TERMS OF REFERENCE

DEVELOPMENT OF A DIGITAL COMMUNICATION TOOL TO ENHANCE COOPERATIVE COMMUNICATION AND FEEDBACK MECHANISMS IN KAYONZA DISTRICT

1. Introduction

Cordaid, under the Kayonza Irrigation and Integrated Watershed Management Project, Phase two （KIIWP 2）, seeks to enhance effective communication within 50 cooperatives in the Kayonza district. These cooperatives operate in value chains such as maize, rice, horticulture, cassava, soya, beans, and potatoes. A digital communication tool will be developed to streamline communication between cooperative members and leaders, enhance feedback mechanisms, and foster ownership of cooperative activities. The tool is expected to be operational by April 2025.

2. Background

The KIIWP 2 project, led by the Ministry of Agriculture and Animal Resources and implemented through the Rwanda Agriculture and Animal Resources Development Board, aims to alleviate poverty and enhance food security in the drought-prone Kayonza District. The project targets 40,000 rural households, promoting climate resilience and improving food production. Cordaid's role includes fostering an entrepreneurial mindset among smallholder farmers and providing training and support to cooperatives.

3. Objective of the Assignment

The primary objective of this assignment is to develop a user-friendly digital communication tool that will:

• Enhance communication between cooperative members and leaders.
• Strengthen feedback mechanisms to improve participation and decision-making.
• Foster a sense of ownership of cooperative activities among members.
• Support the broader goals of the KIIWP 2 project in promoting cooperative development.

4. Scope of Work

The selected company will be responsible for the following tasks:

1. Needs Assessment and Tool Design:
   • Conduct a needs assessment to understand the specific communication challenges within the target cooperatives.
   • Design and develop a digital communication tool tailored to the needs of cooperative members and leaders.
2. Tool Development and Customization:
   • Develop the tool with features to enable easy communication, feedback collection, and data sharing.
   • Ensure compatibility with mobile phones, tablets, and computers.
3. Training and Support:
   • Provide training to cooperative leaders and members on the use of the tool.
   • Offer technical support and maintenance for at least six months post-launch.
4. Monitoring and Evaluation:
   • Create a dashboard to monitor tool usage, engagement, and feedback.
   • Provide regular updates on the tool's effectiveness and usage patterns.
5. Final Rollout:
   • Ensure the tool is fully operational and ready for deployment no later than April 2025.

5. Deliverables

The service provider will provide the following:

1. Needs Assessment Report: Detailing the communication challenges and proposed digital solutions.
2. Digital Communication Tool: A functional, user-friendly communication tool customized for the cooperatives.
3. Training Manual and Sessions: Documentation and training sessions for cooperative members and leaders.
4. Technical Support Plan: A detailed plan for post-launch support and maintenance.
5. Final Project Report: Summarizing the development, deployment, and outcomes of the communication tool.

6. Payment Modalities

Payments will be made in Rwandan Francs （RWF）, inclusive of VAT, based on the following milestones:

• 20% upon submission and approval of the Needs Assessment Report.
• 40% upon completion of the tool design and successful demonstration of functionality.
• 40% upon submission and approval of the Final Project Report.

All payments are subject to Cordaid's satisfaction with the deliverables.

7. Follow-Up Procedures

The selected company will:

1. Implement follow-up measures for cooperatives that face challenges in adopting the tool.
2. Provide options for additional training sessions or alternative methods to address barriers.
3. Include follow-up reporting in the Mid-term and Final Reports.

8. Monitoring and Evaluation

The service provider will:

• Develop a monitoring dashboard to track tool usage, member engagement, and feedback.
• Ensure real-time tracking of adoption rates, tool effectiveness, and satisfaction levels.
• Provide Cordaid access to the dashboard and analytics throughout the project.

9. Confidentiality and Proprietary Rights

• The digital communication tool and all associated materials will become the property of Cordaid and KIIWP project upon completion.
• The service provider must maintain confidentiality and cannot disclose proprietary information without prior written consent from Cordaid.

10. Duration

The project will commence immediately upon contract signing and conclude with the rollout of the tool by April 2025.

11. Qualifications of the Service Provider

11.1. The ideal service provider should have:

• Minimum of 7 years working experience in Management Information Systems.
• Proven experience in developing at least 3 digital tools. Agricultural or cooperative contexts will be added value.
• Expertise in user-centered design and mobile application development.
• Strong training and technical support capabilities.
• Worked with three or more NGOs
• Knowledge of cooperative structures and communication dynamics.
• Familiarity with Rwanda’s agricultural landscape, especially in Kayonza District.

11.2. Team Composition:

Project Manager

Qualifications:

• Master’s degree in Business Administration, or a related field.
• Experience in project management.
• Strong organizational and leadership skills.
• Familiarity with digital tools and technologies.

Software/Technical Developer

Qualifications:

• Bachelor's degree in Computer Science.
• The developer should have expertise in Java, C#, Python, Node, Angular, React, HTML, CSS, JavaScript, NestJs, Django, .NET Core, SQL, MySQL, PostgreSQL, Git, Docker, Jenkins, Agile, DevOps, system integration, data analytics, and cybersecurity.
• Experience in developing web and mobile applications.
• Familiarity with databases, APIs, and cloud services.

UX/UI Designer

Qualifications:

• Bachelor's degree in Design, Human-Computer Interaction, or a related field.
• Strong portfolio demonstrating experience in user-centered design.
• Expertise in design tools (e.g., Adobe Creative Suite, Sketch, Figma).
• Understanding of user research methodologies and usability testing.

Support and Training Coordinator

Qualifications:

• Experience in training and capacity-building initiatives.
• Familiarity with adult learning principles and instructional design.
• Strong interpersonal skills for building relationships with users.

Quality Assurance Tester

Qualifications:

• Bachelor’s degree in Computer Science or a related field.
• Experience in software testing and quality assurance practices.
• Familiarity with testing tools and methodologies.
• Attention to detail and strong problem-solving abilities.

12. Submission Guidelines

Interested companies should submit the following documents:

1. Technical Proposal: Outlining their approach to meeting the objectives of this ToR.
2. Financial Proposal: Detailing all costs associated with the project.
3. A Proof of Concept: A prototype design to validate the feasibility and practical potential of an idea, concept, or project before full-scale implementation.
4. Portfolio: Including examples of similar projects completed in the past.
5. CVs: Of key personnel who will work on this assignment.
6. RDB certificate, Tax clearance and Data Processor certificate

Applications should be submitted to apollinaire.nshimiyimana@cordaid.org and cc private.dukundimana@cordaid.org by 14/02/2025.

13. Evaluation Criteria

Applications will be evaluated based on:

1. Technical Approach and Methodology (40%)
2. Relevant Experience and Qualifications (30%)
3. Cost-Effectiveness (20%)
4. Innovation and Added Value (10%)

14. Right of Withdrawal

Cordaid reserves the right to cancel or withdraw from negotiations with the selected service provider under the following conditions:

1. If satisfactory agreements cannot be reached on terms, conditions, or the scope of work.
2. If changes in project funding, scope, or timeline make the assignment unfeasible.
3. If the service provider is found to have provided false or misleading information.
4. If the service provider cannot meet the required quality standards or essential requirements.
5. In case of external factors or force majeure events.

Cordaid will provide written notice in the event of withdrawal or cancellation, outlining the reasons for the decision.

15. Contact Information

For further information or queries regarding this ToR, please contact:

• Apollinaire Nshimiyimana (Email: nshimiyimana@cordaid.org)