Monitoring and Evaluation Program in Somalia Request for Proposal CLEARINGHOUSE Development October 18, 2013
RFP Clearinghouse Development Table of Contents I. Information about IBTCI... 1 II. Project Description... 1 A. System Specification... 1 B. Data Entry Module... 1 C. Reporting Module... 2 III. Tasks and Deliverables... 2 A. Requirement Details... 2 B. Project Deliverables... 3 IV. Award... 4 A. Proposal Evaluation Criteria... 4 B. Key Personnel... 5 C. Proposal Length... 5 D. Transmittal Information... 5 E. Proposal Submission... 5 F. Other Conditions... 5 V. Awardee Selection... 6 VI. Preliminary Schedule... 6 VII. Contract Clauses.6
I. Information about MEPS Request for Proposals The Monitoring and Evaluation Program in Somalia (MEPS) is issuing this Request for Proposals (RFP) to select a firm to provide expert Geographic Information Systems (GIS) Development to the current clearinghouse system. MEPS is a United States Agency for International Development (USAID) contract managed by International Business and Technical Consultants, Inc. (IBTCI), a for profit corporation that develops and manages international development projects. MEPS funding for this comes from USAID. IBTCI has a contract with USAID that requires the procurement rules are followed and are subject to the Federal Acquisition Regulation (FAR). II. Project Description IBTCI is seeking proposals from interested vendors for anticipated software development under a current USAID-funded Monitoring & Evaluation program for Somalia (MEPS). The anticipated services will enhance the existing software platform and contribute to greater usability and sustainability of the system moving forward. IBTCI worked in collaboration with USAID to identify and define how to best contribute to the greater usability and sustainability of the clearinghouse moving forward. IBTCI/MEPS is seeking the following technical improvements and new features/ functionalities listed below. Additional information regarding the existing Clearinghouse as well as the anticipated services required can be provided upon request. MEPS requests a proposal for CLEARINGHOUSE Development and Enhancement services from qualified firms. Between now and May 2014, MEPS expects to update and enhance the CLEARINGHOUSE system used to track, analyze and report relevant monitoring and evaluation data and information. We anticipate using a Firm Fixed type of contract for this work. MEPS is seeking a qualified firm to complete the work described below. Clearinghouse Overview A) System Specifications The current system, which began development in 2011, is a Java-based system, having MS SQL as the database management tool. The system runs on the Windows operating systems using Tomcat converter. The Clearinghouse has several modules that are described below. B) Data Entry Module I. Program Overview Module: For each program in the USAID/Somalia portfolio, the Clearinghouse captures a range of background information, including program name, dates of activity, and associated documents and information. Additionally, the Clearinghouse records pertinent information from Implementing Partner (IP) Performance Management Plans (PMPs), including indicator name, type (Annual, Cumulative), baseline, target, actual. System users enter this information by uploading project files or manually entering data in free entry fields, drop-down lists, etc. 1
II. Performance Update Module: Users update project performance for each indicator on a quarterly basis. Users are able to enter data at the activity level. The data entry process in the Clearinghouse has been simplified to the greatest extent possible by providing automatic calculations for activity details. Additionally, certain indicators have unique logic that links to other information contained within the Clearinghouse. III. Third Party Verification Module: This module incorporates a nuanced workflow process that pushes verification reports through several stages, each which require approval/submission by a specific Clearinghouse user. Certain steps of this workflow process are time sensitive. Users complete reports by entering data into pre-defined templates that are uploaded into the system, and attach supporting documentation. In the final step of this process, verification reports are published and users can apply different criteria to upload completed verification reports. IV. Data Quality Assessment Module: Users can populate pre-defined templates, and also link the DQA reports with performance data that has been uploaded in the Performance Update section. V. Status Module: This module informs users of the current status of data entry in the Performance Update, Third Party Verification and Data Quality Assessment tabs. Users can see the most recent action taken and the last date of activity. Additionally, this module allows users to select and submit data. VI. Messaging: The Clearinghouse automatically generates messages informing users of important deadlines or notifications. C) Reporting Module The Reporting Module is where users can create customized reports based on the data that has been entered into the Data Entry module. The major categories of report templates include: Cross-tabs, Maps, Charts and Lists. III. Tasks and Deliverables A. Requirement Details a) DfID Compatibility Verifications only b) New and fully customizable Messaging module c) New Information & Resource Sharing section d) New and fully customizable User Role, Access, Rights module. e) Incorporation of any new USAID program & required (possible adjustment to existing programs)* f) New PMP Creation module. g) New Off-line functionality 2
h) Ongoing improvements and maintenance to existing Clearinghouse modules (to include minor modifications such as adding new indicators, verification tools, etc.) i) Inclusion of new USAID programs starting in FY 2014 B. Project Deliverables The awardee will be expected to deliver completed requests for proposals that satisfy IBTCI requirements for the deliverable requirements stated in this RFP. REQUIRED NEW CH FEATURES & FUNCTIONALITIES 1. New Information & Resource Sharing section designed to capture Best Practices, M&E resources/templates, training materials, videos, photos etc., as well as USAID Internal Documents. This new module will also allow users to access selected updated reports generated in the CH s reporting module, and may also allow access to third-party software, such as visualization of CH generated data on to Google Earth maps. The preliminary designs for this module require users to upload data into specific categories depending on the content of the files they wish to upload. Users should be able to search for documents using a search bar/advanced search feature, and also by filtering requests based on several key criteria (i.e., date, region, etc.) It is anticipated that this module will allow users to upload a spectrum of file types and sizes, and also allow users to navigate to external sites to access content. 2. New PMP Creation module which will allow authorized users (i.e., none programmers) to design fully customizable indicators and have the relevant data uploaded into the reporting module. This module is specifically designed to increase the sustainability of the Clearinghouse and reduce longer term maintenance and design costs. It is anticipated that this module be structured sequentially in order to ask users for the full range of information pertaining to each specific indicator. The user should be able to define the business logic or calculation for each indicator, and be able to appropriately assign data to the reporting module. Due to the potential complexity of this module, a user-friendly interface will be vital. 3. New and fully customizable User, Role, Access, Rights module paired up with the updated and improved Access, Rights matrix. The current system is currently configured on a Group basis. However, greater flexibility and customization is desired at the user level. This module should allow non-programmers to easily customize individual users access at a fairly granular level. 4. New and fully customizable Messaging module to help better manage the increasing need for notifications in a user-friendly and timely manner. The Messaging module should adhere to the rights as defined in the master User Role, Access, Rights module to ensure that the appropriate user is either notified or requested to complete a specific action within a particular module in the Clearinghouse. This module should allow non-programmers to easily customize individual users notifications depending on individual needs. 5. New Off-line functionality allowing for users with limited internet speed/connectivity to enter data off-line. 3
6. DfID Compatibility The Clearinghouse must be updated to capture information from additional donors (in this case, DfID), most importantly in the Third Party Verification module. Options under consideration include: a mirror of the existing USAID clearinghouse (which will allow for roughly the same functionalities or fewer), or an update throughout each module in the existing system to incorporate additional donors. Important note: the deliverables described above are meant to provide a fair estimate of the anticipated level of effort but the developer should take into consideration that it will naturally still need to provide ongoing and reasonable amount of development support to satisfy relatively modest and sensible customer requests to help improve the usability and functionality of deliverables outlined above while they are being developed and tested. PROJECT SCHEDULE IBTCI/MEPS anticipates the following schedule: November 2013 - Submission of cost proposals based on required services with a breakdown of the cost for principle deliverables. Mid-November 2013 Contract award & start of development work May 2014 - Deliverable schedule based on priorities Preparation of each of the above deliverables shall be conducted and accounted for under this single contract. Awardees will be expected to sign a non-disclosure agreement to protect the integrity of any monitoring and evaluation data. Individual awardee personnel may also be required to sign conflict of interest statements. IV. Award This award will be issued as a Firm Fixed type contract. Funding for this activity is provided to IBTCI through a contract from USAID. Awardee(s) must therefore comply with all terms and conditions as specified in the contract should they be awarded the contract including applicable FAR and AIDAR. A. Proposal Evaluation Criteria Proposals will be evaluated on the basis of both the written proposal and any written correspondence received as part of the clarification of the RFP. However, IBTCI may use information other than that provided by the Offerors in its evaluation. An evaluation panel consisting of members of IBTCI/MEPS will rank proposals on the following criteria (not listed in order of priority): 1. Past experience of the Offeror with similar requirements; 2. Knowledge of contract types that might be useful to consider for these procurements; 3. Estimate of the time and cost to perform the RFP requirements; 4. Hourly rates. Proposals must be sure to address all criteria specified in this RFP. 4
B. Key Personnel Key personnel to be committed to the project should be identified. The qualifications of key personnel should be included in the proposal. The proposal should identify the process to be used to notify IBTCI before reassigning a key person, which is subject to the approval of IBTCI. C. Proposal Length The proposal should be limited to 10 pages (excluding cover page, figures and budget pages) in length with 1-inch margins and 12-point font. Proposals may reference electronic supplements available on the Internet. The 10-page proposal with budget pages and figures must stand on its own with respect to the evaluation. D. Transmittal Information The proposal should include a cover page with the following information: Name and Address of the Offeror Project Title Name, Title and Contact Information of the Key Personnel, Name, Title, Contact Information and Signature of the person authorized to submit the proposal. E. Proposal Submission Proposal submission deadline is 5:00 PM EST Wednesday, November 6, 2013 and should be submitted in electronic form (Adobe PDF or MS-Word) to: smorris@ibtci.com Proposals must be received by the proposal submission deadline to be considered for award. F. Other Conditions Any supplemental information furnished by an Offeror after the due date for receipt of proposals will not be considered, unless IBTCI formally requested such information. Following submission of proposals and final evaluation, IBTCI will have the right to retain the proposals, maintaining them in confidence. All documents submitted in response to this RFP shall become the property of IBTCI. IBTCI will not reimburse the Offeror for any costs relating to the preparation and submission of a proposal. The recipient of this Request for Proposal acknowledges that this RFP, including without limitation any addenda to this RFP, or oral information about this RFP, are IBTCI s proprietary and confidential property. News or other information releases pertaining to this RFP shall not be made without prior written approval from IBTCI. 5
V. Awardee Selection IBTCI reserves the right to make an award based solely on the information provided, to reject any or all proposals, to accept any proposals, or to effect any combination of proposals. IBTCI reserves the right to conduct discussion or request proposal revisions, if deemed necessary. The awardee(s) selected for the award(s) will be chosen on the basis of IBTCI evaluation and determination of which Offeror will provide the greatest benefit to IBTCI, not necessarily on the basis of lowest price. IBTCI has no obligation to reveal how proposals were assessed. Therefore, proposals should contain the best terms within the proposed functional and technical approach. IBTCI reserves the right to reject any or all proposals that are deemed to be non-responsive, late in submission or unsatisfactory in any way. IBTCI shall have no obligation to issue an award for work, goods and/or services as a result of this RFP. Awards will be contingent upon the availability of funds and IBTCI will be solely responsible for determining which, if any, proposals will be funded. VI. Preliminary Award Schedule The following schedule may be changed or modified by IBTCI: The timeline for this project is: 1. RFP issued: October 16, 2013 (or earlier) 2. Proposals due: November 6, 2013 3. Respondents notified of determination: November 13, 2013 4. Award issued: November 18, 2013 (or earlier) VII. Contract Clauses 52.202-1 Definitions JUL 2004 52.203-3 Gratuities APR 1984 52.203-5 Covenant Against Contingent Fees APR 1984 52.203-6 Restrictions on Subcontracting Sales to the Government SEP 2006 52.203-7 Anti-Kickback Procedures JUL 1995 52.203-8 Cancellation, Rescission, and Recovery JAN 1997 52.203-10 Price or Fee Adjustment For Illegal or Improper Activity JAN 1997 52.203-12 Limitation on Payments to Influence Certain Federal Transactions SEP 2005 52.204-4 Printed or Copied Double-Sided on Recycled Paper AUG 2000 52.204-7 Central Contractor Registration JUL 2006 52.204-9 Personal Identity Verification of Contractor Personnel SEP 2007 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspend or Proposed for Debarment SEP 2006 52.215-2 Audit and Records --Negotiation JUN 1999 52.215-8 Order of Precedence Uniform Contract Format OCT 1997 6
52.215-11 Price Reduction for Defective Cost or Pricing Data Modifications OCT 1997 52.215-13 Subcontractor Cost or Pricing Data Modifications OCT 1997 52.215-14 Integrity of Unit Prices OCT 1997 52.216-24 Limitations on Government Liability APR 1984 52.222-50 Combating Trafficking in Persons FEB 2009 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving AUG 2011 52.233-4 Applicable law for Breach of Contract Claim OCT 2004 AIDAR 48 CFR Chapter 7 752.202-1 Definitions JAN 1990 752.209-71 Organizational Conflicts of Interest Discovered After Award JUN 1993 752.219-8 Utilization of Small Business Concerns and Small Disadvantaged Business Concerns 752.211-70 Language and Measurement JUN 1992 752.227-14 Rights in Data OCT 2007 752.228-3 Worker s Compensation Insurance (Defense Base Act) 752.228-70 Medical Evacuation (MEDEVAC) Services MAR 1993 752.228-7 Insurance-Liability to Third Persons 752.242-70 Periodic Progress Reports JUL 1998 752.245-70 Government Property-USAID Reporting Requirements 752.7001 Biographical Data JUL 1997 752.7002 Travel and Transportation JAN 1990 752.7003 Documentation For Payment NOV 1998 752.7006 Notices APR 1984 752.7007 Personnel Compensation JUL 1996 752.7008 Use of Government Facilities or Personnel APR 1984 752.7010 Conversion of U.S. Dollars to Local Currency APR 1984 752.7013 Contractor-Mission Relationships OCT 1989 752.7014 Notice of Changes in Travel Regulations JAN 1990 752.7015 Use of Pouch Facilities JUL 1997 752.7018 Health and Accident Coverage for USAID Participant Trainees JAN 1999 752.7023 Required Visa Form for USAID Participants APR 1984 752.7025 Approvals APR 1984 752.7028 Differential and Allowances JUL 1996 752.7029 Post Privileges JUL 1993 752.7033 Physical Fitness JUL 1997 752.7034 Acknowledgment and Disclaimer DEC 1991 52.246-5 Inspection of Service Cost Reimbursement AUG 1984 52.216-19 Order Limitations OCT 1996 52.225-1 Buy American Act - Balance of Payments Program Supplies JUN 2003 52.203-13 Contractor Code of Business Ethics and Conduct DEC 2008 52.203-14 Display of Hotline Poster(s) DEC 2007 52.222-54 Employment Eligibility Verification JAN 2009 52.216-7 Allowable Cost and Payment DEC 2002 52.232-9 Limitation on Withholding of Payments APR 1984 52.232-20 Limitation of Cost APR 1984 52.232-22 Limitation of Funds APR 1984 52.242-3 Penalties for Unallowable Costs MAY 2001 7
52.242-4 Certification of Final Indirect Costs JAN 1997 52.243-2 Changes -- Cost-Reimbursement Alternate II (APR 1984) AUG 1987 52.244-2 Subcontracts (Alternate II) JUN 2007 52.246-23 Limitation of Liability FEB 1997 52.246-25 Limitation of Liability Services FEB 1997 52.249-6 Termination (Cost-Reimbursement) MAY 2004 52.249-14 Excusable Delays APR 1984 8