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Tender for Researcher Records Management - Q&A

Question 1

List of Items, Schedule of Requirements, Scope of Work, Terms of Reference, Bill of Materials required.

Answer 1

You can find all documentation on the following web page
http://www.eui.eu/About/Tenders.aspx

Question 2

Soft Copy of the Tender Document through email.

Answer 2

You can find all documentation on the following web page:
http://www.eui.eu/About/Tenders.aspx

Question 3

Names of countries that will be eligible to participate in this tender.

Answer 3

Every country without restriction is eligible to participate.

Question 4

Information about the Tendering Procedure and Guidelines

Answer 4

You can find all documentation on the following web site 
http://www.eui.eu/About/Tenders.aspx

Question 5

Estimated Budget for this Purchase

Answer 5

The overall presumed value of the tender is estimated at € 200,000.00 excluding VAT.This shall be used merely to determine the presumed overall value of the tender and in no way commits the Contracting Authority to award a tender for the entire above-mentioned total sum.

Question 6

Any Extension of Bidding Deadline?

Answer 6

No

Question 7

Any Addendum or Pre Bid meeting Minutes?

Answer 7

No

Question 8

The 7^th attachment (Annex VI) “ 7 - Annex VI - Vacation Days 2012 ” has been published in French, and we notice that your tender guidelines are for responses in English. 

Answer 8

Annex VI lists the vacation days of the EUI for 2012 and is only available in French.

Question 9

Is there a possibility of receiving the Tender Specification document (doc #1) in Word format (or at least the Technical Specification, within Title II)? Article 4b states that our Technical Offer must include ‘A Technical description which must be drawn up according to the structure of the Technical specifications’ and so it would be helpful for us to base our offer on the Technical Specification document. Annex IV incorporates some of the Technical Specifications, but not all, so is not sufficient.

Answer 9

Please find document 18 - Annex XI – Technical specifications structure, which provides the structure of the technical specifications.

Question 10

Please could you explain what we need to do about the footnote to each page of the Technical Specification which reads: “Signed in Acceptance by the Legal Representative”? What is its purpose?

Answer 10

This is an administrative requirement in order to ensure that our requirements have been read and accepted.

Question 10a

So, as part of our response, do you require us to sign every page of this document and submit this in hard copy to you, OR is this something that the winning bidder will need to do upon signing of contracts? If it is the former then it might be easier to sign a single page document indicating that your requirements have been read or accepted.

Answer 10a

Yes, any company who wishes to participate in the tender should return a hard copy of the specifications which should be signed on each page as indicated.

Question 10b

It is not stated in the Article 4 - Procedure for submitting an offer, how the "hard copy of the specifications which should be signed on each page" should be sent. Can you please explain?

Answer 10b

This is an error of omission in Article 4 A). Every company who wishes to submit an offer should submit in the first sealed envelope labelled "Envelope no.1 - Administrative documents", 1 (one) hard copy of the tender specifications document signed on each page.

Question 11

Article 4B (re Technical Offer) mentions that Annexes I to VI should be completed and signed, however Annexes I-III are also required for Articles 4A and 4C, to which they are relevant. Can we assume that Annexes I-III are not required for inclusion within the Technical Offer?

Answer 11

Yes, this is a mistake in the documentation. The technical offer described in Article 4B should contain annexes IV and V only.

Question 12

Do EUI cover the onsite expenses costs of travel, accommodation and subsistence, or are these to be borne by the winning Company? If it is the latter, is EUI able to provide accommodation for onsite personnel (e.g. an unoccupied student residence)?

Answer 12

The EUI do not cover onsite expenses, or provide accommodation. These expenses should be included in the Economic offer. We can suggest a list of hotels.

Question 13

The application needs to provide instant access to historic data of ~6000 researcher records. Please can you let us know in what format this data is held (e.g. the database, flat file)? Does this alumni data contain any additional information to that described on page 60 of the Tender Specification (‘for Alumni Association members’), e.g. attendance details, grades and credits attained, etc ?

Answer 13

The application shall provide instant access to the following historic data of all researcher records: Personal details, contact information, programme and department affiliation, year of matriculation, status records including intermission dates, thesis title, supervisor, advisers, examining board, thesis submission date, thesis defence date.

At present all this data is held in database tables. At present we do not have data for seminar attendance, credits etc. available via the application, this data is stored in various formats by the 4 academic departments. We will not import this data into the new system. The detailed information on the researcher’s academic record (seminar registration, attendance credits etc.) should be available online for future Alumni for up to a minimum 2 years following their definitive departure from the EUI. After this time this data should be available via an archive that does not involve a database restore. This information is generally used for certificates and transcripts.

Question 14

Are you able to provide us with any further details of EUI’s Virtual Server environment mentioned in Section III, para 4 (page 22)?

Answer 14

We have a “VMware vSphere 5” infrastructure, Enterprise license.

Question 15

In the final paragraphs of Annex VIII, in reference to criterion B, you state "the commission shall determine the relative score at its own discretion", however there is a clear table of evaluation which refers to annex IV and in the last paragraph, in reference to criterion C, you mention "on-site support staff" and "candidates will be examined in interviews", but there is no mention of on-site support staff or interviews in the tender specification documentation, can you please clarify this?

Answer 15

The final two paragraphs of Annex VIII are mistaken and should be read as follows:

Points will be assigned to Criterion B based on the completion of Annex IV and the technical description drawn up according to the structure of the technical specifcations (see Annex IX)

Points will be assigned to Criterion C based on the technical description, project plan, sample SLA, presentation and Annex V.