REQUEST FOR PROPOSAL : Developing the Room to Read Multi-Lingual Digital Library

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Date: 2 April 2018

Subject: Request for Proposal (RFP) to develop the Room to Read Multi-Lingual Digital Library

Dear Sir/Madam, You are invited to submit a proposal to support the initial 10-month development of the Room to Read Multi-Lingual Digital Library. Work will support the development of an online platform that provides teachers and education partners in Indonesia with resources for fostering a habit of reading and literacy among children.

To enable you to submit a Proposal, attached are: Annex I Instructions to Offerors Annex II General Conditions of Contract

Annex III Terms of Reference (TOR)

Annex IV Proposal Submission Form Annex V Cost Proposal Template Please email your offer, comprising of a technical proposal and Cost Proposal, as an attachment in separate electronic files to the email address below. Proposals should be received no later than 23 April 2018, 17:00pm (Pacific Standard Time).

Email proposals to: RFP@roomtoread.org Subject line: ID-RFP/2018/23/04 – PROPOSAL FOR SERVICES (DO NOT OPEN)

A Q&A Group session will be organized online for 10 April 2018, 8:30am-10:30am (PST), to provide an overview on the objective, purpose and outputs of the engagement and to respond to questions about the RFP.

This letter is not an offer to contract with your firm/institution. Your proposal could, however, form the basis for a contract between your institution and Room to Read.

You are requested to acknowledge the receipt of this letter and to indicate your intention to submit a proposal. For this purpose, and for any requests for clarification, please contact: Joel Bacha, Accelerator Project Director (joel.bacha@roomtoread.org). On behalf of Room to Read,

Danielle Reichner Acting Chief of International Operations Room to Read

REQUEST FOR PROPOSAL : Developing the Room to Read Multi-Lingual Digital Library

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ANNEX I – Instructions to Offerors

A. INTRODUCTION

1. General: The purpose of this RFP is to invite Proposals to assess, develop, test, and implement a digital platform that provides teachers and local partners in Indonesia with resources for fostering a habit of reading and literacy among children. Resources will include digital storybook titles, professional development videos for teachers to support effective reading lessons and professional development videos for writers and illustrators to support the development more age-appropriate storybooks for children.

This new platform will be built from an existing digital storybook platform called StoryWeaver, an open-source tool to translate, create and read multi-lingual children's stories. The aim of the engagement is to customize some of StoryWeaver’s functionality, incorporate new functionality, and skin the platform in line with the Room to Read brand.

Offerers must disclose any association it has, may have or previously had with Room to Read or any of its partners in Indonesia (Provisi, Pratham or the StoryWeaver platform) that could result in a conflict of interest, This includes, without limitation, any financial interest Offeror and/or a family member has with Room to Read, Provisi and/or Pratham/StoryWeaver, prior employment with or a prior or existing contract. Failure to disclose a conflict of interest may result in termination of any agreement or disqualification of an Offeror.

2. Cost of Proposal: The Offeror shall bear all costs associated with the preparation and submission of the Proposal; Room to Read will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.

B. SOLICITATION DOCUMENTS

3. Contents of Solicitation Documents: The Offeror is expected to examine all corresponding instructions, forms, terms and specifications contained in the Solicitation Documents. Failure to comply with these documents will be at the Offeror’s risk and may affect the evaluation of the Proposal.

4. Clarification of Solicitation Documents: A prospective Offeror requiring any clarification of the Solicitation Documents may notify Room to Read by writing to Joel Bacha (joel.bacha@roomtoread.org). Room to Read will respond in writing to any request for clarification of the Solicitation Documents that it receives no later than 16 April 2018. Written copies of the organisation’s response (including an explanation of the query but without identifying the source of inquiry) may be sent to all prospective Offerors that have indicated their intention to submit a proposal.

5. Amendments of Solicitation Documents: At any time prior to the deadline for submission of Proposals, Room to Read may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Offeror, modify the Solicitation Documents by amendment.

All prospective Offerors that have indicated their intention to submit a proposal will be notified in writing of all amendments to the Solicitation Documents.

In order to afford prospective Offerors reasonable time in which to take the amendments into account in preparing their offers, Room to Read may, at its discretion, extend the deadline for the submission of Proposals.

C. PREPARATION OF PROPOSALS

6. Documents Comprising the Proposal: The Proposal shall comprise the following components:

• Proposal submission form (Annex IV);

• Technical Proposal, including documentation to demonstrate that the Offeror meets all requirements, completed in accordance with Clause 7;

• Cost Proposal, completed in accordance with Clause 8&9;

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7. Proposal Form: The Offeror will structure the technical part of their Proposal as follows (the main text should not exceed 15 pages in length): (a) Management Structure

This Section will provide a corporate orientation of the Offeror and include the following:

• The year and country of incorporation and a brief description of present activities related to the Proposal;

• The person(s) who will represent the Offeror in any future correspondence with Room to Read;

• A description of the organizational unit(s) that will become responsible for the contract, and the general management approach towards a project of this kind;

(b) Institutional capacity

This Section will provide information about institutional capacity of the Offeror to carry out this work, including:

• Recent experiences on projects of a similar nature, including information that will facilitate the evaluation of the Offeror’s reliability and capacity to meet the requirements (e.g. similar engagements undertaken, results achieved, outcomes obtained, etc.)

• Audited financial statements for the last 3 fiscal years

• Applicable business licenses, permits and registration

• Proof of insurance, as applicable

• List of business references, at least three (c) Resource Plan

This section will explain the Offeror’s resources in terms of personnel necessary for the performance of the requirements, and any plans for additional recruitment to fulfil the engagement.

To demonstrate personal resources, the Offeror will provide the following:

• The composition of the team that will carry out the engagement, consisting of qualified and experienced professionals in the required field; and

• An organisational chart illustrating the reporting lines, together with a description of the team structure, as well as the role of specific individuals.

• The curriculum vitae of the team leader and other staff who will be involved in the project.

If a firm/institution does not have all the expertise or capacity required for the work, there is no objection to recruiting additional personnel to be able to the full objectives of the engagement. (d) Proposed Approach, Methodology, Timing and Outputs

This section will demonstrate the Offeror’s responsiveness to the Terms of Reference (TOR). Describe how you would undergo a highly transparent and iterative development and feedback process to address each of the following components. Please outline your approach, methodology, timing and outputs to meet the requirements in the TOR:

• Platform customization o Add features/functionality o Disable/restrict features/functionality o Modify features/functionality o Customize look and feel

• Translation/localization

• User testing o User acceptance testing o User experience testing

• Architecture (your approach to establishing, analyzing and making recommendations on architecure)

• Documentation

Please include the number of person-working days (or months) and percentage of time that you consider necessary to carry out the work required. For assessment of your understanding of the requirements, also include any assumptions as well as comments on the information or support services to be provided by Room to Read as indicated in the TOR, or as you may otherwise believe to be necessary.

The Technical Proposal will not contain any pricing information on the services offered. Pricing information will be separated and only contained in the Cost Proposal.

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8. Cost Proposal: The Offeror will indicate in an appropriate Cost Proposal, an example of which is provided in the Cost Proposal Template (Annex V), the cost of services it proposes to supply under the contract.

The Cost Proposal must provide a detailed cost breakdown and separate figures for each component. 9. Proposal currency: All prices shall be quoted in US Dollars (USD).

For Offerors residing outside the United States, please indicate the assumed exchange rate with your institution’s operating currency. 10. Format and signing of proposals: The Offeror shall prepare electronic copies of the Proposal, scanned or saved, in PDF format.

The Proposal shall be typed and signed by the Offeror or person(s) duly authorised to bind the Offeror to the contract.

11. Deliverable Schedule1:

The schedule of deliverables is as follows. Room to Read shall effect payments to the successful Offeror after receipt and acceptance of the invoices for services provided and upon the completion of each deliverable described in the TOR. . The proposed schedule of payment installments is outlined below.

Deliverables Timeline Installment

Implementation Plan 15 May 2018 10%

Pilot preparation 6 July 2018 30%

Finalizing the platform 15 January 2018 30%

Platform migration 31 March 2018 30%

Note: Invoice for payment, per the delivery timeline mentioned above, will be submitted along with supporting documentation showing completion of deliverables.

D. SUBMITTING THE PROPOSAL

12. Marking and submitting proposals: The Offeror will submit the Proposal in electronic PDF format, as described below.

The Proposal will:

(a) Be scanned or saved in PDF format and sent to the email address given in the cover page of the RFP. Please indicate in the subject line of the email “ID-RFP/2018/23/04 PROPOSAL FOR SERVICES (DO NOT OPEN)”, to be completed with the time and the date specified in Clause 13.

(b) Both files shall indicate the name of the Offeror. The file that contains the information specified in Clause 7 should be labeled as: “Name of Offer – Technical Proposal.” The second file shall include the Cost Proposal and be labelled as: “Name of Offer – Cost Proposal.” If more than one file is being submitted for either proposal, they can be saved and submitted in separate “zip” folders and labelled in the same manner.

(c) Upon submission, the Proposal files will be received by a Room to Read associate,and will remain unopened until time of review by the proposal committee. 13. Deadline for submission of proposals Proposals are to be received on or before 23 April 2018, 17:00pm (Pacific Standard Time).

Room to Read may, at its own discretion extend this deadline for the submission of Proposals, in which case all Offerors will thereafter be offered the deadline extension.

14. Late Proposals Any Proposal received by Room to Read after the deadline for submission of proposals, pursuant to clause Deadline for the submission of proposals, will not be accepted.

1 The white label version of the StoryWeaver platform is currently under development by a third party. The timeline and

deliverables are based on the assumption that the code set will be received in early May.

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15. Modification and withdrawal of Proposals The Offeror may withdraw its Proposal after the Proposal’s submission, provided that written notice of the withdrawal is received by Room to Read prior to the deadline prescribed for submission of Proposals.

The Offeror’s withdrawal notice may be sent by email to Joel Bacha (joel.bacha@roomtoread.org).

No Proposal may be modified after the deadline for submission of proposals. No Proposal may be withdrawn in the Interval between the deadline for submission of proposals and the expiration of the period of proposal validity specified by the Offeror on the Proposal Submission Form.

E. OPENING AND EVALUATION OF PROPOSALS

16. Opening of proposals Room to Read representatives will open all Proposals after the deadline for submissions and in accordance with the rules and regulations of the organization.

17. Clarification of proposals To assist in the examination, evaluation and comparison of Proposals, Room to Read may at its discretion, ask the Offeror for clarification of its Proposal. The request for clarification and the response shall be in writing and no change in price or substance of the Proposal shall be sought, offered or permitted.

18. Preliminary examination Room to Read will examine the Proposals to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed, and whether the Proposals are generally in order.

Mathmatical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If there is a discrepancy between words and figures the amount in words will prevail.

Prior to the detailed evaluation, Room to Read will determine the substantial responsiveness of each Proposal to the Request for Proposals (RFP). For purposes of these Clauses, a substantially responsive Proposal is one, which conforms to all the terms and conditions of the RFP without material deviations. The determination of a Proposal’s responsiveness is based on the contents of the Proposal itself without recourse to extrinsic evidence.

A Proposal determined as not substantially responsive will not be accepted.

19. Evaluation and comparison of proposals A two-stage procedure will be used in evaluating the proposals, with evaluation of the technical component being completed prior to any financial component being openedand compared.

The technical proposal is evaluated on the basis of its responsiveness to the Terms of Reference (TOR).

The price proposal of all Offerors, who have attained minimum 70% score in the technical evaluation, will be compared.

The top three Offers will undertake a technical interview with the Room to Read project team to assess English language capability, and responsiveness to financial and education-related questions which will be a regular aspect of communication and project work.

F. AWARD OF CONTRACT

20. Award criteria, award of contract Room to Read reserves the right to accept or reject any Proposal, and to annul the solicitation process and reject all Proposals at any time prior to award of contract, without thereby incurring any liability to the affected Offeror or any obligation to inform the affected Offeror or Offerors of the grounds for such action.

21. Purchaser’s right to vary requirements at time of award Room to Read reserves the right at the time of award of contract to vary the quantity of services and goods specified in the RFP.

22. Signing of the contract The successful Offeror shall sign the contract and return it to Room to Read at the earliest convenience but no later than within 14 days of date of receipt by the Offeror.

REQUEST FOR PROPOSAL : Developing the Room to Read Multi-Lingual Digital Library

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ANNEX II: General Conditions of Contract for Professional Services (Example only)

BACKGROUND Room to Read is a nonprofit organization that works in collaboration with local communities, partner organizations and governments to develop literary skills and a habit of reading among primary school children, and to support girls to complete secondary school with relevant life skills to succeed in school and beyond. Vendor is a commercial entity that wishes to provide services to Room to Read on the basis described in the Agreement between Room to Read and Vendor. 1. PROVISION OF SERVICES 1.1. Services: Vendor shall perform the services set forth in the Agreement with Room to Read, at the rates specified at the time of the contract. 1.2. Performance: Vendor shall perform the Services at the locations specified and time period specified in the Agreement. Vendor is responsible for all expenses in connection with performance of the Services. If performance is not in accordance with the Agreement, Room to Read may refuse to pay for the Services, or at Room to Read’s option, Room to Read may accept partial performance as provided in Section 2.2. Vendor shall reimburse Room to Read for any expense due to Vendor’s failure to perform the Services in accordance with the Agreement. 1.3. Personnel: In performing the Services, Vendor shall use qualified and competent personnel experienced in rendering services of the nature, quality, and complexity contemplated by the Agreement. Vendor shall ensure that any Services required to be performed by licensed personnel shall in fact be performed by such personnel. If Room to Read believes that any of Vendor’s personnel are not qualified or performing adequately, Room to Read may so notify Vendor and Vendor shall work promptly to address the situation. 1.4. Subcontractors: Vendor may not subcontract any part of the Services without Room to Read’s prior consent. 1.5. Work Site: Vendor shall comply with any Work Site regulations and cooperate and communicate with other service providers or Room to Read employees or volunteers at the Work Site. Vendor shall take reasonable

precautions to prevent damage, injury, or loss to individuals on the Work Site, and to the building, materials, and equipment at or adjacent to the Work Site. Vendor shall promptly remedy damage and loss to property caused in whole or in part by Vendor. Upon completion of the Services, Vendor shall remove any of its tools, equipment, and surplus materials, and properly dispose of any waste materials. 1.6. Ownership of Work Product: Room to Read shall have full and exclusive rights to any work product to be generated by Services (“Work Product”). Accordingly, Vendor shall: (a) assign to Room to Read all rights, title, and interest worldwide in the Work Product, if any; (b) grant to Room to Read an irrevocable, exclusive, royalty-free, perpetual, and worldwide license to any rights in the Work Product, if any, that cannot be assigned to Room to Read; and (c) waive enforcement against Room to Read of any rights in the Work Product, if any, that cannot be assigned or licensed to Room to Read. 2. ACCEPTANCE OF SERVICES 2.1. Inspection: Room to Read shall be entitled to observe Vendor’s performance of the Services during any phase of performance and to inspect the completed Work Product, if any, for thirty (30) days after Vendor performs the Services. 2.2. Acceptance or Rejection of Services: Room to Read may reject all or any portion of the Services which do not conform to the Agreement or other requirements specified by Room to Read and, if applicable, the Work Product which is defective or which does not conform to the Agreement or other requirements specified by Room to Read. If Room to Read accepts partial performance, the price shall be apportioned accordingly. Room to Read’s acceptance of all or a portion of the Services, payment for any Services, or failure to notify Vendor promptly of all or partial acceptance shall not in any case waive or affect Room to Read's rights. 3. VENDOR OBLIGATIONS 3.1. Incidental Costs and Services: Vendor shall, at its sole expense, furnish all required labor, supplies, tools, materials, equipment, utilities, transportation, other resources, and incidental services, and insurance, including but not limited to insurance coverage of its own personnel, permits, fees and bonding required for performance of the Services. Vendor shall not

be entitled to reimbursement by Room to Read for any of these costs in the event of termination of the Agreement. 3.2. Recordkeeping: Vendor shall keep complete and accurate records of Vendor’s activities under the Agreement in a manner sufficient to permit verification by Room to Read of Vendor’s compliance with the Agreement. Room to Read may examine Vendor’s records during normal business hours. 3.3. Liability Insurance: Vendor shall carry liability insurance covering appropriate loss limits for the Agreement, including any insurance required by the law of Vendor’s principal location and by the country where obligations under the Agreement are to be performed. Upon request, Vendor shall promptly furnish Certificates of Insurance naming Room to Read as an additional insured. Vendor shall not cancel or materially amend such insurance policies unless it has provided at least thirty (30) days prior written notice to Room to Read. 4. STANDARDS OF CARE AND WARRANTIES 4.1. Standards of Care and Warranties: Vendor warrants that all Services Vendor performs or Work Product it creates, if any, for Room to Read (a) shall be free from defects in material and workmanship and performed in conformance with the highest standards of care and quality practiced by professionals in the same community in connection with similar projects; (b) shall be at least equal in every respect to any requirements provided by Room to Read or contained in the Agreement; (c) shall not infringe any patent, trade secret, trademark, or other intellectual property right of any third party; and (d) shall comply with all laws, codes and regulations applicable to the Agreement. Inclusion of these express warranties shall not be considered a waiver of other warranties that may be implied or otherwise provided under law. All warranties shall survive any performance, inspection, acceptance, or payment by Room to Read. 4.2. Remedies for Non-Conformance: In addition to all remedies provided by law or by the Agreement, Room to Read’s remedy for breach of any standard of care or warranty shall, at Room to Read’s option, include, without limitation, prompt re-performance by Vendor of non-conforming Services.

Vendor shall bear all expenses of and associated with the re-performance of non-conforming Services. Re-performed Services shall be subject to the provisions of the Agreement to the same extent as the original Services. 5. STANDARDS OF CONDUCT 5.1. Ethics: Vendor shall adhere to the highest standards of ethical competence and integrity in performance of the Agreement, having due regard for the nature and purpose of Room to Read as an international organization, and ensure that employees assigned to perform any obligations under the Agreement conduct themselves in a consistent manner. 5.2. Compliance with Law: Vendor represents and warrants that it is, and shall continue to be, in compliance with all applicable laws, ordinances, rules, regulations, and lawful orders of public authorities of any jurisdiction, including, without limitation, any anti-bribery statutes. 5.3. Child Labor: Vendor shall not employ children in a manner that is economically exploitative; is likely to be hazardous to or interfere with a child's education; or may be harmful to a child's health or physical, mental, spiritual, moral, or social development. Children shall not be employed in dangerous work. 5.4. Anti-Terrorism: Vendor shall not use funds paid by Room to Read to finance, support, or conduct terrorism. The representations and obligations set out in this Section 5.4 shall survive the expiration or termination of the Agreement. 5.5. No Gifts or Benefits; Conflicts of Interest: Vendor represents and warrants that it has not offered or paid any direct or indirect gifts, favors, or benefits arising from the Agreement to any employee or representative of Room to Read or their relatives or any of Room to Read’s affiliates. 5.6. Notice: Vendor shall promptly notify Room to Read in writing, and in any event within thirty (30) days, after it becomes aware that Vendor or any of its employees or representatives is in breach of any provision of this Section 5. 5.7. No Retaliation: Vendor shall not discharge, demote, suspend, threaten, harass, retaliate against, or otherwise discriminate against, any of its employees in the terms and conditions of such employee's employment as a reprisal for such employee's disclosing to Room to Read, or other proper

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authority, information relating to violation of this Section 5, including, without limitation, any substantial violation of law relating to the performance of the Agreement. 5.8. Right To Audit: Room to Read shall be entitled to audit Vendor's compliance with this Section 5, including reviewing records in accordance with

Section 3.2. 5.9. Material Breach: Vendor agrees that a breach of this Section 6 is a material breach of an essential provision of the Agreement and constitutes grounds for termination of the Agreement in accordance with Section 6.2. 5.10 Child Protection Policy: Vendor agrees that it has received a copy of and will abide by Room to Read’s Child Protection Policy. 5.11 Anti-Trafficking Policy. Vendor agrees that it has received a copy of and will abide by Room to Read’s Anti-Trafficking Policy. 6. TERMINATION 6.1. Cancellation: Room to Read may cancel all or any part of the Agreement before Vendor completes performance of the Services. In such event, Room to Read shall accept any partial performance as provided in Section 2.2. Room to Read may cancel the Agreement by sending Vendor a written notice which specifies the effective date of cancellation. 6.2. Termination for Breach: Room to Read may terminate all or any part of the Agreement if: (a) Vendor fails to perform the Services as required by the Agreement; (b) the Services performed do not conform, in all respects, to the requirements of the Agreement; (c) Vendor becomes insolvent or unable to meet its payment obligations when due; or (d) Vendor breaches any provision of the Agreement. In such event, Room to Read shall notify Vendor in writing, describing the reason for termination and providing the termination date. Room to Read shall not be liable for the cost or expense of any Services, effective as of such termination date. 6.3. Termination for Terrorist Activity: If Vendor is identified on any terrorist sanctions list recognized by Room to Read, including, without limitation, the United States Executive Agreement 13224 sanctions list and the United Kingdom terrorist sanctions list, the Agreement shall automatically terminate effective immediately upon written or oral notice to Vendor, and in such event Vendor shall promptly return all funds paid to Vendor to Room to Read. 6.4. Transitional Services: Upon the termination of the Agreement, Room to Read and Vendor shall cooperate in transition activities, as applicable. Vendor shall use reasonable efforts to minimize interruption and any adverse impacts of the termination, including demobilizing personnel and equipment from the Work Site as may be the case, exiting agreements with [subcontractors and] suppliers, and assembling documents related to the Services in orderly form. If Room to Read selects an alternate provider of the Services, Vendor shall cooperate with the alternate provider so that the transfer of responsibility may occur as quickly as possible without disruption to Room to Read’s business. Vendor shall, on Room to Read’s request, deliver over to Room to Read appropriate records, documents, drawings, calculations, plans, and specifications relating to the Services. 7. LIABILITY AND INDEMNIFICATION 7.1. Limitation of Liability: In no event shall Room to Read be liable for any indirect, special, incidental, or consequential damages of any kind, including, without limitation, any loss of present or prospective profits, loss of expenditures, investments, or commitments made in connection with the establishment or termination of a business relationship, or performance of obligations under the Agreement, even if Room to Read had been advised of the possibility. In no event shall Room to Read, its parent and/or affiliated entities, as applicable, be liable for an amount greater than the total amount paid under the Agreement. 7.2. Indemnification: To the fullest extent permitted by law, Vendor shall defend, indemnify, and hold harmless Room to Read, its directors, officers, employees, representatives, affiliates, and assigns from and against any and all actions, suits, claims, damages and losses, including reasonable attorneys' fees and expenses, which may arise directly or indirectly from Vendor's negligence, wrongful acts or omissions, or breach of any provision of the Agreement, including, without limitation, Section 4. The obligations set out in this Section 7.2 shall survive the expiration or termination of the Agreement. 8. GENERAL PROVISIONS 8.1. Entire Agreement: The Agreement represents the final, complete and exclusive agreement between Vendor and Room to Read and supersedes any and all prior or contemporaneous agreements, communications, arrangements or understandings. Room to Read rejects any term or condition of any invoice, letter, e-mail or other document from or by Vendor which conflicts with or adds to the Agreement. In the event of any conflict between these terms and

conditions and any other terms included on the Agreement, these terms and conditions shall control. The Agreement does not represent a commitment by Room to Read to engage Vendor for additional services or by Vendor to perform additional services for Room to Read. 8.2. Modifications: The Agreement may be modified only as stated in and by

writing signed by both Vendor and Room to Read. 8.3. Severability: If any provision of the Agreement is held illegal, invalid, or unenforceable, all other provisions of the Agreement shall nevertheless be effective and the illegal, invalid, or unenforceable provision shall be considered modified such that it is valid to the maximum extent permitted by law. 8.4. Remedies and Waiver: Room to Read’s rights and remedies under the Agreement are cumulative. The exercise of any one or more of these rights or remedies shall not limit Room to Read’s right to exercise any other right or remedy. Any waiver of the provisions of the Agreement or of Room to Read’s rights or remedies under the Agreement must be in writing and signed by Room to Read to be effective. Failure, neglect, or delay by Room to Read at any time to enforce the provisions of the Agreement or its rights or remedies shall not be construed as a waiver of its rights, powers, or remedies under the Agreement or a waiver of any later breach or right or as establishing a course of performance or course of dealing between Vendor and Room to Read with respect to any future Agreement. 8.5. No Assignment: Vendor may not assign its rights [or delegate or subcontract its duties] under the Agreement without first obtaining the written consent of Room to Read. Room to Read may, without obtaining Vendor’s consent, freely assign its rights and delegate its duties (either directly or by operation of law) under the Agreement. 8.6. Disputes and Governing Law: Room to Read and Vendor shall make every reasonable effort to amicably resolve any dispute arising from the Agreement. If, after thirty (30) days from the commencement of such efforts, the dispute remains unresolved, either party may submit the matter for binding arbitration pursuant to laws, regulations and rules of Room to Read’s principal location. In such event, both parties waive their right to have disputes adjudicated before any other tribunal or body, and the parties agree that no appeal may be taken from a decision reached in binding arbitration. The parties may, however, avail themselves of any law or procedure necessary to enforce a binding arbitration decision. The Agreement shall be interpreted in accordance with the laws of the country to which the Services are performed. 8.7. No Relationship or Agency; Use of Name: Vendor and Room to Read are and shall remain independent contracting parties. Vendor is not, and may not represent that it is, an agent, fiduciary, employee, partner, or similar relation of Room to Read for any purpose. Vendor and Vendor’s employees are and shall not be entitled to any benefits Room to Read makes available to its employees. Vendor may not use Room to Read's name or logo in any manner without prior written permission from Room to Read.

8.8. Excusable Delays: Time is of the essence for the Agreement. Neither Room to Read nor Vendor shall be liable for any delay or failure to perform its obligations under the Agreement if this delay or failure is caused in whole or in part by acts of God, strikes, lockouts, riots, acts of war, terrorist events, pandemics, earthquakes, tsunamis, fires, tornadoes, floods, or other adverse weather conditions, explosions, or other events, occurrences, or causes beyond the reasonable control of the relevant party. Vendor shall notify Room to Read immediately if Vendor expects a delay or failure to perform the Services for any reason. 8.9. Notices: Notices and consents under the Agreement must be in writing and delivered by mail, hand delivery, fax, or e-mail to the contact persons listed below. These addresses may be changed by written notice to the other party. Notices given in the manner provided by this Section 9.9 shall be considered given two business days after deposit in the mail, or the first business day after delivery by hand, fax or e-mail.

8.10. Counterparts: The Agreement may be executed in any number of counterparts, each of which shall be considered an original, but all of which, taken together, shall constitute one and the same Agreement.

REQUEST FOR PROPOSAL : Developing the Room to Read Multi-Lingual Digital Library

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ANNEX III – Terms of Reference (TOR)

1. Objective of Assignment

Room to Read is seeking a partner to assess, develop, test, and implement a digital platform that

combines teacher literacy professional development videos and local language children’s stories,

localized in Bahasa Indonesia. As part of a recent US$50 million commitment to close global learning

gaps, Room to Read has partnered with Google.org in Indonesia to create a digital open-source

learning platform that combines literacy development tools for educators with 200+ original children's

book titles developed and published in Bahasa Indonesia (Indonesian).

This new platform will be built from an existing digital book platform called StoryWeaver, an open-

source tool to translate, create and read multi-lingual children's stories. For this project, our technical

implementation partner will not only be able to execute the design, development and launch of the

platform in Indonesia, but also help us design, build and think for the long-term health and growth of the

platform as we grow our role in the ed tech space.

2. Background of Room to Read

Room to Read is a global organization founded on the belief that World Change Starts with Educated

Children. Since our founding in 2000, Room to Read has benefited over 11.6 million children across 14

low and middle income countries in 20,000 communities around the world through our Literacy and Girls’

Education Programs.

2.1 Our work in Indonesia

In Indonesia, Room to Read has worked with partners since 2014 to create a rich reading ecosystem by

sharing our lessons learned on how to establish school libraries, train teachers on effective reading

strategies and develop high quality storybooks for children in Bahasa Indonesia. By the end of 2018, our

partners will have published 75 high-quality, children’s book titles in Bahasa Indonesia, worked with 169

schools to establish high functioning school libraries across three regions (East Java, Bali and East Nusa

Tenggara) and trained over 900 teachers on effective reading strategies. Our projects have also

contributed to the Ministry of Education and Culture’s (MOEC) National Literacy Movement by providing

reading materials to promote as part of their "15-Minutes of Reading a Day" campaign in government

primary schools.

3. Project Overview

Room to Read will embark on a new journey to reach more schools and teachers by leveraging

technology through a digital platform sponsored by Google.org called, Digital Library: More Reading,

More Learning. The project aims to support a culture of reading in Indonesia by creating a platform that

combines literacy professional development videos and children’s stories. The goal of the platform is to:

increase access to high-quality digital storybooks, provide videos to guide teachers in conducting effective

reading activities with children, and support local writers and illustrators to develop more culturally

relevant and age-appropriate children’s books. The project will run from January 2018 to July 2020.

By July 2020, the platform will reach at least 2,100 teachers and over 200,000 students across at least

15 districts of Indonesia (as well as 500 writers and illustrators throughout the country), with the capacity

to scale to additional districts within Indonesia and the ability to localize the platform.

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4. Scope of Work

4.1 Goals of the assignment

The partner selected will assess, develop, test and implement a digital platform with the following

priorities:

• Localized in Bahasa Indonesia

• Optimized for low-bandwidth environments

• Open source

• Utilizes a white label version of the StoryWeaver platform2

• Includes teacher professional development videos

• Easily modifiable for deployment in other priority Room to Read countries

The platform is powered by React on the client side server side Ruby on Rails, PostgreSQL and

Elasticsearch. For the project, we need to customize the existing StoryWeaver functionality

(restrict/remove features, create new user types, etc.), incorporate new functionality to host new content

types, (educator training videos, book publishing guidelines, etc.), and skin the platform in line with

the Room to Read brand.

In addition to delivering the launch product in Indonesia, Room to Read is also interested in developing

the platform so that we can efficiently launch in additional languages and regions - to date Room to

Read has published more than 1,400 original children's book titles in over 20 languages, in 15 countries

worldwide.

4.2 Requested Services

The partner selected will be responsible for the following:

PLATFORM CUSTOMIZATION3

• Add features/functionality

o Create new user types for "Teacher", "Facilitator/Coach" based on existing user object.

▪ Display user type-specific content by user type on the user landing page.

o Add video content – video content varies by user type.

▪ Make video content available for offline viewing.

o Add PDF/Text content (training/coaching materials, etc) - content varies by user type.

o Explore options for, and add, a threaded discussion/commenting tool to book pages and

video pages that includes the ability for users to embed links, images or video resources

directly into the discussion of that content.

• Disable/restrict features/functionality

o Disable un-approved third parties from uploading content.

o Disable ability to re-purpose illustrations to create new titles.

o Restrict translation function to allow only approved third parties to be able to upload

translations).

• Modify features/functionality

o Update system to allow for variable reading levels (current model has 4, need 6).

o Update user profile pages with additional tags (e.g. region, district, etc.) based on

evolving needs.

o Use tagging system to create curated collections (e.g. "suggested reading" lists).

o Add the abiltiy to download a collection of titles in a single click.

o Use tagging system to create a "Recommendations" feature ("Good for:" + tags).

o Implement Google Analytics and explore additional analytic needs based on Room to

Read’s evolving research.

• Customize look and feel

o Skin the platform in line with the Room to Read brand.

2 The white label version of the StoryWeaver platform is currently under development by a third party. 3 Platform customization may include periodic collaboration with the StoryWeaver team based in India.

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TRANSLATION/LOCALIZATION

• Translation/localization

o The platform is designed for scale/localization across multiple languages.

o Work with Room to Read to define a strategy for building and localizing content in

Bahasa Indonesia.

USER TESTING

• User testing

o Develop a strategy for user testing to be carried out by Room to Read in Indonesia.

ARCHITECTURE

• Development Environment

o Development tool-set – The partner is responsible for licensing and/or purchase of all

necessary development tools.

o Develop a system to receive feedback and bug tracking from the field in Indonesia.

• Infrastructure

o Make recommendations on public, private or hybrid cloud model.

o Make recommendations on vendor for cloud services.

o Build budget and implement cost monitoring for cloud service.

o Build and configure design based on approved design.

o Develop a timeline for migration.

DOCUMENTATION

• Documentation

o Full documentation for the architecture, set-up and maintenance of the systems/tools

developed.

o Recommendations on strategies and entities to support ongoing management and

maintenance of the platform.

o Guidance and documentation on scaling the platform to a larger user base within

Indonesia.

o Roadmap for scaling the platform to accomodate new languages.

5. Deliverables

Deliverables Details Timeline

Planning Work in close collaboration with Room to Read to develop an

implementation plan, inclusive of core tasks and timelines to

undertake this work successfully.

15 May 2018

Piloting • Hosting/Development environment in place and accessible from

Indonesia;

• StoryWeaver platform installed and functional in environment, with

a base set of customizations to begin piloting with educators in

Indonesia. Base set of customizations for this timeline to be

determined with partner during the planning phase, ideally

including:

o UI translation and localization

o 15-20 digital children’s book titles

o 11 teacher training videos

o Teacher Profile Page

o Video gallery page

o Single video page

o Basic analytics tool

o Discussion/Commenting tool

6 July 2018

Finalizing the

platform

• Finalize the platform customization and translation/localization in

line with the requested services

• Incorporate feedback from July pilot into platform updates.

15 January

2019

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• Provide recommendations for deployment, infrastructure and

maintenance

• Develop a strategy for user experience testing

Platform

migration

• Set up the environment, from development to staging to

production ;

• Full documentation for the set-up and maintenance of the

systems/tools developed ;

• Support the handoff of the platform

31 March

2019

6. Institutional Arrangement

Room to Read, as the project lead, will be responsible for overseeing project work. The Partner will work

under the guidance of the Room to Read Director of Marketing Development based out of the Room to

Read Global Office in San Francisco. Room to Read will work with the partner to finalize the project

implementation plan and set up regular check-ins to discuss ongoing progress and updates as the

broader project continues to evolve in Indonesia. The Partner will recruit and manage the necessary talent

to fully develop and coordinate this work.

7. Qualifications of the Partner

The Partner is expected to have the following capabilities:

• Access to high caliber staff with relevant professional experience to support the assignment;

• Have 5 or more years experience and a positive track record in developing online platforms;

• Expertise in project management and effective communication strategy to manage the

assignment;

• Expertise in technical development and operations, including data, vendor and user access

management;

o Recommend tactical plans for robust data integration and faster data delivery;

o Ensure vendor data quality;

• Demonstrates analytical agility to scale and adapt to the strategic plans of Room to Read;

• Evaluation of new technology/tools including:

o Full assessment including strengths and limitations;

o Recommend for best fit to stakeholders’ current and future needs;

o High-level management requirements for potential migration to new technology/tools;

• Expertise in creating high quality compelling user experiences with standardized styling;

• Demonstrates a highly transparent iterative development, design and feedback process allowing

for review, comment, and issues to be addressed as quickly as possible;

• Fully manage the development process form start to production using the existing StoryWeaver

codebase and architecture consisting of:

o React front end

o Ruby on Rails

o PostgreSQL

o ElasticSearch

o Imagemagick for image conversion

8. RFP Schedule

• RFP launch (2 April)

• Vendor submits questions (9 April)

• Vendor Q&A Group session (10 April)

• Written RFP due (23 April)

• [Invitation only] Live Presentation (30 April)

• Announce Award (4 May)

• Contract and start (7 May)

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ANNEX IV – Proposal Submission Form

(as part of your technical proposal)

TO: Room to Read 465 California Street, Suite 1000 San Francisco, CA 94104 USA

Dear Sir / Madam,

Having examined the Request for Proposal, we, the undersigned, offer to provide Professional Services for the

sum as may be ascertained in accordance with the Cost Proposal attached herewith and made part of this

Proposal.

We undertake, if our Proposal is accepted, that we are legally eligible to execute the agreement and to commence

and complete delivery of all services specified in the contract within the time frame stipulated.

We agree to abide by this Proposal for a period of 90 days from the Proposal Closing Date and it shall remain

binding upon us and may be accepted at any time before the expiration of that period.

We understand that you are not bound to accept any Proposal you may receive.

Name of Offeror

Address of Offeror

Authorised Signature

Date:

Name of Authorised

Signature (type or print)

Functional Title of

Signatory

- 13 -

ANNEX V – Cost Proposal Template GENERAL INSTRUCTIONS

1. The Offeror is asked to prepare the Cost Proposal in a separate file from the rest of the RFP response as indicated in paragraph 12 (b) of the Instructions to Offerors.

2. The Cost Proposal will provide a detailed cost breakdown. Provide separate figures for each component identified in Section 7d. If the contractor is required to travel in order to perform the work described in the TOR, please provide a breakdown for transportation, accommodation, per diem and miscellaneous expenses.

Note: The template shown below provides an example format for the Cost Proposal. Offerers may use the template as a guide, or use another preferred format, when preparing the Cost Proposal.

3. Please provide an explanation of what is included in any Personnel costs (e.g. pay plus benefits), as well as the nature of any subcontractor work, licensing and fees.

4. All prices/rates quoted must be inclusive of all necessary taxes. Taxes must be defined.

5. It is the policy of Room to Read not to grant advance payments except in unusual situations where the potential contractor, whether a private firm, NGO, a government or other entity, specifies in the proposal that there are special circumstances warranting an advance payment. Room to Read, at its discretion, may determine that such payment is not warranted or the conditions under which such payment would be made.

If applicable, please include the nature, timing and amount of any advance which may be anticipated.

Cost Proposal

Proposal Ref: ID-RFP/2018/23/04 Total Cost Proposal: Date of Submission: Authorized Signature:

1. [Name of Component]4

Title/Description Unit cost/rate No. of units/days Total

1.1. Personnel Cost

1.1.1

1.1.2

1.2. Subcontractors

1.2.1

1.2.2

1.3. Licensing

1.3.1

1.3.2

1.4. Other

1.4.1

1.4.2

2. OTHER

2.1. Other (please specify)

Total

2.1.1

SUBTOTAL

3. SERVICE FEES

3.1. Service fees

Description Total

3.1.1 Service fees

SUBTOTAL

4 Components: Platform customization, Translation/localization, User testing, Architecture and Documentation