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Republic of the Philippines DEPARTMENT OF TRANSPORTATION AND COMMUNICATIONS

PRE-QUALIFICATION, BIDS AND AWARDS COMMITTEE

General Bid Bulletin No. 02-2015

Subject: ROAD TRANSPORT IT INFRASTRUCTURE PROJECT- PHASE II

TO ALL PROSPECTIVE BIDDERS:

Please find attached as Annex "A" the Presentation del ivered during the Pre-qualification Conference held last 24 August 20 15.

Issued this 2i11 day of August 2015.

-~ ATTY. RPETUO M. LOTILLA Chairma , Q alifi cation, Bids and Awards Committee and Undersecretary for Legal Affairs

n

THE COLUMBIA TOWER - 2 :J OZ. BRGY. WACK-WACK, ORTIGAS AVENUE 1555 MANDALUYONG CITY, PHILIPPINES

TELEFAX: (63 2) 72 3-49- 25 TRUNKLINE (632) 727-79-60 TO 79

DOTC ACTION CENTER HOTLINE: 7890

Road Transport IT Infrastructure Project Phase II

Pre Qualification Conference August 24, 2015

Project Background

Project Objectives

Proposed PPP Structure

Bidding Process & Pre Qualification Criteria

Agenda

2

Land Transportation Franchising and Regulatory Board (LTFRB)

- Frontline agency of the Department of Transportation and Communications

(DOTC) entrusted with the powers of issuing Certificates of Public

Convenience (Franchises) for public land transport services in the Philippines.

1

2

3

4

Obtaining CPC is a mandatory requirement for operating any public land

transportation services within the Philippines except for some government agencies such as the Philippine National Railways (PNR)

Spread across 16 Regional Offices along with a Central Office at Quezon

City in Metro Manila

Central Office has issued Citizen’s Charter covering all transactions /

processes required between the Operator and LTFRB

Regional Offices have developed their own Citizen’s Charters, which need

to be synced with the Central Office

About LTFRB

3

Certificate of Public Convenience (CPC)

Around 1,000,000 transactions in the year 2014

Functions of LTFRB

4

CPC + 8 transactions

• Amendment in CPC

• Extension of validity

• Changes – name, grants

• Sale & Transfers

etc.

11 transactions

• Advertisements on units

• Dropping & Substitution

• Special Permit

• Upgrade/ Downgrade

Units

• Correction typo in

decisions

etc.

7 transactions

• Annual Confirmations

• Sticker

• Inspections

• Special Trips

• Franchisee Verification

• Clearance of Accounts

• Certified true copies

12% 11% 77%

With Hearing (Complex) Without Hearing (Complex) Simple Transactions

As an example, to obtain a valid CPC, the Operator is required to

undergo a number of activities & sub-processes.

Manual Processes within the LTFRB

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1.1.1

Pre-Evaluation of

Application

1.1.2

Assessment of

Filing Fees

1.1.3

Payment of Filing

fees

1.1.4

Official Receipt of

Application

Start

End

1.1.5

Pre Docketing

1.1.10

Preparation of

Draft Decision

1.1.9

Conduct of

Regular Hearing

1.1.8

Publication of

NOH in the newspaper

1.1.7

Receipt of NOH

1.1.11

Signing of

Decision

1.1.12

Docketing

1.1.13

Recording of

Signed Decisions

1.1.14

Release of

Decisions

1.1.6

Preparation of

NOH

Issuance of New CPC

The IT Infrastructure consists of following applications

• Franchise Processing System(FPS) – Franchise Verification

• Franchisee Information System (FIS) – Fees Receipt and Payment

Analysis of Present Infrastructure

6

Project Background

Project Objectives



Agenda

7

The LTFRB Road Transport IT Infrastructure Project Phase II aims to

deliver a transparent and efficient franchising system through

streamlining of LTFRB’s current processes and automation and is

expected to do the following-

Data verification,

migration, and

conversion of

existing records

1

2

3

4 Enhance data

collection,

processing,

and integration

Improve

access to

public

information

and

channels

Promote

transparency

and ease of

use

Aim of the Project

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- Online application submission, payments, and documents upload

- Reduction in physical appearance

Updated To-Be Process

9

1.1.1

Pre-Evaluation of

Application

1.1.2

Assessment of

Filing Fees

1.1.3

Payment of Filing

fees

1.1.4

Official Receipt of

Application

Start

End

1.1.5

Pre Docketing

1.1.10

Preparation of

Draft Decision

1.1.9

Conduct of

Regular Hearing

1.1.8

Publication of

NOH in the newspaper

1.1.7

Receipt of NOH

1.1.11

Signing of

Decision

1.1.12

Docketing

1.1.13

Recording of

Signed Decisions

1.1.14

Release of

Decisions

1.1.6

Preparation of

NOH

Issuance of New CPC

The IT Infrastructure consists of a centralized web based application with

following architecture

Proposed IT Infrastructure

10

The IT Infrastructure consists of a centralized web based application with

following applications:

Key

Applications

Workflow Management System

Document Management System

Revenue Management System

Basic Business Intelligence System

Online Payment System

Application Submission System

User Registration System

Proposed Key Applications

11

Project Background

Project Objectives



Agenda

12

Type of Agreement Build-Transfer-Operate (BTO)

Implementing

Agency

DOTC/LTFRB

Terms of payment

• Monthly Availability Based Payments (ABP)

• During Operations Period of 10 years, begin after the

application development and installation period

Concession Period • 11.5 years, including 1.5 years for the application

development and installation period.

Transfer of Assets to

the Implementing

Agency

Post installation period, the Concessionaire will

• Transfer legal ownership of all IT Hardware

Infrastructure, IT Software, Application Database after the

installation period

• Transfer physical ownership of a part of IT hardware

infrastructure after the concession period

Proposed Project Structure

13

Responsibility of the Concessionaire

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1. Design, development and installation of a robust, secured and re-

engineered automated business process work for LTFRB’s core

processes specified in its Citizen’s Charter;

2. Development of an on-line database of franchise information;

3. Data verification, data migration and conversion of existing records

into an online database with scanned copies of all relevant records;

4. Procurement, installation, operations and management of the

following:

IT hardware equipment including requisite replacements and

IT software and IT network development and enablement

(including firewall and security);

Responsibilities of the Concessionaire

15

contd…

5. Ensuring availability and security of entire IT infrastructure and all

other related activities related to core processes of LTFRB

6. Training and knowledge transfer to LTFRB with regard to the

system architecture and applications;

7. Refresh of IT infrastructure at the sixth (6) year of operations;

8. Ensuring that system design includes:

adequate redundancy and

adequate Business Continuity Planning and Disaster

Recovery Planning

9. One half of the cost of Project Management/ Independent

Consultant (PMC/ IC).

Responsibilities of the Grantor

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1. One half of the cost of Project Management/ Independent

Consultant (PMC/ IC).

2. Tie-up with Bank to provide on-line payment facility to the operators

3. Identify rules for data validation and confirm that entire volume of

existing data has been migrated accurately

4. Provide office space to the 17 professionals for 1 year (within the

premises of LTFRB offices at each of the 17 locations)

5. Retain the right to charge User Fees from the Operators/

Franchises directly

Land Transport

Franchising and Regulatory Board

(LTFRB)

Concessionaire

Develop IT

Infrastructure for

the LTFRB based

on contract terms

Operators

Provide furnished

space for

development of

kiosks

Bureau of Treasury

and Revenue/ Project Bank

Account

Transfer revenue

and user charges

collected

Payment of ABPs based on pre-

specified Key Performance

Indicators (KPIs)

Operate, Maintain IT

infrastructure for

the LTFRB for a

period of 10 years

Financing

Institutions Provides project finance to

the Concessionaire

Hand over IT

infrastructure to

the LTFRB after the

period has elapsed

Transfer legal

ownership of IT

Infrastructure to

LTFRB

Proposed Transaction Structure

17

Project Background

Project Objectives



Agenda

18

Instructions to Bidders (ITB) including Draft Concession Agreements and Minimum Performance Standards and Specifications to be shared with Pre-Qualified Bidders

Evaluation of Pre-Qualification applications and announcement of Pre-Qualified Bidders for the 2nd stage

Issuance of Instructions to Prospective Bidders (ITPB) for Pre-Qualification of Prospective Bidders

Two- stage public bidding process in accordance with Philippine RA No. 7718 (“ BOT Law”) and its Revised IRR (2012) (“Revised IRR”)

Bidding Process

19

Notice of Award to be issued to the Winning Bidder

Announcement of Winning Bidder as per the provisions of the ITB documents

Financial Proposal Evaluation of Prospective Bidders whose Technical Proposal has passed the evaluation criteria

Evaluation of Technical Proposals

Submission of Bid Proposals, including technical and financial proposals, by the Pre-Qualified Bidders

Bidding Process

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• The Prospective Bidder must be either:

a partnership or corporation registered with the Philippine

Securities and Exchange Commission (SEC) or appropriate

government agency in the foreign country in case of foreign entity

a Consortium whose members must be partnerships or

corporations registered with the SEC or the appropriate

government agency in the foreign country in case of a foreign

entity

• If an Affiliate of a Prospective Bidder or Consortium Member is

proposed to meet either the Technical Qualification Requirements or

Financial Capability Requirements, such proposed entity must

remain an Affiliate of such Prospective Bidder or Consortium

Member during the lock-up period

Qualification Criteria – Legal Requirements

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• The Prospective Bidder should be in the Information

Technology/ IT consulting / IT Integration/ IT Solutions/ Managed

Services business for at least five (5) years as of 31

December 2014

• The Prospective Bidder or a related entity, as described below,

should be a CMM level 3 (or higher) or a CMMi level 3 (or

higher) organization.

The related entity that fulfils this requirement may be:

Qualification Criteria – Technical Requirements

22

If the Prospective Bidder is a

partnership or corporation

i. The Prospective Bidder itself; or

ii. An Affiliate of the Prospective Bidder

(but not a Contractor)


Consortium

i. The Lead Member; or

ii. An Affiliate of the Lead Member


23

System Integration Experience:

The Prospective Bidder must demonstrate that it has experience with

System Integration projects in the past.

It should provide at least two client references for

implementation of integrated projects

The projects should have

the following aspects

• Software development

• System maintenance and technical helpdesk

support

The two SI projects listed

should have all the following

components

• Database Setup

• Web based Application Software

• Workflow Management System

• Document Management System

• Web portal

• Electronic Forms


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System Integration Experience:

The Prospective Bidder or a related entity should have

successfully completed the software development for

each of these two projects

Provided technical and helpdesk support for at least five

years for both these projects

The completion date of software system development

should be within the last ten (10) years from the

Qualification Documents Submission Date.

The minimum revenue receipt for each of these two projects

should be at least PhP 150 Million each project

Hardware Products Installation Experience:

The Prospective Bidder should have completed at least two (2)

projects where the Prospective Bidder has delivered and

operationalized hardware products covering servers and

networking equipment

The revenue received on account of installation of servers and

networking equipment from each of these two projects should

be at least PhP 50 Million

The revenue received amount should not include revenue from

desktops, or other similar client-site equipment provided in the

project.

The date of completion of each of these projects should be within

the last seven (7) years from the Qualification Documents

Submission Date.


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The Prospective Bidder has to submit at least one (1) and a

maximum of two (2) CVs of personnel in each of the following

categories:

1. Program Manager

2. System Architect

3. Database Administrator

4. Network Administrator

5. System Analyst

It is clarified that one person’s CV cannot be submitted for two different

positions.

Qualification Criteria - Key Personnel

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• The Prospective Bidder or a related entity, as described below, must

have a Net Worth at least PhP 150 Million

The related entity that fulfils this requirement may be:

Qualification Criteria – Financial Requirements

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partnership or corporation

• The Prospective Bidder itself; or

• An Affiliate of the Prospective Bidder


Consortium

• A single Consortium Member with at least

twenty percent (20%) interest in the

Consortium; or

• An Affiliate of a Consortium Member with at least

twenty percent (20%) interest in the Consortium

Event Timeline*

Qualification Documents Submission Date Friday, October 2, 2015

Notification of the results of evaluation of the

Qualification Documents

Thursday, October 22, 2015 (or

earlier)

Issuance of Instructions to Bidders and Draft

Concession Agreement

TBD

Issuance of Final Bidding Documents January 2016

Bid Proposals Submission Date and Opening

of Technical Proposals

February 2016

Issuance of Notice of Award March 2016

*Timelines are tentative and subject to change

Bidding Process – Indicative Timeline

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Question & Answer

Session