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Overview

Consultancy Services for the Enhancement of the Climate and Disaster Exposure Database (ClimEx.db) for the Project Areas under the Resilience and Preparedness toward Inclusive Development (RAPID) Program

Project Title:  Project Climate Twin Phoenix- Resilience and Preparedness towards Inclusive Development

Project Description:

The Climate and Disaster Exposure Database (ClimEx.db) is a set of software and accompanying user protocols that enable users to collect, organize, and manage data required to assess risks and exposure of households, buildings, and production areas to natural hazards.

It includes (1) a mobile surveying tool to collect data, and (2) a server to upload and store collected data. The mobile surveying tool is a custom-made application (app) installed in an Android tablet, and is used for setting up data capture, utilizing the map interface, marking survey points, capture information on households, buildings, and production areas, export of survey data and import of offline map data. The server functions as the database and is also used for generating waypoints through predefined GPS coordinates, for validating collected data from the mobile app, for tracking survey progress, and includes a map interface for data and waypoint reviewing.

In previous implementation of ClimEx.db in the areas affected by typhoons Sendong and Pablo, the collection of data involves field surveys conducted through direct-questionnaire interviews, taking of photographs, and capture of geographic coordinates from the GPS or maps built into the app. Three types of surveys was conducted: household survey, building survey, and production area survey. The survey was undertaken with the supervision and coordination of the LGU planning office and/or the partner academic institution. A User’s Manual as well as a Technical Manual has been developed to guide the survey personnel and future users of the database.

The implementation of ClimEx.db underwent the following phases of development: conceptual and logical design, development and implementation (programming), and installation and testing. Trainings and orientation of surveyors and database managers was conducted to guide users on the implementation, installation, maintenance, and operation of the ClimEx.db and on the actual conduct of a field survey in target sites.

The existing ClimEx.db has three platforms: 1) Survey Application to gather data; 2) Desktop Application to temporarily host the gathered data; and 3) Data Server to compile and post-process all the gathered data.

The purpose of this assignment is to implement an improved process of conducting household surveys in the target areas of RAPID through an upgrading of the current ClimEx.db design: to introduce enhancements in the set of software and accompanying user protocols, as well as to accommodate additional data to be collected, e.g., data requirements for natural resource assessments.

Scope of Work

The Climate Change Commission (CCC) is in need of the services of a qualified Program and Database System Consultant for the upgrading and enhancement of the ClimEx.db for RAPID. Specifically, the Consultant is expected to work on the following:

Develop the enhanced ClimEx.db system with but not limited to the succeeding features. The developer may opt to build on the existing ClimEx.db app or redevelop a new system. The development process should include prototyping and testing before developing the actual system; and improvement based on the feedback and comments of and finalization after the first batch of survey. The enhanced ClimEx.db system will (at least) have the following platforms and features;

1.1.  ClimEx.db Survey Application

Design of user interface

• User-friendly interface (intuitive even to first time users)
• Interactive map interface for data and way point reviewing*

 System compatibility

• operates in Android devices, Ice Cream Sandwich (API Level 14) and up
• import maps and way-points from the pre-survey activity*
• sync capability with the data server/desktop app and its data modifications (added survey questions/items)

 Survey logic system

• optimized survey questions based on the respective needs of the end users**
• appropriately designed question type and styles (e.g. drop down, grids, single response, multiple response, time, date, open ended, free-text and semantic scales)
• question routing or skip logic (show/hide questions depending on the previous answers)
• in-survey calculations
• adding supplementary textboxes as needed in the survey answers
• integrated reference materials (e.g. user’s manual, PSIC and PSOC)within the system
• option for hiding set/s of survey questions
• auto-save capability at key stages of the interview
• linkable survey items on household, building and production

 Data management

• complete security model support:
• integrated with comprehensive data validation mechanism through response specific validation checks (e.g. quantity or date range) and alerts
• adding survey items/questions as needed by the end users
• editing survey questions as needed by the end users
• online and offline data upload to the desktop app or server
• importing selected data from desktop app or server that may be relevant to the surveys to be done
• data linkage of survey items on household, building and production

Other features

• manual GPS location capture
• integrated camera function with features that adjust photo resolutions and enable element-reference images during interview
• per surveyor quota management

1.2.  ClimEx.db Data Server

 Design of user interface

• user friendly interface
• interactive map interface for data and way point reviewing

 System compatibility

• operates in desktop computers
• import maps and way-points from the pre-survey activity*
• sync capability with the survey app and its data modifications (added survey questions/items)

 Data management

• accepts and stores data from the survey app easily
• GIS-ready data for export to GIS software
• complete security model support: secured login, users, groups and permissions on all objects
• export results to spreadsheets (MS Excel) and document files (MS Word)
• inventory tracking, progress monitoring and summary reports production
• adding and editing survey items/questions as needed by the end users
• generate reports based on pre-defined database queries. This includes generating graphs and other applicable visual representations.
• importing csv data from existing and other data sources. e.g. from Mobile based Community Based Monitoring System (CBMS).

 1.3.  ClimEx.db Desktop Application will (at least) have the same features as the ClimEx.db Data Server. In addition, this platform should be able to upload data to the ClimEx.db Data Server.

2.  Develop methodology on how to integrate and import CBMS data to ClimEx.db system. In addition, the processed csv file of the existing CBMS data will be provided for integration and import to the ClimEx.db system;

3.  Install and set-up the ClimEx.db system to the android tablets and windows computer;

4.  Provide training and technical support to identified project implementation partners and end users;

 5.  Update or formulate the (a) User’s Manual, (b) Technical Reference Manual, (c) Documentation of the Schema, and (d) Training Manual; and

 6.  Design an IT infrastructure for climate and disaster risk knowledge management and analytics portal.

 Expected Outputs and Deliverables

1.  Development of the training version of the enhanced ClimEx.db System

•  Prototype development
•  Testing of the training version through actual field survey
•  Development of the user’s and training manuals

2.  Development of the survey version of the enhanced ClimEx.db System

•   Training of the survey team
•    Development of the survey version
•    Technical support on the first batch of the survey

3.  Development of the final version of the enhanced ClimEx.db System

•    Development of the final version
•    Development of the technical reference manual and documentation of the Schema

Development of an IT infrastructure design for climate and disaster risk knowledge management and analytics portal

•    Development of an IT infrastructure design for climate and disaster risk knowledge management and analytics portal

 Institutional Arrangement

For the duration of the contract, the Consultant will report to the Project Manager, and shall work in close coordination with the Project Management Unit, identified Responsible Partners and Local Government Units.

The cost of the contract shall cover services rendered only, travel costs and necessarily expense at the project sites will be covered by the project.

Duration of the Work

 The Consultant shall be engaged for six (6) months commencing from the effectivity of the contract.

 Duty Station

 Metro Manila.  The position is Manila-based for accessibility and availability to allow for discussions/reporting on progress of activities as may be required by the Climate Change Commission – Climate Change Office (CCC - CCO) or UNDP.  Domestic travel will be required in some phase of the engagement.

The Consultant will not be required to report to office regularly but status report on the outputs shall be expected from time to time.

Qualifications

The minimum qualifications of the Consultant are as follows:

• Educational qualification: Graduate of any engineering or technology degree with courses taken in programming and software development
• Experience: must have at least 2 years experience in developing mobile applications and database server for Android operating system and desktop computer, respectively. Applicant must show demo/prototype of previous apps developed.
• Demonstrated capability in implementing the app based on a predefined database design, standard and specification.
• Operating knowledge in GIS software.
• Knowledge in the survey process.

 Schedule of Payments

 The indicative payment scheme is as follows:

•  20% upon submission and acceptance of an inception report
• 25% upon submission and approval of a training version of the enhanced ClimEx.db system
• 15% upon submission and approval of a survey version of the enhanced ClimEx.db system, including its user’s and training manual
• 10% upon submission and approval of an IT infrastructure design for climate and disaster risk knowledge management and analytics portal
• 10% upon submission and approval of a final version of the enhanced ClimEx.db system
• 20% upon submission and acceptance of the completion report including the final manuals, reference materials and development documentation

 Recommended Presentation of Offer

 Interested applicants should forward the following:

•  Personal CV;
• Covering Letter with a brief description of why the individual considers him/her as the most suitable; and
• Financial Proposal using the attached template.

Prior to submission of proposal, you may opt to look at the existing ClimEx.db system at the Climate Change Office, located at the IKM Room, Little President Learning Palace Building, JP Laurel St., Malacañang Compound, San Miguel, Manila. Please inform the UNDP Procurement Team at least 3 days in advance to coordinate with the project team your proposed visit.  The UNDP Focal Person for this project is Jennette Montebon and you can reach her through telephone +63 2 9010272 or email jennette.montebon@undp.org.           

Criteria for Selection of the Best Offer

The offeror will be rated based on the following criteria:

1. Educational Background – 30%
2. Work Experience – 40%
3. Financial Proposal – 30%

Kindly send your financial proposal, together with your CV, no later than 26 February 2016 to the address below: 

The Procurement Team

United Nations Development Programme

30th Floor, Yuchengco Tower, RCBC Plaza, 6819 Ayala Avenue corner Senator Gil Puyat Avenue, Makati City

procurement.ph@undp.org/jennette.montebon@undp.org