RFP for development and maintenance of the national information portal for disaster risk management and the DRM project website

Background

Due to its location, topography, and vulnerability to cyclic climatic events (ENSO oscillations), Timor-Leste faces high levels of risks associated with natural hazards. Every year, the country suffers from localized events including, floods, landslides and strong winds. Vulnerable communities have borne the impacts of such natural hazards, which often exacerbate food insecurity. Due to its proximity to an active sub-duction zone, the country is also prone to earthquakes and tsunamis, which could significantly affect the lives of people and have an enormous impact on economic and social infrastructure.

However, disaster risk reduction is relatively a new concept to the development players in Timor-Leste. Knowledge on DRR exists in Timor Leste at some limited extent but it is being produced and handled by various DRR actors and sharing, access and coordination among them and with the public has been a challenge for the National Disaster Management Directorate (NDMD) as the coordinating institute for DRR.

As per the National DRM Policy that was prepared by the Secretary of State for Social Solidarity and Natural Disasters, Ministry of Social Solidarity, and was approved by the Council Ministers in 2008, NDMD is responsible for the function of maintaining and developing a National Disaster Risk Management Information System (page 26 of the DRM Policy March 2008).

UNDP, upon the request of the National Disaster Management Directorate (NDMD) has decided to support and facilitate the development and deployment of web-based IT system and tools called National Information Portal (IP) for Disaster Risk Management (DRM). It provides a platform for real time Knowledge Networking, and a mechanism for dissemination, information exchange, coordination, professional resource collection and progress monitoring of DRM related initiatives by the Government as well as its international and national development partners such as UN, civil society, private sector, academia and professional bodies.

Moreover, the National Action Plan for Adaption to Climate Change (NAPA) Project Profile Four area propose promotion of NDMD-led coordination and information sharing for DRM and climate risk reduction (CRR) with key ministries and at district level, including early warning and response.

Therefore, NDMD and UNDP joint project entitled; Strengthening Capacities for Disaster Risk Management (2011-2013) has envisaged outsourcing technical services of an IT specialist company in order to provide required solid and substantive inputs to the national partner agencies for establishment of the IP for both DRM and CRR.

Objectives

• To facilitate capturing and dissemination of information about DRM and CRR among stakeholders including public through various networks.
• Coordination between Government- Agencies- Partners- Institutes.

Specifications of the IP

• Moderated access and facilitation.
• Programme monitoring and methodology sharing tools.
• Special Member’s workspace for decentralized content management.
• Powerful search engines.
• Moderated discussion forum for problem solving.
• Document management system.
• Moderated intra network e-mail groups.

The system should have the following features:

• Information Management and sharing:

The key element of the output will be to collect and consolidate existing information on disaster risks from a range of dispersed institutions through developing an information hub.
In order to enhance the information sharing and management of the knowledge generated in these institutions, it is highly essential to closely knit the organizations/ institutions and moreover people. The network of these institutions will create a common platform and enable its stakeholders and people to capture, organize, share and reuse the knowledge generated in the area of disaster management and CRR. The network will use various tools to connect the Government, Institutions and people. The information and knowledge will be transferred to public via media actors such as TVTL, radio etc.

Once collected, this information will be housed in and disseminated through the IP, which links local, intermediate, national and international partners in risk reduction and CRR.
This IP will provide partners, stakeholders, agencies and Governments with various tools and services to analyze risks respond to hazards/emergencies and build the capacity of the vulnerable communities.

The NDMD will play the lead role in managing and monitoring the entire network and mobilizing required resources for maintaining and sustaining the system once the UNDP DRM project exit in early 2014.

• Map-based Resource Inventory:

An online Map-based resource inventory will be set up for rapid and efficient response. This web-enabled resource inventory will list the specialist equipment/ teams/ human resource required for emergency response, as well as the contact information of controlling authority, so that they can be mobilized in the shortest possible time during emergency. The details of the equipment or personnel will be made available on a dynamic map. The access to the inventory could be limited to authorized actors in various civil and armed forces.

• Disaster Management/CRR Plans/Policies/Acts:

Ensure increased transparency by making a provision of accessibility to various schemes, policies, acts, codes, plans and institutional structures.

• Disaster Database:

Increase accessibility of the already designed Disaster Inventory System (BDDTL) by the NDMD. This system uses a methodological tool to systematically capture the causes and effects of the disasters in various geographic locations. The tool is based on a relational database structure and a disciplined expert assisted structure for data collection and classification, it permits the homogeneous capture, analysis and graphic representation of geo referenced information on disaster occurrence and loss. This database can be analyzed to produce spatial and temporal referenced information on disaster occurrence and loss in tabular format, as graphs and as thematic maps, through a user friendly interface and expert assistance, which does not require specialized computer skills.

Role of IP developer:

• Preparing the System and User Requirement Study and submitting the same to the UNDP and NDMD for obtaining approval.
• Develop the entire application in open source and open standard technology.
• Developing the ICT tool as per the design specifications and within the timeline prescribed.
• Provide interface in Tetum when the English version is stabilized.
• Host the application in an appropriate web server during the time of development and testing.
• Provide bilingual (English / Tatum) training manual for users of the applications.
• Hand over the source code on completion of the operations to NDMD and UNDP.
• Ideally select and provide a part-time web developer for the period of the project to be based at DRM project office for close consultation and coordination.

The scope of work and next steps:

Conduct rapid consultations with relevant government agencies, regional organizations and non-governmental agencies working in Timor-Leste

• Consult with all relevant stakeholders to define the needs, scope and formulation/conceptualization of the IP applications through the existing inter-ministerial / stakeholders coordination mechanisms (UNDP DRM project and NDMD will provide the list of stakeholders

Based on the consultations design and develop the Timor-Leste National IP for DRM:

• Identify an appropriate temporary and long-term host location for the IP preferably within the government existing server in MSS

• Develop technical specifications for IP management and determine how this can be resourced and implemented

• Identify relevant technical documents for inclusion on the IP [Manuals and SOPs]

• Identify the resource institutions and collect contents from relevant sources for either inclusion or linkage to the IP

• Organize training and orientation programme to NDMD mediators and relevant stakeholders for smooth running of the IP programmes

• Promote partnership with private, corporate, NGOs, Government and other agencies and stakeholders working in the field of disaster management to utilize and contribute to the IP

• Promote the IP for development and disaster risk reduction agenda during seminars, workshops, consultations and advocacy campaigns in collaboration with various partners and stakeholders

Maintain, monitor and evaluate the effectiveness of the information platform.

• Support NDMD and UNDP in set up/ training of pilot user group for testing the system

• Contribute into co-organizing the launch workshop

• Consultation with NDMD CBDRM WG to ensure the IP is to the needs of NDMD and other stakeholders' requirement and on the right track

Qualifications:

• ICT specialist company legally registered in Timor-Leste or any other country with already existing representative/agent in Dili
• Past experience of development of at least one approved and up & running national website/IP for a development agency at national or international level
• Past experience in research, education and training in IT, knowledge management and computer fields with well-known national or international institutes, academia, NGOs, private consultancy firms
• Past experience with UN agencies particularly UNDP is an advantage
• Excellent and proven track record of previous work with Government of Timor-Leste and its affiliated organizations and agencies in development of DRR-related results is an asset.