PUR1205/07. Request for Information (RFI) Provision of Lotus Domino environment and Lotus Notes application support service.

Transcription

1 PUR1205/07 Request for Information (RFI) Provision of Lotus Domino environment and Lotus Notes application support service to the European Bank for Reconstruction and Development

2 TABLE OF CONTENTS 1. Introduction Contract terms 2 3. Confidentiality EBRD Logo Protection Purpose of this RFI 2 6. Description of the RFI Process Timescale Clarifications Submission of general and technical information and presentations Pre-qualification notification.6 7. General and technical information Bank s current Infrastructure Miscellaneous..7 Annex 1 - General and Technical Information File 8 1

3 1. Introduction The European Bank for Reconstruction and Development (the "Bank") is an international financial institution. The Bank was established by treaty in 1990, with its headquarters in London, 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 Bank has 63 members (61 countries, the European Community and the European Investment Bank). Further information about the Bank's roles and activities can be found on the Bank's website: 2. Contract terms The constitutive treaty, the Agreement Establishing the European Bank for Reconstruction and Development (which can be downloaded from our website at and the bilateral agreements concluded between the Bank and its Members grant a number of privileges, immunities and exemptions to the EBRD in order to enable it to fulfill its functions, including, inter alia, immunity from jurisdiction. These privileges and immunities are implemented into English law by the European Bank for Reconstruction and Development (Immunities and Privileges) Order The terms and conditions of the contracts entered into by the Bank will have to respect these privileges immunities. The Bank will provide its standard terms and conditions to the selected suppliers as part of the Invitation to Tender document (see para 6.4 below). 3. Confidentiality The information provided in this RFI, its schedules and annexes and the subsequent document(s) are provided to the supplier by the Bank as information of confidential nature. This also applies to all communications (whether written or oral) between the Bank and the recipients of this RFI. Information received from the Bank may not be divulged to a third party without the prior express written consent of the Bank. 4. EBRD Logo Protection Please be advised that the EBRD logo is a registered service mark and as such should not be reproduced without the express written permission of the Bank. Furthermore, without the prior written consent of the Bank, the recipients of the RFI cannot use the Bank's name in any public announcements, promotional, marketing or sales materials. 5. Purpose of this RFI 5.1 Background The Bank has used Lotus Notes since the mid-1990s specifically for one core application (BOLDNET) which was originally hosted externally by another organization. Since then, a limited number of other Lotus Notes applications have been developed. The support to these applications is provided by IT and the main user department. 2

4 A number of weaknesses have been identified with the current Lotus Notes application and the associated Lotus Domino environment and infrastructure and there therefore a need to upgrade the platform and implement enhancements to: address security, reliability and business continuity issues support further application and services development implement further integration with other Bank applications Lotus Notes and Domino are not considered to be long-term strategic platforms for the Bank. At the same time, the Lotus Notes applications are critical to the Bank. The Bank has therefore recognised the need to procure an external provider of Lotus Notes and Domino services to assist the Bank with the on-going support and development of this platform. The Bank may consider a support model whereby the Lotus Notes applications are hosted externally but with the storage of the EBRD's data on dedicated UK on-shore servers only. 5.2 Description of Services The Bank is seeking information from potential providers of Lotus Notes and Lotus Domino services covering: System Support o Operational and Technical Support o Systems Administration - remote and/or on-site o Monitoring Consultancy services o Installation, upgrades and migrations o Application maintenance and development o Implementation of security and functional enhancements o Application documentation Holiday cover Training The Bank intends to contract for a period of three years with possible extension for another two years. 6. Description of the RFI Process 6.1 Timescale The timeline for the pre-qualification and is as follows: (i) 13 th June 2012: RFI is issued; (ii) 27 th June 2012: final date for prospective suppliers to send questions to the Bank regarding the RFI; (iii) 4 th July: responses to questions submitted by prospective suppliers circulated by the Bank; (iv) 11 th July 2012: final date and time for prospective suppliers to submit their responses to this RFI; 3

5 (vi) 18 th July 2012: results of the pre-qualification process are communicated to suppliers; and a timetable for an Invitation to Tender is sent to pre-qualified suppliers; 6.2 Clarifications Suppliers must send any questions concerning this RFI to the following contact person: Thomas Gale galet@ebrd.com All questions must be sent by to the address designated above. Questions not sent in the required format and in the timeframe indicated in para 6.1 above will be disregarded by the Bank. All questions provided in the required format and the timeframe will be answered by the Bank by . The Bank will circulate all questions and answers to all the prospective suppliers to ensure all participants in the pre-qualifications process have access to the same information. 6.3 Submission of general and technical information and presentations Suppliers must send their responses to the information required by this RFI to the following contact person: Thomas Gale galet@ebrd.com All responses must be sent by , using the template attached to this RFI, labelled as 'General and technical information file', by the date indicated in paragraph 6.1 above. All the required questions must be answered in the template and immediately below every question. Together with the template, suppliers can add any other relevant information relevant to this RFI up to ten (10) pages which demonstrates that they have the necessary corporate policies, standards and resources, experience and compliance record to perform the requested services. All the information provided must be fully compliant with the requirements described in this RFI. Suppliers who provide non-compliant responses shall not be considered. In submitting their RFI response, prospective suppliers indicate their intention to accept all the terms contained in this RFI, attachments and schedules. The Bank reserves the right to remove from the pre-qualification process at any time a prospective supplier if, in its discretion, the Bank finds that the prospective supplier committed misrepresentation and/or provided incorrect information to the Bank. After evaluation of the responses, prospective suppliers may be invited to make a presentation. The presentation will take place in the Bank's Headquarters in London on the day designated by the Bank. The invitation for the presentation will be sent by , with a scheduled time, at least one week before the day of the presentation. The scheduled time cannot be moved. The Bank may ask the prospective suppliers to provide any relevant information during the clarification discussion in the invitation . The account manager of the prospective supplier assigned for the Bank together with a technical specialist must be present in the presentation. 4

6 6.4 Pre-qualification notification Only suppliers who are, in the discretion of the Bank, suitably qualified will receive an Invitation to Tender. The Bank will provide more details concerning the tender process in the Invitation to Tender documentation. Pre-qualified suppliers and suppliers who fail to be included in the list of pre-qualified suppliers will be notified by by the date indicated in para Miscellaneous The Bank reserves the right to change this RFI documentation, including the deadlines and requirements provided herein. Furthermore, the Bank reserves the right to cancel the tender process at any time at its discretion. Nothing in this RFI shall be construed as a waiver, renunciation or modification by the Bank of any immunities, privileges and exemptions of the Bank accorded under the Agreement Establishing the European Bank for Reconstruction for Development, international convention or any applicable law. 5

7 Annex 1 - General and Technical Information File Contact name: Nominate key contact for this RFI. The contact will receive all communications regarding the RFI, questions, etc. Company Name Date Contact Name Title Full Address Telephone Fax Company VAT Registration Number Suppliers are also asked to provide in a document not exceeding 20 pages a document detailing the Company profile, organisation and staffing, including turnover and ownership for the previous five years. Sections 1.1 through 1.x contain tables asking for detailed information on a variety of features. Please answer all questions by indicating "Yes," "No" or "Not Applicable," and where necessary add relevant information in the response section 1.1 General Support Table 1. General Support Questions # Question Y N N/A Response How many clients do you currently provide Lotus Notes and Domino Support to? What is the average size of client, on the basis of both supported userbase and financial turnover, which you provide Lotus Notes and Domino Support to? How many of these clients are based in the UK? If required to attend the EBRD site, what would you callout time be? What different models of support time are you able to cater for, i.e. 24 / 7, Working Week? 1.2 Lotus Domino Support Table 2. Lotus Domino Support Questions # Question Y N N/A Response Do you have IBM certified individuals capable of supporting a Lotus Domino 6

8 # Question Y N N/A Response environment? If so, how many? Have you previously provided support and consultancy on performance issues? Have you previously provided support and consultancy on resilience issues? Have you previously provided support and consultancy on scalability and sizing issues? Have you previously been involved in system upgrades? If so, what versions of Lotus Domino do your consultants have experience of upgrading from and to? Do you offer local and / or remote system administration and monitoring facilities? 1.3 Lotus Notes Support Table 3. Lotus Notes Support Questions # Question Y N N/A Response Do you have IBM certified individuals capable of supporting a web-based Lotus Notes application? If so, how many? Have you previously been involved in providing web-based Lotus Notes application support services, i.e. 1 st line client / user support? Have you previously been involved in providing web-based Lotus Notes application maintenance services, i.e. 2 nd line data maintenance and bug fixing? Have you previously been involved in providing web-based Lotus Notes application development services, i.e. 3 rd line support? Have you previously been involved in providing project based web-based Lotus Notes application enhancement services? Do you have experience in LDAP/Active directory integration with Lotus Noted directory? 7

9 1.4 Hosting Services Table 4. Hosting Services Questions # Question Y N N/A Response Can you provide a private hosted service for a web-based Lotus Notes based application? Can you provide UK based data centre services? Can you provide web based intranet and extranet access to the lotus notes environment? 1.5 Submission Requirements In order to determine the capabilities, experience and expertise of service providers seeking to be shortlisted in accordance with the requirements above, the information submitted shall include the following: Company profile, organisation and staffing, including turnover and continuity of ownership for the previous five years; 8

10 Appendix 1 System Overview Overview Lotus Notes is the underlying technology used to provide a series of web based services to EBRD staff and EBRD shareholders. There are currently five services available to those groups: System Description Access BOLDNET2 EXcom Organiser Annual Meeting Portal Event Management Calendar Integrated documentation and calendaring service to support the Board activities. BOLDnet2 extracts calendaring data from an Oracle/Java application MAP. Integrated documentation and calendaring system to support the Executive Committee activities. Data and documentation services for the Annual Meeting preparation. Calendaring services for room booking and logistical management. Intranet and extranet (limited version) Intranet Intranet Intranet NSFnet Documentation repository. Intranet and Extranet (MAP) Java based Management Activity Planner, not in scope but integration required. Intranet 9

11 Below is a basic diagram of the services and relations. MAP ORACLE / JAVA INTRANET Lotus Domino BOLDNET ExCom Organiser NSFnet Annual Meeting Portal Event Management Calendar EXTRANET Lotus Domino BOLDNET NSFnet 10

12 Infrastructure A diagram describing the current technical domino infrastructure can be found below, followed by a diagram of the required setup (TBC). CURRENT SETUP INTRANET EXTRANET DOMINO 6.5 server DOMINO 6.5 server PROD + DEV PROD + DEV INTRANET EXTRANET REQUIRED SETUP DOMINO 8 server DOMINO 8 server PROD PROD DOMINO 8 server DOMINO 8 server DEV/TEST DEV/TEST 11

13 Screenshots BOLDNET2 12

14 Excom Organiser 13

15 AM Portal Event Management calendar 14

16 NSFnet 15