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June 2021

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RFA BPR

RFA BPR Project Workplan
Tender Title: REQUEST FOR PROPOSAL PROVISON OF CONSULTANCY SERVICES: BUSINESS PROCESS IMPROVEMENT AND RE-ENGINEERING
Procurement No: SC/RP/RFA-04/2021
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Client Details
ROAD FUND ADMINISTRATION
TEL: +264 61 433 3000
FAX: +264 61 433 3070
E-mail: procurement@rfanam.com.na

Bid box location
21 FELD STREET, AUSSPANNPLATZ
PRIVATE BAG 13372
WINDHOEK, NAMIBIA
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RFA Summary
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Requirements
Description
Bid Self-Score
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Compliance Requirements
Bidder Eligibility (Certified By Police if copies)
Certified Copy of Company Registration Certificate
Original Valid Good Standing Tax Certificate (If the bidder claims VAT on the price quoted, then the certificate of good standing for Tax must be provided)
Original Valid Good Standing Social Security Certificate
Original Affirmative Action Compliance Certificate (Equity Employment Commissioner)

Submission Requirements
Two Separate Envelopes (a. Technical Proposal: One original and three copies b. Financial Proposal: One original and three copies)
The proposals should follow the form given in Annexure 2
No Electronic email
Submission deadline -18 June 2021, 11am (Ground Floor: bid box)
Contract Duration
12 months up to and inclusive successful project sign-off
Tender Validity
90 Days from 18th June 2021 (The price must be inclusive of VAT)
Invitation Acknowledgement
Due date not specified
Submit hard copy
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Overall Weights
Total: 100 points
Technical Proposal: 70 points
Financial Proposal: 30 points
Proposals from bidders should score at least 70% for the Tech Pro before Fin Pro is evaluated.
Only the bidder scoring a total of 70% and highest on the overall assessment shall be considered for the assignment.
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Compulsory Requirements
Qualification and experience of the Consultants shall be considered as the paramount requirement
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Project Key Goals
This project aims to understand the current state of business better and redesign the business functions and provide recommendations for the operational change to implement immediately and future processes automation
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Scope of Services
Scope for Business Process Improvement and re-engineering for Divisions:

Fund Management
License Fees and Abnormal Load Charges
Fuel Levies
Fuel Levy Refunds
Financial Management
MDC and CBC

Programme Management, Policy and Advice
Business Plan
Programme Management, Policy and Advice

Human Capital Management
Human Resource Management
Performance Management

Strategic Services
Marketing and Communications
Property, Plant, Equipment Management

Internal Audit and Risk
Information and Communication Technology
Legal and Compliance
2. Project Management Scope:
Apply Project Management Expertise
Participate in the project initiation phase of defining the project goals, objectives, scope and plan
Process Write up and Quality Assurance
A standard documentation template shall be created to ensure uniformity of the output documents. This will also involve defining standards, procedures, implementation strategy etc. follow the Business Process Management Framework
All process outputs shall be quality assured by the project manager, and process outputs by the Project Manager shall be quality assured by other BPR members
Mapping new roles resulting from the implementation to roles/designation currently in place
Tracking and reporting on progress, deliverables and ensuring frequent quality reporting

End-users training and over the shoulder technical training to ICT.
Provide continuous training to RFA ICT staff for the duration of the project

Organizational Change Management
Implement the organizational change management plan, which will help the transition and accept the new processes.
Monitoring and report on change management and evaluate its effectiveness
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Deliverables
Project Management
Signed-off service performance agreement
Signed-off Project Charter
Signed-off High-level project plan
Develop and sign-off a detailed Plan with key Milestones and deliverables
Signed-off monthly deliverables agreements
Monthly reporting to the project steering committee
Project Management office minutes

Implementation, Customization and Quality Assurance
Future (to-be) business processes recommending key areas of automation and recommendations on key change management considerations

Automation of Processes
Recommend opportunities and key areas for automation on the new proposed (to-be) business processes, as well as any other suitable approaches.
A proposal on a phased approach for short and long-term actions for the organization moves towards executing the overall recommendations within an agreed timeframe.

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Review of reports
A review committee of three members will review all reports and suggest any modifications/changes considered necessary within 15 days of receipt.
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Experience of the Consultant
Team Lead:
Project Management Experience
Team Members:
Degree in Engineering,
Degree in IT and/or Business-related filed
Business Process Re-engineering
References
Experience in successful BPR implementation
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Evaluation Criteria: Technical Proposal
1. Completeness, neatness, and logical flow of the proposal: 5

2. Qualification of key professional staff: 15
Degree in Engineering
Degree in IT and/or Business-related field
Business Process Re-engineering
(Certificate 50%; Diploma 70%; Degree & higher 90% - 100%)
3. Relevant years of experience on projects of similar nature, size and complexity: 15
1 years or less - 10%
2 years - 30%
3-5 years - 50%
6 years or more 70 -100%

4. Practice and Methodology to be used to complete the project scope and to produce the deliverables: 30
Business Process re-engineering framework
Quality assurance in the proposed approach”
Delivery time frame/milestones

5. Three (3) reference letters on similar works must be submitted: 5
No reference - 0%
1 reference - 20%
2 reference - 60%
3 reference - 100%
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Supplementary information: Technical Proposal
CVs of Consultants Form F-2
Consultant Qualifications
Experience table Form F-3
Any Comments or suggestions on TOR
Description of how consultant would plan to execute the work
The consultants comments , if any on the data, services, and facilities provided by the Public body indicated in the TOR
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Payment
Payment shall be based on the completion of the project.
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Insurance
The bidder is required to issue RFA with a performance guarantee to the value of the contract amount
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Notes
Where sub-contractors are used in the proposal, it should be made clear, and the qualifications submitted must include those of the sub-contracted service providers so that it is clear throughout the project that the people doing the work are the same people that were included un the bid proposal
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Team
Abisai Ndeunjema: Masters of Engineering (Geo-Engineering| Statistical Programming and Data Analysis)
Barnanbas Uugwanga: M.Sc. (Eng), Industrial Engineering
Mornay Vivier: Honors in Business Administration
Moreblessing Maisva : B. Com Information Technology Management/ Degree in BPM
Tulipale Kaputu: BEng Hons Electronics Control & Systems Engineering
Johannes Haidula: MSc: Industrial Engineering and Operations Management
Nandesora Musiiwa: Degree in Business Analysis
Tangeni Velikoshi: Master’s in organizational and Business Psychology
Pombili Nekuta: ND- Industrial Engineering

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