RAILWAYS

PUBLIC TENDER NOTICE

EXPRESSION OF INTEREST FOR SUPPLY AND IMPLEMENTATION OF ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION FOR BOTSWANA RAILWAYS - TC 1007 – 18/19 Botswana Railways (BR) is a commercial enterprise of the Government •Marketing and customer relationship management; of Botswana established through an Act of Parliament of 1986. BR offers •Project management; transportation of bulk commodities, containerized traffic, parcels and •Business analytics; passengers. The organization has subsidiary companies in property •Integration or interfacing to other systems like management development and management, and container terminals (dry ports) system, fuel management, ticketing and reservations system. situated in , , and Walvis-Bay, . Current systems Objective of the Project The ERP must replace or interface with the current business applications BR has conceptualized the project to deploy a proven integrated ERP in all their versions: solution with “ready for rail” modules for rapid deployment along best practices and limit customisations. BR is seeing ERP system as a way to •Replace SYSPRO accounting – comprising Accounts Payable, integrate data and processes of the organization into one single system Accounts Receivable, Asset Register, Cash Book, EFT, Bank Translation with a modular software application. System (add-on for bank payment upload), Bank Reconciliation System (add-on), General Ledger, Purchasing & Requisition, Inventory Compliance Requirements & customised requisition for warehouse issues, Work in Progress, Sales Order, Station Invoicing and Revenue accounting (customised sales Interested ERP solution providers, with a proven record in supply order), TransLution (add-on for parcels), QWIX (add-on for warehouse and implementation of ERP systems, are invited to submit EOI with the management); following information which would be used to pre-qualify companies for •Replace SAGE VIP Payroll, Employee self-service and HR Premier; further steps towards procurement of the same: •Interface with RAILPRO ticketing and reservation system; •Replace or interface with fuel management system; •Company profile including background of the company, organisational •Replace and or interface to train management and demurrage structure, Directors and shareholders, products and services offered, systems, current systems are ViziRail and Truck-Book respectively; Company’s primary location of operation, contact details and contact person for the project; A compulsory de-briefing for better understanding will be done on •Certificate of incorporation, tax compliance certificate and PPADB 11th June, 2018 10:30hrs at Botswana Railways Headquarters in registration for local companies; . All interested bidders wishing to participate should attend •In case of joint ventures / subcontractors, there should be a joint the meeting at their own cost. A maximum of two (2) representatives venture agreement clearly showing the lead partner; of a bidder will be allowed. Technical Requirements Submission / disclaimer •Statement of experience in this type of project including details of Submission of Expression of Interest should not be taken as a guarantee previous ERP projects implemented of similar nature with contact details, for inclusion on the shortlist. Botswana Railways will not be bound to project duration and values; engage any respondent, or obliged to give reasons for shortlisting or •Profile of key personnel to be involved in the project. The profiles should non-shortlisting of any respondent. include experience, qualifications and organisation of the implementing team; Responses to this request for Expressions of Interest are to be submitted •Brief overview of the proposed ERP system and how it will fit into the in four (4) copies, one (1) marked ‘Original’ and three (3) others ‘Copy’, railway operations; in plain sealed envelopes and marked: •High level implementation approach and methodology; •Project pre-requisites and any other information the bidder may “EXPRESSION OF INTEREST FOR SUPPLY, INSTALLATION consider relevant to the EOI and the project. AND IMPLEMENTATION OF ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION FOR BOTSWANA RAILWAYS – TC 1007 – 18/19” Scope and Requirements Addressed to: BR would like to identify an ERP to integrate all sections of the business and their processes to increase operational efficiency. A successful ERP Botswana Railways Tender Committee Secretary system should ultimately provide the tools needed to give decision- Private Bag 0052 makers seamless access to data and allow management to make better use of the data, at their fingertips. Depending on various factors Mahalapye e.g. cost, BR may opt for a phased implementation of ERP system for the Botswana following functions, which the EOI should address: Responses are to be deposited in a Tender Box at Botswana Railways •Finance – comprising core modules, including budgeting, travel & Headquarters, Ground Floor. Along A1, Mowana Ward, Mahalapye, expense, treasury; Botswana, •Human capital – comprising core human capital modules, payroll, recruitment, on-boarding, automated performance management, Clarifications talent management and success planning, leave, training and •Clarifications pertaining to the EOI may be obtained from development, time & attendance; Ms. Auntie Nkaro on +267 471 7134, email: [email protected] •Supply chain – comprising tendering, contract management, •Late submissions will NOT be accepted. procurement, inventory and warehouse management; •Order management for rail transportation invoicing, revenue •Telegraphic, telex, telephone, email EOIs will NOT be considered. management and inter-railway revenue settlement and electronic data interchange; Closing date: This call for EOI closes on; •Rail asset management and maintenance for rolling stock, linear assets and plant; Friday, 12th July, 2018 at 12:00 hours.

www.botswanarailways.co.bw Along A1 Main Road,Mowana Ward | Private Bag 0052 Mahalapye, Botswana T: +267 4711 375 | F: +267 4711 385 | E: [email protected]