REQUEST FOR PROPOSAL - NHBRC Tenders/SAP ERP... · request for proposal invitation to submit a proposal for the appointment of a service provider/s for the implementation of a sap

RFP.: NHBRC 1110/2013 Page 1

REQUEST FOR PROPOSAL

INVITATION TO SUBMIT A PROPOSAL FOR THE APPOINTMENT

OF A SERVICE PROVIDER/S FOR THE IMPLEMENTATION OF A

SAP SOLUTION

RFP NO : NHBRC 1110/2013

CLOSING DATE: 25 March 2014

CLOSING TIME: 11H00 am

NAME OF COMPANY:

___________________________________________________


TABLE OF CONTENTS PAGE NO.

TERMS AND CONDITIONS TO BE TAKEN INTO ACCOUNT BY SERVICE PROVIDERS ........................... 3

1. About NHBRC ........................................................................................................................................ 5

2. Risk Management by the NHBRC ......................................................................................................... 5

3. Business overview ................................................................................................................................. 6

PART B –TECHINICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDERS ............................ 8

PART C –EVALUATION PROCESS ............................................................................................................... 21

1. Availability of the RFP Document ........................................................................................................ 38

2. Compulsory Briefing Session............................................................................................................... 38

3. RFP Closing Date ................................................................................................................................ 38

4. Enquiries should be directed to: .......................................................................................................... 39

5. Number of bid envelopes/files to be deposited:................................................................................... 39

PART E –ADDENDUMS TO THE RFP ........................................................................................................... 40

PART A– NHBRC BACKGROUND ................................................................................................................... 5

PART D – RFP SUBMISSION INSTRUCTIONS............................................................................................. 38


TERMS AND CONDITIONS TO BE TAKEN INTO ACCOUNT BY SERVICEPROVIDERS

This Request for Proposal (RFP) has been compiled by the NHBRC and it is made available to the Bidders

on the following basis.

Bidders submitting a Bid in response to this RFP are deemed to do so, on the basis that they acknowledge

and accept the terms and conditions set out below:

1. The NHBRC reserves the right to amend, modify, withdraw this RFP or any of the procedures or

requirements set out herein at any time without prior notice and without liability to compensate or reimburse

any person. If the NHBRC amends this RFP, the amendment will be sent to each Bidder in writing or

publicized as the case maybe. No oral amendments by any person will be considered or acknowledged.

2. The premises of the bidder should be made available at all reasonable hours for inspection by

representatives of the NHBRC. This is done in order to confirm any information provided by a Bidder in the

RFP Bid.

3. This RFP is not intended to form the basis of a decision to enter into any transaction involving the NHBRC,

and does not constitute an offer or recommendation to enter into such transaction, or an intention to enter

into any legal relationship with any person.

4. A Bid submitted in response to this RFP will constitute a binding offer which will remain binding and

irrevocable for a period of six months from the date of submission to the NHBRC. The offer constituted by

the Bid will be deemed not to have been accepted and no agreement will be deemed to be reached with

any Bidder, unless and until a definitive Agreement and other related transaction documents are concluded

between the NHBRC and the Preferred Bidder.

5. Neither the NHBRC nor any of their respective directors, officers, employees, agents, representatives or

advisors will assume any obligation for any costs or expenses incurred by any party in or associated with

preparing or submitting a Bid in response to the RFP. All costs associated with the preparation and

submission of the Bid is the responsibility of the Bidder. The costs shall not be chargeable to the NHBRC

by successful or unsuccessful Bidder.

6. No entity may be involved, whether directly or indirectly, in more than one Bid in response to this RFP. A

failure to comply with this requirement may, within the sole discretion of the NHBRC, result in

disqualification of the relevant entity.

7. Any material change in the control and/or composition of any Bidder or any core member of a Bidder after

submission of a Bid, shall require the prior written approval of the NHBRC, and any failure to seek such

approval from the NHBRC shall result in the NHBRC being entitled, in its sole discretion, to exclude the

relevant Bidder from any further participation in the bid process. The NHBRC shall be the sole arbiter as to

what constitutes a “material change in the control and/or composition of any Bidder”, and as to what

constitutes a “core member of a Bidder” for purposes of such approval. Any request for such approval shall

be made to the NHBRC in writing and shall provide sufficient reasons and information to allow the NHBRC

to make an informed decision. The NHBRC reserves the right to accept or reject any such request for

approval at its sole discretion.


8. The NHBRC and its advisors may rely on a Bid as being accurate and comprehensive in relation to the

proposals provided therein by the Bidders.

9. All bids information submitted to NHBRC will become the property of the NBHRC and will as such not be

returned to the bidder. The NHBRC will make all reasonable efforts to maintain proposals in confidence.

Proprietary information should be identified as such in each proposal.

10. RFP shall be considered irregular if they show any omissions, alteration of form, additions, or conditions not

called for, or irregularities of any kind. However, the NHBRC reserves the right to waive any irregularities

and to make award in the best interest of the company.

11. The NHBRC reserves the right to appoint one or more Bidders.

12. RFP’s shall be rejected, among other reasons, for any of the following:

RFP’s received after the closing date and time as specified.

Collusion among bidders and upon detecting that the B-BBEEE status level of contribution, Tax

Clearance Certificate or any other information has been claimed or obtained in a fraudulent

manner.

Incomplete work that in the judgment of the company shall prevent or hinder the prompt completion

of additional work, if awarded.

All Bids must be formulated and submitted in accordance with the requirements of this RFP.

Ethical Standard

a. Bidders are expected to observe the highest standard of ethics during the procurement and

execution of this contract. In pursuit of this proposal, NHBRC will reject a proposal for award if it

determines that the bidder being considered for award has engaged in corrupt or fraudulent

practices in competing for the contract.

b. By signing the bid-forms the bidder represents that for the software it supplies, it is either the

owner of the ‘Intellectual Property Rights’ in the software or that it has proper authorization and/or

license from the owner to offer them. Any wilful misrepresentation of these facts shall be

considered a fraudulent practice without prejudice to other remedies that NHBRC may take.

Documents submissions the Bid

1. The bid will consist of three parts and shall be submitted in two separate envelopes

sealed mentioning the tender number and date

2. The Standard bidding forms (SBD Forms) should be signed by an authorized person

representing the bidders.


PART A – NHBRC BACKGROUND

1. About NHBRC

1.1. Mandate of the NHBRC in terms of the Housing Consumers Protection Measures Act.

1.2. The National Home Builders Registration Council (NHBRC) has a mandate through the Housing Consumer

Protection Measures Act (Act No. 95 of 1998) providing warranty protection against defects in new homes.

The Act state that the objects of the Council are, inter alia:

3(b) “to regulate the home building industry”;

3(d) “to establish and promote ethical and technical standards in the home building industry”; and

3(e) “to improve structural quality in the interests of housing consumers and the home building

industry”;

The Council is furthermore empowered by the Act:

5(5)(a) “to engage in undertakings to promote improved structural quality of homes constructed in

the Republic;

5(5)(b) ”to engage in undertakings to improve ethical and technical standards in the home building

industry;

5(5)(c) “to keep a record of competent persons”; and

5(h) “to generally do all things necessary or expedient to achieve its objects and the objectives of

this Act.”

2. Risk Management by the NHBRC

The NHBRC's primary mandate is to manage the risk of structural defects in the home building industry and

in so doing, protect the consumer. A prime activity of the NHBRC is to manage its risk exposure in terms of

the warranty scheme, in order to ensure that it is not unduly exposed to claims. The current risk management

tools being used by the Council include the Registration of Home Builders, enrolment and inspection of

homes, the Home Building Manual which incorporates design and construction rules and the appointment of

competent persons by the Home Builder to perform certain tasks.


3. Business overview

The National Home Builders Registration Council is a statutory body with the responsibility to provide

warranty cover (protection) and regulatory services to the home-building industry. This is done in terms of the

Housing Consumers Protection Measures Act (No 95 of 1998). It is the NHBRC’s mandate to provide

protection to housing consumers against defined defects and to regulate the home building industry. Our

mandate determines our scope of business as well as the principles and area of business in which we

operate. As a consequence our business is focused on specific business models in defined geographical

areas with specific business objectives for all South African Housing Consumers.

The NHBRC is a medium sized organization with a staff complement of 420 employees. The NHBRC’s head

office is located in Bryanston, Gauteng with 9 regional offices of varying size, and 12 satellite offices.


NHBRC Office locations and number of user connection points

No. OFFICE

1 Head Office (Bryanston)

2 DR site (at Pretoria regional office)

3 KwaZulu Natal(Durban) – Regional

4 Western Cape (Cape Town) – Regional

5 Eastern Cape (Port Elizabeth) – Regional

6 North West (Rustenburg) – Regional

7 Limpopo (Pietersburg) – Regional

8 Mpumalanga (Nelspruit) – Regional

9 Gauteng (Woodmead) – Regional

10 Pretoria (Pretoria) – Regional

11 Free State (Bloemfontein) – Regional

12 Shelly Beach

13 New Castle

14 East London

15 George

16 Northern Cape (Kimberly)

17 Klerksdorp

18 Tzaneen

19 BelaBela

20 Witbank

21 Bethlehem

22 Mafikeng

23 Eric Molobi (Shoshanguve)


PART B –TECHINICAL INFORMATION TO BE SUBMITTED BY BIDDERS

Terms Of Reference

A. BACKGROUND AND INTRODUCTION IN RELATION TO THE PROJECT

a. Notice to bidders

The bidder must have a team of at least 120 ERP Consultants on it’s payroll having experience in

implementing all the major modules / solution components of the proposed ERP. The bidder must

be a certified SAP partner with a support centre supporting at least 5 current clients. The bidder

must be able to demonstrate at least three (3) completed full cycle implementations in the last five

(5) years. Each Stream Lead must have SAP certification in their relevant module.

b. Need for SAP

The NHBRC has now been in operation for 17 years and is on a significant growth path. As the

organisation grows, it is looking at streamlining its processes and enabling itself for a high rate of

growth. Towards this end it has identified SAP as an effective IT tool which will serve its needs

related to systems and processes.

c. Project History

The implementation was initiated in 2012. Currrently 88% of the required Blueprints have been

developed, 12% remain outstanding. 16% of the total Blueprints have been signed off by the

business. There are Blueprints under Finance and Supply Chain Management that are signed off

by business. The rest of the Blueprints have been developed and are at various stages of review

and finalisation.

The change management strategy and the communication strategy has been completed and

approved. Stakeholder framework and Change Agents have been identified for the project.


1.1. Business Objectives

NHBRC is significantly changing its approach to delivering on its mandate. NHBRC perceives its external

stakeholders as business partners in order to jointly achieve success.

The solution that will be deployed to support the business strategy will provide future flexibility and scalability to

cater for business partners/external stakeholders online to enable the NHBRC to plan, monitor, inspect and

deliver the following:

Online Housing/Project Enrolment from the external stakeholders place of business and or a public

information centre

Online Builder Registration from the external stakeholders place of business or a public information centre

Online access to status information from their place of business or a public information centre.

The NHBRC will develop an online business partnership with external stakeholders through their place of

business or a public information centre to jointly improve the planning and quality of the delivered housing

solutions.

1.2. Organizational Stakeholders

The following section identifies the internal and external stake holders and organizations that have an interest

in the NHBRC.

1.2.1. Internal Stakeholders

The internal stakeholders are as follows:

Internal Stakeholders

NHBRC Council

NHBRC EXCO Committee

Project Sponsor

NHBRC Head Office

Financial Management team

Risk and Internal Audit

Technical Department

Human Capital Management

Legal Management

Operations

Gauteng Province

Limpopo Province

Mpumalanga Province

North West Province

Free State Province


Internal Stakeholders

Northern Province

Kwazulu-Natal Province

Eastern Cape Province

Western Cape Province

1.2.2. External Stakeholders

The external stakeholders include the following:

External Stakeholders

Department of Human Settlement

Municipalities

Home Builders

Housing Consumers

Non-Subsidised Housing

Subsidised Housing

Financial Institutions

Professional Organizations

4. Project Overview

d. Project Location

The project activities are to be performed at the NHBRC head office currently located at Phase 4, Silver

Stream Office Park, 10 Muswell Road, Bryanston, Johannesburg, and any other location as identified by

the client. The location of the head office may change in April 2014 and the implementer will be expected to

perform duties from the new premises.

e. Project Goal

The goal of the project is to provide a fully integrated core business solution that meets the needs of the

business. The solution will be based on agreed and approved core business processes and procedures


f. Project Objectives

The project objectives need to align with the NHBRC‘s strategic objectives and the table below identifies

the strategic objectives and the aligned project objectives for each one.

Strategic Objectives Project Objectives

To grow, protect and sustain the

NHBRC warranty Fund

To provide pricing flexibility in the

solution

To provide improved management

information to allow effective

decision making that will result in

operating cost reductions

To improve customer and business

partner experience of working with

the NHBRC resulting in improved

positive brand recognition

Provide a solution that is flexible to

readily support new service

offerings

To provide innovative quality homes

that will satisfy and protect the

consumer

Provision of improved information

(accuracy and timelines) to inspectors

resulting in increased productivity and

more time in service delivery than

administration

To strengthen NHBRC operating

processes systems and procedures

Tight process and data integration

and accuracy across the business

process chain

Improved accuracy in financial

information resulting in a reduction

in waste

To create a learning environment and

build capacities to products and

services

Introduction of talent management

tools that support the retention and

development of skills across the

organisation including empowerment

of employees through self services

Table 1. Project Objectives


3. PROJECT DETAILS

3.1. Scope of Work

This Request for Proposal (RFP) is for the supply, implementation and support of the SAP ERP Solution for

standardization and improvement of processes at the NHBRC.

The scope of work is as follows:

Implementation of SAP Business Solution to cover the entire range of processes at NHBRC.

Project Management of the SAP ERP Implementation

Review and completion of Blueprint

Configuration of the SAP system and customization wherever required.

Testing of developed Solution

Data Migration from existing systems

Change Management

Training for NHBRC users

Post Go-Live support

Knowledge transfer from implementer to NHBRC technical staff

3.2. Deliverables

The SAP implementation shall include (but is not limited to) the following key deliverables:

3.2.1. Software

Install and configure SAP system to facilitate seamless enterprise-wide integration across NHBRC application

systems and relevant external systems. The proposed ERP application must include the following core

modules but not limited to:-

3.2.2. Core Modules:

3.2.2.1. Primary Segment

SAP Module, Sub-Module Functionality

CO Activity Based Costing

CO Business Area Management

CO Cost Centre Management

CO Cost Element management

CO Multi Company Controlling

CO Profit Centre Management

CRM Call Centre Management



CRM Claims Business Partner Management

CRM Claims Cost Management

CRM Claims Registration

CRM Customer Management

FI Cash and Liquidity Management

FI Planning/Budget Management

FI - AM Asset Management

FI - AP Accounts Payable

FI - AR Accounts Receivable

FI - BK Treasury and Banking Management

FI - GL General Ledger

GRC Governance risk and Audit Management at

Transaction Level

HCM Performance Management

HCM-E Recruitment Recruitment Management

HCM-LSO Training and Event Management

HCM - ESS Employee Self Service

HCM - MSS Management Self Service

HCM - OM Organizational Management

HCM - PA Personnel Administration

HCM - PY Payroll

HCM - TM Time Management

MM Contracts Management

MM Inventory Management

MM Procurement

PPM Portfolio Activity Planning

PPM Portfolio integration with Finance

PPM Portfolio integration with Human Capital

Management

PPM Portfolio integration with supply chain

PPM Portfolio Management

PPM Portfolio reporting

PPM Stage Gate Management

PS Activity Network Planning

PS Activity Network Scheduling

PS Project Systems

PS Resource Management

PS Time Management



PS Work Break Down Structure Management

SAP – BI Business Intelligence

SAP – BPC Business Planning and Consolidation

SAP - GRC Governance Risk and Audit Management

SAP-PPM Portfolio Project Management

WPB E-Learning Facilities

WPB Online Training Management

WPB Training Material development Toolset

WPB Training Test Management

SRM Procurement

SRM Supplier Management

Workflow Multi-Level Authorizations Management

Workflow Workflow Management

Data Data Migration

DMS Document Archive Retrieval

DMS Document Archiving

DMS Transaction Document Creation and Storage

DMS Transaction Document Retrieval

Solution Manager Solution Manger

Portal SAP Enterprise Portal

SAP – PI Process Integrator

BI – BW Business Warehouse

BI- BOBJ Business Objects

SAP Basis Configuration of the SAP landscape from a

software perspective

SAP ABAP Programming of required SAP Interfaces

SAP Security Configuration of relevant Business User Roles

Table 2. Primary Segment Core Modules


3.2.2.2. Secondary Segment


IM Investment Management

QM Quality Management

EH&S Environment Health and Safety

Table 3. Secondary Segment Core Modules

3.2.3. Platforms

The following platforms will be implemented:

Platform Purpose

SAP Mobile To develop and manage the NHBRC Mobility solution

Net weaver SAP Integration platform

Sybase The database that will be used for this implementation

Table 4. Platforms

3.2.4. External Systems to be Interfaced

The following systems but not limited to, are to be interfaced to SAP:

System Rationale

Geographical

Interface Solution

THE NHBRC requires an interface to the existing and already

deployed Geographical Interface Solution to the Integrated

ERP Solution to bi-directionally manage Housing GIS Co-

ordinates.

Credit Check The NHBRC Requires an interface with the Credit Vetting

Organisation to vet the Builders during Registration Process.

ECSA The NHBRC requires an interface with ECSA to verify the

Competent Person’s registration status.

CIPC The NHBRC requires an interface with CIPC to verify the

registration status of companies.

Financial Institutions The NHBRC requires an interface with Financial Institutions

to process financial transactions.

Table 5. External systems to be interfaced

3.2.5. Implementation Services

The ERP Implementer must develop a comprehensive and detailed approach and strategy for the

implementation of SAP for the NHBRC including, but not limited to, the following (ERP Implementer

may propose others, based on their strategy / methodology, the NHBRC subscribes to the general

principles of ASAP methodology):


Project Scope and Plan

Overall implementation plan and work plan (in phases)

Migration plan

Testing plan

Training plan

Cut-over and commissioning plan

Customization/ development should be kept to a minimum and as far as possible industry best

practices should be adhered to. Wherever absolutely required customization / development should be

done in a manner that it gives a reasonable assurance of upward compatibility with future versions of

the platform. The customization/development should adhere to defined quality assurance program

throughout the project period as detailed, and the quality assurance measures used should meet

industry standards and defined quality control parameters. All development must meet the

requirements for security, performance, ease of use for operations, administration and management.

Typically, only SAP recognized or industry standard methodologies should only be used

3.2.6. Testing Services

Conduct testing for the system, application and any customised components. Testing shall include, but

not limited to the following (ERP Implementer may propose others, based on their strategy /

methodology):

Unit Testing

Performance / Volume Testing

System Integration Testing (ERP Implementer)

User Acceptance Testing (UAT) Facilitation

The NHBRC must approve the test cases to ensure adequate Scenario coverage. This is applicable to

both Segment 1 and Segment 2.

3.2.7. Training

Functional and technical training to business & IT staff in operating and using the solution, including

database and application software. ERP Implementer should provide training on application software

and other areas to the project team from the NHBRC. The training duration will be suggested by the

ERP Implementer at NHBRC premises. The test environment required for the training has to be set up

by the ERP Implementer before the training commences. The ERP Implementer should provide

detailed training on the solution to officials of the NHBRC. This is applicable to both Segment 1 and

Segment 2.


3.2.8. Data Migration

ERP Implementer will provide the data migration plan and will be responsible for all data migration

during Segment 1. ERP Implementer will provide all the data master formats etc. to ensure proper data

migration.

3.2.9. Managing go-live event

ERP Implementer will provide a detailed list of specific activities for the go-live event for both Segment

1 and Segment 2. The project plan submitted by the ERP Implementer must ensure that the activities

are completed before the event. All training programs must be completed before the go-live event. The

go-live event will be dependent on the successful UAT sign-off.

3.2.10. Post go-live support

The ERP Implementer will provide handholding and onsite support for at least three (3) months after

the go-live for both Segment 1 and Segment 2 to resolve all implementation, operational and

production issues. All the documents will also be converted to final release versions during this stage.

The post go-live support will address all user level queries, fixing bugs, incorporation of new

requirements owing to legal, statutory and policy changes, changes to configurations, patch updates,

upgrades, database administration, security, etc. For this purpose, the ERP Implementer is expected

to provide detailed processes to be followed for logging requests, assigning requests to specific

individuals, recording resolution, tracking overall time taken for resolution, escalations, etc.

3.2.11. Hardware Configuration Requirements

ERP Implementer is required to provide the detailed configuration plan of the proposed server

environments as per the business and technical requirements during implementation of both Segment

1 and Segment 2.

3.2.12. Project Management

ERP Implementer should propose a suitable project manager/team with diversified expertise to meet

the requirements of the NHBRC. The manager/team will do the overall project management

throughout the life cycle of the project to ensure successful completion of the project. Project

management will include the following:

Manage the total project i.e. ERP delivery, customization and implementation

Ensure timely delivery of all the deliverables related to ERP as mentioned in this RFP

Take ownership of all project related meetings that includes:

o Weekly Project Status meetings

o Monthly Project Steering Committee Meetings


o Project Progress meetings as required.

Provide Weekly Project Status reports to NHBRC Management

Monitor risk management aspects and control project delays

Issue Management

Scope Change Management

Ensure synchronization of all the activities of the project i.e. development, implementation,

training, change management, etc.

3.2.13. Change Management

Implementation of new or changed business processes will affect users in the NHBRC and will require

change in the functional processes followed. During implementation, the ERP Implementer Change

Management team will work together with the NHBRC Change Management team in creating and

maintaining effective communication and change management vital to the successful adoption of the

new or changed processes. The ERP Implementer shall ensure change management is provided to

ensure the successful implementation and usage of the SAP system by the users of the NHBRC.

3.2.14. Documentation

The ERP Implementer will study the business processes and furnish/review the following documents:

Project charter

Statement of Work

Master Project Schedule

Change Management Schedule

Milestones based Payment Schedule

AS-IS Document

Business Process Blueprint Document.

Process Mapping with ERP and Gap analysis document

Security & Control Specifications

The second set of deliverables is linked to the realization of the Business Blueprint. This will include

installation and commissioning of the SAP modules, carrying out the customization, and achieving

specific developments for the NHBRC. The consultants will also furnish at least the following

documents (ERP Implementer may propose others, based on solution offerings)

Custom development functional specifications document

Custom development technical specification document

Data migration strategy document


All user guides

Unit and integration test scripts

User acceptance testing test scripts

Cutover strategy document

Installation procedure document

System administrator’s routine maintenance procedure document

As implemented configuration documents

Any other, as appropriate and identified during the course of the project

All documents should be handed over in five hard copies, legible, neatly and robustly bound, utilizing

good-quality paper. Soft copies of the document in MS Office 2010 format will also be submitted on

CD’s along with the hard copies. All documents will be in plain English.

All statutory, legal requirements shall be met in terms of reporting and process coverage

without any additional effort on the part of the NHBRC officials once the SAP system has been

implemented.

3.3. Roles and Responsibilities

The ERP Implementer will have to share a roles and responsibilities matrix clearly identifying their roles in the

project. The following are the high level roles and responsibilities of both parties on the project:

NHBRC will provide all hardware and network infrastructure for the implementation of the

project.

NHBRC will provide the business resources for business input into the blueprint, testing,

and training.

NHBRC will avail technical resources to take over support of the system after go live.

The ERP Implementer together with NHBRC will develop a plan on how skills are going

to be transferred to NHBRC technical resources

All project deliverables are the responsibility of the ERP Implementer unless agreed

upfront.

The ERP implementer will be responsible for transport and accommodation of its

resources in Gauteng, any travelling and accommodation outside Gauteng will be the

responsibility of the NHBRC

Change Management will be the responsibility of both the NHBRC and the ERP

Implementer.


B: PROPOSAL SUBMISSION REQUIREMENTS:

The Bidders must furnish the following information as part of the bid response:

1. COMPANY RESUME

The company resume should include the following information:

a) Address of Head Office;

b) List of regional/ branch offices (if any);

c) Main business area;

d) Date since company has been implementing SAP ERP solution;

e) Detailed list of current and completed contracts (if any) over the last 3 years;

f) The financial standing of the company from an approved Financial Institution; ( 3 years audited financial

statements)

g) Current commitment of the Bidder with regards to other services;

h) References (minimum 3) including company, nature of contract, contact person and contact number


PART C – EVALUATION PROCESS

1. In accordance with the NHBRC Supply Chain Management Policy, the bid evaluation process shall be carried

out in three stages namely:

Stage 1 : Compliance check of Mandatory Documents

Stage 2 : Functionality in terms of the set technical evaluation criteria

Stage 3 : Price and Preference Points

1. Stage 1 : Compliance check of Mandatory Documents

1. The bidder documents will be assessed at this stage of the process to establish compliance with the

standard conditions of the tender as described under Terms and Conditions.

2. The bidder must indicate compliance with the mandatory requirements by ticking under “Comply” or “Not

Comply”.

3. Document proof of specific mandatory requirements must be attached to the relevant form failure which will

result in the disqualification of the bid from the process.


MANDATORY REQUIREMENTS

1.1.1.1 Mandatory Comply Not Comply

The bidder must be a SAP Accredited Partner and must attach proof thereof to Form 1: Valid and active SAP Accreditation.

Comments:


The bidder must provide a proposal and must attach it to Form 2 : Proposal

Comments:


The bidder must provide a project charter document and must attach it to Form 3 : Statement of Work

Comments:


The bidder must provide Company Profile and must attach it to Form 6 : Company Resume

Comments:


The bidder must provide Audited Annual financial statements (2012-2013, 2011-2012, 2010-2011) and must attach it to Form 7 : Audited Annual Financial Statements

Comments:



The bidder must provide certified Payroll and must attach it to Form 8 : Payroll (Certified Copy of a minimum of 120 staff compliment)

Comments:


The bidder must provide Curriculum Vitae (Project Team and 25 SAP Certified Consultants) and must attach it to Form 9: Curriculum Vitae (CV)

Comments:


The bidder must provide Price Schedule and must attach it to Form 10 : Pricing Schedule

Comments:


The bidder must provide at least three contactable references for similar work/ projects completed in the past two years.

Comments:


2. Stage 2 : Functionality

1.2.1 Functionality of the bids will be evaluated according to the predetermined evaluation criteria set out below.

1.2.2 During this phase, bidders will be evaluated for functionality based on achieving a minimum qualifying

score of 75 percent. Bidders who fail to achieve the minimum qualifying score for functionality will be

disqualified from the bidding process.

1.2.3 The Bid Evaluation Committee (BEC) will evaluate functionality and score all the bids that have met all the

requirements as set out on ‘Stage 1 Compliance check of Mandatory Documents’ in this document.

1.2.4 The panel members will individually evaluate the compliant bids received for functionality against the

following criteria as set out below:

1.2.4.1 Bidder must provide a proposal (attach to Form 2):

No. Evaluation Criteria Score

1 Experience required 10

ERP Implementer to have a minimum of five (5) years’ experience in relation to a SAP implementation relevant to this assignment

2 Financials

10

Financial stability and proof of annual financial statements for a period of three (03) years

3 Project Plan,Methodology,Governance and deliverables 35

Technical proposal: Coverage of the functionalities and processes,

Overall Project plan and methodology. Overall work plan including but not limited to – timelines, methodology, appropriateness, compliance/ deviations, quality assurance and project management, tasks and milestones, roles and responsibilities), Change Management, Training strategy and Action Plan

Training Methodology

Usage of Project management Tools

4 Proposed Project Team 30

Team Structure & Competency of SAP implementation consultants specific to this assignment

Minimum of 50 consultants having been in their employment for a period of one (1) year or more.

Minimum of 25 SAP certified consultants having been in their employment for a period of one (1) year or more.

Detailed and signed CV’s of project management and technical leads with contactable references to be attached

Project Manager to have a minimum of ten (10) years of SAP implementations experience

Project Manager to be certified in either PMP, Prince II or the SAP ASAP methodology

Minimum of a K3 or K4 level per stream (team) lead

5 5 5 5 5 5

5 Reference Check of project based on SAP Implementation

5

The bidder must provide at least three contactable


references for similar work/ projects completed in the past two years. Reference checks will be carried out by the evaluation committee. The committee will adopt any of the following process for reference check: interview/Phone calls/Site visit and personal discussion.

Sub Total 90

Sub minimum Qualifying score

75

5. Presentation by Project Manager/Director 10

Presentation date and venue will be specified after the functional evaluation. Bidders have provide proof of capability to the evaluation committee and the committee’s decision would be final.

Total 100

Each panel member will rate this sub criterion on the score sheet using the following scale:

Value Description

5 – Excellent Meets and exceeds NHBRC functionality requirements

4 – Very Good Above average compliance to requirements

3 – Good Satisfactory and should be adequate for stated element

2 – Average Below average compliance to requirements

1 – Poor Unacceptable, does not meet criteria

The points for the panel members will be added and expressed as a fraction of the best possible score for each

particular criterion.

3. Stage 3 : Price and Preference

a) The bidders must populate Form 10 Pricing Schedule and submit in a separate envelope accompanied by

SBD 3.1 and SBD 3.3.

b) The bidder shall be deemed to have satisfied himself as to the sufficiency of his proposed price, to cover both

the fee rate for the experts employed on the project, including overhead, profit, all employer obligations, leave

payment, taxes, social charges etc. and all expenses to be incurred for the performance of the contract. The

proposed price shall cover all obligations of the successful bidder under the contract and all matters and

things necessary for the proper execution and completion of the services and the remedying of any

deficiencies therein.

c) Only bids that achieve minimum qualifying score for ‘Stage 2 : Functionality’ in this bid be will evaluated

further.

d) The qualifying bids will be evaluated in accordance with the 90/10 preference point systems as prescribed in

the PPPFA Regulations 5 and 6.

e) The formulae that will be utilized in calculating points scores for prices is as follows:


90/10 Preference point system (for acquisition of services, works or goods with a Rand value above

R1million) (all applicable taxes included)

(

)

Where:

Ps = Points scored for comparative price of bid or offer under consideration

Pt = Comparative price of bid or offer under consideration

Pmin = Comparative price of lowest acceptable bid or offer.

f) The points scored will be rounded off to the nearest two decimal places.

g) The points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with

the table below:

BBBEE Level 90/10

Level 1 10

Level 2 9

Level 3 8

Level 4 5

Level 5 4

Level 6 3

Level 7 2

Level 8 1

Non-Compliant Contributor

0

h) The points scored for price will be added to the points scored for B-BBEE status level of contribution to obtain

the bidders total points scored out of 100.


Form 1: Valid and Active SAP Accreditation


Form 2: Proposal


Form 3: Statement of work


Form 4: Master Project Schedule


Form 5: Milestone based payment schedule


Form 6: Company Resume


Form 7: Audited Annual Financial Statements


Form 8: Payroll (Certified copy)


Form 9: Curriculum Vitae (CV)


Form 10: Pricing Schedule

a) When calculating comparative price discounts that have been offered unconditionally will be taken

into account in the calculation of preference scores for pricing. Discounts that have been offered

conditionally will not be taken into account for evaluation purposes, and should be implemented if

payoff should be affected.

b) The bidder must populate in full the pricing schedule below. Indicated is an estimate bill of

quantities of usage over an annual basis and should be completed to price your services for a

period of 12 months. Only firm prices will be accepted. Non-Firm prices (including prices (subject to

rates of exchange variations) will not be considered. All delivery costs must be included in the

prices. This Schedule must be submitted in a separate envelope.


N

o

.

Particulars Price

per

enquir

y

Unit of

Measu

re

Uncondit

ional

Discount

s

Total

Cost

1

.

Maintenance

and support

R R

2

.

Implementatio

n Services

R R

3

.

Software

Configuration

R R

4

.

Project

Management

R R

5

.

Change

Management

R R

6

.

Training

R R

7

.

Data migration

R R

8

.

Testing

Services

R R

Total Excluding VAT R

VAT @ 14% R

Comparative Price (12 Months) = Total incl. VAT (12

Months) R

Comments:


PART D – RFP SUBMISSION INSTRUCTIONS

1. Availability of the RFP Document

1.1. Bid documents will be available from the following platforms at NHBRC on 28 February 2014:

Website e-mail Address

www.nhbrc.org.za [email protected]

[email protected]

2. Compulsory Briefing Session

2.1 A Compulsory Briefing Meeting will be held at NHBRC Head Office, on the 6 March 2014 at 11h00 at the

follow address:

Province Physical Address & Contact Number

Head Office, Gauteng 10 Muswell Road South

Phase 4 Silver Stream Business Park

Bryanston, Johannesburg

Tel: 011 317 0000

2.2 Bidders who have not attended the compulsory briefing session will be disqualified.

3. RFP Closing Date

3.1 All Bid documents must be deposited into the Bid box situated at the NHBRC Head Office (at the new

office building), on or before 25 March 2014, at 11H00 at the following address:

Province Physical Address & Contact Number

Head Office, Gauteng 5 Leeukop Road,

Sunninghill,

Johannesburg

Tel: 011 317 0000

No late proposals will be accepted

mailto:[email protected]



3.2. Bid documents should be marked for Attention: Supply Chain Manager, and deposited into the Bid boxes at

the NHBRC Head Office, at 05 Leeukop Road in Sunninghill. No emailed or faxed Bids will be accepted. The

Bid document should be supplied in a two separate sealed envelopes (price and proposal) and clearly

marked with the Bid number and the full name of bidder.

4. Enquiries should be directed to:

Ms.Thobile Mgidi - Tel. (011) 317 0240,email: [email protected] or [email protected]

5. Number of bid envelopes/files to be deposited:

Submission of bid envelopes/files MUST include ONE (1) Original Copy of the submission and FOUR (4)

copies of the submission. A total of FIVE (6) envelopes/files per bidder. Please provide your submission in

two separate envelopes one for your proposal and one for your pricing and pricing schedule.



PART E –ADDENDUMS TO THE RFP

The following documents as listed will be made available with the distribution of the RFP.

MANDATORY DOCUMENTS ACCOMPANYING THE BIDS

No. Please note; the items marked with an (X)

are mandatory requirements and failure to

meet the requirements will result in your bid

being disqualified.

Yes/No

1. X

Original and valid B-BBEE

Status Level or certified

copy

2. X

SBD1 (Invitation to bid)

(Make sure it is signed and

thoroughly completed)

3. X

SBD2 (Tax Clearance

Certificate) Certificate must

be original and valid

4. X

SBD 3.1 or SBD 3.2 (Pricing

schedule) If not filed please

refer to Annexure or

Addendum in your

submission where price is

mentioned

5. X

SBD 3.3 (Pricing schedule)

If not filed please refer to

Annexure or Addendum in

your submission where price

is mentioned

6. X

SBD 4 (Declaration of

interest) (Make sure it is

signed) and thoroughly

completed)

7. X SBD 6.1 (Preference claim


form) Must be signed

regardless if points are

claimed or not. (Make sure it

is signed and thoroughly

completed)

8. X

SBD 6.3 (Promotion of small

business) (Make sure it is

signed and thoroughly

completed )

9. X

SBD 8 (Declaration of

Bidder’s past supply chain

management practices)

(Make sure it is signed and

thoroughly completed)

10. X

SBD 9 (Certificate of

independent bid

determination – Make sure it

is signed and thoroughly

completed )

11. General Conditions of the

contract (GCC)

12. X

Other documents as

mentioned in the bid terms

of reference.

13 X NHBRC Supplier

Registration Form