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EGI Core activities:Bidding

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Following the request of the EGI Council in late 2012, the EGI-Inspire Global Tasks were assessed as to their criticality in providing coordination across governance, operations, technology, administration, policy, user community and other functions. This analysis and subsequent prioitisation at the Evolving EGI Workshop in January 2013 identified a set of tasks that should be undertaken by staff at EGI.eu and by service providers in the community (e.g. the NGIs). These are the Core EGI Activities.

The Core EGI Activities are a subset of the EGI Global Tasks that have been defined as being critical or preventing the degradation of the infrastructure.


Founding model

Eligible costs are:

  • Direct costs: personnel costs for the delivery of the services and activities
  • Indirect costs: 25% of the direct costs.

EGI.eu is expected to contribute via the EGI Participants fees to a minimum of 50% of the total costs.

Bidding and selection process

The bidding and selection process of the partner(s) for hosting the EGI Activities and Services is as follow.

  1. Customer needs, expectations and satisfaction are assessed.
  2. The bidding process, the timeline, the list of activities and services, and the funding morel are discussed and approved by the Council.
  3. The call for expressions of interest is announced and publicised to the EGI Council by the EGI.eu Management.
  4. The expressions of interest are assessed by EGI.eu staff against a number of evaluation criteria that are defined in the call text. Additional experts beyond the EGI.eu staff and the Executive Board may be asked to review the expressions of interest).
  5. A prioritised short-list (including any opportunities for refinement) is presented to the EGI.eu Executive Board. Additional experts beyond the EGI.eu staff and EGI.eu Executive Board may be asked to review the expressions of interest.
  6. The EGI.eu Executive Board approves the selected partners and a technical and financial proposal is presented to the EGI Council.

Members of the EGI.eu Executive Board will declare conflicts of interest as required by the EGI.eu Executive Board Terms of Reference, and will maintain the confidentiality of discussions and decisions.


Proposal Format

Organisations willing to deliver one or more of activities and services to EGI.eu are asked to provide an ‘Expression of Interest’ (of maximum length 2 pages per task) for each task they are interested in hosting detailing:

Administrative (~1/2 page)

  1. The activities and services that they wish to offer and the contact point for queries.
  2. The effort they estimate needed to undertake the activities and services, including other sources of effort they could contribute to this task.
  3. The direct cost to EGI.eu of delivering this effort in terms of person months and person month monthly cost.
  4. Background information on the hosting organisation and their experiences in this area that makes them suitable for hosting the service.

Management (~1/2 page)

  1. How the combined effort (provided through EGI.eu and from any other sources) will be managed to provide an integrated team.
  2. What are the sources of effort (if any) that will be needed in addition to the effort paid for by EGI.eu and what are the risks/uncertainties/conditions of this additional effort?

Technical (~1 page)

  1. Confirm that they will meet the minimum specified SLA and indicate where and how they may be able to offer a greater service or additional functionality.
  2. If they are not already hosting the activities and services to provide a brief transition plan and any estimated associated extra short term effort required for the smooth migration of the service to the new hosting organisation, and how they expect this effort to be provided.
  3. Any deviation from the service as defined in the call for expressions of interest.

If partners are combining proposals to provide multiple activities and services into a single proposal or providing a joint proposal with several partners, then the 2 page limit may be extended (i.e. an extra page for each activity and service and an extra page for each partner).

Biddings

2015

2013