INFORMATION MANAGEMENT SERVICES Tender Briefing Session CFO/ITS/050/01
Bid detail: Tender NameWSP/ ATR 5 year Impact Study Tender Reference Number RES/WSP/0411/01 DescriptionWSP/ ATR 5 year Impact Study Closing Date04 August 2010 Closing Time11:00 Compulsory Briefing Session 14 July 2010 at 10:00 at the W&RSETA Head Office Agenda 1.Welcome and OpeningMushtaq Wajoodeen 2.Tender ObjectiveMushtaq Wajoodeen 3.Overview of ServicesJohan Smook 4.Submission Requirements and ComplianceMushtaq Wajoodeen 5.Q & A Mushtaq Wajoodeen & Johan Smook 6.ClosureMushtaq Wajoodeen Information Management Services
Bid detail: Tender NameWSP/ ATR 5 year Impact Study Tender Reference Number RES/WSP/0411/01 DescriptionWSP/ ATR 5 year Impact Study Closing Date04 August 2010 Closing Time11:00 Compulsory Briefing Session 14 July 2010 at 10:00 at the W&RSETA Head Office Tender Objective The objective is to appoint a service provider to provide all the W&RSETA’s IM services on the basis of a Service Catalogue and Service Level Agreements. In general all hardware facilities and effort required to provide these services shall be provided and owned by the service provider. The W&RSETA wishes to have a single point of responsibility for the delivery of the services. Any sub-contractors shall be the sole responsibility of the service provider to manage. The required date for the inception of the full IM services in 01 April 2012. Information Management Services
Bid detail: Tender NameWSP/ ATR 5 year Impact Study Tender Reference Number RES/WSP/0411/01 DescriptionWSP/ ATR 5 year Impact Study Closing Date04 August 2010 Closing Time11:00 Compulsory Briefing Session 14 July 2010 at 10:00 at the W&RSETA Head Office Overview of Services Background Scope of Work Information Management Requirements Business Model and Processes Current and Recommended Systems Architecture and Infrastructure Expected Outcomes and Deliverables Quality Assurance Pricing Information Management Services
Information Management Services Background The W&RSETA’s operations are geographically dispersed with the Head Office in Centurion and ten branch offices spread countrywide. Its stakeholders are geographically spread throughout the country. In order to most effectively serve the Wholesale and Retail Industry, and to cope with the volume of requirements, the W&RSETA requires effective Information Management (IM) processes and systems. IM services and access are provided to W&RSETA personnel at its Head Office and branch offices. Stakeholders have internet access to the W&RSETA’s information via its web site and limited, controlled access to some of its systems’ functionality that is exposed to the web.
Information Management System Background The W&RSETA’s IM services are currently provided by Deloitte Consulting on the basis of a Service Catalogue and Service Level Agreements. In general most hardware (excluding some local servers, desktops and notebooks), facilities and effort required to provide these services are provided and owned by the service provider.
Scope of Work The requirements set in the Terms of Reference (TOR) for the services are at a relatively high level, and supplied as guidelines for the Bidder. The Bidder is expected to understand the specific SETA requirements and to provide details of the total suite of services that will be supplied. The proposal will form the framework against which the potential services will be evaluated on a like-for-like basis and it is important it should be completed comprehensively. The Bidder is responsible for responding with details of the total IM services offered. Unless otherwise stated in the response documentation, the W&RSETA will assume that all services will be provided by the Bidder, including associated services upon which the services, detailed in the RFP, are dependent, but which may not have been covered in the RFP. Information Management Services
Information Management Services Level of TOR User Functional (what) Technical (how) As built Terms of Reference Blue Print
Information Management Services Scope A. Business Application Requirements 1.The W&RSETA Processes (Skills Development and ETQA) 2.Financial Processes 3.Procurement and Supply Chain Processes 4.Project Management Processes 5.HR Processes 6.BI Requirements 7.Systems Requirements B. Description of Services 1.Web Site 2.Call Centre Services 3.IT Services 4.IT Service Management 5.Application Hosting Services 6.Application Support Services 7.Implementation Services for Business Applications 8.IT Transition Services C. Service Delivery and Management Principles 1.Systems availability 2.Support Service Levels 3.Escalations
Information Management Services Requirements A more detailed description of the requirements of the W&RSETA with respect to its IT Solutions and Service Management model is presented is contained in the document labelled : “W&RSETA IM Requirements”.
Information Management Services IM Requirement Framework
Information Management Services Business Model The aim is not to provide a detailed strategic analysis of the organization, but to address those factors in the business model and environment that could have a bearing on the IM requirements: Decentralization W&RSETA operates with strong central control, but the delivery requirements in the regions necessitate moving more of the business processes to the regions where the primary contact is maintained with regional stakeholders. The W&RSETA must operate in an increasingly decentralized manner without compromising central control, governance and compliance requirements. Growth The volume of learners has increased significantly and despite a high degree of efficiency in its operations the organization is under increasing pressure to deal with the volumes. In addition, W&RSETA is under-spending in terms of the disbursement of grants. The systems that support the business processes have to enable the organization to reach higher levels of efficiency in order to deal with increased learner volumes without necessarily having to increase staff numbers. The growth of the organization has also resulted in an increasing requirement for systems to better support general non-core business functions (e.g. HR)
Information Management Services Business Model The legislative environment SETAs operate against the backdrop of a continually changing legislative, regulatory and policy environment. This includes, but is not limited to the new NQF Bill and revised Higher Education Act, General and Further Education and Training Act and Skills Development Act. The new Skills Development Amendment Bill, for example, establishes the Quality Council for Trades and Occupations (QCTO) as a juristic person. The new Grant Levy System introduces the Pivotal Grants (Professional, Vocational, Technical and Academic Learning). The National Skills Development Strategy (NSDS) provides an overarching strategic instrument for skills development and sector skills planning, with NSDSIII, covering the period from 2011 to 2016, setting the national skills development objectives, priorities and initiatives to support and sustain the National Economic Growth and Social Development Goals (MTSF), the National Industrial Policy Framework and the Industrial Policy Action Plan 2, and the National Human Resources Development Strategy (2010 – 2030). The systems provided to the W&RSETA should therefore be flexible and able to cater for the dynamically changing environment, inter alia necessitating different processes, functionality and reporting requirement to be provided on an ongoing basis
Information Management Services Business Processes An assessment of the business processes within W&RSETA was done, and the systems that support the processes were identified. This was documented per department, as follows: Delivery HR (Human Resources) SCM (Supply Chain Management) Finance PSO (Project Support Office) Marketing and Communications Research QLP (Qualifications and Learning Programme) ETQA (Education and Training Quality Assurance)
Information Management Services Current Systems Architecture The W&RSETA processes are currently supported by the following applications architecture: JD Edwards Financials A bespoke developed SETA specific application (the so called “SETA Management System” (SMS)), that has limited integration with JD Edwards. It has the following functions and attributes: –Skills module –ETQA and Learnerships module –A limited Project Module –A Supply Chain Management module –A limited HR module –The SMS system supports limited document management in the form of file attachments that are linked to a transaction. –The SMS system is a custom-developed application on a Microsoft SQL Server /.NET platform. A Web Site, through which certain SMS functions are exposed to stakeholders A Call Centre A Business Intelligence (BI) tool (Pro Clarity) A Workflow tool (Flow Centric) VIP is used to process the payroll and leave. It has no integration other than manual file transfers (outsourced). Shared drives on Windows File servers are used for document storage The email system which is Microsoft Exchange based
Information Management Services Current Technical Architecture The architecture of the W&RSETA infrastructure is contained in the document labelled : “W&RSETA IT Infrastructure”.
Information Management Services Current Technical Infrastructure Internet Data Centre (I Net Bridge) DSL Network Head Office Regional Office Redundant Diginet Lines Internet Access (Shared) Sec AD/ Antivirus/ File & Print JDE Diginet MS AD/ Exchange Etc SMS Web Site Diginet
Information Management Services Sites and current number of users RegionLocationUsers 1 Email/ Internet SMSJDEBI Head OfficeCenturion56All 10 Western CapeCape Town10All No 2 KZNDurban13All No 2 Gauteng - NorthHatfield14All No 2 Gauteng - SouthWoodmead15All No 2 MpumalangaWitbank7All No 2 Free StateBloemfontein8All No 2 Eastern CapeEast London7All No 2 North-WestAgency10All No 2 LimpopoAgency10All No 2 Northern CapeAgency10All No 2 1.The number of users is approximate, and will vary, probably upwards, from time to time. 2.Users from all sites will in future require access to the ERP (currently JDE), BI and other W&RSETA systems.
Information Management Services Current Network - WAN LocationLink to I-Net BridgeComments 1Centurion (Head office) 1 x 512 kbps Diginet line to Rosebank 1 x 512 kbps Diginet line to Dorenfontein redundancy site During normal operations the traffic is load-shared across both links, providing an effective link speed of 1 Mbps. 2Cape Town1 x 256 kbps Diginet line to Rosebank 3Durban1 x 256 kbps Diginet line to Rosebank 4Hatfield1 x 256 kbps Diginet line to Rosebank 5Woodmead1 x 256 kbps Diginet line to Rosebank 6Witbank1 x 128 kbps Diginet line to Rosebank 7Bloemfontein1 x 256 kbps Diginet line to Rosebank 8East London1 x 128 kbps Diginet line to Rosebank 9North-West1 x 128 kbps Diginet line to Rosebank 10Limpopo1 x 128 kbps Diginet line to Rosebank 11Northern Cape1 x 128 kbps Diginet line to Rosebank
Information Management Services Recommended IM Architecture The recommended solution for the W&RSETA’s future Information Management solution is contained in the document labelled : “W&RSETA Recommended Solution”.
Information Management Services Recommended Systems Architecture
Information Management Services Recommend Technical Architecture Internet Data Centre (hosting) DSL Network Head Office Regional Office Redundant Diginet Lines Internet Access (Shared) MS Exchange ⁰ AD/ DHCP/ Antivirus/ WSUS ⁰ File & Print ERP Diginet ⁰ The main servers are hosted at the Data Centre. The servers at the sites (if required for purposes of availability / responsiveness) are replicated from the main servers at the Data Centre, where they are managed and all backups are made. MS Exchange MS AD Antivirus/ WSUS SETA MIS Web Site Diginet BIDoc Mgmt Etc
Information Management Services Expected Outcomes and Deliverables 1.The W&RSETA wishes to appoint a service provider to provide all the W&RSETA’s IM services on the basis of a Service Catalogue and Service Level Agreements. In general all hardware facilities and effort required to provide these services shall be provided and owned by the service provider. 2.The W&RSETA wishes to have a single point of responsibility for the delivery of the services. Any sub-contractors shall be the sole responsibility of the service provider to manage. 3.The required date for the inception of the full IM services is 1 st April 2012. Any implementation and take-on project will have to be completed by this time. 4.The duration of the provision of the services is up to 31 st March 2015
Information Management Services Quality Assurance Reviews of the Work 1.If an implementation and take-on project is required the W&RSETA will monitor this on a regular (weekly and monthly) basis through meetings with a steering committee and reporting from the service provider. 2.The ongoing monitoring of the delivery of the services will be monitored on a regular (monthly) basis through meetings with a demand side management committee and reporting from the service provider.
Information Management Services Pricing The scope of work should be used when compiling the pricing for the delivery of the services All costing must be shown inclusive of any applicable VAT. Costing must be done inclusive of any applicable travel or disbursements of any kind and should therefore be inclusive of all foreseeable costs to achieve the objective. Fixed fee associated with the delivery of the service shall be submitted as follows: Escalation of the Monthly fee will be allowed once per annum on the anniversary date, based on the then current CPIX. The number of units (e.g. ERP system or BI tool licenses) must be specified if they are limited in any way. Any unit costs (e.g. costs for additional user licenses or additional desktop support) must be explicitly quoted. ItemOnce off implementation and setup fee Monthly fee SETA System(s) (Itemize) Hosting and WAN support Desktop and LAN Support
Tender Details Tender NameInformation Management System Tender Reference Number CFO/ITS/050/01 DescriptionInformation Management System Closing Date25 May 2011 Closing Time11:00 Submission Details The Executive Manager: SCM W&RSETA House 224 Witch-Hazel Avenue Highveld Technopark Centurion, Pretoria Information Management Services
Bid detail: Tender NameWSP/ ATR 5 year Impact Study Tender Reference Number RES/WSP/0411/01 DescriptionWSP/ ATR 5 year Impact Study Closing Date04 August 2010 Closing Time11:00 Compulsory Briefing Session 14 July 2010 at 10:00 at the W&RSETA Head Office Submission Requirements and Compliance Information Tender Details Tender Evaluation Process Standard Documentation Submission Requirements Evaluation Process and Criteria Presentations Information Management Services
Tender Details Tender NameInformation Management Services Tender Reference Number CFO/ITS/050/01 DescriptionInformation Management Services Closing Date25 May 2011 Closing Time11:00 Submission Details The Executive Manager: SCM W&RSETA House 224 Witch-Hazel Avenue Highveld Technopark Centurion, Pretoria Information Management Services
Tender Evaluation Process Phase 1Administration and Critical Criteria Phase 2Technical Evaluation Phase 3Pricing and Preference Points Phase 4Presentation Phase 5Award Phase 6Contracting Phase 7Notification of Award Phase 8Implementation Information Management Services
Standard Documentation DocumentDescriptionNote SBD01Invitation to TenderComplete in full SBD02Tax clearance requirements Only valid original tax clearance certificate is acceptable SBD04Declaration of Interest Complete in full SBD06Preference point claim form Complete in full SBD08 Declaration of bidders past Supply Chain Management Practices Complete in full TORTerms of referenceRead ECEvaluation Process and CriteriaRead GCCGeneral Conditions of ContractInitial each page Information Management Services
Submission Requirements All bids must be submitted on the official forms (SBD) (Not to be re-typed) This bid is subject to the General Conditions of Contract (GCC) CRITICAL CRITERIA Bids submitted that do not comply with the following will not be considered for further evaluation: Prescribed format Requested number of copies Requested documents e.g. tax clearance certificate Technical proposal separately submitted from the pricing and tender information Information Management Services
Packaging of Tender Documents for Submission The following information must be clearly indicated on the envelope in which the Tender is submitted: The Tender name and number The name of the bidder The contact details of the bidder (including the e-mail address) Original or Copy Clearly Indicate the contents of the Envelope / Document Submitted Compliance documentation (Separate Envelope / Binded Separately) Technical Documentation (Separate Envelope / Binded Separately) Price Documentation (Separate Envelope / Binded Separately) Information Management Services
Tender Name Information Management Services Tender Reference : CFO/ITS/050/01 Document : Compliance / Administration NumberDescription 1Invitation to tender 2Valid original Tax Clearance certificate 3Declaration of Interest 4Preference point claim form 5Declaration of past SCM practices 6General Conditions of Contract Information Management Services
NumberDescription 1 Capacity to deliver according to scope 2 Sustainability of the service provider Tender Name Information Management Services Tender Reference : CFO/ITS/050/01 Document : Technical Proposal Information Management Services Technical Threshold : 80%
NumberDescription 1Schedule A - Scope of Work 2Schedule B - Other 3Schedule C – Total Cost Tender Name Information Management Services Tender Reference : CFO/ITS/050/01 Document : Pricing Proposal Information Management Services
CriterionSubmission Requirements Critical Criteria Points The scope of the services proposed As per the elements defined in the Terms of Reference N50 Capacity of the service provider The capability of the service provider to act as the single point of responsibility for the delivery of all the W&RSETA’s IM services Experience relevant to the delivery of similar services Experience relevant to the delivery of the exact SETA services specified Organizational capacity to deliver the exact specifications in the time periods specified and with the minimum risk and disruption to the W&RSETA Capability to deliver the services to the W&RSETA on a services specified N30 Information Management Services
CriterionSubmission Requirements Critical Criteria Points Sustainability of the service provider The number of years that the service provider has been existence The number of years that the service provider has been providing the exact services A letter from the service provider accountant indicating company financial status The number of personnel employed nationally by the service provider N20 Information Management Services
Preference Points and Price Points Description Critical Criteria Points HDIN10 Pricing N90 Total100 Information Management Services
Presentations Should presentations be required: The necessary invitations will only be limited to the shortlisted providers Information Management Services
Any clarity seeking questions must be submitted in writing, by email, to the W&RSETA. Responses to questions will be provided to all bidders All bidders will be notified of the outcome of this tender once the entire process is finalised Information Management Services
All queries must be in writing and directed to: email@example.com Fax: 086 506 6986 Information Management Services