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:
___________________________________________________
RFP.: NHBRC 1110/2013 Page 2
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
RFP.: NHBRC 1110/2013 Page 3
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.
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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.
RFP.: NHBRC 1110/2013 Page 5
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.
RFP.: NHBRC 1110/2013 Page 6
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.
RFP.: NHBRC 1110/2013 Page 7
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)
RFP.: NHBRC 1110/2013 Page 8
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.
RFP.: NHBRC 1110/2013 Page 9
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
RFP.: NHBRC 1110/2013 Page 10
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
RFP.: NHBRC 1110/2013 Page 11
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
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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
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SAP Module, Sub-Module Functionality
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
RFP.: NHBRC 1110/2013 Page 14
SAP Module, Sub-Module Functionality
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
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3.2.2.2. Secondary Segment
SAP Module, Sub-Module Functionality
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):
RFP.: NHBRC 1110/2013 Page 16
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.
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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
RFP.: NHBRC 1110/2013 Page 18
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
RFP.: NHBRC 1110/2013 Page 19
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.
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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
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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.
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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:
1.1.1.2 Mandatory Comply Not Comply
The bidder must provide a proposal and must attach it to Form 2 : Proposal
Comments:
1.1.1.3 Mandatory Comply Not Comply
The bidder must provide a project charter document and must attach it to Form 3 : Statement of Work
Comments:
1.1.1.11 Mandatory Comply Not Comply
The bidder must provide Company Profile and must attach it to Form 6 : Company Resume
Comments:
1.1.1.12 Mandatory Comply Not Comply
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:
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1.1.1.13 Mandatory Comply Not Comply
The bidder must provide certified Payroll and must attach it to Form 8 : Payroll (Certified Copy of a minimum of 120 staff compliment)
Comments:
1.1.1.14 Mandatory Comply Not Comply
The bidder must provide Curriculum Vitae (Project Team and 25 SAP Certified Consultants) and must attach it to Form 9: Curriculum Vitae (CV)
Comments:
1.1.1.15 Mandatory Comply Not Comply
The bidder must provide Price Schedule and must attach it to Form 10 : Pricing Schedule
Comments:
1.1.1.15 Mandatory Comply Not Comply
The bidder must provide at least three contactable references for similar work/ projects completed in the past two years.
Comments:
RFP.: NHBRC 1110/2013 Page 24
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
RFP.: NHBRC 1110/2013 Page 25
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:
RFP.: NHBRC 1110/2013 Page 26
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.
RFP.: NHBRC 1110/2013 Page 36
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.
RFP.: NHBRC 1110/2013 Page 37
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:
RFP.: NHBRC 1110/2013 Page 38
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]
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
RFP.: NHBRC 1110/2013 Page 39
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.
RFP.: NHBRC 1110/2013 Page 40
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
RFP.: NHBRC 1110/2013 Page 41
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