Modernization & Centralization of Motor Vehicle...

RFP for Centralization & Modernization ofMVR & MVRTMS, Punjab Page 1 of 12

Modernization & Centralization of

Motor Vehicle Registration & Taxation Management System (MCVRTS)

Directorate General of Excise & Taxation

Government of Punjab


1. Introduction

Excise & Taxation Punjab is currently using a distributed system for registrationand taxation of motor vehicles which is implemented in all the thirty six (36) districts independently. It is Oracle based system and all the districts are connected to the Excise & Taxation (HQ) Lahore through low bandwidth DSL connections for consolidation of data at headquarters. The data thus consolidated do not have the capability to run on a central application as there is no central application. Under the current system, more than ten million vehicles have been registered in the province whereas historical records of all the tax collections, changes taken place in the ownership, status of taxation and details ancillary thereto are also not completely automated. Hence, the same would axiomatically be the intrinsic component of any solution proposed. Now, the Excise & Taxation department intends to Centralize and Modernize the system of Motor Vehicle Registration and Management in the province with a view to facilitating the citizens and equipping the E&T Officers with modern and effective tools for proper enforcement of the rules and regulations using high performance anduser friendly “state of the art information & communication technologies”. Through the initiative of Centralization & Modernization, the E&T Punjab also intends to establish connectivity with all private organizations and government departments for dynamic and interactive exchange of electronic data which should eliminate the possibility of data entry errors and foster the processes, enabling the department to serve the citizens promptly and delightfully. Under this initiative all the historical data pertaining to registrations, transfers/ post registration transactions, tax payments, etc. is to be cleansed, migrated to the new system and database. Under the Centralization and Modernization initiative all the possible modes of tax payment and e-Services are to be offered to the citizens, ensuring all the services to be available from anywhere without physically visiting the E&T offices or banks/post offices. Hence, implementation of branchless banking is conceived to be the integral component of the system. Excise & Taxation Punjab understands that this initiative would entail strong and robust communication links, high availability of data center, licensed enabling software, call center support, etc. Therefore, E&T Punjab is requesting proposals from IT Service providers/ Technology partners/ ICT industry players to provide and implement complete Modern & Centralized Vehicles Registration& Taxation System (MCVRTS) along with complete work break down structure.


2. Project Objectives

Centralization and Modernization of Motor Vehicle Registration and Taxation System

MCVRTS in province of the Punjab with a view to facilitate the citizens by enabling the E&T Officers for effective enforcement and collection of due fee/ taxes. Under this project a Centralized and Modern state of the art system for covering the growing needs of the department to serve the citizens by making use of Information & Communication Technologies (ICT) will be implemented which will greatly enhance the department’s capacity for maximizing the facilitation, enhancing the revenue collection, streamlining the processes and effectively enforcing the rules and regulations. Performance of the system is our top priority. Conformity of the finished systems shall be evaluated against real time transactions and revenue collection, clearly plotting against time and load.

3. Existing System

The Excise & Taxation Department provides services for collection of various taxes and

duties efficiently and effectively and suggests ways and means for additional resource mobilization in the Province. Building up of taxpayer’s confidence, creation of taxpaying culture and providing facilities to the general public in payment of taxes are the top most priorities.

This department also performs the registration for new vehicles (New Registration),

periodic renewal of registration, changes in record on transfer of ownership and change of address, conversion, alteration, hire purchase agreement and its termination, transfer intimation, duplicate registration and its composite processes(Post Registration Transactions), Taxation of tie up (Commercial) and Non- Tie Up Vehicles (Taxation) and admin part of the application etc. The staff collects the fee/ taxes/ revenues directly and the collected revenue is deposited to the bank (government treasury) on daily basis (same day). The department also prepares the taxation schedules for different types of motor vehicles. The taxes are collected annually/quarterly through authorized post offices for private vehicles and through Excise & Taxation Department for tied up and non- tie up vehicles. There are four major modules which are currently operating at the Excise and Taxation Department:

1. New Registration Module which deals with first time registration of a vehicle.

2. Taxation Module which deals with collection of Tax from tied-up vehicles.

3. Post Registration Transaction/ other Transaction Module which deals with post processing after the registration of the vehicle. e.g. transfer of ownership, duplicate registration (incase the registration getting lost or torn), NOC Issuance of Transfer Deed, Life Time Token Tax collection, and Printing of Registration Certificate (Form G), periodic renewal of registration, changes in record on transfer of ownership and change of address, conversion, alteration, hire purchase agreement and its termination, transfer intimation, duplicate registration and its composite processes.


4. Admin part of the application

The Administration Part of application supports the settingup of Custom Collectorate,

FIR Type, Port Setup, Maker and Make, NOC Type, Purchase, Type, Vehicle Type, Bank and Branch, Clearing Agent, Dealer, Country, Post Office, Province and Division, District, Vehicle Scheme, Assign Function, Owner Status, Police Station, Division, Tax Exemption, Province, Type of Body, Audit Log Setup, User Processes, Vehicle ,Color. The USER ADMINISTRATION provides following functions:

a. View User

b. Create New User

c. Delete Existing User

d. Modify Existing User e. Assigning roles/ privileges/ functions/ procedures and chain linkages.

REGISTRATION NUMBER SETUP a. Expiration of Non-Allotted Numbers b. Number Bidding c. View Assigned Numbers d. Blocked Number Setup e. Assigning Registration Numbers f. Generate Yearly Numbers

The Excise & Taxation Department, Government of the Punjab provides the following services

related to motor vehicles:

1. Collection of Provincial Taxes as assigned by the Government.

2. Collection of Capital Value Tax/withholding tax and Advance Income Tax on behalf of

Federal Government at the time of registration of a vehicle and collection of Motor Vehicle

Tax respectively.

3. Issuance of Registration Marks and Certificates to motor vehicles.

4. Collection of Token Tax from the owners of Tied-Up Vehicles through Bank except for

Lahore District where it is being collected by the Excise & Taxation Department itself.

5. Collection of Token Tax from the owners of Non Tied-Up Vehicles through Post Offices.

6. Issuance of “Duplicate Registration Certificates” of the vehicles, “Change of Ownership”,

“Change of Engine Number” and issuance of NOC” etc. for the owners of the vehicles.

7. Issuance of duplicate registration certificate

8. Endorsement and termination of hire purchase agreement

9. Alteration conversion of vehicle

10. Composition of above mentioned processes


4 Project Deliverables

Main deliverables of the project are described below:

4.1 Modern and Centralized Vehicle Registration System A complete Centralized, web based modern system covering all the functions and facilities of existing system of Motor Vehicle Registration and Motor Vehicle Tax Management System (MCVRTS) and including all other functions mentioned below:

a. All functionalities of Existing System b. Citizen Self Service Portal c. Online Application Submission for New Registration d. Online Payment Facility through multiple platforms e. Online Payment Facility through branchless banking f. Biometric Facility for Transfer of Ownership/ Attendance, etc. g. Online Intelligent Appointment Facility for Visitors h. Provision for smart electronic information carriers

4.2 Online Connectivity for Electronic Data Interchange

a. Online Connectivity with NADRA for CNIC Verification and automatic retrieval/

population of CNIC information b. Integration with e-Tag (RFID based) technology for efficient Tax Collection c. Online System for Motor Vehicle Dealers for providing sale purchase information

and acting as e-intermediary for Registration of New vehicles. d. Online Connectivity with Pakistan Customs/ One Customs/ ITMSfor automatic

retrieval and verification of data pertaining to imported vehicles e. Online Connectivity with Motor Vehicle Manufacturers in Pakistan for electronic

retrieval and verification of data pertaining to locally produced vehicles f. SMS Based Services Introduced by E&T Punjab

4.3 Data Cleansing & Migration

a. Cleansing of Historical Data of Motor Vehicle Registrations for importing the same to the new data structure

b. Migration of Cleansed Data refereed in (a) above to the new architecture

4.4 Application Software& Databases a. Hosting of all software systems provided by the vendor at the Data Centre

Facility arranged by the E&T Punjab b. Installation, configuration, maintenance, Management of all databases c. Installation of all enabling software and database management systems d.

4.5 Backup/Restore/ Recovery /Disaster Recovery Polices & Procedures


The vendor will submit a comprehensive document describing the Policies and Procedures to be implemented in connection with the business continuity under the usage of the system.

4.6 . Intellectual Property Rights, Source Code and Training

a. The vendor will provide training to the departmental officers and staff for using the system during the rollout program at E&T (HQ) and each District Office by conducing one comprehensive session at each site.

b. Provision of standard user friendly technical and user manuals in both soft and hard form, describing but not limited to all functionalities, facilities and possibilities, including complete troubleshooting regime.

c. The vendor will also provide a comprehensive training from scratch to end for installation, configuration, management and maintenance to E&T’s IT staff.

d. Vendors shall practically engage E&T’s developer (s) during the development phase of the system.

e. The vendor shall provide complete source code with complete documentation to the E&T after successful implementation of the project. The same shall become the exclusive property of the E&T with all intellectual property rights reserved for the E&T.

4.7 . Requirement Specifications & Bill of Quantities In order to implement the proposed system, the vendor will submit a comprehensive reportshowing standard specifications, quantities, time lines and estimated costs for the following:

a. Data Centre (Primary & Disaster Recovery Site separately)- complete solution b. Connectivity of E&T (HQ) and District Offices with Data Centre c. Connectivity of E&T Data Centre with third Parties such as Pakistan Customs,

NADRA, Local Manufacturers of Vehicles, etc. d. Licensed Software (Operating System, DBMS, other required tools, involving

licensing) e. Site Preparation at E&T (HQ) and District Offices f. Any other equipment and enabling software required

Note :All the requirements and cost estimates given in this section will be used by the E&T Department for procurement separately in consultation with the qualified bidder. Therefore these cost estimates will neither form part of the bid amount nor the bid bond (i.e. earnest money).

4.8 System Security Policy

The vendor will implement complete security at the levels of application, database, user access, etc. and also submit detailed document describing the security features (both hardware & software) implemented in accordance with international best practices.


4.9 System Maintenance & Support The Vendor will provide system maintenance and support to the departmental officers and third party departments with whom connectivity under this project is established for operationalization of the system during the currency of the agreement.The maintenance & support shall be for a period of three years.

4.10 Complimentary Features

The vendor may offer any complementary features/services as quoted in the Technical Proposal, but in such cases the vendor shall provide training, user guides and necessary support during the currency of agreement for this procurement.

5 TECHNICAL EVALUATION

The bids will be evaluated by the Technical Evaluation Committee of the E&T Department. The technical bid will be evaluated on the basis of following parameters:

Total Marks / Points = 150

Passing Marks / Points = 75% of the total marks = 112.5

Sr. Description Marks (Max =150)

1. Company’s Strength:

- Company Certification – ISO 9000 - Number of Employees - Skill Set of Resources - Company’s International Experience - Experience for developing Web Based & Enterprise level Solutions - Experience in managing worth 10 Million Plus Projects - Clientele and testimonials

21 (3 Each)

2. Projects and Products

- Projects Delivered. - Projects in Hand. - Distinguished Achievements. - Company’s Experience in Managing a large size Software

Development Projects.

- Company’s Experience in Similar Project. - Company experience with Public Sector and Excise & Taxation

knowledge on Motor Vehicle Data Base / System.

12 (2 Each)

3. Proposed Solution - Innovation & Creativity - Platform Selection - Data Cleansing Approach

39 (3 Each)


- Data Migration Methodology - Security Features of the Proposed Solution - Roll out strategy. - HR Plan - Training Plan - Project Transition Plan - Disaster Recovery Plan - Quality of Specifications & BOQs Proposed - Solution Justification - Complimentary Offerings

Related Experience (At least 5 Years)

- Experience in delivering the products on proposed platform - Experience in Delivering Motor Vehicle related Solutions - Experience in providing high performance system with over 1500

users or 3000 concurrent sessions

15 (5 Each)

4. Compliance to RFP 10

5. CMM Level (1-5: 2 for each) 10

5. Suitability Points based on Innovative & Creative Ideas for facilitation and effective control through the system.

18

6.Presentation & Capability Demonstration 25


5.1 Financial Evaluation Financial bids of the successful bidders (Technically Qualified) will be opened publically and

purchase order will be issued to the lowest bidder as per the relevant rules & regulations. Financial bids of the technically disqualified proponents will be returned unopened.

6 DELIVERY SCHEDULE

It is expected that the project should be implemented in shortest possible time, however maximum delivery time allowed against each module/deliverables is given below (the time for each deliverable starts from the date of award of contract :

1. Modern and Centralized Vehicle Registration System 8 Weeks

2. Online Connectivity for Electronic Data Interchange 6 Weeks

3. Data Cleansing & Migration 6 Weeks

4. Application Software & Databases 8 Weeks

5. Backup/Restore/Disaster Recovery Polices & Procedures 8 Weeks

6. User Training (as per Rollout Plan) 8 Weeks

7. Requirement Specifications & Bill of Quantities 1 Weeks

8. System Security Policy 8 Weeks

9. System Maintenance & Support 8 Weeks

10. Complimentary Features 8 Weeks

These are parallel activities and the whole project shall be completed within 10 weeks.


7 Earnest Money – Bid Bond

The successful bidder shall furnish a bid bond amounting to 2 % of the bid amount.

8 Performance Warranty

The successful bidder will furnish a performance guarantee equivalent to 10% of the total value of the contract awarded.


9. SUBMISSION OF BID

9.1 Labeling (a) To be addressed to the following address: Director General Excise & Taxation, Punjab 847-A, Shadman-I Lahore Tel. No. 042-99202775-76 (b) bear the following identification:

Bid for “Procurement of Modernization & Centralization of Motor Vehicle Registration &

Taxation Management System (MCVRTS) ”

DO NOT OPEN BEFORE 4thof August 2014. (c) Fax bid will not be entertained.

9.2 Deadline for Submission of Bid 9.2.1 The original bid must be received by the Purchaser/Client at the address specified in Clause

3.1 not later than: Date: 4thof August 2014. Time: 1200 hours

9.3 Late Bid The bid received by the Purchaser/Client after the deadline for submission of bid prescribed

by the Purchaser/Client, will be rejected and returned unopened to the bidder.


9.4. OPENING AND EVALUATION OF BID

9.4.1Opening of Bid 9.4.1.1 The bid shall be opened by the Purchaser/Client at 1400 Hrs on 4th August 2014 in the

presence of the bidder's representatives at the office of the Purchaser/Client, given below: Office of the Director General Excise & Taxation Punjab 847-A, Shadman-I Lahore

Date post:	08-Aug-2018
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