DEPARTMENT OF TRANSPORTATION AND COMMUNICATIONS · integration of all the systems to the Inventory...

Republic of the Philippines

DEPARTMENT OF TRANSPORTATION AND COMMUNICATIONS ANNEX A

THE COLUMBIA TOWER TELEFAX: (632) 723-4925 BRGY. WACK-WACK, ORTIGAS AVENUE TRUNKLINE: 727-7960 TO 79 1555 MANDALUYONG CITY, PHILIPPINES DOTC ACTION CENTER HOTLINE: 7890

Item Reference Query/ Clarification Response

BIDDER A

1

General Question What is the current situation of the business system required by the existing Request for Proposal (LTO foreground application, including Driver’s Licensing System, Motor Vehicle Registration and Inspection System, Law Enforcement and Traffic Adjudication System and etc.)? Is there any relevant construction and facilities built in earlier stage or to be newly built in the future? If there is existing initial construction, can you provide related introduction files about the system interface and operation style?

The LTO, through this IT Project shall procure a new system that covers the main functions and services of LTO, mainly: Driver’s Licensing System, Motor Vehicle Registration System, and Law Enforcement and Traffic Adjudication. The current systems supporting the LTO functions and services shall be replaced entirely by the new systems being bid out, including the data center build up and corresponding services.

2

What is the current construction situation of the Motor Vehicle Inspection System of Philippines LTO? In this proposal, does the existing inspection system need modern transformation and reconstruction? If so, will this solution include motor vehicle inspection software and hardware platform and the docking interface of the system to be constructed?

The Motor Vehicle Inspection System (MVIS) will be part of a different project. The architecture to be implemented by the SP must allow data exchange between MVRS and MVIS.

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3

In addition, will the achievements of the earlier stage be inherited? How will they be inherited (such as just keeping historical data, newly developing application and so on)?

Only the database from the existing systems shall be migrated to the new systems.

4

Is there any old system (or two systems) for Revenue Collection System and Inventory Management System?

Revenue Collection System (RCS) and Inventory Management System (IMS) are the common systems among the Driver’s Licensing, Motor Vehicle Registration and Law Enforcement and Traffic Adjudication System being provided by the current service provider.

5

In terms of network architecture, will the new platform system be accessed to by different departments through VPN?

Yes, including Regional Office, District Office and Self-Service Centers.

6

In the LETAS, can “traffic incident adjudication” be understood as a traffic accident management system (namely, the process of “adjudication” needs no smart decision by the program)?

The current LETAS only processes traffic violations, alarms tagged, and confiscated items. We do not require the system to adjudicate.

7 Will the file management system just manage

record information of vehicles and drivers? Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents).

8

Is there an existing SMS system program? Please provide the explanatory material about the interface to your local operator.

Yes, but it is not interfacing with the current LTO Systems. It interfaces through a database query (MV, DL, and LETAS).

9 We hope you to provide further clear-cut

requirements about the queue management system, card / file reader / trace system and

This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by

3

Item Reference Query/ Clarification Response closed-circuit TV system. Of course, we can write the programs according to the current requirements, but we hope user can make clearer confirmation about some dispensable constructions.

this bidding.

10

What is the exchange form (file form / Interface form) between revenue collection system and the local banks? And what is the synchronization cycle requirement (day / week)? It is better to provide related introduction documents about local bank data exchange for us to write the program solution.

Details to be provided in the Terms of Reference (TOR) of the 2nd stage of this bidding.

11

What are the contents of Internet services for the public? We hope the user can list some key contents according to the pressing level of their requirements.

Details to be provided in the TOR of the 2nd stage of this bidding.

12

Are there any specific requirements about the “biometrics” for user’s authentication in the supplemental system requirements (fingerprint? Iris? Or others)?


13

Only “random questions” is mentioned in the training & test platform in the driver’s licensing system. So it is necessary to make the following issues clear: will the test paper come out in paper form or will an online test platform be needed? If the test is online, what is the specific


4

Item Reference Query/ Clarification Response requirement for anti-cheating function (Such as fingerprint authentication or comparison by random camera shooting?) For the online training and test functions, what are the scale requirements for training and test machine rooms (If one server drives 70 PC, how many rooms in total will be needed for the simultaneous tests)?

14

Will the driver’s license management system include certificate making function (the terminal directly print certificate for the qualified)?

This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

15

In the driver’s license management system, if the violating information of a driver exceeds or gets close to license cancellation value, will warning information be sent to the driver through Internet or the interface of local operator?


16

There is no explanation corresponding to “500 units as provided and under page 135” mentioned in “electronic traffic violation ticketing system” on the page 91 of the Request for Proposal? Does it refer to the requirement that an onsite legal enforcement terminal which shall be provided for the traffic police and a business system for traffic police based on the terminal? If so, what is the requirement for the

Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents).

5

Item Reference Query/ Clarification Response operating system of the legal enforcement terminal (Android? WinCE?)

17

In the drawing of Page 121 of the Request for Proposal, what is the meaning(s) of the two “”? There is no corresponding explanation in the context.

Kindly clarify your question and the reference document.

18

Can more details about the concrete function of “OA” system mentioned in “Supervisor’s support system” in the Request for Proposal be explained? Because similar OA system solution can be big or small (for example, whether it includes official documents proceeds, E-signature, etc.)

This is not included in this bidding.

19

In the queue system mentioned in Proposed Process Flow for New Transaction of supplemental Request for Proposal, are there any special requirements for queuing machine’s business and hardware?


20

Will the system be connected to a system of upper level in the future? Will the unified top level design be prepared in advance? For example, the national police information-based system provides data support for other systems and so on.

The solution shall have a provision to allow other government agency to interconnect thru an Application Programming Interface (API) or direct system interconnection.

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21

Is there any more specific requirement for the style of constructing UI for the whole system? Are there any preferred technological means requirements for option of specific technological system based on SOA architecture?

There is no required and/or preferred design for User Interface (UI). No, we do not have a preferred specific technological means, as long as it conforms to the required Service Oriented Architecture (SOA).

22

Since electronic payment function is frequently mentioned in the business flow in the Request for Proposal, we hope that you can further introduce the common form of “electronic payment” in Philippines and other related materials so that we can cover them in the system integration program?


23

Item V, O. Data Center (LTO Central Office)

The concept of term “back-up site” is not given (Back-up Center or Disaster Back-up Center). The draft drawing can be provided. However, the size and scale will not match with the actual situation, and it may affect the equipment selection and amount. The final design could be different. Therefore, we highly recommend buyer provides more information.


24

Item V, Q. Environment Monitoring Solution

The term “Water” is not clear enough.; please refine it (e.g. Flooding Detection or Water Detection)


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25

Item V, S. Generator and Automatic Transfer Switch

The draft drawing can be provided. However, the size and scale will not match with the actual situation, and it may affect the equipment selection and amount. The final design could be different. Therefore, we highly recommend buyer provides more information.


BIDDER B

26

[The company] is partnering with a 100% owned business unit of a US Corporation based in Singapore. This business unit qualifies with the 2 similar projects as outlined in the bid documents. The solution for the IT Infrastructure has been implemented by another business unit in a different country and expertise for this solution and services is available and irrevocably committed to the DOTC LTO project. Will the Singapore business Unit of the US corporation be eligible for a JV partner with [the company]?

Only the technical and financial eligibility documents of a joint venture member can be considered by the BAC. Only the eligibility documents as stated in Section 23 of the Revised IRR of RA 9184 and Section 12 of the ITB shall be accepted in establishing eligibility.

27

Page 97, Section E: refers to integration of all the systems to the Inventory Management System (IMS).

It is assumed that the IMS is an existing system within DOTC environment, and that the new systems should integrate to this system. Please clarify this assumption.


28 No Reference. Please provide details on the currently used

technologies/ platforms in the LTO systems This information cannot be provided as LTO does not own the current system and

8

Item Reference Query/ Clarification Response (please indicate the primary technologies) - this is to ensure the interoperability aspect of the solution.

supporting infrastructure. We will request Stradcom to provide this information for inclusion in the TOR of the 2nd stage of this bidding.

29

Section 8 of Instructions to Bidders (ITB)

In relation to this, can the subcontractor's track record / experience be used for eligibility?

No, the subcontractor’s track record/ experience CANNOT be used for eligibility. Only the track record of the bidder may be used for purposes of eligibility.

30 Kindly confirm when the Proof of Concept

should be submitted. The Proof of Concept submission date shall be given in a separate bid bulletin.

31

Under Section 5(e) of the ITB, Eligible Bidders, “Unless otherwise provided in the BDS, persons/entities forming themselves in 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…

Will a foreign JV Partner under Section 5(e) of the ITB have to show that its country grants reciprocal rights to corporations of the Philippines which is a requirement for “foreign bidders” under Section 5.2 of the ITB?

The requirement for a certificate of reciprocity only applies to foreign bidders, that is, “a citizen of a foreign country or an entity where Filipino ownership or interest is less than sixty percent (60%) who is engaged in the manufacture or sale of the merchandise or performance of the general services covered by this bid” [Definition of “Foreign Supplier” (in the case of goods) per Annex “A” of Government Procurement Policy Board (GPPB) Resolution No. 018-2005 dated 12 September 2005] Thus, all foreign bidders (less than 60% Filipino ownership) have to submit a certificate of reciprocity.

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32

In relation to Section 5.2 of the Bid Data Sheet (BDS)

Should the Certification stating that Filipinos are allowed to participate be authenticated and/or notarized?

Clause 5.2 of the Bid Data Sheet (“BDS”) states that: “Foreign bidders shall submit a certification from the relevant government office of their country stating that Filipinos are allowed to participate in their government procurement activities for the same item/ product.” As the said certification is an official document from the relevant government office of their country the same no longer needs to be notarized. The said certification should likewise be duly authenticated by the Philippine embassy/consulate in the country of origin. Thus, item no. 4 Clause 12.1 (a) of the BDS is amended to read as: “4. Certifications executed and/or notarized abroad (If statement is not required to be notarized under the Bidding Documents then authentication is likewise not necessary.); and”

33

Section 11 of the ITB. If the document executed abroad is in English, but when notarized the notarial seal is in a foreign language, should the notarial seal be subject to the same translation requirement a

Please refer to section 23.2 of the Revised Implementing Rules and Regulations (“IRR”) of Republic Act No. 9184 (“RA 9184”).

10

Item Reference Query/ Clarification Response document is subject to?

34

Section 12 of the ITB Documents Comprising the Bid, “Class “A” Documents: xxx (iii) Statement of all its ongoing and completed government and private contract…; (iv) Audited financial statements…

Is there a required form to be used for the Statement of ongoing and completed projects? Should the audited financial statements for the year 2013 be submitted?

No, there is no required form, however, please refer to Clause 12.1(a)(iii) of the Instructions to Bidders (“ITB”) as well as Clause 12.1(b) of the BDS for the requirements regarding the statement of ongoing and completed contracts. Only the audited financial statements from years 2011 and 2012 are required to be submitted. Please refer to Clause 12.1(a)(iv) of the ITB as well as Clause 12.1(a) of the BDS. However, the 2013 audited financial statements should be provided by the Lowest Calculated Bidder during Post-Qualification.

35

Section 19.1 of the ITB For a Joint Venture to be entered into in case the bid is successful, please confirm whether a partners’ resolution authorizing their representative/s is required or a board resolution from each of the prospective partners suffice?

Please be guided by the GPPB opinion on the matter of relevant document to support the authority of the signatory to the JVA as stated in NPM 020-2011: “Republic Act No. (RA) 9184, otherwise known as the Government Procurement Reform Act, and its revised Implementing Rules and Regulations (IRR) do not provide for specific rules relative to the place, manner and formalities in the execution of the notarized statement and the JVA. xxx. For this purpose, Article 17 of the Civil Code of the Philippines may be consulted to determine the applicable law relative to the

11

Item Reference Query/ Clarification Response place and manner of execution of the notarized statement and JVA. Insofar as the submission of the relevant document to support the authority of the signatory to the JVA, i.e., Board Resolution, Secretary's Certificate, etc., the procurement law and its associated IRR are likewise silent on this matter. Be that as it may, the procuring entity is mandated to verify, validate and ascertain all statements made and documents submitted by the bidder during the post-qualification stage.”

36

Section 19.4 of the ITB, Format and Signing of Bids

In case of a Joint Venture, must both authorized representatives of the respective Joint Venture Partners initial each and every page of the submitted bid documents? Or will the initial of one of the authorized representative of the Joint Venture comply with the provision?

As stated in Section 19.4 of the ITB, the duly authorized representative/s of the bidder, in this case the joint venture, shall initial each and every page of the bid.

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37

Section 27.2 of the ITB, Domestic Preference

In the case of Joint Venture (JV), is the compliance of any member of the JV for any of the requirements sufficient for the JV to be granted the Domestic Preference?

Section 23 (b) of the Revised IRR provides that: “Each partner of the joint venture shall submit the legal eligibility documents. The submission of technical and financial eligibility documents by any of the joint venture partners constitute as compliance.” The grant of the Domestic Preference is subject to the conditions stated in Section 27 of the ITB. Specifically, it should be applied: “when (i) the lowest Foreign Bid is lower than the lowest bid offered by a Domestic Bidder, or (ii) the lowest bid offered by a non-Philippine national is lower than the lowest bid offered by a Domestic Entity. “ [Section 27.1 (a), ITB] Section 5 (j) and (k) of the Revised IRR of RA 9184 provides for the definitions of a ‘Domestic Bidder’ and ‘Domestic Entity”: “j) Domestic Bidder. Refers to any person or entity offering unmanufactured articles, materials or supplies of the growth or production of the Philippines, or manufactured articles, materials, or supplies manufactured or to be manufactured in the Philippines substantially from articles, materials, or supplies of the growth, production, or manufacture, as the case may be, of the Philippines.(n)

13

Item Reference Query/ Clarification Response k) Domestic Entity. Refers to an individual or a sole proprietor who is a citizen of the Philippines or a partnership, corporation, cooperative, or association duly organized under the laws of the Philippines and of which at least seventy five percent (75%) of the interest or outstanding capital stock belongs to citizens of the Philippines, habitually established in business and habitually engaged in the manufacture or sale of the merchandise covered by his bid, and the business has been in existence for at least five (5) consecutive years prior to the advertisement and/or posting of the Invitation to Bid.(n)”

38

Item 12.1(a) of the BDS Must the translation come from a government entity or notary public? Or may the translation come from a private entity so long as it is authenticated by the embassy or consulate abroad?

A translation of the document in English certified by the appropriate embassy or consulate in the Philippines must accompany the eligibility requirements under Class “A” and “B” Documents if they are in other foreign language. However, it follows that the translation must be from an entity authorized to translate documents by the relevant foreign government.

39

Item 12.1(b)(ii) of the BDS Is the submission of Certificate of Acceptance issued by the duly authorized representative of the end user sufficient to prove that the contract/project is already completed?

No. For completed contracts, all the items listed in Item 12.1(b) of the BDS must be submitted, specifically: (a) contact details of the client; (b) official receipt; (c) certificate of acceptance issued by the duly

14

Item Reference Query/ Clarification Response Do we really need to show Official Receipts for similar contracts as proof of completion? If YES, do we need to submit all the official receipts related to the contract/project or the submission of the Official Receipt for Final Payment sufficient to prove that the contract/project is fully paid already?

authorized representative of the end user; and (d) certificate issued by the duly authorized representative of the end user that the bidder has complied with all of its obligations under the contract. Yes. Both forms of official receipt will suffice.

40

Item 5.4 of the BDS Similar project shall refer to the Supply, deployment, installation, maintenance and operation of an enterprise ICT facility utilizing database warehousing and management system and comprehensive and enterprise scale solution/application development. However, on the track record for eligibility requires experience on Drivers’ Licensing System, Motor Vehicle Registration System etc... Which one takes precedence on eligibility?

Clause 5.4 of the BDS provides for the definition of similar contracts which is an eligibility requirement under the Bidding Documents: “Supply, deployment, installation, maintenance and operation of an enterprise ICT facility utilizing database warehousing and management system and comprehensive and enterprise scale solution/application development.” The eligibility criterion is one of the minimum requirements that a prospective bidder has to satisfy to establish its track record and capacity

15

Item Reference Query/ Clarification Response to perform contractual obligations. [NPM 031-2009, 10 June 2009] However, the same should be distinguished from the technical requirement under Section VII, Technical Specifications of “Implementation of a web-based, service oriented architecture, package solution based on an existing system currently in use and developed under industry standard enterprise computing system platform, using industry standard query language database engine to the following major applications”. Both requirements should be complied with.

41

Special Condition of the Contract (Page 72)

Since it’s a packaged solution, will the source code of the Commercial Off the Shelf (COTS) component be turned over as well?

Source code for developed applications/ solution will be owned by the Procuring Entity and shall be turned over to the Procuring Entity immediately upon completion of the project. It is preferred that the commercial off the shelf software source code be turned over as well.

42

Will the COTS' source code be required to be put on escrow during the duration of the project?

Clause 6.2 of the Special Conditions of Contract (“SCC”) provides that: "The source code for the customized Software or other application systems that form part of the New LTO ICT System as indicated in the Technical Specifications shall be owned by the Procuring

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Item Reference Query/ Clarification Response Entity. For this purpose, such source code shall be deposited in escrow under a source code escrow agreement to be entered into by the Parties providing for the release of the source code to the Procuring Entity in case of termination of or for other valid reasons set forth in this Contract."

43

Kindly confirm whether the software/source code should be under perpetual license, or if it should be owned by the procuring entity, and if ownership is contemplated, whether this shall apply only to the parts of the system that have been customized.

The license should be a perpetual license. Please refer to Clause 6.2 of the SCC on Software Title and Ownership, Source Code and Licenses.

44

Section VI. Schedule of Requirements (Page 84)

Please confirm if this is final or may still be adjusted to accommodate a system that will be developed from the ground up?

Please refer to the Invitation to Bid of General Bid Bulletin 04-2014 (Amended Bidding Documents).

45

The Schedule of Requirements table provides the start and end week for the different in- scope phases of the Project. Can the vendor propose an alternate schedule (that may optimize the overall effort/cost and reduces risk)?

The Schedule of Requirements reflects the maximum timeline allowed for the implementation of the project.

46

Project Scope, Item A (Page 90), “The proposed system must be based on an existing system that is currently in use

What if the Government of the referenced solution refuses to disclose this, what supporting document may we provide that we comply with this requirement?

It is the bidder's responsibility to secure the necessary documents to support its proposal. The document should be in the form of a certificate from the client of the bidder that the

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Item Reference Query/ Clarification Response outside the Philippines.” proposed system is based on an existing

system that is web-based service oriented architecture and is currently in use.

47

Technical Specification - Project Scope, Item C (Page 90)

Is the WAN for LTO Branch setup included in scope work of this project? If yes, can we have the list of Sites and Bandwidth requirements?


48

Technical Specification – A. General Technical Requirements (Page 93). "The introduction of other system, productivity and proactive tools and utilities for monitoring hardware, database, software, applications, network performance, and remote desktop support is encouraged."

What does this mean and affects the evaluation of the proposal?


49

Technical Specification – N. Voice Communication Network (Page 106)

What is the capacity required for VOIP for LTO centers?


50 Technical Specification – O. Data Center (LTO Central

Do we have to duplicate the all the hardware in I.T. setup at the backup to be setup in NCC?

The disaster recovery site shall be included in the Second Component of the project (which

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Item Reference Query/ Clarification Response Office) (Page 107) shall be in a separate bidding) and therefore

not covered by this bidding.

51

Project Scope – D. Structured Cabling System – Does the Scope cover LTO Datacenter only or does it include remote offices and branches? If yes, please provide a list of offices that require structured cabling.

Only the Data Center is included in the bidding.

52

Unified Network Management - Does the Scope cover LTO Datacenter only or does it include remote offices and branches? If yes, please provide a list of Offices that require Structured Cabling.

Only the LTO Data Center is included in the bidding. The internal and external access to the systems will require structured cabling.

53

Item: Electronic Traffic Violation Ticketing System Location: LTO Data Center Quantity: 500 units as provided under page 135

What are the specification related to Electronic Traffic Violation Ticketing System that are supposed to be stated in page 135?

This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding. Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents).

54

Project Scope D. Central LTO Applications, Databases and Process

How many years of data is expected to be migrated to the new IT infrastructure?

All data that has been captured and stored from the beginning of the contract (26 March 1998) of the current service provider.

55 Please confirm if the data to be migrated will be

available in electronic form? Yes, the data to be migrated will be available in electronic form.

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56

We assume that DOTC will work with the solution provider to provide adequate support for data cleansing and data migration. Please confirm.

We confirm that DOTC-LTO will assist in data cleansing and migration.

57

We understand that expectation from the service provider is to validate, cleanse, migrate & maintain the database - we also assume that the solution provider would have responsibility to test the data post migration and cleansing. Please confirm.

Yes, the Solutions Provider (“SP”) shall have responsibility to test the data post migration and cleansing. DOTC-LTO shall assist in confirming the correctness and integrity of the migrated and cleansed database.

58

Project Scope – F. What is the Scope of Operate and Maintain and up to what level of management and operation (e.g. Administration of Application, DB, HW, etc.)


59

Project Scope – I. What is the expectation on the availability of the Web Portal on mobile devices? Please confirm if web portal login and access have to be made available on mobile devices also.

Web portal login and access have to be made available on mobile devices.

60

Project Scope – J It is stated that the Vehicle Certificate of Registration system should "allow for authentication even in offline situations" (referring to authentication of cards). We understand offline situations is with reference to access from remote devices. Please clarify this understanding.


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61

Project Scope – O What is the approximate area of the space to be provided by LTO for the Data Center?

Please refer to General Bid Bulletin 07-2014, which contains the floor plan of the space provided for the Data Center.

62

During the Pre-Bid Conference, it was announced that the BAC will revise the Form relating to the Statement of Compliance to Technical Specifications as the Form in Section VII (Page 87) was supposedly the old form used in the previous failed bid. May we request for a copy of the revised form?


63

Section 5.5 of the ITB The Bidder must submit a computation of its Net Financial Contracting Capacity (NFCC) or a commitment from a Universal or Commercial Bank to extend a credit line in its favor if awarded the contract for this Project (CLC). In the case of Joint Venture (JV), is the submission of any member of the JV for either NFCC or CLC sufficient for the JV to comply with the provision?

Section 23.1 (b) of the Revised IRR provides that: “The submission of technical and financial eligibility documents by any of the joint venture partners constitute compliance.” The NFCC is a financial eligibility document [Section 23.1 (a) (vi) of the Revised IRR], thus, any of the joint venture partners may submit the same for compliance.

64

Can we issue more than 1 credit line certificate from more than 1 bank, which when added up, would be equivalent to the required CLC value?

Yes, the bidder may submit more than one (1) CLC as long as the same is compliant with the requirements under the Revised IRR of RA 9184 and the Bidding Documents.

65 Technical Specification – U. Service Desk / Call Center (Page 111)

Who will be the Tier 0 or 1 Support / Help Desk that will handle the call of the Public and/or End-User?


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66

What are the service requirements (service window, language, detailed expectations, deliverables, etc.)?


67

What will be the potential roles & responsibilities demarcation between LTO and Service Provider while providing the Service Desk/ Call Center service?


68

We assume that LTO is fine with service provider proposing an onsite/ offshore model for Service Desk Services - Please confirm.


69

Project Scope B. General Technical Requirements for Services, Equipment and Products

Please confirm the language requirement for support services.


70

Project Scope H. Web Based Training and Examination

Our understanding is that the web based training is for the driver license examination. Please confirm.

Yes, details to be provided in the TOR of the 2nd stage of this bidding.

71

How many examination terminals needs to be considered? What's the growth rate?


72

Please clarify if Content creation/ porting/ management is in scope for the Solution Provider.


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73

Please provide an indication of the number of concurrent users for the Web-based Training & Examination system.


74

VII. Technical Specifications - Section II

We understand that one of the key objectives of the IT Infrastructure Project is to implement world class business processes. However the schedule stated in 'VI. Schedule of Requirements' does not include a Business Process Re-engineering (BPR) phase. Can the vendor make a proposition for BPR and include a phase for the same?

Yes, the vendor can make a proposition for BPR.

75

Section I – 3 Please inform if there are technology platform preferences for the implementation of the new systems, if any?

There are no technology platform preferences, as long as it conforms to the requirement of a Service Oriented Architecture (SOA).

76

Do the shortlisted bidders under Stage 1 still have the option not to submit any technical and financial proposal after the revision of the Final Technical Specification?

Bidders are only required to submit preliminary Technical Proposals and Eligibility Documents during Stage 1. Only eligible bidders are required to submit their Technical and Financial Proposals during the 2nd stage of this bidding. Bidders who fail to submit bids in the 2nd stage of the bidding shall be automatically disqualified.

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77

In relation to Item 12.1(b)(ii) of the BDS

Is there an alternative document in addition to Acceptance Certificates that we can submit as replacement for the contract in the case of those projects/contracts with existing Non-Disclosure Agreement (NDA)?

None. The bidder should comply with the requirements under Section 12.1 (a) of the ITB and Section 12.1 (b) of the BDS. The BAC in the preliminary examination of bids shall check the submitted documents of each bidder against a checklist of required documents to ascertain if they are all present, using a nondiscretionary “pass/fail” criterion, as stated in the ITB. If 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” [Sec. 30.1, Revised IRR of RA 9184] The Certificate of Acceptance should state that the client of the bidder has accepted the performance of the contract by the bidder. The said document shall be subject to verification by the BAC during Post-Qualification.

78

In relation to Section 5.5 of the ITB

The Bidder must submit a computation of its Net Financial Contracting Capacity (NFCC) or a commitment from a Universal or Commercial Bank to extend a credit line in its favour if awarded the contract for this Project (CLC). Is there a prescribed format for the CLC that we can use? Or can we use any format of Credit Line Certificate from Universal or Commercial

None, there is no standard format for CLC. Bidders may use any format of CLC issued by a Universal or Commercial Bank.

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Item Reference Query/ Clarification Response Bank?

79

May we request for approval for us to conduct ocular site visits in the identified Data Center and Backup sites estimate properly the locations and floor areas of the Data Centers?

Yes, site visit of the proposed site for the data center in the LTO may be done. For this purpose, please coordinate with Ms. Acel Ong at Tel. No. (02)921-9071 to facilitate the inspection of the said site. The location of the Backup Site will be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

BIDDER C

80

General Question Is it mandatory to propose PC based computing? Is it possible to propose other form factor such as tablet?


81

General Question Is contact or contact-less chip on driving licenses mandatory?


82

General Question Is the 3-year renewable duration for DLS mandatory?


83 General Question Depending on #3 and #2, do LTO wants to print

the expiry date on the card? This shall be included in the Second Component of the project (which shall be in a

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Item Reference Query/ Clarification Response separate bidding) and therefore not covered by this bidding.

84

General Question Do LTO want issuance centralised or decentralised?

Driver’s Licenses will have a centralized printing system, with the release to be done via courier direct to the applicant’s residence.

85

General Question Depending on #5, we could not ascertain the key management structure for encoding and subsequently re-writing to the chip on the driving license? What are the source documents for new driving license applications?


86

General Question Can LTO provide the data structure for MVRS, DLS and Law Enforcement and Traffic Adjudication System (LETAS)?


87 General Question Do LTO planned to have credit / debit card

facilities at all counters? Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents).

88

General Question Can we visit the planned site for the Data Centre?

Yes, site visit of the proposed site for the data center in the LTO may be done. For this purpose, please coordinate with Ms. Acel Ong at Tel. No. (02)921-9071 to facilitate the inspection of the said site.

89 General Question Do LTO want to do photo live capture and

biometrics capture at point of enrolment? Details to be provided on the Stage 2 Terms of Reference

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90

General Question We would like to reconfirm whether all source codes belongs to the Government either directly or via an ESCROW agreement?

Clause 6.2 of the Special Conditions of Contract provides that: "The source code for the customized Software or other application systems that form part of the New LTO ICT System as indicated in the Technical Specifications shall be owned by the Procuring Entity. For this purpose, such source code shall be deposited in escrow under a source code escrow agreement to be entered into by the Parties providing for the release of the source code to the Procuring Entity in case of termination of or for other valid reasons set forth in this Contract."

91

General Question Service Level Agreement (what is the respond time expected for Desktop breakdown)

The Service Level Agreement (SLA) shall only cover the Data Center and the five (5) Core Applications of LTO.

92 Security and Unified Threat Management

For UTM, How many network users or devices expected to traverse through UTM solution?


93

Firewall: What is the current number of firewall policies and objects?

This information cannot be provided as LTO does not own the current system and supporting infrastructure. We will request Stradcom to provide this information for inclusion in the TOR of the 2nd stage of this bidding.

94 Firewall: What is the current connection (or This information cannot be provided as LTO

27

Item Reference Query/ Clarification Response session) supported? does not own the current system and

supporting infrastructure. We will request Stradcom to provide this information for inclusion in the TOR of the 2nd stage of this bidding.

95

Firewall: What’s the current session setup per second handling?


96

Firewall: What’s the current packet size handling?


97

VPN: Is there any VPN network deployed in the infrastructure?


98 VPN: What is the type of VPN protocol used?

(eg. IPSEC, SSL?) This information cannot be provided as LTO does not own the current system and supporting infrastructure. We will request

28

Item Reference Query/ Clarification Response Stradcom to provide this information for inclusion in the TOR of the 2nd stage of this bidding.

99

VPN: If IPSec, what’s the encryption requirement, number of site to site (device to device VPN). VPN: If SSL: What is the encryption requirement? (Is it using web mode termination or tunnel mode termination?)

This information cannot be provided as LTO does not own the current system and supporting infrastructure. We will request Stradcom to provide this information for inclusion in the TOR of the 2nd stage of this bidding. This information cannot be provided as LTO does not own the current system and supporting infrastructure. We will request Stradcom to provide this information for inclusion in the TOR of the 2nd stage of this bidding.

100

Network Antivirus/Spyware: What is the method currently used? Inline (flow based method) or proxy-based method? Do you want to retain the same method? If proxy based method is used, what is number of connections (or session/users) expected to be scanned?

This information cannot be provided as LTO does not own the current system and supporting infrastructure. We will request Stradcom to provide this information for inclusion in the TOR of the 2nd stage of this bidding. Details on the Data Center Requirements to be included in the TOR of the 2nd stage of this bidding.

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101

Network Antivirus/Spyware: What is the current protocol needed for scanning


102 Network Antivirus/Spyware: Do you require

custom block/warning usage? Details to be provided in the TOR of the 2nd stage of this bidding.

103

Network: What is the current network performance reading in HQ?


104

Network: What is the current network performance reading in Branches?


105

Network: What is the current peak and/or average network throughput in bits or bytes per second in HQ and Branches?


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106

Network: What is the current peak and /or average new connection per second in HQ and Branches?


107

Network: What is the current peak and /or average network volume in HQ and Branches?


108

Network: What is the current network packet size distribution?

This information cannot be provided as LTO does not own the current system and supporting infrastructure. We will request Stradcom to provide this information for inclusion in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

109

Network: How many physical (including any redundant interface or 802.3ad LACP connectivity needs?) and expected logical interfaces (802.1q VLANs)?


31

Item Reference Query/ Clarification Response These details will be included in the 2nd stage of this bidding.

110

Network: What are the required physical interface requirements? (e.g. Fast Ethernet, 1G Fiber or copper, 10G)


111

Network: If there are multiple network physical or logical interfaces, what are the expected performance requirements for communications between these in either in-line or off-line?


112

Network: Is there a need for path or device redundancy? (e.g. redundant interface support and High Availability clustering)


113 Network: Is there a need for jumbo frame? Details to be provided in the TOR of the 2nd

stage of this bidding.

114

What is the current internet bandwidth subscription in place for HQ or Branches?


115

What is the current mode of transport from HQ to Branches?(egg. l2vpn,l3vpn,MPLS/metroE)

This information cannot be provided as LTO does not own the current system and supporting infrastructure. We will request Stradcom to provide this information for

32

Item Reference Query/ Clarification Response inclusion in the TOR of the 2nd stage of this bidding.

116

Data Center Does the data centre classified? Tier 1, Tier 2, Tier 3 ,Tier 4?


117

Approximately how often do LTO test data center to verify it meets the industry established tier requirements?


118

How large is your data center? This information cannot be provided as LTO does not own the current system and supporting infrastructure. We will request Stradcom to provide this information for inclusion in the TOR of the 2nd stage of this bidding.

119

How much of data center is dedicated to raised floor?


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120

How many CRAC units (Computer room air conditioning unit) support LTO data center?


121

How many racks are supported by LTO data center?


122

Do LTO currently measure the performance of your data center? If yes, please provide the method of measurement.

No.

123

Examination Besides the web camera to view the students sitting for the exam, is there a need for fingerprint scanner to verify the actual identity of the students to match the photos? How many physical locations (centres) will be holding this exam? Each location to accommodate how many students at one time?


124 What is the entire scope of the examination?

(How many lessons/trainings? How many exam questions?)

This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by

34

Item Reference Query/ Clarification Response this bidding.

125 Is this web-based training and examination

meant for citizens taking driving license exams?

Yes.

126

Card Taking into account the existing (decentralized) card issuance-process only one central issuance-site would have an impact on the issuance process and will result in additional timing. Does central issuance site a mandatory?


127

Since card body material of PC is not necessary for a card with lifetime of 3 years and the additional costs compared to a PVC or composite card are much higher. We do recommend a composite. Will that be acceptable?

Card specifications as well as production shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

BIDDER D

128

Since we were not able to participate in the first bidding, we are respectfully requesting from your office the checklist of the requirements both in the eligibility and technical for the first stage and second stage of the bidding process.

The BAC shall consider and address the request in a subsequent bid bulletin. However, it is advised that the requirements under the Bidding Documents and the Revised IRR of RA 9184 shall prevail.

129

We would also like to request for the bid bulletins that were previously released in relation to the said bidding so that we may educate ourselves about the documents/ requirements to be submitted.

The bid bulletins released from the previous bidding are not relevant to this bid. All bid bulletins released on this current bidding are available at the PhilGEPS and DOTC Websites.

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130

How many remote customer service locations are to be equipped for transactions related to:

a. Vehicle registration b. Plate Issuance c. Driver License Issuance

The LTO currently has 16 Regional Offices and 300 District Offices.

131

What is the nature, capacity, speed and reliability of the network connections that will be used to connect the Customer Service locations to the Central headquarters processing and database facilities.


132

Does the DOTC desire backup processing and storage capability for the systems and is there a recommended location?

The Disaster Recovery Site shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

133

What is the required delivery mechanism for the Driver License and Vehicle Registration cards form the central production location.


134

What technology is currently used for the current driver license and vehicle registration cards?


135 What technology is desired for the new driver’s

license and vehicle registration cards? None, as long as it conforms with the Service Oriented Architecture (SOA).

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136

Is machine readable technology desired for the new Driver’s License and Vehicle Registration cards?

a. Barcodes b. RFID chips c. Smart (processing + storage) chips d. Other

Is there a specific version of the machine readable technology desired?


137

Can the DOTC please describe how license plates are currently being produced and distributed? Is this going to remain unchanged? What system interfaces will be required? If so what is the nature of these interfaces?

This is not covered by this bidding.

138

Does DOTC have a technology preference for the PCSs, servers and databases?

None, as long as it conforms with the requirements stated in the Terms of Reference and the Bidding Documents.

139

How many records currently reside in the Vehicle records database? What data elements are included in the database? What is the size (KB) of each record?

We will request Stradcom to provide this information.

140

How many records currently reside in the Driver License database? What data elements are included in the database? What is the size (KB) of each record?

We will request Stradcom to provide this information.

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141

Can DOTC please describe and demonstrate the current operation of the vehicle registration and driver licensing system?

Please refer to General Bid Bulletin 04-2014 (Amended) Bidding Documents. A site inspection and system walk-through was held last 13 March 2014.

142

Can the DOTC please describe the differences that are expected/desired in the operation of the new Vehicle registration and Driver licensing?


143

Can the DOTC please provide tours of the current and desired Vehicle Registration and Driver licensing systems operations and data processing facilities, including representatives Customer Service office?

A site inspection and system walk-through was conducted last 13 March 2014.

144

What data is required to be captured at the Customer Service locations for the application for vehicle registration:

a. Photograph b. Signature c. Identification d. Home Address e. Delivery address f. Vehicle ownership g. Vehicle purchase agreement and price h. Vehicle specifications i. Payment method

Which of these is to be captured electronically? Which of these is to be stored in the vehicle record and transaction record?


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145

What data is required to be captured at the Customer Service locations for the application for a Driver License:

a. Photograph b. Signature c. Identification d. Home Address e. Delivery address f. Driver testing results g. Knowledge testing results h. Payment method

Which of these is to be captured electronically? Which of these is to be stored in the vehicle record and transaction record?


146

Can the DOTC please provide detail regarding the expected daily vehicle registration transaction load for each of the customer service locations?

The LTO processes around 50,000 motor vehicle related transaction daily.

147 Can the DOTC please provide detail regarding

the expected driver license transaction load for each of the customer service locations?

The LTO processes around 30,000 motor vehicle related transaction daily.

148

Can the DOTC please confirm that all data capture devices are required to be provided at the customer service locations?

a. Cameras b. Signature pads c. Flatbed scanners


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149

Can the DOTC please describe how driver skills testing and knowledge testing are currently being done? Is this going to remain unchanged? What system interfaces will be required? If so what is the nature of these interfaces?

At present, there is a written exam (actual pen and paper testing) and a practical exam for driver skills and knowledge. For the proposed system, paper testing will be done on-site but through terminals with a web-based examination system. Driver skills testing will still be through a practical exam. Both require physical appearances in the LTO.

150

Can the DOTC please describe the nature of and requirements for the Electronic Traffic Violation Ticketing System? Can DOTC please describe the 550 mobile units required for this application?


BIDDER E

151

Invitation to Bid Can we request for an extension on the deadline from 8 February to 4 April 2014

The deadline for submission and scheduled opening of bids is moved to 11 April 2014 at 2:00 p.m.

152 May we request a copy of the minutes of the

pre-bid conference?

Please refer to General Bid Bulletin 03-2014.

153

Since the system specification 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

a. Please refer to the General Bid Bulletin 03-2014, which includes the proposed

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Item Reference Query/ Clarification Response relevant statistical data.

b. Give more time for analysis during implementation, meaning extend the half year delivery time with at least 3 additional months.

LTO business process. However, this is still subject to changes. The final version is to be provided on the 2nd stage TOR.

b. The Schedule of Requirements shall

govern the timeline for the implementation of the project.

154

About the current DL owner database, could you specify what type of the data is available from previous applicants? Any biometric data? Does it fulfill any standard?

The current system does not contain biometrics.

155

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

Yes, the winning bidder is allowed to conduct business process re-engineering.

156

Is it possible to modify the processes and introduce smart card, electronic driving license?


157

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 a specification on the current DL?

For the Specification on the current DL, Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents).

158 Is the Executive Information System a pure

dashboard solution? The dashboard is envisioned to provide top-level management of LTO information in

41

Item Reference Query/ Clarification Response relation to the operation of the 5 Main Applications. All reports required are to be coursed through the dashboard. The users may also be able to generate a custom reports through the dashboard.

159

Please specify the driving license card, material and design would impact on our personalization solution. Please confirm if it is has chip or not.

The current card design does not have a chip. This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

160

Size of the database, annual usage, current size? Can we have detailed design from the database?


161

Does the system contain biometric system? Can you specify?

The current system does not contain biometrics, but the proposed system must be able to support a biometric system.

162

Can the bidder use affiliated firms reference to fulfill the technical eligibility criteria? Can annual report be accepted as proof?

Only the technical and financial eligibility documents of a joint venture member can be considered by the BAC. Only the eligibility documents as stated in Section 23 of the Revised IRR of RA 9184 and Section 12 of the ITB shall be accepted in establishing eligibility.

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163

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

Three pre-bid conferences have been conducted on 21 January, 19 February, and 18 March 2014, where bidders were allowed to pose technical questions.

164

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 ensure local company commitment coupled with strong support from a reputable and reliable solution 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 section 5.1 and 5.2 of the Bidding Documents?

Section 5 of the ITB provides for who may be considered as eligible bidders for the Project. Subcontracting is allowed as provided under 8.1 of the BDS. The subcontractor must also satisfy the eligibility criteria Section 8.2 of the ITB states that: "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." Thus, if the Bidder opts to disclose the name of the subcontractor during bid submission, the following documents relating to the subcontractor, must be submitted as part of the technical component of the bid: (1) SEC/DTI certificate of registration; (2) Audited Financial Statements showing, among others, the prospective subcontractor's total and current assets and liabilities stamped received by the

43

Item Reference Query/ Clarification Response BIR or its duly accredited and authorized institutions for the preceding calendar year which should not be earlier than two (2) years from the date of bid submission; (3) prospective subcontractor's completed similar contract within the last ten (10) years prior to the date of bid submission and receipt of bids amounting to 50% of the amount to be subcontracted. The BAC reiterates that the applications that can be subcontracted are only the Revenue Collection System (RCS), Executive Information System (EIS), and works for the Data Center Building and Help Desk.

165

Does DOTC have any restriction in relation to any of the scope being proposed to be performed, where feasible, outside the Philippines? Must all services to be provided locally? Example offshore monitoring of specific hardware performance

There are no restrictions, as long as it meets the Service Level Agreement (SLA) and the Bidding Documents.

166

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?

Schedule 1 – Payment Schedule under the Bidding Documents shall govern the payment schedule for the Project.

167 We understand that pricing is not required as There is no submission of financial proposals

44

Item Reference Query/ Clarification Response 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.

for the 1st stage of the bid process. Bidders will be evaluated based on compliance with the minimum performance requirements.

168

We understand that the current version so 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, a web portal access to these items and the required infrastructure also have to be implemented. Please confirm

Yes, the portal shall integrate the five (5) Main Applications to be implemented by the winning bidder.

169

It is stated that packaged solutions have to be implemented, please provide the reasoning behind the preference for a packaged application versus custom built.

The DOTC and LTO require bidders to propose a solution that has been implemented and is currently in use. This is preferred for risk mitigation as these are vital services for the public required by the LTO as soon as possible.

170

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 and LTO are open to proposals of different technology platforms, as long as it conforms to the requirements and a Service Oriented Architecture. The primary concern is for the solution proposed to be existing, running and easily adaptable.

171 We understand that the overall timeline for the

implementation of the ICT (including Package System Implementation, Web Portal

Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), specifically Schedule 1 – Payment Schedule.

45

Item Reference Query/ Clarification Response Development, Hardware and other Infra set-up) is to be completed in 104 weeks. Post which, the solutions provider needs to provide a warranty support of minimum of 3 years. Please confirm if this understanding of the timeline is correct.

172

It is stated that the new systems must support SOA and cloud computing; are other systems in DOTC supporting SOA/ Cloud computing?

No.

173

Are there security constraints with respect to cloud computing: private cloud versus public cloud?

As per requirements of the bid, the winning bidder is to deliver and implement the data center which shall host the infrastructure required for the five (5) Main Applications and its supporting systems.

174

It is stated that the Solution Provider must identify key processes and propose enhancement and improvement of these processes. Please clarify the timeline for these propositions.


175

Are the bidders allowed to submit a partial compliant proposal or alternate solution that may different from the TOR, although able to satisfy similar end requirements and/or more commercially viable?

The bidders are required to submit a technical proposal that conforms to the requirements as stated in the Terms of Reference. Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), specifically Section VII. Technical Specifications and the Terms of Reference.

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176

We have proven experience and consolidated large amount of IPs globally. We believe there may be some IPs that may be reused for DOTC’s benefit, which helps us to reduce performance risk and producing a more competitive proposal. Is DOTC willing to explore reusing of such IPs?

It is the bidders’ prerogative on what solution it will propose to the Procuring Entity, as long as it conforms to all requirements set out in the Bidding Documents.

177

Is DOTC willing to consider custom application solution where standard IPs are not available for some part of the solution?

Yes, as long as it conforms to the requirements stated in the Bidding Documents.

178

Twelve (12) months prior to the date of expiry of the three year Warranty Period (for the applications), the Solutions Provider shall delivery to the Procuring Entity a detailed plan setting out the anticipated work, costs and activities associated with the final …

1. Does “the final maintenance/ upgrade of the new LTO ICT System” mean a technology refresh of all the hardware?

2. Does our bid proposal require us to double

our bill of quantities for the hardware? E.g. first hardware delivery is the first year and second hardware delivery at year 4.

1. Yes, a Technology Refresh shall be included on the maintenance. Details to be provided in the TOR of the 2nd stage of this bidding.

2. It is the bidders’ prerogative on how it shall prepare its technical and financial proposals.

179

The warranty period shall be three (3) years commencing on the day after a Certificate of Final Acceptance of the New LTO ICT System is issued by the Procuring Entity to the…

We would like to confirm that the schedule of the commencement of the Warranty shall be around the end of Week 104.

The warranty period shall be five (5) years commencing on the day after a Certificate of Final Acceptance of the New LTO ICT System is issued by the Procuring Entity to the Solutions Provider in accordance with the SCC. The Bidding Documents project that the same will be after Over-All Acceptance ending on Week

47

Item Reference Query/ Clarification Response 104.

180

Item 8 – Operations and Maintenance (3 years) Item 15 Overall Acceptance – Ends at week 104

In the schedule of payment, item 8 stipulates Operation and Maintenance (3 years). We would like to clarify whether the project duration is 2 years (Schedule of Requirements) or 4 years (Schedule of Payments).


181

Item 7 – Site Development and Civil Works

What is the scope of the Site Development and Civil Works? Will this cover only the LTO Central Office Data Center?

Details to be provided in the TOR of the 2nd stage of this bidding. Yes, this shall only cover the LTO Data Center located at the Central Office.

182

Item 8 – Installation of Equipment and Acquisition of Connectivity

What is the scope of the installation of equipment and acquisition of connectivity? Will this cover only the LTO Central Office Data Center?


183

Is the Telco connectivity for data transmission to the District Offices included in this project?

No. This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

184

Item 11 – Pilot Implementation

What are the parameters for the Pilot Implementation? How many sites? Which sites?

The User Acceptance tests as approved by the Procuring Entity shall be the parameter for the Pilot Implementation. The site will be the LTO Data Center.

185 Item 12 – Roll-Out of Front What is the scope of the roll-out of the Front The roll-out of front office applications refers

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Item Reference Query/ Clarification Response office applications Office Applications? to the proposed applications to be deployed

within the Data Center. The Nationwide Rollout to the Regional and District Offices shall be included on the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

186 Over-all Acceptance Is this the Certificate of Final Acceptance? Yes.

187

Objectives C. To install robust, secure, and reliable data servers, software, storage, LTO Central Office Data Center .

We want to confirm that this project does not include the IT hardware network equipment for the LTO District Offices.

Yes. This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

188

Project Scope C. Install at LTO Central Office a Network Infrastructure with provision for WAN connection via IPVPN

1. Please confirm that the Network Infrastructure for the LTO Central Office is only for the DATA Center 2. Please confirm that the Telco connectivity for the WAN connection is not part of this project.

1. Yes, the Network Infrastructure for the LTO Central Office is only for the Data Center. 2. Yes, the Telco connectivity for the WAN connection is not part of this project.

189

Structured Cabling System Please confirm that the LAN cabling for the District Offices are not included in this project

Yes, LAN cabling is not included. It shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

190 The card system must be able to interface with the front-

Please confirm that the public information kiosks are not part of this project.

Yes, it is not part of the project. It shall be included in the Second Component of the

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Item Reference Query/ Clarification Response end systems including not limited to card readers with law enforcement officials, card readers at the kiosks and at the LTO Offices

project (which shall be in a separate bidding) and therefore not covered by this bidding.

191

Back-up data center Please confirm that this phase includes the establishment of the back-up data center at the NCC

No, establishment of a backup data center and the previously proposed secondary backup location (NCC, backup files only) are NOT included in this bidding. These shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

192

Generators and ATS Please confirm that kiosks are not part of this project and thus not included in the Proof of Concept.

Kiosks are not part of this project. Kiosks will be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

193

During the Post-Qualification stage, the DOTC/LTO shall require the Bidder or Solutions Provider to successfully present or demonstrate a “Proof of Concept” or POC of their proposed solutions to the Driver’s License …

Please confirm that kiosks are not part of this project and thus not included in the POC.

Yes, kiosks are not part of this component. These shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

BIDDER F

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194

Schedule 1 – Payment Schedule Operation and Maintenance (3 Years)

Our understanding is that Year 1 of Operation and Maintenance will commence on Week 52, and Year 3 of O&M will be completed on Week 208. Please confirm.


195

Warranty a. Warranty is required for 3 years? Please confirm.

b. Warranty will start upon date of commissioning in this case on week 36? Please confirm. (Week 36 is completion of Pilot Implementation, Equipment Installation, and Roll out of Front Office Application upon. Please confirm that our assumption and understanding is correct.

Warranty is required for five (5) years. Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents).

196

SCC The warranty period shall be three (3) years, commencing on the day after a Certificate of Final Acceptance…

a. Our understanding is that Final Acceptance is upon commissioning, in this case, on week 36. Please confirm.

b. 3 year warranty shall start on week 36.


197

Warranty Hardware warranty must follow…

a. Our understanding is formal acceptance of hardware is upon commissioning in this case on week 36. Please confirm.

b. For the “maintenance program to be

a. On or before week 36, the Procuring Entity will only accept the hardware delivered by the Solutions Provider if the same is in accordance with the specifications as stated in their bid proposal. Overall Final Acceptance, however, will be after week 104.

b. Please see amendments in General Bid

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Item Reference Query/ Clarification Response provided which will take effect after the warranty period”, please clarify the bidder only needs to provide the program but is not included in the scope of work.

Bulletin 04-2014 (Amended Bidding Documents).

198

Central LTO Applications, Databases and Process The BIDDER must submit a narrative description…

a. It is assumed that the bidder will use the existing signature pads and digital cameras for data capture (for signatures and photos for the Driver’s License Card). Please confirm if this is the case.

b. If this is not the case, please provide more

details of what is expected.

a. No. Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents).

b. Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents).

199

Security The minimum levels of security that must be implemented in the proposed solution are …

a. Does LTO currently have an LDAP server for internal user registry?

b. If yes, can the bidder utilize this existing

LDAP server for the proposed solution? Please confirm.

c. Please provide the product and solution in

place.

a. No.

b. Not Applicable.

c. Not Applicable.

200

Security Security is a key component of the solution. The proposed solution… 5. Physical Security

Please confirm if physical Access Control is limited to the DATA CENTER only.

Yes, Physical Access Control is limited to the Data Center

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201

Web Portal The web portal must be able to provide the following…

May we know what are the specific “Online Forms” and “Submitted Documents” described in this section?

Online Forms/Submitted Documents may include:

1. Driver’s License Application Form 2. Motor Vehicle Registration Form 3. Accreditation Forms 4. Others that LTO may require 5. For documentary requirements, kindly

refer to the LTO website and the attached sample forms in this bulletin.

202

Vehicle Certificate of Registration System

a. Our assumption is that a Card Personalization Facility/Space will be provided by LTO. Please confirm.

b. Based on this section, the expectation is for

the bidder to provide only the following items under section J:

A. Database B. Centralized Personalization Printing

System with the required backup system

C. Data Storage D. Authentication System

All others not covered under A to D is expected to be covered by LTO. Please confirm.

a. Yes, however this shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

b. This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

203 a. Can LTO provide a breakdown of the a. Details to be provided in the TOR of the

53

Item Reference Query/ Clarification Response Volumetrics classified for Volume Vehicle ID Card to be printed per day? (i.e. New Registrations, Re-issue/ replacements, etc.)

b. Can LTO provide a breakdown of the Volumetrics classified for Volume of driver license Card to be printed per day?

c. Can LTO specify what kind of “offline authentication” will be done?

2nd stage of this bidding.

b. Details Details to be provided in the TOR of the 2nd stage of this bidding.

c. Details Details to be provided in the TOR of the 2nd stage of this bidding.

204

Card Readers a. This section requires “Quantities of Item proposed” but there is no other information. We are assuming that a Card Reader is needed for each DLS and MVRS System Operator Workstation. Can you confirm if this assumption is valid?

b. If not, how many workstations will be provided with Card Readers?

c. May we know how many System Operator

Workstations are needed at the LTO Central Office?

a. Details to be provided in the TOR of the Second Component of the project.

b. Details to be provided in the TOR of the Second Component of the project.

c. Details to be provided in the TOR of the

Second Component of the project.

205

Card Readers The proposed solution must include card readers…

a. Can LTO confirm what the readers are expected to read? This is to confirm what capabilities our reader should have.

i. Old Driver’s License ID Card

a. Details to be included in the Second Component of the project.

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Item Reference Query/ Clarification Response ii. LTO Documents – the LTO mentions

document/ license. Can LTO list down the different types of “documents” they expect the readers to read and what type of information needs to be extracted?

b. Also, for storage sizing purposes, please

state if there is a required quality (resolution) for the Photograph for the Driver’s License ID Card?

b. Details to be included in the Second Component of the project.

206

Service Desk/ Call Center a. Please clarify if the scope is only for Technical Services (i.e. ‘helpdesk-type’ of support) and that it is NOT a full scale Call Center Operation

b. Please confirm that the provision and

installation of Hardware is NOT included in this requirement.

a. Details to be provided in the TOR of the 2nd stage of this bidding.

b. Details Details to be provided in the TOR of the 2nd stage of this bidding.

BIDDER G

207

For unincorporated joint venture (UJV), can members use the reference of their affiliates (i.e. parent subsidiaries or sister companies) to meet the eligibility requirements? For example, the UJV has members – Co. A, Co. B and Co. C. Can Co. A submit references of its sister company to meet the technical eligibility requirement under ITB Clause 5.4?

The GPPB has opined in NPM 164-2012 (21 December 2012) that: “[T]he submission by a JV partner of an SLCC belonging and particular only to its distributor and sister or subsidiary company that is not a partner to the JV does not constitute compliance with Section 23.5.1.3 of the IRR of RA 9184

55

Item Reference Query/ Clarification Response because the SLCC of the sister company cannot be credited to the JV partner or the JV itself, since the former is an entity that is separate and distinct from the latter entities.”

208

To meet the technical requirements, a bidder has to prove that it has existing driver’s license solution in use outside the Philippines. As proof, we would like to submit letters from our customers stating this fact. Do these letters (which are executed abroad) need to be notarized and authenticated at the Philippine embassy in that particular country?

The document presented as evidence of compliance to the technical requirement (i.e. the proposed system must be based on an existing system that is web-based service oriented architecture and is currently in use) should be in the form of a certificate from the client of the bidder that the proposed system is based on an existing system that is web-based service oriented architecture and is currently in use. The said certification should likewise be duly authenticated by the Philippine embassy/consulate in the country of origin in accordance with item no. 4 of Clause 12.1 (a) of the BDS.

BIDDER H

209

Terms of Reference Project implementation is based on an existing system currently in use outside the Philippines. Does the DOTC have a particular foreign model in mind that is identical to the existing LTO applications, to wit:

a. Motor Vehicle Registration System (MVRS);

None.

56

Item Reference Query/ Clarification Response b. Drivers’ Licensing System (DLS); c. Law Enforcement and Traffic

Adjudication System (LETAS) d. Revenue Collection System (RCS); and, e. Executive Information System (EIS)?

210

Terms of Reference The TOR requires a “server-based package which is existing and being used outside the Philippines”, but the proposed solution will have to fit the LTO’s unique and specific functional requirements which should be confined within appropriate Philippine laws and DOTC/ LTO policies, which unfortunately, have not been included in the TOR. We have 2 concerns:

a. There is no way for a prospective bidder to determine on bid preparation whether his foreign-based or used solution is a close fit; and,

b. It could be premature for the TOR to require a foreign-based solution, given the likely possibility that the solution (built for another country) will not fit the Philippine requirements.

Is the TOR requirement for a foreign-based server-based software package mandatory? If not mandatory, will there be any premium for a foreign-based solution relative to one developed and used locally?

Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents). The solution should be compliant with the requirements under the Bidding Documents. Bidders’ compliance shall be evaluated using a ‘pass/fail’ non-discretionary criterion.

57


211

Terms of Reference Is the Service Provider required to be ISO 20000 and ISO 27000 certified to be able to build, operate and maintain the IT Services of the LTO Data Center?

No, it is not required, but the Service Provider shall (1) assist the LTO achieve certification by providing a certified ISO consultant and (2) assist the LTO in operating and maintaining IT service delivery within the period of three (3) years from the contract in accordance with ISO 20000 and ISO 27000 standards.

212

Terms of Reference Is the Service Level Agreement (SLA) with the Key Performance Indices part of the Bid Documents or will it be negotiated between the Procuring Agency and the Solution Provider AFTER award of the Contract?


213

Terms of Reference Section 30.3 of the IRR of RA 9184 states… “the procuring entity concerned shall prepare the Bidding Documents, including the technical specification in the form of performance criteria only…” Where are the performance criteria of the hardware, software, peripherals, and other goods being procured? a. Bidding will be conducted following a two

(2) stage procurement of goods, under this procedure, prospective bidders shall be requested at the first to submit their respective eligibility requirements and initial technical proposals only (no price tenders). On the contrary, the TOR provisions on page 25, item 19, state that

Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents). The detailed specifications of the goods to be procured for this project component shall be in the 2nd stage of this bidding.

a. There is no conflict. The ITB should be read in conjunction with the BDS. Therefore, the bidder at the 1st stage of the bidding should only submit its eligibility and technical documents.

58

Item Reference Query/ Clarification Response the bidders shall submit bids in two separate sealed bid envelopes, and which shall be submitted simultaneously. The 1st envelope shall contain the technical component and eligibility and the second shall contain the financial component. Can the DOTC/ LTO clarify this conflict?

b. Will all the bidders who submitted

proposals during the 1st stage resubmit revised proposals during the 2nd stage? If the 1st stage bidders will still have to be rated (not all can participate in the 2nd stage), can the DOTC/ LTO disclose beforehand the minimum required standards to determine the bidders who can participate in the 2nd stage?

b. Only those eligible bidders who submit compliant bids in the 1st Stage will be invited to submit their bids for the 2nd Stage. The minimum required standards for the 1st Stage is provided under GBB No. 04-2014.

214

Terms of Reference The previous bid documents of this project cost PHP 1,000,000.00 while the current version costs only PHP 75,000.00. Please explain the difference.

The difference between the cost of the bidding documents in the first bidding and this rebidding is in view of Government Procurement Policy Board (GPPB) Resolution No. 04-2012 on the Guidelines on the Sale of Bidding Documents which became effective on 04 September 2012. The said issuance provides that the maximum cost of bidding documents for projects with Approved Budget for the Contract (ABC) of more than PHP 500 Million shall be PHP 75,000.00. The same was applied for the rebidding of the Project.

59

Item Reference Query/ Clarification Response The procurement for the first bidding of the DOTC LTO IT Project commenced on 18 April 2012 or the date of the advertisement/posting of the Invitation to Bid. GPPB Resolution No. 04-2012 does not apply to the first bidding of the project as the Invitation to Bid was published before the effectivity of the said GPPB issuance. Prior to the issuance of GPPB Resolution No. 04-2012, procuring entities, like the DOTC, have the discretion to provide for the price of the bidding documents. The DOTC has set the price of the bidding documents in the first bidding in accordance with Department Order No. 2011-24. It is noted that GPPB Resolution No. 04-2012 does not provide for its retroactive application.

215

Terms of Reference If at any stage during the procurement process, the Service Provider replaces its original subcontractor with another that has been disqualified, will this be a basis for the cancellation of the contract?

Yes. Subcontracting of allowed scope of work is subject to the qualifications as set under the Bidding Documents and approval of the Procuring Entity during the implementation of the contract. Section 8 of the ITB provides that: “8.2. 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

60

Item Reference Query/ Clarification Response Procuring Entity to be ineligible, the subcontracting of such portion of the Goods shall be disallowed.” (Emphasis supplied) Section 7.2 of the General Conditions of Contract (“GCC”) reads: “7.2. Subcontractors disclosed and identified during the bidding may be changed during the implementation of this Contract, subject to compliance with the required qualifications and the approval of the Procuring Entity.” (Emphasis supplied)

216

Terms of Reference Suppose only ONE bidder qualifies, will the bidding be declared as a failure?

Section 36 of the Revised IRR of RA 9184 allows the award of the contract to a single calculated and responsive bid.

217

Instructions to Bidders Procuring Entity shall not increase or decrease the quantity of goods originally specified in Section VI. Schedule of Requirements,” where are the quantities of goods to be procured?


218

Instructions to Bidders May we have a complete copy of the MYOA and how much is provided in the General Appropriations Act of 2014 for the Project? May we also have copies of the responsible DOTC/ LTO and COA accountant’s or auditor’s, as the case may be, certifications on the availability of public funds for the project?

A copy of the MYOA for this project has been included as an attachment of General Bid Bulletin 03-2014. The Certificate of Availability of Funds will be issued before contract execution. The funds for the said project is indicated in the 2014

61

Item Reference Query/ Clarification Response General Appropriations Act (GAA) and will be

included in subsequent GAAs.

219

Instructions to Bidders How many personnel in the Central, Regional, and Field Offices of LTO and DOTC will be trained? What training modules are required?


220

General Condition of Contract Please reconcile Advance Payment and Terms of Payment in GCC 11, page 51, with PAYMENT SCHEDULE in Page 83.

Advance Payment shall be paid upon compliance with the conditions as set in the Bidding Documents and pertinent issuances. All payments under the contract shall likewise be subject to Section 11.3 of the GCC: "All progress payments shall first be charged against the advance payment until the latter has been fully exhausted."

221

General Condition of Contract The project rightfully provides for the possibility of change orders. Regardless of how detailed the revised final TOR, it normally cannot contain all the detailed requirements. The complete details will be specified by the approved User Requirements Specifications (this is the output of any requirements beyond the approved User Requirements Specifications shall already be considered as “change orders” for which the winning bidder can charge additional fees?

Any claim for an Amendment to Order should comply with the conditions as provided under Annex "D" of the Revised IRR of RA 9184.

222 General Condition of Contract What are the standards for a permissible

amendment and what are the procedures for Any claim for an Amendment to Order should comply with the conditions as provided under

62

Item Reference Query/ Clarification Response contract amendment? Who approves the amendment with finality?

Annex "D" of the Revised IRR of RA 9184.

223

General Condition of Contract Is the Data Center Building to be built by the SP or is it existing? What are its functionalities, purposes? How about the 16 Regional Offices, 300 LTO sites (District Offices, Extension Offices, or Licensing Centers, Driver’s License Renewal Centers), and 5 Motor Vehicle personnel on site for support? Who will employ them?

LTO already has a proposed data center site within the Central Office Building but would require civil works. Details of this will be provided in the 2nd stage of the bidding.

224

General Condition of Contract When is the upgrade by the Solutions Provider of the New LTO ICT System required to be undertaken during the term of the entire project?

Details to be provided in the 2nd stage of the bidding.

225

Terms of Reference The TOR provides that “If the procuring entity has no comments or questions on the project plan, solution design, and user acceptance tests procedure, the procuring entity shall be deemed to have approved such documents.” Can we assume that all changes after such “approved documents” are already chargeable as change orders?

Any claim for an Amendment to Order should comply with the conditions as provided under Annex "D" of the Revised IRR of RA 9184.

226

General Condition of Contract When the Contract expires or is otherwise terminated by the Procuring Entity, the Solutions Provider shall transfer the New LTO ICT System to the Procuring Entity including all

Clause 6 of the SCC states that title and ownership over the New LTO ICT System will vest in the Procuring Entity on the In-Service Date:

63

Item Reference Query/ Clarification Response of its rights, title and interests in the Project, free and clear of all Liens, including, without limitation, insofar as they are part of or used in the Project. Was this not fully transferred to the Procuring Entity during Final Acceptance and after being duly paid for? Shall this also cover the payment of services to subcontractors such as (telco, electric coop, software providers, etc.), for the entire duration of the contract (say the contract is terminated only after a year when the project has started)?

"Title and Ownership Title to and ownership over the New LTO ICT System (except the Database which is owned by the Procuring Entity at all times) will vest in the Procuring Entity on the In-Service Date for the Project. Title to and ownership shall also vest in the Procuring Entity on all Goods supplied by the Solutions Provider as a result of the preventive and remedial maintenance it conducts on the New LTO ICT System. xxx" The In-Service Date is understood to mean as "the day on which a Certificate of Final Acceptance for the New LTO ICT System is issued by the Procuring Entity to the Solutions Provider in accordance with this SCC." [Clause 6.2, SCC] Thus, the title and ownership over the New LTO ICT System only passes to the Procuring Entity on the day which the Certificate of Final Acceptance for the New LTO ICT System is issued by the Procuring Entity to the Solutions Provider.

227

General Condition of Contract All equipment and materials to be provided, furnished, delivered, manufactured, supplied, installed and used by the Solutions Provider are brand new, of good quality, genuine, meet the Technical Specifications, and carry the


64

Item Reference Query/ Clarification Response necessary warranties from their original manufactures. What are the Technical Specifications as these will affect the cost of procuring the equipment?

228

General Condition of Contract The period of correction of defects in the warranty period is thirty (30) days from notice by the supplier (GCC Clause 5). What are the penalties if the Service Provider fails to comply within the set deadline?

Clause 17.4 of the SCC should be amended to read as: "The period for correction of defects in the warranty period is thirty (30) days from notice to the supplier (GCC Clause 5)" The failure to correct defects within the warranty period in accordance with the above-stated SCC provision will be subject to liquidated damages as provided under Clause 19 of the GCC and SCC.

229

Schedule of Requirements Submission by the SP and approval by the PE of the Project Plan and Solution design in 5 weeks is too short, considering the User Agency (LTO), thru its 10 various user committees, and the Procuring Entity, thru its TWG, BAC or PMO, will have to read details of the Plan and Design, and if they find the need for clarifications or changes, these will have to be discussed, negotiated, and the SP to clarify or revise accordingly. The SOP in government committee activities are circuitous, and please also consider that all these members are also performing their regular duties, and the PMO activities are extra workload for them. Is there

It is critical that the New LTO ICT System be efficiently implemented at the soonest possible time as the same shall provide an essential public service to the Filipino people. Thus, the Procuring Entity shall endeavor to expedite the internal processes in order to achieve the targets as stated in the Section VI, Schedule of Requirements, with the Solutions Provider. The Procuring Entity shall review the timeline of activities whenever it becomes necessary with an end view of providing prompt and efficient service to the public and at the same time be responsive to the requirements of the LTO.

65

Item Reference Query/ Clarification Response no need to review the timeline for these activities based on actual practices in the User Agency and Procuring Entity? Same questions apply to Tasks 3-15.

230

Section VI. Schedule of Requirements

Site Development and Civil Works a. Do we need to include the following offices

in the site development and civil works: 16 Regional Offices, 300 LTO sites (District Offices, Extension Offices, Licensing Centers, Driver’s License Renewal Centers), and the 5 Motor Vehicle Inspection Centers?

a. No, this bidding only includes the Data Center in the Central Office.

b. What are the inclusions for site development? Do civil works include renovations or repairs of floors, ceilings, roofings, electrical and other utilities?

b. Inclusions for site development will be provided in 2nd stage of this bidding.

c. Does the DOTC/ LTO already have a design because this has cost implications? Can the bidders be forwarded with the design/ civil works requirements?

c. No.

d. Do we have to construct or re-layout new transaction counters or utilize the existing floor plans of each LTO site?

d. No.

e. Who will approve the new Design Concept/ e. Only the Central Office is covered in this

66

Item Reference Query/ Clarification Response Plan for each unique and specific LTO site, The Central Office, Regional level, or all the way down to the LTO site head?

bidding. The Design Concept/Plan has to comply with the requirements of the Procuring Entity.

f. Do we have to include the non-IT areas like records room, conference room, kitchen/ pantry, comfort rooms and public waiting areas?

f. No.

g. Do we have to install new AC units at the

regional and district offices?

g. No.

h. Do we need to install new data nodes in all

LTO sites?

h. No.

i. Do we need to install new GenSet in Regional and District offices?

i. No, but the Data Center shall have provisions for the interconnection of the Regional and District Offices.

j. Who will supply the required furniture? j. This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

k. Will the CCTV be integrated centrally or at

the RO/DO level only?

k. No, only at the Data Center in the Central Office.

l. Do we need to install Fire Detection and

Alarm System in Regional/ District offices?

l. No, only at the Data Center in the Central Office.

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231

Would the end-users training be at the expense of the Service Provider (venue, materials, food, transportation, accommodation, etc.)?

Yes.

232

The project timeline appears too tight and unrealistic, to illustrate: The TOR requires Business Process Re-engineering (page 91-92, item G), the preparation of the User Requirements Specifications (page 114), and the customization of the development/ customization of the applications (page 84, under Schedule of Requirements, task #6) these 3 activities are logically done in sequence; conduct the BPR, then prepare the User Requirements Specifications based on the BPR, and the customize/ develop the application systems based on the requirements specifications. Schedule of Requirements (page 84) requires the development/ customization to be completed in 21 weeks (around 5 months). However, the BPR alone can already use up that whole 5 months. The detailed User Requirements Specifications can also take many months. The customization (recoding and system testing), depending on the extent of gaps, can also extend a number of months.

Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), specifically, Section VI. Schedule of Requirements, Section VII. Technical Specifications, and the Terms of Reference. It is critical that the New LTO ICT System be efficiently implemented at the soonest possible time as the same shall provide an essential public service to the Filipino people. The Procuring Entity shall review the timeline of activities whenever it becomes necessary with an end view of providing prompt and efficient service to the public and at the same time be responsive to the requirements of the LTO.

233 Is User Acceptance Procedure noted in tasks Please refer to General Bid Bulletin 04-2014

68

Item Reference Query/ Clarification Response 3/4 actually refer to User Acceptance Test Plans? The acceptance test plans/ procedure can only be based on the approved System Functional Requirements which should be done only after the BPR, meaning after many months, based on (a) above. The TOR states that the acceptance procedure has to be submitted in 7 weeks (less than 2 months after project start)

(Amended Bidding Documents), specifically Section VI. Schedule of Requirements.

234

Approval and testing to be done by the DOTC/ LTO appear not to account for potential iterations. For one, User Acceptance testing is only allocated one week. It is unrealistic to assume that the testing will only take one pass. For each pass, the SP should be allocated time to fix the system issues and problems. The user-testing and fix iterations, based on extensive experience in these kind of projects, could potentially extend many months. The final revised technical specifications can have more details than what are contained in the released TOR. With more details of the requirement known, it is possible that we can also be more clarified that the project timeline in this TOR is really not doable. Is there still any chance that this project timeline will be extended, or is the schedule absolutely fixed?

The timeline, as provided in the Bidding Documents, is fixed.

235 Section VII. Technical The TOR does not appear to contain Details to be provided in the TOR of the 2nd

69

Item Reference Query/ Clarification Response Specifications volumetrics that will help bidders determine

counts of hardware/ equipment required and software licenses. Please provide the number of users for each of the application systems included in the project scope.


236

Project Background This section of the TOR lists down a number of solution components and modules which are not specifically mentioned in the section Project Scope. Can the DOTC confirm that the Project Background and its contents can be ignored in defining the project scope?

Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), particularly the Terms of Reference.

237

Systems Solution Plates/ Stickers Production/ Distribution, Statistics which are important components of LTO operations, are not included among the applications?

Yes, this shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

238

CENTRAL OFFICE Data Center is not networked nationwide? Why LAN and not WAN?

LAN as the Nationwide Rollout shall be covered by the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

239

Project Background Motor Vehicle Registration System (MVRS) which includes, but is not limited to the Manufacturers, Assemblers, Importers, Dealers accreditation and Reporting system (MAIDRS) and the Motor Vehicle Inspection System. Under MVIS, will this include the development

The MVIS shall be a sub-module of the MVRS. It will be covered in a separate project and will be require integration with the MVRS.

70

Item Reference Query/ Clarification Response of a new system or will it require mere integration to the MVRS of the current system used? What are the technical requirements?

240

Would the existing Queuing/ CCTV Systems used in the regional/ district offices be replaced?


241

Minimization of the need to physically transact business at an LTO Office. By law a driver has to appear personally to apply for license and a vehicle has to be inspected physically these are the bulk of the transactions. Any change in law?

No changes in law, only processes/ systems shall be enhanced.

242

Does DOTC/ LTO require the SP to purchase a ‘private cloud’ from reputable cloud vendors or a simple web based architecture would suffice?

The Data Center infrastructure should be able to support a web-based system and applications that conform to the Service Oriented Architecture. Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), specifically Section VII. Technical Specifications and the Terms of Reference.

243

What are the minimum requirements of DOTC for its biometric requirements for the Vehicle Certificate of Registration System? Are the biometric requirements also for the DL system?

Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), specifically Section VII. Technical Specifications and the Terms of Reference.

71


244

Specific Objectives In the past, the Central Production System for DL and CR took months before they arrived at the field offices, and when there were errors, it took months for Central Office to revise the record and print the corrected version. The current decentralized system of CR and DL production over the counter reduced the time from months to an hour at most. Now the bidding documents want to go back to the old centralized system, what for?


245

Section VII. Technical Specifications

How can LTO Offices nationwide connect to the new system and process the DOTC/ LTO transactions? New cabling works needed? Who will install?

The new system shall be web-based. Regional and District office shall be connected to the Central Office via VPN. Cabling works within the Regional and District Office shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

246

Who will provide the leased line/ telco connection? (PLDT, Digitel, etc.)?


247

Will the existing cables, workstations, network, electrical outlets be utilized without additional cost?


248 Who will shoulder the cost of Telco in LTO This shall be included in the Second

72

Item Reference Query/ Clarification Response Offices? Component of the project (which shall be in a

separate bidding) and therefore not covered by this bidding.

249

Who will maintain the equipment in LTO sites (Repair replacement, upgrade etc.)?


250

Specific Objectives Electronic Traffic Violation Ticketing System – with 500 reader/ writers, these are not sufficient for organic LTO Law Enforcers. Majority of apprehension cases are, except in Metro Manila, are handled by non-LTO Enforcers e.g. PNCC, PNP, etc.; is the ETVTS therefore not short in attaining its objectives?


251

Project Scope The section on the Project Scope of the TOR lists down the application systems to be delivered, among others. In this section there are references to attached diagrams supposedly in Appendix F (which we take as the attached diagrams and flow charts). The diagrams made reference to existing application systems, stakeholders and system interfaces which are not mentioned in the write-up for the Project Scope. These include the following:

Manufacturers, Assemblers, Distributors

Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), specifically the diagrams located after the Terms of Reference (which includes the Conceptual Architecture).

73

Item Reference Query/ Clarification Response and Importers Reporting System (MAIDRS)

PETC Medical exam Insurance companies LTFRB MMDA PNP MVRIS

252

Can DOTC/ LTO confirm whether the scope of the new LTO ICT System will also include the above systems and interfaces, similar to what already exists today? Similarly, the Conceptual Architecture includes systems listed below which are not part of the text discussion under Project Scope. In fact the following are just acronyms (without any complete names, presumed to be names of application systems):

MVIS QMS GIS TIS FASS DTS; and, eMail

Can the DOTC/ LTO confirm whether the above

Only the 5 Main Applications, DLS, MVRS, LETAS, RCS and IES shall be included on this bid. Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), specifically the diagrams located after the Terms of Reference (which includes the Conceptual Architecture).

74

Item Reference Query/ Clarification Response application systems are included in the project scope?

No.

253

Project Scope (ETVTS) As this will require data subscription from the telco, would the data usage be under the account of the Service Provider?


254

Project Scope (Driver’s License Card Printer)

Would this include the supplies needed (ribbon, ink, PVC cards, plastic overlay, etc.) in the production of driver’s license?


255

Is the Solution Provider who will operate and maintain the IT Service delivery to LTO required to be ISO 20000 & ISO 27000 certified?

No. Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), specifically Section VII. Technical Specifications and the Terms of Reference.

256

Provision of IT Services (Site Environment Planning and Preparation);

a. Will this include site construction?

b. Can the DOTC/ LTO define its expectation with this IT service? When do we say that the winning bidder has complied with this service? Apart from us knowing how to propose on site preparation and planning, the DOTC/ LTO expectations will ensure that all bidders will be proposing on equal terms.

a. Yes.

b. Details to be provided in the TOR of the 2nd stage of this bidding.

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257

Centralized DL Card Printer; Centralized Vehicle Certificate of Registration Card Printer

This will mean that the public will be able to get his DL card and CR card perhaps a number of months later (as in the past when there was no computer system and creation of the cards was centralized). This may run encounter to the “goal of providing comprehensive solution/s that will improve the level of service delivery of LTO products and services” that is also indicated in the TOR. Can DOTC confirm that this is the scenario that they are envisioning? What is exactly the level service desired (allowable lead-time) in the creation of the DL card and MV certificate of registration card that the DOTC/LTO requires? It would be difficult to propose without DOTC specifying the performance criteria.

This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding. Details shall be provided in Second Component of the project.

258

While there is a need for a separate Vehicle Certificate of Registration System with its own hardware, software and database, among others, do we just provide the centralized Card Printer for the DL? If not, please elaborate.


259

The TOR provides that the SP shall provide the education and training of LTO personnel. The education and training will have many cost components – cost of the training course, travels, lodging, food, venues/ training centers and other incidental costs. Considering the nationwide nature of LTO operations and the

Details to be included in Second Component of project.

76

Item Reference Query/ Clarification Response huge number of LTO employees, the other costs on top of the actual course can be substantial. Is the Total Solution Provider accountable only for the costs of the actual course or for all incidental and peripheral expenses related to education and training of LTO personnel?

260

In reference to the In-house Service Desk Operation and Support, is this scope LTO’s central office only?


261

Key Performance Indicators shall be covered in a separate Service Level Agreement, where can we secure a copy of the SLA?


262

After the Final Acceptance in Week 104, and during the 3-year Maintenance and Operations portion, what is the labor requirement? Will the Solution Provider man the system in the Central 17 Regional and estimated 300 field offices nationwide, and turn over the system to LTO at the end of the contract? Will the cost of the network, power/ electricity in the 3 year Maintenance and Operation portion of the contract be PAID by the SERVICE PROVIDER or LTO?

Details to be provided in the TOR of the 2nd stage of this bidding. No. This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding. Details on the Data Center Requirements to be provided in the TOR of the 2nd stage of this bidding.

263 99% Availability – is this 99% of a 24 hour day, Details to be provided in the TOR of the 2nd

77

Item Reference Query/ Clarification Response 7 days week, 30 days month or 365 days year? Or just 99% during office hours/ days? What is the coverage of the separate project aside from the Data Center?


264

The TOR states that the proposed solution must be designed to ensure 99% availability. This covers the application running at the LTO data center only, and does not include the application deployed at the remote offices as this will be covered by a separate project. Can the DOTC/ LTO clarify the “application deployment to remote offices being under separate contract”? What applications will these be and how will this separate project interface with the project under the current bid?

The scope of this bidding focuses on the five (5) Main Apps that shall be web-based and SOA Compliant. All supporting infrastructure (services, hardware, other systems) shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding. The scope of this bidding focuses on the five (5) Main Applciations that shall be web-based and SOA Compliant. All supporting infrastructure (services, hardware, other systems) for the Nationwide Roll-out shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

265

The availability of the LTO IT System at the sites will also be dependent on the availability of the network at the sites. The NW reliability at the sites significantly varies among the various LTO sites nationwide, depending on the availability of stable connections from the


78

Item Reference Query/ Clarification Response TELCOS. Given that the network infrastructure is, to a large extent, not within the control of the solutions provider, is the availability of the LTO IT System at the sites part of the SLAs? If so, can the DOTC provide the service level requirements for the sites, at the very least, the guidelines for defining the availability performance at the site? The proposed solution will depend on the service level expectations.

266

Is the projected 15% annual increase in transactions based on historical statistics, at least during the past 10 years per record of LTO-MID and published in LTO’s website?


267

All vehicles to be registered are inspected, even after being registered once a year, a vehicle may be inspected more than once, ergo, there are more inspections than registrations. Why is MV Registration at 50,000 daily and Inspections at only 30,000 daily?

The initial registration for brand new vehicles is valid for three years, that is, the yearly inspection and registration of the vehicle will only start on its 4th year, thus the gap between the MV Registrations and Inspections.

268

Web-based training and examination

The TOR requires web-based training and examination to be implemented in all designated testing and training centers. Please provide counts of these centers.

This shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding. Details to be provided in the Second Component of the project.

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269

Vehicle Certificate of Registration System (VCRS)

We are interpreting this from the TOR to be a separate system with its own infrastructure. Please clarify the following:

a. Do you require a separate database and what will it contain? It would appear that this database will be redundant with the Motor Vehicle Registration System database.

b. There was mention of this system to

interface with “card readers at the kiosks”. Also, the bidder is required to do a Proof of Concept (POC) showing the DLS and the MVRS front-end components that include the kiosk. Will the provisioning of the kiosks be part of the project scope? If so, please provide counts and other details.

c. The system requires a centralized

printing system with a backup system to ensure no delay in printing of card. “No delay” could be an ideal goal, although most likely unrealistic or expensive. For purposes of putting up or designing a back-up system, how much delay is allowed in this process?

d. The system also requires data storage

a. Please refer to General Bid Bulletin 04-2014 (Revised Bidding Documents), particularly the Conceptual Solution Architecture.

b. Kiosks shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

c. The printing system shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

d. Details will be included in the 2nd stage

80

Item Reference Query/ Clarification Response that can store biometric information, among others needed for verification and renewal. Is biometric verification (which requires an AFIS-type of solution) part of the project scope? If so, is the required verification one-to-one or one-to-many?

of this bidding.

270

Card Readers The supply of cards for DL and MVRS is not part of the project scope but the card readers to be supplied under this bid should be compatible with these cards. The cards appear to have built-in-memory and barcode. Can DOTC provide the specs of the cards so that appropriate card readers can be proposed?


271

To whom will the card readers be provided and how many?

The card reader shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

272

The TOR states that the card reader must be capable to read the existing LTO issue documents/ license and its embedded barcode. Does DOTC mean that apart from being compatible with the new cards, the card reader will have to read the existing (and soon to be old) card and its barcode?

The card reader be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

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273

Aside from the license and the vehicle CR, what other documents should the card reader be able to read? For purposes of proposing the appropriate card readers, can DOTC provide an explicit and inclusive list?

The card reader shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

274

Project Requirements and Deliverables (Technical Requirements)

Structured Cabling System – The structured cabling system to be implemented at LTO Data Center must be vender certified with 25 year warranty. The structured cabling solution is not limited to the following:

1. Closed Cabinets with Lock and Fan 2. Integrated Cable Management 3. Patch Panels 4. Patch Cord 5. Power Strips 6. Telecom Outlets

The installation of structured cabling shall be at the LTO Data Center only.

275

There must be at least 20% spare nodes for each Office for expansion purposes. Would the installation of structured cabling system be at the LTO Data Center only? How about the 16 Regional Offices, 300 LTO sites (district offices, extension offices, licensing centers, driver’s license renewal centers) and 5 Motor Vehicle Inspection Centers?

The installation of structured cabling shall be at the LTO Data Center only.

276 Who will provide the leased line/ telco

connections? (PLDT, Digitel, etc.)? This shall be included in the Second Component of the project (which shall be in a

82

Item Reference Query/ Clarification Response separate bidding) and therefore not covered by this bidding.

277

Who will shoulder the cost of Telco in all LTO sites?


278

Structured Cabling The TOR requires the LAN to be vendor certified with 25 years warranty. On the other hand, the SCC provides that the “warranty period shall be three (3) years commencing on the day after a Certificate of Final Acceptance of the New LTO ICT System (Page 81, item 17.3). Can the DOTC clarify this?


279

Establish Back-up Data TOR requires that for business continuity purposes, the Service Provider must establish a back-up at the National Computer Center (NCC). Does the DOTC mean a Disaster Recovery Center (DRC) with the full features and facilities expected of a standard data center?


280

Does DOTC also expect that the Service Provider provide the technical manpower to operate and maintain the DRC?


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281

Do we assume that the NCC just provides the bare rooms to be transformed to a data center and office area for technical personnel? If not, can DOTC/ LTO provide what are already available at the NCC?


282

What is the required RTO (recovery time objective)? What is the required RPO (recovery point objective)? We need this to design, and hence propose, a service-compliant DRC.


283 For the Desk Service, DOTC/LTO needs to state

how many would be deployed. Details to be provided in the TOR of the 2nd stage of this bidding.

284

Service Desk/ Call Center DOTC required that LTO personnel will be integrated into the operations of the project. The TOR requires a support plan during the implementation and during warranty including addressing technical problems during holidays and off-time. There was no mention of business operations hours. For purposes of determining manpower plan (which will affect project costing), how many full-time LTO personnel will be provided for the call center functions? Please categorize the LTO personnel count based on the various IT disciplines (system administrator, DBAA, security administrator, network administrator, hardware engineer, software engineer/


84

Item Reference Query/ Clarification Response programmer, hardware/ software technicians).

285

The achievement of the SLAs in relation to handling system issues/ problems will be dependent on a mix of personnel from the Service Provider and the LTO. Given that SLAs are yet to be prepared, can the DOTC at least discuss the guidelines to be followed in crafting the KPIs and the separate Service Level Agreement?


286

Will the LTO personnel assigned to this area be there just to learn or are they going to be likewise accountable for the system-related issue resolutions? If they will be accountable, will the Total Solutions Provider be allowed to pre-qualify the LTO personnel to be assigned if they have the technical skills and competencies required for the performance of the job?


287

What is the DOTC’s idea on the reporting structure? Will the Total Solutions Provider personnel report to LTO personnel in the day-to-day operations, or the other way around?


288

Our proposal for the structure of the service desk/ call center will depend on the service level requirements. In fact, the entire proposal or response to this bid will heavily depend on the service levels required by the DOTC/ LTO.


85

Item Reference Query/ Clarification Response Without the detailed requirements contained in the TOR, at the very least, can the DOTC/ LTO provide the service levels required of the bidders?

289

Documentation TOR requires the SP to provide a number of documentations that include the user Requirements Specifications. Normally in IT this is a detailed discussion of the system functional requirements that includes processing and validation logic, user interface screens, screen flows, data flow diagrams, data dictionary, data field definitions, at the very least. This is a joint effort between the SP and the DOTC/LTO. At the end, this document will have to be reviewed and officially approved by the DOTC/LTO authorized representatives. Because of the level of detail required and the iterative nature of defining the user requirements, this normally takes many months and can eat up most of the project timelines. Are the new User Requirements Specifications (URS) already available? We are assuming that the new URS will be different from that of the existing LTO IT System.


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290

If the actual URS are not available, can the DOTC provide information on the kind of documentations already available that can be used to formulate the new URS? Ideally, the user requirements or desired application system functionalities should be provided as part of the TOR; unfortunately they are not. When can the DOTC/LTO provide existing documentations that can be used to define the URS?


291

Does the DOTC/LTO expect the service provide to first conduct the BPR and use this as basis for defining the User Requirements Specifications?


292

Proof of Concept The project allows for customization, which basically realizes that where software packages are proposed, it is normally not a complete fit. Considering that the gaps in functionalities of a software package apply to standard business processes like finance, HR, among others, we can expect more gaps between software package and business requirements when we talk about specialized business operations like that of the LTO. If the gap of the proposed solution to the DOTC/LTO requirements is big enough (which cannot be determined by the bidder early on because of the absence of detailed functional requirements), heavy systems development can be resorted to. Since

The Proof of Concept Rules will be released through a subsequent bid bulletin.

87

Item Reference Query/ Clarification Response the POC will be done during the post-qualification stage (when the project has not been awarded yet) such development and customization are likely not done yet. Given the above, how will the DOTC/LTO evaluate the POC?

293 What are the standards or criteria for, or when

is the POC good enough?


294 How much weight will be allocated to the POC

in the overall evaluation process?

As this is a goods procurement, criteria for all requirements are based on pass / fail basis.

BIDDER I

295

Within the period of the contract, obtain ISO 20000 (IT Service Management), ISO 27000 (Information Security Management System) and ISO 9001:2008 (Quality Management System) certification for the LTO Main Office and the Data Center only, for and on behalf of LTO. The infrastructure must be ISO compliant

Does DOTC want the bidder to obtain these certificates for them? The bidder can help setting up promises according to the ISO certification but to obtain it also depends on the operation of the office. Does it mean that the winning bidder will be operating LTO main office and the data center?

Please refer to General Bid Bulletin 04-2014 (Amended Bidding Documents), specifically Section VII. Technical Specifications and the Terms of Reference No.

296 For evaluation purposes, the lowest Foreign Bid or the bid

This tender is asking for a company who has implemented a server based package solutions

Please refer to GBB 04-2014 (Amended Bidding Documents).

88

Item Reference Query/ Clarification Response offered by a non-Philippine national shall be increased by fifteen percent (15%).

based on an existing system currently in use outside of the Philippines. We believe no Filipino company meet these criteria therefore the national preference should not exist for this tender.

A bidder has the option to form a Joint Venture (JV) to comply with the technical requirements of the Project.

297

For this purpose, such source code shall be deposited in escrow under a source code escrow agreement to be entered into by the Parties providing for the release of the source code to the Procuring Entity…

Can you clarify that only the source code relative to the customization developed for this project will be deposited and not the whole core of the software?

Clause 6.2 of the SCC provides that: "The source code for the customized Software or other application systems that form part of the New LTO ICT System as indicated in the Technical Specifications shall be owned by the Procuring Entity. For this purpose, such source code shall be deposited in escrow under a source code escrow agreement to be entered into by the Parties providing for the release of the source code to the Procuring Entity in case of termination of or for other valid reasons set forth in this Contract."

298

Only the latest Gartner Quadrant for 2011 to 2013 shall be used. The Bidder must show proof that they are included in the list.

Can you clarify why this is relevant for this tender? Why only Gartner there is plenty other report that are also recognized worldwide.

The standards for the hardware will be provided at the 2nd stage of this bidding.

299

All products must adhere to International and Philippine Standards.

Can you clarify which standard? Details to be provided in the TOR of the 2nd stage of this bidding.

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300

Web-based Training and Examination- The examination questions must come from a poll questions presented to the examinee randomly. The examination must be …

Can you clarify which training this requirement refer to? Is it for the training of the operator in the enrolment centers?


301

Tender What is the total number of records we are expecting? How many enrolment stations? It is important to know this for hardware sizing.


BIDDER J

302

Is this project open to foreign participants as well?

Yes, foreign bidders are allowed as long as the requirements stated in Clause 5.2 of the BDS is complied with, that is: “Foreign bidders shall submit a certification from the relevant government office of their country stating that Filipinos are allowed to participate in their government procurement activities for the same item/ product.” [Definition of “Foreign Supplier” (in the case of goods) per Annex “A” of Government Procurement Policy Board (GPPB) Resolution No. 018-2005 dated 12 September 2005]

BIDDER K

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303

Can the DOTC please provide names and companies of those people attending the first and second Bidders’ Conference?

No, the BAC cannot release the said information pursuant to Department Order No. 2012-11 on Uniform Policy on the Conduct of Procurement Under RA 9184. The said information is confidential in order to ensure the integrity and competitiveness of the bidding process.

304

Can the DOTC please provide an anticipated schedule of dates for the steps following the submission of bidder qualifications, including:

Notification of qualified bidders Presentations of qualified bidders Discussion with qualified bidders

regarding specifying detailed requirements

Finalization of detailed requirements and release of final technical specifications to RFP

Submission deadline for response to the final RFP

The schedule for the activities in relation to the Proof of Concept and the 2nd stage of the bidding shall be released through subsequent bid bulletins.

305

Can the DOTC please indicate the process and the schedule for re-equipping the Local Service Offices in order to operate with the new system?


306 In particular, is it the intention of the DOTC to

re-equip and modernize all the Local Service Offices to operate with the new system, or is it

Yes. The DOTC-LTO through the Second Component of the project shall replace all equipment deployed on all Regional and

91

Item Reference Query/ Clarification Response the intention of the DOTC to utilize the current data capture and image capture equipment?

District Offices and Self-Service Centers.

307

If the DOTC intends to re-use existing equipment and software at the Local Service Offices, can you please provide details (item description, model, and age) of the equipment that is currently in use?

The current systems supporting the LTO functions and services shall be replaced entirely by the new systems being bid out, including the data center and corresponding services. The replacement of all supporting infrastructure at the Regional and District Office and the Self-Service Center shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

308

Considering the desire of the DOTC to describe in this RFP the “core” functionality of the DLS and MVRIS, can you please describe the manner in which you expect that Driver’s License and Vehicle Registrations will be produced? In particular:

Will the production of these DL and MVR cards be a new process or the existing process?

If existing, can you please describe the

o The Equipment, Software and Service required for the document production (cards, certificate, receipts) shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

o The Equipment, Software and Service

92

Item Reference Query/ Clarification Response current process in some detail, including: o Communications method with the

production systems o Current document technologies o Who the current operator of the

document production system is

required for the document production (cards, certificate, receipts) shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

309

If a new process is envisioned: o In what ways would the new

document production process differ from the current process?

The Equipment, Software and Service required for the document production (cards, certificate, receipts) shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding.

310

o What document/card technologies do you foresee being used for the DL and for the MVR?


311

o What are the priorities of the DOTC with respect to benefits expected of the new process and new document technologies?

Please refer to GBB 04-2014 (Amended Bidding Documents), particularly Project Objectives.

312

o Is the new document production equipment, software, and service included with the scope of this procurement? (We understand that the cards themselves are not within

The Equipment, Software and Service required for the document production (cards, certificate, receipts) shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by

93

Item Reference Query/ Clarification Response the scope of the current ABC, but is the equipment, software, and service included?)

this bidding.

313

When does the DOTC anticipate tendering the procurement of the new document production equipment and the new document technologies?

The Equipment, Software and Service required for the document production (cards, certificate, receipts) shall be included in the Second Component of the project (which shall be in a separate bidding) and therefore not covered by this bidding. The Second Component will be procured subsequent to the award of this bidding (i.e., the First Component of the project).

314

Sections D and J makes reference to a “paperless Motor Vehicle ID technology.” Can the DOTC please clarify your intention in this area?

Details to be provided in the 2nd stage of this bidding.

315

Section J refers to data storage capacity and authentication capabilities that seem to be characteristics desired in the future MVR card technology.

Please see amendments to the Technical Specifications in GBB 04-2014 (Amended Bidding Documents).

316

Can the DOTC please provide more information regarding the card readers in Section K? It would be helpful to understand:

Who the users of these readers will be, and what their primary purpose is

What technologies are to be read


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What is meant by authentication in on-line and off-line mode?

What device you may have seen that meets these requirements?

317

In Section A there is a reference to requirements that may be found in “Appendix F”, but we are unable to locate that appendix. Can DOTC please clarify this reference?

Appendix F has been deleted in the Amended Bidding Documents.

ANNEX B

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SECTION VII.

TECHNICAL SPECIFICATIONS

The Customization, Development, Integration, Procurement, Supply, Delivery, Installation, Implementation, Service, and Maintenance of the Information and Communications Technology (ICT) System of the Land Transportation Office (LTO).

A. Statement of Compliance to Technical Specifications

For the First Stage of the Bidding: Bidders must state here either “Comply” or “Not Comply” against each of the individual parameters of each Specification stating the corresponding performance parameter of the equipment offered. Statements of “Comply” or “Not Comply” must be supported by evidence in a Bidders Bid and cross-referenced to that evidence. Evidence shall be in the form of screenshot of the actual system or document coming from the manufacturer of the proposed solution. A statement that is not supported by evidence or is subsequently found to be contradicted by the evidence presented will render the Bid under evaluation liable for rejection. A statement either in the Bidders statement of compliance or the supporting evidence that is found to be false either during Bid evaluation, post-qualification or the execution of the Contract may be regarded as fraudulent and render the Bidder or supplier liable for prosecution subject to the provisions of ITB Clause 3.1(a)(ii) and/or GCG Clause 2.1(a)(ii).

* Screenshot ** Document *** Comply or Not Comply (no evidence required)

B. Clarification and Settlement of Conflicting Interpretation of Technical Specifications

For the Second Stage of the Bidding: In addition to stating either “Comply” or Not Comply” against each of the individual parameters of each Specification, statements of “Comply” or “Not Comply” must be evidenced in a Bidders Bid and cross-referenced to that evidence. Evidence shall be in the form of manufacturer’s un-amended sales literature, unconditional statements of specification and compliance issued by the manufacturer, samples, independent test data etc., as appropriate. A statement that is not supported by evidence or is subsequently found to be contradicted by the evidence presented will render the Bid under evaluation liable for rejection. A statement either in the Bidders statement of compliance or the supporting evidence that is found to be false either during Bid evaluation, post-qualification or the execution of the Contract may be regarded as fraudulent and render the Bidder or supplier liable for prosecution subject to the provisions of ITB Clause 3.13.1 (a)(ii)(ii) and/or GCC Clause 2.1(a)(ii). In case of conflicting interpretations, the nature and purpose of the equipment will be the basis of interpretation. The main basis for technical specifications and requirements is the nature and purpose of the systems and applications and their intended use as determined by the doctrinal application of the end-users.

2

Item

Specifications

Statement of Compliance

I.

Project Scope *Implementation of a web-based, service oriented

architecture, package solution based on an existing system

currently in use and developed under industry standard

enterprise computing system platform, using industry

standard query language database engine to the following

major applications:

*1. Driver’s Licensing System *2. Motor Vehicle Registration System *3. Law Enforcement and Traffic Adjudication System *4. Revenue Collection System

*a. Cash Payment *b. Credit Card / Debit Card Payment Facility (Point of Sale System)

*c. Bank Payment Facility *d. Other Payment Facility (e.g. retail outlets)

*5. Executive Information System *a. Performance and Trends of all DOTC/LTO Services and Offices related to hardware and office systems

*b. Financial and Revenue Collection performance and Trends

*c. Customer Feedback and Satisfaction Survey Results

*d. Ad Hoc Reports *The proposed system must be based on an existing system that is web-based service oriented architecture and is currently in use. Other characteristics of the proposed system are as follows

**1. The proposed system must be web-based **2. Must support Service Oriented Architecture (SOA) and cloud computing platform specifically a virtualization technology

**3. The system should be able to expose functionality as web services so that the system becomes flexible enough to provide the necessary innovation required by future process scenarios.

***4. Configurable to address customization requirement **5. Must be able to handle the following volume of transaction:

**a. Vehicle Registration: minimum of 50,000 daily **b. Driver’s License issuance: minimum of 30,000

daily

**The proposed system must be accessible using different platform, desktop computers, smart phones, tablets, etc.

3

***Design and Implementation of required databases, including but not limited to:

***1. Motor Vehicle Registry Database ***2. Driver’s Licenses Database ***3. Law Enforcement and Traffic Adjudication Database ***4. Revenue Collection System Database ***5. Executive Information System Database

***Install at LTO Central Office a Network Infrastructure with provision for WAN connection via IPVPN

***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 such as:

Item Location Quantity Data and Voice Communication Equipment

LTO Data Center

Specifications and quantity to be determined by the SP (minimum of 500 nodes); standards to be provided in a separate bid bulletin

Structured cabling System

LTO Data Center

Specifications and quantity to be determined by the SP

Unified Threat Management

LTO Data Center


Servers LTO Data Center


Desktop/Laptop Computers

LTO Data Center

Specifications and quantity to be determined by the SP (minimum of 50 desktop/ laptop computers); standards to be provided in a separate bid bulletin

Fire detection, alarm, and suppression systems for the LTO Data Center

LTO Data Center


Data Centers Environment Monitoring Solution

LTO Data Center


Creation and maintenance of LTO Configuration Management Database

LTO Data Center


Uninterruptible Power Supply (UPS)

LTO Data Center

Specifications and quantity to be determined by the SP.

Generator/s for Data Centers

LTO Data Center

Specifications and quantity to be determined by the SP.

4

Data Center Air Conditioning (A/C) Systems

LTO Data Center

Specifications and quantity to be determined by the TSP.

***Delivery of all required hardware, peripherals and software, with corresponding licenses in the name of DOTC and warranties to efficiently run the system. All ICT resources, equipment, hardware and software including customized application to be developed under the project and programming source codes are understood to be property of the DOTC.

***To assist LTO to achieve certification by providing a certified ISO consultant and to assist LTO to operate and maintain IT service delivery within the period of three years from the contract, in accordance with ISO 20000 and ISO 27000 standards.

**The Service Provider must have an ISO 9001 Certification ***Provision of the following IT services:

***1. Project Management ***2. Site Environment Planning and Preparation ***3. Systems Installation and Integration ***4. Telecommunication Services ***5. Business Process Re-Engineering ***6. Education and Training ***7. Facilities and Maintenance Support ***8. In-house Data Center, Systems, Network / Telecommunication, Operations and Desktop Support

***9. In-house Information Systems Security Support ***10. In-house Service Desk Operations and Support

***Key Performance Indicators shall be covered in a separate Service Level Agreement in accordance with IT Service Management best practice.

***Identify key processes and systems for improvement, efficiency and security of DOTC/LTO Processing and Systems and to implement the identified improvements after consultation to and approval of the LTO.

***The SOLUTIONS PROVIDER shall be responsible for the delivery of the following:

***1. The detailed design of the solution/s including all hardware, software and services as functional specification

***2. Developing and coordinating all relevant documentation regarding the integration and the preparation of standard system documentation as required

***3. Coordinate and run the agreed training courses as required

***4. Deliver, install and integrate all the equipment, systems, software and services as set out herein and proposed by the provider. The delivery and unpacking of equipment shall be at the proposed LTO Data Center

5

where it shall be utilized or commissioned ***5. The infrastructure to be delivered by the Service Provider shall be owned by LTO and no interconnection charges shall be implemented

III.

General System Requirements 1. ***A secure LTO Online Facility for both LTO authorized

personnel and the general public. The facility must be easy to use

2. ***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

3. ***For the general public, access shall be available through any gadget such as desktop computers, smart phones, tablets, etc

4. ***Access to the facility, including the extent of such access, shall be available only to those people or places specifically granted by LTO

5. ***The system should provide for real-time electronic validation, verification and analysis of data to and for such persons or entities required by LTO

6. ***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

7. ***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

8. **The facility must be capable of accepting electronic payments for any LTO authorized entity

9. ***All data sent and received shall be permanent and cannot be deleted from the system

10. ***The system must be free from all external and internal threats

11. ***Data should be electronically transmitted whenever possible. Manual encoding/uploading if necessary, should be centralized and subject to such rules and regulations promulgated by LTO

IV.

System Architecture **1. Relational Database Management System (RDBMS)

**a. The proposed system should be an Enterprise Level middleware which may be open source or proprietary.

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For open source it should be a commercially supported open source middleware **b. The proposed RDBMS should comply with the major standards of the industry

**c. The proposed RDBMS must run on both proprietary and open source Operating System

**d. The proposed RDBMS must have capability to maintain journal before (undo log) and journal after (redo log). It also must have the capability to roll back and recover application data and to roll forward and update data

**e. The proposed RDBMS should support uploading/ downloading from other RDBMS application formats such as but not limited to: - Oracle - SQL Server - MySQL - Sybase - PostgreSQL - DB2

**f. The proposed RDBMS should support a mechanism for load balancing and high-availability capability for server-based components

**g. The RDBMS should support an expansive database with unlimited or large description data fields

**h. The RDBMS should support access control and indicate the user-id responsible for each transaction

**i. The RDBMS should be able to load the current database format of the LTO. The Service Provider shall include in its service the Data Migration and all related services

**2. Middleware **a. The proposed system should be an Enterprise Level Middleware which may be open source or proprietary. For open source it should be a commercially supported open source middleware.

**b. The proposed system should be able to provide a communication bus for all applications in order to do exchange of data and processes

**c. The proposed system should support enterprise application integration and data integration

**d. The proposed system should include an Application Server

**e. The proposed system should be a message oriented middleware

**3. Business Process Management **a. The proposed system should be an Enterprise Level BPM which may be open source or proprietary. For open

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source it should be a commercially supported open source BPM. **b. The proposed system must have a web-based module that allows administrators to create and customized business processes

**c. The proposed system must be able to accept business flow and rules

**4. Portal **a. The proposed system should be an Enterprise Level Portal that can be open source or proprietary. For open source it should be a commercially supported open source Portal.

**b. The proposed portal should be able to integrate the 5 Main Core Apps of the LTO, namely:

**- Driver’s Licensing System **- Motor Vehicle Registration System **- Law Enforcement and Traffic Adjudication System

**- Revenue Collection System **- Executive Information System

**c. The proposed portal must have a global security blanket over the 5 Main Core Applications of the LTO

**d. The proposed portal must support a Single Sign On **e. The proposed portal must have an access control to limit what content, services or system a user can access based on their roles or responsibility

**f. The proposed portal must have a search function and can access data across the 5 Main Core Applications

**g. The proposed portal must be accessible via popular web browsers such as not limited to: Safari, Google Chrome, Mozilla Firefox, Opera, Internet Explorer, etc.

**h. The proposed portal must be accessible also using tablets and smart phones. Content and services accessible via web browser should also be accessible

**i. The proposed portal must have an administration module for easy administration and updates of the content

**5. Security **a. The proposed system should provide complete granular user access and authentication control management

**b. The user-id and password authentication system should have the following features:

**- User id must be unique **- Enforce a minimum of 8 characters in password length

**- Enforce expiration of passwords for each user-id with a user definable expiration period

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**- Enforce change of passwords on issue of new passwords

**- Prevent password reuse of at least 3 previous passwords

**- Password must not be displayed or printed and must be encrypted for storage

**- Revoke user-ids after a user-definable number of failed logon attempts. It must be possible to set different limits for different groups of users

**c. The proposed system should have ability to control user access by content, service and responsibility

**d. The proposed system must provide a system-wide privacy and security facility covering all 5 Main Core Applications

**e. The proposed system must provide a system-wide privacy and security facility specifically applicable to internet and public access

**f. The proposed system should support secure transmission using Public Key Encryption

**g. The proposed system logging of unauthorized access to data, and logs data such as but not limited to:

**- IP Address **- Mac Address **- Serial Number of Hardisk **- Username **- Group

**h. The proposed system must support single sign on (single user identification password) to access all 5 Core Applications to which access is required

**i. The proposed system should support the use of digital certificates

**j. The proposed system must provide ability for a limit to be placed on the number of unsuccessful/unauthorized attempts at a particular operation, and lock the user accordingly

**6. Business Intelligence (BI) **a. The proposed system should be an Enterprise Level BI which may be open source or proprietary. For open source it should be a commercially supported open source BI.

**b. The proposed system should be able to access multiple databases and dump necessary fields to its own database

**c. The proposed system should have a dashboard, the content of which would depend on the access level of the user

**d. The proposed system should support generating scheduled reports

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**e. The proposed system should support creation of reports

**f. The proposed system should support ad hoc reports **g. The proposed system should be able to generate a Performance and Trends report such as but not limited to:

**Financial and Revenue Collection ** LTO Services and Offices

**h. The proposed system should be compatible and can be integrated on the Portal

**i. The proposed system should be able to do forecasting **7. Backup

**a. The proposed system should be an Enterprise Level Backup which may be open source or proprietary. For open source it should be a commercially supported open source backup.

**b. The proposed solution should include backup on the disk and database level

**c. The proposed solution should be able to conduct a full, incremental and differential backup, as well as restoration

**d. The proposed system should support automatic back up sessions in accordance with user-defined schedules. It should also provide for manually initiated backup sessions. The back up shall be stored centrally at LTO Data Center and should have the capability to create a copy of the backup images/files to a remote site for future requirements

**e. The proposed system should support validation of back up data integrity in the event of a hardware or software failure

**f. The proposed system must allow for backing up in one single process and restoring all data in one single process

**g. The proposed system must provide the facilities (e.g. checkpoint / rollback / roll forward) to support the recovery of data to just before the point of failure, or some other well-defined point in the processing history, in the event of a disastrous processing failure. The database must provide options for selective or full restore

**h. The proposed system must allow for backing up and restore groups of data by system, which will allow the user to back-up and restore for specific system

**i. The proposed system must provide options for online and offline backup. Online backup meaning the application and database is running, offline means the application and database are stopped for scheduled backup

**j. Back up and restore operations should be remotely operable

**k. The proposed system should have a logging

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mechanism in order to properly log all backups and restore activities

**l. The proposed system must provide options for online and offline backup

**8. Document Management System **a. The proposed system should be an Enterprise Level Document Management System that can be open source or proprietary. For open source it should be a commercially supported Document Management System

**b. The proposed system should have the following minimum requirements:

**- Workflow

Should have a rules-based workflow

Should have a web-based workflow manager

**- Security

Should have rights management in order to configure access to the document based the document type

Can be integrated with the single sign on

**- Versioning

Should have a versioning module that will allow versioning on documents that have been modified thru checking in and out of the document

**- Integration

Should be integrated to other applications

**- Indexing

Should be able to track documents based on unique document identifiers set on the document

**- Publishing

Should be able to publish a document in within the portal

**- Retrieval

Should allow retrieval of documents based on unique document identifiers set

Should allow retrieval of old versions of a document

**- Searching

Should allow searching of documents based on set attributes and document tags

**- Metadata

Should allow the user to set metadata or information within the documents,

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information such as but not limited to: o Data o Author o Description

**- Collaboration

Should allow collaboration within users of the system

A document that is currently checked out by a user cannot be checked out and modified by another user

**c. The proposed system should be able to log all user activities as well as document

** d. The proposed system should be compatible and can be integrated on the Portal

Minimum System Requirement *1. Driver’s Licensing System (DLS)

*a. Transactions **- Student Permit *- New Driver’s License

Non-Professional Driver’s License

Professional Driver’s License

Conductor’s License

Conversion of Foreign License

*b. Driver’s License Renewal ***c. Miscellaneous

***- Change Classification

From Professional to Non-Professional

From Non-Professional to Professional

***- Duplicate License

For loss or mutilated licenses

***- Revision of Records

Name

Birth

Address

Citizenship

Marital Status

***- 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

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Articulated 1600 gvw and below

Articulated 1601 up to 4500 gvw

Articulated 4501 gvw and above (Truck-Trailer)

*** - Issuance of Driver’s License Certification *2. Motor Vehicle Registration System (MVRS)

*- New Registration Transactions * - Renewal of Registration Transactions ***- Locally Purchased ***- Imported ***- Tax Exempt ***- 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

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

Transactions requiring change of Certificate of Registration (CR)

Change Classification

Private to For-Hire

Private to For-Hire with encumbrance

For-Hire to Private

Government to Private

Private to Government

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Diplomatic to Private

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

Transfer of ownership of MVs covered by CB No. 1168 purchased from “Balikbayans”

Change Chassis/Engine

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Transfer of ownership of Private MVs

Transfer of ownership of For-Hire MVs/MCs

Change Body/Body design

Other Miscellaneous Transactions not requiring change of Certification of Registration (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 card o Replacement of lost MV card

***3. Law Enforcement and Traffic Adjudication System (LETAS) ***- Apprehension of Violators ***- Adjudication of Apprehension Settlement of Admitted Case

Settlement of Contested Case

***- Handling of Alarms ***- Access facility for Agency Interconnection ***- System validation with other LTO IT System Driver’s Licensing System

Motor Vehicle Registration System

*4. Revenue Collection System ***- Common module for the following systems Driver’s Licensing System

Motor Vehicle Registration System

Law Enforcement and Traffic Adjudication System

Executive Information System

**- Has the following modules: General Ledger

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Account Receivable

Account Payable

Billing

Bank Reconciliation

E-Payment Processing

o Cash Payment o Credit Card/ Debit Card Payment

Facility (Point of Sale System);

o Bank Payment Facility; o Other Payment Facility (e.g. retail

outlets)

Reports Generation

Journals

Support for Taxation

o Value Added Tax o Documentary Stamp o Withholding Tax o Other applicable Tax **5. Executive Information System **- Performance and Trends of all DOTC/LTO

Services and Offices related to hardware and office systems

**- Financial and Revenue Collection performance and Trends

**- Customer Feedback and Satisfaction Survey Results;

**- Ad Hoc Reports **- Should have mapping capability

VI.

**Minimum Manpower Requirements Bidders are required to submit a CV of their proposed manpower (Please refer to Section VIII. Bidding forms for the format)

**1. Project Director - Must have a minimum of 10 Years Experience if overseeing large scale ICT Projects

**2. Project Manager - Must have a minimum 10 Years Experience in managing ICT Projects

**3. Driver’s Licensing Domain Expert (for DLS) - Must have implemented at least 1 Driver’s Licensing System Project

**4. Motor Vehicle Registration Domain Expert (for MVRs) - Must have implemented at least 1 Motor Vehicle Registration System Project

**5. Law Enforcement and Traffic Adjudication Domain Expert (for LETAS)

- Must have implemented at least 1 Law Enforcement and Traffic Adjudication System Project

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**6. Revenue Collection Domain Expert (for RCS) - Must have implemented at least 1 Revenue Collection System Project

**7. Analytics and Reporting Domain Expert (for EIS) - Must have implemented at least 1 Executive Information System Project

**8. Infrastructure and Data Center Lead - Must have a minimum 10 Years Experience in designing an ICT Infrastructure and Data Center projects

**9. System Implementation and Integration Lead - Must have a minimum 10 Years Experience in implementing multiple systems and integration

**10. Database Administration Lead - Must have a minimum 10 Years Experience in designing and implementing a database for a large scale ICT Project

**11. Information Security Lead - Must have a minimum 10 Years Experience in designing and implementing Information Security of an ICT Project

**12. Network Security Lead - Must have a minimum 10 Years Experience in designing and implementing a Network Security of an ICT Project

**13. Training Lead - Must have a minimum 5 Years Experience as Training Lead of an ICT project

**14. Change Management Lead - Must have a minimum 5 Years Experience in as Change Management Lead of an ICT project

**15. Quality Assurance Lead - Must have a minimum 5 Years Experience as Quality

Assurance Lead of an ICT project

ANNEX C

1

The Customization, Development, Integration, Procurement, Supply,

Delivery, Installation, Implementation, Service, and Maintenance of the Information and Communications Technology (ICT) System of the Land

Transportation Office (LTO).

Proof of Concept Mechanics and Criteria Venue: Department of Transportation and Communications Conference Room: Room 166, 16th Floor, The Columbia Tower, Brgy. Wack-Wack, Ortigas Avenue, Mandaluyong City Time: To be announced after the results of the preliminary examination of eligibility and technical documents. Participants: The bidders who have been declared eligible on the preliminary examination of the first stage of the bidding are required to provide a Solution Demonstration. Objective: The objective of the demonstration is for BAC through Technical Working Group (TWG) to validate the capability of the eligible bidders. It is imperative for the BAC to validate that the eligible bidders have met minimum system requirements based on Section VII, Technical Specifications including the Terms Of Reference. The eligible bidders shall be required to demonstrate their Driver’s Licensing System and Motor Vehicle Registration System. Demonstration Requirements:

I. It’s a prerequisite for all eligible bidders to conduct a solution demonstration of their proposed solution. All equipment needed to conduct the demonstration (e.g. laptop, internet connection) shall be provided by the eligible bidder. The demonstration must involve presentation of the systems. In this demonstration, only the Driver’s Licensing System and Motor Vehicle Registration System shall be demonstrated.

II. Eligible bidders may use a sample data for this demonstration. III. Eligible bidders are given a total of two (2) hours each to conduct the

demonstration. IV. The Eligible bidders need not to demonstrate actual printing of licenses,

receipts and or plates. A sample output from the system will be sufficient (i.e. print preview, sample layout)

V. In accordance to the bid procedure, this Solution Demonstration shall be rated on a pass / fail criteria.

Actual Demonstration I. Driver’s Licensing System

a. New Driver’s License i. Applicant submits the filled-out form to the operator, the

operator verifies with the system if the applicant already has a Driver’s License

ii. The operator encodes applicant’s information based on filled out form to the system

iii. The operator takes the photo of the applicant, as well as his/her signature

iv. Applicant proceeds to the Cashier Counter to pay the necessary fees and receives the receipt

v. Applicant passed the written and practical exam; the operator now processes the applicants Driver’s License

vi. Applicant’s Driver’s License is released

b. Renewal of Driver’s License i. Applicant submits the filled-out form, the operator verifies

with the system if the applicant already has a Driver’s License and is due for renewal

ii. The operator encodes applicant’s information based on the filled out form to the system

iii. Operator takes the photo of the applicant, as well as his/her signature

iv. Applicant proceeds to the Cashier Counter to pay the necessary fees and receives the receipt

v. The operator processes the applicant’s renewal of Driver’s License

vi. Applicant’s renewed Driver’s License is released

II. Motor Vehicle Registration System a. New Motor Vehicle Registration

i. Applicant submits the filled-out form, the operator verifies with the system if the Motor Vehicle is already registered

ii. Applicant submits the required documents to the Evaluator for evaluation and computation of fees

iii. Filled-out Motor Vehicle Inspection Report is submitted to the operator

iv. The operator encodes the information from the Motor Vehicle Inspector Report and submitted documents from the applicants to the system and processes the registration

v. The applicant proceeds to the Cashier Counter and receives the Official Receipt

vi. The applicant proceeds to the Releasing Counter for release of the Certificate of Registration, plates and stickers

b. Renewal of Motor Vehicle Registration i. Applicant submits the filled-out form, the operator verifies

with the system if the Motor Vehicle is already registered and is due for renewal

ii. Applicant submits the required documents to the Evaluator for evaluation and computation of fees

iii. Filled-out Motor Vehicle Inspection Report is submitted to the operator

iv. The operator encodes the information from the Motor Vehicle Inspector Report and submitted documents from the applicants to the system

v. The applicant proceeds to the Cashier Counter and receives the Official Receipt

vi. The applicant proceeds to the Releasing Counter for release of the Certificate of Registration and stickers

c. Manufacturers, Assemblers, Importers and Dealers (MAID) Accreditation

i. New Manufacturer’s Accreditation 1. Applicant submits to the Secretariat at the Central

Office the required documents and forms for evaluation

2. The operator encodes the information from the submitted documents and form from the applicant to the system

3. The Central Office Accreditation Committee Recommends to the Assistant Secretary the approval of the application

4. The Chairman approves the new application 5. Applicants proceeds to the Cashier to pay the

necessary fees and receives the receipt 6. The Central Office Secretariat releases the Certificate

of Accreditation

ii. Renewal of Manufacturer’s Accreditation 1. Applicant submits the filled out form, the Central

Office Secretariat verifies with the system if the Manufacturer is already registered and is due for renewal

2. Applicant submits to the Secretariat at the Central Office the required documents and forms for evaluation





of Accreditation

iii. New Assembler’s Accreditation 1. Applicant submits to the Secretariat at the Central






of Accreditation

iv. Renewal of Assembler’s Accreditation 1. Applicant submits the filled-out form, the Central

Office Secretariat verifies with the system if the Assembler is already registered and is due for renewal






of Accreditation

v. New Importer’s Accreditation






of Accreditation

vi. Renewal of Importer’s Accreditation 1. Applicant submits the filled-out form, the Central

Office Secretariat verifies with the system if the Importer is already registered and is due for renewal






of Accreditation

vii. New Dealer’s Accreditation 1. Applicant submits to the Secretariat at the Central






of Accreditation

viii. Renewal of Dealer’s Accreditation

1. Applicant submits the filled-out form, the Central Office Secretariat verifies with the system if the Dealer is already registered and is due for renewal






of Accreditation

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DEPARTMENT OF TRANSPORTATION AND COMMUNICATIONS · integration of all the systems to the Inventory...

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