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TERMS OF REFERENCE FOR DESIGN AND MAINTENANCE OF EANN WEBSITE
Background
The Eastern Africa Nationality Network (EANN) is a coalition of civil society organizations and individuals working to eliminate statelessness and promote nationality rights in the Eastern Africa region. Established in 2022, the EANN fosters collaboration among members, conducts joint advocacy, raises awareness, and builds regional capacity to prevent and resolve statelessness. Its goals include reinforcing solidarity among partners and increasing visibility and resources for nationality rights.
Key Objectives
The primary objective of this project is to design and launch a modern and interactive website
for EANN.
The new website should:
- Have exemplary user experience and accessibility for a diverse range of stakeholders.
- Clearly showcase the networks’ mission, values, programs/thematic areas, and impact through engaging content and multimedia.
- Provide up-to-date information on nationality rights, articles, events, reports, press releases, publications, and resources.
- Incorporate a user-friendly content management system (CMS) to allow easy updating and maintenance by EANN staff.
- Ensure responsive design for optimal viewing across various devices and screen sizes.
Scope of Work
The Developer will be responsible for the following tasks:
- Conducting a comprehensive assessment of EANN’s requirements and objectives for website design/development.
- Develop a detailed project plan and timeline for the website development process.
- Design an intuitive and visually appealing website layout, considering EANN’s branding and identity.
- Implement the website using modern web technologies and ensure compatibility with popular web browsers like Google Chrome, Mozilla Firefox, Safari, Microsoft Edge, among others
- Integrate a user-friendly CMS that allows EANN’s staff to manage and update content efficiently.
- Create interactive features, such as forms, search functionalities, event calendars, and multimedia galleries.
- Implement necessary security measures to safeguard user data and protect against cyber threats.
- Provide training EANN’s staff on using the CMS and managing website content.
Deliverables
NOTE: DOMAIN NAME IS ALREADY RESERVED
- Front-end and back-end development: Develop a fully functional and responsive website, including the implementation of interactive features, multimedia elements, forms, and search functionalities. The website should be compatible with popular web browsers.
- Content Management System (CMS) integration: Integrate a user-friendly CMS, that empowers EANN staff to easily manage and update website content, including text, images, videos, and documents.
- Staff training: Provide comprehensive training sessions and user guides for EANN staff, enabling them to effectively use the CMS, manage content, and make updates independently.
- Detailed user-manual: Develop a detailed user manual that provides clear and comprehensive instructions on how to navigate and utilize the website effectively.
This manual should cover a wide range of topics, including registration processes, content uploading guidelines, interactive features usage, and troubleshooting common issues. - Search Engine Optimization (SEO): Optimize the website’s structure and content for better search engine visibility and ranking.
- Backup and recovery: Establish a reliable backup and recovery system to ensure data integrity and facilitate restoration in case of any unforeseen data loss.
- Security measures: Implement robust security measures to protect user data, prevent unauthorized access, and safeguard against potential cyber threats.
- Analytics integration: Integrate website analytics tools to monitor user engagement, traffic patterns, and other key performance metrics.
- Post-development support: the developer will provide support for a specified period after the current website is designed to ensure full and effective implementation.
- Digital inclusion: Ensure web accessibility to everyone, including the visually impaired.
- Closeout report: Upon completion of the tasks, submit a thorough closeout report that encapsulates the entire project’s lifecycle, including its initiation, planning, execution, and completion phases. This report should encompass a detailed overview of the objectives achieved, challenges encountered, strategies employed to overcome them, financial summaries, and a reflection on the project’s overall performance.
Timeline and Duration
The process of building the website will be completed within a maximum of 30 days starting from the date of contract signing between Haki Centre Organization (HCO) and the developer. The developer is expected to provide a comprehensive one-month work plan outlining precise timelines for deliverables.
Qualifications and Experience
The preferred developer should showcase expertise, backed by prior experience, and furnish recent assignment examples along with references pertaining to the execution of analogous tasks, in the following manner:
- Prior experience in crafting visually captivating and user-friendly websites for an NGO engaged in advocacy work.
- Proficiency and pertinent background in utilizing various Content Management Systems (CMS) such as WordPress, Drupal, and PageFlow Next for the development of database-driven websites.
- Possess an extensive understanding of contemporary web development technologies and design tools within the industry, as well as a grasp of emerging software, web programming languages, and related programs.
- Demonstrate a strong command of the latest trends in user interface design, encompassing prominent websites, online video publishing, animation, and social media networking.
- Exhibit the capability to conceive and create an innovative and visually captivating design that befits an organization of international prominence.
Submission of Proposals
- Technical Proposal: This will include, but is not confined to, outlining the methodology, detailing the work plan, providing references, and offering hyperlinked samples of previous work within the last two years.
- Financial proposal: Prospective candidates should present their financial proposal, which should clearly encompass all costs associated with the execution of the responsibilities. The currency should be in Kenyan shillings.
- References: Provide the contact information for the three most recent references, accompanied by a concise outline of the contracted tasks.
How To Submit Proposals
All proposals must be electronically submitted in PDF format to procurement@hakicentre.org indicating the title “EANN Website Designing and Maintenance” in the email subject line. The proposal package should consist of the following components:
- Letters expressing interest.
- A comprehensive technical proposal.
- A detailed financial proposal.
- A list of references with no more than a 24-month time frame.
Interested consultant(s) are requested to submit their bid documents by Friday, 1st October 2025.
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