DESIGN & ESTABLISHMENT OF A CENTRALIZED INFORMATION FORUM FOR RENEWABLE POWER GENERATION IN FIJI

Description

DESIGN & ESTABLISHMENT OF A CENTRALIZED INFORMATION FORUM FOR RENEWABLE POWER GENERATION IN FIJI
Procurement Process : RFP - Request for proposal
Office : UNDP Pacific - FIJI
Deadline : 23-Jun-17
Posted on : 08-Jun-17
Development Area : CONSULTANTS
Reference Number : 38371
Link to Atlas Project :
00060769 - Fiji Renewable Energy Power Project (FREPP)
Documents :
RFP Design Engery Database _Final
Overview :

 

 

 

 

 

 

 

INDIVIDUAL CONSULTANT PROCUREMENT NOTICE

Reference: PN/FJI-022-17

 

 

Consultancy Title: DESIGN & ESTABLISHMENT OF A CENTRALIZED INFORMATION FORUM FOR RENEWABLE POWER GENERATION IN FIJI

Project Name: Fiji Renewable Energy Power Project (FREPP)

Period of assignment: 4 Months

Duty Station: Fiji

Consultancy Proposal should be mailed to C/- UNDP Fiji MCO, Private Mail Bag, Suva, Fiji or sent via email to procurement.fj@undp.org no later than 23rd June, 2017 (Fiji Time) clearly stating the title of consultancy applied for. Any proposals received after this date/time will not be accepted. Any request for clarification must be sent in writing, or by standard electronic communication to the address or e-mail indicated above. UNDP will respond in writing or by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all consultants. Incomplete, late and joint proposals will not be considered and only offers for which there is further interest will be contacted. Failure to submit your application as stated as per the application submission guide (Procurement Notice) on the above link will be considered incomplete and therefore application will not be considered.

 

 

 

 

  • BACKGROUND

 

The DOE is part of the Ministry of Infrastructure & Transport and works towards achieving its vision of “a sustainable energy sector for Fiji”. The achievement of its vision will be through the Department’s ability to provide an enabling environment for a sustainable energy sector through the four main strategic areas:

 

o National Energy Planning - strengthens the capacity for energy planning through appropriate policy, regulatory and implementation frameworks and effective and efficient management;

 

o Energy Security - enhance energy security through greater participation and collaboration within the industry;

o Power Sector - increase access to affordable and reliable electricity services;

 

  • Renewable Energy (RE) - research, promotion and utilization of renewable energy applications.

 

In December 2011, the Fiji Renewable Energy Power Project (FREPP) was endorsed by the GEF Secretariat. The Project consists of four (4) components, each addressing specific categories of barriers and these are: a) Energy Policy & Regulatory Frameworks; b) RE Resource Assessments & RE-based Project Assessments; c) RE-based Power Generation Demonstrations; and, d) RE Institutional Strengthening .Refer to Annex 1 –Terms of Reference for details.

 

 

 

 

 

 

 

 

 

  • SCOPE OF WORK

Scope of work/Expected Output

 

The consultant will produce the following deliverables :

 

(The Scope of Works shall include, but not limited to the following tasks)

 

  • Current Status of Available Information for the Centralized Information Forum

 

The successful bidder is required to undertake a thorough status assessment before starting the work on the actual development of the centralized information forum (database/website). The status assessment shall be conducted in close coordination with the FREPP project manager and will include discussions with the various sections of the DOE regarding available information. The status assessment shall at a minimum include:

 

  • Coordinating with DOE, and possible other government agencies, to address the regulations for disclosure of information held by a Government department, and to define the rules and procedures for the selection of information which will either not be publicly available, or be publicly available. As well as define any IT security requirements of the DOE.

 

  • Along with the DOE staff to, define the information needs for the centralized information forum in terms of subject based categories, broken down into components and sub-components, in an easily readable structure. Please note the various sections and programs existing within the DOE as described in section 2.0, but also taking into account information needs of the public.

 

  • To assist the DOE staff in the inventory of available information for renewable energy resources and related renewable energy power generation in Fiji. This includes information in the possession of DOE, other national stakeholders, and publicly available from third parties (e.g. IRENA, GGGI, SPC, UNDP…ect.). The information should be cataloged, including format types (e.g. paper, computer file types, external links…ect.), and disclosure classification (e.g. internal or public).

 

To assist the DOE staff in the transfer of any information from paper format to electronic format (e.g. scanning of documents to PDF), and all non-public information should be addressed at the DOE premises. The successful bidder is not required to transfer text or data to electronic format. Refer to Annex 1 -Terms of Reference for details.

 

 

 

 

 

 

 

3. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATION

 

Qualifications:

  • A Postgraduate degree in either Information System, Information Technology , Computer Science, or other closely related field

Experience:

  • Work experience in relevant technical areas for at least 5 years
  • Demonstrated understanding of issues related to renewable energy resources and related renewable energy power generation in Fiji.
  • Experience in developing new software
  • Experience in preparing training materials and experience with result-based management evaluation methodologies

Competencies:

  • Experience working in South Pacific Region
  • Project evaluation/review experiences
  • Experience working with National Stakeholders

 

 

Language Requirements:

  • Fluency in written and spoken English is essential

 

 

 

 

 

4. EVALUATION CRITERIA

Evaluation

Cumulative analysis

The proposals will be evaluated using the cumulative analysis method with a split 70% technical and 30% financial scoring. The proposal with the highest cumulative scoring will be awarded the contract. Applications will be evaluated technically and points are attributed based on how well the proposal meets the requirements of the Terms of Reference using the guidelines detailed in the table below:

 

When using this weighted scoring method, the award of the contract may be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weighting; 70%

* Financial Criteria weighting; 30%

 

Only candidates obtaining a minimum of 49 points in the Technical Evaluation would be considered for the Financial Evaluation. Interviews may be conducted as part of technical assessment for shortlisted proposals.

 

 

 

Criteria

Points

Percentage

Qualification

 

60%

A Postgraduate degree either Information System, Information Technology , Computer Science, or other closely related field

10

Experience

 

  • Work experience in relevant technical areas for at least 5 years

 

10

  • Demonstrated understanding of issues related to renewable energy resources and related renewable energy power generation in Fiji.

.

 

10

 

  • Experience in developing new software

 

 

10

 

  • Experience in preparing training materials and experience with result-based management evaluation methodologies

 

10

 

  • Experience working in South Pacific Region

 

10

 

Competencies

 

10%

  • Project evaluation/review experiences
  • Experience working with National Stakeholders

 

 

5

5

 

 

 

 

Technical Criteria

 

70%

**If necessary interviews shall also be conducted as part of the technical evaluation to ascertain best value for money.

 

 

Financial Criteria – Lowest Price

 

30%

Total

 

100%

 

 

 

 

 

 

5. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING CONSULTANCY PROPOSALS

 

Offerors must send the following documents.

 

  • Signed P11 form including names of at least 2 referees
  • Cover letter setting out:
  • How the proposer meets the qualifications and experience required.

iii) Completed template for confirmation of Interest and Submission of Financial Proposal

 

Consultant must send a financial proposal based on a Lump Sum Amount. The total amount quoted shall be all-inclusive and include all costs components required to perform the deliverables identified in the TOR, including professional fee, travel costs, living allowance (if any work is to be done outside the IC´s duty station) and any other applicable cost to be incurred by the IC in completing the assignment. The contract price will be fixed output-based price regardless of extension of the herein specified duration. Payments will be done upon completion of the deliverables/outputs.

 

In general, UNDP shall not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources

 

In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

 

The P11 form and Template for confirmation of interest and Submission of Financial Proposal is available under the procurement section of UNDP Fiji website (www.pacific.undp.org)

 

 

 

 

 

 

 

 

 

 

 

 

Annex 1- Terms of Reference

 

 

DESIGN & ESTABLISHMENT OF A CENTRALIZED INFORMATION FORUM FOR RENEWABLE POWER GENERATION IN FIJI

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  • Statement of Intent

 

The Department of Energy (DOE) is seeking proposals from interested information technology (IT) companies for the preparation of a centralized information forum for renewable energy resources and related renewable energy power generation in Fiji. This information forum shall be an internet based website which is accessible to the public and the DOE, noting that each of these parties have separate access needs. As the focal point for the energy sector, energy policy development and overseeing the energy sector operations, the DOE is aware that there is an urgent need for the design and establishment of a centralized forum which will allow for the storage and safe-keep of the DOE’s data, information and project information for renewable energy, as well as to serve the public in accessing relevant information in regard to renewable energy.

 

 

 

  • Background

 

The DOE is part of the Ministry of Infrastructure & Transport and works towards achieving its vision of “a sustainable energy sector for Fiji”. The achievement of its vision will be through the Department’s ability to provide an enabling environment for a sustainable energy sector through the four main strategic areas:

 

o National Energy Planning - strengthens the capacity for energy planning through appropriate policy, regulatory and implementation frameworks and effective and efficient management;

 

o Energy Security - enhance energy security through greater participation and collaboration within the industry;

o Power Sector - increase access to affordable and reliable electricity services;

 

  • Renewable Energy (RE) - research, promotion and utilization of renewable energy applications.

 

In December 2011, the Fiji Renewable Energy Power Project (FREPP) was endorsed by the GEF Secretariat. The Project consists of four (4) components, each addressing specific categories of barriers and these are: a) Energy Policy & Regulatory Frameworks; b) RE Resource Assessments & RE-based Project Assessments; c) RE-based Power Generation Demonstrations; and, d) RE Institutional Strengthening.

 

This TOR focuses on the second component – RE Resource Assessments & RE-based Project Assessments. One of the outputs under the mentioned component is a fully operational centralized information forum for both internal use by DOE and external use for the public. Thus, the centralized information forum is expected to capture, store and make easily accessible the data and information from the various sections and programs existing within the DOE with relevance for renewable energy which includes but is not limited to the following:

 

 

 

 

 

 

  • National Policy and Planning
  • Biofuel Development Unit

 

  • Demand Side Management
  • Energy Conservation Assessment
  • Energy Conservation Implementation
  • Minimum Energy Performance Standards & Labeling Unit
  • Public Outreach
  • Renewable Energy Development Program
  • Biomass
  • Biogas Biomass
  • Gasification
  • Others
  • Hydro
  • Solar
  • Wind
  • Wave
  • Others
  • Rural Electrification
  • Diesel Projects
  • FEA Grid Extension Projects
  • FEA House-Wiring Projects
  • Solar Home Systems Projects
  • Hydro Projects
  • Others
  • Donor-Funded Projects
  • Global Environment Facility (GEF)-funded Projects
  • Fiji Renewable Energy Power Project (FREPP)
  • Sustainable Energy Financing Program (SEFP)
  • Others

 

There is currently no publicly available central repository or forum for renewable energy related information with consolidated and sufficient information available for stakeholders interested in renewable energy in Fiji. Information on project developments, renewable energy resources, investment opportunities, local key stakeholders (incl. FEA, Independent Power Producers), required contracts and procedures (incl. Power Purchase Agreement) and information about Public Private Partnerships (PPP) are currently not centrally accessible for the public. A ‘one stop shop’ for such information, publicly available, is an important resource to foster and promote renewable energy projects in Fiji.

 

3.0 Objective

 

The objective of this assignment is the design and establishment of an effective and efficient centralized information forum for renewable energy resources and related renewable energy power generation in Fiji in form of a website that will enable DOE to capture all relevant information in a centralized information forum and to make publicly available such information that is of interest or relevant for the public and for persons, companies and institutions interested in renewable energy in Fiji. User ease and user friendliness, ensuring accessibility and transparency are desired qualities for the centralized information forum.

 

 

3.1 Timing

 

The successful candidate is expected to:

 

  • Commence work within one (1) week after signing of contract.

 

  • Fulfill the terms and conditions of this TOR and complete the required scope of work and deliverables as stipulated in Sections 5.0 and 6.0.

 

 

  • Methodology

 

The work will involve the following work packages:

 

  • Current Status of Available Information for the Centralized Information Forum
  • Concept design of the Centralized Information Forum
  • Build and Populate the Centralized Information Forum
  • Hosting and maintenance of the Centralized Information Forum

 

Further to the above, the successful candidate will be required to report to or liaise directly with the IT Officer or the FREPP Project Manager with regards to further liaisons with respective officers within the various sections.

 

 

  • Scope of Works

 

The Scope of Works shall include, but not limited to the following tasks:

 

  • Current Status of Available Information for the Centralized Information Forum

 

The successful candidate is required to undertake a thorough status assessment before starting the work on the actual development of the centralized information forum (database/website). The status assessment shall be conducted in close coordination with the FREPP project manager and will include discussions with the various sections of the DOE regarding available information. The status assessment shall at a minimum include:

 

  • Coordinating with DOE, and possible other government agencies, to address the regulations for disclosure of information held by a Government department, and to define the rules and procedures for the selection of information which will either not be publicly available, or be publicly available. As well as define any IT security requirements of the DOE.

 

  • Along with the DOE staff to, define the information needs for the centralized information forum in terms of subject based categories, broken down into components and sub-components, in an easily readable structure. Please note the various sections and programs existing within the DOE as described in section 2.0, but also taking into account information needs of the public.

 

  • To assist the DOE staff in the inventory of available information for renewable energy resources and related renewable energy power generation in Fiji. This includes information in the possession of DOE, other national stakeholders, and publicly available from third parties (e.g. IRENA, GGGI, SPC, UNDP…ect.). The information should be cataloged, including format types (e.g. paper, computer file types, external links…ect.), and disclosure classification (e.g. internal or public).

 

  • To assist the DOE staff in the transfer of any information from paper format to electronic format (e.g. scanning of documents to PDF), and all non-public information should be addressed at the DOE premises. The successful candidate is not required to transfer text or data to electronic format.

 

Deliverable 1: A brief report on the rules for disclosure of information, the defined information needs and structure, and information inventory. Presented in a face-to-face meeting to the FREPP Project Manager, the relevant persons from the DOE.

 

  • Concept design of the Centralized Information Forum

 

The successful candidate shall provide a concept proposal to the DOE for the design of the non-public and publicly available Centralized Information Forum, and have this approved by DOE. The concept design shall at a minimum include:

 

  • Define the user cases (of access rights/method, rights of use, type of information/needs…ect.) for both the DOE users for information which is non-public & publicly available, and the external users for information with is only publicly available.
  • Define the specific platform for the storage / access / use of both non-public & publicly available information. This may be one platform for each of non-public & publicly available information, or one combined platform. It is highly encouraged to use a platform which is cloud based, and readily available. For example, non-public information could be placed on a file server in DOE, or on a cloud-server / platform which can be securely accessed by the DOE staff in and out of the office. The public information should be on a web-based platform, and it is encouraged to use an opensource CMS platform such as Wordpress, Joomla, Drupal… or other comparable CMS platform.
  • To populate the non-public platform based on outputs from Part A.
  • Present to the DOE main outline of the platform(s), content wireframes of the platform(s), and it general graphics design / look.

Deliverable 2: A brief report (no more than 20 pages) with the defined user cases, description of specific method & platform for non-public & publicly available information, and wireframes & graphics. Populate the non-public platform. Presented in a face-to-face meeting to the FREPP Project Manager, the relevant persons from the DOE.

 

 

  • Build and Populate the Public Centralized Information Forum

 

The successful candidate shall build the platform for the Centralized Information Forum as follows:

 

  • Build the public platform. The successful candidate is not expected to develop new software, but to use existing or open source software or IT infrastructure. The successful candidate is expected to customize the user interface (noting aforementioned wireframes and graphics design / look) as required by the user case, and be structured based on the aforementioned subject based categories, broken down into components and sub-components. Any graphics design of the platform should be provided by the successful candidate.

 

  • To populate the public platform. The successful candidate is expected to populate the platform with the publicly available information inventoried in Part A, and to include explanatory text prepared by DOE based on the outline of the public platform, and with photographs provided by DOE.
  • To de-bug and polish. The successful candidate shall present to the DOE the public platform, and the DOE staff allowed to run through the public platform for validating the results. The candidate will then present to staff the structure of the public platform, showing them how the public platform operates and allowing them time to go through the public platform and make changes accordingly. This step will involve some testing of the draft public platform by the DOE staff (defined by the FREPP Project Manager) based on the design that has been undertaken. The successful candidate shall be-bug any elements in the public platform identified by DOE, and polish any graphics elements.
  • To train DOE staff in a one day workshop in the content of the non-public and publicly platforms. To include training in accessing and editing of both non-public and publicly available platforms by the DOE staff assigned. The successful candidate shall prepare the training materials and make this available to the DOE after the workshop with any requested edits form the DOE. An evaluation of the training shall be undertaken to ensure that the trainee has acquired the knowledge to maintain and oversee the operation and management of the database without supervision.

Deliverable 3: Delivery of the Operational Public Centralized Information Forum, and one-day training workshop and materials.

  • Hosting and maintenance of the Public Centralized Information Forum

 

The successful candidate shall host and maintain the publicly available part of the Centralized Information Forum as follows:

 

  • To host the fully functioning publicly available Centralized Information Forum for a period of three (3) years via on a cloud based service provider. This includes the delivery of a fully functioning web domain, with a name agreed to with the DOE. After the three (3) years period the service shall be transferable to DOE.
  • To maintain the fully functioning publicly available Centralized Information Forum for the period of three (3) years, with a downtime of no more than 10 calendar days a year. Third-party hosting is allowed upon approval from the DOE.
  • To assist the DOE in information content updates of the publicly available Centralized Information Forum of no more than six (6) times, during the period of three (3) years of hosting.

Deliverable 4: Three (3) year of hosting the publicly available Centralized Information Forum and maintenance.

 

Other important requirements for the Centralized Information Forum

 

Within the deliverables of the scope of work the following important requirements are noted.

 

  • The successful candidate shall in the execution of the work hold regular face-to-face meetings with the DOE at their office in Suva, Fiji.
  • The Public Centralized Information Forum shall be logical in its structure in the context of public information needs of renewable energy in Fiji, and shall combine a high level of user friendliness a

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