ASEAN SECRETARIAT · Design and Development of the ASEAN Secretariat’s Enterprise Resource...

Design and Development of the ASEAN Secretariat’s Enterprise Resource Planning (ERP) System

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ASEAN SECRETARIAT

Design and Development of the ASEAN Secretariat’s Enterprise Resource

Planning (ERP) System

PROPOSAL MUST BE RECEIVED BY

Monday, 07 January 2019 before 4.30 PM

DELIVER PROPOSAL TO:

ASEAN Secretariat

Jl. Sisingamangaraja 70A

Jakarta 12110

Prepared by : Information Technology System Division (ITSD)

Date : 01 November 2018

Request for Proposal


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1 EXECUTIVE SUMMARY

1. The ASEAN Secretariat (ASEC) was established in February 1976 by the Foreign

Ministers of ASEAN. Currently staffed with approximately 400 people, the mission of

ASEC is to initiate, facilitate and coordinate ASEAN stakeholder collaboration in

realizing the purposes and principles of ASEAN as reflected in the ASEAN Charter.

2. A number of arrangements, initiatives, and institutions related to ASEAN cooperation

has multiplied over the years and demands for corporate services have also increased

proportionally. Therefore, in order to effectively fulfil its functions in providing greater

efficiency in the coordination of ASEAN organs and implementation of ASEAN

projects and activities, ASEC needs to be equipped with sufficient tools and up-to-date

technology.

3. In 2014, ASEC commissioned a team of ERP experts to carry out a needs assessment

study on ASEC Business Process and IT System with the aims to: (i) stocktake and

analyse existing business processes and IT system of ASEC; (ii) conduct an analytical

assessment of ASEC’s current and anticipated needs as well as requirements within the

context of ASEC’s mandate and strategies; (iii) identify development gaps in the

current business process and IT system; and (iv) provide detailed recommendations on

a suitable ERP system for ASEC that would meet the needs of office automation

especially in the areas of finance, budget, procurement, human resource management

and related administrative services.

4. ASEC intends to establish an integrated ERP system and therefore seeking a qualified

vendor to design and develop an ERP system for ASEC. The selected vendor will work

with ASEC Corporate Affairs Directorate (CAD) team comprising representatives of

Human Resource Division (HRD), Administration and General Affairs Division

(AGAD), Finance and Budget Division (FBD) and Information Technology System

Division (ITSD).

5. The to-be-appointed vendor is expected to deliver all requirements as stated in the TOR.

Aside from the development of the system, the vendor shall also deliver hardware and

software applications required for running the ERP system, user and technical support

guides, as well as necessary training and support.

6. After the trial run and handover the system to ASEC, it is required that the vendor

provide at least 36 months of warranty.

7. Other requirements are in the attached TOR.


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2 SCOPE OF WORK

2.1. OBJECTIVES

The selected vendor shall be tasked to achieve the following objectives:

1) Design and develop an integrated ERP system that will manage and generate the 4

corporate functions/modules in an integrated manner: These four (4) modules are:

(i). Human Resources (including an employee portal for self-service access);

(ii). Finance;

(iii). Procurement; and

(iv). Asset Management

2) Deliver and setup the hardware necessary for the smooth running of the ERP systems;

3) Design and develop interface for the biometric finger scanning/data capture device

integrate with the ERP system;

4) Perform all required testing for the ERP application and configurations;

5) Integrate and configure the necessary tools and applications for the ERP systems

6) Develop the User Guideline on how to use the ERP and ERP Technical Support

Guideline;

7) Migrate the database from existing standalone systems to the ERP system;

8) Provide a complete documentation of flowchart and process of the ERP platform;

9) Provide training to all relevant ASEC staffs on the ERP for daily operations and system

training to IT staffs on supporting and administrating the ERP systems.

2.2. IMPLEMENTATION ARRANGMENTS

The vendor shall work closely with the ASEC Corporate Affairs Directorate (CAD) team and

follow the overall direction and guidance provided by the Director of Corporate Affairs

and/or ASEC Management.

2.3. EXPECTED DELIVERABLES

The to-be-appointed vendor shall deliver:

1) Hardware and software applications required for running the ERP system;

2) A complete integrated ERP platform with the 4 modules (Human Resource, Finance,

Procurement and Asset Management) and their required functionalities;

3) ERP User Guideline and Technical Support Guideline;

4) A complete set of required documentations of flowchart and process of the system;


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5) Necessary trainings are provided to all relevant ASEC staffs; and

6) Free support, maintenance and licensing of ERP for period not less than 36 months from

the date of hand-over to ASEC (inclusive of on-site debugging/correction, when

necessary).

2.4. INDICATIVE WORK SCHEDULE

Vendor is requested to provide a clear methodology and approach in carrying out this

assignment. Vendor is required to demonstrate knowledge and skills warranting that the

vendor’s team will be able to implement this project successfully in according to the intended

timeline (refer to TOR).


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3 RFP REQUIREMENTS PROCESS

3.1. PROPOSAL SUBMISSION INSTRUCTIONS.

a. All proposals must be submitted in English.

b. Vendors should indicate the Title of the Tender at the upper right of the envelopes.

c. The Technical Proposal and Finance Proposal must be submitted separately in two

different envelopes to the following address:

Chairman of Sub-Committee on Tender

Administration and General Affairs Division

The ASEAN Secretariat


Jakarta 12110

Indonesia

Note: Each proposal shall consist of an original set and 3 photocopy sets.

d. Vendors must not include any financial/cost data in the Technical Proposal. All

financial information shall be included in the Financial Proposal. Failure to

adhere to this will lead to disqualification.

e. The proposal should be concisely presented and structured, explaining in details the

Vendor’s experience, resources, etc. to provide the requested services/scope of

work/deliverables/requirements, etc. as stated in the TOR.

f. Vendors must include a CD/Media containing a softcopy of the Technical Proposal

(proper sorted order) in PDF version.

g. Proposals must be submitted by 07 January 2019, 4.30 PM.

h. Proposals that are incomplete will be disqualified.

3.2. QUERY OF PROPOSAL

All communications with regard to this RFP shall be in writing and submitted to:

Procurement Unit Administration and General Affairs Division

ASEAN Secretariat

Email: [email protected]

mailto:[email protected]


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3.3. RFP TERMS & CONDITIONS

a. Eligibility to participate

This tender is open to any established company and business registration, with proven

record in design and development of ERP system or similar systems for multi-

companies, governmental agencies, or international organisations.

b. Validity of Bid Proposal

Received tender proposals shall be valid until 31 May 2019.

c. Preliminary meeting

ASEC will conduct a preliminary meeting about this bidding process. All prospective

vendors who are interested to participate in the bidding process may register by sending

an email to procurement@asean .org no later than 18 November 2018.

ASEC will inform the date and time of the preliminary meeting, tentatively scheduled

in the third week of this RFP’s published date. Any expense incurred in relation to

attending the preliminary meeting shall be borne by each respective vendor.

Date : Thursday, 29 November 2018 (TBC)

Time : TBA

Venue : ASEAN Secretariat (Jakarta)

mailto:[email protected]


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4 COMPLIANCE

In conformance to the ASEAN Secretariat’s Financial and Administrative Rules and Procedures

(AFARP), prospective bidders shall submit their respective bids in English on or before the

deadline to ASEAN Secretariat. Late submission shall not be accepted. Bids shall be submitted

in two (2) separate sealed envelopes containing the following:

1) First Envelope: Technical Proposal, which shall consist, among other, of the technical

specifications of the goods/works/services to be procured, production/delivery

schedule, after-sales service/parts, manpower requirements, list of

hardware/software required, catalogues, specifications, training information, user

acceptance test (UAT), demonstration kit, technical support, expected support

response and methodology in development of ERP system, the company profile

and legal documents, relevant experience and references, etc.

Vendors must not include any financial/cost data in the Technical Proposal,

but only in the separate envelope titled Financial Proposal. Failure to adhere

to this will lead to disqualification. A CD containing the softcopy PDF version

of the Technical Proposal shall be included.

2) Second Envelope: Financial Proposal which shall contain the bid amount and relevant

financial information as required in the TOR, such as recurring and maintenance

cost, detailed estimates, payment schedule, latest audit financial statements, etc.

All documents not submitted in English shall not be considered. Any quoted price in the

Financial Proposal shall be in US Dollar.

The ASEAN Secretariat may, after the closing date, request additional information or

clarification of tenders in writing.


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Appendix 1

Consultancy Firm/Individual Consultant General Information To be submitted together in the Technical Proposal

Name:

Division or Subsidiary (if applicable):

Address:

City:

Province / State:

Country:

Postal Code:

Telephone:

Business Name Registration: (if applicable)

Tax Registration Number:

Valid Business Permit: (if applicable)

Contact: Telephone no.:

Title / Position: Fax no.:

E‐Mail:

Indicate number of years involved in similar

business

Are you a subsidiary of a financial institution?

*If Yes, Please indicate your Holding Company


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Appendix 1A List of Clients

To be submitted together in the Technical Proposal

Customer Details

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Project Title

Customer Details

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Project Title

Customer Details

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Project Title


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APPENDIX 1B

Technical Requirements

To be submitted together in the Technical Proposal

The Technical Requirements should address the requirements and expectations set out in the

table below. The vendor should use the section numbers and corresponding titles shown in this

tables in their Technical Proposal Submission to allow the ASEAN Secretariat Sub Committee

on Tender to evaluate Technical Submissions accordingly.

No Description

ASEC Requirements Remarks

1 ERP Platform

requirement Must be developed using a solution that is

readily available in the market and consists

of 4 required modules i.e. Human

Resources, Finance, Procurement and Asset

Management

Must include at least Web Servers,

Application Servers, Database Servers,

Document/File Storage Server (at least

20TB w/RAID 5), Backup Servers with

LTO and any other required

components/elements/ software for

development and smooth operationalization

of the ERP system

Must include standard backup scheduling

system to perform complete and reliable

backups and reduced archival costs. The

backup system shall be able to perform data

restoration as required

Must integrate and communicate with

ASEC’s existing systems for Single Sign-

on with the Microsoft Active Directory

Able to serve daily user access and

operations from at least 360 users to the

ERP system internally, with the possibility

of expansion

Must interface with the biometric finger

scanner and data capture device to user

identification, attendance recording, receipt

capturing for claiming etc.

(Please refer TOR for detailed requirements)


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2 Duration for Work

Delivery Present a proposed activities and timelines

with expectation to be fully completed not

more than 23 months depending on the

solution/platform selected, number of

personnel, methodology, etc of each

vendor.

Ensure the delivery of the hardware and

software needed for the ERP systems will

be available during the development/

production environment to prevent any

delay for the ERP development

3 Functionalities/Features Provide recommended functionalities/features as

indicated in reference to Section 7B of attached

TOR

4 Demonstration of

Deployment

Provide a demonstration of the deployment of

ERP system or similar project with different

login access levels that has been previously

designed and developed by the assigned expert/s

within the last 10 years. The demonstration can

be a demo version (try before buy) in the form

of CD, web-based or downloadable application

with installation instructions

5 Project Approach

Proven track records and experiences in

developing and deploying ERP systems for

international/regional organizations of similar

nature to ASEC

6 Expected Deliverables Provide deliverables as indicated in reference to

Section 3 of attached TOR

7 Technical Support Provide necessary technical support and

expected response time in case of emergency

8 After Warranty

Recurrent Commitment

Provide annual renewal licensing, maintenance

and support services for a period of 3 years.

This annual maintence and recurrent costs will

be used as one of the criteria to consider as a

proposal although this annual maintenance and

recurrent costs are not part of this assignment1.

9 Relevant Technical

Skills

Have at least a team with the expertise as listed

in part 7 of Section 6 in the TOR;

1 The annual maintenance and recurrent costs shall remain valid for 3 years after the warranty period,

should ASEC decide to purchase these services from the appointed vendor for this assignment.


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10 Leadership Strong leadership and inter-personal skills

including excellent communication, facilitation,

and training skills are required

11 Solution/Platform

Authorisation

Authorised partner and/or supports of software

solution/platform to be supplied

12 Other qualification a. Broad understanding and familiarity of the

framework of efficient enterprise resource

planning and systems are an advantage

b. A strong understanding about ASEAN

structure and/or structure of international

organization such as UN will be added

advantage


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APPENDIX 2

Financial Proposal Requirements

To be submitted together in the Financial Proposal

The Financial Proposal should contain the bid amount with detailed estimates i.e. description and

allocation for each item. The total proposed budget should be inclusive of all supplies, services,

taxes, and any other costs required to complete the project. The Financial Submission should

detail the estimates for each item as set out in the table below:

No. Description

Unit Cost (USD) Total Cost (USD)

1. Cost of ERP design and

development (consultant fees)

2. Cost Breakdown of Hardware

required for running the ERP

system.

Note:

Please list all hardware and

cost associated with them.

Provide the specifications

and brand of each hardware

3. Cost Breakdown of Software

applications required for

running the ERP system

Note:

Please list all software

applications and cost

associated with them including

license fee, if any.

4. License Fee for authorised

accounts for 360 users (one-

time purchase):

Super users: 3

Functional users: 35

End users with approval

authority:116

End users (basic):206

Note:

The numbers of user license

are indicative. Refer to

Footnote 7 in the TOR.

5. Cost Breakdown of the 3

years:

Annual license fee

Annual maintenance/

support fee

6. Others/Miscellaneous (please

specify: e.g. travel cost, … )

7. Tax (If Any)

8. Total Proposed Amount USD


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9. Payment Schedules e.g. Payment schedules will be

made in three stages:

1. First Payment of USD

__________ (…….

after verification of the

signed SSA by ASEC)

2. Second Payment of

USD________ (….

after the design,

development and

implementation phase).

3. Third Payment of

USD________ (….

after project

concluded).

For ASEC Consideration:

Annual User Licensing, Maintenance and Support Fee another period of 3 Years after the

initial 36-months warranty period ends.

No. Description

360 User License

fee (USD)

Maintenance and

Support Fee (USD)

Total (USD)

1. Year 1

(e.g. 1 January – 31

December 2024)

2. Year 2

3. Year 3

Note: ASEC considers the sustainability of its ERP system as one of the critical factors.

Any vendor selected for the design and development of ERP system shall commit to the

after-system-handover maintenance services. ASEC may consider accepting the fee for the

renewal of annual user licensing, maintenance and support services, and therefore the

quoted amount as above shall be valid at least 3 years after the initial warranty period

ended.


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APPENDIX 3

Checklist for the Completeness of Documents Submitted

The checklist must be used to ensure that you have provided all documentations for the tender. The

checklist must be signed and included in both envelopes of your proposals.

I. General Requirements

No. Description Checklist

1 Proposals shall be prepared in English

2 Proposals are submitted in two different envelopes

3 The envelope must be sealed and labeled accordingly.

i. Technical Proposal

ii. Financial Proposal

4 Title of the tender shall be put on each envelope

II. Technical Proposal


1 Project methodology and approach

2 Schedule of delivery

3 Manpower/consultant requirements

4 List of hardware and software

5 Duly filled Appendix 1, 1a and 1b

6 Company profile

7 A demo version in the form of CD, Web-based or downloadable

application

8 Copy Company Legal Documents (if applicable), i.e.

i. Business Name Registration

ii. Valid Business Permit

iii. Tax Identification Number

iv. Authorised partner of the proposed software solution

9 One original signed copy of technical proposal

10 At least three duplicate copies of technical proposal

11 A CD containing a softcopy of the technical proposal in PDF

III. Financial Proposal


1 Bid amount in US Dollar

2 Payment breakdown and schedule

3 Annual User Licensing, Maintenance and Support Fee for 3 Years

after the warranty period.

4 Latest audited financial statements (if applicable)

5 Authority of signatory (if applicable)

6 One original signed copy of financial proposal

7 At least three duplicated copies of financial proposal


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Appendix 4

Template for the Proposal Envelope

First Envelope – Technical Proposal

_________________________________________________________________________________________

_________________________________________________________________________________________

Name & Address

Technical Proposal - Title of the Tender





Jakarta 12110

Indonesia


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Second Envelope – Financial Proposal

_________________________________________________________________________________________

Name & Address

Financial Proposal - Title of the Tender





Jakarta 12110

Indonesia


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Appendix 5

TOR for the Design and Development of ASEAN Secretariat’s

Enterprise Resource Planning (ERP) System

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