Request for Proposals (RFP) The Provision of Business Process Management (BPM) Solution to CSIR. RFP No. 672/27/11/2015

Transcription

1 CSIR TENDER DOCUMENTATION Request for Proposals (RFP) The Provision of Business Process Management (BPM) Solution to CSIR RFP No. 672/27/11/2015 Date of Issue: Friday, 06 November 2015 Compulsory Briefing Session: Thursday, 12 November 2015 at 11:30 to 13:00 CSIR Pretoria Building 22 Central Station Closing Date and Time: Friday, 27 November 2015 at 16:30 Place: Tender box, CSIR Main Reception, Gate 3 (North Gate) Enquiries: Strategic Procurement Unit tender@csir.co.za CSIR Business Hours: 08:00 16:30 Category: Professional Service

2 TABLE OF CONTENTS 1 INTRODUCTION 3 2 BACKGROUND 4 3 INVITATION FOR PROPOSAL 12 4 VENUE FOR PROPOSAL SUBMISSION 12 5 TENDER PROGRAMME 12 6 PROPOSAL SPECIFICATION 13 7 SUBMISSION OF PROPOSALS 43 8 DEADLINE FOR SUBMISSION 43 9 ELIMINATION CRITERIA EVALUATION PROCESS AND CRITERIA PRICING PROPOSAL VALIDITY PERIOD OF PROPOSAL APPOINTMENT OF SERVICE PROVIDER ENQUIRIES AND CONTACT WITH THE CSIR MEDIUM OF COMMUNICATION COST OF PROPOSAL CORRECTNESS OF RESPONSES VERIFICATION OF DOCUMENTS SUB-CONTRACTING ENGAGEMENT OF CONSULTANTS TRAVEL EXPENSES ADDITIONAL TERMS AND CONDITIONS CSIR RESERVES THE RIGHT TO CSIR RESERVES THE RIGHT TO DISCLAIMER 51 DECLARATION BY TENDERER APPENDIX A BPM BLUEPRINT CAPABILITY DESCRIPTIONS 53 RFP No 672/27/11/2015 Page 2 of 55

3 1 INTRODUCTION The Council for Scientific and Industrial Research (CSIR) is one of the leading scientific research and technology development organisations in Africa. In partnership with national and international research and technology institutions, CSIR undertakes directed and multidisciplinary research and technology innovation that contributes to the improvement of the quality of life of South Africans. The CSIR s main site is in Pretoria while it is represented in other provinces of South Africa through regional offices. Currently, the CSIR mandate is achieved through the Research, Development and Implementation (RD&I) value chain; depicted in figure 1 below. Figure 1: RDI Value Chain RFP No 672/27/11/2015 Page 3 of 55

4 2 BACKGROUND The CSIR is embarking on an enterprise integration initiative. Critical to this initiative is the implementation of Business Process Management (BPM) and the Enterprise Service Bus (ESB) platforms. Consequently there are two separate but interdependent request for proposals (RFP) for these components. This RFP is for the BPM solution. The ultimate goal of implementing the BPM solution is to establish a trusted platform to enable the process improvement and optimization capabilities and steps depicted in Figure 2. Figure 2: Business Process Management Governance & Continuous Improvement RFP No 672/27/11/2015 Page 4 of 55

5 2.1 Business Context CSIR stakeholders can be categorized in four main communities: Research and Development (R&D), Implementation Units, Shared Services and the Leadership. Each of these stakeholder domains are at different levels of maturity with considerable varying degrees of needs. Therefore, CSIR needs to implement services that support a variety of scenarios simultaneously, as expressed in the table 1 below. Table 1: CSIR Business Process Integration Scenarios Scenario Application integration Business-to-business (B2B) integration Business process management (BPM) integration Mobile app integration Cloud application integration Integration with Internet of Things (IoT) platforms The current primary drivers and forces behind this initiative are to simply advance the operating model of Shared Services to a unified state where business process are highly standardized and integrated where applicable; such that it optimally serves the R&D community. In addition, the CSIR has embarked on a drive to attain coherence (i.e. eradication of information silos) of information assets to improve business insight and decision making processes. The core operational business competencies under focus are innovation management, regulatory and compliance, intellectual property management, portfolio management, sourcing, talent management, project management, lastly research and development operations. RFP No 672/27/11/2015 Page 5 of 55

6 Moreover, the SET (Science, Engineering and Technology) base leadership have a requirement to integrate and automate business processes across the areas of Laboratory Information Management, Electronic Lab Notebooks and Laboratory Equipment Management to optimize and improve R&D operations. All stakeholder communities have indicated the need for high productivity in terms of accessibility of Information Technology resources regardless of geographical constraints. This means initiation and approval of all business steps should be enabled on all mobile devices. Partnership Management and the overarching collaboration capability (i.e. improving the ease of doing business with the CSIR) is another growing need across the different stakeholders. This capability is required to create and sustain a Knowledge Management for competitive advantage. The envisaged scope of work entails the following major value streams that require process improvement and optimization efforts. Table 2: Scope of Work Value Stream Aggregates Customer Centric Strategic Visioning Business Enabling Employee Centric Value Streams Prospect-to-Customer Order-to-Cash Request-to-Service Insight-to-Strategy Concept-to-Development Initiative-to-Results Relationship-to-Partnership Forecast-to-Plan Requisition-to-Payables Resource Availability-to-Consumption Financial Close-to-Reporting Recruitment-to-Retirement Awareness-to-Prevention RFP No 672/27/11/2015 Page 6 of 55

7 2.1.1 BPM Vision Create a process-centric organization that will deliver year-over-year overall process efficiency of 5% and quickly bring new and innovative services to the customer base internal and external BPM Mission To apply full transparency and a process-driven view across the enterprise to reduce operating costs and provide competitive superiority; through continuous business process improvement BPM Goals Increasing employee productivity. Increasing customer satisfaction and retention. Increasing revenue (i.e. Financial Sustainability). Reducing employee attrition and costs associated with it. Reducing performance management workload. Reducing hiring and training costs. Reducing learning curve for new hires. Reducing IT workload. Increased visibility of business processes. Business process standardization. Versioning of business process. Business process automation and optimization. RFP No 672/27/11/2015 Page 7 of 55

8 2.2 Architectural Context CSIR implemented a Workflow solution in The solution is no longer supported. Moreover it does not support the modern business and IT requirements expressed by various stakeholders in particular mobility, analytics, collaboration, case management and content management. Figure 3 below expresses the CSIR technical stakeholders view (i.e. as adopted from Gartner) of an ideal situation of a modular solution such that components can be substituted with minimal disruption through open standards. Figure 3: Business Process Management Solution - Logical View RFP No 672/27/11/2015 Page 8 of 55

9 2.3 BPM Solution Capability Model The CSIR Information and Communication Technology Services Centre adopted the following Business Process Management Solution capability model (i.e. according to Gartner) to standardize on the glossary and overall understanding of the modern capabilities for relevant business and ICT stakeholders. See Appendix A for the details of the capabilities depicted in figure 4. Figure 4: BPM Capability Model 2011 Gartner, Inc. and/or its affiliates. All rights reserved. RFP No 672/27/11/2015 Page 9 of 55

10 2.4 CSIR s Technology Landscape The following information is provided as a guideline and should not be considered as comprehensive. Briefly, the CSIR s technology landscape is as follows: CSIR has in excess of 250 known applications spread across the Research and Development (R&D) and Shared Services communities. The current CSIR desktop user base is about 3000 users. The Enterprise Resource Planning (ERP) system user base is about 2400 Users. The CSIR uses the following ERP solutions: Oracle PeopleSoft Finance, Human Resource, Customer Relationship Management (CRM) and Oracle e-business Suite (EBS) for procurement. The CSIR s standard network operating systems are Novell Open Enterprise Server, Suse Linux Enterprise Server (SLES) and MS Windows 2008 R2, with SLES being the preferred operating system. The Micro Focus NetIQ e-directory solution is used as a directory service for user authentication. Some of the servers have an active directory synchronization capability through NetIQ Identity Manager but Microsoft Active Directory is not used as the primary directory for user account and rights management. Only directory attributes available in e- Directory are available in Active Directory. The backup solution standard product is CommVault. The standards for desktop operating systems are Windows 7 Professional and Ubuntu. Most users run on Windows 7 Professional (85%). The Ubuntu footprint is around 10% with the remainder Apple Mac and other Linux distributions. RFP No 672/27/11/2015 Page 10 of 55

11 The database standard products are Oracle 11g (in the process of upgrading to Oracle 12c), Windows SQL Server 2012 and MySQL 5.1. Oracle is used for all Enterprise solutions and Microsoft SQL server for some enterprise and departmental based solutions. MySQL is used for non-critical solutions and applications with a small user base. The messaging and calendaring solution is Novell GroupWise 2012; update 2014 in progress. In addition a deployment of GroupWise Mobile server exists that provides inter alia, Active Sync integration. The Novell Vibe solution is used for collaboration and document management. Image Now, from Perceptive Software is used for document imaging. Bentley eb is used for configuration management in the Research and Development community. Network file sharing is based on Novell File System (NFS). Both Microsoft Office Professional and Libre Office are used in the CSIR. The organization has standardized on Dell Servers. For the virtual environment, VMWare is the standard product. The CSIR ERP landscape also entails the Oracle PeopleSoft Enterprise Service Automation. CSIR employees use Apple ios, Android, Blackberry and Windows mobile on mobile devices (Smartphones and Tablets) to access CSIR applications and systems. 2.5 Implementation Approach The CSIR intends to consolidate and fully migrate all business processes to the new BPM/ESB solution using a phased approach requiring skills transfer to ensure CSIR s ability to take full ownership of the solution. RFP No 672/27/11/2015 Page 11 of 55

12 3 INVITATION FOR PROPOSAL Proposals are hereby invited for the supply and implementation of a Business Process Management Solution to the CSIR. 4 VENUE FOR PROPOSAL SUBMISSION All proposals must be submitted at: CSIR GATE 03 - Main Reception Area (in the Tender box) at the following address Council for Scientific and Industrial Research (CSIR) Meiring Naudé Road Brummeria Pretoria 5 TENDER PROGRAMME The tender program, as currently envisaged, incorporates the following key dates: Item Date / Timeline Issue of Tender Documents. 06 November 2015 Compulsory briefing session. Responses will only be sent to bidders who attended the briefing session. Date: 12 November 2015 Time: 11H30 13H00 Place: CSIR Pretoria Meiring Naude Road, Brummeria Gate 3 Venue: Building 22 Central Station Closing date for tender submission. 27 November 2015 Tender Evaluation Item Date / Timeline Bidders that meet the minimum technical Demonstrations 07 December 2015 to requirements will be required to demonstrate their 18 December 2015 proposed solution. Notify to conduct Proof of Concept. 22 December 2015 Proof of Concept. 18 January 2016 to 29 January 2016 Appointment of successful supplier. Dependent on successful completion of proof of concept. RFP No 672/27/11/2015 Page 12 of 55

13 If the proof of concept by the first Bidder is not successful the next Bidder will be informed and the tender programme will be extended. The tender programme will be completed upon the successful POC by the Bidder. The proof on concept for the BPM will be conducted on the chosen ESB POC environment from 18 January 2016 to 29 January PROPOSAL SPECIFICATION All proposals shall be submitted in the format specified in this section. All the information as requested in this section shall be provided in full and in the provided format. Where a question is not applicable please clearly state Not Applicable per line item. Please provide answers to each individual question in the space provided. Bidders should note that answers such as Compliant, Noted, Agreed, etc. do not provide sufficient information to fully evaluate and consequently will be marked as a non-compliant response. Bidders must substantiate their response to all questions, including full details on how their proposal/solution will address specific functional/technical requirements; failure to substantiate may lead to the Bidder being disqualified. All documents as indicated must be supplied as part of the Bidder s response. Where multiple products or modules are required to support particular requirements please clearly state in your response which products/modules support each requirement and ensure costs for all necessary modules are included. For purposes of this RFP, when preparing the complete solution proposal, the proposal shall not contain any assumptions other than (i.e. only) the following: CSIR ICT does not have a mature process modelling and simulation competency. There is limited process implementation capacity. ICT Management team envisage a six (6) months service design, governance and deployment assistance from the solution provider. RFP No 672/27/11/2015 Page 13 of 55

14 Intensive training (i.e. service analysis, design, governance and security) will be a major requirement. The Enterprise Business Applications (EBAS) as well as the Infrastructure and Operations (I & O) ICT functions have five computing environments. Namely the development, test, quality assurance, pre-production and production environments. Lastly, there is a fail-over site facility for High Availability. Certain technical criteria cannot realistically be evaluated without the CSIR testing the equipment/solution or the supplier demonstrating the equipment/solution. By submitting a proposal, suppliers agree to demonstrate any part(s) of the solution proposed to the CSIR. Adequate information shall be provided for the supplier selection committee to evaluate each of the requirements against the evaluation criteria. If the information provided is not considered adequate by the CSIR, the CSIR reserves the right to score the requirement zero (0). The proposal shall include an index that cross references the page number in the proposal where the information pertinent to evaluate each requirement and/or criteria in the RFP can be found. The proposal shall include an implementation schedule that shows the installation activities, the duration of the activities, all dependencies between activities as well as the sequencing of activities. By submitting a proposal the supplier warrants that the solution will perform in accordance with the submission. The response to the proposal specification shall always constitute the minimum acceptable performance/service level. Please provide us the following information up-front, such that it is considered during the contracting phase: Unacceptable software audit practices and penalties for non-compliance. Standard licensing terms and conditions for the development, test, quality assurance, preproduction and production environments; as well as the disaster recovery site. RFP No 672/27/11/2015 Page 14 of 55

15 Please note also that the following precept will be included in the contracting phase: Any findings contrary to the minimum performance / service level as defined in section 6.2, the CSIR reserves the right to cancel the award and retrieve all funds up to this point. The CSIR Terms and Conditions of Purchase applies (refer to the attached document) quotations may not be subject to any additional terms and conditions, or changes to CSIR terms and conditions. Bidders shall complete Annexures A and B in full. PART 1: Technical proposal 6.1 Vendor characteristics Each requirement in section 6.1 needs to be concisely substantiated / explained / articulated per requirement Viability No. Requirement Description 1 Vendor s BPM solution vision statement. 2 Installed client base of vendor s BPM solution software for the past 3 years. 3 Is the vendor an acquisition target? Any other potential business disruptions? Marketing and sales capabilities in South Africa No. Requirement Description 1 Strengths of the vendor's marketing and sales strategy and plan. 2 Quality and availability of BPM solution software sales channels and sectors. RFP No 672/27/11/2015 Page 15 of 55

16 6.1.3 Alliances No. Requirement Description 1 Are there any particular alliances related to BPM solution software? Support No. Requirement Description 1 Number of support resources (vendor-provided plus third-party) in South Africa. 2 Quality of customer support in South Africa. 3 Quality of technical support in South Africa Professional services No. Requirement Description 1 Number of professional service resources (vendor-provided plus third-party) in South Africa. 2 Quality of professional services in South Africa (Provide number of BPM certified professionals and their certification levels). 3 Demonstrable experience in dealing with medium to large BPM customers References No. Requirement Description 1 Top three (3) contactable references. RFP No 672/27/11/2015 Page 16 of 55

17 6.2 Functionality Each requirement in section 6.2 needs to be scored according to the following scoring values. Clearly mark the appropriate box using a cross (X). Responses to requirements need to be substantiated/explained/articulated per requirement. Scoring Values Value Description 0 Functionality not provided. 1 Functionality provided, but requires customized integration with a third party. 2 Functionality provided by the vendor, but requires customization. 3 Functionality provided seamlessly by third-party product. 4 Functionality provided out of the box. 5 Functionality provided out of the box and is very strong or highly differentiated Process execution engine features 1 Escalation capabilities to address late work or important events and activities. 2 The ability to dynamically include process participants outside the enterprise's boundaries, for value and supply chains. RFP No 672/27/11/2015 Page 17 of 55

18 3 The ability to modify terminate, update and suspend in-flight processes via a graphical interface. 4 An integrated log that records any changes to the state of the resources being coordinated, including people, structured data and unstructured/semistructured information content, rules, goals, etc. 5 The ability to have multiple versions of the same processes running at once version control Mobile development platform 1 Omi-channel support (Basic phones, extended phones, smartphones, wireless notebooks and wireless game controllers). RFP No 672/27/11/2015 Page 18 of 55

19 2 User experience, i.e. one consolidated worklist in one application. 3 Cross platform, i.e. develop once deploy to multiple devices. 4 Application Life-cycle Management deployment and application management. 5 Back-end integration. 6 Security - i.e. authentication of non-csir employees using protocols like OAUTH 2.0. RFP No 672/27/11/2015 Page 19 of 55

20 7 Out of the box templates to enhance productivity Model-driven composition environment 1 Organizational model support, including reporting and functional unit relationships. "Swim lanes" are a popular representational approach. 2 Diagram validation for example, domain checks, completion checks and warnings on inconsistent patterns. 3 Support for roles, resource and organization mapping/modelling through multiple views of the same model. 4 Links to modelling, design and project management technologies RFP No 672/27/11/2015 Page 20 of 55

21 5 Easy-to-understand flow and rule-modelling support, including standards such as BPMN. 6 The ability to support multiple graphical representations, including overview and drilldown maps and exposing various degrees of technical abstraction to support business as well as IT roles. 7 Model and metadata import/export capabilities for example, BPMN or Unified Modelling Language (UML) with automated mapping and transformation as needed. This should include Visio and other popular modelling tools. 8 Easy navigation, including zoom in/out, to make large, complex models more understandable, plus printing options. RFP No 672/27/11/2015 Page 21 of 55

22 9 Providing easy-to-use exits to include other design time environments (rule engines, for instance) Document and content interaction 1 The ability to interface with leading Enterprise Content Management (ECM)/ Enterprise Document Management (EDM) repositories to access/read, route and update content managed by third-party repository providers. 2 Support of the case management style of work with the ability to create, populate, index and route folders in the context of the process. 3 Sophisticated search capabilities that can support structured and unstructured text, indexes, image and content internally or on the Web. RFP No 672/27/11/2015 Page 22 of 55

23 4 Support for Web content management and publishing capabilities, including authoring, template staging, viewable Web formats, syndication capabilities and archiving. 5 Support for micro content using words and paragraphs with rules to create patterned letters for generating custom contracts or customer correspondence User and group interaction 1 A personalization engine that uses at least static attributes to drive behaviours leveraging role/skill profiles. 2 Links to skill inventories, accomplishments and training profiles for internal resources. RFP No 672/27/11/2015 Page 23 of 55

24 3 Access to shared work lists, calendars and case information (including unstructured and semistructured information and various forms of content) to facilitate collaboration. 4 Inclusion of various collaborative technologies, such as , instant messaging, web conferencing, wikis, blogs, bulletin boards and social networks. 5 Advanced visualization and 3-D dynamic interfaces, including touch interactive, gaming metaphors and visual support for ad hoc process interactions. 6 Saved preferences by modeller/viewer. RFP No 672/27/11/2015 Page 24 of 55

25 6.2.6 Basic connectivity 1 The ability to send and receive messages using the most popular message transports (for example, MSMQ, MQSeries, JMS and SOAP). 2 The ability to produce and consume Web Services using leading WS* protocols and REST at a minimum. 3 Basic interfacing protocol support, such as ODBC, JDBC, SQL and HTTP. 4 Support for or access to system message routing, an ESB, transformation and data access. RFP No 672/27/11/2015 Page 25 of 55

26 5 Fabrication of business services represented as Web services in and across standard or common technology stacks. 6 Access to complex event streams Business Activity Monitoring (BAM) and business event support 1 Useful built-in BAM reports, with print preview for various devices and formats. 2 Support for shared visibility into process definitions, work progress and dashboard results. Tracking metrics and attributes at the time of execution (such as for cost, time, value and risk) supported for simulations. RFP No 672/27/11/2015 Page 26 of 55

27 3 Monitoring and analyzing operational Key Performance Indicators (KPIs) to thresholds and historical trends with real-time events 4 Predicting events and adjusting them to optimize process outcomes. 5 Metric definition setting rules to respond to sets of events and prebuilt KPIs. 6 Real-time capture and correlation of transient business event information to metrics that can be used to trigger actions and process flows or to deduce processes from measurements and event patterns. 7 Dynamic, customizable, animated and interactive dashboards. RFP No 672/27/11/2015 Page 27 of 55

28 8 Graphical representation of the status of a process instance. Ability to interact with the process Simulation and optimization 1 Dynamic simulation (discrete and continuous) and animation. 2 Financial and risk analysis. 3 Critical-path and value chain analysis. 4 Support for goal-oriented formulas. RFP No 672/27/11/2015 Page 28 of 55

29 5 Heat maps. 6 Business scenario description, capture and persistence for later reuse, comparison. 7 Resource utilization and optimization. 8 What-if analysis Business rule management 1 Prebuilt rule content (vocabularies and multiple rule representations, decision tables, pseudo-linguistic, linguistic with context and decision trees). RFP No 672/27/11/2015 Page 29 of 55

30 2 The ability to support rule groupings around policies and scenarios synchronized with rule rollout procedures. 3 Rule consistency, rule collision and rule overlap and "underlap" checks. 4 Easy-to-change, easy-to-test rules and easy-tovisualize rule-firing sequences with expert help. 5 The ability to rerun the engine for a point that has passed for example, to rerun year-end jobs with 31 March 2015 rules after 1 April Also, the ability to enter new rules or changes to become effective on a future date for example, to put in the rule changes for 1 April in March. RFP No 672/27/11/2015 Page 30 of 55

31 6 Rule versioning and release versioning with rollback. 7 Rule management capabilities, including mapping to owners and stewards, change impact analysis purposes and impact analysis. 8 Multiple approval frameworks in the same process or across different processes Management and administration 1 Directory integration, including Lightweight Directory Access Protocol (LDAP), Active Directory, MicroFocus NetIQ IDM and e-directory for assigning users to roles and departments and groups. 2 User group administration and role-based access to managerial capabilities. RFP No 672/27/11/2015 Page 31 of 55

32 3 Resource and role administration linked to capability profiles. 4 Self-security administration with ownership privileges. 5 Holistic information model: This enables users to easily amend and extend the structure of the predefined information model in the repository. 6 Tool openness/bridges/generators: These provide users with the ability to move or exchange data from the repository to other tools or other repositories. 7 User interface/ease of use: This part of the application enables the user to communicate with the repository. RFP No 672/27/11/2015 Page 32 of 55

33 8 Staging and configuration management capabilities: These enable the automatic capture and storage of metadata content, relationships and transformations, as well as maintenance of the history of those relationships and transformations. 9 Security and administration: Proper security ensures the protection of data against unauthorized (accidental or intentional) access and subsequent modification, destruction, disclosure or delay. 10 Sophisticated iconic and text search capability for business services. 11 Where used, features supporting impact analysis for meta changes. RFP No 672/27/11/2015 Page 33 of 55

34 12 Model merge and versioning/lockout support. 13 Process archiving and deployment across distributed systems. 6.3 Product characteristics Each requirement in section 6.3 needs to be concisely substantiated / explained / articulated per requirement Product viability No. Requirement Description 1 The likelihood that this product will continue to be available and that R&D for the product will continue (i.e. support roadmap perspective) Support for heterogeneous environment No. Requirement Description 1 Platform independence that enables deployment in an organization with multiple operating environments and programming models. RFP No 672/27/11/2015 Page 34 of 55

35 6.3.3 Standard compliance No. Requirement Description 1 Compliance with standards used by most organizations, such as BPMN 2.0; WS-BPEL 2.0; XPDL 2.2; WSDL 2.0; JSR-168; XML Architectural coherence No. Requirement Description 1 Features and internal components are wellintegrated (for example, OSGi and/or JBI compliance) Platform availability No. Requirement Description 1 Ability to be deployed on user-selected platforms and operating environments (for example, Unix, Linux or Windows). RFP No 672/27/11/2015 Page 35 of 55

36 6.4 Solution description Each requirement in section 6.4 needs to be concisely substantiated / explained / articulated per requirement. No. Requirement Description 1 Description of solution s capabilities not requested in sections 6.2 and Supported open standards not requested in sections 6.2 and Describe the uniqueness of your solution compared to competitor s solution offerings. 4 Out of the box technology not requested in sections 6.2 and Solution Architecture diagram: High level Logical Component Interaction View. 6 Solution Architecture diagram: Detailed Physical Deployment View (Information flow and protocols) in relation to the CSIR s technology landscape described in section Understanding of current and future trends Each requirement in section 6.5 needs to be concisely substantiated / explained / articulated per requirement Clarity of BPM solution strategy and commitment to BPM solution market No. Requirement Description 1 Approach to technology obsolescence and refresh. RFP No 672/27/11/2015 Page 36 of 55

37 6.5.2 Alignment of BPM solution strategy with industry trends and CSIR requirements No. Requirement Description 1 Commitment to current and emerging public standards work/bodies. 6.6 Implementation approach and schedule Each requirement in section 6.6 needs to be concisely substantiated / explained / articulated per requirement. No. Requirement Description 1 Implementation approach. 2 Implementation schedule. 6.7 Other company and solution information Each requirement in section 6.7 needs to be concisely substantiated / explained / articulated per requirement. No. Requirement Description 1 Company Profile (include an Organogram) - Maximum of 5 pages. 2 Company Business Vision - Maximum of 20 lines. 3 Product Name(s) and Version. 4 Vendor Name. 5 Do you release your BPM solution updates at the same time for all your supported operation systems? If not, in what order? RFP No 672/27/11/2015 Page 37 of 55

38 6.8 Requirements for Architectural fit Each requirement in section 6.8 needs to be concisely substantiated / explained / articulated per requirement. No. Requirement Description 1 Supported Operating Systems in order of preference. 2 Supported Database Management Systems in order of preference. 3 Supported Application Servers in order of preference. 4 Supported Directory Services in order of preference. 5 Supported High Availability Technology Components in order of preference. RFP No 672/27/11/2015 Page 38 of 55

39 6.9 Project implementation approach and execution information Each requirement in section 6.9 needs to be concisely substantiated /explained / articulated per requirement. No. Requirement Description 1 Assuming the implementation of four (4) complex processes a year, with no BPMN or process skills available internal to the CSIR, where complex are defined as: - Process activities: Minimum Gateway: Minimum 5 paths. - Integration points: 7. - Number of approvals: 6. - Number of escalation points: 4. - Number of reviewers: 6. - Pushback functionality which include reject, revise, withdraw and cancel. - Number of reversals: 2. Based on the above information provide the following: - Number of resources required to implement a complex process. - Number of hours required to implement a complex process. - The number of months required to implement the process based on X professional hours, where X = for example 10, 20, 30, 40 etc. - Number of months for CSIR to have sufficient proficiency to implement 4 complex processes a year. RFP No 672/27/11/2015 Page 39 of 55

40 6.10 Proof of Concept This aspect will be evaluated separately. Therefore, it does not count in the paper-based and demonstration evaluations. Only the top three (3) tenderers will be given the opportunity to participate in a proof of concept stage of the selection process. Bidders whose bid falls within the CSIR budget constraints for this project and meet the minimum technical requirements shall execute a proof of concept in accordance a pre-defined proof of concept specification. Please note that the ESB and BPM proof of concept exercises are interdependent. The ESB proof of concept will be executed first before the BPM proof of concept. The ESB solution shall be left in a running/working state to allow BPM interface and execution. The ESB Bidder will therefore be required to be on stand-by to handle any technical enquiries stemming from the BPM Bidder. The proof of concept for ESB will run for 15 workings days and the POC for BPM will run for 10 working days. PART 2: Pricing Proposal, B-BBEE and other Mandatory Documentation 6.11 Pricing proposal Based on CSIR s requirements, please provide a cost proposal and breakdown for this project, including all software and all services proposed in this submittal. This should include the provision of a detailed list of charges for services. The list of services should include, but not limited to the following: Annual Fees. Once off Charges (Purchase, license acquisition, lease etc.). Implementation costs. Hourly personnel rates for all staff assigned for implementation services. Fees for any third party. Reimbursable rates for expenses and other miscellaneous costs and fees RFP No 672/27/11/2015 Page 40 of 55

41 The tables below are provided as a guide. The Bidders must clearly define the licensing structure and provide a detailed breakdown of the costs. The total cost of ownership is computed across five (5) years. A. Licensing schedule Please provide cost breakdown for specific items listed below. Bidders must clearly define the licensing structure. Provide a breakdown of the different licensing types and cost in a separate table. Please use as the standard number of users across the entire CSIR enterprise. If any other metric information is required please clearly state it and provide a clear description as well as the unit cost for each metric. Software License Cost. If the products consists of modules, please list each module in a separate line with its associated costs required to meet specification. Licence Cost Year 1 Year 2 Year 3 Year 4 Year 5 Maintenance Maintenance Maintenance Maintenance Maintenance Cost Cost Cost Cost Cost Subtotal Excluding VAT B. Implementation services Please provide cost breakdown for specific items listed below. Bidders must provide detailed costs for the full proposed implementation process e.g. configuration, customisation, system testing, project management and commissioning etc. All assumptions made must be clearly stated. RFP No 672/27/11/2015 Page 41 of 55

42 Year 1 Item/Activity/Deliverable Rate/ No of Hours Total Cost (Excl. Hour/Resource VAT) Professional services (i.e. please itemize, each role in a separate line) and installation cost. Training (Estimated 20 Users). Foundation software (i.e. cost of platform products). Any Additional Costs e.g. interfaces (Please provide details) Disbursements Sub-Total Excluding VAT RFP No 672/27/11/2015 Page 42 of 55

43 7 SUBMISSION OF PROPOSALS All proposals are to be sealed. No open proposals will be accepted. All proposals are to be clearly marked with the RFP number and the name of the tenderer on the outside of the main package. Proposals must consist of two parts, each of which is placed in a separate sealed package clearly marked: o PART 1: Technical Proposal: RFP Number. 672/27/11/2015. o PART 2: Pricing Proposal, B-BBEE and other Mandatory Documentation: RFP Number. 672/27/11/2015. Proposals submitted by companies must be signed by a person or persons duly authorised thereto by a resolution of a Board of Directors. The CSIR will award the contract to qualified tenderer (s) whose proposal is determined to be the most advantageous to the CSIR, taking into consideration the technical (functionality) solution, price and B-BBEE. 8 DEADLINE FOR SUBMISSION Proposals shall be submitted at the address mentioned above no later than 16:30 Friday, 27 November Where a proposal is not received by the CSIR by the due date and time, it will be regarded as a late tender. Late tenders will not be considered. 9 ELIMINATION CRITERIA Proposals will be eliminated under the following conditions: Submission after the deadline. Proposals submitted at incorrect location. Incomplete submission of required information as stipulated in section six (6) of this document. Non-compliance with any of the requirements as stipulated in this RFP. Solutions that are deemed not to demonstrate an acceptable architectural fit to the current CSIR s technology landscape (section 2.4), based on the information provided in section 6.8, will be eliminated. The decision on architectural fit is at the sole discretion of the CSIR. RFP No 672/27/11/2015 Page 43 of 55

44 Any contractual disputes between CSIR and Vendor and/or Supplier. Overall score of less than 70 points. Any form of cloud or subscription-based offerings, either in part or as a whole. Failure to attend the compulsory briefing session (12 November 2015). Any consultancy or travel fees that exceed the prescriptions outlined in section 22 and section 23 may results in elimination. The following mandatory documentation will be required before any negotiations will start with the potential winning bidder or before any contract / order will be awarded: Completed CSIR Supplier Registration Form (if not registered with CSIR), alternatively, provide the CSIR Vendor number; Original valid Tax Clearance Certificate or Letter of Good standing issued by SARS (RSA suppliers only); Original or certified copy of B-BBEE certificate where B-BBEE credentials were used as part of evaluation; (RSA suppliers only); Proof of company registration. (CK2 form) (RSA suppliers only). 10 EVALUATION PROCESS AND CRITERIA 10.1 Evaluation of proposals All proposals will be evaluated by an evaluation team for functionality, price and B-BBEE. Based on the results of the evaluation process, the CSIR will approve the awarding of the contract to successful tenderers. A two-phase evaluation process will be followed. The first phase includes functionality, demonstration and proof of concept. The second phase includes the evaluation of price and B-BBEE status. Pricing Proposals will only be considered after functionality phase has been adjudicated and accepted. Only proposals that achieved a minimum qualification score for functionality will be evaluated further using the preference points system. The 90/10 preference point system will be used where 90 points will be dedicated to price and 10 points to B-BBEE status. RFP No 672/27/11/2015 Page 44 of 55

45 10.2 The functionality evaluation criteria will be based on the following Table 3: Score Weight Allocation Section(s) Category Name Weight 6.1 Vendor characteristics 0% 6.2 Functionality 56% 6.3 Product characteristics 18% 6.4 Solution description 11% 6.5 Understanding of current and future trends 4% 6.6 Proposed implementation and schedule 11% The above evaluation excludes the costing proposal. The final evaluation will be calculated based on the formula provided by our Procurement department, which will include the requirements evaluation as described above and your costing proposal. Proposals with functionality points of less than the pre-determined minimum overall percentage of 70% and less than 50% on any of the individual criteria will be eliminated from further evaluation. Refer to Annexure A for the scoring sheet that will be used to evaluate functionality. The tenderer shall prepare for a possible presentation should CSIR require such and the tenderer shall be notified timeously. Scoring Process 1. The Bidder should complete sections 6.1 to 6.9 and 6.11 in the requested format and either by: a. Providing a concise explanation; b. Adding of supporting documentation or c. Referencing to sections in supporting documents. Please note: No referencing to Web sites will be allowed; only submitted documentation will be considered. 2. The selection committee shall review section 6.1 to 6.9 and 6.11 from Bidders for completeness and compliance to requirements. RFP No 672/27/11/2015 Page 45 of 55

46 3. The selection committee may ask Bidders for clarity of the responses. 4. Each selection committee member will validate the Bidder s response and score accordingly using the bidders supporting documentation, referencing and explanation. 5. The Bidders that pass through (i.e. score minimum of 70%) and falls within the CSIR budgetary constraints will be required to present and demonstrate a live solution. 6. During the demonstration the selection committee shall validate and verify their scores. 7. Furthermore, the Bidder that wins (highest scores according to the procurement matrix functionality, price and B-BBEE) shall be required to execute a proof of concept. 8. If the winning Bidder does not pass the proof of concept requirements as stipulated in the proof of concept document (to be published upon announcement of winner) the selection committee will request the second highest winning Bidder to perform the proof of concept. This step will be repeated up to the last qualifying Bidder. 9. Beyond this procurement governance processes shall resume. 11 PRICING PROPOSAL 11.1 Pricing proposal must be cross-referenced to the sections in the Technical Proposal. Any options offered must be clearly labelled. Separate pricing must be provided for each option offered to ensure that pricing comparisons are clear and unambiguous Price needs to be provided in South African Rand (excl. VAT), with details on price elements that are subject to escalation and exchange rate fluctuations clearly indicated Price should include additional cost elements such as freight, insurance until acceptance, duty where applicable Only firm prices* will be accepted during the tender validity period. Non firm prices** (including prices subject to rates of exchange variations) will not be considered. *Firm price is the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax which, in terms of a law or regulation is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract; **Non-firm price is all prices other than firm prices. RFP No 672/27/11/2015 Page 46 of 55

47 11.5 Payment will be according to the CSIR Payment Terms and Conditions. 12 VALIDITY PERIOD OF PROPOSAL Each proposal shall be valid for a minimum period of three (3) months calculated from the closing date. 13 APPOINTMENT OF SERVICE PROVIDER 13.1 The contract will be awarded to the tenderer who scores the highest total number of points during the evaluation process, except where the law permits otherwise Appointment as a successful service provider shall be subject to the parties agreeing to mutually acceptable contractual terms and conditions. In the event of the parties failing to reach such agreement within a mutually agreed date after provisional appointment date, CSIR reserves the right to appoint, or not appoint, the service provider who was rated second, and so on. 14 ENQUIRIES AND CONTACT WITH THE CSIR Any enquiry regarding this RFP shall be submitted in writing to CSIR at tender@csir.co.za with RFP No 672/27/11/ The Provision of Business Process Management Solution as the subject. Any other contact with CSIR personnel involved in this tender is not permitted during the RFP process other than as required through existing service arrangements or as requested by the CSIR as part of the RFP process. 15 MEDIUM OF COMMUNICATION All documentation submitted in response to this RFP must be in English. 16 COST OF PROPOSAL Tenderers are expected to fully acquaint themselves with the conditions, requirements and specifications of this RFP before submitting proposals. Each tenderer assumes all risks for RFP No 672/27/11/2015 Page 47 of 55

48 resource commitment and expenses, direct or indirect, of proposal preparation and participation throughout the RFP process. The CSIR is not responsible directly or indirectly for any costs incurred by tenderers. 17 CORRECTNESS OF RESPONSES 17.1 The tenderer furthermore confirms satisfaction regarding the correctness and validity of their proposal and that all prices and rates quoted cover all the work/items specified in the RFP, and that prices and rates quoted cover all obligations under any resulting contract The tenderer accepts that any mistakes regarding prices and calculations will be at their own risk. 18 VERIFICATION OF DOCUMENTS 18.1 Tenderers should check the numbers of the pages to satisfy themselves that none are missing or duplicated. No liability will be accepted by the CSIR in regard to anything arising from the fact that pages are missing or duplicated One hard copy and one electronic copy (CD or USB memory key) of each proposal must be submitted. In the event of a contradiction between the submitted copies, the hard copy shall take precedence Pricing schedule and B-BBEE credentials should be submitted with the proposal, but as a separate document and no such information should be available in the technical proposal If a courier service company is being used for delivery of the proposal document, the RFP description must be endorsed on the delivery note/courier packaging to ensure that documents are delivered to the tender box, by the stipulated due date. RFP No 672/27/11/2015 Page 48 of 55

49 19 SUB-CONTRACTING 19.1 A tenderer will not be awarded points for B-BBEE status level if it is indicated in the tender documents that such a tenderer intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a tenderer qualifies for, unless the intended sub-contractor is an exempted micro enterprise that has the capability and ability to execute the sub-contract A tenderer awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an exempted micro enterprise that has the capability and ability to execute the sub-contract. 20 ENGAGEMENT OF CONSULTANTS CSIR Consultants will only be remunerated at the rates: 20.1 Determined in the "Guideline for fees", issued by the South African Institute of Chartered Accountants (SAICA); or 20.2 Set out in the "Guide on Hourly Fee Rates for Consultants", by the Department of Public Service and Administration (DPSA); or 20.3 Prescribed by the body, regulating the profession of the consultant. 21 TRAVEL EXPENSES 21.1 All travel expenses for the CSIR s account, be it directly via the CSIR s travel agent or indirectly via re-imbursements, must be in line with the CSIR s travel policy. The following will apply: Only economy class tickets will be used A maximum of R1300 per night for accommodation, dinner, breakfast and parking will be allowed No car rentals of more than a Group B will be accommodated. RFP No 672/27/11/2015 Page 49 of 55

50 22 ADDITIONAL TERMS AND CONDITIONS 22.1 A tenderer shall not assume that information and/or documents supplied to CSIR, at any time prior to this request, are still available to CSIR, and shall consequently not make any reference to such information document in its response to this request Copies of any affiliations, memberships and/or accreditations that support your submission must be included in the tender In case of proposal from a joint venture, the following must be submitted together with the proposal: Joint venture Agreement including split of work signed by both parties; The original or certified copy of the B-BBEE certificate of the joint venture; The Tax Clearance Certificate of each joint venture member; Proof of ownership/shareholder certificates/copies of Identity document; and Company registration certificates An omission to disclose material information, a factual inaccuracy, and/or a misrepresentation of fact may result in the disqualification of a tender, or cancellation of any subsequent contract Failure to comply with any of the terms and conditions as set out in this document will invalidate the Proposal. 23 CSIR RESERVES THE RIGHT TO 23.1 amend any RFP conditions, validity period, specifications, or extend the closing date and/or time of RFPs before the closing date. All Respondents, to whom the RFP documents have been issued, will be advised in writing of such amendments on time; 23.2 verify any information contained in a proposal; 23.3 request documentary proof regarding any tendering issue; 23.4 vary, alter, and / or amend the terms of this RFP, at any time prior to the finalisation of its adjudication hereof; 23.5 award the tender to an organisation that has strong B-BBEE credentials in terms of current B-BBEE legislation; 23.6 to give preference to locally manufactured goods; 23.7 appoint one or more service providers, separately or jointly (whether or not they submitted a joint proposal); RFP No 672/27/11/2015 Page 50 of 55