Design and Development of the ASEAN Secretariat s Enterprise Resource Planning (ERP) System ASEAN SECRETARIAT. Request for Proposal

Transcription

1 ASEAN SECRETARIAT Request for Proposal Design and Development of the ASEAN Secretariat s Enterprise Resource Planning (ERP) System PROPOSAL MUST BE RECEIVED BY Monday, 07 January 2019 before 4.30 PM DELIVER PROPOSAL TO: ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta Prepared by : Information Technology System Division (ITSD) Date : 01 November 2018 Page 1 of 18

2 1 EXECUTIVE SUMMARY 1. The ASEAN Secretariat (ASEC) was established in February 1976 by the Foreign Ministers of ASEAN. Currently staffed with approximately 400 people, the mission of ASEC is to initiate, facilitate and coordinate ASEAN stakeholder collaboration in realizing the purposes and principles of ASEAN as reflected in the ASEAN Charter. 2. A number of arrangements, initiatives, and institutions related to ASEAN cooperation has multiplied over the years and demands for corporate services have also increased proportionally. Therefore, in order to effectively fulfil its functions in providing greater efficiency in the coordination of ASEAN organs and implementation of ASEAN projects and activities, ASEC needs to be equipped with sufficient tools and up-to-date technology. 3. In 2014, ASEC commissioned a team of ERP experts to carry out a needs assessment study on ASEC Business Process and IT System with the aims to: (i) stocktake and analyse existing business processes and IT system of ASEC; (ii) conduct an analytical assessment of ASEC s current and anticipated needs as well as requirements within the context of ASEC s mandate and strategies; (iii) identify development gaps in the current business process and IT system; and (iv) provide detailed recommendations on a suitable ERP system for ASEC that would meet the needs of office automation especially in the areas of finance, budget, procurement, human resource management and related administrative services. 4. ASEC intends to establish an integrated ERP system and therefore seeking a qualified vendor to design and develop an ERP system for ASEC. The selected vendor will work with ASEC Corporate Affairs Directorate (CAD) team comprising representatives of Human Resource Division (HRD), Administration and General Affairs Division (AGAD), Finance and Budget Division (FBD) and Information Technology System Division (ITSD). 5. The to-be-appointed vendor is expected to deliver all requirements as stated in the TOR. Aside from the development of the system, the vendor shall also deliver hardware and software applications required for running the ERP system, user and technical support guides, as well as necessary training and support. 6. After the trial run and handover the system to ASEC, it is required that the vendor provide at least 36 months of warranty. 7. Other requirements are in the attached TOR. Page 2 of 18

3 2 SCOPE OF WORK 2.1. OBJECTIVES The selected vendor shall be tasked to achieve the following objectives: 1) Design and develop an integrated ERP system that will manage and generate the 4 corporate functions/modules in an integrated manner: These four (4) modules are: (i). Human Resources (including an employee portal for self-service access); (ii). Finance; (iii). Procurement; and (iv). Asset Management 2) Deliver and setup the hardware necessary for the smooth running of the ERP systems; 3) Design and develop interface for the biometric finger scanning/data capture device integrate with the ERP system; 4) Perform all required testing for the ERP application and configurations; 5) Integrate and configure the necessary tools and applications for the ERP systems 6) Develop the User Guideline on how to use the ERP and ERP Technical Support Guideline; 7) Migrate the database from existing standalone systems to the ERP system; 8) Provide a complete documentation of flowchart and process of the ERP platform; 9) Provide training to all relevant ASEC staffs on the ERP for daily operations and system training to IT staffs on supporting and administrating the ERP systems IMPLEMENTATION ARRANGMENTS The vendor shall work closely with the ASEC Corporate Affairs Directorate (CAD) team and follow the overall direction and guidance provided by the Director of Corporate Affairs and/or ASEC Management EXPECTED DELIVERABLES The to-be-appointed vendor shall deliver: 1) Hardware and software applications required for running the ERP system; 2) A complete integrated ERP platform with the 4 modules (Human Resource, Finance, Procurement and Asset Management) and their required functionalities; 3) ERP User Guideline and Technical Support Guideline; 4) A complete set of required documentations of flowchart and process of the system; Page 3 of 18

4 5) Necessary trainings are provided to all relevant ASEC staffs; and 6) Free support, maintenance and licensing of ERP for period not less than 36 months from the date of hand-over to ASEC (inclusive of on-site debugging/correction, when necessary) INDICATIVE WORK SCHEDULE Vendor is requested to provide a clear methodology and approach in carrying out this assignment. Vendor is required to demonstrate knowledge and skills warranting that the vendor s team will be able to implement this project successfully in according to the intended timeline (refer to TOR). Page 4 of 18

5 3 RFP REQUIREMENTS PROCESS 3.1. PROPOSAL SUBMISSION INSTRUCTIONS. a. All proposals must be submitted in English. b. Vendors should indicate the Title of the Tender at the upper right of the envelopes. c. The Technical Proposal and Finance Proposal must be submitted separately in two different envelopes to the following address: Chairman of Sub-Committee on Tender Administration and General Affairs Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta Indonesia Note: Each proposal shall consist of an original set and 3 photocopy sets. d. Vendors must not include any financial/cost data in the Technical Proposal. All financial information shall be included in the Financial Proposal. Failure to adhere to this will lead to disqualification. e. The proposal should be concisely presented and structured, explaining in details the Vendor s experience, resources, etc. to provide the requested services/scope of work/deliverables/requirements, etc. as stated in the TOR. f. Vendors must include a CD/Media containing a softcopy of the Technical Proposal (proper sorted order) in PDF version. g. Proposals must be submitted by 07 January 2019, 4.30 PM. h. Proposals that are incomplete will be disqualified QUERY OF PROPOSAL All communications with regard to this RFP shall be in writing and submitted to: Procurement Unit Administration and General Affairs Division ASEAN Secretariat Procurement@asean.org Page 5 of 18

6 3.3. RFP TERMS & CONDITIONS a. Eligibility to participate This tender is open to any established company and business registration, with proven record in design and development of ERP system or similar systems for multicompanies, governmental agencies, or international organisations. b. Validity of Bid Proposal Received tender proposals shall be valid until 31 May c. Preliminary meeting ASEC will conduct a preliminary meeting about this bidding process. All prospective vendors who are interested to participate in the bidding process may register by sending an to procurement@asean.org no later than 18 November ASEC will inform the date and time of the preliminary meeting, tentatively scheduled in the third week of this RFP s published date. Any expense incurred in relation to attending the preliminary meeting shall be borne by each respective vendor. Date Time Venue : Thursday, 29 November 2018 (TBC) : TBA : ASEAN Secretariat (Jakarta) Page 6 of 18

7 4 COMPLIANCE In conformance to the ASEAN Secretariat s Financial and Administrative Rules and Procedures (AFARP), prospective bidders shall submit their respective bids in English on or before the deadline to ASEAN Secretariat. Late submission shall not be accepted. Bids shall be submitted in two (2) separate sealed envelopes containing the following: 1) First Envelope: Technical Proposal, which shall consist, among other, of the technical specifications of the goods/works/services to be procured, production/delivery schedule, after-sales service/parts, manpower requirements, list of hardware/software required, catalogues, specifications, training information, user acceptance test (UAT), demonstration kit, technical support, expected support response and methodology in development of ERP system, the company profile and legal documents, relevant experience and references, etc. Vendors must not include any financial/cost data in the Technical Proposal, but only in the separate envelope titled Financial Proposal. Failure to adhere to this will lead to disqualification. A CD containing the softcopy PDF version of the Technical Proposal shall be included. 2) Second Envelope: Financial Proposal which shall contain the bid amount and relevant financial information as required in the TOR, such as recurring and maintenance cost, detailed estimates, payment schedule, latest audit financial statements, etc. All documents not submitted in English shall not be considered. Any quoted price in the Financial Proposal shall be in US Dollar. The ASEAN Secretariat may, after the closing date, request additional information or clarification of tenders in writing. Page 7 of 18

8 Appendix 1 Consultancy Firm/Individual Consultant General Information To be submitted together in the Technical Proposal Name: Division or Subsidiary (if applicable): Address: City: Province / State: Country: Postal Code: Telephone: Business Name Registration: (if applicable) Tax Registration Number: Valid Business Permit: (if applicable) Contact: Title / Position: Telephone no.: Fax no.: E Mail: Indicate number of years involved in similar business Are you a subsidiary of a financial institution? *If Yes, Please indicate your Holding Company Page 8 of 18

9 Company Name Company Address Telephone Number Fax Number Contact Name Project Title Customer Details Appendix 1A List of Clients To be submitted together in the Technical Proposal Customer Details Company Name Company Address Telephone Number Fax Number Contact Name Project Title Customer Details Company Name Company Address Telephone Number Fax Number Contact Name Project Title Page 9 of 18

10 APPENDIX 1B Technical Requirements To be submitted together in the Technical Proposal The Technical Requirements should address the requirements and expectations set out in the table below. The vendor should use the section numbers and corresponding titles shown in this tables in their Technical Proposal Submission to allow the ASEAN Secretariat Sub Committee on Tender to evaluate Technical Submissions accordingly. No Description ASEC Requirements Remarks 1 ERP Platform requirement Must be developed using a solution that is readily available in the market and consists of 4 required modules i.e. Human Resources, Finance, Procurement and Asset Management Must include at least Web Servers, Application Servers, Database Servers, Document/File Storage Server (at least 20TB w/raid 5), Backup Servers with LTO and any other required components/elements/ software for development and smooth operationalization of the ERP system Must include standard backup scheduling system to perform complete and reliable backups and reduced archival costs. The backup system shall be able to perform data restoration as required Must integrate and communicate with ASEC s existing systems for Single Signon with the Microsoft Active Directory Able to serve daily user access and operations from at least 360 users to the ERP system internally, with the possibility of expansion Must interface with the biometric finger scanner and data capture device to user identification, attendance recording, receipt capturing for claiming etc. (Please refer TOR for detailed requirements) Page 10 of 18

11 2 Duration for Work Delivery Present a proposed activities and timelines with expectation to be fully completed not more than 23 months depending on the solution/platform selected, number of personnel, methodology, etc of each vendor. Ensure the delivery of the hardware and software needed for the ERP systems will be available during the development/ production environment to prevent any delay for the ERP development 3 Functionalities/Features Provide recommended functionalities/features as indicated in reference to Section 7B of attached TOR 4 Demonstration of Deployment Provide a demonstration of the deployment of ERP system or similar project with different login access levels that has been previously designed and developed by the assigned expert/s within the last 10 years. The demonstration can be a demo version (try before buy) in the form of CD, web-based or downloadable application with installation instructions 5 Project Approach Proven track records and experiences in developing and deploying ERP systems for international/regional organizations of similar nature to ASEC 6 Expected Deliverables Provide deliverables as indicated in reference to Section 3 of attached TOR 7 Technical Support Provide necessary technical support and expected response time in case of emergency 8 After Warranty Recurrent Commitment 9 Relevant Technical Skills Provide annual renewal licensing, maintenance and support services for a period of 3 years. This annual maintence and recurrent costs will be used as one of the criteria to consider as a proposal although this annual maintenance and recurrent costs are not part of this assignment 1. Have at least a team with the expertise as listed in part 7 of Section 6 in the TOR; 1 The annual maintenance and recurrent costs shall remain valid for 3 years after the warranty period, should ASEC decide to purchase these services from the appointed vendor for this assignment. Page 11 of 18

12 10 Leadership Strong leadership and inter-personal skills including excellent communication, facilitation, and training skills are required 11 Solution/Platform Authorisation Authorised partner and/or supports of software solution/platform to be supplied 12 Other qualification a. Broad understanding and familiarity of the framework of efficient enterprise resource planning and systems are an advantage b. A strong understanding about ASEAN structure and/or structure of international organization such as UN will be added advantage Page 12 of 18

13 APPENDIX 2 Financial Proposal Requirements To be submitted together in the Financial Proposal The Financial Proposal should contain the bid amount with detailed estimates i.e. description and allocation for each item. The total proposed budget should be inclusive of all supplies, services, taxes, and any other costs required to complete the project. The Financial Submission should detail the estimates for each item as set out in the table below: No. Description Unit Cost (USD) Total Cost (USD) 1. Cost of ERP design and development (consultant fees) 2. Cost Breakdown of Hardware required for running the ERP system. Note: Please list all hardware and cost associated with them. Provide the specifications and brand of each hardware 3. Cost Breakdown of Software applications required for running the ERP system Note: Please list all software applications and cost associated with them including license fee, if any. 4. License Fee for authorised accounts for 360 users (onetime purchase): Super users: 3 Functional users: 35 End users with approval authority:116 End users (basic):206 Note: The numbers of user license are indicative. Refer to Footnote 7 in the TOR. 5. Cost Breakdown of the 3 years: Annual license fee Annual maintenance/ support fee 6. Others/Miscellaneous (please specify: e.g. travel cost, ) 7. Tax (If Any) 8. Total Proposed Amount USD Page 13 of 18

14 9. Payment Schedules e.g. Payment schedules will be made in three stages: 1. First Payment of USD (. after verification of the signed SSA by ASEC) 2. Second Payment of USD (. after the design, development and implementation phase). 3. Third Payment of USD (. after project concluded). For ASEC Consideration: Annual User Licensing, Maintenance and Support Fee another period of 3 Years after the initial 36-months warranty period ends. No. Description 360 User License fee (USD) 1. Year 1 (e.g. 1 January 31 December 2024) 2. Year 2 3. Year 3 Maintenance and Support Fee (USD) Total (USD) Note: ASEC considers the sustainability of its ERP system as one of the critical factors. Any vendor selected for the design and development of ERP system shall commit to the after-system-handover maintenance services. ASEC may consider accepting the fee for the renewal of annual user licensing, maintenance and support services, and therefore the quoted amount as above shall be valid at least 3 years after the initial warranty period ended. Page 14 of 18

15 APPENDIX 3 Checklist for the Completeness of Documents Submitted The checklist must be used to ensure that you have provided all documentations for the tender. The checklist must be signed and included in both envelopes of your proposals. I. General Requirements No. Description Checklist 1 Proposals shall be prepared in English 2 Proposals are submitted in two different envelopes 3 The envelope must be sealed and labeled accordingly. i. Technical Proposal ii. Financial Proposal 4 Title of the tender shall be put on each envelope II. Technical Proposal No. Description Checklist 1 Project methodology and approach 2 Schedule of delivery 3 Manpower/consultant requirements 4 List of hardware and software 5 Duly filled Appendix 1, 1a and 1b 6 Company profile 7 A demo version in the form of CD, Web-based or downloadable application 8 Copy Company Legal Documents (if applicable), i.e. i. Business Name Registration ii. Valid Business Permit iii. Tax Identification Number iv. Authorised partner of the proposed software solution 9 One original signed copy of technical proposal 10 At least three duplicate copies of technical proposal 11 A CD containing a softcopy of the technical proposal in PDF III. Financial Proposal No. Description Checklist 1 Bid amount in US Dollar 2 Payment breakdown and schedule 3 Annual User Licensing, Maintenance and Support Fee for 3 Years after the warranty period. 4 Latest audited financial statements (if applicable) 5 Authority of signatory (if applicable) 6 One original signed copy of financial proposal 7 At least three duplicated copies of financial proposal Page 15 of 18

16 Appendix 4 Template for the Proposal Envelope First Envelope Technical Proposal Name & Address Technical Proposal - Title of the Tender Chairman of Sub-Committee on Tender Administration and General Affairs Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta Indonesia Page 16 of 18

17 Second Envelope Financial Proposal Name & Address Financial Proposal - Title of the Tender Chairman of Sub-Committee on Tender Administration and General Affairs Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta Indonesia Page 17 of 18

18 Appendix 5 TOR for the Design and Development of ASEAN Secretariat s Enterprise Resource Planning (ERP) System Page 18 of 18