Request for Information (RFI) Provision of Lotus Domino ... · PDF filePUR/1205/07 RFI Provisioning of a service to support the EBRD Lotus Domino environment and Lotus Notes application

PUR1205/07

Request for Information (RFI)

Provision of Lotus Domino environment and

Lotus Notes application support service

to the

European Bank for Reconstruction and Development

PUR/1205/07 RFI

Provisioning of a service to support the EBRD

Lotus Domino environment and Lotus Notes application

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TABLE OF CONTENTS

1. Introduction …………………………………………………………………....2

2. Contract terms …………………………………………………………………2

3. Confidentiality ………………………………………………………………....2

4. EBRD Logo Protection ………………………………………………………..2

5. Purpose of this RFI ……………………………………………………………2

6. Description of the RFI Process ……………………………………………….4

6.1 Timescale …………………………………………………………………..4

6.2 Clarifications ……………………………………………………………….4

6.3 Submission of general and technical information and presentations ………5

6.4 Pre-qualification notification ……………………………………………….6

7. General and technical information …………………………………………...6

7.1. Bank’s current Infrastructure ……………..………………………………...6

8. Miscellaneous …………………………………………………………………..7

Annex 1 - General and Technical Information File………………………………………8

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1. Introduction

The European Bank for Reconstruction and Development (the "Bank") is an international

financial institution. The Bank was established by treaty in 1990, with its headquarters in

London, to foster the transition towards open market oriented economies and to promote

private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and

the Commonwealth of Independent States that are committed to and applying the principles

of multiparty democracy, pluralism and market economics.

The Bank has 63 members (61 countries, the European Community and the European

Investment Bank). Further information about the Bank's roles and activities can be found

on the Bank's website: www.ebrd.com.

2. Contract terms

The constitutive treaty, the Agreement Establishing the European Bank for Reconstruction

and Development (which can be downloaded from our website at www.ebrd.com) and the

bilateral agreements concluded between the Bank and its Members grant a number of

privileges, immunities and exemptions to the EBRD in order to enable it to fulfill its

functions, including, inter alia, immunity from jurisdiction. These privileges and

immunities are implemented into English law by the European Bank for Reconstruction

and Development (Immunities and Privileges) Order 1991.

The terms and conditions of the contracts entered into by the Bank will have to respect

these privileges immunities. The Bank will provide its standard terms and conditions to the

selected suppliers as part of the Invitation to Tender document (see para 6.4 below).

3. Confidentiality

The information provided in this RFI, its schedules and annexes and the subsequent

document(s) are provided to the supplier by the Bank as information of confidential nature.

This also applies to all communications (whether written or oral) between the Bank and the

recipients of this RFI. Information received from the Bank may not be divulged to a third

party without the prior express written consent of the Bank.

4. EBRD Logo Protection

Please be advised that the EBRD logo is a registered service mark and as such should not

be reproduced without the express written permission of the Bank. Furthermore, without

the prior written consent of the Bank, the recipients of the RFI cannot use the Bank's name

in any public announcements, promotional, marketing or sales materials.

5. Purpose of this RFI

5.1 Background

The Bank has used Lotus Notes since the mid-1990s specifically for one core application

(BOLDNET) which was originally hosted externally by another organization. Since then, a

limited number of other Lotus Notes applications have been developed. The support to

these applications is provided by IT and the main user department.

http://www.ebrd.com/

http://www.ebrd.com/

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A number of weaknesses have been identified with the current Lotus Notes application and

the associated Lotus Domino environment and infrastructure and there therefore a need to

upgrade the platform and implement enhancements to:

address security, reliability and business continuity issues

support further application and services development

implement further integration with other Bank applications

Lotus Notes and Domino are not considered to be long-term strategic platforms for the

Bank. At the same time, the Lotus Notes applications are critical to the Bank. The Bank

has therefore recognised the need to procure an external provider of Lotus Notes and

Domino services to assist the Bank with the on-going support and development of this

platform.

The Bank may consider a support model whereby the Lotus Notes applications are hosted

externally but with the storage of the EBRD's data on dedicated UK on-shore servers only.

5.2 Description of Services

The Bank is seeking information from potential providers of Lotus Notes and Lotus

Domino services covering:

System Support

o Operational and Technical Support

o Systems Administration - remote and/or on-site

o Monitoring

Consultancy services

o Installation, upgrades and migrations

o Application maintenance and development

o Implementation of security and functional enhancements

o Application documentation

Holiday cover

Training

The Bank intends to contract for a period of three years with possible extension for another

two years.

6. Description of the RFI Process

6.1 Timescale

The timeline for the pre-qualification and is as follows:

(i) 13th June 2012: RFI is issued;

(ii) 27th June 2012: final date for prospective suppliers to send questions to the Bank

regarding the RFI;

(iii) 4th July: responses to questions submitted by prospective suppliers circulated by the

Bank;

(iv) 11th July 2012: final date and time for prospective suppliers to submit their

responses to this RFI;

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(vi) 18th July 2012: results of the pre-qualification process are communicated to

suppliers; and a timetable for an Invitation to Tender is sent to pre-qualified

suppliers;

6.2 Clarifications

Suppliers must send any questions concerning this RFI to the following contact person:

Thomas Gale

E-mail: [email protected]

All questions must be sent by e-mail to the address designated above. Questions not sent in

the required format and in the timeframe indicated in para 6.1 above will be disregarded by

the Bank.

All questions provided in the required format and the timeframe will be answered by the

Bank by e-mail. The Bank will circulate all questions and answers to all the prospective

suppliers to ensure all participants in the pre-qualifications process have access to the same

information.

6.3 Submission of general and technical information and presentations

Suppliers must send their responses to the information required by this RFI to the following

contact person:

Thomas Gale

E-mail: [email protected]

All responses must be sent by e-mail, using the template attached to this RFI, labelled as

'General and technical information file', by the date indicated in paragraph 6.1 above. All

the required questions must be answered in the template and immediately below every

question. Together with the template, suppliers can add any other relevant information

relevant to this RFI up to ten (10) pages which demonstrates that they have the necessary

corporate policies, standards and resources, experience and compliance record to perform

the requested services.

All the information provided must be fully compliant with the requirements described in

this RFI. Suppliers who provide non-compliant responses shall not be considered.

In submitting their RFI response, prospective suppliers indicate their intention to accept all

the terms contained in this RFI, attachments and schedules. The Bank reserves the right to

remove from the pre-qualification process at any time a prospective supplier if, in its

discretion, the Bank finds that the prospective supplier committed misrepresentation and/or

provided incorrect information to the Bank.

After evaluation of the responses, prospective suppliers may be invited to make a

presentation. The presentation will take place in the Bank's Headquarters in London on the

day designated by the Bank. The invitation for the presentation will be sent by e-mail, with

a scheduled time, at least one week before the day of the presentation. The scheduled time

cannot be moved. The Bank may ask the prospective suppliers to provide any relevant

information during the clarification discussion in the invitation e-mail. The account

manager of the prospective supplier assigned for the Bank together with a technical

specialist must be present in the presentation.

mailto:[email protected]

mailto:[email protected]

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6.4 Pre-qualification notification

Only suppliers who are, in the discretion of the Bank, suitably qualified will receive an

Invitation to Tender. The Bank will provide more details concerning the tender process in

the Invitation to Tender documentation. Pre-qualified suppliers and suppliers who fail to be

included in the list of pre-qualified suppliers will be notified by e-mail by the date indicated

in para 6.1.

7. Miscellaneous

The Bank reserves the right to change this RFI documentation, including the deadlines and

requirements provided herein. Furthermore, the Bank reserves the right to cancel the tender

process at any time at its discretion.

Nothing in this RFI shall be construed as a waiver, renunciation or modification by the

Bank of any immunities, privileges and exemptions of the Bank accorded under the

Agreement Establishing the European Bank for Reconstruction for Development,

international convention or any applicable law.

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Annex 1 - General and Technical Information File

Contact name: Nominate key contact for this RFI. The contact will receive all communications

regarding the RFI, questions, etc.

Company Name

Date

Contact Name

Title

Full Address

Telephone

Fax

Email

Company VAT Registration Number

Suppliers are also asked to provide in a document not exceeding 20 pages a document detailing the

Company profile, organisation and staffing, including turnover and ownership for the previous five

years.

Sections 1.1 through 1.x contain tables asking for detailed information on a variety of features.

Please answer all questions by indicating "Yes," "No" or "Not Applicable," and where necessary

add relevant information in the response section

1.1 General Support

Table 1. General Support Questions

# Question Y N N/A Response

1.1.1

How many clients do you currently

provide Lotus Notes and Domino

Support to?

1.1.2

What is the average size of client, on the

basis of both supported userbase and

financial turnover, which you provide

Lotus Notes and Domino Support to?

1.1.3 How many of these clients are based in

the UK?

1.1.4 If required to attend the EBRD site, what

would you callout time be?

1.1.5

What different models of support time

are you able to cater for, i.e. 24 / 7,

Working Week?

1.2 Lotus Domino Support

Table 2. Lotus Domino Support Questions


1.2.1 Do you have IBM certified individuals

capable of supporting a Lotus Domino

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environment? If so, how many?

1.2.2 Have you previously provided support

and consultancy on performance issues?

1.2.3 Have you previously provided support

and consultancy on resilience issues?

1.2.4

Have you previously provided support

and consultancy on scalability and sizing

issues?

1.2.5

Have you previously been involved in

system upgrades? If so, what versions of

Lotus Domino do your consultants have

experience of upgrading from and to?

1.2.6

Do you offer local and / or remote

system administration and monitoring

facilities?

1.3 Lotus Notes Support

Table 3. Lotus Notes Support Questions


1.3.1

Do you have IBM certified individuals

capable of supporting a web-based Lotus

Notes application? If so, how many?

1.3.2


providing web-based Lotus Notes

application support services, i.e. 1st line

client / user support?

1.3.3



application maintenance services, i.e. 2nd

line data maintenance and ‘bug’ fixing?

1.3.4



application development services, i.e. 3rd

line support?

1.3.5


providing project based web-based Lotus

Notes application enhancement services?

1.3.6

Do you have experience in LDAP/Active

directory integration with Lotus Noted

directory?

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1.4 Hosting Services

Table 4. Hosting Services Questions


1.4.1

Can you provide a private hosted service

for a web-based Lotus Notes based

application?

1.4.2 Can you provide UK based data centre

services?

1.4.3

Can you provide web based intranet and

extranet access to the lotus notes

environment?

1.5 Submission Requirements

In order to determine the capabilities, experience and expertise of service providers seeking

to be shortlisted in accordance with the requirements above, the information submitted

shall include the following:

Company profile, organisation and staffing, including turnover and continuity of

ownership for the previous five years;

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Appendix 1 – System Overview

Overview

Lotus Notes is the underlying technology used to provide a series of web based services to

EBRD staff and EBRD shareholders. There are currently five services available to those

groups:

System Description Access

BOLDNET2 Integrated documentation and

calendaring service to support the

Board activities. BOLDnet2 extracts

calendaring data from an Oracle/Java

application – MAP.

Intranet and extranet

(limited version)

EXcom Organiser Integrated documentation and

calendaring system to support the

Executive Committee activities.

Intranet

Annual Meeting Portal Data and documentation services for

the Annual Meeting preparation.

Intranet

Event Management

Calendar

Calendaring services for room booking

and logistical management.

Intranet

NSFnet Documentation repository. Intranet and Extranet

(MAP) Java based Management Activity

Planner, not in scope but integration

required.

Intranet

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Below is a basic diagram of the services and relations.

ExCom OrganiserBOLDNET NSFnet

Event Management

Calendar

Annual Meeting

Portal

MAP

ORACLE / JAVA

INTRANET Lotus Domino

EXTRANET Lotus Domino

BOLDNET NSFnet

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Infrastructure

A diagram describing the current technical domino infrastructure can be found below,

followed by a diagram of the required setup (TBC).

DOMINO 6.5 server

PROD + DEV

EXTRANET

DOMINO 6.5 server

PROD + DEV

INTRANET

DOMINO 8 server

PROD

EXTRANET

PROD

INTRANET

DOMINO 8 server

DOMINO 8 server

DEV/TEST DEV/TEST

DOMINO 8 server

CURRENT SETUP

REQUIRED SETUP

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Screenshots

BOLDNET2

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Excom Organiser

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AM Portal

Event Management calendar

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NSFnet

Documents

Request for Information (RFI) Provision of Lotus Domino ... · PDF filePUR/1205/07 RFI Provisioning of a service to support the EBRD Lotus Domino environment and Lotus Notes application