TERMS OF REFERENCE National Institutional Consultancy UNICEF IN TURKEY

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1 TERMS OF REFERENCE National Institutional Consultancy UNICEF IN TURKEY INCLUSIVE ECE FOR CWD PROJECT: WEB DEVELOPMENT AND DESIGN Ref: RFP-TURA EDU/TURA/2018-D Programme/Activity Work Plan Code and Title: Ministry of National Education & UNICEF Education Programme Rolling Work Plan (RWP)1 (Output 1.B. Quality Inclusive Education 3-17, Activity 7). I. BACKGROUND UNICEF, in collaboration with the Ministry of National Education (MoNE), has been implementing the Inclusive Early Childhood Education for Children with Disabilities (IECE for CwD) project. The aim of the project is to contribute to the social inclusion of CwD into social life in Turkey through their participation in quality inclusive early childhood education. The project will also facilitate the employment and access of CwD to economic and social life in the long term. The main objectives of this project are to increase access of CwD (ages 3 to 7) to early childhood education programmes and grade one via the provision of quality inclusive education, by increasing the awareness of families and caregivers of CwD (ages 3 to 7) about inclusive education rights and opportunities, as well as the awareness of decision makers, families and caregivers of children without disabilities about the rights of CwD on quality inclusive education. This project involves the development and design of a project website which will be used by all stakeholders during the project period. This website will support the implementation of the IECE for CwD project. The website might be used as a portal to train all educational personnel for the implementation of inclusive ECE and it will provide families and caregivers with information that might be helpful in supporting their children at home. It might also be used as an advocacy tool to raise awareness and motivate change in relation to both the image that people have of CwD and the image that CwD have of themselves to ensure that CwD are treated with equity in the education sector as well as in all aspects of civil society. The website will be managed and shaped jointly by UNICEF and MoNE Technical Assistance Team members whowill use it to publish a wide range of communications and training materials related to the IECE for CwD project. II. PURPOSE OF CONSULANCY The selected institutional consultant will lead the installation of the website application and the configuration of the website in cooperation with the MoNE, UNICEF in Turkey and the institutional consultant that is contracted to develop visibility materials for the IECE for CwD project. The main responsibility of the consultant is to make sure that all rules and regulations of UNICEF and MoNE are applied to the phase of web development and design. The consultant will be provided with the [1]

2 relevant visual materials, graphics and other additional supporting resources throughout the website implementation process. III. SCOPE OF WORK The selected institutional consultant is expected to develop and design the IECE for CwD project website. Below are the areas of work that the institutional consultant is expected to complete in line with the agreed upon work calendar (see Table 1): a. Liaise with relevant stakeholders to understand users needs and identify corresponding user interface requirements, workflows, and functionalities. b. Make the graphics of IECE for CwD Project tools and materials web ready in collaboration with MoNE and UNICEF staff c. Create wireframes, storyboards and prototypes to propose options for implementation. Propose several design options for the IECE for CwD Project website for MoNE s review and approval. d. Develop corresponding user interface components (web templates, style sheets, scripts, images, etc.) as needed. e. Design the website structure, taking into account the requirements of MoNE (i.e., clear catalog and folders for data and page storage; attractive site and page layout; easy to use, update and maintain; flexible navigation and search function; etc.) f. Create a website structure that is highly compatible with the needs of persons with disabilities including but not limited to disability friendly color schemes, button structures, additional tools for people using hearing aid, etc. (Narration when scrolled over with mouse, zoom, etc.) g. Gather informative content for uploading to the web (text, documents, graphics etc.) from MoNE and the C4D Officer working for the IECE for CwD Project. h. Utilize responsive content for the website. i. Admin panel should be utilized to manage the website, upload documents, create and delete user accounts, password reset. j. Front side should be built using HTML, CSS and JavaScript. k. Backend should be built on.net environment and MSSQL. l. Communication between end users and the site must be secure (SSL/TLS). m. The site should be modular in order to provide any extension in case of need such as media streaming. n. The selected institutional consultant should train responsible staff on how to use admin panel. o. Teacher/School Admin log-in to website should be provided through SSO (Single Sign On). p. The website should be fully documented (source code of programming, database design, technical documents and manuals.) All documents should be delivered to the concerned MoNE departments. q. The selected institutional consultant should fix all bugs on the website and make all needed design and content changes on the interface by September r. The source code of the website will belong to UNICEF and to the MoNE. s. The selected institutional consultant will provide Turkey based hosting services for the website. t. The selected institutional consultant will provide 24/7 phone support for the website administrators. [2]

3 u. The selected institutional consultant will be responsible for the maintenance of the site and server during the duration of the project. (May 30, 2020) v. The website developed will be transferred to MoNE web domain at the end of the project and the selected consultant will be responsible for it. w. During the design of the website, its social media integration should be provided. x. Website should be prepared in Turkish and English. Domain names in these languages should be purchased by the consultant. y. Website should incorporate with such world-wide standards as Web 2.0 and W3C. IV. TASKS AND RESPONSIBILITIES The selected institutional consultant will provide the website development and design deliverables that are listed in Table 1. The services that the institutional consultant will provide, include the following: 1. Website development and content management: a. Develop and implement a plan of action for the development and promotion of the project website with specified goals, indicators, approaches, timeline and expected quantitative outcomes; b. Support the implementation of a work flow for the regular update and maintenance of the website, c. Provide inputs and assist in the preparation of new content for the website. 2. Website maintenance: a. Solve trouble-shoot website functions as required; b. Contribute to feasibility studies, systems analysis, development, implementation and evaluation and testing of website improvements and web-based applications; c. Provide user guidance and training support to office staff for web application. 3. Website monitoring and reporting: a. Observe timeline and benchmarks for the website, track and evaluate its usability and performance; b. Provide constant web monitoring to ensure that the website remaining and functioning; c. Monitor online processes and procedures (e.g. content generation, publishing etc.) and provide suggestions for improvement; [3]

4 d. Make recommendations on enhancing and improving functionality of the website based on the data gathered from monitoring reports and analysis. e. Participate in communication meetings as requested by the C4D Officer. f. Respond to all UNICEF inquiries within 3 working days. V. QUALIFICATION AND EXPERTISE The institutional consultant must provide the required services with a team that is proficient in developing and designing websites and has other skills to complete the tasks outlined above. The following points should be taken into consideration when submitting applications for this consultancy service: The institutional consultant must be a legal entity registered in Turkey. The team of the institutional consultant should include one team leader, one graphic designer, one programmer and one web designer. The institutional consultantcy team should include technical experts meeting the following criteria: - One team leader with a degree in social sciences or computer sciences or a relevant field, 3- years of project management - One expert with a degree in computer programming or relevant field, 3- years of relevant work experience in the field of computer programming - One expert with a degree in fine arts or relevant field (preferably graphic design),3- years of relevant work experience in the field of publishing, design, graphics and layout Excellent command of Adobe InDesign, Adobe Acrobat, Adobe Illustrator, Adobe Photoshop, Adobe Premiere, Final Cut Pro and other graphic design software. Knowledge of printing and pre-press processes (both digital and offset printing). Knowledge of drawing, photography, image editing - One expert with a degree in computer science or a relevant field, 3- years of relevant experience in the field of web design. The institutional consultant should have solid knowledge and skills in website security and website hosting services. The institutional consultant should have knowledge and experience in providing website user training. The institutional consultant should have knowledge of the resources necessary for creating a website compatible with the needs of persons with disabilities. [4]

5 The institutional consultant should have a portfolio that demonstrates skills in developing and designing professional websites for projects, institutions and corporations. Previous experience working with an international organization on development issues is an asset. VI. DELIVERABLES AND TENTATIVE WORK CALENDAR All deliverables will be based on the tasks and responsibilities outlined above, but the dates and the details of the deliverables are subject to change. Under the guidance of the UNICEF supervisor, the institutional consultant is expected to provide satisfactory deliverables that include the following: Table 1. Deliverables # DELIVERABLES TARGETED DEADLINE 1 Coordination Meeting Notes May Technical Specifications Table, with ERP and UML graphics (in collaboration with UNICEF and MoNE) Design Mock-ups (Minimum two different design mock-ups shall be presented, including all elements previously submitted to the contractor by UNICEF and MoNE) Coding and Documentation (Documentation of source code of programming, database design, technical documents and manuals will be presented) Testing phase. Up and running web application on the assigned server: - The application should be ready in order to upload the content. - The application should be configured to meet all performance and security requirements. System maintenance and administration training on performance, security, backup and upgrades subjects. Technical support and handover of the website (maintenance, fixation, improvement, etc.) to the MoNE. May 2018 June 2018 June 2018 July 2018 July 2018 August 2018 NOTE: All deliverables as per tasks and responsibilities must be satisfactorily completed and accepted by UNICEF in order to facilitate payment. Please note that all deliverables are subject to several rounds of revisions by the MoNE (project beneficiary) and UNICEF. []

6 VII. LOCATION The tasks described in this ToR are expected to be completed in Ankara, Turkey. VIII. SUPERVISOR Communication for Development (C4D) Officer, Quality Inclusive Education, UNICEF Turkey. IX. PAYMENT SCHEDULE and RESERVATIONS Payment Schedule UNICEF will issue a contract in Turkish Lira (TL). The payment will be made upon the delivery of requested outputs as specified in the contract. Reservations: a. UNICEF reserves the right to terminate the contract without a prior notice and/or withhold all or a portion of payment if performance is unsatisfactory, if the rules and the regulations regarding confidentiality, ethics and procedures of UNICEF and the relevant partners are not followed, if work/outputs are incomplete, not delivered or for failure to meet deadlines. Expected to be brief and to the point, reports produced during the project period will be prepared in Turkish. If necessary, UNICEF will have documents translated into English. The institutional consultant is expected to carry out the same tasks for English versions as well. a. All relevant intellectual property rights in the developed materials, products, documents and associated tools will, upon their development, vest in UNICEF in Turkey and the MoNE in Turkey. UNICEF and MoNE will be free to adapt and modify them in the future. The consultants may not use the data for their own research purposes, not license the data to be used by others, without the written consent of UNICEF. b. The majority ofthe tasks described in this ToR are expected to be carried out in Ankara and the consultants will be responsible for all kinds of relevant administrative and operational expenses such as travel expenses, supplies and equipment, communications, etc. c. Due to possible workshops, trainings and field visits taking place in various provinces outside of Ankara, the travel and accommodation costs in relation to programme activities (including all relevant insurance or any other liability) will be paid by the consultants and these costs will be reimbursed to the consultants by UNICEF on the basis of actual expenditures/invoices. This budget line should be considered when submitting the financial proposal as an incidental budget expense (fixed by UNICEF). [6]

7 X. DURATION OF SERVICE The selected institutional consultant is expected to conduct all work in line with the tasks and responsibilities and deliverables sections of this ToR. The contract will be effective from the date of signing until successful completion of services outlined in this ToR (no later than December 1, 2019).The warranty service and service concerning the design and content changes to the website interface will be limited to the end of project (by May 30, 2020). XI. APPLICATIONS As part of the application package, please complete and submit the technical and financial proposals as they are described in the consultancy advertisement. Technical proposals should be written in English and submitted in the following format in a submission portfolio: 1. Cover Page 2. Table of Contents 3. List of Tables and Figures 4. Abbreviations Used. UNICEF Request for Proposal for Services (RFPS) Form (signed by the applicant) 6. Introduction Profile of the Institution 7. Proposal Description Accessible/Inclusive Design Context Description of Work Packages and Deliverables 8. Work Plan Proposed Web Module Success Indicators Associated Risks & Back-up Plan 9. Qualifications of the Experts CVs of the proposed technical team (please use the standard format provided) Relevant education and professional experience of the proposed technical team members 10. Bibliography 11. Appendices Short descriptions of the relevant work (ongoing and/or completed) of the institutional consultant. Professional references of the institutional consultants (if applicable) 12. Financial Proposal (must be submitted in a separate sealed envelope and please use the standard format provided) * Proposals must be made in accordance with the instructions described in the RFPS form. [7]

8 XII. CRITERIA FOR JUDGING THE PROPOSALS Proposals submitted in response to this call will be evaluated in terms of technical quality and financial offer. Technical quality will be evaluated using the criteria outlined below. Technical Evaluation Criteria Max. Points 1. Proposed Work Plan Accessible / Inclusive Design Context:A brief introduction and overview of the assignment showing knowledge and understanding of the proposed project. 1.2 Presentation of a thorough web module. 1.3 Demonstration of success indicators. 1.4 Demonstration of associated risks & back-up. 2. Web Design Experience Relevant work demonstrating usage of interface components such as web templates, style sheets, scripts, images and videos. 2.2 Relevant work demonstrating a user-friendly website structure such as clear catalogue and folders for data and page storage, attractive site and page layout, flexible navigation and search function, etc User Training Experience Previous works demonstrating an admin panel Previous works with other institutions with relevant training. 4. Qualifications of the Proposed Consultancy Team One team leader with a degree in social sciences or computer sciences or a relevant field and 3- years of project management experience 4.2 One expert with a degree in computer programming or relevant field, 3- years of relevant work experience in the field of computer programming. 4.3 One expert with a degree in fine arts or relevant field (preferably graphic design) and 3- years of relevant work experience in the field of publishing, design, graphics and layout 4.4 One expert with a degree in computer science or relevant field, 3- years of relevant experience in the field of web design. TOTAL TECHNICAL SCORES 70 [8]

9 The financial proposals will be opened for the technical proposals that reach or exceed fifty (0) points out of maximum seventy (70) points. Thirty (30) points will be awarded to the institutional consultant that presented the lowest fee for the services requested. The remaining financial offers will receive proportional points ([lowest bid/bid] x 30 points). The purpose of the evaluation of the Consultants Financial Proposals is to verify that the costs itemized in the financial proposals adequately cover the services offered in the Institutional Consultants Technical Proposals. [9]