data entry of historical records of registered …

RFP for Data entry of historical record of registered vehicles of Punjab 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.


Table of Contents

1. INTRODUCTION & INSTRUCTIONS ................................................................................................... 3

2. SCOPE OF WORK ..................................................................................................................................... 4

3. SUBMISSION OF BID .............................................................................................................................. 7

4. TECHNICAL EVALUATION ................................................................................................................... 8

5. FINANCIAL EVALUATION .................................................................................................................. 15

6. EARNEST MONEY ................................................................................................................................. 16

7. PERFORMANCE WARRANTY .......................................................................................................... 17

8. PERFORMANCE SECURITY FORM ................................................................................................. 18

9. AFFIDAVIT ............................................................................................................................................ 18

10. MOBILIZATION IN ADVANCE ....................................................................................................... 19

11. PAYMENT TERMS ............................................................................................................................. 19

12. SCREENSHOTS .................................................................................................................................... 20


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.


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’)


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

SAHIWAL 70530 0 70530 81684 17337 64347 134877

OKARA 48230 2000 46230 25223 11000 14223 60453

PAKPATTAN 21215 7210 14005 6390 6190 200 14205

D.G KHAN 127907 17061 110846 42635 1526 41109 151955

MUZAFER GARH 44417 1069 43348 4782 1260 3522 46870

LAYYAH 37835 0 37835 8260 2886 5374 43209

RAJAN PUR 18045 425 17620 1253 1253 0 17620

FAISAL ABAD 272650 99306 173344 116850 42184 74666 248010

CHINIOT 1598 1598 0 250 250 0 0

TOBA TAKE SINGH 73266 3234 70032 13850 5560 8290 78322

JHANG 76906 733 76173 17304 4625 12679 88852

SARGODHA 103207 9678 93529 52679 17804 34875 128404

KHUSHAB 17402 2019 15383 14806 2283 12523 27906

BHAKAR 25335 1026 24309 7319 2975 4344 28653

MIANWALI 41824 1325 40499 12732 3643 9089 49588

GUJRANWALA 190663 11440 179223 50681 20946 29735 208958

GUJRAAT 97734 6711 91023 29737 6022 23715 114738

SIALKOT 137620 24172 113448 52217 11853 40364 153812

HAFIZABAD 15078 330 14748 4391 3535 856 15604

NAROWAL 11400 2000 9400 6116 440 5676 15076

M.B.D 33427 3035 30392 6326 6326 0 30392

MULTAN 264776 10225 254551 117656 31966 85690 340241

KHANEWAAL 76491 2104 74387 19179 5878 13301 87688

LODHRAAN 24578 385 24193 12573 849 11724 35917

VEHARI 113058 3302 109756 47028 6667 40361 150117

BAHAWALPUR 103383 9911 93472 31857 6706 25151 118623

BAHAWAL NAGAR 119347 4826 114521 26209 3243 22966 137487

R.Y.K 68763 870 67893 41385 19934 21451 89344


RAWAL PINDI 121835 21867 99968 141969 70092 71877 171845

ATTOCK All Feed 0

JEHLUM 49554 6971 42583 16376 3179 13197 55780

CHAKWAAL 28091 14199 13892 16752 4451 12301 26193

LAHORE 0 0 0 0 0 0 0

SHEKHUPURA 8650 8650 0 63458 63458 0 0

NANKANA All Feed 0 All Feed 0 0 0

KASUR 9628 1028 8600 28813 3472 25341 33941

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


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


. 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


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


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:


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:


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.


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.


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


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:


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.


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 __________________


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

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.


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.


SCREEN SHOTS OF EXISTING SYSTEM

SAMPLE PRINTSCREENS


SAMPLE FILE