Terms of Reference Digital Resilience and Transformation Assessment and Roadmap Development for Samoa Digital Transformation Expert

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1 Terms of Reference Digital Resilience and Transformation Assessment and Roadmap Development for Samoa Digital Transformation Expert A. Project Title: Digital Solutions for Samoa B. Project Description or Context and Background: This is a Terms of Reference (TOR) for the design and implementation of a Digital Resilience and Transformation Gaps Assessment to be undertaken over three months commencing at the beginning of The catalysts for the need for such an assessment to be undertaken are three-fold. Firstly, since the successful launch of the Samoa-Tui Submarine Cable in early 2018, there has been a marked increase in internet speeds and accessibility, coupled by international software and hardware development that allows governments to leapfrog into the 21 st century. Secondly, the launch of the Communications Sector Plan 2017/8-2021/2 laid out an ambitious vision for Affordable and Appropriate ICT Accessible to All. Finally, the inaugural Digital Pacific Conference held in Apia, Samoa in June 2018 confirmed the need for an ICT transformation programme approach that is: a) Whole of government and inclusive of private sector and civil society; b) Compatible with regional knowledge sharing and cooperation; c) Aligned with regional and international commitments; d) People centred; and e) With cyber-security as a prerequisite A consultant is required to support the UNDP with the design and implementation of a Gaps Assessment and Digital Samoa Roadmap. A Donor Roundtable held on 13 June 2018 confirmed a strong interest by partners to support a multi-year journey commencing with: a Digital Transformation Assessment which would comprise a comprehensive Gaps Assessment, stocktake of existing initiatives and the formulation of detailed baselines of digitalization of data, connectivity, computerization and ICT skills. At the egovernance Stakeholder workshop held in Apia on December 10 th and 11 th the ICT focal points of government emphasised the need to increase the digital resilience of the government including data sharing agreements, shared licencing and servers with onsite and offsite backup. They also emphasised the need to standardise internet capabilities across all ministries, agencies and SOEs. The Ministry of Communications and Information Technology (MCIT) will be the primary Ministry dealing with the Digital Transformation and Resilience agenda therefore the Gaps Assessment will be centered from this Ministry. They will be the primary beneficiary of this project as the coordinating IT agency. C. Scope of Work: 1

2 Gaps Assessment 1. Stocktake of Existing Initiatives: including data, analysis and lessons learned from the Communications Sector Plan formulation; mapping of all national and regional initiatives currently being undertaken including work already conducted on the National ID, STEM Policy, CERT and significant past programming from which lessons can be gleaned (including e.g. School Net, SNBH among others) 2. Baseline Data Mapping: analyzing the integrity, quality, frequency, sensitivity classification, interoperability, sharing and accessibility of government data and generating relevant baselines and areas for possible programming 3. Baseline Connectivity Assessment: reviewing and analysing the quality, take-up and barriers to connectivity and generating relevant baselines and areas for possible programming 4. Baseline Computerization and Skills Assessment: exploring technological (hardware and software) and skills deficits across Government and relevant SOEs (those providing administrative services) generating relevant baselines and areas for possible programming 5. Baseline Cyber Security Analysis: Exploring costs and licencing across ministries and SOEs to understand the strength and security of software and hardware across government 6. Institutional Coherence Assessment: analysing the structure, scope and effectiveness of existing institutional arrangements for Digital Transformation reforms as well as the structural coherence of the provision of ICT services within Ministries and relevant SOEs Digital Transformation Roadmap Development In close consultation with key stakeholders the consultant will develop a comprehensive costed Roadmap for Digital Transformation in Samoa including activity planning, a proposed timeframe mapped against the Samoa Development Strategy, SDGs and existing Sector Planning (e.g. under the Communications Sector Plan) in areas including but not limited to: i. Programming for digitized government and SOE services, data, processes, procedures regulation and infrastructure ii. Programming building upon work already done in the cybersecurity system development space iii. Programming focussed on the appropriate organizational setup and capacity building of government for digital transformation iv. Programming around the building of capacity to allow data driven policy development decision making v. Any required assistance and support to World Bank National ID project, including support to the digitisation of National ID Programming around awareness raising, cyber-safety and possible sociological/community unintended consequences of technology and ways to mitigate unintended outcomes D. Expected Outcomes and Deliverables: The selected consultant is expected to complete and submit the following deliverables within the approved timelines: 2

3 1. An Inception Report outlining the key activities and a methodology on how the Consultant will work with relevant Ministries, SOEs, private sector, civil society and UNDP Team, on the performance and completion of this consultancy and its Terms of Reference; (5-8 pages) 2. A draft Gaps Assessment for in-depth consultations with all relevant stakeholders, the final version of which will inform the Roadmap (15-20 pages) 3. A draft Digital Transformation Roadmap which will be presented to all relevant stakeholders, UNDP and possible donors for comment (10-15 Pages) 4. A finalized and approved Roadmap which is donor-ready and complies with all relevant UNDP norms and procedures and formatting to be presented for donor approval (10-15 Pages) 5. Contribution to draft Project Document (as necessary) DELIVERABLES TIMING (Estimated number of expert days) RESPONSIBILITIES Inception report 5 days Consultant to submit to UNDP Management Gaps Assessment 23 days Consultant to undertake comprehensive consultations with key stakeholders and analysis of gaps within relevant sectors and ministries Draft Gaps Assessment Report 10 days Consultant to submit to Presentation 2 days UNDP, MOF, MFAT, MCIT, CoC, Donors and all relevant stakeholders Finalized and approved Gaps Assessment Draft Roadmap and contribution to Project Document 5 days Consultant to submit to 20 days Consultant to submit to Roadmap Consultations 10 days UNDP, MOF, MFAT, MCIT, CoC, Donors, Village Payment 5% 25% 10% 5% 15% 25% 5% 3

4 Representatives and all relevant stakeholders Final Roadmap 5 days Consultant to submit to 10% Total 80 days 100% Payments of invoices by the consultant will be based on actual working days used to perform the quarterly work plan activities and the deliverables outlined in the quarterly report to be submitted together with the timesheet. E. Institutional Arrangement: The Consultant reports day-to-day to the Project Manager under the overall supervision of UNDP Management. The Consultant will also report monthly to the CEO of MCIT for the duration of the consultancy. An arrangement between the consultant and the newly established Digital Transformation Council (DTC) will be agreed upon between stakeholders and the pursuant to this consultancy upon commencement of employment. The Consultant will work directly with the MCIT focal point. Logistical and communications support will be provided from UNDP Governance and Poverty Reduction Unit (GPRU) Project Team, the Ministry of Communication and Information Technology (MCIT) and other appropriate counterparts as agreed. F. Duration of the Work: The assignment will last 80 working days within a 12 month period. One mission and 40 working days in Samoa with the rest as home based. G. Duty Station: The TOR includes the option for the assignment to be homebased however it is expected that the Consultant would spend a majority of the Consultancy in Samoa, given the need for a continual on-the-ground engagement with stakeholders to successfully fulfil this engagement. When in Samoa the Consultant will be based at the UNDP MCO Office and the MCIT office and other short stays working with line Ministries, SoEs and others as required as necessary as agreed between the Consultant, UNDP and the Government of Samoa. H. Competencies: 1. Demonstrates commitment to UNDP s mission, vision and values 2. Highly effective in working with multi-sector teams 3. Ability to function effectively under pressure and tight timelines 4

5 4. Self-motivated and able to work independently 5. Excellent oral and written communication 6. Creative thinking and emotional intelligence 7. Cultural sensitivity H. Qualifications of the successful consultant Evaluation criteria: 70% Technical, 30% financial combined weight: Essential 1. Advanced University Degree in Telecommunications, Information and Communications Technology (ICT) or another degree directly relevant to Digital Transformation (20%) 2. At least ten (10) years of progressive experience in the field of ICT, with a track record of successfully implementing digital transformation solutions around the world (30%) 3. Demonstrated knowledge of: cutting edge technology and its applications to SIDS or other similar contexts. (15%) 4. Sound understanding of Project Cycle Management, with demonstrated experience in project development, implementation and M&E, including results-based management logical frameworks, for programmes and projects implemented by development agencies (20%) 5. Languages: Excellent command of English including outstanding written communications skills. (15%) Desirable 1. Experience in the Pacific and or other relevant SIDS 2. Good understanding of governance, particularly ICT governance issues in the Pacific and/ or Samoa 3. Experience in working with communities, including community-based management and comanagement initiatives, NGOs and multiple sectors of government, using mechanisms to develop common visions among stakeholders and including consulting with senior executives and civil servants 4. Experience in successfully implementing change management I. Scope of Bid Price & Schedule of Payments: Upon approval and certification by UNDP and MCIT: DELIVERABLES DUE DATE (post commencement date of Contract)* 5 AMOUNT IN USD TO BE PAID AFTER CERTIFICATION BY UNDP OF SATISFACTORY PERFORMANCE OF DELIVERABLES

6 Inception report 5 days 5% $xxx Draft Gaps Assessment Report Finalized and approved Gaps Assessment 10 days 35% $xxx 5 days 20% $xxx Draft Roadmap 20 days 25% $xxx Final Roadmap 5 days 15% $xxx Total Bid *Exact dates to be agreed in writing $xxx J. Recommended Presentation of Proposal: Given below is the recommended format for submitting your proposal. The following headings with the required details are important. Please use the template available ( Letter of Offer to complete financial proposal) CVs with a proposed methodology addressing the elements mentioned under deliverables must be submitted by 21 January 2019 electronically via procurement.ws@undp.org. Incomplete applications will not be considered and only candidates for whom there is further interest will be contacted. Proposals must include: Cover letter that includes a concise explanation as to why the consultant is the most suitable candidate for the consultancy assignment; a concise description of the consultants understanding of the consultancy assignment; a summary of the comments on the TOR; and, a brief description of the proposed methodology and approach in carrying out the required tasks, specifying the number of days it will take complete each task. Updated CV that includes description of qualifications/competencies and relevant past experiences in similar projects. Financial Proposal specifying the daily rates inclusive of other expenses. Candidates have the option to choose daily rate or lump sum (using the attached template). Refer to fo the latest UN per diem rates for Samoa. Per diem rate cannot be more than the Samoa rate for the month. Consultants are highly recommended to include daily rate due to the duration of this assignment Letter of interest and availability of the firm/consortium specifying the available date to start and other details (using the attached template). Reference Checks Templates to be completed by referees. Please include at least 3 completed and signed referee letters (using the attached template). UNDP staff may contact referees to verify details of the reference provided if required. Queries about the consultancy can be directed to the UNDP Procurement Unit procurement.ws@undp.org 6