Development of Management Information Systems for Five UNOPS Implementing Partners (IPs) (Software)

New clarification added: Dear suppliers,Please find the below received request/s for clarification with response/s:Question: Please indicate the no. of employees which will be included in payroll in each of the IPs.Response: We prefer to have a total number of users for the whole system in each IPs, because depending on your further analysis and the existing and future needs of the IPs the number of users in each single system might be changed. Therefore, the expected number of users might be between 30 to 50.Question:  Is it one LOT or two LOTs. why there is TWO files (2 EXCEL_ form B) for price, please more details, Clearfieling each excel ( price schedule) for what assessment?Response: Please note that this RFQ is comperises of one lot only. Please note that besides the returnable form B, bidders are required to fill also form-B in excel format for your financial offer breakdown. There is only one Form-B in excel format updated under RFQ amendment (1). Please refer to the “Documents” section.Question: Do you need cv's for each the 5 assessmentOR,  or FOR each LOT(if its 2 LOTs)? Response: CVs for all requested key personnel are required to be submitted along with the offer submissionQuestion: The equipment of Aden total amount is 18,000$ as the TOR,  Would the equipment be purchased at our expense or at the expense of the client.Response: Please note that the hardware equipment will be provided by the client.Best regards,

New clarification added: Dear suppliers,Please find the below received request/s for clarification with response/s:Question: For all IPs, In terms of reference, point no. 6.1.1 it is mentioned ‘consultant must convert the existing MIS subsystems into modules and install them into the platform …’ : Please illustrate this point more.Response: The IPs have their own systems, so the supplier expect to integrate the needed systems with the existing systems. In that case, the supplier responsible for convert these existing subsystems into modules that be able to integrated with the new system, or if the IPs agreed, the supplier could build the whole system which includes the existing subsystems and the new required systems.Question: For all IPs, In terms of reference, point no. 6.1.4 it is mentioned ‘The company will present its plan to transfer data from the old systems to the new MIS’ Please indicate the data size (how many years, records,  …etc).Response: The number of years for the old data is between 5 to 10 years and is not huge, because the main data will be the records of the projects done by these IPs.Question: For all IPs, In terms of reference, point no. 6.1.4 it is mentioned ‘The Company developing the MIS system must submit the following document.’ BUT here are no following documents mentioned, please confirm.Response: - The service provider will provide the information technology team from the IP with all the work carried out during the project implementation phases step by step and handover everything that has been done with the documents and source codes.- The service provider must submit the following documents:o Documentation of software development: analysis, design, architecture,data modeling, process modeling, data structures, ERD, etc.o Documenting the source code that explains the customized source code and how to change it, provided that the source code contains notes on the uses of the code and its impact on modules and software.o Document the unit development to guide how to develop a new unito Technical guide.o Administrator#39;s guide.o User guide (Arabic, English).- The service provider will submit the training plan for approval with all training documents in both languages (Arabic - English) for (users, developers, and trainers).Question:  For all IPs, In terms of reference, point no. 6.1.4 , 4 it is mentioned ‘The company will supply the servers and devices with all the necessary settings and configurations to operate the MIS system; As long as supplying hardware is not indicated in main duties or in schedule of prices, please confirm that supplier should provide hardware and in case of confirmation, we will need to know the quantities as it depends in no. of users, branches, transactions, etc.Response: No, the supplier needs to provide the software with all needed configuration and customization only in this tender. For, the hardware requirements, the IPs will have them.Question: In terms of reference for the Development of UWS- PMU - Aden  MIS software, point no. 6.2 a table for hardware items with the prices is there. What’s the meaning of presenting hardware table with prices: is customer going to supply that or shall supplier do that with same quote?Please illustrate this point. And why is this presented in UWS- PMU - Aden only and not in other IPs.Response: For that the Hardware requirements are separated from this tender,so yes the customer will have them and the supplier needs to provide the software only mentioned in this tender.Question: Please indicate the no. of users for each single system in each of the IPs.RAPCMOBase System no. of users are ……..Financial System no. of users are ……..Assets no. of users are ……..HR System no. of users are ……..Purchase System no. of users are ……..Project Management no. of users are ……..Response:We prefer to have a total number of users for the whole system in each IPs, because depending on your further analysis and the existing and future needs of the IPs the number of users in each single system might be changed. Therefore, the expected number of users might be between 30 to 50.Best regards,

New amendment added #2: Amendment (1):Extending the deadline for receiving clarifications until 28- Sep -2023

New clarification added: Dear suppliers,Please find the below received request for clarification with response:Question: After a detailed and comprehensive review of the tender documents, reference terms, and system specifications required, we would like to clarify the following:1. Our observations are based on the following:   1.1. We have collaborated with all the beneficiaries of the MIS system since its inception and are well-acquainted with its details and requirements.   1.2. We have been informed of the evaluation results by the World Bank committee for these institutions.   1.3. Some members of our team have experience working with the MIS system for the Social Development Fund, and we are fully aware of its details and requirements.   1.4. Our company has previously built and implemented more than one MIS system, giving us comprehensive experience in the intricacies and requirements of such systems.2. The Single Record Mechanism is the foundation of MIS systems, through which data storage files are built without redundancy, and they are called upon in tables, operations, and records that require this data. This mechanism ensures the non-repetition or conflict of data, allowing for the issue of the single record's movement with a large amount of data from various system components and modules.3. The MIS system should be constructed within a single unit divided into components, modules, operations, and functions to ensure the smooth flow of data and to apply data security standards.4. The terms of reference and specifications did not encompass all the requirements specific to the implementing partners, as they are institutions funded by international organizations. This document primarily focuses on standard systems that may suit government institutions but may not entirely fit institutions funded by international organizations. For instance:   4.1. Financial Documents, including basic data settings, project baseline indicators, targeting indicators, output indicators, financing components and activities, funding ratios, primary financing plan, funding withdrawal limits, funding withdrawal categories, procurement categories and methods, monitoring and evaluation indicators, etc.   4.2. Planning and Budget Management System, treated as an independent module, is crucial for institutions funded by international organizations, covering various types of planning within one interconnected unit (general strategic plan, periodic plans, procurement plans, expenditure plans).   4.3. sub-Project and Sub-project Management System, as an independent midule, serves as the foundation for such institutions due to its connection to all other system components.   4.4. Purchasing, Tendering, Invoices Due, and the Electronic Procurement Portal System, which manages the entire procurement cycle (procurement plans, tender preparations, tender announcements, registration of suppliers and consultants, technical and financial proposals, bid opening, technical and financial analysis, contract awarding, contract execution, contract extensions, contract closure).5. System specifications and terms of reference in the tender document may appear complex but are not for the company implementing the system. Instead, they are intended for the institution benefiting from the system. For example, according to the specifications and terms of reference for the Human Resources Management System, it would be challenging to implement the system within the Road Maintenance Fund - External Financing Unit - Sanaa due to the absence of a dedicated HR manager, as their responsibilities have been merged with the financial management.In conclusion, we hope that our request will be considered as an expression of our commitment to the success of this project. As we have outlined our perspective on the specifications and reference terms of the MIS system, we kindly request a meeting with your responsible parties to present our views on solutions for developing this project and ensuring its success.We hope to receive responses to the clarification requests we previously sent to you.We also wish to express our gratitude for your outstanding humanitarian efforts, which have been a source of assistance to Yemen during these challenging timesResponse: Thank you  for your comments and suggestions. Please note that integration features of the modules are already considered in the design of the requested software under this RFQ, as such the bidders are required to provide the requested as described in the ToR in this RFQ. Best regards,

New clarification added: Dear suppliers,Please find the below received request for clarification with response:Question:While going through tender documents 'price schedule form, TOR, Schedule of requirements, and returnable bidding forms', we found out that this tender is intended for one product which is ERPnext (because that is clearly mentioned in the docs.) Here that means other products are not acceptable even if they meet the requirements?Please confirm, as we need to know if we can proceed or not.Response: Any Open source Enterprise resource planning (ERP) system that meets all the requirements is accepted. Please refer to the amendment (1)Question: The number of tender documents exceeds 400 pages and requires more time to study them and prepare the technical and financial offer for them. We would be grateful if our request to extend the date of requesting clarification and the date of submission of the tender is accepted with sufficient time so that we can prepare a detailed, complete and competitive offer.Response: Please note that the requirements are needed urgently, the deadline can not be extended at the moment, however, please note that the deadline to send clarification has been extended already.Question:There are some system-modules that we thinks should be included in the components of the system and its terms of reference as independent systems and linked to the rest of the components of the system, such as (the financing management system, the tender management system, the Interim Invoice management system, the electronic portal for procurement, and others). Is it necessary to adhere to what specified in the tender documents, or is it possible to provide an integrated solution based on the company’s experience in such projects? If you agree to provide an integrated solution, it will be included in the offer submitted by us.Response: The ToR and Annexes were prepared by a consultancy firm after initial assessment of the beneficiaries current situations and requirements.The vendors have the ability to provide integrated solutions as long as it includes all the requirements specified in the tender.Thank you  for your comments and suggestions. Please note that integration features of the modules are already considered in the design of the requested software under this RFQ, as such the bidders are required to provide the requested as described in the ToR in this RFQ. Question: Our company has a standard work plan for such projects that includes job titles and work tasks specific to them. Is it possible to modify the number and job titles of the work team or must we adhere to what was specified in the tender documents? (Note: The cost of the offer submitted by us may change according to that )Response: Bidders are required to provide the minimum number of key personnel and as per the requested minimum qualification and years of experience, any additional resources bidder can provide and make the necessary arrangement, however, UNOPS reserve the right to request further information and can request changes if needed.Question: Is it possible to choose programming technologies other than what was specified in the tender documents? With our commitment to achieving the purposes of the tender and its terms of reference.If you do not object, these technologies will be included in the solution provided by our company in our technical offerResponse: Any Open source Enterprise resource planning (ERP) system that meets all the requirements is accepted. Please refer to RFQ amendment (1)Question: Just to confirm: Can companies submit their offer in this tender as A coalition consisting of several companies? Yes or NoResponse: Joint venture is optional, please refer to criteria number 2.3 under the qualification criteria, also Form F: Joint Venture Partner Information Form Question: Just to confirm: A bid security is not required for this tender? Yes or NoResponse: No Bid security (bid bond) is required for this RFQ. Question: If entering the tender as a coalition, is the data of the coalition companies entered on the questionnaires (Bidder Information Form and Qualification criteria) page?Response: In case of joint venture, Form F: Joint Venture Partner Information Form should be properly filled and signed by all joint venture members, also, eligibility information for all joint venture members should be submitted and included in your offer.Best regards,

New amendment added #1: Amendment (1):Uploading the pre-bid meeting. Updating the criteria number 2.2 and 2.3 under the Qualification criteria, like reducing the years of experience required from 10 to 7 years. Please refer to Criteria section/ tab.Equivalent to the requested  ERP systems/ platform is accepted and the RFQ documents have been updated accordingly. Adding the “Form G: Statement of Exclusivity and Availability” which needs to be submitted for each of the key personnel and to be filled in line with the minimum number of days required for each key personnel and mentioned under Form B - the excel file, also to be signed by the individual her/himself.The following documents have been updated. For easy reference the update highlighted in Yellow. Please refer to the Documents section/ tab:RFQ_Section_III_ReturnableBiddingForms - RFQ_2023_48427RFQ_Section_II_Schedule of Requirements - RFQ_2023_48427 Form B - Price Schedule form - Price breakdownExtending the deadline for clarification until 21-Sep-2023.