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ICTA :ideas actioned ~~~\/ . :. ,Mr. J. J. c. PhilicibusDep Director (Planning) .Chief Secretary's' Office - Northern ProvinKanniya Road,VarothayanagarTrincomalee

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-;/My No: Re-Gov/~WH2008-10-20

Dear Mr. Philicious,Development of Provincial Council Web PortalAs you are aware Information and Communication Agency of Sri Lanka (ICTA) hasinitiated a 'project for developing a Provincial Council Web Portal which would buildwebsites for all provincial councils and organizations under the purview of provincialCouncils.We intend to select a web development company to develop the web portal. In order toselect a web development company, it is required to draft the Terms of Reference (ToR)for the development work. We have drafted a ToR and we wish to discuss the ToR withyou for incorporating your requirements to the ToR before calling for proposals fromwep developers. A meeting is scheduled on 24th of October 2008 at ICTA with all the Provincial Councilrepresentatives in order to discuss the drafted Terms of Reference. Herewith a copy ofthe drafted ToR is attached for your information.Please be good enough to review the draft TOR and participate at the meeting. Details ofthe meeting are as follows;DateTimeVenue

24th of October 20082pmInformation and Communication Agency of Sri Lanka (ICTA)160/24, Kirimandala MawathaColombo 05 ' I (

JfYours sincerely,ICT Agency of Sri Lanka

=-~>--.-.-.~wasantha DeshapriyaProgramme Director, Re-engineering Government ProgrammeCopy: Chief Secretary, Northern Provincial Council - f.y.i. 6~~~/nk...1 I f.~~~ l tvdsmart peo;:7ie smart island

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Section 5. Terms of Reference

/ Develop a Dynamic Web Portal for Provincial CouncilsI )1. Background),

lCT Agency of Sri Lanka initiated the government web development project in year 2005 toincrease the government web presence and up to now we have successfully launched more than75 websites for the government agencies who are lacking internal capacity to develop their ownwebsite. Further to these individual websites, another step took forward to design and developsProvincial Councils (PC) web portal would allow all the eight (8) provincial councils of island tocreate their own website. Western Province Provincial Council website has been developed.Provincial councils of island that was established in terms of the 13th amendments to theconstitution of the Democratic Socialist Republic of Sri Lanka and under the provisions of theProvincial councils Act No 42 of 1987.2. Objectives

2.1. Develop a complete dynamic web portal for Provincial Councils (PC) which covers allprovincial councils in 8 provinces. Each PC will have their own website (This willinclude 8 websites for each province) and each PC website will including mini sites foreach Ministry, Department, and Governor's offices etc.

2.2. Provide support to the each PC for and updating the site through a content managementtool. Entire wtThportal should be supported by content managed support.

2.3. Maintaining the web portal for a minimum period of one (1) year.

3. Scope of the service & Activities to be carried out3.1. Develop a complete dynamic web portal for Provincial Councils (PCs) in order to

provide accurate up-to-date information in local languages and English. Portal shouldconsist of individual website for each provincial council. Each Provincial council willhave mini sites for each provincial council ministries, department and governs' office.Using Unicode fonts, comply with W3C (including accessibility) should be maintained.

3.2. Develop the website by incorporation of necessary text, graphics, animations, sounds,video clips, forms, databases, downloadable forms, plugging content management toolsetc. The scripting languages should compatible with all browsers and hosting serverplatform of government Intern~ Data Genter.

3.3. Study the requirements of each PC and other institutes (Ministries, Department andGovernor's office). Understand their main functions and services. Conduct regular sitevisits to understand each PC. Study-the exiting websites (if available) and identify thelimitations of the website and develop a new website with the consultation of ContentManagement Team appointed by each PC.

3.4. Study the exiting databases, information systems available in each PC and study howthese information systems/databases can be linked to the proposed website. '

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3.5. Develop and integrate a web bas.ed Content Management System tool (CMS) for thewebsite in order to provide the CMS support for ALL pages. CMS Tool should becompatible with W3C standards.

I3.6. Provide training & technical support to the each PC for maintenance and updating the sitethrough content management tools. Staff training should be done as mentioned in sectionseven (7) in this TOR. . ),

3.7. Total number of pages will depend upon the requirements of the each PC. ContentManagement system should have the facility to create individual websites, mini sites,web pages etc. Total number of pages per PC website would be minimum 60 pages. Thiswill increase based upon the requirement of each pc. Therefore total number of pages inthe portal will be nearly 700 pages. A web page should contain at least 450 words exceptwelcome page, news and event page, sitemap and home page. Collecting, preparing,translation & typing of the content Translation & Typing can be.

- English to Sinhala- English to Tamil- Sinhala to English- Sinhala to Tamil- Tamil to English- Tamil to Sinhala

3.8. The web site shall have the following pages (Specification of the proposedwebsite). 3.8.1. Welcome page (Should consist of language selection buttons, links to the siteswhere user can download Sinhala and Tamil Unicode fonts).

3.8.2. Portal Home page (This will include: news event box, event calendar, image mapof Sri Lanka to direct for each PC website).

3.8.3. For each PC website will have a separate Mini websites for each Ministry,department, Governor's office.

3.8.4. For each PC (9 provincial councils) website will have following3.8.4.1. Home page will contain following information

Vision Statement, Mission. statement.News and events/announcement column.Links to other PC Ministries, Departments and other institutes.Any other information requested by the user.

3.8.4.2. About Us page.This page should elaborate the organizational background, majorfunctional area, historical development of the organization etc.

3.8.4.3. Services provide by the PC/MinistrylDepartment. This is th~ most importantsection of the proposed website and this can be extehded up to several webpages, based upon the services provided by each PC.

3.8.4.4. All the services provide by the PC should be classified into 3 categoriesbased upon the service they provided to their partners (Citizen, Business, andOther Government Organizations). Service category ~n be; Governmentorganization to Citizen (G2C), Government to Government (G2G) andGovernment to Businesses (G2B).

3.8.4.5. Under each category, the procedures to obtain the government services

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3.8.4.6. Relevant documents/forms should make available to download with theservice.

3.8.4.7. Government organization's Divisions / Departments and their functionalareas.

3.8.4.8. Contact Us page will have following information,Postal address.Map shows the location of the ?rganization. J IContact person's name and their telephone numbers/fax numbers andemails.Feedback form.Contact information (General telephone number, email and postaladdress) of other ministries/department/institutes functioning underthe organization

News and Event detailed page.Frequently asked questions (FAQs).Site map.Organizational chart.Downloadable Tender documents/publications/acts.Organizational specific information.Other information (statistics, acts, projects, photo gallery etc).Photo gallery.

3.8.4.9.3.8.4.10.3.8.4.1l.3.8.4.12.3.8.4.13.3.8.4.14.3.8.4.15.3.8.4.16.

3.9. The new website developed shall essentially have the following features among otherfeatures.

A. Search / Find facility across the entire site.B. Date of Last Update .C. Hit counter.D. Standard menu icons.

3.10. Upload the websites into the web severs allocated by ICTA. In case it is required toshift the website from the existing server to a new server; the contractor should providenecessary technical support for 3 years from the date of signing off.

3.11. The hosting platform shall be Linux. Web server is Apache. The website should notdevelop using in any version dependant software tools or should not include anyplugging that creates incompatibilities with the existing infrastructure.

3.12. Manage and maintain the web site for a minimum one year period from the date of signoff.

3.13. Website should include free none proprietary statistic generating tool which cangenerate statistics as follows.

- Number of page loads.- Number of hits received.- Last updated date.- Pages accessed by the user.- Visitor's location information.- Incorporate statistics generation tool to the website.

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3.14. Website developer should-adhere to the Word Wide Web (W3C) standardsand latest version of lCTA web standards. Refer Annexure 1. This is alsoavailable at

http://www.icta.lklInsidepages/downloadDocslReGovlWeb development standards.pdf/,,} 3.15. The hosting platform shall be Linux, or Windows. The website should not develop

), using in any version dependant software tools or should not include any plugging thatcreates incompatibilities with the existing infrastructure.

3.16. Mechanism should be implemented to generate automatic database backups from thedatabase. . .3.17. A webpage should contain at least 450 words except welcome page, news and event

page, sitemap and home page. Collecting, preparing, translation & typing of the contentTranslation &Typing can be.- English to Sinhala- English to Tamil- Sinhala to English- Sinhala to Tamil- Tamil to English~Tamil to Sinhala

4. Resources4.1. The leTA will provide the following facilities to the development team.

a. Arrange meetings with relevant end users and senior managers of the assignedorganizations, if the need arises;

b. leT A will provide web hosting solution which includes web severs and databasesevers for hosting the web sites.

Other than above listed facilities, no facilities whatsoever will be provided to thesuccessful bidder by the Client

5. Ownership

5.1 The website developer should provide soft and hard copies of all source codes, databases,content management tool': graphics, design documentations and other related documentsused in the web si~ to the /respective public sector organization and lCT A.

5.2 The intellectual property rights relating to the graphics, text, artwork, design, soundrecordings, software, ~tabase, and any other components developed for this project bythe Consultant shall be u,.e property of the lCTA and lCT A shall have the right to transfersuch rights to the re~ctive public sector organization.

5.3 Any proprietary software components belonging to the consultant shall be licensed toclient for perpetual use. The consultant shall require making appropriate arrangements to

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make available the source code of the said proprietary software to the client in the eventof either bankruptcy or winding of merger of the consultant company.5.4 Content Management tool's passwords and FrP password should be hand over to theleT A after signing off a website.,I

6. Deliverables and TimelineJ ) ,# Activity Due date Deliverable1. Requirement study 2Week Requirement specification report

2. Development of initial prototype of 3 Week Initial prototype.Web Portal.3. Eight PC websites.

- 3 weeks per each province. (28 Weeks)- Training clients.4. Signoff (Payment for each website upon 32Week Completed websitethe completion)

Total Duration 32 weeks

7. Training7.I.Provide Training for minimum of four (4) staff members from each Provincial.

Councils.- Training on Content Management Tool.- Training on database handling (taking backups, data manipulation etc)- Minimum twenty hours (20) training on websites designing (Web designingbasics) that enabling staff members to create their own websites.

- Providing training manuals to the user.- Training on Site uploading.

8. Maintenance8.1. Manage and maintain the website for a minimum one (1) year period from the

date of acceptance letter is issued by the government organization.8.2.Updates requested by the government organization-should be uploaded within 24

hours of receiving the information. \ I8.3.Provide Helpdesk support to user in updates and contents management for one

year period from the date of updating in to the hosting server." "-