Annex VII-b

SPECIFIC TERMS OF REFERENCE

Drafting Request for Proposal for Integrated ERP and Decision Support System in the Egyptian Petroleum Sector

Lot 3: Telecommunications and information technologies

RFS no. 2017/388377 Version 1

EuropeAid/132633/C/SER/multi

1. BACKGROUND

The Ministry of Petroleum (MOP) of Egypt has recently embarked in a comprehensive modernization project of the oil and gas Sector in Egypt (Modernization Project). Phase 1 of the Modernization Project has been completed, including a comprehensive design of 6 programs and activities: (1) enhancing investment attraction through streamlining concession agreements, (2) sector restructuring into separate policy, regulatory and operational entities, (3) improving human resource management in the sector, (4) optimizing downstream performance and energy efficiency, (5) enhancing upstream production and operational efficiency, (6) set a strategy to promote Egypt as a regional oil & gas hub, in addition to (7) developing an integrated Enterprise Resources Planning (ERP) and Decision Support System (DSS) as an enabler for all programs. In addition, a detailed institutional structure with a fully staffed Realization Office (RO) as the core nucleus of the project has been set up, backed by a strategic communication plan, along with identified quick wins over 3-9 months. The EU is intending to mobilize funds to support this project by providing technical assistance to some of its activities.

The Mission of Program 7 is to Leverage Information Technology as a strategic enabler for Sector’s Modernization Programs by building a secure Decision Support System with reliable and precise information through an integrated Enterprise Resource Planning (ERP) over one petroleum network with high availability and fully managed unified data repository to enhance the dataflow between petroleum sector companies.

2. DESCRIPTION OF THE ASSIGNMENT

Global objective

Contribute to the design and implementation of an integrated transformative program for Egypt’s oil & gas sector to enhance its contribution as an engine of economic growth and to reinforce its role as a model to be replicated in other sectors in the Egyptian economy.

Specific objective

This assignment aims to deliver a Request for Proposal (RFP) document for the target Integrated ERP & Decision Support System (DSS)/associated services in order to integrate all ERP solutions in petroleum sector State Owned Entities (SOEs) and its affiliated companies.

Requested services

Consultant should use best practice standard Project Implementation Assurance methods /methodologies in conjunction with worldwide project management methods to provide a framework in which the project can be well planned, executed, controlled, and tracked in a consistent manner. The Consultant should be involved with the Beneficiary and the selected project services provider in all project phases, from the definition through the production.

The following is the initial proposed scope of work:

Preparation of an RFP for the Integrated ERP & DSS solution

The consultant will be responsible to deliver an RFP document for the target Integrated ERP & DSS /associated services and to integrate all the ERP solutions in SOEs and its affiliated companies. In this respect, the selected Consultant will be required to do the following activities:

  1. Meeting with beneficiary different stakeholders (Ministry of Petroleum (MOP), SOEs, and five affiliated companies) to understand their views on the current business plans and hence, their expectations of the DSS.
  2. Understanding beneficiary organization, business views, challenges and future aspirations.
  3. Review and analyze existing DSS located at MOP.
  4. Assessing the current Hardware landscape at MOP and also, the current data volumes.
  5. Assessing the current readiness for the Beneficiary to go for the new solution to be able to suggest a well thought of implementation approach.
  6. Proper understanding and documentation of the current business processes and its interrelations in MOP.
  7. Work closely with the Beneficiary during the preparation of the RFP document to ensure that the RFP document will include all the specific terms, conditions that will be mandated by the Beneficiary.
  8. Design and agree with the Beneficiary on the Integrated ERP & DSS solution providers’ selection criteria and the evaluation mechanism.
  9. Ensure full synergy with the Beneficiary in all of the above activities to provide an agreed upon RFP document that will respond to the Beneficiary's business requirements and future aspirations.
  10. Assess and recommend the integration options between MOP DSS and all the ERP solutions and/or DSS existing in the different entities.
  11. The solution must also integrate with industrial systems (SCADA and DCS …etc.) in key entities to the best fit of the Beneficiary needs.
  12. Once the RFP document is sent to the invited Integrated ERP & DSS solution providers, to respond, in full synergy with the Beneficiary, to all the clarifications that will be raised by the invited Integrated ERP & DSSsolution providers

Required outputs

The RFP document for the integrated ERP and DSS should include the following as a minimum:

  • General requirements expected to be available in the target DSS.
  • Specific requirements in terms of required interfaces.
  1. DSS architecture Design for Dataflow between holding companies and MOP.
  2. DSS architecture Design for Dataflow between holding companies.
  3. DSS architecture Design for Dataflow between sector’ companies and its holding companies.
  4. Methodology for consolidation of SOEs DSSs data in MOP DSS.
  5. Capacity plan report for the required DSSs in MOP& SOEs.
  6. Connectivity plan for Dataflow.
  7. H/W & S/W requirement to achieve the main DSS in MOP.
  8. Full plan to implement DSSs in MOP, SOEs andaffiliated companies.
  • The proposed scope functional requirement matrix that the proposed DSS has to cover.
  • Selection criteria and pointing mechanism for the selection of the awarded solution provider.

Language of the Specific Contract

This assignment will be conducted in English. All reports including executive summaries will be in English.

Subcontracting (to be foreseen or not)

Subcontracting is NOT Foreseen in the framework of this technical assistance.

3. EXPERTS PROFILE

Number of requested experts per category and number of man-days per expert

The Consultant will make available for this assignment Three Category I experts, one of whom will assume the functions of the Team Leader. Officials working in the public service of the beneficiary country cannot be recruited as experts.

The expected input per expert is presented below:

Number / Category / Working days
Senior IT expert / 3 / I / 216 ( 72 *3)

PROFILE PER EXPERT

All experts should be specialized in IT (ERP and DSS) - Category I - 72 working days each.

Each of the three experts should have the following qualifications:

Qualifications and skills

-University Degree in Computer Science or other related fields;

-Fluency in written and spoken English;

-Knowledge of Arabic would be considered an advantage.

General professional experience

-A minimum of 12 years professional experience in IT sector

Specific professional experience

-Minimum 5 years experience in providing related services mentioned in the technical scope for the selection and implementation of Enterprise Resource Planning (ERP) software and DSS in similar projects in the local / regional and global markets.

-Minimum 3 years' experience in ERP and DSS selection and implementation critical success factors.

-Documented experience in implementing DSS in at least 5 institutions/organization or companies in the Oil & Gas sector.

-Excellent Knowledge of the well-known DSS software

-Minimum 5 years of experience in providing the project management and quality assurance services of the implementation project in similar engagements in different industries including Oil & Gas.

-Documentedexperience in business processes flows, accounting, business knowledge and automation design methodologies including business and technical environmental and ERP applications controls.

-Solid proven experience of evaluating complex infrastructure and applications platforms business automation, operational and security controls.

-Knowledge of the application capabilities of “at least one” of the ERP software solutions such as SAP, Oracle, People Soft, etc.

-Knowledge of the Data analytics and Computer Assisted Audit Tools “CAATs” is a plus.

Management team member presence required or not for briefing and/or debriefing

The presence of the management team during briefing and debriefing is not required.

4. LOCATION AND DURATION

Starting period

The mission will take place in Egypt and will tentatively start in October 2017.

Foreseen finishing period or duration

The assignment has a maximum duration of 12 months.

Planning including the period for notification for placement of the staff as per article 16.4a)

The consultant must propose atimetable toprovide a tentative outline of the main steps of the assignment. The consultant may indicate alternative steps in his methodology, if necessary. The final detailed time planning will be set out in the offer, and further refined during the inception phase

Phase / Working Days / Working Days / Working Days / Number of Missions/Expert
Expert I / Expert II / Expert III
Inception phase / 7 / 7 / 7 / 1
Documents as listed under deliverables / 65 / 65 / 65 / 2
Total / 72 / 72 / 72 / 3

Location(s) of assignment

The assignment will take place in Cairo, Egypt

5. REPORTING

Content

The experts will deliver the requested outputs according to international best practices reporting. All outputs will have to strictly respect the EU guidelines on visibility. The main deliverables will be as mentioned in section 2.4 (Required outputs).

All reports will contain an executive summary including a brief description of the achievements and main obstacles encountered. Reports shall never exceed 35 pages + annexes as appropriate (Times New Roman 11).

Language

This assignment will be conducted in English.

Submission/comments timing

A draft final report in English must be submitted not later than two weeks after the end of activities. The draft final report will contain a summary of the activities implemented, the problems encountered and solutions adopted, a description of the results achieved. Comments on the draft final report will be made by the Contracting Authority within four weeks from the date of submission. The final report should also include in annexes the final versions of the outputs listed in Section 2.4.

Number of report(s) copies

These reports and any other supporting documents must be delivered in hard copy (3 copies) and in soft copy.

6. INCIDENTAL EXPENDITURE

Workshop

The organisation of two workshops, each for one day and each event for 70 participants is foreseen in this assignment. The workshops shall take place in a business hotel, minimum 4 stars. The reimbursable items shall include the cost of rental of (equipped) training facilities, meeting rooms, catering, and documentation. The indicative cost per person per day is EUR 40. Rental of appropriate equipment covers equipment needed for simultaneous interpreting, audio equipment (microphones and loudspeakers), and projection devices (overhead projector and screen). No IT or similar equipment may be purchased to equip training facilities. The Framework Contractor will have to organize catering including one meal, drinks, and two coffee breaks each day for the appropriate number of people.

Flights

Round-trip flights from Europe to Egypt indicatively cost EUR 600 per flight.

Per diems

In addition to the experts’ fees for the services requested, the budget must include per diems for non-resident expert.

For the determination of per diems, it should be assumed that the experts will work 5 days per week in Egypt during their field missions. Working during weekends or official holidays required prior approval from the EU Program Manager.

7. MONITORING AND EVALUATION

Not applicable.

8. OTHER

EU Communication & Visibility

All projects have a contractual obligation to produce communication activities in an effort to promote the impact of their work. The first step, at the inception phase, is to produce a communication plan which they can follow throughout the project implementation. This is a living document which they can revisit and edit as the project goes on, based on needs.

Non-disclosure clause

The Contractor and the members of his team will be required to sign a declaration of confidentiality at the start of their assignment and at the end of it. Any contact with the press relating to this assignment shall get prior authorization by the European Union Delegation to Egypt. Any document related to this assignment shall be handed over to the European Union Delegation to Egypt Program Manager at the end of the assignment, together with the detailed list of documents and people consulted during the assignment on the scope of the assignment.