Global Water Partnership
The Global Water Partnership Organisation (GWPO) is procuring a supplier for a Framework Agreement of GWP’s website (www.gwp.org) and all sub-sites (e.g., 13 regional sites, microsites, etc.), which includes:
1. Website development
2. Website support, service, and maintenance
3. Hosting
Current arrangements
• One EpiServer/ Optimizely CMS version 10.4.2.0 on a dedicated server. Test site is located at the partner.
• Integration to Salesforce and Mailchimp (Salesforce and Mailchimp are also synchronized between each other).
• Elastic search for both free text and tagged content.
• GWP would engage a Salesforce developer and the Episerver/Optimizely backend developer should be able to work with such a service provider especially as relates API and connectivity with other services such as SalesForce.
• Linkage to Vimeo and YouTube.
• iFramed media
• Google Analytics has been setup for all 13 regional sites and for gwp.org (individual dashboards are emailed each month).
• The website hosting is on a Windows 2012 Server at GleSYS.
• The DV SSL certificate and all domain names are consolidated on Loopia. Re-directs are on the website, not the domain registrar.
Web development
Every year, based on needs and strategic direction, GWP identifies areas that need be developed on the website. It can be anything from new landing pages, language versions of certain areas, to new features. Compared to web support, these are projects that need to be planned and estimated in advance.
Requirements
• Develop new and modify older implementations such as Mapplic, a responsive map integration (see water governance results map), forms for integrating to Salesforce (e.g. newsletter sign-up), and other services, e.g., Mailchimp, always keeping in mind a cost-effective solution, and as much as possible using standard functionality in EpiServer/ Optimizely including existing connectors and functions.
• Design new types of pages or features, if required, taking into account UX experience, graphic design and other functionality.
• All development should be tested to cater for site speed, responsiveness (including access on mobile devices, tablets and all modern browsers) and regions with potentially slow internet.
• In case of larger development projects, 5 hours or more, a Statement of Work (SOW)/Call-off should be created and agreed by both parties in which the company and the customer agrees to the scope of work and total time allocated to complete the project, including project management. The assignments will not exceed the agreed hours unless agreed to in advance.
• The company should have expertise in Google Analytics and Google Tag Manager to support e.g., dashboards and modify as needed.
• Tools (such as Trello or other task/project management tool) could be used to communicate about the web development projects and to check status.
Support, service, and maintenance
Support, service, and maintenance refer to running costs, and are based on a defined SLA. It is, in contrast to development, mainly for (a) supporting the site, making smaller adjustments, bug fixes, or other changes (b) a service level agreement and (c) maintenance of the development site used by developers before committing the changes to production.
Requirements
• The tender should include a monthly fixed cost for maintaining a development environment, a clearly defined SLA, and the consultancy fee per half/full hour. The agreement should include a fixed number of hours (for the bidders to suggest how many) of work per month and the cost for additional hours. Unused hours can be forwarded to next month. The company will not exceed the agreed hours unless agreed to in advance. If there are unused hours by the end of the contract, GWP will be compensated.
• The company should provide a helpdesk function for logging and access of support tickets (e.g., Zendesk). The customer should be able to email in their issues and get a confirmation when a technician has received it and begun work. A website dashboard view should be provided to the customer to see what is open and what is closed.
• The customer should be invoiced monthly and/or quarterly, with an itemized bill that clearly identifies the specific work done and time used for it.
• Availability during business hours, availability after business hours is an added advantage.
Hosting
The hosting was for many years on a shared server on EpiServer Everweb. We moved to a dedicated server (Shared SQL Server) hosted at GleSYS. This has proven to be a priceworthy and reliable solution. We would like to continue a similar setup (not shared).
Requirements
• The company should be able to keep the production environment at GleSYS up to date, applying Windows, EpiServer, and other server software patches and safety measures to safeguard it against hackers and other malicious attacks. Security backup must be in place.
• If the company has a similar hosting setup, all the above requirements should be included in the bid.
• The Service provider can also consider and suggest any improvements in the hosting setup to improve speed and high availability.
How to apply
PROCESS:
This is an open tender process. In order to participate, you will need to complete the necessary information in the system and submit the requested documents by the tender deadline. We require full completion of the tender documents in order for your bid to be regarded as compliant. Those bids returned incomplete may be rejected.
All bids must be submitted in English and the bidder shall bear all costs incurred in the preparation and submission of tenders.
Returned bids must remain valid for consideration for a minimum period of no less than 90 days from the tender closing deadline. Please note GWPO is under no obligation to award a contract or to award it to the lowest bidder.
As part of this tender process, please be advised that GWPO may request samples and/or conduct visits to the suppliers’ offices/plants/warehouses/stores etc. to verify any of the information provided in your bid.
A bidder may withdraw its tender bid at any time prior to the closing date if the withdrawal is done in CTM eSourcing system prior to the closing date.
Should you require any further information or clarification on the tender requirements, please contact GWPO’s Procurement Unit in writing via the message function in the eSourcing system. All correspondence between potential bidders and GWPO should be through the system and note that both GWPO and all the bidder’s actions are logged in the system and auditable.
CONTENT OF THE TENDER OFFERS
Bidders should offer services for the complete assignment as defined in the tender questionnaire and Bill of Quantities (BoQ). Please note that each requirement is to be addressed separately, with clear reference to the requirements.
All costs must be included in the tender offer. The costs are to be in Euro including VAT if the supplier is required to charge it. GWPO is not exempt from VAT and does not have a VAT number. The cost should be quoted as set out in the BoQ GWP WebServices.
PARTICIPATION:
Follow these instructions when your business is participating in one of GWPO’s procedures:
- Log into the system, click accepts. Be aware that when you click accept, you have not submitted a request for prequalification, but have just accepted that you have been given access to the presented material.
- By accepting you will get access to the relevant material. You can now answer the questions asked and attach the documents as specified in the tender.
- Please note that the response to participate must be done before the deadline. Otherwise, the buyer will not accept your response bid.
Note: Offers must be submitted through the CTM system (Click here), and before the tender deadline expires. It will not be possible to submit tenders after the deadline.
The deadline for requests to participate is 09/03/2023 23:59 CET.
GWPO will examine the tenders to determine whether they are complete, the documents have been properly submitted, and the requirements have been addressed. A tender may be rejected if the tender is incomplete, or fails to address the requirements.
Award of the Tender will be based on the following criteria:
ESSENTIAL CRITERIA
Bidders must meet the following criteria;
- Bidder’s confirmation of compliance with GWPO’s Terms and Conditions and GWPO’s Supplier’s Ethical Standards Declaration
- Bidder has a valid business license
- Bidder has valid tax registration
KEY CRITERIA
The following criteria are considered very important in the evaluation of this tender;
- Bidder’s prices
- Financial stability of the company
- Minimum order quantities
- Meeting the technical specifications requested
PREFERRED CRITERIA
The following criteria are considered quite important in the evaluation of this tender;
- Bidder provides satisfactory client references
- Bidder does not rely on the services of a subcontractor
GWPO will enter detailed discussions with the bidder rated as having submitted the most advantageous bid to arrive at a contract for the assignment. If such discussions are unsuccessful, GWPO may invite the second rated bidder for discussions.
ACCESS CONDITION:
Acceptance of GWPO’s Suppliers Ethical Standards Declaration and GWPO’s general terms and conditions as provided and described in tender.
Please accept and confirm by clicking “accept” in the access conditions, that you agree to the mandatory access condition in order for your company to have access to the tender in the system.
OTHER INFORMATION:
All correspondence between potential bidders and GWPO is through the system.
Please note that both the GWPO’s and the bidder’s actions are logged in the system and can be audited.
For technical questions about the system, please contact our helpdesk by phone +44 333 155 4996 or mail [email protected] (mailto:[email protected])
Questions for the tender content and process must be made to the contracting entity via the message module inside the system.
Answers to questions about the tender content and process published in the system are in an anonymous form, where they are made available to all registered bidders.