Expression of Interest (EoI)
Consultancy Services for the GAP Analysis on the use ICT in the infrastructure sector
Cosoft: 83411939
Background and Context
Background
The Mission of the Ministry of infrastructure (MININFRA) is to ensure sustainable infrastructure development covering transport, energy, water supply and sanitation, housing and human settlement sectors aiming to drive Rwanda’s economic growth and enhance quality of life of the citizen. Vision To provide modern infrastructures for sustainable economic growth and socio-economic development.
Among some of the key major roles under the mandate of the Ministry include but are not limited to:
- Ensuring that the development of policies and strategies concerning national infrastructure are in line with regional integration and harmonization policies with the East African Community.
- To supervise the implementation of quality standards and norms, cost effectiveness, response to environmental sustainability, safety, and cross-cutting issues in infrastructure development.
With the ever-changing global economy and the rise of the 4th industrial revolution, the Government of Rwanda is well positioned to establish a digital economy driven by innovation and digital leadership in the region and across the globe. Putting innovation at the forefront of economic development and social transformation has never been more important to ensure a sustainable development towards a self-sufficient and globally competitive economy, and ICT is at the epicentre of it all.
Following the objectives set by the national strategy for transformation (NST1) and Vision 2050, specifically regarding the infrastructure sector, the sector strives to establish operational excellence that drives an impeccable execution of infrastructure development projects, while maintaining and continuously improving an unparalleled customer service throughout transportation, urban and housing development, and utilities services.
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology).
GIZ through its program Digital Solutions for Sustainable Development (DSSD) has a purpose to support digital transformation in Rwanda through developing digital solutions for Citizens and these could be scaled for all of Africa. This process is accompanied by efforts to strengthen the tech-ecosystem through ICT trainings and the support to communities of practice. More and more people need to be included to reach Rwanda’s ambitious goal to become a digital and knowledge-based economy. Therefore, the DSSD, with its key implementing partner the Rwanda Information Society Authority (RISA) are working together with the Ministry of infrastructure (MININFRA) to carry out this GAP analysis respectively.
Some of the Key Challenges of the infrastructure sector include.
- The GoR infrastructure sector consists of 12 implementing agencies, each focusing on a unique area of development. The Ministry of Infrastructure has great digital ambitions for the sector, and the level of work required to come up with a granularly detailed strategic plan that cuts across all 12 agencies.
- The level of complexity and diversity in nature of business of the 12 implementing agencies under the ministry such as Road Maintenance Fund (RMF), Rwanda Civil Aviation Authority (RCAA), Rwanda Energy Group (Energy Development Company Ltd and Energy Utility Company Ltd), Water and Sanitation Corporation Ltd, Rwanda Transport Development Agency (RTDA), Rwanda Housing Authority (RHA), RwandAir and other agencies to be formed under its sub-sectors call for very updated and robust ICTs to increase efficiency and effectiveness of service delivery across all these institutions to the citizens and residents of Rwanda.
Specific Context:
To achieve the aforementioned objectives, and to navigate some of these key challenges MININFRA needs to carry out a gap assessment as a precursor for creation of an ICT strategic plan for the infrastructure sector, which will guide the implementation of strategic interventions through the journey of digital transformation.
Rationale/Objective
Key Sector Objectives include
1.3.1. Short-Term Objectives
- To map out and identify gaps in the usage of ICT in the day today business of the ministry’s implementing agencies. These include but not limited to.
- Rwanda Energy Group (REG) (EUCL and EDCL)
- Water and Sanitation Corporation (WASAC)
- Rwanda Airports Company (RAC)
- Akagera Aviation
- Rwanda Housing Authority (RHA)
- Rwanda Transport Development Agency (RTDA) (Public transportation)
- Piggybacking on these gaps to also identify areas where some digital solutions can be used to solve the challenges (gaps) identified.
- To assess the sectors achievements in the use of ICTs in relation to NST1, SRMP objectives (Midterm review)
- Use the resulting framework by the Policy lab at MINICT to further implement this exercise in other ministries and government parastatals
1.3.2. Long-Term Sector Objectives
Operational Excellence:
Equipping the sector with digital tools to help them make informed decisions in an efficient manner.
Customer Experience Leadership:
Equipping the implementing agencies with the tools to serve customers more efficiently and effectively.
Tasks to be performed by the contractor
MININFRA, RISA and GIZ are therefore looking for an experienced Consulting Firm that will plan, organise, and perform a GAP analysis on the use of ICTs in the infrastructure sector.
Specific tasks to be performed include:
- Identification of use cases and gaps in the infrastructure sector that require proper use of ICTs.
- Sector assessment towards achievement of short-term objectives.
The assignment will require conducting a detailed assessment of current digital systems and infrastructure in the sector, then propose a digital architecture design that allows the identified sectors to achieve short-term objectives, in accordance with SRMP.
- Sector Assessment Towards Achievement of Long-Term Objectives.
Operational excellence: there will be a need to conduct a detailed business process mapping against each agency in the sector, understand their unique challenges to exceptional service delivery, map their digitization levels, and identify efficiency gaps then derive needed interventions to bridge the gaps.
- Action plan
This will contain recommendations from the identified gaps to inform pilot initiatives, change management and policy change among others.
Milestones:
The contractor is requested to provide an implementation plan for the project including the following milestones.
|
Milestone |
Deadline |
Estimated expert days to achieve MS |
|
Inception meeting |
Week 2 after contract signing |
10 |
|
Identification of implementing agencies for gap analysis |
Week 4 |
10 |
|
Gap analysis per agency selected with pre-validation |
Week 4 to 12 |
180 |
|
Evaluation of all preliminary reports of all assessments towards long term and short-term goals |
Week 10 to 14 |
50 |
|
Draft report |
Week 14 to 15 |
10 |
|
Validation workshop |
Week 15 |
10 |
|
Final report |
Week 16 |
10 |
|
Total |
280 |
Duration of the assignment
Period of assignment: From July until November 2022.
Concept
In the bid, the bidder is required to show how the objectives defined in (Sections to 1.3 to section 2) are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept). In addition, the bidder must describe the project management system for service provision for this development, it is preferable that in the technical offer the bidder stipulates the number of sprints required for the development, testing and deployment. This should also include a contingency concept if the development work to have to be transferred into a virtual format due to any Pandemics (such as Covid-19).
Technical-methodological concept
Strategy: The bidder is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Section 1.3 to 2). Following this, the bidder presents and justifies the strategy with which they intend to provide the services for which they are responsible.
The bidder is required to present the actors relevant for the services for which they are responsible and describe the cooperation with them.
The bidder is required to present and explain their approach to steering the measures with the project partners MININFRA, GIZ and RISA.
The bidder is required to describe the key processes for the services for which they are responsible and create a schedule (project plan) that describes how the services according to Section 2 to are to be provided. In particular, the bidder is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors in accordance with Section 3.
The bidder is required to draw up a personnel assignment plan with explanatory notes that lists all the experts proposed in the bid; the plan includes information on assignment dates (duration and expert days) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule.
Expected Deliverables
The following deliverables shall be delivered to the Client:
Expected Deliverables
After a successful assessment of the sector, the consultant will be expected to deliver a report with the following components:
- Gap Assessment report on the use of ICTs in the infrastructure sector towards achieving digital transformation goals.
- Gap assessment in the use of ICTs for implementation of high-level objectives of each of the chosen agencies under the ministry of infrastructure.
- List of proposed recommendations for each of identified gaps if any
- Priority matrix for the proposed recommendations
- Validation Workshops: Organize, attend, and present the draft findings at validation workshops or meetings. The presentation should highlight the main findings and recommendations:
Organization and Supervision Arrangements
The Consulting Firm/Consultants will work on daily basis with MINIFRA, RISA and GIZ Technical Team under the direct supervision of the Chief Digital Officer at the Ministry of Infrastructure. They will be guided by the project Technical Steering committee.
Reporting Requirements
The Consulting Firm/Consultant is required to report directly to the Chief Digital Officer at MININFRA and provide briefing to other stakeholders at RISA and GIZ.
The following reports shall be submitted in English:
Inception Report
This report shall be given two (2) weeks after the commencement of the assignment detailing but not limited to the approach and methodology, proposed work plan for undertaking the assignment, and implementation timeline scheduling of the assignment. It should be submitted in three (2) copies to the assigned Project Manager at GIZ.
The Phases Completion Reports
This report shall constitute a summary of the accomplished work for each phase/iteration and shall reveal in detail achieved milestone and the work plan for the coming phase/iteration. The report shall also identify the problems encountered during the implementation of previous phases and the suggested measures and needed help from Client to facilitate the next Phase work. This report should be submitted after each phase.
The Draft Final Report
This report will elaborate all activities undertaken during assignment execution including all project documentation.
The Final Report
The final report shall incorporate comments/ feedback from MININFRA, RISA and GIZ on the draft report.
Personnel concept
The bidder is required to provide personnel who are suited to filling the positions described, based on their CVs, the range of tasks involved and the required qualifications.
The below specified qualifications represent the requirements to reach the maximum number of points.
Team leader/Project manager
Tasks of the team leader
- Overall responsibility for the advisory packages of the contractor (quality and deadlines) of this project.
- Ensure timely and quality delivery of key deliverables of work packages.
- Coordinating and ensuring communication with GIZ, partners and others involved in the project
- Personnel management, identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting local and international short-term experts
- Regular reporting in accordance with deadlines
Qualifications of the team leader
- Education/training (2.1.1): Master’s Degree university degree in IT, Computer Science/Information Technology, Economics, Business Computing, or related field.
- Language (2.1.2): Excellent business language skills in English; Language skills in Kinyarwanda would be an additional asset
- General professional experience (2.1.3): 5 years of professional experience in a role with a Must have implemented a country level government project for performance measurements and should have hands on experience in implementing IT projects, managing teams, and delivering projects on schedule.
- Specific professional experience (2.1.4): 10 years’ experience in conducting evaluations/studies/ developing strategies related to the development of national ICT/Innovation strategies.
- At least ten years combined experience of working with leaders from the public and private sectors to facilitate national economic development
- Extensive knowledge of and contacts in the technology and innovation global ecosystem
- Should demonstrate thorough knowledge of the infrastructure sector in Rwanda
- Knowledge of KPI designing, data modelling, determining dimensions
- Extensive knowledge and experience of current issues relating to private sector development.
- Demonstrate availability to a wide reach of networks relevant to the assignment.
- Knowledge and experience in formulation of Monitoring and Evaluation frameworks.
- Experience with working with local counterparts including skills and knowledge transfer, coaching and mentoring.
- Proven experience in business process modelling.
- Leadership/management experience (2.1.5): 5 years of hands-on experience in implementing IT projects, managing teams, and delivering IT projects on schedule.
Expert 1: Innovation Expert
Tasks of expert 1: Innovation Expert
- Act as the lead innovation expert on this assignment to advise on various gap analysis and research into the ICT innovations for each of the chosen implementing agencies
- Set the pace for gap analysis and structure the mode of operation in measuring the gaps in the sector
- Qualifications of Innovation Expert
- Education/training (2.2.1): Master’s Degree university degree in IT, Computer Science/Information Technology, Engineering, Digital Transformation, or related field
- Language (2.2.2): Excellent business language skills in English
- General professional experience (2.2.3): 5 years’ experience in designing national innovation plans and strategies
- Specific professional experience (2.2.4): 5 years’ experience in
- Experience in project management as lead or main contributor for at least two large scale national innovation projects
- Key participation during the last 5 years in development of projects geared towards strengthening national innovation ecosystems
- Extensive experience in designing fund raising initiatives to strengthen national innovation ecosystems
- Proven experience in business process modelling.
Expert 2: Development Expert
Tasks of expert 2: Development Expert
- Act as the Development assessment expert on this assignment to advise on various gap analysis and research into the ICT innovations for each of the chosen implementing agencies
- Set the pace for gap analysis and structure the mode of operation in measuring the gaps in the sector
- Qualifications of the Development Expert
- Education/training (2.3.1): A relevant Postgraduate degree in either Business administration (MBA), Economics, Management, Trade, or related field
- Language (2.3.2): Excellent business language skills in English
- General professional experience (2.3.3): 5 years’ experience in policy and strategy formulation and evaluation
- Strong knowledge of Rwandan economy.
- Specific professional experience (2.3.4): 5 years’ experience in
- Experience in project management as lead or main contributor for at least two large scale national innovation projects
- Key participation during the last 5 years in development of projects geared towards strengthening national innovation ecosystems
- Extensive experience in designing fund raising initiatives to strengthen national innovation ecosystems
- Proven experience in business process modelling.
Expert 3: Analyst
Tasks of expert 3: Analyst
- Gathering and analysing data.
- Interpreting gathered data.
- Submitting reports to the relevant stakeholders on this assignment.
- Finding patterns and trends in the analysed data.
- Helping the management and other teams draw business goals and needs
Qualifications of Analyst
- Education/training (2.4.1): Master’s Degree or university degree in statistics/data science and research analysis or related field
- Language (2.4.2): Excellent business language skills in English
- General professional experience (2.4.3): 5 years’ experience in designing national innovation plans and strategies
- Specific professional experience (2.4.4): 3 years’ experience in project management as lead or main contributor for at least two large scale national innovation projects
- Key participation during the last 5 years in development of projects geared towards strengthening national innovation ecosystems
- Extensive experience in designing fund raising initiatives to strengthen national innovation ecosystems
The bidder must provide a clear overview of all proposed short-term experts and their individual qualifications.
- Costing requirements
- Assignment of personnel expert days
Total number of expert days: 280 Expert Days
Team leader: On-site assignment for 85 expert days
Expert 1: Assignment in country of assignment for 65 expert days
Expert 2: Assignment in country of assignment for 65 expert days
Expert 3: Assignment in country of assignment for 65 expert days
Travel
N/A
Workshops, training
The contractor will facilitate the organization of the different workshops/studies described, but the expenditures related to those activities will be fully covered by the DSSD program.
Inputs of GIZ or other actors
N/A
Requirements on the format of the bid
The structure of the bid must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Section 3) is to be organized in accordance with the positively weighted criteria in the assessment grid (not with zero). It must be legible (font size 11 or larger) and clearly formulated. The bid is drawn up in English (language).
The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 8 pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long. The CVs should also be submitted in English (language). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. Please ensure that CVS are accompanied with copies of qualification certificates (Do not provide originals).
Please calculate your price bid based exactly on the costing requirements. In the contract the contractor has no claim to fully exhaust the days/travel/workshops/ budgets. The number of days/travel/workshops and the budget amount shall be agreed in the contract as ‘up to’ amounts. The specifications for pricing are defined in the price schedule.
Submission and Evaluation of Expression of Interests
EoI will be evaluated based on the following criteria:
- Company or individual profile,
- Relevant experience,
- Company strategies to assure agility, flexibility, and responsiveness,
- Personnel and,
- Financial offer
The consulting firm shall submit written technical and financial proposals. The technical proposal must include but not be limited to:
- A detailed technical approach
- The CVs of relevant consultants
- References to similar assignments
- Company registration certificate
- Tax clearance certificate (if available)
- VAT registration certificate (if available)
The Financial Proposal indicates the contract price, supported by a breakdown of consultancy fee per day + all other costs such us (if needed) daily allowance, accommodation expenses. The cost must be in RWF and VAT excluded.
Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email: RW_Quotation@giz.de until latest 29th June 2022
Please you must write in your email subject this sentence:
EOI number 83411939 – submission of technical/financial offer,
without this sentence, your offer may not be considered
Hard copies are not allowed this time
List of abbreviations
BMZ German Federal Ministry for Economic Cooperation and Development
DSSD Digital Solutions for Sustainable Development
GBIS Government Business Intelligence Solution
GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit
GoR Government of Rwanda
MININFRA GoR Ministry of infrastructure
MIS Management Information System
NST1 GoR National Strategy for Transformation
RISA Rwanda Information Society Authority
SDG Sustainable Development Goals
SRMP The Smart Rwanda 2020 Master Plan
ToR Terms of Reference
