Provision of a website-data analytics-data visualisation services

The contract timeline is structured into two phases with a tentative start date and a defined end date for Phase 2.

Contract Start Date: The intended start date is November 2026. The actual start date for implementation will be the date of signature of the contract by both parties.

Contract End Date: Phase 2, which includes maintenance services, will run until December 31, 2031.

Total Duration:

• Phase 1 is expected to last a maximum of 11 months, starting from the contract countersignature until the approved live launch by ICMPD.
• Phase 2 commences after the live launch approved by ICMPD and continues until December 31, 2031.

Key Milestones and Phases:

• Phase 1:
• Detailed work plan and requirements analysis report (including Information Architecture, UX strategy, and wireframes): Within one month of contract countersignature.
• Prototype and design package (including Migration Plan and Integration Plan): Within three months after contract countersignature.
• Beta Version of the website for testing and Draft Administrator Training Materials: Within six months after contract countersignature.
• Final Website and CMS Deployment (including Final User Documentation and Administrator Training Materials): Within eleven months after contract countersignature.
• Phase 2:
• Three-Month Post-Launch Support Report: Within three months from the date of live launch accepted by ICMPD.
• Maintenance Services: This phase will run after live launch approved by ICMPD until December 31, 2031.
• Hosting and maintenance bi-annual reports: These are required on a bi-annual frequency from live launch until December 31, 2031.
• Maintenance and technical support services: Provided semi-annually in arrears from the date of live launch accepted by ICMPD until December 31, 2031.
• Hosting services: Provided semi-annually in arrears from the date of live launch accepted by ICMPD until December 31, 2031.

The core scope of work for this tender involves a two-phase implementation focusing on the development, launch, and ongoing maintenance of a website.

Phase 1: Discovery, Design, Development, and Launch (maximum 11 months)

This phase encompasses several key activities:

• Discovery and Requirements Analysis: Reviewing existing website functionalities, performing content inventory and migration assessment, analyzing functional, technical, and business requirements, and developing an implementation methodology and roadmap.
• Information Architecture and User Experience Design: Redesigning the website's information architecture, developing user journeys, and producing wireframes, prototypes, and visual concepts for a responsive, accessible, and multilingual user interface.
• Technical Architecture and CMS Implementation: Designing and implementing the website architecture, proposing, configuring, and deploying a suitable Content Management System (CMS), developing backend and frontend components, and ensuring scalability, maintainability, security, role-based access, content management workflows, and GDPR compliance.
• Content Migration and System Integration: Migrating approved content and media assets, consolidating existing MPF services and tools, and integrating Power BI dashboards and member-only/restricted-access areas, along with configuring multilingual functionality.
• Analytics, Search and Reporting Functionality: Implementing website analytics and monitoring, developing reporting mechanisms, improving search functionality, and ensuring compliance with GDPR for data protection requirements, including user consent management.
• Testing, Launch and Handover: Conducting various tests (functional, technical, security, user acceptance), correcting identified issues, deploying and launching the website (soft and full launch), providing technical and user documentation, and delivering administrator training.

Phase 2: Maintenance, Support, and Hosting (until December 31, 2031)

This phase primarily focuses on post-launch activities:

• Maintenance and Support: Providing post-launch support services for three months following deployment and ongoing monitoring of platform performance and availability.
• Hosting Solution: Describing the proposed hosting solution, including provider, data center locations, backup arrangements, disaster recovery procedures, security measures, and compliance with EU/EEA-based hosting requirements. This also includes defining hosting governance, access arrangements for ICMPD ICT representatives, change-management, monitoring, incident reporting, and migration arrangements.

Core Deliverables:

• Detailed work plan and requirements analysis report, including Information Architecture, UX strategy, and wireframes.
• Prototype and design package, including a Migration Plan and Integration Plan.
• Beta Version of the website for testing and Draft Administrator Training Materials.
• Final Website and CMS Deployment, including Final User Documentation and Administrator Training Materials.
• Three-Month Post-Launch Support Report.
• Maintenance Services until December 31, 2031.