TENDER NO: BS2015RFB361

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1 TENDER NO: BS2015RFB361 TENDER DESCRIPTION: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE AX ACCOUNTING SCM AND PROJECTS SOFTWARE PACKAGE FOR THE BANKSETA FOR THE PERIOD OF TWO YEARS, SIX MONTHS (30 MONTHS) Page 1 of 14

2 1. BANKSETA BACKGROUND The Banking Sector Education and Training Authority (BANKSETA) is a statutory body established through the Skills Development Act of 1998 to facilitate skills development and in doing so, enable its stakeholders to advance the national and global position of the banking and micro-finance industry. As guided by its mandate the BANKSETA is as such an agent of transformation and seeks to promote employment equity and broad-based BEE through skills development. Additional information can be obtained from the following website: The BANKSETA operates within the confines of the PFMA, National Treasury guidelines and instructions, the Grant regulations and other public sector legislation. The BANKSETA is a Sector education and training Authority for the banking and microfinance sector. It therefore receives levies from employers, disburses grants as set mandatory grants, discretionary grants via employers or training bodies and incurs project expenditure as well as admin expenditure. The accounting software should be able to track commitments to stakeholders and service providers and produce projects and commitments register reflecting budget and expenses per milestone. Budget monitoring and budget blocking capabilities are essential in the accounting software. 2. PURPOSE AND OBJECTIVES This document sets out terms of reference for the appointment of a service provider to provide accounting SCM and projects software package for the BANKSETA for the period of two years, six. 3. BACKGROUND TO THIS ASSIGNMENT The BANKSETA is seeking to appoint a suitably qualified authorised dealer who is/are located in South Africa to provide it with an AX Financial package with a Projects module the BANKSETA is open to any suitable SCM package and to provide related support/development services. 4. SUMMARY OF THE CURRENT BANKSETA SUPPORT SERVICES ENVIRONMENT (OPERATING MODEL) 4.1 The current accounting software being used by the BANKSETA is MS AX. To this end the BANKSETA requires an accounting computerised software package, capable of supporting +/- 20 (include a sliding scale) concurrent users, set up the accounting software and to attend to ad hoc integration/reporting and support needs, will also be required. The BANKSETA has 60 staff members who should have access to the system however most will only use it occasionally to input SCM requests. The BANKSETA has a management information system (MIS) which is used to track learner information and progress. The accounting software package belongs to a service provider. The accounting package software should be able to integrate or transfer information between the MIS and itself using excel. Page 2 of 14

3 4.2 BANKSETA owned infrastructure. BANKSETA currently owns its own desktop/ notebooks, peripheral devices and some servers. The BANKSETA s preference is to host the accounting package on its servers; however, the BANKSETA is open to having it hosted by the service provider. The BANKSETA would consider providing any additional server(s), as may be needed, in order to host the newly acquired accounting software The BANKSETA has its own server environment at Midrand and its regional offices. Applications running on these servers are accessed via a Local Area Network (LAN) by users located at the BANKSETA s offices in Midrand and its regional offices. Where required by the business, external systems are interfaced with in order to transfer data. 5. SCOPE OF WORK The following services will be required to support the implementation of accounting SCM and projects software package. This will include (but not limited) to the following services: 5.1 Security and Controls Strong access controls and ability to control what modules/areas a person may view or transact in Logical security access i.e. same user person my not generate a transaction and authorise it Built in delegations and approval levels, and workflow functionality. Data security, full audit trails including date, time and access point detail, check of data integrity. Audit trails must distinguish source of entry i.e. creditors, journal, etc. Must be able to be used on the BANKSETA LAN/WAN. 5.2 Workflow and Delegations Ability for a user to initiate delegations changes on line Flow chart of work and notifications of work waiting for authorisation. 5.3 Budgeting Budgeting at general ledger account and project level and the ability to view budgets for all accounts and history from original budget reflecting all changes Budget reserving/blocking/ring fencing per contract, milestone or order and general budget controls whereby transactions cannot be initiated if the budget is insufficient The system must flag as well as send notification when the contract is utilised in 80% of budget and or three months before contract expiry. 5.4 General Ledger Page 3 of 14

4 5.4.1 General ledger with multiple cost centres Easy control of accounting periods The Administrator should open and close entries be able to block entry into certain accounting periods Easy drill down from trial balance to transactional level Ideally the general ledger should use the source document number and not generate additional numbers The general ledger with a narrative field and should be able to show the opening balance, transactions and closing balance in one view Journal entry details to be shown on the face of the general ledger The accounts payable ledger must have the capability of checking parameters the tax clearance certificate expiry date, contract end date and block payments if these are exceeded and send notification to the relevant manager of payments blocked Facility in accounts payable to store tax clearance certificate detail including expiry date and flag and send notification one month before expiry Distinction between accounts payable and manually loaded ordinary cashbook payment batches. 5.5 Grants and levies Grants and levies module capable of keeping track of grants and levies per stakeholder, per scheme year and month and per grant and levy category, for at least 20 years. 5.6 Accounts Payable Accounts payable ledger, fully integrated with the general ledger, and which stores creditor information like banking details, upload and maintain documents, Ease of generation of payment batches and remittance advices. The ledger must be able to create EFT batches/listing and integrate onto an online banking platform for Nedbank The package must have at least 3 different accounts payable ledgers Authorisation check of any creditor detail change The ability to move creditor account to inactive status if not used in 365 days Ability to set mandatory fields for Vendors The accounts payable ledger must have the capability of checking parameters the tax clearance certificate expiry date, contract end date and block payments if these are exceeded and send notification to the relevant manager of payments blocked, Facility in accounts payable to store tax clearance certificate detail including expiry date and flag and send notification one month before expiry Distinction between accounts payable and manually loaded ordinary cashbook payment batches. Page 4 of 14

5 5.7 Cashbook and investments Up to 10 cashbooks, with bank statement import and auto-reconciliation function; Ease of generation of payment batches 5.8 Accounts receivable sub-ledger Accounts Receivable with ability to drill down, sets limits; 5.9 Fixed Assets Detailed fixed assets register with fields for location Ability to set mandatory fields Reporting The package should be able to generate standard reports for inter alia projects, monthly management account showing details of expenditure per general ledger level commitments, budget comparisons, and the ability for a user to customise and change layouts on those reports., Report writer -the functionality for the user to easily set up, create and write new reports from a trial balance level; 5.11 Projects and Commitments Projects ledger capable of reflecting budget and expenditure per milestone and uploading ad-hoc MOA s; 5.12 Supply chain module Supply chain module capable of effecting transactions in line with the public sector supply chain requirements, Maintenance of a Prospective provider list and generating invites from this list to bidders, producing Purchase orders, uploading and storing quotations and supporting documents; All key functionalities of a SCM module and Drawing reports 5.13 Integration Fully Integratable business management application, able to integrate with MIS; Integration with Microsoft office and in particular Excel. Ability to import and download Excel templates, Page 5 of 14

6 5.14 Other The sub ledgers should be able to be run at specified past month ends Provide for a scalable, robust, and secure software package that can flex, grow or shrink with the demands of the business; Evolve to a managed environment that is monitored on a real-time basis allowing for the pre-emptive generation of alerts and incidents leading to the timely resolution of issues long before these are allowed to evolve into fatal errors leading to the disruption of services and facilities; A solution that follows best practices; Available 99% every day, backup run over night, Result in efficient, quick and User friendliness package with easy navigation, one page menus 6. OPTIONAL FUNCTIONALITIES The following functionalities are optional Dashboard functionality Ability to reports and documents directly from the accounting package Tools for searching for data, sorting, grouping data The ability to create user defined fields on transaction file records; 7. REQUIRED ADDITIONAL SERVICES The service provider should provide the following additional services: Data migration of full transactions from existing AX system of at least three years of general and sub ledger transactions. For grants and levies full details since 2000; Set-up of the system including data migration, customisation and integration. The existing service provider will provide the information in the format requested. Help desk system to log and attend to any technical queries, difficulties or software issues Telephonic and onsite user support when needed within 24 hours User training; 8. BANKSETA REQUIREMENTS OF THE SOLUTION From an end-user perspective the solution must: Page 6 of 14

7 8.1 Provide a fully integrated/interfaced accounting package for use on the BANKSETA LAN/WAN - available 99% every day. 8.2 Result in efficient, quick and User friendliness package with easy navigation, one page menus and reporting; 8.3 The menu should be simple to use; 8.4 Easy report generation and ability to create new reports; 8.5 Full audit trails, data integrity and access controls; 9.6 Easy control of accounting periods that are open for entry; 8.7 History functionality; 8.8 Ease of download/upload to excel; 8.10 Ease of generation of payment batches. 9 SPECIAL CONDITIONS 9.1 OVERALL COST REQUIREMENTS OF THE SOLUTION In completing their pricing, it is compulsory for all Service Providers to complete the attached pricing model Appendix C for all the relevant Areas Service providers may offer one of the service elements listed Where service providers do not have the necessary expertise in a specific element, the lead provider will be required to contract with other specialists As a result consortiums and joint ventures (JVs) will be allowed BANKSETA will however only contract with one party, the lead provider The lead provider will be required to have contractual agreements, Pricing and Service Level Agreements in place with all of its third party partners Documentary evidence of such agreements must be provided to BANKSETA in the bid documentation (The contracted lead provider will be responsible for the management and performance of all of its partners Consortium members and JV partners will therefore be subject to all of BANKSETA s terms and conditions. Pricing as supplied in Appendix C must therefore include all of the services as provided by the lead provider and any partners BANKSETA will not be involved in the any sub-contractor/jv arrangements or discussions COMPETENCY AND EXPERTISE REQUIREMENTS The successful provider will have to comply with following competencies: Page 7 of 14

8 9.1.1 The organization responding must have a proven track record of provision and support of accounting software packages capable of delivering the services listed above, especially within the SETA environment Demonstrate its capabilities to perform the defined services The organization must have a thorough understanding of the recent trends in accounting software and in the SETA environment in South Africa The organization must have a thorough understanding of financial management and accounting within the context of the SETAs and the broader education, skills and other socio-economic imperatives The organization must have a proven track record of delivery The organization must be able to meet BANKSETA s SLA s and deadlines The organization should have a demonstrable, good understanding of the aims and objectives of BANKSETA and of SETAs in general as well as the entire legislative environment Authorised dealer in the product offered 9.2 DURATION OF THE CONTRACT The contract will be for a period of April 2016 September 2018 from date of contract signature subject to the BANKSETA s relicensing During the initial year of the contract, the performance of the service provider will be measured and reviewed to determine whether the performance level is satisfactory. This will be based on the agreed service level metric. Should the performance level not be satisfactorily, the service provider will be given 3 months written notice of termination of the contract At any stage during the contract period and in the event that the current pricing/rates are deemed by BANKSETA not to be market related, BANKSETA reserves the right to request competitive bids from the market The successful provider will be required to maintain the quoted prices for the duration of the contract. 10 SUBMISSION REQUIREMENTS 10.1 One hardcopy must be the original submission, clearly marked "Original" and two (2) copied versions of the original. All submissions must be delivered in individual envelopes Bidders should take particular care to ensure that there are no discrepancies between all submissions to the BANKSETA. BANKSETA reserves the right to reject any tenders if there are discrepancies Each individual envelope must be clearly marked with the following information: Description of the Tender: Appointment of a service provider to provide accounting SCM and projects software package for the BANKSETA for the period of two years, six months (30 months) Page 8 of 14

9 Tender Number: BS2015RFB ORIGINAL or COPY 1 or COPY 2 etc.; 10.4 Tenders that are faxed, sent via telex, and/ or electronic mail delivery will not be accepted All tenders received by BANKSETA will become the property of BANKSETA and will not be returned to the bidder The tenders must be inserted into the TENDER BOX available at the Reception Area of BANKSETA Office, 94 Bekker Road, Thornhill Office Park, Block 22, Vorna Valley, Midrand, as per tender advertisement Unsuccessful tenders will be informed in writing when the process is concluded A tender will be considered late if received after the specified date and time. Bidders are therefore strongly advised to ensure that tenders be despatched allowing enough time for any unforeseen events that delay the delivery of the tender As part of this RFB process, short listed bidders may be invited for bid clarification presentations before the award of the bid. 11. Contact person for enquiries regarding the tender document: Ms Eshana Singh All clarifications or enquiries must be made in writing and received by the BANKSETA at least 48 hours before the closing date of the tender. Telephonic requests for clarification will not be accepted. 12. EVALUATION CRITERIA Preferential Procurement Policy Framework Act, 2000 (Act 5 of 2000) and the associated Notices (notably No 501 and 502-which appear on Gazette Number 34350), which stipulate a 90/10 preference point system for acquisition of services, works or goods with a Rand value above R1 million should apply. Tenders will be evaluated in three (3) phases: Compliance/eligibility Technical/Functionality Price and BBBEE Page 9 of 14

10 12.1 Compliance/Eligibility Bidders who do not meet the requirements below will be immediately disqualified. Item Description 1 Submission of technical proposal 2 Submission of completed and signed compulsory returnable documents - SBD 1 Invitation to tender - SBD 4 Declaration of interest - SBD 6.1 Preference point claim form - SBD 8 Declaration of bidders past supply chain management - SBD 9 Certificate of independent bid determination - Original Valid Tax Clearance Certificate - Company registration documents 3 Submission of latest annual audited or reviewed Financial Statements not older than a year. 4 Submission of quoted price as per the provided BANKSETA pricing template (Appendix C) 5 One hardcopy must be the original submission, clearly marked "Original, and three (3) copied versions of the original Technical/ Functionality Evaluation The following criteria will be used for technical/functionality assessment: NO CRITERIA WEIGHT VALUE SCORE 1. Suitability of experience shown with respect to requirements of this bid Number of years experience as a supplier in providing accounting SCM and projects software items/services 10 a. No experience (Value= 0) b. Less than one year (Value= 1) c. One to two years (Value= 2) Page 10 of 14

11 d. Two to three years (Value= 3) e. Three years (Value= 4) f. More than three years (Value= 5) 2. Experience and Capacity Profile of Service Provider Qualifications and relevant experience of staff allocated to this projects-cv s 10 a. No information provided (Value = 0) b. Required information indicated in the proposal (Value = 5) Provision of 3 contactable written reference letters to whom the bidder provided accounting SCM and projects software a. If less than three (3) written trade reference letters are provided (Value = 0) b. If provided three trade references letters (Value = 5) 3. Capability of a supplier in rendering AX system which will cover the following; Provision of Accounting, Finance and Administration, Supply Chain and Project Modules with specific reference to the SETA requirements Description of requirements related to Project management module with online data capabilities Supply Chain module with online data capture capabilites Integration, Other, Requirement of the Solution Description of functionality that is deemed as "optional extra functionalities" and pricing provided separately Provision of Required Additional Services BANKSETA requirements of the Solution 80 TOTAL 100 Minimum Threshold for Technical/Functionality 65 VALUES 0 NON RESPONSIVE 1 POOR Page 11 of 14

12 2 FAIR 3 AVERAGE 4 GOOD 5 EXCELLENT Functionality will be evaluated using the following formula: Pf = (So/Ms) x Ap Where: Pf is the percentage scored for functionality by tender under consideration. So is the total score of the tender in question. Ap is the percentage allocated for functionality. Ms is the maximum score possible. Any proposal not meeting a minimum threshold of 60 points on functionality will not be considered further evaluation on price Price Evaluation The 90/10 principle will apply for this tender. The tender with the lowest acceptable price will receive the maximum points allocated for price. The other tenderers will receive proportionately lesser points based on the following formula: Ps = 90(1-(Pt-Pmin)/Pmin) Where: Ps = Points scored for comparative price of tender or offer under consideration; Pt = Comparative price of tender or offer under consideration; and Pmin = Comparative price of lowest acceptable tender or offer B-BBEE Contribution Evaluation Bidders must submit the original or certified copy of the B-BBEE Verification level certificate to claim the points allocated as per the table below. B-BBEE Status Level of Contributor Number of Points (90/10) Number of Points (80/20) Page 12 of 14

13 Non-Compliant Contributor 0 0 The points scored by a bidder in respect of the B-BBEE contribution will be added to the points scored for price in order to arrive at the overall score. Points will be rounded off to the nearest 2 decimals. In the event that two or more tenders have scored equal total points, the contract will be awarded to the bidder scoring the highest number of points for the specified goals or B-BBEE contribution. 13 BANKSETA CONDITIONS 13.4 BANKSETA reserves the right to withdraw or amend terms of reference/specifications by notice in writing by advertising in the media in which the tender was originally advertised prior to the closing date BANKSETA reserves the right not to award any of the tenders submitted The cost of preparing the tenders will not be reimbursed BANKSETA reserves the right to conduct site visits BANKSETA reserve the right to decrease or increase quantities. 14 REVIEW PROCESS 14.4 In order to evaluate and adjudicate tenders effectively, it is imperative that bidders submit responsive tenders. To ensure a tender will be regarded as responsive it is imperative to comply with all conditions pertaining to the tender and to complete all the mandatory fields and questionnaires All tenders duly lodged as per the submission requirements will be evaluated in accordance with the stipulated evaluation criteria BANKSETA may require presentations from short-listed bidders as part of the tender process. Page 13 of 14

14 15 REASONS FOR REJECTION 15.4 Bidders shall not contact BANKSETA on any matter pertaining to the tender from the time the tender is closed to the time the tender has been adjudicated. The results of all tenders will be published by BANKSETA. Any effort by a tenderer to influence the tender evaluation, tender comparisons or tender award decisions in any matter, may result in rejection of the bidder concerned BANKSETA shall reject a submission if the bidder has committed a proven corrupt or fraudulent act in competing for a particular contract BANKSETA reserves the right to contact references during the evaluation and adjudication process. Page 14 of 14

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