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(EoI)- Consultancy services for the Feasibility study for an Automated command and control System to Monitor and Control grain Storage Warehouse Facilities

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 Expression of Interest (EoI) Consultancy services for the feasibility study for an automated command and control system to monitor and control grain storage warehouse facilities.

EOI number 83390579

0. Introduction

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology). The GIZ project "Digital Solutions for Sustainable Development" (DSSD) has a mandate to advise Rwandan institutions on the implementation of the Smart Rwanda Master Plan (2016-2020) and its priority projects. The project also aims to promote the development of digital solutions in collaboration with sector ministries, local and international private companies, research institutions and civil society. 

The Digital Solutions for Sustainable Development project entered a new phase in 2021. In addition to digital solutions that are being developed together with the Rwandan partner authorities, more vulnerable groups such as the rural population, women and people with disabilities are to be involved in the digital transformation in line with the approach Leave no one behind.  One of the project objectives is designed to develop initiatives to promote digital participation in collaboration between public and private stakeholders. The assumption here is that digital skills, combined with target-group-specific digital services, will enable a large proportion of the population to be part of the digital transformation and use these services. To reach the target groups effectively, use leveraging effects and develop user-centric services, stronger cooperation between public and private actors is being promoted. This will contribute to develop and offer services in a systematic and coordinated manner.

1.Context

Grain losses are current and an urgent challenge. Smallholder farmers suffer most because they are most vulnerable to variations in climate, changes in rainfall, emerging seasonal and temperature shifts, as well as other chocks that can destroy food supplies such as extreme weather conditions or the recent Covid-19 pandemic.

Grain losses occur both as physical losses (weight and quality) suffered during postharvest handling operations and the loss of opportunity because of producers being unable to access markets or only lower value markets due to, for example, sub-standard quality grain.

Grain losses are one of the greatest sources of inefficiency in agricultural production. Reports shows that the current losses for key commodities amount to about 30% of harvested products, but these losses are likely to increase given the country ‘s reliance on rain fed agriculture and its vulnerability to climate change. Apart from the negative effects to food availability and nutrition security, grain losses also exacerbate the already fragile poverty ridden rural economies by eroding income generation along the food value chain and therefore affecting the sustainability of food and nutrition security programs.

Therefore, proper intervention to reduce grain losses can have a tremendous positive impact in reducing food insecurity. In addition, reducing grain losses is expected to generate additional income and off-farm employment in activities such as product storing, processing, packaging, and marketing. However, at present existing post-harvest handling technologies and infrastructure (harvesting, cleaning, drying, and storing) developed for the traditional cropping practices is insufficient for the present and future volumes of production.

2.  Rationale/Objective

The ministry of Agriculture (MINAGRI) needs to improve and/or upgrade existing grain storage warehouses to ensure these facilities can provide safe storage conditions and to maintain the quality of stored product and prevent loss. Recent technological advancements such as internet of things (IoT) have made it possible to develop control and command systems that can monitor vital parameters that affect grain quality during storage and communicate the status for proper management.  The parameters include grain temperature, moisture content, gas concentration, weather conditions. The system can also integrate IP-cameras to remotely monitor the physical condition of the Silos/warehouse as well as automated weighbridge systems. The Ministry, therefore, needs to equip each Grain Storage facility with an intelligent/automated control and command system that can control and monitor the grain storage facilities with the aim to lower operating costs, reduce the overall cost of pest control application, avoid excessive usage of chemicals, and avoid excess labour cost.

By integrating live sensor readings with business data, such as silo/warehouse content and delivery schedules, as well as external factors such as weather, it is possible to give MINAGRI and its stakeholders a second-by-second view of the entire operation. By providing the most relevant information, in a timely and actionable manner, this IoT infrastructure and its dashboard empowers the associated user to concentrate on the value-add part rather than spend the bulk of the time trying to collect and process the right data.

The purpose of this assignment is to have a competent Consulting Firm or Consultant that has vast experience in IoT Product Development and Hardware Designer, and Systems and software life cycle engineering needed for the initial stages of the development of an automated Grain Storage control system (granary control and command system using IoT) that features sensors (humidity, moisture, temperature, aflatoxins detection), IP-cameras, automated weighbridges, ventilation systems backed up with temperature controls.

The system to be designed will give MINAGRI the ability to monitor and control gain storage warehouse facilities and get real-time status about the safety conditions and quality of stored products.

3.Tasks to be performed by the contractor

The contractor is required to plan, organize, and facilitate the initial phase that will guide the development and deployment of the intelligent silo & warehouse management system.

The initial phase will include a detailed assessment of existing grain storage warehouse, detailed architecture and design requirements for the command-and-control system, a high-level & low-level requirements document, as well as business process mapping to further guide the development of the system. As well as a feasibility study of all warehouses identified by MINAGRI to identify which ones can host such a system.

Work package 1: Business process mapping & integration architecture

  • The contractor will ensure to work with MINAGRI and its partners’ users and management, to analyse the current business processes and desired improvements which should be complete and fully documented as the foundation of the system design and present the “system design document” to MINAGRI management and its key stakeholders.
  • The consultant should develop a high standard documentation of all business processes defined by MINAGRI designed in BPMN with actors, systems, and activities.
  • The design document should clearly address how the system will help to achieve the primary objectives set out in Chapter.2.
  • The contractor should make recommendations ranging from reporting advice to add-on product suggestions, by leveraging their expertise to improve system efficiency.
  • In a systematic and holistic way, the consultant should determine functional and non-functional requirements and features of the system to be built. And should match to the process documents.
  • The contractor should develop a detailed integration architecture that will enable loose coupling with other systems I.e., the MINAGRI MIS and/or GBIS. And develop a comprehensive knowledge transfer plan to ensure the efficient handover of the Integrated architecture document and process mapping tools to MINAGRI and its key stakeholders.

Work package 2: A feasibility study

  • The Contractor should carry out a detailed assessment of the existing Grain storage warehouse facilities (identified by MINAGRI) against the possibility to deploy a data storage command and control system. The detailed study should show the current state of the warehouses as-is vs what they could look like with such a system and recommend any modifications to those that don’t meet the standards already.
  • The contractor should ascertain the feasibility to deploy a control system with existing warehouses and recommendations on key technical aspects such as technical requirements, sensors and data feeds identification and assessment, operational model, and long-term sustainability.
  • Provide an estimate of all associated cost for acquiring and setting up the command-and-control system.

Work package 3: Prepare TOR for the tender of development and Implementation

  • The contractor should prepare quality assured ToR documents for the development and implementation tender based on the RISA standard format.
  • The consultant should define the scope of the iterations based on prioritization and dependencies.

Work package 4: Reporting

  • The following reports will be submitted by the contractor:
    1. Inception report: This report shall be given two (2) weeks after the commencement of the assignment detailing but not limited to the approach and methodology, proposed work plan for undertaking the assignment, and implementation timeline scheduling of the assignment.
    2. Weekly progress reports: This report shall constitute a summary of the accomplished work and shall reveal in detail achieved milestones and the work plan for the coming week. The report shall also identify the problems encountered during the implementation of the previous week’s activities and the suggested measures and needed help from RISA & MINAGRI team to facilitate the next week’s work. This report should be submitted on a weekly basis.
    3. Draft and final Reports: This report will elaborate all activities undertaken during assignment execution including all project documentation. This will include all the integration architecture and business process mapping documentation, feasibility report and manuals, with the latter including feedback from all MINAGRI stakeholders. As well as the final ToRs for the development and implementation of the system.

4.  Expected Deliverables

The following deliverables shall be delivered to the Client:

  • Deliverable 1: Inception report detailing that the Consultant understanding of the assignment and the methodology to be employed to complete the assignment; roadmap with specific, clear, and detailed milestones with their respective implementation, deployment timelines to ensure timely system delivery.
  • Deliverable 2: Produce the detailed Integration Architecture, module and system integration architecture, system hierarchy/level diagram, system & user manuals, and system entity relationship diagram and/or any other system-related documentation.
  • Deliverable 3: Develop a High-level and low-level requirements document that will include functional and non-function requirements. system architecture, module and system integration architecture, system hierarchy/level diagram, system & user manuals, and system entity-relationship diagram of the proposed system or any other system related documentation. This document will provide a detailed description of how the system will look like and work to guide implementation. The document should include user interfaces and a domain models.
  • Deliverable 4Produce the detailed feasibility study, of all warehouses identified by MINAGRI to identify which ones can accommodate such a system and recommend any modifications to those that don’t meet the standards already, and/or any other related documentation. As elaborated in work package 2
  • Deliverable 5: Develop Terms of Reference that will guide the development and implementation phase of the system.
  • Deliverable 6: Produce a final detailed report at the completion of the assignment that includes all achieved milestones, challenges faced, and mitigation strategies used and recommendation that can guide future similar assignments.

Certain milestones, as laid out in the table below, are to be achieved by certain dates during the contract term:

Milestone

Deadline

Inception report detailing work plan

Week 2 after contract signing

Business process mapping & integration architecture

Week 6 after contract signing

Feasibility study

Week 8 after contract signing

Prepare TOR for the tender of development and Implementation  

Week 11 after contract signing

Final reports and ToR validation

Week 12 after contract signing

 

Estimated expert days (up to)

Team leader/Project manager

Up to 90 expert days

Expert 1: Technical Architect

Up to 90 expert days

Expert 2: IOT and Granary systems expert

Up to 90 expert days

The selected Consulting Firm must carry out the project within three (3) months from the project start date.

Period of assignment: From 04.10.2021 until 28.02.2022.

5. Concept

In the offer, the contractor is required to show how the objectives defined in Chapter 2 are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept). In addition, the contractor must describe the project management system for service provision. This should also include a contingency concept if the timeline of the development of the system changes due to the Coronavirus Pandemic.

6.Technical-methodological concept

The contractor is required to consider the tasks to be performed with reference to the objectives of the services put out to perform (see Chapter 3). Following this, the contractor presents and justifies the strategy with which it intends to provide the services for which it is responsible (see Chapter 4).

The contractor is required to present the actors relevant for the services for which it is responsible and describe the cooperation with them. Experts in the field of business systems development.

The contractor is required to present and explain its approach to steering the measures with the project partners.

The contractor is required to describe the key processes for the services for which it is responsible and create a schedule (project plan) that describes how the services according to Chapters 3&4 are to be provided. In particular, the contractor is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors in accordance with Chapters 2 & 3.

  1.  Personnel concept

The contractor is required to provide personnel who are suited to filling the positions described, based on their CVs (see Chapter 7), the range of tasks involved and the required qualifications.

The Consulting Firm or Consultants must have professional experience in IT Business analysis and granary management systems using IoT especially in Rwanda or the eastern Africa region.

The below specified qualifications & supporting documents represent the requirements to reach the maximum number of points.

Required supporting documents

The consultant/consulting Firm’s profile and CV of an Expert(s) highlighting list of services offered and specific references of similar assignments

Team Leader/Project manager

Experience & Technical expertise

  • Proven experience in architecting and/or developing high quality, robust Enterprise Applications and granary management information systems using IoT.
  • Proven Experience in conceptualization management information systems using IoT.
  • Proven Experience in Business Process Model and Notation
  • Should have hands-on experience in implementing IT projects, managing teams, and delivering IT projects on schedule. Personnel management, identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting local and international short-term experts
  • Experience with regular reporting in accordance with deadlines.
  • Proven experience in IoT based development
  • Proven experience in business process modeling & in the development of use case
  • Proficient in state-of-the-art application/database layer instruction /prevention technology etc.

Qualifications of the Expert(s)

  •  in Computer science, IT, IoT embedded Systems, Systems engineering or any other related IT industry Certifications with at least 10years of experience.
  • Completion of similar projects of documenting business process, developing requirements and system design and architecture documents.
  • Experience of designing and implementing granary management systems using IoT
  • Project management skills
  • Communication skills

Technical architect

Experience & Technical expertise

  • Proven Experience in conceptualization and solution for implementing command center solutions and video Wall applications
  • Proven experience in business process modeling & in the development of use case
  • Proficient in state-of-the-art application/database layer instruction /prevention technology

Qualifications of the Consultant(s)

  • Master’s Degree university degree in IT, Computer Science/Information Technology, or related field.
  • Bachelor’s degree in software engineering/computer science/information technology with over 5 years of experience.
  • Excellent business language skills in English and Kinyarwanda
  • 5 years Proven experience in system architecture and/or developing high quality, robust Enterprise Applications involving complete SDLC.

IOT Expert

Experience & Technical expertise

  • Proven experience in architecting and/or developing high quality, robust Enterprise Applications and granary management information systems using IoT.
  • Proven Experience in conceptualization management information systems using IoT.
  • Proven experience in IoT based development.

Qualifications of the Consultant(s)

  • in Computer science, IT, IoT embedded Systems, Systems engineering or any other related IT industry Certifications with at least 5years of experience.
  • Completion of similar projects of documenting business process, developing requirements and system design and architecture documents.
  • Experience of designing and implementing software for Agriculture

7. Submission of your EoI

EoI will be evaluated based on the following criteria:

  • Company or individual profile,
  • Relevant experience,
  • Company strategies to assure agility, flexibility, and responsiveness,
  • Personnel and,
  • Financial offer.

The EoI should contain the following:

For Technical Proposal:

  • A Cover letter expressing interest in this assignment;
  • Technical Proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed clear methodology, on how will be your approach and complete the assignment.

The structure of the offer must correspond to the structure of the EoI. In particular, the detailed structure of the EoI (Chapter 4 work). It should be formatted, font type ARIAL, fond size 11, and should be clearly formulated. The offer should be drawn up in English language.

  • The CV of the personnel proposed in accordance with Chapters 4 & 6 of the EoI of the EoI must clearly show the position and job of the proposed person held in the reference project and for how long. CVs shall not exceed 4 pages
  • References and recommendations of similar works executed in Rwanda or elsewhere outside of Rwanda.
  • Company registration certificate (RDB)
  • VAT registration certificate if available
  • Latest tax clearance certificate

For the Financial Proposal: 

The Financial Proposal indicates the all-inclusive total contract price, supported by a breakdown of all costs. The cost must be in RWF and VAT excluded.

Please submit electronically your EoI (technical & Financial offer)  in 2 separated PDF files  to this email: RW_Quotation@giz.de until the latest Wednesday 22 September 2021  

 Please you must write in your email subject this sentence:

EOI number 83390579 - submission of technical& financial offer,

without this sentence, your offer may not be considered

 

Hard copies are not allowed this time

GIZ reserves all rights

 

8.   List of abbreviations

 

AVB                     General Terms and Conditions of Contract (AVB) for supplying services and work 2021

BMZ                     German Federal Ministry for Economic Cooperation and Development

DSSD                  Digital Solutions for Sustainable Development

MINAGRI             Ministry of Agriculture

GIZ                      Deutsche Gesellschaft für Internationale Zusammenarbeit 

SDG                    Sustainable Development Goals

ToR                      Terms of Reference

MIS                      Management Information System

IoT                       Internet of Things

GBIS                    Government Business Intelligence Solution

BPMN                  Business Process Mapping and Notation.