National Consultant for ICT-A2I

Background

Government is a facilitator to the people and its fundamental responsibilities are easing access to information and services to improve the social and economic well-being of the citizens. Under the supervision of the a2i programme, fundamental progress has been made in improving access to public services through e-Services. Moreover, a2i has taken initiative to train Government officials through capacity building on “Training on e-Governance Service Design and Planning”.

The objective of the project is to increase transparency, improve governance, and reduce the time, difficulty and costs of obtaining government services for underserved communities of Bangladesh. This is to be achieved by the following 4 components of the project:

Component 1: Strengthening existing e-services and launching a second generation of integrated, inter-operable e/m-government applications; (e-Service)

Component 2: Sensitizing government officials, training for service providers and expanding digital literacy among the general public; (Capacity and Awareness)

Component 3: Forging strong policy and strategy links to ensure implementation of needed legal and regulatory changes in support of the project; (Enabling Environment) and

Component 4: Promoting innovation in the delivery of e-services. (Innovation)

The Rights, Empowerment and Cohesion for Rural and Urban Fijians (REACH) Project, UNDP Pacific Office has developed a concept the “Start-to-Finish (S2F) Service Delivery Tracker”, the purpose of which is to track services provided by the relevant Government stakeholders, and in particular the Ministry of Women, Children and Poverty Alleviation from end-to-end in Fiji during outreach activities undertaken through Project REACH. Currently, under Project REACH service delivery is being undertaken utilising three mobile service delivery teams using buses, which are moving around different – typically remote – locations in Fiji to provide social, economic and legal services. For further development of this concept, along with a technical requirement analysis, definition of the scope and an implementation plan, a technical expert was requested through a2i, UNDP Bangladesh. In response to this request, a2i sent an Innovation Specialist to Fiji, who participated in a Lessons Learned Workshop, where the concept of the S2F Service Delivery Tracker was presented before the key stakeholders. The Innovation Specialist, a2i shared his view there that a similar kind of service tracking system named “DCMS (Digital Centre Management System)” is running successfully in Bangladesh, and recommended that it could be used as the proposed “S2F Service Delivery Tracker” with some necessary customization. This will help to deploy the innovation rapidly in Fiji, and save time and money. The REACH Project, UNDP Pacific Office, appreciated this proposal and demonstrated interest to take this further. In this connection, the REACH Project, UNDP Pacific Office, requested a2i through UNDP Bangladesh for recruiting an IT specialist from local resources in Bangladesh, so that s/he can coordinate closely with the a2i team, the identified IT Vendor in Bangladesh, and assist in scoping of the requirements, project planning, supervision of the development and pilot, and overall maintenance of a standard project governance model for the smooth execution of the project.

In this context, Access to Information Programme - II (a2i) is looking to recruit an ICT Consultant – for the S2F Service Delivery Tracker for Fiji who will be responsible for ICT consultation and coordination, communication correspondence, requirement analysis, software development monitoring, vendor management and piloting of the project. This is funded under the REACH Project, UNDP Pacific Office, and a2i will provide the necessary technical support through their experts and by appointing a local ICT expert (Consultant) for this assignment.

Objectives:

The overall objectives of the assignment will be the following:

• Feasibility study and analysis of the requirements collected from project stakeholders in Fiji;
• Appropriate scoping of the requirements, with the help of relevant stakeholders;
• To assist in preparing the development and pilot plan of the S2F Service Delivery Tracker, considering maximum reusability of DCMS along with customization;
• To supervise software development performed by the project-contracted IT vendor;
• To supervise the QA, testing and UAT;
• To supervise the knowledge-transfer sessions;
• To supervise the pilot of the S2F Service Delivery Tracker software;
• Overall, keep track of the effective deployment of the project, as per the expectations and standards of the REACH Project, UNDP Pacific Office.

Duties and Responsibilities

The assignment will focus on the following areas and activities:

• Preparing the S2F Service Delivery Tracker Management model and relevant plans towards development and implementation of the S2F Service Delivery Tracker of the REACH Project, UNDP Pacific Office, as a quick- win initiative.
  • Understand the scope of the project, consider the functional and non-functional requirements of the stakeholders, and align with the objective of the project.
  • Select the suitable and standard methodology to manage the project.
  • Prepare and propose milestones of the project, as per the guidance of a2i, UNDP Bangladesh, and the REACH project, UNDP Pacific Office.
  • Prepare and propose the S2F Service Delivery Tracker’s management model.
  • Prepare and propose the S2F milestone tracker and acceptance criteria as per the expectation of the REACH Project, UNDP Pacific Office, and a2i, UNDP Bangladesh.
• Deliverables:
  • S2F Service Delivery Tracker’s Management Plan, accommodating an agile management approach that includes development and testing of a minimal viable product and subsequent prototype iterations with end-users before finalization of the software.
  • S2F Milestone Tracker.
• Coordinating for a system requirement study and analysis of the S2F Service Delivery Tracker project, and to ensure clear understanding of the project scope by the concerned IT Vendor.
  • Coordinate and ensure appropriate information exchange amongst the relevant stakeholders to understand the project scope thoroughly.
  • Deep analysis of the system requirements based on the available documents and information.
  • Take guidance from a2i, analyze the requirements, and provide recommendations to REACH Project, UNDP Pacific Office, for appropriate scoping of the project.
  • Ensure necessary documentation of scope of work and deliverables.
  • Arrange and coordinate vendor briefing sessions.
  • Supervision of the vendor on understanding the scope and prepare answers to their queries with the help of REACH Project, UNDP Pacific Office and a2i, UNDP Bangladesh.
  • Supervise the vendor for the preparation of the technical solution document and project delivery plan, as per the expectation of the REACH Project, UNDP Pacific Office.
• Deliverables:
  • Finalization of the technical scope of work by the IT vendor.
  • Finalization of the project delivery plan by the IT vendor.
• Supervising, managing and coordinating with the IT Vendor to ensure quality and timely delivery of the S2F Service Delivery Tracker System on behalf of REACH Project, UNDP Pacific Office.
  • Ensure all vendor correspondences as the technical lead of the project on behalf of REACH Project, UNDP Pacific Office.
  • To make the vendor understand the scope and deliverables of the project.
  • To ensure timely and quality delivery of the project milestones by the vendor, using agile management principles.
  • Close supervision on the vendor development and delivery activities so that they cannot deviate from the actual project plan and delivery milestones.
  • Communication and escalation management as the technical lead of this project and keep the pace of project deliverables as per plan.
  • Overall, act as the bridge between the vendor, REACH Project, UNDP Pacific Office and a2i to ensure necessary decisions and actions are undertaken on time.
• Deliverables:
  • S2F Service Delivery Tracker Software development and delivery by the IT vendor with QA.
    • Development and test of minimal viable product with end-users
    • Development and test of additional prototype iterations with end-users.
  • Complete pilot of the finalized software by the vendor.
  • Complete training sessions by the vendor.
• Providing all kinds of technical advisory, coordination, managerial and expert support on behalf of REACH Project, UNDP Pacific Office, for the successful development, deployment and pilot implementation of the S2F Service Delivery Tracker.
  • Lead the technical discussions and play a pivotal role in guiding & recommending appropriate technical solutions for this project.
  • Address all technical issues that will be raised during the project period, both from the REACH Project, UNDP Pacific Office, and the vendor’s side.
  • Leverage the experience of a2i, UNDP Bangladesh, and utilize it during the customization of the software developed by the vendor.
  • Act as the project management technical leader all through the project timeline, and ensure the required decisions are taken on time for the smooth execution of the project from initiation to pilot.
• Deliverables:
  • Approval of the project scope and deliverables.
  • Ensure decisions take place on time.
• To perform close and timely monitoring, follow-up, reporting and efficiently managing all types of communication, correspondence and documentation regarding this S2F Service Delivery Tracker development and deployment on behalf of REACH Project, UNDP Pacific Office.
  • Initiate technical meetings as per the requirements of REACH project, UNDP Pacific Office.
  • Manage and organize discussion topics of the meetings with the vendor, a2i and the REACH project, UNDP Pacific Office.
  • Appropriate documentation of the decisions taken in the meeting and proper distribution of the meeting minutes.
  • Ensure timely reporting on various aspects of the project to REACH Project, UNDP Pacific Office and a2i,
  •  Preservation of the technical documents produced during the project phases and maintain the version control.
• Deliverables:
  • Ensure timely reporting required for the project.
  • Ensure all necessary communication correspondences with the vendor, a2i and the REACH Project, UNDP Pacific Office.
  • Production of related documentation and archiving these documents in a methodical manner.
• Visiting Fiji for S2F Service Delivery Tracker covering extensive requirement analysis, deployment and training to guide the concerned vendor (if required cost will be bear by UNDP). 
  • To guide the vendor during the requirement analysis phase of the project, and on-site visit(s) may be required.
  • During the pilot deployment of the project, on-site visit(s) may be required to ensure smooth deployment of the pilot.
  • On-site visit will be required for knowledge-transfer sessions and to conduct training sessions. The details of the two proposed missions to be undertaken to Fiji by the ICT Consultant are as follows:

Sl No.	Purpose of Visit	Duration		Priority	Alternative
1.	Extensive requirement study and analysis	3-5 Days		Optional	Series of meeting with the concerned stakeholders and actors over skype and other audio/video conference or meeting.
2.	User Training, System deployment, launching and starting of Pilot operation	2-4 Days		Required	Training can be provided over video conference if the necessary arrangement will be done in Fiji.

•  Deliverables:
  • On-site extensive study by the vendor and a report on requirement analysis.
  • Handover of the SOP (standard operational procedures) and training sessions.

Supervision and Performance Evaluation:

The ICT Consultant will report to the focal point of the REACH Project, UNDP Pacific Office, and also to the Innovation Specialist (IT Manager) of a2i, UNDP Bangladesh. They will be responsible for reviewing the performance and approve the deliverables of the Consultant.

Timeframe:

The assignment will be for the duration of maximum 06 months (It will depend on the timeline of S2F Service Delivery Tracker deployment by the IT Vendor, as the ICT Consultant will require to play this role till the deployment of this system).

Reports:

The ICT Consultant will be working with the Capacity Development team of the Access to Information Programme - II. Therefore, the Policy Advisor will regularly monitor the activities of the incumbent.  There will be the requirement for the provision of regular written reports as indicated below, with the format to be discussed at the commencement of the assignment.

Inputs:

The final deliverables of the assignment will be the following:

Deliverables	Assignments	Duration
01	Requirement Analysis, technical scope for finalization of the work, the project plan, and the project governance model; with provision of report.	15 days
02	Contract establishment with a suitable vendor for the development and pilot of the software; with provision of report.	5 days
03	Software, system and project delivery plan by the vendor along with the pilot and knowledge-transfer session; with provision of report.	10 days
04	Supervision and close monitoring of the software development deliverables along with acceptance of the deliverables; with provision of report.	55 days
05	Testing, QA and UAT of the software, particularly employing an agile management approach; with provision of report.	10 days
06	Complete the knowledge-transfer sessions arranged by the IT vendor; with provision of report.	5 days
07	Supervise the pilot deployment of the software, and share the overall report on pilot project performance; with provision of report.	10 days
Total		110 days

Tentative Payment Schedule:

• The incumbent will be paid on a deliverable basis.

Competencies

Corporate:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Familiar with and shares the vision of human development as laid out in the flagship HDR series.

Functional:

• Knowledge on IT Project Management, IT Operational Standards and Software Development lifecycle (SDLC) Management are expected. Certificates on PRINCE 2, COBIT, ITIL, etc. will add significant value.
• Disseminates specialized knowledge and experience in IT vendor management area.
• Cross-border IT project management experience is preferable.

Development and Operational Effectiveness:

• Able to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.
• Able to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems.
• Able to perform work of a confidential nature and handle a large volume of work.
• Has a good knowledge of financial rules and regulations.
• Able to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management:

• Focuses on results for the client.
• Has demonstrable leadership skills.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm, in control and good humoured even under pressure.
• Demonstrates openness to change.
• Responds positively to feedback and differing points of view.

Language Required: Fluency in speaking and writing in English.

Required Skills and Experience

Academic Qualifications:

• University degree in Engineering (EEE/CSE/ICT) or any relevant subject.

Years of experience:

• At least 10 years of experience in a relevant field. Proven experience with agile management techniques is a requirement.
• At least 5 years’ experience in a managerial role.
• At least 3 years of experience in IT Partnership Management at an international level

Evaluation of the Candidates

Individual consultants will be evaluated based on the following methodology

Cumulative analysis

The candidates will be evaluated through Cumulative Analysis method. The award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

Only candidates obtaining a minimum of 49 points in the technical evaluation would be considered for Financial Evaluation.

Technical Evaluation Criteria (Total 70 marks)

• Educational qualification. (10 marks)
• Experience in the relevant field in national/ international organization. (30 marks)
• Experience of working at field administration. (20 marks)
• Experience in working with relevant field. (10 marks)

Financial Evaluation (Total 30 marks)

All technical qualified proposals will be scored out 30 based on the formula provided below. The maximum points (30) will be assigned to the lowest financial proposal. All other proposals received points according to the following formula:

p = y (µ/z)

where:

• p = points for the financial proposal being evaluated;
• y = maximum number of points for the financial proposal;
• µ = price of the lowest priced proposal;
• z = price of the proposal being evaluated.

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).

Financial Milestone

• 1st Installment: 10% of the total contract amount-Requirement analysis, technical scope of work finalization, project plan and project governance model; with provision of report;
• 2nd Installment: 10% of the total contract amount-Contract establishment with a suitable vendor for the development and pilot of the software; with provision of report;
• 3rd Installment: 10% of the total contract amount-Software, system and project delivery plan by the hired IT vendor, along with pilot and knowledge transfer session(s); with provision of report;
• 4th Installment: 40% of the total contract amount-Supervision and close monitoring of the software development deliverables, along with the acceptance of the so developed deliverables; and provision of report;
• 5th Installment: 10% of the total contract amount-Testing, QA and UAT of the software; and provision of report;
• 6th Installment: 10% of the total contract amount-Complete the knowledge transfer sessions arranged by the IT vendor; and provision of report;
• 7th Installment: 10% of the total contract amount-Supervise the pilot deployment of the software and share the overall report on the pilot S2F project performance; and provision of report.

Candidates are requested to submit their financial proposal using the template from the below link;

http://www.bd.undp.org/content/dam/bangladesh/docs/Jobs/Interest%20and%20Submission%20of%20Financial%20Proposal-Template%20for%20Confirmation.docx

Documents to be included when submitting the Proposals

• Explaining why you are the most suitable for the work.
• Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;
• Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
• Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided.

Travel:

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel.  In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and ICT Consultant, prior to travel and will be reimbursed.