Reply to Tender Enquiry in respect of “Provision of Services for Implementation of the Reimbursement of Maternity Leave Pay Scheme”

Question 1

To what extent will the contractor be responsible for the technical maintenance of the “Reimbursement Easy Portal” versus the Labour Department’s internal IT Team?

Answer 1

The Contractor’s obligations regarding operation of the Disbursement Information System (DIS) (including the public-facing Reimbursement Easy Portal (REP)) are specified in Clause 4 of the Service Specifications of the Tender Documents.

Question 2

How often are “Change Requests” for the DIS typically issued, and what is the expected turnaround time for the contractor to implement administrative changes?

Answer 2

Tenderers may refer to Clause 4 of the Service Specifications of the Tender Documents on the requirements involving operations of DIS.  It is the obligation of the Contractor to comply with all manuals and guidelines and such reasonable instructions and directions as the Government provides to the Contractor in relation to the Services and as amended and supplemented by the Government from time to time as per Clause 4.1(a) of the Special Conditions of Contract of the Tender Documents.

Question 3

To determine resource and effort needed to prepare requested MI, what reports, and MI is required of the LD that cannot be generated by DIS directly?

Answer 3

Tenderers may refer to Clause 9 of the Service Specifications of the Tender Documents on the provision of information and reports.  It is the obligation of the Contractor to provide statistics and reports on the Services in such formats and at such intervals as may be required by the Government Representative as per Clause 4.1(e) of the Special Conditions of Contract and give such assistance as may reasonably be required by the Government regarding the Deliverables stated in Clause 4.1(c) of the Special Conditions of Contract.  The Contractor shall not assume that DIS will replace the roles and liabilities of the Contractor in meeting the Contractor’s obligations.  Tenderers may also refer to Clause 5 of the Service Specifications on key responsibilities of members of the Management Team and different rank of Operation Staff in preparing, verifying and submitting reports to the Government.  

Question 4

To determine the resource required for data input activity, what percentage of applications have historically been received in physical form?

Answer 4

Tenderers may refer to Annex E of the Tender Documents on the statistics of the Reimbursement of Maternity Leave Pay (RMLP) Scheme for reference.  The Contractor’s duties of data input and data accuracy are stated in Clause 4.10 of the Service Specifications.  Tenderers may also refer to Clause 5.5(b) of the Service Specifications on key responsibilities of different rank of Operation Staff in performing data input and ensuring data accuracy.

Question 5

To determine manpower requirements in the service centre, what has been the historical volume of visitors on average per month?

Answer 5

The Contactor is required to comply with Clause 5 of the Service Specifications of the Tender Documents on the manpower requirements.  Tenderers may also refer to Annex E of the Tender Documents on the statistics of the RMLP Scheme for reference.

Question 6

To determine actual resource requirements, what is the average unit processing time for 1) vetting process, 2) examination process, 3) Internal Audit process

Answer 6

The Contactor is required to comply with Clauses 4.10- 4.12 of the Service Specifications of the Tender Documents for various processing time requirements and Clause 5 of the Service Specifications on the manpower requirements.

Question 7

Will there be “shadowing” period where our staff can observe the outgoing contractor’s workflow during the Preparatory Period?

Answer 7

Shadowing period is not included in the Tender Documents.  This is subject to the agreement between the existing Contractor and the appointed Contractor.  The appointed Contractor may discuss with the existing Contractor during the Preparatory Period as necessary.

In any case, the appointed Contractor has to fulfill the requirements for completion of tasks in the Preparatory Period as per Clauses 4.2-4.7 of the Service Specifications of the Tender Documents and be ready to provide Services during the Implementation Period as per Clauses 4.8-4.16 of the Service Specifications.

Question 8

Regarding the publicity activity, what is the expected scale (e.g. a physical seminar, a webinar, or a social media campaign)?

Answer 8

As specified in Clause 4.15 of the Service Specifications of the Tender Documents, the Contractor shall assist in organising and conducting a publicity and public engagement activity that may take the form of a webinar/ seminar, briefing, focus group online survey or any other forms as deemed appropriate by LD.

Question 9

Given there are no substantial changes in terms from last tender, why is the LD not exercising the option to extend the existing service contract for a further 24 months?

Answer 9

Tenderers may refer to Clause 1 of the Special Conditions of Contract of the Tender Documents on the extension of Contract.

Question 10

To assist in determining the likely cost of printing, what has been the number of physical files required per year?

Answer 10

The Contractor is required to comply with Clauses 4.10, 4.14 and 11.2 of the Service Specifications of the Tender Documents on the creation and retention of physical files.  Tenderers may also refer to Annex E on the statistics of the RMLP Scheme for reference.

Question 11

As both REP and DIS are LD systems and data needs to reside in such systems, to what extent can innovative suggestions involving technology be implemented by tenderers?

Answer 11

The Contractor will not be allowed to implement/ deploy any system enhancement works in DIS.  In tender evaluation process, marks will not be given to any innovative suggestion which a Tenderer will neither be capable nor responsible for implementation as provided in Annex C – Tender Evaluation Procedures, Criteria and Marking Scheme of the Tender Documents.

Question 12

Is a minimum of one service centre acceptable to meet the criteria?

Answer 12

Requirements involving setting up of the service centre(s) are specified in Clause 4.4 of the Service Specifications of the Tender Documents.

Question 13

What specific documentation is required to prove compliance with the minimum staffing requirements (i.e., 30+3 personnel)?

Answer 13

The Contractor is required to comply with Clauses 4.5 and 5 of the Service Specifications of the Tender Documents on the manpower arrangement.  Tenderers may also refer to Part D of Schedule B – Information Schedule for reference.

Question 14

What is the protocol or grace period if staff turnover temporarily prevents us from meeting the minimum staffing requirement?

Answer 14

Tenderers may refer to Clauses 5.10 and 5.11 of the Service Specifications of the Tender Documents for reference. 

Question 15

We understand that including the management team information in the tender submission is preferred.  As the on-site Centre Manager will be recruited only after the tender is awarded, is it necessary to provide the On-Site Centre Manager’s details at this stage?

Answer 15

Although it is not compulsory, Tenderers are encouraged to submit the information and documentary proof as required in Part D of Schedule B – Information Scheme of the Tender Documents for supporting the qualification, experience and other requirements of the Key Personnel at the time of Tender submission.  If not, it shall be mandatory to submit them under Paragraph 7.1 of the Terms of Tender (Supplement) if the Tenderer is identified as the preferred Tenderer and is issued with Conditional Acceptance of Tender.

Question 16

Regarding the requirement that the Contractor arrange for each on-site Centre Manager and Team Leader to attend and complete a training course on the Employment Ordinance, are there any specific requirements for the course? Is a certificate sufficient?  Any minimum training hours required?

Answer 16

The Contractor is required to comply with Clauses 4.5 and 4.8 of the Service Specifications of the Tender Documents on the training requirements for the on-site centre manager and team leaders.

There is no requirement on the minimum training hours of training course on the Employment Ordinance in the Tender Documents.  Tenderers may refer to Clause 6.3 of the Special Conditions of Contract on the payment schedule of the Set-up fee which states that the first instalment shall only be payable upon the written notice from the Government Representative confirming the completion of tasks required in Clauses 4.3-4.6 of the Service Specifications before the required timeframe to the satisfaction of the Government Representative.  

Question 17

Are there any references, links, guidelines, or sample monthly reports we can use to forecast manpower arrangements and planning?

Answer 17

The Contractor is required to comply with Clauses 4.5 and 5 of the Service Specifications of the Tender Documents on the manpower arrangement.

Question 18

Could you please confirm whether all records must be retained in physical form, or whether the current contractor should estimate the number of physical records to be kept for office space assessment?

Answer 18

Please refer to Answer 10.

Question 19

Can the awarded contractor contact the current contractor only from 1 November, or is earlier contact possible?

Answer 19

This is subject to the agreement between the existing Contractor and the appointed Contractor.

Question 20

Regarding the required working experience for project director and senior project manager in management position(s) in the field of public administration, human resources, accounting, auditing, finance, or application vetting and processing after obtaining the above academic qualification.  Does "auditing" cover "auditing of internal controls, systems and procedures" instead of restricting only to auditing over the financial records.

Answer 20

As specified in Paragraph 11.3 of the Terms of Tender (Supplement) of the Tender Documents, the successful Tenderer must demonstrate that the nominated Key Personnel meet with all relevant qualification, experience and other requirements as set out in Clause 5 of the Service Specifications and provide the information and documentary proof required in Part D of Schedule B – Information Schedule.  Paragraph 11.4 of the Terms of Tender (Supplement) states that the Government may at its absolute discretion to require the successful Tenderer to propose other nominee(s) to be the Key Personnel if the Government is not satisfied with any of the persons nominated by the Tenderer or require the successful Tenderer to provide further documentary proof in respect of the qualification and experience of the nominees.

Question 21

Regarding the minimum qualifications and work experience of senior project manager.

"Certified Public Accountant of the Hong Kong Institute of Certified Public Accountants;” 

   
Is other equivalent accounting certification (e.g. Certified Practising Accountant of CPA Australia) being recognised for this Service?

Answer 21

Please refer to Answer 20.

Question 22

Is the creation of physical case file only required, (1) when application or related supporting documents are received in physical form, AND (2) when application is selected for compliance check?

Answer 22

Please refer to Answer 10.

Question 23

Shall the contractor keep physical files of the Project under lock and key at other office location(s) fulfilling the requirements under 11.2 Record Management of this Tender, separating from the location of back office and service centre?

Answer 23

The Contractor is required to comply with Clause 11.2 of the Service Specifications of the Tender Documents on records management and Clause 10 of the Special Conditions of Contract on the storage and control of Personal Information collected.  Tenderers may refer to the Operation and Quality Assurance Plan proposed under Schedule C – Technical Proposal and the relevant assessment criteria sets out in Annex C - Tender Evaluation Procedures, Criteria and Marking Scheme for reference. 

Question 24

Is the Contractor or Labour Department responsible for monitoring the timing for personal data erasure in accordance with Personal Data (Privacy) Ordinance, when the personal data is no longer required for the purpose for which it was used?

Answer 24

Tenderers may refer to Clause 10 of the Special Conditions of Contract of the Tender Documents for requirements under protection of personal data.

Question 25

Is the Contractor or Labour Department responsible for arranging destruction of physical files containing personal data, including engagement of service provider for document destruction?

Answer 25

It is the obligation of the Contractor to assist the Government Representative in records disposal as stated in Clause 11.2 of the Service Specifications of the Tender Documents.

Question 26

Please advise if tender interview would be arranged and the expected timing of tender interview.

Answer 26

As specified in Paragraph 6.2 of the Terms of Tender (Supplement) of the Tender Documents, Tenderers may be invited to attend meeting(s) to provide further information about their Tender proposals to the Tender Assessment Panel.  Tenderers will be notified if so required.

Question 27

The outgoing contractor will provide experience sharing/ training to the succeeding contractor.  Does this include the written manual of DIS system and written working guidelines?

Answer 27

The Government shall issue manuals (including DIS System Manual), guidelines, instructions and directions in relation to the delivery of Services to the appointed Contractor.