REQUEST FOR PROPOSALS

Transcription

1 RFP WebServices CARIBBEAN EXAMINATIONS COUNCIL REQUEST FOR PROPOSALS FOR THE PROVISION OF WEBSITE SERVICES 23 July 2013

2 1.0 BACKGROUND Caribbean Examinations Council (CXC ) is seeking proposals from website service providers to manage its website in accordance with the Terms of Reference provided herein. This document is a Request for Proposals (RFP) only for the services outlined in the Terms of Reference and in no way obligates CXC to make any award. It establishes the minimum requirements that a Bidder must meet in order to be considered, as well as information to be included in the Bidder s response. Carefully examine the specifications, conditions and limitations as proposals considered non-responsive will not be considered. The selection of the successful Bidder will be made based on CXC s evaluation and determination of the relative ability of each Bidder to deliver quality service in a costeffective manner. All Bidders must be duly registered or otherwise have the ability to perform work in accordance with all governing authorities and to the satisfaction of those authorities. The following specific criteria will be evaluated and must be addressed in the Proposal: (i) (ii) (iii) (iv) (v) (vi) Company History and Organization Management Approach Personnel Financials References Cost Proposal. CXC is not obligated to accept the lowest or any bid and reserves the right to reject any and all bids, amend the scope of the project, alter the selection process in any way, and to request additional information from, and negotiate with, Bidders. Any award made subsequent to this solicitation will be subject to the terms and conditions described herein. 2.0 ABOUT CXC CXC was established by Agreement among English-speaking countries of the Caribbean in 1972; its mission is to provide the Caribbean region with: syllabuses of the highest quality; valid and reliable examinations and certificates of international repute for students of all ages, abilities and interests; services to educational institutions in the development of syllabuses, examinations, and examination administration, in the most cost-effective way. There are 16 Participating Territories (Anguilla, Antigua and Barbuda, Barbados, Belize, British Virgin Islands, Cayman Islands, Dominica, Grenada, Guyana, Jamaica, Montserrat, St Kitts-Nevis, St. Lucia, St Vincent and the Grenadines, Trinidad and Tobago and the Turks and Caicos Islands), and three External Territories (Saba, St Maarten and Suriname). 1

3 Council, the governance body of CXC, comprises representatives of the Governments of the Participating Territories, the University of Guyana, the University of the West Indies and the teaching profession. Council meets once a year. The Committees of Council are the Administrative and Finance Committee (AFC), the School Examinations Committee (SEC) and its sub-committee (SUBSEC) and the Final Awards Committee (FAC). SEC and SUBSEC deal with syllabuses, examinations and other related matters. AFC is responsible for finance and administrative matters. The Committees of Council meet at least twice a year. CXC has offices in Barbados (Headquarters) and in Jamaica (Western Zone Office). The operation of the Council is managed by the Registrar and the Pro-Registrar with support from senior managers in the following broad areas: Examinations Administration and Security Examinations Development and Production Information Systems Finance and Office Management Human Resources Quality Management CXC currently administers examinations and offers certification for the following: Caribbean Primary Exit Assessment (CPEA TM ) for candidates at the primary level; Caribbean Advanced Proficiency Examination (CAPE ) for candidates in sixth form and community colleges; Caribbean Secondary Education Certificate (CSEC ) at the General and Technical proficiencies; The Caribbean Certificate of Secondary Level Competence (CCSLC ), a qualification designed to cater for the requirements of territories as they respond to the need for universal secondary education; and The Caribbean Vocational Qualification (CVQ ), a competency-based approach to training, assessment and certification. Some CSEC examinations are taken in January. However, the full complement of CSEC and CAPE subjects is administered in June. Additionally, the following examinations are administered by CXC: Trinidad and Tobago Secondary Entrance Assessment (TTSEA) Barbados Secondary School Entrance Examination (BSSEE). CXC uses its website extensively to provide valuable information to its various stakeholders, including examining personnel. Therefore, keeping it up to date and functioning optimally is critical. 2

4 3.0 CURRENT WEB SET UP The URL of CXC s website is It is currently hosted at Plexus, Miami, Florida, but proposals are invited for an alternative hosting company. The website is developed using Drupal v7 platform with a MySQL database backend. 4.0 TERMS OF REFERENCE The successful Bidder shall be required to provide the following services: 1. web content management and SharePoint intranet administration 2. website administration and maintenance 3. stakeholder management and social media optimization 4. content editing. Specifically, the selected Bidder shall undertake the following detailed activities: Web Content Management and SharePoint Intranet Administration 1. Upload content to all websites and portals. 2. Upload content to various social media networks: (a) (b) (c) guide blog content and posts guide newsletter items and disseminate them to relevant stakeholder groups manage website images. 3. Manage SharePoint forms. 4. Configure content management, and integrate new plugins, modules and workflows. 5. Manage user social profiles. 6. Optimize SharePoint performance. Website Administration and Maintenance 1. Manage the websites. 2. Routinely monitor and maintain the websites, including dedicated portals. 3. Integrate new modules. 4. Ensure that good web security practices are maintained. Stakeholder Management and Social Media Optimization 1. Integrate the stakeholder platform on SharePoint. 2. Administer and manage stakeholder tools. 3. Sensitise and train stakeholders. 4. Assist with social media profiles, strategy, posting, and social media monitoring. 5. Assess the website and perform analytics, benchmarking and search engine optimization. 3

5 6. Integrate, monitor and maintain social media. 7. Facilitate webinars and support campaigns for digital posting. Content Editor 1. Review/edit content supplied for digital outlets. 2. Optimise the structure of content for digital outreach. General Requirements The successful bidder shall: 1. provide evidence of its capacity and ability to provide the required services; 2. ensure that measures are put in place to guide the actions of its agents/employees to ensure that the highest ethical standards, including respecting the intellectual property rights of third parties, are observed while executing any task related to the project; 3. follow the invoicing frequency and procedures; 4. meet the terms and intent of the specifications of this RFP. Confidentiality/Non-Disclosure Bidders are reminded that the information contained in this RFP or accumulated through other written or verbal communication is strictly confidential. It is for proposal purposes only and is not to be disclosed to third parties or used for any other purpose. The obligations set out in this confidentiality agreement shall survive the expiration or termination of any contract awarded. 5.0 PREPARATION OF PROPOSALS Documents Comprising the Proposal: The Proposal shall comprise the following components: RFP Acknowledgement Form (Appendix A); Technical Proposal (Appendix B); Cost Proposal (Appendix C). Proposals not comprising the above components shall be rejected. TECHNICAL PROPOSAL FORMAT The Bidder shall structure the technical part of its Proposal according to the format set out in Appendix B to this RFP in order to be considered for evaluation. Failure to present the information in the required format will disqualify the bid. 1. Company History and Organization: This section should provide a brief description and history of the company (including the year of incorporation), mission statement, and a summary of experience and present activities with particular focus on similar 4

6 services provided over the last three years. The general organizational capacity which could likely affect the provision of the required services should also be included. 2. Management Approach: This section should describe the methodology/general management approach towards the project including understanding of CXC s needs and how the Bidder will respond to our requirements. The quality assurance procedures used by the Bidder as well as any certifications in this area should also be included. 3. Personnel: This section should identify and include brief biographical information on the person who will have overall direct responsibility for the administration, management and supervision of this project as well as information on the key personnel that will be assigned. 4. Financials: The last two years audited financial statements or financial statements accompanied by a certified accountant s report should be provided in this section. 5. References: Provide reference letters from at least three corporate clients for whom a similar service sustained over a one-year period was/is being provided. Letters should have been prepared within the last three months and should include details on the service provided, company name, address, contact person and contact number. 6. Power of Attorney (where applicable). NB: The Technical Proposal should not contain any pricing information on the services offered. This may result in rejection of the Proposal. Pricing information shall be separated and only contained in the Cost Proposal. COST PROPOSAL FORMAT All costs should be stated in Barbados dollars and should be provided in the format as per the template in Appendix C. While other data might be presented in the Cost Proposal, the above stated form must be completed with the relevant information and submitted with the Proposal. 6.0 ELIGIBILITY REQUIREMENTS For tenders to be considered, the following must be submitted along with the Proposals: 1. Copies of valid business registration licenses. 2. Copies of financials. 3. Business references. 5

7 Automatic Exclusion: Proposals shall be automatically excluded for the following reasons: failure to submit copies of valid registration licence of the business; inability to fulfil any aspect of the RFP; failure to provide requested documentation; submission of false or misleading information; bankruptcy or proceedings for a declaration of bankruptcy; failure to pay taxes; grave professional misconduct by the company or any member of its management team; conviction of the company or its management of an offence concerning its professional conduct. 7.0 SUBMISSION OF PROPOSALS Sealing and Marking of Proposals: The Bidder shall seal and mark the tender in one outer (Envelope C) and two inner envelopes (Envelopes A and B) as detailed below. Envelope A should contain the Technical Proposal detailing the information requested at Section 5.0. It should be marked Technical Proposal. Envelope B should contain the Cost Proposal and should be marked Cost Proposal. Envelope C the outer envelope should contain Envelopes A and B and should be addressed as follows: RFP WebServices The Registrar Caribbean Examinations Council The Garrison St Michael BB14038 Barbados The identity of the Bidder must not be indicated on Envelope C. For Bidders located in Barbados, proposals should be hand-delivered and deposited in the tender box located at CXC s office at Block A, The Garrison, St Michael. For all others, proposals should be sent to the above address via FedEx or DHL. N.B. Failure to follow the above instructions for submission of Proposals will disqualify the bid. Closing Date: The deadline for submission of tenders is 12:00 pm on Thursday, 22 August However, CXC may at its own discretion extend the deadline for submission of Proposals and any addenda or extended deadlines so issued shall form part of the RFP documents and are binding on the Bidder. 6

8 Late Proposals: Proposals submitted after the specified time and date will be rejected. Cost of Tendering: Bidders shall bear all costs associated with the preparation and submission of their Proposals and CXC will in no case be responsible or liable for those costs, regardless of the outcome of the tendering process. 8.0 AMENDMENT AND CLARIFICATION OF RFP Amendment of RFP: At any time prior to the deadline for submission of Proposals, CXC may, whether in response to a clarification request or for any other reason, amend the tender documents by issuing an addendum. Clarification of RFP: All enquiries must be directed in writing to the Registrar, Caribbean Examinations Council, at the address above or by to: tenders@cxc.org on or before Thursday, 15 August The RFP reference number RFP WebServices must be included. Responses to enquiries will be communicated promptly to all Bidders. 9.0 MODIFICATION AND WITHDRAWAL OF PROPOSALS No Proposal may be modified subsequent to the deadline for submission of Proposals neither may it be withdrawn in the interval between the deadline for submission of Proposals and the expiration of the period of Proposal validity as specified in the Clauses, Closing Date and Tender Validity Period respectively. However, the Bidder may withdraw its Proposal after it has been submitted provided that written notice of the withdrawal is received by CXC prior to the deadline prescribed for submission of Proposals. The Bidder s withdrawal notice shall be prepared, sealed, marked, and dispatched by the closing date PROPOSAL VALIDITY PERIOD AND EXTENSION Proposal Validity Period: Proposals shall remain valid for a period of at least 90 calendar days after the deadline for submission of Proposals. A Proposal valid for a shorter period may be rejected by CXC on the grounds that it is non-responsive. Extension of the Validity Period: In exceptional circumstances, CXC may solicit the Bidder s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. A Bidder granting the request will not be required nor permitted to modify its Proposal OPENING, EVALUATION AND ACCEPTANCE OF PROPOSALS Opening of Proposals: The Evaluation Committee shall open Envelopes C and A at 10:00 a.m. on Friday, 23 August 2013, at the address stated above. Clarification of Proposals: To assist in the examination, evaluation and comparison of Proposals, the Committee may at its discretion, ask the Bidder for clarification of its Proposal. Bidders shall respond within two business days. The request for clarification and the response shall be in writing. Preliminary Evaluation of Proposals: Prior to the detailed evaluation, the Committee shall examine the Technical Proposals to determine whether they are complete, properly signed 7

9 and are responsive, that is, that they conform to all the terms and conditions of the RFP without material deviations. CXC s determination of a Proposal s responsiveness is based on the information provided in the Proposal itself without recourse to extrinsic evidence. A Proposal determined as not substantially responsive will be rejected by the Committee and may not subsequently be made responsive by the Bidder by correction of the non-conformity. N.B. Cost Proposals will not be opened until the Technical Proposals have been evaluated. Detailed Evaluation of Proposals: A two-step procedure shall be utilized in evaluating the Proposals. Evaluation of the Technical Proposals will be completed prior to any Cost Proposal being opened and compared (Step 1). Only the Cost Proposals of those Bidders receiving a score of at least 70 per cent in the evaluation of the Technical Proposals will be opened (Step 2). The lowest bid will receive maximum points and all other points will be prorated on a percentage basis. Technical Proposals will be evaluated using the following criteria: 1. Management approach including proposed methodology and work plan outlining the Bidder s understanding of the Terms of Reference, taking into consideration the Bidder s understanding of the operations of CXC and its relationship with its stakeholders; 2. Company history and organisation including experience, reputation, capacity, credibility, certification, etc; 3. Qualifications and suitability of personnel assigned to the project; 4. Provision of written references from at least three companies that the Bidder has provided/has been providing similar services for; 5. Ability to meet the deliverables requirements; 6. Responsiveness to the RFP. (No points will be awarded if this request is not observed.) Cost Proposals Evaluation: Only those Cost Proposals of technically responsive bids will be reviewed. Appendix C provides the format of the information that must be provided. However, any other relevant supporting financial information may be provided by the Bidder. Acceptance of Proposal: A contract will be awarded to the Bidder achieving the highest combined score. However, CXC reserves the right at its sole discretion to accept any portion or all items proposed, if deemed in its best interest. Rejection of Proposals: CXC retains the right to reject or accept any or all proposals or to annul the tendering process and reject all tenders at any time prior to award of contract without incurring any liability. Negotiation of Contract: It is anticipated that any award issued will be made on the basis of the Bidder s proposal. However, CXC reserves the right to request responses to, and to conduct negotiations on, additional technical, management and/or cost issues which would help in awarding a contract. In the event that a final agreement cannot be reached with the 8

10 preferred Bidder, CXC reserves the right to discontinue negotiation with that Bidder and enter into negotiations with alternate Bidders based on their scores for the purpose of awarding a contract without any obligation to the previously considered Bidder, or to discontinue all negotiations. CXC is not obligated to award any contract as a result of this RFP. Notification of Results: CXC will notify each Bidder of the outcome of its bid. After the successful Bidder has been notified and furnishes the documents required in the acceptance letter, CXC will notify the other Bidders that their bids have been unsuccessful. Cancellation: CXC may cancel this RFP without any cost or obligation at any time prior to issuance of a contract. 9

11 APPENDIX A RFP WebServices ACKNOWLEDGEMENT FORM To: The Registrar Caribbean Examinations Council The Garrison St Michael BB14038 BARBADOS Having examined the Request for Proposal (RFP), the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide web services for the sum as may be ascertained in accordance with the Cost Proposal attached herewith and made part of this Proposal. We undertake, if our Proposal is accepted, to commence and complete all services specified in a timely manner and as appropriate. We agree to abide by this Proposal for a period of at least 90 days from the date fixed for opening of Proposals in the RFP, and that it shall remain binding upon us and may be accepted at any time before the expiration of that period. We understand that CXC is not bound to accept any Proposal received. Duly authorized to sign the Proposal for and on behalf of: Name of Bidding Firm: Name of Authorised Representative: Designation: Company Address: Telephone: Signature: Date: Affix company stamp here 10

12 RFP WebServices APPENDIX B TECHNICAL PROPOSAL Type of Organization: (please tick one). If Corporation, state date incorporated: Sole Proprietor Partnership Corporation Name: Official Capacity: Company Address: Company History and Organization: Tel: Fax: Management Approach: Personnel: Financials: Certification: *Please list three current corporate client referees for whom you have provided similar services. Company Name Address Contact Person Contact number *Please note that the required written references must also be submitted. Authorized Signature: Date: 11

13 RFP WebServices APPENDIX C COST PROPOSAL Company Name: Activity Proposed Cost (BDS$) Total Proposed Cost Please indicate the costing time period and insert additional rows as necessary to accommodate information. Authorized Signature: Date: 12 RFP Web Services_July 2013_V01