University of Malta

Call for external expert for the realization of an IT software infrastructure to support the COST Action CA17131
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Quotations are invited for the provision of the services of an external expert in connection with the implementation of the COST Action “The Soil Science & Archaeo-Geophysics Alliance: going beyond prospection (SAGA)” website funded by European Cooperation in Science and Technology (COST).

The University of Malta is inviting interested companies to quote for the realization of an IT software infrastructure to support the Action activities.


We would require your best quote for the realization of the IT software system having the following specifications:

  •  realization of the project website on an existing domain (hints on the preferred design will be given in the due course). Furthermore, domain needs to be purchased for at least addition 9 years;
  • improve and implement public homepage content and its functionality (please refer to the specific requirements hereunder);
  • domain with the following characteristics: Linux server with unlimited storage space, MYSQL database (possibility of email addresses associated to the project);
  • realization and implementation of the front-end and editorial web-system;
  • the SAGA homepage should clearly communicate:

     o   the logo, name and aim of the Action, and how other researchers can join it or take part in a specific activity. This should link to the Action’s web page and MoU as they appear                       on the COST website;

             o   the organizational structure of the Action - who is Chair, Vice-Chair, Workin Groups leaders, Science Communication Manager, Grant Holder, etc.;

             o   participants short biography, interests, and involvement in the Action’s activities;

             o   access to ‘members only’ areas, with non-logged in members only seeing public data;

             o   what activities have been undertaken, and what are their outcomes (be those publications, guidelines, white papers etc.);

             o   what activities are planned or ongoing (using a twitter feed: upcoming events such as training schools and conferences, sorted by most current date);

             o   link to the Action’s social media accounts;

             o   the COST logo, EU emblem and relative text. This should link to the relevant COST website pages;

             o   Links on the homepage in a few cases link to a static document or document set (e.g. the MoU, best practice publications) but in most cases will need to deliver dynamic content                    as specified below, for example to serve the set of training materials and the set of shared ‘network’ facilities.

  • user-friendly online forms to manage registrations of people interested in following SAGA activities and the project results/outcomes (e.g. down menu for title; manual input fields for    last  name, first name, affiliation, email address, full postal address; drop down menus for country, qualification; manual input fields for position, areas of research expertise and            interests, etc);
  • database of emails of registered subscribers and users (to be managed in accordance with the provisions of Regulation EU-2016/679, the General Data Protection Regulation, GDPR, and all other applicable EU and Maltese privacy and data protection legislation) to be used for project e-alerts and newsletter;
  • implementation of a “search engine” to allow a specified search for authors, abstract/paper titles, meetings, events, training schools, short term scientific missions etc.;
  • creation of webpages and related management system to allow the gathering of data/information. Specific forms need to be implemented according to the instructions of project          coordinator;
  • repository of published work related to SAGA and relevant literature;
  • creation of statistical charts to summarize information present in the entire database.
  • realization of the SAGA Action management system and associated database; the SAGA website should have a back-end with:

            o   user-friendly online forms to manage Action activities and related events;

            o   creation of different secure system levels to grant access to Management Committee (MC) members, Core Group (CG) members and chairperson;

            o   a group policy login system, with access points and rights for, at a minimum: siteadmin/superuser (able to grant rights), core group members Behind this:

                    §  all project participants should have access to a member area containing relevant information and files related to the SAGA activities;

                    §  Working Groups, Short Term Scientific Mission evaluation team etc should have their own collaboration space;

                    §  the user access (member area) system should cover both the main and all peripheral parts of the ‘site’, so that separate registrations are not required.

                    §  Management system should have its own login access;

            o   an upload interface for adding content to the site (e.g., to force a single format on bibliographic entries and to force tagging of resources, photos, reports etc). Content will include                   but notbe limited to:

                     §  Directories: laboratory facilities and equipment, field test sites, bibliographic resources, internet resources;

                     §  Document sets (any type, including video): training materials, best practice guides;

             o   the ability to link with data repositories in other locations;

             o   creation of an on-line system for proposing Training Schools, SAGA activities as well as MC meetings;

             o   the ability to organize workshops and conferences as part of the Action, with functionality to register, submit abstracts and manuscripts, etc.

             o   implementation of an abstract submission system for MC meetings with automatic notification to the corresponding author about the acceptance/rejection of a contribution                               submitted for MC meetings;

             o   creation of an IT environment to upload presentations, posters and other relevant documents related to the MC meetings;

             o   a news feed frame that shows latest plans and products first;

             o   where possible, the requirements listed above should be implemented in such a manner that they will be easy to manage, maintain, and if necessary migrate to another host                            after the end of the Action.

             o   the website developer and host will be expected to collaborate closely with the SAGA task group for the creation of online databases. 


The above deliverables should be ready by June 2019  and due to the project budgetary distribution schedule, payment for the above services will be made in the following framework (to be agreed with the supplier) but tentatively:

  •  50% on commission (May 2019);
  • 50% June 2019.


Interested applicants are kindly asked to provide a quote (preferably both with and without VAT) for the above-mentioned services.  The quote, in a pdf format, should be electronically mailed to the following email address  by not later than 17th May  2019 (17.00hrs). Late offers received after the above-mentioned date and time will not be considered. Offers should be valid for 30 days and if within that period, you will not have received any order, you may assume that your quotations have not been accepted.

Any further clarifications can be sought before the deadline by contacting Dr. Sebastiano D’Amico (Administrative responsible and Project Manager of the SAGA website) on 00356-99573895 or via email. 


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Last Updated: 3 May 2019

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