| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
Item |
|
|
|
Description |
|
|
|
|
|
|
|
| |
1 |
|
|
|
|
Stage 1 Screening |
|
|
|
|
|
| |
|
|
|
|
|
|
Failure to supply or comply with any of these items may result in the offer being disqualified from further consideration |
|
| |
1 |
1 |
|
|
|
|
Present at First Briefing (NOT mandatory for Implementers) |
|
| |
1 |
2 |
|
|
|
|
Present at Second Briefing |
|
|
| |
1 |
2 |
|
|
|
|
Present at Third Briefing |
|
|
|
| |
1 |
4 |
|
|
|
|
Offer documents received on time |
|
| |
1 |
5 |
|
|
|
|
Covering letter clearly stating the name of the firm and the names, address and telephone number of the proposers representative |
|
| |
1 |
6 |
|
|
|
|
List of all sub-contractors and associates who form part of the bid and identifying the Prime Contractor |
|
| |
1 |
7 |
|
|
|
|
Afidavit from the Prime Contractor accepting full legal accountability in terms of the Offer relating to the Request for Proposal |
|
| |
|
|
|
|
|
|
|
for the conduct and delivery of ALL sub-contractors and the Software Vendor and signed by a Director of the Company |
|
| |
1 |
8 |
|
|
|
|
Letters from ALL sub-contractors and the software vendor confirming commitment to the leadership of the Prime Contractor |
|
| |
1 |
9 |
|
|
|
|
Supporting documentation from each sub-contractor |
|
| |
1 |
10 |
|
|
|
|
Board or EXCO resolution mandating the bidding director to bind the Prime Contractor |
|
| |
1 |
11 |
|
|
|
|
Proof of annual turnover and balance sheet of the Prime Contractor in support of their ability to under-write a fixed price contract |
|
| |
1 |
12 |
|
|
|
|
All pages in the submission are numbered and there is a page number index |
|
| |
1 |
13 |
|
|
|
|
Five copies of the proposal (including a CD with electronic copies) |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
2 |
|
|
|
|
Stage 2 Screening -- Preparatory for In-Depth Evaluation |
|
| |
|
|
|
|
|
|
Failure to supply any of these items may result in the offer being disqualified |
|
| |
2 |
1 |
|
|
|
|
General |
|
|
|
|
|
|
|
| |
2 |
1 |
1 |
|
|
|
|
Formal proposal with regard to safe guarding the interests of Client on a sustainable long term basis |
|
| |
2 |
1 |
2 |
|
|
|
|
Written confirmation that the full Request for Proposal including Appendices has been read and understood and |
|
| |
|
|
|
|
|
|
|
|
and that the solution offered will FULLY satisfy these requirements OR schedule of items that will NOT be catered for |
|
| |
2 |
1 |
3 |
|
|
|
|
One copy of the Request for Proposal plus Appendices initialed on every page by a director of the bidding organization and |
|
| |
|
|
|
|
|
|
|
|
also by other parties where appropriate |
|
| |
2 |
1 |
4 |
|
|
|
|
Formal written confirmation that the specification has been read, understood and accepted |
|
| |
2 |
1 |
5 |
|
|
|
|
Activity time schedule (Gantt Chart) provided with work breakdown structure in accordance with the Bill of Services |
|
| |
2 |
1 |
6 |
|
|
|
|
Any other information requested by Client during the bid preparation period |
|
| |
2 |
1 |
7 |
|
|
|
|
Acceptance that Client is not responsible for any costs incurred by proposers in submitting tender bids |
|
| |
2 |
1 |
8 |
|
|
|
|
Acceptance that Client reserves the right to visit the premises of the proposer if deemed necessary. |
|
| |
2 |
1 |
9 |
|
|
|
|
Acceptance that false information may result in exclusion from the bid process |
|
| |
2 |
1 |
10 |
|
|
|
|
Acceptance that a short listing approach MAY be followed and short listed bidders may be required to provide additional information |
|
| |
|
|
|
|
|
|
|
|
and present their offering in a format and at a date and time to be agreed with short list candidates. |
|
| |
2 |
1 |
11 |
|
|
|
|
Written Guarantee that with proper configuration the software will fully meet the requirement |
|
| |
|
|
|
|
|
|
|
|
and undertaking that any unforseen customization in order to fit the business will be for the Implementers account |
|
| |
2 |
1 |
12 |
|
|
|
|
Written Guarantee that the software will be supported for 20 years |
|
| |
2 |
1 |
13 |
|
|
|
|
Written undertaking that Implementer accepts legal accountability for advice |
|
| |
2 |
1 |
14 |
|
|
|
|
Letter from Insurer confirming Professional Indemnity Insurance cover to an appropriate level is in place |
|
| |
2 |
1 |
15 |
|
|
|
|
Written undertaking by Vendor that they are willing to sign a legally enforceable go-live clearance certificate and acceptance of damages |
|
| |
|
|
|
|
|
|
|
|
and undertaking with regard to remediation of mission critical defects once go-live certificate is issued |
|
| |
2 |
1 |
16 |
|
|
|
|
Written undertaking by Implementer that they are willing to sign a legally enforceable go-live clearance certificate and acceptance of damages |
|
| |
|
|
|
|
|
|
|
|
and undertaking with regard to damages relating to failure or sub-optimal performance after go-live certificate is issued |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
3 |
2 |
|
|
|
|
Cost Proposal and Supporting Documentation |
|
| |
3 |
2 |
1 |
|
|
|
|
Signed summary of total software and Bill of Services fee cost proposal in the Spreadsheet supplied by Client |
|
| |
3 |
2 |
2 |
|
|
|
|
Signed detailed Bill of Services cost proposal in the Spreadsheet supplied by Client |
|
| |
3 |
2 |
3 |
|
|
|
|
List of assumptions made in the Bill of Services |
|
| |
3 |
2 |
4 |
|
|
|
|
Summary of professional fee rates for standard work, standing time and travelling outside of xxx per staff designation in the schedule supplied |
|
| |
3 |
2 |
5 |
|
|
|
|
Travelling rate per kilometer and any other costs outside of xxx |
|
| |
3 |
2 |
6 |
|
|
|
|
Discussion of items in the Request for Proposal that drive costs by more than R25,000 and suggestions, if any, to mitigate cost |
|
| |
3 |
2 |
7 |
|
|
|
|
Schedule of any other costs that may not be catered for above |
|
| |
3 |
|
|
|
|
|
|
|
A proposal that does not contain detailed pricing will be disqualified |
|
| |
3 |
2 |
8 |
|
|
|
|
Confirmation that the offer includes all the following: a. Provide software b. Detailed analysis |
|
| |
|
|
|
|
|
|
|
|
of the exact requirement c. Gap analysis of standard software versus requirement d. Customize if |
|
| |
|
|
|
|
|
|
|
|
necessary to fit the software to the requirement (zero customization is preferred) e. Technical and |
|
| |
|
|
|
|
|
|
|
|
business testing of the customization f. Configure software to fit requirement g. Conduct a formal |
|
| |
|
|
|
|
|
|
|
|
laboratory test of the configuration and optimize as necessary h. Commission and implement the |
|
| |
|
|
|
|
|
|
|
|
software i. Training of Client staff in all aspects of the operation of the software j. Hands-on |
|
| |
|
|
|
|
|
|
|
|
support as required k. Hot-line support as required l. Ongoing support and maintenance of the |
|
| |
|
|
|
|
|
|
|
|
software m. Upgrades and updates n. Additions and alterations to the software as required. |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
4 |
3 |
|
|
|
|
Track Record and Proposed Team |
|
| |
4 |
3 |
1 |
|
|
|
|
Documents evidencing track record of bidding organization / organizations |
|
| |
4 |
3 |
2 |
|
|
|
|
CV's of proposed team members supplied |
|
| |
4 |
3 |
3 |
|
|
|
|
Confirmation that the requirements with regard to availability of proposed team members have been accepted |
|
| |
4 |
3 |
4 |
|
|
|
|
Names of key team members to be available for short list presentation |
|
| |
4 |
3 |
5 |
|
|
|
|
Agreement that named key members are to be contracted for the duration of the project subject to commencement by agreed date |
|
| |
|
|
|
|
|
|
|
|
must be signed by the organization and the team members in person |
|
| |
4 |
3 |
6 |
|
|
|
|
Confirmation of ability to meet the requirement |
|
| |
4 |
3 |
7 |
|
|
|
|
Evidence of the proposer's capability to deliver this technology solution |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
5 |
4 |
|
|
|
|
Proposal with regard to each of the Major Components of the Requirement |
|
| |
5 |
|
|
|
|
|
|
A clear and comprehensive response to each of the points that follow setting out how the requirement will be satisfied and |
|
| |
5 |
|
|
|
|
|
|
|
and suggestions for alternative solutions |
|
| |
5 |
|
|
|
|
|
|
The following high level structure, mirrored throughout the Request for Proposal must form the basis of all planning and bidding |
|
| |
5 |
4 |
0 |
|
|
|
|
Comments on Overall Contracting Approach and suggestions for improvement |
|
| |
5 |
4 |
1 |
|
|
|
|
Finalization of bid -- detailed planning, contracting, etc |
|
| |
5 |
4 |
2 |
|
|
|
|
Establishment |
|
|
|
|
|
| |
5 |
4 |
3 |
|
|
|
|
Project Management and Change Facilitation |
|
| |
5 |
4 |
3 |
1 |
|
|
|
|
Project Management |
|
|
|
| |
5 |
4 |
3 |
2 |
|
|
|
|
Change Facilitation |
|
|
|
| |
5 |
4 |
4 |
|
|
|
|
Data Warehouse and Business Intelligence |
|
| |
5 |
4 |
4 |
1 |
|
|
|
|
Data warehouse database, extract, transform, load, etc |
|
| |
5 |
4 |
4 |
2 |
|
|
|
|
Business Intelligence Software |
|
| |
5 |
4 |
|
|
|
|
|
|
|
Basic Reporting |
|
|
|
| |
5 |
4 |
|
|
|
|
|
|
|
Advanced Reporting |
|
|
| |
5 |
4 |
|
|
|
|
|
|
|
Models |
|
|
|
|
|
| |
5 |
4 |
|
|
|
|
|
|
|
Dashboards |
|
|
|
|
| |
5 |
4 |
|
|
|
|
|
|
|
Other Recommended Elements |
|
| |
5 |
4 |
5 |
|
|
|
|
Client Business Management Related Software |
|
| |
5 |
4 |
5 |
1 |
|
|
|
|
Overall Client Business Management Solution |
|
| |
5 |
4 |
5 |
2 |
|
|
|
|
Manage Asset Utilization and Turnaround |
|
| |
5 |
4 |
5 |
2 |
1 |
|
|
|
|
Asset Utilization and Turnaround |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
0 |
4 |
6 |
|
|
|
|
Other Specialist Modules |
|
|
|
| |
0 |
4 |
6 |
1 |
|
|
|
|
Software to Manage Asset Operating Costs -- interfacing with third party systems |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
0 |
4 |
6 |
6 |
|
|
|
|
CRM -- Microsoft Dynamics instance for internal use at Client |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
0 |
4 |
6 |
9 |
|
|
|
|
Proof of Delivery Document Management |
|
| |
0 |
4 |
7 |
|
|
|
|
Finance and Administration Modules |
|
| |
0 |
4 |
7 |
1 |
|
|
|
|
Finance |
|
|
|
|
|
| |
0 |
4 |
7 |
2 |
|
|
|
|
Human Resources (incumbent = ...) |
|
| |
0 |
4 |
7 |
3 |
|
|
|
|
Payroll (incumbent = ...) |
|
|
| |
0 |
4 |
8 |
|
|
|
|
Laboratory |
|
|
|
|
|
|
| |
0 |
4 |
9 |
|
|
|
|
Custom Development |
|
|
|
| |
0 |
4 |
10 |
|
|
|
|
Overall System Integration Requirements |
|
| |
0 |
4 |
11 |
|
|
|
|
Operational commissioning and ramp-up |
|
| |
0 |
4 |
12 |
|
|
|
|
Operational support |
|
|
|
|
| |
0 |
4 |
13 |
|
|
|
|
Contingency |
|
|
|
|
|
| |
0 |
4 |
14 |
|
|
|
|
Other items NOT catered for elsewhere |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
6 |
|
|
|
|
|
Confirmation of Comprehensiveness of Offer -- includes ALL of the following |
|
| |
6 |
1 |
|
|
|
|
|
Ongoing Executive Liaison |
|
|
| |
6 |
2 |
|
|
|
|
|
Establishment |
|
|
|
|
|
| |
6 |
3 |
|
|
|
|
|
Project Management |
|
|
|
| |
6 |
4 |
|
|
|
|
|
Change Facilitation |
|
|
|
|
| |
6 |
5 |
|
|
|
|
|
Provide all offered software |
|
|
| |
6 |
6 |
|
|
|
|
|
Detailed analysis of the exact requirement |
|
| |
6 |
7 |
|
|
|
|
|
Gap analysis of standard software versus requirement |
|
| |
6 |
8 |
|
|
|
|
|
Establish and operate Laboratory |
|
| |
6 |
9 |
|
|
|
|
|
Configure software to fit requirement |
|
| |
6 |
10 |
|
|
|
|
|
Customize if necessary to fit the software to the requirement (zero customization is preferred) |
|
| |
6 |
11 |
|
|
|
|
|
Technical and business testing of the customization |
|
| |
6 |
12 |
|
|
|
|
|
Formal laboratory testing of the configuration and optimize as necessary |
|
| |
6 |
13 |
|
|
|
|
|
Establish Data Warehouse |
|
|
| |
6 |
14 |
|
|
|
|
|
Develop Data Warehouse Extract Transform Load (ETL) |
|
| |
6 |
15 |
|
|
|
|
|
Develop and document workflow (process) standards |
|
| |
6 |
16 |
|
|
|
|
|
Develop reports |
|
|
|
|
| |
6 |
17 |
|
|
|
|
|
Develop Business Intelligence models |
|
| |
6 |
18 |
|
|
|
|
|
Develop training material including Computer Based Training |
|
| |
6 |
19 |
|
|
|
|
|
Training in all aspects of the operation of the software |
|
| |
6 |
20 |
|
|
|
|
|
Formal issue of Certificate of Readiness for Live Operation |
|
| |
6 |
21 |
|
|
|
|
|
Commission and implement the software |
|
| |
6 |
22 |
|
|
|
|
|
Hands-on support as required |
|
|
| |
6 |
23 |
|
|
|
|
|
Hot-line support as required |
|
|
| |
6 |
24 |
|
|
|
|
|
Ongoing support and maintenance of the software |
|
| |
6 |
25 |
|
|
|
|
|
Upgrades and updates |
|
|
|
| |
6 |
26 |
|
|
|
|
|
Additions and alterations to the software as required. |
|
| |
6 |
27 |
|
|
|
|
|
All other services required to achieve a stable, robust, high value sustainable outcome |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
7 |
|
|
|
|
|
Other Points and Reminders |
|
|
| |
7 |
1 |
|
|
|
|
|
Assist with the cleansing of Master Data. The level of effort expected from Client personnel to be clearly spelt out in the proposal |
|
| |
7 |
2 |
|
|
|
|
|
Assist with take-on of Master Data, opening balances and other data to be transferred from the existing systems. |
|
| |
|
|
|
|
|
|
|
|
Recommended approach clearly discussed in the proposal |
|
| |
7 |
3 |
|
|
|
|
|
Assist with verification of take-on data. Level of involvement to be clearly spelt out in the proposal |
|
| |
7 |
4 |
|
|
|
|
|
Provide standard software maintenance, updates and enhancements in perpetuity |
|
| |
|
|
|
|
|
|
|
|
Vendors are required to declare the annual license fees for the first five years and thereafter the maximum year on year license fee increase |
|
| |
7 |
5 |
|
|
|
|
|
Proposed Client Undertakings to Balance Fixed Price noted and accepted |
|
| |
7 |
6 |
|
|
|
|
|
|
Bidders may suggest alternate or additional measures if they consider it appropriate |
|
| |
7 |
7 |
|
|
|
|
|
The lead Implementer Solution Architect responsible for designing the configuration must be highly experienced and be able to |
|
| |
7 |
8 |
|
|
|
|
|
|
operate comfortably at the Executive level and evidence strategic thinking abilities at a level that ensures that the final solution is |
|
| |
|
|
|
|
|
|
|
|
strategically appropriate and meets long term strategic goals |
|
| |
7 |
9 |
|
|
|
|
|
Submission of an offer constitutes an implicit guarantee that in the event of it being found that the standard package does NOT fully meet the |
|
| |
|
|
|
|
|
|
|
|
requirement, the standard package will be modified by the vendor as required or custom development undertaken around the standard |
|
| |
|
|
|
|
|
|
|
|
at no extra cost |
|
|
|
|
| |
7 |
10 |
|
|
|
|
|
Implementers are invited to make suggestions for improvement. With regard to project governance, roles and project meetings |
|
| |
7 |
11 |
|
|
|
|
|
Client shall NOT be liable for any costs incurred by bidding organizations in participating in the bidding process; |
|
| |
7 |
12 |
|
|
|
|
|
Where it is necessary to integrate with existing systems then appropriate provisions must be made in the Bill of Services and an appropriate |
|
| |
|
|
|
|
|
|
|
|
contractual agreement with that party must be supplied as part of the Offer Pack |
|
| |
7 |
13 |
|
|
|
|
|
Acceptance of each review cycle of specifications, testing or any other iterative refinement process will include a formal declaration by both the |
|
| |
|
|
|
|
|
|
|
|
Client team members involved AND the Implementer team members involved that the iteration has been thoroughly and |
|
| |
|
|
|
|
|
|
|
|
rigorously executed – both sides will face sanction if it is found that this declaration is unfounded |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
Name of Bidding Organization |
|
|
|
|
|
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
Name of Authorized Signatory of Bidding Organization |
|
| |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| |
I hereby certify that the bid pack includes ALL the above items |
|
| |
|
with the exclusion of the items noted and that we comply with the items |
|
| |
|
set out above with the exclusion of items noted and that we accept all terms |
|
| |
|
that we have initialed in the YES column |
|
|
|
| |
Signature |
|