Request for Proposals- Web-based database development

  • Posted on 17 December 2018

Job Description

Advancing Girls Education and Skills (AGES)

Web-based database development

Request for Proposals

1. Background

In November 2017, USAID awarded World Learning with funding to implement the The Advancing Girls’ Education and Skills (AGES) project (2017-2021). World Learning and our consortium partners, CARE International (CARE), Right to Play International (RTP), and the Rural Support Programmes Network (RSPN), with additional support from universities, and innovation partners, seek to improve opportunities for learning and economic empowerment among adolescent girls and young women by building an ecosystem that supports them to thrive at home, school, and work.

AGES is designed to improve the ecosystem of support for adolescent girls to thrive at home, school, and work. AGES will work with communities, families and governments in Pakistan to advance the human and social capital for young women through interventions for improvement in education, employment, and social participation. As a result of project interventions, 40,000 girls will be supported to stay in school, 5,000 girls will transition through middle school or complete an accelerated learning program, 7,000 girls will graduate from Technical and Vocational Education Training (TVET) programs, and 150,000 households will be reached through broadcast media or grassroots advocacy. Across eight districts in the provinces of Balochistan, Khyber Pakhtunkhwa, Punjab, and Sindh. AGES will support the following:

  • Access to and completion of formal and non-formal education opportunities;
  • Access to and completion of relevant quality Technical and Vocational Education and Training (TVET) programs, as well as support with job seeking;
  • Community and parental engagement; and,
  • Advocacy with various government levels for better education and work opportunities for adolescent girls.

2. Scope of Work- AGES Web-Based Database Development

World Learning seeks the services of an established firm (or startup) to develop web-based database and dashboard to fulfill the data management and reporting needs of the AGES Project. The purpose of this database is to manage source data (i.e., the ongoing monitoring data, collected in field using paper-based forms). The source data will be entered into the project level database from district offices and will be centrally managed in database server. The database will enable the AGES team to organize all project data in one centralized relational database and generate aggregated (and disaggregated) data summaries for periodic progress reporting, and inform decision making.

The firm will closely work with relevant project staff to understand the technical requirements, existing datasets, workflow, end users, access levels, and available technology infrastructure to manage the online database and related operations. Project team will help the consultant to produce conceptual data model reflecting the input of performance data, relational schema of database, data quality checks, and the retrieval, aggregation, and visualization of information on dashboard.

Within the scope of database conceptual model, the consultant will be responsible for physical development, testing, and implementation of the following integrated modules;

  1. User Management Module – to register users of database, approve and assign access levels and manage audit trails or log of user actions across the database.
  2. Participant Training Programs Module – to manage participants and attendance data for the trainings, refreshers, workshops, orientation session and other capacity building events.
  3. TVET Program Module – to manage performance data for TVET programs, including trainee profiles, training details from inception to graduation and post-graduation follow-ups.
  4. Middle School / Accelerated Learning Program Module – to manage performance data for ALP centers or middle schools, academic calendars, student enrollment, dropout, completion, graduation and transition details.
  5. Dashboard and Self-Service Reporting Module – to provide aggregated data summaries, and graph based on available performance datasets in relational database. The dashboard interface will allow user to generate reports, visualize and summarize data based on drill-down or roll-up features and multi-dimensional filters such as time, geographic, gender etc.

The consultant firm will:

  • Review existing documents, data instruments, and consult World Learning AGES Monitoring & Evaluation (M&E) team to understand the conceptual model and chalk-out physical development plan for each milestone.
  • Develop relational tables for each dataset in compliance with M&E data collection tools and ensure appropriate referencing and dependency checks.
  • Prepare ER diagram and present database schema for approval and improvements.
  • Develop browser-based forms/screens for end users to perform “Create Read Update and Delete” (CRUD) and search operations in compliance with established workflow and specifications provided by M&E team. The Graphical User Interface (GUI) should be user friendly, responsive, and concise.
  • Embed data quality controls including on-screen validation checks, duplication prevention, confidentiality layers, and other alerts to inform users of database on day to day operations and ongoing data submission.
  • Conduct business analyses in consultation with M&E specialist. Write queries for extracting meaningful and relevant data from the back-end data.
  • Develop central dashboard to analyse, visualize, and summarize aggregated data for informational decision-making, reporting, and presentations.
  • Develop security and backup features to safeguard the system from unauthorized access, intrusion, and other cyber vulnerabilities.
  • Test, deploy, and launch final database.
  • Prepare technical documentation and end user guide.

World Learning will be responsible for working closely with the consulting firm during the requirement analysis phase and to regularly monitor the database development progress throughout the contract period. Specifically, World Learning will be responsible for:

  • participating in all technical meetings related to database development;
  • leading the technical review of deliverables and related quality assurance;
  • ensuring that database modules are developed as per the requirement;
  • formally approving the deliverable and informing relevant department for payment release.

3. Deliverables

  • Presentation on conceptual model of database
  • Module specific deliverables:
    • Physical database relational structures in MySQL and ER diagram
    • Physical development and pre-test run of database fronts for all modules with complete CRUD operations
    • Physical development and pre-test run of dashboard
  • Deployment and rollout
  • Post implementation technical support and training

4. Timeline

The contractual period will be three months, beginning on the date of contract execution.

5. Instructions to Applicants

  1. Interested and eligible applicants having relevant qualifications and experience are invited to submit their Technical and Financial proposals.
  2. The scope of work of the assignment is included as part of this RFP.
  3. The applicant must strictly adhere to all the requirements stated in this RFP. No changes, substitutions, or other alterations to the rules and provisions stipulated in this RFP may be made or assumed unless it is instructed or approved in writing by World Learning in the form of Supplemental Information to the RFP. Any proposal submitted will be regarded as an offer by the applicant and does not constitute or imply the acceptance of any Proposal. This RFP does not obligate World Learning to accept or contract for any expressed or implied services, nor does it obligate the vendor to accept or contract for any expressed or implied services. World Learning reserves the right to reject any or all quotes, to select multiple providers, and to waive irregularities in the submission process.
  4. World Learning reserves the right to accept or reject any proposal, to render any or all of the proposals as non-responsive, and to reject all proposals at any time prior to award of contract, without incurring any liability, or obligation to inform applicant of the grounds for this action.
  5. Eligible applicants shall submit Technical and Financial proposals in separate files via email to Atul.Shrestha@worldlearning.org no later than 1700hrs (PST) on March 11, 2019.
  6. Incomplete or late applications/proposals will not be entertained.
  7. The applicant must respond to all questions and provide complete information as advised in this RFP. Any failure to provide essential information may result in disqualification of the applicant.
  8. The Proposal and all documents/correspondence relating to the Proposal shall be submitted in the English language.
  9. All prices shall be quoted in PKR.

6. Application Requirements

Applicants should submit the following documentation:

  • Description of the management structure of the organization, organizational expertise and capabilities, and projects/contracts (both completed and ongoing) which are similar in nature to the requirements of this RFP
  • National Tax Number (NTN) Certificate
  • Complete address an contact information for applicant
  • Curriculum vitae of lead consultant and any other key contributors
  • Names of three references who can attest to the quality of past work on database development
  • Technical proposal including detailed work breakdown structure showing how and when all deliverables mentioned in the scope of work will be completed. The tehcnical proposal should show how the proposed methodology meets or exceeds the specifications while ensuring quality and appropriate sequence at all stages (i.e., initiation, design/development, testing, and deployment). This plan must be laid out in an implementation timetable that is within the duration of this contract.
  • Financial proposal for the entire assignment, with breakdown per module (inclusive of taxes)
  • Calendar showing availability of the lead consultant and other key contributors, and planned number of working hours for each day during the work plan

7. Eligibility Criteria

  1. Registered IT/consulting firms or startups authorized to operate in Pakistan having a valid National Tax Number
  2. Essential Requirements of technical personnel:
    • Graduate degree in IT/CS/Information Management or related field.
    • At least 3-5 years of experience in web-based database development using MySQL/PHP.
    • Expert level programming skills in PHP, MySQL database management, and front-end coding using HTML, CSS, JS/AJAX/ jQuery, and Bootstrap, etc.
    • Excellent knowledge of dashboard, visualization of data, and business intelligence.
    • Familiar with agile development or modular development approach.
    • Detail-oriented, self-motivated, positive attitude, team player, and able to work in fast-paced environments.

Preferred characteristics of applicant:

  • Previous experience in developing Database/Information System for NGOs/INGOs
  • Previous experience in database development for monitoring and evaluation of education or skills development programs

8. Validity Period

Proposals shall shall remain valid for a period of 90 days from the deadline for submission of Proposals. A Proposal valid for a shorter period shall be immediately rejected by World Learning and rendered non-responsive. In exceptional circumstances, prior to the expiration of the proposal validity period, Contracting Authority may request the applicant to extend the period of validity of their Proposal. The request and the responses shall be made in writing, and shall be considered integral to the Proposal.

9. Withdrawal, Substitution, and Modification of Proposals

The applicants are expected to have sole responsibility for taking steps to carefully examine in detail the full consistency of its Proposals to the requirements of the RFP, keeping in mind that material deficiencies in providing information requested by World Learning, or lack of clarity in the description of services to be provided, may result in the rejection of the Proposal. The applicant shall assume the responsibility regarding erroneous interpretations or conclusions made by the applicant in the course of understanding the RFP. An applicant may withdraw or substitute its Proposal after it has been submitted by cancelling or substituting their bid before the deadline for submission of proposals.

10. Confidentiality

Information relating to the examination and evaluation of Proposals, and the recommendation of contract award, shall not be disclosed to the applicant(s) or any other persons not officially concerned with such process, even after publication of the contract award.

11. Evaluation of Proposals

World Learning shall review and evaluate the Technical and Financial Proposals on the basis of their responsiveness to the Scope of Work other requirements mentioned in this RFP. Criteria, sub-criteria, and the point system for the evaluation of Full Proposal are described in the table below.

Description of Criteria / Weighting

1. Technical Proposal (70%)

- Portfolio/Relevant experience of the firm (5 points)

- Profile/Relevant experience & skills of relevant personnel (20 points)

- Depth and details of development, testing, and deployment plan (work breakdown structure) and overall technical approach including methodology, technology choice (25 points)

- Proposed delivery schedule and quality control measures (20 points)

Note: minimum requirement for consideration is 50 (out of 70)

2. Financial Proposal (30%)

- Cost for each module or other line items/expenses (30 points)

Note: The Financial proposal shall be inclusive of all taxes

12. Fraud Reporting

World Learning encourages the reporting of any incidence of fraud, inappropriate conduct, or irregularity in the solicitation process, including but not limited to the solicitation of gratuities, kickbacks, or bribes in connection with the competition, or the existence of organizational or individual conflicts of interest. World Learning’s ethics and compliance hotline can be reached by calling 1- 800-461-9330 or online at www.MySafeWorkplace.com. All allegations of improper or illegal behavior will be investigated promptly and thoroughly.

13. Representations and Certifications of Compliance

By submitting an Offer, applicants agree to fully comply with the terms and conditions below and all applicable U.S. federal government clauses included herein, and in the Contract and will be asked to sign these Representations and Certifications upon award of the Contract.

  1. Federal Excluded Parties List - The successful offeror shall not have an active exclusion in the System for Award Management (SAM) (www.sam.gov). The list contains those individuals and entities that the U.S. Government has suspended or debarred based on misconduct or a determination by the U.S. Government that the person or entity cannot be trusted to safeguard U.S. Government funds. Suspended or debarred entities or individuals are excluded from receiving any new work or any additional U.S. Government funding for the duration of the exclusion period. If the Contractor has any questions about listings in the system, consult with World Learning. The Contractor must notify World Learning immediately upon learning that it or any of its principals, at any time prior to or during the duration of this award are presently excluded or disqualified from doing business with any U.S. Government entity.
  1. Executive Order on Terrorism Financing - Contractor must not engage in transactions with, or provide resources or support to, individuals and organizations associated with terrorism, including those individuals or entities that appear on the Specially Designated Nationals and Blocked Persons List maintained by the U.S. Treasury (online at: http://www.treasury.gov/resourcecenter/ sanctions/SDN- List/Pages/default.aspx) or the UN Security designation list (online at: http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml).
  1. Trafficking of Persons – The Contractor, at any tier, or their employees, labor recruiters, brokers or other agents, must not engage in: (i) Trafficking in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking in Persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime) during the period of this award; (ii) Procurement of a commercial sex act during the period of this award; (iii) Use of forced labor in the performance of this award; (iv) Acts that directly support or advance trafficking in persons, including the following acts: (a) Destroying, concealing, confiscating, or otherwise denying an employee access to that employee’s identity or immigration documents; (b) Failing to provide return transportation or pay for return transportation costs to an employee from a country outside the United States to the country from which the employee was recruited upon the end of employment if requested by the employee, unless: (1) exempted from the requirement to provide or pay for such return transportation by USAID under this award; or (2) the employee is a victim of human trafficking seeking victim services or legal redress in the country of employment or a witness in a human trafficking enforcement action; (c) Soliciting a person for the purpose of employment, or offering employment, by means of materially false or fraudulent pretenses, representations, or promises regarding that employment; (d) Charging employees recruitment fees; or (e) Providing or arranging housing that fails to meet the host country housing and safety standards. For Purposes of this provision, “employee” means an individual who is engaged in the performance of this award as a direct employee, consultant, or volunteer of the recipient or any subrecipient.
  2. Labor Laws – The Offeror certifies that it is in compliance with all applicable labor laws.
  1. Employee Compliance – The Offeror warrants that it will require all employees, entities and individuals providing services in connection with the performance of a World Learning Inc. contract to comply with the provisions of the resulting contract and with all Federal, State, and local laws and regulations in connection with the work associated therein.
  2. Mandatory Disclosures - Consistent with 2 CFR §200.113 Contractors must disclose, in a timely manner, in writing to the USAID Office of the Inspector General and to World Learning all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Disclosures must be sent to: U.S. Agency for International Development, Office of the Inspector General, P.O. Box 657, Washington, DC 20044-0657; Phone: 1-800-230-6539 or 202-712-1023; Email: ig.hotline@usaid.gov; URL https://oig.usaid.gov/content/usaid-contractor-reporting-form. Failure to make required disclosures can result in any of the remedies described in 2 CFR §200.338 Remedies for noncompliance, including suspension or debarment (See 2 CFR 180, 2 CFR 780 and 31 U.S.C. 3321).

About the Organization

Why World Learning

Eighty years ago, a group of young Americans sailed to Germany on a cultural exchange program. They returned home with lifelong friendships, a broader understanding of the world, and the ability to empathize with people from other cultures. This was the beginning of The Experiment in International Living. It was also the beginning of World Learning.

The Experiment in International Living is still a vibrant part of World Learning today. But as global needs have grown, World Learning has grown too. Today World Learning operates the SIT graduate school, study abroad programs, and leads international development and civic activism programs throughout the world.

In 60 countries with an annual budget of $145 million, World Learning empowers people and strengthens institutions that help people learn, grow, and thrive.

Nobel Peace Prize winners and heads of parliament have earned master’s degrees at our School of International Training. College students spend a semester abroad in our Study Abroad program. Judges, police officers and other community leaders hone their skills through our international exchanges. Activists in Myanmar learn community organizing through our international development program.

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