LOT 1: ROMACT SPECIFIC PACK – NEEDS FOR THE UPCOMING PERIOD (2015-2016) The total number of hours for these services was estimated at around 28 h for Lot 1.1 and at 40 h for LOT 1.2, however bidders can indicate different figures according to their capacity. This estimation is for information only, it does not constitute any sort of contractual commitment or obligation on the part of the Council of Europe. LOT 1.1 – FIRM LIST OF SERVICES TO BE EXECUTED BEFORE 30TH OF NOVEMBER 2015 NEED DESCRIPTION EXPECTED SERVICES TRANSFER 1.1.1 – Transfer Transfer of knowledge concerning specific functions outside of standard Drupal-related procedures dedicated to obtaining the information from the previous provider for understanding developments previously operated such as memory fields, links to municipality pages and links for the timeline) Additional hours for transfer of knowledge on specific functions; HOSTING AND MAINTENANCE 1.1.2 – Creation of ROMACT e-mail addresses and hosting for these In their contact with government officials, local stakeholders and European institutions, the NPOs and NFPs require official romed and romact e-mail addresses so as to ensure their professional credibility. These already exist. The selected provider will ensure creation of new addresses for a very limited number of users (not more than 10) and hosting for around 50 addresses. Creates new addresses (@romact.org) according to the needs of the SRSG Roma Team; Deletes obsolete addresses (NST members leaving the programmes); Ensures hosting for the e-mail addresses for the period up to 30 November 2015 1.1.3 – Ensure hosting of the ROMACT website Hosting of the ROMACT website for the mandatory period up to 30 November 2015 1.1.4 – Maintenance Service Level Agreement as defined in Appendix IV Respect the SLA DESIGN AND DEVELOPMENT 1.1.5 – Redesign of the ROMACT website The ROMACT programme has evolved in the past year. New sections need to be included while other sections have to be updated or even taken off. Moreover, the overall look and feel of the website needs to be in line with the new CoE graphic charter for Joint Programmes: Re-organise content according to Secretariat needs (prototype to be provided, no conception required); Set new parameters of design and re-work home page in coherence with CoE graphic charter for Joint Programmes;
LOT 1.1 – POSSIBLE EXTRA-SERVICES (ON AN “AS NEEDED BASIS” ONLY) NEED DESCRIPTION EXPECTED SERVICES 1.1.11 – Additional hours for refining design elements Certain elements require refining in design, which can go beyond the allocated development time indicated under services listed from 1.1.1 to 1.1.9. The provider should indicate an hourly fee for additional hours, which should cover tasks stated in the next column. Refining design elements for municipality pages, including timeline – according to the needs of the SRSG Roma Team; Refining other design elements within a global time limit of 2h of development. Bidders are invited to indicate an hourly fee for the services described under 1.1.11 (See Appendix II to the Tender Rules). The Council of Europe reserves the right, in addition to the services detailed from 1.1.1 to 1.1.10, to order an “as needed basis” only extra services, to be invoiced based on hourly fees. Providers are therefore invited to indicate in their bid their hourly fee for the services defined under 1.1.11. This hourly fee shall be valid until the end of the duration of the contract (possibly until 31st May 2016 in case lot 1.2 is ordered). LOT 1.2 (OPTIONAL) – TO BE EXECUTED BEFORE 31st MAY 2016 NEED DESCRIPTION EXPECTED SERVICES HOSTING AND MAINTENANCE 1.2.1 – Creation of ROMACT e-mail addresses and hosting for these In their contact with government officials, local stakeholders and European institutions, the NPOs and NFPs require official romed and romact e-mail addresses so as to ensure their professional credibility. These already exist. The selected provider will ensure creation of new addresses for a very limited number of users (not more than 10) and hosting for around 50 addresses. Creates new addresses (@romact.org) according to the needs of the SRSG Roma Team; Deletes obsolete addresses (NST members leaving the programmes); Ensures hosting for the e-mail addresses until 31st May 2016
1.2.2 – Ensure hosting of the ROMACT website Hosting of the ROMACT website for the mandatory period up to May 2016 1.2.3 – Maintenance Service Agreement as defined in Appendix IV Respect the SLA DESIGN 1.2.4 – Render the ROMACT website mobile - responsive and The ROMACT website, according to the new CoE graphic charter for joint programmes, needs to become mobile-friendly. Render the ROMACT website responsive (mobile and 1.2.5 – Ensure user-friendliness of website Certain functionalities of the website require further development to ensure its user-friendliness. Spot elements to change which could help improve Inform and agree with SRSG Team on these changes; Operate requested changes from SRSG Roma Team in to ensure user-friendliness for the administration of the website; DEVELOPMENT 1.2.6 – Insert additional fields and questions upon request from the Secretariat of the Programme Subsequent to the use of the updated reporting system, additional questions might be necessary for the upcoming reporting deadlines. Add questions and fields according to the indications of the Secretariat; Modify existing questions according to the indications of the Secretariat; Add editable fields for the “Other” sections in Facilitator Reports and timeline input section for the NPOs/NFPs; 1.2.7 – Develop an internal search filter for reports Given the big quantity of reports coming each trimester for 80 municipalities from 12 countries (4 x 80 = 320 + National Reports + Facilitator Reports), a filtering system accessible to admins is necessary. Develop a filter by country; Develop a filter by type of report (TNR, TMR, FR); Develop a filter by date; Develop a filter by key-word; 1.2.8 – Develop pop-up definitions related to jargon of the Programmes Within the programme certain terms (CAG, NPO, NFP, NST, Joint Action Plan, National Workshop, Training session, training cycle etc.) are used on a regular basis. For visitors who are not familiar with these terms, this can be a barrier in their understanding of the processes taking place in the Programmes. Develop pop-up definitions for pre-defined terms ; Update list of terms according to CoE pre-defined needs;
APPENDIX III - STRUCTURE OF THE PROGRAMMES (ROMED and ROMACT) APPENDIX IV – SERVICE LEVEL AGREEMENT FOR MAINTENANCE Service Type of anomaly for intervention for bypass Time-limit for final correction Adding or modifying user profiles (admins SRSG Roma and NST members) Non blocking 4 hours 24 hours 5 days Troubleshoot concerning forms in the online reporting system Non blocking 4 24 hours 5 days Intervention concerning display and design issues on published elements (including development elements linked to published content such as municipality pages, timeline and fields in the reporting system linked to these elements) Blocking 2 hours 4 48 Troubleshoot concerning other development bugs Non blocking 4 hours 24 5 days Troubleshoot concerning elements concerning the user-friendliness of the system (which do not require additional development hours) Non blocking 4 hours 24 hours 5 days