ERP SOFTWARE PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) OFFICES

Transcription

1 RFI REFERENCE: RFI/ICT/ERP/2018/13 ERP SOFTWARE PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) OFFICES Closing Date: 26 November 2018 Closing Time: 11H00 ISSUED BY: PREPARED BY: PERISHABLE PRODUCTS EXPORT CONTROL BOARD 45 Silwerboom Boom Avenue Plattekloof Cape Town Tell No: PERISHABLE PRODUCTS EXPORT CONTROL BOARD 45 Silwerboom Boom Avenue Plattekloof Cape Town Contact person: Procurement Manager Registered Name of Bidder: Trading Name of Bidder: Registration No. of Entity: Contact Person: Tel. No: Cell No: Position: Address: Fax No:

2 THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD RFI: RFI/ICT/ERP/2018/13 ERP SOFTWARE PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) OFFICES TABLE OF CONTENTS 1. TENDER INFORMATION AND INSTRUCTIONS CLOSING TIME PPECB BACKGROUND OBJECTIVES OF THE ERP TECHNOLOGY (CURRENT VS FUTURE) REQUIREMENTS BY MODULE - OVERVIEW REQUIREMENTS ADDITIONAL QUESTIONS BUDGET FINANCIAL PROPOSAL REQUIREMENTS FOR TENDER SUBMISSION TENDER EVALUATION SPECIFICATIONS AND PROCESS FURTHER INFORMATION P a g e

3 INVITATION TO SUBMIT PROPOSAL PPECB requests the services of a vendor to supply ERP Software solution. This Request for Information (RFI) is issued as a qualification to the competitive bidding process (RFP), and does constitute a solicitation, therefore suppliers not meeting the minimum requirements will be disqualified for the RFP. Responses to the RFI will not be returned. Tenderers must comply with the all the instructions and all other requirements of this Invitation to submit proposals. Non-compliance may lead to a tender not being considered by the PPECB. The bid and accompanying documents must be carefully parcelled, sealed and delivered to the Procurement tender box in the reception area of PPECB Head Office by no later than the 26th of November 2018 at 11:00 1. TENDER INFORMATION AND INSTRUCTIONS The following terms shall have the following meanings: Invitation to Tender: Contact Person: Public Entity: Tenderer: This Document ERP Software The Procurement Official PPECB 45 Silwerboom Avenue Plattekloof Perishable Products Export Control Board (PPECB) The person / organisation submitting a tender bid to the PPECB under this tender. Tenderers are required to submit detailed proposals to demonstrate the ability to provide the products and services. Specifications of the products and services required by PPECB is contained herein. All of the following documents (Part 1 to VI) must be submitted as part of the response to this bid request. Failure to do so will invalidate a response. Form No Document Description 1. SBD 1 Invitation to Submit Proposal 2. SBD 2 Tax Clearance Certificate Requirements 3. SBD 4 Declaration of Interest 4. SBD 6.1 Preference Point Claim Form 5. SBD 8 Declaration of Bidder s past SCM Practices 6. SBD 9 Certificate of Independent Bid Determination The tender submission and assessment process will be conducted in compliance with the Public Finance Management Act of 1999, Supply Chain Regulations and PPECB s Procurement Policy. PPECB is committed to support and grow Black Economic Empowerment and Small and Medium Enterprises in South Africa, emphasis being placed on procurement from historically disadvantaged South Africans. Shortlisted vendors will be required to present their ERP capabilities. Any use of subcontractors must be identified in the response. By responding to this Statement of Requirements, you acknowledge that it will be done completely at your company expense, and no information other than that which is already in the public domain will be made available to any third parties without express prior consent from PPECB. All proposals are to be submitted in PDF format (except for excel documents) in the envelopes to the designated Tender Box. 3 P a g e

4 RFI TIMETABLE Timetable Dates RFI Issue Date: November 15, 2018 Deadline for questions: November 21, 2018 Responses and indicative costing to be submitted: November 26, 2018 Shortlisted suppliers to be informed (Round 1): November 30, 2018 Supplier presentations (to PPECB s BAC & BEC): December 03, 2018 Shortlisted suppliers to be invited for RFP: December 07, 2018 RFP TIMETABLE Timetable Dates RFP Issue Date: December 14, 2018 Responses and costing to be submitted: January 07, 2019 Board Approval February 28, 2019 Negotiating and Award March 05, 2019 Conclude contract agreements & Implementation: March 29, CLOSING TIME The closing time for submission of Tender Offers is: 11H00 on 26th November The PPECB business hours are between 08:15 16:45. Where a proposal is not received by the PPECB by the due date and at the correct location, it will be regarded as a late bid. Late proposals will not be considered. 3. PPECB BACKGROUND PPECB is a Schedule 3A Public Entity that is constituted and mandated in terms of the PPEC Act, No 9, of 1983 to perform cold chain services. PPECB also delivers inspection and food safety services as mandated by the Department of Agriculture, Forestry and Fisheries under the APS Act, No.119 of PPECB s executive Authority is the Minister of Agriculture, Forestry and Fisheries who appoints the Board of Directors. The Board comprises of representatives from the perishable product industries. PPECB, mandated by the Department of Agriculture, Forestry and Fisheries, has been delivering end-point inspection services on perishable products destined for export since PPECB employs more than 500 people, who deal with more than 200 products and 500 varieties. There are 50 service types, over 30 offices in 11 production regions, at more than 1,500 locations. PPECB is responsible for South Africa's cold chain management and ensures that products for export are handled, stored and transported at specific temperatures and optimum conditions. Please visit PPECB s website on for more info on PPECB. 4 P a g e

5 4. OBJECTIVES OF THE ERP The objective of this Request for Information (RFI) is to collect written information about the capabilities of a number of ERP vendors, to determine a shortlist of three to six vendors to be invited to provide a full proposal. Other objectives of the ERP, which are subject to an evaluation is to identify ERP software which most accurately meets the stated business requirements. From this, understand the implementation partner landscape so as to assist with awarding the tender to the most appropriate implementation partner PPECB is looking for new software to achieve the following primary goals: Better and more robust processes; Centralised Master Data (not Distributed); Simplified IT portfolio; Real time balance sheet information; Increased client satisfaction; Reduced system platforms; Simplified Application Portfolio; Timeous Reporting Covering its core components; Operations Supply Chain Management Human Capital Management Workforce planning, Recruitment as selection, On boarding, Performance Management, Learning management system with ability to house material and track learner progress Talent management including succession planning and retention, Terminations Reporting and BI, Payroll Finance ICT Ability to integrate with external systems 5. TECHNOLOGY (CURRENT VS FUTURE) PPECB makes use of disparate systems, applications and servers for the Finance, Procurement, Human Capital, Operations and ICT functions. There are more than 30 different systems of varying size and complexity spanning over 80 servers. The major systems in use are Navision 2005 and 2013, CRS Payroll, Deltek Recruitment, LRMG Learning Management System and the Laboratory Information Management System. COMPLEXITY OF OUR CURRENT ENVIRONMENT a) Number of legacy systems not supporting business needs b) Lack of system integration and real-time information c) Inefficiencies due to manual processes d) Reporting tools are substandard for PPECB needs PPECB employs approximately 476 permanent employees and temporary employees (depending on the season), of which there are currently 500 users. 5 P a g e

6 ICT ARCHITECTURE AS-IS In summary, the assessment of our business systems and business requirements found that the lack of interfaces between multiple and disparate systems, the inability of current systems to adapt and change with new demands, the absence of effective user-friendly data extraction and reporting tools have resulted in an array of a manual paper-driven, inefficient and time-consuming business processes. ICT ARCHITECTURE TO-BE 6. REQUIREMENTS BY MODULE - OVERVIEW The following pages specify the software requirements at a departmental level, beyond those which are included with most ERP software offerings. Please respond to the requirements by inserting the appropriate number, as defined below, in the Vendor Response column, and add any supporting comments or documentation you deem relevant, regarding how your software will improve our processes. Please review and complete the attached Addendum A RFI ERP Software Functional System Requirements excel spreadsheet which includes a list of key functionality items. Please include any additional information in the comments field provided. 6 P a g e

7 7. REQUIREMENTS ADDITIONAL QUESTIONS Company Information o o o o o How long has your company been in business? What is the major benefit of choosing your company rather than a competitor? What experience do you have working with public entities? Are there any anticipated mergers or acquisitions pending? Please state the name of your implementation partner? Contact Details: Company Name: Person responsible for Response: Phone Number: Position The Software What training do you provide to the implementation team and users? What training delivery methods are available? (Videos, webinars, train-the-trainer options, classroom, etc.) What is involved in customizing the software? Does the proposed software have development tools so that a non-programmer may develop a new business process in the system? (E.g. new fields/files, changes to screens, new screens, etc.) Will you provide full source code in the price of the software? Is the software written in a commercially available development language which is still being enhanced and supported by the supplier? Is your company the original author of the proposed software? What Database Management System does your software employ? When was the code base of the business logic originally developed? How many clients are you currently supporting who are utilizing this software? What percentage of your clients are on the latest release of the software, and when was the latest release? How often are upgrades to the software planned to be released? Please provide details of how the product is supported across multiple sites. What levels of support are available, and what are the hours of operation and response times? Where is your support team located, and what is their typical response time? Who will be supervising our implementation, and what is their experience in working with organizations like ours? Please provide information on your implementation methodology. Please provide an estimate of the typical implementation time frame for a company of our size. Financial Are programming modifications done at a fixed cost? How are additional users added to the system and what costs are involved? 7 P a g e

8 Will you provide a written statement of work dictating what work will be performed as part of the implementation? Is there a flat fee or capped number of hours associated with that work? What are your hourly rates for implementation? Are software upgrades free, or is there a cost? Will program customizations cause additional expense, in order to take advantage of software upgrades? What are the ongoing support costs? 8. BUDGET Our anticipated budget will be determined after our review of the RFI responses. We shall provide hardware against your specification via our existing hardware support company. 9. FINANCIAL PROPOSAL Our intention is to calculate the total cost of ownership over a ten year period. Please include budgetary pricing for the software that appears to be needed to meet our requirements, sufficient to that end. All estimated costs should be presented including software licenses, annual maintenance, implementation, program modifications, software upgrades, hardware, and training. Please base cost estimates on 100 concurrent users. We will expand the number of users as appropriate. Please also include the following: Cost to add each user and number range of licenses. Provide your Flexible licensing model solutions (To cater for Permanent employees vs Temporary Employees (Seasonal Contract workers) 10. REQUIREMENTS FOR TENDER SUBMISSION The tender and accompanying documents shall be carefully parcelled, sealed and be delivered to the Procurement Officer no later than the closing date at 11H00. Failure to comply with these instructions may result in the tender being considered ineligible. Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word: Tender: RFI ERP SOFTWARE. Venue: THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD 45 Silwerboom Avenue Plattekloof Cape Town 7560 A Soft Copy should be submitted on a USB sealed in a small envelope. No late tender shall be considered. Tenders will be opened in accordance with the relevant procedures. 11. TENDER EVALUATION SPECIFICATIONS AND PROCESS Functionality of the bids will be evaluated according to the predetermined evaluation criteria set out in the Evaluation Criteria below. The bidder must obtain a minimum overall score of 80 out of 100 points for functionality to be invited for the next phase of the bidder presentations; only shortlisted bidders after presentations will be invited to submit a (RFP) Request for proposal; those Bidders who fail to meet the minimum qualifying score will be disqualified from the process. Bidders will not rate themselves, but need to ensure that all information is supplied as required 8 P a g e

9 The Bid Evaluation Committee (BEC) will evaluate technical and functional requirements and score all the bids as per the set criteria below. PHASE 1 Points will be allocated to criteria within the following framework: Peremptory Requirements Reference Page The ERP software proposed must be a cloud based solution Technical Requirements 1. Modules: Must cater for all our needs Finance General Ledger (3) Accounts Payable (2) Accounts Receivable (2) Planning & Budgeting (2) Bank Reconciliation (2) Payroll Management (3) Cash Management (2) Fixed Assets (2) Human Capital Management Personnel Management (5) Leave Management (5) Supply Chain Management Procurement (5) Contract Management (3) ICT ICT Helpdesk (2) Client Management Features (2) Business Intelligence BI (2) Operations Food safety audits (2) Operations Planning (1) Time and Expense Control (1) Lab Client Self-Service (1) Ability to integrate with external systems (5) Ability to provide a fully integrated software solution (5) General & Technical (2) Non-Functional (1) Mobility (1) Portal (1) 2. Provide us with your Post Implementation Support Model Maximum Points Reference Page in proposal 3. Process Please provide best practice processes per module (Referred to in 1 above.) Share your experience on refining organisational processes (minimum 5 years) 4. Provide your Flexible licensing model solutions (To cater for Permanent employees vs Temporary Employees (Seasonal Contract workers) 6. Total Points A tenderer must obtain a minimum of 80 points to qualify for the shortlist. To enable the PPECB to evaluate the entity on the above criteria, please ensure that adequate documentation is attached P a g e

10 Tenders will be evaluated for functionality and bidders must meet a minimum functionality threshold of 80. Tenderers scoring less than 80 points will be disqualified. PHASE 2 - Presentations Technical Requirements 1. Modules: Must cater for all our needs Finance General Ledger (3) Accounts Payable (2) Accounts Receivable (2) Planning & Budgeting (2) Bank Reconciliation (2) Payroll Management (3) Cash Management (2) Fixed Assets (2) Human Capital Management Personnel Management (5) Leave Management (5) Supply Chain Management Procurement (5) Contract Management (3) ICT ICT Helpdesk (2) Client Management Features (2) Business Intelligence BI (2) Operations Food safety audits (2) Operations Planning (1) Time and Expense Control (1) Lab Client Self-Service (1) Ability to integrate with external systems (5) Ability to provide a fully integrated software solution (5) General & Technical (2) Non-Functional (1) Mobility (1) Portal (1) 2. Provide us with your Post Implementation Support Model Maximum Points Reference Page in proposal 3. Process Please provide best practice processes per module (Referred to in 1 above.) Share your experience on refining organisational processes (minimum 5 years) 4. Provide your Flexible licensing model solutions (To cater for Permanent employees vs Temporary Employees (Seasonal Contract workers) 6. Total Points A tenderer must obtain a minimum of 80 points to qualify for the shortlist. To enable the PPECB to evaluate the entity on the above criteria, please ensure that adequate documentation is attached Tenders will be evaluated for functionality and bidders must meet a minimum functionality threshold of 80. Tenderers scoring less than 80 points will be disqualified. 10 P a g e

11 Phase 3: Pricing and BEE Evaluation The following preference point systems are applicable to all bids whereby preference points shall be awarded for Price; and B-BBEE Status Level of Contribution. the 80/20 system for requirements with a Rand value of up to R (all applicable taxes included); and the 90/10 system for requirements with a Rand value above R (all applicable taxes included). The value of this bid is estimated not to exceed R and therefore the 80/20 system shall be applicable. 12. FURTHER INFORMATION For further information a tenderer may contact the Procurement Officer at the address shown below: Physical Address PPECB 45 Silverboom Avenue Plattekloof Postal Address PPECB The Procurement Official PO Box Panorama 7506 Contact number Technical Enquiries Heather Van Wyk - heathervw@ppecb.com Commercial Enquiries Ikanyeng Matloko ikanyengm@ppecb.com 11 P a g e