Request for Quotation – small database with interface (Berlin-based programmer)

Request for Quotation – Deliverable: Database with Interface

Democracy Reporting International (DRI) is a nonpartisan, independent, not-for-profit international organization registered in Berlin, Germany, which promotes political participation of citizens, accountability of state bodies and the development of democratic institutions worldwide.

Overall objective:

The overall objective is to provide a small Microsoft Access database (design and implementation) for DRI’s internal office use. DRI relies on having knowledge of, and access to, experts in various fields. In order to make DRI more efficient and effective, we as an organisation wish to have a flexible, “live” (i.e. real-time), comprehensive, searchable database allowing us to quickly and easily search through our pool of potential experts according to various criteria. *Refer to Terms of Reference for further database description.

It is strongly preferred that the programmer resides in Berlin, so s/he is able to physically come in to the DRI HQ office for consultation and follow-up meetings.

Submission Timeline:

Applications will be received on a rolling basis, so early submission is encouraged.

Please submit via email to: [email protected] (Subject: Database Design Service)

In submission, tenderer must include:

  • Tenderer contact information (Individual/company name, physical address, telephone number, email address).
  • Price quotation in EUR (either by total project price in lump sum, or hourly rate and expected number of hours of labour).
  • Evidence of technical expertise; evidence of prior experience with database design, (including a CV should suffice).
  • If available, references of prior completed projects/deliverables.


The submission for this tender document does not entail any commitment on the part of DRI, either financial or otherwise. DRI may cancel the tender, any time, without assigning any reason.

Terms of Reference

Requirements of the deliverable:

  • Must include both the front-end (meaning a user-friendly interface) and back-end (the database);
  • The records must be easily searchable by various criteria and categories (often employing more than one search criteria at a time);
  • There must be two main ways in which a user can search the database:
    1. SIMPLE SEARCH: The whole database should be key-word searchable. Meaning that a user should be able to use a simple “find” function, to look up where and how often any specific word or phrase occurs in the database (e.g. the word “media”, or “EEM”).
    2. COMPLEX SEARCH: Alternatively, a user should be able to search by category and subcategories. These may be formatted as drop-down menus or something similarly straightforward to use. Users should also be able to search according to more than one category at a time, i.e. an “AND” function to add an additional criterion as desired.
  • It should be accessible by both DRI HQ in Berlin and at the Country Offices (COs).
  • Different users should have different levels of access. Administrator level users should be able to determine others’ level of access, e.g. COs should have read-only.
  • Theoretically all HQ DRI employees should be allowed to add to/alter the database records, but any changes should automatically be tracked in a log.
  • The records stored in the database must be secure (so if online, then encrypted). Meaning that people outside of DRI should not have access to the database; for data protection reasons it should not be accessible to the general public.
  • Lastly, the documentation of the whole database (of the programming/coding) must be in English and provided to DRI as well, so that we can further work on and develop the database if necessary.

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