Request for Proposals: Assessment of the GSE and EEP Geothermal Data Management Program in Ethiopia

REQUEST FOR PROPOSALS:
ASSESSMENT OF THE GSE and EEP GEOTHERMAL DATA MANAGEMENT PROGRAM IN ETHIOPIA
Questions & Answers

1)    Does USEA have an approximate budget for this work? 

The proposed budget is at the discretion of the applicant. It will depend on both the proposed level of effort and the labor rates of proposed staff, in addition to direct costs anticipated during the project. For the purposes of this proposal, a reasonable assumption of total level of effort would be between 25 - 40 days, although applicants are welcome to propose alternative levels of effort.

2)    What is the approximate size of GSE and EEP's data management capital servers, software systems, number of computers in order to judge the number of analysts needed? 

The appraisal of the existing data management network would be part of the consultant’s duties under the assignment. 

3)    Must all presentations, capital, and materials used be labeled with "USAID" and their logo in accordance with AIDAR part 752.7009?

All materials produced under this project must be appropriately branded per USEA’s cooperative agreement with USAID. USAID staff will work with the consultant to ensure proper compliance. 

4)    Will there be a maximum page limit for the proposal?

There is not a set page count limit for the proposal. 

5)    Are there any unusual requirements or guiding documents for the financial proposal?

The financial proposal must at a minimum provide a detailed breakdown of costs including direct and indirect costs.  Direct costs should include travel expenses, materials and other related expenses.  Indirect costs should show a clear breakdown of labor by personnel as well as any fringe or overhead costs.  

6)    Task 1 states that prior to travel to Ethiopia the consultants will review available documentation and prepare an introductory presentation.  The goal and a detailed list of topics is requested of the intro Presentation in Task 1, but it does not mention presenting on the review of the present data management system.  Is the consultant reviewing the available documentation for their own benefit prior to the trip or are we required to evaluate that and present on it in Task 1?

The review of the present data management system prior to the in country visit is for the benefit of the consultant and does not need to be included in the introductory presentation with GSE and EEP.  Please see TASK 1 of the RFP to review the possible focus areas of the presentation. 

7)    Is the completed 2015 data management assessment of the GSE as mentioned under Task 2 Action 1 openly available for review prior to proposal submission?

The previously completed data management assessment will only be available for viewing by the contracted party once the project has been awarded.  

8)    Can the USEA clarify that the assessment program under Task 1 and Task 2 are intended to be accomplished during one trip to Addis over a period of 5 working days?

Task 1 and Task 2 are intended to be accomplished during one trip to Addis over the approximate 5 working days.  

9)    Is there a planned start date for or quarter for this project? 

The start date is estimated to begin 3 to 4 weeks after the contract has been signed.  

10)    Is there a further break-down of the quality components for evaluation weighting? 

The evaluation of the proposals will be conducted on a Quality and Cost-Based Selection (QCBS) basis with a Cost weight of 30% and a Quality weight of 70%.  The quality components to be evaluated include: 
-Technical Qualifications of the Proposed Team
-Consistency with Project SOW
-Demonstrated Understanding of Regional/Country Context
-Clarity of Proposed Approach

11)    Can the USEA clarify the deliverables and time frame for Task 2 and 3?  As the RFP reads deliverables for Task 2 include any geothermal data or reports given to the consultant must be submitted to the USEA/EAGP within 30 days after the assessment trip to Addis?  

The deliverable for the Task 3 which is main assessment report is due 3 weeks after the assessment trip to Addis.  As this reads one could interpret that Task 2 documents and data are then to be delivered with the final report but no later than 30 days after the assessment trip.  

The deliverables for Task 2 must be provided no later than the delivery of the first draft of the report which is the deliverable from Task 3. 

 

REQUEST FOR PROPOSALS:
ASSESSMENT OF THE GSE and EEP GEOTHERMAL DATA MANAGEMENT PROGRAM IN ETHIOPIA
OPPORTUNITY OPEN DATES: 
March 3124, 2017 – April 2114, 2017 
BACKGROUND: 
The U.S.-East Africa Geothermal Partnership (EAGP) is a public-private partnership between the U.S. Agency for International Development (USAID) and the US Geothermal Energy Association (GEA), implemented by the U.S. Energy Association (USEA). It was established in September 2012 to promote the development of geothermal energy projects and increase private sector investments in geothermal in East Africa.  It also encourages and facilitates the involvement of the U.S. geothermal industry in the region. 
EAGP is part of the Power Africa Initiative.  One of the goals of the Initiative is doubling access to power in sub-Saharan Africa in five years. Power Africa uses a wide range of U.S. government tools to support investment in Africa’s energy sector.  From policy and regulatory best practices, to prefeasibility studies and capacity building, to long-term financing, insurance, guarantees, credit enhancements and technical assistance, Power Africa provides coordinated support to help African partners expand their electricity generation capacity and access.  With an estimated 15,000 MW of potential geothermal capacity in East Africa - a clean, reliable, baseload power solution – geothermal energy is critical to East Africa’s economic development especially as a base-load power source. 
The Government of Ethiopia (GoE) is aggressively working to develop their nation’s 7,000 MW geothermal resources.  GoE has set a target generating capacity of 2,500 MW from geothermal resources by 2030.  In order to support the GoE’s objectives, the United States Government (USG), through the Power Africa Initiative, has been collaborating with the private sector and other development finance institutions (DFIs) to accelerate the development of Ethiopia’s geothermal resources. 
In 2016 the GoE passed into legislation the Geothermal Resources Development Proclamation (GRDP).  The new law set forth regulation regarding the country’s geothermal resources.  The proclamation called for the creation of a new geothermal entity, one that brought together the geothermal directorate of the Geological Survey of Ethiopia (GSE) and the geothermal projects team of Ethiopia Electric Power (EEP).  The new geothermal entity will report directly to the Ministry of Water, Irrigation and Electricity (MoWIE).  With the creation of a new geothermal entity comes the creation of new internal policies and procedures regarding geothermal data management.  It is therefore essential that intervention take place during the entity’s early stages to properly align new internal data policies and procedures with international best practices in geothermal data management programming.   
This consultancy, funded by the U.S. – East Africa Geothermal Partnership, aims to improve GSE and EEP’s geothermal data management system.  The consultant will 1) provide the geothermal entity of GSE and EEP with an introduction to Geothermal Data Management 2) assess the current Geothermal Data Management Systems and Procedures 3) develop a report outlining the completed assessment and corresponding recommendations 4) provide ongoing consultancy services to the GSE and EEP geothermal entity.
METHODOLOGY 
The consultant shall outline the full methodology in the proposal, but should make use of a combination of in-person assessment of existing technical documents and procedures, in-person interviews with technical process staff and other key stakeholders as well as remote/desk review and communication. 

PROJECT TASKS AND DELIVERABLES 
The Consultant will carry out the following: 
Task 1: Preparation and Delivery of Introductory Presentation, “Introduction to Geothermal Data Management”
Prior to travel to Ethiopia, the Consultant(s) will review available documentation on GSE and EEP’s present data management program and prepare an introductory presentation to be given to the personnel of the geothermal entity of GSE and EEP’s at the outset of the consultancy.  
Upon arrival in Addis Ababa, Ethiopia, the Consultant(s) will engage the geothermal entity staff of the GSE and EEP delivering the introductory presentation, including consultant introductions and key data management concepts, to be given on Day 1 of the  program. program.  The presentation should not be more than 2.5 to 3 hours in length.  During this initial visit, the Consultant(s) will spend approximately 5 working days in Addis for the in-country introductory meetings and data management systems assessment (as defined in Task 2). 
The presentation will include a brief introduction to each of the consultants, including his/her educational background, professional experience and/or his/her company’s capabilities.  The presentation will foster a more effective partnership between the Consultant(s) and GSE and EEP employees participating in the assessment, by ensuring a shared understanding of common goals, experiences of pitfalls, and industry best practices. 
The core focus of the presentation should be an overview of key concepts in data management to be explored and discussed throughout the week of assessment.  The Consultant(s) shall cover the following topics, and shall be responsible for topics appropriate for his/her areas of expertise. 
Possible Areas of Presentation Focus: 
1.    Database types (relational and object-oriented)
2.    Role of the administrator
3.    Best practices for an employee-database interface
4.    Database Design (including: schemas, keys, attributes, relationships, rules of normalization)
5.    Strategies for overall data storage and design

6.    Sampling and sample theory, entering and storing geothermal sample data
7.    Error checking and detection
8.    Description and optimization of workflow practices
9.    GIS as used for exploration, data sets, spatial modeling
The Consultant(s) must give notice to USEA/EAGP of any additional presentation aids they request to be available at the training site no later than 2 weeks prior to the training.  Such aids may include slide projector, screen, flipchart, pointer and presentation copies on flash drives. 
Deliverables for Task 1: 
Any draft-version digital files or physical handouts to be presented as part of the “Introduction to Geothermal Data Management” presentation should be submitted to USEA/EAGP no later than one week prior to the initial assessment.  Final presentation materials should be submitted to USEA/EAGP no later than one week after the presentation. 
Task 2: Complete In-Country Assessment of GSE and EEP Geothermal Data Management Systems and Procedures
The Consultant(s) will travel to Ethiopia to complete the in-country assessment after working with EAGP, EEP and GSE to determine available dates. The Consultant(s) will engage with GSE and EEP geothermal entity staff to understand the current state of geothermal data collection, analysis, processing, storing and sharing at GSE and EEP.  In addition, the Consultant(s) shall conduct meetings with the GSE and EEP management-level employees to identify the goals GSE and EEP have for future geothermal data management systems.  Specific actions in this task include: 
1.    Review of existing documents relating to current systems, hardware/software architecture and technology, data management practices, data architecture and associated process flows supported.  One key document to be reviewed is the previously completed 2015 data management assessment of the GSE. Technical areas to be considered include data from geological mapping, geological well logging, geophysical measurements (MT, TEM, gravity, magnetics and seismic) and geochemical survey (fumaroles, hot-springs and soil gas sampling), drilling, well sampling and analysis, well logging and discharge testing activities. 
2.    Interview technical process staff members and managers to understand: 1) Current system operating parameters, areas of strong performance, decision making channels and technical and structural challenges, 2) Existing hardware and software systems and staff capabilities related to their use and 3) Future business plans/processes and objectives that systems must support.  Identify strategic technology licensing or partnerships that may already be in place that can be leveraged; future technology plans, data processes and the associated system performance desired. 
3.    Evaluate existing GIS system (ArcGIS Desktop, server, and ArcSDE) with regard to managing and sharing existing data and related information.  Evaluate MSSQL database use and performance with regard to the goals for storage, sharing and data retrieval for future analysis. 

Deliverables for Task 2:
The Consultant(s) shall submit to USEA/EAGP copies of any geothermal data management reports, samples or other documents given to them by GSE and EEP personnel during the course of in-country interviews and assessment no later than 30 days after completion. 
Task 3: Submit a Report Following Completion of the In-Country Assessment
Following completion of the technical assessment of GSE and EEP’s data management systems and procedures, the Consultant(s) shall submit one report that summarizes major findings about the current situation and desired future state of data management.  The report will be marked “Confidential” and will not be distributed by the Consultant(s) without the express permission of GSE and EEP and/or USEA/EAGP.  The report will include the following sections: 
1.    Consultant’s name, company affiliation, position within the company and contact email
2.    Brief summary of interviews conducted at GSE and EEP, and of documents/systems reviewed during the assessment
3.    Identification of GSE and EEP’s goals or desired outcomes from their geothermal data management system
4.    Professional assessment of the current state of GSE and EEP’s data management in light of its goals and desired outcomes, i.e. How well is the system responding to GSE and EEP’s data management needs, information sharing and decision-making processes? 
a.    Include technical “problem points” (historic major failures, repeated service interruptions, need for high levels of manual labor or service support from outside service providers) as well as business “pinch points” in processes that are imposed by systems (process work-around, extra business manual labor, data processing errors, etc)
5.    Identify areas that would benefit from more detailed analysis before proceeding to recommendations for improvement or change; (e.g., process re-engineering opportunities that may impact a future system choice)
6.    Recommendations for system improvements (technical and business structural)
7.    Detailed implementation plan for adopting the recommended improvements to the system 
8.    Table of expected costs (rough estimates are acceptable) for suggested options for improvement, along with Consultant’s rated value of the investment (cost v. benefit table)
9.    List of potential follow-on commercial opportunities developed by the Consultant for his/her company or consulting business
1.    Consultant recommendations for EAGP’s improvement of this technical assistance assignment, should it be repeated in other East African countries
10.    
Deliverables for Task 3: 
The Consultant shall turn in a draft version of the confidential report described above for review by USEA/EAGP no later than three weeks following the completion of the in-country assignment.  After USEA has returned any comments or questions, the Consultant shall prepare a final draft of the assessment report to be submitted to USEA/EAGP no later than one week following the receipt of USEA’s edits.  
Task 4: Provision of Ongoing Technical Assistance or Consulting Services to EEP’s Geothermal Entity
Following the completion of the in-country assessment report and implementation recommendations, the Consultant(s) will be available for follow-up from the EEP’s Geothermal Entity regarding procedures for adopting the recommendations and shall provide additional consulting services based on EEP’s particular needs.  At the direction of the USEA Technical Director, the Consultant(s) will undertake additional technical assistance activities for the Geothermal Entity as agreed by the Consultant(s).  The primary focus of this task will be demand-driven support to the Geothermal Entity to implement the recommendations of the reports prepared in Tasks 2 and 3.  Level of effort for this task will be developed in coordination between USEA and the Consultant(s).
Deliverables for Task 4: 
The Consultant shall turn in a detailed report of any additional technical assistance or consulting services provided to GSE and EEP once a month from June through the end of September as technical assistance activities continue.  The report shall include:
·    Copies of communications and meeting notes with Ethiopia’s Geothermal Entity
·    Timesheet documenting hours worked on approved subtasks under Task 4
·    Summary narrative of progress towards implementing the recommendations of the report developed in Task 2 and 3
·    Lessons learned in implementing recommendations of the data management report
·    Receipts and/or documentation of any reimbursable expenses incurred during delivery of Task 4
·    Updates, if available, to recommendations included in the original report developed under Tasks 2 and 3.
METHODOLOGY 

The consultant shall outline the full methodology in the proposal, but should make use of a combination of in-person assessment of existing technical documents and procedures, in-person interviews with technical process staff and other key stakeholders as well as remote/desk review and communication. 

DESIRED COMPETENCIES, SKILLS AND EXPERIENCE 
• A team that comprises experts with advanced degrees in Business Administration, Computer Systems, IT Management, Project Management, Geology, Geochemistry, Geoscience, Geophysics, or a related field 
• Demonstrated experience working with public agencies, private sector stakeholders, and multilateral/regional institutions 
• Minimum of eight (8) years of professional experience in geothermal project development, business management, strategic planning, organizational change management, data management or related fields 
• Knowledge of East Africa’s geothermal stakeholders, development history, and potential for growth 
• Understanding of geothermal data management requirements 
• Excellent communication, analytical and writing skills 
• Ability to work independently and with a variety of organizations 
• Ability to travel for this assignment internationally and to conduct remote desk reviews  

EVALUATION CRITERIA AND CONTRACT MANAGEMENT/OVERSIGHT 
Evaluation of proposals will be conducted by a stakeholder review team on a Quality and Cost-Based Selection (QCBS) basis with a Cost weight of 30% and Quality weight of 70%.  Contract management, oversight and payment will be carried out by the United States Energy Association (USEA). ).
CONTRACT TYPE
This contract will be awarded as a fixed price contract.  
PROPOSAL SUBMISSION 
Proposals should be submitted by email in PDF form to Ms. Ashley Ndir at [email protected].  Proposals should be in PDF format and not exceed 4 separate PDF files. 
DEADLINE FOR SUBMISSION 
Proposals must be submitted no later than 5:00 PM PDT on April 2114, 2017. 
DOCUMENTS TO INCLUDE WHEN SUBMITTING A PROPOSAL
Applicants must submit the following: 
• Letter of Interest explaining the qualifications of the Applicant 
• Technical proposal outlining the proposed work plan and methodology.  This proposal should include a narrative detailing the qualifications and roles of any team members, how each objective of the consultancy will be met, an estimated timeline for the delivery of services, proposed deliverables, any necessary international travel and the location of work carried out. 
• CV(s) including past experience in similar projects and demonstrating a minimum of eight (8) years of professional experience in a relevant field. 
• Financial proposal detailing anticipated cost of services to complete the consultancy aligned with the work plan in the proposal, including, but not limited to: 
o    Labor, fringe and overhead 
o    Equipment, supplies and communications 
o    Local and international travel expenses, compliant with all USAID travel regulations and the Fly America Act. 

QUESTIONS AND CLARIFICATIONS
For any questions or clarifications about this consultancy, please contact Ms. Ashley Ndir at [email protected].  Please submit questions prior to 5:00pm April 14, 2017.  All questions and answers shall be made public on the USEA website on April 17th so that all interested parties are fully informed.