REQUEST FOR PROPOSALS (RFP)

Adaptation System Development Project

Issued by: Director of Production
Project Type: Software Development (Web-Based Platform)
RFP Issue Date: 9th February, 2026
Proposal Submission Deadline: 9th March, 2026

1. Background & Context

Ubongo is a leading edutainment organization producing and adapting high-quality multimedia educational content for children across Africa. Our content is localized into multiple languages and distributed via TV, radio, and digital platforms.

As Ubongo scales its adaptation efforts, current workflows involving scripts, audio, and video assets have become increasingly complex, fragmented, and difficult to manage. To address this, Ubongo seeks to develop a web-based Adaptation System that centralizes workflows, improves collaboration, ensures quality control, and enables secure and efficient delivery of adapted content.

2. Project Objective

The objective of this project is to design and develop a scalable, secure, and user-friendly Adaptation System that supports end-to-end adaptation workflows for video, audio, and scripts while enabling data-informed decision-making and operational efficiency.

3. Scope of Work

The selected vendor will be responsible for the design, development, testing, and deployment of the Adaptation System in two phases:

1. Minimum Viable Product (MVP)
2. Full Production Version
   
   

4. Functional Requirements

4.1 Collaboration & Workflow Management

The system must:

• Support collaboration among multiple stakeholders across the full adaptation lifecycle.
• Provide automated notifications and alerts when:
  • Assets are uploaded or updated
  • Reviews are required
  • Tasks are completed or delayed
    
    
• Enable real-time or near-real-time synchronization of updates across users.
• Include project tracking functionality showing:
  • Project phases
  • Task ownership
  • Status indicators
• Offer high-level dashboards displaying overall project and portfolio progress.
  
  

4.2 Media Review & Annotation

The system should:

• Allow in-platform review and annotation of:
  • Video
  • Audio
  • Scripts
• Support timecode-based comments.
• Enable side-by-side comparison of two video files (e.g., original vs. dubbed).
• Support multiple audio tracks per video.
• Provide synchronized playback between video and audio assets.
• Include standard playback controls (play, pause, scrub, loop).
  
  

4.3 Script Translation & Editing

The platform must:

• Enable online script translation directly within the system.
• Support collaborative editing between translators, editors, and reviewers.
• Maintain full version control, including:
  • Change tracking
  • Version history
  • Rollback functionality
• Support offline script editing, with automatic synchronization of all changes once an internet connection is restored.
  
  

4.4 User Interface & Accessibility

The system should feature:

• A clean, intuitive, and user-friendly interface.
• Responsive design optimized for:
  • Desktop
  • Tablet
  • Mobile devices
• Usability suitable for users working remotely or on the move.
  
  

4.5 Security & Access Control

The system must include:

• Secure authentication mechanisms.
• Role-based access control (RBAC) with configurable permission levels.
• Activity logging to track user actions and system changes.
• Data protection measures aligned with international security standards and best practices.
  
  

4.6 System Architecture & Performance

The application should:

• Use reactive programming principles to propagate updates instantly to connected users.
• Be scalable to support increasing numbers of users and projects.
• Maintain high performance with multiple concurrent users.
• Ensure system reliability and minimal downtime.
  
  

5. Content Delivery & Integration

The system must support:

• API-based automated delivery of finalized content.
• Secure file transfer mechanisms for large media assets.
• Notifications to broadcasters and partners when new content is available.
• Integration with Ubongo’s existing content management and delivery systems.
  
  

6. Deliverables & Project Phases

Deliverable 1: Minimum Viable Product (MVP)

The vendor will:

• Collaborate with Ubongo to define the Product Profile.
• Define and document MVP scope and functionality.
• Develop wireframes and user flows.
• Build and deploy the MVP.
• Support testing, feedback collection, and iteration.
  
  

Deliverable 2: Full Production Version

Following MVP validation, the vendor will:

• Incorporate feedback and lessons learned.
• Refine and prioritize the product backlog.
• Build the full production-ready system.
• Ensure scalability, stability, and feature completeness.
• Support deployment and handover.
  
  

7. Project Management & Reporting

The system should include:

• Clear tracking of project phases and milestones.
• High-level dashboards showing:
  • Multiple concurrent adaptation projects
  • Status and bottlenecks
• Alignment with Ubongo’s defined adaptation workflow stages.
  
  

8. Intellectual Property and Confidentiality

All final deliverables produced under this contract shall be the exclusive property of Ubongo, unless otherwise agreed in writing.

The vendor must comply with confidentiality and data protection requirements applicable across Ubongo’s operating regions.

9. Vendor Qualifications & Requirements

Proposing vendors or teams should demonstrate:

• Proven experience in web-based software development.
• Experience with collaborative media or content workflows.
• Strong UX/UI design capabilities.
• Solid understanding of system security and scalability.
• Clear and structured technical implementation approaches.
• Strong communication and collaboration skills.
• Ability to meet agreed timelines and milestones.
• Access to necessary development infrastructure and tools.
  
  

9. Proposal Submission Requirements

Proposals should include:

1. Company or team profile
2. Relevant experience and portfolio
3. Proposed technical approach and architecture
4. UX/UI design approach
5. Security and scalability considerations
6. Project timeline and milestones
7. Team composition and roles
8. Budget and cost breakdown
9. Risks and mitigation strategies
   
   

10. Evaluation Criteria

Proposals will be evaluated based on:

• Technical expertise and demonstrated experience
• Understanding of collaborative media workflows
• UX/UI quality and usability approach
• Security and scalability design
• Project management methodology
• Communication clarity and responsiveness
• Value for money and feasibility within timelines
  
  

11. Submission Instructions

The deadline to submit the proposals is 9th March, 2026. Kindly submit your proposal to paul@ubongo.org. Late submission may not be considered.

The subject of the email should be: RFP - Adaptation System Development

Ubongo reserves the right to negotiate final deliverables and payments before contracting.

Additional Terms

- Ubongo Learning reserves the right to accept or reject any proposal.

- This RFP does not constitute a commitment to award a contract.

- Any cost incurred in proposal preparation is the responsibility of the bidder.

EQUAL EMPLOYMENT OPPORTUNITY

UBONGO provides equal opportunities to all bidders and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation or any other characteristic protected by the laws of the country we are operating in.

JOB SCAM WARNING

Our organization upholds a strict commitment to a fair, unbiased hiring process through BambooHR or very qualified recruitment agencies and shortlisting decisions are based solely on candidates' qualifications, skills and experience relevant to the position.
Beware of any individuals claiming to have influence over our hiring decisions or requesting favors in exchange for guaranteed shortlisting or employment opportunities. Such actions are against our policies and do not reflect our organization's values.