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Design of the Regulatory Information Management System (RIMS) with enterprise-grade Document Management System (DMS) for the Electricity Regulatory Commission (ERC), Nepal

A source-backed decision brief. The official notice and its addenda remain authoritative.

Open the official listing and related documents

Official notice, TOR and amendments

Archived notice — the recorded submission deadline (2026-09-17) has passed. This record is retained for reference and excluded from active tenders.

Important participation conditions

International participation is permitted subject to the nationality restrictions in ITO Clause 5 and other MCC eligibility requirements; international does not mean every firm is eligible.

Read the official conditions ↗

SOURCE-BACKED SCREENING

Project objective and employer selection criteria

Official document · High confidence

1. Project objective

Objective

of Consultancy and B2/B3

(RFO PDF page 66-68)

The RFO indicates that ERC has an existing online

DMS launched in 2025 and requires assessment of

the existing system and integration with the

proposed RIMS-DMS.

Kindly clarify whether the

Consultant may recommend enhancement,

modernization, reuse or integration of the existing

DMS, instead of complete replacement, where the

assessment establishes that the existing platform

Please refer to Section V.

ToR Background

and Paragraphs B2 and B3.

The Consultant

shall assess the existing systems and

develop recommendations based on the

requirements of the assignment.

No change

to the RFO.

SN Reference to the Request

for Offers Questions from Offers Response of Millennium Challenge

Account Nepal (MCA-Nepal)

can meet the required functional, technical,

security and scalability requirements.

Section V.

Terms of

Reference (ToR), B2(b)

(RFO PDF page 66)

The TOR requires assessment and integration of

peripheral applications, the existing DMS and the

ERC website.

Please provide the currently known

list of such applications/ systems and clarify

whether existing API/interface specifications,

integration documentation and relevant technical

documentation will be made available to the

Consultant

Please refer to Section V, ToR Paragraphs

B2(b), B2(g) and F.1(b).

Relevant information

and documentation, if available with ERC or

MCA-Nepal, will be provided to the selected

Consultant upon request.

The Consultant

shall assess the existing systems and obtain

all information required to carry out the

assignment successfully.

No change to the RFO.

Section V.

Terms of

Reference (ToR), B2(a),

B3(a) – (c) and B4

(RFO PDF page 66-67,69-71)

Please provide the approximate number of existing

documents/records, annual document growth,

current storage volume, document types/file

formats and expected retention period.

These

parameters are required for DMS architecture,

storage sizing, and cost estimation.

Please refer to Section V, ToR Sections B2,

B3 and B4.

The Consultant shall carry out the

assessment of ERC’s existing systems and

develop the required architecture,

specifications, sizing and cost estimates

based on the findings of the assessment.

No change to the RFO.

Section V.

Terms of

Reference (ToR), B3(a) – (c)

(RFO PDF page 67)

Please clarify whether ERC has any existing

enterprise architecture, technology, infrastructure,

cybersecurity, hosting, cloud, interoperability or

ICT standards/ guidelines that must be adhered to

while preparing the RIMS-DMS architecture and

technical specifications.

Please refer to Section V, ToR Paragraphs A

and B3(a)-(c).

The Consultant shall develop

recommendations in alignment with ERC’s

objectives, the Government of Nepal’s IT

policies, Nepal’s regulatory framework, and

relevant international standards and best

practices.

No change to the RFO.

SN Reference to the Request

for Offers Questions from Offers Response of Millennium Challenge

Account Nepal (MCA-Nepal)

Section V.

Terms of

Reference (ToR), B3 (b)

(RFO PDF page 67)

Please provide the expected number of RIMS-DMS

users and user categories/roles, including ERC

staff, Commission Members, external

applicants/licensees, public users and other

stakeholders, for the purpose of defining licensing,

sizing and access-control requirements.

Please refer to Section V, ToR, Paragraphs

B2(b) and B3(b).

During implementation, the

Consultant shall gather detailed requirements

from relevant ERC stakeholders and

determine the functional and technical

requirements, including user categories,

roles, access controls, and related sizing

requirements.

No change to the RFO.

Section V.

Terms of

Reference (ToR), B3 (c)

(RFO PDF page 67)

Please provide details of ERC's existing

datacenter/ hosting and cloud infrastructure, if any,

and clarify any mandatory data residency, data

sovereignty, cloud adoption or disaster recovery

requirements that the Consultant must consider

while evaluating and recommending the

deployment model.

Please refer to Section V, ToR, Paragraphs,

B3(c) and 3.2.

The Consultant shall assess

ERC’s current IT environment and

recommend the most suitable deployment

model, including hosting, disaster recovery,

and related requirements, in compliance with

applicable local regulatory requirements.

No change to the RFO

10.

Section V.

Terms of

Reference (ToR), B4(d), B4(e)

and B5 / Section III – Conflict

of Interest

(RFO PDF page 20, 70-72)

Section V – TOR, B4(d), B4(e) and B5 / Section III

– Conflict of Interest

The Consultant will be responsible for preparing

the Purchaser's Requirements, technical

specifications, qualification and evaluation criteria

and budget estimate for the subsequent

procurement of the RIMS-DMS Supplier and will

also support the evaluation and contract

negotiation process.

Kindly clarify whether the

Consultant, its Associates, JV members or

nominated Sub-Consultants will be eligible to

participate in the subsequent RIMS-DMS

implementation procurement, or whether such

There may be a conflict of interest as

Instruction to Offerors (ITO) sub-clause

5.9, states “A Consultant that has been

engaged by the Accountable Entity to

provide goods, works or services other

than consulting services for a project, and

any of its affiliates, shall be disqualified

from providing consulting services related

to those goods, works or services.

Conversely, a Consultant hired to provide

consulting services for the preparation or

implementation of a project, and any of its

affiliates, shall be disqualified from

SN Reference to the Request

for Offers Questions from Offers Response of Millennium Challenge

Account Nepal (MCA-Nepal)

participation would be considered a conflict of

interest under the applicable MCC procurement

provisions.

subsequently providing goods, works or

services other than consulting services

resulting from or directly related to such

consulting services for such preparation

or implementation.

For example, a

Consultant hired to prepare terms of

reference for an assignment should not

be hired for the assignment in question.

For the purpose of this paragraph,

services other than consulting services

are defined as those leading to a

measurable physical output, for example

surveys, exploratory drilling, aerial

photography, and satellite imagery.”

11.

Section V.

Terms of

Reference (ToR), B6

(RFO PDF page 72)

Please clarify the indicative number/frequency and

expected duration of such inspections and whether

any travel outside Kathmandu is anticipated, so

that the Consultant can appropriately estimate the

required level of effort and travel costs.

Please refer to Section V, ToR, Paragraphs

B6 and D.

The inspections are to be

conducted as required during the

implementation phase.

Offerors shall

estimate the level of effort and associated

costs necessary to successfully complete the

assignment in accordance with the ToR.

12.

Section V.

Terms of

Reference (ToR), B6 /

Acceptance Testing

(RFO PDF page 72)

Please clarify the scope and contractual effect of

such certification and confirm that the Consultant's

certification is limited to technical verification

against the agreed acceptance criteria.

Please refer to Section V, ToR Paragraph B6.

The Consultant shall participate in the Quality

and Acceptance Testing process and issue

the final certification of Acceptance Testing in

consultation with the ERC team constituted

for this purpose.

The requirements remain as

stated in the RFO.

SN Reference to the Request

for Offers Questions from Offers Response of Millennium Challenge

Account Nepal (MCA-Nepal)

13.

Section V.

Terms of

Reference (ToR), B6 /

Acceptance Testing

(RFO PDF page 72)

Please provide the complete breakup of the

timeline for consulting work as well as procurement

of hardware and RIMS/DMS software components

all together in a gantt chart format for better

understanding on the consultants SOW.

Please refer to Section V, ToR Paragraphs D

and Form TECH-10.

The duration and

sequencing of the assignment are specified

in the RFO.

Offerors shall develop and submit

their proposed work plan and schedule in

accordance with the ToR and Form TECH-

10.

14.

Section I.

Instructions to

Offerors (Consulting

Services), ITO 5, Eligible

Consultants

We would appreciate your clarification on whether

this tender is open to international bidders.

Kindly confirm the eligibility criteria for international

participation.

Yes, this is open to international bidders

subject to the nationality restrictions specified

in ITO 5.3.

You are requested to refer to ITO 5.3 of RFO

for further information.

15.

Section III – Qualification and

Evaluation Criteria, A.4.

Technical Evaluation,

Criterion 1.1

(RFO PDF page 12)

We would appreciate clarification regarding the

specific RIMS/DMS experience requirements,

particularly the requirement for 10 years of

experience in RIMS/DMS design and

development and System Requirements Study

for two RIMS/DMS projects .

Considering that RIMS/DMS is an enterprise

information system involving requirements

analysis, workflow assessment, system

architecture and design, database management,

document management, integration, and

implementation, we believe that these

competencies can also be demonstrated through

relevant and comparable enterprise-level IT

assignments .

Therefore, we kindly request whether the

experience criteria may provide flexibility to

consider similar IT projects and assignments

It is the responsibility of Offerors to provide

information/evidence on how the submitted

experience fulfils the requirements in the

evaluation criteria.

The assessment of the submitted experience

is under the responsibility of the evaluation

panel appointed to evaluate the submitted

Offer.

However, please note that the requirement

for criteria 1.1 has been amended.

Please

refer to Addendum#1.

SN Reference to the Request

for Offers Questions from Offers Response of Millennium Challenge

Account Nepal (MCA-Nepal)

involving enterprise applications, MIS, DMS,

web-based systems, database-driven

applications, system requirements studies, and

related system design and implementation .

Such an approach would allow the evaluation to

focus on the consultant's demonstrated technical

capability and relevant experience in delivering

comparable systems , rather than limiting

objective scoring of the qualification requirements

for Key Professional Personnel, including the Team

Leader.

In this we request for confirmation that

Bachelor’s degree in Electronics and

Communication, Electronics and Instrumentation,

Electronics and Communication Engineering,

Electronics and Instrumentation Engineering,

Electronics Engineering, Electronics and

Telecommunication Engineering, or equivalent ICT

/ electronics engineering discipline will be

considered eligible for full scoring under the

educational qualification requirement for the Team

Leader role.

This clarification is requested since the proposed

assignment is an ICT-enabled institutional digital

transformation engagement covering RIMS-DMS

design, system architecture, IT infrastructure,

system integration, workflow/database design,

hosting options, procurement of a System

Integrator and implementation oversight.

These

areas are closely aligned with electronics,

Please refer to the Technical Evaluation

Framework under Section III and note that

meeting the minimum educational

Important stated figures and their meaning

Stated figure — see its source contextITO 5

Source / meaning

Services), ITO 5, Eligible