REQUEST FOR PROPOSAL AND TECHNICAL SPECIFICATIONS FOR THE DEVELOPMENT OF AN ELECTION STAFF MANAGEMENT SYSTEM IN KOSOVO RFQ/15/176 QUESTIONS & ANSWERS

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1 REQUEST FOR PROPOSAL AND TECHNICAL SPECIFICATIONS FOR THE DEVELOPMENT OF AN ELECTION STAFF MANAGEMENT SYSTEM IN KOSOVO RFQ/15/176 QUESTIONS & ANSWERS 1. How is the total number of positions at each polling location calculated? 2. How are election staff selected and schedule per polling station(s) on Election Day? Answer: Political entities nominate the members of Municipal Election Commissions (MECs) and members and reserves for Polling Station Commissions. MECs have a variable number of members according to the number of political entities that are eligible in each municipality to nominate a member but each MEC generally has seven (7) members. Polling Station Commission members and reserves are also nominated by political entities and their structure in general reflects that of the MEC, through this can vary according to local circumstances. The legal framework allows the possibility of a second PSC being appointed for each polling station solely to count the ballots: this has been utilized in the past, but not for recent elections. Each political entity provides PSC member nominations for each polling station for which it is entitled and able to nominate members, and reserve member nominations, to the relevant Municipal Election Officer. Currently these nominations are provided in Excel format. There are currently around 2,500 polling stations. Polling Centre technical staff are selected by the Municipal Election Officer. One Polling Centre Manager and generally between four (4) and 19 technical support staff (depending on the number of polling stations housed at the polling centre) are appointed for each of around 800 polling centres. K-vote operators (one per polling centre) are appointed centrally. MEC and PSC Staffing numbers by municipality for the 2014 National Assembly election in Kosovo can be found in the IFES publication Election Staffing by Gender at the June 2014 National Election in Kosovo available at 3. The RFP mentioned two programs in the Scope of Work; can IFES provide the specific number of election events that will occur? Answer: The intent of this question is not clear. However, the data map at page 26 indicates the types of election events for which the ESMS will need to accept data in future. Historic data from the 2014 National Assembly elections and if possible 2013 municipal elections and subsequent mayoral by elections will also be added to the system. There is a non-fixed term four year election cycle for each of national assembly, mayoral and municipal assembly

2 elections. Municipal elections and national elections are currently held in different years. Currently the President of Kosovo is not directly elected and a constitutional amendment would be required to change this. 4. How are trainings for election staff managed and scheduled? Answer: It depends on the type of election staff. Training will normally take place within a few days before the staff commence their duties. Training of election staff supporting central functions such as the Count and Result Centre, and other functions such as K-vote operators, is organised and implemented centrally. Training for Polling Station Commission members and reserves is conducted by temporary municipal trainers (see page 35 of the RFP) and organised at municipal level using standard methodology and content. 5. Does the training have to be provided in the three requested languages (Albanian, Serbian and English) or can it be in English only? Answer: The training has to be provided in Albanian and Serbian, with English language versions of training materials available. 6. Since RFP closes on July 23, 2015, and is expected to be delivered by or before September 30, 2015 can you please tell us what is the expected time for the project to be delivered after signing the contract? Answer: Around 6-7 weeks is envisaged. Vendors however should propose a cost effective solution. 7. In the RFP it s stated: (ESMS) will be used to register, administer, and provide reports. Can you please elaborate what administer covers in this case? Answer: Administer covers providing information for CEC staff to manage election staffing 8. Direct Recruitment: through either a) online applications or 2) hard copy applications. With hard copy application you mean that someone can apply with hard copy and CEC employee will fill the data? Answer: Yes, as envisaged by the requirement for manual data entry in the RFP. 9. If necessary, can vendor change the operating system of the Central Election Commission's server? Answer: No 10. The RFP mentions on page 6: [ESMS] will not include any payroll management functions. Can IFES confirm if this integration is needed in order to push the respective data? Answer: Integration is not needed. 11. The RFP mentions on page 6: while [ESMS] will record data required to be accessible to the CEC s payroll system, it will not include any payroll functions. Can IFES clarify how the CEC s payroll system will access the ESMS s data? 12. In the RFP it s stated: While it will record data required to be accessible to the CEC s payroll system. Does it mean that CEC team will use the reports from ESMS for the payroll system, or it should be done automatically by the ESMS? If automatically, can you give us more information on CEC technology, structure etc. Answer: There will be no direct system access. ESMS will output files/reports in a format to be determined by CEC for use in generating election staff payroll.

3 13. The RFP mentions on page 6: The ESMS will be developed independently and then will be integrated into the CEC website. Can IFES clarify how ESMS will be integrated into the CEC website, including authentication and authorization? It is possible for only the Online Applications section be integrated with the CEC website, while other sections are published only in intranet (this will solve issues with unauthorized access to sensitive data)? Answer: The link for online applications will be integrated with the CEC website. As currently envisaged CEC staff using the system will use secure access through a web application housed invisibly on the CEC website. 14. RFP page 6: In the RFP it s stated: While individuals may lodge applications for employment for specified temporary election staff positions through the CEC website, access to categories of information held Election Staff within the ESMS will be strictly limited to specified user profiles within the CEC and its staff. Does this mean that ESMS will have public and private part of the system? Answer: The only publicly accessible part of the system will be that which allows potential staff to lodge applications for employment on line 15. Can IFES identify the operating system and computer specifics being used by the CEC? Can IFES identify which internet brower(s) the CEC uses? Answer: CEC Computers Information: Brand: HP ProDesk Processor: Intel Core i (3.4 GHz, 3 MB cache, 2 cores) Ram Memory: 4 GB 1600 MHz DDR3 SDRAM Graphics: Intel HD 4400 Operating System: Windows 7 & 8, 64-bit CEC Server Information Server Model: IBM System x3550 M4 Server Processor: Intel(R) Xeon(R) CPU E GHz (24 CPUs), ~2.3GHz Ram Memory: 16.0 Gb Network: Gigabyte Operating System: Windows Server 2008 R2 Enterprise 64-bit (6.1, Build 7601) CEC Internet Browsers Internet Explorer 11 Google Chrome RFP page 7: Direct transfer of data from an online job application form, where the data inserted by an applicant is directly transferred to ESMS. The system should include internal controls to report on and reject appointments to multiple positions. Can you please elaborate this part? Answer: CEC regulations require that temporary election staff cannot hold more than one position. The system s internal controls should report on applications from a person for multiple positions pending CEC staff decision and prevent appointments to multiple positions

4 17. The RFP mentions on page 7: data entry officers can import data in formats that include, but are not limited to: Microsoft Excel, CSV, Access, and SQL Server. Can IFES clarify if the exact data format(s) will be defined in the analysis phase, or is a solution that allows the addition of new formats expected? 18. Importing data- data entry officers can import data in formats that include, but are not limited to: Microsoft Excel, CSV, Access, and SQL Server, and Can you please elaborate this part? Answer: Currently most data is held in Excel format. However the system should allow for the above specified and additional new formats. 19. The RFP mentions on page 7: direct transfer of data from an online job application form, where the data inserted by an applicant is directly transferred to ESMS. The system should include internal controls to report on and reject appointments to multiple positions. Historic data from 2014 National Elections is available in Microsoft Excel format, and will be imported into ESMS. Can IFES clarify if the online job application form is referring to (a) online applications, which is found on page 6, under point 1 of the main functions of ESMS? Can IFES clarify, then, if this means that only 2014 data will be imported into ESMS, and that older data will no longer be accessible? Answer: (a) The online job application form is for the online applications referred to on page 6. (b) Data from the 2014 elections will be imported. Provision should also be made for potential import of data from the 2013 election. 20. Historic data from 2014 National Elections is available in Microsoft Excel format, and will be imported into ESMS. Data from 2014 should be imported by contracted company? If yes, how many records you have available and their exact format? Answer: The CEC will import the data using the functionality provided by the contractor. 21. The technical guide of the ESMS mentions (page 7, point 1.b.iii) that there must be a direct data transfer from an online job application form. Can IFES clarify if that form is part of the ESMS solution or something that will be provided externally and we ll need to integrate the ESMS system with? Answer: The online job application is part of the ESMS solution. 22. The RFP mentions on page 8: Include the capacity to generate dynamic user defined reports using multiple field filters. This would include user defined statistical reports as well as pre-defined contracts and employment documentations. Can IFES clarify the meaning of dynamic user defined reports, and the meaning of pre-defined contracts and employment documentation? Answer: (a) It is envisaged that both would be necessary, depending on the reporting requirements. (b) The ESMS system will be required to generate for printing some pre-defined reports using system data, including employment contracts and records of employment. The CEC will provide format and content of standard text of these reports and location and nature of form fields to be filled from system data.

5 23. RFP Page 8: Through this the selected vendor should be able to offer immediate technical support to CEC and be available upon call, should there be any system malfunctions. With technical support you refer to systems bug/malfunctions? Answer: Yes 24. The RFP mentions on page 9: IFES and the CEC should have access to vendor s source control to keep regular track of the programming, bugs and impediments. What if the Vendor cannot provide this access because of the specific development model and platform used? Answer: This is a project requirement for IFES and CEC. 25. Can IFES clarify subsequent consequences if the developed ESMS is not approved by the CEC and IFES upon completion? Answer: The system cannot be accepted and the contract finalized for final payment until it passes IFES and CEC approval. 26. The RFP mentions on page 9: The ESMS must be accessible to users with disabilities in accordance with Section 508 of the U.S. Rehabilitation Act. Can IFES clarify if this is required in Kosovo? Answer: This is a requirement for all US Government funded computer systems, no matter in which country they are located. For example, issues such as colour and contrast settings and closed captioning need to be considered to enhance accessibility for persons with visual disabilities. Some tips for enhancing accessibility in terms of web apps are repeated below: 1. Images & animations: Use the alt attribute to describe the function of each visual. 2. Image maps. Use the client-side map and text for hotspots. 3. Multimedia. Provide captioning and transcripts of audio, and descriptions of video. 4. Hypertext links. Use text that makes sense when read out of context. For example, avoid "click here." 5. Page organization. Use headings, lists, and consistent structure. Use CSS for layout and style where possible. 6. Graphs & charts. Summarize or use the longdesc attribute. 7. Scripts, applets, & plug-ins. Provide alternative content in case active features are inaccessible or unsupported. 8. Frames. Use the noframes element and meaningful titles. 9. Tables. Make line-by-line reading sensible. Summarize. 27. Page 9: Progressive System trial and dry-run reports With this part do you refer to the request for dynamic user defined reports? If not please elaborate? Answer: No. This refers to reports provided to the client on results of system trials and dry runs. 28. The RFP mentions on page 20, in Annex 1: The audit trail will provide: date and time, user ID, computer IP, field altered (if any), HTTP Method issued (GET, POST, PUT, DELETE, etc.) as well as any other necessary information. Can IFES clarify if this requires the Vendor to use HTTP Methods (implying usage of Web API) or can the Vendor use a different approach and still provide the requested audit trail with all required information?

6 Answer: There is no restriction on the development method as long as a full tracking audit trail addressing the content (however termed) specified on page 20 is provided. 29. Page 20: Support must cover in full, at the Vendor s cost, the ESMS (excluding hardware), and should include but not restricted to software patches, operational guidance, installation, commissioning, and corrections needed on the system to ensure its full functionality and compliance with the requirements. Can you explain in more detail what do you mean by "not restricted to software patches and "corrections needed on the system". Answer: As explained in this para this covers all actions required to ensure that the system is fully functional and in compliance with the requirements. 30. Annex 3: Annex 3 shows the fields of the data. Some of them are free text. Since the request is to have the application in three languages, this will mean that for one field we will have three boxes for each language that users should fill Answer: The ESMS with all its functions is to be available in the three languages. However each user will choose the language in which the ESMS is visible to them and enter data and/or have reports generated in this language.