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GOVERNMENT OF THE REPUBLIC OF TRINIDAD &TOBAGO
MINISTRY OF SCIENCE AND TECHNOLOGY
Request for Proposals
for the
Provision of Specialist Consultancy Services in
Relation to the Implementation of the National ICT
Plan 2014-2018 (smarTT)
August 2014
REQUEST FOR PROPOSAL
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The Ministry of Science and Technology invites Proposals for the provision of specialist
consultancy services in relation to the implementation of the National ICT Plan 2014-2018
(smarTT).
Proposals are invited from, experienced, well established, and reputed Consultants or Firms.
Proponents shall furnish a Technical and Financial Proposal as well as the following information
and documents:-
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A Completeness
1) Letter of Application
2) VAT Registration, BIR Clearance Certificate and NIS Compliance Certificate (as may be
applicable)
3) Consultant/Firm Profile
B. Relevant Experience
1) Consultant/Firm’s Evidence of Relevant Experience
C. Key Personnel
1) Consultant/Firm’s Organization
2) Personnel:-
a) List of Proposed Members of Staff designated to the Project
b) Curricula Vitae of the Proposed Key Members of Staff
D. Other
1) The strategy and the methodology proposed
Please note that given the nature of the services being sought, the engagement methodology must
allow for flexibility in approach and execution.
The Terms of Reference in relation to the Consultancy Services is enclosed herewith.
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TERMS OF REFERENCE
Provision of Specialist Consultancy Services in Relation to the Implementation of the
National ICT Plan 2014-2018 (smarTT)
1. BACKGROUND INFORMATION
In November 2013, Cabinet approved the National Information and Communications Technology
(ICT) Plan 2014-2018, named “smarTT”. This plan comprises five (5) thematic areas, nineteen
(19) key imperatives, and fifty-six (56) programmes, along with accompanying high level
activities.
The thematic areas are as follows:
(i) Innovation and Human Capital Development focuses on fostering a creative e-ready
society as a catalyst for ICT advancement, and speaks to the inculcation of ICT skills and
competencies among citizens.
(ii) Access and Digital Inclusion focuses on bridging the digital divide in Trinidad and Tobago
and to increasing ICT availability among underserved communities.
(iii) e-Business and ICT Sector Development focuses on building a pro e-enterprise
environment and highlights the importance of increasing the adoption of e-business and e-
commerce.
(iv) Infrastructure Development focuses on enhancing accessibility, usage and governance by
addressing gaps in existing national hardware and software infrastructure, particularly
telecommunications and broadband.
(v) e-Government focuses on improved government efficiency in service delivery premised on
a secure and robust telecommunications infrastructure.
The programmes defined in the plan aim to achieve outcomes such as – increased outreach and
promotion of ICTs, increased “local” on-line content and commercial applications, increased
access for low income households and the differently-abled to ICTs, a strengthened e-legislative
and ICT policy environment, greater utilization of e-business as a core economic driver, and
increased Foreign Direct Investment in the ICT Sector, among others (Refer to Appendix I for the
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list of the plan’s key imperatives and programmes. In addition, a complete version of the plan is
available at the Ministry of Science and Technology’s website).
Notably, smarTT was developed using a highly collaborative 5-stage approach; Plan–Discover–
Design–Report–Consult. Draft versions of the plan were released for small group consultations,
panel reviews, and online public consultation. Participants included civil society, members of the
business community, sector leaders, and government officials. The comments and
recommendations received were subsequently incorporated into revisions of the document.
The current governance structure for the plan is depicted below -:
Ultimately, the aim is to establish a smarTT Secretariat as part of the organizational structure of
the Ministry of Science and Technology (MST), which will function as a Programme Management
Unit that provides cohesive support in the coordination and implementation of the National ICT
Plan (smarTT).
The secretariat will be comprised of specialist officers who will be liaisons to the various executing
agencies across Government; with administration, as well as monitoring and evaluation
responsibilities. The secretariat will also integrate activities across the various programmes of the
National ICT Plan, and ensure alignment with other national development initiatives. In addition,
the secretariat will collaborate with relevant stakeholders to create the necessary implementation
blueprints that will underpin the programmes identified over the five (5) year timeframe. These
blueprints will inform the sequencing of priorities, funding, milestones, timelines,
communications, etc. The work undertaken by the secretariat will also contribute to the
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submission of ICT related initiatives for PSIP consideration within the Government of Trinidad
and Tobago’s budgetary cycles.
Since the governmental approval of smarTT has been granted, significant groundwork has been
undertaken -:
ACTIVITIES
A current-state assessment of the Public Sector ICT landscape has been completed
Agreement has been reached on the portfolio of priority initiatives
The smarTT Steering Committee has been established
The Public Management Consulting Division (PMCD) of the Ministry of Public
Administration has received the structure, job descriptions, process maps, and workload
statistics for the smarTT Secretariat (approval is pending)
Several external stakeholder presentations to promote buy-in and support have been
conducted
Data gathering on all Public Sector ICT initiatives is currently in progress
MAJOR REPORTS
smarTT Project Status Report
Communications Planning Report
Stakeholder Engagement Synopsis
Thus far, implementation activities have focused on baseline information gathering and
assessments, as well as on the establishment of the institutional structures such as the smarTT
Secretariat and Steering Committee. Now that these foundational elements have been
established, MST is poised to transition to the next stage of the implementation process.
With this objective in mind, the Request for Proposal aims to procure a suitably qualified
Consultant or Firm to build on the abovementioned work, and to continue the implementation of
smarTT.
The Consultancy Services will be rendered over the period of three (3) months, with effect from
October 06, 2014 to January 05, 2015.
The Scope of Work below sets out, in detail, the requirements of the engagement.
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2. SCOPE OF WORK
The Ministry of Science and Technology (MST) is seeking a Consultant or Firm for the provision
of specialist consultancy services in relation to the implementation of the National ICT Plan 2014-
2018 (smarTT). The specific activities to be accomplished are as follows:-
1. Coordinate the development of the operational blueprints, along with resource mobilisation
plans for the implementation of smarTT.
2. Provide the requisite leadership and guidance to oversee the execution of the
implementation activities.
3. Oversee the Risk Management, Change Management, as well as the Monitoring and
Evaluation Process for the smarTT Secretariat.
4. Establish and maintain key institutional linkages essential to smarTT’s operational success.
5. Work with various ministries; particularly the Ministry of Finance and the Economy and
with the Ministry of Planning and Sustainable Development to ensure that smarTT’s
initiatives and programmes are aligned to the National Development Agenda.
6. Support the institutional arrangements for smarTT’s governance, through active
engagement.
7. Ensure compliance with the governance framework, provide recommendations on
improvement opportunities, and ensure consistency of approach across smarTT’s various
committees.
8. Maintain healthy stakeholder relations and communications.
9. Develop appropriate key performance indicators (KPIs) to track progress towards the
achievement of the agreed milestones.
10. Ensure on-going programme monitoring and evaluation.
11. Represent the Ministry of Science and Technology on committees and task forces to
advance the National ICT Plan.
12. Make the necessary arrangements and report monthly to the smarTT Steering Committee
13. Perform other related duties, as may be required.
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3. DELIVERABLES: OUTPUTS AND REPORTS
In addition, the following deliverables will comprise the Consultancy -:
DELIVERABLES DUE DATE
1. Project Charter October, 2014
2. Implementation Action Plan for the period October 2014 to January
2015
October, 2014
3. Stakeholder Analysis Exercise and Report November, 2014
4. Implementation Status Report (inclusive of outcomes monitoring and
evaluation)
December, 2014
5. Project Close Out Report (inclusive of proposed next steps) January, 2015
The Consultant or Firm will report directly to the Permanent Secretary, Ministry of Science and
Technology, and will complete all work consistent with the Ministry’s existing policies,
guidelines and procedures.
4. PAYMENT SCHEDULE
The payment schedule of the Ministry of Science and Technology to the Consultant or Firm is as
follows:-
Signing of the Contractual Agreement - 10% of Contract Sum
Submission and Acceptance by the Ministry of the Project
Charter and Implementation Action Plan
- 20% of Contract Sum
Submission and Acceptance by the Ministry of the
Stakeholder Analysis Exercise and Report
- 25% of Contract Sum
Submission and Acceptance by the Ministry of the
Implementation Status Report (inclusive of outcomes
monitoring and evaluation)
- 25% of Contract Sum
Submission and Acceptance by the Ministry of the Project
Close Out Report (inclusive of proposed next steps)
- 20% of Contract Sum
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5. CHARACTERISTICS OF THE CONTRACT/CONSULTANCY
Type of Consultancy
Individual Consultant or Firm
Required Qualifications and Experience
At least five (5) years’ experience at a senior management level designing and
implementing programmes in a complex operating environment.
Proven ability to develop integrated programme management frameworks.
Extensive knowledge of the principles, best practices, and methodologies for using ICT as
an enabler for National Development.
Demonstrated experience in engaging multiple stakeholders (national/regional government
agencies, educational institutions, civil society etc.).
Solid understanding of international trends in e-Strategies as well as e-Governance
Project Management Professional (PMP) Certification, or equivalent, will be an asset
Change Management Certification, will be an asset
Duration
The Consultant or Firm shall commence services upon the execution of a formal agreement with
the Ministry of Science and Technology. The duration of the Consultancy shall be for the period
of three (3) months with effect from October 06, 2014 to January 05, 2015.
Provision of Facilities
The Consultant will operate out of the offices of the Ministry of Science and Technology.
6. INSTRUCTIONS TO CONSULTANTS
a. Consultants or Firms are invited to submit Proposals for the “Provision of Specialist
Consultancy Services in Relation to the Implementation of the National ICT Plan 2014-
2018 (smarTT)”.
b. Proposals will be evaluated on a cost and quality basis and the successful Consultant or
Firm will be required to enter into a contractual agreement with the Ministry of Science
and Technology for the provision of the services.
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c. In preparing the Proposal, proponents are expected to examine the Request for Proposals
and this Terms of Reference (“TOR”) in detail, as deficiencies in providing the requested
information shall result in rejection of a Proposal(s).
d. Consultants or Firms must give particular attention to the following:-
i. If a Consultant or Firm considers that it does not have all the expertise for the engagement,
it may obtain a full range of expertise by associating with other Consultants or Firms in a
joint venture or sub-consultancy, as appropriate;
ii. The Consultant or Firm is to clearly indicate in its proposal the names and qualifications of
the designated personnel who will be assigned to the Project. It is desirable that the majority
of key professionals have an extended and stable working relationship with the Consultant
or Firm;
iii. Proposals must be submitted in Business English.
iv. Proposals must remain valid for at least ninety (90) days after the deadline date specified
in the submission of proposals. Further to this, the rates quoted for the provision of the
consultancy services should be fixed for the duration of the consultancy and shall not be
subject to adjustment on any account. The Ministry of Science and Technology will do its
best to complete evaluations/negotiations within this period.
v. The Consultant or Firm shall bear all costs associated with the preparation and submission
of their Proposal and the Ministry of Science and Technology will in no case be responsible
or liable for these costs regardless of the conduct or outcome of the evaluation of Proposals.
vi. The Ministry of Science and Technology does not bind itself to accept the proposal at the
lowest cost, or any other submitted proposal.
7. RESPONSE FORMAT
Consultants are required to submit their response to this RFP in the following format:-
Technical Proposal
Financial Proposal
(a) Technical Proposal
The Technical Proposal should contain at the minimum, the following:
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Cover Page: Provide an introduction with the Consultant’s or Firm name, address, telephone
number, website address, and date. Additionally, a designated contact person’s name, title,
phone number, fax number and e-mail address should be included.
Consultant’s Biography or Firm’s Capability Statement: Provide a description of the
Consultant or Firm’s organisation, experience in the industry and the number of years involved
in the provision of consultancy services of the type outlined in this RFP. Experience working
with companies in the ICT sector will be an asset.
The Curriculum Vitae showing qualifications of all designated personnel assigned to the
Consultancy must be attached as an Appendix to the Technical Proposal.
Executive Summary: Provide an overview which gives -:
A basic understanding of the nature and scope of the Project being undertaken by the
Ministry of Science and Technology.
The required resources and the technical methods that will be used to facilitate the timely
and efficient execution of the consultancy services.
Approach and Work Plan: Provide a detailed Project Work-Plan for undertaking the Scope
of Work identified under Section 2 above; inclusive of project activities and timeframes for
the completion of each activity. Please include an overall timeline, a description of the project
team and task organization for execution, and the resources, if any, needed from the Ministry
including skill sets and timing.
References: Provide a list of 3-5 customer references customers (if available, focus on
government customers) who engaged the professional services of the Consultant or Firm and
permission for the Ministry to contact these references. The list should include the
following:-
1. Company name
2. Company website address
3. Contact name
4. Contact's title
5. Contact Information: Address, Telephone Number and Email
6. Description of project undertaken
7. Timeframe for the provision of services
8. Cost for consultancy services
Company Incorporation and Registration Documentation (if applicable): Provide
Certificate of Incorporation/Continuance/Registration, Notice of Registered Office, Notice of
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Directors, VAT Registration, BIR Clearance Certificate and NIS Compliance Certificate as
may be applicable to your company/firm.
Brochures and/or other literature: We welcome your responses to the specific requests
stated in the TOR and any additional input that you think would be beneficial which may be
included in the Appendix to the Technical Proposal.
(b) Financial Proposal
The Financial Proposal should provide a detail budget breakdown as follows:
Cost of achieving each deliverable as identified Section 4 above.
8. REQUEST FOR CLARIFICATION/FURTHER INFORMATION
Requests for additional information or clarification must be made in writing or email and may
be submitted up to Friday, September 5th, 2014, 12:00pm. The request must contain the
Consultant’s name, address, telephone number, facsimile number and e-mail address. E-mail
inquiries must include, at a minimum, the Consultant’s name, address, phone number,
facsimile number, and e-mail address.
The Ministry will issue responses to inquiries and any other corrections or amendments it
deems necessary in written addenda issued by Monday, September 8th, 2014. Consultants
should not rely on any statements or explanations other than those made in this RFP or in any
addendum to this RFP. Where there appears to be a conflict between this TOR and any addenda
issued, the last addendum issued will prevail.
Requests for clarification are to be addressed to:
Dr Moreiça Ortega
smarTT Consultant
Ministry of Science and Technology
Level 19, Tower D, International Waterfront Centre
No. 1A Wrightson Road
Port-of-Spain, Trinidad
West Indies.
Email: [email protected]
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9. LETTER OF INTENT TO BID
Proponents are required to submit a Letter of Intent to Bid in writing or via e-mail by
Thursday, September 4th, 2014, 4:30 p.m.
10. BID SUBMISSION REQUIREMENTS
Proponents are required to submit their Proposals in a CLEARLY MARKED sealed envelope
as instructed below:
Technical and Financial Proposal
The Proponent shall prepare one (1) original and five (5) copies of its Technical and Financial
Proposal, each marked original or copy of the documents comprising the Technical and
Financial Proposal. One (1) electronic copy on a Windows formatted CD-ROM must also be
submitted.
The documents shall be placed in an envelope marked:
Technical and Financial Proposal (name and address of Consultant should be printed on
the envelope)
Provision of Specialist Consultancy Services in Relation to the Implementation of the
National ICT Plan 2014-2018 (smarTT)
All Proposals are to be prominently marked with the envelope number, the full legal name and
return address of the Consultant, the date of submission of the Proposal Documents, as well as
the title of the RFP, which is as follows:
“Provision of Specialist Consultancy Services in Relation to the Implementation of the
National ICT Plan 2014-2018 (smarTT)”
Proposals must be delivered to the Registry Office of the Ministry of Science and Technology,
Level 19, Tower D, International Financial Centre, Port of Spain, Trinidad, West Indies, NO
LATER THAN Friday, September 12th, 2014, 2:00 p.m.
LATE submissions WILL NOT be accepted under any circumstances.
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11. ELIGIBILITY AND EVALUATION CRITERIA (EXAMPLE)
The Ministry of Science and Technology will evaluate the proposals submitted based on the
following criteria:-
Criteria
Weight
%
Overall Understanding of the Requirements
20
Approach and Work Plan
15
Qualifications, Experience, and References
35
Price/Fee
30
TOTAL
100
A contract will be awarded to the Consultant whose Proposal has been determined to be
substantially responsive to the technical requirements and specifications and who has offered the
quotation price that represents best value for money on a quality and cost basis. The price quoted
in the Proposal should be quoted in Trinidad and Tobago Dollars and reflect the amount to be paid
in Value Added Tax (if applicable).
12. EVALUATION AND CONTRACTING
Proposal Evaluation
All Proposals satisfying the requirements of this RFP will be evaluated to establish which of the
proponent best fulfils the needs of the Ministry of Science and Technology.
From the time Proposals are submitted to the time a contract is awarded, should any Consultant or
Firm wish to contact the Ministry on any matter related to its proposal; it should do so in writing
to the submission address listed in this RFP. Any effort by a Consultant or Firm to influence the
Ministry in its proposal evaluation may result in the rejection of the proposal of the particular
Consultant or Firm.
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Submitted Proposals will be evaluated by an Evaluation Committee. The results of which will be
submitted to the Permanent Secretary, Ministry of Science and Technology, with
recommendations for approval. The successful and unsuccessful proponent will be notified in
writing by the Ministry.
Negotiations
The Ministry reserves the right to negotiate from to point of evaluation onward to the award of a
contract. Negotiations will be conducted at:
Ministry of Science and Technology
Level 19, Tower D, International Waterfront Centre
No. 1A Wrightson Road
Port of Spain, Trinidad
West Indies.
Contract
A contract will be prepared in accordance with the relevant terms and conditions of Contract
established by the Ministry of Science and Technology and, upon agreement, shall be executed
between the Parties.
13. TERMS AND CONDITIONS
Response Preparation Costs
Any costs incurred by the Consultant or Firm in preparing or submitting responses are the
proponent’s responsibility. The Ministry will not reimburse any Consultant or Firm for any costs
incurred in connection with this RFP.
Use of Information
The information contained in this RFP is not to be used for any other purpose than in responding
to this RFP.
Right to Accept or to Reject Any or All Proposals
The Ministry of Science and Technology reserves the right to accept or reject any proposal, and to
annul the tendering process and reject all proposals at any time prior to an award of contract,
without thereby incurring any liability to the affected Consultant or Firm.
Confidentiality
Information relating to evaluation of proposals and recommendations concerning the award of a
contract shall not be disclosed to proponents who have submitted proposals or other persons not
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officially concerned with the process, until the successful proponent has been notified of the award
of the contract.
Commencement and Delivery
The selected Consultant or Firm will be expected to commence the engagement on a date that has
been mutually agreed upon by the Consultant and the Ministry.
Currency
The Proposal must list all applicable costs in Trinidad and Tobago dollars ($TT), solely. The
proposal shall be inclusive of Value Added Tax and any other taxes payable as part of the Total
Contract Sum.
14. CONCLUSION
We welcome your responses to the specific requests stated in this RFP and any additional input
that you think would be beneficial. We would like to thank you for assisting us in this effort.
