Terms of Reference

KEY INFORMATION

Functional title Computer Software for Timber Collection Control Management for Dilijan National Park Duration of assignment: 4 months Starting date: February 2018 Type of contract Lump-sum Budget Negotiable Application procedure: An Application Package fulfilling instructions provided should be send to [email protected], citing reference number CNF/2017/CSA-AM-030 Application deadline: COB Yerevan, Armenia (UTC/GMT +4h) on 15 February 2018 For additional information: Mr. Arman Vermishyan, CNF National Coordinator Armenia, at [email protected] Ms. Tamar Pataridze, Consultancies Manager, at [email protected]

BACKGROUND OF CNF

The Caucasus Nature Fund (CNF) is a conservation trust fund founded in 2007 with the support and encouragement of the German Federal Ministry for Economic Cooperation and Development (BMZ) through the German Development Bank KfW, Conservation International (CI), and World Wildlife Fund (WWF) Germany.

By providing long-term funding and management assistance to help meet the core needs for Protected Areas (PAs) in Armenia, Azerbaijan, and Georgia, CNF supports the conservation of the unique flora, fauna and ecosystems of the Caucasus for future generations, while at the same time improving the lives of local people.

CNF’s support to PAs ensures that basic needs are met through supplements to operational and personnel expenses, as well as that capacities are strengthened to ensure an improved management of PAs in addressing poaching, logging and other illegal activities, in monitoring flora and fauna species diversity and the health of natural ecosystems, in education of the public, and in promoting tourism and sustainable development.

SCOPE OF WORK

Dilijan National Park (DNP) is situated in the north-eastern part of Armenia, in the Tavush region. It extends across the slopes of Pambak, Areguni, Miapor, Ijevan and Halab, at altitudes ranging from 1070m to 2900m. DNP’s total territory is 33,765 ha divided into five districts (Dilijan, Shamkhyan, Gosh, Haghartsin, and Aghavnavak). There are 10 communities (Dilijan, Haghartsin, Khachardzan,

Gosh, Teghut, Aghavnavank, Hovk, Fioletovo, Semyonovka, and Tsovagyugh) located in the buffer zone of the Park.

Since 2014 CNF provides DNP annually with co-financing to help covering operational expenses – salary top-up, cars and fuel, equipment, etc. Additionally, CNF provides support to DNP in infrastructure development and maintenance.

Yet, in spite of protection efforts, the national park is not immune from illegal logging or timber collection. The lack of human resources does not allow to control legal or illegal activities in the territory of DNP, and so technology, and specifically a newly developed software to support information collection about timber use in Dilijan is necessary.

Timber collection is legal for communities around the PA, but the legal purchasing of firewood and/or timber is highly inefficient in Dilijan NP. The potential “buyer” must find and prepare the firewood himself, visit Dilijan NP’s head office to get preliminary permission, then pay in the bank the appropriate fee, bring the payment receipt to the Dilijan NP’s head office and get final permission for transportation. Sometimes, it can take a day or two to get the final permission. In addition, in the absence of a system of control, the likelihood of overuse as well as illegal use is high, and a system needs to be established to ensure there is an improvement in forest timber management in order to promote the natural processes of forest regeneration.

OBJECTIVES Under the anticipated Contract, the Services Provider is requested to develop the software technology platform, particularly the Timber Collection Control Management Information System (CMIS) to be used as a pilot program in the DNP. If this pilot project is successful, the software may be allowed to be used in other PAs and Hayantar forests upon necessity. The developed software will support the legal timber collection and distribution (of fallen trees) and help to reduce illegal tree cutting in the DNP territory. Specifically, in the framework of the Consultancy, the following activities are envisioned: (1) Software Development. The software must have the following main functions:  Saving and archiving the data of the timber and firewood inventory, including the information on wood marking, GPS coordinates, type, quality and quantity of timber, as well as firewood, etc.;  Numbering of marked-up timber and firewood;  Permit issuance and timber selling, including customer registration, payment and permission systems;  Timber collection and transportation control, including control of collection, transfer of timber/firewood via initially set up checkpoints of DNP by checking the data in the database, actual permission, quantity and quality of the actually transported timber/firewood etc. (2) Software Instalment – The software must be installed in the DNP’s headquarter and/or in another agreed location. (3) Training on Software use for DNP staff and manuals: DNP staff must be well trained to use the software. Training must take at least two weeks. Manuals (one less technical for all

types of end-users of the software, the other more for technical support for software professionals) in Armenian must be developed. (4) Software Maintenance: At least one year of full maintenance and support must be included.

The software must be easy to manage and use and well structured.

DELIVERABLES

 Inception Report describing the steps, all technical details and timeline of software development;  Timber collection software (the draft and final);  Manuals (as described above under the Objectives).

Once contracted, the selected Services Provider has the obligation to arrange a working meeting before launching the software development with the DNP representatives, CNF Armenia National Coordinator and other relevant stakeholders in order to clarify and agree all technical specifications and functions of the software and other deliverables. The selected Services Provider should maintain close contact and coordination with the DNP representatives, CNF Armenia National Coordinator and other relevant stakeholders throughout the entire contract period.

The language for notices, instructions, and other formal messages between CNF and the Services Provider under this Contract shall be English. However, software and manuals must be in Armenian. The language for the Inception report shall be English and Armenian.

BUDGET

For the complete and satisfactory completion of the Contract and tasks specified in this Terms of Reference (ToR), CNF will pay lump-sum amount negotiated according to the qualifications and experience of the Services Provider, as well as the further detailing of the work program and approach proposed. The lump-sum shall include all fee payments, per diems, travel costs, taxes, overhead, any translations of reports from English into Armenian and vice versa, etc., as to be specified in a detailed breakdown of costs submitted as part of the application. 30% of the lump sum will be paid within 10 days after signing the agreement, 40% after receiving of the draft of the software and 30% after the satisfactorily completion and delivery of the final deliverables.

MODE OF APPLICATION

The Applicant is requested to submit a full Application Package in the English language, including at least the following items:  Description of Approach (max. two pages) to deliver the outcomes sought, including an understanding of the work required, comments on the ToR and activities proposed, description of proposed approach and methodology, main implementation activities, etc. as considered relevant.  Organization profile that outlines all relevant experience.  CVs of any experts proposed to work directly on the project.

 Proposed Work Plan and schedule.  Detailed breakdown of costs, including any VAT or other applicable taxes.

KEY QUALIFICATIONS  The applicant must have at least 10 years and key staff at least 5 years of proven extensive knowledge of software development;  Experience in environment and/or natural resources management software development would be an asset.

ADDITIONAL INFORMATION

Any costs or expenses incurred in preparing the application are at the applicant’s risk, and are not eligible for reimbursement by CNF.

The Services Provider is allowed to conclude subcontracts as considered needed. If the Services Provider envisions using subcontractors, then shall bear full responsibility for the services they perform. The assignment of all activities to one or several subcontractors is not permissible. If subcontracts are envisioned, the Application Package shall include a description of experience and CVs of proposed subcontractors as well as a Declaration of Intent signed by all proposed subcontractors, describing the envisioned form of cooperation, lead Services Provider, division of work, etc. Before any contract with CNF is signed, the Services Provider will be required to submit evidence of a formal signed agreement with all subcontractors, including a description of joint and individual liability.

Awarding of the contract shall be based on an evaluation by the CNF Tender Commission, consisting of representatives of CNF and third-party representatives as relevant. The Tender Commission shall evaluate information provided in the Application Package on: (1) knowledge and understanding of the subject of the tender; (2) evidence of relevant experiences in the subject of the tender; (3) knowledge of and experiences with work in PAs, specifically Armenia; (4) demonstrated capability to deliver against timetable; (5) financial expectation. The Tender Commission may interview one or more applicants to assist its evaluation process.

The CNF Tender Commission reserves the right to cancel the procedure at any moment and not award any contract, without further notice to the applicants. It also reserves the right not to accept the lowest bid. CNF is not obligated to issue a contract if it deemed submitted bids are not qualified.

The Services Provider will act as an independent contractor under a Contract with CNF.

Issuing of a contract with the selected Services Provider will be, among others, based on the Services Provider submitting a signed Declaration of Undertaking in accordance with accepted good practice of KfW.

Only short-listed candidates will be contacted.