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FCOWeb
Request for Proposal
AUTHORITY: |
The Foreign and Commonwealth Office (FCO) |
PROJECT: |
FCOWeb: Redevelopment, Management and Hosting of the FCO Web Platform |
OJEU REFERENCE:
|
86925-2006
|
CONTRACT Ref No: |
XLY/999/142/06 |
Issue Date: 04 August 2006
Version 1.1
Disclaimer
This document is being made available by the Foreign and Commonwealth Office (FCO) to parties seeking to contract for FCOWeb: Redevelopment, Management and Hosting of the FCO's Web Platform.
The information in this document has been provided in good faith and all reasonable endeavours have been made, and will be made, to inform you of the requirements of the FCO. However the document does not purport to be comprehensive or to have been independently verified. You should form your own conclusions about the methods and resources needed to meet these requirements. In particular, neither the FCO nor any of its advisers accept liability for representations, writings, negotiations or understandings in connection with this procurement made by the FCO (whether directly or by its agents or representatives), except in respect of any fraudulent misrepresentation made by it.
The FCO does not accept any responsibility for any estimates made by you of resources to be employed in meeting the FCO's requirements or for any other assumption, which you may have drawn or will draw from any pre-contract discussions.
You are advised that nothing herein or in any other communication made between the FCO and any other party, or any part thereof, shall be taken as constituting a contract, agreement, or representation or commitment between the FCO and any other party (save for a formal award of contract made in writing on behalf of the FCO) nor shall they be taken as constituting a contract, agreement, representation or commitment that a contract of supply shall be offered in accordance herewith or at all.
Statements by the FCO (whether directly or by its agents or representatives) as to the future process and timing of the procurement reflect the FCO's current intentions, and the FCO reserves the right to vary the procurement procedure and timetable by notice in writing, including terminating it altogether.
By responding to this Request for Proposal (RFP) Suppliers agree to the terms detailed in ths RFP and acknowledge and agree that the FCO shall have no liability for payment of Proposal costs and that the costs of preparing a Proposal in response to this RFP are exclusively for the Supplier's account. Responses and all supporting documentation submitted will become the property of the FCO and will not be returned.
This document remains the confidential information of FCO; all rights, including intellectual property rights, are reserved. Suppliers have a limited licence to reproduce and distribute or communicate the contents of this document to those who are reasonably necessary for the purposes of preparing a bona fide Proposal for the provision of services as required in this RFP.
The FCO reserves the right, at its sole discretion, to exclude immediately any provider or third party found to be in breach of any instruction, warning, requirement of confidentiality or intellectual property and may take any action in pursuit of remedy for such breach as may be deemed appropriate.
Document History
Version |
Date |
Comment |
1.0 |
03/07/2006 |
Supplier issued. |
1.1 |
04/08/2006 |
Section 8. Commercial & Legal updated to include paragraph numbering for referencing purposes. Section 1.4.1 Part 6 Supplier response table modified. Section 1.3 and 1.4.4 Procurement timetable updated. |
TABLE OF CONTENTS
Disclaimer
Foreword
The first and only contact most people have with the Foreign and Commonwealth Office (FCO) is through our web presence. On average 21 million people will log into the FCO websites this year. And the number is growing all the time. Our web presence is a core tool for communicating with and delivering services to the public in the UK and overseas. Done well, our web presence is enormously powerful. Done badly we will not only miss opportunities, but we will degrade the FCO's and the UK's reputation around the world.
The existing FCOWeb Platform has delivered massive benefits to the organisation. But we now need to replace it with something faster, more reliable, with greater functionality, which can host the 200 plus websites the FCO maintains around the world, and which can cope with an ever-increasing volume of traffic, including the huge spikes generated by consular crises.
We want to work with a supplier with the vision and capability to jointly develop with us a truly world-class global web presence. Our new FCOWeb Platform must deliver and showcase to the highest standards. And of course we must get the best value for money for the British taxpayer. We look forward to your Proposals.
FCO Web Champion
Lord Triesman
Introduction
Purpose of this Document
This document is a Request for Proposal (RFP) for the provision of FCOWeb: the Redevelopment, Management and Hosting of the FCO's Web Platform. This is issued to you as a qualifying long-listed Supplier following evaluation of your Pre-Qualification Questionnaire (PQQ) responses to OJEU Notice (ref: 86925-2006). It contains the information that you will need, and details of the responses you are required to provide, in order to submit a compliant Proposal to meet the FCO's requirements.
Document Overview
This document is structured as follows:
No. |
Chapter Title |
Description |
1 |
Introduction |
Guidance and instructions on how to complete the RFP. |
2 |
Strategic Context |
Details of the FCO's key strategic business needs. |
3 |
Business Requirements |
FCOWeb business and functional requirements. |
4 |
Web Design |
FCOWeb design, branding, look and feel and Information Architecture. |
5 |
Technical and Security |
FCOWeb technical and security considerations. |
6 |
Implementation Services |
Project management, delivery, migration, testing and training. |
7 |
Hosting and Service Management |
FCOWeb hosting, support and service management. |
8 |
Commercial & Legal |
Key commercial and legal principles by which the FCO will contract with a Supplier. |
9 |
Cost-Price |
Cost/price assumptions and instructions for the completion of the cost model (see Appendix B). |
10 |
Glossary |
A list of terms. |
Appendix A - Essential Documents |
Documents to be completed and signed by the Supplier, including Non-Disclosure Undertaking and Statement of Bona Fide Tendering and Compliance Matrix |
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Appendix B - Cost Model Template |
Cost and price template provided in Microsoft Excel format. |
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Appendix C - Content Audit |
Provides a detailed analysis of all content currently held on the FCOWeb Platform. |
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Appendix D - FCOWeb Content Languages |
List of languages used on FCOWeb. |
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Appendix E - FCOWeb URLs |
List of all FCO Website URLs |
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Procurement Process Overview
In accordance with EU and UK public procurement guidelines issued by the FCO procurement team, this procurement has been advertised in the Official Journal of the European Union (OJEU Notice number: 86925-2006).
The FCO's procurement route for this project is that of a `negotiated' route. The initial instruction, the Pre-Qualification Questionnaire (PQQ), was published on 26th April 2006. Evaluations and long-listed Suppliers were then selected and informed in June 2006.
The remaining elements of the procurement process and the approximate timescales, which may be subject to change, are:
Element |
Date |
Issue Request for Proposal (RFP) |
Mon 3rd July 2006 |
Suppliers Briefing |
Mon 17th July 2006 |
Completed RFPs Received |
12:00 noon Mon 21st August 2006 |
Supplier Presentations |
week commencing Mon 4th September 2006 |
Issue Invitation to Negotiate (ITN) |
Mon 11th September 2006 |
Best & Final Offer (BAFO) Received |
October 2006 |
Announce Preferred Supplier |
November 2006 |
Contract Signature |
December 2006 |
Supplier Instructions
Contents of your response
Your Proposal must include the following:
Management Summary (up to 2,500 words plus one page of A4 diagrams providing an overview of your Proposal including your key assumptions).
Details of your single point of contact representative.
Details of your proposed subcontractors/ partners including their company name, their role and Product and/or Service provision responsibility. Please indicate whether a material change in subcontractors / partners has occurred since your PQQ response (section 3 of the PQQ).
Three client references (including contact name, title, organisation, address, phone number and e-mail) - a mixture of private and public sector clients with similar characteristics and scale to the FCO requirements should be chosen.
Your response to the requirements (both mandatory and desirable) outlined in Chapters 2 to 8 of this RFP in the following format:
Requirement Reference |
Compliant (Y/N) |
Response |
The unique requirement reference number listed in the RFP |
Y or N |
A brief explanation where necessary for each response in no more than 100 words. |
Your answers to the questions in Chapters 2 to 8 of this RFP in the following format:
Question Ref |
Description |
The unique question reference number listed in the RFP |
The question. |
Response to the question in no more than 500 words unless otherwise indicated. You are encouraged to quote any relevant examples from other clients to support your response. |
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Completed cost model based on the information provided in Chapter 9 and template in Appendix B.
Financial and legal standing - The Suppliers must indicate whether there has been any material change to their financial or legal standing since they responded to sections 6 and 9 of the PQQ. In case of any material change they must provide an update to their financial or legal standing.
A glossary of terms used in your Proposal.
Signed Non-Disclosure Undertaking and Statement of Bona Fide Tendering and Compliance Matrix (see Appendix A - Essential Documents).
Form of your response
You are requested to submit your response in the following form:
3 unpriced bound hard copies of your response divided by each chapter response;
1 unpriced unbound hard copy of your response divided by each chapter response;
1 priced unbound hard copy of your response; and
1 copy of your response (including the cost model) in electronic format on CD-ROM / DVD (Microsoft Office format).
Style
Your response should be:
In English;
Size A4;
Diagrams may be submitted on folded A3 paper;
1.5 line spacing should be used; and
Font type Arial and size 11.
Submitting your response
All Proposals must be received by Noon 21st August 2006 at the address below:
COMMERCIAL IN CONFIDENCE
Foreign and Commonwealth Office
FCO Services Supply Solutions - Procurement
Building 15
Hanslope Park
Hanslope
Milton Keynes MK19 7BH
F.A.O. Patrick Ruddy
Project Name: FCOWeb Project
Contract Ref No: XLY/999/142/06
The FCO may reject any Proposal that is received after the due date and time or which does not conform to the prescribed response format.
Liaison and clarification
Contact with the FCO
If you require further information or clarification on any points contained within this RFP please direct your enquires as follows:
General Information: www.fco.gov.uk
FCOWeb Procurement Information: www.fco.gov.uk/fcoweb/procurement |
|
Procurement (Primary) Contact Mr Patrick Ruddy Supply Solutions Procurement Tel: +44 (1908) 515 891 Fax: +44 (1908) 516 987 Email: [email address] |
Procurement (Secondary) Contact Mr Martin Kay Supply Solutions Procurement Tel: +44 (1908) 515 578 Fax: +44 (1908) 516 987 Email: [email address] |
Clarification Questions
Clarification questions should be submitted by using the form available on www.fco.gov.uk/fcoweb/procurement. To reduce the scope for misinterpretation, telephone enquiries should only be used for simple queries.
You must identify clearly, using the checkbox available on the website form, those questions they consider commercially sensitive in connection to the development of their response and that they would therefore not wish to have shared with other Suppliers. You should note that the FCO expects you to act reasonably and will not accept broad wording designed to limit circulation of any and all data.
The FCO will take a case-by-case decision whether to share information provided in response to clarification questions with all Suppliers, in accordance with the EU Directives (and the relevant UK implementing legislation) relating to public procurement. The Directives require us to ensure fairness and equality of treatment between Suppliers. We are therefore obliged to share information requested by one Supplier with all other Suppliers where failure to do so could lead to unfairness or inequality of treatment.
Evaluation of the proposals
Overview of the evaluation process
The evaluation process for RFP Proposals will consist of the following elements:
Proposal shall have an initial check for completeness and that it has complied with all the response requirements set out in this document. The FCO may clarify issues with Suppliers but reserves the right to reject any Proposal failing to meet these initial checks;
Proposals that meet the initial check (as above) will be subject to a further detailed evaluation by the evaluation panel, based on the criteria set out below;
Evaluation of information gathered from contact with Suppliers' referees; and
At the FCO's discretion, evaluation of all the Suppliers' presentations.
In evaluating Proposals the FCO will consider all elements above, together with any further clarification provided at the FCO's request. In addition, the FCO may, as necessary, undertake an evaluation of the financial standing of any company submitting a response to this RFP.
The FCO reserves the right not to evaluate any Variant Proposals or any additional information provided by the Supplier which is not specifically requested by the FCO.
Evaluation criteria
The contract will be awarded on the basis of the `most economically advantageous tender'. The purpose of the evaluation at this stage of the procurement is to select a shortlist of up to 3 Suppliers who will be Invited to Negotiate. The selection will be based on the FCO's judgement of which Suppliers are likely to meet the FCOWeb requirements within the envelope of acceptable risk and affordability. The criteria, which will be used as the basis of evaluation, together with their relative weightings and examples of the factors that will be taken into consideration, are:
Evaluation Criteria |
Weightings |
A. Match with the FCO's requirements, including the degree to which the Supplier's proposed solution and services meet the FCO's requirements. |
75% |
B. Delivery approach, quality and feasibility of the proposed solution and services, including
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C. Commercial terms, including
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25% |
Conditions of this Procurement
Compliance
The Supplier shall comply in every respect with the requirements of this RFP.
Consortia and Lead Supplier
Please note that the FCO will not accept a Proposal from a consortium, partnership or other joint venture arrangement where the contracting body is other than that proposed in your PQQ response.
Validity of Proposals
Proposals shall remain valid for six months from the date your completed RFP responses are to be received.
Variant Proposals
In addition to the submission of a compliant Proposal, you may also submit an alternative Proposal (Variant Proposal) which the FCO, at its sole discretion, may or may not pursue.
Contract Award
You should note that the FCO reserves the right to:
exclude any Supplier who fails to conform with the instructions as set out in this RFP;
abandon the tender process and not award any contract;
make changes to its requirements; and
award more than one contract.
Specialist Advisors
You are required to co-operate fully with FCO's procurement, legal and other advisors, and make available to them any information they require within agreed timescales to discharge their responsibilities to the FCO.
Confidentiality
The information on this RFP is confidential information of the FCO. If you become aware of any disclosure of information provided in confidence to a third party (except those permitted above), you must undertake to:
inform the FCO and provide details of the disclosure; and
provide all reasonable assistance to the FCO, at your own cost, (a) in order to minimise the effect of the disclosure and (b) in respect of any subsequent proceedings.
You must undertake to fully and effectively indemnify the FCO against all and any losses arising from breach of confidence by your staff or those of your subcontractors and any costs and expenses that the FCO may suffer as a consequence.
These conditions also apply to any consortium members and any sub-contractor and advisor consulted by you or your consortium members. It is your responsibility to ensure that any consortium member, sub-contractor and advisor is made aware of the confidential nature of the information received and that there is a duty of confidence to the FCO, and otherwise abides by the terms of these conditions of procurement. Failure to comply with this paragraph may of itself lead to the FCO excluding you from this procurement, in addition to any other remedies it may have.
The obligation of confidence set out herein shall constitute a continuing obligation without limitation as to duration. In the event that your Proposal is unsuccessful, you undertake to return all information provided in confidence to the FCO and to certify the destruction of all data containing information provided in confidence held on any tape, disc or other media.
All information supplied by you to the FCO will similarly be treated in confidence except:
that references may be sought from existing or past clients, or other referees submitted by you;
use of Supplier suggestions and clarification requests may be used by the FCO as part of the procurement; and
for the disclosure of the outcome of the procurement process in the Supplement to the OJEU .
Strategic Context
FCO Web Presence
The FCO's job is to deliver the Government's International Priorities. The FCO's web presence (FCOWeb) is business critical for this. It is a core channel through which we deliver information and services to, and engage, the public in the UK and overseas. It is crucial to enhancing the reputation of the FCO and that of the UK.
FCOWeb currently includes 202 websites including the main FCO website, UKvisas website, i-uk.com portal website and the majority of Embassy and High Commission websites. (A complete list is available at Appendix E). The FCO has other websites including Britainusa.com and Britaus.net which are currently independent of the central platform (further details are available in Appendix E). The main objectives of FCOWeb are to support delivery of the FCO's International Priorities through:
providing accurate engaging and authoritative information on the UK, British foreign policy and the FCO, its overseas missions and partner organisations;
delivering online services for the FCO and its partner organisations including travel advice, passport and visa information;
providing a forum for discussion and encouraging informed debate; and
enhancing the reputation of the UK and the FCO.
Key Target Audiences
The range of our target audiences is wide. At a high level they can be identified as:
the public in the UK;
the public overseas, potential students, immigrants and workers;
travel advice audience including travellers and the travel industry;
the domestic and overseas media;
domestic and overseas business;
foreign governments;
think tanks, foreign policy practitioners, academics;
students and potential employees;
NGOs; and
FCO staff.
FCOWeb In The future
Looking to the future we need to further develop FCOWeb in a very strategic and business focussed way. The new FCOWeb Platform must therefore:
join up all FCO Websites onto a single Platform;
deliver high quality, high performing websites for its users and stakeholders;
be a key communications tool for the FCO;
deliver effective and authoritative online information and services;
provide an effective communications tool during consular crises by providing the public with fast and reliable access to information and services;
portray an image of the FCO and the UK across the globe as leading in innovation, integrity and inclusion (via design; use of technology; and the delivery of engaging, fast, reliable, high quality and up-to-date content);
evolve in line with public expectations, technological capability and the needs of the FCO and HMG; and
be intuitive, user-friendly, flexible and reliable tool for all FCO web editors and publishers.
e-Media Team are the centre of excellence in the FCO for website development and delivery and other digital media. A team of specialists, combining technical, editorial and communications skills, they are responsible for setting the policy on websites and the management, maintenance and development of the FCOWeb Platform. They also take the lead on maintaining the FCO website, the i-uk.com website, supporting and training post webmasters.
The key elements of the new FCOWeb Platform include a new web content management system (WCMS), new designs and information structures for all websites, migration of websites, both on the current platform and from other platforms to the new system, fully managed hosting and support provision 24x7, disaster recovery capability, robust security, full accessibility and usability, fast accurate and reliable search engine, engaging, benefit driven functionality, website development tools, web analytics and training support.
The FCO is looking to work in partnership with a Supplier in the delivery and management of FCOWeb. The FCO's globally distributed FCOWeb Users will be supported editorially by regional centres of excellence, or Hubs, which will be overseen by the e-Media Team in London. FCOWeb will therefore be a truly global system that is used around the clock.
Within this strategic context please answer the following questions.
Questions
Ref |
Description |
Please describe how your solution will help the FCO deliver a world class web presence. (Answers are limited to 1,000 words plus one A4 page of diagrams if required).
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Please describe your approach to working with the FCO, in particular the e-Media Team, to deliver FCOWeb and the benefits it will bring to the FCO and the success of its web presence. (Answers are limited to 1,000 words plus one A4 page of diagrams if required).
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Please describe your vision of how you intend to develop and maintain a robust and long lasting “cultural fit” with the FCO. (Answers are limited to 1,000 words plus one A4 page of diagrams if required).
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Please describe how your solution will make effective use of technology to deliver a world class web presence for the FCO. (Answers are limited to 1,000 words plus one A4 page of diagrams if required).
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Business Requirements
This chapter of the Request for Proposal (RFP) covers the business requirements for FCOWeb. Focussing mainly on the operational use and functionality of the Web Content Management System (WCMS) and FCO Websites. This chapter should be read in conjunction with the Strategic Context (chapter 2) which establishes the high level overview of the FCO's requirements and expectations.
Web Content Management
This section deals with the content lifecycle from content creation to content publication. It is central to the operation of FCOWeb and used by globally distributed content owners, editors and publishers on a daily basis to update their websites.
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The WCMS must be securely accessible via Standard Browsers via the Internet.
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The WCMS and FCO Websites must be accessible via the FCO standard desktop (Firecrest).
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FCOWeb Users must have the ability to access the WCMS remotely and seamlessly update content from various locations including but not limited to home, internet café.
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The WCMS must be accessible without the FCOWeb User being required to install any software.
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The WCMS must enable the FCOWeb Users to author, edit, maintain and publish content on their websites.
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The WCMS must provide in-context WYSIWYG editing in addition to other means of updating content.
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The WCMS must enable Specified FCOWeb Users to directly edit the HTML of a web page via the WCMS.
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The WCMS must generate content in XML format in compliance with e-Gif Guidelines. (http://www.govtalk.gov.uk/schemasstandards/egif_document.asp?docnum=874)
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The WCMS must be able to import files in different Document Formats.
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The WCMS must enable users to personalise/customise their default user interface for the application including but not limited to adding a number of frequently used links/services, links to multiple language versions of sites, inbox of allocated Content Assets.
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The WCMS must only allow FCOWeb Users to view the website or the content they have been given permission to edit or maintain.
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The WCMS must provide FCOWeb Users with user friendly, clear and consistent navigation.
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The WCMS must display upon request a list of Content Assets the FCOWeb User has recently created, edited, viewed or published.
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FCOWeb Users must be able to rejoin a discontinued session after being logged out or disconnected from the WCMS.
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The WCMS must provide simple access to a list of all Content Assets that can be added to a page.
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FCOWeb Users must be able to configure reminders for Content Assets that require regular updates or require action on a specific date or in accordance with defined FCO business rules.
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FCOWeb Users must be able to select a template to use from a list of page templates, which provides information on how those templates can be used.
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The WCMS must automatically generate thumbnails when importing images.
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The WCMS must enable FCOWeb Users to resize and optimise images for the web.
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FCOWeb Users must have the ability to save Content Assets without publishing.
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The WCMS must have the ability to import images from external image libraries.
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The WCMS must enable FCOWeb Users to easily and intuitively view site trees.
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The WCMS must provide an audit trail of changes to Content Assets, including but not limited to FCOWeb User, date and action.
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The WCMS must enable content to be published across multiple pages and websites simply.
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The WCMS must be able to synchronise Content Assets that are published across multiple websites (e.g. a single Content Asset shared across multiple FCO Websites will be refreshed simply).
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The WCMS must be compatible and interoperable with other standard software applications including but not limited to all vendor supported versions of Microsoft Word, Excel, and Acrobat PDF. This includes but is not limited to uploading content to the WCMS and file types available for download by Website Visitors.
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The WCMS must support the W3C Web Accessibility Initiative (WAI) `AA' standard as a minimum.
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The WCMS must enable configurable version control at all stages of the content creation cycle and for all content types including but not limited to websites, pages, images, templates and cascading style sheets (CSS).
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The WCMS must enable mandatory validation processes during content creation and/or publication e.g. accessibility compliance, page size, speed and broken links.
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FCOWeb Users must be able to create content for all FCOWeb Delivery Channels and control how that content is rendered optimally for each of those channels. The WCMS must support the FCOWeb Users in optimising that content.
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FCOWeb Users must be able to create in page links/anchors/indices via the WCMS without recourse to workarounds such as hard coding of links.
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The WCMS must provide the ability for Specified FCOWeb Users to automatically search for broken links across a specified range of sites and/or pages, and inform the content owner that the link is broken.
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The WCMS must enable FCOWeb Users to simply update broken links. For example, an FCOWeb User will correct the link and the WCMS will apply that correction to all instances of that link.
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The WCMS must "clean" content that has been created using other applications including but not limited to Microsoft Word before import into the WCMS. For example, all redundant or non-compliant code will be removed from HTML pages created using Microsoft Word.
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The WCMS must have the ability to alert FCOWeb Users to existing dependencies on Content Assets and prevent those Content Assets from being deleted. Specified FCOWeb Users must be able to override this protection and force deletion of Content Assets.
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FCOWeb Users must be able to securely preview content in-context via a browser.
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Previewed content must not be accessible via external search engines.
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The WCMS must enable the creation of plain language user-friendly URL aliases for dynamically generated and static web pages.
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FCOWeb Users must be able to access the WCMS using specified secure connection methods. The WCMS must deliver the agreed performance levels for each Specified Connection Method.
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The WCMS must enable the development of websites in all FCOWeb Content Languages. Please refer to Appendix
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The WCMS must enable content that exists in multiple language versions to be intelligently linked (e.g. facility to link automatically from a page in one FCOWeb Content Language to the equivalent page in another FCOWeb Content Language).
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The WCMS must automatically update links when FCO Website structures and/or content are updated.
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The WCMS must ensure that navigation is modified in line with changes to the site structure and content.
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The WCMS must enable the easy creation of FCO Websites which can incorporate all of the same templates and Content Assets of other sites.
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The WCMS content input process must facilitate search engine optimisation best practice (e.g. users are prompted to input alt tags, page descriptions, meta tags).
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The WCMS must enable flexible styles between and within websites as well as ensure that styles can be easily shared across pages and sites.
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The WCMS must enable templated areas on web pages to be locked and to be accessed only by Specified FCOWeb Users.
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The WCMS must enable Specified FCOWeb Users to search for usage of a particular Content Asset. For example, to verify which sites and/or FCOWeb Users have used and/or published a Content Asset.
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The WCMS must enable Specified FCOWeb Users to create and/or import predefined and/or customisable website templates that use a combination of Content Assets created in a variety of standard applications including but not limited to Macromedia Dreamweaver, Adobe Fireworks and Microsoft Notepad. Other Specified FCOWeb Users must then have the ability to adapt / modify those templates within set guidelines to tailor content packaging for specific target audiences.
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The WCMS must enable Specified FCOWeb Users to validate templates according to predefined rules.
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The WCMS must enable Specified FCOWeb Users to graphically build templates.
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The WCMS must enable the automatic archival of content according to specified business rules. Specified FCOWeb Users must also be able to manually archive and retrieve content.
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FCOWeb Users must be able to subscribe to, opt out of, and configure system notification alerts including but not limited to publication confirmation, maintenance alerts, notification of content change.
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The WCMS must enable FCOWeb Users to simply update, publish and delete multiple language versions of the same Content Asset.
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The WCMS interfaces must comply with the W3C Web Accessibility Initiative (WAI) `AA' standard as a minimum.
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The WCMS must enable FCOWeb Users to manually select and add related content links when creating content.
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FCOWeb Users must be able to create and publish an events calendar, which can be easily updated and is fully searchable.
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The WCMS must effectively support a multi-user content creation and management environment. For example, only one FCOWeb User at a time can edit the same Content Asset, whereas multiple FCOWeb Users can simultaneously work on the same website.
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The WCMS must provide a highly flexible and configurable workflow process to meet FCO business requirements. These include but are not limited to parallel, sequential and loop-back workflow processes and priority based processes.
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The WCMS must enable non-technical Specified FCOWeb Users to create and manage workflow processes through a user friendly interface. These Specified FCOWeb Users will be located across the globe and will administer the workflow for agreed groups of Websites and/or locations and/or FCOWeb Users.
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The WCMS must enable non-technical Specified FCOWeb Users to configure notifications to various roles/individuals some of whom will not be FCOWeb Users.
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The WCMS must enable Specified FCOWeb Users to alter or override workflow dependencies to meet real-time needs (e.g. re-route workflow tasks).
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The WCMS must enable FCOWeb Users to assign workflow to classes of Content Assets as well as roles and individuals.
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The WCMS must allow Specified FCOWeb Users to change approved Content Assets that have been approved via a workflow process without going through the full approval cycle. The original approvers of the Content Asset must be notified that the change has occurred.
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The WCMS must enable FCOWeb Users to review, approve and action Content Assets including but not limited to text, images, style sheets, and templates.
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Desirable Requirements
Ref |
Description |
Compliant (Y/N) |
FCOWeb Users must be able to edit Content Assets offline and synchronise those Content Assets with the WCMS.
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FCOWeb Users should be able to identify which Content Assets are being updated and by which FCOWeb Users in real time.
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The WCMS interface should support floating windows (i.e. ability to move/dock interface components) and these windows should be resizable.
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The WCMS should enable FCOWeb Users to `drag & drop' Content Assets into the FCOWeb Platform (e.g. documents, images).
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Specified FCOWeb Users should be able to create wizards or walkthroughs to guide FCOWeb Users through tasks and make them available for FCO Web Users.
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The WCMS interface should intelligently adapt to reflect FCOWeb Users navigation across the websites they manage. For example, if the FCOWeb User searches for and selects a particular page, the FCOWeb Platform user interface will automatically adjust to reflect that pages position within a hierarchy.
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The WCMS should enable simple image upload, optimisation and placement. For example, an image imported from the desktop will be automatically verified for copyright, or the FCOWeb User will be prompted to enter copyright information, the FCOWeb User is then prompted for alt text and the Content Asset is entered into the WCMS and placed on the page.
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The WCMS should facilitate Specified FCOWeb Users to manage and enforce the FCOWeb policy on naming conventions for Content Assets and directories.
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The WCMS should enable FCOWeb Users to quickly and easily group Content Assets together for publication to the web. |
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The WCMS should enable the user to link all FCO Web Content Language versions of Content Assets and prompt the user on modifying one of these versions to update all linked versions. |
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The WCMS should provide FCOWeb Users the capability to spell-check content in all FCOWeb Content Languages. |
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Questions
Ref |
Description |
How will you ensure the WCMS meets W3C Web Content Accessibility Guidelines? |
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How will your solution implement a personalised experience for FCOWeb Users? |
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How will your solution support FCOWeb Users, some of whose native language is not English, in management of content in different FCOWeb Content Languages? |
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How will your solution deliver efficient content-sharing across multiple websites and multiple FCOWeb Content Languages? |
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How will your solution enable Specified FCOWeb Users to effectively create and manage templates and FCOWeb Users to efficiently use those templates? |
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How will your solution deliver flexible and easily configurable workflow? |
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How will your solution deliver efficient and high-performance remote working for the globally disparate FCOWeb Users? Please ensure your answer includes but is not limited to:
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How will your solution implement Digital Asset Management? |
Content Presentation and delivery
This section outlines the presentation and delivery of content over FCOWeb Delivery Channels. FCOWeb has key requirements in this area, particularly around the look and feel of content and linguistic variations and the delivery of information and services globally.
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
FCOWeb must deliver content in line with Government Guidelines for Government Websites and eGif guidelines:
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The presentation of content (i.e. layout and look and feel) on all FCO websites must be separated from content itself to enable the easy implementation of new methods of content presentation.
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FCOWeb must render all content correctly and consistently in line with design specifications in Standard Browsers.
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FCOWeb must effectively render content to FCOWeb Delivery Channels in the most appropriate format e.g. low graphics version for access via mobile devices.
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FCOWeb must be able to correctly display content in all FCOWeb Content Languages (see Appendix D) and layouts including but not limited to right to left display for Arabic and Farsi scripts.
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FCOWeb must provide the ability for all FCO Websites delivered to the end user to comply with the W3C Web Accessibility Initiative (WAI) `AA' standard as a minimum.
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FCOWeb Users must be able to control the visual presentation of content on all FCO Websites. This may include but not be limited to use of templates and/or Cascading Style Sheets (CSS).
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FCOWeb must enable different FCO Websites to offer different levels of functionality/access to Website Visitors in accordance with the capability of their method of access. For example Website Visitors with minimal bandwidth.
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FCOWeb must enable the creation of automatically generated emails in line with specified, fully customizable templates.
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FCOWeb must enable all FCO Website pages to be composed of multiple elements with different attributes. These are expected to include but not be limited to banners, navigation, dynamic menus and indexes, hyperlinks to other websites, links to other pages within the site, images, dynamic content, and interactive functionality.
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FCOWeb must enable Specified FCOWeb Users to configure the Cache Time of Content Assets, including but not limited to pages, content items, images, and navigational elements.
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FCOWeb must ensure that all Content Assets published will immediately supersede out of date Content Assets and be immediately available in the channels and/or Websites to which it has been published.
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FCOWeb should ensure that Content Assets can be published to multiple delivery channels at specified times for each environment e.g. Displayed on the website on Monday, via email alerts on Tuesday morning.
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FCOWeb must ensure that Content Assets are directly published in accordance with agreed performance levels.
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FCOWeb must enable Specified FCOWeb Users to publish/un-publish Content Assets in bulk.
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FCOWeb must enable FCOWeb Users to simply publish/un-publish Content Assets to one or many locations within a single site or to multiple websites.
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FCOWeb must enable FCOWeb Users to schedule Content publication on a specific date and time and recall Content once it has been scheduled for publication.
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The WCMS must provide configurable notifications for Content Publishing. For example, to inform Content Publishers if the publication of a Content Asset fails, or email notifications to a non FCOWeb Platform User that a Content Asset has been published.
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FCOWeb Users must be able to specify the delivery channels to which content can be published (e.g. websites, handheld devices, RSS, SMS, email alerts).
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The WCMS must enable FCOWeb Users to publish versions of a Content Asset to multiple web pages, either on the same website or to different websites (e.g. for different audiences, languages, summary or full version of the content item).
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The WCMS must enable FCOWeb Users to assign sections on a page that are automatically (dynamically) updated from internal and external sources.
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The WCMS must enable FCOWeb Users to configure the dynamic display of related content links on websites (e.g. related news, speeches).
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The WCMS must enable the live prioritisation of content within each site - automatically promote content (via features or menu structures) that is most popular / most sought after (e.g. the most read sections/pages today).
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The WCMS must enable FCOWeb Users to compare Content Assets with previous versions and rollback to any previous version of an Object and make this current. (e.g. rollback to a previous version of content).
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The WCMS must enable FCOWeb Users to apply version control to various levels of hierarchy. (e.g. website, complete branch or Content Asset).
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The WCMS must enable Specified FCOWeb Users to identify who has changed what and when.
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The WCMS must ensure that Content Assets are published without the ability for Website Visitors view tracked changes.
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Questions
Ref |
Description |
How will your solution ensure the effective and manageable separation of content and presentation?
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How will your solution ensure the effective presentation of multilingual content across different FCOWeb Delivery Channels?
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How will your solution enable FCOWeb Users to offer different levels of functionality for Website Visitors? |
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How will your solution enable FCOWeb Users to create Campaign and/or micro-sites that have different navigation structures and/or look and feel to other FCO Websites?
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How will your solution ensure that all FCO Websites achieve W3C AA Accessibility standard as a minimum? |
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How will your solution enable FCOWeb Users to publish Content Assets to the FCOWeb Delivery Channels?
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How will your solution ensure that content delivered to FCOWeb Delivery Channels complies with W3C Web Accessibility Initiative (WAI) `AA' standard as a minimum?
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How will your solution deliver version control of all Content Assets and how will roll-back be supported? Please ensure you describe how your solution will enable Specified FCOWeb Users to view a specific web page as it was published at a specified date and time in the past.
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Interactive Functionality
The interactive functionality available on the FCOWeb Platform will enable the FCO to deliver its leading edge web presence and to meet the expectations of its Website Visitors. Across the globe, expectations of Website Visitors vary greatly and it is fundamental to the FCO that the FCOWeb Platform caters for the highest common denominator.
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The FCO Web Platform must incorporate elements of interactive functionality including but not limited to interactive forms, forums, email alerts and RSS feeds. |
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The FCOWeb Platform must incorporate functionality for Specified FCOWeb Users to create, manage and update all elements of interactive functionality on all websites through user-friendly interfaces.
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All interactive functionality must be available for use across all websites on FCOWeb by all FCOWeb Users.
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The FCOWeb Platform must incorporate e-Postcards functionality: Website Visitors can select an image, edit text, preview and send e-Postcards to an email address.
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The FCOWeb Platform must incorporate competitions, quizzes and polls functionality.
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The FCOWeb Platform must enable Website Visitors to subscribe to particular areas of interest and receive personalised content in multiple formats including but not limited to email alerts, newsletters and SMS alerts. Specified FCOWeb Users must be able to analyse this subscription information to support explicit customisation of information in line with subscriber interests and preferences.
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Website Visitors must be able to opt in and opt out of subscriptions, specify preferences, change passwords and otherwise manage their profiles online.
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The FCOWeb Platform must enable the validation of Website Visitor subscriptions.
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The FCOWeb Platform must enable Specified FCOWeb Users to select content to be distributed in multiple formats when it is published, in line with interests subscribed to by Website Visitors.
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The FCOWeb Platform must enable Website Visitors to subscribe to e-newsletters to be delivered to key target audiences. Newsletters will be personalised for the recipient.
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The FCOWeb Platform must dynamically generate and deliver personalised e-mail content updates based on Website Visitor preferences. These emails will contain links back to content published on the websites.
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The FCOWeb Platform must incorporate RSS functionality to push out feeds from FCO websites and allow Website Visitors to subscribe to the service specified by theme.
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The FCOWeb Platform must incorporate pod casting functionality.
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All subscription services and / or collection of personal data from Website Visitors (i.e. Cookies) must comply with the relevant legislation such as the Data Protection Act and Government Guidelines on online marketing activity.
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The FCOWeb Platform must incorporate functionality to receive aggregated content from internal and external sources including but not limited to RSS feeds in various forms including headlines and news tickers.
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The FCOWeb Platform must incorporate functionality to push syndicated content to sites outside of the FCOWeb Platform. Where content is syndicated it must be updated in all instances simultaneously.
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The FCOWeb Platform must incorporate functionality for Specified FCOWeb Users to create, manage and update dynamic interactive forms, including but not limited to surveys, questionnaires, feedback forms, via a user-friendly interface. These forms must be validated in line with best practice
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The FCOWeb Platform must incorporate an “Email this to a Friend” option.
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The FCOWeb Platform must provide the ability for Specified FCOWeb Users to create, manage and update interactive maps or image maps.
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The FCOWeb Platform must provide the functionality to support live multimedia content streaming across all FCO Websites.
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The FCOWeb Platform must incorporate functionality for Specified FCOWeb Users to set up, manage and administer secure site areas (extranets). This includes but is not limited to creation, deletion and removal of pages; together with granting and removing access to secure areas. Access to these areas must be encrypted, controlled with password protection and must not be indexed or accessed by unauthorised search engines.
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The FCOWeb Platform must be capable of integrating with transactional web services (such as the Government Gateway).
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The FCOWeb Platform must incorporate functionality for Specified FCOWeb Users to set up, manage and administer both moderated and un-moderated discussion forums.
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Feedback mechanisms used in interactive forms must not be visible to Website Visitors.
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The FCOWeb Platform must enable online interaction between FCOWeb Users (e.g. live chats).
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All functionality which requires the Website Visitor to login must be delivered via a secure connection.
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The FCOWeb Platform must support the creation and management of weblogs.
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The FCOWeb Platform must enable the display of interactive games and animation.
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The FCOWeb Platform must provide FCOWeb Users with the ability to collate, interrogate and view responses to form submissions.
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FCOWeb Users must be provided with an intuitive method of creating surveys that includes the ability to use pre-defined formats, layout and logic.
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The FCOWeb Platform must include dynamic functionality including but not limited to dynamically-generated events calendars, news index pages, a-z menus, site maps.
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All FCO websites must display a dynamically-generated page breadcrumb trail to aid Website Visitor navigation.
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The FCOWeb Platform must have the ability to trigger auto-responder emails based on certain events such as a customer inquiry.
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The FCOWeb Platform must automatically generate a printable version of each page when requested by Website Visitors.
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The FCOWeb Platform must incorporate campaign management functionality which will include but not be limited to posting job ads and managing responses, managing email marketing campaigns.
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The FCOWeb Platform must enable the creation and management of Macromedia Flash animations.
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The FCOWeb Platform must enable Specified FCOWeb Users to bulk import contacts lists.
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Desirable Requirements
Ref |
Description |
Compliant (Y/N) |
The FCOWeb Platform should have the ability to capture survey results in near real-time online.
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The FCOWeb Platform should have the ability to create and embed surveys in emails to capture additional public user opinions/preferences.
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Specified FCOWeb Users should have the ability to interact in real time with other FCOWeb Users (e.g. live chat).
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The FCOWeb Platform should support implicit customisation i.e. generate specific content links based on how an anonymous visitor has browsed the site for that particular session.
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The FCOWeb Platform should provide intelligent forms for Website Visitors that remember where users left off.
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The FCOWeb Platform should incorporate functionality to enable FCOWeb Users to create and manage and track the success of banner ad campaigns.
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The FCOWeb Platform should have the ability to integrate with a mobile data services including but not limited to QR (Quick Response) system (i.e. a code read by mobile instead of URL on-screen or printed).
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Questions
Ref |
Description |
The FCO is keen to include a broad range of interactive functionality. Please describe the interactive functionality included in your solution and how it will support the delivery of business benefits for the FCO, including any functionality not referred to above, and how your solution will ensure that the FCO is able to use new web technologies as they arise in the future.
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How will your solution ensure that all elements of interactive functionality available on FCOWeb are easily configured, managed and meet the FCO's high performance expectations?
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How will your solution deliver the Website Visitor subscription process?
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Metadata and Taxonomy
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
FCOWeb must comply with e-Government Metadata Standards v 3.1, UK e-GIF/TSC, Government Category List (GCL), or in future the Integrated Public Sector Vocabulary (IPSV).
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FCOWeb must enable Specified FCOWeb Users to maintain, import, combine and administer metadata schemas.
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FCOWeb must enable FCOWeb Users to make bulk changes to metadata and have those changes reflected across the whole FCOWeb Platform.
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FCOWeb must automatically pre-populate metadata fields using standard or customised metadata schemas, which FCOWeb Users can override with their own items.
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FCOWeb must enforce population of compulsory metadata fields when creating content.
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FCOWeb must enable FCOWeb Users to query and retrieve metadata.
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FCOWeb must automatically index metadata, generate keywords and generate full-text indexing.
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FCOWeb must enable FCOWeb Users to assign metadata in their own FCOWeb Content Language.
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FCOWeb must enable FCOWeb Users to view a list of the top (n) Metadata terms used in the vocabulary.
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Questions
Ref |
Description |
Please describe how an FCOWeb User will assign metadata to Content Assets, using a real world content publishing scenario.
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Please describe how your solution will enable Specified FCOWeb Users to manage Metadata and Taxonomies in an efficient, user friendly way.
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Reporting
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The FCOWeb Platform must incorporate comprehensive, web analytics reporting tools which provide real-time information on website traffic and visitors including traffic to other delivery channels.
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All analytics and reporting tools must require minimal maintenance by the FCO.
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The FCOWeb Platform must enable the integration of key word and key term analysis with web analytics e.g. see which keywords are being searched by public users.
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The FCOWeb Platform must incorporate reporting tools which provide comprehensive information on WCMS activity including but not limited to frequency of FCOWeb User logins, how often pages are updated, date of last update, Platform logins etc.
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The FCOWeb Platform must enable Specified FCOWeb Users to generate ad-hoc custom reports (such as filtered, trend, cross tab) on Website Visitor traffic to FCO Websites.
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The FCOWeb Platform must provide custom path summaries.
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The FCOWeb Platform must enable FCOWeb Users to track Website Visitors anonymously through a multi-step procedure, even if the progression occurs across multiple visits.
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The FCOWeb Platform must deliver a user-friendly reporting interface that allows the grouping of any web stats reports into a single screen dashboard for a quick view of any Key Performance Indicators (KPIs). That dashboard should present information that is relevant to the user viewing it.
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Desirable Requirements
Ref |
Description |
Compliant (Y/N) |
The FCOWeb Platform should enable FCOWeb Users to show statistics for a website managed by an FCOWeb User on their personalised FCOWeb Platform user interface.
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The FCOWeb Platform should enable FCOWeb Users to measure the use/effectiveness of each key word and key term search queries entered by a user in searching the website.
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The FCOWeb Platform should enable Specified FCOWeb Users to export reporting information in a format that can be imported into Standard databases for further analysis.
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Questions
Ref |
Description |
How will your solution deliver simple intuitive reporting for FCOWeb Users with Specified FCOWeb Users having the flexibility to create ad-hoc reports? These reports will include but not be limited to: reports based on same day information, reports across time periods and reports across specific sections of websites. Please provide sample standard reports (not included in the word limit for this answer).
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Please describe how your solution will provide a reporting tool that meets the FCO's requirements and will help support future FCOWeb Platform development.
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How will your solution ensure the overhead of management reporting is minimised whilst ensuring the validity and consistency of information?
|
Search
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The FCOWeb Search Engine must incorporate advanced intelligent search functionality for both FCOWeb Users as part of the WCMS and Website Visitors as part of the FCO Websites that include but are not limited to: keyword search, topic categorisation and matching.
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The FCOWeb Search Engine must be configurable to search across one or more related FCO Websites. E.g. If searching from the FCO website, results from UKvisas would also be displayed in the results.
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The FCOWeb Search Engine must be configurable to display ranked results based on but not limited to relevance and date.
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The FCOWeb Search Engine must highlight matching words in the search results.
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The FCOWeb Search Engine must enable Website Visitors to perform either a simple or advanced search from the same screen.
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The FCOWeb Search Engine must provide search filtering options to Website Visitors.
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The FCOWeb Search Engine must enable Website Visitors to search by category.
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The FCOWeb Search Engine must enable Website Visitors and FCOWeb Users to search all Content Assets by specified ranges including but not limited to website, region, user, Content type.
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The WCMS Search Engine must display results with specific attributes including but not limited to thumbnails, published date, modified date, link status, dependencies.
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The WCMS search engine must enable Website Visitors and FCOWeb Users to sort content types by attributes (e.g. date, last modified, thumbnails).
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The FCOWeb Search Engine must enable Specified FCOWeb Users to control how results are displayed to include but not be limited to displaying the title, date, url, abstract.
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The FCOWeb Platform must enable FCOWeb Users to control the discoverability of content Content Assets by external search engines including but not limited to content in secure areas excluded from search, embargoed documents are not available until they have been released.
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The FCOWeb Platform must support automatic indexing, keyword generation, and full-text indexing.
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The FCOWeb Search Engine must ensure that all deleted content is removed from the search index and removed from the live web servers immediately.
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The FCOWeb search engine must support indexing of multiple content types including but not limited to text, images, and common attachments (e.g. Microsoft Office, Adobe PDF).
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The FCOWeb search engine must support the separate indexing of Content Assets for each supported website.
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The FCOWeb search engine must support the use of Boolean operators (and, or, not) and proximity operators (near, with) to refine searches and accept phrases for full-text searches.
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The FCOWeb search engine must support the ability for Specified FCOWeb Users to define search scope; i.e. to render searches site specific or limited to specified sites.
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Desirable Requirements
Ref |
Description |
Compliant (Y/N) |
The FCOWeb search engine should enable Website Visitors to save search results in a session.
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The FCOWeb search engine should enable Website Visitors to search by one set of attributes and display by another e.g. search for articles written by an author and display article by submission date in the results.
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The FCOWeb search engine should incorporate an autosuggest function for keyword searches by Website Visitors and FCOWeb Users.
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The FCOWeb search engine should enable FCOWeb Users to develop Platform searches and share those searches (results and search construction) with other FCOWeb Users.
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|
Questions
Ref |
Description |
How will your solution deliver effective and accurate searching for both FCOWeb Users and Website Visitors?
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How will your solution ensure that newly published information is readily available for both Website Visitors and FCOWeb Users, and deleted information is efficiently removed?
|
Website and User Administration
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The FCOWeb Platform must require all FCOWeb Users to be individually authenticated prior to accessing the FCOWeb Platform.
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Specified FCOWeb Users must be able to efficiently manage FCOWeb User administration without recourse to technical support.
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The FCOWeb Platform must enable Specified FCOWeb Users to simply create and administer websites given the following scenarios:
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The FCOWeb Platform must provide Specified FCOWeb Users with a development environment within which new functionality can be developed and tested. |
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FCOWeb Users must be able to simply access multiple sites that use multiple FCOWeb Content Languages. For example, an FCOWeb User will be able to access all sites to which they have access from a single location or interface and with a single sign on.
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Specified FCOWeb Users must be able to manage permissions remotely.
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The FCOWeb Platform must enable Specified FCOWeb Users to manage multiple websites (e.g. a Specified FCOWeb User may manage 300+ websites).
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The FCOWeb Platform must enable FCOWeb User permissions to be managed by Specified FCOWeb Users across all Content Assets including but not limited to: templates, text, images, processes and repositories (e.g. for individuals, groups of users, individual files, directories or sites).
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The FCOWeb Platform must enable Specified FCOWeb Users to securely manage site permissions remotely.
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The FCOWeb Platform must enable Specified FCOWeb Users to configure content management permissions at multiple levels e.g. categories of content across sites. For example, a Specified FCOWeb User may have permissions to edit all visa-related information across multiple sites.
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The FCOWeb Platform must enable FCOWeb Users to have multiple roles each of which has different levels of access within the FCOWeb Platform. For example, a Specified FCOWeb User may be an editor on one site and a publisher on another site.
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The FCOWeb Platform must enable language level permissions for the same Content Assets (e.g. a Platform User can have edit permission for all French articles on a site).
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The FCOWeb Platform must enable Specified FCOWeb Users to grant or withhold specific permissions based on role, type of content and other criteria.
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The FCOWeb Platform must enable Specified FCOWeb Users to centrally manage domains, administer email records and assign site URLs.
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Questions
Ref |
Description |
How will your solution deliver Domain administration capabilities for Specified FCOWeb Users?
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How will your solution ensure that Specified FCOWeb Users have access to comprehensive audit trails and audit reporting that does not impact operational Platform performance?
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How will your solution enable Specified FCOWeb Users to efficiently manage FCOWeb Users and their permissions without recourse to technical support?
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How will your solution enable FCOWeb Users to efficiently create new sites, particularly sites that require multiple FCOWeb Content Languages and layouts and cleanly retire redundant sites?
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Web Design
The scope of this requirement is to redesign in entirety the FCO Web Presence, develop an Information Architecture (IA) and web design guidelines and to promote the newly launched sites. A list of all current URLS is available at Appendix E.
Requirements - Web Design and Information Architecture
Ref |
Description |
Compliant (Y/N) |
The Supplier must deliver an Information Architecture and website designs for FCOWeb.
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The Supplier must engage with key target audiences and FCO stakeholders in the development of website designs and IA. |
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All websites must be developed and designed as key communications and public diplomacy tools for the FCO. |
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The website designs and IA must meet the FCO's online communications needs for the next 5 to 7 years. |
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The website designs must reflect an appropriate image of both the Foreign & Commonwealth Office and the United Kingdom. |
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The website designs and IA must be user-focused to meet the needs of FCO key target audiences in the UK and overseas. |
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The website designs and IA must incorporate easy-to-use navigation and enjoyable creative presentation. |
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The website designs must be modern, dynamic, innovative and engaging to create a positive experience for the user. |
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The website designs and IA must support the aims, objectives and International Priorities of the FCO. |
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The website designs must incorporate consistent branding which can be applied to all websites and is simple to update centrally. |
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The website designs and IA must be fully usable and accessible, including compliance with W3C accessibility guidelines as a minimum. |
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The website designs and IA must be easy to implement in line with the chosen WCMS product. |
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The website designs must be in-line with FCO requirements for optimum levels of performance and download speed. |
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The website designs must be easy to implement in line with FCO Business Requirements to include dynamic functionality. |
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The website designs and IA must allow tiering of content and functionality to cater for different target audiences. |
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The website designs must incorporate presentation for multiple delivery channels including but not limited to mobile devices, RSS feeds. |
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The website designs and IA must be flexible to incorporate and cater for new content, dynamic functionality and new websites. |
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The website designs must be adaptable to enable Specified FCOWeb Users to create new templates and replace existing ones while retaining common branding yet within set guidelines. |
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The website designs and IA must be flexible to present content in an intuitive way for native speakers of all FCOWeb Content Languages. |
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The IA must be based on existing content published as part of the FCO Web Presence (please see the list in Appendix E). |
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The IA must reflect wide and shallow high level content breadth and depth, with some deeper level content being narrow and deep. |
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The IA must cater for both episodic and journey Website Visitor engagement. |
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All sites must be linked to from the main FCO Website in an intuitive way. |
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The IA must be scalable, to allow FCO webmasters to develop deeper and wider content as and when needed. |
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The Supplier must provide agreed design guidelines to which all FCO Websites must adhere. |
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The Supplier must provide a marketing and promotion strategy for the new FCO Websites. |
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Questions
Ref |
Description |
How will your designs for the FCO Web Presence ensure the right balance between consistency of look and feel and flexibility to meet the needs of a very wide target audience? |
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How do you propose to engage with key FCO stakeholders to develop designs that meet FCO business and user requirements? |
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How will you ensure that your designs will meet guidelines on usability and accessibility? |
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How will you ensure that your designs meet the FCO's requirements for optimum levels of performance and page download speed? |
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How will your designs position FCOWeb as the main authoritative source of information on foreign policy, consular and travel information, visa information and the work and services of the Foreign & Commonwealth Office (FCO), including overseas Posts. |
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How do you propose that the FCO should market the new FCO Websites? |
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Please demonstrate how your design will contribute to the FCOWeb as a core communication tool for the FCO. |
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Please describe how you propose to structure the FCOWeb with particular focus on the content currently on the main FCO Website, Overseas Post websites, UKvisas and the i-uk.com portal website also explaining how these would intuitively link together. |
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Please describe how you will work with the main FCO stakeholders to ensure that all business needs are met by both the creative and IA products. |
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The FCOWeb Presence must be developed in consultation with the FCO's key target audiences and internal stakeholders to test the chosen creative and IA. Please describe how you propose to do this. |
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Please explain / describe other ideas you have for how the content and IA can be further developed to increase Website Visitor numbers. |
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Please describe how you will ensure that the website designs and IA will meet user needs? |
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How will you ensure the FCO Websites are easy to use? |
Technical and Security
Technical
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The FCOWeb Platform must provide specified FCOWeb Users with the capability to develop and deploy additional FCOWeb Platform Components using industry standard tools and methods such as J2EE and .Net.
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The FCOWeb Platform must support Standard Messaging Protocols, including but not limited to SMTP and MIME.
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All Content Assets on the FCOWeb Platform must be updated immediately so that new versions are published to avoid Website Visitors viewing out-of-date information regardless of FCOWeb Delivery Channel.
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The Supplier must ensure that the FCOWeb Platform is not adversely affected by the requirements or actions of other clients hosted in the same environment.
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The FCOWeb Platform Infrastructure must enable both secure and insecure FTP for Website Visitors and Specified FCOWeb Users (e.g. secure for FCOWeb User logon and transfer, insecure for providing anonymous FTP downloads for Website Visitors).
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The FCOWeb Platform Infrastructure must have the ability to increase / decrease capacity in accordance with demand and maintaining agreed levels of performance.
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The Supplier must ensure that the physical expansibility of all locations within their solution does not affect the FCOWeb Platform performing in accordance with agreed specifications
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The FCOWeb Platform must have the ability to effectively manage Website Visitor Sessions in line with Government Guidelines for UK Government Websites.
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The FCOWeb Platform must have the capability to archive websites and sections of websites, providing easy access and retained for a period of time to be specified by the FCO. |
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Questions
Ref |
Description
|
Please provide a description of your solution that includes
(The answer to this question is limited to 1,000 words. ) |
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How have you have ensured that your solution will efficiently meet all agreed Service Levels? |
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Please specify any components of your solution that require distribution to the FCOWeb Users desktop. Where different levels of functionality are achieved by the use of these components, please state:
For those components of your solution that require distribution to the FCOWeb Users desktop, please describe approach to managing and administering those components and specify any configuration requirements and/or known conflicts with other Industry Standard Desktop Applications and Operating Systems.
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Please provide your bandwidth expectations and associated assumptions for minimum, average and maximum functionality usage. These should include but not be limited to the perspectives of FCOWeb Users and Website Visitors.
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Traffic to the current FCOWeb platform web servers has increased by an average 25% year on year over the past 5 years and is predicted to continue the same upward trend. Please describe how your solution will meet a continuation of this trend over the next 5 years and be flexible to adapt to unexpected growth in demand. This description should include but not be limited to any threshold values and associated changes to the solution.
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Please describe how your solution will increase or decrease capacity and performance in accordance with rapidly changing demand peaks and troughs. Please indicate the level of automation and manual intervention required.
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Please describe your approach to delivering functionality not catered for by off the shelf packages.
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Please describe your approach to assuring data integrity within your solution and preventing unauthorised modification.
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Please describe your proposed approach to FCOWeb Platform archival. |
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What Protocols and Ports are required for FCOWeb User interaction with your solution?
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How will your solution adapt to implement future technology advances?
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Please describe your approach to technology refresh.
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Security
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The Solution must be compliant with Government Standards including BS7799, ISO 27001 and those referred to on www.cesg.gov.uk, www.niscc.gov.uk http://www.govtalk.gov.uk/interoperability/egif.asp.
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The Supplier must provide an Accreditation Document Set drawn up by a CLAS consultant to confirm the compliance of their solution. (This Accreditation will be sought at the appropriate point in time).
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The FCOWeb Platform Infrastructure must be located within FCO security approved countries. All event logs and system logs must be copied back live to the UK from foreign hosted sites and analysed.
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Software development must be managed from within the UK.
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The FCOWeb Platform must have a mechanism in place to ensure that any unauthorised access to the system is prevented. |
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Specified FCOWeb Users must have secure remote access to the FCOWeb Platform and be securely authenticated when accessing the FCOWeb Platform.
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The FCOWeb Platform must provide a simple process for Specified FCOWeb Users to manage and maintain all FCOWeb Users and Subscribed Website Visitors and their associated privileges.
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The FCOWeb Platform must hold an audit trail of key FCOWeb User actions. For example, logon attempts, failed logon attempts and changes. All audit data must be made readily accessible to the FCO and Specified FCOWeb Users must be able to access and interrogate all Platform audit logs. The solution must provide for automation of intelligently analysing these logs. The actions to be audited will be agreed at a later procurement stage.
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The FCOWeb Platform must include automatic identification and reporting of anomalous activity on the Platform. |
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The Supplier must ensure that change control processes evaluate the security implications of all changes.
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A system must be in place to ensure Security Patches and antivirus protection are applied and updated in a timely manner. Agreed corrective action(s) in response to identified FCOWeb Platform security weaknesses or changed threats or circumstances must be implemented.
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The Supplier must conduct periodic review of the assurance and the effectiveness of the Platform security countermeasures in conjunction with the CESG, Cabinet Office and FCO guidelines.
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The WCMS must prevent FCOWeb Users introducing viruses into the FCOWeb Platform.
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The Supplier must work with representatives of the FCO to conduct Security testing of the Platform; and provide resources as reasonably requested to assist with those tests.
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Questions
Ref |
Description |
Please describe how your solution will have appropriate measures in place to stop malicious changes to web content and be able to detect when such events have occurred, restoring the content to its original state quickly and without loss of service.
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How will your solution ensure that:
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Please describe how specified FCOWeb Users will be able to securely access the FCOWeb Platform from remote locations to do multiple tasks. These tasks should include but not be limited to everyday updates and administrative tasks such as user administration.
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Please describe how your solution will provide secure authentication of:
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Implementation Services
Project Management
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The Supplier must provide curricula vitae for all proposed project team members, detailing relevant experience and suitability for their proposed roles and responsibilities. |
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The Supplier must agree that any personnel substitution will be at the discretion of the FCO and will only be allowed if the right level of expertise and experience are retained. |
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The Supplier must adopt PRINCE2 or comparable project management methodology.
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Questions
Ref |
Description |
Please describe your project management methodology and where different, how that maps against PRINCE2. |
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Please provide details of your approach and implementation strategy highlighting best practice methods/standards that will be used for the implementation of this project including but not limited to:
(Please limit your answer to 1,000 words.) |
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Please give details of your project implementation plan and how it will enable the project to be successfully delivered. The information you provide should include but not be limited to the following:
(Please limit your answer to 1,000 words.) |
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Please provide details of any additional tools or techniques that would be used to manage and deliver project milestones successfully, to time and to budget. |
Delivery and Migration
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The Supplier must be responsible for the delivery, installation, implementation and configuration of Components required to deliver the FCO's requirements. |
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The Supplier must deliver the project deliverables in line with agreed milestones: the FCOWeb Platform must be accepted by the FCO by September 2007 rollout and migration of all existing websites complete by February 2008 and independent websites must be migrated to the Platform by September 2008 (see Appendix E).
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Questions
Ref |
Description |
Please provide details of key lessons learned from other similar projects in which you have been the prime contractor and recommendations for successfully implementing this type of project. |
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Please provide details of how you have carried out `skills transfer' in the implementation of similar projects. |
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Please describe your approach to product development and integration, including the related tools and techniques proposed to deliver the solution. |
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Please state how you would assist in the management of business change throughout the organisation to move those staff affected towards best practice use of FCOWeb and associated procedures. |
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Please give details of your approach towards delivering benefits associated with the solution to the FCO. |
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Please indicate any additional specific tasks and services that you feel are necessary for the successful implementation of this project. |
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Please describe your approach to managing subcontractors and describe how it will support the implementation of FCOWeb if relevant. |
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Please describe your approach to working with incumbent suppliers. |
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Please provide details of your methodology, approach and method of migrating content and users from the current to the new FCOWeb Platform. |
Acceptance Testing
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The new FCOWeb Platform must be fully tested by both the Supplier and chosen representatives from the FCO and meet agreed levels of satisfaction prior to acceptance by the FCO. |
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The Supplier must develop suitable test scripts, which will ensure the deliverables meet with FCO requirements, and agreed acceptance criteria. |
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6.3.1 Questions
Ref |
Description |
Please describe your test strategy and approach stating any methods used, that are suited to this type of implementation. |
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Please describe any testing tools and techniques that will be used. |
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Please state how any faults (non-conformances with the specification) discovered during the acceptance tests will be corrected. |
Training
6.3.1 Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
FCOWeb must enable Specified FCOWeb Users to deliver training via multiple channels including but not limited to: e-learning, collaborative methods and other virtual methods.
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FCOWeb must incorporate training environments that accurately reflect the live working environment.
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The Supplier must train a number of Specified FCOWeb Users and provide FCOWeb Platform training materials and User Guides.
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The FCOWeb Platform must incorporate context sensitive and editable online help guides in FCOWeb Languages.
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The testing environment(s) must exactly replicate the live environments as far as is reasonably possible. |
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Questions
Ref |
Description |
Please describe your training strategy and approach stating any methods used, that are suited to this type of implementation. |
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Please provide details of the courses you provide to support this type of project including details of any `train the trainer' courses. |
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How are you proposing to support the e-Media Team in delivering comprehensive training to FCOWeb Users? Please ensure your response includes, but is not limited to the administration of on-line skills tests and assisting new FCOWeb Users to rapidly get up to speed on the FCOWeb Platform.
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Please provide details of training material including any online courses that will be used for training purposes. |
Hosting and Service Management
When responding to requirements or questions within the hosting and service management chapter of this RFP, Suppliers should refer to the diagram below which indicates the likely interaction between FCOWeb Users and service organisations.
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The Supplier must provide fully ITIL compliant Service Management.
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The Supplier must provide Specified FCOWeb Users with timely access to all configuration management information.
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The Supplier must monitor customer satisfaction; manage the delivery and collation of customer satisfaction surveys, metrics and reports; and deliver continual service improvements.
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The Supplier must facilitate operational review meetings monthly or more frequently if required, to review operational progress reports and service delivery issues.
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The Supplier must provide a dedicated Helpdesk for the FCOWeb Platform that is operational 24x7 and accessible via multiple channels including but not limited to: telephone, e-mail, Web and self service.
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The Supplier must ensure that, over the course of a calendar month, [100%] of all calls are receipted and logged by a helpdesk representative within [60] seconds of call transfer from JSDT, and no greater than [1%] of calls are abandoned.
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The Supplier must ensure that all FCOWeb Users are correctly identified and authenticated when interacting with the helpdesk.
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The Supplier must provide Specified FCOWeb Users with timely access to management information.
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The Supplier must provide Specified FCOWeb Users with a full suite of FCOWeb Platform documentation which includes but is not limited to functional specification, user guide, support processes and business administration. This information must be supplied within the agreed timescales and formats and must be kept up-to-date by the Supplier as changes occur for the lifetime of the Agreement.
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The Supplier must meet or better the following target incident response levels:
Priority 1 Incident: Respond in [5] minutes [24x7]
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The Supplier must meet or better the following target incident resolution levels:
Priority 1 Incident: Resolution in [1 hour] [24x7] |
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The Supplier must ensure that Specified FCOWeb Users can publish Content Assets and maintain all functionality on the live website during any incident or outage that denies access to the FCOWeb Platform.
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The FCOWeb Platform must meet Standard Page delivery targets of [99.9%] of pages served within [2 seconds], when managing a minimum of [10m visitors per month]. Performance targets must evolve to meet changing performance levels in line with web best practice.
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The Supplier must work with representatives of the FCO to conduct Platform Performance Tests and provide resources, as reasonably requested, to assist with those tests.
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The FCOWeb Platform must be able to cope with short-term peaks in traffic generated by specific events and continue to comply with agreed Service and Performance Levels.
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The Supplier must ensure that all dynamic Content Assets and pages including but not limited to search, forums, competitions, interactive forms meets the required performance target of 99.9% delivered within [5] seconds.
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The FCOWeb Platform must absorb the predicted annual traffic increase of [25%] without performance degradation.
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The FCOWeb Platform must meet or exceed [99.95%] availability for FCO Websites, [measured across a calendar month].
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The FCOWeb Platform must meet or exceed [99.95%] availability for FCOWeb Users, [measured across a calendar month].
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The FCOWeb Platform must remain in the upper quartile of performance for comparable platforms, irrespective of the FCOWeb Delivery Channel.
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The Supplier must implement Continuous Service Improvements.
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The Supplier must not implement the latest release of Components without prior agreement of the FCO.
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The Supplier must ensure that all Changes are approved by Specified FCOWeb Users.
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The Supplier must ensure that Release Management does not impact the delivery of the FCO Websites or FCOWeb Channels.
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The Supplier must ensure that there is a clear upgrade path for all components of the FCOWeb Platform.
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The Supplier must provide an ITIL-based Service Catalogue for their proposed solution.
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In the event of a disaster, the Supplier must ensure continuity of service of the FCOWeb Platform in accordance with agreed timescales and specifications.
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The Supplier must provide end to end solution support for the complete FCOWeb Platform, including elements provided by any sub contractors.
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The Supplier must provide an on-site third line support and FCOWeb Platform development team that is co-located with the London based e-Media Team.
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The Supplier must provide support to FCOWeb Users over agreed channels. This includes but is not limited to: telephone, on site, email and remote desktop sharing.
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Questions
Ref |
Description |
Please describe how your Service Management is fully ITIL compliant. You must include up to three relevant examples for each major area of ITIL and at least one client reference where you currently provide fully ITIL or ISO2000 compliant Service Management. (Answers are restricted to 1,000 words plus one A4 page of diagrams)
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Please provide an overview of your service organisation that includes:
How will this service organisation deliver:
Please include your relevant experience of providing global support for up to three clients ideally operating a hub and spoke operational model. (Answers are restricted to 1,000 words plus one A4 page of diagrams)
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How will you work with the FCO to deliver service updates, resolve issues and implement service improvements?
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Please describe your disaster recovery arrangements for your proposed hosting and support provision and how this will ensure high availability for the FCOWeb Platform.
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How will you implement and deliver ongoing service support for the FCO? Please ensure your answer includes but is not limited to:
(Answers are restricted to 1,500 words plus two A4 pages of diagrams) |
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How will you implement and deliver ongoing service delivery for the FCO? Please ensure your answer includes but is not limited to:
(Answers are restricted to 1,500 words plus two A4 pages of diagrams) |
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How will your solution ensure that the FCOWeb Platform will efficiently meet or exceed current or future agreed levels of performance?
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How will you measure, monitor and improve customer satisfaction for FCOWeb Users?
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Commercial and legal
This chapter contains the FCO's requirements in the following areas:
pricing and payment;
commercial management and processes; and
Key Commercial Principles (KCPs) that will form the basis for the legal agreement between the FCO and the Supplier.
Pricing and Payment
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The Supplier must adhere to the following pricing framework and payment mechanism which:
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The Supplier must adhere to the following pricing framework comprising the following payment streams:
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Service credit and liquidated damages arrangements will apply to the pricing framework. |
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Payment disputes will be resolved in accordance with an agreed escalation procedure which will be agreed during the next stage of the procurement. |
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Questions
Ref |
Description |
Please identify in conjunction with your project implementation plan the proposed payment milestones and their value. |
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Please describe how your commercial Proposal will support a partnership approach between your organisation and the FCO.
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Please describe your proposed approach to business benefits realisation/sharing and any proposed linkages between benefits realisation and pricing mechanisms. |
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Please describe your commercial approach in managing significant changes in functionality (i.e. new interactive functionality). How would Operational Service Charges be calculated? |
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Please describe your approach / policy to software licensing for all software products required for your solution. |
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Please provide a detailed breakdown of all relevant products (including hardware and software) within your solution in conjunction with the cost model. Please ensure this breakdown includes but is not limited to:
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Commercial Management
This Section outlines the FCO's requirements for the commercial management arrangements that will underpin the agreement. These requirements are designed to provide accountability to the FCO and provide assurance that the services are properly managed and delivered in line with the FCO's requirements.
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The Supplier must facilitate strategic review meetings between the FCO and the Supplier quarterly to review strategic progress reports, service delivery and major contractual issues and disputes.
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In support of the strategic and operational arrangements, the Supplier must:
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The Supplier must also:
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The Supplier must ensure that all Components within their solution are licensed in accordance with relevant legislative and commercial requirements.
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Questions
Ref |
Description |
Please describe your proposed approach to meeting the Commercial Management requirements. Where relevant sample reports shall be provided. |
Open Book and Benchmarking
The FCO considers that transparency of costs, expenses and profit will facilitate an open partnering relationship. Open Book will also provide some comfort as to the reasonableness of the cost of changes.
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The Supplier must provide the FCO and their designated representatives with the facility for them to have an appropriate level of free and real time access to all financial, performance and cost information relating to the delivery of services and technology under an open book keeping regime. This will include rights of access to the Supplier's premises in order to monitor performance of the services, the systems used to perform the services, compliance with applicable laws and the Agreement and to verify the amounts charged to the FCO. In the event that the audit reveals an error, the Supplier must correct the error as soon as practicable.
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The FCO wish to retain the option to carry out independent benchmarking of the Supplier's performance and charges at agreed intervals. Benchmarking must apply to services, service levels and charges. |
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The Parties must jointly bear the costs of the third party benchmarking. |
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Questions
Ref |
Description |
Please describe your approach to Open Book, including the degree of access that would be provided to financial (eg cost and profit) and non-financial (eg performance, service management) data and information and the systems that would operate. Please provide examples of standard report formats used to present the above types of data and information. |
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Please describe your approach for supporting the FCO in carrying out benchmarking of costs and performance during the life of the contract. |
Staff Capabilities
Mandatory Requirements
Ref |
Description |
Compliant (Y/N) |
The Supplier must ensure that all its staff and any subcontractors (together, “Personnel”) engaged on delivering services in accordance with the FCO requirements:
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Compliance
Ref |
Description |
Compliant (Y/N) |
The Supplier must deliver the services in accordance with relevant UK health and safety legislation, ACOP (Approved Code of Practice), industry best practice and FCO policy and procedures. |
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Questions
Ref |
Description |
Please describe how your solution is compliant with the following guidelines:
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Please describe how your solution will enable the FCO to comply with the following legislation:
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Key Commercial Principles
This section details the Key Commercial Principles (KCPs) that will be set out in the terms and conditions of the Agreement governing the provision of the required services by a Supplier. The KCP requirement as appears within the Agreement will generally be in accordance with OGC and other central Government contracting policy and good commercial practice.
You are required as part of your response (see chapter 1) to review the KCPs set out below and indicate your compliance. You should note any objections you have, provide the reasoning behind such objection and propose adequate alternative measures. The FCO expects that Suppliers will not rescind previously agreed positions in subsequent negotiations following evaluation of Proposals.
Ref |
Description |
Compliant (Y/N) |
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Contracting Party 1. As outlined in the OJEU Notice, the FCO will enter into the Agreement on its own behalf and for the benefit of certain OGDs. 2. All claims OGDs may have against the Supplier will be channelled through the FCO or enforceable as a third party right under statute. The Supplier will only be able to pursue OGDs by way of a claim against the FCO. |
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Parent Company Guarantee 1. The FCO may require that the parent company of the Supplier provide a full performance guarantee (including financial obligations) for the Supplier's obligations under the Agreement. 2. Alternatively where the Supplier is the top company, the FCO reserves the right to require the Supplier to provide a conditional on demand performance bond in accordance with OGC best practice guidelines. The amount of the performance bond will be in the region of 10% of the contract value. |
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Subcontractors 1. The Supplier will take on prime contract responsibility and will be the FCO's sole point of contact in respect of all issues for which it has full management responsibility. In the event that a subcontractor fails to perform an obligation, the Supplier will itself perform the relevant obligation. 2. The Supplier may not appoint, amend or terminate any subcontract without the prior written consent of the FCO. 3. The FCO may require the Supplier to terminate any subcontract in specified circumstances (see Termination below). 4. Key subcontractors may be required to enter into collateral contracts directly with the FCO in order to ensure that the FCO can have a direct contractual relationship with subcontractors in the event of the insolvency of the Supplier. The FCO will also be granted third party rights in all subcontracts. 5. The FCO will require that information relating to the performance and payment of subcontractors be disclosed on a regular basis. 6. Failure by the Supplier to meet its obligations to its subcontractors shall constitute a breach of the Agreement. |
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Service Obligations 1. The Supplier will perform the services in accordance with the FCO's requirements, the Supplier's solution, the FCO's policies, the reasonable directions of the FCO and the service levels. 2. The Supplier will be required, where it is identified in the Agreement, to ensure:
3. The Supplier shall co-operate with the existing service provider and will undertake any required technical and legal due diligence prior to contract signature. The FCO will not provide a warranted environment. |
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Redevelopment, Management, and Hosting of the FCOWeb Platform 1. The detailed requirements for the Redevelopment, Management and Hosting of FCOWeb are set out in this RFP. 2. The Supplier shall design and build the FCOWeb Platform in accordance with the milestones in the implementation plan (the latter to be prepared as part of its Proposal). During the implementation stage, the Supplier shall undertake acceptance testing. In the event that the acceptance tests are not passed, the FCO shall have the usual rights including acceptance in part and a requirement to retest the services. 3. Failure to meet acceptance criteria in respect of key deliverables by the interim (where the solution is rolled out in phases) or final milestone dates may result in liability to pay liquidated damages for the delay and non-payment of fees until the milestone is met. Failure to meet milestones dates will also constitute a material breach. 4. The FCO also expect that there may be potential bonus for the early attainment of key deliverables or milestones. |
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Transition The FCO wishes to ensure a seamless transition to the Supplier which will include a period of parallel running. |
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Service Levels , Service Credits and Business Benefits 1. The Supplier shall ensure that, from ”go live”, levels of service do not fall below those agreed with the FCO. The principle of continuous improvement in the services and service levels will operate. 2. Service credits will apply in relation to a failure to provide the services in accordance with service levels. Service credits will be payable at a higher rate for critical service levels and a persistent failure to meet service levels. 3. Service credits are separate from and shall not erode the limitations of liability. 4. Service credits will constitute a price adjustment to take account of services that are not properly delivered to the FCO. 5. Where there are no service levels in relation to the services, the FCO may claim general damages. 6. The measurement of business benefit will be a key element to the Agreement. |
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Change Control 1. The Supplier shall have available designated resource to undertake changes. Changes will be carried out in a controlled fashion using an agreed mechanism. The Supplier will undertake any change and any additional services required by the FCO which it can technically perform, unless it can demonstrate that the implementation of the change would adversely affect health and safety, infringe any law or require any unobtainable regulatory consent. If the Supplier is unable or unwilling to implement the change, the FCO may appoint a third party to provide the service. 2. Certain types of pre-identified changes will be provided within the base cost. For changes for which the FCO should pay: (i) the cost of the change and any additional services will be calculated in accordance with an agreed pricing model and (ii) the FCO will only pay for those changes in any contract year costing above an agreed threshold. 3. Changes to the service agreements require the written approval of the FCO. Notwithstanding the above, the FCO intends that the change control procedure will be flexible and will not create unnecessary delay. |
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FCO Responsibilities The FCO's obligations and those of FCO Services (where relevant) and any dependencies for the Supplier's provision of services will be clearly set out in the Agreement. |
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Charges 1. The Charges (and any agreed expenses) are the only amounts payable by the FCO to the Supplier. 2. The Supplier will invoice the FCO [quarterly] in arrears. The FCO shall pay such invoice within 30 days of receipt. The Supplier shall maintain accurate accounts and provide all such information with respect to an invoice as the FCO shall reasonably require. 3. The FCO may exercise a right of set-off and may withhold payments that it disputes in good faith. In the event of such dispute not being resolved, an escalation procedure shall be used. Interest will apply to sums which it is adjudged that the FCO should have paid. 4. The FCO is seeking an innovative approach from Suppliers on pricing in relation to providing price certainty, openness and flexibility. 5. The Supplier will provide a most favoured customer undertaking. |
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Key Personnel and employees generally 1. The Supplier's Key Personnel will be defined during the procurement. The Key Personnel can only be changed with the FCO's prior written consent unless the key personnel resigns, is on long-term sick leave, is in material breach of his/her terms of employment or if the services being provided by the key personnel are complete. Unauthorised removal of key personnel by the Supplier will constitute a material breach. 2. Any replacement of Key Personnel must be approved by the FCO. The FCO may require the removal of key personnel. 3. In the event that the Supplier goes into insolvent liquidation, the FCO shall be entitled to recruit staff of the Supplier used in provision of the Services. 4. The FCO's requirements in respect of staff capabilities are set out in chapter 8 of the RFP. |
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Intellectual Property 1. Subject to value for money considerations, the Supplier shall assign to the FCO all specially written material (including any future designs of the FCOWeb Platform and other elements of web design) and grant to the FCO a non-exclusive, perpetual, irrevocable and royalty free licence of Supplier software and materials used in the provision of the services. 2. The Supplier shall also procure a perpetual sub-licence or direct licence for the FCO to use third party software that the Supplier uses in the provision of the services (including the right to obtain maintenance and support from a subcontractor after termination of the Agreement and the right to use for a replacement service provider). The FCO shall own all data relating to the FCO and OGDs and their staff that is generated in the performance of the services. In the case of certain specially written materials, the Supplier shall also provide the FCO with access to and the right to amend source code upon termination or expiry of the Services Agreement. The FCO may require that all software (including third party software) that is not assigned and immediately transferred to the FCO be held in escrow with National Computing Centre (NCC) for the benefit of the FCO and OGDs. 3. The agreement will incorporate reciprocal arrangements respecting each party's pre-existing intellectual property. By way of example, the design of the FCOWeb Platform shall be owned by the FCO and the Supplier's pre-existing intellectual property will remain owned by the Supplier. |
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Confidentiality & Security 1. The Supplier shall comply and shall ensure its employees, subcontractors and agents comply with the obligations not to disclose any confidential information. 2. The Supplier shall comply with the FCO's confidentiality and security requirements and policies and shall notify the FCO of any breach or potential breach. Suppliers' attention is drawn to the fact that the FCO places great emphasis on security and this will be reflected in the Agreement. 3. The Supplier shall take responsibility for ensuring that all its staff and those of its subcontractors have undergone appropriate security vetting procedures to meet FCO security requirements. 4. The Supplier shall comply with the Data Protection Act 1998 and, where it is responsible for a service line, shall act as a data processor. |
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Step in Rights The FCO may step in or appoint a third party to step in where:
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Term and Termination Rights 1. The Agreement shall be 5 years. 2. The FCO may terminate the Agreement in the event of default by the Supplier, as follows:
3. The FCO may also terminate for convenience on 6 months notice or on the occurrence of a force majeure event. 4. For termination for convenience, the Supplier will agree a fixed termination for convenience charge for a specified annual date and will have disclosed each element that makes up the termination charge. If termination for convenience occurs on another date, the termination charges will be based on the principles used in the calculation of the fixed charge. 5. The FCO may also require the Supplier to terminate any subcontract where any of the events of default specified above apply to the subcontractor. 6. Where the FCO can terminate the Agreement, it may also exercise a right to partial termination of service lines. 7. The Supplier may only terminate the contract for non-payment of undisputed charges in excess of an agreed figure which has been notified to the FCO's nominated representative and remain unpaid following provision of notice. The Supplier shall have no other right to terminate or to treat itself as discharged from its obligation at common law. |
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Consequences of Termination 1. Following notice of termination, the Supplier may be required to continue to perform the services for a period of up to twelve months and shall provide termination assistance (including the implementation of the exit plan) in order to ensure a smooth transition back to the FCO or a replacement service provider. 2. The Supplier shall ensure that the exit plan (to be prepared and maintained by the Supplier and agreed with the FCO during the lifetime of the Agreement) is capable of implementation at all times. The exit plan shall include obligations:
3. The costs of providing termination assistance shall be calculated in accordance with the charging schedule. |
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Indemnities 1. The Supplier shall indemnify the FCO (without limitation) from and against all losses sustained by the FCO (or an OGD) as a result of:
2. The FCO shall indemnify the Supplier from and against all direct losses sustained by the FCO as a result of:
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Liability 1. Neither party can limit its liability for:
2. The FCO is prepared to cap the Supplier's liability to the FCO. It seeks the Supplier's Proposals as to suitable caps on liability based upon the following framework:
3. Service credits and liquidated damages paid or payable shall not reduce the Supplier's limitation of liability. 4. The FCO's total aggregate liability, subject to the obligation to pay the charges shall also be limited appropriately. 5. Neither party shall be liable for indirect/consequential loss. However this exclusion shall not apply to the FCO's right to recover losses for:
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TUPE 1. In situations where TUPE does apply the Supplier shall comply with the requirements of TUPE and indemnify the FCO for all claims and liabilities arising after the transfer date (and pre-transfer failures by the Supplier in respect of its consultation obligations). 2. Supplier shall also liaise with the Government Actuary's Departments (GAD) in order to ensure that transferring employees are able both to transfer their accrued benefits and continue in pensionable service for future benefits on broadly comparable terms. 3. On exiting the contract, Supplier shall provide indemnities in respect of pre-transfer employment related issues arising in respect of Supplier employees and employees of its subcontractors. 4. Suppliers should be aware that there is a current external provider and that there may be some employees that fall under Transfer of Undertakings (Protection of Employment) Regulations 2006 (“TUPE”). In any event, the FCO takes into account the Cabinet Office Statement of Practice which states that even if TUPE does not apply in strict legal terms, the principles of TUPE should be taken into account and staff involved should be treated no less favourably than if TUPE applied. Suppliers are instructed not to take TUPE costs into account when submitting their response to the RFP. Further information about employees is being sought and will be shared with all Suppliers to enable them to submit a revised Proposal price which includes any applicable TUPE costs. |
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Tangible Assets 1. Tangible assets used to provide the FCOWeb Platform will be owned by the Supplier. 2. Where the Supplier owns tangible assets, the FCO shall have an option to purchase the assets upon termination or expiry.
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Quality Assurance 1. The Supplier shall apply proven quality assurance and quality improvement programmes throughout the term and all Deliverables will be suitably quality assured prior to release to the FCO. 2. The FCO's quality assurance requirements are set out in the relevant chapters of the RFP. |
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Continuous Improvement 1. The Supplier will be expected to put in place measures to ensure the continuous improvement of the FCOWeb platform and associated services. 2. In order to meet the requirement set out in the RFP, the Supplier shall undertake a programme of technology refresh and continuous service improvement. This will include available updates and new releases of hardware, software and associated products used in the provision of the services. |
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Place of Delivery The physical location from which the Supplier delivers the services must meet the FCO's security requirements. |
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Other KCPs The following will also need to be considered:
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Cost Price
Introduction
This chapter offers guidance for the completion of the cost model template provided in MS Excel format (see Appendix B) and outlines the key assumptions required for providing indicative prices for your Proposal.
Cost model format
The cost model consists of the following worksheets;
Instructions and key information (worksheet 1);
Supplier assumptions (worksheet 2);
Cost detail (worksheet 3);
Price summary (worksheet 4); and
Rate card (worksheet 5).
Cost model completion instructions
You must ensure that the FCO `baseline' assumptions below are followed and where you have worked to your own assumptions that these are clearly stated within the cost model both at a line item level and within your response to the supplier assumptions worksheet 2.
Please note that the cost model has been provided without formulas. Formulas must be completed and returned without protection enabled so that they can be examined by the FCO. Any assumptions used in these formulas must also be explained.
The use of macros should be avoided.
The FCO reserves the right to request subcontractor (where applicable) cost models that have been used to generate your overall cost and price.
Rate Card (worksheet 5) refers to daily rates for Call Off Services.
Costs must be provided that fully support your Proposal. All costs must be broken down so that the following is known:
Category and/or work package descriptions which should match your Proposal elements such as your technical solution and implementation plan;
Unit descriptions of the above;
Unit quantity;
Unit cost;
Name of provider of this line item i.e. Supplier, subcontractor;
Supplier assumptions related to this cost line item;
The breakdown of these costs of the life of the Agreement; and
The total cost for this line item over the life of the Agreement.
If the cost is only known on an annual basis, it should be apportioned to show when the cost would be incurred on a quarterly basis for the first 2 years and then on an annual basis to the end of the contract in year 5.
The examples provided in the cost model template are only illustrative.
Format of Indicative Pricing
The price summary (worksheet 4) requires the Supplier to complete the following lines:
Total costs by quarter (years 1 & 2) and by year thereafter to contract end.
Price indexation applied and approximated over the life of the Agreement. This may be based on RPI or other supplied indexation as noted in Supplier assumptions (worksheet 2).
Percentage of profit margin expected to be generated by the Supplier indicating investment, breakeven and profit years.
Discount percentage to be offered to the FCO.
The overall price to the FCO over the life of the Agreement.
FCO `Baseline' Assumptions
The following working `baseline' assumptions must be used:
The Supplier will own all Tangible Assets (i.e. they remain on the Supplier's balance sheet for the duration of the contract) and FCO will have the option to purchase on termination or expiry of the contract.
The Supplier will provide offsite 2nd line support and an on-site (FCO London based) dedicated 3rd line support and development team.
Accommodation provided by the FCO will be provided free of charge subject to quantity and availability of spare capacity. If you wish to use FCO accommodation you should indicate your accommodation requirements so that the total cost of the solution can be estimated.
400 FCOWeb Users.
Help desk incidents average 250 calls a month based on current figures.
The service levels are set out in chapter 7 of this RFP.
TUPE does not apply.
The Agreement shall be 5 years.
All Costs and Prices provided must be in GBP.
Prices provided must exclude VAT.
“Years” mean contract years.
The current FCOWeb Platform is Unclassified and the data contained upon it is not protectively marked.
The Supplier shall provide all services in accordance with the FCO's security requirements outlined in chapter 5 of this RFP.
Glossary
Accreditation Document Set |
FCO documentation set that is used to accredit and validate software before it is installed on any FCO secure systems |
Agreement |
The contract signed between the Supplier and the FCO for the provision of the Redevelopment, Management and Hosting of the FCO's Web Platform |
BAFO |
Best and Final Offer |
Cache Time |
The time specified for storage of web content in an area either on your local PC or ISP for improved performance. |
Call Off Services |
Services that may be called by the FCO |
Cascading Style Sheets |
Cascading Style Sheets, or CSS as they are usually called, are basically a series of rules that the HTML document reads so that it knows how to display the contents whilst leaving the HTML for structure |
CESG |
Communications Electronics Security Group |
CLAS |
CLAS is the CESG Listed Adviser Scheme - a partnership linking the unique Information Assurance knowledge of CESG with the expertise and resources of the private sector |
Component |
Individual items that form part of the FCOWeb Platform |
Consortium |
Term used to describe the Suppliers and any of their Sub Contractors that have a commercial agreement to deliver services for the project |
Content Assets |
Content that is held within the FCOWeb Platform. For example, a picture, a section of text, a layout, an interactive form or a document |
Content Owner |
The business owner for an item(s) of content. This may be an individual or group |
Content Publication |
Content that is published to the website so that the Website Visitors can access it |
Content Publisher |
FCOWeb User who publishes information to the website(s) |
Contract Start Date |
The date when FCO sign the contract with the Supplier |
COTS |
Commercial Off The Shelf software |
Denial of Service |
An attempt to deprive the FCO of its ability to deliver web content and services |
Document Formats |
A broad range of files that include but are not limited to Microsoft Word, Acrobat PDF, RTF, straight text, XML, html, swf, jpg, gif, vid, rich media, Excel |
FCO |
The Foreign and Commonwealth Office |
FCO Websites |
All websites which are owned, maintained or belong to the FCO |
FCOS |
FCO Services, an executive agency of the FCO |
FCOWeb Content Languages |
This is the set of languages used on FCO Websites |
FCOWeb Delivery Channels |
These are currently envisaged to include, but not be limited to, Web, RSS, Podcasts, handheld devices, SMS alerts, email alerts |
FCOWeb Platform |
The entire system for development, production, maintenance and delivery of all FCO Websites |
FCOWeb Project |
The project undertaken by the FCO to replace the existing FCO Web Platform |
FCOWeb Users |
Employees of the Foreign and Commonwealth Office who use FCOWeb to create, maintain and publish content to their websites. |
GAD |
Government Actuary's Departments |
HMG |
Her Majesty's Government |
Hubs |
Hubs will act as regional `Centres of Excellence' providing support and guidance for webmasters in the region |
ICT |
Information & Communications Technology |
International Priorities |
http://www.fco.gov.uk/internationalpriorities
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ITIL |
IT Infrastructure Library |
ITN |
Invitation To Negotiate |
KCP |
Key commercial principle which will form the basis of the Agreement |
KPI |
Key Performance Indicator |
Metadata |
Data that is used to describe other data. Data definitions are sometimes referred to as metadata. |
NCC |
National Computing Centre |
NGO |
Non Governmental Organisation |
OGC |
The Office of Government Commerce |
OGD |
Other Government Department |
OJEU |
Official Journal of the European Union |
Open Book |
The Supplier's obligation to ensure that the FCO has access to complete and accurate financial and non-financial information relating to the Agreement. |
Parties |
Collective term used to describe the FCO and Supplier |
Podcast |
Method of delivering content |
Post |
It is an FCO operation overseas such as an Embassy, High Commission, Consulate, Mission to international organisation, Trade Office |
PQQ |
Pre Qualification Questionnaire |
PRINCE2 |
Projects in Controlled Environments: project management methodology |
Proposal |
Supplier's response to RFP |
RFP |
The Request for Proposal |
RSS |
Really Simple Syndication |
SLA |
Service Level Agreement |
SMS |
Short Message Service |
Specified Connection Methods |
These are the agreed methods of connection to the FCOWeb Platform. These include but are not limited to: Dial Up, Broadband, ADSL, WiFi |
Specified FCOWeb Users |
A subset of FCOWeb Users who will perform specific tasks, such as user administration |
Standard Browsers |
These are currently envisaged to include, but not be limited to, all vendor supported versions of Microsoft Internet Explorer, Mozilla Firefox and Opera |
Standard Page |
A 40kb sized web page |
Sub Contractor(s) |
Companies/Organisations that are sub contracted work by the Prime Supplier and have no direct contract with the FCO |
Supplier |
A company bidding to be the provider of the FCOWeb: Redevelopment, Management and Hosting of the FCO's Web Platform |
Tangible IT Assets |
Hardware, dedicated Communications infrastructure and related software |
Taxonomy |
Controlled vocabulary used primarily for the creation of navigation structures for websites |
Third Party |
An organisation that is not a Sub Contractor or a Supplier but is involved in delivery of Services |
TUPE |
Transfer of Undertakings (Protection of Employment) |
URL |
Universal Resource Locator |
Variant Proposal |
An alternative Proposal to the one requested by the FCO |
W3C |
World Wide Web Consortium |
WCMS |
Web Content Management System |
Website Visitor |
An individual or group of individuals within the general public that access the websites |
WiFi |
Wireless Internet Access |
Working Hours |
08:00 to 18:00 GMT Monday to Friday |
XML |
Extensible Mark up Language |
Year |
A year in the term of the Agreement Year 1 being from Agreement signature date for a period of 12 months, Year 2 being from the end of Year 1 for a period of 12 months etc. |
Appendix
Appendix A: Essential Documents
Appendix B: Cost Model TEMPLATE
Appendix C: Content Audit
Appendix D: FCOWEB Content Languages
Appendix E: FCOWEB URLS
COMMERCIAL IN CONFIDENCE
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