TERMS OF REFERENCE
CONSULTANCY TO DEVELOP AN ONLINE AND OFFLINE KNOWLEDGE BANK FOR CIVIL SOCIETY ORGANIZATIONS
1. INTRODUCTION
The Alliance for Community Action (ACA) is a Non-Governmental Organization established in 2013, committed to ensuring that all citizens of Zambia enjoy the full and equitable benefits of the nation's resources. ACA focuses on promoting public resource accountability by empowering citizens, especially through civil society, to demand transparency and efficiency in resource allocation and service delivery. ACA employs a Rights-Based Systems Approach to Public Resource Management (PRM), working closely with communities and using evidence from grassroots engagement to advocate for national reforms.
2. BACKGROUND OF CONSULTANCY
Despite their crucial role in democracy and development, many Civil Society Organizations (CSOs) in Zambia face capacity challenges, particularly in rural areas. These include limited access to structured knowledge on organizational management, governance, compliance, advocacy strategies, and operational processes. This gap hampers the ability of CSOs to function efficiently, sustain themselves, and impact policy and governance. To address this, ACA seeks to develop a Knowledge Bank, a centralized repository of resources accessible both online and offline, to provide practical and legal information essential for creating and managing CSOs effectively. This platform will serve as a long-term capacity-building tool to empower existing and emerging organizations with the information and skills needed for creating and managing effective civic engagement and accountability work.
3. OBJECTIVE OF THE ASSIGNMENT
The primary objective of this consultancy is to design and develop a user-friendly, secure, and accessible digital Knowledge Bank for CSOs in Zambia, which can function both online and offline and integrated to the ACA website. The platform will provide information and materials on:
i. Creation and Registration of non-governmental non-profit organisations
ii. Organizational governance
iii. Financial and administrative management
iv. Legal and policy compliance
v. Advocacy and public engagement strategies
vi. Monitoring and evaluation tools and user guides
vii. Funding and sustainability opportunities
viii. Registration guidelines, documents and URL links to key statutory bodies including but not limited to the Patents and Companies Registration Agency (PACRA), Registrar of Societies, Zambia Revenue Authority (ZRA), National Pension Schemes Authority (NAPSA) and others
4. SCOPE OF WORK
The consultant will be responsible for:
i. Designing a scalable platform architecture for both web and offline use (e.g., downloadable desktop/mobile application).
ii. Developing user interfaces with intuitive navigation suitable for low-digital-literacy users.
iii. Integrating features such as search functionality, categorized content access, and bookmarking. Setting up content management systems for continuous updates by ACA.
iv. Implementing offline functionality allowing content download and access without internet.
v. Ensuring platform security and user data protection.
vi. Conducting training for ACA staff on system administration and content updates.
vii. Providing technical support and documentation post-launch.
5. METHODOLOGY
The consultant is expected to adopt a user-centered design approach, which includes:
i. Consultations with ACA staff to understand needs and user expectations.
ii. Review of existing materials and platforms in Zambia and similar contexts.
iii. Iterative development with testing phases and feedback integration.
iv. Deployment of a pilot version for testing before final rollout.
6. KEY OUTPUTS
i. Fully functional Knowledge Bank accessible online and offline.
ii. User Manual and Technical Documentation.
iii. Training sessions for ACA technical staff.
iv. Final Consultancy Report with system overview and sustainability recommendations.
7. QUALITY AND ETHICAL STANDARDS
The developer must adhere to high ethical standards, ensuring user privacy, accessibility for users with disabilities, and inclusive design principles. All intellectual property developed under this assignment will remain the sole property of ACA.
8. QUALIFICATIONS AND COMPETENCIES
The ideal consultant/firm must meet the following minimum requirements.
i. Relevant Experience in Software Development
• At least three (3) comparable platforms (knowledge banks, e-learning portals, content delivery platforms, or similar) successfully developed and deployed.
• Evidence of both online and offline functionality in at least one past project.
ii. User-Centered Design and Accessibility
• Demonstrated ability to design platforms suitable for low-bandwidth and low-digital-literacy contexts.
• Demonstrated inclusion of accessibility features for persons with disabilities in past work.
iii. Technical Expertise and Security
• Clear understanding and application of cybersecurity and data protection standards and laws.
• Ability to ensure offline access, secure login, and data integrity.
iv. Capacity Building and Support
• At least two (2) assignments where the consultant trained non-technical teams on managing/updating digital platforms.
• Ability to provide post-launch support and user-friendly technical documentation.
v. Organizational Capacity and Compliance
• Demonstrated work plan to complete the assignment within 6 weeks and showing value for money.
• A qualified project team with clear role.
• Valid tax clearance certificate submitted.
• Valid certificate of business registration submitted.
vi. Qualifications and competencies
• Detailed CVs for team members
9. PAYMENT TERMS
Payment will be made in two instalments:
• 40% upon signing the contract and submission of the design and development plan.
• 60% upon delivery, testing, and approval of the final Knowledge Bank platform and all documentation.
Note:
• A valid tax clearance certificate is required.
• A 15% Withholding Tax will be deducted as per Zambian tax regulations.
10. APPLICATION PROCEDURE
Interested individuals or firms should submit a technical and financial proposal detailing the approach, timeline, experience, and budget. Submissions should be sent by the 7th November 2025 17:00hrs to:
The Executive Director
Alliance for Community Action
Subject: Consultancy to Develop An Online And Offline Knowledge Bank For Civil Society Organizations
Email: applications@acazambia.org
CC: info@acazambia.org
11. TIMELINE
The assignment is expected to be completed within 6 weeks from the date of contract signing.
