RFP-RO01-003841 - Consultancy on Developing a Website for the Forced Migration Network of Kenya (FOMREK)

1.Who is the Danish Refugee Council?

Founded in 1956, the Danish Refugee Council (DRC) is a leading international NGO and one of the few with a specific expertise in forced displacement. Active in 40 countries with 9,000 employees and supported by 7,500 volunteers, DRC protects, advocates, and builds sustainable futures for refugees and other displacement affected people and communities. DRC works during displacement at all stages: In the acute crisis, in displacement, when settling and integrating in a new place, or upon return. DRC provides protection and life-saving humanitarian assistance; supports displaced persons in becoming self-reliant and included into hosting societies; and works with civil society and responsible authorities to promote protection of rights and peaceful coexistence.

The Regional Durable Solutions Secretariat (ReDSS), established in 2015, is a secretariat of 14 NGOs hosted by the Danish Refugee Council (DRC) that serves as a coordination and information hub to drive durable solutions for displacement-affected communities in the East, Horn, and Great Lakes regions of Africa. ReDSS enhances joint learning, informs policy, builds capacity, and fosters coordination, acting as a catalyst to stimulate forward-thinking and policy development on durable solutions. ReDSS has a presence in Ethiopia, Kenya, Somalia, and a coordination unit for the Great Lakes in Burundi.

The Kenya Evidence Platform (KEP) is an initiative of the Regional Durable Solutions Secretariat (ReDSS), in partnership with the Refugee-Led Research Hub (RLRH) and Maseno University. The KEP is a three-year project (2023–2026) funded by the Kingdom of the Netherlands that aims to ensure that refugee programming and policymaking in Kenya engages with, and responds to, locally driven and generated research on promoting durable solutions.

The Forced Migration Research Network of Kenya (FOMREK) was launched in 2024 as a product of the Kenya Evidence Platform. It is a coalition of academic institutions, civil society organisations, and research bodies committed to advancing knowledge and action on forced migration in Kenya and the broader region. Its mandate includes fostering collaborative research, enhancing evidence-based policy dialogue, and building a resource repository that serves practitioners, policymakers, and affected populations.

2. Purpose of the consultancy

ReDSS, on behalf of the KEP, seeks to develop a website hosted within Maseno University's CMS environment as the lead partner of FOMREK. The platform will feature a dynamic landing page, a repository of publications, a blog page, and an event calendar. It must be user-friendly and responsive, and offer a backend content management system that enables non-technical administrators to update content regularly.

3. Background

The Forced Migration Research Network - Kenya (FOMREK) was established in 2024 as a collaborative platform uniting academic researchers, civil society actors, and institutions engaged in the study and policy analysis of forced migration in Kenya. FOMREK emerged from a series of national workshops convened by the Kenya Evidence Platform (KEP), an initiative of the Regional Durable Solutions Secretariat (ReDSS) in partnership with Maseno University, the Refugee Led Research Hub (RLRH), and academic institutions in Kenya. These workshops identified critical gaps in visibility, localization, and sustainability in forced migration research, especially the marginalization of scholars from the Global South in shaping durable solutions policy.

FOMREK exists to foster locally grounded research that challenges dominant global narratives and provides policy-relevant evidence responsive to Kenya’s context. Anchored on five thematic pillars - refugee governance, integration services, socio-economic inclusion, environmental sustainability, and durable solutions. FOMREK serves as a research, training, and documentation hub for academics and practitioners alike. Its activities include joint research, capacity building, conferences, and publication of evidence products aimed at influencing both local and global discourse on displacement.

Within the KEP framework (2023 - 2026), FOMREK’s digital presence is essential to its mission. The proposed website will serve as a virtual documentation centre and interactive platform for disseminating research, hosting publications, showcasing events, and enhancing the visibility of locally produced knowledge. It will also strengthen engagement between academia, policymakers, and displacement-affected communities, helping ensure that relevant research generated by Kenyan scholars directly informs programming and policy on durable solutions.

4. Objective of the consultancy

The consultancy aims to achieve the following three overarching objectives in support of FOMREK’s mission and the Kenya Evidence Platform (KEP) project:

• Develop a Dynamic and Accessible Digital Platform for FOMREK

The primary objective is to design and build a modern, responsive website that serves as the official digital platform for the Forced Migration Research Network of Kenya (FOMREK). This site will be embedded in Maseno University’s main website as the convenor of FOMREK, and will function as a central information hub, showcasing the network’s vision, thematic focus areas, and institutional partners. It must include a user-friendly interface and content structure to facilitate intuitive navigation across core pages, including About, Events, Blog, and Contact pages.

• Establish a Repository and Communication Tool for Knowledge Sharing

The website will feature a searchable, categorized repository to host and disseminate research outputs, policy briefs, academic papers, and newsletters generated by FOMREK members and partners. Additionally, the platform will provide space for blogs, news, and events to promote interaction among researchers, policymakers, practitioners, and displacement-affected communities. The platform is envisioned to amplify the visibility of local research and ensure its usability in programmatic and policy processes.

• Build Sustainable In-House Capacity for Ongoing Content Management

A critical objective is to ensure that core staff in Maseno University are empowered to manage the website independently after deployment. This includes providing a backend content management system (CMS) suitable for non-technical users, delivering comprehensive training, and supplying manuals or video guides. The consultant is also expected to provide post-deployment support for at least three months to ensure smooth transition and long-term functionality.

5. Scope of work and Methodology

The overall objective of this consultancy is to design, develop, and deliver a functional, responsive, and user-friendly website for the Forced Migration Research Network – Kenya (FOMREK), aligned with its strategic goals under the Kenya Evidence Platform (KEP) project. The scope includes both the technical development and administrative training needed to ensure sustainable use of the platform.

The consultant or development team will be expected to:

• Conduct an inception process with FOMREK to finalize the website structure, features, and branding alignment.
• Design the site architecture, including a homepage, about page, events calendar, blog section, document repository, and contact page.
• Develop the website using a CMS such as WordPress or Drupal, hosted on a partner institution’s infrastructure.
• Integrate repository functionality to enable categorization and download of research outputs, reports, and publications.
• Implement an events calendar, newsletter sign-up, and blog features to allow sharing of upcoming activities and thought leadership.
• Ensure full mobile responsiveness, accessibility, and cross-browser compatibility.
• Optimize the website for search engines and performance (basic SEO and caching).
• Train selected FOMREK administrators on content management, including uploading, editing, and structuring pages.
• Provide a user guide/manual for ongoing content maintenance.
• Offer three months of post-deployment technical support for bug fixes, CMS/plugin updates, and minor layout or content support.

6. Deliverables

The Consultant will submit the following deliverables as mentioned below:

Phase 1: Inception

Expected deliverables:

• Inception report
• Wireframes and home page design concepts
• Approved sitemap and functionality list

Indicative description tasks:

• Conduct inception meeting with KEP partners
• Gather and review all content and branding materials
• Propose and refine information architecture
• Submit initial design mockups for review
• Incorporate feedback and obtain design approval

Maximum expected timeframe - 5 working days

Phase 2: Development & Internal testing

Expected deliverables:

• Functional website prototype
• Fully developed and integrated web pages (Landing, Repository, Events, Blog, About, Contact)
• Internal QA test results

Indicative description tasks:

• Build website backend using selected CMS (WordPress or Drupal)
• Develop frontend templates and integrate content
• Configure repository, blog, event calendar, and contact form
• Conduct internal testing of links, responsiveness, performance, and security

Maximum expected timeframe - 10 working days

Phase 3: Stakeholder Review & Feedback

Expected deliverables

• Feedback log from stakeholders
• Updated prototype with incorporated changes

Indicative description tasks:

• Share functional site preview with KEP partners and select FOMREK members
• Collect feedback on functionality, design, and content
• Identify and document bugs or improvement areas
• Prioritize and schedule revisions

Maximum expected timeframe - 5 working days

Phase 4: Final Revisions, Training & Deployment

Expected deliverables

• Final live website on hosting domain
• Admin training (virtual or in-person)
• Training guide/manual
• Handover package (credentials, source files, documentation)

Indicative description tasks:

• Apply final revisions and polish frontend styling
• Set up analytics and SEO tools
• Conduct admin training session(s)
• Deliver training resources/manuals
• Launch the website and perform go-live checklist
• Handover website ownership and credentials

Maximum expected timeframe - 6 working days

Phase 5: Post-Deployment Support

Expected deliverables

• Monthly check-ins and support logs
• Bug fixes, plugin/CMS updates
• Minor layout or content structure adjustments

Indicative description tasks:

• Provide responsive technical support
• Resolve technical issues or bugs
• Update CMS/plugins to latest versions
• Address minor feature or layout requests
• Advise on sustainable content management practices

Maximum expected timeframe - 6 working days (spread out)

7. Duration, timeline, and payment

The total expected duration to complete the assignment will be no more than 30 working days spread out in a period of four calendar months from the start of the assignment.

8. Proposed Composition of Team

The applicant is expected to field a technically competent and well-coordinated team capable of delivering a high-quality website that meets FOMREK’s requirements. Applicants may combine roles depending on capacity but must clearly outline each team member’s responsibilities and qualifications in the proposal.

At minimum, the team should include or demonstrate full capacity to fill the following recommended roles:

• A Lead Developer or Technical Project Manager who will oversee the entire assignment, serve as the primary liaison with KEP partners/ FOMREK, and ensure timely delivery of all outputs. This role may also include CMS setup and integration.
• A UI/UX Designer should support the development of intuitive and visually appealing layouts that reflect FOMREK’s brand identity and ensure accessibility across devices.
• A Front-End Developer may support in translating designs into responsive page templates, optimizing usability and browser compatibility.
• The team should also include capacity for CMS configuration and back-end development, particularly for integrating features such as the repository, blog, events calendar and contact forms to an existing CMS.
• Finally, the assignment requires a person with the ability to develop and deliver content management training, produce a user-friendly administrative guide and lead on the ongoing support.

9. Eligibility, qualification, and experience required

Essential:

• The lead consultant has at least a degree in Computer Science or a related field of study, with more than 5 years’ experience in web design and system administration
• At least 3 years proven and demonstratable experience in developing similar academic or research-oriented websites using WordPress or Drupal
• Portfolio of at least three relevant projects completed in the last 5 years
• Capacity to deliver on agreed timelines
• Familiarity with data privacy best practices and security protocols
• Experience in creating user-friendly CMS documentation and admin training

Desirable:

• Experience working with academia/ academic institutions or forced migration networks
• Knowledge of accessibility and inclusive design practices for platforms of a similar nature
• Ability to propose sustainable hosting and update strategies

10. Technical supervision

The selected consultant will work under the supervision of the ReDSS Communications and Learning Coordinator, with input from the Kenya Evidence Platform committee representatives from FOMREK, Maseno University, the Refugee-Led Research Hub (RLRH), and ReDSS. Day-to-day coordination and review will be conducted through regular virtual check-ins, with final outputs reviewed and approved by the Committee before payment.

11. Location and support

This assignment will be primarily remote, with optional in-person meetings in Nairobi, Kenya, depending on mutual agreement. The consultant is expected to work independently using their equipment and software. FOMREK/ Kenya Evidence Platform will provide:

• Access to its hosting environment and CMS platform credentials
• Branding materials (logos, guidelines)
• Existing content and documents
• A designated contact person for guidance and coordination

12. Travel

This assignment is primarily remote. If travel is required for in-person training or meetings, the Kenya Evidence Platform will either facilitate the arrangements (with prior agreement) or reimburse the expenses upon submission of valid receipts and approval.

13. Submission process

Interested applicants who meet the required profile are invited to submit their bids to the following to email address: tender.ro01@drc.ngo

a) Technical Proposal (max 6 pages):

• Understanding of the ToR
• Approach and methodology
• Workplan and timeline
• Team structure and CVs
• 3 references for similar work (with contact info)
• At least three links to comparable live website developed

b) Financial Proposal:

• Detailed cost breakdown (design, development, training, post-deployment support, VAT, etc.)

c) Mandatory Annexes:

• Copy of business registration/license
• Tax compliance certificate (if applicable)
• Sample admin guide/manual from a previous project (if available)

Please find more information on the submission guidelines in the RFP Invitation Letter.

13. Evaluation of bids

Please refer to the RFP Invitation Letter

14. Data Protection and Confidentiality

While executing this assignment, the consultant shall ensure effective protection of sensitive data and intellectual property. DRC reserves all rights to the design, content, and source code developed under this assignment. All content must be managed per international data protection standards.

15. Additional Information

Any questions regarding the application process should be directed to the Regional Supply Chain Manager EAGL: procurement.RO01@drc.ngo

Please find complete bidding documents in the following link: RFP-RO01-003841 - Developing a Website for FOMREK Consultancy