bipa erp infrastructure rfp v3

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ERP Solution & Infrastructure RFP

Friday, 22 April 2016

Copyright 2016 Business and Intellectual Property Authority

Business and Intellectual Property Authority

Provision of Enterprise ResourcePlanning (ERP) Solution & Infrastructure

Request for Proposal (RFP)


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Copyright 2016 by the Business and Intellectual Property Authority. All rights reserved. Thisdocument is supplied purely for the purpose of assisting suppliers to respond to this Request forProposal, no part of this document may be reproduced or transmitted in any form, by any means(electronic, photocopying, recording or otherwise) for any other purpose.


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Contents

Glossary of terms ............................................................................................................................. 51 INTRODUCTION ................................................................................................................... 5

1.1 Purpose of this Request for Proposal.............................................................................. 51.2 Procurement Timetable.................................................................................................... 62.1 BIPA Background ............................................................................................................. 6

2.1.1 History ........................................................................................................................ 62.1.2 BIPA employees and branches.......................................................................................... 72.2 Technical Environment .................................................................................................... 7

2.2.1

IT Architecture .......................................................................................................... 7

2.2.2 Network Infrastructure................................................................................................. 82.2.3 Desktop Computing ........................................................................................................ 8

2.3 Current Business Systems ................................................................................................ 82.3.1 General Ledger (GL)................................................................................................. 82.3.2 HR and Payroll .......................................................................................................... 82.3.3 Integrated Company Registration System (ICRS)................................................. 8

3 SCOPE AND SCALE OF THE ERP SOLUTION & INFRASTRUCTURE......................... 93.1 Scope ....................................................................................................................................... 93.2 Scale ........................................................................................................................................ 93.3 Funding Proposal................................................................................................................ 10

4

KEY REQUIREMENTS...................................................................................................... 11

4.1 Strategic Partnership with a Supplier.......................................................................... 114.2 Flexibility/Scalability...................................................................................................... 114.3 Responsive to Change ..................................................................................................... 11

5 GENERAL REQUIREMENTS........................................................................................... 115.1 Historically Disadvantaged Namibians......................................................................... 115.2 Strategic Partnership...................................................................................................... 115.3 Ease of Use ....................................................................................................................... 11

6 COST INFORMATION REQUIRED...................................................................................... 126. 1 General ................................................................................................................................ 12

7. SUPPLIER INFORMATION REQUIRED............................................................................ 127.1 General information ............................................................................................................ 12

7.2 Proof of Suppliers sound Financial and Company Standing.................................... 127.3 Evidence of Capacity to Deliver Contract Requirements........................................... 127.4 Other ................................................................................................................................ 137.5 Referrals .......................................................................................................................... 13

8 IMPLEMENTATION REQUIREMENTS......................................................................... 139 INSTRUCTIONS TO SUPPLIERS ..................................................................................... 13

9.1 Overview .......................................................................................................................... 139.2 Format of Response ........................................................................................................ 149.3 Contact Details ................................................................................................................ 14

9.4

Submission of Tenders................................................................................................... 14

9.5 Conditions of Tender ...................................................................................................... 149.6 Timetable ......................................................................................................................... 17


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9.7 Basis for Awarding Contract ......................................................................................... 17


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Glossary of terms

Term Description

BIPA Business and Intellectual Property AuthorityCRM Customer Relationship ManagementERP Enterprise Resource Planning SolutionRFP Request for ProposalICRS Integrated Company Registration SystemIT Information Technology

GL General LedgerHR Human ResourcesSOE State-Owned EnterpriseVAT Value Added Tax

1 INTRODUCTION

The Business and Intellectual Property Authority (BIPA) wishes to implement the ERPsoftware system in order to provide a modern, integrated, flexible financial andadministrative enterprise-wide solution.

The aim is to provide an integrated interface for all users namely, head office users,regional office users, administrative and technical support staff.

The first implementation phase, for ERP Financials, HR, and Procurement, has been set forOctober 31st2016.

1.1 Purpose of this Request for Proposal

The purpose of this RFP is to invite capable vendors to provide an ERP Solution &

infrastructure (Software, Servers, Storage, Backup devises, racks, etc.) proposal to BIPA.This Request for Proposal (RFP) is issued in compliance with Namibias regulations forpurchasing in the Public Sector. It forms the basis on which prospective suppliers of anERP Solution & infrastructure will be assessed.

This RFP consists of the following three documents:

a. The main RFP document


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1.2Procurement Timetable

Invitation to Tenders will close at noon on Friday 27 thMay 2016. Tenders issued in responseto this RFP will be publicly opened at 12H00 on the same day i.e. Friday 27thMay 2016 atBIPAshead office building, No. 7 Gold Street, Prosperita, 2ndfloor. Vendors will be notified

between the 6thand 10th June 2016 in order to prepare for presentations. Potential suppliersshould be aware that BIPA will visit sites that suppliers have implemented proposed solutions.

BIPA will make its selection decision no later than 15 thJuly 2016 to enable installation of the

ERP Solution & infrastructure to commence as soon as possible thereafter.

2 BACKGROUND

2.1BIPA Background

2.1.1 History

BIPA is an entity responsible for the administration and promotion of business enterprises, and theregistration and protection of Intellectual Property rights in Namibia. In terms of section 4 of the

BIPA draft bill the functions of BIPA are: -

(a) to be the central focal point for the registration, administration and protection of businessand intellectual property as provided for in this Act;

(b) to be the registry of information, documents and data required to be lodged with andmaintained by BIPA under the applicable legislation and to be responsible for theexamination and safe and orderly custody thereof;

(c)

to implement, promote, and continuously enhance, advance electronic business andintellectual property information and transaction systems;

(d)

to maintain accurate, current and relevant information concerning business and intellectualproperty;(e)

to promote, expedite and simplify the flow of information between BIPA and the businesscommunity, users of business and intellectual property, general public, regulatoryauthorities and organs of State ;

(f) to prescribe by rule fees and rates for business and intellectual property transactions andservices offered and to collect such fees and rates in so far as such fees and rates are notcovered under the applicable legislation;1

(g) to determine legal and procedural requirements relating to its functions and its interactionwith stakeholders and customers in so far as these are not provided for in this Act and theapplicable legislation;


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(h) to promote education and awareness of laws relating to business and intellectual propertyand related matters;

(i) to provide guidance to the public by issuing explanatory notices outlining its procedures,its non-binding opinion on the interpretation of this Act or other applicable legislation or

by applying to a court for a declaratory order on the interpretation or application of anyprovision of this Act;

(j)

to advise the Minister, Government and public sector in general and, where relevant, theprivate sector, on all matters pertaining business and intellectual property falling within thescope of BIPA;

(k) to make recommendations to the Minister or any other Minister or organ of State as

regards the amendment or promulgation of any law in order to promote the efficientoperation of business and intellectual property;

(l) to perform any related functions assigned to it by legislation or reasonably necessary tocarry out its functions under this Act and the applicable legislation.

Currently BIPA operates as a back office of the Ministry of Industrialisation, Trade and SMEDevelopment, pending the passing of the BIPA Act. It is expected that the BIPA Bill will be tabled inParliament during the 2ndQuarter of 2016.

2.1.2 BIPA employees and branches

The Organogram of BIPA makes provision for 300 employees. Currently nine (9) permanent andforty two (42) temporary employees are on board. The rest of the employees will be transferredfrom the Ministry of Industrialisation, Trade and SME Development once BIPA has beenestablished by an Act of Parliament. About one hundred and sixty (160) will be based at its headoffice in Windhoek. The remaining employees will be based at the regional offices, namely:

Katutura Office in Windhoek 15 km from Head OfficeWalvis Bay Office 389 km west of Windhoek

The Finance Department will have 27 users.

The online Company Registration System, ICRS, is currently hosted at the Ministry ofIndustrialisation, Trade and SME Development.

The e-mail/messaging Server is hosted at the Office of the Prime Minister.

2.2Technical Environment

2.2.1 IT Architecture

The principles of IT delivery within BIPA are the responsibilities of the IT department,currently outsourced.


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2.2.2 Network Infrastructure

BIPA requires an Ethernet network utilising an extended star topology. A WAN (wide areanetwork), which connects the 2 Branch Offices. Network speeds at the head office must be100 Mb/s (100BaseT) to Client Computers. All head office floors must have a centraldistribution point (Switch), which is connected via 100 Mb/s Fibre Optic Backbone(100/1000BaseFX) Cabling to our Server room to be located at the head office. Another

backup server is to be located at the Katutura Office. All Branch offices to have a 100Mb/s (100BaseT) Network Infrastructure.

Wide Area Network connectivity is to be provided by a single 2 Mbps Dedicated Line toeach Branch office. All Branch offices will connect to the internet via Head Office.

2.2.3 Desktop Computing

BIPA requires best practice desktop computing solutions for business entities. Anyproductivity software can be proposed.

Email services will be required, including relocation of server.

2.3Current Business Systems

The following systems are currently in use and must be replaced by (or integrated into) theenvisaged Enterprise Resource Planning (ERP) Solution:

2.3.1 General Ledger (GL)

This system (Pastel) is used to record financial transactions. It is Windows based and wasimplemented in 2015.

2.3.2 HR and Payroll

This system (Sage Pastel Payroll) is used to manage HR related activities includingpayroll. It is Windows based and was implemented in 2015.

2.3.3 Integrated Company Registration System (ICRS)

This is an online Company Registration System. There must be an interface between theICRS and the ERP Solution to record:

i)

Revenue from Company Registration and other feesii) Accounts Receivable from annual fees


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3 SCOPE AND SCALE OF THE ERP SOLUTION & INFRASTRUCTURE

3.1 Scope

The scope of the ERP Solution & Infrastructure sought via this RFP should include but notlimited to the following:

a. ERP System Landscapeb.

Storage proposalc. Backup and Restoration proposal

d.

Disaster Recovery proposal

BIPA intends to implement a full functional and latest ERP Solution & Infrastructure. Thelatest server and database architecture should be proposed.

BIPA would like suppliers to detail the full extent of the services they can offer. Suppliersshould provide descriptions of the full range of options open to BIPA in terms of bothdesigns, implementing and supporting the infrastructure. This should include details ofhardware, software, consultancy, training, lifespan of equipment, warranties and any otherservices available. BIPA is prepared to consider a range of options from each supplier.

3.2 Scale

The Finance Department will have a user population of twenty (20) concurrent users, whilethe HR Department will have a user population of ten (10) concurrent users.

BIPA will have a workforce of 300 employees for purposes of the HR Services.

The ERP Solution should be scalable and support BIPAs growth strategy.

ERP Solution implementation at BIPA will be done in four distinct phases:

1. Phase 1 (1/8/16-31/10/16)ERP Solution including Financials, Banking and Human Resources

Financials:a. Finance (General Ledger, Accounts Payable, Accounts Receivable)

b. Profit/Cost Centre accountingc. Procurement

Banking:

a.

Electronic transactions (Payments)b. Deposits management (All deposits transactions)c. Bank reconciliations


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HR:a. Organization management (Organizational structure)

b.

Personnel management (Addresses, position within organization, etc.)c. Leave managementd.

Namibian compliant payroll

Impact:Replacement of Pastel and VIP Payroll

2.

Phase 2 (1/11/16-23/12/16)Business Intelligence, Workflow and Balanced Score Card

a. BI and Data Warehouse (Enterprise wide reporting)b. ERP workflow (sequence of tasks)c.

CPM (Corporate Performance Monitor)d. HR Performance Management System (PMS)

3. Phase 3 (3/1/17-10/2/17)

Interface with the Integrated Company Registration System (ICRS) and CRM

4.

Phase 4 (13/2/17-31/3/17)Additional HR Modules

a.

Recruitmentb. Training and events managementc.

Compensation managementd. Personnel Development and Employee/ Management Self Servicee. Industrial relations modulef. Employees Database

3.3 Funding Proposal

Suppliers are encouraged to provide funding proposals for the implementation of the ERPSolution and Infrastructure.


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4 KEY REQUIREMENTS

The key requirements that BIPA seeks from the ERP Solution & Infrastructure partner are:

4.1Strategic Partnership with a Supplier

4.1.1

Who is knowledgeable about and committed to, the Namibian SOE sector4.1.2 Who exploits leading edge technology4.1.3

Who provides first class support

4.2

Flexibility/Scalability

4.2.1 Flexibility in the possible configuration of the infrastructure environment as a whole,and the ability to adapt to the changing environment and processes

4.3Responsive to Change

4.3.1

A supplier who is proactive in meeting the changing requirements of the BIPA sexternal stakeholders.

5

GENERAL REQUIREMENTS

5.1Historically Disadvantaged Namibians5.1.1

BIPA is seeking suppliers who are willing to involve Historically DisadvantagedNamibian groups in its provision and delivery of its proposed ERP Solution &Infrastructure.

5.2Strategic Partnership5.2.1 BIPA is seeking a high level of commitment from an appropriate supplier as the

Authority is interested in identifying a long-term service provider for its core business

systems.5.2.2 BIPA recognises that effective use of business information systems is vital to thedelivery of effective business processes. Thus, the Supplier must exploit, and continueto exploit, leading edge industry standard technology.

5.3Ease of Use

The proposed ERP Solution & Infrastructure must be user-friendly.


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6 COST INFORMATION REQUIRED

BIPA requires the following total cost information (inclusive of VAT) from suppliers. The totalcost of ownership must be expressed in Namibian Dollar (N$). Where applicable, the conversionrate used must also be specified.

6. 1 General

6.1.1

Cost for the infrastructure per equipment6.1.2 Support license fee for the infrastructure.

6.1.3

Cost of implementing the infrastructure.6.1.4 Cost of necessary training.6.1.5 Cost of any additional services, hardware, software, etc. necessary to operate the

infrastructure efficiently.

7. SUPPLIER INFORMATION REQUIRED

The supplier is required to supply the following information as part of their tender.

7.1 General information

7.1.1 Key Contact Name7.1.2 Full Company Name and Registration No.7.1.3 Address7.1.4 Telephone Number7.1.5 Facsimile Number7.1.6 E-mail address7.1.7 Web site URL (if available)7.1.8 Registered address of company

7.2

Proof of Suppliers sound Financial and Company Standing

7.2.1

Details of your companys ownership/financial backing7.2.2 Audited annual financial statements for the past three (3) years7.2.3

Bank guarantee for the full amount tendered for the project

7.3Evidence of Capacity to Deliver Contract Requirements

7.3.1

List of principal contracts of a similar size and sector type in the past three years,specifying for each the date of contract, size in Namibia dollars (N$) currency and identity

of purchaser.


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7.4Other

7.4.1 Quality Assurancedetail standards, accreditation and approach to quality management inall areas of the suppliers organization.

7.4.2 A statement of the contingency options and safeguards available to BIPA in the event ofthe contractor ceasing to trade or being unable to fulfil its obligations as part of thiscontract for whatever reason.

7.4.3 Suppliers must provide full contact details for between one (1) and five (5) reference sitesof comparable size and sector type who have agreed to be approached in the context of thistender.

7.4.4

Suppliers are requested to provide details of their standard contract terms and conditions.

7.5Referrals

7.5.1 Suppliers must provide three (3) referral letters with full letter heads

8 IMPLEMENTATION REQUIREMENTS

8.1. The supplier must provide details of their implementation approach to include the projectmanagement methodology used a project outline with time-scales for the main phases,

broken into key activities for each phase and the key deliverables for each phase.8.2The supplier must detail their implementation assumptions about the staff and skill resources

expected from BIPA. Additionally the supplier should explain the roles and responsibilities oftheir implementation project managers and any accompanying consultants.

8.3The supplier must detail any other implementation resources expected from BIPA (e.g. officespace, etc.).

8.4The supplier should provide any other relevant information which would help BIPA assesstheir proposal in relation to implementation.

9

INSTRUCTIONS TO SUPPLIERS

9.1Overview

Suppliers responses must explain how the solution can enable the future business processes of

BIPA. It must also confirm that the general infrastructure requirements can be met. Detailed costestimates, supplier information and implementation approaches are also required.

Suppliers should ensure that their responses are tailored to our particular business bearing in mindthe size, nature and market position of our organization.


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9.2Format of Response

9.2.1 The supplier must respond to each of the requirements in sufficient detail for anassessment to be made of the fit of the potential solution.

9.3Contact Details

Questions regarding particular aspects of this RFP or any other matter relating to the tender shouldbe directed to the following:

Immanuel AweneExecutive: Finance & Corporate ServicesBusiness and Intellectual Property Authority7 Gold Street, ProsperitaWindhoek

Namibia

Telephone: +264-61-299-4400Fax: +264-61-401-061Mobile: +264-81-122-4200Email: [email protected]

9.4Submission of Tenders

Two (2) complete sets of tender documents and one electronic copy should be submitted to:

The Chief Executive OfficerBusiness and Intellectual Property Authority7 Gold StreetP. O. Box 185Windhoek

NamibiaEmail: [email protected] closing date for the receipt of tenders is 12H00 (noon) 29thFebruary 2016.

9.5Conditions of Tender

9.5.1 All directors must initial every page of the Suppliers response documents 9.5.2 No tipex/whiteout (erasing errors) will be allowed in the Suppliers response documents. A

clear line must be used to correct any errors in the Suppliers response document.9.5.3

This tender is open to all suppliers of software & hardware infrastructure specified in thisTender. Suppliers must please take note that Companies/Establishments with local

empowerment credentials/plans shall have an added advantage for this Tender.9.5.4 BIPA intends to favour certain historically disadvantaged groups in the allocation of

tenders for the procurement of goods and/or services. As such, BIPA requires a
mailto:[email protected]:[email protected]:[email protected]


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declaration in support of any preferential treatment claimed. Preference criteria shall beapplied and awarded in order of priority to companies with the following HistoricallyDisadvantaged Namibian representation:

a) A legal owned and managed Entity based in Namibia, representing greater thanor equal to 50% shareholding.

b)

A legal owned and managed Entity based in Namibia, representing greater thanor equal to 25% but less than 50% shareholding.

c)

A legal owned and managed Entity based in Namibia, representing greater thanor equal to 5% but less than 25% shareholding.

d)

A legal owned and managed Entity based in Namibia, representing less than5%.

A legal Entity based in Namibia shall be defined as being:

-

Registered with the Registrar of Companies (Ministry ofIndustrialisation, Trade and SME Development)

-

Registered for payment of Value Added Tax with Commissioner forInland Revenue (Ministry of Finance)

- Registered with the Social Security Commission

9.5.5

The parts making up this RFP may have their origin in any country. For the purposes ofthis clause, origin means the place where the systems were developed.

9.5.6 The Tenderer shall bear all costs associated with the preparation and submission of his/heroffer and BIPA shall not, under any circumstances, be responsible or liable for those costs,regardless of the conduct or outcome of the tendering process.

9.5.7

All offers shall be submitted in the English language.9.5.8 Prices for goods and services to be provided by the Tenderer shall be quoted in Namibian

currency.9.5.9 Tenderers shall indicate the rate of exchange used for the conversion from any other

currency.

9.5.10

Envelopes shall bear the name ERP Solution & Infrastructure and Closing Date, andshall be addressed as indicated in Section 9.4 Submission of Tenders9.5.11

BIPA shall open the offers at the time and on the day mentioned in Section 1.2

Procurement Timetable9.5.12

To assist in the examination, evaluation and comparison of offers, BIPA may, at itsdiscretion, ask the Tenderer for any clarifications in writing and the Tenderers arerequested to give their response in writing.

9.5.13 BIPA shall examine the offers to determine whether they are complete, whether theSuppliers checklist was completely and correctly filled in and whether the offers aregenerally in order.

9.5.14 An offer determined as substantially non-compliant shall be rejected by BIPA and may not

subsequently be made compliant by the Tenderer by correction of the non-conformity.9.5.15 BIPA reserves the right to exclude certain persons or legal entities in the event of the

following:


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a)

The Tenderer has offered, or promised or given a bribe or any otherconsideration to any officer in the service of BIPA in relation to the obtainingor the execution of a contract, or

b) BIPA is satisfied that the Tenderer has acted fraudulently or in bad faithtowards either the Company or any public body.

9.5.16

The successful Tenderer shall be invited in writing to enter into contract negotiations withBIPA.

9.5.17

Please note that such invitation shall not constitute a binding agreement between BIPA andthe Tenderer, until a formally negotiated agreement has been signed.

9.5.18

Tenders must remain valid for acceptance for a minimum period of 90 days from thedeadline date for receipt.

9.5.19 Suppliers must ensure that the terms, conditions and prices in their tender remainconfidential and have not been communicated to or fixed or adjusted by arrangement or incollusion with any other party.

9.5.20

The supplier must undertake not to canvass or offer any incentive to any staffmember of the BIPA in relation to this tender.

9.5.21

The supplier must be able to demonstrate fully on request their ability to fulfil any of theservices for which they have tendered and should be aware that liquidated damages may

be incurred should they fail to meet their obligations.9.5.22 The supplier undertakes to participate in the demonstration and infrastructure walk-through

required as part of the selection process.9.5.23 The successful supplier will be required to enter into a contract with BIPA which clearly

states the terms and conditions of the agreement.9.5.24

The information supplied by BIPA in relation to this tender is for general guidance only.Suppliers must satisfy themselves as to the accuracy and completeness of details relevantto their proposals.

9.5.25 The information supplied by BIPA in relation to this tender is confidential and should notbe communicated to any third party.

9.5.26 At the discretion of BIPA and upon successful implementation of the project, thesuccessful Tenderer shall be invited in writing to enter into separate contract negotiations

for the deployment of the ERP Solution & Infrastructure to more regional/Branch officeson a need basis.


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9.6Timetable

The following timetable applies to the selection process.

Action Date

1stAdvert running in the Newspapers 28thApril 2016

RFP documents dispatched to Suppliers 29thApril 2016

2ndAdvert running in the Newspapers 13thMay 2016

3rdAdvert running in the Newspapers 20thMay 2016

Final date for receipt of tenders by BIPA 27thMay 2016 at 12H00

Planned date for notifying suppliers for presentations 6th10thJune 2016

Planned date for supplierpresentations/walk-through 13th17thJune 2016

Planned date for reference site visits 27thJune 20161stJuly 2016

Planned date for selection decision 11th15thJuly 2016

Planned date for starting implementation 1stAugust 2016

Planned date for go live with tendered system 1stNovember 2016

9.7Basis for Awarding Contract

The contract will be awarded to the tender that is assessed as the most economically advantageousto BIPA and to specification, without compromising on quality and functionality. Suppliers willthen be assessed in relation to the following criteria (not listed in order or importance):

9.7.1

Engaging Historically Disadvantaged Namibian groups9.7.2 Functional characteristics9.7.3

Technical merit9.7.4 Key and general requirements9.7.5 Total cost of ownership/operation and support9.7.6 Contract terms and conditions9.7.7 Support services

9.7.8

Technical assistance9.7.9 Project management and implementation capability

bipa erp infrastructure rfp v3

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