JOINT UN REQUEST FOR PROPOSAL:

Transcription

1 JOINT UN REQUEST FOR PROPOSAL: No. RFP/2015/673 FOR THE PROVISION OF INSTRUCTIONAL DESIGN AND DEVELOPMENT OF ONLINE PRODUCTS AND COURSES FOR UNHCR, FAO, WFP and IFAD Questions & Answers Questions 1. We notice on your level 1 4 course interactions, you mention audio narration throughout. Could you confirm is this full narration of the on-screen text, or audio to highlight key points? 2. We understand that you have learners based remotely. Could you please confirm the devices they may access training on e.g. ipad, mobile phone? 3. Would you require assets such as images and video to be provided by the chosen vendor? 4. For mobile learning, do you envision tablets or mobile phones? Or both? Answers Typically it s full or close to full narration, in some cases only highlighted points. In the field locations we have desktop computers or laptops. Not all Agencies have office-phones, so BYOD is often allowed. So it is difficult to know what kind of devices individuals have. We plan for ios and Android, tablets and smartphones. This changes from project to project. We have access to images (both Agency specific image repository and online image repository). Depending on projects and Agency the vendor may be asked for graphic production. Video content production is about 50% inhouse-50% outsourced. Audio production is about 90% outsourced. IFAD: same applies as above but video production has been done inhouse. We envision both. 5. Are you currently delivering training on mobile devices? If so, what types of training and on what devices? 6. What specific mobile devices should be supported by the learning we develop? We do have few courses available on mobile devices, fairly simple text+image type courses with simple navigation. We can run them on Android and ios. Android and ios 7. Will the demo presentations held between 5-9 November be virtual or in-person? If in-person, where will these be located? The demo will be virtual. 1

2 8. We would like to include pricing assumptions for the four levels of e- learning that you have identified. This allows you to clearly see what you are getting for each level at our pricing. Should we include those as an attachment to the financial offer, or, in the technical offer but without the associated pricing? 9. We are a start-up formed recently by highly experienced people who have also worked on many UN projects previously. Being a startup do we qualify for this RFP? Please include them in the technical offer without the associated pricing. Please do not add any pricing information in the technical offer otherwise you will be disqualified. Yes. 10. Since the company was formed recently, we would not be able to provide financial statements until the end of financial year. Is it fine? Yes, please include this information in your proposal. 11. Our UNGM number is xxx. As per of the Cover RFP document, as we are already registered with UNGM, please confirm the completion of ANNEX C_RFP- 673_UNHCR_Vendor Registration Form is not required? If your company has not been registered with UNHCR yet you are required to fill and submit ANNEX C_RFP-673_UNHCR_Vendor Registration Form with your Technical Proposal. 12. There appears to be no Technical Offer Form contained within the RFP Pack. If one isn't provided are you expecting vendors to provide their own template and follow at least the minimum structure provided as per of the Cover RFP document? Correct, there is no technical offer form/ required format. Please follow the structure as of the Cover RFP As per of the Cover RFP document, Annexes D1-D4 require acknowledgement by signing. As there is no signatory section, would it be appropriate for the final page to be signed, dated with the authorising representative's position stated? 14. For any authorising representative's sign off is this permitted to be as per our own level of financial due diligence, or are you expecting this to be our Company Director/Secretary? Please initial each page of the documents (Annexes D1-D4). Yes, it is permitted. 2

3 15. Are you able to provide the RFP pack in word format? No, unfortunately we cannot. 16. What are the operating systems on which the courses will be deployed on? (Windows, Mac, ios, Android)? 17. What are the targeted devices and the screen sizes that need to be considered for mlearning? (ipad, Tablet 10/8, Smartphones). 18. What are the browsers in which the courses should load? (IE10+, Chrome 44+, Mozilla 36+) 19. Are we considering that all the courses will be developed using RWD (Responsive Web Design) approach? 20. Can we assume that, UNHCR will provide all the required digital assets (images /photos/ audios / videos) required to build the courses? 21. What will be the output format for the published courses using the Authoring Tool? (Flash, HTML5 or both) 22. What SCORM package will the developed courses be delivered in? (SCORM 1.2 or 2004)? 23. Level 3 and 4 courses development does not support effectively by Rapid Authoring tools. Can we consider doing custom HTML5 development for Level 3 & 4 Courses? 24. Do we need to consider 508 compliances while developing the courses, if yes please provide the list of requirement to estimate? 25. Branching Requirement will not be required for Level 1 & 2 courses? Windows, Mac, ios and Android Please see answer nr. 2 IE9+, Chrome 44+, Mozilla 36+ The company should indicate which browser to be used for Mac. Yes, we do. Please see answer nr. 3 Mostly HTML5, we are in the process of getting away from Flash. SCORM 1.2 Yes, please do. The Agencies do not have any specific 508 standards, but the vendor should do every possible effort to follow best practice in this regard. Correct. 3

4 26. Will the courses be developed using linear flow or non-linear flow? 27. In the TOR document under the ad-hoc service requirement (3.6) 3D virtual reality environments is mentioned as a requirement. Could you please explain more about this requirement with respect to course development? 28. The Financial Form does not contain rows to provide the cost for 3D virtual reality environments. Is this service required? 29. For the languages translation/voice Over services does the quote need to be a ballpark or the actual? The actual may vary based on the content. 30. We assume that Translation/Voice Over quotes will be based on native talent. Kindly confirm? 31. As per the ToR, one hour of content is assumed to be circa 20 screens Is this screen count constant for all levels (1, 2, 3 & 4)? 32. Can we submit a joint bid along with a partner/sub-contractor? If yes, will the partner s client references be acceptable to UN? 33. Level 4 (pg-7 of ToR) specifies multimedia elements such as interactive 3D objects, 3D simulations. Can UN kindly elaborate on this since 3D creation shall be based on the context of the learning content. 34. Pg-8 of ToR Course prototype (minimum 2 designs) Both, depending on the level. Manipulation of 3D image; for example an image of equipment which can be rotated to explore the components. It is possible it will be a requirement in the future. In ANNEX B_RFP-673_Financial Offer Form, the line Computer-generated imagery (CGI) refers to 3D production. Please use line Production of visual effects for 2D effects. In ANNEX B_RFP-673_Financial Offer Form vendors are required to provide a cost for translation per 100 characters and for narration per 1- hour labour. Please include in your technical proposal the estimated number of characters and the labour of narration for a 1 hour e-learning without price. Usually yes, but specific accents may be the required sometimes. We provided a standard number so the offers will be comparable. We will use this standard for all levels. Please do not submit a joint bid. The awarded contractor can use a subcontractor but the prime contractor will be solely responsible for all services and obligations performed by its subcontractor(s). Please see answer nr. 27 No, it also includes content and content delivery approach. Does prototype here refer to the 2 variations of the User Interface with different navigational elements? 4

5 35. Pg-8 of ToR Recording of video (2, max. 3 staff).is the selected vendor required to conduct any live video shoots with UN staff at any of the UN office locations? 36. Under Translation, four languages are mentioned as optional, whereas under Narration there are no optional languages specified. Please clarify if the vendor is required to provide Narration for all languages specified. 37. Is the vendor expected to source images from stock photography sites or will UN provide access to an image bank library? 38. Is the vendor expected to depute its staff to various UN locations for conducting training needs analysis or can this happen remotely? This is a possible request, yes, fairly rare. Yes, it is required. Please see answer nr. 3 UNHCR: This can happen remotely, in the majority of cases the TNA is done by UNHCR. WFP: Training needs analysis is carried out by WFP functional subject matter experts with assistance from HR, no vendor involvement is foreseen. FAO: A training needs analysis would be an exception. This is mostly undertaken by FAO without vendor involvement. In any case, it can be done remotely. IFAD: Remotely if TNA is required. 39. In the Financial Offer form, some of the cells are shaded differently. Is there any significance for this? 40. Should we provide rates for all the headers (Daily rates, /pics, 100 characters) in the Financial Offer form? 41. Will UN agencies provide the raw content for developing the elearning courses or is the vendor expected to create the content from scratch? 42. Cost of design and development per 1 learning hour of online training. Should the cost of design & development of 1 learning hour be provided in the Financial Offer form for one language and one bandwidth version? The shaded fields are not required to be filled. Only provide rates in the not shaded fields of the Financial Form. The Agencies will always provide the raw content. Yes. 5

6 43. What is UN s definition of high and low bandwidth? UNHCR: Between Mbit/sec. WFP and FAO: Low bandwidth (field offices) is on average 512 Kbit/sec while high bandwidth (country offices, liaison offices, regional offices and HQ) is on average 2048 Kbit/sec. This includes satellite and local ISPs. IFAD: Low Bandwidth (Country Offices): 512 Kbit/sec. High Bandwidth (Rome HQ): 100 Mbit/sec. 44. Should translation costs be given with our without counting spaces? 45. Should we include storyboarding for costs in TABLE 1 or is it only graphic design and development? 46. Approx. how many slides should a course prototype contain? 47. Is the responsibility of the Vendor to provide the author material or will this material be provided by each agency for each course? Only words are calculated. Yes, please include storyboarding in Table 1 Approx. 3 Please see answer Who will upload the courses in LMS? Should the Vendor give support for the uploading of each course? 49. The Agencies require the design and delivery of a one hour e-learning/online course at four different levels of complexity. Could we include in our proposal examples of each level already done for our clients or should we develop something specifically designed with Agencies look&feel? 50. How will demand be managed during the contract period? How will be efforts and schedule agreed for each online course? 51. It is required to provide pricing for storyboarding for video in /pics. Please, could you explain what /pics means? What is the estimated duration for videos? 52. It is required to provide pricing for recording of video (2, max. 3 staff). Please, could you explain what does 2 mean? Content will be uploaded by The Agencies, the vendor may be asked to help troubleshooting in case of uploading issues. Please include something you have already produced, do not produce anything only for this tender. It is expected that more than one vendor will be contracted. It will be agreed at the award stage. Pics represent the number of different visual elements such as: locations and/or elements of action. The duration of the video may vary. 2 or 3 staff members of a video shooting (e.g. editor, reporter, cameraman). 6

7 53. Would it be necessary to record videos insitu? 54. How does UNHCR / FAO/ IFAD/ WFP quantify a one hour e-learning course in terms of: a. Number of screens - b. No of words Can you please specify the types/levels of video recording that will be required, for e.g., scenario driven role plays, recording of an event/message from a Board member, live recording of various field sites etc. 56. What will be the length/duration of a video recording? Yes. Please see ANNEX B_RFP-673_Financial Offer Form, row 30 We don t have a specification for number of words/screen. All of them maybe possible, depending on a project. Most of them are video message from Board member. Fairly rare request. Current situation is to have a max. 2-minute long video. This will vary though for projects. 57. Would the video require sub-titling? Most probably yes. 58. Around the submission of prototype in some scenarios, will the prototype be a combination of Learning Strategy and Mock-ups or a working model? 59. Please share the compatibility details required in UNHCR / FAO / IFAD / WFP for the following devices: browsers and the will the courses be accessed on for each organization? a. Operating Systems b. Browsers c. Devices (e.g., laptop, desktop tablets etc) A prototype is usually a 3-page sample from a course we plan to produce. Separate Word doc UNHCR. WFP: minimum standards on workstations: Intel Core Duo 2.0GHZ processor Screen resolution minimum 1024 x MB RAM Windows 7 IE 8 or higher (including IE11), Chrome 43, Firefox 38, Safari 8 for Yosemite OS (Mac) Flash Player 17 or above Mobile standards: Samsung Galaxy line of products, certified SAFE (SAmsung For Enterprise) iphone line of products FAO: Minimum System requirements 1. Intel Core 2DUO 2.8GHZ processor or equivalent 2. Screen resolution minimum 800 X 600 (1024 x 768 depending on target audience) MB RAM (512 MB recommended) 7

8 4. Windows XP SP3, Windows 7 x86, Windows 7 X64, Vista 5. IE 9 or higher, Chrome 7 or higher, Firefox 4 or higher, Safari 5 or higher 6. Flash Player 11 or above 7. Browser: Plug-in : Sun Java Runtime Environment and above 8. Internet connection Mb (down) / 512Kbps with a max latency of 650ms 9. Acrobat reader 10 or above 10. Sound card 11. Speakers or headphones IFAD: Laptops Intel Core i5/i7 Fourth Generation. 4GB Ram. 1366x768 Screen Resolution. Desktops: Intel Core i5 Second Generation. 4GB Ram. 1280x1024 Screen Resolution. OS: Windows 7 SP1. Browser: IE9 Chrome 43. Mobile: iphone 5/5S - ipad 2nd Generation. ios 7/8/ Would the modules need to be SCORM 1.2 or SCORM 2004 conformant? 61. How many review rounds does UNHCR / FAO / IFAD / WFP plan to have for each deliverable of a course? 62. We plan to share the cost for audio narration in slabs of 500, 2000, 4000, 6000 and 8000 words. Please confirm if that is acceptable. 63. Although we have not worked directly with UN agencies, but have worked with them on many projects as a sub-contractor. Would that be accounted for as an asset while evaluation? 64. Would you want us to receive the cost for proof-reading separately or should we add it in the Translation cost? 65. Would the courses need to be in compliance with 508 / WCAG or any other accessibility compliance? SCORM 1.2 The Agencies do not have a standard, but usually it s about 2-3 reviews/version. No, this is not what we were asking for. We kindly ask you to provide the narration/ (Labour) hourly rates. Please indicate these projects and we shall consider. Include all related costs under the Translation line item. We do not have a strategy in place for this. Typically we consider contrast colours, we add subtitles and audio. 8

9 66. Please confirm the dialects for the following languages: There isn t any specific dialect we consider. a. French b. Spanish c. Chinese d. Arabic 67. Xx is based in xxx and does not have registered office in US or EU. The TIN in xxx is issued by the state government locally. Would that be sufficient? 68. Cover-RFP Page 5: You mention successful bidders will be invited to present a demonstration, if successful, where would this presentation take place? 69. ANNEX A Page 6: 3.3 Would you be able to confirm if, as part of the contract, each agency would require elearning courses to be created in all 3 authoring tools listed? 70. ANNEX A : Page 6: 3.4 Would each agency have their own branding or would each use the same (but different logo) as UNHCR? 71. ANNEX A : Page 7: 3.5 Are there existing courses to base the levels on or is this just a sample stage? 72. ANNEX A: Page 8: Where applicable, would you provide the narration in additional languages or would you require this to be outsourced to the vendor? 73. ANNEX A: Page 10: Again, where applicable, would you provide the translation and localization within the agencies or would this be outsourced also? Yes, local Tax Identification Number is acceptable. Please see answer nr. 7. No. Depending on the project and the agency, vendors will be required to develop content with one of the authoring tools. Each agency has its own branding. Apart from UNHCR, branding for each course will be decided for every project. Please use the levels as a sample. Narration in different languages will be outsourced to the vendors in most of the cases. Depending on the project and the agency, translation may be performed by the agency or outsourced to the vendor. In any case, actual implementation of the translated content (localization*) will always be delegated to the vendor. * all courses need to be targeted to a multicultural audience, so localization required will be limited to technical details (e.g. length of the text in different languages, text orientation, etc.) 9

10 74. Cover-RFP Page 5: You mention successful bidders will be invited to present a demonstration, if successful, where would this presentation take place? 75. D44 and other grey cells: Can we doublecheck that greyed-out cells should be left blank in our submission? 76. Table 2: Usually we would include Project Management as a line item of ad hoc services. Is this required? 77. E43: Can we check what is meant by /pics? Since this only used for the video storyboard, does this mean cost per picture (generated as video storyboard)? 78. A62: Translation - Should we quote for translation only (just translating text), or do you require elearning localization services (this may include translation, but also typically includes multimedia engineering to rebuild an elearning product using the text translations, language quality assurance, QA testing etc.)? If it s just translation, should we add another line item for localization build costs? This would be more in keeping with section 4.8 of the RFP document. 79. A75: Travel for on-site work: Can we assume that travel does not have to be quoted at this point? Or should we assume an on-site kick-off meeting, to include indicative travel costs to Geneva/Rome/Budapest or other UN offices? 80. Section 3.5 of the RFP document: All Levels include Audio narration throughout the course. Should we assume full verbatim audio (all on-screen text is included in the voice over) for all screens? And should we assume this for both the English and localized versions? See answer 7. Yes, confirmed: they should be left blank. No, we would expect that project management is part of the Project Based pricing option. Pics represent the number of different visual elements such as: locations and/or elements of action. The duration of the video may vary. Depending on the project and the agency, translation may be performed by the agency or outsourced to the vendor. In any case, actual implementation of the translated content (localization*) will always be delegated to the vendor. Quote for localization only will not be required. * all courses need to be targeted to a multicultural audience, so localization required will be limited to technical details (e.g. length of the text in different languages, text orientation, etc.) Travel costs must not be quoted at this point, because travel cost will be agreed and authorized by the contracting agency as per UN standard procedure. Kick off meetings are usually conducted remotely, unless differently agreed for specific projects. Please see answer nr. 1. Yes it is the same for all languages. 10

11 Answer for Q59: UNHCR PC Requirements Application Name Version 7zip Adobe Flash Player FileZilla Java Auto Updater Java(TM) 6 Update McAfee Agent McAfee VirusScan Enterprise Microsoft Office 2013 Professional Plus Microsoft Silverlight Microsoft Visio Viewer Microsoft Visual C-H Redistribuable Pandion Putty version Skype VLC media player Internet Explorer 8+ incl. 11