REQUEST FOR EXPRESSION OF INTEREST Subject Contracting services for the UNV Knowledge Management Portal Issue Date: 02 March 2009 Close Date: 24 March 2009, 17:00 (Bonn Time) The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development, and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers. UNV would like to invite qualified companies capable of providing services for the design and development of UNV Knowledge Management Portal to submit their Expression of Interest (EOI) to perform the required services. Objectives: The project s objective is the establishment of an online, community-based Portal solution to promote increased communication, deeper information exchange, and collaboration between UNV staff in HQs and country offices, UNV volunteers and UNV partners. Required Services: The following defines the project scope: Development of an online Portal web site for the UNV organization using Micrsoft SharePoint technolgy Document management implementation across the UNV organization i.e. how the documents are created, reviewed, published, and consumed, and how they are ultimately disposed of or retained. Development of policies and procedures for document and content management processes including the required Governance structure Development of collaborative tools to manage users, documents, knowledge products, discussions and interactions between the users Training to the project team members. This includes training to the business users and technical users Data cleansing and migration of the data from existing web sites and File system folders into the Portal Only companies with relevant experience in supplying similar services will be considered qualified. In order to qualify as a potential supplier, interested companies or individuals should submit their Expression of Interest, as well as the following documents:
A profile of your company, including relevant experience in supplying similar services/products using Microsoft SharePoint technology List any international quality assurance certificates held by your company Financial summary reports for 2007, 2006 and 2005 demonstrating the financial soundness of the company. It should include Cash Assets, Account Receivables and Current liabilities. A minimum of three client references that you have done similar work, whom we may contact, name, address, e-mail, tel, fax. The EOI and accompanying documents must be received no later than 24 March 2009, 17:00 hours (Bonn time) and be forwarded to the following address in sealed envelops with UNV KNOWLEDGE MENAGEMENT PORTAL EOI marked on the envelope: United Nations Volunteers (UNV) UN Campus Hermann-Ehlers-Str.10 D-53113 Bonn, Germany Attention: Robert Kuppek Any questions regarding this EOI should be sent to the e-mail hq@unvolunteers.org with the subject UNV KNOWLEDGE MENAGEMENT PORTAL in the subject line. EOI s will not be accepted by fax or e-mail. Please indicate in your EOI that you have read and agree with the UNV Terms and Conditions. EOI s will be evaluated in accordance with UNDP rules. UNV reserves the right to accept or reject any Expression of Interest. Only qualified companies will be invited to participate in the possible subsequent contracting exercise. Nothing in this EOI shall be taken to form a binding legal Contract. The potential subsequent procurement will be governed by the rules and regulations of UNV. EOI UNV Knowledge Management Portal Page 2 of 14
UNV KNOWLEDGE MANAGEMENT PORTAL (TERMS OF REFERENCE) 1. INTRODUCTION The United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. Volunteerism is a powerful means of engaging EOI UNV Knowledge Management Portal Page 3 of 14
people in tackling development challenges, and it can transform the pace and nature of development. Volunteerism benefits both society at large and the individual volunteer by strengthening trust, solidarity and reciprocity among citizens, and by purposefully creating opportunities for participation. UNV contributes to peace and development by advocating for recognition of volunteers, working with partners to integrate volunteerism into development programming, and mobilizing an increasing number and diversity of volunteers, including experienced UNV volunteers, throughout the world. UNV embraces volunteerism as universal and inclusive, and recognizes volunteerism in its diversity, as well as the values that sustain it: free will, commitment, engagement and solidarity. 2. PROJECT BACKGROUND Over the past years, knowledge management has become increasingly important not only in the business world but also in international development cooperation. This is a reflection of the growing recognition that the assets of development organizations extend beyond human, financial and physical assets to encompass also knowledge resources. UNV, with its extensive network of thousands of UNV volunteers mobilized within development projects, peace and humanitarian programmes of virtually the entire UN family, across the entire developing world, has an enormous potential pool of knowledge resources at its disposal. Harnessing this potential could contribute significantly to enhancing UNV s development effectiveness. It would help UNV strengthen its position as a strategic source of knowledge and advice about the role and contribution of volunteerism and the benefits of civic engagement in development programmes and thus help it deliver on its full mandate, including the aspects following from the adoption of a series of resolutions by the UN General Assembly on the occasion of the International Year of Volunteers 2001 and in follow up to the Year. UNV has recently conducted an exercise to assess the knowledge and document management needs at organization level and to suggest options for future initiatives. This review has found that there is a lack of global process in UNV for creating and maintaining the knowledge in a collaborative manner. This includes the lack of proper processes, policies and procedures for creating, storing and managing the documents and contents. This review also noted that the currently available technologies at UNV environment are outdated and impacting negatively the productivity of users such as emails, Shared Drives on the network, the Intranet and the Knowledge Platform web sites. These technologies maintain silos between the field and headquarters, as well as between UNV staff and UNV volunteers. As a result, collaboration and knowledge creation is not facilitated by the tools currently available at UNV. The review recommended the introduction of Microsoft SharePoint as the Enterprise Content Management (ECM) solution for collaboration and networking needs of the UNV organization. The SharePoint proposal was endorsed by the UNV management with implementation in a phased approach. UNV Knowledge Management Portal is project title for the implementation of the MS SharePoint ECM solution at UNV. 3. PROJECT OBJECTIVE EOI UNV Knowledge Management Portal Page 4 of 14
The project s objective is the establishment of an online, community based Portal solution to promote increased communication, deeper information exchange, and collaboration between UNV staff in HQs and country offices, UNV volunteers and UNV partners. The introduction of Knowledge Management Portal solution will ultimately enable the UNV organization to provide staff and UNV volunteers with easy access to record and distribute knowledge that will provide mechanism for sharing knowledge, bringing people together to work collaboratively. UNV envisages the establishment of a Community of Practice (CoP) on volunteerism for peace and development. While this platform will include some of the CoP components (such as e.g. discussion boards, wikis and blogs), the complete technological platform is yet to be decided. UNV Knowledge Management Portal project will be implemented in phased manner. The first phase will entail the implementation of Document Management, Web Content management, Collaboration and Community of practice components that will primarily include UNV HQ and Field users. 4. PROJECT SCOPE The following defines the project scope of the current phase: Development of an online Portal that will replace the current UNV Intranet, K Platform web site and Shared drives Document management implementation across the UNV organization i.e. how the documents are created, reviewed, published, and consumed, and how they are ultimately disposed of or retained. Development of policies and procedures for document and content management processes including the required Governance structure Development of collaborative tools to manage users, documents, knowledge products, discussions and interactions between the users Training to the project team members. This includes training to the business users and technical users Data cleansing and migration of the data available in current tools such as electronic documents and content This TOR will cover the design and development of UNV Portal web site for UNV HQs and Country offices users only (approximately 300 users). 5. PROJECT DELIVERABLES The project will deliver a Portal web site for document management, knowledge sharing and collaboration among UNV staff at UNV HQs and country offices. It will also deliver user documentation with detailed guidelines on related policies and procedures, to enable users to use the system correctly and efficiently. The Specialist Products that will be delivered are: Business Requirements The Business Requirements documents describe the complete business processes and functions that the Portal will need to provide in order to meet the project objectives. This also includes the development of related policies and procedures. EOI UNV Knowledge Management Portal Page 5 of 14
Functional Specifications Functional specifications describe what needs to be done i.e. layout, logic and detailed functionalities of the proposed system Technical Specifications A technical specification will be drawn up for each functional specification, describing how the required functionality will be implemented. System development/ customization Based on the technical specifications, the configuration and customization will be done i.e. creation of tables, fields, Web pages, menus, reports and interfaces. These will be developed and tested. Training materials Tools that either can be used to train users in a classroom setting or allow users to train themselves. These may include presentations, documents and web based training materials. User documentation This is documentation that is made available to the users of the system, in order to explain to them how to use the system. Note: After the system design and testing, the Portal site will finally be hosted at UNV premises. Description of UNV ICT environment is described in the Annex 1. 6. KEY FUNCTIONAL SPECIFICATIONS 6.1. Web Content Management and Collaboration WCM Templates Design templates for Web content authoring and publishing such as news, announcements, etc. Workflow management Approval of web pages and version control using check in/check out. Maintenance of knowledge architecture The WCM solution must facilitate the definition and management of an enterprise knowledge architecture and assist with the enforcement of its standards. Support for development versions Content editors will need to be able to see their changes in the context of the site before the content is actually published. Taxonomy Users should be able to attach taxonomy to selected web contents Workspaces Workspaces for teams and groups with features to interact with each other, share documents, discussion boards, blogs, wikis, etc. Consumer Usability The generated HTML must maximize the experience for all users of the site, including users without high capability browsers. Compliance with accessibility standards and all the major browsers versions in public use. EOI UNV Knowledge Management Portal Page 6 of 14
Multi lingual support The WCM solution should support all major UN languages including English, Spanish, French, Chinese, Russian, Arabic. Web standards support The WCM and its content must be capable of being easily upgraded in line with new standards and practices for web content. Security Support role based security policies covering who can update what content. Provide an audit trail of modifications. Search Possibility to search a text within a content or by taxonomy Rating feature to give rating to a web content LDAP/ Active Directory compatibility Permissions and document ownership must be based on roles and identities defined in our ActiveDirectory accessed via LDAP. [UNV is using Win2003 ADS] 5.2. Document Management Support multiple formats including PDF, Word, PowerPoint, Excel and HTML, Images, etc. Document Life Cycle Track the life cycle of documents, alert document owners to the changes in their documents. Metadata Attaching metadata to the documents and enforcing business rules for selected tags. E signature Provide capability to sign documents electronically. Access Control Control the printing and viewing of documents, including role based permissions to ensure content and security Version Management Manage versioning, so users know they are always viewing the most current version of the documents but can also review revisions. Search Rapid search of the store of documents. Templates Enforce metadata mark up and layout and presentation standards. Rating Document rating feature LDAP/ActiveDirectory compatibility Permissions and document ownership must be based on roles and identities defined in UNV ActiveDirectory. EOI UNV Knowledge Management Portal Page 7 of 14
5.3. Integration with external systems Single Sign On to be integrated with LDAP/ActiveDirectory Integration with MS Exchange Server 2003 documents to be stored centrally in Sharepoint server Integration with UNV systems documents captured through the UNV systems should be stored centrally in Sharepoint server. e.g. CV of a volunteer uploaded in Roster System when applying for a volunteer position must be internally stored in MOSS repository. Annex 1: Description of UNV IT environment UNV hosts its majority of IT components in its own data center in Bonn/ Germany and partially in Cyprus offices. The IT infrastructure consists of 45 servers (Windows and Linux), 250 desktops/laptops, firewalls, routers, switches and an ISP link. The servers are implemented on the VMware Infrastructure with a central SAN/NAS device and a data backup infrastructure. The server farm consist of internal and external Web sites, Database, DNS, Active Directory, File server, Exchange, Email archive, SMTP gateway, etc. Network is divided by internally hosted firewalls into multiple security zones: Internet DMZ, Internal server farms, Test/Development network, Public training network and user network. Email messages are accessible remotely while access to the electronic documents stored on the file server is kept internal to the LAN. EOI UNV Knowledge Management Portal Page 8 of 14
General Conditions for Professional Services 1. LEGAL STATUS The Contractor shall be considered as having the legal status of an independent contractor vis-à-vis UNV. The Contractor's personnel and sub-contractors shall not be considered in any respect as being the employees or agents of UNV or the United Nations. 2. SOURCE OF INSTRUCTIONS The Contractor shall neither seek nor accept instructions from any authority external to UNV in connection with the performance of its services under this Contract. The Contractor shall refrain from any action which may adversely affect UNV or the United Nations and shall fulfil its commitments with the fullest regard to the interests of UNV. 3. CONTRACTOR'S RESPONSIBILITY FOR EMPLOYEES The Contractor shall be responsible for the professional and technical competence of its employees and will select, for work under this Contract, reliable individuals who will perform effectively in the implementation of this Contract, respect the local customs, and conform to a high standard of moral and ethical conduct. 4. ASSIGNMENT The Contractor shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof, or any of the Contractor's rights, claims or obligations under this Contract except with the prior written consent of UNV. 5. SUB-CONTRACTING In the event the Contractor requires the services of sub-contractors, the Contractor shall obtain the prior written approval and clearance of UNV for all sub-contractors. The approval of UNV of a sub-contractor shall not relieve the Contractor of any of its obligations under this Contract. The terms of any sub-contract shall be subject to and conform with the provisions of this Contract. 6. OFFICIALS NOT TO BENEFIT The Contractor warrants that no official of UNV or the United Nations has received or will be offered by the Contractor any direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that breach of this provision is a breach of an essential term of this Contract. EOI UNV Knowledge Management Portal Page 9 of 14
7. INDEMNIFICATION The Contractor shall indemnify, hold and save harmless, and defend, at its own expense, UNV, its officials, agents, servants and employees from and against all suits, claims, demands, and liability of any nature or kind, including their costs and expenses, arising out of acts or omissions of the Contractor, or the Contractor's employees, officers, agents or sub-contractors, in the performance of this Contract. This provision shall extend, inter alia, to claims and liability in the nature of workmen's compensation, products liability and liability arising out of the use of patented inventions or devices, copyrighted material or other intellectual property by the Contractor, its employees, officers, agents, servants or sub-contractors. The obligations under this Article do not lapse upon termination of this Contract. 8. INSURANCE AND LIABILITIES TO THIRD PARTIES 8.1 The Contractor shall provide and thereafter maintain insurance against all risks in respect of its property and any equipment used for the execution of this Contract. 8.2 The Contractor shall provide and thereafter maintain all appropriate workmen's compensation insurance, or its equivalent, with respect to its employees to cover claims for personal injury or death in connection with this Contract. 8.3 The Contractor shall also provide and thereafter maintain liability insurance in an adequate amount to cover third party claims for death or bodily injury, or loss of or damage to property, arising from or in connection with the provision of services under this Contract or the operation of any vehicles, boats, airplanes or other equipment owned or leased by the Contractor or its agents, servants, employees or sub-contractors performing work or services in connection with this Contract. 8.4 Except for the workmen's compensation insurance, the insurance policies under this Article shall: (i) Name UNV as additional insured; (ii) Include a waiver of subrogation of the Contractor's rights to the insurance carrier against UNV; (iii) Provide that UNV shall receive thirty (30) days written notice from the insurers prior to any cancellation or change of coverage. 8.5 The Contractor shall, upon request, provide UNV with satisfactory evidence of the insurance required under this Article. EOI UNV Knowledge Management Portal 14 Page 10 of
9. ENCUMBRANCES/LIENS The Contractor shall not cause or permit any lien, attachment or other encumbrance by any person to be placed on file or to remain on file in any public office or on file with UNV against any monies due or to become due for any work done or materials furnished under this Contract, or by reason of any other claim or demand against the Contractor. 10. TITLE TO EQUIPMENT Title to any equipment and supplies that may be furnished by UNV shall rest with UNV and any such equipment shall be returned to UNV at the conclusion of this Contract or when no longer needed by the Contractor. Such equipment, when returned to UNV, shall be in the same condition as when delivered to the Contractor, subject to normal wear and tear. The Contractor shall be liable to compensate UNV for equipment determined to be damaged or degraded beyond normal wear and tear. 11. COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS UNV shall be entitled to all intellectual property and other proprietary rights including but not limited to patents, copyrights, and trademarks, with regard to products, or documents and other materials which bear a direct relation to or are produced or prepared or collected in consequence of or in the course of the execution of this Contract. At the UNV's request, the Contractor shall take all necessary steps, execute all necessary documents and generally assist in securing such proprietary rights and transferring them to UNV in compliance with the requirements of the applicable law. 12. USE OF NAME, EMBLEM OR OFFICIAL SEAL OF UNDP OR THE UNITED NATIONS The Contractor shall not advertise or otherwise make public the fact that it is a Contractor with UNV, nor shall the Contractor, in any manner whatsoever use the name, emblem or official seal of UNV or the United Nations, or any abbreviation of the name of UNV or the United Nations in connection with its business or otherwise. 13. CONFIDENTIAL NATURE OF DOCUMENTS AND INFORMATION 13.1 All maps, drawings, photographs, mosaics, plans, reports, recommendations, estimates, documents and all other data compiled by or received by the Contractor under this Contract shall be the property of UNV, shall be treated as confidential and shall be delivered only to UNV authorized officials on completion of work under this Contract. 13.2 The Contractor may not communicate at any time to any other person, Government or authority external to UNV, any information known to it by reason of its association with UNV which has not been made public except with the authorization of UNV; nor shall the Contractor at any time use such information to private advantage. These obligations do not lapse upon termination of this Contract. EOI UNV Knowledge Management Portal 14 Page 11 of
14. FORCE MAJEURE; OTHER CHANGES IN CONDITIONS 14.1 Force majeure, as used in this Article, means acts of God, war (whether declared or not), invasion, revolution, insurrection, or other acts of a similar nature or force which are beyond the control of the Parties. 14.2 In the event of and as soon as possible after the occurrence of any cause constituting force majeure, the Contractor shall give notice and full particulars in writing to UNV, of such occurrence or change if the Contractor is thereby rendered unable, wholly or in part, to perform its obligations and meet its responsibilities under this Contract. The Contractor shall also notify UNV of any other changes in conditions or the occurrence of any event which interferes or threatens to interfere with its performance of this Contract. The notice shall include steps proposed by the Contractor to be taken including any reasonable alternative means for performance that is not prevented by force majeure. On receipt of the notice required under this Article, UNV shall take such action as, in its sole discretion, it considers to be appropriate or necessary in the circumstances, including the granting to the Contractor of a reasonable extension of time in which to perform its obligations under this Contract. 14.3 If the Contractor is rendered permanently unable, wholly, or in part, by reason of force majeure to perform its obligations and meet its responsibilities under this Contract, UNV shall have the right to suspend or terminate this Contract on the same terms and conditions as are provided for in Article 15, "Termination", except that the period of notice shall be seven (7) days instead of thirty (30) days. 15. TERMINATION 15.1 Either party may terminate this Contract for cause, in whole or in part, upon thirty days notice, in writing, to the other party. The initiation of arbitral proceedings in accordance with Article 16 "Settlement of Disputes" below shall not be deemed a termination of this Contract. 15.2 UNV reserves the right to terminate without cause this Contract at any time upon 15 days prior written notice to the Contractor, in which case UNV shall reimburse the Contractor for all reasonable costs incurred by the Contractor prior to receipt of the notice of termination. 15.3 In the event of any termination by UNV under this Article, no payment shall be due from UNV to the Contractor except for work and services satisfactorily performed in conformity with the express terms of this Contract. The Contractor shall take immediate steps to terminate the work and services in a prompt and orderly manner and to minimize losses and further expenditures. 15.4 Should the Contractor be adjudged bankrupt, or be liquidated or become insolvent, or should the Contractor make an assignment for the benefit of its creditors, or should a Receiver be appointed on account of the insolvency of the Contractor, UNV may, without prejudice to any other right or remedy it may have, terminate this Contract forthwith. The Contractor shall immediately inform UNV of the occurrence of any of the above events. EOI UNV Knowledge Management Portal 14 Page 12 of
16. SETTLEMENT OF DISPUTES 16.1. Amicable Settlement The Parties shall use their best efforts to settle amicably any dispute, controversy or claim arising out of, or relating to this Contract or the breach, termination or invalidity thereof. Where the parties wish to seek such an amicable settlement through conciliation, the conciliation shall take place in accordance with the UNCITRAL Conciliation Rules then obtaining, or according to such other procedure as may be agreed between the parties. 16.2. Arbitration Unless, any such dispute, controversy or claim between the Parties arising out of or relating to this Contract or the breach, termination or invalidity thereof is settled amicably under the preceding paragraph of this Article within sixty (60) days after receipt by one Party of the other Party's request for such amicable settlement, such dispute, controversy or claim shall be referred by either Party to arbitration in accordance with the UNCITRAL Arbitration Rules then obtaining, including its provisions on applicable law. The arbitral tribunal shall have no authority to award punitive damages. The Parties shall be bound by any arbitration award rendered as a result of such arbitration as the final adjudication of any such controversy, claim or dispute. 17. PRIVILEGES AND IMMUNITIES Nothing in or relating to this Contract shall be deemed a waiver, express or implied, of any of the privileges and immunities of the United Nations, including its subsidiary organs. 18. TAX EXEMPTION 18.1 Section 7 of the Convention on the Privileges and Immunities of the United Nations provides, inter-alia, that the United Nations, including its subsidiary organs, is exempt from all direct taxes, except charges for public utility services, and is exempt from customs duties and charges of a similar nature in respect of articles imported or exported for its official use. In the event any governmental authority refuses to recognize the United Nations exemption from such taxes, duties or charges, the Contractor shall immediately consult with UNV to determine a mutually acceptable procedure. EOI UNV Knowledge Management Portal 14 Page 13 of
18.2 Accordingly, the Contractor authorizes UNV to deduct from the Contractor's invoice any amount representing such taxes, duties or charges, unless the Contractor has consulted with UNV before the payment thereof and UNV has, in each instance, specifically authorized the Contractor to pay such taxes, duties or charges under protest. In that event, the Contractor shall provide UNV with written evidence that payment of such taxes, duties or charges has been made and appropriately authorized. 19 CHILD LABOUR 19.1 The Contractor represents and warrants that neither it, nor any of its suppliers is engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which, inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere with the child's education, or to be harmful to the child's health or physical mental, spiritual, moral or social development. 19.2 Any breach of this representation and warranty shall entitle UNV to terminate this Contract immediately upon notice to the Contractor, at no cost to UNV. 20. MINES 20.1 The Contractor represents and warrants that neither it nor any of its suppliers is actively and directly engaged in patent activities, development, assembly, production, trade or manufacture of mines or in such activities in respect of components primarily utilized in the manufacture of Mines. The term "Mines" means those devices defined in Article 2, Paragraphs 1, 4 and 5 of Protocol II annexed to the Convention on Prohibitions and Restrictions on the Use of Certain Conventional Weapons Which May Be Deemed to Be Excessively Injurious or to Have Indiscriminate Effects of 1980. 20.2 Any breach of this representation and warranty shall entitle UNV to terminate this Contract immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind of UNV. 21. OBSERVANCE OF THE LAW The Contractor shall comply with all laws, ordinances, rules, and regulations bearing upon the performance of its obligations under the terms of this Contract. 22. AUTHORITY TO MODIFY No modification or change in this Contract, no waiver of any of its provisions or any additional contractual relationship of any kind with the Contractor shall be valid and enforceable against UNV unless provided by an amendment to this Contract signed by the authorized official of UNV. EOI UNV Knowledge Management Portal 14 Page 14 of