Call for Expression of Interest to Provide Professional Services to Develop a Digital Platform for Csos in Rwanda
Mission: is to represent our members in the processes of facilitating citizen's participation in sustainanble development efforts throught constructive dialogue, debate and advocacy at the national and international levels.

Background
The Rwanda Civil Society Platform (RCSP) is composed of 12 national umbrella Civil Society Organizations (CSOs) with 1478 member organizations. RCSP serves to enhance capacities for CSOs to contribute to the well-being of the population by acting as a framework for dialogue, context analysis, exchange of information, mutual respect, lobbying, and evidence-based advocacy on national, regional, and international issues on behalf of all members of Rwanda civil society and citizens of Rwanda at large. Its mission is to empower, represent, coordinate and defend public interests and the interest of its members at national, regional, and international levels for development, effectiveness, and sustainability.
Information and Communication Technology has become an important tool for all institutions in today’s World. A good number of institutions in our country (especially the government) have made an important step toward digital services and information exchange, which is not the case for CSOs. It is critical that Rwandan CSOs gradually shift from manual to digital tools to allow for effective management, access to information and sustainability. A one-stop information exchange platform for all CSO would significantly contribute to this goal.
In line with RCSP’s partnership with RGB through the UNDP funded “Strengthening Civil Society Organizations for Responsive and Accountable Governance Program in Rwanda” program, the Rwanda Civil Society Platform is seeking to establish a digital portal/platform which will serve as a common platform for knowledge management, information and resources exchange, resource mobilization and sharing of information on other relevant matters between Civil Society Organizations in Rwanda. To this end, RCSP is requesting competent consulting firms to express their interest by submitting both technical and financial proposals for the implementation of the assignment.

Objectives
RCSP’s multipurpose portal will be the first stop for information exchange among CSOs, DPs and other audiences. In terms of objectives, the digital platform will:
1. Strengthen the capacity and skills of CSOs through its learning resource center,
2. Facilitate knowledge sharing, networking and partnership between CSOs themselves and other partners,
3. Provide information regarding the work of CSOs and resource mobilization opportunities, including open calls for proposals, donor intelligence and alike.

Key deliverables
The assignment is expected to deliver the main components as follows:
1. A professionally designed digital platform developed and integrated in RCSP website;
2. An up-to-date cloud backup of all RCSP computers’ data provided and security ensured;
3. Back up/support services i.e portal maintenance and security during the first 12 months of operations offered to RCSP and CSOs.

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Functionalities and general requirements of the digital platform
Among others, the portal will allow for the following functionalities:
• Dynamic: the portal will be automated and easy to use;
• Attractive: interesting to see;
• Responsive: any user can access the portal using any digital device including smart phones, digital watches, tablets, etc
• Easy content Management: The portal will allow authorized staff or appointed personnel to edit and update the website including the ability to create, remove, edit and publish content
• Search engine: the portal will include search engine to easily find any required information on CSOs;
• Site Statistics/Management Reports: The portal will provide authorized users with a number of relevant reports including registered users and intervention areas, ongoing/completed activities and budgets utilized and other relevant statistical data. In this regard, a template will be included to collect distinct data from RCSP member CSOs.
• Accommodating various features and tools: the portal will include social media platforms, Google analytics, search functionality by different types of resources, PNG interactive image galleries, etc.;
• Status and security of RCSP Website: The website of RCSP should be made safer by purchasing a security certificate which updates the domain from “http” to “https’’ for security and authenticity purposes. Again, RCSP’s website should also be upgraded to have a mobile version in order to accommodate the mobile version of the digital platform. The data will be stored locally and in case of non-sensitive information, RCSP may consider storing data in other countries at cheaper prices.
• Storage and back-up: Given that the digital platform will accommodate a wide range of documentation including success stories, photos and videos; and should not rely on ordinary storage capacity only, a cloud storage should enable the option to insert hyperlinks for communication products to be posted on the platform by CSOs.
• Website accessibility: The platform will be inclusive especially by adding accessibility features for Persons with Disabilities. The software developing team will include a “speech to text” features and inclusive navigation tools (e.g. image labels).
• Language: Most of the resources on the digital platform will be in English. However, the platform itself and its navigation tools will be translated in Kinyarwanda.

Key activities
The main activities expected from the Service Provider include (but not limited to) follows:
1. Participate in briefing and debriefing sessions with the RCSP at least once a week updates, and adjust the design based on feedback and comments from the RCSP and partners’ teams.
2. Revamp/Redesign the existing website.
3. Design and develop the digital platform basing on the content of the TORs and adjust relevant features basing on RCSP’s and partners’ feedback.
4. Troubleshooting the new website before going live, and deactivate the old one.
5. Testing functionality of the digital portal
6. Training of RCSP staff on the backend of the Control Management System, to enable them to upload documents, articles, etc.
7. Present the whole work during a validation workshop.
8. Day-to-day maintenance, upload and troubleshooting.

Features of the digital platform
The following is the description of the six (6) main features:
Knowledge Hub (Open only for registered members)
Resources for organizational capacity development: The section will include guidebooks, policy documents, research, templates and tools that CSOs can access to improve their knowledge and skills in the following areas:
• Project management (including project design, resource mobilization)
• Budgeting and financial management
• MEL/RBM
• Sustainability mechanisms
• Communication and visibility
• Organizational development, change management and leadership
• Accountability mechanisms and internal regulatory framework
• Awareness, advocacy and research

Resources on cross-cutting issues:
• Gender
• HRBA (including PWD)
• Environment
• Digitization and innovation

Resources on thematic areas of implementation:
1. Gender equality and women empowerment
2. Youth empowerment
3. Livelihoods and employment
4. Protection (including child protection)
5. Awareness, advocacy and research
6. Water, sanitation, health and hygiene
7. Education
8. Agriculture and livestock extension services
9. Environmental protection and climate change adaptation
10. Human rights, citizen participation and democracy
11. Access to justice/rule of law
12. Empowerment of Persons with Disabilities
13. Peace building, social cohesion, unity and reconciliation
14. Cultural promotion
15. Religion and spirituality
16. Emergency response and disaster risk management
N.B: RCSP will recruit another person who will consolidate the content of Section a) above and a review committee will be in place. The Service Provider’s role will only be to develop the features and upload the content. After completion of the development phase i.e. during operations, the management of RCSP will be in charge of reviewing the documents (reports and success stories) to be uploaded by CSOs to the platform.

CSO profile page (open to general public for visibility purpose)
• Profile info:
• Name of organization and logo
• Contract information (phone number, address, website/social media of CSO)
• Type: umbrellas, CSO, FBO or INGO
• Mission/Vision
• Main projects implemented
• Main donors’ info
• Documents (option to upload)
• Reports
• Success stories
• Communication materials
A search engine will be needed here (allowing member CSOs to search based on tags) with an option to message each other through the platform.

Partners
All CSOs partners list will be compiled here, including development partners, government entities and non-traditional donors (i.e. private sector). Links will be embedded to direct members to the main websites/pages of partners.
Discussion Forums (open only for registered CSOs)
The forum will allow CSOs to ask questions to other members and to start discussion threads on specific topics.

News and updates ( Open for general public)
• New publications from CSOs or that concern the CSOs
• Call for proposals
• New Policies/rules
• Job announcements
• Open tenders advertised by CSOs

Contact us ( Open for general public)
• Embedded message option for all inquiries and technical issues
• Contact information of RCSP
Note: The deliverables expected from the service provider will be discussed with RCSP upon presentation of the inception report. The components of the portal and requirements are subject to adjustment and re-prioritization by the RCSP team at any stage of the assignment depending on the evolving needs and clarity on expected features.

Technical requirements
General features:
The proposed System should comply/adhere to following technical requirements/functionalities, but not limited to:
• Implement data validation for both client and server (eg: AJAX technologies, Javascript, etc)
• System should be scalable and upgradeable as and when the number of users and contents increases
• Maintain and ensure that the system supports maximum concurrent users

Detailed scope of work based on the existing system
• Study the existing procedure of the various stages of work of different divisions at RCSP and document it with AS-IS workflow diagrams and get acceptance of RCSP
• Apply process re-engineering wherever possible and propose TO-BE workflow diagrams. Obtain a user acceptance from RCSP on the TO-BE workflow diagrams.

System Development and Deployment
1. Architecture Design for the solution including the Security level Designs.
2. Technical testing of all the components.
3. Submit the test cases and test plans to the RCSP.
4. All the Requirement, Design, Configurations and Development methodologies have to be well documented and handed over to RCSP
5. Well commented source codes, database scripts, test scripts, etc. to be handed over to RCSP.
The Platform will be managed through a web browser and it shall be compatible with all or major browsers such as Microsoft Edge, FireFox, google Chrome, Safari, etc..
The Platform software runs on a web server and it is designed to work on most hosting platforms.
The user-side (the front-end) will be completely template based and compatible with all or major browsers.
Server-Side (Web Server) will need PHP 8.0 or higher configured correctly and a MySQL Database Server 8.0 or higher, with at least 32MB amount of PHP memory.

Authentication and authorization
• Referring to Section 5 ‘Features of the digital platform’, the proposed system must provide an authentication mechanism for ensuring that the public can access information designated for them and that only registered users have access to more specific features of the system,
• The proposed system should allow for two-factor authentication mechanism. Application users shall be required to set up a security pin and input a one-time pin (OTP) which should be sent to their mobile number registered by the application user,
• Once a person has been authenticated, the system must apply access control mechanisms to ensure that a user’s access to system functions and data resources corresponds with their assigned level of authority or access rights and privileges,
• The proposed system must provide an encryption mechanism for securing the user authentication,
• Users can change their password at any time, but they cannot change the username.
• The system must track the user’s actions during his login session. In other words, an audit log must be kept for all changes that are made to the Platform. An embedded workflow for publishing content after management approval should be implemented.

Database Management
The proposed system must provide the administrative features necessary for managing the database such as:
• The creation and assignment of user rights and privileges,
1. The de-activation of users and modification of their access rights,
2. Reports generation,
3. General database security management,
• Backup and recovery. In terms of backup mechanism, the system should also support dynamic backup and Recovery.
Interface
• The system must provide a Graphical User Interface (GUI) for data entry and associated activities.
• The Interface must be user friendly, clear, consistent, and efficient.
• The system interface should have capability to switch between English, French and Kinyarwanda languages

Knowledge Transfer
The consulting firm will be responsible for the knowledge transfer on the enhanced systems, not limited to:
1. Train and engage the ICT personnel from RCSP during the entire system development cycle to ensure that proper transfer of knowledge is being provided to the ICT personnel.
2. Before the commencement of the project, the system developer should in advance train the assigned ICT Officials for minimum of one week on the use of framework, on which the system will be developed.
3. System developer should work collaboratively with ICT Officials, so that the transfer of knowledge can be very smooth. Further, as ICT Officials represent the agency, the system developer is mandated to report to assigned ICT Officials weekly on any matter related to system development and review the progress accordingly before forwarding to the project management.
4. System developer should explain the detail logical sequence of code flow between database and corresponding classes, and its functions within the code to the assigned ICT Officials, including the interface design. Similarly, the System Developer should also explain database design with assigned ICT Officials, and explicitly mention the relationship of tables inside the Database to the assigned ICT Officials.

Service provider’s required skills and experience
• Be a reputable firm with at least proven 5 years of prior experience designing visually appealing and navigation friendly web sites and/or portals;
• Familiarity and relevant experience in using different Content Management Systems (CMS);
• Have a broad knowledge of current web development technologies and design tools in the field, and new software and other web programming languages and programs including use of HTML5, PHP, XHTML, CSS, XML, XSLT, Macromedia Flash, Java, etc;
• Have excellent knowledge of recent trends in graphic design, websites, including online video publishing, and social media networking; and
• Demonstrate the ability to create innovative, responsive, visually appealing design and interactive user interfaces.
A prospective service provide shall have at least three key qualified staff and key professional staff qualifications and competence are required for this assignment. Specific professional experience for the team members include:
• Experience in innovative and creative website design, development and maintenance;
• Experience in developing in common and widely used open-source Content Management Systems;
• Understanding of End Users’ needs to match with adequate technical solutions;
• Strong track record in web site design; security and administration; Google analytics; Search Engine Optimization; and
• Experience of website design, development and maintenance experience within local NGO websites will be considered a strong advantage;
• Strong experience in designing professional Management Information Systems (MIS);
• Experience with Acronis cloud backup system will be an added advantage.

Duration of assignment
The assignment should be complete within sixty days (60) starting from the signing of the contract.
Supervision and location of the assignment
The service provider shall report to the RCSP Team Leader located in Kigali, Rwanda. The Team Leader will be responsible for the overall coordination of the work of the SP. And it is the Contractor’s and the Project Team’s responsibility to provide the SP with the necessary background material.

About monitoring of the assignment
The following will be used to monitor the progress made by the service provider under the contract:
• Inception report is expected after day 5 but no later than day 8 based on interviews with RCSP stakeholders and review of relevant documentation.
• Timely submission of requested reports/features.
• Responsiveness to inputs and comments made, either through providing additional justifications on the look and feel of the platform, or through adoption of comments as presented.
• Feedback on the presentations by the service provider on the requested outputs, as expressed in the meetings.

Selection Criteria
The major criteria for selecting a successful Service Provider/Developer will include the following:
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Criteria description
1 Technical expertise and experience
A reputable firm with at least proven 5 years of prior experience indicated by certificates of similar previous assignments
Experience in using different CMS and with a broad knowledge of current web development technologies and design tools in the field, and new software and other web programming languages
Knowledge of recent trends in graphic design, websites, including online video publishing, and social media networking; and the ability to create innovative, responsive, visually appealing design and interactive user interfaces
Having a team of developers with CVs
Specific professional experience of the Service Provider’s team members testified by certificates of similar works

2. Technical proposal and understanding of the assignment
The technical proposal indicates that the prospective Service Provider understands the TORs. The proposal outlines and clarifies how the work will be done in a concise and summarized manner. The technical section (excluding experience and/or annexes) does not exceed 10 pages.
3. Financial offer
The financial offer sounds fair and reasonable
TOTAL

Support and maintenance
Administrative, search engine optimization, hosting, technical support, quality control services will be provided by the service provider for a period of 12 months (with the possibility of extension).
Solution up-gradation such as installation of patches, fixing bugs, incorporating minor changes, higher versions of the applications will be provided by service provider in a period of 12 months.

Application procedure
Firms that fulfill the requirements are requested to address their technical and financial proposals to the Executive secretary of RCSP together with comprehensive CV of three (3) professional staff and certificates of completion to relate previous similar assignments. Application documents should be submitted to info@rcsprwanda.org not later than October 20th, 2022 at 12 hours Kigali time. RCSP will contact selected applicant(s) for further processes.