Procurement Notices

ToR for TICAD Yokohama Action Plan Website Development

GENERAL INFORMATION

Service Description:                                    Incorporate additional functions, Maintenance and Update of website for Monitoring and Reporting exercise of TICAD Yokohama Action Plan

Project Title:                                                Online Platform for Monitoring and Reporting exercise of TICAD Yokohama Action Plan

Duty Station:                                                Home-based

Type of the Contract:                                   XXXXXXXXX

Estimated Duration of Assignment:             15 working days (and 100 days of warranties)

Expected Start Date:                                    27 January  2022

I. BACKGROUND / RATIONALE

TICAD is a platform for discussing important issues related to Africa’s development, and a process that allows all TICAD partners — African Union Member States, Japan, co-organizers and other development partners, private sector and civil society — to come together for the further development of the continent. 

The Yokohama Declaration 2019 endorses the theme of TICAD 7, “Advancing Africa’s Development through People, Technology and Innovation”. It also reinforces the three pillars of TICAD 7: i) accelerating economic transformation and improving business environment through innovation and private sector engagement; ii) deepening sustainable and resilient society; and iii) strengthening peace and stability.  For each of these pillars, the Declaration commends achievements, highlights outstanding issues, and promotes continued collaboration and actions to advance progress.

The Yokohama Plan of Actions 2019 which accompanies the Declaration, lists actions expected to be implemented by the TICAD partners in order to promote focus areas of the three main pillars of the Yokohama Declaration 2019 adopted at TICAD 7. The Yokohama Plan of Action 2019 is an evolving document which will be updated at any time after TICAD 7 by each TICAD partner.

The Yokohama Plan of Actions 2019 is composed of items A-E as described below:

A. Focus Areas

Under each pillar of the Yokohama Declaration 2019, focus areas and corresponding AU flagship programs are listed.

B. Actions

Listed under each focus area are illustrative actions that will contribute to progress in each of the focus areas and AU flagship initiatives, which in turn will contribute to progress in each of the pillars. It is neither comprehensive nor exhaustive, and many more actions could be added, but its approach should be focused and strategic.

C. Actors

All TICAD partners can contribute and be listed as actors because progress depends on individual and collective action. Ultimately, African Union Member States, institutions and people are the most important actors, while others, including development partners, provide support to their efforts. As for the private sector, private enterprises participating in TICAD 7 and their branches in multiple African countries can be listed regardless of their actual presence in TICAD7.

D. Measures / Initiatives

Each of the listed actions requires a wide range of other measures and initiatives to be successfully undertaken.  Actors can indicate the sort of broad measures and initiatives they intend to implement in multiple countries, depending on their area of expertise.  However, for purposes of manageability, these should not refer to individual projects or country-specific programs, but rather to aggregate actions. The names of measures / initiatives or brief summary of them will be described comprehensively. 

In terms of private projects, all the projects contribute to B. Actions including CSR activities, and country-specific programs can also be included.

Both new and existing measures / initiatives can be included. However, they should be limited to those to be carried out under the responsibility of each actor and with solid financial resources. In principle, measures / initiatives for which financial resources are yet to be considered cannot be included.

E. Expected Outcomes

Just as all TICAD partners are responsible for implementing actions within their areas of expertise and drawing on their comparative advantage, so too are they responsible for reporting on and monitoring progress.  Each of the partner will be asked to indicate in broad terms what they have done to contribute to progress through a monitoring system.

F. Status of Progress

Co-organizers and TICAD partners* are requested to provide short (about 100 words) summary updates highlighting key achievements over the preceding period.

II. OBJECTIVE AND SCOPE OF THE ASSIGNMENT

The online platform was launched in May 2021. From 15th May to 15th August, the platform received over 200 submissions of YPA report contributing to the implementation of TICAD Yokohama’s Action Plan, with dashboard to monitor the progress and facilitate the reporting process. To this regard, RBA TICAD is now seeking a firm that will undertake the following activities or suggest alternative technical solutions for the online platform by incorporating new functions on the registered users’ page in order to manage a large number of reports provided by TICAD partners and TICAD co-organizers quickly and accurately, minimizing human errors. Such functions will help UNDP to create quality summary reports with the YPA Matrix smoothly. The new functions will be added on the current registered users’ page. 

III. EXPECTED OUTPUTS / DELIVERABLES

The assignment will entail the following tasks 

• TICAD Monitor Website 

Function to know how many access (number) of the website (https://ticad-monitor.org) gain per day 

• Email account 

Any actions registered users made (Report submission/new registration etc.) will be notified by email (ticad.monitoring@undp.org) 

• Registered user’s page 

1. Home page (Notification page) 

• Add function enable to monitor and manage status of reports and new registration (New report in, revision request sent, revision made, approved, published etc.) 
• A new report submission notification ‘with Report ID’ for the purposes of manageability of admin (UNDP) 

1. User’s page 

• Function to sort actors by ‘time added’ which makes admin (UNDP) easily recognize new registrations 

1. Create Report Page 

• Function the only reports which provide all the mandate information will be allowed to be submitted by the registered users. This function will be highly expected to reduce the number of reports required revision. 
• Function to upload AUC’s inputs by excel sheet 
• At the moment, selections of existing measures/initiatives & expected outcomes do not work. (If we choose something and submit the report, the D) and E) become blank). This error would be fixed. 

1. Report page 

• If go to report edit page, information on A) Focus Areas and B) Actions disappears automatically. This error would be fixed. 

• Function selected reports submitted by registered users are consolidated into one excel sheet per pillars. 
• Function to sort reports by Pillars. 
• Function to sort reports by registered organizations’ names. 
• Function not to come back to the first page after searching a certain report(s) and opening it/them 
• Online revision request communication function: Per reports, admin (UNDP) are able to send revision request message (free-typing) and the registered users are able to receive them and answer the requests (free-typing). Communication will be recorded online per reports. 

• Function to allow the registered users to edit the submitted reports if admin (UNDP) request revision. 
• Add ‘Delete Button’ (to delete unnecessary/test/error reports etc.)- ‘Confirm to delete’ notification come up with before delete in order to avoid delete any items by mistake 
• Add ‘Decline Button’ (for the reports which have been decided not to be published.) 
• If there are too many buttons, using the drop-down selection (list) would be another option. 
• Function all the co-organizers are able to provide their comments on each report from the registered users. Those comments will be shared to admin (UNDP) online. 

• Provide all the co-organizers ‘Approval Button’ and ‘Decline Button’ per reports. 
• Function Admin (UNDP) allows to manage and monitor the reactions (Comments, Approval and Decline) from the co-organizers and only the reports all the co-organizers put ‘Approval’ will be allowed to be published. 
• Should be allowed to export all reports into one excel sheet if needed for consolidation purposes. 

1. Data Analysis page 

• Function to provide raw data (excel) of the results of the supplementary survey questions (Gathering results from survey) 
• A dashboard to display data / the visual representation of information (Charts, bars, graphs etc) with numbers 

Other: AUC’s inputs management 

Function to monitor all the adopted initiatives/measures by AUC will be reported properly. 

IV.  ACCEPTANCE CRITERIA/METHODOLOGY

To achieve the above tasks, it is expected that the firm will:

• Have 7 years relevant experience.
• Do all web and database development works, in consultation with the RBA TICAD team. The development task includes, installation of software, and any task that is involved to bring the website live.
• Provide Human Resource, Hardware, software and related resources, which is necessary to develop the website.
• Follow Agile development methodology, fully engaging the RBA TICAD team. Deliver the product incrementally and test each deliverable until the final website completed.
• Provide one-year warranty for technical assistance, troubleshooting, remote support, data backup and bug fixes.
• Provide Configuration Documentation and Installation Guide/Standard Operating Procedures (SOP) which should clearly state how to manage the website, details of the database, environment, its configuration and how the firm will manage the website for the one year period and how the management will be transferred to RBA TICAD upon completion of the service
• Provide detailed timesheet with clear indication of task and timeline
• Provide the technology and methodology to be used for the website development in its proposal
• Provide the application Source Code to RBA TICAD.
• Perform users acceptance testing (UAT) and include the test result in the technical manual as annex.
• Correct errors discovered during UAT and ensure that the website is operational.
• Perform end user and technical trainings.
• Expect changes in the requirement to some extent, as the development evolves, therefore the firm should accommodate that.
• Provide alternate home page and about page design mocks for final approval by the RBA TICAD team.
• The language of website is English.

V. SELECTION CRITERIA

Upon the Procurement Notice, qualified firm is expected to submit both the Technical and Financial Proposals, accordingly. The firm will be evaluated based on Cumulative Analysis as per the following scenario:

• Responsive/compliant/acceptable, and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. In this regard, the respective weight of the proposals are:
  1. Technical Criteria weight is 70%
  2. Financial Criteria weight is 30%

VI. LOGISTIC SUPPORT

No logistical support will be provided to the Service Provider by the UN – Service Provider to take care of all logistical requirements under the contract.

VII. RECOMMENDED PRESENTATION OF TECHNICAL PROPOSAL 

For purposes of generating proposals whose contents are uniformly presented and to facilitate their comparative review, a Service Provider advised to use a proposed Table of Contents. Hence, your Technical Proposal document must have at least the preferred content as outlined in the respective RFP Proposal Submission Form.

VIII. CONFIDENTIALITY AND PROPRIETARY INTERESTS

The consultants shall not either during the term or after termination of the assignment, disclose any proprietary or confidential information related to the consultancy or Government(s) without prior written consent. Proprietary interests on all materials and documents prepared by the consultants under the assignment shall become and remain properties of UNDP. This assignment will be administrated by the United Nations Development Programme (UNDP), and all relevant UNDP rules, policies and procedures will apply.

All applications should be directed to (otis.wilson@undp.org/rba.procurement@undp.org)