Terms of Reference (ToR) for the Design, Development, and Deployment of Rwandaful Digital Marketplace

Introduction:

The Rwanda Chamber of Tourism (RCOT) serves as the coordinating body for private sector companies in Rwanda’s tourism and hospitality industry. RCOT represents over 1,300 members across seven key associations within the tourism and hospitality industry.

Mission

RCOT’s mission is to foster a favorable environment for tourism and hospitality businesses, ensuring they contribute significantly to Rwanda’s economy.

Membership and Associations

RCOT includes seven associations:

• • Rwanda Hospitality Association (RHA)
  • Rwanda Tours and Travel Association (RTTA)
  • Rwanda Safari Guides Association (RSGA)
  • Rwanda Hospitality and Tourism Educators Association (RHTEA)
  • Rwanda Association of Travel Agencies (RATA)
  • Rwanda Community Tourism Association (RCTA)
  • Rwanda Association of Professional Conference Organizers (RAPCO)

The Rwanda Chamber of Tourism (RCOT) invites qualified service providers to submit proposals for the design, development, and deployment of the Rwandaful Digital Marketplace. This ToR outlines the objectives, the scope of work, deliverables, and other relevant details for this project. It aims to allow Micro, Small, and Medium Enterprises (MSMEs) to feature their tourism products and services, making them easily accessible to local and international tourists.

2. Objectives

Objective 1: Requirements Review and Clarification

• Conduct an in-depth review of project requirements and ensure stakeholder alignment before development.

Objective 2: Design and Prototyping

• Develop wireframes and mock-ups for the digital marketplace.
• Gather stakeholder feedback before finalizing the system design.

Objective 3: System Development and Integration

• Build a scalable and secure web-based platform integrating all marketplace functionalities.
• Ensure compatibility across different devices and integrate with third-party services.

Objective 4: Testing and Quality Assurance

• Conduct user acceptance testing (UAT) to ensure functionality and performance meet the required standards.
• Implement rigorous testing protocols to identify and resolve issues before deployment.

Objective 5: Stakeholder Training and Change Management

• Train MSMEs, tourism operators, and administrators on using the platform efficiently.
• Ensure smooth adoption and usability.

Objective 6: Piloting and Deployment

• Run a pilot phase for user feedback before full deployment.
• Deploy the system in a live production environment.

Objective 7: Ongoing Support and Maintenance

• Provide technical support post-launch to ensure stability.
• Address emerging issues and monitor system performance.

Objective 8: Comprehensive Documentation

• Deliver detailed system documentation, including user manuals and developer guides for future updates.

3. Scope

Service Listing & Management:

• MSMEs can register, create profiles, and list tourism services (e.g., accommodations, tours, transport).
• Access to a dashboard for service management, bookings, and customer feedback.

Booking & Payment Integration:

• Tourists can search, book, and pay for services online.
• Integration with mobile money and international payment gateways.

Feedback & Review System:

• Tourists can leave reviews and ratings after service completion.
• MSMEs can respond to reviews to enhance service offerings.

Reporting & Analytics:

• MSMEs will have access to performance reports on bookings, revenue, and customer feedback.
• Administrators can monitor user activity and platform-wide metrics.

Security & Access Control:

• Role-based access control (RBAC) ensures secure data access.
• Data encryption for secure transactions and communication.

System Administration & Content Management:

• Admins can manage users, content, and system health.

4. Methodology

The project will follow an Agile Project Management approach, ensuring flexibility, iterative development, and stakeholder feedback integration.

Key Approaches:

• Stakeholder Engagement & Collaboration: Regular workshops and feedback sessions.
• User Acceptance Testing (UAT): Testing with real users before launch.
• Progress Reporting: Weekly updates on achievements, challenges, and next steps.
• Frequent Communication & Coordination: Regular project meetings with RCOT and partners.
• Iterative Development & Feedback Loops: Ensuring continuous improvement based on feedback.

5. Deliverables

The selected service provider will deliver:

• A fully functional Rwandaful Digital Marketplace.
• User-friendly interfaces for MSMEs, tourists, and administrators.
• Secure payment gateways supporting mobile money and international options.
• Customizable reports and analytics for performance monitoring.
• Comprehensive training materials for users.
• Security protocols ensuring data protection.
• Cloud-hosted platform with disaster recovery features.

6. Qualifications and Experience

The selected contractor must have proven expertise in designing and developing e-commerce platforms or digital marketplaces. The required roles and qualifications include:

• Project Manager: At least 5 years of experience in IT project management with a background in IT or a related field.
• Business Analyst: Minimum 5 years of experience in system analysis and business process modeling.
• UX/UI Designer: Strong expertise in user interface design, with proficiency in tools like Adobe XD, Sketch, and Figma.
• Software Developers: 5+ years of hands-on experience in developing scalable platforms using modern technologies.
• Tester: Experience in system testing, test automation, and user acceptance testing (UAT).
• Security Expert: Certified in cybersecurity (CISM, CISSP) with 5+ years of experience in securing web applications.
• Database Administrator: Skilled in database optimization and management.
• DevOps Engineer: Experience in cloud infrastructure management and continuous integration/continuous deployment (CI/CD).

The project is expected to last 6 months, with key milestones:

• Month 1: Inception Report & Work Plan.
• Month 2-4: System Design Approval, Development of Core Modules.
• Month 5: User Acceptance Testing (UAT).
• Month 6: Full Deployment & Maintenance Start.

8. Reporting and Coordination

The service provider will report to the RCOT Project Manager. Regular reviews will be conducted to ensure progress aligns with project goals.

This ToR invites qualified service providers to submit proposals for the Rwandaful Digital Marketplace project. Interested applicants must submit a technical proposal, financial proposal, team credentials, and portfolio.

For inquiries and submissions, contact:
📧 info@rwandatourismchamber.org
📅 Deadline for Submission: February 20, 2025

Download ToR: Click here to download the full Terms of Reference (PDF)