Quotation are invited for User Experience Consultant to Support the Design and Development of a Website including a Database and a Crisis Mapping.
The Danish Refugee Council (DRC) with funding from the OFDA and USAID hereby request you to submit price quotation(s) for the supply of the item(s) listed on the attached Bidding Form titled “RFQ No. RFQ/HQ/CSEU/2020/008”.
Request for Quotation Details
RFQ #: RFQ/HQ/CSEU/2020/008 Currency of Bid (3-letter code): USD
RFQ Issuing Date: 21.08.2020 Bid Validity Period (days): 15 days
RFQ Closing Date: 04.09.2020 Required Delivery Date: 15.09.2020 - 15.02.2021
RFQ Closing Time: 23:00 Copenhagen time Required Delivery Destination:
Questions to the RFQ
[email protected][email protected] Required Delivery Terms: DDP (INCOTERMS 2010)
For DRC to Complete For Supplier to Complete
Item # Description Unit/
Measure Quantity Required Quantity Offered Unit Price Total Price
1 User Experience Consultant to support the design and development of a website including a database and a crisis mapping (as per Annex A - Terms of Reference) Piece of work 1
NoteI
Bid Validity Period: ____________ (Calendar) days
I certify that I have read and understood the DRC General Conditions of Contract for the Procurement of Goods and the DRC Code of Ethics. I further certify that the above mentioned company has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for, or in executing, any Contracts.
Signed: __________________________ Position: ______________________
Print Name: ________________________ Date: _______________________
Please stamp this Bid Form with your Company Stamp
Submission of Bid
You must submit your quotation by email to the following dedicated, secure & controlled email address:
[email protected].
IMPORTANT: THE RFQ BID FORM CANNOT BE EMAILED TO ANY OTHER DRC EMAIL ADDRESS
All requested documents in the Terms of Reference must be submitted.
Prices
All Bids must include all customs and taxes payable in the country of delivery unless the RFQ specifically requests a Bid is other than DDP (INCOTERMS 2010).
All Bids must be in the currency stated on the RFQ Bid Form. Bids in any other currency may be disqualified.
DRC reserves the right to correct any incorrect calculations on the Bid Form.
Validity of Offer
Your Bid must be valid for the ‘Bid Validity Period´ as stated on the Bid Form. Bids not meeting the Bid Validity Period may be disqualified. DRC will attempt to notify all suppliers of the outcome of their Quotations by 07-09-2020.
Evaluation of Bids
All Bids received and accepted will be evaluated on a ‘line item- basis as follows:
a) Administrative Evaluation: Evaluated to ensure compliance with all the RFQ requirements and to ensure that all Bids and calculations are readable and acceptable.
b) Technical Evaluation: All Bids received will undergo a Technical Evaluation based on ‘best value for money-. Bids that comply with the requested items, specifications, and delivery conditions will be classed as ‘responsive- (acceptable). Only Bids classed as ‘responsive- (acceptable) will progress onto the ‘Financial Evaluation-. ‘Non-responsive- bids (not-acceptable Bids) will no longer be under consideration at this stage.
Note: The three bidders which score highest in the technical part, will be invited for a short interview that will be based on the qualifications and proposed service.
c) Financial Evaluation: All ‘Responsive- Bids will undergo a Financial Evaluation
Contract Award
Under the ‘best value for money- principle, DRC will award the contract(s) (DRC Purchase Requisition or Service Contract) to the ‘lowest responsive bid- except where other considerations are warranted. These other considerations can be - total cost of ownership; cost of on-going consumables; price vs warranty; quality vs price.
RFQ Enquires
All enquires and questions should be addressed to the emails given in the RFQ Detail-s section! All Q&A-s will be shared with all invited suppliers at the same time by publishing them at https://drc.ngo/relief-work/procurement-in-drc as they come.
Under DRC-s Anticorruption Policy, Bidders shall observe the highest standard of ethics during the procurement and execution of such contracts. DRC will reject a Bid if it determines that the Bidder recommended for award, has engaged in corrupt, fraudulent, collusive, or coercive practices in competing for, or in executing, the Contract.
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Gretel Martin Araya
Administrative Project Support Officer
20.08.2020
ANNEX A - TERMS OF REFERENCE
User Experience Consultant to support the design and development of a website including a database and a crisis mapping
1. BACKGROUND AND CONTEXT
The existing DEMAC website was created in 2015 and has currently an average of 1, 3K users per month, 70 diaspora and 40 local organizations registered on the database. DEMAC-s existing website is the main avenue for dissemination and sharing of information for the Diaspora Emergency Action & Coordination network: case studies, information about diaspora initiatives, useful links, events material relevant to diaspora, local organizations, and other humanitarian actors.
In addition, DEMAC has 682 followers on the DEMAC twitter account and 279 followers on the Facebook Page.
The current DEMAC website needs to further strengthen its outreach and efficiency in support of both diaspora humanitarians and the international humanitarian system.
DEMAC is financed by USAID from July 2020 until July 2022. To read more, please visit www.demac.org.
2. PURPOSE
The purpose of the UX consultancy is to support the development of a new interface and technical solutions to offer a more interactive and user-friendly DEMAC website, diaspora database and crisis mapping system to facilitate contacts, discussion and collaborations between the users and members of the DEMAC network (community of practice).
The UX Consultant will recommend how to strengthen or replace the existing online portal to feature the latest on Diaspora Humanitarian Action to further strengthen its outreach and efficiency in support of both diaspora humanitarians and the international humanitarian system.
The redesigned DEMAC website will have an improved diaspora database as information and access point for all diaspora and institutional actors worldwide to improve coordination and coherence. The database system will be available with a view to creating an overview of which type of response has been provided by diaspora organizations - and where. The registrations will be reflected on DEMACs webpage and will mirror and be sought incorporated in the humanitarian 3W (Who, What, Where, done by OCHA) for the selected countries.
The new DEMAC website should also integrate a crisis mapping system to virtually map and visually present the diaspora response. Crisis mapping should use the crowd-sourced gathering, curating, categorization, and geo-tagging of data from a variety of social media platforms (such as Facebook, Twitter, and YouTube, etc.) and ICTs (such as text (SMS) messages, e-mails, GPS-enabled devices, and mobile phones).
The UX Consultant will review and analyse the current DEMAC website as well as other similar humanitarian community websites, crisis mapping and database. The development and data classifications should preferably be done in cooperation with experienced emergency responders that understand operation decision making in emergency response. The UX Consultant will engage with relevant experts that have created similar crisis mapping system to shape the characteristics (metadata, format, type) of data mapping, classification aggregation and visualization.
3. PLANNING AND IMPLEMENTATION
1. UX/UI assessment of the existing DEMAC website
2. Research, analysis of similar portals
3. User model validation
4. Digital product concepting resulting in a prototype
5. Adjusting the prototype based on feedback and inputs from the users
6. Handover to the developers
7. Follow-up scrum meetings with the developers
Timeframe of the assignment
The consultancy is expected to be completed within the below timeline and in a span of 5 months as per below deliverables.
Table 1
Deliverable Due Date Approving Party Associated Payment
UX/UI assessment report of the existing DEMAC website
Research, analysis report 30 Sept. DEMAC team 30%
User model validation
Digital product concepting resulting in a prototype
Adjusted prototype 15 Nov. DEMAC team 30%
Handover to the developers
Follow-up scrum meetings with the developers 5 days in a span of 2 months DEMAC team 40%
The contract for the consultancy services is expected to run from 15 September 2020 until February 2021.
4. PROCEDURE FOR SUBMISSION OF QUOTATION
Interested companies and freelancers should submit the following items in response to these terms of reference:
• CV for UX consultant(s).
• A technical proposal (no more than 10 pages) that covers (i) the consultant-s suitability for the assignment, and (ii) suggested process, approach and methodology.
• Statement of availability for the duration of the assignment.
• Detailed budget covering all costs in USD (as stated in table 3, section 5.
• Work samples of similar assignment (1-3).
• Annex B - Supplier Profile and Registration Form signed and stamped.
• Annex C - DRC Code of Conduct signed and stamped
Primary contact point in DRC
The primary contact points will be the DEMAC Coordinator. This position reports to the Head of the Civil Society Engagement Unit.
Minimum technical requirement of consultant:
• Proven experience in information architecture, usability testing, content creation, and business modelling
• Experience in developing and creating websites and database with capability to desi
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