PRE-QUALIFICATION OF CONSULTANT

EXPERISSION OF INTEREST (EOI)

SPATIAL DATA INFRASTRUCTURE

MANAGEMENT SYSTEM

TECHNICAL WING

MAY 2014

FEDERAL GOVERNMENT EMPLOYEES HOUSING

FOUNDATION (FGEHF)

GOVERNMENT OF PAKISTAN

Table of Contents

1. Context and Background ............................................................ 2 2. Terms of Reference (TORs) for Consultant .................................. 3 3. Scope of Work & Description of Tasks ......................................... 6 4. Requirements from Consultants, for Prequalification .................. 8 5. Evaluation Criteria for Prequalification ....................................... 8 6. Requisite Core Team and Requisite Qualifications/Skill Set ......... 9 7. Deliverables ............................................................................... 9 8. Work Plan (Timelines of Deliverables) ...................................... 10

Annexure –A ................................................................................. 11 Annexure–B .................................................................................. 12 Annexure – C ................................................................................. 15 Annexure – D ................................................................................ 16 Annexure – E ................................................................................. 17 Annexure – F ................................................................................. 19

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GEOGRAPHICAL INFORMATION SYSTEM (GIS)

FOR

(SECTORS G-14/1-2-3, G-15/3, BHARA KHAU, F-14, KURI ROAD

& OTHERS - ISLAMABAD)

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 FGEHF is contemplating a strategy to acquire new sectors, to create

affordable housing opportunities for its clients and to reduce the staggering backlog in

this regard and at the same times engaged in the task of announcement of award for

Built up Properties, in Sectors G-14/1-2-3, G 15/3, Bhara Kahu, F-14, Kuri road, & Others

therefore it has become imperative that the spatial data be captured from satellite

imagery and other sources. Currently, a huge bulk of information is handled by the

Technical wing. Automation has to take into account enormous organizational

operations without compromising in any way on integrity of data in storage and transit.

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Use of Information Technology for proper maintenance of an organization’s database,

efficiency and potential of FGEHF as a professional organization can be improved

substantially 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 the exercise is to substantially improve efficiency of Technical Wing of

FGEHF and to enable FGEHF in undertaking informed/evidence based decisions, while

pronouncing award for Built Up Property (BUPs) for Sectors under acquisition.

2. Terms of Reference (TORs) for Consultant

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

Pakistan, for construction of a Geographical Information System (GIS) for Spatial Data

Management of Technical Wing.

Scope of GIS activity, includes the following inter alia:

I. Spatial Data base construction, in Raster1 Format, based on

a. Acquisition of Satellite Imagery for Sectors G-14/1-2-3, G-15/3, Bhara Khau,

F-14, Kuri Road, & Others – Islamabad, both at Current Date and at the Time

of Award of BUP/land

b. Scanning of Technical Drawings i.e. Approved/Unapproved Master

Plans/Standard Assessment Form of all BUPs/ Structural Drawings/

Architectural Drawings/ Lay out Plans/Contour Maps/ Cross Section &

Longitudinal Designs etc. from amongst the existing record of Technical Wing

of FGEHF (Detail of Record in Annexure – A), in a file format agreed by FGEHF

c. Specification of Unique identifiers for each Built Up Property (BUP) as agreed

by FGEHF, in spatial data infrastructure

II. Textual Data base construction based on

a. Physical Survey of Sectors G-14/1-2-3, G-15/3, Bhara Khau, F-14, Kuri Road, &

others – Islamabad, for acquisition of textual data and construction of

1A raster image is an image made up of a grid of little squares called pixels. Raster images

are created when you scan a drawing, take a photograph with a digital camera or create an

image in a raster-based software program such as Adobe Photoshop. Raster images can be saved as various sorts of file including BMP, CALS, GIF, IMG, JPEG, PCX, PDF, PNG and TIFF.

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infrastructure thereof, by Customized Survey Form “Annexure – B”/ Digi

Cam/ Android applications etc., to be linked against unique identifier of each

polygon/parcel/Dwelling Unit/BUP. The non-spatial data (textual data) may

include inter alia the obvious topographical features of built up property or

of raw land e.g. Picture, Nature of dwelling Unit (Commercial or residential

with specific purpose), No of Rooms, No of dwellers, Owner’s name,

Occupant’s name, Status in Revenue Record, Topographical features e.g.

road, nullah, river, bargah, nature of surface etc.

b. Specification as agreed with FGEHF of Unique identifiers for each Built Up

Property (BUP), in textual data infrastructure

III. Mapping/concatenation of unique identifier of BUP of spatial data infrastructure &

Androids, with unique identifier of textual data infrastructure

IV. Mapping with Assessment conducted by PWD & by Assessment Committee notified

by Deputy Commissioner, based on Unit Rates and classes on the pattern of Sector

G-15/3, for each BUP, as per spirit of Cabinet Committee Decision in year-2007 and

subsequently validated by Honorable Islamabad High Court on 24/02/2014.

(Annexure – C),

V. Custom designed Software application for

a. Capture/storage/manipulation/analysis/ management & presentation of

spatial data in raster format.

b. Concatenation of spatial data corresponding to unique identifier of each unit

of spatial data i.e. dwelling unit/BUP/parcel, with the corresponding textual

(non-spatial) data

c. Raster to Vector2 Format Conversion of spatial data of G-14/1-2-3, G-15/3,

Bhara Khau, F-14, Kuri Road, & Others Sectors in Islamabad. The input Raster

files shall consist of

i. Scanned data from the available technical drawings.

2A vector image is an image made up of vectors - mathematically defined entities drawn

between coordinates. Vector images are created and editing in any CAD application such as

Adobe Illustrator. Vector image file types include DXF, DWG, DGN, HPGL, SVG, EMF, WMF

and PDF (which can contain raster images, vector images or both).

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ii. Satellite Imagery for Sectors G-14/1-2-3, G-15/3, Bhara Khau, F-14,

Kuri Road, & Others – Islamabad, both at Current Date and at the

Time of Award of BUP

iii. Spatial data by Digi Cam – Androids

iv. Input raster image formats: BMP, JPG, TIF, GIF, PNG, PCX, TGA, RLE,

JPE, J2K, JAS, JBG, MNG or equivalent to Output vector formats: DXF,

HPGL, EMF, WMF or equivalent.

d. Image Processing i.e.

i. Tracing of raster lines, arcs, circles, arrow lines, dash lines, poly lines,

hatches on monochrome, grayscale or color images.

ii. Creation of center lines and outlining of solid raster areas.

iii. Increase or decrease brightness and contrast.

iv. Color, Gray and black-and-white images vectorization.

v. Vector editing and labeling

vi. Geo-referencing using user specified control points,

vii. Image processing, rendering, rubber sheeting, detection and

recognition

viii. D Grid creation, 3D display and image draping

ix. Automatic correction, Removing low sized vector objects, Automatic

straightening of images to a reference line, Remove speckles of color

to make colors more uniform, adjust tolerance levels.

x. Batch processing.

e. Water marking of digital content for non-repudiation

Software application should also include the following modules, inter alia

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. Automation of Process Module: Possession process as described in Annexure – D.

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d. File Movement Module: Process of files as per existing business process/workflow.

e. 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.

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

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

g. Open Interface Provision: For seamless integration of spatial data of each dwelling

unit with EDMS of Estate Wing (based on the unique identities of corresponding

E-File of that dwelling unit.

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 Technical Drawings of Technical Wing, FGEHF.

6. Software Application Development 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.

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10. Maintenance of Audit Trail / Activity Logs.

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.

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).

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4. Requirements from Consultants, for Prequalification

The interested registered firms must attach the following documents with their

applications3:

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. 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).

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. A capacity statement on available IT equipment (software/hardware) relevant to the

assignment.

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

5. Evaluation Criteria for Prequalification

Evaluation criteria may be seen at Annexure – E

3 Omissions shall entail no credit.

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6. Requisite Core Team and Requisite Qualifications/Skill Set

Consultants shall be expected to provide below mentioned details;

Sr. Nam

e

Designation in

the Core

Team

Qualification Relevant

Experience

(Years)

Relevant

Projects

(Numbers)

Certificate of

exclusiveness

(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.

7. Deliverables

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 “Possession” processes, of

Technical 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

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

2.8: Specification of Web GUIs

3 Delivery of Hard disks containing Files of G-14/3 in both Raster & Vector Format

4 Delivery of Hard disks containing Files of G-14/2 in both Raster & Vector Format

5 Delivery of Hard disks containing Files of G-14/1 in both Raster & Vector Format

6 Delivery of Hard disks containing Files of G-15/3 in both Raster & Vector Format

7 Delivery of Hard disks containing Files of Bara Kahu in both Raster & Vector Format

8 Delivery of Hard disks containing Files of F-14 in both Raster & Vector Format

9 Delivery of Hard disks containing Files of Kuri Road in both Raster & Vector Format

10 Beta Version of Software

11 Alpha Version of Software along with Source Code

12 Software Training Manual

13 Service Level Agreement

8. Work Plan (Timelines of Deliverables)

The firm is expected to provide services from July 2014 to January 2015. For detailed work plan

and time line of deliverables, refer to Annexure – F.

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

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Annexure –A

DETAIL OF TECHNICAL WING FILES

S.NO SECTION TOTAL FILES

NO. OF PAGES

TOTAL PAGES

NOTING CORRESPONDENCE

1. TECH – I 53 4583 4612 9195

2. TECH – II 518 5255 57705 62960

TOTAL 571 9838 62317 72155

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Annexure–B

Form No:- Date:

Property Location& Code:

District:

Tehsil:

Village:

Sector:

House No:

PIN(Property Identification Number):

Property ID

1

Full Address: Number & Street Address of the property unit:

2 Picture Numbers:

Owner’s information:

3 Name of the owner with (Share):

Father’s Name/Husband’s Name:

Address of the owner:

CNIC Number: - -

Note: Use extra sheet for additional information. Get the photograph of the CNICs.

Ownership Details:

4

Nature of Ownership: (tick the relevant box or boxes and take photo graphs of the relevant documents)

Through

Registered Sale Deed:

No: Bai Zubani:

No:

Date: Date:

Inheritance:

No: Gift/Hiba No:

Date: Date:

Lease Hold: No: Allotment:

No:

Date: Date:

Tenancy: No: PTD: No:

Date: Date:

Any Other:

SURVEY FORM Federal Government Employees Housing

Foundation, Islamabad.

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Occupier’s information:

5 No of Residents

Name & CNIC of Head of Family Status

(√)

Starting Year of Tenancy/Lease/occupation

Document Proof

(√) Total

Male Female Children

o Tenant

o Lessee/ Rent

o Occupant

o Gardawari o Lease grant o Any other

___

- -

Building Structure information:

6 Portion Type of Building Use Detail of Structure Material Used

(√)

G /F

▫Dwelling Houses

▫Mosque

▫ Shop

▫ Store

▫ Cattle Shed

▫ Shrine

▫ School

▫ Any other

No. of Residential rooms _____

No. of Wash rooms __________

No of Kitchens _______________

No. of Stores _________________

No. of Cattle Sheds____________

Any other ___________________

Walls o Bricks

o Stones/concret

e

o Mud

o Wood

o Steel Frame

wall

Roof o RCC

o Wood

o Brick Masonry

o Truss

1st /F

▫Dwelling Houses

▫Mosque

▫ Shop

▫ Store

▫ Shrine

▫ School

▫ Any other

No. of Residential rooms _____

No. of Wash rooms __________

No of Kitchens _______________

No. of Stores _________________

Any other ___________________

Walls o Bricks

o Stones/concret

e

o Mud

o Wood

o Steel Frame

Roof o RCC

o Wood

o Brick Masonry

o Truss

Note: Use extra sheet for additional information. Get the photograph of the CNICs.

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Property Information:

7 Location: ( Tick the relevant box)

Main Road Off Road Street No (if any)

House No (if any)

8 Total Land Area of property in Sq.yds. ( To be assessed once according to the use of G/F)

9 Total Covered Area in Sq.ft.

10 Year of construction:

11 Last remodeling /alteration:

Year: Detail:

12 Utilities: (tick the relevant box and take photo graph of the bill)

Electricity: Ref No:

Telephone No (Land Line) & (Mobile):

Ref No: Ref No:

Gas: Ref No:

Water Supply: Ref No:

13 Current Status: (tick the relevant box or boxes and take photo graphs of the relevant documents)

Under litigation:

(name of court)

Under Mortgage:

(name of Bank)

Free from any Encumbrances

14 Detail of Industrial/ commercial Activities attached to the property: (if any)

15 Any other Important info:

16 Draw Rough Sketch of Building Plan with Dimensions below:

Name of Surveyor:

Signature Mobile No.

Name of the Owner

Signature Mobile No.

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Annexure – C

COMPENSATION OF AWARD OF BUP'S FALLING IN SECTOR G-14/2 & 3

MAUZA THALLA SYEDAN ISLAMABAD

S.No.

BUP'S No.

Name of Owners

Ref. survey Books Prepared by Pak

PWD

Category

Covered Area

(Sq.ft)

Rate Assessed by Pak. PWD

(Rs/Sq.Ft)

Amount as per Pak, PWD rates

Rate as

pser Compensati

on

Amount as per Compensation

1 2 3 4 5 6 7 8 9 10

1 1 AAA A A 9,974.00 832.86 8,306,945.64 1,050 10,472,700

2 2 BBB A B 3,162.00 530.00 1,675,860 750 2,371,500

3 3 CCC A A 1,046.00 530.00 554,380 750 784,500

4

4

DDD

A A 1,939.00 865.90 1,677,600 1,050 2,035,950

4c A B 3,109.00 510.00 1,585,590 750 2,331,750

5 5 EEE A B 5,249.00 530.00 2,781,970 750 3,936,750

6 6 FFF B B 869.00 698.00 606,562 900 782,100

7 7 GGG A A 8,908.00 663.15 5,907,340 850 7,571,800

8 8 HHH A A 3,844.00 720.00 2,767,680 950 3,651,800

9 9 III A A 3,528.00 694.77 2,451,149 900 3,175,200

10 12 JJJ A B 1,758.00 730.00 1,283,340 950 1,670,100

GRAND TOTAL 43,386.00 7,304.68 29,598,416

38,784,150

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Annexure – D

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Annexure – E

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:

Relative Size of Assignment

Sim

ilari

ty

>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)

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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 ( 15 marks )

II. Size of team ( 10 marks )

III. Relevant Experience ( 15 marks )

IV. 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 (minimum) shall be pre-qualified / short

listed. The client reserve the right to raise the minimum threshold.

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Annexure – F

Resources

(ManPower/ Software/

Hardware/ Vehicle/

Qualification