Online Platform for Monitoring and Reporting exercise of TICAD Tunis Plan of Act

Introduction

UNDP has been partnering with Japan to support and enhance the Tokyo International Conference on African Development (TICAD), initiated in 1993, as one of the key forums for the advancement of dialogue and collaboration on African development. UNDP, as one of the co-organizers of TICAD along with Japan, the UN-Office of Special Adviser on Africa (OSAA), the World Bank, and the African Union Commission (AUC), has hosted a Special Unit for TICAD, which has been progressively integrated into the UNDP Regional Bureau of Africa (RBA) to enhance integrated UNDP support for the TICAD process.

TICAD 8 has been successfully held on 27 and 28 August 2022. It welcomed Japan and African countries (48 African countries including 20 heads of state and government) and was successfully conducted in person. One of its main achievements was the adoption of the Tunis Declaration, which demonstrates the value of multilateralism under multiple global threats to the achievement of SDGs in Africa including COVID-19, the Ukraine Crisis and climate change, and the ways of contribution by UNDP to the process of engaging a wide range of partners across Africa and Japan. The Tunis Declaration reinforces the three pillars of TICAD 8: 1) Realizing structural transformation for sustainable economic growth and social Development; 2) Realizing a resilient and sustainable society, and 3) Realizing Sustainable Peace and Stability.

The Tunis Plan of Actions 2022 which accompanies the Declaration, lists actions expected to be implemented by the TICAD partners in order to promote focus areas of the three main pillars of the Tunis Declaration 2022 (adopted at TICAD 8). The Tunis Plan of Actions 2022 is an evolving document that will be updated at agreed intervals before TICAD 9 by each TICAD partner.

The Tunis Plan of Actions 2022 is composed of items A-F as described below:

A. Focus Areas

Under each pillar of the Tunis Declaration 2022, focus areas and corresponding AU flagship programs are listed.

B. Actions

Listed under each focus area are illustrative actions that will contribute to progress in each of the focus areas and AU flagship initiatives, which in turn will contribute to progress in each of the pillars. This list is neither comprehensive nor exhaustive, and many more actions could be added, but its approach should be focused and strategic.

C. Actors

All TICAD partners can contribute and be listed as actors because progress depends on individual and collective action. Ultimately, African Union Member States, institutions and people are the most important actors, while others, including development partners, provide support to their efforts. As for the private sector, private enterprises participating in TICAD8 and their branches in multiple African countries can be listed regardless of their actual presence in TICAD8.

D. Measures / Initiatives

Each of the listed actions requires a wide range of other measures and initiatives to be successfully undertaken.  Actors can indicate the sort of broad measures and initiatives they intend to implement in multiple countries, depending on their area of expertise.  However, for purposes of manageability, these should not refer to individual projects or country-specific programs, but rather to aggregate actions. The names of measures/initiatives or a summary of them should be described comprehensively. 

In terms of private projects, all the projects should contribute to B. Actions including CSR activities. Country-specific programs can also be included.

Both new and existing measures/initiatives can be included. However, they should be limited to those to be carried out under the responsibility of each actor and with solid financial resources. In principle, measures/initiatives for which financial resources are yet to be considered cannot be included.

E. Expected Outcomes

Just as all TICAD partners are responsible for implementing actions within their areas of expertise and drawing on their comparative advantage, so too are they responsible for reporting on and monitoring progress.  Each of the partner will be asked to indicate in broad terms what they have done to contribute to progress through a monitoring system.

F. Status of Progress

Co-organizers and TICAD partners* are requested to provide short (about 100 words) summary updates highlighting key achievements over the preceding period. Status of progress can be updated accordingly.

OBJECTIVE AND SCOPE OF THE ASSIGNMENT

The online platform of the TICAD Monitor platform https://www.monitor-ticad.org/ was launched in May 2021 as a platform to monitor inputs from TICAD Co-organizers and partners to submit and update submissions against the progress of the TICAD Plan of Actions. The platform also serves as an advocacy tool for TICAD and provides administrative access to the UNDP team to review and manage submissions. The first update exercise was conducted between May to August 2021, with the platform receiving over 200 submissions to the YPA report contributing to the implementation of TICAD Yokohama’s Action Plan.

The second update exercise was conducted between June to August 2022, with the platform receiving over 316 submissions. During the same period, new functions were added to the platform including the sending of revision requests of the submissions to TICAD partners, sorting of submissions reports, and notification functions.

TICAD Unit RBA is now seeking a firm that will be engaged with website modification and hosting of the TICAD monitor platform and the provision of website maintenance services to keep the website updated and functioning properly. 

EXPECTED OUTPUTS/DELIVERABLES

The scope entails website development, hosting, content management, maintenance, capacity building, troubleshooting, design proposals, and revisions. Utilizing the Agile methodology, which emphasizes incremental development and flexibility in incorporating feedback, we request that the systems development proceeds using this approach. Content will be discussed with the TICAD Unit, and some topics for consideration may include the following.

1.    1. Modification of the TICAD Monitor Website 

• ·     Design a comprehensive methodology and work plan, aligning a specific timetable for delivering outputs as mutually agreed upon with UNDP.
• ·     Collaborate intimately with UNDP in developing the website utilizing contemporary and applicable web development and design tools.
• ·     The firm is expected to propose modifications to the visual design and features of the website. A well-defined feedback and approval process should be established with UNDP to prevent project delays or miscommunications. Upon approval from UNDP, the firm will proceed to implement the agreed-upon modifications.
• ·      Assist with content updates, especially when the necessary changes cannot be made from the CMS user interface.

Under the routine supervision of the TICAD Programme Specialist and in consultation with the TICAD Unit, the firm is expected to update the following functions of the Registered user’s page. Regarding the content, the firm is expected to consult in detail with the TICAD Unit. The following are examples of anticipated tasks:

A)    A) Create Report Page

• Function the only reports that provide all the mandated information will be allowed to be submitted by the registered users. This function is highly expected to reduce the number of reports that require revision.

B)    Report Page

• ·         If the user goes to the “report edit” page, information on A) Focus Areas and B) Actions disappears automatically. This error should be fixed. 
• ·         Function to not return to the first page after searching a certain report(s) and opening it/them.
• ·         Function to prevent garbled characters.
• ·         Function to arrange the items in the Excel sheet as instructed and enable download the consolidated matrix in order.
• ·         Function to see the contents inputs without pushing the ‘view’ button.

The firm is expected to perform tasks other than those outlined above as deemed necessary by the TICAD Unit or the firm.

2.    2. Hosting and Maintenance

Reliable hosting, optimal uptime, swift load times, and robust security are needed. Proactive maintenance for seamless operation and user-friendly experience is essential for the maintenance of the website.

·         Maintain a complete backup of the websites throughout the contract duration (backup, code, and source files will be fully delivered to the client upon contract termination).

·         Conduct instructional sessions for UNDP on a content management system, website upkeep, search engine optimization, and site analysis.

·         Provide consistent feedback to the UNDP Team.

·         Integrate a suitable level of security.

·         The firm will perform regular inspections to identify potential issues affecting the websites functionality and performance. This encompasses server errors, broken links, or any other technical glitches.

·         Immediate action is anticipated to prevent further disruptions upon recognizing an issue. The firm will alert the designated contact individual and initiate addressing the issue.

·         Swift and effective resolution of all pinpointed issues is vital. The firm should have a verified track record in resolving issues analogous to those that might be encountered on our website.

·         A comprehensive report of all pinpointed issues, measures taken, and the results should be provided weekly or promptly after an issue has been resolved.

·         The firm is anticipated to suggest and employ preventive strategies to prevent the recurrence of similar issues in the future.

·         Upon contract termination, a handover will be conducted to ensure the next in-charge can seamlessly begin hosting and maintenance tasks. It is desirable to create comprehensive documentation that can be easily referenced and understood within the context of IT and website management.

The firm will provide a financial proposal predicated on a lump-sum amount to achieve the specified outputs. The quoted sum should encompass all necessary cost components for providing the identified goods and services, including professional fees and any other relevant expenses (e.g., travel/transportation from residence to meeting venues, provisions, materials, communication, etc.) anticipated by the firm in fulfilling the assignment. Its also anticipated that the firm will allocate resources for domain and hosting expenses. The contract rate will be a set price based on output. Any variations from the stipulated outcomes and timelines must be mutually agreed upon between the Consultant and UNDP. Travel expenses should be factored into the financial proposal. Payment will be rendered upon the firm fulfilling the deliverables by the designated dates. Outputs will undergo a review and verification by UNDP before the release of payments.

 Expected Timeline:

·         By 10 January 2024: Kick-off meeting

·         By 19 January 2024: Submission of Detailed Workplan

·         By 2 February 2024: Presentation of design proposals.

·         By 16 February 2024: Presentation of the First Prototype of the Website

·         By 1 March 2024: Final Website completed, and Ownership of Website completed

·         Mar 2024 – Mar 2025: Ensuring maintenance and warranties of the website

Meetings with the firm will be conducted as needed, either online or offline, as appropriate. The schedule will be determined in consultation with the company, ensuring its feasible.

Payment Schedule: