OPEN CALL FOR TENDERS N° 2012-06/EXCHANGE-PLATFORM
ANNEX I
TO TENDER SPECIFICATIONS
*
-TENDER TECHNICAL SPECIFICATIONS -
Electronic exchange platform hosted on a dedicated server
Introduction
The CPVO and partners want to exchange electronically documents via an exchange platform hosted on a dedicated server.
The server will be used exclusively by the CPVO and his partners.
Each partner send the documents to the platform and each partner read on the platform the documents sent to them by others partners.
To send or to read the messages and files on the platform the user will have two possibilities:
- To go on a restricted area web site
- To use an application program interface.
If possible, the supplier will integrate into his offer an MS Outlook plugging. With this tool, a user could upload easily files to the platform only by sending an e-mail to an addressee.
All the partners want to integrate the exchange platform with their local information system. The solution should include an application program interface (API) to allow the integration of the platform with the local information system of each partner.
When a document is uploaded on the platform server or when a document is downloaded from the platform server then the characteristics of this event will be recorded into a database.
The supplier will list the data available concerning this event.
If possible we would like to able to have the following items:
- Date and time of theuploading and/or downloading of the file,
- IP address of the user who has upload or download the file,
- Email of the user who has upload or download the file.
Files exchange: If existing, the supplier will indicate in their offers the limitations concerning the type of the files exchanged. The solution should be able to exchange at least Acrobat (pdf), Microsoft Office, pictures (jpeg) and compressed files (zip).
Very important: The number of users, the number of uploads and downloads, the number of files will not be limited on the dedicated server platform. The only limitation will be the capacity of the server (1 Terabytes).
With this solution, The CPVO does not want to pay extra cost linked to the number of Mb exchanged on the server or linked to the number of users using the platform.
Characteristics of the server:
Memory: at least 20 Gigabytes
Hard disk: at least 2 Terabytes with RAID security (minimum RAID 1)
Minimum Band width: 100 Mbps upload / 1 Gbps download
The server will be ready to use with an operating system and with the application software to manage the electronic platform.
The server will be located in a European Union Member State.
Maintenance of the server:
The supplier will carry out the maintenance of the server. This maintenance should be 24/24 hoursx 365 days.
The aim of this maintenance is to keep the server operational.
In case of a technical problem, the supplier should be able to quickly repair the server within 48 hours. The cost of repair will be supported by the supplier.
If the supplier improves the application program (web site, back office application program, API,...) and creates a new version of this application program then theses evolutions will be offered to the CPVO without extra cost (the upgrade cost will be include in the maintenance contract).
The supplier describes the characteristics of maintenance offered.
We would like to have with the supplier a Service Level Agreement (SLA) which also specifies the initial reaction time to the problem registration and the operational (actual) starting time/moment of problem solving. Also we would like to develop with the supplier a matrix which specifies the impact for each registration and “dictates” the service level to be applied: Urgency could be classified as ‘Company critical’, ‘Process supporting’ and ‘Cosmetic Impact’ could be classified as ‘Level 1 to 3’. This would constitute a matrix in which the separate fields can be valued with the label ‘high, ‘middle’and ‘low’. The label “dictates” the service level (processing time) which is expected from the supplier.
User Web interface
The solution will integrate a web interface with restricted access (The supplier should describe the security measures concerning this web interface).
With this web interface a user will be able to send a message with attached document to an e-mail address.
This e-mail address could be the e-mail address of a partner or an e-mail address of an addressee that is not a partner.
With the web interface a user will be able to read the messages stored on the exchanged platform sent to him by the other partners.
The interface should be in English at least. If possible, the interface will be translated in French, German, Dutch, English and Spanish.
The translation cost in another language will be quoted.
Application program interface (API):
The solution offered by the supplier will have an application program interface (API). This API will be based on web services and will be conform to the standard of the market (JAVA, .NET).
With this API the CPVO and partners will be able:
-To be connected to the exchange platform (login...),
-To send a message to the platform,
-To send attached files to the platform,
-To read a message on the platform
-To read the list of messages with a status “not read”,
-To read the documents attached to the message
-...
If possible the API will propose a checksum control to check the downloading of the files.
The supplier will describe the list of the commands of the API and the technology used by this API. The user manual concerning the API will be in English.
The supplier will offer user support by phone during the office hours 9h00 -17h00 Paris time zone.
If possible, the supplier will offer a test area to validate the developments made by CPVO and partners.
Security:
The access to the restricted area web site will be secured by a user account and a password specific for each user.
The access to this web site will be encrypted (https).
Level of security expected concerning file transfer:
In transit, the users’ files will beencrypted(128 bits SSL at least) and at rest (on the platform server) the users’files will beencrypted too.
It should be specified by the supplier how backup procedures are set up and how restore scenarios are implemented. The supplier will describe how these restore scenarios will periodically be tested on validity and reliability.
Security of the message:
A message sent to a partner should not be visible or accessible by another partner.
The attached files to the messages will be encrypted when these files are stored on the server.
Security of the files:
We would like that the supplier to specify how backup procedures are set up and how restore scenarios are implemented. These restore scenarios should periodically be tested on validity and reliability.
Security of the users accounts:
Encryption of passwords in the database should be applied.
Security of the premises where the dedicated server is hosted:
The supplier will describe the security measures concerning the premises where the dedicated server is hosted and the security measures concerning the access of the employees.
Management of users:
The supplier will describe the tools available in his solution to manage the users of the platform.
In particular a solution is expected to create / modify / delete a user or a list of users by an import application program or by a specific API command.
Extra developments
If needed, extra developmentscould be requested by the CPVO to the supplier for specific needs.
For example, the CPVO could request an extra API command for a specific need.
The supplier should indicate the level of flexibility of his solution.
For these potential extra-developments, the supplier will indicate the cost of a qualified developer having the knowledge on the application software of the platform for one day of development.
In the offer, the supplier will quote the development costof an extra API command to read the uploading or downloading date – timeof an attached file to a messageplus the email and the IP address of the user who has download or upload the file.
Costs
The supplier will give the following costs:
- Renting cost of the server for one year
- Renting cost of the supplier application software program to manage the electronic platform (web site interface, back office application program, API...)
And the cost of these options:
- Development cost to translate the web site interface in one European language
- Development cost of the extra API command.
- Cost for a daily backup of 10GB
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