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Copyright 2016 by the Business and Intellectual Property Authority. All rights reserved. This
document is supplied purely for the purpose of assisting suppliers to respond to this Request for
Proposal, no part of this document may be reproduced or transmitted in any form, by any means
(electronic, photocopying, recording or otherwise) for any other purpose.
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Contents
Glossary of terms ............................................................................................................................. 5
1
INTRODUCTION ................................................................................................................... 5
1.1 Purpose of this Request for Proposal .............................................................................. 5
1.2 Procurement Timetable.................................................................................................... 6
2.1 BIPA Background............................................................................................................. 6
2.1.1 History ........................................................................................................................ 6
2.1.2 BIPA employees and branches .......................................................................................... 7
2.2 Technical Environment .................................................................................................... 7
2.2.1 IT Architecture .......................................................................................................... 7
2.2.2 Network Infrastructure ................................................................................................. 8
2.2.3 Desktop Computing........................................................................................................ 8
2.3 Current Business Systems ................................................................................................ 8
2.3.1 General Ledger (GL)................................................................................................. 8
2.3.2 HR and Payroll .......................................................................................................... 8
2.3.3 Integrated Company Registration System (ICRS) ................................................. 8
3 SCOPE AND SCALE OF THE ERP SOLUTION & INFRASTRUCTURE ......................... 9
3.1 Scope ....................................................................................................................................... 9
3.2 Scale ........................................................................................................................................ 9
3.3 Funding Proposal ................................................................................................................ 10
4
KEY REQUIREMENTS ...................................................................................................... 11
4.1 Strategic Partnership with a Supplier .......................................................................... 11
4.2 Flexibility/Scalability ...................................................................................................... 11
4.3 Responsive to Change ..................................................................................................... 11
5
GENERAL REQUIREMENTS ........................................................................................... 11
5.1 Historically Disadvantaged Namibians......................................................................... 11
5.2 Strategic Partnership...................................................................................................... 11
5.3 Ease of Use ....................................................................................................................... 11
6 COST INFORMATION REQUIRED ...................................................................................... 12
6. 1 General ................................................................................................................................ 12
7. SUPPLIER INFORMATION REQUIRED ............................................................................ 12
7.1 General information ............................................................................................................ 12
7.2 Proof of Suppliers sound Financial and Company Standing .................................... 12
7.3 Evidence of Capacity to Deliver Contract Requirements ........................................... 12
7.4 Other ................................................................................................................................ 13
7.5 Referrals .......................................................................................................................... 13
8
IMPLEMENTATION REQUIREMENTS ......................................................................... 13
9
INSTRUCTIONS TO SUPPLIERS ..................................................................................... 13
9.1 Overview .......................................................................................................................... 13
9.2 Format of Response ........................................................................................................ 14
9.3 Contact Details ................................................................................................................ 14
9.4 Submission of Tenders ................................................................................................... 14
9.5 Conditions of Tender ...................................................................................................... 14
9.6 Timetable ......................................................................................................................... 17
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9.7
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Glossary of terms
Term
Description
BIPA
CRM
ERP
RFP
ICRS
IT
GL
HR
SOE
VAT
INTRODUCTION
The Business and Intellectual Property Authority (BIPA) wishes to implement the ERP
software system in order to provide a modern, integrated, flexible financial and
administrative enterprise-wide solution.
The aim is to provide an integrated interface for all users namely, head office users,
regional office users, administrative and technical support staff.
The first implementation phase, for ERP Financials, HR, and Procurement, has been set for
October 31st 2016.
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BACKGROUND
2.1 BIPA Background
2.1.1 History
BIPA is an entity responsible for the administration and promotion of business enterprises, and the
registration and protection of Intellectual Property rights in Namibia. In terms of section 4 of the
BIPA draft bill the functions of BIPA are: (a)
(b)
(c)
(d)
(e)
(f)
(g)
to be the central focal point for the registration, administration and protection of business
and intellectual property as provided for in this Act;
to be the registry of information, documents and data required to be lodged with and
maintained by BIPA under the applicable legislation and to be responsible for the
examination and safe and orderly custody thereof;
to implement, promote, and continuously enhance, advance electronic business and
intellectual property information and transaction systems;
to maintain accurate, current and relevant information concerning business and intellectual
property;
to promote, expedite and simplify the flow of information between BIPA and the business
community, users of business and intellectual property, general public, regulatory
authorities and organs of State ;
to prescribe by rule fees and rates for business and intellectual property transactions and
services offered and to collect such fees and rates in so far as such fees and rates are not
covered under the applicable legislation;1
to determine legal and procedural requirements relating to its functions and its interaction
with stakeholders and customers in so far as these are not provided for in this Act and the
applicable legislation;
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(h)
(i)
(j)
(k)
(l)
to promote education and awareness of laws relating to business and intellectual property
and related matters;
to provide guidance to the public by issuing explanatory notices outlining its procedures,
its non-binding opinion on the interpretation of this Act or other applicable legislation or
by applying to a court for a declaratory order on the interpretation or application of any
provision of this Act;
to advise the Minister, Government and public sector in general and, where relevant, the
private sector, on all matters pertaining business and intellectual property falling within the
scope of BIPA;
to make recommendations to the Minister or any other Minister or organ of State as
regards the amendment or promulgation of any law in order to promote the efficient
operation of business and intellectual property;
to perform any related functions assigned to it by legislation or reasonably necessary to
carry out its functions under this Act and the applicable legislation.
Currently BIPA operates as a back office of the Ministry of Industrialisation, Trade and SME
Development, pending the passing of the BIPA Act. It is expected that the BIPA Bill will be tabled in
Parliament during the 2nd Quarter of 2016.
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BIPA intends to implement a full functional and latest ERP Solution & Infrastructure. The
latest server and database architecture should be proposed.
BIPA would like suppliers to detail the full extent of the services they can offer. Suppliers
should provide descriptions of the full range of options open to BIPA in terms of both
designs, implementing and supporting the infrastructure. This should include details of
hardware, software, consultancy, training, lifespan of equipment, warranties and any other
services available. BIPA is prepared to consider a range of options from each supplier.
3.2 Scale
The Finance Department will have a user population of twenty (20) concurrent users, while
the HR Department will have a user population of ten (10) concurrent users.
BIPA will have a workforce of 300 employees for purposes of the HR Services.
The ERP Solution should be scalable and support BIPAs growth strategy.
ERP Solution implementation at BIPA will be done in four distinct phases:
1. Phase 1 (1/8/16-31/10/16)
ERP Solution including Financials, Banking and Human Resources
Financials:
a. Finance (General Ledger, Accounts Payable, Accounts Receivable)
b. Profit/Cost Centre accounting
c. Procurement
Banking:
a. Electronic transactions (Payments)
b. Deposits management (All deposits transactions)
c. Bank reconciliations
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HR:
a.
b.
c.
d.
Impact:
Replacement of Pastel and VIP Payroll
2. Phase 2 (1/11/16-23/12/16)
Business Intelligence, Workflow and Balanced Score Card
a.
b.
c.
d.
3. Phase 3 (3/1/17-10/2/17)
Interface with the Integrated Company Registration System (ICRS) and CRM
4. Phase 4 (13/2/17-31/3/17)
Additional HR Modules
a. Recruitment
b. Training and events management
c. Compensation management
d. Personnel Development and Employee/ Management Self Service
e. Industrial relations module
f. Employees Database
3.3 Funding Proposal
Suppliers are encouraged to provide funding proposals for the implementation of the ERP
Solution and Infrastructure.
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4 KEY REQUIREMENTS
The key requirements that BIPA seeks from the ERP Solution & Infrastructure partner are:
4.1 Strategic Partnership with a Supplier
4.1.1 Who is knowledgeable about and committed to, the Namibian SOE sector
4.1.2 Who exploits leading edge technology
4.1.3 Who provides first class support
4.2 Flexibility/Scalability
4.2.1 Flexibility in the possible configuration of the infrastructure environment as a whole,
and the ability to adapt to the changing environment and processes
4.3 Responsive to Change
4.3.1 A supplier who is proactive in meeting the changing requirements of the BIPAs
external stakeholders.
5 GENERAL REQUIREMENTS
5.1 Historically Disadvantaged Namibians
5.1.1 BIPA is seeking suppliers who are willing to involve Historically Disadvantaged
Namibian groups in its provision and delivery of its proposed ERP Solution &
Infrastructure.
5.2 Strategic Partnership
5.2.1 BIPA is seeking a high level of commitment from an appropriate supplier as the
Authority is interested in identifying a long-term service provider for its core business
systems.
5.2.2 BIPA recognises that effective use of business information systems is vital to the
delivery of effective business processes. Thus, the Supplier must exploit, and continue
to exploit, leading edge industry standard technology.
5.3 Ease of Use
The proposed ERP Solution & Infrastructure must be user-friendly.
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List of principal contracts of a similar size and sector type in the past three years,
specifying for each the date of contract, size in Namibia dollars (N$) currency and identity
of purchaser.
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7.4 Other
7.4.1
7.4.2
7.4.3
7.4.4
7.5 Referrals
7.5.1
Suppliers must provide three (3) referral letters with full letter heads
IMPLEMENTATION REQUIREMENTS
8.1. The supplier must provide details of their implementation approach to include the project
management methodology used a project outline with time-scales for the main phases,
broken into key activities for each phase and the key deliverables for each phase.
8.2 The supplier must detail their implementation assumptions about the staff and skill resources
expected from BIPA. Additionally the supplier should explain the roles and responsibilities of
their implementation project managers and any accompanying consultants.
8.3 The supplier must detail any other implementation resources expected from BIPA (e.g. office
space, etc.).
8.4 The supplier should provide any other relevant information which would help BIPA assess
their proposal in relation to implementation.
INSTRUCTIONS TO SUPPLIERS
9.1 Overview
Suppliers responses must explain how the solution can enable the future business processes of
BIPA. It must also confirm that the general infrastructure requirements can be met. Detailed cost
estimates, supplier information and implementation approaches are also required.
Suppliers should ensure that their responses are tailored to our particular business bearing in mind
the size, nature and market position of our organization.
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The supplier must respond to each of the requirements in sufficient detail for an
assessment to be made of the fit of the potential solution.
+264-61-299-4400
+264-61-401-061
+264-81-122-4200
awene@bipa.na
9.5.4
All directors must initial every page of the Suppliers response documents
No tipex/whiteout (erasing errors) will be allowed in the Suppliers response documents. A
clear line must be used to correct any errors in the Suppliers response document.
This tender is open to all suppliers of software & hardware infrastructure specified in this
Tender. Suppliers must please take note that Companies/Establishments with local
empowerment credentials/plans shall have an added advantage for this Tender.
BIPA intends to favour certain historically disadvantaged groups in the allocation of
tenders for the procurement of goods and/or services. As such, BIPA requires a
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9.5.7
9.5.8
9.5.9
9.5.10
9.5.11
9.5.12
9.5.13
9.5.14
9.5.15
The parts making up this RFP may have their origin in any country. For the purposes of
this clause, origin means the place where the systems were developed.
The Tenderer shall bear all costs associated with the preparation and submission of his/her
offer and BIPA shall not, under any circumstances, be responsible or liable for those costs,
regardless of the conduct or outcome of the tendering process.
All offers shall be submitted in the English language.
Prices for goods and services to be provided by the Tenderer shall be quoted in Namibian
currency.
Tenderers shall indicate the rate of exchange used for the conversion from any other
currency.
Envelopes shall bear the name ERP Solution & Infrastructure and Closing Date, and
shall be addressed as indicated in Section 9.4 Submission of Tenders
BIPA shall open the offers at the time and on the day mentioned in Section 1.2
Procurement Timetable
To assist in the examination, evaluation and comparison of offers, BIPA may, at its
discretion, ask the Tenderer for any clarifications in writing and the Tenderers are
requested to give their response in writing.
BIPA shall examine the offers to determine whether they are complete, whether the
Suppliers checklist was completely and correctly filled in and whether the offers are
generally in order.
An offer determined as substantially non-compliant shall be rejected by BIPA and may not
subsequently be made compliant by the Tenderer by correction of the non-conformity.
BIPA reserves the right to exclude certain persons or legal entities in the event of the
following:
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9.5.16
9.5.17
9.5.18
9.5.19
9.5.20
9.5.21
9.5.22
9.5.23
9.5.24
9.5.25
9.5.26
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9.6 Timetable
The following timetable applies to the selection process.
Action
1st Advert running in the Newspapers
RFP documents dispatched to Suppliers
2nd Advert running in the Newspapers
3rd Advert running in the Newspapers
Final date for receipt of tenders by BIPA
Planned date for notifying suppliers for presentations
Planned date for supplier presentations/walk-through
Planned date for reference site visits
Planned date for selection decision
Planned date for starting implementation
Planned date for go live with tendered system
Date
28th April 2016
29th April 2016
13th May 2016
20th May 2016
27th May 2016 at 12H00
6th 10th June 2016
13th 17th June 2016
27th June 2016 1st July 2016
11th 15th July 2016
1st August 2016
1st November 2016
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