Introduction · Web viewThe supplier is required to provide maintenance & support services for the...

69

NEW Procurement Process Solution for

Table of Contents

1Introduction2

2Project Conditions2

3Objectives2

4PCT Scope Overview2

5Procurement Processes Flow2

5.1Purchasing (cost <= 5.000 euros)2

5.2Purchasing (cost > 5.000 euros)3

6Short - Two (2) Step Approval Flow [mandatory solution to be offered]10

7New Supplier Creation12

8Supplier Evaluation & Scoring15

9INFOR License Support17

10INFOR EAM API17

11Maintenance & SLA services from Supplier17

12TENDER & FINANCIAL specifications20

12.2.1Submission method23

12.2.2Validity24

12.2.3True and Correct statements24

12.2.4Presentation and interviews25

12.2.5Evaluation Process25

Introduction

This Blueprint Analysis reflects PCTs current “NEW Procurement” process.

Project Conditions

This project should be designed according to INFOR EAM Enterprise v11.1

The implementation is intended to cover all the company departments.

Objectives

The primary objective of this document is to compile information to better:

· Understand and document business processes

· Understand and document roles and responsibilities

· Understand and document data definitions and flows

· Provide documentation for supporting decision making

· Identify, document and resolve "Gaps" for the requested solution.

A secondary objective is to gather information that will assist in configuring the system and support PCT’s daily procurement tasks.

PCT Scope Overview

In general the solution will cover all Procurement process matters for all PCT departments such as indicatively data recording and approvals. The In-Scope objectives are presented below:

· Procurement Process for amounts > 5000 euro (including VAT) & alternative short step approval

· Creation of Suppliers Data Base & process to add new suppliers

· Supplier’s Evaluation & Scoring Process

· Reporting

· INFOR license Support for new versions & bug fixes

· INFOR API option

· Maintenance & SLA services from INFOR EAM supplier

Procurement Processes FlowPurchasing (cost <= 5.000 euros)

For purchasing goods with cost less or equal to 5.000 euros (cost <= 5.000 €) including VAT, the current existing flow in INFOR EAM will be followed.

Purchasing (cost > 5.000 euros)

For purchasing goods with cost more than 5.000 euros (cost >5.000 €) including VAT, the following flow should be followed:

Step “0” Initial Request

(When the “Use Department” is different from “Demand Management Department”)

Any designated user from PCT department requesting a purchase should initiate a request including the following information:

a. Purchase ID [system auto]

b. Purchase Request creation date [system auto]

c. Subject [Free text]

d. PCT employee name [system auto, from login]

e. Use Department [system auto]

f. Department Managing the Purchase [input from list]

PCT Departments are the below:

i. Technical

ii. Finance

iii. Operations

iv. Admin

v. HR

vi. Free Zone

vii. Sales & Marketing

viii. ISPS

ix. Facility

x. Insurance

xi. I.T.

g. Purpose of request [Free Text]

h. Product/Service Information [Free Text]

i. General Comments [Free Text]

j. Ability to attach files

· User submits to 1st step, to:

· Demand Management Department / designated user or group of users.

1st. (When the “Use Department” and “Demand Management Department” are the SAME, then Step “0” is omitted).

The designated PCT employee from the Department Managing the Purchase will either receive input from Step “0” in order to continue with Step “1” or initiate a request in Step “1” and create a procurement request including the below information:

a. Purchase ID [system auto from previous step or new when initiated in Step 1]

b. Purchase Request creation date [system auto from previous step or from current step]

c. Subject [Free text from previous step or from current step]

d. PCT employee name [system auto, from login]

e. Department Managing the Purchase [system auto, from login]

f. Use Department [system auto from previous step or auto from current step]

g. Budget Availability from Budget Categories (not final budget codes): [user selects from drop down list, ability to add multiple lines with different Budget Categories or final Budget Codes]. This must be an automated system Check, against PO Budget, in the 3rd field Category of Budget Code.

The Budget Categories and amounts are available from EAM or Budget Application.

h. Purpose of request [system auto from previous step or Free Text from current step]

i. Product/Service Information [Free Text, system auto from previous step + from current step]

j. Expected total purchase amount & currency [Amount is Free text], [A list of Currency with Conversion Rates should be applied. Budget Check is always in Euro.]

k. Expected invoice date [User selectable, year/month, or free text]

l. General Comments [Free Text]

m. Ability to attach files

· User submits to 2nd step, to:

· His Department Manager

· or Department Manager substitute /replacer (can be from different role & department)

2nd. The Manager of the Department Managing the Purchase (Demand Management Department) will either Approve or Reject the request.

PCT Department Managers are defined by role.

Data input:

a. Approve / Reject [user selectable]

b. Approval / Rejection Date [system auto]

c. Comments [Free Text]

· User submits to 3rd step, to:

· His Department Leader

· or Department Leader substitute /replacer (can be from different role & department)

3rd. Department Leader will be able to either Approve and select Procurement Mode or Reject the request.

PCT Department Leaders are defined by role.

Data Input:



c. Select appropriate “Procurement Mode” [as per below description]

The appropriate “Procurement Mode” will result automatically after user selects the appropriate options from drop down lists:

Attached in Appendix A is the analysis of the drop down lists that will result to the Procurement Mode.

1st Category (Main Category) [total 5 categories]

1) i.e. Engineering Construction

2) Etc.

2nd Category (Category) [total 9 categories assigned by groups to previous category]

i. i.e. Single item construction contract

ii. Etc.

3rd Category (Details) [total 12 categories assigned by groups to previous category]

a. i.e. Construction: Civil Works

b. Etc.

4th Category (Limitation - Euros) [total 25 categories assigned by groups to previous category]

· X euros <= Amount < Z euros

· Etc.

Then the system should:

· Propose one of the below “Procurement Modes” as per Appendix A:

1. Inquiry (and minimum number of suppliers)

2. Competitive Negotiation (and minimum number of suppliers)

3. Single Source (and minimum number of suppliers)

4. Order (and minimum number of suppliers)

5. Open Bid (and minimum number of suppliers)

6. Selected Bid (and minimum number of suppliers)

The minimum number of suppliers per Procurement Mode” should be able to be defined in the proposed solution.

And following the system should:

· Propose one of the relevant “Authority of Approval” as per Appendix A:

1. Bid invitation team (or substitutes)

2. Supplier management leading team / Fin. Controller (or substitute)

3. Competent leader of procurement request(or substitute)

4. General manager (or substitute)

5. Office Meeting of General Manager

6. Headquarters of the port company

· The detailed analysis of the above is in the APPENDIX “A” named as “Authorization Approval Form”

· The proposed solution should be able to fully manage the “Authorization Approval Form” by adding / editing / deleting the Category fields in order to adjust to any new future changes.

· The proposed solution should be able to fully manage the “Authority of Approval” by adding / editing / deleting the Authority of Approval in order to adjust to any new future changes.

d. Comments [Free Text]

· Department Leader submits to 4th step, to:

· Use Department Manager

· or substitute /replacer (can be from different role & department)

If Use Department and Managing Department is same, then will proceed to 5th Step

4th. (When the “Use Department” is different from “Demand Management Department” then Step 4 is applied, else proceed to Step 5)

Use Department Manager will either Approve or Reject the request.

Use Department Managers are defined by role.

Data input:




· User submits to 5th step, to:

· Procurement Officer or


5th. Procurement Officer will define the Bid Invitation Team (BIT)

Procurement Officer is defined by role.

Data input:

a. Select 1st BIT member from Department Managing the Purchase [user selectable, from predefined list]

b. Select 2nd BIT member from Use Department [user selectable, from predefined list]

c. Select 3rd BIT member from Finance Department [user selectable, from predefined list]

d. Ability to Select more BIT members, 4th, 5th, 6th, etc. (optional) from any PCT Department [user selectable, from predefined list]

· The Procurement Officer should be able to add additional BIT members to the BIT team from predefined list.

· The Procurement Officer should be able to Add / Edit / Delete users from the predefined list in order to maintain a pool of BIT members.

· The Procurement Officer should be able to exchange at any step of the process any BIT member with another BIT member during a specific procurement process from a predefined list.

· The Procurement Officer should be able to invite 3rd party users (not PCT company users, not through the EAM system) to participate to the BIT team as “3rd Party BIT member”. This means that 3rd party users should be able to access via web browser and fill in the fields as described in Step 6th, item “c”.

· The BIT team should not be less than 3 BIT members

· PCT BIT members are predefined and characterized with expertize per department.

e. Comments [Free Text]


· Each BIT member or substitutes /replacers (can be from different role & department)

· Also “3rd Party BIT member” (if selected)

6th. Each BIT team member will fill in the Technical & Financial Criteria as following:

a. BIT member from Department Managing the Purchase will fill in the Technical Criteria and Specifications [Free Text & attachments]

b. Finance dept. BIT member will fill in the Financial criteria [Free Text & attachments]

c. All BIT members (including “3rd party BIT member”) should agree on the below before submitting to next step:

i. Supplier Assessment method / data / algorithm [Free Text]

ii. Response time: [Free Text] Example 1 week

iii. Mode of Reply to inquiry: [Free Text] Example email, envelope, etc.

iv. Appraisal Method: [Free Text] Example Lowest price or 50% price 50% technical, etc.

v. Delivery Time: [Free Text] Example 1 month from order, etc.

vi. Response Time for Inquiry : [Free Text] Example 1 week

vii. Payment Terms: [Free Text]

viii. Trade Terms : [Free Text], example FOB, CIF, DAP

ix. Suppliers List: [predefined list, from “Approved Supplier Data Base Pool”]

The number of suppliers invited should be validated according to Procurement Mode selected by Department Leader at Step “3” for example “Inquiry”=at least 3 suppliers

x. Set due date upon which the SMLT in next step should complete evaluation [Select from calendar, warning message upon exceeding due date]

· Upon each BIT (including “3rd party BIT member”) completes & confirms all above requirements, submits to 7th step, to:

· Supplier Management Leading Team (SMLT) team [predefined group of 4 user members] or substitutes /replacers (can be from different role & department)

· Managing Director or substitute /replacer (can be from different role & department) if needed according to the Procurement Mode and Amount limitation as per Appendix A that is defined in Step “3”.

· Procurement Officer (should also be notified)

7th. SMLT & Managing Director (if needed) will Approve or Reject or Revise the suggestion from BIT (previous step)

a. SMLT member #1: Approve/Reject/Revise [user selectable, timestamped, comments]

b. SMLT member #2: Approve/Reject/Revise [user selectable, timestamped, comments]

c. SMLT member #3: Approve/Reject/Revise [user selectable, timestamped, comments]

d. SMLT member #4: Approve/Reject/Revise [user selectable, timestamped, comments]

e. Managing Director (if involved according to Appendix A): Approve/Reject/Revise [user selectable, timestamped, comments]

· Upon unanimity Approval from SMLT team, the user and Manager from the Department Managing the Request, the Requestor User and requestor’s Manager are automatically informed to send invitation to the suppliers (action for the user or Manager from the Department Managing the Request) with the agreed Technical & Financial specifications and complying with the Procurement Method. The Procurement Officer is also notified.

· If there is even one (1) rejection, then the Procurement Request is canceled and above mentioned users are notified.

· If there is No Rejection but even one (1) Revise, then the Procurement Request is returned to previous Step for revision and resubmission.

---

8th. Upon receiving all offers from the suppliers, the BIT will:

A. Create and provide Bid Evaluation Report [Free text, attachments, & fill in below table]

The Requestor from the Department Managing the Request will fill in the below table that is defined in the provided solution:

Company A

Company B

Company C

Company D…

Valid offer submission

Technical criteria

Delivery time

Cost (without VAT)

Payment terms

Ranking

BID EVALUATION RESULT:

B. BIT member from the Department Managing the Request will fill in the above A. and the Suggested 1st Preferred Supplier and rank the next two at least (if available) [Free text, use agreed supplier list from previous step, attachment]

C. BIT member from Department Managing the Purchase will record and link each item (“Parts” & “Services”) offered only from the Preferred Supplier to the appropriate Budget Code (selectable from list auto filtered by department) and also upload all the quotations for check.

D. Finance Department BIT member will check against Budget in order the system to validate budget availability and reserve the amount. If the budget amount is not enough then the Department Managing the Purchase together with Finance department will arrange from an external appropriate system (budget application) to transfer the appropriate amounts to the correct budget codes so that EAM can proceed accordingly.

Additionally the Finance member of BIT team will perform the following within this step:

· Check the quotations

· Check the Budget Code

· Check if Contract is Required

· Overall check

Data input:

a. All BIT members: Approve / Reservation / Reject [user selectable, and free text comments when “Reservation” is selected]

b. Comments field available for each BIT member [Free Text]

c. Set due date upon which the SMLT in next step should complete evaluation [Select from calendar]

d. Ability to attach files.

· Upon BIT Approves or chooses Reservation for all above, submits above A, B, C and D. results to 9th step, to: SMLT.


· Notify Procurement Officer or substitute /replacer (can be from different role & department)

· Managing Director (if involved according to Appendix A) or substitute /replacer (can be from different role & department)

· Upon even one (1) BIT team member chooses Reject, then the Procurement Request is canceled and all involved persons/member involved are notified accordingly via email.

9th. SMLT, & Managing Director (if involved) will Approve or Reject or Revise the suggestion from BIT (from previous step 8).





e. Managing Director (if involved according to Appendix A): Approve/Reject/Revise [user selectable, timestamped, comments]

UPON UNANIMITY APPROVAL

· Upon unanimity Approval from SMLT, the user and Manager from the Department Managing the Request, the Requestor User and requestor’s Manager are automatically informed and the user or Manager from the Department Managing the Request should send order to the supplier according to the approval process. The Procurement Officer is also notified.

· Also the current existing INFOR EAM approval flow is automatically updated with the New Procurement process outcome and signatures from each user involved in order to:

i. Trigger all existing INFOR EAM processes, interfaces and reports when a Purchase Order is currently final approved.

ii. All functions of the current INFOR EAM system will continue to operate as an integrated solution with the new deployment.

iii. Produce appropriate reports [10 reports should be provided from the implementer that will be defined during the implementation phase].

UPON EVEN 1 REJECTION

· If there is even one (1) rejection, then the Procurement Request is canceled and all involved members will be notified.

UPON EVEN 1 REVISE

· If there is No Rejection but even one (1) Revise, then the Procurement Request is returned to previous Step 8 for revision and resubmission.

Short - Two (2) Step Approval Flow [mandatory solution to be offered]

A “Two (2) Step Approval Flow” in EAM will assist PCT to record the approvals related to the New Procurement Process Flow in EAM in case such approvals are performed by a third party system.

The current INFOR EAM solution should interface with a 3rd party system so that the 3rd party solution can:

a. Interface Automatically between the 3rd party system and existing EAM system for:

1. Creating a new PO in the existing EAM system

2. The 3rd party solution should be able to input and populate all the relevant data required currently from a new PO from the current INFOR EAM Solution. This is required so that the new PO that will be created in EAM can follow the below mentioned “Two Step Approval Flow”.

b. Via interface with the existing EAM system, View, Create and populate data related to “Parts” & “Services” that have been already recorded by the 3rd party system.

c. Reserve & Release Budget Code amounts as recorded by the 3rd party solution

d. Attach all documents recorded from the 3rd party approval system.

The INFOR EAM should cover the following:

1st. All the data from the 3rd party system will populate the new PO in existing EAM and fill in all the required data, thus we expect that the new PO will be filled in with all the below indicatively data automatically:

a. Purchase ID [auto input from 3rd party system]

b. Creation date [system auto]

c. Subject [auto input from 3rd party system]

d. PCT employee name that will check the new PO [system auto, from login]

e. Mandatory fields of current Purchase Order Screen [auto input from 3rd party system, and rest by manual input for those not recorded by the 3rd party system]

f. GUI to link “Parts” & “Services” from the selected Supplier to the appropriate Budget Code (selectable from list auto filtered by department) [may be also auto input from 3rd party system if performed by 3rd party system]

g. General Comments [Free Text]

h. Ability to attach files

· The user from the Department managing the purchase request will evaluate the PO and then will submit to 2nd step, to:

· Finance Manager or predefined group of Finance Dept. members


2nd. The Finance Manager or predefined group of Finance Dept. members will check the information recorded from previous step and FINALY either Approve or Reject the request.

· The current INFOR EAM approval flow is automatically updated with the Procurement outcome in order to:

· Triger all existing INFOR EAM interfaces when a Purchase Order is finally approved.

· All functions of the current INFOR EAM system will continue to operate as an integrated solution with the new deployment.

· Upon rejection, the Procurement Request is canceled and all involved members are notified.

GENERAL RULES:

1. Any approval/confirmation for any user and/or from one step to next will lock data (not editable any more)

2. All user input at a Step can be saved temporarily allowing to continue in phases (editable) until final confirmation at that Step.

3. Email notifications will be sent to the next step user recipients that need to respond.

4. Cancelations/Rejections/Revisions/Reservations will notify all users involved from the beginning until that step for the specific decision.

5. Mandatory fields will be identified during project implementation.

6. Each user & role may have a substitute/replacer being in same or different role and department that can be preselected from user to participate on behalf of him accordingly to the procurement flow.

7. The Requestor/Approver can change the default next approver.

8. A user can participate in multiple roles and departments.

9. The Procurement Officer or Procurement Officer substitute/replacer should be able to “view” all the procurement steps.

10. Each user should be able to view the Procurement status of each request he has participated and a total list of procurement requests with complete data should be available.

11. At each procurement level step, all the previous recorded information and status should be sequential visible in one page.

12. The current running procurement action step vs the total procurement process should be easy identifiable and visible to each user upon his participation to the procurement flow.

13. The solution will include the creation of the job from different kind of users and in case of incomplete pending actions/tasks above a predefined time threshold the system should provide predefined automatic feedback to the original or appropriate user or department manager for further escalation.

14. In addition to the standard tabs of Infor EAM, there will be a special tab for the Procurement flow approval. The layout will be provided before the solution deployment.

15. Ability at each step to set a due date upon which the next step should be completed and email reminder should be sent to all the members (including Procurement Officer) when due date is elapsed.

16. A maximum of 10 reporting and printouts will be defined before the solution deployment.

17. The supplier should provide detailed users guide manual for the developed modules and functionalities

18. The supplier should provide adequate training to PCT’s Key Users for all the developed modules and functionalities

New Supplier Creation

1. The designated PCT employee from the “Department managing the purchase requirement” (is responsible for the relevant budget) can initiate and create a request to open a new supplier including the below information:

· Supplier ID [system auto]

· Supplier Request creation date [system auto]

· Supplier Full Name [Free text]

· What will this Supplier Provide PCT [Free text or predefined categories]

· PCT employee/Expert name [Selection from drop down list, predefined multiple employees]

· Use Department [user input from drop down list]

PCT Departments are the below [drop down list]:

i. Technical

ii. Finance

iii. Operations

iv. Admin

v. HR

vi. Free Zone

vii. Sales & Marketing

viii. ISPS

ix. Facility

x. Insurance

xi. I.T.

· User submits to 2nd step, to:

· Procurement Officer

· or Procurement Officer substitute /replacer (can be from different role & department)

2. Procurement Officer will define the Supplier Evaluation Team (SET)

Procurement Officer is defined by role.

Data input:

a. Select 1st member from Department Managing the Purchase [user selectable, from predefined list]

b. Select 2nd member from Use Department [user selectable, from predefined list]

c. Select 3rd member from Finance Department [user selectable, from predefined list]

d. Select 4th or more members (optional) from any PCT Department [user selectable, from predefined list]

· The Procurement Officer should be able to add additional members to the team from predefined list.

· The Procurement Officer should be able to Add / Edit / Delete users from the predefined list.

· The team should not be less than 3 SET members

· Team members are predefined and characterized with expertise per department.

e. Comments [Free Text]

· User submits to 3rd step, to:

· SET members or substitutes /replacers (can be from different role & department)

3. The user from “Department managing the purchase requirement” who initially requested to invite the new supplier, will request following information from the potential supplier :

INFORMATION REQUESTED

Company Full Details (Name, HQ Address, VAT number, Person in Charge)

Bank Details

· Bank Name

· Beneficiary Name

· Bank account number

· SWIFT code

· IBAN

TAX Certification

Social Security Certification

G.E.MI. (General Electronical Commercial Registry) Up-to-date authorization letter *

TAXISNET -personalized information (from Taxisnet) Up To Date Registry Verification *

«Good standing certificate from Tax Authority» (Official English Translation) *

VAT Registry (Official English Translation)

Business License (Official English Translation)

* Requested Information will be updated on an annual basis.

*Ability to add more technical or finance requirements if necessary


· Finance dept. team member or substitutes /replacers (can be from different role & department)

4. Finance dept. team member will check documents provided by the Supplier

If provided documents are not ok

Finance dept. team member will inform user from “Use Department” to request updated/correct info from supplier.

If provided documents are ok

· Upon finance and each team member confirms all above requirements, user submits to 5th step, to:


· Procurement Officer (should also be notified)

5. SMLT will Approve or Reject or Revise the suggestion from Team (from previous step 4).





· Upon unanimity approval, from the SMLT, the Requestor is now authorized to register the new supplier in the database , entering the following mandatory data :

· FULL COMPANY NAME

· VAT NUMBER

· DOY

· REGISTERED ADDRESS

· PROFESSION

· TEL. NUMBER

· PAYMENT TERMS

· COUNTRY

Supplier Evaluation & Scoring

When a calendar year is completed from the last evaluation date that took place, the system will send a notification to the relevant department manager in order to proceed with yearly supplier evaluation.

Members from predefined list (procurement experts from each department) to be notified automatically via email for this procedure:

DEPARTMENT

MEMBER 1

MEMBER 2

MEMBER 3

MEMBER 4

I.T

MICHAEL KOTRAS

DIMITRIS KOLETTIS

MICHALIS DESIPRIS

JOHN KANELLOPOULOS

Technical

Gkampletsas

Chamos

Apergis

Megalooikonomou

Admin

Yan

Sofoulis

HR

IOANNA AKRIVA

AKIS KOPELAS

ELENI TAVLA

Ops

KATSAFADOS NIKOS

AVGERIS DIMITRIS

VATHI SOTIRIA

ADAM SOFIA

ISPS

SARIGIANNIS GEORGIOS

CHTAMATIADES ANGELOS

Facility

Mr. Gerakarakis

Mr. Koutroufinis

Sales & Management

VAMVAKIDIS

OMAR

Insurance n Claims

Nikolaos Petsos

Finance

Mr. Zerefos

Ms. Kakou

Ms. Georgali

Mr.Balioukos

Table #1

The above table should be editable from the Procurement Officer in order to follow any possible future changes and updates.

1. Each department member in charge of procurement (please check table above) is requested to complete the following table.

Criteria

Grading Values

Cooperative attitude / Communication

10,00%

Response Time

10,00%

Offer Validity

10,00%

Delivers on Time and complies with Technical / Commercial and Price Agreement

20,00%

Provides Required Documents/Acceptance according to order/Contract agreement

15,00%

Packaging

5,00%

Quality of Product

15,00%

After Sales Service / Warranty

15,00%

Total Sum of Criteria

100,00%

Table #2

Criteria and Grading Values should be able to be amended category of Supplier. Supplier categories will be provided.

· Upon completion of the scoring from all members from Table #1, scoring results are submitted to 2nd step, to:

· His Department Manager

· or Department Manager substitute /replacer (can be from different role & department)

2. The Manager of the Department Managing the Purchase (Demand Management Department) will either Approve or Reject the evaluation.

PCT Department Managers are defined by role.

Data input:




· Upon Approval User submits to 3rd step, to:

· His Department Leader

· or Department Leader substitute /replacer (can be from different role & department)

3. Department Leader will be able to either Approve or Reject the evaluation.

PCT Department Leaders are defined by role.

Data Input:




· Upon Approval User submits to 4th step, to:

· SMLT

· Notify Procurement Officer or substitute /replacer (can be from different role & department)

· Upon Rejection, the Users involved will be notified and the evaluation process canceled.

4. SMLT will Approve /Reject the report.

e. SMLT member #1: Approve/Reject/Revise [user selectable, timestamped, comments]

f. SMLT member #2: Approve/Reject/Revise [user selectable, timestamped, comments]

g. SMLT member #3: Approve/Reject/Revise [user selectable, timestamped, comments]

h. SMLT member #4: Approve/Reject/Revise [user selectable, timestamped, comments]

· Upon unanimity approval, from the SMLT, the Department is now authorized to use or reject the suppliers for the next calendar year.

Suppliers will be classified into grade A, grade B, grade C and grade D for management.

1) Grade A suppliers: excellent suppliers, with a score higher than (and including) 85.

2) Grade B suppliers: acceptable suppliers, with a score between (and including) 70 and 84.

3) Grade C suppliers: suppliers requiring guidance, with a score between (and including) 60 and 69.

4) Grade D suppliers: eliminated suppliers, with a score of less than 60.

5. Designated predefined users must be able to open a “dummy” supplier in the database only for urgent procurements. This “dummy” supplier should become inactive after the urgent procurement and members who wish to buy anything from him, should consult the Procurement Officer to “activate” manually for each separate case.

INFOR License Support

The supplier is required to propose to PCT all the available maintenance and support options from the manufacturer INFORM for all the INFOR licenses currently available at PCT in order to provide and support new software versions, patches, service packs and bug fixes.

The current version of PCT is: Infor EAM 11.1 Build

INFOR EAM API

The supplier is required to provide the cost of the INFOR EAM API together with very detailed technical specifications of the API for evaluation by PCT.

Maintenance & SLA services from Supplier

The supplier is required to provide maintenance & support services for the total Infor EAM applications deployed at PCT and Service Level Agreement (SLA) to PCT as per the below specifications:

The Supplier should provide the below services on an annual bases for the total of Infor EAM applications during PCTs working days/hours.

i. Telephone access and support

ii. Email access and support

iii. Remote access and support. Help resolve difficult issues more quickly with the ability to remotely access PCT’s system.

The supplier shall provide the Support Services to PCT for correcting without any delay the following types of problem levels in relation to the functionalities implemented:

a) Operational Critical Problem. ”Operation critical problem” means that the EAM solution does not operate properly preventing the EAM software to perform critical functions for supporting PCT’s business operation.

Response and action plan for immediate resolution shall be given to PCT and dealt as extremely high priority:

1. Initial response: within two (2) hours

2. Work-around suggestion: within four (4) hours

3. Action Plan release: within twelve (12) hours

b) Big Inconvenience. ”Big inconvenience” means the following, indicative only, problems that cause PCT to work slow or affect its operation:

· Application control lost

· Transaction or data mishandled

· Data loss

Response and action plan for immediate resolution shall be given to PCT as following:

1. Initial response: within six (6) hours

2. Work-around suggestion: within eight (8) hours

3. Action Plan release: within twenty four (24) hours

c) Minor Problem-Inconvenience. ”Minor Problem-Inconvenience” means the following, indicative only, errors that restrict major component of SW from operating properly:

· Not functioning as normal expected operation.

· Window misspelled output

· Print cosmetic error.

Response and action plan shall be given to PCT as following:

1. Initial response: within sixteen (16) hours

2. Action Plan release: within forty (40) hours

---

· The supplier should calculate the total support services for all current implementations at PCT (synchronizing all different implementation projects and dates) with starting date the date that PCT will assign the above project to the supplier.

· The supplier should offer the cost per day for all levels of engineers for future services he may provide.

· PCT may also choose to agree with the Supplier on a Fixed Cost basis for any possible additional implementations or support services.

· The Supplier should provide contact details (office phone, mobile phone, email) for accessing the Supplier’s technical team on a 24x7x365 basis.

APPENDIX A

‘Authorization Approval Form’

TENDER & FINANCIAL specifications

Chapter A. Financial Specifications

Participants are requested to submit a financial proposal for providing the total Solution and services that are the subject-matter of this RfP as described in the tender document.

Financial proposal layout

Financial Table F.1

SOFTWARE

Item

#

Description /

Category

Unit Software Cost

(€) without VAT

Quantity

Total Software Solution

Cost (€) without VAT

Free Warranty Provided

(in years)

1

Software license for implementing above mentioned chapter 5 [Procurement Process Flow]

2

Software license for implementing above mentioned chapter 6 [Short – Two step approval flow]

3

Software license for implementing above mentioned chapter 7 [Supplier Creation]

4

Software license for implementing above mentioned chapter 8 [Supplier Evaluation & Scoring]

5

Software license for implementing above mentioned chapter 9 [INFOR License support]

6

Software license for implementing above mentioned chapter 10 [INFOR EAM API]

…

Other Software

SOFTWARE TOTAL SOLUTION COST (without VAT) :

Financial Table F.2

SERVICES

Item

#

Description /

Category

Unit Service Cost

(€) without VAT

Quantity

Total Service Solution

Cost (€) without VAT

7

Services for implementing above mentioned chapter 5 [Procurement Process Flow]

8

Services for implementing above mentioned chapter 6 [Short – Two step approval flow]

9

Services for implementing above mentioned chapter 7 [Supplier Creation]

10

Services for implementing above mentioned chapter 8 [Supplier Evaluation & Scoring]

11

Services for upgrading INFOR EAM current version to the latest version as mentioned in chapter 9 [INFOR License support]

12

Services for installing and training INFOR EAM API as mentioned in chapter 10 [INFOR EAM API]

13

Services for maintenance & support services as mentioned in chapter 11 [maintenance & support services].

14

Training Services

…

Other services

SERVICES TOTAL SOLUTION COST (without VAT) :

GRAND TOTAL SOLUTION COST (without VAT) :

Participants should additionally provide the following:

a. Price per man day per specialist level (excl. travel and accommodation expenses) for any additional services may be required in the future.

b. Price per travel and accommodation expenses for onsite presence at PCT

c. Detailed analysis of the estimated maintenance cost after the free warranty period for the solution proposed.

Terms and conditions

· All prices should be in Euro, excluding VAT

· Prices should include all costs for the complete deployment at PCT in PIRAEUS, GREECE

· Suggested Payment Terms:

· 30% in advance upon contract sign by both parties

· 50% upon full completion of all phases of the total project and delivery to PCT.

· 20% upon final acceptance for the entire delivery of the solution and issuance of the Final Acceptance Certificate (FAC) by the PCT.

· The project proposal should be quoted on a “Fixed Price” base for each solution & service.

· Any delivery/shipping and insurance cost should be included in the Participant’s cost.

· Any Traveling and Accommodation should be included in the Participant’s cost or mentioned separately.

· All prices stipulated hereof are inclusive of any applicable withholding tax.

· PCT may on its own discretion choose to purchase only parts of the total offered solution and the supplier is obliged to accept without change of the financial cost.

Signed…………………………………………………………

Name……………………………………………...............

Position………………………………………………………..

Authorized by law to sign on behalf of the Participant:

……………………………………………… (Company name)

Date……………………………………………………………

Chapter B. Terms and Conditions

The suppliers are required to provide a detailed implementation timeline for separately each one of the provided deployments.

12.2.1 Submission method

All documents and materials should be submitted in electronic format in CD or USB media included in one (1) sealed envelope/package.

The sealed envelop/package should contain a separate envelop/package including the Technical proposal with the below media:

· The Technical proposal for PCT should be in two (2) CD or USB copies.

The sealed envelop/package should contain a separate envelop/package including the Financial proposal with the below media:

· The Financial proposal for PCT should be in two (2) CD or USB copies.

The files stored in the CD or USB media must be either in Microsoft “word .doc files” or Adobe “.pdf” format files for both the Technical and Financial Proposal.

All envelop/packages and CD’s or USBs should be clearly marked with the indication “TECHNICAL PROPOSAL” or “FINANCIAL PROPOSAL”, as appropriate (note: lack of proper identification may invalidate the Proposal).

The sealed Technical and Financial envelops/packages should be enclosed inside an outer envelope (which must also be sealed) marked as follows:

· With the words: Procurement of “EAM SOLUTION”

· With the words: Proposal by … (name and address of the respective Participant).

· With the address of PCT:

Piraeus Container Terminal S.A.

SEMPO Central Building

Neo Ikonio

Perama 18863, Greece

Attn.: Mr. Konstantinos Ampelidis (Procurement officer).

Any financial information in the Technical Proposal may invalidate your Proposal.

All suppliers are required to submit their proposal offers until Friday September 7th 2018 at 13:00 at PCT premises SEMPO Central Building, Neo Ikonio, 18863, Perama, Greece to the secretary desk.

12.2.2 Validity

The Proposals, including the Financial Proposals of the Participants, shall be valid for a period of two (2) months from the submission deadline date.

Participants are advised that they may be asked to extend the validity of their proposals for additional months.

A Proposal shall be and shall only be deemed to be accepted when a Letter of Acceptance is communicated to the Participant by email or facsimile transmission (by fax). The date of transmittal of the email or fax notifying acceptance shall be deemed to be the date of acceptance of the Proposal. Acceptance of a Proposal submitted by the Participant shall create an irrevocable obligation on the Participant, immediately after the acceptance date, to enter into a contract if required.

It is at the client’s sole discretion to consider all proposals be void and invalid and cancel the whole bidding process. No compensation will be paid to the bidders under this circumstance.

12.2.3 True and Correct statements

Each Participant understands that the information contained in its Proposal will be relied upon by the evaluators in making their decision with respect to the award of the Contract and such information is expressly warranted by the Participant to be true and correct. Furthermore, each Participant will furnish such supporting and confirming information, prior to the award of the tender, as may be reasonably requested by the client.

Any approvals and permissions (by the Greek or any other Authorities) that are necessary to fulfill the provision of Supply, Services and Contract should be described by the Participants in the Proposal, along with the activities required to achieve them (including duration and costs – Costs should be included only in the Financial envelope/package). Notwithstanding, unless required by relevant rule and regulation (the Participants are obliged to mention explicitly such rule and/or regulation) that this is the obligation of the client to fulfill them, the Participant shall be responsible at their own cost to fulfill those approvals and permissions.

All proposed solutions must have any possible required suitable license or certificate to guarantee the usage of the software products in the European Union.

12.2.4 Presentation and interviews

Following submission of their Proposals, Participants may be required to present their Technical Proposals to the Evaluation Committee.

All Participants’ costs associated with the Presentation and any interviews will be solely at the Participant’s expense.

12.2.5 Evaluation Process

A panel will be formed to review and evaluate the Proposals, as well as any supplementary information it may obtain in the course of the evaluation process through clarifications, presentations and interviews with Participants. The assessment will be performed according to the compliance with the requirements of the technical specifications.

Technical proposals that are unacceptable will not be further considered for Financial evaluation.

The solution best complying with the Technical and Functional Requirements (50% scoring) and Financial offer (50% scoring) will be selected.

The Suppliers are required to submit their BEST AND FINAL OFFER

PCT may on its own discretion choose to purchase only parts of the total offered solution and the supplier is obliged to accept without change of the financial cost.

The agreement to be entered into between the clients and the selected Participant (the “Agreement” or the “Contract”) shall be governed by construed and enforced in accordance with the laws of the Hellenic Republic. The parties will make every effort to settle amicably any dispute or difference, which may arise concerning the interpretation or the execution of this Agreement. Any dispute or difference, which may arise concerning the interpretation or the execution of the Agreement and any claims arising there under, shall be subject to the exclusive jurisdiction of the courts of Athens, Greece.

Page 1 of 25

Page 2 of 25

PCT AuthorizatPCT

Authorization Approval Form for Engineering, Procurement, Outsourcing and Supplier Management.xls

authorization approval formPCT Authorization Approval Form for Engineering, Procurement, Outsourcing and Supplier ManagementMain categoryCategoryDetails (including, but not limited to)Limitation (EURO)Forms (Public bid invitation/selected bid invitation/competitive negotiation/order procurement/inquiry procurement/single-source procurement)Authority of approvalBid invitation teamSupplier management leading team / Fin. ControllerCompetent leader of procurement requestGeneral managerOffice Meeting of General ManagerHeadquarters of the port companyEngineering constructionSingle-item construction contractCivil engineering, construction engineering, circuit pipe, equipment installation and decoration engineering, etc.More than 260,000Public bid invitation√√√√Reviewed and approvedApproved130,000-260,000 (Projects with total investment amount of more than 4 million require bid invitation)Public bid invitation/selected bid invitation√√√√Reviewed and approvedApproved5,000 - 130,000 (Projects with total investment amount of more than 4 million require bid invitation)Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement/order procurement√*√√ApprovedLess than 5,000inquiry procurement/order procurement√ApprovedSingle-item contract for goods such as important equipment and materialsImportant equipment, materials, etc. related to engineering constructionMore than 130,000Public bid invitation√√√√Reviewed and approvedApproved5,000 - 130,000 (Projects with total investment amount of more than 4 million require bid invitation)Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement/order procurement√*√√ApprovedLess than 5,000inquiry procurement/order procurement√ApprovedSingle-item contract for reconnaissance, design and supervisionReconnaissance, design and supervision, etc. related to engineering construction.More than 65,000Public bid invitation√√√√Reviewed and approvedApproved5,000 - 65,000 (Projects with total investment amount of more than 4 million require bid invitation)Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement/order procurement√*√√ApprovedLess than 5,000inquiry procurement/order procurement√ApprovedReal object procurementMechanical and electrical productsElectric equipment, traffic transportation tool, electronic products, electric products, instrument and metal products and other machinery parts and elementsMore than 130,000Public bid invitation√√√√Reviewed and approvedApproved130,000 - 5,000 (Projects with total investment amount of more than 4 million require bid invitation)Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement/order procurement√*√√√Reviewed and approvedApprovedLess than 5,000inquiry procurement/order procurement/single-source procurement√ApprovedOther real object procurementMachinery equipment and real object materials required to be procured for production and operation, e.g. spare parts, burnt oil, office supplies, etc.More than 260,000Open bid invitation/selected bid invitation√√√√Reviewed and approvedApproved5,000-260,000Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement/order procurement/single-source procurement√*√√ApprovedLess than 5,000inquiry procurement/order procurement/single-source procurement√ApprovedReal object procurement for which long-term entrusted procurement agreement has been signed.More than 65,000Competitive negotiation/inquiry procurement/order procurement√*√√ApprovedLess than 65,000Order procurement√Approved (<5000)Approved(≥5000)Service procurementService procurementExternally employed consultation institutions due to the demand of production and operation, such as externally employed lawyers and externally employed accounting firms.More than 130,000Public bid invitation/selected bid invitation√√√√Reviewed and approvedApproved5,000-130,000Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement/order procurement√*√√ApprovedLess than 5,000Order procurement/single-source procurement√ApprovedService procurement for which long-term entrusted procurement agreement has been signed.More than 65,000Public bid invitation/selected bid invitation/competitive negotiation√√√ApprovedLess than 65,000Order procurement√Approved (<5000)Approved(≥5000)Business outsourcingReal object outsourcingContracting part of the business to external professional institutions due to business demandMore than 1.3 millionPublic bid invitation/selected bid invitation√√√√Approved130,000-1.3 millionPublic bid invitation/selected bid invitation/competitive negotiation√√√√Approved5,000-130,000Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement√*√√ApprovedLess than 5,000Inquiry procurement/order procurement/single-source procurement√ApprovedService outsourcingContracting part of the business to external professional institutions due to business demandMore than 650,000Public bid invitation/selected bid invitation√√√√Approved130,000-650,000Public bid invitation/selected bid invitation/competitive negotiation√√√√Approved5,000-130,000Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement√*√√ApprovedLess than 5,000Inquiry procurement/order procurement/single-source procurement√ApprovedLabor outsourcingContracting part of the labor to external professional institutions due to labor demandMore than 130,000Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement/order procurement/single-source procurement√*√√√Approved5,000-130,000Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement/order procurement/single-source procurement√*√√ApprovedLess than 5,000Public bid invitation/selected bid invitation/competitive negotiation/inquiry procurement/order procurement/single-source procurement√*√ApprovedNote: √* is applicable to Public bid invitation/selected bid invitation/competitive negotiation

Sheet2

Sheet3

Bid

invitation

team

Supplier

management

leading team /

Fin. Controller

Competent

leader of

procurement

request

General

manager

Office

Meeting of

General

Manager

Headquarters

of the port

company

More than 260,000Public bid invitation

√√√√

Reviewed

and approved

Approved

130,000-260,000 (Projects with total

investment amount of more than 4

million require bid invitation)

Public bid invitation/selected bid invitation

√√√√

Reviewed

and approved

Approved

5,000 - 130,000 (Projects with total



Public bid invitation/selected bid

invitation/competitive negotiation/inquiry

procurement/order procurement

√*√√

Approved

Less than 5,000 inquiry procurement/order procurement

√

Approved


√√√√

Reviewed

and approved

Approved







√*√√

Approved

Less than 5,000 inquiry procurement/order procurement

√

Approved


√√√√

Reviewed

and approved

Approved







√*√√

Approved

Less than 5,000inquiry procurement/order procurement

√

Approved


√√√√

Reviewed

and approved

Approved







√*√√√

Reviewed

and approved

Approved

Less than 5,000

inquiry procurement/order procurement/single-

source procurement

√

Approved

More than 260,000Open bid invitation/selected bid invitation

√√√√

Reviewed

and approved

Approved

5,000-260,000



procurement/order procurement/single-source

procurement

√*√√

Approved

Less than 5,000

inquiry procurement/order procurement/single-

source procurement

√

Approved

More than 65,000

Competitive negotiation/inquiry


√*√√

Approved

Less than 65,000Order procurement

√

Approved

(

<

5000

)

Approved(

≥

5000

)

More than 130,000Public bid invitation/selected bid invitation

√√√√

Reviewed

and approved

Approved

5,000-130,000




√*√√

Approved

Less than 5,000Order procurement/single-source procurement

√

Approved

More than 65,000


invitation/competitive negotiation

√√√

Approved

Less than 65,000Order procurement

√

Approved

(<5000)

Approved(

≥

5000

)

More than 1.3 millionPublic bid invitation/selected bid invitation

√√√√

Approved

130,000-1.3 million



√√√√

Approved

5,000-130,000



procurement

√*√√

Approved

Less than 5,000

Inquiry procurement/order procurement/single-

source procurement

√

Approved

More than 650,000Public bid invitation/selected bid invitation

√√√√

Approved

130,000-650,000



√√√√

Approved

5,000-130,000



procurement

√*√√

Approved

Less than 5,000

Inquiry procurement/order procurement/single-

source procurement

√

Approved

More than 130,000




procurement

√*√√√

Approved

5,000-130,000




procurement

√*√√

Approved

Less than 5,000




procurement

√*√

Approved

Contracting part of the labor to

external professional institutions due

to labor demand

Category

Externally employed consultation

institutions due to the demand of

production and operation, such as

externally employed lawyers and

externally employed accounting

firms.

Service procurement for which long-

term entrusted procurement

agreement has been signed.

Limitation (EURO)

Forms (Public bid invitation/selected bid

invitation/competitive negotiation/order

procurement/inquiry procurement/single-

source procurement)

Labor

outsourcing

Details (including, but not limited

to)

Civil engineering, construction

engineering, circuit pipe, equipment

installation and decoration

engineering, etc.

Important equipment, materials, etc.

related to engineering construction

Reconnaissance, design and

supervision, etc. related to

engineering construction.

Electric equipment, traffic

transportation tool, electronic

products, electric products,

instrument and metal products and

other machinery parts and elements

Note: √* is applicable to Public bid invitation/selected bid invitation/competitive negotiation

Other real

object

procurement

Service

procurement

Real object

outsourcing

Service

outsourcing

Single-item

construction

contract

Single-item

contract for

goods such as

important

equipment and

materials

Single-item

contract for

reconnaissanc

e, design and

supervision

Mechanical

and electrical

products

Contracting part of the business to


to business demand

PCT Authorization Approval Form for Engineering, Procurement, Outsourcing and Supplier Management

Authority of approval

Main

category

Engineering

construction

Real object

procurement

Business

outsourcing

Contracting part of the business to


to business demand

Service

procurement

Machinery equipment and real object

materials required to be procured for

production and operation, e.g. spare

parts, burnt oil, office supplies, etc.

Real object procurement for which

long-term entrusted procurement

agreement has been signed.

Date post:	03-Mar-2021
Category:	Documents
Upload:	others
View:	0 times
Download:	0 times