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Consultancy Services for the Design and Development of a National Tourism Information Web Portal
Procurement Process :RFP - Request for proposal
Office :Uganda-Kampala - UGANDA
Deadline :18-Dec-12
Posted on :04-Dec-12
Development Area :TOURISMTOURISM
Reference Number :10291
Documents :
REQUEST FOR PROPOSAL (RFP): Design and Development of a National Tourism Information Web Portal
Terms of Reference: Consultancy Services for the Design and Development of a National Tourism Information Web Portal
Overview :

The government of Uganda in its National Development Plan 2010/2011 – 2014/2015 identified tourism as one of the primary growth sectors for transforming Uganda into a middle income country. The tourism sector is the second largest foreign exchange earner having earned Uganda USD 570 million in fiscal year 2011/2012. However, the growth and performance of the sector is constrained by, inter alia, the existence of fragmented information and lack of synchronised database on the tourism sector in Uganda. The government has recognised the potential and enabling element of Information and Communication Technologies as a tool for social and economic development.
Uganda Tourism Board (UTB) with support from UNDP is implementing a project; “Support for the Development of Inclusive Tourism Markets in Uganda”. The project will support the government of Uganda in development of inclusive markets in tourism, focusing on the participation of the poor and local communities in the tourism sector as entrepreneurs, employees and consumers. The project will therefore empower the poor to increase benefits from the tourism industry and improve their livelihoods through access to labour and markets, and increased opportunities for decent work and incomes. It will also support the development of a national tourism information web portal to include a databank for information on the tourism sector that will benefit the private sector and potential investors and tourists.

Rationale

Tourism is an information-sensitive industry and the internet is increasingly becoming the first and the fastest point of reference on information for tourists, development partners and the private sector. The national tourism web portal is an effective way of giving interested parties a comprehensive overview and information on the tourism sector in Uganda. As such, the development of virtual tourism information and services web portal and a synchronised databank of information on the tourism sector is crucial to the provision of a coherent and integrated information service on the tourism sector by building on the existing synergies and efforts to improve the flow, availability and use of tourism information and services.
The internet is also widely recognised as an extremely valuable marketing tool and national tourism web portal will give the sector as a whole, the opportunity to promote itself externally and internally using a coordinated and controlled web presence, provide relevant and up to date content on Uganda’s tourism sector that can be used by tourism missions both here and abroad as a reference point for tourism opportunities in Uganda and most importantly provide linkages between Ugandan tourists and international tourists and organisations.

Objective of the Assignment

The overall objective of the assignment is to design and develop a national tourism information web portal that will provide a single entry platform to the information sources for the stakeholders and potential investors and tourists in the tourism sector; and thus an opportunity to obtain information and realise transactions in a professional, consistent and efficient way. A virtual tourism information and services portal also will contribute to the promotion of Uganda as a tourism destination through one of the most important communication tool, the internet, by developing a coherent and integrated information service on the tourism sector.

The specific objectives of the consultancy include:

  •  Harmonizing and synchronizing all facilities in the tourism sector in a one stop online data entry and retrieval system; with inputs from all stakeholders, in appropriate security architecture, tested in all browsers and portable devices.
  • Developing a centralized Tourism Management System that captures analyses and disseminates timely and relevant information to all tourism stakeholders.  This will include functional and interactive databases; and synchronised databank of tourism information, within the portal.
  • Initiating, integrating and optimizing technologically driven tourism information management system for stakeholders to uphold with a cascading access rights for various users and user levels.
  • Providing adequate training to staff to enable them to effectively operate, update and maintain the web portal and all its subdomains or internal links

Scope of Work:

UNDP and Uganda Tourism Board are seeking to recruit a firm to design and develop an interactive and database driven national tourism information web portal. The key functionalities of the portal shall include the following; A Multi-user Content Management System (CMS); Search features; Multi-lingual information; Ratings and reviews; Blogging, commentary and discussion forums; Uploads and downloads; Web-mail system; Subscriptions and access rights for various users; live updates from social networks; Face book and Twitter. The portal is also expected to analyse information with a C2B approach creating leads and feeds from stakeholders; tourists, visitors, tour and travel operators, agents, hoteliers and government agencies.  The web portal is expected to be dynamic and allow easy information update which should not require specialized skills on web development.


The consultancy  firm will undertake the following tasks:

  • Design, develop and implement a creative, interactive, professional and a multi-lingual (english, french, german, spanish and arabic) web portal that reaches the audiences in Uganda’s source and target markets; and meets the objectives outlined above.
  • Design an appropriate security architecture for the portal and implement this mechanism in a secure interactive method.
  • Identify or advise on the appropriate web portal host company and/or platform.
  • Upload and perform a presentation and a trial test in most popular browsers and devices; PCs, MACs, and portable devices.
  • Provide adequate training to staff to enable them to effectively operate, update and maintain the web portal and all its subdomains or internal links.
  • Upload the final web portal files and hand over the rights of the source code, software and databases  to UNDP.

Deliverables:

The key deliverables of this assignment include:

  • An inception report on the assignment within 3 work days of signing of the contract detailing the understanding/ interpretation of the TORs; the methodology of carrying out the assignment; work plan and implementation schedule as agreed upon with Uganda Tourism Board and UNDP.
  • Design of an interactive, multi-lingual web portal with appropriate security architecture.
  • A dynamic, interactive, multi-lingual national tourism web portal with appropriate security architecture and key functionalities that include; inter alia: a Multi-user Content Management System (CMS); Search features by region with an intercative regional map; Visitor Forum; Newsletters and news easily updatable; Multi-lingual information; Ratings and reviews; Blogging, commentary and discussion forums; Uploads and downloads; Events Calendar, Multimedia Gallery (pictures and videos); Web-mail system; Subscriptions and access rights for various users; live updates from social networks; Face book and Twitter; Contact form.
  • Database of tourism stakeholders by region (complete contacts with a summary of the services that each provides and easily updatable) that allows them to receive emails directly to their inboxes from the national tourism web portal (e.g. www.tripadvisor.com)
  • A system of statistics of the site with reports periodically the time of permanence and origin of visitors.  Include programming and configuration of Google Analytics or any other system or software to monitor the ranking of the web site.
  • The rights of the source code, software and databases.
  • User manual regarding the operation, update and maintenance of the national tourism web portal.
  • Training and assessment report on staff trained to effectively operate, update and maintain the web portal and all its sub-domains or internal links.

Ownership and intellectual property:

UNDP shall acquire ownership of all assignment deliverables; source code, software, databases and user manuals, in their tangible form (both hard and soft copies) and the right to use them as deemed fit. The deliverables may thus not be published or used without the express permission of UNDP.

Reporting:

The firm shall report to the Team Leader, Growth and Poverty Reduction Programme, UNDP who shall be responsible for assuring the overall technical quality of the key deliverables.  In the implementation of this role, the Team Leader will be technically backstopped by Programme Officer, Growth and Poverty Reduction, UNDP; and the Project Manager at Uganda Tourism Board.The required format for all the reports generated shall be agreed with UNDP upon the inception of the assignment.

Required skills, experience and personnel qualifications of the Consultancy  Firm:

Qualifications and technical Competencies of the Team (at least three persons):

  • Degree in Computer Science, IT, or related field with additional professional certifications for web designer/developer;
  • Advanced proficiency with HTML, DHTML including style sheets, templates, complex tables and image maps;
  • Strong knowledge in web server technologies;
  • Strong knowledge of database development platforms including MySQL, SQL server;
  • Should have knowledge of JavaScript and a good understanding of cross browser compatibility issues;
  • Must possess working knowledge of basic composition, page layout, art and office/web;
  • Knowledge of W3C standards such as XHTML, accessibility standards, content sharing standards such as RSS/RDF and Open Archives Initiative;

Experience of the team:

  • At least 5 years of experience in developing similar web portals for websites with examples to show;
  • Extensive experience in web development, graphic design and implementation of information rich, user-friendly and large websites
  • Extensive experience with CMS, including experience with both commercial and Open Source systems;

    Firm’s Team Competencies:

    • Demonstrates integrity and ethical standards.
    • Positive, constructive attitude to work, especially for the periodical meeting with the requested Unit, to follow up the progress on the assigned tasks.
    • Ability to act professionally and flexibility to engage with government officials, development partner representatives and the private sector.

    Documentation/information needed to ascertain legality of firm:

    • Valid and certified Certificate of Incorporation as a Company in Uganda
    • Physical, postal, e-mail and telephone address and contacts for the firm
    • Valid and Certified Tax Registration Certificate (indicating TIN and VAT Number)
    • Tax Clearance Certificate issued by URA and specifically addressed for this RFP
    • Valid Trading Licence  (where applicable)
    • Recently issued Bank Statement (showed be issued for the last 6 months)
    • Full and accurate physical, postal, telephone and email address of the firm
    • Articles and Memorandum of Association

    Criteria for assessment, evaluation of proposals and award of contract:

    The contract will be awarded to the firm whose proposal obtains the  Highest Combined Score (based on the 70% technical offer and 30% price weight distribution) and the firm has expressly indicated full acceptance of the UNDP Contract General Terms and Conditions.

    The proposals will be scored on the basis below:

    Technical Proposal (70%):

    • Expertise of the Firm  :   15%
    • Methodology, Its Appropriateness to the Condition and Timeliness of the Implementation Plan:  25%
    • Management Structure, Qualification, experience and expertise  of Key Personnel: 30%

    Financial Proposal (30%):

    To be computed as a ratio of the Proposal’s offer to the lowest price among the proposals received by UNDP.

    Payment Modalities:

    Payment to the consultancy firm will be made in Uganda Shillings only and will be made in  three installments upon satisfactory completion of the following deliverables:

    • 15% of the contract amount upon submission of acceptable inception report.
    • 20% of contract amount upon submission of acceptable design of an interactive, multi-lingual web portal with appropriate security architecture.
    • 25% of contract amount upon submission of a tested and operational dynamic, interactive, multi-lingual national tourism web portal with appropriate security architecture, key features described herein; and the rights of the source code, software and databases to UNDP including the user manual regarding the operation, update and maintenance of the national tourism web portal.
    • 40% of contract amount upon submission of a report on staff trained and an assessment of their competence to operate, update and maintain the web portal and all its sub-domains or internal links.

    Application Procedure:

    Applicants are required to submit an application and proposals, which include the following:

    Technical Proposal (in separate envelope marked “Technical Proposal”):

    • Letter of Interest with a brief description of the firm.
    • Explanation as to why the firm should be considered suitable and different from other proposals for the assignment (include the years of experience on similar projects)
    • A detailed methodology enumerating the approach to the assignment, different steps for undertaking the sequence of activities of the entire assignment and a detailed plan with a calendar for implementation of the assignment.
    • At least 5 referral letters of your customers and at least 5 examples of developed web sites on similar projects, with the respective proven information.
    • CVs of the Team (at least three key personnel):
       i - Highlighting qualification and training of the personnel
      ii- Highlighting past experience in similar assignments.
      ii- Work references - contact details (e-mail addresses) of referees.

    Financial Proposal (in a separate envelop marked “Financial Proposal”):

     A financial proposal indicating consultancy fee in Ugandan Shillings, lump sum fee (with a breakdown) or unit price together with any other expenses related to the assignment. THE FINANCIAL PROPOSALS MUST BE DRAWN IN UGANDA SHILLINGS ONLY

    Proposal submission:

    The two proposals (technical and financial) MUST  be submitted each in a separate envelope clearly marked ("Technical Proposal" or "Financial Proposal") but both of them contained in one large sealed envelope clearly marked " Proposal for design and development of a National Tourism Information Web Portal". ANY SUBMISSION WHICH DOES NOT CONFIRM STRICTLY TO THIS GUIDELINE WILL BE DISQUALIFIED.

    The deadline for submission and acceptance of proposals is 18th December 2012, 11:30am strictly. NO SUBMISSION WILL BE ACCEPTED IMMEDIATELY THEREAFTER.

  • Proposals should be hand delivered to the following address:

    The Resident Representative
    Attention: Procurement Unit
    United Nations Development Programme (UNDP)
    Plot 11 Yusuf Lule Road,
    P.O Box 7184
    Kampala, Uganda
    Tel: 256 414112100