Request for Information USAID/TAP- RFI -004 External Consultancy Firm – Youth Interactive Platform – Shabab.jo, MoY

Request for Information (RFI)

To: Offerors

From: Creative Associates International, Inc.

Subject: Request for Information (RFI) USAID/TAP- RFI -004

Subproject #: External Consultancy Firm – Youth Interactive Platform – Shabab.jo, MoY

RFI Issue Date: November 3, 2024

RFI Closing Date: November 21, 2024

RFI Closing Time: 4:00 PM – Local Time, Amman Time

This is a request for Information. This is not a Request for Proposal (RFP) or Request for Application (RFA) and is not to be construed as a commitment by the USAID Technical Assistance Program (TAP) to issue any solicitation or Notice of Funding Opportunity, or ultimately award a contract or assistance agreement on the basis of this RFI, or to pay for any information voluntarily submitted as a result of this request.

Terms and Abbreviations

MoY- Ministry of Youth

TAP- Technical Assistance Program

MODEE- Ministry of Digital Economy and Entrepreneurship

USAID- U.S. Agency for International Development

GoJ- Government of Jordan

MIS- Management Information System

UAT- User Acceptance Testing

TOT- Training of Trainers

SMS- Short Messages

SDLC- Software Development Life Cycle

CMS- Content Management System

TOR- Terms of Reference

API- Application Programming Interface

PWDs- People with Disabilities

SQL- Structured Query Language

FTP- File Transfer Protocol

OWASP- Open Web Application Security Project

GIS- Geographic Information System

Background and Purpose

Background

USAID/ Technical Assistance Program (TAP), funded by the U.S. Agency for International Development (USAID), is a five-year education and youth project that seeks to transform the organizational culture and improve the abilities within the Ministry of Education (MoE) and the Ministry of Youth (MoY) to ensure officials can implement desired reforms. Creative and its partners will provide technical assistance in the development, roll-out, and tracking of policies and procedures to incorporate international best practices for public education and youth programming. Among the many activities in the USAID/ Technical Assistance Program, it will support curriculum development, promote inclusive learning techniques, improve the skills of teachers and school managers, and other tangible activities that ultimately support changing the organizational culture within the two ministries and relevant agencies. The program will further support Jordan’s outreach and behavioral change communications initiatives that are aimed at creating a culture of reading, the inclusion of vulnerable children, and increased youth engagement.

Background and Purpose

Background

USAID/ Technical Assistance Program (TAP), funded by the U.S. Agency for International Development (USAID), is a five-year education and youth project that seeks to transform the organizational culture and improve the abilities within the Ministry of Education (MoE) and the Ministry of Youth (MoY) to ensure officials can implement desired reforms. Creative and its partners will provide technical assistance in the development, roll-out, and tracking of policies and procedures to incorporate international best practices for public education and youth programming. Among the many activities in the USAID/ Technical Assistance Program, it will support curriculum development, promote inclusive learning techniques, improve the skills of teachers and school managers, and other tangible activities that ultimately support changing the organizational culture within the two ministries and relevant agencies. The program will further support Jordan’s outreach and behavioral change communications initiatives that are aimed at creating a culture of reading, the inclusion of vulnerable children, and increased youth engagement.

Purpose

The purpose of this Terms of Reference (TOR) document is to request from qualified vendors to submit an estimated cost and duration time for the creation of a national integrated web platform, referred to as the Youth Interactive Platform; Shabab.jo (hereinafter, referred to as “the Platform”), aimed at engaging young individuals and stakeholders, with the Ministry of Youth (MoY) of the Hashemite Kingdom of Jordan, and its affiliated facilities, events and activities, in addition to other relevant Government of Jordan (GoJ) facilities.

In parallel to its availability and accessibility through the website, the Platform must be available and accessible through a corresponding state-of-the-art national mobile application designed to serve end users and act as a trusted channel between youth, stakeholders and the MoY in Jordan and globally.

The main objective of the Platform includes, but is not limited to:

• Enhancing Youth Engagement: Increase the participation of young individuals in activities and programs organized by the MoY.
• Facilitating Communication: Provide a reliable channel of communication between the youth, the MoY, the GoJ and relevant stakeholders.
• Promoting Accessibility: Ensure that the Platform includes features for persons with disabilities (PWDs), and is easily accessible via the website and mobile devices, and includes built-in APIs for integration purposes.
• Encouraging Collaboration: Foster a sense of community among young individuals by providing tools for active collaboration and interaction in a safe and secure environment.
• Supporting Youth Development: Offer accessible resources and opportunities for personal and professional growth.
• Ensuring global Reach: Extend the Platform’s reach beyond Jordan to connect with Jordanian youth globally and promote a sense of connectedness for Jordanian youth locally and globally.
• Streamlining Information: Provide a centralized location for all information related to youth facilities, programs and activities in Jordan.

Specifications

The specifications section provides comprehensive guidelines and essential prerequisites applicable to all deliverables. Adherence to these specifications is mandatory for the seamless and effective implementation and completion of the project. Serving as foundational benchmarks, these specifications collectively define the framework of which the offeror must operate within to ensure the project’s successful completion.

1. Coordination

The Offeror must proactively engage in regular consultations with the Institutional Development and Automation Lead within TAP, and the relevant personnel at the MoY, sharing progress updates, collecting feedback, raising and addressing concerns, and collectively strategizing to overcome challenges that may arise during the development process. The success of the project hinges on the synergy between the Offeror and the Institutional Development and Automation Lead, as they navigate government regulations, technological requirements, and the specific needs and requirements of the MoY. The collaborative commitment includes, but is not limited to:

1. Regular Consultations and Progress Updates: The Offeror will actively participate in regular consultations with the Institutional Development and Automation Lead, delivering comprehensive progress updates.
2. Document Accessibility: In support of effective coordination, the Offeror will ensure that all pertinent project documents are readily accessible to the Institutional Development and Automation Lead.
3. Responsive to Feedback: The Offeror will be responsive to all feedback received by the MoY through the Institutional Development and Automation Lead.
4. Proactive Problem-Solving: The Offeror will raise and address concerns, and proactively identify and address potential challenges. Collaborative problem-solving sessions will be conducted with the Institutional Development and Automation Lead to explore innovative solutions and maintain project momentum.
5. Open Communication Channels: To facilitate a smooth exchange of information, the Offeror will maintain open and transparent communication channels with the Institutional Development and Automation Lead.

2. Acceptance Criteria

The acceptance criteria for the project are the predefined conditions and requirements that must be met for the project to be considered successfully completed. The following criteria will be used to evaluate and validate the project’s outcomes and deliverables. The acceptance criteria for the project includes:

• User Acceptance Testing (UAT): The Platform’s various sections will undergo rigorous UAT to ensure they meet the defined functional and technical requirements. Successful user acceptance is a critical criterion for the Platform’s success.
• Data Integration and Compatibility: Seamless integration with external systems will be essential; including but not limited to the MoY’s existing and proposed (under development) systems. The Platform must demonstrate successful and efficient data integration to be accepted with CMS and the MoY’s management information system (MIS).
• Data Privacy and Security Compliance: The Platform must comply with data privacy and security regulations of the GoJ. Date privacy and security compliance will be closely monitored and is a key acceptance criterion.
• Platform Performance and Scalability: The Platform must exhibit high performance and scalability. Performance will be assessed based on system behavior, transaction volume, document handling, database storage, and the number of users.
• Clear Data Visualization: The platform will be successful in showing data through charts and shapes if it helps users easily see trends, spot unusual data, and recognize patterns.
• Optimized User Experience: User experience improvements will be evaluated regularly based on continuous stakeholder feedback, including end-users, through regular testing. The Platform must be intuitive, user-friendly, attractive, and efficient.
• Effective Reporting and Export Capabilities: The Platform must successfully generate reports and provide data in various formats, including Excel, PDF, TXT, and Word. Additionally, a search mechanism for data retrieval must be developed.
• GIS Interactive Map Integration: Integration of a GIS interactive map to visualize the GoJ’s youth-related facilities, with specific emphasis on the MoY’s facilities, will be a crucial acceptance criterion, and must be accessible through the Platform. The map must allow multiple filter options, and accurately display locations and relevant information (profile, contact details, upcoming events, etc.) about the GoJ’s youth-related facilities.
• Media Content Management: The Platform must include a robust CMS to store and manage media content effectively. This includes images, videos, and other multimedia assets related to the MoY’s activities and facilities.
• State-of-the-Art Mobile Application: The Mobile Application must seamlessly integrate all of the Platform’s services and features, in a user-friendly way. It should provide a smart and intuitive user experience on mobile devices, ensuring accessibility and functionality comparable to the Platform’s features, when accessed through the website.
• Smooth Transition and Knowledge Transfer: The transition of responsibilities, documentation, and source code to the MoY’s technical staff, as outlined in the transition plan, must be successfully completed. This is a critical acceptance criterion.

3. Training and Knowledge Transfer

3.1 Training Responsibilities:

This section outlines the Offeror’s responsibilities related to the training sessions, including venues, refreshments, materials, and other logistical considerations

1. Training Venues: The Offeror will ensure that the selected training venues are adequately equipped with necessary facilities, including seating, audio-visual equipment, and internet access. Where available, the Offeror must utilize the MoY and other GoJ’s facilities.
2. Attendees and Duration: The portal training session is anticipated to include 30 participants over a period of three working days.
3. Refreshments: The Offeror will provide refreshments, including water, tea, coffee, and light snacks, during breaks. For full-day training sessions (5 hours per day), a suitable lunch will also be arranged.
4. Training Materials: The Offeror will supply all necessary training materials, including printed handouts, workbooks, and digital resources. These materials will be provided to participants at the start of the training session and will be handed over to the MoY.
5. Participant Registration and Attendance Tracking: The Offeror will manage participant registration and closely monitor and track attendance. A detailed register will be maintained and submitted to the MoY at the end of the training session.
6. Technical Support: The Offeror will ensure that technical support is available during the training sessions to address any issues with equipment or materials.
7. On-the-job coaching: The Offeror will follow-up with trainees and provide on-the-job coaching where necessary.
8. Evaluation and Feedback: The Offeror will collect feedback from participants during training and UAT sessions. The Offeror will reflect the feedback points on the platform as it’s applicable and within the work scope.

3.2 Knowledge Transfer

1. Technical Training Documentation: Develop detailed technical training documentation encompassing comprehensive technical specifications, system architecture diagrams, and API documentation. Additionally, provide clear and concise guides for system administrators, covering crucial technical aspects such as server configurations, database management, and security protocols.
2. In-Depth Knowledge Transfer Sessions: Conduct intensive knowledge transfer sessions with a dedicated focus on technical items. These sessions should equip administrators at the MoY with a profound and thorough understanding of the Platform’s architecture, configurations, and maintenance procedures.
3. Functional Knowledge Transfer Sessions: Provide necessary training to end users on how to operate the platform’s modules.
4. Attendees and Duration: The training session is anticipated to include 10 participants over a period of five working days.
5. Refreshments: The Offeror will provide refreshments, including water, tea, coffee, and light snacks, during breaks. For full-day training sessions (5 hours per day), a suitable lunch will also be arranged.
6. Provide all training materials, user manuals, videos, and session feedback to the MoY. All materials will become the property of the MoY, who will have sole rights over them.
7. Training is expected to happen on a Training of Trainers (TOT) method and as agreed with MoY.
8. All the system administrators and technical staff must receive thorough and intensive training on the source code for the full solution as mentioned in sections 4.6
9. Develop six short (1-2 minutes), easy-to-follow, animated tutorial videos demonstrating the website’s key functions and services. These videos should include both Arabic and English voiceovers, appropriate tone and clarity, and accessible features for people with disabilities (e.g., deaf and/or speech-impaired users), such as captions and visual cues.
10. Develop four short (1-2 minutes), easy-to-follow, animated tutorial videos showcasing the mobile application’s primary functions and services. These videos should include both Arabic and English voiceovers, clear tone, motion graphics, and accessibility features tailored for people with disabilities (e.g., deaf and/or speech-impaired users), including captions and visual aids.

4. System Documentation

The Offeror must prepare the following documents and submit them as softcopies:

• System Technical Documentations.
• System manuals which should cover software and hardware installation and configuration, maintenance, backup, recovery, optimization, etc.
• End user and Administration Manuals.
• Hard copies of training materials must be prepared and distributed to attendees during the sessions for training purposes.

5. Security Measures

Concerning the Platform’s security measures, the Offeror is required to comply with the following MODEE standards:

• Security Protocols: Enforce stringent security protocols, including encryption standards, secure coding practices, and robust authentication mechanisms. Implement secure communication channels and ensure the Platform’s resistance to common website vulnerabilities.
• Vulnerability Assessment: Conduct regular automated and manual vulnerability assessments, employing advanced tools and artificial intelligence to identify and remediate potential security vulnerabilities. Execute controlled penetration testing, simulating real-world attack scenarios to fortify the Platform against external threats.
• Extra measures should be built into the external website to protect against defacement attacks, such as SQL injection and FTP attacks. Development methodology should be based on best practice such as OWASP application security principles and controls.

6. Source Code

• The Offeror must handover all source codes used in implementing all components of the system to the MoY, and must waive their rights to them.
• Assigned staff from MoY’s Information Technology and Digital Transformation Directorate must also receive intensive training on accessing, developing and using the source code, so that they can better understand the system’s architecture and carry out the required updates and modifications, while taking into consideration the following:
  • Store the original and updated source code and backup plan.
  • The MoY must have full rights over the source code, and access codes for safekeeping, as well as all intellectual property rights associated with the system, and how the resources are utilized.
  • Clear and good documentation of the source code and ensure following the approved standards in naming forms, reports, database, interfaces, writing code, etc. accurately to ensure ease of functionality, reading, reference, and modification

7. Hosting

The Hosting and Deployment task involves the deployment, hosting, and ongoing system administration of Shabab.jo. The Offeror is required to perform all deployment tasks that cover all regulatory prerequisites, demonstrating strict adherence to MoDEE’s requirements. It encompasses the following key components:

• Maintain Regulatory Compliance: Continuously monitor and ensure compliance with all relevant regulations and standards governing hosting and security throughout the project.
• Verify Server Availability and Configuration: Regularly verify the availability, accessibility, and proper configuration of the necessary servers and infrastructure required for hosting the platform.
• Ensure Environment Accessibility: Take measures to ensure the hosting environment remains accessible for maintenance, updates, and administration to facilitate timely system improvements.
• Implement Secure Authentication: Implement and maintain secure authentication mechanisms to protect the platform, preventing unauthorized access and data breaches.
• Provide Training and Awareness: Develop and execute training programs to ensure that personnel responsible for hosting, security, and deployment are adequately trained and informed about their roles and responsibilities.
• Security Monitoring and Updates: Continuously monitoring the security of the platform and applying regular security updates to protect against evolving threats.
• Establish Backup and Disaster Recovery Procedures: Create and maintain robust backup and disaster recovery procedures to minimize data loss and ensure system availability in the event of unforeseen events if needed.
• Monitor Firewalls and Security Updates: Continuously monitor and regularly update security measures, including firewalls, to protect the platform from evolving security threats if applicable.
• Release Deployment: Deployment of platform release on the provided environments (staging and production) includes Deployment and Rollback Plans.
• Appropriate training must be provided to system users to enable them to deal with backup and recovery issues after the end of the warranty period. The company will be responsible for hosting the system on MoDEE cloud environment.

8. IT Infrastructure

• The Offeror must install and configure all environments: development, testing/training, and production (i.e., operating systems, relational database management systems, reporting engines, Integration APIs, other categories of the Platform needed software).
• The Offeror must deploy the software solutions and components on the hosting infrastructure provided by MoDEE.
• The Offeror must adhere to the information security standards in developing and deploying the Platform. The Offeror must implement a secure configuration of the hosting environment by using the latest version software, applying security patches, and following good practices and standards for the configuration of the software, including the OS, web servers, DBMS, and any other software.
• Provided solutions that comply with MoDEE resources as outlined in Appendix 1.5

SPECIFIC TASKS

This section outlines the specific tasks to be addressed within the defined scope of work.

1. Platform Project Plans

The Offeror is tasked with developing comprehensive plans to ensure efficient and transparent management and monitoring throughout the project’s lifecycle for both, the website and mobile application, the needed plans are:

1. Implementation Plan: Timeline and Schedule, Risks and Challenges, Roadmap for Implementation, Roles and Responsibilities.
2. Deployment Plan: Deployment Strategy, Data Migration, Rollback Procedures, Hosting Infrastructure Assessment, Post-Deployment Support, Testing and Validation, Documentation.
3. Training Plan: Detailed Training Plan for Technical, Functional and Administration Sessions.
4. Data Migration Plan: Analysis and Mapping, Timeframe, Validation and Risk.
5. Transition Plan: Transfer of Documentation and Source Code, Collaborative Technical Sessions.
6. Create a supporting team to manage the platform at MOY

2. Analysis and Design (Business Requirements)

• Business Requirements Document (BRD)
  • Capture high-level business goals and requirements for the Platform.
  • Define the scope and objectives of the Platform.
  • Identify key stakeholders and their roles.
  • Specify the project timeline and budget constraints.
• Software Requirements Specification (SRS)
  • Elaborate on the functional and non-functional requirements of the Platform.
  • Define the data model and database schema, UML.
  • Specify the system’s interfaces and integration points.
• Integration Design Document
  • Outline how different components of the Platform will be integrated to work together seamlessly.
  • Specify detailed integration points with specific data exchange and parties involved, APIs, Web, and Database.
• Prototype Document
  • Create a visual representation of the Platform to help stakeholders visualize the final product – check Portal Notional Diagram (Suggestion) in the CONTENT AND IMAGES section
  • Include mockups and wireframes of the user interface.
  • Provide a walkthrough of the system’s main functionalities.

3. Platform Scope of Work

The Offeror will develop a unified Platform with interconnected components and services.

The functional requirements to build the portal:

1. User Interface and Experience

• Bilingual; all data, functions and information on the Platform must be available in the English and Arabic languages.
• Accessibility facilities and tools for PWDs (e.g. deaf and/or speech impaired persons).
• A visually attractive and youthful design and user interface, and easy-to-navigate layout, that aligns with the MoY’s theme, branding guidelines and digital identity, and reflects young people today. It is crucial for the Platform to be attractive to young people.

2. Registration / login

• Allows users (young people, NGOs and CSOs) to create an account and login to the Platform using mandatory fields; such as ID numbers (must be connected to the Sanad application, and/or other relevant GoJ systems, and must obtain necessary GoJ approvals), full name, contact details (email address and phone number), registered youth center (where applicable), and hobbies/interests. The Platform should offer a secure login and authentication system to protect user data and transactions, which may only be accessible by the GoJ, and should communicate and be in sync with the MoY’s MIS.
• Implement a secure OTP generation algorithm conforming to the below standards:
  • The OTP must apply on the login.
  • The OTP should be at least 6 digits.
  • The OTP must have an expiry time (2-5 mins).
  • The OTP should expire/become invalid if the OTP is entered incorrectly 5 times.
  • UI implantation for requesting and entering OTPs and providing OTP delivery via SMS or email.
  • The ability to turn off OTP feature from the admin side.

3. Account management

• Allows users to manage their account and profile information (e.g. name, nickname, profile photo, interests/hobbies, contact detail). Users should be able to view their account actions and history of activity/tasks. Additionally, users should be able to manage the visibility of their profile information to others.

4. Control Panel – Administrators Only

• A control panel serves as the central management interface, providing administrators with comprehensive tools to oversee and manage all aspects of the Platform.

5. Interactive Geographical Map

• Must be located on the main page of the Platform, and accurately display locations of the GoJ’s youth-related facilities, including the MoY’s youth directorates, youth cities, sports complexes, youth hostels, youth camps; the MoDEE’s knowledge stations; the MoE’s schools; the MoHE’s universities and TVET centers, and the MoLA’s public parks.
• Must provide tools to enable users to filter displayed data (various layers), e.g. governorates, districts, beneficiaries (female only, male only, mixed), types of facilities, types of programs, etc.
• Must display relevant information for each facility (upon clicking on each facility), e.g. official name of facility, photo gallery, opening hours, contact details, link to Google Maps (for directions), upcoming events, programs and activities (link to interactive calendar), facilities and services (e.g. football field, computer lab, Ping-Pong table, etc.), etc.
• Must be integrated and collect relevant data from the MoY’s MIS.
• It’s applicable to utilize the Digital map already exist for MoY at digitalmap.moy.gov.jo

6. Interactive Calendar

• Must be located on an individual page on the Platform, showcasing the MoY’s events, programs, and activities, and allowing registered users to register and apply for upcoming events, programs and activities.
• Must provide tools to enable users to filter displayed data (various layers), e.g. location (national (open to all), governorates, districts), beneficiaries (female only, male only, mixed), category/topic of event/program/activity (e.g. environment, sports, volunteering, professional skills development, etc.), duration of program, etc.
• Must allow specific users (NGOs and CSOs) to promote youth-related events, programs and activities, subjected to the approval of the MoY (via administrators).
• Must be integrated and collect relevant data from the MoY’s MIS.

7. Facilities Reservation System

• Must be located on an individual page on the Platform, allowing users to view and reserve available facilities at the MoY’s facilities (only), e.g. football field, computer lab, Ping-Pong table, etc.
• Must request details from users specific to the reservation and type of facility.
• Must be integrated and collect relevant data from the MoY’s MIS.
• Must include infrastructure for online payments.

8. Forum

• Forum that allows users to publicly communicate and interact, with a level of auditing, editing and publishing content specific to themes of interests/hobbies (e.g. music, photography, football, etc.)
• Must include infrastructure to allow administrators to create structured, time-bound, and subject-specific discussion threads within the forum. Each thread will have a defined start and end time, clear topic, and description.
• Must include infrastructure to allow specific users (NGOs and CSOs) to create structured, time-bound, and subject-specific discussion threads within the forum, subjected to the approval of the MoY (via administrators). Each thread will have a defined start and end time, clear topic, and description.
• Must include tools for administrators can moderate posts, control participant access, and archive discussions once they conclude. This ensures discussions remain focused, relevant, and efficiently managed.
• The platform must integrate and leverage advanced artificial intelligence (AI) and natural language processing (NLP) tools to automatically detect, filter, and disable specific language and keywords, such as bullying, offensive language, and other prohibited terms. This functionality should ensure real-time monitoring and filtering based on predefined criteria. The AI-driven filtering mechanism must align with the requirements outlined by the Ministry of Youth (MoY).The system should also have the ability to continuously update and adapt its filtering algorithms to address new and evolving language patterns.

9. Content Management System – Administrators Only

• Media Library
  • Centralized storage for all media files such as images, videos, audio files, and documents.
  • Easy and automatic uploading, categorizing, and organizing of media.
• File Management
  • Ability to create folders and subfolders to keep media files organized.
  • Bulk upload and batch editing capabilities to save time.
• Tagging and Metadata
  • Add tags, descriptions, and metadata to media files for better search ability and organization.
  • Support for custom metadata fields.
• Search and Filtering
  • Advanced search functionality to quickly find specific media files.
  • Filtering options based on file type, date, tags, and other attributes.
• Access Control
  • Set permissions and access levels for different users or roles.
  • Restrict access to certain media files or folders.
• Integration
  • Seamless integration with the MoY’s MIS, allowing media files to be easily inserted into posts, pages, and other content types.

10. Services

• Survey Management: The platform should offer a flexible Survey Management feature that enables admin to create, distribute, and analyze surveys. It should support various question types, multi-language options. Automated distribution in-platform notifications. The system should provide real-time data analysis, generating visual reports like charts and graphs, and offer export options (CSV, Excel, PDF). It must also ensure participant management, response anonymity, and compliance with privacy standards.

11. Dashboards and Reports

• Generate at least 5 different various reports and dashboards regarding the website and mobile application usage and contents.
• Include three specific types of analytics and charts, with the capability to export them into Excel and PDF formats.

12. Notifications

• Ability to send messages and push notifications to end users via SMS and email, automatically and manually (from administrators).

13. Feedback

• Allows customers to share feedback, comments, requests, inquiries and complaints related to the Platform’s contents or services.
• Allows customers to share feedback, comments, requests, inquiries and complaints related to MoY’s facilities.
• Provides a tool to allow users to rate the MoY’s facilities, results only visible to administrators.

14. Chatbot

• Chatbot function utilizing artificial intelligence to detect keywords, answer frequently answered questions (FAQs), provide guidance for users, and shortcuts to services and functions available on the Platform.

4. Mobile Application Scope of Work

The Offeror must provide all services, and conduct all functions mentioned in the Platform Scope of Work (ref. section 5.3), in addition to the following points:

• Requirements
  • The Platform mobile application will be developed for iOS, Android, and Harmony OS platforms and will be designed with a user-friendly interface and easy-to-navigate layout, that matches the overall design, branding and digital identity of the corresponding website Platform. The application should be able to access the Backend APIs to retrieve user data, facilitate transactions, and push notifications. Additionally, the application should support Arabic and English languages, and include facilities and tools for PWDs (e.g. deaf and/or speech impaired persons).
  • The mobile application should be developed using a scalable architecture to handle a large number of users and transactions. The application should be able to communicate with the MoY’s APIs to securely retrieve and update user data and transactions, including encryption of user data. The application should also be able to handle the storage of large amounts of data, including user account information, transactions and analytics.
  • The Mobile application must ensure user data protection with secure login, data encryption, role-based access control, regular monitoring, and timely security patches. It must also prioritize user privacy by minimizing data collection, securely storing data, being transparent about data usage, offering opt-out options, complying with data protection laws, and maintaining a clear privacy policy.

As for System Architecture Design, the following should be included:

• Mobile Application: The mobile application would be the primary interface for users to interact with the MoY activities. It should be designed to be intuitive, easy to use, and provide access to all relevant information.
• Data Storage: The application will store all collected data from the e-Services on the MoY’s database, which is under the MoY’s responsibility. Any data related to the application content and admin panel will be handled through the website portal database, which will be designed and built by the Offeror.
• Analytics: The analytics component will provide insights into how the application is being used, what features are being used the most, and how users are interacting with the application.
• API Gateway: The API Gateway will act as a gateway between the mobile application, website portal, and MIS (request/response). It will provide a secure interface for the mobile application to access the backend services. The backend systems are under the MoY’s responsibility, and any new API that is needed for the new services should be built by the Offeror, in coordination with the MoY to ensure integration with the current and future (under development) backend systems.

5. Data Migration

Any existing records from the MoY’s previous Virtual Youth Center Platform must be systematically loaded and migrated into the Platform. This process will involve a comprehensive assessment of the current data, ensuring its integrity, accuracy, and completeness.

The Offeror will be responsible for developing a detailed Data Migration Plan that outlines the steps for data extraction, cleansing, transformation, and loading. This plan should include strategies for handling data discrepancies, duplicate records, and any other potential issues that may arise during the migration process. Additionally, thorough testing and validation procedures must be implemented to ensure that all data is accurately transferred and properly integrated into the Platform.

Continuous monitoring and support must be provided post-migration to address any unforeseen challenges, such as issues with Arabic or English language content or large video file sizes, and to ensure the seamless operation of the Platform.

6. Integration Points

Effective integration between the Platform and the MoY’s existing and future (under development) digital systems, platforms and portals, is essential for a cohesive and efficient operation. This includes integration between the Platform and the following digital systems, platforms and portals:

• MoY’s MIS: Implement bidirectional integration with the MIS.
• GIS: open-source geographical maps to provide visual displays and accurate locations of the GoJ’s facilities or to utilize the MoY digital maps portal.
• Notifications (via email and SMS): Implementing a notification mechanism via email and SMS for timely updates and alerts using the MoY’s official email and SMS accounts.
• Social Media: Integrate with the MoY’s official channels on social media platforms, including Facebook, YouTube, WhatsApp, LinkedIn, and Instagram for enhanced communication and engagement.
• Media Tools: Plugins for playing video content, viewing PDF documents, and displaying images.

content and images

Written content for the portal will be supplied but not all content may be provided in English and Arabic. Bidders will be required to provide and include translations and appropriate stock images for the site (where necessary). The designs should be built with assuming expansion and increase of contents and sections, and a minimum of three proposed platform designs must be submitted.

Portal Notional Diagram (Suggestion) – refer to

Note: The section labeled “TECNINCAL APPROACH“BELOW is provided for your awareness only. At the RFI stage, a technical approach is not required.

Technical Approach

Offerors must clarify their approach to executing the Platform project, including strategies for project management, software development, and system integration, ensuring alignment with project objectives and stakeholder needs. This approach should leverage proven methodologies, tools, and techniques to deliver a robust, secure, and user-friendly platform. The following points must be included in the offer to demonstrate understanding and coverage:

• Approach to project execution and software development.
• Comprehension of project scope, objectives, and stakeholders.
• Methodologies, tools, and techniques for effective project execution.
• UI/UX should be compatible with accessibility standards to serve PWDs.
• User acceptance testing (UAT) and technical support.
  • Present a schedule that includes specific dates for deliverables, testing phases, and user acceptance testing (UAT).
  • Test Environment Setup: Ensure the UAT environment is properly configured and mirrors the production environment.
  • Test Data Preparation: Provide relevant test data that covers all possible scenarios.
  • Support Documentation: Share test cases and test scenarios, user guides, and technical documentation to guide users through the UAT process.
  • Feedback Incorporation: Implement feedback or changes based on the results of the UAT sessions including resolving any issues or defects identified during testing.
  • Performance Monitoring: Track system performance and functionality to ensure it meets agreed requirements.
• Testing processes for system integration, performance, security, and compliance.
• Verification of training, knowledge transfer, and support procedures for system administrators.
• Verification of deployment testing, performance monitoring, and data migration validation.
• Cybersecurity compliance measures and data privacy alignment.
• Proposed sample notional 3 diagrams and designs for the website and mobile application Platform.
• The Platform will be hosted on MoDEE servers, Offeror must provide:
  • Comprehensive logical infrastructure architecture.
  • Computing resources required to host the solution.
  • The proposed solutions must be effective, scalable, and well-balanced.
• Implementing standards, regulations, policies, and requirements of the MODEE.
  • Performance Test Checklists – Appendix 1.1
  • Web Performance Test Prerequisites – Appendix 1.2
  • Customer Journey Template – Appendix 1.3
  • Minimum Baseline Security Standards SDLC V1.0 – Appendix 1.4
• The offeror is required to perform all deployment tasks that cover all regulatory prerequisites, demonstrating strict adherence to MoDEE’s requirements. It encompasses the following key components:
  • Verify Server Availability and Configuration
  • Ensure Environment Accessibility
  • Implement Secure Authentication
  • Provide Training and Awareness
  • Release Deployment
• Multi Factor Authentication via email or/and SMS must be implementation including the ability to inactive it by administrator.

Maintenance and Support

The Offeror is to provide:

• A one-year bug-free guarantee for the platform, with the option for renewal at a preferential price from the Offeror based on the Ministry of Youth’s (MoY) requirements.
• Two years of support and maintenance must be provided, starting from the platform’s acceptance and go-live date, with a service level agreement (SLA) in place to ensure performance and availability standards.
• Perform software fixes, preventative maintenance, and critical upgrades to ensure the stability and functionality of the Platform (website and mobile application).
• Provide ticketing system to support the Platform and allow the MoY to address required support and maintain the Platform.
• The service provider must also carry out the following during the warranty period:
  • Prepare a backup copy of the database on a daily and/ or weekly basis
  • Prepare a full backup copy of the relational database and source code files monthly whenever changes occur.
  • Store a full back up in a secure place
• The maintenance agreement should clearly indicate the Service-level Agreements (SLAs), response times, solution, support hours, contact for support, and a description of their support system to provide ongoing support for the Platform, catering to business users’ needs, whether remotely or on-site.
• Progress Report
  • The Offeror must provide a biweekly progress report for all scope mentioned above that includes but is not limited to performed activities, challenges and other tasks updated.

Expertise and Staffing

This section outlines the necessary roles, and the specific expertise required for archiving project processes, from software implementation, document collection to digitization, quality assurance, and storage

A proven track of record providing the services outlined in the TOR with focus on the following:

a) Offeror

• The offeror provider must be A Jordanian registered company with full presence in Jordan
• The Offeror must have sufficient experience and knowledge in working with similar automation projects in the public sector and/or private sector. Implementing similar project in the youth sector whether inside or outside Jordan is a plus.
• The Offeror must follow “Agile” methodology and have sufficient experience in optimal use. Presenting its approved certificates to be accredited in the implementation of the project is highly recommended.
• The Offeror must have no less than ten years of experience in software development.

b) Staff

• Progressive work experience in online databases and applications development
• Relevant practical experience, with focus on archiving software
• Staff assigned to these tasks must have a minimum of 5 years of experience, and expected resources are:
  • Project Manager
  • Business Analyst
  • Solution and Mobile Architect
  • Senior Full Stack Developers
  • Senior Mobile Developers (Android and iOS)
  • Senior UI UX Engineer
  • Quality Assurance Specialist
  • Support Engineer
  • UI/UX Designer

General Requirements

The following are the general requirements that must be adhered to for the successful implementation of the project:

• The Platform must support multi languages, particularly the English and Arabic languages.
• Incorporate MoY’s and USAID branding guidelines.
• The Platform will serve up to 2500 concurrent users.
• Adherence to standards set by the MODEE is mandatory. The MODEE conducts several security, quality and performance testing and the Platform must pass them all. All recommendations and defects generated from the testing that require addressing and further amendments will be considered within the scope of work.
• The Platform will be hosted on the MODEE’s servers.

1. Deliverables

As deliverables, the Offeror is expected to provide:

Deliverable 1: Project Initiation and Kickoff Meeting

Deliverable details:

• Kickoff Presentation
• Project Charter and Initiation Document
• Detailed Project Schedule (Plan and Timeline)
• Sustainability plan (MoY experts/staff necessary to maintain/run Platform)

Deliverable 2 : Analysis and Design

Deliverable details:

• System Requirements and Specifications Document (SRS)
• Prototype Documentation (GUI and UX for both Website and Mobile Application Platform) requiring at least three designs
• Integration Design Document

Deliverable 3: Platform Development and Functionalities Checklist

Deliverable details:

• Develop the Platform including different services, dashboards, reports, calendar, CMS, forum, maps and integration as described in the approved analysis documents and based on the clarified specifications and retreatments in the TOR
• Source Code Version-1

Deliverable 4: Mobile Application Development and Functionalities

Deliverable details:

• Develop the Mobile application version of the Platform as described in the approved analysis documents.
• Mobile Application Source Code Version-1

Deliverable 5: User Manual and Staff Training on the Website and Mobile Application Platform

Deliverable details:

• Training Plan
• An updated user manual and training materials including videos that comprehensively outlines website and mobile application Platform functionalities in both, the Arabic and English languages
• In-person training sessions for the MoY’s related employees 30 employees, tasked with managing and administrating the Platform (administrators)
• In-person technical training for maximum 10 employees on the technicality of the entire Platform with Intensive training on source code and development, and configuration techniques

Deliverable 6: Validations and Testing of the Application

Deliverable details:

• Data Migration Plan
• Perform testing and validation procedures in cooperation with the workgroup to ensure performance, stability and sustainability of the website and mobile application Platform
• Data verification and reviews including roles, permissions and migrated data
• Testing phase for the mobile application and its features including: usability testing, integration testing, compatibility testing, security testing, performance and load testing for 1000+ concurrent users, User Acceptance Testing (UAT)
• Clear test scenarios and test cases must be provided in Arabic

Deliverable 7: System Launch

Deliverable details:

• A workable, functional, and active software
• Organize a launch ceremony that includes an interactive tour of the website and mobile application platform. This full-day session should take place at a hotel venue and accommodate 50 attendees, featuring coffee breaks and lunch.

Deliverable 8: Maintenance and Support

Deliverable details:

• Provide a support and maintenance agreement for 24 months after the delivery and acceptance of the application.
• The maintenance Agreement (in Arabic)
• On-site/remote support and technical assistance including online assistance.
• Develop a Service Level Agreement (SLA) for maintenance, refitting, and repairing

Deliverable 9: Source codes

Deliverable details:

• Source codes and scripts for platform and database (website and mobile application)

Location of PROJECT

Ministry of Youth, Amman, the Hashemite Kingdom of Jordan.

How to apply

PURPOSE OF THE RFI

The purpose of this RFI is to offer the opportunity for interested organizations to provide information, range of cost in addition to provide us with lead delivery time strategies and recommendations that present a logical, comprehensive, concrete and measurable set of interventions to achieve the stated purpose, objectives, and illustrative results as stated below.

Responses to this RFI should include information that will be useful to CREATIVE in subsequently drafting a more detailed Request for Proposals related to the Vendor-Risk-Assessment. With this RFI we request information regarding your company and your services. The same information will be gathered from different companies and will be used to evaluate what Offeror we will follow up the solicitation process with an RFP or RFQ.

Any questions should be submitted in writing and emailed to TapProcurement@crea-jtap.com no later than November 7, 2024. No questions will be entertained if they are received by means other than the specified email address, and any communications to alternate e-mail addresses will result in the disqualification of the bidder. The RFI number (listed above) should be stated in the subject line. Answers will be compiled and distributed within four days from the closing date of questions**.**

Creative Operations Department TapProcurement@crea-jtap.com

Application Submission: Application, including any attachments should be sent electronically in PDF format to: TapProcurement@crea-jtap.com . Be sure to include in the subject line: Request for Information (RFI) External Consultancy Firm – Youth Interactive Platform – Shabab.jo, MoY

Requested Information from companies.

Please submit an estimated lump sum price and realistic time duration for such work.

This should be an estimated range and not the actual price to build the budget

RFI Format

Interested parties should provide an estimated financial proposal along with duration as per above details

Firm Information which includes the following:

• Firm profile and Commercial registration Certificate.
• Examples of previous work related to the scope.

General term

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. The issuance of this RFI and your preparation and submission of information do not commit CREATIVE to any contractual relationship, directly or indirectly. CREATIVE will not reimburse or make payment for any costs incurred in the preparation and submittal of your response.

[End of Request for Information]

To receive the RFI documents and Appendixes, please refer to the links below:

Request for Information:

Appendix 1.1

Appendix 1.2

Appendix 1.3

Appendix 1.4

Appendix 1.5

OR you can request the full package by sending an email to Creative Operations Department TapProcurement@crea-jtap.com