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DATA RESCUE AND DIGITIZATION NETWORK SYSTEMS PROJECT
Expression of Interest
For short-listing agencies for implementation of
Data Rescue & Digitization Network System
Solution at the Department of Meteorology
Date: 06/05/2013
THE MINISTRY FOR WORKS, TRANSPORT & PUBLIC UTILITIESTHE MINISTRY FOR WORKS, TRANSPORT & PUBLIC UTILITIESTHE MINISTRY FOR WORKS, TRANSPORT & PUBLIC UTILITIESTHE MINISTRY FOR WORKS, TRANSPORT & PUBLIC UTILITIES ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Level 4 Fiji Meteorological Service
Nasilivata House Korowai Road, Namaka
87 Ratu Mara Road, Samabula Private Mail Bag, Nadi Airport
Private Mail Bag, Samabula Telephone: 6724888
Telephone: 3384111; Facsmile: 3383198 Facsimile: 6720430
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NOTICE FOR EXPRESSION OF INTEREST
1. The Data Rescue and Digitization Network System project is the mission mode project of the
of the government, facilitated by the department of ITC.
2. This Expression of Interest document is being issued on behalf of Ministry of Works,
Transport & Public Utilities by Climate Services Division at the Department of Meteorology
as the first step of a process for selection of eligible IT solution firms for implementation and
maintenance of the Data Rescue and Digitization solution under the Fiji Government Capital
Project.
3. The Data Rescue and Digitization solution sought under this Expression of Interest would
primarily function as a specialized solution which would interface with the Fiji Met
Customized Core Application Software, to the databases and associated databases hosted at
the Fiji Meteorological Centre.
4. The sole objective of this document is to solicit Expression of Interest (EOI) from eligible
firms to be short-listed for consideration before the Tender Advertisement.
5. Interested Parties may carry out their own study/ analysis/ investigation as required before
submitting the EOI at their own cost.
6. This document does not constitute an offer or invitation, or solicitation of an offer, nor does
this document or anything contained herein, shall form a basis of any contract or
commitment whatsoever.
7. Some of the activities indicated to be carried out by Fiji Meteorological Service subsequent to
the receipt of the responses are indicative only. Fiji Meteorological Service is carrying out
this EOI for the best interests of the project and Department.
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Table of Contents
1.0 Purpose of the Expression of Interest ............................................................................................................... 5
2.0 Background of the Data Rescue and Digitization Project ................................................................................... 6
2.1 The present Data Rescue and Digitizing System ............................................................................................ 6
2.2 FMS Setup ................................................................................................................................................ 6
3.0 Specialized Solutions and Infrastructure as part of Data Rescue project. .......................................................... 7
4.0 Outline of Scope of Work, Functional Requirements and Implementation strategy ....................................... 7
4.1 Indicative scope of work ............................................................................................................................... 7
4.2 Indicative implementation strategy and requirements ........................................................................ 8
5.0 Instructions to bidders ..................................................................................................................................... 8
5.1. Submission of EOI: ....................................................................................................................................... 8
5.2. Pre-qualification Criteria (Mandatory Supporting Documents) ................................................................. 9
6.0 Appendices ................................................................................................................................................... 11
6.1 Appendix I: Covering letter from the Agency .............................................................................................. 11
7.0 Appendix III-Formats for Responses ............................................................................................................... 14
7.1 Form I- Details of the Organization ............................................................................................................. 14
8.0 Appendix IV .................................................................................................................................................... 15
8.1 Form II- Information on costing from Supply, Installation, Testing & Maintenance of Data Rescue and
Digitization Equipments ................................................................................................................................... 15
9.0 Appendix V - Contact Coordinates .................................................................................................................. 16
9.1 Form III- Information on Prior Experience in supply, installation, testing and maintenance of Data Rescue
and Digitization IT solution with multiple unique instances of deployment (one form for each project reference
duly certified by authorized signatory). ............................................................................................................ 16
10.0 Appendix VI .................................................................................................................................................. 17
10.1 Form IV-Scope of Engagement .................................................................................................................. 17
11.0 Appendix VII ................................................................................................................................................. 18
11.1 Form V-Information on Government Project Experience (one form for each project) ............................... 18
12.0 Appendix VIII ................................................................................................................................................ 19
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12.1 Picture of Climate Data in the Climate Services Division Archive Room ..................................................... 19
12.2 Picture of Climate Data in the Climate Services Division Archive Room ................................................. 20
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1.0 Purpose of the Expression of Interest The Fiji Meteorological Service, Ministry of Works Transport and Public Utilities, invites Expression of
Interest from IT solution firms/Vendors for consideration before the Tender Advertisement of our local
and international IT solution agencies for:
a) Implementation and maintenance of the Data Rescue and Digitization solution under the Fiji
Government Capital Project.
b) Provision of specifications and costing of 6 desktop computers, 1 X 55” Computer screen,
network cabling infrastructure, 3 A0 size scanner (feeder or flatbed whichever is necessary to
scan fragile documents up to 5000 plus 100,000 or more normal paper records from A0 to E5
sizes -1882 to Date and Upcoming data), Filing Server and Data Management Software.
c) Establishment of data rescue and digitization network system in which vendors are required to
design a network diagram of the data flow from scanning, archiving in the proposed data
management system and to the server or proper storage system. Hardware and software from
the network diagram should be well labeled.
d) Provision of annual technical support and maintenance of the data rescue and digitization
network system including software, IT infrastructure and other associated hardware and
networking solutions licensing should be clearly spelled out.
e) The implementation agency would be selected through the selection process by the Fiji
Procurement Office, Ministry of Finance, under guidance from Department of Meteorology,
Ministry Transport, Works & Public Utilities and ITC.
f) The Data Rescue and Digitization Equipments hardware and software will be implemented at the
Department of Meteorology headquarters based in Nadi and Suva.
g) The evaluation committee in association with ITC reserves the right to determine the list of
vendors after evaluation of EOIs for further participation in the Tender process. After evaluation
of tender, qualified vendors would be selected as the national level service provider for
implementation and maintenance of data rescue and digitization network system project for Fiji
Meteorological Service.
h) The sole objective of this document is to solicit Expression of Interest (EOI) from eligible firms to be
short-listed for consideration before the Tender Advertisement.
i) Interested Parties may carry out their own study/ analysis/ investigation as required before
submitting the EOI at their own cost.
j) This document does not constitute an offer or invitation, or solicitation of an offer, nor does this
document or anything contained herein, shall form a basis of any contract or commitment
whatsoever.
k) Some of the activities indicated to be carried out by Fiji Meteorological Service subsequent to the
receipt of the responses are indicative only. Fiji Meteorological Service is carrying out this EOI for
the best interests of the project and the Fiji Government.
Details of the EOI can be downloaded from the Department of Meteorology website link given below for
respective agencies to respond to:
www.met.gov.fj/FMS Capital Project/Expression of Interest/.
Expressions of interest in sealed envelopes should be addressed to:
The Director
Fiji Procurement Office
6
Ministry of Finance
Level 4
Ro Lalabalavu House
Suva.
Phone: (679) 3307011
Fax: (679) 3313135
This expression of interest closes on Wednesday 28th May 2013 at 2.00pm. (14.00hrs Fiji time)
2.0 Background of the Data Rescue and Digitization Project
2.1 The present Data Rescue and Digitizing System
Since the opening of the new climate archive room in Nadi in 1996 data were kept in a small
room and two archiving containers. The hard copies of the data has never been preserved in
an electronic form and backed up in data storage to safeguard the data from detoriating.
2.2 FMS Setup
History: The Fiji National Archive Centre was responsible in digitizing hard copies for the last
70 years with the use of micro fish equipment. This system has never been used. There were
other means of digitizing system used by Fiji Meteorological Service. Used of Clicom & Clide
data entry system or climate database to replace the old digitizing system. In the Past, Fiji
Meteorological Service kept on relying on other sources in the digitizing process and need to
initiate other means of digitizing system of its own to be able to secure ages of hard copy data
which has been detoriating.
2.3 Fiji Met Service Initial Hard Copies Data:
Current Status: Since the last five years many of the data from the 1900s have been
detoriating and with the present archiving room condition it may detoriate faster in years to
come.
The current archive room has the following type of data:
1. Daily Data
2. Synoptic Data
3. Hourly Data
These data are coded in different size forms from AO to E5 forms. Excluding the current and
upcoming data there are about 60,000 to 100,000 past year forms and maps that needs to be
digitized. This is ongoing project for Fiji Meteorological Service to safeguard data is part our
business continuity plan in times of disasters.
Example of fragile data :( See Appendix VI attached)
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3.0 Specialized Solutions and Infrastructure as part of Data Rescue project.
Specialized solutions and infrastructure are a subset and an integral part of the overall
evolution of the Data Rescue Project implementation at the Fiji Meteorological Service.
Whereas the Core software such as Data Management Application Software will provide an
integrated solution to connect the system at the main center in Nadi Meteorological Office
and can also accessible to our various Meteorological Centers in Fiji for research and
development purpose.
4.0 Outline of Scope of Work, Functional Requirements and Implementation
strategy
4.1 Indicative scope of work
The Data rescue and Digitization project under the department of Meteorology project
would be implemented by the solution provider selected through this bid process for
implementation of the following scope of work.
1) Comprehensive assessment of user requirements for design, development and
maintenance of the Data rescue and digitization solution for FMS project. The system
study for requirements finalization would also inter alia include assessment of business
and technical architecture requirements, performance requirements, networking, data
quality and compatibility requirements with respect to computer applications and
hardware provided.
2) Planning and establishment of the “Implementation model” for deployment of Data
rescue and digitization solution for FMS. The implementation model would inter alia
include identification of project locations, interfacing requirements with other
information sources/ databases, network management, resource personnel, process
change, governance and administrative requirements, Information security, Information
dissemination model, risk management and training and change management. The
“Implementation model” is pre-requisite for the rollout of Data rescue and digitization
solution and should have been established before operating the whole system set up.
3) Development, testing, initial rollout and certification of Data rescue and digitization
solution for implementation in identified locations.
4) Customization and configuration of Data rescue and digitization solution for final rollout
after user acceptance and certification. Implementation of a change management
program including capacity building and training activities and handholding for a period
of six months.
5) Operations and maintenance services for a period of three years from the date of
installation. This period of services would also include warranty and annual technical
support services including helpdesk services, training and implementation of change
management initiatives.
6) This documentation is also in line with the government ITC policy.
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7) Brief Functional Requirements for Data rescue and digitization network system solution
8) The Data rescue and digitization network system project would function as the key
application for timely retrieval of actual climate and weather electronic forms to assist:
• Research and Development for our scientific officers.
• Timely comparison with the keyed data.
• Business continuity after disaster strikes( data can be easily retrieved)
• For internal and authorized external customers easy access
4.2 Indicative implementation strategy and requirements
The authorized access of the electronic data shall not be more than 10 users. Preferably 6
users in the initial stages. Further the actual number of users, costs of the application and the
access criteria shall be clearly specified in the EOI and subsequently during the bid for
tender process.
5.0 Instructions to bidders
5.1. Submission of EOI:
Eligible agencies should read this document in detail and assess their capabilities for
provision of Data rescue and digitization network system solution.
1. Before submission of.
2. This document is only an Expression of Interest for short-listing of agencies to whom an
EOI would be issued for subsequent evaluation of technical qualification and price
discovery for identification of most substantially qualified bidder for selection of a
solution provider for supply, implementation and maintenance of Data Rescue and
Digitization Network system solution.
3. The short-listed vendors would submit Technical and Commercial proposals in response
to the EOI. The selection process will be a two stage process comprising of,(1) Short-
listing of vendors based on Pre-qualification and technical criteria for issue of Tender ,
(2) Technical qualification and Commercial bid.
4. The solution provider would be selected based on a Quality cum Cost based Selection
process of procurement.
5. Interested vendors may download the Notice to EOI document from the website
http://www.met.gov.fj . Failure to do so will result in rejection of the proposal.
6. A site visit meeting may be held if required before the submission date of the EOI as per
the timelines provided below at the vendors own cost.
7. Interested agencies may submit their Expression of Interest (EOI) by providing all the
necessary documents in English as specified in the Response Formats for each of the
qualifying criteria as proof of having the minimum requirements.
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8. The Expression of Interest document should be submitted in a sealed cover along with an
application duly signed by an authorized signatory/stamped and must reach the
following address by 2pm, May 20th 2013. Any submission beyond the stipulated time
will be summarily rejected.
The Director
Fiji Procurement Office
Ministry of Finance
Level 4
Ro Lalabalavu House
Suva.
Phone: (679) 3307011
Fax: (679) 3313135
9. FMS reserves the right to withdraw this EOI if it is determined that such action is in the
best interest of Government of Fiji. Short-listed companies would only be issued formal
tender enquiry/Request for Proposal inviting their technical and commercial bids at a
later date.
10. FPO reserves the right to withdraw this EOI if it is determined that such action is in the
best interest of Government of Fiji. Short-listed companies would only be issued formal
tender enquiry inviting their technical and commercial bids at a later date. FPO reserves
the right to determine the shortlist of agency based on the responses to this EOI. FPO
undertakes that all the information shared by the bidders will be held in strict confidence
and will not be made public unless directed by court of law.
11. Respondents are requested to submit their responses in the format given below.
• Covering Letter as per the format provided in Appendix I
• Requested information in the suggested formats along with the mandatory supporting
documents for each of the criteria as provided in Appendix II & III
12. Any queries related to this notice on Expression of Interest should be e-mailed to
Director of Meteorology [email protected] within one week of the date of
publication of EOI. [EOI query]-
13. Vendors are only given 14 days to respond to the EOI.
14. All documentation needs to be binded, no loose copies, should have page numbers on
them and have table of content for easy reference
5.2. Pre-qualification Criteria (Mandatory Supporting Documents)
Participation is invited from agencies who meet all of the following criteria.
1. Provide copy of business registration certificate;
2. Provide Evidence of financial capabilities (bank statements/bank letter);
3. Provide Tax Identification Number (TIN) and Tax Compliance certificate
4. Provide Copy of Vat registration certificate;
5. Provide Past performance/Experience in doing similar work;
6. Provide References;
7. Provide Company Profile;
8. Provide OHS Compliance certificate (for works);
9. Provide Qualifications (for services or works);
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10. Provide Suppliers capacity and capability to meet the agencies specified requirement;
11. Provide Product compatibility and availability;
12. No pending legal action against the company; and
13. Not insolvent or under bankruptcy proceedings.
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6.0 Appendices
6.1 Appendix I: Covering letter from the Agency
Company Letterhead
[Date]
The Director
Fiji Procurement Office
Suva
Re: Notice for Expression of Interest to supply, install, test and maintain Data Rescue and
Digitization Network system solution.
Dear Sir,
This is to notify you that our company intends to submit a proposal in response to the EOI
for supply, installation, testing and maintenance of a Data rescue and Digitization
Equipments & Network system solution
We confirm that the information contained in this response or any part thereof, including its
exhibits, and other documents and instruments delivered or to be delivered to the
Department Meteorology is true, accurate, verifiable and complete. This response includes
all information necessary to ensure that the statements therein do not in whole or in part
mislead the department in its short-listing process.
We fully understand and agree to comply that on verification, if any of the information
provided here is found to be misleading the short listing process or unduly favors our
company in the short listing process, we are liable to be dismissed from the selection
process or termination of the contract during the project, if selected to do so, for
undertaking the supply, installation, testing and maintenance of Data rescue and
Digitization Network system solution.
Should we be shortlisted after the evaluation of this response, we agree to have security
vetting done by registration of company’s office. We understand that we are liable to be
dismissed from the selection process if any association is revealed that may give rise to
conflict of interests.
Should we be selected to execute this project, we agree to engage with this project for a
minimum of three years. We agree to abide by the conditions set forth in this EOI.
It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/
firm/organization and empowered to sign this document as well as such other documents,
which may be required in this connection
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Dated this, ___________ Day of________________2013.
(Signature)
(In the capacity of)
Duly authorized to sign the EOI Response for and on behalf
Sincerely,
[AGENCY’S NAME]: _______________________.
Name: _______________________.
Title: _______________________.
Signature: _______________________.
Date: ________________________.
CERTIFICATE(Name and AddressAS TO ofAUTHORISEDCompany) SIGNATORIES Seal/Stamp of the Agency
I, ……………………………………………, certify that I am ……………………………of
…………………………………………………,and that……………………………who signed the above respond is
authorized to bind the corporation by authority of its governing body
Seal Here:………………………………..
Date:………………………………………..
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6.2 Appendix II: INDEX OF FORMATS & SUPPORTING DOCUMENTS
The responder would be required to provide all relevant forms listed below. All participating
firms would be required to furnish their Certificates of Incorporation issued by the Registrar of
Companies.
Criteria refers to Paragraph Requested Information
5.2 Form I: Details of the Organization Plus
Mandatory Supporting Documents
1. Certificate of Incorporation from Registrar Of Companies
(ROC)
2. Relevant sections of Memorandum of Association of the
company or filings to the stock exchanges to indicate the
nature of business of the company
5.2 Form II: Information on costing from supply, installation,
testing and maintenance of a Data rescue and Digitization
networking system
5.2 Form III: Project Information - Prior Experience in supply,
installation, testing and maintenance of Data rescue and
Digitization networking system
5.2 Form IV : Project Information (Government Experience or other
projects)
Note: Mandatory Supporting Documents for Form –III &V
1. Citations for each project undertaken should have the following
details:
a) Client name
b) Contact name currently using proposed equipment
c) Number of users using the solution
d) Technologies used
e) Help desk, Service personnel & certification, operations and maintenance mechanism
locally.
f) Warranty detail,
g) Cost of the project and
h) Implementation period.
It is mandatory to provide all the information requested and failure to do so would be treated as
non - compliance. Government Tender Board undertakes that the information would be kept
confidential until and unless mandated by the Court of Law.
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7.0 Appendix III-Formats for Responses
7.1 Form I- Details of the Organization
Name
Nature of the legal status
Nature of business
Date of Incorporation
Date of Commencement of Business
Address of the Headquarters
Address of the Registered Office
Other relevant Information:
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8.0 Appendix IV
8.1 Form II- Information on costing from Supply, Installation, Testing &
Maintenance of Data Rescue and Digitization Equipments
Example Y-2008-
2009
Y-2009-2010 Y-2010-2011
Total costing for
implementation of Data
Rescue & Digitization
Solutions with similar
scope for enterprise wide
Business solutions
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9.0 Appendix V - Contact Coordinates
9.1 Form III- Information on Prior Experience in supply, installation, testing
and maintenance of Data Rescue and Digitization IT solution with multiple
unique instances of deployment (one form for each project reference duly
certified by authorized signatory).
Client Information
1. Name of the client
2. Details of the Client’s contact person
for reference.(Please include name,
designation, postal address, contact
phone, fax number and e-mail id)
3. Any relevant details about the
client organization
Project Details
4. Nature of the Project
5. Total Contract Value of the project
6. Please provide a description of the
project including the goals of the
project, scope of the project, uniqueness
of the project, complexity of the project,
significant achievements and any other
detail considered significant.
7. Geographical Locations of Implementation
8. Present status of the project
9. Number of Locations/Units at which the project
is implemented
10. Date of commencement of the project
11. Date of successful completion of the project.
(If the project is not completed, please provide dates of
key milestones already achieved and target dates for
upcoming key milestones up to and including the
expected date of completion.)
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10.0 Appendix VI
10.1 Form IV-Scope of Engagement
1. Duration of maintenance support:
Details of the Solution
2. Number of Instances of deployment
of the solution:
3. Technical Details of the solution:
4. Other Relevant Information
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11.0 Appendix VII
11.1 Form V-Information on Government Project Experience (one form for each
project)
Client Information
1. Name of client (Government
Department etc.)
2. Country of Client/solution deployment
3. Details of the Client’s contact person
for reference.(Please include name,
designation, postal, address, contact
phone, fax number, e-mail id)
Project Details
4. Nature of the Project including the
government domain and nature of
engagement
5. Total Contract Value of the project
6. Please provide a description of the
project including the goals of the project,
scope of the project, and any other detail
considered significant.
7. Present status of the project
8. Date of commencement of the project
9. Date of successful completion of the
project.
10. If the project is not completed, please
provide dates of key milestones already
achieved and target dates for Upcoming
key milestones up to and including the
expected date of completion
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12.0 Appendix VIII
12.1 Picture of Climate Data in the Climate Services Division Archive Room
Fiji Met Archive Room and picture of damaged climate form for Suva
Picture of hourly observation for Suva in 1940s and boxes of old climate records
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12.2 Picture of Climate Data in the Climate Services Division Archive Room
Picture of Fiji Met Weather Map in the early 60s to 80s
Picture of old climate record stacked in the archive boxes and on the right shows sample old climate records detoriating.
