WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD · WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD REQUEST FOR...

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1 WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD REQUEST FOR PROPOSAL (RFP) FOR SUPPLY AND IMPLIMENTATION OF A HOUSING INVESTMENT ERP SYSTEM FOR WAUMINI HOUSING COOPERATIVE SOCIETY LTD SECTION I: INTRODUCTION INVITATION Interested firms are invited to submit a Technical and Financial Proposal for the supply and implementation of an investment ERP system for Waumini Housing Cooperative Society Ltd. Interested firms are expected to demonstrate thorough understanding of housing and investment business taking into account the fact that Waumini Housing is an Investment Cooperative Society offering a wide range of investment products ranging from land, housing, property, shares trading, and agribusiness. The demonstration should vividly identify the operational challenges faced by the housing cooperative societies and the capacity of the proposed system to address these challenges. BACKGROUND: Waumini Housing Cooperative Society Ltd was registered in March 2017 to address Waumini Sacco members’ investment needs. STATEMENT OF PURPOSE The purpose of this document is to solicit proposals for supply and implementation of an investment and financial solution that will meet the operational needs of the Society’s business. The primary objectives in acquiring the system are as follows: Define efficient system which will define the basis for supporting current and future Waumini Housing Cooperative Society business. Improve the ability to serve the Society members by leveraging technology to achieve a competitive advantage. Improve operational efficiencies throughout the Society’s operations Reduce overall operational costs, Enhance accurate reporting for both internal and external stakeholders.

Transcript of WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD · WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD REQUEST FOR...

Page 1: WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD · WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD REQUEST FOR PROPOSAL (RFP) FOR SUPPLY AND IMPLIMENTATION OF A HOUSING INVESTMENT ERP SYSTEM FOR

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WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD

REQUEST FOR PROPOSAL (RFP) FOR SUPPLY AND

IMPLIMENTATION OF A HOUSING INVESTMENT ERP

SYSTEM FOR WAUMINI HOUSING COOPERATIVE

SOCIETY LTD

SECTION I: INTRODUCTION

INVITATION

Interested firms are invited to submit a Technical and Financial Proposal for the supply and

implementation of an investment ERP system for Waumini Housing Cooperative Society Ltd.

Interested firms are expected to demonstrate thorough understanding of housing and investment

business taking into account the fact that Waumini Housing is an Investment Cooperative Society

offering a wide range of investment products ranging from land, housing, property, shares trading,

and agribusiness. The demonstration should vividly identify the operational challenges faced by the

housing cooperative societies and the capacity of the proposed system to address these challenges.

BACKGROUND:

Waumini Housing Cooperative Society Ltd was registered in March 2017 to address Waumini Sacco

members’ investment needs.

STATEMENT OF PURPOSE

The purpose of this document is to solicit proposals for supply and implementation of an investment

and financial solution that will meet the operational needs of the Society’s business.

The primary objectives in acquiring the system are as follows:

Define efficient system which will define the basis for supporting current and future

Waumini Housing Cooperative Society business.

Improve the ability to serve the Society members by leveraging technology to achieve a

competitive advantage.

Improve operational efficiencies throughout the Society’s operations

Reduce overall operational costs,

Enhance accurate reporting for both internal and external stakeholders.

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SECTION II: TERMS AND CONDITIONS

ACCESS TO INFORMATION

Interested firms are encouraged to liaise with the Society regarding any information that they may

require before submitting a proposal at least 7days before the submission date.

Our objective is to ensure that we provide you with all of the information you need in order for you

to provide the most complete response to this RFP as possible. Questions or requests for clarification

must be emailed to: [email protected]

A copy of all questions and their associated responses will be emailed to all participants as they are

received and addressed.

AMMENDMENTS

Any amendment shall be issued in writing through addendum. Addendum shall be sent by mail,

to all invited consultants and will be binding on them. The society may at its discretion extend the

deadline for the submission of proposals.

TENDER COSTS

Any costs incurred in preparing and providing a response to this RFP is solely the responsibility of

the firm. In addition, should the firm be chosen as one of the organizations to provide an onsite

demonstration of the system, the costs associated with that process will similarly be the sole

responsibility of the tenderer.

NON RESPONSE

Should the tenderer decide not to respond to this RFP, all materials and any duplicates of the RFP

documents must be returned

ELIGIBILITY

The Society’s employees, committee members, board members and their relative (spouse and

children) are not eligible to participate.

VALIDITY PERIOD

The Proposal must remain valid for 90 days after the submission date.

TECHNICAL PROPOSAL

In preparing the Technical Proposal, interested bidders are expected to examine the documents

constituting this RFP in detail. Material deficiencies in providing the information requested will

result in rejection of a proposal.

The Technical Proposal shall provide the following information at minimum:

i. A brief description of the firm’s organization and an outline of recent experience (within the

last three years) on assignments of a similar nature, duration of the assignment, contract

amount and firm’s involvement.

ii. A description of the methodology, staffing and monitoring of training and work plan for

performing the assignment.

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iii. Other information as per the attached Terms of Reference and RFP Questionnaire

iv. The Technical Proposal shall not include any financial information.

The majority of the key professional staff proposed must be professional employees of the firm and

have an extended and stable working relationship with it.

FINANCIAL PROPOSAL

The Financial Proposal shall provide the following information:

i. All costs associated with the assignment. As per the schedule of pricing attached to this

document.

ii. The Financial Proposal should clearly identify as a separate amount, the local taxes, duties,

fees, levies and other charges imposed under the law on the consultants, .

iii. Consultants shall express the price of their services in Kenya Shillings.

iv. Terms of payment

SUBMISSION, RECEIPT, AND OPENING OF PROPOSALS

The proposal shall be prepared in permanent ink and shall contain no 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.

Any proposal received after the closing time for submission of proposals shall be rejected.

After the deadline for submission of proposals, the date for public opening will be communicated to

tenderers by the tender committee.

PROPOSAL EVALUATION

From the time the bids are opened to the time the Contract is awarded, no tenderer should contact on

any matter related to his proposal .Any effort by the firm to influence the proposal evaluation,

proposal comparison or contract award decisions will result in the rejection of the consultant’s

proposal.

Evaluation of Proposals

The tender committee shall evaluate the proposals on the basis of their responsiveness to the Terms

of Reference, applying the evaluation criteria as follows:

Specific Experience of the tenderer relating to the system implementation

Adequacy of the proposed work plan and methodology in responding to the terms of

reference and in particular the request of proposal questionnaire

Qualifications and competence of the key staff for the assignment

Suitability to the transfer of Training

A proposal shall be rejected at this stage if it does not respond to important aspects of the

Terms of Reference.

Evaluation of Financial Proposals

The evaluation committee will determine whether the proposals are complete (i.e. whether the

tenderers have priced all the items of the corresponding Technical Proposal according to the terms

of reference and correct any computational errors. The cost of any unpriced items shall be assumed

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to be included in other costs in the proposal. In all cases, the total price of the Financial Proposal as

submitted shall prevail.

Mathematical errors shall be corrected as follows: If there is a discrepancy between the amount in

figures and amount in words, the amount in words shall prevail. If there is a discrepancy between

the unit price multiplied by the quantity and the total indicated, the unit price shall prevail and the

total corrected. The tenderer shall be notified of the correction and if they don’t accept it, the tender

will be rejected.

Formal Presentation

Based upon an evaluation of all of the proposals received, the Society will invite the vendors to make

a formal presentation/Demonstration regarding their proposals. These meetings will be arranged in

advance.

NEGOTIATIONS

The firm achieving the highest combined score will be invited for negotiations.

Negotiations will be held at Waumini premises with an aim of reaching agreement on all points and

sign a contract.

Negotiations will include a discussion of the Technical Proposal, work plan, staffing and any

suggestions made by the successful candidate to improve the Terms of Reference and the successful

candidate will then work out final Terms of Reference, staffing, logistics and reporting. The agreed

work plan and final Terms of Reference will then be incorporated in the contract.

Special attention will be paid to getting the most the firm can offer within the available budget and

to clearly defining the inputs required from to ensure satisfactory implementation of the ERP

system.

Before contract negotiations, we will require assurances that the experts will be actually available

and will not consider substitutions during contract negotiations unless both parties agree that undue

delay in the selection process makes such substitution unavoidable or that such changes are critical

to meet the objectives of the assignment. If this is not the case and if it is established that key staff

were offered in the proposal without confirming their availability, the firm may be disqualified.

The negotiations will conclude with a review of the draft form of the Contract and initialing of the

final copy of the contract.

If negotiations fail, the Client will invite the firm whose proposal received the second highest score

to negotiate a contract.

AWARD OF CONTRACT

After negotiations are completed, we will promptly notify other tenderers on the shortlist that they

were unsuccessful.

The parties to the contract shall have it signed within 14 days from the date of notification of

contract award.

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The Society may at any time terminate procurement proceedings before contract award and shall

not be liable to any person for the termination but it shall give prompt notice of the termination to

the tenderers and on request give its reasons for termination within 14 days of receiving the request

from any tenderer.

ACCEPTANCE OR REJECTION

The Society at its sole discretion, reserves the right to either accept or reject any and all proposals.

The existence of this request for proposal shall not, in any way, obligate the Society to take any

action regarding any response submitted by a vendor to this request.

CONFIDENTIALITY

Information relating to evaluation of proposals and recommendations concerning awards shall not be

disclosed to the tenderers who submitted the proposals or to other persons not officially concerned

with the process, until the winning firm has been notified that it has been awarded the Contract.

CORRUPT OR FRAUDULENT PRACTICES

The Society requires that the tenderers observe the highest standards of ethics during the selection

and award of the consultancy contract and also during the performance of the assignment.

The Society will reject a proposal for award if it determines that the firm recommended for award

has engaged in corrupt or fraudulent practices in competing for the contract in question.

SECTION III: - TERMS OF REFERENCE

SCOPE OF THE RFP

This RFP is a solicitation for information regarding the provision, implementation, and maintenance

of the Society ERP system. As such, our objective is to identify the system product that meets the

Society’s operational needs.

The purpose of this section is to provide insight into the information content which should be

included in your response to the RFP.

TECHNICAL PROPOSAL

System Capacity

You are expected to demonstrate thorough understanding of housing and investment business taking

into account the fact that Waumini Housing is an Investment Cooperative Society offering a wide

range of investment products ranging from land, housing, property, shares trading, and agribusiness

among other property management activities. The demonstration should vividly identify the

operational challenges faced by the housing cooperative societies and the capacity of the proposed

system to address these challenges.

Project Management

The activities to be provided by the vendor shall include the following:

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Development of an overall implementation strategy.

Development of technical standards for modifications, security, conversion/migration, and

system administration for all modules.

Development of a comprehensive implementation plan, including allocation of needed

resources.

Project timeline, staging and scheduling.

Task management and tracking.

Project meetings and documentation.

Training of the administrators and the system users

Training the Society staff

As part of the implementation process, the existing staff should gain significant expertise on the

operations of the system. Within this section, please identify the steps involved in getting our staff

familiar with all aspects of your system and detail the training methodology that will be used. This

should include any recommendations which your organization might have regarding training

programs and the skill enhancements required to effectively operate your system. In addition, any

cost implications of the training should be clearly indicated.

PROPOSAL STRUCTURE

In order to provide a direct comparison between the various suppliers/ vendors, a proposal format

and a standardized RFP Questionnaire has been provided. Prepare your proposal in the format

highlighted below. Also complete the attached questionnaire in detail. Attachments where required

must be provided. The Proposal and the questionnaire will be the only means whereby data provided

by your organization will be compared to that of other organizations. It is important, therefore, that

the proposal be comprehensively done and the questionnaire be completed properly. Adequate

amount of time should be committed to this task.

Proposal Outline

At minimum the proposal should contain the following:

Background Items

In this section, we are seeking information regarding the background of your organization in order to

access the ability of your organization to meet the task. The background should include:

Customer Base and References

Provide a list of at least three references that have contracted for the same or similar services. The

contacts should include the contact person, organization, telephone number and official email

address.

Waumini Housing Cooperative Society Ltd will contact these references only at the end of the

system selection process as part of the due diligence phase of vendor selection.

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The identified customers should be willing to answer questions concerning your company's

performance and services.

System Implementation

Methodology

In this section, provide information regarding the implementation methodology which your

organization utilizes. This should be framed in terms of the various stages associated with the

implementation (e.g., system installation, training, process definition, etc.). In addition, you should

clearly identify the tools which your organization utilizes for maintaining the project schedule and

required resources.

Technology Transfer

As part of the implementation process, our staff should gain significant expertise on the operations of

the system. Within this section, please identify the steps involved in getting our staff familiar with

all aspects of your solution. This should include any recommendations which your organization

might have regarding training programs.

Documentation

In this section, you should define the type of documentation that is available within your system.

Specifically, is there on-line documentation at both the screen and field level? There should be an

operating manual for the system which should be modified in line with our operations. The dataflow

and process flow diagrams must be indicated.

Data Conversion

Currently, we have our member’s database in Microsoft excel.

This section should define the approach that can be adopted to take regarding the conversionand or

migration of the Society’s data to the proposed system.

This should include:

Database analysis and data mapping

Conversion program writing

Data integrity checking and audit methodology

Post-conversion clean up

Society Resources

Within this section, identify the recommended resources (both technical and functional user areas)

that are required for the successful implementation of the system. You must demonstrate an

understanding of your current and post implementation requirements.

Technology

Define the technology platform(s) used by the proposed solution.

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This should include:

The application development environment

The database(s) supported

Database server operating system(s) supported

Hardware requirements

Client or end-user operating system(s) supported

Network environment(s) supported requirements and the annual maintenance fee payable.

Detailed System Requirements

The vendor should complete the detailed System Functional requirements for the Society as detailed

in the RFP questionnaire (Section IV)

FINANCIAL PROPOSAL

Product System Pricing

This section of your response should define the detail of how you price your system. It should

include the price to purchase the system as well as any costs associated with installation of the

system and training of users, operation and maintenance of the proposed system. Costing should

also include associated system costs, which includes license fees and other required features such as

maintenance, upgrades, consultation and support fees, and post-implementation training costs and

services.

Also included should be any costs associated with other products (integration tools, development

tools, operating system, etc.) that are required in order to implement and efficiently operate the

proposed solution.

The warranty period associated with the system should also be defined within this section. Make

sure to specify not only the duration of the warranty period, but also the relationship between the

warranty period and the onset of a maintenance and support agreement.

Invoicing

Describe your proposed fee schedule and terms of payment. Indicate payment terms in regard to any

available percentage discount for early payment. Within this section, also define any “acceptance”

period during which we shall have the opportunity to exercise the system and receive a full refund

on system payments made in the event that the system does not perform as specified during the sales

process. Define clearly any annual licence payment.

TERMS AND CONDITIONS

Vendors are required to adhere to the above terms and conditions.

VENDOR REQUIREMENTS & INSTRUCTIONS

Information is to be provided for all sections within this document as defined within each section.

On the attached RFP Questionnaire, you will find areas for providing your responses to each of the

elements within the various sections.

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SECTION IV: REQUEST FOR PROPOSAL QUESTIONNAIRE

A. PRELIMINARY EVALUATION

General Questions Response

► Administration

The company name

The time frame for vendor demonstrations and/or site visits is

The selected vendor's proposal and response to this RFP will be included as exhibits in the

contract with the vendor.

The vendor must state in the contract that all features and functions described in the proposal as

part of the system will be present in the initially installed system.

► Instructions

Provide these supporting materials: a) executive summary, b) company, c) software, d)

hardware, e) references, f) documentation, g) implementation, h) sample contract, i) other.

The company section should include literature about your company, products and services.

The references section should list ALL customers. Provide name, address, contact person,

phone, software, hardware and date installed.

The implementation section should include an implementation plan and training schedule. Also

provide ongoing training schedules, class descriptions and costs.

► Vendor Profile

How many years has your company been in business?

What form of ownership (e.g. corporation, private) exists for your company? (Attach

registration documents)

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What were your company's gross and net revenues during the last three years? (Attach audited

accounts)

How many employees are dedicated to support, implementation, and development of the

proposed system?

How many NEW customers acquired the proposed system last year? In the year before that?

(Provide listing and contact persons)

Is your company involved now in any litigation with a customer or other entity? Within

the past 3 years? If yes, briefly describe.

What is your VAT, registration Number PIN Registration (Attach copies)

► System

When was the system first developed and installed? When was the last major release or

upgrade?

When is the next major system upgrade planned for this system? Briefly, what will be new?

System Interface – The system offers a Graphical User Interface for user friendliness - drag and

drop capability?

Are all system upgrade costs (e.g. custom programming, installation, and training) included in

support fees? If not, explain.

Will your company guarantee in the contract that the system will comply with all current and

future KRA and Government laws at no extra cost?

► Support

Where is the nearest support office to our location? How many technical staff? How many

developers?

Is your support department fully staffed around the clock for customers?

Do you have a guaranteed response time for answering customer problem calls? If yes, what is it?

How and when are known system problems (e.g. bugs, errors) resolved? Do you publish a list of

known problems?

Do you bill support? If yes, explain (e.g. fixed amount, variable, hourly)?

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Is travel time to our site billable? If so, at what rate? Briefly explain policy.

Will your company assume prime responsibility for all aspects of hardware and system

implementation?

Will initial training be performed at our offices or at your facilities?

What is maximum delivery time for custom programming jobs? Will you guarantee this in the

contract?

► Database

Support database used (1) Oracle (2) Sybase (3) MS SQL (4) My SQL (5) Other Specify

Does your system include any database reporting tools or special links to popular reporting

products that run under Windows? Which ones?

Will you provide a complete database dictionary that defines the contents and links for each

record and field, and allow access to the database from other Windows applications?

Are DDE (Dynamic Data Exchange) and OLE (Object Linking and Embedding) supported? Can

other Windows programs query your data and obtain access to records and field?

Does the database include any functions that are designed to ensure integrity and fault-tolerance

in a network environment?

► Hardware and Network

On what hardware platforms and operating systems does the system run?

Briefly describe the system architecture (e.g. centralized, network, open systems, PC based, LAN,

web based etc.).

What safeguards (e.g. fault tolerance, hardware redundancy) are included that eliminates

unplanned downtime?

If the system employs a network does it support TCP/IP?

What items (e.g. cabling, air conditioning, backup power supply) are required that are not

included in your proposal?

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► Operations

Does the system require regularly scheduled (e.g. daily, monthly) down time for backups, system

maintenance, etc.? Briefly explain.

What are the data retention capabilities and recommendations for maintaining history on-line?

HELPDESK

Available Help desk for support

Support by E –mail, Phone travels, etc please define

NB: Please attach a completed copy of this questionnaire in your document submission.

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KEY (FOR FILLING STATUS COLUMN)

AV AVAILABLE

RE REQUIRES ENHANCEMENT (AND STATE TIME FRAME IN WEEKS)

NO NOT AVAILABLE (CANNOT BE PROVIDED)

B. TECHNICAL REQUIREMENTS:

LEVEL 2 DESCRIPTION STATUS

General The system should have an ability to validate entries and give alerts both in the event

of deviation from defined rules and upon specific events.

The system should be configurable to then prohibit transactions accordingly.

General The system should be able to handle multicurrency with Kenyan shilling (Kshs) as

the base currency and be available in English.

General The system should enable a basic workflow meaning that tasks in the system should

follow the business processes of the Society.

Flexibility and

scalability

It should be possible to configure new products and modify existing products

without vendor support.

Performance The system should be configured to handle a sufficient data volume and number of

concurrent users while maintaining quick response time.

Usability Generally a logical graphical user interface (GUI) is required and the menu structure

should be logical given content and workflow.

The screens need to be consistent with regard to layout, wording, and use of colour.

Reports need to be available as graphs too when required.

Interfaces The system should support a multi-branch installation and be tolerant to connection

downtimes. This is especially relevant to enable a network independent of where the

account has been opened or the member is domiciled.

The system should ensure data consistency across all system entities in different

branches and allow for integration between any stand-alone systems in the branches.

Interfaces The system should support batch report generation and import and export of data to

and from Excel, csv and other formats.

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Interfaces The system should allow upload of statements and lists provided by different banks

and employers.

Interfaces The system should allow for integration with external systems and specific devices

such as those for capturing fingerprints, point of sale (POS) devices, mobile phones

too and similar to enable mobile banking, money transfer, and employers’ systems

(if need be).

Interfaces The system should demonstrate thorough integration of the core functionality for

Housing and investment deposits, accounting, Human resources module, client

portal and Mobile banking.

It should have an architecture that allows expanding the system in an integrated

design to include functionality for provision of analytical reports e.g. Ministry of

Cooperatives reports, credit scoring and human resource management.

Data The data model should provide a unique member identifier (No series), be based on

a single database and provide unrestricted access to historical data.

Access

authorization

The system should provide access rights to users based on value based limits, role

and hierarchy.

The system should be able to accommodate management of group users. This means

one can for instance easily make all Society accounts (group) have exactly the same

rights.

The system should distinguish between read and write access

Access should be based on passwords that follow certain robustness and are

frequently replaced. E.g. the basis for the access rights could be a user network

profile framework from the Society domain.

The user management module should make it possible for the blockage of users by

the administrator without compromising their credentials .e.g. when one is away on

leave.

The system should only be accessible to duly authorized users, both at application

and DB level. Access to the system will be limited to users with defined user ids and

passwords.

The system should be able to allow creation of users and assignment of the users to

groups.

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The application system should have a centralized code management and control

system to ensure data integrity and uniformity throughout all the application

modules.

The system should be able to establish a time-out limit. If a user has logged into the

system and has not used the system for an established time frame, the user’s session

should be terminated. This time-out will require the user to re-enter their password

before continuing.

The system should be able to support other authentication technologies such as

biometrics.

When a user logs out, the system should be able to terminate any active processes

that are associated with that user.

The ability for a system administrator to log out users when necessary to perform

maintenance or other activities that require users to leave the system. Such log-outs

should provide for an orderly shutdown of the client workstation.

The system should be able to disable log-on capabilities if unsuccessful password

entry is attempted after a parameter-driven number of unsuccessful attempts and

provide for automatic notification to the system Administrator.

The system should be able to limit log-on of user IDs to one workstation at a time. If

such functionality is enforced and the user attempts to log onto a workstation while

already logged on another, the system should provide a message that the user ID is

already in use.

The system menus should not display application module, function and screen

options for which the user does not have access.

The system should be able to support secure remote access.

The system should be able to incorporate intrusion detection systems that send

automated alerts via SMS and email when an attempted unauthorized access occurs.

The system should be able to terminate user connections in case of network

interruption.

The system should have a system administrator, who shall be responsible for

defining users and security access levels within the system, creation of users and

issuing of rights.

The system Administrator should be able to define the time and days when the

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system is available to the user.

The system should have multi-level security controls to prevent unauthorized use of

system and corruption of data, restrict access to the database, maintain database

process controls, and log all database transactions. The system should support access

restriction capability.

Audit trail and

logging

The system should provide a comprehensive audit trail and record log attempts of

unauthorized access and session data.

The system should be able to log all events in the system and timestamp on them

with no capability of switching off the functionality.

The system should be able to generate an exception report for any attempts to turn

off the audit trail.

The system should have capability to allow filtering the logs e.g. by date, activity,

username.

The system should be able to download data to other applications such as audit

system in international standard formats.

The system should be able to provide audit trails that allow transactions to be traced

from source documents, original input, other systems, system generated transactions,

and internal assignment transactions through the entire system.

The system should be able to correct out-of-balance conditions discovered during

reconciliation process and maintain an audit trail of any such corrections.

The system should have audit trails that allow complete tracing of data errors as well

as results of the various operations of the system.

The system should have an audit trail that will show changes made to the system's

parameters and tables that would affect the processing or reprocessing of any

financial transactions and sending triggers on the same.

The system should allow for fine grain auditing at the database level.

Technology The application vendor should have an accurate version control process in place and

the database management system should ensure the security and integrity of the data.

The database must be relational.

Operations The system administrator should have access to the database, the source code and

have a dedicated module for administration.

The system should be robust and stable.

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Backup and

recovery

The system should support an automated daily backup both onsite and offsite and

have recovery functionality in place.

Documentation The vendor should supply exhaustive documentation including user manual and

technical system documentation.

Training The vendor should provide application training and timely and responsive support,

Support The vendor should agree to a service level agreement with the Society

The service should include on-site support and troubleshooting severe operational

issues and after the implementation of system upgrades, respectively.

The system should have capability of online support portal where by tickets can be

logged and resolved with reports on ticket flow

Maintenance The vendor should enter a maintenance agreement including application support and

application maintenance.

Reasonable requirements for new functionality should also be covered.

System

Integration/

General

solution

The system should have ability to offer the following capabilities:

The System should have workflow capabilities i.e. presence of an end-to-end

workflow

System should have the ability to generate triggers and alerts for both exceptional

events and milestones within the workflow

The system should have a maker- checker approval model for all transactions in the

workflow

Business intelligence capabilities/module (BI tool) with ability to report

cost/revenue/profitability/activities in various dimensions e.g.

profitability/cost/revenue per customer, per product, per segment, department etc;

Internet banking capabilities/module including integration to social media;

Mobile banking capabilities/ module;

Debit and credit clearing capabilities.

The system should be able to provide full integration with the following systems:

Swift ,RTGS, etc

VISA ;

Microsoft exchange server and internet email

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Network printers;

MPesa and mobile Money services

Online banking.- members portal

The system should be able to support a technology that will facilitate integration

with other systems.

Scalability-. The system should be scalable to accommodate growth in customers’

numbers into different locations locally and internationally.

Ability of the system to be easily deployed to new branches / workstations in and

outside the country.

The system should be fully integrated to provide for:

Real time and automated update of all transactions into accounts including fees

and charges;

Batch processing;

Both online and offline processing incase links are down ability of processing and

synchronization of data, simultaneous on-line and batch processing.

The ability of the portal to be accessed and operated through a web browser (web

based) using a smart phone, I pads etc. with security considerations.

System backup

and data

recovery

Ability of the system to allow for bi-direction replication between the DR site and

Production.

A DR site that mirrors the live site - hot standby, real time database synchronization.

The system should have ability for load balancing. The users should be able to post

to the fastest of the above active-active site.

The system is to incorporate three environments - Live environment, DR

environment and Test/development environment.

Ability of the system to support data recovery within a short period of time.

Ability of the system to support offsite back-up tools such as tapes and restoration

back to live within a very short time.

Support for on-line backup.

Support for incremental & full backups.

System

support /

The support should be able to support an uptime requirement of 99.999%.

The system should be able to support a 24/7/366 operational model with online

capabilities throughout.

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availability/

change control

The system should be able to send alerts via email/SMS in case of unexpected events

in the system.

The system should be able to support different types of network technologies such as

fibre optic and Wimax.

System

updates

The system should be able to support a roll-back to a previous version in case a need

arises.

The system update approach should ensure that updates do not result in distortion of

existing modules.

The system should be able to allow database updates but with very stringent

controls.

System

flexibility/user

friendly/

authorization

and referral

The system should be menu driven such that all functions within the application are

executed by use of menu options.

The system should be able to support hot keys for access to common functions.

The system should be able to support:

Multi-branches capability;

Multi-windowing capability;

Multi-user capability;

On-line help facility;

Tutorial and self help;

Error / action messages for wrong entries;

Graphic capability;

The system should have consistent screen layouts, messages, keystroke handling

and other elements of the user interface throughout the system.

Ability of the system to prompt for different levels of authorization on change of any

system parameter.

The system should be able to support sending of bulk SMS.

The system should be able to schedule job and user tasks.

The system should allow the export of files to various formats e.g. txt, pdf, excel,

word etc.

The system should be able to support built in International Calendar

The system should be able to automatically allow for peer escalation or approval by

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a member within a group in case one member does not act within required time.

Reports/

document

generation/

inquiry/Report

Utility

Ability of the system to incorporate report builders e.g. crystal reports that are easy

to use. The contents of a document/report including data items and the layouts can

be defined by the end-users.

For Ad hoc reports, the report utility shall allow the user to create new report logic

and to save, modify, and delete pre-existing logic for data extraction and printing.

The mechanics of the report utility should be straightforward and easily learned.

The report writer should have a wizard to guide the users through report building

steps.

The system should be able to generate reports in various formats e.g. pdf, word,

excel.

The system should be able to generate reports automatically according to pre-

defined criteria and frequencies.

The system should have a facility to view reports online before printing to any

available printer and with quick report response time.

The system should be able to generate reports on business performance. This

includes profitability, revenue, and cost per customer, per product, per department,

per branch.

The system should be able to support centralized and remote printing capabilities.

The system should be able to print work over a low bandwidth network or dial up

connection.

The system should allow a user to preview documents on the screen before printing.

The system should allow for multiple or “select all” field selection for inquiry

criteria.

Any field in the database shall be accessible by the report utility for extract and

printing with the right controls.

The report utility should be able to support simple arithmetic functions (Addition,

subtraction, multiplication, division) and calculation of percentages. It shall also

support grouping, maximum, minimum, average, mode median etc and ability to sort

by ascending and descending order.

Optimization The system should be able to incorporate hardware optimization.

The system should be able to support load balancing within the application servers /

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C. FUNCTIONAL REQUIREMENTS

LEVEL DESCRIPTION STATUS

Project

Management

The system should fully automate the project management process and should fully

integrate with the overall business model and utilize the data that has been

accumulated.

The project management module should address the following

Registry

Planning

Project

Property

Brokerage

Equities

Fixed deposit management

Sales & marketing

Share trading

Unit Trust

Money market

databases etc.

The system should have error logging of all the end and start of day activities.

The system should allow for an automated month end and year end processing.

Security and

system

controls

Implementation of system logs to monitor the system activities.

Proper access rights assignments and monitoring.

Generation of Exception reports of unauthorized activities/transactions.

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LEVEL DESCRIPTION STATUS

Compliance monitoring

Reports

Broker sub-

system

The system should have an interface for creating brokers and their details whereby the

Society will be able to see portfolio transacted through a certain broker at a glance.

Trading The system should have a module that handles the purchase and sell of investment

Core

accounting

features

The system should meet all of Society’s fundamental accounting needs with regards

to the investment operations as well as other standard corporate accounting

functions. These include accounts payable for suppliers, accounts receivable

management, expense management for all employees, fixed asset, registry and

payroll functionality.

The fixed asset registry should ideally eliminate the need to rely on e.g. Excel to

keep track of assets and calculate depreciation.

Chart of

accounts

The system should provide a structure to build a chart of accounts (CoA) that is

flexible, consistent and common across the Society. The system should be delivered

with a default CoA.

Group

accounting

The system should allow the Society to produce consolidated group accounts and

reports eliminating any intra-branch transactions in the final reports.

The system should also produce reports per branch and per activity.

General ledger The system should allow for sub-ledgers to track specific sub-segments of the

Society and reduce complexity in the GL.

Reconciliation It is essential that the system enables us to automatically reconcile accounts to avoid

tedious manual processes. Reconciliation includes bank, cash and investment share

reconciliations.

Reporting The system should provide all statutory financial reports in accordance with the

regulator.

The system should enable management reporting which will include financial and

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LEVEL DESCRIPTION STATUS

operational data.

The reporting should be supported by a cost centre structure and an ability to post

product codes in order to enable product costing.

Posting to

ledgers

The system should automatically make all necessary postings for core Society

transactions where it is possible to write exhaustive rules for the transactions.

Where flexibility is required the system should provide the accurate options and not

grant total access to post in the CoA as required. For qualified staff the system

should allow full access to all ledgers.

Budgeting,

planning and

forecasting

The system should support budgeting and forecasting of statutory reports but also

detailed reports such as cash management.

The system does not need to have modeling capability but it should easily be able to

upload planned data per account code and per period.e.eg annually, monthly, weekly

or daily.

The system should also be able to provide income statement and cash flow statement

for the coming 12 or 24 months given the currently recorded transactions to support

forecasting.

Reporting The system should be able to provide basic analytical reports such as budget

deviation reports.

Internal

controls

The system should enable internal controls-such as caps, restrictions pending

authorization, rule driven alerts etc.

Risk

management

The Society is expected to work proactively with risk management including

liquidity risk, credit risk and operational risk .The system should have functions built

in to the system and design processes to prevent risks.

MPA MPA Reconciliation (Member Personal Account - this is the name of a member

account)

For each MPA account, the system should be able to capture:

The minimum share contribution amount;

The mandatory risk contribution amount;

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LEVEL DESCRIPTION STATUS

The system should be able to accept payments via the following means:

Monthly Payment schedule from members or member’s employer ;

Regular Standing orders from external accounts;

Irregular / regular payments from individual members for a specific product.

The system should be able to send alerts on posting of transactions that are above or

below the average transaction amount.

The system should only allow backdating of transactions on approval by the relevant

officials.

Standing

Orders

The system should be able to obtain details of a standing order from a bank

statement.

The system should be able to effect/deposit the amounts remitted to respective

reference accounts.

The system should be able to send SMS to members whose standing orders have

failed.

Report on failed Standing orders report.

REGISTRY

Member

Registration

The system should be able to capture the following information from the member

registration form:

Member full names, Gender;

KRA Pin No

Waumini Sacco number

Current employer name and contacts;

Current address;

email address;

mobile number;

mandatory passport photo (scan or integrate camera with system);

National ID number /Passport number;

Next of Kin details - The system should allow the relation of the next of kin to be

selected from a drop down menu indicating (In-Law, Child, Parent and Spouse).

The system should be able to capture the following information from the nominee

form:

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LEVEL DESCRIPTION STATUS

Name of Nominee;

Relation of Nominee to Member (drop down);

National ID number /Passport number;

Percentage of entitlement (all nominee entitlement to tally up 100%)

Current address / email / mobile phone number; and

Special instructions as advised by member.

The system should provide a field to indicate how the member was introduced to the

Society e.g. By staff (select name/mship No), by Delegate (select name/mship No),

other member etc.

The system should enable attachment of captured images hence merging the scanned

information with the member register.

The system should enable the user to create customizable user fields that will

capture additional information not specified above.

The system should be able to attach scanned documents received by the applicant

and assign it to the record created in the system.

The system should be able to alert the new member once the account has been

successfully activated by Registry department via sms.

The system should be able to define codes for cases for all membership status i.e.:

Active;

Dormant;

Deceased;

Suspended / under investigation;

Withdrawn;

Suspended. etc

Each registration form should be linked to a physical file - the system should be able

to generate a file number / name that will be linked to the physical file for tracking

purposes.

The system should be able to generate a daily membership report

The system should allow for online registration

The System should validate all identification information is unique upon entry.

The System should alert a user during customer profile creation if the customers’

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LEVEL DESCRIPTION STATUS

profile already exists.

File numbers, and Society membership numbers should be generated from the

system.

Changing of member identification information e.g. Name, id No etc should require

maker-checker approval.

The system should be able to send an alert to the customer as a text when the

member's static data is changed

Reports

Report of member registration as specified by user

Report of member registration per specified period grouped by various categories

such as, Region, Branch, Member introduced by, gender, date of registration, status

etc.

The system should be able to provide logs or a reports on any activity or changes

made on the member register/file.

Opening Files (physical files)

System should generate a unique file number for each member / Policy file.

Requisition of files

The system should be able to capture the following information from the requisition

form:

Member Number of file requested;

File number / volume requested;

Purpose of requisition;

Date of requisition;

Released (to be filled by registry); and

Date returned.

The system should be able to attach scanned documents received by the applicant

and assign it to the record created in the system.

System should allow for Users to fill in a requisition form and submit to Registry

department.

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LEVEL DESCRIPTION STATUS

The system should allow registry department to issue a file / document within the

system and assign it to the requestor

The system should allow recipient to acknowledge receipt of the file online

The system should assign each file a duration of time to be out of registry

department and allow for alerts to be sent when time elapses before return.

Reports

Report of files past due date.

Report of files issued and not received.

Report of staff and files in their custody.

Monthly report of files issued grouped by file type, staff issued etc.

Closing of files

The system should allow Registry department to query the member number and

verify if the account has nil balances, risk payments have been made and member

marked as withdrawn or deceased.

The system should allow a file to be marked as closed and include a description

field.

The system should allow for maker-checker in closure of files.

Each file that is closed should be flagged for archiving within a specified period of

time.

Cash

Operations

• The system should be able to capture the following from a members deposit slip:

Name of Member / Member number;

Beneficiary account (Land(location), agribusiness, residential etc);

Deposit Narration; and

Amount deposited.

The system should enable the user to create customizable user fields that will

capture additional information not specified above.

The system should be able to attach scanned documents received (if any) and assign

it to the record created in the system.

The system should allow the user (cashier) to deposit funds to any of the desired

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LEVEL DESCRIPTION STATUS

member accounts e.g. Land(location), agribusiness, residential etc

Produce member statements showing all transactions per member since inception.

All data that has ever been collected about the customer should always be available

independent of module or organizational belonging (role based access rights will

apply).

The system should enable statements to be sent via email at the click of a button

The system should allow the cashier to print a receipt containing the following

details and send an sms to the member when a deposit has successfully posted in the

system:

shares amount received;

deposit amount received;

Property number;

balance remaining;

Dividends/inte

rest payouts

Share and deposit management including dividend processing, interest calculation

and reconciliation must be a key feature of the system.

The system should be able to capture the rate of dividends agreed by the Society.

It should be able to compute monthly dividend due on shares as at end of each

month (prorate) and end of year cumulative.

The system should deposit the amount calculated on the member’s bank account

through EFT for pay out once the process has been finalized.

The system should be able to generate and print automated share certificates for

shareholders.

Customer Care The system should have a customer care module whereby customers enquiries are

logged and distributed for resolution or action

Members

Portal

Members should be able to access their accounts online through an internet

connection.

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LEVEL DESCRIPTION STATUS

Mobile

Banking

The system should integrate with the Society’s M-pesa paybill so as to enable

members contribute to shares and make deposits towards properties.

Human

Resource and

Payroll

Module

HR and Payroll system with ability to capture details of staff, well integrated with

other modules, automated generation of PAYE,NSSF,NHIF reports, Ability to send

payslips via email ,Integration with biometric time monitoring systems

The system should be able to capture the following details in the registration

process:

Full Names; National ID Number, Gender; Employee passport photos; Age/Date of birth;

Date of employment; Phone Number; Physical Address; Job title and grade; Nature of

employment(Contract/permanent); Department; Branch Name; Academic/Professional

Qualifications; NHIF details; NSSF details; Employee PIN Number; Bank details; Next

of kin details(Names, ID Numbers/Birth certificate);

The system should be able to issue a staff number automatically after all the member

details have been captured and verified in the system.

The system should be able to match the employees’ age and match it with the

retirement age of 60 years to ensure that all employees retire at the required time.

The system should provide a report of all the newly employed staff as at a particular

date or period specified.

The system should be able to provide ex staff reports.

A report on any other changes effected in the payroll

The system should be able to capture the following details for use within the payroll:

Full names;

Staff numbers;

Job titles;

Job groups;

Staff remuneration details;

Loans and their repayment details;

Details of advances;

Bank Account changes;

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LEVEL DESCRIPTION STATUS

Details of basic salaries;

Details of Allowances; and

Details of deductions

The system should be able to capture the adjustments in staff remunerations and

benefits as indicated in the collective bargaining agreement and to accommodate

legal changes:

Changes to the basic salary;

Changes to allowances; and

Taxation changes.

NB: Please attach a completed copy of this technical and functional response in your document submission.