RFP_SOL-617-17-000021_Amendment_6.pdf

U.S. Agency for International Development US Mission Compound – South Wing 1577 Ggaba Road, Nsambya P.O. Box 7856 Kampala, Uganda

Tel: (256 - 414) 306-001 Fax: (256 - 414) 306-661 http://uganda.usaid.gov

International Address:

USAID/Uganda DOS/USAID, 2190 Kampala Place Washington DC 20521-2190 Tel: 202-216-6234

Issuance Date: July 12, 2017(original)

July 28, 2017 (Amendment 1) August 18, 2017 (Amendment 2) September 14, 2017 (Amendment 3) October 6, 2017 (Amendment 4) November 03, 2017 (Amendment 5) November 28, 2017 (Amendment 6)

Second Bidder’s Conference:

Deadline for registering to attend Bidder’s Conference: October 18, 2017, 4pm Uganda time Date and Time of Second Bidder’s Conference: October 19, 2017, 2-4pm Uganda time Location of Second Bidder’s Conference: Will be provided after registration

Deadline for Submission of 2nd Round of Questions: October 20, 2017, 10:00 am

Uganda time

Submission of Proposals:

Revised Closing Date for submission of proposals: January 15, 2017 Revised Closing Time for submission of proposals: 4:00 p.m. Uganda time

SUBJECT: Solicitation Number SOL-617-17-000021 Request for Proposals for an Enterprise

Resource Planning (ERP) Software System and Implementation Services for National Medical Stores (NMS)

Dear Sir/Madam:

USAID/Uganda is seeking proposals from qualified organizations interested in supplying an Enterprise Resource Planning (ERP) Software System and Implementation Services for National Medical Stores

(NMS).

In an effort to address all of the questions received, USAID/Uganda has added and changed a number of sections of the Request for Proposal. Offerors are encouraged to read this 6th Amendment to the RFP to learn more about revised technical requirements. In addition, in recognition of the difficulty in defining clear deliverables, USAID/Uganda has changed the contract type to cost plus fixed fee completion type.

Offerors are encouraged to carefully read all instructions and terms and conditions included in all sections of this revised RFP.

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 15 apply.

USAID anticipates awarding a five-year performance-based completion-type Cost-Plus-Fixed-Fee

OFFICE OF ACQUISITION AND ASSISTANCE

USAID/UGANDA

PLOT 1577 GGABA ROAD

KAMPALA, UGANDA

Email: KampalaUSAIDSolicita@USAID.gov

1. THIS CONTRACT IS A RATED ORDER RATING PAGE OF

3 of

PAGES

UNDER DPAS (15 CFR 700)

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED

SEE COVER PAGE

6. REQUISITION/PURCHASE NUMBER

SEALED BID (IFB)

NEGOTIATED (RFP)

7. ISSUED BY

CODE 617 8. ADDRESS OFFER TO

(If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

9. Sealed offers in original and Electronic only copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in n/a until (see Cover Letter and section L.7 for date and time).

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All Offers are subject to all terms and conditions contained in this solicitation.

A. NAME B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

AREA CODE

+256-414

NUMBER

306-001

EXT.

6623 KampalaUSAIDSolicita@USAID.gov

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES

X B SUPPLIES OR SERVICES AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT X J LIST OF ATTACHMENTS

X D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE

X F DELIVERIES OR PERFORMANCE

X G CONTRACT ADMINISTRATION DATA X L INSTR., CONDS., AND NOTICES TO OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS X M EVALUATION FACTORS FOR AWARD

X K REPRESENTATIONS, CERTIFICATIONS AND OTHER 69

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within __250______ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%) (See Section I, Clause No. 52-232-8)

14. ACKNOWLEDGEMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated:

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 15A. NAME AND

ADDRESS

OF OFFEROR

(Type or print)

15B. TELEPHONE NUMBER 17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT. 15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM REF SECTION G.5 (4 copies unless otherwise specified)

10 U.S.C. 2304(a) ( ) 41 U.S.C. 253(c) ( )

24. ADMINISTERED BY (If other than Item 7) 25. PAYMENT WILL BE MADE BY

CODE

CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

Nancy Kleinhans

27. UNITED STATES OF AMERICA

28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

(Signature of Contracting Officer)

(REV. 9-97)

10. FOR INFORMATION CALL:

Liz Nabasirye

11. TABLE OF CONTENTS

STANDARD FORM 33

SOLICITATION, OFFER AND AWARD

SOLICITATION

OFFER (Must be fully completed by offeror)

AWARD (To be completed by Government)

N/A

SOL-617-17-000021 REQ-617-16-000009

X mailto:KampalaUSAIDSolicita@USAID.gov mailto:KampalaUSAIDSolicita@USAID.gov

RFP No: SOL-617-17-000021

ERP SOFTWARE AT NMS

TABLE OF CONTENTS

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

B.4 BUDGET

B.5 INDIRECT COSTS

B.6 COST REIMBURSABLE

B.7 PAYMENT OF FIXED FEE

B.8 MULTI-YEAR CONTRACT

SECTION C - STATEMENT OF WORK

A. PROJECT STATEMENT OF WORKS

B. FUNCTIONAL LANDSCAPE AND TECHNICAL ARCHITECTURE REQUIREMENTS

C. THE IMPLEMENTATION METHODOLOGY

D. IMPLEMENTATION APPROACH AND PROJECT TIMELINES

E. PROJECT DELIVERABLES SCHEDULES

F. DELIVERABLES ACCEPTANCE CRITERIA

G. OPERATIONS & MAINTENANCE

H. DATA MIGRATION REQUIREMENTS

I. TRAINING REQUIREMENTS

J. GOVERNANCE

K. DOCUMENTATION REQUIREMENTS

L. ROLES AND RESPONSIBILITIES

SECTION D - PACKAGING AND MARKING

D.1 752.7009 MARKING (JAN 1993)

D.2 BRANDING AND MARKING POLICY

D.3 BRANDING STRATEGY

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E.2 INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 REPORTS AND PERFORMANCE OBJECTIVES OR OUTPUTS

F.5 DELIVERY SCHEDULE FOR REPORTS/PERFORMANCE OBJECTIVES

F.6 KEY PERSONNEL

F.7 TECHNICAL APPROVAL REQUIREMENTS

F.8 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE DOCUMENTS (SEP

2013) 62

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

G.2 ADMINISTRATIVE CONTRACTING OFFICE

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.4 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.5 PAYING OFFICE

G.6 ACCOUNTING AND APPROPRIATION DATA

G.7 INVOICING INSTRUCTIONS

G.8 CONTRACTOR’S PRIMARY POINT OF CONTACT

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

H.2 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES (JAN 2002)

H.3 DEFENSE BASE ACT (DBA) INSURANCE FOR 2015-2020

H.4 AUTHORIZED GEOGRAPHIC CODE

H.5 LOGISTIC SUPPORT

H.6 CONSENT TO SUBCONTRACT

H.7 752.229-71 REPORTING OF FOREIGN TAXES (JULY 2007)

H.8 752.222-70 USAID DISABILITY POLICY (DEC 2004)

H.9 752.245-71 TITLE TO AND CARE OF PROPERTY (APR 1984)

H.10 752.7007 PERSONNEL COMPENSATION (JULY 2007)

H.11 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.12 INFORMATION TECHNOLOGY REQUIREMENT

H.13 MANAGEMENT OF INFORMATION TECHNOLOGY RESOURCES

H.14 VALUE ADDED TAX AND CUSTOMS DUTIES

H.15 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION REQUIREMENTS (APR 2014)

H.16 NONEXPENDABLE PROPERTY AND INFORMATION TECHNOLOGY RESOURCES

H.17 LANGUAGE REQUIREMENTS

H.18 EMPLOYMENT COSTS OF THIRD COUNTRY NATIONALS AND COOPERATING COUNTRY

NATIONALS

H.19 752.222-71 NONDISCRIMINATION (JUNE 2012)

H.20 ELECTRONIC PAYMENTS SYSTEM

H.21 BUSINESS CLASS TRAVEL

H.22 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR ACQUISITION (JULY 2014)

H.23 USAID-FINANCED THIRD-PARTY WEB SITES (AUG 2013)

H.24 752.231-72 CONFERENCE PLANNING AND REQUIRED APPROVALS (AUG 2013)

H.25 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL) (OCT 2014)

H.26 752.231-71 SALARY SUPPLEMENTS FOR HG EMPLOYEES (MARCH 2015)

H.27 ALLOWABLE USG FUNDING SUPPORT FOR GOU ENTITIES AND STAFF

H.28 ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY (MAY 2016)

H.29 SOFTWARE LICENSE ADDENDUM (MAY 2016)

H.30 USE OF INFORMATION TECHNOLOGY NOTIFICATION (MAY 2016) (DEVIATION NO. M/OAA-DEV-

FAR- 16-1C)

H.31 ADS 302.3.5.16(A)(3) CONDOMS (ACQUISITION) (SEP 2014)

H.32 ADS 302.3.5.16(A)(4) PROHIBITION ON THE PROMOTION OR ADVOCACY OF THE LEGALIZATION

OR PRACTICE OF PROSTITUTION OR SEX TRAFFICKING (SEP 2014)

H.33 ADS 302.3.5.16(A) (2) CONSCIENCE CLAUSE IMPLEMENTATION (FEB 2012)

H.34 752.7101 VOLUNTARY POPULATION PLANNING ACTIVITIES (JUNE 2008)

PART II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I.2 52.203-13 CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT (OCT 2015)

I.3 52.203-19 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS (JAN 2017)

I.4 52.216-24 LIMITATION OF GOVERNMENT LIABILITY (APR 1984)

I.5 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

I.6 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

I.7 752.245-70 GOVERNMENT PROPERTY—USAID REPORTING REQUIREMENTS JULY 1997

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS INCLUDED

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

K.3 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (JAN 2017)

K.4 INSURANCE - IMMUNITY FROM TORT LIABILITY

K.5 52.204-3 TAXPAYER IDENTIFICATION (OCT 1998)

K.6 52.209-2 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS—

REPRESENTATION (NOV 2015)

K.7 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT 2015)

K.8 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)

K.9 52.209-11 REPRESENTATION BY CORPORATIONS REGARDING DELINQUENT TAX LIABILITY OR

A FELONY CONVICTION UNDER ANY FEDERAL LAW (FEB 2016)

K.10 52.215-6 PLACE OF PERFORMANCE (OCT 1997)

K.11 52.222-56 CERTIFICATION REGARDING TRAFFICKING IN PERSONS COMPLIANCE PLAN (MAR 2015) 106

K.12 52.222-38 COMPLIANCE WITH VETERANS EMPLOYMENT REPORTING REQUIREMENTS (FEB

2016) 107

K.13 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (OCT 2015)

K.14 52.230-7 PROPOSAL DISCLOSURE--COST ACCOUNTING PRACTICE CHANGES (APR 2005)

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

L.2 ADS 302.3.5.16(A)(1) CONSCIENCE CLAUSE IMPLEMENTATION (ACQUISITION) – SOLICITATION

PROVISION (FEB 2012)

L.3 52.216-1 TYPE OF CONTRACT (APR 1984)

L.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

L.5 GENERAL INSTRUCTIONS TO OFFERORS

L.6 SUBMISSION/DELIVERY INSTRUCTIONS

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

L.8 ORAL PRESENTATIONS

L.9 COST PROPOSAL INSTRUCTIONS

L.10 INSTRUCTIONS FOR THE PREPARATION OF BRANDING AND MARKING PLANS

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

M.2 EVALUATION CRITERIA

M.3 COST PROPOSAL EVALUATION

M.4 DETERMINATION OF THE COMPETITIVE RANGE AND CONTRACT AWARD

M.5 SOURCE SELECTION

M.6 CONTRACTING WITH SMALL BUSINESS CONCERNS AND DISADVANTAGED ENTERPRISES

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of the contract is to supply and implement an Enterprise Resource Planning (ERP) Software System in National Medical Stores, enabling a seamless exchange of information within the organization, as well as to train users on the system as detailed in Section C.

B.2 CONTRACT TYPE

This is a performance-based completion-type Cost-Plus-Fixed-Fee (CPFF) contract. For the consideration set for the below, the Contractor will provide the performance objectives or outputs described in Section C and F, in accordance with performance standards specified in Section E.

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

(a) The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is $(To Be Determined)TBD. The fixed fee, if any, is $TBD. The estimated cost plus fixed fee, if any, is $TBD.

(b) Within the estimated cost plus fixed fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is $TBD. The Contractor must not exceed the aforesaid obligated amount in accordance with the Limitation of Funds Clause, FAR 52.232.22.

(c) Funds obligated hereunder are anticipated to be sufficient through TBD.

B.4 BUDGET

No. Description Total US$ 1 Labor and Fringe 2 Travel, Transport and Per diem 3 Equipment, Supplies, Software Costs 4 Other Direct Costs 5 Subcontracts 5 Indirect Costs 6 Fixed Fee Total Estimated Cost $ TBD

B.5 INDIRECT COSTS

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs will be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type Period

TBD TBD TBD TBD TBD

Base of Application: TBD Type of Rate: TBD Period: TBD Source: TBD

B.6 COST REIMBURSABLE

The U.S. dollar costs allowable will be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment (June 2013), FAR 52.216-8, Fixed Fee (June 2011), and AIDAR 752.7003, Documentation for Payment.

B.7 PAYMENT OF FIXED FEE

Payment of fixed fee will in accordance with FAR 52.216-8.

B.8 MULTI-YEAR CONTRACT

All contract CLINs under this award are considered non-severable and constitutes a multi-year contract as defined in FAR 17.103. Therefore, this contract is subject to the requirements of FAR 17.106. In the event that the Government cancels requirements for services in subsequent program years under this contract, the following conditions will apply: [Amount and dates to be filled in at time of award]

Cancellation Dates:

Contract Year 2: DATE TBD, 2018 Amount: $1 Contract Year 3: DATE TBD, 2019 Amount: $1 Contract Year 4: DATE TBD, 2020 Amount: $1 Contract Year 5: DATE TBD, 2021 Amount: $1

Cancellation Ceiling:

This is a CPFF type contract where the Contractor is authorized to be reimbursed for all costs which are allowable in accordance with FAR 52.216-7, “Allowable Costs and Payment (June 2013).” Therefore, the Contractor will not incur any costs which would have been amortized over the life of the contract should the contract be cancelled in accordance with FAR 52.217-2, “Cancellation under Multiyear Contracts (October 1997).” Therefore, the cancellation ceiling for each cancellation date is provided above.

[END OF SECTION B]

SECTION C - STATEMENT OF WORK

1. BACKGROUND

On August 25, 2016, the Uganda Ministry of Health (MOH) requested the United States Government (USG) to gap-fill national anti-retrovirals drugs requirements valued at $8.6 million during fiscal year (“FY”) 2016 and 2017. In preparation for providing the requested antiretroviral drugs (ARVs), the USG conducted a limited scope assessment of the supply chain system for ARVs in the public sector in October-December, 2016. On February 15, 2017, the USAID Mission to Uganda signed an Implementation Letter (IL) with the Government of Uganda (GoU) to establish the terms and conditions for the transfer, warehousing, distribution, tracking and reporting on the $8.6 million worth of USG-funded ARVs to be provided to the public sector through the National Medical Stores (NMS). Providing USAID commodities to the NMS has provided the Agency with the opportunity to help optimize NMS’ supply chain system and significantly further its health impact.

National Medical Stores is established as a government corporation by an act of Parliament Cap 207 (1993). The object of the corporation is to ensure for the national and public benefit:

• the efficient and economical procurement of medicines and of certain other medical supplies of good quality primarily to the public health services;

• the secure, safe and efficient storage, administration, distribution and supply of the goods, having regard to national needs and to the special nature of the goods in question in accordance with the national drug policy and the national drug authority;

• the establishment and maintenance of systems to ensure the quality of goods supplied;

• the estimation of current and future needs as a basis for procurement planning and for budgeting by the corporation itself and the Ministries concerned;

• the proper performance of additional tasks as may be accepted by the board as complementary or necessary to the performance of its primary functions, and are entrusted to the corporation by regulation.

The nature of NMS’ business is primarily logistics and supply chain management of human medicines (pharmaceuticals) and related health supplies. The business entails many stakeholders primarily Ministry of Health in charge of all policy matters regarding health in Uganda, Ministry of local government in charge of all the districts whose public health facilities receive supplies from NMS; development partners (Donors and Civil Society) that compliment Uganda Government to fill the unmet needs such as funds, supplies and others resources. Other key stakeholder from government are: Ministry of Finance and Economic Planning which coordinates matters of government funding, and grants that are destined to NMS; National Drug Authority that controls the quality of medicines in the country and others.

NMS currently has a turnover of over 700 billion Uganda Shillings (UGX) worth of supplies handles through its system per year. The contribution of government of Uganda is about Ugx220 billion while the rest is shared out by different development partner key among them being GAVI, Global Fund, USAID, UNICEF and others. The supplies are distributed to over 2000 health facilities structure by level of care in all districts across the entire country. The supplies comprise of a stock range of more than 2000 individual items classified by Extra Vital, Vital, Essential and Necessary. Each health facility is allocated an annual budget against which they make annual procurement plans that are supplied by NMS on a cycle basis.

Most donor funded supplies may be handled in the cycle system or a parallel program depending on the specific arrangement between the partner and government/NMS.

NMS has a total of 230 contract staff mostly stationed at the head office at Plot 4-12 Nsamizi Road, Entebbe. The corporation also has customer care regional offices in Kampala, Mbale, Soroti, Moroto, Gulu, Arua, Hoima, Fort Portal and Mbarara.

USAID engagement with NMS is primarily to offer support towards strengthening of national health management systems and additional support towards covering of unmet needs especially in the area of ARV supplies. The NMS procures stores and distributes health commodities for the public sector in Uganda. With the help of the global donor community, NMS also receives donated commodities and assistance to ensure that its mission is successful. The NMS is International Organization of Standardization (ISO) 9001 certified and operates under established supply chain processes. However, its information systems (MACS and SAGE) are antiquated and neither integrated nor interoperable resulting in lost opportunities to maximize impact on health. Further, NMS’ supply chain systems are under increasing pressure to improve performance as donated commodities to the public sector are increasing.

In order to ensure accountability of increasing medical drugs and supplies to the public sector and to strengthen national systems for improved supply chain management, the GoU has requested and USAID/Uganda has agreed to establish a complete and integrated ERP software package that includes all supply chain management data for NMS and eventually all districts, hospitals, and health centers in Uganda. The new ERP software will replace the current MACS and SAGE system.

Within the current Sustainable Use of Health Systems PAD Implementation Plan, the ERP software system activity corresponds to the systems strengthening initiatives that seek to enhance institutional integrity and promote sustainability. This activity will serve outcome # 3 from the PAD– improved organization and management of service delivery. This activity will also align with the forthcoming Health Systems Strengthening Project currently in design. This activity will be authorized under the Development Objective (DO) 3: Key systems more accountable and responsive to Uganda’s development needs. The activity will attribute to the following IRS: 3.3 – Key elements of the systems strengthen; 3.4

– The enabling environment that supports functional systems improved; and 1.3 – Enhanced prevention and treatment of HIV, malaria and other epidemics among the most vulnerable.

1. ACTIVITY DESCRIPTION

The purpose of the activity is to support the implementation and effective operations of an Enterprise Resource Planning (ERP) software system at NMS that will provide a more seamless exchange of information within the organization. This activity consists primarily of selecting and procuring ERP software and associated modules, and its database management system, providing training, and implementation services, which will ensure an integrated and interoperable software system that strengthens the management of the NMS’ supply chain, all the while, providing operations and maintenance services, throughout the life of the contract. In order to ensure accountability of public health commodities and to strengthen national systems for improved supply chain management, USAID/Uganda has proposed to establish a complete and integrated ERP software package that includes all supply chain management data for NMS and will allow health facilities to order and track receipts and budgets on line.

The hardware components for the ERP system will be procured under a separate contract.

The continued Operations and Maintenance of the ERP will be procured under a separate contract.

The contractor will provide a complete ERP software package for all business functions at the level of the NMS (Entebbe) and to allow for online ordering of all health commodities ordered by health facilities around the country.

The contract will take place over four phases, Phase I will start with the development of a project management plan. This project will be managed in an Agile/Waterfall hybrid methodology. Please see Attachment 5 for illustrative project management plan minimum requirements, as it relates to the agile methodology for the development lifecycle of the project.

Upon approval of the project management plan, and the Scrum backlog, Phase I will continue with the selection of the core ERP solution and required modules. It will conclude with the installation, configuration, and roll out of the core ERP solution plus, at minimum, three core modules. These modules will be selected based on priority.

Phase I will include a pilot test of the core ERP + installed modules, in 6 health facilities. The 75 user’s licenses at the NMS will be provided during Phase I. This will be considered the Minimum Viable Product (MVP) and, as such, shall be ready for deployment, training, and usage. The overall objective is to develop this project in an incremental fashion, starting with the MVP’s release. All subsequent releases shall add continued value to the solution in a fully functional and deployable format.

The contractor will establish an office presence in Kampala and a Helpdesk Center Operations service that will provide a single point of contact for all applications-related incidents and service requests nationwide. Overall systems stabilization, defect resolution, system maintenance, user administration and end-user problem resolution, availability and performance issues, etc. will be tracked through the Helpdesk Center Operations. The Helpdesk Center will be considered a core module to the overall ERP solution. It is expected that phase one shall be completed by 18 months.

Phase II will continue with the integration, configuration, testing and training of the remaining modules.

This will include the expansion of the planning, forecasting, ordering and receipt functionality, to approximately 65 large facilities, countrywide, including all regional referral hospitals (reference Attachment 2). The 65 health facilities will be determined after the Uganda Health Supply Chain (UHSC) activity conducts a rapid needs assessment. All selected sites will be based where RxSolution and Web-based ARV Ordering System (WAOS) have been installed and functioning previously.

RxSolution is an inventory software system that tracks commodities at the facility level while the WAOS is a software system that supports the ordering of ARVs and cotrimoxazole. This phase is anticipated to last 18 months.

Phase III will include the expansion of the receipt and order function or ‘self-service’ to 550 health facilities or health districts. Health districts may use the ERP to consolidate orders for and from health facilities within the district that, for hardware or connectivity reasons, cannot use the ERP software system directly. With the exception of the 13 regional referral hospitals, the 550 health facilities or districts where the ERP will be installed have not been identified. The eventual selection will be based on ‘volume’ i.e. a relatively large number of ART patients, ‘ease’ i.e. those not requiring considerable additional investments in hardware or connectivity, and, ‘representativeness’ i.e. a balance between district hospitals, health center IV’s and health center III’s. It is expected that this phase will take 12 months, completing in year 4.

Phase IV will include the expansion of the receipt and order or ‘self-service’ function to 650 additional health facilities or health districts. Cumulatively, this means 1,200 facilities over the life of the contract.

Health districts may use the ERP to consolidate orders for and from health facilities within the district that, for hardware or connectivity reasons, cannot use the ERP software system directly. The selection of the 650 facilities will be based on facilities that are currently ordering HIV commodities via WAOS. The final selection will be defined in the Annual Work Plan. This phase is expected to last 12 months.

2. PROJECT REQUIREMENTS

A. PROJECT STATEMENT OF WORKS

This Contract includes the following components of work to be executed by Contractor in order to fulfill the objectives of the proposed ERP system.

1. Detailed Functional Requirement Study, System Requirements Study and System Design.

2. Selection, Supply, Installation, Implementation, Configuration, Customization, Integration and testing of Enterprise Resource Planning (ERP) system together with relevant database, licenses and, requested modules, and other software in conformance to industry standards.

3. Data Migration of Legacy Data.

4. Training of users for effective use of the system including providing site implementation and user training in project years one through five. Continued Operations and Maintenance activities throughout the five year contract.

5. Adherence to Implementation Plan and Project Governance Structure.

6. Create and update documentation of the ERP system and this project.

1.0. Detailed Functional Requirement study, System Requirements Study and System Design

1.1 Detailed Description of Requirements and Features

a. The contractor must prepare and regularly update an Integrated Project Plan and schedule for the entire project that covers detailed tasks which are intended to be performed as part of the project.

b. The roles and responsibilities for the project team along with support arrangements that are expected from NMS need to be jointly arrived at and have to be signed off between the NMS, contractor and

USAID.

c. The contractor must prepare and submit an Inception Report, which will serve as the foundation document for all activities related to the project. Additionally, the Inception report must cover the risks the contractor anticipates and the plans they propose towards mitigating those risks.

d. The acceptance of the Inception Report by NMS and USAID Uganda, is necessary before proceeding to the next stage of the project.

1.2 Project Preparation

A detailed project charter including the detailed integrated project plan, indicating all activities with resources required, their roles and responsibilities and time schedule of milestones and deliverables needs to be prepared at the start of the project and submitted to NMS and USAID for approval.

The project charter should also contain detailed project description, approach and methodology, milestones, deliverables, project organization, roles and responsibilities to include collaboration with organizational change IP (Implementation Partner), communication plan, staff change procedures, project risks and mitigation plans, dependencies, escalation procedures etc.

The project charter should be accompanied by a detailed program for installing and implementing the ERP system covered under this statement of work. The project management software must include the ability to create GANTT charts or any suitable format identifying key phases in various stages of the project.

1.3 Requirements Gathering and Analysis

A high-level analysis of processes has already been done and functional requirements have been identified. The Functional Requirements as envisaged for this project are referred in the Attachment 1.a and 1.b.

a. At a minimum the following functionality should be considered as part of the ERP implementation:

• Financial Management (to include general ledger, accounts payable, accounts receivable, cash management, cost accounting, activity-based cost accounting and asset management),

• Warehousing and Inventory

• Sales and Marketing/ Order Fulfilment,

• Procurement,

• Product Catalog incorporating GS1 Healthcare standards,

• Transportation,

• Customer Care,

• Human Resource,

• Quality Assurance,

• Audit/transactional logging,

• Risk Management,

• Performance Management,

• Business Intelligence & Reporting to include but not limited to:

o Supplier Performance Management Dashboard, o Order fulfillment dashboards, o Forecasting and supply planning dashboards, o Financial dashboards, and o Performance management dashboards

• Interoperability with:

o Local financial systems: IFMS and E-Tax o NITA-U regulations for compliance purposes o Ugandan hospitals and health facilities to capture stock levels, average monthly consumption and stock requisitioning (data elements will be provided in the functional requirements attachment 1.a) o A global data synchronization network for standard product details and global location numbers (entity/facility locations) and product serialization o Global donor systems to provide further traceability of donated product and aid global forecasting and supply planning for donated products

• Help Desk Management o Create, update, track, maintain, and manage help desk tickets o Allow for the creation, follow-up, and response to tickets via direct entry as well as email o Allow for the tracking of incident, responses to incident, opening and closing of incidents.

o Allow for the prioritization of incidents.

o Allow for integration of ticketing system with third party applications via an fully documented and configurable API.

b. The contractor needs to review the document, and must consult with USAID and NMS wherever necessary, to obtain more details on the requirements of the project. The contractor must conduct a detailed Functional Requirements gathering and prepare a Functional Requirements Specification (FRS) document. The contractor must obtain a separate sign-off for the final FRS by NMS and USAID. See Attachment 1B for more details.

c. The contractor must conduct comprehensive discussion with NMS (or its representatives) and subsequent analysis to ensure that each of the requirements captured during the FRS are covered in the requirements analysis and are later captured in the ERP system. This analysis will be recorded in a requirements traceability matrix and used in the selection of the core ERP, modules, and associated database management system as well as during the testing process for quality assurance of the system.

d. The contractor must map the Functional Requirements to the proposed ERP system and analyze the existing gaps between the Functional Requirements and the functionalities provided by the ERP system. The contractor should identify the customization requirements for the implementation.

e. The contractor must ensure that the ERP system would require the use and management of unique user IDs and passwords for authentication purposes and digital signatures and/or biometric as applicable in the future. The system should ensure sensitive data cannot be accessed, lost or changed without permission through system security measures. See Attachment 1B for more details.

Activities conducted as part of this task will result in the project deliverable “ERP - Functional Requirements & Software Requirement Specifications” (SRS) document, which must detail the requirements of the complete solution up to the last possible detail.

1.4 System Design

a) The contractor must prepare a comprehensive Systems Architecture and Design documents for the

ERP System after conducting a comprehensive analysis of the requirement for ERP System in NMS.

This design should include Solution Architecture, Security Architecture, Disaster Recovery Architecture, etc. for the ERP system.

b) The Architecture document should give the complete architecture of the proposed ERP system. The documents including, but not limited to the following, must be submitted for a sign-off.

i) Application Functional architecture

ii) Format of all input screens including data entry requirements

iii) Format of all reports that would be generated by the ERP system

iv) Access control mechanisms, data security and audit trails to ensure that databases are not tampered with or modified by unauthorized users, and

v) Disaster recovery and data loss prevention to ensure continuity of operations.

c) Build a complete audit trail of all transactions for (e.g. add, update and delete) using transaction log reports, so that errors in data, intentional or otherwise, can be traced and reversed. The most appropriate level of security commensurate with the value to that function for which it is deployed must be chosen. Access Controls must be provided to ensure that the databases are not tampered with or modified by the system operators. Transaction log should be able to be sorted in order to easily trace transaction types, system module, user ID, user location, date and time to name a few.

Implement data security to allow for changes in technology and business needs. Based on the requirements analysis conducted above, the contractor must develop a comprehensive ERP System.

d) Design and Implementation of the System Architecture: The contractor must be entirely responsible for the architecture of the system implemented to satisfy all features, functions, performance and security as described in this document including sizing of the required procured hardware. System architecture description provided in this document is for reference only. The contractor should ensure all possible and required improvements.

e) The ERP system design must require the minimal installation, if at all, at the end user, besides the

Internet Browser. The ERP system should be able to support all latest common browser versions (such as Microsoft Edge, Mozilla Firefox, google Chrome, Safari, etc.). NMS will use some existing computer equipment, so the ERP system should also be able to accommodate older browser versions as well. The contractor must consider users’ inputs when they are finalizing all design components including user interfaces, mode of data entry, storage and retrieval, outputs reports, queries and the application design as a whole. A subset of data will come from other non-integrated data systems to include stock level, average consumption and order requisitions, Advanced Shipping Notices (ASNs) from donor supply chains and country systems such as finance and quality assurance. The contractor must ensure ERP is interoperable and able to extract, transform and load (ETL) from these other systems.

f) The contractor must provide Plans for User Acceptance Tests (UAT) and System Integration Tests (SIT) including Performance Tests (PT) to NMS and/or its designated Third-Party Audit Agency (TPAA) and make the necessary changes to ERP configuration to optimize performance.

g) The contractor must be responsible for making sure that all the above considerations are adequately met. The contractor must deliver an architecture document covering the above aspects.

h) The contractor must make necessary provisions for management reports, dashboards, business intelligence tools, SMS gateway and data migration in line with the expectations of users provided in the functional requirements.

i) The contractor must prevent data loss within the ERP. The contractor must have a tested data recovery plan to ensure the continuity of operation.

j) The contractor must provide four separate instances of the ERP before the MVP ‘Go-Live.’ The contractor will work to configure and customize the tool in a Development instance (the developer’s local machines), complete system and user testing in a Test instance, complete user acceptance and demos in Staging instance, and the Production instance will be the final deployment. After all modules have gone into Production and the work is scaled down to basic maintenance and change control, the number is instance can be reduced to three, Development, Test and Production. The contractor shall use some form of source control to protect code from damage or loss;

USAID/Uganda and NMS shall have access to the source control. In addition, the contractor shall use a bug and feature tracking system to help manage the change control process.

1.5 Business Process Mapping

The contractor will perform a business study and prepare business design documents with required process re-engineering, process enhancements and gap-fitment analysis to map all business requirements of NMS in the ERP system. The contractor is expected to conduct workshops, give detailed presentations on the Business Design, which will include the gap analysis and specific recommendations for adoption and sustainment of new improved business processes by NMS.

A project governance structure, with adequate representation from all the stakeholders, will be convened by the Contracting Officer’s Representative (COR) to review the recommendations of the contractor and accord necessary approval for the Business Design report and Business Process Re-engineering measures to be adopted.

Business Design objective, approach and methodology should ensure the following four steps:

a) Simplification and Standardization of Processes: The processes of all departments need to be simplified into logical steps. All processes need to be depicted into simple flow diagrams with clear linkages. This will help in reviewing some of the old manual practices in view of the integrated system scenario of the future. The contractor also needs to explore and recommend the standardization of processes across all lines of businesses/departments.

b) Elimination of Redundant and Non-Value Adding Processes: After simplifying the processes, all processes are to be reviewed to eliminate the redundant steps and practices. Non-availability of information across the departments results in repetitive and redundant activities in a manual work environment.

c) Value Addition: After eliminating the redundant processes, the re-engineering of processes need to be done keeping in view the standard best available processes/ practices available in the proposed ERP system software. The primary objective of this step is to enhance functional efficiency and process performance. This is the most important phase which will have a strong bearing on the overall performance of the final solution.

d) Configuration: After finalizing the To-Be process map, configuration through standard ERP system to be done. Configuring the To-Be processes in the system should be able to address all the defined requirements. The contractor must submit a Business Design document covering complete requirement to the COR.

2.0 Supply, installation, implementation, configuration, customization, integration, testing and documentation of Enterprise Resource Planning system together with relevant database, modules, licenses and other software in conformance to Industry standards.

The contractor must deploy a dedicated team experienced in installation, configuration, customization, integration and testing, implementation, deployment and documentation of the proposed ERP system.

Preferably, minimal customizations should be made to the ERP modules. This is important to ensure that future upgrades, enhancements and bug fixes are not impacted. Every custom development must be documented in detail and the code / script should be properly annotated with comments. The steps are:

a) The contractor must configure the specific ERP modules, third party bolt-on applications, development of interfaces wherever and whenever necessary.

b) The contractor must ensure that the proposed ERP system provides adequate interfacing mechanisms (both at the application and data level) with a view to integrate future applications of NMS. Such interfaces must follow industry standards such as Application Programming Interface (API’s) and web services.

c) The contractor must supply and install the application, configure database, related software, and integration tools, along with the customized source code and requisite perpetual licenses for the ERP. The contractor must also describe and document the process to be followed for installing and operating the same in a system administration guide.

d) The contractor must design the hardware configuration in line with contemporary principles and ensure that it comprises various servers including database, application, web servers etc. The hardware for the project will be provided. FBO Solicitation # SOL-617-17-000023

(https://www.fbo.gov/index?s=opportunity&mode=form&id=7a1975836c8becb4acc5530e3c88ef 4c&tab=core&_cview=1) provides the specification of the available hardware.

e) The contractor must consider stakeholder inputs when they are finalizing all processes including user interfaces, mode of data entry, storage and retrieval, output reports, queries and the application design as a whole.

f) The contractor must provide Plans for User Acceptance Tests (UAT) and System Integration Tests (SIT) including Performance Tests (PT) to NMS and USAID Uganda, and make the necessary changes to the ERP configuration to optimize performance.

g) The contractor must ensure that granularity is built in the ERP application modules, sub modules and individual functionalities so that these functionalities can be enabled or disabled through the application administrator as per requirement.

h) The system must possess easy-to-use user interfaces, enabling users to perform tasks with a minimum of clicks, maximum select options and provide suitable short-cuts wherever possible and guided through screens.

i) The contractor must create and enable straightforward management for all necessary data standards, master files and data governance for the proposed ERP. This will include ensuring the ERP is able to capture, display and report using GS1 standard classification, naming, attributes and barcoding data. Because not all commodities entering NMS will be GS1 compliant, the system must accommodate both compliant and noncompliant details.

2.1 Compliance to Standards

a) The contractor must ensure English language support and other relevant standard formats for display, printing and transmitting of data.

b) The contractor must ensure that the ERP technology components adhere to flexibility, interoperability, usability, availability, manageability, security and integration standards.

c) The contractor must ensure adherence to all relevant standards as defined and notified by the National Information Technology Authority of Government of Uganda (NITA-U).

2.2 Reference Architecture

The contractor must ensure that the solution and technology architecture of the ERP application is designed to meet the requirements as described in Functional Landscape and Technical Architecture Requirements area within Section C of the Statement of Work.

2.3 Deployment Architecture

The contractor must ensure deployment of servers and commissioning of core ERP application at the Data center. The deployment of ERP application must follow and comply with contemporary principles of Information Security Management System (ISMS) i.e. ISO 27001. The contractor must ensure the deployment of management and monitoring tools like Project Management, Application Performance Monitoring, version control (software as well as document), bugs tracking tools etc.

2.4 Testing and Hosting

a) The contractor must conduct all tests as a part of standard Software Testing Life Cycle (STLC).

b) The contractor must facilitate NMS to conduct User Acceptance Testing, Application Security testing (vulnerability testing and penetration testing).

c) The contractor must host the ERP system at the facility finalized by NMS.

d) The contractor must use best practices, with respect to change management and source/configuration control.

1. The contractor will use an industry standard code/configuration repository to manage source control. This repository will have accounts created to give USAID and NMS full access.

https://www.fbo.gov/index?s=opportunity&mode=form&id=7a1975836c8becb4acc5530e3c88ef4c&tab=core&_cview=1 https://www.fbo.gov/index?s=opportunity&mode=form&id=7a1975836c8becb4acc5530e3c88ef4c&tab=core&_cview=1

2. The contractor will use, at a minimum, four stages in its deployment cycle. This should be a development environment (developers computers), test environment, staging, and production (production environment will be the live site, which is operated by NMS). All environments must match, and stay in sync, with the live production environment.

USAID and NMS will have full access to the test and staging environments.

3.0 Data Migration of Legacy Data

Data migration, including entry and validation of legacy data, and porting, is the responsibility of the contractor. The contractor must migrate complete legacy records available in electronic format (approximately seven years of data). Data must be migrated from the current application and media to the new application prior to the ‘go-live’ of the respective location.

The contractor needs to do the following on data migration from the existing legacy systems and/or data stored otherwise

i. Design the data migration & acceptance methodology and plan.

ii. Risk Identification and Mitigation Plan for Data Migration.

iii. Mapping of the data.

iv. Identifying the data gaps.

v. Perform data cleansing for incorrect/ incomplete data.

vi. Providing templates for data collection.

vii. Extraction and Loading of the data.

viii. Listing of errors during data migration.

ix. Corrections of the migrated data during Data Quality Assessment and Review.

x. Final porting of the data into the ERP system.

xi. Meta tagging of key words.

xii. Testing and obtain sign off on migrated data.

The tool / utility for performing data migration must be designed by the contractor after adequate study of the data to be migrated. All developed tools must follow the same guidelines as the ERP (i.e change management requirements, source control, agile methodologies, etc.). All developed tools are considered deliverables of this contract and are owned by USAID/NMS.

Data Assessment: The study of the source/legacy systems must provide comprehensive insights into the content, structure, quality and integrity of the source/legacy systems.

Risk Identification and Mitigation Plan for Data Migration: The contractor must identify all risks associated with the data migration and enumerate mitigation measures and prepare a Risk Identification and Mitigation plan for Data Migration. The plan must address the contingency measures to be adopted during the event of a data migration failure. It must also clearly specify measures to be taken to prevent data loss. It may be preferable to consider migration of data to a backup system at the same time as the new system to address data loss due to system failures.

Data Mapping and cleansing: Since there would be significant difference between existing database…