Clarifications for RFP/2016/03, IRENA WEBSITE DEVELOPMENT SERVICES. Bidder No. 1 TECHNICAL & FUNCTIONAL CLARIFICATIONS

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1 Clarifications for RFP/2016/03, IRENA WEBSITE DEVELOPMENT SERVICES Bidder No. 1 TECHNICAL & FUNCTIONAL CLARIFICATIONS Seq. Section Page # Clarification As mentioned in RFP front-end development, and integration with existing and new systems. Do you prefer specific CMS (as per Gartner report sitecore one of the leader.net CMS)? Is Sharepoint platform accepted to be positioned? 1. Scope Of Work 2. Scope Of Work RESPONSE: IRENA prefers.net based solutions due to existing architecture of application. SharePoint is also acceptable. Is it acceptable to provide license model solution or IRENA looking for an open source solutions? RESPONSE: SQL Servers, SharePoint and Windows licenses are already with IRENA. If there is any other licenses are required by proposer for implementation, then, it should be part of total cost. As mentioned in RFP integration with existing and new systems. For integration with the current CMS system, we assumed it would be 1 integration point (one way) to retrieve the CMS data and preview it over the new sites. Would you please confirm this understanding? RESPONSE: Yes one way integration. Mainly, website contents will be consolidated into one place. Which data should be grabbed from the current CMS systems and how it will be displayed on the portal, please elaborate on the usage and integration scenario

2 3. Scope Of Work 23 RESPONSE: This process will need to be elaborated and defined by the contractor selected under this procurement. For integration method, we assumed it would be through pre developed web services provided by IRENA team, would you please confirm this understanding? RESPONSE: There are not pre-written web services except for one portal. Since, most of the sites contains.net technologies and SQL Server DB, integration should be big challenge. It will be more clarified during requirement phase. Integration scope will be only for the current CMS mentioned in the discovery report, any new system or CMS will implemented in the future, Link development will assess and estimate it separately, please confirm this understanding? RESPONSE: Existing only What is the current method of the integration with the current CMS? BDC or web service? RESPONSE: No integration is available now. As mentioned in the RFP, Complete all data migration and API level activities including writing scripts and building connectors for data extraction and supporting functionality of the new site. For Data Migration: Please elaborate more about the existing portals, what is the data and the content structure and the type of content available on the current sites? RESPONSE: Please view the URLs as provided for information on content structure. The Content analysis spreadsheet also provides details on the content available. Some of sites URL please provide the correct URLs for RESPONSE: 2

3 What is the estimated amount of data that should be migrated per site on average? RESPONSE: Altogether roughly 5 GB of DB What is the Maximum downtime on average? RESPONSE: A new infrastructure will be provided for the deployment of beta release. For migration from web pages, could you provide us with number of existing pages/sites? RESPONSE: Please see the content analysis spreadsheet provided in the RFP documents. For the current sites, is there any content stored outside the CMS content DB? RESPONSE: Few contents are on file servers like Publications and other documents. Could you provide us with the existing database and content size for the each site? RESPONSE: 5 GB as mentioned in RFP the content management system should tie seamlessly into existing platforms: Internal Active Directory for restricted content, External search database and Document Repository Is there any federated search requirements? If yes, please elaborate. RESPONSE: Not clear to us now. Will be elaborated during requirement gathering phase. 4. scope of work 26 Is it expected to integrate with the current External search database and Document Repository? if Yes, please provide us with the integration scope (integration points and scenarios) RESPONSE: It is predicted that some of the documents and databases will be incorporated into the new CMS platform, while some may need to stay separate due to CMS limitations. This will be further defined by the contractor hired. 3

4 5. Discovery Report Final document Audience Segmentation 5 Shall we provide registration and user profile management features for each audience/ personae? If Yes, please elaborate RESPONSE: No Would you please share the current publishing workflow? RESPONSE: No Publishing work flow available. we assumed it will be an approval publishing workflow with medium size complexity (3 steps and one form), please confirm this understanding 6. Discovery Report Final document Workflow/Govern ance 11 RESPONSE: Yes a workflow for publishing the content will need to be defined together with the hired contractor. Is there any online services provided over the portal needs to be automated? If yes RESPONSE: Will be identified during the analysis phase with the contractor. Please provide us with the business processes names, number, flowchart, number of forms/ process, number of steps/process, complexity level for each process? RESPONSE: Not Available As mentioned in the report Consolidate IRENA platform registration and sign-in. 7. Discovery Report Final document 26 We assumed consolidation will be through SSO between IRENA.org and the 15 subsites, please confirm. RESPONSE: As stated in the TOR 'Consolidation of IRENA s registration and sign-in may or may not be in scope for this project depending on the cost estimate.' Please provide a cost estimate for this service separately. 4

5 Regarding the current external users we assumed all registered users would be recorded in a consolidated DB, please confirm RESPONSE: No consolidated DB exists. Is the user migration, is in the proposal scope? RESPONSE: No 8. The Discovery Report Final 20 As mentioned in discovery report The Contractor will also provide a project manager ( Scrum master ) to ensure the team performs at the highest level of effectiveness, and to act as the primary contact for the IRENA website product owner. assigning a dedicated scrum master requirements if not meet will disqualify the proposed offer RESPONSE: A project manager will need to be provided. as mentioned Enter content Is it expected form the contractor to enter the portals content? We assumed the portal data entry and content creation would be handled by IRENA Team, please confirm. 9. The Discovery Report Final 22 RESPONSE: Existing content should be migrated by the contractor from its old portal location to the new location on the new site. This will then be edited by IRENA staff. IRENA staff will also provide and enter all new content on the pages created by the contractor. in case content management and data entry is part of the contractor scope what option of the below is the exact scope of content management and data entry scope: 5

6 1. IRENA will provide the content created and consolidated to the contractor to fill it in the appropriate/ relevant section on the portal or 2. IRENA will ask the contractor to create and consolidate the content in addition to data entry for the created content to the appropriate/ relevant section on the portal RESPONSE: 1 in case the answer is option 2, What is the total number of pages should be covered and handled during the data entry process? how many page should be entered per week? RESPONSE: N/A regarding the data entry process, can we provide and handle it offsite or the resources should be located onsite (on IRENA office side) During the content management and entry process, is it expected to have onsite visits with IRENA offices in different locations and cities? RESPONSE: Some of the data entry can be handled off site, but there should be someone onsite in Abu Dhabi during critical phases of the project. It will be up to the contractor to determine what is best in this regard. As mentioned in the RFP launch of the website is June Schedule (Timeline) 24 Considering following agile implementation methodology, the contractor need to provide different incremental and iterative releases of the solution. Is June 2016 the date for the first release or IRENA expected to launch the full site including IRENA.org with the other 15 sites on June 2016? 6

7 RESPONSE: This will be determined based on what the contractor feels in the best timeline. Can we launch IRENA.org on June 2016 then the other 15 site could be provided in an incremental iterative releases? RESPONSE: If this is what the contractor deems the most realistic timeline, yes. Is the tentative plan and time line mentioned in the RFP are mandatory to be matched? If we couldn t match it, does it means it will disqualify the proposed offer? RESPONSE: the timeline to be considered very carefully and submitted. The technical evaluation committee will decide on the validity of the plan. 7

8 FEATURE LIST This section aims to list the features for the Internet portal proposed... The table below states the packaged features that support different requirements. 1. Design and Branding Feature Check if feature needed 1.1. Interface Design Based on Modern and Latest Trends(HTML5) 1.2. Consistent Design, is there more than one layout 1.3. User Centric Design, his profile and so on 1.4. Navigation and Ease of Use, the path of internal pages. no 1.5. Bilingual (Arabic- English) 2. Content Organization Content Organization Usability Portal Content Sections Personalized Content (filtered content based on the logged in user) Static Information Content (SME Story, Sponsors and Contact Us information) Dynamic Information Content (Categories, Photos and Videos Galleries) Downloadable Useful Content RSS & News Ticker and Important Announcements Footer Sitemap News and Highlights section 8

9 Feature Updates Subscription (Subscribe to content sections updates) Events Calendar Check if feature needed 3. Interactive Features - Search 3.1. Simple Search x 3.2. Advanced Search x 4. Collaboration 4.1. Polls 4.2. Surveys 4.3. Blogs 4.4. Newsletters x 4.5. Frequently Asked Questions (FAQ) x 5. Social Media Integration 5.1. Social Media Icons (Facebook & Twitter) 5.2. Social Bookmarking (Sharing) 5.3. Send to a Friend 5.4. Publish Content from the Portal to Social Media x 5.5. Approve Content Before Publishing 5.6. Maintain Login Social Network Credentials 6. Multimedia 6.1. Videos Support 6.2. Images and YouTube Videos Gallery 7. Web Analytics 9

10 7.1. Monitor Registered User Engagement [3] 7.2. Monitor Page Views, Unique Visitors,, etc Monitor Sources of Web Traffic 10

11 BIDDING CLARIFICATIONS Seq. 1. on/item of Concern Project Management & Project Team Link Development Clarification Enquiry Can the development phase be offshore? RESPONSE: Yes, but onsite support should be available during key phases 2. Would you please accept our request to extend the proposal submission date for 2 weeks? RESPONSE: extended up to 9 th March, Would we assume that VPN connection would be available, for the operation and maintenance period? RESPONSE: Yes Infrastructure Questions How many environments required (Production, Testing, and Development)? RESPONSE: Development and Production only What is the total number of sites administrators and content editors will access the sites? Roughly How many visits/ month on average? RESPONSE: More than 65,000 on all sites per months What is the number of concurrent visits per day? RESPONSE:2-3K Bidder 6. It is assumed that the solution will be hosted on-premises No 2 in a centralized data center. Please confirm RESPONSE: Cloud It is assumed that existing Active Directory and Exchange Server will be utilized by the solution. Please confirm RESPONSE: No Would we consider a High available installation approach (Active Active load balanced application tier and Active Passive Database tier) RESPONSE: Yes 11

12 Question RFP Concerning page limit requirement on page 16: Your technical proposal should not exceed thirty (30) pages and the requirements for the technical proposal format on pages 36 and 37. Are we assuming correctly that the page limit encompasses these sections: 2.1 Approach to the Service / Work Required 2.2 Technical Quality Assurance Review Mechanisms 2.3 Reporting and Monitoring 3.1 Management Structure 3.2 Staff Time Allocation RESPONSE: or any other documents you deem necessary. Concerning the requirement to complete forms for the tender, as, for example, on page 16, where it states: Please fill in table A, sign and stamp. Submit with proposals submission form. A word document is attached hereto to allow bidders to fill in the proper information. Unfortunately we could not find the word documents of table A or any of the other forms. Could you kindly provide these documents? RESPONSE: attached herewith and it is uploaded on our website. Concerning the request of 3 samples of previous work successfully done and LIVE Websites to be provided on page 17. Could you kindly specify, in which form these samples should be provided? RESPONSE: provide name of entity and the websites, including contact person of the project. Concerning the requirement of three recommendation letters, laid out on page 17. We have requested these letters from big public and business clients, for which we have done comparable work to that requested by IRENA. However, from our experience we know that large institutions such as these can require up to a month to provide such letters. The letters thus 12

13 might well reach us after the relatively short procurement period of this RFP. Is it possible to hand them in after the deadline without being excluded from the procedure? RESPONSE: we have given sufficient time to secure these documents. If these are not provided, the vendor will be excluded. On page 23 it is stated that: User Experience specifications information architecture, template wireframes, visual comps will be completed ahead of this project. In order to be able to plan the setup of the CMS, migration, etc. accurately, is it possible to provide bidders with this information before the end of the proposal period? RESPONSE: All of this information was included with the RFP via link (8 documents). On page 23 it is stated that: All website designs should be Responsive with flexible layouts and images, cascading style sheets, media queries according to visitor's screen size and orientation etc. In order to be able to plan the CMS and design implementation, can you provide us with the visual designs and design specification of the agency responsible for the responsive design? RESPONSE: This was provided with the RFP via link (8 documents) Concerning the requirement Review existing technical architecture, identify gaps and design updated architecture on page 23 and the setup of the new CMS in general. In order to be able to plan the setup of the CMS, migration, etc. in detail, is it possible to provide bidders with the information concerning the present and future technical infrastructure of irena.org and all other websites (e.g. the server available, availability of MSSQL Server, which operating systems are being use, etc.)? RESPONSE: This was provided with the RFP via link (8 documents) Concerning the requirement to migrate content, as laid out on page 23. We have got two questions: Can you provide us with a detailed inventory of all content to be migrated to the new irena.org 13

14 website, including content types, their new location, etc. on the new website? RESPONSE: This was provided with the RFP via link (8 documents) Are we right in assuming that for the import of data to the new site, IRENA will provide the successful proposer with fully functional XML export files from the old websites? RESPONSE: CMS are using SQL DB. Vendor need to extract data themselves. Concerning the requirement to migrate functionalities, as laid out on page 23. We have got two questions: Could you kindly tell us, whether such functionalities, plugins, libraries or other web technologies in IRENA s old websites that are not fully future prove anymore (such as Flash, Silverlight, Java server applet, etc.) will have to be migrated / made part of the new website by the successful proposer? Could you kindly specify the range of functionalities and underlying web technologies that have to be migrated? RESPONSE: This was provided with the RFP via link (8 documents) Concerning migration of the website to the new website, requirement laid out on page 22. Could you kindly provide detailed insights to the member section (both design and technical infrastructure) to enable us to determine the extent and scope of its integration into the new irena.org? RESPONSE: This site will be decommissioned and the content moved over to the new CMS. For a view of the content on the current site, see the content inventory attached with bid. 14

15 S. No bidder 3 1 Do you plan to setup a Pre-Bid meeting to discuss the queries and clarifications? We would prefer to have a call with IRENA project stakeholders/team to clarify our doubts which will help us draft a compelling proposal. RESPONSE: No. Any questions to be send to IRENA procurement team. 2 Was the Discovery and Design phase completed by IRENA ICT team? During the development phase do we need to coordinate with external vendors for any clarifications? If yes, what will be the SLAs for response as it will be critical to ensure project deadlines? RESPONSE: No, this was completed by another vendor. Any clarifications can be supplied by IRENA. 3 As stated in the RFP document for the selection of CMS platform the basis would be Gartner's Magic Quadrant. As per Gartner's last year report, Sitecore (ASP.Net based CMS framework) appeared in the leadership quadrant and topped the position. Is Sitecore in consideration for preferred CMS framework to be used? In the 'Discovery Report' there is a mention of.net based framework e.g. Sitefinity, Ektron or similar. Kindly suggest which CMS framework to be used for the development/implementation of envisaged Website Revamp project? RESPONSE: This is to be determined in conjunction with the contractor selected for this project. 4 Do you have existing licenses for any CMS framework? RESPONSE: No- Customized developed CMS but we have SharePoint 2013 licenses. 5 As stated in the RFP few web properties are built on SharePoint 2013 and need to be migrated to new solution - - What is the primary reason for moving away from the existing SharePoint 2013? - Are there are any known issues in current system? - Do you have SP 2013 licenses? - Can we propose SharePoint as new CMS framework solution and migrate the home site and other web properties on SharePoint RESPONSE: Sharepoint is not ruled out as an option if the contract deems this to be the best solution. 6 Please share the statistics of concurrent users for all the 15 websites RESPONSE: Will be shared with successful vendors only. 7 As stated in the TOR, vendor has to 'Facilitate selection of Content Management System (CMS) platform'. Do you plan to do the assessment after the award? How much time is considered for the assessment activity and has it been covered in the given Schedule (Timeline)? As per our understanding we have to give recommendations for the CMS framework as solution to be used for development of envisaged project. However it will not impact the proposal evaluation and final decision will be done after project award. Kindly confirm. RESPONSE: The recommendation of the CMS can come at a later stage. The contractor will need to advise the time needed for assess the best CMS. 15

16 8 Are there any workflows involved in any of these sites? RESPONSE: No 9 Is hosting needed for the demo and/or proof of concept, as the current system is on cloud. RESPONSE: Cloud 10 As per our understanding the websites has to be developed in English language only and the multilingual support is out of scope. Kindly confirm. RESPONSE: Correct. 11 Do you have requirement for support for specific version of any particular web browser? Can we assume that support for standard web browsers is acceptable. RESPONSE: Standard browser is acceptable but design should be responsive. 12 As stated in the TOR, one of the requirements is: 'Integration with existing and new systems'. Kindly provide the details of other Line of Business application which are in scope for integration with envisaged websites. Can we assume that required APIs, web services, file export/import will be provisioned by IRENA and the development of integration points with external applications will be out of scope of this project. RESPONSE: Our definition of Integration is that the content/data on the existing portals will be migrated onto the new CMS and the existing portals or content will no longer exist in the old location. 13 Integration with social media Please elaborate on the nature of the integration envisaged. RESPONSE: Elements on the site should be shareable via social media. 14 Content Migration. Please elaborate on the volume of content that needs to be migrated for each web platform how many structured pages and how many unstructured pages across each platform / website listed in the RFP? RESPONSE: Please see the content analysis spreadsheet given with the RFP. 15 Mobile device integration. What mobile device platforms will you need? RESPONSE: IOS and Android 16 Do you foresee any application enhancement requirements, and how many application enhancement cycles (160 hours of development or less) are expected yearly? RESPONSE: Not available 17 To what accessibility standard should the site be developed? RESPONSE: Question not clear but this portal should have responsive design. 18 Is there a scheduled UAT phase RESPONSE: It should be part of proposer project plan. 16

17 19 Based on our analysis of volume of work we are of the opinion that the given timelines are very aggressive. Are you flexible on the given Schedule (Timeline)? Following are few of the key project activities for the success of this project: a) Analysis of existing documentaiton, designs (wireframes and VDs), additional prototype designs with 2-3 options, signoff on the designs b) CMS selection c) Implementation of new CMS framework and website development d) Responsive website design and development e) Content Migration f) Integration with Line of Business applications g) Testing and Quality assurance h) Compatibility of the CMS framework development with Microsoft Azure Platform Its very challenging to cover everything within the duration of 13 weeks. Kindly provide your inputs. RESPONSE: The timeline is flexible based on what the contractor feels is possible. 20 We are concerned about the duration for two milestones - 1. Submission of website architecture and ergonomics, 2-3 options As per our understanding the list of activities in this milestone will include: a) Study of the existing documentation and Interaction with IRENA project stakeholders for requirements analysis/understanding b) Analysis of CMS options and selection c) Preparation of System Requirements Specifications (SRS), Test cases, other system documentation and signoff Is our understanding correct? If yes, completion of above listed activities within duration of 3 weeks is very challenging. 2. Development, Quality Assurance, Deployment and Data Migration Completion of all the development, QA and data migration in this Milestone within 8 weeks is very challenging. RESPONSE: Again, the timeline is flexible and can be adjusted. 21 The scope and complexity of the content migration will be determined during the detailed requirements analysis and design. Is IRENA open to considering revision of scope, as the efforts towards content migration can only be provided as ballpark estimates? RESPONSE: Yes. 22 What will be the involvement of IRENA ICT in facilitating the content migration? RESPONSE: All the content migration will be handled by the contractor. 17

18 23 What is FePa - ASP.Net? Is it a standard CMS platform used by IRENA or built in house? RESPONSE: it is customized developed CMS 24 As stated in the TOR 'Consolidation of IRENA s registration and sign-in may or may not be in scope for this project depending on the cost estimate.' - Should we consider this In scope? Do we have to estimate the efforts for Registration and Sign-in? Do we have to estimate the price of implementation separately? RESPONSE: Please provide the estimated cost of this service separately. 25 As stated in the TOR, vendor has 'to design and build a small website on the same CMS for the Coalition for Action initiative' - Do you have wireframes and Visual Designs for this website? Or do we need to prepare the same as per the Style Guide of the IREMA main website? RESPONSE: This website would need to be built from design stage to development. No work Is completed on this site to date. The design should also vary from the irena.org site. Bidder No 4 What is your preferred.net CMS? Gartner Magic Quadrant leaders only? Sitecore? Sitefinity RESPONSE: This is to be determined by the contract hired, in consultation with IRENA IT, based on what they think will work best. Can non-gartner Magic quadrant vendors be selected? RESPONSE: If the business case is good and IRENA and the contractor agree on the solution. Are you open to a SharePoint implementation? RESPONSE: Yes, if this is deemed the best solution. What is JDM-CMS? RESPONSE: It is a customized CMS. What is Fepa-Cms? RESPONSE: It is a customized CMS. What is the scope of migration? o Does this mean moving all of the layout, content, and users from the sub-sites into the new CMS? Yes. o What kind of integration is expected from the main site and the sub sites? Just redirects? Or are there integration endpoints with different systems like HR, ERP, etc.? No, it is full migration of all content from existing portals to the new CMS. The old portals will cease to exist, 18

19 o There are some sub-sites that are coded in different languages like WordPress (Java and JDM?), should it be kept as is or moved into the.net environment? Moved into the new CMS system. For re-skins, should we only send the new skins as PSD or also be the ones to implement the skins as HTML? RESPONSE: PSD or JPEG format is okay. What kind of API Level activities and connectors they want us to take care off? (ref: page 23, point : 11) RESPONSE: There are some APIs and connectors which expose the data for other websites. This will be used in the new CMS wherever it is required. More clarity will be reached after initial analysis by the contractor. How many levels of approvals are necessary? Are there existing workflows we can refer to? RESPONSE: New workflows will need to be identified by the contractor. If we will migrate existing users, will there be any conflicts? I.e. a user in site A already exists within site B. RESPONSE: To be determined by the contractor. Is it okay to remove links of users to their content when they are migrated to the new CMS? RESPONSE: yes. Is it okay to reset the passwords and profile information of users when they are migrated to the new CMS? RESPONSE: Yes. What are the expected number of concurrent CMS users (CMS content editors need access to the administration backend at any given moment)? RESPONSE: How many domains do you require? RESPONSE: To be determined by the contractor. Will the project require load balancing and multi-site management? RESPONSE: IRENA infrastructure already contains load balancing feature. We will use one CMS for one site only. 19

20 End OF CLARIFICATIONS. As of 23/02/2016_ 13.00hrs Abu Dhabi time. 20