DEPARTMENT OF TRANSPORTATION AND...

Republic of the Philippines

DEPARTMENT OF TRANSPORTATION AND COMMUNICATIONS

BIDS AND AWARDS COMMITTEE (Primary)

General Bid Bulletin No. 003-2014

Project: THE CUSTOMIZATION, DEVELOPMENT, INTEGRATION,PROCUREMENT, SUPPLY, DELIVERY, INSTALLATION,IMPLEMENTATION, SERVICE, AND MAINTENANCE OF THEINFORMATION AND COMMUNICATIONS TECHNOLOGY (ICT)SYSTEM OF THE LAND TRANSPORTATION OFFICE (LTO)

TO ALL INTERESTED BIDDERS:

Please find attached the following documents in relation to the above mentioned project:

1. LTO Business Process (Annex 1);

2. Multi-Year Obligation Authority (MYOA) (Annex 2);

3. Answers to Bidders' Queries (Annex 3); and

4. Minutes of the1st Pre-Bid Conference (Annex 4).

For your guidance and information.

Issued thiszs"of February 2014.

~

... ~~

ATTY.····O ~ETUOM.LOTILLAChairman, ids and Awards Committee andUndersecretary for Legal Affa~

End: a/s

THE COLUMBIA TOWER

BRGY. WACK-WACK, ORTlGAS AVENUE

1555 MANDALUYONG CITY, PHILIPPINES

TELEFAX: (632) 723-4925

TRUNKLINE: 727-7960 TO 79

DOTC ACTION CENTER HOTLINE: 7890

ANNEX 1

2

LTO BUSINESS PROCESSES

A. General System Requirements

A secure LTO Online Facility for both LTO authorized personnel and the general public. The facility must be easy to use. The facility may be accessed initially through registration and, thereafter, by the use of a username password and biometrics for LTO authorized personnel, and username and password for the general public. The facility must have sufficient security measures such that access may be limited by user, location, application,

content, equipment and the like. For the general public, access shall be available through any gadget such as desktop computers, smart phones, tablets, etc. Access to the facility, including the extent of such access, shall be available only to those people or places specifically granted by LTO. The system should provide for real-time electronic validation, verification and analysis of data to and for such persons or entities required by LTO. The system shall be able to receive, collate, analyze data as well as generate reports from such data received from persons or entities required by LTO on a

real time basis. The facility must provide a queue management system for both online and onsite transactions such that if there is a need for personal presence in an LTO office, the system must be able to assign an office as well as a date and time for the visit. On the other hand, the onsite queuing system must be able to integrate both the online and walk-in clients subject to the limit on the number of transactions set

by LTO on particular LTO offices. The facility must be capable of accepting electronic payments for any LTO authorized entity. All data sent and received shall be permanent and cannot be deleted from the system. The system must be free from all external and internal threats. Data should be electronically transmitted whenever possible. Manual encoding, if necessary, should be centralized and subject to such rules and regulations promulgated by LTO.

B. Driver’s License Issuance Transactions

i. Student Permit ii. New Driver’s License

1. Non-Professional Driver’s License 2. Professional Driver’s License 3. Conductor’s License 4. Conversion of Foreign License

iii. Driver’s License Renewal iv. Miscellaneous

1. Change Classification - From Professional to Non-professional - Non-professional to Professional

2. Duplicate License

- For loss or mutilated licenses

ANNEX 1

3

3. Revision of Records - Name, birth date, address, citizenship and marital status

4. Additional Restriction Code/s

- Motorcycle/ Motorized Tricycles / E- Bikes (LSV) Trikes - Vehicles up to 4500 kgs. gvw (Manual and Automatic

Clutch) - Vehicles above 4500 kgs. gvw (Manual and Automatic

Clutch)

- Automatic clutch only up to 4500 kgs. gvw - Automatic clutch only above 4500 kgs. gvw - Articulated 1600 gvw and below - Articulated 1601 up to 4500 gvw - Articulated 4501 gvw and above (Truck-Trailer)

5. Issuance of Driver’s License Certification Definition of Terms

i. Student Permit – an authority issued by LTO to a person who is qualified to learn to operate a vehicle.

ii. Professional Driver’s License – an authority, embodied in a form

prescribed by LTO, of a person to operate a private or public utility vehicle for compensation.

iii. Non-Professional Driver’s License – an authority, embodied in a form prescribed by LTO, of a person to operate vehicles, except public utility vehicles, without compensation.

iv. Conductor’s License – an authority, embodied in a form prescribed by

LTO, of a person to assist the driver of a public utility vehicle and to ensure the safety of the cargoes and/or passengers while the said vehicle is in operation.

Proposed Process Flow

STEPS CONTROLS

1. Applicant registers in or accesses the

facility. The system then assigns a control number and appointment date and time for the applicant to proceed

to the assigned LTO Office, if necessary.

The system should be able to provide electronic verification of the identity of the applicant, particularly the name and date of birth, with the National

Statistics Office (NSO). The transaction will not proceed unless the identity is verified.

2. Payment of fees may be done

electronically or on-site.

Electronic payment must conform to the relevant government regulations.

3. The physical information as well as the

medical examination results of an

applicant should be electronically transmitted to the LTO.

Physicians shall be required to submit hardcopies of their certifications for

audit purposes. The system should likewise be able to analyze and generate reports from data submitted by the physicians.

ANNEX 1

4

4. Practical Driving Examinations. o Examination date, time and place shall

be assigned by the system. o Examinations results shall be

electronically transmitted.

Driving Examination Centers shall be required to submit hardcopies of their certifications for audit purposes. The system should likewise be able to analyze and generate reports from

data submitted by the centers. In case of failure to pass, the system should prohibit any re-examination by the same individual until after the lapse of the applicable period.

5. Written Examinations.

o Examination date, time and place shall be assigned by the system.

o Examinations results shall be electronically transmitted.

Written examinations shall be fully

automated with appropriate security controls such as biometrics. Questions must be generated randomly on an individual basis. Immediate generation and viewing of

results. In case of failure to pass, the system should prohibit any re-examination by the same individual until after the lapse of the applicable period.

6. At the LTO Office, the system should

provide for a queuing system for the following:

o Photograph, signature and biometric capture

o Submission of necessary document/s

Applicant will be issued a queue

number after the appointment is verified. The system should only allow walk-in clients if the same can still be accommodated within the daily

queuing limit of the particular LTO Office.

7. Releasing of Driver’s License o Option between over the counter

issuance at an assigned LTO Office or offsite delivery via courier

Permanent license number will be assigned to the student permit up to its conversion to a regular Non-professional or Professional driver’s license.

C. Motor Vehicle Registration New Registration Transactions

i. Locally purchased ii. Imported

iii. Tax Exempt iv. Others

- Imported 2nd hand exempt from EO 156/877A - Imported 2nd hand through the No Dollar Importation Program

- Imported acquired through Donation - Imported 2ndhand motorcycle - Chopped/Cut-up MVs - Rebuilt with local Chassis/Body and with imported engine

ANNEX 1

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- Rebuilt with engine and/or chassis that are parts of previously registered MV

- Rebuilt Truck/Bus with new or used imported engine and/or chassis

- Rebuilt Truck/Bus with imported engine or chassis combined with a previously registered component

- Rebuilt Truck/Bus with engine and/or chassis purchased locally or from previously registered or combination thereof

- Rebuilt Truck/Bus with imported engine and/or chassis acquired

through bidding - Imported MV acquired through public bidding conducted by BOC - Under bond MV - MV under written commitment

Miscellaneous Transactions

1. Transactions requiring change of Certificate of Registration (CR)

o Change Classification o Private to For-Hire

o Private to For-Hire with encumbrance o For-Hire to Private o Government to Private o Private to Government o Diplomatic to Private o OEV to Private

Change chassis/engine acquired from previously registered MVs Registration of MVs acquired through public bidding conducted by government office/entity Registration of MVs acquired through Donation

Registration of MVs obtained at Public Auction before a Notary Public by virtue of a Mechanic’s Lien Registration of MVs acquired through judicial settlement of estate of a deceased person Registration of MVs acquired through extra- judicial settlement

of estate of a deceased person Transfer of ownership of Underbond MVs Transfer of ownership of MVs obtained through a sheriff’s certificate of sale Transfer of ownership of MVs obtained through a sheriff’s certificate of sale issued under an extra-judicial foreclosure sale Transfer of ownership of MVs obtained through an extra-judicial foreclosure sale conducted before a notary public Transfer of ownership of MVs obtained through a sheriff’s certificate of sale pursuant to a money judgment which has

become final Transfer of ownership of MVs purchased from Diplomatic/Tax Exempt personnel Annotation of Mortgages and other Liens or Encumbrances Cancellation of Mortgage and other Liens or Encumbrances

Cancellation of Mortgage when the Financing Company (Mortgagee) no longer exists and the Released Mortgage Contract is missing

ANNEX 1

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Transfer of ownership of MVs covered by CB No. 1168 purchased from ╉Balikbayans╊ Change Chassis/Engine

Transfer of ownership of Private MVs Transfer of ownership of For-Hire MVs/MCs Change Body/Body design

2. Other Miscellaneous Transactions not requiring change of CR

o Duplicate Plate/Replacement Sticker o Issuance of Vanity License Plate (VLP) o Issuance of Optional MV Special Plate o Storage of MV license plate

o Reactivation of stored MV (on-site processing) o Recording of MVs o Renewal/Issuance of Security Plates/Stickers o Change color o Re-stamping of engine/chassis numbers

o Stamping of local chassis identification number o Payment through Postal Money Order (PMO) and certified Checks

paid as deposit for Motor Vehicle Users Charge (MVUC) o Replacement of mutilated MV smart card o Replacement of lost MV smart card

ANNEX 1

7

Proposed Process Flow for New Transactions:

STEPS CONTROLS

1. Authorized motor vehicle and motorcycle

manufacturers, assemblers, importers, dealers and rebuilders shall register in and access the facility in order to electronically report their stocks to the LTO. The system then assigns a control number and appointment date and time to proceed to

the assigned LTO Office, if necessary.

The system should be able to provide

electronic verification of the matching motor vehicle, motorcycle and/or its component/s with the relevant government agency, such as the Bureau of Customs (BOC).

The transaction will not proceed unless the motor vehicle, motorcycle and/or its component is verified.

The system should have in its database

the list of all available motor vehicles and motorcycles together with its corresponding specifications.

2. Authorized dealers shall register in and

access the facility in order to electronically register their sales and encode the

information of the buyer in the facility. The system then assigns a control number and appointment date and time to proceed to the assigned LTO Office, if necessary.

The system should be able to provide electronic verification of the matching motor vehicle, motorcycle and/or its

component/s from the authorized manufacturers, assemblers, importers and rebuilders as well as the BOC.

The transaction will not proceed

unless the motor vehicle, motorcycle and/or its component is verified.

The system should also be able to provide electronic verification of the

identity of the buyer with the NSO in the case of individuals or the Securities and Exchange Commission (SEC) in the case of companies.

The sale will not be registered unless the identity is verified.

3. Payment of fees may be done electronically or on-site.


4. Insurance and inspection/emission testing results should be electronically transmitted to the LTO.

Insurance companies and inspection/emission testing centers shall be required to submit hardcopies of their results for audit purposes.

The system should likewise be able to analyze and generate reports from data submitted.

ANNEX 1

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5. Motor Vehicle Inspection. o Inspection date, time and place shall

be assigned by the system.

The system should be able to analyze and generate inspection reports.

6. At the LTO Office, the system should provide for a queuing system for the submission of

document/s, if necessary.

Applicant will be issued a queue number after the appointment is

verified. The system should only allow walk-in

clients if the same can still be accommodated within the daily queuing limit of the particular LTO

Office.

7. Releasing of Registration Card, Plates and Stickers

o Option between over the counter issuance at an assigned LTO Office or offsite delivery via courier

The Registration Card shall replace the Certificate of Registration (CR) and shall contain the name, address, MV File number, plate number, engine & chassis numbers, make & model,

and/or bar code or declared technology as motor vehicle identifier of the license plate. Plate numbers shall be automatically assigned by the system unless the buyer opts to avail of the right to

choose the preferred combination, for a fee. The option for preferred combinations shall likewise be available in the system.

ANNEX 1

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Proposed Process Flow for Renewal Transactions:

STEPS CONTROLS

1. Registered owner shall register in and access the facility in order to renew the

registration of the motor vehicle or motorcycle with the LTO. The system then assigns a control number and appointment date and time to proceed to the assigned LTO Office, if necessary.

The system should be able to provide electronic verification with the list of

all available motor vehicles and motorcycles to determine conformity with its corresponding specification/s as well as any available legacy database.

2. Payment of fees may be done electronically or on-site.


3. Insurance and inspection/emission testing results should be electronically transmitted to the LTO.

Insurance companies and inspection/emission testing centers shall be required to submit hardcopies

of their results for audit purposes. The system should likewise be able to analyze and generate reports from data submitted.

4. Motor Vehicle Inspection. o Inspection date, time and place shall

be assigned by the system.

The system should be able to analyze and generate inspection reports.

5. At the LTO Office, the system should provide for a queuing system for the submission of document/s, if necessary.

Applicant will be issued a queue number after the appointment is verified.

The system should only allow walk-in clients if the same can still be accommodated within the daily queuing limit of the particular LTO

Office.

6. Releasing of Registration Card, Plates and Stickers

o Option between over the counter

issuance at an assigned LTO Office or offsite delivery via courier.

The Registration Card shall replace the Certificate of Registration (CR) and shall contain the name, address, MV File number, plate number, engine &

chassis numbers, make & model, and/or bar code or declared technology as motor vehicle identifier of the license plate.

ANNEX 1

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D. Law Enforcement and Adjudication Apprehension of Violators

Adjudication of Apprehension o Settlement of Admitted Case o Settlement Contested Case Handling of Alarms

Proposed Process Flow:

STEPS CONTROLS

1. Onsite issuance of electronic Ticket by LTO authorized officers using a portable device.

The system should be able to electronically tag and receive request

for alarms and transmit and receive apprehensions on a real time basis against the driver and/or motor vehicle.

No transaction involving the driver’s license and/or motor vehicle can proceed unless the alarm and/or apprehension are settled first.

The system should automatically impose the applicable fine and/or penalty in the event of failure to settle and/or contest within the prescribed period, or lift the same when

warranted under prescribed rules and regulations.

2. Any admitted apprehension may be paid electronically or at any LTO office.


3. Proof of service of accessory penalties shall be electronically transmitted.

Submission of hardcopies of the certifications of service of accessory penalties shall be required for audit

purposes. The system should likewise be able to

analyze and generate reports from the certifications submitted.

4. If contested, the system then assigns a

control number and date and time for the issuance of the resolution on the contest.

The system should likewise be able to

analyze and generate reports from the resolutions issued.

5. Release of Confiscated Items.

o Option between over the counter release at an assigned LTO Office or

offsite delivery via courier, if applicable.

Annex 2

ANNEX 3

1

Item Reference Query/ Clarification DOTC Response

BIDDER A

1

In view of the wide scope and details required as per the RFP, is DOTC willing to consider extending the RFP submission date by two months?

In view of the revisions in the Bidding Documents and in order to address the queries of prospective bidders to ensure a responsive bid for the Project, the deadline for the submission of the proposals for the 1st Stage is extended from 19 March 2014 [see General Bid Bulletin (GBB) No.

02-2014] to 08 April 2014 at 2:00 p.m.

2

Section 5.1 and 5.2 of the Instructions to Bidders (ITB) Section 8 of the ITB

We understand that DOTC requires commitment from the bidders to form a JV. Is

DOTC open to allow the bidders to formulate alternate commercial model that also ensures the local company commitment coupled with strong support from a reputable and reliable solution service provider? For example, does

DOTC accept a prime and sub model, where the bidder subcontracts part of the project to a subcontractor? If so, must the subcontractor also satisfy the eligibility criteria set out in Sections 5.1 and 5.2 of the PBD?

The bidder may form an unincorporated Joint Venture (JV) by submission of duly notarized statements from all the

potential joint venture partners stating that they will enter into and abide by the provisions of the Joint Venture Agreement (JVA) in the instance that the bid is successful OR by submission of the JVA as part of the Class "B" Document.

Subcontracting will be allowed provided that the provisions under Section 8 of the ITB be complied with. Subcontractors must comply with the eligibility criteria and the documentary requirements specified in the BDS. In the event that any subcontractor is found by the Procuring

Entity to be ineligible, the subcontracting of such portion of the Goods shall be disallowed. The Bidder may identify the subcontractor to whom a portion of the Goods will be subcontracted at any stage of

the bidding process or during contract implementation. If the Bidder opts to disclose the name of the subcontractor during bid submission, the Bidder shall include the required documents as part of the technical component of its bid.

ANNEX 3

2


3

Section VII. Technical Specifications

Does DOTC have any restriction in relation to any of the scope being proposed to be

performed where feasible outside of the Philippines? Must all services to be provided locally? Example, offshore monitoring of specific hardware performance.

All services have to be provided locally, however development of these services may be done outside the Philippines.

4

Payment Schedule Some of the scope could be performed concurrently and may lead to a more competitive proposal. As such, is DOTC willing to consider suggestion to revise the payment

schedule accordingly for DOTC's benefit?

DOTC is willing to consider, however, the payment schedule will still depend on what deliverables are due during a given time.

5

We understand that pricing is not required as

part of the submission for this tender. Instead, the submission is to evaluate the suitability of the vendor(s) ability to perform the scope as required. Please kindly confirm.

There is no submission of financial proposals for the first stage of the bidding process.

6


We understand that the current versions of the 5 applications viz. MVRS, DLS, LETAS, RCS and EIS are being decommissioned and these applications are to be fully implemented using packaged applications - in addition to a web

portal access to these systems and the required infrastructure also have to be implemented. Please confirm.

Yes, we confirm. As per the Technical Specifications, it stated that: ╉The proposed system must be based on an existing system that is currently in use outside the Philippines.╊

[Note that ╉packaged application╊ is understood to mean a

customizable off-the-shelf application] The integration into a web-portal is part of project implementation stage and will be discussed with the Supplier/Service Provider.

ANNEX 3

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7

Section VII. Technical Specifications, VI. PROJECT SCOPE

It is stated that packaged solutions have to be

implemented; please provide the reasoning behind the preference for a packaged application versus custom built.

A packaged solution is preferred for risk mitigation as the

items/services to be procured are vital services for the public and the Supplier/Service Provider must perform the same effectively and efficiently.

8


Are there any technology platform preferences (with respect to existing

applications or DOTC internal technology standards) for the implementation of the new systems? If so, please share the preferences.

The DOTC-LTO is open to proposals of different technology platforms as long as the solution works. The primary

concern is for the solution proposed to be existing, running and easily adaptable. DOTC-LTO is open to business process re-engineering.

9

Section 17, General Conditions of Contract (GCC) and Special Conditions of Contract (SCC)

We understand that the overall timeline for the implementation of the ICT (including

package system implementation, web portal development, hardware and other infra setup) is to be completed in 104 weeks. Post which, the Solutions Provider needs to provide a warranty support of minimum 3 years. Please

confirm if this understanding on the timeline is correct.

The warranty shall start after the final acceptance of the

System (during roll-out).

ANNEX 3

4


Bidder B

10

Section III. Bid Data Sheet Clause 5.4

Please confirm if our understanding of the TOR is correct. This means we may submit:

(a) ONE SIMILAR CONTRACT that is

equivalent to 25% of the ABC, AND (b) ONE OR MORE ADDITIONAL SIMILAR

CONTRACTS, that adds up to the remaining 25% of the ABC

As per the Bid Data Sheet

(a) The Bidder must have completed by itself, or through member firms, if a JV, as a Solutions Provider ゅ╉SP╊ょ, provided that the SP has at least 40% ownership of the JV, at least two similar

contracts to the DOTC Road Transportation IT Infrastructure Project within the last ten (10)

years prior to the date of submission and receipt of bids, and whose aggregate value, adjusted to current prices using the National Statistics Office consumer price indices, must be

at least fifty percent (50%) of the ABC.

An SP is a systems integrator, hardware solutions provider, operations and service maintenance provider, among others, of an ICT System.

(b) The largest of these similar contracts must be equivalent to twenty-five percent (25%) of the

ABC. Which means that Bidders should have at least two (2)

similar contracts to the DOTC Road Transportation IT Infrastructure Project within the last ten (10) years in which when aggregated, shall be equal or more than

50% of the ABC and are also required to have a single

contract that is 25% of the ABC.

ANNEX 3

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11

Section III. Bid Data Sheet Clause 24.1 Section VII. Technical Specifications AA. Proof of Concept (#27)

We would like to confirm the exact schedule for the POC. Will it be conducted during the first stage bid opening or during the Post-

Qualification Stage? If it is the Post-Qualification Stage, is this referring to the Post-Qualifying stage for the 1st stage or the 2nd stage of the bid?

The POC of all eligible bidders is tentatively scheduled

within one (1) calendar month after the scheduled

opening of bids for the 1st Stage bid opening. A POC of

the Lowest Calculated Bid shall likewise be done during

Post-Qualification Stage during the 2nd Stage of the

bidding.

12

Invitation to Bid We would like to clarify why the MYOA is from

2013 to 2020? Does this have any impact on the Payment Schedule described in Page 83 (Schedule 1 – Payment Schedule?) We assume that full payments will be made by the end of the Warranty period which is 3 years starting

from the date of commissioning. Based on the dates specified in the bid documents, this will end around 2018.

As per Circular Letter 2004-12 of the Department of Budget and Management (DBM), a MYOA is defined as "an authority issued by the DBM to enable an agency to enter into a multi-year contract whether for locally funded projects ゅLFPsょ or foreign assisted projects ゅFAPsょ.╊ Thus,

the period stated in the MYOA (i.e. 2013-2020) does not affect the Payment Schedule for this bidding.

13

First Stage Bid Submission Deadline

Anticipating that the DOTC will need some time to answer all the queries coming from the bidders, we would like to know if the submission deadline for the First Stage will be

extended. This is requested in order to allow the bidders more time to react/ act on the responses/ bid bulletin to be released by the BAC, which for sure will affect the technical approach and assumptions of our bid.

In view of the revisions in the Bidding Documents and in order to address the queries of prospective bidders to ensure a responsive bid for the Project, the deadline for the submission of the proposals for the 1st Stage is extended from 19 March 2014 [see General Bid Bulletin (GBB) No.

02-2014] to 08 April 2014 at 2:00 p.m.

ANNEX 3

6


14

Pre-Bid Conference Related

1. Can DOTC provide more information on

what is covered by the SYSTEM Maintenance Agreement (MA) for 2015-2020? Will a bid bulletin be issued to cover this? 2. Can DOTC confirm as stated in the bid

conference that NO back-up data center is required? (and that only a backup facility is needed?) 3. Can DOTC clarify what backup facility is

required –just a copy of the back-up tapes in the backup site in NCC? 4. Can DOTC confirm that it will remove all requirements for detailed solution description

for stage 1 proposal/ submission? 5. Can DOTC confirm that it will remove all requirements for product material/ brochure/ specifications for stage 1 proposal/ submission?

6. Can DOTC confirm the date for the site visit for the planned Data Center site?

1. As regards the SYSTEM MA, it will be in place for seven

(7) years, from software to application to hardware. More information will be provided in a subsequent bulletin.

2. For the 1st Component of the project, only a back-up

facility is required, however for the 2nd Component of the project, a back-up data center is required. The 2nd Component is not part of this bidding.

3. This question will be addressed during the 2nd

Component of the project. 4. For the 1st stage of the bidding process, the DOTC shall

not require a comprehensive and detailed description of the solution but shall only require that the bidder

establish through a brief explanation why it is qualified to perform the minimum performance criteria set by the DOTC-LTO.

5. The DOTC will require evidence of compliance on the

minimum performance criteria set for the 1st stage of

the bidding process. More information on what these entail will be outlined in a subsequent bid bulletin.

6. The DOTC will release the schedule for the site visit

through a subsequent bid bulletin. Please note that site

visits are not required under the Bidding Documents but are encouraged in order for the bidders to submit a responsive proposal.

ANNEX 3

7


15

Project Background Is it safe to assume that these office applications are not part of the scope for the

current TOR?: a. Administrative system (Finance,

Human Resources, etc.)

b. eMail

c. Short Messaging System

d. Queue Management System

e. Card/ Document Reader/ Tracker System

f. CCTV System

g. e-Clearance And that the aforementioned systems were just mentioned to inform bidders that these solutions will be in place in the future,

possibly covered by another tender? Can LTO provide additional information for the systems mentioned (e.g. what they are, intended use and users, etc.)?

These are not part of the present TOR, but were placed in order to inform bidders of what systems the LTO has or will be implementing in order to meet its mandate. It is not also included on the Project Scope of the Technical Specifications for this bidding.

ANNEX 3

8


16

Project Scope

Is it sufficient for bidders application to

support various cash and non-cash payment options facility? Is it safe to assume that for the non-cash payment agreements (with Banks, Payment

Gateways, etc.), it will be LTO making the agreement with aforementioned property, since the collection swill be going into LTO bank accounts? And not to bidders accounts.

Yes, the following modes of payment are specified under

Item No. 4.8 in the Technical Specifications. Yes, the payment agreements shall be made by the LTO.

17

Project Scope

Can we request for LTO to provide detailed volumetrics (transactions) per LTO office location (HQ, Regional, District, Branch, DLRC, etc.)?

Given that the current TOR only covers HQ (LTO Data Center) for the equipment (workstations, laptops, printers, web camera, etc.) and resources to be deployed in LTO HQ this will be important to compute how much

transactions will need to be supported?

Yes, the LTO shall provide the said information through a subsequent GBB.

ANNEX 3

9


18

Project Scope Electronic Traffic Violation Ticketing System (ETVTS)-LTO DATA Center – 500 handheld units as provided under page 135

Can LTO provide the details being pertained to what was supposed to be in page 135? Can LTO confirm if the ETVTS handheld units require to be connected to the LTO Data Center Application Systems 24x7? Or can data

upload and download be done at start and end of the day? If they need to be connected 24x7, can LTO identify the type of transactions that need to be supported? Where are these 500 units to be deployed?

(Where is the typical area of operations by these LTO agents?)

The phrase ╉as provided under page の35╊ in Section D,

Electronic Traffic Violation Ticketing System is hereby deleted. For ETVTS handheld units that are in areas with connectivity are required to be connected to the LTO Data Center Application Systems 24x7 whilst areas with little or

no connectivity shall upload and download data at the start and end of the day. Yes, LTO can provide the functional requirement for the transactions. LTO agents operate within its jurisdiction as provided by law. The same will be specified in the implementation

stage. The 500 ETVTS handheld units are included in the 2nd Component of the project and not covered in this bidding.

19

Project Scope Supply, Delivery, Testing, Documentation and Installation of appropriate Computing Products and other resources relative to the implementation of the project on DOTC/ LTO IT Infrastructure and Environment facilities

In the table, it was stated that the location for supply, delivery, testing, documentation and installation will be in LTO Data Center, does it mean for the pilot LTO will be reusing its existing resources for end-users who are

located outside the data center (listed as ff.)? - User workstation - Printers - LAN Switches - UTP Cables

- Structured Cabling - Power Source - Card readers - Barcode Scanners - Signature Pads

- Web Camera

This is not relevant for this bidding as it is not part of the 1st component of this project.

ANNEX 3

10


20

D. Central Office Application, Databases and Processes (#4) To populate the respective databases of the Front and Back Office Applications, the BIDDER must validate, cleanse, migrate and maintain the existing LTO Database onto the new and equivalent DOTC/LTO Databases

Can LTO assure that winning bidder will be given complete access to all existing LTO Databases as well as the complete document in order to understand the data to support the required deliverable that LTO requires

bidders to comply with? How many existing databases are there? Can LTO please provide the ff:

Used and version? Size of each database Number of tables per database and their respective sizes, in terms of disk

space utilized as well as number of rows DDL and schema as well as relevant documentation for each database

The LTO shall provide the winning bidder access to the required data which the present Service Provider will turn-over to the LTO. The schema is not available.

21

D. Central Office Application, Databases and Processes (#4) The Front Office and Back Office Applications must have the minimum capability to…

Can LTO provide volumetrics on transactions

broken down into:

- LTO HQ - LTO Regional Offices - LTO District Offices

- LTO Branch offices - LTO DLRC - LTO Training and Testing Centers

Yes, the LTO shall provide the said information through a subsequent GBB.

ANNEX 3

11


22

D. Central Office Application, Databases and Processes (#4) The minimum storage capacity must at least hold ten ゅのねょ years’ worth of data.

Can LTO provide the data elements per transaction and the size of each transaction record so bidders will have a basis for

computing how much storage space is required to support the minimum required holding capacity for など years’ worth of data?

Yes, LTO shall provide the requested information through a

GBB.

23

D. Central Office Application, Databases and Processes (#4) The proposed solution must be able to accept payments either on-line or on-site through…

Is it safe to assume that LTO will be the one to take responsibility and actually negotiate with

the payment gateway providers (Banks, Credit Card Companies, Third Party Agents, Remittance companies, etc.)?

Yes.

24

D. Central Office Application, Databases and Processes (#4)

Is the Motor Vehicle Title ID Card System a part of the Motor Vehicle Registration System?

Can LTO provide the specifications for the ID Card system? (Type of Card, Security Feature, etc.)? Or is the bidder only required to be able to prepare the necessary image with required

information/ data to be printed as a Motor Vehicle ID? Can LTO clarify the requirement for the Motor Vehicle ID System further?

Yes, it is part of the MVRS. Yes, the LTO shall provide the required and related

information through a subsequent GBB.

ANNEX 3

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25

E. Other Applications, Databases and Processes of LTO (#5) The Inventory Management System (IMS) must be integrated with LETAS, DLRS, MVRS to provide automatic update of the inventory when a relevant item has been issued…

Can LTO clarify what other items will be covered in the IMS other than the cards, plates and stickers so the bidder can effectively compute the storage requirements to meet the minimum storage capacity for 7 years’ worth of data? What other transactions are there and what would be their size per record? Is it necessary to have a GIS based solution for the Inventory Management System? Will the ╉inventory╊ include field equipment?

Yes, the LTO shall provide the required and related information through a subsequent GBB. GIS functionality is required; however, it’s the bidders prerogative to include maps on their proposed solution. The Inventory Management System (IMS) must be integrated with LETAS, DLRS, MVRS to provide automatic update of the inventory when relevant item has been issued such as but not limited to cards, plates and

stickers.

26

F. Security (#6) Security is a key component of the solution. The proposed solution must not only be secured at the technology level but also physically secured…

Does LTO require an integrated Identity Management Solution with SSO? Or can independent Role/ Profile Based Access for Applications, Database and System be

considered the minimum requirement? What transactions are required to be covered with an Audit trail and what period of time needs to be logged, so the bidder can

appropriately size the requirement?

As stated in the Bidding Documents, (Item No. 6.2.2.a of the

Technical Specifications) a Role/ Profile-Based Access is considered the MINIMUM requirement. Audit trail should include, but not limited to:

User ID IP Address LTO Office ID

27

G. Unified Threat Management (UTM) (#7)

Is it safe to assume that this applies only to bidder networking equipment installed in the LTO Data Center as covered in the TOR/ project scope?

Yes, since the system shall be housed at LTO Head Office.

However the UTM should be able to protect against external as well as the internal threats.

ANNEX 3

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28

H. Web-Based Training and Examination A web-based training and examination must be implemented. The examination questions must come from a poll questions presented to the examinee randomly. The examination must be automatically timed, submitted and checked. The web-based training module…

Can LTO provide the volume and size of information in audio and video form that needs to be hosted so bidder can size the infra properly?

Is it safe to assume that only the training and exam terminals in LTO HQ will be covered? How many are these? Can LTO provide the number of examination

terminals per LTO location (HQ, Regional District, etc.)? For the requirement to check identity of examinee online and on-demand, this is only

for ongoing exams and does not require for examinations to be recorded and stored?

At present there is no existing web-based training.

Therefore, it is the Bidder’s responsibility to come up with the requested information as they will be providing the training materials. The LTO can only provide the training modules currently in use.

Since this is a web-based training, the exam terminals will not be covered in this bid. The proposed web-based training solution should have the capacity to check identity, record and store examinations.

The LTO will provide the number of LTO exam terminals per LTO location. Examinations should be recorded and stored.

29

I. Web Portal Can LTO identify what functions or transactions are to be made available in the web portal related to: a. Drivers Licensing Renewal Centers (DLRC) b. Vehicle Manufacturers, Assemblers,

Importers and Distributors (MAIDRS) c. Metro Manila Development Authority

Philippine National Police d. LTO Accredited Smoke Emission Testing

Centers

e. LTO Accredited Insurance Companies f. Payment Facilities

Yes, the LTO shall provide the required and related information and provide functional requirements through a subsequent GBB.

ANNEX 3

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30

J. Vehicle Certificate of Registration System

Can LTO clarify how the Vehicle Certificate of

Registration card is different from the Motor Vehicle ID Card? Is this the same or different? Can LTO provide information about the kiosks and kiosk card readers where the card system

should be able to interface with? Or is it up to the proponent to propose the card reader system to be installed in LTO kiosks? Is there a requirement for the bidder for the

supply of kiosks? If yes, how many? And what part of the solution should be made accessible via the Kiosk? Biometric data was stated, can LTO clarify the

following:

- What biometric data is required to be captured and stored?

- Does LTO have an existing biometric solution? Or is the bidder required to

include it in the proposal? - What type of biometric solution

(finger, retina, facial, etc.)? - Is biometric search and matching a

requirement?

- Or is biometric data only going to be stored in the database?

- Will biometric data be also printed/ stored in the Driver’s License )D Card?

The Vehicle Certificate of Registration Card is the same

with the Motor Vehicle ID Card. This is not included in the 1st Component of the project and therefore not part of this bidding.

This is not included in the 1st Component of the project

therefore not part of this bidding. The biometric data required are picture, signature,

and fingerprint. No, LTO does not have an existing biometric solution. Yes, the bidder is required to include it in the proposal. Fingerprint

Yes, it is a requirement. Yes, it is going to be stored in the database.

No, it only checks if the biometrics on the DL ID are valid.

ANNEX 3

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31

K. Card Readers The proposed solution must include card readers. It must be capable to read the existing LTO Issued Documents/ License and its embedded barcode…

How many card readers need to be supplied?

Is this part of the scope, even if deployment will be covered in a separate bid/ tender? Can LTO provide the specifications and features of the Driver’s License and Motor Vehicle Registration ID Card? With regards to the image capture and storage facility, can LTO provide what images or documents need to be captured and stored?

What would be the volume per document per LTO office? Is a document tag and index required to support high-speed search? How many years of worth of data need to be stored? Bidder will need more information to

be able to properly size this requirement. Is a formal Document Management System an implicit requirement? Does LTO require a workflow engine?

These are included in the 2nd Component of the project and

therefore not part of this bidding. Yes, LTO can provide and will issue this in a subsequent GBB.

LTO will provide in a subsequent GBB.

32

L. Structured Cabling Systems The structured cabling system to be implemented at LTO Data Center must be an end to end solution…

Can LTO clarify the 20% spare no for each office requirement? Does this pertain to the per office room in LTO HQ? Or does it refer to various LTO offices nationwide? Or just the LTO Data Center?

This pertains to the Data Center.

ANNEX 3

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33

M. Local Area Network (LTO Data Center) The LTO Data Center must be equipped with…

Is the LTO Data Center different from the Main Data Center? If yes where is the Main Data Center?

For the PoE capable switches, what type of equipment is expected to connect to them? How many and where are they located (devices/ equipment needing PoE)?

The LTO Data Center and the Main Data Center are the

same.

34

O. Data Center (LTO Central Office) The LTO Data Center will be housed in the LTO main compound in East Ave, Quezon City…

For the back-up data at the NCC, will this set-up exactly the same as the LTO Data Center? Meaning all equipment/ resources will be the

same one-to-one? Or can the back-up location have lower/ less processing capacity? Is the back-up site required to be a hot standby or is an automatic quick failover a requirement?

This shall be addressed in the 2nd Component of the project and therefore not part of this bidding.

35

S. Generator and Automatic Transfer Switch The standby generator must be on a water proof concrete base power house…

Is it safe to assume that LTO will provide the location/ space where the Generator and Fuel

tank will be housed in addition to the space for the LTO data center and back-up site?

Yes, LTO shall provide a space for all peripherals required for the Data Center.

36 AA. Proof of Concept (#27)

Can LTO provide the Kiosk specification to be used in the POC? Or can this requirement be eliminated?

This will be addressed in the 2nd Component of the project and therefore not part of this bidding and therefore not part of this bidding.

ANNEX 3

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During the Post-Qualification stage, the DOTC/ LTO shall require the Bidder or SOLUTIONS PROVIDER to successfully present or demonstrate a ╉Proof of Concept╊…

For the POC requirement to produce a new driver’s license, renewed driver’s licence, new motor vehicle registration, and a renewed motor vehicle registration. – is an image ゅimage in monitorょ of the ff ゅnew driver’s license, renewed driver’s license, new motor vehicle registration, and a renewed motor vehicle registration) sufficient? Or is a physical printed card a requirement?

Either soft or hard copy of the driver’s license and the motor vehicle registration may be shown in the POC.

37

Q. Environment Monitoring Solution The sensors must automatically generate alerts via email …

Is it safe to assume that the Email and SMS sending requirement is limited to alerts generated by the Environment Monitoring

Solution?

Notifications and Alerts shall be automatically generated and received via Electronic Mail and SMS.

ANNEX 3

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38

X. Training and Technology Transfer

Can the bidder assume only 1 course run per

year per area?: a. Database Administration b. Network Administration c. Information Security Administration d. System Administration

e. Application/ Software Programming

Can LTO provide the number of course runs? And number of attendees per course? And number of days per course? So the bidder can

properly cost this out. Can LTO also provide a sample list of trainings that are not related or relevant to the existing systems?

For Web-Based Training: By examinees, do we mean the

citizens/ public? Or does this refer to the employees (developmental

trainings for employees)? Will DOTC-LTO design the curriculum to be implemented?

How many training centers does DOTC-LTO have?

Yes, 1 training run per year is sufficient. However, if the

bidder finds that a mid-year training must be conducted for the newly implemented systems, it is free to include it in their training plan.

Yes, LTO will provide in a subsequent GBB.

The request is denied. The said information is not relevant to this bidding.

Web-based training shall be for employees of the LTO. As regards the curriculum, it shall be the responsibility of the bidder to come up with the same as part of its Training Plan.

ANNEX 3

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39

Project Scope Executive Information System (EIS)

How many users are expected to use the EIS?

Please provide the count per profile: Report Authors or Analysts or Power

User Report Viewers or Users who need

interactive use but do not need to create reports from scratch Administrators

Could clarify the scope of ╉DOTC/LTO Services and Offices related to hardware and office systems╊ ゅitem 5.a. page 9ど of Bid Documentょ?

Could you provide a list of specific reports and analytical requirements that can define items 5.a., 5.b, and 5.c on page 90 of the BID Documents pertaining to the EIS? Please provide as much details as possible.

Information within the Executive Information System must be updated as soon as ╉new╊ information or report are available from data sources.

Hardware and Office System is not included on this bidding.

A more detailed and specific reports will be provided on the Terms of Reference of the 2nd Stage of this Bidding.

EIS is to be accessed via web portal and mobile platform. As

for the number of licenses, this shall be provided on the Terms of Reference of the 2nd Stage of this Bidding.

ANNEX 3

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Can we assume that the ad-hoc reports

creation be limited to the subject areas that are defined in items 5.a, 5.b, and 5.c? Through what channels do you require the EIS to be assessed? Would it be just through a web

portal or do you require mobile access? If through mobile access then how many user licenses do you need? Do you require any reports to be distributed to other recipients in formats such as HTML, PDF through emails or

FTP servers on a regular basis? What is the frequency of the update of the information within the EIS? Daily, weekly or monthly?

These are part of the 2nd Component of the project and is

therefore not part of the scope of this bidding.

40

Project Background Other Internal LTO Office Applications

[ERP] Finance and Controlling

- What legacy systems are you using to handle your finance and accounting

processes? - How many finance and controlling

users do you have? - Please provide high level description

of your processes.

Materials Management

- What legacy systems are you using to handle your materials management processes?

These are part of the 2nd component of the project and therefore not part of this bidding.

ANNEX 3

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- How many materials management

users do you have? - Please provide high level description

of your materials management processes.

Supplier Relationship Management - What legacy systems are you using to

handle your SRM processes? - How many SRM users do you have? - Please provide high level description

of your SRM processes.

41

What is the schedule for implementation & roll out of the other Internal LTO Applications? No mention of this specifically in page 84. How many employees will be covered for Human Resources application?

Financial Management System The Financial Management system they require does not impose requirement on the

basic Financial functionalities (GL, AR, AP, Cash Management, and Fixed Asset) The required components, which is basically Procurement and Inventory Management, just

included the following:

The LTO shall provide these information in a subsequent GBB.

The Financial Management System is part of the 2nd Component and beyond the scope of this bidding.

ANNEX 3

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a. Procurement

i. Requisitions ii. Preparation

iii. Processing iv. Procurement Planning v. Vendor/ Supplier Information

System (Vendor Profiling) b. Inventory Management

i. Specifically for plates, cards and the like

c. Budgeting

d. Document Tracking The Revenue Collection System is very specialized and should account for just facilities that will consider payments through

Credit Cards, Bayad Center (this is actually a POS functionality) and/or facilities to upload and download revenues of various government agencies (DENR, LTO, etc.). Accounts Receivable module of any solution though, can be a facility to record everything.

But it would not make sense to just use the AR module.

The Revenue Collection System is included in the 1st Component of the project.

ANNEX 3

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42

Project Requirements and Deliverables (Technical Requirements)

A. In terms of scope of the current TOR, how many offices are targeted to use the solution, and how many LTO workstations, users and terminals will be using the system? Please provide respective count

for the Pilot phase and during the 3 year O&M period?

B. During the pilot and the succeeding 3 year

O&M, does it mean that access to the system will be limited to the users in the covered LTO offices? Or does LTO intend for all eligible LTO personnel to be given authorized access on day 1 of the Pilot?

C. To aid in the planning of the Bidder, can

LTO provide and idea or information on when they plan to begin remote office

deployment? This will help in the bidders Capacity plan on when to increase processing, storage, and communication capacities as well as manpower to support operations especially if the remote office

deployment will occur during the 3 year O&M.

The LTO shall provide the required and related information

in a subsequent GBB.

ANNEX 3

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BIDDER C

44

On First Stage Bidding / Evaluation Process:

Related Clauses from the TOR (compiled to come up with the First Stage Bid Evaluation Process for Technical Proposal) are of the following:

a. Section III; 13.1;

b. Section III; 12.1 (b) (ii);

c. Section III; 12.1 (b) (ii);

d. Section III; 12.1 (b) (ii);

e. Section VII, Technical Specifications (Aggregate);

f. Section III; 13.1;

g. Section V)); ╉Statement of Compliance to Technical Specification╊; and

h. Section III; 13.1

Given that the present RTIIP Technical Terms of Reference for the first stage bid process seeks detailed illustration of the bidder’s technical proposal (to be supported by specific brochures and quantities as evidences among others), Honorable BAC simplifies its performance criteria in line with Section VII of its Bidding Documents (through the provision

of general technical performance indicators) due to the following reasons: 1. Basing on our understanding of the RA

9184, the main reason for the inclusion of technical requirements/specifications for

the 1st stage bidding process is to provide the Honorable BAC initial benchmark on assessing the bidder’s technical capabilities vis a vis its eligibility documents, particularly its statement of

ongoing and completed projects;

2. It is our understanding that the performance criteria for the first stage bidding process should be general in

nature as the Technical Requirements for the said stage are not final yet and are subject to revisions by the Honorable BAC and its TWG (For second stage bidding process);

For the 1st stage of the bidding process, the DOTC shall not require a comprehensive and detailed description of the solution but shall only require that the bidder establish that

it is qualified to perform the minimum performance criteria set by the DOTC-LTO.

ANNEX 3

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Item Reference Query/ Clarification DOTC Response A bidder’s portrayal of its specific, detailed and narrative technical proposal under a non-final/non-finite Technical Terms of Reference may prove to be detrimental to the bidder itself as full strategies in line with its solution architecture, implementation scheme and

financial bid among others are indicative of the required detailed proposal

45

On Proof of Concept Presentation Related Clauses from the TOR are of the following:

a. Section III; 24.1; and b. Section VII; V. AA Proof of

Concept

Specifications in line with the RT))P’s requirement on Proof of Concept Presentation are inconsistent, thus it is our request to seek

clarification from the BAC regarding the schedule of POC presentation.

The POC of all eligible bidders is tentatively scheduled

within one (1) calendar month after the scheduled

opening of bids for the 1st Stage bid opening. A POC of

the Lowest Calculated Bid shall likewise be done during

Post-Qualification Stage during the 2nd Stage of the

bidding.

46

On Gartner Magic Quadrant Related Clauses from the TOR are of the following:

a. Section VII; V. A. General Technical Requirements

b. Section VII; V.A. General

Technical Requirements

The first bidding for the RTIIP (November 26, 2012) required a Magic Quadrant documentation for ╉Printersゅexcluding MVRS Card printerょ╊ Due to the disparity, we would like to humbly seek confirmation from the BAC that the current RTIIP bid calls for a Magic Quadrant

Documentation for ╉Card Printers╊ Moreover, confirmation is also requested that the bidder may utilize any of Magic Quadrant Reference from 2011 to 2013 as part of its bid

The Printers are not part of the Magic Quadrant. Kindly disregard this.

The printers are part of the 2nd Component of the project and are not included in the scope of this bidding

ANNEX 3

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(e.g. Provision of Magic Quadrant 2013

Document for Printer) instead of providing yearly Magic Quadrant references for a particular item (e.g. Provision of Magic Quadrants 2011, 2012 and 2013 for Printer)

47

On Authenticated Foreign Documents As indicated in Section III 12.1 (a)

Confirmation is humbly sought regarding the (onorable BAC’s approval of the bidder’s utilization of formerly submitted authenticated materials in the past RTIIP

failed bid, in the current RTIIP bid. Confirmation is requested to mitigate the tedious and costly authentication process outside of the Philippines

Previously submitted authenticated documents in the last failed bidding will be accepted if the same are updated and still valid.

Please see Clause 12.1(a) of the BDS . "xxx If the authentication is not completed in time for the bidding, the submission of proof of filing of application for authentication with the concerned Philippine embassy/consulate may be submitted; provided that the duly authenticated document is submitted during the post-qualification stage.╊

48

On Deadline of Submission of First Stage Bids/Opening of the first stage bids

As indicated in Section I, 8 and Section III, 24.1 of the RTIIP Bid Documents

Should the Honorable BAC grant our request for a general/simplified Technical Proposal performance criteria, it is our prayer that the deadline for the submission of the first stage

bid be moved from February 18, 2014 to a later date, to give ample time for bidders to review the revised TOR.

In view of the revisions in the Bidding Documents and in

order to address the queries of prospective bidders to ensure a responsive bid for the Project, the deadline for the submission of the proposals for the 1st Stage is extended from 19 March 2014 [see General Bid Bulletin (GBB) No. 02-2014] to 08 April 2014 at 2:00 p.m.

ANNEX 3

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BIDDER D

50

Can we request for extension deadline for submission of bids from February 18 to March 18, 2014?

In view of the revisions in the Bidding Documents and in order to address the queries of prospective bidders to ensure a responsive bid for the Project, the deadline for the

submission of the proposals for the 1st Stage is extended from 19 March 2014 [see General Bid Bulletin (GBB) No. 02-2014] to 08 April 2014 at 2:00 p.m.

51 Request a copy of minutes of the pre-bid

conference. The minutes of the 1st Pre-Bid Conference is attached to this bid bulletin as Annex 4.

52

Since the system specifications is very high level in the bid document, we suggest, two alternative solutions to help the bidders;

a. Publish a detailed description of

the current business processes with relevant statistical data.

b. Give more time for analysis during

implementation, meaning extend the half year delivery time with at least 3 additional months.

Please see Annexes 1 and 2 of this bid bulletin. The implementation of the Project is immediately required

by the LTO to respond to the needs of the agency and the public. Any possible extension of the delivery time will be considered by the DOTC and LTO.

53

Regarding the Disaster Recovery, does it contain the personalization center or only the

data center?

This will be part of the 2nd Component of the project and not included in this bidding.

54

Disaster Recovery: Is it a hot swap or cold?

This will be part of the 2nd Component of the project and not included in this bidding.

ANNEX 3

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55

About the current DL owner database, could

you specify what type of data available from previous applicants? Any biometric data? Does it fulfil any standard?

The LTO shall provide the said information through a

subsequent GBB.

56

Can the bidder introduce new business processes if he believes it would deliver better efficiency and security?

Yes.

57

Is it possible to modify the processes and

introduce smart card, electronic driving license?

Yes.

58

When the requirements ask for hardware, for example card reader, do we have to use it with the new card or the old? Both? Can we have

specifications on the current DL?

The LTO will provide specifications on the current DL in a subsequent GBB.

59

Is the Executive Information System a pure dashboard solution?

This will be addressed in the 2nd Component of the project and therefore not included in this bidding.

60

Please specify the driving license card.

Material and design would impact on our solution. Please confirm if it has chip or not?

The driver’s license card material design and security is not

part of the 1st Component of the project.

ANNEX 3

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61

Please provide the following information: Size of the Database, Annual Usage, Current Size. Can we have detailed design from the database?

The LTO will provide information currently in its possession. There will also be a system walkthrough during the 2nd week of March (schedule to be determined)in lieu of a detailed database design.

62

Does the system contain biometric system? Please specify?

No.

63

Section 12, ITB and BDS Can the bidder use affiliated terms as reference to fulfil the technical eligibility

criteria?

In case a bidder is an incorporated Joint Venture (JV), the track record of stockholders or individual juridical joint

ventures could not be credited in view of the separate juridical personality of the joint venture from its individual stockholders or members. For example, the single largest completed contract requirement of the stockholders or individual juridical joint ventures could neither be credited

nor recognized in favor of the newly created equity JV corporation. However, in case of a contractual or unincorporated JV, the BAC may consider the individual experiences of the JV partners. Since the single largest completed contract is a technical eligibility requirement,

any one of the JV partners in the unincorporated/contractual JV may submit the same as part of the bidding documents (See GPPB NPM No. 089-2012, 16 July 2012).

ANNEX 3

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Can annual report be accepted as proof?

Only the documents stated in the Bidding Documents are

allowed to establish eligibility. The BAC shall check the submitted documents of each bidder against a checklist of required documents to ascertain if they are all present, using a non-discretionary ╉pass/fail╊ criterion. )f a bidder submits the required document, it shall be rated ╉passed╊ for that particular requirement. In this regard, bids that fail to include any requirement or are incomplete or patently insufficient shall be considered as ╉failed╊. Otherwise, the BAC shall rate the said first bid envelope as ╉passed╊.

64

Can BAC organize a technical pre-bid meeting so bidders can understand the requirements better?

A 3rd Pre-Bid Conference will be conducted on 17 March

2014 at 10:00 A.M. (16TH Floor, DOTC Conference Room) to clarify and address the bidders' questions on the technical component of the project. A bid bulletin will be issued on this matter.

65

Completed Largest Single Contract:

Would you accept a contract from the Mother company of the bidder? For example, AB Company – Singapore Branch, will be bidding for this project its mother company, located in France, has a largest completed contract similar to this project. Will the contract be

accepted as the Largest Single Contract of AB Company Singapore Branch?

Only the technical eligibility of a bidder shall be considered for purposes of qualification. Since the single largest completed contract is a technical eligibility requirement,

any one of the JV partners in the unincorporated/contractual JV may submit the same as part of the bidding documents.

ANNEX 3

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66

How many nodes / outlets per office or estimated nodes / outlets?

The Data Center (LTO Central Office) has 12 nodes of

Telecommunication Outlets.

67

Do the switches and cabling have to be in

different cabinets?

This can be a bidders discretion on what the optimal

cabinets are.

BIDDER E

68

Can the Bidder (or in case of a JV) can one of the entities forming the JV use the references

of its affiliates in order to meet the technical and financial eligibility requirements, particularly the requirement under ITB Clause 5.4.

In case a bidder is an incorporated Joint Venture (JV), the the technical and financial eligibility documents of its stockholders or individual juridical joint ventures could not

be credited in view of the separate juridical personality of the joint venture from its individual stockholders or members. In case of a contractual or unincorporated JV, the BAC may consider the individual experiences of the JV partners (See GPPB NPM No. 089-2012, 16 July 2012).

69

Please confirm that a contractual/ unincorporated JV is acceptable.

If it is acceptable, what does this involve in terms of liabilities, e.g. can the partners forming this unincorporated JV decide freely per contract to split the revenues and losses generated from this unincorporated JV,

regardless of the contribution brought by each partner to the JV?

Yes, a contractual JV is acceptable (please see Section 12.1

(a)(vi) of the ITB), provided that the partners forming the JV will be jointly and severally liable. Under Section 5 of the ITB, an eligible bidder may likewise be: "persons/entities forming themselves into a JV, i.e., a group of two (2) or more persons/entities that intend to be jointly and severally responsible or liable for a particular contract: Provided, however, that Filipino ownership or interest of the joint venture concerned shall be at least sixty percent (60%)."

ANNEX 3

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70

A requirement under Clause 5.1 (a) of the Bid Documents is that Filipino ownership/ interest of the JV shall be at least 60%. For an unincorporated JV, how does one prove the 60% Filipino ownership/ interest? Is it by

split of revenue, loses or else?

The same should be reflected in the Class ""B" Document.

Annex 4

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