centralization of motor vehicle registration & taxation...

RFP for Centralization of MVRTMS, Punjab of 30

Centralization of

Motor Vehicle Registration & Taxation Management System (CMVRTMS)

Directorate General of Excise & Taxation

Government of Punjab


Table of Contents

1. INTRODUCTION ........................................................................................................... 3

2. PROJECT OBJECTIVES .............................................................................................. 4

3. EXISTING SYSTEM ...................................................................................................... 4

4. PROJECT DELIVERABLES ......................................................................................... 6

5. TECHNICAL EVALUATION ......................................................................................... 8

6. DELIVERY SCHEDULE .............................................................................................. 10

7. EARNEST MONEY-BID BOND ................................................................................. 11

8. PERFORMANCE WARRANTY .................................................................................. 11

9. SUBMISSION OF BID................................................................................................ 11

10. PERFORMANCE SECURITY ................................................................................... 13

11. TENDER SECURITY FORM ..................................................................................... 14

12. AFFIDAVIT ............................................................................................................... 15

13. BID FORM ................................................................................................................ 16

14. SCREEN SHOTS ...................................................................................................... 17

15. NEW REGISTRATION .............................................................................................. 17

16. NEW REGISTRATION & TRANSFER OF OWNERSHIP .......................................... 21

17. DUPLICATE REGISTRATION .................................................................................. 27

18. TRADE CERTIFICATE ............................................................................................. 30


1. Introduction Excise & Taxation Punjab is currently using a distributed system for registration and taxation of motor vehicles which is implemented in all the thirty six (36) districts independently. It is Oracle based system and all the districts are connected to the Excise & Taxation (HQ) Lahore through low bandwidth DSL connections for consolidation of data at headquarters. The data thus consolidated do not have the capability to run on a central application as there is no central application. Under the current system, more than eleven million vehicles have been registered in the province whereas historical records of all the tax collections, changes taken place in the ownership, status of taxation and details ancillary thereto are also not completely automated. Hence, the same would axiomatically be the intrinsic component of any solution proposed. Now, the Excise & Taxation department intends to Centralize and Modernize the system of Motor Vehicle Registration and Management in the province with a view to facilitating the citizens and equipping the E&T Officers with modern and effective tools for proper enforcement of the rules and regulations using high performance and user friendly “state of the art information & communication technologies”. Through the initiative of Centralization & Modernization, the E&T Punjab also intends to establish connectivity with relevant private organizations and government departments for dynamic and interactive exchange of electronic data which should eliminate the possibility of data entry errors and foster the processes, enabling the department to serve the citizens promptly and delightfully. Under this initiative all the historical data pertaining to registrations, transfers/ post registration transactions, tax payments, etc. is to be cleansed, migrated to the new system and database. Under the Centralization and Modernization initiative all the possible modes of tax payment and e-Services are to be offered to the citizens, ensuring all the services to be available from anywhere without physically visiting the E&T offices or banks/post offices. Hence, implementation of branchless banking is conceived to be the integral component of the system. Excise & Taxation Punjab understands that this initiative would entail strong and robust communication links, high availability of data center, licensed enabling software, call center support, etc. Therefore, E&T Punjab is requesting proposals from IT Service providers/ Technology partners/ ICT industry players to provide and implement complete Centralized Vehicles Registration & Taxation System (MVRTMS) along with complete work break down structure.


2. Project Objectives

Centralization and Motor Vehicle Registration and Taxation System (MVRTMS) in province of the Punjab with a view to facilitate the citizens by enabling the E&T Officers for effective enforcement and collection of due fee/ taxes. Under this project a Centralized and Modern state of the art system for covering the growing needs of the department to serve the citizens by making use of Information & Communication Technologies (ICT) will be implemented which will greatly enhance the department’s capacity for maximizing the facilitation, enhancing the revenue collection, streamlining the processes and effectively enforcing the rules and regulations. Performance of the system is our top priority. Conformity of the finished systems shall be evaluated against real time transactions and revenue collection, clearly plotting against time and load.

3. Existing System

The Excise & Taxation Department provides services for collection of various taxes and duties efficiently and effectively and suggests ways and means for additional resource mobilization in the Province. Building up of taxpayer’s confidence, creation of taxpaying culture and providing facilities to the general public in payment of taxes are the top most priorities. This department also performs the registration for new vehicles (New Registration), periodic renewal of registration, changes in record on transfer of ownership and change of address, conversion, alteration, hire purchase agreement and its termination, transfer intimation, duplicate registration and its composite processes (Post Registration Transactions), Taxation of tie up (Commercial) and Non- Tie Up Vehicles (Taxation) and admin part of the application etc. The staff collects the fee/ taxes/ revenues directly and the collected revenue is deposited to the bank (government treasury) on daily basis (same day). The department also prepares the taxation schedules for different types of motor vehicles. The taxes are collected annually/quarterly through authorized post offices for private vehicles and through Excise & Taxation Department for tied up and non- tie up vehicles. There are four major modules which are currently operating at the Excise and Taxation Department:

1. New Registration Module which deals with first time registration of a vehicle.

2. Taxation Module which deals with collection of Tax from tied-up vehicles.

3. Post Registration Transaction/ other Transaction Module which deals with post processing after the registration of the vehicle. e.g. transfer of ownership, duplicate registration (in case the registration getting lost or torn), NOC Issuance of Transfer Deed, Life Time Token Tax collection, and Printing of Registration Certificate (Form G), periodic renewal of registration, changes in record on transfer of ownership and change of address, conversion, alteration, hire purchase agreement and its termination, transfer intimation, duplicate registration and its composite processes.

4. Admin part of the application The Administration Part of application supports the setting up of Custom Collectorate, FIR Type,

Port Setup, Maker and Make, NOC Type, Purchase, Type, Vehicle Type, Bank and Branch, Clearing Agent, Dealer, Country, Post Office, Province and Division, District, Vehicle Scheme, Assign Function,


Owner Status, Police Station, Division, Tax Exemption, Province, Type of Body, Audit Log Setup, User Processes, Vehicle ,Color. The USER ADMINISTRATION provides following functions:

a. View User

b. Create New User

c. Delete Existing User

d. Modify Existing User e. Assigning roles/ privileges/ functions/ procedures and chain linkages.

REGISTRATION NUMBER SETUP a. Expiration of Non-Allotted Numbers b. Number Bidding c. View Assigned Numbers d. Blocked Number Setup e. Assigning Registration Numbers f. Generate Yearly Numbers

The Excise & Taxation Department, Government of the Punjab provides the following services

related to motor vehicles:

1. Collection of Provincial Taxes as assigned by the Government.

2. Collection of Capital Value Tax/withholding tax and Advance Income Tax on behalf of

Federal Government at the time of registration of a vehicle and collection of Motor Vehicle

Tax respectively.

3. Issuance of Registration Marks and Certificates to motor vehicles.

4. Collection of Token Tax from the owners of Tied-Up Vehicles through Bank except for

Lahore District where it is being collected by the Excise & Taxation Department itself.

5. Collection of Token Tax from the owners of Non Tied-Up Vehicles through Post

Offices.

6. Issuance of “Duplicate Registration Certificates” of the vehicles, “Change of

Ownership”, “Change of Engine Number” and issuance of NOC” etc. for the owners of the

vehicles.

7. Issuance of duplicate registration certificate

8. Endorsement and termination of hire purchase agreement

9. Alteration conversion of vehicle

10. Composition of above mentioned processes

Note: Any firm can visit MRA office for detail system study.


4 . Project Deliverables

Main deliverables of the project are described below: 4.1 Centralized Vehicle Registration System A complete Centralized, web based system covering all the functions and facilities of existing system of Motor Vehicle Registration and Motor Vehicle Tax Management System (MVRTMS) and including all other functions mentioned below: a. All functionalities of Existing System b. Online Application Submission for New Registration c. Online Payment Facility through multiple platforms d. Online Payment Facility through branchless banking e. Biometric Facility for Transfer of Ownership/ Attendance, for transfer of ownership, utility for integration with NADRA etc. f. Provision for smart electronic information carriers in application with bar code. g. Integration of scanned data with electronic data (New & Existing) h. Provision of inventory management of Registration certificate document, MVR-Sticker and Transfer order form. i. Provision of stolen vehicle record for Police Department j. Utility for token tax collection through GPO 4.2 Provision of utilities for integration with agencies like NADRA/Customs, Transport department, Traffic Police a. Online Connectivity with NADRA for CNIC Verification and automatic retrieval/ population of CNIC information. b. Online System for Motor Vehicle Dealers for providing sale purchase information and acting as e-intermediary for Registration of New vehicles. c. Online Connectivity with Pakistan Customs (One Customs), ITMS for automatic retrieval and verification of data pertaining to imported vehicles d. Online Connectivity with Motor Vehicle Manufacturers in Pakistan for electronic retrieval and verification of data pertaining to locally produced vehicles e. SMS Based Services Introduced by E&T Punjab Note: Excise & Taxation Department will be responsible for coordinating with NADRA/Customs and other agencies for integration of their systems with E&T. 4.3 Data Cleansing & Migration a. Cleansing of Historical Data of Motor Vehicle Registrations for importing the same to the new data structure b. Migration of Cleansed Data referred in (a) above to the new architecture 4.4 Application Software & Databases a. Hosting of all software systems provided by the vendor at the Data Centre Facility arranged by the E&T Punjab b. Installation, configuration, maintenance, Management of all databases c. Installation of all enabling software and database management systems


4.5 Backup/Restore/ Recovery /Disaster Recovery Polices & Procedures The vendor will submit a comprehensive document describing the Policies and Procedures to be implemented in connection with the business continuity under the usage of the system. 4.6 . Intellectual Property Rights, Source Code and Training a. The vendor will provide training to the departmental officers and staff for using the system during the rollout program at E&T (HQ) and each District Office by conducing comprehensive session(s) at each site as and when required. b. Provision of standard user friendly technical and user manuals in both soft and hard form, describing but not limited to all functionalities, facilities and possibilities, including complete troubleshooting regime. c. The vendor will also provide a comprehensive training from scratch to end for installation, configuration, management and maintenance to E&T’s IT staff. d. Vendors shall practically engage E&T’s developer(s) during the development phase of the system. e. The vendor shall provide complete source code with complete documentation to the E&T after successful implementation of MVRTMS. The same shall become the exclusive property of the E&T with all intellectual property rights reserved for the E&T. 4.7 . Requirement Specifications & Bill of Quantities In order to implement the proposed system, the vendor will submit a comprehensive report showing standard specifications, quantities, time lines and estimated costs for the following: a. Data Centre (Primary & Disaster Recovery Site separately)- complete solution b. Connectivity of E&T (HQ) and District Offices with Data Centre c. Connectivity of E&T Data Centre with third Parties such as Pakistan Customs, NADRA, Local Manufacturers of Vehicles, etc. d. Licensed Software (Operating System, DBMS, other required tools, involving licensing). However; successful bidder will not ask E&T for provision of any software for the development purposes. e. Any other equipment and enabling software required Note: All the requirements and cost estimates given in this section will be used by the E&T Department for separate procurement, in consultation with the qualified bidder. Therefore, these cost estimates will neither form part of the bid amount nor the bid bond (i.e. earnest money). 4.8 System Security Policy

The vendor will implement complete security at the levels of application, database, user access, etc. and also submit detailed document describing the security features (both hardware & software) implemented in accordance with international best practices. 4.9 System Maintenance & Support The Vendor will provide system maintenance and support to the E&T department and other departments and agencies with whom connectivity under this project is established for


operationalization of the system during the currency of the agreement. The maintenance & support shall be for a period of three years. 4.10 Complimentary Features The vendor may offer any complementary features/services as quoted in the Technical Proposal, but in such cases the vendor shall provide training, user guides and necessary support during the currency of agreement for this procurement.

5 . 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. An evaluation criterion is

given below:

Total Marks / Points = 400

Passing Marks / Points = 70% of the total marks = 280

Description Criteria To be

Annexed As

Certificate of Registration of Firms / Company / Distributor / Dealer

Mandatory Annex-A

General Sales Tax Registration/ NTN certificate

Mandatory Annex-B

Conformance to RFP Mandatory Annex-C

Compliance of the Execution Schedule, Work Break Down Structure (WBS) and Delivery Period as mentioned in tender document (Undertaking of same on legal stamp paper is must)

Mandatory Annex-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 Annex-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 Annex-F

Presentation on Proposed System

Mandatory

Net Worth (Total Assets – Total Liabilities) (Max Points 100) (The bidder should provide the audited statement of last three years showing the Net worth of the Company / Firm)

Less than 1 million

10 Points

Annex-G

1-10 million

20 Points

more than

10 up to 20

million

30 Points

more than

20 up to 30

million

40 Points

more than

30 up to 40

million

50 Points

more than

40 up to 50

million

60 Points

more than

50 up to 60

million

70 Points

more than

60 up to 70

million

80 Points

more than

70 up to 80

90 Points


million

more than 80

million

100 Points

CMM Level (1-5) Max – 15 Marks

CMM Level 1 (5 Points)

Annex – H CMM Level 2 (10 Points)

CMM Level 3 & above (15 Points)

Total No of full time technical employees available for Support / Maintenance (Max Points 100) (The bidder is required to provide the list having contact details and evidence of employment )

4 point for each employee Annex- I

Service Level Agreements (SLAs) of same nature projects on Similar Technology (Max Points 40) (Documentary evidences are required)

20 Points for each (40 Max) Annex-J

No. of projects (providing high performance system with over 1500 users or 3000 concurrent sessions) (Max Points 80) (Documentary evidences are required)

20 for each Project (Max 80) Annex-K

No of Similar Projects (providing high performance system with over 1500 users or 3000 concurrent sessions) with Government (Max Points 80) (Documentary evidences are required)

20 for each Project (Max 80) Annex-L

5.1 Financial Evaluation Financial bids of the successful bidders (Technically Qualified) will be opened publically and purchase order will be issued to the lowest bidder as per the relevant rules & regulations. Financial bids of the technically disqualified proponents will be returned unopened.

6 . DELIVERY SCHEDULE


It is expected that the project should be implemented in shortest possible time, however maximum delivery time allowed against each module/deliverables is given below (the time for each deliverable starts from the date of award of contract :

1. Centralized Vehicle Registration System 5 Months 2. Online Connectivity for Electronic Data Interchange 3 Months 3. Data Cleansing & Migration 3 Months 4. Backup/Restore/Disaster Recovery Polices & Procedures 2 Months 5. User Training (as per Rollout Plan) 2 Months 6. Requirement Specifications & Bill of Quantities 1 Week 7. System Security Policy 2 Months 8. System Maintenance & Support 3 Years These are parallel activities and the whole project shall be completed within 5 Months.

7 . Earnest Money – Bid Bond The successful bidder shall furnish a bid bond amounting to 2 % of the bid amount.

8 . Performance Warranty The successful bidder will furnish a performance guarantee equivalent to 10% of the total value of the contract awarded on prescribed form.

9. SUBMISSION OF BID

9.1 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 “Procurement of Centralization of Motor Vehicle Registration &

Taxation Management System (CMVRTMS)


” DO NOT OPEN BEFORE 15th September 2014. (c) Fax bid will not be entertained.

9.2 Deadline for Submission of Bid 9.2.1 The original bid must be received by the Purchaser/Client at the address specified not later than: Date: 15th September 2014. Time: 1200 hours

9.3 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.

9.4. OPENING AND EVALUATION OF BID

9.4.1Opening of Bid 9.4.1.1 The bid shall be opened by the Purchaser/Client at 1400 Hrs on 15th 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


10. 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 __________________


11. TENDER SECURITY FORM WHEREAS [Name and Address of the Tenderer] (hereinafter called "the Tenderer") has submitted Tender against Tender No. ______ (hereinafter called "the Tender") to the [Name and Address of the Purchaser] (hereinafter called "the Purchaser") for the Total Tender Price of PKR (in figures ____________________) (in words ___________________________________) AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank] (hereinafter called "the Guarantor") has agreed to give the Tenderer 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 Tenderer withdraws the Tender during the period of the Tender validity specified by the Tenderer on the Tender Form; or 2. If the Tenderer does not accept the corrections of his Total Tender Price; or 3. If the Tenderer, having been notified of the acceptance of the Tender by the Purchaser during the period of the Tender validity, fails or refuses to furnish the Performance Security, in accordance with the Tender Document. 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 furnishing of the Performance Security, whichever is later. Date this ________________day of 2014. GUARANTOR

Signature____________________

CNIC # _____________________

Name _____________________

Designation__________________

Address _____________________


12. 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

Signature__________________

CNIC # __________________

Name __________________

Designation__________________

Address __________________

WITNESSES

Signature_________________ Signature ____________________

CNIC # __________________ CNIC # ____________________

Name __________________ Name ____________________

Designation_______________ Designation ____________________

Address __________________ Address ____________________

Note: The Tender Form should be on the letterhead of the Tenderer.


13. BID FORM To: Director General Excise & Taxation Punjab, 847-A, Shadman-I, Lahore Tel. No. 042-99202775-76 Dear Sir Having examined the bidding documents the receipt of which is hereby duly acknowledge, for the above Contract, we, the undersigned, offer to provide the requisite services (Centralization of Motor Vehicle Registration & Taxation Management System (CMVRTMS) in conformity with the defined Scope of Work in the bidding documents as per the following price. We understand that the purchaser / Client intend to award the Contract for the “(Centralization

of Motor Vehicle Registration & Taxation Management System (CMVRTMS)”, to a single lowest bidder on the basis of consolidated bids. We undertake, if our bid is accepted, we will complete the Works in accordance with the Scope of Work given in the Tender Document. If our Bid is accepted, we will provide the performance guarantee and indemnity bond as described in the Tender Documents. Our prices are inclusive of all applicable Government taxes from time to time and no revision shall be made in taxation during the contract period, until unless the influences of any additional Tax, by the Government of the Punjab. We understand that the process of procurement is governed by PP Rules 2014. However any additional conditions specified in the bidding document shall remain applicable. Dated this-------------day of ------------------2014 WITNESS BIDDER Signature -------------------------- Signature ---------------------------- Name-------------------------------- Name -------------------------------- Title:------------------------------- Title---------------------------------- Address.--------------------------- Address-----------------------------


SCREEN SHOTS OF EXISTING SYSTEM

14. NEW RIGISTRATION


15. NEW REGITRATION & TRANSFER OF OWNERSHIP


16. DUPLICATE REGISTRARION CERTIFICATE/SMART CARD


17. TRADE CERTIFICATE