Rastriya Beema Company Ltd Ramshahpath, Kathmandu. Terms of Reference For Development & Implementation of Integrated Software System

Transcription

1 Rastriya Beema Company Ltd Ramshahpath, Kathmandu Terms of Reference For Development & Implementation of Integrated Software System 1. Background In this age of information and technology, the importance of information system cannot be overrated. However, the present information/software system in the Rastriya Beema Company Limited (RBCL) is still at an early stage of development. The existing system is limited, not reliable, data duplication problem. Lack of proper Software management system is acting as a major bottleneck in efficient service delivery and improved governance of the Department. Hence, Rastriya Beema Company Limited envisages development and implementation of Integrated systems. 2. Objectives 1. To develop integrated software system and network infrastructure at RBCL and its branches to build a robust, reliable and scalable system to support enhanced functionalities of the RBCL system to meet the requirements outlined in this TOR. 2. To build capacity of various user groups involved in using, administering and maintaining the system. 3. To ensure the developed system is effectively implemented by RBCL by providing operational support and maintenance services and effective training to different user groups. 3. Justification for Integrated Software System of RBCL Current version of desktop application software at RBCL is basically a simple application that was developed few years back without the anticipation of scalability and security. The platform for existing project would be difficult to take along to incorporate the changing requirements as it may fail to serve the large concurrent access, strong authorization and authentication when it goes live and it is more cohesive in nature to address the needs of the department. For sustainable and institutionalized version of the project, establishment of a functional, scalable and secure integrated software product and responsive and interoperable website is mandatory to facilitate implementation of the software for the RBCL. The security of the data as well as the project has to be ensured so the implementation of the latest technology and security standard is inevitable. 1 P a g e

2 4. Objectives of Consultancy The central purpose of the consultancy is to design, develop and implement a comprehensive integrated software system in updated/upgraded version which is cost effective, user friendly, functional, scalable, secure, less cohesive and sustainable. The specific objectives of this Consultancy include: 4.1 Software Documentation The consulting firm should prepare 2 copies (1 hard copy and 1 soft copy) of following documentation with the guidance of Rastriya Beema Company Ltd. a) Requirements documentation b) Architecture/Design documentation. c) Technical documentation. d) End User documentation. 4.2 Detailed analysis of the existing information system at RBCL and its branches and preparation of solution design for an integration system as per requirements. 4.3 Development of Integrated software, including integration of all business modules, accounts, store, as per requirements described. 4.4 Deployment of high available, highly scalable, highly secure Disaster Recovery (DR) and Data Centre (DC) Site to optimize the performance/operation of integrated software. 4.5 Defining Institutional arrangements and undertake training and capacity-building for effective system implementation and sustainability. 4.6 Briefing the technical details and knowledge transferring by implementing comprehensive workshop to Project Evaluation Team. 4.7 Going through the TOR in detail and come up with feedback and suggestion for better alternatives (if any). 4.8 Proposing the best working methodology with proper time and human resource scheduling. 5. Scope of work For all the Key Activities and Deliverables mentioned below the Consultant has to consult with the Project Evaluation Team (formed by RBCL). The Consultant s tasks will include but not be limited to the following: 2 P a g e

3 A. Underwriting module: The developer should develop Non Life Insurance segment wise Underwriting Modules. Currently 6 Segment was used followed by Nepalese Industry. All modules must consist following initial segments. a) Issue policy: 1. For fresh policy 2. For endorsement: Additional/extra endorsement Nil endorsement Name transfer endorsement Refund endorsement Cancellation endorsement 3. Renewal b) KYC entry: c) Bank and their Branches Entry: d) Risk Information e) Agents details f) VAT Invoicing as per IRD rules. Other features in underwriting module: 1. VAT cancellation 2. Credit Note/Debit Note. 3. Renewal Notice 4. Search engines: a. Policy search b. Claim search c. Debit advice/credit advise search d. Insured search e. Invoice No. search f. Insured wise search B. Collection Module: Vat Invoice no, Receipt No., Receipt Date & source (Mode) of amount, Cheque/Credit Details and amounts Bank s Name, Branch, Cheque Type, Cheque Date and Cheque No Cheque printing and management system. 3 P a g e

4 C. Commission Module: a) Agent wise details including name address, code, Bank accounts. b) Agent Business Statement: c) Agent Commission Payable Statement: d) Agent Commission Payable Summary: D. Payroll Module. a) Preparation of Monthly payroll as per company's rules. b) Database of Individual staff showing personal and transaction with staff made by company. eg. advances, provident fund etc. E. Claim Module: Claim register including date of accident, intimation date, surveyors details etc. Actual payment of claims. Outstanding claims details Partial payment of claims F. Re-Insurance Module: 1. Various setup forms: Treaty Limit, RI share, Broker, quarterly period etc. 2. Automatically break down the policy on the basis of setups. 3. Facultative placement 4. Inward facultative entry. 5. Various reports G. Account Module: 1. voucher entry facility created branch wise Voucher type wise. Purchase of Assets and stationery Investment vouchers 2. Reports such Ledger (report display and excel) Trail balance (branch wise, Policy wise, Claim wise) Consolidated and individual final accounts according to chart of accounts prescribed by Insurance Board of Nepal 3. Voucher related to underwriting, commission, bank deposit, claim, RI modules integrated into ensure system automatically. 4 P a g e

5 H. Security module: 1. User Manager Add/Edit User Group Wise Security Settings User Wise Security Settings Group Wise Security Settings User Wise Security Setting 2. Change password 3. Policy Issue Block 4. User Wise Portfolio Rights Setup 5. Print Options 6. Login History: 7. Module Hit Action History: 8. Data Lock Underwriting Data Lock Collection Data Lock Account Data Lock Underwriting Data Update Lock RI Data Lock Claim Data Lock 9. Log User Activity Log Log Report Audit log (Log of edited, modified entries in accounts, underwriting or claim) 10. Approve Policy 11. Receipt Print History 12. Policy Print History 13. VAT Bill Print History 5 P a g e

6 I. Reports: 1. General Reports Underwriting Reports Premium Register Portfolio wise Premium Register Branch Business Summary Credit Note Register Vat Bill Register Party Wise Vat Summary Report Party wise Vat Details Report Sales Register Purchase Register Renewal Reports Expiry list Notice Sent List Renewed list Non Renewed list Preview Renewal Notice Collection Reports Daily collection Report Deposit Register Bank deposit summary Collection register Agency Reports Agent Business Statement Agent Commission Payable Statement Agent Commission Paid Statement Agent Commission Payable Summary Agent Commission Payable Statement (General) Debit Note Issued Reports Agent Wise Debit Note Field Officer Wise Debit Note Client Wise Debit Note Field Officer Wise Issued Report MIS Reports FO Business Summary Statement Dept Wise FO Business Summary Statement Micro Insurance Annexture 1 User Wise Security Report User Activity Log Money Laundering Reports Money Laundering Report (Annexure 2) Money Laundering Report Portfolio Wise 6 P a g e

7 2. These are reports for claim. They are as: Claim Register Claim Register-General Claim Register-Marine Claim O/S Paid Reports Claim Outstanding Details Claim Paid Details Claim Outstanding Status Details Claim RI Reports Actual Claim Bordereau Estimated Claim Bordereau Re-Insurance Claim O/S Details FO Claim Summary Reports Paid Summary Reports O/S Summary Reports 3. RI Reports Bordereau Master Bordereau Declaration Bordereau Market pool RSDMD-ST Premium Bordereau Local Facultative Inward Facultative Outward Facultative Summary Report Class Wise Summary Report Department Wise Summary Report Declaration Summary Report Risk Profile Medi-claim Reports Travelers Medi-claim Report (NC) Travelers Medi-claim Report (US$) 4. Payroll register. Monthly Salary sheet of all staffs of company according to rules of company. Staff wise ledger of individual staff of company On this background, RBCL is planning to outsource the Development of Integrated software System to the experienced, Innovative and technically capable software development firm(s). This EOI document is intended to short list those software development firm(s) which has enough experience, capability and resources to develop RBCL Software System. 5.1 General Information on the Project Purpose of inviting the EOI: The main purpose shall be to short-list a suitable consulting firm To Design, Develop and Implement Rastriya Beema Company Limited Software System. 7 P a g e

8 Place of submitting of Bid Documents and EOI Minimum eligibility of the firm: Deadline for submission of EOI: Number of copies to be submitted: Duration to make software ready to use: Submission of Document Information from the Client: Contact for technical support. Rajendra Jung Karki Room No. 115 Rastriya Beema Company Limited Established Company, Firm(s) or Institution having: At least 3 years of work experience in related industry 15 th day from the first date of publication of the Invitation notice for EOI no later than the 12:00 hours. One The work shall be completed within 60 days from the date of signing of the contract. The bidder should submit all necessary documents for evaluation purpose as given in EOI Evaluation Criteria sheet. Failure of which makes the firm ineligible for EOI evaluation. The consulting firm may submit the separate documents matching exactly to the format provided by the RBCL or they may fill the same EOI documents they have taken from RBCL but the submitted documents should have authorized stamp and signature by the firm. However EOI documents obtained from RBCL should be enclosed along with submitted documents with stamp and authorized signature, whatsoever. The shortlist shall be published on the News & Events, at the web-site: The Client shall inform the short-list to each of the firms/ and to the lead firm in case of JV and initiate the process of RFP without waiting for the receipt from the firms that they have received the short-list. IT Section Rastriya Beema Company Limited Ramshahpath, Kathmandu, Nepal Phone: Fax No. : Website : [email protected] 6. Training and number of staff to be trained After completion of each module, the firm is required to conduct training session to different user group where the total participant would be decided by Rastriya Beema Company Ltd. The training is considered to be successful once the user group totally understand the data 8 P a g e

9 flows within the system and can make use of the system without any confusion. The firm is expected to prepare the user documentation to distribute to the participants before conducting the training session. 7. Expected Outputs and Responsibility of the Firm The selected firm will be responsible for the following deliverables: a. Detail system analysis and design including i. Identification of exact number of functional and non-functional requirements ii. Prepare Software Requirement Specification (SRS) document iii. Input design iv. Data structure design v. Process design vi. Output design b. Development (coding) c. Testing and debugging including i. Prepare test case ii. Prepare test report iii. Perform unit testing iv. Perform module testing v. Perform Integrated testing vi. Users acceptance test (UAT) d. Implementation and support including i. Orientation and training ii. Deploy and maintain test as well as live environment iii. Post deploy support by stationing required no. of technical staffs iv. On site development for minor requirements 8. Reporting and ownership The draft reports should be submitted to the Project Evaluation Team for review and feedback and recommendations. The final report should have the revision and recommendations incorporated. The reports will be accepted subject to the approval by the RBCL, on the recommendation of the Evaluation Team. 9. Data, Services and Facilities to be provided by the client Make available all project documents including As-Is Report, To-be Report, existing system documents, existing modules and data. Office facilities, telephone, internet, computers, training guides, etc. required for performing installation integrated software system for RBCL. 9 P a g e

10 The consultant, however, will be responsible for all travel, local transport to field and accommodation throughout the period of the contract. The Project Evaluation team responsible for Monitoring and Evaluation will act as a link between RBCL and the consultant. RBCL shall make available department documents that may be required for the success of the Consultancy. RBCL shall ensure timely review of the stages of the consultancy to ensure that the project falls within the scheduled and agreed time lines. 10. Qualifications of the Consultancy Firm and Key Personnel The consultant firm should have prior experience in designing, developing and supporting Implementation of software system in insurance companies/ Government agencies/externally supported projects and/or large concerns. The consultants firm must have considerable experience in design and operationalization of Insurance management system in similar projects. 11. Mandatory Requirement in the EOI Companies should submit letter of expression of Interest (EOI) along with following details. Failure to submit the following documents and information, the firm(s) will not be eligible to be evaluated for EOI process. Duly EOI form filled up in compliance with standard EOI format prescribed under annexure of this TOR. The consulting firm must be registered as Software Development Company in Company Registrar Office in Nepal. The consulting firm must have PAN with VAT from the respective Inland Revenue Office. Tax Clearance of previous three fiscal years. CIB report for not black listed for company and its promoters. Audit financial statements. Self-Declaration Letter of not being disqualified and having no conflict of interest should have been attached. CVs of proposed personnel signed and declaration of the concerned personnel to have committed for this project. 10 P a g e

11 15. Evaluation Criteria of Consultants EOI Application Consultant s EOI application which meets the eligibility criteria will be ranked on the basis of the Ranking Criteria. A maximum of 6 consultants shall be short listed S.N Description Full Mark 1. General Experience Qualification and competency of key staff for the assignment 10 3 Commitment for Code of Ethics 10 4 Number of Client/Software Install 10 5 Security Features 10 6 System Design & Documentation 10 7 Adequacy of the proposed work plan and methodology and 30 specific experience 8 Deployment and Training 10 Total EOI Formats (i) Applicant s information (Annex-1) (ii) Annual Turnover from consultancy services (Annex-2) (iii) Professional Staff Information (Annex-3) (iv) Experience of working (Annex-4) 17. Disclaimer The company has right to change, add, amend and alter any of these provisions with or without prior notice to prospective bidders. The contract to purchase may or may not include above provisions and also company has right to add more features that should be provided by selected company with in specified due date otherwise company can reject selected bidder which cannot provide specified requirements and customizations according to RBCL needs. 11 P a g e

12 Annex-1 Applicant s Information 1. Name of Firm/Company: 2. Type of Constitution (Partnership/ Pvt Ltd/Public Ltd/ Public Sector/Joint Venture): 3. Date of Incorporation / Commencement of Business (Please specify): 4. Place of Incorporation: 5. Details of Services Provided: 6. Registered Office/Place of Business: 7. Telephone No; Fax No; Address 8. Name of Authorized Contact Person / Designation/ Address/Telephone: 9. Name of Authorized Local Agent /Address/Telephone: 10. Consultant s Organization: (Provide Company Profile with description of the background and organization of the Consultant and, if applicable, for each joint venture partner for this assignment.) Note: Supporting documents of above details should be attached.(eg. certificate of registration, TAX/VAT certificate etc. 12 P a g e

13 Annex-2 Applicants Annual Turnover from Consulting Services Assignments Fiscal Year Annual Turnover (NRs) Total Note: Annual turnover means gross sales made in each fiscal year. Audited financial statements should be attached to confirm above sales. 13 P a g e

14 Annex-3 Details of related professional staff and their field of expertise SN Name of Staff Field of Expertise Qualification Years of Experience Note: Short Bio data of developers, coder, and system administrator should be attached. 14 P a g e

15 Annex-4 Experience of working of Company SN Name and location of the Project/Companies Nature of service provided Execution Year and Duration Note: Please attach supporting document to confirm proposed software and development was made on specified company or project. (eg. NOC from concerned client etc.) 15 P a g e