Tender: Website maintenance and review services for the Conflict Sensitivity Resource Facility (CSRF),and the Conflict Sensitivity Facility (CSF)

Title of consultancy

Maintenance of the CSF and CSRF websites (including potential re-design of the CSRF website)

Type of contract

Fixed-Term Consultancy

Location

Any – Remote consultancy

Closing date for applications

16 August 2023, 23:59

Saferworld is an independent not-for-profit international organisation working to prevent violent conflict and build safer lives – working in countries and territories across Africa, Asia and the Middle East. We work in solidarity with people affected by conflict to improve their safety and sense of security, and conduct wider research and analysis. We use this evidence and learning to improve local, national and international policies and practices that can help build lasting peace. Our priority is people – we believe in a world where everyone can lead peaceful, fulfilling lives, free from fear and insecurity.

Summary

This tender is for a consultancy taking place from 1 September 2023 (or as soon as possible thereafter) until 31 August 2024. The Consultant will be responsible for:

• maintaining the CSF and CSRF websites,
• supporting the development of new website areas (themes, functions etc.),
• making changes to existing website areas, if necessary,
• delivering new design updates,
• and supporting the collection of analytics.

Depending on budget availability, the consultant may also be responsible for a review and more substantive re-branding and re-design of the CSRF website.

Background

Saferworld is looking for website services to maintain the CSF and CSRF websites, and possibly to review and refresh the CSRF website.

Conflict sensitivity is an approach that seeks to maximise the positive impacts of humanitarian and development initiatives for peace, whilst avoiding harm. Established in 2016 and hosted by Saferworld, the Conflict Sensitivity Resource Facility (CSRF) in South Sudan supports the integration of conflict sensitivity into donors’ and other aid actors’ strategies, policies, and programmes. The Facility is hosted by Saferworld and implemented in partnership with swisspeace; both organisations provide technical support to the Facility team. The CSRF website is in English and is an important source for contextual analysis on South Sudan, aiming to enhance aid actors’ understanding of the context and serve as a platform for the CSRF to raise awareness about its activities. The CSRF website was launched in 2016 and, in the long-run, will likely require some design updates in line with the CSRF’s branding and outreach strategy.

The Conflict Sensitivity Facility (CSF) in Sudan was established in 2021 and is also hosted by Saferworld. Like the CSRF, the CSF supports aid actors in Sudan to adopt more conflict-sensitive practices in their work to ensure they avoid unintentionally feeding conflict and maximising their potential contributions to peace. The CSF website was more recently designed than the CSRF website but is also likely to require some minor design updates in line with the CSF’s programme adjustment following the eruption of conflict in Sudan in April 2023. The CSF website is available in English and Arabic.

Overall, the websites aim to boost awareness of conflict sensitivity and the facilities among aid practitioners and donors; to improve their access to resources, trainings and other support to promote uptake of more conflict-sensitive approaches; and to create and inspire community discussion around key conflict sensitivity issues. The two websites aim to achieve this through the following:

Clear communication of facility identity and purpose:

• • Improved branding awareness; – Transparency of ownership and funding; – Facilitate access to greater understanding of ‘conflict sensitivity’ and why it is important for the aid sector.
• Audience engagement:
  • Subscribe to the mailing lists;
  • Read and consider blog content;
  • Follow both facilities on social media channels;
  • Learn about upcoming events and trainings conducting by the facilities.
• Facilitate access to information and training:
  • View or download documents on key issues to enhance their understanding of the contexts and conflict sensitivity issues via online library;
  • Access online training modules (via CSF website);
  • View and access information via interactive map (‘county profiles’ via CSRF website)
• Required services/Scope of work

The scope of the work includes three main components:

1. Ensure ongoing maintenance, technical support, and security for the CSF and CSRF websites for 12 months:
   1. Fix any emergency WordPress, plugin or theme issues;
   2. Implement the necessary security updates to all sites in a timely manner and without effect on site functionality; ensure the site continues to be secure as new exploits and bugs are discovered; run external scans of the website to detect malicious codes insertion; regular back-ups of the website;
   3. Creation of bespoke monthly analytics for the site overall (including Google studio portal and automatic monthly report containing page views and user info);
   4. Creation of bespoke monthly analytics for online training courses featured on the websites (including participant data, course completion rates, survey feedback);
   5. Refresher training for client team on content management for WordPress and any other content management or analytic tools;
   6. Recommendations on hosting arrangements.
2. Support to minor revisions and content management for CSRF and CSF websites:
   1. Completion of minor revisions of CSF website and CSRF websites (e.g. adjusting formatting, addition of toolbars/banners, removing the Covid-19 guidance from the CSRF website, updating maps used for country profiles on the CSRF website)
3. Potential review and refresh for CSRF website (TBC pending cost & budget availability):
   1. Branding update for CSRF website (e.g. development of adapted colour palette and new logo; integration of new branding into existing website);
   2. Review and refresh for website design (e.g. review and restructure of the home page; review of user journeys; restructure of menu toolbar);
   3. Support updates to website functionality (e.g. research repository to ensure proper functioning of search tool and accessibility of content);
   4. Two rounds of feedback on mock-ups and two rounds of feedback on designs prior to soft launch;
   5. Additional round of feedback between soft and hard launch.

Location of work

The consultancy will mostly likely be conducted remotely, working closely with the CSRF team in South Sudan and the CSF team in Sudan, as well as the Saferworld team in London and consortium partners, swisspeace, in Basel.

Timeframe

The overall consultancy will start on 1 September 2023 (or as soon as possible thereafter) and run until 31 August 2024, at which time the contract will be reviewed and renewed (subject to performance and availability of funds).

Remuneration

Payment will be made on a fixed/lump sum basis for regular maintenance/tech services under component 1. Given the variable scope of components 2 and 3, it is suggested that payment be on an hourly/daily basis following satisfactory delivery of relevant outputs.

The Consultant will also be compensated for any expenses associated with conducting the task, each expense being subject to explicit prior approval. Additional compensation will not be provided for costs related to telephonic or internet communication.

Confidentiality and authorship

Saferworld will have exclusive ownership of the online websites and its contents.

Person specification

• Proven experience in developing, maintaining and designing websites
• Proven experience in enhanced cyber security
• Fluency in English
• Fluency in Arabic (desirable)
• Proven experience in development of new branding and guidance (desirable)

Interested potential consultants should submit an application including:

1. An Expression of Interest in the form of a letter (1 page max) outlining their motivation, relevant experience and suitability for the consultancy;
2. A proposal (2 pages max) in line with the objective of this project clearly stating process and outputs;
3. Examples of a previous work in line with this assignment, including maintenance and design experience;
4. Curriculum Vitae;
5. Proposed budget broken down for each of the components above as follows, including a clear explanation of how work is proposed to be charged:
   1. Ongoing maintenance for CSRF and CSF websites: Proposed level of effort (number of consulting days required to complete the task), timeline and budget (including fees expressed as a daily rate), and response time when issues arise;
   2. Support to minor revisions and content management for CSRF and CSF websites: An hourly/daily fee rate for an optional call-down framework contract for changes to an average of 3 pages per quarter;
   3. Wider review and redesign of CSRF website: Proposed level of effort (number of consulting days required to completed the task), assumptions underpinning this proposed level of effort, and an hourly/daily fee rate for an optional call-down framework contract to complete this work pending finalisation of the scope of work.
6. Names and contact details of two professional references.

All costs must be included in the tender offer. The costs are to be specified in pound sterling, excluding VAT. If VAT is applicable, indicate the VAT % to be charged separately (i.e. not included in the price of services). Costs associated with the preparation of the tender will not be reimbursed.

All tender offers must be valid for a minimum of 90 days from the tender submission deadline date.

Tender analysis and submission

The tenders will be evaluated by a tender committee and several factors will be considered when analysing suitable tenders, including:

• Tender documents
• Understanding of Saferworld’s requirements.
• Proposed implementation plan, timeline and price for the maintenance of the CSF and CSRF websites, including the response time to fix arising issues.
• Daily rate/hourly rate to support on minor revisions of the CSF and CSRF websites.
• Daily rate/hourly rate and proposed design, implementation plan, timeline and price of the CSRF website refresh.
• Proposed consultant’s or company’s expertise and fulfilling of language requirements.

At the discretion of Saferworld, selected vendors may be invited to supply additional information on the contents of their proposal during the evaluation period. If no suitable tender is identified, the invitation for tender may be reopened and advertised on a broader level. Upon identification of the preferred tender, the selected vendor will meet Saferworld to finalise the requirements and agree on contract terms.