2.0 OBJECTIVES OF THE CONSULTANCY SERVICE

Transcription

1 TERMS OF REFERENCE FOR AN INDEPENDENT DATA BASE MANAGEMENT AND IT CONSULTANT TO PROVIDE PREPARATION AND IMPLEMENTATION SUPPORT FOR THE NEITI INDUSTRY AUDIT DATA MANAGEMENT SYSTEM (NIADMS) 1.0 BACKGROUND The Federal Government of Nigeria (FGN) embraced the Extractive Industries Transparency Initiative (EITI) in 2004 as a major component of the on-going anti-corruption reform in Nigeria while ensuring that revenues from the extractive sector contribute towards sustainable development. At inception of EITI in Nigeria in 2004, its implementation was focused primarily on the oil and gas sector. However, implementation has been extended to solid minerals sector as well as fiscal allocation and statutory disbursement. More details on the EITI as well as the NEITI can be founding the NEITI Handbook and at and respectively. As part of its major functions to meet the objectives, NEITI conducts regular Audits to establish what companies have paid to the government, what government has received during the period under review; if government has received what it is expected to receive and if companies have paid what they are expected to pay. Under its four (4) years strategic plan, NEITI intends to improve the efficiency and timeliness of its audit. NEITI intends to engage a consultant(s) to develop a business process, address NEITI audit data collection constraint, process flow chart, and an Operational Manual for the NEITI audits. Thereafter, NEITI intends to engage a firm to migrate the data collection and analysis aspect of the NEITI audit procedures contained in the OM from manual to electronic implementation. Against the background of engaging the IT design firm, NEITI intends to engage the services of an individual IT consultant to prepare and develop a conceptual framework to support NEITI on the electronic implementation of the data collection and analysis aspect of the NEITI audit procedures. 2.0 OBJECTIVES OF THE CONSULTANCY SERVICE The main objective of this assignment is to secure IT technical development and implementation support and assistance on all activities on the critical path for design, development, procurement and deployment of the NEITI Audit Database Management system (NIADMS). For this purpose, NEITI is seeking to engage the services of an individual consultant for a minimum period of a year to conceptualize the NIADMS framework as well as provide project preparation and implementation support. The following are the specific scope of the assignment Page 1 of 7

2 I) Phase 1 Project Conceptualisation and Preparation (Strategic Review and Needs Assessment and Procurement Support for the Design and Deployment of the NEITI Industry Audit Database Management System (NIADMS) a) The consultant(s) will confer with the selected business process consultants in order to have an early insight into the business process review as well as provide perspectives to their work. b) Familiarization with the Operational Manual and process flow chart system regarding design paradigm, functional and operational scope of the NIADMS. c) Assessment of the data gathering process of the NEITI audit reporting cycle with the aim to identify process lapses and proposed actions to tackle such identified lapses; d) Assess the business requirements of the covered entities, identify the factors that will determine efficiency and effectiveness of the data collection and analysis aspect of the NEITI audits, and of the yardsticks by which the NDMS will be measured by the covered entities, including treatment (security and confidentiality) of business and proprietary data ; e) Review the Government Integrated Financial Management System (GIFMIS), which the Federal Ministry of Finance is currently implementing; and identify the opportunities for integration and automatic interfaces with NEITI s NIADMS for the purpose of easing and automating NEITI s access to information on revenue flows into the Federation account by government agencies; f) Assessment of NEITI s ICT infrastructure and proposal of the architecture for automation of the data management system, the quality management and security standards to be followed, the methodology and tools to be used in construction of the NIADMS and the status of data communications between NEITI and the covered entities; g) Development of the draft Strategic Review and Assessment Report, which should contain the draft NIADMS conceptual framework study document, proposed procurement strategy as well as recommended methodology or specification of detailed NIADMS system requirements and budget; h) Provide support along the procurement chain from placement of advert to negotiation with selected firm, by assisting the PIU and the evaluation committees in the review and development of procurement documents REOI, ToR, Cost Estimates, Bid Documents, Selection Criteria and Draft Contract. i) Provide support to the Evaluation committee in the assessment of bids, providing clarifications to bidders and negotiations with the preferred bidders. The consultant would conclude this phase of the work program by the following: Prepare a strategic review and due diligence issues report with a summary of the findings and critical issues for resolution. Page 2 of 7

3 Review and assist in the completion of Procurement Documents (Specifications, ToR, Cost Estimates, Bid Documents, Evaluation Criteria) and Negotiations with selected bidders) in accordance with the World bank procurement guidelines. Present the report to NEITI management and Board. II) Phase 2 - Project Implementation Support Contract Monitoring, Supervision & Quality Control for design and deployment of the NIADMS. a) To provide support to NEITI to facilitate compliance with contractual terms and conditions including assessment of the consultant s deliverables to ensure value for money and efficiency; b) Advise NEITI on the consultants recommendations on claims and disputes, variation orders and extensions of time. c) Provide support to NEITI to ensure that the consultants deliverables comply with relevant international ICT standards; The consultant would conclude this phase of the work program by the following: Prepare a report with a summary of the main activities undertaken and the issues for NEITI management attention QUALIFICATIONS The Consultant shall have a broad background in IT systems (including database development), management, planning, procurement and implementation. Essential qualifications include: a) Advanced degrees in Information Systems, IT Technology, Statistics, Computer Engineering, or other relevant discipline. Other trainings in the area of assignment will be an asset; b) The Consultant should have over 10 years experience in the development, procurement and implementation of IT systems, which should include professional experience in database management, data base design and maintenance, information management or monitoring data; c) Experience in the preparation, review and management decision process related to the scope and architecture of complex database and information management systems is necessary; d) An experience working with large organizations or programs in the development of software and database management systems is required; e) Experience of defining and monitoring performance indicators is an asset; f) Experience of "monitoring and evaluation" (focused on results) of projects is an asset; g) Experience with World Bank procurement guidelines would be an added advantage; h) Demonstrated ability to work independently and with initiative Page 3 of 7

4 i) Excellent verbal, written and presentation communication skills in English, including high-level report-writing skills; j) Significant developing country experience is necessary, and direct Nigeria experience would be an advantage 5.0 PROJECT ADMINISTRATIVE ARRANGEMENTS The consultant shall be solely responsible for review, analysis and interpretation of data, reports etc. as it pertains to this assignment and for the findings, conclusions and recommendations in the report. During the course of the assignment, the Consultant reports directly to the project lead at NEITI. The Consultant will confirm acceptance of the administrative matters detailed below. 5.1 Assistance from NEITI NEITI will provide, or facilitate the provision of all available data, documents and other relevant technical, financial, communication, regulatory and administrative information relating to the automation of the operational manual and process flow chart as the case maybe for the completion of the assignment. In addition, NEITI will provide to the Consultant, without cost, office space in the secretariat as the case maybe and counterpart staff as mutually agreed between the NEITI and the Consultant as the need arises. The NEITI s ICT unit will be carried along for relevant information and to make sure there is no room for integration hitches. 5.2 Conduct of the Consultant a. The Consultant cannot bid nor be part of the company, Firm, Consortium to undertake the design and development of the NEITI audit data management system automation. b. The consultant will work at par with the company, Firm, Consortium to undertake the design of the business process re-engineering and operational manual as well as company, Firm, Consortium engaged in the design and development of the NEITI audit data management system automation. c. The Consultant will, at all times, be expected to carry out the assignment with the highest degree of professionalism and integrity. The Consultant will be expected to conduct his duties in an open and transparent manner. d. The Consultant will not, under any circumstance, take any actions or be seen to be taking any actions, which may hinder or prevent the NEITI from executing this assignment. e. The Consultant will study all NEITI guidelines and policies with respect to the Nigerian EITI program, and will be expected to ensure that the assignment is concluded with the strictest adherence to all such policies and regulations. f. The Consultant will not, under any circumstances, take any material decision pertinent to this assignment without the express permission and written consent of an authorized representative of the NEITI. g. The Consultant will not, under any circumstances, discuss, divulge or use any information regarding this assignment or any other transaction conducted as part of the FGN s EITI Program, without the express written permission of an authorized representative of NEITI Page 4 of 7

5 6.0 TIME INPUT AND DURATION The assignment will require a total of 69 man-days spread over the period span of the consultancy from the date of engagement 7.0 DELIVERABLES The consultant on engagement should provide the PIS within 1 week. The following deliverables, which should be submitted in triplicate copies and in CD-ROM format are the expected deliverables from the consultant: Phase I a. The Consultant will submit 10 copies (Electronic and hard copies) of the Draft Strategic Review and Needs Assessment Report, which should contain the NIADMS conceptual framework study document, proposed procurement strategy, budget, as well as recommended methodology or specification of detailed NIADMS system requirements and budget within 4 weeks of the commencement of the assignment; b. The consultant shall present 10 copies (Electronic and hard copies) of the draft to stakeholders (NEITI & Covered entities) within 6 weeks of the commencement of the assignment. The Consultant will be involved in organizing the workshop. c. The Consultant will incorporate the comments from the stakeholder workshop and submit 10 copies (Electronic and hard copies) of the Final Strategic Review and Needs Assessment Report within 8 weeks of the commencement of the assignment. d. The Consultant shall guide the evaluation committees during the evaluation of the received EOIs and on their final decision and submit 10 copies (Electronic and hard copies) of an independent report within 2days of the evaluation committee completing the evaluation; e. The Consultant shall review the comments submitted by bidders and in providing responses, participate in the pre-bid conference and 6 copies (Electronic and hard copies) of e a pre-bid conference report within 2 days of completing the pre-bid conference; f. The consultant shall guide the evaluation committees during the evaluation of the received technical proposal and on their final decision and submit 10 copies (Electronic and hard copies) of an evaluation report within 3days of the evaluation committee completing the evaluation; g. The Consultant shall assist in drafting the negotiation report after having prepared and submitted 5copies(Electronic and hard copies) of the negotiation brief, participated in the negotiations, provide technical comments on the draft contract and prepare Negotiation brief, participate in the negotiations with preferred bidder and in finalizing the contract. Phase II The Consultant shall review the deliverables submitted by the selected NIADMS firm during the NIADMS design phase and submit detailed reports indicating compliance Page 5 of 7

6 with contractual terms, expected quality international ICT standards based on agreed reporting timelines. The Consultant shall take 3 days to review each deliverable and submit a report to NEITI; 8.0 PAYMENT SCHEDULE FOR THE CONSULTANT Below is the schedule of payment for the Consultant. Phases S/N Reports Timeline Payment Terms Phase I Effective date of contract/ Commencement of services 1 Draft Strategic Review and Needs Assessment Report 2 Presentation of the draft Strategic Review and Needs Assessment Report to stakeholders (NEITI & Covered entities) 3 Strategic Review and Needs Assessment Report. 4 Submission of the Procurement Documents (REOI, ToR, CE,RFP and Evaluation Criteria) and the technical evaluation report 4 Negotiation report after having prepared and submitted the negotiation brief and participated in the negotiations -Provide technical comments on the draft contract and prepare Negotiation brief -Participate in the negotiations Start date - Upon contract signature is Month (M) M + 4 Weeks M + 6 Weeks M + 8 Weeks 30% of the contract amount to be paid 30% of the contract amount to be paid 10% of contract sum Page 6 of 7

7 with preferred bidder and finalise the contract Draft Operational Manual Phase II 5 Provision of detailed comments on the NIADMS firm s first report Provision of detailed comments on the NIADMS firm s second report Provision of detailed comments on the NIADMS firm s final report 10% of the contract amount 10% of the contract amount 10% of the contract amount Page 7 of 7