OFFICIAL USE

Pre-qualification Questionnaire (PQQ)

PUR1612/15

------------------------------------------------------------Results Management Project

------------------------------------------------------------

Page 1OFFICIAL USE

OFFICIAL USE

1.0 INTRODUCTION

The European Bank for Reconstruction and Development (the "EBRD", the “Bank”) is an international financial institution. The EBRD was established by treaty in 1990 to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics. The EBRD has 63 members (61 countries, the European Community and the European Investment Bank). Further information about the EBRD's roles and activities can be found on the EBRD's website: www.ebrd.com.

2.0 PROJECT BACKGROUND

The EBRD is undertaking an Operational Effectiveness and Efficiency (‘OE&E’) programme to become a leaner and more effective organisation – one of the three strategic priorities for the Bank, alongside strengthening its transition impact in its countries of operations and securing its financial stability. A programme team made up of Bank employees and some external advisors is working across a range of projects with a focus on simplifying processes, freeing up capacity, bringing IT technology and practices up to date, and improving the work environment. The outcome of the programme should be measurable impact on the bank’s transition and financial priorities, including a reduction in costs and headcount.

Within OE&E, the Results Management project (the “Project”) aims to make the management of the Bank’s results – its transition impact, financial and operational performance – more effective and efficient.

At present, the results management process is complex and disjointed:

• The Bank operates multiple, parallel, disconnected processes and systems to manage results;

• There are myriad IT applications supporting them which do not integrate and some are not sustainable or meet business requirements; and

• Analysis and reporting is particularly difficult because not all of the data eventually ends up in one data store or is written in different languages.

Research work conducted using structured interviews with staff, technical due diligence of our systems and a survey, confirmed that EBRD technology is not enabling the delivery of client services and ultimately results management but perpetuating issues as follows:

• Overall level of automation is low; and

• Data availability and quality are inconsistent and there is low trust in data accuracy and content.

• Transcription errors occur as data is re-keyed from one system to another as often data is not transferred along processes and much of the data is ‘off-system’.

• Databases have also proliferated over the years. As a result, overall cost and complexity of managing data is high.

Page 2OFFICIAL USE

OFFICIAL USE

For the above reasons, today’s results management process is extremely resource intensive with a significant number of people working full time on defining objectives, capturing indicators and monitoring and reporting on results.

The project itself will be one the largest projects for EBRD. The scope of the change is broad and it will widely impact the Bank’s Client Services department, its largest and the heart of its external delivery services with significant business and IT systems change.

3.0 OVERALL PROJECT OBJECTIVES

The objective of the Project is to make the management of the Bank’s results – its transition impact, financial and operational performance – more effective and efficient.

It aims to leverage technology to streamline the results management process end-to-end, including reviewing the lifecycle of its core products and external delivery activities (investment projects, advisory services and policy engagements): from the definition of objectives, to less burdensome, more client centric data collection, improved monitoring and evaluation, and ultimately enhanced reporting. The following strategic criteria have been developed to guide the process review and support the objectives of the Project:

Page 3OFFICIAL USE

Definition of objectives

• Set indicators that will be used to monitor and report on the Bank’s activity and the achievement of its objectives at all levels (e.g. at corporate, country, activity and client level)

• Differentiate between output, outcome and impact level indicators as defined in the compendium of standardised indicators

• Full flexibility to review and update the indicators as required

Data capture and collection

• Data entry should be kept as close as possible to the owner of the data source (e.g. clients enter client data) with the fewest intermediate steps

• Data is captured in the most efficient manner once and reused, rather than replicated or rekeyed

• Frequency of data capture from the same source should be minimised where possible

• Only relevant data is collected from clients

Use of data for monitoring

• Automate and visualise standard reports at all stages of activity lifecycle so the data can be analysed and more easily used in day-to-day operations

• Ability to acquire external data references (e.g. market data, external indices, surveys etc.)

• Ensure that strategic, business and financial planning analysis utilise the same single source of data or agreed data sources

Use of data for analysis and reporting

• All data is accessible to users based on their role and, on that basis, is available at the right level of detail

• Data can be explored through ‘what-if’ analytics capability • Targeted stakeholder reporting that is relevant, timely and provided

through the most efficient channel (e.g. capability to self-serve)

OFFICIAL USE

The goal is to upgrade and simplify the technology architecture supporting the Client Services department and the lifecycle of its core products and external delivery activities to ensure that the solution is truly business enabling by:

• Introducing new systems and solutions (e.g. workflow, customer relationship management, objectives and approval management and document management etc.) and where necessary to consolidate functionality

• Reducing the number of systems and eventually retiring usage of “old” / end of life systems and tools

• Improving integration between systems

• Introducing an improved user experience / interface to improve usability and consistency for the end user

• Building the solution that is faster to deploy, change and easier to maintain to match the business requirements.

This will involve the use of new platform and development technologies and use of “cloud” based services where appropriate.

The Project, alongside other parallel initiatives, ultimately also aims to strengthen related governance around the Bank’s results – its transition impact, financial and operational performance.

4.0 PROCUREMENT APROACH

The procurement process commences with this Pre-qualification Questionnaire (PQQ). The three highest ranking suppliers post the PQQ evaluation will be supplied with the Request For Proposal (RFP) and asked to participate in a free of charge prototyping exercise. The suppliers will also need to submit a full project proposal after the completion of the prototype according to the timetable. The prototyping exercise and the RFP response will then inform the awarding of the contract.

4.1 Pre-qualification

The Bank is seeking responses to this PQQ from Suppliers qualified in providing development and testing services as part of the project to upgrade and simplify the technology architecture ultimately delivering:

• ‘Objectives management’ and the ability to set, monitor and evaluate indicators at multiple levels (scorecards, country strategies, projects), with full flexibility to review as required and incorporate lessons learned

• A single end-to-end project lifecycle management solution that will support workflow with role-based user interfaces

• Streamlined capture of results indicators in the project lifecycle and directly from clients where possible

Page 4OFFICIAL USE

OFFICIAL USE

• Monitoring and evaluation’ ability to review overall performance against objectives including lessons learnt

• Systems integration of the new solutions:

�̶ With the existing Portal allowing a unified view of information across all underlying solutions. Information and access to be tailored to the needs of the internal and external users for their roles

�̶ With a new Data Platform solution (being procured separately)

�̶ With a new Analytics and Visualisation tool (being procured separately)

�̶ With other existing EBRD systems used to support the life cycle, reporting and analysis/monitoring

• Data migration required to ingest data from existing legacy systems (which may include cleansing and enrichment)

• Multi-platform access (i.e. desktop, mobile and tablet devices).

Only suppliers answering “yes” to all of the questions in Annex A (Requirements Checklists) are eligible to participate in this tender.

Suppliers must provide a response consisting of a completed version of Annex A (Minimum Requirements Checklist) and a response to the questions in Annex B (Evaluation Questions). Responses must be submitted by e-mail to the Sole Contact no later than the date specified in the Timetable.

4.2 Request For Proposal (RFP) and Prototyping exerciseThe Bank shall evaluate the responses to Annex B and the three highest ranking suppliers will be issued with an RFP defining the full high level scope of the Project. In the event that a supplier declines to participate in the RFP, the Bank reserves the right to invite the next ranked.

The RFP will also contain materials (business case, initial project scope, detailed business process and user stories/epics for the prototype) to be provided by EBRD as the initial input into the prototyping exercise.

EBRD will invite the selected suppliers to a briefing covering the prototyping exercise. Following the briefing the Bank will allow time for the third parties to take on-board the requirements and propose a prototype plan and requirements they can include in the prototype build. The duration of prototype development will be no longer than 8 weeks and should be planned to deliver enough for EBRD to see a number of process steps and functionality.

A final selection of suppliers will be based on evaluation of the following: The prototype delivered by the supplier demonstrating the possible business solution

and a technical review of development. A written proposal of how the supplier will deliver the remainder of the Project. The supplier’s commercial proposal.

Page 5OFFICIAL USE

OFFICIAL USE

5.0 PROJECT TIMETABLE

Date or Target Date Activity20th January 2017 PQQ issued and suppliers contacted.1st February 2017 Deadline for PQQ responses1st to 8th February 2017 Assess PQQ responses8th February 2017 RFP issued to pre-qualified suppliersw/c 13th February 2017 RFP briefing and Q&A at EBRD6th March 2017 Prototyping starts28th April 2017 Prototyping ends5th May 2017 Deadline to submit proposals1st to 12th May 2017 Evaluation of prototype and written proposals12th May 2017 Contract award

6.0 EBRD CONTACT DETAILSYour sole contact for the purposes of the PQQ is:

Tom Gale – Principal, Deputy Head - Corporate ProcurementCorporate Procurement UnitEBRDOne Exchange SquareLondonEC2A 2JNTelephone: 020 7338 6255Email: galet@ebrd.com

Page 6OFFICIAL USE

OFFICIAL USE

Annex A – Requirements Checklists

No. General Minimum Requirements Checklist Yes/ No

1.The Supplier organisation must have had a minimum of 5 years’ company trading experience.

Yes/No

2.The Supplier must have existing clients who have completed a significant business change programme where the supplier has been the prime supplier of application design, development and testing services.

Yes/No

3.The Supplier organisation must be willing to provide resources on-site at EBRD, with 1 weeks’ notice, to participate in the prototype briefing meeting.

Yes/No

4.The resources for the prototype must be provided free of charge. Yes/No

5.The supplier must be able to develop the prototype on their infrastructure in technology that meets the future state architecture as listed in the IT Requirements Checklist.

Yes/No

6.The Supplier shall be able to demonstrate bespoke software that it has previously developed.

Yes/No

No Project Delivery Minimum Requirements Yes/ No

7.The supplier must be able to work in an Agile manner to deliver early business benefit. Yes/No

8.The supplier’s DevOps tools shall be compatible with the EBRD future state IT requirements.

Yes/No

9.The supplier must have the capacity to deploy sufficient development and testing resources in line with the project start date of May 2017.

Yes/No

10.The supplier shall have experience of developing, deploying and supporting implementations to Public Cloud (e.g. Microsoft Azure and Amazon Web Services).

Yes/No

Page 7OFFICIAL USE

OFFICIAL USE

No Information Technology Requirements Yes/ No

Please see Appendix B – for supporting Data Framework Architecture diagram

11.The supplier must have experience developing using

HTML 5 / JS / Angular and using Portals / Widgets REST interfaces Java on Linux specifically on Tomcat / JBoss with Spring and Hibernate JMS specifically Tibco EMS Commercially available Hadoop based products e.g. Cloudera, MAP-R and

Hortonworks, to include SQL (e.g. Drill), Spark, Stream (e.g. Kafka).

Yes/No Yes/No Yes/NoYes/NoYes/No

12.The supplier should have experience of visual analytics packages (e.g. Tableau or QlikSense).

Yes/No

13.The supplier should have experience designing * schema stores and with the associated ETL technologies for Data Warehousing purposes

Yes/No

14.The supplier must have experience of workflow tools (e.g. Activiti) Yes/No

15.The supplier should have experience integrating with ADFS using technology such as Spring Security

Yes/No

16.The supplier should have experience developing complex XML schemas and using them to construct documents

Yes/No

17.The supplier must have experience designing and developing relation database models based on logical models specifically against Oracle / SQL Server RDBMs

Yes/No

18.The supplier must have experience of big data specifically of development on Commercially available Hadoop based products (e.g. Cloudera, MAP-R and Hortonworks) to include SQL (e.g. Drill), Spark, Stream (e.g. Kafka).

Yes/No

19.The supplier must have experience of DevOps specifically of Git / Jenkins / Nexus and Docker Containers

Yes/No

20.The supplier should have experience of Unit / Functional and Integration testing as well as Performance and Load testing

Yes/No

21.The supplier must have experience designing high availability solutions Yes/No

Page 8OFFICIAL USE

OFFICIAL USE

22.The supplier should have experience designing for business continuity across geographically disperse data centres

Yes/No

No Information Security Minimum Requirements Yes/ No

23.Do you have an information security policy and/or data privacy policy and/or another policy covering the services that you will be delivering to EBRD?

Yes/No

24.Do you have a security policy that addresses the secure handling of sensitive and/or confidential/restricted data, whether that data is commercial or personal data?

Yes/No

25.Do you have procedures to safeguard EBRD data that may be transferred from EBRD to your organisation, including data transferred overseas?

Yes/No

26.Do you have sufficient controls, physical and logical, to prevent access to EBRD data, including backups and test systems?

Yes/No

27.Do you provide staff with training to ensure that they are fully aware of how to handle sensitive data securely?

Yes/No

28.Do your staff/supplier contracts or terms and conditions specifically mention information security and data privacy responsibilities with respect to sensitive data?

Yes/No

29.Do you have a policy for the procedures and processes to deal with allocation and revocation of user privileges relating to access to EBRD data?

Yes/No

No Minimum Contractual Terms Yes/ No

The special status of EBRD requires it to seek specific provisions relating to such status in all contracts with external suppliers and service providers. EBRD is unable to agree to terms that expressly contradict its special status and internal policies as an international organisation. Suppliers are required to confirm that they would be prepared to vary the terms of any license agreements, terms of use etc. that the Bank may be required to accept through the use of their products in the following respects:

30.The Supplier will agree to vary its license or any service agreement terms to include the Bank’s standard dispute resolution clause as provided in Appendix A below.

Yes/No

31.With specific reference to auditing, the Supplier will agree to vary its license or any service agreement terms to reflect the inviolability of the Bank’s headquarters and archive as provided under UK statute and international law.

Yes/No

Page 9OFFICIAL USE

OFFICIAL USE

Annex B – Evaluation Questions

Suppliers shall provide two case studies of their projects that are closest to the Project objectives and detail the reasons why they match the objectives. Ideally the case studies will include the following attributes:

At least one large project (e.g. over 12 continuous months of software development/testing and/or over 3,000 man days of software development and testing).

Implementation of business process lifecycle management, objectives management, objectives monitoring and evaluation within the financial services sector or within International Financial Institutions.

Delivered using Agile development methodologies in combination with DevOps technology, working to common web standards.

Suppliers shall detail their experience of data analytics development, integration with visual analytics packages (e.g. Tableau or QlikSense), data extraction technologies and which back-end data platforms. Please specify why they were used.

Suppliers shall detail their experience of workflow tools (e.g. Activiti). Please specify which technologies have been used and why they were selected.

Suppliers shall list any accelerators or components that they have used that would help increase the speed of delivery for EBRD to meet the Project objectives. Please specify the accelerators / components and why they would benefit EBRD.

Suppliers shall detail their Software Development Life Cycle. Please include details regarding unit/functional and integration testing as well as performance and load testing. Please specify any testing tools that were used and why they were used.

Suppliers shall detail their experience integrating with ADFS using technology such as Spring Security. Please specify which technologies have been used and why they were selected.

Suppliers shall detail all relevant awards, qualifications, minimum training/accreditations, test management and quality assurance and standards that they have attained for their software development and testing activities. These may include:

CMMI-DEV (Specify level) ISO Certification (Specify standard) TickIT

Page 10OFFICIAL USE

OFFICIAL USE

Appendix A – Dispute Resolution Clause

X.1 This [Contract] shall be construed in accordance with [English] law. Any non-contractual obligations arising out of or in connection with this [Contract] shall be governed by and construed in accordance with [English] law.

X.2 Any dispute controversy or claim arising out of, or relating to this [Contract] or the breach, termination or invalidity hereof or any non-contractual obligations arising out of or in connection with this [Contract] which cannot be amicably settled, shall be settled by arbitration in accordance with the UNCITRAL Arbitration Rules as in force and effect on the date of this [Contract]. There shall be one (1) arbitrator, and the appointing authority for the purposes of the UNCITRAL Rules shall be the LCIA (London Court of International Arbitration). Any provision of such rules relating to the nationality of an arbitrator shall, to that extent, not apply. The seat and place of arbitration shall be London, England and the English language shall be used throughout the arbitral proceedings. The [Parties] hereby waive any rights under the Arbitration Act 1996 or otherwise to appeal any arbitration award to, or to seek determination of a preliminary point of law by, the courts of England or elsewhere. The arbitrator shall not be authorised to grant, and the [Contractor] agrees that it shall not seek from any judicial authority, any interim measures or pre-award relief against the [Bank], any provisions of the UNCITRAL Arbitration Rules notwithstanding.

X.3 Nothing in this [Contract] shall be construed as a waiver, renunciation or modification by the [Bank] of any immunities, privileges and exemptions of the [Bank] accorded under the Agreement Establishing the European Bank for Reconstruction for Development, international convention or any applicable law. Notwithstanding the foregoing, the [Bank] has made an express submission to arbitration under [Section X.2] of this [Contract] and accordingly, and without prejudice to its other privileges and immunities (including, without limitation, the inviolability of its archives), it acknowledges that it does not have immunity from suit and legal process under Article 5(2) of Statutory Instrument 1991, No. 757 (The European Bank for Reconstruction and Development (Immunities and Privileges) Order 1991), or any similar provision under English law, in respect of the enforcement of an arbitration award duly made against it as a result of its express submission to arbitration pursuant to [Section X.2] of this [Contract].

X.4 Unless the [Bank] directs otherwise, the [Contractor] shall continue performing its respective obligations under this [Contract] while the dispute is being resolved unless and until such obligations are terminated or expire in accordance with the provisions of this [Contract].

Page 11OFFICIAL USE

OFFICIAL USE

Appendix B – Data Framework Architecture

Page 12OFFICIAL USE