AtoZ Pharmaceuticals Limited

Request for Proposal

For Sales Force Automation

Pallavi Vachaspati12/6/2015

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ContentsINTRODUCTION...........................................................................................................................................3

BACKGROUND.............................................................................................................................................3

OBJECTIVE...................................................................................................................................................3

BUDGET.......................................................................................................................................................4

REFERENCES................................................................................................................................................4

SCHEDULE & STATEMENT OF WORK AKA REQUIREMENTS.........................................................................5

REQUIREMENTS...........................................................................................................................................5

1.) Hardware Procurement (Due 12/13/2015)........................................................................................5

2.) Software Procurement (Due 12/27/2015)..........................................................................................5

3.) Logistics (Delivery by 01/08/2015).....................................................................................................6

4.) Technical Capabilities (Completed by 01/15/2016)............................................................................6

5.) Training (Completed by 02/12/2016).................................................................................................6

6.) Technical Support (Ongoing)..............................................................................................................6

SCOPE..........................................................................................................................................................7

In Scope...................................................................................................................................................7

Out of Scope............................................................................................................................................7

TERMS AND CONDITIONS............................................................................................................................7

DEADLINES...................................................................................................................................................8

CONTACT INFORMATION............................................................................................................................8

EVALUATION CRITERIA................................................................................................................................8

SUBMISSION INFORMATION/GUIDELINES...................................................................................................9

VENDOR QUALIFICATIONS...........................................................................................................................9

TECHNICAL SPECFICATIONS.........................................................................................................................9

VENDOR PORTFOLIO.................................................................................................................................10

CLIENT QUESTIONS....................................................................................................................................11

DISCLAIMER...............................................................................................................................................11

CONFIDENTIALITY......................................................................................................................................11

NDA (NON-DISCLOSURE AGREEMENT)......................................................................................................12

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INTRODUCTION

This is a Request for Proposal to discuss sales force automation for our company, AtoZ Pharmaceuticals Ltd. It is proposed that we equip our 280 strong sales force with appropriate technical devices and the capability of accessing a centralized database of information which will reside in the cloud and be available through a secure server. The implementation of this plan is expected to improve efficiency and save time for the sales force, which will also help in streamlining the production and procurement side of the company.

We hope that vendors bidding for this project will recognize and acknowledge the importance of an enterprise of this magnitude and the necessity of executing it as efficiently as possible. The company's future performance will depend heavily on the success of this project and therefore, it will be intently monitored and controlled by some of the most capable individuals available. For any vendor successfully completing it, a project as important as this one will inevitably secure rewards over and above mere financial gain.

BACKGROUND

Upon review of market trends, competitor activity and future business projections, the management of AtoZ Pharmaceuticals has decided to institute a comprehensive project to automate its sales force. The purpose of this project is to create a dynamic sales environment where the entire sales team will have access to all the information required to fulfill their day to day activities in a manner far more efficient than the current paper based process allows.

To realize this objective, it is necessary for the company's sales people to have easy access to the most up-to-date information about the company's products, inventory, upcoming products and their potential availability dates, product knowledge, promotions and services. Employees should be able to make presentations to potential customers and provide instant answers to any inquiries they receive. They should also be able to submit orders in real-time and be intimated when their orders are shipped.

OBJECTIVE

We are proposing full automation for our sales force of 280 people by equipping them with up-to-date laptops capable of running our sales and client-relations software, and a cloud server service that will be used to store all of our product and pricing information, client information, and inventory stock levels. Furthermore, the sales force will also need to be trained to use the new equipment and service, to fulfill their day to day obligations.

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This will result in our sales process becoming much more efficient and accurate, and allow us to react more rapidly to the needs of the client. This is expected to impact both the company's financial performance and its image in a significant, positive way. It will also serve to reduce waste by significantly reducing the amount of paper required to process sales.

The project must be concluded by February 14, and will be deemed successful if all sales force members are equipped and trained with the required laptops, while remaining within the given budget.

BUDGET

Given below is an estimated budgetary framework created on the basis of our own market research. However, the amounts assigned to various elements of the project may be considered flexible as long as the overall bid does not significantly exceed the total amount approved for the project.

Project Budget: $584,000.00

Allocations:

Cost of 280 laptops $280,000.00

Cost of 280 printers $84,000.00

Distribution and Installation $30,000.00

Bidding for Server Contracts $12,000.00

Employee Training $64,000.00

Test and Trial Cost $15,000.00

Other Computer Accessories $60,000.00

Salary Cost and Travel Allowance $28,000.00

Others (known unknown, unknowns) $11,000.00

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Total budget: $584,000.00

REFERENCES

The bidding vendor must provide details of at least one and at the most three similar projects that they have successfully completed in the last six years. The information provided must include the name and address of the organizations and their contact persons, dates of the projects, scope of work, deviations in time, scope or budget if any, and the reasons for those deviations.

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SCHEDULE & STATEMENT OF WORK AKA REQUIREMENTS

Given below is the estimated schedule for completion of various tasks associated with the project.

DUE DATE ->

12/10/2015

To 12/13/2015

To 01/08/2016

To 01/15/2016

To 02/12/2016

ONGOING

PRIMARY TASK

Get hardware approvals

Get software approvals

Software installation

Testing

Hardware delivery

Server acquisition and setup

Information centralizing

Password setup and confirmation

Ongoing support approvals

Support and database training

Sales force training (end training)

Project Closing

[ Ongoing support ]

Total Time for Phase:

3 Days 4 Weeks

1 Week 1 Month

Total: 60 days plus ongoing support

REQUIREMENTS1.) Hardware Procurement (Due 12/13/2015)

1.1 280 laptop computers must be of defined specifications (as follows)1.2 280 wireless printers must be of defined specifications (as follows)1.3 One wireless mouse must be provided for each computer1.4 Other mandatory hardware should be for satisfactory performance of the computers, e.g.

battery chargers1.5 Suitable device for wi-fi connectivity on the go

2.) Software Procurement (Due 12/27/2015)2.1 Cloud based secure central database must be for storage of product and sales information2.2 Sales software must be connected to that database and installed on each laptop2.3 Technical support services must satisfy the criteria listed below

3.) Logistics (Delivery by 01/08/2015)3.1 All hardware must be delivered to sales persons located within the 10 provinces of Canada

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3.2 Proof of delivery or attempted delivery to must be provided to head office3.3 Undelivered hardware must be shipped to the company head office for redistribution or

stocking

4.) Technical Capabilities (Completed by 01/15/2016)4.1 The server must be proven to be compatible with the sales and client relation software

4.2 All necessary information uploaded to the database and full functionality made available

4.3 All sales agents to be set up for access to the central database

4.4 Proof of setup for each sales agent who received a computer is to be provided

4.5 Information about failed set-up instances is to be reported along with information as to why

said setup failed

5.) Training (Completed by 02/12/2016)5.1 Training in using the software and database must be provided to each individual receiving

the laptops

5.2 Proof of training being provided to each salesperson is must be provided to head office

5.3 Company personnel from requisite departments must be trained in using the central database and updating it on an ongoing basis

5.4 Information about each company person trained and the details of the functions they are trained to perform must be provided to the Project Manager.

5.5 Four year contract must be signed for providing technical support for log-in, accessibility and usage issues for sales people as well as company personnel responsible for maintaining the database.

6.) Technical Support (Ongoing)6..1 All sales agents must be setup for access to the central database6..2 Proof of setup for each sales agent who received a computer is must be provided6..3 Information about failed set-up instances must be reported along with information as to

why said setup failed6..4 The bidding company must have five year record of no service interruption6..5 Must have technical department available in a 24/7 environment. Technical assistance

includes: Password setting; Debugging; Rebooting; Software and hardware management 6..6 Must have technology against virus attack and an auto-recovery system 6..7 Must sign our Privacy Policy guidelines6..8 Maximum bidding for server service and auto-dialing must be $50,000.00 per year. Only the

lowest bid will be acceptable 6..9 Maximum bidding for technical service providing must be $60,000.00 per year. Only the

lowest bid should be acceptable6..10 Contract must be valid for four years, subject to extension upon successful completion.

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6..11 Auto-dialing period must be from 9:00 a.m. to 8:00 p.m. EST. 6..12 The procurement of a central storage service such as a central server or cloud service which

is usable by said software must be provided.6..13 The server must be proven to be compatible with the sales and client relation software.

SCOPE

All activities pertaining to sales force automation are deemed to be within the scope of this project. This entails acquiring all the required equipment and services and ensuring the proper utilization of those resources.

In Scope1. Computers purchased must be of defined specifications 2. Purchased printers must be of defined specifications3. Must have the assigned company sales software installed on the computers 4. All computers must be connected to the company server 5. Mouse provided must be wireless 6. Keyboard must be compatible with standard EN/US Windows standard

Out of Scope1. Changing purchase quantities due to joining or leaving of sales persons2. Building software in case available options are not found suitable by the management3. Providing support to non-computer-literate salespersons4. Any other activities not specifically stated within the project's scope

TERMS AND CONDITIONS1. Vendors may withdraw their bid within 24 hours of the closing time of the bid.2. A penalty of $1000 will be payable by any vendor that seeks to withdraw their bid beyond 24

hours of the closing time of the bid.3. Bids will be reviewed and vendors will be shortlisted for negotiating payment terms4. Once the contract is assigned to a vendor, they will be legally bound to complete the project5. Inability to complete the project after it has been assigned to a vendor, will result in a penalty of

$5000 and a refund of all money paid to them up to the time of withdrawal

DEADLINES Purchase deadline December 5, 2015. Installation deadline December 19. Bidding for Server and Technical Service completion date: December 20,

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Test and trial deadline January 5, Employee training completion deadline January 29. Project Closing: February 14, 2016.

CONTACT INFORMATION

Project Manager: John Anderson - Janderson@atozpharma.org

NOTE: All submissions to fulfill this request must be made to John through his company e-mail. Please use the subject Proposal for Sales Force Automation when submitting your message.

Communication Lead: Pallavi Vachaspati - pvachaspati@atozpharma.org

Finance Lead: Mohammed Helal - mhelal@atozpharma.org

Technical Lead: David Hughes Anthony – dhughes@atozpharma.org

EVALUATION CRITERIA

All requirements are so intrinsically tied together that a shortfall in any area may well cause the whole project to fail. However, weighting has been assigned on the basis of minor flexibility, no more than 10%) that may be allowed with regards to some components of the project

Component WeightingHardware 10Software 15Logistics 10Technical Capabilities 15Training 15Support Services 15Time Deadlines 10Cost 10Total 100The bid as approved by the Project Group will be deemed acceptable if it fulfills the criteria listed above.

SUBMISSION INFORMATION/GUIDELINES

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All submissions for tenders to fulfill the requirements listed in this request are to be delivered by December 10 at latest.

Vendors are expected to be able to complete all objectives laid out by this request. As the company wishes to remain with one specific vendor for the entire project, proposals for only a portion of the project (e.g. for the laptops only) will be rejected.

All potential issues regarding the budget will be provided to our company at point of proposal, such as any hidden or additional costs that may be incurred for the fulfillment of the project. As the project is intended to stay within a very specific budget, proposals to up-sell or to expand the scope of the hardware and software acquisition will not be considered.

Vendors must be proven to fulfill the requirements laid out below.

VENDOR QUALIFICATIONS

The vendor must be able to provide the following services, as laid out in this document:

Acquisition and setup of specified laptop units Shipping of the laptop units to multiple specific destinations in a timely fashion Training – either in person or remotely – on the laptop and software The ability to setup and maintain a secure cloud service for the company's use The capacity to provide ongoing support to sales agents in the field

The vendor will be required to have been providing the above services reliably for at least the previous 5 years.

The vendor must have primary points of contact available at all times. While 24-hour phone and e-mail support for the entire sales force is not strictly necessary, vendors that can provide all-day support will be preferred.

TECHNICAL SPECFICATIONS

Laptop Specifications:

i. 1.45 GHZ Intel Pentium Processor ii. 8 GB RAM

iii. 1 TB memory iv. 17" monitor with 1080p graphics v. Battery length 6 hrs.

vi. Weight 12 lbs. maximum vii. Must include a copy of Microsoft Office

viii. Colour: Black

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Printer Specifications:

i. Print, copy, scan, and fax capabilityii. First page out (ready): Black: As fast as 19 sec & Color: As fast as 24 sec

iii. Print quality black (best): Up to 1200 x 600 rendered dpi iv. Display: 5 cm (2.0") Hi-Res Mono LCD v. Copying / Max Copying Resolution B/W:300 x 300 dpi

vi. Printer Type: Multifunction vii. Printer Technology: Thermal Inkjet

viii. Duplex Printout: Automatic ix. Duty Cycle: Up to 1000 pages x. Printer Speed: black: ISO Laser comparable: Up to 8.8 ppm, Draft: Up to 17 ppm

xi. Scan Depth: 24-bit xii. 2.20. Printer / Media Type: Paper (plain, inkjet, photo), envelopes, transparencies, labels,

cards, 2.21. xiii. Printer Media Size (Standard): Letter, legal, 4 x 6 in, 5 x 7 in, 8 x 10 in, envelopes (No. 10) xiv. Service & Support Type: One-year limited hardware warranty xv. Scanner Type: Automatic Document Feeder Flatbed Scanner

xvi. Copying Speed (Color): Up to 4 cpm

Server specifications:

i. Rack Serverii. CentOS 6, RHEL 6, Debian 7, and Windows R2 2008, 2012

iii. E5-2430 v1iv. 2.50GHzv. 32 GB DDR3

vi. 2 x 500GB SATAvii. RAID 1

VENDOR PORTFOLIO

Vendors are required to provide the following information about their company while completing the bid.

Vendor's Name

Location Years of operation

Commercial Rating

Market Segment

Net Worth

Late Fees

Customer Complaints

CLIENT QUESTIONS1. Are you capable of fulfilling the full list of needs listed in the Request for Proposal?2. Are your hardware support personnel certified to repair the required brand of laptop?3. Are your software support personnel certified to install the required software and test that it is

functioning correctly?

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4. Are you registered with the Better Business Bureau?5. Are you capable of providing emergency support should the need arise (e.g. if a server outage

should arise in the middle of the night)?6. Are there any other fees or financial constraints involved with selecting your company as our

chosen vendor?7. Do you have any references for the quality and reliability of your service, i.e. review and

feedback sites, that you can provide us to help us make an appropriate decision?8. Is your company currently undergoing (or has it recently undergone) any major financial issues

such as bankruptcy claims?

DISCLAIMER

The business, financial and proprietorship information contained in this Request for Proposal document subsequently provided to vendors on behalf of AtoZ Pharmaceutical Ltd or any of our employees or advisers, is provided to the vendors on the terms and conditions set out in this RFP and such other terms and conditions subject to which such information is provided.

This RFP is neither an agreement nor an invitation by AtoZ Pharmaceutical Ltd to the prospective vendors or any other party. The purpose of this RFP is to provide the interested vendors with information to assist in the formulation of their Proposals.

AtoZ Pharmaceutical Ltd may in its absolute discretion, but without being under any obligation to do so, update or amend any information, assessment or assumption contained in this RFP.

CONFIDENTIALITY

Technical, financial and business information relating to this RFP regardless of whether such information is designated as “Confidential Information” at the time of its disclosure must remain confidential. AtoZ Pharmaceutical Company Ltd has all the rights to retain information for the purpose of confidentiality.

In addition to the above, the vendors shall have a duty to protect, other confidential and/or sensitive information of AtoZ Pharmaceutical Company Ltd even after bidding.

The vendors shall use the Confidential Information only for the purpose of evaluating potential business relationships.

NDA (NON-DISCLOSURE AGREEMENT)

Following the acceptance of the contract, any vendor who agrees to abide by the terms and conditions shall treat any and all further communications with the company as internal, and thus confidential. Any

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statements regarding the vendor's relationship with our company, if posted on social media or for other promotional purposes, must be agreed upon by our company.

Likewise, AtoZ Pharmaceuticals will not publicly release any information on the vendor or its financial or business relationships, including those with our company, without prior consultation with the vendor.

Any information as regards budget or financial issues must remain as being confidential between the finance teams of both respective companies. While this information may be divulged internally to other internal elements of both the vendor and AtoZ Pharmaceuticals for the sake of internal coordination, any leaks of this information to the public, particularly to potential competitors is considered unacceptable.