Questions and Answer for Request for Proposal

QUESTIONS AND ANSWER FOR REQUEST FOR PROPOSAL:-

ENTERPRISE RESOURCE PLANNING (ERP) PROJECT

RFP NO: SPAD/RFP/027/12/2013

AS AT 23 JANUARY 2014

Note:

i. This questions are unedited (verbatim)

ii. The clarification session has been closed, no further questions will be entertained.

iii. The RFP closing date will be on 12 noon, 27 January 2014

NO. / QUESTIONS / S.P.A.D. RESPONSE /
1.  / How many of Prasarana staff will be involved in the following and what are their role in this project and skillset:
a.  SAP technical Project (2 months)
b.  SAP AMS (1 year) / SPAD and Prasarana are 2 (Two) different organizations, hence will not be collaborating in this Project.
SPAD has not decided on any ERP products yet (whether it’s SAP or others). It will be based on the tender evaluation outcome.
2.  / How many persons will be involved in knowledge transfer? / The knowledge transfer will only be among the Project Team members and Key users, approximately 20 employees.
3.  / What are the current documentations available for SAP BASIS and Netweaver (in scope for AMS)? / At present we do not have any SAP solutions installed in SPAD environment.
4.  / What are the other systems interfaced to SAP? Please provide brief on each interfaced system? / At present we do not have any SAP solutions installed in SPAD environment.
5.  / What is current hardware configuration? Any plan for upgrade current system patch level, kernal level, spam level of each system? / At present SPAD prefers to use VMware virtual servers and its network is being managed by GiTN. Tenderer must propose a complete infra setup based on the requirement stated in the technical compliance table (appendix T5).
6.  / What are the modules currently in use and good if can provide total number of users? / Please refer to the technical compliance table (appendix T5)
7.  / Do you have an architecture diagram or system landscape diagram? / Please refer to Appendix A included at the end of this FAQ.
8.  / Can we get the OS/DB details of all the systems? / Please refer to the tender’s appendix. Any integration or connection to the DB must use open standard industry protocol.
9.  / Kindly provide some ideas about the amount of data size for the data migration requirement. / Most of the data are in Excel files. At present, SPAD still uses manual files for its daily operation.
10.  / Regarding the training of new ERP system, would you opt for train the trainer approach? / Please propose your best option that would best suit our requirement.
11.  / Any room to discuss and prolong the project implementation time line if been awarded? / Any discussions in regards to the changes to the project implementation will be done once the tender is awarded and it will be upon management’s approval.
12.  / There are 3,475 line items in the compliance document, indeed needs more time to run through and fill up the answers. We would like to request for an extension. / There will be no extension to the RFP submission date.
13.  / Does SPAD have any other company, subsidiary etc which are separate legal entities? If yes, these companies should be considered as part of the implementation? / We do have 1, SPADPro Berhad where HR will do the payroll part, & maybe small procurement & admin. We have 15 State Offices throughout Malaysia and they are considered as part of the implementation.
14.  / Number of Users for below:
a.  iProcurement (for local/remote users to submit Purchase Requisitions only).
b.  Claims & Advances: What is the number of staff that will be submitting claims and advances? / a.  50 users for Purchase Requisition
b.  1000 staff to submit claims and advances.
15.  / Volume of data (GL, Suppliers/Vendors, Customers, Employees, Projects, Stock, Assets, etc.) for data migration, and how many years historical data need to be migrated to the new system? / All data since the establishment of SPAD in 2011.
16.  / Disaster Recovery: vendor to quote for DR server. Is it an option or part of the tender? / Yes, Disaster Recovery environment is in-scope.
17.  / Appendix 6 and 8 are blank. No information is provided. Is the page left blank intentionally? / Appendix 6 and 8 are included in the RFP addendum.
18.  / Staff Advances: who is the main owner of the module? Finance or HR? / HR will be the main owner – ie creation of staff IDs etc.
19.  / ROAMBI: Will SPAD continue to use the ROAMBI or the new BI analytics modules to be proposed will replace ROAMBI? / Yes.
Business Intelligence module is not in-scope in this phase.
20.  / Common Requirements
1.1.16 The system shall be accessed using web-based client for users and administrators, and support dashboard reporting on mobile device.
ENC: Can you describe the type of mobile device that users are going to use? What is the mobile type or model? Is there any other function that need to be accessed through mobile device other than dashboard reporting? / The solution shall be able to be access by standard mobile web browser.
21.  / Common Requirements
1.8.4 The system shall be able to facilitate immediate notification of violation on highly restricted resources.
ENC: Can you explain what you mean by highly restricted resources. / The solution shall be able to prompt any unauthorized access for eg function, failed login and etc.
22.  / Common Requirements
1.8.5 The system shall be able to produce a variety of audit reports giving details of sensitive transactions, including date, time, User ID, old and new values for changes
ENC: Can you list the type of application data require auditing?
Will standard audit reports provided by the database be sufficient? / Yes, standard audit report shall be provided from the system.
23.  / Procurement
Material Master
3.2.1 The system should be integrated with Sistem Pengurusan Aset (SPA)
ENC: Do SPA maintain Physical Asset/inventory Quantity?
Please note that there is no write up or description on the current SPA functions in the tender document. / Yes, SPA does maintain assets and inventory listings.
Description on SPA is provided in Appendix 6 in RFP addendum.
24.  / Material Master
3.2.12 The system shall be able to support different units of measure by transaction (order quantity, goods issue quantity, stock quantity, packing quantity, shipping quantity, etc.)
ENC: What is the purpose of shipping quantity Unit of measure in Procurement?
What types of stocks / materials do SPAD keep? / Shipping quantity is not relevant under the Material Master system. For clarity, SPAD is not an entity such as a manufacturing outfit where supply chain management is critical in its purchasing cycle.
SPAD does not purchase raw materials to be developed into finished goods. Therefore stocks / materials kept at SPAD are normally finished goods such as corporate gifts, enforcement related activities accessories, office equipment such as printing toners and printing papers, etc.
25.  / Material Master
3.2.15 The system shall allow partial data entry, review, view by the authorised user (according to user access rights, e.g.: finance department to fill financial data, purchasing department to fill basic material data, project department to fill MRP data, etc.)
ENC: Does MRP stand for Material Requirement Planning, Marketing Requirement Planning etc.?
What kind of MRP Data can be entered?
Is there any Sale order business process or Manufacturing business process?
Is there any business process related to MRP, which is normally used in a manufacturing environment. / Material Requirement Planning. Data such as annual purchasing items and / or activities.
Not relevant again, it is important to note that SPAD is not an entity such as a manufacturing outfit where supply chain management is critical in its purchasing cycle. As such, there is no business process applicable for MRP towards SPAD.
26.  / Material Master
3.2.16 The system shall be able to require approval for changes to material master based on defined approval process.
ENC: Is Approval required to create a new item?
Or any change for any item detail? / Yes. Changes to existing listing will also need approval.
27.  / Vendor Management
Vendor Evaluation
3.3.1 The system shall be able to assist vendor evaluation processes via workflow rules (routing through the vendor evaluation process to the departments).
ENC: Is Vendor evaluation process done only via Approval Hierarchy or via Vendor history? / Approval Hierarchy and vendor evaluation process must be done in accordance to Ministry of Finance’s Procurement Guidelines SPP Bil.5/2007 : Tatacara Perolehan Kerajaan Secara Tender in Appendix 8 in RFP addendum.
28.  / Vendor Management
Vendor Evaluation
3.3.6 The system shall be able to maintain vendor assessment (job knowledge, manning effectiveness, financial, sub-contractor management, network savvy, cultural sensitivity, commercial, responsiveness of the management, personnel capability and customer support).
ENC: What is the purpose of job knowledge, manning effectiveness, network savvy, cultural sensitivity, commercial, and responsiveness of the management, personnel capability and customer support?
Is there any current customer support system?
Who are SPAD's customers?
What kind of Customer information do SPAD maintain? / For SPAD record.
We want the info on the customer support provided for SPAD by vendors. Not by SPAD to vendors.
For tenderer to propose on the Vendor information that SPAD should maintain.
SPAD customers are the public and more specifically the license applicants for land public transport industry players. However the current customer support system is being enhanced and it’s covered under a separate open tender exercise.
29.  / Purchase Requisition
3.4.1.8 The system shall support generation of PR based on MRP planned orders or forecast orders.
ENC: Is there any Sales Order, MRP planning system or Forecast order system/business process?
What are the parameters and source of MRP Planned orders or forecast orders (e.g. Quanti2ty, Amount etc.)? / For tenderer to propose.
Example will be like purchase of stationeries where SPAD want to buy it lump sum for one whole year and not on monthly basis. Parameters will cover both quantity and amount.
30.  / Purchase Requisition
3.4.1.15 The system shall allow automatic creation of PR from project managements, linking directly with the work breakdown structure of the project.
ENC: Is there any approval required for automatic PR Creation according to work breakdown structure of the project?
What parameters are there to create automatic PR? / For tenderer to propose. Approval required according to amount in accordance to SPAD limit of authority manual.
31.  / Request for Quotation
3.4.2.1 The system shall be able to support different kind of requisitions based on the amount of purchase.
ENC: How many requisition types are there currently? / For tenderer to propose. Requisition process currently adheres to Ministry of Finance’s Procurement Guidelines.
32.  / Request for Quotation
3.4.2.9 The system shall be able to integrate the quotation prices submitted by vendors between the backend system to the eProcurement portal.
ENC: Do the eProcurement Portal having items (Material and Services) information?
What kind of informations/data SPAD eProcurement Portal have?
Is the portal existing currently or to be proposed as part of the new system? / e-Procurement portal is the system generated by Commerce Dot Com Sdn Bhd for government agencies and currently used by MoF.
SPAD currently has an e-Procurement system as a software-as-a-service powered by TenderWizard platform. It would be highly desirable if integration can be done with the proposed system.
33.  / Purchase order
3.6.9 The system shall be able to generate PO number automatically in multiple number ranges based on user-defined criteria
ENC: What are the types of user-defined criteria for PO Numbers? / Character inclusive number, alphabet and symbol.
34.  / Purchase order
3.6.11 The system shall support PO for inter-company purchases (including automatic generation of relevant accounting transactions)
ENC: How many companies are there as part of SPAD group? / Inter company in term of vendors. Not within SPAD.
35.  / Purchase order
3.6.32 The system shall be able to specify the delivery point of the purchased items directly to subcontractor.
ENC: Who are the sub-Contractors for SPAD and what kind of services are they providing? / Subcontractor here means SPAD regional office locations or anywhere as designated by central office in the PO.
36.  / Purchase order
3.6.41 The system shall support service entry for services as in entering the timesheet instead of performing goods receipt
ENC: Is the timesheet based on amount or other attributes?
Do timesheets have unit of measure for services? / Based on man-hour/man-day/man-month which units will calculate amounts according to the prescribed rate per unit.
37.  / Purchase order
3.6.42 The system shall support integration of the PO in the backend to the eProcurement system
ENC: What kind of data is eProcurement system keeping? / Yes, integration is highly desirable. Data kept in eProcurement are input in conducting sourcing activities such as eBidding and eTender.
38.  / Tendering for Works, Services and Consultancy
3.7.10 The system shall be able to log in all details of tender document sales
ENC: What kind of data are tender document sales keeping?
Is it supplier sale item data? / The contact information of the vendor/s that bought tender documents open for bidding exercise.
39.  / Contract Management
3.8.9 The system shall be able to monitor & track the stage of each contract from preparation to final. The process of contract preparation including engineering specifications preparation, contract & leg2al terms, approval process, BQ definition etc
ENC: Is the approval process for final contract? / Correct. Tenderer to propose.
40.  / Contract Management
3.8.10 The system shall be able to convert tender document into contract in system
ENC: What kind of tender documents are there?
Does the supplier enter data in online tender forms? / Correct. Tenderer to propose a system that could extract or filter information from vendor’s bid (as entered online) relevant to come out with a standardised form of contract.
Tender documents ranges from Instructions to Tenderer, Statement of Compliance, Technical Requirement to Financial/ Commercial proposal.