RFP – Enterprise Resource Planning (ERP) Software

RFP – Enterprise Resource Planning (ERP) Software

I. Introduction

Hope revival Organization (HRO) is a humanitarian, non-governmental, non-profit organization specializing in mental health, psychosocial support, protection, and capacity building.

II.Purpose

The purpose of this Request for Proposal (RFP 20-066) is to contract with an esteemed IT services provider specialized in the supply and deployment of a business management solution software. The service provider will offer his expertise in designing and implementing an ERP software that digitalizes HRO’s HR and procurement policies and procedures in order to:

i. Optimize Projects follow-up, automate procurement and HR procedures

ii. Increase the efficiency of the current workflow and processes and enhance the management of the related daily tasks and requests

iii. Increase team productivity while saving time at many levels

iv. Provide an improved reporting system responding to management inquiries

A. Scope of Work

The service provider will undertake a series of tasks to develop a web-based Information System that will digitalize HRO’s administrative and operational activities. With regards to the deliverables mentioned below, the service provider will be expected to:

1. Analyze HRO’s processes and requirements and identify the most suitable solution responding to the outcome.
2. Provide expertise on the technical aspect of the project, such as needed hardware and whether it’s best to have the solution on an online server.
3. Develop the agreed-upon ERP software.
4. Implement the software and migrate the previous data to the new System.
5. Train HRO’s staff on operating the new system within their assigned modules and responsibilities.
6. Provide support to HRO during the testing and monitoring phase of the implementation.
7. Provide 3 Month maintenance and updates of the adopted system.

 

B. Software Requirements

The ERP system should optimize the operational work and it includes the following modules:

i. HR and Payroll

1. 1. Organizational Chart and Positions
   2. Recruitment
   3. Leaves and Compensatory time worked
   4. Timesheet
   5. Time allocation
   6. Payroll
   7. Performance Appraisal

ii. Finance System:

1. Salary Reports.
2. Reimbursements Form.
3. Salary Invoices

iii. Procurement & Logistics

1. 1. Purchase Request
   2. Purchase Order
   3. Quotations and Selection Analysis process
   4. Asset Management
   5. Inventory

iv. Projects Portal

1. 1. Establish Projects
   2. Adding Logical Frameworks
   3. Assigning Tasks
   4. Tasks reporting
   5. Daily Follow-up

C. Deliverables

The expected deliverables are:

Deliverable 1: Submission of Requirements documents

Deliverable 2: Implementation Plan

Deliverable 3: Implementation and Demos

Deliverable 4: Data Migration

Deliverable 5: Training of HRO users

Deliverable 6: Support and Solicitation of User Acceptance Tests (UAT)

Deliverable 7: User Manuals

Deliverable 8: Migration and Go Live

 

III. CONTRACT MECHANISM & TERMS OF PAYMENT

HRO anticipates issuing a service agreement to the Service provider where the payment terms will be discussed and agreed on between both parties.

 

IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. Instructions for Proposal Preparation

The Procurement Evaluation Committee will evaluate the Offerors based upon their written technical and Price proposals. Each section will be evaluated according to the criteria for evaluations in Section V. Offerors are expected to examine the specifications and all instructions in the RFP. Failure to do so is at the Offeror’s risk. Interested Offerors must provide the following:

a) Capability and Technical Experience Statement

Demonstrate capabilities and technical experience by providing the following:

1. Capabilities Statement including your organization overview, company background, experience and areas of expertise that are particularly relevant and compatible to this RFP, description of products and/or services, management profile/s, major clients for the related service
2. Project Approach
3. Website

b) Cost Proposal 

Offerors will submit a proposed budget with their proposals via email labeled “ERP Software Proposal”. The proposed budget will have sufficient detail to allow evaluation of elements of costs proposed. Budgets should be submitted in US Dollars or Turkish Lira; please label your budget with the name of the currency. HRO reserves the right to request any additional information to support detailed cost and price.

c) References

Please include three client references and contact information. References should have worked with your organization within the past two years in connection with the countries or regions (and if possible, subject matter) applicable to this RFP.

 

B. Instructions for Submission of Proposal

The technical and price proposals shall be submitted together via email. Email subject shall be clearly identified with the RFP number and the Offeror’s name.

All responses to this RFP must be received no later than 19/04/2020 to: procurement@hope-revival.ngo

A confirmation email should be sent to.

Note:

• All inquiries and requests for information regarding this RFP must be submitted by email to procurement@hope-revival.ngo, no later than the question/inquiry submission deadline on the cover page of this RFP.  Reference the RFP number in all questions/inquiries.
• Hope Revival will not compensate Offerors for their preparation of responses to this RFP.

 

V. CRITERIA FOR EVALUATION

HRO will evaluate proposals based on a best-value determination. Offerors should submit their most competitive price proposals. Proposals will be evaluated using the following criteria:

Criterion	Weight
Proposed Price	25
Understanding of “Generally applied” Projects, HR and Procurement policies and procedures	20
Provider’s previous experience and references for designing and implementing business management software.	20
Solid experience in training new users on operating the system	10
ERP responding to functional requirements, platform flexibility and scalability, ease of use for users.	10
Long term financial and organizational sustainability to support HRO in future inquiries and technical support	10
Experience with non-profit organizations	5
Total	100

 

The Procurement Evaluation Committee will review the technical proposal based upon the technical criteria listed above.  The cost proposals will be reviewed to ensure they are complete and free of computational errors. The committee will also assess the reasonableness of costs and the cost-effectiveness of the budget and will determine whether the costs reflect a clear understanding of project requirements. A contract will be offered to the responsible Service Provider whose proposal follows the RFP instructions and is judged to be the most advantageous to HRO.

 

VI. SOLICITATION PROCESS

Once the RFP is released, the Offerors must prepare a formal proposal to be sent to the contact person at HRO as indicated in Section IV (b) (1).  The submitted proposals will be reviewed against the criteria for evaluation defined in Section V above and rated on their ability to satisfy the requirements stated in this RFP document. A preferred service provider will be chosen and formally notified.  A formal contract will be negotiated with the selected service provider and, if endorsed, the Offeror will begin work on the project.

 

VII. TERMS AND CONDITIONS

A. Late Submissions

Proposals received after the submission deadline stated on the cover page of this RFP may not be considered. Offerors will be held responsible for ensuring their quotations are received according to the instructions stated herein. A late offer will be considered if the cause was attributable to HRO or its employees/agents, or if it is in the best interest of HRO.

B. Modification of RFP Requirements

HRO retains the right to terminate the RFP or modify the requirements upon notification to Offerors.

C. Withdrawals of Proposals

Proposals may be withdrawn by written notice via email at any time before award. Proposals may be withdrawn in person by an Offeror or authorized representative if the representative’s identity is made known and the representative signs a receipt for the proposal before award.

D. Right of Negotiation and Acceptance of Proposal

This RFP represents a definition of requirements and is an invitation for submission of proposals. HRO reserves the right to fund/award any or none of the submitted proposals. No commitment is made, either expressed or implied, to compensate Offerors for costs incurred in the preparation and submission of their proposal.

HRO may reject any proposal that is nonresponsive. A responsive proposal is one that complies with all terms and conditions of the RFP. A proposal must be complete, signed by an authorized signatory, and delivered no later than the submission time and date indicated on the cover sheet of this RFP. HRO may reserve the right to waive any minor discrepancies in a proposal.

HRO reserves the right to issue an award based on the initial evaluation of proposals without discussion. HRO also reserves the right to enter into best and final negotiations with any responsive Offerors for all or part of the proposed scope.

E. The validity of the Proposal

Proposals submitted shall remain open for acceptance for 60 days from the last date specified for receipt of proposals. This includes, but is not limited to, pricing, terms and conditions, service levels, and all other information. If your organization is awarded the contract, all information in the RFP and negotiation process is contractually binding.

F. Minimum Offeror Qualifications

Offerors submitting proposals must (1) be officially licensed to do such business in Türkiye, (2) not have been identified as a terrorist. In addition, Offeror may be required to provide the following information:

• Documentation to verify licensure (e.g., tax id, registration certificate, etc.).
• Demonstration of adequate management to perform the contract.
• Satisfactory records of performance history, integrity and business ethics.

G. Intellectual Property Rights

All tangible or intangible property created or acquired under this contract shall be the exclusive property of HRO and the donor. The term “property” includes all data and reports associated with this engagement.

H. Attachments

Appendix A: Proposal Submission Sheet

Kindly Complete the attached form with all the requested details and submit it with the documents requested above attached. Ensure that your proposal is authorized in the signature block below. A signature and authorization on this form will confirm that the terms and conditions of this RFP prevail over any attachments. If your proposal is not authorized, it may be rejected.)

 

VIII. How to apply

1. The proposals (technical and price) shall be identified with the RFP number and the Offeror’s name.

All responses to this RFP must be received no later than 19/04/2020 to procurement@hope-revival.ngo

            Faxed offers are not acceptable.

2. All inquiries and requests for information regarding this RFP must be submitted by email no later than the question/inquiry submission deadline on the cover page of this RFP.  Reference the RFP number in all questions/inquiries.

Appendix_A Proposal Submission Sheet (20-066)