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
1
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
PUR/1205/07 RFI
Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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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.
PUR/1205/07 RFI
Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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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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Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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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.
PUR/1205/07 RFI
Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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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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Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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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
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
# Question Y N N/A Response
1.2.1 Do you have IBM certified individuals
capable of supporting a Lotus Domino
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Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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# Question Y N N/A Response
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
# Question Y N N/A Response
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
Have you previously been involved in
providing web-based Lotus Notes
application support services, i.e. 1st line
client / user support?
1.3.3
Have you previously been involved in
providing web-based Lotus Notes
application maintenance services, i.e. 2nd
line data maintenance and ‘bug’ fixing?
1.3.4
Have you previously been involved in
providing web-based Lotus Notes
application development services, i.e. 3rd
line support?
1.3.5
Have you previously been involved in
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?
PUR/1205/07 RFI
Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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1.4 Hosting Services
Table 4. Hosting Services Questions
# Question Y N N/A Response
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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Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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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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Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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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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Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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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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Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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Screenshots
BOLDNET2
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Provisioning of a service to support the EBRD
Lotus Domino environment and Lotus Notes application
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Excom Organiser
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Lotus Domino environment and Lotus Notes application
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AM Portal
Event Management calendar
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Lotus Domino environment and Lotus Notes application
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NSFnet