Clarifications and Responses to Queries SGP RFP_11_01 12 Aug
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1. and keywords to encourage traffic and to ensure repeat traffic Based on the firm s experience we would like advice on how to improve traffic to the site and how to use statistics to improve user experience2. hosting service where the online system will be hosted when the system goes live Is it required that actual hosting proposal for online system is part of the technical and financial proposal Yes during development of the online system the firm should host the system Once the system is ready to go live the firm should help identify and suggest the best hosting environment for SGP which SGP will contract through a separate procurement process i e not as part of this RFP 38 Could it be possible to include as a project task evaluation and proposal of hosting services for online system together with UNOPS No for transparency purposes the evaluation of the proposals are solely at UNOPS discretion and it will be carried out by UNOPS staff members assigned to this project 39 Is it possible to consider as an option to host new solution on UNDP server farms No UNDP UNOPS will have the full ownership of the new system and provide oversight but the hosting will be outside the UN IT infrastructure and servers 40 Section VI in Annex 1 Paragraph 7 Question Is there any preference about hosting location for the system Is US location the only option No there is no preference 41 Section VIII in Annex 1 Paragraph 1 Question What does provide seamless interface with other SGP websites online toolkits etc mean Would you please elaborate on the interface requirement Please see answer to question 10 42 Question M
3. specific sections or pages that will need to support French and Spanish 23 What should be in help section The help section should guide the staff on how to use the system better It should include a link to download the user manual and it should allow staff to browse it online and also a FAQ section 24 Inthe Intranet there are 3 sections described My Intranet SGP Contacts and SGP Projects describer partly Could you provide some more detailed information description screenshot etc of Workspace Calendar ActiveWeb Stats PRA Administration Are there any more sections or functions Because in SG Projects there is a list of links leading to Disbursements Country Program Cofinancing Manage Focal Areas amp OP s and Database Downloads We assume this are functions to be implemented but they are not specified in the document Could you provide us with the description screenshot etc Actually these are sections of the SGP database that can be access through the internet but are not intranet functionalities 25 Reports is there a possibility of generating custom reports Are the criteria for such report strict On the drawings we also see more reports ex Global Report Africa are those reports predefined or already generated These reports are produced using filters on the information that is needed and are displayed printed in a predetermined form The new system should allow the user to produce different t
4. within the browser 58 We assume that there is a substantial amount of data available with UNOPS that will be populated on the newly developed site that may include database record and paper documents Who will be responsible for the uploading of this information If the contractor is responsible for this task please specify the amount of information that needs to be uploaded e g number of files and reports to be uploaded pages and database records etc We will basicaly migrate everything from our current system to the the news system The contractor will be responsible for uploading all the files to system according to its precise location in the project database 59 Is there any specified budget for this project If yes please share See answer to question 8 60 By when does UNOPS expect an answer for proposal submission mode and date reference 12C in the RFP This information is included in the RFP 61 Please elaborate what are the exact expectations of UNOPS when they mention the functionality of GPS position and mapping The functionality of the GPS position is to be able to map the location of our country offices and projects and be able to show that information visually on our website The bidding firm can propose which technology to use perform this feature 62 Please elaborate on the scope of requirement for instant translation Which languages will UNOPS be catering to We assume that the multi lingual viewing is for t
5. Clarifications Reponses to Questions SGP RFP 11 01 1 The RFP states that the UN is looking to build the new intranet using an open source programming language Could you clarify or refine this further Are you looking to have this built on an existing open source content management system with readily available plug in modules such as Drupl Word Press etc Or do you envision this will be custom designed software built on an open source code SGP wants to build its online system using an open source programming language as custom design software built on an open source code 2 The Compliance Matrix contains a checkbox indicating that design work needs to be done in 8 months or less Could you please elaborate on what is meant by design work Information amp database architecture Detailed specifications for all functionality Page design templates How much of the work are you looking to have completed within 8 months SGP would like to have most of the system designed running and live in 8 months including the Information architecture for the entire system design and functionalities for the database intranet and website 3 The RFP lists many deliverables and extensive functionality An initial scoping and specification phase would be needed to define exactly what functionality the UN is seeking in each area listed Wikis calendars country Web sites community outreach etc Given your knowledge of the current system th
6. S SQL Server 2005 is used for our present database shall we replace it with another open source database for example MySQL5 x Or shall we upgrade it to a latest SQL Server version It is up to the firm to propose what would be the best alternativee but prefreably we would encourage the most compatiable of the versions 43 Section IV Scope of Work in Annex 1 following below path Annex 1 gt Scope of Work gt Components of the database gt GPS Position and mapping of information Paragraph 1 Question Is there any system interface that we could get the GPS information Or we just simply upload an image with the GPS information is OK The idea of the mapping is to use google API mapping to locate our country offices and location of our projects and be able to show that information visually on our website The bidding firm can propose other technology to perform this feature 44 Section VI Scope of Work in Annex 1 following below path Annex 1 gt Overall System Functionality Paragraph 4 Question Is there any further requirements for Backing up e g inter city backing up There is no specific requirements but we encourage you to propose the best practices available for back ups 45 The integrated system should allow full connection between all relevant applications Please specify applications and connections The Intranet website PRA and annual report 46 Itis important to note that this section has two aspects t
7. See answer No 19 on amount of current data We don t have an estimate on the increase of data it is expected that the bidding firm can calculate this by taking a look to how the data has been uploaded in the past All the documents and other files are constantly increasing as more recorded are entered in the database 96 Also please specify the frequency of updating modifying the data Daily 97 Please provide the approximate total number of users of the application along with concurrent users Approximately 300 users concurrent users can range from 1 50 at least given that we have staff located worldwide using the system 98 How many other website will be linked to the new website At least 3 99 Currently what is the communication methodology do you follow for getting the information from websites of the other Department Agencies and Offices Currently we do not get information from other websites This is an added functionality of the new system 100 Do you have any technology preference for the development of this website Content management portal If we compare Java and PHP based on the current capability and comfort of your IT department which would be more feasible technology option for you Open source technology 101 Please provide the details of reports you are expecting from this system in terms of e Approximate number of reports e List of different types of report e Frequency of generating those reports Curr
8. e current UN staff that will be working on this project and the desired new functionality how long would you envision this scoping and specification writing phase will take SGP would like to conduct the scoping and specifications in the first three months after which the developer would need to present a detailed work plan and information architecture to complete over the next months 4 Will any portions of the intranet need to work in any language other than English Yes some portions of the website and the intranet would need to work in English Spanish and French 5 Is the vendor that developed your current intranet eligible to bid on the redevelopment project Yes the vendor is eligible 6 Please elaborate on the technology landscape in UNOPS UNOPS has a dedicated team of IT developers and IT technicians and the IT infrastructure is centralized in UNOPS HQ in Copenhagen However this particular project is a UNOPS client project and not part of the UNOPS IT infrastructure Similarly this project is going to be hosted outside UNOPS servers 7 Please elaborate on what you mean by open source programming language Is there any specific preference for a particular open source technology platform Please see question 1 There is no particular preference We want the bidding company to propose which open source language and software would be better for us 8 Is there a budget allocation for this project Can you share
9. e database in different lanauges while the aim to have the intranet site in three lanagues English French and Spanish 83 Page 16 of the RFP mentions real time online member interactivity Does this mean that the solution shall provide online chat functionality Should we be looking at a Social Networking context here Yes the system should be able to support real time discussions and chats 84 With respect to Page 16 Overall System Functionality what restrictions if any are imposed upon use of and connectivity between the web platform and a cloud approach public or private to facilitate responsive global usage and storage of data Please share any applicable UNOPS standards and or governance that would apply here Ths is a UNOPS client project and currenty an oustide vendor is hosting our systems and an overall goverancne sturcute of the hosting firm is applied We consider a best practice approach recommended by the bidders 85 Page 17 of the RFP states Universal Browser Compatibility as a design parameter What are the minimum browser requirements to be supported e g browser types and versions Internet Explorer Firefox Safari and Google Chrome 86 Section Ill of the SOW portrays the Audience of the website to be comprised of three primary user types i Internal GEF SGP personnel ii Other UN Agency Personnel and iii Outside users associated with sovereign governments NGO s etc In order to design a fl
10. ent intranet No our intranet side is very basic and based on the old technology from year early 2000 while the new revamp system is expected to be developed with the newest available open source technology 35 In Article 8 of the Proposal it is stated UNOPS strongly encourages association with a local firm institution in the country of assignment In addition Annex IV Compliance Matrix Experience number 6 states Project Manager as part of proposed team located in or near New York and or available for frequent and ad hoc meetings at short notice in New York at no additional cost to UNOPS Would a proposal without association with a local firm institution be penalized and if yes under which part of the technical proposal evaluation As stated under the compliance matrix in our RFP document if the bidding firm has no presence in New York then they can partner with a local firm institution otherwise their proposals will be found incompliant 36 If our proposal includes relocating project manager to New York for the duration of the project at no additional cost for UNOPS would such proposal be considered as equal in quality as the one with having local project manager from local associated company institution Our past and current projects with UN organizations are mainly managed in such way YES 37 Itis assumed that the provider will host the new prototype of the system during the design period and propose a new
11. ently we do not have many reports that we generate from the database As explained in earlier answers besdies the reports by focal areas country programmes operational phase and etc there should be also customized reports so that the users can build their own reports by selecting certains fields fromt he database and set filters accordingly The reports are to be downloaded in Excel and some specific ones in pdf Reports are generating on daily basis 102 Please provide your preference for the support of new application Requirement of onsite support staff Support from offshore Scope of support operations If this is in regards to the support from the firm developing our new system We will need a helpdesk contact 12 hour response turnaround time Ad hoc troubleshooting 103 Based on the priorities and need of the department what could be the expected date of completion of this project We would like the new system to be fully operational within 6 months Advanced features could be developed after that Please explain in detail following functionalities e Assist possible grantees in their application process Please ignore this functionally It is not required e Help foster the Friends of SGP community Provide links to social media channels that allows redirecting traffic easily Allow users to leave comments and provide feedback Subscribe to a newsletter news or announcements e Provide valuable information services
12. exible and scalable website platform please advise as to the maximum number of user classes to be considered with different user rights access privileges and profiles At least 7 different types with different levels of permission 87 Actual database size and its complexity count of tables count of records lines in each found some information in RPF for SGP site hosting but need more information See answer No 19 88 For what purposes users will use the calendar top of 14 page of RFP CPMT as well as each country programme and could update the calendar and show the events that are coming up The intranet should allow users to filter the calendar by country or type of event The calendar could also be displayed in the different mini country websites if the National Coordinator chooses to 89 What kind of integration with other SGP sites you need VIII Available Technology Resources Integration Issues page 17 See answer No 10 90 For what purposes and who will uses the Wiki Wikis will be used by the entire SGP community so users can contribute in a collaborative manner 91 Have you any information about the PRA and Workspace sections in Intranet web portal Yes the PRA is availabler under our current system and workspace is merely a document repository but we will need you to propose an updated workspace 92 What features of Intranet portal users use but it s not documented in RFP Maybe some features of Act
13. fined yet We would like to have the flexibility to upload videos in different formats And also embed videos from youtube and vimeo untv and other video channels 31 Video and galleries synchronization between intranet How should it look like The firm needs to propose how it would look like However what we mean by synchronization is that a information that has been upload to a project can then be accessed and reflected in the milestones for that country and will appear in searches 32 Immediate translation of public pages Please provide more information We would like the system to allow some pages in the website and intranet to be in other language other than English like Spanish and French In addition we would like that the website can be translated to other languages via a third party application that is embedded in our website so users that are not fluent in English can access the information in their language Should there be a dedicated tool for files downloading or the web browser will be enough We would prefer to download database data through zip files in excel and on a need to basis some reports in pdf 33 Content Management Tool on the frontend side Please provide more information The current content management is in Activeweb but we want a new content management system to be developed by the bidding firm and that links the database intranet and website 34 Is it possible to get access to demo version of curr
14. function potentially in multiple languages as well as on line diagnostics to detect data entries that are erroneous out of range inconsistent or in a wrong format and facilitate re entry by the grantee Additional guidance is requested here with respect to the scope and sophistication of the desired user on line interface The hepl function should allow the user to use the system and provide a link to the user manual that the firm who develops the system will provide No online chat needed for the moment 76 Page 12 of the RFP states the database should be able to import reports generated in excel and populate specific fields of the database in order to allow instant update of information in particular of financial information generated in other parallel systems such as Atlas does an interface exist today between the existing system and Atlas PeopleSoft ERP system If so is there a standardized format already defined No it does not exist currently is part of the design of the new system and the format has not been defined yet 77 Page 12 of the RFP states under the heading GPS position and mapping of information that the system shall allow the exchange of information Does this mean the UNOPS system will be required to expose a service s that will provide data for other systems to consume If yes approximately how many services may be required and have they been defined Yes Approximately exchange inf
15. he content that is being translated by the administrator We would like the system to allow some pages in the website and intranet to be in languages other than English specifically in Spanish and French For these pages the content will be translated by the administrator In addition we would like that the website can be translated to other languages via a third party application that is embedded in our website so users that are not fluent in English can access the information in their language 63 Within the Request for EOI RfEOI it was stated that This effort is to take place over one year in three phases Development of key functions within three months of project initiation Pilot testing and launch within six months of project initiation and Development of advanced features and revisions completion within 1 year of project initiation There was no mention of timeline duration in the RFP Should we plan for the timeline duration mentioned in the RfEOI Yes the firm should actually propose the timeline and deliverables in the proposal 64 Will any travel be required outside of NY If so will this be reimbursable No travel outside of New York is required 65 There was no explicit mention of the contract type Will this contract be a T amp M FFP other or combination of the above T amp M Time and Material Contract FFP Firm Fixed Priced Contractl It is going to be FFP contract 66 Intranet has more than 300 regu
16. he input questionnaire that NC s PA s and even grantees will use to input the information as well as the visual representation of that information when accessed by the CPMT Please clarify the second part Visual Representation of that Information The data should be displayed as processed information i e filtered and sorted relevant to management s review and also in charts graphs to present the information in a graphical and simple way 47 The system should be designed so that CPMT can pick which specific fields will be mandatory The mandatory fields are decided during analysis design stage Yes 48 Itis important that the database should only make available fields that are relevant for each Operational Phase Please clarify what are the Operational Phases and example of this scenario SGP works in Operational Phases of 4 years each The current Operational Phase has a set of specific indicators targets and the indicators different from previous phases The database should be able to show the information i e indicators strategic priorities etc from previous phases but only make available the indicators for the current phase so users won t have the option to select indicators from previous phases when entering new project information 49 This is an online form used by staff to submit the annual results of their country programme in a predetermined template The form should be link to the specific country programme and
17. ion Web CMS or something else The current intranet allows to input project information contacts search the projects produce reports and the content management system to update the website In addition to these functionalities the RFP explains the added functionalities we would like to add to it 93 Can you provide more information about features described in VI Overall System Functionalities page 16 multi lingual viewing what languages do you want English French and Spanish Intelligent online forms for what purposes To do surveys and capture information in a standardized way that allows for the easy aggregation of data Real time online member interactivity Allow members to have real time discussions and chats 94 Please provide us details of existing hardware and network Infrastructure This will help us in proposing appropriate solution considering any reusable infrastructure This depends on structure design of our new system Apparently our system is basic however it is hosted by using a high performance dedicated server for the web applications while a high performance shared server for the SQL server We are expecting highest connectivity speed in order for our users to access system at proper speed 95 What is the expected size of the content for this portal video document files communication social media also please provide the future requirements and the expected increase in the size of data
18. its projects and should be easy to manage and visualize Please send Sample Country Report See annex However please note that this Counry Annual Report Format will be updated to reflect our reporting needs and is not the one that we will use for the online system We are displaying it only as a sample for your reference 50 Technical and focal area pages The intranet should allow the technical programme specialists to manage their focal area and regional pages Are these pages only content and no data These pages could have information and data and even a link to the database to showcase the key results of the relevant focal area information from the database The other contents of the focal area pages will be fed manually i e pictures tables text and etc 51 The new system should allow site editors to easily upload or link videos of different formats for video streaming Does it mean a separate streaming server software or just play back the file in a generic player The system should allow to upload and play videos in different format and also embed videos from YouTube and vimeo etc 52 SGP would like to add new and improved functionality to its website including intelligent and rapid content search capabilities multi lingual viewing intelligent online forms real time online member interactivity and a seamless interface to additional applications Please clarify on Intelligent Online forms Please clarify Sea
19. lar users How many concurrent users Any of these 300 at any given time We have staff around the world that would need to use this system at any given time 67 Are there any guidelines defined for Ul as making the site user friendly is key requirement There are not any predetermined giudalines for the user friendly UI interface However we want to ensure that the interface can speed up the data entry enhance visual presentation of the forms and be easy to use learn update and access In addition we expect simple navigation flexibility and efficiency of use and to help users recognize diagnose and recover from errors 68 To get an understanding of the size of the database model approximately how many tables and how many fields exist See answer No 19 69 Will both existing and revamped systems co exist Only during the time of design Once the new system goes live the other will be closed down 70 Will there be integration requirements with external systems If so what is the estimated number of integrations At least three 71 Are there any specific technology preferences for the future solution Open source programming language easy to update and integrate with other databases easy to add modules or new sections as required and easy to administer and update in house 72 The Objective states The integrated system should allow full connection between all relevant applications What are the re
20. levant applications Its project and country database intranet and website applications should be able to be connected to each other as a system For example the project database should be able to be linked to the website in various sections 73 Page 10 mentions keeping key features that allow the staff to understand the new system Have these key features already been identified or will this be a part of the requirements gathering It will be part of the requirement gathering Some fields of database will remain the same since there are around 14000 records and constantly increasing Any development work should be done by keeping in mind to integrate these 13000 records into new system 74 Is it correct to assume that the data entry forms in the system are the same for all projects If so are there requirements for the data entry form version history e g do will requirements exist with respect to the data structure and reporting for existing records when the forms are changed The data entry forms will be the same for all but the system should allow to report on the previous data entry forms and should allow the administrator to add or delete fields to it using the content management system 75 Page 12 of the RFP refers to the need to allow input of request information by the grantees as well as subsequent project results outputs impacts outcomes etc This could require a minimal or significant on line help
21. mation with is the registry on Indigenous and Community Conserved Areas ICCAs http www iccaregistry org There is another website that is currently under development and that will be an online catalog of biodiversity products that we would like to connect with However the interface requirements for linking with these and other sites will be defined later If these requierements are too complicated this could be undertaken in a future phase with new budget 11 We noticed on your current site you have google analytics installed Can we get analytics for the past 6 months to a year We will post website analytics separately 12 Do you current do any other SEO or Search Marketing on your site If so can you provide details We will post separately 13 Country Websites what do you mean by up to 3 templates Wouldn t all country sites use the global template of the main site in terms of design and layout The country websites would use the same template as the global programme but each country should be able to customize the data and modules that will appear in its own mini sites 14 Online Application Can we have a copy of the current paper application How does the current application system work can you spell out the process once you receive the paper application as to what the steps are Where does the application get input right now and how is it reviewed Does the Online Application system need to send the online form t
22. mless interface to other applications It should also be able to link with and provide seamless interface with other SGP websites online toolkits etc such us the POP s module and the online biodiversity products catalog Pls clarify seamless interface to other SGP websites and online toolkits POP s module and online biodiversity catalog Please see answers in question 96 and 10 for the rest 53 Connect SGP Country Specific websites with other databases and websites Elaborate please What level of integration or connectivity is required The SGP country websites should be able to display information from the database on their specific page 54 UNOPS required the system to be developed in an Open Source Programming Language or application Can a license free version of a non open source solution be proposed Only open source programming language 55 Can the proposed solution use the currently implemented SQL Server as its database Or will there be a need for a new database server Our systems are hosted by an oustide hosting provider the hosting provider will not host any additional databases during the development work While access to source codes of our current system will be provided 56 What will be the sources of input for News Feeds UNDP GEF google news IIED IISD etc 57 How is the video content to be displayed Only as downloadable links or is the requirement to be playable within the browser Playable
23. o another external application We are excluding this feature from the database for now 15 Country Annual Reports does this exist in your current system If not can you elaborate on this topic R The country reports do not exist in the current system These have been done off line For the new system we would like the country annual reports to be done online using an online form that allows management to analyze information in a more effective way We would like the information from these reports to be linked to the individual country programmes and be accessible for future reference Some of the fields of this online form will need to be used to produce global reports by aggregating data in the system 16 Technical and Focal Area pages can you please elaborate on this topic These will be pages that allow the technical specialists to manage their focal areas and regions more effectively In these pages the specialists should be able to add resources news and alerts and discussions on relevant matters among others 17 Currently the project is hosted on Windows MSSQL database 2005 ColdFusion Is the technology of new system somehow determined The technology has not been determined We want the provider to build a new system using open source The firm can use the existing database and build a new interface and content management system for the database intranet and website 18 If the current database engine is supposed to s
24. ormation with three other databases websites 78 With respect to reporting are there any specific choice of reporting tool s and reporting formats Besides the reports by focal areas country programmes operational phase and etc there should be also customized reports so that the users can build their own reports by selecting certains fields fromt he database and set filters accordingly The reports are to be downloaded in Excel word and some specific ones in pdf 79 With respect to the requirement for a calendar is it required to be integrated with Google Calendar MS Outlook Calendar or other external calendars It would be good if it could be linked to other external calendars 80 Page 14 of the RFP The News Alerts Announcements description was cut short and is incomplete Please advise on the full description Allow users to send news and announcements to certain groups of people or users News and announcements can vary from a new article that was updated to a new resource event etc 81 With respect to the video gallery which video formats are supported This has not been defined yet We would like to have the flexibility to upload videos in different formats And also embed videos from YouTube and vimeo untv and other video channels 82 This system will be accessed across multiple countries across the world Is localization required If yes which languages We will not be having multiple version of th
25. tay the same are there any contraindications regarding the whole database rebuilding The database can remain the same or can be rebuilt and the firm could propose what would be the best alternative However please note that if using the existing the database there will be additional fields with new features and functionalities to be added and some of the existing fields need to be fine tuned so it can serve our current and future needs 19 What are the server load and the amount of data File Types Size Database size 9 032 gigs Database backup size 7 857 Ms Access Database size 2 097 gigs the SQL server database is extracted into MS Access to the developers convenience only Document Repository 23 GB Word documents docx 109 files Word documents doc 2689 files PDF documents 14435 files Power Point Presentations ppt 30 files Pictures Images jpg gif png 29788 20 The document says about interface of extra applications what are those applications Please see answer to question number 10 21 Does the current layout of the intranet should be left unchanged or the contractor will also be responsible for preparation of the new design The contractor should be responsible for proposing a new design and layout for the database intranet and website 22 Is the intranet supposed to support many languages how many Yes the intranet will be mainly in English with
26. the details For competitiveness and transparency purposes we do not disclose budgetary information 9 As per page 10 Database Functionality The consultant company should reconstruct the database and create a new interface that can be accessed via the website and intranet Can you elaborate on this The existing project database has been designed so the information can be input and accessed through the intranet The current interface to access the project database is in Active web We would like the bidding firm to create a new interface with added features that allow us to manage the different sections add and delete fields in house 10 For the requirement Allow information exchange with other databases Can you elaborate on this item please What are the other SGP sites and how do you want them to interface with the main SGP site We understand the Online Catalogue is a site created by another firm can you give specifications on this site is it live what platform was it built in and how do you envision it interfacing with the SGP site In the current systems there are no existing linkages between SGP and other databases The idea is to develop a sort of bridge between SGP and other websites databases so that the raw data from other databases sources can be recalled and used in the SGP database website This exchange will be based on a set of fields in SGP database One of the databases that SGP would like to exchange infor
27. ypes of reports using filters and also allow the user to download the results into excel word or pdf 26 Privileges ls there a need of setting privileges of accessing the resources i e In backend user has access only to assigned projects How deep and sophisticated The system should allow for various types of user rights that will define their access to the resources Please see the section in the RFP on the kinds of users and the type of access 27 s there a need of possibility to define project template or maybe it is one template but the administrator may implement some changes in it depending on the project R All the project information is based on a legal document and the amount of information fed to the database record is standard norm for all projects 28 News Alerts Announcements in the specification the sentence is not printed Could you describe it Allow users to send news and announcements to certain groups of people or users News and announcements can vary from a new article that was updated to a new resource event etc 29 Shared files in what way Just a repository or more sophisticated DMS system A repository of information or a knowledge base that allows the programme to share information with users in an organized way Those files should be searchable so they appear in searches 30 Video in what format the videos will be uploaded Is there a need of conversion This has not been de
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