TERMS OF REFERENCE

Call for Consultancy to Design & Maintenance the Hub Website For Our Voices Our Choices (OVOC) Project

1. Project Background

Our Voices Our Choices: Women and Youth for Democratic Civic Space (OVOC) Project, funded by the European Commission (EC), is being implemented in 3 countries (Bangladesh, Nepal, Thailand, together

with regional outreach with Plan’s Asia Pacific regional team (APAC)). The OVOC Project is a partnership between Plan International (Plan) and four Co-applicant CSOs: Article 19, the Feminist Dalit Organization (FEDO), Phayao Youth News Agency (PYNA), and Thailand Youth Institute (TYI).

The overall objective of the Project is: to support and empower civil society in protecting and promoting democracy, human rights and fundamental freedoms worldwide. This is to ensure that young people and especially women and girls in target communities in Bangladesh, Nepal and Thailand (also the broader Asian region) enjoy fundamental human rights and are actively engaged in improving their lives and communities through inclusive, effective, pluralistic and representative civic participation with a focus on inclusive civic space.

One of the OVOC specific objectives is: to enhance inclusive civic action through co-creation of a multi- country resource Hub that facilitates the enlargement of civic, democratic and civil society space.

To realize the OVOC specific objective of the aforementioned Hub, Plan International will call for consultancy to design and maintenance the Hub Website following the needs and outcome of the Hub Steering Committee Meeting.

The Hub website will allow safe and secure engagement for women and youth-led CSOs across three implementing countries that enables them to exchange information, co-learning and advocate for Human Rights, and Civic Space to take collective action.

2. Objectives of the assignment

The objectives of the assignment are:

1. 1. To design a dynamic and responsive website, which English is the main language with multi-lingual automatic translation (Bengali, Nepali, and Thai).
   2. To train members of the Hub Steering Committee, and OVOC project staff on how to use, update and administrate the website.
   3. To provide admin and technical support for website maintenance.

3. Scope of the assignment

The consultancy will work closely with the Hub Coordinator team, in consultation with the Hub Steering Committee to achieve the deliverables under section 4. The consultancy is expected to employ relevant innovative measures to deliver a secure interactive website that is mobile-friendly, user-friendly, and equip with automatic language translation (Bengali, Nepali, Thai).

Description of the assignment

1. The Consultant(s)/ Consultancy agency is expected to:
2. Present a proposed plan for website design, and maintenance;
3. Suggest and implement technical security for the interactive website;
4. Suggest and implement automatic language translation for English, Bengali, Nepali, and Thai;
5. Suggest and implement a user-friendly (e.g. Content Management System (CMS);
6. Suggest and implement methods to screen sensitive/violence wording and pictures;
7. Suggest and implement security licenses/methods to be used for the Hub website;

8. Develop a wireframe and at least 2 prototypes for the website that reflects Plan International and EU brand clearly and compellingly;
9. Adjust the website prototype, demo, and brand deliverables based on feedback;
10. Implement a valid HTTPS certificate on the Hub website;
11. Develop a user guide for the website, complete with the most common troubleshooting guidelines;
12. Conduct virtual training (English) for Hub Steering Committee and OVOC Project Staff (around 30 – 35 participants) on how to use & manage the Hub website;
13. Provide admin and technical support for 10 months website maintenance;
14. Provide website domain hosting for 5 years.

Responsibilities

The Consultant(s)/ Consultancy Agency

1. Prepare and submit a technical and financial proposal
2. If successfully selected, prepare an inception report detailing the plan for preparation, execution, and completion of the website
3. Design the website
4. Prepare a user guide and training manual
5. Deliver virtual training (English) on website usage with close liaison with the Hub Coordinator team
6. Website maintenance for 10 months
7. Provide website domain hosting for 5 years

Some of the expected features of the Hub website are:

4. Timeline and deliverables

*The consultancy will be responsible to register Hub Website domain within 15 days after the signed contract

Deliverables by the consultancy

The assignment will be spread over three phases as follows:

5. Focal Point

The Hub Coordinator team will serve as the focal point for this consultancy and will provide the relevant information and any support required for the assignment.

6. Qualifications, Background and Experience

Plan International Thailand requires a high level of technical/professional expertise and creativity. The successful consultant(s)/ consultancy agency should demonstrate relevant experience of website design, training users and maintenance. Preference will be given to the consultant(s)/ consultancy agency with sufficient experience in developing interactive website involving multi-lingual audiences, ensuring secure access, and ability to support on website maintenance.

The successful consultant(s)/ consultancy agency is required to have the following qualifications:

1. Portfolio of the past successful examples of web design relevant under this consultancy that they have directly designed.
2. Experience developing interactive websites that ensure safe and secure user-engagement.
3. Fluency in spoken and written English is essential and necessary.
4. Capacity to develop user guide, and deliver training.
5. Capacity to support in maintaining the website during implementation.

7. Child and Young People Safeguarding Policy

The firm/organization/individual shall comply with the Code of Conduct and Child and Young People Safeguarding of Plan International. Any violation/deviation is in complying with Plan International Child and Young People Safeguarding policy will result in termination of the agreement. Orientation on relevant policy will be arranged for the selected consultant(s), and the consultant(s) have to sign the Acknowledge form of the relevant policy.