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					RFP Request for Proposal

Escrow Services for .post Registry




Date: ................................................................................................................................ 19.12.2011
Distribution: ..........................................................................................................UPU / PTC, QBITS




Table of Contents




1      Introduction................................................................................................................. 3
2      Scope and objectives of the RFP .......................................................................... 3
3      Exhibits ........................................................................................................................ 3
4      Mandatory specifications and information ........................................................ 4
4.1       Policy Compliance ...................................................................................................... 4
4.2       References and capabilities ........................................................................................ 4
4.3       Implementation Plan ................................................................................................... 4
4.4       Operational and technical competences ..................................................................... 5
4.5       Location of data .......................................................................................................... 5
4.6       Customer service ........................................................................................................ 5
4.7       Extended support ........................................................................................................ 5
5      Applicable Terms and Conditions ........................................................................ 6
5.1       Confidentiality ............................................................................................................ 6
5.2       Legal status of the Vendor .......................................................................................... 6
5.3       Collusive bidding, anti-competitive conduct or any other similar conduct ................ 7
5.4       Use of the Name, Emblem and Initials of the UPU.................................................... 7
5.5       Intellectual Property ................................................................................................... 7
5.6       Immunities and privileges .......................................................................................... 7
5.7       Tax Exemption ........................................................................................................... 8
5.8       Remuneration ............................................................................................................. 8
5.9       Inquiries and contact person ....................................................................................... 8
5.10 Responses to any inquiries or additional information relevant to this call for tenders
shall be forwarded in writing by the UPU to all Bidders through 20th January 2012. The
source of the question shall not be identified in the response. Delivery of offers................. 9
5.11 Response due date ...................................................................................................... 9
5.12 Evaluation procedure and decision making process ................................................... 9
5.13 Modification or cancellation of the RFP .................................................................. 10
6     Offer structure/Response format ........................................................................ 10
6.1      Languages ................................................................................................................. 12
6.2      Signing ...................................................................................................................... 12
1       Introduction

The UNIVERSAL POSTAL UNION (UPU) was founded in 1874 in Berne, Switzerland with the
main goal of establishing a single postal territory for the reciprocal exchange of letter-post items
and adopting common principles for the international postal service in a non-discriminatory manner.
Currently with 192 member countries, the UPU became a specialized institution of the United Na-
tions in 1948.

The main mission of the UPU is to stimulate the lasting development of efficient and accessible
universal postal services of quality, in order to facilitate communication between the inhabitants of
the world. This comprises the commitment towards free circulation of postal items over a single
postal territory composed of interconnected networks, the adoption of fair common standards and
the use of technology, the cooperation and interaction among stakeholders, the promotion of effec-
tive technical cooperation and the satisfaction of customers' changing needs. The UPU is, thus,
expected to play a major role in the constant revitalization of postal services.

In this sense, the International Bureau of the UPU, a central office operating at the seat of the UPU,
acts as an organism of execution, support, liaison, information and consultation, providing assis-
tance and information to the bodies of the UPU and its member countries and designated operators
(a member country may designate one or more operators for provision of postal services and ful-
fillment of obligations arising from the UPU Acts).

Furthermore, the UPU facilitates the development of worldwide postal services by providing an
information and communication technology environment which allows posts to concentrate on the
delivery of postal services to their customers. In this context, the UPU provides a global network
(POST*Net) with value added services, as well as computerized applications for the management
of international mail and international postal money orders.

Unless otherwise stated in this RFP, the term "Bidder" shall refer to any person, company, or legal
entity submitting a proposal to this RFP. The term "Vendor" shall refer to a successful Bidder, as
the case may be.

2       Scope and objectives of the RFP

The UPU wishes to contract an Escrow agent for the provision of Escrow services to support the
.post Registry.

The .post Sponsored Top-Level Domain (hereinafter the “.post domain”) is intended to be a global,
trusted, stable, secure, innovative standard identifier of the postal community in cyberspace. The
.post domain will be managed by the UPU with the support of a highly trusted and reliable Escrow
agent.

The Escrow agreement shall be governed by strict policies and processes defined by the UPU and
enforced in cooperation with the Registry Operator and the Escrow agent, all aimed at
guaranteeing due implementation of the aforementioned principles, in conformity with the relevant
decisions of the UPU.

3       Exhibits

The following annexes form part of the RFP:

       ANNEX 1: The .post Sponsored TLD Agreement                           and    its   appendices
        (found at http://www.icann.org/en/tlds/agreements/post/):
            o Appendix 1 - Data Escrow Specification;
            o Appendix 2 - Escrow agreement;
            o Appendix 3 - Zone File Access Agreement;
            o Appendix 4 - Sponsor’s Monthly Report;
                  o
                  Appendix 5 - WHOIS Specification;
                  o
                  Appendix 6 - Schedule of Reserved Names;
                  o
                  Appendix 7 - Functional and Performance Specifications (Name server Functional
                  Specifications, Patch, Update, and Upgrade Policy, Performance Specifications,
                  Service-Level Agreement);
             o Appendix S.
         ANNEX 2: The .post Domain Management Policy (approved by the UPU Postal Operations
          Council on 13 May 2011).
         ANNEX 3: UPU General Terms and Conditions (Contracts for the provision of services)

4         Mandatory specifications and information

4.1       Policy Compliance

Bidders shall confirm full compliance to the “Data Escrow Specification” document (Annex 1 - Ap-
pendix 1) and full commitment to sign the “Escrow Agreement” document (Annex 1 - Appendix 2).

In this context, Bidders are invited to provide UPU with:

          (i)         their own version of the specifications including:
                      a. technical and procedural improvements,
                      b. possible extensions of Data Escrow Contents,
                      c. improved SLA.
          (ii)        their capability to provide the software required for data verification and report
                      generation, according to “Data Escrow Specification” (Annex 1 - Appendix 1), de-
                      tailing the terms of use and describing if their specifications are publicly available.
          (iii)       their modifications proposed to the “Escrow Agreement” document (Annex 1 - Ap-
                      pendix 2), defining how the modification improves based on their experience in the
                      specific field.

Furthermore Bidders shall confirm their compliance to all additional requirements stemming from
present and future Policies of the UPU for the .post domain and impacting purpose a n d s c o p e
of the Escrow process.

4.2       References and capabilities
Bidders are requested to provide their own references in the sector.

Further to the Annex 1 - Appendix 1 specifications Bidders are requested to:
        (i)     give evidence of the security standards adopted for its escrow services;
        (ii)    advise any other technical and/or procedural requirement that proposed jointly with
                the Registry Operator improves security or any other important element, including
                a proposed technical architecture for data replication;
        (iii)   describe the transmission protocol (i.e. SOAP over HTTPS, s-ftp, etc.) and facilities
                (internet, IPSEC VPNs, MPLS VPNs, etc.) normally adopted for data transfer
                among the parties and the proposed solution to UPU.

4.3       Implementation Plan
The UPU intends to launch the .post domain for public registrations (as authorized for certain parts
of the .post Sponsored Community) by mid-2012. An indicative start-up plan is presented in Annex
1 - Appendix S, which the UPU intends to revise based upon the latest information gathered. In this
regard, Bidders are requested to provide their observations or recommendations on a suitable
start-up plan for the .post domain, in order to enable its launch by the intended date indicated
above, including elapsed time of each phase and possible dependencies from external factors.
4.4       Operational and technical competences
With reference to the requirements and specifications defined in the exhibits noted in Section 3
above, for the .post domain Bidders are required to provide the information requested below:
    (a) Outline the operational and technical capabilities. Provide a description of technical capa-
        bilities, including information about key technical personnel (qualifications and experience),
        size of technical workforce and access to systems development tools. Outline any signifi-
        cant prior technical achievements.
    (b) Their ability to cope with a variety of contents, including the followings:
                  Complete source and executable code of registry, nameserver and WHOIS soft-
                   ware;
                  Database definitions and contents of the database;
                  Operational and configuration files and information, including all the electronic arti-
                   fact related to DNSSEC operations (digital keys, configurations, etc.);
                  Documentation covering the installation, configuration and operation of the system;
                  Help files, operation and user manuals.

      (c) Technical plan and capabilities for .post Escrow operations. Bidders are required to pre-
          sent a technical plan and capabilities outline for the proposed Escrow operations. The
          technical plan should especially address the following factors:
               (i) General description of proposed facilities and systems - Describe all system loca-
               tions; identify the specific types of systems being used, their capacity and interopera-
               bility, general availability and level of security of technical environment; data protection
               and privacy aspects; describe in appropriate detail buildings, hardware, software sys-
               tems, environmental equipment and Internet connectivity.
               (ii) Database capabilities - Database software, size, throughput, scalability, procedures
               for systems availability with respect to unplanned outage times, response time perfor-
               mance, ability to handle current volumes and expected growth and reporting capabili-
               ties.
               (iii) Geographic network coverage, including physically diverse sites.
               (iv) Backup. Describe frequency and procedures for backup of data - Describe hard-
               ware and systems used, data format, and procedures for retrieval of data/rebuilding of
               databases.

Security is an important element of .post. Bidders shall indicate any additional requirements for
data escrow contents and procedures advised such as including supplementary XML schemas,
verification procedures, or reports.

4.5       Location of data
Bidders shall provide details on the location of data hosting environment and servers as well as any
data or document in any form pertaining to or associated with the provision of the Escrow services.

4.6       Customer service
Bidders are required to provide proposals for customer service during business hours (Bern time,
CET) for administrative issues and full coverage (24 hours a day, 365 days a year) support service
for technical issues.

Bidders are requested to provide quotation for optional full coverage (24 hours a day, 365 days a
year) support service for administrative issues.

Bidders are required to provide the Service Level Agreement(s) they would be able and willing to
support in this regard.

4.7       Extended support
Bidders are required to provide a proposal for one or more dedicated staff members for the imple-
mentation phase, as well as for a support/training period of at least three and up to six months fol-
lowing implementation, with the provision of both remote and in-person support at the UPU Interna-
tional Bureau premises in Berne, Switzerland. Bidders shall also provide training sessions for UPU
Members, as requested by the UPU.


5       Applicable Terms and Conditions

5.1     Confidentiality

Bidders shall treat in strict confidence all information related to this RFP which is not already public-
ly known or generally accessible, particularly any documentation marked as confidential and dis-
tributed by the UPU to the Bidder as additional confidential RFP documentation. Bidders shall pre-
vent disclosure or distribution of all such information to third parties and other entities and persons
not expressly authorized herein. In case of doubt, these confidentiality provisions shall neverthe-
less be observed. Bidders are obliged to observe these confidentiality provisions during and after
the tendering process. These provisions shall not affect both the UPU and the Bidder’s legal obliga-
tions to disclose information.

Moreover, Bidders shall not use such information for any purpose other than the purposes associ-
ated with this RFP. This RFP and all attached documents may only be distributed or made availa-
ble to persons directly involved in the tendering process on behalf of the Bidder. In case external
agents or subcontractors are involved in the preparation of the offers, they have to be named and
indicated in the participation notification in Section 6(e).

The Bidder assumes full responsibility for compliance of its agents, employees and subcontractors,
as well as any third parties involved on its behalf in this tendering process with these rules of confi-
dentiality and shall be liable for any damages due to misconduct or unauthorized disclosure.

If the Bidder violates the confidentiality provisions contained herein, it shall be liable to pay a penal-
ty to the UPU unless the Bidder can prove that no fault is attributable to it. For each infringement,
this penalty shall amount to CHF 50,000 per infringement. Payment of any such penalties shall not
release the Bidder from its obligation to observe confidentiality.

Any Bidder willing to submit proposals concerning this RFP shall contact the persons specified
below in this document and request receipt of additional RFP documentation from the UPU, as the
case may be.

Without prejudice to the confidentiality provisions above presented, the receipt of any additional
confidential RFP documentation by Bidders may be subject to prior signature of a non-disclosure
agreement ("NDA") with the UPU, under conditions to be determined and informed by the latter.

5.2     Legal status of the Vendor

The Vendor shall be regarded as having, in law, the legal status of independent contractor. The
Vendor, as well as its agents, consultants, employees and subcontractors shall in no way be re-
garded as employees of the UPU. The agents, consultants, employees and subcontractors of the
Vendor shall not be entitled to any employment benefits of the UPU. The Vendor shall be solely
responsible for due payment of all compensation owed to such agents, consultants, employees and
subcontractors, including payment of any employment taxes, benefits, compensation and insur-
ance. The Vendor warrants and represents that it will comply with all laws, rules, and regulations
required by appropriate authorities, including the appropriate withholding, reporting and payment of
all required taxes.

The Vendor shall be liable for all work performed by its agents, consultants, employees and sub-
contractors, as well as for any act or omission by those agents, consultants, employees and sub-
contractors.
5.3       Collusive bidding, anti-competitive conduct or any other similar conduct

Without prejudice to the provisions contained in Section 6(e) below, Bidders (including their agents,
consultants, employees and subcontractors) shall not engage in any collusive bidding, anti-
competitive conduct or any other similar conduct, in relation to:

         the preparation or submission of offers;
         the clarification of offers; and
         the conduct and content of negotiations, including final contract negotiations,

For the purposes of this RFP, collusive bidding, anti-competitive conduct or any other similar con-
duct may include without limitation the disclosure to, exchange or clarification with any other Bid-
der, of information (in any form), whether or not such information is confidential to the UPU or to
any other Bidder, in order to alter the results of the RFP in such a way that would lead to an out-
come other than that which would have been obtained through a competitive process. In addition to
any other remedies available to it, the UPU may, at its sole discretion, immediately reject any offer
submitted by a Bidder that, in the UPU’s opinion, has engaged in any collusive bidding, anti-
competitive conduct or any other similar conduct with any other Bidder in relation to the preparation
or submission of offers, whether in respect of this RFP or other procurement processes conducted
by the UPU.

5.4       Use of the Name, Emblem and Initials of the UPU

Bidders shall not advertise or otherwise make public the fact that they intend to provide, are provid-
ing or have provided services to the UPU, or use the name, emblem or initials of the UPU in con-
nection with their business for purposes of commercial advantage or goodwill without prior and
explicit permission from the UPU. Bidders shall take all reasonable measures to ensure compliance
with this provision by their agents, employees and subcontractors.

5.5       Intellectual Property

This RFP and all its attached documents, including any contents, forms, statements, concepts,
projects and procedures explicitly or implicitly forming part of this RFP, constitute the exclusive
intellectual property of the UPU. This RFP is communicated to the various Bidders only in order to
assist them in the preparation of their respective offers. Upon request of the UPU, any hard copies
of this RFP shall be destroyed or returned to the UPU by non-selected Bidders.

Furthermore, all proprietary rights, intellectual property rights and any other rights of any kind aris-
ing from the goods and services developed and/or provided as deliverables by the Vendor to the
UPU under this RFP (and any contract arising therefrom) shall be vested exclusively in the UPU.
This provision shall not apply to any copyright or other intellectual property rights in materials cre-
ated by or licensed to the Vendor prior to or outside the scope of this RFP, as well as any other
intellectual property which the Vendor may have discovered or created as a result of the services
which is not defined as a deliverable under this RFP (and any contract arising therefrom). In this
regard, the UPU shall have a gratuitous, non-exclusive and perpetual license to use any of the
aforementioned Vendor’s intellectual property for the UPU’s own internal use as part of such deliv-
erables.

5.6       Immunities and privileges

Nothing in or relating to this RFP, the activities described herein or any potential agreements relat-
ed thereto shall be deemed as a waiver, expressed or implied, of any of the privileges, immunities
and facilities which the UPU enjoys as a specialized agency of the United Nations system, pursu-
ant to the Swiss Host State Act and the Agreement on Privileges and Immunities of the United Na-
tions (on Swiss territory), the Convention on the Privileges and Immunities of the Specialised
Agencies (outside Switzerland), as well as any other conventions and laws granting and/or recog-
nizing such privileges, immunities and facilities to the UPU and its officials (such as the Internation-
al Organizations Immunities Act in the case of the United States of America).

Accordingly, Bidders shall expressly acknowledge and agree that the property and assets of the
UPU, including any archives, data, documents and funds belonging to the UPU or held by it (includ-
ing without limitation the data/hosting environments and servers pertaining to or associated with the
provision of escrow services, as well as any data or document in any form belonging to or held by
the UPU on behalf of the members of the .post sponsored community for implementation and op-
eration of the .post sponsored top-level domain) are inviolable and shall be immune from search,
requisition, confiscation, expropriation and any other form of interference, whether by executive,
administrative, judicial or legislative action. The Vendor shall immediately contact the UPU in case
of any attempt to violate or any violation of the UPU’s privileges and immunities and take any rea-
sonable measures to prevent such a violation.
Data/hosting environments and servers pertaining to or associated with the provision of escrow
services, as well as any data or document in any form shall be located in a country Party to the
Convention on the Privileges and Immunities of the Specialised Agencies (outside Switzerland).

In the light of the UPU’s status as a specialized agency of the United Nations (and without preju-
dice to the observance, by the UPU, of any sanctions established by the United Nations Security
Council), Bidders shall expressly certify their legal and operational willingness and ability to provide
escrow services on a non-discriminatory basis for the benefit of all eligible entities established
and/or situated in the territory of any UPU member country participating in the .post project, irre-
spective of the existence of diplomatic relations between a Bidder’s country of incorporation and/or
operation and any UPU member country participating in the .post project.

5.7     Tax Exemption

As a specialized agency of the United Nations system, the UPU is exempt from all direct taxes and
from customs duties on imported or exported articles. Furthermore, the UPU is exempt from Value
Added Tax; therefore, any price must be indicated ‘net’, without VAT. (OLTVA / art. 22 and "Instruc-
tions 2001 sur la TVA" / arts. 574, 816 and others)

5.8     Remuneration

In principle, the remuneration conditions shall comprise system implementation, maintenance and
customer support. In this regard, payment by the UPU of any fixed costs related to system imple-
mentation shall be subject to the successful conclusion of a testing period of 2 (two) months.

Documentation on the work performed shall be provided on a regular basis by the Vendor to the
UPU, in accordance with the schedules and formats to be determined by the UPU.

If daily fees are offered, they shall cover the entire Vendor’s travel expenses, ground transportation
costs, as well as all other applicable living expenses. No other fees shall be paid by the UPU to the
Vendor.

5.9     Inquiries and contact person

If this RFP is imprecise in any respect, the Bidder shall inform the contact person indicated below
and ask for further clarification.

Mr. Paul Donohoe
Universal Postal Union
Weltpoststrasse 4
3000 Berne 15
Switzerland
Tel: +41 31 350 31 11
Fax: +41 31 352 43 23
Email: paul.donohoe@upu.int

Questions regarding the content of this RFP must be sent in written form to the contact person by
  th
13 January 2012.

5.10   Responses to any inquiries or additional information relevant to this call for tenders
                                                                         th
shall be forwarded in writing by the UPU to all Bidders through 20 January 2012. The
source of the question shall not be identified in the response. Delivery of offers

Offers shall be presented as 4 (four) printed originals in a sealed envelope and delivered exclu-
sively to the following address:


                  The Secretary of the Tenders and Procurements Committee
                  Secretariat of the Tenders and Procurement Committee
                  Attention: Mrs Agnès Camey - “Escrow for .post”
                  Universal Postal Union
                  Weltpostrasse 4
                  3000 Bern 15
                  Switzerland


The preparation and submission of offers by Bidders shall be free of charge for the UPU.

5.11    Response due date

Offers (including all of the Bidder’s tender documents) should reach the UPU at the above address
                rd
no later than 3 February 2012, 16:00 Central European Time (CET).

5.12    Evaluation procedure and decision making process

The evaluation procedure serves to determine as objectively as possible the solution that best suits
the interests of the UPU, in accordance with the relevant objectives and principles defined by the
UPU bodies and on the basis of the offers received.

The offer structure described in Section 6 below (including without limitation the response format) is
therefore mandatory to all Bidders. Bidders not fulfilling the mandatory criteria indicated in Section
4 and Section 6 may not be taken into further consideration by the UPU.

Bidders are requested to comment on all points for which they envisage required modifications or
identify missing aspects.

All elements and information presented in the offers shall be evaluated against UPU-defined crite-
ria with different weights defined at the sole discretion of the UPU.

The decision process within the UPU Tenders and Procurements Committee (CAA/TPC) shall not
be public. The CAA/TPC shall send a report to the Director-General of the International Bureau of
the UPU together with a final recommendation for confirmation. Bidders shall be informed of the
final decision by the UPU.

The UPU General Terms and Conditions for Services (GTC) must be accepted by the Bidder (An-
nex 3).

The final terms of the contract shall be defined by the UPU and accepted by the Vendor.

Contract negotiations shall only start after final selection of the Vendor.
5.13    Modification or cancellation of the RFP

The UPU reserves the right, at its sole discretion and at any time before conclusion of the RFP, to
modify or cancel all or part of this RFP without having to justify its action and without such action
conferring any right to compensation on Bidders.


6       Offer structure/Response format

All information provided must be delivered by the Bidder in conformity with the terms and condi-
tions defined in Section 5 above. In particular, the requirements defined in Section 4 above must be
completely covered in the structure defined below, respecting the sequence and the numbering
provided in those Sections.

    a) Cover letter

         Include a statement that the Bidder has read, understands and agrees to all provisions of
         this RFP.

         Include name, telephone number, address and e-mail address of the Bidders and its rep-
         resentatives.

         The cover letter shall be signed by a representative (or representatives) duly designated
         and authorized to act on the Bidder's behalf and with the authority to legally bind the Bid-
         der and accept the terms and conditions of this RFP, and shall include a confirmation of
         such authorization by the Bidder, as well as a statement that the Bidder's proposed offer
         is valid for a minimum period of 90 (ninety) days.

    b) Management summary

         A management summary has to be provided highlighting the most important milestones
         related to the offer.

    c) Statement of compliance

         Provide a list stating the degree of compliance (Yes, No, Partial) of the Bidder’s offer with
         the terms and conditions presented in Sections 5 above, particularly the specifications
         contained in Section 4 above.

    d) Bidder information

         Provide detailed information regarding:

                Company organization, locations/subsidiaries;
                Financial data (turnover, profit etc.);
                Partners and equity holders of the company;
                Company history;
                Market position and share in the relevant markets.

         Provide applicable reference(s) from existing customer(s) using the same or a similar
         type of service, as well as a customer reference list describing similar projects performed
         by the Bidder, if any.

         Provide any relevant quality management certifications and statements.

         Litigation and arbitration history: Include references to any history of litigation and arbitra-
         tion in which the Bidder has been involved and which may directly or indirectly be related
      to the subject of this RFP. Non-disclosure may result in automatic disqualification of the
      Bidder from the bidding process. The litigation disclosure shall be in the following format:

       Other party/ies involved       Brief description/Nature    Status    Amount involved
                                      of dispute


e) Subcontractor/supporting entity information

      Provide a list of any planned subcontractors or other related supporting entities (if any),
      and clearly describe the relevant legal, operational and technical aspects related to those
      subcontractors or other supporting entities, as well as their exact degree of involvement
      with the Bidder for the purposes of this RFP.

f)   Pricing structure

      Provide the following pricing information:
          Provide separate rates for fixed system costs, including but not limited to system
             implementation/adaptation, system maintenance and customer support costs;
          Provide separate rates for variable system costs
          A full service quotation (including all the rates referred to above);
          As the case may be, a general description of the pricing structure and discount
             models for the services offered.

      Note: Do not include VAT in any price information (see Section 5.7).
      Note: All transactions must be made exclusively in CHF, EUR or USD.

g) Acceptance of the UPU General Terms and Conditions

      Statement of acceptance of the UPU General Terms and Conditions (Contracts for the
      provision of services) – GTC (Annex 3).

h) Delivery schedule and remuneration terms

      A plan which clearly describes the schedule for delivery of the Escrow Services as well as
      the expected remuneration terms.

i)   Reporting

      Definition of reporting and documentation principles within the project.

j)   Customer reference list

      A list of similar projects and realizations.

k) Additional information

      Any additional information deemed as necessary for the UPU to better understand the of-
      fered solution.

      The proposal by Bidders should also include any diagrams, charts or similar materials
      deemed necessary to properly describe and/or clarify any answers or information as pro-
      vided therein by the Bidders.

      Procedural & technical documentation for the data exchange between Escrow and UPU
      should be provided with the bid.
      l)   Appendix

            Additional information may be provided in an Appendix. The Bidder may include technical
            descriptions, brochures etc.

6.1        Languages

The offer (including all of the Bidder’s tender documents) must be completely formulated by the
Bidder in English.

6.2        Signing

The offer shall be signed by a representative (or representatives) duly designated and authorized
to act on the Bidder's behalf and with the authority to legally bind the Bidder and accept the terms
and conditions of this RFP.

				
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