USAIDs Responses to Questions SOL 72061720R00012.pdf

72061720R00012 USAID/UGANDA FLEET MANAGEMENT ACTIVITY -USAID’S

RESPONSES TO POTENTIAL OFFERS’ QUESTIONS.

1. Will the fuel supplier allow interfacing and provide API details?

USAID’s Response: Offerors’ knowledge of the local/regional fuel suppliers should inform if this interface is allowable and if API details will be provided.

2. How many fuel suppliers are there?

USAID’s Response: Refer to sec 4.4 (Fuel Management) of the attached Assessment report (ANNEX A).

3. Will the insurance provider allow interfacing and provide API details?

USAID’s Response: Offerors' knowledge of the local/regional insurance providers should inform if this interface is allowable, and if API details will be provided.

4. How many insurance providers are there?

USAID’s Response: The vehicle insurance finding are explained in sec. 4.3.2 titled Key

Findings. Proposed solution as per the requirements must support multiple insurance providers.

5. How many registered users are expected to access the FMIS system?

USAID’s Response: Regarding MOH fleet management, five staff (Transport Officer, Mechanical Engineer, Permanent Secretary, Under Secretary and IT Officer) are expected to access the FMIS system in relation to fleet management. The proposed system should be flexible enough to allow for additional staff based on need.

6. Can USAID confirm how many personnel they are expecting to receive training?

USAID’s Response: The personnel expected to receive training for the FMIS should be as identified in question 5, depending on the solution provided, there may be a need to train the drivers, mechanics on any gadgets that maybe installed in the vehicles or in their possession (i.e fuel cards, key FOB, Antenna etc).

7. Is USAID aware that fleet telematics systems are predominantly subscription based models?

USAID’s Response: As stated in the solicitation, the offeror 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).

8. Can USAID confirm if the Ugandan MoH are expecting to take full ownership and software rights to the system after the 2 year period or are they considering a cloud based subscription services

USAID’s Response: Yes, MOH is expected to take over full ownership and responsibility for the software rights to the system.

9. Will USAID / Ugandan MoH provide the protocol access to the finance and HR systems that require integration

USAID’s Response: NO. As per the solicitation details, offerors should utilize an API to integrate with GOU/MOU systems.

10. Could you explain if / which other recommendations from the fleet assessment report have been accepted and are being implemented? We would like to understand how systems fits into the wider fleet improvement programme that might be ongoing. This can serve as inputs for the change management strategy and the Year One Draft

Implementation Work Plan

USAID’s Response: Please note that the information that was provided in the solicitation documents is considered sufficient to respond to this RFP.

11. The requirements for the Fleet Management Information System (FMIS) give the impression that MOH is looking for a modular systems with multiple features. The fleet assessment report also indicates that it may be advantageous to launch in a phased approach choosing the modules that will yield the best initial return on investment.

Does USAID Uganda and MOH anticipate that all modules will be adopted within 21 months timeframe? If not, do you welcome applications from FMIS who have some, but not all, of the indicated requirements?

USAID’s Response: The offeror is expected to 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 successful offeror is expected to completely respond to all the requirements stated in the SOW and fully implement the FMIS as per the delivery schedule included in the solicitation. Incomplete proposals will be rejected.

12. What is the delivery point for hardware?

USAID’s Response: The delivery point for the hardware is MOH. The FMIS application will eventually be hosted in a GOU data center as per NITA-U guidelines.

13. Will shipments be made to USAID in the USA? Or a USAID location in Africa/Uganda, or directly to the MOH?

USAID’s Response: Shipment/s will be made to USAID at MOH location in Uganda.

Please refer to Sec B.7 Inspection and Acceptance clause. The successful contractor will be provided necessary details appropriately.

14. Will the offeror/contractor be required to supply all hardware and spare parts from the

US to local subcontractors or can local subcontractor’s purchase the approved hardware and parts locally to complete their assigned tasks?

USAID’s Response: The clause at Federal Acquisition Regulation (FAR) 52.225-1

“Buy American-Supplies” is included in this solicitation and the Offeror/contractor and subcontractors shall comply.

15. Based on the preliminary vehicle list, it is likely that some of the vehicles will not produce all of the telemetry data specified in the requirements (due to outdated or unavailable ECMs). In that case, will the solution simply be asked to provide all available information?

USAID’s Response: The offeror’s proposed FMIS solution should accommodate both new and old models. The solution should support manual data entry for old models for key requirements. The successful contractor will consult with the stakeholders to determine the ‘must have’ data.

16. Does the USAID/UGANDA want us to host on their internal servers or if we can maintain our current hosting.

USAID’s Response: The final solution will be hosted in a GoU infrastructure/ data center as per NITA-U guidelines. NITA-U guidelines and additional information is available from their website at: https://ict.go.ug/about-us/agencies/nita-uganda/

17. What is the model and manufacturer of the e-card system? And is it required to integrate the e-card system with (FMIS)?

USAID’s Response: The offeror's proposed solution should be based on the current information provided in the solicitation.

18. Should the API connection to the Government ERP IFMIS be read-only or a read/write connection?

USAID’s Response: The FMIS as stated should be able to send and receive data via an API. The attributes of file access (read/Write) would be as per NITA-U guidelines and best-of- practice data security practices.

19. Do the fueling stations have online connectivity? Do the fuel stations have card reader capabilities in place?

USAID’s Response: Refer to sec 4.4 (Fuel Management) & sec 4.2.2 (Key Findings) of the attached Assessment report (ANNEX A)

20. Will we be able to look up fleet personnel in the HR database via an API or will we be provided with a static dataset from the HR database?

USAID’s Response: MOH will provide static dataset from the HR database/records.

21. What is the data format (csv, text, etc.) of the claims details that will be imported from the insurance provider? Should the importing process be automatic or manual triggered?

USAID’s Response: The proposed solution should support data formats (JSON, XML, YAML, CSV, etc.) that APIs commonly deal with. The transfer should support both manual as well as event triggered processes.

22. It was not clear to me whether you are interested in a cloud-based system or a desktop

(Windows) based application?

USAID’s Response: See response to question no. 16.

23. Do you need GPS interfacing functionality, or do you need interfacing to any other applications such as accounting applications?

USAID’s Response: The GPS interfacing is clearly explained in Section C, SOW. The FMIS should provide real-time location of the vehicle as provided by the GPS in the vehicle, and transmitted by proposed medium. The FMIS would then interface via the API with any other desired applications.

24. Kindly name the existing Ministry Of Health Systems to be integrated with the designed

FMIS?

USAID’s Response: The FMIS as per NITA-U guidelines must support integration with other GoU/MOH systems. One such system is the Integrated Financial management

Information System (IFMIS) which is an Oracle E-Business solution. Another system would be the current vehicle tracking system supplied by FMS Africa and described in the attached Assessment report (ANNEX A)

25. What are the existing Ministry Of Health Systems Key Data points?

USAID’s Response: The key data points can be derived based on the requirements and findings highlighted in the attached Assessment report (ANNEX A).

26. Do you want the Integration to be one way (From the designed FMIS to existing

Ministry of Health Systems) or two way (To and Fro the designed FMIS and existing

Ministry of Health Systems)?

USAID’s Response: The proposed FMIS should have a two way integration capability.

27. Do you have any existing specifications for APIs for the current Ministry Of Health

Systems? Kindly share them if you do.

USAID’s Response: See response to question no. 24

28. Which is your Preferred Hosting Option for the designed FMIS System? Cloud or On

Premise. Please confirm.

USAID’s Response: See response to question no. 16.

29. Where are the manual ecards for the vehicles physically located and are they accessible to the awardee of this contract?

USAID’s Response: MOH is still using paper logbooks that are accessible from either the transport office at MOH and/or Ministry of Work headquarters. Yes, the manual e-cards will be made available to the successful offeror.

30. How many “portals” does USAID envision having access to be capable of real time access as well as to reports on the utilization?

USAID’s Response: One portal supporting multiple users, and functionalities based on user access and security access level.

31. Can USAID clarify their desired Key Personnel as “Project Manager” OR “Project

Director” as currently there is a disconnect in the responsibilities/terminology as written in these two sections.

USAID’s Response: The role of the Project Director is clearly explained in section6.1 as providing overall strategic leadership and oversight. The role of the Project

Manager is explained in section 6.2 as being in charge of day-to-day activities of the project.

32. The solicitation states the technical proposal shall be 25 pages maximum. Does this 25 page limit include or exclude the cover page, table of contents and executive summary

USAID’s Response: Per Section E.1(b) the page limit of 25 includes the Cover page, Table of Contents, and Executive summary.

33. Are you open to receiving proposals for specific requirements? A detailed change management strategy is described as a key work requirement. Would you be open to receiving a proposal for this requirement specifically?

USAID’s Response: Per Section E.1.(b).3) USAID requires a comprehensive proposal to accomplish each of the tasks specified in the SOW; that includes change management strategy which is a separate CLIN though.

34. Is there an updated document for the “USAID Graphic Standards Manual and Partner

Co-Branding Guide” to support our efforts in pricing. The link provided in the document is not available.

USAID’s Response: The updated most current link is https://www.usaid.gov/sites/default/files/documents/1869/USAID_GSM-

02_04_2020.pdf.

35. Could you please tell me if the Combined Synopsis/Solicitation posted as solicitation number 72061720R00012 on FBO contains requirements similar to any work performed currently or in the past, or will this be a new requirement?

If possible, can you please provide the most recent contract or task order number?

USAID’s Response: This is a new requirement.

36. If you may, can you give an indication of your Budget range for this Project?

USAID’s Response: USAID policy (ADS 302.3.5.7) prohibits giving Government cost estimates or cost ranges in a competitive solicitation for commercial items and procurements other than cost reimbursement completion type contracts.

37. What happens after the software is built and deployed - is there a provision for ongoing maintenance and upgrades, after the 21 Months (Post-handover)?

USAID’s Response: USAID does not anticipate requirements for maintenance & upgrades after 21 months i.e. hand-over under this contract. However, solicitation includes at CLIN 00008, Task c.12, Operations and Maintenance (Optional Task); the offeror may provide. For clarity purposes, the contractor shall be responsible for all ongoing maintenance and upgrade/s to the software until final handover and acceptance by USAID.

38. If oral presentations are required, what location will they be conducted at? If Uganda, is the cost to travel to UG to provide those oral presentations reimbursable to the contractor?

USAID’s Response: Should oral presentations be required, it will be conducted in

Uganda. Offerors are reminded that 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 https://www.usaid.gov/sites/default/files/documents/1869/USAID_GSM-02_04_2020.pdf https://www.usaid.gov/sites/default/files/documents/1869/USAID_GSM-02_04_2020.pdf for costs incurred in the preparation and submission of a proposal or oral presentations.

39. As some services will be subscription-based costs, can USAID inform where in the pricing template such costs should be allocated?

USAID’s Response: It is for the offeror to appropriately allocate such costs to CLINs and be able to justify and explain in the budget narrative sufficiently.

40. Are you expecting a per unit cost for hardware or a consolidated pricing model?

USAID’s Response: A consolidated pricing model.