ASSAf News

Project/purpose

The Academy of Science of South Africa (ASSAf) would like to appoint a service provider for:

  1. The setup of a federated PKP Open Journal Systems (OJS) version 3 platform
  2. Customising the PKP OJS version 3 platform landing page, as well as the PKP OJS version 3 stylesheet for South African Journal of Science (SAJS).
  3. The migration of the 5 PKP OJS version 2 journals hosted by the Academy onto this federated PKP OJS version 3 platform
  4. Hosting of the PKP OJS version 3 federated platform (including all journals) either; on an existing Hetzner server on the cloud or; on the service provider’s own server
  5. Management of the ASSAf and SAJS domains: journals.assaf.org.za  www.sajs.co.za (once-off cost each year). Registering secure URLs for the two domains.
  6. Register and annually renew security certificates for the server domains.
  7. Monthly maintenance of this federated PKP OJS version 3 platform
  8. Monthly development (4 hours) of this federated PKP OJS version 3 platform

Terms of reference/specifications
Eligibility profile

The prospective service provider should:

  • Demonstrate knowledge and experience of the workflow of the PKP Open Journal Systems (PKP OJS) software
  • Demonstrate knowledge and experience of a federated online and/or document management system
  • Be able to work with the latest release (PKP OJS version 3) of the software and its technical requirements
  • Be able to customise and develop the PKP OJS version 3 software to the journals’ requirements (this will be style sheet configurations only)
  • Experience in the use of the Linux, Apache,  MySQL and PHP (LAMP) scripting language
  • At least 3 years’ experience in the implementation of a online and/or document management system or other website development projects
  • Provide annual hosting services for these journals with regular back-ups and maintenance of the server; on an existing Hetzner server on the cloud or; on the service provider’s own server
  • Be familiar with open access publications and the scholarly publishing workflow
  • Provide proof of inclusion in the National Treasury CSD or be able to apply to this database (international providers do not have to adhere to this)
Product/service description
Once-off
1. The setup of a federated Open Journal System (PKP OJS) version 3 platform
Creation and customisation of an PKP OJS version 3 federated platform (this will be style sheet configurations only)
2. The setup of an PKP OJS version 3 website for South African Journal of Science (SAJS) on this federated PKP OJS version 3 platform
Creation and customisation of the OJS version 3 peer-review workflow onto the federated PKP OJS version 3 platform (this will include user database migration). This will include specific customisations and plug-ins as required before project commencement
Creation of the publication SAJS website, which includes the migration of content and issue archive to the PKP OJS version 3 publication site (this will include all the data from issues from 2009 onwards, PDF, EPUB and XML formats).
3. The migration of the PKP OJS version 2 journals hosted by the Academy onto this federated PKP OJS version 3 platform
Upgrade the current ASSAf hosted PKP OJS version 2 journals to the PKP OJS version 3 system
Creation of the peer-review system from the current PKP OJS version 2 platform to the federated PKP OJS version 3 platform
Creation of the publication website for these journals. This will include migration of the journals’ content and issue archives to the PKP OJS version 3 platform (all file types including: PDF, XML and EPUB where applicable)
Annual cost
4. Management of the ASSAf and SAJS domains: journals.assaf.org.za and www.sajs.co.za (once-off cost each year). Registering secure URLs for the two domains.
5. Hosting of the PKP OJS version 3 federated platform (including all 6 journals) either; on an existing Hetzner server on the cloud; on the service provider’s own server
6. Register and annually renew security certificates for the server domains
7. Monthly maintenance of this federated PKP OJS version 3 platform
Include the standard rates per hour
8. Monthly development (4 hours) of this federated PKP OJS version 3 platform
Include the standard rates per hour
 
Evaluation criteria
The 80/20 preference point system will be utilised to evaluate the proposal.
 
A technical evaluation of the proposals will be done by a panel of ASSAf representatives based on the evaluation criteria indicated below. Proposals must achieve a minimum threshold score of 75 points for technical in order to be considered for further price and preference evaluation.
 
The proposal will be rated on a scale of 0-5:
 
Non Compliance Poor Average Good Very Good Excellent
0 1 2 3 4 5
 
 
The following criteria and weights shall apply when considering the proposals:
 
ELEMENTS  0 1 2 3 4 5  WEIGHT SCORE 
TECHNICAL             100  
Portfolio and experience: PKP Open Journal Systems             40   
Portfolio and experience: Federated online and/or document management systems             20   
Portfolio and experience: Use of the Linux, Apache,  MySQL and PHP LAMP) scripting language             10   
Quality of previous work             20  
Expression of interest form questions             10  
PRICE             80  
PREFERENTIAL             20  
  
Duration of the contract
ASSAf intends to enter into a Service Level Agreement with a successful service provider for a period of three (3) years commencing on 1 September 2017.
 
Costing
Service providers should provide a cost estimate (using the seven points stated above) which should amongst others indicate a rate per annum. The successful service provider should be prepared to engage in price negotiation.
Potential service providers must also complete the expression of interest form.
 
General
All quotations and expression of interest forms must reach ASSAf offices by no later than close of business on 31 August 2017.
 
Queries regarding supply chain management should be directed to This email address is being protected from spambots. You need JavaScript enabled to view it. and This email address is being protected from spambots. You need JavaScript enabled to view it. (012 349 6600). Technical queries should be directed to This email address is being protected from spambots. You need JavaScript enabled to view it. (012 349 6625)
 
Download all the specifications here.

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