rfp for iis_ 4 may 2015_final.pdf

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Advertisement on Behalf of Ministry of Industry

Request for Proposal

Development of Industry Information System

GENERAL INFORMATION

Services/Work Description: Development of Industry Information System (IIS)

Project/Program Title: Industrial Development Programme

Duty Station: Addis Ababa

Type of the Contract: National (local) IT Firm

Duration: 6 month

Expected Start Date: 15 June 2015

I. BACKGROUND / RATIONALE

The major objective of the countrys current development plan the Growth and Transformation Plan (GTP 1)

and next 5 year plan (GTP 2) is sustaining rapid and broad-based economic growth through creating favorable

conditions for industry to play a key role in the economy. In this regard, Ethiopia has placed strong emphasis on

creating enabling environment for strengthening and expansion of existing industries/enterprises and

establishment of new once.

In this regard, it is imperative for the Ministry of Industry, MoI (the Client) to have a broad based industrial

information management system/industrial database to make informed industrial analysis, evaluate the economic

effects of industrial development programs and design proper intervention plans and support systems. A well-

established information system is also essential to make recommendation on policy, regulatory framework,

industry competitiveness, promotion of manufacturing exports, and linkages, among others.

The Industrial Information System (IIS) will be developed by a local Information Technology (IT) firm with good

background and adequate knowledge about the task. The Ministry of Industry will also put in place a team of

experts that will provide the required substantive information about the industrial sector as deemed necessary.

II. OBJECTIVES OF THE SERVICE / WORK

The main objective of the Industrial Information System is to centralize and disseminate statistical information

related to the performance of the industrial sector. This system will support the Ministry of Industry in carrying

out analytical work for evaluating different development programs, devising recommendations on industrial

policy, analyzing the competitiveness of the Ethiopian manufacturing through benchmarking. This information

system will be used primarily by the Ministry of Industry (MoI), but also by other governmental institutions in the

country. With the above broader framework, the central purpose of the task is to design, develop, and implement a

comprehensive computerized and web-enabled industry Information System product for MoI which is cost

effective, user friendly and functional that responds to improved information management of the Ministry.

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The specific objectives of the Industrial Information System are:

Present a data portal centralizing in one system, existing national and international statistics/indicators on

industry and trade competitiveness. These data will be collected from different institutions that generate

them.

Group in one system, existing national and international statistics/indicators about the structural drivers of

industrial and trade competitiveness. Overall, the indicators to be included relate to: human capital level;

state of domestic and foreign investment; level of labor and capital productivity; level of effort and

technology transfer; state of physical and knowledge infrastructure; incentives and business environment.

Disseminate statistical information quickly and in a user friendly manner through the use of an online data

portal that: (i) contains regularly updated information, and (ii) allow users to select, download and

analyze data according to their needs.

Give the Ministry and other stakeholders a technical tool that facilitates evidence-based decision-making

and policies in order to strengthen the industrial sector competitiveness.

Defining Institutional arrangements and undertake training and capacity-building for effective IIS

implementation and sustainability

III. SCOPE OF THE SERVICE / WORK

The broader scope of this specific assignment is to provide user friendly tools for online navigation through both

national and international statistical data on industrial and trade competitiveness, to allow selection and download

of data, while guided through user specific views based on access rights. Of vital importance are the tools for

loading and maintaining the data warehouse in such a way that minimal resources from the Ministry are occupied.

The requirements are defined in the following categories:

Task 1: User Requirement Assessment

The IT firm shall:

Improve familiarity with all MoI and sector industries activities through project documentation, field visits,

and discussions with stakeholders.

Make use of the Need Assessment Study already completed by an international expert for elaborating and

enhancing the following tasks:

Determine detailed user requirements for the IIS based on business requirements of MoI at

various levels federal, regional, and sector level.

Define the data and data sources that exist in the MoI, its institutions, and other Government

organs

Design an interface/linkage system to integrate and use these sources Define

Determine details regarding the level of data/statistics/ and tracking indicators required. n

Determine types of content, formats, and frequency

Determine of various types of information to be catalogued and stored in the IIS

Determine information flow requirements (into, within, and out of the IIS) and propose

appropriate methods to establish link with regional industrial bureaus for smooth flow of

information and data exchange

Identify hardware/software/dataset requirements

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Detail design recommendations in a Systems Requirement Study for the proposed IIS. The design

should be based on close interaction with the Client and be flexible to incorporate changes in

activities or future plans.

Work in collaboration with identified key IIS stakeholders (all who have a role in data

acquisition, processing, reporting)

Task 2. Development of Data Warehouse (DWH) consisting of dissemination database and tools or easy

loading and updating of the data as well as for querying the data. The prime target data are:

National level data (not available at international level) at industry level includes:

1. Investments (national and foreign)

2. Investment opportunities at Federal and Regional level

3. Financial sector

4. Infrastructure

5. Human capital

6. Business environment

7. Incentives

8. Value-added at subsector level

9. GTP progress reports from Ministry of Finance and Economic Development

10. Environment and sustainability

11. Import and export data from customs

12. Tax information from tax authority

International level data includes indicators compiled from the following sources:

1. INDSTAT (United Nation Industrial Development Organization, UNIDO Industrial Statistics

Database) (2-, 3- and 4-digit level, International Standard Industrial Classification (ISIC)

Revision 3 and 4), Industry Demand Supply Balance (IDSB) and Manufacturing Value

Added (MVA) data from UNIDO (real and nominal data)

2. Comtrade from United Nation Statistical Division (UNSD)

3. World Development Indicator (WDI) from the World Bank

4. Human development report from United Nations Development Programme (UNDP)

5. World Economic Forum report data on global competitiveness

The desire of the Client is not to duplicate international data but compile indicators based on

international sources and update them at least once a year.

Directory of Industry of Ethiopia: The Directory of industry is a firm level database containing at

least but not limited to the following data items:

1. Name, address, location, region,

2. Email contact, web address;

3. Key staff/general manager,

4. Principal activity (ISIC 4-digits),

5. Quality management system and certified ISO standards

6. Start of operation,

7. Number of employees,

8. Capital,

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9. Ownership (Ethiopian, foreign mixed (%)),

10. Utilization of production capacity (%),

11. Products,

12. Export and Import.

13. Identify GIS support/cartographic information is available in the country, to be used in the

Directory of Industry for presenting the establishments on the map and for spatial data

analysis and cartographic presentation of the statistical information as a part of the

Directory of Industry.

It should be possible to search the database by Name, address, on the map, by region, by principal

activity, by products and other criteria. The system has to be scalable to accommodate growing

competitiveness and regulatory pressures. The IT firm is expected to have demonstrable

knowledge/experience with the techniques required to establish the DWH.

However, the system should not be limited to the above datasets. Other precompiled tables and databases

should be easily accommodated in the system too.

Task 4: Institutional Capacity Building for Implementation Support

The primary activities of the deployed firm in this regard will include:

Institutional Arrangements: The firm will suggest appropriate staff/positions in the institutional

structure (based on consultation with MoI) that can effectively manage the various IIS-related tasks

such as data entry, computerization, validation, processing, reporting, and use, as well as effective

systems administration, security, updating, and sustainability. The firm will also conduct regular online

surveys to determine user satisfaction and solicit suggestions for improvement for one year after

compilation of system development.

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Documentation and Training: The IT firm will develop electronic and hard copy documentation

including user guidelines for all aspects of the IIS developed and provide appropriate training to ensure

operations and maintenance of the system after deployment. This will include on-the-job support and

handholding (including in-person, telephone and on-line support), as well as formal courses at regular

intervals throughout this assignment.

Support for Procurement of IIS-related hardware, software, and networking equipments The IT

firm will assist the Client with procurement-related documentation (e.g. specifications, bid documents

according to UN guidelines) and evaluation support for any additional IIS related hardware, software, and

networking equipments (e.g. broadband access) at MoI office.

IV. EXPECTED OUTPUTS / DELIVERABLES

Deliverable Description Time required

Inception report Inception report (detailing schedule of work, key staff

deployment, methodology, etc.) The IT firm is expected

to make a presentation on the inception report at a

workshop to be organized by MoI

-- week

Systems requirement

Study

All key aspects of design (IIS structure,

hardware/software/ data/ connectivity requirements/

institutional arrangements, etc.)

-- months

IIS /data warehouse

/information system

Design stage: Indicators, information flow, institutional

arrangements, software,

hardware, and process design

Prototype, operational at a server

maintained by the IT firm

Final: -- months

Database / industry directory/ Piloting stage: software testing, full data entry and roll-

out for selected modules in selected areas.

Full roll-out Stage: deployment of system in all project

areas for full functionality

Post roll-out: handholding support, proactive use

surveys, bug fixes & updates till end of assignment and

for the subsequent 1 year

Prototype, operational at a server

maintained by the consultant

-- months

Pilot: -- months

Full Roll-out: -- months

Post Roll-out support all through till

end of assignment

Documentation

and training

IIS documentation (design, use, and training manuals,

system documentation, organizational roles, etc.),

workshops & on-the-job training

All through the assignment

workshops at all key project stages

and for all key deliverable stages

draft and final versions. Workshop

expenses will be covered separately

by MoI

Final report Final overview of activities, review of MIS use, user

perspectives, issues, suggestions for improvement and

sustainability.

Draft:months

Final: months

The IT firm is expected to comment on the deliverables and also provide reasonable time required for each

deliverable and for the whole project.

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V. METHODOLOGY / APPROACH OF THE SERVICE (WORK)

Interested applicants are expected to clearly delineate their proposed methodology in achieving the expected

results/outputs of the assignment in their technical proposal.

VI. INSTITUTIONAL ARRANGEMENT / REPORTING RELATIONSHIPS

The draft outputs/reports should be submitted to the MoI Project Director /Policy and Programmes for review

and feedback and recommendations. The final report should have the revision and recommendations incorporated.

All deliverables should be in electronic (on CD/DVD 10 copies of draft versions and 10 copies of final versions)

and color hardcopy formats (10 copies draft, 10 copies final versions). This should include all data, manuals,

system documentation, illustrated training manuals, etc. workshops should accompany all key draft deliverables

to ensure that any comments for improvement can be discussed and agreed in a constructive and interactive

manner.

The outputs/reports will be accepted subject to the approval by the Project Director /policy and programs/, on the

recommendation of the review committee. MoI will be the absolute owner of the software and will have copyright

ownership and the IT firm shall not replicate or reproduce or use any software developed or the data used for this

assignment without the consent of the owner.

Data, services and facilities to be provided by the client

1. MoI will make available documents that may be required for the success of the assignment.

2. Office facilities, telephone, internet, computers, etc required for performing installation and

commissioning of computerized and web-enabled IIS.

3. Facilitate participation of key staff in the two pre-design workshops and one final workshop.

4. Facilitate interaction and exchange of information between the IT firm and other project supported

agencies / staff/.

5. The IT firm, however, will be responsible for all travel, local transport to field and accommodation

throughout the period of the contract.

6. The MoIs policy and program director will act as a link between MoI, the IT firm and other relevant

stakeholders.

7. MoI will be responsible for all costs related to its assigned ministry staff, including his/her salary,

allowance, field accommodation, travel, transport and logistical support.

9. MoI will ensure timely review of the stages of the assignment to ensure that the project falls within the

scheduled agreed time.

VII. PAYMENT MILESTONES AND AUTHORITY

A winning Proposer shall then be paid the lump sum contract amount upon certification of the completed tasks

satisfactorily, as per the following payment schedule:

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Installment of Payment/

Period

Deliverables or Documents to be Delivered

Approval should be

obtained from:

Percentage of

Payment

1st Installment Inception report

MoI 10%

2nd Installment Systems requirement study IIS /data warehouse /Information

System

MoI 20%

3rd Installment Database / industry director

MoI 40%

4th Installment Documentation Training Final product/report

MoI 30%

Note: MoI will obtain the equivalent of expected tax payments from the agreed lump sum amount

to honor tax regulation of the nation on local firms. The specified amount will be directly paid to

Tax Authority by MoI.

VII. MINIMUM TEAM REQUIREMENTS

The IT firm should have prior experience in designing, developing and supporting implementation of a

computerized and web-enabled IIS system. The firm must have considerable experience in design and

implementation of IS system of similar nature. The firm shall provide a team of experts with the following skill

sets who are adequately qualified and experienced in IT development projects to satisfactorily and timely deliver

the expected outputs.

The IT firm is expected to comment on the composition of the team of experts listed below and recommend

improvement with justification.

Name of Position Key qualification Experience

Team Leader Post Graduate in

Computer Science

Minimum of 10 years experience in systems and

software development which includes at least 6 years

of experience in web enabled information system,

development of comparable projects

Ability to provide general leadership and direction

System

Analyst/Programmer

Post Graduate in system

analysis/programming or

related Field

Minimum of 10 years experience in development of

management information systems

Statistician Experience with data compilation and processing,

preferable experience in economic/industrial statistics,

programming skills with R or SAS or STATA

(preferably R)

IX. CRITERIA FOR SELECTING THE BEST OFFER

Upon the advertisement of the procurement notice, qualified IT firms are expected to submit both technical and

financial proposals. Accordingly, prospective candidates will be evaluated based on cumulative analysis as per the

following criteria with the indicated respective weight:

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a. Technical Criteria weight is 70%

b. Financial Criteria weight is 30%

As deemed necessary, technically qualified IT firms may be called for an interview whereby they are expected to

clearly delineate their proposed methodology in undertaking the assignment.

X. CONFIDENTIALITY AND PROPRIETARY INTERESTS

The firm shall not either during the term or after termination of the assignment, disclose any proprietary or

confidential information related to the consultancy or the Government without prior written consent. Proprietary

interests on all materials and documents prepared by the IT firm under this assignment shall become and remain

properties of MoI.

Application Procedures

Bidders will submit their applications to the MoI within two weeks of the announcement for soliciting technical

and financial proposals in separate envelopes at the following address:

Ministry of Industry

Policy and Programme Study, Monitoring and Evaluation Directorate

Addis Ababa/Ethiopia

Kazanchis, behind the Intercontinental Hotel, 5th Floor, Room No 705

MoI will review the applications and submit recommendation to UNDP within two weeks for no objection

agreement. Upon acceptance and approval of technical and financial proposal, a contract agreement stipulating

the above terms and conditions will be co-signed between MoI and the selected IT firm within three working

days.