Request For Proposal – GPSNR-RFP-C03-036-Review and support the development of a Central Repository

Webpage design consultancy

Background

At GPSNR, we bring together companies, smallholders, academia and civil society to transform the natural rubber supply chain into a sustainable, equitable and fair one.

Even though it was launched just in 2018, 50% of the world’s natural rubber demand already finds membership in GPSNR. This is only a small reflection of the amount of work that has taken place over the last three years.

Scope

To document important decisions and milestones and ensure institutional memory is well-recorded, GPSNR is seeking a User Interface/User experience consultant to design three web pages that record a timeline, GPSNR’s assurance roadmap and the structure and overview of its working groups.

Core tasks

Working closely with the GPSNR secretariat, the consultant will:

• Create and finalize three web-page mockups (wireframes, prototypes, and corresponding user interface components like templates, stylesheets, scripts, images, etc).
• Include four rounds of feedback for each mockup from the GPSNR secretariat and key stakeholders
• Integrate components in the CMS to allow review and testing, and make corresponding adjustments based on feedback received.
• Liaise with GPSNR’s CRM expert to ensure that the mockups are feasible for the GPSNR website
• Work closely with GPSNR’s Communications Manager on translating content into user oriented design

Terms

• The engagement will take place for a period of six weeks from 15 October to 26nd November 2021. Interim dates for wireframes and approvals will be mutually agreed upon after confirmation.

Necessary Competencies:

• Solid understanding of the concepts of user experience, user interface design principles and conceptual design.
• Expert knowledge in WordPress CMS and Elementor
• Knowledge of Bootstrap, jQuery and AngularJS, HTML, and Elementor Shortcodes
• Knowledge of industry-standard design tools such as Adobe Photoshop, Illustrator and Dreamweaver.
• Knowledge of WordPress Content Management System, particularly with respect to page template design, will be considered an asset.
• Eye for design and attention to detail are essential.

Submission Guidelines:

The following submission guidelines & requirements apply to this Request for Proposal:

• Proposals will only be accepted from individuals or firms with experience relevant to this project.
• Submissions must include
  1) a portfolio of previous work
  2) a paragraph describing how the consultant would approach such a project
  3) a financial proposal with a breakdown of how much each competent of the work would cost.
• Proposals must be signed by a representative that is authorized to commit to the bidder’s company.
• Proposals must be received by 4 October 2021 to be considered. Proposals should be submitted to bani.bains@gpsnr.org and stefano.savi@gpsnr.org for consideration.
• To receive a copy of the draft content, applicants can email bani.bains@gpsnr.org

RFP and Project Timelines

Budget

The Platform is anticipating that a total budget of no more than 6,000 Singapore Dollars (SGD) be allocated to this engagement.

Payment terms shall be:

20% at the signing of the contract

30% at the midpoint date to be agreed upon and memorialized in the contract based on the submitted work plan

50% on delivery of the final report

Evaluation Factors

GPSNR will rate proposals based on the following factors:

• Responsiveness to the requirements set forth in this Request for Proposals
• Relevant past performance / experience and / or any samples of past work
• Cost, including an assessment of total cost of ownership.
• Technical expertise/experience of bidder and the bidder’s staff

GPSNR reserves the right to award to the bidder that presents the best value to GPSNR as determined solely by GPSNR in its absolute discretion.

Introduction & Background
The Global Platform for Sustainable Natural Rubber (GPSNR) is an international, multi-stakeholder, voluntary membership initiative seeking to lead improvements in the socioeconomic and environmental performance of the natural rubber value chain. Members of the platform include rubber products manufacturers, natural rubber suppliers and processors (PPTs), end users, smallholders, and civil society organisations. 

The Manufacturer’s Subgroup (SG) consists of GPSNR members who are rubber product manufacturers only.  Traditionally tracing each companies supply chain takes on an individualistic approach due to the sensitive nature of the data. However, to expedite the enhancement of traceability in view of EUDR, the SG has decided on a collaborative approach by developing a Central Repository. 

The Central Repository functions as a database for storing polygons and supply chain information contributed by individual members. It will also link the smallholders, PPTs and manufacturers on a single platform while reducing duplicated mapping efforts between different manufacturers. The Repository should allow for easy extraction of information for GPSNR’s Due Diligence System and be integrated with the EU information system. Moreover, the repository should either integrate different Risk, Traceability and Deforestation mapping tools or have the data formatted in a way that allows for seamless input into the tools. 

In addition, considering the sensitive nature of individual companies’ supply chain information, the platform must implement various layers of access control. This will ensure that each manufacturer can only access information pertaining to their own supply chain. Furthermore, the repository should have distinct tiers of users, including end users, manufacturers, PPTs, and smallholders, with each tier granted access privileges relevant to their role.

Objectives and Scope of Work/ Deliverables
GPSNR expects the consultant to deliver the following:

1. Craft a database that stores polygon and supply chain information to the plantation level and allows for the upload of geo-mapping information. 
   1. The database should also have an online dashboard view of mapped / Mapping-in-progress farmlands, contract/seller invoice information – outstanding and shipped)

2. The Central Repository should allow data to flow to and from or store data in a way that is compatible for the uses below:
   1. Traceability tool providers (Eg – Koltiva, TRST01, Harmuni (Agridence etc))
   2. Deforestation mapping tools (Eg – LiveEO, Satelligence, Starling etc)
   3. Risk assessment systems/tools (Eg – ASI Tool or Others as available etc)

3. Create levels of access authorizations for different accounts within the platform – 
   1. User accounts for uploading geo mapped data
   2. Access to viewing the geo-mapped data linked to user accounts for the PPTs and Manufacturers
      1. Users should only have access to information from within their own supply chains or information that they input to the repository
      2. Users should be able to form links across different tiers. For example, users should be able to form links between smallholders and PPTs, PPTs and manufacturers. 
      3. When there are several members which require access to geo mapped data from one user, the platform should have the ability to extend access authorization to multiple users.
   3. Extracting information from Due Diligence Systems and integrating it with the EU Information System (this should be limited to manufacturers only)

4. The platform should be compliant with applicable data privacy norms and regulations which include but are not limited to the GDPR and PDPA.

5. A fee structure including management of shared cost arising from overlapping access to geo mapped data.

6. Data protection and cyber security policies

7. Service Level Agreements including downtime, maintenance, customer support and service, updates.

8. Data Backup

9. Server location – Singapore (Preferred)

10. A timeline for development of the Central Repository (milestones with details)

11. Optional – Deforestation monitoring tool integrated with central repository and the applicable fee structures

Proposal Format and Contents
The proposal should include the following:

1. A workplan that outlines all key activities of the deliverables (as outlined in Expected Deliverables above)
2. Timeline and key stages of operations (based on Project Timeline below) 
3. Budget, including detailed breakdown of expected manpower, logistics, and costs 
4. Description of past work and technical expertise that is relevant to this RFP
5. A list of project team members with their roles in the project and associated qualifications.

Submission Guidelines & Requirements 
The following submission guidelines & requirements apply to this Request for Proposal: 

1. Proposals will only be accepted from individuals or firms with experience relevant to this project. 
2. Examples of previous relevant work should be provided as well. 
3. A technical proposal must be provided that is not more than 4 pages. This technical proposal must provide an overview of the proposed solution as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable. 
4. A price proposal must be provided that is not more than 1 pages. This price proposal should indicate the overall fixed price for the project, a cost breakdown, and daily rates and an estimated total number of days. 
5. Proposals must be signed by a representative that is authorized to commit bidder’s company. 
6. Proposals should be submitted to stefano.savi@gpsnr.org and aidan@gpsnr.org for consideration. 
7. GPSNR reserves the right to amend the scope and budget of this RFP in order to get the most suitable consultant for each topic. 

Project Timelines 

Budget
The Platform will review budget proposals from service providers and the budget will comprise an important part of awarding the contract.

Payment terms shall be:

• 20% at the signing of the contract
• 30% at the midpoint date to be agreed upon and memorialized in the contract based on the submitted work plan
• 40% on go-live 
• Balance 10% – 1 month after go-live

Evaluation Factors
GPSNR will rate proposals based on the following factors, with cost being the most important factor:

1. Responsiveness to the requirements set forth in this Request for Proposal
2. Relevant past performance/ experience
3. Samples of work
4. Cost, including an assessment of total cost of ownership
5. Technical expertise/experience of bidder and bidder’s staff

GPSNR reserves the right to award to the bidder that presents the best value to GPSNR as determined solely by GPSNR in its absolute discretion.

View RFP Document here