Design, Development and Deployment of the Conference Website and Management System for the Second International Conference on Gender and Technology (ICGT 2027)
Background
The Second International Conference on Gender and Technology (ICGT 2027), themed “Water, Climate, and Technology: Through a Gender Lens,” is scheduled for 18–19 March 2027 in Kathmandu`, Nepal. The conference is convened by the UNESCO Chair in Mountain Cryosphere and Water and organized by The Small Earth Nepal (SEN) and UNESCO, in academic collaboration with Tribhuvan University (TU) and Kathmandu University (KU), as part of the Nepal National Glacier, Water and Weather Week (NNGWWW) 2027.
ICGT 2027 is expected to convene over 200 participants from Nepal and abroad, including researchers, policymakers, engineers, innovators, Indigenous knowledge holders, media practitioners, youth leaders, women-led enterprises and development partners. The conference therefore requires a dedicated, secure and accessible web platform to serve both as its official public presence and as the operational system managing the call for papers, abstract and paper submission, peer review, participant registration, and fee payment for national and international delegates.
SEN invites proposals, together with technical and financial proposals, from registered firms for the design, development, deployment and optional post-launch maintenance of this platform.
Objective of the Assignment
To design, develop, test, deploy, Annual Operation and Maintenance (up to Dec 2027) and hand over a single integrated web platform that functions as the official website of ICGT 2027 and as the management system for submissions, peer review, registration and payment, and which can be independently administered and maintained by SEN following handover.
SEN will Provide
SEN will provide the following:
1. Complete user interface design: SEN's design team will produce the visual design and provide it to the selected firm as Figma files, with brand guidelines covering assets, logotypes, color and typography. The firm shall not include user interface design in their quotation.
2. Subdomain and coordination: SEN will provide a subdomain for website (for example, icgt2027.smallearth.org.np) and will coordinate with its web manager to point that subdomain to the hosting the firm procures. SEN will not provide hosting space, server access, or credentials to its own infrastructure.
3. Website content: The ICGT 2027 Secretariat will require contents such as: conference text, committee and speaker details, programme information and photographs etc.
Deliverables
1. Approved wireframes and design concept and SRS before development
2. Fully functional public conference website and Content Management System
3. Submission and peer review workflow engine
4. Registration, payment and certificate modules
5. Administrator, participant, presenter and reviewer portals
6. Complete source code and database structure
7. Deployment on a live production server, with SSL configured
8. Administrator and user documentation
9. Training session(s) for SEN staff
10. Handover of all credentials, repositories and associated accounts
Required Documents for Submission
1. Letter of interest
2. Technical proposal, including proposed solution, technology stack, team composition, delivery schedule by phase, and hosting arrangement
3. Password-protected financial proposal, itemized by module or phase, and stating the optional Annual Maintenance Contract cost separately (including an Excel file)
4. Profile (latest), including a portfolio of previous website and web-application work with live links, and specific experience with conference, event or academic submission platforms
5. Company registration certificate
6. VAT/PAN registration certificate
7. Experience/certification and proven samples of similar work experience
8. Tax clearance certificate (latest)
9. Audit report (latest)
Submission Procedure
Interested firms meeting the above criteria are encouraged to submit the password-protected financial proposal together with all required documents (as above) in zipped format (do not password-protect the zip file), with all documents clearly labelled. SEN will request the password from shortlisted firms only while opening the financial proposal following the screening process. If a firm fails to provide the correct password when requested, the proposal shall be considered disqualified.
Deadline: 11 August, 2026, till 5:00 PM
Submission Address: procurement@smallearth.org.np
Email subject line: [Your Company Name] — Design and Development of ICGT 2027 Conference Website and Management System
