Public procurement notice: Contract Notice
Published: 2025-01-20
Buyer: 81311941-Development of the Regional Minerals Database and the Data Sharing Solution for Minerals Data
Region: DEA22
Contract type: Services
Procedure: Open procedure
CPV classification: 72000000
Submission deadline: 2025-02-17
EU fund: eu-funds

Technical requirements: The ICGLR (International Conference for the Great Lakes Region), founded in 2006, promotes peace, security, and development in the Great Lakes region. In 2012, the U.S. Dodd-Frank Act required companies to disclose whether their minerals, particularly from DR Congo and neighboring countries, funded armed groups. The ICGLR"s Regional Certification Mechanism (RCM) ensures responsible sourcing of minerals like tin, tantalum, tungsten, and gold (3TG), known as conflict minerals, with traceability and due diligence requirements outlined in its 2019 RCM Manual.
Key components of the RCM include:
- Certification for responsible sourcing and prevention of conflict mineral trade
- Collaboration among governments, private sector, and civil society
- Capacity building for local governments and industry
- Monitoring and reporting for progress and compliance
The digitalization of the RCM requires:
- National chain-of-custody (CoC) tracking solutions
- Database connectors for national and regional data integration
- Data-sharing solutions
- Sovereign national minerals databases and a regional minerals database
GIZ and the ICGLR developed an architectural vision for the idea of an overarching mineral traceability solution including all necessary components. This architectural vision will be the basis for all measures within the framework of the development of the service tendered in this contract.
The architecture vision for the implementation of the epics of this tender provides the foundation for all components to be implemented under this tender
The subject of this procurement is therefore the design/architecture and development/configuration and implementation of the following components of the architecture vision
- Data Sharing Solution
- Data connector
- Regional Minerals Database
In addition, the contractor shall provide change management and capacity development activities complimenting an agile delivery approach, to ensure the smooth operation of the software by ICGLR / respective future operators.
1. Average annual turnover for the last three years (last-but-four financial year can be included in case of tenders held within 6 months of end of last financial year), at least: 300000 EUR
2. Average number of employees and managers in the last three calendar years, at least 5 persons
1. Self-declaration: name of company and address, tax ID, registration and commercial register number or equivalent register in accordance with the legal provisions of the country of origin.
2. No grounds for exclusion pursuant to § 123, § 124 GWB, § 22 LkSG 
3. Declaration of bidding consortium and/or declaration of subcontractors (if applicable)
1. The technical assessment is only based on reference projects with a minimum commission value of 50000 EUR.
2. At least 3 reference projects in the technical field software development of state of the art web-based workflow or web-based supply chain systems in the last 3 years
GIZ asks the applicant or bidder to submit, complete or correct documents, within the framework laid down by law.

Eligibility requirements: 1. Average annual turnover for the last three years (last-but-four financial year can be included in case of tenders held within 6 months of end of last financial year), at least: 300000 EUR
2. Average number of employees and managers in the last three calendar years, at least 5 persons
1. Self-declaration: name of company and address, tax ID, registration and commercial register number or equivalent register in accordance with the legal provisions of the country of origin.
2. No grounds for exclusion pursuant to § 123, § 124 GWB, § 22 LkSG 
3. Declaration of bidding consortium and/or declaration of subcontractors (if applicable)
1. The technical assessment is only based on reference projects with a minimum commission value of 50000 EUR.
2. At least 3 reference projects in the technical field software development of state of the art web-based workflow or web-based supply chain systems in the last 3 years
GIZ asks the applicant or bidder to submit, complete or correct documents, within the framework laid down by law.
The execution conditions result from the information given in the contract notice and the tender documents.
Epic 1: System Architecture Definition and Validation
This epic encompasses a comprehensive study of the existing processes and defining the architectural framework for the system, creating low-fidelity prototypes and conducting experiments (A/B tests) to validate the proposed Solutions. The proposed systems architecture, and prototypes should meet the project requirements, objectives and get the stakeholder buy-in.
Epic 2: Implementation of the UI and Backend
This epic focuses on building the main foundation of the components listed above covering the user interfaces end to end and the backend infrastructure. It involves designing and building an intuitive and user-friendly UI that enables users to easily navigate and interact with the system with key backend functionalities implemented to support efficient data sharing and management across components to the member states.
Data Management: Implement functionalities for efficient data management, including data ingestion, storage, processing, and retrieval. This ensures that data is managed effectively and is readily available for users.
Real-Time Data Sharing: Develop capabilities for real-time data sharing and synchronization between different components and countries. This enables timely access to accurate and up-to-date information.
Scalability and Performance: Ensure that the backend infrastructure is scalable and performs well under varying loads. This includes optimizing databases, APIs, and server configurations to handle high volumes of data and users.
Epic 3: Implementation of the Master Data Management for the components
This scope focuses on the implementation of a comprehensive master data management (MDM) system for the components listed above. The goal is to create a unified and efficient system for managing master data, enhancing data quality, accessibility, and compliance across ICGLR member countries. 
Epic 4: Implementation and data sharing of the Business processes.
Analyse the business processes
Implement web and mobile forms
Implement the use of workflow building block approach 
This epic involves a comprehensive analysis and implementation of business processes including export certificates, mine site inspection, business entities and more, along with the development of web and mobile forms. The primary goal is to streamline operations, enhance user experience, and ensure seamless integration between the regional minerals database and the data sharing solution. 
Epic 5: User and role management
This epic focuses on the development of a comprehensive user management capability for the above components, aiming to ensure secure, efficient, and streamlined management of user access and permissions. 
Epic 6: Reporting and analytics
This epic focuses on developing robust reporting and analytics capabilities to empower users with the tools they need to gain actionable insights, track performance, and ensure compliance within the Chain of Custody (CoC). 
Epic 7:  Integrations
This Epic should cover integrations to facilitate process integrations with other solutions required for the aggregation of minerals data.
Epic 8: Implementation of the API Backend 
The scope of this epic covers the development and implementation of APIs for the following activities:
Modularization and Maintenance of Backend Systems
System Modularization: Develop APIs to modularize each backend system, enabling independent development, testing, and deployment of different system modules. This approach will enhance the flexibility and scalability of the overall system architecture.
Code Maintainability: Implement APIs that follow best practices in coding standards, documentation, and versioning to ensure the maintainability and longevity of the backend systems.
Testing and Debugging: Create comprehensive testing frameworks and debugging tools for APIs to ensure the robustness and reliability of the backend systems.
 Integration with Visualization Tools
Data Integration: Develop APIs to facilitate seamless integration of backend systems with various visualization tools. This integration will enable real-time data visualization and analytics, supporting informed decision-making.
Data Transformation: Implement APIs for data transformation and normalization to ensure compatibility and interoperability between different systems and visualization tools.
Real-Time Data Exchange: Ensure that APIs support real-time data exchange and synchronization between backend systems and visualization tools, providing up-to-date insights and analytics.
Scope and Business Background
Epic 9: Testing and documentation 
This epic involves comprehensive testing and documentation efforts for the Data Sharing Solution and regional minerals database to ensure functionality, performance, security, and usability. The scope includes various types of testing such as unit testing, integration testing, system testing, and user acceptance testing, along with the creation of user guides, manuals, and technical documentation for the solution.
Epic 10: Knowledge Transfer 
The Contractor shall conduct technical trainings of the IT staff of the end-user to build up the knowledge and capacities for sustainable operation. 
Training will be formalized and well-documented for major releases or when necessary due to new functionality etc. User trainings (except for admins) will not be part of the Contractor"s tasks.
Epic 11: Support and Maintenance
The contractor shall also provide any technical assistance to the end-user in a period not less than one (1) year starting from the date of the final handover of the implemented project. The contractor shall conduct the maintenance of the Solution for a least one-year period to rectify some developed modules and features based on user feedback starting from the date of the final handover of the implemented project