request for proposal
TRANSCRIPT
Request for Proposal
2008/09 SECTOR-SPECIFIC IT TRAINING PROGRAMME
FOR SMEs IN TRAVEL INDUSTRY
SOLUTION WEBSITE DEVELOPMENT
May 4, 2009
INDEX
1 BACKGROUND............................................................................................................................1
2 OBJECTIVES................................................................................................................................2
3 TARGET USERS...........................................................................................................................2
4 SOLUTION WEBSITE DESIGN.................................................................................................2
5 PRELIMINARY SOLUTION WEBSITE FEATURES.............................................................3
6 TECHNICAL REQUIREMENT..................................................................................................3
7 RESPONSIBILITIES OF THE SERVICE PROVIDER............................................................5
8 TERMS OF PAYMENT.................................................................................................................6
9 TERMINATION OF CONTRACT..............................................................................................7
10 PROPOSAL SUBMISSION..........................................................................................................8
11 PROPOSAL EVALUATION.........................................................................................................9
12 ASSIGNMENT AND SUB-LETTING.......................................................................................10
13 COPYRIGHT...............................................................................................................................10
14 DISCLOSURE OF CONTENT...................................................................................................10
15 CONSENT TO DISCLOSURE...................................................................................................11
16 LIABILITY OF DAMAGES AND COMPENSATION............................................................11
17 ILLEGAL WORKERS................................................................................................................12
18 PUBLICITY..................................................................................................................................12
ANNEX 1................................................................................................................................................13
ANNEX 2................................................................................................................................................15
Annex 3....................................................................................................................................................16
REQUEST FOR PROPOSAL FOR SERVICE PROVIDER FOR THE DEVELOPMENT OF
SOLUTION WEBSITE UNDER 2008/09 S ECTOR-SPECIFIC IT TRAINING PROGRAMME FOR
SME S IN TRAVEL INDUSTRY
1 Background
1.1 Sector-specific IT Training Programme (SSP)
The Travel Industry Council of Hong Kong (TICHK) has successfully
obtained the support from the Office of the Government Chief Information
Officer (OGCIO) of the Government of the Hong Kong Special
Administrative Region under 2008-09 SSP to upgrade the IT utilization in
the industry. A few seminars, solution fairs and trainings will be delivered,
while the solution website serves in delivering promotions, hosting seminar
and training information, providing a self-learning platform and
maintaining continuous support for the industry. This project is hosted by
TICHK with the support from Hong Kong Information Technology
Federation (HKITF) as the implementer.
1.2 The Travel Industry Council of Hong Kong
The Travel Industry Council of Hong Kong (TICHK) was established in
1978 to protect the interests of travel agents. Under the Travel Agents
(Amendment) Ordinance 1988, TICHK membership became a statutory
requirement for obtaining the Travel Agent's Licence which was legally
required of a company intending to carry on travel business.
1.3 Hong Kong Information Technology Federation
Hong Kong Information Technology Federation (HKITF) was founded in
1980 as a non-profit, non-political trade association to provide a forum in
which the IT-related business in Hong Kong can work together for the
benefit of the industry and to maintain a high level of business practice
amongst the members. Over the years, HKITF has developed into a
dynamic and highly respected organization with over 300 members.
HKITF works closely with the government to promote the development of
the local IT industry.
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2 Objectives
3 The objectives of the SSP are:
3.1.1 to increase the operation efficiency of the SMEs;
3.1.2 to explore the use of IT in value-added services.
3.1.3 The objectives of developing the solution website are:
3.1.4 to promote the project and arouse interest in the industry;
3.1.5 to host the seminar and training videos, handouts and related
material;
3.1.6 to establish a self-learning platform for the industrial members on
the trainings;
3.1.7 to provide continuous support for the industry in long run.
4 Target Users
5 The beneficiary group includes all the SMEs in the Travel Industry in
Hong Kong, the number of which is estimated to be about 1,500 in number.
6 The website will be used by top management as well as operation staff.
English, Traditional and Simplified Chinese should be supported in both
design and content.
7 The HKITF / TICHK operation colleagues are responsible for updating
the content and for quick changes. Other contents are maintained by the
Service Provider.
8 Solution Website Design
9 The solution website should be designed in an easy-to-learn and user
friendly manner. Look and feel must be attractive but not overloaded by
graphics elements. The pages must be optimized for modern web browsers -
Internet Explorer 4 or above, Fire Fox, Safari, Opera and Chrome.
10 The website will be presented in three character sets, namely, English,
Traditional and Simplified Chinese.
11 Animated elements should be employed wherever appropriate,
especially in the training areas mentioned below.
12 Banners of different sizes should be incorporated.
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13 Preliminary Solution Website Features
14 Introduction, Background and Objective of Project.
15 Latest news.
16 Seminars (video, handouts, solution fair catalogs).
17 Trainings (video, training material, operation manuals).
18 Self-learning material for the trainings mentioned in, but not restricted
to, section 17.
19 Collection of useful tools and solutions, with forum for users to
exchange ideas.
20 Banners may appear in all pages for various purposes.
21 Technical Requirement
22 The Content Management System
22.1.1 Website should have a Content Management System (CMS) which
will allow administrators to control updating of the content.
22.1.2 The CMS should be developed with J2EE or other industry
standards, and can support different group of users for updating
different type of contents.
22.1.3 The majority of CMS functions should be performed with a standard
browser.
22.1.4 The website should be able to upload and display content in
Unicode independent of the character setting.
22.1.5 Membership Module
22.1.6 Website must have a user registration and management system to
create new user accounts, edit existing user information, remove
accounts, track activities and perform other relevant operations.
22.1.7 Website should have the ability to generate email notifications to
subscribers when there is updated content.
22.1.8 This membership module should integrate with the forum functions
mentioned below for proper control.
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22.1.9 Banner Management
22.1.10 Website should support posting, editing, deleting, tracking or
other relevant operations on the banners throughout the website.
22.1.11 The website should support normal banner types including but not
limited to gif, jpeg, flash and bmp banners. Moreover, both static
and rotating banner are expected to be supported.
22.1.12 Knowledge Sharing and Forum Module
22.1.13 This module will serve as the information repository for all users.
Current technical information will be updated regularly by TICHK /
HKITF colleagues whenever appropriate.
22.1.14 The discussion forums for registered members serve as other
means for information sharing among members with moderate
function. These features are designated to assist, in particular, the
SMEs who are seeking opinions and information, such as success
experience sharing, value-added possibilities and mutual support by
industrial partners.
22.1.15 The Service Provider is welcomed to suggest other community
functions which may facilitate the knowledge sharing.
22.1.16 Self-paced Trainings
22.1.17 The 4 trainings will be converted to self-paced courses and
uploaded to the website. The final format is to be confirmed later.
22.1.18 The website should provide functions on tracking the learning
progress of the members and easy-to-use self-assessment
mechanism editable by the system administrator.
22.1.19 Reporting
22.1.20 The website is expected to provide the standard hit rate reports
such as access rate by day, by week, by month, number of hits and
most frequently accessed pages etc.
22.1.21 Functional specific reports related to the major modules such as
Forums usage, Training courses taking, Video watching etc. are also
required.
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22.1.22 Hosting
22.1.23 The Service Provider is expected to host the website and any
related program for 18 months.
22.1.24 Two seminars and four training courses will be delivered during
the project span. These programs will be video-taped and converted
to streaming files for online watching. The Service Provider is
invited to provide the optional video-taping, editing and conversion
services. And the Service Provider is required to upload and
provide streaming services for all said video files.
22.1.25 At the end of the hosting period, the Service Provider must
provide all the technical details on installing the system in a
dedicated server to be provided by HKITF or TICHK.
22.1.26 Documentation
22.1.27 The Service Provider must provide documentation and manuals
for website users and website administrator.
22.1.28 The Service Provider must also provide manual for website core
API and database structure description.
22.1.29 The Service Provider must also provide manual for installing the
website in a clean server.
22.1.30 A tentative schedule is available in Annex 3.
23 Responsibilities of the Service Provider
24 Work with TICHK and HKITF in the design, development, testing,
launching and support of the website according to the specific requirements
depicted in Sections 8-21.
25 Provide free maintenance on any problem found in the website.
26 Participate in the seminar to announce the launching of the website,
briefing on the use of the tools in the website, collecting feedback from
TICHK, HKITF and users to improve the design and functions.
27 Provide relevant content to be incorporated into promotional material.
28 (Optional) Provide video-taping and editing for 2 seminars and 4
training sessions.
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29 (Optional) Convert videos from all seminars and trainings to
appropriate file formats.
30 Upload and provide streaming services for on-line viewing of the said
video files.
31 (Optional) Create self-paced training courses ready to be delivered on
the web, from the material in the 4 training sessions. These courses are
aimed to allow users to acquire the skill sets demonstrated in the trainings.
The Service Provider may advice on the design and implementation of
these courses.
32 Conduct trainings to TICHK and HKITF in constructing and managing
of the website.
33 Responsible for web hosting since the launching of website and
transfer the responsibility to TICHK, HKITF or other designated party at
the end of project.
34 Provide the source code and technical support to TICHK, HKITF or
other designated party so that the related party can continue the
development when required.
35 Provide unlimited telephone and email support for TICHK and HKITF
staff during the project period.
36 The Service Provider is also welcomed to suggest additional
functionalities that would contribute to the success of the whole project.
37 Terms of Payment
38 The Contract fee will be paid in three installments. The down payment
which is 20% of total Contract fee will be billed upon sign-off of the
Contract. The second installment of 40% will be billed after the launch of
the website. The remaining 40% Contract fee will be billed upon the
completion of the project. The successful Service Provider shall submit an
invoice to HKITF for each of the three payments accordingly.
39 HKITF and TICHK reserves the right to claim damages from the
successful Service Provider should they fail to complete the project within
the agreed time schedule and to the technical specification specified in this
document.
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40 Termination of Contract
41 TICHK and HKITF may without prejudice to the provisions contained
in this Condition and without prejudice to its rights against the Service
Provider in respect of any delay or otherwise, or to any claims for damage
in respect of any breaches of the Contract and whether the date for
completion has or has not elapsed, by notice in writing absolutely terminate
the Contract in any of the following cases:
41.1.1 TICHK and HKITF shall have the right to terminate the Contract in
whole or in part with a 14-day written notice to do so should the
successful Service Provider failed to meet the required professional
standard or the requirements defined in this RFP.
41.1.2 If the Service Provider, being an individual, or where the Service
Provider is a firm, any partner in that firm, shall at any time become
bankrupt, or shall have a receiving order or administration order
made against him or shall make any composition or arrangement
with or for the benefit of his creditors, or shall make any
conveyance or assignment for the benefit of his creditors or shall
purport to do so, or any application shall be made under any
bankruptcy legislation for the time being in force for sequestration
of his estate, or a trust deed shall be granted by him on behalf or his
creditors; or
41.1.3 If the Service Provider, being a company, shall pass a resolution, or
the Court shall make an order that the company shall be wound up,
or if a receiver or manager on behalf of a creditor shall be
appointed, or if circumstances shall arise which entitle the Court or
a creditor to appoint a receiver or manager or which entitle the
Court to make a winding-up order.
41.1.4 If there shall be any breaches of the Contract.
41.1.5 If the date of completion shall be elapsed and there shall be
insufficient or no justifiable causes of delay.
41.1.6 If for any other reasons TICHK and HKITF considers the
termination of the Contract is necessary.
41.1.7 If the Contract shall be determined under this Condition, all sums
of money that may then be due or accruing due from HKITF to the
Contractor shall cease to be due or accrue due.
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42 Proposal Submission
43 For the Service Providers who wish to be included in the selection, she
has to provide the following in the proposal:
43.1.1 The completed Proposal Submission Form (Annex 1).
43.1.2 “Technical Proposal” in which the Service Provider should
demonstrate how to fulfill the requirement mentioned in this
document.
43.1.3 “Fee Proposal” as attached in Annex 2, in which the Service
Provider should suggest the charge in HK Dollars. No adjustment is
accepted after the submission. The sum of the item breakdown
should be equivalent to the quoted lump sum net amount. The
proposal shall remain valid for not less than ninety (90) days after
the closing date.
43.1.3.1 Charges for Optional items should be listed in a
separate page, identical to the format of the "Fee
Proposal" as attached in Annex 2, with the title "Fee
Proposal - Optional Items".
43.1.3.2 Participation in the Optional items is not mandatory, but
will add advantage to the Service Provider.
43.1.4 “Service Provider’s Profile” which should include the following
information:
43.1.4.1 Related experience of the Service Provider
43.1.4.2 Specialized areas of experience
43.1.4.3 Reference website / web address
43.1.4.4 Job/client reference
43.1.4.5 Biographies of key project staff members
43.1.4.6 Description of facilities available in-house
43.1.4.7 Financial report of the company (Optional)
43.1.4.8 The completed proposals should arrive at HKITF on or before
noon of May 22, 2009 at :
2505-6, 25/F, Stelux House,
698 Prince Edward Road East, San Po Kong,
Kowloon, Hong Kong.
No late or incomplete submission will be accepted. Proposals (in 2
duplicates) can only be submitted by hand or by post. In case the proposal
is submitted by post, it has to be reached on or before the above said
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deadline. TICHK and HKITF will not be held responsible for loss/delay of
proposals sent in by post.
43.1.4.9 Enquiries for further information can be submitted on :
http://www.hkitf.org.hk/ssp
Official replies will be posted at the same, open for review to all Service
Providers.
43.1.4.10Selected Service Providers will be invited to a presentation
session within two weeks after the said deadline. Service Providers who fail
to attend the presentation session will render their quotations invalid. The
aim of the presentation is to assess the competence of the Service Providers.
Topics to be covered in the presentation include but not limit to:
43.1.5 Understanding of the Project;
43.1.6 Relevant experience of the Service Provider;
43.1.7 Proposal on the general layout, structure and features of the website
with prototype, if any; and
43.1.8 Competitive strengths of the proposal submitted.
44 Proposal Evaluation
45 TICHK and HKITF are not bound to accept the lowest quotation. The
Service Providers will be evaluated based on their documentary
submissions and performance during the interviews. The relative weighting
of the Service Provider’s Profile, Technical Proposal, Degree of meeting
requirement and Fee Proposal will be 25%, 30%, 20% and 25%
respectively.
46 The Score for Price will be calculated with the following formula:
46.1.1 A score of 25 will be allocated to the lowest valid bid.
46.1.2 Score for other offers will be calculated based on the formula:
25 * lowest price / price of other offer
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47 Assignment and Sub-letting
48 The Service Provider shall not without the consent in writing by
HKITF, assign or transfer the Contract or any part, share or interest therein.
No installment or other sum of money due payable under the Contract shall
be payable to any other person than the Service Provider, excepting the
Service Provider’s bankers (which term shall include financial house or
financier).
49 The Service Provider shall not sub-let the whole or any portion of the
Project without a written consent of HKITF.
50 Copyright
51 The copyright of all the materials shall be the property of TICHK. The
successful Service Provider shall pay royalty on third party materials and
software if so required in the website development process. The royalty so
paid should cover TICHK’s launching of the website, its operation and
maintenance until the end of the project.
52 The product supplied should not infringe upon the patent or copyright
of any third party. In the case of any claim or action brought against
TICHK’s and HKITF’s Representatives, Servants, or Agents alleging
infringement of any patent or copyright in respect of the products supplied,
the Service Provider shall undertake to defend or settle such claim or action
at its own expense.
53 Disclosure of Content
The successful Service Provider and their staff should strictly keep confidential of
all the materials provided by TICHK and HKITF. They should not disclose any
part or whole of the content/material to anybody without the consent of TICHK
and HKITF representative. The materials provided by TICHK and HKITF should
be returned to their representatives after the completion of the website.
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54 Consent to Disclosure
HKITF and TICHK shall have the right to disclose whenever it considers
appropriate or upon request by any third party (written or otherwise) information
on the awarded Contract, without any further reference to the successful Service
Provider, the name and the address of the successful Service Provider, service
description and the Contract amount.
55 Liability of Damages and Compensation
56 HKITF, TICHK and their employees or agents shall not be under any
liability whatsoever for or in respect of:
56.1.1 any loss or damage to any of the successful Service Provider's
property or that of its employees or agents or persons who are self-
employed persons or sole proprietors hired by the successful Service
Provider however caused (whether by any negligence of HKITF or
TICHK or any of its employees or agents or otherwise).
56.1.2 any injury to or death of any of the successful Service Provider's
employees or agents or persons who are self-employed persons or
sole proprietors hired by the successful Service Provider save and
except any such injury or death caused by the negligence of HKITF
or TICHK or any of its employees or agents.
56.1.3 The successful Service Provider shall indemnify HKITF, TICHK
and their employees or agents against any claim or demand made against or
liability incurred (including all costs, charges or expenses whatsoever) by
HKITF or TICHK or any of its employees or agents in respect of :
56.1.4 any loss, damage, injury or death referred to in sub-clause 56 of this
clause (save and except injury or death caused by the negligence of
HKITF or TICHK or any of its employees or agents).
56.1.5 any loss or damage sustained by or any injury to or death of any
third party in consequence of any negligence of the successful
Service Provider or any of its employees or agents or person who
are self-employed person or sole proprietors hired by the successful
Service Provider.
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56.1.6 The successful Service Provider shall indemnify HKITF and
TICHK against any loss of or damage to any property of HKITF, TICHK or
of any of their employees or agents or any injury to any employee or agent
of HKITF and TICHK arising out of the negligence of the successful
Service Provider or any of its employees, sub-contractors or agents or
person who are self-employed person or sole proprietors hired by the
successful Service Provider.
56.1.7 In the event of any of the successful Service Provider's
employees, sub-contractors or agents or person who are self-employed
person or sole proprietors hired by the successful Service Provider suffering
any injury or death in the course of or arising out of the Contract and
whether there be a claim for compensation or not, the successful Service
Provider shall within 7 clear working days give notice in writing of such
injury or death to HKITF’s representative.
57 Illegal Workers
58 The successful Service Provider undertakes not to employ illegal
workers in the execution of this Contract. Should the successful Service
Provider be found to have employed illegal workers in breach of this
undertaking, HKITF’s representative may, on behalf of HKITF and TICHK,
by notice in writing, terminate the Contract and the successful Service
Provider is not entitled to claim any compensation.
59 The successful Service Provider shall be liable for all expenses
necessarily incurred by HKITF and TICHK as a result of the termination of
the Contract.
60 Publicity
The successful Service Provider shall submit to HKITF for approval all
advertising or other publicity material relating to this Contract wherein HKITF’s
or TICHK’s name is mentioned or language used from which a connection with
HKITF can reasonably be inferred or implied. The successful Service Provider
shall not publish or use any such advertising or other publicity material without
the prior written consent of HKITF’s or TICHK’s representative.
---End---
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Annex 1
(Page 1 of 2)
SOLUTION WEBSITE DEVELOPMENT UNDER 2008/09 SECTOR-SPECIFIC IT
TRAINING PROGRAMME FOR SMEs IN TRAVEL INDUSTRY
PROPOSAL SUBMISSION FORM
NOTES:
1. If this proposal is being made by a partnership or an unincorporated body, the name(s) and
residential address(es) of all partners should be given in the spaces hereinafter provided.
2. In all cases, the Service Provider must insert below the number and date of the business
registration certificate:
Number _______________________________ Date_________________________
Having read the “Request for Proposal” on the Solution Website Development under
2008/09 Sector-Specific IT Training Programme for SME’s in Travel Industry
(hereinafter referred to as “the RFP”), I/we offer to deliver and complete the
assignment required under the RFP commencing from a date to be notified by HKITF,
in conformity with the RFP and for such sums that I/we have quoted in this proposal.
I/We agree to abide by this proposal for a period of not less than ninety (90) days from
the date fixed for receiving the same and it shall remain binding upon me/us and may
be accepted at any time before the expiry of that period.
I/We understand that the acceptance of this proposal by HKITF in the form of a letter
shall constitute a binding Contract between us. The proposal attached to the RFP shall
be used for the purpose of assessing the Service Provider’s competence in completing
the assignment only and shall not form part of the Contract if the quotation is
accepted.
I/We understand that you are not bound to accept the lowest or any quotation it may
receive.
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Annex 1 (Page 2 of 2)
I/We will provide _____________________________________________________
___________________________________________________________________
___________________________________________________________________
(full names) from our Company as the coordinator of the project.
Name of Service Provider
__________________________________________________________________
Signed by the Officer Authorized to Sign Quotation (with Company Chop)
__________________________________________________________________
Date ______________________________________________________________
Registered Address of Service Provider
__________________________________________________________________
Place of Business Registration _________________________________________
Business Registration Number _________________________________________
(Please attach a copy of the latest business registration certificate)
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Annex 2
SOLUTION WEBSITE DEVELOPMENT UNDER 2008/09 SECTOR-SPECIFIC IT
TRAINING PROGRAMME FOR SMEs IN TRAVEL INDUSTRY
FEE PROPOSAL
Cost Breakdown
(e.g. Artwork)
Unit cost (e.g.
charge/man-day)
Number of units
(e.g. man-days)
Item Total(HK$)
Total:
Note :
Please complete the above table according to the breakdown of service fee required.
The total price quoted in this Fee Proposal should not be adjusted after submission.
Name of Service Provider :
Signature of Officer Authorized to
Sign Quotation : (with Company Chop):
Name of Person Signing : (in Block Letters)
Telephone No.: ______________ Fax No.: ________________ Date : ____________
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Annex 3
SOLUTION WEBSITE DEVELOPMENT UNDER 2008/09 SECTOR-SPECIFIC IT
TRAINING PROGRAMME FOR SMEs IN TRAVEL INDUSTRY
TENTATIVE SCHEDULE
Wk Task
1 RFP Deadline
3 Presentation and offer contract
4 Prepare content using CMS
5 Video-taping of 1st Seminar
6CMS Design review
Complete editing of video for 1st Seminar
7Complete conversion of video for 1st Seminar
Ready to upload 1st Seminar video to a website
8 CMS Design confirmation
9 Prepare self-learning platform
10 CMS content upload
12 UAT for CMS
14 Training for CMS
15 UAT for self-learning platform
17 Video-taping of 1st Training
18Launch self-learning platform
Video-taping of 2nd Training
21 Complete editing of video for 1st and 2nd Training
22Complete conversion of video for 1st and 2nd Training
Upload first 2 Trainings' videos and Self-Learning Material
25 Revision after collecting feedback
42 Video-taping of 3rd Training
43 Video-taping of 4th Training
45Video-taping of 2nd Seminar
Complete editing of video for 3rd and 4th Training
46
Complete conversion of video for 3rd and 4th Training
Upload last 2 Trainings' videos and Self-Learning Material
Complete editing of video for 2nd Seminar
47 Complete conversion of video for 2nd Seminar
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Upload 2nd Seminar video
51Revision after collecting feedback
54 Final version
55 onward Hosting and maintenance
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