REQUEST FOR PROPOSAL «EAI (TIBCO) INTEGRATION PARTNER»

Transcription

1 Information Technology Procurement Page 1 IOPPSS REQUEST FOR PROPOSAL «EAI (TIBCO) INTEGRATION PARTNER» IOPPSS

2 Information Technology Procurement Page 2 Aventis Pharmaceuticals Inc REQUEST FOR PROPOSAL - NUMBER THE ABOVE NUMBER MUST APPEAR ON ALL PROPOSALS AND RELATED CORRESPONDENCE. REQUEST DATE THIS IS NOT AN ORDER RESPOND NOT LATER THAN RFP DESCRIPTION: TIBCO Integration All bidders are advised that they must respond in detail to each element of this RFP in order to be considered for the award. SEND ALL CORRESPONDENCE/FAXES TO THE BUYER This request for proposal (RFP) is being provided for the purpose of obtaining bids for an EAI (TIBCO) INTEGRATION PARTNER.This RFP and your response will be the basis for and be incorporated into any resulting contract between Aventis Pharmaceuticals herein referred to as Company and the successful Supplier(s). Proposals submitted in response to the RFP shall represent a firm offer to contract on the terms and conditions described in such proposals. Each representation of fact and promise of future performance therein will be incorporated into the contract as a warranty or covenant. Any statement of fact or promise of future performance that is not intended by the Supplier as a warranty or covenant should be clearly identified. This is a request for proposal and does not commit Company to pay any costs incurred in the preparation and submission of a proposal or to procure a contract for any services, supplies or equipment. Company reserves the right to reject any proposal or part thereof without stating any reason whatsoever. Company, shall not be bound to accept the lowest proposal or even any proposal. Company reserves the right to discontinue negotiations at any time prior to the signing of a definitive contract for any or no reason. Company reserves the right to make multiple awards from the request for proposal. During the period of the bidding, your point of contact will be limited to Gary Mauro. Any contact regarding this bid with Company associates other than the buyer may be grounds to disqualify your proposal. Submit in writing via fax or any questions you may have regarding the proposal. Every effort will be made to respond to your questions within two business days of receipt. Responses to all questions will be forwarded to all bidders. Request for Proposals

3 Information Technology Procurement Page 3 Table of Contents Section A. Instructions to Bidders 4 Communications 4 Proposal Submission. 4 RFP and Selection Process 5 RFP Evaluation Criteria 5 Evaluation Process 6 Outline of System Under Investigation 6 Requirements 6 Section B Company Contract Terms and Conditions 8 Section C Functional Requirements and Specifications 9 Introduction 9 Section D EAI Strategy for Application-to-Application Interfaces 11 Objective 11 Section E Pricing Matrix 13 Competitive Pricing 13

4 Information Technology Procurement Page 4 Section A. Instructions to Bidders Communications All communication with Company is to be directed to Company Procurement (Point of Contact) as follows: Questions regarding the RFP contents may be sent to the Buyer via fax or until 2 business days prior to due date for proposals. Company will make every effort to provide a written response within 2 business days. Any verbal statements regarding this RFP by any persons other than the POC should not be relied upon. Whenever responses to inquiries would constitute a modification or addition to the original RFP, the reply will be made in the form of an addendum to the RFP, a copy of which will be forwarded to all vendors. All questions must include: Vendor s name, requester, and appropriate contact information. Clearly state the question and RFP section. Specific reference to the applicable RFP section(s). The original Response and all written copies must be signed by a person in Vendor s organization authorized to bind the company and needs to be submitted to the POC identified above. This RFP remains the property of Company at all times, and must be returned by the vendor upon request. Vendors not submitting a Response must immediately return all printed, graphic and electronic documentation to the POC. All Responses and related materials, once delivered, become the property of Company. Vendors may submit one or more alternative Responses in addition to a response conforming to the requirements specified in this RFP. Any alternative Responses must be clearly identified and separate from the original Response. Any alternatives must be prepared using the same format specified in this RFP. The vendor will assume full responsibility to demonstrate that the alternative will meet or exceed Company's expectations. Vendors are not permitted to make any public announcement or release any information regarding Company s Project initiative or evaluation process. Company may at its sole discretion and upon prior written approval, authorize vendor to issue a news release. Vendors bidding on the RFP will be required to sign a non-disclosure agreement. Proposal Submission. Your proposal will be consider responsive and complete if the following are provided: Optional Cover Letter Optional Executive Summary Response as to the acceptance or rejection in whole or in part of all Contract Terms and Conditions provided in this document. Do not sign the contract at this time. The submission of an SOW. The SOW should contain at minimum: o Detailed reconciliation of each requirement. Should reference past experiences and/or vendor methodology and/or complimentary philosophies. o o A resource plan type, number and location. Two project schedules, a near term (June 20xx to first site transition Le Trait Jan. 20xx) and longer-term balance of 20xx.

5 Information Technology Procurement Page 5 o Costs. All labor costs/ rates are to be inclusive of all expenses. Aventis will not pay for expenses separately Reason why the vendor should be selected and/or vendor s strengths Acceptance or rejection of each Functional and Specification Requirement Pricing as requested. RFP and Selection Process Distribute RFP to select number of potential bidders RFP response (approximately 2 to 3 weeks) Evaluation of RFP responses by Company (approximately 1 week) Selection of desired Vendor and contract negotiations (approximately 1 week) Contract approval and award (approximately 1 week) Note: Company reserves the right to reject all proposal or decline to award any contract at Company s sole discretion. RFP Evaluation Criteria The competency, experience and background of vendors will be considered in evaluating the Responses. Company reserves the right to withhold all information used in conducting the evaluation. Proposals will be evaluated based on many factors including, but not limited to, vendor s ability to effectively deliver the product and/or services as well as the vendor s financial stability and organization and support structure. Order of criteria does not indicate level of importance. In addition, any other relevant criteria at the sole discretion and determination of Company may be used. Some of the business factors to be reviewed include (not in any order of preference). Vendor business and financial stability (# of years in business and relative growth) Number of TIBCO installations installed by Vendor Vendor s rights to the products offered (was software developed by Vendor? If not by who and what is the relationship?) Vendor s ability to provide and warrant the products and services proposed Vendor References (three is sufficient including phone and contact information) Up front pricing, support pricing and (Company) perceived ability to work through contract terms and conditions with Vendor Vendor details such as ownership, capital structure, profit record, turnover, number of staff, number of installations, etc. Number of established users of the product Reference sites using the recommended solution. Vendors should be specific when reference sites use products that are similar but not identical or when used in a different technical environment. Product information including software release plans and historical frequency of releases since product introduction. User group information, contacts for officers, meeting minutes and major product improvements based on User Group requirements

6 Information Technology Procurement Page 6 Evaluation Process Following the receipt of the Statement of Work, (SOW), it may be necessary to schedule additional communication sessions (tele - video - face-to-face) in order to clarify details. This is expected and acceptable. The initiation of these sessions will be the responsibility of those vendors that submit a SOW. Outline of System Under Investigation As stated in the Introduction, the IOPPSS project is the initial pilot of TIBCO Active Enterprise for Aventis. Aventis is taking the opportunity of this pilot to not only develop a specific EAI solution based on approved requirements but also is intended to leverage to-be developed methodologies, standards and guidelines for future EAI applications, and to develop the core competencies within the global shared service team for the technical administration and configuration of Tibco in alignment with the defined strategy (see section D). The vendor s contribution is expected to be a combination of standard/methodology EAI development, (partnering with established Aventis EAI processes) and full life cycle development (prototype, testing, installation) involvement with emphasis on knowledge transfer to those selected Aventis technicians who will join the IOPPSS development team and infrastructure shared services teams. Overall project management and document methodology will be the responsibility of Aventis. Any project methodology introduced by the vendor should support the Aventis Summit Ascendant methodology, which will be the dominant approach. Requirements General Requirements All communication and documentation is expected to be English. In support of IOPPSS EAI development, a physical vendor presence is expected in Kansas City from a period roughly from July 20xx through Dec. 20xx followed by a similar presence in Europe (Frankfurt) for the balance of the assignment. Some international travel is anticipated during site transition (roll-out). Process/Project Requirements Participation in the design and development of EAI standards that will enable effective EAI deployment post and concurrent with IOPPSS. Participating with Aventis IOPPSS technical infrastructureteam and Aventis global Tibco competency center regarding the design and deployment of technical platform solutions that support IOPPSS platform requirements in North America, Europe and Japan and allow for future extensibility throughout the enterprise. In additional to integration with Aventis Global I/T, dialog will also be expected between the vendor and TIBCO as well as IBM infrastructure. Knowledge transfer to the Aventis Tibco competency center regarding the technical configuration and administration of Tibco at an enterprise level. Interested vendors are expected to provide on-the-job TIBCO development and technical administrative training (TIBCO Active Enterprise) during initial development (Summer Fall of 20xx) and at the initial two transition sites (Le Trait France, Dagenham - UK).

7 Information Technology Procurement Page 7 Interested vendors are expected to recommend, as appropriate, an effective formal TIBCO training plan identifying appropriately timed, cost effective TIBCO course utilization. It is expected that on-site vendor involvement will assist in limiting or eliminating the costs and schedule impacts of formal TIBCO coursetraining. Interested vendors should provide a summary of any experiences concerning EAI development within a regulated industry. Past experiences with CFR-Part 11 guidelines should be noted. Training. Development Requirements Interested vendors are expected to organize a pilot EAI solution based on the approved IOPPSS Application mapping requirements in an effort to demonstrate a quick fully functional closed loop solution that can be studied and copied. This is expected early in the development engagement. The entire IOPPSS phase one project, (all sites) anticipates the development of individual EAI publish/subscribe system events. These will be limited to A-to-A EAI transmissions. Interested vendors will be responsible for the configuration, testing and installation of the initial set (French site Le Trait total number 15 18) of IOPPSS EAI application map transactions with the expectation that other site development is shared and eventually accomplished by Aventis technicians. Full knowledge transfer is expected at the end of the two-year engagement. The specification document (IOPPSS Application Mapping) is available for review upon request.

8 Information Technology Procurement Page 8 Section B Company Contract Terms and Conditions

9 Information Technology Procurement Page 9 Section C Functional Requirements and Specifications Introduction Aventis Industrial Operations has initiated a two year systems project, (IOPPSS), that has the objective of designing, developing, validating and installing a common Globally-configured version of the application systems of a Data Analysis Tool, EBRS and LIMS at each of 5 key sites (Phase 1) and to connect them to the site ERP system and key process PLCs and DCS. These common systems will allow each site to collect, store and analyze processing data from its key manufacturing and packaging work centers and replace or enhance current manual processes. TIBCO s Active Enterprise, (the Aventis global IT EAI standard), has been selected as the software that will satisfy the required transactional data sharing between the system components of an IOPPSS plant installation. IOPPSS in partnership with Aventis Global IT is pursuing a minimum two-year relationship with an experience EAI integration partner to assist in: The definition and development of a functional architecture that will satisfy the IOPPSS phase 1 site rollout and create a framework from which concurrent and future EAI applications can be based. The definition of the technical architecture that will enable EAI to be managed and deployed on a global scale. The software configuration (development) of the TIBCO Active Enterprise in response to the IOPPSS interfaces requirements (Application Map Transactions). TIBCO knowledge transfer that will enable Aventis to function independent from integration partner assistance by the end of the two-year assignment. The IOPPSS project should be viewed as the initial EAI TIBCO pilot from which Aventis expertise and investment can be leverage for any number of future EAI applications. That being stated, the majority of this RFP references the IOPPSS pilot with the expectation that design expertise provided by the integration partner will also aid in the continued deployment of EAI TIBCO technologies beyond IOPPSS. Regarding IOPPSS, the system components that EAI will be asked to communicate with (Application to Application) include: Electronic Batch Record System (EBRs) An application that will be used to electronically document (and in some cases control) the manufacturing and packaging process. The electronic records and related electronic signatures will be compliant with internal, external and regulatory requirements. Laboratory Information Management system (LIMS) - An application for planning, scheduling, processing and documenting relevant lab inspections for various types of materials, (raw materials, packaging materials, intermediates, drug substances and finished drug products), IPC's, stability studies, microbiological monitoring, controlling laboratory testing and collecting and storing analytical data including the storage of the related analytical results. Interface with Enterprise Resource Planning (ERP) systems such as SAP R/3 or PRIZEM for: Financial reporting, Production Planning, Distribution, Human Resource, etc. Interface with PLCs - Programmable Logic Controllers and Distribute Control Systems used to automate key pieces of processing equipment. The 5 Phase I Sites are:

10 Information Technology Procurement Page 10 Le Trait DPO site in France (this will be the pilot site) Dagenham DPO site in United Kingdom Frankfurt DPO site in Germany Kawagoe DPO site in Japan Frankfurt API site (Insulin Plant) in Germany After IOPPSS phase I, the phase II project will be to roll out the Global configuration of the systems to other key Aventis sites (could be up to 15 additional sites). The software vendors selected for EAI involvement are: API Plants EBRS - Aspentech LIMS - SAP QM DPO Plants EBRS - ProPack Data (PMX software) LIMS - SAP AG (SAP R/3 including QM) SAP QM (Le Trait and Dagenham will get Applied Biosystems (SQL*LIMS) as they currently are not using SAP for the ERP solution. In all instances, existing ERP applications (SAP and PRIZEM) will be used for the source of planning and inventory data. Regarding the high level IOPPSS assumptions... IOPPSS will select an integration partner that has EAI expertise. IOPPSS will be responsible for overall project management. A key component of success for IOPPSS and Aventis is the delivery of EAI TIBCO knowledge transfer from both the software vendor and the integration partner. EAI development in support of IOPPSS DP phase I sites, will physically take place in Kansas City, Missouri, USA and initiation of the development engagement is expected to begin the week of June 24, 20xx. English will be used for all work and documentation. EAI development in support of the IOPPSS API phase sites, will physically take place in Frankfurt, Germany and initiation of the development engagement is expected to begin no latter than June 1, 20xx. English will be used for all work and documentation. International travel (approx. 25%) is anticipated.

11 Information Technology Procurement Page 11 Section D EAI Strategy for Application-to-Application Interfaces Objective Define elements and basic tenets that should be included in the Aventis strategy and best practices toward building an EAI A2A framework and service. Strategy elements: The Business Process Manager is a key differentiator between an EAI backbone and point-to-point interfaces. The BPM should be used to centralize the control of business processes across distributed applications and to capture information on the business process definitions. A reusable library representing integration components and shared objects will be maintained for enterprise-wide use. A conceptually centralized EAI HUB strategy will be implemented (single object library, meta data repository, Business Process Manager, etc.). But to address performance and fault tolerance multiple physical hubs will exist (linked? replicated? fault-tolerant pair? two server instance? TBD as part of initial pilot). Regardless, the management and change control will remain centralized. An EAI Shared Competency Center will be implemented to centralize interface skills to plan the design, development, and maintenance of the operating interfaces. It will also be charged with developing best practices and detailed standards. It will centralize the architecture and design skills about EAI-based interfaces in a way that optimizes the reuse of the interfaces. All new interfaces must be evaluated for implementation using the standard EAI solution (based on best practices for EAI). A heterogeneous EAI environment approach would result in lost opportunity for object reusability and business process control. Any deviation from the Tibco standard for EAI application-to-application interfaces should be strongly challenged. It is important to have a clear convergence strategy for EAI. As non-standard EAI interfaces or point-topoint interfaces are significantly reproduced or duplicated with the standard EAI solution, the nonstandard technology interfaces should be re-engineered to the standard (to optimize reusability and reduce future maintenance costs). Best practices: EAI requires the avoidance of intermediary files. To access all the necessary information used to diagnose bad transfers, EAI needs to supervise the overall interface from source to destination. Using intermediary files prevents global supervision of the interface.

12 Information Technology Procurement Page 12 EAI should be used for application-to-application interfaces. It should not be used to do very large file transfers. When determining if an extract, transform and load (ETL) tool or an enterprise application integration (EAI) technology is needed, consider whether: The profile of the workload is query-intensive (ETL) or transaction-intensive (EAI) Near real-time update is needed (EAI) A large volume of data requires transformation and moving (ETL) The application construction paradigm is that of a functional 4GL API (EAI) or data-centric paradigm such as SQL (structured query language) (ETL) Standards-based metadata is needed o If the workload is query-intensive, requiring significant data aggregation, involves moving relatively large volumes of data and invites a data-centric approach (with standards-based metadata for reuse), then an ETL tool is the technology of choice. o If the workload is transaction driven, requiring near real-time update with a programming paradigm (and metadata is relatively less important), then a message broker is a good choice. As much as possible, business rules should be maintained in one place (the application). However, since EAI supports more and more functionality, it may be appropriate to duplicate business rules in EAI. The driver will be whether the business rule spans applications and control of the business process is integrated with the business rule. Improve interfaces iteratively. The Big Bang approach does not work for interfaces. By separating out the different operations of the interface, EAI allows iteration without starting from scratch each time there is a specification change. This allows interfaces to be developed that meet the evolving needs of the enterprise and also allow parallel development of packaged applications.

13 Information Technology Procurement Page 13 Section E Pricing Matrix Competitive Pricing Suppliers are expected to provide their best and most competitive pricing NOW. This is not a request for budget purposes and represents a significant opportunity for a supplier to develop a strategic business with AVENTIS. AVENTIS intends to award a contract based on proposals submitted as a result of this RFP. Suppliers will not get another chance! Please provide pricing by job description that includes expenses. Please provide a breakdown by expected hours to be worked on the project by job description