Executive Summary - Home - PPECB · Web viewRFP REFERENCE: RFP/ICT/ERP/2018/20 ADDENDUM A ERP SOFTWARE PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) OFFICES Closing Date: 25 February

RFP REFERENCE: RFP/ICT/ERP/2018/20

ADDENDUM A

ERP SOFTWAREPERISHABLE PRODUCTS EXPORT CONTROL BOARD

(PPECB) OFFICES

Closing Date: 25 February 2019 Closing Time: 15H00

ISSUED BY: PREPARED BY:

PERISHABLE PRODUCTS EXPORT CONTROL BOARD45 Silwerboom Boom AvenuePlattekloofCape Town

Tell No: 021 930 1134

Contact person:

Procurement Manager

PERISHABLE PRODUCTS EXPORT CONTROL BOARD45 Silwerboom Boom AvenuePlattekloofCape Town

Registered Name of Bidder:

Trading Name of Bidder:

Registration No. of Entity:

Contact Person: Position:

Tel. No: E-Mail Address:

Cell No: Fax No:

Contents1 Executive Summary..........................................................................................................................2

2 Company Background......................................................................................................................3

3 References...........................................................................................................................................4

4 Application and Database Software............................................................................................6

5 Technical and Hardware Requirements.....................................................................................7

6 Proposed Deployment Requirements.........................................................................................9

6.1 General Implementation Approach......................................................................................9

7 Draft SLA including standard terms and conditions............................................................12

8 Ongoing Support Services............................................................................................................13

9 Vision....................................................................................................................................................18

10 Functional System Requirements...........................................................................................19

11 License and Maintenance Agreement..................................................................................21

1 | P a g e

1 Executive Summary

This part of the response to the RFP must be limited to a brief narrative and not to exceed two (2) pages describing the proposed solution. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The executive summary should not include cost quotations.

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2 Company Background

Question No.

Question

1. What are the key differentiators of your company and its proposed solution?

Click here to enter text.

2. What recognition awards, if any, have your company or proposed solution obtained that are relevant to this project?


3. Has an independent source (e.g. professional review in an industry accredited journal, etc.) positively promoted either the company or products the Bidder is offering, in the last 2 years? Please provide proof.


4. Please state the year the Bidder started in the business of selling the proposed solution:


5. What is your SA client base & geographic spread? Show Western Cape also.


6. What is your national footprint in SA?


7. Do you have certified support in Cape Town? How many?


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8. Do you have certified skills in Cape Town? How many?


9. How many successful cloud implementation do you have in SA?


10. What are you not good at?


11. Please provide a detail breakdown of the Bidder’s sales in the previous two years: Please provide Financial Statement to substantiate sales figures.

Year Sales % of sales as a result of the product you are proposing

2017/2018 Click here to enter text. Click here to enter text.

2016/2017 Click here to enter text. Click here to enter text.

Additional Attachments

Audited Annual Financial Statements for the last two (2) financial years. Complete list of subcontractors, including background and details of

relationship with the Bidder.

3 References

At least 4 contactable written references from clients that are similar in size and complexity to the PPECB not older than 2 years?

Client 1 Name: Click here to enter text.

Description of solution:


Location of client:


Contact details: Click here to enter text.

Estimated value of contract:


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Location of client:








Location of client:








Location of client:





4 Application and Database Software

Question Question

5

No

1. Describe your overall proposed technology solution. Including an architecture view of the solution (i.e. business, application and technology architecture).


2. Describe the software development roadmap as determined by the software developer (i.e. major releases and upgrades, frequency of releases, significant planned functionality enhancements, planned mergers/acquisitions with other software companies, commitment of the software developer to maintain and support the software for the foreseeable future). Cost of the upgrades must be clearly stipulated.Click here to enter text.

3. Describe unique aspects of the Bidder’s solution in the marketplace.


4. Describe components of the solution that are industry standards versus being proprietary to the Bidder.


5. For third party products proposed that are integrated with the Bidder’s solution provide the following for each product: Reason that this product is a third-party product versus being part

of the software Bidder’s solution, Extent to which this third-party product is integrated with the

Bidder’s solution.Click here to enter text.

6. Describe your systems capability to interface with external systems.Click here to enter text.

7. How do you keep your product relevant?Click here to enter text.

5 Technical and Hardware Requirements

Question No

Question

1. Describe the proposed computer hardware and storage environment to support the system for the production, development, staging and test environments. In the event that there are multiple computer

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Question No

Question

systems available, list all options.

Indicate which is the preferred hardware platform and why?

List the conditions in which the preferred hardware platform would change. Click here to enter text.

2. What system architecture do you propose?

Describe the number and type of: application servers, database server(s), and production, development, staging and test environments.

Describe your proposal’s technical architecture (preferably using a PowerPoint or Visio diagram). This should show components such as the database server, applications server, reporting server, firewall(s), web server(s), web browser, minimum workstation requirements, storage requirements, minimum mobile requirements, remote access, wireless connectivity, network connectivity to LANs and WAN, etc.

Describe any potential use of virtual server technologies (e.g. Microsoft Virtual Server, Hyper-V) and application accelerators and note what Bidders you partner with or recommend and/or support.


3. Describe your proposed information architecture/model (preferably using a PowerPoint or Visio diagram). If possible this should also depict solution data models, taxonomy, data elements, coding structures, data definitions (employees, Bidders, invoices, etc.)Click here to enter text.

4. Describe the minimum hardware, software, storage, memory, operating system and other requirements for end-user devices to access the application such that the PPECB can determine the extent to which existing computers must be upgraded or replaced.


5. System response time must not impede the ability for departmental staff to perform their required job functions using the system. Please provide benchmarking statistics of the response time of your proposed solution?


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Question No

Question

6. Will your system be available 99.95% of the time (24x7x365), except for planned downtime?


7. What are your guarantees on system performance & Uptime?


8. Describe the identification and authorisation capabilities of your proposed solution for users.


9. Describe how your system interoperates with Active Directory.


10. Describe the security audit capabilities of your proposed solution.


11. Describe the backup and recovery and a business continuity model (Replication, High Availability, Fail over, Storage) for the proposed PPECB ERP platform. Click here to enter text.


1. Powerpoint or Visio diagram of the Technical Architecture2. Powerpoint or Visio diagram of the Information Architecture

6 Proposed Deployment Requirements

6.1 General Implementation Approach.Question

NoQuestion

1. Provide a list of South African based accredited implementation partners for your proposed ERP Solution


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Supplier 1 Name:


Contact Person: Click here to enter text.

Location of client:



Supplier 1 Name:



Location of client:



Supplier 1 Name:



Location of client:



Supplier 1 Name:



Location of client:



Supplier 1 Name:



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Location of client:



Supplier 1 Name:



Location of client:



Supplier 1 Name:



Location of client:



.Question No

Question

2. Provide us with standard process flows for your modules (Submit the process flows as additional attachments)


3. What is the typical implementation time frame for a company our size?


4. How do you ensure that the project is on time and on budget?


5. What is the typical ratio you have historically seen amongst your customers of implementation costs to software costs?

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.Question No

Question


6. What are your service offering beyond our immediate need?


7. Are you prepared for PPECB auditors to audit your implementation & post go-live support and provide PPECB’s auditors with information/evidence required?


8. If PPECB only need a few modules, can we pay only for those we need?


7 Draft SLA including standard terms and conditions

Please insert the proposed Service Level Agreements (SLAs), including standard terms and conditions for the following:

License agreements and the ongoing support services.

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8 Ongoing Support Services

Question No

Question

Support and Maintenance

1. Please specify the nature and conditions of any post-implementation support including as a minimum requirement: a. Post-go live support that is included in the proposal response;b. Onsite support (e.g. system tuning, application configuration,

interface issues, report development, network optimisation, user training and tips to optimise the user experience);

c. Telephone support;d. Help Desk services (If there is a service level agreement for your

help desk, please provide a copy with your RFP response.); e. Toll-free support line;The following, whilst not compulsory requirements, will be considered an advantage:f. Users group (i.e. - information about it, where it is held and when. If

no, are you planning one?; andg. Online knowledgebase (i.e. – how it is accessed, who updates it,

etc.) Click here to enter text.

2. Provide the minimum, maximum, and average response times (hours) provided as part of the basic support agreement and average response time for the past twelve (12) months.


3. Provide Help Desk services for technical support and end users. Specify days and hours and any escalation options and procedures.


4. Do you limit the number of PPECB staff who can log a support call? If yes, explain your model and how additional staff can be included and at what incremental cost, if any? If there is no limitation, the maintenance agreement should clearly state this fact. Are you agreeable to include such conditions in our contract?


5. Describe the types of support needed to keep the product under current support and to keep the product enhanced.


6. Do you need remote access to the server to support/maintain it? If yes, describe the method(s) and security used.

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Question No

Question


7. Will the Bidder contractually agree to:

Term / Condition Yes / No

One year warranty, during which the annual support conditions apply. The first, annual support payment would occur after the warranty period expires

Choose an item.

8. Describe how your software will be licensed to the PPECB (e.g. site license, named users, concurrent users, etc.)


9. Provide your Flexible licensing model solutions (To cater for Permanent employees vs Temporary Employees (Seasonal Contract workers)


10. Describe how the Flexible licensing model solutions described above applies to third party products described in 4.5


11. Does your ERP solution support extended processes (integration into suppliers, clients, etc)


12. What training do you provide? What of it is in Cape Town


13. How do you support your partner base?


14. How do you support your ERP clients during such implementation?


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Question No

Question

15. What does your maintenance service include?


16. What does your customer service include?


17. What is the average amount of time that lapses between a report of a mission critical bug and the “fix” being available in the software?


Software Updates and Distribution

18. Please describe how PPECB staff will be able to ensure that all system updates and release patches will be kept up to date, including third party products. Provide information on how “server” and “client-side” software updates are received, processed and distributed to either the server and/or client environment, including but not limited to:

a. Backward version compatibility and support of back versions;

b. Timeframe/policy on moving to new versions; c. Automatic product upgrades or on demand; andd. Ease of implementation for PPECB staff versus need to

contract for services.Click here to enter text.

19. Describe the product release cycle (including third party products) including:

a. Frequency of upgrades/enhancements or new versions (major and minor version releases);

b. Contents of release;c. How long release takes to implement; anda. Use of release notes. Click here to enter text. how your software will be licensed to the WCPP

20. How does your upgrades work? Is it covered in the cost?


21. Is there a non-disruptive upgrade capability available?


22. Does your software enable stepwise implementation? (ie. Choose modules you need, then add new ones as you go along)

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Question No

Question


23. How does your software appeal to today’s generation of workers?


24. How do you consistently deliver on innovation and value?


Configuration

25. How does the Bidder define customisation versus configuration?


26. How can the PPECB configure the software directly without Bidder involvement?


27. How are local configurations maintained when installing new releases of the software?


Product Support

28. Describe the support offerings available for your applications and associated products. In addition, provide a copy, and a description, of all warranties associated with the proposed application.


Data Centre Locations and Ownership

29. Identify the locations of data centres from which the service is managed, and the ownership of such data centres. How do these work?


30. What happens in the event of a disaster to the primary cloud location? What time lapses can we expect?


31. What cloud service provider do you use to host your solution?


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Question No

Question

Ability to Support PPECB's Master Data Requirements

32. Describe your ability to support the master data creation, maintenance and management requirements of PPECB.


Ability to Support the Application Integration Requirements of PPECB

33. Describe your ability to support and integrate with PPECB's primary data sources, targets, applications and other interface points.


34. Describe how your solutions integrate with each other and outline their overall postmodern application integration strategy, in respect of your own solutions, any ecosystem partner solutions and independent third-party solutions. Detail by process area (and/or solution) the integration mode.


35. How will our applications be backed up?


Ability to Integrate With PPECB's Infrastructure and Standards

36. Describe your ability to support and integrate with PPECB's current infrastructure and standards.


37. Describe any integration tools or capabilities provided as part of the solution.


Ability to Meet All PPECB's Security Requirements

38. Describe your ability to support PPECB's current security requirements.


39. How is your software & cloud environment protected against cyber-attack?


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9 Vision

Question No

Question

1. Describe your organisations plans to evolve the product/service and deliver additional or enhanced functionality. Click here to enter text.

2. Describe your organisations plans to incorporate new and emerging technologies into the technical architecture.Click here to enter text.

3. Describe your organisations plans to deliver more-robust professional services.Click here to enter text.

4. Describe your organisations plans to maintain financial stability, and achieve healthy and profitable growth. Click here to enter text.

5. Describe your organisations plans to maintain and improve long-term competitiveness and market position.


6. Describe your organisations plans to enhance product functionality and evolve it for a given industry or microvertical.


7, Describe your organisations plans to deliver and evolve the functionality needed for a given country or region.


10 Functional System Requirements

Complete the attached Excel spreadsheet “Addendum B: RFP ERP Software – Functional system requirements.xls” which details the requirements that must be addressed by the Bidder’s proposal. The Bidder must complete the excel spreadsheet having followed the instructions below.These requirements set out in the excel spreadsheet are considered mandatory in implementing the complete solution as defined in section 4 – Application Software. Together they define a system that will operate efficiently in the proposed computer environment while providing a high level of flexibility in meeting the PPECB’s current and future data needs.

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The Priority column includes one of the following entries to indicate the importance of the specification/report to PPECB:“H” – High:An absolutely necessary feature to be gained from the implementation of a new system. This would be 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 not a 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:

Flag Description

Y Functionality 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 scope of work, as part of the deployment of the solution.

R Functionality is provided through reports generated using proposed Reporting Tools.

M Functionality is provided through customisation to the application, including creation of a new workflow or development of a custom interface that may have an impact on future upgradability.

T Functionality is provided by proposed third party functionality (i.e. third party is defined as a separate software Bidder from the primary software Bidder). The pricing of all third party products that provide this functionality MUST be included in the Price Proposal.

F Functionality is provided through a future general availability (GA) release that is scheduled to occur within 1 year of the proposal response.

N Functionality is not provided


1. Electronic copy of the “Addendum B: RFP ERP Software – Functional system requirements.xls”

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11 License and Maintenance Agreement

Sample license structure / agreements must be provided in this part of the Bidder’s response for all components of the recommended solution (i.e., hardware, software, operating system, database, etc.). Indicate the basis on how licenses are determined.

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Documents

Executive Summary - Home - PPECB · Web viewRFP REFERENCE: RFP/ICT/ERP/2018/20 ADDENDUM A ERP SOFTWARE PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) OFFICES Closing Date: 25 February