Consultancy for the Design and Website Development for ChildFund Kenya

1. ABOUT CHILDFUND

ChildFund International is a child-focused international development organization that works throughout Asia, Africa, and the Americas to connect children with what they need to grow up healthy, educated, skilled, and safe, no matter where they are. Last year, we reached 13.6 million children and family members in 24 countries and long-standing relationships with NGOs and the government at County and National to improve the well-being of children, youth, and women.

In Kenya, ChildFund has program and sponsorship operations in 27 counties. ChildFund desires to enhance its online presence through a functional and interactive website that will serve its various stakeholders.

2. WEBSITE OVERVIEW

ChildFund is inviting proposals from reputable and qualified companies with a track record of success in developing websites.

3. SCOPE OF THE ASSIGNMENT

• Develop a working ChildFund Kenya website, on WordPress, prioritize user experience by creating a visually appealing website that’s easy for visitors to navigate and engage with.
• Mobile Optimization, make sure that the website is fully responsive and optimized for devices especially considering the growing use of smartphones for browsing.
• Ensure security all security aspects are embedded in website.
• Provide a prototype for user testing and acceptance before going live.
• Provide onsite training to the ChildFund staff and system administrators to perform content upload, system maintenance, and administration.
• Support and maintenance: Administrative and technical support, and quality control for a period of 3 months after the website is launched.
• Source code handover: Full source code including all developed libraries shall be handed over to the ChildFund Kenya IT and Communications staff.
• Prioritize user experience by creating a visually appealing website that’s easy for visitors to navigate and engage with.

4. CONTENT

ChildFund will be responsible for providing all content required for the website.

5. WORK SETTING

The work setting for the assignment will include different aspects:

a. Timing and duration of the assignment

The duration of the contract will be 3 months and the expected starting date is January 30, 2024. The development of the site should be completed within 1 month starting from the date of signing the contract. The user manual and the maintenance of the new web pages will be done from the second month of the contract.

b. Briefing/debriefing arrangements

A first meeting call will be scheduled to brief the firm on the background information to develop each of the requested deliverables.

c. Reporting relationships and identification of responsibility for assessment of the services/outputs

The company will work in close consultation and under the supervision of ChildFund’s communications team and IT Officer. The ChildFund communications and IT team will assess the services and outputs of the firm.

6. WORK PLAN DELIVERABLES

New ChildFund Kenya website

• Following ChildFund’s branding guidelines, design a new and exciting website capturing the different functionalities outlined in this TOR. ChildFund will develop a graphic concept and the visual language of the new templates.
• Ensure a consistent visual language on the new website by introducing fixed styles in templates ensuring consistency in fonts, formatting, icons, images, and layout techniques.
• The exciting and interactive feel should be adapted to all pages including the homepage, sections, subsections and the following components of the site: article template, resource webpage template, publication/guidance webpage template etc.
• Standard page elements including header, footer, tabs, persistent navigation, contact us, email and page print options should be included in the new templates.
• The new templates should guarantee that most recent content on the site is captured automatically in the homepage in an organized way following specific categories, tags or other custom taxonomies.
• All section and subsection webpages should incorporate functionalities to guarantee the latest information on that section and sub-section is displayed (news, resources, publication/guidance, country stories, and events).

Functionalities to include

• Add feed links;
• Responsive design;
• Social media integration – including Twitter, Facebook, LinkedIn and Instagram share by text selection and handles.
• Multiple page styles and custom post types;
• Search function by news, type of publication/guidance, type of resource, events, county and issue;
• Search resources by free text;
• Interactive map;
• Signup for latest news;
• Search and Site Map Design: design an easy-to-navigate site map for the website to make it easy and convenient for users to find information and articles within the site.
• Link the site with other platforms such as www.childfund.org, www.chilfundalliance.org
• Search Engine & Content Optimization: The consultant shall optimize the site using ChildFund’s keywords, phrases & tags relevant to your target audience for higher rankings on search engines and for faster loading to give the visitor a better viewing experience.
• Document Download management
• Online Forms: design feedback, contact and request forms. This includes implementing a captcha system to reduce spam and unwanted email messages and for use in the collection of information, feedback and inquiries.
• Payment features for fundraising: PCI Compliance/GDPR Compliance, Payment gateway such as Bank, etc.

7. WEBSITE HOSTING

The consultant shall also support the provision of these services:

• Domain name registration.
  • Webserver hosting through a local Kenyan hosting provider.9.

8. KNOWLEDGE TRANSFER

• Develop a user manual and deliver training for the ChildFund communications and IT staff to perform content upload, system maintenance, and administration.

9. SUPPORT AND MAINTENANCE

• Support and maintenance: Administrative and technical support for 3 months.

Source code handover

• Full source code including all developed libraries shall be handed over to ChildFund Communications and IT staff.

10. REQUIRED SKILLS AND EXPERIENCE

The vendor should demonstrate and provide examples of previous experience in the performance of similar services as follows:

• Be a reputable firm with at least 5 years of prior experience designing visually appealing and navigation-friendly websites for NGOs;
• Familiarity and relevant experience in using different Content Management Systems (CMS), particularly WordPress.
• 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 use of HTML, XHTML, CSS, XML, XSLT, Macromedia Flash, Java;
• Have excellent knowledge of recent trends in graphic design, websites, including online video publishing, and social media networking;
• Demonstrate the ability to create innovative and visually appealing web designs;

11.TERMS OF PAYMENT

The fee and the exact terms of payment will be negotiated with the consultant.

12. DOCUMENTS TO BE INCLUDED IN THE PROPOSAL

If you have the required qualifications and are interested in this contract, please submit:

• A proposal describing the previous work done in this area.
• A portfolio of previous work of webs with similar functionalities developed in Word Press
• Tax Compliance Certificate
• A financial proposal to address the work.

13. MANNER OF SUBMISSION

1. Your proposal shall be prepared in the English Language.
2. Your proposal shall comprise the following documents:

• Study component and Financial component – Both copies submitted as one document
• Please attach a copy of your PIN certificate, Certificate of Incorporation, up-to-date Tax compliance and ETR registration certificate.

13.1. Content of Proposal

i. Study Component

1. Description of the firm/consultant qualifications; (Refer to TOR).
2. Detailed proposed approach and methodology.
3. Timing of activities and reports.
4. Evidence of the past related experience (give contact details of the past clients and attach awards contracts)
5. Proposed team structure; showing detailed profiles of proposed project team members, minimum qualifications (attach CVs).

ii. Financial (Price Component)

The price component shall have a cover letter wherein your firm/institution’s authorized representative affirms the following:

1. A summary of the price;
2. The period of its validity;
3. Taxes
4. Other costs if any (indicating nature and breakdown).

In addition, the price component must cover all the services to be provided. Note: The quote should be in Kenya Shillings.