Site Intranet

Nature of Requirements:
Letter of Interest (LOI)/ Request for Information (RFI) – The Design, Implementation and Maintenance of a New Intranet Website for the Military Grievances External Review Committee
431-18-1034
Kaylah St.Pierre
Telephone No. - (613) 853-7166
Email address: K••••••••@••••••••.••.ca
There are no security requirements associated with this LOI/RFI.
Purpose
The Military Grievances External Review Committee (MGERC) is requesting industry feedback regarding the design, implementation and maintenance of a new Intranet website. MGERC would like to revitalize its current intranet, or create a whole new one, so it has in place an internal website better fitted to the organization’s size of 40 employees and employees’ needs.
This LOI/RFI shall inform and prepare industry for potential procurement opportunities concerning MGERC’s INTRANET project, and seek input regarding the requirements, schedule and potential costs.
The objectives of this LOI/RFI are to:
a. consult industry to better understand available and emerging commercial website service solutions;
b. seek information from industry on the price and availability of internal website modelled to fit the needs of micro-organizations within the federal government;
c. seek information to assist MGERC in developing their requirement that may potentially lead to a solicitation;
d. view features of available products through a product demonstration to be presented to MGERC at 60 Queen Street,10th Floor in Ottawa, Ontario within three (3) weeks from the closing of the LOI/RFI.
e. seek information on the time needed to complete such project.
Requirement Description
MGERC is aiming at having a new intranet website in place no later than March 29, 2019. This will include:

Replacing the current outdated web content management system (CMS) with a free, more flexible open-source CMS (such as Drupal 7); the new CMS must be compatible with operating system (Windows 2012 R2, Windows 7 and Windows 10), web browser (Internet Explorer 11, Edge and Firefox 52.5) and database management system (Microsoft SQL 2012)used within MGERC, as well with GOC’s Web Accessibility requirements (WET4 and WCAG2.0);
Consult with project manager and employees to determine needs, preferences and expectations.
Migration
Develop a plan for migrating all content from current website to new one;
Populate the website with content and features, according to the approved structure.

Testing and deployment
Prepare a testing plan and conduct usability testing for a selected 3-4 stakeholders.
Deploy the website.

Training and documentation
Provide training to staff and/or super-users on the use of the new CMS;
Prepare technical documentation for the maintenance of the website in English;
Provide maintenance and support for the website for a period of one year on an "as and when required basis" with options for renewal for additional years.

Goal
Centralize
One point of service to find forms, services, guides, news, links, instructions, etc.;
Communication - messages to employees will also be posted on the intranet instead of being solely communicated by e-mail.

Indexing - website content needs to be searchable
Empower the users - super-users need to be able to add/modify content easily

Guiding Principles

User authentication needs to be transparent and needs to be linked to an Active Directory service;
A disposition mechanism needs to exist to follow GoC IM disposition; Content will be managed and deleted based on rules and retention schedules tied to content type;
The website will provide a rich user experience
The website must meet or exceed web accessibility guidelines established by the GoC;
The website will be able to provide content in the two (2) official languages of Canada: English and French.

Content

Search Engine Optimization: supports user friendly/search engine friendly URLs, customize Page title, meta description and meta keyword;
Access control: distinct roles and workflows with varying levels of access and control based on assigned roles;
Content creation and editing: easy to create content templates/forms;
Content management: allows for managing content lifecycle, scheduled content publishing with automatic removal and/or archiving, review by dates, versioning;
Content preview: prior to publishing;
Automated templates: create standard output templates (usually HTML and XML) that can be automatically applied to new and existing content;
Embedded content: allows for embedding content in a variety of formats associated with images, video, audio, and interactive features.

Nature of this Letter of Interest/Request for Information
This LOI/RFI is neither a call for tender nor a Request for Proposal (RFP). No agreement or contract will be entered into based on this LOI/RFI. The issuance of this LOI/RFI is not to be considered in any way a commitment by the Government of Canada or as authority to potential respondents to undertake any work that could be charged to Canada. This LOI/RFI is not to be considered as a commitment to issue a subsequent solicitation or award contract(s) for the work described herein.
Although the information collected may be provided as commercial-in-confidence (and, if identified as such, will be treated accordingly by Canada), Canada may use the information to assist in drafting performance specifications (which are subject to change) and for budgetary purposes.
Respondents are encouraged to identify, in the information they share with Canada, any information that they feel is proprietary, third party or personal information. Please note that Canada may be obligated by law (e.g. in response to a request under the Access of Information and Privacy Act) to disclose proprietary or commercially-sensitive information concerning a respondent (for more information: http://laws-lois.justice.gc.ca/eng/acts/a-1/).
Participation in this LOI/RFI is encouraged, but is not mandatory. There will be no short-listing of potential suppliers for the purposes of undertaking any future work as a result of this LOI/RFI. Similarly, participation in this LOI/RFI is not a condition or prerequisite for the participation in any potential subsequent solicitation.
Respondents will not be reimbursed for any cost incurred by participating in this LOI/RFI.
The LOI/RFI closing date published herein is the deadline for showing your interest in providing a product demonstration, comments and input.
Enquiries
All enquiries and other communications related to this LOI/RFI shall be directed exclusively to MGERC Contracting Authority. Since this is not a bid solicitation, Canada will not necessarily respond to enquiries in writing or by circulating answers to all respondents; however, respondents with questions regarding this LOI/RFI may direct their enquiries to:
Kaylah St.Pierre
Telephone No. - (613) 853-7166
Email address: K••••••••@••••••••.••.ca
The use of email to communicate is preferred.
Please ensure the Project number is in the subject line: 431-18-1034
Delivery Date: as mentioned herein.
The Crown retains the right to negotiate with suppliers on any procurement.
Documents may be submitted in either official language of Canada.