Database Management System
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PEFC Call for tenders Database management system Call for tenders PEFC Council ICC Building C1, Route de Pré-Bois 20 1215 Geneva 15, Switzerland Tel: +41 (0)22 799 45 40 E-mail: [email protected] Website: www.pefc.org PEFC / Database management system - Call for tenders Copyright notice © PEFC Council 2020 This PEFC Council document is copyright-protected by the PEFC Council. No part of this document covered by the copyright may be changed or amended; reproduced or copied in any form or by any means for commercial purposes without the permission of the PEFC Council. The only official version of this document is English. Document name: Database management system - Call for tenders Distribution to: General public Approved by: PEFC Council - Technical unit Date: March 2, 2020 Issue date: March 2, 2020 Contact: [email protected] 1 PEFC / Database management system - Call for tenders Contents Acronyms 3 1. Introduction 4 2. Objectives 4 3. Participation rules 5 4. Supplier selection criteria 6 5. Timeline 7 6. Operating context 8 7. Technical requirements 13 8. Use cases 19 References 25 Appendix 1 - Technical terminology 26 Appendix 2 - Certificate reporting form template 27 Appendix 3 – Notification contract example 31 Appendix 4 – Accreditation certificate example 32 Appendix 5 – PEFC certificate example 36 2 PEFC / Database management system - Call for tenders Acronyms ITTO International Tropical Timber AB Accreditation Body Organization API Application Programming Interface JFSQ Joint Forest Sector Questionnaire CB Certification Body MLA Multilateral Agreement CoC Chain of Custody NAICS North American Industry Classification System CN Combined Nomenclature NCL Nice Classification CPC Central Product Classification NGB National Governing Body CRUD Create, Read, Update, Delete PEFC Programme for the Endorsement of DBMS Database Management System Forest Certification ERD Entity Relationship Diagram PIRS PEFC Information and Registration System EU European Union SAAS Software as a Service EUTR European Union Timber Regulation SFM Sustainable Forest Management FAO Food and Agriculture Organization SHE Safety, Health and Environment fCPR Forest Conservation Performance Rating SITC Standard International Trade Classification FLEGT Forest Law Enforcement, Governance and Trade SQL Structured Query Language FSC Forest Stewardship Council ST Standard GD Guidance TOF Trees outside Forests GDPR General Data Protection Regulation UI User Interface GP General Public UML Unified Modelling Language GHG Greenhouse Gas UN United Nations GIS Geographic Information System USPTO United States Patent and Trademark Office GTIN Global Trade Item Number UX User Experience HS Harmonized System WCO World Customs Organization IAF International Accreditation Forum WIPO World Intellectual Property ISIC International Standard Industrial Organization Classification of all economic activities 3 PEFC / Database management system - Call for tenders 1. Introduction The Program for the Endorsement of Forest Certification (PEFC) is an international non- profit organisation founded in 1999 which promotes the sustainable use of forest resources. It does so by developing international forest management and chain of custody standards and supporting the creation of national certification schemes that are suitable to specific environmental, social and economic contexts. As of January 2020, PEFC has endorsed 47 national governing bodies, that collectively certify 11’984 chain of custody operators and 326’458’724 hectares of forest. PEFC’s data infrastructure has a critical operational role. It is used, among other things, as a backend for the public certificate search engine1, as a register of certification bodies, certified operators and products, as an organizational integrity monitoring tool and as a basis for accounting. To answer the increasing expectations from Forest Law Enforcement, Governance and Trade (FLEGT), but also to improve the efficiency of its internal workflow and expand its monitoring capabilities, PEFC seeks to develop its data infrastructure. Consequently, PEFC is opening a call for tenders for the procurement of a new Database Management System (DBMS). This document outlines the objectives of the procurement, defines the tender participation rules, presents the technical context, the core technical requirements, the user roles and uses cases. 2. Objectives The objectives of this procurement are: 1. Review and if necessary amend PEFC’s technical requirements 2. Review and if necessary amend PEFC’s data model 3. Implement and test a mock-up DBMS solution 4. Provide a production ready DBMS solution that fully achieves PEFC’s requirements 5. Migrate data from the incumbent DBMS to the new solution 6. Provide documentation and training on the use of the new DBMS In addition to the above one-time objectives, the following persistent services are required: • Hosting management • User support • Maintenance (including bug resolution and updating documentation) • Implementation of additional functionalities, on demand 1 Cf. PEFC certificate search engine (Find Certified), [https://www.pefc.org/find-certified] 4 PEFC / Database management system - Call for tenders 3. Participation rules The call is open to companies worldwide. Both Software as a Service (SaaS) suppliers and custom software developers can participate. PEFC requires potential suppliers to abide by the following terms and conditions: 1. The supplier must not have been subject to any legal liability including but not limited to the following offences: fraud, tax evasion, professional misconduct, violation of intellectual property, collusion, corruption, breach of contractual obligations, etc. 2. Acceptance of non-disclosure agreement and handling of PEFC data in conformity with the European Union’s General Data Protection Regulation (GDPR) 2016/6792 and Swiss Federal Act on Data Protection (FADP)3. 3. Acceptance of the selection criteria provided in section 4. 4. Commitment to the timeline provided in section 5. 5. All communications and proposals must be submitted in English. 6. Proposals must contain a quote in Swiss Francs (CHF) or Euros (EUR) including taxes. All initial and recurring costs (e.g. service subscriptions) must be clearly detailed. 7. Proposals must be submitted through the official online form4, by March 15 2020 23:59 UTC. 8. All expenses incurred for the submission of proposals are borne only by the participants. 9. The supplier must provide the majority of the solution itself. In case part of the solution is subcontracted, it must be explicitly stated in the proposal submission form. 10. Questions are to be sent only by email to the address: [email protected] 11. The present call for tenders is not formally binding on PEFC. Any contractual obligation will only start upon signature of the contract with the selected supplier. 12. PEFC reserves the right to cancel, postpone and modify the present call for tenders at any time without prior notice. In addition to the present document, shortlisted suppliers will receive the following business confidential elements to further refine their proposal: • Tentative data model (Entity Relationship Diagram and entity descriptions) • Tentative User Interface (UI) designs (wireframes) 2 Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (Text with EEA relevance), Available online: [https://eur-lex.europa.eu/eli/reg/2016/679/oj] 3 The Federal Assembly of the Swiss Confederation, 235.1 Federal Act on Data Protection (FADP) of 19 June 1992 (Status as of 1 March 2019), Available online: [https://www.admin.ch/opc/en/classified- compilation/19920153/index.html] 4 PEFC online form for the submission of proposals, [https://forms.gle/tKXv9v42kXNU1Cak9] 5 PEFC / Database management system - Call for tenders 4. Supplier selection criteria Suppliers eligible to take part in the tender, according to the participation rules defined in section 3, will be evaluated using the following criteria: • Level of technical proficiency demonstrated for example through references to past projects (with similar technical complexity to the one described in this proposal), multiple client referrals, live demonstrations of the proposed solution (if already available), satisfactory answers to technical questions asked by PEFC, certification in product development frameworks (e.g. Scrum). • Level of financial stability demonstrated through a profit and loss statement for year 2019 and basic information about the company (e.g. number of employees, years of existence). • Level of commitment to Safety, Health and Environment (SHE) at work demonstrated for example through certification (e.g. ISO 45001, ISO 27500, ISO 6385, ISO 14001), proof of adherence to ILO Conventions and Recommendations5 and citation of relevant internal company rules. • Level of professionalism demonstrated for example through the quality and timeliness of previously delivered solutions, multiple client referrals. Suppliers may also provide proof that they are competent in quality management systems and information security management through third party certification (e.g. ISO 9001, ISO/IEC 27001) and citation of relevant internal company rules. • Conformity of the proposal with all the critical requirements listed in section 7 and timeline given in section 5. Proposals that