Solution Code: 1AFHE
Question: ICT Systems Acquisition and Integration
This assignment falls under ICT Systems Acquisition and Integration which was successfully solved by the assignment writing experts at My Assignment Services AU under assignment help service.
ICT Systems Acquisition and Integration
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.
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?
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.
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.
- 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.
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.
All points of contact are to be made to, Margaret Right, ph: 0412345678, email: email@example.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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- 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).
- 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).
- General Information about Proposal
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.
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.
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.
- Scope of work
For the bank to gain the maximum benefit from the installation, Zetech Solutions will:
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
- 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.
- 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.
- 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.
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.
- 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.
- 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.
- Requirements for proposal submission
12.1 Fig 1. Vendor proposed timeline for delivery.
|1||Interview of the Bank’s Executive Management|
|2||Study of the existing practices and controls used in the Bank|
|3||List of Deliverables|
|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
- A software system that will be compliant with the industry and world standards that have been set for such products and services.
- 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.
- Provision of secure databases for use in information and data storage.
- 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.
- 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.
- 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.
- 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.
|Annual license fees charged||$1,000|
|Annual software maintenance fees charged||$1,500|
|Total product costs||$300,000|
- Training provisions
|Duration of the training||
|Type of training||
|Minimum number of participants||
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