PLANNING AND DEVELOPMENT DEPARTMENT
Government of Khyber Pakhtunkhwa
Request for Proposal (RFP)
END-TO-END SOLUTION FOR SUBSIDIES’ DISTRIBUTION TO
TARGETED BENEFICIERIES
Under
Khyber Pakhtunkhwa Food Subsidy Programme
(Pro-Poor Initiatives)
_____________________________________________
Pre-Bid Meeting:
05th August, 2014 at 02:00 P.M
Last Date for Bids Submission:
11th August, 2014 by 03:00 P.M.
Tender Opening Date:
12th August, 2014 at 10:00 A.M.
_____________________________________________
Planning & Development Department
Civil Secretariat, Khyber Road, Peshawar Cantt
info@kp.gov.pk
www.kp.gov.pk
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Table of Contents
1. DESCRIPTION OF WORK ............................................................................................................................... 3
2. GOALS AND OBAJECTIVES OF THE PROJECT ........................................................................................ 3
3. SCOPE OF WORK ............................................................................................................................................... 4
4. FORMAT FOR TECHNICAL PROPOSALS .................................................................................................... 8
4.1 GENERAL ..................................................................................................................................................... 8
4.2 FINANCIAL CAPABILITIES ............................................................................................................................... 8
4.3 RELEVANT EXPERIENCE ................................................................................................................................ 8
4.4 DELIVERABLES ............................................................................................................................................. 5
4.5 TECHNICAL AND FINANCIAL EVALUATION ........................................................................................................ 5
4.6 CURRENCY ................................................................................................................................................... 6
4.7 W ITHHOLDING TAX, SALES TAX AND OTHER TAXES ........................................................................................ 6
4.8 GOVERNING LAW .......................................................................................................................................... 6
4.9 ACCEPTANCE OF PROPOSALS ....................................................................................................................... 6
5. GENERAL TERMS AND CONDITIONS...................................................................................................................11
6. TERMS OF PAYMENT ........................................................................................................................................13
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1. Description of Work
Planning & Development Department, Government of Khyber Pakhtunkhwa, invites sealed
Proposals (Technical & Financial) for the provision of end-to-end ICT solution for
distribution of Food subsidies to targeted about 0.9 Million beneficiaries of Khyber
Pakhtunkhwa Province for “SASTA ATA-GHEE KHASOOSI PACKAGE” under Pro-Poor
Initiatives. This document will cover the scope of work to be carried out within limited time
duration. The procedure will be based on KP Public Procurement Regulatory Authority
evaluation criteria under Single Stage – Two Envelop System.
2. GOALS AND OBJECTIVES OF THE PROJECT
The primary objectives of the Programme include:i.
GUARANTEE FOOD SECURITY FOR THE VULNERABLE AND POOR:
Government of Khyber Pakhtunkhwa aims at providing essential food
commodities to people below poverty line at a subsidized price. The targeted
public distribution scheme (TPDS), developed under pro-poor initiatives by the
Planning & Development department, is a strategy for food security to ensure
supply of Flour and Ghee to the target population by ensuring availability of
monthly quota of basic commodities, i.e. flour and ghee, to them as per their
average consumption.
At present the Government intends to provide benefits to the poorest of the poor
families identified as such as per criteria approved by Government of Khyber
Pakhtunkhwa. This includes effective implementation of “solution” to provide
subsidies to the targeted beneficiaries with effective monitoring and reconciliation
system. Administrative system must also enable and guarantee these actions.
ii.
DELIVER HIGHER QUALITY OF SERVICES TO POOR CITIZENS OF KHYBER
PAKHTUNKHWA:
Current quality of services offered by the department is defined through the
Citizen’s charter that is published by Government of Khyber Pakhtunkhwa. These
standards are based on infrastructure available and considerable improvements
are expected enabling us to redefine quality of service standards. Our objective
would be to deliver services of the highest quality that are technically, financially
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and organizationally sustainable.
iii.
EMPOWER CITIZENS IN FOOD SECURITY AND CONSUMER RIGHTS
Transparency in selection of beneficiaries by publication of lists as well as
publication of the benefits received by beneficiaries would enable citizens or
citizen groups to point out irregularities, which can be rectified. Citizens have a
right to information and guaranteeing that is a legal obligation of the Department
as laid down in the Right to Information Act of the Government of Khyber
Pakhtunkhwa.
iv.
MINIMIZE COSTS TO GOVERNMENT
Losses of essential commodities, duplication and misuse of food subsidies and
uncontrolled leakages can be substantially reduced by re-engineering processes
and introduction of better systems and reliable technology. Our objective would
be to make the system cost effective and efficient.
3. SCOPE OF WORK:
The people of Khyber Pakhtunkhwa (KP) Province have faced natural and human made
catastrophes spread over three decades. The precarious situation has adversely affected
the lives of all residents especially the most vulnerable women and children. The current
situation in the region which includes the war on terror in Afghanistan, volatile situation in
neighbouring FATA, relatively high prices of food items and low productivity in agriculture
together with less industrial growth warrants the present KP government to take action. The
present government has decided to chip in and assist the poorest of the poor on
partnership basis.
To provide end-to-end ICT solution with static information and personalized debit cards
based on the data provided by the P&D Department for about 0.9 million targeted
beneficiaries. The design and layout of the card will be as specified by the Department.
Responding Organization would have to provide end-to-end ICT solution to distribute
announced food subsidies to targeted beneficiaries of Khyber Pakhtunkhwa province in a
transparent and effective manner.
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The Provincial Government views the ICT based subsidies distribution system as an
important constituent of strategy of the programme that will ensure availability of monthly
quota of Flour and Ghee to targeted beneficiaries as per their entitlement through Utility
Stores Corporation’s 1,441 outlets in the province. The provincial Government is committed
to implement the system to the best advantage of the beneficiaries with full transparency
and efficiency of the operations and accountability to authorities implementing it.
3.1
I.
Major Requirements of the ICT based Solution:
Primary Data regarding targeted beneficiaries have been taken from BISP and
acquired by P&D Department. The bidder / consortium will be providing
authentication solution upon the data provided by P&D Department.
II.
Beneficiaries will get food commodities only from Utility Stores and mobile utility
stores; agreement of the P&D Department has been made with the Utility Stores
Cooperation. Bidders / Consortium should provide the solution which will bind the
authentication of beneficiaries and food subsidy through utility stores.
III.
The beneficiaries’ identity process will be made through customized identity card of
the targeted beneficiaries. Bidder / consortium should provide the solution that
should verify the beneficiaries’ customized identity card through simple solution
based on Point-of-Sale equipment at the utility stores.
IV.
Simple and transparent GSM / GPRS based solution is required for verification
process by the utility store agents. Bidders / consortium should provide the solution
which should also cover remote outlets of the utility stores where electricity and
internet facilities are not ensured.
V.
For the ease of the beneficiaries, simple branchless banking is required which
should registered targeted beneficiaries at the spot.
The primary project objective is to envisage implementation of the ICT based solution from
the Company/Firm/Bank as follows:
(i) Timely and need based allocation.
(ii) Prevention of diversion of announced subsidies.
(iii) Containment of arbitrary decision making at all levels.
(iv) Induction of transparency and accountability in operations.
(v) Reduction of redundant workload of department employees.
(vi) Electronic security and control of confidential data.
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(vii) Fast disposal of stakeholder grievances.
(viii) Dissemination of information as per public requirements.
(ix) Dashboard for monitoring and quick decision making.
(x) Protecting the interest of all the stakeholders.
(xi) To improve service delivery and create transparency, and
(xii) To empower the beneficiary.
3.2
SCOPE DURING PROJECT PLANNING AND MANAGEMENT:
This project is a geographically spread initiative involving multiple stakeholders. Its
implementation is complex and though its ultimate success depends on all the
stakeholders; the role of bidder is key and hence bidder is required to design and
implement a comprehensive and effective project management methodology (End-toEnd Solution Architecture) together with efficient & reliable tools. To have an effective
project management system in place, it is necessary for the bidder to provide the
solution on turnkey basis. The bidder has to ensure that the supply and roll-out is
completed as per demands and timelines of the Project and which should be
implemented latest by 31st October, 2014.
The bidder shall address at the minimum the following:
I.
Create an organized set of activities for the project;
II.
Establish and measure resource assignments and responsibilities;
III.
Construct a project plan schedule including milestones;
IV.
Measure project deadlines and performance objectives;
V.
Communicate the project plan to stakeholders with meaningful reports;
VI.
Provide facility for detecting problems and inconsistencies in the plan.
During the project implementation the bidder shall report to Project Management Unit
of Pro-Poor Initiatives on following items:
i.
Results accomplished during the period;
ii.
Cumulative deviations to date from schedule of progress on milestones as
specified in this RFP read with the agreed and finalized Project Work Plan;
iii.
Corrective actions to be taken to return to planned schedule of progress;
iv.
Proposed revision to planned schedule provided such revision is
necessitated by reasons beyond the control of the bidder;
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v.
Other issues and outstanding problems, and actions proposed to be taken;
vi.
Progress reports on a weekly/fortnightly/monthly basis;
vii.
Interventions which the bidder expects to be made by PMU and/or actions
to be taken by GEL before the next reporting period;
viii.
Project quality assurance reports.
As part of the project management activities, the bidder shall also undertake:
a) Issue Management: to identify and track the issues that need attention and
resolution from PMU.
b) Scope Management: to manage the scope and changes through a formal
management and approval process.
c) Risk Management: to identify and manage the risks that can hinder the
project progress.
3.3
PROJECT SOLUTION DOCUMENT
The bidder shall create and maintain all project documents that would be passed on
to PMU as deliverables as per the agreed project timelines. The documents created
by the bidder will be reviewed and approved by PMU. PMU would also approve any
changes required to these documents during the course of the project. Project
documents include but are not limited to the following:
a) End-to-End ICT solution for distribution of food subsidies.
b) Detailed Project Plan.
c) All Test Plans and solution presentation during the award of the contract.
d) Test Specifications (Functional / Performance / Stress / Load test cases)
Document.
e) Change Management and Capacity Building Plans.
f) SLA and Performance Monitoring Plan.
g) Performance Monitoring Reports for Operations and Support.
3.4
SYSTEM STUDY, CUSTOMIZATION, DEPLOYMENT
The bidder is required to study the Supply Chain Management in detail in association
with PMU and come out with “System requirement Document” for the intended solution
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for distribution of food subsidies, for the approval of the stakeholders. Customization,
deployment and integration (if any) in the application should be done bug-free.
4 FORMAT FOR TECHNICAL PROPOSALS
The technical proposal for end-to-end ICT solution should be concisely presented and
structured in the form of chapters to include, but not necessarily be limited to, the
following information. Support material should not be part of the main proposal but
should be placed at Annexes.
4.1 General
The responding organization should provide the following.

Name of the participating organization or participating organizations or consortium
(if more than one) in the responding consortium, including their scope of
involvement.

Number of years of incorporation of the participating organization or participating
organizations (if more than one).
4.2 Financial Capabilities
The responding organization / consortium shall describe the financial position of its
organization. Income Statement or Annual Report should be included in the
detailed Technical proposal. The National Tax Numbers and Sales Tax
Registration Numbers of the company and/or partners should also be indicated
(Photo copies of concerned documents should be provided).
4.3 Relevant Experience
Responding Organizations must demonstrate relevant experience of implementing
nature of similar projects in public or private sector. They should only provide the
details of experience where the proposed system is implemented and running.
(Note: Experience with government organisations will be preferred).
Sr. No.
Nature of Project
Total Value PKR
Name of the Project, Customer,
(m)
Contact person & Contact Details
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Note:

Those Projects should be preferred where RO can provide the successful completion
certificate from the Client Organization (Photocopies of documents should be provided);

The detail of the projects in which the RO has already provided a complete solution to the
similar nature problem, should be listed separately.
4.4 Deliverables
The responding organization should clearly mention and list all the deliverables to be
completed under the proposed project.
All architectural deliverables must comply with
industry standards. The responding organization / consortium will provide end-to-end ICT
solution which should be cost effective.
Note: Initially contract will be awarded for the period till 30th June, 2015 which may be
extendable (on yearly basis) for further 3 years, subject to availability of funds and
satisfactory performance by the selected partner.
4.5
Technical and Financial Evaluation
There will be a single stage - two-Envelop system. Process will be followed under KPPPRA
Rules-2014. Technical Evaluation will be conducted first, followed by the Financial
Evaluation on the same day or on any subsequent day. Preliminary evaluation (Initial
Screening) of technical bids will be done on the basis of following parameters:
i.
RO or Lead bidder should be a Company/firm/bank having legal presence in
Pakistan and have Licenses from Authorities for which the solution will be provided.
ii.
RO must have successfully implemented similar kind projects before. (Those
Projects will be preferred where RO would provide the successful completion
certificate from the Client Organization.) The details of the projects in which
the RO has provided the complete ICT solution should be listed separately.
iii.
RO should have valid National Tax Numbers and Sales Tax Registration Numbers.
iv.
Strong Financial Capabilities.
v.
Minimum/maximum Delivery Time.
Note: Bidders failing to qualify on any of the above criteria will not be
considered for further evaluation.
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Detailed technical evaluation will be done of the firms who qualify the preliminary evaluation
mentioned above. These firms will be asked to give presentations on their solution. Rating
for the technical evaluation will be as follows:
Sr. No.
Description
Evaluation Weight-age
1.
Technical Proposal
70%
2.
Financial Proposal
30%
Financial bids of firms who score at least 70% on the technical evaluation (as a whole) will
be opened before the representatives who wish to attend the tender opening. 30%
weightage will be given to financial proposals of responding organizations. The formula for
financial scoring is that the lowest bidder gets 30 points and the other bidders score 30
multiplied by the ratio of the lowest bid divided by the quoted price.
Example:
Value quoted by lowest bidder = A
Value quoted by second lowest bidder = B
Value quoted by third lowest bidder = C
Financial scoring of the lowest bidder will be = 30
Financial scoring of the second lowest bidder will be= (A/B)*30
Financial scoring of the third lowest bidder will be = (A/C)*30
Technical scoring out of 100 = A
Carried Forward & Prorated Technical scoring = A x 0.7
Points obtained in the detailed technical evaluation will be carried forward & prorated.
Tender will be awarded to the Responding Organization with maximum accumulated points
(Technical Score + Financial Score). The decision of the Committee will be binding on
all concerned and will in no case be challengeable at any forum.
4.6 Currency
All currency in the proposal shall be quoted in Pakistan Rupees (PKR).
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4.7
Withholding Tax, Sales Tax and other Taxes
The responding organization is hereby informed that the Government shall deduct tax at the
rate prescribed under the tax laws of Pakistan, from all payments for services rendered by
any responding organization who signs a contract with the Government. The responding
organization will be responsible for all taxes on transactions and/or income, which may be
levied by government.
4.8
Governing Law
This RFP and any contract executed pursuant to this RFP shall be governed by and
construed in accordance with the laws of Pakistan. The Government of Pakistan and all
organizations responding to this RFP and parties to any contract executed pursuant to this
RFP shall submit to the exclusive jurisdiction to the Pakistani Courts.
4.9
Acceptance of Proposals
Planning & Development Department Government of Khyber Pakhtunkhwa reserves the
right not to accept the lowest or any proposal and to annul the bidding process without
assigning any reason whatsoever.
The acceptance criteria will be as follows:
i.
RO / Consortium must be technically compliant to initial screening criteria
mentioned above.
ii.
RO / Consortium must score at least 70% in the technical evaluation.
iii.
RO must be the highest evaluated bidder (i.e. Technical Score + Financial Score
is maximum).
5. General Terms and Conditions:
a) The technical and financial proposals must remain valid for a period not less
than 90 days from the closing date of the submission of the proposal.
b) The technical and financial proposals should be delivered in separate sealed
envelopes. At the top left of the envelopes it should be clearly stated “End-toEnd ICT Solution for Food Subsidy Programme, P&D Department” and it
should be clearly stated on the envelope, whether it contains the technical or
the financial proposal. The technical proposal will be opened on 12-08-2014
at 10:00 AM in the presence of the authorized representatives of the bidders
who may wish to attend. The financial proposals of only technically
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qualified/shortlisted bidders will be opened on the same day or on a date to be
announced at the time of evaluation of technical proposals.
c) Tenders must be accompanied with bid security/earnest money (refundable)
for an amount of 2% of bid value in shape of pay order/ bank draft in favour of
Project Director – Food Subsidy Programme, Pro-poor Initiative, P&D
Department. The earnest money should be included in the sealed financial
proposal. Tenders without earnest money or less than 2% of the bid value will
not be entertained and will be rejected straightaway.
d) Tenders which do not meet the stipulation in section 4 of the RFP will be
rejected straightaway.
e) The Competent Authority reserves the right to accept or reject any or all
tenders at any stage without assigning any reason thereof.
f) The quantities mentioned in the proposal may increase or decrease according
to requirements.
g) At any time prior to the deadline for submission of bids, Planning &
Development Department may, for any reason, amend this RFP, whether at
its own initiative or in response to a clarification requested by a prospective
bidder. Prospective bidders are required to check the KP web-portal
(www.khyberpakthunkhwa.gov.pk) website for any changes or amendments
to this RFP. The Planning & Development Department will not be responsible
for informing the prospective bidders in any other manner. In order to afford
prospective bidders, a reasonable time in which to take the amendment into
account in preparing their bids, the Planning & Development Department may,
at its discretion, extend the deadline for the submission of bids.
h) In case of delay in the execution of the contract, the Secretary, Planning &
Development Department, reserves the right to impose penalty not exceeding
10% of the total amount of the contract.
i) If the progress of work is not to the satisfaction of the Secretary, Planning &
Development Department, the work will be awarded to another party at the
risk and cost of the bidder. In such an eventuality, if any excess amount is to
be paid by Planning & Development Department, it will be recovered from the
bidder.
j) All government taxes will be deducted at source as per rules.
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k) Planning & Development Department has the rights to add, enhance or
remove any functionality not disturbing the major scope of work.
l) Planning & Development Department will not bear any expense incurred in the
preparation of proposals in response to this RFP.
m) All responses to this RFP shall become the property of Planning &
Development Department.
n) Proposals sent to Planning & Development Department by Fax or Email will
not be accepted.
o) Proposals submitted after due date and time will not be accepted.
p) An effort by any firm(s) to influence Planning & Development Department,
“directly or indirectly through unfair means”, in P&DD proposal evaluation,
proposal comparison or contract award decisions, to meet or discuss with any
P&D Department official unless desired by the P&D may result in the rejection
of bidder’s proposal.
6. Terms of Payment:
Payments will be made by P&D Department on successful deployment/completion of
the Project at Project sites in KP as per contract. Milestone payments can be
considered based on deliverables, which will be approved by the clients department.
No milestone payments will be released without written intimation by clients
department. No advance payment will however be made without 100% bank
guarantee.
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Annex - D
PROPOSAL SIGNATURE PAGE
TOR’s NUMBER: P&DD – Pro-Poor Initiative-2014
ISSUE DATE:
23/07/2014
PROPOSALS SOLICITED FOR:
Delivery of Hardware & Software
Development
PROPOSAL DUE DATE & TIME:
11/08/2014
03:00 PM (PST)
PROPOSALS MUST BE RECEIVED ON OR BEFORE THE DUE DATE SHOWN
ABOVE. LATE BIDS WILL NOT BE ACCEPTED.
SUBMIT PROPOSALS TO:
OR, IF FURTHER INFORMATION IS REQUIRED, PLEASE CONTACT:
Program Manager,
Sasta Aata Ghee Khasoosi Package
Civil Secretariat, Peshawar.
Tel: 091-9210379
www.kp.gov.pk
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BIDDERS MUST SIGN WHERE INDICATED BELOW AND SUBMIT THIS
SHEET AS THE COVER PAGE IN ORDER TO VALIDATE THEIR BID.
As a supplier of goods and services to the P & D Department I/we certify that
I/we have fully read and understood the terms and conditions of this RFP and
found no complication. We agree to provide the services according to the
demand.
Company Name and Address
Signature of company representative
Printed name of company representative
Title
Date
Tel. No.
Fax No.
Email address
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