Terms of Reference. Lot n 2: Website Design and Hosting Services for the Youth Connekt Team

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1 Terms of Reference Lot n 2: Website Design and Hosting Services for the Youth Connekt Team 1.0 Introduction YouthConnekt Both the second Economic Development and Poverty Reduction Strategy (EDPRS 2) of the Government of Rwanda and the UN roadmap for the new development agenda after the MDGs expire in 2015 identify Youth employment and Inclusive Growth as one of the major shifts that need to happen to end extreme poverty and improve livelihoods. They stress the importance of diversified economies, with equal opportunities for all, to drive social inclusion, especially for young people, by harnessing innovation, technology, and the potential of business. The joint UN flagship programme on Youth Employment comes to support national efforts to achieve youth employment programming results expected from the second EDPRS and UNDAP. The programme builds on supporting the strategic vision of the GoR as underpinned Vision 2020 and the second EDPRS to move half of the Rwandan labour-force from a low-productive agricultural dominated farm jobs to a more productive industry and services-based economy. In Rwanda, ICT is considered an important aspect in developing the knowledge-based economy 1 and an enabler for the country to leap-frog key stages of industrialization. YouthConnekt is a project implemented in partnership with the Ministry of Youth and ICT within the framework of the joint UN flagship, which focuses on strengthening the workforce and improving the employability of youth by connecting them with role models, resources, skills development. This is end, YouthConnekt will create a website and leverage online tools to convene innovators, entrepreneurs, funders, connectors, thought leaders, communicators, citizen sector organizations and citizens constituents to work together to exponentially accelerate lasting social change. Pursuant to this, the YouthConnekt is seeking services of a professional web-hosting company to implement a relevant part of its communication strategy. 2.0 Purpose 1. The Overall objective of the assignment is to develop a new dynamic website for the Youth Connekt, in close consultation with the UN Communications Group and the YouthConnekt Coordinator, respectively. Since the website will serve as the communications hubs of the YouthConnekt, it needs to be sophisticated in terms of structure and features. And because it will also be the public face of the organisation, the expectations regarding the look of the site are very high. 1 EDPRS 2 1

2 2. A second objective is to provide hands-on training to designated UN staff and YouthConnekt staff in basic website management, so that simple publishing and editing can be performed independently. 3. A third objective is to provide the YouthConnekt Team with on-going technical website maintenance support, updating applications as new versions become available and helping to change and improve features and web site structure on request. 4. A forth objective is to host the the YouthConnekt Website. 3.0 Scope of Work Key responsibilities 1. Develop a user-friendly website shell for the the YouthConnekt Website using a popular Content Management Software (Joomla, etc); 2. Provide technical maintenance support and provide training to the YouthConnekt Team, respectively, performing content management tasks. 3. Host the YouthConnekt 4.0 Methodology The selected company must describe how it will address/deliver the demands described in these ToRs; providing a detailed description of the essential performance characteristics, reporting conditions and quality assurance mechanisms that will be put in place, while demonstrating that the proposed methodology will be appropriate to the local conditions and context of the work. Furthermore, the website hosting services will be provided at professional standard quality. 2.0 Timeframe and deliverables Activity Deliverable Time allocated Develop a user-friendly website shells for theyouthconnekt team using a popular Content Management Software (Joomla, etc) in English Provide technical maintenance support and provide training to the YouthConnekt Team performing content management Web site shell completed in accordance with the specifications provided by the YouthConnekt Coordinator 24 Hours maintenance services in place 2 Introduction trainings N/A N/A 2

3 tasks. provided to YouthConnekt Team Host the new website One year 6.0 Duty station The duty station of the work is in Kigali, Rwanda 7.0 Scope of price proposal and schedule of payment The company shall be paid the fee upon completion of the following mile stones: 40% Upon delivery and approval of the website shell 40% upon delivery of the data migration and the training 20% after all training have been completed Payment for hosting will be done on monthly basis based on quotation. The company fee will be paid as Lump Sum Amount (all inclusive of expenses related to the consultancy and tax obligations). The contract price will be fixed regardless of changes in the cost components. 8.0 Required expertise and qualification 1. The company should have excellent experience in web design and proposed staff that possess a good over-all understanding of communications. 2. Proposed staff should hold a relevant degree or certificate from a reputable institution. 3. Proposed staff should be able to demonstrate skills by showing samples of previous work (similar references) 4. Proposed staff should have strong working knowledge of computer programmes relevant to web design such as Drupal, Joomla, Dreamweaver, CQ5, FrontPage, Photoshop, Flash and Illustrator. 5. Have extensive knowledge and experience in hand coded HTML, DHTML, XHTML, graphics optimisation skills, JavaScript, CSS and having a good understanding of cross browser compatibility issues. 3

4 6. Have working knowledge of PHP, ColdFusion, JSP, ASP,.NET, SQL. 7. Be an experienced trainer and presenter. 8. Proposed staff should demonstrate a good team player with excellent interpersonal skills. 9.0 Languages Fluency in English and French as an added advantage Skills Good communication, interpersonal and liaison skills Analytical skills. Good listening skills Ability to establish effective working relations in a multicultural team environment Excellent computer, drafting and editing skills 11.0 Eligibility All qualified and reputable/credible printing firms 12.0 Management Arrangements UNDP will contract the company. The consulting company will report the YouthConnekt Coordinator The company is expected to use its own equipment and other resources required. The firm/consultants will work under the overall guidance of the UNCG Chairperson or any other UNCG member charged with the responsibility, and will also maintain close liaison with UNDP Rwanda 13.0 Time Frame The assignment expected to start on 15 February 2014 Interested companies should by presenting the following documents: Letter of expression of Interest and Availability using the template provided by UNDP; Similar references indicating all past experience from similar projects for the lead consultants and other consultants, as well as the contact details ( and telephone number) of the Candidate and at least three (3) professional references; Brief description of why the company considers itself as the most suitable for the assignment, and a methodology, on how they will approach and complete the assignment. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, 4

5 14. 0 Selection Criteria Submissions will be evaluated in consideration of the Evaluation Criteria as stated below: The offer will be evaluated by using the Best value for money approach (combined scoring method). Technical proposal will be evaluated on 70%. Whereas the financial one will be evaluated on 30%. Breakdown of evaluation criteria Summary of Technical Proposal Evaluation Forms Score Weight Points Obtainable 1. Expertise of Firm / Organization 30% Proposed Methodology, Approach and Implementation Plan 40% Management Structure and Key Personnel 30% 300 Total 1000 Technical Proposal Evaluation Form 1 Points obtainable Expertise of the Firm/Organization 1.1 Reputation of Organization and Staff / Credibility / Reliability / Industry Standing 50 5

6 1.2 General Organizational Capability which is likely to affect implementation - Financial stability - loose consortium, holding company or one firm - age/size of the firm - strength of project management support - project financing capacity - project management controls 1.3 Extent to which any work would be subcontracted (subcontracting carries additional risks which may affect project implementation, but properly done it offers a chance to access specialized skills.) Quality assurance procedures, warranty Relevance of: Specialised Knowledge - Experience on Similar Programme / Projects - Experience on Projects in the Region Work for UNDP/ major multilateral/ or bilateral programmes 300 Technical Proposal Evaluation Form 2 Points Obtainable Proposed Methodology, Approach and Implementation Plan 2.1 To what degree does the Proposer understand the task? Have the important aspects of the task been addressed in sufficient detail? Are the different components of the project adequately weighted relative to one another? 2.4 Is the proposal based on a survey of the project environment and was this data input properly used in the preparation of the proposal? Is the conceptual framework adopted appropriate for the task? 65 6

7 2.6 Is the scope of task well defined and does it correspond to the TOR? Is the presentation clear and is the sequence of activities and the planning logical, realistic and promise efficient implementation to the project? Technical Proposal Evaluation Form 3 Points Obtainable Management Structure and Key Personnel 3.1 Task Manager 140 Sub-Score General Qualification 120 Suitability for the Project - International Experience 25 - Training Experience 20 - Professional Experience in the area of specialization 45 - Knowledge of the region 30 - Language Qualifications

8 3.2 Senior Expert 120 Sub-Score General Qualification 100 Suitability for the Project - International Experience 15 - Training Experience 15 - Professional Experience in the area of specialisation 45 - Knowledge of the region 25 - Language Qualifications Junior Expert 40 Sub-Score General Qualification 30 Suitability for the Project - International Experience 5 - Training Experience 5 - Professional Experience in the area of specialisation 10 - Knowledge of the region 10 - Language Qualification

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