Services for the digitalization of administrative, informational and academic processes at the „Nicolae Testemitanu” State University of Medicine & Pharmacy (USMF)

1. BACKGROUND

“Expanding the Internationalization Initiative across Moldovan Universities” is a Ukraine-Moldova American Enterprise Fund: UMAEF (hereinafter “UMAEF”) - financed Project to be implemented between June 2025 and December 2025.

Despite recent progress, Moldova's higher education institutions continue to face major barriers in advancing the internationalization agenda. The first phase of the project, focused on Moldova Technical University (UTM), demonstrated that targeted investments can support international student recruitment and strengthen institutional capacity. Thus, during the first internationalization Project (April 2024–March 2025), beneficiary institution UTM enrolled 430 international students generating €650 000 in tuition revenue, the Indian cohort alone contributed approximately €96 250. Beyond tuition, student living expenditures injected an estimated €248 500 into the Chisinau economy: €8 000 for on-campus dormitories, €90 000 for private rentals, and €150 500 for food and transportation. This secondary economic impact underscores the broader community benefits of internationalization, bolstering local service sectors and supporting small businesses.

The second phase of the project will build on the achievements of Phase 1 continuing to support UTM and expand to include the State University of Medicine and Pharmacy (USMF). While USMF enrolls the highest number of international students in Moldova, it faces challenges related to international accreditation, strategic partnerships and refurbishment of new spaces dedicated to local and international students. 

OBJECTIVE OF THE ASSIGNMENT

In a highly competitive global environment, digital transformation and university internationalization are critical for sustainable growth. Therefore, USMF plans to develop a multifunctional, integrated digital platform to optimise the experience of local and international students, academic staff and administrators, positioning the university as a regional centre of excellence.

Key tasks include:

• Design and implement an integrated, end-to-end digital platform that unifies academic, administrative and promotional functions.
• Provide 24/7 multilingual self-service (Romanian, English, Russian, French) for applicants, students and staff.

1. SCOPE OF WORK

In order to achieve the objectives, the company shall perform the following:

Task 1. Digital Audit & Solution Design

Map existing systems and content; identify redundancies. Produce target information architecture and technology stack.

Task 2. UX/UI Development

A responsive, modern design that complies with WCAG accessibility standards and features a smart, user-friendly interface for both local and international users.

Task 3. Platform Build & Module Integration

A full-stack CMS platform with seamless front- and back-end integration, offering custom modules for academic management (digital student/teacher dashboards, interactive learning materials, virtual simulations, webinars); administrative management (digitised HR—timekeeping, leave requests, payroll, internal documents); 24/7 multilingual online admissions with a chatbot, interactive guides and e-forms; multimedia promotion (virtual tours, video testimonials, promotional assets to attract international students); and a high-performance internal search engine.

Task 4. Content Migration & Localisation

Content migration and translation into four languages — Romanian, English, Russian and French — with materials adapted for diverse audiences.

Task 5. Security & Compliance

Advanced GDPR and intellectual-property standards, backed by two-factor authentication and rigorous security and backup policies.

Task 6. SEO & Performance Optimization

Enhanced online visibility through SEO optimization and ongoing improvements to platform performance and speed.

Task 7. Testing & Quality Assurance

Rigorous multi-platform and cross-browser testing, with prompt remediation of any detected issues.

Task 8. Training & Knowledge Transfer

Hands-on training for USMF staff, supported by explanatory video tutorials and comprehensive documentation for autonomous administration.

Task 9. Post-Launch Support

Dedicated technical support and proactive maintenance for 12 months post-launch.

1. DURATION OF THE ASSIGNMENT AND ESTIMATED TIME INPUT

The development phase runs 20 weeks (August – December 2025). A 12-month warranty/support period follows immediately after the launch.

Essential Deliverables

• Strategic analysis report
• Validated UX/UI prototypes
• Intuitive, multifunctional digital platform
• Multilingual, optimized content
• Detailed documentation and multimedia guides
• Performance and SEO optimization reports

Timeline

1. Key Performance Indicators (KPIs)

• Platform launched by end-2025
• 7,000+ active users in the first year
• Full digitalization of all administrative processes by Q1 2026
• Multilingual chatbot achieving 10,000+ interactions per year
• 20 % year-on-year growth in international applicants
• 50 %+ increase in online visibility
• ≥ 40 % reduction in administrative processing time
• At least 10 promotional videos and 50 multimedia assets published
• Minimum 3 new international partnerships generated via the platform

1. Acceptance conditions

• All functional requirements fully met
• No critical errors; formal approval by the beneficiary
• Security and performance successfully validated

1. Core responsabilities

• Service Provider: ensures deadlines, product quality and continuous support
• Beneficiary (USMF): provides the informational and financial resources required for efficient implementation

Additionally, please see the attached technical specification.

All offers, accompanied by the required supporting documents, indicated in subject line Integrated Digital Platform for the Internationalization of Medical Education at USMF must be submitted electronically to victor.calac@fam.md no later than August 17, 2025, at 23:59.