QC CCR Digitalization
QC CCR Digitalization
QC CCR Digitalization
TESTING OF
CIVIL REGISTRY INFORMATION SYSTEM
PROJECT TECHNOLOGY REFRESH (CRISP-TR)
Terms of Reference
Terms of Reference
Civil Registry Information System Project Technology Refresh (CRISP-TR)
The Local Government of Quezon City intends to procure the CIVIL REGISTRY
fNFORMATTON SYSTEM PROJECT TECHNOLOGY REFRESH (CRISP-TR) This .
project is to ensure the continuous operation and reliability of the Civil Registry
Archiving and Document Management Operations of the Civil Registry Department .
The project shall develop the digital archiving lifecycte of valuable civil registry
documents that includes the digitization (scanning and publishing) uploading (indexing
,
documents from small to large formats and multiple relational documents. This is part
of the Digital Transformation Vision of the City Government of Quezon City.
Existing infrastructure and systems on archiving have reached end of life status and
the probability of disruption due to the vulnerability on breakdowns and corruptions are
now increased. However this project shall guarantee security of the files and
,
databases with the provision of sufficient storage, backup and restoration facilities for
,
the continuous availability and satisfactory performance of the system developed. The
project will provide the qualified support and technical personnel who will pro-actively
monitor the system and will provide timely reports of issues once they arise.
The main challenge of this project is the migration of the Databases and Scanned Files
of the previous digitization and archiving project (See Annex A) which should be in
order and be aligned with the proposed digitization process structure and standards.
,
Notwithstanding the format version and condition of the source of the previous files
,
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and databases, the service provider must ensure the integrity of this project s database
and files. Other challenges of this project is the transition of existing Digitization
standards from the previous standards and the connectivity of the previous IT
infrastructure to the delivered IT infrastructure. The service provider shall also install
controls to ensure that the project is compliant with Republic Act 10173 or the Data
Privacy Act 2012. The expected Data Governance of this project includes the
following:
The CRISP-TR was conceived in an effort to standardize, unify, centralize and put into
general use the digitized copies of all documents and records of the civil registry
department. The project will provide security functionality for access level requirements
and to prevent unauthorized accessing. The project likewise aims to preserve archived
documents for reference and other legal purposes. It is also to protect paper copies
from wear and tear and getting lost. The project will preserve existing digitized files
,
Terms of Reference
Civil Registry Information System Project Technology Refresh (CRISP-TR)
and existing databases for the continuing archiving activities of the Civil Registry
Department of the Local Government of Quezon City.
There are Five (5) phases for the imptementatton of the Project namety:
1 .
Delivery and Configuration of IT Infrastructure;
2 .
Systems Development and Customization of the Civil Registry Information
System Program Refresh (CRISPER);
3 .
Migration of existing digitization and archived databases-;
4 .
Scanning, Evaluation, Encoding and production of newly scanned documents;
and
5 .
Development of a backup and recovery system with DR exercise.
On top of the capabilities of the previous system, the CRISPER features workflow for
the management of confidential and non-confidential documents user maintenance, ,
and security features. The project will cover one year preventive maintenance
activities as part of the project guarantee after acceptance of the project ,
With the completion of the project the Office of the Civil Registry of the Local
,
Government of Quezon City will enjoy the benefits of CRISPER, an integrated system
that will house all digitization efforts; current and previous; providing digitized access of
the documents of the Office of Civil Registry. This system will be regularly checked
based on its file and database integrity and alignments ensuring reliability of records,
The delivered systems will be accompanied with utilities and tools for maintenance and
backup purposes.
The completion of the project will ensure an overall of 5 500,000 (five million five
,
hundred thousand) database records from the migration of database records and
digitized files of the previous digitization project (see Annex A) equivalent to 4,553 883 ,
(four million five hundred fifty three thousand eight hundred eighty three) and the
managed services of the project that included evaluation encoding and uploading of
,
The delivered Infrastructure of this project will include servers, workstations laptops, ,
scanners, printers and network equipment. The Information Systems will include
ownership licenses plus licenses of system proprietary software. The turnover of the
system will include user and technical training, and a year of maintenance on the
infrastructure and application systems on defined functionalities.
The project shall cover the delivery of services for the installation configuration, ,
1 .
Delivery and Configuration of IT Infrastructure
Terms of Reference
Civil Registry Information System Project Technology Refresh (CRISP-TR)
storages
. Connect and configure server and storages .
2 .
Systems Development and Customization of the Civil Registry Information
System Program Refresh (CR1SPER)
. Design and Develop Workflows for Scanning evaluation, encoding, ,
3 .
Migration of existing Database and Files from previous Digitization projects
. Preparation and pre-configuration of existing database for migration
. Check DB integrity of old databases (2 DB from previous Digitization projects ,
see Annex A)
. Validate the integrity of previous data source
. Migration of databases and restoration for active status
. Migration of File systems
. Ensure that the integrity of migrated database
4 .
Digitization services, encoding and uploading to system of newly scanned
documents
. Organization of Records and documents
. Grooming of documents
. Scanning Process
. Publishing in PDF format
. Evaluation of Records and Digitized Documents
. Uploading of Digitized File to CRISPER
. Encoding of Records Information to CRISPER Database
. Revision Control of Files and Databases to ensure that corrupted and
duplicate files and records are replaced with valid files and records
. Encoding of deficient records in Databases
5 .
Development of a backup system
. Three copies of back up (2 servers 1 portable storage)
,
The six (6) features of the CRISP-TR project that is essential to the success of the
project shall be instituted in the Civil Registry Department of the Local Government of
Quezon City. The technical and functiona! features will all be establish within the
compounds of the department. The features are as follows:
1 .
Staging and Production Servers for Application, Database and Files
. Staging servers will handle all newly scanned documents prior to the 3-stage
evaluation process;
. Production will always be assumed all in order and clear of invalid scanned
docs and data; and
. 3 sets of copies of scanned documents that will be distributed to servers with
one alpha copy that will be secured of its integrity.
2
. Seven (7) steps digitization process
*
Organizing, grooming, and distributing of documents for scanning;
. Scanning and uploading to file server;
. Evaluation process of scanned documents;
. Encoding and uploading to CRISPER;
. Indexing of scanned documents;
. Encryption of scanned documents for backup purposes; and
. Post processing of documents .
3
.
Optical Character Recognition - This will reduce encoding activities and
encoding related issues. The OCR shall ensure that the characteristics of the
characters are recognizable.
. Layout analysis
. line and word detection
4
.
3 stage evaluation of scanned documents - this is the Quality control stage of
the project. This will filter newly scanned documents and data to the production
servers.
of all markings.
. Evaluation - side by side evaluation and validation of digitized copy and
actual document.
. Post evaluation - validation of encoded information and document metadata .
Promotion of digitized copy and its relevant data to the production servers.
6 .
Organization of Original/Base and Annotated Documents - this project will
assign links on documents that are related.
Terms of Reference
Civil Registry Information System Project Technology Refresh (CRISP-TR)
V .
PROJECT OBJECTIVES
The General Objective of the project is to deliver an IT system and services that will
provide archiving infrastructure, information systems and Managed Services for the
support in the civil registry operations on their archiving goals. The project also will
provide technology refresh that includes migration of functronalitfes, files and records
of the previous systems, databases and files. ,
scanned documents.
*
To complete the project with proper turnovers and training for the users and
administrators of the system within one year upon the approval of the notice
to proceed;
. To develop strategy for archiving and digitization for the prioritization of
records and documents of the Civil Registry Department;
. To provide warranty and maintenance services for a\\ systems and equipment
delivered; and
. To provide consultancy regarding CRISPER and other related systems that
includes system administration.
The requirements are expressed in indicative and functional terms to guide the Service
Provider in the provision of services that wfff ensure the overall health of the system to
include its performance interoperability, integration, and information exchange.
,
1 1 . .
The bidder/service provider shall submit, as part of its bid, a copy of its
company profile and organizational structure.
12 . .
The bidder/service provider should have implemented and completed an
archiving project or a project similar to the Civil Registry Information System
Project Technology Refresh (CRISP-TR) which includes Digitization of Civil
Terms of Reference
Civil Registry Information System Project Technology Refresh (CRISP-TR)
2 .
SYSTEM SPECIFICATIONS
property of City Civil Registry Department only and shall be processed with
utmost protection
2 . HARDWARE SPECIFICATION
2 . 1 Servers (3 Units)
. Intel Xeon E5-2630 v4 2 2GHz,25M Cache.S.O GT/s QPI, Turbo, HT.IOC
. OT
(S5W) Max Mem 2133MHz
. 64GB RDIMM 2400MT/S, Dual Rank, x8 Data Width
,
*
600GB x6. 10K RPM SAS 2.5in Hot-plug Hard Drive, Cuskit Chassis with up
to 8, 2.5" Hard Drives
. DVD+/-RW SATA, Internal
,
21 . .
1 Server Cabinet/Rack 42u (1 Unit)
2 1 .
2
.
Uninterruptible Power Supply (UPS) Rack Mounted 6KVA (1 unit)
2 . 3 Laptops (2 Units)
. 15 6 inches' monitor
.
. Microphone Headphones ,
2 .
4 Network Attach Storage 4 bay (1 Unit)
. 10 TB useable Storage
2 6
. Image Scanner (1 Unit)
*
Scanner Type: Overhead, Simplex
. Scanning Modes: Color Grayscale, Monochrome, Automatic (Color /
,
2 7
.
Continuous tnk System Printers (2 Units)
. Print resolution: Up to 600 X 600 dpi
Terms of Reference
Civil Registry Information System Project Technology Refresh (CRISP-TR)
29 .
SOFTWARE SPECIFICATION
3 .
0 Database Management System
. Server Installation Package
. Enterprise License
3
.
1 Civil Registry Information System Program Refresh (CRISPER)
. Web based Installation Package
. Performance Monitoring
. Web System Software
. Client Runtime
. Internal Firewall to ensure validated access levels
4 .
MANAGED SEiRVfCES
4 .
1 Project Management
. Project Kick off
. Qualified Project Manager and Project Management Team
*
FuH Documentation on Project implementation
. User Acceptance Testing (UAT) and Operation Acceptance Testing (OAT)
facilitation
.Digitization encoding and uploading services
,
. Three (3) stage evaluation to ensure that raw scanned documents and its
information is aligned and in proper order
*
Ensure that the proper resolution and clarity standards are set in place
. Publication of scanned documents to production servers
. Post processing of scanned documents
4 .
2 Migration of exiting Database to CRISPER Database
'
4 .
3 Validation, evaluation, and production of previously scanned
ctocuments (prevtously scanned documents from prmom contracts)
Terms of Reference
Civil Registry Information System Project Teclmology Refresh (CRISP-TR)
4 .
5 Back-up and recovery support
. Passive replication of database and scanned files
. Onsite and offstte full back up
*
Daily and Weekly incremental backup
. On site recovery validation
4.
6 Warranty, Maintenance and Support
. One (1) hour response time for critical issues for resolution within twenty-
four (24) hours.
. 1-year coverage after full acceptance of project
5 .
1 Project Management
a Project Plan - the overall project planning includes project timelines and
.
6 . PROFESSIONAL SERVICES
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Terms of Reierence
Civil Registry Information System Project Technology Refresh (CRISP-TR)
and create complex reports; knowledge and ability to implement data and
information policies security requirements; and knowledge of client tools used by
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business users. The project should provide the following Professional Services;
a .
Project Manager - The Project Manager should have at least project
management experience in digitization lifecycle.
b .
System Analyst (1) - System Analysts will identify and develop
functionalities and modules of the system by using design techniques
and implement them into the production environment.
c .
Programmers (2) - Programmers will develop and customize the Civil
Registry information System Program Technology Refresh (CRISP-TR) .
good condition.
f .
Digitization Experts (10) - These personnel are assigned for the regular
format documents.
g .
Staff Aides (3) - These personnel will provide organizational
housekeeping and grooming activities on the documents and other
services needed for the completion of the digitization process.
This project will commence immediately upon the receipt of Notice to Proceed (NTP)
by the winning service provider for a period of one (1) year for the implementation or
full acceptance whichever comes first and one (1) year for maintenance and warranty.
Project duration is for a period of one (1) year from receipt of Notice to Proceed (NTP).
The delivery schedule expressed as calendar days stipulates the project delivery date.
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Terms of Reference
Civil Registry Information System Project Technology Refresh (CRISP-TR)
The Local Government of Quezon City, intends to apply the sum of Twenty Million
Nine Hundred Thousand Pesos (PhP 20,900,000.00) being the Approved Budget for
the Contract (ABC) for the payments for the completion of the CIVIL REGISTRY
INFORMATION SYSTEM PROJECT TECHNOLOGY REFRESH (CRISP-TR) Bids .
X .
PENALTIES FOR BREACH OF CONTRACT
Failure to deliver the services according to standards and requirements set by the City
shall constitute an offence and shall subject the Contractor to penalties and/or
liquidated damages pursuant to RA 9184 and its revised Implementing Rules and
Regulations.
Should there be any dispute, controversy or difference between the parties arising out
of this TOR, the parties herein shall exert efforts to amicably settle such dispute or
difference. However, if any dispute, controversy or difference cannot be resolved by
them amicably to the nriutuaf satisfaction of parties, then the matter may be submitted
for arbitration in accordance with existing laws, without prejudice for the aggrieved
party to seek redress before a court of competent jurisdiction.
The guidelines contained in RA 9184 and its revised fRR shall be followed in the
termination of any service contract. In the event the City terminated the contract due to
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Terms of Reference
Civil Registry Information System Project Technology Refresh (CRISP-TR)
default insolvency, or for cause, it may enter into negotiated procurement pursuant to
section 53(d) of RA 9184 and it's IRR.
The winning bidder should have provided a proof of concept of the system and
scanners that will be used in this project. The winning bidder shall present a prototype
system that includes a database system for the migration of previous databases. The
proof of concept activity shall also present handling of aged documents that are in the
state of disintegration.
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Terms of Reference
Civil Registry Information System Project Technology Refresh (CRISP-TR)
ANNEX A
A . Migration Objects
This activity aims to migrate aH data from existing databases to the new system
database, information such as Birth Certificates, Marriage Certificates and Death
certificates and all corresponding data shall be extracted, transformed and loaded to
the new system. The following items are included in the scope of data migration
activity:
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