RFP for Data entry of historical record of registered vehicles of Punjab Page 1 of 28 (Request for Proposals) BIDDING DOCUMENT FOR DATA ENTRY OF HISTORICAL RECORDS OF REGISTERED VEHICLES OF THE PUNJAB Directorate General of Excise & Taxation Government of Punjab August 2014 The bidder is expected to examine the Bidding Documents, including all instructions, forms, terms, specifications. Failure to furnish all information required by the Bidding documents or submission of a Bid not substantially responsive to the Bidding Documents in every respect would result in the rejection of the Bid.
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RFP for Data entry of historical record of registered vehicles of Punjab Page 1 of 28
(Request for Proposals)
BIDDING DOCUMENT
FOR
DATA ENTRY OF HISTORICAL RECORDS OF REGISTERED VEHICLES OF THE PUNJAB
Directorate General of Excise & Taxation
Government of Punjab
August 2014
The bidder is expected to examine the Bidding Documents, including all instructions, forms, terms, specifications. Failure to furnish all information required by the Bidding documents or submission of a Bid not substantially responsive to the Bidding Documents in every respect would result in the rejection of the Bid.
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2. SCOPE OF WORK ..................................................................................................................................... 4
3. SUBMISSION OF BID .............................................................................................................................. 7
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1. Introduction & Instructions 1. The Directorate General Excise & Taxation, Punjab invites sealed bids from the interested bidders for making Contract Agreement, for Data Entry of Historical Record of Registered Vehicles of Punjab as per the given scope of work and TORs mentioned in the tender document. Bidders are invited to submit proposals for data Entry of historical record at 9 divisional headquarters of Excise & Taxation Department, respectively, as per the actual requirements of the Excise Offices.
2. The procurement process shall be governed by PPRA Rules 2014.
3. Bids are required to be submitted in sealed envelopes, for the requisite services, as per PPRA Rules 2014 specifying single stage two envelopes procedure. Proponents applying for bids should submit two separate sealed bids in one envelope, containing, Technical and Financial Proposals.
4. Only GST registered Firms/companies can apply. 5. Joint Venture is admissible, with the weightage of 70:30 for Technical Evaluation (70% leading Firm and 30% for Partner Firm). Separate profile and supporting documents shall be furnished for both the firms in case of JV, keeping in view the Evaluation Criteria, however the leading Firm will be responsible for the provision of requisite services. Bids submitted by joint venture should not exceed between more than two firms and should clearly identify the lead firm of the JV. Only one joint venture is allowed.
6. The intended bidders are required to purchase this bidding document from the office of the Purchaser on payment of Rs.1,000/- (Non-refundable) in the shape of Bank Draft, enables the Firms / Contractor to bid in the prescribed tender.
7. Estimated District wise Data Entry details are available in the bidding document. 8. The bidder should clearly mention in the financial proposal, the rate per file . 9. Bidders are requested to quote their rates in PKR, inclusive of all Taxes with breakup. 10. Earnest money at the rate of 2% of the total cost of the tender, must be furnished in the shape of CDR, in favor of the Director General, Excise & Taxation Punjab
11. Successful bidder is required to furnish the performance guarantee @ 10% of the total cost of the project, at the time of making Contract Agreement. 12. Under this initiative all the historical data pertaining to registrations, transfers / post registration transactions, tax payments, etc. is to be entered, cleansed, migrate/export to Motor Vehicle Registration system database and approximately 2.9 Million historical records are required to be computerize.
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2. Scope of Work
1. Bidders are required to submit there bids for data entry of below mentioned 2.9
Million Data Entry Files in five (05) months.
2. The contractor will establish the infrastructure for Data Entry and depute his/ her
team at official Locations of E&T till the completion of the assignment.
3. Firms are offered following process of data entry and its validation of historical
records of registered vehicles. Firm will develop a small application for data entry of
records and will be responsible for data export/ migration in Motor Vehicle Registration-
MTMIS application. A layered supervision hierarchy will have to be maintained by
the data entry and validation firm. Data Entry will perform by using the double
data entry mechanism. The validators will look into the accuracy of the data to be
entered, especially; engine numbers, chassis numbers & CNIC numbers against
the specific registration numbers and after giving clearance, the data entry
operator will enter the entry into the software.
4. Data entry process will be performed at 9 divisional headquarters. Complete furnishing,
electrification, networking, computer equipment provision, internet, standard power
backup (generator and UPS), telephone etc. will be the responsibility of the contractor/
firm. Utilities will also be paid by the contractor firm/ company. Excise & Taxation,
Punjab will offer its own premises to run the operations and the data entry has to
deploy its personnel and equipment at 9 divisional headquarters excise offices. Names
of the personnel’s will be intimated to officer in charge of the site, concerned director
Excise & Taxation and Director General.
5. The proponent shall submit a work plan, along with the methodology document in the
proposal in detail containing the full scope of the work to be undertaken showing
different phases and aspects (i.e. complete work breakdown structure ‘WBS’)
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2.1 District Wise approximate Data Entry
District Wise approximate data entry volume is given below. However, there may be a plus minus of 5% in below mentioned figures.
STATUS OF OF HISTORICAL FILES
District Two Wheelers Other Wheelers
Total Data Entry Total DATA FEED BALANCE Total DATA FEED BALANCE
Total 2454443 278710 2175733 1118740 389793 728947 2904680 Total Vehicles 3573183
2.2 AVERAGE NO OF PAGES IN A FILE
Sr. No#
Case
Average No of Pages
1
Motor Cycles
6-8
2
Motor Cars & Others
14-16
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3. SUBMISSION OF BID
3.1 Labeling (a) To be addressed to the following address: Director General Excise & Taxation, Punjab 847-A, Shadman-I Lahore Tel. No. 042-99202775-76 (b) bear the following identification:
Bid for “Data Entry of Historical Record of registered vehicles of punjab” ” DO NOT OPEN BEFORE 16th September 2014. (c) Fax bid will not be entertained.
3.2 Deadline for Submission of Bid
3.2.1 The original bid must be received by the Purchaser/Client at the address specified not later than: Date: 16th September 2014. Time: 1200 hours 3.3 Late Bid The bid received by the Purchaser/Client after the deadline for submission of bid prescribed by the Purchaser/Client, will be rejected and returned unopened to the bidder. 3.4. OPENING AND EVALUATION OF BID
3.4.1 Opening of Bid
3.4.1.1 The bid shall be opened by the Purchaser/Client at 1400 Hrs on 16th September 2014 in the presence of the bidder's representatives at the office of the Purchaser/Client, given below: Office of the Director General Excise & Taxation Punjab 847-A, Shadman-I Lahore
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. 4. TECHNICAL EVALUATION All the bidders are advised in their own interest to provide the following for a fair evaluation of
their technical bids. Failure to furnish any of the requisite documents will impact on the
possibility of success of the bidder. A duly filled copy of the mandatory documents shall be
annexed and attached with the sealed envelope by every bidder. Failure to comply to all
mandatory requirements will result in disqualification. Firms qualifying technical evaluation criteria
will be called for financial bid opening.
TECHNICAL EVALUATION CRITERIA
Description Criteria Annex Certificate of Registration of Firms / Company / Distributor / Dealer
Mandatory A
General Sales Tax Registration/ NTN certificate
Mandatory B
Conformance to the RFP Mandatory C
Compliance of the Execution Schedule, Work Break Down Structure (WBS) and completion Period as mentioned in tender document (Undertaking of same on legal stamp paper is must)
Mandatory
D
Undertaking in case of Joint Venture (JV). Bids submitted by joint venture should not exceed between more than two firms and should clearly identify the lead firm of the JV.
Mandatory
E
Undertaking on legal valid and attested stamp paper that the firm is not blacklisted by any of Provincial or Federal Government Department, Agency, Organization or autonomous body or Private Sector Organization anywhere in Pakistan.
Mandatory
F
Presentation on Proposed System Mandatory G
Data Entry Proposal submission form Mandatory H
A brief description of the firm and an outline of recent experience on assignments of similar nature, involving data entry expertise during the last Five years. For each assignment, the outline should indicate, inter alia, the profiles of the staff used in the previous experiences, duration of the assignment, contract value should not be less
Mandatory
I
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than Rs.10 (Million).
A description of the methodology and work plan for performing the assignment.
Mandatory J
The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member, and their timing (Documentary evidences are required)
Mandatory
K
Estimates of the total staff input (professional support staff; staff time) needed to carry out the assignment, supported by bar chart diagrams showing the time proposed for each professional staff team member
(Documentary evidences are required)
Mandatory
L
Net Worth (Total Assets – Total Liabilities) (The bidder should provide the audited statement of last three years showing the Net worth of the Company / Firm)
Mandatory
M
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Annex-H
Data Entry and Validation Proposal submission form
[Location, Date]
To,
The Director General, Excise & Taxation, Punjab, Government of the Punjab 847-A, Shadman - 1, Lahore We, the undersigned, offer to provide the services for data entry and Validation of Historical records of registered vehicles of the province Punjab for Excise and Taxation Punjab in accordance with your request for proposal dated [date] and our proposal. We are hereby submitting our proposal, which includes this data entry and Validation Proposal of the Punjab, and a financial proposal sealed under a separate envelop. We understand you are not bound to accept any proposal you receive and the volume of data entry , may be increased / decreased as per actual requirements. We remain,
Yours sincerely,
Authorized Signature: Name and Title of Signatory:
Name of Firm: Address:
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Annex-I
Project Reference
Using the format below, provide information on each assignment for which your firm / entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted.
Assignment Name: Country:
Location within Country: Professional Staff provided by your Firm/Entity (profiles):
Name of Client: No. of Staff:
Address: No. of Staff months; Duration of Assignment:
Start Date (month/Year) Completion date (Month/Year)
Approx. Value of services (Rs.)
Name of Associated Firms, If any:
No. of Months of professional staff provided by associated firms:
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed: Narrative Description of Project: Description of Actual Services provided by your staff:
Firm’s Name:
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Annex-J
Comments and Suggestions of Firms on Terms of Reference and on data, services, and facilities to be provided by the client
On the terms of Reference: 1.
2.
3.
4.
5.
On the data, services and facilities to be provided by the client: 1.
2.
3.
4.
5.
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Annex-K
Description of the methodology and work plan for performing the assignment
A comprehensive document detailing each and every step and process proposed by the contractor/firm to be
followed in order to accomplish the Data Entry of Registered Vehicles of the Punjab.
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Annex-L
Team composition and task assignments
1. Technical / Managerial Staff Name Position Task
2. Support Staff Name Position Task
Resumes of team members also to be provided in the attached format
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Annex-N
Financial proposal submission form
[Location, Date]
To, The Director General, Excise & Taxation, Punjab, Government of the Punjab 847-A, Shadman - 1, Lahore We, the undersigned, offer to provide the services for Data Entry and Validation of Historical records of registered vehicles of Punjab for Excise and Taxation, Punjab in accordance with your request for proposal dated [date] and our proposal. Our attached financial is for the sum of [amount in words and figures]. This amount is exclusive of the local taxes, which we have estimated at [amount in words and figures].The rate per file/vehicle for [Data Entry ] will be [amount in words and figures]. This amount is exclusive of the local taxes, which we have estimated at [amount in words and figures]. We understand you are not bound to accept any proposal you receive and the amount may be reduced as per actual Data Entry . We remain,
Yours sincerely,
Authorized Signature: Name and Title of Signatory:
Name of Firm: Address:
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5. Financial Evaluation Financial bids of the successful bidders (Technically Qualified) will be opened publically and Letter of acceptance will be issued to the lowest bidder as per the relevant rules & regulations. Financial bids of the technically disqualified proponents will be returned unopened.
Financial bid will include rate of data entry and its Validation. Financial Proposal submission form as Annex-N should also be filled.
6. Earnest Money – Bid Bond The successful bidder shall furnish a bid bond amounting to 2 % of the bid amount.
7. Performance Warranty The successful bidder will furnish a performance guarantee equivalent to 10% of the total value of the contract awarded on prescribed form.
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8. PERFORMANCE SECURITY
WHEREAS [Name and Address of the Contractor] (hereinafter called "the Contractor") has agreed to supply the Goods and render the Services against Tender No. ______ (hereinafter called "the Contract") for the Contract Value of PKR (in figures ____________________) (in words ___________________________________) AND WHEREAS it has been stipulated in the Tender Document that the successful Tenderer shall furnish Performance Security, within fourteen working days of the receipt of the Acceptance Letter from the Purchaser, in the form of a Bank Guarantee, issued by a scheduled bank operating in Pakistan, as per the format provided in the Tender Document or in another form acceptable to the Purchaser, for a sum equivalent to 10% of the contract value, valid from the date of issue until all obligations have been fulfilled in accordance with the Contract; AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank] (hereinafter called "the Guarantor") has agreed to give the Contractor a Guarantee; THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to the Purchaser, for the sum of PKR (in figures ____________________) (in words ___________________________________) and undertakes to pay to the Purchaser, upon receipt of his written demand(s), any sum(s) as specified by him, not exceeding the above limit in aggregate, without cavil / argument and without the Purchaser having to substantiate / prove or to show grounds / reasons for such claim(s), on the occurrence of any / all of the following conditions: 1. If the Contractor commits a default under the Contract; 2. If the Contractor fails to fulfill any of the obligations under the Contract; 3. If the Contractor violates any of the provisions of the Contract. Provided that the Purchaser shall specify the occurred condition(s) owing to which the said sum is due to him. Provided further that any demand(s) / claim(s) from the Purchaser shall reach the Guarantor within thirty working days after the expiry of the Guarantee. This guarantee shall remain valid up to ___________________ or until all obligations have been fulfilled in accordance with the Contract, whichever is later. Date this ________________day of 2014. GUARANTOR Signature __________________ CNIC # __________________ Name __________________ Designation __________________ Address __________________
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9. AFFIDAVIT 1. We, [Name and Address of the Tenderer], do hereby declare on solemn affirmation that: 2. We have not been black listed from any Government Department / Agency. 3. We have not been involved in litigation with any client during the last 3 years that the firm is not blacklisted by any of Provincial or Federal Government Department, Agency, Organization or autonomous body or Private Sector Organization anywhere in Pakistan. 4. We acknowledge that we have read, understood and accepted the Tender Document. 5. We understand that the Purchaser shall have the right, at his exclusive discretion, to require, in writing, further information or clarification of the Tender, from any or all the Tenderer(s). 6. We understand that the Purchaser shall have the right, at his exclusive discretion, to increase / decrease the quantity of any or all item(s), accept / reject any or all tender(s), cancel / annul the Tendering process at any time prior to award of Contract, without assigning any reason or any obligation to inform the Tenderer of the grounds for the Purchaser's action, and without thereby incurring any liability to the Tenderer and the decision of the Purchaser shall be final. Date this ________________day of 2014. TENDERER
Note: The Tender Form should be on the letterhead of the Tenderer.
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10. Mobilization in advance 10% of total amount of contract will be paid to contractor in advance as mobilization with in 30 days of signing of the contract. 11. Payment Terms Payments will be made on monthly basis. Invoices will be raised by the firm during the last week of the
concerned month. Excise & Taxation, Punjab will ensure that the district Excise & Taxation Offices will provide the
firm with enough files for data entry in advance.Payment will be made against data entry of the authenticated /
validated records and after confirmation of the competent / concerned authority.
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SCREEN SHOTS OF EXISTING SYSTEM
SAMPLE PRINTSCREENS
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SAMPLE FILE
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