Request for Proposals pur1608/15

PUR1308/14
Request for Proposals
PUR1608/15
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Provision of Professional Services to Support
An Upgrade of the EBRD Intranet Site
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1.0 INTRODUCTION
The European Bank for Reconstruction and Development (the “Bank” or the "EBRD") is an international financial institution. The EBRD was established by treaty in 1990 to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics. The EBRD has 63 members (61 countries, the European Community and the European Investment Bank). Further information about the EBRD's roles and activities can be found on the EBRD's website: www.ebrd.com.
1.1 Definitions:
The terms ‘EBRD’ and ‘The Bank’ shall mean the European Bank for Reconstruction and Development.
The term ‘Supplier(s)’ shall mean a party that submits a proposal in accordance with this RFP.
The term “Tender” shall mean the process by which the Bank evaluates and selects a Supplier to provide the Services described herein.
The term ‘RFP’ shall mean Request for Proposal.
The term ‘Proposal’ shall mean a combination of the documents defined in section 4.4 of this RFP. Specifically the Technical Proposal and the completed Quotation File.
2.0 PROJECT BACKGROUND
2.1 Background and Objectives
The Bank’s existing Intranet is built on a content management system that is obsolete and no longer supported by its vendor. A new platform is required to manage the authoring, delivery and access to the Bank’s departmental internal content. This would be built on the same platform as the EBRD.com internet (Oracle Webcenter Sites).
3.0 EBRD CONTACT DETAILS
Your sole contact for the purposes of the RFP is:
Siobhan Hay – Analyst, Corporate Procurement Unit
EBRD
One Exchange Square
London
EC2A 2JN
Telephone: 020 7338 7661
Email: hays@ebrd.com
4.0 DESCRIPTION OF THIS RFP
4.1 Overview
Suppliers wishing to participate in this Tender will be required to make a submission (the ‘Submission’) comprising of the following documents in accordance with the timetable outlined in section 4.2:
a completed minimum requirements checklist (the “Checklist”) as defined in section 4.4;
a technical proposal (the ‘Technical Proposal’) as defined in section 4.4; and
a completed quotation file (the ‘Quotation File’) as defined in section 4.5.
4.2 Timetable
Date or Target Date
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Activity
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21st October 2016
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RFP published
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2nd November 2016
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Deadline for requests for clarification
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4th November 2016
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EBRD response to requests for clarification
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11th November 2016
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Deadline for submissions
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28th November – 2nd December 2016
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Supplier presentations at the Bank
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12th December 2016
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Notification of contract award
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The EBRD reserves the right to amend or change these dates at any time.
4.3 Clarifications
The process for receipt and resolution of queries shall be as follows:
Suppliers will send queries by e-mail to the following address: hays@ebrd.com;
there will be one round of queries;
the deadline for queries is shown in the timetable set out in section 4.2 of this RFP;
the EBRD will circulate the responses to all queries to all participating Suppliers in accordance with the timetable set out in section 4.2 of this RFP; and
the clarification document will make no reference to which Supplier made any particular query.
4.4 Technical Proposal
The Technical Proposal shall consist of: a completed version of the Checklist attached to this RFP as Annex A – Minimum Requirements Checklist and a narrative response prepared with reference to Annex B – Scope of Services which at a minimum should provide the following:
An implementation plan showing high level tasks, milestones and resources used across implementation and optional items. Please address
the resource expectations from the EBRD team indicating the type of resource (technical or business);
any assumptions that have been made during creating the proposal; and
any specific facilities or environmental requirements given that the assignment will take place at the Bank’s headquarters in London.
A description and detail of the experience of the proposed project team members, including CVs. This should include all proposed team members to include a Project Manager, all Technical resources. This should include an explanation of where 3rd party resources are included in the Submission
Between one and three case studies of recent implementations which demonstrate your experience of similar projects. Where possible these should include search engine optimisation and/or integration with Open Text and/or integration with a portal and/or implementation of WebCenter Sites 11g. Please also provide high level details of all upgrade projects you have completed in the last three years (versions included, project timeline and resources used)
The Bank is interested in using content from a source external to WebCenter sites. Please provide examples of customisation of the WebCenter sites including but not limited to web services, XML feeds or databases. Please explain how you have implemented this in your past projects.
The Bank anticipates that the new intranet will call for substantial use of user sign-in in order to deliver a customised and personalised experience. Please provide examples of work involving sign-in to allow interactivity, UGC, social features, tailored content presentation and so forth.
The Supplier shall provide details of two customers for reference. References should be for customers with requirements similar to those of EBRD.
Please provide company financial information for the past 3 years of filings with Companies House.
The Technical Proposal shall not exceed 30 pages excluding the Checklist and CVs.
Responses shall be submitted via e-mail to hays@ebrd.com in accordance with the timetable set out in section 4.2 of this RFP.
4.5 Quotation File
All Suppliers are required to complete the applicable quotation file (the ‘Quotation file’) attached as Annex D of this RFP. Prices are to be quoted in GBP net of VAT.
The Quotation File must be submitted:
on a CD or a USB drive by courier in a sealed envelope clearly identified as “PUR1608/15 – Provision of Professional Services to Support an Upgrade of the EBRD Intranet Site”;
in an envelope clearly bearing the Suppliers’ name; and
in accordance with the timetable set out in section 4.2 of this RFP.
Quotes submitted shall be valid for ninety (90 days following date of receipt).
5.0 EVALUATION METHODOLOGY
Table 1.
Element of the Evaluation
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Maximum Score available
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Implementation Plan
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70
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Project resourcing
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50
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Case studies and experience
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80
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Customisation
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50
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Personalisation
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50
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Technical subtotal
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300
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Maximum Financial Score
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700
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OVERALL MAXIMUM SCORE
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1000
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5.1 Technical Evaluation
Suppliers’ Technical Proposals will be evaluated and scored by a nominated Tender Evaluation Panel (TEP) of Bank staff selected from operational departments who are directly involved with the services to be provided.
A minimum technical threshold applies to this procurement process. A Supplier will be deemed to have passed this threshold on meeting all of the following three conditions:
a majority of the TEP allocate it 70% (210 points) or higher of the maximum points available for the technical evaluation;
the mean of the combined TEP scores is 70% (210 points) or higher of the maximum points available for the technical evaluation; and
the Supplier scores the minimum qualifying mark for each element of the evaluation where one is specified in Table 1 above.
5.2 Financial Evaluation
Following the review of the Technical Proposals, the Quotation Files of those Suppliers who have passed the technical qualification threshold will be opened. The Bank will calculate a total bid price for each Supplier based on its proposal. The Supplier proposing the lowest total bid price will be given the maximum financial score available (700). Other Suppliers’ (higher) prices will be divided into the lowest price and the result multiplied by the maximum score given.
FSa = LP/EPa x Maximum Financial Score
FSa = financial score for proposal a
LP = the lowest evaluated financial proposal
EPa = the financial proposal of a.
5.3 Preferred Supplier
The Supplier achieving the highest combined score following the technical and financial evaluations shall be nominated as the preferred Supplier (the ‘Preferred Supplier’).
5.4 Checking of References
The Bank may contact the two references provided by the Preferred Supplier. The Bank reserves the right to speak to any company which has dealt with the Preferred Supplier, whether provided as a reference or not, without prior notification to the Supplier.
In the event that the Preferred Supplier’s references prove unsatisfactory, the Bank will consider the next highest scoring Supplier to be the Preferred Supplier and will repeat the procedure described above.
5.5 Negotiations
The Bank will move to negotiate a contract with the Preferred Supplier. In the event that a satisfactory conclusion to the contract negotiations cannot be agreed the Bank may consider the next highest scoring Supplier to be the Preferred Supplier and will commence the procedure described above.
5.5 Right to Reject
The Bank reserves the right to accept or reject any RFP response, or part thereof, and to annul the RFP process and reject all RFP responses at any time prior to award of contract without incurring any liability to the affected parties.
6.0 CONTRACT
6.1 Status of the EBRD
The EBRD is an international organisation established by international treaty. As such, the EBRD possesses a special status under public international law which has been confirmed under English law through statute (Statutory Instrument 1991, No. 757, The European Bank for Reconstruction and Development (Immunities and Privileges) Order 1991), available at: http://www.legislation.gov.uk/uksi/1991/757/contents/made.
Please also refer to the aforementioned establishment treaty of the Bank ("articles of incorporation") which lays out the immunities as found in Chapter VIII. These can be found at: http://www.ebrd.com/pages/research/publications/institutional/basicdocs.shtml
The special status of the EBRD requires it to seek specific provisions relating to such status in all contracts with external suppliers and service providers. EBRD is unable to agree to terms that expressly contradict its special status and internal policies as an international organisation.
6.2 Contract Negotiation
The contract awarded shall be performed in accordance with the contract sample contained in Annex D of this RFP.
7.0 GENERAL TERMS AND CONDITIONS OF THIS RFP
7.1 Amendment
EBRD reserves the right to negotiate any or all terms and conditions, and to cancel, amend or resubmit this RFP in part or entirely at any time. None of the terms and conditions of this RFP can be revoked or amended in any way by Suppliers without the prior written agreement of EBRD.
7.2 Supplier Costs
EBRD is not responsible for any Supplier costs associated with this RFP, Supplier responses or any contract discussions or negotiations. Nor is EBRD responsible for any indirectly related costs. No statement by EBRD should be viewed as a request by EBRD or justification for Suppliers to increase or change inventory, staff, facilities, business relationships with its suppliers, or internal business processes. All actions by Suppliers in response to this RFP or subsequent discussions or negotiations should be taken with the clear understanding that neither this RFP nor subsequent actions or omissions by EBRD obligate or commit EBRD to pay or reimburse Suppliers for any costs or expenses they incur. This RFP is not an offer to enter into a contract.
7.3 Professional Competence
Suppliers shall absolutely rely on their own professional competence in evaluating and verifying the information contained in this RFP. Suppliers must take every opportunity to inspect and verify the information contained or referred to in this document or subsequent to it, subject to the confidentiality restrictions as detailed in section 7.6 of this RFP.
7.4 Intellectual Property
The information contained in this RFP will remain EBRD’s intellectual property. Suppliers are granted a limited, revocable license to use the same for the purpose of responding to the RFP. By submitting a response to the RFP Suppliers grant EBRD a royalty free, irrevocable license to use the intellectual property in the proposal for its internal business purposes in relation to the procurement of the services required.
7.5 Sole Response
Submission of a response as part of this process shall be deemed to be the Suppliers’ only offer(s).
7.6 Confidentiality
Suppliers shall treat the RFP and EBRD's process of evaluating Suppliers as strictly private and confidential. The contents of this RFP, including specification, designs, drawings or other related documents shall be considered confidential and shall not be disclosed by the Supplier, the Supplier’s servants or agents to any persons, firm or corporation without the prior written consent of EBRD. Any such specifications, designs, drawings or other documents shall remain the property of EBRD and shall be returnable to EBRD within five (5) days of the Supplier receiving either, notification that it has been unsuccessful, or on written request from EBRD.
7.7 EBRD Logo Protection
Please be advised that EBRD logo is a registered service mark and as such should not be reproduced without the express written permission of the Bank.
7.8 General
Incomplete or inadequate responses, lack of response to an item or items, or misrepresentation in responding to this documentation may result in rejection of a Supplier’s Proposal.
After receipt of the RFP and until the award of any contract, neither information relating to the examination, clarification, evaluation and comparison of the submissions nor recommendations concerning the award of a contract shall be disclosed to the Supplier, or to any other outside parties, until the RFP process has been concluded and a contract awarded.
Any effort by a Supplier to influence EBRD in the process of examination, evaluation and comparison of the RFP, or in decisions regarding the award of a contract, shall result in the rejection of the Supplier’s Proposal.
Ownership of documentation or other information submitted in the RFP will become the property of EBRD unless otherwise requested at the time of submission. Any materials submitted in response to the RFP, which are considered to be confidential, should be clearly marked as such by the Supplier.
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