Oman Oil Refineries and Petroleum Industries Company … - Invitation...Integration with SAP –...

Oman Oil Refineries and Petroleum Industries Company SAOC 9900006684, Management of Change (MoC) Software for Orpic

Section T1 – Invitation to Tender, Rev.0, December 2014 of 13

Attention: To whom it may concern

Date: 06th July 2015

From: Sheikha AL HADDABI, Contract Engineer Email: [email protected]

Our Reference:

9900006684

Tender No.:- 9900006684 Tender Title :- Management of Change (MoC) Software for Orpic

Dear Sir, Oman Oil Refineries and Petroleum Industries Company SAOC (hereinafter referred to as “Orpic” or “the client”) invites “Tenderers” to tender for the Service in accordance with the terms and conditions set down in the “Tender Documents”. If you are a successful Tenderer, you shall be required to enter into a Contract in accordance with the Form of Agreement. The Tender Documents shall comprise the following Sections:

T1 Invitation to Tender (this letter including the pages attached hereto) T2 Instructions to Tender T3 Data to be provided by Tenderers C1 Form of Agreement C2 Special Conditions C3 General Conditions C4 Scope of Service C5 Schedule of Prices C6 Technical specifications and drawings- NOT USED C7 ICV Specifications C8 ICV Specifications -NOT USED C9 HSE Specifications C10 Data provided by Consultant

Only Section “T1 – Invitation to Tender” is provided; the other documents will be issued to interested Tenderers that pay the Tender Fee and submit to the undersigned:

a. The confirmation of payment of the Tender Fee, b. The Tenderer Data Sheet (Appendix 1) duly filled in, and c. The Confidentiality Declaration (Appendix 2) duly filled in and signed.

mailto:%[email protected]



In the preparation and submission of the Tender, the Tenderer shall comply with the Tender Documents. Orpic reserves the right to disqualify the Tenderer if any of the requirements defined in the Tender Documents are not met. Yours faithfully, For Oman Oil Refineries and Petroleum Industries Company SAOC (Orpic): Sheikha AL HADDABI, Contract Engineer



Oman Oil Refineries and Petroleum Industries Company SAOC

Tender number 9900006684

Management of Change (MoC) Software for Orpic

T1 – Invitation to Tender



Contents

1. Terms of Tender and Tender Overview .................................................................................. 5

1.1. Terms of Tender ...................................................................................................................... 5 1.2. Description of the Scope of Service ........................................................................................ 5 1.3. Minimum Requirements to Participate in Tender .................................................................. 5

2. Requirements to Collect Tender Documents .......................................................................... 5

2.1. Tender Details Sheet ............................................................................................................... 7 2.2. Tender Fee .............................................................................................................................. 7 2.3. Confidentiality Declaration ..................................................................................................... 7

3. Orpic Contract Engineer – Contact Point ................................................................................ 8

3.1. Communication ....................................................................................................................... 8

4. Tender Collection ................................................................................................................. 8

4.1. Collection of Tender Documents ............................................................................................ 8

5. Tender Bond ......................................................................................................................... 8

5.1. Requirements .......................................................................................................................... 7

6. Tender Clarification .............................................................................................................. 8

6.1. Arrangements ......................................................................................................................... 8

7. Outline Tender Process and Submission of Tender ................................................................. 8

7.1. Process .................................................................................................................................... 8 7.2. Timeframe ............................................................................................................................... 9

8. Contract Award .................................................................................................................... 9

8.1. Further assessment ................................................................................................................. 9

Appendix 1 – Tenderer details for this Tender ............................................................................. 10

Appendix 2 – Confidentiality Declaration .................................................................................... 12



1. Terms of Tender and Tender Overview

1.1. Terms of Tender

1.1.1. The terms and conditions applicable to this Tender Process are detailed in Sections T1 (including the cover letter), T2, T3.

1.1.2. T2 and T3 may only be available with the complete Tender Document following payment of the Tender Fee.

1.2. Description of the Scope of Service

1.2.1. Orpic owns and operates several petrochemical and refining facilities

that consist of two refineries. Orpic intends to acquire and implement Management of Change (MoC) software to improve MoC tracking in all Orpic facilities, and reduce the risk of accidents that could be caused by changes in plants and process. By implementing MoC software Orpic will mitigate negative consequences for people, environment, assets and reputation ensuring that changes in plants are well designed. The MoC software will improve tracking and follow-up ensuring that all changes comply with Orpic Procedure OP-2530-001 work flow, and key activities such as Risk Assessment, PSSR, Commissioning, etc. are carried out as required. The MoC software will also improve Documentation of all changes.

1.3. Minimum Requirements to Participate in Tender Requirements to Collect Tender Documents

1.3.1. MoC Software must be compatible with SAP and Meridium, so all changes will link directly to company’s equipment and process database, as well as the Company’s outlook email

1.3.2. Software must comply with flow diagram (attachment A), and Orpic MoC Procedure OP-2530-001 but must not be limited to it, OP-2530-001 which will be shared upon signing non-disclosure agreement

1.3.3. MOC must be fully integrated with current Orpic Maintenance, turnaround and engineering practices.

1.3.4. Software must provide a list of required documents or activities such as Risk Assessment, PSSR, Commissioning, procedure update, training, etc. From this list the minimum documentation will be required for each change depending in its complexity. This will be required to be able to close out the MoC.

1.3.5. Software should be able to accommodate different types of changes 1.3.6. Review and approval should be associated with digital signatures 1.3.7. Document attachment functionality for all stages in MOC 1.3.8. Checklist for MOC with drop down, radio button, Boolean answer

types along with Comments for each answer 1.3.9. Based on checklist answers system should automatically generate

reviews, approvals and tasks. 1.3.10. MOC qualifying filter at first stage as per Orpic MOC process 1.3.11. Automated Reviewer, Approver determination from SAP HR

Employee Master Data 1.3.12. Integration with SAP – Plant Maintenance for creating Maintenance

notification through MoC software, accessing SAP PM data



1.3.13. Integration with SAP – Project Systems for creating New Project for a MoC, accessing SAP PS data

1.3.14. Integration with SAP - HR module for accessing employee master data and assigning review, approval tasks, accessing SAP HR data

1.3.15. Integration with SAP EHS – Risk Assessment module for creating a Risk Assessment through MoC, accessing SAP EHSM data

1.3.16. Integration with SAP EHS – Incident Management module for generating a MoC from an Incident, accessing SAP EHSM data

1.3.17. Integration with SAP DMS for updating drawings, P&ID after MoC completion then task will be created to create new version in SAP DMS, also once the new version Document is released in SAP DMS, MoC should get updated for task completion, accessing SAP DMS data

1.3.18. Orpic wants to Implement MOC on any of its specific SAP or non-SAP Objects like Document versioning, BOM Change, Notification/Orders for plant change, Appropriation request for plant change, technical projects (major change in terms of DMS, Functional Location and Equipment) change of Asset Criticality (in Meridium) etc. then MOC must be able to link/integrate it automatically with smart status updates.

1.3.19. Status Change on mass basis must be available for whole process and reports on status change must be available with the fields “created by” and “created on” etc.

1.3.20. Automatic status updates, restrictions & limitations of the SAP linked Object must be considered and implemented. For example if notification is created automatically from a change request then notification status must be automatically reflected in the same request.

1.3.21. Workflow integration with MS – Outlook, for e.g Approval or review link in Outlook to access MOC software and also Review & Approval through pushbuttons within mail in Outlook

1.3.22. The software must allow the changes to go from initiation, evaluation and approval all the way until implementation and close out. Each step must be completed either with documentation or required approvals before passing to the next step

1.3.23. If Development is required to achieve the design process according to Orpic requirements then it must be done by Vendor.

1.3.24. MOC software should have detailed status network for tracking Change Requests in Awaiting Approval, In Process, rejected, On Hold, Approved, Incomplete statuses, this is for e.g but not limited to only these statuses

1.3.25. The software must allow easy tracking of all activities and must have a dashboard to provide immediate view of the status of all MoC

1.3.26. The selected software vendor will populate all active MoC in the software

1.3.27. The selected software vendor will carry out the end user & administrator training

1.3.28. Customized follow on actions in SAP must also be considered wherever necessary.

1.3.29. End to End process must be automatic without using any Legacy system and there must be no gaps in follow on automatic status updates.



1.3.30. While closing MoC, MoC software should check completion of all tasks, notifications, risk assessments, documentation update.

1.3.31. MOC process analytical reports and dashboard 1.3.32. All standard analytical reports / dashboards available in software

should be activated by Vendor. Also Vendor must be able to develop the custom reports (BI/ERP) as per business requirement of Orpic.

1.4. Tender Details Sheet

1.4.1. In order to correctly identify the Tenderer and the Tenderer’s point of

contact for this Tender Process, the Appendix 1 – “Tenderer Details for this Tender” shall be duly completed by the Tenderer and presented (by hand or scanned and forwarded via email) to the Orpic Contract Engineer before the Tender Documents can be released to the Tenderer.

1.5. Tender Fee

1.5.1. Requirements

1.5.2. The Tender Fee for this Tender is OMR 50 1.5.3. Prior to collection of the Tender Documents the Tenderer is required

to deposit a non-refundable ‘Tender Fee’ into the Orpic’s bank account:

Beneficiary : Oman Refineries and Petrochemicals Co. LLC Bank Name : HSBC Bank Oman SAOG Branch : Bait Al Falaj Swift Code : BBMEOMRXXXX Account No. : 002-083830-200 Currency: OMR A receipt confirming deposit and identifying the Tenderers' name and the Tender number (e.g. Int. Tenderer Co. deposit for Tender 9900005480) must be presented, by hand or scanned and forwarded via email, to the Orpic Contract Engineer before the Tender Documents can be released to the Tenderer.

1.6. Confidentiality Declaration

1.6.1. Prior to the collection of the Tender Document, the Tenderer shall sign

the attached Appendix 2 – “Confidentiality Declaration”. The Confidentiality Declaration must be completed, signed by an authorized person, stamped with the Tenderer’s company stamp and be presented, by hand or scanned and forwarded via email, to the Orpic Contract Engineer before the Tender Documents can be released to the Tenderer.



2. Orpic Contract Engineer – Contact Point

2.1. Communication

2.1.1. All communication with Orpic shall be through Clarification Requests as defined in Section T2 – “Instructions to Tender”, in writing and addressed to:

The Orpic Tender [number and designation of the Tender], The “Point of contact for this Invitation to Tender” or The “Point of Contact during the Tender Process”, Contract Engineer [Sheikha AL HADDABI, [email protected]].

To avoid the commonly made typing error, your attention is drawn to the fact that the above e-mail address domain ends with …@orpic.om, and NOT with .com

No Clarification Requests shall be entertained after the Clarification Request Closing Date defined in the table included in Article ‎‎6.2.1. Enquiries communication by telephone is strongly discouraged; and it shall be limited to the minimum necessary such as emergencies.

3. Tender Collection

3.1. Collection of Tender Documents

3.1.1. Once the Tenderer’s Details Sheet / Tenderer details for this Tender (Appendix 1), Confidentiality Declaration (Appendix 2) and confirmation of payment of Tender Fee have been received, as requested in Article ‎‎‎2, the Orpic Contract Engineer will send Tenderer/Tenderer the Tender Documents. The Tender Documents may be issued only by e-mail.

4. Tender Bond

4.1.1. Not applicable

5. Tender Clarification

5.1. Arrangements

5.1.1. Any request for Tender Documents clarification shall be addressed in writing and submitted to the Orpic Contract Engineer by the advised date.

6. Outline Tender Process and Submission of Tender

6.1. Process 1.1.1 The Technical Proposal Submission Date and the Commercial Proposal

Submission Date are the same and the Technical Proposal and Commercial

Proposal shall be in separate sealed envelope but enclosed in a single pakage or



box . The evaluation of the Technical Proposal and Commercial Proposal are the

discretion of Orpic and shall be as follows:

The evaluation of the Technical Proposal is conducted first and followed by

the evaluation of the Commercial Proposal subject to a satisfactory evaluation

of the Technical Proposal.

6.2. Timeframe

6.2.1. The Tenderer shall comply with the following Tender Process schedule:

7. Contract Award

7.1. Further assessment

7.1.1. In the event that Orpic considers a Tenderer’s proposal to be commercially viable, Orpic may subject Tenderer to a further technical and financial evaluation. Only when a Tenderer satisfies to Orpic’s technical, financial and commercial requirements will a Contract be awarded.

Activity Date

Issue of T1 – “Invitation to Tender” (either on Orpic website or by email)

06 July 2015

Tender Documents available for collection 06 July 2015

Final date for collection of Tender Documents 15th July 2015, 11h00

Clarification Request Closing Date 16th July 2015, 11h00

Technical Tender & Commercial Tender Submission Date

27th July 2015, 11h00



Appendix 1 – Tenderer details for this Tender The Tenderer shall duly fill in the form below:

General information

Tender / Contract number 9900006684

Tender / Contract title Management of Change (MoC) Software for Orpic

Full name of Tenderer

Postal Address

City

Country

Website

Office main telephone number

Country of registration

Status in Oman Agent / locally registered branch office / Omani LLC / foreign company

Ownership details (percentages and names, indicate where Omani)

_XX % - _XX% - _XX % -

Name of company and address to be awarded the Contract (if different from details above)

Full name

Registered address

City

Country

Office main telephone number

Status in Oman Agent / locally registered branch office / Omani LLC / foreign company

Ownership details (percentages and names, indicate where Omani)

_XX % - _XX % - _XX% -

Tenderer’s representative to which all Tender correspondence shall be addressed

Name of person

Fax number

Telephone number

Mobile number

Primary e-mail address (To be used for Orpic’s Tender communications)

Tenderer’s agent in Oman (if applicable)

Omani agent name

Postal address

Fax number



Telephone number

Mobile number

E-mail address

Our Omani agent is permitted to pick up the tender documents on our behalf

□ Yes. □ No, we will pick up the documents by ourselves. □ No, please send the documents to my foreign address stated above.

I, the undersigned , hereby declare that the information provided above is complete and accurate. On day of 2015 and signed by a duly authorized person on behalf of the Tenderer: (Signature)

Name: Position: For: Company Stamp:



Appendix 2 – Confidentiality Declaration The undersigned (the “Tenderer”), (Tenderer’s company name)

having its principal office at , (Tenderer’s registered address) hereby declares vis-à-vis Oman Oil Refineries and Petroleum Industries Company SAOC (“Orpic”), P.O. Box 282, PC 322 Sohar, Sultanate of Oman, to accept the following terms and conditions under which Orpic is prepared to communicate to the Tenderer certain Confidential Information pertaining to the Work / Service / Supply under the above-mentioned Tender as defined hereinafter. 1. Definitions

1.1. “Confidential Information” shall mean all knowledge, data or information acquired by the Tenderer from, or disclosed to Tenderer by Orpic, or on behalf of Orpic, in connection with the Tender Documents, Clarifications and the Tender Process in writing, drawings, magnetic tapes, computer programs or in any other way, as well as all knowledge, data or information derived therefrom, to the extent that such knowledge, data or information at the time of such acquisition or disclosure is not either already in the unrestricted possession of the Tenderer or part of public knowledge or literature.

1.2. “Confidential Record” shall mean all Tender Documents, Clarifications and any other

material containing Confidential Information.

1.3. “Third Party” shall mean any party other than Orpic or the Tenderer. 2. Confidentiality

2.1. The Tenderer shall preserve and cause its employees to preserve the confidentiality of any Confidential Information.

2.2. The Tenderer shall not, for any purpose other than the preparation and submission of a

Proposal: a. disclose to any Third Party or enable any Third Party to note the fact that Tenderer

has been invited to submit a Tender and/or, if applicable, the fact that the Contract is awarded to the Tenderer; or

b. reproduce, copy or use, or disclose to, place at the disposal of or use on behalf of any Third Party or enable any Third Party to read, copy or use any Confidential Information;

except with the prior written consent of Orpic.

2.3. The undertakings above shall continue insofar and for as long as the Confidential Information or Confidential Record in question has not:



a. become part of the public knowledge of literature otherwise than through any act or default on the part of the Tenderer; or

b. been disclosed to the Tenderer under an obligation to maintain secrecy by a Third Party (other than one disclosing on behalf of Orpic) who could lawfully do so and who did not derive such Confidential Information or Confidential Record from Orpic.

3. Copyright

3.1. The copyright in any Confidential Record shall, in the absence of any express provision to the contrary thereon, be vested in Orpic. Copyright in any record containing geological or geophysical data acquired or generated by the Tenderer in connection with the Contract shall be vested in Orpic.

4. Return of Confidential Record

4.1. If the Tenderer declines to submit a Tender or is notified that its Tender is unsuccessful, upon written notification thereof by Orpic, the Tenderer shall destroy electronic copies and return to Orpic all hard copies of the Tender Documents, including any Addenda and Clarifications.

5. Third Parties

5.1. Under the terms of this Confidentiality Declaration, the Tenderer shall ensure that if any of the Confidential Information comes to the knowledge and/or in the possession of any Third Party, the Tenderer shall require from such Third Party that it shall abide by stipulations equivalent to those contained in this Confidentiality Declaration.

6. Validity

6.1. This Confidentiality Declaration shall be valid for a period of three (3) years from the Tenderer signature date.

Agreed and accepted this day of 2015 and signed by a duly authorized person on behalf of the Tenderer: (Signature)

Name: Position: For: Company Stamp:

Oman Oil Refineries and Petroleum Industries Company … - Invitation...Integration with SAP –...

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