Website Development Terms of Reference (TOR)

Title

Design and Development of ZHI Website Consultancy

Location

Harare

Type of Contract

Consultant

Deadline

13/01/2023 (Expired)

About

Zimbabwe Health Interventions (ZHI) is a not-for-profit human development organization that is registered as a Trust under the Zimbabwe Deeds Registries Act (Chapter 20:05). ZHI’s mission is to develop and deliver innovative and sustainable high-impact integrated health interventions with local communities while working with and strengthening existing institutions.

Scope Of Work

1.0      Background

Zimbabwe Health Interventions (ZHI) is a not-for-profit human development organization that is registered as a Trust under the Zimbabwe Deeds Registries Act (Chapter 20:05). ZHI’s mission is to develop and deliver innovative and sustainable high-impact integrated health interventions with local communities while working with and strengthening existing institutions.

Zimbabwe Health Interventions (ZHI) launched a new website in 2020 to ensure accessibility to all materials related to the work of the ZHI. The new platform has been one year up providing key information and showcasing its expertise to its stakeholders across the world. To further enhance the new site and ensure the best experience for users, ZHI is planning to conduct a series of upgrades on the website.

2.0  Objectives

ZHI is inviting proposals from reputable and qualified companies with a track record of success in designing

and producing digital solutions to upgrade the current website. The aim of the website proposed in this document is to use this opportunity to further promote interaction and collaboration among key users of the website. The new design will provide a new look and feel to the site and display the content in a more organized, attractive, and user-friendly manner. Particular attention will be given to the security of the server and the ease of management and administration of the website.

The website should implement modern technologies and allow for dynamic content. The website supplier should provide the following:

• Three visual Website designs/wireframes which portray almost a real website with visuals, sliders links etc. We prefer this to be through the use of Design Tools such as Adobe XD. A dummy website would be a plus.


• Site map (to determine UI & UX)

2.1 Functional requirements

2.2 Non-Functional requirements

3.0 Deliverables clause

The contract may be amended with time and materials to capture new specific developments on the site upon request of ZHI.

• Key features:

• Add feed links with integrated social media posting (ZHI has active and highly interactive Twitter and Facebook accounts; the website should facilitate the streaming of information between these different platforms)


• Responsive design


• Multiple page styles and custom post types


• Language options feature in resources and guidance templates.


• Search function for pages such as success stories page, comprehensive search functionality to the website by free text


• An interactive map that can be constantly updated to show areas of impact


• Ability to upload materials (documents, pictures, videos) to the website which will have a secure storage system accessible only by ZHI administrative staff the website


• Signup for the latest news that leads to newsletter signup feature


• A call for suppliers functions that allow the site to prescreen the applicants based on the conditions that will be provided and to those that succeed on the prescreening conditions, to be loaded into a DB with their attached documents.


• A user-friendly Dashboard or report generation link for navigation and or collection of call for suppliers data as provided in the DB.


• A recruitment portal /page to advertise and initiate the recruitment process.


• A dashboard to administer the application process design application forms to HR specifications as will be stated in the HR recruitment BSR.

• Website hosting:

• The current webpage is located on a shared platform with limited resources, an upgrade is expected as we have experienced increasing traction to our site.


• The website should be moved to a secure server as the platform will hold money transactions and user information.


• The server should support the technologies used in building the site which may include PHP, and MySQL.

3.3 Website maintenance:

• Website content updates: the contracted web development company will assist with the content update when the changes to be made are not possible from the dashboard user interface. It should endeavor that as many changes as possible be made to the dashboard user interface, including the website’s current functionality to add/customize content.


• The contracted web development company will maintain a full backup of the website throughout the duration of the contract. The backup, code, and source files will be delivered in full to the client at the closing of the contract. A time frame for regular backups is to be agreed upon.


• The contracted web development company will have an automated testing system that checks for broken hyperlinks on the site.


• The contracted web development company will verify regularly that the site is up and running and will notify of and revert to the backup whenever necessary.


• The contracted web development company will give guidance on using the admin interface of the website.


• Monitor the server logs to see the most popular pages and downloads and generate regular reports. Providing this report in the dashboard will be a greatly welcomed feature.

4.0 Inspiration

4.1 We reference the below sites;

• EGPAF,


• World Vision,


• CHAI


• FHI360 and


• NETONE

Application Requirements

5.0 Requirements

The company should have:

• Proven experience in web design and support in the education, nonprofit, and international development sectors designing visually appealing and navigation-friendly websites;


• Familiarity and relevant experience in using different Web Application Frameworks


• 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 the use of HTML, XHTML, CSS, XML, XSLT, Macromedia Flash, Java, PHP


• Have excellent knowledge of recent trends in graphic design, and websites, including online video publishing, and social media networking


• Understanding of End Users needs to match with adequate technical solutions.


• Strong track record in website design; security and administration; Google Analytics; Search Engine Optimization.

NOTE: ZHI will consider proposals only from companies legally registered to operate within Zimbabwe, and able to offer services on a contract basis.

5.1 Work setting

The work setting for the assignment will include different aspects:

1. Timing and duration of the assignment

The duration of the contract will be 1 year.

The development of the website is to be ready in six weeks’ time starting from the date of signing the contract.

The user manual, webinar, and maintenance of the new webpages will be done from the fourth week of the

contract.

2. Briefing/debriefing arrangements.

• AN AGILE DEVELOPMENT PROCESS IS TO BE IMPLEMENTED. The company will work in close consultation and under the supervision of Communications and IT. They will follow up the design process by answering questions related to the requirements and requesting changes where they see fit.


• The Communications and Knowledge Management Team in close consultation with the Team Leads of the Databases and IT will assess the services and outputs of the contracted company.

5.2 Support provided

ZHI will grant access to the current ZHI website admin panel and content including Word Press administration

console, all documents and pages, plugins, themes, and additional files.

6.0 Selection Criteria

1. Profile and experience of the company 20%


2. Professional capacity and experience of professionals assigned 10%


3. Pricing 20%


4. Timeline to complete the project 20%


5. Accessibility and proximity of the support team 10%


6. An interactive preview of the suggested solution (A dummy proposal of a solution tailored to respond to ZHI request) 20%.

6.1 Evaluation

The purpose of the evaluation is to determine the technically compliant and competent bid from among the substantially responsive bids received by ZHI. In order to determine the lowest evaluated proposal, ZHI shall adopt a systematic evaluation process comprising the following 3 logical steps:

1. A bidders’ conference is to take place one week after the RFP release date at ZHI Emerald Office to give interested and eligible consultants the chance to ask questions regarding the project. Interested parties to qualify should have the below stated below to see section 7.0.


2. Bidders will be short-listed first on the basis of qualifying eligibility criteria as stated in this TOR (see section 7.0) and then responsiveness of the Bid in meeting scope, understanding of the concept, competence to meet the Functional Requirements as evaluated by ZHI from documents and references provided, i.e. evaluation of the prospective companies to provide the Web service shall be done by ZHI on Technical, Functional Parameters as well as experience and capability of the Bidder to implement the website development (a reference to bidder’s referenced sites will be done).


3. Based on the presentations (in person or virtual), successful bidders will be invited to submit detailed technical proposals covering system specifications and design, as well as a corresponding financial proposal for a Commercial evaluation. ZHI shall evaluate the bidders for their readiness of the product and capabilities to meet the functional, operational, and other requirements, and accordingly, ZHI shall take a decision for selecting the successful consultant/firm.

– Successful consultants will then be invited to make a presentation (in person or virtually) of the website development plan, and demonstrate the proposed website (through the use of Design Tools such as Adobe XD or what the developer finds most suitable) ‘Walkthrough”.

– A financial proposal indicative of the breakdown of all costs. Company’s requirements in regard to rates, sign-off, and payments.

Evaluations shall be performed as per the criterion determined by ZHI.

7.0     Pre-requisites for Prospective Consultants.

ZHI is now inviting qualified firms and consultants to attend a mandatory Bidders Conference provided they meet the below-stated criteria. The conference will be a virtual meeting on TEAMS.

For reservations Email: proposals@zhi.co.zw with the subject: “ZHI Website development Phase 2 reservation.” The reservation emails should arrive by 13 January 2022 at 16.00 hours. For any inquiries regarding this RFP, send an email to proposals@zhi.co.zw with the subject: “ZHI Website development Phase 2 inquiry.”

The submissions should include the following documents:

1. Copies of certificate of registration/incorporation (for firms)


2. Names and contacts of Directors (for firms)


3. Company profile (for firms)


4. Curriculum Vitae of proposed project team members


5. Tax registration certificates (Income Tax and VAT in case of firms)


6. Full contact details (physical address, telephone, and fax numbers, and e-mail addresses)


7. Contact person and contact details of Project Lead/Manager (for firms)


8. Profile of previous work done is related to this assignment


9. A portfolio of previous work on webs with similar functionalities. Three reference websites and contacts of current site administrators

Note: There is going to be a mandatory Bidders Conference for all prospective bidders on a date to be advised. Those interested kindly send your booking details by email to proposals@zhi.co.zw for more details. The submission of technical and financial proposals will be open soon after the bidders’ conference and submissions are to be addressed to procurement@zhi.co.zw including a cover letter with the subject line: “ZHI Website development Phase 2”

Note: All developments including source code remain the property of ZHI