REQUEST FOR EXPRESSION OF INTEREST (EOI)

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United Nations Nations Unies Procurement Division New York REQUEST FOR EXPRESSION OF INTEREST (EOI) Title of the EOI: EOI for United Nations Enterprise Resource Planning (ERP) System Support Services

1 United Nations Nations Unies Procurement Division New York REQUEST FOR EXPRESSION OF INTEREST (EOI) Title of the EOI: EOI for United Nations Enterprise Resource Planning (ERP) System Support Services Date of this EOI: 10 October 2013 Closing Date for Receipt of EOI at PD: 06 November 2013 EOI Number: EOICH9207 Address EOI response by fax or for the Attention of: Charles Hill Fax Number: Address: n/a UNSPSC Code: DESCRIPTION OF REQUIREMENTS The United Nations is undertaking a phased implementation of an Enterprise Resource Planning (ERP) system which will enable the effective global management of human, financial and physical resources, and that employs streamlined processes and best practices. Umoja will enable high-quality, cost-effective service delivery to support the execution of evolving mandates everywhere the Organization operates. For information on the Umoja Programme please go to: The purpose of the Expression of Interest (EOI) is to identify Vendors capable of providing the United Nations (UN) Department of Management / Umoja with SAP Design, Build, Test and Deploy Services and Application Management Services (hereafter Support Services ). Qualified Vendors will be invited to participate in the forthcoming Request for Proposal (RFP) for the provision of Support Services for future releases and on-going sustainment of the Umoja Solution. The United Nations ERP system is being developed in an SAP environment utilizing components such as ECC, SRM, MDM, among others. The functionality of the UN s ERP is being implemented and deployed in several phases, namely - Umoja Foundation, Umoja Extension 1 (UE1) and Umoja Extension 2 (UE2). The deployment of Foundation and UE1 will be phased-in over five clusters which commenced July 2013 and is anticipated to be completed in early UE1 includes all Human Resources, Payroll, and Travel functionality, with an initial Production Pilot in March 2014 and continuing with deployments through UE2 includes Budget Formulation, Project/Programme Management, Demand Planning, Conference and Event Management, and further functionality to be defined that will build upon the Foundation and UE1 deployments. The timing of UE2 is expected to be Subsequent releases will build, test and deploy additional functionality.

2 On 1 July 2013, Umoja became fully operational in United Nations Interim Force in Lebanon (UNIFIL), the Office of the United Nations Special Coordinator for Lebanon (UNSCOL) and in certain offices at the UN Headquarters. The wider deployment of Umoja commences in November Description of the Services: The Vendor will provide Levels 2 and 3 support for the deployed Umoja Solution as it is globally deployed and provide additional services on an as-needed basis in support of stabilization of the deployed functionality and in support of the ongoing development activities. In addition, the Vendor will be responsible for the updating of all associated Umoja documentation associated with their activities including, but not limited to: Business Design Documents, Functional Specification Documents, Technical Specification Documents and required Training Documents. Description of the Services: The Vendor will provide Levels 2 and 3 support for the deployed Umoja Solution as it is globally deployed and provide additional services on an as-needed- basis in support of stabilization of the deployed functionality and in support of the ongoing development activities. In addition the Vendor will be responsible for the updating of all associated Umoja documentation associated with their activities including, but not limited to: Business Design Documents, Functional Specification Documents, Technical Specification Documents, and required Training Documents. Support Services will be divided into three (3) Work Packages based upon the type of service provided and the type of contractual arrangement the UN will enter into. Work Package 1 shall be contracted on a Fixed-Price basis. Work Packages 2 and 3 shall be contracted on a Fixed-Price and/or Time and Material to Deliverables basis by applying the Staff Resources Rate Card and prior approved Deliverable expectations and schedule. Below is a brief description of the services required under each Work Package: Work Package 1: Application Management (Level 2 and 3) Support Management includes: Quality Assurance Support Management/ SLA Management Reporting and Metric Knowledge transfer Transition to Application Management Onboarding Transition from current Systems Integrators Application Maintenance includes: Corrective and Emergency Maintenance (break fix) Minor enhancements to functionality or development objects Support for Preventative Maintenance Transition to UN Support Transition to Steady State Umoja Support Team Work Package 2: Application Enhancement of Deployed Functionality Application Development Enhancements to functionality or development objects Application Maintenance Upgrades

3 Work Package 3: SAP Design, Build, Test and Deploy Services Final Design of the Umoja Extension 2 functionality comprising : Conference and Event Management Office Space Management Service Management Budget Formulation Programme Management Project Management Supply Chain Demand Planning Force Planning Additional Extensions of Foundation and UE1 functionality Configuration Build Tests, including functional, integration, regression testing. Deployment Services including cutover planning and go-live execution. Services delivered to Umoja will be carried out based on a series of Statements of Work (SOWs) executed under a Master Services Agreement (MSA) with the single successful Vendor. Service Period: It is envisioned that the all Work Packages Services will commence upon contract execution and continue for initial three (3) year period with the option to extend for two consecutive 1-year periods. Work Packages 1 and 2 will commence immediately upon contract execution with transition with transition from the current Umoja Build System Integrators to be completed by July 2014 and August 2014 respectively. Work Package 3 will commence with preparatory tasks by the fourth quarter of The subsequent Request For Proposal (RFP) related to this EOI will detail the request across all required services. A detailed deployment schedule will be provided as an appendix to the Request for Proposal document. Important Note: The United Nations has a contract in place for hosting services covering hardware and activities such as DBA, backup and recovery, DA and HA. The intent of this procurement exercise is to complement these services, not replace them. The United Nations anticipates that there will not be an overlap with the service currently provided by the Hosting Services Contractor. Similarly, it should be noted that the existing contracts for build and deployment of the Umoja Foundation and Umoja Extension 1 functionality include so-called Hypercare Services for the initial deployment of the Umoja Solution (i.e. foundation go-live occurred July 2013; UE 1 go-live February 2014). SPECIFIC REQUIREMENTS / INFORMATION (IF ANY) PRE-QUALIFICATION REQUIREMENT AND PROCESS The United Nations requires that all vendors responding to this Expression of Interest must attach their prequalification application. Submission of the pre-qualification application, which consists of Forms A, B and C of this EOI, will be done by signing and submitting the Forms by the deadline of 06 November Pre-qualification applications will be evaluated each Friday starting 09 October 2013 through 10 November It is highly recommended that vendors submit their expressions and application well in advance of the submission deadline in order to receive confirmation of qualification early in the process. Only applications that are fully completed will be evaluated. In order to pass the pre-qualification criteria, vendors must demonstrate through their responses comparable experience in the relevant service areas and capabilities to perform the functions to be contracted. Qualified vendors must be able to work at UNHQ in New York as required and meet an acceptable aggregate score.

4 Please note that no substantive questions can be submitted at this stage of the process and that there will be no extension to the deadline of the EOI. ATTACHMENTS Form A: Company s Organization and Background Form B: SAP AMS Reference Form C: SAP Integration NOTE Information on tendering for the UN Procurement System is available free of charge at the following address: Only the United Nations Global Marketplace (UNGM) has been authorized to collect a nominal fee from vendors that wish to receive automatically Procurement Notices or Expression Of Interest. Please subscribe to Vendors interested in participating in the planned solicitation process should complete the Vendor Response Form of this EOI and send it via fax or to United Nations Procurement Division (UNPD) before the closing date set forth above.

5 VENDOR RESPONSE FORM R TO: Charles Hill EOI Number: EOICH9207 FAX: n/a UNSPSC Code: FROM: SUBJECT: EOI for United Nations Enterprise Resource Planning (ERP) System Support Services To be completed by the Vendor (All fields marked with an * are mandatory) If your company is not registered with UNGM, please use the following URL to register at United Nations Global Marketplace (UNGM): Registration at UNGM is free but mandatory for responding to this EOI. The following information is available about the registration process. COMPANY INFORMATION UNPD Vendor ID Number*: UNGM Vendor ID Number*: Legal Company Name (Not trade name or DBA name) *: Company Contact *: Address *: City *: State: Country *: Zip/Postal Code *: Telephone Number *: Fax Number *: Address: Company Website: We declare that our company fully meets the prerequisites A, B, C, D and E, for eligibility to register with the United Nations as outlined in the paragraph 1 of the EOI INSTRUCTIONS page. Signature : Date: Name and Title : FOR UNITED NATIONS OFFICIAL USE ONLY Requested By : Approved By : Actions/Approved By Team Leader, VRMT : Signature Signature Signature Name Name Name Procurement Officer / Assistant Team Leader/Section Chief/CPO

6 1) Registering as a Vendor with the United Nations EOI INSTRUCTIONS Vendors interested in fulfilling the requirement described above must be registered with UN in order to be eligible to participate in any solicitation. Information on the registration process can be found at Prerequisites for Eligibility In order to be eligible for UN registration, you must declare that: A. Your company (as well as any parent, subsidiary or affiliate companies) is not listed in, or associated with a company or individual listed in: i. the Compendium of United Nations Security Council Sanctions Lists ( or ii. the IIC Oil for Food List website ( or, if listed on either, this has been disclosed to the United Nations Procurement Division in writing. B. Your company (as well as any parent, subsidiary or affiliate companies) is not currently, and has not been in the last five years, under investigation or sanction by i. the United Nations, its field missions or any other United Nations organization (including the World Bank), ii. or any government of a United Nations Member State, or, if so in any case, such information, including all related circumstances, has been fully disclosed to the United Nations Procurement Division in writing C. Your company has no outstanding or pending bankruptcy, judgment or legal action that could impair your company's ability to continue operating as a going concern D. Your company does not employ, or anticipate employing, any person (s) who is or was recently employed by the UN (per ST/SGB/2006/15, post-employment restrictions ( E. Your company (as well as any subsidiary or affiliate companies) and all employees, agents, intermediaries and other persons retained by these companies agree to cooperate with the United Nations during any investigative processes undertaken by them, either before during or after execution of a contract, including providing all required documents, company records, access to employees, officers and staff, as well as financial information. For Registered Vendors: Vendors already registered must ensure that the information and documentation (e.g. financial statements, address, contact name, etc.) provided in connection with their registration are up to date in UNGM. For Vendors Interested in Registration: Vendors not yet registered should apply for registration on the United Nations Global Marketplace ( information on the registration process can be found at Vendors must complete the registration process within 90 days of the date of this REOI. Vendors who have not initiated and completed the formal registration process with the Procurement Division within the 90 day-period will be automatically removed from the vendor roster and will have to start again a new registration for consideration in future EOI and tendering exercises. IMPORTANT NOTICE: Any false, incomplete or defective vendor registration may result in the rejection of the application or cancellation of an already existing registration. 2) EOI Process Vendors interested in participating in the planned solicitation process should forward their expression of interest (EOI) to the United Nations Procurement Division (UNPD) by the closing date set forth in this EOI. Due to the high volume of communications, UNPD is not in a position to issue confirmation of receipt of EOIs. Please note that no further details of the planned solicitation can be made available to the vendors prior to issuance of the solicitation documents. This EOI is issued subject to the conditions contained in the EOI introductory page on the UNPD Website indicated above.

7 Prequalification FORM A: FIRM S ORGANIZATION AND EXPERIENCE Company s Organization & Background Using the format below, provide information for the prime vendor only. This document must be no longer than two sides. Company name: Description of Organization: Number of years providing SAP AMS and integration services : Corporate Annual Revenue (FY2012): Corporate Annual Revenue (FY2011): Corporate Annual Revenue (FY2010): SAP services group Annual Revenue (FY2012): SAP services group Annual Revenue (FY2011): SAP services group Annual Revenue (FY2010): Average FTE (Full Time Equivalent) Employees in SAP services group (current): Description of any judgments, claims, legal actions, awards, and regulatory actions or similar against your organization for any SAP services/products provided in the last seven (7) years. Explicitly state NONE, if that is the case: Does your firm have the ability to work internationally and on site at UN Headquarters in New York, USA? Is your firm a SAP Global Service Partner? If not, please describe any formal Partnership arrangement between your firm and SAP:

8 PRE QUALIFICATION FORM B: SAP AMS REFERENCE #1 Assignment name: Approx. value of the contract: Country: Duration of assignment (months): Start date (month/year): Completion date (month/year): Name of Client: Contact Name: Address: Telephone Number: Fax Number: Number of countries with deployed locations: Number of end users, not including Employee or Manager Self Service: Description of Project, including SAP modules supported: :

9 PRE QUALIFICATION FORM B: SAP AMS REFERENCE #2 Assignment name: Approx. value of the contract: Country: Duration of assignment (months): Start date (month/year): Completion date (month/year): Name of Client: Contact Name: Address: Telephone Number: Fax Number: Number of countries with deployed locations: Number of end users, not including Employee or Manager Self Service: Description of Project, including SAP modules supported: :

10 PRE QUALIFICATION FORM C: SAP INTEGRATION REFERENCE #1 Assignment name: Approx. value of the contract: Country: Duration of assignment (months): Start date (month/year): Completion date (month/year): Name of Client: Contact Name: Address: Telephone Number: Fax Number: Number of countries deployed: Number of end users, not including Employee or Manager Self Service: Description of Project, including SAP modules deployed: :

11 PRE QUALIFICATION FORM C: SAP INTEGRATION REFERENCE #2 Assignment name: Approx. value of the contract: Country: Duration of assignment (months): Start date (month/year): Completion date (month/year): Name of Client: Contact Name: Address: Telephone Number: Fax Number: Number of countries deployed: Number of end users, not including Employee or Manager Self Service: Description of Project, including SAP modules deployed: :

REQUEST FOR EXPRESSION OF INTEREST (EOI)

United Nations Nations Unies Procurement Division New York REQUEST FOR EXPRESSION OF INTEREST (EOI) Title of the EOI: ERP Technical Services Date of this EOI: 17 January 2018 Closing Date for Receipt of