Support Services for Bespoke Online Software for Environmental Business Support. Contract Ref: T Document F Questions and Answers

Transcription

1 Support Services for Bespoke Online Software for Environmental Business Support Contract Ref: T16033 Document F Questions and Answers

2 1. How often will the Questions and Answers Document be updated? Answer: This sheet will be updated on a regular basis. It is the responsibility of the bidder to make regular checks on the BGH website to ensure that they have all the latest information with regard to this tender. 2. With regard to Document A, Page 22, Sections 5.1 and 5.2. In relation to both these questions, my company will be stating NO as we have not had any finding of unlawful discrimination made against us. However, in the Pass/Fail column on Document A, the implication is that if we state NO we will be excluded from the tender process Answer: This is an error on our part. We have now corrected Document A (now V2) to state organisations stating yes will be excluded. For clarity bidders stating No to the questions 5.1 and 5.2 will not be excluded. 3. p.6/26 of Document A mentions SQL Server Later in the document SQL server 2008 is noted. Is this just a mistake? Answer: This is an error on our part, the Toolkit uses SQL Server How much data is involved? Disk capacity? Answer: The current size of databases for the Toolkit is 900MB and disk capacity is 260GB 5. What spec are the servers it is currently hosted on? Are these virtual or physical? Answer: The server configuration is a Windows Server 2008 R2 operating system running two Intel Xeon E5540s with 8GB Memory plus, as mentioned above, 260GB storage (not including the Operating System). It is a virtual server. 6. Is the performance of the existing system considered adequate? Answer: At present, the current system is working to the requirements of the Toolkit. 7. Do you have the current volume of Issue Resolution and Software Development requests? Answer: Within our last funded ERDF project, starting from 3 rd February 2014 to 31 st December 2015, IT support for the Toolkit resolved 14 Issue Resolution requests and 16 software developments. Please note, as stated within document A, work will be allocated on an ongoing requirement basis, and there is no guarantee that the full 75,000 will be expended over the course of the contract. Page 2 of 3

3 8. How many concurrent users do you typically have a month? Answer: Currently, the Toolkit is used on a weekly basis by 9 users within the Green Growth Team. In addition, user access is given to businesses receiving Green Growth support (197 received support from September 2013 December 2015) however we do not log or monitor user activity on a month-by-month basis. 9. What reporting system are you using? Crystal, Business objects etc. Answer: There is no third-party reporting system in use. 10. The pricing matrix appears to have an incorrect formula on the day rate as well as being locked incorrectly. The worksheet incorrectly calculates the average day rate after division by 100 (for percentages) and cells are locked such that applicants cannot enter information in Section B by default. Given the pricing matrix is a mandatory part of the process, anyone having submitted a bid so far should be notified of this error if they used that pricing matrix. Answer: Document C Pricing Matrix has now been corrected such that: - The formulas in cells F42 and F50 correctly calculate the average day rates for B1.Issue Resolution and B2.Software Development respectively. - The worksheet has been unlocked to allow respondents to enter information into the tables within Section B of the document. We are making all potential bidders aware of this error by posting this clarification in on As stated in Section 3.5 of Document A, any clarifications on bidders responses can be assessed at the time of submission, and included within the evaluation. Therefore, we will ensure any issues arising from the above errors will be captured and resolved during this clarification period. 11. Do you host the application internally? Answer: No, we have an external web server to host the Toolkit. 12. Do you consider the possibility of moving this application to the Cloud? Answer: At present, we have no intention to move the Toolkit to the Cloud. 13. How many server are involved, is SQL Server Hosted on the same server as the web application?? Answer: There is only one server that both the SQL Server and Web Application are hosted on. 14. What version and service pack of SQL Server is used e.g. SQL Server 2008 R2 Standard Edition SP2.? Answer: SQL Server 2008 Workgroup Edition Page 3 of 3

4 15. How is SQL Server licensed i.e. per CAL or by Processor? Answer: This is currently handled though our server provider and we understand that it is licensed by processor. 16. Can you elaborate on the breakdown of responsibilities between the server provider and the successful applicant, with regards to Operating (Windows) patching, Server monitoring, Network traffic monitoring, Firewalls? Answer: Our current server provider applies critical updates (patching), monitoring and security. The successful applicant will be expected to follow these up checking access is maintained, the application still runs and provide general housekeeping. 17. Within the contract period, will the OS and versions of SQL Server be required to be updated or upgraded? Mainstream support for both Windows server and SQL server has passed and Extended support for SQL Server will end before the contract will end. Answer: Our current server provider sends issuing updates for SQL Server At the point where this support is no longer provided, we will look to upgrade. Please note, this Invitation to Tender is for a contract for support services up to the 31 December 2018, which is prior to the Extended Support end date. 18. What is the growth rate of the data? Answer: The database has increased by 13% in the last two years. 19. Have you got any statistics on the usage / traffic of the toolkit? Answer: The average monthly bandwidth usage in the last year has been 10GB. This includes web traffic, updates, developments and backups. 20. What time do you require main support desk to be available e.g. Mon-Fri 9-5? Answer: Ideally yes. However, applicants may suggest alternatives. 21. What version of the.net Framework is used? Answer: The.net framework is version Have you got a list of supported browsers and versions for example: Desktop -- Chrome, Safari, Firefox, Internet Explorer, Edge - Current Version and previous Mobile devices - ipad 5, ipad 6, Nexus 5, Kindle Fire, iphone 5, iphone 6? Answer: The Toolkit supports Chrome, Safari, Firefox, Internet Explorer and works on mobile devices that have an internet connection. Page 4 of 3

5 23. Has the toolkit been designed to be responsive to the device that is rendering the website? Answer: No. 24. What methods of transfer deployment does the server provider support e.g. WebDAV, SFTP? Answer: Transfer deployment is currently done manually via FTP. 25. Document G - Financial Assessment Form states that it should be submitted alongside copies of the audited financial statements. My company is entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies. Would you please tell me how the lack of audited accounts due to this reason will affect the tender process? Answer: As stated in Question 3.4 of the suitability questions, we ask you to provide one of the following to demonstrate your economic/financial standing: a) A copy of the audited accounts for the most recent two years. b) A statement of the turnover, profit & loss account, current liabilities and assets, and cash flow for the most recent year of trading for this organisation. c) A statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position. d) Alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status). As such, a copy of your unaudited accounts would be considered acceptable as an alternative means of demonstrating financial status (option D) and would not disadvantage your bid in the procurement process. 26. What methods of transfer deployment does the server provider support e.g. WebDAV, SFTP? Answer: Transfer deployment is currently done manually via FTP. 27. With regards to 3.1.1, are you able to advise on the need for appointing the service provider i.e. the previous contract is coming to a close, etc., and if there are any other considerations within this applicants should be aware of, for example, the need for additional resilience with the new provider in terms of number of staff assigned, etc.?? Answer: The previous contract for IT support services for the Toolkit has now ended and as such we need to appoint a provider. As stated within the detail of requirements for General Preparation (see Section 3.1.2F in Document A), Applicants should allow for time at the Page 5 of 3

6 start of the project to understand the operation and use of the Toolkit, and investigate and understand the code and structure used. A Technical Manual that defines the Toolkit in detail will be provided to the successful provider and will be supported by the Green Growth team to understand and implement this. Applicants are asked to include any costs associated with General Preparation within the Ongoing Costs element of the pricing matrix. 28. As per 3.2 of Document A, with regards to additional dev work, how does the Business Growth Hub envision further development work if the anticipated 100,000 incl. VAT is met early within the length of the contract? Answer: If the maximum budget of 100,000 incl. VAT is met under the contract then the completion of any subsequent development work will need to be procured and tendered separate to this and adhere to the procurement regulations of our ERDF funding. 29. As per 3.2 of Document A, with regards to additional dev work, how does the Business Growth Hub envision further development work if the anticipated 100,000 incl. VAT is met early within the length of the contract? Answer: If the maximum budget of 100,000 incl. VAT is met under the contract then the completion of any subsequent development work will need to be procured and tendered separate to this and adhere to the procurement regulations of our ERDF funding. 30. Can you elaborate on what is meant by "Successful applicants must have their own server licence or have experience of working with server providers that have provided a licence"? Answer: The Toolkit is currently hosted externally and as such we are looking for successful applicants with experience in providing ongoing support within their own development environment with all required licences (see 3.1.2E in Document A) Alternatively, applicants may be considered, if they wish to, host the application within their own server holding all relevant licences and detail any associated additional costs within the pricing matrix under ancillary costs. 31. With regard to document B, Written Tender Response, question 8.1, can you please clarify that we just need to confirm our ability to meet the requirements in sections d) and e)? That is, do you require a simple yes or no response? Answer: For question 8.1, all we require is a yes/no response. 32. Can you please tell me if there are any outstanding issues with the toolkit which are waiting to be addressed? Answer: There are no outstanding issues with the Toolkit waiting to be addressed. Page 6 of 3

7 33. Would it be possible to provide login details for the toolkit, in order for us to explore from a user perspective. Answer: We are not providing login details as part of the procurement. Page 7 of 3