Request for Information (RFI) for Enterprise Project, Programme, and Portfolio Management Solution

New clarification added: Dear VendorsThanks for your interest in thes procurement process. Please review the following clarifications: Clarification 12. 2. Could you kindly share volumetric details regarding the data to be migrated, such as information on projects, resources, and timesheets?Answer. Timesheets are not relevant / used.Kind regards

New clarification added: Dear VendorsThanks for your interest in thes procurement process. Please review the following clarifications: Clarification 8. Could you kindly help me by clarifying the following:- Potential scale - How many potential users would the solution need to allow for?- Types of work - Assuming this would encompass both traditional projects and Agile methodologies?- Integration or synchronisation requirements - are there other systems, such as financial platforms, that would be required to integrate or synchronise with the chosen solution?- Timescales - are there known timescales for when the solution would need to be fully implemented?Answer. Our legacy PM system has around 2000 users. Yes, traditional and agile management methodologies would be useful. Yes, the system will need to integrate to UNOPS broader systems landscape through standard protocols. Progressive releases through end 2026.Clarification 9. 1. Would UNOPS prefer implementing all functionalities in a single release with a go-live target by the end of 2026? Typically, we recommend an MVP-based approach with 2–3 phased releases, allowing us to prioritize and deliver key functionalities aligned with business needs.Answer. Phased releasesClarification 10. 3. Could you provide an approximate breakdown on the number of users by license type -Portfolio Full usersTimesheet usersAnswer. Our legacy PM system has around 2000 users. We do not have timesheet users (timesheets are not required functionality).Clarification 11. 4. Our proposed tool also provides collaboration features and Agile Place for Kanban boards, offering enhanced project management and team collaboration capabilities beyond basic integration. Would you be open to exploring these options.Answer. Yes we are interested in agile management and therefore to learn more about this.Kind regards 

New clarification added: Dear VendorsThanks for your interest in thes procurement process. Please review the following clarifications: Clarification 1. In order to better show the potential approach & market solutions for managing your Project, Programme and Portfolio component, we would like to understand:- Where the current PPM data resides- Should the data reside (also partially) in your ERP, what ERP are you utilizing currently and if you plan to introduce a new ERP in the near future.Answer. Projects are created in our in-house system oneUNOPS Projects, which is built on Agresso. The data is held in our data warehouse and integrates with Agresso ERP (which will be retained for the foreseeable future) and is also made available within four hours in BigQuery. Programmes and Portfolios are not currently recognised as managed entities in our system, other than where they are collected under an organisational unit. Management of new and existing programmes is one of the priority changes that must be allowed for.Clarification 2. We would like to better understand the scope and timeline of this initiative:Do you already have a target go-live date, or are there any compelling events or deadlines driving the project timeline?What is the expected rollout scope in terms of number of teams and users to be onboarded?Are you envisioning a phased implementation or a full rollout from the start?Understanding these elements will help us scope our proposal more precisely and ensure we allocate the right resources for a potential future collaboration.Answer. The overall timeline for the implementation of P3M systems is by the end of 2026. The implementation of new systems will depend on the system selection choices (what systems we build / procure as part of the overall systems landscape), however we envisage a staged rollout as and when systems are ready and it makes sense from a change management perspective. Based on current users of legacy system/s, we have around 2,000 users across the gobal, generally geograhically organised organisation structureClarification 3. 1) Would you be open to vendors that are not directly tool providers, but can sopport in the process of selecting the right vendor, facilitate the implementation and/or ensure sustainibility of the tool due to a vast experience in the area?2) Would you be open to a partnership, i.e. a solution wherein you would have the tool provider and an impementation partner bidding together?Answer. Our primary goal is to understand existing tools and their potential suitability for UNOPS intended applications in the area of project, programme, and portfolio management. The current process is an RFI only however any future process that led to procurement and integration of third party tools would be managed with the vendor/s and UNOPS own IT team.Clarification 4. Given Easter break, inbetween now and current submission date, we would like to ask for an extention of due date (by 1 or 2 weeks). Would this be a possibility?Answer. The deadline has been extended by two weeks.Clarification 5. We intend to respond to this RFI with a comprehensive and detailed answer. To ensure our response is as accurate and relevant as possible, we would like to ask a few questions:What types of projects are intended to be managed using the tool (e.g., construction, services, R&D, CAPEX investments, etc.)?Answer. UNOPS manages projects, programmes, and portfolios on behalf of it's clients (partners). While UNOPS does also have an internal portfolio of projects (such as the process innovation and digitalisation programme), the sole purpose of this RFI is to support the management of our clients (partners) projects, programmes, and portfolios. These projects include managing the delivery of services across five service lines, further details of which are available here.Clarification 6. Approximately how many users will be utilizing the tool (e.g., time entry only for resources, read-only, read/write)? This information is necessary to provide an initial insight into the licensing costs.Thank you in advance for your assistance. We believe the requirements shared align perfectly with our product capabilities. We are already working on our response and look forward to discussing your context and requirements in further detail.Answer. The number of users per system ultimately depends on the system landscape UNOPS selects. Our legacy system has approx. 2000 users, but we are also potentially interested in specialised / point solutions for certain areas, and in these areas the number of users would likely be materially less. For example, certain applications may only be required for more complex infrastructure projects, a subset of UNOPS portfolio. Vendors are encouraged to provide details of their capabilities and, given the lack of user No. specificity at RFI stage, provide UNOPS with pricing guidance at different user levels.Clarification 7. What is the current tools being used for :Project and portfolio managementRisk management and Monte Carlo simulationsReporting and Data managementDemand managementIn advance thank you for your answers.Answer. UNOPS currently uses an in-house system, oneUNOPS Projects, which is custom built on Agresso. We do not have sufficient existing capability in programme and portfolio management, risk management beyond basic registers, and in other critical areas.Kind regards

New amendment added #1: Dear Potential BiddersPlease be advised the deadline has been extended. Kind regards