Terms of Reference
Regarding
Community Budget Revenue Management for Chernivtsi City Council
1. Background and context
The European Union Anti-Corruption Initiative (EUACI)
The European Union Anti-Corruption Initiative (EUACI) in Ukraine is a joint EU and Government of Denmark financed programme aimed at supporting Ukraine in its efforts to reduce corruption at the national and local level through the empowerment of citizens, the civil society, businesses and state institutions. In May 2020, the EUACI entered into its phase II that runs till mid-2024.
The EUACI has three components supporting anti-corruption reforms from different angles:
Component 1, supporting key state anti-corruption agencies in improving their effectiveness and independency;
Component 2, supporting selected integrity cities in the efforts to strengthen their integrity, transparency and accountability; and
Component 3, supporting Ukraine’s civil society, media and business community in the efforts to increase awareness of and engagement in anti-corruption activities.
This specific assignment concerns the EUACI’s support to integrity cities (Component 2). The component aligns with the government’s encouragement of the adoption of e-government functions by using ICT to improve the efficiency, effectiveness, transparency and accountability of government at all levels.
In this context, the EUACI is seeking a Contractor that can work closely with the EUACI and its partner cities in IT tools development and implementation.
These Terms of Reference (ToR) provide more details about the assignment.
The partnership with Integrity Cities
The five integrity cities with which the EUACI has entered into a partnership under its component 2 are: Chervonohrad, Chernivtsi, Mariupol, Nikopol, and Zhytomyr. In 2022 the Mykolayiv city council became the new partner.
During phase 1, the EUACI worked with these cities to strengthen their systems and tools to enhance integrity, transparency, and accountability.
One of the tasks of EUACI activities in Chernivtsi partner city is ensuring the resilience of Chernivtsi city council through the implementation of sustainable IT tools.
The EUACI want to support the implementation of software about management of revenues to the community budget. It is assumed that the product will combine city budget revenue streams into a single database. This will contribute to transparency of city budget revenue and spending.
Technical Assistance
These Terms of Reference (ToR) are intended to meet the partner city’s need for technical assistance with the development IT tools.
2. Purpose
The purpose of the assignment is to provide a sound technical foundation for the EUACI's support to its partner city in further development IT tools to ensure the resilience of Chernivtsi city council
The assignment aims to provide software for community budget revenue manage in Chernivtsi.
3. Objective
The objective of the assignment is to provide services required for the software development in the Chernivtsi partner city according to the technical requirements annexed to this Terms of Reference.
4. Scope of work
The scope of work includes all the activities necessary to ensure the achievement of the objective above, including, but not necessarily limited to:
Kick-Off:
1) Present updated work plan and assignment implementation strategy and considerations to EUACI Component Team during Kick-Off meeting.
Software development:
2) Based on the technical requirements (Annexes 1) approved by Integrity City to draft terms of references (technical specification) for the development of IT tool.
3) Present terms of reference (technical specifications) to the EUACI Component Team and representatives of Integrity City;
4) Develop the beta-version of IT system and create databases based on the approved detailed technical requirements (technical specification) for city, namely:
- Module “Calculation of lease payments accrued for advertising installations”
- Module “Calculation of lease payments for hardscape elements”
- Module “Calculation of planned vs. actual revenue”
- Module “Registration of land plots at the Urban Development and Architecture Department”
- Module “Calculation of property lease fees”
5) To organize the process of testing the beta versions of the developed software in the city council and address the comments received from the municipality at the testing stage;
6) Update the software based on the test results and transfer the subsystems to city;
7) Collect data for software from municipality, clean the data received, refine it and upload in IT system;
8) Provide training to local officials on how to work with, and administer the developed software;
9) Conduct a basic technical assessment of the developed software, develop and present basic technical assessment report to EUACI Component Team and partner city;
10) Prepare technical documentation, instructions, and provide them to municipality.
Presentation of developed software:
11) Participate in public presentations of the developed IT tool organized by EUACI and Integrity City.
5. Deliverables (output)
The deliverables are presented in Table 1 below along with a tentative timeline.
All deliverables are expected to be delivered in soft and hard copies unless otherwise agreed upon. Soft copies shall be submitted via email to the indicated EUACI contact person.
Table 1: Summary of deliverables/outputs and the tentative timeline for delivery.
|
|
Deliverable/Output |
Timeline |
Note |
|
1 |
Updated work plan, showing the timing for the software development with detailed terms of reference, beta-version development, testing, training and public presentations |
2 weeks after the contract signing |
To be submitted to the EUACI contact person by email during the Kick-Off meeting ahead of the presentation. |
|
2 |
Detailed terms of reference (technical specifications) for the software development and approved by partner city |
8 weeks after contract signing |
These should be detailed terms of reference presenting how the software shall function, reflecting both business processes agreed with city and technical requirements. |
|
3 |
Data management: сollection, processing, cleaning and uploading of data in the system |
3 months after detailed terms of reference approval |
It should be formed qualitative and structured sets of data based on data transferred by partner city |
|
4 |
The beta-versions of system is developed for the partner city and data are collected, refined and uploaded in system. |
6 months after detailed terms of reference approval |
The beta-versions of software is developed for the city and presented to them. Note: The system should be developed according to the detailed terms of reference (specifications) based on technical requirements and approved by EUACI and city. |
|
5 |
The software installed on city servers and put into operation (productive) |
6 months after detailed technical reference approval |
After testing the beta version of the developed system and addressing the comments received from municipality, the systems should be installed and configured on the municipality’s servers, all documentation provided. |
|
6 |
The basic technical assessment of the developed software is conducted. |
1 month after the beta version is developed and tested |
The basic technical assessment of the developed and installed system in Integrity City is conducted, and a report is provided to EUACI staff and Integrity Cities. |
|
7 |
Preparation of training plan and at least 3 training sessions provided for public officials responsible for working in developed software of the partner city |
1 month after the beta version is developed and tested |
A contractor is expected to develop training materials and a plan that includes at least 3 training sessions for public officials responsible for working in system.
|
|
8 |
Public presentation of software in partner city |
1 months after the system was installed and configured on municipality’s’ servers |
EUACI will organize the public presentations of the developed software in the city. A contractor is expected to contribute to developing presentation materials and delegate a representative for presentations. |
The timelines indicated in the table above are indicative. The contractor will reflect on and update the timelines for different activities during the preparation and updating of the contractor’s work plan. During the Kick-Off meeting with the EUACI Component Team, the contractor’s updated work plan will be discussed, including the proposed timeline for the different activities and the submission of deliverables.
6. Timing
The expected duration of the assignment is 9 months, with a tentative start in May 2023 and completion in February 2024.
7. Methodology
The contractor will work under the supervision of the EUACI Team Leader for Component 2.
Based on the consultations with the EUACI staff and the needs identified in the documentation provided from partners, the contractor will prepare the work plan and send it to the EUACI Team Leader for Component 2 for approval at least a full work week ahead of time.
The contractor's work plan shall be output-based, specifying the outputs the Consultant will be delivering or contributing to, the activities carried out, and the input required in terms of workdays.
The contractor should appoint a responsible project manager for communication with the EUACI Component Team and responsible managers for communication with the city.
The contractor reports monthly about the work plan implementation and plans to EUACI Team Leader for Component 2.
8. Payment
Payment will be made in a maximum of two instalments.
The first instalment, representing a maximum of 30% of the total contract value, will be made after receipt of the contractor’s updated work plan.
Second, and final payment will be made upon receipt and approval by the executive bodies of city councils and all other supporting documents, including a Final Invoice.
Payment will be based on the actual days worked, the agreed daily fee rate and the expenses incurred by the contractor during the period. Payment will require verification of completion of deliverables and approval by the Team Leader for Component 2 of the Contractor deliverables and expense outlay.
Travel costs and other reimbursable costs will only be accepted if they are in compliance with the guidelines in the contract.
9. Qualifications and Competence of Staff
The assignment described above is expected to be carried out by a qualified Contractor.
The contractor has to meet a minimum of the following requirements:
- official registration of legal entities or individual entrepreneurs according to the legislation of Ukraine;
- minimum 3 years of experience with accounting projects, including developing and implementing business process
- minimum 4 successfully implemented accounting projects for local organizations;
- minimum 2 years of experience with training for public officials in accounting technologies and providing consulting services to users on the use of accounting software;
- minimum 2 years of experience of cooperation with local self-governments on the development and implementation of software;
- the level of qualification of the specialists involved in the project (summary of the involved specialists) should be high (minimum master degree in computer science, accounting or relevant field);
The contractor's core team shall include the following profiles:
|
Position |
Team lead, project manager |
|
|
1-General Qualifications |
|
|
|
2-Adequacy for the assignment |
|
|
|
3-Experience in the region and language |
|
|
|
Position |
Accounting specialist |
|
|
1-General Qualifications |
|
|
|
2-Adequacy for the assignment |
|
|
|
3-Experience in the region and language |
|
|
10. Estimated budget and level of effort
The maximum budget available for this assignment is DKK 230,200 (equivalent to approx. EUR 29 936). This amount includes subsistence allowance for field work in the partner city as well as costs related to local travel, and other project-related costs such as for example audit, basic technical assessment and printing.
Proposals, where the Contract Price offered, exceed the above maximum budget will be rejected.
11. Management
The contractor is responsible for the timely delivery of the outputs required in the required quality and quantity for the internal management of the contractor’s team.
The EUACI will appoint a contact person responsible for the management of this assignment from the side of the EUACI, including for any correspondence with regard to the implementation of the assignment and for issues related to the agreement between the contractor and the EUACI. The contractor will report to and ensure that the appointed contact person is copied in on all relevant communication related to the assignment, including correspondence with the partner city and any other stakeholders.
12. Background documents
The key background document is the Programme Document for EUACI, Phase II, and specifically the draft Development Engagement Documents (DEDs) for the five integrity cities.
In the preparation of documents, the contractor is obligated to take into account the related local regulations, national legislation in the field of open data infrastructure, and standards of the national legislation in the field of open data.
Annex 1 Technical requirements for Procurement of Software Development Services Community Budget Revenue Management at the Chernivtsi
The bidder must submit the following information to be considered:
- A brief profile (maximum two pages) of the company;
- A list of assignments (projects), similar to this project, implemented in the last five years;
- The CVs (no more than three pages for each person) of the core team members who will be involved in the project;
- Provide a detailed description of the methodology and scope of work;
- Provide a budget for the services in EUR, inclusive of all taxes or other such charges.
The deadline for proposals submission is May 19, 2023
How to apply
Questions should be addressed to Dmytro Iakymchuk, [email protected] no later than May 12, 2023 18:00 Kyiv time.
The proposals shall be submitted within the above deadlines May 19, 2023 18.00 Kyiv time to the e-mail: [email protected] indicating the subject line “Community Budget Revenue Management for Chernivtsi”.
Bidding language: English.
Evaluation criteria
Bids will be evaluated in accordance with the criteria provided below:
|
# |
Criteria |
Weight |
|
1 |
Portfolio of projects successfully completed in financial process software development |
40% |
|
2 |
Core team members - relevant experience, skills and competencies |
25% |
|
3 |
Proposed methodology |
10% |
|
4 |
Proposed budget |
25% |