PRE-QUALIFICATION OF CONSULTANT

EXPERISSION OF INTEREST (EOI)

SCANNING, ARCHIVING, ELECTORNIC

DOCUMENT MANAGEMENT &

COMPUTIZATION OF PROCESSES

ESTATE WING

MAY 2014

FEDERAL GOVERNMENT EMPLOYEES HOUSING

FOUNDATION (FGEHF)

GOVERNMENT OF PAKISTAN

Table of Contents

1. Context and Background 1

2. Terms of Reference (TORs) for Consultant 2

3. Scope of Work / Description of Tasks 5

4. Requirements from Consultants for Prequalification 7

5. Evaluation Criteria for Prequalification 8

6. Requisite Core Team and Requisite Qualifications/Skill Set 8

7. Deliverables 9

8. Work Plan & Timelines of Deliverables 10

Annexure – A 11

Annexure – B 12

Annexure – C 14

Annexure – D 15

Annexure – E 17

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Electronic Document Management System (EDMS)

Indexing, Scanning, Archiving, Retrieval, Document Management,

Automation of Workflow/Processes

Estate Wing, FGEHF

1. Context and Background

1.1. Housing Sector can play a critical role in economic revival of Pakistan. With

rapidly increasing population, sector is coming under increasing pressure. IT

section, FGEHF is striving since 2012 to restructure Estate Wing and achieve

a paradigm shift in service delivery, efficiency and proficiency. Several

milestones in this regards, have been achieved with success and struggle is

on to excel further.

1.2. FGEHF initially established as a cell in the Ministry of Housing & Works in

1989, was registered as a Company in March 1990 under the Companies

Ordinance 1984. Its main objective is providing shelter to serving and retired

Federal Government Employees and other specified groups, on ownership

basis, in Islamabad, the Provincial Capitals and major cities, as decided by

the Executive Committee/Board, from time to time

1.3. Performing operations and maintaining huge organizational information

through existing manual systems is relatively difficult to manage and

monitor. A more viable solution is automation, provided the system

developed is carefully thought out to be workable. Since huge bulk of

information is handled by the Estate wing, automation has to take into

account enormous organizational operations. Integrity of data becomes the

foremost concern and with proper maintenance of an organization’s

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database, efficiency of organization can be improved substantially. Use of

information technology can enhance potential of FHEHF enormously as a

professional organization and help achieve the overall organizational goal

i.e. providing affordable housing opportunities, to employees of federal

government and other specified groups.

1.4. Objective of automation of Estate Wing is to improve service delivery by

minimizing Turnaround Transaction Time (TTT) and reducing Turnaround

Transaction Cost (TTC), by facilitating ease of access to system. Another

important objective is to enhance perceived level of tenure security. This

can be done by ensuring integrity of data in storage and transit and by

improving efficiency of transaction processes, as per contemporary

protocols.

2. Terms of Reference (TORs) for Consultant

FGEHF is seeking services of an experienced Consulting Firm or Consortium of

Firms in Pakistan, for providing an IT based ERP/CRM solution, hereinafter referred

to as “Electronic Document Management System” (EDMS). Scope of EDMS broadly

includes scanning and archiving of record and software application development,

for automation of processes of Estate wing.

A. Scope of scanning includes inter alia

a. Scanning of approximately 25000 files containing approximately 2.5

million papers in 5 sections of Estate Wing of FGEHF, including the

“noting” portion (single/double sided, front/back) as well as the

“correspondence” portion (single/double sided, front/back, pages of

various sizes)- Detail in Annexure – A.

B. Scope of software application includes the following modules inter alia

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a. Data Base System: Archiving of files in a Relational Data base according

to a Directory Structure/Data Model agreed with FGEHF

b. File Tracking System: Retrieval of files through “Unique Identifiers”,

agreed with FGEHF and specification of attributes of files. Search Engine

has to be agreed with FGEHF.

c. Estate Management System: Computerization of workflow/work

processes, as per existing business processes (“AS IS” basis), by electronic

updating of files. Updating protocol has to be agreed with FGEHF and shall

take into account the critical functionality of updating of “noting

portion/component” of each file on addition of any page under

consideration (PUC) in the “correspondence portion/component”. “AS IS”

process flows are provided in Annexure – B. The application may include

the following components

1. Applicants/Allottees’ Official Information, including whether

Allottee is employee of HF or Ministry or any other

occupational/professional group/specified group.

2. Applicants/Allottees’ Personal Information

3. Applicants/Allottees’ Family/Nominee Information

4. FGEHF membership related information (FIFO or membership

drive or age wise seniority).

5. Change of Address/antecedents of Applicant/Allottee

6. Property detail including history of allotment

(Balloting/Direct/Otherwise) and change/transfer of Property

7. Cancellation/Forfeiture related Information

8. Letters/Correspondence detail with FGEHF

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9. Financial Details including Schedule of Payments, Live

preparation of Payment Slips (in-house or in Bank), Payments Paid,

Refunds, Surcharge. Capacity of Seamless Integration with

Accounts Management System, to be developed by FGEHF.

10. Transfer Engine: Transfer of ownership process of Admitting

Section including inter alia the following processes

I. Transfer of Ownership of property

II. Transfer History

III. Live capturing of snaps with still digital cameras (like NADRA,

Passport etc.) incorporated with the EMS

IV. Digital Bio-Metric Thumb Impression with the feature for

cross match of thumb earlier recorded in the system

V. Digital Watermarks upon instruments of title, for non-

repudiation and ownership of document.

11. Balloting of property: Random number generation as required

by FGEHF

d. Litigation Module: History of Litigation and related Information. GUI and

thin Web based application to be developed, as Annexure – C

e. File Movement Module: Process of files as per existing business

process/workflow.

f. Reporting Module: Preparation of customized reports,

simple/moderate/complex, both web based and office based, as per

policy of FGEHF, with Export functionality in Excel, PDF, Word etc. Queries

could be generated into system.

g. E-Filing Module: GUI and thin Web based application to be developed

compatible with Androids and major Internet browsers, for filing of any

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application/complaint by end user. The application should be routed to

FGEHF online submission platform, processed at the back end and an

email/SMS based message be generated for the end user/client.

3. Scope of Work &Description of Tasks

The scope of the assignment includes inter alia: 1. Specification of methodology, deliverables & timelines, in consultation with

FGEHF

2. Development of Work plan, in Project Management Software, in

consultation with FGEHF

3. Development of Wireframes/GUIs for Software Application, in consultation

with FGEHF.

4. Development of Software Requirement Specification (SRS) Document, in

consultation with FGEHF.

5. Scanning of approximately 2.5 million papers of Estate Wing, FGEHF.

6. Software Application Development (Electronic Document Management

System) for archiving, file tracking and automation of processes, as required

by FGEHF.

7. Generation of Reports, from RDMS, as required by FGEHF,

8. Implementation of thin web based application for customized public reports,

input from the general public and conformity with Right to Information

related contemporary legislation.

9. Specification of rights/roles/user management functionality, depending

upon classes of entities and attributes of objects, as agreed with FGEHF.

10. Maintenance of Audit Trail / Activity Logs.

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11. Implementation of contemporary Security Protocols for integrity,

confidentiality and non-repudiation of data in storage and transit.

12. Development of Data Backup and Disaster Recovery infrastructure.

13. Implementation of Cloud based infrastructure, in consultation with FGEHF

14. Recommend Business Process Re-engineering (BPR) where required

(including but not limited to identification of existing processes, bring

efficiency in terms of reducing turnaround times and propose new processes

where required), for approval of FGEHF.

In addition, the consultant is expected to ensure the following:

1. Build Communication protocols and maintain regular communication with

the Federal Government Employees Housing Foundation (FGEHF) team via

direct meeting, phone, and email regarding all aspects of the development

procedure, data collection, reporting framework etc.

2. Employ Web based Project Management Application e.g. Trello, to

constantly update FGEHF on the status of software application development

3. Provide timely feedback on all detailed assignments and instructions

provided by the FGEHF, via letter, phone or email.

4. Provide FGEHF with copies of its development procedure work flow and its

data collection methodology for software development.

5. Consult with FGEHF, regarding any changes in personnel assigned to this

project, provide adequate justification and secure approval from FGEHF.

6. To the extent possible, seek guidance from FGEHF team before

troubleshooting any sensitive/complex problems that arise during process.

7. Strictly comply with all general independence, confidentiality, and

professional integrity codes. Seek advice from FGEHF team when uncertain

about requirements and expectations in this regard.

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8. Permit the FGEHF team to monitor and inspect selected components or all

of the process, as and when required, including office premises.

9. Strictly comply with PPRA Rules 2004, concerning Intellectual Property Rights

(IPR).

4. Requirements from Consultants, for Prequalification

The interested registered Firms must attach the following documents with their

applications1:

1. Documentary proof of valid legal entity of the firm i.e. Registration with

Securities and Exchange Commission or Registrar of Firms or Pakistan

Software Export Board (PSEB etc.)

2. Registration of firm/consortium with relevant professional body;

3. Proof of income tax and sales tax;

4. Audited Statements of Accounts for last 3 years;

5. Undertaking that the firm has not been blacklisted or debarred by any

government organization;

6. A capacity statement on available IT equipment (software/hardware)

relevant to the assignment.

7. List of key permanent and other professional staff, with detailed CVs of core

team relevant to the assignment, showing qualification and experience as

well as detail of projects on which they have worked, their role in the project

and duration of their engagement with the project;

8. The firm’s aggregate experience in automation projects in public/private

sector which have been successfully implemented within due course of

time, both in Pakistan and abroad (if any).

1 Omissions shall entail no credit.

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9. Details of major works/projects completed in public/private sector worth at

least Rs.5.00 million each, during last five years, both in Pakistan and abroad

(if any). The list must include a brief description of the project relevant to

the assignment. Documents should also include Project Completion

Certificates as well as Client Satisfaction Certificate, from the past five years

customers

Note: The proposal from Consultant, must contain relevant documents in the

same order as above, properly flagged. Each page should be numbered and

the document set must contain an index of the above mentioned

requirements in same order, with page numbers indicated against each

category.

5. Evaluation Criteria for Prequalification

Evaluation criteria may be seen at Annexure – D

6. Requisite Core Team and Requisite Qualifications/Skill Set

Consultants shall be expected to provide below mentioned details;

Sr. Name Designation i n

the Core Team

Q u a l i f i c a t i o n R e l e v a n t

E x p e r i e n c e

( Y e a r s )

Relevant

P r o j e c t s

( N u m b e r s )

Certificate of

exc lus iveness

( Y / N )

1 X X X X X Y

2 X X X X X N

* Detail of qualification, relevant experience and relevant projects of each team

members stated in table should be reflected in his/her resume. Omissions shall

entail no credit.

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7. Deliverables & Timelines

1 Inception Report:

1.1: Specification of TORs, Identification of Scope & Objective,

Specification of Deliverables, Specification of Methodology, Construction

of Project Plan in Microsoft Project format (identifying Activities,

Timelines, Resources to be committed i.e. staff to be deployed, man hours

in each category, specification of Hardware / Software required)

2 SRS Document:

2.1: Specification of Directory Structure/Data Model, for archiving of Files

in Data Base

2.2: Specification of unique identifiers for File Tracking

2.3: Specification of (“AS IS” basis) workflow/work processes, of Estate

Wing, FGEHF, in universally accepted format/notation

2.4: Specification of Fields required to be captured in INPUT FORMS of

Software Application

2.5: Specification of REPORTS required to be generated

2.6: Construction of Wireframes for Software Application, in Excel Format

2.7: Specification of Disaster Recovery and Security Protocols for integrity

of data in storage and transit

2.8: Specification of Web GUIs

3 Hard Disk containing Scanned Images in specified format, for Section E 1

4 Hard Disk containing Scanned Images in specified format, for Section E 2

5 Beta Version of Software

6 Hard Disk containing Scanned Images in specified format, for Section E 3

7 Hard Disk containing Scanned Images in specified format, for Section E 4

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8 Hard Disk containing Scanned Images in specified format, for Section E 5

9 Alpha Version of Software along with Source Code

10 Software Training Manual

11 Service Level Agreement

8. Work Plan &Timelines of Deliverables

Duration of assignment is 5 months. The firm is expected to provide services from

June 16th 2014 till end of November 2014. For detailed work plan and time line of

deliverables, refer to Annexure –E.

Note: The timeline is tentative and may be subject to change, with the approval of

FGEHF.

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Annexure –A

INDEXING & SCANNING OF ESTATE WING FILES

S.NO SECTION TOTAL FILES

NO. OF PAGES

TOTAL PAGES

NOTING CORRESPONDENCE

1. E – I 1433 9325 68298 77623

2. E – II 7343 81099 1030698 1111797

3. E – III 6490 27267 269490 296757

4. E – IV 3000 30541 268760 299301

5. E – V 3572 49162 421340 470502

TOTAL 21838 197394 2058586 2255980

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Annexure – B

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Annexure-C

LIST OF CIVIL SUITS

Title Date of

Institution Substantive Issue /locus Standi

Next Date

of Hearing

Counsel on Behalf of HF

Interim Order If Any

Defendant Position

Zafar Iqbal Vs. Saeed-ur-Rehman 22-01-2014 Dispute on

Purchase of Plot date in office

Ms. Saira Khalid Rajput Notice

Performa defendant

Abid Mehmood vs. Omer Shoukat etc 8/5/2013

Dispute on Purchase of Plot

29-04-2014

Syed Wajahat-ul-Hassan Notice

Performa defendant

Mst. Shehraz Sharif Vs. Suleman Sharif etc. 20-09-2008

Dispute on Purchase of Plot 2/5/2014 Surriya Marriam Notice

Performa defendant

Muhammad Khalid Javed v/s Federation of Pakistan 3/7/2013

Depute for restoration of plot

28-04-2014 Mr. Rafaqat Awan

Interim Stay order

Direct denfedant

M. Akbar Nadeem vs. M. Farooq etc 8/1/2013 Dispute on

Purchase of Plot 5/5/2014 Surriya Marriam Interim Stay order

Performa defendant

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Annexure – D

EVALUATION/SELECTION CRITERIA FOR PREQUALIFICATION OF CONSULTING

FIRM

The firms who have not submitted the above information required by them

in our advertisement may be excluded and the remaining complying firms would

be evaluated according to the following criteria.

Marks

(A) Experience and standing of Consultancy Firm [20]

(B) Qualifications and competence of key professional staff of core team [70]

(C) Financial Position of the firm [10]

Total marks for criteria (A), (B) & (C) [100]

A) Experience and standing of the Consultancy Firm [20 marks]

The firm’s ability to undertake any given assignment successfully will be

assessed as to whether it has executed a similar assignment with the same value in

the past. For this, it is only important to evaluate the largest similar assignment

completed successfully by the firm for last 10 years. The following weight should

be selected for the most suitable assignment from the table below:

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Relative Size of Assignment Si

mila

rity

>80% 80 – 50% <50%

Strong 1 0.65 0.3

Medium 0.65 0.5225 0.195

Week 0.3 0.195 0.09

Weight from table *20 (Max Score)

B) Qualification and competence of key professional staff of core team [70

Marks]

1. Key professional staff academic qualification of core team

i) Education & Qualification

b) Size of team ( 10 marks )

ii) Relevant Experience ( 15 marks )

iii) Relevant Projects ( 30 marks )

C) Financial Position: [10 Marks]

The financial position of a firm will be evaluated by using Return on Total Assets

(ROA) formula.

Note: Only firms scoring an aggregate of 50% marks shall be pre-qualified / short

listed.

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Annexure E

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