSTILE FOR PENANG HILL
CORPORATION.

12

4.7

All proposals shall be in English.

4.8

All proposals must be typed on A4 paper (8.27 x 11.69). Each section

shall begin on a new page and be appropriately tabbed. Each page shall
be numbered in sequence.

4.9

All provided software and hardware licenses MUST be genuine and

according to the legal usage of Malaysia Law and to the creator and
owner of software.

4.10

The proposal must be signed by an official who is authorised to act on

behalf of the organisation that is submitting the proposal (as per Appendix
B).

4.11

Project vendor are required to sign the Integrity Pact Declaration Form as
per Appendix C1 and C2.

4.12

Any suggestions for additional features or alternatives, within the general

framework specified are welcome.

4.13

Project Vendor is requested to itemize all their propose charges into a

form as per appendix D

4.14

Companies participating in this exercise may either submit proposals on

their own or in collaboration with others. However, the role and
responsibility of each company must be clearly stated.

4.15

No amendments shall be made to the proposal after its submission.

4.16

PHC has the absolute discretion to accept or reject the submitted proposal
and is not obligated in any way to award the project to the person(s) and

13

or company (ies) submitting the proposal. PHC is not required to provide

any reason whatsoever.

4.17

After the issuance of the RFP, information relating to the contents,

examination,

evaluation

and

comparison

of

proposals

and

recommendations concerning the award of contract shall not be disclosed

to the respondent or other persons not officially concerned with the
process.

4.18

All submission shall be valid for Four (4) months from the closing date of
this invitation but PHC reserves the right to extend the validity period by
another three (3) months by giving notice to the respondents.

4.19

Only shortlisted and/or successful company (ies) responding to this RFP

will be notified of their status and will be required to make a
representation of their proposal. There will be no notification of status of
the award to unsuccessful company (ies).

4.20

PHC is not obliged to inform or provide details of the selection process to

either successful or unsuccessful Project vendor.

4.21

The successful Project Vendor shall be required to enter into a formal

agreement with PHC.

4.22

Failure of the successful Project Vendor to comply with the stipulated

requirement shall constitute sufficient grounds for the annulment of the
award.

4.23

The successful Project Vendor shall furnish PHC within fourteen (14) days
from the date of the Letter of Award (LOA) a performance bond in the

14

form of a Bank Guarantee to an amount equal to five percent (5%) of the

total Project Cost issued by a licensed bank operating in Malaysia.

4.24

The Bank Guaranttee shall be kept valid from the date of issue to the date
not earlier than three (3) months after the completion of the project. In the
event that the Project Vendor fails to complete the project within the
stipulated period, the Bank Guarantee shall be forfeited. The Bank
Guarantee shall also be forfeited if the Project Vendor withdraws its
Proposal during the validity period or any extension thereof.

4.25

PHC at all times reserves the right to alter from time to time the
specifications and descriptions mentioned in this RFP and respondents
must conform to the altered specifications and descriptions. In the event
of any amendments to this RFP, all applicants will be notified accordingly.

4.26

It shall be agreed and understood that in the event that the negotiations
fail and the contract is not signed, there shall be no course of action
against PHC, nor shall it be possible to pursue a course of action against
PHC for any action howsoever arising.

4.27

Whilst care is taken to ensure that the facts and information contained in
this RFP are correct at the time it is presented, PHC hereby makes no
representation as to the accuracy and adequacy of such facts and
information contained in the RFP. PHC shall not be liable for any
inaccuracy or inadequacy of such facts and information.

15

4.28

All The local vendors must fulfill the requirement of Kod Bidang issued
by Ministry of Finance in Malaysia as follows except for International
Vendors.

No
1.

Kod Bidang
210102

Perkara
Hardware (Low End Technology) Supply all types
of computer hardware including PC, notebook,
printer, document scanner, peripherals and
maintenance.

2.

210103

Software Supply all computer software, operating

system, database, off-the-shelf packages including
maintenance.

3.

210104

Software/System Development/Customization and

Maintenance including data entry, data processing.

4.

210106

Data management Provide Services Including

Disaster.

5.

210107

ICT Security and firewall, Encryption,PKI, Anti Virus

6.

210199

Pembuat

16

Appendix A

GUIDELINES FOR DEVELOPMENT

P.O.S:
P.O.S should be organic, able to deploy multiple Client PCs without any
restriction.
P.O.S should be able to cater around 20 different price groups.
P.O.Ss transaction should be cash and credit/debit card enabled.
P.O.S should be able to register each IC/ID number for record purposes to
restrict 2-3 transaction per day.
P.O.S should be able to capture Credit Card Number for payment record
purposes.
The speed of ticket sales should be at least an average of 30 seconds per ticket
per transaction.
Each P.O.S should be able to cater at least 5,000 transaction per day,
P.O.S should be able to generate, sell and trace access.
P.O.S should be able to sell season access tickets
Ticket:
Ticket design should represent the beauty of Penang Hills Fauna, Flora and
Funacular.
The Ticket can be in form of direct thermal label, proximity card or any other kind
of Touch and Go approach.
o Ticket printing with the use of ribbon label matching is strongly
discouraged.
If the design include linear barcode, the orientation of barcode should be as
follow:

17

Turnstile:
Amount of Turnstile should be separated into 2 group Premium and Normal:
o Normal:
Lane should consist of 3 lanes for lower station and 2 lanes for
upper station.
The structure of Turnstile should be expandable for future
expansion.
The width of turnstile should be able to cater for wheelchair (eg.
900mm)
The design should be good enough to prevent any possible tailgate
activity.
The design of turnstile should consist of safety features and
mechanism to prevent it from causing any injury to the user or
hinder user from leaving the premises in case of emergency
o Express:

Lane should consist of 2 lanes for lower station and 1 lane for
upper station.
The structure of Turnstile should be expandable for future
expansion.
The width of turnstile should be able to cater for wheelchair (eg.
900mm)
The design of turnstile should consist of safety features and
mechanism to prevent it from causing any injury to the user or
hinder user from leaving the premises in case of emergency

Server and peripherals:

The setup of server should be high availability.

The setup of System should virtual environment.
There should be proper server backup feature available.
Database and system backup should be catered for 7 years.
46U Server Rack with the capability to slot in various size of rack mount type
server
o Server rack ventilation flow should be from front panel and exaust to back
or above the rack.
10 channel above of KVM switch with PS2 and USB capability.
o With all connectors and cables

18

Kiosk (Vending Machine):

Kiosk should be user friendly and require minimal user interaction to simplify
ticket purchase.
Kiosk should be able to differenciate Malaysian and Non-Malaysian to sell the
appropriate ticket to the visitors
Overall purchase of ticket for Kiosk should be less than one minute per ticket per
transaction.
Kiosk should be robust enough to prevent any vandalism, possible theft, or
sabotage.

Maintenance:
Vendor should provide a detail of maintenance list
Maintenance should cover:
o All proposed Hardware related to the project.
o All proposed software related to the Project.
o Annual Maintenance charges should be valid for 3 years. (Unless new
expansion or upgrade was to be done during the first 3 years of the
maintenance contract.
Warranty:
All hardware and software proposed by vendor should come with a minimum
coverage of 3 years Warranty (5 years warranty for all servers).
All covered hardware should be replaced or repaired, 1 day from the date
official report being made to the vendor by Penang Hill Corporation.
The replacement day include satuday, Sunday, or any other public holidays.
Warranty coverage is inclusive in the project regardless Penang Hill
Corporation agrees to sign or reject annual maintenance contract.
All software related issues such as stability, bugs, exploits etc should be
resolved by vendor as long as the vendor continues to operate and exists.
Should the vendor decide to cease the business, the vendor should appoint
another company to attend the continuation support of the system.
o The company will appoint and identiy the company in the RFP.
o The company will write an official letter to inform Penang Hill
Corporation if the supporting company is changed.
The source code of the system should also be disclose to Penang Hill
Corporation should the the vendor decided to cease their business without
appointing new supporting company to Penang Hill Corporation.

19

Appendix B
DECLARATION

To the best of my knowledge I declare that the information

given in the proposal is correct.

Signature

________________________________

Name

________________________________

Designation

________________________________

Date

________________________________

Company Stamp

________________________________

Signature of Witness

________________________________

Name

________________________________

Designation

________________________________

Date

________________________________

20

Appendix C1

INTERGRITY PACT DECLARATION FORM

BIDDER DECLARATION FORM
FOR
REQUEST FOR PROPOSAL (RFP) FOR THE TICKETING SYSTEM UPGRADE,
TICKETING KIOSK AND TURNSTILE FOR PENANG HILL CORPORATION AT
JALAN STESEN BUKIT BENDERA, AIR ITAM, 11500 PENANG MALAYSIA
I, (Company Representative Name)
I.C.
Number

representing
....
(Company
Name)
Registration
Number
..
(MOF/PKK/CIDB/ROS/ROC/ROB) hereby declare that I or any other individual who
represent this company will not offer or bribe any individual(s) in Penang Hill
Corporation (PHC) or any other individuals as to be selected in the RFP as mentioned
above. Together with this as conformity to the declaration, I hereby enclose a Letter of
Delegated Power to me to represent on behalf of the company as mentioned above.
2.
If I or any other party who represent the company has been found guilty
negotiating or offering bribe to any individual in PHC or any other individuals as a bribe
to be selected in the RFP mentioned above, I as the representative of the company
mutually agreed that the following action would be taken:
2.1
2.2
2.3

Withdrawal of contract offered for the RFP above; or

Termination of contract for the RFP above; and
Any other disciplinary action in accordance to the Government
Procurement Rules.

3.
If any individual intend to bribe me or any other relevant individual from the
company as a bribe to be selected in the RFP mentioned above, I hereby promise to
take immediate action to lodge such an act to the Malaysian Anti-Corruption
Commission (MACC) office or to the nearest police station.
Yours faithfully,
(Signature)
(Name and IC Number)

Company Stamp:

21

Appendix C2
INTERGRITY PACT DECLARATION FORM
SUCCESSFUL BIDDER DECLARATION FORM
FOR
REQUEST FOR PROPOSAL (RFP) FOR THE TICKETING SYSTEM UPGRADE,
TICKETING KIOSK AND TURNSTILE FOR PENANG HILL CORPORATION AT
JALAN STESEN BUKIT BENDERA, AIR ITAM, 11500 PENANG MALAYSIA.
I, .... (Company Representative Name)
I.C.
Number

representing
....
(Company
Name)
Registration
Number
..
(MOF/PKK/CIDB/ROS/ROC/ROB) hereby declare that I or any other individual who
represent this company will not offer or reward any individual(s) in Penang Hill
Corporation (PHC) or any other individuals to be selected in the RFP as mentioned
above. Together with this as conformity to the declaration, I hereby enclose a Letter of
Delegated Power to me to represent on behalf of the company as mentioned above.
2.
If I or any other party who represent the company has been found guilty
negotiating or offering bribe to any individual in PHC or any other individuals as a
reward to the RFP mentioned above, I as the representative of the company mutually
agreed that the following action would be taken:
2.1
2.2
2.3

Withdrawal of contract offered for the RFP above; or

Termination of contract for the RFP above; and
Any other disciplinary action accordance to the Government Procurement
Rules.

3.
If any individual intend to bribe me or any other relevant individual from the
company as a reward to be selected in the RFP mentioned above, I hereby promise to
take immediate action to lodge such an act to the Malaysian Anti-Corruption
Commission (MACC) office or to the nearest police station.
Yours faithfully,
(Signature)
(Name and IC Number)
Company Stamp

22

RFP Bidding Form

Appendix D

Management Service Division

Perbadanan Bukit Bendera Pulau Pinang,
(Penang Hill Corporation)
Jalan Stesen Bukit Bendera, Air Itam,
11500 Pulau Pinang.
REQUEST FOR PROPOSAL (RFP) FOR THE TICKETING SYSTEM UPGRADE, TICKETING KIOSK AND
TURNSTILE.
I/We, Undersigned the offer and proposal for the project of (REQUEST FOR PROPOSAL (RFP) FOR
THE TICKETING SYSTEM UPGRADE, TICKETING KIOSK AND TURNSTILE) with the sum of
RM______________________________________________________ (Words) Ringgit Malaysia
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Itemize the project item as below):
No

ITEM

QUANTITY

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.

23

PRICE/UNIT
(RM)

TOTAL
(RM)

14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
Grand Total

Total project Duration: _________________ months

(Note: Penang Hill Corporation is targeting the project to be completely finish
latest by 6 months from the date of Signing of Official Agreement)

24

The submission shall be valid for Four (4) months from the closing date of the
invitation.(And Penang Hill Corporation reserves the right to extend the validity
period by another Three(3) months by giving notice to the respondents.
2.

I/We have read through all the terms and condition published within this Bidding
document

3.

i/We agreed that the offered price for this project is accurate and will be valid for 4
months from the closing date.

4.

I/We Acknowledged that Penang Hill Corporation (PHC) are not bound to take or
accept any offer with lowest price or any other given amount of price. Penang Hill
Corporation has the right to accept or reject any offer made by the participant of this
project as fit by the corporation usage.

I hereby declare that the above proposed documents are accurate and I have been given the
full authority by the company to sign this document.
TENDERER

WITHNESS OF TENDERER

_____________________________________________
TENDERERS SIGNATURE AND COMPANY STAMP

_____________________________________________
WITHNESS OF TENDERER

Name : ______________________________________

Name : ______________________________________

Identity Card: _______________________________

Identity Card : _______________________________

Position :____________________________________

Position :____________________________________

Address:_____________________________________

Address:_____________________________________

_____________________________________________

_____________________________________________

_____________________________________________

_____________________________________________

Phone: _____________________________________

Phone : _____________________________________

Fax:_________________________________________

Fax:_________________________________________

Date : _____________________________________

Date : _____________________________________

25