REQUEST FOR PROPOSAL TO UPGRADE, HOST AND MAINTAIN THE WEBSITE FOR THE
NORTHERN CAPE TOURISM AUTHORITY (NCTA)
BID NUMBER: NCTA/01/2010
Enquiries:
Mr Peter McKuchane
Tel: 053-833-1434
Fax: 053-831-2937
Email: peter.ncta@telkomsa.net
1.PURPOSE
The Northern Cape Tourism Authority (NCTA) wishes to appoint a suitable service
provider to upgrade, develop, host and maintain the website for (NCTA).
2. BACKGROUND
NCTA is a marketing agency established to promote the Northern Cape Province as a
premier tourism destination. Its current website is static and lacks interactivity. The
Northern Cape has decided to develop architecture to create more interactivity and
ease of navigation. The site needs to make provision for corporate information,
marketing and promotional initiatives, product information, statistics, an image and
footage library, interactive maps and a booking system. It also needs to make provision
for product links, ie. Allow products to update and manage information and content.
3. SPECIFICATIONS
NCTA website is an essential communication channel to the Tourism and Trade
Promotion Stakeholders and the broad spectrum of other stakeholders and interested
parties. It is essential to ensure the effective and efficient management and
administration of the website and the need has therefore been identified to upgrade
the website using the latest technology.
The services to be provided will be required by NCTA to meet the following minimum
requirements:3.1 TECHNICAL SOLUTION (Envisaged Solution):
The interested service provider needs to provide a solution based on a Microsoft
platform to the NCTA that meets the following requirements:
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Re-design, upgrade, develop, maintain and host website
Customize the solution
Testing of the solution
Implementation of the solution
Ensure that all data is migrated to the new solution and is implemented properly
Training on the solution
Ensure that the intellectual Property of the resultant solution is owned and
resides with NCTA
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Providing the NCTA with the necessary tools to efficiency and effectively
manage the site
3.1.1 THESE WILL INCLUDE:
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Data capturing
Data/File storage (archiving)
Content authoring & editing
Content management and workflow process
Customization, publishing (software to enable publishing should be provided)
What’s new (such as: to display urgent notifications, warnings, advertising, etc)
Supporting of different web browsers and versions
Emails/alerts
Search engine within the NCTA website
NCTA website should be registered with major search engines
Analytics, auditing and reporting
Security
Administration and management
Dynamic form builder
E-business capability and functionality to be incorporated
3.1.2 THE SOLUTION MUST:
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Be flexible and customizable
Incorporate Content Management
Have ease of content of publication an approval routings
Be capable of audience profiling and subscriptions
Incorporate communications technology that provides a platform for staying up
to date with latest tourism developments
3.2 REQUIREMENTS:
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The hardware and software requirements need to successfully integrate with the
existing IT infrastructure at the NCTA and the internet Service Provider
The solution should be fully backward and forward compatible
Be able to be expanded to include an intranet or staff portal/zone at a later stage
Compatible with existing and cabling network at NCTA
Voice over telephony solution to be implemented
Windows Server 2008, SQL Server 2008 or latest version available
3.2.1 SERVER EQUIPMENT
Latest HP Proliant ML (Midrange) and HP Proliant DL (Midrange) server, suitable
for small companies with limited space, budgets and IT Staff.
3.2.2 WEBSITE HOSTING
Service provider should provide monitoring on the server. Support should be
provided 24 hours a day, 7 days a week by telephone or email.
3.3 OPERATIONAL SOLUTIONS
The solution should be able to do the following:3.3.1 Website Creation:
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The solution should be able to create and manage the navigational structures and page
structures of the website
The solution should have a tool to allow the user to edit and grow the site structures
and selecting templates for layouts that can be customized.
The solution also should include the ability to create sub-sites within other sites
3.3.2 Content Repository:
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The solution should have the ability to centrally store structured content that has been
created either via the solution software or has been imported from the database.
The solution should allow for content to be stored in a variety of formats such as Text,
Rich Text, HTML, for maximum reusability and flexibility.
The solution should be able to export & import formats and functionality included
The solution should have a tool for managing the content directly in the repository
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Provision for product owners
Expose emerging tourism entrepreneurs (SMME’s) – allow for a full page for each
identified SMME to form part of the NCTA website. Allowance must also be made for
exposure to every single tourism business in the Northern Cape. Such product owners to
have a facility to make changes on their allocated pages.
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Social Interaction
There is a need to build interactivity into the site, which will be beneficial in the collection
of options and input from users. Such interactivity to allow for placement on various
social social platforms such as YouTube, Twiiter, etc.
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Competitions, Discussion forums and Market Place
The creation of regular competitions, discussion forums and a ‘market place’ will stimulate
interest and if creatively conceptualized, could act as a yardstick for interest in the site, the
Northern Cape and specific products. Prospective bidders to indicate how this will be achieved.
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Booking system
The NCTA is interested in building or securing a booking system to its current website. Such
system to allow interactivity and system functionality to allow products and specifically SMME
products to as part of their individual password protected individualized pages, having the ability
to receive booking requests and secure bookings via the website. Such functionality to extend to
cellphone technology to allow request to be routed to cell phones and confirmations done via their
cellphones. SMS notifications to form an inherent part of such technology
3.3.3 Document/File Management:
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The solution should have the ability to store and manage files such as images and a wide variety
of document formats (audio and video inclusive)
The solution should accommodate version control of documents and also access to archived
versions
3.3.4 Content Administration:
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The solution should have the ability to work with content in a decentralized way yet store data
centrally
The solution must allow for updates be carried out in a real time environment,
The solution should have the ability to allow the same piece of content to be re-used
The solution should allow content to be separated from structure
The solution should have the ability to create a complex information architecture, this can be
managed dynamically to provide content in a variety of formats such as Email, Print, CD, etc
The solution have the ability to create polls and surveys and also generate a comprehensive
reports on polls or surveys
The solution should include a system to be used for media campaigns and other awareness
requirements either for advertising or informing.
The solution should allow for rolling banners pot-ups, alerts etc.
The solution should have the capability of incorporating data from other websites into the NCTA
website.
3.3.5 Newsletter Management:
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The solution should have the ability to select content to be distributed in newsletters. This
content will be required for generated email newsletters and compilation of content into
formats such as PDF.
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The solution should have the capability of audience profiling and include automatic inclusion to
subscriptions and newsletters. Also will the solution be able to provide subscription to event
notifications according to profiles.
3.3.6 Searching:
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The solution should have the ability to provide search functionality,
The solution should have the ability to limit searching by section and even category
3.3.7 Audit Trails:
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Comprehensive audit trails should be included in a detailed level and the solution have a built in
functionality to carry out this process,
3.3.8 Intellectual Property:
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NCTA must be given full ownership of all intellectual Property rights to the resultant solution.
3.4 Support and Maintenance Requirements
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A maintenance agreement is required covering a 5 days week
Response time to resolve problems to a maximum 3 hours is required
The maintenance agreement must clearly specify what is included and what is excluded as well
as the hourly rate payable in addition, when applicable.
The maintenance agreement must provide for the continuous upgrade of old technology during
the time of the agreement.
The Support team must reside in Northern Cape Province, preferably in Kimberley
3.5 Any Guarantee or Qualification Requirements:
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Any equipment and software have a minimum guarantee/warrantee must be specified upfront.
3.6 Detailed Requirements For Prices or Rates:
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All prices must be quoted in South African Rands and where equipment or software is imported,
the exchange rate used must be clearly indicated.
Specify the total cost of the solution (with a breakdown of the costs) identifying the hardware
and other software costs separately.
3.6.1 Hardware Requirements:
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Rack Mount Server (no keyboard or monitor required).
Processor(s) (Intel Pentium Duo Core)
Ram(s)
Hard drive(s) (to take into account future growth as well)
Raid (hardware)
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Hot Plug fans
Ethernet card
DVD/DVD-RW
Build in redundancy
Backup tape device
Extended warranty-hardware call to repair within 3 hours, 24*7
3.6.2 Software Requirements:
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Windows Server Operating system (latest version) (license only)
Database licenses
Backup Exec software and license required for server
3.6.3 Engineer:
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Rate per hour for setup, mounting, installation and configuration of server and server software
All costs to be included (such as travel etc.)
Cost of development should be indicated as rate per hour, and total number of hours required.
Specify software solution for the website licensing costs (licensing costs must be for an
enterprise edition solution or a standard edition)
Training costs should be clearly specified
Will training manuals be provided
Will all intellectual property and rights be transferred to the NCTA once the project has been
completed?
Specify maintenance costs including updated, upgrades, improvements, service packs and added
functionality as well as new functionality as these become available
Specify all additional costs
All prices must be valid for a period of 120 days
Prices quoted must include VAT , and kindly note that the price quoted at the time of submitting
the proposal will be the price which is considered during the awarding process.
4. REPORTING
The bidder will report directly to the NCTA Finance Department. At the discretion of NCTA, unscheduled
meetings may be held while the project is in progress and on conclusion of the project with key
stakeholders who will be identified by NCTA.
5. CONDITINS FOR SUBMISSION OF BIDS
This bid document and its acceptance shall be subject to the following terms and conditions:
5.1
Bid Surety
NCTA requires no bid surety, but bidders should note the conditions set out below.
However, NCTA reserves the right to review this position during contractual stages
5.2
Downscaling/Upscaling of work
NCTA reserves the right to downscale/upscale the required services should the need
arise.
5.3
Awarding of the bid to multiple parties
NCTA reserves the right to apportion the bid between multiple parties if, in the opinion
of NCTA, ( a single service provider does not possess all attributes required to complete
all facets of the requirements satisfactorily.
5.4
Contactable references & demonstrated experience
The bidder shall provide the names of SA clients that could be contacted by NCTA to
carry out reference checks, and to substantiate claims contained in their bid. Attached
to the bid must be the CVs with website development and hosting experience of the
proposed service providers. Service Provider/s appointed to undertake this project,
should demonstrate the following key competencies:
5.4.1 Website design, development, hosting and maintenance expertise and experience
5.42 International expertise and best practices
5.4.3 an excellent command of the English language
5.5
Empowerment credentials
The bid must include the service providers Broad Base Black Employment Equity (BBBEE)
credentials and support for empowerment as specified by government. The following
details must be supplied:
5.5.1 The percentage shareholding of the empowerment component
5.5.2 The number of members of the empowerment component involved in strategic,
tactical and operational structures and decision-making.
5.5.3 The percentage of time that is actively devoted to the day-to-day management of
the operations by the empowerment component.
5.5.4 Total number of directors broken down demographically in terms of executive and
and non-executive members.
5.5.5 Social Corporate Responsibility
5.5.6 The company’s procurement practices.
5.6
BID FORMAT
Bidders should be submitted in duplicate (hard copies) in a sealed envelope clearly
Clearly marked:”NCTA: Bid Number :NCTA/01/2010 . Request for proposal for the
Upgrade and Development of website of Northern Cape Tourism Authority”
All appendices must be completed in full, using a numbering format. All
attachments or references to attachments must be clearly marked and specific
to information required, any deviation will risk to be ignored for considered.
All documents submitted in response to this bid shall become the property of the
NCTA.
An original valid tax clearance certificate must be included in the bid.
5.7
BID VALIDITY PERIOD
The bid shall remain valid for a period of 60 days.
5.8
COMPLETENESS OF THE REPORT
5.8.1 The bidders shall present all document in full. Failure to comply with
These requirements may invalidate the bidder or disqualify the bid.
5.8.1 The bidders shall present all documents in full. Failure to comply with
These requirements may invalidate the bidder or disqualify the bid.
5.8.2 Bidders may request clarification or additional information regarding any
aspect of the bid.
5.8.3 The bidder must supply the requested information within 24 hours after
5.8.4 All expenses incurred by the bidder for the proposal and presentations
are the responsibility of the bidder and will not be reimbursed by NCTA.
5.9
PRESENTATIONS BY SHORT LISTED CANDIDATES
NCTA may require short listed candidates to make a presentation and short listed candidates
must take the necessary arrangements to comply with such a request.
Please Note: Bidders failing to adhere to these terms and conditions risk disqualification during
evaluation process.
6. EVALUATION CRITERIA
The functionality evaluation criteria weigh functionality-45%, price-45% and HDI-10%.
Functional Area
Demonstration capabilities and experience of
bidder
(a) Demonstrated ability of organization to provide
services described in terms of reference
(b) Possession of administration and information
Technology of the highest-standard.
(c) Ability to provide technical information as
Described in terms of reference.
(d) Demonstrated ability to host NCTA website
(e) Soundness of procedures for designing,
development, maintenance of NCTA website
(f)Relevant qualifications and experience of the
Proposed team/manager to handle this
Development as outlined in the terms of
reference
Weight
15
25
25
10
15
10
Score
In terms of NCTA Supply Chain Management Policy, a 90/10 preference points system will apply to this
engagement.
Short listed bidders will be offered an opportunity to make presentations.
Presentations on technical methodology and pricing by short listed bidders
Is compulsory. The successful bidder/s will be informed at least fifteen working
days after the day of presentations.
A meeting will then be held with successful bidder/s for purposes of finalizing Matters surrounding the
successful bid and the project terms of reference, Implementation plan etc. An engagement
contract/service level agreement will then be signed after all the requirements have been met.
7.
CONTRACTUAL OBLIGATIONS
7.1 Contractual implications
After awarding the contract, this bid document together with its terms and
conditions and specifications will constitute a binding contract between
NCTA and the successful bidder/s for the minimum period of two years.
subject to performance review. The successful bidder shall assume total
responsibility, regardless of any third party or subcontracting agreements
it may enter into.
The contract will be in terms of NCTA standard terms of service
procurement.
7.2
INTELLECTUAL PROPERTY RIGHTS
Copyright, patent rights and other similar rights in any works or products
created as a result of the performance of this bid and its assignments
shall vest in and are hereby transferred to NCTA, unless specifically
agreed otherwise, in the form of individual written agreement signed by
both parties. for this purpose only, all works created in terms of this tender and the
assignments thereof shall be deemed to have been created under the
Control and direction of NCTA. All information documents, records and
Books provided by NCTA to any bidder in connection with the bid or
Otherwise are strictly private and confidential. Any information regarding
The contract shall not be disclosed to any third party, except with the
Express consent of NCTA, which shall be granted in writing prior to such
Disclosure. NCTA however reserves the right to disclosure any information
Provided by any bidder to any of the members of NCTA.
7.3
AWARDING OF CONTRACT
By the submission of the bid, each bidder warrants that he/she is highly
Skilled, professional, competent and experienced in the area for which
He/she bided. Any work performed by a successful bidder will be
evaluated against these criteria. The bidder also warrants that the bid is
of a superior standard, and is unlikely to cause undue difficulties.
The NCTA contract may be awarded, in part or in full, at the sole discretion of
NCTA, to one or more concerns on a non-exclusive basis. Bids that are
Qualified by a bidder`s own conditions may be rejected as being invalid,
And failure of the service provider to renounce such conditions when
Called upon to do so may invalidate the bid. NCTA is not obliged to award
the contract to the lowest/cheapest bidder.
7.4
TERMINATION OF CONTRACT
NCTA reserves the right to terminate the award of any bid to any party if
these are reasonable grounds for considering that there is non-performance
by the bidder in terms of the contract .NCTA also reserves the right to curtail
the scope of any bid awarded or to curtail any aspect of any bid. In the event of
any such cancellation or curtailment, the bidder shall have no claim or recourse
against NCTA, of whatsoever nature, save the recoupment of the bidder`s actual
and reasonable costs already expended on the project.
8.
CLOSING DATE
The sealed envelope must be placed in the Tender Box at the Reception of the
NCTA Offices, 14 Dahlam Road, Kimberley or posted to Private Bag X5017, Kimberley
8300, no later than 12 noon, 19 March 2010.
No bid received by telegram, telex, e-mail, facsimile or similar medium will be
considered.
If a courier service company is being used for delivery of the bid document, the
Bid description must be endorsed on the delivery note/courier packaging to
Ensure that documents are delivered into the Tender Box.
NB: Insist on signing a bid register before dropping your tender into the Tender
Box. Any bid document not in the Tender Box at the time of the bid closing, such
a bid will be regarded as late bid. Late bid documents will not be considered.