RFP: CTC-2013-BMB-01 Digital Asset Management (DAM) and/or Brand Web-to-Print Template Software-as-a-Service (SaaS) System

Transcription

1 RFP: CTC-2013-BMB-01 Digital Asset Management (DAM) and/or Brand Web-to-Print Template Software-as-a-Service (SaaS) System Amendment No. 2 Questions and Answers Question 6 Having reviewed initial answers to our questions, we believe it is not in our best interests to submit a response to this specific RFP. While we do truly believe we have the most advanced DAM (&WCM) solution on the market today product & solution briefs attached, certain requirements defined are very specific to a use already in place (incumbent). Answer 6 The CTC is not engaging in this process to validate issuing a new contract to the incumbent. This is an open process wherein CTC is looking to best-fit and truly understand all the changes that have occurred over the last 3 years in the industry. The nature of the very specific requirements is based on what CTC s experience and environment for these applications has been over the last 3 years. The Proponent should understand that often perspective is limited to current experience. Question 7 Do you mind sending me the MS Word version of the RFP - or just the Questionnaire Schedule in section D and the two Appendix A tables? Answer 7 Addendum No. 1 has the Appendix A's in word format. Attached is the Questionnaire Schedule.

2 Questionnaire Schedule Proponents should respond to the questions clearly and concisely. For proponents submitting responses for both the Digital Asset Management and the Brand Web-to-Print Template, there are to be two (2) separate Questionnaire Schedules completed. Proponent is to CLEARLY identify which service the Questionnaire addresses. If the proponent is attaching other documents as part of the response to a specific question, the proponent is required to provide references to the attaching documents as part of the response. Q1: Please provide an overview of your company and also include the following information: Legal Name of Proponent Address Telephone Number Fax Number Address Website Ownership status A1: Q2: Please provide name and contact information of company representative capable of addressing enquiries regarding the proposal, including complete contact information. A2: Full Name: Phone #: Address:

3 Q3: Please submit supporting documentation showing that your company is a registered business. Please provide the referencing page in your proposal. A3: Q4: Can you keep your proposal valid for at least 60 days after closing of this RFP? If the answer is No, please provide your reasoning. A4: Yes No Q5: Are you willing to comply with the resulting contract terms and conditions included in Section B of this RFP? If the answer is No, please provide your reasoning. A5: Yes No Q6: Global product support availability will be an important measurement in the selection of the successful candidate. The CTC is a global organization that has representation in 12 markets around the world, including, Canada, United States, Mexico, France, United Kingdom, Germany, China, Japan, South Korea, Australia, India and Brazil. Does your firm have a global support process in place that respects the time zones of CTC s different markets? If the answer is No, please describe how your firm plans to satisfy CTC s requirement in regards to the minimum 24/5 global support service. A6: Yes No

4 Organization Experience / Qualifications Q7: Please provide three (3) examples of similar Digital Asset Management or Brand Web-to-Print Template system implementations within the most recent three (3) years as described in this RFP and specifically discuss the following points: A7: a) A general description of the implementation requirements and the magnitude b) The activities involved with the implementation c) Up to three (3) major challenges encountered during the implementation and how your firm went about resolving the road blocks Q8. Please provide examples of similar Digital Asset or Brand Web-to-Print Template system implementations that you have done in the public sector (if any). A8. Q9: Please include an additional narrative that presents a strong case for why the CTC should engage your firm. In this section, the proponent may include any additional information that, together with the foregoing comments and information, it believes to be essential in creating a thorough understanding of its suitability to perform the requested services. A9.

5 Brand Web-to-Print Template System Q10: Please provide detail technical information of your brand template system based on your understanding of CTC s requirements as outlined in Section 2 Scope of Work; and include a detailed outline of the web to print solution (online document management, marketing management, and workflow automation tools), and include information regarding tool capabilities (e.g. API-application program interface) solution that will enable the proposed service to integrate with CTC s Digital Asset Management (Brand Canada Library); permissions; scalability for future functionality development; template production services; backup service for media libraries and as well as template output functionality for print and online mediums. Please ensure that the response being provided for this question can be understood by a nontechnical person, but do provide technical information when required. A10: Digital Asset Management System Q11: Please provide detail technical information of your Digital Asset Management system based on your understanding of CTC s requirements as outlined in Section 2 Scope of Work; and include a detailed outline of the Digital Asset Management solution; and include information regarding tool capabilities (e.g. API-application program interface) solution that will enable the proposed service to integrate with or provide images to CTC s Brand Web-to-Print Template tool; lightbox functionalities; permissions; scalability for future functionality development; and backup service for media libraries. Please ensure that the response being provided for this question can be understood by a nontechnical person, but do provide technical information when required. A11:

6 Implementation Plan Q12: While it is CTC s intention to provide asset lists with file names in Microsoft Excel format articulating all associated data/metadata and, in a separate Microsoft Excel file, user account information, please describe your firm s approach and methodology used when working with an incumbent SaaS provider to migrate and where required, convert coding and tagging of current Brand Web-to-Print template archive; or digital asset inventory including any in-place metatagging. Proponent is to include any expectations or requirements of CTC s involvement to facilitate this transition. A12: Q13: Proponent will provide below a high-level project plan, including milestones and deliverables to ensure CTC is able to launch a fully functional service to the public on or before December 1, A13: Q14: Proponent will provide the name and Resume (C.V.) of its Project (Transition) Manager proposed for this project. The proponent is also to provide the name and Resume (C.V.) of the proposed back up Project (Transition) Manager in the event of unavailability of the identified Primary resource. A14:

7 Q15: Please describe how your firm plans to implement your proposed solution for CTC, including testing and release to Production. A15: Q16: The proponent has attached a completed Appendix A Brand Web-to-Print Template Requirements or DAM Requirements response document. A16: Yes No Q17: The proponent is to detail the frequency of product updates and enhancements; and the typical scope of same. Desired is a vendor roadmap for planned product updates (including frequency) over the next 24 months; or at a minimum a historical roadmap of product updates in the preceding 24 months. A17: Q18: While CTC eschews customization; CTC wishes to be a voice at the table as an informed resource contributing to new product enhancements. The proponent is to detail their approach to engaging CTC s voice. A18:

8 Support Q19: The proponent is to detail their Help Desk and Support Processes by clearly identifying the responsibilities of each of the vendor and CTC. A19: Q20: The proponent is to document their response to the identification of application bugs ; approach to remediate and/or mitigate; and the Service Level Agreement addressing fug fixes. A20: Q21: The proponent is to provide an Accountability and Responsibility matrix for each of: Contract Management Technical and Support Services A21: Accountability and Responsibility matrix for Contract Management; and Technical and Support Services appended. Yes No

9 Performance Q22: The proponent is to provide download performance metric reports for each of CTC s major global markets: Canada, United Kingdom, France, Germany, Mexico, China, South Korea, Brazil, India, Australia, United States and Japan. A22: Download performance metric reports appended. Yes No Q23: The proponent is to detail their approach to communicating notice for: product upgrades; service outages; and scheduled (and unscheduled) maintenance lead time. The proponent is to also detail their expectations of CTC in providing and supporting product upgrades; outages; and scheduled (and unscheduled) maintenance and outage requests. A23: Contract Q24: The proponent is to detail the Contract Management lifecycle (inception, operations, closeout) approach, methodology and expectations or responsibilities and accountabilities of each of CTC and the proponent (Vendor). A24:

10 Q25: The proponent is to detail the requirements (opt-in, opt-out) and methodology for CTC to exercise contract extensions for each of years 2017 (+1) and 2018 (+1 +1) A25: Q26: The proponent is to provide the name and Resume (C.V.) of its assigned Contract Manager assigned to CTC. The proponent is also to provide the name and Resume (C.V.) of the proposed back up Contract Manager in the event of unavailability of the identified Primary resource. A26: Customer Service Q27: Please describe your firm s approach in handling customer complaints and provide two (2) examples of how your firm went above and beyond in ensuring that your customers complains are resolved in a timely manner. A27:

11 Data Management Q28: Proponent must address their approach to assisting CTC in the case of: Incremental growth and demand; and Explosive data growth to support market opportunities A28: Training and Knowledge Transfer Requirements Q29: Proponents are to articulate their initial training and continuing education/skills development approach to the Brand Management Web-to-Print or DAM services; including but not limited to training materials and other deliverables to support effective use, and continued skills growth when using the proponent s SaaS product A29.

12 References Q30: Please provide a list and contact information of three (3) your current and former clients where you have provided similar work to that required by CTC described in this RFP. CTC may be contacting your references to seek additional information about your company; and in the case of short-listed proponents, CTC will contact all references listed below. Format of Reference: Name of Corporation Name of Client Sponsor, Title, phone and address Date of Service(s) delivered and duration Scope of Service(s) delivered Proponent Project (Transition) and Contract Managers assigned A30: