1. Introduction

The Kimberley Process Secretariat (KPS) invites qualified vendors to submit proposals for the complete rebuild and migration of the Kimberley Process Statistics Website (https://kimberleyprocessstatistics.org). The website, currently hosted by the US Census Bureau, requires a complete rebuild to address outdated technology, intellectual property constraints, and increased security needs relating to personally identifiable information (PII) and business identifiable information (BII).

The goal is to deliver a secure, scalable, and user-friendly platform hosted under the management of the KP Secretariat.

Project Objectives

• Rebuild the KP Statistics Website using a modern technology stack.
• Ensure secure handling of trade, production, and KP certificate data.
• Provide intuitive user administration, data validation, and reporting capabilities.
• Enable Participants to self-upload statistical submissions securely.
• Implement robust authentication, audit, and access control.
• Ensure sustainability with cloud hosting and a clear governance model.

2. Background

To uphold transparency and enforce compliance in the KP, participating countries must exchange certified data on rough diamond trade, certificate count and production. The Kimberley Process Rough Diamond Statistics website acts as a centralised repository for this data, offering verified aggregate statistics submitted by KP Participants.

The current statistical website offers two primary sectors:

1. Participant Statistics Area

A secure portal where officials from KP Participants input and verify their data on rough diamond production, trade value, volume, and certificate issuance.

2.  Public Statistics Area

Open-access reports presenting aggregated statistics on production and trade—both by value and volume—as well as KP certificate counts. 

The statistical website supports transparency, verification, and accountability in the global rough diamond trade. Registered data allows cross-comparison between countries—e.g., ensuring the export figures of one nation align with the import statistics of another. Monitoring tools help highlight anomalies, such as mismatches or suspicious valuation patterns, that may signal illicit behaviour or non-compliance. Data from the site are used by governments, oversight bodies, and civil society to assess the effectiveness of the KPCS in achieving its conflict-free mandate.

The existing database schema can be found in Appendix I (circulated upon request) and includes the following key entities:

• Members: Core entity, with trade, production, certificate, and notes data linked.
• Users & Roles: Authentication, role-based access, audits.
• Trade/Production: Key statistical and certificate data tables.
• Notes: Annotations tied to members and data.

Refer to Appendix 2 “User manual” to view the complete functionality of the current statistical website (will be circulated upon request).

3. Scope of Work

4. Eligibility Criteria

Companies must have a proven track record and expertise in:

• Secure web platforms and cloud deployments.
• Proven experience in data-sensitive environments.
• Previous experience with government or intergovernmental projects preferred.
• Costing must be provided in USD$, with VAT included in the quote.

5. Proposal Requirements

Proposals should include:

• Company Profile: Background, relevant experience, client references.
• Technical Proposal: Approach, architecture, security model, compliance with scope.
• Project Plan: Timeline, milestones, risk management strategy.
• Team Composition: Key personnel, roles, qualifications.
• Cost Proposal: Itemised pricing (development, hosting setup, training, support).
• Maintenance Plan: Proposed support model, SLAs, escalation procedures.

Risk Management

Vendors must outline approaches to mitigate risks such as:

• Data loss during migration.
• Security vulnerabilities.
• Misinterpretation of legacy validation logic.
• Development delays.

Governance & Maintenance

The successful vendor must commit to:

• Providing monthly or quarterly updates/patches.
• Monitoring and alert setup (AWS CloudWatch or equivalent).
• SLA-backed support contract.
• Training and handover to KP Secretariat staff.

Should Include:

• Secure self-upload functionality with validation.
• XLSX import/export (modern libraries).
• KP Secretariat dashboard for approvals.
• PII/BII handling (hashing/redaction).
• AWS hosting (EC2, RDS, S3, CloudWatch).
• Full audit trails and reporting.
• Training and handover.
• SLA-backed maintenance contract.

6. Submission Guidelines

• Deadline: 15 September 2025 at 17:00 hours
• Proposals must be submitted via email to: executive-secretary@kimberleyprocess.com
• Subject line must be: “Proposal for KP Statistical Website Rebuild”
• Late submissions will not be considered

8. Evaluation Criteria

Proposals will be evaluated on:

• Technical compliance with requirements.
• Demonstrated expertise and past performance.
• Proposed project plan and risk management.
• Cost-effectiveness and value for money. Strength of support and maintenance offering.

8. Additional Terms

• The Kimberley Process Secretariat reserves the right to accept or reject any proposal in part or in full.
• Each proposal must contain a declaration that (i) the contents thereof are true and accurate as of the date of submission and (ii) the bidder is not affected by any conflict of interest which may reasonably be taken to adversely affect its ability to carry out the scope of work on behalf of the Kimberley Process Secretariat.
• By submitting a proposal, the Company consents to the Kimberley Process Secretariat collecting, processing and storing the data provided therein in accordance with the Data Protection Act.
• The Kimberley Process Secretariat expressly reserves the right to cancel the tendering process without incurring any form of liability for the same. Any cost incurred in connection with the submission of a proposal shall be borne solely by the bidder, irrespective of whether the present Request for Proposals is carried through to completion or cancelled before then for any reason whatsoever. 
• Only shortlisted applicants will be contacted.
• Submission of a proposal does not guarantee award of contract.
• The successful applicant and subsequent service provider is strictly prohibited from sharing any confidential information related to the KPS, including but not limited to it budgetary and logistical information.

9. Contact Information for Clarifications

All inquiries related to this RFP should be directed to:
Name: Mr Bojun Tang
Email: executive-secretary@kimberleyprocess.com