RFP UNFPA/CPH/12/035. Questions and Answers

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1 RFP UNFPA/CPH/12/035 Questions and Answers 1) Having thoroughly analyzed the TOR, the following terms are difficult to include in the financial proposal for a fixed cost, as required: 2.4, the provider is expected to implement the elearning with the PeopleSoft LMS and the toolkit with the CMS. This provision has many technical areas that are not the responsibility of the service provider (access, functioning of the LMS, compatibility). We would prefer that the integration with the LMS be the responsibility of the LMS admin and we produce a standardized norm, such as SCORM. While our LMS admin can upload the courses to the LMS, we still expect the proposing vendor to quote for integration, which means for us the on-lms testing of SCORM tracking and completion functionalities together with necessary technical adjustments as far as issues are related to programming errors. 2.2, design, It is stated As UNFPA is a political organization, expect late changes to the storyboard even after approval. Our production process implies that an approved storyboard is then produced. If there are late changes after approval, then this has a direct impact on the production cost. There would need to be a contractual agreement as to the coverage of these additional costs: cost per change after approval and an itemized cost list per change. The creation of e-learning is an art, and often subject matter experts need to see the course online to make us their minds on content. Storyboards are only a first draft. Please budget for cosmetic changes in the online version, which will mostly entail text adaptations. 1.6 resource scope. RFP is due the 11 th of October, kick off is stated as Oct, There are at minimum 30 days for review by UNFPA, Go Live is March 2013,. Due to our current availability of resources, Cegos is not able to follow a quality process and respect these deadline deliverables unless the TOR would allow flexibility with these dates/deliverables. Please state any constraints in your proposal. It will depend on the thoroughness of the supplier s analysis and the quality of its first drafts how quickly we can move forward. 2) In regards to the RFP in discussion, our team had another question. Regarding the mobile apps: Would it be acceptable to design a browser-based mobile site, that would run in the browsers on all required platforms (Blackberry, Android, iphone/ios, and Windows mobile) rather than creating separate local apps for each platform? This approach would require a lower budget than doing separate apps, but would require that the users have network access whenever they needed to use the site (while an app could be written to require network access only to download the 1 P a g e

2 application). Would the browser-based approach be potentially OK? As this is our first mobile learning project, please propose both approaches as options and explain the advantages / disadvantages of both including the easiness and cost impact of updates (or would you call it upgrades?).applicable budgets (cost) also should be presented separately in your financial proposal. 3) Is it possible to receive the annexes (2, 3, 4, 5, 9, 10) to the tender UNFPA/CPH/12/035 so that these can be filled in digitally? Uploaded to UNGM 4) We understand from the RFP document that the mobile app would contain information on master narrative and valuable background support, which would be part of the elearning course too. Would you expect mobile platform to carry same information that of elearning course? Please confirm The mobile app is meant as a mobile performance tool for the learner. The learner should be able to find quickly the tools he needs in his job. More analysis is needed, but we suspect that most important elements would be the Master Narratives, best practices on their use, and other communication tips. 5) The mobile application would be a standalone application with the content embedded in it and there is no data connectivity required to access the data. Please confirm Please propose options with advantages and disadvantages. 6) There will not be any need to change the content of the mobile app after deployment. Hence no need of remote CMS to change the content. Please confirm Please propose updating options, however we would expect those to be perhaps 6-monthly or yearly. 7) Is there an expectation on native application that needs to be ported on respective app stores of the OS providers (Android, Apple, Windows and Blackberry)? Another way to deploy the mobile app is through a web application, where the app would be available on any Smartphone with an internet browser and internet connectivity. Because of the strategic value of this application and security concerns, it could not be ported on app stores. 8) What is the backward compatibility on the mobile OS versions expected? (Android, Apple, Windows, BB) The backward compatibility on Mobile OS should be no more than one upgrade as even some of the latest OS releases are challenged in one area or another. Windows current release is 8 so no further back than 7 ios current release is 6 so no further back than 5 Android current release is 4 so no further back than 3 Blackberry current release is 7 so no further back than 6 2 P a g e

3 9) What kind of media elements are expected to be made available as part of content (images, text, videos, audio etc) All multimedia formats should be considered and used as appropriate to ensure the effectiveness of the course for staff, however for the mobile app mostly text and a few images to reduce data requirements. 10) Is there any expectation on user performance or usage tracking? For the mobile app, this should only be usage tracking. Please propose. 11) Is the app expected to be connected to the LMS with tracking happening within the app No, usage tracking is enough. 12) Is the app expected to go through authentication before access (will users have open access once they have the app)? We need to ensure security for downloading the app. However, once installed on the device, the app should launch without authentication. 13) We assume that the mobile app is targeted only towards Smartphones and not the tablet. Please confirm Please propose a maximum of use including tablets. 14) Please share more information on the mobile app features as well as the functionalities expected. Please propose, we do not yet have experience with mobile app use by our staff. 15) If we intend to include a subcontractor, is a letter of support sufficient to attach to Annex VIII? If not, what type of documentation would UNFPA like bidders to include? Please clearly indicate the name of the subcontractor and activities that will be delegated to the subcontractor in your technical proposal. Also, please provide all applicable information in order to judge the technical capability of the proposed subcontractor. Information and evidence about your experience with working with the proposed subcontractor also should be reflected on the technical proposal. Most importantly, please note that the firm that will submit the proposal to the RFP should act as the primary Contractor of UNFPA and all legal relationship will be limited and established between UNFPA and the primary Contractor. (If the proposal submitter will win the bidding process). The primary Contractor is responsible for the overall project including the deliverables delegated to the subcontractor. Applicable conditions are provided in the General Conditions for Contracts. (Annex VIII of the RFP). 16) The RFP calls for a mobile application. Can bidders recommend other mobile strategies that meet the need of the RFP or is a mobile app required? A mobile app is required; however please try to convince us by giving other options. 3 P a g e

4 17) We see the mobile site as a means by which UNFPA staff can gain access to knowledge and talking points quickly, whereas the desktop lessons are for focused, foundational learning. Is this a correct assumption? That is a correct assumption. 18) Is rapid prototype(s) of representative component for usability testing or for systems testing? This is mainly to enhance course review for our subject matter experts (see above). 19) Are there any specific standards, besides fully compliant markup, to which the training vehicles need to adhere (e.g., 508 compliance)? SCORM compliance for the e-course is enough. 20) Is there a preferred version of Flash you d like the contractor to use? The latest version. 21) Under 2.4 minimum configuration, the RFP includes Browser IE 6 or Firefox 3. What is the current technological landscape for UNFPA offices in terms of browser use and connectivity? Can we recommend the use of other browsers in our solution for UNFPA? You may feel free to recommend other browsers. However, UNFPA requires compatibility with IE 6+ and Firefox ) Under 2.5, Localization, in addition to translating the modules into Spanish and French, will the content of the modules need to be localized to reflect specific country or regional needs? No, other than language translation, no other localization is necessary. 23) Will the contractor be asked to present the modules at any board or annual staff meetings? The RFP notes that more travel than three days in New York is out of scope, so are we correct to assume that the contractor will not need to conduct any in-person training seminars internationally? That is a correct assumption. 24) With what teams within UNFPA will be working on this project? Who will be our primary point of contact? The Media and Communication Branch in the Information and External Relations Division and the Learning and Career Management Branch in the Division of Human Resources. The primary point of contact with be Abubakar Dungus, Chief, and Jacqueline Daldin, Communications Specialist, of the Media and Communication Branch. Our Learning Branch will provide guidance on overall quality and the effectiveness of the developed learning and performance support. 4 P a g e

5 25) Can we provide bios, instead of CVs for proposed project team members? Please provide adequate information in order to evaluate the competencies and skills of the proposed team members. 26) Can you provide any budget guidance for this project? Unfortunately not at this point. Please make sure you provide options allowing us to scale the scope depending on the constantly evolving budget situation. 27) We will be moving forward and responding to this RFP, but do not see a budget number included in the materials. Is there a budget range for the proposed activities? Please see above. 28) RFP document, page 21, 2.6, promotion: which promotion material does the UNFPA expect? U&I Learning would propose the development of a poster campaign or a teasing animation. Do we provide some options or has the UNFPA already an approach in mind? We would appreciate suggestions, in both print and digital formats. 29) RFP document, page 21, 3.1, out-of-scope: Creation of resource media, e.g. photos and videos (to be produced by UNFPA if necessary, UNFPA can provide access to a photo database). Does this mean that the provider cannot foresee the development of multimedia files but that everything of multimedia that is used in the e-learning, mobile, has to be delivered by UNFPA (f.e. through the access to a photo database)? The UNFPA photo database will be at the disposal of the provider, but the provider is equally free to use or create other multimedia resources as required, as long as copyrights are not honoured. 30) Can we assume that the subjects of the Learning afternoon, the mobile application and the online communication toolbox are the same as the subject of the e-learning? Yes, however they should be complementary and focus on the subject of effective communication. Both, the online communication toolbox and the mobile app are meant as on-the-job performance support more than learning vehicles. General Information 1) If you will propose alternate technical proposals/ solutions then please provide the applicable cost proposals separately through your financial proposal. It should be possible for the bid evaluators of UNFPA to pick the most attractive an appropriate technical solution and the applicable cost proposal easily. 5 P a g e

6 2) All deadlines are given in Copenhagen time (GMT+1) as the Procurement Service Branch of UNFPA is located in Copenhagen, Denmark. Late submissions will not be accepted and therefore all prospective bidders are requested to submit their proposal well in advance to the deadline. 3) Technical and Financial Proposals should be submitted in two different s or envelops. Information such as hourly/ daily rates and any other such information that should be included in your financial proposal should not be included in your technical proposal and such situations will definitely lead to disqualification of the entire proposal. 4) Proposals should be submitted only to the secured address ) provided on the RFP document or to the postal address provided there. Submissions should not be sent to or copied to any other staff of UNFPA. Such situations will definitely lead to disqualification of the proposals. Procurement Services Branch United Nations Population Fund October 9, P a g e