FINANCIAL SERVICES BOARD INTEGRATED ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION BID FSB2015/028 CLOSING DATE: 29 SEPTEMBER 2015

Transcription

1 INTEGRATED ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION CLOSING DATE: 29 SEPTEMBER 2015 CLOSING TIME: 11h00 (South African Standard Time, obtained from Telkom SA SOC Limited by dialling 1026 Riverwalk Office Park, Block B; 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads); Ashlea Gardens, Extension 6; Menlo Park; Pretoria; South Africa; 0081 P.O. Box 35655; Menlo Park; 0102 Bidder Name: B-BBEE Status Level Contribution as per Certificate: Board Members: AM Sithole (Chairperson) H Wilton (Deputy Chairperson) Z Bassa JV Mogadime Prof PJ Sutherland FE Groepe D Turpin HMH Ratshefola D Msomi I Momoniat O Makhubela (Alternate) Executive Officer: DP Tshidi

2 INDEX 1. Invitation to Bid SBD 1 2. Terms of Reference 3. Valid Tax Clearance Certificate SBD 2 4. Application for Tax Clearance Certificate 5. Pricing Schedule SBD Declaration of Interest SBD 4 7. Preference Points Claim Form for Preferential SBD 6.1 Procurement Regulations Declaration: Abuse of the Supply Chain SBD 8 Management Systems 9. Certificate of Independent Bid Determination SBD Supplier/Vendor Accreditation Form FSB2015/028 [INDEX] Page 1 of 1

3 INVITATION TO BID SBD 1 YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE FINANCIAL SERVICES BOARD BID NUMBER: FSB2015/028 CLOSING DATE: 29 SEPTEMBER 2015 CLOSING TIME: 11:00 DESCRIPTION: INTEGRATED ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION The successful bidder will be required to fill in and sign a written Contract Form (SBD 7). BID DOCUMENTS MAY BE POSTED TO:... OR DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) Financial Services Board Offices Riverwalk Office Park, Block B 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads) Ashlea Gardens, Extension 6 Menlo Park, Pretoria, South Africa, 0081 Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration. The bid box is generally open 24 hours a day, 7 days a week. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS (NOT TO BE RE-TYPED) THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED) NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER ADDRESS VAT REGISTRATION NUMBER. CODE NUMBER.. CODE.NUMBER. HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? (SBD 2) YES or NO FSB2015/028 [SBD 1] Page 1 of 2

4 HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES or NO IF YES, WHO WAS THE CERTIFICATE ISSUED BY? AN ACCOUNTING OFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)..... A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS); OR. A REGISTERED AUDITOR..... [TICK APPLICABLE BOX] (A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE) ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS / SERVICES / WORKS OFFERED? YES or NO [IF YES ENCLOSE PROOF] SIGNATURE OF BIDDER DATE.... CAPACITY UNDER WHICH THIS BID IS SIGNED TOTAL BID PRICE TOTAL NUMBER OF ITEMS OFFERED ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO: Department: Contact Person: Tel: Fax:.. address: ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO: Contact Person: Tel: Fax:.. address: FSB2015/028 [SBD 1] Page 2 of 2

5 INTEGRATED ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION CLOSING DATE: 29 SEPTEMBER 2015 CLOSING TIME: 11h00 (South African Standard Time, obtained from Telkom SA SOC Limited by dialling 1026) Riverwalk Office Park, Block B; 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads); Ashlea Gardens, Extension 6; Menlo Park; Pretoria; South Africa; 0081 P.O. Box 35655; Menlo Park; 0102 Switchboard: Website: Board Members: AM Sithole (Chairperson) H Wilton (Deputy Chairperson) Z Bassa JV Mogadime Prof PJ Sutherland FE Groepe D Turpin HMH Ratshefola D Msomi I Momoniat O Makhubela (Alternate) Executive Officer: DP Tshidi

6 Contents A. TENDER NOTICE... 4 B. GENERAL CONDITIONS OF TENDER DEFINITIONS... 6 C. TENDER RULES CAPABILITIES AND EXPERIENCE OF TENDERERS FORM OF TENDER SIGNING OF TENDER TENDER ALL-INCLUSIVE ALTERATIONS TO TENDER DOCUMENTS COSTS INCURRED BY TENDERER TENDER ACCEPTANCE CANCELLATION OF CONTRACT APPLICABLE LAWS QUERIES REGARDING TENDER DISQUALIFICATION OF TENDER DELEGATION OF AUTHORITY TENDER RULES ARE BINDING LANGUAGE OF CONTRACT VALIDITY PERIOD D. TERMS OF REFERENCE OBJECTIVES PURPOSE OF THE REQUEST FOR BID SCOPE OF WORK SOLUTION REQUIREMENTS PROFESSIONAL SERVICES BID CONDITIONS BID EVALUATION TECHNICAL EVALUATION CRITERIA FUNCTIONALITY EVALUATION CRITERIA EVALUATION CRITERIA FOR THE PRESENTATION TO THE FSB ERP COMMITTEE (PART OF FUNCTIONALITY EVALUATION) PREFERENCE POINT SYSTEM PRICING SCHEDULE ADDITIONAL INFORMATION REQUIRED COMPULSORY BRIEFING DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 2 OF 78

7 15. PHYSICAL PRINTED COPIES SUBMISSION OF TENDERS ANNEXURE A: FUNCTIONALITY MATRIX ANNEXURE B: MINIMUM FUNCTIONAL REQUIREMENTS ANNEXURE C: MINIMUM TECHNICAL REQUIREMENTS DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 3 OF 78

8 A. TENDER NOTICE 1. The Financial Services Board (FSB) is an independent institution established by statute to oversee the South African Non-Banking Financial Services Industry in the public interest. Its mission and vision are to promote and maintain a sound financial investment environment in South Africa. Visit the FSB website, for further information about the FSB. 2. The FSB operates from offices in Pretoria at Riverwalk Office Park; Block B; 41 Matroosberg Road; Ashlea Gardens Extension 6; Menlo Park; Pretoria; South Africa. 3. The FSB currently operates multiple systems that support the organisation in the area of corporate services. In addition a number of processes are still executed manually. As a result an opportunity to implement an integrated Enterprise Resource Planning (ERP) solution was identified. 4. The intention to implement an integrated ERP solution is to improve efficiencies, enhance integration and improve interaction across all the support business units (human resources, finance, security and facilities, Information and Communication Technology (ICT) and Supply Chain) within the FSB. The implementation of the ERP system must standardise information within the organisation and streamline the data flow between different parts of the organisation. 5. Tenders are hereby invited for a service provider to supply, install, and configure an integrated ERP solution which must meet, and if necessary, be customised to the business requirements of the FSB including support and maintenance for a period of 5 (five) years. 6. All tenders and supporting documents shall be sealed and clearly marked as follows: Tender No: FSB2015/028 Bid Name: Integrated Enterprise Resource Planning (ERP) solution Closing Date: 29 September 2015 Closing Time: 11:00 7. A compulsory briefing session will be held on 14 September 2015 at 13:00 for at least four (4) hours at the following address: Financial Services Board Riverwalk Office Park, Block B 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads) Ashlea Gardens, Extension 6 Menlo Park, Pretoria, South Africa, 0081 DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 4 OF 78

9 THE COMPULSORY BRIEFING SESSION WILL BE STRUCTURED IN TERMS OF THE FUNCTIONAL AREAS AS STIPULATED IN PARAGRAPH 4 UNDER SECTION C BELOW. THE FSB WILL NOT BE COMPELLED TO REPEAT ANY ISSUES ALREADY COVERED TO LATECOMERS, NOR OPEN THE BRIEFING SESSION REGISTER ONCE THE SESSION HAS BEEN COMPLETED. 8. Enquiries relating to the tender may be directed by to: Masilu Kgofelo Supply Chain Management Unit Tel no.: (012) masilu.kgofelo@fsb.co.za All questions must be forwarded in writing via to Masilu Kgofelo (masilu.kgofelo@fsb.co.za) not later than 10h00 on 18 September Questions received after this date and time will not be attended to. All questions should reference specific paragraph numbers, where appropriate. Questions and answers will be published on the FSB website ( on 21 September 2015 at 16h00. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 5 OF 78

10 B. GENERAL CONDITIONS OF TENDER 1. DEFINITIONS 1.1. Unless inconsistent with or expressly indicated otherwise by the context FSB shall mean the Financial Services Board or any successor in title CONTRACTOR shall mean the Tenderer whose Tender has been accepted by the FSB and shall include the Tender s legal representative CONTRACT shall mean and include the General Conditions of Contract and Special Conditions of Contract (if any), the Specifications including any schedules attached to the Specifications, and any agreement entered into in terms of these General Conditions of Contract CONTRACT PRICES shall mean the prices (in South African Rand) tendered by the Contractor and accepted by the FSB for the execution of the Contract COMMENCEMENT shall mean Commencement in compliance with the terms and conditions of the Date of Commencement specified in the Contract DATE OF COMMENCEMENT shall mean the dates stipulated in the Contract for the Commencement of the Service DATE OF TENDER shall mean the date and time on which the tender are due to be deposited in terms of the tender notice SERVICE shall mean the supply, installation, and configuration of an integrated ERP solution which must be customised to the business requirements of the FSB including support and maintenance for a period of 5 (five) years PERSON includes any company incorporated or registered as such under any law, any body of persons corporate or unincorporated, any trust, and person, firm or company shall include an authorised employee or agent of such person Depending on the context, in this document the singular includes the plural, and with reference to gender the one includes the other. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 6 OF 78

11 C. TENDER RULES 1. CAPABILITIES AND EXPERIENCE OF TENDERERS Tenderers are required to provide any information regarded necessary to demonstrate their capabilities and experience. 2. FORM OF TENDER 2.1. The tender shall be signed and witnessed on the form of tender incorporated herein. The schedule of services shall be fully priced in South African Rand to show the amount of the tender and shall be signed. The certificates, schedules and forms contained in this volume shall be completed and signed by the tenderer in ink Where the space provided in the bound document is insufficient, separate schedules may be drawn up in accordance with the given formats. These schedules shall then be bound together with a suitable content page and submitted with the tender documents. All such schedules must be signed by the tenderer in ink. 3. SIGNING OF TENDER The tender must be signed by a person who is duly authorized to do so. 4. TENDER ALL-INCLUSIVE The tenderer must allow for an all-inclusive fee statement in the tender. 5. ALTERATIONS TO TENDER DOCUMENTS 5.1. No unauthorized alteration or addition shall be made to the form of tender, to the schedule of quantities of services to be rendered or to any other part of the tender documents. If any such alteration or addition is made or if the schedule of quantities of services to be rendered, or other schedules or certificates are not properly completed, the tender may be disqualified Tenders submitted in accordance with these tender documents shall be without any qualifications. The tenderer shall request the FSB at an early date as possible during the tender stage to clarify any point, which is difficult to interpret. Should it be found that a point in question is significant; the FSB will inform all the tenderers as early as possible. 6. COSTS INCURRED BY TENDERER The FSB will not be responsible for or pay any expenses or losses, which may be incurred by the tenderer in the preparation and submission of the tender. 7. TENDER ACCEPTANCE DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 7 OF 78

12 The FSB does not bind itself to accept the lowest or any other tender and reserves the right to accept any bid in whole or part. 8. CANCELLATION OF CONTRACT 8.1. If the FSB is satisfied that any person (being an employee, partner, director or shareholder of the tenderer or a person acting on behalf of or with the knowledge of the tenderer), firm or company: is executing a contract with the FSB unsatisfactorily has offered, promised or given a bribe or other gift or remuneration to any officer or employee of the FSB in connection with obtaining or executing a contract, has acted in a fraudulent manner or in bad faith or in any other unsatisfactory manner in obtaining or executing a contract with any company or person, or that he has managed his affairs in such a way that he has in consequence thereof been found guilty of a criminal offence, has approached an officer or employee in the FSB or in the service of the FSB before or after tenders have been called for, to influence the award of the contract in his favour, when advised that his tender has been accepted, has given notice of his inability to execute or sign the contract or to furnish any security required, has entered into any agreement or arrangement, whether legally binding or not, with any other person, firm or company to refrain from tendering for this contract, or as to the amount of the tender to be submitted by either party, has disclosed to any other person, firm or company the exact or approximate amount of his proposed tender except where disclosure, in confidence, was necessary to obtain quotations required for the preparation of the tender, 8.2. The FSB may, in addition to any other legal recourse which it may have, cancel the contract between the FSB and such person, firm or company and/or resolve that no tender from such a person, firm or company will be favourably considered for a specified period If the FSB is satisfied that any person, firm or company is or was a shareholder or a director of a firm or company which in terms of paragraph 8.1, is one from which no tender will be favourably considered for a specified period, the employer may also decide that no tender from such person, firm or company shall be favourably considered for a specified period. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 8 OF 78

13 8.4. Any restriction imposed upon any person, firm or company shall, for the purpose of this rule, apply to any other undertaking with which such a person, firm or company is actively associated. The expression person, firm or company shall include an authorised employee or agent of such person, firm or company. 9. APPLICABLE LAWS 9.1. The laws of the Republic of South Africa shall be applicable to each contract created by the acceptance of a tender and each tenderer shall indicate a place in the Republic and specify it in his tender as his domicilium citandi et executandi where any legal process may be served on him Each tenderer shall undertake to accept the jurisdiction of the courts of South Africa. 10. QUERIES REGARDING TENDER Any questions regarding this tender which applicants may wish to raise, shall be submitted in writing to the official mentioned in the Tender Notice NO REQUESTS FOR INFORMATION SHALL BE MADE TO ANY OTHER PERSON OR PLACE AND IN PARTICULAR NOT TO THE EXISTING PROVIDERS OF THESE SERVICES. 11. DISQUALIFICATION OF TENDER The tender of any tenderer who has not complied with these tender rules and the instruction reflected in the official tender notice may be disqualified at the discretion of the FSB. 12. DELEGATION OF AUTHORITY The FSB may delegate any power vested in it by virtue of these rules to an officer or employee of the FSB. 13. TENDER RULES ARE BINDING The tender rules as well as the instructions given in the official tender notice shall be binding on all tenderers submitting tenders for the service or services stated in the tender document. 14. LANGUAGE OF CONTRACT The tender documents have been drafted in English and any contract, which originates from the acceptance of the tender, will be interpreted and construed in English. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 9 OF 78

14 15. VALIDITY PERIOD Tenders shall remain valid and binding for a period of 184 (one hundred and eighty four) days from the closing date, expiring on 31 March DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 10 OF 78

15 D. TERMS OF REFERENCE 1. OBJECTIVES 1.1 The broad objectives of this bid include: To provide bidders with adequate information to understand and respond to the FSB s requirements for the supply, installation, and configuration of an integrated ERP solution (ERP Solution) which must meet, and if necessary, be customised to meet the business requirements of the FSB including support and maintenance for a period of 5 (five) years To ensure uniformity in the responses received from each prospective service provider To provide a structured framework for the evaluation of proposals To ensure that the ERP solution proposed is aligned to the requirements of the Protection of Personal Information (POPI) Act. 2. PURPOSE OF THE REQUEST FOR BID The purpose of the Request for the Bid is to appoint a service provider to supply, install and configure an ERP solution which must meet, and if necessary, be customised to the business requirements of the FSB including support and maintenance for a period of 5 (five) years. 3. SCOPE OF WORK 3.1 The contractor will be required to: Supply, install, configure and customise an ERP solution for the FSB to meet its business requirements. The contractor is required to provide a fully functional ERP solution for an estimated 550 (should be scalable) users to support the core business processes outlined in Annexure A below (refer to paragraph 17) Support and maintain the ERP solution for a period of 5 (five) years; Migrate, validate and clean-up of data from current systems used by the FSB. The FSB currently uses the following systems: Educos Vision (Human Resource function) SAGE ERP Accpac (Finance function) SAGE CRM/VRM (Finance and Supply Chain Management functions). DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 11 OF 78

16 NuQ HR/Payroll (Payroll function) BMH Oasis (Budgeting function) The detailed requirements for the ERP solution are listed in Annexure B The bidder should also elaborate on how it plans to migrate current software applications to the proposed ERP system and on their training methodology and approach. This should include user training manuals and guides. The service provider should also describe their process for ensuring that a transfer of knowledge occurs back to FSB such that employees are capable of supporting and maintaining the system in the most proficient manner once the implementation engagement is complete. The bid must include a change management plan and training schedule Train employees of the FSB as follows: Table 1 TYPE OF USER NUMBER OF ATTENDEES Administrators 15 ICT administrators 10 Super users 20 Train the trainers 50 Finance department users Training shall be held at the premises of the FSB in Pretoria. 4. SOLUTION REQUIREMENTS 4.1 The FSB requires an ERP solution that must integrate the following functional areas: Financial accounting including payroll and customer relationship management Financial management including Budgeting and forecasting Human resource management including self-service Supply chain management including vendor relationship management Security and facilities management ICT management. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 12 OF 78

17 4.2 The solution proposed must have capability to integrate with other systems utilised by the FSB (the FSB will provide a list of these systems during a compulsory briefing session). 4.3 Annexure B and C of this bid document contain a list of functional and nonfunctional requirements for the ERP solution required by the FSB. 5. PROFESSIONAL SERVICES Project management 5.1 The FSB requires the solution to be implemented in a phased-approach. Phase 2 (two) must start immediately after Phase 1 (one) is completed and signed off. The following ERP functionalities must be implemented in Phase 1 (one): Human resources management including self-service Financial management including budgeting and forecasting Financial accounting including payroll and customer relationship management. 5.2 The following modules must be implemented in Phase 2 (two): 6. BID CONDITIONS Security and facilities management Supply Chain Management including vendor relationship management. 6.1 The bidder must propose an ERP solution that includes all the functions specified in Annexure A below. The functions required are as follows: Human resources management including self-service Financial management including budgeting and forecasting Financial accounting including payroll and customer relationship management Security and facilities management Supply Chain Management including vendor relationship management Business Intelligence and Reporting. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 13 OF 78

18 6.2 The bidders must furnish the following system documents as part of the bidding process: Project plan: The bidders should provide an overall description of their approach towards the implementation of the ERP system and projected timing with relevant milestones for major phases of the project Data conversion and migration: the bidders should describe the general approach toward data conversion and how they will work to conclude the conversion. In addition, provide a recommended approach towards the retention of legacy data. The approach should be structured according to the following stages: Data migration strategy Data migration approach Data migration activities Testing approach Change management strategy: the bidders should submit a comprehensive change management plan that covers training, paradigm shift, culture and new work processes in the context of ERP solution for FSB Access channels: the bidders must clearly define all access channels possible and proposed for the ERP solution i.e. tablets, smart phones etc Configuration management: the bidders must provide a hardware and software configuration management strategy that will manage all versions of hardware and software for the ERP solution Information security: the bidders must provide all security mechanisms, processes, controls and monitoring provided by the proposed ERP solution Workflow and business rules: the bidders must elaborate how their solution supports service oriented architecture Security and Control Specifications: the bidders should provide documentation on security controls and recommend effective internal controls in protecting the integrity of FSB s operational and financial information. 6.3 The bidders must furnish the following information as part of the bidding process to be used during the contracting phase: DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 14 OF 78

19 6.3.1 Infrastructure requirements: the bidders must provide hardware requirements. Furthermore the bidder is required to provide detailed hardware configuration requirements of the server environment required for hosting the ERP solution Process Mapping with ERP and Gap analysis document: the bidders should provide a gap analysis report between the FSB business requirements and the system capabilities Custom development functional specifications document: the bidders should provide documentation on all customisations to be implemented as well as source codes Project plan: the bidders must provide a detailed project plan that includes the following: Management of the total project ERP solution delivery, customisation, configuration, installation and implementation Ensuring successful delivery of all the deliverables related to ERP solution Ensuring ownership of the project related meetings that includes: Weekly project status/project progress meetings Monthly project steering committee meetings Monitoring risk management aspects and control projects delays Management of scope changes Ensuring synchronisation of all activities of the project. 6.4 NO HOSTED SERVICES OR APPLICATIONS WILL BE ACCEPTED. 7. BID EVALUATION The proposals will be evaluated as follows. 7.1 Evaluation Stage One: Compliance DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 15 OF 78

20 Compliance with all functional requirements in paragraph 6.2, administrative requirements as stated in the Standard Bidding Documents and the mandatory requirements as listed in paragraph 13 below. In this evaluation stage, all bidders that fail to provide the required information and documentation will be disqualified from further evaluation. 7.2 Evaluation Stage Two: Technical evaluation criteria Bidders are expected to obtain a minimum of 75 out of 100 points available to proceed to the next stage of evaluation. Failure to obtain the prescribed 75 points will automatically disqualify the bid offer from proceeding to the next evaluation stage. 7.3 Evaluation Stage Three: Functionality evaluation criteria In this evaluation stage, bidders are expected to obtain a minimum of 80 out of 100 points available to proceed to the next stage of evaluation. Failure to obtain the prescribed 80 points will automatically disqualify the bid offer from proceeding to the next evaluation stage. 7.4 Evaluation Stage Four : Preference Point System The 90/10 preference point system shall be applicable to this phase, where 90 points represent maximum obtainable points for the cheapest price, and 10 points represents the B-BBEE level status. Points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table as listed in the bid documentation. 7.5 Evaluation Stage Five: Demonstration At the FSB s discretion a demonstration of a functional ERP solution implemented by the identified bidder may be requested at this stage. The FSB will visit at least two (2) clients premises of the identified bidder with the objective of verifying some of the facts contained in their respective bid documents. Should it be discovered during the demonstration that the information submitted by the identified bidder is inconsistent with what is on their client s ERP solution, the bidder may be disqualified. 8. TECHNICAL EVALUATION CRITERIA The functionality criteria listed below will be rated as follows: Values: 1=Poor, 2=Average, 3=Good, 4=Very Good, 5=Excellent ITEM EVALUATION CRITERIA A. Technical requirements (refer to DESCRIPTION Table 2 WEIGHT The proposed solution must include the following minimum functions/modules integrated into the ERP solution. The bidders must indicate areas where DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 16 OF 78

21 ITEM EVALUATION DESCRIPTION WEIGHT CRITERIA Annexure B) customisations will be required (on the comments column of Annexure B): 1 Human Resource Management 30 a. Personnel Management. b. Leave Management. c. Employment details. d. Payroll management. e. HR Policy Development. f. Organizational development. g. Employment equity. h. Performance management. i. Recruitment. j. Employee relations. k. Termination management. l. Training management. m. E-Learning and e-learning content authoring. n. On-boarding and resignation processes. o. Self-service portals (employee and management). 2 Financial Management 30 a. General ledger. b. Budgeting and forecasting. c. Cash book. d. Accounts payable. e. Accounts receivable. f. Order entry. g. Asset management. h. Payroll management. i. Customer relationship management. 3 Supply Chain Management 15 a. Demand management. b. Acquisition management. c. Logistic management. d. Disposal management. e. Contract management. f. Supplier management g. Compliance management. 4 Security and Facilities 10 a. Visitor management and authentication. b. Reports. c. Workflows. d. Time and attendance. 5 Business Intelligence reporting 15 TOTAL 100 DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 17 OF 78

22 9. FUNCTIONALITY EVALUATION CRITERIA The functionality criteria listed below, will be rated as follows: Values: 1=Poor, 2=Average, 3=Good, 4=Very Good, 5=Excellent ITEM EVALUATION CRITERIA A. Technical requirements (refer to Annexure C) DESCRIPTION The solution must meet the following Information and Communications Technology (ICT) technical requirements: i. Employee activation and deactivation. Table 3 WEIGHT 10 ii. User management and system administration. iii. iv. Systems Integration. Information security. B. Track Record i. Complexity of previous ERP implementation projects (Minimum 3 projects a maximum of 5 or more projects of medium to large enterprises) (10). 30 C. Maintenance and support D. Proposed Project Team ii. Years of experience in ERP implementations and maintenance for medium to large enterprises (At least 5 years experience) (10). iii. Number of previous clients of medium to large enterprises (Minimum 3 and at least 10 clients) (10). Demonstrates ability to support and maintain the ERP solution using local (available in South Africa) resources. Team structure and competency of ERP implementation consultants specific to this assignment: a. Minimum of 10 certified specialists having implementation experience for a period of at least two (2) years or more on each module. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 18 OF 78

23 ITEM EVALUATION CRITERIA DESCRIPTION WEIGHT b. Detailed CV s of project management and technical leads with contactable references to be attached. c. Project Manager to have a minimum of five (5) years of implementation experience on the proposed ERP solution. d. Project Manager to be certified in either Project Management Professional (PMP) or Prince II. E. Reference of the proposed ERP solution implementation The bidder must provide at least three (3) contactable references of the proposed ERP solution implementations completed in the past five (5) years from closing date of this bid. 5 F. Project Plan Technical proposal: Coverage of the functionalities and processes, 10 G. Financial viability SUBTOTAL a. Overall work plan including but not limited, methodology, appropriateness, compliance/deviations, quality assurance and project management, tasks and milestones, roles and responsibilities), b. Change Management, Training strategy and Action Plan. c. Training Methodology. d. Usage of Project management Tools. Proof that the bidder is in good financial standing. Provide signed audited/reviewed financial statements for the three (3) years from the closing date of this bid Bidders are required to achieve a minimum of 68 out of 85 points in order to be invited for the presentation as per item H below (Presentation by the bidder). The points achieved under this category will be added to DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 19 OF 78

24 ITEM EVALUATION DESCRIPTION CRITERIA the Presentation category in order to determine the final score for total functionality evaluation. WEIGHT H. Presentation by Bidder. a. Bidders will be required to do a presentation to the FSB. b. Bidders have to provide proof of capability to the FSB ERP Committee and the committee s decision would be final. c. Presentation date will be on the 27 th and/or 28 h of October 2015 for bidders that have passed the functional evaluation. Dates and times will be communicated to the bidders who have passed functionality during the week ending 23 October d. Bidders who will be invited to the presentation are expected to present the software solution excluding the sales pitch. 15 TOTAL EVALUATION CRITERIA FOR THE PRESENTATION TO THE FSB ERP COMMITTEE (PART OF FUNCTIONALITY EVALUATION) 10.1 The presentation to FSB ERP Committee functionality criteria are listed below, and will be rated as follows: Values: 1=Poor, 2=Average, 3=Good, 4=Very Good, 5=Excellent ITEM EVALUATION CRITERIA DESCRIPTION A. Understanding of Thorough understanding of what the FSB the FSB is and what it does. B. Layout of the Bidders will be required to present system the look and feel of the proposed system. C. Process flow Bidders will be required to demonstrate the flow of data within the proposed solution. Table 4 WEIGHT DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 20 OF 78

25 EVALUATION ITEM DESCRIPTION CRITERIA D. Customisation Bidders will be required to demonstrate the level of customisations required. The percentage achieved here will be taken into account when calculating the preference points. WEIGHT 30 The percentage achieved for Presentation by the Bidder will be calculated as follows: Total points achieved for the presentation divided by 100 multiplied by 15 points listed under item H in paragraph 9 above (table 3). TOTAL PREFERENCE POINT SYSTEM The formula below will be used to calculate the preference procurement points for price: Ps = 90 1 Where Pt Pmin Pmin Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid or offer under consideration Pmin = Comparative price of lowest acceptable bid Depending on the bidder s level of broad-based black empowerment contribution, a maximum of 10 points may be allocated to a bidder. The points scored by a bidder for broad-based black economic empowerment contribution will be added to the preference procurement points allocated for price. The table below reflects the number of points to be allocated to a bidder based on broad-based black economic empowerment contribution: BBEE STATUS LEVEL OF THE NUMBER OF POINTS BIDDER Table DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 21 OF 78

26 BBEE STATUS LEVEL OF THE NUMBER OF POINTS BIDDER Non-compliant contributor PRICING SCHEDULE 12.1 Bidders are required to provide their prices for all services proposed. The prices must be provided in the following format: Table 6 ITEM DESCRIPTION QUANTITY UNIT COST TOTAL COST INCLUDING VAT Software costs Support and maintenance Professional services Training costs TOTAL BID PRICE (INCLUDING VAT) 12.2 Only fixed prices in South African Rands will be accepted The bidders are requested to provide hourly rates to perform data migration and customisations where required. These rates will not form part of price evaluation, and must be quoted as follows: Table 7 TYPE OF USER Project Manager Functional tester or equivalent Database Analyst or equivalent Developer or equivalent 13. ADDITIONAL INFORMATION REQUIRED AMOUNT (PER HOUR) 13.1 The following compulsory additional information is required. Failure to complete and supply any of these documents will lead to disqualification of this bid: Table 8 Invitation to bid SBD 1 Valid Tax Clearance Certificate Requirements (including a SBD 2 valid tax clearance certificate) Application for Tax Clearance Certificate DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 22 OF 78

27 Pricing Schedule SBD 3.3 Declaration of Interest SBD 4 Preference Points Claim Form for Preferential Procurement SBD 6.1 Regulations 2011 (including a valid B-BBEE Status Level Verification Certificate) Declaration: Abuse of Supply Chain Management Systems SBD 8 Certificate of Independent Bid Determination SBD The following compulsory additional information is also required. FSB Vendor Accreditation Form Declaration and proof that pension or provident fund contributions are not in arrears. 14. COMPULSORY BRIEFING 14.1 A compulsory briefing session will be held on 14 September 2015 at 13:00 for at least four (4) hours at the following address: Financial Services Board Riverwalk Office Park, Block B 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads) Ashlea Gardens, Extension 6 Menlo Park, Pretoria, South Africa, THE COMPULSORY BRIEFING SESSION WILL BE STRUCTURED IN TERMS OF THE FUNCTIONAL AREAS AS STIPULATED IN PARAGRAPH 4 UNDER SECTION C ABOVE. THE FSB WILL NOT BE COMPELLED TO REPEAT ANY ISSUES ALREADY COVERED TO LATECOMERS, NOR OPEN THE BRIEFING SESSION REGISTER ONCE THE SESSION HAS BEEN COMPLETED. 15. PHYSICAL PRINTED COPIES The FSB requires four (4) printed copies (one (1) original and three (3) copies) of your documents supporting the criteria as stated above and the FSB reserves the right to make further copies as needed for this evaluation. 16. SUBMISSION OF TENDERS 16.1 Complete documents with supporting annexures shall be packaged, sealed, marked and submitted strictly as required in the Tender Notice Bids must be properly packaged and deposited on or before the closing date and before the closing time in the tender box situated at the main entrance of: Financial Services Board Offices Riverwalk Office Park, Block B, DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 23 OF 78

28 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads), Ashlea Gardens, Extension 6, Menlo Park, Pretoria, 0081 LATE SUBMISSIONS WILL NOT BE ACCEPTED. BIDS SUBMITTED BY MEANS OF , TELEGRAM, TELEX, FACSIMILE, ELECTRONIC OR SIMILAR MEANS SHALL NOT BE CONSIDERED. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 24 OF 78

29 17. ANNEXURE A: FUNCTIONALITY MATRIX ITEM FUNCTIONALITY MODULE DESCRIPTION A. HUMAN RESOURCE MANAGEMENT B. Financial Management C. Supply Chain Management D. Security and Facilities E. Business Intelligence reporting 1. Personnel Management. 2. Leave Management. 3. Employment details. 4. Payroll management. 5. HR Policy Development. 6. Organizational development. 7. Employment equity. 8. Performance management. 9. Recruitment. 10. Employee relations. 11. Termination management. 12. Training management. 13. E-Learning and e-learning content authoring. 14. On-boarding and resignation processes. 15. Self-service portals (employee and management). 1. General ledger. 2. Budgeting and forecasting. 3. Cash book. 4. Accounts payable. 5. Accounts receivable. 6. Order entry. 7. Asset management. 8. Payroll management. 9. Customer relationship management. 1. Demand management. 2. Acquisition management. 3. Logistic management. 4. Disposal management. 5. Contract management. 6. Supplier management. 7. Compliance management. 1. Visitor management and authentication. 2. Workflows. 3. Time and attendance. 1. Reporting on all modules. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 25 OF 78

30 18. ANNEXURE B: MINIMUM FUNCTIONAL REQUIREMENTS (THIS SECTION TO BE COMPLETED BY ALL BIDDERS) Please indicate with an x if you Fully Comply, Do Not Fully Comply. Please provide reasons if you mark anything else besides Fully Comply. Do not complete the comments section if you state Fully Comply, as this will be marked as a do not comply. A. HUMAN RESOURCE MANAGEMENT 1. PERSONNEL MANAGEMENT 1.1. The personnel management component of the application must be the centralised location for all employee data. 2. LEAVE MANAGEMENT 2.1. The software must have the capability to monitor and track leave taken by employees The system must be able to perform the following functions: Online leave application and administration (browser enabled) Leave application restriction as per policy provisions Approval of leave at various levels Checking of leave balances Automatic update of remaining DO NOT COMMENTS DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 26 OF 78

31 A. HUMAN RESOURCE MANAGEMENT leave days once leave request is approved Online real-time leave transaction updates Flag negative leave balances Allow for leave retro Allow for leave cancellation or adjustments Allow for online notification of leave requests and approvals Cater for leave commutation and calculations thereof Allow for reminder notification and escalations Allow for re-routing capabilities for approvals Inform employees of mandatory leave and the date by which this must be taken before it expires Cater for unpaid leave calculate the value of unauthorized days absent and deduct from monthly salary (link to payroll facility) Support reporting on employee attendance as per use of employee access cards All leave types should be created DO NOT COMMENTS DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 27 OF 78

32 A. HUMAN RESOURCE MANAGEMENT and calculated for each employee Statistical and graphical view/presentation of leave Maintain leave records Flag and implement leave forfeiture in terms of leave policy Assess leave entitlement and implement additional leave days as per leave policy To attach supporting documents for all leave types (except annual leave). DO NOT 2.3. The system should generate the following leave administration reports: Trend analysis per employee Trend analysis per leave type Leave balances per employee (in the form of days and costing) Leave utilization per level Leave pay-outs in monetary terms as per leave policy Leave liability report Leave per approval status Leave history report The system should have the ability to build custom reports and other ad hoc reports. COMMENTS DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 28 OF 78

33 A. HUMAN RESOURCE MANAGEMENT DO NOT COMMENTS 3. EMPLOYMENT DETAILS 3.1. The system must have the capability to display all employment information (e.g. employment contract) The system should have the ability to: Create new employees record on the system on appointment of each new employee Salary information must be made available as per reporting channel The system must have the capability to automatically update the employment status (i.e. probation status update, confirmation of permanent employment, termination and retirements, etc.) of an employee on certain events The system must cater for full audit trail functionality on all personnel data movement including dates (e.g. ability to update the types of movement) The system must have the ability to draw various reports using the data captured as part of the Personnel Management Module. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 29 OF 78

34 A. HUMAN RESOURCE MANAGEMENT 3.6. The system must be able to provide at a minimum basic data validation on entries, for example ID numbers. DO NOT COMMENTS 4. PAYROLL MANAGEMENT 4.1. The system should have the capability to perform the following functions: Salary and salary increment processing View payslip and history Perform specific payroll calculations Define user deductions and earning codes Add once-off monthly earnings or deductions Update detail of each garnishee on ERP payslip Administer loans/debt Present leave balance on payslips Amend bank details via employee self-service portal. DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 30 OF 78

35 A. HUMAN RESOURCE MANAGEMENT Create an annual package structure for new employees joining the organisation Automate payslips To use excel sheets to update any salary changes Import reports notification letters with new salaries changes. 5. ORGANIZATIONAL DEVELOPMENT 5.1. The system must be able to perform the following functions: Organisational Structure Create and maintain the organisational structure Creation of future and planned positions Job Evaluation Allow departments to submit job profiles for job evaluation Linkage of job evaluation results to payroll system such that the salary grade is incorporated automatically from the DO NOT COMMENTS DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 31 OF 78

36 A. HUMAN RESOURCE MANAGEMENT activation date. DO NOT COMMENTS Annual prompting of periodic reviews and benchmarking of the salary grades Provide for job grading results e.g. number of jobs re-graded in a year Job Profiling Set-up and define competencies and competency groups Manage and measure actual skills compared to target skills Skill-gap analysis and feedback report based on job profiles, skills and performance assessment Feedback analysis via online questionnaire/surveys DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 32 OF 78

37 A. HUMAN RESOURCE MANAGEMENT and reporting Cater for skills database functionality Full management of development related workforce competencies Creation of structured development plans to help monitor performance, develop careers paths and ensure compliance The creation of development plans based on performance appraisal results Define enrolment/participation prerequisites for certain development interventions Provide link to training activities/interventions as an output of an employee development plan. DO NOT COMMENTS DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 33 OF 78

38 A. HUMAN RESOURCE MANAGEMENT Assess, track and monitor employee development The system must provide the capability to generate customised HR reports. DO NOT COMMENTS 6. EMPLOYMENT EQUITY 6.1. The system must provide functionality to draw employment equity statistics and also generate statutory reports as required by the Department of Labour Flag the periodic need for review of employment equity plan and reports Provide gap analysis for the current employment equity status versus future employment equity targets Review the organogram based on the current employee and employment equity status. 7. PERFORMANCE MANAGEMENT 7.1. The system must have the capability to manage employee s job profiles, set, activate and manage performance management standards, dates and templates for balance score card. The system should further cater for: DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 34 OF 78

39 A. HUMAN RESOURCE MANAGEMENT Setting up, maintaining and measuring of performance targets Send reminders/notifications on due dates for performance appraisals Conduct on-line assessments on both intranet and internet Continuous assessment management and administration Record and escalate where there are disagreements with respect to performance Link the employee development facility where interventions can be planned based on performance review results Flag incapacity, which is based on consistent low performance Approval of performance rewards Embed formulas utilised to calculate increases and performance bonus Recording of remedial performance management action plan including recommendations. DO NOT COMMENTS DOCUMENT TITLE BID FSB [TOR ENTERPRISE RESOURCE MANAGEMENT] [ AUGUST 2015] [PUBLICATION] DOCUMENT NUMBER PAGE NUMBER PAGE 35 OF 78