on citizenship information management system (cims) · citizenship information management system...

EXPRESSION OF INTEREST (EOI)

On Citizenship Information Management System

(CIMS)

Ministry of Home Affairs Singh Durbar, Kathmandu, Nepal

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Ministry of Home Affairs Singh Durbar, Kathmandu, Nepal

Government of Nepal Ministry of Home Affairs

Singh Durbar, Kathmandu, Nepal Notice No:

First Date of Publication:

Expressions of Interest

1. The Government of Nepal invites Expressions of Interest (EOI) for the purpose of short listing the qualified, eligible and experienced domestic Consulting Firm(s) for design develop and implement Citizenship Information Management System (CIMS).

2. Consulting Firm(s) experienced in the above works and willing to provide the services are hereby invited to submit their 'Expressions of Interest (EOI)'. The EOI shall be submitted in a sealed envelope and must reach the MOHA not later than the 12:00 hours on the 16th day of first publication of this notice.

3. In case the day of submission of the EOI falls on a public holiday, the EOI shall be submitted on the following working day. Only those short listed Consulting Firms(s) shall be invited to submit the 'Request for Proposal (RFP) for the mentioned job. The firm(s) shall include in their Expressions of Interest following information in measurable terms and any other information that they may feel will support their application. a. Organization detail and Manpower Resources of the firm b. General Experience of the Firm(s) c. Work Experience in Similar Works d. Financial Capacity and Annual Turnover of last 5 years e. Infrastructure and Technical Competency f. If two or more companies are to be provided consultancy services as a group,

organizations or a joint venture, the name, address, profile of such firms or company and the name of lead firm or company.

g. Other related documents as mentioned in EOI Document. 4. The experiences of the organizations established under the legal provison of GoN

should counted in General and similar works and the firm(s) shall produce certified evidences of completion of the job from concerned agencies.

5. A Firm(s) is permitted to submit one EOI either single or in a joint venture, failing which such Firm(s) shall be not be short listed. The Ministry reserves the right to shortlist or not to shortlist any or all of the Firm(s) without assigning any reasons whatsoever. Further information or clarification on the EOI can be obtained from Internal Management Section during office hours. The EoI can also be downloaded from the website: http:\\www.moha.gov.np

6. The EOI Documents shall be Addressed to: Ministry of Home Affairs Singhadurbar, Kathmandu, Nepal Phone: +977-1-4211253 Fax: +977-1-4211255

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Application for EXPRESSION OF INTEREST (EOI)

Consulting Firm/Joint Venture: …………………………………………………………………

…………………………………………………………………

…………………………………………………………………

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…………………………………………………………………

Prime Consultant (in case of a JV):

…………………………………………………………………

…………………………………………………………………

…………………………………………………………………

…………………………………………………………………

…………………………………………………………………

Employer: ______________ Kathmandu, Nepal

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INFORMATION TO THE CONSULTING FIRM 1. General Information

Purpose of inviting the EOI: The main purpose shall short-list suitable consulting firm To setup design, develop and implement Citizenship Information Management System

Minimum eligibility of the firm: Established Company, Firm(s) or Institution having: At least 3 (Three) years of experience in the field of Software Development field.

Deadline for submission of EOI:

16th day from the first date of publication of the Invitationnotice for EOI no later than the 12:00 hours.

Number of copies to be submitted:

One

Joint Venture: A firm may apply to be short-listed alone or in jointventure with other firms. However once short-listed, JVpartners are unchangeable. The consultant should provide detail information of Joint Venture Company and must mention the lead company.

Duration: The work shall be completed within 90 (Ninety) days fromthe date of signing of the contract.

Submission of Document The bidder should submit all necessary documents for evaluation purpose as given in EOI Evaluation Criteria sheet. In case of employee signed Curriculum Vitae of each employees should be submitted.

Information from the Client: The shortlist shall be published on the Client’s noticeboard, at the web-site: http://www.moha.gov.np within aweek from the last date of submission of the EOI. TheClient shall mail the short-list to each of the firms/JVsubmitting the EOI and initiate the process of RFP withoutwaiting for the receipt from the firms that they havereceived the short-list.

Contact Internal Management Section Ministry of Home Affairs

Phone: +977-1-4211253

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2. General Mandatory Requirement Mandatory Criteria to proceed with any further evaluation are based on following provision: 1. The consulting firm must be registered as software development, Information

Technology Solution Company in Company Registrar Office in Nepal.

2. The consulting firm must be registered in VAT and Income Tax in Inland Revenue

Office.

3. In case of joint venture of consulting firms, all firms should be registered as software

development, Information Technology Solution Company in Company Registrar Office

in Nepal or VAT Office and Income Tax Registration in Inland Revenue Office in

Nepal.

4. Tax Clearance of Fiscal Year 2067/68

5. Firm registration should be at least 3 (Three) year or more after the first successful

assignment.

6. Firm should have done at least 1 (One) Software (Application) development project

having database system.

7. Firm should have done at least 10 projects.

8. Firm should have done at least one project having value more than NRs. 1 (One)

Million in last 5 years.

9. The average transaction of the firm should be at least NRs 2.5 Million in last 3

consecutive years.

10. Audit report with balance sheet of all the firms for the last three consecutive years

2065/2066, 2066/67 and 2067/68 must be attached.

11. Self Declaration of not being disqualified and does not have conflict of interest to

compete the bid.

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Please mention in following table to indicate the submission of general mandatory requirement document

S.N. Title (Description) Yes/No 1. Certificates Company Registration (Should be registered as Information

Technology Solution, Software Development Company)

VAT Registration PAN Registration 2. In case of joint venture of consulting firms, all firms should be

registered as software development, Software Development Company in Company Registrar Office in Nepal or VAT Office and Income Tax Registration in Inland Revenue Office in Nepal.

3. Tax Clearance of Fiscal Year 2067/68 4. Firm registration should be at least 3 (Three) year or more after the

first successful assignment.

5. Firm should have done at least 1 (One) Software (Application) development project having database system.

6. Firm should have done Software (Application) development project having database system.

7. Firm should have done at least 10 projects. 8. Firm should have done at least one project having value more than

NRs. 1(One) Million in last 5 years.

9. The average transaction of the firm should be at least NRs 2.5 Million.

10. Audit report with balance sheet of all the firms for the last three consecutive years 206/2066, 2066/67 and 2067/68 must be attached.

11. Self Declaration of not being disqualified and does not have conflict of interest to compete the bid.

Note: MoHA reserves the right to verify authenticity of the consulting firm declarations and

documents. MoHA reserves the right to disqualify any or all consulting firms without providing any

reason or whatsoever.

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3. EOI Evaluation criteria

S.N. Description Marks

1 General experience of the consultants related to the assignment 10

1.1 Years of General Experience of the firm in software development task (From the date of delivery of the first successful assignment)

1.2 Enterprise Level Web Based Software Development task on Single contract worth more than NRs 1(One) Million in last 5 years

2 Specific experience of the consultants related to the assignment 10

2.1

Specific Experience of the Firm having total successful software development projects in developing Enterprise Level Web Based Application System Design /Development RDBMS for large volume database with at least 1 (One) National Project. (except website)

2.2 Specific Experience in similar works in at least 1 (One) Project of the form

3 Availability of Full time staff and their Qualifications and Experience 50

3.1 Team Leader /Project Manager - 1 Nos. 10

a) General Qualifications

b) Adequacy for the project (Experience in years)

c) Specific Experience in providing solution in related domain

3.2 System Analyst - 2 Nos. 10

a) General qualifications

b) Adequacy for the project

c) Specific Experience in providing solution in related domain

3.3 Programmer- 8 Nos. 8



c) Number of Project involved as programmer

3.4 Database Expert- 4 Nos. 8



c) Number of Project involved as Database Expert

d) Certification in the Database

3.5 Application Deployment Expert(System Expert) 8


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c) Number of Project involved as Application Deployment (System Expert)

d) Certification in the System (Unix, Linux, Windows Server Administration)

3.6 Designer- 1 Nos. 2


b) Number of Project involved as Designer

3.7 Quality Assurance and Technical Documentation Expert-2 Nos. 4



4 Availability of Key Professional Staffs 5

4.1 Number of Full time Office staffs ( except keeper, security like low level staff)

5 Qualifications & Financial Capability of the firm 20

5.1 Financial Capability (Annual turnover in last three consecutive years)

5.2 Availability of Infrastructure (Office including computer)

5.3 Company Assets as in the latest audit Report

5.4 Company Certification and Recognition

a) Institutional Recognition based on CMM Level

b) ISO Certification

6 Documentation 5

Total Marks 100

Note: The minimum technical score required to pass 70

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4. Project Information 4.1 Background Citizenship Card is primary identity document of the Government of Nepal. Citizenship card is mandatory reference document for getting critical services from government and non government organization. For each service, copy of approved citizenship certificate is attached with the application document. Ministry of Home Affairs (MoHA) is delegated organization for distributing the citizenship card to the citizen and maintaining the record. MoHA is responsible for formulation and implementation of policy, regulation related to citizenship distribution. MoHA performs this job through District Administration Office (DAO), Local Administration Office established in all 75 districts. All Office has responsibility to function as operation point for collecting the application form, checking, approving, and preparing citizenship card and distribute to the citizen. After completion of the age of 16 and fulfillment of the legal procedure a person can get the citizenship card from District Administration and Local Administration Office. A citizenship card provides citizens identification with individuals description and signatory and issuing authority such as full name, date of birth, place of birth, father's name, mothers name, permanent address etc.

Regional Administration Office (RAO) mainly coordinates and monitors the progress of DAO in all aspects including the progress on Citizenship Card Distribution. Similarly, Citizenship Card Section is keeping is keeping track of all citizenship related task. Each DAO is reporting to this section for their progress and citizenship related issues. Citizenship itself is keeping records related to issuance of honorary citizenship and Angikrit Citizenship card distributed earlier than 2047 BS.

Citizenship issuance related documents and information is most critical and important record of the government. The government has responsibility to keep these records safely and also made available easily when required for making decision based on those documents. Such important historic documents are kept roughly in papers, which is exposed constant damage due to continuous tear and decay. In addition, such documents could be damaged by flood, fire like hazards. The criminals may steal and destroy these records.

Currently, DAO are issuing hand written paper based citizenship card and keeping citizenship related application forms and other records manually in files and registers. Some Districts are using general spreadsheet for keeping records and some are using custom developed software based on traditional database system like Access, MySQL etc.

At present some of the DAO offices have been trying to computerize Citizenship Card Distribution System and some have established computerized system in some form with their own effort. Recently, there has been an approach started to use uniform software in all DAO for recording, printing citizenship card. This CCDS software had been implemented in few districts. However there had no unified approach to centralize the data and publish services to provide citizenship related queries and information. These systems are being used basically for the purpose of data archiving and for printing the card. Since the CCDS

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software is running from the date of installation till now, on various District Administration Offices, it has been passed through various stages of upgrading and customizing to improve the efficiency and productiveness of the work to facilitate prompt service delivery to citizens in earlier time. CCDS had been developed using Java programming language as a front end for the application software and has provision to store data in either PostgreSQL database or in Oracle Database.

Being the most important subject it is essential to keep and maintain the consistent and reliable data related to citizenship records. Also, we need to have proper database repository at and centralized system to share data among organization.

Recent Development of Government Enterprise Architecture (GEA) and National Government Interoperability Framework (NeGIF) had been developed and issued from July 2010. IT provides the guideline for sharing data among organization and providing service architecture for such services. Citizenship Information System also requires to updated, customized and developed to accommodate the recommendation made by GEA and NeGIF. The Citizenship Information System should be developed to enable data sharing among MoHA, RAO and DAO along with the other government organization and non government organization.

Towards the good governance effort, HMG Nepal is computerizing the Citizenship Card Distribution System (CCDS) and hence the development of the Citizenship Information System. The advantages of computerization are obvious. This includes computerized registration, processing, printing, distribution, enabling security features, appropriate backup system, etc and eventually automation of the Citizenship Information System. The proposed system aims to develop computerized Citizenship Information System so that correct and reliable citizenship data could be processed and produced within reasonable time. Successful implementation of the project will help to produce useful information for the decision-makers. As a result, the decisions related to citizenship administration will be based on information feedback, which will ultimately contribute towards not only timely decision making but will also contribute towards enhancing the quality of decisions made in different types of service delivery involving citizen centric projects.

As the demand of web based application is increasing. It is necessary to re customize the software and make it more users friendly, distributed and secure. The operators of the District Administrator offices have not enough computer knowledge. They are facing problem for the installation of the software and keeping the database backup. They have to send the database to ministry of home affairs time to time but this doesn't fulfill our goal of information sharing between the districts. Hence the web based software which can be centrally controlled by MoHA should be developed.

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4.2 Objectives: The main objective is to develop web based Citizenship Information Management System. The software will be centrally monitored and controlled by the administrator at MoHA. The software should have similar interface that has been developed in the currently running software. The user interface must be standard format so that it is easy to understand for normal computer users. The developed software should be able to sort and print according to area, gender, age, date, name, surname, date of birth, place of birth or as required.

Specific objectives of Citizenship Information Management System are to:

To design and develop a computerized system for handling citizenship related services. To implement e-citizenship System in all 75 districts Use system at MoHA and RAO for monitoring and reporting purpose. Build a consistent and national database of citizen of Nepal Increase information sharing between government agencies Publish a service for verification of individual's citizenship status and information. Data Migration from old CCDS database to the new proposed system maintaining the

data consistency.

4.3 Scope of the Services The consultant undertakes to perform the services with the highest standards of professional and ethical competence and integrity. The Consulting project manager is required to:

Consult to MoHA Staff on the most appropriate policy, system architecture and central system requirement gathering. Also Consult MoHA staff for all related task during the requirement gathering, system analysis, designing, development and deployment.

Visit DAO office and consult with the staffs for finding the detail requirement and manual application procedure covering all functionalities of the DAO related to Citizenship related services in respect to development of Citizenship Information Management System. DAO is the main point of operation for data acquisition, processing and printing of the card. The utilization of the system is mostly used in DAO office. MoHA and RAO office is monitoring and reporting the progress in issuance of citizenship card.

The Scope of Work to be carried out under this Term of Reference shall cover, but not limited to the following aspects:

i. Undertake a comprehensive review of the existing Citizenship Card Distribution System.

ii. Study the new requirement and modification in process and technological requirement and modules to incorporate new features and prepare the system analysis document for developing new Computerized Information Management System.

iii. Conceptualize and redesign of the software is based on the approved configuration and structure.

iv. Design and develop Citizenship Information Management System according to the general specification requirement.

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v. The software developed should cover computerized data acquisition, processing, printing, distribution, reporting with security features, appropriate backup system, analysis, etc and eventually full automation of Citizenship card Distribution System.

vi. The new system should include all modules related to the citizenship card task to computerize new application, digitization of old cards, data registers etc.

vii. Design and develop to publish the web services for data query and relevant methods or equivalent system.

viii. Citizenship Card Distribution System should have data base security as well as application level security to restrict unauthorized access to the system.

ix. The system should support both Nepali and English date system and conversion.

x. The software system should support Nepali Unicode as Nepali font and English font where required for data input.

4.4 Major Task The main purpose of this project is to design, develop and implement the Computerized Information System in order to automate the identified activities of the District Administration Office, MoHA and RAO to create Citizenship Information Management Software. Ministry of Home Affairs will provide system requirement of the followings are the specific tasks to be accomplished but not limited to extend and adopt modules and technological requirement in order to achieve the main goal. Design, Develop/Customize, Test, Install and Commission of the Citizenship

Information System to satisfy the requirements described in the “Business Function and Performance Requirements” and “Technical Specification"

Supply developed Software, Install, and Configuration of parameter for implementing the Citizenship Information System.

Data Migration from old CCDS database to the new proposed system maintaining the data consistency.

Prepare comprehensive End User, Technical and Training Documentation. Provide Maintenance and Support Services for THREE (03) years after operational

acceptance of the System. Provide onsite support on Information System operation in the first year after

operational acceptance of the system.