Individual Consultant for Development of a Concept and software requirement specification for online e-participation dashboard
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The current armed conflict in eastern Ukraine has had a direct and extremely negative impact on social cohesion, community security and the rule of law. While accepting the urgent need to address the challenges of restoration, economic recovery and peacebuilding in the areas directly and indirectly affected by the conflict in late 2014, the Government of Ukraine requested the international community to provide technical assistance and financial support to assess priority recovery needs. At the end of 2014, the United Nations, the World Bank and the European Union assessed the recovery and peacebuilding later approved by the Cabinet of Ministers in mid-2015.
Before the conflict over the last decade, UNDP had been actively represented in eastern Ukraine, with a focus on community development, civil society development and environmental protection. The work to address the specific development challenges occurring from the conflict and the above-mentioned is based on previous work and established partnership relations. It was initiated in 2015 through the United Nations Recovery and Peacebuilding Programme, which is a multilateral donor framework program jointly implemented by four UN partner agencies in cooperation with the Government of Ukraine.
Four United Nations agencies are implementing the United Nations Recovery and Peacebuilding Programme (UN RPP): the United Nations Development Programme (UNDP), the UN Entity for Gender Equality and the Empowerment of Women (UN Women), the United Nations Population Fund (UNFPA) and the Food and Agriculture Organization of the United Nations (FAO).
Twelve international partners support the Programme: the European Union (EU), the European Investment Bank (EIB), the U.S. Embassy in Ukraine, and the governments of Canada, Denmark, Germany, Japan, the Netherlands, Norway, Poland, Sweden & Switzerland.
The United Nations Recovery and Peacebuilding Programme is implemented to address and mitigate the causes and effects of the conflict. It is based on the results of the Assessment of Recovery and Peacebuilding and is consistent with the State Target Reconstruction and Peacebuilding Programme in the Eastern Regions of Ukraine, as well as with two regional development strategies until 2020. The United Nations Recovery and Peacebuilding Programme (UN RPP) provides for three main areas of activity: (i) supporting economic recovery in conflict-affected communities; (ii) promoting decentralisation and health care reform; (iii) strengthening public safety and social cohesion. The Programme is strongly consistent with the Framework Programme for Partnership between the Government of Ukraine and the United Nations. The Programme is closely associated with the Democratic Governance and Reform Programme which is implemented nationwide in all regions of Ukraine and complies with the Sustainable Development Goals (SDGs), in particular, SDG 16 (Peace, Justice and Strong Institutions).
As a territorial programme designed specifically for conflict-affected areas in eastern Ukraine, the United Nations Recovery and Peacebuilding Programme is focused on the main priority needs for stabilisation, peace development, economy and governance in eastern Ukraine after the outbreak of the conflict. It takes into account the opportunities provided by the Minsk Protocol dated September 2014 and revival of its cease-fire provisions and is fully adapted to create a link between humanitarian and developmental needs.
The Programme activities are grouped according to the following key components of the Programme, which reflect the priority needs of the region:
Component I: Economic Recovery and Restoration of Critical Infrastructure;
Component II: Local Governance and Decentralisation Reform;
Component III: Community Security and Social Cohesion.
UN RPP is intended to enhance active participation of citizens and to support the collaboration between actors for policy-making purposes within the all stages of governance. In 2019 the United Nations Recovery and Peacebuilding Programme supported activities in Donetsk and Luhansk oblasts aimed at capacity development – including awareness raising and field study – in e-participation at hromada and oblast level. The results of the study showed that the level of openness of local government websites to civic participation is extremely low. In 2020 the UN RPP has supported the elaboration of Measurement and Evaluation Tool for Engagement and e-Participation (METEP-Hromada) to allow residents to assess e-participation performance of their hromada based on their perception and personal experience.
With the purpose to create a data-based foundation for e-participation development initiatives, to provide civil society organizations with e-participation monitoring tool and represent corresponding practical recommendations, the UN RPP plans to support the development of the online dashboard of the citizens’ perception of e-participation for communities of Donetsk, Luhansk and Zaporizhzhia oblasts. In this regard UN RPP is inviting reputable and qualified consultants with a track record of designing the indicators systems to develop a Concept and software requirement specification for online e-participation dashboard.
The project is to be implemented under the support of the European Union (EU) and the governments of Canada, Denmark, Sweden and Switzerland.
The financial management of the task is entrusted to the United Nations Development Programme (UNDP).
Duties and Responsibilities
II. Main objectives of the assignment
The main goal of the assignment is the development of the Concept of the online dashboard to represent the citizens’ perception of e-democracy and e-participation, to reflect the state of e-participation in partner territorial communities of the UN RPP, to identify bottlenecks in the process of local democracy digitization, and to visualize the comparative advantages and drawbacks based on the research of existing composite indicators such as METEP-Hromada and the UN E-Governance Index.
At the time, e-Participation as an area of local authorities activity in communities of Donetsk and Luhansk oblast is virtually non-existent. It is because of the lack of awareness of best practices, lack of access to innovative digital tools, shortage of relevant skills and capabilities, passivity of ordinary citizens to engage. The purpose of the Dashboard is not limited to the raising awareness of e-participation tools, but also lies in promoting of the new participatory opportunities and of strategic approach to their implementation.
The dashboard concept should represent a structured view of the e-participation system at the levels of communies, rayons, oblasts, and reflect its various aspects (including, but not limited to e-information, e-engagement, e-cooperation, e-consultation). The displayed data in aggregate should compose the basis for (1) the formation of a comprehensive vision of the current situation by active citizens and CSOs and (2) decision-making on the priority directions for the development of e-participation in the community.
III. DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK
Under the supervision and day-to-day coordination with the Community Mobilization Officer (UN RPP), the consultant should perform the following tasks:
1. Development of Concept of the online dashboard on e-participation.
The concept of the dashboard must include the description of its general structure, the methodology of data collection and algorithms of composite indicators calculation. This requires the completion of the following subtasks:
- forming of groups of quantifiable composite indicators, which would necessarily and sufficiently describe the state of e-participation in partner territorial communities of Ukraine, including the indicators that represent the enabling environment for women, elderly people, rural communities youth to voice their priorities through ICT;
- formation of algorithms for calculation of intermediate indicators, which form the base for composite indicators of the state of electronic democracy in territorial communities of Ukraine;
- designing of the sample structure of panels, their hierarchy and their possible arrangement, considering adequate perception of the information, intuitive, inclusive and user-friendly design to ensure positive user experience;
- development of contextual user recommendations on access to interactive dashboard structure, different type of panels as a visualization tool for reviewing composite indicators depending on the purposes, data structure, user category, general dashboard panels layout.
2. Development of a Software Requirements Specification of the online dashboard.
The software requirements are based on the Concept and contains the information for web-development of the Dashboard. The Requirements must include:
- description of the necessary technical characteristics of the database, including the data import, export and storing requirements;
- recommendations on users categorization and related platform functions, depending on user’s needs and goals: dashboard reviewing, data loading, designing panels. Describe the workflow for each user category;
- specification of the access modes to available data sets, both primary collected and calculated for each user category;
- description of the required means of data export and import;
- structure of survey forms to fill the main database array;
- description of the logic of data processing tools based on the specified formulas and the calculation procedure.
- Description of inclusive access requirements that should be implemented by the dashboard developers
The following deliverables will be provided by the Consultant:
Anticipated date of completion
Report 1, The Concept of the online dashboard on e-participation is prepared and approved by UN RPP (including the executive summary)
Up to 8 weeks after the start of the assignment
Report 2, Technical requirements for the Platform development are prepared and approved by UN RPP (including the executive summary)
Up to 12 weeks after the start of the assignment
V. Proposed Payment Schedule
UNDP will pay the negotiated amount in 1 tranche as per delivery of the outputs outlined above:
- 50% of the total payment upon completion of Deliverable #1.
- 50% of the total payment upon completion of Deliverable #2.
The payments will be processed upon the full completion and acceptance of deliverables in accordance with certificate of payments provided by the Community Mobilization Officer.
Both installments will be paid upon the full completion and acceptance of corresponding contractual obligations whereupon the Community Security and Social Cohesion Component Lead signs the certification of acceptance.
VI. Monitoring and Reporting Requirements
The Consultant will report to the Community Mobilization Officer of the UN Recovery and Peacebuilding Programme who accept and approve deliverables specified above.
The Consultant must adhere to the system of monitoring, evaluation and quality control implemented by the UN RPP and provide the necessary information, reports and tools according to the preset schedule or as soon as possible (within a reasonable time).
All reports to the UN RPP shall be submitted electronically (Formats of: * .docx, * .xlsx, * .pptx, * .pdf) on electronic source or in the form of electronic communication with the attached final product. The reports should be prepared in Ukrainian.
VII. Experience and Qualifications Requirements
- Master’s Degree in sociology, political science, economy, management or in other related field; PhD would be an asset.
- At least 5 years of relevant experience in research activities in corresponding fields (sustainable development, political and democracy study, monitoring and large-scaled systems development metrics, other relevant field).
- Proven record of published research results in corresponding fields (sustainable development, political and democracy study, monitoring, and large-scaled systems development, other relevant field).
- Language Requirements: Fluency in written and spoken Ukrainian is required.
The Consultant will promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.
VIII. Documents to Be Included When Submitting the Proposals
Applicants shall submit the following documents:
Professional Resume/CV (or UNDP P11 form), including information about experience in similar projects / assignments with at least 2 contact details for reference letters request;
Financial proposal (according to defined deliverables);
IX. Financial Proposal
Lump sum contract
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 instalments 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).
Required Skills and Experience
X. EVALUATION CRITERIA
UNDP will use a two-stage procedure for evaluating applications with an evaluation of the technical proposal being completed prior to any price proposals are compared. The technical part will be evaluated on the basis of its relevance to the Terms of Reference. The following criteria will be rated as indicated below:
- Master’s Degree in sociology, political science, economy, management or in other related field - 18 points max: Master’s degree – 12 points, PhD or similar – 18 points ;
- At least 5 years of relevant experience in research activities in corresponding fields (sustainable development, political and democracy study, monitoring and large-scaled systems development metrics, other relevant field) - 18 points max: 5 years – 12 points, 10 years and more – 18 points .
- Proven record of published research results in corresponding fields (sustainable development, political and democracy study, monitoring and large-scaled systems development metrics, other relevant field) – 28 points max: 1 publication – 19 points, 2 publications - 24 points, 3 publications and more – 28 points
- Professional fluency in Ukrainian and Russian, both written and oral - 6 points max: Fluency in Ukrainian and Russian – 6 points.
XI. EVALUATION METHOD
Combined scoring method
Contract award shall be made to the incumbent whose offer has been evaluated and determined as:
a) responsive/compliant/acceptable, and
b) having received the cumulative highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.
* Technical Criteria weight: 70%
* Financial Criteria weight: 30%
Only candidates obtaining a minimum 70% from the maximum available technical score (49 points) would be considered for the Financial Evaluation
The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:
30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].
The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract.