REQUEST FOR PROPOSALS REF: EGPAF/SRVCS/010/18 REQUEST FOR PROPOSALS FOR AN INTEGRATED ONLINE WAREHOUSE MANAGEMENT SYSTEM.

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1 REQUEST FOR PROPOSALS REF: EGPAF/SRVCS/010/18 REQUEST FOR PROPOSALS FOR AN INTEGRATED ONLINE WAREHOUSE MANAGEMENT SYSTEM. ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION (EGPAF) (P.O Box 21127, Kampala) Firm Deadline: 15 th May, 2018 at 5:00 PM Eastern Time The Elizabeth Glaser Pediatric AIDS Foundation, a non-profit organization, is the world leader in the fight to eliminate pediatric AIDS. Our mission is to prevent pediatric HIV infection and to eliminate pediatric AIDS through research, advocacy, and prevention and treatment programs. For more information, please visit Background and objectives The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and AIDS, working in 19 countries and at over 5,000 sites around the world to prevent the transmission of HIV to children, and to help those already infected. The Foundation s global mission is to implement HIV prevention, care, and treatment programs; further advance innovative research; and to execute strategic and targeted global advocacy activities to bring dramatic change to the lives of millions of women, children, and families worldwide. As part of its support to Ugandan Health Systems Strengthening, EGPAF seeks to develop an integrated online warehouse management system. PURPOSE/SCOPE OF WORK 1. Specifications & Scope We seek a fully integrated, online system for stores management. This system should provide for an effective and accurate control on inventory, from initial acquisition, through to disposal, including donations, write-offs, transfers, etc. All of this information must be accessible by authorized users on a central server that allows management to generate and view reports from any internet enabled computing device. Brief Stores Process Description: EGPAF typically receives items through purchase or donations. Items may be for EGPAF s internal use or distributed to other beneficiaries. While items will be received into the EGPAF stores, some items may be delivered directly to sites. If items are received into EGPAF stores, distribution plans will be developed by EGPAF personnel and once approved items will be dispatched to the recipient sites. The dispatch must undergo internal approvals. 1

2 EGPAF also carries out routine inventory checks. The inventory system is meant to support these processes. 1. Goods Receipt against PO: a. The system should be able to capture the PO detail including PO number, PO date, items, quantities, cost, vendor name, Donor (Funder) Name, Date of Purchase, Acquisition Cost (UGX/ USD). b. Once the goods are verified and accepted, the system should be able to capture the vendor s delivery note number and issue a goods received note in triplicate for EGPAF. At delivery the system should be able to capture the following details: vendor s delivery note number, items/ name of item, the batch number, expiry date and quantities delivered, value of the quantities of items delivered, and the store to which it was delivered and the donor. c. The system should be able to match the deliveries against the PO against which the delivery was made. In the event of partial deliveries, the system should be able to knock off delivered quantities and show the pending deliveries. In addition, it should show the value of items delivered and the pending balance. d. The GRN should be able to capture the above details and allow provision for approval by the verifier who is not stores personnel. e. The system should be able to able to update the item list/ stock card automatically. f. The system should be able to produce delivery reports by item, date, period, PO number, store location, cost, and donor. g. The system should be able to capture expiry dates under the section of goods received. 2. Goods Receipt as Donations: a. The system should to capture the information above with the exception of matching against a PO, b. The system should be able to clearly identify it as a donation. 3. Issue of Items: a. The system should allow for a stock issuance request to be generated and approved online. At the time of stock issuance request, it should indicate: date, requester department, and district, location of the delivery, item description, UOM, and quantity. b. The system should be able to allow multiple items (upto 70) on one request c. The system should then be able to generate a stick issuance form in triplicate that clearly shows the requester, approver, destination, the issuer, the transporter and provision for the recipient to manually acknowledge receipt d. Once the stock issuance has been fully approved and printed, the system should automatically update the stock card for each item e. In the event of returns, the system should be able to capture the return details as described in section 3.a and include the reason for return. 2

3 f. The system should update the stock card for each item returned. 4. Stores Maintenance: a. The system should be able to allow items that expire first to be issued first (First Expire First Out - FEFO) b. EGPAF regularly makes transfers between its stores and the system should be able to track such transfers and automatically update location details for all items. c. The system should be able to capture damaged, expired/ obsolete items and automatically update the online records. The system should be able to produce reports of such items. d. The system should be able to make adjustments to reflect stock movements that are not a result of stock issuances or receipts. 5. Accurate Inventory Management: For non-consumable items, the system should allow update of the inventory records to show the following details: 1. Record all relevant data about newly acquired item. At a minimum, the following data must be captured: a. Geographic Location (District, Facility) b. Item Description, Brand, Model # and Serial # c. Vendor Name d. EGPAF Inventory Number e. Donor (Funder) Name f. Incoming Award Number g. Date of Purchase h. Acquisition Cost (UGX/USD) i. Percentage of Federal participation in the project costs for the Federal award under which the property was acquired j. Exchange rate on date of purchase k. Acquisition cost ($) l. QuickBooks voucher # m. Title to Property (Foundation, Donor or Cooperating Country) n. Condition o. Physical Location p. Date of last physical check q. Disposition/ Transfer date r. Accumulated Depreciation s. Net Book Value t. Selling price at time of disposition u. Property transfer memo (for items transferred/donated) v. Photo/Image of inventory item 2. The system should be able to automatically adjust or update inventory information 3

4 3. The system should be able to control and report on inventory on any of the parameters listed in (1) above. 4. The system should be able to retain important data about disposed assets. 2. Streamlined Inventory Entry & Tracking: Once the assets are entered in the database, users should be able to easily establish and maintain asset information. The solution should allow online facilities to achieve speedy data entry, minimize errors and allow for instant access to information on any of the inventory attributes. Specifically, should allow for: v Intuitive user interface for different functions such as donations, transfers, disposal, etc v Asset characteristics that are defined in tables v Copy function that streamlines the additional of similar inventory items v Asset characteristics can be updated individually or by group as need may dictate 3. Seamless Disposition When inventory items are disposed of, the system will automatically set up the disposal records (date of disposal, condition at disposal, to whom and at what price), and provide reports on the same when queried by a user. 4. Keep Track of Asset Transfers / Donations After an inventory item is acquired, a user may need to relocate it or transfer accountability to another entity. The system should allow users to easily maintain control over this process. It must provide a complete trail report to help trace and indicate the asset status before and after the transfer. Where the users are required to perform physical verification over the transferred items, the system should provide that ability and reporting capabilities 5. Comprehensive Reporting The system will provide a flexible and user-friendly reporting interface with the required number of standard reports and ability to generate other custom reports. Such an interface will enable users to select which items to be shown on the report based on the required fields described in a (1) above. All inventory reports should be exportable to excel for ease of analysis. 6. Effective Audit Control The system will empower users to make reports fulfilling different requirements such as: v Report a complete year of inventory additions and disposals sequenced in any order v Select and report additions and disposals by specifying selection criteria v Provide reports for audits (internal and external) on any of the parameters in a(1) v Ability to track user details 7. System Specifications In addition to the above functional scope, the ideal solution should also provide the following technical capabilities: 4

5 v The ability to update the system software automatically via the web v The ability for super users to add an unlimited number of customized fields to the database v An online manual that is updated whenever a system update is released v A browser based interface v The ability to embed images, forms and reports and to click on any photo or documents displayed by the system and have them open in a web browser v The ability to auto-populate a new asset with data from an existing similar asset to reduce data entry time v The ability to generate a report detailing all maintenance and other works carried out on an asset over its useful life v The ability to update asset condition data without necessarily affecting the assets net book value / carrying amount 8. Service and Upgrade The vendor should be able to provide in-house training and 3year support maintenance. MINIMUM REQUIREMENTS: As stated in the selection criteria below FOUNDATION RESPONSIBILITIES: The Foundation will offer necessary support to enable the consultant complete the required work. KEY CONTRACT TERMS: The anticipated contract type is firm fixed price. Unless stated otherwise in the statement of the work, the Contractor is responsible for providing equipment and/or supplies required to perform the services. All Materials will be owned exclusively by the Foundation. Contractor will not use or allow the use of the Materials for any purpose other than Contractor s performance of the Contract without the prior written consent of the Foundation. All deliverables provided to the Foundation must be furnished for the use of the Foundation without royalty or any additional fees. 5

6 Should the agreed delivery or completion dates not be met in the case of fault of the Contractor except as and when approved by the Foundation, liquidated damages of 0.1% for each extra week per may apply. At the conclusion of the selection process, EGPAF and the contractor that offers EGPAF the best value proposal may enter into negotiations in an attempt to conclude a contract for the works. SELECTION /EVALUATION CRITERIA: The Foundation will accept the proposal that presents the best value. All proposals will be evaluated against the following Evaluation Criteria. Each proposal must contain the items listed in the Submission Requirements column in the following chart. Please submit your Submission Requirements in the order that they appear below. Evaluation Criteria Submission Requirements Weight 1. Proposed online warehouse management system 2. Past performance of developing a similar system. 1. Provide a detailed description, explanation of how the system works including brochures, data sheets (if applicable). A note should also be included if the proposed system matches the specifications shown. NB. Presentations will be required from all bidders and it will be part of the evaluation. 2. Provide traceable and contactable references where similar system was installed and is operational. 50% 20% 4. Price. 4. Provide a clear breakdown of; 30% (a) Cost of purchase of the full system. (b) Cost of training if any. (c) Cost of routine maintenance/licenses if applicable. 6

7 Total 100% PROPOSED TIMELINE: DATE 26 th April, th April 4 th May, 2018 ACTIVITY Release of RFP Submission of inquiries directed to procurementuganda@pedaids.org Any form of canvassing will lead to automatic disqualification of the firm 15 th May, :00 PM Eastern Time Completed proposals must be delivered electronically by the deadline mentioned on page one to: procurementuganda@pedaids.org 25 th May, 2018 Final decision announced and Offerors notified 1 st June, 2018 Contract executed and Services begin. Please note it is our best intent to comply with the above timeline but unavoidable delays may occur. ADDITIONAL INFORMATION All proposals and communications must be identified by the unique RFP# reflected on the first page of this document. Failure to comply with this requirement may result in non-consideration of your proposal. Any proposal not addressing each of the foregoing items could be considered nonresponsive. Any exceptions to the requirements or terms of the RFP must be noted in the proposal. The Foundation reserves the right to consider any exceptions to the RFP to be non-responsive. Late proposals will be rejected without being considered. 7

8 This RFP is not an offer to enter into agreement with any party, but rather a request to receive proposals from persons interested in providing the services outlined below. Such proposals shall be considered and treated by the Foundation as offers to enter into an agreement. The Foundation reserves the right to reject all proposals, in whole or in part, enter into negotiations with any party, and/or award multiple contracts. The Foundation shall not be obligated for the payment of any sums whatsoever to any recipient of this RFP until and unless a written contract between the parties is executed. Equal Opportunity Notice. The Elizabeth Glaser Pediatric AIDS Foundation is an Equal Employment Opportunity employer and represents that all qualified bidders will receive consideration without regard to race, color, religion, sex, or national origin. ETHICAL BEHAVIOR: EGPAF shall use its best endeavors to ensure that funds provided under this tender do not provide direct or indirect support or resources to organizations and individuals associated with terrorism, promote or advocate the legalization or practice of prostitution or sex trafficking and assistance to drug traffickers. If, during the course of this tender, EGPAF discovers any link whatsoever with any organization or individual associated with any or all of these, they shall be excluded or disqualified from the tendering process. As a core value to help achieve our mission, the Foundation embraces a culture of honesty, integrity, and ethical business practices and expects its business partners to do the same. Specifically, our procurement processes are fair and open and allow all vendors/consultants equal opportunity to win our business. We will not tolerate fraud or corruption, including kickbacks, bribes, undisclosed familial or close personal relationships between vendors and Foundation employees, or other unethical practices. If you experience or suspect unethical behavior by a Foundation employee, please contact our Fraud Investigations team at fraud@pedaids.orgor the Foundation s Ethics Hotline atwww.reportlineweb.com/pedaids/. Any vendor/consultant who attempts to engage, or engages, in corrupt practices with the Foundation will have their proposal disqualified and will not be solicited for future work. 8

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