TERMS OF REFERENCE
GUYANA PETROLEUM RESOURCES GOVERNANCE & MANAGEMENT PROJECT
CONSULTANCY SERVICES FOR THE DEVELOPMENT OF A WEBSITE FOR THE DEPARTMENT OF ENERGY, MINISTRY OF THE PRESIDENCY IN GUYANA
As Guyana moves into a new chapter of history as an emerging petroleum producing nation, sustainable development lies at the core of the Government of Guyana’s goals for the sector. Being keenly aware that petroleum is a non-renewable resource, considerations related to its extraction and conversion into financial capital highlight the requirement and responsibility to ensure that the resource is prudently managed, from the time petroleum ‘appears’ at the wellhead, for the long lasting benefit of Guyana. In developing the policies, legal framework, institutions and systems to oversee and manage the sector, the Government of Guyana is committed to ensuring that this framework allows both present and future generations to reap the benefits.
Guyana’s petroleum sector is progressing swiftly with first oil expected in 2020. This planned petroleum development, coupled with ongoing assessment of new discoveries, has led the Government of Guyana to focus on ramping up preparations to oversee the upstream sector (exploration, development and production); to develop policy and legislation, to build up internal capacity building, to promote governance and transparency, and to undertake financial and economic planning.
The Guyana Petroleum Resources Governance and Management Project (the ‘Project’) is supported by the World Bank and aims to enhance the Government’s capacity to achieve its management goals for the petroleum sector through interventions focused on enhancing legal and institutional frameworks and strengthening the capacity of key institutions to manage the oil and gas sector in Guyana.
2. GLOSSARY OF TERMS
Client: The Department of Energy (DE)
Component: A part of the System that has a major and clearly distinct set of responsibilities. DMS: Document Management System
ECM: Enterprise Content Management
End-User: A user that the System is designed to interact with.
GUI: Graphical User Interface
SDS: System Design Specification
SRS: System Requirement Specifications Document.
System: The abstract model/representation of the webwebsite (end-product) to be
UAT: User Acceptance Testing
UML: Unified Modelling Language
The objective of the assignment is for the Consultant to provide advisory and technical services to the Government of Guyana, through the Department of Energy under the Ministry of the Presidency to design, develop and deploy a modern, visually appealing, interactive, user-friendly, and informative website to promote transparency and educate the general public and stakeholders about the facts, trends, and operations within the energy sector in Guyana.
4. SCOPE OF WORK
Under the present Terms of Reference, the Consultant is invited to fulfill the scope of work described below:
4.1 Collection, ratification and validation of the end user requirements; to be done with the Client. This will involve the creation of communcations objectives, information architecture, distinct user personas, and business tasks that users can complete on the website. Note: requisite attention must be paid to data management, hosting models, and cybersecurity considerations.
4.2 Development of detailed Systems Requirement Specification (SRS) for the website based on the output of Item 4.1 above.
4.3 Development of component-based System Design Specification (SDS) based on Item 4.2 above; elements of the system’s information and security architecture must be highlighted.
4.4 Implement a prototype website along with appropriate document management system that complies with the intended user experience (UX) concept of the Client. The Consultant is required to show-case varying options of website themes and components to the Client toward selecting the best suited user experience design using a scenario based design approach. The finalized design should be visualized and demonstrated in a ‘responsive design’ format to adapt to varying screen sizes, user agents, and device form factors such as mobiles, tablets, and desktop computers.
4.5 Implement the Website, and document management system, in its entirety on the agreed upon hosting platform provided by NDMA, following the approved SDS with the accepted UX Proof-of-Concept. The consultant shall also provide instructional documentation and hands-on training to the website administrator appointed by the DE.
4.6 Provide incident based support, the extent and nature of which will be determined during requirements validation, for a period of one year from the launch of the website, and will be responsible to provide server security patches and updates (where necessary) and those relevant to the proper functioning of the selected Web-Based Content Management System.
The Consultant’s work will be overseen and monitored by the DE. The National Data Management Authority (NDMA) shall provide all the web hosting services, servers and other facilities required for the production deployment and use of the website.
The DE’s team will provide relevant documentation about the assignment, and facilitate the exchange of information between the various stakeholders and the Consultant. The Consultant will be responsible for obtaining all the necessary information required to perform the tasks included in this TOR.
5.1 RATIFICATION AND VALIDATION OF USER REQUIREMENTS DOCUMENT
The Consultant must obtain and develop a detailed understanding of the intended website platform, herein after referred to as “the Website”, to be implemented and its feature set through interactions via: interviews, discussions, presentations, etc. with the Client and relevant stakeholders. Once there is a full and mutual understanding of the Client’s requirements, a report in the form of a User Requirements Document shall be prepared for signing-off by both the Consultant and Client.
5.2 DETAILED SYSTEMS REQUIREMENT SPECIFICATION
The Consultant must develop a detailed Systems Requirement Specification Document following standard best practice that takes into consideration the issues enumerated below. Please note; this does not dictate a template to be followed:
1. Methodology: Describes the technical approach that shall be employed in delivering the Website; system specification through deployment, inclusive of provisions for cybersecurity vulnerability testing.
2. Functional Capabilities: Describes the feature set of the Website in the form of functional requirements.
3. Data Structures/Elements: Gives an understanding of the data repositories for both persistent and non-persistent data and how the web platform shall interact with and manage them.
4. Interfaces: Provides the guidelines, standards, and concepts for the user-experience design that may include screen mockups. External Interfaces to the Website with relationships to other Software, Hardware and Communication Interfaces must also be described.
5. Performance: Specifies the required performance of the Website’s operations and how they will be achieved, inclusive of provisions for mitigation of risks, such as downtime and performance degradation.
6. Security/Privacy: Specifies any requirements regarding security and/or privacy issues surrounding use of the Website or protection of all data used or created by the Website. It also defines how users and other external systems are authenticated, authorised and audited using the Website. It refers to any external policies or regulations containing security issues that affect the Website. It also defines any security or privacy policies that must be satisfied and approved by the Government of Guyana and the DE.
7. Quality: Specifies the quality characteristics of the Website that will be important to the Government of Guyana, its Citizens, and the maintenance of the Website. Some to consider are: accessibility, adaptability, availability, correctness, flexibility, interoperability, maintainability, portability, reliability, reusability, robustness, testability, and usability. These are written to be specific and verifiable where possible.
8. Constraints and Limitations: Lists any assumed factors (as opposed to known facts) that could affect the requirements stated in the SRS. These could include third-party or commercial components that are to be used, or issues around the operating environment.
5.3 COMPONENT-BASED SYSTEM DESIGN SPECIFICATION
The Consultant must develop a detailed Systems Design Specification (SDS) Document following a design scenario approach, in addition to relevant best practices, and must take into consideration the issues enumerated below. The design should be documented based on individual components as each implementation iteration will release a component that must be integrated with the core of the Website. The Consultant is expected to utilize the UML notation to accurately produce design artefacts wherever appropriate. Please note that this does not dictate a template to be followed.
1. Design Methodology: Describes the specific approach used for the design of the Website.
2. Design policies and strategies: Specifies all design policies and strategies that are to be used, which generally follow standard best practices. These should include the following:
a) Decision-making strategies used in the selection of specific products (frameworks, database systems, libraries, etc.) for the System such as a decision matrix, software development experiences, etc.
b) The choice of a particular algorithm or design pattern to implement portions of the system's functionality
c) User interface design guidelines
d) Security polices
3. Constraints and Dependencies: The following are some factors that may negitavely impact the development and/or deployment of the system:
a) Hardware/Software/Networking environment
b) End-user environment
c) Availability or volatility of resources
d) Data repository and distribution requirements
e) Performance limits
4. Architectural Design: Provides a high-level overview of how the functionality and responsibilities of the Website are partitioned and assigned to components. It specifies how and why the Website was decomposed and how the individual parts work together to provide the desired functionalities. This gives an idea of the major responsibilities of each component and how they interact with each other. References must be made to design decisions according to item 2(a) that justifies the design approach.
5. Data Structures/Elements: Describes the structure of all data repositories (persistent and non-persistent) and the management systems that are to be used. References must be made to ER and class diagrams for review The design must include optimization techniques for operations to be performed on the data (There may be a need to depict this in the Architectural Design item-4).
6. Interface Design: Specifies the End-User’s interaction with the Website (User Interface Design) via screen mockups (in all standard screen sizes) and establishes a theme for the “look and feel” of the GUI, as well as interactions between the various major components of the Website (System Interface Design). The Consultant must employ optimization techniques for the efficient loading of GUI assets for a smooth and consistent user experience. The Consultant is required to actively collaborate with the Client, and its representatives (who may include the Accessibility Testers Identified by the DE), to achieve an acceptable user interface design. Also important to ensure that the system is designed with Web Accesibility Guidelines.
5.4 THE WEBSITE
The Consultant must develop and implement a fully operational website based on a Content Management System that meet all requirements as established in the URS document. The website must make provision for the handling of media content of various types, which will be established during the requirements gathering phase. This provision may be in the form of a Document Management System (DMS), or other appropriate alternative mechanism. Proper implementation checks and balances, and correctness will include testing to determine the extent to which the implemented features work in their intended way with appropriate security mechanisms built in. Additionally, the following artefacts must be submitted for review:
1. All relevant user manuals
2. All relevant technical manuals
3. Updated source codes
5.5 END USER AND OPERATIONS MANUALS
The Consultant shall develop required and relevant End User and Operations training plan and manuals, and to delivery relevant training for staff of the DE with responsibility for using and operating the Website, in relations to the updating of content.
5.6 USER ACCEPTANCE TEST REPORT
The Consultant shall be responsible for the preparation and submission of a comprehensive User Acceptance Test Report that is to be developed based on feedback obtained from Client testing of the final and all intermediate deliverables of the Website.
5.7 MAINTENANCE PROPOSAL
The Consultant is required to submit a maintenance proposal for an initial period of one (1) year. This must include a detailed cost breakdown and Service Level Agreement conditions.
The Consultant shall use an evidence-based approach and ensure the highest standard of work at every stage of this assignment. In addition to all works required for the implementation of the Website, the Consultant must ensure that all deliverables being submitted to the Client are in English and written in a clear and precise manner. In the case of the SDS, all design concepts must be accurately and clearly documented using standard techniques such as UML diagrams, Strategy models, etc. A Glossary should be included where necessary to clarify any ambiguous terms to be used.
All deliverables will be submitted to the Client within the deadline established with sufficient time for review and approval by the Client. The World Bank may also review the deliverables for consistency with World Bank Safeguards. It is expected that certain deliverables may require several drafts to incorporate comments by the World Bank, the Client, and relevant stakeholders before they are determined to be final.
6 DELIVERABLE SCHEDULE
The above detailed deliverables are expected to be submitted by the Consultant as per the schedule detailed in the table below:
7 DURATION OF ASSIGNMENT
The duration of the assignment is expected to be six (6) months, commencing in June 2019.
The contract will be a lump sum based and the selected Consultant will be required to complete the work for the amount of their proposal.
The Government of Guyana will hold the Consultant liable for the delivered of the fully functional software solution for a period of two (2) months after the launch of the website. The Government of Guyana shall retain from each payment a portion of the funds in the sum of 10 % of the contract sum pending completion of the assignment and the successful completion of the defects liability period.
8 EXPECTED EXPERIENCE AND REQUIRED QUALIFICATIONS
To be eligible for the assignment, the Consultant must be a firm with demonstrable experience in graphics, design-scenario and user experience design, and technical implementation of interactive public facing websites using ECM technologies. Candidates are expected to provide a portfolio, including but not limited to, deployed products and achievements.
8.1 TECHNICAL SKILLS/EXPERTISE AND INFORMATION REQUIREMENT
• Proven understanding of the concepts of design scenario approach, user experience, user interface design principles and conceptual design measured in years of experience.
• Expert knowledge of the use of web-based technologies, particularly ECM technologies.
• Knowledge of modern industry-standard design tools and techniques, including use of UML and content authoring software.
8.2 CORE COMPETENCIES
• User Centered Design Expertise – Ability to understand users' needs and to customise services and products accordingly, in order to provide user-friendly solutions.
• Technological Awareness – Expert knowledge in the field of web design and user experience.
• Expert at XHTML, CSS, JS, Python, SharePoint or equivalent set of technical qualifications.
• Commitment to Continuous Learning – demonstrable evidence of having kept abreast of new developments in the field of web-based technologies, and website and web-based application development.
• Professionalism - Strong knowledge of the field of expertise with good analytical skills, ability to understand complex problems and to design appropriate solutions.
• Communication – Fluency in English with demonstrable spoken and written communication skills, including the ability to liaise with technical staff and present information in a clear and concise style.
• Teamwork – Good interpersonal skills and ability to establish and maintain effective working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.
The Consultant shall be required to keep confidential all information received, gathered or communicated, directly or indirectly, from relevant authorities, agencies, ministries, donors or other stakeholders as well as all copies or analyses that the Consultant has made, or that have been made by third parties, on the basis of such information. The Consultant shall use the Material exclusively for the purpose of providing the services described in these Terms of Reference. The confidentiality obligations shall not apply to information in the public domain.
All reports and work products from the Consultant will be only delivered to specifically designated representatives within the government of Guyana.