Terms of Reference - Development of a Digital Database System for Recording Para-Athletes profile

Terms of Reference (TOR)

Development of a Digital Database System for Recording Para-Athletes profile

1. Background

Cricket Association of the Blind, Nepal is a non-governmental Organization that has been promoting sports of persons with disabilities including cricket for the visually impaired  since the day of its establishment in the year 2006. Currently, it has been implementing a project called mainstreaming inclusive sports in Nepal with an aim to promote sports of persons with disabilities for ensuring inclusion, equality and garnering visibility  of disability athletes’ talents and creativity through sports.

Nepal lacks an accurate, reliable and accessible data of para- athletes and their coaches  pertaining  to classification, training management, talent identification, competition preparation, and reporting. Currently, athlete data may be scattered, paper-based, or inconsistently managed. A centralized digital database system will support efficient operations, ensure data integrity, and improve service delivery to athletes with disabilities  and sports organizations. Thus, Cricket Association of the Blind, Nepal is seeking a firm/ individual to develop accessible and disability friendly digital data-based system for recording data of para-athletes in Nepal.

2.     Purpose of the Assignment

The purpose of this assignment is to design, develop, test, and deploy a secure and user-friendly Digital Database System[mobile and web based] for recording, managing, and reporting data opera-athletes. The system will support both administrative and technical functions of national or regional para-sports bodies.

3.     Objectives

1. Create a centralized digital platform to store and manage para-athlete data.
2. Enable efficient registration, classification, tracking, and monitoring of athletes.
3. Provide tools for reporting, analytics, and compliance with international para-sports standards.
4. Ensure data security, privacy, and accessibility for authorized users.
5. Facilitate inter-agency data sharing (where permitted) for events, competitions, and athlete support services.

4.     Scope of Work

The service provider/consultant will perform the following tasks:

4.1     System Analysis and Design

• Conduct stakeholder consultations (para-sport federations, coaches, classifiers, athletes).
• Define system requirements and workflows.
• Develop system architecture (database, backend, frontend).
• Design user interface (UI/UX) with accessibility considerations (WCAG 2.1 AA).

4.2     System Features

The system should include (but not be limited to) the following modules:

A.     Athlete and coach  Registration & Profile Management

• Personal information
• Disability type & medical documentation
• Total athletes by disability, region, sport, gender and ages
• Sport & event specialization
• Photos and identification documents

B.     Classification Management

• Classification of disability types and players categories.  
• Medical and technical evaluation history
• Status tracking (Review, Confirmed, New)
• Classifier notes and documentation uploads

C.     Performance & Training Records

• Training progress
• Competition results
• Rankings & statistics
• Coach assessments

D.     Event & Competition Module

• Athlete eligibility
• Participation history
• Customizable dashboards
• Exportable reports (PDF, Excel)
• Statistical summaries

F.     User Management & Access Control

• Role-based access levels (Admin, Coach, Classifier, Athlete, Viewer)

G.     Data Security

• Secure authentication (2FA preferred)
• Encryption of data at rest and in transit
• Compliance with local data protection laws

4.3     System Development

• Backend and frontend development
• Database creation and optimization

4.4     Testing

• System testing (functional, performance, security)
• User acceptance testing (UAT)
• Accessibility testing

4.5     Deployment

• Installation on selected hosting environment (cloud or on-premise)
• Migration of existing athlete data (if applicable)

4.6     Training & Documentation

• User training sessions
• Administrator training
• User manuals & technical documentation

4.7     Maintenance and Support

• Provide post-launch technical support for a defined period
• Bug fixing, updates, system enhancements

5.     Deliverables

• Inception report & detailed requirements analysis
• System design documents (architecture, UI/UX)
• Fully functional digital athlete database
• Testing reports (UAT, security, accessibility)
• Deployment package & data migration
• User training sessions and manuals
• Final project report
• Warranty/maintenance coverage for agreed duration

6. Duration

Four months from the date of signature. A detailed timeline will be agreed upon during contract signing.

7.     Qualifications of the Service Provider / Consultant

• Proven experience in developing database systems or sports information management systems
• Strong expertise in web and mobile application development
• Knowledge of accessibility standards for persons with disabilities
• Experience in data protection, cybersecurity, and secure authentication
• Ability to deliver training and provide long-term system support

8.     Reporting & Supervision

The consultant will report to the designated Project Coordinator 

9.     Evaluation Criteria

• Technical capacity and past performance
• Understanding of para-sports and disability considerations
• Quality of proposed methodology
• System security and scalability plan
• Cost-effectiveness of the financial proposal

10.     Budget & Payment Terms

Payments will be milestone-based, tied to deliverables such as:

• Inception report
• Prototype delivery- 20%
• Final system delivery:60%
• Training completion:20%
• Negotiable under mutual understanding.

Application process: 

Interested firm/ individuals are encouraged to submit their technical and financial proposal before 5th January, 2026

E-mail to : cabnepal1@gmail.com

For further information, please contact at : 00977- 9762876866

Visit to : Cricket Association of the Blind, Nepal- Radhakrishna Margh, Lalitpur metropolitan city-13, Nepal