Quote 20/2024: Development Support and Maintenance of an Integrated mSCOA Financial Management and Internal Control System on APPX Platform
Closing Date - 12 September 2024
REQUEST FOR QUOTATION FORM
To: |
ALL PROSPECTIVE SERVICE PROVIDERS |
Project Name: |
Development Support and Maintenance of an Integrated mSCOA Financial Management and Internal Control System on APPX Platform |
Requestor: |
SARAH BAARTMAN DISTRICT MUNICIPALITY |
QUOTATION NO. |
50/2024 |
NOTICE NO. |
78/2024 |
Closing Date: |
12 September 2024 |
SPECIFICATION
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PREVIOUS QUOTE ADVERTISED
Quotes 16/2024 and 47/2024: Development Support and Maintenance of an Integrated mSCOA Financial Management and Internal Control System on APPX Platform were previously advertised.
Potential service providers, who submitted quotes for Quotes 16/2024 and 47/2024 must resubmit quotes and documentation required, as any previous submissions will not be considered.
INTRODUCTION
The Sarah Baartman District Municipality (SBDM) requires the services from a service provider for Development, Support and Maintenance of an Integrated mSCOA Financial Management and Internal Control System on APPX Platform for a period of twelve (12) Months. The service provider will be required to sign a service level agreement (SLA) to ensure that all deadlines, deliverables, and performance criteria are complied with.
Currently the Sarah Baartman District Municipality (SBDM) is situated at 32 Govan Mbeki Avenue, Central, Port Elizabeth. The decision has been made by council to relocate to Addo, Sundays River Valley Local Municipality.
BACKGROUND
The mSCOA Chart of Accounts currently resides within the APPX budget module. The APPX financial system interfaces and synchronizes automatically with the APPX budget module. Various 3rd party applications integrate with the APPX financial system, e.g. Sage 300 People (VIP), Central Supplier Database (CSD), Asset Management System (AMS360) .
The APPX financial system includes the following business processes: · Procurement Cycle: Supply Chain Management, Expenditure Management, Contract Management and Account Payable · Financial Accounting · Costing and Reporting · Revenue Cycle: Billing, Credit Control and Debt Collection · Project/Grant Accounting · Contract management · IDP/SDBIP Module
The technical services and network administration is provided in-house, and provides first line support, i.e. ensures users can connect to the Local Area Network (LAN) and client application installation.
The mSCOA APPX financial system application is installed in a Windows Server 2022 Standard operating system and the APPX Software version is 5.5.2.
SCOPE OF WORK
The objective of the project is to maintain a high-quality cost-effective Integrated mSCOA Financial Management and Internal Control System on APPX platform, including programming.
A mSCOA compliant system must, at a minimum, comply with the seven main components of municipal financial management and control. The seven components must integrate seamlessly with the mSCOA general ledger and comply at a posting level to mSCOA Regulations and GRAP. The main components are defined as follows:
• General Ledger as per mSCOA regulation • Billing for municipalities • Supply chain management that complies with regulation • Assets management and tracking • Budget module aligned to IDP as regulated • HR and Payroll module with leave management
Fifteen major business processes have been defined within Local Government. Each business process has been fragmented into sub-processes to enable alignment to practical work streams common to municipalities. Legislative or business requirements provide further explanation of the sub-processes.
The business processes are:
Maintenance of main components and processes
The following components must be maintained on the mSCOA APPX platform, which includes programming: · General Ledger as per mSCOA regulation · Billing for municipalities · Supply chain management that complies with regulation · Budget module · HR and Payroll module with leave management (integration with third party application)
The business processes are:
· Municipal Budgeting · Financial Accounting · Reporting · Project Accounting · Treasury and Cash Management · Procurement Cycle: Supply Chain Management, Expenditure Management, Contract Management and Accounts Payable · Grant Management · Human Resource and Payroll Management; (integration with third party application) · Credit Control and Debt Collection · Revenue Cycle Billing.
Development of main components and processes
The following components must be developed on the mSCOA APPX platform: · Assets management and tracking · IDP (as regulated) must align to the budget module · Have a performance management system that gives effect to chapter 6 of the Municipal System Act, 2000; · Development of electronic Supply Chain Management (SCM) processes with regards to standard operating procedures (SOP) of approval of the Bid Specification Committee (BSC), Bid Evaluation Committee (BEC), Bid Adjudication Committee (BAC) · The System must record and store electronically Bid Adjudication Committee (BAC) minutes in the system
The business processes are:
· Corporate Governance · Planning and Modelling · Costing · Full Asset Life Cycle Management including Maintenance Management; · Real Estate and Resources Management; · Customer Care · Valuation Roll Management · Land Use Building Control
The municipality reserves the right to amend, add or reduce main components and/or processes that require development.
Maintenance and Support
The service provider must provide maintenance and technical support on existing APPX main components and/or processes, as well as newly developed main components and/or processes.
Physical on-site support will be required when requested.
The service provider must provide support and maintenance of the APPX financial system to ensure integrity of the data, which includes programming
All third-party systems must integrate with the mSCOA financial management system.
Change Management
The bidder must provide training on the newly developed APPX main components and/or processes. Training may be requested on existing APPX main components and/or processes.
Any programing changes to the existing main components and/or processes and newly developed APPX main components and/or processes must be done in the test database, and upon approval transfer changes/development into live environment.
The service provider must provide detailed process manuals and business process documentation on newly developed APPX main components and/or processes.
A detailed change management document to be prepared and produced by the service provider.
Develop controls within the APPX financial system to assist in improving the control environment.
The service provider must provide transfer of skills for the Software Developer.
Evaluation criteria
The quotation will be evaluated on the 80/20 preferential point system as per the Preferential Procurement Regulation, 2022, where a maximum of 80 points will be allocated for price and a maximum 20 points will be allocated for specific quotes. The quotation will also be evaluated on functionality. Prospective providers that do not obtain a minimum of score of 70% on functionality criteria will be excluded from further evaluation.
Functionality will be evaluated as follows:
Where: 1 = Poor; 2 = Acceptable; 3 = Good; 4 = Very Good; and 5 = Excellent
A) Experience and Qualifications of project manager in software development on an APPX Platform
(i) The number of years of experience of the project manager in the software development/programming on APPX Platform.
Detailed CV of the project manager must be attached, including number of years of relevant experience.
(ii) Highest qualifications
Copy/s of the highest qualification/s must be attached.
“A” above will be evaluated on above two (2) areas, i.e. number of years of experience and highest qualification/s. The total score will be added and then averaged (split 50/50), to determine the final score for experience and qualifications of project manager in the software development/programming on APPX Platform. B) Experience of project manager in the support of mSCOA requirements on an APPX platform
Supply a list of projects completed in the past five (5) years where a mSCOA compliant system was developed and maintained on an APPX Platform. Reference letters on official letterheads must be attached to support the list of projects.
C) Experience of project manager in implementing MSCOA on a financial system
Supply a list of projects completed in the past five (5) years where a mSCOA compliant system was developed and maintained on an financial system. Reference letters on official letterheads must be attached to support the list of projects. Only those qualifying quotes will be evaluated in terms of the 80/20 preference points systems, where the 80 will be used for price (VAT inclusive) and a maximum of 10 points allocated for locality and a maximum of 10 for points allocated for B-BBEE status level of contribution as follows:
NB: In order to claim for these points, Bidders are required to submit an original and valid B-BBEE Status Level Verification Certificates or certified copies or the Sworn Affidavits together with their Bids to substantiate their B-BBEE rating claims.
Points allocated for Locality.
NB: To claim points for locality, prospective bidders are required to submit proof of address of office dealing with the project. A valid lease agreement/municipal account in the name of the bidder or a municipal billing clearance certificate must be submitted. Failure will result in preference points not being allocated.
Pricing
Pricing must be completed on Pricing Schedule available on the website (www.sarahbaartman.co.za)
Payment For Services
Payment will be issued after the service has been rendered.
The service providers must complete the attached pricing schedule and provide an hourly rate inclusive of the VAT if you are a VAT Vender
General
Formal written price quotations should be submitted in a sealed envelope, clearly marked “Quote 47/2024: Development Support and Maintenance of an Integrated mSCOA Financial Management and Internal Control System on APPX Platform”, which must be placed in the quotation box, 4th Floor, Govan Mbeki Avenue, Port Elizabeth, before 12h00 noon on 12 September 2024.
Quotes may also be submitted by means of an email:
For further enquiries with regard to the Request for Quotation, please contact the Project Manager, Mr. C Mabindla on (041) 508 7054, email:
All suppliers are required to register on the Central Supplier Database (CSD), as well as submit a Declaration of Interest form (downloadable from the Sarah Baartman District Municipality’s website; www.sarahbaartman.co.za) on the date of submission of their Formal Quote. Information on the CSD is available on the CSD website: www.csd.gov.za. Should you have any enquiries please contact the Supply Chain Management Unit; · Khanyisile Notshulwana at (041) 508 7007 or email Please download the pricing schedule below.
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