Procurement of service for preparation of software solution for implementation of the procedures pursuant to the law on construction land.
Ministry of Transport and Comunication — Macedonia | Published October 30, 2015
LIREKS DOOEL — Skopje
Module for USER ROLES IN THE SYSTEM
The information system is required to have identical roles for each body acting the same, except for second
instance authorities that decide on the appeals, the competent courts and supervising bodies and authorities
providing opinions or consents of specific roles.
The authorities handling the cases in the first instance define the following roles:
3. Head of Unit
4. Head of Department
6. Fees Calculator
7. Person to confirm the payment of fees
8. Member of the Commission
9. Local Administrator
Each of the above roles can be distributed to all or part of the proceedings processed by the information system
(for example, the role of officer may only apply to the procedures for direct negotiations, while another person
also delegate the role of officer may refer to the procedures for determining the right to easement, or both).
For second instance authorities that decide on appeals, the competent courts and supervising bodies and the
authorities providing opinions or consents, the following roles are defined:
2. Member of the Commission
3. Officer (Clerk)
4. Head (of Department)/ Judge/ Notary Public/ State Attorney's Office/ AKN
5. Local Administrator
Also, the system compelled creation of the super administrator role to manage the local administrator roles,
using a module for review and amendment of procedures, a module for management of institutions, creating
users and user groups, defining and management of roles and privileges, defining access to system functions
through specific roles and privileges, assignment and maintenance of data access through specific roles and
privileges, setting default values, monitoring and control of active sessions, Archiving, Backup and System Data
M. Module for ELECTRONIC REGISTRATION AND HANDLING OF APPLICANTS
Each candidate is required to register in the system with entry data that are required to be protected in
accordance with the standards of personal data protection in force in the Republic of Macedonia and pursuant
to the law.
Registration in the information system is made by entering the user's e-mail, username, and password and
verification code. After the registration is completed, a digital certificate is uploaded to provide a unique user
package with a set of information recorded in the information system. After expiration of the digital certificate
(electronic signature), the system should make available for all types of users to attach a new valid certificate.
Within the user profile it is necessary to enable the information system to determine a single form when
submitting any type of request and to allow attachment of the required default documents for each request.
The registered applicant may submit an UNLIMITED number of requests through its registered profile in forming
a special browser for each request, containing the following information:
1. Information on the current stage of the case,
2. Review of the past days
3. Review of acts and documents prepared per individual request by the competent authority
4. Option to use the right to appeal
5. Option for electronic payment of taxes and fees
6. Possibility to act upon adopted law by the competent authority within a specified period (upon the Conclusion
of termination or notice of the right to request amendment).
When applying, the applicant should be clearly displayed the selection of authorities he should address and
to other information that are available under the law. The information must be pre-defined in the information
system (Cadastral municipalities, names of municipalities, titles of competent authorities, etc.).
N. Module for FORWARDING A CASE FROM AN UNAUTHORIZED BODY FOR EASEMENT TO AN
EASEMENT COMPETENT BODY
When applying, the applicant may address a real or locally unauthorized body of easement, which must have
the option to declare itself as ineffectual by act or document, and it should attach the act to the information
system and forward the case files to the easement authority or the locally competent body.
This function includes the option for a browser of all bodies to forward the supplied request, thereto.
O. Module for AUTOMATIC NOTIFICATION BY EMAIL AND SMS
The information system should inform each applicant involved in the procedure by e-mail or SMS about the
current stage of the case, the acts adopted or documents on the single case, individual actions and all changes
related to the request.
The notification is automated via a default email and SMS text.
P. Module for DETERMINING VALIDITY AND EXTRAORDINARY LEGAL REMEDIES, CONCLUSION OF
TECHNICAL CORRECTION, ANNOUNCING ACT OF VOID (Victor)
Upon completion of the procedure per individual application, it is necessary to provide the competent authority
(the clerk and the manager) a key that will conclude the VALIDITY of the final act passed in the proceedings.
Determining validity is performed by verification of the act marked as IN FORCE and signed with a digital
certificate by an authorized officer.
А. EXTRAORDINARY LEGAL REMEDIES
After determining the effectiveness, under different legal circumstances there is a possibility for utilizing
extraordinary legal remedies that should be determined through the system:
1. An appeal or a proposal through the information system or in hard copy can be submitted to the competent
body that administered the procedure whereas the official who administered the case and the head of the body
shall be automatically informed thereof
2. The competent body independently identifies any omissions in the procedure and takes actions upon the
effectiveness of the act by selecting a function in the system that will enable the said body to adopt the next
SPECIFICS OF THE PROCEDURE UNDER CIRCUMSTANCES OF ITEM 1
In the cases specified in ITEM 1 above, the case is moved to the phase where the effectiveness remains
as status but it opens the possibility to grant an appeal or to take actions prior to the adoption of the
act. If the appeal had been submitted through the system, the system itself modifies the status to phase
EXTRAORDINARY LEGAL REMEDY. If the appeal or the proposal had been submitted in hardcopy, the official
shall scan the document to determine the phase of the extraordinary legal remedy and in such event the case
shall be identical with the phase that is automatically created as if the appeal had been filed through electronic
means through the system.
The phase EXTRAORDINARY LEGAL REMEDY enables the body to adopt an act whereby the appeal would
be granted and it would be recorded in the system by selecting the right button with the name GRANTING THE
APPEAL and afterwards the case is moved to the next status where the body has he options to choose:
1. To determine that it is nullifying THE DECISION, after which the possibility appears to return the case to one
of the phases that had passed during the implementation of the previous procedure.
2. To determine that it CANCELS THE DECISION.
In case when the decision is nullified or cancelled, the system should enable the submission of an appeal
which could be filed electronically (through the system) or in hard copy (in the event of an appeal submitted in
hardcopy, the body states that the appeal has been filed, scans it and enters it into the system).
If the body does not grant the appeal, in such event the case needs to have the possibility to be moved to a
second-instance body, and to previously attach the document REPLY TO THE APPEAL which would also be
carried out through the system by selecting the button SECOND-INSTANCE BODY.
Consequently, in each of the steps it is necessary to have the possibility to send the case to the competent
Administrative Court by selecting the appropriate option.
SPECIFICS OF THE PROCEDURE UNDER CIRCUMSTANCES OF ITEM 2
In the cases specified in ITEM 2, the body is enabled to independently adopt an act whereby in the phase
EXTRAORDINARY LEGAL REMEDIES, it will have the possibility to select whether it NULLIFIES or CANCELS
the act that it had previously adopted. Following such determination by the body with the selection of the
appropriate button, the case can be moved as in cases defined in item 1 above.
B. CONCLUSION FOR CORRECTING MISTAKES
For each act that has been adopted within the procedure (conclusion, decision, etc.) the body should have the
possibility to adopt a conclusion for correcting a mistakes in any of the phases of actions within the system,
except in the phase when the procedure finished and the system states that the case is in LEGAL EFFECT.
In any other case in the system, as soon as one of the officials of the body selects the option stated above,
the system needs to enable the submitter to file an appeal through electronic means, or if it is submitted in
hardcopy, the body shall be able to scan it and enter it into the system, thus it shall be recorded that the case
has been appealed.
Just as in the other cases, in the cases where the case has been appealed, the body can choose the options
to grant the appeal or to send the case to a second-instance body with the appropriate phases specified in this
P. MODULE FOR DISTRIBUTION OF CASES WITHIN THE STATE OMBUDSMAN OFFICE
In the appropriate phase of the procedure, as described in this tender documentation, the case needs to
be submitted to the State Ombudsman Office which has the appropriate structure and territorial range of
competences by regions.
The information system should have the possibility to determine which public ombudsman office is competent
for the specific case. As a rule, a group of municipalities will address directly the state public ombudsman
office for the specific region that needs to be enabled to be assigned in advance to the same group of
The state public ombudsman office should be defined per region for the following towns: Skopje, Bitola, Veles,
Gevgelija, Gostivar, Kavadarci, Kicevo, Kocani, Kumanovo, Ohrid, Prilep, Struga, Strumica, Tetovo and Stip.
The case handled by the Ministry of Transport and Communications, in the phase when it is necessary to send
them to the state public ombudsman office, should have the possibility to select the appropriate state public
ombudsman office for the respective region.
R. OTHER FUNCTIONAL REQUIREMENTS OF THE INFORMATION SYSTEM
1. All requests are submitted through the information system in electronic form.
2. Public information portal with basic information about the system, the procedures that are implemented
through it and the applicable legal regulations.
3. Records and review of submitted requests — at all times the system presents a review of the submitted
requests per individual body with the date, status of the case and other key parameters in the review.
4. Predefined selection of the competent body when submitting the request.
5. Public review of scheduled auctions for individual construction parcels with the possibility for submitting an
application for participation in the public bidding.
6. Central segment of monitoring the legal deadlines for each individual case at each officer with indication of
how many days has the case been with the officer for action, how many days have passed in total since the day
of submission and appropriate alarms about the expiration of the deadlines.
7. Automatic notification about the expiration of the deadlines to act to the immediately competent supervisory
8. Connections with external entities, bodies and institutions in a certain phase of the procedure and enabling
their actions upon cases with preparation of opinions, giving consents, as well as preparation of acts and their
recording and registration through the information system as follows:
A. Competent notary public (selection from a predefined list of notary publics);
B. State public ombudsman office of the Republic of Macedonia;
C. In procedures where the competent body is the Ministry of Transport and Communications, the phase for
calculating the tax should be connected with the relevant municipality;
D. For procedures run by the municipalities in the City of Skopje, in the phase for calculating the tax, selection
should be made whether to do it independently or the case should be sent to the City of Skopje;
E. Connecting the second-instance bodies as follows:
For the procedures administered by the Ministry of Transport and Communications, the second-instance body is
the State Appeals Commission;
For the procedures administered by the municipality or the City of Skopje, the second-instance body is a special
Commission within the Ministry of Transport and Communications.
9. Automatic notification of the submitter for all adopted acts and documents and enabling the right to appeal
through electronic means.
10. Access by each body only to the cases that are within their respective competences. The system
should process all the cases in the entire country, where it is necessary to make a distinction of cases per
11. Defining the rights and access privileges on all levels (municipality, ministry, department, user) and activities
12. Administration of the entire system should be run on several levels with the goal of defining the system
users, their division according to bodies, institutions and departments, as well as the rights and privileges for
accessing the documents by the system users.
13. The system should enable two-way communication between the submitter and the competent body and the
included bodies and entities.
14. Integration with bodies in charge of conducting supervision and their automatic notification about the acts
adopted or deadlines expired as determined by Law. The competent bodies to have the possibility to conduct
regular and extraordinary supervision of all cases through the information system.
15. The information system should prepare statistics review about the duration of the procedure, the number
and types of requests, number of issued acts depending on the type, average prices achieved per zone during
public bidding procedures, reports, graphic reviews, etc.
16. Automatic calculation of the taxes and fees predefined through the system. The authorized official has the
possibility through the system to independently enter the parameters for preparation of the calculation of fees on
various bases that would be generated during the procedure.
17. The system should allow generation of:
— Reports on submitted requests with the following grouping: positively ruled, negatively ruled, in procedure,
— Reports on the average duration of the procedure.
— Reports on the average price achieved per m2 on public bidding, divided according to purpose of the
The application should be web-based, with the possibility for access through standard web browsers (Internet
Explorer, Mozilla Firefox, Google Chrome, Opera) regardless of the platform on which they operate (Windows,
Linux, Unix, Netware, Mac OS).
The solution should be fully integrated with the tool for design and development of processes. In addition, the
tool needs to be visual and easy to operate. In the bid, the bidder should provide detailed technical, functional
and integration description of the tool.
Within the solution there should be a module for automated and manual notifications based on certain
conditions/activities. In relation with the system processes, automated or manual starting of processes/activities
should be enabled based on predefined conditions (time or status of activities) or based on exceptions.
The system should enable “full text” searching through non-structured information and searching meta data
through structured information will full Macedonian support during the search.
With regard to the system users, the bidder is obliged to enable:
— Defining, assigning and administrating privileges on the level of: user; user and activity; user and process;
group of users; group of users and activities; group of users and process; file; file and activity; file and process;
— Defining organizational groups of users with the same or different privileges of users within the same
— Managing of users per groups (institutions) — different groups administered by different administrators without
combining administrator privileges.
The software application should meet the conditions from “Directions for certifying information systems — section
Conditions for certification in accordance with the Law on electronic management”.
Development and installation
Following the development of the beta version, the developer shall be obliged to deliver a new version during
the development phase every 3 weeks until the final version that will be put into production. The delivered
version shall be accepted by the Contracting Authority and the persons designated to supervise the process, by
following the agile methodology for software development.
The application-software will be put in server environment wherefrom it will be available for use over the
internet. The servers are capable of hosting various websites prepared with different techniques and they use
various technologies and thus all technological solutions and design techniques are acceptable as long as they
do not require the procurement of special software for normal operations.
The Contractor — application designer shall be obliged to independently put the application in the server
environment and to make available the prepared application over the internet. The entire code of the newly
created website should match/correspond with the specifications of the W3C (World Wide Web) consortium.
The bid should also contain the fee for transferring the rights to the programming code (source code) to ZELS
as the Contracting Authority under the following conditions:
1. The Contracting Authority shall acquire unlimited, free of charge, non-exclusive and irrevocable right to use
and alter, continuously maintain and upgrade the programming code (source code) of the software application
independently or in cooperation with another natural person or legal entity.
2. The material rights to the source code of the software application are non-exclusive and belong to the
Contracting Authority and the Contractor.
3. The Contracting Authority may transfer the right to use and modify the source code on non-commercial basis
to another public entity in the Republic of Macedonia in accordance with established public interest pursuant to
4. The right to use and alter the source code cannot be transferred by the Contracting Authority to another
natural person or legal entity whose activity is designing software applications, unless such use and alteration is
exclusively for the purpose of maintaining or upgrading the software application for the needs of the Contracting
Authority or the body to whom the rights have been transferred in accordance with item 3.
5. The Contractor has unlimited, free of charge, non-exclusive and irrevocable right to use and alter the source
code of the software application for the needs of the Contracting Authority (in a procedure pursuant to the Law)
as well as for the implementation of commercial interests that do not arise from this contractual relation.
6. The Contractor reserves its right to use and alter the source code and has the right to transfer it on
commercial or non-commercial basis to another natural person or legal entity.
7. When transferring the right to use and alter the source code, the contracting party conducting the transfer
shall be obliged to inform the other contracting party thereof.
8. The Contractor shall be obliged to submit the source code of the software application that is subject of this
contract to the Contracting Authority, for the purpose of enabling the Contracting Authority to exercise the
acquired rights in unimpeded and unlimited manner.
9. The source code must be appropriately documented and packaged/compressed in such form that, for the
Contracting Authority, would enable easy maintenance and further development or upgrading of the software
application. The Contractor shall be obliged, when handing over the source code to the Contracting Authority,
to also deliver tools and program documentation that enable individual and independent programming and
changing the functionalities of the system, as well as integration with other software applications and solutions,
without the intervention of the Contractor.
NOTICE: Proposal — the graphic design will be presented with mutual consent between the Contractor and the
Contracting Authority before being finally defined and implemented.
Taking into consideration the fact that this is a software application that should be available for use by multiple
state bodies and all units of local self-government of the Republic of Macedonia, the bid should also include a
fee for maintenance of the software application for a period of 24 months following the final acceptance of the
software system, under the following specific conditions:
— 24 preventive checks of the entire system (at the beginning of each calendar month)
— 24 incidents with response time of 4 hours
— 24 incidents with response time of 24 hours
— 600 hours of adaptive maintenance (upgrading) of the system itself
The Contractor shall be obliged to implement all changes to the application solution (changes and additional
work, upgrades to the existing functionalities — modules, examinations, reports and such) arisen as result of
changes in the legal acts and bylaws, within the 600 hours define for adaptive maintenance of the system.
Training and operating instructions
Following the successful acceptance, the Contractor — designer of the application that is the subject of this
procurement shall be obliged to implement training for the functionalities and use of the software application for
the professional offices which trainings will be organized by the Contracting Authority as follows:
— One-day training for 20 groups of persons, intended for representatives of the Ministry of Transport and
Communications, municipality administration and the included institutions defined in the technical specification.
The groups will be organized in a number not higher than 40 persons. If the presentation allows it, two groups of
participants can be covered in one day.
— One-day training for 2 groups of persons intended for representatives of the professional office and system
administrators in each body.
The trainings will be organized according to the needs, if possible with duration not lasting longer than 4 hours
each and they will be held in the offices of ZELS, str. Kopenhagenska no. 5, Skopje.
The costs of logistics for organizing the training shall be fully borne by the Contracting Authority.
The Contractor — designer of the application that is the subject of this procurement shall be obliged to prepare
operating instructions for the software applications for all types of users separately.
Obligation to implement essential functionalities
The Contractor shall be obliged, in the course of the entire implementation of the subject of the contract, to take
into account that through the information system determined based on the Law on construction land (Official
Gazette of RM no. 15/2015) functionalities may arise that are essential for unhindered performance of the
process of administrative actions of the competent bodies, institutions, and which have not been included in the
enclosed technical specifications and constitute integral part of this tender documentation. The Contractor shall
be obliged to implement such functionalities in the system upon an order from the Contracting Authority during
the period of validity of the contract.
The data security within the offered system should be at the highest level. That is why it is necessary in the
offered system to apply security policies which need to be periodically revised and updated according to the risk
for disturbing the security.
When developing the architecture of the solution, the Contractor should take into account the highest level
of security that needs to be achieved in the system. After the completion of the solution development, it is
necessary to perform testing of the security thereof in a test environment. Only in case these tests have been
successfully passed, the system can be put in production environment, where additional security tests need to
In addition to testing the security level of the system, it is also necessary to test the functionalities, technical
problems and such. The tests need to include the following:
— Testing the functionality of the software.
— Testing the integration — Checking the functionality of the software solution and its smooth operation, i.e.
testing the internal functions.
— System testing — this is a test of the entire system and it is performed in order to check whether the system
meets the quality standards.
— Regressive testing — Testing whether the updating a certain part or module would reflect on the functionality
of another part or module.
— Testing and checking for technical deficiencies of the software.
— Testing the software performances (speed, capacity, stability and scalability).
— Testing the load (the software is tested with maximum capacity in order to check its behaviour).
— Stress test — Testing according to different scenarios for incidents.
— Testing the security (reliability, integrity, authentication, availability, authorizations, whether the software
is secure from weaknesses, security of the database, testing the data input and the validation thereof, SQL
attacks, deficiencies, testing the security of client — server session, CSS attacks, buffer overflow attacks,
directory traversal attacks, etc.).
— Testing the production environment.
— Testing the servers and the network infrastructure connected to the servers.
After the testing a report should be submitted prepared by experts in the area of security of information
The offered system should provide a high level of scalability, particularly from the aspect of increased scope
of data in the database with the course of time, flow of information, as well as increasing the number of users
within the system.
The scalability requirement should not affect the environment of the required levels of security, availability and
The increase in the working environment of the system could primarily be caused by:
— Increase in the number of transactions;
— Increase in the number of functionalities;
— Increased complexity of transactions;
— Increased complexity of the functionalities;
— Increase in the number of users (end users or other institutional users).
The system should be implemented in a manner that would enable increasing the capacity for proportional
processing of the workload, without changing the architecture.
Adaptability and upgradability
Adaptability shall mean the ability to easily modify the current functionalities within a system. Upgradability shall
mean the ability to easily add new functions into a system.
The system should provide these two characteristics, whereas they should not have the effect of downgrading
the system performances in everyday operations.
Confidentiality represents a measure of authenticity of the information.
The design of architecture of the offered system should provide an application of the security measures and
policies, thereby increasing the confidentiality of information.
The overall communication between the offered system and users, both external (end users) and internal
(from the institutions included in the system), should be confidential and protected. Taking into consideration
the fact that the system infrastructure includes the Internet as a way of accessing the services, the security of
communications should be guaranteed through the relevant security mechanisms.
Application log sub-system
The system should provide traceability of who has access to the system and what are its activities, i.e. it should
entail a mechanism for logging events, specifically:
— Logging changes to configuration elements;
— Logging additions, modifications and deletion of any entity included in the application;
— Logging actions through which the system generates documents;
— Logging events that are results of interactions with external systems;
— For every generated file, the data being logged should contain at least the following information:
— Date and time when the event took place;
— Area (module) where the event occurred;
— Who initiated the event (logged in user, external system);
— What happened (change of data, change of configuration, issued document).
The format of the log files should be standard and easily readable from the existing systems for collection and
analysis of logs outside of the database.
Integration and exchange of information with other applications
The system should enable other applications that need data to access such data, according to the defined user
rights and with the use of web services and SOA with the use of WSE (web services extensions).
The system should prevent direct access to the database for the integration with other systems. The same
interface for integration with external systems should provide capabilities for exchanging data with other
institutions by exchanging text files (txt, csv, xml and such).
SSL server certificate
The bidder should include in its offer a server SSL certificate with a validity period of minimum 2 years, enable
a green bar on the browser, when loading the web address, and be compatible with all web browsers. The
certificate shall offer the possibility to license multiple servers for hosting a single domain. Free of charge
withdrawal or repurposing of the certificate. In addition, the certificate should be in compliance with the
standards prescribed in “Directions for certifying information systems — section Conditions for certification in
accordance with the Law on electronic management”.
The software application should possess a service (module) for sending short messages to an already
existing SMS server within ZELS, i.e. to MICROSOFT MESSAGE QUEUE through which the SMS delivery is
The solution should also include a hardware platform where the software application will be executed. The
relevant functionality anticipates minimum 2 server platforms, 1 storage for keeping the data and infrastructure
that will connect these system components with the existing network infrastructure. For the purpose of
minimizing the expenses for cabling and power supply, it is planned for it to be placed in a single case with
common redundant power supply consisting of at least 4 power supplies that will function in 2+2 mode of
operation, redundant hot-plug fans and a network switch with minimum 8 external gigabit ports. The case with
all the built-in components of the system (servers, storage space, network switch, power supplies, etc.) should
not exceed 5U height in a rack cabinet. The case must also be equipped with a protective safety mask with a
lock and include sliding rails and a handle for operating the cables to be mounted in the rack cabinet. The rack
cabinet is not subject of procurement in this public procurement announcement. The case must have minimum 2
PCIe slots to support additional controllers and graphics cards.
The installed storage space should comprise at least 3TB Near-Line SAS hot-plug disks and have the ability for
expansion of at least 12 x 3.5” hot-plug disks, i.e. the capacity for at least 48 TB. The RAID controller should
have at least 1 GB flash memory and support minimum the following RAID configurations: RAID 0, 1, 5, 6, 10,
In order to enable uninterrupted functionality of the system within the following 3 years, each of the two server
platforms should possess at least the following minimum characteristics: Two-processor system with installed
at least one quadruple core processor at the frequency of minimum PassMark score of 15000, memory of
minimum 64GB RDIMM DDR3 and expandability of at least 384 GB. It should include at least 300 GB SAS hotplug
system useful capacity (configuration in RAID 1 group). The network communication should be carried out
through minimum 4 gigabit ports.
The bid needs to include all the necessary licenses for uninterrupted use of the software solution.
The management of the entire platform should be conducted through one unique console locally and remotely,
through which all resources will be managed such as the server nods, storage, network components, power
supplies without the additional installation of agents.
The entire hardware platform should have a warranty period of at least 3 years.
Technical and professional capacity:
1. The economic operator needs to have minimum three (3) confirmations/contracts for successfully
implemented software systems in the past three (3) years, with values, dates and purchasers;
2. The economic operator needs to have minimum ten (10) regularly employed certified persons as follows:
— Minimum 5 programmers employed in regular labour relation from which at least 2 programmers who possess
certificates for programming language for work in the area of the offered solution;
— Minimum 1regular employee with a certificate for administration of the platform in the area of the offered
— Minimum 2 regular employees with a certificate for the relation database for the offered platform.
3. The economic operator needs to have minimum two certified persons for management of IT services.
4. The economic operator needs to have minimum one certified project manager.
5. The Chief Project Manager nominated by the economic operator needs to possess at least ten (10) years
of relevant working experience as project manager in the IT industry, responsible for the operational activities
including: procurement, installation, configuration, integration, implementation, putting into operation and
support of IT solutions.
The economic operator needs to possess the following certificates for quality control:
Quality Management Standard — ISO 9001:2008
IT Service Management Standard — ISO 20000-1:2011
IT Security Management Standard — ISO 27001:2005.