Sisne Rural Municipality

Office Of The Rural Municipal Executive

Rukumkot, Rukum (East)
Lumbini Province, Nepal

Invitation of Bids
for the development of Dynamic Municipal Profile,
Digital Governance Framework (ERP), Basic e-Governance Modules &
Interactive Mobile Applications.

PROJECT TERMS OF REFERENCE [ToR]

Prepared By:
Sisne Rural Municipality
Office of the Rural Municipal Executive
Rukumkot, Rukum (East)

2077.10.21
 Annex A
Terms of Reference [ToR]

Project: Development of Dynamic Municipal Profile, Digital Governance

Framework(ERP), Basic eGovernance Modules & Interactive Mobile Applications.

Background:

The system is expected to have Modular Architecture and Robust Application Programmers
Interface (API) for scalability and third-party compatibility possibilities. In addition, the project
expects the development of Integrated Mobile Applications and few other modules mentioned
below in this document. Proposals to facilitate local Government's communication of data and
services to the Public and proposals with smart value added features will be first considered.

Project Overview:

The System introduced above is an Integration of Digital Municipal Profile, eGovernance Modules
and Interactive Mobile Applications. The System should have practical interrelation in between
the Systems for the efficient Delivery of Management Reporting, eGovernace systems and
Municipal Profile Data.

Bidders are encouraged to generate innovative and feasible project ideas. Bidders have the
flexibility to add value added features and functional interconnectivity of modules along with
project scope later discussed in this document.

Competitive bidding proposals are required to be sealed in closed envelope and submitted hard
copy to the Supervisor of the Project mentioned in Annex B.
Scope of Work

The following Systems are broadly studied and identified by Sisne Rural
Municipality as essential basic modules of the Project:

I.1. Modular ERP Digital Governance Framework

The purpose is to first prepare a digital framework for Sisne Rural Municipality and hence to
enhance the possibility of integration of other systems currently being used in the Municipality
and those procured in future.

The System should be web based and should have modular architecture to fit other modules. The
Digital Profile later discussed in this TOR should be integrated to this system and other modules
later developed by third parties should be able to be integrated to the system.

The System should have proper user access rights features to accommodate all Municipal and
Ward level Representatives, Staffs and other Municipal entities such as Schools, Health Posts,
Hospitals, etc.

The system should be scalable and have Secured Application Programmers Interface (API) System
for Third Party data access and integration.

Software Backend System (Dashboard) that acts as the Centralized Operation System and Holds
all eGovernance/Smart-governance modules.

Smart Modules: eMeetings-Text and Video, Hello Mayor, Grievances Handling

(Jana Gunaso), Public Connect via Bulk SMS, Push Notifications, Data Upload/
Management System, Digital Citizen Charter, News and Notices, Cloud Document
Management System, Digital Payment, Digital Profile Connectivity and Vital Registration
Connectivity.

I.2. Digital Profile Software System: Reporting System and Data Update Interface

Sisne Rural Municipality Executive Office visions to implement eGovernance in schedule. For
the preparation of such, the firm/consultant is required to develop so, with at least, consideration
of the following features:
- Digital Survey of all Wards as per the latest Guidelines from Ministry of Federal Affairs and General
Administration, the Government of Nepal. Such Survey will include data collection through
Mobile/Tablet Devices for enough GIS/GPS Data, Multimedia Information and effective Programmed
Surveys. Datasets will include all information (Primary/Secondary) of Public Landmarks, Businesses,
Public Assets and Household/Demographics as mentioned in the guidelines document.

- Analysis of Data on the basis of Demographics, Topography, Socio-Economic Development and other
Development Factors.

- Development of Software based Municipal Digital Profile System that can reflect analyses data in
Multiple Segments, Categories and Filters.

- Features to auto update Profile Data on the basis of Vital Registration and Migration in real time into the
system through the respective wards. Smart Data update along with time. For example, update Date of
Birth every year for all population.

- Miscellaneous features such as Graphs and Reports, Charts, Export Features, Data Entry System for all
Form Entries, etc.

- Server Management, High End Data Security, Backup and Restoration Core Facilities.

- Digital Profile System should have place hold all Secondary data mentioned in the scope of Nepal
Government.

We encourage proposals with attractive features regarding data privacy, security, usage and
Dissemination of LG Profile Survey Information.

3. Integrated Interactive Mobile Applications

Developed Mobile Applications will have Features to give a Digital Shift to Sisne Rural
Municipal office and its wards in the following regards:

a. Public-Representative Communication; Representative-Representative Communication Tools.

Public Information Dissemination of the Digital Profile Information.
Information regarding Ward level and Municipality level Citizens Charter, and similar
other titles.

Possibility to add other e-Governance facilities in future, one after another with support for such.

Interactive Tools to directly communicate with Mayor and Grievance Handling with Vice Mayor.

Citizen Charter Display and Possibility to display the same charter across all devices in wards and
LED screens.

Possibility to add Ward Services as digitally signed e-Governance services in future.

Display of all Public Forms, Download and Print Options.

Other value added features for the development of Smart Municipality Environment will be
considered.

4. Hosting, Security, Implementation, Support and Future up-gradation Possibilities

a. Hosting and Maintenance of Systems.

Best available measures applied for Data Security and Backups

The firm/consultant will be responsible to support maintain the developed applications including
village profile for the term of 5 years.

The system should be developed in such a way that it facilitates integration of other future features
developed by the same of third party into it to work as an integrated smart system.

Annex B

Deliverables, Communication and Co-ordination

Deliverables
The firm/consultant is expected to deliver following:

a. Smart ERP Framework System with integrated Digital Profile System and Modules
Mentioned.

Mobile Applications for Android Operating System.

Trainings, Manuals and Support System.

Security, Implementation, Support and Future up-gradation Possibilities

a. Best available measures applied for Data Security and Backups.

b. The firm/consultant will be responsible to support maintain the developed

applications including Municipal Profile for the term of 5 years.

c. The system should be developed in such a way that it facilitates integration of other
future features developed by the same of third party into it to work as an integrated
smart system.

Annual Maintenance and Support Information should be well explained in the Technical and Financial
proposals.

Project Focal Person

The Chief Administration Officer at the Rural Municipality will be the Bidder’s Focal Person for the
Project Coordination. The CAO will have the rights to re-assign bidding procedure to other staffs in the
Municipality.

Annex C

Application Deadline, How to Apply?

Application Deadline and Proposal Submission.

The consultant/firm are required to submit their proposals along with the list of their past/present portfolio
and legal documents not later than 15 days of publishing of first public notice on the municipality
website.

The consultant/firm must be highly experienced and must have worked with at least 5 Local Governments
to develop their ERP Framework, Conducted their Digital Survey, developed Dynamic LG Profile and
Interactive Mobile Applications with basic value added modules like Hello Mayor, Jana Gunaso etc.

Competitive bidding proposals are required to be sealed in two separate sealed envelopes-Technical
Proposal and Financial Proposal and are required to be submitted hard copy to the Focal Person of the
Project mentioned above.

How to Apply?

Interested applicants are requested to submit the following documents in two separate sealed hard copy
documents.

1. Technical Proposal

- Technical Proposal and Declaration of Authenticity of information supplied.

- Legal Documents Copy: Individual/Company Registration, Tax Registration, Last
Fiscal Year Tax Clearance, Postal Stamped Letterhead Application.

- Team Portfolio, Team Expertise and CVs of Major Project Human Resources.

- Estimation of Resources, Specifications of Software/Server Systems and Languages

used in Development.

- Security, Storage and Backup Plans/Systems/Specifications.

- Proposed Diagrams or Graphical Illustration will be added advantage.

2. Financial Proposal

- Financial Proposal with a detailed breakdown of Project Features/Tasks along with

 Specifications.

Evaluation and Selection Criteria

Consultant’s proposal is selected based on Quality Cost Based Selection (QCBS) method. The weightage
given for Technical and Financial Proposal for the evaluation purpose is 70 and 30 respectively. The pass
mark for the Technical Proposal is at least 70.

i) Eligibility & Completeness Test Compliance

Copy of Registration of the company/firm
VAT/PAN Registration
Tax Clearance/Tax Return Submission/Letter of Time
Extension for Tax Return Submission [F/Y: 2076/077]
In case of a natural person or firm/institution/company which is
already declared blacklisted and ineligible by the GoN, any other
new or existing firm/institution/company owned partially or fully
by such Natural person or Owner or Board of director of blacklisted
firm/institution/company; shall not be eligible consultant.

ii) Technical Proposal Evaluation Insert Minimum Requirement if Score [Out of 100%]
Criteria Applicable
A. Qualification
Qualification of Key Experts
Must have minimum qualification of
Master degree in relevant field.
Experience of Key Experts Must have 10 years of general [ 30 %]
experience and at least 3 years
specific experience in similar job.

B. Experience
General of consulting firm
Minimum of 3 year of general
experience.
Specific experience of consulting At least 5 similar jobs.
firm within last 7 years. [ 40 %]
In case of person, specific
experience of the person within last
4 years.
Similar Geographical experience of
consulting firm
C. Capacity
Financial Capacity1
[ 10 %]

1
Average turnover required shall not exceed 150% of cost estimate
 Infrastructure/equipment related to
the proposed assignment2
D. Working Methodology
A brief description of working
methodology and understanding [ 20 %]
over ToR.

Note : In Case, a corruption case is being filed to Court against the Natural Person or Board of Director of the
firm/institution /company or any partner of JV, such Natural Person or Board of Director of the firm/institution
/company or any partner of JV such firm’s or JV EoI shall be excluded from the evaluation, if public entity
receives instruction from Government of Nepal.
Forms and Formats of Proposal Submission

1. Experience

1(A). General Work Experience

(Details of assignments undertaken. Each consultant or member of a JV must fill in this
form.)

S. Name of Location Value of Year Client Description of work carried

N. assignment out
Contract Completed

1.

2.

3.

4.

5.

6.

7.
1 (B). Specific Experience

Details of similar assignments undertaken in the previous seven years

(In case of joint venture of two or more firms to be filled separately for each constituent member)

Assignment name: Approx. value of the contract (in current NRs)3:

Country: Duration of assignment (months):

Location within country:

Name of Client: Total No. of person-months of the assignment:

Address: Approx. value of the services provided by your

firm under the contract (in current NRs):

Start date (month/year): No. of professional person-months provided by the

joint venture partners or the Sub-Consultants:
Completion date (month/year):

Name of joint venture partner or sub- Narrative description of Project:

Consultants, if any:

Description of actual services provided in the assignment:

Note: Provide highlight on similar services provided by the consultant as required by

the assignment.

Firm’s Name:

3
Consultant should state value in the currency as mentioned in the contract
3(C). Geographic Experience

Experience of working in similar geographic region or country

(In case of joint venture of two or more firms to be filled separately for each constituent member)

No Location Execution Year

Name of the Project (Country/ Region) and Duration

1.

2.

3.

4.

5.

6.

7.
Capacity
4(A). Financial Capacity
(In case of joint venture of two or more firms to be filled separately for each constituent member)

Annual Turnover

Year Amount Currency

- Average Annual Turnover of Best of 3 Fiscal Year

Of Last 7 Fiscal Years

(Note: Supporting documents for Average Turnover should be submitted for the above.)
4(B). Infrastructure/equipment related to the proposed assignment
No Infrastructure/equipment Requirements Description
Required

1.

2.

3.

4.

5.
 2. Key Experts (Include details of Key Experts only)

(In case of joint venture of two or more firms to be filled separately for each constituent member)
Specific Work
Highest Work Experience
SN Name Position Experience (in Nationality
Qualification (in year)
year)
1

(Please insert more rows as necessary)

Annex D

Reporting and Payment Schedules

Reporting and Payment Schedule Terms for the project as per the Annex A, B and C will be as follows:

1. The Bidder, upon project acquisition, shall provide periodic 15 Days reports of
the Project Status.

2. The bidder shall provide project status reporting, an application and declaration of truth
fullness in order to receive payment installments. The bidder shall notify in written to the
Project Focal Person regarding circumstances of unavoidable project delay, information
delay etc.

3. Upon project completion, the bidder shall provide a complete software manual, technical
Specifications and trainings/orientation to the Municipality and respective Staffs

4. Payments will be done as per the standard payment practices in the

Municipality on Project Progress Status basis.
Time Frame:
 Maximum time to complete the mentioned task will be a [Four] calendar months. The firm
should propose appropriate mechanism to ensure quality of data entry, time assigned and
confidentiality of the data.

The bidder is required to submit the list of it’s Staffs/Consultants and other Facilitators (if any) those will
be involved in the development of the proposed system as per Annex A, as per their access level.

Such Staffs shall be provided with Temporary Passes or Letters for information Access into Server
Systems, Office Premises and the Municipal/Ward Staffs.

Submit Proposals to:

Sisne Rural Municipality

Rukumkot Rukum (East), Lumbini Province, Nepal
Phone: 9847217663
Email: [email protected]