Terms of Reference (ToR) for Consulting Assignment: Establishment of IUCN Vietnam GIS Application for the Two GEF-IW Projects

Terms of Reference (ToR) for Consulting Assignment: Establishment of IUCN Vietnam GIS Application for the Two GEF-IW Projects

Date: August 2024, version 31-07-2024

Introduction

IUCN Vietnam (Executing Agency) is responsible for implementing the “Fostering Water and Environmental Security in the Ma and Neun-Ca Transboundary River Basins and Related Coastal Areas of Vietnam and Lao PDR” and the CMDA – Cambodia-Mekong Delta Aquifer project. The projects started in early 2024 and will be implemented over 5 years with diverse activities in Lao PDR, Cambodia, and Vietnam. GEF is the donor organization, and FAO is the Implementing Agency, with the national government partners being the Ministry of Natural Resources and Environment (MONRE) Vietnam, MONRE Lao PDR, and the Ministry of Environment, Cambodia.

The main objective of the Ca-Ma project is to enable Vietnam and the Lao PDR to address freshwater resource management and ecosystem health in the transboundary Neun-Ca and Ma river basins and coastal zones by creating an enabling environment for transboundary cooperation and action. IUCN’s PMU project office is in Hanoi.

The overall objective of the CMDA project is to strengthen environmental sustainability and water security in the Lower Mekong Basin through improved governance and sustainable utilization of the Cambodia-Mekong River Delta Transboundary Aquifer. IUCN’s PMU project office is in Ho Chi Minh City.

IUCN GEF-IW GIS Project Overview

The Geographic Information System (GIS) is a critical tool/component for both technical analysis and effective communication within the IUCN GEF-IW projects. GIS products will specifically support IUCN’s technical leadership role by enhancing technical capacity and providing a robust foundation for conducting, in the two projects, the GEF-IW required Strategic Action Program (SAP) analysis. Additionally, the GIS platform (viewer and selected map products) will underpin the project websites, offering interactive map viewers, data accessibility, and enhanced transparency.

As part of the broader communications strategy for both projects, maps will be an integral feature of the project websites. GIS products will enhance reporting by incorporating maps and spatial data into project reports, presentations, and publications. It will help from the basis upon which engaging visual content for social media and other communication materials, facilitate stakeholder engagement through spatially explicit information, and support educational and outreach materials.

IUCN GIS Scope of Work (Terms of Reference)

To support the implementation of the projects and achieve their objectives, both projects require GIS capabilities. Initially, these capabilities are focusing on developing IUCN internal capacities, focusing on preparing the proper GIS working environment dedicated to the Ca-Ma and CMDA projects, software, and relevant templates and overview maps requiring an IT setup in order to generate simple maps and perform basic analytical functions (Figure 1).  In addition and on a longer term, each project will then work with the selected contractor to generate required outputs on an ‘ad-hoc’ contractual basis.

Figure 1; Focus of building up the internal GIS capabilities.

These map preparations and basic GIS analyses will be supported within the project by long-term project staff (PMU IUCN) and several external consultants (short-term) involved in the project.

Additionally, as both projects move toward developing their websites, the GIS platforms developed should provide outputs in an online web-based environment (Map viewer with simple functions, open-source software), the external GIS functionality.

The following section provides an overview of a phased scope of work (TOR) and estimated budgetary breakdown.

Detailed Phased Scope of Works (TOR)

Stepwise approach to develop the IUCN internal GIS Platform and foundations for Ca-Ma and CMDA projects as below. The final ToR will include a payment and deliverable schedule.

Project Scoping Phase (1 week)

• Start-up meeting of the selected consultant with Ca-Ma and CMDA IUCN teams to develop final scope of works and scheduling. Review the hardware and software strategy to maximize accessibility and output longevity for IUCN project legacy.

Estimated Time Allocation: 5% of the total budget.

Preparation Phase (~1 month):

• Configure the GIS software and IT system on multiple (4) IUCN laptops (2 for each project).
• Generate the base map concepts for Ca-Ma and CMDA projects, produce templates, and specific thematic base maps that need to be government approved.
• Provide a methodology and templates for the development of technically creditable IUCN meta-data requirements to ensure all map data is properly cited (as per standard GIS requirements), and searchable.
• Progress meeting to present the work to the two project teams.

Estimated Time Allocation: 15% of the total budget.

The GIS software to be used must be open-source compatible, and initially, the ESRI ARCGIS software will be used (IUCN has a software use agreement with ESRI). Also, the web portal must use open-source software. A future user manual must be prepared for GIS map preparations, web portal use, and maintenance. In the longer term, the idea is that the GIS application and web portal(s) will be transferred to the ownership and users of MONRE in Vietnam, Laos, and Cambodia.

Implementation Phase (~2 months):

• Consult on setting up, structuring, and generating the project template of GIS databases and WebGIS/data hub for the Ca-Ma and CMDA projects.
• Design the relevant project data architecture (map database storage, backup, etc.).
• Create a simple concept template for the project websites/webpages and prepare a proposal for web hosting, including collecting quotations/proposals from external service providers
• Consulting for setting up, structuring, and generating the project template of GIS databases and WebGIS/data hub for the Ca-Ma and CMDA projects.
• Design the relevant project data architecture (map database storage, backup, etc.).
• Make a concept template for the project websites/webpages and prepare a proposal for web hosting (including collecting quotations/proposals from an external service provider for hosting). This should cover: Have the design for aweb-based map viewer as part of a stand-alone project portal (or under IUCN portal). Prepare the whole software and IT system for online map viewing with simple web portal functions to view and select layers of different maps using the preferred template. Ensure the GIS software is open-source and can be transferred to government partners to avoid long-term financial burdens. – Investigate and propose a full arrangement with a web hosting service provider (the web portal will be hosted externally for years 3-5 of each project. Manual / instructions for other users, uploading new data, small modifications, web portal maintenance
• Meetings to present the work to the two project teams.

Estimated Time Allocation: 30% of the total budget.

Integration Phase (1 month):

• Provide a training in the GIS methodology for IUCN selected GEF-IW staff participation. Record all training and store for project legacy requirements and longer-term IUCN usage.
• Ensure that the GIS maps, database and functionalities developed for IUCN by TDA and other consultants can be integrated and synchronized (instruct the TDA and other consultants and partners to form the data and database structure in line with/consistent with the project’s software and data architecture).
• Support consultations with IUCN for integration of GIS information into GEF-IW communications platform.  This includes providing support to IUCN staff working with government project partners – Vietnam, Laos, and Cambodia.  
• Support consultations with the governments of Vietnam, Laos, and Cambodia on how to sustain and integrate the project GIS database, WebGIS, and webpages on the selected servers or infrastructure when the project is terminated.
• Meeting to present the work to the two project teams.

Estimated Time Allocation: 20% of the total budget.

Training and Handover Phase (1 month):

• Prepare a user manual/instructions for other users on uploading new data, making small modifications, and web portal maintenance.
• Train project staff and government partners on the use and maintenance of the GIS applications and web portal.
• Prepare a future user manual for GIS map preparations and web portal use and maintenance.
• Provide all required GIS platforms, data and other information required for the systems to be established. This can be done via a cloud-based data sharing and storage platform such as IUCN’s OneDrive system.

Estimated Time Allocation: 20% of the total budget.

Ad-hoc Support Upon Request (Ongoing as required):

• Provide ongoing support and troubleshooting for the GIS platform and web portal as requested by IUCN, project staff, or government partners. An indicative time reservation for this is 15 days, out of the total assignment.
• Assist with additional GIS analysis, map preparations, or data integration tasks that may arise during or after the training phase.
• Offer consultation services for any upgrades or enhancements to the GIS platform or web portal based on evolving project needs.
• IUCN will provide for all ad-hoc activities a clear scope of works, budget expectation, schedule and list of GIS deliverables or measurement actions as email request.  

Estimated Time Allocation: 10 % of the total budget.

Budgeting

An indicative time allocation of 6 months, ~ 130 working days is proposed.

The initial duration of the assignment is estimated to require up to 6 months full-time, with about 3-4 months in Hanoi and 2-3 months in Ho Chi Minh City working on the CMDA project. The consultant should cover the accommodation for working in Ho Chi Minh City by themselves. The cost of two return flight tickets will be covered by IUCN; additional travel costs will have to be borne by the consultant. IUCN will provide two (2) laptops for use during the assignment, one for each project. The GIS software should also be installed and ready to use on two additional laptops (one in Hanoi and one in Ho Chi Minh City).

Contractor Expertise and Experience

The consultant should have the following expertise and experience: –

• Extensive experience in GIS software setup and configuration, specifically with ESRI ARCGIS and open-source GIS software, and the consultant has demonstrable experience in similar projects.
• Proven track record in developing and maintaining web-based GIS applications and web portals, for instance for projects with international partners.
• Proven track record in developing and maintaining web-based interactive maps.
• Experience working on international development projects, preferably those funded by GEF and implemented by FAO.

APPLICATION SUBMISSION:

Interested individuals are invited to submit their application – in English, including a CV of the designated expert, project references and a short proposal / comment on the assignment, stating their approach to the assignment.

The consultancy rate per day and month should be proposed in a separate document, clearly stating the total amount for the 6 months/130-day assignment.

Submit to: rien.dam@iucn.org; nhung.phamhong@iucn.org

Submission Deadline: 31 August 2024

EVALUATION CRITERIA:

Consultants will be evaluated based on:

1. Expert qualifications
2. Relevant experience,
3. the submitted proposal / comments
4. the budget proposed.

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