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Request for Proposal for Website Development Services

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ICRAF House, UN Avenue, Gigiri

PO Box 30677-00100 Nairobi, Kenya

Tel. +254 7224000

Tender No. ICRAF/WD/03/2017

Request for Proposal for

Website Development Services

Release Date: 9 June 2017

Final Date for Receipt of Proposals: 17:00 HRS (EAT) on 30 June 2017


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REQUEST FOR PROPOSALS FOR WEB DEVELOPMENT SERVICES Background The World Agroforestry Centre (ICRAF) is an independent research institution which promotes tree-based livelihoods and resilient landscapes at multiple scales by generating scientific evidence, enhancing capacities and influencing decision-making. ICRAF is a member of CGIAR, and is therefore guided by the Strategic Results Framework comprising three high-level goals – poverty reduction, increasing food and nutritional security, and improved natural resource systems and environmental services. ICRAF's work also addresses many of the issues being tackled by the Sustainable Development Goals (SDGs) that aim to eradicate hunger, reduce poverty, provide affordable and clean energy, and protect life on land and combat climate change. We receive our funding from a wide range of investors, including: governments, private foundations, international organizations and regional development banks. Our work is conducted with partners from several scientific and development institutions. ICRAF’s headquarters are in Nairobi, Kenya, with regional offices located in Cameroon, China, Indonesia, India, Kenya and Peru. The Centre conducts research in 33 other countries around the developing world.

Terms of Reference

World Agroforestry Centre Website

Description The World Agroforestry Centre (ICRAF) is a centre of scientific excellence possessing the world’s largest repository of agroforestry science, information and expertise. We contribute to providing solutions to the major challenges of our day, such as climate change, environmental degradation, poverty, demographic upheavals and conflict whilst securing equitable futures for all. Headquartered in Nairobi, Kenya, ICRAF operates six regional programmes in Sub-Saharan Africa, Asia and Latin America.

The website (http://www.worldagroforestry.org) serves as an information portal for various audiences across the globe. The portal features agroforestry research and development interventions done in over 50 countries for nearly 40 years and the resulting achievements. The site’s primary objectives are to:

Present ICRAF’s brand to the world

Attract interest and investment to the institution by demonstrating the opportunities in agroforestry and the solutions it can offer to global challenges

Showcase ICRAF’s research/projects and evidence-based impacts achieved across countries in our six regions, through blogs, success stories, audio and video and other products

Provide agroforestry research tools, databases and educational products for researchers, students, farmers, policy makers, donors , partners and the general public

Exhibit ICRAF’s research findings in publications and other citable materials

Provide updates and new developments in global agroforestry research and development

Receive and highlight successes, challenges, opportunities, general comments and feedback from agroforestry practitioners in diverse capacities around the world.

http://www.worldagroforestry.org/


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Act as the main source and distributor of Agroforestry knowledge in the world

The site attracts an average of 70,000 page views with over 15,000 users every month. Average time on the site is 3 minutes and our main audiences are from primarily English speaking countries. We have over 10,000 items on our website, nested in our research areas, units, projects, regions and countries. These consist of news, events, publications, software, databases, tools etc. The site is about 50GB big and is currently running on Drupal7 with a custom Foundation framework theme. The challenges we now face are to:

Efficiently serve our audience without their getting lost in the process given the complexity of the site and the years of work that the site holds – the right content for the right audience

Increase our visibility due to the importance of our work and the need to cause impact in the agricultural and forestry sectors.

Have an inclusive website that is professionally developed, user friendly and creatively tailored to handle all our content in their diversities satisfactorily.

Get a much-needed content management structure for back end control which will give custodians a better command on what goes out to the public.

Bring on board all the countries and regions we work by making the site multilingual (Spanish, Chinese, Bahasa Indonesian and French)

Have an effective feedback system to enable a two way conversation with our users. The current web system cannot adequately address these challenges because:

The overall structure and design of the website is mostly based on ICRAF’s internal structure, rather than how our users consume our content. This makes it very difficult for users to navigate and get what they need, unless they already know where it is. In addition, the search functionality fails to intuitively help our users navigate.

The inflexibility of the Drupal version currently used limits content display formats which causes irregularities. This hurts our professional and research outlook.

There are several databases and websites that the current platform cannot incorporate. We need to keep them separate from the site while linking to them. A major case is the publications database, where there are two separate repositories – one in Indonesia covering South East Asia and one in HQ – that feed to the website and occasionally overlap in presentation. Because of this, we lack content uniformity and brand consistency.

Structural and technical inflexibility of the current site greatly affects the site’s cross browser and screen adaptability.

As much as the site’s backend has multilingual compatibility, the size of the current site will require a more comprehensive way to handle this with optimality and efficiency.

Thus, the need for a new and robust website that will cater for all these in a modern and efficient way. The RFP document

This document is a formal Request for Proposal (RFP) for the provision of Web Development Services to the ICRAF as detailed below in the section under “Requirements”.

All the information contained in this RFP and in the Bid response will be kept strictly confidential by both the vendor and the Centre.

The offer shall remain valid until 30 June 2017.

In issuing this RFP, there is no obligation for the Centre to select and procure all or some of the


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services offered.

Any statement and cost-proposal made by the vendor will form the basis of any contract that may be entered into between the Centre and the vendor.

The Centre shall not be liable for or required to pay any costs, expenses or losses that may be incurred by the Provider in the preparation of their Proposal response.

All required information will be submitted on the documents specified in this RFP.

The Centre does not bind itself to accept the lowest bid of any Proposal and reserves the right to accept a portion of any Proposal.

The vendor shall submit a fully qualifying bid.

The Centre may contact or visit websites of the referees stated in this proposal

Terms of reference A. Key Features Expected features of the revamped website are:

Professional platform that will serve our audiences with ease and efficiency, by use of intuitive search functionalities, user targeted restructuring, link building and content prioritization

All-inclusive site that will adequately represent who we are, what we do, why we do what we do and where we do it, in line with the ICRAF Corporate Strategy

Search engine friendly site that will boost our online ranking and reliability

Multilingual platform to serve all our audience types

Modern and adaptable site that integrates seamlessly with known social media platforms, with a clean way to share content from the website to them

Standard coding that makes the site compatible in all browsers and screen sizes

Flexible platform capable of capturing and presenting the richness and diversity of our content.

Dashboards and backend configurations to grant managers command on content and how they are disseminated.

A website that is creatively attractive and gives a positive image of ICRAF to the world. The site will stamp our brand and make agroforestry a household name.

Website that adheres to accepted coding standards, mainly ensuring maximum security against known or potential attacks.

A comprehensive monitoring and evaluation functionality that combines analytics tools, targets and standards to monitor impact of the site’s content.

An all-inclusive site that will incorporate our databases and tools under one roof

Site capable of expanding to absorb new content and adapt new technologies

As indicated in the foregoing sections, ICRAF wants to deploy a comprehensive website that is the single point of reference for ICRAF information online. The list of expected outputs could be grouped into three key functional elements.

A portal

A world-class content management system

An integration framework to allow seamless access and navigation to data sets, tools and media platforms which make up the ICRAF knowledge environment


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B. Scope of work The site development should be all-inclusive, understanding the complex structure of the organization together with its vast outputs, while using creativity to develop a simple yet comprehensive website that is easy to navigate and use. The key components (listed below) will guide the work plan. Key Components Index

ICRAF’s public website includes: o Main Information architecture (the portal) o CMS content editor o Impact visualization o Knowledge products

Special websites list Databases, tools and software Publications repository Multimedia

Attributes Each component should be developed within these guiding attributes:

Technical Attributes o Responsive: The website should provide flexible layouts and graphics that respond or

adapt depending on the layout of a user’s device. Break points or other considerations for the responsive design should take into account the predominant users coming to the website based on a website analysis.

o Speed: The website needs to be optimized for low bandwidth situations accounting for users accessing the site from low connectivity areas.

o Template Driven: There will be five (5) content templates within the site to deliver articles including video, supporting downloadable documents, images and body copy. Each template will be available through the Content Management System. Other sections of the web site will likely need a comparable number of templates (linkages, profile pages, search results etc.) For the purpose of the scope of this project, assume up to thirty (30) different templates throughout the whole application.

o Analytics: The website will have tools to provide deep analytics on the website including traffic patterns, engagement and abandonment as well as patterns of use such as traffic from social, organic search and referral traffic.

o Search Engine Optimization: The vendor will be responsible for creating proper on-page SEO including cross linking, landing pages, sitemap, meta data and other applicable steps to allow the site to be properly indexed by major search engines. The XML sitemap will be submitted to major search engines according to SEO best practices.

o Schema: Incorporate semantic markup and annotations embedded in the pages for marking (tagging) people, organizations, events, locations, blog posts, products, etc., e.g., Microformats

o User Testing: Vendor will provide comprehensive testing prior to release to ICRAF as a final project. User Testing should include user experience validation by users and acceptance of the functionality.

o W3C and other compliance: The website will be built according to W3C standards and any other applicable standards and tested against those standards.

http://microformats.org/wiki/Main_Page


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Usability o Browser Compatibility: The website will function with the latest three (3) versions of

Internet Explorer7+, Mozilla Firefox and Google Chrome determined at the time of contract execution

o Ease of Use: The website needs to be easy for a wide variety of users including those where English may not be the predominant language.

o ICRAF Branding: The website should reflect a clear connection to the ICRAF and follow applicable standards.

o Language Compatibility: The website will be built with the ability to manage multiple languages. It will be able to accommodate a dropdown menu showing flags or language names. The CMS will be able to manage multiple domains and route traffic to the appropriate language. If a country extension has more than one language, the dominant language type will be chosen. For example, www.worldagroforestry.org/cn (China domain) would route to a simplified Chinese version of the site.

o Newsletter: The website will have the ability for users to sign up for ICRAF’s newsletter directly on the home page or other web pages as directed by ICRAF. In addition, the website will have the ability to post articles and content for the newsletter on the website.

o Smart search: A comprehensive search feature will be built into the website to enable quick access for users. This will include:

autocomplete functionality, properly marked search results and pagination.

o Target audience profiles: The site’s content will be tagged according to our key audiences which include but are not limited to: researchers/students, farmers/extension workers, development NGOs, research partners, policy makers and Donors, and the media.

o 301 redirection: The site will have a 301 register, to redirect old links to their new location seamlessly. This is to avoid losing bookmarked links and those that have been cited elsewhere.

o Video Viewer: The platform will account for video to be played on the site through a player. Video players must function across mobile devices including both iOS and Android.

o Document Access: Supporting PDFs should be available and usable on the website. 1. Main Information Architecture

The main framework of the website should be in line with the institution’s strategy and should clearly portray ICRAF’s key messages, work, products, impact and achievements of agroforestry in the form of projects, news and highlights, blogs, events, research outputs, staff biographies and general text. A key step in the whole project is integrating knowledge products into the site’s information architecture as will be discussed in page 6 of this document. The site will showcase these in:

The homepage: http://www.worldagroforestry.org

Regions: http://www.worldagroforestry.org/region and their respective countries

Themes & platforms: http://www.worldagroforestry.org/research-areas

http://www.worldagroforestry.org/cn

http://www.worldagroforestry.org/

http://www.worldagroforestry.org/region

http://www.worldagroforestry.org/research-areas


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2. ICRAF CMS Content Editor

The website needs to be built using a well-supported platform, either open source or licensed. Note that any licensing costs are the responsibility of ICRAF and need to be highlighted in the proposal and provide projected annual costs for up to 5 years. The CMS needs to allow ICRAF site administrators to manage the content throughout the site with little technical knowledge. All the backend code for the CMS editor will be fully owned by ICRAF.

User Levels:

o The CMS will allow an administrator to delegate access to users based on permissions. o One level of access will be to manage stories on the home page and throughout the site.

This includes the ability to add, remove, edit or sequence the stories both in the sliders and in the content tiles on the home page and elsewhere.

o Another level of access is to add, edit or remove content.

Home Page Management: Through secured access to the CMS, a properly authorized ICRAF content editor can edit the sequence of articles displayed on the home page slider including caption, image and corresponding link from the story/article prior to publication

Article Publishing: Within the content management system a content editor can publish articles to be used throughout the website. Published stories allow for a title, image, abstract, and link to media assets including audio/video and PDFs. The articles will have a few fields allowing users and administrators to sort and/or tag the articles (i.e. geography, type, company, indicator, etc.).

Import Capability: The website can receive curated content from our other databases and websites e.g. publications.

Aggregated content dashboard: The site will pick feeds (rss/xml) content from our channels including the blog and the publications database. These will feed to a dashboard for edits, uploads and featuring.

Export Capability: All content can be exported in an Excel compatible format.

Training Guide and Training Sessions: o Vendor will provide a technical guide in hard copy and soft copy written in plain English

highlighting the core system code. o Vendor will provide a training guide in hard copy and soft copy written in plain English

supported with screen-shots highlighting key functions of the application to assist content editors in the proper use of the CMS.

o Vendor will provide training session (both technical and user based) in person by one (1) vendor representative to a group of ICRAF staff and be available for online support for the duration of the contract. Costs associated with running the on-site training will be borne and arranged by ICRAF. Proposal should include a training plan including an assessment of its effectiveness.

3. Impact Visualization

The website will also feature impact visualization which will allow public users to select themes, geography, projects (and possibly some additional criteria) to sort and visualize the numbers and cumulative impact based on those criteria. The data will mostly be harvested from our existing dashboards but there should be a provision for manual entry. These will also permeate to our key site


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sections.

Indicators o A number of indicators will be available for users to filter data on the left hand or top

portion of the screen. Changing these filters will correspondingly deliver information related to those indicators. Cumulative impacts for the indicators will be visualized on the screen using dynamic data.

Aggregate Data o Targets - an aggregate data page will tabulate and visualize aggregate data of goals and

aggregate data of impacts by indicators. These can also be sorted by type, filter and geography.

o Reported – similar function will allow users to see reported impacts based on indicators.

Visualization Engine o The website will feature up to six (6) interactive graphics that will feature leading

indicators and aggregate data for both projected outcomes, outputs and reported data. o These interactive graphics can take the form of pie charts, bar charts or other kinds of

info graphics. o Public users can interact with the graphics by rolling over sections and seeing underlying

data that is applicable. o Data can be real time based on the tabulated cumulative data in the application or

updated on a quarterly basis. 4. Knowledge Products

Overview: Over the past four decades, ICRAF has built up sets of tree germplasm collections, knowledge base, institutional capacities and technical expertise. These can be categorized as knowledge products. As much as possible, these products will be integrated into the main website by including their architecture within the CMS and Portal. This will help enrich our knowledge through interoperability and maintain brand consistency. Should there be cases where integration would be impractical or too time consuming, the new architecture will make provisions/forms for manual addition. The container will feature a title, brief description, photo, URL of the website and other tags for categorization. Data importation and transfers will be done in-house, but the Vendor will be given sample data in their requested format. Here are 4 broad categories of our Knowledge Products:

Special Websites

Databases

Publications

Multimedia

a. Special Websites These are a collection of ICRAF websites developed over the years to cater for special occurrences, projects, programs and regions. Some of these websites are:

Annual report websites

African Orphan Crops website

ASB website

WCA 2014 website

Naturally African Platform website

ICRAF Genebank

Landscapes portal


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ICRAF dataverse

Publications

Latin America website

Spatially Characterised Agroforestry website

Student management information system

SEARNET

b. Databases, Tools and Software Over the years, ICRAF has developed several research tools

and databases that are heavily cited across academic and research websites. One example is the Agroforestree Database that holds comprehensive information on tree species. This is one of our important resources as most of our key search words are scientific names of tree species. These databases, tools and software will be featured prominently on the website, and be listed in an easily accessible space

c. Publications These are the major research outputs published by the institution h. We have

over eight thousand (8000) publications archived in the HQ database and the Southeast Asia database. We will need a harmonized repository on the website that harvests these two sources and consolidates them into a singular space with all the standard publications attributes integrated.

d. Multimedia The website will incorporate interactive media features including audio, photos,

infographics, motion graphics and video. It should also be possible to integrate these into various sections of the website with the ability to reference and share via social media.

Technical Overview ICRAF has a diverse infrastructure and endpoint environment. Centred in Nairobi we host a range of platforms on Microsoft and Linux based servers. We use Unit4 Business World as our ERP and Microsoft Office 365 suite of applications for personal productivity and knowledge management functions. The website at the focus of this document is primarily an “outward facing” service. However as we integrate content creation and sourcing, and data linkages, the larger ICRAF knowledge environment may have relevance to aspects of the website design. ICRAF uses a Microsoft Active Directory for directory service and authentication. Any functions in the website that required authentication, roles or groups relating to ICRAF staff should leverage Active Directory and do so in a secure manner. The existing ICRAF environment should not impose constraints on the design of the new website. However the design should anticipate and leverage integration with the wider ICRAF ICT environment and platforms as far as is practical These items are applicable across all aspects of the project. User general access

The website’s public portal will be available to all users without need for credentials or permissions Permission Based Access

o As mentioned, the platform will be developed using credentials as a way to segment user access based on specific permissions assigned.

http://www.worldagroforestry.org/output/agroforestree-database

http://www.worldagroforestry.org/output/agroforestree-database

http://outputs.worldagroforestry.org/

http://www.worldagroforestry.org/region/sea/publications

http://www.worldagroforestry.org/region/sea/publications


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o An Admin level credential can create users and edit existing users. This level of user can also designate permissions for each user. For example:

An Admin may permit access for a user edited public site facing articles, whereas;

Another user may have access to only linkages information and approving requests for linkages.

A third user may have access to both those functions ; and A fourth user may have access to public articles and can approve member

applications. o Permissions can be added or removed for each user based on an Admin’s intent and as

such the Admin will be able to see all users and manage all permissions through one administrative dashboard.

Technical Requirements o All form elements will have error checking for each field. o Form elements, form feedback and instructional text must be easy to understand. o Forms must be secured. o Vendor must take reasonable steps to secure the form and information being passed to

and from the website. o Vendor must have security techniques in place to prevent SQL injections and other

methods used to gain unauthorized access to the site and/or application o Vendor will configure a secure socket layer and configure a digital certificate to assist in

protecting the website. o Passwords and IDs must be protected using secured salted hashing or a similar

technique. If a different technique is used, please provide details as to the method. o Vendor will set up and maintain a development environment to be able to develop and

test the application throughout the process.

E. Institutional Arrangement

An ICRAF Project Manager will supervise the day-today work of the Vendor and will also report to the Head of Communications and the Webmaster.

Project Overview The following technical requirements are applicable to all components of the project

Project Management o Vendor will utilize a Project Manager that will be dedicated to the project and act as a

central point of contact for the vendor. This Project Manager will be the Team Lead. Other individuals may support that individual’s role but s/he will be the main point of contact and will lead the regular meetings and organize key meetings with the Vendor and ICRAF.

o That Vendor Project Manager will communicate with ICRAF counterparts on a weekly or more frequent basis through formal conference calls, emails or other means of regular communication.

o That Vendor Project Manager will follow core PMI guidelines and processes.


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o The Vendor Project Manager will provide documentation in the form of communication reports after each meeting with ICRAF representatives.

o It is expected that the Vendor Project Manager will maintain a secure client portal showing website progress and key documents produced throughout the process.

o Once the project is further along, a development environment, set up and maintained by the Vendor, will be made available for ICRAF to review work.

o A comprehensive timeline (GANTT/PERT Chart) or similar method will be used at the project start to keep the project on track and updated as needed throughout the project or upon client request.

o The Vendor will also provide regular reporting on tasks and requests associated with reporting, third party costs and time spent on maintenance and training.

o It is expected that the Vendor will establish procedures and processes to manage the proper functioning of the website and report back on these items to ICRAF. This should be done at least every two (2) months for the duration of the post launch period. These should include but are not limited to:

Maintaining Search Engine friendly information on the site Maintaining applicable standards (w3c, 508 etc.) Maintaining browser compatibility Maintaining device and OS compatibility Identifying issues (404 errors and other server errors and code quality issues)

and fixing said issues. The Vendor should employ tools to minimize and detect intrusion or suspect

behavior and address these as soon as identified. The Vendor should use a monitoring tool to identify outages and repair/restore

service promptly and document every outage along with resolution and recommendations if applicable.

The Vendor will monitor bandwidth and load time to insure a good experience for users including those with low bandwidth.

F. Duration of the Work

a) Based on the current website being out of date, ICRAF is seeking to launch the web site as soon as possible. That said, ICRAF also recognizes that this web site will be a foundation for years to come and as such wants to make sure the work product is scalable, free of errors and can be used and expanded for 3-10 years after its launch.

b) The expected development timeframe is 4-6 months. If this cannot be achieved, please provide a phased plan to launch a phase one web site in 4-6 months and timeline through completion.

c) Post launch it is expected that the vendor will provide level 1 support for the web site for a period of 90 days (3 months). It is expected that any functional errors or issues as part of the original build of the system will be fixed within the original scope of the project. Subsequent support would be part of the maintenance deliverable as detailed in the pages that follow.

d) The web site is expected to be maintained for a period of two (2) years from the start of the engagement and renewable twice up to the maximum length of time allowed by ICRAF procurement guidelines.

e) Once the project is launched, and for a twelve (12) month period thereafter, the Vendor will develop a comprehensive traffic report containing key information about user behavior on the site on a regular basis as advised by ICRAF.


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f) It is expected that ICRAF Staff and Project Implementing partners will have adequate time to review and provide feedback on the functionality of the system. Expect up to three (3) weeks of reviews across the whole initial project. It is expected that ICRAF may wish to perform a user acceptance test and in that circumstance, the vendor will make a testing environment for purposes of that test.

g) For any specific deliverable the Vendor should assume that ICRAF will be provided sufficient time to review and test the deliverable. It is expected that three (3) core reviews will likely be needed for each major deliverable. For each review, the Vendor should expect up to a week for the ICRAF to provide feedback and changes.

G. Location of Work

a) The website is currently and will be managed in Nairobi. Travel may be required as part of the

project development and implementation. However with the exception of the above noted training, travel is not currently planned.

b) The work is therefore classified as remote. Any travel costs should be included in the fixed cost provided by the Vendor.

c) The Vendor will be responsible for regular reporting (weekly or better) explaining progress on the project and completion of tasks against a set timeline.

REQUIREMENTS

H. Technical Qualifications ICRAF) is carrying out a Request for Proposal (RFP) process to identify a digital partner to plan, execute and deploy a complete website redesign for the Centre. ICRAF is looking for a digital agency who can demonstrate expertise in working with companies like ours and delivering successful site projects.

a) Based on the complexity of the project, it is expected that the respondents to this RFP will

possess the following competencies: a. Web based software development experience with software developers on staff. b. Experience with integration of third party systems into a customized CMS. c. Graphic designers on staff with experience with creating applications and public facing

web sites for international audiences. b) Because of the timing of the project, it is expected that the Vendor will be able to work on up to

seven (7) of the deliverables grouped in this document concurrently. Therefore the Vendor should demonstrate the ability to manage complex concurrent projects and connect these projects together seamlessly.

a. Provide examples of complex projects managed in this fashion. b. Vendor should detail how many concurrent projects managed at any given time and

methods used for the effective management of these projects and deadline management.

c. Provide references to tools and techniques use to manage multiple developers and teams working concurrently on one larger initiative with projects which interact with one other.


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c) The Vendor should have experience working with an international team and be available at a time practical for the team based on time zones and using techniques of communication suitable for a diverse and international team

d) The Vendor should have experience working with international nonprofit organizations, governments and/or International Non-Governmental Organizations (INGOs)

e) It would be an added advantage if the Vendor has experience working with the Private Sector on similar projects

f) It is preferred that the Vendor is able to fulfill all the roles for this project within a salaried/employed workforce that has already worked together. Detail the previous work experience of the team as well as the qualifications of the composing individuals.

g) For the various roles of the project, the following is required: a. Team Lead: Five (5) years or more of work developing and managing complex custom

and semi-custom software. Experience with PMI or related experience. b. Creative Lead: a two (2) year degree in arts, design or web design with five (5) years of

professional experience developing complex web sites. c. User Interface/User Experience Lead: a four (4) year degree or a Masters in a related

field and five (5) years’ experience in UX/UI design including knowledge of analytical tools, and usability techniques.

d. Software Integration Lead: a Master’s degree in programming (i.e. MIS Degree) or applicable certifications and three (3) years’ experience integrating third party software in complex web sites using APIs.

e. Technical Lead: a Master’s degree in programming (i.e. MIS degree) or applicable certifications and five (5) years’ experience in managing technical software development projects.

f. Programming Lead: a Master’s degree in programming (i.e. MIS degree) or applicable certifications and five (5) years’ experience programming software.

h) The Vendor will provide information related to financial and institutional stability:

a. Years in operations including any changes to corporate/organizational status. b. Current litigation or contract disputes or litigation in the last two (2) years. c. Whether the company has ever filed for bankruptcy or defaulted on a note or financial

obligation. d. Staff turnover for the last two (2) years reflected as a percentage of staff. e. Educational attainment as an average across all staff members. f. Percentage of work fulfilled by salaried or employed workers vs hourly workers. g. Percentage of work outsourced vs fulfilled in house as a percentage of billings. h. Details for any loans the organization may have and declaration of good standing with

lenders. I. Scope of Proposal Price and Schedule of Payments

a) The contract for this project should be submitted as a fixed cost and the proposal should detail costs per module.

b) The contract will be a fixed output-based price based on a development period of 4-6 months and a support period of twelve (12) months subsequent to launch for a total of up to eighteen (18) months.

c) Third party costs incurred in the execution of this project are to be included in the provided costs by the Vendor. The fixed cost submitted for all applicable deliverables should be all


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inclusive including but not limited to any travel, licensing, per diem fees, or expenses incurred in the production or ongoing management of this website and application.

d) The cost components should be organized as follows:

Main Content Architecture and ICRAF CMS Content Editor: three (3) month development timeframe. This includes Deliverables 1 and 2 in Key Components referenced in this document.

Impact Visualization. Three (3) month delivery time. This includes Deliverable 3 as referenced in the Key Components section.

Special Websites List. One (1) month delivery time. This includes Deliverable 4 as referenced in the Key Components section.

Databases, Tools and Software. One (1) month delivery time. It includes Deliverable 5 as referenced in the Key Components section.

Publications Repository. Three (3) month delivery time. It includes Deliverable 6 as referenced in the Key Components section.

Multimedia. One (1) month delivery time. It includes Deliverable 7 as referenced in the Key Components section.

J. Recommended Presentation of Proposal

For purposes of generating proposals whose contents are uniformly presented and to facilitate their comparative review, it is best to recommend the preferred contents and presentation of the Proposal to be submitted, as well as the format/sequencing of their presentation. Proposals should clearly identify the fixed budget proposed by the Vendor for each of the deliverables identified in this TOR. Namely;

Main information architecture

CMS Content Editor

Impact Visualization

Knowledge Products Special websites Databases, tools and software Publications Multimedia

Proposals should also clearly demonstrate an understanding of the specific functionality of the application and website as present in this TOR and present acknowledgment of the inclusiveness of all the components identified herein. In addition, any item not specified necessary to achieve the items listed will be the responsibility of the vendor and will be included in the fixed cost budget provided. Vendor should document the approach to the project and the team assigned to the

project with related qualifications. A desktop, tablet and smart phone approach should be identified in each proposed design and implemented in the chosen design. The vendor should also give a timeline for the proper execution of the initiative and a plan demonstrating how the Vendor will manage the website and application through the life of the contract.


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K. Award Criteria (100%)

Criteria* Weighting

Quality, competence and experience: The proposals will be evaluated against the Vendor’s ability to deliver high quality systems. This will be guided by the qualifications outlined in section (h) above and methodology

65%

Value for money: In line with the first criteria, the proposal must be cost effective and efficient. Vendors must clearly indicate all the cost-related factors for the development, maintenance and other post launch activities.

Web development cost: 15%;

Post launch cost: 10%

2 year retainer cost: 10%

35%

*Companies blacklisted by any international organization need not apply.

Financial Proposal

The Financial Proposal must provide a detailed cost breakdown. Provide separate figures for each functional grouping or category. Any estimates for cost-reimbursable items, such as travel and out-of-pocket expenses, should be listed separately. The format shown on the following pages is suggested for use as a guide in preparing the Financial Proposal. The format includes specific expenditures, which may or may not be required or applicable but are indicated to serve as examples.

A. Cost Breakdown per Deliverables*

SN Deliverables

[list them as referred to in the TOR] Percentage of Total Price (Weight for payment)

Price (Lump Sum, All Inclusive)

1 Website information architecture and ICRAF content editor

30%

2 Impact Visualization 20%

3 Special Websites Integration 10%

4 Databases, tools and software integration 10%

5 Publications repository 20%

6 Multimedia 10%

Total 100% USD …… *Basis for payment tranches

B. Cost Breakdown by Cost Component: The Proposers are requested to provide the cost breakdown for the above given prices for each deliverable based on the following format. ICRAF shall use the cost breakdown for the price reasonability assessment purposes as well as the calculation of price in the event that both parties have


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agreed to add new deliverables to the scope of Services.

Description of Activity Remuneration

per Unit of Time (e.g., day, month, etc.)

Total Period of Engagement

No. of Personnel Total Rate for the Period

I. Personnel Services 1. Project Management a. Team Leader b. Project Manager 2. Technical a. Lead Programmer b. Lead Integrator 3. Creative a. Creative Lead b. User Interface II. Out of Pocket Expenses 1. Travel Costs 2. Daily Allowance 3. Communications 4. Reproduction 5. Equipment Lease 6. Others III. Other Related Costs

TIMELINE

An outline timetable is shown below:

Invitation to tender/advertisement 9 June 2017

Closing date for submission 30 June 2017

Shortlisted companies informed 17 July 2017

Online presentation 31 July - 3 Aug 2017

Contract awarded 15 August 2017


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TRANSMISSION OF PROPOSALS

Submit your completed response/proposal electronically by close of business on 30th June 2017 and should be addressed to:

Jacquelyne Were, Supply chain manager World Agroforestry Centre (ICRAF) Email:[email protected]

All enquiries should be addressed on email to:

The Webmaster, David Kimutai [email protected]

Project Manager, Eric Kamau [email protected] Deadline for Submission of Proposals All proposal submissions must be received by 17:00 hrs (EAT) on 30th June 2017 to be deemed “received on time”.

mailto:[email protected]

mailto:[email protected]

icraf house, un avenue, gigiri po box 30677-00100 nairobi ...€¦ · request for proposal for...

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