Consultancy Services for Building a Knowledge Management System (Data Portal) for Ministry of Education, Baghdad (Re-Advertisement) Background UNICEF supported the Ministry of Education in Iraq to do school mapping survey as part of EU funded project entitled Improving Access to Quality Basic Education in Iraq, Contribution Agreement UNICEF Iraq DCI-MED/2010/258-780 whose part activities included collection of information on the needs, with budgetary cost estimates, of rehabilitation/ maintenance work in existing schools, to make them safe and suitable for teaching/ learning process, as per the Child-friendly Schools (CFS) standards, to bring the schools to the level of approved prototypes for their respective geographical areas, comparison of EMIS data with the collected data and resolving the differences if any, through verification from schools, collection of baseline information from all schools based on the CFS standards and presenting this information in the form of individual school profiles, preparation of a summary report on CFS baseline survey across the country. The final project documents included an updated GIS coordinates data for schools (data on CD), a document of school profiles based on CFS standards, multi-year investment plans by governorate, costed and prioritized for investment and procurement, final report on school mapping and investment planning exercise and a report of training workshops for MoE Baghdad, MoE KRG, and DoE staff from the directorates of planning. Objectives, Purpose & Expected results UNICEF is committed to derive more value to this data collected in the school mapping exercise and new data from the Ministry of Education (hereafter referred to as MoE) to develop an online data portal for data communication and which will provide insights, knowledge and knowledge management products for corporate organizational learning and strategic decision making at MoE. UNICEF Iraq Country Office has already agreed with the MoE on this project and will partner with government by carrying out the following activities by December 2016: 1) Do further overlay analysis on school mapping data and produce KM products (statistic and dynamic) useful to MoE and UNICEF. 2) Design and produce education governorate profiles which can be periodically updated to feed into the rolling UNICEF SITAN in Education. 3) Build on the existing data to produce visual briefs and updates useful to UNICEF and MoE. 4) Produce other products/factsheets on periodicity as will be agreed between UNICEF and MoE. 1
Against this background also, there is need to provide overall updated data for the education sector using the above project outputs of the school mapping survey as one of the inputs in addition to other datasets produced by the Ministry of Education and which they would deem appropriate to share externally. The main purpose of the KM data sharing portal is to provide a comprehensive overview of Ministry of Education statistics and administrative data for ministry planning and sharing with stakeholders in education and act therefore as official data communication channel externally for the ministry. These education statistics will also feed into the UNICEF Education Rolling SitAn and the MENA Regional EdInfo initiative. Description of the assignment Documentation of the processes of major data flows for education administration data at the department of statistics, current tools and procedures for updating data flows and major ministry datasets. The work will also include review and documentation of statutory datasets which the department of statistics produces periodically and the standard operating procedures for the respective dataset including the updating procedures. Also the vendor will be required to do a further analysis of the school mapping data from the project UNICEF Iraq DCI-MED/2010/258-780. The vendor will build a data portal (website) to be used as a knowledge management communication platform for MoE. Location and Duration Baghdad, Iraq (to work from own premises and deliver products to MoE Baghdad with periodic quality reviews). Duration is Ninety (90) days Qualification requirements Degree level/specialist level training in Information systems development, knowledge management, data Analysis and website design. Knowledge of Arabic for some members of the systems development team is an added advantage. 2
Deliverables Design, test and implement knowledge management procedures using available datasets and procedures to produce the following:- 1. An online data sharing portal for sharing agreed Ministry of Education data A fully functional agile data portal (website). Web server set up and functional Various web forms set up for uploading data. Automatic syndicates for pulling processed data 2. Provide a display of key education situation analysis data and indicators and other information that feed into education situation information requests as will be defined by UNICEF/Ministry of Education. Table 1: Deliverables and estimated time durations # Deliverables Duration(Estima ted # of days) Start Date End Date Schedule of payment 1 Inception report 10 Days 20-12-2016 30-12-2016-2 User requirements specification document 20 Days 20-12-2016 10-01-2017-3 Summary secondary analysis of school mapping data 20 Days 31-12-2016 20-01-2017 20 January 2017 (1 st instalment) 4 Functional Data portal 80 Days 20-12-2016 12-03-2017-5 Webserver set up and 20 Days 20-12-2016 10-01-2017 functional 6 Automatic data pulling scripts for website updates 50 Days 20-12-2016 10-02-2017 05 February 2017 (2 nd instalment) 7 Final KM systems document 20 Days 15-02-2017 07-03-2017 22 March 2017 (Final instalment) PROPOSER RESPONSE Formal submission requirement: 3
The formal submission requirements as outlined in this RFPS must be followed, e.g. regarding form and timing of submission. Proposal Form: The completed and signed Proposal Form must be submitted together with the Proposal by email to UNICEF Supply Division Bid Section at the email address stated on the email of this RFPS. Mandatory criteria: All mandatory (i.e. must / have to / shall / will ) criteria mentioned throughout this RFPS have to be addressed and met in the Proposal. Technical Proposal: The Technical Proposal MUST include the following but is not limited to: (a) (b) (c) (d) A confirmation letter that the Provider is registered with professional government bodies (Registration Documents with concerned authorities to be provided) Completed Provider s Profile forms. {For those Providers who have already submitted their forms in the last one year, there is no need for re-submission, though it is in their interest to send an updated Profile form} ORGANIZATION: General information about the Provider s background, year of establishment, Organizational structure, Number & type of staff (whether part time or full time with CVs), assets (equipment, training facilities, etc.); Names of companies your organization is affiliated with. Work Experience (similar works*) covering: The title of the project Brief description of work Client s name Project location The contract value The duration including starting and completion dates. References from client (preferred) * Similar works refer to Design of Water & Sanitation infrastructures 4
The duration including starting and completion dates. References from client (preferred) (e) Details of biggest work completed (Include the following information) The title of the project Brief description of work Client s name Project location The contract value The duration including starting and completion dates. References from client (required) (f) (g) (h) Provide a list of tie-ups the Provider has with reputed Institutes/ Agencies Methodology on Provider s approach to achieve the assignment CV of the Experts/Designers Name Position Key qualification / education English and Arabic Language Skills Work Experience (including specific experience) (i) Summary of the Provider s financial status (e.g. annual turnover in the last three years**; value of consultancy in the last three years, value of assets). certified statement should be provided. (j) Information demonstrating Provider s Work Experience (all types of work) in other countries covering: The title of the project Brief description of work 5
Client s name Project location The contract value No price information shall be contained in the technical proposal. Financial Proposal: Appendix (I) a) This Financial Proposal must be submitted by the Provider in a separate envelope-b than that used for the Technical Proposal. Failure to follow this instruction will result in your proposal being rejected! b) The Financial proposal will be opened only for the technically qualified proposal after the technical evaluation is completed. For those Providers who do not qualify, the envelope containing the financial proposal will be returned un-opened. c) Costing - UNICEF will cover costs related to the workshops. UNICEF will ensure that office space and use of office equipment is provided to the Experts. d) Please provide the cost break down of all the items included in the below table and submit this page in a separate envelope-b. All price offers shall be made in US Dollars only. Offer in any other currency will render the bid invalid. S/N Item Break down Price in USD a) Inception report, and b) User requirements specification document c) Summary secondary analysis of school mapping data d) Functional Data portal e) Webserver set up and functional f) Automatic data pulling scripts for website updates g) Final KM systems document Total Price 6
Reporting requirements The vendor will primarily report to the focal person in the department of statistics at the Ministry of Education. The Ministry of Education will invite UNICEF to attend the reporting sessions to support in work evaluation and quality assurance. 1. Inception report on the overall structure of KM/Data portal, proposed processes and tools. 2. Updated user requirements specification, agreed and signed off by MoE /UNICEF and the Vendor. 3. Final KM systems document detailing the function of the system. Evaluation process and methods Offers will be evaluated based on 70% technical and 30% commercial. 1. Quality of past work (Items a-e, 70%) a) Graphic design b) Purity of the coding c) High security d) New programming habits (techniques) e) Data analysis 2. Having an office or presence in Baghdad (10%) 3. Previous similar systems build (20%) 7
Criteria Maximum Points Overall Response Proposal Documentation 5 Company and Key Personnel Organizational Background, year of establishment, organization structure 10 Work Experience 25 Key personnel proposed 25 Financial Status 10 Proposed Methodology, Approach and System Methodology on Providers approach 25 Total Technical Evaluation 100 The minimum technical score required to qualify is 70 points OVERALL EVALUATION GRID Each Proposal will be evaluated against a weight allocation of [70%] for the technical proposals and [30%] for the fee proposal. The total maximum obtainable points is 100. Technical Proposal Financial Proposal [70%] [30%] The UNICEF evaluation team will select the Proposal which is of high quality, clear and meets the stated requirements and offers the best combination of technical and price score. TECHNICAL PASS CRITERIA The minimum technical score required to qualify is 70 points, financial proposal will not opened unless technical score > or = to 70 points COMMERCIAL EVALUATION The formula for determining the financial scores is the following: SF = 100 x FM/F Where SF is the financial score, FM is the lowest price from the bidders achieving the minimum technical score and F is the price of the proposal under consideration. The weights given to the technical and financial proposals are: T = 0.7 and F = 0.3 Administrative issues 8
I. For administration: MoE/UNICEF will bring lead this KM effort in administration of work process and follow up of the development of the deliverables. The vendor will prepare the products specifications documents which will be agreed and cleared by UNICEF and MoE. UNICEF, MoE and the vendor will agree on the on timed and costed work plan with deliverables/milestones. UNICEF will pay for the cost of the development work to the vendor. II. III. IV. For technical work: UNICEF/MoE will engage the capacity of the vendor to develop products as per products specification document and the agreed work plan. The ownership of the developed products will be MoE. The vendor is not allowed to externally distribute or communicate developed data products or materials. Evaluation of the vendor will be based on the BIOs/ CVs of the lead specialists provided for this project. Project management The Vendor, Ministry of Education and UNICEF will agree on a costed work plan with deliverables and dates upon which the basis of the project management will be based. Payment terms and conditions Payment will be made only upon UNICEF s acceptance of the work performed in accordance with the contractual milestones. The terms of payment are payment of the uncontested part of any invoice Net 30 days, after receipt of invoice and proof of delivery. Payment will be effected by bank transfer in US dollars. Proposers may offer early payment discounts, i.e. payment within a specified period of time faster than UNICEF s standard payment term of Net 30 days as per below payment schedule: - 25% 1 st installment upon submission of the inception report - 35% Upon finishing an automatic data pulling scripts for website updates and Webserver set up and functional - 40% Upon finishing the Functional Data portal and the Functional system working well, with full system documentation, self-assistance tips sheets and user training manual Any other information TBA 9
Annex 1 Detailed description of the deliverables # Deliverable Contents 1 Inception report -How the secondary data analysis will be carried out -Elicitation procedure for user requirements specifications -The implementation strategy for data workflows and data pipeline for the online knowledge management data portal and its functional components and automated work processes. -The IT/Website implementation technologies to be used to build the online data portal -Hardware and IT requirements for data hosting -Visual diagrammed architecture of the proposed knowledge management (KM) data communications portal. 2 User requirements specification document 3 Summary secondary analysis of school mapping data -KM functional specifications (system features, business logic event prototypes) -System requirements (Hardware, Software, Documentation and Support) -Summary data tables -Overlay visualizations 4 Functional Data portal -Backend business logic functioning well. -Backend data upload functional -Front end data display components functional 5 Webserver set up and functional 6 Automatic data pulling scripts for website updates 7 Final KM systems document -Functional mini data centre functional with scalable web server Automatic data pipeline updates scripts working -Functional system working well, with full system documentation, self-assistance tips sheets and user training manual Annexe 2 10
Granular description of the features of the website 1. Fully dynamic website, managed by a CMS 2. The CMS must control each page showed in the website like, ( add, remove, delete, copy, hide, and to be published in a specific time) 3. Building a website from zero using one of the web development languages without counting on ready designed templates 4. Programmed by either PHP or ASP.net, putting in mind the compatibility between the website s programming language and the server s operating system, for example PHP needs Linux OS, while ASP.net needs Windows OS environment to work on it. 5. The website styling should depend on codes more than photos in designing the interface and the whole website to avoid lateness in loading the pages and to improve the quality of appearance 6. The language of the website is Arabic/English 7. The banner of the website should have a background which represents Education in Iraq, the banner background should have a button in the CMS to be changed easily by the admin 8. There should be user levels, super user, normal user, and editor the super user choses what the others do or not. 9. The website CMS must have the ability to upload books with sizes from 1 to 300 MB or more in 1 click in PDF format 10. The website CMS must have the ability to upload Videos and audios with big sizes in multiple formats 11. Responsive Design: adapting to the environment of the browser size, such as browsers on tablets, smartphones, macs, and windows 12. SEO (Search Engine Optimization): to have a system to search better, each word, title, contents, which optimizes the search and gives a higher rank in search engines 13. Mobile Version: smaller, lighter and faster version have links to the downloads in the bigger version of the website 14. Using pure codes to build the website rather than copying codes from here and there 15. Being away from using templates and ready CMS systems like joomla and WordPress 16. Not copying the design of the website from other websites, having a unique design which belongs only to the site we want 17. A logo of Iraq should be put and the name of the directory 18. A list of horizontal icons with links to each page in the website 19. After the icons, we will have (JQuery ) to show the most important news, activities, and announcements checked as important during the uploading process 11
20. The banner, icons, and the JQuery must stay and show in each link you click, for example if you click about us, those three parts must stay showing plus the content of the about us page 21. Beneath it we like to have three boxes sorted either horizontally or vertically, one box is to show the news, the second to show the activities, and the third to show announcements, when the title of each clicked it must take you to a special page for each containing archived topics, each box in the FrontPage should showing 5 latest topics. 22. Going down having 2 rows of 4 boxes or icons, each has a link to another page, there will be links grouped and categorized by the language of the curriculum, when a link clicked, this too will take you to a page with a direct link to download the book. 23. The website should look like the way that the page designed in the attached Microsoft Office Excel 24. Having more than one design for the front page using more than 3 colors, to get the best results, then we choose one during the design process 25. Having direct icons to print or links to share any topic in the social medias 26. Used Arabic fonts must be installed on the server, so any one from anywhere can read the website using the same system and the same fonts in windows8, windows8.1 and windows10 27. Two email accounts powered by Gmail, so we have YouTube channels and use the emails for regular uses 28. An employee from the ministry of education must follow the process of building the website to get rid of mistakes 29. The website must be user friendly, easy to figure out and use, having obvious easy links, a map that shows the parts and links in the website 30. The designer company must teach a staff of Department of Planning, Ministry of Education how to use the website, from A to Z so the staff get can use and update independently. 31. UNICEF logo placed as supporting agencies. RIGHTS OF UNICEF UNICEF reserves the right to accept any Proposal, in whole or in part; or, to reject any or all Proposals. UNICEF reserves the right to invalidate any Proposal received from a Proposer which, in the opinion of UNICEF, has previously failed to perform satisfactorily or properly or to complete a contract on time, or any Proposal received from a Proposer which, in the opinion of UNICEF, is not in a position to perform the contract to be awarded as a result of this procurement action. UNICEF shall not be held responsible for any cost incurred by any Proposer in connection with this RFPS. The Proposer agrees to be bound by the decision of UNICEF as to whether its Proposal meets the requirements stated in this RFPS. Without 12
limiting the generality of the rights set out above, UNICEF expressly reserves the right to, and by submitting its Proposal the Proposer expressly accepts UNICEF s right to: - contact any or all references supplied by the Proposer(s); -request additional supporting or supplementary data (from the Proposer(s)); -arrange interviews with any, some, or all of the Proposer(s), individually or collectively; reject any or all Proposals; -accept any Proposal in whole or in part; -negotiate with the Proposer or Proposers which has or have, as the case may be, attained the best rating/ranking in the evaluation of Proposals; -award contracts to such number of Proposers as, in UNICEF s opinion, is required to achieve the overall objectives of this RFPS. By submitting a Proposal, the Proposer agrees to accept the decision of UNICEF as to whether the Proposal meets the requirements stated in this RFPS. PROPERTY OF UNICEF This RFPS, along with any responses thereto, shall be considered the property of UNICEF and the Proposals will not be returned to the Proposers. GENERAL CONTRACTUAL TERMS AND CONDITIONS The UNICEF Generic General Terms and Conditions for Institutional Contracts for Services are attached [Annex X]. The relevant provisions of these Generic General Terms and Conditions, together with any designated Special Terms and Conditions [Annex X], will form part of any contract resulting from this RFPS. FULL RIGHT TO USE The Proposer warrants that it has not and shall not enter into any agreement or arrangement that restrains or restricts UNICEF s or any implementing partner s rights to use, dispose of or, otherwise, deal with any of the goods that are the subject of this RFPS. VERIFICATION PROCESS It is expected that during the evaluation, UNICEF will be requesting clarifications from Proposers. UNICEF will not divulge nor discuss the Proposals and merits except with the Proposer who made the Proposal. To ensure fairness towards all Proposers, the established technical evaluation criteria will be the basis for the evaluation; however, it is envisioned that the final evaluation may contain conclusions not only deriving from the method grid. 13