REQUEST FOR PROPOSAL (RFP) PROJECT MANAGEMENT SOFTWARE (INFORMAX) Date Issued: 14/01/2019 Due Date: 28/01/2019

Transcription

1 REQUEST FOR PROPOSAL (RFP) PROJECT MANAGEMENT SOFTWARE (INFORMAX) Date Issued: 14/01/2019 Due Date: 28/01/2019 NB: This RFP is also available at: 1

2 PROPOSED SCHEDULE OF EVENTS Sr. No. Description 1 Name of Project 2 Tender Reference Number 3 Date of publishing the RFP website Detailed Information Request for Proposal for procuring Project Management Tool 4 Last date and time for receiving Bidders Pre-Bid clarifications in writing 5 Date and Time for Pre Bid Meeting 28/01/ :00 Am 6 Last date and time for Bid Submission 28/01/ pm 7 Address of Bid Submission UMATI Plot No 439, Maliki Road, Upanga P.O.Box 1372, Dar es Salaam, Tanzania informax@umati.or.tz 8 9 Date and Time of Eligibility and Technical Bid Opening (Envelope A) and ( Envelope B) Date and time of Commercial Bid (Envelope C) Opening 01/02/ pm 10 Name and Address for Communication UMATI Plot No 439, Maliki Road, Upanga P.O.Box 1372, Dar es Salaam, Tanzania informax@umati.or.tz 12 Cost In TZS (plus Withholding Tax@ 5%) 2

3 INTRODUCTION Chama cha Uzazi na Malezi Bora Tanzania (UMATI) is an autonomous, not for profit, non-political national NGO providing Sexual and Reproductive Health and Rights (SRHR) information, education and services in Tanzania. UMATI was established in 1959 and is a full Member Association (MA) of the International Planned Parenthood Federation (IPPF); recently re-accredited by IPPF in The MA is governed by a well-established policy volunteer structure from the national to community grass roots level. The volunteers devote their time and expertise to promote and maintain the MA and its functions. The Vision and Mission of UMATI: Vision: A Tanzanian where people are free to choose and exercise their SRHR without discrimination Mission: To champion SRHR and provide information and services targeting the young and the underserved Currently, UMATI implements a new 4-years Strategic plan ( ) with a context of 4 strategic outcomes as indicated below. 3

4 UMATI PROJECTS DIVISION PROFILE UMATI Projects Division includes Restricted and unrestricted projects, apart from that there several outcomes that most of our projects focused during implement planning, design and construction of projects for the provision of Sexual and Reproductive Health (SRH). The following are the four outcomes that our projects based on:- Advocacy: UMATI champion sexual and reproductive rights and gender equality through direct advocacy with governments and regional institutions, and by partnering and supporting civil society advocates and leaders, particularly girls and women. Youth Empowerment: UMATI focus on expanding access to and quality of comprehensive sexuality education around the country. At the same time, we run popular campaigns to mobilize those who support sexual and reproductive health and rights. It is transiting from a youth-friendly to a youth-cantered organization by: prioritizing and scaling up comprehensive sexuality education which seeks to equip young people with skills, knowledge and values to determine and enjoy their sexuality, and protect their health; and focusing on interventions for the most marginalized youth, in and out of school. Services Provision: In its own service delivery points (i.e Health facilities, Outreach sites and CHWs/CBDs) and through partnerships with private and public providers, UMATI scale up the provision of an essential package of high quality sexual and reproductive health services that are rights-based, client-centred, gender sensitive and youth friendly, including Family planning, HIV, STIs, Cervical cancers, Non SRH and other SRH services. Governance: UMATI is evolving its structures and systems to adapt to changing environments, and at the same time we return to our roots to reinvest in the volunteer-led activist movements that created UMATI in the first place. This fusion of innovation and timeless, grassroots energy will ensure that UMATI is the best it can be. UMATI is evolving its operations and financial structures to incorporate diverse business models that are fit for purpose in each of the specific contexts we work. We will ensure ongoing funding for our services by: supporting our sites, activities and projects as well. 4

5 Objective of this RFP: UMATI seeks to procure a Project and Program management (PPM) tool that UMATI as an organization can use to orchestrate, prioritize and drive projects to achieve/align with the UMATI Business objectives. The Project Portfolio Management tool will represent a single platform that enables to manage the entire project lifecycle and make more informed strategic investments. It should offer the unified, comprehensive project management capabilities to deliver quality initiatives on time and within budget. The goal of this project is to find a solution that will allow UMATI to manage projects and its implementation activities from the initial activity request submission up to during and after the implementation. A successful system or software would meet the needs of our clients, individual project managers and department leadership and require minimal customization and special programming to maintain. Fundamentally a successful system would improve projects tracking and delivery. General Scope of Work The scope of the work is deployment of PMS along with maintenance support for the period of 5 years from the date of acceptance of the systems/ Solutions. PMS tool needs to be installed for about 200 users/ web access for 100 users across UMATI offices in Tanzania. The split for different types of licenses as per industry standards needs to be defined such as Program manager role, Project Manager role, Team lead role, Information user for senior management etc. Proposed tool should work on physical servers as well as in virtualized environment. The tool should accommodate 1000 projects and archival should be available. Solution Requirements 5 1) Project Planning, Project documents preservation (i.e. Upload, preview and download) Each project contains key documents such as Agreement contract, Budget, work plan, log frame and other supportive documents. The software system should manage to create a database for saving the numbers of documents of the projects. These documents also can be accessed in the future for review and can be able to save in the local machine. It should be able to import/ export plans created in Microsoft Excel. The system should be able to support work break down structure for listing all activities/ tasks in project to be managed, Should have provision to define timelines for various phase, should be able to create the budget and updates forecasts at a summary or detail level. Allows privileged system users to prepare and manage budgets for different project 2) Report submission (i.e Upload, review status and comments/remarks) All the project activities implemented in different areas need to be provided with the reports just after completion. This includes narrative reports and services statistics reports. So, the software system should provide the space for project staff to upload their narrative reports and also should provide the digital forms for quantitative data submission such as Services statistics. The system should be able to give alerts to project officers, managers and directors in-case of late reporting, increased cost factor. The system should be able to show Web based real-time portfolio dashboards with project metrics and color indicator

6 (flag) to give senior management visibility of how all projects are performing and easy identification of those that need attention. It should be able to generate reports on weekly, monthly, yearly phase wise and also based on total projects that are monitored, and be able to combine same indicators from different projects, that is creation of personal views of any report, including creating report filters that work across multiple projects. Reports needs to be printed, ed and exported to a variety of sources: Microsoft Excel (including to a web query), PDF, XML etc. Should be able to schedule reports to be sent to the relevant audience at specific times. 3) Retirements submission and status During the implementation of the project activities, there numbers of documents obtained especially during the expenses of the given funds. We need the software system to provide the tracking mechanism by creating an option for project staff to upload the scanned documents such as tickets, receipts, invoices and any other documents required for verification of the expenses. Ideally this project management software system would allow for some kind of transfer of financial information between systems that minimizes the amount of hand entering of data. Data needs to be reportable to both staff and supervisors so that project status can be tracked and performance monitored. A Project Schedule Gantt that displays all the items from a project in a structured hierarchical Gantt. user to have a customized status report that shows them all their assigned work, work due soon and overdue work 4) User accounts and Access Projects comprises the number of staffs that all working together to attain the goal of the projects. Each staff has the activities to accomplish or supervising in the project. So we need the software system to manager each staff as the users of the system by creating accounts to each position and give access accordingly. The software system expected to be web based and can be accesses anywhere in the country. 5) Project Implementation status (i.e Color representation) The software system should be able to provide the dashboard presentation of the project (s) for easy monitoring and follow up. There should be a possibility to see the status implementation of the each activity, indicators and also the percentage implementation status of the project as whole. The use of colors also advices, for example if the activity not implemented should in red color while the completed activity should be shown green. Basis of Award Proposals will be evaluated based on cost per quality points. UMATI evaluation committee will choose the selected a applicants. Committee participants will review, evaluate, and score each responsive proposal received in accordance with predetermined scoring criteria. 6

7 The selection process will be broken down into three phases:- Phase Number Event Points ONE Assessment of Corporate Qualifications and Acceptance 30 TWO Evaluation of ability to meet requirements 50 THREE Demonstrations and IT Evaluation 20 Proposal Conditions 1. Notwithstanding any other provision of the RFP, applicants are hereby advised that this RFP is a solicitation for proposals only and is not to be construed as an offer to enter into any contract or agreement. 2. UMATI shall have the unconditional and unqualified right to withdraw, cancel, or amend this request at any time. Applicants shall bear all costs associated with the preparation and furnishing of responses to this RFP. All proposals shall be firm for a period of 30 days following the proposal submission due date. 3. Responses to this RFP should be made according to the instructions contained herein. 4. UMATI reserves the right to interpret or change any provision of this RFP at any time prior to the submission date. Such interpretation or change shall be in the form of a written addendum to this RFP. 5. Applicants wishing to submit information in response to this request do so entirely at their own expense, and submission of a proposal indicates acceptance of the conditions contained in the RFP unless clearly and specifically noted otherwise. 6. Vendor shall provide perpetual / subscription licenses for all software components proposed in the solution and should be in name of UMATI, and the User manual to be provided for admin and end users for reference. 7. The Bidders are expected to examine all instructions, terms and specifications stated in this RFP. The Bid shall be deemed to have been submitted after careful study and examination of this RFP document. The Bid should be precise, complete and in the prescribed format as per the requirement of this RFP document. Failure to furnish all information or submission of a bid not responsive to this RFP will be at the Bidders risk and may result in rejection of the bid. Also the grounds for rejection of Bid should not be questioned after the final declaration of the successful bidder. 8. Vendor should understand existing project management process and develop work flow for effective utilization of tool. Vendor should implement complete workflow development for end to end project management with integration for every project phase completion. Change/enhancement in work flow to be supported during the support contract. 7

8 Eligibility Criteria The Eligibility Criteria are furnished below: 1. The bidder should be a Company registered under the Tanzania Companies Act a) In case the Bidding Company is the result of a merger / acquisition, at least one of the merging companies should have been in operation for at least 3 years as on date of submission of the bid b) In case the Bidding Company is the result of a demerger / hiving off, at least one of the demerged company or resulting company should have been in operation for at least 3 years as on the date of submission of bid. 2. The bidder should be a profit (profit after tax) making company in any one of the three financial years i.e. ( , , ) or Calendar years 2012, 2013, 2014 or the Bidder s financial years. The bidder shall provide audited financial statements for the financial year or a declaration certifying the Turnover and Profit duly signed by the statutory auditors / Company Secretary, in the absence of the audited financial statements. 8