Expression of Interest

(EOI)

On

Citizenship Information Management System

Up-gradation and Support

Ministry of Home Affairs

Singhadurbar, Kathmandu. Nepal
 Abbreviations

CV - Curriculum Vitae
DO - Development Partner
EA - Executive Agency
EOI - Expression of Interest
GON - Government of Nepal
PAN - Permanent Account Number
PPA - Public Procurement Act
PPR - Public Procurement Regulation
TOR - Terms of Reference
VAT - Value Added Tax
 Contents

A. Request for Expression of Interest ...................... Error! Bookmark not defined.

B. Instructions for submission of Expression of Interest ..... Error! Bookmark not
defined.
C. Objective of Consultancy Services or Brief TOR ........... Error! Bookmark not
defined.
D. Evaluation of Consultant’s EOI Application .... Error! Bookmark not defined.
E. EOI Forms & Formats ...................................................................................... 11
1. Letter of Application ........................................................................................... 12
2. Applicant’s Information Form ............................................................................ 14
3. Experience ......................................................................................................... 15
4. Capacity ............................................................................................................ 17
5. Key Experts (Include details of Key Experts only) ............................................. 19
 Government of Nepal
Ministry of Home Affairs
Singhadurbar, Kathmandu, Nepal
Notice No:
First Date of Publication 2075/07/09

Expression of Interest
1. The Government of Nepal invites Expression of Interest (EOI) for the purpose of short
listing the qualified, eligible and experienced domestic Consultants/Consulting Firm(s) for
Citizenship Information Management System Up-gradation and Support.
2. Consulting Firms experienced in the above works and willing to provide the services are
here by invited to submit their ‘Expressions of Interest (EOI)’. The EOI shall be submitted
in a sealed envelope and must reach the MOHA no later than 12:00 hours on the 16th day
of first publication of this notice.
3. In case the day of submission of the EOI falls on a public holiday, the EOI shall be
submitted on the following working day. Only those short listed Consultants/Consulting
Firm(s) shall be invited to submit the ‘Request for Proposal (RFP)’ for the mentioned job.
The firm(s) shall include in their Expressions of Interest following information in
measurable terms and any other information that they may feel will support their
application.
a. Financial Capacity and Annual Turnover of last 3 years.
b. General Experience of the Firm(s).
c. Work Experience in Similar Works.
d. Human Resources
e. Infrastructure and Technical Competency
f. Response to scope of work.

4. The experiences of Government of Nepal projects or GoN owned institutions only to be

counted in General and similar works and the firm/s shall provide certified evidences of
completion of the job from concerned agencies of Government of Nepal.
5. A Firm is permitted to submit one EOI either single or in a joint Venture.
6. The Ministry reserves the right to shortlist or not to shortlist any or all of the Firms without
assigning any reasons what so ever.
7. Further information or clarification on the EOI can be obtained from the Ministry during
office hours. The EOI can also be downloaded from the website: http://www.moha.gov.np
8. The EOI documents shall be addressed to :

Internal Management Section

Ministry of Home Affairs
SInghadurbar, Kathmandu, Nepal
Phone: +977- 01-4211255
 Information to the Consulting Firm

1. General Information

Purpose of inviting the EOI: The main purpose is to shortlist suitable consulting firm
for the Citizenship Information Management System up-
gradation and support

Minimum eligibility: Established Company, Firm or Institution having: At

least 7 years of experience in the field of Software
Development Task in Nepal

Deadline for Submission of EOI: 12:00 Noon on 16th day from the first date of
publication of invitation of the invitation notice for EOI.
Any proposal submitted after the deadline shall not be
accepted.

Number of copies to be submitted: One

Joint Venture: A firm may apply to be shortlisted alone or in joint

venture with other firms. However once shortlisted, JV
partners are unchangeable.

Duration: The work shall be completed within 90 days from the

date of signing of the contract.

Information from the client: The shortlist shall be published on the Client’s notice
board, at the web-site: http://www.moha.gov.np within
two week from the last date of submission of the EOI.
The Client shall mail the Short-list to each of the
firms/JV submitting the EOI and initiate the process of
RFP without waiting for the receipt from the firms that
they have received the shortlist.

2. General Mandatory Requirement

• Certificate of VAT/PAN Registration, Firm Registration

• Tax Clearance of Fiscal Year 2073/747
• Firm must have 7 years of experience in software development with successful
execution of project
• Firm should have done at least one project having value more than NRs. 4 Million in
last 3 years.
• Firm should have done Software (Application) development project having database
system.
• Firm should be registered for Information Technology Solution/ Software
Development
• The average transaction of the firm should be at least NRs. 4 Million.
Background:
Citizenship Card is primary identity document of Nepalese citizen issued by the Government
of Nepal. Citizenship card is mandatory reference document for getting critical services from
government and non-government organization. For each service, copy of approved citizenship
certificate is attached with the application document. Ministry of Home Affairs (MoHA) is
delegated organization for distributing the citizenship card to the citizen and maintaining the
record. MoHA is responsible for formulation and implementation of policy, regulation related
to citizenship distribution. MoHA performs this job through District Administration Office
(DAO), Area Administration Offices (AAO), Border Administration Office (BAO), and
Integrated Service Centre (ISC) in all districts. All DAO/AAO/BAO/ISC has responsibility to
function as operation point for collecting the application form, checking, approving, and
preparing citizenship card and distribute to the citizen. After completion of the age of 16 and
fulfilment of the legal procedure a person can get the citizenship card from
DAO/AAO/BAO/ISC. A citizenship card provides citizens identification with individuals
description and signatory and issuing authority such as full name, date of birth, place of birth,
father's name, mothers name, permanent address etc.
Citizenship issuance related documents and information is most critical and important record
of the government. The government has responsibility to keep these records safely and also
made available easily when required for making decision based on those documents. MoHA
has been distributing citizenship certificates via Citizenship Information Management System
(CIMS), an enterprise level web based management information system hosted at MoHA
central system that allows enrolment, storage of demographic information of citizenship
certificate applicant and printing the citizenship certificate at all 76 district administration
offices and other annex offices. Currently, out of 77 DAOs 76 district administration offices
and other annex offices under the MoHA are connected through the reliable computer network
using typical VPN authentication and has been issuing citizenship from local server and
synchronize data into MoHA central database. But when internet connectivity is not available
the system runs in offline mode.
Offices may create mobile Toli (Group) from DAO to facilitate citizens by issuing of
citizenship in different area of district. They install the system in local machine and distribute
citizenship card. After the distribution of citizenship card, come back and store to the local
server then synchronize into central server.
Current Scenario of Citizenship Distribution Process:
District Administration Offices (DAOs)/ Area Administration Offices (AAOs)/ Border
Administration Offices (BAOs)/ Integrated Service Centers (ISCs) are using CIMS Software
for the distribution of citizenship cards. All 76 districts have been issuing new citizenship
form local computer system and all districts are using CIMS for the old citizenship record
entry on offline mode. Gradually, System will be implemented in all the existing and new
annex administrative offices under the Ministry of Home Affairs in future.
CIMS software has been developed in PHP language and Oracle database. Now more than 18
Million citizenship records are stored centrally in MOHA database. The system has
synchronization feature for auto migration of data from district server into the central server.
Since the maintenance work for the system has not been carried out for long time the system
has become slow and the synchronization features has stopped working and data from district
has not been migrated in to the central server. So for the smooth running of the CIMS system
maintenance and up-gradation work should be carried out as soon as possible.
Objectives:
The main objectives for Up-gradation of the system are:
• Upgrade the CIMS system to meet the current requirement of MoHA
• Fix the errors and bugs of CIMS system currently being used.
• Add the new features in the current system according to the MoHA requirement.
• Increase the performance of the running system.
• Up-gradation of existing database.
• Code management for new added DAOs/ AAOs/BAOs/ISC.
Scope of works:

1. Database Synchronization and up-gradation

• Installation of Oracle 12C in central Server.
• Migration of all data stored in central and local server into oracle 12C
• Online Synchronize all local database to the central database.
• Sync feature must be both manual and auto.
• Automatic/manual demand basis data synchronization to and from central and
local server
• Code management on basis of Political divison, Province, District,, Office,
Office type and User.
• Database normalization based on upgraded software.
• Automatic manual database backup in local/remote server.
• Tool creation to migrate data of Toil and Ghumti Shibhir into the local server
• Develop tool for offline data migration in central and local server.

2. Software Up-gradation
• Addition of feature to provide citizenship with province identification
• Push Pull data from central server to local server and vice versa.
• Improvement of system performance (form loading speed, searching speed,
query optimization)
• Adding Gumti Shibhir module.
• Feature to upload the scan copy of Anucuchi form and attached supporting
document.
• Feature to store fingerprint in international standard open format for maximum
compatibility with other system developed and used by government.
• Upgraded system should be compatible to print citizenship card from different
printers.
• Feature to display the name and designation of issuing officer in citizenship
list.
• Implementation of audit trail.
• Create different form for Banshaj, Janma, Angikrit Citizenship and Non-
Residential etc. as per Citizenship Act and Regulation.
• Capability of updating the upgraded application when connectivity is available.
• Feature to verify the old citizenship data entry record by authorized user.
• Daily, weekly, monthly, yearly report generation in Excel, PDF, and other
formats as per demands on the basis of gender, caste, age, province, district,
municipality etc.
• Add feature to display the live reporting of citizenship data of all DAOs AAOs
BAOs and ISCs that are synchronized into the local server.
• Deployment of fully functional system in Moha and its annex offices within
the given time limit
 3. Support

• Implementation and configuration of upgraded system in Central and all local

servers.
• The company should provide one certified database expert at IT section of MoHA
to support the district for the period of one year.
• Support for database and system crash recovery, maintenance and database
backup
• The Support staff should be physically present at IT section of MoAH during the
Office hour
• Should provide training regarding the upgraded system to the selective IT
personnel of MoHA and provide full documentation and user manual of the
system.

Requirement of Technical Proposal

• Commitment Letter
• Profile of Company/Consultant
• Qualification of technical persons including CV signed by concern staff.
• Methodology
• Timeline
• List of completed work done by the consultant
• Training plan

Criteria for Selection:

1. Compliance to General Mandatory Requirement.

2. Minimum Score required in technical evaluation criteria.
 Expression of Interest Evaluation Criteria for CIMS
Detail Marking
S.N. Description Marks
1 General experience of the consultants related to the assignment 20
Years of General Experience of the firm in software development task (From the date
1.1 Form 6
of delivery of the first successful assignment)
Enterprise Level Web Based Software Development task on Single contract worth Form 6
1.2
more than NRs 6 (SIx) Million in last 5 years

Specific experience of the consultants related to the

2 10
assignment
Specific Experience of the Firm having total successful software development projects
in developing Enterprise Level Web Based Application System Design /Development
2.1
RDBMS for large volume database with at least 3 (Three) National Project. (except
website)
Availability of Full time staff and their Qualifications and 48.5 (Form
3
Experience 7)
3.1 Team Leader /Project Manager - 1 Nos.
a) General qualifications
b) Adequacy for the project (Experience in years)
c) Specific Experience in providing solution in related domain

3.2 System Analyst - 1 Nos.

a) General qualifications
b) Adequacy for the project
c) Specific Experience in providing solution in related domain

Programmer- 2 Nos.
3.3
a) General qualifications
b) Years of Experience
c) Number of Project involved as programmer
3.4 Database Expert- 3 Nos.
a) General qualifications

b) Years of Experience
c) Number of Project involved as Database Expert
3.5 Deployment Expert(System/Network Expert) -2 No.
a) General qualifications
b) Years of Experience
c) Number of Project involved as Application Deployment (System/Network Expert)
3.6 Quality Assurance and Testing Expert-1 Nos.
a) General qualifications
b) Adequacy for the project
 4 Qualifications & Financial Capability of the firm 21.5
4.1 Financial Capability (Annual turnover in last three consecutive years) Form 6
4.3 Company Certification and Recognition Form 6
a) Institutional Recognition based on CMMI Level
b) ISO Certification

Total Marks 100

Note: The minimum technical score required to pass 70

Abbreviation Used
B.E. = Bachelors in Engineering CA=Computer Application CE=Computer
Engineering
CS= Computer Science IT=Information Technology IS=Information
System
EOI Forms & Formats

Form 1. Letter of Application

Form 2. Applicant’s information

Form 3.Experience (General, Specific and Geographical)

Form 4. Capacity

Form 5. Qualification of Key Experts

 1. Letter of Application

(Letterhead paper of the Applicant or partner responsible for a joint venture, including full
postal address, telephone no., fax and email address)

Date: ..........................

To,
Full Name of Client: __________________________
Full Address of Client: ________________________
Telephone No.: ______________________________
Fax No.: ____________________________________
Email Address: _______________________________

Sir/Madam,

1. Being duly authorized to represent and act on behalf of (hereinafter "the Applicant"), and
having reviewed and fully understood all the short-listing information provided, the
undersigned hereby apply to be short-listed by [Insert name of Client) as Consultant for
{Insert brief description of Work/Services}.

2. Attached to this letter are photocopies of original documents defining:

a) the Applicant's legal status;

b) the principal place of business;

3. [Insert name of Client] and its authorized representatives are hereby authorized to verify
the statements, documents, and information submitted in connection with this application.
This Letter of Application will also serve as authorization to any individual or
authorized representative of any institution referred to in the supporting information, to
provide such information deemed necessary and requested by yourselves to verify
statements and information provided in this application, or with regard to the resources,
experience, and competence of the Applicant.

4. [Insert name of Client) and its authorized representatives are authorized to contact
any of the signatories to this letter for any further information.1

5. All further communication concerning this Application should be addressed to the following
person,

[Person]

[Company]

[Address]

[Phone, Fax, Email]

6. We declare that, we have no conflict of interest in the proposed procurement proceedings

and we have not been punished for an offense relating to the concerned profession or

1
Applications by joint ventures should provide on a separate sheet, relevant information for each party to the
Application.
 business and our Company/firm has not been declared ineligible.

7. We further confirm that, if any of our experts is engaged to prepare the TOR for any ensuing
assignment resulting from our work product under this assignment, our firm, JV member or
sub-consultant, and the expert(s) will be disqualified from short-listing and participation in
the assignment.

8. The undersigned declares that the statements made and the information provided in the duly
completed application are complete, true and correct in every detail.

Signed :

Name :

For and on behalf of (name of Applicant or partner of a joint venture):

 2. Applicant’s Information Form
(In case of joint venture of two or more firms to be filled separately for each constituent
member)

1. Name of Firm/Company:

2. Type of Constitution (Partnership/ Pvt. Ltd/Public Ltd/ Public Sector/ NGO)

3. Date of Registration / Commencement of Business (Please specify):

4. Country of Registration:

5. Registered Office/Place of Business:

6. Telephone No; Fax No; E-Mail Address

7. Name of Authorized Contact Person / Designation/ Address/Telephone:

8. Name of Authorized Local Agent /Address/Telephone:

9. Consultant’s Organization:

10. Total number of staff:

11. Number of regular professional staff:

(Provide Company Profile with description of the background and organization of the
Consultant and, if applicable, for each joint venture partner for this assignment.)
 3. Experience

3(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.
3(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;

US$ or Euro)2:

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; US$ or
Euro):

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

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

Name of joint venture partner or Narrative description of Project:

sub-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 EOI assignment.

Firm’s Name:

2
Consultant should state value in the currency as mentioned in the contract
 4. 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

(Note: Supporting documents for Average Turnover should be submitted for the above.)
4(B). Infrastructure/equipment related to the proposed assignment3
No Infrastructure/equipment Requirements Description
Required

1.

2.

3.

4.

5.

3 Delete this table if infrastructure/equipment for the proposed assignment is not required.
 5. 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
Highest Work Experience Work
SN Name Position Nationality
Qualification (in year) Experience
(in year)
1

(Please insert more rows as necessary)

(CV of every member for the project should be provided with the proposal)
 Form 6: General Form
S.N Name of Year of Annual Turnover in Highest Project Company Specific
Organization establishment last three year assigned related to certification experience to
project in last similar and related
three years sector recognition assignment

1
1
 Form 7. Qualification and Experience of Expert

Academic Certification Year of No. Of project in Working Name of

S.N. Name Qualification experience in proposed organization project
(Related to the Proposed position during this
proposed position ) position project