Design and Development of the ASEAN Secretariat’s Enterprise Resource Planning (ERP) System
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ASEAN SECRETARIAT
Design and Development of the ASEAN Secretariat’s Enterprise Resource
Planning (ERP) System
PROPOSAL MUST BE RECEIVED BY
Monday, 07 January 2019 before 4.30 PM
DELIVER PROPOSAL TO:
ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Prepared by : Information Technology System Division (ITSD)
Date : 01 November 2018
Request for Proposal
Design and Development of the ASEAN Secretariat’s Enterprise Resource Planning (ERP) System
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1 EXECUTIVE SUMMARY
1. The ASEAN Secretariat (ASEC) was established in February 1976 by the Foreign
Ministers of ASEAN. Currently staffed with approximately 400 people, the mission of
ASEC is to initiate, facilitate and coordinate ASEAN stakeholder collaboration in
realizing the purposes and principles of ASEAN as reflected in the ASEAN Charter.
2. A number of arrangements, initiatives, and institutions related to ASEAN cooperation
has multiplied over the years and demands for corporate services have also increased
proportionally. Therefore, in order to effectively fulfil its functions in providing greater
efficiency in the coordination of ASEAN organs and implementation of ASEAN
projects and activities, ASEC needs to be equipped with sufficient tools and up-to-date
technology.
3. In 2014, ASEC commissioned a team of ERP experts to carry out a needs assessment
study on ASEC Business Process and IT System with the aims to: (i) stocktake and
analyse existing business processes and IT system of ASEC; (ii) conduct an analytical
assessment of ASEC’s current and anticipated needs as well as requirements within the
context of ASEC’s mandate and strategies; (iii) identify development gaps in the
current business process and IT system; and (iv) provide detailed recommendations on
a suitable ERP system for ASEC that would meet the needs of office automation
especially in the areas of finance, budget, procurement, human resource management
and related administrative services.
4. ASEC intends to establish an integrated ERP system and therefore seeking a qualified
vendor to design and develop an ERP system for ASEC. The selected vendor will work
with ASEC Corporate Affairs Directorate (CAD) team comprising representatives of
Human Resource Division (HRD), Administration and General Affairs Division
(AGAD), Finance and Budget Division (FBD) and Information Technology System
Division (ITSD).
5. The to-be-appointed vendor is expected to deliver all requirements as stated in the TOR.
Aside from the development of the system, the vendor shall also deliver hardware and
software applications required for running the ERP system, user and technical support
guides, as well as necessary training and support.
6. After the trial run and handover the system to ASEC, it is required that the vendor
provide at least 36 months of warranty.
7. Other requirements are in the attached TOR.
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2 SCOPE OF WORK
2.1. OBJECTIVES
The selected vendor shall be tasked to achieve the following objectives:
1) Design and develop an integrated ERP system that will manage and generate the 4
corporate functions/modules in an integrated manner: These four (4) modules are:
(i). Human Resources (including an employee portal for self-service access);
(ii). Finance;
(iii). Procurement; and
(iv). Asset Management
2) Deliver and setup the hardware necessary for the smooth running of the ERP systems;
3) Design and develop interface for the biometric finger scanning/data capture device
integrate with the ERP system;
4) Perform all required testing for the ERP application and configurations;
5) Integrate and configure the necessary tools and applications for the ERP systems
6) Develop the User Guideline on how to use the ERP and ERP Technical Support
Guideline;
7) Migrate the database from existing standalone systems to the ERP system;
8) Provide a complete documentation of flowchart and process of the ERP platform;
9) Provide training to all relevant ASEC staffs on the ERP for daily operations and system
training to IT staffs on supporting and administrating the ERP systems.
2.2. IMPLEMENTATION ARRANGMENTS
The vendor shall work closely with the ASEC Corporate Affairs Directorate (CAD) team and
follow the overall direction and guidance provided by the Director of Corporate Affairs
and/or ASEC Management.
2.3. EXPECTED DELIVERABLES
The to-be-appointed vendor shall deliver:
1) Hardware and software applications required for running the ERP system;
2) A complete integrated ERP platform with the 4 modules (Human Resource, Finance,
Procurement and Asset Management) and their required functionalities;
3) ERP User Guideline and Technical Support Guideline;
4) A complete set of required documentations of flowchart and process of the system;
Design and Development of the ASEAN Secretariat’s Enterprise Resource Planning (ERP) System
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5) Necessary trainings are provided to all relevant ASEC staffs; and
6) Free support, maintenance and licensing of ERP for period not less than 36 months from
the date of hand-over to ASEC (inclusive of on-site debugging/correction, when
necessary).
2.4. INDICATIVE WORK SCHEDULE
Vendor is requested to provide a clear methodology and approach in carrying out this
assignment. Vendor is required to demonstrate knowledge and skills warranting that the
vendor’s team will be able to implement this project successfully in according to the intended
timeline (refer to TOR).
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3 RFP REQUIREMENTS PROCESS
3.1. PROPOSAL SUBMISSION INSTRUCTIONS.
a. All proposals must be submitted in English.
b. Vendors should indicate the Title of the Tender at the upper right of the envelopes.
c. The Technical Proposal and Finance Proposal must be submitted separately in two
different envelopes to the following address:
Chairman of Sub-Committee on Tender
Administration and General Affairs Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia
Note: Each proposal shall consist of an original set and 3 photocopy sets.
d. Vendors must not include any financial/cost data in the Technical Proposal. All
financial information shall be included in the Financial Proposal. Failure to
adhere to this will lead to disqualification.
e. The proposal should be concisely presented and structured, explaining in details the
Vendor’s experience, resources, etc. to provide the requested services/scope of
work/deliverables/requirements, etc. as stated in the TOR.
f. Vendors must include a CD/Media containing a softcopy of the Technical Proposal
(proper sorted order) in PDF version.
g. Proposals must be submitted by 07 January 2019, 4.30 PM.
h. Proposals that are incomplete will be disqualified.
3.2. QUERY OF PROPOSAL
All communications with regard to this RFP shall be in writing and submitted to:
Procurement Unit Administration and General Affairs Division
ASEAN Secretariat
Email: [email protected]
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3.3. RFP TERMS & CONDITIONS
a. Eligibility to participate
This tender is open to any established company and business registration, with proven
record in design and development of ERP system or similar systems for multi-
companies, governmental agencies, or international organisations.
b. Validity of Bid Proposal
Received tender proposals shall be valid until 31 May 2019.
c. Preliminary meeting
ASEC will conduct a preliminary meeting about this bidding process. All prospective
vendors who are interested to participate in the bidding process may register by sending
an email to procurement@asean .org no later than 18 November 2018.
ASEC will inform the date and time of the preliminary meeting, tentatively scheduled
in the third week of this RFP’s published date. Any expense incurred in relation to
attending the preliminary meeting shall be borne by each respective vendor.
Date : Thursday, 29 November 2018 (TBC)
Time : TBA
Venue : ASEAN Secretariat (Jakarta)
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4 COMPLIANCE
In conformance to the ASEAN Secretariat’s Financial and Administrative Rules and Procedures
(AFARP), prospective bidders shall submit their respective bids in English on or before the
deadline to ASEAN Secretariat. Late submission shall not be accepted. Bids shall be submitted
in two (2) separate sealed envelopes containing the following:
1) First Envelope: Technical Proposal, which shall consist, among other, of the technical
specifications of the goods/works/services to be procured, production/delivery
schedule, after-sales service/parts, manpower requirements, list of
hardware/software required, catalogues, specifications, training information, user
acceptance test (UAT), demonstration kit, technical support, expected support
response and methodology in development of ERP system, the company profile
and legal documents, relevant experience and references, etc.
Vendors must not include any financial/cost data in the Technical Proposal,
but only in the separate envelope titled Financial Proposal. Failure to adhere
to this will lead to disqualification. A CD containing the softcopy PDF version
of the Technical Proposal shall be included.
2) Second Envelope: Financial Proposal which shall contain the bid amount and relevant
financial information as required in the TOR, such as recurring and maintenance
cost, detailed estimates, payment schedule, latest audit financial statements, etc.
All documents not submitted in English shall not be considered. Any quoted price in the
Financial Proposal shall be in US Dollar.
The ASEAN Secretariat may, after the closing date, request additional information or
clarification of tenders in writing.
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Appendix 1
Consultancy Firm/Individual Consultant General Information To be submitted together in the Technical Proposal
Name:
Division or Subsidiary (if applicable):
Address:
City:
Province / State:
Country:
Postal Code:
Telephone:
Business Name Registration: (if applicable)
Tax Registration Number:
Valid Business Permit: (if applicable)
Contact: Telephone no.:
Title / Position: Fax no.:
E‐Mail:
Indicate number of years involved in similar
business
Are you a subsidiary of a financial institution?
*If Yes, Please indicate your Holding Company
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Appendix 1A List of Clients
To be submitted together in the Technical Proposal
Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title
Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title
Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title
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APPENDIX 1B
Technical Requirements
To be submitted together in the Technical Proposal
The Technical Requirements should address the requirements and expectations set out in the
table below. The vendor should use the section numbers and corresponding titles shown in this
tables in their Technical Proposal Submission to allow the ASEAN Secretariat Sub Committee
on Tender to evaluate Technical Submissions accordingly.
No Description
ASEC Requirements Remarks
1 ERP Platform
requirement Must be developed using a solution that is
readily available in the market and consists
of 4 required modules i.e. Human
Resources, Finance, Procurement and Asset
Management
Must include at least Web Servers,
Application Servers, Database Servers,
Document/File Storage Server (at least
20TB w/RAID 5), Backup Servers with
LTO and any other required
components/elements/ software for
development and smooth operationalization
of the ERP system
Must include standard backup scheduling
system to perform complete and reliable
backups and reduced archival costs. The
backup system shall be able to perform data
restoration as required
Must integrate and communicate with
ASEC’s existing systems for Single Sign-
on with the Microsoft Active Directory
Able to serve daily user access and
operations from at least 360 users to the
ERP system internally, with the possibility
of expansion
Must interface with the biometric finger
scanner and data capture device to user
identification, attendance recording, receipt
capturing for claiming etc.
(Please refer TOR for detailed requirements)
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2 Duration for Work
Delivery Present a proposed activities and timelines
with expectation to be fully completed not
more than 23 months depending on the
solution/platform selected, number of
personnel, methodology, etc of each
vendor.
Ensure the delivery of the hardware and
software needed for the ERP systems will
be available during the development/
production environment to prevent any
delay for the ERP development
3 Functionalities/Features Provide recommended functionalities/features as
indicated in reference to Section 7B of attached
TOR
4 Demonstration of
Deployment
Provide a demonstration of the deployment of
ERP system or similar project with different
login access levels that has been previously
designed and developed by the assigned expert/s
within the last 10 years. The demonstration can
be a demo version (try before buy) in the form
of CD, web-based or downloadable application
with installation instructions
5 Project Approach
Proven track records and experiences in
developing and deploying ERP systems for
international/regional organizations of similar
nature to ASEC
6 Expected Deliverables Provide deliverables as indicated in reference to
Section 3 of attached TOR
7 Technical Support Provide necessary technical support and
expected response time in case of emergency
8 After Warranty
Recurrent Commitment
Provide annual renewal licensing, maintenance
and support services for a period of 3 years.
This annual maintence and recurrent costs will
be used as one of the criteria to consider as a
proposal although this annual maintenance and
recurrent costs are not part of this assignment1.
9 Relevant Technical
Skills
Have at least a team with the expertise as listed
in part 7 of Section 6 in the TOR;
1 The annual maintenance and recurrent costs shall remain valid for 3 years after the warranty period,
should ASEC decide to purchase these services from the appointed vendor for this assignment.
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10 Leadership Strong leadership and inter-personal skills
including excellent communication, facilitation,
and training skills are required
11 Solution/Platform
Authorisation
Authorised partner and/or supports of software
solution/platform to be supplied
12 Other qualification a. Broad understanding and familiarity of the
framework of efficient enterprise resource
planning and systems are an advantage
b. A strong understanding about ASEAN
structure and/or structure of international
organization such as UN will be added
advantage
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APPENDIX 2
Financial Proposal Requirements
To be submitted together in the Financial Proposal
The Financial Proposal should contain the bid amount with detailed estimates i.e. description and
allocation for each item. The total proposed budget should be inclusive of all supplies, services,
taxes, and any other costs required to complete the project. The Financial Submission should
detail the estimates for each item as set out in the table below:
No. Description
Unit Cost (USD) Total Cost (USD)
1. Cost of ERP design and
development (consultant fees)
2. Cost Breakdown of Hardware
required for running the ERP
system.
Note:
Please list all hardware and
cost associated with them.
Provide the specifications
and brand of each hardware
3. Cost Breakdown of Software
applications required for
running the ERP system
Note:
Please list all software
applications and cost
associated with them including
license fee, if any.
4. License Fee for authorised
accounts for 360 users (one-
time purchase):
Super users: 3
Functional users: 35
End users with approval
authority:116
End users (basic):206
Note:
The numbers of user license
are indicative. Refer to
Footnote 7 in the TOR.
5. Cost Breakdown of the 3
years:
Annual license fee
Annual maintenance/
support fee
6. Others/Miscellaneous (please
specify: e.g. travel cost, … )
7. Tax (If Any)
8. Total Proposed Amount USD
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9. Payment Schedules e.g. Payment schedules will be
made in three stages:
1. First Payment of USD
__________ (…….
after verification of the
signed SSA by ASEC)
2. Second Payment of
USD________ (….
after the design,
development and
implementation phase).
3. Third Payment of
USD________ (….
after project
concluded).
For ASEC Consideration:
Annual User Licensing, Maintenance and Support Fee another period of 3 Years after the
initial 36-months warranty period ends.
No. Description
360 User License
fee (USD)
Maintenance and
Support Fee (USD)
Total (USD)
1. Year 1
(e.g. 1 January – 31
December 2024)
2. Year 2
3. Year 3
Note: ASEC considers the sustainability of its ERP system as one of the critical factors.
Any vendor selected for the design and development of ERP system shall commit to the
after-system-handover maintenance services. ASEC may consider accepting the fee for the
renewal of annual user licensing, maintenance and support services, and therefore the
quoted amount as above shall be valid at least 3 years after the initial warranty period
ended.
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APPENDIX 3
Checklist for the Completeness of Documents Submitted
The checklist must be used to ensure that you have provided all documentations for the tender. The
checklist must be signed and included in both envelopes of your proposals.
I. General Requirements
No. Description Checklist
1 Proposals shall be prepared in English
2 Proposals are submitted in two different envelopes
3 The envelope must be sealed and labeled accordingly.
i. Technical Proposal
ii. Financial Proposal
4 Title of the tender shall be put on each envelope
II. Technical Proposal
No. Description Checklist
1 Project methodology and approach
2 Schedule of delivery
3 Manpower/consultant requirements
4 List of hardware and software
5 Duly filled Appendix 1, 1a and 1b
6 Company profile
7 A demo version in the form of CD, Web-based or downloadable
application
8 Copy Company Legal Documents (if applicable), i.e.
i. Business Name Registration
ii. Valid Business Permit
iii. Tax Identification Number
iv. Authorised partner of the proposed software solution
9 One original signed copy of technical proposal
10 At least three duplicate copies of technical proposal
11 A CD containing a softcopy of the technical proposal in PDF
III. Financial Proposal
No. Description Checklist
1 Bid amount in US Dollar
2 Payment breakdown and schedule
3 Annual User Licensing, Maintenance and Support Fee for 3 Years
after the warranty period.
4 Latest audited financial statements (if applicable)
5 Authority of signatory (if applicable)
6 One original signed copy of financial proposal
7 At least three duplicated copies of financial proposal
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Appendix 4
Template for the Proposal Envelope
First Envelope – Technical Proposal
_________________________________________________________________________________________
_________________________________________________________________________________________
Name & Address
Technical Proposal - Title of the Tender
Chairman of Sub-Committee on Tender
Administration and General Affairs Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia
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Second Envelope – Financial Proposal
_________________________________________________________________________________________
Name & Address
Financial Proposal - Title of the Tender
Chairman of Sub-Committee on Tender
Administration and General Affairs Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia
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Appendix 5
TOR for the Design and Development of ASEAN Secretariat’s
Enterprise Resource Planning (ERP) System