Consultant for Management Information System for PDAM Billing and Accounting – Sibolga
|Deadline||Monday, 20 January 2020|
Issued Date: January 6, 2020
Title: “Consultant for Management Information System for PDAM Billing and Accounting – Sibolga”
”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;
Prebid Meeting Meeting: January 13, 2020 at 02.00 – 04.00 PM at USAID – IUWASH PLUS North Sumatera Regional Office Jl. Mojopahit No. 136A (closed to Herna Hospital), Medan Sumatera Utara 20153
Bidders Conference Confirmation: January 10, 2020 at the latest 05.00 PM
Deadline for Receipt of Proposals: January 20, 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
The MIS for the 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 been not operative since July 2019. Another important aspect of their accounting system indicates that it currently works manually (using MS Excel), no software in place to record all PDAM transactions. They need improved accounting system 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 recording and especially to improve PDAM income. The software of accounting and billing will work integrated and supported by web-based system and potentially with android.
The main purpose of this scope of work is to provide a modern MIS system for Billing and Accounting in PDAM Tirta Nauli, Sibolga. With the planned integrated system, PDAM is expected to be more efficient, effective and accurate to record transactions and able to issue monthly financial report. The PDAM’s revenue stream will likely 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 work integrated between these main office and branch offices. The Programmer will conduct the development of an application or adapt off-the-shelf software required for PDAM Tirta Nauli, Sibolga. Detailed activities for the programmer are as following:
- Develop or provide applications of the web base billing and accounting system designed for water utility/PDAM.
- Provide training to PDAM staff of how to use the program’s features clearly and easy to understand.
- Transfer the billing and accounting database from the old system 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 reports that include Income Statement, Balance Sheet and Cash Flow Statement.
- Provide operational support guarantee 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 database, including the storing 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’s head office server, which will 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. The billing system/application will work on-line both in PDAM headquarters and its payment collection points to process payment from customers to include using the banking/ATM system. If required, the system is also able to work off-line, especially for processing payment in locations that is not supported by proper internet infrastructure. The off-line system will require PDAM to print the receipt (in headquarters) and submit to the off-line cashier prior to the payment being processed by the cashier. In off-line system, the daily report will also be provided in the manual system to a template 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 accounts receivable of each customer systematically where each status of account receivable will be easy for tracking purpose. Periodic billing report will also be produced by the software easily. The historical customer information that includes date of connection will become information maintained by the software.
Aging of accounts receivable as a standard tool for controlling unpaid water bills will also be a feature of the program. The aging analysis will be either in customer or period base. The outstanding receivables will be reported by program regularly and remind PDAM management 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 the reminder letters 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 a particular month.
The billing system will have a capacity of maintaining data of up to 100,000 customers.
b. Specification of the MIS Accounting System
Accounting software being developed or provided by programmer must follow the rules / norms of standard 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 accounts 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 annua basis. The standard financial report consists, at minimum, 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 headquarters and intensively maintained by PDAM.
Operational ease including adding accounts or sub-accounts is required in accordance with PDAM business’s growing. Adjustment to changes due to renewal of the financial accounting standard will be easily conducted by PDAM.
Accounting software as the central of data recording and processing in PDAM will be easily integrated with other software modules 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 with particular accounts.
6. Period of Work
The work of Management Information System for billing and accounting development must be completed within four (4) months from project start and installed within a two month period in the PDAM, starting from February 3, 2020 to May 5, 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||March 9 to April 6, 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||April 7 – May 5, 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.||May 6, 2020 to May 5, 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 period.
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||One week after Award Signing||20%|
|Deliverable 2 :Completed installing and testing MIS billing and accounting||End of Month 3||50%|
|Deliverable 3 : Report on testing in PDAM||End of Month 4||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 possess a proven team who have mastered information technology, especially in development of web-based applications 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 CVs.
The proposal will be evaluated based on:
- Qualification : 30 %
- Experience : 40 %
- Methodology : 30 %
Available in English (English)