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-342900990600Invitation to TenderTender Name: Microsoft Dynamics 365 ERP Implementation PartnerTender Number: RFP/ICT/ ERP/2020/09Date of Issue 20 November 2020Online Briefing Session(Mandatory)27 November 2020Closing Date 11 December 2020 @ 11amMethod of Submission Tender box, PPECB Main Reception Enquiries Procurement Unit E-mail: lynnp@PPECB business hours 08:15 – 16:00Category ICT00Invitation to TenderTender Name: Microsoft Dynamics 365 ERP Implementation PartnerTender Number: RFP/ICT/ ERP/2020/09Date of Issue 20 November 2020Online Briefing Session(Mandatory)27 November 2020Closing Date 11 December 2020 @ 11amMethod of Submission Tender box, PPECB Main Reception Enquiries Procurement Unit E-mail: lynnp@PPECB business hours 08:15 – 16:00Category ICTrightbottom00centertop0a CONTENTS TOC \o "1-3" \h \z \u 1Invitation to Tender PAGEREF _Toc56679009 \h 42PPECB Background PAGEREF _Toc56679010 \h 43Tender Information and Instructions PAGEREF _Toc56679011 \h 44Current Landscape PAGEREF _Toc56679012 \h 64.1Current Application Portfolio PAGEREF _Toc56679013 \h 84.2The need for the implementation of an ERP PAGEREF _Toc56679014 \h 105Project Background PAGEREF _Toc56679015 \h 106Scope of Services for the D365 Solution PAGEREF _Toc56679016 \h 137Requirements by Module – Overview PAGEREF _Toc56679017 \h 208Requirements for Tender Submission PAGEREF _Toc56679018 \h 219List of Returnable Documents PAGEREF _Toc56679019 \h 2210Tender Evaluation PAGEREF _Toc56679020 \h 2211Objective Criteria PAGEREF _Toc56679021 \h 3512Financial Proposal (Only bidders qualifying for Stage 2 will be requested to submit pricing) PAGEREF _Toc56679022 \h 3513Notes on Quantities and Pricing (NB: ONLY APPLICABLE TO STAGE 2) PAGEREF _Toc56679023 \h 3614Special Conditions PAGEREF _Toc56679024 \h 3715Joint Ventures, Consortiums and Trusts PAGEREF _Toc56679025 \h 3716Subcontracting and Claiming of Preference Points PAGEREF _Toc56679026 \h 3717Insurance PAGEREF _Toc56679027 \h 3818Revisions to Request for Proposal PAGEREF _Toc56679028 \h 3819Reservations PAGEREF _Toc56679029 \h 3820Further Information PAGEREF _Toc56679030 \h 3821Form of Contract PAGEREF _Toc56679031 \h 3922Quality PAGEREF _Toc56679032 \h 3923Terms of Payment PAGEREF _Toc56679033 \h 3924Duration of Contract PAGEREF _Toc56679034 \h 3925General Terms and Conditions PAGEREF _Toc56679035 \h 3926Disclaimer PAGEREF _Toc56679036 \h 41CONFIDENTIALITY AND PROPRIETARY NOTICEThis document contains information which is proprietary and confidential to the PPECB.No part of the content may be used, copied, disclosed or conveyed in whole or in part to any party in any manner whatsoever other than for purpose of submitting a tender bid, without prior written permission from PPECB.All copyright and intellectual property rights herein vests in PPECB.Unauthorized use of the PPECB’s Logo and/or branding in any proposal document is strictly prohibited. No PPECB branding or co-branding may be used in any submission documentation or proposal without the explicit permission of the PPECB’s Marketing and Communication Department.Invitation to TenderBidders are invited to tender for the Microsoft Dynamics 365 ERP Implementation Partner to the Perishable Products Export Control Board (PPECB). Only Gold Enterprise Resource Planning Microsoft Partners who are based in South Africa are eligible to apply. Bidders must comply with the instructions of all the requirements of this Invitation to Tender. Non-compliance may lead to a tender not being considered by the PPECB.The bid and accompanying documents must be carefully parcelled, sealed and delivered to the Procurement tender box in the reception area of PPECB Head Office by no later than the 11 December 2020 @ 11am.PPECB BackgroundThe PPECB is a Schedule 3A national public entity that is constituted and mandated in terms of the PPEC Act, No. 9, of 1983 to perform cold chain services. The PPECB also delivers inspection and food safety services as mandated by the Department of Agriculture, Land Reform and Rural Development under the APS Act, No.119 of 1990.The PPECB’s Executive Authority is the Minister of the Department of Agriculture, Land Reform and Rural Development who appoints the board members. The board comprises of representatives from the perishable product industries. The PPECB employs ± 1 020 people, who deal with more than 200 products and 500 varieties. There are more than 50 service types, over 30 offices in 13 production regions, at more than 1,500 locations. A large percentage of staff are inspectors and therefore not office bound. In addition to these offices the PPECB also has several sub offices that operate on a seasonal or ad-hoc basis.The PPECB, mandated by the Minister of the Department of Agriculture, Land Reform and Rural Development has been delivering end-point inspection services on perishable products destined for export since 1991. Inspectors stationed across the country; deliver inspection services on 200 product types at more than 1500 locations.The PPECB is responsible for South Africa's cold chain management and ensures that products for export are handled, stored and transported at specific temperatures and optimum conditions.One of the focus areas is that of digital transformation. TITAN 2.0? is the PPECB’s electronic inspection platform which allows for integration with activity points. The next phase is full integration with e-Certification which will ultimately allow for a paperless certification process. A second strategic project is the process of replacing the PPECB’s legacy information and financial system with a fully-fledged Enterprise Resource Planning (ERP) system. Please visit the PPECB’s website on for more information on the PPECB.Tender Information and InstructionsThe following terms shall have the following meanings:Invitation to Tender: Microsoft Dynamics 365 ERP Implementation PartnerContact Person:The Procurement OfficerPPECB45 Silwerboom AvenuePlattekloof7500Email: lynnp@Public Entity:Perishable Products Export Control Board (PPECB)Bidder:The person / organisation submitting a tender bid to the PPECB under this tender.The PPECB invites Bidders to submit a fixed price for the Microsoft Dynamics 365 ERP Implementation Partner to the Perishable Products Export Control Board (PPECB) as outlined under technical specifications. Tenders are invited in accordance with the information in this pack.Bidders are required to submit detailed proposals to demonstrate their ability to provide the services they will deliver on this RFP. A detailed specification of the services required by PPECB is contained herein. The tender shall be submitted on the Forms of Tender incorporated herein. The form shall be signed by each Bidder and submitted in the manner and by the date and time stated below together with the documents listed duly completed.All of the following documents (Part 1 to 7) must be submitted as part of the response to this bid request. Failure to do so will invalidate a response.Form NoDocument DescriptionSBD 1Invitation to Submit ProposalSBD 4Declaration of InterestSBD 6.1Preference Point Claim FormSBD 8Declaration of Bidder’s past SCM Practices SBD 9Certificate of Independent Bid DeterminationEach Bidder should ensure that it is thoroughly familiar with the Tender Documents and understands the obligations that will apply if the Tender is accepted by the PPECB.The tender submission and assessment process will be conducted in compliance with the relevant Supply Chain acts (including, Public Finance Management Act of 1999, Preferential Procurement Policy Framework Act of 2001, etc.), its associated Regulations, and PPECB’s Procurement Policy. PPECB is committed to support and grow Black Economic Empowerment and Small Medium Enterprises in South Africa, emphasis being placed on procurement from historically disadvantaged South Africans.Bidders shall highlight where a conflict of interest exists or may exist between parties under the proposed contract. In the event that a conflict of interest exists between the most advantageous Bidder and the PPECB, the said Bidder’s bid will not be accepted. The next most advantageous Bidder will be awarded the contract.The award of the tender is subject to receiving approval from the Board of the PPECB.It is the responsibility of each Bidder to obtain for itself at its own expense any additional information necessary for the preparation of the tender. This document and the information contained within it are for vendor use only, for the purposes of preparing a response to this RFP. The document is not to be duplicated and distributed, nor is its information to be disclosed to any third party without PPECB's written permission. Should Bidders believe that they require further information, they are invited to contact the Procurement Office (refer to contact details on page 3). Any queries relating to the Tender Documents should be sent in writing to the Procurement Office to arrive no later than five days before the date for submission of the tender. The Procurement Office may if necessary, issue written circulars to Bidders amending or clarifying the Tender Documents and Bidders shall comply with these.All proposals are to be submitted in an envelope to the designated Tender Box. The envelope must be clearly marked RFP/ICT/ ERP/2020/09 - Microsoft Dynamics 365 ERP Implementation Partner. In addition bidders must submit an electronic copy of their proposal in PDF format (except for Excel documents) via Microsoft OneDrive and shared with the email address lynnp@. N.B. Please submit the electronic copy in the same order as the physical submission (Individually filed in folders and numbered and named accordingly). The PPECB will award the contract to qualified bidder (s) whose proposal is determined to be the most advantageous to the PPECB, taking into consideration the technical (functionality) solution, price and B-BBEE. The tender will be evaluated in two stages according to the predetermined evaluation criteria (Refer to Point 10 for more detailed information). The two stages will consist of the following:STAGE 1 – Technical and Functional Evaluation (Refer to closing date in the Timetable below)Stage 1 will be based on the technical and functional requirements of this tender. (NOTE: No Pricing is to be included with the Stage 1 submission). Only bidders that successfully meet the criteria set out in Stage 1 will be invited to continue with Stage 2. The Stage 1 submission (both paper and electronic) must consist of the following:List of returnable documents (Section 9)Technical Evaluation (Section 10 – Stage 1)Bidders must submit one (1) signed, completed original of the Technical ProposalAddendums A, C, F, G and HSTAGE 2 – Price and Preference EvaluationBidders that have successfully met the evaluation criteria of Stage 1 above will be invited to continue with Stage 2.RFP TIMETABLETimetableDatesRFP Issue Date20 Nov 2020Online Briefing Session: Mandatory27 Nov 2020Stage 1 - Responses to be submitted (No Pricing in this submission)11 Dec 2020 @ 11 amBid Evaluation18 to 22 Jan 2021Supplier Presentations26 & 26 Jan 2021Stage 2 – Discovery and Price and Preference27 Jan to 5 Feb 2021BAC Approval17 Feb Jan 2021Board Approval17 March 2021*These dates are subject to change at the discretion of PPECB. Mandatory Briefing Session Important notes regarding the briefing session! Please note that this briefing session is mandatory. If you have not attended the briefing session you will not be allowed to submit a bid. In order to minimise interaction and prevent the further spreading of the COVID-19 pandemic, which was declared a national state of disaster, the briefing session will be conducted Online via Microsoft Teams. RSVP – If you intend to attend the briefing session, please RSVP to lynnp@ at least two days before the meeting (Please ensure you use the Reference # RFP/ICT/ ERP/2020/09). Current LandscapeAll administrative business processes are supported by Navision System, CRS Payroll System and some of the other key processes are supported by a different system or by ‘shadow’ systems such as standalone spreadsheets and databases. The functions or processes that are served by central systems (Navision and CRS) are accounts payable, accounts receivable, purchasing, general accounting, timesheets (timesheets in the PPECB context not only capture time worked but also serve as a means of claiming expenses) and payroll. Processes that are supported by disparate systems include budgeting, contracts administration, Food Safety administration, recruitment, learning and development, employee records, travel booking, project administration and management.The lack of interfaces between multiple and disparate systems, the inability of current systems to adapt and change with new demands, the absence of effective user-friendly data extraction and reporting tools have resulted in an array of a manual paper-driven, inefficient and time-consuming business processes.PPECB employs approximately ± 1 020 people i.e. ± 500 permanent employees and ± 520 temporary employees (depending on the season), THE FOLLOWING ARE INTERFACES AND THEREFORE REQUIRE INTEGRATION WITH THE ERP SOLUTION: Private Cloud Servers (Complex integrations – real time, system driven and automated)Titan 2.0 ? Microsoft Team Foundation Server (TFS) - AzureMaster Data System (currently On Prem, transitioning to the cloud)Business Intelligence Data WarehouseHuman Capital Management Suite (Future requirement)Navision version 5 & 13Office 365Outlook diaries to integrate across modules Excel integrationOn Premise Servers (Medium Complexity integrations – system driven, automated batched updates not real time)M-Files (Document Management System) LIMS (Laboratory Information Management System) CRS (Payroll)Web Interface(Low Complexity integrations – manually driven with an interface to a website)Central Supplier Database (National Treasury)ExperianStandard Bank Travel Booking (FCM)DALRRD DatabaseCurrent Application PortfolioFigure 1Figure 2The need for the implementation of an ERPThe key weaknesses identified from a systems perspective and key impacts of these weaknesses are summarized below:Lack of system integration and real-time information Inefficiencies due to manual processes Reporting tools are substandard for PPECB needsProject BackgroundThe PPECB is focused on building a resilient organisation that can respond to dynamic shifts in its business environment including the use of mobile devices for its workforce in accordance with its digital transformation strategy. An overview of the PPECB Digital Transformation Strategy incorporates the following: Strategic PrinciplesAdding value to clients Digitisation Innovation Transformation Business objectives Introduce additional services and products that can add additional value Improve the client experience by making systems and processes more user-friendly Introduce technology to improve efficiency Fully introduce TITAN 2.0 ? and an ERP system (Enterprise Resource Planning) Provide a professional reporting functionality for internal and external, backed by proper market intelligence. Create self-service portals to enhance the overall client experienceProvide mechanisms to innovate and to leverage technologyIncrease the reach of the PPECB to learn about new innovations and technologyCreate opportunities to collaborate and to address common challengesProvide a platform to share information, insights, ideas, expertise and knowledgeCreate new ways to address the needs of ecosystem members to address its needs and the needs of its clientsCreate the flexibility to bring on board new service offeringsTo create value for our ecosystem members we need to do the following as a baseline:Increase our infrastructure stability and connectivityStrengthen our BI capacity and knowledge to provide accurate and complete information on timeProperly integrate innovation into the businessSpeed up procurementProperly understand stakeholder needs – internally as well as externallyDeliver TITAN 2.0? and ERP on timeEnsure seamless integration between PPECB and client systems where possible (ERP, TITAN 2.0?)Discover new business models to deliver services cost effectively and quicker.PPECB has a centralised structure with many of its core business processes in Operations, Marketing and Communications, ICT, Human Resources, Finance and Procurement. The legacy systems installed over the past 16 years since the first implementation of Navision, were designed to support these processes and structures to meet their ongoing needs. The development of software technology in the PPECB evolved around its organisation structures and legacy business processes. Today, however, the relatively recent introduction of TITAN 2.0 ? and business programmes - such as development, orchard inspections and phytosanitary certification - as well as other environmental pressures, require from the PPECB to re-evaluate its core business processes and the software applications that support them. Using these separate, non-integrated systems requires expensive and inefficient manual intervention to continue supporting the business.Objectives of the RFPAn ERP provides many modern tools that will enable the PPECB to improve workflow, process efficiencies, internal support and service to our customers. It will enable the integration of core business processes and facilitate consistent, integrated reporting with fewer resources. Streamline processes and efficiency Maintain Cyber Security and Regulatory compliance by keeping data safe and regulated with built-in protection Be more responsive to customers by providing faster, more accurate access to customers’ information and history Mobility for staff to work remotely from any location with the ability to sync data when connectivity is restored (i.e. offline functionality)Automated workflows based on the delegation of authority and relevant policy and proceduresThe project will replace selected legacy systems, with Microsoft D365 which will have integration points to a Human Capital Management Suite incorporating Payroll (future requirement) and TITAN 2.0 ?. The ERP solution applies latest technology and best business practices to improve business efficiency and aligns to the PPECB digital transformation strategy. Functionalities and benefits include: Availability of a single, modern system with user-friendly features (easy navigation, self-help menu, drop down boxes, drill down functionality, validation of data upon entry) Utilising a variety of productivity-enhancing features, such as single entry of data and reduction in manual processes accessibility via the web on a workstation and mobile devices will allow each user to customize their work environment by saving default settings based on the user’s roleProviding full integration between modules that gives electronic workflow functionality to allow for movement of financial documents between departments and electronic approval Real-time, immediate update and access to operational and financial dataReduce reliance on ancillary systems, the re-keying of data, maintaining sidecar systems and the dumping of data into separate spreadsheets or database software for ad hoc reporting and managerial reportsUser-friendly, user-driven, flexible and distributed print and reporting tools as well as demand dashboards with distributed access to all users, making data available allowing for web-based queries and ad hoc reportingProviding timely electronic distribution of reports and ease in developing customised ad hoc reportsEmbedding policies and procedures into the system. This will greatly reduce dependency on policy and procedure manuals for knowledge transfer and provide a much more efficient means to handle knowledge retention, especially as experienced staff retireStreamlined business processes using established best business practices Document management so that paper files are not maintained The ERP solution is required to be fully integrated into TITAN 2.0? for transactional and reporting purposes. The ERP system should also have well tested audit and security controls in place. These will enable more efficient and effective accountability of the core business processes.The initial, most significant benefit from an ERP will be overcoming the weaknesses of existing systems and providing much-needed tools and functionality for users of PPECB’s business processes.The ERP is foreseen to address and improve on the items below:Capture at source Efficiency: Correctly completing a task in the shortest time possibleWorkflow: Progression of steps (tasks, events, interactions) that comprise a work process, through automated messages. By incorporating policies, procedures as well as the delegation of authority framework.Segregation of Duties:Concept of having more than one person required to complete a taskEnterprise Mobility: Relating to wireless communication devices, such as tablets and cell phones and sync when reconnected. Workflow messages and access must be obtained by these devices and there should be the ability to work offline.Self-Service: for customers and suppliersA portal which will enable both customers and suppliers to view statements and invoices as well as pay and query invoices. The ability to upload required documents for registration (Refer Addendum C – Portal TAB for further information).Paperless:Relating to or involving the storage or communication of information in electronic form, rather than on paper.Customisation and Configuration:Default position is configuration. Customisation will only be undertaken in exceptional circumstances and will require Steerco approval. The current customisations in NAV 5 & 13 have been attached in Addendum F. Kindly indicate which functionality is included as a standard in D365 and which functionality is to be customised and price accordingly.Simplicity:The quality or condition of being easy to understand or do Flexible reporting/Analytical Reporting:By allowing flexible reporting and analysis, that can unlock the value of the data in ERP. Current reports in NAV 5, 13 and BI are attached in Addendum G. Kindly indicate which reports are included as a standard in D365 and which reports are to be customised and price accordingly.Ability to drill down to transactional data, regardless of physical location. Interface vs Integrate: An interface is where two or more separate software products communicate under limited capacity. Data is maintained in multiple locations; thus, requiring more administration. A fully integrated system means that the products are one. This happens when two or more products work closely together to combine different functionalities into one product. The data is maintained in one location. Seamless integration between ERP and its peripheral systems as represented in REF Figure1 \h \* MERGEFORMAT Figure 1and REF Figure2 \h \* MERGEFORMAT Figure 2Master data: Some Master Data is currently housed in a central repository while others will be housed in the ERP and Human Management Capital suite going forward. The diagram below ( REF Figure3 \h \* MERGEFORMAT Figure 3) represents the current status of PPECB Master DataUser friendly User InterfaceAuditability: To enable and simplify the official examination and verification of accounts and records, especially of financial accounts. Financial account with end to end visibility of transactional process flow across all modulesData Integrity (Garbage-In-Garbage-Out): To ensure that the data integrity remains intact due to built in system validationsSingle sign-on: Is a session/user authentication process that permits a user to enter one name and password in order to access multiple applications. Figure 3PrinciplesPPECB has identified the following 7 principles that will serve as the basis for the ERP system:Aligned with the PPECB’s Digital Transformation Strategy, as outlined in section 5 above.PPECB wide project and value led: PPECB’s ERP Project will be owned by the business with the objective to realise the business benefits.? The project will provide for continuous cluster consultation in design and the sign-off of the business requirements.? Standardised processes: Enable a standard, simple way of processing which will minimise exceptions and increase efficiencies, whilst accommodating industry and governance requirements.? Implement smarter, simpler processes and ways of working. Vanilla system - Adopt, not adapt: Adopt industry standard best practice processes enabled by a proven ERP industry solution. In all respects the project will aim to minimise common business process variations across the business. We will always ask “Why not Vanilla?” The project will consider the best output for business for the future rather than focus on the current processes and therefore design for the future.Contain scope as per business case: Scope to be contained as defined in the business case to lower the change impact on the business and the implementation risk, and to maximise value to be derived as per the business case.? Project scope to be managed via Steerco. Infrastructure changes that could affect the ERP solution will need to go through the CAB change process.Phased delivery: The overall proposed project is intended to follow a functional release process with HR being part of a future implementation where integration will be required. The PPECB would prefer a short implementation time, however the bidder is to provide best practice implementation phasing in their proposal. People Change Management: Incorporates knowledge transfer and change management to be part of the proposal.Scope of Services for the D365 SolutionThe PPECB requires proposals for the implementation of a cloud based D365 solution that will enable the organisation to improve workflow, process efficiencies, internal support and service to its customers. The D365 solution must integrate core business processes and facilitate consistent, integrated reporting with less manual intervention. D365 is required to replace legacy systems, to introduce the latest technology and best business practices to improve business efficiency. The solution is required to align to the PPECB’s “Digital Transformation Strategy’s” business objectives and strategic principles as outlined in Section 5 above.The following professional services are required:A fully managed Azure solution via the PPECB tenant which is managed by the PPECB Cloud Services ProviderThe implementation of the solution needs to align to the PPECB’s project governance framework i.e. existing committee’s or approval structures to be utilisedTransactional data conversion and migrationMaster data setup and migrationManage the transition from the current system(s) in REF Figure1 \h \* MERGEFORMAT Figure 1 and REF Figure2 \h \* MERGEFORMAT Figure 2 (section 4.1 above) to the proposed solutionReporting and analytical capability as stipulated in Addendum C (BI & Reporting TAB) and Addendum G (Reporting)Installation and configuration of the ERP system including configuration of workflow across all modulesThe development of Business Requirement Specifications (BRS)To understand the Architectural Landscape and develop the Technical Design Specifications to deliver the Business Requirements;Integrate solution into other required systems (Refer REF Figure1 \h \* MERGEFORMAT Figure 1 and REF Figure2 \h \* MERGEFORMAT Figure 2) in section 4.1 above)Knowledge transfer and Training services (Super / Full User Training and End User Training) in conjunction with the PPECB Learning and Development team, utilising the PPECB Learning Management System – including assessmentsKnowledge transfer to the App Support team to maintain and support the solution for general user administration/first line supportTraining services for End UsersPeople Change management (in conjunction with the PPECB Change Management team for the ERP)System documentation and TestingConfiguration and system maintenance will be the sole responsibility of the service provider for the duration of the contractPost implementation support of all modules is to be 90 days. The commencement of the 90 days will only start after the full ERP implementationOngoing support and maintenance of the ERP system as a managed service for a period of 5 years Normal SLA maintenance as a managed service will kick in after the 90-day period above has lapsed.Proposed Implementation PlanThe Bidder is to provide an implementation plan in narrative format supported by an activity-level project plan using Microsoft Project that details how the proposed solution is to be implemented. This implementation plan should include the following elements:Item No.TitleGeneral Implementation approachNon-functional requirementsProject management approach and methodologyA fully managed Azure solution via the PPECB tenant which is managed by the PPECB Cloud Services ProviderData conversion and migration (both transactional and master data)Reporting and analytical capability as stipulated in Addendum C (BI & Reporting TAB) and Addendum G (Reporting)Training services and knowledge transfer to the PPECB staffPeople Change managementSystem documentation, manuals Testing and SimulationsProcess re-engineering assistanceOther activities proposed by the Bidder and the Microsoft Project planThe Bidder should not be constrained to only include the above items in the Bidder’s proposal response, if the Bidder feels that additional elements may add value to the overall implementation. The PPECB requests that the Bidder provide their work plan in a Microsoft Project format as part of the proposal response to be included in the Electronic Copy of the Technical Proposal.It is expected that the Bidder will lead the efforts in each of the implementation areas described below, unless stated otherwise. Further details on what is to be provided as part of the Bidder’s proposed implementation plan are included in the following subsections.General Implementation ApproachProvide a general overview of the implementation approach you plan to use for the PPECB that includes addressing the following items:Describe how you transition from the tender phase to the implementation phase of the project Describe how you transition from project implementation support to the Business as Usual (BAU) fully managed service maintenance supportDescribe key differentiators of the approach as it relates to implementing a solution on time, within budget and with the ability to meet the needs of a diverse client like the PPECBDescribe how you would conclude on a preferred implementation phasing of software modules. What is your recommended approach for this implementation? Document major milestones so that these can be aligned to the PPECB budget and payment processes which form part of the overall PPECB programme planDescribe your approach towards running parallel systems for a defined period; andDescribe your approach to System Development Life Cycle (SDLC).Project Management Approach, Methodology and GovernanceProvide an overall description of the Bidder’s project management approach towards this type of engagement and projected timing for major phases.Provide an overall project governance frameworkProvide a high-level work plan for achieving the successful deployment of your proposed system The PPECB expects the Bidder to provide project management resources leading to the successful deployment of the system. This project manager will work as a team member with PPECB’s project management teamThis project manager can be an employee of the Bidder. In either case, the costs for the project manager should be clearly denoted in the pricing section of the Price ProposalOutline how the project methodology aligns to the Microsoft methodologyProvide a responsibility matrix including a resource plan for the number of resources and type of skills required across the various project phases from the PPECB e.g. numbers of UAT testers necessary per moduleHardware, Software and Storage Design and Installation ConsultingA fully managed Azure solution via the PPECB tenant which is managed by the PPECB’s Cloud Services Provider (CSP). Any required involvement with the CSP must be brought to the PPECB’s attention and the PPECB will facilitate a meeting between the two service providers.Data Conversion and Migration Plan (Refer REF Figure1 \h \* MERGEFORMAT Figure 1 and REF Figure2 \h \* MERGEFORMAT Figure 2)It is anticipated that data conversion (master data and transactional data) will occur when migrating to the new application The Bidder is expected to assist the PPECB in the conversion of both electronic and manual data to the new systemIt is expected that the PPECB will be responsible for data scrubbing and data pre-processing and that the Bidder will be responsible for the overall conversion co-ordination, definition of file layouts, and data import and validation into D365. Please provide pricing for data conversions in the associated Microsoft Excel pricing spreadsheet to be submitted as part of the electronic copy of the Price ProposalDescribe your general approach towards data conversion and how you would work with the PPECB and its current system providers to conclude on what should be convertedPlease describe your organisation’s recommended approach toward retention of legacy dataThe PPECB will provide a secure location for data collectionPlease provide the process and tools that will be used for the data conversion in your proposal The Bidder is required to provide a costing estimate for:Converting and migrating 5 years’ worth of historic transactions and master datathe take-on of opening balances onlyPlease provide pricing for both methods and differentiate this clearly in your Price Proposal.Report Development using standard and user defined reportingFor specific reporting requirements, it is anticipated that the Bidder will take the lead on developing any reports required as part of the initial deployment of the system. The Bidder is expected to provide specialised knowledge and information to the PPECB staff during the development of needed reports, via technical training on the tools used for report development, database schema and architecture, etc.Provide information on your reporting approach including the description of various methods of reporting excluding Business Intelligence tools that are costed separately.Note: Based on the PPECB requirements, it is envisaged that a standard ERP reporting tool is sufficient to provide the reports required. Refer to and complete Addendum G (Reporting)Knowledge Transfer and Training ServicesThe PPECB intends to explore the advantages, disadvantages and related costs of two implementation training approaches (required but not limited to the user groups listed below):End User Training Approach: All end-user training to be conducted remotely and a blended approach (on-site and remotely) if necessary. End user implementation training will be provided by the Bidder and include joint participation by the relevant PPECB SMEs supporting the process area in the new software system; and Implementation of training will include the transfer of knowledge to the PPECB Learning and Development Department and will utilise the PPECB Learning Management System for roll outAssessments are required to be conducted using the PPECB Learning Management SystemDesign and provide quick user guides / job aids for end users – the guides / job aids should preferably be online to be housed on the PPECB Learning Management System and Intranet, not necessarily hard copyNumber of permanent end users to undergo training 556super / full users to train the remaining temporary users of 327 with the bidder’s assistanceNumber of permanent Super / Full Users to undergo training 151super / full users to train the remaining temporary users of 245 with the bidder’s assistanceApplication Support Desk staff 4Super / Full user and application support desk training: The Vendor will incorporate a “train the trainer” approach where the PPECB application support desk staff will be trained through implementation on the modules. The Vendor will provide:Training to super / full users for each moduleTraining materials to be used by super / full users for training of staff with the support of the bidder post implementationAssessments are required to be conducted using the PPECB Learning Management System. Web conference or remote online tutorial sessions would be available to super / full users to train new staff in the futureThe resources above should also remain available post implementation for the super / full users to train new team members and as a refresher to existing staffApplication Support desk staff are to be trained on user administration and first line support utilising the same methodology, including assessmentsTraining modules are to include, but are not limited to:Generic overview of D365Generic Employee self-service for applicable modulesGeneric Manager self-service for applicable modulesJob Role specific (finance, administration, full users, application support desk staff)Simulation / online tutorial per job role after the initial roll out to be available for the PPECB Staff and Super / Full users to conduct trainingJob aids – that stays with staff post training per job role – preferably onlineThe training material will remain the IP of the PPECB and shall remain with the PPECB post implementation. Refresher training to be provided as and when required for the duration of the contract together with super / full user. The Bidder must provide an overall description of training methods, including the following:General timeframes in which training will be conductedThe Bidder must list the nature, level, and amount of training to be provided in each of the following areas:ICT Support training (first line)Functional super / full user trainingEnd User training - operational areasEnd User training - support areas and administrative staffThe Bidder is to outline how the following issues will be dealt with during the training phaseVersion control of materialChanges to training material – last minute changes due to e.g. configuration changesPlease note that a blended approach must be proposed and costed.People Change Management ApproachThe PPECB recognises that a movement from the current environment to a new solution will present change management challenges. The Bidder should clearly identify their approach towards Change Management including any unique approaches, processes, or tools that will be used.The PPECB has a change management team for the D365 implementation project and the Bidder needs to work alongside this team.From the Bidder the role should be more on the technical side:Migrating from current systems to D365Manual business processes to automated workflows;Updates regarding project progress, communication regarding challenges and the like should be communicated to the PPECB Project Manager and change management team for incorporation into the overall plan; andThe change management plan and rollout will be aligned to the project milestones.Technical System Documentation, Manuals and TestingThe Bidder is expected to provide technical documentation:Describe what technical documentation is available on the proposed system Describe what types of documentation you anticipate developing during the project.It is the PPECB’s expectation that the Bidder will develop test plans and test packs in collaboration with the PPECB resources and provide it to the PPECB and in accordance with Microsoft prescribed methodology. The testing is to incorporate both business and functional capabilities. The Bidder should also describe their recommended approach to the following types of testing that are anticipated to be performed on the project and the type of assistance they anticipate providing to the PPECB related to such testing:Unit Testing;System testing;Integration testing (in relation to the ERP modules and other systems);Penetration testing;Stress/performance testing; andUser acceptance testing (UAT) - Pilot/dress rehearsal/ simulation testing;Cloud Platform related testingNote: All testing as described above will be executed and managed by the service provider with the PPECB support and sign-off by the product owner. The PPECB Business Analyst will liaise with product owners and provide the bidder with the required information.Process Re-engineering AssistanceWith the deployment of a new application, the PPECB wishes to take advantage of capabilities within D365 that provides support for operational improvements. Bidders are requested to describe their approach towards process redesign including discussion on the optimal time in which to conduct redesign as it relates to implementation of D365 in conjunction with the PPECB’s ERP Business Analyst.In addition, please describe your organisation’s capabilities to assist in a PPECB wide redesign of the chart of accounts, vendor coding, customer coding, asset coding and any other related redesign to best leverage the capabilities of the system in order to meet the PPECB's overall financial tracking and reporting objectives considering the constraints in terms of standard chart of accounts that must be used by the PPECB.Other activities proposed by the Bidder and the Microsoft Project PlanDetails of additional elements that the Bidder feels may add value to the overall implementation. Please elaborate on your proposed approach, specifically relating to work within the existing Business Case Review, Business Benefits Realisation Plan, and co-creating the Change and Communication Plan.The PPECB requests that the Bidder provide their work plan in a Microsoft Project format as part of the proposal as well as provide the project governance framework. Ongoing Support ServicesThe PPECB expects the support services listed below as a minimum. Please specify the nature and conditions of any post-implementation support options including:Implementation support during the implementation of the various modules90-day post-go live support that is included in the proposal responseOnsite support (e.g. system tuning, application configuration, interface issues, report development, network optimisation, user training and tips to optimise the user experience);Limited number of users will utilise the below services:Telephonic support;Help Desk services (If there is a service level agreement for your help desk, please provide a copy with your RFP response.); andToll-free support line.PPECB support hours are deemed to be 7h00 to 22h00 which includes weekends and public holidaysBusiness as Usual (BAU) Service Level Agreement (SLA) Required (no deviations to the below will be accepted)Service Level TypeTime to RespondTime to ResolveResolved for Priority 1 & 2 deemed as escalation to MicrosoftTarget for call resolution as measured against calls logged per monthTypical PPECB DescriptionPriority 115 mins30 mins99.99%A global system issue that renders the application unavailable i.e. entire ERP system is downPriority 220 mins1 hour99.95%More than 1 module\aspect of the application that is unavailable or not performing as expectedTime to CloseTarget for call resolution as measured against calls logged per monthPriority 330 mins1 hour8 hours99.90%One module\aspect is unavailable or not performing as expected.Priority 42 hours6 hours2 days99.90%System configuration incident resulting in a request. Outside the standard system functionality.Priority 5 2 hours8 hours 1 day99.90%General requests SLA and call loggingT-Systems is the current Infrastructure Outsource Service Provider. Figure 4 below refers to the way calls will be logged with your Service Desk.Figure 4Resource Plan, Experience and QualificationsThe Bidder must detail the type and amount of implementation support to be provided (e.g. number of human resources, level of staff, time commitment, etc.). An Organogram for the project must be included as well as the CVs for all staff that will be assigned to the project. The resources above need to be based in South Africa and able to work onsite at the PPECB Cape Town offices. Travel to all offices will be at the bidder’s cost. Provide a resource plan for resources number and type across the various project phases from the PPECB e.g. numbers of UAT testers necessary per moduleIf the Bidder is using a subcontractor, please include information on subcontracting staff being used and their specific role on the project. If applicable, the bidder is to please note the requirements for Subcontracting in Point 16. Please provide an overall project organisational structure for both PPECB and Bidder’s staff involvement during the project. Identify the roles and responsibilities of each component of this structure. This includes an appropriate governance structure in which to manage the project.It is a requirement that the proposed project manager as well as at least 80% of the project team, as identified in this response, will be the actual team executing the project in the event that the bidder is successful.Requirements by Module – OverviewThe following pages specify the software requirements at a departmental level, beyond those which are included with most ERP software offerings. Please respond to the requirements by inserting the appropriate number, as defined below, in the “Vendor Response” column, and add any supporting comments or documentation you deem relevant, regarding how your software will improve our processes.Attached to this RFP is an Excel spreadsheet “Addendum C: RFP ERP Software – Functional system requirements.xls” which details a number of requirements that must be addressed by the bidder's proposal. The Bidder is expected to complete the excel spreadsheet having followed the instructions below. Bidders must replace cells D3:D4 in the first excel sheet (Introduction) with the Bidder's Company Name and solution name. The Priority column includes one of the following entries to indicate the importance of the specification/report to PPECB. Responses will be weighted accordingly:“H” – High An absolutely necessary feature to be gained from the new system. This would be either a feature that PPECB already has and uses in its current software, is available and/or tracked in a shadow system (i.e., spreadsheet, document, etc.) or has identified as a future critical requirement. “L” – Low This would be a feature that, while of interest, is of low priority at this time or something that could be a future deployment. Each Bidder should review the specifications and reports listed in each subsection and respond as to their availability within the Bidder’s software system. The responses should be entered under the “Availability” column of each form as follows:CodeDescriptionYFunctionality is provided out of the box through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import/export, table driven setups and standard reports with no changes. These configuration areas will not be affected by a future upgrade. The proposed services include implementation and training on this functionality, unless specifically excluded in the Statement of Work, as part of the deployment of the solution.RFunctionality is provided through reports generated using proposed Reporting Tools.TFunctionality is provided by proposed third party functionality (i.e., third party is defined as a separate software vendor from the primary software vendor). MFunctionality is provided through customization to the application, including creation of a new workflow or development of a custom interface that may have an impact on future upgradability. FFunctionality is provided through a future general availability (GA) release that is scheduled to occur within 1 year of the proposal response.NFunctionality is not provided.It is important that the costing is reflective of the functionality requirements as set out in this section. Please ensure that the costing of the Bidder’s proposed solution includes all modules and resources to satisfy these functional and technical requirements.Requirements for Tender SubmissionThe tender and accompanying documents shall be carefully parcelled, sealed and be delivered to the Procurement Officer no later than the closing date at 11H00. Failure to comply with these instructions may result in the tender being considered ineligible.Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word: Tender: RFP/ICT/ ERP/2020/09 - Microsoft Dynamics 365 ERP Implementation Partner Venue: THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) 45 Silwerboom Avenue Plattekloof Cape Town, 7500An electronic copy must be submitted online via Microsoft OneDrive and shared with email address lynnp@. No late tender shall be considered. Tenders will be opened in accordance with the relevant procedures.List of Returnable DocumentsThe bidder must complete and submit the following returnable schedules:Technical ProposalRefer to the Pre-qualification Requirements (Section 11) of this document outlining the below:Only Gold Enterprise Resource Planning Microsoft Partners who are based in South Africa are eligible to apply. (A valid Microsoft Gold ERP Partner Certification as vetted by Microsoft)The bidder must demonstrate experience in the implementation of Microsoft Dynamics ERP solutions (i.e. Dynamics AX or D365) at a medium size organisation ((Employs up to 200 employees with a turnover above R51 Million per annum) in the last 5 years. (Bidder is required to provide a minimum of three (3) detailed case studies where a complete ERP solution (more than 1 module e.g. Finance, Supply Chain, Asset Management, CRM etc) was successfully implemented in the last 5 years). The bidder needs to confirm that they have done a cloud based AX or D365 implementation. (Confirmed in a letter from your company signed by a designated signatory on a company letter head) The bidder to confirm that they have implemented an AX or D365 cloud solution that interfaced with external systems (which may be on premise or cloud based). (Confirmed in a letter from your company signed by a designated signatory on a company letter head) The bidder to confirm that their D365 implementation will have the enterprise mobility capabilities (e.g. be functional on cell phone, tablets, etc) (Confirmed in a letter from your company signed by a designated signatory on a company letter head)Provide detailed requirements on factors, information, parameters, etc that you require from the PPECB in order to effectively carry out Stage 2 - Pricing (e.g. questions, resources, information, reports, etc) (Document detailing these requirements)Acceptance that the PPECB auditors will be allowed to audit your implementation & post go-live support and provide the PPECB’s auditors with the information/evidence required. (Confirmation on a letter from your company signed by a designated signatory on a company letter head)Standard Bidding DocumentsSBD 1 - Invitation to Submit ProposalSBD 4 - Declaration of Interest SBD 6.1 - Preference Point Claim FormSBD 8 - Declaration of Bidder’s past SCM PracticesSBD 9 - Certificate of Independent Bid DeterminationCentral Supplier Database ReportOriginal and Valid Tax Clearance CertificateCompany / CC / Trust / Partnership registration certificatesValid B-BBEE certificate In case of proposal from a joint venture, consortium or subcontracting, the following must be submitted together with the proposal: Joint Venture Agreement including split of work and rand value signed by both parties; Valid copy of the B-BBEE certificate of the joint venture or consortium; The Tax Clearance Certificate of each joint venture member; Proof of ownership/shareholder certificates/copies of Identity document; and Company registration certificates.Tender Evaluation The tender will be evaluated in two stages according to the predetermined evaluation criteria set out in below. NOTE: DO NOT SUBMIT PRICING WITH YOUR INITIAL BID IN STAGE 1. Once bidders have successfully qualified to move onto Stage 2 will pricing be requested. Submission of any pricing in Stage 1 will invalidate your response to this tender and will be rejected.STAGE 1 – TECHNICAL AND FUNCTIONAL EVALUATION Stage 1 will be based on the technical and functional requirements of this tender. No pricing is to be received in Stage 1. The bidder will be evaluated according to the scoring criteria that has been set out in Stage 1A, Stage 1B, and Stage 1C below. Bidders that successfully meet the criteria in all of these stages and qualify after the evaluation of Stage 1C will be invited to continue with Stage 2.STAGE 1A - Pre-qualification The bidders will be evaluated on the pre-qualification criteria. Bidders who do not meet these criteria’s will not be evaluated further.?STAGE 1B - Technical, Functional & System Criteria The tender submission will be technically evaluated out of a maximum of 424 points based on the bidder’s paper-based submission. A minimum threshold of 324 points out of the 424 has been set. Only bidders achieving 324 points minimum threshold and that meet the sub minimum thresholds will qualify to be evaluated for Stage 1C.STAGE 1C - Supplier PresentationShortlisted bidders will be required to present their proposed solution, technology and implementation plan including timelines. A minimum threshold of 76 points out of the 95 has been set. Only bidders achieving 76 points minimum threshold and the subminimum thresholds will qualify to be evaluated for Stage 2.STAGE 2 – PRICE AND PREFERENCE EVALUATION?Only bidders that have successfully met the evaluation criteria of Stage 1 above will be invited to continue with Stage 2.STAGE 2A – Discovery Process and Information GatheringSuccessful bidders will be invited to conduct due diligence and information gathering in order to provide firm pricing for this tender. The PPECB will collate and share information required in order for bidders to make an informed analysis to provide firm pricing. The same information will be shared to all bidders that will be participating during this stage. Bidders will be required to submit a signed Non-Disclosure Agreement (NDA) before any information will be shared.Please note that Stage 2 allows for bidders to provide a firm quotation for this tender, it does not allow for any changes to be made to the technical and functional requirements you have provided in your proposal in Stage 1. Pricing submitted in Stage 2 must correlate to the technical and functional submission in Stage 1.STAGE 2B – Price and PreferenceOnce Stage 2A has concluded, bidders will be required to submit their pricing and will be further evaluated on B-BBEE and Price.Should it be needed, the PPECB will invite bidders to conduct a presentation on their pricingDocumentation that will be required from the bidder in Stage 2B:SBD 3.3 - Pricing ScheduleSBD 7.2 - Contract Form - Rendering of ServicesAddendum B – Detailed Pricing ScheduleSTAGE 2C – Risk EvaluationThe PPECB will at its discretion conduct a risk analysis on the bids that have successfully made it through Stage 2B. The PPECB will evaluate the bids against the Objective Criteria as set out in Point 11 below.Note: The PPECB reserves the right to appoint a Bidder other than the one that scored the highest points.STAGE 1 – TECHNICAL AND FUNCTIONAL EVALUATION Allocation of points on functional and technical evaluation will be to the criteria within the following framework:STAGE 1A – PRE-QUALIFICATION The following is the pre-qualifying criteria that is applicable to this tender, any bidder who does not meet them will be disqualified and shall not be evaluated furtherPRE-QUALIFICATION REQUIREMENTSReference PageOnly Gold Enterprise Resource Planning Microsoft Partners who are based in South Africa are eligible to apply. Bidder must provide a valid Microsoft Gold ERP Partner Certification as vetted by Microsoft.The bidder must demonstrate experience in the implementation of Microsoft Dynamics ERP solutions (i.e. Dynamics AX or D365) at a medium size organisation ((Employs more than 200 employees with a turnover above R51 Million per annum) in the last 5 years. Bidder is required to provide a minimum of three (3) detailed case studies where a complete ERP solution (more than 1 module e.g. Finance, Supply Chain, Asset Management, CRM etc) was successfully implemented in the last 5 years.The bidder needs to confirm that they have done a cloud based AX or D365 implementation Confirmed in a letter from your company signed by a designated signatory on a company letter headThe bidder to confirm that they have implemented an AX or D365 cloud interfaced with external systems (which may be on premise or cloud based).Confirmed in a letter from your company signed by a designated signatory on a company letter headThe bidder to confirm that their D365 implementation will have the enterprise mobility capabilities (e.g. be functional on cell phone, tablets, etc) Confirmed in a letter from your company signed by a designated signatory on a company letter headProvide detailed requirements on factors, information, parameters, etc that you require from the PPECB in order to effectively carry out Stage 2 - Pricing (e.g. questions, resources, information, reports, etc) Document detailing these requirementsAcceptance that the PPECB auditors will be allowed to audit your implementation & post go-live support and provide the PPECB’s auditors with the information/evidence required. Confirmation of acceptance from your company signed by a designated signatory on a company letter headSTAGE 1B – Technical, Functional & System Criteria Evaluation (As outlined by the categories in Addendum A and the RFP document)For each question asked in the RFP, the Bidders shall provide in their response, the question asked and their answer using the section numbering of the RFP. Attached to this RFP is an MS-Word “Addendum A ERP BID Response Document Technical Proposal”Technical RequirementsMinimum PointsMaximum PointsReference Page in proposal1.Project Management Approach, Methodology and Governance(Section 6.2.2. of the RFP document)Project Governance Framework (10 Points. No minimum threshold)Work plan / Project Plan (10 Points. Minimum threshold 10)Project Methodology Alignment to Microsoft Methodology (10 Points. No minimum threshold)Responsibility Matrix (10 Points. Minimum threshold 5)15402.Data Conversion and Migration Plan(Section 6.2.4. of the RFP document)Data Conversion and Migration approach (10 Points. Minimum threshold 10)Retention of legacy data approach (5 Points. No minimum threshold)10153.Report Development (Section 6.2.5. of the RFP document)100% of the reports in Addendum G has been met = 10 Points80% of the reports in Addendum G has been met = 5 PointsBelow 80% of the reports in Addendum G has been met = 0 Points104.Knowledge Transfer and Training Services(Section 6.2.6. of the RFP document)End User Training (10 Points. Minimum threshold 10)Super User / Full User Training (10 Points. Minimum threshold 10)Application Support Desk Training (10 Points. Minimum threshold 10)Assessments (10 Points. No minimum threshold)User Guides / Job Aids (10 Points. No minimum threshold)Using the PPECB Learning Management System (10 Points. No minimum threshold)30605.People Change Management Approach (Minimum threshold 10)(Section 6.2.7. of the RFP document)Comprehensive Change Management Plan = 20 PointsOverview of the Change Management approach = 10 Points10206.Technical System, Documentation, Manuals and Testing(Section 6.2.8. of the RFP document)Comprehensive Testing Plan provided = 10 PointsOverview of the Testing approach = 5 Points107.Process Re-engineering Assistance (Minimum threshold 5)(Section 6.2.9 of the RFP document)Comprehensive description of the Process Re-engineering Approach = 10 PointsOverview of the Process Re-engineering Approach = 5 Points5108.Other activities proposed(Section 6.2.10. of the RFP document)Detailed Workplan and Project Governance Framework provided = 10 PointsOverview of the Workplan and Project Governance Framework provided = 5 pany Background, Financial Position References?Company Background?·?????? Footprint of certified D365 Support Staff in South Africa (10 Points. No minimum threshold)·?????? Copies of the above resources’ certifications (10 Points. Minimum threshold 10)·?????? Total number of Microsoft certified D365 implementation skills in South Africa– certificates to be provided for the resources (10 Points. Minimum threshold 10)·?????? Organogram of the implementation team, 80% of the team indicated have to part of the implementation when it commences - % to be confirmed in a letter from your company signed by a designated signatory on a company letter head(5 Points. Minimum threshold 5)·?????? C.Vs and copies of certifications of implementation team members to be provided(5 Points. Minimum threshold 5)?Financial Position·?????? Submission of last two (2) financial year audited financial statements(5 Points. Minimum threshold 5)?Liquidity Ratio of 1 or better (5 no minimum threshold)Liquidity Ratio of less than 1 (2 no minimum threshold)Solvency Ratio - 0.5 or better (5 no minimum threshold)Solvency Ratio 0.49 or less (2 no minimum threshold)?References (Please use the reference letter template in Addendum H)·?????? Contactable written reference letters from clients on the client letterhead which speaks to:o?? Implementation of Microsoft Dynamics AX or D365 where it was in budget and / or on timeo?? Whether it was implemented for a whole organisation or for a divisiono?? How many people within the organisation were affected by the implementationo?? Not older than 5 years(10 Points. Minimum threshold 10)How many D365 or AX implementations have you done?10 to 20 Implementations = 10 Points5 to 9 Implementations = 5 PointsLess than 5 Implementations 5 = 0 Points457510.Application and Database Software (Section 4 of Addendum A)Microsoft’s Implementation Roadmap for major releases and upgrades, frequency of releases, significant functionality enhancements(10 Points. No minimum threshold)Describe how upgrades and patching, as a whole, will be managed Specifically, how any system upgrades and patching introduced by Microsoft will be managed on an end to end basis by the Service Provider, including managing the upgrades and patches of configurations or customisations.(10 Points. Minimum threshold 10)Demonstrate the way the PPECB third party products will be integrated with D365, including how the two-way data streams will be accommodated in the configuration of the ERP (Refer to Figure 1 in the ERP Implementation Tender document)(10 Points. Minimum threshold 10)203011.Addendum C(Functional System Requirements)3412.Ongoing Support Services & Draft SLA including standard terms and conditions (Section 6.2.12 of the RFP document and Section 5 and 7 of Addendum A)Draft SLA matching the criteria in section 6.2.12 in the RFP document - no deviations (5 Points. Minimum threshold = 5 Points)Implementation support during the implementation of the various modules. (10 Points. Minimum threshold = 5 Points)90-day post implementation support to commence upon implementation of the full solution (10 Points. Minimum threshold = 10 Points)Business as Usual Managed Service for 5 years commencing at the expiration of the 90-days above (10 Points. Minimum threshold = 10 Points)Provide a Business Continuity Plan that is specifically designed for your employees and company operations (to indicate how PPECB’s systems and service levels will be safeguarded and supported)(5 Points. No minimum threshold)Describe the process to be followed to ensure integrity, classification and governance of master data sets for customers and vendors before migration onto the ERP (confidentiality, integrity, availability)(10 Points. Minimum threshold = 10 Points)How do you support your existing ERP clients while implementing with a new client?(5 Points. No minimum threshold)Describe how projects or resources are scheduled should there be more than one implementation at more than one client(5 Points. No minimum threshold)406013.Software Updates and Distribution(Section 8 of Addendum A)Please describe how all system updates and release patches will be kept up to date by the bidder, including third party products. Provide information on how software updates are received, processed and distributed to the client environment, including but not limited to:Backward version compatibility and support of back versions; (4 Points)Timeframe/policy on moving to new versions; (2 Points)Automatic product upgrades or on demand (4 Points)(10 Points. Minimum threshold = 10 Points)How does your company consistently deliver on innovation and value?(5 Points. No minimum threshold)101514.Configuration(Section 9 of Addendum A)How are local configurations maintained when installing new releases of the software?(5 Points. Minimum threshold = 5 Points)5515.Ability to integrate and maintain Master Data within D365 and the PPECB landscape(Section 10 of Addendum A)Describe your ability to integrate and maintain Master Data within the D365 and the PPECB landscape(5 Points. Minimum threshold = 5 Points)5516.Ability to Support and Integrate the Application Integration Requirements of the PPECB(Section 11 of Addendum A)Describe your ability to support and integrate with the PPECB's primary data sources, targets, applications and other interface points.(5 Points. Minimum threshold = 5 Points)Describe how the modules integrate with each other and outline the overall application integration strategy with the PPECB third-party solutions.(5 Points. Minimum threshold = 5 Points)101017.Risk Management(Section 12 of Addendum A)What International Information Security standard certification(s) (e.g. ISO 27001 certification, Cyber Essentials certification, etc.) Please attach certification/s(5 Points. No minimum threshold)Describe in detail your policies and procedures on how you manage the security of user information to ensure compliance with POPIA(10 Points. Minimum threshold = 10 Points)1015Total Points A tenderer must obtain an overall minimum of 324 points to qualify for the short-list. (in addition to the sub minimum thresholds). To enable the PPECB to evaluate the entity on the above criteria, please ensure that adequate documentation is attached.424The scoring criteria for purposes of awarding points for the ERP Specifications Criteria will be as follows:Criteria NoSystem Specification Criteria?Points Allocated1Integration15.002Financial management45.002.1Accounts payable5.002.2Accounts receivable5.002.3Planning and budgeting5.002.4General Ledger5.002.5Bank reconciliation5.002.6Cash management5.002.7Fixed assets5.002.8Inventory Management5.002.9Management Accounting5.003Supply Chain Management25.003.1Procurement15.003.2Contract management10.004Operations15.004.1Food Safety Audits5.004.3Time and Expense Control5.004.4Laboratory5.005BI & Reporting5.006Client Management15.007General and technical10.008Non-Functional10.009Enterprise Mobility10.0010Portal (Client/Vendor Collaboration)10.00Total points allocated for System Specifications160.00The total score of the above will be weighted to 34 points as indicated on page 29 of this document.VERY IMPORTANT: Technical documents must be arranged in sequence of the above criteria in a pack with clearly marked sections according to the headings listed above.STAGE 1C - Supplier PresentationThe PPECB will invite each vendor whose response passes the preliminary criteria to present their response to the evaluation team. The evaluation team will expect to be able to ask detailed questions, based on both the response and the presentation. Bidder presentations will be evaluated based on the below criteria. Using the case studies you have provided (refer pre-qualification requirements above), provide an overview of the implementation according to the requirements below: Technical RequirementsMaximum PointsReference Page in proposal1.Provide a demonstration of the implementation of the below requirements, if implemented (10 points)If not a presentation or demo of the aspects not implemented will suffice (5 points)102.Planning & Budgeting104.Timesheet capturing entails documenting of the following items:Service types (inspection/container loading/waiting/re-inspection, etc.)Activity points (where the service took place)Products (citrus, stone, pome, etc.)Normal hours (each inspector must log 40 hours per week of normal time which includes time of annual/sick leave)This information is used for costing of the inspectorate’s salary costs against the products they inspected.Additionally, timesheets are used to capture the following:Overtime hours (Saturday, Sunday, Standby)Kilometre costsOut of pocket expensesThis information is used to reimburse employees weekly (km’s and expenses) and monthly in arrears of all overtime via payroll.105.Tender and Contract Management156.Portals Customer Registration ProcessVendor Registration ProcessAccounts Receivable Process under customer portals (beginning to end), Self-service customer and supplier portals107.ReportingDashboards integration reporting from other systems109.ICTArtificial Intelligence attributable to the ERP1010.Flexible Workflows with regards to delegation of authority (include audit trails)1011.Enterprise Mobility Capabilities10Total Points A tenderer must obtain an overall minimum of 76 points to qualify for the short-list. (in addition to the sub minimum thresholds)To enable the PPECB to evaluate the entity on the above criteria, please ensure that adequate documentation is attached.95Tenders will be evaluated for functionality and bidders must meet a minimum functionality threshold of 76. Tenderers scoring less than 76 points will be disqualified.STAGE 2 – PRICE AND PREFERENCE Stage 2A – Discovery Process and Information GatheringSuccessful bidders will be invited to conduct due diligence and information gathering in order to provide firm pricing for this tender. Stage 2B – Price and PreferenceThe following preference point systems are applicable to all bids whereby points shall be awarded for Price; and B-BBEE Status Level of Contribution (Preference).The lowest acceptable tender will be used to determine the applicable preference point system as per the Preferential Procurement Regulations of 2017 (80/20 or 90/10). Stage 2C – Risk EvaluationThe PPECB will at its discretion conduct a risk analysis on the bids that have successfully made it through Stage 2B. The PPECB will evaluate the bids against the Objective Criteria as set out in Point 11 below.Objective CriteriaIn terms of Preferential Procurement Regulation 11 and section 2(1)(f) of the Preferential Procurement Policy Framework Act, the PPECB may consider the following objective criteria in the bid award:The risk of fruitless and wasteful expenditure to the PPECB; The risk of an abnormally low bid; and The risk of a material irregularity.The PPECB reserve the right not to consider bids from Bidders who are currently in litigation with the PPECB.The PPECB further reserve the right not to award this tender to any Bidder based on the proven poor record of accomplishment of the Bidder in previous projects within the PPECB and the referee submitted by the Bidder.Financial Proposal (Only bidders qualifying for Stage 2 will be requested to submit pricing)Points awarded for priceTotal Cost of Ownership (5-year period) for the Bidder’s proposed solution should be submitted on the proposal pricing schedules provided in the associated Microsoft Excel pricing spreadsheets in Stage 2. Please note:The PPECB will not consider time and materials pricing. Bidders shall provide firm and fixed pricing based on the functionality described. For each item, indicate if the cost is once-off, annual, or other; The Bidder shall provide price information for each separate component of the proposed solution, as well as the costs of any modifications necessary to fully comply with the RFP In the event the product or service is provided at no additional cost, the item should be noted as "no charge" or words to that effect; Bidder must provide prices in South African Rand; Bidder shall make clear the rationale and basis of calculation for all fees and disbursements; To the extent possible, Bidders shall show any applicable discounts separately from the prices for products and services; Project milestones should be clearly indicated as payments will be made according to milestone and associated quality metrics of the milestone. Further information will be shared during contract negotiation with the successful bidder. (The PPECB does not do upfront payments)Prices offered shall be considered firm, except for variations in rate of duty and foreign exchange, unless otherwise stated. Please indicate if any prices that may be subject to exchange rate fluctuations;All complimentary Microsoft offers must be passed on to the PPECB at no costNote: Bidders will be required to complete and return Addendum B – Pricing Schedule in Stage 2. The Bidder’s Proposal must set out all pricing assumptions, including the applicable foreign currency exchange rates, applicable indices and the like. The agreement will be based on variation-based agreement i.e. fixed unit costs will apply throughout the agreement lifecycle.All prices must be inclusive of VAT. No variation, to the accepted quote, will be allowed unless the service provider has obtained prior written approval from PPECB. Quoted prices to be valid for 180 business days and no variation to the accepted quote will be allowed.Points awarded for B-BBEE status level of contributionIn terms of Regulations 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table as set out in the Preference Points Claim Form. Bidders must provide a valid BBBEE certificate. Notes on Quantities and Pricing (NB: ONLY APPLICABLE TO STAGE 2)To facilitate like-for-like comparison bidders must submit pricing strictly in accordance with this pricing schedule (Addendum B) and not utilise a different format. Deviation from this pricing schedule will result in a bid being declared non-responsive.Please note that should you have offered a discounted price(s), PPECB will only consider such price discount(s) in the final evaluation stage if offered on an unconditional basis.Suppliers must provide firm prices in their proposals. For the purposes of this RFP “firm prices” are prices at which the Supplier will supply the Product and/or the Services to PPECB without any adjustment thereto for any reason whatsoever, for the duration of agreement that PPECB may conclude with the Supplier, for the Proposal accepted by PPECB. PPECB will in this regard prefer that prices be firm for a period of at least 12 (twelve) months. Suppliers must submit a price schedule in which they set out the total cost breakdown of the prices they have quoted in their ProposalsPlease take note that the specified volumes are estimates and subject to change due to the seasonal resourcing fluctuations of the PPECB.Errors and omissions will not be accepted and only the total price submitted in your bid will be considered.The RFP must be quoted in its entirety in the pricing schedule (Addendum B).? No portion may be left blank – failure to quote on all components will disqualify you from the tender processPlease ensure that a detailed description accompanies the pricing schedule (Addendum B) that describes how the pricing has been derived. All assumptions must be clearly stipulated. Special ConditionsPPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the Scope of the Terms of Reference.The Bidder may not intend to assign, in whole or in part, any of its obligations to perform in terms of the contract to any third party, unless disclosed and prior consent is obtained in writing.A bidder may not intend to cede his right to payment in terms of a contact to a third party without prior written consent.PPECB may reject bid if doesn’t comply with the instruction of submission of the proposal referred to aboveNo tender will be awarded if the proposed solution does not meet the technical compliance criterion as set out above. Joint Ventures, Consortiums and TrustsA trust, consortium or joint venture will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate.A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, if the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.Bidders must submit concrete proof of the existence of joint ventures and/or consortium arrangements. PPECB will accept signed agreements as acceptable proof of the existence of a joint venture and/or consortium arrangement.The joint venture and/or consortium agreements must clearly set out the roles and responsibilities of the Lead Partner and the joint venture and/or consortium party. The agreement must also clearly identify the Lead Partner, with the power of attorney to bind the other party/parties in respect of matters pertaining to the joint venture and/or consortium arrangement. In addition, provide the following information:Entity(ies) that will be guaranteeing contract performance; Date of Joint Venture formation, if applicable; The name of the lead / prime contractor; and Details regarding the nature of the agreement between the Joint Venture Partners including the proposed percentage division of work between the constituent members. Each party to the RFP, if that party is a subsidiary company, is required to give details of the extent to which the holding company and related subsidiaries and associates are prepared to provide guarantees. Subcontracting and Claiming of Preference PointsBidders who want to claim Preference points will have to fully comply with regulation 5 and 12(3) of the Preferential Procurement Regulations 2017 regarding subcontracting which states that:* (5) A tenderer may not be awarded points for B-BBEE status level of contributor if the tender documents indicate that such a bidder intends sub-contracting more than 25% of the value of the contract to any other person not qualifying for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an Exempted Micro Enterprise (EME) that has the capability and ability to execute the sub-contract. * 12 (3) A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an Exempted Micro Enterprise (EME) that has the capability and ability to execute the sub contract.InsuranceThe successful Service Provider will be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all descriptions issued in connection with this Request for Proposal.Upon award of contract and prior to beginning work, the successful Service Provider must provide proof of insurance. Insurance must be maintained for the duration of the contract. Please provide a sample certificate of insurance that indicates your company’s limitations of liability as part of your RFP response.Revisions to Request for ProposalIn the event that it becomes necessary to revise any part of this Request for Proposal, an addendum setting out such revisions will be provided to all Service Providers on E-Tenders and PPECB website.ReservationsPPECB reserves the right to extend the closing date.PPECB’s decision/s regarding the acceptance or non-acceptance of a Proposal shall be final and PPECB is not obliged to furnish any reason for such decision.Proposals shall be considered and evaluated against a pre-determined evaluation value structure determined by PPECB. All Suppliers shall provide all information requested in this RFP in order to facilitate the evaluation process. Suppliers shall strictly adhere to the instructions stated in this RFP. PPECB shall not be bound to divulge such evaluation criteria but may do so in its sole and absolute discretion. PPECB may, during and after the evaluation of the Proposals and in its sole and absolute discretion, decide to:Accept a Proposal other than the lowest priced Proposal;Refuse to consider any Proposal not conforming with the requirements of this RFP;Ask any Supplier to supply further information after the closing date;Cancel this RFP or any part thereof at any time;Award the contract pursuant to this RFP or any part thereof to any one or more Suppliers, Not to award the proposal at all.Further InformationFor further information a bidder may contact the Procurement Officer at the address shown below:Physical AddressPPECB45 Silwerboom AvenuePlattekloof7500Contact number+27 21 9301134Technical EnquiriesIlseM@Commercial Enquirieslynnp@PLEASE ENSURE YOU USE REFERENCE NUMBER: RFP/ICT/ ERP/2020/09 WITH YOUR COMMUNICATION FOR IT TO BE ADDRESSED.Form of ContractThe PPECB and the successful Bidder will enter into a written contract and/or Service Level Agreement in respect of the products and services detailed in this Invitation to Tender.The form of contract and/or Service Level Agreement will be as agreed between the PPECB and the successful Bidder. A draft PPECB contract agreement is provided as part of the bid documents. The draft agreement is subject to changes and will form the basis of the negotiations between PPECB and the BidderA comprehensive right to audit clause will be included in the contract. The clause will provide PPECB, its authorised advisors, other representatives and any regulatory body access to audit the compliance of the Bidder to the terms of the Agreement and the accuracy of the Bidders invoicing. Access to the bidders system, software, all information in relation to the services the Bidder will render in terms of the Agreement, premises, data, employees, agents, subcontractor (but not to information which the Bidder is obliged to keep confidential and not to information which is legally privileged and/or subject to litigation privilege) will also be required.QualityThe quality of the products/services delivered shall not differ from that specified in Point 7 of this document. Terms of Payment The PPECB shall pay the Price to the appointed Bidder in accordance with the contract signed pursuant to the award of this tender, which payment shall be subject to:the Price being in accordance with the agreed quotes and as per the contract;the Products/Services being received and accepted by the PPECB in terms of the contract;Goods and Services VAT being included in the Price.A correct purchase order number being quoted on the tax invoice.Payments terms of 30 Days from statement date.Duration of Contract This Contract and/or Service Level Agreement shall commence on the Commencement Date and terminate after a period of five (5) years with an option to renew for a further period of two (2) years, subject to early termination hereof, or termination due to breach of contract. The duration of the Agreement shall be subject to an annual performance review by the PPECB, which shall entitle the PPECB to cancel this Agreement if the performance of the Services do not meet the required agreed performance standards.The PPECB reserves the right to terminate without penalty if the successful tenderer is not able to honour the terms and conditions specified by the contract. Further to this, should there be any risk in terms of reputational damage by association the PPECB reserves the right to cancel the contract.General Terms and ConditionsConfidentialitySome of the information contained in the Tender Documents may be of a confidential nature and must only be used for purposes of responding to this RFP. This confidentiality clause extends to bidder partners whom you may decide to involve in preparing a response to this RFP.For purposes of this process, the term “Confidential Information” shall include all technical and business information, including, without limiting the generality of the foregoing, all secret knowledge and information (including any and all financial, commercial, market, technical, functional and scientific information, and information relating to a party’s strategic objectives and planning and its past, present and future research and development), technical, functional and scientific requirements and specifications, data concerning business relationships, demonstrations, processes, machinery, know-how, architectural information, information contained in a party’s software and associated material and documentation, plans, designs and drawings and all material of whatever description, whether subject to or protected by copyright, patent or trademark, registered or un-registered, or otherwise disclosed or communicated before or after the date of this process.The receiving party shall not, during the period of validity of this process, or at any time thereafter, use or disclose, directly or indirectly, the confidential information of PPECB (even if received before the date of this process) to any person whether in the employment of the receiving party or not, who does not take part in the performance of this process.The receiving party shall take all such steps as may be reasonably necessary to prevent PPECB’s confidential information coming into the possession of unauthorized third parties. In protecting the receiving party’s confidential information, PPECB shall use the same degree of care, but no less than a reasonable degree of care, to prevent the unauthorized use or disclosure of the confidential information as the receiving party uses to protect its own confidential information.Any documentation, software or records relating to confidential information of PPECB, which comes into the possession of the receiving party during the period of validity of this process or at any time thereafter or which has so come into its possession before the period of validity of this process:shall be deemed to form part of the confidential information of PPECB,shall be deemed to be the property of PPECB;shall not be copied, reproduced, published or circulated by the receiving party unless and to the extent that such copying is necessary for the performance of this process and all other processes as contemplated in; and shall be surrendered to PPECB on demand, and in any event on the termination of the investigations and negotiations, and the receiving party shall not retain any extracts thereof.News and press releasesBidders or their agents shall not make any news releases concerning this RFP or the awarding of the same or any resulting agreement(s) without the consent of, and then only in co-ordination with PPECB.General legal conditionsThe laws of the Republic of South Africa shall govern this RFP and any subsequent agreement entered into. Bidders accept hereby that the courts of the Republic of South Africa shall have jurisdiction.PPECB shall not be liable for any costs incurred by the Bidder in the preparation of response to this RFP. The preparation of response will be made without obligation to acquire any of the items included in any Bidder’s proposal or to select any proposal, or to discuss the reasons why such Bidder’s or any other proposal was accepted or rejected.PPECB may request written clarification, documentary evidence or further information regarding any aspect of this proposal. The Bidder must supply the requested information in writing within the time frames stipulated by the PPECB, otherwise the proposal may be disqualified.By submitting a proposal in response to this RFP, the Bidder accepts the evaluation criteria as it stands.Should the Bidder withdraw the proposal before the proposal validity period expires, PPECB reserves the right to recover any additional expense incurred by PPECB having to accept any less favourable proposal or the additional expenditure incurred by PPECB in the preparation of a new RFP and by the subsequent acceptance of any less favourable proposal.Any amendment or change of any nature made to this RFP or the Tender Documents shall only be of force and effect if it is in writing, signed by a PPECB authorized signatory and added to this RFP as an addendum.PPECB will not be held liable for any expenses incurred by Bidders, in preparing and submitting the proposal.In the evaluation of proposal, PPECB reserves the right to conduct independent reference checks.Should the evaluation of the proposals not be completed within the validity period, PPECB has discretion to extend the validity period. Upon receipt of the request to extend the validity period of the bid, the Bidder must respond within the required timeframes and in writing on whether or not it agrees to hold its original proposal responses valid under the same terms and conditions for a further period.All Bidders must make full disclosure of any potential conflict of interests. PPECB will make the final determination as to whether the potential conflict of interest precludes the award of the tender to the Bidder.While information in this RFP document has been prepared in good faith, it does not purport to be totally comprehensive, nor to have been independently verified. PPECB does not accept any liability for its adequacy, accuracy or completeness, nor does it make representation or warranties with respect to information contained in it, or upon which the RFP is based.Prior to submitting the proposal, Bidders should satisfy themselves of the accuracy and completeness of all the information submitted. Bidders should be confident that the pricing submitted is sufficient for the company to meet all its obligations in terms of this RFP document and any contract that may result from this RFP process. Failure to do so may lead to disqualification.Please note that a potential bidder must have a B-BBEE certificate that has been issued by a verification agency accredited by the South African Accreditation System (SANAS) or the bidder must submit an affidavit stating its B-BBEE status level. Exempt Micro Enterprises (EME's) must acquire an affidavit regarding their B-BBEE status level - no verification is required. This is also applicable to Qualifying Small Enterprises (QSE's) with 51% or more black ownership.DisclaimerThis RFP is a request for proposals only and not an offer document; answers to it must not be construed as acceptance of an offer or imply the existence of a contract between the parties. By submission of its proposal, bidders shall be deemed to have satisfied themselves with and to have accepted all Terms & Conditions of this RFP. The PPECB makes no representation, warranty, assurance, guarantee or endorsements to bidder concerning the RFP, whether with regard to its accuracy, completeness or otherwise and the PPECB shall have no liability towards the bidder or any other party in connection therewith. DECLARATION BY THE BIDDER Only bidders who have completed the declaration below will be considered for evaluation. RFP No: RFP/ICT/ ERP/2020/09 Microsoft Dynamics 365 ERP Implementation Partner I hereby undertake to render services described in the attached RFP documents to PPECB in accordance with the requirements and task directives / proposal specifications stipulated in RFP mentioned above at the price/s quoted. My offer/s remains binding upon me and open for acceptance by the PPECB during the validity period indicated and calculated from the closing date of the proposal. I confirm that I am satisfied with the correctness and validity of my proposal; that the price(s) and rate(s) quoted cover all the services specified in the proposal documents; that the price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk. I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me under this proposal as the principal liable for the due fulfilment of this proposal. I declare that I have no participation in any collusive practices with any bidder or any other person regarding this or any other proposal. I accept that the PPECB may take appropriate action should there be a conflict of interest or if this declaration proves to be false. I confirm that I am duly authorised to sign this proposal. NAME (PRINT) …………………………..………. Signature ………………………………….WITNESSES: 1…….………………………………………….. 2……….………………………………………. ................
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