INFORMATION MANAGEMENT SERVICES

INFORMATION MANAGEMENT SERVICES

Tender Briefing Session

CFO/ITS/050/01

Bid detail:

Tender Name WSP/ ATR 5 year Impact Study

Tender Reference Number

RES/WSP/0411/01

Description WSP/ ATR 5 year Impact Study

Closing Date 04 August 2010

Closing Time 11:00

Compulsory Briefing Session

14 July 2010 at 10:00 at the W&RSETA Head Office

Agenda

1. Welcome and Opening Mushtaq Wajoodeen

2. Tender Objective Mushtaq Wajoodeen

3. Overview of Services Johan Smook

4. Submission Requirements and Compliance Mushtaq Wajoodeen

5. Q & A Mushtaq Wajoodeen & Johan Smook

6. Closure Mushtaq Wajoodeen

Information Management Services

Bid detail:



RES/WSP/0411/01



Closing Time 11:00



Tender Objective

The objective is to appoint a service provider to provide all the W&RSETA’s IM services on the basis of a Service Catalogue and Service Level Agreements. In general all hardware facilities and effort required to provide these services shall be provided and owned by the service provider.

The W&RSETA wishes to have a single point of responsibility for the delivery of the services. Any sub-contractors shall be the sole responsibility of the service provider to manage.

The required date for the inception of the full IM services in 01 April 2012.


Bid detail:



RES/WSP/0411/01



Closing Time 11:00



Overview of Services

• Background

• Scope of Work

• Information Management Requirements

• Business Model and Processes

• Current and Recommended Systems Architecture and Infrastructure

• Expected Outcomes and Deliverables

• Quality Assurance

• Pricing


Information Management Services Background

The W&RSETA’s operations are geographically dispersed with the Head Office in

Centurion and ten branch offices spread countrywide. Its stakeholders are

geographically spread throughout the country.

In order to most effectively serve the Wholesale and Retail Industry, and to cope

with the volume of requirements, the W&RSETA requires effective Information

Management (IM) processes and systems. IM services and access are provided

to W&RSETA personnel at its Head Office and branch offices. Stakeholders have

internet access to the W&RSETA’s information via its web site and limited,

controlled access to some of its systems’ functionality that is exposed to the web.

Information Management SystemBackground

The W&RSETA’s IM services are currently provided by Deloitte Consulting on

the basis of a Service Catalogue and Service Level Agreements. In general

most hardware (excluding some local servers, desktops and notebooks),

facilities and effort required to provide these services are provided and owned by

the service provider.

Scope of Work

The requirements set in the Terms of Reference (TOR) for the services are at a relatively high level, and supplied as guidelines for the Bidder. The Bidder is expected to understand the specific SETA requirements and to provide details of the total suite of services that will be supplied. The proposal will form the framework against which the potential services will be evaluated on a like-for-like basis and it is important it should be completed comprehensively.

The Bidder is responsible for responding with details of the total IM services offered. Unless otherwise stated in the response documentation, the W&RSETA will assume that all services will be provided by the Bidder, including associated services upon which the services, detailed in the RFP, are dependent, but which may not have been covered in the RFP.


Information Management Services Level of TOR

User

Functional (what)

Technical (how)

As built

Terms of Reference

Blue Print

Information Management Services Scope

A. Business Application Requirements1. The W&RSETA Processes (Skills Development and ETQA)

2. Financial Processes

3. Procurement and Supply Chain Processes

4. Project Management Processes

5. HR Processes

6. BI Requirements

7. Systems Requirements

B. Description of Services8. Web Site

9. Call Centre Services

10. IT Services

11. IT Service Management

12. Application Hosting Services

13. Application Support Services

14. Implementation Services for Business Applications

15. IT Transition Services

C. Service Delivery and Management Principles16. Systems availability

17. Support Service Levels

18. Escalations

Information Management ServicesRequirements

A more detailed description of the requirements of the W&RSETA with respect to

its IT Solutions and Service Management model is presented is contained in the

document labelled : “W&RSETA IM Requirements”.

Information Management ServicesIM Requirement Framework

•Business purpose and critical success measures•Interaction with stakeholders, business partners & customers•Legislative / statutory environment•Reporting requirements

Business Model

•Ensure business processes support the Business Model•Business processes across organisation boundaries•Standardisation of processes where possible•Integration between processes –once source of truth

Business process

•Systems solution that support the business processes•Integration between systems•Integration between old and new – changes over time•Integration with external systems

Systems Architecture

•Technical environment can be enabler or constraint•Establish technical environment that supports the business

and systems requirements•Technical architecture is also effected by the IT strategy

Technical Architecture

Gove

rnan

ce &

Serv

ice

Mana

gem

ent

Information Management ServicesBusiness Model

The aim is not to provide a detailed strategic analysis of the organization, but to address those factors

in the business model and environment that could have a bearing on the IM requirements:

Decentralization• W&RSETA operates with strong central control, but the delivery requirements in the regions

necessitate moving more of the business processes to the regions where the primary contact is

maintained with regional stakeholders. The W&RSETA must operate in an increasingly

decentralized manner without compromising central control, governance and compliance

requirements.

Growth• The volume of learners has increased significantly and despite a high degree of efficiency in its

operations the organization is under increasing pressure to deal with the volumes. In addition,

W&RSETA is under-spending in terms of the disbursement of grants.• The systems that support the business processes have to enable the organization to reach higher

levels of efficiency in order to deal with increased learner volumes without necessarily having to

increase staff numbers.• The growth of the organization has also resulted in an increasing

requirement for systems to better support general non-core business functions

(e.g. HR)

Information Management ServicesBusiness Model

The legislative environment• SETAs operate against the backdrop of a continually changing legislative, regulatory and policy

environment. This includes, but is not limited to the new NQF Bill and revised Higher Education Act, General and Further Education and Training Act and Skills Development Act. The new

Skills Development Amendment Bill, for example, establishes the Quality Council for Trades and

Occupations (QCTO) as a juristic person. The new Grant Levy System introduces the Pivotal

Grants (Professional, Vocational, Technical and Academic Learning). The National Skills

Development Strategy (NSDS) provides an overarching strategic instrument for skills development

and sector skills planning, with NSDSIII, covering the period from 2011 to 2016, setting the national

skills development objectives, priorities and initiatives to support and sustain the National

Economic Growth and Social Development Goals (MTSF), the National Industrial Policy

Framework and the Industrial Policy Action Plan 2, and the National Human Resources

Development Strategy (2010 – 2030). The systems provided to the W&RSETA should therefore be

flexible and able to cater for the dynamically changing environment, inter alia necessitating

different processes, functionality and reporting requirement to be provided on an ongoing basis

Information Management Services Business Processes

An assessment of the business processes within W&RSETA was done, and the systems that support

the processes were identified. This was documented per department, as follows:• Delivery• HR (Human Resources)• SCM (Supply Chain Management)• Finance• PSO (Project Support Office)• Marketing and Communications• Research• QLP (Qualifications and Learning Programme)• ETQA (Education and Training Quality Assurance)

Information Management Services Current Systems Architecture

The W&RSETA processes are currently supported by the following applications architecture:• JD Edwards Financials• A bespoke developed SETA specific application (the so called “SETA Management System”

(SMS)), that has limited integration with JD Edwards. It has the following functions and attributes:– Skills module– ETQA and Learnerships module– A limited Project Module– A Supply Chain Management module– A limited HR module– The SMS system supports limited document management in the form of file attachments that are linked to a

transaction.– The SMS system is a custom-developed application on a Microsoft SQL Server / .NET platform.

• A Web Site, through which certain SMS functions are exposed to stakeholders• A Call Centre• A Business Intelligence (BI) tool (Pro Clarity)• A Workflow tool (Flow Centric)• VIP is used to process the payroll and leave. It has no integration other than manual file transfers

(outsourced).• Shared drives on Windows File servers are used for document storage• The email system which is Microsoft Exchange based

Information Management ServicesCurrent Technical Architecture

The architecture of the W&RSETA infrastructure is contained in the document

labelled : “W&RSETA IT Infrastructure”.

Information Management Services Current Technical Infrastructure

Internet

Data Centre (I Net Bridge)

DSL Network

Head Office Regional Office

Redundant Diginet Lines

Internet Access (Shared)

Sec AD/ Antivirus/

File & Print

Sec AD/ Antivirus/

File & Print

JDE

Diginet

MS AD/ Exchange

EtcSMS Web Site

Diginet

Information Management Services Sites and current number of users

Region Location Users1 Email/

Internet

SMS JDE BI

Head Office Centurion 56 All All 10 10Western Cape Cape Town 10 All All No2 No2

KZN Durban 13 All All No2 No2 Gauteng - North Hatfield 14 All All No2 No2

Gauteng - South Woodmead 15 All All No2 No2

Mpumalanga Witbank 7 All All No2 No2 Free State Bloemfontein 8 All All No2 No2 Eastern Cape East London 7 All All No2 No2 North-West Agency 10 All All No2 No2 Limpopo Agency 10 All All No2 No2 Northern Cape Agency 10 All All No2 No2

1. The number of users is approximate, and will vary, probably upwards, from time to time.

2. Users from all sites will in future require access to the ERP (currently JDE), BI and other W&RSETA systems.

Information Management Services Current Network - WAN

Location Link to I-Net Bridge Comments1 Centurion

(Head office)1 x 512 kbps Diginet line to Rosebank

1 x 512 kbps Diginet line to Dorenfontein redundancy site

During normal operations the traffic is load-shared across both links, providing an effective link speed of 1 Mbps.

2 Cape Town 1 x 256 kbps Diginet line to Rosebank

3 Durban 1 x 256 kbps Diginet line to Rosebank

4 Hatfield 1 x 256 kbps Diginet line to Rosebank

5 Woodmead 1 x 256 kbps Diginet line to Rosebank

6 Witbank 1 x 128 kbps Diginet line to Rosebank

7 Bloemfontein 1 x 256 kbps Diginet line to Rosebank

8 East London 1 x 128 kbps Diginet line to Rosebank

9 North-West 1 x 128 kbps Diginet line to Rosebank

10 Limpopo 1 x 128 kbps Diginet line to Rosebank

11 Northern Cape 1 x 128 kbps Diginet line to Rosebank

Information Management Services Recommended IM Architecture

The recommended solution for the W&RSETA’s future Information Management

solution is contained in the document labelled : “W&RSETA Recommended Solution”.

Information Management Services Recommended Systems Architecture

Information Management Services Recommend Technical Architecture

Internet

Data Centre (hosting)

DSL Network

Head Office Regional Office

Redundant Diginet Lines

Internet Access (Shared)

MS Exchange⁰

AD/ DHCP/ Antivirus/ WSUS⁰

AD/ DHCP/ Antivirus/ WSUS⁰

File & Print File & Print

ERP

Diginet

⁰ The main servers are hosted at the Data Centre. The servers at the sites (if required for purposes of availability / responsiveness) are replicated from the main servers at the Data Centre, where they are managed and all backups are made.

MS Exchange

MS AD Antivirus/ WSUS

SETAMIS

Web Site

Diginet

BI DocMgmt

Etc

Information Management Services Expected Outcomes and Deliverables

1. The W&RSETA wishes to appoint a service provider to provide all the W&RSETA’s IM services on

the basis of a Service Catalogue and Service Level Agreements. In general all hardware facilities

and effort required to provide these services shall be provided and owned by the service provider.

2. The W&RSETA wishes to have a single point of responsibility for the delivery of the services. Any

sub-contractors shall be the sole responsibility of the service provider to manage.

3. The required date for the inception of the full IM services is 1st April 2012. Any implementation

and take-on project will have to be completed by this time.

4. The duration of the provision of the services is up to 31st March 2015

Information Management Services Quality Assurance Reviews of the Work

1. If an implementation and take-on project is required the W&RSETA will monitor this on a regular

(weekly and monthly) basis through meetings with a steering committee and reporting from the

service provider.

2. The ongoing monitoring of the delivery of the services will be monitored on a regular (monthly)

basis through meetings with a demand side management committee and reporting from the service

provider.

Information Management Services Pricing

• The scope of work should be used when compiling the pricing for the delivery of the services• All costing must be shown inclusive of any applicable VAT.• Costing must be done inclusive of any applicable travel or disbursements of any kind and should

therefore be inclusive of all foreseeable costs to achieve the objective.• Fixed fee associated with the delivery of the service shall be submitted as follows:

• Escalation of the Monthly fee will be allowed once per annum on the anniversary date, based on the then current CPIX.

• The number of units (e.g. ERP system or BI tool licenses) must be specified if they are limited in any way.

• Any unit costs (e.g. costs for additional user licenses or additional desktop support) must be explicitly quoted.

Item Once off implementation and setup fee

Monthly fee

SETA System(s) (Itemize)

Hosting and WAN support

Desktop and LAN Support

Tender Details

Tender Name Information Management System

Tender Reference Number CFO/ITS/050/01

Description Information Management System

Closing Date 25 May 2011

Closing Time 11:00

Submission Details

The Executive Manager: SCMW&RSETA House224 Witch-Hazel AvenueHighveld TechnoparkCenturion, Pretoria


Bid detail:



RES/WSP/0411/01



Closing Time 11:00



Submission Requirements and Compliance Information

• Tender Details

• Tender Evaluation Process

• Standard Documentation

• Submission Requirements

• Evaluation Process and Criteria

• Presentations


Tender Details

Tender Name Information Management Services

Tender Reference Number CFO/ITS/050/01

Description Information Management Services

Closing Date 25 May 2011

Closing Time 11:00

Submission Details

The Executive Manager: SCMW&RSETA House224 Witch-Hazel AvenueHighveld TechnoparkCenturion, Pretoria


Tender Evaluation Process

Phase 1 Administration and Critical Criteria

Phase 2 Technical Evaluation

Phase 3 Pricing and Preference Points

Phase 4 Presentation

Phase 5 Award

Phase 6 Contracting

Phase 7 Notification of Award

Phase 8 Implementation


Standard Documentation

Document Description NoteSBD01 Invitation to Tender Complete in full

SBD02 Tax clearance requirementsOnly valid original tax clearance certificate is acceptable

SBD04 Declaration of Interest Complete in full

SBD06 Preference point claim form Complete in full

SBD08 Declaration of bidders past Supply Chain Management Practices Complete in full

TOR Terms of reference Read

EC Evaluation Process and Criteria Read

GCC General Conditions of Contract Initial each page


Submission Requirements

All bids must be submitted on the official forms (SBD) (Not to be re-typed)

This bid is subject to the General Conditions of Contract (GCC)

CRITICAL CRITERIA

Bids submitted that do not comply with the following will not be considered for further evaluation:

Prescribed format Requested number of copies Requested documents e.g. tax clearance certificate Technical proposal separately submitted from the pricing and tender information


Packaging of Tender Documents for Submission

The following information must be clearly indicated on the envelope in which the Tender is submitted:

• The Tender name and number

• The name of the bidder

• The contact details of the bidder (including the e-mail address)

• Original or Copy

Clearly Indicate the contents of the Envelope / Document Submitted

• Compliance documentation (Separate Envelope / Binded Separately)

• Technical Documentation (Separate Envelope / Binded Separately)

• Price Documentation (Separate Envelope / Binded Separately)


Tender Name Information Management ServicesTender Reference : CFO/ITS/050/01Document : Compliance / Administration

Number Description

1 Invitation to tender

2 Valid original Tax Clearance certificate

3 Declaration of Interest

4 Preference point claim form

5 Declaration of past SCM practices

6 General Conditions of Contract


Number Description

1 Capacity to deliver according to scope

2 Sustainability of the service provider

Tender Name Information Management ServicesTender Reference : CFO/ITS/050/01Document : Technical Proposal


Technical Threshold : 80%

Number Description

1 Schedule A - Scope of Work

2 Schedule B - Other

3 Schedule C – Total Cost

Tender Name Information Management ServicesTender Reference : CFO/ITS/050/01Document : Pricing Proposal


Criterion Submission Requirements Critical Criteria Points

The scope of the services proposed

As per the elements defined in the Terms of Reference

N 50

Capacity of the service provider

• The capability of the service provider to act as the single point of responsibility for the delivery of all the W&RSETA’s IM services• Experience relevant to the delivery of similar services• Experience relevant to the delivery of the exact SETA services specified• Organizational capacity to deliver the exact specifications in the time periods specified and with the minimum risk and disruption to the W&RSETA• Capability to deliver the services to the W&RSETA on a services specified

N 30


Criterion Submission RequirementsCritical Criteria Points

Sustainability of the service provider

• The number of years that the service provider has been existence• The number of years that the service provider has been providing the exact services• A letter from the service provider accountant indicating company financial status• The number of personnel employed nationally by the service provider

N 20


Preference Points and Price PointsDescription Critical

Criteria Points

HDI N 10

Pricing N 90

Total 100


Presentations

Should presentations be required:

• The necessary invitations will only be limited to the shortlisted providers


Any clarity seeking questions must be submitted in writing, by email, to the W&RSETA. Responses to questions will be provided to all

bidders

All bidders will be notified of the outcome of this tender once the entire process is finalised


All queries must be in writing and directed to:

[email protected]

Fax: 086 506 6986


mailto:[email protected]

THANK YOU !
