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Std 015 Procurement: 07 Bid Compliance Checklist
Created by James on 10/22/2014 3:16:41 PM

The Bid Compliance Checklist is designed to ensure that bid documents are complete and that bidders comply with prescribed requirements.  Bidder are required to initial each item to confirm compliance and reference to the documents that underpin the specific point where this is applicable

The Bid Compliance Checklist is designed to ensure that bid documents are complete and that bidders comply with prescribed requirements.  Bidder are required to initial each item to confirm compliance and reference to the documents that underpin the specific point where this is applicable


  Item       Description            
  1 Stage 1 Screening
    Failure to supply or comply with any of these items may result in the offer being disqualified from further consideration
  1 1 Present at First Briefing (NOT mandatory for Implementers)
  1 2 Present at Second Briefing
  1 2 Present at Third Briefing
  1 4 Offer documents received on time
  1 5 Covering letter clearly stating the name of the firm and the names, address and telephone number of the proposers representative
  1 6 List of all sub-contractors and associates who form part of the bid and identifying the Prime Contractor
  1 7 Afidavit from the Prime Contractor accepting full legal accountability in terms of the Offer relating to the Request for Proposal
     for the conduct and delivery of ALL sub-contractors and the Software Vendor and signed by a Director of the Company
  1 8 Letters from ALL sub-contractors and the software vendor confirming commitment to the leadership of the Prime Contractor
  1 9 Supporting documentation from each sub-contractor
  1 10 Board or EXCO resolution mandating the bidding director to bind the Prime Contractor
  1 11 Proof of annual turnover and balance sheet of the Prime Contractor in support of their ability to under-write a fixed price contract
  1 12 All pages in the submission are numbered and there is a page number index
  1 13 Five copies of the proposal (including a CD with electronic copies)
  2 Stage 2 Screening -- Preparatory for In-Depth Evaluation
    Failure to supply any of these items may result in the offer being disqualified
  2 1 General
  2 1 1 Formal proposal with regard to safe guarding the interests of Client on a sustainable long term basis
  2 1 2 Written confirmation that the full Request for Proposal including Appendices has been read and understood and
    and that the solution offered will FULLY satisfy these requirements OR schedule of items that will NOT be catered for
  2 1 3 One copy of the Request for Proposal plus Appendices initialed on every page by a director of the bidding organization and
    also by other parties where appropriate
  2 1 4 Formal written confirmation that the specification has been read, understood and accepted
  2 1 5 Activity time schedule (Gantt Chart) provided with work breakdown structure in accordance with the Bill of Services
  2 1 6 Any other information requested by Client during the bid preparation period
  2 1 7 Acceptance that Client is not responsible for any costs incurred by proposers in submitting tender bids
  2 1 8 Acceptance that Client reserves the right to visit the premises of the proposer if deemed necessary.
  2 1 9 Acceptance that false information may result in exclusion from the bid process
  2 1 10 Acceptance that a short listing approach MAY be followed and short listed bidders may be required to provide additional information
    and present their offering  in a format and at a date and time to be agreed with short list candidates.
  2 1 11 Written Guarantee that with proper configuration the software will fully meet the requirement
    and undertaking that any unforseen customization in order to fit the business will be for the Implementers account
  2 1 12 Written Guarantee that the software will be supported for 20 years
  2 1 13 Written undertaking that Implementer accepts legal accountability for advice
  2 1 14 Letter from Insurer confirming Professional Indemnity Insurance cover to an appropriate level is in place
  2 1 15 Written undertaking by Vendor that they are willing to sign a legally enforceable go-live clearance certificate and acceptance of damages
    and undertaking with regard to remediation of mission critical defects once go-live certificate is issued
  2 1 16 Written undertaking by Implementer that they are willing to sign a legally enforceable go-live clearance certificate and acceptance of damages
    and undertaking with regard to damages relating to failure or sub-optimal performance after go-live certificate is issued
  3 2 Cost Proposal and Supporting Documentation
  3 2 1 Signed summary of total software and Bill of Services fee cost proposal in the Spreadsheet supplied by Client
  3 2 2 Signed detailed Bill of Services cost proposal in the Spreadsheet supplied by Client
  3 2 3 List of assumptions made in the Bill of Services
  3 2 4 Summary of professional fee rates for standard work, standing time and travelling outside of xxx per staff designation in the schedule supplied
  3 2 5 Travelling rate per kilometer and any other costs outside of xxx
  3 2 6 Discussion of items in the Request for Proposal that drive costs by more than R25,000 and suggestions, if any, to mitigate cost
  3 2 7 Schedule of any other costs that may not be catered for above
  3 A proposal that does not contain detailed pricing will be disqualified
  3 2 8 Confirmation that the offer includes all the following: a. Provide software b. Detailed analysis 
    of the exact requirement c. Gap analysis of standard software versus requirement d. Customize if 
    necessary to fit the software to the requirement (zero customization is preferred) e. Technical and 
    business testing of the customization f. Configure software to fit requirement g. Conduct a formal
     laboratory test of the configuration and optimize as necessary h. Commission and implement the
     software i. Training of Client staff in all aspects of the operation of the software j. Hands-on 
    support as required k. Hot-line support as required l. Ongoing support and maintenance of the
     software m. Upgrades and updates n. Additions and alterations to the software as required.
  4 3 Track Record and Proposed Team
  4 3 1 Documents evidencing track record of bidding organization / organizations
  4 3 2 CV's of proposed team members supplied
  4 3 3 Confirmation that the requirements with regard to availability of proposed team members have been accepted
  4 3 4 Names of key team members to be available for short list presentation
  4 3 5 Agreement that named key members are to be contracted for the duration of the project subject to commencement by agreed date
    must be signed by the organization and the team members in person
  4 3 6 Confirmation of ability to meet the requirement
  4 3 7 Evidence of the proposer's capability to deliver this technology solution
  5 4 Proposal with regard to each of the Major Components of the Requirement
  5 A clear and comprehensive response to each of the points that follow setting out how the requirement will be satisfied and
  5 and suggestions for alternative solutions
  5 The following high level structure, mirrored throughout the Request for Proposal must form the basis of all planning and bidding
  5 4 0 Comments on Overall Contracting Approach and suggestions for improvement
  5 4 1 Finalization of bid -- detailed planning, contracting, etc
  5 4 2 Establishment
  5 4 3 Project Management and Change Facilitation
  5 4 3 1 Project Management
  5 4 3 2 Change Facilitation
  5 4 4 Data Warehouse and Business Intelligence
  5 4 4 1 Data warehouse database, extract, transform, load, etc
  5 4 4 2 Business Intelligence Software
  5 4 Basic Reporting
  5 4 Advanced Reporting
  5 4 Models
  5 4 Dashboards
  5 4 Other Recommended Elements
  5 4 5 Client Business Management Related Software
  5 4 5 1 Overall Client Business Management Solution
  5 4 5 2 Manage Asset Utilization and Turnaround
  5 4 5 2 1 Asset Utilization and Turnaround
  0 4 6 Other Specialist Modules
  0 4 6 1 Software to Manage Asset Operating Costs -- interfacing with third party systems
  0 4 6 6 CRM -- Microsoft Dynamics instance for internal use at Client
  0 4 6 9 Proof of Delivery Document Management 
  0 4 7 Finance and Administration Modules
  0 4 7 1 Finance
  0 4 7 2 Human Resources (incumbent = ...)
  0 4 7 3 Payroll (incumbent = ...)
  0 4 8 Laboratory
  0 4 9 Custom Development
  0 4 10 Overall System Integration Requirements
  0 4 11 Operational commissioning and ramp-up
  0 4 12 Operational support
  0 4 13 Contingency
  0 4 14 Other items NOT catered for elsewhere
  6 Confirmation of Comprehensiveness of Offer -- includes ALL of the following
  6 1 Ongoing Executive Liaison
  6 2 Establishment
  6 3 Project Management
  6 4 Change Facilitation
  6 5 Provide all offered software
  6 6 Detailed analysis of the exact requirement
  6 7 Gap analysis of standard software versus requirement
  6 8 Establish and operate Laboratory
  6 9 Configure software to fit requirement
  6 10 Customize if necessary to fit the software to the requirement (zero customization is preferred)
  6 11 Technical and business testing of the customization
  6 12 Formal laboratory testing of the configuration and optimize as necessary
  6 13 Establish Data Warehouse
  6 14 Develop Data Warehouse Extract Transform Load (ETL)
  6 15 Develop and document workflow (process) standards
  6 16 Develop reports
  6 17 Develop Business Intelligence models
  6 18 Develop training material including Computer Based Training
  6 19 Training in all aspects of the operation of the software
  6 20 Formal issue of Certificate of Readiness for Live Operation
  6 21 Commission and implement the software
  6 22 Hands-on support as required
  6 23 Hot-line support as required
  6 24 Ongoing support and maintenance of the software
  6 25 Upgrades and updates
  6 26 Additions and alterations to the software as required.
  6 27 All other services required to achieve a stable, robust, high value sustainable outcome
  7 Other Points and Reminders
  7 1 Assist with the cleansing of Master Data.  The level of effort expected from Client personnel to be clearly spelt out in the proposal
  7 2 Assist with take-on of Master Data, opening balances and other data to be transferred from the existing systems.
    Recommended approach clearly discussed in the proposal
  7 3 Assist with verification of take-on data.  Level of involvement to be clearly spelt out in the proposal
  7 4 Provide standard software maintenance, updates and enhancements in perpetuity
     Vendors are required to declare the annual license fees for the first five years and thereafter the maximum year on year license fee increase
  7 5 Proposed Client Undertakings to Balance Fixed Price noted and accepted
  7 6 Bidders may suggest alternate or additional measures if they consider it appropriate
  7 7 The lead Implementer Solution Architect responsible for designing the configuration must be highly experienced and be able to
  7 8 operate comfortably at the Executive level and evidence strategic thinking abilities at a level that ensures that the final solution is
    strategically appropriate and meets long term strategic goals
  7 9 Submission of an offer constitutes an implicit guarantee that in the event of it being found that the standard package does NOT fully meet the
    requirement, the standard package will be modified by the vendor as required or custom development undertaken around the standard 
    at no extra cost
  7 10 Implementers are invited to make suggestions for improvement. With regard to project governance, roles and project meetings
  7 11 Client shall NOT be liable for any costs incurred by bidding organizations in participating in the bidding process;
  7 12 Where it is necessary to integrate with existing systems then appropriate provisions must be made in the Bill of Services and an appropriate 
    contractual agreement with that party must be supplied as part of the Offer Pack 
  7 13 Acceptance of each review cycle of specifications, testing or any other iterative refinement process will include a formal declaration by both the
    Client team members involved AND the Implementer team members involved that the iteration has been thoroughly and 
    rigorously executed – both sides will face sanction if it is found that this declaration is unfounded
Name of Bidding Organization
Name of Authorized Signatory of Bidding Organization
I hereby certify that the bid pack includes ALL the above items
with the exclusion of the items noted and that we comply with the items
set out above with the exclusion of items noted and that we accept all terms
that we have initialed in the YES column

Download 07 Bid Compliance Checklist in Microsoft Excel xlsx format

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Random Selection of Articles by Dr James Robertson

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Dr James A Robertson PrEng The ERP Doctor

Business Systems NOT delivering?

Call the Business Systems Specialist

Dr. James Robinson

Dr James A Robertson -- has been involved in the effective application of Business Information Systems, including but NOT limited to ERP, since 1987 and in the profitable and effective use of computers in Business since 1981.

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Business System Failure is RIFE -- we offer insight into why this happens AND WHAT is required to prevent it.

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Connect with James Robertson on LinkedIn

James has a very detailed profile on LinkedIn should you require further information about him.

You can also connect with him on LinkedIn at http://www.linkedin.com/in/DrJamesARobertsonERPDoctor

James has an open networking profile -- click on "Connect" and use email address James@LinkedIn-at-JARA.com.

Contact Us

You can contact us on

Email: James@James-A-Robertson-and-Associates.com

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Table of Contents


About Dr James A Robertson PrEng -- The Business Systems Doctor -- and Other Topics

Catalogue of Major Business Information System Failures

About the Engineering Approach

James Robertson's Value Add

Attributes of a HIGH VALUE solution

Recognizing Business System Failure

The Critical Human Foundation

Old Software IS Viable

From South Africa

Competencies of Dr James A Robertson PrEng

About Professor Malcolm McDonald

Table of Contents

About my relationship with the Almighty Creator, Yah the Eternally Self-Existing

Comments relating to the Business Systems Industry and other topics

Testimonials and other positive material regarding James Robertson

Reference Articles

List of Articles

Article Catalogue

Achieving High Value Business Information System outcomes

Executive Custody -- What is it and HOW do you get it?

The REAL Issues in Integrated Business Information System Success

Part 1: Introduction

Part 2 -- Mythology and Lack of Executive Custody

Part 3 – Strategic Alignment and Precision Configuration

Why your ERP is NOT delivering and HOW to FIX it

IT Project Management

Pulse Measurement

CEO Anthony Lee Comments on his experience of the Pulse Measurement

No Charge Guarantee on the Pulse Measurement Service

Examples of Pulse Measurement Outcomes

Critical questions regarding the Pulse Measurement™

The Pulse Measurement Workflow

The Critical Factors for Business System (ERP+) Investment Success in the Pulse Measurement

Indicative Pulse Measurement Durations

What is a JAR&A Pulse Measurement?

Survival of the fittest – why it makes sense to measure the pulse of your business

Examples of Pulse Measurement Outcomes over 24 years

Sample Pulse Measurement Reports


Strategic Essence: The Missing Link in Business Information Systems

Strategic Essence: Overview

Strategic Essence: Part 1 -- Strategy Defined

Strategic Essence: Part 2 -- Differentiation

Strategic Essence: Part 3 -- The Essence IS Different

Strategic Essence: Part 4 -- The Essence should be the Point of Departure

Strategic Essence: Part 5 -- Discovering Strategic Essence

Strategy -- the Essence of the Business: What is it and how do you develop actionable strategic plans?

Simple Steps to Increase the Strategic Value of your ERP Investment

Free Strategic Snapshot Toolset and Manual

A strategy focused planning system beyond traditional budgeting

Tough IT and ERP Procurement and Contracting that Works

Robust Business Systems Procurement

Part 1 -- Introduction

Part 2 -- Bill of Services, Laboratory, Go-live Certificate, etc

Part 3 -- Executive Engagement, Bid Compliance, Adjudication and other matters

Procurement Documents

Guidance and Advisory Services

The Art of Project Leadership

Why Regular Communication with the CEO is Vital

The Business Simulation Laboratory

Precision Configuration and Strategic Business Information Architecture

Precision Configuration based on Strategic Engineered Precision Taxonomies

The JAR&A Cubic Business Model

Highly Structured Strategic Chart of Accounts -- a Vital Element of your Corporate Information Arsenal

The Product Catalogue -- an Essential Element of any Precision Configuration

Attributes -- answers to the questions you have NOT yet thought to ask

Case Studies of Notably Successful Projects with high value Precision Configuration

092 Doing things differently and better -- ASCO Case Study 2-- BPM Summit 2013

088 Strategic ERP Invesment -- ASCO Case Study -- Service Management Conference and Exhibition Africa

026 Information Architecture and Design of FIS for Rennies Group -- Financial Information Systems Conf

018 CRM Risk Control: Designing and Implementing an Integrated Risk Mgmt Sys -- Integrated Risk Mgmt Conf

011 V3 Consulting Eng: Benefits of MIS to Professional Practice -- SAICE 15th Ann Conf on Computers in Civil Eng

Strategically Enriching your Business Information Systems

Part 1 -- Introduction

Part 2 -- Principles of Data Engineering

Part 3 -- Steps in applying these recommendations

Simple Steps to increase the strategic information value yield from your Business Systems Investment

The Full JAR&A Taxonomy Manual

Part 1: Introduction, Problem Statement, Definitions and Examples

Part 2: Why Use JAR&A, Required Knowledge and Experience, Cubic Business Model and Chart of Accounts and Taxonomy Software

Part 3: How to do it, Case Studies and White Papers and other References

Example General Ledger Manual

Business Process -- Irrelevant, Distracting and Dangerous

The RIGHT Approach

Custom Strategic Software Design and Oversight of Construction

Standards for Custom Software Specification

What IS Software?

IT Effectiveness

Organizing Outlook

Critical Factors for I.T. Success

A Moral and Ethical Dilemma -- Systems that Fail

Case Studies examining Business Information System failures

The BBC Digital Media Initiative Debacle

The Bridgestone -- IBM Conflict

Speaking and Training

Showcase of Conference Presentations

Most Viewed Presentations

Briefings and Seminars

Why your ERP/BIS is NOT delivering and HOW to FIX it

ERP and IT Procurement that Delivers Results

The Critical Factors for IT and ERP Investment Success

Other Seminars

Conferences and Public Presentations

Conferences 80 to 99 -- 2009 to Present

Conferences 60 to 79 -- 2005 to 2009

Conferences 40 to 59 -- 1996 to 2005

Conferences 20 to 39 -- 1994 to 1996

Conferences 01 to 19 -- 1989 to 1994

On-Line Seminars (Webinars)

Webinar on Preparing and Presenting Webinars

Contacting James A Robertson and Associates Limited