Terms of Reference CRESP Set up Electronic Document Management System and IT Service July 2009 2
1 Background The China Renewable Energy Scale-up Program (CRESP) has been developed by the Government of China (GOC) in cooperation with the World Bank (WB) and the Global Environment Facility (GEF) to provide assistance with the implementation of a renewable energy policy development and investment program. It aims to: i) study the current renewable energy resources status; ii) learn from the experiences of developed countries in the development of renewable energy; iii) study and formulate renewable energy development policy in China; iv) implement renewable energy scale-up development v) provide cost-effective and commercial renewable energy electricity to the electric power market; and vi) replace coal-fired generation and reduce the local and global negative environmental impacts. The program implementation cycle will be divided into three different implementation phases. The phasing is intended to assist a gradual roll out of the policy and supporting measures, in step with the implementation capacity of administrative and regulatory bodies at the state and provincial levels, and of the commercial renewable energy industry. For Phase 1, the GEF Council has approved a GEF grant of $ 40.22 million to finance assistance to create an enabling environment for scaling-up renewable energy investments and to support the provincial demonstration projects. In the Phase 1, the focus is as follows: 1. Developing and setting up the necessary policy instruments including laws, regulations or both together, required to introduce an Mandated Market Policy (MMP) policy and other supporting measures on the national level; 2. Testing the proposed MMP policy framework in four pilot provinces; 3. Creating an enabling environment for renewable electricity investment by commercial enterprises, in particular those from the private sector; 4. At the national level, supporting improvements to the quality and performance of renewable energy equipment and strengthening the capability of service providers to help building and enlarging the renewable industry. The first phase would involve fewer investments in renewable electricity facilities than the second and the third phase, but would require considerable investment in capacity building. Building this capacity early would contribute to cost reduction in future phases. CRESP is a 10 to 12 year program, implemented in three phases. Phase 1 of CRESP has two components: Investment Component Institutional Development & Capacity Building Component The Institutional Development & Capacity Building component in turn has 4 sub-components: National Level Institutional Development & Capacity Building Provincial Level Institutional Development & Capacity Building Capacity Building Investors & Scale-up Support Program Management The CRESP Institutional Development & Capacity Building Component will provide financial assistance to create an enabling environment for scaling-up renewable energy investments and to support the provincial demonstration projects. This will include support for the implementation of the Renewable Energy Law, capacity building and addressing barriers to scale-up renewable 3
energy investments in the provinces. The GEF assistance provided under the sub-programs is being managed by the Project Management Office. 2 Special background The Renewable Energy Development (RED) Program shall be implementing for five years with current status of close to wrap up. During the previous four years, a total of 260 activities have been contracted. Most of the contracts have completed. In the coming two years, it is expected that nearly 100 additional assignments are going to be contracted. In the life of each contracted assignment, large amount of information (contracting records, deliverables, and accounting data) are existing at different administration sections with different versions, file names, or various formats. This storage of project documents and filing can be of risk. Special attention needs to be paid on well managed documenting in a systematic way in order to provide possibility of CRESP information sharing. Based on WB procedure and PMO requirement, all CRESP relevant documents (electronic files and documents in other media) will be compiled into appropriate versions, file names, and integrated formats. A document management system will be developed with safe storage, version control, reference guide, and information sharing functions. The previous contract on management information system, website, and IT service is due. However for the coming projects, professional services are still required for website, RE information platform, Email, office network, and IT equipment maintenance in order to ensure secure and stable operation of the above systems. For this purpose, CRESP PMO is seeking a professional IT service to sort and file the available project documents, establish a document management system, while providing maintenance service to CRESP website, email systems, and office network and IT equipments to ensure stable PMO operation. 3 Objectives Objective 1 Filing document and system development The system will be used to file CRESP project documents including project data and contract information over the past implementation years. The document sorting and filing will focus on both hard copies and electronic files regarding project management and deliverables to enable safe documentation which may otherwise undermine project management due to PMO staff changes. Objective 2 Maintaining management information system, website, and mail service system Provide hardware and software support for the PMO management information system. Provide daily system maintenance service, including data backup, solving technical problems and ensuring system normal operation. Objective 3 Maintaining PMO intranet and IT equipment According to a maintenance plan, check regularly the PMO intranet and computer systems, including anti-virus and data backup service to enable the safe and reliable operation. Provide on-site and online service solving software normality and computer failure problems. 4
4 Tasks Task 1 Work out a procedure and file PMO documents W o ing together r k with PMO staff members, propose a regulation on naming electronic files along different phases of a contract life cycle. By making sure there are no conflicting versions of a document, final version of the document will be defined together with PMO staff members. All documents will be checked or renamed according to the regulation procedure. Check and ensure that all electronic and paper documents are fully registered. Paper documents such as signed contracts, deliverables, and accounting records shall be properly scanned. After scanning, original hard copies shall be properly maintained at their locations. Convert all electronic files into PDF format for easy exchange and information sharing. According to the document regulation, classify the electronic and scanned documents to maintain their continuous and version consistent order that follows contract life cycle. Task 2 Design a Document Management System The DMS shall be a C/S (Client/Server) architecture, easing information access. Document manipulation functions shall be designed based on contract code tracking, allowing file adding, revising, and deleting operations and ensuring document naming regulation and consistent versions. Version control with check in and check out functions to ensure each document has sole and track able version. Authority management. Authority is only awarded to staff responsible for the contract to ensure information security. Information release. The system will be able to create index file at Html format and put the relevant document onto a video disk or the website. Task 3 Maintain the information platform, website, and Mail system. Provide capable software, hardware, and network environment to ensure an operational information system. Prepare a system maintenance plan. Provide regular system maintenance service, including regular monitoring on the information platform, website, and Mail system, log analysis, identifying potential threat, and making right response to the possible attach. Make regular data backup, solving technical problems and ensuring information security. Upload information and prepare web pages according to PMO request. Monitoring system and website operation. Timely eliminate system abnormality and/or failure. Task 4 Maintain Intranet and Computer systems Make a plan for regular network inspection. Prepare a plan for ensuring effective anti-virus control and safe information storage. Regular anti-virus service. Timely and regular server data backup. 5
Provide technical service, including on-site service and call instructions. Help the PMO solving system failure and software system abnormality. 5 Deliverables 1. Paper document digitization. 2. Documents in PDF format with regulated file names. 3. 10 compact disks of project document with HTML index generated by the DMS system. 4. Maintenance plan and annual report on information platform and website maintenance. 5. Maintenance plan and annual report on PMO Intranet and IT equipment. 6 Schedule (July-September 2011) In 2 weeks after contract signed: preparation, complete the file naming regulation, make plans for website, intranet, and IT equipment maintenance activities. In 8 weeks after contract signed: complete document filing and paper document digitization. In 10 weeks after contract signed: Complete DMS development and make the compact disks available. By July 2010, deliver the annual system maintenance report. By September 2011, make the annual system maintenance report ready. 7 Qualifications Professional technical consultant company, rich past experience in related projects; Capable technical staff and management. Team of required skills. Past experience for large IT projects; Sufficient knowledge on China renewable energy projects to ensure accurate document classification and sorting during document filing activity. Experience in developing successful IT systems and providing quality technical service. 6