Terms of Reference (ToR)

Consulting Services for Preparation of Chautara Sangachokgadhi

Municipality's Integrated Information Management System and Mobile App
1. Background
Information System is one of the basic component of development. It provides
information of possibilities, opportunity as well as problem of specific area. So, it
is very much important for making future development plan. Local Government
Operation Act 2074, stated that each local level should identify the resources,
analyses the opportunity and Problems of the municipality and set up the future
vision of the municipality.

Reliable information about Demography, Land use, Physical infrastructure,

Social, Environmental and Economic condition of the municipality helps to
prepare different types of plan and policy. For prioritization of project database is
the one of the major required documents.

This digital database includes Municipality present land use, Demography,

Physical Infrastructure, Institution development, Social and Economic condition,
available natural and human resources etc. Information is the key for making long
term plan of municipality.

In the context stated above, Chautara Sangachokgadhi Municipality, Bagmati

Province has initiate for the preparation of Web based system So, Chautara
Sangachokgadhi Municipality, Office of Municipal Executive invites proposals
from the experienced eligible national consultants/firms who are qualified as per
ToR for the preparation of Chautara Sangachokgadhi Municipality's Integrated
Information Management System and Mobile application.
2. Study Area
Chautara Sangachokgadhi municipality is located in Sindhupalchok district under
Bagmati province. This municipality is also the headquarters of the district. The
total area of this municipality is 165.25 square km. There are 14 wards in this
municipality. According to the census of 2068, the total population of this
municipality is 46,501, while according to the household statistics survey, 2075,
the municipality has a total population of 51,347, and according to the preliminary
results of the National Population Census 2078, the total number of households is
11,111, number of families. This municipality is inhabited by castes of different
religions. The main characteristic of the residents here is the religious and cultural
festivals. It is inhabited by followers of various religions such as Hindus,
Buddhists and Christians. Which reflects universal culture.
 Chautara Sangachokgadhi Municipality office is taking the initiative to digitalize
the whole municipality office and the first step to this being the data collection
and digitalization of households, residents and institutions of the municipality
with the digital data backed up by intensive Geographical Information System
(GIS) covering urban base map, cadastral map and thematic resource map, the
municipality intends to take initiatives necessary towards the concept of
“Integrated Information System” and create digital profile. With short term and
long term visions in sight, the municipality seeks to take this step to facilitate
informed decision making, policy formulation and sustainable development.
3. Objectives of the Study
The main objective of this assignment is to digitalize the detailed socio-economic
data of every single household as well as institution within this municipality so
as to facilitate the municipality in decision making, planning and policy
development and service delivery. At the end of the assignment, municipality
expects the consultant/s to deliver a fully developed information system to be used
by the municipality office and ward offices with data of households, institutions
integrated with the GIS maps and Integrated modules for ward and municipal level
safaris management with Web Based Digital Profile System.

Chautara Sangachokgadhi Municipality intends to keep digital records of all

households and institutions so as to make the communication with the residents
easier and deliver better services in the future to its residents. On the basis of the
output, municipality intends to develop a system later to increase the revenue by
accurately tracing the tax brackets residents and households fall under and bring
all citizens under the tax bracket system. With the help of proposed system wards
can be compared on the basis of population, education, health, agriculture,
economy and household and can assist in planning and budgeting as well as
information about the ground condition of the municipality can be obtained.
4. Scope of the work
A. Design and Development of user-friendly application to integrate
information system with GIS Data
• A fully matured and bug free web-based system to be handed over to the
Municipality Office with complete source code and database.
• System must enable to search unique ID from user level. Provide a unique
household ID for each household and each member of household in the
municipality.
• All the maps (resource and Digital Base Map) of high resolutions must be
integrated in the information system.
• One click complete access must be granted for both the maps and data from
the same system.
• Reports having both the maps and data need to be granted from the system
after integration.
• User friendly interface with high security and speed must be delivered.
• Development of mobile (Android) and iOS as well as web-based application
for data retrieval and observation. It should be designed in such a way that
data can be updated.
• Integrated Module for ward and municipal level sifaaris (वडा तथा नगरपालिकाबाट
हुने सम्पूर्ण लसफाररस प्रर्ािी) system and the sifaaris module must include below
 चार किल्ला  जन्म/ििोिाि प्रमात्तित
 अकििाकित सिफाररि  मृति िामात्तजि िुरक्षा भिा
 सिजुली जडान सिफाररि  िामात्तजि िुरक्षा भिा
 छात्रिृत्ति सिफाररि  सनशुल्ि स्िास््य सिमा
 िडि खन्ने सिफाररि  आय श्रोत प्रमात्तित
 घर िाटो प्रमात्तित सिफाररि  िृद्ध भिा सनिेदन
 घर जग्गा िर सिफाररि  किपन्नता/िम्पन्नता सिफाररि
 िं रचना भत्िाउने सिफाररि  घर-जग्गा नामिारी सिफाररि
 नाता प्रमात्तित सिफाररि  धारा जडान सिफाररि
 व्यििाय दताा सिफाररि  िाकषाि आम्दानी सिफाररि
 व्यििाय िन्द दताा सिफाररि
 सनमााि व्यििायी सिफाररि
 व्यििाय ईजाजत नकििरि
सिफाररि
 गररिी दताा सिफाररि
 दुई नाम एि व्यत्ति सिफाररि
 खुल्ला ढाचा सिफाररि
 फरि फरि जन्म समसत सिफाररि
 िम्पत्ति मुल्यांिन
 तीन पुस्ते प्रमात्तित
 स्थाई/अस्थाई ििोिाि सिफाररि
 मृति ििदारिो सिफाररि
 आददिािी सिफाररि
 • The system must be able to handle 3 levels of User Accounts/user groups
for simultaneous use and with different privileges and hierarchy as well as
Separate Login ID Password for each ward should be provided and there
should be a provision to print or download the details of the respective
ward as per requirement.
• Provision for add/edit/delete family members as well as new household in
the system.
• Online Web-GIS application system and information portal shall be
developed and a full user manual on its usage be prepared.
• Mobile Application and Integrated Information Management System must
import and display data from municipality web site through the use of API.
• Any cost require for App deployment and hosting must be carried out by
the consultant.
• If need be, the consultant/s shall provide IT professionals to assist the
municipality in using the developed application.
• Hosting of system must be done on the NITC data center or Government
Cloud of DOIT as instructed by Chautara Sangachokgadhi Municipality
and Maintenance for the first year must be included in the proposal.
B. Administrative/IT Department of Municipality
• The Municipality Information System will be used by Administrative/IT
Department of Municipality with full privileges and features. It will have
complete rights to view, edit, delete and update/modify the Municipal
information database.
C. Ward Executives
• The Municipality Information System will also be used by Ward offices
with limited privileges and features. It will have rights to view and update
individual ward information. It will have right to update/edit limited and
dedicated municipal database.
D. Peoples
• Individual people can read all the reports and queries generated by the
application and incase of his own information one can entirely view
details, but only have a liberty to comment on his own information.
E. Prepare thematic resource maps:
The Preparation of thematic resource map from the GIS System of
municipality is to be carried out at a very minute level covering the whole
municipality. It should generate thematic information by conducting spatial
analysis and facilitate the municipality by identifying all the natural and
man-made resources within the municipality for planning and policy
development. The minimal details needed are:
i) Thematic Resource Maps are prerequisite for development of any plans
in the municipality. These are required for preparation of land use and
building by-laws, master plan or any local area plan. Resource Maps
shall be prepared using the developed Municipal GIS database and
performing various spatial analysis to generate different thematic
information as under (but not limited to):
SN Themes/Thematic Layers Remarks
1 Existing Urban Form
1.1 Land Use
1.2 Built-up Pattern
1.3 Internal Road Connectivity
1.4 Urban Greenery
1.5 Open Space
1.6 Building Typology
2 Regional Scenario and Connectivity
2.1 Regional Urban Nodes
2.2 Hinterland Area and Linkages
2.3 Road Network Connectivity
2.4 Economic Connectivity
Terrain Morphology, Land Form and
3
Hydrology
3.1 Land Form and Soil
3.2 Geology
3.3 River System
3.4 Lakes/Ponds (Water bodies)
4 Cultural and Archaeology
4.1 Existing Archaeological Sites/Monuments
4.2 Archaeological Excavation Sites
4.3 Culture aspects (tangible/intangible)
 SN Themes/Thematic Layers Remarks
Cultural and Religious Sites
4.4
(mosques, graveyard, temple, church etc)
5 Public Facilities and Infrastructure
5.1 Health Services
5.2 Education
5.3 Security Services
5.4 Administrative Services
5.5 Utility Services
6 Commercial and Financial
6.1 Commercial Services
6.2 Financial Services
6.3 Hospitality/Tourism Services
6.4 Market Center/Bazar
6.5 Central Business District (CBD)
7 Socio-Economic and Demographics
7.1 Population Distribution and Density
7.2 Population Growth Trend and Projection
7.3 Population Ethnicity
7.4 Economically Active Population
7.5 Source of Income
ii) These thematic Resource Maps shall be published as Municipal Spatial
Profile in appropriate scales following appropriate cartographic
principles.
iii) These thematic Resource Maps and GIS datasets shall also be
incorporated in the Municipal Information System.
F. Prepare large scale urban base map:
Large scale urban base maps scaled for office uses are to be prepared and
delivered to the municipality. Very High Scale Satellite Image must be used
and provided to the Municipality Office of the whole municipality.
Further discussions will be carried out after receiving first version of the
map from the selected consultant/s to produce more efficient maps for office
use.
G. GIS data digitization and attribute entry:
 The selected consultant/s should digitalize the GIS data and report in a
presentable and printable manner. The details of this task are:
i) All acquired digital data from the Department of Land Information and
Archive as well as field surveyors will be entered into the Municipal GIS
to be integrated with the Municipal Information System.
ii) Multiple levels of validation and quality analysis to be carried out before
finalization.
H. Integrate Information System with GIS Data and all Maps (Geo Portal):
Integration of all the collected data and maps should be done in the system
with details below:
i) One click complete access must be granted for both the maps and data
from the same system.
ii) Reports having both the maps and data need to be generated from the
system after integration.
I. Prepare the information system for individual wards of the municipality:
The information system is to be used by the Ward Offices as well as the
Municipality. In doing so, followings are to be considered:
i) The Municipality Information System will also be used by Ward
Offices with limited privileges and features. Restricted information of
the Ward should be accessible to the Ward Office and not the full one.
ii) The system must be able to handle multiple levels of User Accounts
and user groups for simultaneous use and with different privileges and
hierarchy.
J. A fully scalable information system that can be used for each households
to register and update information on their own at later stage:
The Municipality plans to open the Municipal System for public use later.
So, while developing the system, it should have the below features:
i) The Municipality Information System must be scalable so that in future
all residents can login to the system to view their details and update or
request for update accordingly.
ii) The system must be able to take 60,000 or more user accounts.
K. Inputs from Chautara Sangachokgadhi Municipality
• Every House Hold data of Municipality will be provided in excel format,
which is collected by enumerator by tablet.
 •Relevant documents/materials and information, provision and support on
acquiring the necessary secondary data for the project.
• Coordination with the Department of Land Information and Archive to
obtain cadastral data parcel.
• Co-ordination with each ward of the municipality.
• Assistance in naming each and every street within the municipality that
has not been named yet.
• Creating awareness among the residents of the municipality regarding the
household and institutional survey being conducted.
• Assisting the consultant in case of disputes with the residents.
• Taking legal measures to ensure that the consultant gets right environment
to conduct the household census.
L. Capacitate and institutionalize the Municipality Office:
• The consultant/s should stay in close co-ordination with the Municipality
Office during and after the completion of the task unless the Municipality
can fully take over.
• Provide a detailed User Manual for the Municipality Office of the
Information System Integrated with MIS including GIS data and maps.
• Conduct presentation and orientation with all the stakeholders of the
municipality and ward offices making them familiar with the system and
its utilization.
• Conduct training session as per the requirement so as to capacitate the
personnel assigned by the municipality to make them well versed with the
system developed.
• The system has to produce instant reports of households, residents, land
masses, topography, ward segregation, demographics, landmarks and all
other digitalized data.
• Dynamic info-graphical reporting as per the requirement of the
Municipality to be made easily accessible in the system.
• A fully scalable information system that can be used for each household
to register and update information on their own at later stage:
• The Municipality Information System must be scalable so that in future all
residents can login to the system to view their details and update or request
for update accordingly.
• The system must be able to take 60,000 or more user accounts.
5. Methodology
Methodology constitutes the following phases.
• Organization of Municipal level orientation meeting and field level
meeting.
• Design and Development of application for different hierarchy of users.
• Design and Development of at least four interface web system (GIS
interface, Report interface, Administration Interface, Service Interface)
integrated with existing municipal web system, spatial data and Statistical
data.
• Design and develop web based system for digital profile and link with
municipality's existing website via API.
• Design and development of mobile application for android and IOS
System and link with municipality's existing website (data form website
must be shown on mobile application on respective modules).
• Development of operation manual of each integrated system.
• Presentation and collection of feedback from the concerned agencies.
• Support and remote assist in data migration and operation of the system.
6. Roles & Responsibilities:
A. Role of the Consultant
a. Import the Data Collected by municipality through household survey
using enumerator (गणक) to the system.
b. Consultant should provide a section in proposed system to import the
Data Collected by municipality through household survey using
enumerator.
c. Consultant must import all the collected data for the first time during
system implementation.
d. A fully matured system (software) with detailed municipal socio-
economic and demographic report and spatial profile shall be prepared.
e. Consultant shall be responsible to supply technical personnel and
complete consulting work as stipulated in ToR and work under the team
leader.
f. Consultant shall be responsible for making available of logistics
including computers, printer, and scanner photocopier, as stipulated in
ToR.
 g. Consultant shall be responsible for undertaking necessary training
programs to municipal as well as departmental technical personnel on
management and other relevant computer skills that are required in
connection to profile preparation.
h. Keep appropriately the records and minutes of the meetings/workshops.
i. The consultant shall accomplish the work in close contact and guidance
with the Office of Municipal Executive.
j. The system has to produce instant reports of households, residents, land
masses, topography, ward segregation, demographics, profession
landmarks and all other digitalized data.
k. More than 20 customized reports need to be generated for decision
making purposes.
l. Info-graphical reporting as per the requirement of the Municipality to be
made easily accessible in the system.
m. The reports should be generated in PDF, EXCEL and WORD formats.
They should be very well designed and in ready to use state with
Municipality Details and LOGO as well.
n. Design and develop web based system for digital profile and link with
municipality's existing website.
o. Design and development of mobile application for android and IOS
System and link with municipality's existing website (data form website
must be shown on mobile application on respective modules).
p. Develop and establish household numbering for each household, the
primary objectives would be to: Provide a unique household ID for each
house in the municipality.
q. The system must be compatible to GIS platform which enables to
integrate geo reference shape file format and scalable to metric system
house numbering system in future.
B. Role of the Municipality
a. Municipality is responsible for the data collection from the field.
b. Municipality shall depute its senior official preferably from the
Technical section to coordinate internally and externally in the entire
process till the completion of preparation profile. Municipality shall also
depute the full-time technical officer/personnel to be associated with the
study team.
 c. Municipality should have its own server to handle its data after
completion of hosting period of the consultant
d. Municipality shall make the payment of contract amount to the
consultant as per the agreement.
7. Expected Outputs
The consultant shall prepare a complete profile platform comprising of relevant
data and information
The Municipality Profile Web Based platform based on गाउँ/नगर वस्तुलस्थलत लववरर् लबवरर्
तयारी कायणलवलि, २०७५ (पलहिो संसोिन २०७८)
• Socio economic like health and educational, gender, income, and
occupation.
• Physical and Social Infrastructures like road, electricity,
telecommunication, water supply drainage and sewerage etc.
• Existing Land use pattern/classification Agriculture, Forest, road,
residential areas, urban areas, commercial, institutional, open spaces. Play
grounds, rivers, lake, pond, religious centers/areas.
• Analysis of collected data should be presented in charts, diagram and
graphs as per requirements.
• Development of user-friendly application for different hierarchy of users.
• An up to-date profile shall be prepared comprising of base-line
information of the existing physical, social, environment financial and
organizational state of the municipality. Apart from the key statistics, such
base line information shall also include textual descriptions, maps, and key
problems prevailing in the wards and the municipality.
8. Team Composition
S.N Description No. Quantity Unit Remarks
Key Expert
Minimum master's degree in
IT/Regional planning/GIS with
1. Team Leader 1 3 Month
at least 10 years of work
experiences in related field.
Minimum Bachelor's degree in
2. System Designer 1 3 Month IT with at least 2 years of work
experiences in related field.
Master's Degree in Geo-
3. GIS Expert 1 3 Month
information/ RS/ GIS with at
S.N Description No. Quantity Unit Remarks
least 3 years of work experience
in related field
Minimum Bachelor's degree in
Web-Application
4. 1 3 Month IT with at least 5 years of work
Developer
experiences in related field.
Master degree in sociology/
Sociologist- Anthropology with minimum 3
5. 1 1 Month
Economist years of work experience in
related field.
Minimum Bachelor's degree in
Quality Assurance
6. 1 2 Month IT with at least 2 years of work
Engineer
experiences in related field.
Master degree in
Statics/Mathematics with
7. Statistician 1 2 Month
minimum 3 years of work
experience in related field.
Minimum Bachelor's degree in
8. Database Designer 1 3 Month IT with at least 2 years of work
experiences in related field.
Minimum Bachelor's degree in
Android App-
9. 1 2 Month IT with at least 2 years of work
Developer
experiences in related field.
Minimum Bachelor's degree in
Mobile App IOS
10. 1 2 Month IT with at least 2 years of work
Developer
experiences in related field.
Minimum Bachelor in Civil
Engineering with minimum 2
11. Civil Engineer 1 2 Month
years of work experience in
related field.
Supporting Staffs
Computer Minimum Bachelor's degree any
Operator and field with good knowledge in IT
1 1 2.5 Month
GIS/CAD and at least 2 years of work
Operator experiences in related field.
Minimum Bachelor's degree
GIS/CAD with GIS training and at least 2
2 1 2.5 Month
Operator years of experiences in related
field.
 9. Project Duration:
Duration of the Assignment: 4 month from the date of Work Order.
10. Reporting and Deliverables:
The consultant must but not limited to deliver the followings:
SN Deliverables Time Frame
 Prepare Thematic Resource Map.
 Prepare large scale GIS based Digital
Base Map. Draft version Within 2
 Design and development of user-friendly month from the date of
1. application to integrate information agreement. Final version
system with GIS data and all Maps. within 4 month from the
 Design and development of user-friendly date of agreement
application to integrate information
system with GIS data and all Maps.
 Socio-Economic baseline HHs and
institutions information platform with at
least a unique ID search option for HHs.
 A Fully Scalable information system that
can be used for each HHs to register and
update information on their own at later Draft version Within 2
stage. month from the date of
2.  Facilitate the Municipality with agreement. Final version
extensive reporting of HHs, Institutions, within 4 month from the
landmarks and geo spatial information. date of agreement
 Provide Integrated Information
Management Portal as a digital profile
and Mobile application for android and
iOS Format and integrated with sifaris
system.
 Capacitate and institutionalize the At the end of the project
3.
Municipality Office and ward office. period