TERMS OF REFERENCE FOR INSTITUTIONALIZING ICT SOLUTIONS

Terre des hommes Foundation Nepal

Terre des hommes Foundation (Tdh) is a leading Swiss non-government organization who is active in the protection of vulnerable children. Founded in 1960, Tdh helps to build a better future for disadvantaged children and their communities, with innovative approached matched to practical and sustainable solutions. Active in more than 30 countries and in Nepal since 1985, Tdh develops and implements…

TERMS OF REFERENCE FOR INSTITUTIONALIZING ICT SOLUTIONS

TERMS OF REFERENCE 

FOR 

INSTITUTIONALIZING ICT SOLUTIONS 

TO PROMOTE CITIZEN-GOVERNMENT ENGAGEMENT 

PROJECT: – Enhancing Citizen’s Participation in Sub-National Good Governance in the Context of New Federal System in Nepal

PROGRAM: – Governance

TERRE DES HOMMES

Terre des hommes Foundation (www.tdh.ch) with its headquarters in Lausanne is a leading Swiss child relief agency. Founded in 1960 and active in Nepal since 1985, Terre des hommes (Tdh) has been working to bring change to the lives of the most vulnerable children. Our child protection, health and emergency programmes continue to benefit thousands of children, their families and communities across the country.

BACKGROUND

The consortium of Sahakarmi Samaj, Dalit Development Society, Center for Dalit Women Nepal, Tdh and IM Swedish Development Partner has been carrying out “Enhancing Citizen’s Participation in Sub-National Good Governance” project in 12 local units of Salyan, Kalikot and Jajarkot districts of Karnali province. The project which is in its final year of operation has been empowering civil society for an inclusive and sustainable growth through various approaches. On the other hand, the project has been strengthening the capacity of local governments in several aspects.

Tdh is leading Information and Communications Technology (ICT) component for local governance. In the past two years, the project developed innovative technologies for information capturing, data management, dissemination and citizen-state interface based on the local context and the priority areas as preferred by respective local governments.

With this level of progress thus far, there is a need for integrated efforts to make effective use of those tools (websites and mobile apps). At the supply side, local governments need to increase their efforts to disseminate major information incl. decisions affecting citizens and to develop a culture of seeking citizen’s feedback/reactions/suggestion and handling them. Also, it is equally important on the part of the project’s consortium partners to play constructive roles in activating demand side so that citizens interact with their local governments and ultimately promote bottom-up accountability. This Terms of Reference (ToR) is therefore developed for the consulting firms/ service providers to institutionalize those ICT solutions to promote the use of technology and data.

About the project

The constitution of Nepal 2015 has established local, provincial and federal governments with an increased authority granted to elected local and provincial governments. There is increased responsibility at the local and provincial levels for effective service delivery and accountability toward its citizens. For this, public decision-making and subsequent implementation must be participatory, transparent, responsive, equitable, and inclusive. This assures the views of all citizens, notably the most vulnerable and excluded are considered and local authorities are responsive towards them.

The new constitution emphasizes civic freedom and liberty providing space for CSO engagement in governance, but efforts made are not adequate to promote civic space in Nepal. The grassroots organizations and CSOs also lack sufficient management capacities and have weak internal governance, capacities and knowledge to deal with local governments.

Considering the above-mentioned elements, the overall objective of this project is to contribute to enhance citizens’ participation in sub-national (local and provincial) good governance in the new federal system in Nepal.

The specific objectives of the project are: 

i) to enhance participatory and cooperative relationship between citizens and local governments by strengthening public governance, accountability and transparency.

ii) to establish cooperation and dialogue among local governments, between local and provincial governments and ministries to improve overall local service delivery and ensure reflection of local needs in programs and policies. 

Expected results

I.  3,150 citizens from about 600 grassroots organization including women, youth, Dalit and marginalized people are represented, empowered and mobilized to ensure inclusive, participatory and accountable local governance.

II. Local Governments (LGs) in 12 municipalities are equipped to design and develop inclusive plans, policies and ensure their implementation, with the active participation of Community Groups (CGs) and CSOs.

III. Provincial government and Local Governments work constructively and collaboratively in promoting local good governance.

DISTRICTS AND LOCAL UNITS OF ICT INTERVENTION

1.  Jajarkot district: Bheri Municipality, Shivalaya Rural Municipality

2.  Kalikot district: Khadachakra Municipality

3.  Salyan district: Siddha Kumakh Rural Municipality, Kapurkot Rural Municipality, Tribeni Rural Municipality

OBJECTIVE OF THE ASSIGNMENT

The objective of the assignment is to institutionalize the ICT solutions for e-governance system promoting citizen-government interaction, transparency and accountability in the abovementioned six local units of the project districts.

SCOPE OF THE ASSIGNMENT

The scope of the assignment additional to the objectives is as follows. 

  • Assess the status of local governments in terms of adopting ICT solutions to strengthen e-governance and ultimately
    • promoting access to information to the public
    • improving delivery of services
    • engaging citizens and CSOs with local governments
    • promoting transparency and accountability at the local level. 
  • Provide support to local governments particularly IT Officer in digitization and presentation of information to interact with citizens
  • Develop operational guidelines and share with local governments and consortium partners. This guideline will include introduction of technologies, functional aspects, frequency of operation and maintenance etc.
  • Follow up and provide technical support remotely as well as in person (wherever needed)

METHODOLOGY

  • The service provider undertakes assessment on the status of adoption of ICT solutions and recommends and implements the most suitable strategy and approach. 
  • Implement activities as planned, agreed with close consultation and coordination with respective local units, Tdh and consortium partners. Follow up with technical input/support.

KEY DELIVERABLES

a. Assessment report with the status of the six local governments on their efforts towards implementing the ICT solutions.

b. Project inception report outlining the detailed scope of work, tools implantation and usage framework, the role of concerned local government, Tdh and other stakeholders for successful implementation of the tools.

c. Effective deployment of technological solutions (evidence of the use of websites and mobile apps)

d. Training and support to local governments and other stakeholders as required

e. Final report on tools usage and their impacts

PROPOSAL OUTLINE

The proposal should be written in the provided outline below. 

A.  Project introduction (Max. 1 page): This section needs to demonstrate understanding of the project and the ToR, how proposed activities and methodologies are linked with the project objectives/results. 

B.  Proposed activities (Max. 2 Page): The proposed activities, process/methods of implementation need to link with the results

C.  Coordination and Collaboration (Max. 1 page): Explain how you coordinate and collaborate with the government authorities (at different level) and other stakeholders to achieve the results.

D.  Sustainability (Max 1 page): Explain how the ICT solutions and implemented activities will continue after the phase out of the project.

REPORTING

  • Inception report
  • Final report (By the 15th of December 2022)

PROFILE OF PROPOSED SERVICE PROVIDER/FIRM

  • The consulting firm/service provider should have experts in Information Technology and data analysis to support local governments in institutionalizing the tools (Lead expert having more than 5 years of experience)
  • Proven track record of developing mobile app and other innovative ICT solutions 
  • Working experience with government for ICT related assignments (especially ICT solutions for local governments) 
  • Understanding of context of local government in the new federal structure of Nepal will be an added value
  • Consultant/firm should be registered in VAT

LOGISTICS 

Tdh and the selected consulting firm will agree on the field level visits (mainly local travel) later. However, the consulting firm/individual shall be responsible to pay the logistic and travel related expenses in a cost-efficient way.

SAFEGUARDING AND ETHICAL GUIDELINES

Observing ethical standards is important for all information gathering that involves community groups, local bodies, Tdh staff and other stakeholders.

  • Tdh has its own safeguarding guidelines which the consultant needs to adhere to.
  • Tdh requires a ‘do no harm to children’ and ‘no harm to communities’ as a central theme.
  • A responsible authority from the consulting firm must sign the Tdh Child Safeguarding Policy and Global Code of Conduct and be willing to adhere to its principles and expected practices. If a breach of the policy or code of conduct takes place the consultancy will be terminated immediately without any financial burden on Tdh.

TOTAL BUDGET

The maximum budget threshold for the assignment is Eight hundred thousand Rupees inclusive of VAT.

HOW TO APPLY

Interested qualified service providers/firms are requested to submit their applications along with the following documents by Monday, 18 July 2022 via email: npl.contact@tdh.ch.

  • Cover letter (1-page) justifying relevant experience, expertise, and qualifications 
  • Updated CVs (3-pages max) of proposed consultants highlighting the relevant experience, expertise and qualifications
  • A detailed technical and financial proposal with methodologies and results, and action plan allotting the number of days needed (please refer annex 1 for the results framework)
  • Reference of previous or current assignment (contact details)
  • Tdh reserves the right to seek further details and documents from shortlisted service providers/firms during the course of proposal evaluation and negotiation process
  • All legal documents, including registration and VAT

Tdh reserves the right to reject/dismiss this procurement process without furnishing any reasons to applicants/potential service provider.

Annex 1: Results Framework

Final Result: Please state it here.

Total minimum working days throughout the assignment duration is 50 (between August to November 2022).

Key activities Main target group/individualTime FramePotential OutputsIndication of accomplishmentResources requiredBudget required