REQUEST FOR PROPOSALS RFP #: EKACDM 1.2.1/YR3 DISASTER RISK REDUCTION CENTRE INSTITUTE FOR SUSTAINABLE DEVELOPMENT THE UNIVERSITY OF THE WEST INDIES

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1 REQUEST FOR PROPOSALS RFP #: EKACDM 1.2.1/YR3 DISASTER RISK REDUCTION CENTRE INSTITUTE FOR SUSTAINABLE DEVELOPMENT THE UNIVERSITY OF THE WEST INDIES ENHANCING KNOWLEDGE AND APPLICATION OF COMPREHENSIVE DISASTER MANAGEMENT (EKACDM) INITIATIVE SERVICES TO DESIGN AND SET UP A CARIBBEAN DISASTER PORTAL AND DATABASE FOR THE EKACDM INITIATIVE WHICH WILL SERVE AS AN ACCESSIBLE GATEWAY FOR INFORMATION, TECHNICAL AND SCIENTIFIC DATA, PUBLICATIONS, AND TRAINING RELATED TO COMPREHENSIVE DISASTER MANAGEMENT IN THE CARIBBEAN THE DISASTER RISK REDUCTION CENTRE OF THE INSTITUTE FOR SUSTAINABLE DEVELOPMENT THE UNIVERSITY OF THE WEST INDIES

2 1 P a g e ENHANCING KNOWLEDGE AND APPLICATION OF COMPREHENSIVE DISASTER MANAGEMENT INITIATIVE Design and Set Up of a Caribbean Disaster Portal and Database for the EKACDM Initiative which will Serve as an Accessible Gateway for Information, Technical and Scientific Data, Publications, and Training Related to Comprehensive Disaster Management in the Caribbean Subject: Design and Set Up of a Caribbean Disaster Portal and Database for the EKACDM Initiative SECTION 1: INVITATION 1. The Disaster Risk Reduction Centre (DRRC) of the Institute for Sustainable Development (ISD) at The University of the West Indies (UWI) has received financing from the Department of Foreign Affairs, Trade and Development Canada (DFATD) towards the cost of implementing the Enhancing Knowledge and Application of Comprehensive Disaster Management (EKACDM) Initiative. 2. The Disaster Risk Reduction Centre of the Institute for Sustainable Development now invites applications from suitably qualified individuals or firms to provide services to design and set up a Caribbean disaster portal and database for the EKACDM initiative which will serve as an accessible gateway for information, technical and scientific data, publications, and training related to comprehensive disaster management in the Caribbean. Details of the scope of services are provided in the Terms of Reference at Section The Organisation/Company/Firm must be available to commence work no later than June 6, 2016 for a period of 7 months. 4. The submission should include the following: a. Technical Proposal, including - Recent Curriculum Vitae of principal/key staff member(s) of the Organisation/Company/Firm, highlighting recent experience on comparable assignments. - Detailed description of the proposed methodology, including a work plan and schedule for expected deliverables b. Financial Proposal, including - All costs associated with the implementation of the assignment, including expected payments in line with the schedule of deliverables 5. This Request for Proposals includes the following: Section 1 Invitation

3 Section 2 Terms of Reference 6. The Evaluation Committee will evaluate Technical Proposals against a fixed scoring template as follows, with a maximum of 70 points to be awarded: Skills and Experience - 40 points Methodology - 30 points Applicants receiving more than 49 points for the Technical Proposal will then have their Financial Proposal evaluated. Financial Proposal - 30 points 7. Interested organisations/companies/firms are invite to submit an application based on the Terms of Reference outlined above no later than 5:00pm (Jamaica time) on May 10, REQUEST FOR CLARIFICATION must be submitted no later than April 26, Further information can be obtained from Concerns and queries may be addressed to the EKACDM Initiative Manager via (ekacdm@uwimona.edu.jm) Please proposals to ekacdm@uwimona.edu.jm with a copy sent to isd@uwimona.edu.jm. Subject: Design and Implementation of a Caribbean Disaster Portal and Database for the EKACDM Initiative Attention: Initiative Manager EKACDM Initiative c/o Disaster Risk Reduction Centre 13 Gibraltar Camp Way The University of the West Indies Mona Kingston 7, Jamaica 2 P a g e

4 3 P a g e EKACDM TOR 1.2.1/YR3

5 SECTION 2: TERMS OF REFERENCE Design and Set Up of a Caribbean Disaster Portal and Database for the EKACDM Initiative which will Serve as an Accessible Gateway for Information, Technical and Scientific Data, Publications, and Training Related to Comprehensive Disaster Management in the Caribbean 1.0 BACKGROUND The Enhancing Knowledge and Application of Comprehensive Disaster Management (EKACDM) Initiative is a five-year project whose ultimate outcome is support to the implementation of the CARICOM Enhanced Comprehensive Disaster Management (CDM) Strategy and Programme Framework (2007) to reduce the impacts of natural and technological hazards and the effect of climate change on men, women, and children in the region. The project will establish an effective mechanism and programme to manage knowledge in CDM, which is Priority Outcome 2 of the regional CDM Strategy. There are three Intermediate Outcomes of the project: i. The creation of an enhanced regional network that generates, manages, and shares knowledge on disaster management, including gender issues; ii. The increased use for CDM by professionals and students of standardised gendersensitive educational and training materials in the Caribbean; and iii. The enhanced mainstreaming of CDM for gender-sensitive decision-making in the public and private sectors, in particular Small and Medium Enterprises (SMEs). The Initiative was developed by the Institute for Sustainable Development (ISD) in association with the Disaster Risk Reduction Centre (DRRC) at The University of the West Indies (UWI) in response to gaps identified in implementing CDM in the Caribbean, specifically as it pertains to Knowledge Management for Disaster Risk Reduction (DRR). Funding for the Initiative is provided by the Government of Canada through the Department of Foreign Affairs, Trade and Development (DFATD). The duration of the Initiative is five years. 2.0 OBJECTIVE The objective of the assignment is to design and develop a Caribbean Disaster Portal and Database for the EKACDM Initiative which will serve as an accessible gateway for information, technical and scientific data, publications, and training related to CDM in the Caribbean in support of the first Intermediate Outcome of the Initiative Contribution Agreement. 3.0 SCOPE OF SERVICES AND EXPECTED OUTPUTS The selected individual or firm will be responsible for producing a complete and functional portal and database for information, technical and scientific data, publications, and training related to CDM in the Caribbean. In doing so the individual or firm shall: 3.1 Define and design physical structure and functional capabilities of proposed system, including security, back-up, and recovery specifications. 4 P a g e

6 3.2 Recommend and implement enhancements and modifications to the portal and database as necessary. 3.3 Assess and itemise costs for Portal and Database design, development, and sustainability. 3.4 Ensure a consistent look and feel across the Portal and Database by promoting uniform fonts, formatting, icons, images, and layout, and creating appropriate templates to assist content authors and contributors. 3.5 Set compatibility and interoperability standards that ensure Portal and Database accessibility for users with older browser versions as well as low-speed connections. 3.6 Set and enforce standards that ensure Portal and Database accessibility for users with disabilities or impairments. 3.7 Upload content to the Portal. 3.8 Coordinate with relevant regional agencies and database content creators/contributors as necessary. 3.9 Liaise with systems experts on hardware and software issues that might affect the Portal and Database Develop portal site maintenance policies and procedures, including end user content change request forms and posted update/maintenance schedules, to ensure site accuracy and timeliness Develop appropriate portal and database use and privacy policies Provide recommendations on maintenance schedules, to ensure site accuracy and timeliness 4.0 DELIVERABLES AND TIMEFRAME Copies of all recommended hardware and software solutions, design and establishments plans and procedures should be prepared in English and submitted to the EKACDM Initiative Manager in Microsoft Word. Specifically, the Consultant will prepare and submit the following: 4.1 An Inception Report within five working days of the signing of the contract, detailing the scope of the work, the methodological approach, and timelines for activities and deliverables. 4.2 A design for the Portal and Database development and operability with itemised list of costs for Portal and Database design, development, within 15 working days upon the approval of the inception report and work plan, including: - Hardware specifications (server, content storage) - Software recommendations (firewalls, internet security, server controller, data backup and security etc) - Proposed design of physical structure and functional capabilities of proposed system, including security, back-up, and recovery specifications within a benchmarked timeframe. 4.3 Complete a functional Portal and Database for information, technical and scientific data and publications related to Comprehensive Disaster Management in the Caribbean, 5 P a g e

7 including archive for templates and images, within a mutually established timeframe (i.e. between EKACDM Initiative and selected firm for assignment). 4.4 Document Portal site privacy and maintenance policies and procedures, including end user content change request forms and update/maintenance schedules, to ensure site accuracy and timeliness within a mutually established timeframe (i.e. between EKACDM Initiative and selected firm for assignment). 4.5 Submit monthly progress reports. 4.6 Share prototypes within a mutually established timeframe (i.e. between EKACDM Initiative and selected firm for assignment). 4.7 Prepare a long-term plan for Portal and Database development and operability, including standards and guidelines for content, marketing strategies, and sustainability mechanisms, based on the EKACDM Initiative Outcomes and input from stakeholders. 5.0 MANAGEMENT ARRANGEMENTS AND EKACDM INITIATIVE SUPPORT 5.1 The organisation/company/firm will work under the direct supervision of the Initiative Manager, with technical input from the Principal Investigators of the EKACDM Initiative as required. 5.2 The Consultant will provide the Initiative with monthly progress reports covering status of work, challenges experiences, risks identified, and any requested changes to the schedule. 5.3 The Initiative will: a. Provide letters of introduction to key stakeholders, as necessary; b. Provide feedback on reports and any other documents produced. 6.0 REGIONAL EXPERTS PLACE OF WORK AND TRAVEL RELEVANT TO ASSIGNMENT The assignment will be based at the consultant s office. The Qualified Expert is expected to use their own computers and office equipment. 7.0 FINANCIAL REMUNERATION Upon successful completion of a deliverable, the Consultant must forward an invoice, to the EKACDM Initiative Manager in accordance with the payment and deliverable schedule for processing and payment. 6 P a g e Deliverables Schedule of Delivery Amount Payable (JMD) 1 Inception Report and Work Plan June 10, % 2 A design for the Portal and Database development and operability July 8, % 3 Complete a functional Portal and Database (Share prototypes within a mutually established timeframe (i.e. between EKACDM Initiative and selected firm for assignment). October 14, %

8 4 5 6 Deliverables Submission of Portal site privacy and maintenance policies and procedures Submission of a long-term plan for Portal and Database development and operability *Monthly progress reports must be submitted Schedule of Delivery November 11, 2016 Amount Payable (JMD) 20% December 9, % 8.0 REQUIRED QUALIFICATIONS AND EXPERIENCE The individual or company is expected to have competencies in the following: 8.1 Postgraduate training in the field of Computer Science or demonstrated experience in lieu of postgraduate training. 8.2 At least five years relevant work experience in the field; Demonstrated knowledge of Web technologies, protocols, and tools; 8.3 Strong web design and client-side scripting with experience in but not limited to HTML, CSS, JavaScript, Jason, and JQuery; 8.4 Strong understanding of server-side programming languages, including but not limited to [.Net, PHP, Classic ASP]; 8.5 Strong experience with SQL and database design; 8.6 Experience with developing new or maintaining existing content management systems technologies; 8.7 Working knowledge of authoring, development, and publishing tools 8.8 Experience with computer graphics and multimedia design; and 8.9 Excellent knowledge of applicable data privacy practices and laws. 9.0 INFORMATION REQUESTS Further information can be obtained from Concerns and queries may be addressed to the EKACDM Initiative Manager via (ekacdm@uwimona.edu.jm) 7 P a g e