Request For Proposals: Terms Of Reference for The Redesign and Modification of the Plexii Website

 Location:                                                        Kampala
Description of the assignment:                     Redesign and Modification of PLEXII Website
Type of Contract:                                          Individual Consultant/National
Applicable Language:                                   English
Starting date:                                                 Upon signing contract
Expected Duration of Assignment:              30 non-consecutive working days spread across contract period

Closing Date:                                                 26^th November 2025 

Terms Of Reference for The Redesign and Modification of the Plexii Website 

1. Background

The Platform for Extractive Industries Information (PLEXII – www.plexii.org) serves as a knowledge-sharing hub for stakeholders in Uganda’s extractives and energy sectors. Through research publications, policy dialogues, and stakeholder engagements, PLEXII promotes transparency, innovation, and sustainability in the governance of mining, oil and gas, and renewable energy resources.  

Since its inception over ten years ago, the PLEXII website (https://plexii.org) has been actively disseminating information freely to the public:  hosting news, reports, multimedia content, and updates from the extractives and energy sectors. However, with evolving digital trends and growing stakeholder expectations, the current website’s design and functionality have become outdated and less effective in fulfilling its communication, advocacy, and information dissemination roles.

There is therefore an urgent need to redesign the PLEXII website to strengthen its digital presence, improve access to credible information and foster collaboration within different stakeholders working to improve the governance of the extractives and energy sectors in Africa.  

2. Problem Statement

While the existing website provides relevant content, the following challenges limit its effectiveness:

• Outdated User Interface: The current design lacks modern visual appeal and a clear information hierarchy, making navigation cumbersome for users.
• Limited User Experience: Users find it difficult to locate information quickly due to outdated layout, limited filtering options and inconsistent presentation.
• Slow Performance: Large, unoptimized images and outdated front-end architecture affect page loading times, particularly on mobile and low-bandwidth networks common in Africa. – where the bulk of the website traffic originates.
• Weak Search Engine Optimization: The site’s structure, metadata, and lack of structured data reduce visibility in search engine results.
• Inconsistent Content Management: The site’s library and blog sections are not well categorized, and older content overshadows new publications.
• Accessibility and Security Gaps: Limited mobile responsiveness, and outdated plugins pose accessibility and security concerns.
• Unclear Calls to Action: Visitors are not effectively guided toward engagement opportunities such as membership registration, newsletter subscriptions, or event participation.

These challenges hinder PLEXII’s ability to effectively reach policymakers, researchers, media, private sector actors and civil society stakeholders who depend on timely and reliable information from the platform.

3. Objective of the Redesign

The overall objective is to redesign and modernize the PLEXII website to enhance accessibility, usability, visibility and stakeholder engagement.

Specific Objectives

1. To develop a modern, responsive, and visually appealing website that aligns with PLEXII’s brand identity.
2. To improve content organization and navigation for better access to news, research, and policy resources.
3. To optimize the website’s performance and search engine visibility through modern web standards.
4. To strengthen digital engagement through membership sign-ups, newsletters, and interactive content.
5. To integrate accessibility and security best practices, ensuring inclusivity and data protection.

4. Expected Outcomes
   • A redesigned website that is user-friendly, responsive, and fast-loading across devices.
   • Improved visibility of PLEXII’s publications, news, and multimedia content.
   • Enhanced online presence and credibility among industry players and policymakers.
   • Better analytics and data-driven insights on audience engagement.
   • A secure, accessible, and scalable platform that supports PLEXII’s long-term digital strategy.
5. Implementation Approach

ACEMP envisages that this assignment will go through different phases including:  

• Review of current website to understand gaps in functionality
• Needs Assessment through discussions with ACEMP Team
• Joint Planning for re-design
• Design of draft Prototype
• Testing of Prototype
• Content Migration, Deployment
• Capacity Building of ACEMP Team and Handover

6. Outputs

The successful Consultant is expected to submit the following deliverables:

• Inception report detailing design vision and functionality
• Presentation of inception report
• Draft Prototype
• Final Prototype
• Operational manual

7. Qualification and Experience of the Consultant.

• An advanced university degree or equivalent in computing, computer science, software engineering, or another relevant field.
• 10 years of application development experience, including front-end and back-end solutions for creating database-driven and responsive web applications.
• Experience in doing work of a similar nature for organisations. Please submit reference details from three past and/or current clients and three URLs to their websites.
• Familiarity and relevant experience in developing themes and web elements for different Content Management Systems (CMS), particularly Drupal and WordPress.
• Have excellent knowledge of the latest trends in design and development of interactive web elements.
• Communication skills: Effective communication skills for presenting findings, recommendations, and reporting to stakeholders clearly and concisely.
• Reputation: As a strong advocate for child protection and safeguarding, ACEMP and the SEA-WN consortium expect the consultant to have a strong track record in these areas. The Consultant must not be a barred party as scanned by Bridger Check.

8. Payment Specifications.

Payments will be made in two instalments. First, (40%) on request after approval of the inception report, and the second (60%) upon the submission and approval of the final report. All costs will be subject to a 6% withholding tax.

9. Management.

For quality assurance, the consultant will work closely with the ACEMP Programs and Communications Manager.

10. Period and estimated number of days for the redesign.

The assignment is planned to start on 1^st December 2025, and the final prototype of the website and operational manual will be submitted by 15^th February 2026. The maximum number of billable days for the assignment is 30.  

11. Criteria for Evaluation of Proposal:

Only those applications that are responsive and compliant will be evaluated.  Offers will be evaluated according to the Combined Scoring method. The applicant receiving the Highest Combined Score that has also accepted the General Terms and Conditions will be awarded the contract.

Evaluation will be based on Cumulative Analysis as per the following scenario:

• Technical Criteria weight is 70%
• Financial Criteria weight is 30%

12. Application Process.

Interested and qualified Consultants should submit their proposals to procurements@acemp.org together with the following documents:

• An expression of interest for the assignment, including a detailed technical and financial proposal (one document), duly signed by the applicant.
• Electronic links of at least three pieces of recent similar work done by the Consultant.
• CV demonstrating relevant skills and experience.
• All documents should be in English.

Deadline for submissions is Wednesday 26 November at 17:00 Hrs.  Only applicants who pass the evaluation stage will be contacted.

13. Confidentiality:
    The Individual Consultant shall not, either during the term or after termination of the assignment, disclose any proprietary or confidential information related to the consultancy service without prior written consent. Proprietary interests in all materials and documents prepared by the consultants under the assignment shall become and remain the property of ACEMP.