Procurement Notices

TERMS OF REFERENCE

Project Name:             Electoral Commissions (Vanuatu and Nauru) Website Development

Agency:                       United Nations Development Programme Pacific Office in Fiji

Contract Type:            Professional Contract

Country:                      Fiji

Duration of Contract: 30 working days

1. Background

   UNDP Pacific office in Fiji manages two national Electoral projects in Vanuatu and in Nauru. The main recipients of the technical support are the Vanuatu Electoral office, and the Nauru Electoral Commission respectively.

   A key output of both the Vanuatu Electoral Environment Project (VEEP), and the Nauru Electoral Support Project is the civic education and voter outreach component. Proactive disclosure of relevant electoral information is key for any Electoral management body, to ensure that voters ae well-informed, international stakeholders are kept updated, and that accurate election results are announced in a timely and accessible manner. An EMB does this through regular public consultation and information sessions, effective use of mainstream media (radio, television, newspaper), and an active social media and website presence. Both national Electoral management bodies for Nauru and Vanuatu have no online presence.  The Nauru Electoral Commission was managing a website in the lead up to the 2016 elections, but due to security issues, the website is not accessible.

   UNDP would like to provide support to these national electoral management bodies through the development of its websites that would proactively contain information on:

2. The role and mandate of the electoral management body, including its Vision, Mission, and core values/principles;

3. Overarching law that provides the mandate of the EMB and the key positions of the EMB;

4. Relevant Voter information: census, approx. number of voters by gender, age, constituency etc, voter registration information, How to Vote, Where to Vote, Polling schedule;

5. Schedule of elections (national and local level)

6. Framework for Political Parties (if relevant)

7. Media centre: announcements/press releases, photo gallery

8. Electoral observers: information on accreditation for international and/or domestic observers, media accreditation; polling staff accreditation

    

9. Purpose of the website

   The website developed is aimed specifically to serve as a portal of information to showcase the work of the Commissions to its electorates and the international community. The platform will also enable its partners and donors to access specific updates and progress.

   We envision the website to be engaging and user-friendly, as it is will become the most important communications tool for the respective electoral Commissions.  In developing the website, challenges in online connectivity must be central to the design, especially for rural/maritime zones.

    

10. Scope of Work

The contracted website developer will work with the Effective Governance Programme Associate, the Effective Governance Communications Associate and the respective Electoral Commission Team to develop the structure of the new website. The contractor will meet with a steering committee prior to undertaking the contract to discuss the preferred design and layout.

Specifications of Website Development:

• Interactive and appealing (Responsive) web design: Web Designs are very subjective, we expect the hired company to show-case their best elements in delivering best suited design options.

• Assess the Commissions website structure and contents for ease of accessibility, quality of contents, user-friendliness, ease of maintenance/update, information retrieval, etc.

• Assess the specifications and provide a clear, comprehensive quotation, timeline and scope of work to be under taken by the contractor

• Design and establish anti-hacker and antivirus plan for the website.

• Make recommendations for software, hardware, and other back-end applications related to Web development

• Training to Commission staff on website maintenance and content update.

• Prepare an initial mock up and Incorporate the steering committee feedback

• Presentation by the contractor of the final layout and design to seek approval prior to going live

• Additional support to the Commissions for any additional changes or issue that may arise after going live.

• Make recommendations for backup/restore plan.

• Able to provide user training and all documents in English

1. The Services would have been deemed to be delivered when:

   • The website with all its features listed as per this TOR is up and running and available on the web.

   • The Users training is complete, and all the administrators of the website can maintain the system.

   • The website design has to follow an interactive development process with the involvement of UNDP and the respective electoral commissions and changes, up to 15 percent of the current TORs, have to be accommodated as the website concept and design evolves.

   • The contractor should provide alternate home page and sub-page design mocks for final approval by UN RCO Team.

   • Complete handover, to include presentation and training of the website to the electoral commission offices;

   • Transfer of all user rights to the electoral commission offices;

   • Individual contractor will provide 3 months maintenance (after 3 months warranty) and technical support for the website, as per the details below:

      

   • During 3 months of maintenance, the following is expected:

     1. Trouble shooting: In case site is down, any link is broken, any functionality not working properly etc.

     2. Technical Assistance: In case Website needs to be moved from one server to another.

     3. Remote support for assistance in changing/editing/modifying, webpage via call or emails (if at all required).

     4. Bug fixes for any existing functionality.

     5. Training for User and Administrator, on using the website with specific Manuals for 5 to 7 Administrators’ in at-least 3 sessions (half a day per session).

     6. Technical training will be provided with the technical Administrator manual (with screenshots).

         

2. Submission of Proposal

   Individual contractors are requested to structure proposals as follows and provide complete details as indicated:

3. Individual Profile;

4. Understanding of the Scope of Work;

5. Proposed Methodology / Approach and detailed Timeline with Deliverables;

6. Proposed Technology (with justification): please highlight the pros & cons of the technology proposed;

7. Detailed Cost Break-up (Design, Programming, SSL Certificate, Security Audit, Hosting* (* with recurring charges. Example: 1st Year and for next 2 to 5);

8. Sample(s) of similar work-done (please list active web address);

9. Hosting Service (if you provide such services) (optional).

• Proposals should not exceed 5-10 pages. Incomplete proposals will be disqualified and not considered for evaluation.

1. Duration of the Assignment, Duty Station and Expected places of Travel

1. Required Qualifications, Competencies, Experiences and Education

   The contracting firm must have the following qualifications:

2. Excellent track record of oral and written communication work in the Pacific, with experience working in small Island developing countries as an advantage.

3. Contractor must have experience in the field – provide portfolio of work and has necessary qualification and industry experience

4. Solid knowledge on website security and website hosting service

5. Provide a proposal and include a brief implementation plan

6. Provide the quotation and include below information:

7. Website design and setup.

8. Website hosting for 2019 and beyond

9. An ongoing warranty and maintenance service

1. Proposal Requirements

Proposals should contain the following information:

i)          Technical Proposal which includes:

-           Contractors letter confirming interest, availability and capability to meet tight  

             deadline

-           Updated CV of proposed contractor

-           Relevant portfolio of past work and experience

ii)         Financial Proposal

The contractor is requested to provide a quotation of the fees/cost for the services and a matrix indicating the level of work to be undertaken and associated timelines.

10. Evaluation Method and Criteria

Individual consultants will be evaluated based on the following methodology:

Cumulative analysis

The award of the contract shall be made to the individual consultant/firm whose offer has been evaluated and determined as a) responsive/compliant/acceptable; and b) having received the highest score out of set of weighted technical criteria (70%). and financial criteria (30%). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

Technical Criteria for Evaluation (Maximum 70 points)

• Criteria 1:  Excellent track record of oral and written communication work in the Pacific – Max 15 points

• Criteria 2: Strong portfolio of work and has necessary qualification and industry experience - Max 15 Points

• Criteria 3: Solid knowledge on website security and website hosting service - Max 15 Points

• Criteria 4: Strong proposal submitted with realistic implementation plan - Max 25 Points

• Criteria 6: Financial Proposal – Max 30 points

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

11. Reporting Lines

The contractor will work closely with the Effective Governance Programme Associate, the Effective Governance Communications Associate and the respective Electoral Commission team.

12. Proposal Submission

All applications must be clearly marked with the title of the consultancy and submitted by 5.00pm, 15th November 2018 (Fiji Time) electronically to etenderbox.pacific@undp.org .

For further information concerning this Terms of Reference, please contact Isikeli Valemei, Programme Associate, Effective Governance, UNDP Pacific Office on email isikeli.valemei@undp.org

Incomplete applications will not be considered, and only candidates for whom there is further interest will be contacted.