PEOPLE’S
COMMITTEE
CAN THO CITY
Project “Strengthening the Impact of PAR in Can
Tho city”
TERMS OF REFERENCE
For national consultants to support Can Tho city in orientation and recommendations for
requirements of contents and technical functions to complete public administrative
service at 3rd level in departments, divisions and districts in Can Tho city
1. BACKGROUND
Component 2 "Quality of public administrative service delivery for people and
organizations at the local levels through OSS, IAOSS has been fundamentally improved" has two
main activities:
(i) Implementation of online public administrative service at 3rd level in some departments,
divisions and People's Committees of districts.
(ii) Specialized software supporting the operation of OSS/IAOSS at district and commune
level is developed, tested and completed to be handed over for local use.
Till August/2013, most of departments, divisions and districts have implemented OSS
software from 2 producers: the Center of software technology of Can Tho university (for
departments) and FPT Software Solution Company (for districts)
In 2013, PMU of project “Strengthening the Impact of PAR in Can Tho city” has
conducted two surveys:
 The preliminary assessment survey on the current situation of online public service
implementation at 3rd level in some departments, districts (March/2013).
 The broad scope assessment survey on the current situation of the software currently applied in
the units of the receipt and dispatch of departments, divisions, districts (August/2013)
As a result, the 02 surveys show that at present municipal departments, divisions and
agencies are piloting online public administrative software at 3rd level developed by Center of
software technology – Can Tho university. People’s Committee in districts have not yet
implemented online public administrative software at 3rd level. The results of the broad scope
survey have measured the readiness for application and development of IT-Communications of all
29 departments, divisions and districts in Can Tho city.
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To combine the Project activities with online public administrative service development
activities at 3rd level which municipal departments, divisions have implemented, and to make use of
resources and promote maximum the practical effectiveness of the project, in Quarter IV/2013,
PMU will recruit consultants to implement those specific tasks as following:
(i) Reviewing the operation of online public administrative service at 3rd level of the city,
recommending supports for specialized and technical activities to complete online public
administrative service at 3rd level applied in departments, divisions.
(ii)Proposing requirements on contents and techniques to develop online public
administrative service at district level; contributing to complete IAOSS system and online public
service from the municipal level to commune level.
2. OBJECTIVES:
02 recruited consultants, whose qualifications and competency in PAR and IT are good enough
to effectively support PMU to propose specifically supporting activities for specialized and technical
activities to complete online public administrative service at 3rd level at departments, district level.
Besides, these 02 consultants propose for recommendations on technique and content requirements to
build up online public administrative service at district and commune level; contributing to complete
IAOSS system and online public administrative service from municipal level to commune level.
3. METHODOLGY:
a) The consultants study the Project Documents, 02 assessment reports of 02 preliminary
surveys (March/2013) and the broad-scope survey (August/2013) on current situation of
implementation of online public administrative service at 3rd level
b) Researching and studying the online public administrative service at 3rd level which is
currently applied in some localities to found a basis for the selection of appropriate administrative
procedures.
c) Proposing criteria for selecting piloted People’s Committees at district level where
online public administrative service at 3rd level is applicable. Working with leaders and OSS units
of People’s Committees at district level where online public administrative service at 3rd level is
applicable to propose piloted units and in each piloted unit, administrative procedures which are
possible to be implemented in form of online administrative service at 3rd level are seleted.
d) Collecting opinions of staff who are in charge of documents receipt and dispatch at OSS
units and staff who are in charge of solving files at departments and divisions on requirements of
contents and techniques of software for public administrative service delivery at 3rd level.
e) Researching e-government models which are implemented in Vietnam and other
countries, studying and analyzing core issues of e-government software, researching and assessing
on technology solutions to give recommendations for implementation models, systematic
architecture, appropriate solutions for each problem closely related to Can Tho current situation.
2
f) Researching and evaluating the opening source software solutions which ate applied for
software systems of e-government, comparing to the equivalent commercial solutions to propose
suitable options.
g) On the basis of the above information, proposing models for implementation, the steps
and the implementation phases. Simultaneously, specifying the requirements for contents and
techniques of software serving for public administrative service delivery at 3rd level of piloted
administrative procedures in piloted units.
h) Organizing workshops to collect comments from the Department of Information and
Communications, e-government software providers, the piloted units and specially, experiencesharing from the localities where the online public administrative service at 3rd level were
successfully implemented.
i) Writing terms of reference (TOR) for a bidding package of writing a softwarefor public
administrative service delivery at 3rd level, in consistent with Department of Information and
Communications on the implementation model, software architecture , the contents should be
implemented to be suitable for the orientation of information technology development of the whole
city.
j) Writing terms of reference (TOR) for selection of national consultants monitoring the
implementation of the mentioned bidding package.
4. EXPECTED OUTCOMES
a) A proposal of the implementation model, software architecture, core issues of egovernment software system and correspondent solutions.
b) A proposal of the orientation and software solutions which will be applied
c) A document of identification of requirements for contents and technology of a software
for public administrative services delivery at 3rd level of piloted administrative procedures in
piloted units.
d) A proposal of contents to develop and completthe software of public administrative
service delivery at 3rd level currently applied in departments.
e) Terms of reference (TOR) for a biding package for writing a software for public
administrative service delivery at 3rd level at district level.
f) Terms of reference (TOR) for selection of national consultants to monitor the
implementation of the mentioned biding package.
5. REQUIREMENTS FOR EXPECTED OUTCOMES
a) A proposal of an implementation model, software architecture, core issues of egovernment software system and correspondent solutions
3
Through the results and analysis of current situation as well as in reference to mutual
models and solutions for e-government which is applied in Vietnam and in other countries, the
report should describe specifically , in detailed , truthful and complete about :
 Technology trends in e-government
 Typical characteristics in e-government implementation in Vietnam
 Core issues of e-government software system
 Main functions and related technology solutions
 Recommendation of appropriate system architecture
 Analysis of advantages and disadvantages of the implemented models
 Briefly evaluation of what has been achieved and what has not, advantages and
disadvantages, factors , key issues , key points need to be noticed as practically
implementing public administrative services in departments. Drafting orientation of
solutions, improving current limitations;
b) A document identifying the requirements for contents and technology of software for
public administrative service delivery at 3rd level of piloted administrative procedures in piloted
units has to meet those following requirements:
 Reasons of the selection of the piloted administrative procedures in piloted units
 Requirements on contents and technology
 Transfer method
 Conditions of warranty
Some following requirements of software need to be specially noticed:
 Large number of users
 Connection and linkage with other software systems
 Compatible with different technological backgrounds
 Open design
 Easily developed continually by the 3rd partner
 Be appropriate with regulations, standards of information safety and security
c) Terms of reference (TOR) for bidding package writing software for public administrative
service delivery at 3rd level have to meet the following requirements:
 Presenting clearly, specifically on the background, expected outcomes, requirements for
complete outcomes, methodology of implementation, working plan, expected budget;
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 Presenting requirements on standards, conditions, qualifications, experience of doing similar
bidding packages from software providers
 Transfer method, conditions of warranty
d) A proposal of contents to develop and complete the public administrative software at 3rd
level currently applied has to meet the following requirements:
- Overcoming drawbacks of current software;
- Being appropriate with current IT infrastructure of the city;
- Satisfying compatible ability and connecting with current software as well as new
software developed in the future.
e) TOR on recruiting national consultants monitoring the implementation of the bidding
package writing software for public administrative service delivery at 3rd level has to meet the
following requirements:
 Presenting clearly, specifically on the background, expected outcomes, requirements for
complete outcomes, methodology of implementation, working plan, expected budget;
 Presenting requirements of standards, conditions, number of consultants to be recruited,
working contents, qualifications, expected outcomes for recruiting consultants in the next
quarter; Requirements on the experience, competency, qualifications of the consultants need
to be specific and appropriate with duties of activities
6. IMPLEMENTATION PLAN
No.
1
Activities
Expected outcomes
Studying the Project Documents; selecting typical localities for
study tours
1.1
Studying the Project Documents,
02 assessment reports of 02
preliminary surveys(March/2013)
and the broad-scope survey
(August/2013) on the current
situation of implementation of
online public administrative service
at 3rd level
1.2
Selecting typical localities and
being in charge of contents of
surveys, study tours, experience
sharing in implementation of online
Timeli
ne
Rate of
comple
teness
Implement
ation
responsibili
ty
Novem
ber
30%
Consultant
1, 2
Consultant
1, 2
- A proposal of choosing
which localities to study,
share experience
- A report on survey result,
5
Consultant
1, 2
public administrative service at 3rd
level
on study tours in
implementation of online
public administrative
service at 3rd level in
localities
Novem
ber
2
Field trips in units (Appendix 1)
2.1
Conducting surveys in district
People ‘s Committees proposed to
be piloted for evaluation and
selection of administrative
procedures which are possibly
implemented in form of online
public administrative service at 3rd
level
Working
record
documents
- Lists of administrative
procedures proposed to be
piloted in form of online
public
administrative
rd
service at 3 level
2.2
Conducting surveys at departments,
divisions, units level to learn,
evaluate the current functions,
verifying the limitations of the
software currently applied to
propose recommendations,
development for completing.
Working
record
documents
- A proposal of contents to
develop and complete the
software at department level
3
Studying the e-government models being implemented in
Vietnam and other countries; surveying and assessing on usage
needs and proposing contents and technology
recommendations for public administrative service at 3rd level
at district level and functions and contents to develop and
complete the software of public administrative service at 3rd
level at department level
3.1
Studying, analyzing core issues of
e-government software, studying
and evaluating technical solutions
to propose implementation models ,
system architecture, appropriate
solutions for each issue, being
suitable for current situation of Can
Tho IT infrastructure
A
proposal
of
implementation
models,
software architecture, core
issues of e-government
software
system
and
correspondent solutions
3.2
Surveying, assessing on usage - A Drafted identification
needs, conducting an identification document of requirements
document of requirements on
on contents and technology
contents and technology of
of software for public
6
10%
Consultant
1, 2
Consultant
1, 2
Novem
ber
10%
Consultant
1, 2
Consultant
1, 2
software for public administrative
service delivery at 3rd level at
district
level
of
piloted
administrative procedures in piloted
units at district level and a Proposal
of contents to develop and
complete the
currently applied
software of public administrative
service at 3rd level at department
level
administrative service
delivery at 3rd level of
piloted administrative
procedures in piloted units
4
Organizing workshops to collect
comments from piloted units on
the
drafted
identification
document of requirements on
contents and technology of
software
and
the
drafted
proposal on contents to develop
and complete the software of
public administrative service at
3rd level at department level
(Submitting TOR later)
- An identification document
of requirements on contents
and technology of software
at district level (completed
document
after
being
commented)
-A proposal on contents to
develop and complete the
software of public
administrative service at 3rd
level at department level
(completed document after
being commented)
5
Conducting Terms of reference
6
- A Drafted proposal on
contents to develop and
comlete
the
currently
applied software of public
administrative service at 3rd
level at department level
Decem
ber
10%
Consultant
1, 2
20%
Consultant
1, 2
Terms of reference (TOR) for a A drafted TOR
bidding package writing a software
for public administrative service
delivery at 3rd level at district and
developing software for public
administrative
service
at
department level
Consultant
1, 2
Terms of reference (TOR) for A drafted TOR
selecting consultants to monitor the
implementation of the mentioned
bidding package
Consultant
1, 2
Organizing a workshop on - Working record
appraising, collecting comments documents
on the consultants’ outcomes
- Terms of reference (TOR)
for bidding package writing
a software for public
administrative
service
7
Decem
ber
20%
Consultant
1,2, PMU
delivery at 3rd level at
district level and developing
the software for public
administrative service at 3rd
level at departments level
(completed)
- Terms of reference (TOR)
to select experts monitoring
the implementation of the
mentioned bidding package
(completed)
Total
100%
7. WORKING PLACE AND DURATION
- Working place: Can Tho city and other places as requested by the project
- Duration: from November, 2013 to December, 2013 (working days does not exceed 30
days)
8. MAIN RESPONSIBILITIES OF CONSULTANTS
A group of consultants includes 02 people, directly implement these following tasks:
a) Consultant 1: Consultant on IT, especially in software architecture and software
solutions (Group leader)
 Coordinating with consultant 2 and other stakeholders to conduct the survey, the
evaluation on current situation of software application in the receipt and dispatch units
of departments, divisions, and districts;
 Coordinating with consultant 2 to participate in workshops to collect comments, in
meetings with other stakeholders such as Department of Information and
Communications, writing software units, etc in the field of IT;
 Studying national and international documents in the field of e-government software;
 Analyzing typical characteristics of Vietnam e-government, identifying core issues of egovernment software system, studying and proposing implementation models, software
architecture and appropriate technology solutions;
 Coordinating with consultant 2 to conduct TOR for experts in the next quarter, selected
through a bidding procedure. These consultants will propose requirements on contents
and technology of software for public administrative service delivery at 3rd level;
 Conducting specialized reports, synthesizing comments related to the surveys. Being
responsible for contacting with parties involved in the surveys, organizing and
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participating workshops, conferences, and related field trips to collect comments from
experts, related stakeholders to complete outcomes.
b) Consultant 2: Consultant on PAR (member)
Being responsible for completing outcomes of activities as required by PMU, supporting
consultant 1 to implement activities related to contents and survey methods. Main duties include:
 Studying national and internationaldocuments from various sources to learn about
processes, models, operation mechanism, operation methods, implementation methods,
practical applications and practical lessons learned;
 Conducting survey methods, questionnaire design for survey, deep-interview, groups
research, etc;
 Implementing drafted surveys, real surveys in broad scope;
 Collecting, analyzing the collected data, conducting an assessment report on the current
situation of software application in the receipt and dispatch units at departments,
divisions, districts and proposing solutions to complete the mentioned software;
 Coordinating with DOHA and PMU to organize, participate in related workshops,
conferences, field trips to collect comments from experts, stakeholders to complete
outcomes;
 Conducting criteria set of selecting units and administrative procedures to be piloted in
public administrative service at 3rd level;
 Conducting Terms of reference (TOR) for consultants in the next quarter through
bidding procedure. These consultants will propose requirements on contents and
technnology of the software for public administrative service at 3rd level.
9. REQUIREMENTS OF QUALIFICATIONS AND WORKING EXPERIENCE
a) Consultant 1
 Having undergraduate degree or higher education in IT, network design, information
management, telecommunication or other related majors;
 Having experience working in the field of e-government software, especially in writing
e-government software;
 Deeply understanding and having experience in working with software solutions in the
field of e-government: portal, orienting services architecture (SOA), Enterprise service
bus (ESB), B…P…Management (BPM) and electronic signature;
 Deeply understanding of international development trends of e-government
software; trends and orientations of IT development in Vietnam especially in the
field of open source- code ;
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 Having experience in working with open source-code solutions;
 Being knowledgeable about public administration management, PAR at localities,
mechanism of public administration management at localities;

Deeply understanding of the policies, mechanism, current regulations of
information management, IT system in public administration agencies, IT systems
related to online public services;
 Having at least 5 years of working in field of management, software design, network
system, information management network system or other related fields;
 Having ability to work independently and in teams;
 Researching methods, report writing and presentation skills;
 Proficiency in English.
b) Consultant 2
 Having undergraduate degree or higher education in public administration, human resource
management, law and other related majors;
 Deeply understanding in the field of state administration management, PAR,
mechanism of public administration, current situation management of civil servants
and public employees in localities;
 Being knowledgeable about ICT, especially ICT applied in public administration;
 Deeply understanding of policies, mechanism, current regulations of public
administration management, PAR in Can Tho city, especially being knowledgeable
about online public services;
 Having at least 10 years of working in field of public administration agencies; many
years in leadership positions of divisions/office or higher;
 Having ability to work independently and in teams;
 Researching methods, report writing and presentation skills;
 Proficiency in English, office computer skills;
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10. RENUMERATION AND PAYMENT
Based on bidding Plan 2013 approved by People’s Committee, bidding package of hiring
national consultants on proposing requirements of contents and technology of software for public
administrative service delivery at 3rd level is 14.000 USD (attached with specific activity appendix).
The total expense for this activity is 21.275 USD. Payment will be conducted based on the progress
of task completing and quality of outcomes required in contracts.
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Appendix 1:
Survey on usage needs, contents and technical functions of the software for
public administrative service at 3rd level at district level and proposal of solutions to
complete the software for public administrative service at 3rd level at department level
(Note: this survey plan may be changed based on research methodology of recruited
consultants)
1. BACKGROUND
In Quarter III/2013, the consultants of PMU have conducted the assessment report on the
current situation on software application in OSS/IAOSS at departments, divisions, and districts.
Based on that, consultants have described IT infrastructure, current situation of specialized software
currently applied at OSS units, difficulties and issues of current system. From that, consultants
proposed recommendations, mutual requirements for technology of software for public
administrative service at 3rd level.
Within the project framework and due to the limited resource, PMU starts to recruit 02
national consultants, based on the findings and recommendations of consultants in Quarter III.
These 02 consultantswill assess the specific needs of specialized offices, selecting which
administrative procedures are chosen to put into the software, specific contents and functions of the
software, analyzing the feasibility, identifying piloted units. Consultants will support PMU to
conduct requirements on contents and technology of the software in bidding documents to hire
consulting unit in writing the software in 2014.
2. OBJECTIVES
- Selecting 03 units at district level to pilot the software for public administrative service at
3 level and selecting administrative procedures to apply in each unit;
rd
- Verifying the requirements on contents and technology of the software for public
administrative service at 3rd level of piloted administrative procedures in piloted units;
- Verifying the contents and proposing solutions to develop and complete the currently
applied software for public administrative service at 3rd level at department level;
3. METHODOLOGY
To reach those goals, PMU coordinates with consultants to implement these following
steps:
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a) Studying on the Project documents, 2 assessment reports of 2 preliminary surveys
(March/2013) and the broad scope survey (August/2013) on the current situation of applyied
software in OSS at district and commune level; other related documents;
b) Defining survey respondents (main samples and supportive samples of the survey) to
design appropriate survey methods (analysis survey, description survey or quantitative survey,
qualitative survey, etc) and divide into appropriate survey steps. Expectedly, the survey includes
236 people, specifically as in the followings:
- Group 1: Civil servants in leadership in Departments (5 departments x 03 people; 3
districts x 3 people), divisions and People’s Committee at district level (24 people)
- Group 2: Civil servants in specialized offices belonging to departments, divisions (5
departments x 7 divisions/offices x 02 people) and specialized offices of selected People’s
Committees at district level (03 districts x 12 offices/divisions x 2 people) (142 people)
- Group 3: Local people directly do administrative procedure at Department level and
district level (50 people)
- Group 4: IT staff managing IT infrastructure, operating software at department and
district level (20 people)
c) Conducting a toolkit of the survey, defining issues need to be measured, connected and
figures need to be collected;
d) Defining data collection methods and techniques: conducting choosing samples or collect
information directly, combining with other related documents to improve quality of collected data;
e) Conducting data collection; processing and analyzing survey data;
g) Consultants complete a report on the survey results
4. EXPECTED OUTCOMES
a) Survey methodology, survey process, survey toolkits are built, developed and approved;
b) The number of participants in giving comments, showing opinions and evaluating on the
requirements of the software for public administrative service operation at 3rd level.
c) Reporting on the survey, identifying usage needs, contents and technical functions of the
software for public administrative service operation at 3rd level at district level and proposing
solutions for completing public administrative service at 3rd level at departments, divisions.
d) Terms of reference (TOR) to select a unit for writing a software for public administrative
service delivery at 3rd level at district level and developing software of public administrative service
at 3rd level through bidding procedure
e) Terms of reference (TOR) to select national consultants monitoring the mentioned
bidding package.
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5. IMPLEMTENTATION TIMELINE: November/2013 – December/2013.
6. SPECIFIC ACTIVITIES
No.
Specific activities
Parties involved
Expected
Timeline
1
Designing survey sheets and
conducting survey methodology
Experts; PMU; 2
resource persons
November/2013
2
Meeting to collect comments on the
survey sheets and survey
methodology
Experts; PMU
November/2013
3
Revising and completing the survey
sheets
Experts; PMU
November/2013
4
Implement survey
Experts; PMU; 4
resource persons
November/2013
5
Data collection and input
Experts; PMU; 4
resource persons
November/2013
6
Synthesizing and analyzing data
Experts; PMU;
November/2013
02 IT support persons;
02 staff for data input
7
Conducting a drafted report on the
survey result
Experts; PMU
November/2013
8
Workshop to comment on the
drafted report
Experts; PMU
December/2013
Revising and completing the report
Experts; PMU
9
02 resource persons
December/2013
7. PROPOSED BUDGET
The proposed budget for these activities is funded by UNDP, and payment is based on the
Guidelines of UN-EU about local costs in development and cooperation with Vietnam (2012
version) (attached with detailed proposed budget plan).
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