National Oil Corporation of Kenya NO Ref No.€¦ · National Oil Corporation of Kenya NO 1st...

National Oil Corporation of Kenya 1st ADDENDUM to the Request for Proposal (RFP) for Provision of ERP Project

Implementation - April 07th 2017

Ref No. NOCK/PRC/03(1219)2016-

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Please refer to Request for Proposal (RFP) for Provision of ERP Project Implementation - REF No. NOCK/PRC/03(1219)2016-

2017 advertised on Monday, 27th March 2017.

We hereby issue this 1st addendum giving clarification and/or amendments to the tender document as below:

No. Clause/pages of the

tender documents

Bidder’s Query/Clarification Request

(quoted as asked)

National Oil Response and/or amendment to the

tender

1. Clause 2.1.7 Is the requirement in clause 2.1.7 a mandatory requirement for downloaded Tender Documents?

Specifically, are the prospective bidders, who

download the tender document, required to pay any

Tender Fee? (pg.6, clause 2.1.7)

No, Clause 2.1.7 is not a mandatory requirement.

National Oil clarifies that bidders who download the tender

document are not required to pay any fee. Refer to Clause

1.3 on Pg.3 of tender document.

2. Clause 2.2.1 Clause 2.2.1 states that responses shall be sent “…to

all invited consultants ….”. Shall the responses be sent

to all bidders to this open tender? (pg.6, clause

2.2.1)

Yes, responses shall be sent to all the bidders who register their

details at the email address provided in the tender document

for purposes of any clarification and/or addenda. Refer to

Clause 1.3 on Pg.3 of tender document

3. Clause 2.8.4 In clause 2.8.4, what is deemed to be sufficient proof

of local incorporation and citizenship?

(pg.10, clause 2.8.4)

Please refer to the details in Clause 2.8.4 of the tender document.

4. Within the TERMS OF REFERENCE, in the PROJECT

REPORTING REQUIREMENTS, What are the

reporting requirements expected for the SUPPORT

SERVICE. Nothing is specified under the heading

‘SUPPORT SERVICE’ (pg.50, clause e)

The consultant will be required to provide a listing of support

tasks and activities executed within the month

.1 Submission, Receipt and Opening of Proposals




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5. Clause 2.5.1 The original proposal (Technical Proposal and, if

required, Financial Proposal; see paragraph 1.2) shall be

prepared in indelible ink. It shall contain no

interlineations or overwriting, except as necessary to

correct errors made by the firm itself. Any such

corrections must be initialed by the persons or person

authorized to sign the proposals.

National Oil hereby amends Clause 2.5.1 to read as follows

The original proposal (Technical Proposal) shall be prepared in

indelible ink. It shall contain no interlineations or overwriting, except

as necessary to correct errors made by the firm itself. Any such

corrections must be initialed by the persons or person authorized to

sign the proposals.

6.

Clause 2.5.4

The original and all copies of the Technical Proposal

shall be placed in a sealed envelope clearly marked

“TECHNICAL PROPOSAL,” and the original and

all copies of the Financial Proposal in a sealed envelope

clearly marked “FINANCIAL PROPOSAL” and

warning: “DO NOT OPEN WITH THE

TECHNICAL PROPOSAL”. Both envelopes shall

be placed into an outer envelope and sealed. This outer

envelope shall bear the submission address and other

information indicated in the Appendix “ITC” and be

clearly marked, “DO NOT OPEN, EXCEPT IN

PRESENCE OF THE OPENING

COMMITTEE.”

.2

National Oil hereby clarifies as follows:

The Technical proposals and Financial Proposals shall

not be submitted together.

National Oil hereby amends Clause 2.5.4 to read as follows:

The original and all copies of the Technical Proposal

shall be placed in a sealed envelope clearly marked

“TECHNICAL PROPOSAL”.

This technical proposal shall bear the submission address

and other information indicated in the Appendix “ITC”

and be clearly marked, “DO NOT OPEN, EXCEPT IN

PRESENCE OF THE OPENING COMMITTEE”.

The technical proposals shall be opened at the

tender opening date and time specified in this

addendum

Submission of FINANCIAL PROPOSALS: Only the

bidders who are technically responsive shall be

invited to submit a financial proposal at a date to

be specified.




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7. Clause 2.5.9 After the deadline for submission of proposals, the

Technical Proposal shall be opened immediately by the

opening committee. The Financial Proposal shall

remain sealed and deposited with a responsible officer

of the client department up to the time for public

opening of Financial Proposals.

National Oil hereby amends Clause 2.5.9 to read as follows:

After the deadline for submission of proposals, the Technical

Proposal shall be opened immediately by the opening

committee.

.3 Opening and Evaluation of Financial Proposal

8.

Clause 2.8.1

.4 Opening and Evaluation of Financial Proposal

After Technical Proposal evaluation, the Procuring

entity shall notify those consultants whose proposals

did not meet the minimum qualifying mark or were

considered non-responsive to the RFP and Terms of

Reference, indicating that their Financial Proposals will

be returned after completing the selection process.

The Procuring entity shall simultaneously notify the

consultants who have secured the minimum qualifying

mark, indicating the date and time set for opening the

Financial Proposals and stating that the opening

ceremony is open to those consultants who choose to

attend. The opening date shall not be sooner than

seven (7) days after the notification date. The

notification may be sent by registered letter, cable,

telex, facsimile or electronic mail.

National Oil hereby amends Clause 2.8.1 to read as follows

After Technical Proposal evaluation, the Procuring entity shall notify

those consultants whose proposals did not meet the minimum

qualifying mark or were considered non-responsive to the RFP and

Terms of Reference. The Procuring entity shall simultaneously notify

the consultants who have secured the minimum qualifying mark,

indicating the date and time set for the submission and opening the

Financial Proposals and stating that the opening ceremony is open

to those consultants who choose to attend. The opening date shall

not be sooner than seven (7) days after the notification date. The

notification may be sent by registered letter, cable, telex, facsimile

or electronic mail.

Evaluation Criteria




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9.

The Schedule below shall be used as the technical evaluation criteria for

the tender for ERP project implementation

EVALUATION CRITERIA

# Requirement Supporting

Document

s

Score

1. Bidder MUST have at least two

consultants with more than

eight years’ experience in the

implementation, rollout and

support of the Oracle E-Business

Suite. The Consultants MUST

have experience in Oracle

Financials, Oracle SCM, Oracle

Projects and Oracle eAM

Consultant

CVs

40 Marks

(i.e 20 Marks per

Consultant)

2. At least two of the Bidder’s

Consultants MUST have

implemented a comprehensive

Oracle E-Business Suite in at least

one oil marketing company in

Kenya

Reference

Letters

20 Marks

(i.e 10 Marks per

Consultant)

National Oil amends the tender document evaluation criteria as

outlined below.

The Schedule below shall be used as the technical evaluation criteria for the tender for ERP project implementation

AMMENDED EVALUATION CRITERIA

# Requirement Supporting

Documents

Score


consultants with more than eight

years’ experience in the

implementation, rollout and support of

the Oracle E-Business Suite in a

Petroleum Oil and Gas industry

marketing company in Kenya. The

Consultants MUST have experience in

Oracle Financials, Oracle SCM, Oracle

Projects and Oracle eAM

Consultant

CVs

40 Marks

(i.e 20 Marks

per Consultant)


Consultants MUST have implemented

a comprehensive Oracle E-Business Suite

Reference

Letters

20 Marks

(i.e. 10 Marks

per Consultant)




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consultants with at least three

years training backed with proof

instructor experience in delivering

functional or development Oracle

Certified Courses

Instruction

Evaluation

Results &

Consultants’

CVs

10 Marks

(i.e 5 Marks each)

4. Bidder MUST present 2

reference letters from two

companies in Kenya where they

have implemented Oracle based

projects.

Bidder’s

Reference

Letters

10 Marks

(i.e. 5 Marks each)


Consultants MUST have at

least eight years expertise in all

Oracle CEMLI Processes.

Consultant

CVs

5 Marks

(i.e. 2.5 Mks per

Consultant)


Consultants MUST have at

least five years knowledge of

the business processes of

Downstream Oil & Gas Industry

in Kenya. Bidder’s Consultants

Consultant

CVs with

supporting

Certificates

or Ref

Letters

5 Marks

(i.e. 2.5 Marks per

Consultant)

in at least one oil marketing company in

Kenya


consultants with at least three years

training backed with proof instructor

experience in delivering functional or

development Oracle Certified Courses

Instruction

Evaluation

Results &

Consultants’

CVs

10 Marks

(i.e. 5 Marks

each)

4. Bidder MUST present 2 reference

letters from two companies in Kenya

where they have implemented Oracle

based projects.

Bidder’s

Reference

Letters

10 Marks

(i.e. 5 Marks

each)


Consultants MUST have at least

eight years expertise in all Oracle

CEMLI Processes.

Consultant

CVs

5 Marks

(i.e. 2.5 Mks

per Consultant)


Consultants MUST have at least five

years knowledge of the business

processes of Downstream Oil & Gas

Consultant

CVs with

supporting

Certificates or

Ref Letters

5 Marks

(i.e. 2.5 Marks

per Consultant)




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MUST have knowledge of ISO

9001:2008

7. Consultant MUST outline a

comprehensive plan for transfer

of knowledge to the National Oil

project team

Knowledge

transfer plan

& Gantt

Chart

10 Marks

TOTAL 100 Marks

Total Technical Evaluation Score = 100 points

Quality and Cost Based Selection (QCBS) method will be

employed. The method will take into account the quality of the proposal

and the cost of the services in the selection of the successful firm.

To be considered technically responsive the tenderers must

score a minimum of 70 of the total 100 summarized above.

Only tenderers who score 70 and above will proceed to financial

evaluation.

Tenderers who do not attain the 70% pass mark will have their

financial proposals returned to them unopened.

Each responsive Proposal will be given a technical score (St)

weighted out of 70.

Industry in Kenya. Bidder’s Consultants

MUST have knowledge of ISO

9001:2008

7. Consultant MUST outline a

comprehensive plan for transfer of

knowledge to the National Oil project

team

Knowledge

transfer plan

& Gantt

Chart

10 Marks

TOTAL 100 Marks

Total Technical Evaluation Score = 100 points

Quality and Cost Based Selection (QCBS) method will be employed. The

method will take into account the quality of the proposal and the cost of the

services in the selection of the successful firm.

To be considered technically responsive the tenderers must score a

minimum of 70 of the total 100 summarized above. Only tenderers

who score 70 and above will proceed to financial evaluation.

Tenderers who do not attain the 70% pass mark will have their

financial proposals returned to them unopened.




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Each responsive Proposal will be given a technical score (St)

weighted out of 70.

10. Commencement of the assignment:

Clause 2.10.2

National Oil hereby clarifies that the commencement date of the

assignment will be specified after Award of the Contract.

Further clarifications are offered as follows:

# RFP Section

Reference

Requirement

Description

Bidder’s Query/Clarification Request (quoted as

asked)

National Oil Response and/or

amendment to the tender

1. V – Terms of

Reference

C - Scope Please specify present release of ERP system.

The present release of the ERP system is

12.1.3

Is there any other language configured apart from English?

No. The language configured is English.

2. V – Terms of

Reference

C - Scope Please provide list of modules implemented in ERP as of

now.

General Ledger, Accounts Payable, Accounts

Receivable, Purchase Order, Order

Management, Inventory, core Human Resource,

Self Service Human Resource, PROPERTY, Land

& Cost Management, Oracle Process

Manufacturing




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# RFP Section

Reference

Requirement

Description


asked)



3. V – Terms of

Reference

C - Scope How many total & concurrent Users are there? Number

of Forms and Self Service Users?

The total number of users is two hundred and

eighteen (218).

If possible, please provide these details by function.

It is not possible to provide the users details by

function at this stage. The details will be

provided to the winning bidder.

4. V – Terms of

Reference

C - Scope Enterprise structure-

Please specify the present configuration in EBS like

Business Group, Ledgers, Operating Units, Inventory

organizations, etc. Are all these entities only in Kenya or

there is any multi country setup?

The present configuration is ……….No. of

Business Groups- 1

No. of Legal Entity – 1

No. of Operating Unit- 1

No. of Inventory Organizations – 138 stock

points

These entities are only in Kenya

5. V – Terms of

Reference

C - Scope How many Custom Schemas & Custom Tops are in

place?

This information is controlled and will only be

shared with the winning bidder.




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# RFP Section

Reference

Requirement

Description


asked)



6. V – Terms of

Reference

C - Scope Are there any custom objects defined in Apps Schema. There are no custom objects defined in Apps

Schema

7. V – Terms of

Reference

C - Scope What is total no. of custom objects? Please provide

details of the same including integrations, if any.

The total number of customs objects is

controlled information which will only be shared

with the winning bidder.

We have integrated EBS with Petrol Plus card

system.

8. V – Terms of

Reference

C - Scope Please provide details of identified gaps, customizations,

integrations, changes in setup, etc to be done by each

identified project from P01 to P12 so that we can scope

for the same.

Is there any specific sequence identified to implement all

the 12 projects or they can go in parallel? Please

elaborate.

This will be provided upon successful award or

at contracting stage.

This will be agreed at contracting stage.

9. V – Terms of

Reference

C - Scope Please provide the integration method (DB Link, Web

Service, Flat File, etc.) as well as used options (Open

Interface, Standard EBS API, Custom API, etc.) for the

existing interfaces/interactions between Oracle EBS and

other applications

The integration method is DB Link.




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# RFP Section

Reference

Requirement

Description


asked)



10. V – Terms of

Reference

D –

Implementation

Arrangements

Support Service for Current existing ERP system –

How is support carried out presently?

What is the team size supporting present system

Is this support handled completely onsite?

Support Service for the current existing ERP

System is carried out by the Internal ICT Team

in conjunction with an external contractor.

This support is completely handled onsite.

11. V – Terms of

Reference

D –

Implementation

Arrangements

Is this project supposed to be executed onsite only or

onsite-offshore mode is acceptable?

The project shall be executed onsite only.

12. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

How many Inventory organizations at present do you

classified under inventory organization?

There are one hundred and thirty eight (138)

inventory organizations.

13. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

What is the method of costing in your inventory

valuation?

The methods of costing are Standard Costing

and Average Costing.




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# RFP Section

Reference

Requirement

Description


asked)



14. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

How do you receive product MRO and Direct items into

your plant?

We receive product MRO and Direct items

through Standard Routing.

15. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

What are the policies for Stock Count? How do you

audit your Inventory Accuracy data?

Stock count is carried out daily, bi-weekly and

on a monthly basis.

Audit of inventory accuracy data is carried out

using a manual system.

16. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

Do you conduct periodic cycle counts? Yes we carry out periodic cycle counts.

17. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

Do you conduct periodic wall-to-wall physical

inventories?

Yes we carry out periodic cycle wall-to-wall

physical counts.




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# RFP Section

Reference

Requirement

Description


asked)



18. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

Do you inspect items at receiving? Yes we inspect items at receiving.

19. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

Do you have inventory at Suppliers for outside

processing?

No we do not have inventory at Suppliers for

outside processing

20. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

What type of Material Handling operations/processes

that need to be addressed?

This will be agreed at contracting stage and

implementation stage.

21. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

What is the process to receive production material

items?

We receive production material items through

Standard Routing.




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# RFP Section

Reference

Requirement

Description


asked)



22. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

How many items do you have and of what types? Raw

materials, packaging, intermediates, finished goods?

There have in excess of one thousand two

hundred (1200) items. Raw materials,

packaging, intermediates, finished goods e.t.c.

What is the process to receive expenses items?

Expenses items are not received in the system.

23. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

Systems

If you have more than one Inventory organization and if

Yes then how Do you order and receive items from

other organizations/businesses (Inter-Company)?

Items from other organizations are ordered and

received through Inter-Organization Transfer.

24. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

DO you have any third party application integrated with

current Inventory organization?

We do not have any third party application

integrated with current Inventory organization

25. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

Do you require documentation (i.e., Purchase Order or

Return Material Authorization) before an item can be

received?

Yes we require documentation (i.e., Purchase

Order or Return Material Authorization) before

an item can be received.




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# RFP Section

Reference

Requirement

Description


asked)



26. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

Do you need to provide visibility to Freight Costs Vs

Freight Charges

Yes we need to provide visibility to Freight Costs

Vs Freight Charges.

27. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

Do use serial numbers to track items or lot number for

items?

We use both serial numbers and lot number for

items to track items.

28. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

Do you use ABC Classifications? What criteria do you

use to derive ABC values?

We do not use ABC Classifications.

29. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

How do you manage scrap materials from the

Warehouse?

We manually dispose scrap materials from the

warehouse.




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# RFP Section

Reference

Requirement

Description


asked)



30. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

Do you manage Consigned Inventories? Yes we manage Consigned Inventory.

31. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

What are the methods of replenishment used in your

Warehouse?

Replenishment in our warehouse is Demand

based.

32. \ 33.

P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

How do you bin the stocks? Do you use Row/Aisle/Bin

Locators in your Warehouse?

We do not bin stocks.

34. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

What is the volume for inventory transactions?

Inventory transactions are Demand based and

therefore vary from time to time.




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# RFP Section

Reference

Requirement

Description


asked)



35. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

Is Landed cost method involved in purchasing along with

any other cost factors that has to be captured as total

item cost?

Landed cost method is involved in purchasing

along with any other cost factors that has to be

captured as total item cost.

36. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

What Quality Management data do you maintain and how

is it maintained?

Management of data is through Local Servers

37. P02 Alignment

and Optimization

of Cost

Management and

Inventory Systems

Cost

Management

and Inventory

System

Is any approval process involved for material receipt and

issue?

There is an approval process is involved in

material receipt and issue.

38. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement Is purchasing centralized or decentralized in your

organization and is this the strategy for the new system?

Purchasing in the organization is centralized

and this to be maintained in the new system




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# RFP Section

Reference

Requirement

Description


asked)



If purchasing is decentralized, how many operating units

are required to support purchasing security

requirements?

N/A

39. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement Are procurement items ordered (requisition/PO)

according to commodity class codes? What are the

processes and logic for their use?

Procurement items are not ordered

(requisition/PO) according to commodity class

codes.

40. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement How many Suppliers do you have?

We have in excess of four thousand (4000)

suppliers

41. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement Is purchasing of goods involved only with approved

suppliers?

Purchasing of goods is only with approved

suppliers

42. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement What operations/processes (e.g., sourcing, requisitions,

etc.) do you want to streamline for Procurement?

We require that the entire procurement cycle

be streamlined.

43. P03 Alignment

and Optimization

Procurement How many purchase orders do you issue monthly?

The number of purchase orders issued monthly

is demand based. It varies from time to time




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# RFP Section

Reference

Requirement

Description


asked)



of Procure To Pay

Cycle Systems

Do you create purchase orders from on-line requisitions?

Yes

44. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement Will different businesses need to be supplied with (share

purchase volumes for) the same items? What businesses

and what items/commodities?

There are different businesses that are supplied

with the same items in varying purchase

volumes. Our trading commodities are white

fuels, lubricants and LPG and LPG accessories

45. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement What is the basis for your vendor category breakdown?

No vendor category breakdown currently exists.

46. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement How do you manage subcontracting?

We do not deal with sub-contractors in our ERP

System.

47. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement

and vendors

What vendor analysis do you perform?

How are vendors categorized for financial tracking

purposes?

We perform a manual vendor analysis.

Vendors are currently only categorized as per

their payment currencies e.g. USD vendor, Kshs

e.t.c




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# RFP Section

Reference

Requirement

Description


asked)



48. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement

and vendors

What vendor negotiating tools do you use?

N/A

49. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement

and vendors

How do you enroll/register your vendors to have

Internet access to your order data for them?

We do not register vendors to have internet

access to our orders for them.

50. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement Do you require vendors to provide you with updates to

their current PO's? If not, is this a future need?

We do not require vendors to provide us with

updates to their current POs.

Yes this is a future need.

51. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement Are there any requested Procurement operations/

processes (e.g., on-line requisitioning, etc.) that need to

be added?

Yes, there are procurement operations/process

that need to be added.

52. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement How do you match AP invoice data with PO data? What

types of data and tolerances?

We match AP invoice data with PO data

through two-way matching.

There are no tolerances set up in the system.




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# RFP Section

Reference

Requirement

Description


asked)



53. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement Do you use position based approvals for requisitions /

purchase orders?

Yes we use position based approvals for

requisitions and purchase orders

54. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement

and

Manage Supplier

Base

Is supplier performance evaluation involved?

Supplier performance evaluation is involved

55. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement

and

Manage Supplier

Base

Do you have a single consolidated vendor list?

We have a single consolidated vendor list.

56. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement

and

Manage Supplier

Base

How do you manage vendor numbering?

Vendor numbering is automatic, system

generated.




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# RFP Section

Reference

Requirement

Description


asked)



57. P03 Alignment

and Optimization

of Procure To Pay

Cycle Systems

Procurement

and

Manage Supplier

Base

How do you match invoice with receipts and make

payments

Yes We match invoice with receipts data and

make payments through two-way matching.

58. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Sales order Do you have documentation on your current system

security requirements for Order Placement? If so - is it

current and how is it used.

No. We do not have documentation on our

current system security requirements for Order

Placement.

59. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Sales order Do you take orders only from approved customers?

Yes, we take orders only from approved

customers

If so please elaborate on setup and processing.

There is a customer recruitment & vetting

process in place to determine customer

categorization and trading terms before

creation pf the customer in the system

60. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Sales order How do you handle orders from unknown customers?

How do you maintain your Order Placement data?

Orders from unknown customers are dealt with

as counter sales




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Description


asked)



61. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Sales order How many of your locations take Orders?

Six of our locations take orders.

62. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Sales order How many orders do you enter on a peak day? On a peak day we enter between 300 and 400

orders

Please list all time-intensive Order Placement

operations/processes that need to be addressed?

The only time-intensive Order Placement

operation/process are Order entry, Truck entry,

Order booking and Shipping.

Which operations/processes do you want to streamline

for Order Placement?

We want to streamline automatic

communication of entered and booked orders,

truck scheduling, transporter management and

receivables management.

63. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Sales order To what extent do you capture demand class information

for sales orders for your production plan?

This is currently being done manually.

64. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Order

fulfillment and

customer details

Do you automatically number new customers as they are

created? If so please describe the process and highlight

any exceptions.

Yes we automatically number new customers

are they are created. The numbers are

automatic, system generated.




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Requirement

Description


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65. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

customer details Do you have a central registry of customers which

supports more than one business? If so please describe

pertinent differentiating aspects of the registry

Currently we do not have a central registry of

customers supporting more than one business.

66. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

customer details What type(s) of customers do you have? We have two types (Internal & External)

How do you maintain/audit your Customer data? Customer data is maintained through the ERP

System.

How do you group your customers?

Grouping done as per Channels i.e.

Reseller, Retail, Card, CI and independent

67. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Order and

pricing

Do you use Customer agreements/contracts to manage

specific price lists? If so please list and decode

abbreviations to meanings.

No. We do not use Customer

agreements/contracts to manage specific price

lists.

68. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Order and

pricing

Do customers have multiple price lists? Do you use best

price pricing?

We do not have multiple customers’ price lists.

We do not use best price pricing.




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Description


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69. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Order and

pricing

Are there any time-intensive Order Fulfillment

operations/processes that need to be addressed?

The time-intensive Order Fulfillment

operations/processes that need to be addressed

will be agreed upon at contracting stage.

70. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Order and

pricing

Do you compute the average selling price of a product

on a regular basis? If so please describe how the setup

and process works.

We do not compute the average selling price of

products.

71. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Order and

pricing

Do you create additional price lists in your business or

customers? If so how many and how often?

Yes, we create additional pricelists and

customers. The additions are one-off done

during customer creation

Do you discount by Customer? If so please elaborate on

setup and processing.

We do not offer customer specific discounts

72. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Order and

pricing formulas

Do you price using formula based pricing? Please explain.

Do you dynamically calculate the price based on a single

or complex formula? Please provide details on setup and

calculation?

We do not use formula based pricing. Our

pricing is guided by the Energy Regulatory

Commission.




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Description


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73. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Order

Fulfillment

How do you maintain your Order Fulfillment data?

The Order Fulfillment data is maintained in the

system

74. P04 Alignment

and Optimization

of Order to Cash

Cycle Systems

Order

Fulfillment

How may shipments per month? There is no standard number of shipments

done per month. The number of shipments

depends on the demand for product.

If applicable, could one departure have several Customer

destinations?

Yes some departures have several customer

destinations.

Is a delivery schedule integral with your current business

software?

The delivery schedule is not integral with the

current business software.

75. P05

Implementation of

Enterprise Asset

Management

Maintenance

department

structure

What is the organizational structure of the Maintenance

department?

The department has a manager and eight

engineers assigned to specific regions nationally.

76. P05

Implementation of

Enterprise Asset

Management

Maintenance

department

Maintenance cost to be tracked department wise or not? The Maintenance Account is centralized, with

costs tracked to a single account.




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77. P05

Implementation of

Enterprise Asset

Management

Maintenance

department

What are the maintenance departments and what are the

types of resources (skill set of people) you own?

The maintenance department consists of Civil

Maintenance, Electrical Maintenance and

Mechanical Maintenance.

The skill sets are civil engineering, electrical

engineering and mechanical engineering.

78. P05

Implementation of

Enterprise Asset

Management

Maintenance

Operations

How the shop-floor users log their maintenance request

or work request?

Users log their maintenance requests via Phone

calls to the customer service centre who then

capture the details in a worksheet and channel

it to the Maintenance engineer

79. P05

Implementation of

Enterprise Asset

Management

Maintenance

Operations

Describe the flow of work order execution cycle The engineer upon receipt of the request from

customer service will issue instructions to

contractors for action after a PO approval in

the system. Successful completion will lead to

signing of Job card by the dealer to facilitate

GRN & invoice payment

80. P05

Implementation of

Enterprise Asset

Management

Maintenance

Operations

What are the types of maintenance carried out The types of maintenance carried out are Civil

Maintenance, Electrical Maintenance and

Mechanical Maintenance.

81. P05

Implementation of

Enterprise Asset

Management

Maintenance

Operations

Whether you are maintaining Priority of WO? This information will be provided to successful

bidder upon award and contract signing




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82. P05

Implementation of

Enterprise Asset

Management

Maintenance

Operations

How you are handling sub-contracting and OSP

processes?

We do not handle sub-contracting in our

current ERP system.

83. P05

Implementation of

Enterprise Asset

Management

Maintenance

Operations

How do you equipment repairs and replacements Equipment repairs and replacements are done

on need basis as per the engineer’s assessment

84. P05

Implementation of

Enterprise Asset

Management

Maintenance

Operations

How do you Monitor maintenance asset performance Monitoring of maintenance is currently

manually done by the engineers

85. P05

Implementation of

Enterprise Asset

Management

Maintenance

Operations

What is the process of handling repairable spares? Repairable spares are disposed-off.

86. P05

Implementation of

Enterprise Asset

Management

Maintenance

Asset and

Activity

How many assets or equipment do you have in your

asset master?

We have in excess of 3000 equipment in our

asset master.

87. P05

Implementation of

What is the asset codification scheme? We currently don’t have an asset codification

scheme.




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Requirement

Description


asked)



Enterprise Asset

Management

Maintenance

Asset and

Activity

Do you have any classification between assets? Yes we have a classification of assets. Assets

are classified into current and fixed assets

88. P05

Implementation of

Enterprise Asset

Management

Maintenance

Asset and

Activity

What are the asset-attributes or equipment information

you are maintaining?

The asset- attributes maintained are namely;

type, serial number, and year of manufacture

where applicable.

89. P05

Implementation of

Enterprise Asset

Management

Maintenance

Asset and

Activity

Whether you are maintaining criticality of Assets? Yes we are maintaining critical assets

90. P05

Implementation of

Enterprise Asset

Management

Maintenance

Asset and

Activity

Whether you are currently maintaining any Maintenance

Routing, Asset Routing, Asset Bill of Material, and

Maintenance Bill of Material?

Maintenance Routing, Asset Routing, Asset Bill

of Material, and Maintenance Bill of Material

are currently not being done.

91. P05

Implementation of

Enterprise Asset

Management

Maintenance

Asset and

Activity

What is the asset deactivation

process?(Decommissioning)

We manually dispose obsolete assets in line

with the Public Procurement and Asset Disposal

Act, after which we retire these obsolete assets

from the ERP system.

92. P05

Implementation of

Enterprise Asset

Management

Maintenance

Costing

How the cost-roll-up structure or parent-child

relationship is defined?

The cost-roll-up structure or parent-child

relationship is currently not defined.




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Requirement

Description


asked)



93. P05

Implementation of

Enterprise Asset

Management

Maintenance

Costing

Describe your current costing process? What kind of

purchase agreements do you have (rate contract /

blanket PO etc) for maintenance?

Our current costing process is done as per

market rates and as a result of tendering and

contracting process

The kind of purchase agreements we have for

maintenance are rate contracts

94. P05

Implementation of

Enterprise Asset

Management

Rotating spares

and MRO stock

in store

Do you have any classification between spares? We don’t have any classification between

spares

95. P05

Implementation of

Enterprise Asset

Management

Rotating spares

and MRO stock

in store

How do you do your stock management for maintenance

stores (Min-Max/Reorder/etc)?

We don’t have maintenance stores at National

Oil hence no stock management

96. P05

Implementation of

Enterprise Asset

Management

Rotating spares

and MRO stock

in store

Whether they are using direct-charge-item or non-stock

item in maintenance job?



97. P05

Implementation of

Enterprise Asset

Management

Rotating spares

and MRO stock

in store

How is communication carried out between stores and

maintenance departments?






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Description


asked)



98. P05

Implementation of

Enterprise Asset

Management

Rotating spares

and MRO stock

in store

How maintenance department return back excess

material to store?



99. P05

Implementation of

Enterprise Asset

Management

QA in

Maintenance

What are the quality control measures currently in place

and what role does the Maintenance department have to

play in this?

A job card is signed by the dealer as evidence

of work done. There is also inspection and

acceptance carried out by the maintenance

engineers as per the Public Procurement &

Asset Disposal Act 2015

100. P05

Implementation of

Enterprise Asset

Management

Maintenance Do you have any failure analysis system? We currently do not have any failure analysis

system in place.

101. P05

Implementation of

Enterprise Asset

Management

Maintenance What are your major problem areas in Maintenance? The major problem areas in Maintenance are:

Automatic scheduling of preventive

maintenance, billing of maintenance done,

Maintenance history for assets

102. P05

Implementation of

Enterprise Asset

Management

Maintenance Do you contractors employee for shutdown and other

activities for Maintenance

We do not contract employees for shutdown

and other activities for maintenance. Our

engineers get in touch with specific contractors

in charge of the regions, who then assign their

employees to carry out the maintenance.




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Description


asked)



103. P05

Implementation of

Enterprise Asset

Management

Maintenance Summarize the Key Performance Indicators (KPIs) you

use and state how you measure/track and control each of

these (E.g. Mean Time Between Failure (MTBF) and Mean

Time To Repair (MTTR))?

This is to be agreed at contracting.

104. P05

Implementation of

Enterprise Asset

Management

Maintenance Any third party integration with present maintenance

software. Explain about your Reliability centered

Maintenance

There is currently no third party integration with

present maintenance software.

105. P07

Implementation of

Oracle Contracts

for Procurement

Contract terms

for

Procurement

Agreements

How do you create and maintain online Contract

Standard Terms

We do not create and maintain online Contract

Standard Terms, however this is desirable.

106. ‘

‘

P07

Implementation of

Oracle Contracts

for Procurement

Contract terms

for

Procurement

Agreements

Do you have Contract negotiation with Suppliers We have contract negotiation with suppliers,

however this done manually and not in the ERP

system.

107. '

]

P07

Implementation of

Oracle Contracts

for Procurement

Contract terms

for

Procurement

Agreements

Do you expect for Contract Signatures and Printing, and

integration with Oracle Sourcing, iSupplier Portal and

Oracle Purchasing.

Yes we expect Contract Signatures and Printing,

and integration with Oracle Sourcing, iSupplier

Portal and Oracle Purchasing.




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Description


asked)



108. ‘ P07

Implementation of

Oracle Contracts

for Procurement

Contract terms

for

Procurement

Agreements

Do you at present enforcement, evaluation and closeout

for procurement contracts

Yes we at present enforce, evaluate and

closeout procurement contracts manually.

109. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

Are your requisitions or PO's associated with quotations?

How?

Yes, requisitions and PO's are associated with

quotations.

For every procurement there must be PR

whose contents and number are used to

generate quotations and subsequently POs.

Is RFQ/Auction process being followed for supplier

quote/Bid selection?

The RFQ/Auction process is followed for

supplier quote/Bid selection.

Do you use request for quotations/bids? Yes. We use requests for quotations.

How many RFQ's do you issue per month?

The number of RFQs varies from one month to

another depending on the needs initiated.

110. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

How are RFQs presently managed with respect to

creation, transmittal, receipt/analysis and approval?

Creation, approval and transmittal of RFQ’s of

done online. Receipt and analysis is done

manually.

111. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

How do you enter/maintain quotations and other

quotation information from your vendors?

Entry/Maintenance of quotations and other

quotation information is done through the ERP

System Serialized Filing.




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Description


asked)



112. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

Do you require RFQ's before you create a purchase

order?

No, an RFQ is not necessarily required before

creation of a purchase order.

113. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

What paperwork is involved to submit a requisition?

An approved procurement proposal is required

in order submit a requisition.

114. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

How does your company monitor the Win/Loss rate in

the RFP process?

The Corporation at present monitors the

Win/Loss rate in the RFP process through a

manual process.

115. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

Do you maintain quotations/bids history? How long?

We maintain quotations/bid history for a period

of six years.

116. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

At present do you have any tender board to be

published the RFP/RFQ in the website

No. We do not have any tender board to be

published in the RFP/RFQ in the website.

117. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

What are the types and source of tenders like Limited

tender public source etc?

The types of tenders are open tender and

restricted tender.




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Description


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118. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

Do the supplier purchase the tender document in order

to participate

No. Suppliers do not purchase tender

documents in order to participate.

119. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

Do supplier have to pay bid money to participate in the

tender?

Suppliers do not have to purchase tender

documents in order to participate. Bidders may

view/obtain/download tender documents free of

charge from the National Oil Website. Please

refer to clause 1.2 of the tender document.

However, should a bidder be interested in

obtaining a hard copy of the tender document,

a fee of not more than Kshs 1000/- is charged.

Do you have performance bond for awarding supplier Yes there is a performance bond for the

awarding supplier. Please refer to the Appendix

to Instructions to Tenderers -Performance

Security




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Description


asked)



120. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

Does your company respond to Request for Proposals

(RFPs) to obtain work? If so - please describe how this

process works - please highlight any pertinent flags,

statuses, etc.

The Corporation responds to Request for

Proposals (RFPs) to obtain work.

For details on how the process works, please

refer to Section II of the tender document

‘INFORMATION TO CONSULTANTS’

121. P08

Implementation of

Oracle Sourcing

Obtain Bids &

Quotations

How do you optimize the Award processing? Please

explain on your bid evaluation for services and materials.

The award process is optimized through Quality

Cost Based Selection. Refer to the Appendix to

Instructions to Tenderers, Clause 2.7 of the

tender document.

For bid evaluation, please refer to Sections

2.6, 2.7, 2.8, 2.9, 2.10, 2.11, 2.12 of the

tender document and the Appendix to

Instructions to Tenderers, Clause 2.7 –

EVALUATION OF TENDERS.

122. V – Terms of

Reference

C - Scope Please provide list of modules planning to be implement

with in Oracle Projects.

Please refer to SECTION V-(TERMS OF

REFERENCE) of the tender document.

123. V – Terms of

Reference

C - Scope How many Operating Units are planned within Oracle

Projects implementation?

Refer to # 2 of this table.




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124. V – Terms of

Reference

C - Scope In the process of evaluation any gaps identified in the

oracle projects. Please specify the customization %

identified as during evaluation process.

The details of the gaps identified in the Oracle

Project will be shared during contract signing

125. V – Terms of

Reference

C - Scope Are they looking for any integration with third party

system with Oracle Projects? If any such system exists,

kindly provide some information on the third party

systems like: Primavera.

Please refer to SECTION V_ TERMS OF

REFERENCE. Part A. Background (ii).

No system exists currently.

126. V – Terms of

Reference

C - Scope During data migration process, historical data is

considered for migration or only open project balances

are considered for migration.

Historical data will be considered for migration.

127. V – Terms of

Reference

C - Scope Are they planning to maintain separate projects specific

inventory.

The plan is not to maintain separate projects

specific inventory.

128. V – Terms of

Reference

C - Scope As a process, are they planning to integrate work order

cost to oracle projects?

The consultant and the client will agree on the

best solution

129. V – Terms of

Reference

C - Scope Are they using any tools for scheduling the work order

example: Maximo is used for scheduling?

No. There are no tools for scheduling the work

order.




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130. V – Terms of

Reference

Project

Management -

General

What are all the current E-Business suite modules running in

NOC?

Refer to #1

131. V – Terms of

Reference

Project

Management -

General

What is the current E-Business Suite application version Refer to #1

132. V – Terms of

Reference

Project

Management -

General

Request you to provide a systems flow diagram for connectivity

/ integration between your current business applications?

This will be shared at contractual stage

133. V – Terms of

Reference

Project

Management -

General

We assume that, project can be delivered / executed as onsite

and offshore model. Please confirm.

Please refer to #10.

134. V – Terms of

Reference

Project

Management -

General

Kindly provide the no. of concurrent users accessing the

current applications module wise

Please refer to #2.

135. V – Terms of

Reference

Project

Management -

General

How many environments (TEST, UAT, DEV & PROD) are in

place currently?

There are two (2) environments in place

currently namely; Test & Production




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136. V – Terms of

Reference

Project

Management -

General

Whether any BI (Business Intelligence) reports needed? Yes. Business Intelligence reports will be

needed.

137. V – Terms of

Reference

Project

Management -

General

We assume that, NOC will share the functional / technical

documents for the existing implemented applications?

Yes National Oil Corporation will share the

functional / technical documents for the existing

implemented applications during contract

signing.

138. V – Terms of

Reference

Project

Management -

General

Is any internal team is available with NOC to provide the first

level support?

Yes. There is an internal team available at

NOC to provide the first level support

139. V – Terms of

Reference

Project

Management -

General

We assume that the DBA related activities will be performed

by the bidder during this implementation. Kindly confirm.

We confirm that the DBA related activities will

be performed by the bidder during this

implementation

140. V – Terms of

Reference

Project

Management -

General

Please provide the organization structure The organization structure will be shared during

contract signing.

141. V – Terms of

Reference

Project

Management -

General

What is the number of sites these companies located? What

are these sites?

Please refer to #6 above.




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142. V – Terms of

Reference

Project

Management -

General

Does all the location have the same chart of accounts,

calendar and functional currency?

Yes. All the locations have the same chart of

accounts, calendar and functional currency.

143. V – Terms of

Reference

Project

Management -

General

Is the current implementation a single language (English)

implementation or bilingual implementation?

The current implementation is a single

language- English

144. V – Terms of

Reference

Project

Management -

General

Provide a brief overview about the architecture in Oracle

applications in your existing application version

No. of Business Groups-

No. of Set of Books –

No. of Legal Entity –

No. of Operating Unit-

No. of Inventory Org -

Please refer to #4.

145. V – Terms of

Reference

Project

Management -

General

How long is the application being in use? The ERP has been in use for approximately 8

years.

146. V – Terms of

Reference

Project

Management -

General

Do you have any specific start date in mind for kick starting

the project? If so kindly provide your plan details

National Oil hereby clarifies that the

commencement date of the assignment will be

specified after Award of the Contract.




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147. V – Terms of

Reference

Project

Management -

General

Does the documentation need to be in any other apart from

English for any of the country?

The documentation will be English Only.

148. V – Terms of

Reference

Project

Management -

General

Can we assume that all CRP sessions would happen in a single

location?

No, we cannot assume that all the CRP sessions

will happen in a single location.

149. V – Terms of

Reference

Project

Management -

General

We assume that the existing global instance will be used for

this roll-out. This would require uninterrupted connectivity and

VPN access to Dev/Test/Prod instances. We assume that GTS

will provide access to these environments for the GTS team?

Please confirm.

The Entire project will be an ONSITE ONLY

project. Hence there will be no need for VPN

access.

150. V – Terms of

Reference

Project

Management -

General

Is there any requirement for development of Reports in other

Languages?

There is no requirement for development of

Reports in other Languages. The language used

shall be English Only.

151. V – Terms of

Reference

Project

Management –

General

Any third party tools used? Pl mention technical details, source

code and documentation availability?

No. There are no third party tools used.

152. V – Terms of

Reference

Project

Management –

General

Pl mention the number of custom interfaces built with details? There is no existing solution currently hence no

custom interface.




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153. V – Terms of

Reference

Project

Management –

General

Do we have the documentations for the existing implemented

solution

There is no existing solution currently, hence no

documentation.

154. V – Terms of

Reference

Project

Management –

General

Training: How many users need to be trained? Can we

propose train the trainer approach?

All the users (OVER 200) need to be trained

through one-on-one training approach.

Train the trainer approach is not acceptable.

155. V – Terms of

Reference

Project

Management -

General

Required Licenses will be procured and provided by NOC as

part of this project? Please clarify?

Yes. NOC will procure the licenses.

156. V – Terms of

Reference

C - Scope Please specify present release of ERP system. Is there any

other language configured apart from English

Refer to #1

157. V – Terms of

Reference

C - Scope Please provide list of modules implemented in ERP as of

now.

Refer to #1

158. V – Terms of

Reference

C - Scope How many total & concurrent Users are there? Number

of Forms and Self Service Users?

If possible, please provide these details by function.

Refer to #2




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Description


asked)



159. V – Terms of

Reference

C - Scope Enterprise structure-

Please specify the present configuration in EBS like

Business Group, Ledgers, Operating Units, Inventory

organizations, etc. Are all these entities only in Kenya or

there is any multi country setup?

Refer to #3

160. V – Terms of

Reference

C - Scope How many Custom Schemas & Custom Tops are in

place.

Refer to #4

161. V – Terms of

Reference

C - Scope Are there any custom objects defined in Apps Schema. Refer to #5

162. V – Terms of

Reference

C - Scope What is total no. of custom objects? Please provide

details of the same including integrations, if any.

Refer to #6

163. V – Terms of

Reference

C - Scope Please provide details of identified gaps, customizations,

integrations, changes in setup, etc to be done by each

identified project from P01 to P12 so that we can scope

for the same.

Refer to #7




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# RFP Section

Reference

Requirement

Description


asked)



Is there any specific sequence identified to implement all

the 12 projects or they can go in parallel? Please

elaborate.

164. V – Terms of

Reference

C - Scope Please provide the integration method (DB Link, Web

Service, Flat File, etc.) as well as used options (Open

Interface, Standard EBS API, Custom API, etc.) for the

existing interfaces/interactions between Oracle EBS and

other applications

Refer to #8

165. V – Terms of

Reference

D –

Implementation

Arrangements

Support Service for Current existing ERP system –

How is support carried out presently?

What is the team size supporting present system

Is this support handled completely onsite?

Refer to #9

166. V – Terms of

Reference

D –

Implementation

Arrangements

Is this project supposed to be executed onsite only or

onsite-offshore mode is acceptable?

Refer to #10

167. C. Scope of Work P10

Alignment and

Lists out the modules implemented for HCM Track.

Core HR & SSHR




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# RFP Section

Reference

Requirement

Description


asked)



Optimization

of Human

Resources and

Payroll

Systems - HR -

Generic

How many registered companies and Sub companies are

there in NOC Kenya?

How many Division, Departments, section, sub section

are there?

Is your HR operation centralized or decentralized?

What is the head count of employees working in NOC

Kenya

Is it a single Business Group implementation or Multiple

Business Group

There is only one registered company, NOC

Kenya.

There are three (3 )Division, eleven (11)

departments & about twenty four (24)sections

The HR operation is centralized.

There are two hundred and thirty (230)

employees working at NOC Kenya.

National Oil Corporation of Kenya (NOC) is a

Single Business Group

168. C. Scope of Work P10

Alignment and

Optimization

of Human

Resources and

How many payrolls do you have? What is the head

count per payroll if you have multiple payrolls?

What are the payment methods used for payroll

disbursement (eg, bank transfer, cheque, cash)

There is one payroll. The head count for this

single payroll is two hundred and thirty (230).

The payment method is Electronic Funds

Transfer (EFT)




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# RFP Section

Reference

Requirement

Description


asked)



Payroll

Systems -

Payroll -

Generic

What are the currencies in which employees are getting

paid?

How many earning and deduction elements are there?

Employees are paid in Kenya Shillings

There are Statutory and Voluntary deductions

as per the Kenya Employment Act.

169. P10

Alignment and

Optimization

of Human

Resources and

Payroll

Systems

Training How many power users are expected to be trained for

the alignment and optimization of Human Resources and

payroll systems project?

Module No Of Users

Core HR

Payroll

SSHR

iRecruitment

OLM

PMS

Succession

Planning

The power users expected to be trained for

Alignment and Optimization of Human

Resources and Payroll systems project

Module No Of Users

Core HR 7

Payroll 7

SSHR 230

iRecruitment 7

OLM 230

PMS 230

Succession

Planning

230

170. V – Terms of

Reference

C – Scope Enhancement of existing modules and implementation on

new modules location is only in Nairobi, Kenya?

Enhancement of existing modules and

implementation on new modules shall be




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# RFP Section

Reference

Requirement

Description


asked)



carried out in Nakuru, Kisumu, Mombasa,

Eldoret and Nairobi.

171. V – Terms of

Reference

C – Scope Earlier OPM and GTS Energy Apps modules were

implemented. Are they being used currently?

If not, which modules are implemented to replace OPM

and Energy Apps?

The Earlier OPM and GTS Energy Apps

modules implemented are no longer in use.

OPM was re-implemented, refer to #1

172. V – Terms of

Reference

C - Scope Did the Organization structure changed when compared

to earlier implementation? Earlier it was one Ledger, one

legal Entity, and one Operating Unit with multiple

inventory organizations.

The Organization structure shall be shared

during contract sign off and implementation.

173. V – Terms of

Reference

C - Scope Additional business processes that were added post the

earlier implementation.

The following business processes were added,

Business Intelligence, Land and Cost

Management, Fixed Assets

174. V – Terms of

Reference

C - Scope With how many third party systems are integrated with

Existing EBS environment? Please list the interfaces with

details like Out bound only, inbound only, or both.

EBS is currently integrated with Petrolplus card

system.

The details of the integrations will be shared at

contract sign off and implementation stage.

175. V – Terms of

Reference

C - Scope Module wise List / count of reports that needs

enhancement and the one that should be developed

afresh for existing modules.

The modules list/count of reports that need

enhancement and the ones that need fresh

development will be agreed during

implementation.




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Except as clarified herein, all the other terms and conditions of the tender remain as is and are unchanged.

In order to give the tenderers ample to time to effectively respond to the tender as per this 1st Addendum, the Cover Page, Clause 1.6, Clause 2.5.5(b),

and Clause 2.5.4 of the Appendix to Instructions to the tenderers, that give the tender closing date and time as 11th April 2017 at 1000hrs have been

amended and changed and the new tender closing date and time has been extended to 19th April 2017 at 1000hrs (East Africa Time).

Bidders who have already submitted their tender documents (proposals) and wish to amend them after this 1st addendum prior to the tender closing date

and time (19th April 2017 at 1000hrs), can do so by submitting additional documents clearly labeled “amendment/addition to the Request for

Proposal for Provision of ERP Project implementation. - REF No. NOCK/PRC/03(1219)2016-2017

For: Ag. CHIEF EXECUTIVE OFFICER

National Oil Corporation of Kenya NO Ref No.€¦ · National Oil Corporation of Kenya NO 1st...

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