REQUEST FOR EXPRESSION OF INTEREST

(CONSULTING SERVICES – CONSULTANT’S QUALIFICATION-based SELECTION)

Project name: STRENGTHENING FISCAL AND FINANCIAL STABILITY PROJECT

Credit No. 6084-MN; 6085-MN 

Assignment title: Consulting firm to develop E-learning tools (i.e. a knowledge base system) for better Treasury Services (Ref no. B22/CS/033)

TERM OF REFERENCE

A. BACKGROUND

Mongolia received a credit from the International Development Association (IDA) for the Strengthening Fiscal and Financial Stability (SFFS) Project. The Objective of the SFFS Project is to contribute to the Government of Mongolia’s efforts to strengthen fiscal and financial stability and improve the quality of expenditure management. The project is designed with five components: (i) Strengthening Macroeconomic and Fiscal Management; (ii) Improving the Efficiency of Public Financial Management; (iii) Enhancing Financial Sector Stability; (iv) Strengthening the Social Protection System; (v) Project Management and Monitoring. The objectives are to strengthen fiscal responsibility and implement the relevant policy measures; improve fiscal discipline; strengthen the resiliency of the banking system; improve public expenditure quality in social protection; and provide support for Project implementation, coordination, monitoring and evaluation, including, inter alia, audit arrangements, reporting requirements, procurement and financial management activities, respectively. For more details, please refer to the Project Appraisal Document Report No. PAD2269 .

Subcomponent B2 of the project aims to increase budget comprehensiveness and transparency through better control, reporting and expansion of the Government’s Integrated Financial Management Information capabilities. The Government of Mongolia has been using FreeBalance software since 2005 as the Government’s Financial Management Information System (GFMIS) i.e. the treasury system. This system is primarily focused on enabling quick settlement of payments and producing budget execution reports. Starting from 2018, the Ministry of Finance (MOF) has upgraded the GFMIS to the latest web-based FreeBalance Version 7 (FB v7). Payroll for civil servants is not fully administered through the GFMIS, other than settling the relevant payments, while wage bill accounts for a significant proportion of overall recurrent expenditures for the government. 

As part of the ministry’s reform agenda on digital transformation, the Treasury Department of the MOF (TD, MOF) has been developing a number of information systems in recent years for treasury specialists at the MOF, UB city municipality and local administrations, as well as accountants at the budget entities. Development and introduction of each information system has required updates and modifications in the relevant internal operations and business processes, the relevant regulatory documents, as well as training materials and manuals. Furthermore, building capacity and skills of the system users has faced various challenges regarding time and space, and in particular in-person training of specialists in remote aimags and soums has not been sufficiently accessible due to the required travel costs and availability of quality trainers. The inability to adequately train staff and professionals in the use of the systems in their day-to-day operations has a direct impact on the success of the digital transformation efforts. Hence, in order to help address the gap in training delivery, the TD, MOF intends to pursue development of a Learning Management System (LMS) leveraging the current information technology infrastructure, the Treasury network and the internet connections made available in all aimags and soums. 

The envisioned LMS intends to enable collaborative, independent and continuous learning, regardless of space or time constraints, using the existing infrastructure. Due to the COVID-19 pandemic, online training has increasingly been used nationwide at various levels, so the proposed development and rollout of the LMS will be timely and appropriate. There is currently no Commercial off-the-shelf (COTS) system on the market that can be customized to do the needful by the MOF. But the LMS system will be developed utilizing widely used open source software solutions so that the system will be customized to meet the specific requirements of the TD, MOF.

B. OBJECTIVE OF THE ASSIGNMENT 

The objective of the assignment is to support the Treasury Department of the Ministry of Finance  hereafter called “Client”, in implementing a Learning Management System (LMS) for better treasury services by enabling capacity and skills building for treasury officials and budget entities’ accountants in the use of the Integrated Payroll System, commitment and obligation modules of GFMIS and the Electronic transaction verification directory (E-TVD) systems.

C. SCOPE OF WORK

The consulting firm will collaborate with the relevant specialists and national consultants at the TD, MOF and perform the tasks outlined below: 

Task 1: Planning and preparation stage and project management and reporting:

1.1. Conduct research on similar LMSs used in other countries and in Mongolia with similar characteristics in terms of geography, public administration system, etc.;

1.2. Provide technical support and advice to the Client in the system identification and selection process;

1.3. Develop a detailed implementation plan for system development, testing, content development for the LMS for consultation with and approval by the Client;

1.4. Develop a risk management plan for the LMS project; and

1.5. Prepare and present to the Client bi-weekly progress reports for the planned and agreed upon tasks.  

Task 2: System configuration and deployment stage:

2.1. Deploy the selected system that is capable of supporting a minimum of 6,000 accesses  daily upon approval by the Client;

2.2. Localize and customize functions according to the specific needs and requirements for treasury operations, capacity building, and training;

2.3. Make use of a variety of appropriate e-learning features for the design of the modules including training presentation slides, video and audio clips, animation, graphics, short multiple-choice quizzes and assessments, discussion boards, and any other creative good practice features that are used globally and in Mongolia for similar learning purposes; and

2.4. Develop the curriculum and the associated content for the LMS modules upon consultation with and approval by the Client.

Task 3: Content development stage:

3.1. Develop training curriculum and learning contents in consultation with the relevant officers and consultants of the TD, MOF. All contents of the e-learning portal should be in Mongolian language.

3.2. Publish the contents developed in the system from time to time as they become ready including, but not limited to, the following:

     3.2.1 IPS – within 2 months of signing of the contract

     3.2.1 Commitment and obligation – within 3 months of signing of the contract

     3.2.1 E-TVD  – within 4 months after signing of the contract

Task 4: System integration, testing and delivery stage:

4.1. Develop a testing plan for all levels of users; 

4.2. Perform the end-user testing according to the testing plan and prepare and present a report on the results.

4.3. Perform all Error Handling in processing the software operation; 

4.4. Develop and finalize the following technical manuals: 

     4.4.1 System administrator’s manual;

     4.4.2 Troubleshooting manual for functional administrator; and

     4.4.3 End-user manual.

4.5. Provide local technical support service to the LMS for 6 months after acceptance of the portal by the Client.

D. DELIVERABLES:

The firm will deliver the following deliverables:

Deliverable 1: LMS system development detailed plan, user acceptance testing plan, and training curriculum/content development plan to the Client within 2 weeks after signing the contract;

Deliverable 2: A live demo of the sample modules for discussion and feedback for further improvements by the Client together with a brief progress report to be submitted to the Client by within 2 months after signing the contract:

Deliverable 3: Training modules deployed within 3 months after signing the contract, based on requirements agreed upon with the Client;

Deliverable 4: All agreed upon learning contents developed within 4 months after signing the contract; and

Deliverable 5: LMS manuals and other system related documents finalized and delivered within 5 months after signing the contract as follows:

    o System administrator’s manual;

    o Troubleshooting manuals for functional administrator;

    o End-user’s manuals; and

    o Compiled and archived documents related to the LMS project. 

E. CONSULTANT FIRM’S QUALIFICATIONS/ SELECTION CRITERIA

The Consultant team will consist of four (4) key experts to perform the activities included in this TOR. The consulting firm and key experts shall have the following qualifications:

Consulting Firm:

The consulting firm/company has to be a legally registered entity with more than two (2) years of operating experience, of which at least two (2) years in developing and customizing e-learning systems and contents. 

When undertaking the assignment, the consulting firm should consider the following:

• Ensure timely fulfillment of the tasks assigned to each of the team members as well as the firm as a whole;

• Ensure coordination among individual team members; and

• Combine the reports and inputs from the team members to submit the deliverables timely to the client.

The consulting firm should have and mobilize the following specialists for the assignment:

1. Project manager (1 person)

2. Content developer (1 person)

3. Developer (1 person)

4. Graphic designer (1 person)

The individual members (4) of the team to be engaged in the assignment should meet the following qualification requirements:

1. Project manager (one person)

• Education: Master's degree or equivalent in public finance, business administration,  engineering, ICT, or in other fields related to this assignment;

• Experience:  Incumbent should have at least seven (7) years of relevant professional experiences in public financial management and capacity building. Candidates specialized in software development and project management would have an advantage;

• Previous experience in a similar capacity of working with an e-learning system is required;

• Language skills: Good written and spoken skills in English and fluent written and spoken skills in Mongolian;

• Computer literacy: Be proficient in PC-based applications such as Word, Excel, and have excellent web research, collect information and process, summarize and prepare reports and navigation skills. Be proficient in project management software and tools, etc;

• Other: - Have excellent skills in Project Development and Management including Project Development, Project Planning, Project Implementation, Quality Control, and Project Risk Management; and

              - PMP certificate or similar PM certificate is a plus.

Roles and Responsibilities: Project coordination & management, project planning & scheduling, leading the team & issue solving, communication and reporting, and performance tracking.

    o Commitment to a high-quality product and respect for deadlines. 

    o Excellent report-writing, problem-solving, and interpersonal skills. 

2. Content developer (one person)

• Education: A suitable candidate should have a Master’s degree in a relevant field: Economics, Finance, Communication or relevant discipline. 

• Experience:  Incumbent should have at least seven (7) years of relevant professional experience. Candidates who has working experience in capacity building and training, particularly in curriculum and content development would have an advantage; 

• Language skills: Fluent written and spoken skills in Mongolian and English;

• Computer literacy: Be proficient in PC-based applications such as Word, Excel, and have excellent web research, collect information and process, summarize and prepare reports and navigation skills. 

3. Developer (one person)

• Education: A suitable candidate should have a Master’s degree in a relevant field: Information Technology and Computer Science or relevant discipline.

• Experience: Incumbent should have at least five (5) years of relevant professional experience. Candidates who developed software solutions would be a plus;

• Other: - Be able to work with Microsoft Windows, Unix, and Linux systems.

              - Be proficient in scripting languages, python, SQL.

              - Be fully proficient and have outstanding experiences in system administration.

              - Ability to communicate complex technical problems concisely and professionally to technical and non-technical audiences, including high-ranking officials.

4.Graphic designer (one person)

• Education: A suitable candidate should have a Bachelor’s degree in a relevant field: Information Technology and Computer Science or relevant discipline.

• Experience: Incumbent should have at least two (2) years of relevant professional experience. Candidates who developed software solutions would have an advantage;

• Computer literacy: Be proficient in PC-based applications such as Adobe, and have excellent skills to do web research, collect information and process, summarize and prepare reports. 

• Other: - Be fully proficient and have outstanding experiences in video production.

              - Ability to communicate complex technical problems concisely and professionally to technical and non-technical audiences, including high-ranking officials.

F. INSTITUTIONAL ARRANGEMENTS

The consultant will work under direct supervision of the Director-General of the TD, which will supervise the consultancy team in the LMS and training content development processes. On a day-to-day basis the consultancy team should consult and cooperate with the MOF specialists and consultants in charge of the technical issues covered under the consultancy. After the acceptance of the LMS, the use, maintenance, further development of the portal will be the responsibility of the TD.  

The Consultant will have access to all the necessary data/information that the MOF could provide for this assignment. All information provided to the consultant will be regarded as confidential and information shall not be shared with any outside individuals or organizations.

MOF will appoint officials to monitor the contract implementation. Appointed MOF officials will be responsible for the coordination of activities under the Contract. 

G. SUPERVISION AND REPORTING 

The consulting firm will work under the oversight of the Director of the TD, MOF. During the assignment period, all deliverables shall be reviewed by the Director-General of the TD and the consultant shall inform the Client of the work progress on a weekly basis. The client shall provide its comments on reports and other related deliverables within 5 working days of receiving these documents from the consulting firm. 

H. CONTRACT DURATION AND PAYMENT CONDITION

The assignment is expected to commence in May 2021 and be completed by September 30, 2021. The total duration of the consultancy service to be rendered is estimated to be 5 months with a possible extension period, if necessary. 

If any task is not completed and approved for acceptance by the client within the agreed-upon date, consultants should complete the tasks without any additional cost.

Payments will be released upon satisfactory completion of all deliverables under each task, according to the following schedule:

1. 10% of the total contract price shall be paid upon the Client’s approval of Deliverable #1 specified in Section D;

2. 20% of the total contract price shall be paid upon the Client’s approval of Deliverable #2 specified in Section D; 

3. 20% percent of the total contract price shall be paid upon the Client’s approval of Deliverable #3 specified in Section D;

4. 40% percent of the total contract price shall be paid upon the Client’s approval of Deliverable #4 specified in Section D; and

5. 10% percent of the total contract price shall be paid upon the Client’s approval of Deliverable #5 specified in Section D.

If you possess the above qualifications, please submit the following documents via email to procurement@sffs.mn:  

- Letter of Expressions of Interest; 

- Company introduction along with a copy of state registration certificate; 

- Audited financial statements for last two years; 

- Implementation Plan and Schedule; and

- Evidence of specific experience and qualification information of the firm relevant to the assignment (Annex I). 

Expressions of Interest must be delivered in a written form to the address below by e-mail no later than 17:00 PM, May 17, 2021. Expressions of Interest should be clearly marked “Expression of Interest for Consulting firm to develop E-learning tools (i.e. a knowledge base system) for better treasury services, Reference number: SFFSP/B22/CS/033”. 

The consultant will be selected in accordance with the World Bank’s Procurement Regulations for IPF Borrowers (July 2016).

The submitted documents will not be returned to the applicants. Please be noted that incomplete applications would not be considered for evaluation. Only selected candidate will be contacted. Further information can be obtained at the address below during office hours: 8:30 to 17:30 hours (local Ulaanbaatar time) or procurement@sffs.mn.

Address for submission of Expression of Interest: Attention to Ms.Ariunaa.G, Procurement Specialist, Strengthening Fiscal and Financial Stability Project, Address: Room #205, Negdsen undestnii 8/2, 4th khoroo, Chingeltei District, Ulaanbaatar, Mongolia. 

Tel: 70120582 or via email to: procurement@sffs.mn.

70120582