Provision of a cloud-based e-Procurement platform
OSCE Vienna
deadline 18/11
5-years long contract
2. Project objective(s)
2.1 The primary project objective is to procure, configure, implement, host and maintain a cloud-based Software-as-a-Service (SaaS) Commercial-off-the-shelf (COTS) e-Procurement solution (the “Solution”) through the best-value services of a qualified Contractor (the “Contractor”).
2.2 Other project objectives include:
• Establishing a long-term support contract and Service Level Agreement (SLA) to ensure best-value delivery.
• Enhancing the efficiency and effectiveness of OSCE’s procurement processes.
2.3 By implementing this digital tool, the OSCE aims to maximize supplier competition, significantly reduce the processing and communication time for both its Buyers and Bidders, increase the efficiency of its tendering processes and improve the internal control of the procurement function.
2.5 Further to that, the Solution should simplify the contract management and monitoring processes, by maximizing OSCE’s financial and operational performance and minimizing its contractual risks.
2.6 The OSCE wishes to implement a Solution that is user-friendly to use, but at the same time comprehensive and aligned with international best practices in public procurement.
2.7 The Solution will support the OSCE in upholding its procurement principles (best value for money, fairness, integrity, transparency, effective competition) and will ensure an adequate audit trail of the procurement process.
3. Scope of work
3.1 The selected Contractor shall undertake the following tasks:
a) Supply the Solution on a SaaS model: create access and enable the use of the Solution for the OSCE. The selected Contractor shall offer as minimum the below three major modules under this ToR, with the last Procurement planning module being optional. The Contractor shall demonstrate that detailed reports based on the use of the Solution are enabled under each of the modules:
Sourcing (e-tendering) Module
Contract Management Module
Supplier Management Module
Procurement Planning Module (optional)
Please see Appendix B for a detailed list of the functional and performance requirements for each module.
b) Requirements Gathering: After contract award, the selected Contractor is required to do detailed requirements gathering by meeting and consulting designated OSCE procurement staff and as a result submit a Requirements Definition Document for the envisaged features configuration. The Contractor shall conduct online workshops with assigned PCU staff, study in detail the OSCE procurement processes and procedures in order to gather information required for the needed configuration of its offered Solution.
c) Provide a practical demonstration: The gathered requirements need to be translated into a configured Solution, which meets the OSCE needs. A practical demonstration based on pre-defined scenarios will be delivered, based on which, the OSCE will then provide its feedback on the achieved level of configuration.
d) The selected Contractor shall finalize the configuration process by incorporating all the comments provided by the OSCE and will be expected to make the Solution operational and ready for final User Acceptance Testing (UAT) by the OSCE.
e) Testing: The Contractor should demonstrate that the deployed Solution is capable of covering the entire procurement process before going live. Once the Solution is configured and provisioned as per the OSCE requirements, selected OSCE staff shall conduct comprehensive testing of the Solution including System and Functional tests. The OSCE will submit the test cases along with report of testing conducted on the platform for UAT.
f) Provide comprehensive end-user documentation or e-learning modules in English and conduct three half-day (4h) online training sessions for OSCE staff on the effective use and application of the Solution. The online training sessions are to be recorded and the recordings kept for future internal use.
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