Consultancy to Develop an Online Registration Tender - 33162897

Procurement Summary

Country: USA

Summary: Consultancy to Develop an Online Registration Database/Dashboard and a Website

Deadline: 30 May 2019

Posting Date: 24 May 2019

Other Information

Notice Type: Tender

TOT Ref.No.: 33162897

Document Ref. No.:

Competition: ICB

Financier: Other Funding Agencies

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

72320000 - Database services

Purchaser's Detail

Name: Login to see tender_details

Address: Login to see tender_details

Email: Login to see tender_detailsLogin to see details

Tender Details

Tenders are invited for Consultancy to Develop an Online Registration Database/Dashboard and a Website.
The NGO Forum is a voluntary, independent networking body of currently 214 national and 116 international NGOs that supports its members to effectively respond to the humanitarian and development needs in South Sudan. All member organisations provide assistance to the South Sudanese people regardless of ethnic background, political affiliation, or religious belief.
The NGO Forum provides a platform through which NGOs, the Government of South Sudan, the UN, donors, and other external stakeholders can exchange information, share expertise and establish guidelines for a more networked, efficient and effective use of aid resources in South Sudan. The Secretariat primarily focuses on information sharing, networking, capacity enhancement, representation and communication around safety and wellbeing.
The Forum is comprised of two main constituencies (national NGOs - NNGOs and international NGOs- INGOs) served by a Joint Steering Committee of INGO and NNGO members coordinated by the NGO Secretariat. While there is a dedicated National NGO Focal Point in the NGO Secretariat all positions serve both the National and International NGO Groups. The purpose of the NGO Forum is to effectively support NGOs in the principled delivery of aid assistance to save lives and improve lives in South Sudan. The Forum aims to achieve this purpose through a number of services that it offers its members by exercising a number of functions.
The main objective of the consultancy is to design and develop an online registration and data portal for South Sudan Relief and Rehabilitation Commission that will collate and present the results and role of the commission in managing humanitarian and development work in South Sudan. Current registration and reporting tools are manual and often require perusal of numerous files and papers to get simple information about a particular stakeholder. The application/system will address the current weaknesses by providing an online registration for all organisations and a logical cascading aggregation of results and outputs which include; maps and reports which will be defined and clarified to the successful candidate/firm. This will allow RRC, to easily identify priorities for early action based on the reports, understand the key challenges in durable solutions programming and identify the gaps that must be closed in order to maintain a focused momentum and stakeholder engagement in the search of durable solutions for effective humanitarian operations in South Sudan. RRC will maximize the use of the system in order increase communication and collaboration between all its partners and stakeholders.
Key Responsibilities
The Consultant/Firm will work closely with NGO Forum Information Manager and RRC IT/Information Officer in the development of the website and database as need be. The scope of the project includes but is not limited to the following;
• The consultant will design and develop an interactive and user-friendly and responsive website using Drupal 8 that will enable RRC team members control over content upload and management.
• The consultant will put in place modalities to guarantee security of the website.
• Design and develop an online registration database that will present complex data matrix in a simplified visual format and make the data accessible and filterable to meet the specific mandates or interests of various stakeholders.
• The website will be link to the online dashboard and will provide filtering mechanism will be developed on the map to allow stakeholders to interact and engage with the various indicators. The map will capture and display data geographically based of 3Ws or/and 5Ws
• Below are the features in the Registration platform a) Registration page where civil society organisations and other stakeholders can register for their membership online b) A dashboard that will also present information as downloadable reports, tools and events calendar. c) Access Control Layer where staff members are able to log in (with different rights when necessary) and review, update or approve the data regularly. d) User-friendly web application, with an integration of reactive and responsive design patterns that encourage and eventually increase the usability of the site across multiple platforms.
• The developer will provide training for core staff on how to manage and update the website and the online database.
• The delivery process will be as below:- a) Install and configure the application to the client servers. b) Configure all other services as procured by the client. c) The project will not be considered complete without the delivery of a detailed technical specifications document including the source code. The ownership of the website, database/portal and the source code will belong henceforth to NGO Forum/RRC upon delivery of the project.
• The website and dashboard can be inspired by already existing examples like: http://csos.csudp.org/, https://www.ecosettlements.csudp.org/ and http://csos.csudp.org/ and http://southsudanngoforum.org/3w/#2018
The website will be content-heavy, with many reports, dashboards, photos etc. The proposed design should take this into account. The architecture must take into account variant internet connection speeds by various users.
Timeline and Process
The expected timeframe for the project is 30 days with a beta-version completed by the first 15 days (70% completion rate), and a final version by 15 days of signing the contract for testing, recommendations, amendments, documentation and training. All content will be provided for by the RRC via the NGO Forum.
Key Deliverables / Output
The required output will include and may not be limited to: a) A fully functional website b) A fully functional Online database according to requirements c) An end user manual The delivery process will be as below:- a) Install and configure the application to the client servers. b) Configure all other services as procured by the client. c) The project will not be considered complete without the delivery of a detailed technical specifications document including the source code. The ownership of the website, database/portal and the source code will belong henceforth to NGO Forum/RRC upon delivery of the project.
The NGO Forum Information Manager will work with the consultant/firm to coordinate with RRC who will provide all necessary content (text, images and documents) required in the development.
Required Qualifications for consultancy Individuals or firms that apply for this consultancy will need to meet the following requirements: • At least four to five years demonstrable institutional experience in web development and web development using Drupal 8;
• Strong, verifiable portfolio in Web and UI/UX design; with experience in designing for non-profit organizations or similar applications;
• Previous experience developing and designing mapping dashboards. • Demonstrable experience of operating in areas with accessibility challenges;
• Ability to communicate in English and deliver projects under a tight deadline. • Demonstrable strong oral and written communications;
• Good interpersonal skills and ability to work in a multi-cultural and multi-ethnic environment with sensitivity and respect for diversity;
• Ability to work independently with minimal supervision and maintain flexibility in working hours. • Strong analytical skills
• Experience from South Sudan desirable.
Requirements for Consultant(s) While it is up to the offeror to propose the optimum team composition to achieve the objective of this study, it is hereby suggested that the proposed team should include one or two of the following expertise: • M.Sc. degree in Computer Science, Software Development or related field and five to seven years of demonstrable experience in create applications in;
• M.Sc. GIS/Database management or related field and with five to seven years of demonstrable experience in data analysis, data visualization.
Proposal Requirements
The firm/consultant-s proposal should consist of a) Technical proposal
The technical proposal must include but may not be limited to the following : i) Scope of the consultancy The consultant(s) should explain their understanding of the scope of the assignment. ii) Quality Assurance Plan The consultant(s) must explain their quality assurance mechanisms for each stage of the development process. iii) Work plan The consultant(s) should provide a tentative detailed work plan, including time frame with list of activities required and resources needed. This can be reviewed within one (1) week on commencement of the project or agreement with NGO Forum.
b) Financial Proposal For this consultancy, the following payment schedules shall apply: i) Payment 1: 25% of the payment upon the completion of the first demo, acceptable by the client. ii) Payment 2: 60% of the payment upon the completion of the project, signoff and launch, acceptable by the client. iii) Payment 3: 15% of the payment, as the final payment upon delivery/launch within an agreed production level user acceptance plan and change management log as per client's requirements.
c) Reference materials: i) Client references of similar projects conducted in the last 5 years (at least 3 similar projects required); ii) Evidence of the experience of the consultant/firm in the field of the assignment, including short (1-2 page) descriptions of at least 5 similar projects undertaken within the last 5 years.
Reporting The selected Consultant(s) will provide milestone updates to the NGO Forum Secretariat Director and/or his designate at key stages of the initial assessment, website design and implementation process and as may be required. Moreover, the Consultant(s) is responsible for delivering timely and good quality presentations on the technical aspects of the website/dashboard as well as progress on implementation to NGO Forum Secretariat and/or relevant members.

Documents

 Tender Notice