Background

GENERAL BACKGROUND
Strengthening local governance has been a key focus of the GoB and development partner agencies. As such, UNDP Bangladesh has been working to strengthen the LGIs in Bangladesh for more than a decade. Notably, UNDP Bangladesh has supported the strengthening and reform of Union Parishad (UP) and Upazila Parishad (UZP) tiers of local government. Within this context, UNDP in close collaboration with SDC and DANIDA through a five-year Efficient and Accountable Local Governance (EALG) Project will further strengthen UZP and UP institutions including service delivery.

The EALG project has three major program components, including Strengthening Upazila Parishad (SUZP: Component-1); Strengthening Union Parishad (SUP: Component-2) and Policy for Effective Local Governance (PELG: Component-3) to strengthen overall decentralization/ devolution process.

Objectives of EALG project:

Strengthen the capacities of local governments and other stakeholders to foster participatory local development service delivery for the SDGs (especially achieving the goals and targets of 1,1.3, 4,5,6,11-b,15 and 16.7) This project has the following three components:

1. Strengthening Upazila Parishad (SUZP)
2. Strengthening Union Parishad (SUP) 
3. Policy for Effective Local Governance (PELG)

[1] Strengthening Upazila Parishad (SUZP) component emphasizes on the strengthening capacities of UZPs to improve service delivery. It would enable strengthening the governance framework of UZPs for inclusive, effective and accountable planning and improved service delivery. Moreover, it will work to improve the financial management of UZPs for improved funding absorption capacity and accountability, strengthened downward accountability of the UZP Committees through effective and inclusive public engagement mechanisms and practices.

[2] Strengthening Union Parishad (SUP) component focuses on enhancing capacities of UPs for participatory local development. It would attempt to: (i) Strengthen the capacity of the UPs to provide pro-poor, effective and accountable services; (ii) Make the UPs more climate resilient through prioritizing resilience measures in the UP-development plan; and (iii) Empower and institutionalize the space for poor and marginalized citizens especially women to become engaged in the decision-making process of UP.

[3] Policy for Effective Local Governance (PELG): component will provide policy support to the GoB for establishing effective local government irrespective of tiers.

One of the major activities of the EALG project is to provide support to the Local Government Division (LGD) in strengthening its systems towards monitoring and evaluation of the local government institutions (LGIs). Monitoring, Implementation and Evaluation (MIE) Wing of the Local Government Division is responsible for monitoring activities of the local government institutions across the country. With limited manpower and in absence of an appropriate strategy and tools, it is difficult for the MIE Wing to monitor different tiers of LGIs effectively. Local Government Division and its MIE Wing is, therefore, keen to develop a web-based monitoring software system to enhance its monitoring and evaluation system which will contribute to enhance monitoring and analytical ability of the officers of MIE Wing of the LGD. An online platform will be developed to host such Management Information System (MIS) and the platform will have provision for external and internal interfacing, involving both internal and external client/users from the field.

This system will contribute to strengthen the functional relationship between the tiers of LGIs and the LGD, enhance LGD’s control and policy direction in project management and monitoring system which will be linked more effectively with desired national outcomes. This will ensure continuous flow of information to the key stakeholders of the Division for informed decision making. The system’s components are expected to cover the planning and implementation of targets, activities, results, and outcomes. This system will also help assessing the performance of targeted Union Parishads (UPs) and Upazila Parishads (UZPs) in Bangladesh.

OBJECTIVES OF THE ASSIGNMENT
The objective of the consultancy is to support LGD in developing a Web-based Management Information System (MIS) by hiring a firm through assessment of existing context and needs and help operationalize the system through piloting, testing and training of relevant officials.

Duties and Responsibilities

SCOPE OF WORK

In order to develop a Web-based Management Information System, the consultant will need to articulate all the required processes of interventions, assist in hiring a software development firm, prepare technical specifications for the software system and guide the software development team. His scope of work will be as follows:

• Analyze existing structure and functional modalities of Local Government Division (LGD) and its Monitoring, Implementation and Evaluation Wing (MIE) for articulation of the concept of developing a Web-based MIS of Local Government related information.
• Explore, in dialogue with the LGD officials, UN agencies, other Local Government Projects of LGD, and other stakeholders for designing possible structure of the MIS system.
• Based on options agreed with UNDP and LGD, prepare technical specification following standard software engineering principles and practices for web-based MIS system.
• Provide assistance to the project management team for preparation of bidding documents and procurement of required software and IT equipment (if required) as per UNDP’s procurement procedure.
• Provide guidance and monitor the work of the software development firm for smooth completion of the software development.
• Help the project management team to pilot and operationalize the software with proper operating system and prepare a detailed analytical report for the pilot exercise mentioning its advantages, bottlenecks and way forward.
• Assist software firm in preparing an operating manual/ strategy of MIS for administrators and users (user guide).
• Conduct/supervise training on the operating manual and operation of the MIS to the concerned officials and staffs.
 
DELIVERABLES:
• Inception report with detailed work plan on creation of a Web-based MIS System - 10 days;
• Submission of detailed methodology and strategy for development of a Web-based MIS System and sharing of the same with EALG, LGD and relevant partners - 10 days;
• Submission of technical specification to EALG/LGD for hiring firm for developing software module - 10 days;
• Submission of interim report after successful development of the MIS by the firm to be hired for this purpose - 45 days;
• Submission of detailed report on successful piloting of the MIS system and preparation of the user manual to be developed by the firm - 25 days
• Interim report on successful supervision of the training of concerned officials to be organized at Dhaka on operation of the MIS to be conducted by the firm - 25 days;
• Final report on implementation of the MIS system within LGD and its field offices after necessary rectification based on piloting exercise and on outcome of the system – 25 days.

DURATION OF ASSIGNMENT, DUTY STATION
The assignment will take 150 working days over a period of 10 months. This assignment will be Dhaka-based, and no transportation cost will be paid from the project for commuting to duty station.

SUPERVISION, REPORTING AND PERFORMANCE EVALUATION
The consultant will report to the Project Coordinator EALG project, who will also carry out a performance evaluation at the end of the assignment in consultation with National Project Director, Efficient and Accountable Local Governance (EALG) Project and Additional Secretary to the Local Government Division.

DISCLOSURE OF INTEREST AND AVAILABILITY:
a. The consultant shall disclose his/her interest and availability by filling up the form “OFFEROR’S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT” in Annexure I.
b. Consultant will not disclose any of information data of LGD and UNDP which he/she will use for this consultancy.

FINANCIAL PROPOSAL
Lump sum contracts
The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables. Payments are based 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 as indicated in Annexure.

Payment of the Consultants as per deliverables:

Competencies

COMPETENCIES
• Strong interpersonal and communications skills
• Strong analytical, reporting and writing abilities skills;
• Openness to change and ability to receive/integrate feedback;
• Ability to plan, organize, implement and report on work;
• Ability to work under pressure and tight deadlines;
• Comprehensive knowledge of information system and design principle;
• Outstanding communication, project management and organizational skills;
• Excellent presentation and facilitation skills.
• Demonstrates integrity and ethical standards;
• Positive, constructive attitude to work;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Required Skills and Experience

ACADEMIC QUALIFICATIONs and EXPERIENCES
• At least Bachelor’s degree in information technology, Computer Science, Business Administration, Development Studies or related social science fields with formal IT education.
• Minimum 5 years of experience in system design and architecture;
• Minimum 3 years of Practical experience in designing web-based enterprise solution;
• Experience in developing at least 1 web-based Information Repository system;
• Experience of developing at least 1 Software Solution for Government of Bangladesh/any of its agencies;
• Minimum 6 Months practical working experience with international development agencies/Donor Agency/UN Agency.

EVALUATION

The individual contractor 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 contractor whose offer has been evaluated and determined as:
1. Responsive/compliant/acceptable, and
2. Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.
Only individual contractors obtaining a minimum of 49 points in the technical evaluation would be considered for Financial Evaluation.

Financial Evaluation (Total 30 marks)

The total weightage for financial proposal will be 30.  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

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSAL
Interested individuals must submit the following documents/information to demonstrate their qualifications.
1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP (Refer to link on Sl 3);
2. 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; (Link Below)
3. Brief description of why the individual consider him/herself as the most suitable for the assignment and submit evidence/link by the consultant which would substantiate the technical requirements (Link Below).
4. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. financial proposal should take into account professional fees, travel costs, living allowances, subsistence and ancillary expenses.

IMPORTANT NOTE:

Please group them into one (1) single PDF document as the application only allows to upload maximum one document. Incomplete proposals may not be considered.

ANNEXES TO ABOVE

Template-Confirmation of Interest and Availability with Financial Offer
Personal History Foirm or P11 for the IC Hiring
General Terms and Conditions of Hiring an IC

Deadline extended considering the above links were not working earlier.