REQUEST FOR PROPOSALS RFP #: EKACDM 1.2.1/YR3 DISASTER RISK REDUCTION CENTRE INSTITUTE FOR SUSTAINABLE DEVELOPMENT THE UNIVERSITY OF THE WEST INDIES

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1 REQUEST FOR PROPOSALS RFP #: EKACDM 1.2.1/YR3 DISASTER RISK REDUCTION CENTRE INSTITUTE FOR SUSTAINABLE DEVELOPMENT THE UNIVERSITY OF THE WEST INDIES ENHANCING KNOWLEDGE AND APPLICATION OF COMPREHENSIVE DISASTER MANAGEMENT (EKACDM) INITIATIVE SERVICES TO DESIGN AND SET UP A CARIBBEAN DISASTER PORTAL AND DATABASE FOR THE EKACDM INITIATIVE WHICH WILL SERVE AS AN ACCESSIBLE GATEWAY FOR INFORMATION, TECHNICAL AND SCIENTIFIC DATA, PUBLICATIONS, AND TRAINING RELATED TO COMPREHENSIVE DISASTER MANAGEMENT IN THE CARIBBEAN THE DISASTER RISK REDUCTION CENTRE OF THE INSTITUTE FOR SUSTAINABLE DEVELOPMENT THE UNIVERSITY OF THE WEST INDIES

2 EKACDM TOR 1.2.1/YR3 ENHANCING KNOWLEDGE AND APPLICATION OF COMPREHENS IVE DISASTER MANAGEMENT INITIATIVE Design and Set Up of a Caribbean Disaster Portal and Database for the EKACDM Initiative which will Serve as an Accessible Gateway for Information, Technical and Scientific Data, Publications, and Training Related to Comprehensive Disaster Management in the Caribbean Subject: Design and Set Up of a Caribbean Disaster Portal and Database for the EKACDM Initiative SECTION 1: INVITATION 1. The Disaster Risk Reduction Centre (DRRC) of the Institute for Sustainable Development (ISD) at The University of the West Indies (UWI) has received financing from the Department of Foreign Affairs, Trade and Development Canada (DFATD) towards the cost of implementing the Enhancing Knowledge and Application of Comprehensive Disaster Management (EKACDM) Initiative. 2. The Disaster Risk Reduction Centre of the Institute for Sustainable Development now invites applications from suitably qualified individuals or firms to provide services to design and set up a Caribbean disaster portal and database for the EKACDM initiative which will serve as an accessible gateway for information, technical and scientific data, publications, and training related to comprehensive disaster management in the Caribbean. Details of the scope of services are provided in the Terms of Reference at Section The Organisation/Company/Firm must be available to commence work no later than June 6, 2016 for a period of 7 months. 4. The submission should include the following: a. Technical Proposal, including - Recent Curriculum Vitae of principal/key staff member(s) of the Organisation/Company/Firm, highlighting recent experience on comparable assignments. - Detailed description of the proposed methodology, including a work plan and schedule for expected deliverables b. Financial Proposal, including - All costs associated with the implementation of the assignment, including expected payments in line with the schedule of deliverables 5. This Request for Proposals includes the following: Section 1 Invitation 1 P a g e

3 EKACDM TOR 1.2.1/YR3 Section 2 Terms of Reference 6. The Evaluation Committee will evaluate Technical Proposals against a fixed scoring template as follows, with a maximum of 70 points to be awarded: Skills and Experience - 40 points Methodology - 30 points Applicants receiving more than 49 points for the Technical Proposal will then have their Financial Proposal evaluated. Financial Proposal - 30 points 7. Interested organisations/companies/firms are invite to submit an application based on the Terms of Reference outlined above no later than 5:00pm (Jamaica time) on May 10, REQUEST FOR CLARIFICATION must be submitted no later than April 26, Further information can be obtained from Concerns and queries may be addressed to the EKACDM Initiative Manager via Please proposals to with a copy sent to Subject: Design and Implementation of a Caribbean Disaster Portal and Database for the EKACDM Initiative Attention: Initiative Manager EKACDM Initiative c/o Disaster Risk Reduction Centre 13 Gibraltar Camp Way The University of the West Indies Mona Kingston 7, Jamaica 2 P a g e

4 3 P a g e EKACDM TOR 1.2.1/YR3

5 EKACDM TOR 1.2.1/YR3 SECTION 2: TERMS OF REFERENCE Design and Set Up of a Caribbean Disaster Portal and Database for the EKACDM Initiative which will Serve as an Accessible Gateway for Information, Technical and Scientific Data, Publications, and Training Related to Comprehensive Disaster Management in the Caribbean 1.0 BACKGROUND The Enhancing Knowledge and Application of Comprehensive Disaster Management (EKACDM) Initiative is a five-year project whose ultimate outcome is support to the implementation of the CARICOM Enhanced Comprehensive Disaster Management (CDM) Strategy and Programme Framework (2007) to reduce the impacts of natural and technological hazards and the effect of climate change on men, women, and children in the region. The project will establish an effective mechanism and programme to manage knowledge in CDM, which is Priority Outcome 2 of the regional CDM Strategy. There are three Intermediate Outcomes of the project: i. The creation of an enhanced regional network that generates, manages, and shares knowledge on disaster management, including gender issues; ii. The increased use for CDM by professionals and students of standardised gendersensitive educational and training materials in the Caribbean; and iii. The enhanced mainstreaming of CDM for gender-sensitive decision-making in the public and private sectors, in particular Small and Medium Enterprises (SMEs). The Initiative was developed by the Institute for Sustainable Development (ISD) in association with the Disaster Risk Reduction Centre (DRRC) at The University of the West Indies (UWI) in response to gaps identified in implementing CDM in the Caribbean, specifically as it pertains to Knowledge Management for Disaster Risk Reduction (DRR). Funding for the Initiative is provided by the Government of Canada through the Department of Foreign Affairs, Trade and Development (DFATD). The duration of the Initiative is five years. 2.0 OBJECTIVE The objective of the assignment is to design and develop a Caribbean Disaster Portal and Database for the EKACDM Initiative which will serve as an accessible gateway for information, technical and scientific data, publications, and training related to CDM in the Caribbean in support of the first Intermediate Outcome of the Initiative Contribution Agreement. 3.0 SCOPE OF SERVICES AND EXPECTED OUTPUTS The selected individual or firm will be responsible for producing a complete and functional portal and database for information, technical and scientific data, publications, and training related to CDM in the Caribbean. In doing so the individual or firm shall: 3.1 Define and design physical structure and functional capabilities of proposed system, including security, back-up, and recovery specifications. 4 P a g e

6 EKACDM TOR 1.2.1/YR3 3.2 Recommend and implement enhancements and modifications to the portal and database as necessary. 3.3 Assess and itemise costs for Portal and Database design, development, and sustainability. 3.4 Ensure a consistent look and feel across the Portal and Database by promoting uniform fonts, formatting, icons, images, and layout, and creating appropriate templates to assist content authors and contributors. 3.5 Set compatibility and interoperability standards that ensure Portal and Database accessibility for users with older browser versions as well as low-speed connections. 3.6 Set and enforce standards that ensure Portal and Database accessibility for users with disabilities or impairments. 3.7 Upload content to the Portal. 3.8 Coordinate with relevant regional agencies and database content creators/contributors as necessary. 3.9 Liaise with systems experts on hardware and software issues that might affect the Portal and Database Develop portal site maintenance policies and procedures, including end user content change request forms and posted update/maintenance schedules, to ensure site accuracy and timeliness Develop appropriate portal and database use and privacy policies Provide recommendations on maintenance schedules, to ensure site accuracy and timeliness 4.0 DELIVERABLES AND TIMEFRAME Copies of all recommended hardware and software solutions, design and establishments plans and procedures should be prepared in English and submitted to the EKACDM Initiative Manager in Microsoft Word. Specifically, the Consultant will prepare and submit the following: 4.1 An Inception Report within five working days of the signing of the contract, detailing the scope of the work, the methodological approach, and timelines for activities and deliverables. 4.2 A design for the Portal and Database development and operability with itemised list of costs for Portal and Database design, development, within 15 working days upon the approval of the inception report and work plan, including: - Hardware specifications (server, content storage) - Software recommendations (firewalls, internet security, server controller, data backup and security etc) - Proposed design of physical structure and functional capabilities of proposed system, including security, back-up, and recovery specifications within a benchmarked timeframe. 4.3 Complete a functional Portal and Database for information, technical and scientific data and publications related to Comprehensive Disaster Management in the Caribbean, 5 P a g e

7 EKACDM TOR 1.2.1/YR3 including archive for templates and images, within a mutually established timeframe (i.e. between EKACDM Initiative and selected firm for assignment). 4.4 Document Portal site privacy and maintenance policies and procedures, including end user content change request forms and update/maintenance schedules, to ensure site accuracy and timeliness within a mutually established timeframe (i.e. between EKACDM Initiative and selected firm for assignment). 4.5 Submit monthly progress reports. 4.6 Share prototypes within a mutually established timeframe (i.e. between EKACDM Initiative and selected firm for assignment). 4.7 Prepare a long-term plan for Portal and Database development and operability, including standards and guidelines for content, marketing strategies, and sustainability mechanisms, based on the EKACDM Initiative Outcomes and input from stakeholders. 5.0 MANAGEMENT ARRANGEMENTS AND EKACDM INITIATIVE SUPPORT 5.1 The organisation/company/firm will work under the direct supervision of the Initiative Manager, with technical input from the Principal Investigators of the EKACDM Initiative as required. 5.2 The Consultant will provide the Initiative with monthly progress reports covering status of work, challenges experiences, risks identified, and any requested changes to the schedule. 5.3 The Initiative will: a. Provide letters of introduction to key stakeholders, as necessary; b. Provide feedback on reports and any other documents produced. 6.0 REGIONAL EXPERTS PLACE OF WORK AND TRAVEL RELEVANT TO ASSIGNMENT The assignment will be based at the consultant s office. The Qualified Expert is expected to use their own computers and office equipment. 7.0 FINANCIAL REMUNERATION Upon successful completion of a deliverable, the Consultant must forward an invoice, to the EKACDM Initiative Manager in accordance with the payment and deliverable schedule for processing and payment. Deliverables Schedule of Amount Payable Delivery (JMD) 1 Inception Report and Work Plan June 10, % 2 A design for the Portal and Database development and operability July 8, % Complete a functional Portal and Database 3 (Share prototypes within a mutually established timeframe (i.e. between EKACDM Initiative and selected firm for assignment). October 14, % 6 P a g e

8 EKACDM TOR 1.2.1/YR Deliverables Schedule of Amount Payable Delivery (JMD) Submission of Portal site privacy and maintenance November 11, policies and procedures % Submission of a long-term plan for Portal and Database development and operability December 9, % *Monthly progress reports must be submitted 8.0 REQUIRED QUALIFICATIONS AND EXPERIENCE The individual or company is expected to have competencies in the following: 8.1 Postgraduate training in the field of Computer Science or demonstrated experience in lieu of postgraduate training. 8.2 At least five years relevant work experience in the field; Demonstrated knowledge of Web technologies, protocols, and tools; 8.3 Strong web design and client-side scripting with experience in but not limited to HTML, CSS, JavaScript, Jason, and JQuery; 8.4 Strong understanding of server-side programming languages, including but not limited to [.Net, PHP, Classic ASP]; 8.5 Strong experience with SQL and database design; 8.6 Experience with developing new or maintaining existing content management systems technologies; 8.7 Working knowledge of authoring, development, and publishing tools 8.8 Experience with computer graphics and multimedia design; and 8.9 Excellent knowledge of applicable data privacy practices and laws. 9.0 INFORMATION REQUESTS Further information can be obtained from Concerns and queries may be addressed to the EKACDM Initiative Manager via 7 P a g e

9 Enhancing Knowledge and Application of Comprehensive Disaster Management (EKACDM) Initiative Title of Assignment: Design and set up of a Caribbean Disaster Portal and Database for the EKACDM Initiative which will serve as an accessible gateway for Information, Technical and Scientific Data, Publications, and Training Related to Comprehensive Disaster Management in the Caribbean. REQUEST FOR CLARIFICATION DATE ISSUED: April 29, 2016 # Request for Clarification Response Are you able to work with a company located Yes. 1. over-seas. 2. Has any business requirements analysis already done? If so, can this be made available during the proposal writing stage? 3. What analysis of the look and feel has already been done? Is this something that you require us to advise on? 4. Confirmation and clarification of section REGIONAL EXPERTS PLACE OF WORK AND TRAVEL RELEVANT TO ASSIGNMENT". 5. What volume of existing content do you have that will need uploading to the new portal solution? Doe any of this content have meta-data relating to it that you wish to preserve? A business requirement analysis was not formally done for this consultancy. However, the background and the objective as provided in the TOR outlines the justification for this project. Proposal submissions should be guided by this. This consultancy contemplates the design and set-up of a data portal and as such the proposals should advise on these areas. As stated in the TOR, the assignment will be based at the consultant s office (in Jamaica or another country) but may require follow-up trips to the Caribbean region. While we cannot speak conclusively at this time to the volume of existing content to be uploaded, we require that this be accounted for in the proposal submissions. The selected individual/firm for this assignment will work along with an internal Data Portal Administrator to upload content. 1 of 4

10 Preservation of meta-data will be required for some kinds of content. 6. What existing technologies do you operate and are comfortable with? Databases, Portals, programming languages, web servers etc. 7. Is it necessary that the solution be hosted on site, at one of your locations, or are you comfortable with a hosted / cloud based solution? 8. If on site deployment of the solution is required, could you let us know if you have hardware already or if it will be acquired when the project starts and if you will be responsible for sourcing the hardware? 9. Do you use an existing Document Management Solution? If so, what is it? 10. Do you have a preferred Portal or Software Provider? 11. Are you comfortable using Open Source Software? We are great believers in Open Source and in how it can bring great quality at lower costs to the customer 12. Item 3.7 Upload content to the Portal What type of content will be required for upload for example pdf, images etc Coordinate with relevant regional agencies and database content creators/contributors as necessary? Kindly expand on the type of coordination that will be required for the portal and who are these agencies? During contract negotiations considerations for this line item will be so adjusted. The ISD operates a database of courses ( and the Caribbean Risk Atlas ( The solution will be hosted by the University of the West Indies. Cloud-based solutions would not be considered for this consultancy. The Initiative intends to acquire the necessary hardware during the project and we will be responsible for this procurement. No there is no existing Document Management Solution. There is no preferred Portal or Software provider. However, recommendations for the most appropriate software solution will be important in proposal submissions. Recommendations for the most appropriate software solution would be considered, and should include Open Source Software and others. Technical and scientific data, publications and training related to CDM in the Caribbean is the sum total of what will be required for upload, as stated in SCOPE OF SERVICES AND EXPECTED OUTPUTS. Among the relevant regional agencies are : Caribbean Disaster Emergency Management Agency (CDEMA) Caribbean Disaster Information Network (CARDIN) Disaster Database (UWI) 2 of 4

11 Liaise with systems experts on hardware and software issues that might affect the Portal and Database Where will the system be hosted and who will be the systems experts. Clarify if EKACDM has a hosted environment, software and/or a preferred platform for development or should the consultant propose these details. Caribbean Regional Disaster Risk Atlas (UWI) Caribbean Community Climate Change Centre (CCCCC) Regional Clearinghouse Mechanism The Regional Centre for Disaster Information for Latin America and the Caribbean (CRID) Interconnectivity and ensuring that content is not duplicated will be important. The system will be hosted by The University of the West Indies. These details should be proposed by the consultant. 15. Is there a budget amount for this project? We will be guided by the technical proposal submissions on this matter and will negotiate the final budget thereafter Upload Content to Portal When must this be uploaded? Financial Remuneration What are the consultant s responsibilities after the 9 th December, 2016 deliverable date? Excellent knowledge of applicable data privacy practices and laws Which sovereign states laws, specifically, are under consideration? (Legal variations exist across the Caribbean region.) 19. Training How many persons will require training on use of the portal/database? Are these persons in one physical location or multiple areas? 20. Stakeholders Where are stakeholders located? Content is expected to be uploaded after the design and set up of the portal. The period after December 9 th, 2016 will facilitate review of the final deliverables and any necessary iterations that may be required by the consultant. Under consideration are CARICOM countries and more specifically the Initiative target countries: Grenada, Guyana, St Vincent and the Grenadines, Dominica, Saint Lucia, Antigua and Barbuda, Barbados, Jamaica, and Trinidad and Tobago Not more than 30 persons are contemplated to be trained at this time. Every effort will be made to have these persons in one physical location for the training. Stakeholders for this project are wide and varied however, 3 of 4

12 21. We note that significant proportion (30%) of the evaluated score is based on the proposed cost. However, while the cost of such an activity is typically based on the projected Level of Effort (LoE), the level of detail on which to estimate the LoE is very limited, posing a significant challenge in developing a proposal that is both responsive and financially competitive. Any additional detail that can be provided to allow a better assessment of expectations, LoE and hence the costs would be appreciated. 22. Section 3 ("Scope of Services and Expected Outputs") includes the following: "3.2 Recommend and implement enhancements and modifications to the portal and database as necessary." Does the above imply that there is an existing "portal and database" that will be enhanced under this consultancy. If so, is this portal currently accessible for review? the primary beneficiaries are in CARICOM. The technical proposal and the financial proposal should be submitted as separate documents. Financial proposals will only be considered in cases where the technical proposal scores more than 49 points. The Initiative will negotiate the final budget after the technical proposals have been evaluated. The Data Portal is not yet in existence, but will be developed as a repository for tertiary-level course materials, methodologies, research, and other reference material for training. It will be used to support professionals and researchers in their work and will be developed in conjunction with databases referenced below: CDEMA CARDIN Disaster Database (UWI) Caribbean Regional Disaster Risk Atlas (UWI) CCCCC Regional Clearinghouse Mechanism CRID 23. Item 3.3 requires the consultant to: "Assess and itemise costs for Portal and Database design, development, and sustainability". Further, item 4.2 requires "A design for the Portal and Database development and operability with itemised list of costs for Portal and Database design, development". Can you clarify whether the costs for "Portal Database design, development etc." referred to here are different from the costs that the bidder would have quoted as part of the financial proposal? The proposal submissions for this consultancy will essentially evaluate for the design and set up of the data portal and database. As stated in the RFP document, itemized list of costs for Portal and Database Design and Development are to be submitted within 15 working days upon approval of the inception report and work plan of the selected consultant. 24. We note that the Consultant is required to Content creation and editorial 4 of 4

13 "Upload content to the Portal." (3.7) and "Coordinate with relevant regional agencies and database content creators/contributors as necessary" (3.8). For clarity, can you confirm that creation and editorial review of the content to be uploaded is outside the scope of this consultancy? review of content will be carried out by the Initiative. 5 of 4

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