millennium foundation kosovo pre-bid conference …

MILLENNIUM FOUNDATION KOSOVO

PRE-BID CONFERENCE MINUTES FOR THE

Procurement of Information Systems (Design, Supply and Installation) ICT Systems for Public Access to Judicial Information

Reference No.: BD/CB/2021/014 The Pre-Bid Conference was held at

21 September 2021, 14:30 (Kosovo Time) Zoom Meeting Link: https://us02web.zoom.us/j/87612297510

MFK Representative

Petrit Selimi - Chief Executive Officer - MFK Gentiana Mahmuti Bajra – Judicial and Open Data Manager - MFK Arton Çitaku – Procurement Manager - MFK Merolind Osmanaj – Procurement Consultant - MFK Megi Pishtari - Grant Specialist – MFK MCC Representative Caitlin Reichart – MCC Emily Schultz – MCC Andjela Jurisic – MCC Consultant

PAJI Consultant Representative

Aleksandar Josifoski - KLSC and B&S Consortium

Private sector representatives

14 participants

Introduction

Chief Executive Officer of MFK, Petrit Selimi, welcomed the participants to the Pre-Bid Conference. After self-introduction and brief introduction of MFK projects, the CEO briefly stated the objective of the meeting and the importance of the Public Access to Judicial Information Activity in ensuring

https://us02web.zoom.us/j/87612297510

transparency of judicial institutions and increasing public access to judicial data.

The Purpose, Scope and Context of the Meeting

The Purpose of the meeting was to explain and provide clarifications on the BID requirements as well as technical issues with respect to the BID document for the ICT Systems for Public Access to Judicial Information.

MFK Judicial and Open Data Manager – Gentiana Mahmuti Bajra welcomed the participants and explained the purpose of the meeting. She further introduced speakers and encouraged the participants to raise questions following the presentations.

PAJI Consultant Representative – Aleksandar Josifoski gave a presentation on the overall Terms of Reference of the PAJI project, as per presentation attached to these minutes of meeting.

Mr. Josifoski gave a brief overview of the purpose of the PAJI activity, explained the tasks and

deliverables, as well as reporting requirements, MFK Procurement Manager - Arton Çitaku gave an overview of the procurement procedures of the project and explained the bidding process and common challenges, as per the presentation attached to these minutes of meeting.

Arton Citaku requested that questions or clarifications the Bidders might have during the Pre-Bid meeting should be raised formally, in accordance with the Instructions to Bidders in the BD, in writing to the address specified in the BD, and stated that MFK will respond in writing to any questions raised. Furthermore, he informed the participants that all responses to questions shall be uploaded in the website www.millenniumkosovo.org, the same site where the interested parties can access the bidding documents.

He gave the final remarks and thanked all the participants for their interest to bid for thus project and wished them success in developing their proposal.

Meeting ended at 15:31 pm.

Annex 1 – Presentation

http://www.millenniumkosovo.org/

PRE-BID CONFERENCE

Procurement of Information Systems (Design, Supply and Installation) ICT Systems for

Public Access to Judicial Information

***BD/CB/2021/014

DATE : 21 SEPTEMBER 2021

AGENDA

1. GENERAL OVERVIEW OF THE PROJECTi. Objectiveii. Project Governanceiii. PAJI Consultantiv. Broad Scopev. Tasks and Deliverablesvi. Reporting Requirements and Deadline

2. PROCUREMENT PROCEDURESi. Invitation for Bidsii. MFK Procurement Principlesiii. Part 1 – Section Iiv. Part 1 – Sections II and IIIv. Conditions of Contractvi. Clarification Questions and Responsesvii. Common Challenges

3. Q&A

MAIN OBJECTIVE

INCREASED TRANSPARENCY BY JUDICIAL INSTITUTIONS AND INCREASED PUBLIC ACCESS TO JUDICIAL INFORMATION.

Expansion of the functionalities of the CMIS with successful development, implementation and rollout of complete solutions including software development, hardware supply and integration of:

o Online Data Platform;o Case Tracking Mechanism;

and related sustainability platforms in a secure and timely manner without any significant disruption to existing systems and operations.

PROJECT GOVERNANCE

PAJI CONSULTANT

• KLSC and B&S Consortium provides support on the following areas: Supervisionand Coordination, Technical Support, Financial and Audit, Quality Control Assurance.

• Key Expert positions:• KE1 Team Leader• KE2 Technical Expert• KE3 Legal expert• KE4 Capacity Building Expert

• Backstopping team:• Project Director• Project Manager

BROAD SCOPE (1/2)

• Based on the existing assesment done by the PAJI Consultant team prepare the detailed system architecture document and system requirements specifications for the ODP and CTM.

• Design and develop the software for the offered ODP and CTM solutions.• Deliver, install and test the necessary hardware for the uninterrupted and secure operation

of the ODP and CTM solutions and the supporting systems.• Deliver, install and test all necessary infrastructure components required to guarantee

business continuity of the ODP and CTM solutions.• Integrate the developed software on the hardware platform and infrastructure.

BROAD SCOPE (2/2)

• Integrate the ODP and CTM output interfaces with the existing KJC website for public access.

• Provide, install and test a help desk and e-learning platforms for sustainable user support and institutional knowledge management.

• Roll-out the solutions and provide support during the transition period.• Warranty the solutions for a period of minimum 3 (three) preferably 5 (five) years

including both the manufacturer and integration guarantees.• Provide training to all systems’ users and develop SOPs.

TASKS

Task 1: Kick-off, Hardware Delivery and Establishment of System Environments.Task 2: Software Development for ODP.Task 3: Software Development for CTM.Task 4: Delivery of Help Desk Platform.Task 5: Delivery of e-Learning Platform.Task 6: Integration, System Acceptance Testing and Roll-out.Task 7: Capacity Building.

TASK 1 - DELIVERABLES

1. Updated Project Plan based on the Kick-off meeting (KO).2. Successful delivery and put in operation of the hardware equipment, software licenses

and any related infrastructure items for full functioning of the offered ODP and CTM solutions, tested for business continuity.

3. Backup solution operational and tested for system recovery.4. System environments for development, testing and production of the ODP and CTM

solutions established and available to the developers and KJC/KPC staff.5. System environments for the Help Desk and e-Learning Platforms established and

tested.6. Installation and Testing Reports for all installations and tests performed.


1. System Requirements Specification Document (SRS) for the ODP.2. Working ODP Software Application and Database.3. Testing reports for the developed and tested functionalities/enhancements.4. Source Code and Database for the ODP software5. User manuals including initial set-up, administration, maintenance and usage of the

ODP system functionalities.


1. System Requirements Specification Document (SRS) for the CTM.2. Working CTM Software Application and Database.3. Testing reports for the developed and tested functionalities/enhancements.4. Source Code and Database for the CTM software5. User manuals including initial set-up, administration, maintenance and usage of the

CTM system functionalities.


1. System Requirements Specification Document (SRS) for the Help Desk Platform.2. Working Help Desk Platform Application and Database.3. Full Software Licenses for the Help Desk software.4. User manuals including initial set-up, administration, maintenance and usage of the

Help Desk Platform.


1. System Requirements Specification Document (SRS) for the e-Learning Platform.2. Working e-Learning Platform Application and Database.3. Full Software Licenses for the e-Learning software.4. Upload of ODP, CTM, Help Desk and e-Learning training materials.5. User manuals including initial set-up, administration, maintenance and usage of the e-

Learning Platform.


1. Systems integration reports for ODP, CTM, Help Desk and e-Learning.2. System Acceptance Testing (SAT) Document.3. Systems Roll-out report for ODP, CTM, Help Desk and e-Learning.4. Fully working and integrated ODP, CTM, Help Desk and e-Learning solutions.


1. Training Plan.2. Training Programs and Materials.3. Training Evaluation Reports.4. First Workshop Materials (Brochures, Presentations etc.)5. Second Workshop Material (Brochures, Presentations etc.)6. Report on the outcomes, ideas and recommendations of the first and second workshops.

REPORTING AND DEADLINE

• Draft Reports (to be submitted electronically using Adobe PDF and MS Word).• Final Reports (to be submitted electronically in Adobe PDF format). • All deliverables shall be submitted in English and in a format acceptable to MFK and

shall be submitted to MFK for review and approval. • All native files (MS Word, Excel etc.) of work products (reports, drawings, and

estimates) shall be provided to MFK.

Hard deadline: September 2022

PROCUREMENT PROCEDURES

INVITATION FOR BIDS

• MCC STANDARD BIDDING DOCUMENT.

• REMEMBER: COMPETITION IS OPEN WORLDWIDE.

• IMPORTANT FOR INTERESTED BIDDERS TO READ THE IBF CAREFULLY.

• IF IN DOUBT OF ANY ISSUE(S), ALWAYS ASK FOR CLARIFICATION.

MFK PROCUREMENT PRINCIPLES (1/2)

PROCUREMENTPRINCIPLES

FAIR

COMPETITIVE

OPEN

TRANSPARENT

MFK PROCUREMENT PRINCIPLES (2/2)

• Procurement team to ensure integrity of the process.• Open competition wherever possible.• No geographic or national preferences.• Government-Owned Enterprises (ITB Clause 5.5 and Bid Form

ELI-3).• Independent and suitably qualified Evaluation Panels.• MCC approvals over certain thresholds.• Price ReasonablenessAnalysis.• Contractor Past Performance Reports.• Reference Checks.• Bid Challenge System (https://millenniumkosovo.org ) and Debriefings.

https://millenniumkosovo.org/

PART 1 – SECTION I (1/3)

Submission of Offers• The Bid shall be submitted via the File Request Link only.• Documents only in Microsoft Office or PDF format.• Technical and Financial Offer shall be submitted separate and shall each not exceed

10GB each. • Naming as requested.• The Letter of Bid and all other forms and schedules specified in the BDS ITB Sub-Clause

12.1 shall be prepared using the relevant forms furnished in Section IV. Bid Submission Forms. The forms must be completed without any alterations to the text, and no substitutes shall be accepted. All blank spaces shall be filled in with the information requested.

PART 1 – SECTION I (2/3)INSTRUCTIONS TO BIDDERSREAD CAREFULLY, AND IN

PARTICULAR NOTE ITB CLAUSE 22 : BID SECURITY (See BSF6)• Bid Security shall be in the form included in Section IV of an unconditional bank

guarantee.• If the financial institution is from outside of Kosovo the Bid Security must be confirmed

by a correspondent financial institution in Kosovo, satisfactory to the purchaser (MFK),to make the Bid Security enforceable.

• Bid Security is: USD 30.000 or equivalent to local currency.• Bid Security shall be valid 28 days after Bid Validity period.• Bid Security must be submitted as original per post

PART 1 – SECTION I (3/3)INSTRUCTIONS TO BIDDERSREAD CAREFULLY, AND IN

PARTICULAR NOTE ITB CLAUSE 24Bids will be submitted only electronically using Dropbox file request linkA Bid submitted electronically shall follow the procedures as outlined in Annex 1 to this Section II. Bid Data Sheet.

The deadline for submission of Bids is as follows:14 October 2021 at 14:00 pm (Kosovo Time).

Late submissions will not be accepted.

PART 1 – SECTIONS II AND III

Section II – The Bid Data Sheet (BDS) supersedes the related clauses from theInstructions to Bidders. Please ensure that the BDS is read carefully.

Section III – The Bid Review, Evaluation Criteria and Bidder Qualification Requirementscontains all the criteria that the Purchaser shall use to review Bids, post qualify Bidders and select the winning Bid.

CONDITIONS OF CONTRACT

• General Conditions of Contract - These cannot be changed.• Special Conditions of Contract are attached to the BD.

CLARIFICATION QUESTIONS AND RESPONSES

• Clarifications should be received by the purchaser no later than: 23 September 2021.

• Requests for clarification shall be submitted by uploading the requests in the dropboxlink: https://www.dropbox.com/request/3eozgnU53ilHvS4Nkkq9

• Responses to be issued to all bidders not later than 04 October 2021.

Questions or clarifications the Bidders might have during the Pre-Bid meeting should be raised formally, in accordance with the Instructions to Bidders in the BD, in writing to the address specified in the BD.

https://www.dropbox.com/request/3eozgnU53ilHvS4Nkkq9

COMMON CHALLENGES

• Clarification questions not asked by due date and time.• Bids submitted late.• Bids not signed.• Written authorization of signatory to commit the Bidder not provided.• JV or Association documents not provided (where applicable).• Government-Owned Entities form not completed and/or signed.• Bid Security in the wrong format, value and/or validity and /or not supported by

correspondent financial institution where require.• Bid Forms not completed correctly and/or submitted.• Incorrect and/or no email addresses provided for References• CV not in correct format and/or not signed.• CV to clearly state the years of experience for your Key Personnel.

AS ALWAYS, WE ARE LOOKING FOR COMPLIANCE WITH ALL OF THE REQUIREMENTS OF THE BID.

IT IS THE RESPONSIBILITY OF THE BIDDER TO ENSURE THAT THEIR BID IS COMPLETE, COMPLIANT, AND CLEAR.

THE BID REVIEW PANEL WILL NOT SECOND GUESS YOUR CONTENT OR INTENTIONS.

THANK YOU!

Questions?