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Request for proposals for Digitalization of the Waste and Pollution Control (WPC) System Global Green Growth Institute in Pacific seeks to engage a competent consulting firm to lead the digitalization of the Waste and Pollution Control (WPC) system. This will include: Delivering a secure, auditable web-based WPC System that digitizes all current permit & return forms, automates workflows (apply review issue renew monitor archive) and provides enforcement dashboards. Improving turnaround time for permitting applications digitally through internal vetting and automated e-permits and notifications. Providing training, documentation and 6 months post-launch support and ensure a smooth and sustainable rollout. ABOUT GGGI The Global Green Growth Institute (GGGI) was established as an intergovernmental organization with the objective of promoting sustainable development of developing and emerging countries including the least developed countries. GGGI is dedicated to supporting the creation and diffusion of the model of economic growth known as green growth. The green growth model integrates economic growth, environmental sustainability, poverty reduction and social inclusion. PROJECT OBJECTIVES AND BACKGROUND: GGGIs program in the Pacific supports green growth and climate action across different sectors in five GGGI members countries - Fiji, Kiribati, Papua New Guinea, Tonga and Vanuatu- as well as other partner countries in the Pacific. GGGI is an implementation partner of a series of regional programs in the Pacific, as well as country targeted interventions, across a variety of sectors and programmatic solutions ranging from capacity building, technical support for climate action to national and subnational /policy development and strategic planning. Recently, GGGI launched the European Union funded "Time to Act! Implementing the Climate Change Act" project. This project will be embedded with Fijis Ministry of Environment and Climate Change (MECC) to provide complementary support and technical assistance that aligns to MECCs legislative mandate to enhance implementation capacity for Fijis Climate Change Act (2021). Fijis Climate Change Act 2021 provides a comprehensive response to climate change with established legal framework, regulation and governance. While significant progress has been made in implementing the Acts requirements, there remains a critical need to strengthen capacity, knowledge, and institutional settings to fully operationalize its provisions. The Capacity Building for Climate Change Act Implementation project aims to support this process by enhancing awareness and building capacity. Outcome 1 of the project is focused on enhancing the capacity of the climate change focal points and MECC to strengthen the effective implementation of CCA and includes the digitization of MECC processes. Waste Management is an important focus under the Climate Change Act. Currently, the Department of Environment of the Ministry of Environment & Climate Change manages waste permits and compliance through paper forms, including new and renewal applications for recycling and waste disposal (Forms 6, 15, 2, and 5), importer undertaking of batteries (Form 9), Waigani Permit, Plastic Import Permit, and Complaint Form. The paper-based process is prone to delays, lost records, and weak reporting. To address this, the Ministry needs a secure digital Waste and Pollution Control (WPC) System that will digitize all forms, streamline the permit process while also ensuring that it is in line with Information Technology & Computing Services (ITC) Fijis policies and security standards PROPOSED ACTIVITIES & SCOPE OF WORK: 1) Proposed Activities for the Overall Project GGGI seeks to engage a competent consulting firm (herein referred to as consultant) to lead the digitalization of the Waste and Pollution Control (WPC) system. This will include: Delivering a secure, auditable web-based WPC System that digitizes all current permit & return forms, automates workflows (apply review issue renew monitor archive) and provides enforcement dashboards. Improving turnaround time for permitting applications digitally through internal vetting and automated e-permits and notifications. Providing training, documentation and 6 months post-launch support and ensure a smooth and sustainable rollout. There are 8 forms to be digitized in the WPC system as listed below: 1) Application for new recycling permit (Form 6 - New) 2) Application to renew recycling permit (Form 15 Renewal) 3) Application for new waste disposal permit (Form 2 - New) 4) Application to renew waste disposal permit (Form 5 - Renewal) 5) Undertaking by importer of batteries (Form 9) 6) Waigani Permit Application 7) Plastic Import Permit 8) Complaint form There are additional checklists required to apply for these applications with various staff vetting processes internally. Please refer to actual application forms for more information. 2) Scope of Work The scope of work includes, but is not limited to, the following tasks: 2.1 Project initiation & analysis (Month 1) Current System Analysis: Conduct a thorough analysis of the existing manual WPC system, documenting workflows for permit issuance, renewals, returns and compliance monitoring. Stakeholder Consultations: Engage with key staff and stakeholders (WPC officers, ITC, divisional officers) to capture user needs and priority workflows. Technical Requirements Specification: Develop a comprehensive technical requirements document outlining system functionalities, performance criteria, security standards, and integration needs, particularly for permit management and reporting. 2.2 System Design (Month 2) System Architecture Design: Develop a modular system architecture that supports scalability, security and performance, allowing seamless management of WPC permits, returns, inspections, hazardous/transboundary shipments and compliance data. User Interface (UI) & User Experience (UX) Design: Design an intuitive, user-centric interface for applicants, company administrators, WPC officers and inspectors to apply for, renew, review and manage permits electronically (responsive + accessible). Database Design: Develop a relational database schema (SQL Server preferred) to manage permits, user accounts, inspection records, movement documents, attachments and metadata efficiently. Ensure DB is indexed and optimized for fast queries and reporting. Content & Document Management (CMS/DMS): Design a CMS/DMS to store permits, checklist attachments, photos and correspondence with version control, document tagging, configurable retention and robust search (full-text). Integration & APIs: Define API endpoints and integration points to external reporting systems if needed. Include API authentication (OAuth2/JWT). Security & Performance Controls: Use TLS encryption, role-based access, MFA(multi-factor authentication) for admin users, audit logs and basic OWASP protections; pages should load quickly (5s) and the system should be highly available (99.5%). 2.3 System Development (Months 34) Web-Based Platform Development: Develop a web-based platform for the WPC system, including modules for permit application, company profile management, processing, tracking, and approval. Front-End Development: Use modern web technologies to build a responsive and user-friendly interface that allows applicants and staff. Back-End Development: Build a secure and scalable back-end to handle business logic, workflows, database operations, and system integrations. CMS/DMS Integration: Integrate the content/document management system to store and manage permits, reports, attachments, and compliance returns. API Development: Develop APIs to enable interoperability with other government systems if needed. Authentication and Authorization: Implement secure login, role-based access control (RBAC), and multi-factor authentication for administrators to protect sensitive data and ensure compliance with government standards. 2.4 System Hosting, Pilot Testing and Quality Assurance (Month 5) Deployment to Cloud Server: The Service Provider will initially deploy the WPC web system on a cloud server due to time constraints, ensuring rapid availability and testing. The deployment plan will also outline a way forward and a future roadmap for eventual migration to the Fiji Government ITC server environment to ensure long-term sustainability. This may include the use of two servers for improved load balancing, subject to the availability of virtual servers. Unit and Integration Testing: Test individual components and ensure all modules (applications, renewals, recycling, compliance, hazardous waste, reporting) function together as one system. Performance Testing: Carry out load testing to confirm the system can handle concurrent users, data volumes, and peak usage. Security Testing: Perform penetration testing and vulnerability assessments to ensure compliance such as OWASP Top Ten or ISO/IEC 27001 & 27002. User Acceptance Testing (UAT): Conduct UAT with selected Ministry staff and stakeholders gathering feedback on usability, functionality, and overall performance before final approval. 2.5 Training and Capacity Building (Month 6) System Launch: Conduct a full rollout of the digital WPC system across the Ministry and other relevant stakeholders. Training Programs: Develop and deliver training programs for all system users, focusing on the permit issuance. Training Materials: Create comprehensive training materials, including user manuals, video tutorials, and FAQs. Capacity Building Workshops: Conduct workshops to build capacity within the Ministry for system administration and management. 2.6 Post-Launch Support (Month 6-12) Technical Support: Provide ongoing technical support for 6 months post-lau Tender Link : https://in-tendhost.co.uk/gggi/aspx/Tenders/Current
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