www.pollicy.

org

info@pollicy.org

7 Kulubya Close, Bugolobi

+256 755 634 876

Terms of Reference: Development of Pollicy Website

Pollicy is inviting applications from reputable and qualified companies/agencies,

with a track record of success in developing world-class, dynamic, and
responsive design websites, to develop a new website to replace our current
one. The website and accompanying social media will attract and deepen
engagement with a wide variety of audiences and stakeholders, including
Government, data, and technology enthusiasts i.e. technologists, data
scientists, creatives, and academics, international clients, media, and businesses
and entrepreneurs across Africa and beyond in a range of sectors.

Description of the services and Scope of work

The vendor will design the website for Pollicy by providing the design and
programming services listed in the scope, roles, and responsibilities in a
professional and timely manner. All programming and documentation
will comply with standards currently employed and exhibited by the owner.
The website development and design company/agency will be expected to
undertake the following tasks:

1. Facilitate and develop a creative brief (two-pager) with the Pollicy team
that defines the scope, wireframe, functionality, and timelines of a new
website that is fit for purpose for a group of technologists, data scientists,
creatives, and academics looking to innovate government service
delivery across Africa.

2. Web design and development–project management, design (Look and

Feel of pages include blog section/ development of custom WordPress
CMS, (HTML, CSS, jQuery), and develop a dynamic, responsive and
world-class website capturing the latest trends for website presentations
such as strong Search Engine Optimization (SEO), Social Media
Tagging and which is compatible and easily accessible to most common
devices browsers i.e. testing and optimisation (laptops including all
browsers, mobiles, tablets, different desktop experiences, and other
handheld devices;

3. Advanced Database Integration with a Content Management System

(CMS) - based on the best user-friendly tools;
4. Integrate an effective search function on the website especially in
relation to our data, research, and knowledge work;

5. Review current website hosting and recommend enhancements or

change to host a new website;

6. Following our internal appraisal process, install the website on the

hosting (Bluehost) location, and transfer all archived content from the
current Pollicy website into the new website (images, text, embedded
video, PDFs, HTML, photo albums, etc.);

7. Configure website hosting with relevant security certificates & panel

access;

8. Develop the website in a way that enables the Pollicy communication

team to manage its content. This includes the handover of admin rights
to the Pollicy team (multiple admins) enabling the Pollicy communication
team to change all content autonomously.

9. Support Pollicy communication team to write and develop content

including photos animations etc. for the new Pollicy website per the
Pollicy brand guild;

10. Provide support for 1 year after the go-live date of the website with the
possibility of a renewal of support contract based on performance;

11. Knowledge transfer–provide training to select Pollicy team on management

of the website, updating of content sections;

12. A mock-up of the website for review and any adjustments before the
commencement of the assignment.

Pollicy’s Roles and Responsibilities

As per this assignment, the Contractor (Pollicy) will;

Provide the developer with content to be put up on the website.
Review the website design or content developed by the designer
Give guidance to the designer where it is due.
Make sure payments are done on time.

Required Skills and Experience

The vendor should demonstrate and provide examples of previous experience

in the performance of similar services as follows:
1. Be a reputable firm with at least 5 years of prior experience designing
visually appealing and navigation friendly web sites;

2. Familiarity and relevant experience in using different Content Management

Systems (CMS) to develop database-driven websites;

3. Have a deep knowledge of current web development technologies and

design tools in the field, and new software and other web programming
languages and programs including the use of HTML, XHTML, CSS,
XML, XSLT, PHP, MYSQL, Java;

4. Have excellent knowledge of recent trends in user interface design,

flagship web sites, including online video publishing, animation, social
media networking and building wordpress based websites;

5. Demonstrate the ability to create an innovative and visually appealing

design that is appropriate to the client and audiences;

6. Ability to produce compelling written and visual digital content for

newly launched websites and digital platforms; and

7. Experience in project managing website development projects and

facilitating organizational input to deliver on time and within budget.

Application Submissions

Interested vendors should submit the following documents/information to

demonstrate their qualifications:
Cover letter and brief plan.

References: Contact details of 3 references;

Financial Proposal: Applicants are requested to submit their financial

proposals. The financial proposal shall specify the fee in UGX and shall
cover all expenditures including consultancy fees and any other
relevant expenses related to the performance of services.

Portfolio: applicants are requested to submit screenshots and links to

websites developed and designed (particularly in Africa) to
demonstrate the experiences required by these Terms of Reference.

Submit your application to info@pollicy.org by 16th October 2020.

Duration of Assignment

Website development and design shall take a maximum of three (3) months
from the day of signing of the contract between Pollicy and the vendor. We
will require the vendor to submit a detailed work plan with clear timelines on
deliverables.

Evaluation / Selection Criteria

We will evaluate submissions in consideration of the following evaluation

criteria: Evaluation Criteria–a total of 100 points.
Evidence of high-quality work in UI design, digital branding, content
messaging, and functionality as presented through the firm's portfolio
[30 points];

Experience and qualifications of the team proposed to deliver the work

by the company. We will base this part of the evaluation on the CVs of
the individuals comprising the team that need to be shared by the firm
in their cover letter and links and/or screenshots of past work
[20 points];

Capacity to project manage and deliver the objectives of the

assignment based on the deadlines provided in this document [10];

Experience working with international development organisations/

companies, especially in research and data field in Africa [10 points];

Financial offer [30 points];

In order to qualify for further consideration, the vendors must accomplish a

minimum score of 70 percent in the technical offer.

Disclaimer

Pollicy reserves the right to determine the structure of the process, the number
of short-listed participants, the right to withdraw from the proposal process,
the right to change this timetable at any time without notice, and reserves the
right to withdraw this tender at any time, without prior notice and without
liability to compensate and/or reimburse any party.