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RFP for the Implementation of an Integrated Civil Registration and Vital Statistic system for the National Civil Registration Authority of Sierra Leone

UNOPS
RFP for the Implementation of an Integrated Civil Registration and Vital Statistic system for the National Civil Registration Authority of Sierra Leone Request for proposal

Reference: RFP/2021/19606
Beneficiary country(ies): Sierra Leone
Registration level: Basic
Published on: 12-May-2021
Deadline on: 24-Jun-2021 15:30 0.00

Description
Tender description: The objective of this project is to implement an Integrated Civil Registration and Vital Statistic system for the National Civil Registration Authority of Sierra Leone as detailed in Section II of this RFP.


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IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides

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Documents
Contacts
Sustainability
Links
UNSPSC
Revisions
This tender has been posted through the UNOPS eSourcing system. / Cet avis a été publié au moyen du système eSourcing de l'UNOPS. / Esta licitación ha sido publicada usando el sistema eSourcing de UNOPS. Vendor Guide / Guide pour Fournisseurs / Guíra para Proveedores: https://esourcing.unops.org/#/Help/Guides
First name: N/A
Surname: N/A
This tender integrates considerations for one or a few sustainability indicators but does not meet the requirements to be considered as sustainable
Gender issues Social

The tender contains sustainability considerations addressing gender equality and women's empowerment.

Examples:

Gender mainstreaming, targeted employment of women, promotion of women-owned businesses

Human rights and labour issues Social

The tender contains sustainability considerations related to human rights, fundamental principles and rights at work, occupational health and safety, fairly traded goods, targeted employment of people with disabilities, etc.

G  -  Business, Communication & Technology Equipment & Supplies
43000000  -  Information Technology Broadcasting and Telecommunications
43230000  -  Software
43231500  -  Business function specific software
43231503  -  Procurement software
New amendment added #2: Extending the closing date by 7 days to allow time for the technical team to respond to clarification requested

Changed/edited on: 11-Jun-2021 13:35
Changed/edited by: webservice@unops.org
New clarification added: Good Morning Procurement Team,We wish to seek clarification on the following:ResponsePlease note that responses to all technical question are being prepared. They will sent out as soon as they are ready.  Thank you. 

Changed/edited on: 03-Jun-2021 11:45
Changed/edited by: webservice@unops.org
New clarification added: Dear UNOPS Representative,​Could you please clarify on that if a JV/Consortium is formed where one party fails to meet one or multiple pass/fail criteria on "Evaluation Criteria" section while the other party meets the corresponding criteria, would you disqualify the JV/Consortium entity from further bid evaluation?In other words, could JV/Consortium entity only need to satisfy Evaluation Criteria cumulatively?  ThanksResponseThe evaluation of technical and qualification criteria such as specific experiences, certifications,  financials requirements (check criteria) for all joint venture partners combined, whilst eligibility criteria are per each joint venture partner. 

Changed/edited on: 27-May-2021 03:46
Changed/edited by: webservice@unops.org
New clarification added: Regarding EVALUATION CRITERIA: Financial capability. Liquidity: the ratio Average Current assets / Current liabilities over the last 3 years must be equal or greater than 1. Offerors must include in their Proposal audited balance sheets covering the last 3 yearsQuestion: As a bidder can be a Consortium/JV, we assume that the requirement of "ratio Average Current assets / Current liabilities over the last 3 years must be equal or greater than 1" can come from the accumulated figures (Current Assets and Current liabilities) of all the Consroitium members in order to comply with this requirement of greater than 1.Please approve.Your prompt reply would be highly appreciated. ResponseThe evaluation of qualification criteria such as specific experiences, certifications,  financials requirements (check criteria) for all joint venture partners combined, whilst eligibility criteria are per each joint venture partner. 

Changed/edited on: 27-May-2021 03:40
Changed/edited by: webservice@unops.org
New amendment added #1: 1. Extending the closing date by 14 days as requested by interest bidders.2. Amending the sustainability criteria to at least 30% female representation. 

Changed/edited on: 26-May-2021 11:54
Changed/edited by: webservice@unops.org
New clarification added: We would like to know if we can submit a proposal as a consortium of firms. If, yes, do all the companies need to be registered in the UNGM plateform or just the leading firm (us)? We would like to know if we can submit a proposal as a consortium of firms. If, yes, do all the companies need to be registered in the UNGM plateform or just the leading firm (us)?Yes, UNGM registration is mandatory for all UNOPS suppliers.

Changed/edited on: 24-May-2021 07:51
Changed/edited by: webservice@unops.org
New clarification added: Below are the questions from us regarding tender RFP/2021/19606.1.     Could you please clarify on what exactly NEC refers to? National Electoral Commission?2.     Please clarify on issue related to server preparation which according to the TOR is not currently online and the need to purchase other related hardware necessary for developing CRVS system.3.     Regarding to the Technical Proposal evaluation criteria shown on UNOPS eSourcing website, the detailed points distribution is not displayed, and only has 20, 25, 10, 5, 20 for a total of 80 points. Furthermore, in terms of "Certification" part of "Technical Capacity" section, we have a number of excellent developers when PERCENT was commissioned to develop a Civil Identification Register for the Government of Angola (this project is inherently similar to this tender), but the problem now is that they don't currently process certificates to "prove" their competence. In other words, if the requirement for certificate procession is absolutely the only criterion to demonstrate our professionality and the points distribution is unknown, then we might not be able to proceed to bid.4.     PERCENT is currently undergoing the process for IPO and unfortunately pre-IPO financing has resulted an increment of its current liability, causing current ratio less than 1. According to the Qualification Criteria in Evaluation Criteria on UNOPS eSourcing website, the average current ratio must be greater than or equal to 1. This requirement is strictly on Pass/Fail clause. So we are wondering if we can waive this one and of course we will be presenting audited balance sheet upon bid submission.(Please treat this particular question as confidential as we do not want to disclose financial information prior to IPO to the public)ResponsesQn.1. Yes, NEC refers to National Electoral Commission.Qn.2. The CRVS system comprises 2 components; 1. the CRVS software (the subject of this RFP) and 2. the Data Center. The Data Center will be the subject of a subsequent tender. The successful bidder will be apprised of the specifications of said system upon awarding of the contract, or publishing of the tender (whichever comes soonest). Therefore, the server (data center) is not online currently.Qn.3. The points are not only for certification; they combine academics and experiences.Qn.4. A liquidity ratio of at least 1 is mandatory. 

Changed/edited on: 24-May-2021 07:42
Changed/edited by: webservice@unops.org
New clarification added: Hello Sir,Looking at the scope and the pandemic situation, we request you to postpone the submission date by 2 weeks at least. Kindly consider our request. Thanks. Hello Sir,ResponseTwo weeks' extension granted.

Changed/edited on: 24-May-2021 07:36
Changed/edited by: webservice@unops.org
New clarification added: Hello Sir,Looking at the scope and the pandemic situation, we request you to postpone the submission date by 2 weeks at least. Kindly consider our request. Thanks.ResponseTwo weeks' extension granted.

Changed/edited on: 24-May-2021 07:27
Changed/edited by: webservice@unops.org
New clarification added: As we have come across this tender just recently, and as this tender is a comprehensive one and very important for the country, we kindly ask the UNOPS to extend the submission deadline with at least 2-3 weeks. This will expand the competition with additional experienced bidders and allow all bidders to prepare a comprehensive and most compliant proposals, for the sake of the country. Thank you for your consideration.  Response:Two weeks extension granted.

Changed/edited on: 24-May-2021 07:23
Changed/edited by: webservice@unops.org
New clarification added: Question 1: Following the analysis of the project complexity and considering the administrative procedures heaviness, we ask you to please consider an additional period of three (3) weeks for the offer submission  so we can develop a qualitative offer according to the CSC and the responses to the questions asked.Kindly confirm if this request is acceptable?  Question 2 :We understand that the requirement to present an ISO 9001 certificate by the bidders is not a mandatory requirement, is this correct?  Question 3 :We understand that for technical and marketing supports (brochure, product description) that a simple translation is sufficient, can you confirm?Besides as it is a UNOPS process which is an organization part of the United Nations, we understand that legal and administrative documents (Company certification, financial status, past contracts to support similar experience) can be sent in French as it is one of the official languages. Kindly advise. ResponsesQn.1. 2 (two) week extension period granted.Qn.2. ISO 9001 Certificate or an equivalent is a mandatory requirement.Qn.3. The required tender submission language is English. There are other UN languages, but proposal evaluators may not know tthem. Proposers shall be responsible to translate specific documents requested to be submitted with their proposals.

Changed/edited on: 24-May-2021 07:10
Changed/edited by: webservice@unops.org
New clarification added: Question 1: Following the analysis of the project complexity and considering the administrative procedures heaviness, we ask you to please consider an additional period of three (3) weeks for the offer submission  so we can develop a qualitative offer according to the CSC and the responses to the questions asked.Kindly confirm if this request is acceptable?  Question 2 :We understand that the requirement to present an ISO 9001 certificate by the bidders is not a mandatory requirement, is this correct?  Question 3 :We understand that for technical and marketing supports (brochure, product description) that a simple translation is sufficient, can you confirm?Besides as it is a UNOPS process which is an organization part of the United Nations, we understand that legal and administrative documents (Company certification, financial status, past contracts to support similar experience) can be sent in French as it is one of the official languages. Kindly advise. ResponsesQn.1. 2 (two) week extension period granted.Qn.2. ISO 9001 Certificate or an equivalent is a mandatory requirement.Qn.3. The required tender submission language is English. There are other UN languages, but proposal evaluators may not know tthem. Proposers shall be responsible to translate specific documents requested to be submitted with their proposals.

Changed/edited on: 24-May-2021 07:09
Changed/edited by: webservice@unops.org
New clarification added: Question 1: Following the analysis of the project complexity and considering the administrative procedures heaviness, we ask you to please consider an additional period of three (3) weeks for the offer submission  so we can develop a qualitative offer according to the CSC and the responses to the questions asked.Kindly confirm if this request is acceptable?  Question 2 :We understand that the requirement to present an ISO 9001 certificate by the bidders is not a mandatory requirement, is this correct?  Question 3 :We understand that for technical and marketing supports (brochure, product description) that a simple translation is sufficient, can you confirm?Besides as it is a UNOPS process which is an organization part of the United Nations, we understand that legal and administrative documents (Company certification, financial status, past contracts to support similar experience) can be sent in French as it is one of the official languages. Kindly advise. ResponsesQn.1. 2 (two) week extension period granted.Qn.2. ISO 9001 Certificate or an equivalent is a mandatory requirement.Qn.3. The required tender submission language is English. There are other UN languages, but proposal evaluators may not know tthem. Proposers shall be responsible to translate specific documents requested to be submitted with their proposals.

Changed/edited on: 24-May-2021 07:08
Changed/edited by: webservice@unops.org
New clarification added: Question 1: Following the analysis of the project complexity and considering the administrative procedures heaviness, we ask you to please consider an additional period of three (3) weeks for the offer submission  so we can develop a qualitative offer according to the CSC and the responses to the questions asked.Kindly confirm if this request is acceptable?  Question 2 :We understand that the requirement to present an ISO 9001 certificate by the bidders is not a mandatory requirement, is this correct?  Question 3 :We understand that for technical and marketing supports (brochure, product description) that a simple translation is sufficient, can you confirm?Besides as it is a UNOPS process which is an organization part of the United Nations, we understand that legal and administrative documents (Company certification, financial status, past contracts to support similar experience) can be sent in French as it is one of the official languages. Kindly advise. ResponsesQn.1. 2 (two) week extension period granted.Qn.2. ISO 9001 Certificate or an equivalent is a mandatory requirement.Qn.3. The required tender submission language is English. There are other UN languages, but proposal evaluators may not know tthem. Proposers shall be responsible to translate specific documents requested to be submitted with their proposals.

Changed/edited on: 24-May-2021 07:07
Changed/edited by: webservice@unops.org
New clarification added: Question 1: Following the analysis of the project complexity and considering the administrative procedures heaviness, we ask you to please consider an additional period of three (3) weeks for the offer submission  so we can develop a qualitative offer according to the CSC and the responses to the questions asked.Kindly confirm if this request is acceptable?  Question 2 :We understand that the requirement to present an ISO 9001 certificate by the bidders is not a mandatory requirement, is this correct?  Question 3 :We understand that for technical and marketing supports (brochure, product description) that a simple translation is sufficient, can you confirm?Besides as it is a UNOPS process which is an organization part of the United Nations, we understand that legal and administrative documents (Company certification, financial status, past contracts to support similar experience) can be sent in French as it is one of the official languages. Kindly advise. ResponsesQn.1. 2 (two) week extension period granted.Qn.2. ISO 9001 Certificate or an equivalent is a mandatory requirement.Qn.3. The required tender submission language is English. There are other UN languages, but proposal evaluators may not know tthem. Proposers shall be responsible to translate specific documents requested to be submitted with their proposals.

Changed/edited on: 24-May-2021 07:06
Changed/edited by: webservice@unops.org
New clarification added: Question 1: Following the analysis of the project complexity and considering the administrative procedures heaviness, we ask you to please consider an additional period of three (3) weeks for the offer submission  so we can develop a qualitative offer according to the CSC and the responses to the questions asked.Kindly confirm if this request is acceptable?  Question 2 :We understand that the requirement to present an ISO 9001 certificate by the bidders is not a mandatory requirement, is this correct?  Question 3 :We understand that for technical and marketing supports (brochure, product description) that a simple translation is sufficient, can you confirm?Besides as it is a UNOPS process which is an organization part of the United Nations, we understand that legal and administrative documents (Company certification, financial status, past contracts to support similar experience) can be sent in French as it is one of the official languages. Kindly advise. ResponsesQn.1. 2 (two) week extension period granted.Qn.2. ISO 9001 Certificate or an equivalent is a mandatory requirement.Qn.3. The required tender submission language is English. There are other UN languages, but proposal evaluators may not know tthem. Proposers shall be responsible to translate specific documents requested to be submitted with their proposals.

Changed/edited on: 24-May-2021 07:05
Changed/edited by: webservice@unops.org
New clarification added: Tender Reference : RFP/2021/19606Tender Name: Implementation of an Integrated Civil Registration and Vital Statistic System for the National Civil Registration Authority of Sierra LeoneImplementation of an Integrated Civil Registration and Vital Statistic System for the National Civil Registration Authority of Sierra LeoneThe clarification request:Please can you explain us where is the Tender Particulars section in the documents.Answer, TheTender Particulars section is in eSourcing. Please once in eSourcing refer to the third green tab from the left. 

Changed/edited on: 20-May-2021 09:39
Changed/edited by: webservice@unops.org
New clarification added: We would like to know if we can submit a proposal as a consortium of firms. If, yes, do all the companies need to be registered in the UNGM plateform or just the leading firm (us)?An. Yes, it is mandatory for all UNOPS suppliers to register in UNGM. 

Changed/edited on: 20-May-2021 09:38
Changed/edited by: webservice@unops.org
New clarification added: Below are the questions from us regarding tender RFP/2021/19606.1.     Could you please clarify on what exactly NEC refers to? National Electoral Commission?2.     Please clarify on issue related to server preparation which according to the TOR is not currently online and the need to purchase other related hardware necessary for developing CRVS system.3.     Regarding to the Technical Proposal evaluation criteria shown on UNOPS eSourcing website, the detailed points distribution is not displayed, and only has 20, 25, 10, 5, 20 for a total of 80 points. Furthermore, in terms of "Certification" part of "Technical Capacity" section, we have a number of excellent developers when PERCENT was commissioned to develop a Civil Identification Register for the Government of Angola (this project is inherently similar to this tender), but the problem now is that they don't currently process certificates to "prove" their competence. In other words, if the requirement for certificate procession is absolutely the only criterion to demonstrate our professionality and the points distribution is unknown, then we might not be able to proceed to bid.4.     PERCENT is currently undergoing the process for IPO and unfortunately pre-IPO financing has resulted an increment of its current liability, causing current ratio less than 1. According to the Qualification Criteria in Evaluation Criteria on UNOPS eSourcing website, the average current ratio must be greater than or equal to 1. This requirement is strictly on Pass/Fail clause. So we are wondering if we can waive this one and of course we will be presenting audited balance sheet upon bid submission.(Please treat this particular question as confidential as we do not want to disclose financial information prior to IPO to the public)ResponsesQn.1. Yes, NEC refers to National Electoral Commission.Qn.2. The CRVS system comprises 2 components; 1. the CRVS software (the subject of this RFP) and 2. the Data Center. The Data Center will be the subject of a subsequent tender. The successful bidder will be apprised of the specifications of said system upon awarding of the contract, or publishing of the tender (whichever comes soonest). Therefore, the server (data center) is not online currently.Qn.3. The points are not only for certification; they combine academics and experiences.Qn.4. A liquidity ratio of at least 1 is mandatory. 

Changed/edited on: 20-May-2021 09:19
Changed/edited by: webservice@unops.org