(spms) livestock & dairy development departmenteproc.punjab.gov.pk/biddingdocuments/27279_ldd -...

Strengthening of Performance Management System and Capacity Building of Staff of L&DD (SPMS)

SPMS - Tender Document (Livestock & Dairy Development Department, Punjab)

Bidding Document

Strengthening of Performance Management & Capacity Building of

Staff of L&DD

(SPMS)

LIVESTOCK & DAIRY DEVELOPMENT DEPARTMENT,

GOVERNMENT OF THE PUNJAB.



TABLE OF CONTENTS

1. INTRODUCTION 3

2. PROJECT OBJECTIVES 6

3. SOLUTION UNDERSTANDING 7

4. MAINTENANCE AND ENHANCEMENT SERVICES 9

5. GENERAL TERMS 9

6. ELIGIBILITY & EVALUATION 11

7. FINANCIAL PROPOSAL 15

8. TERMS AND CONDITIONS 18

9. FORMS 19

10. SCOPE OF WORK 23



Invitation to Bid

1.0. Introduction The huge infrastructure of institutions and the human resource of L&DD Department is currently operating

in an environment of old fashioned communication channels and procedures, mostly paper based. Some

conventional e-governance projects have been done but they inherently lack in provision of business

solution. Thus, not catering to the requisite communication/ evaluation needs of the department. There is

persistent trend of slow, delayed, inconsistent, and broken flow of information from top to bottom and

bottom to up due to design deficiencies, limitations and resultant operational fatigue of present information

management systems and platforms. The requirement is to initiate virtual governance and facilitation

platforms, based on a composite business solution by the development, deployment, and employment of

virtual unique platforms for dynamic communication through effective and state of the art ICT (SMS;USSD

etc.) based channels which ensure lucid, quick, easy, user friendly and productive communication both:

intra organization and between the farmer, laboratory/ doctor/ service provider, the department, and other

stakeholders. The bottom line is to make the department accessible to all and increase the virtual surface

area of activities, which will impact upon the absorption capacity of investment in terms of finances and

efforts (institutional and individual) and resultant translation into measurable results as per the desired

public policy adjustments.

Keeping in view the existing infrastructure, procedural channels, working patterns, forward, backward,

horizontal and vertical communication linkages with different formations and external environment,

performance monitoring system, human resource capacities, institutional capacity and overall performance

limitations of governance systems of the L&DD Department, it has been planned to enhance the

performance management and capacity building of staff and systems of L&DD to achieve optimal output of

precious public money.

Livestock & Dairy Development Department, Government of the Punjab (hereinafter referred to as “the

Purchaser”) invites/ requests sealed proposals (hereinafter referred to as “the Bids”) accordingly.

Proponents applying for bids should submit two separate bids/ envelopes: one each for Financial

Proposal and Technical Proposal, respectively.

1.1. PPRA Rules to be followed

Punjab Procurement Rules, 2014 will be strictly followed.



1.2. Mode of Advertisement (s)

As per PPRA Rule, this Tender is being placed online at PPRA's website, as well as

being advertised in print media.

The bidding document carrying all details can be downloaded from PPRA website

www.ppra.punjab.gov.pk or from L&DD Department’s website:

www.livestockpunjab.gov.pk for information only but all the perspective bidders must

collect the bidding document after making the payment of PKR. 1000/- in the office of

Director P&E, Livestock & Dairy Development Department, Government of the

Punjab.

1.3 Type of Competitive Bidding

As per PP Rule, Single Stage-Two Envelope Procedure shall be followed as

described below:

i. The bid shall comprise of a single package containing two separate envelopes.

Each envelope shall contain separately the Financial Proposal and the Technical

Proposal;

ii. The envelopes shall be marked as “FINANCIAL PROPOSAL” and

“TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion;

iii. Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened

iv. The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the

custody of the procuring agency without being opened;

v. The procuring agency shall evaluate the technical proposal in a manner

prescribed in the Section Evaluation of this document, without reference to the

price and reject any proposal which does not conform to the specified

requirements;

vi. During the technical evaluation no amendments in the technical proposal shall be

permitted;

vii. The financial proposals of bids shall be opened publicly at a time, date and venue

announced and communicated to the bidders in advance;

viii. After the evaluation and approval of the technical proposal the procuring agency,

shall at a time within the bid validity period, publicly open the financial proposals

of the technically accepted bids only. The financial proposal of bids found

technically non- responsive shall be returned un-opened to the respective bidders;

and,

ix. The bid found to be the technically qualified and financially lowest evaluated bid

shall be accepted.

http://www.ppra.punjab.gov.pk/

http://www.livestockpunjab.gov.pk/



In accordance with these rules, interested companies (hereinafter referred to as

“Contractors”) applying for bids should submit two separate bids/envelopes for All the

Financial Proposal and Technical Proposal.

1.4 Bidding Details

1. All bids must:

i) be accompanied by a call deposit (CDR) of 02% of quoted price in favor of

“Livestock & Dairy Development Department, Government of the Punjab” as

earnest money, refundable.

ii) be submitted along with the CDR, Tender Forms, Affidavits, etc.,

iii) be delivered to the Director (Planning & Evaluation), Livestock & Dairy

Development Department, Government of the Punjab, Lahore on or before 1230

hours by November 10, 2014.

2. The Technical bids will be publicly opened in the Committee Room of Livestock &

Dairy Development Department, Punjab, at 1330 hours on November 10, 2014.

3. Bidders must submit bids on the basis of complete solutions/services. Failure to meet

this condition will cause disqualification of the bidder.

4. Bidders shall submit bids which comply with the Bidding Documents. Alternative bids

will not be considered. The attention of bidders is drawn to the provisions of Clause on

“Determination of Responsiveness of Bid” regarding the rejection of Bids, which

are not substantially responsive to the requirements of the Bidding Documents.

5. The Purchaser will not be responsible for any costs or expenses incurred by

bidders in connection with the preparation or delivery of bids.

6. The Purchaser reserves the right to reject all bids or proposals at any time prior

to the acceptance of a bid or proposal.

7. Failure to supply services within the specified time period will invoke penalty as

specified in this document. In addition to that, Call Deposit (CDR) amount will be

forfeited and the company will not be allowed to participate in future tenders as well.

1.5 INSTRUCTIONS TO BIDDERS Non-compliance to any of following point will disqualify the bidder from quoting.

1. Company/ Firm must be registered and working in Pakistan.



2. Company/ Firm must be having valid NTN and Sales Tax Registration with

registered office in Pakistan.

3. Company/ Firm must be having a valid CVAS license issued by the Pakistan

Telecommunication Authority.

4. The bidder should have track record of providing IT services using state of the

art technologies.

5. Company/ Firm should not have been blacklisted.

6. Undertaking document duly signed must be provided in print out form on stamp

paper by supplier for successful consideration of proposal.

7. The bidder should be able to implement the solution within 60 working days of

award of contract.

8. Bids submitted by joint venture should not exceed between more than two

companies/ firms and should clearly identify the lead firm of the JV.

2.0 PROJECT OBJECTIVES

There are about 2,397 Veterinarian Doctors, 6,821 Para Vets, with supporting and

Secretariat Staff, putting the total strength around 16,145, working with Livestock & Dairy

Development Department, Government of the Punjab. There are 572 Civil Veterinary

Hospitals, 1,603 Civil Veterinary Dispensaries, 1,453 Veterinary Centers, 786 A.I. Centers,

73 Mobile Dispensaries, 6 Research Centers, three dozen farms, Semen Production Units.

This huge infrastructure is not producing optimal inputs both for the Public Policy

formulation and succeeding in translating a given public policy into tangible results.

Moreover, L&DD Department is having around 70 different labs located throughout the

province, covering wide range of activities from disease diagnostics to surveillance,

including state of the art Molecular Biology & Genetics Labs. These labs receive samples,

perform tests, and generate test results. None of these labs is interconnected or working in

tandem. They are mostly under-utilized and facing redundancy as they have not been

incorporated into a wider business solution and are thus out of facilitation range of the

general public.

In order to enhance the efficiency of these laboratories and providing best possible services

to the famers; an integrated, centralized, virtual ICT (SMS; USSD etc.) composite business

solution is required to be implemented for case management and information dissemination

to all concerned using diversified channels, capable of operating on even ordinary mobile

sets; no smart phone or Android based application dependency is required. The aim of the

solution is to ensure efficiency, transparency, capacity building and effective monitoring.

The Strengthening of Performance Management System (SPMS) should cover various

functions required by the department through the delivery of following modules:

Virtual Communication Modules e.g. “Virtual OPD Register” i.e. an independent

platform that comes into being only when it is desired (with the use of integrated SMS/

USSD services), shedding the extra cost of always keeping and managing a

conventional paper based register physically or at Max. keeping it in electronic/ soft



form on a desktop, with headache of electricity availability and connectivity etc.

Bidders are required to conceptualize and propose maximum number of such virtual

modules as an “intrinsic component” of their proposed “business solution”.

Farmers’ engagement through virtual platforms accessible through integrated SMS;

USSD based value added services.

Virtual Disease alert & Diagnostics modules (virtual communication of laboratories

within and outside environment through integrated SMS, USSD & web-based value

added services)

Virtual Performance Monitoring Module, covering frequency of given task life cycle,

Technical, System and User Support through dedicated 24/7 integrated Contact/

Communication Centre.

Thus, the department is interested into procuring a business solution. Human resource capacity

building program will be carried out through need based trainings to impart necessary skills to the

staff for using the proposed system, the definition, design and responsibility of which will lie with

the contractor as an integral component of the total solution procurement by the department.

3.0 SOLUTION UNDERSTANDING The system is expected to improve working efficiency and effectiveness of the department as

elucidated in the aforementioned. The existing correspondence/ communication channels to

deal with the official matters should become more facilitating and efficient to provide relief and

comfort to general public and operational hierarchies by enhancing the productivity of

government employees, through the implementation of;

Virtual e-communication of periodic reports from District to Secretariat level and

automatic alert generation.

Virtual e-communication with farmers providing registration and quick information of lab

results.

Quick & effective decision making for the L&DD Department through the usage of virtual

“showcasing” of databases.

Client/ stakeholder satisfaction due to efficient performance of the department.

Enhanced output of employees and resultant elimination of operational fatigue from

management functions.

Provision of effective service delivery after virtually evaluating & monitoring the

respective areas.

The contractor needs to completely understand the system in order to implement the desired

solution. He would be required to look at the current level of automation and the processes in

place in order to propose a latest state of the art virtual system. It is to be understood that the

system will not only be simple data entry for test results and other reports generation and data

capturing through non-conventional ways but a highly interactive and robust system ensuring

facilitation to the public and the department and is an engine to future systems and development

and would be based on use case management methodology.

The solution will be provided by the contractor as a lump-sum solution, with constant technical,

operational and maintenance support after implementation. The capacity building in the



department is an essential requirement, and this area should be covered by the vendor by

proposing; defining, designing, providing, and implementing latest and state of the art tools of

the ICT for effective usage of the system.

In order to pass on the system benefits to all the stake holders, a phased approach of system

implementation is planned which should be further fine-tuned by the contractor in consultation

with the department (purchaser).



4.0 MAINTENANCE AND ENHANCEMENT SERVICES 4.1 Service Provider shall agree to provide system maintenance in accordance with the terms

of the agreement signed between the purchaser and the contractor. In consideration for such

Maintenance Services, the Purchaser will pay to Supplier the System Maintenance Fees.

4.2 Service Provider agrees to use its best reasonable efforts to provide best solution.

4.3 Service Provider should provide a single interface for all maintenance related requests

from the customers for tracking and maintaining maintenance activities.

4.4 Once a Problem has been reported to Service Provider, Service Provider should

investigate and resolve such Problem at the earliest possible in accordance with the mutually

agreed timelines.

4.5 Supplier shall provide the services /technical assistance / Support / maintenance to the

contractor initially for a period of three (3) years.

4.6 The supplier will incorporate a l l the reasonable changes/ amendments/ add-ons along with

the maintenance of web portal within the quoted cost as and when required by the client for

smooth working of system

5.0. GENERAL TERMS The Agreement would be effective for th ree ( 3) years. However; upon desire of purchaser, the

agreement may be renewed/continued as the case may be by mutual consent. Following General Terms

should be followed:-

5.1. Contract duration Contract Agreement duration will be initially for 3 Years. Detailed timeline will be submitted by

the contractor as part of the Technical Proposal.

5.2. Termination The Purchaser may, at any time, by written notice served on the Contractor, terminate the

Contract, in whole or in part, for its convenience, without any compensation to the

Contractor if the service provider fails to provide the services.



5.3. Special Stipulations

SCHEDULE- A: SPECIAL STIPULATIONS

For ease of reference, certain Special Stipulations are as under:

Tender Security

The Contractor shall furnish the Tender Security

as under:

a) for the Tender cost for first phase of the

project;

b) if Total Tender Price is less than or

equal to PKR 5 Million, in the form

of Demand Draft/ Pay Order/ Call

Deposit Receipt, in the name of the

Purchaser;

c) if the Total Tender Price is more

than PKR 5 Million, in the form of

CDR etc., issued by a scheduled bank

operating in Pakistan, in the name of

the Purchaser,

d) denominated in a currency of the Tender;

e) have a minimum validity period of

ninety days from the last date for

submission of the Tender or until

furnishing of the Performance

Security, whichever is later.

Performance Security The successful bidder will have to deposit

performance security @ 1 % of the bid value of

deliverable on issuance of LOI.



6.0 ELIGIBILITY & EVALUATION

6.1 Technical Evaluation All the bidders are advised in their own interest to provide the following for a fair evaluation of their

capacity for issuance of the Purchase Order. Failure to furnish any of the requisite documents shall

adversely 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. The technical

evaluation criterion is given below:

Total Marks / Points = 450

Passing Marks / Points = 70% of the total marks = 315

Description Criteria

Certificate of Registration of Firm/ Company /

Distributor / Dealer

Mandatory

Income Tax Registration (NTN) Mandatory

Sales Tax Registration Mandatory

Registered with Pakistan Telecommunication

authority as CVAS License holder

Mandatory

Registered with PSEB as Call Centre Mandatory

Implementation of Complete Solution in 60

working days of issuance of LOI.

Mandatory

Conformance to RFP Mandatory

Undertaking that the firm is not blacklisted

b y t h e G o v e r n m e n t

Mandatory

Undertaking in case of JV Mandatory

Availability of Data Centre Hosting facility

arrangements with standard DR Site.

Mandatory

ISO 9001 or CMMI Certified Mandatory



Criteria Points

Allocated

Maximum

Points

Points

Obtained

Net Worth (Total Assets – Total

Liabilities) (Max Points 50)

Less than 1

million

30 Points

1-10 Million 40 Points

More than 10

Million

50 Points

Total Number of Technical professional

employees available for Development/

Deployment/ Support/ Maintenance (Max

Points 100) (The bidder is required to

provide the list with CVs)

5 point for each

employee 100

SPMS Solution Understanding and

working Proto Type Demo (Max Points

250) (Will have to be demonstrated live

prototype (not merely the workflow

diagrams), on the basis of proposed

solution)

250 Points 250

Service Level Agreements of same nature

(Max Points 20) (Documentary evidences

required)

20 Points 20

No of Similar nature Projects of Equivalent

or Above 20 million (Max Points 15)

(Documentary evidences are required)

15 for each 15

No of Similar Projects with Government

Department equivalent or Above 20 million (Max Points 15) (Documentary evidences

are required)

15 for each 15



DEMONSTRATION OF LIVE PROTOTYPE ALONG WITH PRESENTATION- MARKING CRITERIA (250 MARKS)

Sr. Description

/ Criteria

Maximum

Marks

Marks Obtained

1 Virtual Communication Modules 100

2 Web Based services for citizens 10

3 Dashboard for the executive management 10

4 Farmer’s engagement through virtual platforms 50

5 Virtual Performance monitoring 20

6 Disease alert & Diagnostics modules (virtual communication of laboratories within and outside environment)

20

7 Hosting of database and software application on the data center supported with proper disaster recovery site

10

8 Value Additions suitable for the department 10

9 Own Call Centre 20

TOTAL 250



6.2 Financial Evaluation Financial bids of the successful bidders (Technically Qualified) will be opened publically and

purchase order will be issued to the lowest compliant bidder as per the relevant rules & regulations.

Financial bids of the technically disqualified proponents will be returned unopened.



7.0 FINANCIAL PROPOSAL

NTN of Bidder :

Name of the Bidder: __________________________________

A. One Time Charges

Sr. Description

Charges

Excluding

Sales Tax

Sales Tax

Chargeable

Charges

including

S/Tax

1 System Design, Development, Customization and Deployment with

multichannel reporting/ communication protocols with full rights of

use in the form of;

a. Virtual Communication modules,

b. Farmers’ engagement through virtual platforms

c. Disease alert & Diagnostics modules (virtual

communication of laboratories within and outside

environment)

d. Performance Monitoring Module

e. Capacity Building

2 Training on use of proposed system and new tools introduced

through the system delivery as per the need defined and solution

designed.

Total One Time Charges (A)

A. Monthly Recurring Charges

Monthly Charges Excluding Sales Tax

Sales Tax Chargeable

Total

Mont

hly

Charg

es

includi

ng

Sales

Tax

Sr.

Description

QTY

Unit of

Measure

Unit Price

Pak Rs.

Total Price

Pak Rs.

1.

System Deployment & Maintenance 1 Service

2.

Hosting with DR site 1 Service

3. Database Management & Data Handling 1 Service

4. Establishment, Maintenance and

Support of all required Network and

Connectivity within the Department and

all service providers for smooth system

operations.

1 Service

5. Call Centre Operations & Support 6 Persons

Total Monthly Recurring Charges

Annual Recurring Charges (B)



5. Annual increase in rates after one year of services, if any, in terms of percentage of recurring charges

given above

Financial Proposal Continued … P/2



FINANCIAL PROPOSAL - Page 2 of 2

NTN of Bider :

Name of the Bidder:

(i) Total One Time Charges including Sales Tax = Rs. _______________

(ii) Annual Recurring Charges including Sales Tax = Rs. _______________

(iii) Total Bid Price with one year recurring charges including Sales Tax = Rs. _______________

(iv) Earnest Money @ 2% = Rs. _______________

Certified that this proposal is valid for 90 days from the date of opening of tender.

(v) System Operations, Licensing, Support, Maintenance and Recurring Charges for;

a. 2nd

Year of Operations including Sales Tax = Rs. ____________

b. 3rd Year of Operations including Sales Tax = Rs. ____________

Date : Authorized Signature

With Official Stamp



7.1 EVALUATION AND COMPARISON OF BIDS

The Livestock & Dairy Development Department, Government of the Punjab

Procurement committee will evaluate and compare the bids.

7.1.1. Contact Person Details: Clarification about the requirements can be obtained from:

Dr. Qurban Hussain

Director Planning and Evaluation

Livestock and Dairy Development Department

Lahore

8.0 Terms and Conditions

8.1. Contract The Purchaser shall, after qualification of the successful bidder in financial opening,

will send the Contract, as per the tender document, to the successful bidder, who shall

sign and affix date on the Contract and return it to the Purchaser within three (3)

working days of the receipt of such Contract. Since, procurement is that of a lump-

sum solution (packets of services) and payment will be made post service delivery, on

monthly basis, there is no need of performance guarantee.

8.2. Contract Documents and Information The Contractor shall not, without the Purchaser's prior written consent, make use of the

Contract, or any provision thereof, or any document(s), specifications, drawing(s),

pattern(s), sample(s) or information furnished by or on behalf of the Purchaser in

connection therewith, except for purposes of performing the Contract or disclose the

same to any person other than a person employed by the Contractor in the performance

of the Contract. Disclosure to any such employed person shall be made in confidence

and shall extend only as far as may be necessary for purposes of such performance.

8.3. Contract Language The Contract and all documents relating to the Contract, exchanged between the

Contractor and the Purchaser, shall be in English. The Contractor shall bear all costs of

translation to English and all risks of the accuracy of such translation.

8.4. Execution Schedule The Contractor shall submit an Execution Schedule, giving details of customs clearance,

supply, installation, configuration, deployment, commissioning, testing, capacity

building, training, etc., as required under the Contract, to the Client.



9.0. Forms

9.1. Bid Form

The Director (Planning & Evaluation)

Livestock & Dairy Development Department, Punjab, Lahore.

Gentlemen:

1. We, [Name and Address of the Contractor], having read, understood and accepted the Tender

Document, including the Addendum(s), if any, offer to supply Strengthening Performance Management System (SPMS) in conformity with the said Tender Document, to [Name and

Address of the Purchaser], for the Total Tender Price of PKR (in figures ) (in words ), in accordance with the Price

Schedule and the timeline, attached hereto and made part of the Tender.

2. We undertake that the Tender shall have a minimum validity period of ninety days

from the last date for submission of the Tender and may be accepted at any time before the

expiration of that period.

3. We undertake to provide the Performance Security to give satisfactory assurance of our ability

and intention, for due performance/ execution of the Contract in accordance with the terms

and conditions of the Contract, in case of acceptance of the Tender.

4. We undertake that we are / shall be represented by an agent in that country equipped and

able to carry out the maintenance, repair and spare parts stocking obligations

prescribed in the Terms and Conditions of the Contract and / or the Technical Specifications, in case of acceptance of the Tender and of not doing business within the Purchaser’s country.

5. We undertake to be bound by the Tender and the Acceptance Letter, which shall constitute a contract, until execution of the formal Contract.

Date this day of 2014.

CONTRACTOR

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 Contractor.



9.2. Affidavit

We, [Name and Address of the Contractor], do hereby declare on solemn affirmation that:

1. We have not been black listed from any Government Department / Agency.

2. We have not been involved in litigation with any client during the last 3 years.

3. We acknowledge that we have read, understood and accepted the Tender Document.

4. 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

Contractor(s).

5. 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 Contractor of the grounds for the Purchaser's action, and without

thereby incurring any liability to the Contractor and the decision of the Purchaser shall be final.

Date this day of 2014.

CONTRACTOR

Signature

CNIC #

Name

Designation

Address



WITNESSES

Signature

Signature

CNIC # CNIC #

Name

Designation

Address

Name

Designation

Address



9.3. Project Plan

Project plan is one of the key components of the Technical Proposal. It should include the main

activities of the assignment, their content and duration, phasing and interrelations, milestones and

delivery dates. The proposed plan should be consistent with requirements and

specifications, showing understanding of the RFP and ability to translate them into a feasible

working plan.

9.4. Live Prototype

The bidders will demonstrate the proposed system through a live working prototype which will be

evaluated by the evaluation team of the department (purchaser). This is an essential requirement for

award of contract; therefore, the bidders must be ready with opening of technical bids, for displaying,

demonstrating and presenting the live prototype of the proposed solution.

9.5. Scope of Work

The bidders will ensure that the solution proposed is based on open architecture and deployable under

cloud environment accessible through multiple delivery/ communication channels accessible through

all the devices, ranging from the cheapest mobile phone to the state of the art smart phones, desktops,

laptops, tablets, phablets etc. The system should be operable wherever there is cellular network

connectivity/ internet accessibility without requiring any additional support. The solution should be

specifically customizable, dynamic, vibrant, robust and scalable both vertically and horizontally. It

should cover but not limited to all the aforementioned requirements.

The bidders will deliver the entire solution in the form of at least following deliverables:

9.5.1 Virtual Disease Alert and Diagnostic Module

9.5.2 Virtual networks’ Communication Module

9.5.3 Virtual Farmer Registration Module

9.5.4 Virtual Performance Monitoring Module

9.5.5 Virtual Management Information module with multiple report generation

9.5.6 Technical & System Support through dedicated Contact & Communication

Centre

9.5.7 Solution, Maintenance and Data Center Services



9.5.8 System Maintenance & Database Management Services

9.5.9 Network Establishment

9.5.10 Network Management & Support Services

9.5.11 Capacity Building

9.5.12 Training (Need Based)

The bidders are required to submit complete WBS (Work Breakdown Structure) of each one of

the above mentioned deliverables in accordance with the proposed solution.