CALL FOR EXPRESSION OF INTEREST -

REDESIGN AND ENHANCEMENT SERVICES

Project: Water Voices United Project, funded by the European Union (EU)

Procuring Entity: Zambia NGO WASH Forum

Submission Deadline: 13 October 2026

1. Invitation

The Zambia Non-Governmental Organisations Water, Sanitation and Hygiene Forum (NGO WASH Forum), invites quotations from suitably qualified and experienced website development firms for the redesign and enhancement of its existing website.

The Forum seeks to improve its online presence by developing a modern, user-friendly and functional website that strengthens its visibility, supports advocacy and provides easier access to information, resources and member organisations.

2. Background

The Zambia NGO WASH Forum brings together 65 civil society organisations to advocate for equitable, sustainable and accountable water, sanitation and hygiene (WASH) services for all. Established in 2011, the Forum is the recognised collective voice of civil society on WASH issues in Zambia, with representation across all provinces.

Mission: to influence and support performance of the water and sanitation sector for improved and sustainable service delivery in Zambia, through advocacy and strengthening civil society participation and coordination.

Vision: a Zambia where safe water, adequate sanitation and good hygiene are accessible and affordable for all.

The website is not only a public information source, it is also a credibility platform for government, donors, partners and potential members. The redesign should reinforce the Forum's position as the leading, reliable and professional voice of the WASH sector in Zambia.

The NGO WASH Forum should not be approached as a typical NGO website. The Forum is a membership platform, advocacy body, convener and knowledge hub. The website should therefore position the Forum as the digital home of Zambia's WASH civil society sector, rather than primarily as an organisation showcasing its own projects and activities.

It serves as:

• the collective voice of civil society on WASH (with linkages to broader water issues) in Zambia;
• a platform for advocacy and policy engagement;
• a convener and coordinator of WASH stakeholders;
• a knowledge and learning hub for members and practitioners; and
• a membership network representing organisations across Zambia.

3. Scope of Work

The selected service provider will redesign and enhance the existing website, including its structure, functionality, navigation, user experience and content management. Key requirements include:

1.   Website redesign: Improve the website layout, visual presentation, structure and user experience.

2.   Member directory: Develop searchable and filterable member organisation profiles, including province, area of operation and thematic focus.

3.   Knowledge and Resource Hub: Develop a repository for reports, publications, policy briefs, toolkits and other resources, with search and filtering.

4.   Advocacy and Policy section: Provide a dedicated section for advocacy priorities, policy positions, campaigns and publications.

5.   News and Events section: Enable publication of news, updates, events and Forum activities.

6.   Website navigation: Improve menu structure and ease of finding information.

7.   Mobile responsiveness: Support mobile phones, tablets and desktop computers.

8.   Content management: Allow Secretariat staff to update pages, member profiles, publications and other content.

9.   Website security: Implement secure administrative access, updates and backups.

10. Staff training: Train designated Secretariat staff in website administration and routine updates.

4. Technical Requirements

The website should use WordPress or an equivalent content management solution. The proposed solution should include:

• Page editing and content management functionality.
• Member profile management.
• Resource uploading, categorisation and management.
• Advanced search and filtering functionality.
• Appropriate website security and backup solutions.
• User access controls for designated administrators.
• Compatibility with mobile devices and commonly used web browsers.

Vendors should identify proposed plugins, licences or third-party software required to deliver the functionality.

5. Quotation Requirements

Interested vendors should submit a detailed quotation containing:

11. Website redesign and development costs, broken down by key component.

12. Required plugins, licences or software costs.

13. Annual or recurring subscriptions, clearly separated from one-off costs.

14. Training costs, where applicable.

15. Estimated completion timeframe and key milestones.

16. Proposed technical approach and content management platform.

17. Post-launch technical support or maintenance services and associated costs.

Quotations should be presented in Zambian Kwacha (ZMW), with VAT clearly indicated where applicable.

6. Vendor Qualifications

Vendors should demonstrate relevant experience in website design and development, particularly content management systems, searchable directories and resource management. Submissions should include:

• Company profile and contact details.
• Examples or links to at least two previously developed websites.
• Detailed financial quotation.
• Proposed implementation timeline.
• Valid company registration and relevant tax documentation.

7. Use of Artificial Intelligence (AI) Tools

7.1 The NGO WASH Forum values original, context-specific proposals that show a genuine understanding of the Forum, its members and the Zambian WASH sector. Vendors are discouraged from relying on generative AI tools (such as ChatGPT, Gemini, Copilot or similar) to prepare their technical proposal, company profile or portfolio descriptions.

7.2 Where AI tools have been used in preparing any part of the submission, vendors must disclose this in a short declaration stating which sections were AI-assisted and confirming that all content has been reviewed, verified and is accurate.

7.3 Vendors remain fully responsible for the accuracy of their submission. Generic, templated or unverifiable content, including fabricated references, portfolio links, team members or experience, may lead to a lower score under "Understanding of the requirements" or to disqualification.

7.4 In delivering the assignment, the selected vendor shall not use AI-generated images to represent Forum members, communities or events, and shall not publish AI-generated content on the website without the Forum's prior written approval. All website content, code and design files remain subject to the Forum's review and approval.

Submission Instructions and Deadline

Quotations should be submitted electronically using the following details:

Submission Email: admin@ngowash.co.zm

CC: bubalamumba@ngowash.co.zm and Bsiulanda@ngowash.co.zm

Email Subject: RFQ – NGO WASH Forum Website Redesign and Enhancement

Submission Deadline: 13 October 2026

Late submissions will not be considered.

8. Evaluation and Selection

Quotations will be reviewed based on relevant experience, understanding of the requirements, proposed technical solution, implementation timeframe and overall value for money. The NGO WASH Forum reserves the right to request clarification or additional information during evaluation.

9. Contact for Inquiries

Zambia NGO WASH Forum

Email: admin@ngowash.co.zm

CC: bubalamumba@ngowash.co.zm and Bsiulanda@ngowash.co.zm

Annex: The full Terms of Reference (TOR) accompanies this EOI and contain detailed technical text, scope of work, deliverables, schedule, payment terms and mandatory requirements. Applicants must read the TOR carefully and ensure proposals fully align with its content.

TERMS OF REFERENCE

Website Redesign and Enhancement | Zambia NGO WASH Forum

Project

Water Voices United Project, funded by the European Union

Procuring organisation

Zambia NGO WASH Forum

Assignment

Redesign, development, deployment and handover of the existing website

Quotation submission deadline

13 October 2026

Contract duration

To be proposed by the bidder and agreed at contracting

1. Background

Established in 2011, the Zambia NGO WASH Forum is a national network of civil society organisations advocating for equitable, sustainable and accountable water, sanitation and hygiene services. The Forum brings together 65 member organisations and supports policy engagement, coordination, knowledge exchange and collective advocacy.

Under the EU-funded Water Voices United Project, the Forum seeks to strengthen its digital presence. The website must serve as the digital home of Zambia’s WASH civil society sector, reflecting the Forum’s roles as a membership network, advocacy body, sector convener and knowledge hub, rather than primarily a project showcase.

2. Objective

Redesign and enhance the existing website to improve accessibility, navigation, search, content management and public presentation of the Forum’s advocacy, members, evidence and collective results. The website should help visitors understand who the Forum is, what it stands for, access WASH knowledge and connect with the network.

3. Primary users and design principles

Priority users are WASH practitioners and members, government and policymakers, and donors and partners. Additional audiences include researchers, students, journalists and the interested public. Design must be credible, clear, evidence-led, mobile-responsive and accessible.

• Maintain the Forum’s navy-blue identity with green and orange accents, subject to approval.
• Use authentic photographs of Forum members, communities and events where available.
• Provide readable typography, adequate contrast, image alternative text and keyboard-accessible navigation.
• Make the Forum’s mandate and four main visitor actions clear from the homepage.

4. Scope of work and functional requirements

4.1 Discovery, architecture and design

• Review the existing website, content and agreed strategic brief, and propose a refined sitemap and desktop/mobile navigation.
• Prepare homepage and key page-template designs for Forum review and approval before development.
• Homepage to include a clear introduction, credibility/statistics, advocacy preview, member network preview, knowledge resources, news/events and partner/funder visibility.
• Provide design prototypes or demonstrations for search/filtering and content management before full implementation.

4.2 Our WASH Network: searchable member directory

• Create a directory landing page with concise member cards and individual member profiles, designed for approximately 65 organisations and future growth.
• Provide free-text search and filters for WASH focus/expertise, geographic coverage (national/province/district) and organisation type/member category. Keep the directory to four search/filter controls including free-text search.
• Profile fields: organisation name/logo, description, areas of expertise and WASH focus, geographic coverage, website/social links, contact email, and links to related publications or activity where available.
• Include a Member Spotlight highlighting advocacy, learning, innovation and collaboration, and a visible Join the WASH Network section with membership information and application route.
• Enable Secretariat staff to create, edit and maintain member profiles without developer assistance.

4.3 Knowledge and Resource Hub

• Create a searchable repository for policy briefs, reports, research, toolkits, guidelines, training materials, webinars, data, statistics, funding opportunities and outcome stories.
• Provide filters by resource type, theme (e.g. water, sanitation, hygiene, climate, GESI, financing and governance) and geography (national, province and district).
• Support resource metadata, upload/download, categorisation, tagging of contributing member organisations and links to member profiles.
• Demonstrate search and filtering behaviour before development and ensure staff are able to upload, update and organise resources.

4.4 What We Stand For: Advocacy and Policy

• Develop a prominent Advocacy and Policy Hub presenting priorities, policy positions, submissions and relevant evidence.
• Each advocacy priority must support a description of the issue, change sought, dated updates and editable status (e.g. Engagement Ongoing, Progress Being Made, More Action Required).
• Include appropriate sections for the Human Right to Water and Sanitation, environmental rights and the Parliamentary WASH Caucus. Verify and replace placeholder material only after Forum approval.

4.5 Collective Impact, News and other sections

• Include a Collective Impact area for joint advocacy, policy influence, contributions to national processes, member collaboration and network-level results.
• Create News and Agenda functions for publishing news, event details and an upcoming events calendar.
• Include Who We Are, governance/team information, Partners and Funders, Contact Us, and links to membership information.
• Provide an intuitive system for maintaining funding opportunities and other frequently changing content.

4.6 Technical development, migration and security

• Implement WordPress or an equivalent maintainable CMS with role-based access, page editing, structured content types, advanced search and filtering.
• Ensure responsive performance across modern desktop and mobile browsers and apply basic accessibility and search-engine optimisation practices.
• Provide secure administrator access, HTTPS compatibility, update procedures, backups and restoration guidance, and suitable protections against common website threats.
• Audit existing content and agree with the Forum what is migrated, archived, corrected or newly uploaded. Preserve existing content and links where practicable.
• Test all navigation, forms, search/filter functions, downloads, mobile layouts, security settings and administrative workflows before launch.
• Provide a staging/review environment and deploy the approved website to the agreed hosting environment.

4.7 Training, handover and support

• Conduct practical training for designated Secretariat staff covering page editing, member profiles, resource uploads, advocacy updates, news/events and routine administration.
• Supply administrator credentials through a secure handover, website documentation, plugin/licence inventory, backup and recovery instructions and relevant source/configuration files.
• State warranty/defect-correction period, support arrangements, maintenance options and all recurring costs.

5. Deliverables and acceptance

1. Inception and technical plan

Approved sitemap, implementation plan, CMS/plugin approach and content migration plan.

2. Designs and demonstrations

Homepage and key templates, desktop/mobile navigation, and demonstration of directory/resource search and content editing.

3. Functional staging website

All agreed sections and functionality implemented for Forum testing and review.

4. Tested live website

Approved website launched with agreed content, responsive design, search/filtering, security and tested forms/links.

5. Training and handover

Staff training, user guide, technical documentation, administrator access and support/maintenance schedule.

The Forum will review deliverables and provide consolidated feedback. Each milestone is accepted only after written approval by the Forum’s designated representative.

6. Indicative implementation schedule

Bidders must propose a realistic timeline with milestones. The following sequence is indicative, not a fixed contractual duration: inception and audit; design and approval; development and content migration; testing and revisions; launch; training and handover. The final calendar and deadlines will be agreed during contracting.

7. Coordination and responsibilities

The service provider will coordinate with the NGO WASH Forum Secretariat, submit progress updates at agreed intervals, present designs and demonstrations, incorporate consolidated feedback and flag risks promptly. The Forum will nominate focal persons, review submissions, provide available branding/content and approve key decisions.

8. Vendor qualifications and mandatory proposal requirements

• Company profile, registration information, contact details and relevant tax documentation.
• Evidence of relevant CMS-based website development experience and links to at least two comparable websites.
• Technical proposal describing the approach, team, platform, functionality, accessibility, security, migration and training.
• Workplan showing estimated completion period, milestones and dependencies.
• Itemised financial quotation in ZMW, indicating VAT where applicable, separating one-off redesign/development, plugins/licences, recurring subscriptions, training and optional maintenance/support.
• Disclosure of third-party products, licence ownership, renewal responsibilities and any exclusions or assumptions.

9. Evaluation considerations

Proposals will be assessed for compliance with mandatory submission requirements, understanding of the Forum’s strategic objectives, demonstrated technical experience, suitability and maintainability of the proposed solution, delivery timeline, training and support, and overall value for money. The Forum will apply its approved procurement procedures.

10. Payment terms

Payment milestones and percentages are to be agreed during contracting, linked to accepted deliverables and applicable project procurement requirements. Vendors should state their proposed payment schedule. No payment percentage is prescribed by the source documents.

11. Scope boundaries and optional items

The initial brief explicitly excludes an interactive map, downloadable monitoring and evaluation analytics, lengthy member cards on the directory landing page, and a moving-logo presentation as the primary directory display. Bidders may propose these separately as optional future enhancements, not as mandatory core deliverables.

12. Submission

Submit the technical and financial proposal by 13 October 2026, using the submission address and instructions specified in the accompanying RFQ/EOI. Questions and clarifications should be directed to the Forum through the contact provided in that notice.

Prepared for procurement under the Water Voices United Project, funded by the European

8. Application Process

Applications and Technical inquiries regarding this Terms of Reference should be addressed to:

Email: admin@ngowash.co.zm cc bubalamumba@ngowash.co.zm and Bsiulanda@ngowash.co.zm