REQUEST FOR QUOTATION (RFQ)
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  • 1. tel +41 (0)22 791 1700 fax +41 (0)22 791 1701 email info@theglobalfund.org Chemin de Blandonnet 8 • 1214 Vernier • Geneva, Switzerland www.theglobalfund.org REQUEST FOR QUOTATION (RFQ) Issuance date: 4 January, 2010 Closing Date: 8 January, 2010 Closing Time: 4 PM Geneva Time Subject: Request For Quotation No. : TGF-10-001 For Purchase of a Digital Asset Management (DAM) System Dear Sir/Madam: The Global Fund to Fight AIDS, Tuberculosis and Malaria (the “Global Fund”), hereby solicits your quotation for a Digital Asset Management System for the Global Fund and related services as described in the attachment A to this RFQ. The proposal shall include quotations for the DAM functionalities as well as other related services. Offerors shall also indicate to what extent the requirements can or cannot be met To this end, this RFQ is being issued and consists of this cover letter and the following: 1. Attachment A, entitled “System Requirements” 2. Attachment B, entitled “Terms and Conditions” Quotations must be received no later than 4:00 PM Geneva time on the closing date. Proposals must be submitted electronically by E-mail attachment in Microsoft Word and/or Excel using the RFQ Response Form. Electronic copies should be addressed as follows patricia.chatsika@theglobalfund.org. The subject line of the E-mail must read “your company’s name, RFQ # TGF-10-001 Purchase of a Digital Asset Management System.” Offerors shall confirm with Patricia Chatsika at patricia.chatsika@theglobalfund.org before the closing date and time, that their submissions were successfully received by the required due date and time. Faxed proposals are not acceptable. The Global Fund may, at its sole discretion, extend the deadline for the submission of quotations, revise the specifications, or cancel this RFQ by issuing an amendment to this solicitation. The Global Fund may award one or more contracts on the basis of initial quotations received, without discussions or negotiations. Cost will be a determining factor in our selection process therefore, each initial proposed cost should contain the offeror's best terms. The Global Fund reserves the right (but is not under obligation to do so) to enter into discussions with one or more offerors in order to obtain clarifications, additional details on the specifications, budget, or other aspects related to this RFQ or negotiate the cost proposal. Offerors are requested to hold their proposal valid for 90 days from the deadline for submission. The Global Fund will make its best effort to select a firm/institution within this period. The Global Fund will be under no obligation to reveal, or discuss with any offeror, how a quotation was assessed, or to provide any other information relative to the selection process.
  • 2. RFQ-TGF-10-001 Offerors whose quotations are not selected will be notified in writing of this fact, and shall have no claim whatsoever for any kind of compensation. Offerors are solely responsible for their own expenses, if any, in preparing and submitting a quotation in response to this Request for Quotations. This would include any costs incurred during functional demonstrations (if any) and subsequent meetings and negotiations (if any). This letter and attachments shall not be construed as a contract or a commitment of any kind. This request for quotations in no way obligates the Global Fund to award a contract, nor does it commit the Global Fund to pay any cost incurred in the preparation of the proposal. Any questions concerning this RFQ should be submitted in writing via email to the undersigned at patricia.chatsika@theglobalfund.org. Sincerely yours, Patricia Chatsika Contracts Officer Corporate Procurement Services The Global Fund
  • 3. RFQ-TGF-10-001 ATTACHMENT A – SYSTEM REQUIREMENTS 1. Background The Print and Audiovisual Communications Team is responsible for the selection of photos for a variety of purposes like printed materials, presentations, the Global Fund website, social media and press releases. In order to enhance the Team’s ability to provide Global Fund Staff, partner organizations and external agencies with appropriate images, a digital asset management system is required that makes it easier to organize, find and share image files. Our collection of over 45000 images is of a quality rarely seen in similar organizations and has tremendous value in our efforts to communicate The Global Fund’s mission and achievements. However, since currently there is no proper archiving system in place, our ability to make full use of these assets is rather limited. A digital asset management system would greatly enhance the ability of the Communications Unit to quickly provide high quality and highly specific images for a variety of purposes In the long run, time will be saved, more requests can be processed and larger audiences can be reached. In accordance with The Global Fund Communications Strategy 2010-2012, improved photo coverage will contribute to our objectives of 1: being seen as a powerful advocate for continued investment, 2: highlighting to donor audiences that the Global Fund is a viable, successful and unique mechanism to distribute funds, and 3: making recipient audiences better understand the mechanisms for obtaining funding. 2. Objectives The objective is to maximize the value of the photo library to help achieve Global Fund’s communication goals by 1. Enhancing the communications unit’s ability to meet current and future demand for photographic images (e.g. “faster photo selection”) 2. Making highly specific images more easy to find through improved searching functionalities (e.g. “better photo selection”) 3. Enhancing the communications unit’s ability to share and distribute images among Global Fund staff, partner organizations, media and external agencies (e.g. “faster photo sharing”) 3. Description of System Requirements In order to meet this objective, a Digital Asset Management (DAM) system needs to be put in place that meets the following requirements: Overall Technical Requirements • The DAM system is to be installed on a local (onsite) server • Total (initial) amount of data to be migrated is around 1.2 TB • A total of 10 users with various levels of administrator rights
  • 4. RFQ-TGF-10-001 The DAM system should • be flexible enough to allow for modifications in interface layout/functionalities at any stage, if necessary • accept and generate a wide range of image file formats based on Global Fund defined standards, specifically the most common RAW formats, as well as tiff, psd, and jpg • be able to read, import and export (XMP) metadata embedded with the images • be able to provide statistics on the number of downloads, geographical location of downloads, etc. • be able to store other media assets, particularly video in mov, flv and wmv formats • be accessible/searchable in Adobe Bridge through Adobe Version Cue • eventually be accessible through The Global Fund’s CMS system (basic API) Administrators should be able to • manage access to the archive by creating and assigning users and user rights • make certain specific sections of the archive available or unavailable to users • add captions, create categories and assign keywords to digital assets • approve requests from users to download specific images • instantly send selected images through e-mail (by providing a link where these images can be downloaded). The e-mail should have a corporate design • approve images delivered by content providers (e.g. photographers) to be uploaded to the system Content Providers should be able to • upload images to the system from anywhere in the world Administrators should be able to • manage and control access to the archive by creating and assigning users and user rights • make certain specific sections of the archive available or unavailable to users • add captions, create categories and assign keywords to digital assets • approve requests from users to download specific images • instantly send selected images through e-mail (by providing a link where these images can be downloaded). The e-mail should have a corporate design • approve images delivered by content providers (e.g. photographers) to be uploaded to the system Content Providers should be able to • upload images to the system from anywhere in the world Users should be able to • search through assets by keyword, category, date or words in (IPTC) caption text • do collection-wide filtering of images • download images in different sizes and formats (e.g. “print”, “presentation” and
  • 5. RFQ-TGF-10-001 “web”) • create virtual sets of images (work folders) • download/share hi-resolution multiple images quickly • preview document (Word or pdf) pages Other (optional) Requirements • Integration in user management systems (by LDAP) Required Services • Project Management • Setup and Configuration in cooperation with the Global Fund IT and Communications units • Testing of the system • Development of Customer Modifications • Migration of existing file structure into the new system • User/administrator training (10 people onsite) • Ongoing “Helpdesk” support Delivery • Implementation starting February 1 • Implementation finished by March 15 • System fully functional and ready by the second half of March
  • 6. RFQ-TGF-10-001 ATTACHMENT B TERMS AND CONDITIONS The Terms and Conditions set out below constitute an integral part of any contract for the provision of goods and services to the Global Fund to Fight AIDS, Tuberculosis and Malaria (The Global Fund) and any Purchase Order issued thereunder. In these Terms and Conditions, purchase order means the purchase order issued by The Global Fund to the Contractor setting out The Global Fund requirements for Goods or Services. 1. GOODS OR SERVICES. 1.1. Goods and/or Services. The Contractor will provide the equipment, supplies or other items (“Goods”) and/or perform the services (“Services”) described in each executed Purchase Order or attachment thereto signed by an authorized representative of the Global Fund. 1.2. Delivery and Acceptance. The Global Fund will evaluate the Goods or the Services upon delivery for conformity with the specifications in the applicable Purchase Order or attachments thereto. If the Global Fund reasonably considers that any part of the Goods or the Services do not conform to the said specifications, the Contractor will be so notified and shall be given a reasonable period of time to ensure, at Contractor’s own cost, that the quality, quantity and description of the Goods meet the specifications or that the Services have been correctly performed. If the Contractor fails to deliver Goods that conform to the quality, quantity and description of the specifications, or to perform the Services to the satisfaction of the Global Fund within a reasonable time to be agreed between the parties, the Global Fund may terminate this Contract. If so terminated, the Contractor agrees to refund any amounts previously received from the Global Fund in connection with such non-conforming Goods or Services, within ten (10) days from the termination. 1.3. Goods & Services Specifications Changes. The Contractor understands that there may be additions, deletions or other charges that may affect the purchase of Goods or the Services specifications during the term of this Contract. Upon receiving the Global Fund’s notice of any changes, the Contractor will work in good faith to accommodate those changes to the applicable specifications. For any material change to the Goods or Services specifications, the parties will negotiate in good faith for equitable adjustments to the amount payable to the Contractor and the delivery schedule under the applicable Purchase Order or attachment thereto. 2. GENERAL PROVISIONS. 2.1. Payment. a) The Global Fund will pay for all Goods and Services performed in accordance with the applicable Purchase Order or attachment thereto. The Global Fund will also pay to the Contractor any expenses authorized under the applicable Purchase Order or attachment thereto. b) The Contractor acknowledges and agrees that the Global Fund may refuse to make payments under this Contract in bank accounts that are not held under the name of the Contractor. c) All payments will be made in the currency indicated in the applicable Purchase Order. The Global Fund will accept no liability whatsoever for the delay in payments due to national or international restrictions to the execution of payments in the bank account indicated by the Contractor. d) Final acceptance of the Goods or Service performed in accordance with Section 1 above is a condition precedent to the Global Fund’s obligation to make the corresponding payment installment. 2.2. Invoices. a) Unless indicated otherwise in the applicable Purchase Order or attachment thereto, the Contractor will, on a monthly basis, provide a detailed invoice pertaining to each payment installment and any reimbursable expenses with supporting documentation (e.g., receipts, unless reimbursable expenses are being billed on an interim allowance arrangement) sufficient to permit the Global Fund to verify the amounts in the invoice. b) Each invoice must include a reference to the number of the applicable Purchase Order and should be sent to:
  • 7. RFQ-TGF-10-001 Accounts Payable Department The Global Fund to Fight AIDS, Tuberculosis and Malaria Post Box 530, 1214 Vernier, Switzerland. c) The Global Fund will endeavor to pay each invoice within thirty (30) days after receipt of any such invoice. Invoices which are incorrectly addressed or which do not include the Purchase Order number will be returned to the Contractor. 2.3. Expenses. Unless otherwise specified in the applicable Purchase Order or attachment thereto: a) the Contractor is prohibited from incurring any liabilities or expenses on behalf of the Global Fund; and b) the Contractor bears sole responsibility for all expenses incurred by the Contractor in connection with performing this Contract. 2.4. Independent Contractor. The Contractor at all times will be an independent contractor. Employees, agents and independent contractors of the Contractor (if any) provided to the Global Fund to render Services hereunder (“Contractor Employees”) will remain in the employ of the Contractor and are not agents or employees of the Global Fund. Neither party will be liable to any agent, sub-contractor, supplier, employee, or customer of the other party for any commission, compensation, remuneration, benefit, damage, or claim of any nature whatsoever. 2.5. Taxes. Pursuant to Section 7 of the Headquarters Agreement between the Global Fund and the Swiss Federal Council dated 13 December 2004, the Global Fund is exempt from the imposition of value-added tax (VAT) on all purchases intended and services provided for official use in Switzerland. Accordingly any payments by the Global Fund to the Contractor in respect of purchases intended, and services provided, for official use in Switzerland shall reflect any tax exemptions to which the Global Fund is entitled by reason of the tax immunity it enjoys. As regards duties and other indirect taxes, the Contractor shall list such charges on invoices as a separate item and, to the extent required, cooperate with the Global Fund to obtain the reimbursement thereof. The Global Fund will not be responsible for any foreign, federal, state or local taxes arising as a result of or in connection with the Goods or Services under this Contract, including, without limitation, any taxes imposed in connection with any net or gross income, or upon any Contractor property. Save for the taxes that under Section 2.5.a) above may be properly billed to the Global Fund, the Contractor will indemnify and hold the Global Fund harmless from any taxes, tax penalties, interest, or additions to tax that are asserted or assessed against the Global Fund. 3. WORK PRODUCT. 3.1. The Contractor agrees that any report or other work (“Work Product”) developed pursuant to this Contract is transferred to and is deemed the sole and exclusive property of the Global Fund under this Contract. The Contractor hereby irrevocably and unconditionally assigns to the Global Fund all right, title, and interest in and to all such Work Product. 3.2. The Contractor agrees that the Global Fund 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 are produced or prepared or collected in consequence of or in the course of the execution of this Contract. At the Global Fund’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 the Global Fund in compliance with the requirements of applicable law. 4. PUBLIC ANNOUNCEMENTS AND ADVERTISING. 4.1. Any communications by the Contractor to the public, and in particular to the mass media or any public forum whatsoever (including press, radio, television, cinema, internet) relating to this Contract shall be subject to prior authorization in writing by the Global Fund. If the Global Fund authorizes the Contractor to supply the public with information, the Contractor shall ensure that such information is provided accurately. 4.2. In no case shall the Contractor use the name or logo of the Global Fund, or any abbreviation thereof, without the advance written consent of the Global Fund. Without the Global Fund’s
  • 8. RFQ-TGF-10-001 prior written approval, the Contractor shall not, in any statement of an advertising or promotional nature, refer to its relationship with the Global Fund or to this Contract. 5. WARRANTIES. 5.1. Services and Work Products. The Contractor warrants and represents that: a) It has the full power to enter into this Contract and make the assignments set forth in Section 3; b) All Services under this Contract will be performed in a professional and workmanlike manner; c) The Work Product is and will be original to the Contractor and does not and will not infringe any copyright, trademark, trade secret, patent or other proprietary right held by any third party. 5.2. Goods. The Contractor warrants that the goods: Conform in quality, quantity and specification stated in the applicable Purchase Order or attachment thereto; a) Are of sound material and workmanship; b) Are equal in all respects to any samples provided to the Global Fund; c) Are fit for the purpose as expressed in the applicable Purchase Order 5.3. Ethical behavior. The Contractor also warrants that it complies with the internationally recognized standards for human rights, labor, the environment and anti-corruption. 6. INDEMNITY. The Contractor will defend and indemnify the Global Fund and its present and former officers, directors, employees, and agents and hold it and them harmless from and against any costs, losses, damages and fees incurred by the Global Fund, including but not limited to attorneys’ fees and expenses in connection with any: a) negligence or willful misconduct by the Contractor; b) breach or alleged breach of the Contractor’s representations, warranties or promises in this Contract; or c) claim by a third party that the Goods or the provision of the Services by the Contractor or the use by or on behalf of The Global Fund of the Goods or of any assets used or provided by the Contractor in connection with the performance of the services infringes Intellectual Property Rights of that third party. 7. TERMINATION. 7.1. In the case of default by the Contractor of any obligation under this Contract, the Global Fund may, by written notice to the Contractor, terminate this Contract in whole or in part, with immediate effect. 7.2. If the Global Fund considers, in its sole discretion, that the purpose of this Contract can no longer be achieved, it may terminate this Contract in whole or in part by giving written notice of termination to the Contractor. The notice shall include the effective date of the termination, which may be immediately or at some time in the future. 7.3. In the event of a termination, the Contractor shall immediately deliver and transfer all Work Products and materials so far produced to the Global Fund in accordance with the Global Fund ownership rights referred to in section 3 above. 7.4. Sections 3, 4, 5, 6, 7.3, 7.4, 9, 10, 13, 14 and 18 of these Terms and Conditions of this Contract shall remain valid and survive after its completion or termination for whatever reasons. 8. FORCE MAJEURE. No party to the Contract shall be responsible for a delay caused by force majeure: that is, a delay caused by strike, lock-out, foreign or civil war, or any other similar event outside his control, it being agreed, however, that the Global Fund shall be entitled to terminate the Contract (or any part of the Contract) forthwith if the implementation of the work is delayed or prevented by any such reason for an aggregate of 30 days. Such termination shall be subject to payment of an equitable part of the contract sum and/or other reasonable charges. In the event of such termination, the Contractor shall, in accordance with the Global Fund ownership rights referred to in Section 3, deliver to the Global Fund all work products and other materials so far produced. 9. LIMITATION OF LIABILITIES.
  • 9. RFQ-TGF-10-001 Neither party will be liable to the other party for any consequential or indirect damages arising in connection with this Contract. 10. CONFIDENTIALITY. 10.1. The Contractor shall not utilize any notes, data, designs, spreadsheets, or other materials relating to the Global Fund that were generated by the Contractor in connection with the performance of the Services under this Contract, other than solely for internal purpose. 10.2. The Contractor shall keep confidential all information and documentation to which the Contractor may gain access during, or as a result of, the implementation and execution of the Contract. Accordingly, the Contractor shall not use or disclose such information for any purpose other than the performance of its obligations under the Contract. Nor shall the Contractor at any time use such information or documentation to private advantage. These obligations do not lapse upon termination of this Contract. The Contractor shall ensure that each of its employees and/or other persons and entities having access to such information shall be made aware of, and be bound by, the obligations of the Contractor under this paragraph. 10.3 However, there shall be no obligation of confidentiality or restriction on use, where the Contractor is clearly able to demonstrate that such information and/or documentation: (i) is publicly available, or becomes publicly available, otherwise than by any action or omission of the Contractor, or (ii) was already known to the Contractor (as evidenced by its written records) prior to becoming known to the Contractor in the implementation and execution of this contract; or (iii) was received by the Contractor from a third party not in breach of an obligation of confidentiality. 10.4 At the written request of the Contractor, the Global Fund may issue a written statement releasing the Contractor from its obligations of confidentiality in respect of certain information for scientific or development purposes only. 11. SUCCESSORS AND ASSIGNEES. This Contract shall be binding on the successors and assignees of the Contractor and the Contract shall be deemed to include the Contractor’s successors and assignees, provided, however, that nothing in this Contract shall permit any assignment without the prior written approval of the Global Fund. 12. SUB-CONTRACTING. In the event the Contractor requires the services of sub-contractors, the Contractor shall obtain the prior written approval and clearance of the Global Fund for all sub-contractors. The approval of the Global Fund 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 to the provisions of this Contract. 13. INSURANCE. 13.1 The Contractor is solely responsible for all applicable taxes, benefits, worker’s compensation, health and other insurance. The Contractor must hold a valid work permit and ensure that it operates in compliance with applicable laws. 13.2. The Contractor warrants that it shall obtain and maintain adequate insurances against all risks in respect of any property and any equipment used for the execution of this Contract. 14. SETTLEMENT OF DISPUTES. 14.1. Conciliation. Any dispute, controversy or claim arising out or relating to the Contract, including the breach, termination, or invalidity thereof shall, unless settled amicably by direct negotiation, be settled by conciliation according to such procedure as may be agreed between the parties. 14.2. Arbitration. In the event of failure of conciliation, the disputes will be settled by arbitration. The arbitration will be conducted in accordance with the modalities to be agreed upon by the parties, or in the absence of agreement, with the rules of arbitration of the International Chamber of Commerce. There shall be one arbitrator. The language of the arbitration shall be English. The place of arbitration shall be Geneva, Switzerland. The parties shall accept the arbitral award as final.
  • 10. RFQ-TGF-10-001 14.3. Reference Law. Any matter relating to the interpretation or application of this Contract which is not covered by its terms will be resolved by reference to the laws of Switzerland (including the Swiss Code of Obligations, Article 394 and following). 15. SEVERABILITY AND WAIVER. If any provision in this Contract is deemed unenforceable, such unenforceability will not invalidate or render unenforceable any other term in this Agreement. Any failure by the Global Fund to enforce this Contract in a particular instance shall not be construed as a relinquishment of its rights in future instances. No waiver of any provision of this Contract will be effective unless it is in a signed writing, and no such waiver will constitute a waiver of any other provision or of the same provision on another occasion. 16. NO WAIVER OF PRIVILEGES AND IMMUNITIES. Nothing in or related to this Contract may be construed as a waiver, express or implied, of the privileges and immunities accorded to the Global Fund under (i) international law, including international customary law, any international conventions, treaties or agreements, (ii) any national laws including but not limited to the United States of America’s International Organizations Immunities Act (22 United States Code 288), or (iii) under the Headquarters Agreement between the Global Fund and the Swiss Federal Council dated 13 December 2004. 17. ENTIRE AGREEMENTS; AMENDMENTS. This Contract, including any Purchase Order and attachment thereto which are hereby incorporated by this reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous communications and proposals, whether electronic, oral or written, between the parties with respect to such subject matter. This Contract will not be modified except by a written agreement dated subsequent to the date of this Contract, expressly amending this Contract and signed in a paper writing (e.g., not via email) on behalf of Global Fund and the Contractor by their respective duly authorized representatives. 18. CONTRACTOR THAT IS A BUSINESS ENTITY. The following additional terms and conditions are applicable in case the Contractor is a business organization: 18.1. Records and Audits. For three years after the expiration or termination of this Contract, the Contractor must keep financial and Services related records sufficient to enable the Global Fund to audit the Contractor as necessary to verify the performance of Services and the amounts charged for such Services. Any audit will be performed with at least 10 days advance written notice, during the Contractor’s standard business hours and in a manner intended not to unreasonably interfere with the Contractor’s business. 18.2. Insurance. The Contractor warrants that it shall obtain and maintain: a) adequate insurances against all risks in respect of any property and any equipment used for the execution of this Contract; b) adequate workers compensation insurance or equivalent insurance for its staff members, consultants or sub-contractors to cover claims for accident, illness, injury or death in connection with the performance of this Contract; c) liability insurance in an adequate amount to cover third party claims (including the Global Fund) for death or bodily injury, or loss or damage to property, arising from or in connection with the performance of this Contract, reasonably acceptable to the Global Fund, before the commencement of the work; d) such other insurance with financially responsible insurers in such amounts and covering such risks as are in accordance with normal industry practice for companies engaged in businesses similar to those of the Contractor with regard to contracts of this type. The Contractor shall, upon request, provide the Global Fund with satisfactory evidence of the insurance required under this Section.