RFEI: E-inspector system

wb 150x150 1
World Bank
Publikuar më
23/07/2020
Qyteti
Prishtinë
Kategoria
Lloj listimi
Tendera  

Përshkrimi

REQUEST FOR EXPRESSIONS OF INTEREST
(CONSULTING SERVICES – FIRMS SELECTION)

(Re-Advertisement)

  • COUNTRY - Kosovo
  • NAME OF PROJECT- Kosovo Competitiveness and Export Readiness Project
  • Credit No. 6035XK
  • Project ID No.152881

ASSIGMENT TITLE: ICT ASSESSMENT, BUSINESS PROCESS ANALYSIS AND PREPARATION OF THE TECHNICAL SPECIFICATIONS FOR E-INSPECTIONS SYSTEM AND INSPECTION INTEROPERABILITY SYSTEM

Ref.no: MTI/CQ/1.3.1
Date: July 20, 2020

PROJECT OBJECTIVES AND BACKGROUND OF the CURRENT SITUATION

The project aims to strengthen the capacity of selected public institutions in Kosovo that contribute to advancing exports and private sector competitiveness. It seeks to improve the business environment and export readiness of firms by upgrading national quality infrastructure, supporting small and medium enterprises (SMEs) with export potential, and reforming the business inspections system. Increasing productivity, improving product quality, and reducing cost for business inspections are vital steps for improving the business environment and export readiness of firms in Kosovo.

This project sub-component 1.3 is supporting reducing the administrative burden for businesses through reforming the business inspection system. A well-designed inspection system can create a “win-win” solution for all concerned parties. If the underlying legal requirements are well-targeted and well-designed, their enforcement creates benefits, reduces costs, and fosters accountability and due process, thus enhancing social welfare. Otherwise, the inspection system is an excessive burden for businesses and creates opportunities for corruption and abuse.

The Government of Kosovo has already undertaken measures to reform business inspections. Through decision No. 05/138 on March 22, 2017, the government established a working group, led by the Ministry of Trade and Industry with oversight from the Prime Minister’s Office. The working group analyzed and prepared the recommendations and concept document for the New Law on Inspections, which is expected to be submitted to the Parliament. Drafting of the new Law on Inspections and the review of regulations is also monitored by the working group.

Simultaneously, the Project is supporting the introduction of a shared inspection information system - e-Inspections, which is a nation-wide ICT solution for management of inspections. According to the project plan, the ICT due diligence and assessment for both the e-Inspections and inspection-related data interoperability will be initiated as soon as the project commences. This initial work will provide a fundament for the next stage, which is the procurement of software vendors for the implementation of the e-Inspections system, inspection data interoperability, and hardware, pending the enactment of the New Law on Inspections.

The e-Inspections will enable an integrated digital inspection platform for planning and coordination of inspections in Kosovo, management of inspection visits, use of inspection checklists, case file and document management, internal and external reporting, data analytics, and risk management. The Inspection Data Interoperability System will enable data exchange among various authorities and organizations, which collaboration is necessary for risk-based inspections, better business risk profiling, and reduced informality. The Project will also provide equipment for inspectors, for field analysis, sampling, and evidence gathering, as well as capacity building and support to ensure the sustainability of the new inspection system institutional set-up.

SCOPE OF SERVICES, tasks, and DELIVERABLES

The objective of this ToR is to hire a consulting firm for ICT due diligence and assessment, high-level design, and functional and technical requirements for the implementation of the e-Inspections System and Inspection Interoperability System. In particular, the consulting firm will provide the following services:

  1. Due diligence and ICT assessment of capacities of inspectorates and e-Government for the implementation of the e-Inspections and Inspection Interoperability System. The due diligence and assessment will enclose policy, strategic, organizational, procedural, and technical aspects, and it will cover both vertical capacities and relevant registries in sectors, as well as horizontal e-Government prerequisites for the e-Inspections and Interoperability System.
  2. Development of the high-level design, technical, and functional requirements for the e-Inspections System for Kosovo, applying good global practices in this domain to the local environment and the selected feasible option. The result of this work will be a comprehensive business process analysis, technical documentation, and other technical inputs for the procurement of a vendor for the implementation of e-Inspections.
  3. Development of the high-level design, technical, and functional requirements for the implementation of the Inspection Interoperability System. As part of this activity, the consulting firm will develop technical specifications for improvement of the e-Government interoperability infrastructure and other horizontal segments for the successful implementation of the Inspection Interoperability System. The result is comprehensive technical documentation and other technical inputs for the procurement process.

The consulting work will be organized according to two main phases:

  1. The first phase will commence upon contract signing, and it will include the due diligence and ICT assessment tasks. These tasks do not depend on the adoption of a new legal framework for inspections in Kosovo, therefore they can be conducted in parallel with the adoption of the legal framework.
  2. The second phase will commence upon adoption of the New Law on Inspections and appointment of the general inspector. The second phase is the design stage of e-Inspections and Inspection Interoperability System, including technical specifications for computer hardware. According to the New Law on Inspections, the Office of General Inspector is responsible and has to coordinate the design of the e-Inspections. The second phase can commence once the New Law on Inspection is adopted, and once the general inspector is appointed.

The second phase of this assignment will commence once these prerequisites are in place. The fulfillment of these prerequisites is not under control nor it can be influenced by the Client

The Consulting firm is expected to conduct due diligence and ICT assessment in the following institutions:

  • Trade Inspectorate
  • Labor Inspectorate
  • Education Inspectorate
  • Kosovo Veterinary and Food Agency
  • Inspectorate of Environment, Water, Nature, Spatial Planning and Construction
  • Inspectorate of Cultural Heritage
  • Min. Infrastructure / Inspectorate Department
  • Health Inspectorate
  • Pharmaceutical Inspectorate
  • Energy Inspectorate
  • Central Directorate of Inspection for Forestry and Hunting - Kosovo Forestry Agency - (KFA)
  • Technical Control Inspectorate - Agricultural Development Agency
  • Central Directorate of Inspection for Forestry and Hunting - Directorate of Inspectorate
  • Department of Public Safety at MIA
  • Kosovo Agency for Radiation Protection and Nuclear Safety
  • Emergency Management Agency
  • Agency for Information Society (ASHI).

If there is a need, the current list can be expanded to include other inspection bodies. The Consulting Firm will be responsible to revise the list and include all relevant stakeholders as part of the preparation of the technical project management plan for this assignment.

Since the project has already been launched, an initial data collection and assessment have been initiated and results will be shared with the Consulting firm. The Consulting firm will revise the collected information, as well as to obtain any other necessary information for comprehensive due diligence and technical assessment.

All correspondence during the assessment and analysis of the participating institutions will be carried out in one of the official languages in the Republic of Kosovo.

The elaboration of tasks and deliverables for this assignment is provided below.

Phase I – Due Diligence and IT Assessment

Task 1.1: Preparation of the technical project/assignment management plan, by identifying a list of stakeholders and all detail activities for the due diligence and ICT assessment and design of the e-Inspections and Inspection Interoperability System. The technical project management plan will split the activities into two phases and assume, the commencement of the second phase upon adoption of the Law on Inspections and appointment of the general inspector. The following are the deliverables of Task 1.1:

  • Deliverable 1.1.1: Technical project/consulting assignment management plan, including a list of stakeholders, an implementation plan with a timeline; and a risk management plan.

Task 1.2: Assessment of the technical capacities of the inspectorates and e-Government, for the implementation of the e-Inspections and the Inspection Interoperability System. The result of this task will be a comprehensive assessment, feasibility analysis, and technical note/concept for the implementation of the e-Inspections and Inspection Interoperability System for Kosovo. The Report on the assessment and analysis of the current situation should contain a brief description of the organizational structure and processes for each inspectorate, as well as detailed descriptions of existing information systems (hardware and software equipment, databases, network infrastructure, security infrastructure, human resources, etc.). The assessment will also involve e-Government interoperability and other horizontal services (such as PKI), which are a foundation for the implementation of the e-Inspection and the Inspection Interoperability System. The assessment of the e-Government will be of particular importance for designing a concept and approach for the implementation of the Inspection Interoperability System. Ideally, such a system is based on e-Government interoperability framework and infrastructure, as well as on other e-Government horizontal services. The following are the deliverables of Task 1.2:

  • Deliverable 1.2.1: Assessment of the technical capacities for the implementation of the e-Inspections and Inspection Interoperability System, including:
  1. Description of the organizational structure of institutions relevant to the Project, in particular organization of inspectorates, number and location of branch offices, number of inspectors, client computer equipment and internet access, computer literacy of inspectors, IT staff, training needs, and other information;
  2. Analysis of the e-Government infrastructure, including policy, legal, and procedural framework of e-Government, e-Government strategy and action plan, status of the horizontal e-Government components (e-ID and Public Key Infrastructure, interoperability, e-Payment, data center/cloud hosting, and other), IT staff and other resources, status of on-going and planned projects;
  3. Analysis of the government network infrastructure, internet access provided to inspectors, and mobile broadband coverage and costs;
  4. Analysis of existing software applications in use by inspectorates, as well as databases and external information systems inspectors are accessing for inspection purposes (such as taxpayers registry, registry of employees, registry or regulations, registries of licenses and permits, state statistics, rapid alert systems, customs information system, private sector data, and other systems);

Task 1.3: AS-IS mapping of inspection processes, registry and data requirements, by identifying inspection activities and processes, input and output data, and documents, duration, legal basis – list of regulations, for every inspectorate in Kosovo. In particular, the consulting firm has to collect examples of inspection documents, statistical reports, and identify all data inspectorates are collecting, exchanging and analyzing. The description of the AS-IS inspection activities has to include inspection planning annual and operational, conducting inspections, laboratory sampling, office record management, and archiving procedures, complaints management, and other procedures. The consulting firm is expected to use Business Process Model and Notation standard (BPMN), to produce a comprehensive model for analysis and a basis for the redesign in the next assignment phase. The following are the deliverables of Task 1.3:

  • Deliverables 1.3.1: AS-IS inspection process mapping and analysis, including:
  1. AS-IS BPMN process maps of all inspection activities organized according to the inspection value chain, from inspection planning and complaints management, over conducting inspections, enforcement management, and appeal procedure, to statistical reporting, monitoring, and analysis;
  2. Analysis of AS-IS processes with recommendations for improvements based on good practices in management and conducting inspections with the use of technology. The analysis must take into consideration the requirements of the Law on General Administrative Procedure, and the Office Records Management and Archiving regulations;
  3. Identification of internal and external data and information sources in use by the inspectorates, and interconnection of the data and documents with the process tasks; In particular, interoperability of the external information systems will be analyzed, such as Tax Administration (TAK), Business Registry (KBRA), Customs, Civil Registry, and others through ASHI Interoperability Gateway (GG) platform.
  4. Repository with examples of inspection documents, document templates, statistical and other inspection reports.

Phase II – High-level design and development of functional and technical specifications

Task 2.1: Development of a feasibility note and concept for the implementation of e-Inspections and Inspection Interoperability System. The feasibility analysis and technical note will present a general approach to the implementation of these IT solutions, including technical inputs for the procurement plan, implementation timeline, high-level budget estimate, risks and mitigations actions, and other elements of the project concept. The following are the deliverables of Task 2.1:

  • Deliverables 2.1.1: Feasibility note and concept of the e-Inspections and Inspection Interoperability System, including:
  1. Selection of feasible implementation of e-Inspections for Kosovo and Inspection Interoperability System, the concept with scope, implementation approach, timeline with key milestones, high-level budget estimate, risks, and inputs for the procurement plan, if such inputs would be needed in this stage of the assignment);
  2. PowerPoint slide deck of the e-Inspection System and Inspection Interoperability System, and 2-pager providing the general overview for the management;
  3. Workshop to present the concept of the e-Inspections and the Inspection Interoperability System for Kosovo to all key stakeholders.

Task 2.2: TO-BE design of inspection processes, by creating the BPMN process maps based on the new inspection legal framework and agreed recommendations. The TO-BE design has to incorporate the use of modern inspection tools and techniques such as risk models, complaints management system, enforcement management models, inspection checklists, self-assessment, and other tools. The Consulting firm will closely collaborate with consultants engaged in the development of these inspection tools and techniques so the design of the processes comprehends the new risk-based inspection approach. The Consulting firm will also develop a model of inspection domains and functions, that will enable collaboration of various inspectorates along with a clear distinction of jurisdictions. The Consulting firm will develop a standardized template of inspection report/minutes, inspection decision, and other inspection documents across all inspectorates in Kosovo. The TO-BE design will also include identification of external data, registries and information systems required for planning and conducting inspections. The following are the deliverables of Task 2.2:

  • Deliverable 2.2.1: TO-BE design of inspection processes, documents, and data for risk-based inspections, including:
  1. TO-BE BPMN process diagrams standardized across all inspectorates in Kosovo, with the identification of input and output data, registries, and documents;
  2. Standardized templates of inspection minutes, inspection decision, and other documents generated in the inspection process; and
  3. Standardized inspection statistical reporting matrices based on new KPI.

Task 2.3: High-level design, and functional and technical specification of the e-Inspections system, based on the assessment, agreed concept, and best practices. While creating a technical specification, it is mandatory to take into account the possibility of using already existing system infrastructure in the Agency of the Information Society (ASHI) in the Ministry of Public Administration of the Republic of Kosovo. Some of the functionalities the design and technical specification will elaborate are as follows:

  1. Support for the planning of inspections, conducting inspections, and follow-up inspections:

This includes automation for various aspects of the inspection process and overall inspections management, such as:

    • Exchanging data on businesses and establishments to form a registry of inspection subjects and objects
    • Case and document management
    • Risk-based inspection planning
    • Notification on inspections
    • Inspection scheduling
    • Complaints management
    • Human and material resource management
    • Use of inspection checklists
    • Inspection reporting
    • Enforcement management
  • Follow up inspections
  • Communication with the private sector (e.g., SMS, e-mail, mass mailing to specific groups, notification on violation, etc.)
  • Calculation of risk rating of businesses and facilities, based on risk models developed for inspection domains and areas
  1. Profile-based access

The system shall allow for the use of user-profiles/roles with differing levels and types of access depending on the organization affiliation and role of the user (e.g., administrator, inspectorate super-user, inspectorate staff, private sector businesses).

  1. Reporting engine

The system shall support the design and generation of various reports such as progress reports, management reports, statistics, at different levels, including the level of inspectors, departments, inspectorates, and an entire inspection system. The Consultant shall identify a list of standard reports as per the Standard Operating Procedures. The system should also allow end-users to generate customized reports as needed.

  1. Database of businesses and facilities subject to inspection – Inspection subjects’ and objects’ registry

This component includes a database of enterprises and facilities subject to inspection in Kosovo. This will be a central database accessible by all inspectorates. The database should include profile information on each enterprise and facility, such as:

- Enterprise name, identification number

- Location of facilities

- Contact information for each facility

- Indicators for the risk assessment, and other information.

  1. Document management and archiving

The system shall have robust document management and archiving functionality, including support for various document and file formats (e.g., PDF, JPEG, Word).

  1. Information security

The system should follow best practices for access, application, database, network, and operations (backups, business continuity, and disaster recovery).

The following are the deliverables of Task 2.3:

  • Deliverable 2.3.1: Functional and technical specifications of e-Inspections, and other technical inputs for the tender documentation, including:
  1. Statement of work, with high-level design, scope, conceptual architecture, implementation approach, milestones, tasks, deliverables, risks, assumptions, and constraints;
  2. Decomposition of functionalities with the use-case diagrams, description of mandatory and optional functionalities, and other features;
  3. Non-functional and technical requirements, including deployment model, interoperability, and other requirements;
  4. Implementation plan and other technical inputs for the tender documentation according to the template that will be shared by the Client;
  5. Market research to identify local and international companies who can deliver the requested e-Inspections system;
  6. Detailed budget estimate.

Task 2.4: High-level design and functional and technical specification for Inspection Interoperability System and upgrade of the system infrastructure, taking into consideration the existing ASHI's interoperability gateway, and capacities of the existing system infrastructure in the Agency of Information Society (ASHI). The interoperability requirements will include the integration of all registries and other information systems required for the implementation of risk-based inspections. The Inspection Interoperability System has to enable all external data and registries to be exchanged with the e-Inspections following a standardized interoperability framework. The upgrade of the infrastructure, including the hosting infrastructure, has to enable a seamless operation of both the Interoperability and e-Inspections system. The following are the deliverables of Task 2.4:

  • Deliverable 2.4.1: Functional and technical specifications for the Inspection Interoperability System, and upgrades of the e-Government infrastructure, including:
  1. Statement of work, with high-level design, scope, conceptual architecture, implementation approach, milestones, tasks, deliverables, risks, assumptions, and constraints;
  2. Decomposition of functionalities with the use-case diagrams, description of mandatory and optional functionalities, and other features;
  3. Non-functional and technical requirements, including deployment model, interoperability, information security, and other requirements;
  4. Implementation plan and other technical inputs for the tender documentation according to the template that will be shared by the Client;
  5. Market research to identify local and international companies who can deliver the requested upgrades of the interoperability and infrastructure;
  6. Detailed budget estimate.

Task 2.5: Inspector’s and other end-user hardware technical specifications, the following are the deliverables of Task 2.5:

  • Deliverable 2.5.1: Technical specification of inspectors’ and other end-user hardware for e-Inspections, depending on the e-Inspection system design.

Level of effort

The estimated maximum level of efforts is 110 working days consisting of Due Diligence and ICT Assessment and High-level design and development of functional and technical specifications.

The Consulting firm or a Joint Veture (JV) shall perform the services a period of 7 months after the signing of the Contract.

  1. QUALIFICATION REQUIREMENTS FOR THE CONSULTING FIRM
    1. General Qualification Requirements for the Consulting Firm

The Consulting firm selected for the implementation of the above assignments should possess the following:

  1. The Consulting firm needs to prove its professional capacities and previous experience in similar projects in the field of designing and implementing e-Inspections. In this regard the consulting firm shall provide evidence /reference (minimum at least three reference  letters) that it has successfully and substantially completed similar the proposed assignment within the last ( five) years (i, e. 2015, 2016, 2017, 2018 and 2019) indicating the following information: name of the client, contract , description and time of completed assignment, etc. The prior experience shall also include development of implementation plans in similar to the proposed assignment, with assigned roles and responsibilities, performance monitoring and managing key risks.
  2. The Consulting firm needs to prove its personnel capacities by delivering CVs in English and Certificates for all experts with experience in designing, creating public registers, DMS system, data mining, data exchange and/or interoperability of various registers.
  3. ISO standards for 9001 and 27001(submit a copy of certificate)
  4. Prior experience of developing and implementation plans ideally for a large scale of IT projects. This should include the development of programme plans with assigned roles and responsibilities, performance monitoring and managing key risks with IT/IS business-oriented projects;

 

  1. OTHER INFORMATION
    1. Reporting

During the course of the assignment, the consulting firm is required to submit the following reports:

  • Report on the implementation progress, including a description of realized analysis and specification and perceived risks that may affect the realization of the assignment.
    1. Period of execution

3 months – Phase I – Due Diligence and IT Assessment

4 months - Phase II – High-level design and development of functional and technical specifications

    1. Deliverable Format and Ownership

All documentation to be delivered as part as this contract should be in Microsoft Word or Excel 2003 or higher.  All deliverables, provided by the Consulting firm under this project will be the property of the MTI /CERP Project.

All deliverables will be presented for review and acceptance at a meeting of the Consulting firm in front of the Client who will be managing the implementation of e-Inspections is MTI /CERP Project.

5.4       Selection process 

A consulting firm will be selected based on:

•          Firm’s experience in designing E- Inspections.                                      (40%)

•          Relevant work experience with implementation of similar projects (40%)

•          Availability of qualified staff within the firm organization                 (20%)

A consulting firm or JV will be selected in accordance with the procedures set out in the World Bank’s Guidelines: Selection and Employment of Consultants under IBRD and IDA Credits and Grants by World Bank Borrowers, January 2011 revised July 2014, according to selection based on Consultants Qualifications (CQ) method.

Interested consulting firm or JV may obtain further information at the address below during office hours: 08:0-16:0hrs (Monday to Friday).

Expression of interest must delivery in a written form or by e-mail, to the address below by; August 04, 2020.

Ministry of Trade and Industry

Contact person:Aferdita Selmani

Address: Rr."Muharrem Fejza"p.n.Lagjja e Spitalit

10000 Prishtinë/Republika e Kosovës

Email: aferdita.a.selmani@rks-gov.net

More information is available here.