(CLOSED) Request for Proposal – Webpage design consultancy

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. Development of GPSNR was initiated by the CEOs of the World Business Council for Sustainable Development (WBCSD) Tire Industry Project (TIP) in 2019. Members of the platform include tire manufacturers, rubber suppliers and processors, vehicle makers and NGOs. Representatives from each of these stakeholder groups have contributed to the development of the Singapore-based platform and the wide-reaching set of priorities that define GPSNR strategy and objectives.

The GPSNR Secretariat and the GPSNR Capacity Building Working Group, through the GPSNR Knowledge Sharing Platform Task Force, are jointly overseeing the development and eventual operations and maintenance of a digital GPSNR Knowledge Sharing Platform.

This digital platform is envisaged to be an easily accessible, multi-lingual and expandable knowledge platform for smallholders and other actors based on quality-controlled information. Besides providing technical information on the latest sustainability best practices and Good Agricultural Practices, it will provide access to live market conditions on natural rubber such as prices on key exchanges, projected supply, and demand shifts, as well as overall global market developments. The digital platform will also incorporate communication functions such as live chat and forum with built-in translation tools to allow smallholders to share and communicate seamlessly across different countries. Another crucial aspect will be to safeguard data security and ownership.

GPSNR is seeking proposals to build the above digital platform in mobile application form, and to maintain the application for GPSNR for a trial period of 3-6 months. Details are provided below. 

Key Requirements for the Digital Platform

GPSNR has completed an initial Assessment of Status Quo and Evaluation of Knowledge Sharing Platforms for Rubber Smallholders. This included an extensive needs review of smallholders and other key players in the natural rubber value chain with regard to digital applications. Interested bidders can approach the GPSNR Secretariat for a copy of the Report.

The main target user of the platform are natural rubber smallholders and other players in the natural rubber value chain globally.

GPSNR is open to proposals based on the following:

• Adopting and adapting an existing platform that is already on the market and accessible to natural rubber smallholders in whatever capacity
  • In this option, the service provider of the existing platform should provide a template that can be adaptable to suit GPSNR’s stated requirements

• Developing a customised platform specifically for GPSNR and its requirements
  • The custom solution can be hosted and operated either on GPSNR’s IT infrastructure or by the app provider (i.e., delivered as a Software as a Service).

Based on the initial Status Quo Assessment Report, the Platform should have the following key characteristics:

1. Be an (expandable)multi-lingual open information exchange platform with the following language options:
   • Minimum from the start: Bahasa Indonesia, English
   • Ideally including: French, Thai
   • Expandable in the future: Khmer, Vietnamese, Sinhalese, Burmese, Spanish, Portuguese, Tamil
2. Host quality-controlled technical information on natural rubber issues that will be first reviewed and endorsed by GPSNR members
3. Be free-to-use and respecting users’ data privacy
4. Allow for easy access by smallholders using simple or commonly available tools such as smartphones
5. Data security and privacy to be safeguarded at all times
6.  The platform should be built such that it can be expanded or further customisable to incorporate more features in the future
7. System architecture and infrastructure: it should be possible to use the app via the iOS and Android app system

Building on the above, the Platform should be able to host, at minimum, the following content and functions (multi-lingual):

1. Daily natural rubber prices, automated to reflect live updates based on local, regional and global prices
2. Information on local or global sustainability best practices, in the most accessible digital formats (pdf, video, ppt, text, etc.)
3. Information on Good Agricultural Practices, in the most accessible digital formats (pdf, video, ppt, text, etc.)
4. Marketplace (for natural rubber products / agricultural products)
5. Forum / chat / helpline for smallholders to discuss news or other issues and exchange experiences and best practices

Platform developers are welcomed to recommend other essential features or functions based on their technical and user experience expertise.

Deliverables

By the end of the project, the consultant should have completed the following:

Phase 1: Preparatory Recommendations

1. Recommend detailed technical requirements for the digital platform or application, including requirements for data security, ownership, back-office administration, documentation, support, maintenance and performance criteria
2. Prepare screen designs prior to software development
3. Engage with preliminary pilot calls with smallholders to gather further feedback and inputs
4. The above to be reviewed in discussions with the GPSNR Capacity Building Working Group

Phase 2: Software Development

1. Build the digital platform in line with the stated requirements, either by adopting an existing digital platform, or developing a customised platform or application for GPSNR
2. Continuous review with the GPSNR Capacity Building Working Group

Minimum viable product (MVP)

• A final graphic design and user interface is apparent.
• The core functions can be used and demonstrated.
• Initial content has been input.

• Final graphic design and user interface have been applied.
• All functions can be used.
• All content has been input.

Phase 3: Platform Pilot Period

1. Maintain the platform for a trial period of 3-6 months
   • exact costs and timeframe to be proposed, considering manpower, technical, licensing etc. needs
2. Work with GPSNR to engage in continuous user and quality assurance tests and feedback to further refine the digital platform or application as required

Submission Guidelines & Requirements

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

1. A detailed technical proposal must be provided. This technical proposal must provide an overview of the proposed methodology for the three Phases of the project. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable.         
2. A detailed price proposal must be provided. This price proposal should indicate the overall fixed price or expected price range for each Phase of the project, including daily rates and an estimated total number of days for each Phase of the project.        
3. Proposals will only be accepted from individuals or firms with experience relevant to this project. Examples of previous relevant work should be provided, as well as resumes of all key personnel performing the work.
4. Proposals must be signed by a representative that is authorised to commit the bidder’s company.

Project Timelines

Request for Proposal Issuance	29 August 2022
Proposal submitted by consultant to yeo.siyuan@gpsnr.org	26 September 2022
Selection of consultant / Notification to Unsuccessful Bidders	7 October 2022
Completion of Phase 1: Preparatory Recommendations	November 2022
Completion of Phase 2: Software Development	To be proposed by the bidder
Completion of Phase 3: Platform Pilot	To be proposed by the bidder   Pilot period should conclude no later than June 2023

Budget

The Platform is anticipating a total budget of up to 140,000 EUR for all three Phases of the project.

This figure could be adjusted based on bidders’ expert recommendations on costs and timeline, and reviewed based on the outcomes put forth following each Phase of the project.

Payment terms shall be:

• 60% at the signing of the contract
• 5% upon completion of Phase 1: Preparatory Recommendations
• 20% upon completion of Phase 2: Software Development
• 15% upon completion of Phase 3: Platform Pilot

Evaluation Factors

GPSNR will rate proposals based on the following factors:

1. Responsiveness to the requirements set forth in this RFP
2. Methodology for completing all three Phases of the project
3. Costs and expected timeline for all three Phases of the project
4. Technical expertise/experience, including team composition, past performance/experience

When evaluating bids, GPSNR may request for more information as part of a full due diligence to understand bidders’ technical and commercial background, assess potential conflicts of interests and independence vis-à-vis natural rubber smallholders and the wider agricultural sector, and level of competence for the project.

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.

Digital Guidelines and Considerations

The consultant should commit to follow the guidelines specified in the Principles for Digital Development.

The principles of data protection legislation must be taken into account when processing personal data:

• The data must be processed lawfully (lawfulness)
• Data must only be processed if this is required and reasonable (fairness).
• The data must be processed transparently (transparency).
• The data must be processed for defined (time-limited), clear and legitimate purposes (earmarking).
• Only as much data as is required may be processed (data minimisation).
• Accuracy and currency must be ensured (data accuracy).
• The principle of integrity and confidentiality must be guaranteed through an appropriate level of protection (data security).

Updated 6 May 2022

Introduction

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 tire manufacturers, rubber producers and processors, vehicle makers, NGOs, and smallholder natural rubber producers. 

GPSNR is seeking to hire a consultant to develop the GPSNR Policy Equivalent for Smallholders, which will put forth commitments for economic, environmental, and social sustainability for GPSNR smallholder members.

Relevant Background

GPSNR Policy Framework for Member Companies

In September 2020, the GPSNR General Assembly endorsed the GPSNR Policy Framework for natural rubber production and sourcing for GPSNR ordinary member companies.

The GPSNR Policy Framework provides a framework for GPSNR member companies to align their natural rubber purchasing policies on all aspects of sustainability: economic, environmental, and social. Modelled around the Platform’s 12 Principles of Sustainable Natural Rubber, the GPSNR policy framework sets out eight overarching themes that include commitments to legal compliance, community livelihoods, healthy, functioning ecosystems (including no deforestation), and respecting all human rights.

In line with the GPSNR Policy Framework, the GPSNR Secretariat has prepared guidance on the Policy Evaluation Procedure to support members in aligning their corporate policies with the GPSNR Policy Framework.

GPSNR Smallholders Policy Equivalent for Smallholder Members

As of March 2022, GPSNR currently has 112 smallholder members across 10 countries: Brazil, Cambodia, Ghana, India, Indonesia, Ivory Coast, Myanmar, Sri Lanka, Thailand, and Vietnam.

While this represents a small percentage of the millions of smallholder producers globally, GPSNR is committed to developing the mechanisms, tools, and processes to support smallholders globally in adopting best practices for natural rubber production in terms of economic, environmental and social outcomes. 

To advance this, the Platform is developing the GPSNR Smallholders Policy Equivalent. GPSNR is seeking to hire a consultant to make recommendations on the objectives, content, function, and roadmap of this new document, the Smallholders Policy (or similar equivalent), relative to the needs, interests, and capacities of the Platform’s smallholder members.

The consultant is expected to collect relevant information via desktop study and information provided by the GPSNR Secretariat and the GPSNR Smallholders Policy Task Force.

The consultant would also be expected to conduct a number of stakeholder engagement sessions (e.g., interviews, focus group discussion; including but not necessarily limited to GPSNR smallholder members, and GPSNR NGO and private company members with direct interactions with smallholder, such as natural rubber processers) based on the criteria set out below. The GPSNR Secretariat will provide a preliminary list of contacts and the consultant will be expected to propose additional contacts to interview, with a particular focus on external schemes / platforms that engage with smallholders.

Regular contact and provision of updates to the Task Force together with the Secretariat will be required.

Further Context

To become a Smallholder Member of GPSNR, the following criteria must be met:

1. The primary source of income for the smallholder is the farm (not only Natural Rubber)
2. The Natural Rubber production unit size is not more than 50ha (although the farm may be larger)
3. Profits from the farm accrue primarily to the owner of the farm and their family

Deliverables

Objectives, Content and Function of the Smallholders Policy Equivalent

The consultant should put forth recommendations covering the objectives, substantive content, function, and roadmap (e.g., propose normative documents to be developed later on) of the Smallholders Policy Equivalent, considering the responses of key stakeholders to the following questions:

1. What are the objectives of the Policy Equivalent for GPSNR and GPSNR smallholder members?
2. What are the sustainability commitments and standards put forth in the Policy Equivalent?
3. How detailed should the commitments in the Policy Equivalent be? 
4. How binding should the Policy Equivalent be for smallholder members (e.g., level of adoption requirements)?
5. What would the Policy Equivalent entail or mean for smallholder members upon its completion and endorsement?
6. What are the expected costs and benefits of implementing the Policy Equivalent for member and non-member smallholders?
7. How would the content, form or function of the Policy Equivalent compare to existing equivalents (e.g., participatory guarantee systems) in other commodities (e.g., coffee, cocoa, palm oil etc.), if any? 
8. Follow-up Questions: What mechanisms can GPSNR put in place to assist farmers in managing the costs of adhering to implementing sustainability best practices?

This should be conducted through a needs review comprising a representative set of stakeholders (smallholders, NGOs, processers, and producers). GPSNR will facilitate virtual access and engagement with GPSNR smallholder and company members where applicable and requested by the consultant.

This RFP is also not limited in scope to smallholders or stakeholders in any specific geographical region, given that the output is expected to be globally applicable.

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 should be around 4 pages in length. This technical proposal must provide an overview of the proposed methodology 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 page. This price proposal should indicate the overall fixed price for the project as well as 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 must be received prior to 10 June 2022 to be considered. Proposals should be submitted to yeo.siyuan@gpsnr.org for consideration. You may also reach out to this contact for any questions or clarifications.

Project Timelines

The Request for Proposal timeline is as follows:

Request for Proposal Issuance	6 May 2022
Proposal submitted by consultant to yeo.siyuan@gpsnr.org	10 June 2022
Selection of Consultant / Notification to Unsuccessful Bidders	24 June 2022
Contract Award	1 July 2022
Work to commence no later than	8 July 2022
First Review	August 2022
Second Review	September 2022
Delivery of Recommendations to GPSNR	End-September 2022

The above timeline is open to further adjustments based on discussions with the consultant and GPSNR’s ongoing key milestones.

Budget

The Platform is anticipating that a total budget of no more than 25,000 GBP. If the consultant deems that travel plans are required to execute this project, these should be included in the proposal (along with any additional budgetary requirements).

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:

1. Costs and expected timeline
2. Responsiveness to the requirements set forth in this RFP
3. Methodology for developing the Policy Equivalent 
4. Technical expertise/experience, including past performance/experience

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.