TENDER N°: CFT/14/ETF/002
SHAREPOINT DOCUMENT
MANAGEMENT SYSTEM PROJECT
TENDER DOSSIER
PART A:
TENDER SPECIFICATIONS
PART B:
DRAFT CONTRACT
Contents
PART A: TENDER SPECIFICATIONS .................................................................................................... 3
1
Terms of reference ........................................................................................................................3
1.1
Brief background relevant to the services ............................................................................3
1.2
Objective of the service and expected results ......................................................................4
1.2.1
Objective of the service ....................................................................................................4
1.2.2
Expected results ...............................................................................................................5
1.3
Service provider team ..........................................................................................................8
1.4
How services will be contracted under the framework contract ...........................................9
1.5
Budget ..................................................................................................................................9
1.6
Monitoring progress ..............................................................................................................9
1.7
Payment plan ..................................................................................................................... 10
1.8
Appendices ........................................................................................................................ 10
2
Timetable .................................................................................................................................... 12
3
Preparing a tender: required documents .................................................................................... 13
3.1
Supporting documentation ................................................................................................ 13
3.1.1
Declaration on exclusion criteria ................................................................................... 13
3.1.2
Selection documentation ............................................................................................... 13
3.1.3
Standard forms .............................................................................................................. 14
3.1.4
Joint offers and subcontracting ..................................................................................... 14
3.2
Offer: Technical proposal and financial proposal .............................................................. 16
3.2.1
Technical proposal ........................................................................................................ 16
3.2.2
Financial proposal ......................................................................................................... 19
4
Evaluating the offers: award criteria ........................................................................................... 22
5
Checklist for submission of tender ............................................................................................. 23
PART B:
Draft Contract .................................................................................................................... 25
CFT/YR/ETF/00XX | 02
PART A: TENDER SPECIFICATIONS
1 TERMS OF REFERENCE
Summary of service requested
WP project number
PME-PRC SP13-PME
Project title
Expected start date
Process Development Function
SHAREPOINT DOCUMENT MANAGEMENT
SYSTEM PROJECT
01/07/2014
Expected end date
30/06/2017
Maximum budget available
€ 200,000
Title of the service
Given the subject of the contract, participation in this call for tender is open to all natural and
legal persons that are established (domicile or headquarters respectively) in the EU, Serbia,
former Yugoslav Republic of Macedonia, Albania, Montenegro, Iceland, Norway and
Liechtenstein.
1.1 Brief background relevant to the services
The ETF - European Training Foundation is an EU agency that helps transition and developing
countries to harness the potential of their human capital through the reform of education, training and
labour market systems in the context of the EU's external relations policy. We are based in Turin, Italy,
and have been operational since 1994.
The ETF employs approximately 130 staff with 15-25 members of staff working offsite at any given
time.
Currently a large proportion of documents held by ETF are stored, shared and maintained via the use
of departmental and functional network drives1. These include documents pertaining to the following
departments: directorate and planning, administration, communication and operations departments 2.
To a lesser extent, documents are also stored, shared and maintained in IBM Domino/Notes
databases, and lately also in IBM Connections communities.
The current approach to document management poses the following problems:
•
No version control or history
•
Cannot assign meta-data
•
Folder structure is the only taxonomy available
•
Limitation on total file/folder lengths
1
Appendix A: Breakdown of document volumes by departments
2
Appendix B: Organisational structure of ETF
CFT/YR/ETF/00XX | 03
•
Hard to find documents, which promotes duplication of documents
•
No unique service oriented way to integrate with intranet/website 3 and collaboration
platforms
•
Difficult to share documents: documents being too readily shared via email
Additional background information:
•
The working language of ETF is English. This means that all oral and written
communication and all documentation is in English.
•
The ETF uses IBM Domino - Notes (v 8.5.3) for internal and external email
communications. It is foreseen that in the near future (next 18months) ETF will move
email to Microsoft Exchange/Outlook.
•
IBM Connections (v 4.0) is being used to create collaboration spaces (communities) for
projects and work groups. There are documents being created and shared within this
environment – some of which may be better managed/served from the new SharePoint
DMS (to minimise duplication).
•
The ETF Intranet is hosted and maintained using Sitecore (v 6.6.0). A simple SharePoint
2010 site has been setup to provide a remote document repository for SiteCore in order to
easily expose selected documents to the website and Intranet. This integration between
SharePoint and SiteCore is facilitated via a proprietary SiteCore plugin (SharePoint
Connector).
•
The ETF website is an IBM Domino application, using“publish on the web” functionality
from specific IBM Domino applications, to copy documents in the website. It is foreseen
that in the near future (2015) also the web will be powered by Sitecore, using a similar
architecture (if not the same) as for the ETF Intranet described above.
•
The ETF maintains an IBM Domino (v 8.5.3/9.0.1) environment which contains several
knowledge bases and database driven applications many of which have become obsolete
over time. However there are a few key systems still in day to day use. The Service
Provider may be required to assist ETF in rebuilding one or more of these Lotus Notes
KBs and applications in SharePoint 2013 at some point in the future.
1.2 Objective of the service and expected results
1.2.1 Objective of the service
The ETF is looking for a Service Provider to assist with the design, installation and deployment of
SharePoint Server 2013 as the corporate Document Management System of the ETF, and with putting
in place a new set of processes for creating, maintaining, and sharing documents across and outside
the organisation.
The Service Provider will also be required to integrate the DMS solution with two existing systems
(Sitecore and IBM Connections) – either by utilising existing plugins or through custom development.
Intranet: using simple dedicated Sharepoint 2010 DMS; Web: using “publish on the web” function on certain IBM
Domino applications
3
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The Service Provider will assist ETF with the gradual migration of (subsets of) documents stored on
the shared drives to the SharePoint DMS solution. The migration is to be undertaken in a phased
approach over the course of several years.
Last, the Service Provider may also be required to assist ETF in rebuilding one or more of IBM
Domino and Notes knowledge bases, document repositories and applications in SharePoint 2013.
1.2.2 Expected results
The successful tenderer will be mainly required to provide consultancy and professional services in
the areas of:

Document Management (SharePoint 2013)

Sitecore integration

IBM Connections integration

Development of SharePoint applications
Detailed requirements are in the subsections below.
Document Management (SharePoint 2013)
1. Assist in the auditing of documents to be migrated across multiple departments and functional
areas throughout ETF.
2. Advise and assist in formalising the Information Architecture requirements for the new DMS
across multiple departments and functional areas throughout ETF.
3. Assist in the planning of formal procedures and guidelines for document creation and
management across multiple departments and functional areas throughout ETF. Procedures and
guidelines (in English) should cover:
a. grouping of documents into one or more repositories,
b. library and folder structures,
c.
metadata and taxonomy models,
d. user managed taxonomy models,
e. file naming conventions,
f.
record locking and version control rules.
4. Advise on hardware requirements for SharePoint 2013 environment
5. Setup and configure SharePoint 2013 on provided server infrastructure
Attach to pre-existing Active Directory server
6. Construct a set of Document Management repositories in SharePoint 2013 as per the defined
Information Architecture documentation
7. Setup out-of-the-box features of the DMS (SharePoint 2013) to best enable ETF staff to quickly
and easily:
CFT/YR/ETF/00XX | 05
a. find specific documents within the repository(s),
b. add and update documents in the correct repository, library and folder;
c.
name and classify (metadata and taxonomy) documents in line with the pre-defined
procedures and guidelines.
8. Setup out-of-the-box features of the DMS (SharePoint 2013) to best enable records managers and
administrators to:
a. Optimize performance of repositories
b. Archive Documents
c.
Backup and Restore Documents/Repositories
9. Advise ETF on how to best use SharePoint 2013 document management features to best fulfil the
defined procedures and guidelines, including:
a. Sites, Libraries, Folders
b. Document Sets
c.
Managed Metadata (local and global term sets)
d. Content Types and Columns
e. Workflows
f.
Views – ordered/grouped by different taxonomies (potentially across multiple sites)
g. Content Organiser
h. Record Centre
i.
Enterprise Search
10. Assist in the creation of a phased migration plan to migrate documents from departmental drives
to the DMS.
11. Recommend procedures to automate where possible the migrating of documents from
departmental drives to the DMS. Choice between automated or manual migration will decided on
a case by case basis determined by cost effectiveness.
12. Provide technical documentation detailing how the DMS has been setup and how the various
SharePoint 2013 Document Management features have been utilised (in English)
13. Create backup and disaster recovery plan
14. Create documents and guides for day-to-day use of the DMS by end users (in English)
15. Provide training on how to use the DMS to key members of staff within ETF (in English)
16. On-going support, user management and system administration
17. On-going maintenance of SharePoint 2013 application and database server
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Site Core Integration
1. Allow documents in the repository to be marked as ‘publishable’ to the Intranet or website
Documents can be marked in the DMS as being available to the Intranet or website (or both)
2. Provide one way synchronisation/integration of SharePoint documents with SiteCore. This should
be achieved either by leveraging the existing SharePoint SiteCore plugin; or by developing a
custom plugin.
3. SiteCore integration should enable website Administrators to easily surface SharePoint
documents in the Intranet/website, allowing them within SiteCore to:
a. Link to one or more individual documents selected from the DMS
b. Create lists of documents based on specific selection criteria: e.g. SharePoint library,
folder or metadata
c.
Insert links to individual documents inside rich text areas
IBM Connections Integration
1. Work with our IBM Connections service provider to provide an integration solution between
documents in the SharePoint DMS and IBM Connections.
2. Integration should enable Administrators to easily give access to SharePoint documents in IBM
Connections by selecting libraries, folders or individual files.
3. Allow users to edit and add documents directly to SharePoint DMS from within IBM Connections.
IBM Domino and Notes Migration
1. Work with ETF to plan and action the replacement of one or more existing IBM Domino and Notes
knowledge bases, document repositories and applications by SharePoint applications
General UI requirements and system constraints
User Interface requirements
The ETF publishes content on its public website in multiple languages. When exposing documents
from the DMS on the web there is a requirement to display document and/or filenames in languages
other than English (including Arabic and Russian). If possible language variations should be managed
using SharePoint DMS out-of-the-box features.
All user interfaces should be tested and fully functional in the following browsers/OS combinations:

Microsoft Internet Explorer (9.0 and higher) – Microsoft Windows (7 and higher)

Mozilla Firefox (17.0 and higher) – Microsoft Windows (7 and higher), Apple OSX (10.6 and
higher)

Google Chrome (12.0 and higher) – Microsoft Windows (7 and higher), Apple OSX (10.6 and
higher)

Apple Safari (5.0 and higher) – Apple OSX (10.6 and higher)
There are currently no specific requirements within ETF for compatibility with browsers on portable
devices (phones and tablets); however we may look to leverage the out-of-the-box device compatibility
CFT/YR/ETF/00XX | 07
of SharePoint 2013 in future. This compatibility should be preserved when any customisations of UI is
undertaken.
ETF server and workstations environment
VMware vSphere (currently v 5.1) is used for the ETF server environment.
Citrix XenDesktop (currently v 7.1) is used throughout ETF and all solutions should be fully functional
when used in this environment.
‘No Code’ approach to implementation
The requirements of the Document Management System should be fulfilled using “Out Of The Box”
SharePoint 2013 without the use of any custom server-side or client-side code.
If the Service Provider believes they have identified an important requirement that can only be
achieved with custom code, or have identified an area of the implementation that would benefit
significantly from a custom code element, then the Service Provider should outline the
requirements/benefits in a formal document to make the case for a custom code element. This should
demonstrate that all ‘No code’ alternatives have been thoroughly investigated. ETF will then consider
either amending the requirements or authorising the custom code to be added.
The use of SharePoint Designer to customise elements of the implementation using Master Pages,
Page Layouts, XSLT and CSS is authorised.
No additional 3rd party plugins
Initially all the requirements of the core Document Management System should be fulfilled without
using 3rd party plugins.
If the Service Provider believes they have identified an area of the implementation that would benefit
significantly from a 3rd party plugin then this may be considered for use further down the line in future
implementations.
1.3 Service provider team
Services can be provided on-site, i.e. on the premises of the ETF, and off-site, i.e. on the contractor’s
premises.
The service provider shall propose a project team covering at least the following roles (more details
are in section 3.2.1. B. Team composition):
•
Project Manager
•
Information Analyst
•
SharePoint Architect
•
SharePoint Server Administrator
•
SQL Server Administrator
•
IBM Domino-Notes-Connections specialist
•
Sitecore specialist
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1.4 How services will be contracted under the framework contract
The overall project will be implemented through multiple individual projects (also known as work
packages or assignments).
The ETF will issue order forms for specific assignments and services under the framework contract.
An example of the order form used is attached to the Draft Contract.
The procedure for concluding an order form is as follows:
1. The ETF will send a Request for Offer (RfO), with specific Terms of Reference (ToRs) for the
assignment, to the contractor together with a time schedule and any other information it considers
relevant e.g. maximum budget available;
2. The Contractor will provide within 10 working days a detailed offer (Statement of Work) including:
•
A detailed work breakdown structure
•
A detailed allocation of tasks to resources
•
A detailed planning, indicating start of work, intermediate milestones, dependencies and
end date. This planning will include not only the tasks to be implemented by the
Contractor, but also tasks that the ETF or a third party may need to carry out for the
Contractor to perform its work
•
A summary table with resources, their profiles, locations, daily rates applicable and total
costs
3. ETF will send a signed order form to the contractor. The contractor will counter-sign the order and
return it to ETF in not more than 7 working days from its reception. Upon signature by both parties,
the assignment can begin.
At no stage in the process is the ETF legally bound to issue an order form. Therefore the ETF has no
legal commitment to the contractor in case the agreement is not reached on the budget, in case an
activity is cancelled, etc.
1.5 Budget
The maximum budget available to issue order forms under the framework contract is € 200,000.
The budget for each assignment will be that agreed between ETF and the contractor in the signed
order form.
The actual fee rates and/or prices will be those quoted by the successful tenderer in his financial
proposal.
Please, refer to the financial proposal for more information on the budget.
Any other specific requirements for the use of the budget may be mentioned in the specific terms of
reference attached to the order form.
1.6 Monitoring progress
The contractor will maintain regular communication with the ETF to ensure clarity on the progress of
the service and assignments.
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Upon request, the contractor will provide brief ad-hoc progress reports during the life cycle of the
assignments and the contract.
1.7 Payment plan
Payments will be made at the moment of completion of the assignment. Upon specific request from
the Contractor and for order forms above the value of € 30,000 an intermediate payment of 40 % and
a final payment of the balance (60%) may be agreed. The intermediate payment will be made based
on completion of 40 % of the deliverables requested in the Order Form.
Invoices shall be accompanied by consultants’ timesheets including: name of the consultant,
description of activity, place, date and number of hours worked.
1.8 Appendices
Appendix A: Breakdown of document volumes by departments
Appendix B: Organisational structure of ETF
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Appendix A: Breakdown of document volumes by departments
Table 1: breakdown amount of documents by departments
Department
# files on restricted
network drives
size
[GB]
# files on public
network drives
size
[GB]
Directorate and Planning
departments
104,206
51.0
3,052
1.1
Administration department
176,608
48.9
10,206
3.3
Communications
department
34,459
22.2
93,881
69.0
Operations departments
373,341
220.0
2,070
1.3
Shared
n.a.
n.a.
13,637
40.0
Appendix B: Organisational structure of ETF
CFT/YR/ETF/00XX | 11
2 TIMETABLE
The timetable for this tender procedure and signature of the resulting contract(s) is as follows:
Date
Comments
Tender launch date
26/03/2014
Date publication sent to OJ
Deadline for request of clarifications
28/04/2014
Last date on which clarifications are issued by
the ETF
05/05/2014
Deadline for submission of offers
12/05/2014
See Guidelines for ETF public
procurement for more details
Opening session
19/05/2014
At 14:30 local time
Evaluation of offers
26/05/2014
Estimated starting date
Notification of award
Contract signature
Commencement date of activities
1 weeks after
evaluation date
3 weeks after
evaluation date
15/07/2014
Estimated
Estimated
Estimated
CFT/YR/ETF/00XX | 12
3 PREPARING A TENDER: REQUIRED DOCUMENTS
3.1 Supporting documentation
Tenderers must provide a full set of documents for each of the following three areas, which the
evaluation committee will assess before proceeding with evaluation of offers.
3.1.1 Declaration on exclusion criteria
Tenderers are required to provide the completed and signed ‘Declaration of honour on exclusion
criteria and absence of conflict of interest’.
This standard declaration form is available for downloading at the following address:
http://www.etf.europa.eu/web.nsf/pages/Open_tenders
Tenderers will be excluded in case they are in any of the situations listed in the declaration on
exclusion criteria. The ETF may request further documentary evidence to support this self-declaration
before contract award.
3.1.2 Selection documentation
Tenderers must prove that they have the technical & professional, and economic & financial capacities
to effectively perform and administer the contract.
Technical and professional capacity
The tenderer must have the necessary technical and professional capacity to perform the contract and
at least three years of experience related specifically to the purpose of this tender described in the
terms of reference
Evidence of this capacity must be demonstrated by providing:
-
A list of projects that the company has carried out in the past three years that relate
specifically to the purpose of this tender described in the terms of reference. The tenderer
shall list 5 most relevant projects of the past 3 years, using the below template table:
Project “x”
Project Title
Client
Value €
Dates (start/end)
Key services of the project and their relevance
related to this tender (max. 100 words)
If tendering as a consortium, or if using
subcontractors, clearly state which services were
carried out by which consortium member or
subcontractor
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Economic and financial capacity
The tenderer must be able to prove that he is in a stable financial position and meets the following
financial stability parameters.
1. The ratio between short term assets and short term debts should be above 1.
2. The ratio between own funds and total liabilities should be above 0,2.
3. The net profit should be positive.
4. The annual global turnover should be at least € 140,000
Evidence of this capacity must be provided by:
1. The presentation of financial statements for the past three financial years for which accounts have
been closed signed by the legal representative.
2. The table on the tenderer’s financial stability duly filled in and signed by legal representative
(available for download at the following link:
http://www.etf.europa.eu/web.nsf/pages/Open_tenders).
3.1.3 Standard forms
Tenderers must provide the following forms duly completed and signed:
Legal Entity Form and related supporting document(s):
http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm
Financial Identification Form:
http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm
3.1.4 Joint offers and subcontracting
3.1.4.1
Joint offers
Definition
A joint offer is a situation where an offer is submitted by a group of economic operators.
Tenders can be submitted by groupings of economic operators who will not be required to adopt a
particular legal form.
Tendering documents
The offer has to be signed by the lead member of the group which has been duly authorised by the
other members of the grouping when the tenderers have not yet formed a legal entity.
The following documents have to be provided with the offer:

A power of attorney from all members to the lead member of the group

A document clearly stating which member will be carrying out which tasks as well as who has
been appointed by the others as the lead member

The legal entity form and related supporting document(s) for all members
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
The financial identification form for the lead member
Partners in a joint offer assume joint and several liabilities towards the ETF for the performance of the
contract as a whole. This implies that all members have an equal standing towards the ETF in
executing the contract.
The lead member shall sign the contract with the ETF, shall have full authority to bind and manage all
members and shall be responsible for the overall administration of the contract. The power of attorney
contained in the offer will be attached to the resulting contract.
Evaluation of exclusion and selection criteria
Each member of the grouping must be from an eligible country. The exclusion of a member of the
group leads to the exclusion of the tender.
The exclusion criteria will be assessed in relation to each economic operator individually. Each
member of the group must be eligible and provide the required evidence. The exclusion of a member
of the group leads to the exclusion of the tender.
The selection criteria will be assessed as follows:
The selection criteria for technical and professional capacity will be assessed in relation to the
combined capacities of all members of the group as a whole. The lead partner shall provide the
required evidence on behalf of the group.
The selection criteria for economic and financial capacity will be assessed in relation to the combined
capacities of all members of the group as a whole. However, each member of group must provide the
required evidence.
Evaluation of award criteria
The award criteria will be assessed in relation to the tender, irrespective of whether it has been
submitted by a single legal/natural person or as a joint offer.
3.1.4.2
Subcontracting
Definition
Sub-contracting is a situation where a contract has been or is to be established between ETF and a
contractor and where the contractor, in order to carry out the contract, enters into legal commitments
with other legal entities for performing part of the work, service or supply. The contractor shall retain
full responsibility towards the ETF for the implementation of the contract. The ETF has no direct legal
commitment with subcontractor(s).
An economic operator may, where appropriate and for a particular contract, rely on the capacities of
other entities, regardless of the legal nature of the links which it has with them in order to contribute
directly to the performance of the activities mentioned in the tender specifications.
Tendering documents
For subcontracting exceeding 10% of the total value of the contract per subcontractor, the tenderer
must provide in his offer:
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
A document from the tenderer clearly stating the identity, roles, activities and responsibilities
of subcontractor(s) and specifying the volume/proportion for each subcontractor

A letter of intent by each subcontractor stating its unambiguous undertaking to collaborate with
the tenderer if he wins the contract and the extent of the resources that it will put at the
tenderer’s disposal for the performance of the contract
If the above-mentioned documents are not provided, the ETF shall assume that the tenderer does not
intend subcontracting or intends subcontracting below the 10% limit.
Evaluation of exclusion and selection criteria
The tenderer must be from an eligible country, subcontractors may be from non-eligible countries.
The exclusion criteria will be assessed in relation to the tenderer and to each subcontractor exceeding
10% of the total value of the contract. The tenderer and its subcontractors must be eligible and provide
the required evidence. The exclusion of the tenderer leads to the exclusion of the tender. The
exclusion of a subcontractor may lead to the exclusion of the tender.
The selection criteria will be assessed in relation to the combined capacities of the tenderer and the
subcontractor(s) to the extent that the subcontractor puts its resources at the disposal of the tenderer.
The required evidence should be provided and signed by the tenderer only.
Evaluation of award criteria
The award criteria will be assessed in relation to the tender.
3.2 Offer: Technical proposal and financial proposal
The tenderer’s offer must demonstrate an understanding of the ETF terms of reference and be
presented in clear concise language.
3.2.1 Technical proposal
The technical proposal must include the following three sections and must be undersigned for
acceptance:
A. Methodology
B. Team composition
C. Scenario
A. Methodology
Tenderers shall provide a methodology consisting of the following sub sections:
Contract management
An outline of how the contract will be managed. If applicable, this should also include a clear
methodology of how subcontractors will be managed and/or how members of the consortium will
coordinate the workload and ensure the overall quality of the contract management.
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Project management
A description of how the overall project and the individual project assignments will be managed. This
description should include the project management methodology proposed, and also describe,
including examples, how the methodology is applied in practice.
B. Team composition
The service provider shall propose team members covering at least the following roles:
Role
Key responsibilities
o
Project Manager
o
o
o
o
o
o
o
Information Analyst
o
o
o
SharePoint Architect
o
o
o
o
SharePoint Server Administrator
o
o
o
Provide a single point of contact for ETF on all project
related matters
Plan and control activities within all projects
Manage availability of Service Provider staff
Ensure ETF is aware of what is required from them
Monitor and report on project progress to ETF
Ensure projects stays within budget and time
Analyse DMS requirements across multiple
departments
Assist in the design and structure of information
architecture across departments in the organisation
both initially and on on-going basis across departments
Assist in the creation of formal procedures and
guidelines for document creation and life cycle
management
Make metadata and taxonomy recommendations
Advise on how to best use SharePoint 2013 out-of-thebox functionality to fulfil the requirements of the DMS
as defined by the Information Analyst
Detail capacity plans and hardware requirements
Review and validate security requirements
Detail disaster recovery plan
Plan, operate, maintain and optimise the SharePoint
2013 environment
Manage user access levels and account/group creation
and management
Carrying out system maintenance
Plan, operate, maintain and optimise the SQL Server
environment
Carry out system maintenance
Facilitate backups in accordance with disaster recovery
plan
SQL Server Administrator
o
o
IBM Domino-Notes-Connections
specialist
o
Collaborate with ETF and external specialists on
SharePoint - IBM integration solutions
o
Collaborate with ETF and external specialists on
SharePoint - Sitecore integration solutions
Sitecore specialist
The tenderer may propose additional roles that are deemed necessary to provide the services
requested. In such a case, these roles shall be added to the list in the financial proposal, with
indication of the fees. Those additional roles and fees will not be used in the price evaluation.
* An individual can be assigned to more than one role if the Service Provider is confident that the
individual has the skillset and availability to fulfil those roles and still provide required level of service.
CFT/YR/ETF/00XX | 17
Evidence should be provided in the form of CVs of staff proposed for all the above roles. CVs should
be no longer than 4 pages, and are to be compiled using the Europass CV template which can be
downloaded at http://europass.cedefop.europa.eu/en/documents/curriculum-vitae/templatesinstructions. The role(s) for which each person is proposed should be clearly stated at the top of the
CV in question.
C. Scenario
As part of the tender process bidders are to submit a sample offer (Statement of Work including time
and cost implications, project members, project structure, location of work, etcetera) in response to the
following work package scenario.
Scenario part A: SharePoint 2013 setup, support & maintenance
Setup
•
Assess and document licensing requirements for using SharePoint 2013 as a DMS
throughout ETF.
•
Provide server architecture and hardware specifications for recommended SharePoint
2013 installation.
•
Setup SharePoint 2013 on provided server infrastructure.
•
Design and implement disaster recovery infrastructure.
Support & Maintenance
Assuming only one organisational unit is setup on the DMS (as per part B below) provide annual costs
for the following on-going services:
•
Server maintenance & backups (as specified in disaster recovery plan)
•
General administration
Scenario part B: DMS setup & migration (single organisational unit)
Overview
Design and build a SharePoint 2013 site (to be setup on a pre-existing SharePoint 2013 environment)
to act as a Document Management System for the following document types currently used within the
Operations departments
•
Project implementation plans, approximately 50 final documents/year
•
Project strategic perspectives, approximately 50 final documents, valid for a 4 year
period, but intermediate modifications may occur in the life cycle of the project
•
Terms of reference documents for outsourced project assignments (external expertise,
events), the amount of such documents can be any multitude between 1-15 of 50 per year
(i.e. from 50 – 750 per year)
•
Deliverables - Final reports resulting from projects, the amount of such documents can
be any multitude between 1-15 of 50 projects per year (i.e. from 50 – 750 per year)
•
Deliverables – Event briefs resulting from projects, the amount of such documents can
be any multitude between 1-5 of 50 projects per year (i.e. from 50 – 250 per year)
CFT/YR/ETF/00XX | 18
•
Deliverables - Publications resulting from projects, the amount of such documents can
be any multitude between 1-5 of 50 projects per year (i.e. from 50 – 250 per year)
Consultation Phase
Consult with staff within Operations department, in order to gather requirements on the lifecycles and
typical workflows surrounding the specified document types and produce a specification for a DMS
solution within SharePoint 2013 to streamline these processes.
Specification should include detail on the SharePoint site/library structure as well as meta-data and
taxonomy to be used.
Outline the migration strategy for moving these documents (from 2009 to today) from shared drives to
the DMS.
Site Setup & Document Migration
Setup the SharePoint site and facilitate the migration of documents.
Documentation & Training
Document the system and train staff in the use of the DMS. Obtain feedback and provide
recommendations to further improve the system in future.
3.2.2 Financial proposal
Tenderers must use the following standard format (see next pages) to present their financial
proposal.
CFT/YR/ETF/00XX | 19
FINANCIAL PROPOSAL
General comments on the financial proposal
■
All prices must be quoted in Euro.
■
The conditions stated below the table must be included on the tenderer’s Financial Proposal which
must be undersigned for acceptance.
■
Prices must be quoted free of all duties, taxes and other charges (including VAT) as the ETF is
exempt from such charges under Articles 3 and 4 of the Protocol on the privileges and immunities
of the European Union for services rendered by tenderers having their place of business within the
European Union.
■
The tenderer to whom the contract will be awarded will have the sole responsibility for complying
with tax laws which apply to him in line with Article II.15.4 to the draft contract.
■
Prices must be fixed and be inclusive of all costs and expenses directly and indirectly connected
with the provision of the service.
The tenderer shall quote the fees for the different roles in the tables below. Where the tenderer applies
a distinction between Senior and Junior consultants, he shall quote for both types. In this case, they
should meet the following minimum requirements:
•
Senior: at least 5 years’ experience in the sector(s) related to the role for which they are
proposed
•
Junior: at least 2 years’ experience in the sector(s) related to the role for which they are
proposed
Where the tenderer does not apply a distinction, he shall only insert quotes in the left column (Senior
consultant/Normal).
Services can be provided on-site, i.e. on the premises of the ETF, and off-site, i.e. on the contractor’s
premises. In the financial offer the contractor shall specifically quote fees for on-site and off-site
services.
On-site services (on the premises of the ETF)
Role
Fee for 1 man day (8 hours) in
EURO
Senior consultant/Normal fee
Fee for 1 man day (8 hours) in
EURO
Junior consultant/n.a.
Project Manager
Information Analyst
SharePoint Architect
SharePoint Server Administrator
SQL Server Administrator
IBM Domino-Notes-Connections
specialist
Sitecore specialist
Other role(s)
CFT/YR/ETF/00XX | 20
FINANCIAL PROPOSAL
Off-site services (on the premises of the service provider)
Role
Fee for 1 man day (8 hours) in
EURO
Senior consultant/Normal fee
Fee for 1 man day (8 hours) in
EURO
Junior consultant/n.a.
Project Manager
Information Analyst
SharePoint Architect
SharePoint Server Administrator
SQL Server Administrator
IBM Domino-Notes-Connections
specialist
Sitecore specialist
Other role(s)
Price conditions:
The minimum time unit for planning and invoicing of services is 0.5 day.
Travel and subsistence costs are assumed to be included in the on-site fees and are therefore not
reimbursed.
I hereby acknowledge and accept the conditions to the financial proposal presented above:
Full name of legal
representative
___________________________________________
Signature
___________________________________________
Date
___________________________________________
CFT/YR/ETF/00XX | 21
4 EVALUATING THE OFFERS: AWARD CRITERIA
The ETF will use the following award criteria to evaluate offers received:
Award criteria
Weighting (out of
100)
Technical award criteria
Description of the methodology
20
Team composition
10
Proposed scenario
40
Financial award criteria
Price on-site services
15
Price off-site services
15
Minimum threshold score against technical award criteria:
Tenderers scoring less than 50 % of the total points for any one of the technical award criteria will be
excluded.
Comments on evaluation of the price:
For the price evaluation of the services fees, the sum of the fees indicated in the column “Senior
consultant/Normal fee” will be used. In the case where the tenderer added additional roles, with the
respective fees, those additional roles and fees will not be used in the price evaluation.
Evaluation on the basis of best value for money:
The formula used by the ETF to calculate which offer represents the best value for money
incorporates the score for the technical quality and price as described at paragraph 6.3 to the
Guidelines for ETF public procurement (http://www.etf.europa.eu/web.nsf/pages/Open_tenders).
CFT/YR/ETF/00XX | 22
5 CHECKLIST FOR SUBMISSION OF TENDER
When submitting a tender you must acknowledge that you have read and understood the Guidelines
for ETF public procurement (http://www.etf.europa.eu/web.nsf/pages/Open_tenders) and ensure that
you have compiled your tender in accordance with the below checklist, to be attached to your
supporting documentation.
Please tick  the boxes below
 I have read and understood the Guidelines for ETF public procurement
 I have read and I accept the terms and conditions of the draft contract
 I have submitted my tender within the stipulated deadline
 I am submitting my tender in three separate inner envelopes (A, B and C) within an outer envelope
or parcel
 I clearly stated the following information on the outer envelope or parcel:
 The reference number of the Call for Tender (CFT/14/ETF/02°).
 The title of the tender
 The name of the tenderer
 The indication “Offer – Not to be opened by the internal mail service”
 The ETF address for submission of offers
 A clear postmark showing the date
 I am sealing the outer envelope or parcel with adhesive tape and signed across the seal
 I have drafted my tender in one of the official languages of the European Union
 Both the technical and financial proposals are signed by the tenderer’s legal representative
I confirm that Envelope A contains one signed original of the following supporting
documentation:
 The required Declaration of honour on exclusion criteria and absence of conflict of interest
 The required evidence of the Selection documentation for technical and professional capacity
 The required evidence of the Selection documentation for economic and financial capacity
 The duly completed and signed Legal Entity Form and required supporting document(s)
 The duly completed and signed Financial Identification Form
 The present checklist duly signed and dated
I confirm that Envelope B contains:
 One signed original and 3 copies of the technical proposal
I confirm that Envelope C contains:
CFT/YR/ETF/00XX | 23
 One signed original of the financial proposal presented in the requested format
Full name of legal
representative
(person authorised to sign the
contract)
___________________________________________
Signature
___________________________________________
Date
___________________________________________
Full name of contact person
___________________________________________
E-mail address
___________________________________________
Fax number
___________________________________________
For joint tenders, please fill in the following table and add any additional lines for all members
Full name of lead member
_________________________________
% volume
of work
_______
Full name of member
_________________________________
_______
Full name of member
_________________________________
_______
Full name of member
_________________________________
_______
For subcontracting, please fill in the following table and add any additional lines for all
subcontractors
Full name of tenderer
_________________________________
% volume
of work
_______
Full name of subcontractor
_________________________________
_______
Full name of subcontractor
_________________________________
_______
Full name of subcontractor
_________________________________
_______
CFT/YR/ETF/00XX | 24
PART B:
Draft Contract
This draft contract, together with the ETF terms of reference and the successful tenderer’s offer technical and financial proposals – will form the legal agreement between the two parties for
implementation of the service and all required administrative and financial conditions.
Any comments on the draft contract should be provided together with the technical proposal. Requests
from the proposed winning tenderer to amend the contract following the award decision may lead to
the exclusion of the offer.
Contract_FWC Service
CFT/YR/ETF/00XX | 25