DIGITAL PARTNERSHIP REQUEST FOR PROPOSAL Oxfam International secretariat is looking for a long-term partner to closely work together on various digital projects with, including support, maintenance and continued development of our main Drupal-based website www.oxfam.org, several country and regional websites, and two Drupal install packages. We are looking for a monthly support and maintenance contract for a minimum of 6 days per month, with possible additional time contracted for specific projects. Therefore, we are approaching your agency with a request for proposal. Please find all relevant information in the following brief. 1. ABOUT OXFAM INTERNATIONAL Oxfam is an international confederation of 20 organizations working together with partners and local communities in more than 90 countries. Around the globe, Oxfam works to find practical, innovative ways for people to lift themselves out of poverty and thrive. We save lives and help rebuild livelihoods when crisis strikes. And we campaign so that the voices of the poor influence the local and global decisions that affect them. In all we do, Oxfam works with partner organizations and alongside vulnerable women and men to end the injustices that cause poverty. Oxfam currently works in more than 90 countries, with development programs in Africa, the Middle East, Latin America, across Asia and in parts of Eastern Europe. Oxfam International secretariat ( OI ) supports and coordinates the work between different national affiliates. OI provides support for Oxfam s humanitarian responses, international campaigns, countrylevel collaboration and has a role in ensuring consistency in communications across the confederation. The secretariat is funded through a standard contribution rate of affiliates income and does no fundraising or constituency building on its own behalf. Digital partnership request for proposal 1
2. DIGITAL PROPERTIES 2.1. Oxfam.org Oxfam.org is the corporate website of Oxfam International. It represents all of Oxfam s work as a global confederation, as well as supplying specific information related to the Secretariat (annual reports, transparency information, contact information, etc.). Through its Drupal 7 CMS, Oxfam International employees can add and update content that is relevant to their work. The site is multilingual, publishing content in English, French and Spanish for a global audience. The site communicates Oxfam s work in emergencies and supplies information on global campaigns. Through it, we seek to engage a global audience, especially targeting people who are outside of countries where an affiliate exists, and try to convert them into supporters by encouraging them to donate, support a campaign or sign up for our newsletter. An equally important role for Oxfam.org is to drive supporters in affiliate countries to their respective Oxfam affiliate website, where they can act. To do this, the website employs GeoIP technology to detect the supporter s location and redirect them as necessary. Oxfam.org has a monthly average of 160,000 visitors. 2.2. Blogs.oxfam.org blogs.oxfam.org is the corporate blogging platform of Oxfam International and a window to our work on social media. It is the chief content platform for Oxfam s global campaign work and a collection of testimonies from the field. Just like Oxfam.org, the blogging platform is multilingual. Although the platform is separate from Oxfam.org, it is designed to be visually and structurally part of the main corporate site. The blogs site is built with Drupal 7. Blogs.oxfam.org has a monthly average of 5,700 visitors. 2.3. Country and regional sites & install packages Known as Click & Go, the Drupal 7 install packages are what we use to rapidly set up a country or regional website. The install packages contain a set of modules, content-types and a base Oxfambranded template, as well as a navigation outline and set of basic pages. There are two install packages: one for regional sites and one for country sites. The country and regional sites (known as Click & Go sites ) are sites set up using these install packages. The sites are developed, set-up, hosted and maintained by Oxfam International. The content of the sites is managed by the country and regional teams working on implementing Oxfam programmes in those countries and regions, and represent the work Oxfam does there. They are available to every country and regional team with the resources to manage a site. Digital partnership request for proposal 2
There are currently 1 regional and 10 country sites on-line. We are also preparing to launch 1 regional and 5 country sites, and have more sites scheduled to start working on in the near future. 3. TASKS AND WAY OF WORKING 3.1. Recurring tasks list Keep all core and contrib modules on all sites and the Click & GO install package up to date Immediate response to security issues with core and contrib modules in use on all sites and Click & Go install packages Bug fixes and development of improvements for existing functionalities on all sites and Click & Go install packages Development of new features for Oxfam.org and Click & Go install packages, including deployment strategy to roll out the feature to all existing Click & Go sites Set up new country or regional sites based on the Click & Go install packages, and go through the launch procedure to put the site online when ready 3.2. Way of working You will be working closely together with OI s in-house web developer and relevant website and project managers. With the OI web team, you will prioritise and schedule tasks based on a provided list of issues. Our codebases are managed in git, using GitHub, we use a simplified git-flow workflow for development with master, develop, feature and hotfix branches. Pull requests are used to make all code changes visible to all developers working on the sites and to allow developers to do codereview and spot potential issues before code changes go live. There are conventions for naming and tagging branches as well as guidelines to follow for commit messages. We have a documented procedure for deploying code to testing, staging servers and productions servers, and to sync databases between staging and production servers. This involves the use of MySQL commands and drush aliases. Digital partnership request for proposal 3
3.3. Availability and response times To ensure proper functioning of our websites, we expect a certain degree of availability and response time from our partner. Please see the below table for full overview: Issue type Priority Timeframe Business critical issue without work-around during working hours High 2 hours System defect with existing work-around High 24 hours Minor defect that is not business critical Medium 3 business days System defect with work-around that is not business critical Medium 5 business days Minor defect that is not business critical Low Per availability When our in-house developer is not available, we may call on you outside office hours for high priority issues. 3.4. Team structure The team of people you will be working with is made up of the following profiles: Web developer: manages the technological development and technological road-plan of our digital properties Oxfam.org product manager: Website manager of Oxfam.org, manages the Oxfam.org website day-to-day and sets the strategic goals for the site Click & Go product manager: Manages the creation and development of all country and regional websites and of the Click & Go install packages Team lead: Oversees the goals of our digital properties, manages the budget and the contracts of the team 3.5. Upcoming projects Other than the main development and maintenance tasks, we have several projects upcoming which you would be working on. We do not yet know when they will be scheduled or how much work they ll entail. The projects included here are to give you an idea on the type of projects you can expect to be working on during our partnership. 3.3.1. Confirmed short to medium term projects Redesign of the Oxfam branded templates in use on Oxfam.org, and the front-end of the Oxfam.org websites, including a review of current functionalities and structure of key pages. Digital partnership request for proposal 4
All design work will be based on our digital guidelines and will use a set of newly designed components, with a mobile-first approach. Review of Oxfam.org from an SEO perspective, optimise the code of the site where needed for SEO. Work together with OI s on-staff developer and system administrator to increase automated test coverage using functional and unit tests in our development and deployment process. 3.3.2. Possible longer term projects Work with the OI on-staff developer and system administrator to implement a modern, Docker based deployment workflow. Redevelopment of Oxfam.org with an upgrade to Drupal 8 and possibly a migration strategy for the current existing content. Merge the blogs platform into the existing Oxfam.org website, with a migration strategy for the content previously posted on the platform. Update or redevelop a new version of the Click & Go install packages to incorporate a number of new functionalities and improvements. 4. WEB-STACK The servers used for hosting our sites are managed by a dedicated system administrator. We are using the following web-stack: Oxfam.org and blogs.oxfam.org Front-end load balancer and TLS termination using HAProxy. Varnish Cache NGINX / php-cgi PHP 5.3 MySQL 5.5 CentOS 6 Click & Go website Front-end load balancer and TLS termination using HAProxy. NGINX / php-cgi PHP 5.6 MySQL 5.5 CentOS 7 Digital partnership request for proposal 5
5. PROPOSAL REQUIREMENTS AND EVALUATION We are looking for a partner to work with in a contract for 6 working days per month. The contract is set to start by the end of December 2017. Depending on the amount of available work, we might require some flexibility on when the 7 days are worked and allow for a transferral of working days to the following period, within a reasonable degree. 5.1. Requirements To be valid, please include at least the following sections in your proposal: A brief presentation of your agency A brief overview of the people you can make available to work in this partnership, including relevant experience A detailed breakdown of proposed pricing, both for a rolling contract for 6 working days per month, and hourly rates for extra work Proposal on how your agency would approach this partnership in terms of project management and how you would manage ongoing maintenance and emergency issues Brief overview of relevant clients and experience, if applicable including work done for NGOs or similar organisations 5.2. Evaluation Each proposal will be evaluated, at a minimum, according to the following criteria: Completeness, per the sections listed in the requirements segment above; Previous experience of the agency and proposed team members; Cost, as value for money; Quality and applicability of references. Oxfam International reserves the right to: Reject any or all offers and discontinue this RFP process without obligation or liability to any potential Vendor; Accept other than the lowest priced offer, and Award a contract based on initial offers received, without discussions or requests for best and final offers. Digital partnership request for proposal 6
6. TIMING Please submit your proposal in PDF format by 12:00 BST on 11th December 2017. 7. CONTACT For further questions regarding the contents of this request and to submit your expression of interest and final proposal, please contact Edward Crompton edward.crompton@oxfam.org Digital partnership request for proposal 7