Detalle de oportunidad

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES – FIRM SELECTION)

INDONESIAN ENVIRONMENT FUND TECHNICAL ASSISTANCE PROJECT

Grant No.: TF0B5967

Assignment Title: Management Information Systems

Reference No.: ID-BLU BPDLH-245689-CS-QCBS

The Indonesia Environment Fund (Badan Pengelola Dana Lingkiungan Hidup, IEF) has received financing from the World Bank for the Indonesian Environment Fund Technical Assistance Project, and intends to proceed with consulting services, namely for Management Information Systems.

The consulting services (“the Services”) will be provided by a Management Information Systems Consulting Firm to support the IEF. The broad scope of work includes developing a high quality and tailored Management Information System (MIS) that supports the IEF to collect, manage and share data on its projects and programs and includes an M&E module to effectively support IEF’s M&E framework. Currently, the IEF has a specific system for revolving funds and uses a basic system with laptops, internet, and email. To ensure the IEF is able to manage a broader range of environmental and climate funds effectively and to track the funds from source to beneficiaries, a credible management information system is required.

The activity will be based mainly in Jakarta, Indonesia until December 2023. The detailed Terms of Reference (TOR) for the assignment are attached in Annex of this Request for Expression of Interest.

The IEF now invites eligible consulting firms (“Consultants”) to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. Interested consultants must provide sufficient description of similar assignments (including location/country, name of the Employer/Client, type of services provided, period of contract, contract amount, starting and completion dates), and availability of appropriate skills among permanent staff, etc. The shortlisting criteria are:

1. The firm should have at least 5 years of experience in working on the field of Management Information Systems (MIS) and similar systems.
2. Solid Experience in MIS analysis, design, development, and support for system with high- volume transactions and/or data,
3. Experience in development and implementation of various disciplines of large-scale bespoke and/or COTS (Commercial Off The Shelf) information systems,
4. Experience in executing at least three complex enterprise-grade projects,
5. Experience in developing and implementing complex web-based information systems,
6. Sufficient professional expertise in developing M&E systems, including staff with experience in developing M&E systems,
7. Adequate Financial Capacity: Proven financial capacity with total average annual consulting services turnover of minimum: US$ 308,144, calculated as total certified payments received for consulting services contracts in progress and/or completed within the last three (3) years, divided by three (3) years.

Key Experts will not be evaluated at the shortlisting stage.

The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” November 2020 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.

Consultants may associate with other firms to enhance their qualifications in the form of a joint venture or a sub-consultancy. In case of an association, the EOI must explicitly specify whether the association is in the form of a Joint Venture (all members shall be jointly and severally liable for the entire assignment), or Sub-consultancy. In the case of a joint venture, the member firm appointed to represent the joint venture must be clearly identified and all the partners in the joint venture shall be jointly and severally liable for the entire contract, if selected. Only the qualifications and experience of members of joint venture, but not of sub-consultants, shall be considered in the EOI evaluation process.

A Consultant will be selected in accordance with the Quality and Cost-Based Selection (QCBS) method set out in the Procurement Regulations.

Further information can be obtained at the address below during office hours

08.00 – 16.30 WIB.

Expressions of interest must be delivered in a written form to the address below (in person, or by mail, or by fax, or by e-mail) by June 14, 2022.

Wisma Antara Building, 14th Floor

Indonesia Environment Fund (BPDLH)

St. Medan Merdeka Sel. No.17, RT.11/RW.2, Gambir,

Kecamatan Gambir, Kota Jakarta Pusat, Daerah Khusus

Ibukota Jakarta 10110

Website             : bpdlh.id

E-mail                : procurement.wb@bpdlh.id

Telp/fax             :  (+62 21) 3449230, 3864786 / (+62 21) 34834821

Annex A

Terms of Reference (TOR)

Consultancy Firm for the Design, Development and Commissioning of a Management Information System (MIS) to Support Monitoring & Evaluation (M&E) for the Indonesian Environment Fund (IEF)

1. Background

Indonesia is the sixth largest greenhouse gas (GHG) emitter globally[1] and deforestation and forest degradation constitutes 53 percent of national GHG emissions[2]. The Government of Indonesia (GOI) has made ambitious international commitments to reduce its GHG emissions, recognizing that land use and forestry sectors are the primary sources of emissions. At the Conference of Parties meeting in Paris in 2015, the GOI pledged through its Nationally Determined Contribution (NDC) to reduce GHG emissions by 41 percent by 2030 with international assistance (29 percent with its own resources) relative to a business-as-usual (BAU) scenario.

To deliver against the GoI’s ambitious and long-standing sustainable development and green finance commitments, the GOI launched the Indonesian Environment Fund (IEF, or Badan Pengelola Dana Lingkungan Hidup (BPDLH)) through Minister of Finance Regulation No. 137/2019 in October 2019. The IEF which is under the Ministry of Finance (MoF), has an objective to increase the level of green finance in Indonesia and will become the official mechanism to manage and coordinate environmental and climate funds including from international sources

The IEF has a mandate to manage funds that contribute to improving the environment and cover green investment in sectors including forestry, energy and mineral resources, industry, transportation, agriculture, marine affairs and fisheries. The IEF is led by an Executive Director with oversight from a Steering Committee chaired by the Coordinating Ministry of Economic Affairs (CMEA) with key involvement of the Ministry of Environment and Forestry (MoEF). Although the IEF is situated under DG Treasury of MoF, it is expected to work with several line-ministries with mandates related to environment issues, subnational governments, civil society organizations, and local communities.

1. Overview of IEF Operations

All potential funders expect the IEF to be able to do 2 things:

1. Track the funds from source to beneficiaries; and
2. Report what the funding has achieved.

IEF is establishing systems that will manage and monitor the sources and uses of funds as depicted in the diagram below:

Regarding the use of funds, the fund distribution scheme for IEF programs is shown below, where:

1. IEF manages programs through direct funding for beneficiaries and indirect funding for intermediary agencies
2. IEF issues calls for proposals  for programs to be implemented through intermediary agencies. Proposals are processed and evaluated by IEF’s Proposal Evaluation team.

The program cycle consists of the following key steps::

1. Funding proposal management:
   1. Calls for proposals and submission of proposals
   2. Proposal evaluation and award of contract
2. Disbursement of funds
3. Program implementation and activity reporting
4. Monitoring and evaluation and coaching
5. Program closing

1. Approach and Objective

The IEF has defined its monitoring and evaluation framework to measure its success in achieving its objectives as shown in the diagram below.

The IEF beneficiaries (benefit intermediaries or intermediary agencies) are expected to track and report on the results of the projects they receive funding for, and with the IEF aggregating the results to provide an overall picture of how the IEF is supporting Indonesia to achieve its environmental and climate objectives.

The objective of this assignment is to develop a high quality and tailored Management Information System (MIS) that supports the IEF to collect, manage and share data on its projects and programs and includes an M&E module to effectively support IEF’s M&E system as defined and implemented through the framework depicted above. Currently, the IEF has a specific system for revolving funds and uses a basic system with laptops, internet, and email. To ensure the IEF is able to manage a broader range of environmental and climate funds effectively and to track the funds from source to beneficiaries, a credible information system is required. The IEF therefore seeks to commission the design and implementation of a Management Information System (MIS), IT Roadmap and M&E system.

In the long run, it is expected that the MIS can accommodate blockchain-backed media storage of transaction data, data exchange system supported by digital certificates that is integrated with the management system of environmental funds.

The IEF is seeking the services of a consulting service firm, hereinafter referred to as “the Consultant”, to provide consultancy services for the design, testing and commissioning of a Management Information System (MIS) for the IEF which includes the design and delivery of a credible and high quality M&E module to support the IEF’s M&E system and framework.

1. Expected Scope of the IEF MIS

The MIS will need to support multiple IEF operations and functions and be an integral part of the IEF’s approach to knowledge management, transparency, and learning. It is anticipated that it will need to consider and capture (at minimum) the following areas depicted in the diagram below:

1. Dashboard, providing the tool to present all key M&E information in a single place in an efficient manner, and empower management to make timely and data-driven decisions based on the latest information.
2. Funding Proposal and Safeguards Management, including tracking and recording proposal submissions, evaluation, and approval, and ensures that project or activity proposals comply with national and international social and environmental safeguards and environmental management standards. It may be linked with the National Registry System (SRN).
   1. IEF’s environmental and social safeguards measures, implementation, and risks to enable effective management of safeguards in IEF operations and programs.
   2. Spatial System: Environment and geographical project data base that is structured to provide information for each funded project, as well as by geographical location.
   3. Environmental and Social Safeguards Screening, which will include risk categorization, where IEF will screen the proposed activity based on the exclusion list and determine the risk of the proposed activity. The safeguards risk rating should be categorized as Low, Medium, and High risk. The higher the risk, the more complex the safeguards requirements.
      1. All proposed activities are then reviewed based on safeguards requirements set by IEF. These requirements may vary depending on the risk category. The review process will include among others:

• Fulfilment of legally valid safeguards document and permits
• Assessment on the proposed Environmental and Social Management Plan (including impact management measures, monitoring plan, institutional arrangements, capacity building plan, and budget estimation)
• Assessment on Grantee's or Intermediary Agencies' organization system, capacity, and competency for managing E&S aspects commensurate to the risks and impacts
• Audit for current environmental and safeguards practices
• Corrective Action Plan requirements. 
  1. 1. This will also allow disclosure of related project’s safeguards documents upon IEF’s clearance.
     2. This safeguards screening process will be guided by IEF’s Environmental and Social Safeguards Specialists and Communication Engagement Strategy Specialist.

1. Collateral Management, which will record, assess, evaluate, revalue, and manage collateral of beneficiaries from the proposal evaluation to project execution stages.
2. Funds Management consisting of:
   1. Fund raising from multiple sources, with the system capturing:
      1. Funds from the State Budget, development partners, private sector, and/or other parties concerned with environmental issues.
      2. Different types of revenues, including, grants, fees, penalties, loans.
   2. Fund distribution, including fund flows from the IEF to the recipient, either directly to the beneficiaries, or to benefit intermediaries via a trustee bank. All transfers will be based on contracts between IEF and recipient/ intermediary. Each contract will include, at minimum: the amount, eligibility criteria, requirements prior to transfer, reporting requirement, role and responsibility of each party, M&E.
   3. Fund execution, for funds executed by IEF (e.g., grants from donors).
   4. Fund leveraging / accumulation for undistributed funds in the relevant year. The IEF can (based on contractual agreement) place undistributed funds in an investment instrument in order to optimize idle cash.
   5. Funds reporting, for reporting and/or extracting information on:
      1. The use of funds by the recipients by various categories such as per activity/project component noted in the contracts and other categories/classifications;
      2. Various aspects of funding such as, but not limited to, per funding source: funds received by BPDLH, funds disbursed by BPDLH to recipients, the use of funds reported by the recipient to BPDLH
3. Loan Management, comprising of a solution that automates and manages the end-to-end steps in the loan process.
4. E-Procurement and Vendor and Contract Management which consist of:
   1.  E-Procurement where goods and services may be procured for IEF’s own needs, or as part of the IEF providing an in-kind grant to beneficiaries.
   2. Vendor and Contract management to support vendor and contract management, contract lifecycle management, including contract payments processed through Financial Management.
5. Financial Management to ensure that the IEF records all transactions as per accounting policies and standards. The accounting of IEF shall be linked to the MoF financial management systems such as SAKTI, SAIBA, SPAN, ATAP (revolving fund application system), E DIPA, etc. It will be not only for program funds but also for the revolving fund mechanism.
   1. Budgeting. For preparing and managing annual budgets and implementing budgetary control.
   2. Purchasing. Manages IEF’s purchases and contractual commitments.
   3. Payment Management. Manages all payments by IEF (payables).
   4. Receipts Management. Manages all receipts by IEF (receivables).
   5. Cash Management. Manages cash projections and cash flow.
   6. Accounting and Financial Reporting. Consists of the processes and procedures needed to prepare and generate fiduciary and financial reports as will be required by management and applicable regulations.
   7. Reconciliation, the process of matching transactions that have been recorded internally against monthly statements or other data from external sources to see if there are differences in the records and to correct any discrepancies.
6. Human Resources & Payroll. To manage IEF human resources and payroll.
7. M&E (Monitoring & Evaluation) to provide support for comprehensive monitoring and evaluation and results management, including:
   1. Recording project monitoring and results data produced by benefit intermediaries or beneficiaries at project start, annually, and at project closure based on agreed templates.
   2. The data should be recorded in a format that allows for annual aggregation to support IEF’s accountability and learning objectives.
   3. The data should also provide support to monitor environmental and social performance. The support to monitor environment and social performance will focus on the achievement of sustainable development goals related to environment and social safeguards aspects which are supported by the distribution of funds from IEF to benefit intermediaries or beneficiaries within the projects. Requirements include but are not limited to:
      • Implementation of safeguards measures must be recorded and reported to ensure compliance and effectiveness. IEF’s partners and beneficiaries are obliged to submit periodical implementation progress reports as well as fund utilization to IEF. Additionally, IEF will carry out periodical monitoring and evaluation on the implementation.
      • IEF will carry out assessment and management, monitoring, and annual review of the overall environmental and social risks and impacts of IEF activities and the portfolio. The project’s implementation report will be compiled and evaluated by IEF to assess the achievement of the IEF objectives.
      • IEF will utilize the MIS data to do monitoring and evaluation on environmental investment progress status both in term of result achievement and fund utilization.
      • The safeguards monitoring and evaluation process will be guided by IEF’s environmental and social safeguards specialists, communication engagement strategy specialist, and monitoring and evaluation specialists.
   4. Governance, including recording management information and decisions for all parts of the IEF’s governance system, including steering committee decisions; audit decisions; donor correspondence and any actions taken.
   5. Issues & Findings Monitoring, allows relevant parties in charge for the follow up action to input the actions and its resolution progress status.
   6. Feedback and Grievance Redress Mechanism, facilitates inputs of inputs of feedback and grievance from the public and track the status of the grievance redress process.
8. Other supporting systems consist of, but may not be limited to:
   1. Knowledge Center of IEF. The section will contain IEF news, activities, reports, and publication as well as regulations.
   2. Internal Audit section will include the report of any audit or assessment of IEF.

1. Expected scope of the M&E System to be supported by the MIS

To operate as a credible Environmental Funds Management Agency, the IEF needs a world class M&E system that is able to track and report results from project start to closure. The IEF has a Theory of Change that sets out how the IEF will achieve its objectives. This forms the foundations for the IEF’s approach to results and M&E. Each IEF funded project must report on results annually, against project specific core indicators and custom indicators that are informed by the Theory of Change. The reporting is done by the IEF beneficiaries or benefit intermediaries, and the IEF aggregates these results across the programs. Each program must use standardized templates.

Once the M&E system is fully conceptualized, and articulated, it should be translated into an information system design within the M&E module of the MIS.

1. MIS Specification of Work

Features and Requirements from the MIS

1. MIS Modules to be developed

The proposed application modules and main menus or features required are set out below, with possibility for modification subject to the result of System Analysis and Design done at beginning of the consultancy work:

1. Structure and timeline for development of the MIS

It is proposed that the Management Information System (MIS) for the IEF will be developed and implemented using a phased approach. The following 2 phases should be considered:

1. Proposed Sequence for development and implementation of the MIS

It is proposed that the MIS be developed and implemented in four stages as follows for each phase above

Stage I – System Analysis & Design

1. A thorough review of IEF’s business processes and requirements. This also includes review all relevant regulations and SOPs relate to IEF operations, results, monitoring & evaluation, financial, safeguard, data & information flow;
2. Review, revision and structuring of the IEF M&E system, Theory of Change, templates, and other related M&E materials prepared by IEF as inputs to the information system design of the M&E module;
3. Identification of user needs and requirements. This will involve review, discussion, and consultations with key stakeholders, and duly adapted to the agile methodology;
4. Preparation of feedback to the M&E System materials for improvements/revisions as required based on user needs and requirements and inputs from the M&E System’s applicability to the information system design of the M&E module of the MIS.
5. Conceptual design of MIS which include but not limited to the following: System architecture, design of application modules, design of database, design of system interfaces, design of reports, etc. The Consultant might use a prototype, conference room pilot (CRP), or other approach to enable easy communication of the proposed solution(s) to the management of IEF.
6. Capacity plan for the IT infrastructure (servers, storage, networks, etc.) to support and sustain full deployment and operations of the MIS over the next 5 years, including the workload from public access to the Feedback and Grievance Redress Mechanism.

Stage II – Software development

1. Development of application and database structure (coding) based on the agile methodology divided into sprints; and approved system design, which is versatile, modular, user-friendly, upgradable, and scalable (amongst others);
2. Creation of an electronic/web-based Document Repository and Management System (DRMS) as well as setting up of a proprietary File Coding System at IEF;
3. Up-loading, testing (including system integration tests), and deployment using pipelines;
4. Completion and presentation of the Phase 1 beta version.

Stage III – Operation Manual, UAT
 

1. Following successful installation, development, and testing of the MIS, a User Acceptance Test (UAT) is to be carried out (either as part of the commissioning or after) and a UAT report submitted for review and approval by the clients;
2. Submission of a comprehensive Operation and User – Maintenance Manual. The Consultant is expected to submit an Operation and Maintenance Manual for the operation of the overall MIS at IEF.
3. Submission of a M&E and indicator manuals.

Stage IV Launching & Training

The Consultant shall provide training/capacity building to staff of IEF on the use of new software installed for the operationalization of the MIS. This will include a training plan and in-house workshops/ training sessions for key users (staff of IEF and other relevant Ministries/Agencies). The final report on training will include both the training plan as well as contents of the in-house workshops/ training sessions in PowerPoint format and detailed training material in MS-Word format.

1. Expected Deliverables

The Consultant is expected to submit the following deliverables during the course of the project:

1. 1. A detailed workplan for the development and setting up of the MIS. The Workplan shall consist of the following:
2. A detailed Gantt chart showing milestones/major deliverables and activities and highlighting the critical path and version number as well as the duration for the assignment and expected start and completion dates;
3. Project Implementation Methodology;
4. Schedule, type, and context of consultations with stakeholders (for approval by client)
5. Any other relevant sections, documents, procedures, processes, literature, and references

1. 1. Upon approval of preliminary design, the Consultant shall submit a detailed design document based on the agile methodology which shall include the following (but not limited to):
      1. Detailed process mapping for IEF towards implementation of the MIS;
      2. Detailed technical design on monitoring & evaluation system, and all materials (including templates),
      3. Detailed design (architecture, layout, content, modules, layers, functionalities etc.) of the proposed MIS;
      4. Detailed formats for user interfaces (data entries and reports);
      5. Detailed mechanism for e-signature to be used on process of approvals, comments, edits / revisions, etc.;
      6. Requirements documentation for hardware, software, co-hosting, and data communication;
      7. Detailed design for security, backups, and continuity plan;
      8. Any other relevant information and details which are pertinent.

1. 1. Based on the approved detailed design of the MIS, the Consultant shall develop and conduct testing & quality assurance on the application, database, and other required systems. The Consultant shall submit a detailed system documentation and report indicating user acceptance.

1. 1. Development of a detailed user-maintenance and operational manual with as-made system layout/schematics and user-maintenance and troubleshooting procedures for the overall MIS.

1. 1. A report on training delivery for key users, training evaluation result and soft copy of training materials.

1. 1. Future IT staffing requirements and draft ToRs explaining the roles & responsibility for future system administrator and technical staff of the MIS.
2. Submission Procedure

All outputs/deliverables should be submitted to the Project Manager and copied to the CEO of IEF. The team will review all outputs/deliverables and their comments shall be communicated to the consultants within 7 days of submission of the output/deliverable. The consultants will then have to consider and incorporate the comments within a period of 7 days from the date of receipt of comments. The consultants will have to provide for justifications when comments are not incorporated in the output/deliverable.

1. Delivery and Payment Schedule

Deliverables will be the basis for the payment schedule. All reports will be submitted in draft (for comments) and then final.

The Deliverables shall be submitted in electronic format (MS Word, and Pdf versions) to the following recipients. The address for delivery is:

Director of Finance, General Affairs and Information Systems, IEF

Email: contact.us@bpdlh.id

1. The above timeline and schedule of payment are for guidelines only. The consultant might finish the work earlier than the schedule as long as they maintain a high quality of work and will accept full payment of contract amount.
2. Any problem or delay occurred should be immediately notified to the IEF MIS Project Coordinator. Failure to provide report in a timely manner will be noted in the Contractor performance assessment.
3. The contractor is fully responsible for all tax associated with this work.
4. In line with Intellectual Property Rights, the contractor is obligated to use legal or properly licensed software, tools, etc.

1. Reporting, Presentation, and Language

All project implementation documents such as progress reports, draft project documents, templates (website, MIS), preliminary and intermediate designs, layouts, specification documents etc. shall be submitted in PDF Version, and in hard copy and in soft copy. The soft copy should not be secured with password(s) to allow printing or copy and paste of extract from the reports.

The language of the assignment shall be in Bahasa Indonesia and English. All the outputs and deliverables shall be written in Bahasa Indonesia and English language and should be presented in a format acceptable by IEF.

1. Logistical Arrangements

All transportation costs and administrative costs related to the execution of the assignment are to be borne by IEF. In case any additional workshops/ training sessions have to be organized, all costs will be borne by IEF.

1. Criteria and Requirements for the Consultant

To effectively perform the tasks and achieve the intended goal and objectives the IT Firm is required to have the following qualifications:

1. Mature in business:
   1. Minimum 5 years of establishment (including parent/group company);
   2. Solid Experience in MIS analysis, design, development, and support:
      1. Experience in development and implementation of various disciplines of large-scale bespoke and/or COTS (Commercial Off The Shelf) information systems,
      2. Experience in executing at least three complex enterprise-grade projects,
      3. Experience in MIS analysis, design, development, and support for system with high-volume transactions and/or data,
      4. Experience in developing and implementing complex web-based information system;
2. Sufficient professional expertise in developing M&E systems, including staff with experience in developing M&E systems.
3. Adequate Financial Capacity: Proven financial capacity with total average annual consulting services turnover of minimum: US$308,144, calculated as total certified payments received for consulting services contracts in progress and/or completed within the last three (3) years, divided by three (3) years

1. Key Positions Required

The list of key positions whose CV and experience would be evaluated is as follows:

Important Notes:

Bidders are advised, when preparing the proposal, to ensure that sufficient information is provided in the CVs of the Consultant’s staff for the positions to support any qualifications and experience claimed.

[1] Indonesia is the country with the highest carbon intensity (1,000 tonnes of carbon dioxide equivalent (tCO2e) per million USD of GDP; roughly twice the global average) and has contributed 4 percent of cumulative (1990-2011) global GHG emissions, ranking sixth globally (WRI, 2011).

[2] Indonesia’s third national communication to the UNFCCC (2017).

[3] These are indicative numbers of staff. Firms may propose the appropriate number of staff as suitable for the positions.