Terms of References for IDCOL Biogas Program Software Upgradation

Terms of References for IDCOL Biogas Program Software Upgradation 1. Introduction Infrastructure Development Company Limited (IDCOL) was established on 14 May 1997 by the Government of Bangladesh (GOB). The Company was licensed by Bangladesh Bank as a Non-Bank Financial Institution (NBFI) on 5 January 1998. Since its inception, IDCOL has been engaged in renewable energy and infrastructure sector development of the country with the support from its development partners i.e. the World Bank, ADB, JICA, IDB, KfW, GIZ, USAID. IDCOL has been playing a major role in bridging the financing gap for the development of medium and large-scale infrastructure and renewable energy projects. IDCOL is implementing its domestic biogas program in Bangladesh since 2006 with the support from SNV-Netherlands Development organization and German Development Bank (KfW). In 2012, the World Bank also joined to support the program. The objective of the IDCOL Biogas Program is to develop and disseminate domestic biogas plants with the ultimate goal to establish a sustainable and commercial biogas sector in Bangladesh. The program is being implemented in all the districts of Bangladesh. More than 34,000 biogas plants have been constructed by the end of May 2014. 2. Background The software for the IDCOL Biogas Program was developed in the year 2007 with a view to record, coordinate and maintain all aspects of the program. This includes plant information submission, inspection, quality control entry, disbursement and adjustments, among others. Furthermore, it was also developed to generate reports based on parameters such as size, type, location, etc. Since its inception, the Program has undergone many changes, major and minor, owing to expansion of the program and/or IDCOL, donor and PO requirements. Some of these changes have been subsequently incorporated in the software to reflect the Program. However, not all modules have been upgraded, resulting in manual intervention by IDCOL employees for the majority of reporting or payment purposes. As such, this manual intervention has resulted in a backlog of incorrect data and reduces efficiency of employees in the Program. Furthermore, the original software is currently incapable of reporting all the aspects of the Program. Considering the current state, IDCOL management has decided to revamp the IDCOL Biogas Program software from scratch to go for full automation and minimize manual intervention as much as possible. The company is therefore interested to engage a third-party software developer for this process. 3. Objectives The objectives of this assignment are: 1. To develop the software module in light of current Program dynamics 2. To integrate the updated software with IDCOL MIS 3. To upgrade modules related to disbursement ToR_Software Upgradation_IDCOL Biogas Program Page 1 of 13

4. To upgrade modules related to quality control 5. To upgrade modules related to training 6. To customize modules related to reports 7. To allow maximum automation in user end 8. To minimize manual intervention However, most importantly the software has to be flexible enough to adopt and integrate future changes as necessary. The IDCOL MIS module, in which IDCOL Biogas Program software is required to be integrated, is shown in the Annex C. The major upgradations, identified so far, to be designed and developed are shown in the following diagram: IDCOL Biogas Program Software Upgradation Integration of Biogas Program Software with IDCOL MIS Disbursement Module Quality & Inspection Module Training Module Development of Video Tutorial The major upgradations listed above are described in details in section 4 (Scope of Service and Deliverables) of this ToR. The modules will be integrated and interlinked under the Biogas Program Software. Firms are requested to visit the Client s office to collect detailed requirements and clear understanding regarding each module. 4. Scope of Services and Deliverables The firm needs to submit a detailed design and development plan and methodology with the technical proposal in line with scope of services and deliverables after consultation with IDCOL Biogas Program officials. The scope of services and deliverables should include but not limited to: 4.1.Integration of Biogas Program Software with IDCOL MIS A. Existing State: No integration with IDCOL MIS B. Requirements: The software for the IDCOL Biogas Program needs to be integrated into the IDCOL Management Information System. As such, the existing modules for disbursement, QC, training, maintenance, etc. and the entire database of biogas plants, partner organizations, masons, etc. need to be synced with the MIS. Furthermore, any subsequent solutions related to the integration need to be provided. ToR_Software Upgradation_IDCOL Biogas Program Page 2 of 13

4.2.Disbursement Module A. Existing State: i. Data entry of biogas plants in PO module and generation of.xml file ii. Import of.xml file into IDCOL Biogas Program Database iii. Cross check of new plants with existing ones for duplication iv. Calculation of eligible refinance and grant v. Adjustments from existing/previous disbursements (if any) vi. Partial report generation vii. Manual correction in applicable fields B. Requirements: 1. Up gradation of disbursement module to reflect current financing mechanisms of IDCOL Biogas Program a. Investment Subsidy per plant b. Compensation Security retention per plant from subsidy c. Refinance calculation for POs d. Database setup table for calculation of the above e. Any subsequent solutions related to up gradation 2. Development of two step disbursement mechanism STEP 1: a. Receipt of disbursement requests and subsequent import to software b. Inspection by monitoring department and subsequent QC entry c. Approval from disbursement department for payment and/or deductions from current/previous disbursements based on software flags or QC results STEP 2: a. Based on Step 1, approval from credit administration to accounts department b. Based on Step 1, processing by accounts department for payment Accounts: Full automation in disbursement of subsidy and refinancing process. Fund allocation, voucher creation and any subsequent development related to it. Loan Module: Loan module for credit administration department Any subsequent solutions related to development of two step disbursement mechanism. 3. Correction of disbursements with incorrect calculations a. Correction of subsidy amount b. Correction of retained maintenance amount c. Correction of refinancing provided d. Module for manual correction of an individual disbursed plant data e. Any subsequent solutions related to correction of old data ToR_Software Upgradation_IDCOL Biogas Program Page 3 of 13

4. KYC (Know Your Customer) a. Name, Address & contact details of Executive Committee Members / Shareholders / Directors as applicable b. CIB Status 4.3.Quality & Inspection Module 1. Inspection Entry A. Existing State: a. PO submits disbursement request after successful entry in PO module b. Inspectors sort the unchecked plant list c. Assigned inspectors physically inspect the plants d. Inspectors fill up inspection information in software e. Discrepant or non-discrepant plants are being sorted on the basis of inspector s inspection report. f. Based on 50% physical inspection report disbursement is being processed g. Rest 50% is being financed based on adjustment in subsequent disbursements B. Requirements: a. Inspection entry module for inspectors according to the quality control criteria. Tabular form of inspection result entry. Both option for regular inspection and maintenance inspection is needed. Any subsequent solutions related to it may also be included. b. Option to upload plant photos (5 photo per plant) during inspection entry is needed to be added. c. Multiple search options (center pipe number, contact number, name etc.) for plant information is needed to be introduced. 2. Collection Efficiency Module A. Existing State: i. No collection efficiency module is present in the software B. Requirements: i. Report and entry by PO branch office is needed to be incorporated in new software. 3. Correction: i. Any correction of data option is required for all the information of individual plant. 4. Retained Security Release Module i. Existing State: i. PO send retention release request ii. Entry in new software iii. Physical inspection iv. Release of clean plants based on 20% inspection ToR_Software Upgradation_IDCOL Biogas Program Page 4 of 13

B. Requirements: i. Web based entry for retained security from POs end ii. Maintenance data import from existing software is required in new software. iii. Development of two step maintenance disbursement mechanism STEP 1: a. Receipt of maintenance disbursement requests and subsequent import to software b. Inspection by monitoring department and subsequent maintenance inspection entry c. Approval from disbursement department for payment and/or deductions from current/previous maintenance disbursements based on software flags or inspection results STEP 2: a. Based on Step 1, approval from credit administration to accounts department b. Based on Step 1, processing by accounts department for payment Any subsequent solutions related to development of two step disbursement mechanism. 5. Call Center Application A. Existing State: No call center application is present in the software B. Requirements: a. Call center application is needed to be included in software. b. Call details entry module with interested and technical problem options is needed to be added. c. Report related to call center calls and details should be added. d. Any subsequent solutions related to it may also be included. 6. Report: In addition to the following reports, any other reporting related to the program, following discussion with IDCOL Biogas Program officials, may also be included. 1. Technical problem report is needed in following form i. Plant ID ii. Address iii. Contact number iv. Plant size v. Center pipe number vi. PO vii. Branch viii. Detail problems 2. Query run/report generation with multiple options as following: i. District ii. Upazilla ToR_Software Upgradation_IDCOL Biogas Program Page 5 of 13

iii. PO iv. Branch v. Inspector vi. Size vii. Type (Cow dung / Poultry based/ mixed) viii. Year (date range) ix. Uninspected/Inspected/Maintenance done Plants x. Quality Default Point xi. Subsidy xii. Refinance xiii. Security Retention 3. Reports with information derived from PO entry module Any subsequent solutions related to development of different types of reports. 4.4.Training Module: A. Existing State: No training module is present in the software. B. Requirements: i. Training module for biogas program is required to be integrated in new software. 4.5.Development of video tutorial for POs A video tutorial needs to be developed for PO Data Entry Module. The video should cover the following aspects: i. Installation of data entry module ii. Operation of module iii. General troubleshooting 5. System Features 5.1.System Administration System administration module should provide the following basic features: Login/user accounts creation and management with authentication features Task assignment (assigning a particular task to a group of users or a user) Permission/access management on different modules for particular users/staff. Different types of permission on documents/features like view, edit, delete can be set up from this module Setting up different system parameters for various customizations. ToR_Software Upgradation_IDCOL Biogas Program Page 6 of 13

5.2.Software Development Technology The following software development technology may be used for the software up gradation and development. a. Front end development: i. C#.net, ASP.net, JavaScript etc. b. Database development: i. MS SQL server 2008 5.3.Backups and Restores Check-points should be maintained so that when a system experiences catastrophic failure; it can be completely restored to the state it was in prior to the failure as quickly as possible. Additionally, scheduled backup facilities should be provided in the software system. 6. Additional Facilities to be provided to the Client The firms are required to review the existing IDCOL Biogas Program Software and propose any additional modifications for enhancement of program operations. However, the cost of these additional requirements need not to be included in the financial proposal for the assignment. The Client may procure those under separate contract(s) subject to agreement with the firm. 7. Eligibility and Evaluation Criteria The firms/consultants those meet the following criteria are encouraged to participate: a. For firms, registration with appropriate authorities; b. For firms, have yearly minimum turnover of BDT 3,500,000/- (Thirty Five Lac Taka Only); c. Record of a minimum of Five (05) years experience and expertise on similar assignments; d. Minimum of two (02) similar assignments completed in last two years; e. Working experience in the financial sector will be given preference; f. Have all the technical facilities of their own or necessary arrangements with such facilities. Key personnel needs to have these qualifications below: a. Minimum Master of Science in Computer Science & Engineering (CSE). b. Successful completion of software development and / or upgradation preferably for a bank / NBFI c. Have a good understanding of MSSQL platform and minimum 05 (Five) years overall experience as Lead software developer d. Good communication skills both in English and Bengali The selection of consultant shall be according to Selection Based on the Consultants Qualifications (CQS) methods of World Bank guideline. The firm s shall be selected under the following criteria: o General years of experience o Experience of conducting the same type of jobs o Technical strength and facility o Qualifications of Team members The best qualified consultant shall be requested to submit technical and financial proposal. ToR_Software Upgradation_IDCOL Biogas Program Page 7 of 13

8. Content of submissions Applicants must submit 01 (One) sealed envelope which will contain these documents below: a) Copy of TIN certificate and VAT Registration Certificate b) At least two (02) letters of references of clients where work of a similar nature was undertaken. c) Documentary evidence of incorporation of the firm (Trade License of the year of registration and of the latest year, MOA, Incorporation certificate, Articles of Association, or Membership of professional bodies, Partnership deed RJSC), if any; d) Audit Report/Annual Report as proof of financial strength; e) List of similar experience in the following manner: Sl. No Name of the Assignment/Task Brief Description Year of Completion and Duration Man- Month Contract Price f) Detail description of technical strength and facility of the firm; g) CVs of Team Members highlighting education, general experience, experience in the relevant field, and training and professional qualification in the relevant field. 9. SUBMISSION DEADLINE The deadline for submitting all the documents mentioned above is on or before: Tuesday, 09 September 2014 at 05:00PM. 10. Timeline The duration of this assignment will be of 60 calendar days from date of signing of the agreement. The selected firm / consultant may engage some supporting staffs for this assignment. 11. Work Schedule The firm / consultant shall submit a preliminary work schedule (with Gantt Chart) considering the given time frame along with the Bid Document. 12. Warranty of the Software Upgradation The Warranty Period for the software upgradation shall be one year and commence from the date of Operational Acceptance of the upgradation of all deliverables. The Successful Bidder shall provide one year warranty related to the deliverables that covers the following but not limited to: Perform any Modification/Change, if required Design, Layout, Interface changes, if required Report Layout/Design changes, if required Additional Report produce, if required Maintenance and Operational Support Service ToR_Software Upgradation_IDCOL Biogas Program Page 8 of 13

13. Terms of Payment Payment will be made according to the following schedule: 25% after upgradation of disbursement module and acceptance by IDCOL 40% after upgradation of Quality & Inspection Module and Training Module and acceptance by IDCOL 25% after completion of integration in IDCOL MIS and Development of video tutorial for POs and acceptance by IDCOL 10% after completion of warranty period 14. Duties & Taxes The firm / consultant will be responsible to pay relevant taxes and VAT. 15. Delays In the event of failure to comply with the completion period, the firm / consultant will have to request IDCOL for extension giving reasonable cause for such delays. 16. Force Majeure In case of force majeure, the firm / consultant is entitled to an extension of the completion time. Force majeure is understood to be natural disasters, fires, strikes, lockout, sabotage, breakdowns and accidents of all kinds, war to like conditions, riot, and civil commotion or due to circumstances beyond the control of consultant. Apart from an extension of the time of completion, force majeure does not entitle the consultant to any compensation for damage or loss suffered. 17. Termination of Contract In the event that work progress or quality is not satisfactory, IDCOL shall have the right of withdrawing the contract partly or wholly. Justification for such action will be provided in writing. The portion of the contract value that has not been paid when such action is taken will be retained in IDCOL as liquidated damages. 18. Disclaimer IDCOL reserves all the right not to appoint any service provider. IDCOL does not bind itself to accept the lowest bidder. ToR_Software Upgradation_IDCOL Biogas Program Page 9 of 13

Annex A Presentation of Curricula Vitae of Key Personnel to Lead the Project The comprehensive Curricula Vitae of the definitely assigned personnel shall be presented in the form as shown below: 1. Family name: 2. First names: 3. Date of birth: 4. Nationality: 5. Education: Institution Date: from (month/year) to (month/year) Degree(s) or Diploma(s) obtained Result (add more degrees) 6. Language skills mark 1 (worst) to 5 (best) for competence: Language Reading Speaking Writing 7. Membership of professional bodies: 8. Other skills: 9. Present position: 10. Years within the firm: 11. Key qualifications (relevant to the project): 12. Professional experience record: Date: from - to (month/year) Location Company Position Description (add more experience) ToR_Software Upgradation_IDCOL Biogas Program Page 10 of 13

Staffing List Annex B List of available personnel structure for the project in tabular form (no CVs) Sl # 1 2 Name (add more as required) Annex C Academic Qualification Professional Experience Project-related experience Name of Highest Academic Degree Result Name of Firm Duration Project name Client Name Institution IDCOL MIS Communication and Task Management Company Accounts Loan Management Treasury Operation Development Projects Records & Documentation System Human Resource Management R&D RE Proejcts - Solar RE Proejcts - Biogas ToR_Software Upgradation_IDCOL Biogas Program Page 11 of 13

Infrastructure Development Company Limited (IDCOL) Level-16, UTC Building, 8 Panthapath, Kawran Bazaar, Dhaka Telephone No.: 9102171-8, Fax No.: +880-2-8116663 REQUEST FOR EXPRESSIONS OF INTEREST (CONSULTING SERVICES (SOFTWARE) FIRMS SELECTION) Credit No.: IDA 5158 Assignment Title: Selection of firm for IDCOL Biogas Program Software Up-gradation Reference No.: IDCOL/REREDPII/S-30, Date: 19/08/2014 Infrastructure Development Company Limited (IDCOL) has received financing from the World Bank for implementation of Rural Electrification and Renewable Energy Development Project (REREDP) II and intends to apply part of the proceeds for consulting services from firms for IDCOL Biogas Program Software Up-gradation. IDCOL now invites eligible consulting firms/universities /NGOs/other institutions (software) ( Consultants ) to indicate their interest in providing the Services. The consulting services ( the Services ) include the following: To develop the software module in light of current Program dynamics; To integrate the updated software with IDCOL MIS; To upgrade modules related to disbursement; To upgrade modules related to quality control; To upgrade modules related to training; To customize modules related to reports; To allow maximum automation in user end; To minimize manual intervention; Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. The firms that have the following criteria are encouraged to participate: o o o o o o For firms, registration with appropriate authorities; For firms, have yearly minimum turnover of BDT 3,500,000/- (Thirty Five Lac Taka Only); Record of a minimum of Five (05) years experience and expertise on similar assignments; Minimum of 02 (two) similar assignments completed in last two years; Working experience in the financial sector will be given preference; Have all the technical facilities of their own or necessary arrangements with such facilities. Key personnel needs to have these qualifications below: Minimum Master of Science in Computer Science & Engineering (CSE); Successful completion of software development and / or up-gradation preferably for a bank / NBFI; Have a good understanding of MSSQL platform and minimum 05 (Five) years overall experience as Lead software developer; Good communication skills both in English and Bengali REOI_IDCOL_Biogas Program Software Upgradation_August_2014

The selection criteria are as follows: General years of experience Experience of conducting the same type of jobs Technical strength and facility Qualifications of Team members The attention of interested Consultants is drawn to paragraph 1.9 of the World Bank s Guidelines: Selection and Employment of Consultants ( Consultant Guidelines ), setting forth the World Bank s policy on conflict of interest. Consultants may associate with other firms in the form of a joint venture or a sub consultancy to enhance their qualifications. Consultant will be selected in accordance with the Selection Based on the Consultants Qualifications (CQS) method of the World Bank guideline. Further information can be obtained at the address below during office hours- 10:00 AM to 06:00 PM (BST) and the interested firm may visit www.idcol.org for detail ToR of this assignment. Expressions of Interest (EOI) must be delivered in a written form to the address below (in person, or by mail, or by fax, or by e-mail) by 09 September 2014 by 05:00PM (BST). Md. Maidul Islam, Officer, Procurement Infrastructure Development Company Limited (IDCOL) Telephone No.: 9102171-8 (Ext- 143) Fax No.: +880-2-8116663, E-mail address: maidul@idcol.org REOI_IDCOL_Biogas Program Software Upgradation_August_2014