vendor management framework development project request … · 2016-03-10 · vendor management...

VENDOR MANAGEMENT FRAMEWORK

DEVELOPMENT PROJECT

REQUEST FOR PROPOSAL (RFP)

VENDOR MANAGEMENT SYSTEM

MARCH, 2016

Vendor Management Framework Development Request for Proposal – Vendor Management System

Vendor Management Solution Version: 1.0

Request for Proposal Issue Date: 10th of March 2016 P a g e 3

Table of Contents 1. INTRODUCTION / BACKGROUND.................................................................................................... 5

1.1 Purpose of Document & Deliverables .............................................................................. 5

1.2 Proposal Specification ...................................................................................................... 5

2. STATEMENT OF REQUIREMENTS/ DETAILED ANALYSIS ................................................................... 7

2.1. General ............................................................................................................................. 7

2.2. Vendor Registration & Profile .......................................................................................... 7

2.3. Requisitions ...................................................................................................................... 9

2.4. Procurement ................................................................................................................... 10

2.5. Inventory Management of Stock Items ......................................................................... 13

2.6. Vendor Performance Management ............................................................................... 13

2.7. Asset Maintenance ......................................................................................................... 14

2.8. Multi-Currency ................................................................................................................ 14

2.9. Multilingual..................................................................................................................... 15

2.10. Approvals .................................................................................................................... 15

2.11. Cost Accounting ......................................................................................................... 15

2.12. Invoicing ..................................................................................................................... 15

2.13. Vendor Portal ............................................................................................................. 16

2.14. Reporting & Analytics................................................................................................. 16

2.15. Security ....................................................................................................................... 18

2.16. Communication .......................................................................................................... 18

3. GUIDELINES FOR PROPOSAL PREPARATION ................................................................................. 19

3.1. Transmittal/ Cover Letter ............................................................................................... 19

3.2. Executive Summary ....................................................................................................... 19

3.3. Corporate Background and Experience ......................................................................... 20

3.3.1. Corporate Background ............................................................................................... 20

3.3.2. Corporate Experience ................................................................................................. 20

3.4. Project Organisation and Staffing ................................................................................. 20

3.4.1. Organisation ............................................................................................................... 21

3.4.2. Resume ....................................................................................................................... 21

3.4.3. Responsibilities ........................................................................................................... 21

3.4.4. Backup Personnel Plan ............................................................................................... 21

3.5. Methodology .................................................................................................................. 21




3.6. Project Management and Control.................................................................................. 22

3.7. Work Plan and Schedule ................................................................................................ 22

3.8. Detailed and Itemised Pricing ........................................................................................ 23

3.9. Other Information Required: ........................................................................................ 23

4. PROPOSAL DUE DATE & RELEVANT CONTACTS ........................................................................... 24

5. EVALUATION SCHEDULE & PROPOSAL SUBMISSION .................................................................... 25




1. INTRODUCTION / BACKGROUND

MHF Properties Limited (subsequently referred to herein as MHF), a subsidiary of the Dangote Group

(which is a leading and one of the most diversified business conglomerates in Africa with a passion

for excellence) is a service-oriented company that offers professional property development and

management services. MHF aspires to become the leading property development and management

company in Nigeria. To attain this objective, MHF has adopted the strategy of engaging and working

with vendors in the maintenance services space for properties.

MHF maintains an unbiased process for selecting and managing its pool of vendors. However, these

processes are currently executed manually and without the desired efficiencies the organisation

requires. MHF believes that the implementation of a suitable vendor management system (VMS) will

help improve the productivity and efficiency of its vendor management function.

The VMS is expected to manage the automation of all or parts of the core and ancillary vendor

management processes including Vendor Registration and Profiling, Procurement, Requisitions,

Request and Evaluation of Quotations and Tenders / Bids, Inventory Management, Vendor

Performance Management, Risk Management, Asset Maintenance, Approvals, Cost Accounting,

Invoicing, Reporting & Analytics Contract Management, Vendor Communications and Vendor

Information Management.

1.1 Purpose of Document & Deliverables

The purpose of this document is to clearly state the need for a VMS at MHF. The expected

deliverables of the implementation are as follows:

A VMS that supports the core and ancillary vendor management processes as listed above

(paragraph 3 of introduction)

A VMS with a robust core engine to drive automated workflows

A VMS with flexibility for easy integration with other solutions e.g. a document management

system, Microsoft Platforms etc.

A VMS that is scalable to cater for more users at any point in time

A VMS with bespoke reporting and analytics capabilities

1.2 Proposal Specification

All proposals must be typewritten on standard A4 paper with tabs delineating each section. A soft

copy of the proposal must be submitted in Microsoft Word or Adobe Acrobat (.pdf) format.

The technical proposal must include the following sections:

1. Transmittal / Cover Letter

2. Executive Summary

3. Corporate Background and Experience




4. Resumes of relevant Resources

5. Project Organisation and Staffing

6. Methodology

7. Project Management and Control

8. Work Plan and Schedule

Items to be included under each of these headings are identified in Guidelines for Proposal

Preparation below. Each section within the technical proposal should include all items listed in the

paragraphs below. The evaluation of proposals will be done on a section by section basis. A format

that easily follows the requirements and order of the RFP should be used. Any proposal that does not

adhere to these requirements may be deemed non-responsive and rejected on that basis.




2. STATEMENT OF REQUIREMENTS/ DETAILED ANALYSIS

Below is a detailed list of the functional requirements of the Vendor Management System:

S/N Requirement Description Priority (High, Medium, Low)

S M 3rd C F NS

2.1. General

i. The solutions should have the ability to cater for users between 50 - 99

High

ii. The solution should have the ability to be deployed as a web based service (preferable) or installed locally on client desktops / computers

High

iii. The solution should have the ability to be deployed as a cloud service

High

2.2. Vendor Registration & Profile

i. The solution should have the ability to capture electronic records of vendor master data

Company details

o Company name

o Contact / physical address

o Website (if any)

o Contact email address

o Office phone number and fax

Area of specialization (i.e. goods and / or services rendered)

Registered Company (RC) Number (if any)

Key contact details

o Person’s name

o Contact email address

o Office phone number and mobile number

Tax Identification Number (TIN)

Lagos Internal Revenue Service (LIRS) Payer Identification Number

VAT registration number (if any)

Vendor’s banking and payment details

o Bank name

o Bank branch (where vendor account is domiciled)

o Contact address of bank

o NUBAN Account number

o Preferred payment channel(s)

High





S M 3rd C F NS

ii. The solutions should have the ability of making certain vendor fields mandatory for completion during vendor registration

High

iii. The solution should also have the ability of storing photographs / pictures or scanned copies of vendor’s documents e.g.:

Certificate of incorporation

Statement of authorized share capital

Particulars of directors/ first directors

Photographs of directors

Photograph of key contact

Copy of operating license

Tax clearance certificate

Scanned or digital copies of authorized signatories

High

iv. The solution should have the ability of allocating a system generated registration number to any successfully registered vendor

Medium

v. The solution should have the ability to assign a time limit to the completion of vendor registration

High

vi. The solution should have the ability of tracking vendor registration process

High

vii. The solution should have the ability of closing any registration (in progress) that is not completed within the assigned completion time

High

viii. The solution should have the ability to categorise vendors into registered and unregistered enterprises

Medium

ix. The solution should have the ability to categorise vendors into peer groups based on the services provided

High

x. The solution should have the ability to filter vendors using different criteria

Medium

xi. The solution should support the ability of searching for vendor record

High

xii. The solution should have auto-fill capabilities for searching for vendors

High





S M 3rd C F NS

xiii. The solution should have the ability to support the following statuses for vendors:

Retained

Put on hold

De-registered

High

2.3. Requisitions

i. The solution should have the ability to enable raising of purchase requisitions

High

ii. The solution should have the ability to enable online approval of purchase requisitions

High

iii. The solution should have the ability to manage requisition workflow

High

iv. The solution should have the ability to support creation and maintenance of item / service catalogue containing a standardised set of items / services

High

v. The solution should have the ability to categorise items / services in the service catalogue and assign codes to each category

High

vi. The solution should have the ability to select items / services for purchase from a pre-defined items catalogue

High

vii. The solution should have the ability to allow users type free text to specify request

Medium

viii. The solution should have the ability to provide for attachment of multiple types of documents to requisition for approvers, buyers and vendors to view if required

Specifications

Pictures

Bills of materials lists etc.

Medium

ix. The solution should have the ability to allow users pick from a pre-defined list of codes of fault types when logging faults on the solution

High

x. The solution should have the ability to assign items / services in the catalogue to registered vendors

High



Request for Proposal Issue Date: 10th of March 2016 P a g e 1 0


S M 3rd C F NS

2.4. Procurement

Goods, Services or Stock Items

i. The solutions should have the ability to support online generation and submission of a job request form1

High

ii. The solution should have the ability to categorise job requests as purchases or maintenance requests

High

iii. The solution should have the ability to support electronic approvals of job request form

High

iv. The solution should have the ability to support request for price quotes for goods or services from vendors

High

v. The solution should have the ability to capture the statement of work of the services that go with the quotes from vendors

High

vi. The solution should have the ability to capture the goods specifications that go with the price quotes from vendors

High

vii. The solution should have the ability to compare prices quoted by vendors for goods or services requested from the vendors

High

viii. The solution should have the ability to support generation of a local purchase order (LPO) for goods or services required from vendors

High

ix. The solutions should have the ability to assign unique IDs to LPOs generated

High

x. The solutions should support the ability of renaming LPOs for easy identification

Medium

xi. The solution should have the ability to support online approval of LPOs

High

xii. The solution should have the ability to assign electronic signature, name, designation of approver, date and time to LPO

High

xiii. The solution should have the ability to electronically dispatch approved LPOs to vendors via email or fax

High

xiv. The solution should have the ability to send SMS alerts and notifications to vendors

High

1 The job request form is a form used for requesting for items in the store which is used for maintenance works at the property location or for requesting actual maintenance jobs required at the property location





S M 3rd C F NS

xv. The solution should have the ability to support download of LPO from the optional vendor portal

Medium

xvi. The solution should have the ability to support printing of LPOs

Medium

xvii. The solution should be able to set master agreements with certain vendors

High

xviii. The solution should be able to assign terms and conditions (T&Cs) to the LPO e.g.

Expected delivery date of goods and / or services

Sanctions for failures to meet agreed delivery date

High

xix. The solution should be able to request acceptance of LPO and the accompanying T&Cs from relevant vendor

Medium

xx. The solutions should have the ability to provide notification of the accepted LPO by the vendor

Medium

xxi. The solution should have the ability to track status of LPO execution

High

xxii. The solution’s LPO should have the following fields:

Type of goods or services required

Quantity

Agreed price

High

xxiii. The solution should have the ability to assign an LPO to the vendor that accepts to provide the services specified in it

Medium

xxiv. The solutions should support the ability to search for LPOs by unique ID, name, date approved or by any other filter

Medium

xxv. The solution should have the ability to:

Accommodate full and partial delivery of goods

Accommodate full and partial payment for partial delivery

Accommodate shortages

Accept or reject goods from vendors

Create acceptance or rejection notices back to vendors

High

xxvi. The solution should have the ability to electronically update vendor records with acceptance or rejection of goods:

High





S M 3rd C F NS

Expected date of delivery

Actual date of delivery

State of delivered goods

LPO number

Quantity of the goods

Other details of the supply

xxvii. The solution should have the ability to enable automatic generation of Goods Receipt Note (GRN) and Goods Rejected Note (GRN) based on if goods are received or rejected

High

xxviii. The solution should have the ability to check that goods have been received before acceptance and settling of invoice from vendor

High

xxix. The solution should have the ability to assign GRN and invoice to vendor

High

xxx. The solution should have the ability to do a 3-way match (LPO, GRN and invoice)

High

Request and Evaluation of Tenders or Bids

xxxi. The solution should have the ability to support upload of request for proposals (RFPs) or bids prepared with another application (e.g. Microsoft Word, PowerPoint)

Medium

xxxii. The solution should have the ability to electronically disseminate RFPs to selected vendors

Medium

xxxiii. The solution should have the ability to enable electronic submission or upload of tenders by vendors or internal personnel who received tenders via email from vendors

Medium

xxxiv. The solution should have the ability to allow comprehensive bid analysis to ensure best bids are selected

Medium

xxxv. The solution should have the ability to integrate with MS Outlook for sending email notification to vendors notifying them of their bid status (rejected, shortlisted etc.)

Medium

xxxvi. The solution should be able to assign terms and conditions (T&Cs) to the contracts e.g.

Expected delivery date of goods and / or services

Sanctions for failures to meet agreed delivery date

High





S M 3rd C F NS

xxxvii. The solution should have process workflow capabilities for movement of activities from one point to another

High

2.5. Inventory Management of Stock Items

i. The solution should have the ability to track stock item levels

High

ii. The solution should have the ability to set re-order levels for stock items

High

iii. The solution should have the ability to alert the relevant personnel at re-order levels and automatically create a purchase order for the stock item

High

iv. The solution should have the ability to generate receipts and issuance history on stock items

High

2.6. Vendor Performance Management

i. The solution should have the ability to maintain key performance indicators for vendors to enable tracking of their performance

High

ii. The solution should have the ability to assign scores to vendor performance indicators

High

iii. The solution should have the ability of display vendor scorecard

High

iv. The solution should be able to qualify vendor performance based on scores acquired e.g.

90 – 100% = Super performers

70 – 89% = Performers etc.

High

v. The solution should have the ability to record and retrieve history of vendor’s performance and prequalify / disqualify for an order based on previous performance

High

vi. The solution should have the ability to allow updates to vendor performance records even after transaction closure

Medium

vii. The solution should have the ability to operate a points-based system such that vendors can be penalized for various discrepancies ranging from:

Under-supply of goods

Goods supplied after specified deadline

Medium





S M 3rd C F NS

viii. The solution should have the ability to deduct points in case of a vendor default or add points when a vendor exceeds set targets e.g. delivery of items before due date etc.

Medium

ix. The solution should have the ability to base severity of the penalty for defaulting vendors on the criticality of the offence

Medium

x. The solution should have the ability to integrate with MS Outlook to send email notification to de-registered vendors

Low

xi. The solution should have the ability to allow updating of vendor registration status i.e. registered / de-registered, blacklisted etc.

Low

2.7. Asset Maintenance

i. The solution should be able to track the maintenance history of the organisation’s assets

High

ii. The solution should have the ability to support preventive maintenance through the creation of a predetermined schedule with dates for property maintenance

High

iii. The solution should have the ability to support reactive maintenance in response to faults reported / logged

High

iv. The solution should have the ability to integrate with MS Outlook to send automatic notification to relevant personnel when:

Preventive maintenance is due for any property

Reactive maintenance for a property is outstanding

High

v. The solution should have the ability to send SMS notifications to designated people for past due maintenances

High

2.8. Multi-Currency

i. The solution should have the ability to enable raising purchase orders in foreign currency

High

ii. The solution should have the ability to disable foreign currency and maintain the naira as the currency of use for purchase order

High

iii. The solution should have the ability to maintain currency rates manually or link directly to market feeds for latest spot rates

Medium





S M 3rd C F NS

2.9. Multilingual

i. The solution should have the ability to support foreign languages

Low

2.10. Approvals

i. The solution should have the ability to provide for financial approval limits and account code restrictions

High

ii. The solution should have the ability for approvals via electronic signatures

Medium

iii. The solution should have the ability for sending approvals either to individuals or group of individuals

Medium

iv. The solution should have the ability to support approval workflows

High

v. The solution should have the capability to send reminders via email to persons responsible for pending approvals or requests

High

2.11. Cost Accounting

i. The solution should have the ability to allow accounting to be done by any combination of cost code, budget code etc.

High

ii. The solution should have the ability to track committed expense against the budgeted values and send alerts once predetermined threshold limits are attained

High

iii. The solution should have the ability to split all costs by percentage across multiple cost centers if required

High

iv. The solution should be flexible and have the ability to support extra-budgeting

High

2.12. Invoicing

i. The solution should have the ability to electronically receive invoices from the vendor in XML format

Low

ii. The solution should have the ability to associate the invoice with purchase orders and goods delivery receipts or notes

Low

iii. The solution should have the ability to allow optional manual entry of invoice

High





S M 3rd C F NS

iv. The solution should have the ability to carry out 5-way matching (originally approved value, order value, received value, invoiced

value and paid value )

High

v. The solution should have the ability to send email alerts to relevant personnel on invoices due for settlement based on a pre-defined timeframe

High

vi. The solution should have process workflow capabilities for invoice payment

High

vii. The solution should have the ability to settle invoices i.e. pay vendors based on supply mandates and items received

High

2.13. Vendor Portal

i. The solution should have the ability to allow vendors receive their orders via an emailed URL that points to a document on the portal

Low

ii. The solution should have the ability to allow vendors :

Retrieve their orders and any associated attachments

Respond to RFQ’s and update them accordingly

High

iii. The solution should have the ability to support printing and manual handling of paper-based orders

High

2.14. Reporting & Analytics

i. The solution should have the ability to generate the following reports:

Quantity of goods purchased within a specific period

o Across different vendors

o On different dates

Defaulting vendors on KPIs

Goods receipt within a specific period

LPOs for which Goods Receipt Note has been issued but for which invoice has not been received from the vendor

High





S M 3rd C F NS

ii. The solution should also have the ability to generate reports such as:

Maintenance issues resolved

Maintenance issues logged for any particular asset e.g. generators

Status of maintenance requisitions

Spend analysis i.e. the amount that has been spent in maintaining an asset or property within any specified period

Preventive maintenance job requests and work / service purchase orders

Overdue preventive maintenance work

Preventive maintenance work forecast

Preventive maintenance resource requirement forecast

Preventive maintenance work schedule

Asset maintenance history

Asset failure analysis

Asset replacement analysis

Service provider performance

Open job requests – general

Open job requests – by problem type and status

Cost of job requests

Cost vs budget of job requests

Archived job requests

Work team performance

Escalations of job requests

Escalation of approvals and requests that are past due based on agreed operational level agreements (OLAs)

Operational Level Agreement (SLA) controls

High

iii. The solution should have the ability to support analytics capabilities and flexible reporting functionality

High

iv. The solution should have the ability to support analysis of past performances

High

v. The solution should have the ability to perform confidential high risk vendor analysis

High





S M 3rd C F NS

2.15. Security

i. The solution should have the ability to support audit trail and track activity times

High

ii. The solution should have the ability to support role / profile based security privileges

High

iii. The solution should have the ability to provide security at the database and application levels

High

iv. The solution should have the ability to support password management

High

v. The solution should have the ability to grant admin rights for vendor data maintenance to selected personnel

High

vi. The solution should have the ability to restrict the viewing of vendors information to certain fields as may be required

High

vii. The solution should have the ability to restrict access to vendor related documents e.g. submitted price quotes, tenders / proposals / bids etc. to those required to view such documents

High

viii. The solution should have the ability to integrate with other solutions without risk or compromise to its vendor database

High

2.16. Communication

i. The solution should have the ability of supporting correspondences with vendors via emails and SMSs

High

LEGEND

Please indicate the information code for each requirement mentioned above:

S - Supported as delivered "out -of-the-box"

M - Supported via modifications (screen configurations, reports, GUI tailoring, etc.)

3rd - Supported via a third party solution

C - Supported via customization (changes to source code)

F - Will be supported in a future release

NS - Not supported




3. GUIDELINES FOR PROPOSAL PREPARATION

With reference to section 1.2 above, the proposal is expected to include the following sections:

3.1. Transmittal/ Cover Letter

The Transmittal Letter should be in the form of a standard business letter on the letterhead of the

proposing company and should be signed by an individual authorised to legally bind the Vendor. The

letter should identify all materials and enclosures being submitted in response to the Request for

Proposal (RFP). The transmittal letter shall include:

1. A statement indicating that the Vendor is a corporation or other legal entity;

2. A statement confirming that the organisation is registered to do business in Nigeria and providing

evidence in this regard, if applicable;

3. A statement that the Vendor agrees that any loss resulting from unacceptable performance of a

task or responsibility, as defined in this RFP, shall be accompanied by reductions in MHF Properties

Limited’s payments to the Vendor;

4. A statement that no attempt has been made or will be made by the Vendor to induce any other

person or firm to submit or not to submit a proposal;

5. A statement that the Vendor has read, understands and agrees to all provisions of this RFP without

reservation;

6. Certification that the Vendor’s offer will be firm and binding for 180 days from the proposal due

date;

7. If the proposal deviates from the detailed specifications and requirements of the RFP, the

transmittal letter must identify and explain these deviations. MHF reserves the right to reject any

proposal containing such deviations or to require modifications before acceptance

3.2. Executive Summary

This section should present a high-level synopsis of the vendor’s responses to the RFP in such a way

as to provide a broad understanding of the entire proposal.

The Executive Summary should be a brief overview of the engagement, and should identify the main

features and benefits of the proposed project. It should further include a summary of the proposed

approach, the staffing structure, the task schedule, and a brief overview of:

1. A brief discussion of the Vendor’s understanding of MHF’s objectives and requirements

2. Technical information on how the VMS can support MHF

3. Proposed work plan

4. Staff organisational structure

5. Key personnel

Also, Vendor must highlight those provisions of the proposal which contain trade secrets or other

proprietary data which they believe should remain confidential.




3.3. Corporate Background and Experience

The Corporate Background and Experience Section should include for the Vendor, details of the

company background, its size and resources, details of corporate experiences relevant to the

proposal, financial statements, and a list of all current or recent or related projects. The time frame

to be covered should begin, at a minimum, in January 2011 through present date.

3.3.1. Corporate Background

The details of the background of the corporation, its size, and resources, shall cover:

1. Date established

2. Location of the principal place of business

3. Location of the place of performance of the proposed job

4. Ownership (e.g.: public company, partnership, subsidiary)

5. Total number of employees

6. Number of personnel currently engaged in project operations

7. IT resources

8. Performance history and reputation

9. Current products and services

10. Professional accreditations pertinent to the services provided by this RFP

3.3.2. Corporate Experience

The corporate experience section must present the details of the Vendor’s experience with

the type of service to be provided by this RFP and Vendor Management automation

experience. A minimum of three corporate references is required for the experience. MHF will

check references at her discretion. Each reference must include the client’s name and address

and the current telephone number of the client’s responsible project administrator or of a

senior official of the client who is familiar with the Vendor’s performance and who may be

contacted by MHF during the evaluation process. MHF Properties Limited reserves the right

to contact officials of the client other than those indicated by the Vendor. Overlapping

responsibilities on the same client’s contract should be depicted so that they are easily

recognised. The Vendor must provide for each experience:

1. Customer name

2. Customer reference contact (including phone numbers)

3. Description of the work performed;

4. Month & Year of project

5. Time period of project;

6. Any contractual termination within the past three (3) years.

3.4. Project Organisation and Staffing

The Project Organisation and Staffing section shall include project team organisation, charts of

proposed personnel and positions, estimates of the staff-hours by major task(s) to be provided by

proposed positions, and if known, resumes of all management and key professional personnel as

required in this RFP.




3.4.1. Organisation

The organisation charts shall show:

1. Organization and staffing as described in the RFP; and

2. Full-time and part-time status of all employees

3.4.2. Resume

Vendor must submit/state resumes of all proposed key staff persons - Project Manager, and

other key management staff. Experience narratives shall be part of the resumes describing

specific experience with the type of service to be provided by this RFP, relevant and

professional credentials, including any degrees, licenses and recent and relevant continuing

education. The resumes of proposed personnel shall include:

1. Experience with Vendor;

2. Experience in the type of services to be provided by this RFP;

3. Relevant education and training, including college degrees, dates of completion, and

institution name and address

The resumes of proposed managers shall include:

1. Experience in managing large-scale contractual services projects;

2. Other management experience; and

3. Supervisory experience including details and number of people supervised

If project management responsibilities will be assigned to more than one individual during

the project (i.e., management may be changed following implementation), résumés must be

provided for all persons concerned. Each project referenced in a résumé should include the

customer name, the time period of the project, and the time period the person performed,

as well as a brief description of the project and the person’s responsibilities.

3.4.3. Responsibilities

This section should discuss the anticipated roles of personnel during all phases of the

contract. All proposed key technical team leaders, including definitions of their

responsibilities during each phase of the contract, should be included.

3.4.4. Backup Personnel Plan

If additional staff is required to perform the functions of the contract, the Vendor should

outline specifically its plans and resources for adapting to these situations. The Vendor should

also address plans to ensure the longevity of staff in order to allow for effective MHF support.

3.5. Methodology

The Methodology section should describe the Vendor’s approach to providing the services described

in the scope and statement of requirement of the RFP (Kindly refer to sections 1 and 2). This section

should contain a comprehensive description of the proposed work plan. The narrative descriptions

within this section must include the following:




1. The methodology to be followed in sufficient detail to demonstrate the Vendor’s direction and

understanding of this RFP

2. A high-level project plan for the project. This project plan must be at the level of major tasks and

milestones and be submitted in Microsoft Project or comparable tool

3. A summary of how MHF staff will be used as resources on this project. It is MHF’s desire that staff

be advised of all aspects of the engagement by the vendor

4. Information about past performance results and a plan for evaluating the proposed project

3.6. Project Management and Control

The Project Management and Control Section shall include details of the methodology to be used in

management and control of the project, project activities, and progress reports. This section will also

supervise correction of problems. Specific explanation must be provided if solutions vary from one

phase to another. This section covers:

1. Project management approach;

2. Project control approach;

3. Manpower and time estimating methods;

4. Sign-off procedures for completion of all deliverables and major activities;

5. Management of performance standards, milestones and/or deliverables;

6. Assessment of project risks and approach to managing them;

7. Anticipated problem areas and the approach to management of these areas, including loss of key

personnel, loss of technical personnel;

8. Deployment approach;

9. Data migration approach (if applicable);

10. Internal quality control monitoring;

11. Approach to problem identification and resolution;

12. Project status reporting, including examples of types of reports; and

13. Approach to MHF’s interaction with Vendor’s management staff

3.7. Work Plan and Schedule

The Work Plan and Schedule must include a detailed work plan broken down by tasks and subtasks

and a schedule for the performance of each task included in each phase of the project.

The work plan to be proposed should include responsibilities, milestones, and deliverables. This

section shall cover:

1. Any assumptions or constraints identified by the Vendor, both in developing the work plan and

in completing the work plan

2. Man-days of effort for each task or subtask, showing Vendor personnel and MHF personnel

efforts separately

3. A Gantt chart, showing the planned start and end dates of all tasks and subtasks

4. A discussion of how the work plan provides for handling of potential and actual problems.




3.8. Detailed and Itemised Pricing

This should show the total cost including the equipment (where applicable), license and

implementation costs for the VMS. Kindly provide summary of pricing items covering software and

third party software required in format below. Please note that pricing should be submitted in a

separate document.

Category Cost (NGN)

License

Software*

Implementation/ Professional Services

Training

Support

Others**

* If applicable

**Provide details of other additional costs

3.9. Other Information Required:

Other add-on details

Other requirements (if any)




4. RELEVANT CONTACTS

Any questions concerning this proposal should be directed to:

Name: Maryam Muhammed

E-Mail: [email protected]

Phone: +2349081675067

AND

Name: Patience Kassa

E-Mail: [email protected]

Phone: +2348059172482

Calling times should be between the hours or 9:00am and 6:00pm from Mondays to Fridays during

the proposal evaluation period.

mailto:[email protected]

mailto:[email protected]




5. EVALUATION SCHEDULE & PROPOSAL SUBMISSION / DUE DATE

The proposed evaluation schedule for this process is tabulated below. However, MHF at its discretion

can change the schedule assigning no specific reasons for the same. Any other milestones will be

communicated to the Bidders in due course.

Event Date

Issue Date of RFP 10th of March 2016

Last Date for Receipt of Clarification Queries 18th of March 2016

Last Date for MHF’s Response to Clarification Queries 23rd of March 2016

Last Date of Receipt of Responses to RFP 25th of March 2016 (4:00pm

prompt)

Solution Demo for Selected Vendors To Be Communicated to

Successful Vendors

Responsive vendors must submit 3 hard copies of printed and bound proposals (one ORIGINAL and

two COPIES) and a soft copy on a USB Flash Drive to:

The Procurement Office

MHF Properties Limited

3rd Floor, Union Marble House

Falomo Roundabout, Ikoyi.

Each page of the hard copies of proposal (both original and copies) must be duly initialled by an

authorised employee of vendor organisation.

Covering envelope should be properly labelled as follows: MHF Vendor Management Solution.

Submitted proposals must reach the Procurement Office on or before 4:00pm, Friday the 25th of

March, 2016.

vendor management framework development project request … · 2016-03-10 · vendor management...

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