Preparation of Recommendations for Strengthening Business Processes for Population Registration and Civil Registration

**Project:** ID for Inclusive Service Delivery and Digital Transformation in Indonesia

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES – FIRMS SELECTION)

 

Inclusive Service Delivery and Digital Transformation in Indonesia

Loan No. IBRD-95200-ID

Project ID No. P175218

 

Assignment Title	:	Preparation of Recommendations for Strengthening Business Process for Population Registration and Civil Registration
Reference No	:	ID-DITJEN DUKCAPIL-556455-CS-QCBS

 

The Government of Indonesia has received financing from the World Bank toward the cost of Inclusive Service Delivery and Digital Transformation in Indonesia (Loan No. IBRD-95200), and intends to apply part of the proceeds for consulting services.

The Directorate General of Population and Civil Registration (Ditjen Dukcapil) needs to strengthen population registration and civil registration services in Indonesia to ensure every citizen's right to legal identity and provide inclusive and reliable services nationwide. As a follow-up, Ditjen Dukcapil plans to develop recommendations for strengthening business processes for population registration and civil registration

In general, this activity will provide recommendations to: (i) assess and improve the current PR/CR business process and automate and integrate population data reporting with relevant institutions; (ii) address implementation gaps in 3T areas (Disadvantaged, Frontier, and Outermost regions) to ensure broader and more inclusive implementation; (iii) align service standards and facilities; and (iv) digitalization and archive management of Dukcapil to support effective PR/CR business processes.

The scope of work for this consultant service includes:

1. Current Condition Phase (As Is Phase)

In this phase, the Consultant maps the current conditions (As-Is) for all aspects of business process strengthening, including process mapping, obstacles, regional implementation variations, the needs of vulnerable groups, cross-agency governance, and serves as a baseline for analyzing the expected conditions and formulating recommendations.

2. Expected Condition Phase (To-Be Phase)

In this phase, the Consultant prepares draft recommendations/targets/expected conditions (To-Be) for the Dukcapil regarding the integrated PR/CR business process strengthening. These recommendations need to consider and align with service initiatives and innovations currently being developed by Dukcapil, for example, by integrating the Digital Population Identity (IKD) application and encouraging more systematic data exchange into new business processes.

3. Recommendation Report and Validation

The draft recommendations need to undergo a validation process, for example, in the form of workshops/detailed discussions and consultations with key stakeholders, such as the Dinas Dukcapil and other relevant institutions. Validation also needs to involve community groups, especially vulnerable groups targeted for service optimization. The recommendations that have been developed, following the validation process at Dukcapil Offices, shall be consolidated into the Recommendation Report, which is ready to be used as the basis for implementation assistance and limited pilot implementation at selected Dinas Dukcapil.

4. Implementation Assistance Phase

The consultant will plan and provide Implementation assistance for up to eight months to implement the Consulting Firm's recommendations. Implementation assistance and pilot testing can be carried out in stages, for example, initially limited to 3-5 Dinas Dukcapil, considering specific criteria, before being implemented in other regions, as recommended by the Consultant.

Implementation assistance includes facilitation of stakeholder coordination, support for policy reform, validation of the application of recommendations, and consolidation of implementation learning through agreed pilot activities. The consultant will not carry out service operations, system development, or take over agency authority.

The duration of project task implementation is estimated to be 15 (fifteen) months and the location of task implementation is located in Jakarta. The selected Consultants will be required to mobilize team for parallel and intermittent assignments according to the project tasks and requirements as specified in the Terms of Reference (ToR). The ToR and Company Experience List Template are available at the following link: (https://bit.ly/probiskomponen1).

The Ministry of Home Affairs, Directorate General of Population and Civil Registration now invites eligible consulting firms (“Consultants”) to indicate their interest in providing the services. Interested Consultants should provide information to demonstrate that they have the required qualifications and relevant experience to perform the Services such as brochures/company profile (indicating the core of business, year of business and technical resources) and description of similar assignments (including location/country, name of the Client, type of services provided, contract amount, period of contract, including the starting and the completion date) and contract value.

The attention of interested Consultants is drawn to paragraphs 3.14, 3.16, and 3.17 of the World Bank’s Procurement Regulations November 2020 (Fourth Edition), setting forth the World Bank’s policy on conflict of interest. Consultants will be shortlisted and selected in accordance with the QCBS method set out in the Procurement Regulation, November 2020.

The Bank requires that firms or individuals involved in Bank IPF procurement shall not have a conflict of interest. The Bank requires that Consultants:

a. provide professional, objective and impartial advice;

b. at all times hold the Borrower’s interest paramount, without any consideration of future work; and

c. in providing advice they avoid conflicts with other assignments and their own corporate interests.

Consultants shall not be hired for any assignment that would be in conflict with their prior or current obligations to other clients, or that may place them in a position of being unable to carry out the assignment in the best interests of the Borrower. Without limitation on the generality of the foregoing, Consultants shall not be hired under the circumstances set forth below:

a firm that has been engaged by the Borrower to provide Goods, Works, or Non-consulting Services for a project (or an affiliate that directly or indirectly controls, is controlled by, or is under common control with that firm), shall be disqualified from providing Consulting Services resulting from, or directly related to, those Goods, Works, or Non-consulting Services. This provision does not apply to the various firms (Consultants, contractors, or suppliers), which together are performing the contractor’s obligations under a turnkey or design and build contract;

b. a firm that has been engaged by the Borrower to provide Consulting Services for the preparation or implementation of a project (or an affiliate that directly or indirectly controls, is controlled by, or is under common control with that Consulting firm), shall be disqualified from subsequently providing Goods, Works, or Non-consulting Services resulting from, or directly related to those Consulting Services. This provision does not apply to the various firms (Consultants, contractors, or suppliers), which together are performing the contractor’s obligations under a turnkey or design and build contract;

c. neither a Consultant (including personnel and sub-consultants), nor an affiliate (that directly or indirectly controls, is controlled by, or is under common control with that Consultant), shall be hired for any assignment that, by its nature, creates a conflict of interest with another assignment of the Consultant;

d. Consultants (including their experts and other personnel, and sub-consultants), that have a close business or family relationship with a professional staff of the Borrower, or of the project implementing agency, or of a recipient of a part of the Bank’s financing, or any other party representing or acting on behalf of the Borrower, that is directly or indirectly involved in any part of: i. the preparation of the TOR for the assignment; ii. the selection process for the contract; or iii. the supervision of the contract, may not be awarded a contract, unless the conflict stemming from this relationship has been resolved in a manner acceptable to the Bank throughout the selection process and the execution of the contract.

The shortlisting criteria are:

A.        Core Business and year in Business:

At least 10 (ten) years’ experience in consulting work (non-construction).

B.        Similar experiences required:

Consultant must have successfully carried out all required experiences as follows:

1. The consulting company has experience in preparing grand designs / preparing or improving business processes at least 5 times in the last 5 years;
2. The consulting company has experience related to studies with a contract value of at least 3.5 billion rupiah in the last 5 years;
3. The consulting company has experience in consulting related to population or civil registration at least 2 times;
4. The consulting firm has experience in inclusive services/vulnerable populations;
5. The consulting company has experience related to archive management and digitalization at least 2 times;
6. The consulting company has experience working with the government (ministries/institutions) at least 5 times in the last 5 years;

C.        Technical and Managerial capability of the firm:

Availability within the firm of permanent (i.e. in the firm’s regular payroll), experts/ professional staff relevant to the assignment. Provide only the structure of the organization, general qualifications, and number of related key staff. Do not provide CV’s of the staff. The consultant may add list of its experts but should note that all experts qualifications will not be evaluated at the shortlisting stage.

 

Consultants may associate with other Firms to enhance their qualifications but should indicate clearly whether the association is in the form of a joint venture and/or a subconcultancy. In the case of a joint venture, all the partners in the joint venture shall be jointly and severally liable for the entire contract, if selected. In case of Joint Venture, the member firm appointed to represent the joint venture must be clearly identified.

 

Expressions of Interest (EOI) must be delivered in a written form latest by June 29th 2026 at 10.00 AM Jakarta Time, UTC +7. All participating bidders shall submit their Expression of Interest (EOI) proposal documents in Bahasa Indonesia, and shall not have the option of submitting their Bids electronically. The bidder has to submit 1 (one) hard copy and 1 (one) soft file (USB flash drive or external hard drive) along the original Bid in the same respective envelope (Please ensure the soft files are unprotected and converted into readable format). In case any inconsistency between soft files and hard copy, the hard copy shall prevail. If the soft files are not available at the opening of the Bid, the Procurement Committee may request for a submission of the soft files (USB flash drive or external hard drive) immediately during the opening of the Bid, in the presence of other Bidders’ representatives.

 

The opening of the EOI will be held on June 29th 2026 at 14.00 PM Jakarta Time, UTC +7 in Gedung G (UKPBJ) Lt. 1, Jalan Medan Merdeka Utara No 7 Jakarta Pusat. All bidder representatives are expected to be present at the time of the opening of the EOI.

 

Further information can be obtained at the address below during office hours 09.00 AM to 04.00 PM Jakarta Time, UTC +7.

Procurement Committee for Preparation of Recommendations for Strengthening Business Process for Population Registration and Civil Registration

Address	:	Gedung G Lt. 1, Jalan Medan Merdeka Utara No 7 Jakarta Pusat
Email	:	probiskomponen1@gmail.com