Bidding Fee: Rs for Data Entry & Scanning

Transcription

1 EXCISE & TAXATION DEPARTMENT GOVERNMENT OF THE PUNJAB (Request for Proposals) BIDDING DOCUMENT FOR DATA ENTRY OF HISTORICAL RECORDS AND DOCUMENT SCANNING OF REGISTERED VEHICLES OF THE PUNJAB June 2014 The bidder is expected to examine the Bidding Documents, including all instructions, forms, terms, specifications and charts/drawings. Failure to furnish all information required by the Bidding documents or submission of a Bid not substantially responsive to the Bidding Documents in every respect would result in the rejection of the Bid. Bidding Fee: Rs for Data Entry & Scanning 1 P a g e

2 DATA SHEET (Key Information) 1. Issue Date:, July 5, Closing Date for Proponent Response:, July 22, Bidders are required to be submitted in sealed envelopes, for the requisite services, as per PPRA Rules 2014 specifying single stage two envelopes procedure. Proponents applying for bids should submit two separate sealed bids containing Technical and Financial Proposals. 4. Separate Work Orders / Contracts / Agreements will be made for data entry and document scanning 5. For further Technical queries & information please contact: Director General Excise & Taxation, Punjab, 847-A, Shadman-1, Lahore Tel: Note: In case of Information obtained from any other source other than the above mentioned contact, Director General Excise & Taxation, Punjab shall not be responsible or liable for their information which may not be accurate. 6. Completed Proposal must be delivered to the following address: Director General Excise & Taxation, Punjab 847-A, Shadman-1, Lahore 7. Tel: The cost of this RFP document is Rs.1000 for data entry and document scanning. 9. The tenders shall be opened on the same date at 1400 Hrs. 2 P a g e

3 TABLE OF CONTENTS 1. Introduction and Scope Terminology Selection Criteria and Procedures Mandatory Requirements Additional Information Terms and Conditions Mobilization in Advance Mode of Payment Bank Guarantee Earnest Money Bank Guarantee Performance Bond Confidentiality and Security Pricing Work Plan Terms of Reference Data Entry and Document Scanning Specifications Quantum of Data Entry and Document Scanning Data Entry Time Period District Wise Approximate Data Value District Wise Data Entry Detail District Wise Document Scanning Detail P a g e

4 PART A ADMINISTRATIVE SECTION 1 Introduction and Scope 1.1 Terminology Words used in this document have the meaning set out in this glossary unless otherwise indicated Firm/Contractor/Consultant : Means the successful Proponent to this Request who will enter into a written contract with Director General, Excise & Taxation Punjab, Government of the Punjab. Business Day : Means GOP business day (6 day week) excluding gazette holidays. GOP : Means the Government of Punjab. Proposal : Means the written and sealed response of Firm/Contractor/Consultant. Request for Proposal (RFP) : Means an invitation to Proponents to bid their services or products for the purposes and minimum requirements specified herein. MVR-MTMIS : Means Motor Vehicle Registration - Motor Transport Management Information System, which has successfully been replicated in all the 36 districts of the Punjab. 4 P a g e

5 2 Selection Criteria and Procedures 2.1. Proposal Format The Excise & Taxation Punjab will select a Data entry and Scanning Firm in accordance with PPRA Bids submitted by joint venture should not exceed between more than two firms and should clearly identify the lead firm of the JV. Only one joint venture is allowed. The Firms are invited to submit a Technical and Financial Proposals against the Data Entry and Document Scanning of registered vehicles of the Punjab. Firms are invited to submit 02 (Two) separate proposals against data Entry and document scanning at centralised location Lahore and data Entry and document scanning at 9 divisional headquarters of Excise & Taxation Department, respectively, as per the actual requirements of the Excise Offices. Proposals / Bids (Technical & Financial) should be submitted on turnkey basis for Data Entry and Document Scanning. Please note that: (i) (ii) (iii) The contractor will establish the infrastructure for Data Entry / Document Scanning and depute his/ her team at official Locations of E&T till the completion of the assignment. The costs of preparing the proposal, including a visit to the Client, are not reimbursable as a direct cost of the assignment. Firms must conform to the instructions given regarding proposals preparation and submission as outlined in this RFP, in order to be considered for evaluation. a. Data Entry and Document Scanning Specifications Firms are offered following process of data entry / document scanning and its validation of historical records of registered vehicles the record of which is being kept/ maintained by the E&T Punjab. Firm will develop a small application for data entry of records and will be responsible for data export/ migration in MVR-MTMIS application. 5 P a g e

6 Document Scanning Document scanning will be performed at Excise & Taxation office/offices. Documents of the registered vehicles will be scanned after complete authentication. Firm/contractor will develop application for searching of scanned files and will integrate the same with MVR-MTMIS system through a content management system. Mode of scanning should be coloured with full text readability quality. Desired scanned multiple files should be a single pdf file. Scanned file should not be of huge file size. Excise and Taxation Department staff will also be deputed with the firm just to guide them and help them in record related issues Data Entry A layered supervision hierarchy will have to be maintained by the data entry and validation firm. Data Entry will perform by using the double data entry mechanism. The validators will look into the accuracy of the data to be entered, especially; engine numbers, chassis numbers & CNIC numbers against the specific registration numbers and after giving clearance, the data entry operator will enter the entry into the software Evaluation Criteria All proposals will be evaluated strictly on the basis of PPRA Rules, 2014 The following major categories will be used for evaluating proposals: A) Technical Bid Evaluation B) Financial Bid Evaluation 2.3. Technical Proposal All the bidders are advised in their own interest to provide the following for a fair evaluation of their capacity for the issuance of Purchase Orders. Failure to furnish any of the requisite documents will impact on the possibility of success of the bidder. A duly filled copy of the mandatory documents shall be annexed and attached with the sealed envelope by every bidder. The Technical Proposal shall provide the following information using the attached Standard Forms at Annexes. 6 P a g e (i) Data Entry OR Document Scanning Proposal submission form (Annex-A).

7 (ii) (iii) (iv) (v) (vi) A brief description of the firm and an outline of recent experience on assignments of similar nature, involving data entry/ document scanning expertise during the last five years. For each assignment, the outline should indicate, inter alia, the profiles of the staff used in the previous experiences, duration of the assignment; contract value should not be less than Rs.10 (Million). (Annex-B) Any comments or suggestion on the Terms of Reference and on the data, a list of service, and facilities to be provided by the Client (Annex-C). A description of the methodology and work plan for performing the assignment. (Annex-D) The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member, and their timings (Annex-E). CVs of the professional staff and the authorized representative submitting the proposal. Key information should include number of years working for the firm/ entity and degree of responsibility held in various assignments during the last five (5) years (Annex-F). (vii) Estimates of the total staff input (professional support staff; staff time) needed to carry out the assignment, supported by diagram/chart showing the time proposed for each professional staff team member (Annex-G). Description Certificate of Registration of Firms / Company / Distributor / Dealer. Income Tax Registration. General Sales Tax Registration. Conformance of submission of 02 (Two) separate proposals each i.e. one for data entry and scanning performed at central location and another for data entry and scanning at 09 divisional headquarters. Conformance to the bidding document (As per the RFP or higher). Undertaking that the firm is not blacklisted and involved in litigation with Government. Undertaking in case of JV. Data Entry and Document Scanning Proposal submission form (Annex-A). A brief description of the firm and an outline of recent experience on assignments of similar nature, involving data entry/ document scanning expertise during the last five years. For each assignment, the outline should indicate, inter alia, the profiles of the staff used in the previous experiences, duration of the assignment and outcome of the project/ completion certificate; contract value should not be less than Rs.10 (Million). (Annex-B) Criteria Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory 7 P a g e

8 A description of the methodology and work plan (complete Work break down structure i.e. WBS as specified by the PMI standards) for performing the assignment. (Annex-D) The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member, and their timings (Annex-E) (Documentary evidences are required) CVs of recently signed or qualifications of the proposed professional staff and the authorized representative submitting the proposal. Key information should include number of years working for the firm/ entity and degree of responsibility held in various assignments during the last five (05) years (Annex-F) (The bidder is required to provide the list with contact numbers of references) Estimates of the total staff input (professional support staff; staff time) needed to carry out the assignment, supported by bar chart diagrams showing the time proposed for each professional staff team member (Annex-G). (Documentary evidences are required) Net Worth (Total Assets Total Liabilities) (The bidder should provide Documentary evidences showing the verified statement to calculate the Net worth of the Company / Firm) Mandatory Mandatory Mandatory Mandatory Mandatory The Technical Proposal will be evaluated as per criteria given below: 8 P a g e CRITERIA FOR TECHNICAL EVALUATION Name of Firm : Sr. Description Marks (Max =250) 1. Company s Strength: 50 - Office Set Up (5 Each) - Number of Employees - Skill Set of Resources - Company s presence in the province of Punjab. - Experience for developing an enterprise level application - Experience in developing web based interfaces - Financial Strength - Experience in managing worth 50 Million Plus Projects - Clientele and testimonials - Market Knowledge and innovation 2. Projects and Products 30

9 - Projects Delivered. - Projects in Hand. - Distinguished Achievements. - Company s Experience in Managing a large size operational project. - Company s Experience in Similar Project. - Company experience with Public Sector- preferably Excise & Taxation knowledge on Motor Vehicle Data Base/ System. 3. Proposed Solution - Web Based monitoring tool. - Company s prior experience in software engineering services - Capability of using existing infrastructure - Reliability ( Dependence on electricity, internet and Phone lines etc) - Security Features of the solution Proposed - Roll out strategy. - Site Take over Plan. - HR Plan - Project Transition Plan - Disaster recovery Plan. - System Enhancement Plan w.r.t Turn Key Solutions - Manageability of the business processes of the solution in line with market trends 4. Related Experience (At least 5 Years) - Experience in delivering Turn Key solutions - Experience in Delivering BPO Projects - Experience in Handing integrated Solutions (5 Each) 60 (5 Each) 5. Compliance to RFP (10 Each) 6. Suitability Points based on Value Added Services and how would you 5 rate the company s Solution in terms of Score from Presentation & Capability Demonstration working prototype 50 Total Points Obtained Passing Points 65% Evaluating Committee (Names, stamps/ designations & signatures with dates) Financial Proposal 9 P a g e Financial bid will include rate of data entry / document scanning, including validation. Financial Proposal submission form as Annex-G should also be filled. Assignment / Project Quantity

10 Historical Records/ Files of Vehicles the record of which is being maintained/ kept by the E&T Punjab for Data Entry purpose. No of Files of the Registered Vehicles the record of which is being maintained/ kept by E&T Punjab for Document Scanning 3,400,000 6,000,000 In preparing the Financial Proposal, Firms are expected to take into account the requirements and conditions outlined in the RFP documents.complete furnishing, electrification, networking, computer equipment provision, internet, standard power backup (generator and UPS), telephone etc. will be the responsibility of the contractor/ firm. Utilities will also be paid by the contractor firm/ company. The proposals must also indicate how long the proposals, must remain valid after the submission date. During this period, the Firm is expected to make available the professional staff proposed for the assignment. If the purchaser wishes to extend the validity period of the proposal, the Firms who do not agree have the right not to extend the validity of their proposals. 3 Mandatory Requirements Proposals not meeting all mandatory requirements mentioned here under and in addition to the qualification criteria mentioned in the Data Entry / Document Scanning will be rejected without further consideration Financial Stability The Firms are required to demonstrate financial stability and eligibility to conduct business in Pakistan. The following documents shall also be submitted separately with the technical proposals and bids will only be accepted on verification of these documents by the tender opening committee:- A statement detailing financial strength of the firm/ Proponent. Details of directors / partners etc. Additional information of the organization including Memorandum of Association, Articles of Association of the company or any partnership deeds. Audited Financial Statement for the last two years. A copy of the latest financial statements and bank reference letter Short List The selection procedure of the evaluation team will be to develop a short list based on the technical proposals and competence of the company for the said job, prior to the financial 10 P a g e

11 selection; the short listed proponents may be required to make a detailed presentation of their methodology, and expertise, upon requisition by Director General, Excise & Taxation Government of the Punjab. The Firms experts will be evaluated against the expertise required for the project.. Indemnity The Contractor will indemnify and save harmless Director General, Excise & Taxation, Government of the Punjab from and against all claims, damages, demands, losses, costs, costs and expenses made against or incurred, suffered or sustained by Director General, Excise & Taxation, Government of the Punjab at any time or times (either before or after the expiration, where the same or any of them are based upon or arise out of or from anything done or omitted to be done by the Contractor or by any servant, employee, officer, director or sub-contractor of the Contractor pursuant to the contract Proposal Presentation and Submission This section defines the proposal preparation and submission procedures, which are to be followed by all firms. Submissions will only be accepted in English language. Firms are cautioned to carefully read and follow the procedures required by this RFP, as any deviation from these requirements may become cause of rejection of the proposal/ proposals Closing Date/Submission date In order for the proposal to be evaluated, complete proposals with two separate sealed envelopes, each marked as Technical and Financial, must be received by 12:00HRS on July 22,2014.,, at: Director General, Excise and Taxation, Government of the Punjab 847-A, Shadman - I, Lahore Tel: NOTE: Failure to comply with the following will result in non-consideration or rejection of the proposal: 11 P a g e

12 Each page of the proposal must be signed by the authorized person of the proponent and numbered. No proposal will be accepted by facsimile. Late proposals will be returned unopened, courier collect, to the vendor. Any effort by the proponent to influence Director General, Excise & Taxation, Government of the Punjab, directly or indirectly, in Director General, Excise & Taxation, Government of the Punjab s proposal evaluation, proposal comparison or contract award decisions may result in the rejection of the proponent s. The Technical proposal should not contain any financial data or information as this may be construed as an attempt to influence the technical evaluation process. Proposals that are not substantially responsive to the mandatory requirements will be rejected Format of Proposal Proponents are to prepare their response in the format defined below. Failure to do so may result in non-consideration. Proposals for data entry and document scanning must be arranged as follows: Title page: Showing RFP at each on centralized location/ 9 Divisional Headquarters, date and time, firm/ proponent s name, address, telephone number, and contact person. Letter of Introduction: Introducing the company and signed by the person(s) authorized to sign on behalf of and bind the company to statements made in response to this RFP. Director General, Excise & Taxation, Punjab retains the right to verify any representations made by the company and may request for any documentation for such verification. Table of Contents: Should cover all sections of the response and include page numbers. Executive Summary: Summary of the key features of the proposal. Proposed Solution and Methodology: The proposal will include a complete description of the procedures proposed to meet the requirements of the Project as detailed in Part B (Data Entry / Document Scanning Specifications) of this RFP. Proponents are requested to submit a detailed description of the intended approach, including Project Management, steering and Methodology. This should include but is not limited to: a description of the general approach, hardware and software to be used, client involvement, Project Team members and their roles, delivery schedule and the proponent s quality assurance and testing plan. This must also include a complete work break down structure (WBS) across the whole project life cycle i.e. from pre-initiation to delivery/ deployment. 12 P a g e

13 Pricing: Price, pricing formula and related conditions of Contract. Proponents/ firms must place price quotes in one separate, sealed envelope marked as Financial, if the Proponent fails to qualify in the first part of the evaluation, then the price quote envelope will be returned unopened. Support: The proposal will include the services and/ or support expected from Director General, Excise & Taxation, Government of the Punjab. However, complete furnishing, electrification, networking, computer equipment provision, internet, standard power backup (Generator and UPS) telephone etc. will be the responsibility of the contractor/ firm. Utilities will also be paid by the contractor firm. Appendices: Any additional information, brochures, etc Submission, Receipt, and Opening of Proposals The original proposal Technical Proposal and Financial Proposal shall be prepared in indelible ink. It shall contain no inter-lineation or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be initialed by the persons or person who sign(s) the proposals. An authorized representative of the firm initials all pages of the proposal. The representative s authorization is confirmed by a written power of attorney accompanying the proposal. For each proposal, the Firms shall prepare Technical Proposal and Financial Proposal. Technical Proposal shall be placed in a sealed envelope clearly marked Technical Proposal, and the the Financial Proposal in a sealed envelope clearly marked FINANCIAL PROPOSAL and warning: DO NOT OPEN WITH THE TECHNICAL PROPOSAL. Both envelopes shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address and other information indicated in the Date Sheet and be clearly marked, DO NOT OPEN, EXCEPT IN PRESENCE OF THE EVALUATION COMMITTEE. The completed Technical and Financial Proposal must be delivered at the submission address on or before the time and date. Any proposal received after the closing time for submission of proposals shall be returned unopened. After the deadline for submission of proposals, the Technical Proposal shall be opened immediately by the evaluation committee. The financial Proposal shall remain sealed. 13 P a g e

14 4. Additional Information 14 P a g e Proposals may contain additional information. If alternative solutions are offered, please submit the information in the same format as a separate proposal clearly marked as Alternate Proposal. Director General, Excise & Taxation, Punjab, at its sole discretion may or may not consider the Alternate Proposal and shall not be liable for the nonconsideration of the time Selection Procedure The recommended Contractor will be selected by an Evaluation Team strictly on the basis of Punjab Procurement Rules, Terms and Conditions 5.1. Financial Terms Mobilization in advance 10% of total amount of contract will be paid to contractor in advance as mobilization within 30 days of signing of the contract Mode of Payment Payments will be made on monthly basis. Invoices will be raised by the firm during the last week of the concerned month. Excise & Taxation, Punjab will ensure that the District Excise & Taxation Offices or the central facility/ office in Lahore as the case may be will provide the firm with enough files for data entry / scanning in advance. Payment will be made against the scanning and data entry of the authenticated / validated records and after confirmation of the competent/ concerned authority, who shall not proceed before the data entered, complete in all respeccts, as specified in this document, shall be made incorporated/ asimilated into the MVR-MTMIS system Bank Guarantee Earnest Money. All bidders are required to submit 2% bid as security/ earnest money for data entry and scanning at centralized location or 09 divisional headquarters whichever proposal is the highest quote in the form of a bank guarantee or bank draft/ pay order. The bank guarantee should be furnished by a reputable bank acceptable to Director General, Excise & Taxation, Punjab in favor of Director General, Excise & Taxation, the Punjab and shall be valid for a period of three (3) months. The bank guarantee / pay order for earnest money will be

15 returned to the unsuccessful bidders on issuance of Letter of Acceptance (LOA) by the Director General Excise & Taxation Punjab to the successful bidder Bidders submitting a proposal without acceptable earnest money would be immediately disqualified Bank Guarantee Performance Bond. Upon successful selection and on signing of contract, the successful bidder will be required to furnish a performance guarantee for of 2% of the total value of contract for the relevant component. The bank guarantee should be furnished by a reputable bank in favor of and acceptable to Director General, Excise & Taxation, Government of the Punjab and shall be valid for entire period of the contract Inquiries All inquiries related to this RFP must be in a written form and directed to Director General, Excise & Taxation, Government of Punjab, as noted in the Summary of Key Information. Information obtained from any other source is not official and may not be accurate. Inquiries and responses will be recorded and may be distributed to and shared with all the proponents at Director General, Excise & Taxation, Government of the Punjab sole discretion Notification of Changes All participating recipients of this RFP who have returned the Receipt Confirmation Form will be notified regarding any changes made to this document for purposes of clarification No Bids Recipient of RFP who wish to notify Director General, Excise & Taxation, Government of Punjab of non-participation must submit a No-bid notification. Once this No-bid notification is received by Director General, Excise & Taxation, Government of Punjab, such recipients will be precluded from participating at any stage 5.5. Unsolicited Proposals Unsolicited proposals will not be considered, however, proposals that comply with all the requirements of this RFP may be considered Acceptance of Proposals 15 P a g e

16 This RFP should not be construed as a contract to purchase goods or services. Proposals will be assessed in light of the evaluation criteria as provided in the bidding document. Subsequent to the submission of proposals, interviews may be conducted with the proponents, but there will be no obligation to receive further information whether written or oral, from any proponent to disclose the nature of any proposal received. Director General, Excise & Taxation, Government of Punjab will not be obligated in any manner to any proponent until a written contract has been duly executed relating to an approved proposal Acceptance of Terms All terms and conditions of this RFP are assumed to be accepted by the proponents and must be incorporated in their proposals, except such conditions and provisions as are expressly excluded. Client may provide the firm with an opportunity to review these conditions upon selection of the successful Contractor Firm Offers All proposals shall be firm offers, and will be valid for a period of ninety (90) calendar days after the submission deadline Ownership of Responses All responses to this RFP become the property of Director General, Excise & Taxation, Government of the Punjab Costs of Responding The proponents shall wholly absorb all costs incurred in the preparation and delivery of proposals and any subsequent presentations. Director General, Excise & Taxation, Government of Punjab shall not be liable for any expenses/ liabilities incurred by the proponent pursuant to the preparation of the proposal Definition of Contract Notice in writing to a proponent of the acceptance of its proposal by Director General, Excise & Taxation, Government of Punjab, and the subsequent full execution of a written agreement 16 P a g e

17 will constitute a contract for the goods or services, and no proponent will acquire any legal or equitable rights or privileges whatever relative to the services Proposals as Part of Contract Any additional utilities/ add-ons offered in same price by proponents/ firms, and if accepted may form part of any contract. Proposal will be at the proponents own risk Liability of Errors Director General, Excise & Taxation, Government of the Punjab shall not be held liable or accountable for any errors or omissions in any part of this RFP, nothing in this RFP is intended to relieve proponents from forming their own opinions and conclusions in respect of the matters addressed in this RFP Compliance with Laws The Contract will give all the notices and obtain all the consents/ approvals from relevant Government Departments required performing the work. The Contract will comply with all the laws applicable to the work or the performance of the contract. 6 Confidentiality and Security 6.1. Restriction of Use This document or any portion thereof may not be used for any purpose other than the submission of proposal in response to this RFP Security Policies The successful Contractor must agree to maintain national/ international security standards consistent with minimum-security policies stipulated in this RFP. These include strict control of access to data and maintaining confidentiality of information gained while carrying out their duties/ business in the discharge of this document. Due to the sensitive nature of this contract, the successful bidder will be required to deploy an acceptable security plan to ensure that access to data, equipment and materials is strictly controlled. This includes site access control logs, database access logs/ security, network security, data transmission, equipment operation logs, issue control system and motion detectors etc. The proposed plans should be supported by relevant/ prevalent standards in this business/ industry/ work. Ethical practices shall be observed by all in letter and spirit as per the Industry standards. 17 P a g e

18 6.3. Confidentiality All proposals submitted by proponents shall be held in strict confidence and will not be revealed directly or indirectly to any other party. Information pertaining to Director General, Excise & Taxation, Government of the Punjab obtained by the Contractor as a result of participation in this project is confidential and must not be disclosed without written authorization. 7 Pricing Firm Pricing Rates quoted in the proposal shall be firm for a period of at least 90 calendar days after the submission deadline. Prices quoted in the proposal must be based on a fixed price. Proponents must place quotes in one separate, sealed envelope. If the Proponent fails to qualify in the first part of the evaluation, the Financial envelope will be returned, unopened Currency and Taxes Prices quoted are to be in Pak Rupees, inclusive of all applicable taxes, fees and other charges imposed under the applicable law, which would be paid by the contractor. 8 Work Plan Project Planning The proponent shall submit a work plan, along with the methodology document in the proposal in detail containing the full scope of the work to be undertaken showing different phases and aspects (i.e. complete work breakdown structure WBS ) of the project Project Plan Submissions The proponent shall provide the following planning documents: 1. Preliminary Execution Plan. 2. Bar Chart showing activities and milestones. 3. Complete work breakdown structure WBS as per the specifications of PMI USA. 9 Terms of Reference 9.1.Project 18 P a g e

19 The project requires digitization of historical records of registered vehicles with the Excise & Taxation Punjab and document scanning of such vehicles thereof. The detail of records to be entered/ scanned is given in detail in Data Entry/ Scanning Specifications under clause Project Location Contractor / Firm will depute the professionals for data entry / scanning of registered vehicles. Complete furnishing, electrification, networking, computer equipment provision, internet, telephone etc will be the responsibility of the contractor/firm. Utilities will also be paid by the contractor firm. 10 Data Entry/ Document Scanning Specifications Firms are offered following process of data entry / document scanning and its validation of historical records of registered vehicles of Punjab. However if a firm suggests better solution for data entry and validation of historical records, then Excise & Taxation, Punjab will see and decide the offered process: a. Special care should be taken to ensure that vital information pertating to the vehicel is thoroughly validated which include the registration numbers, engine numbers, chassis numbers & CNIC numbers. b. Double data entry technique should be used. c. Firm should also implement a quality control process with standard random sampling techniques. A satndard random sampling modle should be incorporated in the proposals submitted by bidding firms whereby E&T shall select and verify the quality of scanning and data entry. d. Firm should ensure to implement proper hierarcy and independent control in the data entry and quality control processes, meaning thereby that the supervisory tier of data entry and quality control/ assurance stream should be sperate. Similarly; the documents of the registered vehicles will be scanned after complete authentication and developed application by the contractor firm for searching of records that will, presently and/ or later on, be integrated with MVR-MTMIS application through content management system or similar system in vogue or one that would be deployed by the centralization of databases project. 19 P a g e

20 Excise and Taxation Department staff will also be deputed with the firm to guide them and help them in record related issues. A dedicated officer from domain side of E&T Punjab shall contunually supervise the quality of scanning and data entry by adopting random sampling technique. The ramdom sampling module for the same is thus required to be provided by the bidding firms along with WBS. Excise & Taxation, Punjab has already experienced various phases of the process in detail and has estimated that the data validation exercise actually will take twice as much effort as the data entry. The bidding firms are required to expressedly incorporate all this in the detail of their WBS as stated above. Proper data entry / scanning record and issues log will be maintained by each team. The validators and supervisors will help the data entry operators in understanding and conforming the data. If some piece of record is not clear, the written request for clarification may be sent to the department by the contracting firm. After entering of all the data/ scanning of all the files, the record will be handed over to the District Excise offices or the central office as the case may be, who will then send the record for detailed scrutiny. Accompanying the record intended for scanning and data entry there will be a detailed list of all the pending issues on records and incomplete records, for which a workable solution will be evolved jointly by the department and the contractor. The record will be received back by the Firm s manager with the resolution of all the issues as well as marked and signed corrections into the entered / scanned data. The record will again be entered / scanned and validated, the process will repeat until the Excise and Taxation Department Staff accepts the record. Payment will be made against the data entry of the authenticated / validated records and after confirmation of the competent/ concerned authority. 11 Quantum of Data entry / scanning and Validation work The successful firm will be responsible for data entry / scanning and Validationof data entries / scanning as explained in the preceding sections. Following table explains the quantum of data entry / document scanning and validation work for each type of entry. 20 P a g e Assignment / Project Quantity

21 Historical Records/Files of Registered Vehicles of with the E&T Punjab for Data Entry No of Files of the Registered Vehicles of with the E&T Punjab for Document Scanning 3,400,000 6,000,000 It may be noted that the 3.4 million files/ records for the data entry are amongst the 6.0 million files which are to be scanned under this contract. In preparing the Financial Proposal, Firms are expected to take into account the requirements and conditions outlined in the RFP documents. The bidding is required to include all costs of the software and validation etc. in the bid price. No separate compensation or support will be provided by the client after the approval of the bid price. Any software that is used to enter the data will become the property of the Excise & Taxation, Punjab for future use. Furthermore no hardware will be provided by the purchaser to the Data Entry / Scanning Contractor carrying out data entry/ document scanning. The Bidders are however required to submit a data entry/ document scanning calculation sheet as part of their financial bid to clearly demonstrate the cost of the data entry/ scanning. Complete furnishing, electrification, networking, computer equipment provision, internet, power backup (generator; UPS etc.) telephone etc. will be the responsibility of the contractor/ firm. Utilities will also be paid by the contractor firm thereof. Data Entry Time Period Total time period allowed for both scanning of six (06) Million files of already registered vehicles and the data entry of 3.4 Million records will be five (05) months. The validation and up-dation/ integration of entered data shall be done simultaneously. The whole project shall not exceed six (06) months in total. 12 District Wise approximate Data Value District Wise approximate data volume is given below under clause 13.1 & However, there may be a plus minus of 5% in below mentioned figures. The payment will be made to the firm/ contractor as per the actual validated Data Entry or File Scanning: 21 P a g e

22 13.1. District wise Data Entry DATA ENTRY OF HISTORICAL RECORDS (DISTRICT WISE) Sr. District Name Motor Cycles Other than M. Cycles TOTAL 1 Attock 11,279 16,347 27,626 2 Bahawalnagar 99,199 5, ,764 3 Bahawalpur 93,029 31, ,888 4 Bhakkar 22,428 8,604 31,032 5 Chakwal 18,033 12,494 30,527 6 Chiniot D.G Khan 97,268 56, ,987 8 Faisalabad 186,123 79, ,981 9 Gujranwala 182,299 37, , Gujrat 81,467 34, , Hafizabad 12,611 6,158 18, Jhang 73,866 29, , Jhelum 43,384 18,752 62, Kasur 6,235 27,512 33, Khanewal 82,421 15,815 98, Khushab 17,807 15,523 33, Lahore 25,000 40,000 65, Layyah 38,200 7,653 45, Lodhran 23,058 11,943 35, M.B Din 28,990 8,599 37, Mianwali 42,422 12,897 55, Multan 253,844 98, , Muzaffargarh 55,091 4,772 59, Nankana sahib Narowal 10,817 5,251 16, Okara 48,906 19,762 68, Pakpattan 21,713 6,709 28, R.Y Khan 156,316 41, , Rajanpur 15,952 2,388 18, Rawalpindi 123, , , Sahiwal 84,465 51, , Sargodha 94,972 45, , Sheikhupura 21,208 28,720 49, Sialkot 147,897 44, , T.T Singh 70,352 16,764 87, Vehari 106,966 37, , P a g e

23 G.TOTAL 2,397,829 1,002,171 3,400, District Wise Document Scanning DOCUMENT SCANNING OF REGISTERED VEHICLES(DISTRICT WISE) Sr. District Name Motor Cycles Other than M. Cycles TOTAL 1 Attock 23,167 18,383 41,550 2 Bahawalnagar 88,222 4,921 93,143 3 Bahawalpur 141,318 37, ,955 4 Bhakkar 24,069 8,163 32,231 5 Chakwal 20,364 11,464 31,828 6 Chiniot D.G Khan 148,050 55, ,815 8 Faisalabad 345, , ,534 9 Gujranwala 255,000 42, , Gujrat 127,672 34, , Hafizabad 17,026 6,055 23, Jhang 71,649 26,033 97, Jhelum 59,084 17,446 76, Kasur 8,599 25,095 33, Khanewal 71,760 13,524 85, Khushab 22,360 14,628 36, Lahore 897, ,069 1,754, Layyah 37,417 7,115 44, Lodhran 23,339 10,566 33, M.B Din 36,672 7,988 44, Mianwali 44,938 11,630 56, Multan 383, , , Muzaffargarh 50,199 4,920 55, Nankana sahib 7, , Narowal 11,955 4,977 16, Okara 97,237 21, , Pakpattan 31,767 6,725 38, R.Y Khan 222,089 43, , Rajanpur 18,918 2,068 20, Rawalpindi 173, , , Sahiwal 141,386 53, , Sargodha 128,226 45, , Sheikhupura 24,443 26,824 51, Sialkot 198,439 46, , P a g e

24 35 T.T Singh 69,164 14,929 84, Vehari 105,951 33, ,102 G.TOTAL 4,128,643 1,871,357 6,000,000 AVERAGE NO OF PAGES IN A FILE Sr. Case Average No of Pages No# 1 Motor Cycles Motor Cars & Others P a g e

25 Annex-A Data Entry/ Document Scanning and Validation Proposal submission form [Location, Date] To, The Director General, Excise & Taxation, Punjab, Government of the Punjab 847-A, Shadman - 1, Lahore We, the undersigned, offer to provide the services for data entry / document scanning and Validation of Historical records of registered vehicles of the province Punjab for Excise and Taxation Punjab in accordance with your request for proposal dated [date] and our proposal. We are hereby submitting our proposal, which includes this [data entry / document scanning]and Validation Proposalof the Punjab, and a financial proposal sealed under a separate envelop. We understand you are not bound to accept any proposal you receive and the volume of [data entry / document scanning], may be increased / decreased as per actual requirements. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address: 25 P a g e

26 Annex-B Project Reference Using the format below, provide information on each assignment for which your firm / entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted. Assignment Name: Country: Location within Country: Name of Client: Professional Staff provided by your Firm/Entity (profiles): No. of Staff: Address: No. of Staff months; Duration of Assignment: Start Date (month/year) Completion date (Month/Year) Approx. Value of services (Rs.) Name of Associated Firms, If any: No. of Months of professional staff provided by associated firms: Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed: Narrative Description of Project: Description of Actual Services provided by your staff: Firm s Name: 26 P a g e

27 Annex-C Comments and Suggestions of Firms on Terms of Reference and on data, services, and facilities to be provided by the client On the terms of Reference: On the data, services and facilities to be provided by the client: P a g e

28 Description of the methodology and work plan for performing the assignment Annex-D A comprehensive document detailing each and every step and process proposed by the contractor/firm to be followed in order to accomplish the Data Entry / Document Scanning of Registered Vehicles of the Punjab. The document will be an important assessment tool for the qualification and marking of scores for the contractor/firms proposal during the bid evaluation process. 28 P a g e

29 Team composition and task assignments Annex-E 1. Technical / Managerial Staff Name Position Task 2. Support Staff Name Position Task Resumes of team members also to be provided in the attached format 29 P a g e

30 Format of curriculum vitae (CV) for proposed professional staff Annex -F Proposed Position: Name of Firm: Name of Staff: Profession: Date of Birth: Years with firm/entity: Nationality: Detailed Tasks Assigned: Key Qualifications: (Give an outline of staff member s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations. Use about half a page). Education: (Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page:) Employment Record: (Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held and locations of assignments. For experience in last ten years, also given types of activities performed and client references where appropriate. Use about three quarters of a page). Languages: (For each language indicate proficiency excellent, good, fair, or poor in speaking, reading and writing). Certification: 30 P a g e

31 I, the undersigned, certify that to the best of my knowledge and belief, these date correctly describe my qualifications, my experience and me. Dated: (Signature of staff member and authorized representative of the firm). [Day/Month/Year] (day/month/year) Full Name of staff member: Full name of authorized representative: 31 P a g e

32 Financial proposal submission form Annex-G [Location, Date] To, The Director General, Excise & Taxation, Punjab, Government of the Punjab 847-A, Shadman - 1, Lahore We, the undersigned, offer to provide the services for [Data Entry / Document Scanning] and Validation of Historical records of registered vehicles of Punjabfor Excise and Taxation, Punjab in accordance with your request for proposal dated [date] and our proposal. Our attached financial is for the sum of [amount in words and figures]. This amount is exclusive of the local taxes, which we have estimated at [amount in words and figures].the rate per file/vehicle for [Data Entry /] will be [amount in words and figures]. The rate per single side of page [Document Scanning] will be [amount in words and figures] This amount is exclusive of the local taxes, which we have estimated at [amount in words and figures]. We understand you are not bound to accept any proposal you receive and the amount may be reduced as per actual Data Entry / Document Scanning. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address: 32 P a g e

33 7.1 Performance Security WHEREAS [Name and Address of the Contractor] (hereinafter called "the Contractor") has agreed to supply the Goods and render the Services against Tender No. (hereinafter called "the Contract") for the Contract Value of PKR (in figures ) (in words ) AND WHEREAS it has been stipulated in the Tender Document that the successful Contractor shall furnish Performance Security, within three working days of the receipt of the Acceptance Letter from the Purchaser, in the form of a Bank Guarantee, issued by a scheduled bank operating in Pakistan, as per the format provided in the Tender Document or in another form acceptable to the Purchaser, for a sum equivalent to 2% of the contract value, valid from the date of issue until all obligations have been fulfilled in accordance with the Contract; AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank] (hereinafter called "the Guarantor") has agreed to give the Contractor a Guarantee; THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to the Purchaser, for the sum of PKR (in figures ) (in words ) and undertakes to pay to the Purchaser, upon receipt of his written demand(s), any sum(s) as specified by him, not exceeding the above limit in aggregate, without cavil / argument and without the Purchaser having to substantiate / prove or to show grounds / reasons for such claim(s), on the occurrence of any / all of the following conditions: 1. If the Contractor commits a default under the Contract; 2. If the Contractor fails to fulfill any of the obligations under the Contract; 3. If the Contractor violates any of the provisions of the Contract. Provided that the Purchaser shall specify the occurred condition(s) owing to which the said sum is due to him. Provided further that any demand(s) / claim(s) from the Purchaser shall reach the Guarantor within thirty working days after the expiry of the Guarantee. This guarantee shall remain valid up to or until all obligations have been fulfilled in accordance with the Contract, whichever is later. Date this day of P a g e

34 GUARANTOR Signature CNIC # Name Designation Address 34 P a g e

35 7.2 Contract This Contract is made on _2014 at 35 P a g e Lahore Between [Name & Address of the Purchaser] (hereinafter referred to as the Purchaser ) of the one part And [Name & Address of the Contractor] (hereinafter referred to as the Contractor ) of the other part Which expression shall include their respective heirs, legal representatives, successors, assignees & nominees. For Data Entry & Document Scanning (hereinafter referred to as the Services ). 1. The Contractor hereby covenants with the Purchaser to supply the Goods and provide the Services and to remedy defects / damage therein, at the time and in the manner, in conformity in all respects with the provisions of the Contract, in consideration of the payments to be made by the Purchaser to the Contractor. 2. The Purchaser hereby covenants with the Contractor to pay the Contractor, the Contract Price or such other sum as may become payable, at the times and in the manner, in conformity in all respects with the provisions of the Contract, in consideration of supply of the Goods and provision of the Services and remedying of defects / damage therein. 3. The following shall be deemed to form and be read and construct as part of this Contract: a. The Tender Document b. Terms and Conditions of the Contract c. Special Stipulations d. The Technical Specifications e. Tender Form f. Price Schedule g. Affidavit

36 h. Authorized Dealership / Agency Certificate i. Financial Summary j. Tender Security k. Performance Security l. Service Level Agreement ( SLA ) 4. This Contract shall prevail over all other documents. In the event of any discrepancy / inconsistency within the Contract, the above Documents shall prevail in the order listed above. 5. IN WITNESS whereof the parties hereto have caused this Contract to be executed, in the presence of the witnesses and in accordance with their respective laws, the day and the year first above written. PURCHASER Signature CONTRACTOR Signature CNIC # CNIC # Name Designation Address Name Designation Address WITNESSES Signature Signature CNIC # CNIC # Name Designation Name Designation Address Address 36 P a g e

37 35 P a g e SAMPLE PRINTSCREENS

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42 40 P a g e SAMPLE FILE FOR SCANNING

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