Asia-Pacific Economic Cooperation, Secretariat, 438 Alexandra Road, #14-00 Alexandra Point, Singapore 119958

D -- APEC ECOTECH INFORMATION CLEARING HOUSE PROJECT (ESC 01/2000) SOL ESC 01/2000 DUE 040700 POC Mohan Mathews, Program Director, APEC ECOTECH Sub-Committee, tel 011-65-276-1880 WEB: click here to access the Report on ECOTECH Clearing, http://www.apecsec.org.sg/virtualib/v-som-ecotech.html. E-MAIL: click here to contact the contracting officer via, mgm@mail.apecsec.org.sg. APEC ECOTECH CLEARING HOUSE -- REQUEST FOR PROPOSALS (ESC 01/2000) Introduction At the 1999 APEC Ministerial, Leaders agreed to establish an Ecotech Clearing House "to enhance information flows between the identification of Ecotech needs and the capacity to provide appropriate expertise to meet those needs." A project proposal for its establishment was developed by New Zealand and submitted intersessionally to the APEC Budget and Managment Committee (BMC) for funding. In approving the overall budget, the BMC decided that it would review the outcome of Phase I, including a long-term plan for the maintenance of the website, before sanctioning Phases II and III of the project. The following Request for Proposal invites contractors to bid for Phase I of the project. As the value of the project exceeds $50,000, according to APEC guidelines it may be offered for open tender and contractors from any of the 21 APEC economies may submit a bid. The RFPP and its Annex may be downloaded from the APEC Secretariat Homepage (www.apecsec.org) under "Activities of APEC Fora -- New RFP/Tender." Please note that bids will close at 5:00pm on Friday, April 7, 2000 (Singapore time). REQUEST FOR PROPOSALS APEC ECOTECH INFORMATION CLEARING HOUSE (ESC 01/2000) PHASE I I Objective The objective of this project is to implement the first of three phases, which will see the establishment of an APEC ECOTECH Information Clearing House. II Background The concept of a Clearing House was borne out of a need to enhance information flows between the identification of ECOTECH (economic and technical cooperation) needs and the capacity to provide appropriate expertise to meet those needs. The Clearing House will be a facility which stores information on ECOTECH initiatives and provides contact details of interested parties the people who are interested in accessing this information. By doing so, it is able It aims to direct people to the information they are specifically interested in, in a fast and effective way. This will require formal information management in terms of the logging of new ECOTECH information relevant to the Clearing House. It will also require an ability to search a sub-set of the Internet to find relevant ECOTECH information. The Clearing House will also be a place which enable people to store information about ECOTECH partnership opportunities and so facilitate the so facilitate the exchange of of information within the Clearing House on-line community. Three phases of work have been identified for the development of the Clearing House. In the first phase the framework for the Clearing House will be established. It will focus on presenting and organising currently available on-line information in one central location and providing a user inter-face that has both directory and search access access functionality. The rationale is to establish and embed the principles of information management before initiating user management. In the second phase the focus moves to user interaction with Clearing House information and phase 3 involves the introduction of new ECOTECH information to the Clearing House. III Phase 1 -- Scope of Work The successful consultant would be required to present and organise all currently existing ECOTECH information. This will include the establishment of: directory lists of current ECOTECH information in the form of publications, databases, projects and project websites, a directory list and direct access to Working Group/Fora websites, and a directory list and direct access to all Web sites relevant to ECOTECH activity in APEC member economies. The directory list of publications would indicate to users whether a publication is available on-line, for download or for purchase in the Cyber Store and direct the user to the relevant web-page. To achieve this, all existing on-line information will need to be reviewed and identified as being either ECOTECH information or not. This will determine the pool of information relevant to the Clearing House. This relevant information will then need to be added to a Clearing House information log. Functionally, and in terms of user interaction, phase 1 will include a customised search engine which will enable users to enter key words, view matching ECOTECH information and be directed to where it currently resides on the web. The search engine will be restricted to the web sites identified by the directory lists. Further information on the intended design and required functionality can be found in the report "Economic and Technical Co-operation Clearing House -- Assessment of Resource Requirements and Implementation" which is available from the APEC Website -- http://www.apecsec.org.sg/virtualib/v-som-ecotech.ht.htmml. IV Duties of Consultants The required outputs are: (a) Project Management A management report by 28 April 2000 that will chart progress against an implementation plan. (b) Detailed Design A report of the detailed design for build and test is to be delivered by 30 June 2000. The report will; finalise information maps (created in the design of the site architecture), define criteria for the inclusion of information in the Clearing House, document the data dictionary (finalised in the information design), document search engine functionality, and display designs of the Clearing House brand and standards, the Home Page format, the template for directories, the search page and the help screen (c) Build & Test It is expected that by 18 August 2000, designs will be translated into technology and the Home Page and Dynamic Content Infrastructure will be built. Search engine functionality should also be customised. A report of the tests conducted for identified browsers, remote information management, functionality and information will be delivered by 11 August 2000. Proposed modifications identified through testing should be built into the existing structures. (d) Roll-out Preparation The successful consultant will be required to conduct a Clearing House briefing for Program Directors by 9 2 June 2000 and produce and distribute a communication update to all relevant fora. A report is to be submitted by 28 14 July 2000, which outlines the procedures for identifying Clearing House information. (New Zealand has undertaken to provide some limited technical assistance for this particular task.) Further, the report will establish information management standards and procedures as well as site hosting standards. A marketing/education flyer, for the Clearing House, is to be produced by 11 August 2000. (e) Launch of Clearing House A pre-launch brief is to be produced for Program Directors by 11 August 2000. The launch will involve the distribution of the marketing/education flyer, the transfer of the site to the host machine, registration of the Clearing House on major search engines and publicising the Clearing House in relevant publications by 18 August 2000. The Clearing House is expected to be fully operational, in terms of phase 1 functionality, and launched by 18 August 2000. As noted below, the above timings are based on a 21 April 2000 start date. To the extent this is changed, either forwards or backwards, timeframes for project completion will be adjusted accordingly. V Timetables and Deliverables The timetable for completion of each stage of the this phase are as follows: Task Performed by Due Date Invite applications from Consultants 13 March Closing Date for submissions 7 April Initial consideration of submissions 12 April Finalise selection of Phase 1 consultant 19 April Signature of project 21 April Outputs Project Management -- Management Report 28 April Roll-out preparation -- Clearing House briefing 9 June Detailed Design -- Design Report 30 June Roll-out preparation -- Procedures Report 28 July Build and Test -- Test Report 11 August Roll-out preparation -- Marketing/Education flyer 11 August Launch of Clearing House -- Pre-launch brief 11 August Launch of Clearing House -- Advertising, site transfer and registration 18 August Launch 18 August VI Qualification of Consultant Consultants wishing to tender for this project should address the following criteria: i. relevant experience in website development and implementation ii. evidence of capacity to deliver high quality outputs on time and on budget It is the policy of APEC to award contracts to firms of Member Economies when this can be done consistent with an expectation of efficient performance of the Contract, at prices no higher than obtainable elsewhere, and which can be done without restricting competition. If subcontractors are used, the Contractor shall use its best efforts to place subcontracts in accordance with this policy. VII Budget The maximum budget available for this project is US$ 76 214. The Contractor should absorb all costs pertaining to the project within this amount. VIII Proposals Consultants wishing to tender for this project should present a proposal to the APEC Secretariat by the close of business 7 April 2000 (Singapore time). The details for the submission of the proposals and the conditions of this request are set out in the Annex. Inquiries about the Request for Proposals should be addressed to: Mr Mohan Mathews Director (Program) Asia-Pacific Economic Cooperation Secretariat 438 Alexandra Road # 14-00Alexandra Point Singapore 119958 Tel: + (65) 373 7643 Fax: + (65) 276 1775 email: mgm@mail.apecsec.org.sg IX Other The decision of the committee selecting the successful consultant will be final and no correspondence will be entered into. Tenderers will be notified of the outcome after a legal contract with the successful bidder has been finalised. In order to protect commercially confident information, the APEC Secretariat will destroy the documents that unsuccessful bidders submit. Conditions of this Request for Proposals 1. APEC PREFERENCE PROGRAM It is the policy of APEC to award contracts to firms from Member Economies when this can be done consistent with an expectation of efficient performance of the Contract, at prices no higher than are obtainable elsewhere, and which can be done without restricting competition. If subcontractors are used, the Contractor shall use its best efforts to place subcontracts in accordance with this policy. 2. LODGEMENT OF PROPOSALS The Bidder shall lodge one original and three copies of its detailed Proposal (one copy should be unbound). Decisions will be taken on the basis of the written Proposal. In the event of any discrepancy between the original and copy thereof, information contained in the original shall be accepted as correct and shall prevail over any statements contained in the copies. Proposals shall be enclosed in a sealed envelope or package, clearly labeled and lodged via registered mail or courier by 5.00pm (Singapore time) on 7 April, 2000 (the losing Time to the following address -- Attention: Mr Mohan Mathews Director (Program) Asia-Pacific Economic Cooperation Secretariat 438 Alexandra Road #14-00 Alexandra Point Singapore 119958 (TENDER: ESC 01-2000) Proposals lodged in any manner other than as detailed in this paragraph shall be deemed to be invalid and will be excluded from consideration. 3. CONTRACT If the APEC Secretariat accepts the Proposal of the Bidder, a contract between the APEC Secretariat and the successful Bidder ( he Contractor shall be executed in a standard form ( he Contract within a time period specified by the APEC Secretariat. 4. ASSIGNMENT Assignment of the Contract or any benefit arising thereunder or any interest therein will be grounds for terminating the Contract at the option of the APEC Secretariat. 5. CHANGES TO SCOPE OF CONTRACT The terms of the Contract may be varied only by written agreement between the APEC Secretariat and the Contractor. 6. CONTRACTOR LIABILITY FOR PERSONAL INJURY AND/OR PROPERTY DAMAGE The Contractor indemnifies and holds harmless the APEC Secretariat for loss or damage or injury suffered by any person, however and wherever caused, by the Contractor, its employees, agents and contractors during the performance of the Contract. 7. DEFAULT 7.1. In the event of a Default by the Contractor, the APEC Secretariat shall write to the Contractor setting out the Default. If the Contractor fails to remedy the Default within the time specified in writing by the APEC Secretariat, the APEC Secretariat may forthwith terminate the Contract without prejudice to the rights of any parties accrued to the date of termination. 7.2. A Default means any breach of a condition of the Contract or any substantial breach of a warranty in the Contract, including, but not limited to: (a) failure to perform the Contract within the agreed time, or (b) failure to deliver equipment of adequate capability, quality or reliability. 8. DISPUTES In the event of any dispute concerning the meaning to be given to any term in the Contract, a determination by the APEC Secretariat in writing as to the meaning shall be final and conclusive. 9. EXAMINATION OF RECORDS The APEC Secretariat, or its designated representative, shall have access to the Contractor's directly relevant books, documents, papers, and other records involving transactions related to the Contract. This access shall commence from the date of signing of the Contract and shall continue for a period of 3 years following the completion of the Contract. 10. RIGHTS IN DATA -- GENERAL The APEC Secretariat shall be deemed the owner of, and shall be deemed to have full rights (including copyright) in all data, regardless of form, format, or media, resulting from performance of the Contract, all data regardless of form, format, or media, used in performing the Contract; all data delivered under the Contract constituting manuals or instructional and training material; all processes delivered or furnished for use under the Contract; and all other data delivered under the Contract. Subject to the prior written approval of the Executive Director of the APEC Secretariat ( he Executive Director, the Contractor may have the right to use, release to others, reproduce, distribute, or publish any data first produced or specifically used by the Contractor in the performance of the Contract. For example, the information may be used to promote economic development with any benefits accruing to the originator. The APEC Secretariat may deliver to the Contractor data necessary for the performance of the Contract. Title to APEC Secretariat furnished data remains with the Secretariat. The Contractor must use any data, which it receives from the APEC Secretariat only in connection with the Contract. To the extent it receives or is given access to data necessary for the performance of the Contract that contains restrictive markings, the Contractor shall treat the data in accordance with such markings unless otherwise specifically authorised in writing by the Executive Director. The Contractor shall not disclose any information received or generated under the Contract, unless its release is approved in writing by the Executive Director and shall assert any privilege allowed by law to defend vigorously the APEC Secretariat rights to confidentiality. 11. SUSPENSION OF WORK The Executive Director may, atany time, by written order to the Contractor, suspend all, or any part, of the work, if any, being carried out by the Contractors, its officers, employees, agents or subcontractors, for a period of up to 90 days after the order is delivered to the Contractor, and for any further period as the circumstances may require at the discretion of the Executive Director. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimise the costs incurred by the stoppage relevant to the work covered by the order. Any associated adjustment to the Contract price and/or time for completion will be negotiated between the Executive Director and the Contractor. 12. TERMINATION FOR CONVENIENCE OF THE SECRETARIAT The Executive Director, by written notice and without giving any reasons therefor, may terminate this Contract, in whole or in part as he sees fit by issuing a Notice of Termination. If this Contract is terminated, the rights, duties, and obligations of the parties, including compensation to the Contractor, shall be negotiated between the Executive Director and the Contractor, but in no event shall it exceed the total value of the Contract. After receipt of a Notice of Termination and except as directed by the Executive Director, the Contractor shall immediately stop work as specified in the notice. After termination, the Contractor shall submit a final termination settlement proposal to the Executive Director in the form and with the certification prescribed by the Executive Director. If the Contractor fails to submit the termination settlement proposal within the time allowed, the Executive Director may determine, on the basis of information available, the amount, if any, due to the Contractor because of the termination and shall pay the amount so determined. 13. LANGUAGE All drawings, documents, information, correspondence, test reports and such like items shall be in the English language. 14. PUBLICATION Dissemination and pricing of any publication as well as nomenclature and acronym in the publication should be in accordance with APEC publication policy. Copyright of any publication will belong to the APEC Secretariat. 15. ACCEPTANCE OF PROPOSALS The APEC Secretariat reserves the right to accept any or no Proposal, or any part of parts of a proposal, at its sole discretion. 16. ADDENDA TO REQUEST FOR PROPOSALS The APEC Secretariat may, at its sole discretion, vary the Request for Proposals before the Closing Time. Posted 03/27/00 (W-SN438478). (0087)

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