JD Edwards ERP System Upgrade and Associated Enhancements

Quantity or scope

An Post JD Edwards ERP System Upgrade & Associated Enhancements PrequalificationRFT REF: 95303An Post, established in 1984, operates the National Postal Service, along with an array of money transmission, savings and retail services throughout Ireland. In addition, An Post provides agency services for Government Departments and other bodies.As a national service provider, An Post services over 1 000 000 delivery addresses daily and in excess of 1 700 000 customers each week through 1 100 retail Post Office outlets nationwide. An Post has an annual turnover in excess of 800 000 000 EUR.The An Post group includes a number of subsidiaries and associated companies including One Direct, PostPoint, An Post BillPost Processing Services Limited, Post Consult International Limited, PrintPost Limited, An Post Direct Management Services Limited and The Prize Bond Company Limited.An Post is seeking to enter into a Framework Agreement for a period of 3 years with an option to extend for a further 2 years to meet its requirements for implementation of a planned upgrade of An Posts existing JD Edwards ERP system and associated enhancements beyond the initial upgrade.Please note that throughout the term of the Framework that services may be required by other departments of the An Post group including its subsidiaries and associated companies that have not been referred to specifically in this document.Where reference is made to any brand name or proprietary product or service, this is for reference purposes only and should be interpreted to be accompanied by the words, ‘or equivalent’.Any potential conflict of interest must be disclosed by the prospective tenderer, including any factor such as the supply of similar services to clients, or relationships which could affect the ability of your organisation, its agents, employees or subcontractors to deliver the work as specified, whether arising through personal interest, current or prospective contractual obligations or any other activity or association.BackgroundThe JD Edwards implementation in An Post includes the following modules: Sales Order Processing, Accounts Receivable, Purchase Order Processing, Accounts Payable, Inventory, General Ledger and Fixed Assets plus other custom and interfaces that have been developed over the years.An Post use JDE Version 8.12 (tools 8.98.4.11) and will upgrade to the current release (9.1 or 9.2) in order to maximise support lifetime of the the upgraded solution (incl. JDE, Windows OS, Oracle DB, Weblogic, Oracle Access Manager) and to take advantage of some of the enhancements offered in the current version including functional, technical and other enhancements.The JDE technical upgrade will involve the following development/support services for the duration of the project (in conjunction with in-house technical staff):— Infrastructure design and implementation. (VMware servers, Weblogic, Oracle Access Manager, Single Signon, etc.);— CNC Services (upgrading JDE, configuring web, enterprise, DB and SSO servers, etc.);— Functional Support (assist with functional changes that impact the installed functionality, assist with system testing);— Retrofitting Development. Re-apply the custom modifications from the old objects (approx 230) to the new objects;— Production Upgrade and Go-Live Support (several trial runs required before the cutover, support over the first month-end).Potential suppliers must demonstrate that they have required flexibility, capacity, competencies and suitable resources available to meet these requirements together with proven experience of providing JDE development/support for technical upgrade projects for a similar JDE customer (modules/size — 450 users).An Post wishes to ensure that upgrade of JD Edwards causes least disruption to ongoing business and is completed in a quality assured manner. The supplier will deliver the project to the An Post business and technical teams, ultimately handing over the upgraded system for ongoing use and maintenance.The services may also include future assistance with fully exploiting the capabilities of the new functionality and modules or enhancements in support of An Post business objectives throughout the term of contract.An Posts current assumption is that subject to detailed discussion with the preferred bidder that the project will commence Q4 2015 and complete Q2 2016.Please note: responses should be as accurate and concise as possible.No attachments to this questionnaire will be accepted.An Post reserves the right to withdraw from the tender process at any time and without any liability.Any requirements and volumes quoted are approximate and may be subject to upward or downward revision in line with requirements.Potential suppliers will be evaluated on the basis of the following criteria:1. Overall relevant company strength, capability and specialisation in JD Edwards field including ability to upgrade a complex implementation with multiple organisational stakeholders. (10 % weighting)2. Overall demonstrated capability in this field as witnessed by providing examples of current/recent client contracts covering relevant upgrade services (from 8.12 to 9.1 or 9.2 or similar relevant contracts) and scope. (50 % weighting)3. Resourcing & technical capabilities to meet services and project needs outlined within assured timelines (30 %)4. Relevant Industry, Project Management Quality, and Environmental Accreditation, Processes and controls. (10 % weighting)Questions1. (1A) Describe the company structure — Rule: information must be provided.(1B) Provide Ownership Details and details of operational locations— Rule: information must be provided.(1C) Provide information annual Sales Turnover & Profitability for previous 3 financial years (2012, 2013 and 2014).— Rule: must demonstrate turnover of 800 000 EUR and operation with a profit in one of the last 3 years.(1D) Degree of specialisation in JD Edwards upgrade services— Rule: must demonstrate operation within the subject matter.(1E) An Post will require all participants invited to tender to hold the following minimum levels of insurance during the life-time of any contract awarded for these services; 13 000 000 EUR Employers Liability and 6 500 000 EUR Public and Product Liability and 5 000 000 EUR Professional IndemnityInsurance.i. Do you currently have insurance cover meeting these levels?Minimum Levels of Insurance Please indicate Yes/NoEmployers Liability: 13mPublic & Product Liability: 6 500 000 EURProfessional Indemnity: 5 000 000 EURPlease note that shortlisted suppliers invited to tender stage of the process will be required to submit current insurance certificate confirming these levels. Failure to provide a valid insurance certificate may disqualify you from this process.ii. If you have indicated ‘no' to all or any of the minimum insurance levels outlined above, would you be willing to secure this level of insurance if awarded a contract to provide these services to An Post at your own expense and with no charge to An Post?Yes / No2. Please provide 3 of your most relevant examples of current clients demonstrating capability to complete the proposed upgrade.Rule: Must demonstrate 3 previous relevant contracts, one of which must outline a project similar to our scope of requirements.i. Client nameii. Scope and brief description of relevant services including upgrade services (from 8.12 to 9.1 or 9.2 or similar relevant contracts).iii. Approx. value of contract.iv. Term of contract (start/end dates)v. What aspects you directly provided and what was subcontracted and to whom.vi. Project Duration – Start and Completion (Go Live) datevii. Reference details: Company Name, Contact Name, Position Held and Contact Number and Email.viii. How this contract is comparable with our requirements.ix. What added value did you bring to this project?3. Manpower, Skills and OrganisationRule: Must demonstrate access to appropriate skills sets whether in-house or via sub-contractors.(3A) Relevant resource numbers, technical skills and number of years experience of resources proposed.Please provide:1. Total number of employees;2. Overview of organisational structure.3. Relevant skills and numbers of personnel available under each skill set this should include management, functional and technical skills.4. Average number of years with organisation for each skill set.(3B) Please provide details of the following:1. Customer service and quality control procedures2. Reporting structures(3C) If subcontracting all or part areas please provide specific details – please provide information on skills as requested above and the exact proposed role of any sub-contractor.(3D) Please confirm processes in place for ensuring resources would be made available to complete work at An Post4.(4A) Please provide information on any quality assurance systems in place, whether 3rd party certified or in-house and how these are applied to contracts of this nature.Rule: must demonstrate quality systems are operational, however they do not have to be 3rd party certified, good in-house systems are a minimum.(4B) Please provide information on environmental policies, if any.Rule: no rule applies.(4C) Please provide the following details:i. Are you registered with the Data Protection Commission? Yes or No.ii. If yes, please provide your Data Protection Registration number:iii. If no, would you be willing to register prior to contract signature and remain registered during the lifetime of the contract with An Post?(4 D) Do you employ a project management methodology for projects of this nature?i. If so which project methodology do you use?ii. Please provide examples of the documentation set (or templates) for a project of this size.