Tender 13/2013 Specifications for Data Warehouse and Business ...

TENDER NO. 13/2013
Tender Specifications for
Data Warehouse and Business Intelligence
System
Issued on 9 th November, 2013

TABLE OF CONTENTS
1. Objective ................................................................................................................ 4
2. Scope of Work ....................................................................................................... 4
3. Project Team ...................................................................................................... 5
4. Hardware Requirements ..................................................................................... 5
5. Format of Tender Response ............................................................................... 5
5.1. Letter of Transmittal ...................................................................................... 5
5.2. Executive Summary, including: ..................................................................... 5
5.3. Contract Terms ............................................................................................... 5
5.4. Exceptions ...................................................................................................... 5
5.5. Company Profile ............................................................................................ 5
5.6. Product Profile ............................................................................................... 6
5.7. Work Plan ...................................................................................................... 6
5.8. Project Team and Professional Services ........................................................ 6
5.9. Costs ............................................................................................................... 7
5.10. References ...................................................................................................... 7
5.11. Appendices ..................................................................................................... 7
6. Format for Project Description .......................................................................... 7
7. Submission of Tenders ....................................................................................... 8
8. Terms and Conditions ............................................................................................ 8
8.1. Inquiries ......................................................................................................... 8
8.2. Validity of Offer ............................................................................................ 8
8.3. Notification of Award/Contract ..................................................................... 8
8.4. Liability .......................................................................................................... 9
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The following is a copy of the Tender advertisement that was published in the
media.
TENDER NO. 13/2013
DATA WAREHOUSE AND BUSINESS INTELLIGENCE SYSTEM
The Fiji Revenue & Customs Authority (FRCA) invites tenders from reputable
companies to provide leadership and direction in the design and implementation of a
Data Warehouse and Business Intelligence System. The intent of this initiative is to
provide the Authority with a central, reliable source of information, which would be
available to end users in a way they can understand and use for analysis and decision
making.
Detailed tender specifications are available from the FRCA website at the following
link: http:/www.frca.org.fj/tenders/
Further clarifications & questions should be directed through email to
ittenders@frca.org.fj
Tenders to be submitted in a sealed envelope and clearly marked as follows:
“TENDER NO. 13/2013 – DATA WAREHOUSE/BUSINESS
INTELLIGENCE”
and should be addressed to:
The Chairman
FRCA Tender Board
Fiji Revenue & Customs Authority
Private Mail Bag
Suva
Fiji
and hand delivered to Revenue & Customs Services Complex, Building 3, Level 3, Corner of
Ratu Sukuna Road and Queen Elizabeth Drive, Nasese, Suva, Fiji prior to the tender closing
time.
Emailed submissions will be accepted from overseas bidders only to
ittenders@frca.org.fj – size of email should not exceed 10MB.
Tender Proposals must be received no later than 1200 Hours (12 noon) Fiji Time on
Friday 29 th November 2013. All tenders received before the deadline will be opened at
12.05pm on the closing date. Bidders are welcome to be present during the opening of
tender bids.
Our Vision – To be the Premier Revenue Collection, Border Management & Trade Facilitation Agency in the Region
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Project Background
The Fiji Revenue & Customs Authority (FRCA) is the premier Revenue
Collection and Border Management Agency in Fiji. FRCA commenced operations
on 1 st January 1999 and was established as a Statutory Authority under the Fiji
Revenue & Customs Authority Act 1998 and encompasses the operations of the
Fiji Inland Revenue Service and the Fiji Islands Customs Service.
Currently FRCA have various operational systems existing on disparate platforms
ranging from UNIX to Windows based client-server environments. The query and
reporting tools used for extracting information from the existing systems currently
depends on IT expertise, which means the user must specify their requirements to
a trained IT person who in turn will create a query to be run against the
appropriate database. If the user wishes to see information from different
databases in order to make comparisons or cross match information related to a
Taxpayer, it means separate queries and separate reports. It is then a question of
making sense of the separate reports that can sometimes be a painstaking and
lengthy task.
1. Objective
FRCA is seeking proposals from interested companies for services to provide
leadership and direction in the design and implementation of the Data
Warehousing / Business Intelligence initiative.
A Data Warehouse / Business Intelligence System will open the door to corporate
wide information that will be accessible to users who up until now have had a
restricted view of the business, one that has been determined by the specific
system they use.
The goal of the data warehouse is to consolidate information from the databases
and establish links between the various data so that users, with the help of easy to
use query and reporting tools, can “slice and dice” the information in whatever
way they wish, without having to refer to the IT Section. The Data Warehouse
then, focuses on getting information into the hands of the users in the simplest,
most efficient manner for their individual analysis and decision making.
2. Scope of Work
As stated earlier, FRCA intends to design and implement a Data Warehouse /
Business Intelligence solution. The proposed solution can be either a development
effort or a packaged solution. The authority’s primary objective is to satisfy the
following requirements:
Having an improved method of storing, extracting and analysing data enabling
end-users to make informed decisions.
Provide management with tools and dash boards to access and analyse
information and develop insights and understanding of data to achieve
informed and fact based decision-making.
Achieve operational efficiencies through the reduction of time and effort
required in extracting and analysing data.
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Provide end-users the tools to present information in sophisticated and
graphical ways.
3. Project Team
The bidder shall provide core resources for the project. In addition to this the
project team will include resources from the FRCA Information Technology
Section and the major business areas. As the project progresses and the FRCA
resources gain knowledge and experience, the expectation will be for them to take
on more responsibilities to ensure that the required knowledge transfer takes
place.
4. Hardware Requirements
FRCA will provide the standard hardware required for the project. Any additional
hardware requirements will be purchased through a separate process. However the
bidding organisation will be required to provide assistance with sizing the
hardware requirements.
5. Format of Tender Response
For uniformity and to ease the evaluation process, the proposal is to be structured
and submitted in the following format:
5.1. Letter of Transmittal
Each tender response must include a letter of transmittal signed by an
authorised representative of the organisation.
5.2. Executive Summary, including:
Include in this section an executive summary discussing the highlights of the
proposal and an overview of the organisation’s understanding of the work to
be done and their role in the project. Also include an overview of the project
team and professional services proposed.
5.3. Contract Terms
Include in this section all terms and conditions that you would expect FRCA
to sign.
5.4. Exceptions
Indicate clearly any exceptions to the response.
5.5. Company Profile
Include the following information about your company:
Name and Address
Registered name, full address, telephone number, fax number and email
address of the organisation.
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Description of Business
Describe the types of services provided, identify office locations, length
of time in business, number of current employees, etc.
Contact for Clarification
Name, title, address, telephone number, fax number and email address of
the organisation’s representative who may be contacted for further
clarification.
Contact for Negotiations
Name, title, address, telephone number, fax number and email address of
the organisation’s representative empowered to conduct contractual
negotiations on behalf of the organisation.
5.6. Product Profile
Include the following details about the product(s) being proposed:
Product Name
Product Description
Current Install base
Number of companies
Existence of user communities/groups
5.7. Work Plan
This section must demonstrate the bidder’s understanding of the project and
associated issues, and include summary of:
The bidder’s understanding of project scope
Proposed approach to completing the project
Proposed implementation methodology
Project management philosophy
Planned deliverables
Project team organisation, roles and responsibilities
High level project plan including list of major tasks
Estimate of the amount of time and resources required to complete each
task
Proposed schedule for completing the project
Level of technical and end-user training
Identification of potential risks
Proposed risk management and change management plans
Quality management process to be utilised
Estimate of the time requirements from the FRCA management & staff
during the project
List of review points and milestones
5.8. Project Team and Professional Services
This section must:
Demonstrate the organisation’s knowledge of the work performance of
the proposed resources
Specifically address the requirements
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State how the past professional experience of the organisation and the
proposed resources meets FRCA’s requirements
Include brief supporting details from relevant projects
5.9. Costs
This section must:
Identify costs for each component – consultancy, software, licensing,
implementation, training, ongoing support & maintenance.
Identify the estimated total times and costs of the project broken down
into each component. Indicate if costs will differ if FRCA chooses to
purchase certain components only.
Identify any additional costs for travel, accommodation and other project
related costs
5.10. References
This section must:
Include the name, address, telephone number and email address of
at least three clients who can confirm successful completion by the
organisation, of similar projects within the past three years
5.11. Appendices
Additional information relevant to the proposal should be attached to
the proposal as appendices and include:
Resumes of proposed personnel
Standard corporate profile
Other information deemed relevant by the bidder organisation
6. Format for Project Description
In responding to the RFT, bidding organisations are asked to provide information
on relevant work assignments only. Information of work assignments should
demonstrate compliance with the criteria and illustrate the experience of the
organisation and the proposed resources. Descriptions of work assignments should
include the following details at a minimum:
Length of the project and date of completion
A brief description of the work to be undertaken
Software & tools to be used
A brief description of the database and overall architecture
Operating systems and hardware requirements
An indication of the size of the implementation effort, such as the size of the
implementation team, number of mad days of effort
Proposed resource roles and duties on the project
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7. Submission of Tenders
a. Tenders must be lodged no later than 1200 Hours (12 noon) Fiji Time on 29 th
November, 2013.
b. Bidding organisations must submit two signed and bound copies of the
proposal with one copy marked as “Original”. The proposal copies shall be
placed in a sealed package and clearly labelled as follows:
TENDER NO. 13/2013 – DATA WAREHOUSING/BUSINESS INTELLIGENCE
To:
The Chairman
FRCA Tender Board
Fiji Revenue & Customs Authority
Private Mail Bag
Suva
FIJI.
c. Emailed submissions will be accepted from overseas bidders only to
ittenders@frca.org.fj – size of email should not exceed 10MB.
d. The tender response and all attachments must be in English.
e. Should the bidding organisation wish to lodge a correction or provide
additional information then this must be done in writing and submitted prior to
the tender closing time.
f. Proposal material will be treated as proprietary and become the property of
FRCA.
g. Extensions will not be granted under any circumstances. Late responses will
not be considered.
8. Terms and Conditions
8.1. Inquiries
All questions and inquiries regarding the tender are to be made in writing
via email.
All questions and inquiries will be responded to by email.
Verbal responses will not have any binding on either party.
8.2. Validity of Offer
All proposal and quoted prices shall remain valid for a period of 90 days from
the closing date of the tender submission. Bidding organisations may however
state a longer period.
8.3. Notification of Award/Contract
FRCA will notify the selected organisation through a letter of intent. A
contract will be negotiated between FRCA and the selected organisation. If
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FRCA and the successful organisation are unable to complete contract
negotiations within a reasonable time, then FRCA reserve the right to
terminate negotiations. FRCA may then begin negotiations with the next
qualified organisation.
Unsuccessful bidders will be notified in writing once a contract has been
executed with a successful organisation.
8.4. Liability
FRCA will not be liable for any costs incurred by the bidding organisation in
the preparation and production of a proposal, including presentations, or for
any work performed prior to the issuance of a contract or purchase order.
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