OMAN AIR SAOC

SCM/2023/4298

Procurement of License / Subscription,

Implementation and Support & Maintenance of
“Source To Pay” System

C3, SCOPE OF WORK

 Introduction

Oman Air SAOC require to procure a integrated IT system “ Source To Pay” for automating the
Supply Chain Management functions and relevant functions of Finance and Human Resource
deparyments, that will help to digitalize Procurement and SCM processes including the e-sourcing
model, supplier management, inventory management, contract management, spend analysis,
fixed asset and payment analytical reports which are part of the Supply Chain process and
activities.

The activities of sourcing, supplier management, inventory management, contract management,

fixed asset management, and reporting are currently carried out on multiple IT systems and
modules, and there is no automatic integration between these modules, due to which some of
the activities are being performed manually.

Oman Air is inviting proposals from competetnt vendors for the following items
1. License OR Subscription for “Source To Pay” suite / system
2. Configure and Implement “Source To Pay” suite as per Oman Air requirements
3. Support & Maintenance (optional) of the “Source To Pay” suite and the implemented
solution for 3 to 5 Years
4. Integrate with current Oman Air main operating system such as, ERP and AMOS

Purpose and High Level Functional Requirements

1- To replace existing E-portal System with a new platform that have the entire Sourcing
capabilities and which can be integrated with the current Oracle EBS ERP and AMOS MRO
systems.
2- Automate Business case/demand management
3- Supplier Management and registration - Implementn online supplier portal to ensure
efficient and timely supplier registration, track & monitor supplier communications, Ability
to track contracts and supplier's records. Current process is done manually which have
several gaps.
4- Contract Management - To introduce an automation of create, renew, negotiate and
terminate contracts plus Auto review and approval to ensure proper flow of contract
discussions and record of all signed contracts.
5- Purchasing module: to analyze /monitor the data from purchasing activities (SPO, BPA &
CPA) the data must be linked with tendering, asset management and inventory modules.
6- Sourcing Management - Automation of procurement committee approval process, Supply
Chain planning process and strategy automation.
7- Data spend analysis - Spend visibility based on different procurement categories
8- Asset Management: To ensure the availability of the module within Procurement / SCM
platform plus mandatory Integration between two modules General Ledger and Asset

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 Management, availability of Scanning and Barcoding function many functions are not
available in current ERP system.
9- Inventory Module: Automate end to end inventory cycle, the current min/max function is
not automated and does not give accurate data. Market intelligence review resulted in
potential of increasing the current capabilities to include other inventory strengths.
10- Staff performance indicator - Ability to cover all SCM KPI’s
11- Eventually the best practice is to have one platform that manages the entire procurement
and SCM processes.

Existing IT Infrastructure
The corporate IT department of Oman Air is responsible for planning, managing, delivering and
supporting all Information Technology related infrastructure, systems, integration and IT services in
the organization. Oman Air Business Application Systems are deployed either in the Data Center
located at Oman Air Head Quarters (HQ), Muscat or at PROVIDER locations (Cloud Hosted).
Applications in Oman Air Data Center are deployed on multiple hardware and operating platforms and
diverse environments that include Microsoft Windows, HP-UX, Sun Solaris, and Red-hat Linux. Most
of operational business applications use Oracle RDBMS, MySQL, Sybase and MS SQL Server at the
backend for data base services. Oracle Weblogic, jboss, Apache Tomcat and Microsft IIS are being used
for multi-tier applications. Oracle Data Guard technology is implemented for maintaining standby
database for critical enterprise systems.
All major operational systems deployed at Oman Air Data Centre in HQ building are backed up by a
Disaster Recovery (DR) site and cloud hosted solutions with System Availability of 99.99 % and/or
higher

Networking and Communications

To meet the business objectives, Oman Air uses various business application systems, office
automation and collaboration tools that have been distributed throughout the organization. To
facilitate the data communication for these systems, Oman Air has in-place a data network based on
10/100/1000 Ethernet switches.
The several building LAN’s are interconnected using both multi-mode & single-mode fiber optic cabling
to form the Oman Air’s corporate network over a Giga Ether Channel links backbone.
Oman Air also has WAN connections between various locations and the Headquarters which are linked
using routers using Local ISP leased lines/Site to Site VPN Connections.

Requirement Specifications
The requirement specifications listed in the subsequent pages classified as “Functional” and “Non
Functional” requirements represent functions, characteristics and features of the expected solution.
Though they do not represent an exhaustive list of functions, characteristics and features expected of
the system, these are the critical and essential requirements. The contract will be awarded to the most
competitive PROVIDER who is capable of implementing a solution that is beneficial to Oman Air in
terms of efficiency, effectiveness, reliability, security, performance and year on year cost efficiency
and ROI.
PROVIDER shall also highlight explicitly any other functions which are beyond the below mentioned
list of requirements. Hence, PROVIDER is encouraged to include and highlight the unique components,
modules, functions, features and services that would increase the efficiency of crew pairings and crew
rosters.

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 PROVIDER should respond to each and every item in the complaince matrix (both Functional and Non-
Functional requirements) by explicitly stating the compliance level on a scale of 0-3. Details of the
levels are as below.

Compliance level Capabilities

0 Functionality not provided
1 Functionality provided; requires customized integration with third
party
2 Functionality provided by the vendor, but requires customization
3 Functionality provided as standard feature

Functionality not provided: Not included in the proposed application.

Functionality provided, requires customized integration with third party: Vendor has established a
relationship with a business partner to provide this functionality, but it needs customization or work
around.
Functionality provided by the vendor, but requires customization: The functionality can be
accomplished with the vendor's products, but some customization or work around is required.
Functionality provided – standard feature: The vendor provides the functionality from its own code
base. No customizing or work around is required.

Once completed by the PROVIDER, the contents of this compliance matrix will form an integral part of
the Agreement for the provision of Services to the Oman Air. This is a mandatory requirement to
participate in the tender. PROVIDER should not alter the format when submitting the compliance list
along with the proposal.
The Requirement Compliance matrix is to be filled without any changes (add/delete rows/columns,
sort order, etc.) and to be submitted in an excel sheet along with soft copies of other documents. The
following fields are required in the matrix.
 FR/NFR reference no
 Functionality
 Compliance Level (0 to 3)
 Remark.

Functional Requirements

Please refer to the attached functional requirements excel file.

Non Functional Requirements

Please refer to the attached non functional requirements excel file.

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 Guidelines for Proposal Submission
The proposal should be prepared to provide a straightforward and concise description of the
PROVIDER’s understanding of the scope and ability to meet the requirements of this RFP. The
PROVIDER will confine its submission to the matters sufficient to define its proposal and to provide
adequate information for evaluation of the PROVIDER’s proposal. Unnecessarily elaborated responses
or other presentations beyond what is sufficient to present a complete and effective proposal are not
desired or required. Emphasis should be on completeness and clarity of the content.
There should be two segregated proposals; commercial and technical.
Oman Air is looking for a comprehensive technical and commercial proposal from Provider for
procuring or subscribing “Source To Pay” Suite, its solution Implementation, its support &
maintenance for 3 to 5 years. (i.e., Single contract will be agreed between Oman Air and Provider)
“Source To Pay” suite Provider can submit one technical and one commercial proposal, if the suite is
implemented by the provider’s own team.
“Source To Pay” suite Provider can also partner with capable external vendors (called “implementation
partners”) to implement solution for Oman Air. Suite Provider can partner with most capable 3
implementation partners (Maximum 3 implementation partners allowed) and submit the technical
and commercial proposal separately for each partnership.
Oman Air is planning to publish an open RFI (Request For Information) in parallel to the “Source To
Pay” system procurement process, in order to gather information from all implementation partners.
This RFI process is to evaluate the capabilities of implementation partners of the “Source to Pay” suite
available in the market. Oman Air request all provider’s implementation partners to participate the
RFI process and provide the requested info. Oman Air has all the right to disqualify the proposal if
the implementation partner is not capable to configure the system after the RFI process.

a. Cover Letter
b. Executive summary
c. The Proposal in detail
1. The commercial proposal which shall include as minimum:
a. Executive Summary of the product and the vendor capabilities along with
main functionally, references.
b. Proposed business case and ROI potentials.
c. Statement of Compliance for the commercial terms
d. Summary page of the commercial breakdown, Breakdown prices and UPL if
exist. These should be submitted in both excel format and signed off
document. Cost of the Proposal with granular details for both on premise and
hosted model
e. Tender bond.
2. The Technical proposal which shall include as minimum:
a. Statement of Compliance (Functional & Non Functional Requirement
Compliance Matrix) and all technical items listed in the RFP.
b. Technical Solution Proposal which must contain the main functionality and
how the system is working for “Source To Pay” business process.
c. It should include the assumptions, exclusions and limitations.
d. The project Implementation Plan
e. Proposed Project Methodology, High level project Schedule with most
optimal deployment plan

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 f. Detailed computation of efforts based on the methodologies proposed by the
vendor in response to the Tender. Effort estimation approach & methodology
with WBS to be shared as part of the response.
g. Project Team structure and profile (Module wise - Project resource
allocation)
h. Responsibility matrix between the parties mainly Oman Air and the vendor.
i. As many similar use cases with different customers as possible.
j. Standard Test scripts/reports.
k. Product descriptions in details (each module and its functionality and the
technical specifications)
l. The roadmap of the product.
m. The standard API specs documents.
n. The value added services.
o. The differentiation factors compared to other competitors.

d. Customer list with references & Airline Case Studies with similar experiences
e. Brief explanation of below functionalities
a. Business case/demand management
b. Supplier management
c. Asset management ( The Provider shall ensure to propose solution for the same
even through a third party for whom solution must be integrated with the proposed
Source to Pay platform)
d. inventory management
e. Sourcing management
f. Procurement committee approval
g. Contract management
h. Payment management
i. Data spend analysis
j. Staff performance indicator

f. Brief explanation of below points

a. Integration with Operational data sources / Transactional data sources
b. Integration with Directory Services for Authentication and Authorization
g. Draft Agreement incorporated with the terms & conditions requested in this RFP, MSA and
SLA Templates shared in this Tender
h. System Hosting options and compliance with regulations
i. System Support & Maintenance and future enhancements
Where the proposal significantly exceeds the requirements, in terms of scope or deliverables, details
and such benefits should be highlighted and described in detail, as they may have some bearing on
the evaluation of the offer.
The PROVIDER shall describe in detail its understanding of the scope of work and the PROVIDER’s
concept of the methodologies used to achieve the objectives and scope described. The PROVIDER’s
response shall address all specific deliverable items. The level of detail described for each item
should provide with insights into the PROVIDER’s understanding of the project scope.

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 Soft copy of all the documents including Requirement Compliance Matrix excel sheet to be
submitted along with the submission of proposals.

Project Plan
This section should detail the High Level Project Plan that include restated scope, statement of work,
resource requirements, constraints, assumptions and high level project schedule. This schedule should
include a timeline in weeks with project milestones identified and critical phases highlighted. Phases
can be based on modules. Also include on-site and off-site activities with estimated on-site person
days.
In the case of any involvement of a subcontract or a joint venture, it should be clearly indicated, stating
extent of involvement as well as the subcontractor’s track record and experience relevant to this
project.

Project Team
PROVIDER should submit the proposed Project Team structure & escalation hierarchy,
including roles/responsibilities assigned. The PROVIDER must submit specific profiles of the
nominated project resources, including the Project Manager, Technical & Functional
Consultants, etc., who will be responsible for different tasks. The profile of each member
should give details on their qualifications, professional experience in similar projects.
PROVIDER is also required to suggest a Project team from Oman Air with expected Roles,
responsibilities and any other requirements.

Security and Privacy

The PROVIDER must ensure the Privacy and Security of Oman Air Information/Data, during the
tendering process and Project implementation, if awarded. Any reference or details of this
engagement or Oman Air’s business should not be made available to any third parties without prior
permission from Oman Air.

Cost details
The PROVIDER must detail ALL applicable prices and costs with breakdowns. The price for each item
of modules, equipment accessories and measured work must be comprehensive. It must include those
for complying with the proposal from the PROVIDER covering all obligations under the contract and
all matters and things necessary for the completion of the project scope.
. Basic offering and optional offerings should be specified correctly in the proposal.
One time cost like license fee, implementation fee, training fee etc. and recurring cost, AMC, service
fee etc. to be shown separately with relevant break downs. PROVIDER also is required to submit travel
and accommodation costs for the onsite project activities.
PROVIDER should specify the Initial Term (contract period) applicable for the recurring cost. Also,
provide pricing for additional terms (period).
PROVIDER shall detail an estimate of cost savings that can be achieved by implementing the System
over a period of time.
In addition to this, PROVIDER is requested to propose a cost saving model or anything similar in terms
of commitment against ROI.

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 Warranty
The PROVIDER shall specify the warranty on all components of the System and services that they
implement under the scope of this tender. The warranty period shall commence on the date of issuing
the Acceptance Certificate. The PROVIDER shall replace any supplied hardware/software components
reported faulty/malfunctioning during the warranty period within 48 hours.
The PROVIDER shall provide costs for maintenance and other support related services available after
the warranty period.
Vendor must provide minimum warranty period of 12 months for the implemented solution. During
the Warranty Period, Vendor shall rectify the Fault in the implementations or the component of the
Software in accordance with the standards set out in the Maintenance and Support Services
Agreement, if any, at no charge to Oman Air.

PROVIDER Profile and Demographics

The PROVIDER shall specify a brief history of company, how it is organized, and how its available
products and resources will be used to meet Oman Air’s requirements. The PROVIDER shall submit the
following information:
 Official name and physical address.
 The name, address and telephone number of the person who receives correspondence and
who is authorized to make decisions or represent the PROVIDER stating his or her capacity
within the company.
 The total number of years the PROVIDER has been in business and, if applicable, the number
of years under the present business name.
 The number of years that the PROVIDER has been providing the application(s).
 What type of entity it is — for example, a corporation or a partnership.
 A description of the PROVIDER's operations - facilities, business and objectives and the
number of employees.

Product and Service History

PROVIDER shall describe the history of their application offerings, including initial release date, current
version/release/manufacture/patch number and development history (that is, if the offerings were
developed as a marketable package or as a System for a particular organization).
PROVIDER shall indicate whether all source code for the application will be made available to Oman
Air or, if it will not be available, then they must identify the software escrow service used, give contact
information and describe company policy regarding software escrow updates.
PROVIDER shall also specify a summary of the mid-term and long-term product roadmap. PROVIDER
shall describe a list of any user associations, groups, conferences or public discussion areas relating to
PROVIDER’s product or service offerings.

Customer References
PROVIDER is requested to provide customer references that include name and address of the business,
brief description of the project, names and phone numbers of contact persons. Please ensure that
references provided will be available to be contacted, should it be necessary. If short-listed, PROVIDER
shall arrange for a site visit to any of two customers where the same proposed System has been
implemented and operational.

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 Any Other Relevant Information
PROVIDERs are encouraged to provide any additional relevant information that would support the
proper understanding and evaluation of the proposal. However, unnecessary elaborations and
marketing information must not be included.

Presentation and Demonstration

As part of the evaluation process, PROVIDER may be requested to present and/or demonstrate the
proposed System at Oman Air premises. PROVIDER may be also requested to grant Oman Air access
to the actual platform to test out various modules. All costs attributed for this purpose shall be borne
by the PROVIDER.
PROVIDERs are required to state their willingness to comply with this requirement.

Evaluation and Selection

Please note that incomplete submission may be disqualified or assessed only on the information
received from the PROVIDER. Oman Air will evaluate only those proposals, which are complete and
responsive in all respects, for comparison and final selection. Hence, bidders are requested to ensure
that their submissions are complete and conform to the instructions and requirement specified in this
document.
Oman Air will award the contract to the successful PROVIDER whose proposal has been determined
to be substantially responsive and has been determined as the most competent bid in terms of cost,
Technical and Functional features.
The following elements will be the primary considerations in evaluating all submitted proposals and
in the selection of a PROVIDER or PROVIDERs:
1. Completion of all required responses in the correct format including the soft copies of
commercial, technical and any other related documents (Response to Requirement
compliance matrix, etc.)
2. The extent to which PROVIDER’s proposed System fulfils Oman Air’s stated requirements as
set out in this RFP.
3. An assessment of the PROVIDER’s ability to deliver the indicated products and service based
on the compliance level, the effort cap, Functional, Technical and operation features.
4. The PROVIDER’s stability, experiences, customer base and record of past performance in
delivering such products and services.
5. Availability of sufficient high quality PROVIDER personnel with the required skills and
experience for the specific approach proposed.
6. Commitment for Support and future maintenance of the System along with service availability
and SLA offerings as detailed in Appendix B. The PROVIDER should also indicate the detail of
Service Credit/Penalty to Oman Air for non-compliance to SLA.
7. Overall cost of the proposed System.

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 Short listed providers shall be invited for On-Site POC at their own cost. Based on this workshop, the
provider shall submit a Business Case which must include cost benefit analysis vis-à-vis current system.
This will be one of the important criteria for final evaluation and vendor selection.
Provider shall inform Oman Air of any pre-requisites for the workshop including data etc. in the
required format during this RFP response.

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