Terms of Reference (ToR) for IT Firm to develop e-learning Content Management System

Concerned Women for Family Development (CWFD)
Plot # 16 & 18, Road # 1, Block-E, Banasree Housing Project, Rampura, Dhaka-1219

TERMS OF REFERENCE (TOR) FOR IT FIRM 

Hiring of IT Firm to develop e-Learning on Counselling Course for Teachers of Generation Breakthrough Project, Phase-II of CWFD
Hiring Office Concerned Women for Family Development (CWFD)
Background of CWFD Concerned Women for Family Development (CWFD) originally named as Concerned Women for Family Planning (CWFP) is a non-profit, voluntary organization run by the women of Bangladesh for the women of Bangladesh. The organization started its voluntary activities in 1974, registered with Directorate of Social Welfare in 1975 and formal small-scale family planning service delivery program started in January 1976. It was registered with NGO Affairs Bureau in the year 1981.    CWFD is women led organization with the membership of 21 women from different strata of life. Organizational policy is set and major decisions are made by Governing Body (GB) elected every two years from among the general members. Executive Director appointed by the GB manages all the projects and organizational activities through managers of different projects and their staffs. The project activities started with only 5 female staff to cover an area of Dhaka City with 50,000 people. Family planning information was disseminated through face-to-face communication, woman to woman approach and non-clinical services were provided at the door step.Initially, CWFP had a single focus program of family planning. Over the time, the organization realized that mere improvement of health status through family planning would not sustain a significant change in women’s life in Bangladesh. Accordingly, CWFD expanded the project activities to cover larger population in Dhaka and other areas of Bangladesh and initiated new programs for women, men, children and adolescents encompassing primary health care, life skill development, creating economic opportunity and empower women against social  injustice, nutrition education, health product marketing, investigate the issues of the large adolescent population, arrange family life education, gender training and knowledge on sexual reproductive health and rights (SRHR), water & sanitation. For more information, please visit our website www.cwfd.org
About Generation Breakthrough Project, Phase-II Generation Breakthrough, Phase-2 is UNFPA’s flagship project on adolescents and youth that helps them to be equipped with life skills and knowledge. The aim of the project is to bring a positive change in the attitudes and behaviours of adolescent boys and girls aged between 10-19 years. Providing them the informed knowledge about Sexual and Reproductive Health and Rights (SRHR) and Gender Based Violence (GBV). And this can help the young people to build a better, healthier and fulfilling future for themselves. At present the project is working in the selected areas of Jamalpur, Moulvibazar, Patuakhali, Rangamati and Sirajganj. In addition to increase the knowledge and gender equitable attitude among the adolescents, the project is working to increase the capacity of the relevant stakeholders for gender equality and adolescent sexual, reproductive health and rights.
E-learning course on Counselling Mental health is equally important to physical health. To boost the mental well-being of the students, an E-learning course on Counselling is being designed for the teachers by the Generation Breakthrough Project, Phase-2 so that these teachers can work as an initial psychosocial healer for them. Objective of this eLearning course are as follows:
  • By successful completion of this course, teachers will be able to play a role as primary psychosocial facilitators
  • After gaining basic understanding on counselling, they will be able to address students emotional need, motivate them to develop their potentialities, build their self-esteem and identify students’ personal, academic and familial issues at initial level 
  • Teachers will be able to develop their understanding to work as primary medium of counseling related information
The entire course along with its contents are being developed by a Technical team with close consultation with the Directorate of Secondary and Higher Education (DSHE) and UNFPA.
Scope of work:
(Description of services, activities, or outputs, deliverables and reports)
The anticipated e-learning course contain three levels and each level will be comprised of five (05) modules. The contents of the entire course will be developed in ‘Bangla’ and will contain word documents, infographics, illustrations, quiz and audio-visual files. There will be two parts for each of the modules – Lecture and assessment. Sometimes, for the ease of learning, the modules may be divided into different lessons. There will be a front end for the users and the back end for administering the content management system. All the contents of the e-Learning course will be provided by CWFD. ICT consultant of CWFD will work together with the selected IT firm in this regard.Major activities of IT Firm include:
  • Enrollment for the participants/teachers using their cell phone numbers and email address. The system should support role-based login i.e., learner, instructor, administrator etc. The user will receive automated Text SMS during signup/successful login
  • An introductory slide will be presented to welcome the learners as well as provide them a brief about the whole course
  • Contents of the course will be presented at lesson level in the forms of text, animations, videos, infographics, motion graphics, PPT slides, PDF, external links etc.
  • At the end of each module, there will be an MCQ based assessment. The questions will be randomly chosen from a pre-stored pool of questions
  • The participant has to score 60% or above to advance to the next module. There will be option to retake the assessment
  • Capability to incorporate multiple assessments for a single module
  • Evaluation / assessment will be in different formats i.e., multiple choice answers, true/false and even written text format
  • A question bank with MCQ and correct answers will have to be developed within the system. Multiple choice answers should be randomized. There should be a provision to add and update questions regularly.
  • The users, Instructors and administrators should track all activity within the course e.g., enrollment, timeline, test scores, course completion reports etc.
  • Support for announcements and notifications on assessments are also required
  • The system should provide several reports to enable In-depth course analysis. Reports should be provided in a variety of styles e.g., charts, tables, graphs etc. and there will be provisions to export reports in multiple formats e.g., PDF, Excel
  • There must be a Lesson summary after completion of a Course in online, it must be downloadable in Text/PDF format
  • After completion of each level of the course participants will be awarded a certificate. And the certificate will be auto generated
  • The system should be user-friendly so that a non-technical staff can instantly create and update contents
  • Ensure the recoded/back up who changed/updated the last content
  • The system should have the capability to assign any school or units to participants of any specific modules
  • Administrator should be able to assign rights to users using roles. User roles should be limited to courses or global
  • The system should be accessible over the Internet using a variety of devices e.g., laptops, desktops, tablets, smart phones etc.
  • The system should provide API’s (Application Program Interfaces) to support integration to important websites – Ministry of Education, Directorate of Secondary and Higher Education, UNFPA, CWFD etc.
  • Any aesthetics/look and feel should be customized to conform to Directorate of Secondary and Higher Education (DSHE). The system should conform to W3C standards e.g., ajax, CSS, html, flash etc.
Additional Requirements:
  • The e-Learning course will be hosted in a cloud-based server with sufficient space and bandwidth for an approximate user of 100,000 Teachers all over Bangladesh. The hosting provider should ensure a 99.98% uptime efficiency. The consultant / firm should clearly mention the details of the hosting service in the technical proposal
  • SSL certification should be used for sites security. Other technology as appropriate should be used to secure the site
  • There should be proper backup plan. Automated backup should be programmed after every month. In addition to that the administer can initiate a backup manually at any time
  • The system needs constant monitoring of hacking tries and inform client weekly basis. If site is hacked or any type error found, IT Firm should resolve the problems and restore the site within a couple of days using the last backup database
  • Analytics software will be incorporated for proper monitoring of visitors
  • Switch to an android version, future technology Change, iterative prototyping and agility in product design are the generic expectation
  • Technology and all related design/data will be open to CWFD
Deliverables:
  • A fully functional e-Learning Content Management System hosted in a cloud server and participants enrolled into the system
    • Front End: for the participants enrolled into the course
    • Backend: To administer the course contents by the admin and editors
  • A comprehensive training program to the selected program staffs on administering and management of the e-Learning course
  • Develop a Service Level Agreement (SLA) coordinating with the ICT consultant for maintenance and trouble shoot of the project for a selected time duration.
  • A training manual for the administrators of CWFD
 Reports:
  • An inception report, the development plan and timeline of the e-Learning Management system within a week of signing the contract
  • Weekly progress report from the focal person of IT firm will be provided to CWFD
  • Submit reports for milestone deliverable
  • Maintenance plan and maintenance log sheet
 
Expression of Interest by the IT firms Interested IT Firms are requested to send their Expression of Interest (EoI) to CWFD by 24 May 2021 through email to cwfd.gacproject@gmail.com
Duration and working schedule The duration of the work is up to 30 November, 2021 starting from 1st June 2021. Based on situation and need time may be extended.
Supervisory arrangements The IT Firms will work under the overall guidance of the ICT Consultant of the Generation Breakthrough Project and Head of Adolescent and Youth Programme of CWFD and Technical support from respective officials of UNFPA Bangladesh.
Other relevant information or special conditions, if any
  1. Any changes in the ToR or the work plan, if required, will be subject to consultation between CWFD and the individual consultant
  2. If CWFD provide any organizational documents/reports/books or any part for developing the e-learning Counselling Course cannot be sold, used, or reproduced in any manner without the prior written approval of CWFD
  3. All soft copies of the presentations for the training will be provided to CWFD
  4. CWFD will make necessary photocopy of the materials and handouts for the training
  5. No additional payment will be provided other than what is contracted.
  6. The payment milestone are as follows:
    • 20% upon the submitting of detailed work plan 
    • 30% upon completion of level-1 of level 3.
    • 25% upon providing the training to CWFD personnel on administration of the whole system.
    • Rest 25% will be paid after successful completion of the whole activities e-learning counselling course and subsequent satisfaction by the CWFD, UNFPA and DSHE.
    • Payment will be made through AC Payee Cheque
    • Tax and VAT will be deducted as per Government rules and regulation

Proposal submission:

Interested IT firms are requested to submit their expression of interest IT firm profile. The profile should be sent to the Executive Director, Concerned Women for Family Development (CWFD), House No. 16 & 18, Road – 1, Block – E, Banasree, Rampura, Dhaka by 24 May 2021 (end of business hour) through following email.

There will be a pre-bid meeting in the last week of May 2021 to answer any of your queries regarding the project. In that meeting all relevant questions from interested IT firms will be discussed. Interested firms are requested to submit the name of the participants in the pre bid meeting with the email of Expression of Interest (EoI). After the pre-bid meeting interested IT firms will technical proposal and proposed budget which should contain work plan with profile of IT firm by 6th June 2021 to the above mentioned address. All Technical Proposals will be opened on the same day i.e. 6th June 2021 at 3:00 pm at CWFD Headquarter, Banasree, Dhaka. All IT firms representatives who will submit technical proposal and budget with IT firm profile are invited to attend in the proposal and budget opening session.

IT firms with prior experience in developing similar systems will be considered as an added advantage. For any clarification regarding Terms of Reference (ToR) all concerned are requested to communicate through e-mail to cwfd.gacproject@gmail.com and in addition you may contact Mr. A.K.M Shahriar Kabir, Admin Officer, Generation Breakthrough Project, Phase-2, Cell phone # 01618-958005 for any clarifications.