ICTA:

ideas actioned ~~~\

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My No: Re-Gov/~WH

2008-10-20

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Mr. J. J. c. Philicibus
Dep Director (Planning) .
Chief Secretary's' Office - Northern Provin
Kanniya Road,
Varothayanagar
Trincomalee

Dear Mr. Philicious,

Development of Provincial Council Web Portal

As you are aware Information and Communication Agency of Sri Lanka (ICTA) has
initiated a 'project for developing a Provincial Council Web Portal which would build
websites for all provincial councils and organizations under the purview of provincial
Councils.

We intend to select a web development company to develop the web portal. In order to
select 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 with
you for incorporating your requirements to the ToR before calling for proposals from
wep developers. •

A meeting is scheduled on 24th of October 2008 at ICTA with all the Provincial Council
representatives in order to discuss the drafted Terms of Reference. Herewith a copy of
the drafted ToR is attached for your information.

Please be good enough to review the draft TOR and participate at the meeting. Details of
the meeting are as follows;

Date 24th of October 2008

Time 2pm
Venue Information and Communication Agency of Sri Lanka (ICTA)
160/24, Kirimandala Mawatha
Colombo 05 'I (
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Yours sincerely,
ICT Agency of Sri Lanka

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wasantha Deshapriya
Programme Director, Re-engineering Government Programme
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Copy: Chief Secretary, Northern Provincial Council - f.y.i.
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 Section 5. Terms of Reference

/ Develop a Dynamic Web Portal for Provincial Councils

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1. Background),

lCT Agency of Sri Lanka initiated the government web development project in year 2005 to
increase the government web presence and up to now we have successfully launched more than
75 websites for the government agencies who are lacking internal capacity to develop their own
website. Further to these individual websites, another step took forward to design and develops
Provincial Councils (PC) web portal would allow all the eight (8) provincial councils of island to
create 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 the
constitution of the Democratic Socialist Republic of Sri Lanka and under the provisions of the
Provincial councils Act No 42 of 1987.

2. Objectives
2.1. Develop a complete dynamic web portal for Provincial Councils (PC) which covers all
provincial councils in 8 provinces. Each PC will have their own website (This will
include 8 websites for each province) and each PC website will including mini sites for
each Ministry, Department, and Governor's offices etc.
2.2. Provide support to the each PC for and updating the site through a content management
tool. 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 out

3.1. 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 should
consist of individual website for each provincial council. Each Provincial council will
have 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 tools
etc. The scripting languages should compatible with all browsers and hosting server
platform of government Intern~ Data Genter.

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

3.4. Study the exiting databases, information systems available in each PC and study how
these information systems/databases can be linked to the proposed website. '
3.5. Develop and integrate a web bas.ed Content Management System tool (CMS) for the
website in order to provide the CMS support for ALL pages. CMS Tool should be
compatible with W3C standards.
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3.6. Provide training & technical support to the each PC for maintenance and updating the site
through content management tools. Staff training should be done as mentioned in section
seven (7) in this TOR. . ),

3.7. Total number of pages will depend upon the requirements of the each PC. Content
Management 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. This
will increase based upon the requirement of each pc. Therefore total number of pages in
the portal will be nearly 700 pages. A web page should contain at least 450 words except
welcome 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 proposed
website).
3.8.1. Welcome page (Should consist • of language selection buttons, links to the sites •
where user can download Sinhala and Tamil Unicode fonts).
3.8.2. Portal Home page (This will include: news event box, event calendar, image map
of 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 following
3.8.4.1. 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, major
functional area, historical development of the organization etc.
3.8.4.3. Services provide by the PC/MinistrylDepartment. This is th~ most important
section of the proposed website and this can be extehded up to several web
pages, based upon the services provided by each PC.
3.8.4.4. All the services provide by the PC should be classified into 3 categories
based upon the service they provided to their partners (Citizen, Business, and
Other Government Organizations). Service category ~n be; Government
organization to Citizen (G2C), Government to Government (G2G) and
Government to Businesses (G2B).
3.8.4.5. Under each category, the procedures to obtain the government services
should be clearly mentioned.
 3.8.4.6. Relevant documents/forms should make available to download with the
service.
3.8.4.7. Government organization's Divisions / Departments and their functional
areas.
3.8.4.8. Contact Us page will have following information,
Postal address.
Map shows the location of the ?rganization. J I
Contact person's name and their telephone numbers/fax numbers and
emails.
Feedback form.
Contact information (General telephone number, email and postal
address) of other ministries/department/institutes functioning under
the organization
3.8.4.9. News and Event detailed page.
3.8.4.10. Frequently asked questions (FAQs).
3.8.4.1l. Site map.
3.8.4.12. Organizational chart.
3.8.4.13. Downloadable Tender documents/publications/acts.
3.8.4.14. Organizational specific information.
3.8.4.15. Other information (statistics, acts, projects, photo gallery etc).
3.8.4.16. Photo gallery.

3.9. The new website developed shall essentially have the following features among other
features.
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 to
shift the website from the existing server to a new server; the contractor should provide
necessary 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 not
develop using in any version dependant software tools or should not include any
plugging 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 sign
off.

\ 3.13. Website should include free none proprietary statistic generating tool which can \
generate statistics as follows.
- Number of page loads.
- Number of hits received.
- Last updated date.
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- Pages accessed by the user.
- Visitor's location information.
- Incorporate statistics generation tool to the website.
 3.14. Website developer should-adhere to the Word Wide Web (W3C) standards
and latest version of lCTA web standards. Refer Annexure 1. This is also
available at
http://www.icta.lklInsidepages/downloadDocslReGovlWeb development standards.pdf
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} 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 that
creates incompatibilities with the existing infrastructure.

3.16. Mechanism should be implemented to generate automatic database backups from the
database. . .

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 content
Translation & Typing can be.
- English to Sinhala
- English to Tamil
- Sinhala to English
- Sinhala to Tamil
- Tamil to English
~ Tamil to Sinhala

4. Resources
4.1. The leT A will provide the following facilities to the development team.

a. Arrange meetings with relevant end users and senior managers of the assigned
organizations, if the need arises;
b. leT A will provide web hosting solution which includes web severs and database
severs for hosting the web sites.

Other than above listed facilities, no facilities whatsoever will be provided to the
successful 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 documents
used 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, sound
recordings, software, ~tabase, and any other components developed for this project by
the Consultant shall be u,.e property of the lCT A and lCT A shall have the right to transfer
such rights to the re~ctive public sector organization.

5.3 Any proprietary software components belonging to the consultant shall be licensed to
client for perpetual use. The consultant shall require making appropriate arrangements to
 make available the source code of the said proprietary software to the client in the event
of 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 the
leT A after signing off a website.
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6. Deliverables and TimelineJ ),

# Activity Due date Deliverable
1. Requirement study 2 Week Requirement specification report
2. Development of initial prototype of Initial prototype.
3 Week
Web Portal.
3. Eight PC websites.
- 3 weeks per each province. (28 Weeks)
- Training clients.
4. Signoff (Payment for each website upon Completed website
32 Week
the completion)
Total Duration 32 weeks
•

7. Training
7.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 designing
basics) that enabling staff members to create their own websites.
- Providing training manuals to the user.
- Training on Site uploading.

8. Maintenance
8.1. 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. \ I
8.3.Provide Helpdesk support to user in updates and contents management for one
year period from the date of updating in to the hosting server.

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