Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1698077278084.pdf (Saint Lucia)
TERMS OF REFERENCE FOR PROCUREMENT SPECIALIST A.

INTRODUCTION 1.Project number: P171258 3.

Project name: Caribbean Digital Transformation Project 4.

Contract duration: Beginning: October, 2020 End: September, 2025 2.

Organization name: Department of the Public Service 3.1.Position: Procurement Specialist 4.1 This position reports to: Project Coordinator 5.

Project Background: The Government of Saint Lucia is preparing to implement a digital transformation project, financed by the World Bank Group.
The Project will be launched in St. Vincent, Grenada, Dominica and Saint Lucia.

The objective of the Project is to increase access to digital services, technologies and skills by governments, businesses and individuals in the participating Eastern Caribbean countries.
The Caribbean Digital Transformation Project (called “project” going forth) comprises four components that address key bottlenecks and harness opportunities to develop the Eastern Caribbean Digital Economy as a driver of growth, job creation and improved service delivery.

It aims to ensure that every individual and business within the region is empowered with the access to broadband, digital financial services, and skills needed to actively participate in an increasingly digital marketplace and society.
It leverages public sector modernization and digitization to improve service delivery and to drive creation of a digital culture across the region.

To support the improved management of digital risks, the project will bolster cybersecurity policy, capacity, and planning tools in the region.

It will facilitate technology adoption to improve productivity of flagship industries and create demand for digitally enabled jobs.
It aims to foster regional integration and cooperation to capture the economies of scale and scope required to increase impact and value for money of the project interventions and to create a more competitive, seamless regional digital market to attract investment and provide room for growth of digital firms.

Coming out of the Medium Term Economic Development Plan: St. Lucia identified digital development as a driver of economic growth and competitiveness.
As part of its efforts at modernizing the public Sector, providing a more efficient service to the citizenry through a digital experience Government of Saint Lucia launched the DigiGov Project.

To further support this the CARDTP program’s national CRDTP program’s national level activities in St. Lucia fill key gaps identified in the implementation of the DigiGov program and aim to promote economy-wide digital transformation.
This include a combination of digital infrastructure enhancements, enabling environment improvements, and support for digitization of the private sector and greater adoption of digital services.

Given the ongoing DigiGov project, the CARDTP program does not directly support the development of additional digital services.

Furthermore, the project is seen as a key driver of private sector digitization and digital skills development and will adopt a sector-focused view towards the process.
Note that the sub-component numbering aligns with the overall regional program framework (not all sub-components will have a national level implementation.

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The Components of the project at the national level are: Comp Component 1: Digital Enabling Environment 11.

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Subcomponent 1.3: Cybersecurity, Data Protection and Privacy (US$ 3.5 million) The project will support for development of national level cybersecurity capability to monitor, identify, protect against, and respond to cyber threats and support for requisite enabling environment and capacity improvements at the national level.
The CERT will be established using a regionally compatible design and frameworks developed as part of the regionally implemented activities under the subcomponent.

Specific activities under this subcomponent include – a.

Financing for hardware and software necessary for CERT activities including threat monitoring, incident logging, automation of investigation, and sensors for collection of telemetry information.

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Support for CERT human capacity including support for hiring of CERT manager and analysts c. Development of CERT operational procedures, work plan, roles and responsibilities matrix, financial sustainability plan (CapEx and OpEx), and localization of regionally developed trust and transparency frameworks.
d. Support for implementation of regionally developed cybersecurity standards and protocols for critical public and private sector infrastructures, including development of standardized information sharing mechanisms.
e. Support for development and implementation of a national level awareness campaign; training and general awareness for civil servants; and professional training opportunities for ICT professionals and potential CERT cybersecurity analysts Co Component 2: Digital Government Infrastructure, Platforms, and Services Sub-component 2.1: Cross-Cutting Enablers of Digital Government Operations and Services (US$ 3.3 million) Sector-specific digital transformation strategies (US$ 0.3 million): This activity supports the development of sector-focused digital transformation strategies that align with the objectives of GOSL's economic development and digitization plans, to develop pathways for modernization of priority sectors such as tourism, agriculture, and services exports.
The activity will also inform national level skill development and digitization of traditional industries activities under component 3, by providing potential target markets and solutions for individuals and firms to work towards: Digital Infrastructure strengthening and continuity of government operations (US$ 3.0 million): This activity will fill infrastructure gaps in supporting the implementation of the DigiGov platform, and future digital government services.
The activity includes enhancements to nodal digital infrastructure and improving resilience of digital government and ability for civil servants to work remotely.

Specific activities include – 18.

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Support to expand government datacenter capacity to host the DigiDov platform and associated data and services; and support to upgrade the datacenter to include resilience building measures such as automatic fire suppression.

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Development of a government cloud environment and migration of public sector data to the primary government datacenter and integration with the DigiGov platform.

Migration will support reductions in energy consumption compared with older, less efficient and siloed services and improve data security and backup/recovery in the event of disruption due to natural disaster or other event.
c. Development of a continuity of operations plan for Government and enhancing remote working capabilities, including associated business process reengineering, training, and conduct of periodic emergency drills.
Capacity building of public sector IT professionals and civil servants (US$ 0.5 million): Financing for awareness raising and training program to support technical capacity development of the Government Information Technology Services (GITS) and Public Sector Modernization Unit staff ICT staff and others as relevant.

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Su Sub-component 2.2: Government Productivity Platforms and Citizen-Centric Digital Services (US$ 1.0 milli million) 36.

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Bulk disbursements digitization (US$ 1.0 million): The activity will provide support to digitize recurring government bulk disbursement streams, including government to citizen, government to business, and vice versa.

The activity will use cash-based social transfer programs as a pilot use case for the government payment platform, promoting digital financial services, and building familiarity with cashless payments and digital service delivery.
This activity will include – a. Feasibility study including technology/distribution choice (cards, wallets, hybrid models).

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Support with upgrading particular financial infrastructure (payment settlement), operational c. considerations, policy modifications, and monitoring and evaluation.

Implementation support, including subsidizing a pilot, financing payments and program management module, and monitoring and evaluation work.
Comp On Component 3: Digital Skills and Technology Adoption SuC Component 3.1: Workforce-Ready Digital Skills (US$ 1.7 million) 42.

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This sub-component aims to support training to employment opportunities in digitally-enabled professions and the civil service.

It will complement the regional level activities supporting more advanced and specialized digital skills development and remote working placements with global firms and clients.
It will include a digital skills development and workforce readiness coaching program targeting development of skills identified to be in demand within digitally enabled professions in St. Lucia or in the Eastern Caribbean Region (as identified through the regional level activities under Component 3).
Implementation will be through a local training institution, potentially in partnership with a firm or non-profit foundation to administer the skills trainings, provide job coaching and “soft” skills support to participants and develop partnerships with private sector industries interested in contributing to 53.

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56. curriculum development, executing the trainings and hiring of graduates.
The program will include dedicated outreach and programming to attract and support women and at-risk youth to participate in the program and will be administered through a combination of in person training and mentoring and online learning to enable more flexible participation by a wider range of interested individuals.
Subc Sub-component 3.2: Technology Adoption and Innovation (US$ 3.0 million) This sub-component seeks to increase adoption of digital technologies, platforms and digitally enabled business models by small and medium enterprises (SMEs).
It aims to boost the productivity and competitiveness of traditional industries, initiate a cultural shift towards modernization and innovation in the private sector and to overcome the current lack of demand for digitally skilled professionals and IT services in the regional market.

Specific activities will include: (a) a program to accelerate the adoption of digital technologies within priority sectors (tourism, agriculture, etc.)
by providing managerial training, business advisory services and matching grants to competitively selected SMEs to promote digital technology and marketing investments; (b) a grant-funding mechanism to SMEs that provide an internship to participants of the digital skills programs (under sub-component 3.1); and (c) support for a co-working space and advisory services for digitally enabled startups.
The managerial training and business advisory programs will be implemented through a model that includes an experienced professional operator to be competitively selected (private company, non-profit institution or consortium) under an outcome/performance-based performance contract, in partnership with national service providers.

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CompComponent 4: Project Implementation Support (US$ 2.0 million) 72.

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This component includes support to the PIU for the implementation and management of national level project activities, including for staffing of the PIU as well as capacity building and training initiatives.

Key technical functions to be supported can include but will not be limited to: project manager, technical specialists, procurement specialists, financial management specialist, environmental and social safeguards specialists, monitoring and evaluation and communications.
Day-to-day operational expenses/overheads will be financed through counterpart funding (TBC during appraisal).

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FUNCTIONS Key duties of this position: 1.

The Procurement Specialist will be part of the Project Implementation Unit to achieve the targets of Caribbean Digital Transformation Project.

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The Procurement Specialist will be responsible for the overall coordination of all procurement related project activities to ensure that the related Project objectives are achieved within the schedule and according to procurement plan.

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The Procurement Specialist will be responsible for Contract Management to ensure compliance with Contract Administration guidelines.
Responsibilities: The Procurement specialist will: - - - Prepare and/or update the PPSD – Project Procurement Strategy for Development that brings about and justifies the Procurement Plan (PP).
Prepare, revise and update the PP as and when required including the update and maintenance of World Bank’s STEP – Systematic Tracking of Exchanges in Procurement; Prepare all the procurement documents for the procurement activities specified in the PP, based on inputs provided by the technical specialists and under the supervision of the Project Coordinator; Liaise and coordinate with international Procurement Consultant as required.
- - Monitor the implementation of procurement activities and ensure that the PP is updated as needed; - Review, from a procurement perspective, technical specifications and Terms of Reference (TOR) - prepared by the technical specialists; Prepare Invitation to Quote (ItQ), General and Specific Procurement Notices (GPN and SPN), Requests for Expression of Interest (REoI), Requests for Proposals (RFP) and Bidding Documents in line with the World Bank’s Standard Bidding Documents, whenever they are applicable and needed; - Manage the advertising process involved in procurement, procurement correspondence (including clarifications to bidders), Expressions of Interest receipt, bid receipt, and bid opening in strict accordance with agreed procurement procedures in collaboration with the administrative personnel; - Review procurement documents, (Quotations, Bids, Expressions of Interest, Technical and Financial Proposals, Pre-Qualification Documents, etc.
), and assist in the process of selecting consultants, and evaluation of proposals, bids and quotations for goods, non-consulting and consulting services, works, and other relevant categories of procurement; Liaise with the Project Coordinator and technical teams to ensure the timeliness of procurement processing, including getting key documents (such as TORs, RFPs and bidding documents) approved and issued in a timely manner according to the approved Procurement Plan; Ensure that approval for all tendering documents as well as evaluation reports (ITQs, BDs, REOIs, RFPs, Evaluation Reports) are in accordance with project procurement requirements; - - - Manage the PMU’s procurement filing system in a systematic manner and monitor filing of procurement documents; - - Monitor goods, works and service contracts deliverables, with a view to keeping track of the need for extensions, cost overruns and other potential modifications, and promptly seek guidance from the Project Coordinator when issues arise and obtaining Bank’s no-objection, as required; Prepare relevant bidding documents, contract awards and agreements, as required, ensuring that all required documentation (such as performance securities, insurances, etc) are filed correctly; Ensure that contract awards are publicly disclosed, in compliance with the provisions in the Bank Guidelines as well as with government’s policy; Support project team with providing detailed information about the procurement process under WB Procurement Regulations in order to expedite the approval process; - - - Monitor, report on, and respond to all requests for debriefing received following the World Bank procedures; - Monitor and report on all complaints received relating to procurement activities, and action taken on each complaint following the World Bank procedures.
- Monitor vendors’ performance (quality, delivery times, etc.)

through feedback from end users, and communicate results internally and externally as necessary; - Check invoices to ensure correct price, follow through to ensure that goods, works and services ordered have been received based on the certificates issued by Project Manager/Authorised representative of the Client - Acts as Secretary to the Evaluation Committees and attends and prepare minutes/notes for all - related meetings.
Prepares and reviews evaluation reports (for Quotations, Bids, Expression of Interests, Technical and Financial Proposals received) and gives access to information needed to draft evaluation reports; - Cooperate with relevant national authorities to obtain approval of evaluation reports and contracts as may be provided for by the national legislation; - Monitor and report the procurement implementation status and progress to the Project Coordinator and the World Bank as required, including the use of STEP; - Cooperate with the World Bank missions in conducting regular supervisions of the Project, including procurement post review, and properly addressing the observations and recommendations provided.
C. REQUIREMENTS Education Work experience & skills Minimum Bachelor’s degree in business, public administration, finance, engineering and any other related field.
- Relevant experience in planning and packaging in accordance with international best practices; - Relevant experience in development and implementation of procurement strategy is highly desirable; - Relevant experience in procurement processes and contracts guided by Procurement Regulations and Procedures of Multilateral Financial Institutions, preferably the World Bank, including procurement of Goods, Works, Consulting and Non-Consulting Services subject to National and International Market Approach; - Relevant experience in Government of Saint Lucia Procurement and Stores Regulation and Finance Regulations.
- Relevant experience in World Bank Procurement Guidelines and procedures.

- Relevant knowledge and experience in Contract Administration Guidelines.

- Relevant experience in preparing bidding documents and other operational documents related to the procurement processing (bid/proposal evaluation report, clarifications to bidders, responses to procurement complaints, minutes of bid/proposal opening sessions, minutes of contract negotiations, etc.
); - Working experience in STEP is highly desirable; - Prior experience with procurement of IT and ICT related goods and services is highly desirable; - Knowledge of project management, considerable knowledge of business operations in the Caribbean High proficiency in spoken and written English High proficiency in MS Office (Word, Excel, PowerPoint, MS Project etc.)
and excellent web navigation skills - Good understanding of the Procurement principles; - Ability to establish and maintain effective working relationships with colleagues, other departments, vendors and the public; - Ability to communicate effectively, orally and in writing; - Ability to listen; ability to find and communicate accurate information concerning processes, policies and procedures; - Organizational skills and the ability to concurrently handle multiple assignments.
Language skills Computer literacy Other skills D. CONTRACT DURATION The initial duration of the consultancy service rendered will be 36 months with a probationary period of 6 months.

The contract will be extendable on an annual basis subject to satisfactory performance.

E. COST ESTIMATE I REMUNERATION* (36 months x USD $3,000.00/per month) TOTAL Total amount USD $ 108,000.00 USD $ 108,000.00 Notes: * Individuals will be expected to pay tax in accordance with the Income Tax of Saint Lucia Cap 15.02