Terms of Reference for Developing the Industry Cluster Website at Private Sector Federation (PSF) Deadline: 15 October, 2025

TERMS OF REFERENCE FOR DEVELOPING THE INDUSTRY CLUSTER WEBSITE

1. Introduction

The Private Sector Federation (PSF) serves as the umbrella organization for private sector operators in Rwanda, aiming to foster business growth, advocacy, and sectoral development. As part of its strategy to strengthen sector-based collaboration and visibility, PSF supports the development and maintenance of an Industry Cluster Website. To improve communication, visibility, and service delivery, PSF Industry Cluster intends to develop a modern, functional, and user-friendly website.

2. Objectives of the Assignment

The objective is to design, develop, and deploy a responsive and secure website that will:

• Serve as an information and communication platform for the cluster and its stakeholders.
• Promote cluster associations, members, events, and services.
• Facilitate online membership applications and renewal.
• Provide a portal for news, publications, policy briefs, and sectoral reports.
• Integrate with cluster’s social media and communication tools.
• Advertising space managements
• Online membership fee payments

3. Scope of Work

The consultant/developer shall undertake the following tasks:

3.1. Website Design and Development

• Design a modern, visually appealing, and responsive website (mobile/tablet/desktop friendly).
• Ensure compatibility with all major browsers.
• Provide a user-friendly Content Management System (CMS) (e.g., WordPress, Drupal, or equivalent).

3.2. Core Features and Functionalities

1. Membership Registration Portal
   • Online registration form for new members.
   • Upload functionality for required documents.
   • Admin dashboard to review, approve, or reject applications.
   • Auto-email notification system for applicants and admins.
2. Membership Fees Payment Integration
   • Integration with local and international payment gateways (e.g., Mobile Money, Credit/Debit Cards, PayPal).
   • Auto-generated invoices and receipts.
   • Member dashboard to view payment history and subscription status.
   • Admin panel to manage payments and issue reminders.
3. Online Member Directory
   • Public-facing searchable directory with filters (sector, location, company name, etc.).
   • Each member’s profile to include business details, contact information, products/services, and logo.
   • Admin control for content moderation.
4. Adverts and Banner Space
   • Manageable advertisement spaces on homepage and internal pages.
   • Admin portal for uploading, approving, scheduling, and removing ads.
   • Optional feature for members to purchase or request ad space through the platform.
5. News, Events, and Resources
   • Section for latest news, industry updates, events, and publications.
   • Download center for resources (reports, brochures, policy documents, etc.).
   • Event calendar with registration and RSVP functionality.
6. Contact and Support Section
   • Contact forms with CAPTCHA and auto-responses.
   • FAQs and Helpdesk/Ticket system.
7. Multilingual Support
   • Support for at least three languages: English, French and Kinyarwanda.
8. Security and Compliance
   • HTTPS secure site with SSL certification.
   • GDPR/Local data protection compliance.
   • Regular security updates and backups.
9. Analytics and Reporting
   • Integration with Google Analytics.
   • Admin dashboard for user statistics, page views, most visited content, etc.

4. Deliverables

The consultant is expected to deliver the following:

1. Inception report with proposed website structure and timeline.
2. Wireframes and design mockups for approval.
3. Fully developed and functional website.
4. User and technical documentation.
5. Training session for designated cluster staff.
6. Support and maintenance for 3 months post-deployment.

5. Duration and Timeline

The assignment is expected to take 8 weeks, from inception to launch:

• Week 1: Inception and requirement gathering
• Weeks 2–4: Design and approval
• Weeks 5–7: Development and testing
• Week 8: Training, launch, and handover

6. Qualifications of the Consultant/Firm

• Proven experience in website development
• Strong portfolio of previous relevant work.
• Experience with CMS platforms (WordPress, Drupal, etc.).
• Ability to provide post-launch support and maintenance.
• Knowledge of SEO, UI/UX design, and mobile-first development.

7. Submission requirements

Interested firms/consultants should submit:

• Technical proposal including methodology and timeline
• An introduction letter addressed to the Chief Executive Officer of PSF
• Financial proposal
• Company/individual profile with relevant experience
• At least 3 references or previous work samples

8. Submission Guidelines

All proposals and required documents must be submitted as a single PDF file, with the file name reflecting the company’s name.

Deadline for Submission:15th October 2025 close of business
Submission Email:procurement@psf.org.rw