Proposal ID: #763827

Integrated Digital Platform
Development

Prepared for:

Irise Institute East Africa (IIEA)
& The Period Equality Network (TPEN)

Valid until: 15th December 2025

Sadja WebSolutions Ltd
Plot 3 Bata Close, Industrial Area, Kampala, Uganda
+256 206 300885 | [email protected]

Introduction

On behalf of Sadja WebSolutions, we thank you for this opportunity to partner with IIEA and TPEN in advancing menstrual health and hygiene across East Africa through powerful digital platforms.

We understand that your platforms must serve 270+ diverse organizations, from grassroots NGOs to national advocacy groups, while operating effectively in low-bandwidth environments typical of East African connectivity. Having worked with advocacy networks and coalition management systems across the region, we recognize the unique challenges of coordinating diverse stakeholders while maintaining accessibility for grassroots organizations.

Our Understanding of Your Mission

We've studied IIEA's work in advancing menstrual equity across Uganda, Kenya, and Tanzania, and understand TPEN's role as East Africa's largest coalition working on menstrual health and hygiene. We recognize the challenge of coordinating 270+ diverse organizations while ensuring every member has equal access to resources, grants, and collaboration opportunities.

Why East African Expertise Matters

Many international firms can build websites, but few truly understand the East African digital landscape.

🇺🇬

Local Presence

Kampala office (Plot 3 Bata Close) - in your timezone, available for in-person meetings

📡

Connectivity Reality

Optimized 150+ platforms for MTN, Airtel, and rural connectivity challenges

💳

Local Payment Systems

Seamless Mobile Money integration for grassroots organizations

🤝

NGO Sector Understanding

Deep knowledge of donor reporting and coalition dynamics

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Understanding Your Requirements

Our Research: We've studied IIEA's work in advancing menstrual equity across Uganda, Kenya, and Tanzania, and understand TPEN's role as East Africa's largest coalition working on menstrual health and hygiene. We recognize the challenge of coordinating 270+ diverse organizations - from rural grassroots groups to national advocacy bodies.

IIEA Website

✓ Clear communication of mission, programmes, and impact
✓ Modern, user-friendly design
✓ Mobile-responsive and accessible
✓ Multilingual capabilities
✓ News and blog management
✓ Donor and partnership showcase

TPEN Minisite

✓ Resource Hub with search and filtering
✓ Grant Management Portal
✓ Integrated CRM system
✓ 270+ member organization management
✓ Member directory and profiles
✓ Collaboration and communication tools

Critical Success Factors

Low-Bandwidth Optimization

With members across rural East Africa, platform performance on 2G/3G networks is non-negotiable. We optimize for speed, minimize data consumption, and ensure accessibility regardless of connection quality.

Ease of Use

Your team must manage content independently. We prioritize intuitive interfaces, comprehensive training, and clear documentation to ensure IIEA staff can operate platforms without ongoing technical support.

Scalability

TPEN may grow beyond 270 members. Both our solutions are designed to scale seamlessly as your coalition expands across East Africa without performance degradation.

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OPTION 1: WordPress Foundation

"Cost-Effective & Community-Powered"

Timeline

12-14 Weeks

Investment

£4,500 GBP

Why WordPress for IIEA & TPEN?

WordPress provides a proven, NGO-tested foundation with an extensive plugin ecosystem specifically designed for non-profit organizations, low-bandwidth optimization, and easy content management.

Strategic Advantages

✓ Budget Friendly: Maximum features at optimal NGO cost
✓ User-Friendly: Intuitive for non-technical staff
✓ NGO Ecosystem: Thousands of free plugins
✓ Quick Deployment: Faster launch (12-14 weeks)
✓ Community Support: Massive global support

Considerations

⚠ Plugin dependencies for advanced features
⚠ Regular updates needed for security
⚠ Performance optimization requires attention
⚠ Limited customization for specific workflows

What You Get - Complete Package

IIEA Main Website

• WordPress CMS with multilingual support
• Mobile-responsive design
• Programme and impact showcase pages
• News and blog management
• Contact and donation integration
• SEO optimization

TPEN Minisite

• Searchable Resource Hub
• Grant Management Portal
• Member directory and profiles
• Event calendar and announcements
• Discussion forums
• Integrated forms and workflows

CRM Integration: CiviCRM

Open-source CRM built specifically for non-profits and civic organizations.

Member Management: Track 270+ organizations

Grant Tracking: Applications to completion

Communications: Campaigns and engagement

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OPTION 2: Laravel Enterprise Platform

"Custom-Built for Maximum Impact"

Timeline

14-16 Weeks

Investment

£7,800 GBP

Why Laravel Changes Everything

Laravel provides enterprise-grade architecture with custom-built workflows specifically designed for your unique grant management, member coordination, and resource sharing needs.

Strategic Advantages

✓ Custom Workflows: Built exactly for your processes
✓ Superior Performance: Optimized for East Africa
✓ Unlimited Scalability: 270 to 1,000+ members
✓ Advanced Security: Enterprise-level protection
✓ Future-Proof: Easy mobile app integration
✓ Real-Time Analytics: Custom dashboards

Considerations

⚠ Higher initial investment required
⚠ Longer development timeline
⚠ Requires technical support for major updates
⚠ More comprehensive training needed

What You Get - Fully Custom Platform

IIEA Website (Custom Built)

• Custom CMS tailored to workflow
• Advanced multilingual architecture
• Interactive programme showcases
• Impact visualization dashboards
• Donor portal integration
• Advanced analytics and reporting

TPEN Platform (Custom Built)

• AI-powered Resource Hub search
• Complete Grant Lifecycle Management
• Automated approval workflows
• Real-time collaboration tools
• Custom donor reporting
• API for future mobile app

Custom CRM System

Fully custom-built CRM designed specifically for managing coalition networks and grant workflows.

Organization Profiles: 270+ members

Grant Pipeline: Application to completion

Document Vault: Secure with permissions

Analytics: Real-time insights

Advanced Features Unique to Laravel

🎯 Smart Grant Matching: Auto-match grants to eligible organizations

📊 Impact Tracking: Coalition-wide impact metrics

🔔 Automated Notifications: Email and SMS alerts

🌍 Multi-Country Support: Country-specific dashboards

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Side-by-Side Comparison

Feature	WordPress	Laravel
Investment	£4,500	£7,800
Timeline	12-14 weeks	14-16 weeks
Ease of Use	⭐⭐⭐⭐⭐	⭐⭐⭐⭐
Customization	Good	Unlimited
Performance	Good	Excellent
Scalability	Up to 500	Unlimited
CRM Solution	CiviCRM	Custom-built
Future-Proofing	3-4 years	5-7 years
Annual Hosting	£350/year	£550/year
Best For	Budget-conscious	Scaling coalitions

Our Recommendation

Invest in Laravel Enterprise Platform (£7,800)

Build a robust, future-ready digital ecosystem from the start. Laravel offers unmatched scalability, security, and flexibility — ensuring TPEN and IIEA can grow seamlessly while maintaining performance and control across all coalition operations.

✓ Scalable Architecture: Grows with your coalition

✓ Custom Workflows: Tailored to your exact grant & membership needs

✓ Enterprise Security: Future-proof and integration-ready

Alternative Option: If preferred, a simplified WordPress version (£4,500) can be deployed for immediate visibility while Laravel is being developed. However, Laravel remains the optimal long-term investment for performance, scale, and innovation.

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🎁 Special Offers for IIEA

We're committed to your success - here's what we're including at NO extra cost

1

FREE Homepage UI Demo

Working demo within 5 days. See design quality and test UX with zero risk.

2

Extended Support Period

9 months post-launch support (instead of 6) - 50% more support at no cost.

3

Bonus Training Day

3rd training day FREE - perfect for backup admins or regional coordinators.

4

Content Migration Included

Migrate existing content from old websites/documents - saves weeks of work.

5

FREE Year 1 Email Hosting

Professional email for 10 accounts (@iriseeastafrica.org). Value: £120

6

10% Early Payment Discount

Pay upfront: WordPress £4,050 (save £450) | Laravel £7,020 (save £780)

Total Added Value: £780+ in FREE services & support

⭐ EXCLUSIVE RISK-FREE OFFER ⭐

Try Before You Commit

We're so confident, we'll prove it first

FREE Working Prototype - No Obligation

Before you select any vendor, we'll create a FREE working prototype of your TPEN Resource Hub (5 functional pages) within 5 business days.

✅

See Quality Real design

🎯

Test UX Share with team

🔒

Zero Risk No payment

This prototype alone would cost £500 elsewhere - FREE to demonstrate our commitment.

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Implementation Timeline

Phase 1: Discovery & Design

Weeks 1-3

Week 1: Inception meeting, stakeholder interviews, requirements gathering

Week 2: Information architecture, wireframes, content strategy

Week 3: Visual design mockups, brand integration, approval

Phase 2: Development

Weeks 4-10

Weeks 4-5: IIEA website core development and CMS setup

Weeks 6-7: TPEN minisite and Resource Hub development

Weeks 8-9: Grant Portal and CRM integration

Week 10: Platform integration and optimization

Phase 3: Testing & Launch

Weeks 11-14

Week 11: QA testing, accessibility compliance, performance testing

Week 12: Pilot testing with 10-15 TPEN members, feedback collection

Week 13: Comprehensive 3-day training for IIEA staff

Week 14: Soft launch, final adjustments, official public launch

Phase 4: Support & Optimization

Months 4-12

Technical Support

Bug fixes 24-48hrs
Security updates
Performance monitoring

Monthly Check-ins

Analytics review
Staff Q&A
Feature optimization

Additional Training

Refresher sessions
New staff onboarding
Video tutorials

Transparency Commitment

Every Friday: Progress report with completed work, screenshots/demos, any blockers, next week's plan. You'll never wonder what's happening.

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Investment Summary

WordPress Package

Platform Development£4,500

Domain Transfer/Setup£40

Standard Total£4,890

With 10% Discount £4,401

Annual Renewal (Year 2+)£350/year

💰 YOU SAVE: £489 in Year 1

Laravel Package

Platform Development£7,800

Domain Transfer/Setup£40

Standard Total£8,390

With 10% Discount £7,551

Annual Renewal (Year 2+)£550/year

💰 YOU SAVE: £839 in Year 1

Payment Options

Option 1: Full Payment

Pay upfront and save 10% (shown above)

Option 2: Standard Plan

50% deposit, 50% on completion

Option 3: NGO-Friendly

40% deposit, 30% at testing, 30% on launch

What's Included (Both Packages)

✓ FREE homepage demo before commitment
✓ FREE 9 months support (instead of 6)
✓ FREE 3rd training day

✓ FREE content migration
✓ FREE Year 1 email hosting (£120 value)
✓ FREE working prototype offer

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Our Guarantees & Risk Mitigation

Performance Guarantees

✓ Load Speed: Under 3 seconds on 3G
✓ Uptime: 99.9% server uptime
✓ Mobile Score: Above 85 PageSpeed
✓ Security: SSL, backups, monitoring

Project Guarantees

✓ On-Time: 5% discount per week late
✓ Budget Lock: No hidden costs
✓ Quality: Unlimited testing revisions
✓ Ownership: You own all code/designs

Contingency Plans

✓ Team Backup: Backup for every role
✓ Data Protection: 3 backup locations
✓ Rollback: Revert in 30 minutes
✓ Emergency: 24-hour hotline

Training & Handover

✓ Documentation: English with screenshots
✓ Video Library: Recorded sessions
✓ Independence: 90%+ self-management
✓ Refreshers: FREE during support

Meet Your Dedicated Team

Dedicated in-house team assigned to every project - no freelancers.

Aba N. - Project Manager

Samuel B. - Lead Developer

Jenny M. - UI/UX Designer

Isaac K. - Backend Developer

Annita S. - QA Specialist

Solomon T. - Content Strategist

Winny S. - Training Coordinator

Arjun K. - Technical Support

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Frequently Asked Questions

Why choose WordPress over Laravel?

Choose WordPress if: Budget is primary concern, need quick launch (12-14 weeks), prefer user-friendly interfaces, managing up to 500 members. Perfect for most NGO coalitions with excellent value.

When should we consider Laravel?

Choose Laravel if: Anticipate growth beyond 500 members, need highly customized grant workflows, performance is critical, plan multiple third-party integrations, have budget for long-term investment.

What if our internet is slow during training?

In-person training at your Kampala office - no internet dependency. Plus offline documentation (PDFs) and USB training videos. Platforms optimized for 2G/3G networks.

Can we add more features later?

Absolutely! Minor additions included during 9-month support. Major new features get separate quotes. Platforms built to be extensible.

Can Kenya and Tanzania members access easily?

Yes! CDN caches content across East Africa. Fast loading in Kampala, Nairobi, or Dar es Salaam. Optimized for Safaricom, Vodacom, and regional networks.