Consultancy Services to Develop a Management Information System for the Lake Victoria Basin Water and Sanitation Project (LVWATSAN)

1.1 Lake Victoria Basin Commission

The Lake Victoria Basin Commission (LVBC) is a specialized institution of the East African Community (EAC) that is responsible for coordinating the sustainable development agenda of the Lake Victoria Basin. Towards implementation of its Mandate LVBC is coordinating implementation of Projects and Programs in the basin within the partner States namely Burundi, Kenya, Rwanda, Tanzania, and Uganda.


The Lake Victoria, which is the second largest freshwater lake in the world, is a major shared resource of the five EAC Partner States. The lake and its basin are globally significant because they support a wide diversity of flora and fauna including a large number of endemic fish species. The lake has a surface area of 68,000 km2, which is shared by three countries, namely, Kenya (6%), Uganda (43%) and Tanzania (51%). The catchment area of the lake is 193,000 km2, which extends into Republics of Rwanda and Burundi. It is estimated that about 35 million people live within the basin.

The East African Community/ Lake Victoria Basin Commission (LVBC) have received funds from the USAID/ East Africa to support Sustainable Development of the Mara River Basin. The project is implemented by both the Republic of Kenya and the United Republic of Tanzania. It is coordinated by the LVBC Secretariat and implemented by key stakeholders in the Mara River Basin. Part of the funds have been budgeted for the development of a Management Information System for the Lake Victoria Water and Sanitation LVWATSAN) Program and will involve collection, analysis and dissemination of information related to water and sanitation



1.2 Overall Objective of the project

The overall object of the project is to promote harmonized Mara River Basin management practices for sustainability.

1.3 Specific Objectives of the project

The project seeks to achieve the following specific objectives:

a. Facilitate harmonization and operationalization of policy options, regulations and institutional frameworks;
b. Facilitate the development and implementation of integrated natural resources management strategies and plans for MRB;

c. Promote equity and benefit sharing in the Mara River Basin for improved livelihoods and ecosystem health;

d. Promote research, information sharing, and uptake of innovations in MRB;

e. Strengthening water related management information systems in MRB; and

f. Capacity building of the implementing NRM institutions, including Lake Victoria Basin Commission, to undertake their mandate.

1.4. Lake Victoria Water and Sanitation (LVWATSAN) Program

The Lake Victoria Region Water and Sanitation Initiative (LVWATSAN) is a project initiated to address the environmental degradation concerns and achieving the


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Millennium Development Goals (MDGs) for water and sanitation in the secondary towns within the Lake Victoria Basin. The program focuses on the following components; (i) development of sustainable water supply systems, (ii) provision of hygiene and sanitation facilities including solid waste management systems and social marketing (iii) drainage improvements and (iv) capacity building to town councils and service providers. While Phase I was executed in 10 towns, this second phase has been expanded to cover 15 towns, three from each of the five Partner States.



Under phase I interventions on water and sanitation, waste water management, storm water drainage as well as capacity building were made to ten towns which includes Kisii, Homa Bay and Bondo (Kenya); Masaka, Kyotera and Bugembe (Uganda); Bukoba, Muleba and Bunda (Tanzania) ; Mutukula (Tanzania – Uganda Border)


The activities of the project that are undertaken in phase II are being undertaken in fifteen towns in the Partner States which include: Burundi: Ngozi, Muyinga and Kayanza; Kenya: Keroka, Kericho and Isebania; Rwanda: Kayonza, Nyagatare and Nyanza; Tanzania: Geita, Sengerema and Nansio and; in Uganda: Mayuge, Kayabwe-Bukakata and Ntungamo.


1.5 Objective of the LVWATSAN Program

1.5.1 Overall Objective of the program

The overall goal and purpose of the Initiative is to meet the MDG targets in water and sanitation in the Program towns and to ensure the long term sustainability of the physical interventions.


1.5.2 Development Objectives of the Program

The development objective of the program is to contribute to the improvement of the livelihoods and health of communities in the basin, through the reversal of the pollution of the lake through improvements in sustainable water supply and sanitation infrastructure. The specific objectives are as follows:

(a) Support pro-poor water and sanitation investments in the secondary urban centres in the Lake Victoria Region;

(b) Build institutional and human resource capacities at local and regional levels for the sustainability of improved water and sanitation services;

(c) Facilitate the benefits of upstream water sector reforms to reach the local level in the participating urban centres;

(d) Reduce the negative environmental impact of urbanization in the Lake Victoria Basin.


1.4 Rationale of the Consultancy

Poor management of water and sanitation systems in the Lake Victoria Basin continues to impact negatively on efforts to improve human health through access to good quality drinking water and sanitation. One of the weaknesses identified is the lack of a Management Information System (MIS) for the water and sanitation sector that would facilitate data collection and processing to facilitate the analysis and dissemination of information related to water and sanitation. In addition, an MIS would protect the generated information and data from loss and destruction through the provision of an institutionalized back-up system.



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In order to contribute to the fulfillment of the developmental objective specified for LVBC in the EAC Development Strategy, it is critical to strengthen the capacity of LVBC through the establishment of an interlinked GIS and web-based water and sanitation-related MIS, together with the supporting internal communication system. A comprehensive and user friendly GIS and web-based water-related MIS for LVBC needs to be developed with a view to bringing structured improvement in the management of water and sanitation systems within the Lake Victoria basin. The MIS will facilitate effective collection, analysis, sharing, storage, retrieval and dissemination of a variety of data and information on water resources management, drinking water and sanitation for all the towns in phase I and phase II under the LVWATSAN program, including but not limited to:



a. Catchment/ natural resources conservation;

b. Improved water supply and sanitation services with key performance indicators on water quality, coverage for both water supply and sanitation, hours of supply, revenue collection efficiency, metering ratio, staffing levels, cost coverage, water related diseases etc; and

c. Replication of best practices at various levels to enhance awareness and sustainability.


The proposed MIS for LVWATSAN will be linked to the LVBC’s systems, website and feedback system; thus ensuring seamless flow of information amongst all stakeholders. It will contribute to transparency and accountability in the utilization of water resources. More over it will enhance access to safe and clean water supply and sanitation services to a larger population.


2.0 OBJECTIVES OF THE CONSULTANCY

2.1 Overall Objective

The main objective of the consultancy is to develop a Management Information System for the Lake Victoria Basin Water and Sanitation (LVWATSAN) program.


2.2 Specific Objectives

The specific objectives of the consultancy are to:-

i. Conduct an assessment of information systems needs and gaps within LVBC;

ii. Develop tools and mechanisms to collect, analyse and disseminate information related to the water and sanitation program;

iii. Design a comprehensive Management Information System for LWATSAN;

iv. Implement the approved design for a comprehensive Information System for LWATSAN;

v.

vi. Install and operationalise the system in (iv) above;

vii. Link the LVWATSAN Management Information System with other relevant existing systems within the LVBC; and

viii. Build the capacity of the LVBC on the use of the system including the elaboration of training materials and delivery of courses specific for the various types of users of the system.

ix. Provide technical backstopping on the system for a period of 12 months effective from the go live date.

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2.3 Expected Output of the Consultancy

The expected outputs of the consultancy are:

i. Needs assessment report for the existing Management Information System needs and gaps within LVBC;

ii. Tools and Mechanisms to collect, analyse and disseminate information developed and operationalised;
iii. Relevant data and information related to water and sanitation for LVWATSAN program for phase I & II collected and fed into the LVWATSAN Management Information System;
iv. MIS for LVWATSAN designed, implemented and operationalised;
v. Linkage between the MIS for LVWATSAN and other LVBC systems established;

vi. Training for relevant staff conducted.


3.0 SCOPE OF THE CONSULTANCY

The consultant will be required to design, develop, install and operationalise the LVWATSAN Management Information System. The LVWATSAN MIS Information system will be developed and cover the areas under the LVWATSAN program and will cover only the water and sanitation sector.

3.1 Detailed Task Assignments and Expected Results

Specific tasks will include but not limited to:

Specific Objective 1: Conduct a needs assessment existing Management Information System needs and gaps within LVBC;

i. Review relevant Project, Commission documents and the existing LVBC systems and website;
ii. Assess the ICT infrastructure and human resources capacity;
iii. Assess the prevailing MIS capacity and requirements among relevant LVBC staff and prepare the needs assessment report; and

iv. Hold discussions with the Lake Victoria Basin Commission on the proposed web-based GIS enabled LVWATSAN Management Information System.


Expected results:

1. Needs assessment report on the web-based GIS enabled LVWATSAN Management Information system requirement for LVBC and key stakeholders produced; and

2. A Proposed model for the web-based GIS enabled LVWATSAN Management Information System linked to existing LVBC system and on-going EALP, MERCEP, LVEMP II MIS’s developed


Specific Objective 2: Develop tools and mechanisms for collecting, analysing and disseminating information related to water and sanitation program;

i. Identify the current available data and information related to WATSAN at the LVBC and under the LVWATSAN program for phases I and II;


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ii. Determine mechanisms for information collection, analysis, sharing, storage, retrieval and dissemination of a variety of data and information on water and sanitation;
iii. Collect all relevant data and information under the LVWATSAN program covering phases I & II interventions ( twenty five towns);

iv. Assess the current information sharing mechanisms/strategies, adequacy, similarities, and its effectiveness and identify best practices; and

v. Identify needs and gaps in information collection, sharing and utilization.

Expected results: (i) All data relevant to LVWATSAN program collected and (ii) Tools and mechanisms for collecting, analysing and disseminating information related to water and sanitation program developed.

Specific Objective 3: Design a comprehensive web-based GIS enabled LVWATSAN Management Information System;

i. Provide detailed design including technical specifications, software requirements and system architecture of the web-based GIS enabled LVWATSAN Information System that will allow the LVBC and other stakeholders share, retrieve and utilise relevant information relevant to water and sanitation;

ii. Provide detailed network design/linkages of the web- based GIS enabled LVWATSAN Management Information System with the existing LVBC systems; and

iii. Provide detailed IT hardware/infrastructure requirements for the web-based GIS enabled LVWATSAN MIS.

Expected results: Comprehensive web-based GIS enabled LVWATSAN Management Information System designed and developed.

Specific Objective 4: Implement and operationalise the approved web -based GIS enabled LVWATSAN Management Information System design including pre-testing the system.


i. Implement and Install the software of the web-based GIS enabled LVWATSAN MIS at the LVBC Secretariat;

ii. Install the IT infrastructure for the web-based GIS enabled LVWATSAN Management Information System at the LVBC Secretariat;

iii. Feed in all collected data related to LVWATSAN program covering all twenty five towns into the web-base GIS enabled LVWATSAN Management Information System;
iv. Test the web-based GIS enabled LVWATSAN MIS at the LVBC Secretariat; and

v. Provide maintenance for the system for duration of 12 months, after the implementing and operationalising the web-based GIS enabled LVWATSAN MIS.

Expected results: Web- based GIS enabled LVWATSAN MIS Infrastructure installed, linked, tested and operationalised.



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Based tasks detailed under specific objectives (1 – 4) and working closely with consultants developing the Management Information System for EALP, MERCEP and LVEMP II, the consultant will:

Develop Full Operational Web-based GIS enabled LVWATSAN Management Information System that will be linked to the existing LVBC system and MIS developed by other projects.



Specific Objective 5: To build LVBC MIS capacity

i) Prepare user/operational manuals for the system; and

ii) Train relevant staff at regional and national level on the use and maintenance of the MIS system.


4.0 QUALIFICATIONS OF THE CONSULTANT STAFF


The Firm should have an extensive experience in designing and developing Management Information System related to water and sanitation. In additional it must have proven experience in GIS and web based technology related to information dissemination on water resources.


(a) The Team Leader

The team leader should have at least a Postgraduate degree in computer science/ IT with extensive experience in developing water resources information systems. S/he should have experience in software Engineering and Information Technology. S/he should have a minimum of 10 years of professional experience, including management of large software development projects. S/he must have extensive management experience working in developing countries’ environment on design and development of information and communication technology. Knowledge of water resources software is an added advantage


(b) System and Database Development Expert:

He/she shall have at least a degree in Computer Science/information technology/information systems/software engineering with extensive experience in developing information systems and database management. At least 5 years of relevant working experience in design, development and administration of database, preferably related to water resources engineering projects. Should have experience in managing large scale database projects; demonstrated experience with relational database, data structure, and database query languages, especially SQL. Should have experience with large and complex database applications as part of a decision support system.




(c) GIS Expert

He/she shall have a postgraduate degree with specialisation in GIS. The expert shall have a minimum of 5 years experience working with remote sensing and GIS. Preferably s/he should have experience with technologies and GIS applications in water resources and environmental management.





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5.0 REPORTS AND SCHEDULE OF DELIVERIES

5.1 Expected duration of the assignment

It is estimated that the work will require a maximum input of 45 man-days spread over a period not exceeding 60 days. The work is anticipated to start on 26th July 2011 and is expected to be completed by 25th September 2011.

5.2 Deliverables and Reporting arrangements

The consultant will report to the Project Coordinator (PC) TWBHH-MRB who will be responsible for approving the outputs. The following reports will be submitted by the Consultant:-


i. An Inception Report seven (7) days after signing the contract containing a clearly articulated work plan and elucidating the methodology to be employed. The report will be submitted to the PC and presented to the stakeholders;

ii. In addition the consultant should deliver comprehensive Draft Report incorporating: - (a) selected design option (b) detailed network design for web-based GIS enabled LVWATSAN MIS system (c) technical specifications, software details and system architecture (d) IT hardware / Infrastructure Requirements. This will be 30 days after signing the contract. The report will be submitted to the PC and presented to the stakeholders;

iii. Developed web-based GIS enabled LVWATSAN MIS Installed and tested with all the relevant data fed into the system and demonstrated to the LVBC. This will be 45 days after signing the contract.
iv. Fully developed and operational web based GIS enabled LVWATSAN MIS Installed at the LVBC Secretariat, 60 days after signing the contract incorporating all comments and acceptable to the LVBC;

v. Detailed documentation which includes developed operational maintenance manual and user support and maintenance plan, 60 days after signing contract; and

vi. In addition the consultant should deliver comprehensive Final Report incorporating: - (a) selected design option (b) detailed network design for web-based GIS enabled MIS system (c) technical specifications, software details and system architecture (d) IT hardware / Infrastructure Requirements, within 60 days after signing contract incorporating all comments from stakeholders.


All reports and communication materials developed by the consultant during this assignment shall be submitted to PC. In addition, soft copies (MS Word and Ms Excel) of the reports will be submitted on 5 CDs when submitting the draft and final reports of this assignment.


All the reports shall be in Standard English language, neatly bound, with an attractive outlay and shall contain the main text and annexure, with figures/frameworks, illustrations and/or logical flow diagrams.


5.3 Responsibilities of the client

i. Provide all the available relevant reference documents;

ii. Organise Stakeholders consultative meetings; and


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iii. Provide the relevant supplies/equipment for the system after detailed specifications has been provided by the consultant.

5.4 Supervision Arrangements

Supervision of the consultancy will be carried out by the Project Coordinator – LVWATSAN program on behalf of the LVBC.
Consultancy Services to Develop a Management Information System for the Lake Victoria Basin Water and Sanitation Project (LVWATSAN) Consultancy Services to Develop a Management  Information System for the Lake Victoria Basin Water and  Sanitation  Project (LVWATSAN) Reviewed by Unknown on 12:23:00 AM Rating: 5

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