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Question: ICT Systems Acquisition and Integration

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ICT Systems Acquisition and Integration

Assignment Task

Create a response to a RFP (Request For Porposal) of word limit upto 3000, I have included a sample RFP to which you need to respond according to the
requirements set out in the published sample.

  2   Statement   of   Purpose

The   fitness   industry   can   be   very   complex   and   has   many   different  types  of   activities.      From   regular    gyms,   to   many   different   types   of fitness   classes,   it   can   be   hard   and   frustrating   for   both   active   people  and   new   comers   to   try   and   find   what   they   want.      The   proposed solution   to   these   issues   is   to   build   a    website,   the   website   will   be  designed   for   a   single   platform   (desktop)   with   a   powerful   search engine.

This   website   is   to   make   it   easier   for   people   who   are   interested becoming   physically   active   or   who    already   are,   make   it   easier   for them to find   fitness   classes,   venues,   and   instructors   at   the   click   of   a    button. Think   of   the   website   like   googles   search   engine   and   how   it   searches everything,   this   website able   to   search   all   things   fitness   and   that   is designed   especially   for   fitness.

3   Background   information

The   website   idea   comes   from   a   frustrated   person   who   always   loses   motivation   when   it   comes   to    fitness.      This   motivation   is   normally   lost   due   to   nature   of   the   fitness   industry,   it’s   hard   to   find   a   class    that   you   like   if   you   don’t   want   to   go   to   a   regular   gym.      The   website   aims   to   get   people   interested   in    fitness   and   keep   them   interested   in   fitness.      By   having   a   simple,   easy   to   use   website   that   has   various    types   of   classes,   venues   and   instructors   to   search   from.      This   gives  users   the   opportunity   to   get   into    fitness   before   they   lose   motivation   to   do   so.      This   is   an   entrepreneurial   type   project   and   is   the   first    project   undertaken   by   me.      This   means   that   there   is   no   other   company   projects   or   dependencies    that   may   affect   the   outcome   of   the   website.      I   currently   have   no   one   working   for   me,   and   I   will    advise   of   possible   new   employees   during   the   process   of   building   the   website.

4   General   Information   about   Proposal.

The   expected   format   when   submitting   the   reply   to   the   RFP   is   via   email   using   a   word   document   as   an    attached   file   and   must   follow   the   format   as   stated   in   section 12.      Questions   can   be   asked   about   the    RFP   via   email   and   do   not   require   them   to   be   put   into   a   word  document.      All   questions   must   be   sent

to   me   and   will   be   responded   within   2   working   days.      All   my   contact  details   can   be   found   in   Section    13.

4.1   Schedule.

The   website   is   expected   to   be   finished   within   6   months,   as   stated   in section 10.      The   expected   time    for   vendors   to   submit   their   proposal   to   the   RFP   is   within   2   weeks   of sending   out   the   RFP.      Any    questions   about   the   proposal   should   be   asked   within   this   time.      The  successfully  vendor   will   be    informed   within   5   working   days.      Once   the  vendor   is   informed,   the   Term   of   Contract   will   begin,   they    will   be   required   to   sign   forms,   and   the   selected   vendor   will   receive   payment  of   their   predicted   cost

Page   3   of   8       to   build   the   website   and   then   should   start   the   process   of   building   the   website.      A   prototype   of   the    user   interface   should   be   ready   by   the   2nd,   4th   and   5th   month   of   the   project.      This   is   so   usability   test    tasks   can   be   performed   as   described   in   the   section   7.      After   6   months,   the   project   is   expected   to   be    finished,   and   all   deliverables   are   met.      Once   this   has   happened,   there   will   be   a   meeting   to   discuss   if    the   website   meets   Outcome   and   performance   standards,   requirements,   and   deliverables.      If   the    project   is   successful   in   doing   so,   extra   payment   and   incentives   may   be   awarded,   see 11 for   further    information.

4.2   Selection   Criteria.

There   will   be   several   ways   in   which   an   appropriate   vendor   will   be   selected,   the   criteria   are   as    follows.      The   vendor   will   be   picked   based   on   how   well   they   meet   the   requirements   stated   in   section

The   selection   will   be   based   on   how   well   the   vendors   cost   compare   to   the   budget   available   for   the    project   and   how   many   requirements   they   can   meet   for   that   cost.      The   vendor   has   to   be   an   Australian    company   so   that   we   can   keep   the   Australian   industry   going   and   jobs   within   Australia.         They   must    adhere   to   the   Terms   and   Conditions   section   9.      Vendors   will   also   be   picked   based   on   their   Vendor    Profiles,   and   how   well   they   meet   me   desired   vendor   for   the   job.      Vendors   are   permitted   to   use   sub-­contracting   for   any   jobs   they   wish,   but   the   sub-­‐contractors   must   be   an   Australian   company.

4.3   Vendor   Profile.

To   help   a   vendor   become   a   successful   applicant,   they   may   answer   the   following   questions   relating   to    their   business   and   their   past   work.

  •   What   is   your   current   revenues   in   regards   to   website   projects   within   the   past   year?
  •   What   amount   of   staff   do   you   currently   employ,   and   are   available   for   the   job?
  •   How   long   has   your   company   been   involved   in   the   field   of   website   building?
  •   How   would   you   describe   the   financial   status   of   your   company?
  •   Have   you   got   any   past   successful   projects   and   references   to   these   successful   projects?
  •   Why   should   I   pick   your   company   from   others?

4.4   Termination.

In   the   event   of   a   needed   termination   of   agreement   between   myself   and   the   successful   vendor,    negotiations   will   be   made   about   the   future   of   the   project   between   the   parties   in   a   meeting.      This    negotiation   will   take   place   during   the   notice   period,   which   is   the   period   where   the   vendor   has    notified   me   of   a   potential   termination.      These   negotiations   will   include   possible   solutions   for    continuing   the   project   or   the   possible   ramifications   for   termination   of   contract   depending   on   the    cause   and   the   reasons   why   termination   might   be   considered.      There   are   2   types   of   causes.

Page   4   of   8       •   One   of   the   parties   breached   the   terms   and   conditions   of   the   contract.

  •   Neither   party   of   the   contract   is   at   fault,   but   both   decided   to   terminate   due   to   convenience.

4.5   Stakeholders.

The   most   important   stake   holders   for   the   project   will   be,   the   end   users   of   the   website,   myself   as    owner   of   the   website,   the   selected   vendor   as   the   website   developer   and   some   gym   instructors.      It’s    important   that   the   vendor   keep   these   stakeholders   in   mind   when   developing   the   website.

5   Scope   of   work.

I   would   like   the   website   to   have   the   following   features

  •   Secure   storage   of   client   information;
  •   The   website   should   run   on   a   single   platform   to   increase   usability;
  •      Website   design   should   be   appealing   in   visual   aspects,   layout   of   the   website   components   and    number   of   pages.
  •   The   website   content   must   be   fitness   based   with   a   powerful   search   engine   that   aims   to   search   all    things   fitness:   classes,   venues,   and   instructors.      The   search   engine   provides   users   with   the   ability    to   easily   identify   what   the   class   is   and   the   activities   it   entails,   where   the   class   is,   and   who   the    instructor   is   that   takes   the   class.
  •   A   well   designed   database   to   store   both   user   information   and   fitness   information   (venues,    classes,   instructors,   reviews)   to   facilitate   analysis   and   reporting;
  •   Setup   a   domain   name   and   a   hosting   service   for   the   website.      This   domain   name   and   hosting    must   be   taught   to   the   owner   of   the   website   so   they   can   manage   small   problems   by   themselves.
  •   Provide   manual   for   the   website   that   contains   information   on   how   the   website   works,   how   to    maintain   the   website,   how   to   update   content   on   the   website,   how   to   use   the   domain   name   and    hosting,   and   who   to   call   for   further   assistance.

6   Specific   Project   Requirements.

6.1   Technical   Requirements.

  •   The   website   is   to   be   built   for   a   single   platform   (desktop).
  •   There   must   be   a   database   to   accompany   the   website.
  •   The   website   should   store   user   information   in   the   database   in   a   secure   manner.
  •   The   website   should   have   a   Content   Management   System   that   facilitates   the   owner   to   change    content   on   the   website.      More   difficult   changes   will   require   the   original   vendor’s   assistance.
  •   The   website   must   be   resilient   to   online   attacks   of   various   kinds.

Page   5   of   8       •   The   required   uptime   of   the   website   is   99%.    6.2   Usability   Requirements.

  •   The   website   must   be   easy   to   use,   understand,   and   navigate.
  •   The   design   of   the   website   should   be   constant   across   all   pages,   satisfying   to   use   and   enjoyable   to    use.
  •   The   website   is   to   look   attractive   to   its   intended   user   audience.
  •   The   website   is   to   be   useable   on   the   platform   it’s   designed   for   (Desktop).   No   development   of    applications   or   mobile   websites   are   necessary   at   this   stage.

6.3   Functional   Requirements.

  •   There   should   be   a   search   engine   that   can   be   used   to   search   the   database,   and   display   the   result    back   to   the   user.
  •   The   website   will   classify   2   types   of   users,   instructors   and   students.
  •   Both   students   and   instructors   can   have   user   profiles.
  •   Student’s   profiles   should   allow   rating   of   an   instructor   if   they   have   had   them   before,   review   a    classes   giving   them   ratings,   keep   a   journal   of   completed   classes,   and   save   upcoming   classes   that    they   are   going   to.
  •   The   instructors   will   be   able   to   create   profiles   and   build   their   reputation   online.
  •   The   information   displayed   on   the   home   screen   should   have   upcoming   fitness   classes.
  •   This   information   about   the   classes   should   include   the   type   of   fitness   activity   the   class   is,   the    venue   where   it   takes   place,   the   times   it   takes   place,   and   the   instructor   taking   the   class.
  •   The   classes   will   have   ranking   systems,   difficulty   and   enjoyment,   and   have   information   about   the    instructor   who   took   it,   where   the   class   takes   place   (venue),   and   the   type   of   physical   activity   it   is    (e.g.   cardio,   strength,   yoga,   etc.).
  •   This   information   and   ranking   system   is   required   so   the   website   can   perform   analytical    capabilities.   These   analytical   capabilities   includes,   showing   the   user   the   best   instructors   by    ranking,   best   classes   by   difficulty,   most   enjoyed   classes   and   other  things   where   the   website    compares   rankings   and   information   to   display   calculated   results.
  •   The   search   engine   will   also   be   able   to   search   multiple   things   on   the   website.      These   include    instructor’s   profiles,   seeing   what   classes   they   take   and   what   their   reviews   are.      Searching   for

upcoming   classes,   what   type   of   activity   it   is,   its   time,   its   instructor, and   its   venue

  •   The   website   should   be   able   to   allow   for   sharing   of   upcoming   classes   on   social   media   websites,   by    both   instructors   and   students.

Page   6   of   8       7   Outcome   and   performance   standards.    The   website   must   be   smooth   to   use   and   fast   to   load.      The   search   engine   must   be   quick   and    responsive   when   querying   the   database.      The   website   must   look   good,   inviting,   and   must   be   user

friendly   when   operated.      The   information   on   the   website   must   be   presented   to   the   users   in   a   logical,    easy   to   understand   way.      Tests   of   the   user   friendliness   of   the   website   with   a   series   of   usability   test

tasks   with   volunteers   should   be   done   at   the   times   stated   in   the   Schedule   Section.      These   volunteers    will   be   introduced   to   the   concept   of   thinking   out   loud   protocols,   where   any   thoughts   said   by   the

volunteers   are   taken   into   consideration   about   user   friendliness.      These   test   tasks   will   be   performed    throughout   the   development   of   the   website   and   the   final   product.      This   will   give   the   selected   vendor    the   correct   time   to   make   changes   if   necessary   through   the   design  process   of   the   website.      The

selected   vendor   must   provide   technical   support   for   the   initial   30   days   after   it   goes   live   to   help   with    any   technical   issues.

8   Deliverables.

  •   A   fully   designed   and   implemented   website   that   is   effectively   able   to   display   fitness   information    to   users.
  •   A   database   that   compliments   the   websites   and   stores   all   information   in   a   secure   manner.
  •   A   domain   name   and   a   web   hosting   service   for   the   website   so   it   can   operate   on   the   internet.
  •   A   Content   Management   System   that   is   used   to   update   content   by   the   owner   in   an   easy   way.
  •   A   user   manual   for   the   owner   of   the   website.
  •   Initial   30   days   technical   support   and   user   training   and   ongoing   support   when   requested.

9   Terms   and   Conditions.

9.1   Vendor   Expense.

I   will   not   be   responsible   for   the   expense   that   may   be   incurred   due   to   vendor’s   preparation   for   the    response   to   the   RFP   and   negations   process   in   getting   a   contract.

9.2   Company   Rights.

Upon   receiving   vendor   applications,   I   hold   the   right   to   cancel   the   RFP   before   selecting   a   vendor.      I    am   not   obligated   to   select   the   lowest   costing   vendor   for   the   job.      I   have   the   right   to   have   several    vendors   to   negotiate   with.      I   have   the   right   to   request   additional   information   from   potential   vendors    when   required.      I   have   the   right   to   negotiate   a   contract   based   on   terms   and   conditions   and   not   what    vendors   propose.      I   also   hold   the   right   to   not   provide   a   reason   to   why   a   particular   vendor   is   not    selected   for   the   project.      I   have   the   right   to   dispute   the   end   product   if   I   feel   it   doesn’t   meet   my

Page   7   of   8       expectations   or   needs,   thus   leading   to   possible   penalties.      Any   product   that   is   produced   on   the    completion   of   the   project,   I   will   own   the   rights   to   the   product.

9.3   Termination.

Either   party   has   the   right   ask   for   a   termination   of   the   contract.      Once   a   termination   of   agreement    has   been   asked   for,   a   negotiation   period   will   commence.      Termination   by   a   certain   party   may   incur    penalties   based   on   the   type   of   termination.      It   is   by   negotiation   during   the   meeting   these   details   will    be   found   out.

Nondisclosure   and   publicity:   I   will   not   disclose   any   vendor’s   private   information   unless   otherwise    stated.      Same   goes   for   vendors,   they   must   not   disclose   any   private   information   in   regards   to   the    proposal   to   the   public   unless   otherwise   stated.

10  Term   of   contract.

The   time   for   the   website   to   be   fully   operational   is   6   months.      This   contract   time   starts   once   a   vendor    has   been   found   and   has   signed   the   contracts   terms   and   conditions.      Extended   contracts   can   be    granted,   but   penalties   may   be   implied   if   extensions   are   large.

11  Payments,   incentives,   and   penalties.

The   budget   for   the   overall   project   is   50,000   dollars.

50%   of   the   full   dedicated   budget   will   be   paid   to   the   winning   vendor   at   the   start   of   the   project   with    the   remaining   50%   to   be   paid   at   the   project   handover   when   the   project   owner   is   satisfied   with    website   performance   and   functions   and   signs   off   on   project   completion.      If   the   project   runs   over    time   and   over   budget,   payment   for   the   project   will   be   cut,   and   the   vendor   may   be   responsible   for    delivering   a   semi   working   product.   In   the   event   of   a   termination   due   to   either   party   breaching   the    contract,   there   will   be   negotiation   on   settlement   terms.

12  Requirements   for   proposal   submissions.

The   following   sets   out   the   expected   format   for   responses   to   the   RFP.

  •   The   vendor   must   provide   personal   or   organization   details.
  •   The   next   section   must   then   answer   the   questions   stated   in   the   Vendor   Profiles   section.

They   must   then   present   list   displaying   the   requirements   that   they   can   meet,   and   if   they   can    elaborate   these   requirements.

They   then   must   state   the   estimated   cost   for   building   the   website,   this   predicated   cost   must    include   the   scope   of   the   work,   the   requirements,   and   the   deliverable   that   can   be   met   at   that

Page   8   of   8        cost.

They   must   then   state   how   to   be   contacted,   who   will   be   the   person   to   contact,   and   when   the    best   time   to   contact   that   person   in   the   event   of   a   further   question   or   notifying   a   successful    vendor.

13  Contacts.

All   points   of   contact   are   to   be   made   to,   Margaret   Right,   ph:   0412345678,   email:    mright@maybe.com,   and   the   time   is   between   9-­‐6   during   weekdays.    Any   question   about   the   proposal,   which   include   all   section   of   the   RFP,   as   well   as   questions   relating    to   any   part   of   the   project,   including   Submitting   the   application   for   the   project   will   also   be   to   Bobby    Brown.    Bobby   Brown   will   be   the   only   one   who   decides   who   the   successful   applicant   is,   as   he   has   no   one   else    on   the   board   of   committees   just   yet.

14  Appendix:   Proposal   format       Vendor   contact   and   address:

Vendor   profile   with   reference   to   4.3   in   the   RFP:       Website   features:   (This   is   the   main   part   of   your   document   which   should   include   all   information   in    relation   to   meeting   project   features,   requirement   and   suggestions   if   applicable.)    Website   development   timeline   and   cost   breakdown.

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Solution:

  1. Statement of Purpose

The dependence on information technology has been rising progressively for many organizations as a strategy for promoting competitiveness in the business environment. ICT can make an organization more efficient and profitable if it is planned, developed and managed properly. The work environment is also strengthened, with a positive effect on decision-making processes. This has led many organizations to invest in ICT in order to catch up with the development gap. The proposed solution is to provide and maintain information and communications technology based solutions. The acquisition of a good ICT system will effectively and efficiently support all the business processes that are run in a company (Rosenson, 2002). Having access to good ICT expertise in a company helps it to reduce the risk of technology obsolescence and helps the company to overtake its competitors on the technological front (Kruse & Berry, 2004).

  1. Background Information

This project aims at aiding the Bank of Australia, the client, to acquire and implement an ICT service system that will support the client in improving their services. The bank’s ICT systems have been inundated with sluggish response times and breakdowns, leading to customer dissatisfaction and work stress to the employees. This Request for Proposal will enable the client to:

  • Enhance improved user and customer satisfaction on ICT services provision
  • Identify and select the best software vendor for their management requirements
  • Acquire and implement an ICT Service Management system that will support their IT service management efforts
  • Lay a foundation for their IT services to be continuously improved within the organization.

The Bank is outsourcing this service and turning over its computer center, telecommunication network and application development to Zetech as a measure to reduce costs. It is less costly for an organization to give the job of system installation to an outside company to do the work, rather than do it in-house. The decision to outsource should be tied to an identification and understanding of the company’s competencies and its success factors (Luftman, et al., 2004).

  1. General Information about Proposal

4.1 Schedule

The installation of the systems will be finished by our company, Zetech Solutions, within six months once the Term of Contract begins. Once initial payment has been received, the process of installing the systems will begin and a prototype should be ready for review in the second month of the project so that a test run can be done. We will finish the installation after six months, with all deliverables met. After installation, a meeting will be held by both parties to discuss the performance standards of the systems set in place. If the results are accepted by the client, we will receive the final payment due, together with any extra payments that may have accrued.

4.2 Vendor Profile

Our current revenues in regards to ICT projects within the past year are in the range of $900,000. The company currently employs 100 people, with eight of them being available for this project. The regular number of employees we use in such projects is five, but we have added the extra three in order to speed up the client project, and for more technical expertise to be at hand. Our company has been involved in ICT management services for the last six years, with our financial portfolio growing steadily. It started out with a capital investment of $100,000 and had ten employees, but through hard work and determination, it has increased in size and profitability. Zetech Solutions has been involved in various successful projects, one notably being the installation of ICT service management systems at the National Institute of Allied Studies Center. This was a project funded by the International Monetary Fund and it led to more referrals and recognition of the company countrywide. As such, Zetech Solutions has had a lot of experience dealing with different types of systems while meeting the exacting demands of the clients.

4.3 Termination

In the event of a termination of agreement between our companies, negotiations will have to be made about the future of the project. If it is Zetech Solutions that has terminated the agreement, it shall explain its reasons for doing so, and if the reasons are justified, termination will be accepted. The same terms shall apply to the client. In case one of the parties has breached the contract, they shall be liable to pay the costs of loss of income or revenue to the other company or forfeit a percentage of the contract dues, as shall be agreed upon by both parties.

4.4 Stakeholders

The stakeholders of the project are the Bank of Australia, bank customers, and Zetech Solutions. Our company will keep in mind all the stakeholders and their needs as we install the systems.

  1. Scope of work

For the bank to gain the maximum benefit from the installation, Zetech Solutions will:

  1. Supply and install the approved system on the Bank’s infrastructure. Software acquisition is a process that should be reviewed as an ongoing process. The software solution that the Bank purchases from Zetech Solutions will effectively and efficiently satisfy the user requirements. Zetech shall supply a system that has all of the features required by the Bank, thus making sure that the level of quality service in the Bank is improved. The objectives of the Bank must be understood in order for it to acquire the best system suitable for its work.

The executive and management levels of the Bank should be ready to support Zetech Solutions in all the viable plans that Zetech institutes towards the creation of the perfect system. Whenever Zetech needs any input from any branch of the Bank, the management should avail the required personnel, as long as this does not impede the work of the staff member in question. Zetech shall ensure that it does not encroach on the time of the bank staff while it does its duty of installing the system. Zetech Solutions will be reducing its domination in the decision making process by including the staff in decision-making.

Prior to starting the project, Zetech Solutions will clearly identify the detail requirements  (Gallegos, et al., 2004) of the company’s needs so that it can create the best solution for the Bank. It will do so by identifying and analyzing any alternative solutions that compare with the already established system of IT being used by the Bank, and then choosing the best one.

  1. Ensure that the installed systems are compatible with all the functional requirements of the Bank as requested by the client. External evaluations shall be done to ensure that all the correct procedures and processes are in place and that the acquisition is in compliance with the Bank’s institutional and operating procedures. Zetech shall also ensure that the installed system is not in violation of any international laws. The standards of the banking industry regarding the use of technology have to be met, including the environmental standards on the use, maintenance and disposal of computer software and hardware. The nature of the Bank will be affected by the presence of the new system. A political feasibility analysis will therefore evaluate how the internal organization will accept the new system. This analysis will incorporate user expectancy regarding the new system and the corporate culture response towards the solution proposed by Zetech solutions. Once the feasibility study is complete, a risk analysis review will be done. This risk analysis will evaluate the security of the proposed system, its vulnerabilities, potential threats, and the feasibility of other controls that can be used to minimize any identified threats (Rosenson, 2002).

An ergonomic review shall be done to provide a work environment that is safe and efficient for the employees. This review will make sure that the human interface components (that is the keyboard, monitor, etc), are user friendly enough to accommodate the system requirements being installed.

  1. Run verification tests to confirm the viability of the systems put in place. These will guide Zetech Solutions in knowing where there are errors, and will help the Bank to decide on whether they have made the right choice of system or to change it. If any changes are to be made, it is easier to handle them before the project has gone too far or before too much money has been spent on an unsatisfactory system. Tests are vital in helping the developer to create a system that best fits with the Bank’s requirements. The first test run will be done two weeks after the start of installation to gauge whether the project is moving along at the correct pace, and to test for the soundness of the new system working in conjunction with the old one. The old system will still be in use but will be phased out once Zetech completes the installation of the new one.
  2. Train users on the system operations. The IT support staff shall be trained on the proper management of the system in order to avoid breakdowns of the said system. As Zetech Solutions builds and installs the system for the Bank, the Bank’s IT staff are expected to take part in the process from the beginning of the contract. The staff shall be allowed up to a point, to guide Zetech Solutions on what fits best for the Bank because they know why the previous system has failed, and the underlying causes. As the staff works with Zetech, they will in effect be learning and getting to know the new system, even before it becomes operational. This will reduce the training costs in the long run because the staff will use less time in training, leaving room for others to be trained.
  3. Provide all necessary and relevant documentation pertaining to the installed systems. These will include administration manuals, user manuals and installation aids and media. The manuals will be a critical tool for the IT support staff when Zetech Solutions is unavailable to provide the needed technical support. It shall guide the staff on the immediate remedies that can be applied to the system to prevent a shutdown of the banking system, before greater measures can be taken to sort any critical issues.
  4. Get feedback from bank customers who will use the system, as well as the IT staff who will support the system. Zetech Solutions shall endeavor to find out what the Bank customers think of the system, after it has completed the project. It shall also question the bank staff from all the managerial levels and in the banking halls, to determine whether the system has made their work easier or not. The feedback will be collected through questionnaires distributed in the banking halls for the bank customers to fill. For those who will not have the time to fill the questionnaires, Zetech will request the Bank management to make calls or request for feedback directly at the counter. This information will then be collated and passed on to Zetech Solution after a short period, and the company will use this information to make any alterations that may be deemed necessary. If negative feedback is given during the period when the project is ongoing, and in the one month after project completion, Zetech will be responsible for the correct system changes and implementation. If the feedback is given, for example, three months after completion of the project, the Bank will be liable to fund the changes to the system. This is due to the fact that after the one month grace period after completion, any other modifications will be deemed to be a new addition o a completed project.
  1. Specific Project Requirements

6.1 Technical Requirements

  • The ICT system should be open-source and standards-compliant due to the fact that there are too many operating systems to get locked into a proprietary solution
  • High reliability and system flexibility
  • Multi-factor: plug-in locally determined methods
  • Strong encryption of passwords in transit
  • Passwords not stored at all due to safety reasons, and if stored, they should be one-way encrypted
  • Two-way authentication: Client-to-Service and Service-to-Client
  • The authentication and management services to provide clear APIs
  • Secure company databases
  • The system to be resilient to viral attacks and hackers
  • Cost benefit analysis
  • Upgrade policy and costs
  • The system installed shall be compatible with other applications

6.2 Usability Requirements

  • The system should be easy for the bank staff to use and navigate after the required training
  • The system should be easy for the Bank’s ICT technicians to manage and correct when there are problems
  • It shall have an operating system that can be used on different types of computers available in the Bank
  • The hardware and networking resources should be very efficient

6.3 Functional Requirements

  • Descriptions of data that will be entered into the system
  • Operations that will be performed by each screen
  • Description of the work-flows to be performed by the system
  • System reports and other outputs
  • The persons authorized to enter data into the system
  • Ability of the system to meet applicable regulatory requirements
  1. Outcome and performance standards

The system must be easy for the employees and customers to use without slowing down the operations. The data provided for use should be easy to understand for all involved. Tests to check the effectiveness of the system should be run randomly. Some of these tests will be run during the installation of the project while some will be run months after the project is complete. Any changes to be made will then be implemented as the tests are run. Zetech Solutions shall provide technical support to the Bank’s IT staff for 30 days after completion of the project. This will help in streamlining any glitches in the program and system.

  1. Deliverables
  • The ICT service management system should be able to provide all the necessary information pertinent to all transactions taking place in the banking hall and in the offices.
  • A secure and encrypted database that will contain the Bank’s pertinent information.
  • A system that shall be easy but secure for the Bank to update whenever necessary.
  • A software user manual for the Bank’s IT staff to use if needed.
  • Technical support for 30 days and user training as needed.
  • Ongoing support even after Zetech Solutions completes the project.
  1. Terms and Conditions

9.1 Vendor Expense

The client, Bank of Australia, shall not be liable for any expenses that may be incurred by Zetech Solutions as it prepares a response to the RFP in its bid to get the contract.

9.2 Company Rights

The Bank of Australia has the discretionary right to cancel any RFP and is not obligated to select Zetech Solutions for the job, even though it may be the lowest bidder. The Bank has the right to request additional information from Zetech Solutions and the request should be granted without question. The Bank further has the right to dispute the finished project if it does not meet with its expectations. This shall lead to penalties for Zetech Solutions and loss of future business deals.

9.3 Termination

Both parties have the right to terminate the contract if it is seen as unfavorable. This termination may incur penalties depending on the causes listed during the negotiations. Zetech Solutions shall be bound by the confidentiality agreement once the contract is signed, and will not disclose any information pertaining to the Bank of Australia. The Bank of Australia shall likewise be bound to nondisclosure of any information that concerns Zetech Solutions.

  1. Term of Contract

The time for the ICT installation to be complete will be six months. The contract time shall begin once Zetech signs the contract and accepted the Bank’s terms and conditions. Penalties shall be incurred if large extensions are requested by either party.

  1. Payments, incentives and penalties

The budget for the overall project is $300,000. Zetech Solutions shall receive 50% of the full dedicated budget at the start of the project, with the remaining 50% to be paid out at completion of the project as long as the Bank is satisfied. If the project is not satisfactory to the Bank, payment shall be withheld until Zetech Solutions rectifies any mistakes deemed present by the client. If for any reason Zetech Solutions refuses to make any corrections despite the client’s dissatisfaction, they will not receive the final payment. In the event of the project running over budget without any additional materials added from the original estimate, Zetech Solutions will be liable to complete the project with its own funds. If on the other hand, additions are made by the Bank and the budget runs over, the client will be responsible for the extra costs.

 

  1. Requirements for proposal submission

12.1  Fig 1. Vendor proposed timeline for delivery.

Sl. No. Activity Jan

2017

Feb

2017

Mar

2017

April

2017

May

2017

Jun

2017

1 Interview of the Bank’s Executive Management
2 Study of the existing practices and controls used in the Bank
3 List of Deliverables
4 Sample data
5 Contracting
6 Design of Deliverables
7 Development of Deliverables
8 User Acceptance Testing
9 Deployment of deliverables
11 Support and training of IT staff
12 Launch of the final product

 

12.2 List of requirements that Zetech Solutions will meet

  1. A software system that will be compliant with the industry and world standards that have been set for such products and services.
  2. Zetech Solutions will create a system for the Bank that shall be reliable with secure encryption for all the users. It shall ensure that bank employees and customers alike feel secure in the knowledge that their personal data is safe from any hackers and thieves.
  3. Provision of secure databases for use in information and data storage.
  4. Provision of user and directional manuals for the bank IT staff to use after the project is completed. This will aid the staff in the areas where they feel inadequate before they ask for technical support from Zetech Solutions.
  5. Operating systems that shall be used across all computer models. This will prevent installation of different operating systems for different brands of computers, thereby reducing on costs and promoting efficiency.
  6. System reports and system data that will help the IT staff in monitoring the flow of work and any changes to be made to make operations more efficient.
  7. Support for the Bank on selection of the best Antivirus solutions for the company to prevent hacking and money scams arising from poor password protection methods.
ITEM COSTS
Annual license fees charged $1,000
Annual software maintenance fees charged $1,500
Implementation fees $297,500
Total product costs $300,000

 

  1. Training provisions
Duration of the training
  1. Two weeks for the IT staff because most will participate in system acquisition
  2. Three weeks for the other bank staff due to the fact that most will be trained as they work. Those who can make time will be trained in a systems management seminar held for the company
Type of training
  1. The IT staff will be trained on maintenance and troubleshooting
  2. The managerial and banking staff will be trained on operational and data management methods, with emphasis on security maintenance.
Minimum number of participants
  1. The IT staff will provide two members, who will then train their colleagues.
  2. The executive will train a minimum of two participants
  3. The managerial department will provide ten managers to learn about the new system
  4. The rest of the staff will train a minimum of twenty people, who can then train their juniors.

 

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