Prequalification Document

for

Provision of Managed Services to Upgrade,

Amend and Maintain Central Land Records

Management Information System (CLRMIS)

Procurement ID: PLRA/PROC/CLRMIS/2020

Punjab Land Records Authority,

Board of Revenue,

Govt of the Punjab, Pakistan

Aug 2020

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Contents

1. Introduction ............................................................................................................................ 1

1.1 Background ...................................................................................................................... 1

1.2 Objective .......................................................................................................................... 1

1.3 Invitation of Pre-qualification .......................................................................................... 1

1.4 Pre-Qualification Document ............................................................................................ 2

1.5 Submission and Receipt of Pre-qualification Applications & Documents ...................... 2

1.6 Questions arising from Documents .................................................................................. 2

1.8 Invitation to Bid ............................................................................................................... 3

2. Brief Contract Regulations/Guidelines .................................................................................. 3

2.1 Laws/Rules ....................................................................................................................... 3

2.2 Taxes on all Materials/Licenses/Services ........................................................................ 3

2.3 Contract Price ................................................................................................................... 3

2.4 Payments .......................................................................................................................... 3

3. Pre-qualification Data Instructions ........................................................................................ 4

3.1 Pre-qualification Data Forms ........................................................................................... 4

3.2 Qualification ..................................................................................................................... 4

3.3 Mandatory Criteria for Pre-Qualification ......................................................................... 4

3.3.1 Company Registration .............................................................................................. 4

3.3.2 Tax Registration ........................................................................................................ 4

3.3.3 EOBI Registration ..................................................................................................... 5

3.3.4 ISO or CMMI Qualification...................................................................................... 5

3.3.5 Annual Volume of Services ...................................................................................... 5

3.3.6 Liquid Assets ............................................................................................................ 5

3.3.7 Past Experience ......................................................................................................... 6

3.3.8 Key Personnel ........................................................................................................... 6

3.3.9 Statement................................................................................................................... 6

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3.3.10 Past Litigation History ............................................................................................ 6

3.3.11 Authorized Representative ...................................................................................... 7

3.4 Scored Criteria for Pre-Qualification ............................................................................... 7

3.4.1 Volume of Services ................................................................................................... 7

3.4.2 Liquid Assets ............................................................................................................ 7

3.4.3 Team Size.................................................................................................................. 7

3.4.4 Technical Team Certifications (Other than Key Personnel at 3.3.8) ........................ 8

3.4.5 Organization’s Technical Capacity ........................................................................... 8

Form PQ-1 .............................................................................................................................. 9

Form PQ-2 .............................................................................................................................. 9

Form PQ-3 .............................................................................................................................. 9

Form PQ-4 ............................................................................................................................ 10

Form PQ-5 ............................................................................................................................ 10

Form PQ-6 ............................................................................................................................ 10

Form PQ-7 ............................................................................................................................ 11

Form PQ-8 ............................................................................................................................ 11

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1. Introduction

1.1 Background

The Punjab Land Records Authority – PLRA (hereinafter referred to as ‘procuring agency’)

would like to invite interested candidate firms (hereinafter referred to as ‘bidders’) who must

qualify by meeting a set of criteria as provided by the procuring agency to perform the contract

of supply of managed services for Upgrading, Amending and Maintenance of its Central Land

Records Management Information System – CLRMIS (hereinafter referred to as ‘services’).

The procuring agency has developed an automated system for recording and maintaining land

rights records for the province of Punjab, commonly known as CLRMIS. The system has been

implemented through establishment of a private cloud which is facilitated by an on-prem Data

Center facility and is implemented through the use of a custom develop software solution. The

technology stack used for the development of custom software solution is Microsoft

Technologies. The system is being used for dissemination of services at more than 150

geographically scattered sites all across the Punjab province and is planned to be expanded to

more than 265 sites in near future. In addition, services are being disseminated through

different public and private sector partner organizations whereas digital integration of systems

exists with government agencies and banking institutions. All of these stakeholders either have

direct access to land administration system over an MPLS based private data network or use

web-services/APIs. The records are also available through an online web portal and a mobile

app through a read only copy.

1.2 Objective

The primary objective of this contract is to hire services of software and system administration

and/or maintenance allowing the procuring agency to run its operations smoothly. The services

will include both corrective maintenance as well as enhancements to existing system. The main

focus of the contract is management of its soft component of system, however, general

administration & routine maintenance of hardware shall also be required from time to time.

Corrective/Replacement maintenance of hardware component is not part of this contract.

1.3 Invitation of Pre-qualification

Bidders having their companies/firms registered with Securities and Exchange Commission of

Pakistan under the prevailing laws in respective services (if applicable) are invited to submit

their PREQUALIFICATION documents to the PLRA so that they may be pre-qualified for

submission of Bids. Bid Documents shall be made available to only prequalified bidders both

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in hardcopy format and softcopy format – one copy each for a single bidder. A single

application per bidder is required for prequalification. For the purposes of this bidding JVs are

not allowed.

Prospective bidders must have carried out successful supply and delivery of similar services to

Public or Private institutions of similar size and complexity. Potential bidders must demonstrate

the willingness and commitment to meet the pre-qualification criteria.

1.4 Pre-Qualification Document

This document includes forms to be filled by bidder and list of documents that must be

submitted by prospective bidders. The document also provides both mandatory qualification

criteria and scored qualification criteria. Mandatory qualification criteria must be fulfilled by a

prospective bidder in order to qualify for the bidding. The scored criteria must be met by the

bidder to the minimum score to qualify for the same. It is the responsibility of the bidder to

submit required information as well as documentary evidence to prove qualification for both

mandatory criteria and scored criteria to the satisfaction of procuring agency regardless of its

explicit demand in this document or hereafter, in order to be considered for pre-qualification.

1.5 Submission and Receipt of Pre-qualification Applications & Documents

Interested bidders must submit one copy of the completed prequalification data and other

requested information along with supporting documents to the following:

Deputy Director (Procurement),

Room No. 212, Punjab Land Records Authority,

2KM from Thokar Niaz Baig, Main Multan Road,

Near EME Housing Scheme,

Lahore, Pakistan

Bidders shall submit the completed pre-qualification documents in plain sealed envelopes,

clearly marked with the name of and ID of contract at above address on or before 10.09.2020

at 11.00 a.m. Applications for prequalification shall be opened after 30 minutes thereafter in

the presence of the Bidders or their representatives who choose to attend at the Committee

Room of PLRA.

1.6 Questions arising from Documents

Questions/Queries related to this pre-qualification documents should be addressed to the

Deputy Director (Procurement), Punjab Land Records Authority whose address is given in

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paragraph 1.5 above and must reach the said office in a formal format at least 4 working days

before the deadline for submission of application for prequalification. Replies to all questions

will be sent back to concerned bidder(s) at least 2 days before the said deadline in writing or

through email.

1.8 Invitation to Bid

Bidding documents will be made available only to those bidders whose qualifications are

accepted by PLRA after meeting mandatory qualification criteria and scoring points 50% of

total or above one completion of the prequalification process.

2. Brief Contract Regulations/Guidelines

2.1 Laws/Rules

Punjab Procurement Regulatory Authority Rule 2014 along with any other rules/regulations/

directives of Govt of Punjab shall be applicable for the purpose of Prequalification, Bidding

and execution of this Contract.

2.2 Taxes on all Materials/Licenses/Services

The bidder will have to pay all duties, taxes, and other levies as applicable for all materials,

licenses or services to be supplied under this contract. The price charged to be procuring

agency shall be deemed to have included all such duties, taxes and/or levies as on the date of

bid submission.

2.3 Contract Price

The contract shall be of unit price type and cumulative of computed unit price and quantities

required. Quantities may increase or decrease as determined by demand and on the authority

of the procuring agency.

2.4 Payments

All payments shall be made in Pak Rupees and after the completion of corresponding

milestone to the satisfaction of procuring agency’s designated representative(s). No foreign

currency payments shall be applicable for any component of the contract and same shall be

required to be quoted in local currency only.

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3. Pre-qualification Data Instructions

3.1 Pre-qualification Data Forms

The prequalification forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, PQ-7 and PQ-8, as

provided in succeeding sections, are to be completed by prospective bidders who wish to be

pre-qualified for submission of bid for the specified contract services. The supporting

documents to validate the contents of these form must be submitted with the application for

the Pre-qualification and should be flagged with form numbers. The pre-qualification

application forms which are not filled out completely and submitted in the prescribed manner

may not be considered. All the documents that form part of the proposal must be written in

the English language and hand/machine typed in legible typeface.

3.2 Qualification

It is understood and agreed that the pre-qualification data on prospective bidders is to be used

by procuring agency in determining, according to its sole judgment and discretion, the

qualifications of prospective bidder to perform in respect to the contract as described by the

procuring agency. Prospective bidders will not be considered qualified unless in the judgment

of procuring agency they possess capability, experience, qualified personnel availability and

suitability of equipment and net current assets or working capital sufficient to satisfactorily

execute the contract in question.

3.3 Mandatory Criteria for Pre-Qualification

3.3.1 Company Registration

The bidder must be a registered firm/company/organization of Securities and Exchange

Commission of Pakistan for at least last 3 years.

Required Form: PQ-1

Documentary Evidence: Copy of SECP Issued Company Registration Certificate.

3.3.2 Tax Registration

The bidder must be a registered tax payer with both Federal Board of Revenue (FBR) and

Punjab Revenue Authority (PRA). The registration must be verifiable from online web portal

of these agencies.

Required Form: PQ-2

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Documentary Evidence Required:

(1) Copy of NTN Certificate

(2) Copy of PNTN/PSTN Certificate

3.3.3 EOBI Registration

The bidder must have at least 100 regular employees verifiable from EOBI website (Vendor

Active Employee Count).

Required Form: PQ-3

Documentary Evidence: Contents of PQ-3 should be verifiable from EOBI website.

3.3.4 ISO or CMMI Qualification

The bidder must be ISO 9001:2008 and ISO 27001:2005/2013 certified by an accredited

certification body. The certificate must be valid at the time of bidding. Alternatively, the

bidder can be a firm assessed at CMMI Level 3 or above within last 5 years.

Required Form: N/A

Documentary Evidence: Copies of ISO Certificates or CMMI appraisal document.

3.3.5 Annual Volume of Services

The minimum required annual Volume of Services for the successful Bidder in any of the last

five years shall be PKR 100 Million.

Required Form: PQ-4

Documentary Evidence: Copies of Audited Financial Statements for last five years.

3.3.6 Liquid Assets

The minimum amount of liquid assets and/or credit facilities net of other contractual

commitments of the successful Bidder shall be PKR 30 Million.

Required Form: PQ-5

Documentary Evidence: Company Bank Account statement(s) no older than one month

before the bidding date with cash equivalent required liquid assets present for at least one-

year period at the time of application for prequalification. Alternatively, the bidder can

submit certified copy of credit facilities for same value, net of other contractual

commitments, valid at the time of application for prequalification.

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3.3.7 Past Experience

The bidder must have successfully performed at least one contract each in the following

categories in the last 5 years:

Software Development and Maintenance Services for an MIS with at least 3,000

active concurrent users.

Managed Services for IT Infrastructure using (OnPrem or Public) Cloud.

Level 1 Support Services

Required Form: PQ-6

Documentary Evidence Required:

(1) Copies of signed contracts

(2) Certificate of completion of contract issued by authorized representative of client

3.3.8 Key Personnel

The bidder must have a core team of qualified personnel as follows:

PMP Certified/Agile Practitioner

MCSE: Private Cloud / Core Infrastructure Certified or equal

MCSD: Web Apps Certification or equal

MCSE: SQL Certification or equal

Certified Information Security Manager (CISM) or COBIT 5.0

ISTQB Certified: Foundation Level or higher

Required Form: PQ-7

Documentary Evidence: Copies of Certifications of proposed team, verifiable from vendor

website.

3.3.9 Statement

The bidder must submit a sworn statement of authorized representative, stating that it has not

been blacklisted by any Government department or Punjab Procurement Regulatory

Authority (PPRA).

Documentary Evidence: Sworn statement on nonjudicial paper, duly attested by a public

notary.

3.3.10 Past Litigation History

The bidder must submit information regarding any litigation, current or during the last ten

years, in which the Bidder is involved, the parties concerned, and disputed amount.

Required Form: PQ-8

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Documentary Evidence: Certified copies of final decision or the complaint for initiating

litigation. In case of no litigation event, a sworn statement duly attested by a public notary be

submitted declaring the same.

3.3.11 Authorized Representative

The bidder must attach a power of attorney of the signatory(ies) of the prequalification

application, whereby the signatory(ies) is/are authorized for submission of application and

signing of documents on behalf of the bidder.

Required Form: N/A

Documentary Evidence: Company Resolution and/or notary attested power of attorney from

bidder.

3.4 Scored Criteria for Pre-Qualification

The minimum qualifying score, after meeting the mandatory qualification requirements, is

50% marks of the maximum possible cumulative score. Bidders who fail to meet mandatory

qualification criteria will not be evaluated against scored criteria.

3.4.1 Volume of Services

The volume of services provided by bidder shall be scored as follows:

Sr # Volume of Service in last 5 Years Score

1. PKR 500 Million or less 5

2. More than PKR 500 Million but less than 750 Million 10

3. More than PKR 750 Million but less than 1,000 Million 15

5. Greater than PKR 1,000 Million 20

3.4.2 Liquid Assets

The liquid assets net of existing contractual obligations of bidder shall be scored as follows:

Sr # Liquid Assets Score

1. PKR 50 Million but not less than 30 Million 5

2. More than PKR 50 Million but less than 75 Million 10

3. More than PKR 75 Million but less than 100 Million 15

5. Greater than PKR 100 Million 20

3.4.3 Team Size

The team size of the bidder shall be scored as follows:

Sr # Team Size Score

1. 200 Employees but not less than 100 5

2. More than 200 Employees but less than 500 10

3. More than 500 Employees but less than 1,000 15

5. Greater than 1,000 Employees 20

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3.4.4 Technical Team Certifications (Other than Key Personnel at 3.3.8)

The bidder will be awarded 5 marks for each additional resource having any of following

certifications up to a maximum of 50 Marks:

MCSE: Private Cloud / Core Infrastructure Certified or equal

MCSD: Web Apps Certification or equal

MCSE: SQL Certification or equal

Certified Information Security Manager (CISM) or COBIT 5.0

ISTQB Certified: Foundation Level or higher

3.4.5 Organization’s Technical Capacity

The technical capacity of bidder will be scored as follows:

Sr # Competence Area Score

MSFT Silver Partner MSFT Gold Partner

1. Data Center Technologies 5 10

2. Application Development 5 10

3. Database Administration 5 10

4. Cloud Platform Management 5 10

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Form PQ-1

Company Registration

Company Registration Certificate No. _________________________________

Corporate Universal Identification No./

Company Registration No. _________________________________

Complete Legal Name of the Company: _________________________________

Date of Company Registration: _________________________________

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Form PQ-2

Tax Registration

FBR NTN: ________________________________

PRA PNTN: ________________________________

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Form PQ-3

EOBI Registration

Company/Firm EOBI Registration Number (if any): ________________________________

List of Employees with following information:

Sr # Name of Employee Title Employed Since EOBI Reg. No./

NIC No.

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Form PQ-4

Volume of Business

Details of Volume of Business in the last five years:

Sr # Financial Year Total Business done for

Financial Year

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Form PQ-5

Liquid Assets

Total Liquid Assets presented with application for prequalification: ________________

List of documents/instruments presented:

Sr # Type (Cash/CL) Banking Institute Name Value of Asset

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Form PQ-6

Past Experience

Sr #: ____

Contract Type: Software Development/Managed Services for Cloud/L1 Support

Client Name: __________________________________________

Client Representative Name and Contact Info: ____________________________________

Contract Signing Date: _______________ Contract Completion Date: _______________

Total Contract Value: ________________ Total Contract Manhours: ________________

[Note: Provide above information of all contracts individually, presented against qualification

criteria.]

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Form PQ-7

Key Personnel Qualification

Proposed

Position

Name of the Resource

Person

Years of

Experience Certification Name

Certification

Verification ID /

Code

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Form PQ-8

Litigation History

Year Other party(ies) Cause of dispute Details of litigation

award

Amount involved

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