Request for Quotation RfQ-IDN/IlI/2025-240 – Website System Rebuild

OBJECTIVE

The web optimization vendor is expected to rebuild the website system using WordPress as a platform and improve certain website functionality. As for the user interface, the existing UI from the current website should continue to be used.

The website will be relocated to Microsoft Azure – therefore the new website system should also be compatible with the Microsoft Azure platform. It also needs to be tested using penetration tests to ensure the system is secure, stable and ensures 99.9% uptime.

TASK AND RESPONSIBILITIES

Effective from March 2025, the scope of work of the Website Rebuild System developer is:

1. Reduce the number of plugins and/or ensure that the licenses for existing plugins are managed by Plan
   • Evaluate and reduce the number of plugins to enhance website performance and reduce potential security
   • Ensure all necessary plugins are adequately licensed, and their management is transferred to Plan Indonesia for long-term control and

2. Separate the donation page into a subdomain to prevent it from overloading the main Plan Indonesia
   • Create a dedicated subdomain for the donation page to isolate its traffic from the main Plan Indonesia

Optimise the subdomain to handle high transaction volumes and prevent server overload on the leading site.

3. Rebuild the system (while maintaining the same UI/UX).
   • Rebuild the website’s backend system while preserving the current User Interface (UI) and User Experience (UX)
   • Ensure the system architecture is modern, scalable, and adheres to best practices for web

4. Ensure that essential data (such as donor information, recruitment and vendor selection process listing data) is securely protected and adequately backed up for at least the previous three
   • Implement robust measures to safeguard sensitive data, including donor information, adhering to applicable data privacy
   • Ensure secure data storage, transmission, and access

5. Conduct a thorough security review/monitoring to prevent any further breaches and ensure the following security measures below are in place
   • Conduct a thorough security audit to identify and address vulnerabilities by following OWASP (Open Web Application Security Project) standard
   • Continuously monitor for potential breaches and implement security measures, including:

• SSL (Secure Socket Layer): Ensure encrypted data transmission across the website.
• User input validation: Prevent injection attacks and other forms of malicious input.
• Multi-factor Authentication: Add a layer of security for user
• Role-based Access: Restrict system access based on user roles to minimise risk.
• Data Backup: Establish regular, secure backup procedures to prevent data loss.
• Anti-DoS and DDoS setup: Implement systems to detect and mitigate denial-of- service attacks.
• Firewall Configuration: Set up and maintain a robust firewall to protect against unauthorized

6. Help migration of Plan Indonesia website to Microsoft Azure
   • Assist with the migration of the Plan Indonesia website to Microsoft Azure, ensuring minimal downtime and seamless transition during the
   • Ensure the Microsoft Azure environment meets security, scalability, and performance requirements.

WEBSITE GENERAL FUNCTIONALITY

• Responsive UI/UX (desktop & mobile)
• Multi-admin & access tiering
• Dual language module (Bahasa & English) (Use plug-in multi-language vs. Browser translates automatically)
• Photo & video gallery (internal hosting vs. Host in other services like Flickr, YouTube, Instagram.)
• Recruitment listing
• Vendor selection listing
• Press Release: Document archive & download feature (PDF & PNG/JPEG)
• Library contains docs research (Article module)
• Email Subscriptions
• Social media sharing widget
• SEO optimization module
• Web analytic & Google Analytic 4 tracking insertion

PROCUREMENT INFORMATION FUNCTIONALITY

• Tender listing & archiving feature (downloadable to pdf, xlsx or csv)
• Filtering feature (recent post, by category, by period)
• Vendor Category: vendor (goods) & consultant (service)
• Submission Analytics (listing posted & link click (Call to action button click)
• Call to action button: Send email to procurement (mailto: yayasan.procurement@plan- international.org)

RECRUITMENT INFORMATION FUNCTIONALITY

• Job listing & archieving feature (downloadable to xlsx or csv)
• Filtering feature (recent post, by category, by period)
• Joc category: internal opening, intern & volunteers
• Submission Analytics (listing posted, link click, total complete submission & total abandoned)
• Call to action button: Go to HRIS application page

DURATION OF THE ASSIGNMENT

The duration of the assignment is starting from 7 April to 31 May 2025

REQUIRED DOCUMENTATION

1. Company Profile: Please provide a detailed company profile that outlines your organization’s history, mission, and vision. Highlight any relevant experience specifically related to website development, including the types of projects you have undertaken and the industries you have served.
2. Portfolio: Include portfolios or specific examples of previous web design projects that have been successful. These should detail the objectives, challenges faced, solutions implemented, and final outcomes of the projects. Visuals or links to live sites can enhance this section.
3. Project Approach and Methodology: Present a comprehensive description of your proposed approach and methodology for this project. This should cover your overall strategy, processes, and tools to be employed. Additionally, include a project timeline with key milestones and deliverables outlined for each phase of the project.
4. Cost Breakdown: Provide an itemized breakdown of costs associated with the project. This should include all relevant fees, such as design, development, testing, deployment, and ongoing maintenance, allowing for clear financial planning and transparency.
5. Client References: Offer references from previous clients who can speak to your capabilities and the quality of your work. These references should ideally come from projects similar to the one being proposed, along with contact details for follow-up.
6. Team Curriculum Vitae: Submit the curriculum vitae for both the team leader and the members of the development team. These CVs should outline relevant skills, qualifications, and experience in website development, highlighting any specific expertise that relates to the project at hand.

How to Apply

We are pleased to invite interested vendors to submit their proposals electronically to Yayasan.Procurement@plan-international.org by April 3, 2025. Please include the subject line: “RfQ-IDN/IlI/2025-240—Website System Rebuild_Vendor Name.” Ensure that all specified requirements are thoroughly addressed in your submission.

Women-owned businesses and companies that actively promote gender equality and empower women in the workplace are especially encouraged to apply.

Only candidates who submit complete documentation, including a sample of their prior work, will be eligible for consideration in the selection process.