Enterprise Resources Planning (ERP) System Tender, Zambia - 41741792

Procurement Summary

Country : Zambia

Summary : Enterprise Resources Planning (ERP) System

Deadline : 06 Apr 2020

Other Information

Notice Type : Tender

TOT Ref.No.: 41741792

Document Ref. No. : ADM/PROC/CBC/001

Competition : ICB

Financier : Self Financed

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : COMESA BUSINESS COUNCIL
Chairman - Procurement Committee, COMESA Secretariat, Ben Bella Road, P.O. Box 30051, Lusaka Attention: Procurement Unit
Zambia
Email :procurement@comesabusinesscouncil.org

Tender Details

Request for proposals are invited for Enterprise Resources Planning (ERP) System.

COMMON MARKET FOR

EASTERN AND SOUTHERN AFRICA BUSINESS COUNCIL

REQUEST FOR PROPOSALS

FOR THE COMESA BUSINESS COUNCIL- ENTERPRISE RESOURCES PLANNING (ERP) SYSTEM

Tender Ref: ADM/PROC/CBC/001

Closing Date: 6th Apr 2020

A.BACKGROUND

1. The COMESA Business Council (CBC) is a business member organization representing business interests of the private sector in Africa and beyond. CBC is a leading force in business, expanding private sector’s influence in policy, facilitating business and strategic linkages. CBC provide services that are carefully tailored to build private sectors’ capacity to compete in regional and global markets through policy advocacy, business facilitation and technical capacity building of enterprises.

2. CBC seeks to upgrade its business operations, controls, processes and procedures into an integrated cloud based ERP solution of Sage products for small and medium company with about 5 modules . The modules are as follows:

✓ Finance and Accounts – to have a transparent financial execution and controls in place with layers of approval on the system
✓ Customer Relationship Management (CRM) – to manage our membership profiles easily to serve other activities such as trade fairs, DFI project etc
✓ Procurement & Supply chain – for sourcing of resources with layers of controls in place
✓ Business Intelligence – to manage the different project timelines and deliverables
✓ Human Resources & Payroll – to manage the basic HR processes electronically

B.THE SCOPE OF WORK

3. CBC wants cost effective implementation, catering the following activities:
✓ Yearly subscription of the five(5) cloud modules above
✓ Implementation roll out activities as follows:
o Understanding of CBC’s operations
o Business Process Mapping/ Engineering
o Data Migration
o User Acceptance Testing (UAT)
o Stress Testing
o Integrations of the five(5) modules (Finance and accounts, Supply Chain and Procurement, Customer Relationship Management, Business Intelligence, HR & Payroll )
o Training
o Go-Live etc

✓ Technical Support (for one year)

✓ Demonstration of the five modules above after submitting the proposals for the staff of CBC

✓ The tech firm may propose a separate license for HR & Payroll that is fully integrating with the rest of Sage modules to fall under the same budget cap for the overall implementation

C.DURATION OF ASSIGNMENT
4. The successful supplier company will lead the full implementation of the cloud modules
mentioned above for three months. After three months period, CBC is expected to golive with its operations on the cloud and support is rendered by the tech firm chosen for
one year on the Tickets raised when using the system and technical glitches.
D.PRICING
5. All prices MUST be indicated in USD and the below must be noted;
- There will be a no price variation contract after signing of contract.
- Prices must be exclusive of all taxes.
E. BUDGET
6. The budget for the implementation of the ERP modules including license subscription
and support for one year is estimated at USD 10, 000. This should include one year
guarantee support. Thereafter, CBC will pay the annual license fee and support as per the
Service Level Agreement (SLA).
F. VALIDITY OF THE BID
7. The Bid shall be valid for a period of 120 days after the closing date of this tender.
G.AMENDMENTS OF PROPOSAL DOCUMENTS

8. At any time prior to the deadline for submission of bids, CBC for any reason, whether at
its own initiative or in response to a clarification requested by a prospective Bidder, may
modify the Proposal Documents by issuing an addendum.
9. All addenda shall be addressed to all the bidders who have been invited to participate in
this tender.
10.In order to afford prospective bidders reasonable time in which to take the amendments
into account in preparing their offers, COMESA may, at its discretion, extend the
deadline for the submission of Proposals.
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H. FORMAT AND SEALING OF BIDS
11.The bidder shall submit the proposal electronically through email, and in hardcopy
one external envelope containing inside five sealed envelopes by the closing date
set forth in paragraph no. 18 below to the following address.
Chairman - Procurement Committee,
COMESA Business Council
COMESA Secretariat,
Ben Bella Road,
P.O. Box 30051,
Lusaka, Zambia,
Attention: Procurement Unit
procurement@comesabusinesscouncil.org
12.The outer envelope should be clearly marked in the top right hand corner “ERP System
CBC – RFP No. ADM/PROC/CBC/001” DO NOT OPEN BEFORE 6
th Apr 2020 at 12.00
Hours Lusaka time.
13.If the envelopes are not sealed and marked as per the instructions in this clause,
COMESA Business Council(CBC) will not assume responsibility for the proposal’s
misplacement or premature, opening and may – at its discretion – reject the proposal.
14.This first internal sealed envelope, which will be clearly marked “TECHNICAL
PROPOSAL” must contain two (2) hard copies of the technical proposal with one marked
‘original’ and the other marked ‘copy’. The second internal envelope, which will be clearly
marked “FINANCIAL PROPOSAL”, should contain the original and copy of the financial
proposal. The envelope containing the financial proposal will ONLY be opened if the
technical offer attains the pass score of seventy per cent (70%).
15.In the event of any discrepancy between the original and the copy, the original shall
govern.
I. DEADLINE FOR SUBMISSION OF PROPOSALS
16.The deadline for the submission of proposals is 6
th April, 2020 at 12.00 Hours Lusaka
time. The tenders will be opened immediately thereafter in the presence of bidders
representative who choose to attend.
J. LATE TENDERS
17. Any Tender received by COMESA after the deadline for submission of Bids shall be
rejected. There shall be no exception to this requirement.
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K.EVALUATION AND COMPARISON OF PROPOSALS
18. To assist in the examination, evaluation and comparison of Bids, CBC may ask the
Bidder for clarification of its Bid. The request for clarification and the response shall be
in writing and no change in price or substance of the Proposal shall be sought, offered
or permitted.
19. CBC will examine the Proposals to determine whether they are complete, whether any
computational errors have been made, whether the documents have been properly
signed, and whether the Proposals are generally in order.
20. Arithmetical errors will be rectified on the following basis: If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price
and quantity, the unit price shall prevail, and the total price shall be corrected. If the
Bidder does not accept the correction of errors, its Proposal will be rejected. If there is a
discrepancy between words and figures, the amount in words will prevail.
21. Prior to the detailed evaluation, the Procurement Committee will determine the
substantial responsiveness of each Proposal to the Request for Proposals (RFP). For
purposes of these Clauses, a substantially responsive Proposal is one, which conforms to
all the terms and conditions of the RFP without material deviations. COMESA’s
determination of a Proposal`s responsiveness is based on the contents of the Proposal itself
without recourse to extrinsic evidence.
22. A Proposal determined as not substantially responsive will be rejected by the
COMESA and may not subsequently be made responsive by the Bidder by correction of the
non-conformity.
23. The bids will be evaluated as follows:
- The envelopes containing the sealed technical and financial offers will be opened.
- The envelope marked “TECHNICAL PROPOSAL” will be opened and the
technical proposal will be evaluated.
- If the technical proposal is evaluated as 70 per cent or above the envelope
marked “FINANCIAL PROPOSAL” will be opened.
- The Bidder that has offered what is adjudged to be the best technical and financial
offer will be offered the contract.
- If the Bidder that offered what was adjudged to be the best technical and financial
offer declines to accept the offer then the Bidder that is adjudged to have offered
the second best technical and financial offer will be offered the contract.
24. The bids shall be evaluated based on both technical and Financial. Only technical
proposals with score of 70% above shall be considered for financial evaluation.
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In the technical evaluating the relative merits of the firm’s bidding for the project, the
evaluation panel will take into account:
• Understanding of the requirements under background section including scope of the
work for the assignment (10%)
• Demonstrated experience of implementing the cloud license of Sage ERP system with
integrations in Africa (30%)
• The quality of the proposed project implementation plan (30%)
• The quality and relevant experience of individual staff/consultants proposed by the
Consultant (30%)
Table 1: Criteria for Overall Technical Evaluation
Criteria %
T1 Understanding of the needs of CBC and scope of work 10
T2 Relevant Experience in similar Sage ERP cloud
implementations within Africa; Letter showing certified sage
partner in Zambia
30
T3 Project implementation plan 25
T4 Qualification and Experience of the Proposed Team 30
T5 Post project- support implementation plan (1 year) 5
Total 100
25. Only financial submissions of bidders achieving 70% of technical scores shall be
opened and considered.
26. The bids shall be evaluated based on technical evaluation (with weight of 80%) and
financial evaluation (with weight of 20%). Technical bids shall be evaluated based on the
following criteria;
27. The lowest financial score among bidders, who meet minimum technical shall be
awarded 20%.
28. CBC does not bind itself to accept any bid and reserves the right to accept the whole
or

Documents

 Tender Notice