Directorate General, Excise, Taxation & Narcotics Control, Khyber Pakhtunkhwa
REQUEST FOR PROPOSAL (RFP) (Turn Key Basis) (REVISED)
Development of Centralized Urban Immoveable Property (UIP) Tax System and GIS Based Property Solution & Survey in Districts Abbottabad & Nowshera
Last Date/ Time for Submission: January 30, 2020 at 1130 hours
Bid Opening Date/ Time: January 30, 2020 at 1200 hours
Directorate General, Excise, Taxation & Narcotics Control, Khyber Pakhtunkhwa, Auqaf Complex, Shami Road, Peshawar Cantt: Phone No.091-9212260, 091-9212261, Fax: 091-9211474 www.kpexcise.gov.pk
Letter of Invitation (LOI)
RFP No. 1234/DG/Excise ………………………………… Peshawar, dated 2nd December , 2019
Dear M/S………,
1. The Director General Excise, Taxation and Narcotics Control (DG ET&NC), Government of Khyber Pakhtunkhwa, requires the services of a reputed IT company, firm, organizations, other body incorporate (public or private) for Complete Solution of Development of Centralized Urban Immoveable Property Tax System, provision of the GIS related Hardware, Software, Survey and Development of GIS based Property Tax Solution Module, its integration with UIP tax MIS, conducting GIS based survey of taxable units and their assessment in District Nowshehra and Abbottabad, as outlined in the Terms of Reference (TORs). 2. The IT company/ firm/ organization shall provide and render services to the Department with regard to the study of existing system of data gathering, loop holes in the system, credibility and reliability of the system, establish liaison with the Department, depute and station staff in the Department's approved offices in Nowshehra and Abbottabad, hold GIS based physical survey as elaborated in the TORs and submit stage wise reports and make presentation to the Department. 3. The IT Company/ firm must be an organization, shall have good name, standing, requisite experience, expertise and professional reputation for performing similar job/ assignment and should not be on the defaulters or negative list of any statutory / regulatory body / authority. 4. It shall submit its proposals through single stage two envelopes in one covering envelope separately sealed technical and financial proposals to the Director General, Excise, Taxation & Narcotics Control, Khyber Pakhtunkhwa on prescribed forms available in the bidding document, which can be obtained from the said office, download from official website (www.kpexcise.gov.pk) free of cost. 5. A firm/ organization will be selected under Quality and Cost-Based Selection and procedures described in this RFP, in accordance with the Khyber Pakhtunkhwa Public Procurement Regulatory Authority Rules 2014. 6. The RFP includes the following documents: Section 1 - Letter of Invitation Section 2 - Instructions to Bidders and Data Sheet Section 3 - Technical Proposal: - Standard Forms
Section 4 - Financial Proposal - Standard Forms Section 5 - Terms of Reference Section 6 - Standard Forms of Contract
7. Please inform us in writing at the following address: Directorate General, Excise &Taxation, Shami Road Peshawar within 3 days of receipt: a) That you have received the Letter of Invitation; and b) Whether you will submit a proposal alone or in association.
Yours sincerely,
Syed Fayyaz Ali Shah, Director General, Excise, Taxation, and Narcotics Control, Khyber Pakhtunkhwa, Peshawar
Instructions to Bidders & Data Sheet 1
Section 2 - Instructions to Bidders and Data Sheet Definitions: a) “Bidder/Tenderer” means a registered Company, public organization, Survey firms, social sector organization, not-for-profit entities, development financial institution (domestic and international) complying with criteria given in this document that has submitted its bid as per the criteria/specifications listed. b) "Bidding document" means this document along with its appendices and annexure offered to the potential survey firms as a result of RFP against payment of specified charges in order to invite technical and financial bids from those survey firms to GIS based survey of taxable unit and their assessment in the District Abbottabad and Nowshehra. c) "Contract" means the Contract signed by the Parties and all the attached documents listed in its Clause 1 that is the General Conditions (GC), the Special Conditions (SC) by which the GC may be amended or supplemented, and the Appendices. d) “Contract Price” means the entire sum of portion thereof payable to the Survey firm/ entity under the Contract for the full and proper performance of its contractual obligations. e) "Client" means the agency with which the selected Bidder signs the Contract for the Services. f) "Bidder" means any entity (public or private) including a Joint Venture that will provide the Services to the Client under the Contract. g) "Data Sheet" means such part of the Instructions to Bidders used to reflect specific assignment conditions. h) "Day" means calendar day. i) "Government" means the Government of Khyber Pakhtunkhwa. j) "Instructions to Bidders" means the document which provides Bidders with all information needed to prepare their Proposals. k) "Joint Venture" means a Bidder which comprises two or more Partners each of whom will be jointly and severally liable to the Client for all the Bidder's obligations under the Contract. l) "Personnel" means qualified persons provided by the Bidder and assigned to perform the Services or any part thereof. m) "Proposal" means a technical proposal or a financial proposal, or both. n) "QCBS" means Quality- and Cost-Based Selection. o) “RFP” means this Request for Proposal. p) "Services" means the work to be performed pursuant to the Contract. Instructions to Bidders & Data Sheet 2
q) "Standard Electronic Means" includes facsimile and email transmissions. r) "Sub-Bidder" means any person or entity with whom the Bidder associates for performance of any part of the Services and for whom the Bidder is fully responsible. s) "Terms of Reference" (TOR) means the document included in the RFP, which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Client and the Bidder, and expected results and deliverables of the assignment.
1. Introduction
1.1 The Procuring Entity named in the Data Sheet will select a consulting firm/organization (the Bidder), in accordance with the method of selection specified in the Data Sheet.
1.2 The eligible Bidders are invited to submit a Technical Proposal and a Financial Proposal, as specified in the Data Sheet. The Proposal will be the basis for contract negotiations and ultimately for a signed Contract with the selected Bidder. To prepare a proposal, please use the attached Forms / Documents listed in the Data Sheet.
1.3 Bidders requiring a clarification of the Documents must notify the Directorate General in writing, not later than Seven (07) days before the proposal submission date. Any request for clarification in writing shall be sent to the Client’s address indicated in the Data Sheet. The Client shall respond to such requests and copies of the response shall be sent to all invited Bidders.
1.4 Bidders are encouraged to attend a pre-proposal conference if one is specified in the Data Sheet. Attending the pre-proposal conference is, however optional.
1.5 At any time before the submission of proposals, the Client may, for any reason, whether at its own initiative or in response to a clarification requested by an invited consulting firm, modify the Documents by amendment. The amendment shall be sent in writing to all invited consulting firms and will be binding on them. The Client may at its discretion extend the deadline for the submission of proposals.
1.6 Bidders shall bear all costs associated with the preparation and submission of their proposals and contract negotiation. The Procuring Entity reserves the right to annul the selection process at any time prior to Contract award, without thereby incurring any liability to the Bidders.
1.7 Procuring Entity may provide facilities and inputs as specified in Data Sheet.
Instructions to Bidders & Data Sheet 3
2. Conflict of Interest & Conflicting Relationships
2.1.1 Bidders are required to provide professional, objective, and impartial advice and holding the Procuring Entity interest Paramount. They shall strictly avoid conflict with other assignments or their own corporate interest. Bidders have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of the Procuring Entity, or that may reasonably be perceived as having such effect. Failure to disclose said situations may lead to the disqualification of the Bidder or the termination of its Contract.
2.1.2 Without limitation on the generality of the foregoing, Bidders, and any of their affiliates, shall be considered to have a conflict of interest and shall not be recruited, under any of the circumstances set forth below: i. A Bidder that has been engaged by the procuring Entity to provide goods, works or services other than Consulting services for a project, any of its affiliates, shall be disqualified from providing consulting services related to those goods, works or services conversely, a firm hired to provide consulting services for the preparation or implementation of a project, any of its affiliates, shall be disqualified from subsequently providing goods or works or services other than consulting services resulting from or directly related to the firm’s consulting services for such preparation or implementation. ii. A Bidder (including its Personnel and Sub Bidders) or any of its affiliates shall not be hired for any assignment that, by its nature, may be in conflict with another assignment of the Bidder to be executed for the same or for another Procuring Entity. iii. A Bidder (including its Personnel and Sub Bidders) that has a business or family relationship with a member of the Procuring Entity’s staff who is directly or indirectly involved in any Part of (a) the preparation of the Terms of Reference of the Assignment, (b) the selection process for such assignment, or (c) supervisions of the Contract, may not be awarded a Contract, unless the conflict stemming from this relationship has been resolved.
2.1.3 Government officials and civil servants may be hired as Bidders only if: i. They are on leave of absence without Pay; ii. They are not being hired by the Entity they were working for, six months prior to going on leave; and iii. Their employment would not give rise to any conflict of interest.
2.2 Fraud and Corruption: Instructions to Bidders & Data Sheet 4
2.2.1 It is Government’s policy that Bidders under the contract(s), observe the highest standard of ethics during the procurement and execution of such contracts. In pursuit of this policy, the Procuring Entity follows the instructions contained in Khyber Pakhtunkhwa Public procurement Rules 2014 which defines “ corrupt and fraudulent practices” includes the offering, giving, receiving, or soliciting, directly or indirectly of anything of value to influence the act of another Party for wrongful gain or any act or omission ,including misrepresentation, that knowingly or recklessly misleads or attempt mislead a Party to obtain a financial or other benefit or to avoid an obligation; Under Rule 44 of KPPR 2014, “The PE can inter-alia blacklist Bidders found to be indulging in corrupt or fraudulent practices. Such barring action shall be duly publicized and communicated to the KPPRA. Provided that any supplier or contractor who is to be blacklisted shall be accorded adequate opportunity of being heard”.
2.3 Integrity Pact: Pursuant to section 16(2)(3) of KPPRA Act 2012 Bidder undertakes to sign an Integrity Pact in accordance with prescribed format attached hereto for all the procurements estimated to exceed Rs. 2.5 million.
2.4 The GCC along with the provision of KPPRA Act 2012, Procurement Rules 2014 and the SBDs made there under will also applicable mutatis mutandis. 3. Preparation of Proposal
3.1 In preparing the proposal, Bidders are expected to examine all terms and instructions included in the Documents and PC-1. Material deficiencies (deviation from scope, experience and qualification of personnel etc.) in providing the requested information may result in rejection of a proposal.
3.2 The Proposal as well as all related correspondence exchanged by the Bidders and the Procuring Entity shall be written in English However it is desirable that the firm’s Personnel have a working knowledge of the national and regional languages of Islamic Republic of Pakistan.
3.3 Technical Proposal 3.3.1 During preparation of the technical proposal, Bidder must give particular attention to the following: i. If a Bidder considers that it does not have all the expertise for the assignment, it may obtain a full range of expertise by associating with other firms or entities. You may not associate with the other firms invited for this assignment unless specified in the Data Sheet. ii. The estimated number of key professional staff-months required for the assignment is stated in the Data Sheet. Your proposal should be based on a number of key professional staff-months substantially in accordance with the Instructions to Bidders & Data Sheet 5
above number. However you may propose changes in the light of your experience through your comments on the TOR. iii. It is desirable that the majority of the key professional staff proposed be permanent employees of the firm or have an extended and stable working relationship with it. iv. Proposed professional staff must have relevant experience to the assignment, preferably working under similar geographical condition. v. No alternative to key professional staff shall be proposed, and only one curriculum vitae (CV) may be submitted for each position. vi. Study reports must be in the English Language. Working knowledge of the national language by the firm’s personnel is recommended. The knowledge of the regional language where the Assignment is located will be considered additional qualification.
3.3.2 The Technical Proposal shall provide the following information, using the formats attached in Section 3:
i. TECH 2 – A brief description of the Bidder’s organization and an outline of recent experience on assignments of a similar nature. For each assignment, the outline should indicate, inter alia, the profiles of the staff, duration of the assignment, contract amount and firm’s involvement. ii. TECH 3 – Any comments or suggestions on the TORs and on the data; a list of services and facilities to be provided by the Client and those indicated in the TORs. iii. TECH 4 – A detailed description of proposed approach and methodology. iv. TECH 5 – The list of the proposed staff team by specialty, the tasks that would be assigned to each staff members and their timing. v. TECH-6 – CVs recently signed by the proposed key professional staff and the authorized representative submitting the proposal. Key information should include number of years working for the Bidder and degree of responsibility held in various assignments especially during the last ten (10) years. vi. TECH 7 – Estimates of total staff input (professional and 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 vii. TECH 8 – A weekly work plan, illustrated with a Gantt chart of activities and graphics of the critical path method (CPM) or Project Evaluation Review Techniques (PERT) type. Instructions to Bidders & Data Sheet 6
viii. TECH 9 – A schedule for compilation and submission of various types of reports as envisaged in of TORs. ix. Any additional information as requested in the Data Sheet.
3.3.3 The technical proposal shall not include any financial information.
3.4 Financial Proposal 3.4.1 The Financial Proposal shall be prepared using the attached Standard Forms (Section 4). It shall list all costs associated with the assignment, including (a) remuneration for staff (in the field and at the Bidders’ office), and (b) reimbursable expenses indicated in the Data Sheet (if applicable). Alternatively Bidders may provide their own list of cost. If appropriate, these costs should be broken down by activity. All activities and items described in the Technical Proposal must be priced separately; activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items. 3.4.2 All costs shall be expressed in Pak Rupees. 3.5 The Bidder will be subject to all admissible taxes including stamp duty and service charges at a rate prevailing on the date of contract agreement unless exempted by relevant tax authority.
4. Submission of Proposals
4.1 Submission letters for both Technical and Financial Proposals should respectively be in the format of TECH-1 of Section 3, and FIN-1 of Section 4.
4.2 Proposal shall contain no interlineations or overwriting. All Pages of the original Technical and Financial Proposals will be initialled by an authorized representative of the Bidders (Individual Bidder). The authorization shall be in the form of a written power of attorney accompanying the Proposal.
4.3 The Bidder must submit one original technical proposal and one original financial proposal. The original Technical Proposal shall be placed in a sealed envelope clearly marked “Technical Proposal” Similarly, the original Financial Proposal shall be placed in a sealed envelope clearly marked “Financial Proposal” followed by name of the assignment, and with a warning “Do Not Open With The Technical Proposal” If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non-responsive. These two envelops, in turn, shall be sealed in an outer envelope bearing the address and Instructions to Bidders & Data Sheet 7
information indicated in the Data Sheet. The envelope shall be clearly marked, “Do Not Open, Except in Presence of the Evaluation Committee.”
4.4 The Proposals must be sent to the address indicated in the Data Sheet and received by the Purchasing Entity no later than the time and the date indicated in the Data Sheet, or any extension to this date. Any proposal received by the Purchasing Entity after the deadline for submission shall be returned unopened. In order to avoid any delay arising from the postal or Purchasing Entity’s internal dispatch workings, Bidders should ensure that proposals to be sent through couriers should reach a day before the deadline for submission.
4.5 The proposals shall be valid for the number of days stated in the Data Sheet from the date of its submission. During this period, the Bidder shall keep available the professional staff proposed for the assignment. The Client shall make its best effort to complete negotiations at the location stated in the Data Sheet within this period. Should the need arise; however, the Procuring Entity may request Bidders to extend the validity period of their proposals. Bidders who agree to such extension shall confirm that they maintain the availability of the Professional staff nominated in the Proposal, or in their confirmation of extension of validity of the Proposal, Bidders may submit new staff in replacement, who would be considered in the final evaluation for contract award. Bidders who do not agree have the right to refuse to extend the validity of their Proposals.
5. Proposal Evaluation
5.1 From the time the Proposals are opened to the time the Contract is awarded, the Bidders should not contact the Purchasing Entity on any matter related to its Technical and/or Financial Proposal. Any effort by Bidders to influence the Purchasing Entity in the examination, evaluation, ranking of Proposals, and recommendation for award of Contract may result in the rejection of the Bidder’s Proposal.
5.2 Single stage- two envelope procedure shall be adopted in ranking of the proposals. The evaluation method shall be Quality cum Cost Based Selection. The technical evaluation shall be carried out first, followed by the financial evaluation. Firms shall be ranked using a combined technical and financial score. The Contract will be awarded to the best evaluated bid on the basis of Highest Ranking Fair Bid under Section 2 (C)(i) of KPPRA Act 2012. Determination of successful bidder shall be made on the basis of grading obtained in technical evaluation and submitted financial bid, to which weightage of 70:30 has been assigned respectively.
Instructions to Bidders & Data Sheet 8
5.3 Evaluation of Technical Proposal The evaluation committee appointed by the Client shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub-criteria, and point system specified in the Data Sheet. Each responsive Proposal will be given a technical score (St). A Proposal shall be rejected at this stage if it fails to achieve the minimum technical score indicated in the Data Sheet.
5.4 Evaluation of Financial Proposal 5.4.1 Financial Proposals shall be opened publicly in the presence of the Bidder’s representatives who choose to attend. The name of the Bidders and the technical scores of the Bidders shall be read aloud. The Financial Proposal of the Bidders who met the minimum qualifying mark will then be inspected to confirm that they have remained sealed and unopened. These Financial Proposals shall be then opened, and the total cost and major components of each proposal read aloud and recorded. Copy of the record shall be sent to all Bidders. 5.4.2 The Client shall inform the date, time and address for opening of financial proposals as indicated in the data Sheet. 5.4.3 The evaluation committee shall determine whether the financial proposals are complete and without computational errors. The Evaluation Committee will correct any computational errors. When correcting computational errors, in case of discrepancy between a Partial amount and the total amount, or between word and figures the formers will prevail. In addition to the above corrections, activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items. 5.4.4 The lowest evaluated Financial Proposal (Fm) will be given the maximum financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as indicated in the Data Sheet. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) indicated in the Data Sheet: S = St x T% + Sf x P%. The firm achieving the highest combined technical and financial score will be invited for negotiations.
6. Negotiations 6.1 Prior to the expiration of proposal validity, the Client shall notify the successful Bidder that submitted the highest ranking proposal in writing invite it to negotiate the Contract. 6.2 Negotiations will be held at the date and address indicated in the Data Sheet. The invited Bidder will, as a pre-requisite for attendance at the negotiations, confirm availability of all Professional staff. Failure in satisfying such requirements may result in the PE Instructions to Bidders & Data Sheet 9
proceeding to negotiate with the next-ranked Bidder. Representatives conducting negotiations on behalf of the Bidder must have written authority to negotiate and conclude a Contract.
6.3 Technical Negotiations will include a discussion of the Technical Proposal, the proposed technical approach and methodology, work plan, organization and staffing, and any suggestions made by the Bidder to improve the Terms of Reference. The PE and the Bidders will finalize the Terms of Reference, staffing schedule, work schedule, logistics, and reporting. These documents will then be incorporated in the Contract as “Description of Services”. Minutes of negotiations, which will be signed by the PE and the Bidder, will become Part of Contract Agreement. 6.4 Changes agreed upon shall then be reflected in the financial proposal, using proposed unit rates (no negotiation of the staff remuneration/month rates). 6.5 Having selected Bidders on the basis of, among other things, an evaluation of proposed key professional staff, the Client expects to negotiate a contract on the basis of the staff named in the proposal. Prior to contract negotiations, the Client shall require assurances that the staff members will be actually available. The Client shall not consider substitutions of key staff unless both Parties agree that undue delay in the selection process makes such substitution unavoidable or for reasons such as death or medical incapacity. Any proposed substitute shall have equivalent or better qualifications and experience than the original candidate and be submitted by the Bidder within the period of time specified in the letter of invitation to negotiate. 6.6 The negotiations shall be concluded with a review of the draft form of the contract. The Client and the Bidders shall finalize the contract to conclude negotiations. If negotiations fail, the Client shall invite the Bidders that received the second highest score in ranking to Contract negotiations. The procedure will continue with the third in case the negotiation process is not successful with the second ranked Bidders.
7. Award of Contract 7.1 The contract shall be awarded after successful negotiations with the selected Bidders and approved by the competent authority. Upon successful completion of negotiations /initialling of the draft contract, the Client shall promptly inform the other Bidders that their proposals have not been selected.
7.2 After publishing of award of contract, the Bidder is required to submit a Performance security at the rate indicated in date sheet.
7.3 The selected Bidder is expected to commence the Assignment on the date and at the location specified in the Data Sheet. Instructions to Bidders & Data Sheet 10
8. Confirmation of Receipt 8.1 Please inform the Client: i. that you received the letter of invitation; ii. whether you will submit a proposal; and iii. if you plan to submit a proposal, when and how you will transmit it.
Instructions to Bidders & Data Sheet 11
Data Sheet
1.1 The name of the Client is: Director General, Excise, Taxation and Narcotics Control, Khyber Pakhtunkhwa 1.2 Financial Proposal to be submitted with Technical Proposal: Yes (in separate envelopes duly mentioning the name at top right corner) 1.3 The address for seeking clarification is: Director General, Excise, Taxation and Narcotics Control, Khyber Pakhtunkhwa, Auqaf Complex, Shami Road, Peshawar, Pakistan. Phone No.091-9212260, 091-9212261- Fax No. 091-9211474
A pre-proposal conference will be held on 26-12-2019 in the Committee Room of Directorate General Excise, Taxation and Narcotics Control on the above mentioned address 1.7 The Client will provide the inputs and facilities mentioned in TORs. 3.4.1 A per diem allowance in respect of Personnel of the Bidder for every day in which the Personnel shall be absent from the home office for purposes of the Services;
Cost of necessary travel, including transportation of the Personnel by the most appropriate means of transport and the most direct practicable route;
Cost of office accommodation, investigations and surveys;
Cost of applicable international or local communications such as the use of telephone and facsimile required for the purpose of the Services;
Cost, rental and freight of any instruments or equipment required to be provided by the Bidders for the purposes of the Services;
Cost of printing and dispatching of the reports to be produced for the Services;
Other allowances where applicable and provisional or fixed sums (if any); and
Cost of such further items required for purposes of the Services not covered in the foregoing
4.3 The number of copies of the Proposal required is: One original 4.4 The address for submitting proposal is: Director General, Excise, Taxation and Narcotics Control, Khyber Pakhtunkhwa, Auqaf Complex, Shami Road, Peshawar, Pakistan. Phone No.091-9212260, 091-9212261 Fax No. 091-9211474
The deadline for submission of proposal: 30-01-2020 4.5 Validity period of the proposal is (days, date): 120 days Instructions to Bidders & Data Sheet 12
5.3 Criteria, sub-criteria, and point system for the evaluation of Full Technical Proposals are: S.No Description Points i. Profile 10 ii. Specific experience of the Bidders relevant to the assignment 40 iii. Financial Strength 10 iv. Project Team 20 v. Adequacy of the proposed approach, methodology and work plan 20 in responding to the Terms of Reference TOTAL POINTS 100
The minimum technical score required to pass is: 60 Points
5.4.2 The financial proposals will be opened on date, time and address to be notified by the Client after evaluation of technical proposals.
6.2 Negotiations will be held at the date, time and address to be notified by the Client after evaluation of technical and financial proposals.
7.2 Successful Bidder is required to submit Performance security as under: i. Within ten (10) working days of the receipt of the Acceptance Letter from the Department; in the form of a CDR, issued by a scheduled bank operating in Pakistan, as per the format provided in the Tender Document or in another form acceptable to the Department; denominated in Pak Rupees; have a minimum validity period of one year from the date of Acceptance letter or until the date of expiry of yearly support period. ii. The successful tenderer shall submit a CDR of 5% of the contract value (Quoted price for conducting the survey), the proceeds of the Performance Security shall be payable to the Department, on occurrence of any / all of the following non remediable eventualities: a. If the Survey firm commits a default under the Contract; b. If the Survey firm fails to fulfil any of the obligations under the Contract c. If the Survey firm violates any of the terms and conditions of the Contract. d. The Performance Security shall be returned to the Tenderer after 60 days of completion of the contract or after 60 days of any extended period, whatever may be the case. 7.3 The Assignment is expected to commence on:-
Date: ______
Location: Nowshehra and Abbottabad Districts, Khyber Pakhtunkhwa
Instructions to Bidders & Data Sheet 13
Technical Evaluation Criteria Maximum points for Technical Evaluation are 70. Bidders who score 42 (60%) or more in the technical evaluation will be technically successful. Bidders who fail to gain a score of 42 in technical evaluation will be disqualified.
Relative Weights given to the different evaluation criteria are shown in the table below:
Weight Evaluation Criteria Weight age W1 Profile 10% W2 Experience 40% W3 Financial Strength 10% W4 Project Team 20% Approach and W5 20% Methodology
NOTE: The Technical Score, St will then be obtained by the following formula: St = A1*W1/100+ A2*W2/100 + A3*W3/100 + A4*W4/100 + A5*W5/100 Where; St = Technical Score A1 = Profile, A2 = Experience A3 = Financial Strength A4 = Project Team A5 =Approach & Methodology.
The technical criteria and their details are given below:
PROFILE (A1): Profile of each bidder will be evaluated on the basis of the following four factors: Item Score Criteria Documentary Evidence Year of 25 (Number of years of incorporation Registration/ incorporation (A) of the Bidder in consideration Incorporation Certificate Maximum number of years of incorporation amongst all the Bidders)*25 Quality Relevant International 25 ISO 9001 or similar Compliance (B) Certification Information Relevant International 25 ISO 27001 or similar Security (C) Certification Office in Khyber Ownership evidence/ 25 Office Address Pakhtunkhwa (D) rent agreement Total A1= 100 (A+B+C+D)
Instructions to Bidders & Data Sheet 14
EXPERIENCE (A2):
Experience of each bidder will be evaluated on the basis of the following factors:
Item Score Criteria Documentary Evidence Value of Software 25 (Total Value of Software Development Completion Development and and Implemented Projects in last 10 Certificate along with Implemented Projects years in Public Sector in Pakistan contract mentioning in last 10 years in Excluding Khyber Pakhtunkhwa of the public/private sector the scope and value bidder in consideration/ Maximum of projects. in Pakistan excluding value amongst all the bids for Value of Khyber Pakhtunkhwa Software Development and Implementation projects in last 10 years in Public Sector in Pakistan Excluding Khyber Pakhtunkhwa) * 25 Value of 30 (Total Value of Development of UIP Completion Development of Tax related Management Certificate along with UIP Tax related Information System projects in contract mentioning Management Public sector of the bidder in the scope and value of Information System consideration / Maximum value projects. projects in Public amongst all the bids for sector (F) Development of UIP Tax related Management Information System projects in Public sector) * 30 Value of Software 20 (Total Value of Software Completion Development and Development and Implementation Certificate along with Implementation projects in last 10 years in Khyber contract mentioning projects in last 10 Pakhtunkhwa of the bidder in the scope and value of years in Khyber consideration / Maximum value projects. Pakhtunkhwa (G) amongst all the bids for Software Development and Implementation projects in last 10 years in Khyber Pakhtunkhwa) * 20 Value of projects of 15 (Total value of projects for Completion Development and Development and Deployment of Certificate along with Deployment of GIS GIS Software for UIPTMS of the contract mentioning Software for UIP bidder in consideration / Maximum the scope and value Tax MIS (H) value amongst all the bids for of projects. projects of Development and Deployment of GIS Software for UIPTMS) * 15
Instructions to Bidders & Data Sheet 15
Value of projects of 15 (Total value of projects of Completion Development of GIS Development of GIS Cadastral maps Certificate along with Cadastral maps related to Property record contract mentioning related to Property management in Public Sector of the the scope and value record bidder in consideration / Maximum of projects. management in value amongst all the bids for Public/Private projects of Development of GIS Sector (I) Cadastral maps related to Property record management in Public Sector) * 15 Total A2 = 100 (E+F+G+H+I)
FINANCIAL STRENGTH (A3):
Financial Strength of each bidder will be evaluated on the basis of the following two factors: a. Liquidity Liquidity measures a bidder's ability to utilize its resources available to meet its short term commitments. If a bidder cannot meet its short term commitments on time, it eventually may become insolvent. The financial ratio that measures liquidity is the current ratio. The current ratio measures the size of a bidder's current assets to the size of its current liabilities. b. Profitability Profitability measures a bidder's ability to generate profit or positive net income. If a bidder is not profitable it eventually may become insolvent. Documentary Item Score Criteria Evidence (Current Ratio of the bidder in consideration / Audited Financial Current Ratio of the 60 Maximum Current Ratio Statements of the last last one year (J) amongst all the bidder) * 01 year 60 (Net Income (Profit) of Net Income (Profit) the bidder in Audited Financial during the last 03 consideration each year / 40 Statements of the last years on an annual Maximum Net Income 03 years basis (K) (Profit) amongst all the bidders) * 40 Total A3 = (J+K) 100
Instructions to Bidders & Data Sheet 16
PROJECT TEAM (A4): This section of the evaluation rates the team nominated by the bidders to execute the assignment. Employment contract supported by bank statement/certificate of the last one year in respect of each employee shall be provided as proof of employment with the consultant, otherwise no score shall be provided under this category. For this, each CV will be evaluated separately on the basis of education and past experience of the following required human resource:- Required Human Resource (Attach Detailed CVs) …….……. 100 a. Project Manager 10 b. MIS Specialist 08 c. System Engineer 05 d. Mobile Application Developer 06 e. Network Engineer 05 f. Business Process Reengineering Expert 06 g. Software/Application Developers (05 No.) 15 h. Revenue Expert 05 i. Database Specialist 06 j. Testing/SQA Expert 05 k. GIS Specialist 05 l. GIS Development Specialist 06 m. GIS Developers (02 No.) 08 n. System Security Expert 05 o. Training Specialist 05
All firms are to be evaluated for a project team as required above. Each required team member will be evaluated on the basis of the following four factors:- Documentary Item Score Criteria Evidence Relevant Education & MS (18 year) 100% CV + Academic 30 Qualification (L) BS (16 year) 80% Documents >15 years = 100% >10 years = 80% Professional Experience 50 >5 years = 70% CV (M) >3 years = 50% <3 years = No marks > 05 years = 100% CV + Employment > 03 years = 70 % Contract + Bank Time with the Bidder (N) 20 > 01 year = 50 % Statement/ Certificate < 01 year = No marks of the last one year Total A4 = (L+M+N) 100 Instructions to Bidders & Data Sheet 17
APPROACH & METHODOLOGY (A5): The procurement committee may award the marks for this section based on their proposal as well as demonstration. This section will evaluate the bidder’s solution to the given problem, i.e. the consultancy assignment. This section, which comprises two sub sections, i.e. a) Understanding & Innovativeness, and b) Methodology, will be completed by the domain specialists. Item Score Understanding, Readiness and Innovativeness (O) 50 Approach and Methodology (P) 50
Each section contains several questions that can be given either of the following grades depending on the content of the technical proposal and the performance of the bidder during the presentation to the Procurement Committee of the Client:
Grade (G) Quality (Q) Weight (W) A Excellent 1 B Good 0.75 C Average 0.50 D Absent / Below Average 0 a) UNDERSTANDING, READINESS AND INNOVATIVENESS (O) S. No. Criteria Grade What is the depth of the firm’s understanding of 1 the requirements and objectives of the consultancy assignment? How comprehensive is the Support and Maintenance plan that will address all needs of 2 Support covering all areas of complete CUIPTMIS Solution/ Entire Setup What is the level of identification of potential risks that will affect the execution of the assignment, 3 and what is the quality of the mitigation strategies proposed? Are there strategies proposed by the firm to 4 complete the study earlier than proposed timelines without compromising the quality? Soundness of Security and Audit aspect of Entire 5 Solution/Setup
Instructions to Bidders & Data Sheet 18
Step 1: Each grade is converted into its weight (W) and added up to get a total score (N).
Step 2: N is divided by 5, i.e. the maximum attainable score, and multiplied with the component weight to get the component score: Component score (O)= (N/5) x 50
b) METHODOLOGY (P)
S. No. Criteria Grade How in‐depth is the Statement of Work: does it fully cover the scope of the assignment and is it 1 sufficiently developed to ensure assignment completion? How developed is the Work Breakdown Structure 2 (WBS) for the assignment? How suitable is the Resource Assignment Matrix 3 (RAM) and its linkage with the WBS? How suitable is the Work Plan (staffing schedule): is 4 the resource utilization sufficient and practical?
Step 1: Each grade is converted into its weight (W) and added up to get a total score (N).
Step 2: N is divided by 4, i.e. the maximum attainable score, and multiplied with the component weight to get the component score: Component score (P) = (N/4) x 50 A5=O+P
Section 3 – Technical Proposal Forms Form TECH-1. Technical Proposal Submission Form
[Location, Date]
To: Director General, Excise & Taxation, and Narcotics Control, Khyber Pakhtunkhwa, Peshawar.
Dear Sir,
We, the undersigned, offer to provide the consulting services for e-enablement of Excise, Taxation and Narcotics Control Department and GIS based survey in Nowshehra and Abbottabad in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope. We are submitting our Proposal in association with: [Insert a list with full name and address of each associated Bidder]1 We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in the Data Sheet, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in the Data Sheet. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials] '. ______Name and Title of Signatory: ______Name of Firm: ______Address:
1 [Delete in case no association is foreseen.]
Form TECH-2. Bidder’s Organization and Experience
A - Bidder's Organization
[Provide here a brief (two Pages) description of the background and organization of your firm/entity and each associate for this assignment.]
B - Bidder’s Experience
[Using the format below, provide information on each assignment for which your firm, and each associate for this assignment, was legally contracted either individually or as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment. Use max 20Pages.] Assignment name: Approx. value of the contract (in current US$ or Euro):
Country: Duration of assignment (months): Location within country:
Name of PE: Total No of staff-months of the assignment:
Address: Approx. value of the services provided by your firm under the contract (in current US$ or Euro):
Start date (month/year): Completion date No of professional staff-months provided by (month/year): associated Bidders:
Name of associated Bidders, if any: Name of senior professional staff of your firm involved and functions Performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader):
Narrative description of Project:
Description of actual services provided by your staff within the assignment:
Firm’s Name:
Form TECH-3. Comments and Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be provided by the Client
A - On the Terms of Reference
[Present and justify here any modifications or improvement to the Terms of Reference you are proposing to improve Performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and incorporated in your Proposal. ]
B - On Counterpart Staff and Facilities
[Comment here on counterpart staff and facilities to be provided by the Client according to Paragraph Reference 1.4 of the Data Sheet including: administrative support, office space, local transportation, equipment, data, etc.]
Form TECH-4. Description of Approach, Methodology and Work Plan for Performing the Assignment
(For small or very simple assignments the PE should omit the following text in Italic) [Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (50 Pages, inclusive of charts and diagrams) divided into the following three chapters: a) Technical Approach and Methodology, b) Work Plan, and c) Organization and Staffing, a) Technical Approach and Methodology. In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the exacted output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach. b) Work Plan. In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the PE), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-8. Organization and Staffing. In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.]
Form TECH-5. Team Composition and Task Assignments
Professional Staff
Name of Staff Firm Area of Expertise Position Assigned Task Assigned
Form TECH-6. Curriculum Vitae (CV) for Proposed Professional Staff
1. Proposed Position [only one candidate shall be nominated for each position]: ______
2. Name of Firm [Insert name of firm proposing the staff]: ______
3. Name of Staff [Insert full name]: ______
4. ______Date of Birth: ______Nationality: ______
5. ______Ed ucation [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]: ______
6. Membership of Professional Associations: ______
7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]: ______
8. Countries of Work Experience: [List countries where staff has worked in the last ten years]: 9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]: 10. Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held. ]:
From [Year]: ____ To [Year]:
Employer: __ Positions held: ______
11. Detailed Tasks Assigned 12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned
[List all tasks to be Performed under [Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff this assignment] capability to handle the tasks listed under point 11.]
Name of assignment or project: Year:
Location:
PE:
Main project features: Positions held: Activities Performed:
13. Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.
______Date: ______[Signature of staff member or authorized representative of the staff] Day/Month/Year
Full name of authorized representative: ______
Form TECH-7. Estimates of total staff input
2 N° Name of Staff Staff input (in the form of a bar chart) Total staff-month input i 2 3 4 5 6 7 8 9 10 11 12 n Home Field3 Total Foreign
[Home] 1 [Field\
2
3 1
n
Subtotal Local
[Home] 1 [Field\
2
n
Subtotal Total |
1 For Professional Staff the input should be indicated individually; for Support Staff it should be indicated by category (e.g.: draftsmen, clerical staff, etc.). 2 Months are counted from the start of the assignment. For each staff indicate separately staff input for home and field work. 3 Field work means work carried out at a place other than the Bidder's home office.
Full time input Part time input
Form TECH-8. Work Plan/Activity Schedule
Items of Work/Activities Monthly Programme from date of assignment (in the form of a Bar Chart)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Form 7
Form TECH 9. Completion and Submission of Reports
Reports Date
Section 4 – Financial Proposal Forms Form FIN-1. Financial Proposal Submission Form
[Location, Date]
To: Director General, Excise & Taxation and Narcotics Control, Khyber Pakhtunkhwa, Peshawar.
Dear Sir:
We, the undersigned, offer to provide the consulting services for e-enablement of Excise, Taxation and Narcotics Control Department in accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal. Our attached Financial Proposal is for the sum of [Insert amount(s) in words and figures2]. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e. before the date indicated in Paragraph Reference 1.12 of the Data Sheet. Commissions and gratuities Paid or to be paid by us to agents relating to this Proposal and Contract execution, if we are awarded the Contract, are listed below:3
Name and Address of Agents Amount and Currency Purpose of Commission or Gratuity
We understand you are not bound to accept any Proposal you receive. We remain,
Yours sincerely,
Authorized Signature [In full and initials] '. ______Name and Title of Signatory: ______Name of Firm: ______Address:
2 Amounts must coincide with the ones indicated under Total Cost of Financial proposal in Form FIN-2. 3 If applicable, replace this Paragraph with: “No commissions or gratuities have been or are to Paid by us to agents relating to this Proposal and Contract execution.”
Form FIN-2. Summary of Cost
1. Per Property Unit Cost of GIS Based Physical Survey : Rs.______
2. MIS Cost: Rs.______(For all activities other than the GIS Based Physical Survey given in RFP)
3. Final Cost (1+2):______(in words)
Dated ___/___/______
Chief Executive / Authorized Signature & Seal ______
Address of the company ______
Form FIN-3. Breakdown of Cost by Activity
List here the elements of cost used to arrive at the breakdown of the lump-sum price. 1. Monthly rates for Personnel (Key Personnel and other Personnel). 2. Reimbursable expenditures. Positions of Professional Staff shall coincide with the ones indicated in Form TECH- 5. Indicate separately staff-month rate and input for home and field work. Indicate separately sub-components of expected reimbursable expenditures by unit cost, quantity, and phasing.4
4 Cost of purchase of long term movable or immovable assets, except office supplies and consumables, like vehicles should not be included in direct or indirect cost. Terms of Reference 1
Section 5 – Terms of Reference 1. Background Taxation is the foremost tool of revenue generation for any government to provide basic services, generate employment and carry out development activities. It is also an important policy tool to encourage or discourage certain economic decisions to boost economic growth. It is the responsibility of the government to abide by the principles of equity, equality, impartiality and predictability considerations while levying taxes – “payment of tax by all" with affluent classes contributing more". The Government of Khyber Pakhtunkhwa is cognizant of the importance of enhanced resource mobilisation as a means to finance the ambitious developmental vision of the provincial government. Any meaningful impact in this area would only be visible once true potential of own source revenues have been fully explored. Additionally, Use of GIS and new technology is of utmost importance in property taxation. The Excise, Taxation and Narcotics Control Department (ET&NC) is the foremost revenue generating department of the Government of Khyber Pakhtunkhwa, having. the Directorate General Excise, Taxation and Narcotics Control (DG ET&NC) as an important tax collecting arm. The source of data gathering for the ET&NC Department is a periodic survey and occasional field inspection, which rarely takes place in a timely fashion, the prime constraint being a lack of adequate human and non-human resources to manage the work load. Having comprehensive and credible data is a critical factor for estimating the tax potential of an economy and ensuring tax compliance and collection. Tax survey is one of the tools to generate information about tax payers and assessing tax potential, information that is required not only to enforce tax payment and assist tax collection, but is also critical for making sound policy decisions regarding revenue forecasting, levying of taxes, revising tax brackets, widening the tax net, consolidation of different taxes to simplify tax administration, etc. It can also serve to identify deficiencies, transparency and accountability issues, and integration issues in the tax management information systems and institutional mechanisms. It is the mission of the Government to use latest IT tools in UIP taxation and expand third party survey in the KP initially started from Peshawar District which would now be extended in Nowshehra and Abbottabad. The aim is to make available a repository of all entities (small/medium/large) liable to pay tax to the Department in following capacities:
S# Tax classification Remarks 1 All sources of Urban Immovable Property tax Complete survey of each unit and land 2 GIS of Abbottabad and Nowshehra Complete picture having details to the level owner/possessor/ occupier, floors, covered area, plot area, age, type of construction, age, civic amenities etc.
Terms of Reference 2
2. IT Vision of Excise, Taxation & Narcotics Control Department During the last decade, an aggressive development has been observed in the field of Information and communication Technology especially in Tax Administration. The digital divide is going to be minimized day by day because of the inverse relationship between cost and enhancement of processing speed/power, storage, connectivity and other ICT technology. The cost of internet/communication, its bandwidth and specifications of computer was extremely higher ten years earlier as compared with the cost and processing speeds and other parameters of computer technology available today. Due to the induction of technology in every field of life during last decade in Pakistan, the end user has become Technology addicted and considers the time as real money on the other hand transformation of legacy business systems to the IT based system in public sector is also the priority of Government of Khyber Pakhtunkhwa for having accurate, adequate and timely information of government departments that may lead to enhance the public service delivery and good governance. In financial/ revenue sector technology/e- commerce introduces the paperless office and many other user needs becomes location transparent and time independent, due to which one can have airline ticket at his home without going to Airline office, manage his accounts in multiple banks without going to bank and many more facilities to save the time and money are the blessings of using Information Communication Technologies (ICT) in a proper fashion/manner. In this modern technology driven age no entity can survive without adopting the modern technology trends. By acknowledging this reality, the Excise, Taxation & Narcotics Control Department has decided to make its business more competitive and intelligent by introducing the state of the art Centralized UIP Tax Management and Information System (CUIPTMIS) and to get maximum benefits of ICTs and facilitate the property owners and to broaden the Tax Net. This is the core motive behind the floating of this Request for Proposal. Therefore, the bidders are requested to submit sound technical proposals besides provision of guidance and consultancy to ET&NCD in achieving the above mentioned vision to enable the department to serve the nation in more efficient and intelligent way. The newly procured Centralized CUIPTMIS software will be deployed in a phase wise manner starting from district Nowshera and Abbottabad, after completion of the data migration from the old System. It would cover all the aspects related to Provisioning of Consultancy, Procurement / Provisioning including Hardware, Software, Installation, Configuration/ Customization, Implementation, Database, Support & Maintenance and Training on Turnkey Basis for UIP Tax Management and Information Centralized Solution/Entire Setup and including Geographical Information System. Licenses for Operating System, DBMS and web services are not part of this assignment. It is worth mentioning that all the data issues like inconsistencies shall be resolved before migrating it to the centralized system. This, in turn, will enhance services delivery and lead to widespread support, adoption and use of reliable UIP tax management. By doing so, the department intends to enhance the collection of Revenue/Tax by virtue of providing modern facilities to the taxpayers and to create a flexible Terms of Reference 3
centralized IT Based System which may provide ease to make policies/decisions, few ideas are as under: • Improve tax management and planning by providing clear and accurate information. • Make the property tax record transparent and accessible online. • Provide a platform for access to all relevant services be provided online through a centralized web application to taxpayers and thus bridge the digital divide. • Effective and easy monitoring of activity is in place
The Solution provider may go through the following phases of Software Engineering in order to deliver an appropriate solution to ET&NCD:
Initiation, System Concept Development, Planning, Requirement Gathering, Business Process Study, Requirement Analysis, Business Process Modeling/Engineering, Business Process Re-Engineering, Designing of Structure/Processes, Software Customization / development, System Integration and Test, Implementation, Operations and Maintenance of software.
3. Existing System The existing system of property tax in the province is having many issues either in the recording of data, effective reporting and data analysis. Following specific issues are being faced in decentralized software UIPT System:
Existing System at ET&NCD for UIP Tax Record Computerization The Current Software application is based on Modular approach. Software solution holds the status of a lynchpin to the whole UIP tax records digitization process. It can easily be the single point of failure or success. The software being utilized at district Excise & Taxation offices is the evolved version of software developed by ST&IT Department in 2009 to digitize the UIP Tax records of the province. The primary objective of this software was to increase the revenue collection of UIP tax. It is worth mentioning here that the software that is being used by the district Excise & Taxation offices for Service Delivery is neither a purpose built nor a Proper Requirement Analysis was carried out before its development and thus the Software was developed without following any Software Requirement Specification (SRS) Document. The current software which operates at district level is working in a disconnected and decentralized fashion, where each database server is physically placed at district level thus creating data security issues. In addition to that the current software do not meet the needs of the ET&NC’s requirements in term of quality service delivery. The current software which has been developed in Oracle technologies is a desktop application which has attained obsolescence with the passage of time. A new Centralized software is required to fulfil the core business needs of ET&NCD. The availability of the new Centralized UIP Tax Terms of Reference 4
Management Information System is mandatory in order to fulfill all the needs of the Tax Facilitation Centres (TFCs), security, cost effectiveness and ease of management.
Operational Challenges of the Existing Software: ▪ In existing software the tax payer has no access to his tax records, making him totally unaware of his tax assessment made by the Department staff. ▪ The current software is a decentralized desktop version based on 2000 technology, having no dashboard and reporting system for top management to decision making objective and logical. ▪ The tax rules in the existing software are hard coded and it is very difficult to update the software at different districts with new tax rates and amendment in legal framework. ▪ Due to limited interactions the calculation of property tax is having a non- standardized process and dependent on E&T inspector’s discretionary decisions. ▪ Due to lack of standardization of tax calculation process, it give rise to non- transparency. ▪ The process is manual and, therefore, prone to human error. ▪ Not a role based, having no effective audit and control mechanism. ▪ Multiple versions of Decentralized Database ▪ No Integration with other systems (NADRA Verisys) ▪ Slow Response Time ▪ Process Security Issues ▪ No Proper Audit Trail Mechanism is available. ▪ No Transaction Reversal Mechanism is available. ▪ Decentralized database locations and distributed data, where’ no central command and control is feasible. Software/Business Application/Solution Environment ✓ Oracle Developer 6i Based [Front End] ✓ Oracle 10g Express Edition [Back End] ✓ Operating System Environment (Windows) ✓ Desktop Application
One of the core problems among several other issues with the current Database and Application and its architecture is its non-centralization i.e ; every district Excise & Taxation office has its own Database and Application Server at its own location and is not connected to any other site.
Major Areas of Concerns • The current Business Application and Database are working in isolation at each District. Terms of Reference 5
• The Business Application is unable to handle/identify Proper Owner Uniquely i.e.; since the Architecture is distributed. • Present UIP Tax Record Management and Information System/Business Application is not capable to generate standard/intelligent system reports • The Application lacks Transaction locking Mechanism besides deficient in Transaction Correction & Reversal Mechanism. • Proper Audit Trail & User Activity Log is not available. • Non-availability of Disaster recovery and business continuity site(s) and DR Plan. • Improvement required in reporting and decision making through Business Intelligence mechanism. • Existing Solution is not productive & efficient thus requires fine tuning, removing duplication & efforts and to give intelligence to business process related to ET&NCD, through Business Process Study and Business Process Re-engineering. • Based on the above process modelling & re-engineering a comprehensive solution/setup to address all the business needs of ET&NCD is needed.
4. Project Objectives ET&NCD intends Procurement Including Hardware, Software, Licenses (where applicable), Installation, Configuration, Implementation, Database, Support & Maintenance and Training for Centralized UIP Tax Management and Information System /Solution and GIS solution including survey at Nowshera and Abbottabad districts for Excise, Taxation & Narcotics Control Department from a vendor capable to provide Consultancy Services in all technical, business, procurement, training and other related matters throughout the Project on turnkey basis for Excise, Taxation & Narcotics Control Department from well reputed Solution Provider (as a single bidder or in shape of legal joint venture) to enable the Centralized UIP Tax Management and Information services of the Excise, Taxation & Narcotics Control Department competitive with the modern Services / Avenues. This assignment includes supply of all necessary ET&NCD's Core Business System (ET&NCD CBS) with prime focus on the Computerization of the UIP Tax Records in two districts of Khyber Pakhtunkhwa i.e. Nowshera and Abbottabad, items (including all software, middleware, hardware, database, network infrastructure, DR Site, Consultancy etc. ;) and customization, implementation, support & maintenance, specialized training, capacity building of the entire ET&NCD-CUIPTMIS Solution/Setup.
5. DETAIL SCOPE OF WORK i. SUMMARY ET&NCD is seeking a qualified and experienced vendor to partner with for this project. The vendor would be required to analyse; migrate, streamline and implement the business processes based upon Business Process Study, Business Process Modelling, Re-engineering and automation of business processes in respect of Centralized UIP Tax Management Information System/ Geographical Information System. Additionally to have a better idea of the requirements of ET&NCD, the Terms of Reference 6
vendor may also review the existing Software Solution of ET&NCD w.r.t UIP Tax Record Management and Information System including ET&NCD Web Portal to make ET&NCD technology-wise competitive with the Organizations running on modern Revenue business solutions and satisfying Property Owner’s / Tax Payer’s modern needs. The purpose of this RFP is to solicit responses from qualified vendors offering the functionality and features identified to replace or re-implement the ET&NCD current UIP Tax Record Management and Information / Business Application. The ET&NCD seeks a qualified firm (Proposer) with the experience, expertise, and qualifications to provide a fully integrated, proven state-of-the-art solution (state of the art Centralized UIP Tax Record Management and Information Solution Setup) including general survey and GIS survey of UIP taxable units in the districts of Nowshera and Abbottabad. The ET&NCD will be looking to partner with the selected vendor to provide the associated professional services to complete implementation including hardware, software etc. The ET&NCD will complete a fair and thorough evaluation of vendor responses to this RFP. The ET&NCD is interested in a CUIPTMIS software/Solution/Entire Setup including general survey and GIS survey of UIP taxable units in the districts of Nowshera and Abbottabad from single Vendor (even in case of Joint Venture) on Turnkey Basis. In addition to the above, the Vendor has to provide professional consultancy services that will ensure a successful implementation. The professional guidance/consultancy services should include the following: ✓ Project Management ✓ Provisioning of UIP Tax Management and Information System/Business Solution ✓ Provision, installation & implementation of Hardware & Communication Infrastructure ✓ To oversee the process of Revamping of KP Data Centre in order to cater the Business/ computing/ Network/ storage needs of the ET&NCD ✓ Establishment of Disaster Recovery Site, Data Warehousing & DR Planning as per needs of the ET&NCD ✓ Establishment of Entire Setup ✓ Software Installation, Configuration and Customization ✓ Implementation Consulting ✓ Business Process Review and Redesign ✓ Training ✓ Documentation ✓ Data Migration/Conversion Services and resolution of associated issues ✓ Solution/Entire Setup, Maintenance and Support etc.
The ET&NCD desires to initiate the project as soon as possible and is prepared to have ET&NCD resources assigned and available to the project. The ET&NCD is open to a phased approach that meets its business, operational and financial needs or any Terms of Reference 7
other appropriate approach that may enable ET&NCD to achieve its objectives successfully. Based on the entire study and analysis conducted by the vendor for technological and business areas of ET&NCD, the vendor is supposed to recommend the ET&NCD the optimum or best utilization of existing resources like Servers, Workstations, HW & CI etc. devices, Human Resource so that the advantage of acquiring the Centralized Solution could not be interpreted as a disadvantage or underutilization of resources already available with the ET&NCD. The ET&NCD expects the proposal responses to address these and how risks can be minimized. ii. PHASES OF THE PROJECT The scope of work shall include the following phases: PHASE I • Implementation / Configuration/ Integration of Centralized UIPTMIS solution for/with designated sites. o Project Planning ▪ Deliverables Required: ✓ Project Plan ✓ IT infrastructure & Communication Plan ✓ Risk Management Plan o Business Process Study (BPS), Business Process Modeling (BPM), GAP Analysis, Business Process Re-Engineering (BPR) ▪ Deliverables Required: ✓ BPS Document ✓ BPM Document ✓ BRD Document with re-engineered processes where required ✓ GAP Analysis Report for customization ✓ GAP analysis report for Hardware, IT Infrastructure, KP IT Data Centre, Disaster Recovery and Data Warehouse ✓ Feasibility Study document regarding Disaster Recover Site & DR Plan and Data Centre design report for ET&NCD’s Data Centre (KP ITB Data Centre) and the proposal for the already established KP Disaster Recovery (DR) Site & DR Plan to minimize the downtime/zero chances of loss of data and maximize the availability of the system/data as per prevailing standards being observed in the IT market. o Design Specification ▪ Deliverables Required: ✓FSD Document including non-functional and integration requirements ✓Traceability matrix with BRD ✓Solution Architecture Document ✓DB Architecture, Structure & Design ✓System/Data Flow, System ER/Application Development Platform, Terms of Reference 8
Hardware Specification Document including ➢ Server Size Consideration ➢ Communication Link ➢ HLD & LLD Document ➢ Encryption/Decryption and compression for Data in Transit and Storage as per industry standards for UIP Tax Data o Customization / Development ▪ Deliverables Required: ✓ Developed and implemented customized Business Solution for ET&NCD at designated sites. o Implementation / Migration / Testing of Migrated Data ▪ Deliverables Required: ✓ Installation of Hardware and Software solution with all paraphernalia ✓ Installation and configuration Manual ✓ Operational and User Manual ✓ Migration Plan and Strategy Document for all type of data like text, image etc.; ✓ Migration scripts ✓ Mock Migration for Pilot Nowshera & Abbottabad. ✓ Training Plan and Manual ✓ Training & Capacity Building ✓ IT Policy Document for ET&NCD ✓ Information System Security & Audit Plan and Policy Document o Testing / UAT (For Customized Solution/ Data Migration) ▪ Deliverables Required: ✓ Test Plan and strategy document ✓ Test case document for all modules ✓ UAT and sign off o Roll Out ▪ Deliverables Required: ✓ Phase Sign Off Report ✓ Commencement of Support and Maintenance Period. o Configuration Management ▪ Deliverables Required: ✓ Configuration Management and associated Document ✓ Version Controlling Mechanism and associated Document ✓ Change Request Form etc.; • ET&NCD ’s Web Portal meeting day to day users/Property Owners/ Tax Payer’s information need. Terms of Reference 9
• Implementation of Centralized MIS/UIPTMIS Reporting / Business Intelligence/ Trend Analysis based on Decision Support System (DSS) for but not limited to o Day to Day Reporting at different entity levels o Management Reporting and in-sighting o Analysis reporting PHASE II • Implementation of the solution customized and finalized at Nowshera and Abbottabad. PHASE III • Introduction of multiple delivery channels other than conventional ones o Mobile Services ▪ Mobile Apps (native + hybrid) o Enhancement of Portal for offering of modern services e.g.; ▪ Advance notice ▪ PT-10 Challan Printing ▪ NOC Printing ▪ Objection Filling ▪ SMS/Email alerts, etc. Note: The selected consultant/vendor will continue to provide in parallel, the consultancy/ guidance services and spade work during execution of Phase-I, regarding provision of Multiple/Alternate Delivery Channels and other activities associated with Phase-II and Phase-III in order to optimum utilization of resources and time.
iii. PROJECT MANAGEMENT REQUIREMENTS The following are considered as minimum mandatory project requirements: i. Project Director / Project Manager for ET&NCD CUIPTMIS Project. ii. Full time project team designated for ET&NCD CUIPTMIS project. iii. Detailed project plan and mile stones etc. prior to project starting date should be presented and submitted iv. Complete documentation of all work, projects, actions, changes etc. v. Detailed Communication Plan before project start date vi. Discovery, Gap Analysis, Documentation, Implementation of solution/entire setup, development/customization/configuration, installation, data migration & maintenance. vii. Based on the entire study and analysis conducted by the vendor for technological and business areas of ET&NCD, the vendor is supposed to recommend the ET&NCD the optimum or best utilization of existing resources like Servers, Workstations, HW & CI etc. devices, Human Resource Terms of Reference 10
so that the advantage of acquiring the Centralized UIPTMIS Solution could not be interpreted as a disadvantage or underutilization of resources already available with the ET&NCD. viii. Installation & training of CUIPTMIS/business software/solution in centralized environment at ET&NCD sites/district offices. ix. Efficient and successful completion of project x. All implementations should be carried out in a professional manner
iv. TECHNICAL REQUIREMENTS / CORE FUNCTIONALITIES / DELIVERABLES The successful firm / consultant is supposed to carry out the detailed requirement analysis and finalize the Software Requirement Specification document (SRS) capturing the whole requirement / Business of UIP Tax and then develop the Centralized UIP Tax Management Information System (CUIPTMIS) as per the agreed SRS. Few of the Core Functionalities / modules (and the associated facility w.r.t concerned reports)/deliverables that will be the part of the Centralized UIP Tax Management Information System (CUIPTMIS) are as below: 1: Main Functionality: Automate the Key Processes of the UIP Tax with special focus on the Automation of the Processes Performed by the Excise & Taxation Officers and his staff. The Processes related to the Collection of UIP Tax and also needs to be automated. The envisaged CUIPTMIS would automate the Processes related to the important registers maintained by the Excise Inspector and the deliverable reports affiliated to it. Such Registers include: 1. Survey Registers 2. PT-1 Register 3. Demand Register
2: User/Profile Management: There will be a section for user and group management. There will be different users pertaining to different groups. Each group will have different rights and privileges based on designation and the users that fall in that group will have the same rights as assigned to that group but in different area. So essentially all the users in a group will be having same rights.
3: Codes: The basic data consists of different Districts, Thesils, Towns, Rating Areas, Wards, Localities and Mohallas. There is a code associated with each District, Tehsil Towns, Rating Areas, Wards, Localities and Mohallas. This will be available in all phases (Pre-transition, Transition, Post transition phase).
4: Corrections: System will allow correction of clerical mistakes. 5: Inspector Activities: System must have Functionality to cater the daily progress detail of Inspector. This will include inspection/survey detail, issuance of NOC, Demand Detail and Tax Detail report and other reports. Terms of Reference 11
6: Scanning Module: There will be a section / module used to scan the manual record. All the record will be scanned before data entry and saved in PDF/other appropriate format. These documents will be linked to data entry registers. 7: MIS & Reporting: Integrated intelligent report designer in reporting system 8: MIS & Reporting: The system should allow Export report data for further analysis in Excel, rtf, pdf, text etc. 9: MIS & Reporting: Tax Potential Analysis 10: MIS & Reporting: Data Marting 11: MIS & Reporting: Dataware Housing 12: MIS & Reporting: Performance Optimization 13: MIS & Reporting: Ad-Hoc Reports 14: MIS & Reporting: Executives Summaries 15: MIS & Reporting: User definable data tagging for reporting and analysis 16: General Requirement: The system must have the flexibility for parameterization and configuration of new business processes, etc. 17: General Requirement: System should have a user management feature where group/users role based security should be available and administrator can assign specific transaction/ screen/ views/activities rights to each user/groups. 18: General Requirement: System should have appropriate authentication mechanism for user access (i.e. authentication through password against individual user ID). System should allow to configure password parameters and policies such as: a. Minimum & Maximum Password Length; b. Password Complexity; c. Number of Invalid Password Attempts; d. Password expiry etc. 19: General Requirement: System should have the provision such that inactive sessions are shut down after a defined period of inactivity. 20: General Requirement: System should be able to provide search mechanism for Property owners/ taxpayers regarding their tax assessment, payment, objections, printing PT-10, NOC at Ward, Rating Area and District Level including other user defined elements. 21: General Requirement: System should have a functionality to capture information that must include date, time, user id, IP address, System name (if applicable) etc. Further, provisions should be available for users to configure audit logs parameters to multiple levels. 22: General Requirement: End-user client should have session/application time-out 23: General Requirement: Ability to provide role based access control 24: General Requirement: Capability to restrict processes/privileges based on end-user logged in. Terms of Reference 12
25: General Requirement: The system should maintain complete user profile and user security groups in order to define comprehensive applications access policy as per Client's IS policy and able to provide segregation of duties. 26: General Requirement: The system should support two-factor authentication such as Personal Identification Number (PIN), and bio-metric authentication at the time of critical operations within the system 27: General Requirement: The system should provide the functionality to bind the IP Addresses/ Mac Addresses of the workstations for certain application modules to implement better security controls 28: General Requirement: The system should provide auditing and logging facility of every activity covering detailed trail of changes made in particular transactions. 29: General Requirement: The system should have provision for request, grant and revoke of access rights and should generate necessary alerts accordingly? 30: General Requirement: The system should provide comprehensive solution for archiving old tax records in order to ensure optimum performance of production application and the access to old records should be seamless for end users. 31: General Requirement: Provision to define access control at the following levels: Application, Module, Department, User 32: General Requirement: Super User can block/ grant/ revoke access/ privileges of a certain user with forced password change. 33: General Requirement: Controls to ensure the process is either fully completed or fully reversed. 34: General Requirement: No partial update should be allowed 35: Taxes definition and implementation with flexibility to incorporate any future needs of ET&NCD. Rates are subject to slabs, fixed amount or %, etc. 36: Keep history of all changes in tax rates, measurement, rental value, nature, category, locality factor, ownership and other changes which affect the tax calculation. 37: Define holidays 38: The system should provide Task time, lag time, and elapsed time reports for scenarios. 39: Audit Trail / User maintenance 40: Ability to manage tax assessment Records and double authorization (Four eye Principle). 41: Active/inactive property record 42: Automatic printing/sms/mailing regarding sending of transaction detail/statements to tax payers. 43: Android / IOS Mobile App Interactive UIPTMIS website (Web Portal): The interactive UIPTMIS website which would be developed in both English and Urdu, will be used for information dissemination regarding various aspects of the program Terms of Reference 13
and seek actionable input from the citizens in terms of awareness, suggestions, grievances and other feedback. 44: Public Grievance Module: The system should provide module for recording of public grievances regarding any process or application. The system should provide form filling-in based on type of issue and should be automatically forwarded to focal person for grievances with proper status of the grievance and timeline recording for overdue grievances. The grievance status should be available to public through web portal and mobile applications. 45: Android / IOS Mobile App: The Android \OIS Application will be developed for viewing of tax assessment details, parcel information, tax rates, applicable taxes, different services information and status of citizens requests such as tax assessment status (initiated, in-process or finalized etc.) against a citizen application. 51: GIS Integration (Integration of Textual and Spatial Data): The GIS integration will enable the system to allow integration with GIS solution developed by GIS vendor having spatial data of cadastral maps. This integrated system will enable system users and general public to search for specific parcel with parcel details and share of each owner of the parcel and tax detail of the parcel. It will also help in identification of markable entities such as roads, parks, etc. The Bidder has to deploy sufficient number of Hand Held Devices and shall engage sufficient manpower for completion of the task.
The Bidder has to collect necessary data (non-spatial) of each parcel (each parcel should have a unique Parcel Identification Number PIN) such as name of the owner, number of structures in the parcel, number of floors, Category of building, usage of building, multi-storied name, etc. using hand-held devices.
The Bidder has to prepare CAD drawings (GIS maps) of individual parcels (polygons) i.e. taxable units through GIS based survey with the aid of Satellite imagery (0.3 m to 0.5 m not old than 1 month when operating on it).
The Bidder has to develop GIS based system by integrating spatial and non- spatial data.
The Bidder has to develop a geo-database including street level map and parcel level map integrated with spatial database showing all information of commercial and non-commercial parcels etc.
The Bidder shall be solely responsible for employing adequate staff to perform the obligations as provided in agreement.
The Bidder will be bound not to provide the information collected after survey and geo-database prepared to any other organization or person and copies both hard and soft which ever may require (NO HARD CODING ALONGWITH ALL EXECUTABLES ETC.), .
The Bidder has to develop GIS based system to generate tax statements for each parcel and compare with existing tax statements.
The Bidders shall visit and examine the sites and obtain for themselves, at their own responsibility and cost, all the information and data that may be necessary for submission of offer and entering into central database. The Assessment of Property Tax related information, which has been provided in this RFP Terms of Reference 14
document, is intended only to guide the bidders in preparing their Proposal. Directorate General, ET&NCD shall not stand guarantee for and shall not be held responsible for the veracity of details which have been made available in this document.
The Bidders are advised to study the scope of work carefully and satisfy themselves in all respect before submitting their offer. A bidder shall be deemed to have full knowledge of the work or not and no extra charges consequent upon any lack of understanding or otherwise shall be allowed.
Photographs of the properties will also be included in the database.
Bidder should submit weekly/monthly status reports of progress. 52: The source code for the application software should be provided with proper documentation and comments explaining the functions of each module/routine/function. The consultant will follow an agile development workflow and the source code will be shared on every build basis. Version control through a comprehensive version control tool like Microsoft Team Foundation Server or bitbucket is mandatory. After completion of the development of software the final version of the complete source code will have to be compiled in presence of ET&NCD IT Team and submitted along with all the necessary documentation. Code is expected to be thoroughly unit tested. All source code will become a proprietary product of ET&NCD, Khyber Pakhtunkhwa. The software source code, maps, photographs, flowcharts, documentations, etc. and intellectual property rights of all the artefacts developed under this project shall be the exclusive property of ET&NCD, Khyber Pakhtunkhwa. 53: The application software shall be capable of integration with: 1. GIS Module 2. NADRA (verisys) 3. Banks 4. Mobile Operators & Payment/SMS Gateways, etc.
v. DETAILED SCOPE OF WORK The proposed solution should be scalable, reliable, flexible, efficient, secure and technology proven. The summary scope of work has been provided above in this RFP document and the flow for the initial phase is as follows & should be delivered as per given approach:
I. PROJECT PLANNING AND BUSINESS PROCESS STUDY 1. Perform analysis & detailed study of existing business processes & practices of ET&NCD operations and management along with the associated business information flow among different administrative units/offices of ET&NCD. 2. Prepare refined and comprehensive detailed business documentation which should include Infrastructure, IT Systems & Organization based on analysis & detailed study of existing business processes with special emphasis on CUIPTMIS. This study will essentially include but not limited to the following; Terms of Reference 15
a. Project Planning i. Prepare a brief project plan, scheduling with tentative milestones and deliverable dates for the whole project. ii. Prepare project communication modes and identify the main stakeholders of the project from both the vendor and ET&NCD side and decide the communication modes and review meeting frequencies, etc. iii. Prepare a risk management plan including responsibilities of all stakeholders, involvement in the different processes, process ownerships, associated risks and their mitigation, etc.
b. Business Processes Report Detailed documentation on existing business processes and highlighted key possible improvements and changes in existing processes to make them efficient that can be achieved through an alternate process available in the standard features of the new core business solution implementation. c. Study & Improvement areas in Taxpayers/Property Owners Interactions i. This should include an assessment of the current practices in customer handling, including regular interface, complaint handling and response mechanisms including responses to Taxpayers/Property Owners assessment, complaints, objections, feedback mechanisms etc. (however the scope of these processes are still limited to district Excise & Taxation Offices interaction with the Taxpayers/Property Owners). ii. Study & Improvement areas in data management process with specific reference to taxpayers/ property owner data management and need for the centralization of the data mining & its management. iii. Study & improvement areas in interactions and coordination between headquarters, regional and Districts offices. iv. Provision of technology driven Help Desk support to address Taxpayers/ Property Owner’ queries/complaints etc. The same solution to address the Taxpayers/ Property Owner’s need may also be required through Web Portal and Mobile Application. The successful bidder shall plan and assist ET&NCD in establishment of Call Centre. d. Infrastructure Report & Recommendations i. Detailed documentation on infrastructure by vendor considering the new platform and process automation. Terms of Reference 16
ii. Infrastructure recommendation on both LANs & WANs including proper workload/bandwidth requirement and management w.r.t. different Applications, KP Data Centre Infrastructure, Power Backup, Firewalls, Routers & Disaster Recovery site, security issues etc. iii. Study and recommendation on available Infrastructure at headquarters, regional and District offices and assess for adequacy with respect to future workloads. Based on the entire study and analysis conducted by the vendor for technological and business areas of Excise, Taxation & Narcotics Control Department (ET&NCD), the vendor is supposed to recommend ET&NCD the optimum or best utilization of existing resources like Servers, Workstations, HW & CI etc. devices, Human Resource so that the advantage of acquiring the Centralized Solution could not be interpreted as a disadvantage or underutilization of resources already available with the ET&NCD.
e. IT Policy of ET&NCD, Systems Report & Recommendations i. Study & analysis of existing hardware and software at District Excise & Taxation Offices, Regional Directorates and Directorate General, ET&NCD. ii. Detailed report on required Hardware and Communication Infrastructure & Software and associated licensing and estimated pricing (after award of contract based on future requirements). iii. Recommend server sizing. iv. Submission of consolidated IT Policy Document comprising of DB Policy, Network & System Policy, Information System Audit & Security Policy, DR Policy/Plan etc. by engaging the professionals of concerned domains. II. GAP Analysis 1. Based on detailed reports & documentation under the Project Planning and Business Process Study Phase, perform GAP analysis of existing Business practices & processes and determine any gaps from the standard features available in the Core Business Software and the requirements of existing processes. 2. Prepare a clear documentation of conducted GAP analysis customization requirement document and based on end user business requirements, identify the customizations required in the system to incorporate those requirements identified in GAP analysis. i. Business Processes ii. Policies and standards Terms of Reference 17
iii. Business Intelligence requirements
3. Based on the entire study and analysis conducted by the vendor for technological and business areas of ET&NCD, the vendor is supposed to recommend the ET&NCD the optimum or best utilization of existing resources like Servers, Workstations, HW & CI etc. devices, Human Resource so that the advantage of acquiring the Centralized Solution could not be interpreted as a disadvantage or underutilization of resources already available with the ET&NCD.
III. Design Specification, Implementation, Customization, Consolidation & Data Migration a. Technical Solution Design 1. Detailed design workshops for proposed solution/Entire setup for ET&NCD. 2. Detailed technical design documentation on proposed solution including: i. Functional Specification Document with functional and non- functional requirements ii. Traceability matrix iii. Solution Architecture Document iv. DB Design, etc. v. Any other technical document
b. Implementation Responsibility of the Vendor 1. Establishment of test environment for the solution/Entire setup/system in the designated premises of ET&NCD, Peshawar. 2. Provisioning of Installation and Configuration Manuals 3. Provisioning of Operational and User Manuals 4. Complete customization, data migration and implementation activities 5. Update implementation plan at every step as per actual scenario 6. Any other significant activity associated with successful implementation
c. Data Consolidation & Migration Besides the design and implementation of new solution/entire setup, vendor is supposed to conduct seamless transformation of Business from existing environment to the proposed environment. Vendor is expected to create and test data migration procedures at Peshawar/ district offices to ensure that before the go live data all the data migration issues are resolved. Further assistance and facilitation to “Operations Wing” of ET&NCD is also required from the vendor in designing specialized reporting from the centralized database.
Terms of Reference 18
IV: Training & Capacity Building The solution provider(s) are supposed to arrange/ provide and conduct comprehensive training and associated extensive refresher training courses to the nominated officers/officials of the procuring Department which may involve national or international level training/workshops using all state of the art tools and technologies of training along with relevant training material. It may be noted here the training means the training of every aspect/ area of entire solution/setup. The service/solution provider shall be responsible for capacity building of ET&NCD staff by making the same a regular feature. Further train the trainer approach/master trainer may also be observed.
V: Testing / UAT, Rollout a. Testing/UAT 1. Prepare a comprehensive Test plan and strategy document with the consent of ET&NCD. 2. Prepare test cases and use cases to assess the functionality of the solution in context with the UIP Tax business. 3. Finalizing User Acceptance Test Plan taking into view the standard practice like stress testing, regression testing and response time validation etc. 4. Arrange to facilitate ET&NCD in conducting User Acceptance Test for all components of the Core CUIPTMIS / Entire setup. 5. Review of UAT results to assess any need of UAT1 or UAT2 etc. 6. Implementation in response to successful UAT. 7. Evaluation of implementation results. b. Rollout Centralized rollouts and system live at district level. a. Identification of any suitable number of district offices as pilot site for rollout in consultation with ET&NCD taking into consideration the characteristics/ behaviour/ requirement/ volume & nature of site/offices to cover relevant modules and features of the solution/setup. b. Coordination and implementation of the solution to connect pilot branches to Centralized location besides activating / managing the DR site with robust DR plan with special emphasis on minimum downtime and zero data loss with complete data recovery. c. Review of feedback received from pilot offices/sites and redressal there-off.
VI: Product/Solution/Entire Setup Support Post Agreement Vendor must provide product/ solution/ entire setup support & maintenance through professional domain experts for period of 01 year after completion of agreement or as per the pleasure/satisfaction of the procuring agency/ Terms of Reference 19
department. The vendor shall also provide support for maintenance, new modules, Satellite Imageries biannual basis for 01 year after completion of agreement.
VII: Implementation of Centralized UIPTMIS/DSS Reporting and Business Intelligence 1. Design and develop System/Business reports as requested/ required by ET&NCD 2. Design reports/ data export mechanism to provide data to specific external entities. 3. Generate standardized Business intelligence reports using any customized size of paper and any type of printer besides digital format (e.g.; .pdf, .txt, .xml, .xlsx etc.)
vi. ACTIVITIES TIMELINES OF THE PROJECT The bidder shall propose the timelines of the activities of the assignment keeping in view the total duration of the assignment as 18 months.
5. Eligibility criteria In order to be eligible to bid, the firm(s) must possess the following attributes:
The firm must be registered body corporate. Public owned corporate entity, UN or its allied agencies or any not for profit or charity institution of local or foreign origin (registered) of leading stature shall sufficiently suffice to this requirement; The firm must be of sound repute, with no litigation history of fraud/ embezzlement for at least the last three years; The firm must have a strong financial status, capable of bearing any cost overruns during the assignment, with no liquidity issue at all duly substantiated from its provided balance sheet and cash flow statement; Must have audited financial statements (for the last financial year of the organization), issued by a Chartered Accountant licensed with Institute of Chartered Accountants of Pakistan (ICAP), comprising of attested copies of audited reports for the last three years. Registration with Pakistan Software Export Board (PSEB). The firm shall have enough institutional and human resource for IT hardware/ software solutions and conducting a survey of this kind which is very complex and specialised; Specific experience in property tax digitization and survey will be preferred. The firm may have experience of working on studies and research related to taxation; The firm must have previous experience of undertaking surveys of this magnitude and similar nature, taxation specific surveys will be preferred. Brief description of such previous experience shall be provided to the Department along with application; The firm must have taxation experts and law experts on its HR panel to lead the exercise; The firm must have a local presence in KP, knowledge of the survey area, with the ability to deploy required HR in the field; The firm must have good understanding of the applicable laws, including the local government system. Terms of Reference 20
Stage -1: Review of the assessment and collection system a. Conducting diagnostic study
The firm shall strive to understand UIP tax assessment and collection system in KP, including but not limited to the applicable laws, rules, documentation, timing with respect to each involved activity, organizational setup, documentation, computerized system and legacy data collected as a result of historical survey exercise. This review of the tax system in KP shall be supplemented by a review of national and comparable international best practices. The firm shall consult closely with all key stakeholders in the Secretariat, DG ET&NC and their field formations to collect information about the system. Similarly the Department in general and ETOs concerned in particular will assist and make available all relevant documents and data required for the study. The firm, enabled by the Department, shall identify and collect data from secondary source (legacy data of the Department collected by its field formations) as well as tertiary sources (e.g. PRAL and NADRA, data on petrol/CNG pumps from Ministry of Oil and Gas, data from District Administration etc.) Stage-1 shall commence within a month’s time from the signing of the contract and shall take not more than three months, at the end of which the firm shall submit a comprehensive report to the Department detailing the diagnosis of the system as well as the design of Stage-2 (field survey for data gathering, data analysis and consolidation in database) and Stage-3 (survey report) along with a detailed work-plan. The firm should also carry out GIS mapping of the districts and give workable proposals on its updation, expansion and sustainability. The report shall be organised in a way so as to give clear diagnostics as follows:
Section 1 – giving out policy recommendations Section 2 – pertains to GIS mapping of the districts with room for updation, expansion etc. Section 3 – pertains to complete blue print for MIS system and database for UIP taxation including data migration and synchronization with previous UIP databases Section 4 – Survey design The system diagnosis part of the report shall document the following:
Policy, legal and regulatory framework of the specific taxes and their thresholds, process flows and existing institutional mechanisms, present findings on data gathering, assessment, documentation, highlight excessive discretion, malpractices or maladministration, over or under assessment (whether consistently or otherwise), assess IT system capability and discrepancies if any, any other finding ancillary and incidental to highlighting the discrepancies in the existing system of tax assessment and collection, and Recommendations at the policy, management and operational levels.
Terms of Reference 21
b. Design of survey for Stage-2
Based on the diagnostic study the firm shall, in this period, complete the design of the survey to be carried out in Stage-2 of this assignment. The survey design part shall include:
Business requirement documents (BRD) of the database Basic architecture and sketch of the database, survey tools (questionnaires) and GIS mapping, detailed work plan for field survey, including HR deployment plan and logistics plan, format/template of database for information gathering and consolidation, format/template of survey report. This stage of the assignment shall also be utilised to identify and highlight potential risks, issues at the appropriate level and clarify any ambiguity in the assignment for timely resolution and guidance by the Department. Stage 2: Physical survey and database development – Mobilization of resources and data gathering The firm shall mobilize its resources and depute teams for physical survey within 2 week from the date of endorsement of the Stage-1 report and approval of the survey design by the Department. It shall also work out business requirement document of the database, its integration with GIS, automatic tax calculators, online payment facility, multiple dashboards etc. The Stage-2 shall be completed within 3 months.
The firm shall ensure the training of survey teams on the concept, tools, and mode of conduct before deploying them in the field. The firm shall utilise the experience of the Ex-ET&NC Officer and Tax officers and their staff in the training of the survey teams. Close liaison with the ET&NC Department, its operating arms and the field formations shall also be maintained by the firm as required during the field deployment. Any issues arising will be communicated and raised at the appropriate level for resolution by the Department. The survey instruments will initially be tested on a small sample and results will be used to course correct the methodology and modify the instruments in consultation with the Department. The data gathered by the survey teams from the Districts Abbottabad and Nowshehra would be organized/compiled in a set of applicable tax registers, and computerized in the newly developed database and handed over to the IT staff of the Department. The firm is expected to run a parallel process of data entry and it would be completed in next day after the data collection has been completed. The firm shall also ensure geo-tagging of the establishments being surveyed. The data collected shall be the property of the Department and the firm shall ensure its sanctity. The end of Stage 2 will be marked by the Department’s endorsement of the submission of consolidated database along with GIS maps. The firm shall ensure orientation of the nominated persons in the Department, DG ET&NC on the database and tax registers.
Terms of Reference 22
Stage 3: Compilation of Survey Report – analysis and interpretations The assignment shall culminate upon handing over complete database with GIS integration, source codes, and detailed software manuals. A final report by the firm detailing the survey approach, methodology, findings including detailed analysis of the primary data collected viz-a-viz the secondary and tertiary data will be submitted in quadruplicate. The detailed analysis shall be framed in a manner so that the under assessment, over assessment or nil are reported against each tax payer / tax unit in a comparative form. That will justify the very intent of instant survey proposing the true potential of the Department and facilitating it in the setting of rational tax collection target. Based on the reporting requirement decided in Stage-1, the final report may have to be in two parts to cater to the separate requirements of DG ET&NC. Stage 4: Orientation, Review and Queries The firm shall cooperate with Department on explanations required in understanding the analysis or any other queries related to the execution of the assignment for at least 8 months after the submission of the final report. They shall provide software support services for twelve months.. Stakeholder participation The firm shall not execute the assignment in a way that is not agreed with the three major stakeholders. Additionally the firm may also have to consult with additional stakeholders via the Department as and when required. 6. Deliverables The deliverables of the assignment are: a. Inception report within 20 days of signing of contract, including approach and methodology, HR plan, ICT deployment, work-plan, monitoring plan b. Assessment and diagnostic report of the tax policy, assessment and collection system (findings and recommendations), database development and integration (as per PC-1); c. Survey design (data sources, survey instruments, work plan, database design etc.) d. Consolidated database and tax registers, along with GIS maps; e. Complete database systems on turnkey basis with one year support services. f. Final report(s) on survey findings, along with detailed analysis highlighting under assessment and/or over assessment; g. A standalone executive summary of the entire assignment to be presented as a policy paper/briefing note; h. Presentations to the stakeholders on above mentioned deliverables; i. Orientation of staff of DG ET&NC on the database.
Terms of Reference 23
7. Timeframe
The contract period will be 18 months, and the assignment must be completed by the firm within the time period. Timeframes for each stage of the assignment are given below: Inception …………. 20 days Stage-1 …………… 3-4 months Stage-2 …………… 3-4 months Stage-3 …………… 2 months Stage-4 …………… 2 months
8. Coordination and reporting
The firm will be required to submit monthly progress reports during execution of the assignment to the Department through its project management committee. These reports will be discussed with the firm in monthly meetings of the project management committee (as per PC-1). The firm will also oblige the Department’s request for special report(s) and important documents/information from time to time. All deliverables and progress reports will be provided in both hard copy and electronic version in English in the format requested. 9. M&E and quality control
The firm shall deploy a team to be identified with their CVs to devise an M&E system for this assignment and ensure quality control. 10. Responsibilities of the procuring entity
Provide access to the firm to all of the relevant legislations, rules, notifications and documents for literature review; Provide access to the firm to the department’s own data repository on tax assessment and collection in previous standalone database systems; Facilitate inter departmental coordination for provision of access to relevant secondary and tertiary data to the firm; Spot checks during physical survey; Review the approach and methodology, monitoring and quality assurance of all deliverables being submitted by the firm; Provide timely input and feedback to the firm.
11. Payment schedule
If an award is made, the Department will determine the payment schedule in consultation with the firm. However, an indicative scheduling is given below: Terms of Reference 24
Phasing Payment Inception 10% Completion of Stage-1 20% Completion of Stage-2 45% Completion of Stage-3 20% Completion of Stage-4 05% Total 100%
In case of occasional delays in payment processing due to government regulations, the firm is expected to bear the cost overruns. 12. Evaluation of proposals
Evaluation criteria for selecting the winning Consulting Firm will include both technical and cost considerations consistent with the scope of work. A committee will assess proposals. The criteria for selection will include the following:
S# Criteria Weightage 1 Experience/capabilities in research/surveys of similar nature having 15% both quantitative and qualitative dimensions 2 Allocation of adequate/appropriately qualified and experienced staff 15% 3 Technical approach/ proposal 20% 4 Understanding of the government system and procedures, specifically 10% taxation system 6 Cost estimates 25% Total 100%
As part of the bidding process, firms are required to propose adequate and appropriate staff. The allocated staff will be capable of conducting sophisticated statistical analysis, Capacity and experience in database development, integration, data migration, have a proven ability to conduct qualitative research and analyse qualitative data, and have strong writing and presentation skills for both qualitative and quantitative data. Any proposed changes of allocated staff designated in the submitted proposal will need to be formally approved by the Department. 13. Key Service-level Parameters
In case of remediable breach of contract such as occasional default, delay in submission of report or performance of task with in due time, a penalty to the tune of Rs. 1000/- per day or per incidence, as the case may be shall be charged. However, in case of misconduct, incompliance/ non-performance / short compliance, performance against the scope of Contract by the Survey firm a Performance Security of the Survey firm shall be forfeited.
Terms of Reference 25
14. Rejection / Acceptance of the Tender
The Department shall have the right, at his exclusive discretion, to accept a Tender, reject any or all tender(s), cancel / annul the Tendering process at any time prior to award of formal Contract, by assigning cogent reason or any obligation to inform the Tenderer of the grounds for the Department's action, and without thereby incurring any liability to the Tenderer and the decision of the Department shall be final. The Tender shall be rejected if: i. It is substantially non-responsive; or ii. It is submitted in other than prescribed forms, annexes, schedules, charts, drawings, documents / by other than specified mode; or iii. It is incomplete, un-sealed, un-signed, printed (hand written), partial, conditional, alternative, late; or iv. It is subjected to interlineations / cuttings / corrections / erasures / overwriting; or v. The Tenderer submits more than one Tenders; or vi. The Tenderer fails to meet the minimum mandatory score of 50% against each criterion in the Technical Evaluation Criteria; or vii. The Tenderer refuses to accept the corrected Total Tender Price; viii. The Tenderer has conflict of interest with the Department; or the tenderer tries to influence the Tender evaluation / Contract award; ix. The Tenderer engages in corrupt or fraudulent practices in competing for the Contract award. x. There is any discrepancy between bidding documents and bidder’s proposal i.e. any non-conformity or inconsistency or informality or irregularity in the submitted bid. xi. The Tenderer submits any financial conditions as part of its bid which are not in conformity with tender document. 15. Note for Joint Ventures:
i. The lead firm should have at least 50% (fifty-percent) of the staff on the permanent fulltime role (having a minimum of six months standing with firm) nominated to work on the assignment. ii. All key input and core staff of the Bidder should be nominated by name in the proposal. During evaluation 5% marks will be deducted for each TBN (To be nominated) position of the requisite staff. iii. The key staff of the Bidder must be proficient in written and spoken English. iv. The Bidder may propose their additional positions and an adjustment of man-months for key personnel so for as total man-months for key personnel remain the same as above. v. The estimated man-months input (key personnel & Technical staff ) for Bidder is as above, which have to be verified by Bidder according to their own professional judgment. 1
Section 6 - Contract Agreement THIS CONTRACT (“Contract”) is entered into this [insert starting date of assignment], by and between [insert PE ’s name] (“the PE”) having its principal place of business at [insert PE ’s address], and [insert Bidder’s name] (“the Bidder”) having its principal office located at [insert Bidder’s address]. WHEREAS, the PE wishes to have the Bidder Performing the services hereinafter referred to, and WHEREAS, the Bidder is willing to perform these services, NOW THEREFORE THE PARTIES hereby agree as follows:
1. Services (i) The Bidder shall perform the services specified in Annex A, “Terms of Reference and Scope of Services,” which is made an integral Part of this Contract (“the Services”). (ii) The Bidder shall provide the reports listed in Annex B, “Bidder's Reporting Obligations,” within the time Period listed in such Annex, and the Personnel listed in Annex C, “Cost Estimate of Services, List of Personnel and Schedule of Rates” to Perform the Services.
2. Term The Bidder shall perform the Services during the period commencing [insert start date] and continuing through [insert completion date] or any other period as may be subsequently agreed by the parties in writing.
3. Taxes & The Survey firm shall be entirely responsible for all applicable Duties taxes, duties and other such levies imposed by the concerned local provincial and federal authorities in Pakistan A. Ceiling
3. Payment For Services rendered pursuant to Annex A, the PE shall pay the Bidder an amount not to exceed [insert amount]. This amount has been established based on the understanding that it includes all of the Bidder's costs and profits as well as any tax obligation that may be imposed on the Bidder. C. Payment Conditions Payment shall be made in [specify currency], no later than 30 days following submission by the Bidder of invoices in duplicate to the Coordinator designated in Paragraph 4. 5. Project A. Coordinator Administration The PE designates Mr./Ms. [insert name] as PE’s Coordinator; the Coordinator shall be responsible for the coordination of activities under the Contract, for receiving and approving invoices for Payment, and for acceptance of the deliverables by the PE.
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B. Timesheets During the course of their work under this Contract the Bidder’s employees providing services under this Contract may be required to complete timesheets or any other document used to identify time spent, as instructed by the Coordinator. C. Records and Accounts The Bidder shall keep accurate and systematic records and accounts in respect of the Services, which will clearly identify all charges and expenses. The PE reserves the right to audit, or to nominate a reputable accounting firm to audit, the Bidder’s records relating to amounts claimed under this Contract during its term and any extension, and for a period of three months thereafter.
6. Performance The Bidder undertakes to perform the Services with the highest Standard standards of professional and ethical competence and integrity. The Bidder shall promptly replace any employees assigned under this Contract that the PE considers unsatisfactory. 7. Confidentiality The Bidders shall not, during the term of this Contract and within two years after its expiration, disclose any proprietary or confidential information relating to the Services, this Contract or the PE’s business or operations without the prior written consent of the PE.
8. Ownership of Any software, database, studies, reports or other material, Material graphic, software or otherwise, prepared by the Bidder for the PE under the Contract shall belong to and remain the property of the PE. The Bidder may retain a copy of such documents and software. 9. Liquidated If and where applicable, liquidated damages (LD) shall be levied damages for delay start date of services @ Rs. 1000.00 per day. However, the amount so deducted shall not exceed, in the aggregate the value of the performance security. 10. Legal status to The Bidder must be allowed and meet all conditions set forth by render Survey the GoKP to render survey services and licensed as such. 11. Force Majeure Force majeure shall mean any event, act or other circumstances not being an event, act or circumstance under the control of the Department or of the Survey firm. Non-availability of materials/supplies/Human resource/other resource ancillary and incidental to the conduct of instant survey or of import license or of export permit or requisite NOC from concerned department/agency shall not constitute Force majeure. If by reasons of Force Majeure supplies or services cannot be delivered by the due delivery date then the delivery date may be extended appropriately by the Department keeping in view all the circumstances and requirements of the Department. The Survey firm shall not be liable for liquidated damages, forfeiture of its Performance Security, blacklisting for future tenders, termination for default, if and to the extent of his failure / delay in performance /discharge of obligations under the Contract is the result of an event of Force Majeure. 3
If a Force Majeure situation arises, the Survey firm shall, by written notice served on the Department, indicate such condition and the cause thereof. Unless otherwise directed by the Department in writing, the Survey firm shall continue to perform under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. 9. Dispute i). The Department and the Survey firm shall make every effort to Resolution amicably resolve, by direct informal negotiation, any disagreement or dispute arising between them under or in connection with the Contract. ii). If, after thirty working days, from the commencement of such informal negotiations, the Department and the Survey firm have been unable to amicably resolve a Contract dispute, either party may, require that the dispute be referred for resolution by arbitration under the Pakistan Arbitration Act, 1940, as amended. The award shall be final and binding on the parties.
FOR THE PROCURING FOR THE BIDDER ENTITY
Signed by Signed by
Title: Title:
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REQUEST FOR PROPOSAL FOR HIRING CONSULTANCY SERVICES E-ENABLEMENT OF EXCISE, TAXATION AND NARCOTICS CONTROL DEPARTMENT AND GIS BASED SURVEY IN NOWSHEHRA AND ABOOTTABAD
Excise Taxation and Narcotics Control Department Government of Khyber Pakhunkhwa intends to engage the services of technically qualified and experienced consulting firms/companies organizations, having relevant experience in the GIS Based tax survey for in Districts Nowshehra and Abbottabad and MIS database system development (having integration with GIS). Basic aim of the survey is to independently and accurately assess the tax potential of the tax heads. The proposed assignment may include but not limited to data migration, database development, field survey, GIS mapping, compilation of data and assessing the actual tax potential of Abbottabad and Nowshehra by application of tested and proven international benchmarks. Proposals are invited from registered public entities, companies/ firms/ Bidders, having relevant experience, capacity and expertise in the survey fields to undertake the proposed assignment. The interested bidders shall be tax compliant having name in the Active Tax Payers List. A set of Request for Proposal (RFP) for hiring consultancy services having complete details of evaluation criteria, terms of reference, etc. can be obtained from the office of Director (Planning and Development), Excise, Taxation and Narcotics Control, Shami Road Auqaf Plaza Peshawar free of cost or can download it from the official website www.kpexcise.gov.pk. Prospective bidders shall submit their sealed proposals complete in all respects, with the title clearly marked as technical and financial proposals to the office of the undersigned on or before 1130 HRS, 30th January, 2020. Technical proposals will be opened at 1200 HRS the same day A pre-bid conference will be held in the office of Director General, Excise, Taxation and Narcotics Control Department on 26-12-2019 at 1200 HRS. The prospective bidders may give presentation of their respective contemplated solutions. The technical proposals will be evaluated as per evaluation criteria in the RFP and KP-PPRA Rules, 2014. For further queries please peruse the RFP or visit www.kpexcise.gov.pk
DIRECTOR GENERAL, EXCISE, TAXATION AND NARCOTICS CONTROL DEPARTMENT, AUQAF PLAZA, SHAMI ROAD, PESHAWAR. PHONE: 091-9212260-61, FAX: 091-9211474 www.kpexcise.gov.pk