Request for proposal and quotation Provision of Business Intelligence Service within ICT RFP/ICT/BI/2019/23

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1 1. PURPOSE Request for proposal and quotation Provision of Business Intelligence Service within ICT RFP/ICT/BI/2019/23 To appoint a service provider for a period of 12 months, with an option of renewal, to provide a Business Intelligence (BI) service within the ICT environment, which provides information to various stakeholders internally and externally. The service provider must assess, determine an action plan and create a supporting and functional BI environment that augments the ICT strategy and future plans of PPECB. 2. SCOPE The scope of service required is (but not limited to) the following projects: Business Intelligence Data Warehouse for Titan2 project Business Intelligence reporting for Titan 1 Business Intelligence ERP General BI functions (delivering a superior BI service to the business ensuring a fully functional and operational environment to support the business needs, departmental dashboards, improving on the current service, including ad hoc reports, PAIA (Promotion of Access to information Act) reports, provisional functional data warehouse environment, etc) Provide advice, guidance and direction with regards future BI and data analytic trends, processes and tools and the use thereof within PPECB Provide suggestions on improving / enhancing the current BI landscape Upskilling of the current BI team The PPECB reserves the right to terminate without penalty if the successful bidder is not able to honour the terms and conditions specified by the contract. 3. REQUIREMENTS FROM SERVICE PROVIDERS 3.1 The current BI team consist of 2 BI team members who will need to be part of the service provider s team to deliver the BI service. The service provider must provide a plan of how they will be incorporated into the delivery team as well as an upskilling plan and monthly progress reports for them. The team current provide regular (daily, weekly, monthly, annual) reports to various internal and external stakeholders. Majority of the external reports are based on contracts and have SLAs for delivery. These reports need to be automated and verifications done on the accuracy of the content in order to support the provision of a self-service portal. Datazen is used internally to provide a basic business reporting dashboard for management. 3.2 ICT Technical Environment The BI technical environment is currently hosted on premise at PPECB s Head Office in Plattekloof.

2 Below are the high-level ICT environment technologies within which the service provider needs to operate (mainly based on the Microsoft technology stack): Data Warehouse(Reporting, Dashboards and Analytics) - SQL Server TFS - SSIS - SSRS - SSAS - DataZen Financial System Navision(current) 3.2 Other requirements Provision of a BI strategy and technical environment that supports PPECB s current and future needs Review, update and maintain BI standards and best practices. These must be documented, approved and stored in PPECB s content management tool. BI processes to be fully documented and maintained. These must be documented, approved and stored in PPECB s content management tool. Develop a self service portal for internal and external users Prepare and advise for on premise or cloud BI environment Deliver on SLAs to stakeholders Provide adhoc and PAIA reports (when requested) Develop a process to manage the demand for BI services to optimally service all stakeholders Ability to work in a fast paced agile environment For business information and database administration, the functions utilised are: o Business Intelligence using OLAP and TABULAR o Data analysis, data modelling and data warehousing experience o SQL, SSAS, SSRS, Navision and advanced excel o Analysis and problem-solving skills o Gather and compile requirements specification o Formulate database design to cater for future Business Intelligence environment growth. o Efficient in ETL for loading and transforming data o Unit Testing (Work together with in house testers to execute test cases) o Plan, organize and control own work effort, including regular progress feedback to own and other relevant areas o Any other related tasks as required by the line manager pertaining to the Business Intelligence environment o Needs to provide input and advice on Production, development, Testing and UAT servers for hardware requirements. o Needs to document the entire data warehouse for example: processes, development, servers, databases, etc 4. PROCESS The bidder must have and provide the following: 4.1 Experience At least 6-8 years experience in the provision of BI services. 4.2 References

3 The service provider must provide 3 written references of similar engagements with clients where BI services have been provided 4.3 Standards Conform to all PPECB BI & DB standards (and propose standards where necessary) Conform to best practices (and propose best practices where necessary) 4.4 People Management The Service Provider must have availability of resources for the duration of specific projects The Service Provider must have resources available to commence duty within 15 days of being awarded the contract The Service Provider must conduct monthly performance updates and reviews with PPECB ICT. The Service Provider must engage with relevant management to address the specified focus areas, if required Ideally, the company providing the service will have a Cape Town office or at the very least a representative based in Cape Town with the required skill who will be able to attend meetings and do consultations at the PPECB head office in Plattekloof. 5. PPECB BACKGROUND The Perishable Products Export Control Board (PPECB) is a Schedule 3A statutory organization in terms of the Public Finance Management Act 1 of 1999 (PFMA), established in The PPECB conducts its business in terms of the Perishable Products Export Control Act 9 of PPECB operates as a statutory body established by the Department of Agriculture, Forestry and Fisheries under the requirements of the Agricultural Products Standards Act 119 of As a public entity, PPECB has to adhere to the requirements of the PFMA. PPECB currently acts as an independent service provider of product quality certification, cold chain management and food safety services for producers and exporters of perishable food products. PPECB s services reduce the risk of producers and exporters of these products Customers and stakeholders include producers, producer organisations, pack-houses, manufacturers, exporters, export agents, cold store operators, transport operators, shipping lines, port authorities, port terminal operators, retailers and governments. Our Vat registration number is Allocation of points on functional and technical evaluation

4 6. POINT ALLOCATION Points will be allocated to criteria within the following framework: Evaluation Criteria 1 Service Provider s years of experience in similar assignments The minimum threshold = 35 2 to <6 years experience = 15 points 6 to 8+ years experience = 35 points 8+ years experience = 45 points 2 Provision of a governance and engagement framework to manage this BI service with PPECB - The minimum threshold = 35 o Must include a communications plan (if no communications plan is provided, service provider cannot achieve more than 20 points for this item) 3 Proof of skills levels and experience in the following: MS SQL Server Stored Procedures Data Structures ETL SSAS SSIS SSRS OLAP Cloud BI services/solutions Dashboards Data warehousing solutions / tools 4 Service provider can commence delivery of BI service within 15 days of being awarded the contract 5 Minimum threshold = 30 Proof of technical competence assessment results and qualifications required by resources who will be assigned to this contract (examples of technical competence assessment results and qualifications to be provided in response documents) Points Must be able to work on site at PPECB Head Office in Plattekloof 30 7 Service provider to provide a plan of how they will upskill and train current PPECB staff members (2 currently) to assist service provider to deliver the desired BI service (15) Plan of how the 2 current PPECB BI staff will be incorporated into service provider s delivery team (15) 30 Minimum threshold = 30 8 The Service Provider must provide 3 written references where BI services have been 30 implemented. 9 Plan of service provider deliverables and/or achievements for day 1, day 30, day 60, day 30 90, month 6 to deliver the BI service and transition the service to a superior one. 10 Presentation of proposed services and deliverables for each milestone as per point 9 25 Total Points 320

5 Providers who do not meet a minimum of 288 points and do not meet the minimum threshold scores for items 1, 2, 5 and 7 will be disqualified. 7. THE FOLLOWING CONDITIONS WILL APPLY: Preferential Procurement System Applicable: 80/20 Price(s) quoted must be valid for the duration of the contract period from date of your offer. Price(s) quoted must be firm and must be inclusive of VAT. A firm delivery period must be indicated. Submit the Original or Certified B-BBEE Certificate as accredited with industry accreditation certificates if you are claiming for Equity/ B-BBEE points, failing which, the B-BBEE claimed will be forfeited or zero points will be allocated. The payment terms are 30 days from statement after delivery of services. Provide CSD Summary Report ( ) The attached forms to be completed by the Bidder: Form Document Description o SBD 1 Invitation to Bid o SBD 2 Tax Clearance Certificate Requirements o SBD 3.1 Pricing Schedule o SBD 4 Declaration of Interest o SBD 6.1 Preference Point Claim form o SBD 7.1 Contract form: Purchase of goods/works o SBD 8 Declaration of Bidder s past SCM Practices o SBD 9 Certificate of Independent Bid Determination This request for formal quotation is subject to the Preferential Procurement Policy Framework Act and The Preferential Procurement Regulations, 2017, The General Conditions of Contract (GCC and, if applicable, any other special Conditions of Contract. Preference will be given to bidders with Level 3 B-BBEE Rating. PPECB will terminate the contract with immediate effect should the winning bidder be on the National Treasury s blacklisted vendors. PPECB will terminate the contract should winning bidder s tax status changes and the issues are not resolve after 60 days. All costs related to the submission in response to this request for quotation are for the bidder and cannot be claimed from PPECB. REGISTRATION ON THE CENTRAL SUPPLIER DATABASE (CSD): The bidder must be on the National Treasury s Central Supplier Database in order to do business with PPECB and for PPECB to award a bid and sign the subsequent contract. Registration on the CSD ( is compulsory and bids from unregistered bidders are not considered. National Treasury Contact Details: +27 (0) or csd.support@treasury.gov.za 8. REQUIREMENTS FOR TENDER SUBMISSION The Bidder will submit 2 files as follows

6 File 1 includes the technical proposal/specifications (No Pricing in this file). Please submit your proposal in a PDF and MS Word on a USB stick in envelope 1 as well. File 2 includes pricing and SBD documents indicated under Point No. 7 above. The Standard bidding forms (SBD Forms) must be signed by an authorized person representing the bidders. The proposal and accompanying documents shall be carefully parceled, sealed and be delivered to the Procurement Office no later than 14:00 pm on Friday 25 January Failure to comply with these instructions may result in the tender being considered ineligible. No late tender shall be considered. Late tenders will be opened after the Contract has been awarded, for the sole purpose of identifying Bidders. 9. FORM OF CONTRACT The PPECB and the successful Bidder will enter into a written contract and/or Service Level Agreement in respect of the services detailed in section 1 and 6 of this Request for Quotation. The form of contract and/or Service Level Agreement will be as agreed between the PPECB and the successful Bidder. Should you have any queries regarding the proposal request, please do not hesitate to contact: Technical Enquiries: Roshon Omar roshono@ppecb.com Procurement Enquiries: Unathi Manda / Thabile Langa unathim@ppecb.com / thabilel@ppecb.com The PPECB reserves the right to not appoint a provider or to amend the request due to business requirements.