Terms of Reference (TORs)
Tender N°L-RW101- 01/2021
Provision of an Online Learning Management System for Imanzi Business Institute (IBI)
For the “Workplace Learning Support Programme”
OPEN PUBLIC TENDER
SPECIAL CONDITIONS OF THE CONTRACT
Kigali, February 2021
Terms of Reference (ToR) for the Provision of an Online Learning Management System for Imanzi Business Institute (IBI)
1. Background and rationale for the mission
The Association pour la Promotion de l’Education et de la Formation à l’Etranger (APEFE) is a Belgian 40 years old non-profit organisation working for skills development in the southern countries. Close to the international relations of the Federation of Wallonie-Bruxelles and Wallonia, APEFE is also strengthening collaborations between institutional stakeholders of the Belgian cooperation. APEFE supplies national sectorial policies’ implementation programmes with technical assistance, methodological support, and material resources, to help achieving the sustainable development goals.
APEFE has been active in Rwanda since 30 years.
In 2015, the Government of Rwanda through the Ministry of Public Service and Labour (MIFOTRA) initiated Workplace Learning policy (WPL) to improve the employability skills of youth and to facilitate their access to the labour market through integrating employees in skills development.
To support the implementation of this policy, APEFE, in partnership with MIFOTRA and PSF (Private Sector Federation) has started the Workplace Learning Support Programme –IGIRA KU MURIMO to pilot the dual or apprenticeship training system from 2017 to 2021.
The Workplace Learning Support Programme
The 2017-2021 programme of APEFE in Rwanda aims at the development of apprenticeship training, ensuring a quality and inclusive vocational training. While supporting the implementation of the Workplace Learning Policy, approved in September 2015, by the Government of Rwanda, APEFE wishes to empower young Rwandan women and men access decent jobs and thus fight against poverty.
To this end, through the Workplace Learning Support Programme, APEFE works to build the capacities of the main actors of this policy:
- The Ministry of Public Service and Labour (MIFOTRA), is responsible for the coordination of the implementation of the Workplace Learning Policy;
- The Private Sector Federation (PSF), is a professional organization, dedicated to promote and represent the interests of the Rwandan business community. PSF is co-chair with MIFOTRA the coordination of the implementation of Workplace Learning Policy. PSF supports companies to invest in youth training in collaboration with vocational training centers.
In this 2017-2021 phase, APEFE, MIFOTRA, and PSF, in collaboration with other key partners, are jointly implementing this support programme which aims at 3 results areas:
- Different stakeholders collaborate and co-ordinate to provide equitable quality apprenticeship training.
- TVET institutions train young women and men to be competitive on the labour market.
- Companies are able to provide workplace learning opportunities young women and men.
The programme partners (PSF and MIFOTRA) and other stakeholders (Ministry of Education, Rwanda Development Board, Workforce Development Authority, Rwanda Polytechnic, Private Sector Chambers, and Professional Associations) work together with the APEFE team to develop the capacity of the beneficiaries (TVET institutions and companies) to ensure organisational development in the change process.
- Imanzi Business Institute
Imanzi Business Institute (IBI) was established by the Private Sector Federation (PSF) in 2020 to provide training and capacity building to businesses and entrepreneurs in Rwanda.
IBI provides a number of different capacity building services:
- Training (e.g. bookkeeping, marketing, problem solving, communicating, managing employees). The training is delivered both in-person and using online tools.
- Value chain networking meetings. These bring together companies working in different parts of a value chain to identify how they can work more effectively together.
- Business Accelerator: IBI supports selected SMEs over a longer period (e.g. 12 months) by delivering targeted training, mentorship, and exposure to best practice. The objective of the accelerator is to transform unstable SMEs into stronger businesses with a greater potential for growth.
- Ecosystem networking.Referring to our database of other organisations working to support the private sector, we bring together these organisations to ensure we are all working as effectively together as possible.
- Signposting. Referring to our database of other organisations in the ecosystem, our networked team of PSF agents in regional offices help entrepreneurs find support (e.g. training, grants) that is appropriate to their needs.
The Workplace Learning Support Programme is therefore tendering for the development and provision of an online learning management system for IBI to perform the capacity development of the business community.
2. Objectives of the assignment
The purpose of this tender is to design, develop and implement the most suitable online learning management system to host the future IBI platform, in collaboration with the PSF and IBI Teams.
3. Scope of the assignment
In order to achieve the objective of the assignment, the consultancy firm is expected to:
Provide the future online learning management system that will allow to offer training to PSF Members and non-members.
The online learning management system will enable users (learners, instructors, and administrator) to:
- Register as a user with their private or professional addresses.
- Propose user-friendly e-learning modules that can be chosen by the user.
- Monitor the progress of the users within the training courses.
- Generate certificates that will be paid by users.
- Generate user customised reports and analytics.
The provider will work with the PSF / IBI Team throughout the design and development phase to ensure all sections of the online learning management system match the requirement specified. Strict quality checkpoints, including an ethical review of the design of the system and its data management, will be enforced to ensure that pre-defined requirements are achieved.
A demo course with user testing will be run by the PSF / IBI team and the provider to ensure the compliance of the portal with the requirements.
After the completion of user testing, the online learning management system will be populated with all relevant content to train the staff of PSF/IBI in their administrative and moderation roles.
The methodology to perform the task will follow the steps as detailed below:
- Hold an inception meeting with the IBI/PSF team, clients, and stakeholders to understand IBI’s vision, mission and activities, and identify the most suitable system according to the specific needs of IBI/PSF, clients, and stakeholders, considering future growth of IBI and implications for the system.
- Submit an inception report that includes the proposed most appropriate solution, either commercially available package, open-source or custom-built software, to match the needs.
- Develop high level system requirement specifications.
- Design and develop the software and deploy on IBI/PSF’s in-house servers.
- Avail a user manual and provide training to the IBI/PSF team.
- Test the software with IBI/PSF team.
- Provide ongoing support for an agreed period defined in a service level agreement to the IBI team.
- Deliver source code, information on the deployment environment, and licensing details.
- A final report highlighting the work done, the adjustments done after testing of the software, and recommendations for IBI/PSF.
5. The requirement of the online learning management system
The future IBI online learning management system should have the following requirements:
- The homepage should be user-friendly, flexible enough, and follow the marketing and design directives of IBI (Course promotion, Display courses by preference of users, etc.)
- Promotion Tools: the platform should allow for promotion of products or invitation to activities through mailing list, SMS broadcasting, social media and direct call.
- Allow for different access levels of users:
- Super User (i.e. ability to make system changes, create/delete user accounts etc…)
- Administrator (i.e. IBI team member, with ability to create accounts, give access to products according to payments)
- Trainer/mentor (i.e. Ability to train and monitor students, add comments of their performances, etc… )
- Customer (i.e. e-learning customer is able to use the account to access e-learning modules)
The system must allow multiple administrative users to access customer files concurrently.
- Generate report and analytics: easy-accessed dashboard with the possibility of the download progress reports and other learner data. Statistics are also important to understand real user engagement and to improve the content/system accordingly, for example:
- First Name, Last Name
- Business Name
- Address (Village, Cell, Sector, District)
- Telephone Number
- Email Address
- Sector of business (e.g. food processing, agriculture, hospitality, tourism, beauty, etc)
- Member of PSF or not
- Customer source (i.e. how IBI was introduced to the entrepreneur or business)
- Financially supported by a donor or self-sponsored
- Attendance at training (online or in-person)
- Performance on training (e.g. exam score)
- Attendance at events such as value chain networking
- Performance in mentoring sessions
- Performance of payment and revenue analytics
Ability to extract/export data into a CVS or Excel file for further analysis
Ability to produce a dashboard within the software for quick analysis of customer numbers and performance
- Create and host educational content (Course authoring capability): the online learning management system should have user-friendly tools for trainers to create content (text, audio, videos, visuals, etc).
- Real time collaboration: the e-learning platform should provide real-time communication capabilities from any modern browser. It should support video, voice, image and generic data to be sent between participants.
- Feedback fields:
- Free text fields allowing a teacher or mentor to record notes from meetings with the customer,
- Free text fields allowing students to provide feedback on the courses and other activities
- Rating fields for course quality, teacher’s quality.
- Provide customization and branding options, including multiple language options such as Kinyarwanda, English, and French. The platform shall be branded with IBI Identity.
- Propose assessment and testing tools within the platform
- Generate certifications: the e-learning platform should generate certifications for the learning outcomes with management e-signatures.
- E-commerce platform: Users should be able to pay for courses or certifications. The LMS should therefore integrate an e-commerce platform that has a common payment gateway like paypal, MTN Mobile Money, Airtel Money, Bank transfers, and payment cards (debit, credit, and prepaid) The transactions should be in compliance with Rwandan regulations, and users should get payment confirmation/proof via SMS or email.
- Host scalable and easily updatable content: the e-learning platform should host the content and provide the ability to update courses effortlessly.
- Provide areas for community and collaboration: learners should be able to reach out to the training team or other users to foster a sense of community and keep them engaged in their learning process.
- End-user interface The e-learning platform must be usable via a web interface with standard Internet browsers (e.g. Microsoft Internet Explorer, Microsoft Edge, Mozilla Firefox, Google Chrome) without additional software or add-ons and must offer a particularly simple user interface suitable for the less trained and less frequent user and his tasks.
This includes in particular the following functions:
- Navigation should be fast recognizable and well comprehensible;
- The operation should be intuitive and easy to learn.
- The look and feel should be attractive and user-friendly.
- Learning time through user guidance should be reduced to a minimum. FAQ's, or support should allow correcting operating and usage errors.
- Mobile App: the platform should have a native application for Android and IOS mostly dedicated for student.
- Data protection and data security: the provider assures that the software components offered are suitable for the protection of personal data and the necessary measures are included in the offer price in accordance with the relevant legal provisions of the GDPR (General Data Protection Regulation) and the Rwanda regulation.
- Provide a user management and monitoring tool, this tool should help IBI track trained companies or individuals on the impact the training had on their businesses.
- Interconnectivity: the platform should have API in order to easily be connected to existing and future platforms of PSF/IBI.
- Hosting: The solution must be hosted on IBI’s own servers in Rwanda.
- Back-up: The system must have automatic, encoded data back-up to a back-up server.
6. E-learning Standards to consider
The consultant must provide a set of common rules that apply to content, authoring software and learning management systems (LMSs). Provide all stakeholders with guidelines for designing and developing content, deploying it across platforms, and ensuring interoperability across devices.
Those standards must follow two main types of e-learning standards:
- Courseware design standards: refer to the different aspects of course design and development, and must include guidelines on instructional design, visual design, media, writing and assessment standards
- Technical standards: the final solution must allow the interoperability, compatibility and portability of e-learning courses across devices, browsers and platforms. The solution must use most commonly used technical standards such as SCORM, AICC, and WCAG.
7. User manual
Free courses/user manuals should be developed and hosted on the platform. Those courses will at least explain the following for each user:
1. user manual for trainee
- Getting started with IBI e-learning platform
- how to follow a course
- how to pay for a course
- and everything a user may need to know about IBI
2. user manual for trainers
- Registration process
- Getting started with IBI as a trainer
- Course on authoring
- How to add or create course materials
- How to monitor your trainees
- everything the trainers has to know for a good facilitation of training
3. user manual for the administration
- Getting start with IBI platform as a member of IBI staff
- How to generate report
- how to monitor activities of the platform
- How to manage users on the platform
- everything they have to know about the platform on all levels
A simplified and downloadable pdf version should also be provided.
8. Maintenance, Support and SLA
1. Cost of maintenance
The offer must show in detail how high the maintenance costs are per year and what services are associated with them. In particular, it must be stated whether the following services are part of the maintenance contract:
- Troubleshooting ;
- Software improvements ;
- New software versions, if necessary at module level ;
- Follow-up training ;
- Edited and updated documentation.
Maintenance and further development of the e-learning platform must be guaranteed for at least 4 working days per month during 2 years after the end of the contract. Until then, the provider will continue to provide sufficient consulting and services.
2. Preventive maintenance
The Consultant will carry out full preventive maintenance based on standards and industry best practices to ensure that the system including hardware and software maintain high performance and excellent services to the system users. All hardware and system installed by the consultant are covered by this preventive maintenance. The preventive maintenance will be done every three months on a date agreed upon at least two weeks prior the date of maintenance. Also, within one week of the execution of the maintenance, a detailed maintenance report will be submitted by the consultant to IBI and it will include the activities done, the status and current performance of the systems. All unresolved issues should have an action plan.
3. Support and corrective maintenance
The Consultant will also provide reactive support services to the client. When the client encounters an issue with the system, it should raise this with the consultant. The latter, will then investigate the problem and respond appropriately. All support issues should be raised via email, or by office / mobile messages. It also ensures required information about the issue is captured efficiently, and that the consultant’s response times are measured fairly.
4. Response and resolution time
The server or the software is down
Within 3 hours
Service outage or significant Business impact that threatens future productivity.
Within 1 day
A time-sensitive issue important to long term productivity that is not causing an immediate work stoppage; or there is significant Business concern.
Within 4 hours
Within 2 days
Important issue that does not have significant current productivity impact.
Within 1 day
Within 5 days
Important issue that does not have significant
Within 3 days
Request of information only
Within 3 days
5. Support tiers
Support requests raised by the client will be handled by Four tiers of support:
- Level one. This is where all support incidents begin. The issue is clearly recorded and the supplier performs basic troubleshooting.
- Level two. If an issue cannot be resolved in level one, it will be escalated to tier two. At this point, the consultant will perform more complex support, using specialist staff where appropriate.
- Level three. Issues that cannot be resolved at level two will be escalated to tier three. At this level, support is provided by the supplier’s most-experienced staff, who can draw on a range of expertise from third-parties when needed.
- Level four: Issues that cannot be resolved at level three will be escalated to consultant firm leadership.
9. Location, period and duration of the contract
The mission will mainly be carried out in Kigali.
The period of execution of the contract is expected to start in March 2021 and end on October 2021.
10. Deliverables, dates of submission and validation
The consultancy firm will develop the e-learning platform. The consultancy firm will prepare and present draft reports and final reports to PSF/IBI and the IGIRA KU MURIMO Programme partners.
The specific deliverables include:
- An inception report that details specific methodologies, work plan – 2 weeks after signature of the contract
- A software requirement specifications – 1 month after signature of the contract
- A functional software solution (or mix of software solutions) to allow IBI to achieve its goals - 4 months after signature of the contract
- (If proprietary software), source code so that future suppliers can continue to update and improve the software – 4 months after signature of the contract.
- (If commercially available software), license details so that software can be renewed if required – 4 months after signature of the contract.
- A user manual ensuring IBI team can continue to use the software long term – 4.5 months after signature of the contract.
- Intermediate report after provisional reception of the software – 4.5
- A final report highlighting the work done, the adjustments after 2 months use of the software and recommendations for IBI - 7 months after signature of the contract.
- Monthly maintenance report to IBI.
All the deliverables shall be subject to validation by key stakeholders. Failure to produce one of the deliverable within the required deadline or any significant deviations from agreed responsibilities or tasks of the consultancy firm without any valid reason will be considered a performance failure.
In case of difficulties encountered that could jeopardize the execution of the contract in terms of timeframe and quality, it will be the responsibility of the consultancy firm to inform the programme administrator or the supervisor of the mission within reasonable time. In case clarifications are needed, the consultancy firm is expected to ensure tight and regular dialogue with the client.
The following payment schedule will be used and in accordance to the approval of deliverables:
- 20% when inception report is validated
- 20 % upon validation of the software requirement specifications
- 50% upon delivery, installation of the platform
- 10% after testing, adjustments and validation of the final report
No facilitation will be provided in terms of transport or logistics.
All costs are to be included in the financial offer.
13. Profile of the consultants
The task is to be carried out by a team from a consultancy firm.
The firm should have experience in the field of software development in Rwanda.
The consultancy team should consist of at least the key members described below with these minimum profiles:
- Team leader
- Minimum Bachelor’s degree in computer science
- At least 7 years of experience in the area of software development
- Experience in technology-centric project management
- Proven experience in the same field – a must to have worked on at least one similar project in the past.
- Experience in collaboration with public and private institutions, as well as implementation of donor-funded projects
- Strong consulting, facilitation, stakeholder management, and client and vendor relations management skills
- Perfect command of English and Kinyarwanda languages in writing and orally. Knowledge of French being an added value.
- Business Analyst
- Minimum Master’s degree in business administration, computer science, economics or related field
- At least 7 years of experience in business development services, strategic planning and monitoring, financial modelling, pricing, and reporting.
- Experience defining business requirements and reporting them back to stakeholders.
- Experience working with senior decision makers.
- Strong consulting, facilitation, stakeholder management and client and vendor relations management skills
- Perfect command of English and Kinyarwanda languages in writing and orally. Knowledge of French being an added value.
- E-learning Specialist
- Minimum Bachelor's degree in computer science, education, or equivalent.
- At least 3 years of experience of e-learning facilitation, i.e. content design for online training courses for use in schools, digital learning services, or even adult training.
- Experience in development and evaluation of online curriculum content, facilitation of online classes, upload of course materials and resources like e-books and workbooks, and assess student work through the course.
- Strong technical skills in the use of web-based learning platforms to create and teach training sessions.
- Teaching experience and excellent written communication skills
- Perfect command of English language in writing and orally. Knowledge of French being an added value.
- Lead Software Developer
- Minimum Bachelor’s degree in computer science.
- At least 7 years of experience in the area of software development.
- Strong experience in full stack development.
- Mastery of programming languages (e.g. Ruby on Rails, PHP, Python).
- Experienced in postgresql relational database, with mastering of framework like rails, bootstrap and server environment like nginx.
- Experience in leading a team of software developers and collaboration with customers.
- Perfect command of English language in writing and orally. Knowledge of French being an added value.
14. Composition of the offer
Proposals should include a separate technical and financial offer.
a. Administrative documents: presentation of the consultancy firm and consultants
- Profile of the consultancy firm:
- A copy of the Domestic Company Registration Certificate (RDB);
- A copy of the Social Security Certificate delivered by Rwanda Social Security Board (RSSB) that is still valid on the day of submission of the offer;
- A copy of the Tax Clearance Certificate delivered by RRA that is still valid on the day of submission of the offer;
- CV and profiles of consultants, as well as their roles in the project
- At least two completion certificates for similar assignments performed by the firm is an added value.
b. Technical offer
The technical offer must include the following parts:
Understanding of the context and objectives of the assignment
This is not a simple copy and paste of these ToRs.
- Presentation of the methodological approach to carry out the assignment including how the collaboration with the client and beneficiary is envisaged.
- A workplan for the assignment
- Technical specifications of the proposed solution (commercially available package, open-source or custom-built software) and how it can best respond and be easily adapted to the needs of IBI.
c. Financial offer (all inclusive and all taxes inclusive)
The consultancy firm will propose a detailed financial offer covering all stages of the mission and the software license price, as well as the cost for mandatory support and adjustments/customization after delivery.
This includes all costs related to the mission and all taxes. No additional costs will be reimbursed on the basis of supporting documents.
The mission is supposed to spread over a maximum period of 8 months from the date of the effective start (signature of the contract) to the date of submission of the final report on 30 October, 2021.
15. Conditions for granting the consultation
Subject to prior qualitative compliance, the contracting authority will award the contract to the bidder whose tender complies with the provisions of the call for competition according to the following award criteria listed in decreasing order of importance:
- Methodology, work plan, and proposed solution;
- Financial offer;
- Profile of the firm and consultants;
- Understanding of the request.
- Clarity of the proposal
Offers whose technical offer does not obtain the average attributed to the criteria: Understanding of the Request and Methodology and Work plan will not be subject to a financial analysis.
The offers (financial and technical) must be submitted to APEFE by email only at firstname.lastname@example.org, not later than 9 March 2021 at 5 PM, addressed to Mrs. Marie-Pierre NGOMA, the Program Administrator, Tel: 0782723969.
Any request for additional technical information should be addressed to email@example.com.