Digitization Service and its implementation in Current Operational and/or Content Management System for selected MDAs

Invitation for Bids (IFB)
Issuing date of the IFB: August 16, 2018 
INTERNATIONAL COMPETITIVE BIDDING
 
The Republic of Ghana
Ministry of Communications
e-Transform Project 
 
Credit No IDA 5304-GH
IFB No:  eTransform/RComp/2.1.2
 
1. This Invitation for Bids (IFB) follows the General Procurement Notice (GPN) for this project that appeared in UNDB issue No WB5553-11/14 of November 4, 2014.
2. The Government of Ghana has received a credit from the International Development Association toward the cost of the eTransform Project, and it intends to apply part of the proceeds of this credit to payments under the agreement(s) resulting from this IFB: Digitization Service and its implementation in Current Operational and/or Content Management System for Births and Deaths Registry, Ghana Immigration Service, Registrar General’s Department, Judicial Service of Ghana and Office of the Attorney General and Ministry of Justice. 
The scope of works will include;
· Conducting a digitization service in accordance with the methodological, organizational and technical aspects of the Public Records Digitization Program;
· Training and transferring the required knowledge to beneficiary agency staff to allow them to maintain and to make further improvements to digitization service; 
· Design and implement an Enterprise Content Management (ECM) system to capture the business processes of all Divisions and Units in the Agency related to digital asset management, document imaging, workflow systems and records management systems;
· Training and transferring the required knowledge to beneficiary agency staff to allow them to maintain and to make further improvements to the ECM.
3. The Ministry of Communications will serve as the implementing agency for the project, and now invites sealed bids from eligible Bidders for the Digitization Service and its implementation in Current Operational and/or Content Management System for the Agencies in Lots as follows: 
Lot 1: Registrar General’s Department (eTP/RComp/2.1.2-L1)
Lot 2: Birth and Death Registry (eTP/RComp/2.1.2-L2)
Lot 3: Ghana Immigration Service (eTP/RComp/2.1.2-L3)
Lot 4: Judicial Service of Ghana (eTP/RComp/2.1.2-L4)
Lot 5: Office of Attorney General and Ministry of Justice (eTP/RComp/2.1.2-L5)
 
Bidders are expected to demonstrate the following core competencies:
a) Competence in digitization and document management with workflow systems.
b) Competence in Change Management strategy to drive system use after implementation.
 
Bidders may bid for one or more Lots. Bids will be evaluated and contract awarded on per Lot (agency) basis.  Bids which do not offer all the items under a selected agency shall be rejected as non-responsive. Bidders may compete for one, two, three or all agencies.
4. Bidding will be conducted using the International Competitive Bidding (ICB) procedures specified in the World Bank’s Guidelines: Procurement of Goods, Works, and Non-Consulting Services under IBRD Loans and IDA Credits & Grants January 2011 Revised July 2014 and is open to all Bidders eligible as defined in these Guidelines that meet the following minimum qualification criteria for all Lots (agencies).
a) Experience 
The Bidder must have 
(i) Successfully completed at least three (3) contracts with similar functional/technical characteristics and of a comparable scale, each of which were of at least US$0.5 million in value, during the past five (5) years for the Digitization of public records. In the case of a Joint Venture, the Lead Partner shall have led at least one of the two above contracts. 
(ii) Successfully implemented Enterprise Content Management System for a government agency in last 5 years.
 
b) Technical Capacity:
(i) The Bidder shall have experience in scanning, inputting into an ECMS with appropriate indexing and capable of integration with 3rd party application as per requirements.
 
(ii) The Bidder must demonstrate it can provide data capacity for temporary holding the digitized documents until the Employer can put in place the ECMS system for data to be transferred.
 
c) Financial Capacity 
(i) Minimum average annual turnover of USD 0.5 million, cumulative per each Ministry, Department, Agency (MDA), calculated as total certified payments received for contracts in progress or completed within the last five (5) years (2012 -2017). Bidders are required to submit audited balance sheets and income statements for the last five (5) years as part of their financial statements
(ii). Demonstrate evidence of the firm’s liquidity in the form of cash flow, liquid assets and/or credit lines net of other ongoing commitments at the minimum required amount of USD 1 million.
(iii) Each joint venture member or sub-contractor undertaking a significant portion of work under this contract (20% or greater of the estimated value of the contract) must be financially stable, with gross revenue base of at least US$1 million annually over the last three (3) years, and liquid assets of at least US $ 0.5million.
Bidders are advised to provide quotes for the scanning in the following volumes of documents using Cost Table C for that purpose:
 
One to two million documents;
From more than Two million to Five million documents;
From more than Five million to Seven million documents;
From more than Seven million to Ten million documents; and
From more than Ten million to Fifteen million documents
5. Interested eligible Bidders may obtain further information, and inspect the bidding documents at the address given below for purchase of the bidding documents from 9:00 a.m. to 5:00 p.m. 
6. A complete set of bidding documents in English may be downloaded or emailed free of charge. Soft copies of the bidding documents are available free of charge online but hard copies may additionally be purchased by interested Bidders on submission of a written application to the address below and upon payment of a non-refundable fee of Four hundred Ghana Cedis (GH¢400.00) or one hundred US Dollars (US$100.00). The method of payment will be cash or bank draft in the name of the Ministry of Communications. The document may be directly downloaded from the website and/or collected at the address given below or sent by courier upon specific written request and payment of an additional non-refundable amount for US$150.00 for overseas delivery costs or GHS200.00 for local delivery costs by the bidder. 
7. Bids must be delivered to the address below at or before: 10:00 hours GMT on September 27, 2018.  Electronic bidding will not be permitted. All bids must be accompanied by a Bid Security of not less than fifty thousand US Dollars (US$50,000.00) or an equivalent amount in the local currency or a freely convertible currency. Late bids will be rejected.  Bids will be opened in the presence of Bidders’ representatives who choose to attend at the address below at: 10:00 hours GMT on September 27, 2018
8. The attention of prospective Bidders is drawn to (i) the fact that they will be required to certify in their bids that all software is either covered by a valid license or was produced by the Bidder and (ii) that violations are considered fraud, which can result in ineligibility to be awarded World Bank-financed contracts.
 
The addresses for Download and or Purchase and submission of the Bidding Documents referred to above are:
 
 
The Chief Director
Attn: The Project Coordinator
eTransform Project
Rooms 39 Fifth Floor,
Ministry of Communications Office Complex
Abdul Diouf Street, near Kofi Annan ICT Centre of Excellence
P.O. Box M.38, Ministries, 
Accra Ghana
Digital Address: GA-079-0539
 
The Chief Director
Attn: The Project Coordinator
eTransform Project
Six Floor, Conference Room
Ministry of Communications Office Complex
Abdul Diouf Street, near Kofi Annan ICT Centre of Excellence
P.O. Box M.38, Ministries, 
Accra Ghana
Digital Address: GA-079-0539