Terms of Reference (TOR) for hiring of a firm to develop Web based Mineral Information System

1) Background

The Department of Geology and Mines (DGM) proposed for development of Geoscience information portal and Mines Administration System (MAS) as part of the ICT initiatives for the 12 FYP. The Department is mandated to undertake geo-scientific studies, mining lease, compliance monitoring of the mining activities in the country and monitoring seismic related activities on real time basis. As the apex body of geoscience and mining activities in the country we are the only source of information on geology, seismicity and the lease of mines. It is very important that information dissemination, data sharing and data access are made easy for all end users.

Currently, the DGM do not have such systems and therefore everything is done manually. The reports are available only in DGM library as hard copies and information like mineral dispatch, sales value, export, Royalty, taxes, etc. are compiled in Microsoft Excels. Such manual handling of information is prone to error making, duplication of works and inefficiency. Therefore, in the 12 FYP, the DGM has proposed for budget and we have already worked out the concept idea of the system to be developed which would ensure data integrity, accountability and improved efficiency.

The DGM received small grant from the World Bank to support implementation of Mineral Development Policy 2017 and under the project there is a fund to develop an online system. With the available fund the DGM intends to develop two module under MAS, i.e. Mineral Information and Revenue. Through this online system data inputs can be done directly from the sources and information made available to the public through an online portal.

2) Objectives

Mineral Information and Revenue module under Mines Administration System is a web based system to keep a record of all the data and information related to mines and minerals including geographical locations and enabling online payment of levies. The system should enable data input from multiple sources like Regional Offices of the Department and mining companies, compute those information and make it available for general public online.

The development of online Mineral Information System under MAS aims to:

i. provide easy access to mines and minerals information;

ii. improve data integrity and transparency;

iii. minimize human errors;

iv. reduce face to face interaction;

v. improve efficiency of the data collection, analysis and information dissemination; and

vi. ensure accountability of the staff.

3) Scope of the Services

The Mineral Information System enhancement scope has to be expanded through 3 main stages:

i. Study and Implementation Stage

ii. System Stabilization and User Acceptance Test stage

iii. Support and Maintenance Stage

a) Study and Implementation Stage.

The selected firm will have to study the service process and any existing system architecture. The firm will come up with System Requirement Specification (SRS) to develop a good system after consulting with the users/stakeholders. Once the system is developed users will be trained to use and then the system will be piloted. Justified recommendations will be incorporated into the system and then final testing will be carried out before implementation of the system and other relevant solutions.

b) System Stabilization and User Acceptance Test stage.

The firm shall complete the following activities for the period of scheduled months after the delivery sign-off:

● Dedicated On-site support to the DGM with development team still on board.

● Preparation of UAT environments.

● Incorporate all minor and major changes such as changes in database objects and relationships among the objects, system workflows, core modules if required, and other necessary and critical changes which impact the overall working functionalities of the respective line agencies system.

● Trainings and workshops wherever necessary as desired by the DGM.

c) Support and Maintenance Stage.

After System stabilization and User Acceptance Test sign-off, the consultant shall provide free Support and Maintenance support for a period of remaining 1 year after the system is officially launched.

The Consultant shall perform all maintenance activities related to the following:

● Trouble shooting at both Applications level and User level.

● Assist the ICT focal person of the agency in operation of the Systems.

● Solution up-gradation such as installation of patches, fixing bugs, minor changes, higher versions of the applications, etc.

● Prompt attention to the issues raised by Line Agencies.

d) User types

Sl. No.

Agency Users Number Functionality

1

DGM

Mines Inspector 70 Update daily information on despatch (export/domestic use), royalty deduction

Engineers at HQ 11

2 Mining Companies

Managers 100 Submission of monthly, quarterly, half-yearly and yearly reports

3 RTIO Account 6 Accept the payment of levies as and when the companies deposits

5 System Admin MoEA IT Personnel

2 Admin

6 End users Public Query

e) Detailed scope of work to be covered as part of this RFP Document:

i) Study the existing procedure of the various stages of work of different divisions at DGM and document it with AS-IS workflow diagrams and get acceptance of the client.

ii) Apply process re-engineering wherever possible and propose TO-BE workflow diagrams. Obtain a user acceptance on the TO-BE workflow diagrams from the client.

iii) Prepare Software Requirement Specifications (SRS) or Functional Specifications (FS) document and Software Design document (SDD) for the computerized web-based system and submit the same along with workflow diagrams.

iv) On acceptance of the SRS/FS by TCB, design and develop a non-functional prototype (HTML, CSS based) that is in line with the requirements indicated so that client gets the feel of the system that is being developed and provide necessary feedback on the frontend aspects.

v) On acceptance of the non-functional prototype by DGM, design and develop an appropriate software package that is in line with the requirements indicated.

vi) Assessment of Line Agencies

(1) Study thoroughly the agency requirement consulting RTIO and DRC in context of formation of MRA.

(2) Conduct Agency User requirements and Functional requirements workshops and discussions to capture the requirements.

(3) Documentation of all the activities carried out during the assessment has to be completed and handed over to Line Agencies.

vii) System Development and Deployment

(1) Finalization of Software Requirement Specifications and SRS sign-off based on the Acceptance.

(2) Architecture Design for the solution including the Security level Designs.

(3) Application development of all the system enhancement requirements.

(4) Technical testing of all the components.

(5) Submit the test cases and test plans to the DGM.

(6) Trial Run of the enhanced system.

(7) All the Requirement, Design, Configurations and Development methodologies have to be well documented and handed over to DGM

(8) Well commented source codes, database scripts, test scripts, etc. to be handed over to DGM.

(9) The framework for system development should not be obsolete but it should be current and progressive.

viii) Training and Capacity Building

(1) Full involvement of at least 2 ICT official from MoEA to ensure proper transfer of Knowledge in terms of development know-how and sustainability of IT Systems developed as a part of this assignment. (for lifecycle of project)

(2) Training of at least 4 Master Trainers from DGM on the System Operation and functionalities. (Consultant shall conduct training at the locations chosen by Agencies)

(3) Prepare all the System User Manuals (Both technical and normal user manual) and hand over to DGM.

ix) System Stabilization and UAT

(1) Support in terms of System stabilization and making Systems acceptable by the DGM for duration of 6 months from Project delivery sign-off.

(2) Conduct major addition or updating of the system wherever required across the Line Agencies.

(3) The contract with the consultant shall not be withdrawn at this phase of the project.

(4) Meet all requirement through UAT preparation and UAT sign-off.

(5) Support and recommend best practices Solution.

x) Support and Maintenance

(1) Support and Maintenance for 1 years from UAT sign-off.

(2) Solution up-gradation such as installation of patches, fixing bugs, incorporating minor changes, higher versions of the applications, etc.

(3) Project exit sign-off

4) Modules of system

The system shall have one common page to login for all types of users listed in the table above, however, based on their roles and access rights, only authorized information or data or functions of the system will be accessible.

a) User registration

i) The users shall be able to register online with following information for registration.

(1) Internal users

(a) Firstname, Last Name, EID No, CID, emailID, Contract No <Registration form>

(b) Option to put EID to authenticate civil servant from RSCS system and fetch Employee details.

(2) Mines Owners

(a) Option to put Trade license details on the registration form and fetch the data from Trade system such as owner, validity,

(b) After the trade license is validated, there shall be an option to fill the details of the manager.

ii) The system admin shall received the notification of applicant via email.

iii) The system shall have functions to verify the applicant and system admin could reject or approved the registration

iv) The system shall notify the applicants on the status of registration

b) Information Modules

i) Internal

(1) The system shall be form to update mine details including location maps

(2) Production details of minerals from each mine.

ii) Mines operator

(1) The system shall be form to update the details of employees

(2) Bi-annual and annual reporting on the performance of the mine.

c) Revenue Module

i) Internal

(1) Collection of royalty and other levies details

ii) Mines Operator

(1) Ability to pay online the royalty and other levies

(2) Update on other taxes and fees contributed.

d) Integration with other systems

i) The system shall be integrated with following system on API based Datahub platform

(1) Civil Service Information System

(a) To fetch the employee details form

(2) DCRC system

(3) Licensing system

5) Development Methodology

The vendor should strictly follow the SCRUM development methodology during the project development.

i) The vendor shall carry out assessment on existing list of services and technologies to optimally allocate or determine the product backlogs. It shall also consist AS-IS and TO-BE workflow.

ii) The product backlog must consist of related services or processes of different services to efficiently carry out process re-engineering where possible.

iii) The vendor shall carry out user requirement of each product backlog separately and get SRS sign off to initiate the implementation of the first sprint.

iv) The vendor shall also get sign off on each test case and present each sprint backlog integrated with datahub staging environment. This will help in better user acceptance of the system.

v) Some of guidelines that needs to be followed during the SCRUM methodology are as follows:

(1) The vendor should identify and provide an account for the project manager in the SCRUM management tool (recommended Jira or Trello)

(2) The single point of contact during the entire project should be the product owner of the development team.

(3) The vendor should identify the sprint duration and should work closely with the project manager in presenting/reviewing the deliverables at the end of every sprint.

(4) During the development, each service has to be reviewed on an average, at least 3 times/sprints

vi) To enable efficient agile scrum development methodology, the vendor should follow the DevOps architecture where all the source code should be maintained and versioned at a cloud/local repository.

vii) During the enhancement of the services, it should be first tested in the development machines of the vendor by the testers from vendor’s side following which access will be provided with the staging environment of the datahub where the services should be thoroughly tested before releasing it to the production environment with live data.

viii) Only successfully tested product backlog in the staging environment shall be migrated and released in production environment.

ix) After the user acceptance test succeeds, the system has to be deployed for live operation at the GDC by the vendors.

6) Platform and Technology Development Language:The system development is recommended to be implemented using Open Source Languages framework based on Java, PHP, Ruby, etc.. The application is recommended to be implemented using MVC (Model View Controller) based web frameworks since they adequately address protocols and standards including application security and manageability. If the developer has alternative development language proposal, developer may provide the details on the proposed language. Database System: The database for the application are recommended to be implemented using Open Source Database such as MySQL, PostgreSQL, etc. In case the vendor choose to propose any third-party tool(s) for the solution for tuning performance, adding security features, or rapid application development, or any specific add-in software package required for analysis and processing data, full justifications and cost must be provided in the proposal.

7) General features:

The proposed System should comply/adhere to following technical requirements/functionalities, but not limited to:

● Implement data validation for both client and server (eg: AJAX technologies, Javascript, etc)

● Don't Repeat Yourself (DRY) principle in coding is recommended ● Implement Search, save , Create, Read, Update, Delete (SCRUD) operations and auto

save if the users are idle for 60 seconds ● Adopt Role-Based Access Control (RBAC) to authorize users access to system

resources based on roles ● Maintain consistent aesthetics and UI of the software ● System should be scalable and upgradeable as and when the number of users and

contents increases ● Maintain and ensure that the system supports maximum concurrent users; ● The web-based software should have provision to support bilingual (English and

Dzongkha) and interactive maps. This requirement can be provisioned both from front-end APIs and backend database system design by incorporating appropriate UTF based locale support.

● Email and SMS services will be provided by government for notification. The developer shall integrate eGP with the services

8) Training( Knowledge Transfer)

The consulting firm will be responsible for the knowledge transfer on the enhanced systems, not limited to:

i. Train and engage the ICT personnel from the MoEA during the entire system development cycle to ensure that proper transfer of knowledge is being provided to the ICT personnel.

ii. Before the commencement of the project, the system developer should in advance train the assigned ICT Officials for minimum of one week on the use of framework, on which the system will be developed.

iii. System developer should work collaboratively with ICT Officials, so that the transfer of knowledge can be very smooth. Further, as ICT Officials represent the agency, the system developer is mandated to report to assigned ICT Officials weekly on any matter related to system development, and review the progress accordingly before forwarding to the project management.

iv. System developer should explain the detail logical sequence of code flow between database and corresponding classes, and its functions within the code to the assigned ICT Officials, including the interface design. Similarly, the System Developer should also explain database design with assigned ICT Officials, and explicitly mention the relationship of tables inside the Database to the assigned ICT Officials.

v. Conduct ToTs for key agency personnel from DGM comprehensively and adequately with well-prescribed manuals and references.

vi. The training shall be conducted at DGM Conference Hall, Thimphu.

vii. The Consultant shall provide relevant training materials to the master trainers from the DGM with no escalation in the cost.

9) Quality of Work

The firm shall ensure quality while implementing the system at all times. The MoEA will evaluate this in the long run and this will have a bearing on awarding similar Government Projects that are in the pipeline and also those projects that will be taken by the Government in the future.

10) Timely Completion

i. The entire work of software development and testing should be completed within five months from the date of award of work.

ii. The time period of one month for the firm is only for collecting requirements, and design the system.

iii. Adequate training of Master Trainers shall be conducted only after testing and acceptance of the system by DGM.

iv. The firm should submit their plan for implementing the system.

11) Selection Procedure and Qualifications

The firm desirous of quoting for the work should make an expression of interest by submitting the required documents and information in the format provided under ANNEXURE B. The firm shall submit valid trade license along with latest tax clearance certificate.

The firm will be selected following the World Bank Procurement Regulations for IPF Borrowers, July 2016, Revised in November 2017 using “Consultant’s Qualification-based Selection (CQS), form of contract would be Complex Lump Sum Contract. The firm with the best qualifications and relevant experience will be selected and the selected firm will be invited to submit its technical and financial proposal for negotiations. The selected Consulting Firm is expected to have proven expertise and experience on similar design and development; experience with database management and geomatics systems; as well as coaching and facilitation skills.

a) Minimum requirements for the consultants

The consultants desirous of quoting for the work should satisfy the following minimum requirements:

i. The bidder shall have a valid license for performing the consultancy service in the software development work in Bhutan.

ii. The bidder has more than 3 years of experience in the field of information technology, software application programming and information management, including experience with governments in developing countries, and including prior successful engagements in application development for large organizations.

iii. The bidder shall have adequate technical manpower to carry out the project and complete it on time as detailed under iii below. All the professionals should be employed on a full time basis and responsibilities are delegated to these professionals based on the standard software development team.

iv. The Project Manager, System Analysts, Developers or any other technical member of the team must be involved in the project full time and shouldn’t leave until the product is accepted by the DGM, unless under force majeure circumstances whereby permission to replace a particular resource may be sought in written form, from the DGM on a condition that there would not be a major impact on the project. Thus, it is advisable for the bidder to have a bond signed with the personnel involved in the project at least for the period of the execution of the project. Please note that the minimum professionals requirement for the assignment are 1 Project Manager, 1 System Analyst and 2 Developers.

v. The bidder must submit the original CV with photograph for all the team members for this assignment. The DGM will later verify during evaluation as well as during the execution of the project.

vi. The proposals that do not meet the above conditions will not be evaluated.

b) Selection Criteria

Criteria, sub-criteria and the points system for the evaluation of Proposals are:

SL DESCRIPTION POINTS

1 Specific experience of the Consultant relevant to the assignment 20

2 Organization and staffing 10

3 Key professional staff qualifications and competence for the assignment:

3.1 Team Leader (16)

3.2 System Analyst (13)

3.3 Developers/Programmers (13)

3.4 GUI Designer (05)

3.5 System Tester (04)

3.6 System Trainer (04)

Total points for criterion (3) 55

The number of points to be assigned to each of the above positions or disciplines shall be determined considering the following three sub-criteria and relevant percentage weights: 1) General qualifications 20% 2) Adequacy for the assignment 30% 3) Experience in similar assignment 50% Total weight 100%

5 Participation by nationals among proposed key staff 10

6 Completeness of the documents 05

Total points for the six criteria 100

12) Compliance to IT Standards and Protocols

The system shall strictly adhere to the following standards:

a) Electronic Government Interoperability Framework (eGIF) standards. (http://egif.moic.gov.bt)

b) Information Management Security Policy of RGoB

c) OIDC Oth2 authentication

d) e-Government policy [draft]

13) Data, Local Services, Personnel and Facilities to be provided by the DGM

i. The DGM shall provide office space at the site during the testing phase.

ii. The DGM shall provide access to its network infrastructure and server room

iii. The DGM will provide technical counterpart (Technical Working Committee and IT support team of MoEA) and will liaise with the Consultant for any technical aspect.

iv. The DGM shall make the necessary logistical arrangements for training.

14) Warranty, Support & Maintenance

a) The consultant shall provide a comprehensive onsite warranty for the entire Contract Period.

b) The warranty shall include that the web-based software designed and developed by the consultant under this Contract shall have no defect arising from the design or workmanship or from any act or omission of the consultant that may develop under normal use of the supplied software. The Bidder shall specify normal operating environmental conditions in the Contract.

c) The DGM shall promptly notify the consultant in writing of any claims arising under this warranty. Upon receipt of such notice, the consultant shall, within the warranty period and with all reasonable speed, repair or replace the defective systems, without costs to the DGM and within the time specified and acceptable to the DGM.

d) If the Consultant, having been notified, fails to rectify the defect(s)/bug(s) within the period specified in this RFP, the DGM may proceed to take reasonable and remedial action as may be necessary as per this RFP document.

e) During the Warranty period, the consultant will provide all updates, patches/ fixes, version upgrades and new versions if any within 15 days of their availability and should carry out installation and operationalization of the same at no additional cost to the DGM.

f) The consultant hereby represents and warrants that the system so developed will not infringe any Intellectual Property Rights held by any third party and that it has all necessary rights, or at its sole expense shall have secured in writing all transfers of rights and other consents necessary to make the assignments, licenses and other transfers of Intellectual Property Rights and the warranties set forth in the Contract, and for the RGoB to own or exercise all Intellectual Property Rights as provided in the Contract. Without limitation, the consultant shall secure all necessary written agreements, consents and transfers of rights from its employees and other persons or entities whose services are used for development of the system.

g) The system proposed to be developed and maintained by the consultant represents a complete, end-to-end integrated solution meeting the RGoB Line Agencies’ requirements and will provide the functionality and performance, as per the terms and conditions of this RFP.

h) The consultant shall accept responsibility for the successful implementation and operation of the proposed System and for the compatibility of the various software and hardware components.

15) Confidentiality of Data

Since some of the Agency specific information, findings and legacy data handled by the consultants during the engagement of the Project assignment is classified and restricted in nature, all the team members from the consultant’s side must sign a Non-Disclosure Agreement with DGM.

16) Audit Trails and Time Series Data

Audit trails will be necessary in the proposed system wherever necessary, which will inform when and who has accessed, created or modified data. The system should also be able to capture and preserve time series data so that information is not lost with the passage of time and repeated updating.

17) Concurrency, Browser Compatibility and Bandwidth Optimization

Since, bandwidth of the network through which the application is going to be used is low; the system must run optimally on a PC, Tablet and Mobile device connected to even the lowest internet or network bandwidth.

The system must be compatible with and well rendered in Microsoft Internet Explorer 11 and above, Mozilla Firefox 50.0 and above, and Google Chrome 55.0 and above.

The system must run on any screen sizes. Using modern UI frameworks for responsive design is mandatory.

18) Use of Source Code Management Tools

The consultant must manage its source codes through a source code management tools like Subversion (SVN) /Git and Trac or any other source code management tools applicable, so that many programmers can work in parallel without duplication of work. It will also be a useful tool to track previous versions of the codes and will be useful for debugging purpose.

19) Ownership of Source Code and other Intellectual Property

The DGM will be the rightful owners of the Source Code and all Intellectual Property associated with the system and DGM shall have full rights over these resources. The entire software component developed as part of this assignment shall be the sole property of DGM. The consultant will have no right to commercially use or apply the software elsewhere.

20) Re-engineering of the Processes

The consultant shall wherever possible advise/propose to simplify the processes so as to bring efficiency in the services they deliver. Accordingly, the simplified processes shall be implemented after the DGM agrees on the proposed process.

21) Naming Convention /standard

In order to keep source code organized, vendor must strictly follow standards for forms, reports, database, triggers, views, stored procedures, coding etc. across the systems they develop.

22) Change Management Contract

The Consultant shall provide post implementation support under a Change Management Contract. The change management shall be need based and shall include:

i. Incorporation of new requirements due to change in rules and procedures at the clients site.

ii. It will be considered change management only if there is major customization in the existing system, such as addition of new modules and process flows to the system, upgrading of the licenses for the system etc.

Change Management Charge will be estimated in terms of the man-day rate. In the financial proposal, the Consultant must submit the man-day rate for each person who will be involved in the change management inclusive of all taxes/duties. The rates should be valid for 1 year. The rates for second and third years will be negotiated later, taking the first year rate as the baseline.

The Consultant shall entertain only those requirements, which are necessary due to change in the procedures/guidelines of the CLIENT, and it must be accepted only through a Change Request Document. The man-day rate for the change management and cost of new modules if required shall be subjected to negotiation between the Consultant and the client.

Any minor modifications such as fixing of bugs, software patches, minor version updates, small changes in the user interface within the existing modules without significantly impacting the process flow and database transactions shall not be covered by the Change Management Contract.

Change management cannot be invoked before the project delivery sign-off.

23) Expected Deliverables from the Bidder

The lists of deliverables from the selected consultant are as follows:

a) Design

● System Requirement Specification (SRS) document containing detailed requirements captured based on User and Functional requirement gathering exercise conducted by Consultant with each agencies and analyzed including Functional Requirements, Interface Specifications, and Application Security Requirements.

● High Level Software Design Document including Software Architecture Design, Logical and Physical Database Design (E-R Diagrams) etc.

● Low Level Software Design document including Programming Logic, Work Flow, Data Flow Diagrams (DFDs) etc.

● Security Level Design document.

b) Application Developments

● Well-commented Source Code (Application development) for all system enhancement work.

● Test Plans and Test cases (including Unit Test Plan, System/Integration Test Plan, User Acceptance Test Plan, Security Test Plan, Load Test Plan, Regression Test Plan)

● Unit Testing

● Load Testing

● Integration Testing

● Implementation of Security Policy

● Testing Documentation (including details of defects/bugs/errors and their resolution)

● All database scripts.

● Setup and Release notes for each new release.

c) User Training

● Training Manuals

● User Manuals for all the enhanced systems.

● Systems Administration Manuals – Installation, Maintenance, and MIS reporting for all systems.

● Trainings and Workshops

d) Compliance to IT standards and protocols

● All the components developed shall be as per the IT standards and protocols provided by DIT&T.

e) Support and Maintenance (One year after official system launch)

● Support and Maintenance manuals including routine backup and recovery strategies.

● The Consultant shall provide all other relevant design & documents as may be required to carry out the work as detailed in the scope of work.

● Any other deliverables and related documents not covered under the above scope will be decided through mutual agreement. The Consultant shall be responsible for providing the required deliverables to the client.

f) Project Sign-Offs

● SRS Sign-off

● Design Documents and Prototype Acceptance Sign-off

● Delivery Sign-off

● UAT Sign-off

● Project Exit Sign-off

Each sign-off will be attached with a detailed specific report in hard copy with one copy to DGM

24) Project Management Review

The DGM would review the progress of the project at regular intervals. The selected IT vendor should send weekly progress reports & monthly status reports to the DGM. The selected IT vendor has to obtain necessary concurrence from the DGM if there are any slippages in the deliverables as mentioned in clause 17 (Expected deliverables from the bidder). The review would be supported by project ICT focal officer.

25) Acceptance Criteria

i. The DGM will accept the commissioning and project Sign-Off only after getting an acceptance letter from all respective agencies.

ii. A team comprising of representatives from the DGM, selected IT vendor, and ICT Officials from MoEA will verify if all the components of the solution are working fine and if the stakeholders are satisfied with the system enhancement.

iii. Acceptance by the DGM is subject to satisfactory responses from the users and relevant line agencies.

26) Time Schedules

The implementation schedule for the project is as following:

Stage Sl. No.

Project Milestones Time for Completion (weeks)

Stage I 1 Project Kick-Off Meeting & Contract signing T 1

2 Preliminary Assessment URS and FRS document. T + 1

3 Finalization of System Requirement Specifications (SRS) based on URS and FRS

T + 2

4 SRS sign-off T + 4

Stage II 5 Architecture Design and Prototype Development for the solution

T + 6

6 High Level and Security Design Document T + 7

7 Design documents and prototype acceptance sign off.

T + 8

Stage III 8 Applications development and deployment

T + 16

9 Testing – Unit testing, Load testing, and Integration testing

10 Testing Documentation (including details of defects/bugs/errors and their resolution)

11 User Training and Workshops

12 System trail run.

13 Delivery Sign-off

Stage IV 11 System Deployment and UAT

T + 18 13 System stabilization and User Acceptance Testing

14 UAT sign off

Stage V 14 User Training/Workshops T + 20

Stage VI 15 Support and Maintenance (For 1 years) T + 20 onwards

Stage VII

16 Project Exit Sign-off End of 24 months.

The consultant needs to submit a detailed project plan on the commencement of the project. The DGM may also prioritize the deliverables and can ask the vendor to incrementally implement the high priority items initially during the Development Phase.

The DGM would conduct periodic reviews and audits of the work done by the consultant.

27) Payment schedule

1 T refers to the project start date. This should be from the date of issue of work order.

The payment of the consultancy fee will be based on deliverables dependent on approval of all deliverables associated with that time period. The basis of payment of the consultancy will be percentage of the overall contract value through the duration of the contract. 14 All payments will be done after verification of the Consultant’s bill and agreement is gained from the client. The Consultant shall be paid consultancy fees quarterly in Bhutanese Ngultrum as per actual reporting and deployment based on quoted financial rates and amount.

Stage Project Milestones Payment

Stage I SRS sign-off 10%

Stage II Design documents and prototype acceptance sign off. 20%

Stage III Delivery Sign-off 30%

Stage IV UAT sign off 25%

Stage V User Training/Workshops 15%

TOTAL 100%

28) Security

The selected firm should ensure that the system developed are secured in nature so that both the back end system and front end user are not exposed to any kind of data manipulation and threat to the whole system. Should there be any problem related to it, the firm is responsible to ensure proper security and protocol measures adopted. After the system is successfully deployed the system shall be scanned by the BtCIRT with their vulnerability testing tools. The vendors shall be responsible to fix any vulnerabilities related to the system within the project contract period.

ANNEXURE A Brief on Mineral Information and Revenue Module

Information Reporting Process Map

Revenue Process Map

ANNEXURE B

TECH-1 Consultant’s Organization and Experience A. Consultant’s Organization B. Consultant’s Experience

TECH-2 Team Composition and Task Assignments

TECH-3 Curriculum Vitae (CV) for Proposed Professional Staff

FORM TECH-1 CONSULTANT’S Organization and Experience A - Consultant’s Organization [Provide a brief (two pages) description of the background and organization of your firm/entity and each associate for this assignment.] B - Consultant’s Experience [Using the format below, provide information on each assignment for which your firm, and each associate for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment. Use 20 pages maximum, listing in the order of most recent first.]

Assignment name: Approx. value of the contract (in BTN)

Procuring Agency : Address:

Duration of assignment (months):

Total number of staff months of the assignment:

Approximate value of the services provided by your firm under the contract (BTN):

Start date (month/year): Completion date (month/year):

No of professional staff-months provided by associated Consultants:

Name of associated Consultants, if any:

Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader)

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

Firm’s Name:

FORM TECH-2 TEAM Composition and Task Assignments

Professional Staff

Name of Staff Firm Area of Expertise

Position Assigned

Task Assigned

FORM TECH-3 Curriculum Vitae (CV) for Proposed Professional Staff

1. Proposed Position [only one candidate shall be nominated for each position]:

2. Name of Firm [Insert name of firm proposing the staff]:

3. Name of Staff [Insert full name]:

4. Date of Birth: Nationality:

5. Education [Indicate college/university and other specialized education of staff members, giving names of institutions, degrees obtained, and dates of obtainment]:

6. Membership of Professional Associations:

7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]:

8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:

9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:

10. Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:

From [Year]: To [Year]:

Employer:

Positions held:

11. Detailed Tasks Assigned [List all tasks to be performed under this assignment]

12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned [Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point 11.] Name of assignment or project: Year:

Location:

Procuring Agency or Client:

Main project features:

Positions held:

Activities performed: