SOL 72061720R00012 Amendment One.pdf

COMBINED SYNOPSIS /SOLICITATION AMENDMENT I

(1) Action Code UNRESTRICTED

(2) Amended Solicitation Release Date & Year July 2, 2020

(3) Product or Service (NAICS) Code NAICS 541614 (Process, Physical Distribution and Logistics Consulting Services) and 541512

(Computer Systems Design Services)

(4) Issuing Contracting Office Address USAID/Uganda Office of Acquisition &

Assistance, US Mission Compound South

Wing, Plot 1577 Ggaba Road, Nsambya, Kampala Uganda.

(5) Subject/Title USAID/Uganda Fleet Management Activity

(6) Solicitation Number 72061720R00012

(7) Amended Proposal Closing Response Date July 10, 2020, 4:00 PM Uganda Local Time

(8) Contact Point or Contracting Officer Admir Serifovic

(9) Contract Award Number TBD

(10) Contract Award Dollar Amount TBD

(11) Line Item Number Design, install and implement a Fleet

Management Information System (FMIS) for the

Government of Uganda Ministry of Health

(MOH) /per the Attached Statement of Work

(Sec C)

(12) Contract Award Date Anticipated by September 15,2020

(13) Contractor TBD

(14) Description See Attached Statement of Work (Sec C)

(15) Duration of the contract period Two Years from contract award date

(16) Method of Solicitation Combined Synopsis/Solicitation [per FAR Pt

12.603 & FAR 13] / RFP Attached

(17) All responsible sources may submit a proposal which shall be considered by the

Agency

(18) Place of Contract Performance Uganda

(19) Set-aside Status Not Set-aside

(20) Technical Questions Due Date June 24, 2020 no later than 1:00 PM Uganda

Local Time to kampalausaidsolicita@usaid.gov mailto:kampalausaidsolicita@usaid.gov i

Dear Madam/Sir:

The USAID Mission in Uganda (USAID/Uganda) is seeking proposals from qualified firms to design and implement a Fleet Management Information System for the Government of Uganda Ministry of Health.

This procurement will be conducted under full and open competition under which any type of organization (U.S. and Non-U.S. commercial for profit firms, educational institutions, and non- profit organizations) is eligible to compete. The procedures set forth in Federal Acquisition Regulation (FAR)

Part 12.603 and Part 13.5 apply.

USAID anticipates awarding a 2-year Firm Fixed Price (FFP) contract.

The RFP and any amendments to this solicitation will be issued and posted on the Contract Opportunities website at https://www.beta.SAM.gov. It is the Offeror’s responsibility to check the website periodically for official updates and amendments to the solicitation. It is the responsibility of the recipient of this RFP to ensure that it has been received from the internet in its entirety. USAID bears no responsibility for data errors resulting from transmission or conversion processes.

This RFP consists of this cover letter and the following:

Section A – Solicitation cover SF 1449

Section B – Supplies or services, prices and contract information

Section C – Statement of Work (SOW) / Specifications

Section D – Contract Clauses

Section E – Instructions for Offerors

Section F – Evaluation Criteria

Section G – Solicitation Provisions

Section H – Representations and Certifications

Section I – List of Attachments

Offerors are encouraged to read the entire solicitation, which includes the closing date and time, all pertinent contract requirements, and the conditions and instructions required for submitting a proposal.

Offerors must e-mail questions and proposals in response to this solicitation to

KampalaUSAIDSolicita@USAID.gov in MS Word format. No other forms of submission will https://www.fbo.gov/ mailto:KampalaUSAIDSolicita@USAID.gov ii

RFP: No:72061720R00012 -USAID’s MOH Fleet Management Activity be accepted. The e-mail transmitting the questions and proposals must reference the RFP number and title on the subject line of the email.

Proposals must be submitted via e-mail to kampalausaidsolicita@usaid.gov no later than the closing date and time specified above. Incomplete information submitted in response to this request for proposal will result in disqualification from competition. Offers must remain valid for 240 calendar days from the due date for the receipt of offers.

The deadline for receiving proposals is on the first page of this Request for Proposal.

IMPORTANT NOTE: No proposals will be accepted after the date and time specified as the deadline for receipt of proposals. Any submission received after the specified date and time will be considered LATE and will not be evaluated or considered for award.

The authorized geographic code for this procurement is 935. The North American Industry Classification

Systems (NAICS) code for this MOH Fleet Management Information System Activity is 541614 (Process, Physical Distribution, and Logistics Consulting Services) and 541512 (Computer Systems Design

Services).

Please note that issuance of this solicitation does not in any way obligate the U.S. Government to award a contract nor does it commit the U.S. Government to pay for costs incurred in the preparation and submission of a proposal. Furthermore, the Government reserves the right to reject any or all offers, if such action is in the best interest of the Government.

Thank you for your interest in the Fleet Management Activity solicitation.

Sincerely, Admir Serifovic

Contracting Officer

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

TBD

7. FOR SOLICITATION

INFORMATION CALL:

TBD

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS ✓ UNRESTRICTED OR SET ASIDE: % FOR:

USAID SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

OFFICE OF ACQUISITION & ASSISTANCE (OAA)

Plot 1577 Ggaba Road, Nsambya Kampala, Uganda Email:kampalausaidsolicita@usaid.gov

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

SMALL BUSINESS PROGRAM

EDWOSB

8 (A)

NAICS:

541512 & 541614

SIZE STANDARD:

500 employees

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

12. DISCOUNT TERMS

TBD

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

See block 9

17a. CONTRACTOR/

OFFEROR

TELEPHONE NO.

CODE

FACILITY

18a. PAYMENT WILL BE MADE BY CODE

Controller USAID/Uganda Plot 1577 Ggaba Road Nsambya, Kampala Attention: KampalaUSAIDVouchers@usaid.gov

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

OFFER BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

See RFP Section C - SOW and Attachment Price Template

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

✓ 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA 27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

✓ ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

SEE SCHEDULE

RFQ IFB ✓ RFP

15. DELIVER TO CODE

16. ADMINISTERED BY

mailto:KampalaUSAIDVouchers@usaid.gov

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT

COMPLETE PARTIAL FINAL

37. CHECK NUMBER

PARTIAL FINAL

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

TABLE OF CONTENTS

Contents

SF 1449 ....................................................................................................................................................... iii

SECTION B: SUPPLIES OR SERVICES/PRICES AND CONTRACT INFORMATION

SECTION C – STATEMENT OF WORK

SECTION D - CONTRACT CLAUSES

SECTION E – INSTRUCTIONS FOR OFFERORS

SECTION F – EVALUATION FACTORS

SECTION G - SOLICITATION PROVISIONS

SECTION H REPRESENTATIONS AND CERTIFICATIONS

SECTION I - LIST OF ATTACHMENTS

SECTION B: SUPPLIES OR SERVICES/PRICES AND CONTRACT INFORMATION

1. SUPPLIES OR SERVICES

The United States Agency for International Development Mission in Uganda (USAID/Uganda) is issuing this Combined Synopsis/Request for Proposal (RFP) in accordance with FAR Part 12.603, Acquisition of

Commercial Items – General. However, USAID/Uganda reserves the right to not make an award depending on the quality of the proposal submitted or changes in the requirements, if in the best interest of the Government. This is a solicitation for a proposal to provide non-personal support services and products, as described in Section C, Statement of Work (SOW).

The Contractor shall provide support to the Government of Uganda Ministry of Health (MOH) to facilitate, promote and enhance adequate tracking of vehicle utilization by MOH and design, install, commission and implement a fleet management system as per the requirements detailed in Section C.

2. CONTRACT TYPE

FAR 52.216-1 TYPE OF CONTRACT (APR 1984) The Government contemplates award of a Firm-

Fixed Price contract resulting from this solicitation.

3. CONTRACT LINE ITEM NUMBER (CLIN) STRUCTURE

The Contractor shall furnish the services and products described in the SOW in accordance with the

Pricing Proposal (see Attachment B). [To be negotiated and completed upon award]

4. PLACE OF PERFORMANCE

Uganda.

5. PERIOD OF PERFORMANCE

The period of performance of this contract is two (2) years from the date of award of contract.

6. CONTRACT ADMINISTRATION AND TECHNICAL DIRECTION

6.1 CONTRACT ADMINISTRATION

(a) The Contracting Officer is the only individual authorized to enter into or terminate this contract, modify any term or condition of this contract, waive any requirement of this contract, or accept nonconforming work delivered under this contract.

The Contracting Officer is:

Admir Serifovic

U.S Agency for International Development US Mission Compound South Wing Plot 1577 Ggaba Road, Nsambya Kampala, Uganda E-mail: aserifovic@usaid.gov mailto:aserifovic@usaid.gov

(b) The Contracting Officer shall designate a Contracting Officer’s Representative (COR) by written notice to the Contractor. The COR’s responsibilities shall include technical monitoring of the Contractor’s performance and inspecting and accepting deliveries under the contract. The COR designation letter/memo shall detail all of the responsibilities of the COR.

(c) The COR is not authorized to perform, formally or informally, any of the following actions:

(1) Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract;

(2) Waive or agree to any modification of the delivery schedule;

(3) Make any final decision on any contract matter subject to the Disputes Clause;

(4) Terminate, for any reason, the Contractor’s right to proceed, or issue any order causing the

Contractor to stop work; or

(5) Obligate in any way, the payment of money by the Government.

(d) The Contractor shall comply with the written or oral direction of the Contracting Officer or authorized representative(s) acting within the scope and authority of the appointment memorandum. The

Contractor need not proceed with direction that it considers to have been issued without proper authority.

The Contractor shall notify the Contracting Officer in writing, with as much detail as possible, when the

COR has taken an action or has issued direction (written or oral) that the Contractor considers to exceed the COR’s appointment, within 3 days of the occurrence. Unless otherwise provided in this contract, the

Contractor assumes all costs, risks, liabilities, and consequences of performing any work it is directed to perform that falls within any of the categories defined in paragraph (c) prior to receipt of the Contracting

Officer’s response issued under paragraph (e) of this clause.

(e) The Contracting Officer shall respond in writing within 30 days to any notice made under paragraph (d) of this clause. A failure of the parties to agree upon the nature of a direction, or upon the contract action to be taken with respect thereto, shall be subject to the provisions of the Disputes clause of this contract.

(f) The Contractor shall provide copies of all correspondence to the Contracting Officer and the COR.

(g) Any action(s) taken by the Contractor, in response to any direction given by any person acting on behalf of the Government or any Government official other than the Contracting Officer or the

COR acting within his or her appointment, shall be at the Contractor’s risk.

The Contracting Officer’s Representative (COR) is: [To be designated at the time of award]

6.2 TECHNICAL DIRECTION

Performance of the work under this contract is subject to the Technical Direction of the COR. The term

“Technical Direction” is defined to include, without limitation, the following:

(a) Direction to the Contractor which redirects the efforts, shifts work emphasis between work areas, requires pursuit of certain lines of inquiry, fills in details or otherwise serves to accomplish the statement of work;

(b) Provision of information to the Contractor that assists in the interpretation of drawings, specifications or technical portions of the work description; and,

(c) Review and approval/rejection of technical reports, drawings, specifications and technical information to be delivered by the Contractor.

All Technical Direction must be within the general scope of work stated in the contract. The COR does not have the authority to and may not issue any Technical Direction that:

(i) constitutes an assignment of additional work outside the general scope of the base contract;

(ii) constitutes a change as defines in the base contract clause entitled “Changes”;

(iii) in any manner causes an increase or decrease in prices set forth in Section 1; or

(iv) changes any of the expressed terms, conditions or specifications of the contract.

All Technical Direction must be issued in writing, or shall be confirmed in writing by the COR within 3 working days after issuance. The Contractor shall proceed promptly with the performance of duly issued

Technical Directions. However, if in the opinion of the Contractor, the direction issued but the COR is within one of the prescribed categories in (i) through (iv) above, the Contractor shall not proceed, but shall notify the Contracting Officer in writing, within 3 working days after receipt of any such direction.

The Contracting Officer will determine if the Technical Direction is proper, or if a contract modification would be required to properly implement the direction. Failure of the parties to agree upon the nature of the direction or upon the contract action to be taken with respect thereto shall be subject to “Disputes” clause.

6.3 CONTRACTOR SUPERVISION

The Contractor shall provide total supervision of its staff, and any Sub-contractor personnel.

Government personnel are not authorized or permitted to supervise any Contractor personnel.

The Contractor's Project Manager for this contract is [To be Filled-in at Award].

The Contractor’s Project Manager shall communicate with the COR to determine the Government's work requirements as set forth in the Statement of Work and shall assure that these requirements are fulfilled.

In the event the designated Project Manager is incapacitated due to illness or injury or otherwise is to be removed by the Contractor during the contract performance, replacement of the incumbent Project

Manager shall be subject to the approval of the CO.

6.4 EVALUATION OF CONTRACTOR PERFORMANCE AFTER AWARD

(a) Interim and final evaluation of Contractor performance will be prepared on this contract in accordance with FAR 42.1502. The final performance evaluations will be prepared at the time of completion of work.

(b) The Contractor can elect to review the evaluation and submit additional information or a rebuttal statement. The Contractor will be permitted 60 calendar days to respond. Contractor response is voluntary. If the Contractor does not respond within 60 days, the Government will presume that the

Contractor has no comment. Any disagreement between the parties regarding an evaluation will be referred to an individual at a level above the CO, whose decision is final.

(c) Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

USAID utilizes the Contractor Performance Assessment Reporting System (CPARS) to record and maintain past performance information. CPARS is used to document Contractor performance information that is required by Federal Regulations.

CPARS reference material can be accessed at http://www.cpars.gov/.

The registration process requires the Contractor to identify an individual that will serve as a primary contact. This individual will be authorized access to the evaluation for review and comment. In addition, the Contractor is encouraged to identify a secondary contact in the event the primary contact is unavailable to process the evaluation within the required 60-day time period. After USAID registers the contract in

CPARS, the Contractor will receive a system generated e- mail notifying him/her that the contract is registered. A system generated e-mail will also provide the Contractor with a User ID if the person does not already have a CPARS User ID.

Once a performance evaluation has been prepared and is ready for comment, the Contractor representative will receive a system generated e-mail notification that the performance evaluation is electronically available for review and comment. The Contractor representative will receive an automated e-mail whenever an assessment is completed and can subsequently retrieve the completed assessment from CPARS.

6.5 CLOSEOUT OF CONTRACT

The Government will initiate the administrative closeout of the Contract after receiving evidence that all

SOW requirements have been completed and services/products received. The Contractor shall furnish all required documents in support of the closeout of this contract. The Government anticipates the timeframe to complete administrative close out of this Contract will not exceed 6 months.

http://www.cpars.gov/

7. INSPECTION AND ACCEPTANCE [also see section D.1.(a)]

The Contractor will comply with the Inspection and Acceptance provision in FAR 52.212-4 Contract

Terms and Conditions -Commercial Items.

Inspection and acceptance by the Contracting Officer’s Representative will take place at the Ministry of

Health (MOH). Acceptance of the final deliverables shall be made in writing by the Contracting Officer’s

Representative (TBD). All deliverables, except the progress reports and work-plans shall be delivered to the COR at the following address:

[To Be Filled-in at Award]

8. WARRANTY [also see section D.1.(o)]

The warranty period will commence after inspection and acceptance is completed. The warranty period is for the manufacturer’s product warranty.

Contractor compliance with the warranty after the establishment of the total final price shall be at no additional cost to the Government. [See FAR 52.246-19]

9. NON-PERSONAL SERVICES CONTRACT

This contract is a non-personal services contract as defined in the FAR at subpart 37.101. It is understood and agreed that the Contractor and/or Contractor’s employees and Subcontractors:

(1) shall perform the services specified herein as independent Contractors, not as employees of the government;

(2) shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract;

(3) shall be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified; but

(4) shall, pursuant to the government’s right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the

Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.

All Contract personnel attending meetings, answering Government telephones, responding to email communication, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractor staff are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

10. BRANDING AND MARKING

10.1 752.7009 MARKING (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem. Shipping containers are also to be marked with the last five digits of the USAID financing document number.

As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

(b) Specific guidance on marking requirements must be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the project site is located.

(c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.

(d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the original will be retained by the Contractor.

10.2 BRANDING AND MARKING POLICY

Branding Strategy Implementation and Markings under this contract must comply with the “USAID

Graphics Standards Manual” available at http://www.usaid.gov/branding or any successor branding policy, as detailed in ADS Chapter 320.

10.3 BRANDING STRATEGY

In accordance with ADS 320 Branding and Marking, and USAID’s overall policy, all assistance delivered through this program must be clearly credited to the American People. This Branding

Strategy (BS) outlines the framework in which materials and communications use to promote the program deliver the message that the assistance is from the American People, as well as to ensure appropriate use of the USAID identity markings. The branding strategy for this contract, as specified in USAID ADS 320.3.2.1, is as follows:

Project Name: USAID/Uganda Fleet Management Activity

Positioning: The branding must incorporate the message: The assistance is “from the

American people jointly sponsored by USAID and the Government of Uganda.”

Level of Visibility: USAID identity must be prominently displayed in: commodities or equipment;

audio, visual or electronic public communications; studies, reports, publications, web sites, and all promotional and informational products; and events.

11. DISSEMINATION OF CONTRACT INFORMATION

http://www.usaid.gov/branding

The Contractor shall not publish, permit to be published, or distribute for public consumption, any information, oral or written, concerning the results or conclusions made pursuant to the performance of this contract, without the prior written consent of the Contracting Officer. Two copies of any material proposed to be published or distributed shall be submitted to the Contracting Officer and one copy to the Contracting Officer’s Representative.

12. PAYING OFFICE [also see section D.1.(i) Payment]

The paying office for this contract is:

US Agency for International Development US

Mission Compound South Wing

Plot 1577 Ggaba Road Nsambya

Kampala, Uganda

Attention: KampalaUSAIDVouchers@usaid.gov

13. INVOICE SUBMISSION [also see section D.1.(g) Invoice]

Requests for payment must be submitted on an SF-1034 form via e-mail to:

KampalaUSAIDVouchers@usaid.gov

The SF-1034 must be signed, and it must be submitted along with invoices and any other supporting documentation in Adobe.pdf format.

The Contractor shall only submit the invoice upon completion and acceptance by USAID COR of a payment milestone as outlined in section B.3 above.

14. PAYMENT

After the USAID/COR’s acceptance of the services or products delivered and upon the submission of proper invoices, the Government will pay the Contractor in accordance with prices stipulated in this contract and in accordance with FAR 32.9, Prompt Payment.

(END OF SECTION B)

SECTION C – STATEMENT OF WORK

1. BACKGROUND

The Government of Uganda Ministry of Health (MOH) is a government body set up with the mandate of stewardship and leadership of the health sector. MOH responsible for policy review and development, supervision of health sector activities, formulation and dialogue with health development partners, strategic planning, setting standards and quality assurance, resource mobilization, advising other

Ministries, departments and agencies on health-related matters, and ensuring quality, health equity, and fairness in contribution towards the cost of health care.

MOH has for a long time experienced challenges in the effective delivery of health sector results and one of the areas of weakness that was identified as impacting the Ministry’s ability to effectively deliver on its mandate was how effectively the fleet is being managed. In 2017, MOH conducted a fleet analysis to establish the status of the fleet and its management within the Ministry. The analysis highlighted a number of challenges currently facing the fleet within MOH, including misallocation and misuse of vehicles, excessive levels of vehicle downtime and high costs of fuel and vehicle maintenance.

Following this assessment, MOH approached USAID for support to engage a consultant to conduct a

Fleet Management Assessment (FMA) focusing on the current policies, systems and practices for managing fleet within MOH in an effort to find a lasting solution to MOH’s fleet management challenge.

This assessment was carried out between February – March 2020 [Assessment Report Attached as

Annex A_] and highlighted several recommendations building up from the 2017 assessment.

Fleet is a very critical element for service delivery within MOH. Fleet management constitutes 30% of all departmental budgets, with 20% of the budgets allocated to fuel management. The Government of

Uganda has strong policies and standing orders to guide staff on the management of the fleet efficiently.

MOH currently has a motor vehicle database of up to 1,152 vehicles that have been registered with the

UG…M number plate. These vehicles are categorized into buses, station wagons, pick-ups, saloon cars, vans, minibuses and trucks. They operate across the country. Of this number, 253 vehicles are directly managed by the Ministry of Health and spread across departments among 623 staff. The number of vehicles is expected to significantly increase far beyond the current number. In a speech, the president stated that the intent was to procure 10 vehicles per district hence a total of 1350 vehicles.

Currently, all information on these vehicles including make, age, model chassis, allocation, etc. is manually stored. Fuel and maintenance records are managed using a manual system. The maintenance records are stored in an e-card system primarily for ease of tracking. The MOH is currently mandated to prepare and submit accurate periodic vehicle utilization reports to the Ministry of Finance Planning and

Economic Development (MoFPED) as a form of accountability for the fleet under its management.

2. PURPOSE

The purpose of this activity is to provide support to MOH to facilitate, promote and enhance adequate tracking of vehicle utilization by the ministry through acquisition of a fleet management system.

USAID in support of MOH, seeks to identify a Contractor to design and implement a Fleet Management

Information System (FMIS) for MOH for up to 2,500 vehicles. The system should be Global Positioning

Satellite (GPS) enabled, with features to handle fleet management planning, fuel and maintenance management. The FMIS should enable bookings, disposal and use of GPS for real-time location of vehicles on a map. The system should also allow for real time access by MOH to reports on the utilization of its vehicle fleet.

3. SCOPE OF WORK/SPECIFICATIONS:

The following is a description of the property and services to be acquired for this Activity, by purchase, from a Contractor, under a procurement contract to be solicited and awarded in accordance with the FAR.

The FMIS must be robust, scalable and customizable to the needs of MOH.. The system requires installation of hardware and software to enhance vehicle use, monitoring and fuel efficiency in line with the Government of Uganda’s policy on fleet management. Prospective Contractors should offer a best-in-class FMIS solution with a choice of architecture and license models that align with GOU -National

Information Technology Authority-Uganda (NITA-U) information Technology (IT) guidelines (Annex B).

The solution is expected to be a comprehensive one that is based on field-tested software and technical components. It should be an Enterprise Solution with the ability to interface with finance, accounting, accounts payable, HR, etc. using established Application Programming Interface (API) or other established protocols. If not all the functional requirements can be met, then all development requirements must be disclosed.

4. DETAILED WORK REQUIREMENTS:

The objective of this FMIS system is to simplify the management of vehicle fleet within MOH (both headquarters and the field), while maintaining the standard operating procedures for fleet management within the government ministries, departments and agencies.

Specifically, the Contractor will be required to:

a) Meet with MOH’s key stakeholders to discuss and align the vendor’s solution to technical capabilities and requirements of GoU. The Contractor will be expected to align their proposed solution to the existing requirements of key stakeholders such as Ministry of

Works and Transport, Ministry of Finance Planning and Economic Development, Ministry of

Public Service and the National Information Technology Authority (NITA- U).

b) Design a detailed change management strategy including a communication plan, training and stakeholder engagement initiatives suitable for an organization like MOH within Uganda to ensure that all key stakeholders (political, consumers, staff, suppliers and regulators among others) are engaged in order to manage resistance to change and to promote efficiency in the use of the system.

c) Design and implement a Fleet Management Information System (FMIS) that meets the following requirements:

(1) Vehicle Acquisition and Asset Lifecycle Management: The FMIS must be able to create asset, assign, transfer, manage (cost, inventory, etc.), and retire an asset including the following:

i) Vehicle identification number and asset attributes such as type, make, model, leased/owned, color, fuel tank size, etc.

ii) Assignment of new vehicles against the vehicles ordered for the intended user.

iii) Vehicle selector or catalog of standard vehicles along with the options for equipping the vehicle. This catalog needs to reside in the FMIS, and the fleet client needs to access and select from this catalog.

iv) Vehicle disposal process.

v) Vehicle inventory reporting with all vehicle attributes.

(2) Asset Replacement: Identify vehicles for replacement along with detailed life cycle. This should include:

i) Identification flag for vehicles that are close to reaching the retirement criteria.

ii) Analysis based on different metrics (e.g. repair cost, age, odometer, fuel economy) for Vehicle write-off and or

Replacement with guidance from the Public Procurement and

Disposal Act (PPDA) and other relevant Government of Uganda policies

iii) Complete Life Cycle Management, e.g. total cost of ownership.

(3) Registration: Licensing, registration, plate management and license renewal. Additional specifications:

i) Associate vehicle identification number to a license plate.

ii) Ability to request and assign a new plate on a given vehicle in the event that the plate is lost or stolen. Vehicle search by plate number or vehicle identification number.

(4) Vehicle Maintenance and Repair: Inspection and preventive maintenance plus forecasting, maintenance planning and scheduling, work order, purchase order, repair history

(labor and parts cost using Public Procurement and Disposal of Public Assets Act guidelines) at a vehicle or aggregate level, recalls and bulletin management, Original

Equipment Manufacturer (OEM) warranty, third party repair. Additional specifications:

i) Third party supplier management including adherence to preferred suppliers.

ii) Garage workload and scheduling/mechanic workforce management.

iii) Approval hierarchy and management of pre-set threshold amount.

(5) Parts Inventory & Management: Procurement and replenishment management, parts catalog

(stock and non-stock), centralized or distributed (at garages) parts inventory management

(receipt, material issue, transfer, and return), warranty management and core management.

Additional specifications:

i) Purchase order module with automated parts replenishment, including automated workflows, management reporting, etc.

ii) Parts look-up by description, vehicle make and model year or part number.

iii) Core management with appropriate client billing adjustment.

(6) Invoice Process and Payment: Interface with Government ERP IFMIS (integrated financial management information system).

(7) Fuel Card Management: Fuel transaction management aligned to a vehicle using fuel card, exception management for fuel issued on special assignment, fraud control measures, and product code master. Additional specifications:

i) Integration with fuel card supplier(s).

ii) Association of fuel expenditure to a unique vehicle number and specific cost center.

iii) Electronic receipt of detailed fuel transactions.

iv) Fraud prevention, detection and alerts

v) Provides standard management reports by fuel supplier for fuel consumption volume and by product code, fuel type as well as fuel cost for fleet clients.

(8) Motor Pool Management: Vehicle Pool management, reservations, vehicle pick-up, and return management. Additional specifications:

i) Vehicle sharing from a pool.

ii) Allows for the creation of multiple motor pools.

iii) An online reservation system that keeps track of who has the vehicle, for how long, whether the vehicle has been returned, etc.

iv) Notification capability (i.e. email to the end client)

v) Provides utilization per vehicle, by motor pool location and for all motor pools at a summary level.

vi) Charge-back routine in order to bill the fleet client.

(9) Driver Management: Driver license, driving record, training and certification, personal use mileage record and interface to payroll. Additional specifications:

i) Human Resource (HR) file (e.g. name, email, telephone, address, supervisor’s name and so on) availability and lookup for fleet personnel, fleet clients and other FMIS users.

ii) Organization structure and cost center hierarchy.

iii) Driver License and driving record management for vehicle users.

iv) Personal use mileage tracking and file transfer to payroll.

(10) Collision Management: Collision reporting and repair or disposal management.

Additional specifications:

i) Has the capability to manage the required activity, data and documents for collision management as information is entered manually during the workflow.

ii) The FMIS has the ability to retain documents such as collision photos, reports, appraisal reports, etc. which can be viewed by the organization as required.

iii) Tracks the closure of claims and captures details of the claim.

iv) Generates summary reports, which include the number of incidents and the related cost for the organization’s review. The summary report can be drilled down to obtain fleet client and vehicle level details.

(11) Insurance Management: The FMIS must have the capability to manage GOU vehicle insurance programs. Additional specifications:

i) Ability to import claims details from Insurance Provider.

ii) Coordinate efforts to complete first party collision repairs.

(12) Finance Related: Aggregation of all costs by “client ID” for billing or cost allocation by cost center, interface to enterprise system, GL Account Code management, and timesheet approval. Additional specifications:

i) Both fixed/flat fee for lease and maintenance/repair and flow-through charge- back model are required depending on the fleet client.

ii) Detailed cost availability by vehicle and aggregation by fleet client, vehicle class, maintenance & repair type, etc.

(13) Reporting and Document Management: Standard reports, self-serve queries, customizable dashboard/landing page, and downloading of reports in Excel, CSV, PDF, etc.

Additional specifications:

i) Report card consisting of the key performance indicators (KPIs).

ii) Customizable dashboard/landing page by fleet role.

iii) The reports are downloadable in Excel, Comma Separated Values (CSV), or

Portable Document Format (PDF) format.

iv) Supplier to provide a list and a short description of all canned (standard reports) by fleet management area.

v) Document repository for fleet related documents such as Recalls, Safety Bulletins, photos, Preventive Maintenance checklist, special instructions, etc.

vi) Capability to retrieve documents by keyword / topic or by document number.

(14) Interfaces: System should be scalable and able to interface with existing GoU systems. Web service, batch capability, enterprise system names for interfacing and telematics.

Provide a short description of the interface including transmission frequency and identify the system name with which you have interfaced the FMIS data for the following:

i) Human Resources file interface with enterprise system (e.g. SAP).

ii) Fleet Client Billing interface to client’s finance system -- monthly.

iii) Cost Center, Hierarchy File, General Ledger account code file -- daily.

iv) Timesheet interface and Personal Mileage with payroll system.

v) Approved supplier list from Purchasing or Accounts Payable.

vi) Fuel card and transaction interfaces with fuel vendors and internal fuel system.

vii) Part catalog and price list interface with parts suppliers.

viii) E-commerce type interfaces.

(15) Telematics: The Contractor shall provide a telematics system with the following:

i) Track and Trace - The telematics system must provide passive or active tracking and the real-time data is transmitted via cellular network or satellite.

ii) Geofencing

iii) Vehicle Utilization – reports on use of vehicles including downtime (lack of use), average miles driven per day to understand those vehicles underutilized (and why) and those overutilized so MOH can balance the use of the entire fleet.

iv) Vehicle Diagnostics - Capture of vehicle Diagnostic Trouble Code (DTC) via connection to the OBDII (On Board Diagnostics II) port or JBUS (Joint Simulation

Bus) including:

● Odometer

● Engine Hours

● Malfunction Indicator Lights

● Diagnostic Trouble Codes

● Fuel Levels

● Vehicle Identification Number (VIN)

● Battery Voltage

● Oil Pressure

● Engine Oil Level

● RPM (Revolutions Per Minute)

● Idle Time / Stop Idle Time

● Lamp Status

v) Driver Monitoring:

● Speed Monitoring

● Harsh Braking

● Harsh Acceleration

● Harsh Turning

● Performance Monitoring

● Collision Alerts

vi) Hardware Warranty: The supplier shall provide a warranty period to cover the failure of the telematics device.

d) Project Management: MOH will assign a dedicated Project Manager to serve as a single point of contact to the project. MOH’s Project Manager will coordinate project inputs required by the

Supplier from MOH, including duties such as schedule coordination and management of MOH’s counterpart project team. The supplier needs to indicate if they will assign a Project Manager who will be the single point of contact for the supplier.

e) USAID implementation of section 508 of the Rehabilitation Act of 1973 and Federal Acquisition circular (FAC) 97-27 "Electronic and Information Technology Accessibility" mandatory reference is found at https://www.usaid.gov/sites/default/files/documents/1868/302mak.pdf. The offeror will complete and submit the Section 508 Compliant checklist as applicable and include it as part of the offer (or proposal). When responding to this solicitation, the offeror must check the applicable box for each item/product to indicate which product(s)/service(s) are compliant with each listed standard. By submitting an offer containing this Section 508 compliant checklist, the offeror is also claiming that all EIT products and services represented in the checklist that are less than fully compliant are offered pursuant to extensive market research, which ensures that they are the most compliant products and services available to satisfy this solicitation’s requirements. [Also see section D.5 &

D.6]

5. DELIVERABLES AND DELIVERABLES SCHEDULE:

A. Deliverables

The key deliverable under this contract is an efficient and fully functional FMIS. During the process, the

Contractor will provide the following reports apart from milestone deliverables as indicated in 5.B below.

1. Inception Report: The inception report will include a contract implementation plan that has been agreed upon with USAID, GoU/MOH and other key stakeholders on this project. The approved inception report will guide the project implementation activities.

2. Solution Design Report: The Report should document and reflect the approved user requirements that have been collected in consultation with all stakeholders. It should also outline a detailed change management strategy and approach that will guide the design and implementation of the FMIS.

3. FMIS blueprint: This will reflect the actual FMIS as it will appear at implementation. It should meet all the user requirements and information security controls.

4. System Configuration report: This should highlight all elements of the blueprint configured into a solution that is ready for testing. It should also include the system testing strategy.

5. System testing report that highlights the testing strategy that was followed as well as the exceptions.

6. Data Migration Acceptance Certificate that highlights the system migration, exceptions and reconciliation of all data received and migrated into the FMIS.

7. User training manuals: These should include step by step guidelines, manuals and user knowledge assessments.

8. Acceptance test report for Go-Live that includes a go-live strategy.

9. Software Implementation report that has been approved and signed off by MOH and USAID.

https://www.usaid.gov/sites/default/files/documents/1868/302mak.pdf

Implementation plan Requirements

Contractor must provide along-with the technical proposal a detailed implementation plan showing all the major tasks / steps / activities and time in months for the implementation of the new FMIS with a target completion within 21 months of award of the contract.

The implementation plan should include:

● Resources required from the customer and respective loading for each resource.

● Resources to be provided from the supplier side.

● Assumptions and dependencies used by the supplier.

● Project risks which may impact timeline, which may create cost overruns or impact scope and quality.

REPORTS

Summary table for required reports:

YEAR ONE

Report Due date

Final Annual work plan 30 days after award

Monthly Progress Report On the 5 th business day of the month to cover the prior month’s implementation.

Quarterly Progress Report (including a quarterly inventory report)

15 days after each award quarter

Quarterly VAT Reports 25 th of the month after the calendar year quarter end. For example, taxes and receipts for the period January to March are due April 25.

Annual VAT Report April 16, Per Clause D.14

Annual report Draft due 30 days before the end of the fiscal year. Final due 60 days after receipt of USAID comments to the draft.

YEAR TWO

Report Due date

Final Annual work plan 30 days before the start of the fiscal year

Monthly Progress Report On the 5 th business day of the month to cover the prior month’s implementation.

Quarterly Progress Report (including a quarterly inventory report)

15 days after each award quarter

Quarterly VAT Reports 25th of the month after the calendar year quarter end. For example, taxes and receipts for the period January to March are due April 25.

Annual VAT Report April 16, Per Clause D.14

Final report Draft due 60 days prior to the end of the contract. COR to provide comments within 2 weeks.

Due 30 days prior to contract end date.

Close out & Disposition Plan Draft due four (4) months prior to the contract end date. Final due three (3) months prior to contract end date. Due to COR and CO.

B. Deliverables Schedule

The schedule for delivery of submittals to the COR is as follows:

No.

Activity/Task

Deliverables/ Milestone

Acceptable Quality Standard Submission deadline

1 Contract kick off and inception meeting

Minutes of kick-off Meeting Signed system implementation contract Week 1 within

Month 1

2 Inception

Report

Including:

• Detailed project schedule

• Design Documents Plan

• Project Charter

• Data Migration plan

• Resourcing plans

• Project plan aligned with the clients project timelines

• Project team should meet qualification requirements defined by the client

• Scope in the charter should be aligned with client expectations and scope

• Approved project organizational structure.

• Detailed implementation work schedule acceptable to USAID

1 month from kick off

No.

Activity/Task

Deliverables/ Milestone

Acceptable Quality Standard deadline

3 Solution

Design

• FMIS solution design – including

• fuel management program and telematics

• Customization requirements

• Module Configuration

• System requirement specifications

• Detailed change management strategy including but not limited to a stakeholder matrix, communication and training plan for users of the FMIS

• User-training plan

• Requirements documentation including workflows for various processes and report templates

• Requirements traceability matrix clearly showing how the proposed design is addressing each of the solution requirements

5 Months from kick off

4 System Design • Approved System design document

• Complete system design (blue print) documentation

• Clear documentation of information security controls incorporated in the design

• Meets all signed off specifications and user requirements, approved by

MOH and USAID

7 Months from kick off

5 System

Development

• All Components • Working solutions installed/configured ready for testing

9 Months from kick off

6 System Testing • Component testing-

Approved system testing strategy (testing process and gates, resource plan

• Testing Pass – as defined by the testing strategy

• Action plan for closing pending issues

11 Months from kick off

No. Activity/Task Deliverables/ Milestone Acceptable Quality Standard deadline for testing, test plan, pass/fail criteria, etc.)

• Test cases clearly mapped on user requirements and system functionalities

7 Data Migration • Data Migration Acceptance

Certificate

• System extract/report for data migrated

• Reconciliation of data uploaded in FMIS with data provided/compiled for migration

12 Months from kick off

8 User training

(Management, Champions and

Technical)

• Application manuals, training manuals and other training artefacts

• User knowledge assessment results

13 Months from kick off

9 Final

Acceptance Test

& Go-live

Deployment

• Acceptance test report for Go-Live • User Acceptance Testing

(UAT) sign off by the end users

• Go-live support strategy.

15 Months from kick off

10 Stabilization

Period

• Monthly action taken report on bugs and other improvement report

• Closure and sign off of all open issues by go-live

• Timely closure of all issues logged post go-live

17Months from kick off

11 MOH Sign-off of FMIS

• FMIS sign off from MOH • Live system that meets all the user requirements documented under ‘3’ above

18 months from kick off

12 Post Go-live

Support

• Monthly status reports • Timely closure of all issues logged post go-live

20 months from kick off

13 Complete software

Implementation

• System Implementation report • Live system that meets all the user requirements documented under ‘3’ above Action plan for closure of any pending issue

21 Months from kick Off

14 Handover & close out

• Fully handover the System operations, administrations, and support to MOH

• MOH is proficient is operating the system in a sustainable way

Months 21-

6. KEY PERSONNEL

The United States Government does not intend to dictate the composition…