Website Maintenance and Development Technical maintenance of the Sipoo.fi website, which operates on the Wordpress platform, as a service (overall responsibility for the website's functionality) and expert work for website development on a separate charge basis.
The procurement includes the transfer of the existing website to the supplier's maintenance.
The tender is divided into three (3) sub-entities.
Sub-entity 1. Website transfer project to the Supplier's server environment
The contracting authority's estimate for the transfer and commissioning is that the project will include tasks such as:
- Backup of the existing website
- Preparation of the new server environment (web, PHP, database)
- Transfer of files to the new server environment
- Transfer of the database to the new server environment
- Updating website addresses and paths
- Website testing (links, forms, fonts, plugins, custom blocks, other emerging issues)
- The supplier is required to use modern testing tools
- Commissioning after the website's functionality has been confirmed
- Post-production stabilization period of 1–2 weeks
- Checking error logs
- Verification of user login
- Testing the functionality of integrations and, if necessary, correcting them
During the transfer project, the Wordpress version will be updated to the latest version (current version 6.8.3).
The contracting authority requires the server environment to be located within the EU. The server environment must cover the production environment and the QA environment. The current production environment is sized at 16 GB RAM and 75 GB disk space, but it is estimated to be insufficient in terms of performance.
The contracting authority hopes that the website will utilize a caching feature or similar technology. The server environment can be cloud-based or virtualized, as long as load management is flexible. However, there must be sufficient capacity, and load peaks from other customers must not affect the user experience of the Sipoo.fi website.
The website must be technically accessible in accordance with WCAG 2.1 AA level.
The website has four integrations, which must be transferred to the new service:
- PTV OUT (Suomi.fi)
- Microsoft Entra ID (login) and user management. Approximately 90 users
- Disruption map
- Service system (asiointi.sipoo.fi)
The contracting authority has identified needs for small-scale development work to improve usability and update links in navigation. Development work will be carried out in conjunction with the transfer project. The contracting authority estimates that the improvement measures will require 10 hours of development work, which is part of the total price of the transfer project.
The supplier will provide a total price (€/project) for the transfer project.
The supplier will complete Appendix 2 – Price Form and attach it to their offer.
Service billing will begin when the contracting authority has approved the transfer project as delivered after the stabilization period.
Sub-entity 2. Website maintenance as a comprehensive service
The contracting authority procures website maintenance as a service, meaning the supplier is responsible for the technical functionality of the website. The contracting authority does not procure individual tasks or actions from the supplier.
Maintenance as a service includes, in the opinion of the contracting authority, tasks such as:
- Keeping security updates up-to-date and fixing vulnerabilities
- Updates of the Wordpress platform and its plugins to the latest available versions
- Prevention of denial-of-service attacks and minimization of their impact
- Service security measures: daily backups of the service must be taken, of which the four latest versions must always be restorable. This likely requires backups to be stored separately from the production version
- Maintenance of integrations and ensuring their functionality
- Automatic monitoring of technical performance 24/365
- Automatic and reactive intervention in fault situations (e.g., integration failure, denial-of-service attack)
- Maintenance and ensuring AA level accessibility
- Login to Wordpress using Entra ID SSO
- Automated management of user permissions using Entra ID
- Maintenance of the website's SSL certificates
- Regular reporting
For the sake of clarity, it is stated that fault management is entirely part of the comprehensive service offered by the supplier.
The contracting authority's requirements for fault management and service management service levels are defined in Appendix 4 – Service Level Appendix.
Furthermore, it is stated that the contracting authority does not accept separate charges for extensions and components that facilitate the supplier's ability to provide the service but have not been pre-approved by the contracting authority; these must be included in the total price of the offered service.
The maintenance entity and service level will be evaluated once a year. The evaluation will cover website extensions made and to be made that add to maintenance, such as new plugins.
The supplier will provide a unit price (€/month) for the offered service.
The supplier will complete Appendix 2 – Price Form and attach it to their offer.
Sub-entity 3. Separately ordered development work
Continuous development needs of the website, which will be carried out according to the contracting authority's service requests. Development needs include, for example, the following development work:
- Implementation of a Wordpress module
- Implementation of an integration
- Implementation of embeds, extensions, and plugins, e.g., a 3D map application or an illustrative image with a 3D model located in the server environment
- Usability improvements (navigation, style libraries, themes, etc.)
It should be noted that an update to the PTV integration is planned for the following year, which will require development work. Development work will be carried out in accordance with the service development model used by the contracting authority, where the contracting authority requires a service level for service requests. The service level is defined in Appendix 4 – Service Level Appendix.
Development work will follow the contract period of the comprehensive maintenance service. The contracting authority estimates that the development work purchased as expert work will amount to 15 person-days per year (7.5 h/pd).
The supplier will provide the price per person-day (€/pd) and the hourly rate (€/h) for the development work. The supplier will complete Appendix 2 – Price Form and att...
