TERMS OF REFERENCE FOR HIRING CONSULTING FIRM DESIGNING DIGITAL PLATFORM/WEB BASED DATA MANAGEMENT SYSTEM TO HOST PROFILE INFORMATION OF ALL ACTORS IN COMMUNITY HEALING, SOCIAL REINTEGRATION, AND SOCIAL COHESION IN RWANDA

Introduction

International Alert (Alert) is an international organisation headquartered in the United Kingdom that works to build peace by working with local civil society organizations through research, advocacy, capacity building, inclusive dialogue, and political and civic participation. In partnership with ARCT Ruhuka, Alert is implementing a four years and nine months USAID funded Dufatanye Urumuri (Light) Project which aims to improve social cohesion by strengthening the inclusive unity and resilience processes in Rwanda.

In this context, International Alert has signed a partnership MOU with the Ministry of National Unity and Civic Engagement (MINUBUMWE) to work together and collaborate on different aspects to strengthen Rwandan unity and resilience. Recently, Ministry of National Unity and Civic Engagement (MINUBUMWE) has mapped all actors working on community healing, social reintegration, and social cohesion in all 30 districts. To enhance efforts made by these actors and facilitate better coordination among them and various stakeholders involved in unity and resilience initiatives, there is a need for a digital platform to store information on different actors, their activities, and resources.

Purpose of the consultancy

The primary objective of this consultancy is to develop a user-friendly digital or web-based platform that will serve as a centralized repository for information on unity and resilience efforts in Rwanda.

Specifically, the platform should (Functional Requirements):

• Facilitate the registration and profiling of different actors involved in unity and resilience initiatives, including organizations, institutions, individuals, and government agencies.
• Enable the documentation and sharing of information on ongoing and completed projects, events, and activities related to unity and resilience initiatives.
• Provide functionalities for resource mapping, including funding sources, expertise, and other relevant resources available within the sector.
• The platform should support data entry from various sources and should provide an intuitive and user-friendly interface for data entry.
• The system should be integrated on MINUBUMWE Website as a portal
• The system should be accessible online with different levels of access (e.g. administrator, data entry, user).
• The system should allow data export in various formats, mainly CSV and Excel
• The system should allow data visualization of stakeholders including geographical coverage through a developed dashboard.
• The system should provide real time data insights following data entry.
• The platform should have integrated data analytics and visualization tools.
• The platform should ensure absolute data security, confidentiality, and compliance with relevant regulations and best practices and meet the Rwanda data protection law relating to the protection of personal data and privacy.

Scope of Work:

The Consulting firm will be responsible for the following tasks:

• Conducting a thorough needs assessment and stakeholder consultation to identify requirements and preferences for the platform.
• Designing the architecture, user interface, and functionalities of the digital platform, taking into account usability, accessibility, and scalability.
• Developing the platform using appropriate technologies and frameworks, ensuring compatibility with different devices and browsers.
• Integrating features for user registration, profile management, content creation, search, and collaboration.
• Implementing measures for data security, privacy protection, and backup/restore procedures.
• Providing technical documentation, training materials, and user support resources.
• Training MINUBUMWE and partner staff on how to use the platform and onboard key staff on the platform.
• Conducting user testing/ Pilot the platform and feedback sessions to ensure the effectiveness and usability of the platform.
• Delivering the final product within the agreed timeline and budget, including post-launch support and maintenance arrangements.

Deliverables:

The Consulting firm will deliver the following key outputs:

• Needs assessment report outlining the requirements and specifications for the platform.
• Design mockups and wireframes demonstrating the layout and functionality of the platform.
• Developed digital platform with all specified features and functionalities.
• Technical documentation, including installation instructions, user manuals, system’s documentations, following its development lifecycle and troubleshooting guides.
• Training materials and sessions for platform administrators and users.
• Post-launch support and maintenance plan, including provisions for updates and enhancements.
• Implement a periodic backup and restore system. This can be daily, incremental, and differential backup system to guide business continuity in case of a disaster.

Timeline:

The consultancy is expected to be completed within 3 months starting from the date of contract signing.

1. Reporting Requirements
   1. The consulting form will be required to share status reports to both MINUBUMWE and International Alert technical Project focal people. The reports will be weekly upon commencement of the project activities.
   2. At the project’s handover, the consulting firm will be required along with the final product, to provide all project’s system’s documentations following the project’s development cycle.
2. Product hosting and setup

Upon project completion, the consulting firm will ensure the final product is well set and up running at the newly established client’s working environment for business continuity.

Qualifications and Expertise:

The Consulting firm should possess the following qualifications and expertise:

• Proven experience in developing digital platforms, preferably in the field of social development, community engagement, or related areas.
• Proficiency in relevant programming languages, frameworks, and technologies for web development.
• Strong experience in designing cost-efficient technology/web-based platforms that handle information.
• 5 years’ experience in professional design of web-based platforms, using a user-friendly technology.
• Strong analytical and problem-solving skills, with the ability to translate user needs into technical solutions.
• Good communication and interpersonal skills, with experience in conducting stakeholder or End-Users’ consultations and training sessions.
• Knowledge of data security, privacy, and compliance requirements for digital platforms.
• Experience working in Rwanda or similar contexts is an advantage.

Consulting firm team composition

The consulting firm should have at least the below experts in their team:

Team leader: The Team leader should have a minimum of a bachelor’s degree in information technology, database management data mining and or web-design and with experience of 5 years in the area of developing digital platform or web-based at managerial level.

Software engineers: Software engineers should have at least bachelor’s degree in software engineering, computer science or any other related field with a 5 years’ experience in professional design of web-based platforms, using user-friendly technology.

 System support specialist and training coordinator: System support should have preferably at least a master’s degree in Peace and Conflict Transformation Studies or social development with at least 5 years of experience in leading monitoring, evaluation and research around unity and reconciliation projects.

Submission of Proposals:

Interested Consulting firms are invited to submit their proposals, including:

• Detailed technical proposal with a clear description of the proposed methodology detailing how the deliverables will be achieved.
• Financial offer detailing the various costs associated with the delivery of the services.
• CVs of experts/key personnel and evidence of the Consulting firm’s experience in doing similar assignments: Copies of similar assignments (with evidence for good completion of the previous similar assignments)
• At least 3 references with their contact information.
• A copy of company of the company registration certificates.
• A copy of RRA VAT registration certificate;
• A copy of RRA tax clearance certificate;
• A copy of RSSB tax clearance certificate
• A copy of proof of EBM possession
• E-filling acknowledgement receipt for year ended 31st, December 2023

How to apply?

If you have the credentials (above) and interested in taking on this assignment, please send the required document to Rwanda@international-alert.org not later than 18 May 2024 @5pm

Disclaimer:

This ToR does not constitute a binding contract and is subject to negotiation and amendment as necessary to meet the requirements of both parties.