Request For Proposals (Rfp) Website Design & Development RFP# 4A1506/CA/027 Millennium Challenge Account-Liberia (MCA-L) On Behalf of: THE GOVERNMENT OF LIBERIA Funded by THE UNITED STATES OF AMERICA Through THE MILLENNIUM CHALLENGE CORPORATION Date: December 5, 2016
Letter of Invitation to Tender Dear For the efficient implementation of its Compact, the MCA Liberia has provided in its 609g Procurement Plan, the design and development of its website to meet the modern features required for optimal operation. It is in this perspective that this consultation is launched, to recruit an individual specialized in the design and development of a modern dynamic website. For this, you have been selected to take part in the consultation and submit a proposal which will be evaluated against a set evaluation criteria and could serve as a basis for future negotiations, and eventually lead to a contract. The RFP consists of the following documents: This letter of Invitation to Tender; Terms of Reference/Scope of Works; The format of your technical and financial proposals 1. Constitution of your Proposals. Your Proposals shall consists of 1 original copy and 3 copies and it shall consist of: a. A submission Letter b. A demonstration of your proficiency at the skills required to complete the assignment indicated in the Statement of Works c. Certificates and/or certifications relevant to the assignment d. Your comments/suggestions with respect to the Statement of Works e. Your technical references, in terms of the conduct of similar assignments f. The methodology you propose for the execution of the assignment g. The proposed timetable for the execution of the assignment h. A unit price schedule for the phases of the assignment and subsequent bill of quantities and estimates i. The proposed training modules Validity of Submissions: Your submissions will remain valid for a period of ninety (90) days, from the deadline for submission.
2. Date and place of submission of proposals Your proposals will be submitted no later than Monday, December 19 at 16:00 2016, at the Offices of the MCA Liberia, 3 rd Floor, F & F Building, 63 UN Drive, Mamba Point, Monrovia, Liberia 3. Packaging and mention submission for inclusion on the envelopes You are invited to prepare an original of the documents of your proposals and clearly marked "ORIGINAL". You will establish further three (03) copies marked "COPY". In case of discrepancy, the original shall prevail. Envelopes should not reveal the origin of the proposal, subject to rejection. Only the words "Design and Development of MCA Liberia s Website, must appear on the outer envelope. 4. Receipt of Proposals after deadline Submissions received after the deadline shall be returned unopened to the bidder. 5. Evaluation of proposals The examination, analysis and judgment of the submissions will be provided by a Technical Review Panel established by the MCA Liberia. This process will take place in three (3) steps. 5.1 administrative Rating: The required administrative arrangement of the submission as indicated in Section 1 of this RFP will be verified and examined to conclude their validity and / or their compliance or not. The absence, invalidity or non-compliance of these pieces shall result in the elimination of the submission for the further process. 5.2 Technical evaluation: The technical submissions of the successful bidders will be noted on hundred (100) points, according to the following schedule: 6. Evaluation criteria Scale Parts base for analysis a. Demonstration of proficiency evident by certifications, education and trainings (20 points) b. Proof of the conduct of similar assignments references and/or samples (40 points) c. Methodology for the execution of assignment (25 points) d. Training modules (15 points) Total Technical score 100 pts NB: At this stage, only submissions having obtained a minimum technical score of seventy (70) points over one hundred (100) will be declared compliant and responsive.
7. Financial Evaluation: Evaluation of financial bids will apply only to bidders who propose admissible technical submissions. It consists of checking the unit costs and total, based on the unit price schedule and to classify submissions in ascending order of the amount of their financial submissions. 8. Award of Contract The contract will be awarded to the consultant who submitted the lowest evaluated responsive submission. 9. Currency The submission amount shall be fully denominated in United States Dollars (USD). 10. Delivery Your submission should specifically indicate the proposed start date and the end date of the assignment, in respect of the period for the implementation of this assignment. 11. Phases of the Assignment Assignment shall be divided into four phases as indicated in the Statement of Work. For control of its information, the MCA Liberia requires that Consultant acknowledges that all of the works done in respect to this Assignment are the sole the property of the MCA Liberia and that the Consultant shall turn over everything at the end of the Assignment and have no claims thereafter. Please accept, Sir / Madam, the assurances of my highest consideration.
Annex No 1 Statement of Works I. Scope of Services MILLENNIUM CHALLENGE ACCOUNT - LIBERIA WEB SITE STATEMENT OF WORK The intent of this RFQ is to enable Millennium Challenge Account-Liberia to evaluate experience, qualifications, and capabilities for the design and development of a a new web site for the Millennium Challenge Account-Liberia. The desired qualifications and expected tasks of the individual client performing the services are outlined below. Responders are to submit a written narrative corresponding to each of the following items: Website Design Experience 1. Client detail Client Name Client Address Phone and Email Website Address (if available) 2. Previous Web sites development projects (please list name and website URL) compulsory Name of Institution Contact Person s Name Client Address Phone and Email Website Address(s) Expected Tasks for the MCA Web Site Project The following is a list of asks which will result in the successful completion of the MCA Liberia Web site project: Kickoff: Client will create and present detailed project plan including schedule, WBS, testing plan, implementation plan, training plan, and transition plan Client will present project plan to MCA LIBERIA for review and approval Design Phase: Work with MCA LIBERIA to gather requirements and establish metrics Create site design based on collected requirements Develop site design proposal for MCA LIBERIA review and approval Present written status at weekly meeting
Build Phase: Client will complete all coding using approved CMS for approved site design Client will provide MCA LIBERIA with a detailed testing plan Client will include all content provided by MCA LIBERIA on redesigned web site Client will conduct testing on aspects of the web site locally and on the web host Client will resolve any coding and site issues identified in testing Client will build and configure MCA emails accounts for existing staff with expectation of growth Client will compile a testing report to present to MCA LIBERIA for review/approval Present written status at weekly meeting Implementation Phase: Client will implement the web site on MCA LIBERIA domain already acquired Client will begin providing 24x7 web site support 6 months after launch of the web site Client will implement site with appropriate redundancy and scalability to avoid unexpected outages and to accommodate periodic maintenance, usage growth and sudden usage surges Training Phase: Client will provide training in accordance with approved training plan provided in the kickoff Prepare and present training materials Project Handoff/Closure: Client will provide MCA LIBERIA with all documentation in accordance with the approved project plan Client will present project closure report to MCA LIBERIA for review and approval Client will complete the project requirements checklist showing that all project tasks have been completed
II. Mission Objectives The overall objective of the Assignment is to design and develop a website for the MCA Liberia. III. Specific Objectives More specifically, it is: Create a dynamic Internet website, accessible and modern. Create the MCA Liberia s website, engaging, real and positive, dynamic and modern; provide links to access the web page of the partner organizations; Visit other MCA s websites and in collaboration with MCA Liberia s IT Manager and Communication Director develop content Insert dynamic tools to manage a moderated discussion forum, a visit counter, a newsletter and an advanced search tool; Create a dynamic website with an updated interface and site maintenance. Train all involved Train the staff in charge of the administration of the site throughout the process with verifiable indicators; Provide training manuals. Make the functional website put in place an effective system of promotion, monitoring and evaluation of short-site, medium and long term, with performance indicators SMART (Strategic Measurement and Reporting Technology). IV. Expected results Expected results at the end of the Assignment are: The website of the MCA Liberia is created and brought online. The data necessary for the design and creation of the website is collected and uploaded; A graphical chart showing the site map A dynamic and ergonomic website is created with modern design tools; A domain name is established, validated and configured for a period of one (01) year renewable; The integration of modern communication tools such as social media is made; Links to the websites of partner organizations are integrated into the website; A discussion forum moderated by modern tools is created; A web counter is created. Easy maintenance newsletter is created and configured. The report by the end of training is available. The end of project report is available.
V. Understanding of the Assignment The Consultant must clearly indicate that it has an understanding of the objectives and challenges of the Assignment, and the implications of the tasks and challenges that involve such an Assignment. The main concerns which MCA Liberia wants answers can be summarized as follows: How to give more visibility to the actions of the MCA Liberia? How the website could help achieve the objectives of the MCA Liberia? How to facilitate citizens and stakeholders with better access to information on the MCA Liberia? The Consultant must also make observations on the Statement of Works by providing recommendations that will be discussed in the interview harmonization of views with the client before starting the Assignment. VI. Consultant Tasks The consultant will be responsible for: Identifying the materials, appropriate equipment and software in this case designed websites with Content Management System (CMS); Identifying the appropriate methodology; Designing and creating a dynamic website like ergonomic tools with modern site design; Making available a training manual; Training the staff in charge of the site throughout the process, with verifiable indicators; Setting up an effective system of promotion, monitoring and evaluation of short-site, medium and long term with SMART performance indicators; Proposing any other action necessary for the success of the Assignment. VII. Reports of the Mission An interim report is submitted in five (5) original copies halfway through phase 1 and phase 4 to account for the evolution of activities. These reports shall consist of the presentation of the draft internet website and demonstrating its use. The Management of MCA Liberia shall have six (05) calendar days to provide technical advice and recommendations. A weekly meeting will discuss the results and partial conclusions and any problems encountered by the consultant. A final consultation report will be tabled at the end of the mission, in electronic version on CD ROM and hard copy (03 originals).
This report should include: All the lessons learned during the process; All the steps of the mission reports; The source code. VIII. Means of Implementation The consultant selected must put in place the resources in staff and equipment it deems necessary for the Assignment. Staff should be made up of professionals in the field for quality work. The MCA Liberia will provide all facilities for the proper completion of the Assignment. IX. Qualifications and Experience of the Consultant As part of the realization of the Assignment, the consultant must be associated with at least one person to form a working team. In particular, and indicatively, the two minima required profiles are: a. The head of Assignment or principal consultant, Information System Expert The Head of Mission must be a computer scientist with strong knowledge in database management systems and in the design and management of information system, a professional with minimum of (5) years of proven experience. Mastery of professional design tools and web site deployment are essential; the consultant shall specify the tools, technologies, languages, DBMS, etc. he intends to use. The Principal Consultant must also indicate general description of the services, expertise in the field of similar work and appreciation certificates for previous work. The Head of Assignment coordinates all aspects of the implementation (administrative, legal and technical mission). He is responsible to the MCA Liberia, through its IT Manager, for all matters related to this Assignment. Thus, the Principal Consultant must possess the following qualifications: Have a level (BAC + 4) in Computer Science or equivalent; Have at least 5 years of proven experience in the design and electronic information system creation; Demonstrate a good knowledge of New Information and Communication Technologies; Have a good experience of networking or team; Proof of professional reference from at least three (3) design projects and electronic information system creation. b. A Webmaster, Associate Consultant, expert in Web Project
He must have a very good experience in web mastering and provide evidence of references. Level +3 in computer science, he must have knowledge in the organization and technological innovation induced by ICT. The Webmaster must also have a good command of MS Project software, Microsoft Office. The Associate Consultant is responsible for his area of expertise for the mission assigned him to share. In this capacity, he participated in all phases of the Assignment and is responsible to the Principal Consultant of the quality of results. Associate Consultant, expert in Web projects, must possess the following qualifications: Design of dynamic web portal architectures in Open Source environment; SQL-based relational database management system; Web Design and design pleasant and intuitive web interfaces. Given the demands in the quality of work and expected results, the Associated Consultant shall justify his/her experience and expertise through references illustrating: A solid and proven expertise in Web 2.0 technologies; Strong experience of five (05) years at least in the design and implementation of Internet portals, intranet and extranet and web applications development; Have web site references and made web applications and currently published on the Internet (05); X. Methodology The Consultant shall propose the methodology for the implementation of its Assignment. This methodology should put an emphasis on milestones and data collection tools for the accomplishment of the Assignment. The Consultant will propose an operationalization process of participation and the involvement of stakeholders, particularly at the validation of results and conclusions that flow from this mission. Indicatively, the Assignment shall take place according to the following steps: Step 1: Harmonization of understanding of the mission with the sponsor and adoption of the timing of the mission; Step 2: Development and validation of the graphic; Step 3: Design and creation of the website; Step 4: Formation of the entertainment staff of the website; Step 5: Presentation and validation of products.
XI. Mission Duration The mission will last at most five (05) weeks. The successful consultant will take all technical and administrative provisions to comply with the contract performance period. XII. Specific Duties of the Consultant The consultant will be available for the duration of the Assignment, and will respond to all requests concerning the proper operation of the site, taking into account the terms of the contract. The Consultant is responsible for providing all the information and training necessary for the establishment and proper functioning of the website. It is forbidden to disseminate reports or any other documents relating to the Assignment without the prior written consent of the Management of MCA Liberia..
Annex No. 2 / Understanding of Terms of Reference (To be completed by the Bidder) Done at the...... December 2016 Title: Last name and first names Signature & Stamp
Annex No. 3 / Comments / Suggestions Bidder (To be completed by the Bidder) About Terms of Reference: 1. 2. 3. 4. 5. 6. About the data and services to be eventually provided to the MCA Liberia under the Terms of Reference: 1. 2. 3. 4. 5. 6. Done at the...... December 2016 Title: Last name and first names Signature & Stamp
Appendix No. 4 / List of similar services (To be completed by the Bidder) Year Project Title Sites (City, Country) List performed tasks Done at the...... December 2016 Title: Last name and first names Signature & Stamp
Appendix No. 5 / Proposed Methodology for Implementation of the Assignment (To be completed by the Bidder) Done at the...... December 2016 Title Last name and first names Signature & Stamp
Annex No. 6 / Team Composition to be assigned to the Assignment (To be completed by the Bidder together with CV) No. Name and Surname Function Diplomas assigned tasks within the team 1. 2. 3. 4. Done at the...... December 2016 Title: Last name and first names Signature & Stamp
Annex No. 7 / Resume Template Last name and first names) :. Occupation:... Proposed role in the team:... Seniority in the profession:... Main qualifications: (Describe the degree of responsibility of each team member in the most representative projects, with dates and locations) EDUCATION: (Briefly describe the names of academic institutions and other specialized teaching institutions frequented by the member concerned, dates and diplomas) PROFESSIONAL EXPERIENCES (Indicate all positions held by the member concerned since the end of his studies, including dates, names of employers, titles of positions held and places of employment over the last decade, types of activities and more projects representative made) LANGUAGES (Indicate the ability of such member to speak, read and write in each language by the words "excellent," "good," "fair" or "poor") Last name and first names Signature of team member Dated
Annex No. 8 / Bid Submission Template Mr. Jacob N W Slewion, Sr. Procurement Director MCA Liberia Sir, We, the undersigned (name and quality)...... acting on behalf of (name, company name and full address); After having read and considered all the component parts of the request for proposals for the design and development of a dynamic Web site for the MCA Liberia; After a full understanding of our sole responsibility the nature and scope of the Assignment; Recognize the contractual nature of all parts of the RFP. We submit and we are committed to perform in accordance with the file, the services described in the terms of reference, within... (.....) days from the date the letter of acceptance of our offer notifying the approval of the contract or the service order to start the services is notified us. We undertake, if our bid is accepted, to commence services within two (2) days from the date of the service order to start work. We offer to deliver those benefits to an amount (in numbers and letters)......... all taxes excluded, an amount (in number and letter)............ Excluding taxes (VAT) for a period of... days from the order date of notification to start in case we'd contractors. We remain committed by this offer for a period of ninety (90) days from the date of bid opening. Done at... on... 2016 Title: Last name and first names Signature & Stamp
Annex No. 9 / Model Price Schedule (To be completed by the tenderer) No. Designations Unit Price (In words) Price (in numbers) 1 Fees Principal Consultant Pers / j 2 Fees / Associate Consultant (s) partner (s) Pers / d 3 Training Package 4 Edition copy reports Done at the...... December 2016 Title: Last name and first names Signature & Stamp
Appendix No. 10 / Framework and Quantitative Estimate (To be completed by the tenderer) Designations No. Qty Price without VAT (In figures) Total Cost Duty free (in numbers) 1 Fees of Senior Consultant 2 Fees Associate Consultant 3 Training 4 Edition 4 reports TOTAL BUDGET CONSULTATION Total Price:. The total amount of the Assignment amounts to USD (in figures and words Done at the...... December 2016 Title: Last name and first names Signature & Stamp Deadline: December 19, 2016