REQUEST FOR QUOTATION YOU ARE HEREBY INVITED TO SUBMIT QUOTATIONS TO THE WATER RESEARCH COMMISSION. RFQ NUMBER: 20003/15-16 RFQ ISSUE DATE: 14 March 2016 CLOSING DATE AND TIME: 05 April 2016 @ 11.00 am RFQ VALIDITY PERIOD 60 Days (COMMENCING FROM RFQ CLOSING DATE) DESCRIPTION OF SERVICES REQUEST FOR QUOTATIONS FOR DEVELOPMENT OF WATER SA WEBSITE ON OPEN-SOURCE JOURNAL MANAGEMENT SYSTEM PLATFORM, AND ONGOING (2 YEARS) SUPPORT TO WATER RESEARCH COMMISSION. SUBMISSION EMAIL ADDRESS quotations@wrc.org.za ENQUIRIES Name: The SCM Manager Tel: (012) 330 9034 Email: dollym@wrc.org.za Technical Queries: Tamsyn Sherwill Tel: (012) 330 9070 P a g e 1 9
BIDDER NAME:.. COMPANY REGISTRATION NUMBER:.. ADDRESS:..... CONTACT PERSON:.. TEL:.. FAX:.. E-Mail :... Mobile:.. TOTAL RFQ PRICE R...Inclusive of VAT P a g e 2 9
TERMS OF REFERENCE (TOR) FOR DEVELOPMENT OF WATER SA WEBSITE ON OPEN-SOURCE JOURNAL MANAGEMENT SYSTEM PLATFORM, AND ONGOING (2 YEARS) SUPPORT TO WATER RESEARCH COMMISSION BACKGROUND The Water Research Commission (WRC) is a national entity established in terms of the Water Research Act (Act No 34 of 1971), to coordinate and fund water research in South Africa. 1. SCOPE OF WORK Water SA is an ISI-listed scholarly journal published quarterly by the Water Research Commission (WRC) on the WRC website. Though publication is online all other aspects of the paper submission, review, revision, and editing process are conducted off-line, metadata is logged manually, and all communication with authors, reviewers and other role-players is currently via e-mail. From May 2016 onward, all processes in the Water SA production workflow will need to take place via an online journal management system, installed on a new Water SA website separate from that of the WRC. A service provider is required to set up and customize this online journal management system for Water SA. The chosen journal management software must: - Be open-source and free-of-charge - Have a basic installation that is easy to set up and works 'out-the-box' on all of the most commonly available web/database server platforms - Be modular, with plug-in architecture - Be LOCKSS-compliant - Be OAI-PMH compliant (Open Archives Initiative Protocol on Meta-data Harvesting) - Support publication in multiple formats: PDF; e-pub; XML - Be supported by continuing development leading to new releases and upgrades - Offer good developer community support, with technical support that includes comprehensive user-generated information on a support forum - Be mature, having been in use by scholarly journals worldwide for more than 10 years - Have a large user base; currently be in use by over 5000 journals worldwide Support must include the installation of and migration to any new (stable) releases of the software within this period. 2. OUTPUTS 1. Installation a. Installation of journal management software on Water SA website, hosted externally 2. Customisation requirements a. Create a unique home page with Water SA branding b. The online administration system must support the following workflow: i. Submission, requiring completion of metadata by submitting authors and signing of an electronic contract for a submission to be logged P a g e 3 9
ii. Assignment of a submitted paper to a subject editor iii. Acceptance or rejection of a paper for review iv. Assignment of an accepted paper to a subject editor v. Invitation of reviewers vi. Flagging of papers above a certain submission age which still require assignment of two reviewers to be completed vii. Reminding of reviewers viii. Submission of reviews ix. Notifying authors of a review decision x. Submission of revised papers xi. Assignment of a revised paper to copyediting and layout xii. Publication c. The online administration system must enable access to the following reports and analyses: i. Overview of papers in each stage of the workflow: - Submitted - Accepted for review - Assigned to each subject editor - Reviewers invited - One reviewer accepted review - Two reviewers accepted review - Reviews overdue - Review complete and awaiting decision - Author notified of review decision - Revised paper submitted - Reviewers invited to review revised paper - Reviewers accepted review of revised paper - Review of revised paper complete and awaiting decision - Author notified of final decision - Revised paper awaiting editing - Edited paper awaiting author response to queries - In layout - Proof sent to authors - Approved for publication ii. Analyses of numbers and percentages of papers: - Accepted for review - Receiving different categories of review decision - Accepted for publication (% of submitted and % of reviewed) iii. Times spent in each stage of the workflow, and average and median time to review decision and publication d. The online administration system must contain a reviewer database with details of each reviewer, their field of expertise, invited reviews, completed reviews, time to review, and the option to score their performance. e. An appropriate offline archiving system must be created for non-published files (e.g. review reports, original paper submissions) older than 3 years. f. The online publication system must allow for publication of multiple versions (PDF, e-pub, xml) of each paper P a g e 4 9
g. The online publication system must provide article level metrics for views and downloads. 3. Website maintenance/optimization: a. Search engine optimisation (include full text searching within documents) b. Provision of website usage statistics: visitor number, geographic location, visit time c. Speed of accessing web pages and searches must meet or exceed minimum industry standards. Provision for a load balanced configuration giving performance and reliability options. d. The development of the website must conform to the latest development and security standards to protect the system from being compromised. All future upgrades to accommodate for the latest security features within the two year contract period must be included in the upfront cost. e. The website must be compatible with all of the latest web browsers and must be able to be viewed on mobile devices/tablets as well. All future upgrades to accommodate for the latest versions of browsers etc. within the two year contract period must be included in the upfront cost. f. When opening any documents on the website they must open in a new window. 4. Training to be provided for 1 user. 5. Publication of back issues, dating back to Volume 1, 1971 (175 issues, approximately 5000 documents (3 GB)) a. Transfer of documents and metadata; including title, authors, and volume/issue number from the existing WRC website (SharePoint 2007, SQL 2008 platform) b. Publication of back issues with related metadata 3. INFORMATION SESSION None 4. PERIOD / DURATION OF PROJECT / ASSIGNMENT Installation and customisation is required to take place between 1 May and 30 June 2016. The system must be ready to receive submissions and reviews by 1 July 2016. Publication of back issues is required to be complete by 1 May 2017. The two-year support period will end on 30 April 2018. 5. Payment: Thirty (30) days from the date of the invoice. P a g e 5 9
6. PREFERENTIAL PROCUREMENT POINTS ALLOCATION The Preferential Procurement Regulations points to be allocated to this RFQ is: 80/20 7. EVALUATION CRITERIA The RFQ will be evaluated in accordance with the PPPFA 80/20 principle against the following Criteria. Note: Functionality scoring will be on the sliding scale as per the below table: SCORE DESCRIPTION 1 Poor 2 Average 3 Good 4 Very Good 5 Excellent Compulsory requirements: Experience in development and customisation of an online journal management system based on open-source software for a scholarly journal (at least two journals, with accompanying reference letters from each client). This experience must have been gained in the particular software which the bidder proposes to use for Water SA. Technical Evaluation Criteria: Criteria Evidence Weighting Experience in development Company profile 40% and customisation of an online journal management system based on opensource software for scholarly journals Samples of journal websites created using open-source journal management software (URL and guest login to be provided) URL and guest log-in for two websites 30% Reference letters from clients for whom online journal management system based on open-source software was developed Reference letters from two clients 30% TOTAL 100% P a g e 6 9
NB: Service providers are expected to meet 80% threshold on the above technical requirements in order to proceed to the next level of evaluation. 8. PRICING The RFQ will be evaluated in terms of the Preferential Procurement Regulations (2011). # Service Description Unit Price Total Note: Total Vat Excl VAT Total VAT Incl Fees must be quoted in South African Rand. The circumstances that would lead to an adjustment in fees must be stipulated and motivated. The WRC will not be responsible for any costs associated with this quotation. Price(s) quoted must be firm and inclusive of VAT where applicable. 9. STANDARD CONDITIONS OF THE TENDER i. Bidders must complete SBD 4, SBD 6.1, SBD 8 and SBD 9 ; ii. iii. Bidders must also submit a valid and original tax clearance certificate; and a valid B-BBEE certificate (original or certified copy) to the WRC offices PRIOR to the closing date, if the WRC is not already in possession of these certificates; WRC Supplier application form must be completed and signed (copy attached) P a g e 7 9
iv. It is the responsibility of prospective bidders to ensure that all bid documents are submitted before the closing time and date of the tender; v. The WRC reserves the right to award or not to award this contract; vi. The WRC ill enter into a formal contract with one successful bidder; vii. The WRC reserves the right to terminate the contract should the performance of the service provider be unsatisfactory; viii. Bids received after closing time and date will be classified as LATE and will NOT be considered; ix. Although adequate thought has been given in the drafting of this document, errors may occur which the WRC will not be responsible for; x. Any change of information provided in the tender document that may affect delivery of the service should be brought to the WRC s attention as soon as possible. Failure to comply with this may result in the contract being terminated; xi. Service providers presenting information intentionally incorrectly or fraudulently will be disqualified; xii. Service providers who have been declared insolvent and wish to do business with the WRC must have been rehabilitated and provide the necessary proof thereof; xiii. The WRC reserves the right to award, cancel or partially award this contract. xiv. The National Treasury General Conditions of Contract will be applicable to this tender (available on the National Treasury website); xv. Bidders must complete and attach all relevant standard bid document; xvi. All prices quoted must be VAT inclusive; xvii. Only those bidders, who have met the minimum functional criteria, as stipulated above, may be invited to present their proposal as required. Please note that bidders, who may be invited for presentations, may have their technical scores re-evaluated. xviii. For those bidders who have met the minimum functional criteria, as stipulated above, the WRC has the right to visit the business premises to verify the information provided in the tender documents; please note that bidders who may have their premises inspected, may have their technical scores re-evaluated. P a g e 8 9
xix. xx. Short-listed companies could be invited to present and discuss their proposals. A service level agreement will be entered into between the WRC and the successful respondent. 10. CLOSING DATE AND TIME The closing date for the RFQ is 05 April 2015 at 11h00. Quotations should be submitted and deposited at the address on the front cover to reach the WRC before 11h00 on the closing date and time. 11. ENQUIRIES For any technical enquiries and commercial enquiries please contact: the WRC Supply Chain Unit at dollym@wrc.org.za P a g e 9 9