ORGANISATION FOR ECONOMIC CO-OPERATION AND DEVELOPMENT CALL FOR TENDERS
ORGANISATION FOR ECONOMIC CO-OPERATION AND DEVELOPMENT CALL FOR TENDERS 100001081 WEBSITE PROJECT FOR THE INTERNATIONAL TRANSPORT FORUM (ITF) The deadline date for the receipt of bids is 5 December 2014, 3:00 p.m. (Paris time) 1 ITF Website 100001081 The OECD brings together the governments of countries committed to democracy and the market economy from around the world to: • • • • • • Support sustainable economic growth Boost employment Raise living standards Maintain financial stability Assist other countries' economic development Contribute to growth in world trade The OECD also shares expertise and exchanges views with more than 100 other countries and economies, from Brazil, China, and India to the least developed countries in Africa. Fast facts Established: 1961 Location: Paris, France Membership: 34 countries Budget: EUR 357 million (2014) Secretariat staff: 2 500 Secretary-General: Angel Gurría Publications: 250 new titles/year Official languages: English/French Monitoring, analysing and forecasting For over 50 years, the OECD has provided statistical, economic and social data comparable with the most important and most reliable in the world. In addition to its collection of data, the OECD monitors trends, analysis, and forecasts economic developments. The Organisation studies changes and developments in trade, environment, agriculture, technology, taxation and more. The Organisation provides a setting where governments can compare their experiences in developing public policies, seek answers to common problems, identify good practices and coordinate both domestic and international policies. Enlargement and enhanced engagement In May 2007, OECD countries agreed to invite Chile, Estonia, Israel and Slovenia to open discussions for membership of the Organisation and offered enhanced engagement to Brazil, China, India, Indonesia and South Africa. While enhanced engagement is distinct from accession to the OECD, it has the potential in the future to lead to membership. In 2010, Chile, Slovenia, Israel and Estonia became OECD member countries. In 2013, OECD countries agreed to invite Colombia and Latvia to open discussions for membership of the Organisation. Publishing The OECD is one of the world's largest publishers in the fields of economics and public policy. OECD publications are a prime vehicle for disseminating the Organisation's intellectual output, both on paper and online. Publications are available through the Online Information System (OLIS) for government officials, through OECD iLibrary for researchers and students in institutions, corporate, subscribed to our online library and through the Online Bookshop for individuals who wish to browse titles free-of-charge and to buy publications. 2 ITF Website 100001081 INSTRUCTIONS TO BIDDERS ARTICLE 1 - PURPOSE AND OBJECT OF THE CALL FOR TENDERS The ITF, through its cooperation with the OECD, is issuing this Call for Tenders with a view to identifying a credible partner(s) to work on developing a new ITF website. ARTICLE 2 - TERMS AND CONDITIONS OF THE CALL FOR TENDERS 2.1 Composition of the Call for Tenders The documentation relating to the Call for Tenders includes the following parts: a) b) c) 2.2 Instructions to Bidders and their Annex; Terms of Reference; Minimum General Conditions for OECD Contracts. Bids All bids will be treated as contractually binding for the Bidder. 2.3 Duration of bid validity Bids shall remain valid for one hundred twenty (120) calendar days, as from the deadline for receipt of bids. 2.4 Additional information Should any problems of interpretation arise in the course of drawing up the bid documents, bidders may submit their questions to [email protected], no later than five (5) calendar days before the deadline for the receipt of Bids. All bidders will be advised of the answers given to such questions. 3 ITF Website 100001081 2.5 Acceptance and rejection of Bids There is no commitment on the part of the Organisation to accept any Bid or part thereof that is received in response to the Call for Tenders. The OECD reserves the right: 2.6 To accept Bids with non-substantial defects To reject Bids received after the deadline for receipt of Bids, without indemnity or justification. Modification or cancellation of Call for Tenders The Organisation reserves the right to modify or cancel all or part of the Call for Tenders, should the need arise, without having to justify its actions and without such action conferring any right to compensation on Bidders. 2.7 Partnerships. Partnerships must jointly meet the administrative requirements set out in the Call for Tenders. 2.8 Extension of the deadline for receipt of Tenders The OECD reserves the right to extend the deadline for receipt of the Bids. In that case, all the Bidder’s and Organisation’s rights and duties and in particular Article 2.3 above will be subject to this new deadline. 2.9 Expenses Bids are not paid. No reimbursement of expenses related to the preparation of any Bid will be made by the OECD. 2.10 Confidentiality Any information communicated to the Bidder or which come to his knowledge in the course of the Call for Tenders and/or the performance of the work, are confidential and are strictly dedicated to the purpose of the Call for Tenders. The OECD reserves the right to request that all material be returned at the end of the Call for Tenders process. 4 ITF Website 100001081 ARTICLE 3 - PRESENTATION, SUBMISSION AND CONTENTS OF BIDS 3.1 Bid presentation and conditions for submission Bids shall be entirely drafted in English and shall be received by the Organisation: Before the deadline date of 5 December 2014 (3 pm Paris time). 3.2 Contents of the Tender The Tender in 3 copies and one electronic version (e.g. USB Key); A Letter of Application, signed by the Tenderer, confirming the following: All the elements of the offer are contractually binding; That the person signing the offer does have the authority to commit the Tenderer to a legally binding offer That the Tenderer accepts all of the Minimum General Terms and Conditions without any modification. If there is an exception, please state the exception and the rationale for that exception. That the Tenderer, or each of the partners in the case of a partnership, have fulfilled all its legal obligations with regards to tax declarations and payments in its home country and must supply all the requisite certificates to that effect; That the Tenderer has not granted and will not grant, has not sought and will not seek, has not attempted and will not attempt to obtain, and has not accepted and will not accept any advantage, financial or in kind, to or from any party whatsoever, constituting an illegal practice or involving corruption, either directly or indirectly, as an incentive or reward relating to the award or the execution of the Contract; Moreover, the Tenderer shall provide, to the extent possible and where applicable, certificate(s) identifying the Tenderer, including its name, legal form, address, registration number or equivalent, date founded, areas of activity and number of employees ; The signed Declaration detailed in Annex to these Instructions to Tenderers. Please note that the Tenderer, should it be shortlisted, will be asked to provide the following: Any relevant existing agreements with intermediaries or third parties; Financial information for the last three (3) years Proof of completed legal obligations with regards to tax declarations and payments in its home country and all the requisite certificates to that effect; 5 ITF Website 100001081 3.2.2 Financial Conditions Prices quoted must include everything necessary for the complete execution of an eventual contract (insurance, transport, guarantees). Charges for items essential to execution of the contract and not identified in the Tender will be borne by the Tenderer. ARTICLE 4 - INTERVIEWS The Organisation reserves the right to organise interviews and request the Bidder to explain in more details the content of their Bids. ARTICLE 5 – SELECTION CRITERIA Main criteria for Bidder evaluation are as follows: Methodology Experience Capacity Financial proposition Pertinence of information provided 35% 20% 20% 20% 5% ARTICLE 6 - INFORMATION TO BIDDERS All Bidders will be informed, whenever possible, of the decision taken on their Bids. 6 ITF Website 100001081 Annex Declaration for Call for Tenders n° 100001081 As part of the offer in response to the OECD Call for Tenders n 100001081, the Bidder (company or individual) declares on oath the following: - That it is not bankrupt or being wound up, is not having its affairs administered by the courts, has not entered into an arrangement with creditors, has not suspended business activities, is not the subject of proceedings concerning those matters, and is not in any analogous situation arising from a similar procedure provided for under national legislation or regulations; - That it has not been convicted of an offence concerning its professional conduct by a judgment which has the force of res judicata; - That it has not been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity which may be detrimental to the financial interests of the OECD, its members or its donors; - That it is not guilty of misrepresentation in supplying the information required as a condition of participation in this Call for Tenders or has failed to supply any relevant information; - That it is not subject to a conflict of interest; - That its employees and any person involved in the execution of the work to be performed under the present Call for Tenders are regularly employed according to national laws to which it is subject and that it fully complies with laws and regulations in force in terms of social security and labour law; -That it has not offered and will not offer, has not granted and will not grant, has not sought and will not seek to obtain, and has not accepted and will not accept any advantage, financial or in kind, to or from any party whatsoever, constituting an illegal practice or involving corruption, either directly or indirectly, as an incentive or reward relating to the award or the performance of the contract that would result from the OECD Call for Tenders n 100001081. I, the undersigned, …………………………………. on behalf of the company …………………., understand and acknowledge that the Organisation may decide not to award the contract to a Bidder who is one of the situations indicated above. I further recognise that the Organisation may terminate for default any contract awarded to a Bidder who has been found guilty of misrepresentation in supplying, or has failed to supply, the information required as a condition of participation in this Call for Tenders. Finally I understand and acknowledge that the Organisation may inform any third party, including its members and donors in case a Bidder is in one of the above mentioned situations or when should it be found guilty of making false declarations, committing fraud, or to be in serious breach of its contractual obligations. The .. / .. / .. Signature 7 ITF Website 100001081 TERMS of REFERENCE 1. Introduction Transport is vital to human well-being. It allows for provision of essential goods. It provides access to essential services like health and education. It gives people access to jobs and allows society to connect. Good transport polices are key to providing mobility for all and are a cornerstone of economic and social development. The International Transport Forum (ITF) is the world’s only intergovernmental organisation working for better policy across all transport modes at a global level to improve people’s lives. 2. Who we are ITF is an intergovernmental organisation for the transport sector. It is funded by contributions from the governments of its 54 member countries. We are administratively integrated with the Organisation for Economic Co-operation and Development (OECD) but have our own governance structure. ITF’s mission is knowledge production and knowledge sharing in the area of transport policy. The objective of ITF’s work is to help member countries to formulate and implement better transport policies. We cover all ’traditional‘ transport modes (road, rail, aviation, and shipping) as well as public transport, active modes (walking/cycling) and notably issues that cut across transport modes, including sustainability, logistics, accessibility, globalisation, infrastructure, funding etc. We see a specific role for ourselves in fostering a horizontal perspective across modes. ITF was created in 2006/7 when its precursor organisation, the European Conference of Ministers of Transport (ECMT, founded in 1953) transformed itself from a European organisation focussing on landbased transport (road, rail) to a global body covering all modes. Because of the origins of ITF, there remains an imbalance in our content, with more information available in traditional modal subjects like road and rail. ITF has a staff of around 40, over half of whom are knowledge producers. We widely use outside consultants to carry out research projects. Our main products are: Research outputs: projects (short duration; different types) and working groups (longer duration) produce reports that are mostly text (published in longer and/or shorter formats) but also include charts, tables, diagrams, photos, etc.; Events: ITF organises an Annual Summit of transport ministers, a major global event with more than 1 000 participants including several dozen ministers from 70+ countries. We also organise Roundtable seminars (expert workshops) worldwide; Data and statistics: published in various formats including on the OECD statistics website; Official documents: containing sensitive information and available only to approved delegates of member countries via a secure login; Multimedia content: we produce video and photo content throughout the year and particularly so during the Annual Summit. Summit main sessions are webcast live over a third party 8 ITF Website 100001081 TERMS of REFERENCE streaming server. We have a remit to broadcast/make available as audio-visual recordings more of our meetings to reach a wider audience. 3. Our web vision The web is ITF’s principal communication and dissemination tool. The mission for our website is “make it easy to create, use and find knowledge for better transport policy”. We want to create an online resource to match the organisation’s reputation, scope and potential. Our new web presence will allow ITF to make its content available and accessible for a global audience in both developed and developing countries. It will allow all users, internal and external, to fully leverage the value of ITF content over time and allow ITF to achieve more impact. 4. Strategic objectives Our aim is to develop a website that: is useful, fast, easy-to-use for external and internal users focusses on identified top tasks of users lets users get information in the format they want is manageable with available resources systematically future-proofs content 5. Target audiences Internal: o Transport economists/researchers o Statisticians o Event organisers o Corporate liaison personnel o Management support personnel o Library personnel o Communication personnel o Web managers External: o Policy makers, members of ITF’s governing board (representatives of our 54 member countries – from transport ministries) o Researchers/academia (Universities, government-affiliated research institutes) o International organisations, trade associations, advocacy groups o OECD researchers o Private-sector transport industry o Annual Summit audience (for promotional and logistical aspects) o Media, journalists 9 ITF Website 100001081 TERMS of REFERENCE o General Public 6. ITF web development as a process We are looking for an outstanding provider to help us better leverage the web to achieve our strategic objectives. We view web development as an ongoing process of continuous improvement. Therefore, we are interested in building a strong and longer-term partnership with a provider who shares our view of web development as a process and who appreciates the importance of mutual trust for the success of a complex and dynamic project. Our current web site is based on static technology with no CMS and no clear content production workflows. The new website will represent a fundamental shift in how we work, and this process will need to be structured, supported and managed. The requirements in this document reflect our near-future needs. Further potential web requirements are identified or being explored and we expect to be able to better define and refine them in the light of this work. These future needs will be subject to another competitive procurement process. 7. What we are looking for in our provider Excellent project management skills: You will take the lead in ensuring the project runs optimally and you will need to detail how you propose achieving this Ability to work in the English language: our website will be in English, and English is the main working language of the ITF To think in terms of a long-term relationship with ITF rather than a build-and-move-on approach Belief in an evidence-based, user-centric approach to website development: We have based preparatory work on empirical data gathered through user research – you should have experience in, and be comfortable with, developing a website on the basis of identified user needs Iterative development approach Appreciation that simplicity is preferable to gadgetry Availability of key personnel for face-to-face meetings in Paris Team coherence: you will have full control over all areas of the work you provide Ideas for future-proofing our knowledge dissemination Experience with similar content and/or clients (international organisations, government, academic research, non-commercial organisations) 8. Our current website The current ITF institutional website (www.internationaltransportforum.org) is based on static HTML technology with no CMS and is no longer suitable for the organisation’s needs. The dominant procedure for publishing content involves authors sending a PDF by email and the webmaster uploading it. The basic 10 ITF Website 100001081 TERMS of REFERENCE technology and the unplanned growth of the site has led to unstructured mushrooming of the site and increasingly created issues regarding user navigation and consistency. ITF also runs a microsite for the Annual Summit (2014.internationaltransportforum.org). We have used Drupal CMS for the past three Annual Summit websites (2014, 2013 and 2012) to pilot use of open source software. The functionalities of the current Summit microsite are to be integrated into the new ITF website The current ITF institutional site has an average of around 500 unique visits per day. There are two people in the web team but no dedicated technical personnel. There are many navigational inconsistencies and lack of homogeneity in page layout, see above. Current content overview: .pdf files .doc files .htm/.html files image files (.jpg, .gif, .png etc) Hyperlinks Files associated with a dynamic template 7 617 38 940 5 838 70 176 734 Within the site there is also a database-driven protected delegates’ area (SQL database) with around 350 individual accesses. 9. The ITF website project Strategic drivers: The current ITF website is no longer able to adequately support the organisation’s main goals. It is based on outdated technology and over the years has grown in an unstructured way without a clear content strategy, making it difficult to retrieve relevant content for users and is resource-intensive for ITF to provide content. These issues can no longer be addressed through patchwork solutions and tweaking, if the web is seen as an important means of communication. Governance: The website development is managed by a website project team within the ITF’s communications unit. Project oversight is carried out by the ITF Web Steering Committee (WebSC) which mandates a project team to carry out work in phases. The WebSC is consulted at significant project milestones. Following approval for a phase of work by the WebSC, the project team may take necessary decisions to advance the project. The provider will work directly with the project team: ITF Head of Communications Librarian and information specialist/documentalist with wide experience in transport research issues and cataloguing transport knowledge Digital Communications Manager The project’s guiding principles are: 1. Simplicity 11 ITF Website 100001081 TERMS of REFERENCE 2. User-centric design 3. A reiterative approach to the development process Project Timeframe: Phase Completion Date Supplier choice and contract finalisation December 2014 Project scoping and planning January 2015 Alpha build February 2015 Beta launch March 2015 Project kick-off with supplier is expected to be in the first half of January 2015. Timeframes above are indicative and therefore subject to modification as agreed at the planning stage at each build phase. 10. Project work to date Under mandate from WebSC, the project team has completed work on the project in two phases. First Phase – User research: Top task identification and testing Rigorous user research and testing, stakeholder consultations, peer website benchmarking and other investigatory work provided us with statistically significant empirical data which concluded that although the current ITF website performs relatively well - external users are largely able to find what they are looking for - much improvement can be made in navigation, page design and layout. The website scored 78% in overall satisfaction, ranking it 24th out of 130 similarly tested-websites. This phase also gave us evidence of what most users want to do on the website: the top tasks. 11 top tasks account for 50% of what users want to do on the site. As the current website is primarily based on static content and has no Content Management System (CMS), research conducted focused primarily on the web’s front office. We foresee a fundamental improvement in how we generate, publish, disseminate and share knowledge when a CMS is operational. We worked with an external service provider (Customer Carewords) to: identify what users want to achieve using the ITF website, i.e. their top tasks, test how well these tasks are currently performing. Methodology: Task identification: corporate philosophy and strategy, customer feedback and surveys, site behaviour analysis, search analysis, competitor/peer website review, traditional/social media, stakeholder reviews (internal and external). Result: a “long list” of several hundred tasks, edited down to 48 unique tasks. 12 ITF Website 100001081 TERMS of REFERENCE Customer polling: online website users, targeted lists from our contacts and targeted stakeholder polling from our member country delegations. We included category questions to identify user profiles. Users were asked to rank their five most important tasks from the list. Customer Centric Index: we asked how well users thought the site was performing over content, social factors and visual/architecture factors. Customers chose three factors from a list of 26. Results are presented in Annex 1 We then measured how well tasks performed using a Task Performance Indicator which measures cause and effect, i.e. providing clear explanation why a task is underperforming leading to recommendations for improvements. The current website scored an overall 47% success rate and a 53% failure rate for completion of identified top tasks. Methodology: We developed precise questions to test an underlying task User tester recruitment Task measurement with individual users for each task, using remote technology to access the customers’ screen Analysis and recommendations Results are presented in Annex 2 Second phase: Taxonomy, Navigation Design, Information Architecture We worked again with Customer Carewords to develop a thoroughly tested, task-based classification for the website. Methodology: Created a list of tasks from top tasks 50-100 users sorted these in their preferred classifications We identified classification patterns that emerged and created hypothetical level 1 navigation We tested the hypothetical navigation with 30-50 users, asking them to solve specific tasks Target: 90% success rate Reiteration based on results, retesting When an acceptable success rate was achieved, we created more tasks for level 2 navigation. Testing cycle with users again After six rounds of testing and reiteration we had an acceptable success rate for navigation. Navigation testing overview and methodology is presented in Annex 3 Final navigation result is presented in Annex 4 11. On-going project work 13 ITF Website 100001081 TERMS of REFERENCE Third Phase: Core page design and testing The core page design phase is currently underway in collaboration with Customer Carewords. This work is carried out in two phases. The first phase will culminate in a handover of a selection of tested core model pages to the provider. These will be fully tested wireframes based on layout with identified content necessary for users to complete their identified top tasks. There will be a face-to-face handover meeting between Customer Carewords, the selected provider for the design/build and ITF to ensure the integrity of knowledge from the tested wireframes is upheld in the design work and build of the alpha version. The selected provider will also receive documentation on how to best maintain top task management methods through to the alpha test build. The second phase will test the alpha version prototype with participants. This phase is expected to last 5-6 weeks with results, analysis and recommendations provided to ITF and the provider to assist in developing the beta version. Methodology: Key pages will be designed based on top task methodology Core content and links will be defined in a series of workshops Following workshops, we will specify the content and links to appear on each of the pages based on models The provider will create and alpha test website based on these models The provider will create and add visual elements to the content based on agreed layouts and on guidelines from Customer Carewords Customer Carewords will then test the alpha site and make recommendations to improve page layouts to increase success rates 12. Requirements Project scoping and planning A kick-off phase with the project team to determine working methods and overall planning will begin the project. Your proposal should outline your approach to planning the various requirement areas in this document. In particular, we are interested in your planning approach to content migration, website launch and build reiteration. Corporate design and standards During third project phase (section 11 above), agreed page layouts for core pages will be passed to the provider for the design and development of the interactive alpha site. There will be a handover meeting to ensure the provider continues the integrity of the work carried out to date into the design phase. The provider will ensure homogeneity across the website. The provider will: Consult with the project team 14 ITF Website 100001081 TERMS of REFERENCE Develop and iterate site-wide design consistent with ITF’s visual identity. The ITF’s Visual Communications Officer will be available for consultation. Document and codify new design standards to the level of detail needed to provide visual unity across ITF web Testing of the interactive prototype will be managed by Customer Carewords with ITF – this is not a requirement for the provider. Content review and strategy Working with the project team, the provider will analyse the current ITF website content in the context of the taxonomy to: Develop a content migration plan Determine how best to include current content within the taxonomy including how to tag content for optimised SEO Introduce the use of micro data for improving SEO and future-proofing ITF content Agree on a launch strategy with minimal critical content necessary for initial launch of the ITF website. Content priorities should be informed by identified top tasks Define various content types to inform design requirements Create an inventory of assets Develop a plan for linking to ITF content on third party platforms, notably OECD which houses ITF research content (OECD iLibrary), sells ITF publications (OECD Online Bookshop), and houses all ITF statistics (OECD.stat) Liaise with OECD during development of their XML-based editor for content authoring: part of the content review will be to assess with OECD how best to link this output to the ITF’s new CMS Assess how best to treat Annual Summit content – this content is event-based and requires presentation of programme as well as information of promotional (event itself; sponsorship, exhibition, side events, awards) and logistical (travel, hotel, visa, technical tours, link to external shops for registration) Identify potential content gaps Develop a strategy for treating/removing non-essential content Define systems for archiving old content Our multimedia platforms are Flickr and YouTube. Accessibility W3C AA level accessibility throughout Back office design must ensure authors adhere to AA level through relevant prompts Non-conformity of some content may be acceptable on a case-by-case basis where achieving AA level accessibility would be overly impractical. Such exceptions must be documented Easy printability of all text content with optimised print layout 15 ITF Website 100001081 TERMS of REFERENCE Responsive design: availability of agreed content over various devices (desktop, tablet, mobile…) Please include in your proposal how you will ensure these accessibility requirements are met. Languages All content available in English with the option to display content in up to four additional languages where such content is available. Additional languages may use non-Latin characters. Navigation only in English Please include in your proposal how you will ensure these language requirements are met. CMS development ITF is open to proposals for the choice of CMS technology; however we have a preference for open source technologies. Our requirements are driven by ease of use. It should be easy and simple for all staff including academic authors to create and publish information and to classify it based on content type and taxonomy area The CMS should be flexible for future developments and easily extendible Please include in your proposal how you will ensure these CMS requirements are met. Reiterative development We expect the build phase to be based on a reiterative approach involving user testing carried out by Customer Carewords (see above). Your proposal for the build phase should include post-launch development capacity for bug-fixing and improvements. We also seek your proposal for implementing continuous improvement based on user research on an agreed cycle period following the build phase. Your proposal should explain how you carry out testing and how you will approach development reiterations to offer the best value for budget against specific strategic goals. Please keep the costing of post-build reiterations as a separate option (Option “B”). Our reference methodology is the gov.uk approach to web development. Metrics Compatibility with Google Analytics to provide in-depth metrics based on measurement goals Proposals for other analytical tools that would help ITF manage website performance and improve user satisfaction Reporting tools/dashboard integrated into back office 16 ITF Website 100001081 TERMS of REFERENCE Please include in your proposal how you will ensure these requirements for metrics are met. Site search Effective site-wide content search; one-click search/advanced search; easily understandable presentation of search results Development of faceted search with a results filter Please include in your proposal how you will ensure these search requirements are delivered. Content dissemination Easy shareability of content via social media Calendar of events/meetings (internal, external) Integrated creation of e-newsletters/mail outs to registered users Blog feature Please include in your proposal how you will ensure content dissemination as required. Change management/training Proposals must include how to manage the change from a zero back office situation to a new content publication workflow via CMS and “ownership” of content by authors. Consequently, the website is expected to shape workflows and establish related roles and responsibilities. The provider must identify, define and help to implement these, taking corporate culture into account as much as technical feasibility/desirability. A flexible rights management system, an easy-to-use back office interface and training capabilities are three key requirements. Please reference necessary availability of staff for presentations, workshops etc. Hosting Your proposals should include: Itemised hosting costs for your proposed technical solution (listed separately from other project costs) Cost ranges for various service level agreement (SLA) levels The server technical specifications necessary to host your solution. ITF will investigate the possibility of internally hosting your solution based on the information you provide 17 ITF Website 100001081 TERMS of REFERENCE Cost estimations for possible server changes and adaptations, i.e. those possible future costs not covered within these terms of reference. This could include daily human resource rates for the various profiles necessary for the project Login/account capabilities (‘myITF’): Users can manage content subscriptions (e-newsletters, briefs…) ITF delegates can access agreed content based on group rights management Back office management of user groups and associated content access (currently ‘Delegates’ area) Migration of current registered users to new website (around 350 users) We are also interested in developing online collaborative workspaces allowing internal users (staff) as well as external users (delegates, consultants) to share, comment and edit content which they have rights to. Please include propositions for providing this type of functionality and associated pricing. Please keep this pricing as a separate option (Option “B”). In your proposal, please indicate how you will ensure these login requirements are met. 18 ITF Website 100001081 MINIMUM GENERAL CONDITIONS The following non-exclusive articles of the General Conditions of the anticipated Contract as well as the document entitled “Terms of Reference” shall become an integral part of the Contract to be signed between the OECD and the Contractor. These minimum general conditions are not exclusive and additional conditions can be added in the final Contract. In the event of any contradiction between the provisions of the anticipated Contract and those of any of its Annexes, including the present and completed General Conditions, the provisions of the Contract shall prevail. ARTICLE 1 – GOODS OR SERVICES The services supplied under the Contract (hereinafter “The Work”) shall conform to the standards mentioned in the Terms of Reference. It is expressly agreed that the Contractor shall perform the Work in accordance with all Standards or, where no such standards have yet been formulated, the authoritative standards of the profession will be the applicable norms. ARTICLE 2 - PRICES Prices charged by the Contractor under the Contract shall not vary from the prices quoted by the Contractor in its Tender, with the exception of any price adjustment authorised in the Contract or in the Organisation’s request for Tender validity extension, if need be. ARTICLE 3 - PAYMENTS AND TAXES Payment will be made in Euros. The Organisation is exempt from taxation, including from sales tax and value added tax (V.A.T.). Therefore, the Contractor shall not charge any such tax to the Organisation. Upon request, the Organisation will provide the Contractor with a certificate of this exemption. All other taxes of any nature whatsoever are the responsibility of the Contractor. ARTICLE 4 - DELAY IN EXECUTION The Contractor shall perform the Work in accordance with the time schedule and the terms specified in the Contract, this being an essential element of the Contract. ARTICLE 5 - ACCESS TO THE PREMISES If the Work requires at any time the presence of the Contractor and/or of the Contractor’s employees, agents or representatives on the premises of the Organisation, they shall observe all applicable rules of the Organisation, in particular security rules, which the Organisation may enforce by taking any measures that it considers necessary. 19 ITF Website 100001081 MINIMUM GENERAL CONDITIONS ARTICLE 6 - FORCE MAJEURE Neither Party shall be liable or be deemed to be in breach of the Contract as a result of any delay in performing, or any failure to perform its obligations, if such delay or failure is caused by force majeure. Force majeure may only be invoked when an event is, at the same time, unforeseeable, unavoidable and beyond the control of the party invoking it. Such events may include, but are not restricted to, civil unrest, wars, revolutions, fires and floods, but under no circumstances shall include public transport strikes or strikes by Contractor’s personnel. The party invoking it shall notify the other Party of its existence as soon as possible, use reasonable endeavours to mitigate its effects and recommence performing the Contract as soon as the force majeure ends. ARTICLE 7 - AUTHORITY The Contractor hereby declares having all rights and full authority to enter into this Contract and to be in possession of all licences, permits and property rights, in particular intellectual property rights, necessary for the performance of this Contract. ARTICLE 8 - LIABILITY The Contractor shall be solely liable for and shall indemnify, defend and hold the Organisation and its personnel harmless from and against any and all claims, losses, damages, costs or liabilities of any nature whatsoever, including those of third parties and Contractor’s personnel, arising directly or indirectly out of or in connection with Contractor’s performance or breach of this Contract. It is the responsibility of the Contractor to possess adequate insurances to cover such risks, including any risks related to the execution of the Contract. ARTICLE 9 - REPRESENTATIVES Neither the Contractor nor any of its experts, employees, agents or representatives: Shall in any capacity be considered as members of the staff, employees or representatives of the Organisation; Shall have any power to commit the Organisation in respect of any obligation or expenditure whatsoever; Shall have any claim to any advantage, payment, reimbursement, exemption or service not stipulated in this Contract. In particular and without limitation, it is understood that neither the Contractor, nor any of Contractor’s employees, agents or representatives may in any manner claim the benefit of the privileges and immunities enjoyed by the Organisation or by its personnel; Shall disclose or use, in whole or in part, for any purpose whatsoever, other than that specified in the present Contract, information or documents communicated to them, or which 20 ITF Website 100001081 MINIMUM GENERAL CONDITIONS come to their knowledge in the course of the performance of this Contract, including, but not limited to, the results of the Work under the Contract. The Contractor shall ensure that the Contractor’s employees, agents and representatives are expressly bound by and respect the provisions of the present clause. ARTICLE 10 - DESIGNATION OF A CO-ORDINATOR The Contractor shall appoint a co-ordinator within its personnel, to be approved by the OECD. The coordinator shall actively cooperate with the Organisation’s representatives. Throughout the duration of the Contract, the co-ordinator will consult the Organisation as often as necessary and will attend meetings, if need be. The OECD reserves its right to ask for the replacement of this co-ordinator if deemed necessary. ARTICLE 11 - INTELLECTUAL PROPERTY The copyright and any other intellectual property rights arising from the Work carried out in performance of this Contract, including the intermediate and final results thereof, shall vest in the Organisation as the Work is created, or be assigned to the Organisation, as the case may be under any applicable legal theory. The Contractor undertakes not to use the Work for any purpose whatsoever that is not directly necessary to the performance of the Contract, except with the prior written consent of the Organisation. The Contractor shall ensure that the Contractor’s employees, agents and representatives are expressly bound by and respect the provisions of the present clause 15. ARTICLE 12 - TRANSFER OF RIGHTS OR OBLIGATIONS The Contractor shall not transfer to any third party any rights or obligations under this Contract, in whole or in part, or sub-contract any part of the Work, except with the prior written consent of the Organisation. ARTICLE 13 - TERMINATION FOR BREACH Without prejudice to any other remedy for breach of Contract the Organisation may claim, the Organisation reserves the right to terminate the Contract without any prior notice or indemnity: i) In the event of failure by the Contractor to comply with any of its obligations under the Contract; and/or ii) If the Contractor, in the judgment of the Organisation, has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. ARTICLE 14 - TERMINATION FOR CONVENIENCE The Organisation may, by written notice sent through registered mail with recorded delivery to the Contractor, terminate the Contract, in whole or in part, at any time for its convenience. The notice shall 21 ITF Website 100001081 MINIMUM GENERAL CONDITIONS specify that termination is for the Organisation's convenience, the extent to which Work of the Contractor under the Contract has been completed, and the date upon which such termination becomes effective. The Work that is complete on receipt of notice by the Contractor shall be accepted by the Organisation, at the Contract terms and prices. For the remaining, the Organisation may elect: i) To have any portion completed at the Contract terms and prices; and/or; ii) To cancel the remainder and pay to the Contractor the amount corresponding to the completed work. ARTICLE 15 - ARBITRATION CLAUSE Any dispute arising out of the interpretation or implementation of this Contract, which cannot be settled by mutual agreement, shall be referred for decision to an arbitrator chosen by agreement between the Organisation and the Contractor or, failing such agreement on the choice of the arbitrator within three months of the request for arbitration, to an arbitrator appointed by the First President of the Court of Appeal of Paris at the request of either Party. The decision of the arbitrator shall be final and not subject to appeal. The arbitration shall take place in Paris, France. ARTICLE 16 - CONFIDENTIALITY Any information, on any medium whatsoever, sent to the Contractor to which the Contractor obtains access on account of the Contract, shall be held confidential. In consequence, the Contractor shall not disclose such information without the written prior consent of the Organisation. 22
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