The Tender Document can be downloaded below:

CAPFMSU-TD1 Tender Document.zip

Suppliers must observe that all information of this tender is regulated by the Confidentiality Clause in the Tender Document.

Submission of Tender
A complete tender should be submitted in three (3) identical printed sets and three (3) identical softcopies in text-searchable format (either Microsoft Word or PDF). Suppliers should use the standard forms attached in the Tender Document to compile their proposals. Please note that unless your tender has provided all the requested information, we would be unable to process your submission. If there is any discrepancy between the printed copies and the softcopies, the printed copies would be used.

A complete tender should be submitted in three (3) identical printed sets and three (3) identical softcopies in text-searchable format (either Microsoft Word or PDF). Suppliers should use the standard forms attached in the Tender Document to compile their proposals. Please note that unless your tender has provided all the requested information, we would be unable to process your submission. If there is any discrepancy between the printed copies and the softcopies, the printed copies would be used.

The Technical Proposal (with three (3) identical copies) and Price Proposal (with three (3) identical copies) have to be put into two (2) separate sealed envelopes clearly marked respectively:

Tender for the Core Applications Project (CAP) Financial Management System Upgrade (CAPFMSU)
Tender Ref. No.: CAPFMSU-TD1
Technical Proposal

and

Tender for the Core Applications Project (CAP) Financial Management System Upgrade (CAPFMSU)
Tender Ref. No.: CAPFMSU-TD1
Price Proposal

The two (2) envelopes then have to be put into one (1) plain sealed envelope clearly marked only:

Tender for the Core Applications Project (CAP) Financial Management System Upgrade (CAPFMSU)
Tender Ref. No.: CAPFMSU-TD1
Closing Date: 29 November 2017 (Wednesday), 12:00 noon (Hong Kong Standard Time).

No other marks, especially those which would hint on the identity of the Supplier, should appear on the envelope. The tender should be addressed to Reception Counter, 13/F., Duke of Windsor Social Service Building, Hennessy Road, Wanchai, Hong Kong.

Your proposal should reach the tender box no later than 29 November 2017 (Wednesday), 12:00 noon (Hong Kong Standard Time). In case that Tropical Cyclone Warning Signal No. 8 or above, or Black Rainstorm is issued within the three (3) hours prior to the tender closing time, the tender closing time will be automatically deferred to 12:00 noon of the following business day.

Late tenders would not be considered. The Hong Kong Standard Time broadcasted by The Hong Kong Observatory at its webpage http://www.hko.gov.hk/gts/time/HKSTime.htm would be referenced.

Suppliers should note that you are responsible for all the expenses incurred in the preparation, submission of the tenders and going through the tendering process.

Even though price is one of the primary tender evaluation criteria, The Hong Kong Council of Social Service is not bound to accept the lowest bid, nor to accept any tenders at all if the situation warrants.

No supplier should attempt to initiate any further contact with The Hong Kong Council of Social Service or its representative on matters related to this tender exercise in any channel or manner not specifically described in the Tender Document as the formal tendering process has started already.

For further enquiry regarding this tendering should be in writing to the email address of cap_upgrade@hkcss.org.hk.

In order to create a level competition ground, all relevant exchange of information would be disclosed on the webpage http://cap.hkcss.org.hk/CAPFMSU-TD1.htm for reference. Suppliers are reminded to check this webpage periodically for additional details.

1. Regarding to data conversion, stated at page 6, point 5 of Form of Tender: “Suppliers should provide data conversion service for properly transferring data from the existing single instance to the future multiple instances (each new E-Business Suite instance contains only its corresponding NGO's data) and all legacy data must be retained with data integrity.” Also, stated at page 8, point 5.1 of System Specification “Data Conversion – existing shared Oracle E-Business Suite will be split into multiple instances for multiple NGOs. Therefore each NGO will have its own new Oracle instance containing its own data only.” However, data split at this way are highly risky in affected to integrity. Will HKCSS allow data conversion in alternative way (Data Partitioning)?

ANS: As mentioned in “2. Existing IT Facilities” of System Specification, there are currently 2 instances of Oracle E-Business Suite, one for multiple NGOs; the other one for a single NGO with its subsidiaries (i.e. consisting of 2 Business Groups).

Regarding the current instance for multiple NGOs, “Data Partitioning” for splitting the Oracle E-Business Suite from single instance to multiple instances will NOT be considered.

Regarding the current instance for the single NGO with its subsidiaries, which consists of 2 Business Groups, the Supplier has to propose the way for the System Upgrade, i.e. installing one instance of Oracle E-business with 2 Business Groups; or two instances of Oracle E-business in the same set of virtual machines for different Business Groups.

2. From page 7 of point 7 Project Evaluation: “The Supplier is expected to submit project completion/evaluation report”, “the evaluation report should recommend positive ways to raise further the effectiveness in using the System and lessons learnt during the implementation of the System.” Which will be a job as a advisor. Should it be expected as a optional service?

ANS: The project completion/ evaluation report is NOT an optional item in this tender.

3. Could HKCSS allow SSLVPN access for the job carry remotely?

ANS: SSL VPN access would be granted to the Supplier for carrying the job remotely within the project period.

4. From page 17. Point 8 of Tender spec”, “Security Risk Assessment and Audit (SRAA) has to be conducted by a third-party company with positive results before the project closure. All the costs related to SRAA and relevant rectification works will be borne by the Supplier in this Project.” Please elaborate the detail, such as the requirement, acquisition of the third party company, their reporting line and role in the project.

ANS: The third party company for SRAA would be recruited by the Supplier and the SRAA service has to be included in the Supplier’s offer. There is no specific requirement on the SRAA exercise in this tender, the Supplier should propose the detail arrangement of the SRAA exercise.

5. How many FSG required to be migrated to new system? Section 5.1, Page 9

ANS: There are currently ~1,050 FSG reports for the 7 participating NGOs.

6. Please provide high level timeline for the items which is to be “implemented by another tender” e.g. Site-to-site VPN and Remote-Access SSL VPN. With this, we could plan for collaborative works in the required project schedule.

ANS: Those items in another tender would be implemented within 5 to 8 months after project kick-off of this tender.

7. If Oracle EBS version R12.2.7 shall be a target upgrade version, would it be compatible to those items mentioned “implemented by another tender”.

ANS: Suppliers would need to make a fair assessment on those planned hardware and software configuration described in “7. Software and Hardware” of System Specification and ensure the compatibility of those items with your proposed Oracle E-Business Suite version.

8. Please confirm that HKCSS has been already granted Oracle License upgrade and it is free of charge.

ANS: HKCSS has been subscribing official technical support services from Oracle Hong Kong for the purchased Oracle licenses listed in the "2 Existing IT Facilities" of System Specification, with the service level of "Software Update License & Support". Suppliers may refer to the official website of Oracle (i.e. https://www.oracle.com/support/policies.html) and should make fair assessment on the entitlement and coverage in the aspect of Oracle License upgrade.

9. Can we quote Oracle License as an optional item which is required in schedule 8.8 Quotation Breakdown.

ANS: Suppliers can offer the Oracle Licenses as optional items, and HKCSS has the right to accept or not accept the offer.

10. Are there any Data Conversion Programs available for migrating data from an instance to another instance?

ANS: The Data Conversion Program developed during the implementation of Core Applications Project is attached below. Suppliers should evaluate the Data Conversion Program for the proposed solution of System Upgrade. The Suppliers have to take full responsibilities when adopting the attached Data Conversion Program in the System Upgrade exercise.
Backup & Restore Operation.zip

11. How many hosts for SRAA? I.T. infrastructure, including no. of PC, router, server, IPS, IDS, switch, WAF etc.

ANS: There would be one host, i.e. all the servers and equipment would be hosted in one data centre. Regarding the I.T. infrastructure plan, please refer to "7. Software and Hardware" and "Appendix B Network Diagram of Planned Infrastructure" of System Specification.

12. How many locations for hosts?

ANS: There would be one location for hosting the servers and equipment.

13. Web application scan is required? If required, how many pages (estimate).

ANS: There is no specific requirement on the SRAA exercise in this tender, the Supplier should propose the detail arrangement of the SRAA exercise.

14. Scope of the SRAA (reference to the attached OGCIO Doc about SRAA).

ANS: There is no specific requirement on the SRAA exercise in this tender, the Supplier should propose the detail arrangement of the SRAA exercise.