Request for Proposal (RFP)–Website Updates and Maintenance Consultancy

Rating: 
Average: 3.8 (19 votes)

1.Request for Proposal – Services

DAI, implementer of the USAID-funded Feed the Future Rwanda Nguriza Nshore Project, invites qualified vendors to submit proposals/bids for website updates and maintenance consultancy services, as outlined below. Individual consultants are encouraged to submit their offers.

RFP No.

RNN-KIG-01072019

Issue Date

Thursday, July 11 2019

Title

Website Updates and Maintenance Consultancy

Issuing Office & Contact Information

DAI Global, LLC

Feed the Future Rwanda Nguriza Nshore Project

M. Peace Plaza, 10th Floor, Block B

Email: NgurizaNshore_Procurement@dai.com

Site Visit

N/A

Deadline and Email for Receipt of Questions

Questions due by 12:00 pm Kigali, Rwanda time on Tuesday, July 16, 2019, to NgurizaNshore_Procurement@dai.com

Deadline and Email for Receipt of Proposals

Proposals due by 5:00 pm local Kigali, Rwanda time on Tuesday, July 23, 2019, to NgurizaNshore_Responses@dai.com

Anticipated Award Type

DAI anticipates issuing a Firm Fixed Price Purchase Order.

Issuance of this RFP in no way obligates DAI to award a subcontract or purchase order and offerors will not be reimbursed for any costs associated with the preparation of their bid.

Basis for Award

An award will be made to the responsible bidder whose bid is responsive to the terms of the RFQ and is most advantageous to DAI, considering price or/and other factors included in the RFQ. To be considered for award, bidders must meet the requirements identified in Section 14, “Determination of Responsibility”. No discussions or negotiations are permitted with bidders, and therefore bidders shall submit their best and final price.

 

 

2.Request for Proposal - Services

General Instructions to Offerors

  • Late offers will be rejected except under extraordinary circumstances at DAI’s discretion.
  • Offerors shall submit proposals electronically to NgurizaNshore_Responses@dai.com and using the subject line “Quote for RFP-RNN-KIG-01072019 Website Consultancy.”
  • Offerors shall confirm in writing that the Offeror fully understands that their proposal must be valid for a period of 90 days.
  • Offerors shall sign and date the Price Schedule, in lieu of a formal cover letter
  • Offerors shall complete Attachment A: Price Schedule template. Value Added Tax (VAT) shall be included on a separate line.
  • Price should include all costs.

Questions Regarding the RFP

Each Offeror is responsible for reading very carefully and understanding fully the terms and conditions of this RFP.  All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted via email or in writing delivered to the Issuing Office no later than the date specified above.  All questions received will be compiled and answered in writing and distributed to all interested Offerors. 

Scope of Work Requirements for Technical Acceptability

See Attachment C for details on the scope of work

Determination of Responsibility

DAI will not enter into any type of agreement with an Offeror prior to ensuring the Offeror’s responsibility. When assessing an Offeror’s responsibility, the following factors are taken into consideration:

  1. Provide copies of the required business licenses to operate in Rwanda.
  2. Ability to comply with required or proposed delivery or performance schedules.
  3. Have a satisfactory past performance record.
  4. Have a satisfactory record of integrity and business ethics.
  5. Be qualified and eligible to perform work under applicable laws and regulations.

Geographic Code

  • Under the authorized geographic code for its contract DAI may only procure goods and services from the following countries.
  • Geographic Code 935: Goods and services from any area or country including the cooperating country but excluding Prohibited Countries.
  • DAI must verify the source, nationality and origin, of goods and services and ensure (to the fullest extent possible) that DAI does not procure any services from prohibited countries listed by the Office of Foreign Assets Control (OFAC) as sanctioned countries. The current list of countries under comprehensive sanctions include: Cuba, Iran, North Korea, Sudan, and Syria. DAI is prohibited from facilitating any transaction by a third party if that transaction would be prohibited if performed by DAI. 
  • By submitting a proposal in response to this RFP, Offerors confirm that they are not violating the Source and Nationality requirements and that the services comply with the Geographic Code and the exclusions for prohibited countries.

Data Universal Numbering System (DUNS)

All U.S. and foreign organizations which receive first-tier subcontracts/ purchase orders with a value of $30,000 and above are required to obtain a DUNS number prior to signing of the agreement.   Organizations are exempt from this requirement if the gross income received from all sources in the previous tax year was under $300,000. DAI requires that Offerors sign the self-certification statement if the Offeror claims exemption for this reason.

For those required to obtain a DUNS number, you may request Attachment C: Instructions for Obtaining a DUNS Number.

For those not required to obtain a DUNS number, you may request Attachment D: Self-Certification for Exemption from DUNS Requirement

Compliance with Terms and Conditions

Offerors shall be aware of the general terms and conditions for an award resulting from this RFP. The selected Offeror shall comply with all Representations and Certifications of Compliance listed in Attachment B.

Procurement Ethics

By submitting an offer, offerors certify that they have not/will not attempt to bribe or make any payments to DAI employees in return for preference, nor have any payments with Terrorists, or groups supporting Terrorists, been attempted. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Offeror or the DAI staff may report violations to the Toll-Free Ethics and Compliance Anonymous Hotline at +1 855-603-6987, via the DAI website, or via email to FPI_hotline@dai.com.

 

  1.1Attachment A: Price Schedule, including certification of a price for cover letter

Item Number

Service & Description

Number of Days (LoE)

Price per Day

Unit Price

RWF

Total Price

RWF

1

Initial meeting with Nguriza Nshore

 

 

 

 

2

Making updates on currently existing pages

 

 

 

 

3

Creating new pages

 

 

 

 

4

Building finance optimizer tool

 

 

 

 

5

Making changes listed in ‘Other’ section in the Scope of Work (SOW)

 

 

 

 

6

Training team on regularly updating content

 

 

 

 

7

Daily rate of any maintenance and support after the initial 2-week period specified below

 

 

 

 

Sub/Total RWF

 

 

 

VAT (18%), in RWF

 

 

 

GRAND TOTAL IN RWF

 

Period of Performance: Click here to enter text.

 

We, the undersigned, provide the attached proposal in accordance RFP-RNN-KIG-01072019 dated _________. Our attached proposal is for the total price of _____________________ (figure and in words).

I certify a validity period of 90 days for the prices provided in the attached Price Schedule/Bill of Quantities. Our proposal shall be binding upon us subject to the modifications resulting from any discussions.

We understand that DAI is not bound to accept any proposal it receives.

Authorized Signature:

Name and Title of Signatory:

Name of Firm:

Address:

Telephone:

Email:

Company Seal/Stamp:

1.2Attachment B: Representations and Certifications of Compliance

 

  1. Federal Excluded Parties List - The Bidder Select is not presently debarred, suspended, or determined ineligible for an award of a contract by any Federal agency.
  2. Executive Compensation Certification-  FAR 52.204-10 requires DAI, as prime contractor of U.S. federal government contracts, to report compensation levels of the five most highly compensated subcontractor executives to the Federal Funding Accountability and Transparency Act Sub-Award Report System (FSRS)
  3. Executive Order on Terrorist Financing- The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism.  It is the legal responsibility of the Contractor/Recipient to ensure compliance with these Executive Orders and laws. Recipients may not engage with, or provide resources or support to, individuals and organizations associated with terrorism. No support or resources may be provided to individuals or entities that appear on the Specially Designated Nationals and Blocked persons List maintained by the US Treasury (online at www.SAM.gov) or the United Nations Security Designation List (online at: http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml).  This provision must be included in all subcontracts/sub-awards issued under this Contract.
  4. Trafficking of Persons – The Contractor may not traffic in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking of persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime), procure commercial sex, and use forced labor during the period of this award.
  5. Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions – The Bidder certifies that it currently is and will remain in compliance with FAR 52.203-11, Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions.
  6. Organizational Conflict of Interest – The Bidder certifies that will comply FAR Part 9.5, Organizational Conflict of Interest.  The Bidder certifies that is not aware of any information bearing on the existence of any potential organizational conflict of interest.  The Bidder further certifies that if the Bidder becomes aware of information bearing on whether a potential conflict may exist, that Bidder shall immediately provide DAII with a disclosure statement describing this information.
  7. Business Size and Classification(s) – The Bidder certifies that is has accurately and completely identified its business size and classification(s) herein in accordance with the definitions and requirements set forth in FAR Part 19, Small Business Programs.
  8. Prohibition of Segregated Facilities - The Bidder certifies that it is compliant with FAR 52.222-21, Prohibition of Segregated Facilities.
  9. Equal Opportunity – The Bidder certifies that it does not discriminate against any employee or applicant for employment because of age, sex, religion, handicap, race, creed, color or national origin.
  10. Labor Laws – The Bidder certifies that it is in compliance with all labor laws..
  11. Federal Acquisition Regulation (FAR) – The Bidder certifies that it is familiar with the Federal Acquisition Regulation (FAR) and is in not in violation of any certifications required in the applicable clauses of the FAR, including but not limited to certifications regarding lobbying, kickbacks, equal employment opportunity, affirmation action, and payments to influence Federal transactions.
  12. Employee Compliance – The Bidder warrants that it will require all employees, entities and individuals providing services in connection with the performance of an DAI Purchase Order to comply with the provisions of the resulting Purchase Order and with all Federal, State, and local laws and regulations in connection with the work associated therein.

By submitting a proposal, offerors agree to fully comply with the terms and conditions above and all applicable U.S. federal government clauses included herein, and will be asked to sign these Representations and Certifications upon award.

  1.3Attachment C: Detailed Scope of Work

Feed the Future Nguriza Nshore Project is looking for a website consultant who can sit in the project office for 1 – 2 weeks to work directly with the project team to build out remaining web pages and update current ones on the existing project website: www.ngurizanshore.rw. The project team will provide the content and the consultant will provide the technical expertise to make sure all the content appears as it should on the website. After this initial period, the consultant will be available 1-2 days per month for the next 1 year (12 months) in order to continue assisting the team in uploading new content.

1.3.1SOW for Remaining Website Updates

The Nguriza Nshore website has already been built and can be found here www.ngurizanshore.rw. The website however is not complete and we are looking for a consultant who can help us to complete it.

  • Already existing pages that need to be updated:
    • About Us
      • Add the ‘Dashboard’ page
      • Touch up formatting on the ‘Component 1, 2, 3’ pages and add a pdf with further information on each
      • Add problem/solution and project goals page
    • Apply
      • Build an application form that can be hosted directly on the website (without redirecting to an external form such as Google docs)
    • Home page
      • Update flow of information
  • New pages that need to be built:
    • Opportunities: A page where we can regularly and quickly add expressions of interest, requests for proposals, jobs, and business support services. These should also link to their online posting locations.)
    • News Page: A page where we can post project news updates and stories as well as link to Nguriza Nshore in the news, photos from major events, videos and audio, info-graphics and quarterly newsletter.
      • Update the announcements/news component. Currently there is a side bar where viewers can see the top 3 most recent stories, but a page needs to be built where all stories and updates can be viewed. This includes:
        • Adding a blog section where reader can access all recently posted stories and blogs, links to resources etc. 
        • Adding a news section where we can link to relevant news stories about investment in Rwanda
        • Newsletter: Include a button on home page for user to subscribe to monthly newsletter and include a sub-page where we can post former newsletters
        • Add capability to embed blog posts here such as stories created through the ‘Exposure’ platform
    • Impact: A page where we can post project success stories, results to date, and embed the Power BI online dashboard
      • The impact component should render the latest success stories on the website home page; the user can click on any to access the success story details; this component should also contain a link to access the full list of success stories; on the home page each success story should be presented as a thumbnail picture and a title; while the detailed view of the success story should contain image rotator and long description;
      • This component will also include the embedded Microsoft Power BI dashboard, an interact data dashboard with up to date project impact numbers. Guidance on publishing Power BI dashboard here: https://docs.microsoft.com/en-us/power-bi/service-publish-to-web
    • Resources: A page where can upload technical materials: studies, reports, etc. categorized by theme as well as useful Links: Useful Links includes links to various partners, key stakeholders and partners.
  • Financial optimizer tool:
    • Build out an interactive learning tool that will be hosted as a page on the website. A draft of this tool already exists on a temporary Word press website. The consultant will need to move this content over to our website and ensure that all of the conditional ‘if-then’ components function as originally intended.
    • This includes 5 questions that users can click through with different answer options. Each answer will trigger a different next question. Each question also has 4-5 ‘read more’ sections which includes further information users can click on to be learning as they click through the questions.
    • The final page will be a results page which will include the option for the user to enter their contact information and have their results emailed to them. Key information collected should also be directed to a central project email.
    • We should also be able to post additional resources and reading such as pdfs on the final results page
  • Other updates:
    • Fix thumbnail images so that they are not blurry
    • Add a button or text to show the embedded links to Flickr albums
    • Add search capabilities: Design a single box search facility that indexes and returns results for all native content. Search utility need to run indigenously within the website environment and need not be dependent on Google search or any other search engine(s) available on World Wide Web. 
    • Add plugins for youtube and vimeo so we can link existing youtube videos to website
    • Website Analytics – implement Google analytics and train Nguriza Nshore Communications and MEL Teams to access reports;
    • Make sure security on website is up-to-date
    • SEO – website must be optimized for search engines. Right now it is hard to find unless someone has the exact link.

1.3.2Training
After completing the remaining web pages, the consultant will need to conduct a refresher training with Nguriza Nshore Project staff so they can regularly update content. The consultant should propose training topics and a training plan as part of the offer. 

1.3.3Website and Domain Transfer

The consultant will liaise with the new website host to ensure that the website is copied to the new server properly. Additionally, the consultant will need to ensure the domain name is copied properly.

1.3.4Post Development Support and Maintenance

The Offerors should provide details about their support and maintenance plan for a period of one year after the final acceptance of the website by Nguriza Nshore.

At a minimum, the maintenance should include backup and restore, preventive and corrective maintenance, quarterly monitoring reports, regular and as needed security updates and/or improvements, limited functional updates or changes, restore in case of problems or cyber-attacks. Assist Nguriza Nshore to renew annual license to ensure the website stays live.

1.3.5    Proposal Evaluation Criteria and Rubric

Criteria

Sub-criteria

Maximum Points

Technical Approach

 

 

Technical know-how – Does the proposal clearly explain, understand and respond to the objectives of the project as stated in the Scope of Work?

20 points

 

Approach and Methodology – Does the proposed approach and detailed activities and timeline fulfill the requirements of executing the Scope of Work effectively and efficiently?

30 points

 

Sector Knowledge – Does the proposal demonstrate the offeror’s knowledge related to website design and development?

10 points

 

Are the length, level and quality of service offered within warranty, maintenance and support in line with industry standards?

10 points

Subtotal Points – Technical Approach

60  points

Personnel

 

 

Personnel Qualifications – Is the proposed consultant qualified and available to complete the work as proposed in a reasonable timeline? Does the proposed consultant have the necessary experience and capabilities to fulfill the Scope of Work?

20 points

Subtotal Points – Personnel

20  points

Offeror Capabilities and Past Performance

 

 

Background and Experience – Does the offeror have a good track record in conducting similar work and magnitude as the scope of work?

20 points

Subtotal Points – Offeror Capabilities

20  points

Total Points

100 points

1.4Consultant Qualifications

The Consultant should have the following minimum qualifications:

  • Demonstrate qualifications and proven experience in the website/ online applications development.  Providing a portfolio containing examples of recently developed websites with similar applications.
  • Proven experience with SPIP content management system, http and php languages, and cPanel.
  • Proven and solid knowledge and experience in providing similar service to organizations. 
  • Demonstrated experience training and building capacity of non-IT experts to manage the website in the future.
  • Excellent writing and presentation skills in English are required.

1.5Performance Period

The new pages and updated content on existing pages should be done within 2 weeks (14 days) of contract signature. The consultant will be sitting in the Nguriza Nshore so the back and forth review process will happen during this time period. A final draft with all tabs of the full website should be done within 3 weeks of contract signature.

1.6Application

  • Applications should contain the price schedule as a cover letter, technical proposal, and details of past experience, including the URL of previous websites developed. Applications should also specify the hourly rate.
  • Please send all applications electronically to NgurizaNshore_Responses@dai.com before  July 23, 2019, 5 pm local time.

  1.7ATTACHMENT D: Summary of Relevant Work Experience

 Include projects that best illustrate your experience relevant to this (RFP) or similar activities, sorted by decreasing order of completion date. Projects should have been undertaken in the past three years (i.e. June 2016 – June 2019). Projects undertaken in the past five years may be taken into consideration at the discretion of the evaluation panel.

Item #

Project Title, Description of Activities, Website domain/URL

Location

Client Name/Tel # /Email

Cost in RWF

Start

Dates

End

Dates

Completed on Schedule  (Yes/No)

Subcontractor or Prime Contractor?

1

 

 

 

 

 

 

 

 

 

2

 

 

 

 

 

 

 

 

 

3

 

 

 

 

 

 

 

 

 

4

 

 

 

 

 

 

 

 

5

 

 

 

 

 

 

 

 

 

 

ATTACHMENT E: Proposal Checklist

Bidder: __________________________________________________________________________

Does your bid include the following?

         Cover Letter (use template in Attachment A)

         Completed Price Schedule (use template in Attachment A)

         Written proposal responding to the requirements in the statement of work in Attachment C

         Summary of Relevant Experience and Past Performance (use form in Attachment D)

-end of RFP