INFORMATION MANAGEMENT SERVICES
Tender Briefing Session
CFO/ITS/050/01
Information Management Services
Bid detail:
Agenda
Tender Name
1.
WSP/ ATR 5 year Impact Study
Welcome and Opening
Tender Reference
2. Number
Tender Objective
Mushtaq Wajoodeen
RES/WSP/0411/01
Mushtaq Wajoodeen
3.
Description
Overview of Services
4.
Closing
Date
04 August 2010
Submission Requirements and Compliance
5.
6.
WSP/ ATR 5 year Impact
Study
Johan Smook
Mushtaq Wajoodeen
Closing Time
11:00
Compulsory Briefing
Closure
Session
14 July 2010 at 10:00 at the W&RSETA
Mushtaq Wajoodeen
Head Office
Q &A
Mushtaq Wajoodeen &
Johan Smook
Information Management Services
Tender Objective
Bid detail:
The objective is to appoint a service provider to provide all the W&RSETA’s IM services
on Tender
the basis of
a Service CatalogueWSP/
and Service
Agreements.
general all
Name
ATR Level
5 year
Impact InStudy
hardware facilities and effort required to provide these services shall be provided and
owned
by the Reference
service provider.
Tender
RES/WSP/0411/01
Number
The W&RSETA wishes to have a single point of responsibility for the delivery of the
Description
WSP/ ATR 5 year Impact Study
services. Any sub-contractors shall be the sole responsibility of the service provider to
manage.
Closing Date
04 August 2010
TheClosing
required date
for the inception 11:00
of the full IM services in 01 April 2012.
Time
Compulsory Briefing
Session
14 July 2010 at 10:00 at the W&RSETA
Head Office
Information Management Services
Overview of Services
Bid detail:
• Background
• Scope
of Work
Tender
Name
WSP/ ATR 5 year Impact Study
• Information Management Requirements
Tender Reference
RES/WSP/0411/01
• Business
Model and Processes
Number
Description
WSP/ ATR 5 year Impact Study
• Current
and Recommended
Systems Architecture and Infrastructure
Closing Date
04 August 2010
• Expected Outcomes and Deliverables
Closing
Time
• Quality
Assurance
11:00
• Pricing
Compulsory Briefing
14 July 2010 at 10:00 at the W&RSETA
Head Office
Session
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.
Information Management Services
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
Level of TOR
User
Terms of Reference
Blue Print
Functional (what)
Technical (how)
As built
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”.
Business
Model
• Business purpose and critical success measures
• Interaction with stakeholders, business partners & customers
• Legislative / statutory environment
• Reporting requirements
Business
process
• Ensure business processes support the Business Model
• Business processes across organisation boundaries
• Standardisation of processes where possible
• Integration between processes – once source of truth
Systems
Architecture
• Systems solution that support the business processes
• Integration between systems
• Integration between old and new – changes over time
• Integration with external systems
Technical
Architecture
• Technical environment can be enabler or constraint
• Establish technical environment that supports the business
and systems requirements
• Technical architecture is also effected by the IT strategy
Governance &
Service Management
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
Head Office
Regional Office
Sec AD/
Antivirus/
File & Print
Sec AD/
Antivirus/
File & Print
Redundant Diginet Lines
Diginet
DSL Network
Internet Access (Shared)
Diginet
Data Centre (I Net Bridge)
JDE
SMS
Web Site MS AD/
Exchange
Internet
Etc
Information Management Services
Sites and current number of users
Region
Location
Users1
Email/
SMS
JDE
BI
Internet
Head Office
Centurion
56
All
All
10
10
Western Cape
Cape Town
10
All
All
No2
No2
KZN
Durban
13
All
All
No2
No2
Gauteng - North
Hatfield
14
All
All
No2
No2
Gauteng - South
Woodmead
15
All
All
No2
No2
Mpumalanga
Witbank
7
All
All
No2
No2
Free State
Bloemfontein
8
All
All
No2
No2
Eastern Cape
East London
7
All
All
No2
No2
North-West
Agency
10
All
All
No2
No2
Limpopo
Agency
10
All
All
No2
No2
Northern Cape
Agency
10
All
All
No2
No2
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
1
Location
Centurion
(Head office)
Link to I-Net Bridge
1 x 512 kbps Diginet line to Rosebank
1 x 512 kbps Diginet line to Dorenfontein
redundancy site
2
Cape Town
1 x 256 kbps Diginet line to Rosebank
3
Durban
1 x 256 kbps Diginet line to Rosebank
4
Hatfield
1 x 256 kbps Diginet line to Rosebank
5
Woodmead
1 x 256 kbps Diginet line to Rosebank
6
Witbank
1 x 128 kbps Diginet line to Rosebank
7
Bloemfontein
1 x 256 kbps Diginet line to Rosebank
8
East London
1 x 128 kbps Diginet line to Rosebank
9
North-West
1 x 128 kbps Diginet line to Rosebank
10
Limpopo
1 x 128 kbps Diginet line to Rosebank
11
Northern Cape
1 x 128 kbps Diginet line to Rosebank
Comments
During normal operations the traffic is
load-shared across both links, providing
an effective link speed of 1 Mbps.
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
Head Office
MS
Exchange⁰
AD/ DHCP/
Antivirus/
WSUS⁰
Regional Office
File & Print
AD/ DHCP/
Antivirus/
WSUS⁰
Redundant Diginet Lines
Diginet
DSL Network
Internet
Internet Access (Shared)
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.
Data Centre (hosting)
ERP
SETA
MIS
Web Site
MS
MS AD
Exchange
File & Print
Antivirus/
WSUS
BI
Doc
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 1st 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 31st 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:
Item
Once off
implementation
and setup fee
Monthly fee
SETA System(s) (Itemize)
Hosting and WAN support
Desktop and LAN Support
•
•
•
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.
Information Management Services
Tender Details
Tender Name
Tender Reference Number
Information Management System
CFO/ITS/050/01
Description
Information Management System
Closing Date
25 May 2011
Closing Time
11:00
Submission Details
The Executive Manager: SCM
W&RSETA House
224 Witch-Hazel Avenue
Highveld Technopark
Centurion, Pretoria
Information Management Services
Submission Requirements and Compliance Information
Bid detail:
• Tender Details
• Tender Evaluation Process
Tender Name
WSP/ ATR 5 year Impact Study
TenderDocumentation
Reference
• Standard
RES/WSP/0411/01
Number
• Submission Requirements
Description
• Evaluation Process and Criteria
WSP/ ATR 5 year Impact Study
Closing Date
04 August 2010
Closing Time
11:00
Compulsory Briefing
Session
14 July 2010 at 10:00 at the W&RSETA
Head Office
• Presentations
Information Management Services
Tender Details
Tender Name
Tender Reference Number
Information Management Services
CFO/ITS/050/01
Description
Information Management Services
Closing Date
25 May 2011
Closing Time
11:00
Submission Details
The Executive Manager: SCM
W&RSETA House
224 Witch-Hazel Avenue
Highveld Technopark
Centurion, Pretoria
Information Management Services
Tender Evaluation Process
Phase 1
Administration and Critical Criteria
Phase 2
Technical Evaluation
Phase 3
Pricing and Preference Points
Phase 4
Presentation
Phase 5
Award
Phase 6
Contracting
Phase 7
Notification of Award
Phase 8
Implementation
Information Management Services
Standard Documentation
Document
Description
Note
SBD01
Invitation to Tender
Complete in full
SBD02
Tax clearance requirements
Only valid original tax
clearance certificate is
acceptable
SBD04
Declaration of Interest
SBD06
Preference point claim form
SBD08
Declaration of bidders past Supply
Complete in full
Chain Management Practices
TOR
Terms of reference
Read
EC
Evaluation Process and Criteria
Read
GCC
General Conditions of Contract
Initial each page
Complete in full
Complete in full
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
Number Description
1
Invitation to tender
2
Valid original Tax Clearance certificate
3
Declaration of Interest
4
Preference point claim form
5
Declaration of past SCM practices
6
General Conditions of Contract
Information Management Services
Tender Name Information Management Services
Tender Reference : CFO/ITS/050/01
Document : Technical Proposal
Number Description
1
Capacity to deliver according to scope
2
Sustainability of the service provider
Technical Threshold : 80%
Information Management Services
Tender Name Information Management Services
Tender Reference : CFO/ITS/050/01
Document : Pricing Proposal
Number Description
1
Schedule A - Scope of Work
2
Schedule B - Other
3
Schedule C – Total Cost
Information Management Services
Criterion
Submission Requirements
The scope of the services
proposed
As per the elements defined in the Terms of
Reference
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
Critical
Criteria
Points
N
50
N
30
Information Management Services
Criterion
Sustainability of the
service provider
Submission Requirements
• 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
Critical
Criteria
Points
N
20
Information Management Services
Preference Points and Price Points
Description
HDI
Pricing
Total
Critical
Criteria
N
N
Points
10
90
100
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:
tenders@wrseta.org.za
Fax: 086 506 6986
Information Management Services
THANK YOU !