TENDER NO. 13/2013. Tender Specifications for Data Warehouse and Business Intelligence System

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1 TENDER NO. 13/2013 Tender Specifications for Data Warehouse and Business Intelligence System Issued on 9 th November, 2013

2 TABLE OF CONTENTS 1. Objective Scope of Work Project Team Hardware Requirements Format of Tender Response Letter of Transmittal Executive Summary, including: Contract Terms Exceptions Company Profile Product Profile Work Plan Project Team and Professional Services Costs References Appendices Format for Project Description Submission of Tenders Terms and Conditions Inquiries Validity of Offer Notification of Award/Contract Liability... 9 Page 2 of 9

3 The following is a copy of the Tender advertisement that was published in the media. TENDER NO. 13/2013 DATA WAREHOUSE AND BUSINESS INTELLIGENCE SYSTEM The Fiji Revenue & Customs Authority (FRCA) invites tenders from reputable companies to provide leadership and direction in the design and implementation of a Data Warehouse and Business Intelligence System. The intent of this initiative is to provide the Authority with a central, reliable source of information, which would be available to end users in a way they can understand and use for analysis and decision making. Detailed tender specifications are available from the FRCA website at the following link: Further clarifications & questions should be directed through to Tenders to be submitted in a sealed envelope and clearly marked as follows: TENDER NO. 13/2013 DATA WAREHOUSE/BUSINESS INTELLIGENCE and should be addressed to: The Chairman FRCA Tender Board Fiji Revenue & Customs Authority Private Mail Bag Suva Fiji and hand delivered to Revenue & Customs Services Complex, Building 3, Level 3, Corner of Ratu Sukuna Road and Queen Elizabeth Drive, Nasese, Suva, Fiji prior to the tender closing time. ed submissions will be accepted from overseas bidders only to size of should not exceed 10MB. Tender Proposals must be received no later than 1200 Hours (12 noon) Fiji Time on Friday 29 th November All tenders received before the deadline will be opened at 12.05pm on the closing date. Bidders are welcome to be present during the opening of tender bids. Our Vision To be the Premier Revenue Collection, Border Management & Trade Facilitation Agency in the Region Page 3 of 9

4 Project Background The Fiji Revenue & Customs Authority (FRCA) is the premier Revenue Collection and Border Management Agency in Fiji. FRCA commenced operations on 1 st January 1999 and was established as a Statutory Authority under the Fiji Revenue & Customs Authority Act 1998 and encompasses the operations of the Fiji Inland Revenue Service and the Fiji Islands Customs Service. Currently FRCA have various operational systems existing on disparate platforms ranging from UNIX to Windows based client-server environments. The query and reporting tools used for extracting information from the existing systems currently depends on IT expertise, which means the user must specify their requirements to a trained IT person who in turn will create a query to be run against the appropriate database. If the user wishes to see information from different databases in order to make comparisons or cross match information related to a Taxpayer, it means separate queries and separate reports. It is then a question of making sense of the separate reports that can sometimes be a painstaking and lengthy task. 1. Objective FRCA is seeking proposals from interested companies for services to provide leadership and direction in the design and implementation of the Data Warehousing / Business Intelligence initiative. A Data Warehouse / Business Intelligence System will open the door to corporate wide information that will be accessible to users who up until now have had a restricted view of the business, one that has been determined by the specific system they use. The goal of the data warehouse is to consolidate information from the databases and establish links between the various data so that users, with the help of easy to use query and reporting tools, can slice and dice the information in whatever way they wish, without having to refer to the IT Section. The Data Warehouse then, focuses on getting information into the hands of the users in the simplest, most efficient manner for their individual analysis and decision making. 2. Scope of Work As stated earlier, FRCA intends to design and implement a Data Warehouse / Business Intelligence solution. The proposed solution can be either a development effort or a packaged solution. The authority s primary objective is to satisfy the following requirements: Having an improved method of storing, extracting and analysing data enabling end-users to make informed decisions. Provide management with tools and dash boards to access and analyse information and develop insights and understanding of data to achieve informed and fact based decision-making. Achieve operational efficiencies through the reduction of time and effort required in extracting and analysing data. Page 4 of 9

5 Provide end-users the tools to present information in sophisticated and graphical ways. 3. Project Team The bidder shall provide core resources for the project. In addition to this the project team will include resources from the FRCA Information Technology Section and the major business areas. As the project progresses and the FRCA resources gain knowledge and experience, the expectation will be for them to take on more responsibilities to ensure that the required knowledge transfer takes place. 4. Hardware Requirements FRCA will provide the standard hardware required for the project. Any additional hardware requirements will be purchased through a separate process. However the bidding organisation will be required to provide assistance with sizing the hardware requirements. 5. Format of Tender Response For uniformity and to ease the evaluation process, the proposal is to be structured and submitted in the following format: 5.1. Letter of Transmittal Each tender response must include a letter of transmittal signed by an authorised representative of the organisation Executive Summary, including: Include in this section an executive summary discussing the highlights of the proposal and an overview of the organisation s understanding of the work to be done and their role in the project. Also include an overview of the project team and professional services proposed Contract Terms Include in this section all terms and conditions that you would expect FRCA to sign Exceptions Indicate clearly any exceptions to the response Company Profile Include the following information about your company: Name and Address Registered name, full address, telephone number, fax number and address of the organisation. Page 5 of 9

6 Description of Business Describe the types of services provided, identify office locations, length of time in business, number of current employees, etc. Contact for Clarification Name, title, address, telephone number, fax number and address of the organisation s representative who may be contacted for further clarification. Contact for Negotiations Name, title, address, telephone number, fax number and address of the organisation s representative empowered to conduct contractual negotiations on behalf of the organisation Product Profile Include the following details about the product(s) being proposed: Product Name Product Description Current Install base Number of companies Existence of user communities/groups 5.7. Work Plan This section must demonstrate the bidder s understanding of the project and associated issues, and include summary of: The bidder s understanding of project scope Proposed approach to completing the project Proposed implementation methodology Project management philosophy Planned deliverables Project team organisation, roles and responsibilities High level project plan including list of major tasks Estimate of the amount of time and resources required to complete each task Proposed schedule for completing the project Level of technical and end-user training Identification of potential risks Proposed risk management and change management plans Quality management process to be utilised Estimate of the time requirements from the FRCA management & staff during the project List of review points and milestones 5.8. Project Team and Professional Services This section must: Demonstrate the organisation s knowledge of the work performance of the proposed resources Specifically address the requirements Page 6 of 9

7 State how the past professional experience of the organisation and the proposed resources meets FRCA s requirements Include brief supporting details from relevant projects 5.9. Costs This section must: Identify costs for each component consultancy, software, licensing, implementation, training, ongoing support & maintenance. Identify the estimated total times and costs of the project broken down into each component. Indicate if costs will differ if FRCA chooses to purchase certain components only. Identify any additional costs for travel, accommodation and other project related costs References This section must: Include the name, address, telephone number and address of at least three clients who can confirm successful completion by the organisation, of similar projects within the past three years Appendices Additional information relevant to the proposal should be attached to the proposal as appendices and include: Resumes of proposed personnel Standard corporate profile Other information deemed relevant by the bidder organisation 6. Format for Project Description In responding to the RFT, bidding organisations are asked to provide information on relevant work assignments only. Information of work assignments should demonstrate compliance with the criteria and illustrate the experience of the organisation and the proposed resources. Descriptions of work assignments should include the following details at a minimum: Length of the project and date of completion A brief description of the work to be undertaken Software & tools to be used A brief description of the database and overall architecture Operating systems and hardware requirements An indication of the size of the implementation effort, such as the size of the implementation team, number of mad days of effort Proposed resource roles and duties on the project Page 7 of 9

8 7. Submission of Tenders a. Tenders must be lodged no later than 1200 Hours (12 noon) Fiji Time on 29 th November, b. Bidding organisations must submit two signed and bound copies of the proposal with one copy marked as Original. The proposal copies shall be placed in a sealed package and clearly labelled as follows: TENDER NO. 13/2013 DATA WAREHOUSING/BUSINESS INTELLIGENCE To: The Chairman FRCA Tender Board Fiji Revenue & Customs Authority Private Mail Bag Suva FIJI. c. ed submissions will be accepted from overseas bidders only to size of should not exceed 10MB. d. The tender response and all attachments must be in English. e. Should the bidding organisation wish to lodge a correction or provide additional information then this must be done in writing and submitted prior to the tender closing time. f. Proposal material will be treated as proprietary and become the property of FRCA. g. Extensions will not be granted under any circumstances. Late responses will not be considered. 8. Terms and Conditions 8.1. Inquiries All questions and inquiries regarding the tender are to be made in writing via . All questions and inquiries will be responded to by . Verbal responses will not have any binding on either party Validity of Offer All proposal and quoted prices shall remain valid for a period of 90 days from the closing date of the tender submission. Bidding organisations may however state a longer period Notification of Award/Contract FRCA will notify the selected organisation through a letter of intent. A contract will be negotiated between FRCA and the selected organisation. If Page 8 of 9

9 FRCA and the successful organisation are unable to complete contract negotiations within a reasonable time, then FRCA reserve the right to terminate negotiations. FRCA may then begin negotiations with the next qualified organisation. Unsuccessful bidders will be notified in writing once a contract has been executed with a successful organisation Liability FRCA will not be liable for any costs incurred by the bidding organisation in the preparation and production of a proposal, including presentations, or for any work performed prior to the issuance of a contract or purchase order. Page 9 of 9

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