The CCBE Is in the Process of Choosing a Contractor for Its Find-A-Lawyer 2 Project (FAL

Conseil des barreaux européens Council of Bars and Law Societies of Europe Association internationale sans but lucratif Rue Joseph II, 40 /8 – 1000 Bruxelles T. : +32 (0)2 234 65 10 – F. : +32 (0)2 234 65 11 Email : [email protected] – www.ccbe.eu

FIND-A-LAWYER 2: QUESTIONNAIRE FOR POTENTIAL CONTRACTORS

Introduction

The CCBE is in the process of choosing a contractor for its Find-A-Lawyer 2 project (FAL 2), and this document is the questionnaire which each potential contractor should complete in order to take the process further.

We have developed an Invitation to Tender document which should be followed when formulating your response, so that we have all of the information required to fairly and accurately evaluate the submissions made to us.

We have set out some specific points which we would like you to address in your response, but this is not intended to be restrictive. You are free to supply any additional information which you feel is necessary that would support your submission. Attached is the main project application (technical annex) to which you should refer for additional guidance or any information not included in the questionnaire.

Your response should be sent by email to Alonso Hernández-Pinzón at the CCBE at [email protected], on or before 14 June, 2013, 9 am.

Understanding of our requirements

Please provide a few paragraphs (three, maximum) outlining your understanding of the project and our requirements.

Architecture and functionality

Please provide technical details on how you will build the decentralised model and include diagrams if appropriate and you consider them useful (e.g. flowcharts, communication diagrams, interaction or sequence diagrams etc.):

1. Hardware / software platform, including versions (open software required)

2. Geographic location of server(s)

3. System architecture, ie. number of servers and their role, such as web and database server(s) and firewall(s), any third party trust services needed for the operation of the FAL 2 Central Service (e.g. timestamping, SSL certificates etc.)

1 4. Possible unique identifiers to be examined for use in the project (to be decided based on consultation with e-CODEX, the European Commission and member Bars, e.g. e-signature PKI certificate unique identifiers etc.).

5. How the data interchange will work, e.g. main types of messages to be interchanged between the FAL 2 Central Service and (a) Bars and (b) e-CODEX National Gateways, (c) the e-Justice portal.

Hosting

Please explain how you propose to host the FAL 2 Central Service system once implemented; please ensure that the following is addressed in your response, and please bear in mind the fact that this is only at proof of concept stage, and that hosting will only be required for a fixed period initially:

1. Location(s)

2. Security arrangements (both physical as well as system level)

3. Period of contract (if using managed facilities)

4. Details of your proposed provider (if using managed facilities)

5. Contingency arrangements (if hardware proves to be insufficient due to higher than expected demand)

6. Bandwidth (proposed, as well as contingency arrangements if demand is higher than expected – financial implications should be considered)

7. Service availability (and any penalties if the levels are not met)

8. Backup and recovery arrangements

9. Approach to anti-virus and patching (for example the operating system and database software)

10. Support arrangements specific to hosting (including response and resolution times, guaranteed recovery time)

11. Insurance against IT risks

Challenges

There are a few specific issues which will need to be addressed; please explain how you would approach the following:

1. What provision will be made to accommodate those bars which are not participating in the pilot project – specifically, what work will be required in the future to include these other organisations when this becomes a production system, and what are the financial implications of this?

Project management

Please explain how you will approach the project; in your response please make reference to:

1. Which project management methodology will you use?

2. How the project will be structured (ie. reporting lines, resources)?

3. What is your communication strategy (ie. frequency of progress reports, format of reports)?

4 4. What is your approach to risk management?

5. What is your approach to change management?

6. How will the system be documented?

7. What is your proposed timescale for implementation?

8. Due to EC requirements, we may need the project to run for a period of approximately 18 months – if this differs from your proposal under point 7, please explain what the implications of this would be.

9. Please provide a project plan (a Gantt chart for example) including a breakdown of tasks and who is responsible for them. Please do so for your proposed timescale (point 7) and also the 18 months’ timescale which may yet be required by the Commission (point 8).

Your experience

Please provide some information regarding your suitability to carry out this work; in this section please include details of similar projects that your organisation has been responsible for delivering in the past, along with CVs / profiles of key staff who will be involved in the delivery of the project.

Added value

Please explain how your project proposal is an improvement on the initial application (as outlined in the main project application – see introduction) submitted to the European Commission.

Financial offer

Please provide the amount of your offer as well as a detailed schedule of costs associated with the project; we are not requesting a specific format, but please refer to the original budget for guidance (see information note). Please also ensure that the following information is included in your response:

1. What assumptions are being made about any associated hardware and commercial software costs, and ongoing associated commitments (for example hardware or software maintenance or support fees are included in the price or not (and should be separately paid by CCBE)

2. Security specific costs, including certificate costs (SSL, signing certificate, including period of validity), SSCD or HSM costs, timestamping costs (if considered necessary, taking into account the assumptions covered in the technical annex)

3. Staffing costs (including a breakdown of hours, and whether these are permanent or temporary staff specifically hired for the project)

4. Any other third party costs (for example if a further subcontractor is engaged to carry out specific aspects of the project, such as penetration testing or other security related tasks)

5. Ongoing costs, for example monthly / annual support and maintenance fees, hosting and bandwidth charges (telecommunication fees, either lump sum or some quantity based)

6. Payment terms (including timescales / frequency). Offers have to be made in EURO. Payments will be made in EURO.

4 Intellectual property ownership and transferability

The CCBE / EC will own the application once it is developed and the participating bars will retain complete control over their data ("ownership") at all times.

Please clearly indicate any commercial-off-the-shelf (COTS) components to be used either in the FAL 2 Central Service or in the interfacing components you suggest for the Bars in the architecture, where

a) the copyright (excluding any moral rights) cannot be transferred to CCBE / EC; and/or

b) CCBE / EC can only receive non-exclusive licences; and/or

c) the source code of which will not be made available to CCBE / EC during the project (including cases of escrow only, specifying events of release of escrow) or even if the source code is handed over, amendment of the software is prohibited or conditional.

Please also note that we could move to a different provider for support and development at a later stage if required. Please confirm that you find these terms appropriate, and propose how you intend to facilitate this eg. through system documentation, escrow arrangements, etc.

Please discuss any other issues that you consider relevant to your bid which have not already been addressed in the sections above.

Contact person

Please provide the name, e-mail and telephone number of the person responsible for the project.