Municipality Of La Trinidad, Benguet Tender

Description Invitation To Bid For The Procurement System For The Digitalization Of Civil Registrar Records 1. The Municipal Government Of La Trinidad, Through The General Fund 2024 Intends To Apply The Sum Of Three Million Pesos (php3,000,000.00) Being The Approved Budget For The Contract (abc) To Payments Under The Contract For Procurement Of System For The Digitalization Of Civil Registrar Records. Bids Received In Excess Of The Abc Shall Be Automatically Rejected At Bid Opening. 2. The Municipal Government Of La Trinidad, Benguet Now Invites Bids For The Project: Project Reference No.: 2024-10-5353-lcro Name Of Project: Procurement Of System For The Digitalization Of Civil Registrar Records Project Location: La Trinidad, Benguet Contract Duration: Within 90 Working Days From Receipt Of The Notice To Proceed Brief Description: Item Qty. Unit Description 1 1 Lot System For The Digitalization Of Civil Registrar Records Scope Of Work: 1. Digitization Of The Following Records: - Vital Certificates: Birth, Marriage, And Death Certificates. - Attachments As Necessary: - Affidavit To Use The Surname Of The Father - Joint Affidavit Of Two Disinterested Persons - Affidavit Of Illegitimacy - Sworn Statement - Affidavit Of Out Of Town - Baptismal Certificate - Marriage Certificate - Death Certificate - Psa Negative - Negative Omnibus Certificate - Philsys Referral Slip - Voter’s Certification - School Records - Newborn Records (yellow Card) - Certificate Of Indigency - Photocopy Of Valid Id - Police Clearance - Transmittal Slip (psa) 2. Data Management System Development: - Design And Implementation Of A Centralized Data Management System For Storing, Indexing, And Retrieving Digitized Records. - Integration Of Advanced Search Functionalities, Metadata Tagging, And Version Control Mechanisms For Efficient Data Retrieval. 3. Data Security And Compliance: - Implementation Of Robust Data Security Measures, Including Encryption, Access Controls, Audit Trails, And Regular Security Audits. - Compliance With Data Protection Regulations Such As Local Data Privacy Laws To Ensure Data Confidentiality And Integrity. 4. Workflow Optimization: - Streamlining Of Data Entry Processes, Validation Checks, And Automated Workflows To Minimize Errors And Enhance Operational Efficiency. - Development Of Customized Workflow Modules Tailored To Specific Departmental Needs For Seamless Data Processing. 5. Analytics And Reporting Capabilities: - Integration Of Analytics Tools And Dashboards To Enable Data Analysis, Visualization, And Generation Of Insightful Reports For Decision-makers. - Implementation Of Predictive Analytics Models To Identify Trends, Patterns, And Potential Areas For Improvement. 6. User Training And Support: - Conducting Training Sessions And Workshops For Municipal Staff On Using The Digital Platform, Data Entry Standards, And System Functionalities. - Provision Of Ongoing Technical Support, User Manuals, And Troubleshooting Assistance To Ensure Effective Utilization Of The Digitization System. 7. Disaster Recovery And Business Continuity: - Establishment Of Backup And Disaster Recovery Mechanisms To Protect Digitized Records From Data Loss Due To Hardware Failures, Cyber Threats, Or Natural Disasters. - Development Of A Comprehensive Business Continuity Plan To Ensure Uninterrupted Access To Critical Data During Emergency Situations. 8. Public Access And Citizen Engagement: - Creation Of Online Portals Or Mobile Applications For Public Access To Digitized Records, Enabling Citizens To Request Documents, Submit Applications, And Access Information Remotely. - Implementation Of Feedback Mechanisms And Citizen Engagement Platforms To Gather Input, Address Queries, And Enhance Transparency In Municipal Operations. Deliverables: 1. Digitized Records O Complete Digitization Of Birth, Marriage, And Death Certificates With Necessary Attachments. O Digital Conversion Of Other Relevant Municipal Records As Per Project Scope. 2. Customized System Software O Tailored Software Solution For Efficient Data Scanning, Cleansing, Storage, And Retrieval. O User-friendly Interface For Streamlined Data Management And Processing. 3. Analytics Tools And Dashboards O Integration Of Analytics Tools And Dashboards To Enable Data Analysis, Visualization, And Generation Of Insightful Reports For Quick-decision Making For Decision-makers. O Implementation Of Predictive Analytics Models To Identify Trends, Patterns, And Potential Areas For Improvement. *server Recommended Minimum Specifications: Processor (cpu): Intel Xeon E-2236 Or Amd Epyc Entry-level Processor At Least 6 Cores, 12 Threads, For Handling Multiple Simultaneous Processes. Memory (ram): 16gb Ddr4 Ecc Ram (upgradeable To 32gb If Possible) Storage: - Main Storage: 4tb Ssd (for Application And Database Performance) - Data Archive Storage: 8tb Hdd (for Cost-effective Data Storage) Network Interface: Dual Gigabit Ethernet (1gbe) Ports For Reliable Local Network Connections And Redundancy. Operating System: Windows Server Essentials Support Web Application *minimum Specification For Workstations (5 Units): 1. Processor (cpu) -minimum: Intel Core I5 (10th Generation Or Higher) Or Amd Ryzen 5 (3000 Series Or Higher) 2. Memory (ram) -minimum: 16gb Ddr4 3. Storage -minimum: 500gb Ssd (solid State Drive) 4. Monitor -size: 21” Full Hd (1920x1080 Resolution) 5. Graphics -type: Integrated Graphics (intel Uhd Graphics Or Amd Radeon Vega) Terms Of Reference:  The Proponent Or Service Supplier Shall Provide The Manpower Needed For The Digitalization Of 100,000 Civil Registry Records Or Up To 600,000 Documents.  The Proponent Shall Provide All The Necessary Hardware Such As But Not Limited To: Computers, Laptops, Scanners, And Other Ict Equipment Required For The Timely Implementation Of The Project.  The Proponent Shall Deliver A Complete And Working Civil Registry Management Information System Capable Of Embodying The Scope Of This Project Under Section Iv Of This Proposal. The System Should Be Ready, Existing, And Available During Post Qualification Of The Proponent Bidder.  Three(3) Years Service And Equipment Warranty. Bidders Should Have Completed, Within Five (5) Years From The Date Of Submission And Receipt Of Bids, A Contract Similar To The Project. The Description Of An Eligible Bidder Is Contained In The Bidding Documents, Particularly, In Section Ii (instructions To Bidders). 3. Bidding Will Be Conducted Through Open Competitive Bidding Procedures Using Non-discretionary “pass/fail” Criterion As Specified In The 2016 Revised Implementing Rules And Regulations (irr) Of Republic Act (ra) No. 9184. A. Bidding Is Open To All Interested Bidders, Whether Local Or Foreign, Subject To The Conditions For Eligibility Provided In The 2016 Revised Irr Of Ra No. 9184. 4. Prospective Bidders May Obtain Further Information From The Bids And Awards Committee Of The Municipal Government Of La Trinidad, Benguet And Inspect The Bidding Documents At The Municipal General Services Office-extension, 1st Floor Brgy. Pico Barangay Hall, Km. 5 Pico, La Trinidad, Benguet From 8:00am To 5:00pm, Mondays To Fridays. 5. A Complete Set Of Bidding Documents May Be Acquired By Interested Bidders On November 6 – 27, 2024 At Municipal General Services Office-extension, 1st Floor Brgy. Pico Barangay Hall, Km. 5 Pico, La Trinidad, Benguet And Upon Payment Of A Non-refundable Fee For The Bidding Documents In The Amount Of Five Thousand Pesos (php5,000.00). 6. The Municipal Government Of La Trinidad, Benguet Will Hold A Pre-bid Conference On November 13, 2024 At 10:00am At The 2nd Floor Municipal Disaster Risk Reduction Office, Km. 5 Pico, La Trinidad, Benguet Which Shall Be Open To Prospective Bidders. 7. Bids Must Be Duly Received By The Bac Secretariat Through Manual Submission At The Municipal General Services Office-extension, 1st Floor Brgy. Pico Barangay Hall, Km. 5 Pico, La Trinidad, Benguet On Or Before November 27, 2024 At 9:00am. Late Bids Shall Not Be Accepted. 8. All Bids Must Be Accompanied By A Bid Security In Any Of The Acceptable Forms And In The Amount Stated In Itb Clause 15. 9. Bid Opening Shall Be On November 27, 2024 At 10:00am At The 2nd Floor Municipal Disaster Risk Reduction Office, Km. 5 Pico, La Trinidad, Benguet. Bids Will Be Opened In The Presence Of The Bidders’ Representatives Who Choose To Attend The Activity. 10. The Municipal Government Of La Trinidad, Benguet Reserves The Right To Reject Any And All Bids, Annul The Bidding Process, Declare A Failure Of Bidding, Or Not Award The Contract At Any Time Prior To Contract Award In Accordance With Sections 35.6 And 41 Of The 2016 Revised Implementing Rules And Regulations (irr) Of Ra No. 9184, Without Thereby Incurring Any Liability To The Affected Bidder Or Bidders. 11. For Further Information, Please Refer To: Corazon A. Uyaan Head Bac Secretariat Bids And Awards Committee Office Municipal General Services Office-extension 1st Floor Brgy. Pico Barangay Hall, Km. 5 Pico, La Trinidad, Benguet Contact Nos.: 0969 – 334 – 9233/ (074) 619-2103 E-mail Address: Bac01latrinidad@yahoo.com Approved: (sgd.) Yoshio P. Labi Bac Chairperson Noted: (sgd.) Romeo K. Salda Head Of The Procuring Entity