SACU/012/2018/O Consultancy for the provision of Website Revamping, Hosting and Maintenance Services for the Southern African Customs Union (SACU) CLOSING DATE AND TIME 01 December 2017 (13h00 Namibian Time) COMMERCIAL ENQUIRIES Mr. Hermanus L. Esterhuizen Procurement Officer Tel: +264 (61) 295-8000/37 Fax: +264 (61) 245 611 Email: Leon.Esterhuizen@sacu.int TECHNICAL ENQUIRIES Rauna Mumbuu Communications Officer Tel: +264 (61) 295-8000/23 Fax: +264 (61) 245 611 Email: rauna.mumbuu@sacu.int NO. OF TENDER COPIES REQUIRED 6 (1 original plus 5 copies)
1. INTRODUCTION 1.1 The Southern African Customs Union (SACU) consists of five member states, namely Botswana, Lesotho, Namibia, South Africa and Swaziland. The SACU Secretariat was established in 2004 to administer and coordinate the activities of SACU institutions. More information is available on SACU s website (http://www.sacu.int). 1.2 The SACU work programme as approved by the Summit of Heads of State and Government, held in on 12 April 2013, comprises of the following; a) Regional Industrial Development Policy; b) Review of the Revenue Sharing Arrangement; c) Trade Facilitation; d) Development of SACU Institutions; e) Unified Engagement in Trade Negotiations; f) Trade in Services; and g) Strengthening Capacity of the SACU Secretariat. 1.3 SACU Institutions and their responsibilities are contained in Article 7 of the 2002 SACU Agreement and include the SACU Council of Ministers, the Secretariat, the Commission, National Bodies, a Tariff Board, Technical Liaison Committees and an ad hoc Tribunal. 2. BACKGROUND 2.1 The Southern African Customs Union seeks to enlist the services of an experienced, competent and reputable media monitoring company to monitor and measure reportage of the SACU activities in the media within the five SACU member states, the rest of Africa and around the globe. 2.2 SACU intends to select a company for carrying out the revamp design and commissioning of the corporate website. The basic objective of this exercise shall be to have a high performance, manageable, with a good look and feel, high security and scalability of the website using platform independent software within a tight schedule 3. OBJECTIVES OF THE CONSULTANCY 3.1 The objectives of this Website Revamp Project are to: (a) improve the Secretariat s website design, functionality and overall look and feel; and Page 1/12
(b) add new features to the website and in-turn enable the Secretariat to share valuable information with its stakeholders easily and more efficiently; (c) (d) SACU needs to engage the website visitor more interactively and dynamically tailor the information and experience to suit the visitor s needs 3.2 SACU has no in-house technical skills to revamp the website. The approach chosen will be to source external technical skills for the revamp design of the website. Internal resources will be used for content development. This will commence with stakeholder interviews and progress to content updates that will be carried out and managed by the Communications Unit. 4. SCOPE OF THE WORK 4.1 Project Activities The following activities are envisaged for this project (a) Project Planning the successful proponent shall be expected to develop and submit a detailed project breakdown detailing among others the following: (i) (ii) (iii) (iv) the activity involves; the activity due dates; the service provider s personnel; and the Secretariat s personnel expected to participate in the identified activity. (b) User Requirements gathering and analysis - the successful proponent shall be expected to conduct requirements gathering sessions with key stakeholders to establish the functional and quality features required for the revamp. These requirements must be adequately documented in the requirements specification document that will be approved by the Secretariat; (c) Website Design/Development - the website design/development must follow an interactive evolutionary development process with the involvement of the designated Secretariat appointed team. To get to the final design, the appointed service provider must be prepared to provide different designs and showcase various design elements for the Secretariat to choose from at various stages of the development process; (d) User Training the appointed service provider shall be expected to provide detailed class-room style training to super users to enable them to manage Page 2/12
the site and a theatre-style end user training for other members of the Secretariat to appreciate the design of the website; (e) User Acceptance Testing the service provider shall be expected to facilitate User Acceptance Testing sessions for the super users to adequately test the new design and recommend it for approval and sign-off by Senior Management of the Secretariat; (f) Data Migration the appointed service shall expected to migrate existing data from the current website to the new design, once it has been completed and accepted by the Secretariat; (g) Website Go-live and Launch once completed and approved, there shall be a marked go-live date on which the service provider shall be expected to take the current website offline and placing the new website online. This go-live shall be followed by a formal launch of the website; and (h) Hosting and Maintenance the selected service provided shall also be expected to have own hosting services to host the website. The service provider shall also be expected to manage the website for a period of one year following the website go-live date. 5. DESIGN REQUIREMENTS 5.1 The following high-level design requirements must be met by the revamp project: (a) Comprehensive and informative design the design must be comprehensive enough to cater for the current information dissemination requirements and features provided by the current website and the new redesign requirements. In addition, the site must allow for posting and downloading of existing publications, electronic communiqués and other communication vehicles of the Secretariat. (b) Ease of navigation the new website must be easy to browse and navigate thereby making it easy for website visitors to easily navigate through the design to find relevant information about SACU, its institutions and programme. It must also have links to other relevant sites and tools thereby making it easy to navigate to related websites from the SACU website; (c) Ease of search the website must provide for basic and advanced searches to allow for most basic searches based on subject/topic to advanced search Page 3/12
(d) (e) (f) (g) (h) (i) catering for among others subject/topic search, time based searches, content type searches, etc. The design must also allow a user to search locally within the website; Visually appealing design the design must be appealing to visitors whilst consistent with the SACU brand manual style guides; Interactive design the design must be highly interactive with the following features included: (i) allow visitors to make and respond to commends on topics and articles displayed on website; and (ii) have survey & polling functionality, which enables posting surveys & polls for target website visitors to complete online; Photo & Video Bank the design must cater for posting of multi-media in the form of photos, videos, etc. for major events of SACU, its institutions and programmes. This feature must allow the super user s to specify and select headlines and files to periodically rotate on the homepage; Analytical capabilities the design have an analytical tool that analyses traffic to the website in different measurement metrics and analytical reports. These should make it easy for designated administrative staff of the Secretariat to have a complete view of usage of the website for any specified time period; Content archival the design must offer automated and customised archival features allowing for older dynamic content to be archived thereby creating room for new content to be posted; and Security - the design must limit the activities performed by visitors to functionality such as comments, responses, participating in surveys & polls, etc. and super users to managing dynamic information such as pictures, tenders and recruitment sections, whilst protecting the overall design elements from any unauthorised modifications. 6. HOSTING AND MANAGEMENT REQUIREMENTS 6.1 In addition to designing the website, the successful service provider will be expected to securely host and manage the website for the secretariat of a period of one year following the formal sign-off of the implementation. Page 4/12
6.2 The following hosting and maintenance activities shall be expected to be managed by the successful service provider: (a) Secure hosting - the website must be hosted in a secure environment protecting the site against any form of hacking and security threats; (b) On-going updates - the service provider must facilitate and manage content updates. This shall be done by way of providing tools to the designated super users with the facilities to remotely update content and/or by receiving and updating content provided by designated personnel from the Secretariat. The content submitted to the service provider must be updated in no longer than one business day; (c) Ensuring high website availability - the service provider shall assure the Secretariat of high availability of the website of no less 95% uptime and zero downtime during business hours; (d) Backup and Restores the hosting service provider shall be expected to take regular backups of the website and all its content ensure no data losses to the hosted information. In the case of a disaster, the service provider shall be expected to restore the data within one hour and ensuring no data losses; (e) Adequate Hosting Capacity the service provider must afford the Secretariat adequate storage capacity to store website content; (f) Hand-over - the successful proponent shall be expected to hand-over all design components and content to the personnel that will be formally appointed by the Secretariat to receive such content If SACU decides to migrate the website to any other server/location/company, the service provider will undertake responsibility for performing the migration (g) The service provider should provide a completed detailed timesheet of individuals involved and time task delivery. Expected timeline is 3 weeks from signing of contract (h) The service provider is expected to provide daily support of loading information and 3 months of updating the revamped designed. 7. DELIVERABLES 7.1 The successful service provider shall be expected to produce the following deliverables, that shall be formally reviewed and approved by the Secretariat: (a) Detailed Project Breakdown; Page 5/12
(b) (c) (d) (e) (f) (g) User Requirements Specification; Incremental Website Designs; Super users and end-user training; Live Website; Final design source-codes and accompanying documentation; and On-going hosting and maintenance of the website. 8. REQUIRED SKILLS AND EXPERIENCE 8.1 Prospective bidders must be experienced Web designers and Journalism specialists, who are fairly acquainted with the experience and knowledge of SACU, its Member States as well as other regional trade arrangements in the African Continent (such as COMESA, EAC, SADC, AU etc.) as well as at an International level. The required combined expertise of the consultancy intending to carry out this job should include among other qualifications: (a) Professional communication and media related qualifications (b) Professional web designer and webmaster in corporate industry (c) Be experienced brand monitoring and evaluation 9. DELIVERABLES 9.1 The service provider shall prepare and submit a proposal statement outlining, among others, the details of the deliverables and the costing, which shall be at own cost. 9.2 REPORTS The bid proposal should include, but not limited to the following; A) Details on all perceived strengths of the company bidding for the service, e.g. previous experience, in-house skills, and any other information that will assist in assessing its capabilities, capacity, competitive, advantages, etc. B) An organogram or list of partners, managers, specialists and assistants together with the curricula vitae of the employees who will be available for the duration of the contract. C) Any possible employee changes during the course of the contracted period must be communicated to the SACU. Page 6/12
D) A list of references of previous and current companies served or servicing should be provided. An electronic copy of the expression of interest will be submitted to the SACU Secretariat in Microsoft Office (Word, PowerPoint) and Adobe PDF format. 10. OWNERSHIP OF DATA 10.1 All pitches, including any supporting documents and or any other documentation with reference to this tender, submitted to the SACU Secretariat becomes the property of SACU. 10.2 Ownership of all data belonging to SACU whether under its control or the bidder s control shall continue to vest in SACU. Any data of whatever nature resulting from the provision of the Services shall be the property of SACU and may be used by SACU without restriction. All data or information that may be shared with the successful bidder during the provision of the Services shall upon completion of the Services, be returned to the SACU Secretariat. 11. MODIFICATION OF TERMS 11.1 The SACU Secretariat reserves the right to add, modify or omit certain portions of the TOR scope at any time at its sole discretion. This includes the right to cancel this tender at any time prior to entering into a contract with the successful bidder. 11.2 AWARD CRITERIA (a) The contract will be awarded from the qualifying service provider on the basis of the most economically advantageous proposal applying the following award criteria: (i) Technical Knowledge and/or Qualifications; (ii) Proposed Methodology and Understanding of the Assignment; (iii) Managerial Skills of the Bidder; and (iv) Company Profile and Reputation of the Bidder. Page 7/12
11.3 CONTRACT ADMINISTRATION (a) The tender award is subject to the successful conclusion of a Service Level Agreement (SLA) to confirm the Terms and Conditions of the tender; (b) SACU reserves the right to negotiate the terms of the tender proposal and the value of any financial proposal submitted; Page 8/12
Appendix A TECHNICAL PROPOSAL / FINANCIAL PROPOSAL TENDER NUMBER: SACU/012/2018/O Revamping, Hosting and Maintenance of the SACU Secretariat Web Site APPENDIX A FORMAT OF TECHNICAL PROPOSAL (1ST ENVELOPE) Bidders should address all the issues and requirements in the sequence in which they appear in this Appendix. 1. General Information a) One page letter of introduction identifying the bidder and signed by the person(s) authorised to bind the organisation to statements made in the proposal. b) Title Page listing the RFT Number, Organisation Name, Postal Address, Physical Address, Telephone No., Fax No., Mobile No., Email Address, Website and Full Names of two Contact Persons. c) Profile of the Consultancy Firm or consortium. d) A record of previous similar consulting assignments undertaken by the firm or consortium. e) Proof of qualifications and experience of key staff that will carry out the assignment, including the team leader. f) Full Contact Details of any third-parties involved in the proposal. g) Description of role or element of proposal to be fulfilled by any third-party. h) Confirmation of acceptance by the bidder and any third parties of the conditions of proposal. i) Certified copies of a Certificate of Registration or Incorporation with relevant national authorities. j) Certified copy of a current Tax Clearance Certificate from relevant national authorities. k) Where a consortium or a group of companies are jointly delivering a response, then the companies must: 1. Clearly state the name of the Primary Party with whom SACU will enter into an Agreement; Page 9/12
Appendix A 2. Provide full details of each of the legal entities involved in the bid; 3. Provide a certified copy of a legally binding partnership or consortium agreement; and provide a detailed description of the role or element fulfilled by each legal entity involved in the bid. 2. REFERENCES 2.1 Bidders must provide a minimum of three (3) customers (names, addresses and telephone numbers) who may be contacted for references in connection with the proposed assignment. For example: Client Services Provided Year Location Financial Value ABC Corporation Development of BCP 2011 Windhoek R 49,950 A schedule of five (5) or more clients (contact names, physical addresses and telephone numbers) who may be contacted for references in connection with the proposed assignment. For example: Client Contact Name Telephone Physical Address ABC Corporation Mr J. Doe 061-999 9999 20 BC Street, Windhoek 2.2 Bidders are expected to include reference letters on official letterheads from these references. These references should be current, stipulate the project or work undertaken, the financial value of the project and where the work was executed. 2.3 The SACU Secretariat reserves the right to undertake a full background check on all references submitted (prior to final award). 2.4 A detailed proposal indicating a clear understanding of the Terms of Reference and Methodology that will be used to complete the assignment. Page 10/12
Appendix A 2.5 Bidders may provide any other information which may be relevant to this proposal. 1. APPENDIX B: FINANCIAL PROPOSAL 1.1 The schedule must take the following format: (a) All costs must be quoted in South African Rand (ZAR); (b) The total cost of the proposal (best and final offer); (c) An itemised breakdown of the cost or any options being proposed beyond the specified Terms of Reference; (d) A maximum provision of 10% of professional fees will be allowed on all disbursements quoted; (e) The applicable rate of VAT in respect of each product and service being proposed. (Certain products or services may be zero-rated VAT); (f) Details of any other costs, taxes or duties which may be incurred; and (g) Confirmation that the financial proposal remains valid for 90 days from tender closing date. (h) The contract duration for this bid will be annual with a possibility to renew. Page 11/12
Appendix A Bidders should review the checklist below to ensure that their proposal receives full consideration. SUBMITTED Documents that must be submitted by all bidders YES NO Letter of Introduction Profile of the Company or Consortium Certified Copy of a Certificate of Company Registration or Incorporation Certified Copy of Certificate of Good Standing for Tender Purposes Proof of registration with NAMFISA Proof of registration with NIBA Proof of technical knowledge or qualifications or experience of staff A written understanding of the Terms of Reference and the proposed methodology that will be used to provide the services Copy of Audited Financial Statements (where applicable) Proof that the majority owner(s) of the company are citizens of Namibia (copy of ID s or Passports will suffice) A schedule of five (5) similar assignments undertaken by the company A schedule of five (5) or more contactable references Confirmation that the financial proposal remains valid for 30 days Six (6) copies each proposal, Technical and Financial, in separate envelopes One Electronic Copy of the entire proposal, in PDF format on CD Additional Document required from Consortiums or Partnerships YES NO Written identification of the Primary Contracting Party Full details of all legal entities involved in the bid Certified copy of a legally binding partnership or consortium agreement Description of the role or element fulfilled by each legal entity Page 12/12
Appendix A Page 13/12