INDONESIA GREEN PROSPERITY PROJECT Participatory Land Use Planning Activity (PLUP) Developing Technical Capacity and Installing

a Geographic Information System (GIS) at the Millennium Challenge Account-Indonesia Terms of Reference I. BACKGROUND

The United States of America acting through the Millennium Challenge Corporation (MCC) and the Government of the Republic of Indonesia (the Government) have entered into a US$600,000,000 Compact for Millennium Challenge Account assistance to help facilitate poverty reduction through economic growth in Indonesia through three projects: the Green Prosperity Project; the Community-Based Nutrition to Prevent Stunting Project; and the Procurement Modernization Project. The Government of Indonesia, acting through the Millennium Challenge Account Indonesia (MCA-Indonesia) intends to apply a portion of MCC Funding to eligible payments under a contract for which this RFQ is issued. Any payments made under the proposed contract will be subject, in all respects, to the terms and conditions of the Compact and related documents, including restrictions on the use and distribution of MCC Funding. No party other than the Government and MCA-Indonesia shall derive any rights from the Compact or have any claim to the proceeds of MCC Funding. The Green Prosperity (GP) Project is comprised of four Activities: Participatory Land Use Planning; Technical Assistance and Oversight; GP Investment Facility for renewable energy and natural resources management projects; and Green Knowledge. In general, the Participatory Land Use Planning (PLUP) Activity, with funding of US$25million, is designed to: (i) put in place the foundational spatial (land use) planning elements needed to enable and sustain the specific investments in renewal energy and natural resource management funded by the GP Investment Facility; (ii) improve land use certainty for communities within the districts selected for GP investments; and (iii) support the implementation of environmental and social safeguards. Specifically, the PLUP is expected to: (i) enhance the technical capacity of provincial and district governments in spatial (land use) analysis, planning and enforcement; (ii) identify and, when possible, reduce land use and land tenure disputes as a means to improve the investment climate for renewal energy and natural resource management projects; and (iii) empower communities by providing spatial (locational) certainty through participatory geo-location and demarcation of village boundaries and the mapping of critical natural and cultural resource1 areas within these villages. Compact funding will finance the completion of the following technical activities.

According to World Bank Operational Manual OP 4.11, physical cultural resources are defined as movable or immovable object, sites, structures, groups of structures and natural features and landscapes that have archeological, paleontological, historical, architectural, religious, aesthetic or other cultural significance.
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(a)

Participatory village boundary setting and mapping, including: (i) the development of district level guidelines for participatory setting of village boundaries using established Government processes combined with international best practices, modern survey and mapping technology and including participation of the community, in particular women and disadvantaged groups; the participatory determination, geographic delineation and physical demarcation of village boundaries in targeted sub-districts (kecamatan) of selected districts; identification and resolution, as possible, of land use and tenure disputes; and the collection of geo-spatial data and mapping of critical natural and cultural resource areas within the mapped villages.

(ii) (iii) (iv) (b)

Creation of sub-district (kecamatan) level land use inventories and integration of land and other natural resource information, including: (i) compilation of and georeferencing of existing and pending licenses and permits for land and natural resource use, other use rights, community claims, and select biophysical data and creation of sub-district level land use inventories; technical assistance to relevant provincial and district government agencies to support integration, management and exchange of geo-spatial data and to make land information widely available to the public2.

(ii)

(c)

Capacity building for spatial planning and resource management at the provincial and district government level enhancement of district spatial plans, including: (i) investments in computer and mapping equipment, GIS software, training and technical assistance for provincial and district Bappeda offices and the office of the Bupati, to improve spatial analysis and the use, updating and enforcement of spatial plans; and improve effectiveness and transparency in licensing, permitting and decisions on land use.

For each of these technical activities it is expected that geographic information will need to be collected, compiled, analyzed and presented in support of achieving the expected results. Geographic Information Systems (GIS) technology will serve an important supporting role in many different tasks related to the PLUP Activity. These include mapping localities and jurisdictional boundaries and creating basic layers of geo-spatial information on land use and land cover, road networks, hydrology, soil type, ecological zones to create both base maps and derivative maps resulting from spatial analyses of diverse geo-spatial data sets. In order to effectively carry-out the work of monitoring, supervising, reporting and presenting the advances of the PLUP Activity, MCA-Indonesia needs to develop and put in place technical capacity in the collection, storage, use and management of geo-spatial information. This GIS capacity will also assist MCA-Indonesia in general and the GP Team in particular to analyze and present geographic information related to the specific GP investments proposed and financed by the GP Finance Facility.

As required by Indonesias law on Public Information Transparency of 2008

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Installing the GIS technology and the technical capacity in the use of GIS, requires that MCAIndonesia contract for the technical services of a consulting firm specializing in the design, development and installation of GIS for use in economic development organizations. II. SCOPE OF WORK

Objective: The Objective of this consultancy is to establish a GIS capacity in the offices of MCA-Indonesia for collecting, managing, analyzing and presenting geographic information in support of the Green Prosperity Project in general and the PLUP Activity in particular. To achieve this objective the Consultant will work directly with the MCA-Indonesia Green Prosperity Team to complete tasks in four key areas: (i) determining the organization-wide GIS needs of MCA-Indonesia; (ii) designing an appropriate GIS system for use by the MCA-I, and the GP Project and the PLUP Activity Teams; (iii) specifying, verifying and installing computer hardware, software and peripheral equipment; and (iv) provision of training and technical assistance. A. (i) Determining the GIS needs of MCA-Indonesia As a first step the Consultant will prepare and deliver two presentations to MCAIndonesia staff on geographic information system. These presentations, to be held at the offices of the MCA-Indonesia are intended to provide general awareness and understanding of what GIS is, what can it do for an organization similar to MCAIndonesia and what are the general requirements in terms of personnel skills, equipment and data. The Consultant will interview relevant managerial and technical level staff and consultants of MCA-Indonesia to fully understand the objectives, activities, requirement and expected results of the Green Prosperity Project in general and the PLUP Activity in particular. These interviews should lead to the Consultant determining the GIS data and application needs of the MCA-Indonesia and the Green Prosperity and PLUP Teams; The findings of this User Needs Analysis will identify those hardware, software peripheral equipment, system design, data management and software application requirements of MCA-Indonesia to facilitate the efficient and effective implementation, monitoring, reporting and presentation of the activities and result of both GP Project and the PLUP Activity. The Users Needs Analysis must take into consideration the applicable Government of Indonesian laws and regulations related to spatial planning, and collection and dissemination and accuracy of geo-spatial databases. Designing an appropriate GIS system for MCA-Indonesia

(ii)

(iii)

(iv)

B.

Based on the findings of the User Needs Analysis the Consultant will develop and propose to MCA-Indonesia a full IT system design, software and database design and specific applications to meet the identified needs. The design should be based on the knowledge and experience of the Consultant, but should also take into consideration the following requirements and capabilities anticipated by MCA-Indonesia:

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(i) (ii) (iii) (iv) (v) (vi)

easy and friendly system interface for MCA-Indonesia operational staff to manage, manipulate and visualize geo-spatial information; integration of GIS data visualization with the MCA-Indonesia; ability to display and access the geo-spatial data incorporated as part of the Geospatial ToolKit developed by the National Renewable Energy Laboratory (NREL); integrate with the proposed MCA-Indonesia project dashboard and monitoring system; ability to manage, process, analyze, interpret and view of spatial data acquired from various sources including alphanumeric, graphic and image data; data integration applications to support the technical review of renewable energy project proposals through the integration of geo-spatial data from existing spatial plans and land use inventories; provide options for better data server and data archive management such as cloud server option in GIS operation;

(vii)

(viii) integration of web-mapping interfaces for web browsing and public access to MCAIndonesia geo-spatial data; (ix) (x) ability to integrate geo-spatial data in raster and vector formats; and ability to import/export geo-spatial data to various digital formats for use in other software applications; i.e., statistical, CAD, GNSS and image processing Google Earth etc. Specifying, computer hardware, software and peripheral equipment

C.

Based on the findings of the User Needs Analysis and in accordance with the agreed system design, the Consultant will provide MCA-Indonesia with the technical specifications, type and quantities of information management computers and peripheral equipment, communication equipment, cabling, software and internet technology needed to fully deploy the GIS system at MCA-Indonesia. These specifications will be used by MCA-Indonesia to purchase the items in the quantity specified by the Consultant. Once these items are procured and delivered, the Consultant will be responsible to verify that the equipment complies with the agreed specifications and will install the equipment, software and peripherals at the offices of the MCAIndonesia. Depending on the findings of the User Needs Analysis and the deployment plan developed, the full installation may be preceded by the installation, launching and testing of a beta version of the system. Regardless of the final deployment plan, after installation the Consultant will work with MCA-Indonesia to complete a formal period of testing and troubleshooting of the equipment and software. Following the trouble-shooting period, and if found suitable, all equipment and the system installation will be certified by MCA-Indonesia as acceptable. D. Provision of training and technical assistance Taking into consideration the objectives of the GP Project in general and the PLUP Activity in particular, as well as the findings of the User Needs Analysis, the Consultant will design, develop and present two training sessions for the technical and managerial staff of the MCAIndonesia at a physical venue provided by the Consultant or at the Consultants facility. The duration of these training sessions will be determined by the Consultant during the User Needs
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Analysis, however it is estimated that each training session would have duration of approximately four days. To be effective and to provide sufficient interaction, each training session should be limited to a maximum of ten (10) individuals. The first training session should be developed as an introduction to GIS and the use of the selected GIS software and should target the general needs of managerial and technical level staff and consultants of MCAIndonesia. This training could be done prior to the full installation of the equipment and software at MCA-Indonesia. The second training session, which should begin only after the software has been installed and computer systems are installed and operational at MCA-Indonesia should focus on the training needs of technical specialists working on the various components of the GP Project and should target the more advanced technical staff that will be responsible for using the GIS system on a regular basis and primarily those individuals working on the PLUP Activity. In general the first training session should focus on, and at minimum accomplish the following: (i) (ii) (iii) (iv) (v) increasing knowledge of GIS and the use of GIS for data collection, management, visualization and presentation; general navigation and use of the selected GIS software ability to integrate graphic and alpha-numeric geo-spatial data using the selected GIS software; provide examples and exercises using geo-spatial data for visualization and printing; and application of GIS-based management tools for visually monitoring project advancement and for preparing maps, graphics and tables for presentation purposes.

The second training session will be an advanced training for key users in the GP and PLUP Teams. This training should focus on, and at minimum accomplish the following: (i) training on the overall management of the GIS system and geo-spatial databases ranging from managing the collection of new data, integrating new and existing data into the system, performing graphic and database modifications, integration and analysis of data to produce derivative information in map, tabular and graphic formats; training and exercises on designing applications for combining and analyzing natural resources and land data specific GIS exercises or case studies on renewal energy projects are preferred; training to enhance ability to manage the GIS System as administrators of the system; training to enhance ability to manage, convert, store and archive geo-spatial data coming from various national government agency, private investor and consultancy sources; training to build ability to monitor the advancement of natural resources management and renewable energy investments in selected geographic areas of Indonesia; training to build knowledge on field data collection methods especially using handheld, sub-meter and navigational GPS units and digital cameras and to efficiently download this field data into the selected GIS software; training on determining the preferred sources of data/information and understanding of shortcomings of the data;

(ii)

(iii) (iv) (v) (vi)

(vii)

(viii) training on the importance of collecting and documenting geo-spatial metadata;

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(ix)

training to build knowledge and understanding of methods for obtaining remotely sensed data (satellite imagery and aerial photographs) and methods for georeferencing and importing and exporting image data; training on methods for producing hard copy maps and graphics to portray geo-spatial data and the results of the analysis of geo-spatial data; and training on the importance and procedures for system-wide data back-up and storage.

(x) (xi)

As part of the training sessions, the Consultant will provide training materials in both hardcopy and electronically for each of the trainees as well as two additional reference copies for the files of MCA-Indonesia. All training provided should be done by a certified trainer who is certified in the GIS software that is selected. In terms of technical assistance, the Consultant is expected to provide the following specific technical services: (i) directly assist MCA-Indonesia to organize and download to the eventual GIS System the geo-spatial data collected by the NREL, by the District Readiness Assessment contractor (Abt Associates) and by the MCC-financed geo-spatial data collection contractor (Martin Hordiono); directly assist MCA-Indonesia to establish protocols to enable data exchange with national and local government agencies, as well as other non-governmental organizations and governmental commissions that collect, use and disseminate geo-spatial information; and directly assist MCA-Indonesia in identifying for separate acquisition existing geo-spatial data sets that may be available for the key geographic areas of the GP Project, in particular the four starter districts of Mauro Jambi and Merangin in Jambi and Mamasa and Mamuju in West Sulawesi.

(ii)

(iii)

Other technical assistance services that may be needed should be identified by the Consultant during the Users Needs Analysis If these technical assistance services are required, they will be negotiated with the Consultant as additional services; therefore the Consultant should identify key staff that would be available to carry-out these additional technical services if/when requested/required. In addition, the Consultant will provide four years of software licensing, upgrades and software maintenance. Based on the findings of the User Needs Analysis the Consultant should also make recommendations as part of the Final Report of a time period and level of effort for ongoing technical assistance to MCA-Indonesia in the use of GIS and the preparation of specific applications. These recommendations for on-going technical support will be reviewed by MCAIndonesia and may serve as the basis for an additional contract for provision of these technical services during the duration of the MCC-funded Compact, but not to extend passed the end date of the Compact. III. DELIVERABLES

The Consultant will provide written and material deliverables. The written deliverables will consist of an Inception Report, an Intermediate Report and a Final Report.
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(i)

Inception Report: this written report, expected to be delivered no more than 10 days after contract signing, will include among other information: a) the Consultants specific observations on tasks and deliverables as presented in the Terms of Reference for the consultancy; b) identify any specific issues or risks that may affect completion of the consultancy; c) an outline/format to be used for subsequent reports; d) a detailed timeline for the execution of the consultancy including mobilization and planned schedule for User Needs Analysis, presentation of system design, deployment and troubleshooting and training and; e) presentation of full staffing plan with identification of specific individuals and their responsibilities and authority and responsibility arrangements within the Consultant Team. Intermediate Report: this written report, expected to be delivered no more than eight weeks after the signing of the contract and will include among other information: a) updates on the activities of the consultancy; b) findings of the User Needs Analysis; c) final system design including; choice of GIS software, IT design including number, type and technical specifications of computer, communications and peripheral equipment, user interface, specific GIS applications and the training workshop plan; and d) present any issues related to the consultancy that have changed since the Inception Report and could affect completion. Final Report: the final report, to be delivered at the end of the contract, should include, among other information: a) final description of all activities concluded; b) copy of the user manuals to guide future operation of the GIS system (digital and hard copy); c) copies of all training materials (digital and hard copy); d) protocols to enable data exchange with national and local government agencies, as well as other nongovernmental organizations and commission that collect, use and disseminate geo-spatial information; and e) observations and recommendations highlighting any additional analysis and any on-going technical assistance that may be required to ensure the continued use and possible expansion of the GIS system. two training sessions as described in Section II. These training sessions will take place in Jakarta at a location that will be determined between the Consultant and MCAIndonesia; an appropriate number of licenses (as included in the overall system design) of the selected GIS software, as well as software maintenance and updates for a period of four (4) years; a Web-based dashboard mapping application integrated with the MCA-Indonesia web site this will be installed once the final system is designed and deployed; and a data archive of the various geo-spatial data collected in the starter districts and supplied by NREL, the District Readiness Assessment Contractor and the geo-spatial data collection contractor, as well as any other geo-spatial data sets collected from external sources prior to the deployment of the GIS System, this data archive will be provided as part of the Final Report.

(ii)

(iii)

In addition to the written reports the Consultant will provide the following: (i)

(ii)

(iii) (iv)

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IV.

QUALIFICATIONS

Completing this consultancy requires the services of a professional consulting firm with thorough knowledge and demonstrated experience of the various interrelated aspects of GIS system development, installation, training and provision of technical assistance. The Consultant shall be a professional geomatics, GIS development, or multi-sector consulting firm (or consortium) with at least ten (10) years of demonstrated experience completing projects in the GIS field primarily for the spatial analysis and management of natural resources. Experience in the implementation of similar international development projects for government agencies of international development organizations is preferred. Previous working experience in Indonesia and/or Southeast Asian countries is required. The consultancy requires that the Consultant form and provide a team of Key Personnel who will be responsible for all project management, technical analysis, training, technical assistance, reporting and presentation aspects as presented in Section II. This team of Key Personnel may be augmented by non-key technical and administrative support staff as needed to successfully and efficiently carry-out the full scope of work. Full fluency in the Bahasa Indonesia language, both written and spoken, is required of all personnel. The Key Required Personnel Team will consist of: Project Manager: a professional a with a university degree in information systems management, spatial (land use) planning, environmental studies or geography and with at least ten (10) years of experience in the implementation of similar projects that involve the development of GIS systems for spatial analysis, planning and management of natural resources. Experience in spatial planning in the Indonesian context, national/local/community institutional structure for management of natural resources is preferred. The Project Manager should have demonstrated knowledge of the use of GIS in planning and developing natural resources-based renewable energy projects. The Project Manager must demonstrate a minimum of three (3) previous assignments in GIS-related projects in Indonesia or Southeast Asian countries. System Designer and Information Technology Specialist: a professional with a university degree in computer sciences or information technology or and with at least five (5) years of GIS system design and implementation and application customization related to GIS spatial analysis and management of land and natural resources information, as well as experience in application customization, networking, testing, system acceptance and conversion of existing localized data sets into regional databases in required. Training Specialist: a professional with a university degree in geography, communications or education and with a minimum of five (5) years of experience in preparing specialized training courses and delivering GIS training to both non-technical and technical personnel with emphasis on land use planning and natural resource management related applications. Individual must be a certified trainer of the GIS software selected to be installed at MCA-Indonesia. V. DURATION AND PLACE OF PERFORMANCE

The work is expected to be started in November 2013 with duration of six months over a ten month calendar period. The level of effort during the duration of the consultancy is considered as full-time for the Project Manager and is estimated as intermittent for the other Key and

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support personnel. The location of work is Jakarta, Indonesia at the Headquarters of the MCAIndonesia.
VI. SUPERVISION OF THE CONSULTANT

The MCA-Indonesia Associate Director of the Participatory Land Use Planning Activity of the Green Prosperity Project will be responsible for managing and supervising the Consultant and for the administration of the technical aspects of the work and the deliverables. The Consultant will work directly with various members of the Green Prosperity Team in general and the PLUP Team in particular. VII. SERVICES AND FACILITIES TO BE PROVIDED BY MCA-INDONESIA AND THE CONSULTANT

There is no intent to provide the Consultant with physical office space at the offices of MCA-Indonesia. As required, group and individual meeting space will be made available at the offices of MCA-Indonesia for the purpose of presentations, interviewing staff during the User Needs Analysis and discussion of system design and deliverables etc. The Consultant will need to supply personal computers and telecommunications to perform the work detailed in Section II. <Indicate the inputs to be provided by MCA-Indonesia. Detail all the information and services that will be made available by MCA-Indonesia to the consultant. Indicate if any facilities will be provided to the consultant, including office space, vehicles, office and/or computer equipment, other equipment and/or telecommunication systems, etc.> MCA-Indonesia managerial and technical staff will be made available during normal working hours to meet with and be interviewed by the Consultant. Selected staff will also be identified by MCA-Indonesia to attend the GIS training sessions. During the completion of this consultancy, all MCA-Indonesia staff will remain under the supervision of their normal supervisors, in particular the Green Prosperity Director and the Associate Director of PLUP. As detailed in Section II C. above, based on specifications and types of computer and peripheral equipment and software licenses as determined by the Consultant, and agreed to by MCA-Indonesia, MCA-Indonesia will purchase and supply these items in the quantity specified by the Consultant for subsequent installing of the equipment and software at the offices of MCA-Indonesia. No other facilities or materials are expected to be provided by the Consultant. As detailed in Section II D. above, to be more effective and efficient, it is expected that the training will be done at the facilities of the Consultant. It is not anticipated that the Consultant will provide any additional equipment or facilities other than the training venue and the training materials as described in Section III Deliverables.

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