Terms of Reference (TORs)

 (ToR’s /Tender Ref #DF /Pak-1102/IFT18)

Lot # 1:

Development of online Project Information & management portal & upgradation of Doaba Foundation Website

Lot # 2:

Upgradation of existing server (hardware) and financial information systems (FIS) for Doaba Foundation

1.Background:

Doaba Foundation is a non-governmental organization (NGO) and working with the vision of "Disaster-prone communities becoming self-reliant in pursuit of their common interests." The foundation aims to bolster its project management capabilities by introducing a robust project information and management portal, Upgradation of Website, Existing server and Financial Information Systems. The organization is inviting proposals from experienced IT consulting firms and individuals’ experts to design, develop, and deliver relevant lots in timely and qualitative manners.

2.Objectives:

1.The main objectives of this assignment for lot # 1 are:

1.1  Design, Develop and functionality of online project information and management portal to improve data security and access control measure

1.2  Streamlining project planning and tracking through enhanced collaboration and communication among project teams

1.3  Upgrade the existing website to improve its security, functionality, aesthetics, and user experience.

2.The main objectives of this assignment for lot # 2 are:

2.1 Enhance the performance and security of the existing server infrastructure.

2.2 Upgradation of existing Financial Information System (FIS)

3.Scope of Work

The selected IT consulting firms and individuals’ experts are expected to:

Lot #01

Project Information and management portal:

• Conduct a thorough needs analysis on the bases on available online and offline practices to grasp organizational requirements comprehensively.
• Design and develop a user-friendly Online Project Information & Management Portal.
• Develop inclusive features and tools encompassing project planning, task management, document sharing, Beneficiary Data, and reporting.
• Provide integrated solutions portal with existing systems and tools utilized by the organization.
• Ensure the portal's scalability, security, and compliance with relevant regulations
• Conduct training sessions for end-users and administrators.
• Provide use guide/ operational manual for system function, maintenance and support.

Website upgradation:

• Redesign the website to ensure an inclusive (assessable), modern and responsive layout.
• Implement improved navigation and user interface elements with new addition.
• Integrate multimedia content (images, videos, social media) to enhance user engagement.
• Integration of Emails with website domain
• Optimize the website for search engines (SEO) to increase visibility.

Lot#02

Server upgradation

• Assess the current server infrastructure and recommend necessary upgrades.
• Provide solution to enhance and improve speed, reliability, efficiency and security of the existing server.
• Conduct regular maintenance and updates to ensure optimal performance.
• Purchase Server and Domain Security Validation Certificates SSL/TLS.
• Server Side & Base Networks protection/Security of “IPS/IDS” Antivirus, Firewall.

FIS upgradation

• Conducting a comprehensive assessment of the current Financial Information System
• Improve the functionality of FIS
• Strengthen data security and access controls
• Ensure compliance with relevant financial regulations and reporting standards

4. Deliverables

The consultant(s)/Firm is expected to deliver the following:

Lot #01

Project Information and management portal:

      I.        Documentation (user guide) regarding portal design, architecture and features.

    II.        A fully functional Online Project Information & Management Portal meeting the specified requirements.

   III.        Provide user guide/ operational manuals and training materials for administrators and end-users.

  IV.        Conduct Training for user

    V.        A post-implementation support plan.

  VI.        Source code and all software files will be handed over after completion to the purchaser.

Website upgradation:

      I.        Redesigned website with improved layout and enhanced user experience

    II.        User Guide/ operational manual of website features and content management procedures

   III.        SEO optimization report and recommendations

Lot#02

Server upgradation

      I.        Upgraded server with improved speed, reliability, and security and Operating system windows server 2016, 64 bit enterprise edition.

FIS upgradation

      I.        Develop and upgrade modules for core Assets, Taxation and procurement, EOBI in FIS

    II.        Functional, secure and upgraded FIS with Assets, Taxation, EOBI and procurement modules

5.Consultancy Timeframe

The assignment must be concluded within 30 working days of commencement. The selected IT consulting firms and individuals’ experts will closely collaborate with Doaba Foundation's management team and strictly adhere to the agreed-upon schedule.

6.Eligibility Criteria

Interested consultants/firms should possess:

1. IT consulting firms and individuals’ experts with relevant qualification
2. Proven experience in developing and implementing project management portals, Websites, FIS and server establishment.
3. Expertise in relevant technologies, frameworks, and security protocols.
4. Capability to integrate with third-party systems.
5. Successful completion of similar projects.

7.Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

• Technical expertise and experience and relevant qualification
• Proposed methodology and approach
• Cost-effectiveness and timeliness
• References and past performance (evidence)
• Compliance with the Terms of Reference (ToR)

8.Proposal Requirements

• Duley singed and stamped cover letter
• Profile of the applying IT consulting firms and individuals’ experts, Personal details with profiles.
• Technical and financial proposals as outlined in below paragraph
• Experience and evidence for the same delivers and assignments
• Work breaks down structure (tentative), The final Work break down structure will be developed in consultation with Doaba officials at time of agreement.

9.Financial and Technical Proposal Submission

Interested IT consulting firms and individuals’ experts are encouraged to submit a detailed technical proposal outlining their understanding of the assignment, proposed methodology, work breakdown structure, team composition with qualification profile and relevant experience.

The Financial proposal should include the deliverable, timelines, total proposed budget and applicable taxes as per law of the land.

The proposal should be submitted to Doaba Foundation at Multan office by 08 January 2024 by not later than 01:00 PM on following address.

Doaba Foundation office: House No 2, New Model Town colony, Near Daewoo cargo center, Model town Multan.

• All the interested consultant/ consulting firms can apply for one or both lots.

10.Declaimer:

• The organization reserves the right to reject any or all proposals what so ever reasons.  
• We encourage to apply the organizations or individuation experts with disabilities.

11.Selection Criteria: