Terms of Reference (ToR) at TWCC January 2025

Terms of Reference (ToR)

Development of a Digital Mentorship System for the Tanzania Women Chamber of Commerce (TWCC)

1. Background

The Tanzania Women Chamber of Commerce (TWCC) is dedicated to empowering women entrepreneurs and youth by enhancing their business skills, providing networking opportunities, and fostering economic growth. To achieve its objectives, TWCC intends to develop a Digital Mentorship System that will connect experienced mentors with mentees, facilitating skill transfer, guidance, and strategic support. This platform aims to provide an efficient, scalable, and user-friendly solution to mentorship challenges faced by women entrepreneurs and youth across Tanzania.

2. Objectives of the Assignment

The primary objective is to design, develop, and deploy a Digital Mentorship Platform for TWCC. The platform will facilitate seamless mentor-mentee engagement, offer tools for progress tracking, and enable TWCC to manage and monitor the mentorship process effectively.

1. Scope of Work

The consultant will undertake the following tasks:

Phase 1: Needs Assessment and System Design

1. Conduct a needs assessment through consultations with TWCC stakeholders, including members, potential mentors, and mentees.
2. Identify key challenges, expectations, and features required for the digital platform.
3. Propose a detailed system design, including:
   1. User roles and workflows (mentors, mentees, administrators).
   2. Features such as profile creation, mentor-mentee matching, messaging, progress tracking, and reporting.
   3. User interface (UI) and user experience (UX) specifications.

Phase 2: Development and Deployment

1. Develop the digital mentorship system as a web-based platform with mobile compatibility.
2. Integrate features such as:
   1. Secure registration and login for mentors and mentees.
   2. Advanced matching algorithms based on skills, interests, and goals.
   3. Communication tools (chat, video call integration).
   4. Goal-setting and progress-tracking modules.
   5. Feedback mechanisms and surveys for quality assessment.
   6. Reporting dashboard for TWCC administrators.
3. Ensure the platform is scalable, secure, and aligned with global data protection standards.

Phase 3: Testing and Training

1. Conduct user testing with selected TWCC members to identify and address potential issues.
2. Provide training for TWCC staff and key stakeholders on managing and sustaining the platform.

Phase 4: Launch and Support

1. Oversee the platform’s official launch.
2. Provide post-launch support, including maintenance and troubleshooting for an initial period of three months.

4. Deliverables

The consultant will deliver the following outputs:

1. Needs Assessment Report: Summary of consultations, key findings, and platform requirements.
2. System Design Document: Detailed design, including workflows, features, and technical specifications.
3. Digital Mentorship Platform: Fully functional platform, tested and ready for launch.
4. Training Materials: Manuals, guides, and training sessions for TWCC staff and platform users.
5. Launch Report: Summary of activities, feedback from initial users, and recommendations.
6. Maintenance Plan: A clear outline of system maintenance, updates, and sustainability.

5. Timeline

The consultancy is expected to be completed in 5 months with the following indicative timeline:

1. Needs Assessment and Design- 2 weeks.
2. Platform Development- 1 month.
3. Testing and Training: 1 week.
4. Launch and Initial Support: 3 months.

6. Qualifications and Experience

The ideal consultant/team should have:

• Proven experience in developing digital platforms, preferably for mentorship or educational purposes.
• Expertise in web and mobile application development.
• Strong understanding of user-centric design principles (UI/UX).
• Knowledge of data protection regulations and cybersecurity standards.
• Experience working with women and youth-focused organizations or initiatives.
• Familiarity with the Tanzanian business and entrepreneurship ecosystem is an added advantage.

7. Reporting and Supervision

The consultant will report to the TWCC Executive Director and work closely with a designated task force from TWCC. Progress updates will be required bi-weekly to ensure alignment with project goals and timelines.

8. Budget and Payment Terms

The consultant is required to submit a detailed financial proposal, including consultancy fees, platform development costs, and any other expenses. Payments will be made in installments based on the delivery of agreed milestones:

1. 20% upon signing the contract.
2. 30% upon submission and approval of the system design document.
3. 40% upon delivery of the completed platform and training materials.
4. 10% after successful launch and post-launch support.

9. Application Process

Interested consultants should submit:

1. A technical proposal detailing their approach, methodology, and timeline.
2. A financial proposal with a detailed cost breakdown.
3. Examples of previous relevant work, including links to digital platforms developed.
4. CV(s) of key personnel involved in the project.
5. Contact details of at least two references.

Deadline for Submission: 30^th January, 2025. 

Submission Email Address: procurement@twcc-tz.org

10. Evaluation Criteria

Applications will be evaluated based on the following criteria:

• Relevance of experience and qualifications.
• Quality and feasibility of the proposed approach and methodology.
• Cost-effectiveness of the financial proposal.
• Alignment with TWCC’s goals and requirements.