REQUEST FOR PROPOSAL Enterprise Asset Track and Trace System (eATTS) RFP- J0802-EATTS-2015 The due date for submitting bids for the Enterprise Asset Track and Trace System (eATTS) - RFPJ0802-EATTS-2015 has been extended from the original date of March 17, 2015 to April 6, 2015 4:00 PM local time. Accordingly, the Deadline for Questions/Inquiry Submission has been extended from March 9, 2015 to April 2, 2015. Bidders are required to provide the information below in the following manner: Complete list of goods and services with price and included in the cost proposal. Complete list of goods and services without price and included in the technical proposal. Furthermore, this is to remind all potential bidders that soft copy of the technical and financial proposals is mandatory. This can either be emailed and/or submitted on a CD. Response to Clarification Questions Question #1 Response Question #2 Response Question #3 Response Question #4 Response Question #5 Response Do we provide the hardware? Bidders are expected to provide specifications and indicative budgets for all required hardware and system software needed to implement the required solution. Also see item IV on page 22 and item #7 on page 30 of the RFP for information on the existing infrastructure and pricing template. Could we use Oracle or SQL DB? The current ECX environment uses Microsoft SQL Server as stated in item #7 on page 30 of the RFP. However, bidders are expected to specify the RDBMS supported, the RDBMS recommended, and, preferably, technical and pricing options for the top 3 RDBMS solutions in the market. What kind of support and warranty expected? As stated in the RFP, bidders are expected to provide options for 1 year and 3 year annual maintenance and support factoring in the Implementation and Sustainment Technical Assistance to be availed locally. How many users are expected to use the system? The last paragraph on page 8 of the RFP, right before item #5 discussed the number of users envisaged. The system is expected to be used by various users operating the various modules of the system discussed in the RFP. How many locations will this serve? ECX continues to expand its operations. There will be about 2,500 processing stations and primary markets (where commodities are processed and/or aggregated) located throughout the country where the bar coded bag tags will be attached after processing the commodities and loaded on to trucks to be sent to ECX warehouses. Currently, there are 19 ECX Delivery Centers, within which there are a total of 60 physical warehouse locations. In addition, there are about 80 - 100 warehouses operated by buyers of commodities traded at Question #6 Response Question #7 Response Question #8 Response Question #9 Response ECX warehouse where the commodities purchased will then be reprocessed according to contract entered and re-bagged before export shipment. The international buyers of these commodities could be anywhere in the world but their primary interest is in accessing the system and getting a report detailing the origins of the commodities shipped to them and related transactional traceability information. How is the telecom infrastructure in Ethiopia? The telecom infrastructure is evolving and expanding. The connectivity within the capital city is good and there exists 3G network with 4G on the way – this is in addition to wired broadband access available throughout the country. Outside of the capital city, there is fairly stable PSTN and 2G network but, in some areas especially in the rural parts of the country, it is unreliable and experiences some outages. Therefore, the solution proposed needs to factor in this reality and be able to work in an offline mode for scanning of bar code tags for eventual upload via a cradle or existence of a Wi-Fi or mobile network at a nearby delivery center or centrally networked workstation. The underlying system and connectivity to the ECX delivery centers can be assumed to exist as is the case for connectivity from the buyers’ warehouse to the proposed centralized and hosted system. See the RFP for further details. Please provide clarification of the deliverable listed as “Customization Requirements Traceability Matrix”. It is expected that the proposed product will need to be customized to meet all the stated requirements in the RFP. In order to manage scope and expectations, the bidder will be expected to submit, as part of the project deliverable, Customization Requirements Traceability Matrix specifying the customizations to be done on the proposed product. The RFP estimates the scale of the project at 5 million 60kg bags, elsewhere estimating 300,000 tons. Could you please confirm that these figures refer to parchment coffee traded through the ECX? (not to green coffee exported) The estimated 5 million bags are system wide projections including other commodities than just coffee. While there is no mention of 300,000 tons in the RFP, the 200,000 tons of coffee mentioned in the RFP is referring to the projected coffee export for calendar year 2014/15. Please clarify the technical information to Interface with ECX system. It is stated in the RFP that there is an existing warehouse receipting and inventory management system managed by ECX. As such, there will be information that eATTS will need from ECX or send to ECX. This is to avoid duplicate entry of data and enable both systems to operate as efficiently as possible. For instance, the Goods Received Note (GRN) or Electronic Warehouse Receipt Number is generated by ECX. On the other hand, eATTS tracks and traces every bag but there will need to be a link between the bags being tracked by eATTS and the corresponding GRN numbers created and maintained by ECX. Therefore, a standard interfacing protocol will need to be mutually agreed and Question #10 Response Question #11 Response Question #12 Response Question #13 Response Question #14 Response Question #15 Response Question #16 Response implemented to have both systems operate and leverage each other information in an integrated fashion. ECX already has experience in building and implementing similar interfaces. Regarding SMS system, please clarify if there is SMSC to interface with or should we propose SIM bank to send SMS from? ECX currently hosts and offers its own SMS-based service to disseminate market information either on pull or push bases. This service can be leveraged by eATTS. Bidders are of course encouraged to propose and suggest their own solution offering, if deemed necessary. Any requirements to track trucks GPS in the future? The scope of this RFP does not include this requirement. However, the evaluation of each offer does consider the scalability, extensibility, and additional future feature and functions of the proposed solution. Are existing HW IBM Blade Center H and HX5 able to support eATTS capacity requirements? The response to this question is dependent on the bidder’s solution, not on ECX. As such, the RFP clearly requires each bidder to propose the required hardware, system software, and RDBMS with indicative pricing, precisely so that ECX can determine whether or not its existing assets can host the proposed solution and if not, to understand the investment requirements. Do you have database license to support the new eATTS? See response to Question #12 above. To trace and track uniquely for each bag, please clarify if you are interested in RF ID solution. The decision to consider bar code tags is based on weighing the likely higher investment and sustainment costs associated with RFID based solution. However, the proposed solution needs be capable of allowing a migration from bar code tag to RFID tag in the future. Bidders may propose RFID based solution as an alternate option for consideration. Do you have any preference solution for eATTS while network is down? It is expected that the scanning of bar code tags should be designed to operate with or without connectivity to the central system assuming the scanned data can then be transferred/synchronized when connection is up. Bidders are expected to propose their practical and cost effective solution for such and other scenarios. Do you want separate tag to be in each bag for every transfer or you are looking for a single tag with history by removing all the previous tags. History must be maintained in order to ultimately produce a report describing the composition of the coffee origins making up the consignment being shipped to the international buyer as per prearranged contract. As stated in the RFP, the same bar code tag is expected to remain with the bag while the bag is in ECX possession and on arrival at the Exporters/Buyer warehouse and during processing. After processing and re-bagging for shipment to the international buyer, a separate bar code tag will need to be attached as discussed in the RFP. However, it is important to note that this new bar code tag will need to maintain the history of origins of the various bags (now mixed/combined in each bag after processing) collectively being processed to fulfill a specific contract/coffee blend/type. Correction The sentence below in the first paragraph on page 3, section II is removed from the RFP. Four of the main roasters who buy approximately 25 - 30% of Ethiopian export grade coffee report that they have reduced the amount of Ethiopian coffee they buy in recent years because it no longer meets their requirements.
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