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Agenda

Briefing Session Review of the Information Technology (IT) Strategy for the Social Welfare Sector [ SWD Ref: SWD/Q014/2011] 25 August 2011. Agenda. Background Objectives Methodology Timeframe Project Deliverables, Milestones & Implementation Schedule

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Agenda

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  1. Briefing SessionReview of the Information Technology (IT) Strategy for the Social Welfare Sector[SWD Ref: SWD/Q014/2011]25 August 2011

  2. Agenda • Background • Objectives • Methodology • Timeframe • Project Deliverables, Milestones & Implementation Schedule • Highlights of the Mandatory Requirements • Highlights of the Supplier’s Proposal • Selection Criteria and Marking Scheme • Closing Date for Proposal Submission • Questions & Answers

  3. Background • The Strategy was drawn up in2001 to identify the direction and development of IT for the Sector • Objectives of the Strategy – • Enabled NGOs to improve their use of IT in managing their organisations, communication and service delivery through - • Infrastructure • Communications • Application systems • Accessibility and • Human-ware • Assisted the welfare service recipients and disadvantaged individuals by making IT accessible to them and ensuring that they had the skills to use it

  4. Background • The Strategy was reviewed in 2004 • Concluded that the Strategy formulated in 2001 would remain a pertinent guide for continuous IT development in the Sector • Direction focused on encouraging IT projects to - • Support service delivery • Consolidate sharing through mutual learning & development of common IT applications • Promote human-ware and external IT support

  5. Objectives • To formulate the long-term strategy and direction for IT development and information management in the Sector to - • support the business and operational needs of NGOs • enhance IT awareness among management and staff • To propose appropriate types and levels of IT support to be provided to NGOs in regard to their - • current IT provision • Maturity; and • Readiness

  6. Objectives • To recommend priorities in the use of resources to address NGOs’ IT needs and the possibility of setting ‘benchmark’ or ‘baseline’ for IT equipment • To examine the suitability, need and business benefits to include the following IT projects/proposals in the priority list having regard to the resource implications - • Intranet including setting up of Local Area Network • Client Information System • Proposal on consultancy service and IT strategic planning/development of NGOs

  7. Objectives • To identify areas/opportunities for promoting the use of e-Services and shared platform in the Sector and/or with SWD, and explore the use of latest technologies to enhance – • IT infrastructure • System design, and capacity of NGOs for improving their corporate management • Operational efficiency • Service delivery • Communication with service users, the public and SWD

  8. Objectives • To review the roles of SWD, NGOs and other relevant stakeholders towards the promotion of the use of IT in the Sector

  9. Methodology • Involves frontline and management staff as well as other relevant stakeholders of all the 171 subvented NGOs in Hong Kong • Collect comprehensive data through – • Survey/exploratory and evaluative study/quantitative and qualitative researches on the existing IT systems/provision, management, development and IT needs of NGOs • Documentary study on NGOs’ policies, procedures, related documents/reports pertinent to the use of IT, and the implementation details of IT projects, etc.

  10. Methodology • Literature review, including both local and overseas research studies on the good practices for formulation of the Strategy in the aforementioned aspects among NGOs • Focus group discussion and/or in-depth interviews at sector level, agency/management level, staff level, service and service users level, etc. for NGOs of different sizes to understand their IT needs, direction and difficulties

  11. Timeframe • Tentative start date in December 2011 • To be completed in 12 months, i.e. in November 2012

  12. Project Deliverables, Milestones & Implementation Schedule

  13. Project Deliverables, Milestones & Implementation Schedule

  14. Project Deliverables, Milestones & Implementation Schedule

  15. Highlights of the Mandatory Requirements • Supplier’s Experiences in Consultancy Service (Clause 11 of the Terms of Quotation) • Experience in having completed at least one study / survey / research on IT Strategy for the Government / Social Welfare Sector or IT application in NGOs in Hong Kong with one-off contract value of $400,000 or above in the past 10 years

  16. Highlights of the Mandatory Requirements • Professional Staff Requirement (Clause 11 of the Terms of Quotation) • The proposed key staff shall comprise (Clause 11 of the Terms of Quotation) • Team Leader (Master Degree in Social Work or related fields + three cumulative years research experience in social welfare / service) • Project Coordinator (Master Degree in IT or related fields + two cumulative years research experience in IT) • Research Staff (at least 20 research staff with relevant experience in social welfare / social service / IT)

  17. Highlights of the Supplier’s Proposal • Proposal Submission (Clause 3 of the Terms of Quotation) • Technical and Price Proposals – • Shall be in duplicate and put in separate sealed envelopes • Softcopy in a CD-ROM and submitted with the hardcopy

  18. Highlights of the Supplier’s Proposal • Technical Proposal • Demonstration of Supplier’s ability in undertaking the Contract • Proposed work approaches and study methodologies • Proposed strategies for enhancing the NGOs’ acceptance level and high response rate • Effort required from the Government and the NGOs during the course of the Services

  19. Schedule of the Services with description of the major tasks / phases to produce and submit deliverables as specified in the Clause 30 of the Service Specifications Measures and procedures that the Contractor will take on quality control for fieldwork procedures Measures to protect the confidentiality of individual data Conflict of interest Highlights of the Supplier’s Proposal

  20. Highlights of the Supplier’s Proposal • Complete, sign and return the following together with the proposal – • Technical Proposal (Contract Schedule 2) • Conflict of Interest (Contract Schedule 2) • Statement of Compliance (Contract Schedule 3) • Offer to be Bound (Contract Schedule 4)

  21. Highlights of the Supplier’s Proposal • Price Proposal • Charges of personnel in the project team • Costs for transcription, mailing of study /survey / research documents, photocopying/printing of the study / survey / research documents and reports • Cost for translation services from English to Chinese for the finalized Report and Executive Summary • Cost for provision and burning of CD for the Report • Detailed cost breakdown by each payment milestone

  22. Highlights of the Supplier’s Proposal • Complete, sign and return the following together with the proposal - • Price Proposal (Contract Schedule 1) • Payment Discounts (Contract Schedule 1)

  23. Selection Criteria and Marking Scheme • Selection Criteria • Completeness and conformity to the specifications • Price and Technical Assessments based on Quotation Assessment Criteria (Appendix) • Technical-Price Score = Technical Score (40%) + Price Score (60%)

  24. Selection Criteria andMarking Scheme • Technical Assessment • Experience of the Supplier in having study / survey / research on IT Strategy for the Government / IT Strategy for the Social Welfare Sector / IT application in NGOs in Hong Kong completed in the past 10 years immediately before the Quotation Closing Date (Contract Schedule 2) (Maximum sub-score : 9) • Academic / Professional qualifications and relevant experience of team leader and project coordinator to be engaged in conducting the Services (Contract Schedule 2) (Maximum sub-score : 20)

  25. Selection Criteria and Marking Scheme • Study methodologies and designs to perform the tasks and produce the deliverables [Clause 30(a) to (f) of the Service Specifications] in respect of the following aspects (Maximum sub-score : 42) • Proposed work schedule to produce and submit the deliverables (Clause 30 of the Service Specifications) (Maximum sub-score : 8) • Quality control measures for fieldwork procedures (Clause 23 of Service Specifications) (Maximum sub-score : 16)

  26. Selection Criteria and Marking Scheme • Proposed measures to protect the confidentiality of individual data [Clause 7 of Special Conditions of Contract and Clause 23(f) of Service Specifications] (Maximum sub-score : 5) • The total maximum score for the Technical Assessment is 100 • Quotation must reach or exceed the passing marks of 50 in technical assessment (i.e. 50% of the total maximum score of assessment criteria) • Quotation proposals which fall below the passing marks of 50 in technical assessment shall not be qualified for onward price assessment

  27. Closing Date forProposal Submission Deposited by hand in the SWD Tender Box (outside the door leading to Room 818-830, 8/F, Wu Chung House, 213 Queen's Road East, Wan Chai, Hong Kong no later than 11:00 a.m. on 3 October 2011

  28. Questions & Answers

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