REQUEST FOR PROPOSAL ENTERPRISE RESOURCE PLANNING (ERP) BID NUMBER: CLOSING DATE FOR SUBMISSION: TIME:

Transcription

1 REQUEST FOR PROPOSAL ENTERPRISE RESOURCE PLANNING (ERP) BID NUMBER: CLOSING DATE FOR SUBMISSION: TIME: 1

2 Table of Contents 1 Introduction Background Purpose Scope of Services for the ERP Solution Financial Management module Human Resource Management module Procurement Management module Professional Services Submission of Tenders and Closing Date Tender submission place and closing date Tender Submission Instructions (2 Envelope System) ENVELOPE ONE Technical Proposal ENVELOPE TWO Price Proposal Preparation of Responses Evaluation Criteria Technical Evaluation Criteria Part 1 Evaluation of Mandatory Documents Criteria Part 2- Functional Criteria Part 3 System Specifications Criteria Part 4 Proof of Concept (POC) Presentation and Risk Assessment Price Evaluation Criteria Briefing Session Proposal Response Format Technical Proposal Response Format Standard Bidding Documents & Forms (Section 1 of the Technical Proposal) Invitation to Bid Form SBD Declaration of Interest Form SBD Declaration of Bidder s past Supply Chain Management Practices SBD Certificate of Independent Bid Determination - SBD Executive Summary (Section 2 of Technical Proposal)

3 8.3 Company Background (Section 3 of the Technical Proposal) Track Record (Section 4 of the Technical Proposal) Application Software (Section 5 of the Technical Proposal) Technical and Hardware Requirements (Section 6 of the Technical Proposal) Vendor Hosted Option (Section 6 of the Technical Proposal) Proposed Implementation Plan (Section 7 of the Technical Proposal) General Implementation Approach (Section 7.1 of the Technical Proposal) Project Management Approach (Section 7.2 of the Technical Proposal) Hardware, Software and Storage Design and Installation Consulting (Section 7.3 of the Technical Proposal) Data Conversion and Migration Plan (Section 7.4 of the Technical Proposal) Report Development (Section 7.5 of the Technical Proposal) Implementation and Training (Section 7.6 of the Technical Proposal) Change Management Approach (Section 7.7 of the Technical Report) System Documentation, manuals and Testing (Section 7.8 of the Technical Proposal) Process Re-engineering Assistance (Section 7.9 of the Technical Proposal) Knowledge Transfer (Section 7.10 of the Technical Proposal) Other activities proposed by the Bidder and the Microsoft Project Plan (Section 7.11 of the Technical Proposal) Ongoing Support Services (Section 8 of the Technical Proposal) Personnel Plan, Experience and Qualifications (Section 9 of the Technical Proposal) Functional System Requirements (Section 10 of the Technical Proposal) License and Maintenance Agreements (Section 11 of the Technical Proposal) Exceptions and Deviations (Section 12 of the Technical Proposal) Electronic Copy of the Technical Proposal (Section 13 of the Technical Proposal) Cost Proposal Response Format Electronic Copy of the Price Schedule (Section 1 of the Price Proposal) Standard Bidding Documents Software Pricing Schedule SBD Professional Services Pricing Schedule SBD Preference Points Claim Form SBD Special Conditions of Contract

4 10.1 Scope of Agreement Professional Services Warranty Pricing Confidentiality Title and Confidentiality Subcontractors Approval of Sub-Contractor, Project Team and Project Manager Designation Assignments Vendor as Independent Contractor Warranty Final Acceptance of the System Standard Forms and Contracts Advertisement Password Security Non-Performance Procedures Replication of Software Project Schedule and Acceptance Acceptance Testing Payment Terms Travel Expense Reimbursement Conflict of Interest Intellectual Property ANNEXURE A General Conditions of Contract ANNEXURE B Bid Response Document Technical Proposal ANNEXURE C Bid Response Document Price Proposal ANNEXURE D ERP Software and Implementation Services Specifications.xlsx ANNEXURE E ERP Software and Implementation Services Price Schedule.xlsx

5 1 Introduction 1.1 Background The Export Credit Insurance Corporation of South Africa (SOC) LTD (ECIC) 1 is a self-sustained state-owned entity listed under Schedule 3B of the Public Finance Management Act. The mandate of the ECIC is to facilitate and encourage South African export trade, by underwriting export credit loans and investments outside the country, in order to enable South African contractors to win capital goods and services contracts in countries outside South Africa. The ECIC is a registered short term insurer under the Short Term Insurance Act and is subject to supervision and regulation by the Financial Services Board. The ECIC seeks to modernise and reduce the cost of its operations by automating its business processes through a Business Process Management System (BPMS) and upgrading its current financial system to an Enterprise Resource Planning (ERP) solution. The ECIC expects that this IT Modernisation Project will result in increased efficiency across the organisation. 1.2 Purpose ECIC requests the services an ERP vendor to implement an ERP solution for the ECIC covering its core components of financial management, Human resource management and Procurement management. The purpose of this document is to set out the terms of reference for an ERP solution and seeks to establish to the greatest possible extent complete clarity regarding the requirements for both parties to the agreement resulting from this request for proposal. 2 Scope of Services for the ERP Solution The scope of the services required for the ERP solution includes: Financial Management module Sourcing and installation of the Financial Management ERP module with the following functionalities: Accounts payable Accounts receivable Planning and budgeting General Ledger Bank reconciliation 1 Further information on the ECIC can be found at 5

6 Cash management Fixed assets Grant or Project Accounting Human Resource Management module Sourcing and installation of the Human Resource Management ERP module with the following functionalities: Personnel management Leave management Payroll management Organisational management Performance management Training management Procurement Management module Sourcing and installation of the Procurement Management ERP software modules with the following functionalities: Purchasing Contract management Professional Services Provision of professional services as follows: Definition of hardware specification and advise on installations Project management Data conversion and migration Report development Implementation and training services Change management System documentation and Testing Knowledge transfer to ECIC staff Ongoing support and maintenance of the ERP solution for a minimum period of 5 years 3 Submission of Tenders and Closing Date 3.1 Tender submission place and closing date Tender proposal must be received by ECIC no later than 17H00 on 7 November Bids must be submitted by hand to: Head: Procurement and Office Management Export Credit Insurance Corporation of South Africa SOC LTD, 6

7 Block C7 & C8 Eco Origins Office Park, 349 Witch Hazel Avenue, Highveld Ext 79, Centurion Bidders that choose to submit their bid documents before the closing date and time may do so during working hours only (08:30-17:00). It is the Bidder s responsibility to ensure that their bid submissions reach the ECIC before the bid closing times as no late submissions will be accepted. Telegraphic, telephonic, telex, facsimile, and late tenders will not be accepted. Bidders will be advised of the outcome by letter, facsimile or Tender Submission Instructions (2 Envelope System) Bidders must submit their proposal and all supporting documentation in a sealed envelope, clearly marked as follows: ENVELOPE ONE Technical Proposal Bidders must submit one (1) signed, completed, original of the Technical Proposal, seven (7) copies of the Technical Proposal together with eight (8) electronic copies on a compact disk (CD) of the Technical Proposal. The envelope must contain all information and documents relating to the tender. (Refer to list of returnable documents). No pricing information must be included in Envelope One ENVELOPE TWO Price Proposal Bidders must submit one (1) signed, completed, original Price Proposal (pricing schedule/schedule of rates as applicable), seven (7) copies of the Price Proposal together with eight (8) electronic copies on a compact disk (CD) of the Price Proposal. Bidders are required to place the sealed ENVELOPE ONE together with the sealed ENVELOPE TWO into one sealed envelope or container. The sealed envelope or container must be marked for the attention of the Head: Procurement and Office Management together with the following information: BID REFERENCE NO: ERP TECHNICAL and PRICE PROPOSALS BIDDER S NAME AND ADDRESS 7

8 The Price Proposal will only be opened and evaluated when the Bidder has successfully met the minimum Technical Evaluation Criteria of the Technical Proposal as set out in paragraph 5 below. Bidders shall organise their response document and insert a table of contents as specifically specified in paragraph 7 below and bind (ring bind or similar method) the proposal documents. Bidders shall verify page numbers of their proposal, as ECIC will not accept any liability with regard to any disputes arising from pages that are missing or duplicated in the aforementioned documents. Bidders are required to complete and sign all the Bid Response Documents (refer to the Bid Response Document Checklist section 1.5 of the Annexure B:) and initial all pages, drawings and brochures which are included in the reply as ECIC will not accept any liability with regard to any disputes arising from pages that are missing or duplicated in the aforementioned documents. 4 Preparation of Responses Bidders shall bear all costs associated with preparation and submission of the proposal. ECIC shall not be responsible or liable for any cost incurred during the bidding process. 5 Evaluation Criteria This Tender will be evaluated using a two stage process. The First stage will comprise the Technical Evaluation which will be based on the Technical Proposal whilst the second Stage will comprise the Price Evaluation which will be based on the Price Proposal. It is the Bidder s responsibility to ensure that it has responded to both evaluation criteria. Failure to meet the evaluation criteria may result in the Bidder being disqualified from being appointed. Bidders must ensure that they have included all supporting documentation, especially the documentation that may be required to support the response to the evaluation criteria. 5.1 Technical Evaluation Criteria The Technical Evaluation Criteria which will be based on the Technical Proposal and will comprise four (4) parts Part 1 Evaluation of Mandatory Documents Criteria All Technical Proposals will be evaluated against the Mandatory Documents Criteria Bidders must COMPLY WITH ALL the Mandatory Documents Criteria in order to qualify for further evaluation. 8

9 Proposals not meeting these requirements will be disqualified. Bidders should acknowledge acceptance of these terms and complete the checklist in their RFP response. Mandatory Documents Criteria Completed reference form for at least one ERP software installation for a company of similar size and complexity (Refer section 4 of the Technical Response). Response to the RFP is submitted by the due date and time. An authorized company officer completes and signs all the Standard Bidding Documents for the Technical Proposal (section 1 of the Technical Proposal) and the Price Proposal (section 2 of the Price Proposal). The Bidder has completed all forms and questionnaires in the Bid Response Documents and complied with all instructions of the RFP. Where the Bidder has not complied with the instructions or has exceptions, such noncompliance or exception is noted in section 1.5 Bid Response Document Checklist of the Technical Proposal Part 2- Functional Criteria Bidders complying with ALL the Mandatory Evaluation Criteria will be evaluated against the Functional Criteria as set out below. Bidders must score 60 points or more out of a total 100 points allocated for Functional Criteria. Bidders that score less than 60 points will not be evaluated further. Bidders who obtain the required threshold of 60 points or more will qualify for further evaluation. The scoring criteria for purposes of awarding points for the functional criteria will be as follows: Criteria No Functionality Criteria Company Background (Section 3 of Technical Proposal) Track Record (Section 4 of Technical Proposal) Application Software (Section 5 of Technical Proposal) Technical and hardware Requirements (Section 6 of Technical Proposal) Proposed Implementation Plan (Section 7 of Technical Proposal) Ongoing Support Services (Section 8 of Technical Proposal) Points Allocated

10 Criteria No 7. Functionality Criteria Personnel Plan, Experience and Qualifications (Section 9 of Technical Proposal) Total points allocated for Functional Criteria Points Allocated Points Part 3 System Specifications Criteria Bidders qualifying in Part 2 Functional Criteria will be evaluated against the System Specification Criteria as set out below. Bidders must score 80 points or more out of a total 100 points allocated for the System Specifications Criteria. Bidders that score less than 80 points will not be evaluated further. Bidders who obtain the required threshold points of 80 points or more will qualify for further evaluation The scoring criteria for purposes of awarding points for the ERP Specifications Criteria will be as follows: Criteria No. System Specification Criteria Points Allocated 1 Financial management Accounts payable Accounts receivable Planning and budgeting General Ledger Bank reconciliation Cash management 5 1,7 Fixed assets Grant and Project Accounting 5 2 Procurement or Supply Chain Management Purchasing Contract management 5 3 Human Resources Management Personnel management Leave management Payroll management Organisational management Performance Management Training management 5 4 General and technical

11 5.1.4 Part 4 Proof of Concept (POC) Presentation and Risk Assessment Proof of Concept (POC) Bidders qualifying in part 3 System Specification Criteria will be requested to conduct a POC Presentation. The POC Presentation will be used to determine how the solution complies with the system requirements. Bidders must score 80 points or more out of a total 100 points allocated for the Proof of Concept. Bidders that score less than 80 points will not be evaluated further. Bidders who obtain the required threshold points of 80 points or more and pass the Risk Assessment review will qualify for Price Evaluation Criteria. The evaluation criteria for Proof of Concept will be as follows: Criteria No. Proof of Concept Criteria Points Allocated 1 Functionality of Software 40 3 Quality of reports produced by the system 30 4 Ease of Use Bidders will be expected to select and prepare a POC presentation for ONE (1) functionally for EACH of the Financial Management, Human Resource and Procurement modules. Risk Assessment In addition to Proof of Concept presentation, all bids that meet the minimum qualifying score for Part 3: System Specifications Criteria will undergo a risk assessment based on the following framework: Any aspects that emanate from the Bidders individual responses Any information received from past references Acceptance of the Special Conditions of Contract as set out in paragraph 10 below and General Conditions of Contract as set out in Annexure A. ECIC may disqualify bidders based on the outcome of the risk assessment and Proof of Concept. 5.2 Price Evaluation Criteria Bidders that successfully achieve minimum points for Technical Evaluation Criteria 2 will qualify for evaluation of their Price Proposal. The Price Proposal will only be opened and evaluated once the Technical Evaluation is completed. Bidder s Price 2 Meeting all the requirements for Part 1, 2, 3 and 4 of the Technical Evaluation Criteria 11

12 proposals and BEE certificates will be ranked according to price and preference points from the highest number of points to the lowest. The Bidder with the highest number of points will be recommended for the award of the tender. The 90/10 evaluation criteria will be followed for the purpose of this RFP. The B-BBEE points will be awarded as per the rating certificate, the points for Joint ventures (JV) or consortiums will be awarded based on the certificate of the JV or the consortium. 6 Briefing Session Briefing session for this tender is compulsory: Bidders must ensure that they attend the briefing session and sign the attendance register as non-attendance or failure to sign the attendance register will automatically disqualify a bidder from submitting a proposal for this Tender. 7 Proposal Response Format To facilitate the analysis of responses to this RFP, the Bidder is required to prepare their proposals in accordance with the instructions outlined in this section. Bidders must respond in full to all RFP sections and follow the RFP format (section numbering, etc.) in their response. Failure to follow these instructions may result in disqualification. For each question asked in the RFP, the proposer shall provide in their response, the question asked and their answer using the section numbering of the RFP. Proposals shall be prepared to satisfy the requirements of the RFP. EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labelled clearly. The proposal should be organized as follows: ENVELOPE ONE - TECHNICAL PROPOSAL Section Number Title 1. Standard Bidding Documents & Forms 2. Executive Summary 3. Company Background 4. Track Record - Vendor Evaluation Form 5. Application Software 6. Technical and Hardware Requirements 7. Proposed Implementation Plan 8. Ongoing Support Services 12

13 ENVELOPE ONE - TECHNICAL PROPOSAL Section Number Title 9. Personnel Plan, Experience and Qualifications 10. Functional System Requirements (complete excel spreadsheet: ERP Software and Implementation Services Specifications.xlsx) 11. License structure 12. Exceptions and Deviations 13. Electronic Copy of technical Proposal 14. Document Checklist ENVELOPE TWO - PRICE PROPOSAL Section Title Number 1. Standard Bidding Documents 2. Electronic Copy of Price Proposal 3. Document Checklist Instructions relative to each part of the response to this RFP are defined in paragraph 8 for Technical Proposal and paragraph 9 for Price Proposal below. 8 Technical Proposal Response Format 8.1 Standard Bidding Documents & Forms (Section 1 of the Technical Proposal) Invitation to Bid Form SBD1 Bidders should complete and sign this form. If the Bidder uses the services of subcontractors or partners for the performance of services required, such subcontractors/partners will be required to also sign the SDB1 form if their share of the fee amounts to more than 40% of the total Bid price Declaration of Interest Form SBD4 Bidders should complete and sign this form Declaration of Bidder s past Supply Chain Management Practices SBD 8 Bidders should complete and sign this form. 13

14 8.1.4 Certificate of Independent Bid Determination - SBD9 Bidders should complete and sign this form. 8.2 Executive Summary (Section 2 of Technical Proposal) This part of the response to the RFP should be limited to a brief narrative & not to exceed two (2) pages describing the proposed solution. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The executive summary should not include cost quotations. 8.3 Company Background (Section 3 of the Technical Proposal) In addition to providing responses to the following items, the Bidder must complete section 3 of the Technical Proposal in the Bid Response Document. Bidders must provide information about their company so that the ECIC can evaluate the Bidder s stability and ability to support the commitments set forth in response to the RFP. Information that Bidders should provide in this section are as follows: 1. The company's background including a brief description (e.g., past history, present status, future plans, company size, etc.) and organization charts. 2. Financial information for the past TWO (2) completed financial years that includes income statements, balance sheets, and statement of cash flows. 3. If the Vendor is proposing to use subcontractors on this project, please provide background information on each subcontractor, Vendor relationship with that firm and the specific services and/or products that the subcontractor will be providing on the project. A complete list of subcontractors is required. The ECIC has the right to approve all sub-contractors of the Bidder at any time. 8.4 Track Record (Section 4 of the Technical Proposal) The Bidder must provide at least three (3) references from clients that are similar in size and complexity to the ECIC. The format for completing the client references is provided in section 4 of the Technical Proposal in the Bid Response Document. 8.5 Application Software (Section 5 of the Technical Proposal) As the ECIC is contemplating an ECIC-hosted versus vendor-hosted solution, aspects of the proposed solution to be provided should be clearly delineated where they vary between these two approaches in the sections below. The Bidder is required to provide a general description of the application program product and how it will meet requirements of this RFP. This section must address, at a minimum, the following items: 1. Describe your overall proposed technology solution. 2. Describe the product direction for the company, including time frames. 3. Describe unique aspects of the Bidder s solution in the marketplace. 14

15 4. Describe components of the solution that are industry standards versus being proprietary to the Bidder. 5. For third party products proposed that are integrated with the Bidder s solution provide the following for each product: a. Reason that this product is a third-party product versus being part of the software Bidder s solution, b. Extent to which this third-party product is integrated with the Bidder s solution. Bidders must complete Section 5 of the Technical Proposal in the Bid Response Document 8.6 Technical and Hardware Requirements (Section 6 of the Technical Proposal) The Bidder shall provide the information described in this section and complete Section 6 of the technical Proposal in the Bid Response Document. This information will be used in the evaluation process. As the ECIC is contemplating a ECIC-hosted versus vendor-hosted solution, aspects of the proposed solution to be provided should be clearly delineated where they vary between these two approaches for each of the following. Hardware and Storage Environment a. Describe the proposed computer hardware and storage environment to support the system. In the event that there are multiple computer systems available, list all options. Indicate which is the preferred hardware platform and why. List the conditions in which the preferred hardware platform would change. A hardware configuration, which takes into account the size of the ECIC, application modules, database size, and anticipated growth, must be provided. b. What system architecture do you propose? Describe the number and type of: application servers, database server(s), and development and test environments. Describe your proposal s technical architecture (preferably using a PowerPoint or Visio diagram). This should show components such as the database server, applications server, reporting server, test/training server, firewall(s), web server(s), web browser, minimum workstation requirements, remote access, wireless connectivity, network connectivity to LAN and WAN, etc. Describe any potential use of virtual server technologies (e.g. Microsoft Virtual Server, VMware) and application accelerators and note what Vendors you partner with or recommend and/or support. c. Describe your proposed information architecture/model (preferably using a PowerPoint or Visio diagram). This should depict data models, taxonomy, data elements, coding structures, a process for standardizing on a particular coding structure, data definitions (employees, Vendors, invoices, etc.) Vendor Hosted Option (Section 6 of the Technical Proposal) Note: response to this section is optional. Bidders will not be penalized for lack of response to this section. 15

16 In addition to providing responses to the following items, the Vendor must complete the Section 6.1 of the Technical Proposal in the Bid Response Document. 1. Please describe your vendor hosted model, including: hosting, integration, help desk, provisioning and desktop management capabilities, deployment model (dedicated servers, shared environment, etc.), impact to ECIC s network and bandwidth, and any partners that may be involved in service delivery. 2. Please describe your proposed service level agreement, including any tiered levels of service, response times, and standard metrics. 3. Please describe your support model, including: cost structure for support calls. 4. Please describe your data center and storage facilities, including: locations, staffing, physical security, environmental controls (including redundant power), redundancy/load balancing capabilities, data backups and disaster recovery capabilities. 5. Please describe your logical security, including: firewall security, authentication controls, and data encryption capabilities. 6. Please describe your change management, upgrade, and patch management policies & practices? 7. Describe your systems administration/management capabilities including: monitoring of performance measures, intrusion detection, and error resolution. 8. Describe how you will help the ECIC move to a new operation at the end of the contract term or if the contract is terminated, including the process for notifying of termination. 9. Please provide a copy of your most recent SAS70 audit. 8.7 Proposed Implementation Plan (Section 7 of the Technical Proposal) The Bidder is to provide an implementation plan in narrative format supported by an activity-level project plan using Microsoft Project that details how the proposed solution is to be implemented. This implementation plan should include the following elements: Item No. Title Points Allocated 7.1 General Implementation approach Project management approach Definition of hardware specification and advice on installations Data conversion and migration Report development Implementation and training services Change management System documentation and Testing Process re-engineering assistance Knowledge transfer to ECIC staff Other activities proposed by the Bidder and the Microsoft Project 4 plan Total Points allocated to the Proposed Implementation Plan 40 16

17 The Bidder should not be constrained to only include the above items in the Bidder s proposal response if the Bidder feels that additional elements may add value to the overall implementation. The ECIC requests that the Bidder provide their work plan in a Microsoft Project format as part of the proposal response to be included in the Electronic Copy of the Technical Proposal. It is expected that the Bidder will lead the efforts in each of the implementation areas described below unless stated otherwise. Further details on what is to be provided as part of the Bidder s proposed implementation plan are included in the following subsections. As the ECIC is contemplating an ECIC-hosted versus vendor-hosted solution, aspects of the services to be provided should be clearly delineated where they vary between these two approaches General Implementation Approach (Section 7.1 of the Technical Proposal) Provide a general overview of the implementation approach you plan to use for the ECIC that includes addressing the following items: 1. Describe how you transition from the sales cycle to the implementation phase of the project. 2. Describe key differentiators of the approach as it relates to implementing a solution on time, within budget and with the ability to meet the needs of a diverse client like ECIC. 3. Describe how you conclude on a preferred implementation phasing of software modules. What is your recommended approach for this implementation? 4. Describe your approach towards running parallel systems for a period of time Project Management Approach (Section 7.2 of the Technical Proposal) Provide an overall description of the Bidder s project management approach towards this type of engagement and projected timing for major phases. Provide a high-level work plan for achieving the successful deployment of your proposed system. The ECIC expects the Bidder to provide project management resources leading to the successful deployment of the system. This project manager will work as a team member with ECIC s project management team. This project manager can be an employee of the Bidder or a partner of the Bidder. In either case, the costs for the project manager should be clearly denoted in the pricing section of the Price Proposal. 17

18 8.7.3 Hardware, Software and Storage Design and Installation Consulting (Section 7.3 of the Technical Proposal) The ECIC usually installs the required hardware and communications equipment for applications. We are open to other proposals to accomplish a successful deployment. The Bidder is expected to specify, furnish, deliver, install and support all application and system software that may include pre-installing or equipment staging. What do you propose for the most effective deployment of hardware, communications and related equipment? Data Conversion and Migration Plan (Section 7.4 of the Technical Proposal) It is anticipated that data conversion will occur when migrating to the new application. The Bidder is expected to assist the ECIC in the conversion of both electronic and manual data to the new system. It is expected that the ECIC will be responsible for data extraction from current systems and data scrubbing and data pre-processing and that the Bidder will be responsible for overall data conversion coordination, definition of file layouts, and data import and validation into the new ERP. Please provide pricing for data conversions in the associated Microsoft Excel pricing spreadsheet to be submitted as part of the electronic copy of the Price Proposal. 1. Describe your general approach towards data conversion and how you would work with the ECIC to conclude on what should be converted. 2. Please describe your organization s recommended approach toward retention of legacy data Report Development (Section 7.5 of the Technical Proposal) For specific reporting requirements, it is anticipated that the Bidder will take the lead on developing any reports required as part of the initial deployment of the system. The Bidder is expected to provide specialized knowledge and information to the ECIC staff during the development of needed reports, via technical training on the tools used for report development, database schema and architecture, etc. Provide information on your reporting approach including: 1. Description of various methods of reporting including Business Intelligence, 2. Methods for the ECIC to identify, specify, and develop required custom reports during the implementation Implementation and Training (Section 7.6 of the Technical Proposal) The ECIC intends to explore the advantages, disadvantages and related costs of two implementation training approaches: 18

19 1. End User Training Approach: All end-user and technical training will be performed on-site through implementation and be performed by the Bidder. a. End user implementation training will be provided by the Bidder and include joint participation by the relevant ECIC process owner team lead supporting the process area in the new software system. b. Technical Implementation training will include training for ECIC IT staff on the technologies required to support the new ERP system. 2. Train the Trainer Approach: The Vendor will incorporate a train the trainer approach where only key ECIC team leaders will be trained through implementation on their modules and then they will train the remainder of the ECIC staff in their respective areas. a. There would be roughly 1-2 subject matter experts (SME s) for each module including one team leader. This training would be provided at ECIC facility. b. Training materials supplied by the Bidder would be used by SME s and team leaders for training their staff. c. Web conference or remote online tutorial sessions would be available to SME and team lead staff to participate in after initial training was completed in their module. d. Technical implementation training will include training only key IT staff (2-3) to support The Bidder should provide an overall description of both training methods, including the following: General timeframes in which both types of training will be conducted The Bidder must list the nature, level, and amount of training to be provided for both options in each of the following areas: Technical training (e.g., programming, operations, etc.) User training Other staff (e.g., executive level administrative staff) Change Management Approach (Section 7.7 of the Technical Report) The ECIC recognizes that a movement from the current environment to a new solution will present change management challenges. The Bidder should clearly identify their approach towards Change Management including any unique approaches, processes, or tools that will be used. 19

20 8.7.8 System Documentation, manuals and Testing (Section 7.8 of the Technical Proposal) The Bidder is expected to provide user manuals and online help for use by the ECIC as part of the initial training and on-going operational support. Additionally, the ECIC is expected to provide technical documentation. 1. Describe what documentation (user guide, technical guide, training materials, etc.) is available on the system proposed and any related costs. 2. Describe what types of documentation you anticipate developing during the course of the project. The Bidder should also describe their recommended approach to the following types of testing that are anticipated to be performed on the project and the type of assistance they anticipate providing to the ECIC related to such testing: 1. System testing 2. Integration testing (in relation to the ERP modules) 3. Stress/performance testing 4. User acceptance testing (UAT) Process Re-engineering Assistance (Section 7.9 of the Technical Proposal) With the deployment of a new application, the ECIC wishes to take advantage of capabilities within the software that provide support for operational improvements. Bidders are requested to describe their approach towards process redesign including discussion on the optimal time in which to conduct redesign as it relates to implementation of the new software. In addition, please describe your organization s capabilities to assist in a ECIC wide redesign of the chart of accounts to best leverage the capabilities of the system in order to meet the ECIC s overall financial tracking and reporting objectives Knowledge Transfer (Section 7.10 of the Technical Proposal) The Bidder should describe their process for ensuring that a transfer of knowledge occurs back to ECIC such that staff is capable of supporting and maintaining the application in the most proficient manner once the implementation engagement is complete Other activities proposed by the Bidder and the Microsoft Project Plan (Section 7.11 of the Technical Proposal) Details of additional elements that the Bidder feels may add value to the overall implementation. 20

21 The ECIC requests that the Bidder provide their work plan in a Microsoft Project format as part of the proposal response to be included in the Electronic Copy of the Technical Proposal. 8.8 Ongoing Support Services (Section 8 of the Technical Proposal) Please specify the nature and conditions of any post-implementation support options including: a. Post-go live support that is included in the proposal response b. Onsite support (e.g. system tuning, application configuration, interface issues, report development, network optimization, user training and tips to optimize the user experience) c. Telephone support, d. Help Desk services (If there is a service level agreement for your help desk, please provide a copy with your RFP response.) e. Toll-free support line f. Users group (i.e. - information about it, where it is held and when. If no, are you planning one? g. Online knowledge base (i.e. how it accesses, who updates it, etc.) 8.9 Personnel Plan, Experience and Qualifications (Section 9 of the Technical Proposal) The Bidder must detail the type and amount of implementation support to be provided (e.g., number of personnel, level of personnel, time commitment, etc.). Include CVs for all personnel that will be assigned to the project. If the Bidder is using a subcontractor, please include information on subcontracting staff being used and their specific role on the project. Please provide an overall project organizational structure for both ECIC and Bidder s staff involvement during the project (for both an ECIC-hosted and vendor-hosted solution). Identify the roles and responsibilities of each component of this structure. This includes an appropriate governance structure in which to manage the project Functional System Requirements (Section 10 of the Technical Proposal) The requirements defined in this section contain the overall general functions of the requested software solution. The primary objective of the ECIC in implementing a new system is to provide a more integrated information system environment that will eliminate the redundant entry of data, provide improved system capabilities, provide improved access to data, and streamline overall operations. Attached to this RFP is an Excel spreadsheet (version 2010) ERP Software and Implementation Services Specifications.xls which details a number of requirements that must be addressed by the Bidder s proposal. The Bidder is expected to complete the excel spread sheet having followed the instructions below. These requirements set out in the excel spreadsheet are considered mandatory in implementing the complete solution as defined in section 5 Application Software. 21

22 Together they define a system that will operate efficiently in the proposed computer environment while providing a high level of flexibility in meeting the ECIC s current and future data needs. Bidders must replace cells A1:G1 in the first excel sheet (General and Technical) with the Bidder s Company Name which will be repeated and printed for each subsequent module. The Priority column includes one of the following entries to indicate the importance of the specification/report to ECIC: H High: An absolutely necessary feature to be gained from the implementation of a new system. This would be a feature that ECIC already has and uses in its current software, is available and/or tracked in a shadow system (i.e., spreadsheet, document, etc.) M Medium: This is a feature that the ECIC would like in the new system that is not currently being tracked or is not existing functionality. L Low: This would be a feature that, while of interest, is not applicable at this time or something that could be a future deployment. Each Bidder should review the specifications and reports listed in each subsection and respond as to their availability within the Bidder s software system. The responses should be entered under the Availability column of each form as follows: Flag Y R M T F Description Functionality is provided out of the box through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import/export, table driven setups and standard reports with no changes. These configuration areas will not be affected by a future upgrade. The proposed services include implementation and training on this functionality, unless specifically excluded in the scope of work, as part of the deployment of the solution. Functionality is provided through reports generated using proposed Reporting Tools. Functionality is provided through customization to the application, including creation of a new workflow or development of a custom interface that may have an impact on future upgradability. Functionality is provided by proposed third party functionality (i.e., third party is defined as a separate software vendor from the primary software vendor). The pricing of all third party products that provide this functionality MUST be included in the Price Proposal. Functionality is provided through a future general availability (GA) release that is scheduled to occur within 1 year of the proposal response. 22

23 Flag Description N Functionality is not provided 8.11 License and Maintenance Agreements (Section 11 of the Technical Proposal) Sample license and maintenance agreements must be provided in this part of the Bidder s response for all components of the recommended solution (i.e., hardware, software, operating system, database, etc.). Indicate the basis on how licenses are determined Exceptions and Deviations (Section 12 of the Technical Proposal) If the Bidder finds it impossible or impractical to adhere to any portion of these specifications and all attachments, it shall be so stated in its proposal, with all deviations grouped together in a separate section entitled, exceptions/deviations from proposal requirements. This section will be all-inclusive and will contain a definition statement of each and every objection or deviation with adherence to specific RFP sections. Objections or deviations expressed only in other parts of the proposal, either directly or by implication, will not be accepted as deviations, and the Bidder in submitting a proposal, will accept this stipulation without recourse Electronic Copy of the Technical Proposal (Section 13 of the Technical Proposal) The Bidder is required to submit a Compact Disk (CD) which must contain: 1. PDF copy of the Technical Proposal 2. The proposed project plan on Microsoft Project as outlined in paragraph above in relation to section 7.11 of the Technical Proposal 3. A Powerpoint or Visio diagram of the Technical Architecture as required in paragraph 8.6 above (in relation to section 6 of the Technical Proposal) 4. A Powerpoint or Visio diagram of the Information Architecture as required in paragraph 8.6 above (in relation to section 6 of the Technical Proposal) 5. The completed copy of the ERP Software and Implementation Services - Specifications.xlsx file as required in paragraph 8.10 above (in relation to section 10 of the Technical Proposal) 23

24 9 Cost Proposal Response Format 9.1 Electronic Copy of the Price Schedule (Section 1 of the Price Proposal) Costs for the Vendor s proposed solution should be submitted on the proposal pricing schedules provided in the associated Microsoft Excel pricing spreadsheet. The ECIC will not consider time and materials pricing. Vendors shall provide firm and fixed pricing based on the functionality described. For each item, indicate if the cost is one-time, annual, or other. The Bidder shall provide price information for each separate component of the proposed solution, as well as the costs of any modifications necessary to fully comply with the RFP specifications. In the event the product or service is provided at no additional cost, the item should be noted as "no charge" or words to that effect. In the event the product or service is not being included in the Vendor proposal, the item should be noted as "No Bid". Bidders shall provide all pricing alternatives in the excel cost sheets. Vendor shall provide prices in South African Rand. Vendor shall make clear the rationale and basis of calculation for all fees. Vendors shall show separate subtotals for the required elements of the proposed solution, and for any layers of optional elements. In presenting software license fees, the Bidders shall: o Explain all factors that could affect licensing fees; o Make clear what type of license is offered for each price (named user, concurrent user, installed copies, processor-based, etc.); o Indicate which product versions, operating platform(s), and machine classes are included for each price; o Indicate whether a product is for server or client, as applicable; and, o Make clear the extent of any implementation services that are included in the license fees (installation, configuration, training, etc.) To the extent possible, Bidders shall show any applicable discounts separately from the prices for products and services. The ECIC prefers that Bidders provide separate prices for each item in the proposed solution. However, the Bidder is also encouraged to present alternatives to itemized costs and discounts, such as bundled pricing, if such pricing would be advantageous to the ECIC. The ECIC reserves the right to pursue direct purchase of all items and services proposed. 24

25 The ECIC is strongly considering both a vendor-hosted solution through an ASP or SaaS licensing model and a traditional on-premise solution. As such, the ECIC is requesting proposals to include detailed information regarding the Bidder s hosting and licensing options. If multiple solutions are proposed, please include a separate pricing schedule for each hosting/licensing model. 9.2 Standard Bidding Documents Software Pricing Schedule SBD 3.1 The Bidder is required to complete software price schedule with the total bid price for the software excluding discounts Professional Services Pricing Schedule SBD 3.3 The Bidder is required to complete professional services price schedule with the total bid price for the software excluding discounts Preference Points Claim Form SBD 6.1 This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution 10 Special Conditions of Contract The ECIC will enter into a Service Level Agreement which will be fully negotiated after a Bidder is selected. Responses to the terms outlined herein may be considered in the selection process and such terms shall be included in the final Agreement. The term Agreement or this Agreement shall mean the final contract between the ECIC and the selected bidder (the Vendor ), which shall include these terms and conditions and all exhibits and attachments thereto. The following Conditions of Contract substantially in the form contained in this paragraph 10 ( Special Conditions of Contract ) as well the General Conditions of Contract attached as Annexure A, are expected to be agreed to by the Bidders as part of contract negotiations. Exceptions must be explicitly noted in section 12 Exceptions and Deviations of the Technical Proposal in the checklist forms provided. Lack of exceptions listed on the checklist shall be considered acceptance of all of the terms and conditions as presented in this RFP Scope of Agreement ECIC agrees to license the Software and receive the services detailed in Attachment < >. Service Provider agrees to provide same, subject to the terms and conditions stated in this Agreement and Attachment < >. Payment for such 25

26 services shall be per Attachment < >. The ECIC, without prior and mutual written agreement, will incur no other service costs. The service costs in Attachment < > are inclusive of project management services and include turn-key data conversion, chart of accounts design assistance, software configuration, formal Acceptance testing (see clause herein), and initial account balancing. The implementation of the Software and provision of services shall be per Attachment < >. ECIC agrees to provide server and desktop hardware configured per Attachment < > based on Vendor s recommendation Professional Services Warranty A. The Vendor agrees at all times to maintain an adequate staff of experienced and qualified employees for efficient performance under this Agreement. The Vendor agrees that, at all times, the employees of Vendor furnishing or performing any services shall do so in a proper, workmanlike, and dignified manner. B. The Vendor agrees that all persons working for or on behalf of Vendor whose duties bring them on ECIC s premises shall obey the rules and regulations that are established by the ECIC and shall comply with the reasonable directions of the ECIC s officers. The ECIC may, at any time, require the removal and replacement of any of Vendor's employees for good cause. C. The Vendor shall be responsible for the acts of its employees and agents while on the ECIC s premises. Accordingly, Vendor agrees to take all necessary measures to prevent injury and loss to persons or property located on the ECIC s premises. Vendor shall be responsible for all damages to persons or property caused by Vendor or any of its agents or employees. Vendor shall promptly repair, to the specifications of the ECIC, any damage that it, or its employees or agents, may cause to the premises or equipment of the ECIC. Should the Vendor fail to do so, the ECIC may repair or replace such damaged equipment and the Vendor shall promptly reimburse such cost of repair or replacement incurred by the ECIC. D. The Vendor agrees that, in the event of an accident of any kind, Vendor will immediately notify the ECIC contact person and thereafter, if requested, furnish a full written report of such accident. E. The Vendor shall perform the services contemplated in the Agreement without interfering in any way with the activities of the ECIC s staff or visitors. F. The Vendor and its employees or agents shall have the right to use only those facilities of the ECIC that are necessary to perform services under this Agreement and shall have no right to access any other facilities of the ECIC. The ECIC shall also extend parking privileges to properly identified members of Vendor's full-time staff on the same basis as they are extended to the ECIC s staff. G. The ECIC shall have no responsibility for the loss, theft, mysterious disappearance of, or damage to equipment, tools, materials, supplies, and other personal property of the Vendor or its employees, subcontractors, or equipmentsuppliers. 26