Terms of Reference
Regarding
Geographical Information System (GIS) development in EUACI’s partner cities: Chervonohrad and Zhytomyr
Date: 26-Sept-2022
1. Background and context
The European Union Anti-Corruption Initiative (EUACI)
The European Union Anti-Corruption Initiative (EUACI) in Ukraine is a joint EU and Government of Denmark financed programme aimed at supporting Ukraine in its efforts to reduce corruption at the national and local level through the empowerment of citizens, the civil society, businesses and state institutions. In May 2020, the EUACI entered into its phase II that runs till mid-2024.
The EUACI has three components supporting anti-corruption reforms from different angles:
Component 1, supporting key state anti-corruption agencies in improving their effectiveness and independency;
Component 2, supporting selected integrity cities in the efforts to strengthen their integrity, transparency and accountability; and
Component 3, supporting Ukraine’s civil society, media and business community in the efforts to increase awareness of and engagement in anti-corruption activities.
This specific assignment concerns the EUACI’s support to integrity cities (Component 2). The component aligns with the government’s encouragement of the adoption of e-government functions by using ICT to improve the efficiency, effectiveness, transparency and accountability of government at all levels.
In this context, the EUACI is seeking a Contractor that can work closely with the EUACI and its partner cities in GIS development and implementation.
These Terms of Reference (ToR) provide more details about the assignment.
The partnership with Integrity Cities
The five integrity cities with which the EUACI has entered into a partnership under its component 2 are: Chervonohrad, Chernivtsi, Mariupol, Nikopol, and Zhytomyr. In 2022 the Mykolayiv city council became the new partner.
During phase 1, the EUACI worked with these cities to strengthen their systems and tools to enhance integrity, transparency, and accountability. The partnership will continue in the current second phase of EUACI, focusing on the continued development of the various integrity tools launched during phase one.
One of the integrity tools promoted during the first phase was the Geographic Information System (GIS).
The Geographic Information System (GIS)
The GIS designed with the Іntegrity Cities aims to capture, store, analyze, manage, and present all types of spatial or geographical data. The GIS as a tool for strengthening integrity rests on the idea that a well-designed GIS (based on actual, high-quality, standardized geospatial data) can be a strong foundation for more efficient and effective municipal management of public resources, and increasing citizen engagement and participation in public planning and decision-making processes.
A reason for this potential is that GIS makes it possible to combine the simultaneous analysis of statistical-, demographical-, and geographical data; and for excellent visualization of the results. In particular, the ability to visualize the results of often very complex analyses of large amounts of data has been shown to help decision-makers and ordinary citizens better understand these results and how public plans and decisions will affect them.
Hence, a “Geo-Portal” understood as a publicly accessible module of geo-information system can help increase transparency and accountability on municipal management because it is quite difficult to manipulate open map data and facilitate increased citizen awareness of and e-participation in public planning and decision-making processes.
The EUACI supported the five partner cities in developing and implementing GIS modules during phase І. This has resulted in functioning GIS in two cities that now needs to be updated and developed in accordance with the requests of city councils and their executive bodies.
Technical Assistance
These Terms of Reference (ToR) are intended to meet the partner cities’ need for technical assistance with the development and improvement of GIS.
2. Purpose
The purpose of the assignment is to provide a sound technical foundation for the EUACI's support to its partner cities in further development and expansion of GIS functionality.
The assignment aims to provide services for the GIS development for Chervonohrad and Zhytomyr.
3. Objective
The objective of the assignment is to provide services required for the GIS development in the five partner cities according to the technical requirements annexed to this Terms of Reference.
4. Scope of work
The scope of work includes all the activities necessary to ensure the achievement of the objective above, including, but not necessarily limited to:
Kick-Off:
1) Present updated work plan and assignment implementation strategy and considerations to EUACI Component Team during Kick-Off meeting.
GISmodules development:
2) Based on the technical requirements (Annexes 1-2) approved by Integrity Cities to draft terms of references (technical specification) for the development of each GIS subsystem (module) for five partner cities;
3) Present terms of reference (technical specifications)the to EUACI Component Team and representatives of Integrity Cities;
4) Develop the beta-version of subsystems (modules) of GIS, and create databases based on the approved detailed technical requirements (technical specification) for each city, namely:
|
Zhytomyr |
“Green zones management” |
|
“Landscaping and sanitation” |
|
|
Chervonohrad |
"Electronic cabinet of surveyor" “Analytical module” |
5) To organize the process of testing the beta versions of the developed subsystems (modules) in the city councils and address the comments received from the municipalities at the testing stage
6) Update the subsystems (modules) based on the test results and transfer the subsystems (modules) to cities;
7) Collect data for subsystems (modules) from municipalities, clean the data received and geocode it, refine it and upload in subsystems;
8) Provide training to local officials on how to work with, and administer the developed subsystems (modules);
9) Conduct a basic technical assessment of the developed subsystems (modules), develop and present basic technical assessment report to EUACI Component Team and partner cities;
10) Prepare technical documentation, instructions, manuals, prepare training videos and provide them to municipalities.
Presentation of developed GIS:
11) Participate in public presentations of the developed GIS subsystems (modules) organized by EUACI and Integrity Cities.
5. Deliverables (output)
The deliverables are presented in Table 1 below along with a tentative timeline.
All deliverables are expected to be delivered in soft and hard copies unless otherwise agreed upon. Soft copies shall be submitted via email to the indicated EUACI contact person.
Table 1: Summary of deliverables/outputs and the tentative timeline for delivery.
|
# |
Deliverable/Output |
Timeline |
Note |
|
1 |
Updated work plan, showing the timing for the GIS development with detailed terms of reference, beta-version development, testing, training and public presentations |
2 weeks after the contract signing |
To be submitted to the EUACI contact person by email during the Kick-Off meeting ahead of the presentation. |
|
2 |
Detailed terms of reference (technical specifications) for the GIS development and approved by partner cities |
8 weeks after contract signing |
These should be 4 separate detailed terms of reference (one for each partner city) presenting how the GIS subsystems (modules) shall function, reflecting both business processes agreed with cities and technical requirements. |
|
3 |
Data management: сollection, processing, cleaning, geocoding and uploading of data in the GIS module |
3 months after detailed terms of reference approval |
It should be formed qualitative and structured sets of geospatial data based on data transferred by partner cities |
|
4 |
The beta-versions of 4 GIS subsystems (modules) are developed for each of the partner cities and data are collected, refined, geocoded and uploaded in subsystems. |
6 months after detailed terms of reference approval |
The beta-versions of 4 GIS subsystems are developed for each city and presented to them. Note: All subsystems should be developed according to the detailed terms of reference (specifications) based on technical requirements and approved by EUACI and cities. |
|
5 |
The updated version of 4 GIS subsystems (modules) installed on city servers and put into operation (productive) |
6 months after detailed technical reference approval |
After testing the beta version of the developed subsystems (modules) and addressing the comments received from municipalities, the updated version of 3 subsystems should be installed and configured on the municipalities’ servers, all documentation provided. |
|
6 |
The basic technical assessment of the developed GIS subsystems (modules) is conducted. |
1 month after the beta version is developed and tested |
The basic technical assessment of the developed and installed GIS subsystems (modules) in Integrity Cities is conducted, and a report is provided to EUACI staff and Integrity Cities. |
|
7 |
Preparation of training plan and at least 4 training sessions provided for public officials responsible for working in developed subsystems (modules)of the partner cities |
1 month after the beta version is developed and tested |
A contractor is expected to develop training materials and a plan that includes at least 4 training sessions for public officials responsible for working in GIS subsystems (modules). A training plan is a subject for EUACI and municipalities approval. Training sessions are conducted, the list of participants and trained officials are provided to the EUACI staff with training materials. |
|
8 |
Public presentation of GIS in partner cities. |
1 months after the subsystems were installed and configured on municipalities’ servers |
EUACI will organize the public presentations of the developed subsystems (modules) in each city. A contractor is expected to contribute to developing presentation materials and delegate a representative for presentations. |
The timelines indicated in the table above are indicative. The contractor will reflect on and update the timelines for different activities during the preparation and updating of the contractor’s work plan. During the Kick-Off meeting with the EUACI Component Team, the contractor’s updated work plan will be discussed, including the proposed timeline for the different activities and the submission of deliverables.
6. Timing
The expected duration of the assignment is 9 months, with a tentative start in October 2022 and completion in June 2023.
7. Methodology
The contractor will work under the supervision of the EUACI Team Leader for Component 2.
Based on the consultations with the EUACI staff and the needs identified in the documentation provided from partners, the contractor will prepare the work plan and send it to the EUACI Team Leader for Component 2 for approval at least a full work week ahead of time.
The contractor's work plan shall be output-based, specifying the outputs the Consultant will be delivering or contributing to, the activities carried out, and the input required in terms of workdays.
Table 2: Tentative activity phases and estimated required workdays
|
Phase |
Activity |
No. of days |
Note |
|
1 |
Preparation of work plan |
2 |
Including analysis of technical requirements and communication with partner cities |
|
2 |
Development of detailed terms of reference (technical specifications) |
9 |
Including analysis of technical requirements, visits to partner cities, collection of requests from partner cities, approval of final versions of ToR by executive bodies of city councils |
|
3 |
Development beta-versions of 4 GIS subsystems (modules) |
30 |
Including building architecture, design, coding and basic testing |
|
4 |
Collection, processing, geocoding, cleaning and uploading of data in the GIS modules |
26 |
Including data collection, data analysis, data processing, data cleaning, data geocoding, data analysis, testing and feedback from partner cities |
|
5 |
Development of final version of 4 GIS subsystems (modules) and launch on city servers, put into operation (productive) |
30 |
Module upgrades including testing and collected feedback from partner cities |
|
6 |
Conducting a basic technical assessment of the developed GIS subsystems (modules) |
9 |
Including general external independent code quality assessment, user-friendly design requirements, general analysis of product compliance with basic cyber security standards and preparation of a detailed report |
|
7 |
Development of training plan and provide 4 training sessions |
12 |
Including curriculum preparation, training materials and conducting offline seminars in cities |
|
8 |
Public presentation of GIS in partner cities. |
3 |
Including preparing presentations for each city and participating in offline public events in each city |
|
|
Total |
121 |
|
The contractor should appoint a responsible project manager for communication with the EUACI Component Team and responsible managers for communication with each of two cities.
The contractor reports monthly about the work plan implementation and plans to EUACI Team Leader for Component 2.
8. Payment
Payment will be made in a maximum of two instalments.
The first instalment, representing a maximum of 30% of the total contract value, will be made after receipt of the contractor’s updated work plan.
Second, and final payment will be made upon receipt and approval by the executive bodies of city councils and all other supporting documents, including a Final Invoice.
Payment will be based on the actual days worked, the agreed daily fee rate and the expenses incurred by the contractor during the period. Payment will require verification of completion of deliverables and approval by the Team Leader for Component 2 of the Contractor deliverables and expense outlay.
Travel costs and other reimbursable costs will only be accepted if they are in compliance with the guidelines in the contract.
9. Qualifications and Competence of Staff
The assignment described above is expected to be carried out by a qualified Contractor.
The contractor has to meet a minimum of the following requirements:
- official registration of legal entities or individual entrepreneurs according to the legislation of Ukraine;
- minimum 3 years of experience with GIS projects, including developing and implementing GIS for local self-governments, territorial communities, business process reengineering;
- minimum 6 successfully implemented GIS projects in the field of GIS for local self-governments;
- minimum 3 years of experience from working with GIS/Spatial technologies and leading the development of GIS-based software projects; and
- minimum 2 years of experience with training for public officials in GIS/spatial technologies and providing consulting services to users on the use of GIS software;
- minimum 3 years of experience of cooperation with local self-governments on the development and implementation of software;
- the level of qualification of the specialists involved in the project (summary of the involved specialists) should be high (minimum master degree in computer science, GIS or relevant field);
The contractor's core team shall include the following profiles:
|
Position |
Team lead, project manager |
|
1-General Qualifications |
|
|
2-Adequacy for the assignment |
|
|
3-Experience in the region and language |
|
|
Position |
GIS specialist |
|
1-General Qualifications |
|
|
2-Adequacy for the assignment |
|
|
3-Experience in the region and language |
|
|
Position |
Geoinformatics expert |
|
1-General Qualifications |
|
|
2-Adequacy for the assignment |
|
|
3-Experience in the region and language |
|
10. Estimated budget and level of effort
The maximum budget available for this assignment is DKK 220,770 (equivalent to approx. EUR 29 633,50). This amount includes subsistence allowance for field work in the partner cities as well as costs related to local travel, and other project-related costs such as for example audit, basic technical assessment and printing.
Proposals, where the Contract Price offered, exceed the above maximum budget will be rejected.
11. Management
The contractor is responsible for the timely delivery of the outputs required in the required quality and quantity for the internal management of the contractor’s team.
The EUACI will appoint a contact person responsible for the management of this assignment from the side of the EUACI, including for any correspondence with regard to the implementation of the assignment and for issues related to the agreement between the contractor and the EUACI. The contractor will report to and ensure that the appointed contact person is copied in on all relevant communication related to the assignment, including correspondence with all the five partner cities and any other stakeholders.
12. Background documents
The key background document is the Programme Document for EUACI, Phase II, and specifically the draft Development Engagement Documents (DEDs) for the five integrity cities.
In the preparation of documents, the contractor is obligated to take into account the related local regulations about the operation of GIS, national legislation in the field of geospatial data infrastructure, and standards of the national legislation in the field of open data.
Annex 1 Technical requirements for development GIS for Chervonohrad city council and Zhytomyr city council
- Bidding details
The bidder must submit the following information to be considered:
- A brief profile (maximum two pages) of the company;
- A list of assignments (projects), similar to this project, implemented in the last five years;
- The CVs (no more than three pages for each person) of the core team members who will be involved in the project;
- Provide a detailed description of the methodology and scope of work;
- Provide a budget for the services in EUR, inclusive of all taxes or other such charges.
The deadline for proposals submission is October 23, 2022
- How to apply
Questions should be addressed to Dmytro Naidin, dmynai@um.dk cc: tarslu@um.dk no later than October 14, 2022 16:00 Kyiv time.
The proposals shall be submitted within the above deadlines October 23, 2022 to the e-mail: dmynai@um.dk indicating the subject line “GIS development in Chervonohrad and Zhytomyr”.
Bidding language: English.
- Evaluation criteria
Bids will be evaluated in accordance with the criteria provided below:
|
# |
Criteria |
Weight |
|
1 |
Portfolio of projects successfully completed in municipal and government GIS development |
40% |
|
2 |
Core team members - relevant experience, skills and competencies |
25% |
|
3 |
Proposed methodology |
10% |
|
4 |
Proposed budget |
25% |