Request of Expressions of Interest For Project Management Consulting (PMC) Firm

Transcription

1 Election Commission Secretariat Preparation of Electoral Roll with Photographs and Facilitating the Issuance of National Identity Card Project Islamic Foundation Building Agargaon, Dhaka. No. PERP&FINIDC/Ops/040/479 Date: 27 January 2011 Request of Expressions of Interest For Project Management Consulting (PMC) Firm The Government of the Peoples Republic of Bangladesh intends to apply for financing from the World Bank (WB) towards the cost of the proposed Identification System for Enhanced Access to Services (IDEA) project and intends to apply part of the proceeds of this credit to payment under the contract for Project Management Consulting (PMC). The services within the project scope include: (i) developing a highly motivated and highly skilled management cadre and work force in the NIDW organization; (ii) introducing state-of-the art resource management, administration and operational control systems; (iii) leading the introduction of an integrated system of national identification in Bangladesh centered around a unique and life-long national identification number and corresponding identification card. (iv) helping the client in contracting from the best international sources and appropriately supervising the design, personalization, life-cycle management and distribution of highly secure citizen identification cards for all eligible persons in Bangladesh; (v) capturing new data or correcting existing data as necessary for the initial issuance and handout of approximately 85 million national identity (NID) cards and necessary card additions and corrections every year thereafter; (vi) deploying and operating under international quality and security standards stateof-the-art technology facilities (vii) maintaining highly accurate data bases needed for the NIDS, linking these data bases as necessary to provide seamless identity verification (e-id) services, and ensuring the integrity, security and privacy of the data at all times; (viii) establishing and managing long-term service relationships with public and private sector client organizations for the delivery of e-id services. The Project Director, Proposed Identification System for Enhanced Access to Services (IDEA) project, Bangladesh Election Commission now invites eligible consultants to indicate their interest in providing the services. Interested consultants must provide information indicating that they are qualified to perform the services (e.g. brochures, descriptions of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc).

2 The EOIs would be reviewed on the basis of the following: Registration of firm Age of firm Availability of key professionals Availability of resources Experience of the firm in similar task Experience of the firm in other works Support services of the firm Consultants may associate to enhance their qualifications, but should mention whether the association is in the form of a joint venture or sub consultancy. In the case of an association, all members of such association should have real and well defined inputs to the assignment and it is preferable to limit the total number of firms including their associates to maximum of four. A consultant will be selected in accordance with the procedures set out in the World Bank s Guidelines: Selection and Employment of Consultants by World Bank Borrowers May 2004 (Revised October 2006 and May 2010). Interested consultants are requested to collect detailed TOR from the address below during office hours 0900 to 1700 hours on working days only. Expressions of interest must be delivered to the address as mentioned by 15 March Akhtaruzzaman Siddique, psc,te Brigadier General Project Director (Proposed) Proposed Identification System for Enhanced Access to Services (IDEA) Project Bangladesh Election Commission Secrtariat Islamic Foundation Building Agargaon, Dhaka Phone : Fax ; pdperpec@gmail.com website:

3 Terms of Reference For Project Management Consulting (PMC) Firm TABLE OF CONTENTS Background Objectives and Scope of the Assignment Scope of Services and Main Deliverables... 3 Corporate Management Advisor... 4 IT Management Advisor... 5 Operations Management Advisor... 6 Financial Management Advisor IDEA Project-related Responsibilities:... 8 Procurement... 8 Project Management for IDEA Reporting Requirements Time Period Staffing Schedules Qualifications Facilities to be provided by the Client Page1 1

4 Background The Bangladesh Election Commission (BEC) is responsible for registering all citizens eligible to vote and for conducting free, open and independent elections in the country according to the Constitution. In addition, the BEC has recently been made responsible by the Government of the People s Republic of Bangladesh (GoB) for issuing a secure identity card to citizens and for administering all related activities, including the maintenance of a national citizen identification database and delivery of identity verification services to qualified public and private organizations. The BEC has established a National Identity Wing (NIDW) to administer this broad national identity system (NIDS). This system is expected to be a strategic national resource to facilitate delivery of public and private services to their intended beneficiaries. The GoB intends to apply for a credit in the approximate amount of US$ 200 million equivalent from the International Development Association (IDA) towards the cost of the proposed NIDS and the building of the institutional capacity of the NIDW, under a proposed Identification System for Enhanced Access to Services (IDEA) project. The proceeds from the credit will be used to procure eligible goods and services under this project. Part of the proceeds of this proposed project will be used to procure the services of a management consulting firm (the Consultant) to assist the NIDW (the Client) in establishing the new organization, managing its operations, implementing the IDEA project and helping to build the capacity of the NIDW by transferring knowledge to key managers and staff on managerial, operational, technical and administrative aspects of their mission. 1. Objectives and Scope of the Assignment 1.1 The Consultant s overall objective in this assignment is to provide to NIDW management all support required to make NIDW a high-performing, service-oriented, self-financing public organization at par with the best in the world. This will be accomplished primarily but not exclusively through the following core activities within the project scope: Developing a highly motivated and highly skilled management cadre and work force in the NIDW organization, fully in tune with core values of service to clients, market-based performance measurement, public service and accountability, financial self sufficiency and technology orientation. Introducing state-of-the art resource management, administration and operational control systems Leading the introduction of an integrated system of national identification in Bangladesh centered on a unique and life-long national identification number and corresponding identification card. The system will also integrate the use of the core personal information associated with each NID number across the various government agencies and primarily among the National Bureau of Statistics (for National Population Register System), the Local Government Department (for Page2

5 Birth and Death Registration System) and the BEC s National Identity Wing (NIDW, for NID System). Contracting from the best international sources and appropriately supervising the design, personalization, life-cycle management and distribution of highly secure citizen identification cards for all eligible persons in Bangladesh, in accordance with international process quality and security standards. Capturing new data or correcting existing data as necessary for the initial issuance and handout of approximately 85 million national identity (NID) cards and necessary card additions and corrections every year thereafter. Deploying and operating under international quality and security standards stateof-the-art technology facilities. Maintaining highly accurate data bases needed for the NIDS, linking these data bases as necessary to provide seamless identity verification (e-id) services, and ensuring the integrity, security and privacy of the data at all times. Establishing and managing long-term service relationships with public and private sector client organizations for the delivery of e-id services. Expanding the service offerings and the client base for maximum socio economic leverage of the NID data base. 2. Scope of Services and Main Deliverables 2.1 As the Consultant will be directly supporting the management of NIDW, its role can range from providing advice to assuming effective supervisory responsibility for parts of the work program, at the discretion of NIDW management. For purposes of preparation of their proposal, prospective consultants should assume that the latter will be their prevailing role in this engagement. Thus in the following description of the responsibilities of each of the members of the Consultant s team, the (delegated) executive role is being assumed, except when noted. 2.2 Except if third party sourcing is identified, when specific responsibilities listed below require specialized skills or additional staff, the prospective consultants are responsible for proposing the specific tasks, duration, skills, timing and costs of additional team members to carry out those responsibilities. In no case the Consultant will be eligible to provide the identified third party services or software. 2.3 Similarly, when any of the responsibilities listed below require third party consultancies, procurement of ICT or development of software, the Consultant should in its proposal describe the broad terms of reference, specifications, cost and time of these additional inputs. In its inception report, the selected Consultant will provide detailed account of the same topics. The cost of these additional inputs will not be evaluated as part of the Consultant s proposal, but their coherence and consistency with these TOR will be evaluated as part of the proposal s technical merit. 2.4 The Consultant will have a generalized responsibility to transfer knowledge to local management and staff on all the areas of engagement under this Project. Page3

6 Corporate Management Advisor 2.5 The overall responsibility of the corporate management advisor of the Consultant team is to manage the activity of NID Wing in respect of issuance of quality identity cards and other related works. He will work under direct supervision of the IDEA Project Director and NIDW Director General 1. Its specific responsibilities include but are not limited to: Develop a comprehensive Project implementation plan in accordance with the objectives and priorities of BEC and NIDW management, with the Master Plan and with the results framework, resources and time under the IDEA project. The Consultant should strike a practical balance between planning and implementation of high priority activities, taking into account the recent establishment of the NIDW. Maintain at all times project implementation, procurement and resource utilization plans fully compatible with the NIDS Master Plan and with the IDA Credit Agreement 2. Develop a managerial dashboard for rapid summary information on the status of these plans, and a computerized tool that automatically reflects in all of them the effects of any change. Coordinate the development of a feasible and sustainable business and organizational model for operation of the electronic identity (e-id) verification services including data ownership, oversight, service delivery, financing, cost recovery, staffing, safeguarding of data and protection of privacy, performance monitoring and Right to Information (RTI) Act reporting. In close cooperation with the IT Management advisor, develop the terms of reference for and supervise third party system integration services to develop and deploy state-of-the-art resource management, administration and operational control systems for NIDW. Advise the NIDW Director General on the human, organizational and technical aspects involved in introducing a culture of data governance and data sharing among the various government agencies keeping identity data on individual citizens. This new culture should eventually allow Bangladesh to reach uniformity in numbering schemes, clear accountability for data sets and gradual reduction of identity tampering practices in society. For this purpose, develop and maintain close cooperation different ministries /divisions/departments under direct supervision of the IDEA Project Director and NIDW Director General. 1 Who will most likely be the same person. 2 Samples of these documents are available from Project Director upon request. Page4

7 Develop a quality management system for NIDW and put in place suitable implementation mechanisms with a view to obtaining ISO 9001 certification by the end of the Project. Develop and supervise implementation of a comprehensive capacity building and change management program for NIDW personnel responsible for all facets of the NIDS. Supervise implementation of a comprehensive communications program targeted to all NIDS stakeholders, to be designed and executed by a third party. Coordinate the fulfillment of all IDEA Project-related responsibilities, as specified below in this document. IT Management Advisor 2.6 The overall responsibility of the IT Management Advisor is to design, procure, deploy, and manage the entire technology infrastructure necessary to implement the NIDS system, including hardware, software, and communications facilities. Since much of this infrastructure is being procured by the BEC under separate financing from UNDP 3, a key responsibility is to assume management of the related supply and service contracts and of the entire infrastructure, once in place. Evaluating the ICT procurement contracts under the PERP project and deciding how they affect the procurement strategy under IDEA. Developing and adopting IT management plan and a data administration system for NIDS. Designing and managing a service contract for operation of a wide area data communications network between the central Data center and 501+ Upazillah offices, 64 district offices, and 10 regional offices, as well as related training, technical and user support in accordance with a negotiated service level agreement. A network operation center (NOC) would be collocated with the NID Data Center and operated under similar security standards. Developing the specifications and supervising third party supply and installation of a local area network for the NIDW along with appropriate office software. Organize and supervise provision of user support services by NIDW staff. Developing enterprise architecture for NIDW, including data, systems and security architectures. Setting rules for, testing, accepting and registering web services, as part of governance for service-oriented architecture. Developing procedures and software for possible cross data base comparison and data cleansing between NID and each of the established client data bases 3 Including a high security data center; a disaster recovery site; central citizen registration and automated fingerprint verification software; decentralized citizen enrollment and card issuing software to be operated online from Upazillah, district and regional offices throughout the country. Page5

8 (passport, TIN, social schemes, mobile subscribers, bank account holders) in advance of and (possibly) as a pre-requisite for e-id verification services. Designing and implementing a security management system for NIDS in accordance with ISO standards, to ensure NIDW s control and protection of the NID data bases while providing secure and widely accessible e-id verification services. Designing and developing web services to provide e-id services to client organizations through the government-wide Service Delivery Broker, if available, or directly otherwise. Developing the terms of reference for and supervising third party software development services to implement an NID card handout scheduling system accessible to citizens through user-friendly telephone and Web- based interfaces. Under direction by NIDW general and IT management, coordinate the implementation of all computerized steps in the transition towards an integrated national identification system. If consistent with the timing of the Consultant s contract, overseeing construction, operational testing, commissioning and acceptance of a Tier 3 data center for the NIDS. Operations Management Advisor 2.7 The general responsibility of the Operations Management advisor is to design and implement the necessary procedures, records, databases, safeguards, quality standards and public communications for production, issuance, replacement and disposal of national identification cards. His/her specific responsibilities include but are not limited to: Propose and draft regulatory instruments for the National Identity Registration Act. This would include, among others: a) setting up operational procedure for the NIDW and b) regulatory and operational procedure to replace current ID cards with new cards. Review as early as possible the processes involved in any e-id services being provided under the PERP project and develop a comprehensive, specific, and time-bound set of actions - legal, institutional, and technical to institutionalize the same services under the NIDS according to the quality, security and technical standards being introduced under the Project. Review current BEC procedures for correction of national identity card data and verify that those procedures are adequately described in the NIDS Master Plan and computerized in the PERP-financed Voters Register Client Software. If not, modify the Master Plan and arrange for modification of the PERP software by its developers. Contract with ISO 9001 and CWA certified third party and supervise the design, procurement, personalization, life-cycle management and distribution of highly secure national identification cards for 85 million citizens in Bangladesh, Page6

9 plus approximately 8 million more cards in the subsequent 4 years, in accordance with international process quality and security standards. Organize and supervise data capture and data correction as necessary for the issuance and handout of the above NID cards throughout the country. On behalf of NIDW/BEC advise and coordinate with Ministry of Local Government and UNICEF on creation and operation of the Birth and Death Registration Data Base and any other organization for integration of their data according to technical and security standards equivalent to those of the NID data base. Ensuring that all possible internal data cleaning processes are completed for that data base before it is linked with the NID database for provision of seamless e-nid services. Under direction by NIDW general, operations and IT management, coordinate the implementation of all steps in the transition towards an integrated national identification system. Financial Management Advisor. Oversee all accounting, budgeting, financial management, tax and audit functions of the organization. Report accurately and timely historical financial information of the organization in accordance with government accounting practices in Bangladesh and also in accordance with international accrual accounting standards. Formulate and direct financial strategy in close coordination with the Director General and Director (Administration), NIDW Oversee the budget and fiscal reporting of the organization and develop a long term plan to operate under a corporate or similar legal structure requiring a mix of debt, equity and internal financing. Supervise investment and fund raising taking into consideration risk and liquidity. Study, analyze and report on trends, opportunities for expansion and projection of future growth. Identify the impact of various pricing strategies on the organization s overall financial performance and develop income and revenue projections accordingly. Analyze costs and efficiency of the various functions of the NIDW and propose improvements in design and performance of those functions to meet the overall financial strategy. Develop the terms of reference for and supervise third party software development services to implement a cost recovery mechanism for the NIDS. The mechanism must consider price demand elasticity for e-id services and possibly subsidy schemes to the poor for the costs associated with issuance and replacement of national ID cards. Page7

10 IDEA Project-related Responsibilities: 2.8 The Consultant will have the following procurement and project management responsibilities related to IDEA project. They will be coordinated by the Consultant s Project Management Advisor and discharged by the entire Consultant s team, as necessary: Procurement 2.9 The Project will hire a senior procurement advisor to take responsibility for management of all procurement actions, including particularly those under the IDEA project in accordance with IDA guidelines. Thus the Consultant will have mostly, but not exclusively, a support role with respect to procurement, particularly focused on the technical aspects. The generic responsibilities will be: Upon designation by NIDW, assume effective management responsibility for implementation of any contracts with third parties for the purposes of the Project. Prepare technical requirements and performance specifications for goods and services to be procured under the Project; Prepare terms of reference for consulting services to be procured under the Project; Attend pre-bid/pre-proposal meetings and assist the Procurement advisor in responding to technical questions from prospective bidders/consultants Assist tender evaluation committees and proposal evaluation committees in the evaluation of bids/ proposals Project Management for IDEA 2.10 The senior procurement advisor together with the Financial Management Advisor will be responsible for developing corresponding procurement and financial management manuals and obtaining IDA clearance for them, as one of their first deliverables Other than this, synchronize the management of NIDW with management of IDEA, both for reasons of efficiency and to ensure the smooth continuation of activities when IDEA closes. Nevertheless, the following special tasks will be necessary with respect to IDEA: Make available to IDA in advance of every semi-annual Project implementation support mission an internally consistent set of implementation, procurement and financial management (budget and disbursement) plans, and ensure that the appropriate tools are in place for analysis of those plans during the mission. In the follow up to each of the above missions, incorporate into the three plans any agreed changes and report on implementation of the changes in the subsequent mission. Page8

11 Prepare a mid-term Project progress report with the status of the Results Framework agreed for the project, as well as with the status of implementation schedule, financial performance and procurement for the Project. If consistent with the timing of the Consultant s Contract (see below Para 4.1), prepare a comprehensive Project completion report as required by IDA and provide all necessary assistance to IDA for preparation of its own Project Implementation Completion Report. 3. Reporting Requirements 3.1 The primary reporting requirements for this assignment are satisfied by development and maintenance of the Project management dashboard mentioned under Para 2.5 above and by the IDEA Project-related reports identified immediately above. In addition, each of the Advisors will be responsible for production of managerial and operational reports typical of their functional area. Finally, in terms of the overall consultancy, the Consultant will produce: An Inception Report within two months of start of the assignment with a detailed implementation and staffing plan for the consultancy, timetable for production of the main deliverables and if necessary terms of reference and cost estimates for required additional Consultant team specialists. A Progress Report with the content, frequency and timing as determined by NIDW or BEC management. 4. Time Period 4.1 It is envisaged that the Consultant will start work from June 2011 and end December 2016 to coincide with IDEA Project completion. However, the assignments of the four principal advisors will be for a minimum of 2 years and at the discretion of the Client may be extended, changed or rotated in semi-annual increments to be agreed upon no less than 6 months in advance. 5. Staffing Schedules 5.1 The Consultant shall provide a detailed schedule of proposed staff and corresponding duration of assignment. The staffing proposal should clearly indicate the international or national origin of staff inputs. 5.2 Staffing changes may be proposed by either party and no change may be effected by the Consultant except with the prior approval of the Client. In case of substitutions proposed by the Consultant, the Consultant at its own cost will ensure reasonable overlap between departing and new staff as well as smooth continuity of work. 6. Qualifications 6.1 The estimated time, qualifications and experience of the Consultant s team is as indicated in the table below. As observed earlier, the Consultant s proposal may include additional specialist team members, for specific tasks and shorter time periods. Page9

12 6.2 Given the nature of this assignment in direct and personal support of NIDW managers, Consultant team members should all have highly developed human relations and communications skills. Fluency with Bangla language and past experience in Bangladesh is highly desirable and will be considered in the evaluation. Team Member Corporate Management Advisor IT Management Advisor Operations management Advisor Qualification and Experience Educational Background: Master degree in management, public administration or another discipline relevant to the assignment, from a recognized university. Professional experience: Minimum 15 years of progressive experience including at least 5 years as manager of business or public sector organizations comparable to NIRD in size and technology orientation. Specific experience: Minimum 7 years of project management experience including at least one project of comparable size and complexity as IDEA. Educational Background: Minimum master degree in information technology, information systems, computer science or related discipline, from a recognized university. Professional experience: Minimum of 10 years of progressive, ICTrelated professional experience. Specific qualifications: Minimum of 5 years as ICT manager of a public or private organization, including one organization of comparable size and complexity as NIRD. Demonstrated familiarity with major ICT disciplines including facilities planning, industry-standard software development methodologies, web-based systems and standards, serviceoriented architectures and technologies, data administration, security management and standards, IT project management, and data communications technologies and services. In-depth knowledge and experience in at least two of the above disciplines. Demonstrated experience in formulating and implementing enterprise architecture and strategic technology and information plans. Educational Background: Master degree in engineering, public or business administration or in another discipline relevant to the assignment, from a recognized university. Professional experience: Minimum 10 years of progressive professional experience in projects requiring large data base management and complex human-based logistics. Specific qualifications: Page10

13 Team Member Financial Management Advisor Qualification and Experience Minimum of 5 years of management experience on a project or function of comparable size and complexity as IDEA, ideally related to issuance of identification cards. Having successfully managed from start to end at least one technology-intensive contract worth at least USD 50 million. Extensive familiarity with security card design and production industry and technologies is highly desirable. Otherwise, demonstrated ability to quickly master the logistical and technical aspects of card production, personalization, custody and distribution could be considered. Educational Background: Master degree in public or business financial management, accounting or other discipline relevant to the assignment, from a recognized university. Professional experience: Minimum 10 years of progressive professional experience in organizations and projects requiring accrual accounting, cost accounting and complex financial modeling and reporting. Specific qualifications: A minimum of 10 years experience in a senior financial management role. CPA designation preferred. Up to date knowledge of current financial and accounting computer applications. Excellent analytical, organizational and communications skills. 7. Facilities to be provided by the Client a) Office space according to NIDW standards b) Office stationery c) Photocopy services d) Printers and printing supplies e) Reports and documents related to the engagement. Page11

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