Background

As many as 13 UN agencies, funds and programmes comprise the United Nations in Armenia. The Heads of Agencies form the UN Country Team (UNCT), chaired by the UN Resident Coordinator (UNRC), who is responsible for the collective work of the agencies at the country level. The UN Resident Coordinator’s Office (UN RCO) supports the work of the UNRC and implementation of the UNCT work plan.

The collective work of the UN is facilitated through a number of inter-agency teams. The UN RCO aims to develop an Intranet platform for information sharing and exchange to facilitate the work of the inter-agency teams, the UNCT and the RCO.

Duties and Responsibilities

An Individual contractor will be required to create a web platform ensuring the completion of following tasks within the timeline (listed below with priority):

  • Interactive and appealing (Responsive) web design: Web Designs are very subjective, we expect the hired company to show-case their best elements in delivering a best suited intranet design options.
  • Secured & Authenticated Web Access: Intranet should be secured through SSL Certificate. Access to Intranet to be authenticated. Members in different agencies/different locations/state should be able to access it with ease.
  • Document Management System (DMS): Document upload (any file format) with Description - Who uploaded - Date of upload - File Format etc., creation of new relevant page (if required), Mouse Over description on File Name (compatible to major OS and Browser) image uploaded should be uploaded with mandatory keywords / tags / fields (will be decided later) – for internal Search.
  • Photo & Video Bank:
    Generating auto thumbnail for quick view in the photo gallery;
    With features such as Date/Authors upload for video and audio;
    Create Folders and Sub Folder;
    Share/send via email link and photograph (optional)
     
  • Survey & Poll: Intranet should be able to conduct a survey of around 10 to 20 questions and Polling / voting system should also be available.
  • Event Calendar: Should be visual only for access granted persons and should contain following futures/options:
    Create calendar with edit, manage and delete event(s) functions;
    Create and edit events with ease via drag and drop;
    View calendar in monthly, weekly, daily or list modes;
    Powerful filtering and search event tools;
    Categorize events across calendar via Event Groups;
    Integration with Meeting Room Booking, which should allow to overlay events from meeting rooms on calendar;
    Create events that span a specific time or range of days;
    Manage recurring events with the ability to create and edit individual occurrences.
     
  • UN conference room(s) booking module: Feature list:
    Create booking(s) via an intuitive calendar based interface;
    Full integration with calendar;
    Modify bookings via drag and drop;
    Add notes to each booking including any special meeting requirements, such as responsible party, room set-up, translator equipment reserve and so on.
    Booking notification to be sent out via email to the responsible person and Building Manager when the UN Conference room is booked.
     
  • Level of Access Rights:
    Users with Read temporary permission;
    Users with Read, Write and Delete permission;
    Administrator.
     
  • Search: Basic and Advance Search
  • Member Profile with their snapshot
  • Analysis: Intranet Usage analysis monthly report:
    Who accessed it; What document is uploaded; Frequency of Intranet, pages accessed;
    UN Conference Hall booking statistics  (With other standard Usage Analysis features)

  • Archive: Customized and automated Archival of documents, articles, data, video, discussions, polls, survey etc.
  • Email alerts for members (monthly, customized based on their preference of info/frequency).

The Individual contractor is expected to fulfill the below IT acceptance criteria:

  • All the web design, development and deployment will be done by Individual contractor in consultation with UN RCO and DPI. The deployment includes the setting up of environment and installation of the software to be done by the Individual contractor on the UNRCO approved/provided server (including configure SSL).
  • The Individual contractor will provide Configuration Documentation and Installation Guide, which should clearly state how to manage the website, details of the database, environment and its configuration.

  • The services would be considered to have been delivered when:
    The application Source code is given by the Individual contractor to the UN RCO in a DVD or any secondary device, as advised by the UN RCO.
    The application is installed and all requirements and conditions are met as stated in the IT acceptance criteria and TOR.
    The application with all its features listed as per this TOR is up and running and available on the web.
    The Users training is complete and all the users of the application can operate the system.
    The website design has to follow an interactive development process with the involvement of UN RCO and DPI and changes, up to 15 percent of the current TORs, have to be accommodated as the website concept and design evolves. The Individual contractor should provide alternate home page and sub-page design mocks for final approval by UN RCO Team.

     

Deliverables

The Assignment will be considered complete on:

  • Complete handover, to include presentation and training of the intranet to the UN RCO;
  • Transfer of all user rights to UN RCO;
  • Installation of the final application, which fulfills the IT acceptance criteria;
  • Submission of required documentation is complete, approved and signed along with the complete Source Code successful functioning of the application for 90 days (3 months warranty) with no functionality/troubleshooting and data issues reported.

Project Timeline and Warranty and Remuneration
Proposed timeline: The Individual contractor should provide complete detailed timesheet of individuals involved and time of task delivery. Expected timeline is three months from the signing of contract.
Warranty: Expect and Individual contractor to provide 3 months as warranty and support after troubleshooting period.
Remuneration: Will be done in two phases: a) 80% will be paid upon successful completion of the points:  first three deliverables; b) 20% will be paid upon completion of the last point of the deliverables.

Technology
Preference is to develop the UN in Armenia Intranet either on .NET or PHP. The UN in Armenia Intranet will not be driven by any pre-defined HQ Templates.

Training, Maintenance / Support Period

  • Individual contractor will host the website during the development process for 3 months after the completion. Weekly backup will be provided to UNRCO during this period.
  • Individual contractor will transfer the website to specified web server after completion of development.
  • Individual contractor will provide 3 months maintenance (after 3 months warranty) and technical support for the website, as per the details below:

During 3 months of maintenance, following is expected:

  • Trouble shooting: In case site is down, any link is broken, any functionality not working properly etc.
  • Technical Assistance: In case Website needs to be moved from one server to another.
  • Remote support for assistance in changing/editing/modifying, webpage via call or emails (if at all required).
  • Bug fixes for any existing functionality.
  • Training for User and Administrator, on using the Intranet with specific Manuals for 10 to 15 Users and 5 to 7 Administrators’ in at-least 3 sessions (half a day per session).
  • Technical training will be provided with the technical Administrator manual (with screenshots).
     

Competencies

  • Understanding of, and responsiveness to, UNRCO Armenia Office requirements;
  • Understanding of scope, objectives and completeness of response;
  • Overall concord between UNRCO requirements and the proposal.
  • Quality of the proposed approach and methodology;
  • Quality of proposed implementation plan, i.e. how the bidder will undertake each task, and time-schedules;
  • Risk assessment - recognition of the risks/peripheral problems and methods to prevent and manage risks/peripheral problems.
  • Relevant experience, qualifications, skills and competencies;
  • Professional expertise, knowledge and portfolio of experience with similar projects, contracts, clients.??
     

Required Skills and Experience

 

Education: Advance university degree in Computer Programming or relevant field
Experience: At least five years experience in website development;
Languages: Proficiency in Armenian, good knowledge of technical English is required

 

Submission of Proposal

Individual contractors are requested to structure proposals as follows and provide complete details as indicated:

  • Individual Profile;
  • Understanding of the Scope of Work;
  • Proposed Methodology / Approach and detailed Timeline with Deliverables;
  • Proposed Technology (with justification): please highlight the pros & cons of the technology proposed;
  • Detailed Cost Break-up (Design, Programming, SSL Certificate, Security Audit, Hosting* (* with recurring charges. Example: 1st Year and for next 2 to 5);
  • Sample(s) of similar work-done (please list active web address);
  • Hosting Service (if you provide such services) (optional).

Proposals should not exceed 5-10 pages. Incomplete proposals will be disqualified and not considered for evaluation.

Selection Criteria/ Competencies

Individual consultants will be evaluated based on the following methodology:

Candidates will be evaluated using a cumulative analysis method taking into consideration the combination of the applicants' technical qualifications and experience, and financial proposal.
The contract will be awarded to the individual consultant whose offer has been evaluated and determined as:

Technically responsive/compliant/acceptable to the requirements of the ToR; and
Having received the highest cumulative (technical & financial) score out of below defined technical and financial criteria.

Only candidates obtaining a minimum of 70% (49 points) in the technical evaluation would be considered for financial evaluation.

Technical Criteria - 70% of total evaluation - max. 70 points

Overall Response to the RFQ 15

  • Understanding of, and responsiveness to, UNRCO Armenia Office requirements;
  • Understanding of scope, objectives and completeness of response;
  • Overall concord between UNRCO requirements and the proposal.

Methodology 25

  • Quality of the proposed approach and methodology;
  • Quality of proposed implementation plan, i.e. how the bidder will undertake each task, and time-schedules;
  • Risk assessment - recognition of the risks/peripheral problems and methods to prevent and manage risks/peripheral problems.

Proposed Team / organizational capacity 30

  • Relevant experience, qualifications, skills and competencies;
  • Professional expertise, knowledge and portfolio of experience with similar projects, contracts, clients.

Financial Criteria - 30% of total evaluation - max. 30 points.
The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal.

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:

  • Mandatory submission of UNDP Personal History form P11. A personal CV with list of publications is welcome in addition;
  • Full package, as described in the above point Submission of Proposal

Note: Please note you can upload only one document to this application (scan all documents in one single PDF file to attach).
UNDP Personal History form (P11) required of all applicants.
http://www.undp.org/content/dam/undp/library/corporate/Careers/P11_Personal_history_form.doc.
General Conditions of Contract for ICs is available here:
http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf.