Specific Procurement Notice – Request for Bids without Prequalification/ Invitation for Bids for procurement of Information Systems (Design, Supply and Installation), ref Nr. MD-PSA-461273-GO-RFB

1. The Republic of Moldova has received financing from the World Bank toward the cost of the Land Registration and Property Valuation Project and intends to apply part of the proceeds toward payments under the contracts for:

Lot 1. Graphical Cadastral Database Modernization
Lot 2. Electronic Documents Management System

2. The Public Institution Real Estate Cadastre now invites sealed Bids from eligible Bidders for:

Lot 1. Graphical Cadastral Database Modernization

The main objective of the contract is modernization of the graphical database of the cadastre, managed by the Public Institution Real Estate Cadastre (PI Real Estate Cadastre) within the Agency for Geodesy, Cartography and Cadastre of the Republic of Moldova.
By the graphic database modernization, the PI Real Estate Cadastre aims to:

• Ensure compatibility of cadastral graphical data with INSPIRE recommendations, as well as compliance with the regulatory framework of the Republic of Moldova.
• Adapt the QGIS application for the processing of graphical information.
• Migrate the graphical data existing in the DBMS PostgreSQL.
• Optimize the process of storing and updating information in the Central Graphical Database.
• Implement the control system for the creation/modification/deletion of textual and graphic cadastral information.

The contract implementation period is planned for 12 months. The warranty period will cover another 12 months.
Lot 2. Electronic Documents Management System

The digitization of cadastral documents and the implementation of SMAE AIS brought important benefits in terms of efficiency, transparency, reduction of expenses, increasing the quality of public services provided by the PI Real Estate Cadastre and significantly improving the cadastral information management process. However, "SMAE" AIS is considerably outdated and no longer meets the current requirements. These issues show the urgency of modernizing the system to ensure optimal operation and bring it in line with current security and performance standards.

The main objectives of this contract are:

• Data migration from "SMAE" AIS to a more efficient and effective electronic document management system.
• Implementation of all functionalities existing in the current system in the new infrastructure.
• Reengineering and optimization of existing business processes, to adapt to the current requirements, improve operational efficiency and the process of providing cadastral services.
• The implementation of new functionalities that allow the integration of "SMAE" AIS with other platforms, thus facilitating the development of new electronic services.

The contract implementation period is planned for 12 months. The warranty period will cover another 12 months.

3. Bidders may Bid for one or several contracts, as further defined in the bidding document.

4. Bidding will be conducted through international competitive procurement using Request for Bids (RFB) as specified in the World Bank’s “Procurement Regulations for IPF Borrowers” dated July 2016, revised November 2017 (“Procurement Regulations”), and is open to all eligible Bidders as defined in the Procurement Regulations that meet the following minimum qualification criteria

- The bidder shall furnish documentary evidence that it meets the following financial requirements:

• The minimum average annual turnover of the Bidder should be not less than 150% of the offered bid price, or equivalent, for the most recent three (3) years (2021, 2022, 2023) and this turnover must have been derived solely through the provision of Information Technology (IT) Systems and services. Where the Bidder is a Joint Venture the sum of all Partners' average turnover amounts may be used. Also, where the Bidder is a Joint Venture, the Partner in charge must have had an average annual turnover equivalent to at least seventy-five percent (75%) of the amount required, whereas the other partner shall have not less than twenty-five percent (25%) of the total requirement.

The Bidder should provide audited financial statements and balance sheets for the last three complete financial years demonstrating the soundness of the Bidder’s financial position and demonstrating that it has the financial resources necessary to handle the requirements of the proposed Contract.

• The Bidder must demonstrate access to, or availability of, financial resources such as liquid assets, unencumbered real assets, lines of credit, and other financial means, other than any contractual advance payments to meet the following cash-flow requirement:

Lot 1. USD 20,000.00 for the subject contract net of the Bidders’ other commitments.

Lot 2. USD 30,000.00 for the subject contract net of the Bidders’ other commitments.

- Experience and technical capacity:

The bidder shall furnish documentary evidence (including information about the completed contracts and contact information of clients from whom the references could be taken or whom the Purchaser may, when necessary, visit to familiarize themselves with the systems put into operation by the Bidder) to demonstrate that it meets the following experience requirements:

• Experience under Information System contracts in the role of prime supplier, management contractor, JV member, or subcontractor for at least the last five (5) (2019 – 2024) years prior to the applications submission deadline.
• Participation as a prime supplier, management contractor, JV[1] member in:
• at least two (2) contracts within the last three (3) years, with a value equivalent of at least:

Lot 1. EUR 100,000.00, that has been successfully and substantially completed,

Lot 2. EUR 150,000.00, that has been successfully and substantially completed

OR

• at least three (3) contracts within the last five (5) years, with a cumulative value of at least

Lot 1. USD 250,000.00, that have been successfully and substantially completed,

Lot 2. USD 350,000.00, that have been successfully and substantially completed

• at least one (1) contract within the last three (3) years that is similar to the procured Information System.

AND

• at least one (1) contract within the last three (3) years developed based on the proposed technology.

The successfully completed similar contracts shall be documented by a copy of an Operational acceptance certificate (or equivalent documentation satisfactory to the Purchaser) issued by the purchaser(s).

1. Staff qualification

The Bidder’s core technical team must include staff with the following qualifications:
Lot 1. Graphical Cadastral Database Modernization

• Project manager: at least five (5) years of IT project management experience and at least one (1) successfully completed project of similar complexity.
• Database expert: in-depth knowledge and demonstrated experience in at least two (2) successfully completed projects implementing similar databases, with relevant certification for the databases used; system integration skills with other systems.
• At least two technical staff/developers with experience in the proposed solution and experience in the development of at least two (2) similar IT systems, with relevant certification for the technologies used.
• Expert in quality assurance and control: in-depth knowledge and previous experience in managing and implementing quality control procedures and identifying and solving quality issues under similar projects, experience in applying industry-specific quality standards (e.g. ISO 9001).
• Trainer: previous experience in training end users and IT specialists.

Lot 2. Electronic Documents Management System

• Project manager: at least five (5) years of demonstrated experience in managing IT projects and at least one (1) successfully completed project of similar complexity.
• Database expert: in-depth knowledge and demonstrated experience in at least two (2) successfully completed projects implementing similar databases, with relevant certification for the databases used; A system integration capabilities with other systems.
• At least two technical staff/developers with experience in the proposed solution and experience in the development of at least two (2) similar IT systems, with relevant certification for the technologies used.
• Security expert: deep knowledge and previous experience in implementing and managing IT security solutions, security auditing, penetration testing and implementing security policies in similar projects
• Expert in quality assurance and control: in-depth knowledge and previous experience in managing and implementing quality control procedures and identifying and resolving quality issues on similar projects, experience in applying industry-specific quality standards (e.g. ISO 9001).
• Trainer: previous experience training end users and IT professionals.

5. Interested eligible Bidders may obtain further information from

the Public Institution “Real Estate Cadastre”, Mrs. Elena Adam, e-mail: elena.adam@ipcbi.gov.md; Cc: pief.procurement@ipcbi.gov.md during office hours 0900 to 1700 hours.

6. The bidding document, in English, may be obtained by interested eligible Bidders upon the submission of a written application to the address below. The document will be sent by e-mail.

7. Bids must be delivered to the address below on or before February 11, 2025, 11:00 AM Moldova time. Electronic Bidding will not be permitted. Late Bids will be rejected. Bids will be publicly opened in the presence of the Bidders’ designated representatives and anyone who chooses to attend at the address below on February 11, 2025, at 11:00 AM Moldova time.

8. All Bids must be accompanied by a Bid Security of:

• EUR 2,000.00 (two thousand) for Lot 1. Graphical Cadastral Database Modernization
• EUR 5,000.00 (five thousand) for Lot 2. Electronic Documents Management System

or the equivalent in the currency of the bid or in a freely convertible currency in one of the following forms:
- a bank guarantee or irrevocable letter of credit issued directly by a reputable bank, in the form provided in the bidding documents.

For a Bidder bidding for more than one lot, one Bid Security can be issued indicating the amounts required per lots.

9. Attention is drawn to the Procurement Regulations requiring the Borrower to disclose information on the successful bidder’s beneficial ownership, as part of the Contract Award Notice, using the Beneficial Ownership Disclosure Form as included in the bidding document.

10. The address referred to above is:

Public Institution Real Estate Cadastre
Elena Adam, Procurement specialist
e-mail: elena.adam@ipcbi.gov.md; Cc: pief.procurement@ipcbi.gov.md
MD-2004, Republic of Moldova, Chisinau city,
48, Serghei Lazo str., 4th floor

[1] For contracts under which the Bidder participated as a joint venture member or sub-contractor, only the Bidder’s share, by value, and role and responsibilities shall be considered to meet this requirement.