(Lot 1)
Request for Proposal Enterprise Resource Planning Solution
Table of Contents
INVITATION TO BID......................................................................................3
BACKGROUND.............................................................................................4
INTRODUCTION............................................................................................4
SECTION 1: INSTRUCTIONS TO BIDDERS.....................................................5
GENERAL..................................................................................................5
PROPOSAL PREPARATION.........................................................................6
TECHNICAL PROPOSAL: FORMAT AND CONTENT...................................7
FINANCIAL PROPOSAL FORMAT AND CONTENT.....................................8
PROPOSAL SUBMISSION............................................................................9
Proposal Modification, Substitution or Withdrawal..............................10
PROPOSAL OPENING AND EVALUATION..................................................11
Confidentiality.....................................................................................11
Proposal Clarification...........................................................................11
Contacting NAICOM.............................................................................11
Proposal Evaluation.............................................................................12
Correction of Arithmetical Errors.........................................................12
Proposal Negotiation............................................................................12
Contract Award....................................................................................13
SECTION 2: SPECIAL INSTRUCTIONS TO BIDDERS.....................................14
Evaluation Criteria .................................................................................14
SECTION 3 - TERMS OF REFERENCE..........................................................16
Background............................................................................................16
Objectives...............................................................................................16
Scope of Work........................................................................................17
Implementation Services.....................................................................37
Training...............................................................................................39
Solution Operation/Administration.......................................................39
Solution Availability.............................................................................39
Solution Support/Maintenance.............................................................40
Location(s) of the various Activities to be carried out by the bidder...41
Technical Assumptions........................................................................41
SECTION 4. PROPOSAL & CONTRACT FORMS............................................41
TECHNICAL PROPOSAL - STANDARD FORMS..........................................41
Technical Proposal Submission Form...................................................41
Bidder’s Organization And Experience................................................42
Comments And Suggestions On The Terms Of Reference ..................47
Description Of Approach, Methodology And Work Plan ......................48
Work Schedule.....................................................................................49
Curriculum Vitae For Each Proposed Professional Staff.......................49
FINANCIAL PROPOSAL-STANDARD FORMS..............................................51
Financial Proposal Submission Form....................................................51
Summary of Cost.................................................................................52
Breakdown of Cost...............................................................................52
Bid Security Form (Bank Guarantee)...................................................54
INVITATION TO BID
National
Insurance Commission
Shippers Plaza
Zone 5
Wuse
Abuja
May 13, 2009
Dear Sir,
It is not permissible to transfer this invitation to any other firm. A firm will
be selected based on the procedures described in the RFP.
Yours faithfully,
BACKGROUND
National Insurance Commission (NAICOM) is the apex regulatory body for
the insurance industry in Nigeria. The principal object of the Commission
is to ensure the effective administration, supervision, regulation and
control of insurance business in Nigeria through vigorous regulation and
supervision, promoting high standards in the insurance business and
guaranteeing the security of Nigeria’s wealth. The Commission performs
its functions through its established resources at Abuja head office and a
few branch offices across the nation.
INTRODUCTION
NAICOM is currently interested in setting up ICT infrastructure and
solutions to cater for its growing needs and demands as a result of its
supervisory and regulatory challenges, The company currently has
standalone computers with silos of data across different platforms and
applications. NAICOM wants to create a homogenous network for
connecting the head office, zonal offices and branches that would provide
reliable and qualitative bandwidth for smooth and uninterrupted data
transmission and sharing of resources. This environment would
seamlessly integrate the processes of NAICOM thereby reducing the
difficulties in archiving and retrieval of information, document storage and
transfer, staff collaboration and a host of other key activities within the
company.
This document is the Request for Proposal (RFP) for the implementation of
an enterprise resource planning (ERP) solution. The purpose of this RFP is
to solicit proposals that provide reasonable basis for the authority to
determine the most advantageous proposal to NAICOM which should
GENERAL
PROPOSAL PREPARATION
The technical proposal shall provide the following information using the
standard
forms in Section 4.
Submission Form
Technical proposal submission form in the format of a letter, duly signed
by an authorized signatory of the bidder.
Company Description
A brief description of the bidder’s organization and an outline of recent
experience of the bidder and, in the case of an association by each
partner, on assignments of a similar nature. For each assignment, the
outline should indicate the names of professional staff/experts who
participated, duration of the assignment, contract amount, and the
company’s involvement. Information should be provided only for those
Team Composition
List of the proposed professional staff team by area of expertise, the
position that would be assigned to each staff team member, and their
tasks.
Staff-Months Input
Estimates of the staff input (staff-months of professionals) needed to carry
out the assignment.
CVs of Staff
CVs of the professional staff signed by the respective staff member and
by the authorized representative submitting the proposal.
The Financial Proposal shall provide the following information using the
attached
Standard Forms in Section 4.
Submission form
Financial proposal submission form is in the format of a letter, duly signed
by an authorized signatory of the bidder.
Summary of Cost
Showing the total cost for the project and the component cost and taxes
that make up the total cost in summary,
Breakdown of Cost
Details of the various components cost that make up the total cost
Taxes
The bidder is subject to local taxes on amounts payable by NAICOM as per
the applicable law. It is the responsibility of the bidder to be familiar with
the relevant laws in Nigeria, and to determine the taxes amounts to be
paid.
Proposal Prices.
The bidder shall indicate on the financial proposal the unit prices and total
price of the services and supplies it proposes to provide. Prices quoted by
the bidder shall be fixed but subject to variation, under exceptional
reasons, to be agreed during negotiations.
Proposal Currency.
All prices shall be quoted in Naira.
Proposal Validity
Proposals shall remain valid for the period of 120 days after the proposal
submission deadline date.
PROPOSAL SUBMISSION
Each bidder must submit one (1) original copy and five (5) copies of its
technical proposal and one (1) original copy and five (5) copies of its
financial proposal in two separate sealed envelopes, and enclose the
two envelopes in one sealed outer envelope, which shall:
A bidder may modify, substitute, or withdraw its proposal after it has been
submitted by sending a written notice, duly signed by an authorized
representative, and shall include a copy of the authorization. The
corresponding substitution or modification of the proposal must
accompany the respective written notice.
Only the financial proposals would be opened publicly on the bid opening
day. There shall be no public opening of the technical proposals, however
NAICOM shall open all technical proposals received shortly after the
deadline.
Confidentiality
Information relating to evaluation of proposals and recommendations
concerning awards shall not be disclosed to the bidders who submitted
proposals, until a contract has been signed with the successful bidder.
Proposal Clarification
NAICOM may, in writing, ask bidders for clarification of their proposals in
order to facilitate the examination and evaluation of proposals.
Contacting NAICOM
Following the opening of the proposals, and until the contract is signed, no
bidder shall make any unsolicited communication to NAICOM.
Proposal Evaluation
The Proposals Evaluation Committee (PEC) as a whole and each of its
members individually shall evaluate and rank the technical proposals on
the basis of their responsiveness to the terms of reference, applying the
evaluation criteria.
a) 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, unless in
the opinion of NAICOM, there is an obvious misplacement of the
decimal point in the unit price, in which case the total price as
quoted shall govern and the unit price shall be corrected
d) If the bidder does not accept the correction of arithmetic errors, its
proposal shall be disqualified.
Proposal Negotiation
The firm achieving the highest combined technical and financial score will
be invited for negotiation. Negotiations will be held at NAICOM’s head
office. The invited bidder will, as a prerequisite for attendance at the
negotiations, confirm availability of all professional staff/experts and
satisfy such other pre-negotiation requirements as NAICOM may specify.
During negotiations, NAICOM and the bidder will finalize the terms of
reference, work schedule, logistics, and reporting. These documents will
then be incorporated in the Contract as “Description of Services”.
Contract Award
After completing negotiations and after having received the approval to
award the contract, NAICOM shall award the contract to the selected
bidder.
Evaluation Criteria
NAICOM will evaluate bids received for this project based on the following
criteria:
Objectives
Scope of Work
The enterprise resource planning (ERP) solution should have the following
modules:
1. ERP Financials
2. ERP Human Capital Management
Functional Requirements
1) (General)
Numb Description
er
1 The solution MUST support multiple currencies (including use of the
appropriate symbols), the Naira (N), US Dollar ($) and Pound
Sterling () as a minimum.
2 The solution MUST support workflow management and facilitate
effective operation of work processes.
3 A variety of means of achieving prompts is acceptable but the
bidder MUST specify the means of delivering the requirement and
whether controlling of prompt tables is a technical or end-user task.
4 The solution MUST enable easy and quick analysis of data on screen
and via reports. The reporting tools are to be accessible to
designated users who will be able to run their own reports after
appropriate non-specialist training.
5 The bidder MUST describe IT Infrastructure, product licensing and
any other requirements that will need to be in place to make self-
service possible.
6 The solution MUST automatically generate a unique identifier for
new employees at the initial point of input following pre-determined
rule set for identifier generation.
7 The solution MUST support the strategic aims of the NAICOM project
through the provision of data required by and in support of:
• Internally set performance indicators (data collection and
target setting);
• Making more efficient and effective use of resources;
• Strategic and operational management decision-making;
• The correlation of HR with other measures of performance;
8 The solution MUST allow flexibility in input (manager, employee, HR
administrator, HR consultant) without compromising security.
9 The solution MUST allow ease of reporting against any data
element(s) held within the database and the solution MUST have a
flexible, easy to use reporting tool.
10 The solution MUST enable NAICOM to create an establishment
register which will hold the approved establishment details for
NAICOM linked to cost centres with detail to employee level. The
detail is to include a full picture of the expected costs of each post,
for example housing, rent, education meal and other allowance. The
data maintained on the establishment register MUST be available to
financial management solutions.
11 The Bidder MUST confirm the extent to which the solution will
support the defined business processes and MUST describe the
recommended method for demonstrating compliance with
NAICOM’s processes.
12 NAICOM may use pre-printed stationary for the standard letters and
documents. The Bidder MUST describe how the solution will be
configured to support standard documentation.
entered
130 The solution SHOULD be able to save partially completed forms
and complete at a later stage.
131 The solution MUST be able to print from screens.
132 The solution SHOULD be able to export online forms to an MS word
document for offline operation.
133 The solution MUST comply with the current NAICOM Technical
Architecture Strategy e.g. enable the use of messaging services.
134 The solution SHOULD be able to validate, or execute actions, based
upon field information, e.g. recognize from a position in the
organization structure to which manager they need to be sent.
135 The solution MUST perform the calculation and payment of
salaries, wages and allowances in accordance with NAICOM
Financial Regulation.
136 The solution MUST perform the calculation and payment of
overtime, attendance and other allowances and honoraria.
137 The solution MUST perform the calculation and payment of
expenses, travel, subsistence and employee benefits and statutory
documentation.
138 The solution MUST be able to make payments at prescribed
frequencies including weekly, monthly and others.
139 The solution MUST be able to make payments by the due date,
direct to a specified bank account, by cash, or by cheque.
140 The solution MUST provide for electronic funds transfer and
reconciliation of payments made.
141 The solution MUST be able to perform the calculation and payment
of a supplementary run on any pay frequency.
142 The solution MUST perform the calculation of retrospective
amounts for salaries and allowance.
143 The solution MUST have the facility for making ad hoc (out of
course) payments to employees, when supported by audit trail and
operator security measures.
144 The solution MUST make corrections and reissue of inaccurate
payments within a user defined timescale.
145 The solution MUST undertake the calculation of deductions and
amounts due to third parties.
146 The solution MUST undertake the calculation and payment of
statutory allowances and deductions.
147 The solution MUST undertake the administration of allowances and
deductions in line with statutory guidelines e.g. pension
contribution, transport allowance, housing, loans, entertainment
allowance, tax, rent arrears recovery.
148 The solution MUST detail, for each allowance/deduction as
appropriate, attributes such as taxable, pension-able status, along
with links to cost codes.
149 The solution MUST provide for year-end processing, including
automatic archiving of prior year details, clearing-down of annual
accumulators and preservation of reducing-balance or other
accumulated balance.
199 The solution MUST provide reporting against the number of leaves
by reason for leaving category and gender.
200 The solution MUST provide reporting against labour turnover by
Grade level gender, state of origin, local government area and age.
201 The solution MUST provide reporting against the number of early
retirements due redundancy, performance, ill health and
employer’s consent.
202 The solution MUST provide reporting against the number of
vacancies.
203 The solution MUST provide reporting against payroll costs by
financial year (to include all wages and salaries employer’s pension
costs, and bonus payments).
204 The solution MUST provide reporting of gender analysis.
205 The solution MUST provide reporting against state of origin and
local government area.
206 The solution MUST provide reporting of disability analysis.
207 The solution MUST provide reporting against the level of
investment in employee training by organization unit, gender,
state of origin and local government area, age and disability.
208 The solution MUST provide reporting against the number of staff
engaged in off the job training by gender, ethnicity, age and
disability.
209 The solution MUST provide reporting against the average number
of vacancies as a percentage of total work-force per month/ year,
globally and analyzed by grade.
210 The solution MUST provide reporting against salaries and benefits
cost.
211 The solution MUST provide reporting against the average number
of days training per year by grade/ position in organization.
212 The solution MUST provide reporting against the cost of the
recruitment.
213 The solution MUST provide reporting length of service distribution.
214 The solution MUST provide reporting against the number of
employees who hold a particular qualification type or level.
215 The solution SHOULD provide reporting against the number of
disciplinary, grievance, ill health, poor performance cases by stage
of process.
216 The solution SHOULD provide reporting against the number of
appeal tribunal cases by stage of process.
217 The solution SHOULD provide reporting against the number of
people registered for redeployment or retrenchment.
218 The solution MUST provide the ability to record occupational health
issues such as pre-employment screening, health surveillance, ill
health case management.
219 The solution MUST provide the ability to monitor and report on
absence attributable to industrial injuries and work related ill
health.
220 The solution MUST provide an automatic reminder to report if
absence due to accident or work related ill health that exceeds
user-defined period.
221 The solution MUST provide the facility to report incident data
departmentally corporately and against cadre group.
222 The solution MUST provide the ability to report rates based on,
working days, lost to ill health, number of cases of work related ill
health/ industrial injury.
223 The solution MUST provide the ability to report against different
types of incident according to employment category.
224 The solution MUST provide the ability to report against specified
periods of time e.g. financial year, quarters etc.
225 The solution MUST provide the ability to display data in a variety of
forms e.g. tabular, graphically etc.
226 The solution MUST provide the ability to analyze data within
horizontal organizational unit and employee category.
227 The solution MUST provide the facility to record incidents and
analyze by:
a) Types of incident (accident, near miss, violent incident, work
related ill health, damage to building or property).
b) If accident, injury and part of body affected.
c) Activity undertaken at the time of the incident.
d) Accident type.
e) Kind of incident (machinery, fall from height, road traffic
accident, electric shock etc.)
f) Incident /accident investigation (no PPE, no risk assessment,
insufficient training / instruction, inadequate supervision,
work pressure, inadequate procedures, level of tidiness,
other factor(s))
g) Outcome of incident / accident (no injury /near miss, minor
injury, over 3 days absence, unconscious/ needed
resuscitation, taken to hospital, hospitalization for more than
24hrs, major injury, death, ill health).
h) Date of incident.
i) Time of incident
j) Location of incident
k) Usual work place if different from location of incident
l) Status of injury party (to include individuals not employment
by NAICOM e.g. contractor, visitor, resident, student, other
person )
m) Facility to record action taken in free from.
n) Presence of witnesses
o) Name and addresses of witnesses
p) If non NAICOM employee e.g. a contractor, name, and phone
number of employer.
q) Work related illness or not
r) Age and gender of person who is injured/ill
s) Whether incident was a recurrence
t) Whether police was involved.
228 The solution MUST generate a unique reference number for each
incident recorded.
type/department/period
d. Number of delegates training per month/by department
e. Training days delivered by trainer/ associate
f. Financial analysis on completion of programme (income
and expenditure)
g. Training calendars, by month/for publicity
h. Training calendars for trainers/associates/training officers
of their course dates, and event dates
i. Training calendars for training providers and training
venues of all courses booked
j. Absence reports by reason/time given and location
/specialization
k. Lists of course on the solution
l. Lists of workplaces, venues, trainers
m. Occupancy rates of courses
n. Identification of those who have not completed mandatory
training courses/ hold competencies appropriate for the
post.
248 The solution SHOULD enable a link to workforce planning (staff
recruitment, replacement, retention)
249 The solution SHOULD provide the facility to identify and analyze
training needs (including any gaps) at individual and organizational
level.
250 The solution SHOULD provide facility to notify new
employees/managers with specific course dates and details –
automatic booking made for induction when new employees starts
261 The solution SHOULD offer the facility for highlighting renewal of
qualification and for refresher/reappointment.
262 The solution SHOULD offer an automated solution for notifying
payroll of increments payable on the attainment of qualifications.
263 The solution SHOULD provide a means for individuals to evaluate
the effectiveness of training once back at work/supervision against
the course objectives and job performance with the ability to feed
back further needs.
264 The solution SHOULD offer a facility to generate invoices/
accompanying form letter and monitoring receipts.
265 The solution SHOULD facilitate the generation of a training &
development plan built up from individually identified training
needs. The means of recording training needs SHOULD therefore
also be available.
266 The solution SHOULD provide a means for managing secondment
opportunities and requests
267 The solution SHOULD enable tracking of staff replacement costs
268 The solution SHOULD enable monitoring of planned and actual
expenditure against course codes /expenditures.
269 The solution SHOULD offer the facility to establish the availability
of the trainer
270 The solution SHOULD offer the facility to establish the availability
of training centre rooms and resources.
271 The solution SHOULD offer the facility to record cancellations
against individual.
272 The solution SHOULD offer the facility for automatic generation of
reminders to return overdue resources.
273 The solution SHOULD offer the facility to catalogue resources and
produce hardcopy lists for those without electronic access.
274 The solution MUST provide a means of recording and enquiring on
post based information.
275 The solution MUST provide the ability to manage establishments
based on posts and budget.
276 The solution MUST allow more than one person to be held against a
post. This will be an exceptional requirement and the solution
MUST provide notifications and audit trails when a second or
subsequent employee is assigned to a position
277 The solution MUST not allow more than a person to hold more than
one post
278 The solution MUST constrain recruitment absolutely to prohibit any
hiring action unless the recruit is assigned to vacant positions
279 The solution MUST prohibit those operators with security access to
change post attributes from any access to recruitment, transfer,
promotion or any other employment/personal information
functionality.
280 The solution MUST provide the facility to calculate Full Time
Equivalent (FTE) figure differently depending on type of posts
The solution MUST provide the ability to record post title, post type
and organizational position.
303 The bidder MUST describe how the workflow engine provides
extensibility & flexibility for customized workflows.
304 The solution SHOULD enable process state tracking.
305 The solution MUST enable integration to 3rd party workflow-
engines.
306 The solution MUST enable an open approach to integration.
307 The solution MUST enable multiple approval processes; based on
Grade Level, posts, accounting codes, monetary approval authority
etc.
308 The solution SHOULD have embedded document management
capability.
309 Document management and workflow functionality MUST be
integrated.
310 The bidder SHOULD provide information on the solution’s
documents management capacity, third party tools that are
required, integrated with workflow or standard solution and outline
volumetric for data storage.
311 The bidder SHOULD provide details of standards, integration with
other of document management and data exchange schemas the
chosen solution supports as standard.
312 Bidders MUST identify how their proposed solution addresses data
archiving, NAICOM requires access to all historic HR data relating
to current employees, along with access to other HR data as
follows:
a. Applicants for a rolling calendar year
b. Leavers for 5 years after termination date
c. Payment data for the current and previous financial years
313 Bidders MUST explain the archiving facilities provided in their
proposed solution.
314 Bidders MUST explain how archiving works in their proposed
solution
315 Bidders MUST explain how their archiving facilities will support
NAICOM requirements
316 Bidders MUST explain the implications on storage and
performance, within their proposed solution, of providing access to
the relevant data over the periods specified.
317 The solution MUST be able to upload files from the Microsoft office
family of products (Word, Excel, Visio, Project, PowerPoint etc.).
318 The solution MUST be able to roll back the database to a given
date
319 The solution SHOULD enable new functionality, and modules, to be
added to both live and development environments.
320 The solution MUST have standard reports appropriate to NAICOM’s
environments
321 Row-level and field –level audit MUST be provided as standard and
capable of configuration by NAICOM support staff.
322 Audit data management tools SHOULD be provided as data
volumes are expected to be substantial
323 The solution MUST be configured with standard reports and
TECHNICAL REQUIREMENTS
Numbe Description
r
1 The bidder MUST provide to NAICOM a suitable technical
platform for its software solution (the provision of the end-to-
end delivery platform is included within this procurement)
2 The bidder MUST evaluate the sizing, bandwidth, maintenance,
support, environmental requirements and interoperability of all
of the components required to deliver the solution, and any
equipment /upgrades that will be needed to meet the growth in
volumes indicated in this document
3 The bidder MUST be prepared to offer a fully integrated turnkey
solution
4 The bidder MUST specify the server platform(s) and operating
solution(s), including versions, on which the solution will run,
stating the pros and cons associated with each option
5 The bidder MUST state what the recommended option for the
Financial and HR solution and supporting database and state
the reasons for the recommendation
6 The bidder MUST state what provisions for other hardware are
included within the technical specification
7 The bidder MUST state all infrastructure assumptions it has
made in relation to its technical platform specification.
8 Bidders must specify all of the software components used to run
their solution;
9 The bidder’s solution MUST utilize a robust, scalable database
platform capable of high-availability, multi-instance operation.
The bidder should note that ability to allocate tables paces
across multiple spindles (Raid level 5 or 10 redundancy
preferred) and tune performance to maximize transactional
throughput will be required;
10 The bidder MUST state what additional software is required to
run its solution, this is likely to include client operating
solutions, anti-virus products, web-server, administrative tools
and web browsers where there are options, and state the
reasons for its recommendations
11 For the preferred solution, the bidder MUST state the proposed
software version levels for ALL software
12 The bidder must state what products its solution will integrate
with on the desktop and also describe what implications this
may have for the desktop build and configuration
13 The bidder MUST state both the basic and expert user reporting
and development tools used by its software solution
14 The solution MUST be scalable and the bidder MUST provide
evidence of its largest implementation in a private sector
environment.
15 The bidder MUST detail the frequency of critical patches over
the last two years (to any component of the proposed of the
proposed solution delivery architecture).
Non-functional Requirements
Numbe Description
r
1 All components of the proposed solution delivery architecture
MUST allow remote management and access
2 THE SOLUTION should be able to integrate with LDAP and
Active Directory
3 The solution MUST be provided with network and remote
administration tools.
4 The bidder MUST state what middleware solutions are provided
5 The solution MUST enable development, testing and production
environments
6 The solution MUST enable the migration of development code
from a development environment to testing and production
environments.
7 The bidder MUST describe the facilities available within the
software to schedule any jobs e.g. interface updates, print runs.
Implementation Services
Number Description
1 The bidder MUST describe their recommended approach to
solution implementation by specifically addressing each of the
following areas in turn:
a. Solution installation/set-up
b. Solution analysis/design
c. Review of current document management and
the identification and assessment of changes
required to minimize configuration /
customization
d. Solution development/customization (to include
Number Description
unit testing)
e. Solution testing (to include user acceptance
testing and the testing of all standard and
defined reports)
f. Solution cutover and roll out
g. Any specific risks, constraints and assumptions
associated with solution implementation
h. Expected distribution of responsibilities between
the bidder and NAICOM (including the level of
users involvement)
i. Anything else relevant to implementation
support not covered here.
Number Description
these risks?
c. Who should own the resolution of the risk?
10 The bidder MUST detail the roles and provide the names of each
member of its proposed implementation team.
Training
Number Description
1 The bidder MUST provide full training for all solution users to
include solution administrator and end user training
2 The bidder MUST detail its approach to delivering training
including full descriptions and examples of training
documentation provided.
3 The bidder MUST state the options that exist in relation to the
location of training available to NAICOM e.g. onsite, bidder
premises.
4 The bidder MUST state whether it proposes to use a 3 rd party
organisation to deliver NAICOM staff training.
5 The bidder MUST define responsibilities for providing training
hardware and software and any additional charges involved.
Solution Operation/Administration
Number Description
1 The bidder MUST describe all operations tasks and processes.
2 The bidder MUST describe operation skill sets required.
3 The bidder MUST detail the operations effort, in terms of hours
worked and when, in support of a similar solution.
4 The bidder MUST describe all Solution Administrator tasks and
processes.
5 The bidder MUST describe the Solution Administrator skill sets
required
6 The bidder MUST specify the solution documentation that will be
provided, at what cost and the policy for keeping
documentation up-to-date.
Solution Availability
Number Description
1 The solution MUST be available for a minimum of 99% over the
period 07.30-23.00, Monday through Sunday
2 The bidder MUST identify scheduled down-time needed for
housekeeping functions, including backup processing.
3 The bidder MUST describe its recommended back up / recovery
strategy for the solution;
4 The bidder MUST describe the level of resilience its solution
provides and what enhancements could be needed to increase
the level of resilience provided.
Solution Support/Maintenance
Number Description
1 The bidder MUST commit to maintaining and supporting the
solution for the first three months after implementation. Onward
support if required will be subject to negotiation.
2 The bidder MUST identify and define, (in the format of a
comprehensive service-level agreement) support levels in terms
of different levels of faults that can be reported, criticality,
hardware, software, infrastructure and communications
components and expected resolution times.
3 The bidder MUST describe its problem management and
escalation processes.
4 Full solution recovery following a serious solution fault (i.e. the
solution is inoperable) MUST be achieved within 8 working hours
of notification.
5 The bidder MUST set out any restrictions to the support
availability e.g. hours availability, out of hours support
arrangements
6 The solution MUST be recovered to the point of the last
completed update transaction after a non-destructive failure.
7 The bidder MUST describe its disaster recovery procedure.
8 The bidder MUST describe its approach to product upgrades and
provide details of current support levels for previous versions.
9 The bidder MUST detail the frequency of product upgrades,
including the dates of the last three solution releases for all
software components of the proposed solution.
10 The bidder MUST provide a product roadmap for major product
releases.
12 The bidder MUST describe the mechanism for applying product
Number Description
upgrades, including typical timescales for the solution of the
upgrades, whether installed remotely and the nature of testing
procedures for verifying the upgrade
The bidder MUST describe how bespoke/customised and
personalised user reports and settings are incorporated into
product releases and maintenance updates
13 Software support and associated costs MUST be described fully.
14 Size, composition and location of the team who will support the
product MUST be described.
Technical Assumptions
NAICOM expects bidders to do a site survey before responding to this RFP.
The terms of reference given here are meant to provide a guide and
minimum standard for the requirements. The actual requirements will
then be discussed and agreed during the negotiations stage and the final
agreed requirements will be incorporated as Annex A to the Contract
Agreement.
Dear Sir,
We are submitting our proposal in association with: [Insert a list with full
name and
address of each associated company, also specify, whether they are in
joint venture]. If negotiations are held during the period of validity of the
We also confirm that the Federal Government of Nigeria has not declared
us ineligible on charges of engaging in corrupt, fraudulent, collusive or
coercive practices. We furthermore, pledge not to indulge in such
practices in competing for or in executing the contract, and we are aware
of the relevant provisions of this proposal document.
We understand you are not bound to accept any proposal you receive.
Yours faithfully,
Authorised Signature
[in full and initials]
Name and title of Signatory
Name of Firm
Address
Bidder’s Organisation
[Provide here a brief description (maximum two pages) of the background
and organization of your firm]
BIDDER’S DETAILS
Company name and address
Email:
VAT Registration
Name and address of ultimate holding company and any subsidiary companies
Email Address
Member of a Trade Association?
Main activity
Please
continue
overleaf ⇒
BANK REFERENCES
Name of account
BANK HOLDING MAIN ACCOUNT
Bank name and address Account number How long open?
Name of account
COMMERCIAL REFERENCES
Provide names and contract details of two customers who may be
approached to verify your capacity to perform against similar contracts.
INTERNATIONAL TRADE REFERENCE – CUSTOMER 1
INTERNATIONAL TRADE REFERENCE – CUSTOMER 2
Name and address
Name and address
Telephone No.
Telephone No.
SUPPORT
What after sales / warranty / spare parts / support services / local agent / repair are available?
(Please feel free to attach any further supporting information with this form)
DECLARATION BY APPLICANT
Full name Job title of signatory
/ /
[using the format below, provide information on each assignment for which
your firm was legally contracted for carrying out projects similar to the ones
requested under this assignment. ]
Firm’s Name :
Authorised Signature :
Comments And Suggestions On The Terms Of Reference
Work Schedule
Indicate all main activities of the assignment, including delivery of reports
(e.g. inception, interim, and final reports), and other benchmarks such as
NAICOM’s approvals.
DATE OF BIRTH
NATIONALITY
MEMBERSHIP IN
PROFESSIONAL SOCIETIIES [state rank and name of society and year of
attaining that rank].
COUNTRIES OF WORK
EXPERIENCE
EMPLOYER 1 FROM : TO :
[e.g. January 1999] [e.g. December
2001]
EMPLOYER 2 FROM : TO :
EMPLOYER 3 FROM : TO :
EMPLOYER 4 (etc) FROM : TO :
I, the undersigned, certify that (i) I was not a former employee of NAICOM
immediately before the submission of this proposal, and (iii) to the best of
my knowledge and belief, this biodata correctly describes myself, my
qualifications, and my experience. I understand that any willful mis-
statement described herein may lead to my disqualification or dismissal, if
engaged.
Name Signature Date
Dear Sir,
We, the undersigned, offer to provide the services for [Insert title of
assignment] in accordance with your Request for Proposal dated [Insert
Date] and our technical proposal. Our attached financial proposal is for the
sum of [Insert amount in words and figures]. This amount is exclusive of local
taxes, which we have estimated at [insert amount in words and figures].
We also declare that the Government of Nigeria has not declared us, for any
part of the
contract, ineligible on charges of engaging in corrupt, fraudulent, collusive,
or coercive practices. We furthermore, pledge not to indulge in such
practices in competing for or in executing the contract, and are NAICOMre of
the relevant provisions of the proposal document.
We understand you are not bound to accept any proposal you receive.
Yours faithfully,
Authorised Signature
[in full and initials]
Name and title of Signatory
Name of Firm
Address
Summary of Cost
Breakdown of Cost
Implementation Cost
Training Cost
Support Cost
We have been informed that [Insert: Name of Bidder] (hereinafter called “the
bidder”) has submitted to you its bid dated [Insert: Bid date] (hereinafter
called “the Bid”) for the execution of [Insert: name of contract]].
1. If the bidder withdraws its bid during the period of bid validity specified
by the bidder
2. If the bidder does not accept the correction of errors in accordance
with the instructions to bidders in the RFP
3. If the bidder, having been notified of the acceptance of its bid by
NAICOM during the period of bid validity,
a) Fails or refuses to execute the contract forms
b) Fails or refuses to furnish the performance security for the
project