Appendix A Bi

Request for Proposal
To Develop Business Intelligence System and Balanced Scorecard KPI Dashboard.

RFP No: TDMB-MIS-2013-BIS101 dated 18
th
February, 2013.

2013 TDM Berhad Page 1 of 10
Commercial-in-Confidence
1. PURPOSE OF RFP
The purpose of this Request for Proposal (RFP) is to seek suitably qualified
service provider to undertake the project to design, develop and implement the
Business Intelligence System and KPI Dashboard for TDM Berhad (TDMB)
and its subsidiary companies.
2. COSTS TO BE BORNE BY RESPONDENTS
All costs and expenses incurred by Respondents in any way associated with
the development, preparation, and submission of responses, including but not
limited to; the attendance at meetings, discussions, demonstrations, etc. and
providing any additional information required by TDMB, will be borne entirely,
and exclusively by the Respondent.
3. PROJECT OBJECTIVE
The objectives of this project are:
i. To design, develop and implement a business intelligence system and a
Balanced Scorecard KPI reporting dashboard.
ii. The business intelligence system is to provide the management with
the tools and real-time information to manage the performance of the
enterprise.
iii. To replace the current manually generated reports. Currently, most
reports are produced using Excel spreadsheet using data imported
from the various systems.
iv. To provide management with easy to understand, easy to use reports
that use appropriate info graphics to present the performance of the
business.
v. To provide easy-to-use, interactive facility for managers to generate ad-
hoc reports.
th
February, 2013.

4. KEY FEATURES AND FUNCTION
The key features and function of the business intelligence system and KPI
dashboard include:
a. Role-based reporting for example, each estate manager has his
own reporting dashboard displaying KPIs and other information
relevant to his role.
b. Provides consolidated view of information with ability to drill down
to and present more detail level of information.
c. Real Time Data - Analysis and monitor with real time data from
each of estate and hospital.
d. Generate Ad-Hoc Report user can generate ad-hoc report at any
time needed.
e. User Interface the KPI reports dashboard can be presented via
Microsoft SharePoint 2010.
f. Easy to use for end-users to generate ad-hoc reports.
g. Extensive use of info graphics to display information in more
meaningful form in order to present easy-to-understand reports of
business performance.
h. Ability to obtain and aggregate data from multiple systems such as
the Hospital Information System, the Plantation and Mills
Information System and Microsoft Dynamics AX ERP system.
i. Provide reports for various business units and levels at Group
level, subsidiary level, estate level and cost centre/profit centre
level.
j. Provide performance reports for various dimensions products,
customer, geographical locations, various customer demographics,
etc.
th
February, 2013.

k. GIS-enabled ability to present location-based information and
present information on GIS map location.
l. Built and run on Microsoft technologies MS Windows Server, MS
SQL, MS SharePoint, MS Dynamics AX ERP and other Microsoft-
based technologies.
m. Availability of mobile apps on Android, IOS 6 and Windows 8.

5. SCOPE OF WORK
TDM Berhad has two core businesses: oil palm plantation and hospitals. The
oil palm plantations are located in Terengganu and Kalimantan. Currently,
TDMB has four hospitals Kuantan Medical Centre, Kuala Terengganu
Specialist Hospital, Kelana Jaya Medical Centre and Taman Desa Medical
Centre. Further expansion in both sectors is in the pipeline.
For Plantation Division
The plantation division has two CEOs one for the Malaysian operation
(TDMP) and the other for the Kalimantan operation (PT Rafi). Each CEO has
his own set of KPIs and management reports. Kalimantan is at a different
development phase and so the information required by management is
different.
The plantation is managed as estates and as such, various management and
operations reporting is required at estate level. Each estate is a profit centre
and managed as such.
Each Estate Manager has his set of KPIs based on the Balanced Scorecard.
As an oil palm development and management company, some estates in
Terengganu are owned by more than one company. With this management
reporting tool, the manager should be able to view and analyse data at estate
level, and should be able to drill-through to block and field levels.
th
February, 2013.

The plantation division has an on-going RSPO compliance program. There are
process improvement programs in the pipeline. The reporting dashboard will
include information from these programs for monitoring.
There are development projects that need to be tracked at some estates.
These developments include, replanting projects and infrastructure (roads,
bridges, staff houses) development, palm oil mill construction and bio-organic
fertilizer plant construction. Management reports need to include progress
reports of these types of projects.
For Healthcare Division
Each hospital is a separate business entity with its own management. Each
department in a hospital is managed as a profit centre. Each head of
department has his own KPIs based on the Balanced Scorecard.
The reporting dashboards for each hospital includes the Balanced Scorecard
KPIs and information related to the various programs and initiatives. Such
programs include patient safety program, customer experience program,
employee engagement program and marketing campaigns.
Project Deliverables
The scope of work includes, but not limited to:
The design, development and implementation of the Business Intelligence
system for TDM Berhad and subsidiaries in the plantation and healthcare
divisions. The deliverables include:
i. Requirements study,
ii. Design and development of business intelligence system, management
reports and KPI dashboard.
iii. The management reports and KPI dashboard are to be produced and
presented in appropriate info graphics.
th
February, 2013.

iv. Design, configuration, setup and testing of OLAP, OLAP Cubes, MS
SQL and databases.
v. Configuration, setup and testing of the required servers such as the
Business Intelligence application and database servers.
vi. Integration with the various enterprise systems such as the
SharePoint system, Plantware, HIS and MS Dynamics AX ERP.
vii. Systems testing of the Business Intelligence system.
viii. User acceptance testing of the BI system, the management reports,
the KPI dashboard and user interface.
ix. Training of end-users.
Project Timelime
The management reports and Balanced Scorecard KPI dashboard should be
ready within three months from the start of the project. The entire project
should not last longer than six months.

6. TECHNICAL ENVIRONMENT
Current Active Systems
a. MS Dynamics AX 4.0 - Enterprise Resources Planning system
- Centralised in Cyberjaya Data Centre
- Database Platform MS SQL 2005 Standard
- Client Server with three tier technology
- VPN environments
b. Content Management
System
- MS SharePoint 2010
th
February, 2013.

c. Plantation & Mill System

- Plantware & Millware System
- Database Platform MS SQL 2005 Standard
- Web-based application
- Located in Terengganu at 12 estates and 2
mills and in Kalimantan, at 3 estates.
d. Procurement System - E-Procurement System currently caters for
centralised purchase from TDMP at HQ
level.
e. CRM System - Microsoft Dynamics CRM Online.
7. MINIMUM ELIGIBILITY CRITERIA
Proposals not complying with minimum eligibility criteria are liable to be
rejected and will not be considered for evaluation of technical bid. The
proposal should adhere to the following minimum eligibility criteria:
a) The respondent should be a registered company. Certified copy of
registration certificate to be enclosed, if the company has not been
registered as a vendor with TDM.
b) The respondent should be in business for at least five years as on the
date of this RFP.
c) The respondent should have a minimum average annual turnover of
RM3 million over the last three years. If audited figures for FY2012
are not available, provisional figures may be provided.
d) The respondent should be a profit making company as evidenced from
audited financial statements. Copy of audited financial statements for
last three years to be enclosed.
th
February, 2013.

8. PRICE AND PAYMENT TERMS
a) The Price quoted by the Bidder [Service Provider] should be FIXED FEE
basis [i.e. should include all project costs for the duration of the
project].
b) The quotation should be valid for at least six months.
c) The price should be inclusive of all taxes, duties, levied charges,
transportation, insurance, etc. However, applicable Service Tax will be
paid on actual.
d) The price quoted by the Bidder shall be fixed during the Bidders
performance of the contract and shall not be subjected to variation on
any account, including changes in taxes, duties, levies etc.
e) Payment shall be based on completion of deliverables at each project
phase. The deliverables must be accepted and signed off by the
designated end-users prior to payment.
f) TDM shall review the performance of the service provider monthly and
may decide to terminate the contract at any time.
9. COST OF RFP
The price of the bid is fixed at RM500.00. Bidder has to necessarily deposit
RM500.00 in the envelope of Technical Proposal in the form of Demand Draft
/ Bankers Cheque in favour of TDM Plantation Sdn Bhd. Any bid without
this shall be considered unresponsive and rejected.

th
February, 2013.


10. FORMAT AND SIGNING OF BIDS
Each bid shall be in two parts:
a) Part 1 : consists of MINIMUM ELIGIBILITY CRITERIA, TECHNICAL BID
and MASKED COMMERCIAL BID [price bids without any price]. The
above contents will be referred to as TECHNICAL PROPOSAL
b) Part II : covering only the COMMERCIAL BID herein referred to as
COMMERCIAL PROPOSAL
The Original Bid shall be typed or written in indelible ink and shall be signed
by the Bidder or a person or persons duly authorised to bind the Bidder to the
Contract. The person or persons signing the Bids shall initial all pages of the
Bids, except for un-amended printed literature.
11. SEALING AND MARKING OF BIDS
a) The Bidder [Service Provider] shall seal the envelopes containing
Technical and Commercial proposals separately.
b) The envelopes should be NON-WINDOW, each super-scribed with
PROVISION OF BUSINESS INTELLIGENCE DASHBOARD
TECHNICAL PROPOSAL / COMMERCIAL PROPOSAL as the case may
be.
c) The envelope shall be addressed to TDM Berhad at the address given
below:
Procurement Officer,
Level 2 TDM Berhad,
Jalan Masjid Abidin,
20100 Kuala Terengganu,
Terengganu, Malaysia.
th
February, 2013.

d) All envelopes should indicate on the cover the name and address of
bidder along with contact number.
12. VALIDITY OF BIDS
The prices and other terms offered by Bidder [Service Provider] must be firm
for an acceptance period of six (6) months from date of closure of this RFP.

13. DEADLINE FOR SUBMISSION OF BIDS
a) The bids must be received by the TDMB at the addressed specified, no
later than 7
th
March, 2013.
b) Any bid received after the deadline for submission of bids prescribed by
the TDMB will be rejected and returned unopened to the bidder.
c) Bidders must plan for presentation and site visit well in advance as
TDMB will undertake the same immediately after submission of bids.

14. DELIVERY SCHEDULE
a) Bidder will implement Business Intelligence System and KPI Dashboard
for operation and financial performance reporting within TWO WEEKS
from the date of the purchase order.
b) Exercise of signing of contract will be parallel activity. While both the
parties will endeavour in quick signing of contract, Service provider
must stick to the schedule mentioned above irrespective of signing of
contract.
c) Bidder is required to conduct a Proof of Concept or a trial run for a
period of at least 20 working days before commencing implementation.
All costs of undertaking Proof of Concept or trial run has to be borne by
the Bidder.
th
February, 2013.


15. PERFORMANCE GUARANTEE
The selected Bidder will be required to provide a 10% margin of the project
contract value as Performance Guarantee, in the form of bank guarantee. The
performance guarantee should be valid till at least six months period beyond
the expiry of the project contract period and for another 3 months for TDMB
to claim the amount from guarantor bank. The Guarantee is to be provided
upon commencement of the project.
16. QUERIES AND CLARIFICATIONS
For queries and clarifications regarding the RFP, please feel free to contact us
at the above address:
Group Manager, MIS,
Level 4, TDM Berhad,
Jalan Masjid Abidin,
20100 Kuala Terengganu,
Terengganu, Malaysia.
Email: abel.hldg@tdmberhad.com.my
Tel: 609.620 4800

**************** ************ End of document *********************************

Appendix A Bi

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Appendix A Bi

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Request for Proposal

To Develop Business Intelligence System and Balanced Scorecard KPI Dashboard.

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