Terms of Reference (ToR) for

Implementation of GIS-based Management System for the

Urban Roads Network
1. Background

The Uganda Road network consists of National Roads, District Roads, Urban Roads and
Community Access Roads; however, the major bulk of the road network is composed of District,
Urban and Community Access Roads (DUCAR)”.

MoWT, which is responsible for policy formulation for road development, maintenance and
planning, lacks accurate basic road information such as road name, class, distance, location, and
condition. This absence of geographic referenced data on the District, Urban and Community
Access Roads (DUCAR) network has posed as an obstacle in planning and managing of the roads
network.

Between March 2012 and January 2016, with support from the Government of Japan together with
that from the World Bank, MoWT developed a Road database which is an input into the Road
Management and Information System.

The database which originally contained only District and Urban Roads, needed to be transformed
into the National Roads Database Management and Information System (NRDMIS) after all the
Roads Inventory had been combined. The NRDMIS will store both basic data like repair history,
contract sums, contractors and consultants involved, etc. concerning the Roads plus their attributes
and calculated data like traffic accidents and average annual daily traffic. Other static data like
permitted axle load, surface material, road curvature, speed limits, road width, road furniture, rails,
traffic signs, manholes, ditches, brick walls etc. will also be incorporated in the database.

The purpose of the NRDMIS is to establish an information system that secures an optimal
management, maintenance and development of the entire roads network Infrastructure. We also
want to secure an effective information system for the road-owner and the road-users about the
traffic and incidents on the road network.

2. Objectives
The main objectives of the assignment are:
(a) To design and implement GIS based management system for Urban Roads;
(b) To operate the distribution network more smartly and efficiently;
(c) To improve the performance of MoWT;
(d) To improve the quality of the Urban Road Network;
(e) To improve the management and maintenance of the Urban Road Network

3. Scope of Services, Tasks, Components and Expected Deliverables

3.1 Scope of Work

The scope of the services of the consultant will include but not be limited to the following:
1. This study will involve Planning, design, development, implementation and operation of a
comprehensive GIS -based network management system for all Urban roads.

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 The consultant’s duties will consist of development of applications to utilize the GPS based data
for all forms of road management. For this purpose, the consultant will need to develop a well-
planned database system and a number of application software and programs.

In some instances, the consultant will assist the Ministry of Works and Transport (MoWT) in
securing commercially or open source available software and link their application to the GIS
based database.

3.1.1 GIS data collection procedure and standard

The consultant will review current procedures and techniques of GIS data collection storage
system and recommend procedures to bring the practices up to acceptable international
standards. The consultant activities will include:
 Develop standard road numbering system of all Urban Road classes as per the MoWT
Urban Roads manual and specification;
 Update/create GIS/GPS inventory Sheet (to be developed by the consultant);
 Develop/Upgrade record forms for items such as drainage structures, road furniture,
utility lines , parking areas, bus bays, walkways, parks, bus stations, fuel stations,
crosswalks, traffic control devices, etc.;
 Introducing of geo-location capturing in all kinds of survey forms and staking sheets and
build a digital format for software used;
 Preparation of technical specification and list of materials for implementation of GIS
system for the Ministry of Works and Transport and for each of the respective urban
authorities.
 Consultant will develop and supply software and material for implementation of GIS
system.

3.1.2 Primary GIS data collection

This consist of gathering Urban road network information such as road tracks, road length, road
condition on a road by road basis of urban roads networks in all urban authorities. It will also
include information on road related structures installed such as road signs, traffic control devices
etc. Information on road drainage characteristics on the network (location and condition) is also
needed.

The consultant will collect preliminary data for the Database system and will carry out an
exercise in the collection of preliminary data in selected urban areas to serve as a model
exercise. During this exercise the consultant will train sufficient number of Ministry and related
Local government personnel to carry out data collection, operation and maintenance of GIS
program. The activities to be carried out will include:
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 Collection of road condition data for the specified urban roads and recording the
locations (tracks ) using a Hand-Held GPS receiver;
 On-site processing of GPS data and conversion to GIS data format;
 Verifying accuracy (to less than 3 meters) of field data of geographical locations;
 Keeping records appropriately and correction of defective data (at every following day);
 Daily uploading/Digitizing the field data collected to the database;
 Conductor information, equipment information and device information collection during
the survey using GIS inventory sheets by the consultant;

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3.1.3 Geo-referencing
The GIS Data must be geo-referenced in respect of WGS84 coordinate system.

3.1.4 Secondary data collection and Mapping

The primary data needs to be supplemented by numerous secondary data that deals with the geographic
features of the land, characteristics of the population served or to be served, important institutions
located in the service area etc. The consultant will be responsible for the collection of the relevant
secondary data not only related to the pilot Urban Areas where detailed work is being conducted but
also for all the urban areas. Information to be obtained includes:
 Processed geo-referenced satellite images or Arial photography information. Accuracy level of
these images could be ±0.5 meter after post processing;
 Base maps with cadastral boundaries such as local administrative districts (village, Subcounty,
district, Region etc.), linear features such as roads (primary, secondary, tertiary and quaternary),
rivers, lakes, canals etc.;
 Preparation of the Base Map with demarcation of administrative boundary/Area/Location
should be geo-referenced in WGS84 reference system;
 Demographic and social data such as population, household / settlement type etc. occupation,
stakeholder type can be collected from the Uganda Bureau of Statistics (UBoS) . Such
demographic and social data would be used for assessing future growth and trends such as
projection of population and traffic volume;
3.1.5 GIS Database Establishment and Analysis
The consultant needs to develop a fully functional GIS database and a Data Base Management System
(DBMS) for data processing, inquiry and analysis by various urban authorities, Ministry of Works and
general republic. The GIS platform will be the International Standard. The DBMS should consist of a set
of software programs that controls the organization, storage, management, and retrieval of data in various
databases established. DBMS should support the application programs and enable the transfer of
appropriate data to various users.

Initially the consultant will carry out a Business Area Analysis so as to design the GIS system
requirements to the needs of all intended users and determine the appropriate functionalities to be
incorporated within the GIS. Overall the database structure may include the access database, survey
database, Road network and analysis as per the requirements of users.

The specific structure of data storage and GIS system architecture should be determined after discussions
with the various users to meet their various needs. A set of interactive macros for query and access
between the databases will need to be developed. The data received from the Handheld GPS Equipment
and equipment records need to be verified and error checked for accuracy and consistency. For example,
the network data can be checked with reference to the single line diagrams and geo-referencing with
geographic maps. Basic analysis capabilities of the GIS shall include the following:
 Geospatial query and statically analysis: this will include items such as geographical queries like area
and length calculations, details and quantification of various assets and their physical locations.

3.1.6 Web GIS Development, Analysis and Use

A Web GIS development is essential for quick and efficient service delivery at consumer end. Users
within MoWT and at the Local Governments will also have access to various Web based services such
as Google maps and can also enjoy access to the system without a WAN or LAN connection using their
own device such as mobile devices.

The web GIS Database has two tires of users, one for GIS development interactively at web and the
other for consumer use and getting service/service delivery.

3.1.6.1 Web GIS Development at service provider end

 To edit, compile, add new features and related information while in the field with access to the
entire data controlled by MoWT;
 To query any spatial database related to the Urban Road network database;
 To get physical images like satellite image or Google earth image for quick decision making;
 To superimpose the collected electric network information on Google maps for getting
direction, interactive map, location etc.;
 Ability to include geo-processing features to web mapping;
 Road network analysis, geographical analysis, database analysis, statistical analysis would be
possible via Web access;
 To provide real time data support at consumer end after any work assignment such as up-
gradation/rehabilitation, opening and disaster;
3.1.6.2 Web GIS Development at service consumer end
 To find out the extent of the urban road network for every urban authority;

3.2 Applicable Equipment & Technologies

The following procedures and techniques will be used in carrying out the assignment:
 Handheld GPS equipment will be used for tracking the roads.
 Field data must be downloaded by the end of each working day. Back up copy of downloaded
raw data along with a copy of field book must be handed over to the client for checking and
preservation.
 The consultant may use geo-reference Satellite Image with Higher Accuracy not more than 0.5
meter as a supporting document for detailed engineering survey.
 Consultant shall have sufficient equipment for conducting necessary utility, physical feature and
other related surveys. In case they do not have sufficient equipment, these may be hired.
Evidence of documents in support of necessary equipment (own or hired survey firm) should be
attached. Preference will be given to those who possess this equipment.
 Data Processing and Mapping Software for GIS Data input and processing should be user
friendly and the latest available version.
 The following-accuracy levels will be maintained:
(i) Positional accuracy of any road/ drainage structure/ road furniture/establishment should be
within 3 meters.
(ii) GPS: accuracy 3 meters
(iii) Digitizing (location accuracy) 3 meters
3.3 Desktop and web-based software functions
3.3.1 Desktop based GIS software functions
The desktop-based GIS software should have the following facilities:
 The software must be windows/Linux/ Mac supportable.
 The software should be able to draw/ digitize point, line, polygon features with a lot of
information on any format.
 The software should be English, and language read and write supported in case of data entry
and reporting.
 The software should have built in map creating technology with different interactive layers for
storing information.
 Geo-referencing, geo-processing, geo-editing must be enabled or built-in to the software.
 Geo-database, Shape file, Relational database, access-based database, Xml database/oracle
database, PL/SQL, CAD file must be contained as a built-in feature.
  The output files must be enabled for shape file, Geo-database, pdf format, jpeg format, MS
word, excel format and its own project format.
 The software should have the capacity to adapt new macros for different applications.
 The software must be licensed and renewable.
 The software must have link up capability to use with other necessary software for further
analysis.
 The software must have query capability both database query and spatial query as well as
spatial analysis capability.
 The software must have self-report generating capability, interactive mapping capability,
statistical analysis, mathematical analysis capability.
 The software must have write protected and password protected capability.
 The software must be commercial, user friendly and with a simple interface.
 The metadata should be in conformity to ISO/IEC 11179/Global Standard.
3.3.2 Database software functions
The Database software should have the following facilities:
 To incorporate the Geographical location (Latitude, Longitude)
 Capability for query able and statistical analytic software
 Ability to extend the range of data input and flexible for all types of editing
 The software must have write protected and password protected capability.
 The software must have capacity to adapt new macros for different applications.
 The software must be licensed and renewable.
 The software must have linked up capability with other necessary software for further analysis.
 The language of the software could be the english language.
 The software must be commercial and user friendly with a simple interface.
 The software must be windows/Linux/ Mac supportable.
 The metadata should be in conformity to ISO/IEC 11179/Global Standard.
3.3.3 Web based software functions
The Web based software should have the following facilities:
 The software must be light, accessible and easy to operate.
 The software should be based on a global language like oracle, Java script, C#, Xml, php, Ajax
etc.
 The software should have the ability to edit and modify geo features.
 The software code should be ISO standard, and be GUI supportable.
 The software should have built in map creating technology with different interactive layers with
information.
 Geo-referencing, geo-processing, geo-editing must be enabled or built-in this software.
 The output file must enable Kml, xml, pdf format, jpeg format, MS word, excel format and its
own project format.
 The software must be windows/Linux/ Mac supportable.
 The software must have capacity to adapt new macros for different works.
  The software must have a renewable license.
 The software must have query capability both database query and spatial query. Moreover, the
software must have spatial analysis capability.
 The software must have self-report generating capability, interactive mapping capability,
statistical analysis, mathematical analysis capability.
 The software database should have copy right and password protected.
 The software must be commercial, user friendly and with a simple interface.
 The metadata should be in conformity to ISO/IEC 11179/ Global Standard.
3.3.4 Road Network network analysis through desktop and web-based GIS software
The GIS system should have the capability of presenting network information for use in the planning,
maintenance and operational activities of MoWT and the Local Governments. A list of minimum
requirements in this connection is given below:
 Capability to prepare auto Single Line Diagrams from the finished GIS/Geo-database.
 Spatial monitoring at the time of disaster and support to decision making.
3.3.5 Analysis through other application software
The GIS data base should be capable of usage in a number of applications some of which will be
developed by the consultant and others to be secured from commercially available third-party sources.
Further, some of the third-party application software should be researched and selected by the
consultant for acceptance and approval by MoWT. A separate allocation will be provided for the
purchase of such third party commercially available software. In their offer the consultant may offer
alternative provision of commercially available software or from their own development. The Road
network system analysis and some utility operation software to be secured within the current
assignment will consist of:

IRI –

3.3.6 Software Security

It is essential that the appropriate security arrangements are made to the software and data security and
the following should be taken care of:
 Data should have proper integrity and authenticity.
 Data have inherent characteristics for preventing misuse and hacking by external sources.
 Have proper data abstraction for non-breaking characteristic.
 Security system have a three tire structure: one for control or administrative functions, another
for data edit, change, modify but not allow a delete the whole or partial database and third one
for the users who can only browse the data system but cannot affect any change.
 Data or web site should have a distributed database system to enable assess to more developers
to edit, change, and modify the data.
 The site must be accessible to more and more users at a time to receive on spot/online service. It
must include a functioning parallel database system.
 The web link need to be able to convert Apps like Facebook apps or google map apps for easy
access from any smart phone.
 The software database should have written protected and password protected capability.
 The software must be visual verification system supported.
 The software must have SSL, RSL security certificate.
3.4 Manpower training
To conduct a comprehensive training program which shall be developed by the consultant on the GPS
survey, GIS development, Database Software, Electric Analysis Software, and Web GIS Software for
MoWT and project staff and hands on training during the study for MoWT Officer/staff will be required
to operate the GIS system. To enrich experience of project personnel and official of Urban Roads
Division and Local Governments.

4. Team Composition & Qualification Requirements for the Key Experts

Consulting services are solicited from GIS Development Specialist experienced in design and
implementation of GIS based management system for power distribution utility. Consulting firms should
have experience to perform the consultancy services, experience of similar assignments, experience in
similar conditions, firm’s capability and financial soundness, and availability of appropriate skills among
key staff, availability of resources, relevant transactional experience. The Proposer is expected to engage
the following categories of key experts for the Project and CVs shall be submitted accordingly:

- GIS Development Specialist/Team Leader (International): The GIS Development Specialist and
Team Leader (International) must have at least a Bachelor’s degree in in Geographic Information
Systems/Engineering/Earth Sciences/ Information Technology or a relevant discipline with minimum
of 15 years of experience in the development of geographic information systems, preferably in road
asset management, in emerging countries. He/She have postgraduate qualifications will be an added
advantage.
- IT Specialist (National): The Information Technology (IT) Specialist (National) must have a
bachelor’s degree in computer engineering, or in a related area, and at least 12 years of working
experience in GIS Database development and management.

- GIS Information Management Specialist (National): The GIS Information Management Specialist
(National) must have a bachelor’s degree in engineering/ earth sciences/ information technology or a
related area, and 10 years of experience in GIS systems and information management, preferably in
GIS Database development and management.

- Network Planning Specialist (National): The Network Planning Specialist (National) must have a
bachelor’s degree in Civil Engineering and minimum 10 years of experience in Road Asset
management. He/She must have Professional registration with the Professional Engineers
Registration Board (ERB) or its equivalent in the Commonwealth countries. Hands-on experience in
the use of one or several commercially available Asset Management systems, database management,
spreadsheets, word processing, scheduling and computer-based estimating and GIS would be
advantageous.

- Urban Transport Specialist (National): The Urban Transport Specialist (National) must have a
bachelor’s degree in Civil Engineering and minimum 10 years of relevant experience in urban
transportation planning and road asset management.

- Survey Expert (National): The expert (National) must have a degree in any Engineering, or any
related field, and minimum 5 years of working experience in Topographic Surveying especially in
Total station operating.
5. Duration of the Assignment
The Phase-I duration of this assignment will be 09 months from the date of contract signing and Phase-II
duration will be 15 months from completion of Phase-I’s assignments. Overall, this assignment will be
completed within 2 years from the signing of contract.

6. Evaluation Criteria
The evaluation of consulting firms will be done according to the categories mentioned below:
a. Technical Competence
b. Geographical Experience
c. Management Competence
Financial offer will be evaluated on total price.

7. Reporting Requirements and Time Schedule for Deliverables

Phase 1:
 Inception Report
 Monthly Progress Report
 Preparation of material requirement, tender document for material procurement, GIS planning &
design etc.
 Interim Report
 Complete the work on GIS-based management system MoWT
 Network planning studies established all Urban Centers
 Development of dynamic GIS Website for MoWT
 Development of model & procedure for Urban Authorities
 Final Report/Project completion report for MoWT
 Submission of base map, key map and detail map with master plan

Phase 2:
 Development of dynamic Website for MOWT
 Interim Report
 Establish a complete GIS-based management system for MoWT.
 Preparation of material requirement, tender document for material procurement for implementation
of GIS
 Draft Final Report

The consultant will complete and establish a fully functional GIS -based Road Management System
and the related operating software as specified in this TOR. The related operation and maintenance
manuals of all equipment and software will also be provided. The relevant maps will also be provided
in both digital
and hard copy need also to be supplied.10(Ten) copies of each report has to be submitted along with
soft copy;