PRE-QUALIFICATION OF CONSULTANT EXPERISSION OF INTEREST (EOI)

Transcription

1 PRE-QUALIFICATION OF CONSULTANT EXPERISSION OF INTEREST (EOI) SCANNING, ARCHIVING, ELECTORNIC DOCUMENT MANAGEMENT & COMPUTIZATION OF PROCESSES ESTATE WING MAY 2014 FEDERAL GOVERNMENT EMPLOYEES HOUSING FOUNDATION (FGEHF) GOVERNMENT OF PAKISTAN

2 Table of Contents 1. Context and Background 1 2. Terms of Reference (TORs) for Consultant 2 3. Scope of Work / Description of Tasks 5 4. Requirements from Consultants for Prequalification 7 5. Evaluation Criteria for Prequalification 8 6. Requisite Core Team and Requisite Qualifications/Skill Set 8 7. Deliverables 9 8. Work Plan & Timelines of Deliverables 10 Annexure A 11 Annexure B 12 Annexure C 14 Annexure D 15 Annexure E 17

3 Electronic Document Management System (EDMS) Indexing, Scanning, Archiving, Retrieval, Document Management, Automation of Workflow/Processes Estate Wing, FGEHF 1. Context and Background 1.1. Housing Sector can play a critical role in economic revival of Pakistan. With rapidly increasing population, sector is coming under increasing pressure. IT section, FGEHF is striving since 2012 to restructure Estate Wing and achieve a paradigm shift in service delivery, efficiency and proficiency. Several milestones in this regards, have been achieved with success and struggle is on to excel further FGEHF initially established as a cell in the Ministry of Housing & Works in 1989, was registered as a Company in March 1990 under the Companies Ordinance Its main objective is providing shelter to serving and retired Federal Government Employees and other specified groups, on ownership basis, in Islamabad, the Provincial Capitals and major cities, as decided by the Executive Committee/Board, from time to time 1.3. Performing operations and maintaining huge organizational information through existing manual systems is relatively difficult to manage and monitor. A more viable solution is automation, provided the system developed is carefully thought out to be workable. Since huge bulk of information is handled by the Estate wing, automation has to take into account enormous organizational operations. Integrity of data becomes the foremost concern and with proper maintenance of an organization s 1

4 database, efficiency of organization can be improved substantially. Use of information technology can enhance potential of FHEHF enormously as a professional organization and help achieve the overall organizational goal i.e. providing affordable housing opportunities, to employees of federal government and other specified groups Objective of automation of Estate Wing is to improve service delivery by minimizing Turnaround Transaction Time (TTT) and reducing Turnaround Transaction Cost (TTC), by facilitating ease of access to system. Another important objective is to enhance perceived level of tenure security. This can be done by ensuring integrity of data in storage and transit and by improving efficiency of transaction processes, as per contemporary protocols. 2. Terms of Reference (TORs) for Consultant FGEHF is seeking services of an experienced Consulting Firm or Consortium of Firms in Pakistan, for providing an IT based ERP/CRM solution, hereinafter referred to as Electronic Document Management System (EDMS). Scope of EDMS broadly includes scanning and archiving of record and software application development, for automation of processes of Estate wing. A. Scope of scanning includes inter alia a. Scanning of approximately files containing approximately 2.5 million papers in 5 sections of Estate Wing of FGEHF, including the noting portion (single/double sided, front/back) as well as the correspondence portion (single/double sided, front/back, pages of various sizes)- Detail in Annexure A. B. Scope of software application includes the following modules inter alia 2

5 a. Data Base System: Archiving of files in a Relational Data base according to a Directory Structure/Data Model agreed with FGEHF b. File Tracking System: Retrieval of files through Unique Identifiers, agreed with FGEHF and specification of attributes of files. Search Engine has to be agreed with FGEHF. c. Estate Management System: Computerization of workflow/work processes, as per existing business processes ( AS IS basis), by electronic updating of files. Updating protocol has to be agreed with FGEHF and shall take into account the critical functionality of updating of noting portion/component of each file on addition of any page under consideration (PUC) in the correspondence portion/component. AS IS process flows are provided in Annexure B. The application may include the following components 1. Applicants/Allottees Official Information, including whether Allottee is employee of HF or Ministry or any other occupational/professional group/specified group. 2. Applicants/Allottees Personal Information 3. Applicants/Allottees Family/Nominee Information 4. FGEHF membership related information (FIFO or membership drive or age wise seniority). 5. Change of Address/antecedents of Applicant/Allottee 6. Property detail including history of allotment (Balloting/Direct/Otherwise) and change/transfer of Property 7. Cancellation/Forfeiture related Information 8. Letters/Correspondence detail with FGEHF 3

6 9. Financial Details including Schedule of Payments, Live preparation of Payment Slips (in-house or in Bank), Payments Paid, Refunds, Surcharge. Capacity of Seamless Integration with Accounts Management System, to be developed by FGEHF. 10. Transfer Engine: Transfer of ownership process of Admitting Section including inter alia the following processes I. Transfer of Ownership of property II. Transfer History III. Live capturing of snaps with still digital cameras (like NADRA, Passport etc.) incorporated with the EMS IV. Digital Bio-Metric Thumb Impression with the feature for cross match of thumb earlier recorded in the system V. Digital Watermarks upon instruments of title, for nonrepudiation and ownership of document. 11. Balloting of property: Random number generation as required by FGEHF d. Litigation Module: History of Litigation and related Information. GUI and thin Web based application to be developed, as Annexure C e. File Movement Module: Process of files as per existing business process/workflow. f. Reporting Module: Preparation of customized reports, simple/moderate/complex, both web based and office based, as per policy of FGEHF, with Export functionality in Excel, PDF, Word etc. Queries could be generated into system. g. E-Filing Module: GUI and thin Web based application to be developed compatible with Androids and major Internet browsers, for filing of any 4

7 application/complaint by end user. The application should be routed to FGEHF online submission platform, processed at the back end and an /sms based message be generated for the end user/client. 3. Scope of Work &Description of Tasks The scope of the assignment includes inter alia: 1. Specification of methodology, deliverables & timelines, in consultation with FGEHF 2. Development of Work plan, in Project Management Software, in consultation with FGEHF 3. Development of Wireframes/GUIs for Software Application, in consultation with FGEHF. 4. Development of Software Requirement Specification (SRS) Document, in consultation with FGEHF. 5. Scanning of approximately 2.5 million papers of Estate Wing, FGEHF. 6. Software Application Development (Electronic Document Management System) for archiving, file tracking and automation of processes, as required by FGEHF. 7. Generation of Reports, from RDMS, as required by FGEHF, 8. Implementation of thin web based application for customized public reports, input from the general public and conformity with Right to Information related contemporary legislation. 9. Specification of rights/roles/user management functionality, depending upon classes of entities and attributes of objects, as agreed with FGEHF. 10. Maintenance of Audit Trail / Activity Logs. 5

8 11. Implementation of contemporary Security Protocols for integrity, confidentiality and non-repudiation of data in storage and transit. 12. Development of Data Backup and Disaster Recovery infrastructure. 13. Implementation of Cloud based infrastructure, in consultation with FGEHF 14. Recommend Business Process Re-engineering (BPR) where required (including but not limited to identification of existing processes, bring efficiency in terms of reducing turnaround times and propose new processes where required), for approval of FGEHF. In addition, the consultant is expected to ensure the following: 1. Build Communication protocols and maintain regular communication with the Federal Government Employees Housing Foundation (FGEHF) team via direct meeting, phone, and regarding all aspects of the development procedure, data collection, reporting framework etc. 2. Employ Web based Project Management Application e.g. Trello, to constantly update FGEHF on the status of software application development 3. Provide timely feedback on all detailed assignments and instructions provided by the FGEHF, via letter, phone or Provide FGEHF with copies of its development procedure work flow and its data collection methodology for software development. 5. Consult with FGEHF, regarding any changes in personnel assigned to this project, provide adequate justification and secure approval from FGEHF. 6. To the extent possible, seek guidance from FGEHF team before troubleshooting any sensitive/complex problems that arise during process. 7. Strictly comply with all general independence, confidentiality, and professional integrity codes. Seek advice from FGEHF team when uncertain about requirements and expectations in this regard. 6

9 8. Permit the FGEHF team to monitor and inspect selected components or all of the process, as and when required, including office premises. 9. Strictly comply with PPRA Rules 2004, concerning Intellectual Property Rights (IPR). 4. Requirements from Consultants, for Prequalification The interested registered Firms must attach the following documents with their applications 1 : 1. Documentary proof of valid legal entity of the firm i.e. Registration with Securities and Exchange Commission or Registrar of Firms or Pakistan Software Export Board (PSEB etc.) 2. Registration of firm/consortium with relevant professional body; 3. Proof of income tax and sales tax; 4. Audited Statements of Accounts for last 3 years; 5. Undertaking that the firm has not been blacklisted or debarred by any government organization; 6. A capacity statement on available IT equipment (software/hardware) relevant to the assignment. 7. List of key permanent and other professional staff, with detailed CVs of core team relevant to the assignment, showing qualification and experience as well as detail of projects on which they have worked, their role in the project and duration of their engagement with the project; 8. The firm s aggregate experience in automation projects in public/private sector which have been successfully implemented within due course of time, both in Pakistan and abroad (if any). 1 Omissions shall entail no credit. 7

10 9. Details of major works/projects completed in public/private sector worth at least Rs.5.00 million each, during last five years, both in Pakistan and abroad (if any). The list must include a brief description of the project relevant to the assignment. Documents should also include Project Completion Certificates as well as Client Satisfaction Certificate, from the past five years customers Note: The proposal from Consultant, must contain relevant documents in the same order as above, properly flagged. Each page should be numbered and the document set must contain an index of the above mentioned requirements in same order, with page numbers indicated against each category. 5. Evaluation Criteria for Prequalification Evaluation criteria may be seen at Annexure D 6. Requisite Core Team and Requisite Qualifications/Skill Set Consultants shall be expected to provide below mentioned details; Sr. Name Designation i n Q u a l i f i c a t i o n R e l e v a n t Relevant Certificate of the Core Team E x p e r i e n c e P r o j e c t s exclusiveness ( Y e a r s ) ( N u m b e r s ) ( Y / N ) 1 X X X X X Y 2 X X X X X N * Detail of qualification, relevant experience and relevant projects of each team members stated in table should be reflected in his/her resume. Omissions shall entail no credit. 8

11 7. Deliverables & Timelines 1 Inception Report: 1.1: Specification of TORs, Identification of Scope & Objective, Specification of Deliverables, Specification of Methodology, Construction of Project Plan in Microsoft Project format (identifying Activities, Timelines, Resources to be committed i.e. staff to be deployed, man hours in each category, specification of Hardware / Software required) 2 SRS Document: 2.1: Specification of Directory Structure/Data Model, for archiving of Files in Data Base 2.2: Specification of unique identifiers for File Tracking 2.3: Specification of ( AS IS basis) workflow/work processes, of Estate Wing, FGEHF, in universally accepted format/notation 2.4: Specification of Fields required to be captured in INPUT FORMS of Software Application 2.5: Specification of REPORTS required to be generated 2.6: Construction of Wireframes for Software Application, in Excel Format 2.7: Specification of Disaster Recovery and Security Protocols for integrity of data in storage and transit 2.8: Specification of Web GUIs 3 Hard Disk containing Scanned Images in specified format, for Section E 1 4 Hard Disk containing Scanned Images in specified format, for Section E 2 5 Beta Version of Software 6 Hard Disk containing Scanned Images in specified format, for Section E 3 7 Hard Disk containing Scanned Images in specified format, for Section E 4 9

12 8 Hard Disk containing Scanned Images in specified format, for Section E 5 9 Alpha Version of Software along with Source Code 10 Software Training Manual 11 Service Level Agreement 8. Work Plan &Timelines of Deliverables Duration of assignment is 5 months. The firm is expected to provide services from June 16 th 2014 till end of November For detailed work plan and time line of deliverables, refer to Annexure E. Note: The timeline is tentative and may be subject to change, with the approval of FGEHF. 10

13 Annexure A INDEXING & SCANNING OF ESTATE WING FILES S.NO SECTION TOTAL FILES NOTING NO. OF PAGES CORRESPONDENCE TOTAL PAGES 1. E I E II E III E IV E V TOTAL

14 Annexure B 12

15 13

16 Annexure-C Title Date of Institution Zafar Iqbal Vs. Saeed-ur-Rehman Abid Mehmood vs. Omer Shoukat etc 8/5/2013 Mst. Shehraz Sharif Vs. Suleman Sharif etc Muhammad Khalid Javed v/s Federation of Pakistan 3/7/2013 M. Akbar Nadeem vs. M. Farooq etc 8/1/2013 LIST OF CIVIL SUITS Substantive Issue /locus Standi Dispute on Purchase of Plot Dispute on Purchase of Plot Next Date of Hearing date in office Interim Order If Any Counsel on Behalf of HF Ms. Saira Khalid Rajput Notice Syed Wajahat-ul- Hassan Notice Dispute on Purchase of Plot 2/5/2014 Surriya Marriam Notice Depute for restoration of plot Mr. Rafaqat Awan Dispute on Purchase of Plot 5/5/2014 Surriya Marriam Interim Stay order Interim Stay order Defendant Position Performa defendant Performa defendant Performa defendant Direct denfedant Performa defendant 14

17 Annexure D EVALUATION/SELECTION CRITERIA FOR PREQUALIFICATION OF CONSULTING FIRM The firms who have not submitted the above information required by them in our advertisement may be excluded and the remaining complying firms would be evaluated according to the following criteria. Marks (A) Experience and standing of Consultancy Firm [20] (B) Qualifications and competence of key professional staff of core team [70] (C) Financial Position of the firm [10] Total marks for criteria (A), (B) & (C) [100] A) Experience and standing of the Consultancy Firm [20 marks] The firm s ability to undertake any given assignment successfully will be assessed as to whether it has executed a similar assignment with the same value in the past. For this, it is only important to evaluate the largest similar assignment completed successfully by the firm for last 10 years. The following weight should be selected for the most suitable assignment from the table below: 15

18 Relative Size of Assignment >80% 80 50% <50% Similarity Strong Medium Week Weight from table *20 (Max Score) B) Qualification and competence of key professional staff of core team [70 Marks] 1. Key professional staff academic qualification of core team i) Education & Qualification b) Size of team ( 10 marks ) ii) Relevant Experience ( 15 marks ) iii) Relevant Projects ( 30 marks ) C) Financial Position: [10 Marks] The financial position of a firm will be evaluated by using Return on Total Assets (ROA) formula. Note: Only firms scoring an aggregate of 50% marks shall be pre-qualified / short listed. 16

19 Annexure E 17 1