SECTION I – INTRODUCTION This Request for

Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
SECTION I – INTRODUCTION
This Request for Proposal is an invitation to Microsoft's partners to submit
proposals to Installation, Configuration, Testing and Commissioning of
Microsoft Dynamics AX 2012.
The intent is to select the most suitably qualified vendor to upgrade and
migrate Microsoft Dynamics AX 2012 that best meet the requirements of
TDM. Respondents who are selected for further consideration will be invited
to e-bidding and interview.
All questions and inquiries regarding this RFP should be directed to:
MIS Department
Attention: En Yasmadi Yatim
Aras 1, Bangunan UMNO Terengganu Jalan Masjid Abidin
20100 Kuala Terengganu
E-Mail: [email protected]
Tel: 09-6204800 Fax: 09-6204804
E
Anticipated Time Frames for Evaluation and Selection Process
Issue RFP/RFI to Vendors
Responses to RFP/RFI due
: 27 Jan 2014
: 13 Feb 2014
Please submit 2 copies of your response to the above address. Responses
received after 13 February 2014 will not be considered.
© 2014 TDM Berhad
Commercial-in-Confidence
Page 1 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
SECTION II – BACKGROUND AND INFORMATION
1. Primary Contact

Name:
Mr Abel Ahing

Position:
MIS, Group Manager TDM Berhad

Address:
4th Floor, Bangunan UMNO Terengganu, Jalan
Masjid,
Abidin,
20100,
Kuala
Terengganu,
Terengganu.

Phone number:
09-620 4800

Email address:
[email protected]
2. Overview of Organization
TDM Group's core businesses are in palm oil plantation and healthcare.
The Group's plantation division is involved in the development and
management of palm oil plantations and in the processing of crude palm
oil and palm kernel. The division currently manages approximately
37,000 hectares of palm oil plantations and owns two palm oil mills in
Terengganu. In 2007, the Group ventured into the setting-up of palm oil
plantations in Kalimantan, Indonesia.
The Group's healthcare division operates four specialist hospitals,
namely the Kelana Jaya Medical Centre in Petaling Jaya, Selangor,
Taman Desa Medical Centre off Jalan Kelang Lama, Kuala Lumpur,
Kuantan Medical Centre in Kuantan, Pahang, and Kuala Terengganu
Specialist Hospital in Kuala Terengganu, Terengganu.
3. Project Objective
The main purpose of this upgrading project is to maximize the
automation of business processes and to maximize of utilization each of
the module implemented.
To seek innovative solutions for enhancing efficiency by introduce
automate process with real time integration with operational system
especially with Hospital Information System and Plantation system.
© 2014 TDM Berhad
Commercial-in-Confidence
Page 2 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
4. Technical Environment
Current Active Systems
a. MS dynamics Ax 4.0
- Enterprise Resources Planning system.
- Centralize in Cyberjaya Data Centre
- Database Platform MS SQL 2005 Std.
- 8 GB Database size. Increase 20% yearly.
- Client Server with three tier technology.
- VPN environments.
- Implemented to All subsidiaries accept Taman
Desa Medical Centre.
- Integrated by text file format from feeder
system.
b. MS SharePoint 2010
- Collaboration tools for TDM’s members.
- Centre of Information and resources sharing.
- Dashboard for Management.
c. Plantation
System
&
Mill - Plantware & Millware System
- Database Platform MS SQL 2005 Std.
- Web based application.
- Located at 12 estates and 2 mills.
- Integrated with MS AX 4.0 ( AP & GL)
d. Hospital
System
Information - TrakCare System.
- Web based application.
- Implemented in all TDM’s Hospital.
- Integrated with MS AX 4.0 (AR,AP,GL)
- Database platform Chache.
e. Procurement System
© 2014 TDM Berhad
Commercial-in-Confidence
- E-Procurement System currently caters for
centralized purchase from TDMP at HQ level.
Page 3 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
- Data from e-procurement
integrate into AX 2012
system
will
be
5. Scope OF Work
In these opportunities we require vendor expertise to assist TDM to
improve activities and processes in:i. Financial Management
a. General Ledger and Chart of Account Setup
b. Accounts Receivable and payable
c. Asset Management.
d. Budgeting and cost accounting.
e. Cash Flow and Bank Management
f. Intercompany accounting and consolidation
ii.
Supply Chain Management
a. Procurement Management.
b. Customer and Vendor Managements
iii.
Human Resources Management
a. Organizational and workforce Management
b. Recruitment and selection
c. Employee Development and performance
d. Skill Mapping
e. Training
f. Expense Management
g. Employee Self-service portal
iv.
Business Intelligence and reporting
a. Standard, ad-hoc and analytical report with Microsoft SQL
Server Reporting Services
b. Role Tailored, predefined, multi-dimensional data cube
c. Dashboard views of KPIs
d. Integration with SharePoint Server
© 2014 TDM Berhad
Commercial-in-Confidence
Page 4 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
As this is a concept request for proposal, bidder may propose their own
scope of work, timeline and deliverables that will create and deliver the
best value for money for TDM.
The upgrading of MS Dynamics AX 2012 system will be implemented in
stages for the following companies:
1. Head Office and Plantation Division.
HRM
(Employee)
Company
Status
Transactions Type
TDM Berhad
Active
GL,AP,AR, CB,
67
TDM Plantation
Active
GL,AP,AR, CB,
253
KLLT
Active
GL,AP,AR, CB,
-
TDM Capital
Active
GL,AP,AR, CB,
-
TDM Trading
Active
GL,AP,AR, CB,
2
PT Rafi Kamajaya Abadi
Active
GL,AP,AR, CB,
-
PT Sawit Lestari
Active
GL,AP,AR, CB,
-
Sub-Lessees
Active
GL
-
JV-Mai
Active
GL
-
JV- LTAW
Active
GL
-
TD Gabongan
Dormant
GL
-
Indah Sari Travel
Dormant
GL
-
Medi Air
Dormant
GL
-
© 2014 TDM Berhad
Commercial-in-Confidence
Page 5 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
2. Healthcare Division
HRM
(# staff)
Company
Status
Transactions Type
KMI
Active
GL
3
KMC
Active
GL
244
KTS
Active
GL
127
KJMC
Active
GL
116
TDMCH
Active
GL
119
Customization
All function, process and report that customized in version 4.0 should be
available in this version.
i.
E-banking function with CIMB Bank and Bank Islam Malaysia
Berhad.
ii.
Sale order process and contract agreement.
iii.
Pre-printed Payment Voucher.
iv.
Integration with Plantation and Hospital system
v.
Migrate all FRx report into SSRS format.
© 2014 TDM Berhad
Commercial-in-Confidence
Page 6 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
SECTION III – REQUEST FOR INFORMATION
1. Vendor Information
1. Vendor primary contact

Name:

Title:

Office/location address:

Phone number:

Email address:

Organization Internet home page:
2. Company Profile:

Business Address:

Company No:

Authorized Capital:

Paid Up Capital:

Directors / Owners:

Date of Incorporation:

Main Activities:
3. List the number of employees (full time equivalents) in your
organization by category:
Category
# Employees
Total employees
Executives and managers
Marketing/sales
Installation
Research and development
Application support
Technical support
Customer service
Other
© 2014 TDM Berhad
Commercial-in-Confidence
Page 7 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
4. Has your company acquired or merged with any other organizations
in the past five years? If so, list each organization and the purpose
behind such activity.
5. Provide three years audited financial statements.
6. How long has your company been in the business of developing and
marketing your products? How long has your company developed and
marketed the type of products this RFP is seeking?
7. Describe your alliances and partnerships.
2. References
1. Provide references organizations similar to ours in organizational
type, size, and IT environment. Provide names and contact information
for individuals who have sufficient experience to speak knowledgeably
concerning such issues as the implementation process, functionality,
vendor support, documentation, and training.
2. Describe any regularly held seminars or user group meetings
available to users of your product.
3. Documentation
The software is accompanied by comprehensive documentation. The
documentation available for each module is simple and easy to use.
Each module has the following documentation:
User Manual
The User Manual presents the functionality of the module. An overview
of the module is given along with the Menu tree structure. Each
function is explained in detail in terms of the screen operations and the
data to be input on each screen. Wherever appropriate, the manual
presents examples to further clarify situations.
© 2014 TDM Berhad
Commercial-in-Confidence
Page 8 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
Training Manual
The Training Manual describes the step by step approach to process
functions. It describes the sequence of executing the initial set up
functions, the master codes set up functions, the transactions, period
end and purging functions. The installation instructions are also
specified in this manual. The complete set of error messages, their
cause and recommended actions are detailed. Future releases of Oasis
will have on-line documentation.
SECTION IV – Criteria for Evaluation of Responses
TDM BERHAD will evaluate the responses to this RFP based on the vendor’s
ability to:
1.

Meet the functional and technical requirements described in this RFP
as evidenced by the RFP response and demonstration of the software.

Provide a cost-effective solution that meets the financial goals of TDM.

Demonstrate expertise and functionality as evidenced by client
references and site visits.

Fully integrated with feeder application used by TDM

Allow for flexibility/customization as per requirement

Access to the right information and the automation of complex tasks &
workflow is the key focus,

Provide a superior level of customer service and technical support, both
pre-installation and post-installation to clients as evidenced by
references.
COSTS TO BE BORNE BY RESPONDENTS
All costs and expenses incurred by Respondents in any way associated
with the development, preparation, and submission of responses,
including but not limited to; the attendance at meetings, discussions,
© 2014 TDM Berhad
Commercial-in-Confidence
Page 9 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
demonstrations, etc. and providing any additional information required
by TDM, will be borne entirely and exclusively by the Respondent.
SECTION V - Minimum eligibility criteria
a) Proposals not complying with the minimum eligibility criteria are
liable to be rejected and will not be considered for evaluation of
technical bid. The proposal should adhere to the following
minimum eligibility criteria:
b) The respondent should be a registered company.
registration certificate to be enclosed.
Copy of
c) The respondent should be in business for at least five years as on
the date of this RFP.
d) If audited figures for FY2010 are not available, provisional figures
may be provided.
e) The respondent should be a profit making company for at least
one year out of last two years as evidenced from audited financial
statements. Copy of audited financial statements for last three
years to be enclosed.
2.
PRICE
a) The Price quoted by the Bidder [Service Provider] should be FLAT
RATE [ie. should include all costs], per category and contracted
bandwidth.
b) The price should be uniform for all the years.
c) The price should be inclusive of all taxes, duties, levies charges,
transportation, insurance, etc. However, applicable Service Tax will
be paid on actual.
d) The price quoted by the Bidder shall be fixed during the Bidder’s
performance of the contract i.e., for a period of three years and
extended if required by TDM and shall not be subjected to
variation on any account, including changes in taxes, duties, levies
etc.
© 2014 TDM Berhad
Commercial-in-Confidence
Page 10 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
e) Bid submitted with adjustable price quotation will be treated as
non-responsive and will be rejected.
f) Based on the contracted rates, TDM will place order annually after
performance review of the previous year. TDM may decide to
terminate the contract at any time.
3.
COST OF RFP
The price of the bid is fixed at RM1000.00. Bidder has to necessarily
deposit RM1000.00 in the envelope of ‘Technical Proposal’ in the form of
Demand Draft / Bankers Cheque in favour of “TDM Berhad”. Any bid
without this shall be considered unresponsive and rejected.
4.
FORMAT AND SIGNING OF BIDS
Each bid shall be in two parts:
a) Part 1: consists of MINIMUM ELIGIBILITY CRITERIA, TECHNICAL
BID and MASKED COMMERCIAL BID [price bids without any
price]. The above contents will be referred to as “TECHNICAL
PROPOSAL”
b) Part II : covering only the COMMERCIAL BID herein referred to as
“COMMERCIAL PROPOSAL”
The Original Bid shall be typed or written in indelible ink and shall be
signed by the Bidder or a person or persons duly authorised to bind the
Bidder to the Contract. The person or persons signing the Bids shall
initial all pages of the Bids, except for unamend printed literature.
Supporting Documents to be enclosed with the RFP document is
company profile, bank statements of the last three months, the most
recent financial report, a list of related works and a list of work in hand.
5.
SEALING AND MARKING OF BIDS
a) The Bidder [Service Provider] shall seal the envelops containing
Technical and Commercial proposals separately.
© 2014 TDM Berhad
Commercial-in-Confidence
Page 11 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
b) The envelops should be NON-WINDOW, each super scribed with
“PROVISION OF UPGRADING ERP SYSTEM – TECHNICAL
PROPOSAL / COMMERCIAL PROPOSAL” as the case may be.
c) The envelop shall be addressed to the Bank at the address given
below:
Procurement Officer
Level 2 TDM Berhad,
Jalan Masjid Abidin
20100 Kuala Terengganu,
Terengganu, Malaysia.
d) All envelops should indicate on the cover the name and address of
bidder along with contact number.
6.
VALIDITY OF BIDS
The prices and other terms offered by Bidder [Service Provider] must be
firm for an acceptance period of six (6) months from date of closure of
this RFP.
7.
DEADLINE FOR SUBMISSION OF BIDS
a) The bids must be received by the TDM at the addressed specified,
on or before 13th Feb 2014 4:00 pm.
b) Any bid received after the deadline for submission of bids
prescribed by the TDM will be rejected and returned unopened to
the bidder.
c) Bidders must plan for presentation and site visit well in advance
as TDM will undertake the same immediately after submission of
bids.
8.
DELIVERY SCHEDULE
a) Bidder will implement the upgrading of AX 2012 within 30 days
from the date of the purchase order.
© 2014 TDM Berhad
Commercial-in-Confidence
Page 12 of 13
Request for Proposal to
Installation, Configuration, Testing and Commissioning
Of Microsoft Dynamics AX 2012
RFP No: RFX-TDMB-MIS-7001-2014-001 dated 27th January, 2014.
b) Exercise of signing of contract will be parallel activity. While both
the parties will endeavour in quick signing of contract, Service
provider must stick to the schedule mentioned above irrespective
of signing of contract.
9.
PERFORMANCE GUARANTEE
The selected Bidder will be required to provide a 5% margin of the
annual contract value as Performance Guarantee, in the form of bank
guarantee. The performance guarantee should be valid till at least three
months period beyond the expiry of the annual contract period and for
another 3 months for TDM to claim the amount from guarantor bank.
The Guarantee is to be provided annually.
10. QUERIES AND CLARIFICATIONS
For queries and clarifications regarding the RFP, please feel free to
contact us at the above address:
MIS Department
Level 4, TDM Berhad
Jalan Masjid Abidin
20100 Kuala Terengganu,
Terengganu, Malaysia.
Email:
[email protected]
Tel:
609.620 4800
Fax:
609.620 4803
**************** ************ End of document *********************************
© 2014 TDM Berhad
Commercial-in-Confidence
Page 13 of 13

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