Request for Proposal (RFP) at Neem Foundation

Scope
Based on the use of the EWER platform and several observations from implementing with the platform, there are several updates that are required for the system in order to ensure effectiveness of the Early Warning technology as an integral part of the Early Warning process. Here are the features list for the platform:
MOBILE APPLICATION
1. Accessibility and Ease of Use: the mobile app will undergo significant redesign ensuring to improve usability and the general experience of reporting. The reporting interface for the mobile app will now be on a single page as against the current format where each characteristic detail of a report is on a separate page. All information (age, gender, category of incident etc.) will be filled on a single page. The option for inclusion of images will be replaced 1 with a voice note feature; giving stakeholders an either/or option for incident description – “Text” or “Voice Recording”.
2. Geo-tagging: the upgrades will also include a feature that allows the app access to the live location of reporters when the app is in use. this way, reports will be accurate to the general area from which reporters are sending their incident reports
3. Mobile Application (Validation): similar to popular ride-hailing apps, the mobile application will be expected to feature expanded functionality for the field teams who will be in charge of the validation process. The mobile app will import some features from the web platform, allowing field teams to validate and escalate reports and see some analytics from the web end specific to their locations
4. Notifications: the apps will now be fitted with notification features. The notifications will be two-fold; a local notification on the smartphone to inform members of the validation team assigned to specific geographical locations that incidents have been reported requiring their action/attention, and an email notifying validation team members of new incident reports
5. Deployment: the mobile application for reporters will be available on the Google Play Store. This is in order to allow reporters download the application directly to their phones unlike the current method where the app is sent manually. This will also ensure that updates can be deployed directly to the mobile applications of the users without the stress of uninstalling and reinstalling the application as we currently have it
6. Offline Reporting: to ensure the app is usable for people in areas with network accessibility issues, the new app will feature the ability to work offline – this will be achieved by caching reports offline when the network is not strong enough for reporting. Reports will be sent automatically once there is a strong network signal. Additionally, we will be integrating USSD and Voice Call options for reporters that do not own smartphones
7. Follow-up: the mobile app will have the comments feature integrated from the web platform. This will essentially give reporters and validation team members the capacity to provide updates to reports sent on the platform as a means of following up on the cases they have reported/escalated.
WEB-BASED PLATFORM
1. Incident Management Interface: several changes will be made to the incident management interface on the EW
website. These changes will help harmonize the representation of incident reports on the platform and streamline the entire process to eliminate dud aspects of the management process. There are currently six stages in the incident management process; this will be streamlined to three, broken down thus:
All Incidents → (1) Verification (valid or invalid) → (2) Escalation → (3) Resolution
2. Helpdesks: as part of the incident management/resolution process and to ensure the EW system is not just a
feature but an integral part of the EWER process as we envision, we will set up virtual helpdesks for resolution actors. This will be in the form of emails/phone numbers for actors involved in the resolution process – security personnel (representatives of agencies), religious leaders, traditional leaders, influential members of community, leaders of women and youth groups etc. The new escalation process will involve including a preferred handler; once any of these individuals or groups are identified as preferred handlers, then the incident report details are sent to

1 Stakeholders have not used the image feature making it unnecessary for the platform

their emails/phone numbers for them to take action. Feedback is made to the system by regularly interfacing with either the reporter or a member of the validation team who then comments on the case from time to time to update it until resolution is reached. Once a case is closed, the resolution interface provides a complete history of the case from reporting to resolution
3. Project Windows: the super admin platform currently lumps all reports together regardless of the organisation under which such reports come in. Changes will be made so that on logging in as a super admin there are separate project windows that show data separately for the different organisations/projects reporting on the EWERS. The platform will still show overall figures and the map on the super admin end will still be able to show incident reports/hotspots on different projects’ 2 but the project windows will essentially allow the super admin look at what happens on the dashboard of the different teams/organisations on the platform
4. Interactive Map: the map on the website will be redesigned to be more interactive. The goal is to be able to drill
down to see specific incidents in areas where reports are sent from, and details about the incidents that typically appear on the incident management end, such as: incident category, age of perpetrator(s), gender of perpetrator(s)
etc. For the super admin map, there should be an added feature to show under what project/team/organisation an incident on the map falls
Language: the language feature will be continually tested during development to avoid some of the bugs currently
experienced where forms appear in a non-sequential manner on the mobile app after being translated on the web end.
Expectations:

• The bidder(s) should state attach to this RFP a letter expressing interest in delivering the service outlined in this document and attach a costed proposal. The letter should be organized and indexed in a form noted below that ensures the Foundation can easily review to effectively evaluate the quotes.
• The Bidder’s name (company name), address, e-mail, telephone phone number
• The name, title or position, and telephone number of the individual signing the cover letter
• The name, title or position, and telephone number of the primary contact and/or account administrator, if different from the individual signing the letter of interest
• A statement expressing the Bidder’s willingness to provide the services described in this RFP.

See the Complete Request for Proposal (RFP) on Google Drive Here