1

Bid Evaluation Report and

Recommendation for Award of Contract

For

Procurement of

Services for the Archiving & Indexing of

Old Registered Deeds for Lahore District

2

Table 1. Identification

1.1 Purchaser (or Employer)

(a) name

(b) address

Punjab Land Records Authority,

Govt. of Punjab

2 km, Thokar Niaz Baig Bypass, Main Multan

Road, Lahore

1.2 Contract number (identification) IFB No: PLRA/ARH/01/2019

1.3 Contract description Procurement Of Services For The Archiving

And Indexing Of Old Registered Deeds For

Lahore District

1.4 Cost estimate Rs. 50 Million

1.5 Method of procurement NCB

1.6 Fixed price contract Yes

1.7 Prequalification, if required

(a) number of firms prequalified

Not Applicable

1.8 Specific procurement notice

(a) name of national newspaper

(b) issue date

(c) name of international

publication

(d) issue date

(e) number of firms notified

Daily “Nawa-i-Waqt”, “”

15.01.2019

Not Applicable

Not Applicable

Not Applicable

1.9 Number of firms issued documents ____

1.10 Amendments to documents, if any

(a) list all issue dates

Addendum issued

29.01.2019

1.11 Date of pre-bid conference, if any Not Applicable

1.12 Date minutes of conference sent to

bidders

Not Applicable

3

Table 2. Bid Submission and Opening

2.1 Bid submission deadline

(a) original date, time

(b) extensions, if any

30.01.2019 at 11:00 a.m.

07.02.2019 at 11:00 a.m.

2.2 Bid opening date, time 07.02.2019 at 11:30 a.m.

2.3 Number of bids submitted 04_

2.4 Bid validity period (days or weeks)

(a) originally specified

(b) extensions, if any

Ninety days (90)

Not Applicable

Bidders Information

S. No. Bidder

1 M/s. Systems Limited

2 M/s. National Institutional Facilitation Technologies Pvt. Ltd.

3 M/s. National Consulting for Business & Management Solutions

(Pvt.) Ltd.

4 M/s. 360 Technologies Pvt. Ltd.

Table 3. Detailed Examination as per Evaluation Criteria

DETERMINATION OF RESPONSIVENESS

Sr.

Qualification Criteria Systems Ltd NIFT NCBMS 360

Technologies

1

Copies of original documents defining the constitution or

legal status of company, Company registration documents

and address.

Registration certificate provided

Registration certificate provided

Registration certificate provided

Registration certificate provided

2

Letters from Clients or Copies of Contracts describing the

total monetary value of services performed for each of the

last three years in business. Alternatively, any supporting

document describing the total monetary value of services

performed for the last three years in business may be

provided.

Letters/ contracts provided

Letters/ contracts provided

Letters/ contracts provided

Letters/

contracts provided

3 NTN certificate, Registration with Sales Tax Deptt. & PRA

(if applicable) Provided Provided Provided Provided

4

Experience in Services of a similar nature and size for the last

three years in business, and details of Services under way or

contractually committed; and names and address of clients

who may be contacted for further information on those

contracts. Following information should be provided:

i. Total number of records per project entered by the

bidder

ii. Person months per project

iii. Language of data entry

iv. Total number of pages scanned

v. Letters from Clients validating the details as

Client: PLRA Doc. Scanning & Data Entry: 24M Language: English/Urdu/

Alphanumeric

Person months: 1320

Client: LDA

Doc. Scanning & Data Entry: 7M

Client: State Bank

Doc. Scanning & Data Entry:

70M Language: English/Urdu/ Alphanumeric

Person

months: 7980

Client: SNGPL

Client: PEEF Doc. Scanned: 1.5M

Data Entry: 1.5 M Language: English Person months:

480

Client: National Savings

Doc. Scanned: 5.4M Data Entry: 1.8 M

accounts Language:

Client: BOR-KPK-Bannu

Doc. Scanned: ? Data Entry: ?

Language: English/Urdu

Person months: ?

Client: BOR-KPK-D.I. Khan

Doc. Scanned: ? Data Entry: ?

Language:

requested above should also be provided.

Alternatively any supporting document validating the

above mentioned details should be provided.

Language: English/Urdu/

Alphanumeric

Person months: 1540

Letters from Clients are provided

Doc. Scanning & Data Entry:

60M Language: English/Urdu/ Alphanumeric

Person

months: 780

English/Urdu/ Alphanumeric

Person months: 1476

Copies of contract agreements are provided

English/Urdu Person months:

?

5

Experience of staff for undertaking the project.

a. Project Manager

b. Data Entry Supervisors

c. Data Entry Operators

d. Scanning Operators

e. Operations Manager

f. Quality Assurance Supervisors

Information

given in Table 4 below

Information given in Table

4 below

Information given in Table 4 below

Information given in Table 4

below

6

Reports on the financial standing of the Bidder, such as

profit and loss statements and auditor’s reports (where

applicable) for the past three years. Alternatively any

supporting document to verify the financial capability of the

bidder should be provided.

Audited reports of 3 years are provided

Audited reports of 3

years are provided

Audited reports of 3 years are provided

Audited reports of 3 years are

provided

7

Evidence of adequacy of liquid assets in form of bank

statements for the last one year, and credit facilities (if

availed) valid for the entire duration of the contract should be

provided. In case the credit facility is used by the bidder as

an evidence of liquid assets then the details in the format as

given in Section III Bidding Forms should be provided by

Responsive Responsive Responsive Responsive

the credit facility provider for each credit facility. Only the

credit facility availed from scheduled banks will be accepted

and must be in the name of the bidding firm.

Minimum Liquid Assets Or Credit Facilities (Pak

Rupee)

5 Million

8 Affidavit that the firm has not been black listed by any

Government & Semi Government organization. Provided Provided Provided Provided

9 The average annual volume of Services for the successful

Bidder in last consecutive three years shall not be less than

PKR 90 million.

Responsive Responsive Responsive

Responsive

10

The experience required to be demonstrated by the Bidder

should include as a minimum the following:

1. Documentary evidence for archiving 5 million pages

2. Legacy data entry of alphanumeric data using custom

built software for one million records/words.

3. at least the following person months of data entry

input:

Minimum Required Experience of Person

Months

600

Archiving 5 million pages. Responsive Data entry of alphanumeric 1 M records /words: responsive Persons months: Responsive

Archiving 5 million pages. Responsive Data entry of alphanumeric 1 M records /words: responsive

Persons months:

Responsive

Archiving 5 million pages. Responsive Data entry of alphanumeric 1 M records /words: responsive Persons months: Responsive

Archiving 5 million pages. ? Data entry of alphanumeric 1 M records /words: ? Persons months: Responsive

11

Minimum 15 Large Scale scanners be available having

scanned file format PDF, JPEG, Multipage PDF; Scan

resolution min up to 300dpi; Scan speed max A2 size 3 sec @

300dpi; Scan output min 24bit color; Light source: LED;

Availability confirmed by

bidder.

Availability of 04 scanners

confirmed by bidder.

Availability confirmed by

bidder

Availability of 05 scanners

confirmed by bidder.

USB port

(Bidder may attach the manufacturer confirmation and date of

delivery)

11 scanners are to be

purchased. Confirmation

from manufacturer

/supplier is provided. Expected

Delivery time 45 days

16 scanners are to be purchased.

Confirmation from vendor is

attached.

12

Minimum 100 computer systems for data entry be available.

(Bidder may attach the manufacturer confirmation and date of

delivery)

Availability confirmed by

bidder

To be purchased.

Confirmation from

manufacturer/supplier is

provided

Availability confirmed by

bidder

Availability

confirmed by bidder

13 Project Manager with PMP certification and having overall 5

years of experience as Project Manager. Responsive Responsive Responsive

Responsive

14 Whether duly filled “Qualification Information” provided Provided Provided Provided

Provided

15 Bid Security of PKR 2,000,000 enclosed in favor of PLRA CDR provided Bank

Guarantee provided

Bank Guarantee provided

CDR provided

16 Validity of Bid Security (120 days) Ok Ok Ok Ok

17 Validity of Bid (90 days) Ok Ok Ok Ok

18 Any Conflict of Interests No No No

No

19 Single Entity & Joint Venture Single Single Single Single

20 Number of Copies provided (1 copy) Provided Provided Provided Provided

Overall Responsiveness Responsive Responsive Responsive

Non-Responsive

M/s. 360 Technologies was found non-responsive as it has failed to fulfill following requirement:

Clause 4.4 To qualify for award of the Contract, bidders shall meet the following minimum qualifying criteria:

4.4 (b) experience as prime contractor in the provision of at least two service contracts of a nature and complexity equivalent to the Services

over the last 3 years (to comply with this requirement, Services contracts cited should be at least 70 percent complete) as specified in the

BDS;

BDS

4.4 (b) The experience required to be demonstrated by the Bidder should include as a minimum the following:

1. Documentary evidence for archiving 5 million pages

Table 4. Key Personnel

Title No Qualification Specific

Expertise Systems Ltd NIFT NCBMS

360 Technologies

Project

Manager

1 16 years of

formal

education in

relevant field.

PMP

Certification

At least 05

years of

experience in

Project

management

Mohammad

Wasif Sheikh,

PMP, MCS, more

than 5 year of

experience

Zia Salahuddin

PMP, MCS, more

than 5 year of

experience

Zeeshan Khan

PMP, MBA

more than 5

year of

experience

Hujaj Khan,

Master in

Applied

Science, PMP,

above 5 years’

exp.

System Analyst 1 16 years of

formal

education in

relevant field.

At least 5 years’

experience.

Kashif Zafar,

Master in IT,

more than 5 years

of experience

Sajjad Haider,

MCS, , more than

5 year of

experience

Fahim Abid,

Master in IT,

more than 5

years of

experience

Muhammad

Waqar, B.SC

(CS), above 5

years’ exp.

Operations

Manager

1 16 years of

formal

education in

IT/Managemen

t or relevant

field.

At least 5 years

of experience in

coordination

and

management.

Qasim Ali,

MBA, more than

5 years of

experience,

Tahir Mahmood

Alam, Msc.

Physics, , more

than 5 year of

experience

Shakeel

Farooqi, MBA,

more than 5

years of

experience

Irum Butt,

MCS

Computer

Tech., above 5

years’ exp.

Land Revenue

Specialist

1 Graduation 05 years’

experience as

Land Revenue

Officer with

Government of

Punjab/Pakistan

.

Muhammad

Anwar, BA, more

than 5 years of

experience in

Revenue

Muhammad

Asghar, BA, more

than 5 years of

experience as

Patwari

Captain

Naseem, BA,

more than 5

years of

experience as

Patwari

Ghias-ud-Din,

BA, more than

5 years of

experience as

Patwari

SUPPORT TEAM

Title No Qualification Experience Systems Ltd. NIFT NCBMS 360

Technologies

Quality

Assurance

Supervisor

2 Graduation 3-5 years of

experience

Ghulam

Muhayuddin,

more than 5

years’ experience

Muhammad

Awais,

more than 5

years’ experience

List of more than

400 persons is

attached

Laeeq Ahmad,

BA, more than

5 years’

experience.

Muhammad

Umer Shami,

BA, more than

3 years’

experience.

Burhan

Ahmad, MPM,

more than 5

years’

experience.

M. Waqas

Qureshi, MBA

more than 5

years’

experience.

Data Entry &

Scanning

Operator

(Names, CNIC

No, experience

and

qualification

shall be

provided)

Min

.

100

Graduation /

Intermediate

Minimum 6

months

experience

List of 123

persons provided.

105 persons have

minimum 06

months

experience

List of more than

400 persons is

attached

List of 220

persons

provided.

List of 100

persons

provided.

Table 5. Bid Prices (as Read Out)

Bidder Identification Read-out Bid Price(s) Modifications or

Name City & State

or Province

Country Currency(ies) Amount(s) or % Comments

(a) (b) (c) (d) (e) (f)

M/s. National Consulting for Business &

Management Solutions (Pvt.) Ltd.

Pakistan PKR 41,816,669/-

M/s. Systems Limited Pakistan PKR 42,435,236/-

M/s. National Institutional Facilitation

Technologies Pvt. Ltd.

Pakistan PKR 108,224,133/-

Table 6. Corrections and Unconditional Discounts

Bidder Read-out Bid Price(s) Corrections Corrected Bid

Price(s)

Unconditional

Discounts2

Corrected &

Discounted Bid

Price(s)

Currency(ies) Amount(s) Computational

Errors1

Provisional

Sums

Percent Amount(s)

(a) (b) (c) (d) (e) (f) = (c) + (d) - (e) (g) (h) (i) = (f) – (h)

- - - - - - - - -

12

Table 7. DETERMINATION OF RESPONSIVENESS

Sr. ITB Clause M/s. NCBMS M/s.

Systems Ltd. M/s. NIFT

1 12.1 Whether the duly signed Price Schedule attached

Ok Ok Ok

2 14.1 Bid Currency (prices in Pak Rupee)

Ok Ok Ok

3 15.3 Whether the Quoted Prices are Fixed

Ok Ok Ok

Table 8. Proposed Contract Award

1. Lowest evaluated responsive bidder

(proposed for contract award).

(a) name

(b) address

M/s. National Consulting for Business &

Management Solutions (Pvt.) Ltd.

Islamabad

2. If bid submitted by agent, list actual

supplier.

(a) name

(b) address

Not Applicable

3. If bid from joint venture, list all

partners, nationalities, and estimated

shares of contract.

Not Applicable

4. Principle country(ies) of origin of

goods & materials.

5. Estimated date (month, year) of

contract signing.

May 2019

6. Estimated delivery to project site &

completion period.

April 2020

Currency(ies) Amount(s) or %

7. Bid Price(s) PKR 41,816,669/-

8. Corrections for Errors PKR -

9. Discounts PKR -

10. Other Adjustments PKR -

11. Proposed Award PKR 41,816,669/-

12. Disbursement Category Services