PREQUALIFICATION DOCUMENT - Pakistan Bureau of Statistics · Prequalification Document 2...

PREQUALIFICATION DOCUMENT

Prequalification of I.T. Firms/Companies

For

DEVELOPMENT OF CUSTOMIZED SOFTWARE APPLICATION FOR

SCANNING OF ICR CENSUS FORMS, VALIDATION OF DATA, IMPUTATION OF DATA & CUSTOMIZED REPORTING

PAKISTAN BUREAU OF STATISTICS

Ministry of Finance

GOVERNMENT OF PAKISTAN

February 2017

Prequalification Document 2

INSTRUCTIONS TO APPLICANTS

1. Source of Funds and Scope of Works

Source of Funds 1.1 The Pakistan Bureau of Statistics, Ministry of Finance (hereinafter called “PBS”) intends to apply a portion of its fund to eligible payments under the contract for which this prequalification is issued.

Software & services to be supplied

1.2 PBS intends to prequalify I.T. based firms/companies/software houses etc. having a legal presence in Pakistan for “Development/ Customization of Licensed Software Application for Scanning of ICR Census Forms, Validation of Data, Imputation of Data & Customized Reporting” under the project titled; “6th Population & Housing Census 2017” including its installation, configuration, user testing and training. PBS shall also be acquiring the “Source code” of the software.

Lot and Package 1.3 All the acquisitions/services related to the development/

customization of licensed software shall be under one contract. The I.T. based firms/companies/software houses may make association (sub-consultant/contractor) or Joint Venture (JV) to enhance their qualifications/capacity for efficient and effective delivery of the software and allied services.

Bid Invitation 1.4 It is expected that prequalified applicants shall be invited

through Request for Proposals (RFP) Document to submit their Technical & Financial Proposals in separate sealed envelopes by 1st March 2017 following Single Stage Two Envelope Bidding Process as per Public Procurement Rules 2004.

Type of Contract 1.5 The selection process shall be indicated in the RFP

document, however, a deliverables based “Turnkey Contract” shall be used linking progressive payments with the deliverables.

General Information

1.6 General information on the delivery terms, frequency of assignments, expected places of delivery and contract validity period, and other relevant data, including brief scope of work, is attached as an Annex – A to this document.

2. Fraud and Corruption


2.1 PBS observes the highest standard of ethics during the procurement and execution of contract. In pursuance of this policy, PBS:

(a) defines, for the purposes of this provision, the terms set

forth below as follows:

“corrupt and fraudulent practices” includes the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official or the supplier or contractor in the procurement process or in contract execution to the detriment of the procuring agencies; or misrepresentation of facts in order to influence a procurement process or the execution of a contract, collusive practices among bidders (prior to or after bid submission) designed to establish bid prices at artificial, non-competitive levels and to deprive the procuring agencies of the benefits of free and open competition and any request for, or solicitation of anything of value by any public official in the course of the exercise of his duty.

(b) will not accept a proposal for award if it determines that the bidder recommended for award has engaged in corrupt and fraudulent practices in competing for the contract in question; and

(c) will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded PBS financed contract if it at any time determines that the firm has engaged in corrupt and fraudulent practices in competing for, or in executing PBS awarded contract.

3. Eligibility of Bidders

Eligible Bidders 3.1 Government-owned enterprises in the country may participate only if they can establish that they (i) are legally and financially autonomous, and (ii) operate under commercial law.

3.2 A firm declared ineligible by PBS, in accordance with Sub-Clause 2.1 (c) above and/or any government department, organization, agency, authority etc., shall be ineligible to bid.

4. Qualification Criteria

Required Quality Assurance

4.1 Prequalification will be based on Applicants achieving at least 70% score, meeting the following criteria regarding their general and particular experience, capacities, and other


relevant information as demonstrated by the Applicant’s responses in the Information Forms attached to the Letter of Application besides providing information as per clause 4.4.

General Experience

4.2 The Applicant shall to demonstrate/provide following requisite information to prove that it has the necessary technical capability/capacity to perform the Contract, if awarded. The Applicants must provide only materials that would be specific to the proposed services, and to avoid submitting generic promotional material: -

(a) Complete historical profile of the firm/company with the information i.e. Corporate Profile indicating years of operations, core competencies & management systems etc. [Max. Score = 30]

(b) Should have a team with necessary expertise in different

technical areas of the scheme who would work on developing technical details and implementation of the assignment. In this regard, the Names and short CVs of principals, proprietor, managing director, partners, directors and details of the technical personnel available with the firm either as permanent staff or retainer consultants with their qualifications and expertise, briefly should be provided [Max. Score = 30]

Specific Experience

4.3 The applicant should have following specific experience:

(a) Successfully completed at least three (03) software development projects at national, provincial or regional level similar to the size and scale (in terms of scope and functionality) of the assignment [Max. Score = 30]

(b) Ability to gather the required information, analyze and compile the requirements [Max. Score = 10]

4.4 The above details/data of relevant (similar and specific experiences) assignments/works, must be substantiated, by the firm(s)/Joint Venture(s) members either completed or in progress, with the following details.

a. Name of the Project b. Cost of the Project c. Name and address of the Client d. Scope of Work e. If case of association of Consultant(s), the type of

association i.e. either JV or sub-consultants be mentioned clearly along with names and address of all the partners.

f. Services rendered along with the Start & Completion Date.


g. A firm, which was a partner in a previous joint venture(s), should furnish a statement providing details of work, component of works performed individually and its over-all share (percentage) in the works performed by the joint venture.

Eligibility Requirements

4.5 The Applicants must be complying the following qualification/eligibility requirements to participate in the competitive process by providing the necessary documents/ evidences/certificates: -

a. Is incorporated in the country b. Have a presence / office in Pakistan c. Have been in business for the last fifteen (15) years d. have acquired at least one out of three certificate namely

CMMi level 2.0, ISO9001, ISO9008 and ISO 27001 or higher

e. Have an average annual turnover of Rs. Two hundred (200) millions for the last three (3) years. Please provide last three (3) years audited financial statements

f. Copies of Income Tax/Sales Tax Certificates. g. List and status of litigation/arbitration by the firm or any

member of the joint venture(s) against a client, if any. h. Affidavit from all the participating partners of the

association confirming that: (a) applicant firm(s)/ joint venture(s) have never been blacklisted by any International, Government/ Semi Government Organization and (b) All the information provided by the applicant firm(s)/ joint venture(s) is correct.

Right to Waive 4.7 PBS reserves the right to waive minor deviations in the qualification criteria if they do not materially affect the capability of an Applicant to perform the contract. However, the clarification shall be sought from the applicant wherever required.

5. Requests for Clarification

Notification and Response

5.1 Applicants are responsible for requesting any clarification of the prequalification documents. A request for clarification shall be made in writing to the following official: -

Assistant Census Commissioner (GS) Pakistan Bureau of Statistics

Address: Plot # 21, Mauve Area, G-9/1, Islamabad, Pakistan Telephone: +92-51-9106529 Facsimile: +92-51-9106549

Email: [email protected] Website: http://www.pbs.gov.pk

mailto:[email protected]

http://www.pbs.gov.pk/


5.2 PBS shall respond to any request for clarification that it receives earlier than five (05) days prior to the deadline for submission of applications. Copies of PBS’s response, including a description of the inquiry but without identifying its source, shall be posted on PBS’s website for information of all prospective applicants.

6. Submission of Applications

Date of Submission of Application

6.1 Submission of applications for prequalification must be received in sealed envelopes either delivered by hand or by registered mail to the following address, and not later than 1400 hours, by 1st March 2017: -

Assistant Census Commissioner (GS) Pakistan Bureau of Statistics

Address: Plot # 21, Mauve Area, G-9/1, Islamabad, Pakistan

Telephone: +92-51-9106529 Facsimile: +92-51-9106549

Email: [email protected]

6.2 The name and mailing address of the Applicant shall be

indicated on the envelope. Applications shall be opened on same day at 1430 hours in the presence of the representatives of the applications who may choose to be present.

6.3 If the Prequalification Application consists of more than one volume, the applicant must clearly number the volumes constituting the Application and provide an indexed table of contents for each volume. All documents should be securely bound.

Late Applications 6.4 PBS reserves the right to accept or reject late applications.

Language 6.5 All information requested for prequalification shall be provided by Applicants in the “English” language. Information may be provided in another language, but it shall be accompanied by an accurate translation of its relevant passages into “English” language. This translation will govern and will be used for interpreting the information.

Lack of Information

6.6 Failure of an Applicant to provide comprehensive and accurate information that is essential for the evaluation of the Applicant’s qualifications, or to provide timely clarification or substantiation of the information supplied, may result in disqualification of the Applicant.

mailto:fahimjan.aco@


Material Changes 6.7 Applicants, and those subsequently prequalified or conditionally prequalified, shall inform PBS of any material change in information that might affect their qualification status. Applicants shall be required to update key prequalification information at the time of bidding. Prior to award of contract, the successful bidder shall be required to confirm its continued qualified status in a post qualification review process.


7. Notification and Bidding Process

Invitation for Bid

7.1 PBS will notify all Applicants in writing of the results of their application and of the names of all prequalified and conditionally prequalified applicants (see Sub-Clause 7.2 below) within 15 days from the date of receipt of applications. The successful applicants shall be invited to submit Technical & Financial Proposals as per the requirements and Terms & Conditions, to be specified in the Request for Proposals (RFP) Document.

Conditional Pre-qualification

7.2 An Applicant may be “conditionally prequalified”, that is, qualified subject to certain specified nonmaterial deficiencies in the prequalification requirements being met by the Applicant to the satisfaction of PBS, before submitting a bid. Upon full compliance with the prequalification requirements, other prequalified applicants will be notified accordingly.

Bid Security 7.3 Applicants shall be required to provide bid security in the form and amount indicated in the RFP Document inviting Technical & Financial Proposals. The successful bidder shall also be required to provide performance security in the form and amount indicated in the RFP Document.

Purchaser’s Rights

7.4 PBS reserves the right to take the following actions, and shall not be liable for any such actions:

(a) amend the scope and cost of contract under this project, in which event bids will be invited only from those applicants who meet the resulting amended prequalification requirements;

(b) reject or accept any prequalification application, and/or any late application; and

(c) cancel the prequalification process and reject all applications without thereby incurring any liability to the affected applicant by invoking proviso of Public Procurement Rule 33. PBS shall inform the affected applicant of the grounds for the action, if so requested, however, PBS shall not be required to justify those grounds.


LETTER OF APPLICATION

[letterhead paper of the Applicant including full postal

address, and telephone, facsimile and telex numbers, and cable address]

Date: To:

Name of Project: 1. Being duly authorized to represent and act on behalf of __________________ (hereinafter referred to as “the Applicant”), and having reviewed and fully understood all of the prequalification requirements and information provided, the undersigned hereby applies for prequalification to bid for “Printing & Publications”: 2. Attached to this letter are copies of original documents defining:

(a) the Applicant's legal status; (b) the principal place of business; and (c) the place of incorporation (for Applicants that are corporations), or the place of

registration and the nationality of the owners (for Applicants that are partnerships or individually owned firms).

3. Your Authority and its authorized representatives are hereby authorized to conduct any inquiries or investigations to verify the statements, documents, and information submitted in connection with this application, and to seek clarification from our bankers and clients regarding any financial and technical aspects. This Letter of Application will also serve as authorization to any individual or authorized representative of any institution referred to in the supporting information to provide such information deemed necessary and as requested by yourselves to verify statements and information provided in this application, such as the resources, experience, and competence of the Applicant. 4. Your Authority and its authorized representatives may contact the following persons for further information:

General and managerial inquiries

Contact 1

Address and communication facilities

Contact 2


Personnel inquiries

Contact 1


Contact 2



Technical inquiries

Contact 1


Contact 2


Financial inquiries

Contact 1


Contact 2


5. This application is made with the full understanding that:

(a) proposals by prequalified Applicants shall be subject to verification of all information submitted for prequalification at the time of bidding;

(b) your Authority reserves the right to:

amend the scope and value of any contracts to be bid under this project; in which event, bids will be invited only from those Applicants who meet the resulting amended prequalification requirements; and

reject or accept any application, cancel the prequalification process without

thereby incurring any liability to the applicants and you Authority will inform the affected applicants of the grounds for the action, if so requested, however, will not be required to justify the grounds.

(c) your Authority shall not be liable for any such actions under 5 (b) above.

6. The undersigned declare that the statements made and the information provided in the duly completed application are complete, true, and correct in every detail.

Signed

Signed

Name

Name

For and on behalf of:

For and on behalf of:


Section 1: Firms/Company Details and General Information

1. Name of Firm:

2. Street Address: Postal Code:

City:

Country:

3. P.O. Box and Mailing Address:

4. Telephone Number:

5. Fax Number:

6. E-mail Address:

7. WWW Address:

8a. Contact Name:

8b. Contact Title:

9. Parent Company, if Any (Full Legal Name):

10. Subsidiaries, Associates, and/or Overseas Representative(s), if Any:

11. Nationality of the Firm

12. Type of Business:

12a. If Other, specify:

13. Nature of Business:

14. Year Established:

15. Key Personnel: [include name of candidate, position, professional qualifications, and experience]

16. Dates, Numbers, and Expiration Dates of Current Licenses and Permits:

17. Current tax authorities’ registration information:

19. Presence and characteristics of in-house quality control systems


Section 2: Financial Information

20. Annual Sales Value for the last 3 years:

Year Total Sales (Rs.)

21. Please attach a copy of the company’s Annual or Audited Financial Report of the last three years.

Section 3: Current Contract Commitments / Contracts in Progress

22. Name of Contract(s)

23. Purchaser Contact Information [insert address, telephone, fax, e-mail address]

24. Value of outstanding contracts [current Rs. equivalent]

25. Start Date

26. Estimated delivery date

Section 4: Completed Contracts

27. Name of Contract(s)

28. Purchaser Contact Information [insert address, telephone, fax, e-mail address]

29. Value of the contracts [current Rs. equivalent]

30. Scope of Work/Services Provided

31. Start Date

32. Completion date

33. If case of association of firms, the type of association i.e. either JV or sub-consultants be mentioned clearly along with names and address of all the partners.


34. We hereby certify that the information provided in this form is correct, and in the event of changes, details will be provided as soon as possible. Signed: ___________________________________ Date:__________________________ in the capacity of: [insert title or other appropriate designation]

Annex - I 14

Brief Scope of Assignment

This project aims to reduce the data capture and data processing time, using software based quality and validation checks, this will provide speedy and quality delivery of services to population census wing of PBS and to provide appropriate access to information on the population census to provide greater transparency The proposed project is the implementation of an Information System that is to be used in the data processing centre of PBS Islamabad and at the DR site at PBS Lahore. The following section provides the scope of work of this project, briefly whereas the explicit details shall be conveyed in the RFP document while seeking Technical & Financial Proposals.

Customized Software Features/Modules

1. Inventory System

The module will cover the process of recording the ICR booklets with range of their barcodes, issuance of forms to census offices, retrieving of booklets and to track the missing booklets, to locate the current status of the ICR forms.

2 Scanning The module will provide all the functions required in ICR registration, scanning, data validation, key correction and moving data to the database. This Module will also include processing of hardcopies and converting them into scanned image input for ICR system. This module will be integrated to inventory system to maintain the record of processed and remaining census forms. The software will be compatible with PBS already purchased scanning and data centre equipment.

2.1 Scope of Scanning

The software shall have to scan 55 Million Forms, where each form has 800 characters. Forms are printed on both side, therefore scanning software shall support full duplex scanning. The scanned forms are to be stored in a hierarchical structure (i.e. blocks, mauzas, tehsils, district, provinces and national level). The present tender is for the Selection of Scanning ICR software for Legal size Duplex type Colour High Volume Production Scanners (110 PPM or more) along with operation & management of various activities relating to data processing at PBS Islamabad and at the DR site at PBS Lahore.

3. ICR The module will process the scanned images, barcodes and convert barcodes and handwritten and text into a machine editable text.

3.1 Scope of ICR 55 Million Forms to be recognized, where each form has 800 potential characters.


4. Indexing The module will include processing of the output from the ICR phase using configuration to identify the forms.

5. Field Extraction (ICR)

The module will process the indexed forms and extract specific handwritten text to be populated in Data Base.

6. Comparison The module will allow the automatic comparison of pre-configured rules to filter out data for verification process.

7. Verification The module will allow the comparison of results with actual forms using application interface platform to make correction for the data identified or keyed in with wrong value.

8. Export This module will allow to create final output of the processed forms and to generate output to the database, which will be an input for imputation process.

Physical Storage Location

This module will allow to store and extract information of the physical location of the original (paper based) forms for easy retrieval on demand.

Non-Functional Requirements

System Security The System will provide the front end security, such as

Employee Account Login Creation

Employee Account Suspension

Assigning/ Modifying User Rights

Add, Delete, View, Update for a User Account

Role based User Security Levels

Features System must support up to 300 users at a time

Licensed Software

Custom and Licensed software are to be installed at PBS Data Centre Islamabad with a DR site at PBS Lahore. Specifications of the Proposed Infrastructure shall be provided in the RFP Document.

Onsite Support

1. Customized Software Support

The successful firm/company shall provide support for the Customized Software for a period of Two year after successful deployment and acceptance of the software applications. The Software operation will be carried out in two shifts and 7 days a week working.


2. Network System Support

The successful firm/company shall provide Support for the Operating System and Network System supporting the Customized Software Solution for a period of Two year after successful deployment and acceptance of the software applications. The Software operation will be carried out in two shifts and 7 days a week working

Documentation

The following document, at a minimum, shall be provided by the successful firm/company: -

Project Management Plan

Risk Management Plan

Project Schedule

Configuration Management & Project Communication Plan

UAT Documents (detail)

Operations/User Manual

Deployment and Installation Manuals

User Acceptance Testing Documents

Training Manual

Online Help

Installation and Configuration of Complete Solution

The successful firm/company shall be responsible for the installation and configuration of Customized Software, Licensed Software, integration and testing. The installation of the Customized Software and Licensed Software and integration will take place at the PBS Data Centre Islamabad with DR site at PBS Lahore.

User Training

The successful firm/company shall provide onsite training to the PBS staff involved with the above Customized Software. The successful firm/company shall also provide training to the management on the decision-making aspect (Executive Dashboard) of the Customized System

Not in Project Scope

Hardware: Provision of Servers, PCs, etc. Storage and Scalability: Provision of necessary storage capacity and scalability of network server, and networking.

PREQUALIFICATION DOCUMENT - Pakistan Bureau of Statistics · Prequalification Document 2...

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