Consultant for Management Information System for PDAM Billing and Accounting – Sibolga – Re-advertised
|Deadline||Monday, 10 February 2020|
Consultant for Management Information System for PDAM Billing and Accounting – Sibolga
Issued Date: January 6, 2020
Title: “Consultant for Management Information System for PDAM Billing and Accounting – Sibolga – Re-advertised”
”Issuing Office & Email/Physical Address for Submission of Proposals:
Indonesia Urban Water, Sanitation and Hygiene (IUWASH Plus) Medan, Jl. Mojopahit No. 136A, Medan (closed to Herna Hospital) Sumatera Utara 20153
Indonesia Urban Water, Sanitation and Hygiene (IUWASH Plus) Jakarta, Mayapada Tower 10th Floor, Jl. Jend. Sudirman Kav. 28, Jakarta 12920;
Deadline for Receipt of Proposals: February 10, 2020 at the latest 05.00 PM.
Soft copy to IWPLProc_InboxMDN@dai.com
Point of Contact: IWPLProc_InboxMDN@dai.com
Anticipated Award Type: Fixed Price Purchase Order
Basis for Award: An award will be made based on the Trade Off Method. The award will be issued to the responsible and reasonable offeror who provides the best value to DAI and its client using a combination of technical and cost/price factors
The USAID Indonesia Urban Water, Sanitation and Hygiene, Penyehatan Lingkungan Untuk Semua (IUWASH PLUS) program is a five-and-a-half-year initiative designed to assist the Government of Indonesia (GOI) in increasing access to water supply and sanitation services as well as improving key hygiene behaviors among urban poor and vulnerable populations. USAID IUWASH PLUS works with governmental agencies, the private sector, NGOs, communities and others to achieve the following “high level” results:
- An increase of 1,100,000 people in urban areas with access to improved water supply service quality, of which at least 500,000 are from the poorest 40% of the population (also referred to as the “Bottom 40%” or “B40”), vulnerable groups or Indonesia’s eastern provinces; and
- An increase of 500,000 people in urban areas with access to safely managed sanitation.
To ensure that improvements in access to WASH services are sustained, USAID IUWASH PLUS is guided by a development hypothesis that focuses on strengthening service delivery systems, so they can more effectively reach the poorest and most vulnerable segments of the population. In order to achieve this at scale, the program undertakes activities through four interrelated components, including: 1) improving household WASH services; 2) strengthening city WASH institutional performance; 3) strengthening the WASH financing environment; and 4) advancing national WASH advocacy, coordination and communication. In support of these components, USAID IUWASH PLUS also implements a Local Sustainability and Innovation Component (LSIC) that is designed to stimulate WASH innovations that strengthen community, private sector and government WASH service provision.
IUWASH PLUS currently conducts strengthening the performance of water utility by assisting local government or its utility (PDAM) to support increasing water connections and improve PDAM service quality. The assessment carried out in North Sumatera indicated that water utility of Sibolga in North Sumatra requires the improvement of accounting and billing system. Existing system of accounting and billing are not integrated which causes PDAM are not able to record transactions accurately and issue its regular financial report timely. IUWASH PLUS planned to support facilitating to PDAM to improve their information system for its billing and accounting fields.
2. Program Summary
MIS of billing system in PDAM Kota Sibolga, North Sumatra currently works under MS DOS-based system (SKA) which is not integrated between Head Office and Branches. This creates many issues including double payment from customers. The problem is more complicated as MIS of Accounting System (Sikompak) has broken since July 2019. Another important field of accounting system showed that it currently works manually (Excel), no software in place to record all PDAM transactions. They need improvement and procurement of the billing and accounting system.
IUWASH PLUS has planned to provide the integrated billing and accounting software to PDAM Tirta Nauli, Sibolga to improve PDAM performance, having more accurate transaction record and especially improve PDAM income. The software of accounting and billing will work integrated and supported by web-based system and hopefully android.
The main purpose of this scope of work is to provide an MIS for Billing and Accounting in PDAM Tirta Nauli, Sibolga. With upcoming Integrated system, PDAM is expected to be more efficient, effective and accurate to record transactions and able to issue monthly financial report. PDAM revenue stream will increase with new billing system, as all money received will be reported in daily basis.
4. Scope of Work
MIS Billing and Accounting software for PDAM consists of two applications which works integrated between these fields and its place or location. Programmer will conduct development of application or cater the ready-stock required application to PDAM Tirta Nauli, Sibolga. Detailed activities of the programmer is as following:
- Develop or provide applications of the web base billing and accounting system that designed for water utility/PDAM.
- Provide training to PDAM staff of how to use the program detail, clearly and easy to understand.
- Transfer the billing and accounting database from the old program/application to the new program.
- Conduct a trial of billing system showing PDAM can process thoroughly the billing system from input water consumption, billing issuance and billing payments.
- Conduct a trial of transaction recordings to include financial data input, processing and issuing of financial reports regularly (monthly or annually). PDAM in this case easily issues regular report that includes Income Statement, Balance Sheet and Cash Flow Statement.
- Provide guarantees for the operation of the system for 1 year, and provide advice and make corrections or improvements during the warranty period.
- Provide a one-year warranty for system operation by providing advice and troubleshooting.
a. Specification of the MIS Billing Software
The billing software manages the customer’s billing that includes process, stores and maintaining entire customer’s data relating to water tariff, volume of water consumption, account receivable and its aging schedule or other customer’s information if required. The database will be stored in PDAM head office’s server, which will need to be maintained by PDAM.
The billing system will be supported by web-based system where for example it can be operated in any location using the internet system. The billing system/application will work on-line both in PDAM headquarter and its payment point to process payment from customers to include payment point using the banking ATM system. If required the system is also able to work with off-line especially for processing payment in location that is not supported by proper internet infrastructure. The off-line system will require PDAM to print the receipt (in headquarter) and submitted to the off-line casher prior payment process in the cashier. In off-line system, the daily report will also be provided in manual system where its template is provided by the system.
Additionally, billing system will be integrated with the accounting software in the form of:
- Summary of water sales known as DRD (Daftar Rekening Ditagih) produced by billing software will then automatically feed accounting software in sales and receivable accounts.
- Settled billing data will be automatically recorded in the cash account of PDAM book. There is no double entry in each PDAM for this payment received. However, PDAM is still able to choose the off-line option of the software if the computer is not in place in particular payment point.
The billing system will manage all account receivable of each customer systematically where each status of account receivable will be easily for tracking purpose. The billing report will also be produced by the software easily. The historical customer information that includes date of connection would become one of the information maintained by software.
Aging of account receivable as the standard tool for controlling the unpaid water bills will also be presented by the program. The aging analysis will be either in customer or period base. The outstanding receivables reported by program regularly and remind PDAM for issuing a reminder letter. In reminding of unsettled billing, the system will provide a signal in such for its aging of 1 month would be in green color, 2 months in yellow and 3 months or more would be in red. In addition, the software will also be able to produce a reminding letter automatically.
If required, the billing software would also be able to work under Android basis where the customer could connect to PDAM’s website for inquiring billing amount to be settled in particular month.
The billing system will have a capacity of maintaining of customer up to 100.000 or number of digits will be up to 5 (five).
b. Specification of the MIS Accounting System
Accounting software being developed or provided by programmer must follow the rules / norms of accounting system applicable in Indonesia, and in more detail this accounting program will work to follow the standard / financial accounting standard of PDAM (SAK) regulated by Kepmen Otda no. 8, August 10, 2000 on PDAM Accounting Guidelines, especially for the chart of account structure or grouping of accounts. Furthermore, this software will also be designed following the SAKETAP, where PDAM financial report being produced will refer to the accounting standards stated in SAKETAP. The standard reports as stated in regulation may be presented on a monthly and annualy basis. The standard financial report consists at least a report of the Profit and Loss, Balance Sheet and Cash Flow Statement of the PDAM. Any supporting reports will be included as well such as sub-ledger (ledger) of each account. All data will be stored in PDAM server usually placed in home office and intensively maintained by PDAM.
The accounting program will be easily operated including adding account or sub-account are required in accordance with PDAM business’s growing. Adjustment to changes due to renewal of the financial accounting standard will be easy conducted by PDAM.
Accounting software as the central of data recording and processing in PDAM will be easily integrated with other softwares in the future, such as warehouse management, personnel, asset management and others related to PDAM activities.
The Application provider on the development of the computerized Management Information System for PDAM billing and accounting shall be responsible for the following works:
To design and write application programs for:
- Web-based PDAM Billing software/application
- Web-based PDAM Accounting software/application
The accounting and billing software being delivered will work integrated or linked for particular accounts.
6. Period of Work
The work of Management Information System for billing and accounting development must be completed within two (2) months in PDAM, starting from March 16, 2020 to May 15, 2020. Trial with real transactions will be conducted to test the software entirely from data input into financial report.
|PDAM Tirta Nauli, Kota Sibolga|
|Install and training for PDAM staff||
16 March to 15 April 2020
|Install new billing and accounting software to include training of software operation and maintenance to PDAM staff. Input or transfer existing data into new software.|
|Trial of the Software||
16 April – 15 May 2020
|Train PDAM staff to input current transactions into new software of billing and accounting software. Accounting data may include all year’s transactions and its target of producing financial report (financial statement) is October 2018.|
|Activity after guarantee period.||16 May 2020 to 15 May 2021||Provides trouble shooting to PDAM for any issues arise during guarantee period.|
7. Reporting & working environment
The selected Service Provider will report to the USAID IUWASH PLUS regional Wash Finance specialist in North Sumatera region. The Service Provider will work in PDAM Tirta Nauli, Sibolga during the installation and training activities.
8. Deliverables and Payment Schedule
The deliverables and payment schedule of Management Information System for Integrated and Web base Billing and Accounting for two PDAM is described below:
|Deliverable 1 : Work plan report||27 Feb 2020||20%|
|Deliverable 2 :Completed installing and testing MIS billing and accounting||18 May 2020||50%|
|Deliverable 3 : Report on testing in PDAM||17 June 2020||30%|
9. Required Qualifications and Experience
To ensure the delivery of the output: the Management Information System for Billing and Accounting, application provider has to be a firm or company which has the following qualifications:
- Company will consist a team with have mastering information technology, especially in development of web-based application and handling hardware with educational background of technological information.
- Company and its team have experiences enough to develop web-based and android integrated billing and accounting applications for water utility industries.
- Understand the financial and accounting system programming especially in water utility industry – PDAM.
- Minimum of 10 PDAM software in billing and accounting has been developed.
10. Selection of Service Provider and Evaluation Criteria
The service provider will be selected based on tender result. The candidate of service provider has to provide proposal, which consist of Technical Proposal (background of the program, Task to be conducted, methodology, schedule), cost proposal and CV.
The proposal will be evaluated based on:
- Qualification : 30 %
- Experience : 40 %
- Methodology : 30 %
11. Bid Process Plan
- RFP issued to potential bidders : 28 January 2020
- Proposal Submission Closed : 10 February 2020
- Proposal Evaluation : 11 February 2020
- Proposal Clarification : 12 February 2020
- Contract Signing : 20 February 2020
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