OVERSEAS PAKISTANIS FOUNDATION

Transcription

1 OVERSEAS PAKISTANIS FOUNDATION Ministry of Overseas Pakistanis & Human Resource Development Government of Pakistan Digitization and Automation of OPF Housing Societies Issuance of Date Closing Date Monday 24 th April,2017 Wednesday 10 th May,2017 Overseas Pakistanis Foundation intends to engage a Firm / Software Company for "Digitization and Automation of OPF Housing Societies. 1. Proposals are invited from reputable Software Companies having Valid NTN and Sales Tax Registration; as well as relevant experience for Digitization and Automation of Housing Societies. 2. Bidding Documents / TORs may be obtained from OPF Housing & Works Division during working hours or can be downloaded from OPF & PPRA websites. 3. Single stage & two envelop bidding procedure shall be applicable. 4. All the applicable Federal, Provincial & Local taxes must be considered while preparing the Financial Proposals. All these taxes are required to be built in the quoted rates and not be mentioned separately. 5. The organization / Firm providing unsubstantiated and or incorrect information are liable to legal action and/or disqualification. 6. The OPF reserves the right to reject any or all the proposals as per PPRA Rules, on the basis of valid reasons prior to acceptance of Bid / Proposal. 7. The Bids complete in all respects, should reach in sealed envelopes on 10 th May, 2017 at 1200 hours in the following office: Director General Housing & Works Division Overseas Pakistanis Foundation Shahrah-e-Jamhuriat sector G-5/2, Islamabad. Phone: , Fax: housing@opf.org.pk

2 OVERSEAS PAKISTANIS FOUNDATION TERMS OF REFERENCE FOR DIGITISED SOFTWARE SOLUTION FOR OPF HOUSING SOCIETY HEAD OFFICE SHAHRAH-E-JAMHURIAT, SECTOR G-5/2 P.O BOX 1470, ISLAMABAD UAN: TEL: , FAX: WEB:

3 OVERSEAS PAKISTANIS FOUNDATION INTRODUCTION 1. The Overseas Pakistanis Foundation (OPF) has been established under the Emigration Ordinance, 1979 and registered on 8 th July 1979 as Guarantee Limited Company under the Companies Act, 1913 (now Companies Ordinance 1984, Section 42) for the achievements of objectives as laid down in the Memorandum and Articles of Association. 2. It is a Public Sector Organization, governed under the Corporate Governance Rules 2013 issued by Securities and Exchange Commission of Pakistan (SECP). The OPF functions under the administrative control of Ministry OP & HRD, Government of Pakistan. 3. Overseas Pakistanis Foundation (OPF) has under taken steps to integrate technology in its various fields and area of interests including OPF Housing Society. Overseas Pakistanis Foundation is looking out to procure the goods and services of the firms/companies having experience in the field of IT based digitized software solution to cater its ever growing demand in real estate sector. 4. The requirements in the case of a digitized solution of real estate management include addressing of all the issues concerning from: a. Acquiring of land b. Land GPS location c. Identification of undeveloped land d. Land under development e. Developed plots and its subsequent possessions. f. It also includes detail of the land purchased with free of any encumbrances and shall also be able to maintain data for land under litigation along with its monitoring of judicial proceedings. 5. The system may provide its clients with ease of access for the procedural formalities like transfer of plots with one window operations and payment of installments and other fees related to society through modules like easypaisa, Jaz Cash, debit/credit cards facilities and internet banking with other facilities. The security features of allotment letter is a very important aspect. The system may be able to provide an excellent security solution to its owners with probability of online verification of transfer letter without accessing main web site or data base portal of the society directly.

4 OBJECTIVES 6. To streamline the operations of estate management by providing quality solutions to the clients in real time. The major components shall include: a. Maintaining an efficient software solution for the convenience of its members and for the management of the housing society. b. To maintain an efficient system of secured allotment and possession letters through an intelligent software linked with data with provision of sms verifications, 24 hours and seven days a week to its members and stake holders. c. 9 AM to 5 PM call center back up for the members. (Vendors Responsibilities) d. Online payment solutions catering all aspects of estate management. e. Online monitoring and evaluation mechanism for management to ensure quality services provided to its clients in real time without any delays. f. The software solution should be efficient and cost effective. DETAILED SCOPE OF WORK 7. Overseas Pakistanis Foundation shall provide sufficient, safe and secure room for the installation of equipment. The basic electric connections and air conditions will also be provided by OPF along with power back up equipment (UPS and generators) for the uninterrupted supply of electricity. Other operational and additional electric fitting materials shall be provided by the bidders. 8. Following is the detailed scope of work: a. To collect, maintain and elaborate data of land along with revenue record of all the land acquired or purchased by OPF. b. To maintain complete data base of the members of the society. (Administrative and Financial) c. To maintain separate data of the land free of all litigation with clear title. d. To maintain data of land with litigation and details of judicial proceedings properly updated. e. To maintain data of developed plots, under developed plots and raw land.

5 f. To maintain data of raw land under possession of the society. g. To maintain an online map of the housing society with daily update of progress with proper markings of developed area and area under development. h. To maintain data of developed plots with online accessibility to its members to access them on the map. i. To maintain an automated accounts system. j. Provision of on line payment facilities of instalments and related fees imposed by society from time to time through Easypaisa or Jaz Cash etc. k. To secure the allotment / possession letters of the members through online security feature like bar code, digitalized signatures, RFID stickers and 24/07 sms verification system with call center back up. l. To maintain secure access to the management of the society by creating individual passwords for all the stake holders to access the system. m. To provide online supervision of all the concerned stake holders of management of the society to access the system from anywhere in the world through their personal passwords. n. To establish one window systems of transfers and possession. o. SMS facilities for clients, updating clients about different aspects of their plots. p. The accounting record keeping aspect of the project: o o o o The application can be integrated with running financial application. The receipts and fees shall be automated booked/ classified in different head of accounts as prescribed by OPF. The specialized reports should be provided to OPF that can be used by management, finance department, the reports should be able to populate the data based on clients, plots, payments schedules and others specification as required by OPF. The finance record keeping should be above to attach PDF and word formats, which shall be able to view on dash boards.

6 VENDOR SHALL DELIVER, INSTALLATIONS AND COMMISSIONING OF CONTRACTED SOFTWARE THROUGH ITS HARDWARE COMPONENTS AND ACCESSORIES ALONG WITH DATA STORAGE DEVICES 9. Vendors shall deliver following deliverables: a. The bidder shall develop its software based on open source platform (the application shall be web based using latest tools and technologies, with biometric verifications facilities) exclusively for the purpose real estate management of the housing society and shall also submit an undertaking that the bidder is the proprietary owner of its indigenously developed software. b. The successful bidder shall arrange to supply, install and deploy the equipment (computer hardware and other necessary items) to successfully run and execute the real estate management software with internet services strictly in accordance with specifications given in the technical bid within a period of 60 days. c. The bidder shall give an undertaking to ensure on-site guarantee for smooth flow of software for the contracted period against breakdown caused by their mistakes. This guarantee shall be extended without any financial liability of Overseas Pakistanis Foundation. d. The installation and maintenance of hardware for the smooth functioning of the software, this shall be done at the risk and cost of the bidder.0verseas Pakistanis Foundation shall not be liable for any liabilities or damages arising thereof. e. The bidder shall not use this software for any other purpose other than those stated. f. The bidder shall maintain all the computer hardware and software in proper working condition throughout the period of contract. g. The bidder shall bear any extra cost arising out during the course of execution of the software. h. The bidder shall not without the permission of OPF share information/data maintained by him of this project during and after the expiry of the period of the contract with anyone, without prior approval from OPF.

7 i. The bidder shall inform the Overseas Pakistanis Foundation from any dispute(s) that may arise between any of the party concerned during and after the award of the project. j. The contract period shall be for the period of two years. k. COMMISSIONING OF THE PROJECT 9. If the bidder has fulfilled the following conditions, then the Project will be deemed to have been commissioned and payments can start as per payment conditions: a. He has successfully created a data base as per the specifications. (The terms & conditions of this tender documents as specified in the scope of work) b. The successful implementation of software with its specified results. c. Commencement of SMS verification system and call center back up MONITORING SET UP 10. The bidder shall dedicate qualified and skilled staff with their own offices for the management of the project during the entire project period for execution, co-ordination and implementation of the project. Bidder shall also provide feedback and reporting to the Overseas Pakistanis Foundation as demanded from time to time. 11. The OPF and vendor shall appoint a responsible officer as Point of Contacts. All the relevant data shall be duly verified through signatures by the officers designated as a point of contact by both parties. Only the verified and duly authorized data shall be uploaded and populated. 12.The bidder shall not on its own change, alter, modify or delete any data. The bidder shall not be responsible for any mistake by populating the data supplied by the OPF through its authorized person.

8 SECURITY 13. The both parties are expected to take adequate measures and provide assistance to the each other for security arrangements of equipment. The bidder is responsible to maintain security of data populated on its software by maintaining end to end encryption. DURATION OF THE PROJECT 14. The duration of the project is for a period of two (02 ) years from the date of communique is sent in this regard to initiate the service and supply of deliverables. SUBMISSION OF PROPOSAL 15.The proposal is to be submitted with all the necessary details in 02 sealed envelopes which shall include: i. Envelop 1: Technical / Project proposals complete with all technical details as described in the scope of work. ii. Envelop 2: Financial proposal complete with all details Proposals submitted either by Facsimile or shall not be acceptable. All the pages of the offered proposals must be signed under the hand of authorized signatory. Any proposal received after the specified last date and time of submission of bid will not be considered. UNDERTAKING (SAMPLE): Interested firms/organization shall submit their technical/financial proposals under sealed envelopes to the Office of the MD/OPF in prescribed format. The technical proposal should be accompanied with proof of annual turnover, detailed experience in conducting similar assignments and other documents as described in eligibility criteria. The proposal must be accompanied by the letter on the organization s letter head showing Registered office address. It should be signed by the authority to commit the organization with the relevant experience to a binding contract. The organization must quote the work title and include the following declarations: i) I/WE have examined the information provided in your Terms of Reference (TOR) and offer to undertake the work described in accordance with the requirements as set out in the TOR.

9 ii) iii) iv) This proposal is valid for acceptance within three months and I/WE confirm that this proposal shall remain binding upon us and may be accepted by you at any time before this expiry date. I/WE confirm that all personnel named in the proposal shall be available to undertake the services. I/WE confirm that there are no personal, financial and business activities that shall, or might give rise, to a conflict of interest, if we are awarded this assignment. Overseas Pakistanis Foundation reserve the right to reject any proposal which in its opinion give rise or could potentially give rise to, a conflict of interest. v) I/WE confirm that the firm/organization is not or have not been the subject of any proceeding or other arrangements relating to bankruptcy or engaged in corrupt or fraudulent practices. Organization have not been convicted of any offence concerning professional misconduct. vi) Date: I/WE agree to bear all costs incurred by us in connection with the preparation and submission of this proposal and to bear any further pre-contract cost. I/WE confirm that I/WE have the authority of (name of organization) to submit proposal and to clarify any details on its behalf. Signatures: Name: Designation: ELIGIBILITY CRITERIA 16. Following are the eligibility criteria: i) The firm/organization should be registered with SECP or duly registered with Registrar of firm (in case of partnership). ii) iii) The firm/organization should be a reputed one in the field of software and IT based business. The firm/organization should have valid licenses from relevant authorities including CVAS license from PTA (Pakistan Telecommunication Authority) and license from PSEB (Pakistan Software Export Board) having interconnects with all the telecom service providers like Mobilink, Telenor, Warid, Zong and U fone.

10 iv) Bidder should be in the business of technology based services and software solution providers for at least two (02) years. v) Bidder should have at least one running business experience relevant to this case and able to demonstrate its live module. vi) vii) viii) ix) Bidder should have at least one local and one international based projects of the IT based services in its credit. Bidder should have its own IT based team for preparation and execution of this program. Registration with Federal Board of Revenue. The firm/organization failing to meet these criteria or unable to submit requisite supporting proof is liable to be rejected during evaluation. MARKING CRITEIRA 17. Following would be marking criteria: Marks a. Similar Projects conducted 20 b. Registration with Inland Revenue and other revenue authorities 10 c. Mobile service compatibility 10 d. Active Tax Payers 10 e. Registration with SECP 10 f. HR Strength/ Specialized professionals 20 g. Financial Strength 10 h. Able to provide bank guarantee 10 PAYMENT TERMS 18.The total project cost is to be finalized on the basis of final quoted amount in the financial proposal. The payment terms shall be: a. Initial Advance (submitting insurance/ bank guarantee) 10% b. Supply of Hardware equipment 20% c. Complete scanning of documentations 20% d. Complete data base 20% e. Start of digital transactions 20% f. One year after successful operations 10%

11 19. In addition to above, vendor shall be entitled for PKR 6,000 per transaction (The billing of this shall be determined based on the number of final transfer letter issued to the applicant). The billing of the above per transaction shall be done one month in arrears, the undisputed transactions shall be cleared by OPF within 15 days, after the receiving of invoice from vendor. 20. All the taxes shall be mentioned separately and should be included in the bidding price. Any change in the taxation will be paid by the vendor, except mutually agreed upon by OPF and vendor. OPERATIONS AND MAINTENANCE 21.The proposal shall include not less than one (01) year comprehensive Warranty on all the products necessary to run the software as supplied. The software and hardware so supplied shall be from Original Equipment Manufacturers and should be of A grade quality. The hardware can be rejected at any time during and after the completion of contract if found sub-standard. The price of replacement shall be borne by the vendor. OTHER GENERAL INSTRUCTIONS i) The price/rate quoted and proposed shall include the other charges such as packaging, forwarding, taxes and comprehensive insurance etc. ii) iii) iv) Once quoted the bidder shall not make any changes, whether resulting or arising out of any technical clarification. The price/rate quoted by the bidder shall be valid for a period of 180 days and shall be applicable for the entire contract period. Payments shall be made against valid bill(s) as produced and signed by Contract persons of OPF. v) The discount, if any, may be quoted during submission of valid Bill(s). vi) vii) viii) In case of services/equipment are not according to the specifications, the cost of returning them or rectification of the same shall be borne by the supplier. The vendor is required to submit earnest money at the rate of 2% of the bid value. Separately in financial bid (which shall be sealed). In addition to above, interested parties are required to collect Bidding documents from housing division at the fees of PKR 5,000 (Pakistanis Rupees Five Thousand). For processing fees / tender fees / scrutiny fee.

12 ix) Earnest money is refundable, whereas fees in lieu of bidding documents, tender fees, scrutiny fees is non-refundable.