BANK OF UGANDA Republic of Uganda BIDDING DOCUMENT EXPRESSION OF INTEREST FOR PROVISION OF CONSULTANCY SERVICES FOR DATA WAREHOUSE, BUSINESS INTELLIGENCE STRATEGY AND IT APPLICATIONS RATIONALISATION SUBJECT OF PROCUREMENT: PROCUREMENT REF. NO. DATE OF ISSUE: EXPRESSION OF INTEREST FOR PROVISION OF CONSULTANCY SERVICES FOR DATA WAREHOUSE, BUSINESS INTELLIGENCE STRATEGY AND IT APPLICATIONS RATIONALISATION BOU/SRVCS/15-16/00120 November 26, 2015 Page 1 of 17
1. Introduction Bank of Uganda has allocated funds to be used for the acquisition of Consultancy services for Data Warehouse, Business Intelligence Strategy, and IT Applications Rationalization 2. Purpose This request for EOI is intended to identify highly skilled and experienced firms that have the capacity to of consultancy services for data warehouse, business intelligence strategy and it applications rationalization. After review and evaluation of the Proposals submitted by firms, the Bank will shortlist eligible firms that will be invited to bid for Consultancy services for Data Warehouse, Business Intelligence Strategy, and IT Applications Rationalization. 3. Scope a. For DATA-WAREHOUSE AND BUSINESS INTELLIGENCE STRATEGY Abstract The Bank of Uganda (BOU) intends to undertake a Data-Warehouse and Business Intelligence (DW/BI) initiative. The main objectives of this initiative are: 1.To establish means by which the public and other external stakeholders can access timely and accurate data in a convenient manner, thereby improving BOU s information provision services. 2.To establish means by which BOU s analysts and decision-makers can access timely and accurate data and analyse it in a convenient manner, thereby improving internal decision making. 3.To complete the decommissioning of obsolete and discontinued applications, by migrating data from such applications to the data warehouse. 4.To reduce the performance constraints on operational applications by transferring the reporting of historical data to the data warehouse. 5.To facilitate the implementation of the planned EAC Central Bank Enterprise Data Warehouse. It is envisaged that the DW/BI initiative will encompass a portfolio of projects addressing aspects such as organizational change management, data modeling, data quality assessments, data cleansing and verification, and the acquisition and implementation of IT solutions. The approach taken to execute this initiative should meet the following expectations: 1.The initiative should be executed in accordance with best practices for designing and implementing data warehouses and business intelligence tools in order to promote the realization of the expected benefits. Page 2 of 17
2.The initiative shall as far as practicable leverage existing tools and skills. 3.The initiative shall be executed in accordance with the Enterprise Data Warehouse implementation recommendations for East African Community central banks as documented in the EAC Harmonisation of IT Infrastructure and Solutions for EAC Central Banks Report. BOU therefore seeks the services of Consultants to perform the tasks described below: Work Description Reporting to the designated Project Steering Committee Chairman, the Consultants shall carry out the following tasks: 1. Carry out stakeholder interviews and document reviews to establish: a) The Bank s data-warehouse and business intelligence requirements addressing both internal and external stakeholders; b) Existing staff and organisational competencies relevant to the DW/BI initiative; and, c) The relevant implementation recommendations for EAC central banks. 2. Review the existing data sources, operational applications, IT infrastructure, databases and business tools that may be relevant to the DW/BI initiative. 3. Make a presentation to BOU stakeholders of findings and preliminary recommendations. 4. Document the Bank of Uganda DW/BI Strategy, which should include: a)recommendations for the organisational set-up and staffing, as well as skill sets that would be necessary to establish and sustain the DW/BI initiative. b) Recommendations for the DW/BI technical platforms taking into account existing IT tools and skills. c) Recommendations for the implementation road-map, arranged in a phased and prioritized manner. d)a Business Case justifying the execution of the strategy, which should detail the expected benefits, anticipated risks and estimated costs. 5.Develop draft requirements, specifications and TORs to be used by BOU to procure goods and services required for the DW/BI initiative, and consistent with the implementation roadmap. 6.Make a final presentation to BOU stakeholders, and submit the deliverables. Deliverables 1. Bank of Uganda Data-Warehouse and Business Intelligence Strategy. 2. Draft requirements, specifications and TORs. 3. Presentations to BOU Stakeholders. Page 3 of 17
4. Final Consulting Report. Expected Duration It is expected that the assignment shall be concluded within four to six (4 6) weeks. Required Qualifications and Experience 1. The Consultants should have at least five (5) years experience in the data warehousing and business intelligence area, either working for an organization to establish and/or sustain data warehousing and business intelligence operations, or working for a vendor or consulting firm to implement data warehousing and business intelligence solutions for clients. 2. The Consultants should have at least five (5) years experience providing IT-related consulting services, including at least three (3) years experience providing such services to public sector and financial institutions, and preferably central banks. b. FOR APPLICATIONS RATIONALISATION Abstract The Bank of Uganda (BOU) operates a number of IT applications that it has acquired over the years. IT application acquisitions continue to be planned and executed to meet the evolving needs of the bank and its customers. These applications may be roughly categorized as follows: 1.Applications that automate Bank of Uganda s functions as a central bank for example applications for transaction clearing and settlement, securities management and trading, and financial institution supervision. 2. Applications that automate Bank of Uganda s functions as a bank for example core banking and payment facilitation applications. 3. Applications that automate generic operations for example Enterprise Resource Planning (ERP) systems and office automation applications. The Bank has tended to pursue a best of breed strategy for acquiring applications. As more and more applications have been acquired, and as the capabilities of the applications themselves have been enhanced by their vendors, it has been observed that: 1. The existing IT applications were under-utilised and/or over-specified. 2. There was a duplication of functionality among the certain IT applications. It was further observed that if these IT applications were rationalized, this could result in cost savings on licensing and maintenance, IT infrastructure, and support and training. BOU therefore seeks the services of Consultants to perform the tasks described below: Work Description Reporting to the Effective Information Management Committee and designated offices, the Consultants shall carry out the following tasks: 1. Carry out stakeholder interviews and document reviews to establish: a) The Bank of Uganda s business objectives, priorities and strategies. b) The Bank of Uganda s current business processes and practices. c) The Bank of Uganda s current portfolio of IT applications. d)the Bank of Uganda s planned IT application acquisitions over the next one to three years. Page 4 of 17
2. Assess the alignment of implemented and planned IT applications with the Bank s business objectives, priorities, processes and practices. 3. Assess functionality overlaps between already implemented IT applications, as well as potential overlaps between implemented and planned IT applications. 4. Make a presentation to BOU stakeholders of findings and preliminary recommendations. 5. Document an IT Applications Rationalization Roadmap, which should include: a)identified IT applications whose functionality is inconsistent with the Bank s business objectives, priorities, processes and practices. b)identified functionality overlaps between: between already implemented IT applications; and, between planned and already implemented IT applications c) Recommendations for the phased rationalization of the Bank s IT application portfolio, complete with recommended timeframes and estimated cost savings. 6.Make a final presentation to BOU stakeholders, and submit the deliverables. Deliverables 1. Presentations to BOU Stakeholders. 2. Final Consulting Report BOU IT Applications Rationalization Roadmap. Expected Duration It is expected that the assignment shall be concluded within to (6 9) weeks. Required Qualifications and Experience 1. The Consultants should have prior experience in carrying out similar IT applications rationalization work at least three (3) organizations of similar size and complexity to the Bank of Uganda. 2. The Consultants should have at least five (5) years experience providing IT-related consulting services, including at least three (3) years experience providing such services to public sector and financial institutions, and preferably central banks. Page 5 of 17
4. Instruction to bidders 4.1 Bidder Participation 5.1.1 A Bidder, and all parties constituting the Bidder, shall meet the following criteria to be eligible to participate in public procurement: (a) the bidder has the legal capacity to enter into a contract; (b) the bidder is not: (i) insolvent; (ii) in receivership; (iii) bankrupt; or (iv) being wound up (c) the bidder s business activities have not been suspended by either the PPDA or other International Bodies such as IMF,World Bank, UN, AfDB, etc to which Uganda is a member. (d) the bidder is not the subject of legal proceedings for any of the circumstances in (b); and (e) the bidder has fulfilled his or her obligations to pay taxes and social security contributions where applicable. 5.1.2 A Bidder may be a natural person, private entity, government-owned entity, or any combination of them with a formal intent to enter into an agreement or under an existing agreement in the form of a joint venture, consortium, or association. In the case of a joint venture, consortium, or association, all parties shall be jointly and severally liable. For bids submitted by an existing or intended JV, a Power of Attorney from each member of the JV nominating a Representative in the JV and a Power of Attorney from the JV nominating a representative who shall have the authority to conduct all business for and on behalf of any and all the parties of the JV during the bidding process and, in the event the JV is awarded the Contract, during contract execution. 5.1.3 The Bidder shall prepare one original of each of the documents comprising the Proposal as described and clearly marked ORIGINAL. In addition, the Bidder shall submit 1 copy of the Proposal, and a soft copy on a CD. In the event of any discrepancy between the original and the copies, the original shall prevail. 5.1.4 The original and all copies of the bid shall be typed or written in indelible ink and shall be signed by a person duly authorised to sign on behalf of the Bidder. This authorisation shall consist of a Power of Attorney which if signed in Uganda shall be registered and if signed outside Uganda, shall be notarized and shall be attached to the bid. The name and position held by each person signing the authorisation must be typed or printed below the signature. All pages of the bid, except for unamended printed literature, shall be signed or initialled by the person signing the bid. 5.1.5 A firm that is under a declaration of suspension by any Authority, at the date of the deadline for bid submission or thereafter before contract signature, shall be disqualified. 5.1.6 Government-owned enterprises shall be eligible only if they can establish that they are legally and financially autonomous and operate under commercial law. 5.1.7 Bidders shall provide such evidence of their continued eligibility satisfactory to the Procuring and Disposing Entity, as the Procuring and Disposing Entity shall reasonably request. All related supplies and staff employed under the contract shall have their origin or nationality in an eligible country. 4.2 Qualification of the Bidder 5.2.1 To establish its qualifications to perform the Contract, the Bidder shall complete and submit: (a) The Experience in providing similar IT consulting services detailing the scope of projects previously undertaken, the value of the contract and contact details of at least 3 entities for which the services were performed. (b) Following the Bidder Presentations, the Bank shall select three clients of best Page 6 of 17
evaluated bidders at the technical evaluation stage and conduct site visits to their customer reference sites provided. The site visits will enable BOU to verify the technical capacity of the bidder to carry out the required consulting services to establish the clients experience and customer service efficiency. (c) The information and eligibility documents detailed in section 2. 4.3 EOI preparation cost 4.3.1 The Bidder shall bear all costs associated with the preparation and submission of the EOI. The Bank shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 4.3.2 All documents submitted with the EOI shall not be returnable. 4.4 Right to accept and reject any or all the EOI 4.4.1 The Bank reserves the right to accept or reject any EOI or annul the short listing process at any time in the process. 5. Preparation and submission of EOI document 5.1 Language 6.1.1 All information in the EOI must be in English. Information in any other language, if not accompanied by an authenticated translation in English, shall not be considered. In the event of any discrepancy between the offer in a language other than English and its English translation, the English translation shall prevail. 5.2 Correspondences/ inquiries 5.2.1 Any inquiries to Bank of Uganda concerning this Request for EOI shall be submitted to the Director Procurement and Disposal Department, Bank of Uganda, not later than November 26, 2015 at 3.00pm (EAST). All correspondence to Bank of Uganda shall be in writing and signed by the authorized person. 6.2.1 Correspondences by fax, e-mail or any electronic/digital format shall be regarded as advance information only, which should be immediately followed by the original copy submitted by courier or registered mail. 6.2.3 Bank of Uganda responses shall be in writing on official letterhead and shall also be posted on the Bank Website (www.bou.or.ug) under the Procurement tab not later than December 4 at 3.00pm (EAST). 6.3 Amendment of EOI Document 6.3.1 Before the deadline for submission of EOI, the EOI document may be modified by the Bank by issue of Addendum. 6.3.2 Any Addendum issued shall be part of the EOI Document. 6.3.3 To give prospective Bidders reasonable time in which to take the Addendum into account in preparing their EOI, extension of the deadline for submission of EoIs may be given as considered necessary by the Bank. Page 7 of 17
6.5 Submission of EOI 6.5.1 Sealed envelope(s) should be delivered and dropped in a bid box marked EXPRESSION OF INTEREST FOR PROVISION OF CONSULTANCY SERVICES FOR DATA WAREHOUSE, BUSINESS INTELLIGENCE STRATEGY AND IT APPLICATIONS RATIONALISATION, located in the Procurement and Disposal Department Office on Third Floor, Office Suite 3E-05, Bank of Uganda, Headquarters not later than December 18, 2015 at 3.00pm (EAST) 6.5.2 Bidders who may wish to courier their EOI should allow for sufficient time to ensure timely receipt of their EOI. 6.5.3 Any submission made after the close of submission date and time will be rejected. 6.5.4 Bank of Uganda reserves the right to accept or reject any submission and is not bound, committed nor obliged to shortlist any provider who has expressed interest. 6.6 Evaluation 6.6.1 For the short listing process, the Bank will determine whether each EOI is responsive to the requirements of the EOI Document. The EOI shall be considered responsive if: a) It contains all the information and documents as requested in section 7.1 below. b) It contains information in formats specified in this EOI Document as per appendices attached. c) In case of the Consortium, Joint venture bid, the requirements in 5.1.2, and 5.1.3 should be met. d) There should not be inconsistencies between the EOI and the supporting documents. e) Non responsive proposals will be rejected. Page 8 of 17
SECTION 2: 6. Qualification Criteria Interested Bidders should meet all the requirements in the criteria below: Section No. Criteria Documentary Evidence Weight/ Score 7.1 Eligibility a) A certificate of registration of the Firm or its equivalent; b) A latest Trading License of the Firm or its equivalent; c) A Certificate of Registration by the PPDA or any other Authority for bidders currently registered with the Authority; d) Evidence of fulfilment of obligations to pay taxes and social security contributions where applicable; e) A signed statement indicating that the vendor does not have a conflict of interest in the subject of procurement; f) Company Profile information concerning the firm s activities. g) Registered/Notarized Power of Attorney 7.2 Technical The Bidder has to demonstrate that he has the required capacity to carry out the project, in terms of: The Consultant (s) should have at least five (5) years experience in the data warehousing and business intelligence area, either working for an organization to establish and/or sustain data warehousing and business intelligence operations, or working for a vendor or consulting firm to implement data warehousing and business intelligence solutions for clients. The Consultants should have at least five (5) years experience providing IT-related consulting services, including at least three (3) years experience providing such services to public sector and financial institutions, and preferably central banks. The Consultants should have prior experience in carrying out similar IT applications rationalization work at least three (3) organizations of similar size and complexity to the Bank of Uganda. The Consultants should have at least five (5) years experience providing IT-related consulting services, including at least three (3) years experience providing such services to public sector and financial institutions, and preferably central banks. Conclusive information on the vendor s technical and human capacities, knowledge and resources. Detailed information on the qualification of the key personnel available to be deployed for this project. Such evidence has to include; CV s of the project leader, project site manager and the key positions which the vendor/ contractor intends to deploy for this project. C/NC 60 Page 9 of 17
Section No. Criteria Documentary Evidence Weight/ Score The experience and qualifications should be relevant to the specified required consulting services, i.e. Consultancy Services for Data Warehouse, Business Intelligence Strategy and IT Applications Rationalization, 7.3 Technical Work orders and or completion Certificates or client certificate for completed works Name of the client organization, Name, telephone and email address of the contact person. Project type and size. Project duration and budget. Location of project and year of completion. Technical details of project and expertise applied, including the extent of the project complexity. Reference letters from the most recent clients where similar consulting services have been offered or copies of completed contracts or purchase orders. 40 7.4 Financial Strength Only work orders with relevant experience shall be considered for evaluation. Duly audited Financial statements for the last three years from the date notice of this EOI. p/f THE QUALIFICATION MARK SHALL BE 75% SECTION 3: TECHNICAL FORMS Forms for Personnel Form 1: Proposed Personnel Bidders should provide the names of suitably qualified personnel to meet the specified requirements for each of the positions listed in Section III (Evaluation and Qualification Criteria). The data on their experience should be supplied using the Form below for each candidate. 1. Title of position Name 2. Title of position Name 3. Title of position Name 4. Title of position Name 5. Title of position Name Form 2: CV of Proposed Personnel Page 10 of 17
The Bidder shall provide all the information requested below. Fields with asterix (*) shall be used for evaluation. Position* Personnel information Present employment Name * Professional qualifications Name of Employer Address of Employer Date of birth Telephone Contact (manager / personnel officer) Fax E-mail Job title Years with present Employer Summarize professional experience in reverse chronological order. Indicate particular technical and managerial experience relevant to the project. From* To* Company, Project, Position, and Relevant Technical and Management Experience* Page 11 of 17
Form 3: Qualification Forms To establish its qualifications to perform the contract, the Bidder shall provide the information requested in the corresponding Information Sheets included hereunder Form 3a) Bidder Information Sheet Date: Bidding No.: Page of _ pages Invitation for Bid No.: 1. Bidder s Legal Name: 2. In case of JV, legal name of each party: 3. Bidder s actual or intended Country of Registration: 4. Bidder s Year of Registration: 5. Bidder s Legal Address in Country of Registration: 6. Bidder s Authorized Representative Information Name: Address: Telephone/Fax numbers: Active Email Address: 7. Attached are copies of original documents of: In case of JV, letter of intent to form JV including a draft agreement, or JV agreement In case of government owned entity from the Employer s country, documents establishing legal and financial autonomy and compliance with the principles of commercial law. Page 12 of 17
Form 3b) Party to JV Information Sheet Date: Bidding No.: _ Invitation for Bid No.: Page of_ pages 1. Bidder s Legal Name: 2. JV s Party legal name: 3. JV s Party Country of Registration: 4. JV s Party Year of Registration: 5. JV s Party Legal Address in Country of Registration: 6. JV s Party Authorized Representative Information Name: Address: Telephone/Fax numbers: Email Address: 7. Attached are copies of original documents of: Certificate of Incorporation or Registration of firm named in 1, above. In case of government owned entity from the Purchaser s country, documents establishing legal and financial autonomy and compliance with the principles of commercial law. Page 13 of 17
FORM 4 - Financial Analysis Historical Financial Performance Bidder s Legal Name: JV Partner Legal Name: Page _ of _ pages Date: Bidding No.: To be completed by the Bidder and, if JV, by each partner Financial information in UGX equivalent Information from Balance Sheet Total Assets (TA) Total Liabilities (TL) Historic information for previous ( ) years (UGX equivalent in 000s) Year 1 Year 2 Year 3 Year Year n Avg. Avg. Ratio Net (NW) Worth Current Assets (CA) Current Liabilities (CL) Information from Income Statement Total Revenue (TR) Profits Before Taxes (PBT) Please Attach copies of Complete Audited financial statements for the last three years. Page 14 of 17
Form 5 Average Annual Turnover Bidder s Legal Name: Date: JV Partner Legal Name: Bidding No.: Page _ of _ pages Annual turnover data (construction only) Year Amount and Currency UGX equivalent *Average Annual Construction Turnover *Average annual turnover calculated as total certified payments received for work in progress or completed over the number of years specified in Section III, Sub-Factor 6.3.2, divided by that same number of years. Page 15 of 17
FORM 6 Experience General Experience Bidder s Legal Name: _ JV Partner Legal Name: _ Date: Bidding No.: Page _ of _ pages Starting Month / Year Ending Month / Year Years* Contract Identification Role of Bidder Contract name: Brief Description of the Works performed by the Bidder: Name of Employer: Address: Contract name: Brief Description of the Works performed by the Bidder: Name of Employer: Address: Contract name: Brief Description of the Works performed by the Bidder: Name of Employer: Address: Contract name: Brief Description of the Works performed by the Bidder: Name of Employer: Address: Contract name: Brief Description of the Works performed by the Bidder: Name of Employer: Address: Contract name: Brief Description of the Works performed by the Bidder: Name of Employer: Address: *List calendar year for years with contracts with at least nine (9) months activity per year starting with the earliest year Page 16 of 17
We, the undersigned, declare that (a) the information contained in and attached to these forms is true and accurate as of the date of bid submission: or [delete statement which does not apply] (b) the originally submitted pre-qualification information remains essentially correct as of the date of bid submission. Signed: [signature of person whose name and capacity are shown below] Name: [insert complete name of person signing the Qualification Form] In the capacity of [insert legal capacity of person signing the Qualification Form] Duly authorized to sign the Qualification Form for and on behalf of: [insert complete name of Bidder/Member of Joint Venture] Dated on day of, _ [insert date of signing] MANAGEMENT NOVEMBER 2015 Page 17 of 17