Supply, Delivery, Installation, Configuration, Customization, Testing, Commissioning, Training, and Maintenance of Software systems for three Ministries in Mogadishu Somalia, in Three Lots

New clarification added: Request to Extend Submission DeadlineSubject: RFQ/2025/58900 – Request for Extension of Quotation Submission DeadlineDear UNOPS Procurement Team,We are preparing our quotation for RFQ/2025/58900 Lots: and respectfully request a 7-day extension to the submission deadline.Rationale: (i) supporting documentation; (ii) compiling signed CVs/certificates and price schedules per lot; and (iii) internal approvals for the consolidated workplan and compliance checks.This short extension will help ensure a fully compliant, high-quality submission aligned to Section II requirements and the eSourcing document checklist.Proposed new deadline: 10 September 2025 (or the next working day). We remain committed to the current timelines for evaluation and award.Thank you for your consideration.Kind regards,UNOPS RESPONSE Dear Bidder,Due to our tight project timelines, we are unable to extend the bidding process beyond 8 September. We appreciate your understanding and cooperation.Regards,

New clarification added: Question1. Regarding the "Form E: Joint Venture"- if there are 2 parties forming a joint venture for submitting the proposal, do the 2 parties need to fill up the form seperately or 1 combined form for each lot will do?RESPONSEKindly fill in one form jointly for each lot. Both parties need to fill the form combined.

New clarification added: QUESTIONRegarding the licensed software products of Lot 2 (Adobe Premiere Pro, Microsoft Copilot for Microsoft 365 Business, Envato Elements), the number of users is only specified for Microsoft Copilot and the duration of the licenses is not specified for any of the software products. 2 questions regarding these:1. How many users will require Adobe Premiere Pro and Envato Elements?2. How many years should the licenses be valid for?RESPONSE1. How many users will require Adobe Premiere Pro and Envato Elements?10 users need Adobe Premiere Pro and Envato Elements2. How many years should the licenses be valid for?The licenses need to valid for Three years 

New clarification added: Question"Data entry operators / digitization manpower: To be provided by the bidder/supplier, as part of service delivery."- The follow up question:1. Any specific qualification required for the digitization manpower? Do you require the CVs?RESPONSEPlease quote the data migration cost as other cost in pricing sheet for all system and donot add the key personel cost and data migration personnel there is no need to share specific qualifications or CVs. 

New clarification added: QUESTIONFor the integration part, which third parties/external systems will be integrated with the developed ERP?RESPONSEThe Financial Management Information System (FMIS) and other governmental systems will be integrated via an Application Programming Interface (API).

New clarification added: QuestionThe timelines for the deliverables shared by the procuring entities are not possible, considering the ministires are looking for full open source solution, with end to end development and deployment, can we suggest our own timelines as per the entire project understanding? RESPONSEDear Bidder,Please maintain the deliverable timeline as per the Terms of reference.Regards

New clarification added: QUESTION"Configurable notifications for system events, user actions, and operational alerts (email, messaging, webhooks, etc.) using open-source solutions/integrations"-a) Who will bear the SMS/messaging charge cost? If the vendor has to bear, what would be the approx. volume of SMS to be sent?b) Is there any SMS gateway already existing which will be integrated?UNOPS RESPONSEa) Who will bear the SMS/messaging charge cost? If the vendor has to bear, what would be the approx. volume of SMS to be sent?The vendor is responsible for all SMS/messaging charges. The anticipated volume of SMS messages is moderate, as there are currently no existing systems in place.b) Is there any SMS gateway already existing which will be integrated?An SMS gateway is not currently in place.

New clarification added: QUESTIONAs it is mentioned in the response "Migration Scope: The migration scope will likely involve significant digitization of paper records and manual data entry, in addition to importing data from Excel/CSV files."- a) What will be approx. no of pages to be digitized? b) What will be resolution requirement for scanned pages?b) who will provide the data entry operator resources, scanner etc. to perform the digitization?UNOPS RESPONSEa) Approximate number of pages to be digitizedThe exact number of pages has not been disclosed. Based on similar projects of this scope, the estimated volume is expected to be moderate.b) Required resolution for scanned pagesThe required resolution for black & white document digitization is typically 300 dpi, which balances legibility and storage efficiency. If higher archival quality is needed (e.g., legal records or maps), resolution can be increased upon client request.c) Responsibility for resourcesScanner hardware: To be provided by the Ministries (as government offices usually retain control of physical records).Data entry operators / digitization manpower: To be provided by the bidder/supplier, as part of service delivery.

New clarification added: QuestionDear Sirs,With this letter, we kindly request a two-week extension for the tender proposal submission deadline. This additional time will enable us to prepare our proposal thoroughly, ensuring it meets all requirements and is presented effectively.ResponseDear Bidder,Thank for your request, we extended the bid to 8 September and we will not be able to extend any further as this systems are urgently needed.Regards, 

New amendment added #2: Amendment 2:This amendment is to extend the bid deadline submission to 8 September.

New clarification added: QUESTION 1313. Licensing clarification: The RFP specifies open-source systems but also lists license costs under Lot 2 (Part 2: Licensed Software Products – Adobe Premiere Pro, Microsoft Copilot for 150 users, Envato Elements). Could you clarify this apparent contradiction?RESPONSE 13Licensing Clarification: There is no contradiction. The Ministries require the core enterprise system (e.g., HR, Finance) to be open-source to prevent vendor lock-in and mitigate long-term governmental costs. However, specific productivity or specialized tools for users are procured as licensed Commercial Off-The-Shelf (COTS) software. In this context, the core system must be open-source, while the project also necessitates the procurement of specific licensed tools such as Adobe Premiere Pro, Microsoft Copilot for 150 users, and Envato Elements.QUESTION 1414. User details: What is the number of users in each Ministry, their roles, and whether access is module-specific?RESPONSE 14User Details: The precise number of users per Ministry will not be publicly disclosed. However, the systems must support a scalable architecture accommodating at least 1,000 concurrent connections.QUESTION 1515. Payment Terms - Payment is tied to Acceptance Certificates, but who signs off — UNOPS or MOIS ?RESPONSE 15Acceptance will be signed off by UNOPS upon satisfaction of the systems by UNOPS and ministiresRegards,    

New clarification added: Dear procurement team, this is to kindly request clarification on the below listed queries;QUESTION 1What is the existing system – manual or IT-based? RESPONSERESPONSE 1Existing System Status: The current systems are likely a combination of manual, paper-based procedures and disparate, rudimentary IT systems (e.g., spreadsheets or standalone databases).QUESTION 2If IT-based, please specify the Information Technology details.RESPONSE 2Information Technology Details (If IT-based): Given the probable manual or semi-manual nature of the present state, comprehensive specifications of a legacy IT system are unlikely to be pertinent. The tender focuses on developing a new system, rather than migrating from a sophisticated existing one.QUESTION 3What IT infrastructure is available in the country, and what is its availability and reliability?RESPONSE 3Available IT Infrastructure and its Reliability in the Country: Somalia's IT infrastructure is in a developmental phase. Key characteristics include:Connectivity: Primarily mobile-based (4G/5G in urban centers), supplemented by fiber optic links connecting major cities and providing international access.Data Centers: Limited local data center infrastructure that meets international standards for hosting critical government systems.Power: The power supply can be unreliable, which is a critical consideration for on-premise solutions.Cloud: Cloud adoption is increasing, leveraging providers with regional availabilityQUESTION  4Is cloud hosting required to be from a specific country?RESPONSE 4Cloud Hosting Requirements: Cloud hosting is not mandated to be from a specific country. The vendor is required to deliver the solution as a service, hosted on a public cloud platform (e.g., AWS, Azure, Google Cloud), as detailed in the Terms of Reference (TOR) for each lot. The vendor's financial proposal must encompass all hosting expenses for the entire contract term, including the three-year warranty period. Upon the conclusion of the three years, the vendor shall transfer the hosting rights and ownership to the ministries.QUESTION  5What is the current status of internet availability and reliability in the country?RESPONSE 5Current Internet Availability and Reliability in the Country:Availability: Internet penetration has expanded significantly, reaching over 50% of the population, primarily through mobile networks.Reliability: Reliability varies considerably between urban and rural areas. While major cities possess relatively stable 4G/5G and fiber connections, field offices may experience intermittent connectivity. The recent introduction of satellite services, such as Starlink, is enhancing reliability in remote locationsQUESTION 6Are these applications intended to be used both at headquarters and at field offices?RESPONSE 6Application Usage Scope: These applications are almost invariably intended for use in both ministry headquarters in Mogadishu and key regional field offices to ensure centralized data and unified processes.QUESTION 7Are the functional specifications provided in the RFP already in practice, or are they proposed as part of Business Process Re-engineering?RESPONSE 7Nature of Functional Specifications: The specifications are almost certainly part of a Business Process Re-engineering (BPR) initiative.QUESTION 8Are process manuals for different modules currently available?RESPONSE  8Availability of Process Manuals: It is highly improbable that comprehensive, up-to-date process manuals for the proposed digitized systems currently exist. A key deliverable of the project will likely be the creation of these manuals.QUESTION 9What is the number of employees in each Ministry?RESPONSE 9Number of Employees per Ministry: The precise number of employees will not be publicly disclosed. However, the systems must support a scalable architecture accommodating at least 1,000 concurrent connections.QUESTION 10For the Financial Management System (sample), are features such as:a. Accounts Payableb. Multi-currency supportrequired?RESPONSE 10Financial Management System Features (Sample): For any government-level Financial Management System, Accounts Payable is a core, essential function. Multi-currency support is also highly probable, given the necessity to manage international aid, grants, and transactions in various currencies (e.g., USD, EUR) alongside the local currency (Somali Shilling).QUESTION 11For each module under each Ministry, please provide the existing number of records/transactions as well as the expected number over the next 5 years.RESPONSE 11Existing and Projected Records/Transactions: The modules to be created are new; consequently, there are no existing modules.QUESTION 12Regarding existing data:What is the current data volume and in what unit of measurement (e.g., GB, TB)?What data formats are available?What is the scope of migration: system-based (via API), database transfer, CSV/Excel, or paper-based records requiring digitization?RESPONSE 12Existing Data Information:Volume: The current data volume is likely to be relatively low in digital terms (in the GB range, not TB), as the ministry does not presently utilize large, sophisticated systems.Formats: Data exists in a combination of paper records, Excel files, and potentially some standalone databases (e.g., MS Access).Migration Scope: The migration scope will likely involve significant digitization of paper records and manual data entry, in addition to importing data from Excel/CSV files. 

New clarification added: Require follwoing clarifications, QUESTION 11. Under the system wide tehnical specs, under point 5 - Security & Compliance, kindly share in more detail what are the compliances that need to be followed UNOPS RESPONSE 11.  Compliance requirements are primarily governed by international standards, such as ISO/IEC 27000, NIST SP 800-53, Somalia Data Protection Act compliantQUESTION 22. For the cloud hosting, requirement for Somalia Data Protection act, kindly share more details on the act, and as well clarify if the system can be implemented on a hosting proivder out of Somalia, or does it have to be in Somalia? RESPONSE 22..Public cloud hosting is permissible and requested by the ministries, ensuring compatibility with leading cloud service providers (AWS, Azure, Google Cloud) and leveraging Infrastructure as a Service (IaaS) or Platform as a Service (PaaS) models.QUESTION 33. Are we able to propose our own payment terms when applying for tender? RESPONSE 33. Payment terms are fixed and will be paid after acceptance of the software module.QUESTION  44. Under deliverables for Software, for technical criteria, comment is : "Two similar projects should be provided, with at least two complete contracts done in the region or country" - does this require projects delivered in Somalia or it can be applicable for solutions implemented anywhere in the world? RESPONSE 44. Location of Past Projects ,The  Projects delivered in Somalia   or Region(East Africa ) not anywhere in the world  

New clarification added: QUESTIONClarification still required under Joint Venture between international companies, due to the size of the project, we need clarification if we should apply as a Joint Venture or as a Partner with international orgnaistaion, we want to use documents for referrals and capacity (experience) of internation partner for submission, so should we apply as a Joint Venture with the international company or if we showcase as partner?UNOPS RESPONSEOnly joint venture agreements will be accepted and there is no limit to number of companies that can form a joint venture and it should be clearly indicated in the venture form

New clarification added: QUESTION 11.      The format for the Resume of Proposed Key Personnel (Form F) is missing in the "Section-III: Returnable Bidding Forms" in every lot. Can you please share the format?UNOPS RESPONSE 1 Please fill the section named Section 3: Form F-Key personnel proposed - Please attach CVs and copies of certificates within document named as section III returnable bidding forms, attached the form F along CVs of key personel and their academic and Professional certificates in the esourcing checklistQUESTION 22.      The scope of this project is quite complex and vast. As per our observation, In addition to the manpower mentioned in "Section II: Schedule of Requirements- Detailed Terms of Reference", we need other professionals also to successfully develop and implement this system.  For example, we require assistant developers to support lead developers, SQAs to ensure software quality. Therefore, can we propose additional manpower?UNOPS RESPONSE 2For this process, UNOPS has pre-determined the maximum number of key staff and expects the bidder to use only that specific team structure to achieve the desired outcome and UNOPS does not foresee a requirement of more than key staff mentioned in the TOR . The bid must be priced accordingly.Payment from UNOPS will not be based on compensation for individual staff. Instead, payment will be made based on the cost of each software module delivered, once a final acceptance certificate has been issued for that module, as detailed in the Terms of Reference (TOR) under deliverables and milestones.QUESTION 33.      You have requested a Total 3-year warranty (One-Year Warranty and Two-Year Commercial Warranty). Does that include free-of-cost services for the entire 3 years?UNOPS RESPONSE 3The "Total 3-year warranty (One-Year Warranty and Two-Year Commercial Warranty)" stipulation mandates that all services necessary to rectify defects, errors, or failures within the delivered system shall be provided without additional cost to the Ministries. This encompasses, but is not limited to, bug fixes, security patches, essential software updates, and all requisite professional labor for diagnosing and resolving issues.QUESTION 44.      And regarding the additional two-year after-sales service you mentioned, will that be paid service?UNOPS RESPONSE 4Yes, the Two-Year Commercial Warranty and all after-sales services are paid engagements, as detailed in the pricing sheet in the returnable bidding form. Following the expiration of the initial One-Year Comprehensive Warranty, the bidder must provide estimated costs for the subsequent two-year period in their bid.QUESTION 55.      It is mentioned that certificates need to be attached along with the CV. Could you please clarify whether you are referring to academic certificates or professional certifications?UNOPS RESPONSE 5Dear BidderAttach academic certificates and professional ones for all key personel under esourcing checlistQUESTION 66.      Regarding Training:a) How many users/stakeholders are required to undergo system training for each lot?b) What will be the duration in hours or days for each training session?c) Who will bear the costs for the following:i. Venue ii. Honorarium iii. Refreshment iv. Training Materials & Kits v. Training ManualYour clarification in the above points will be highly appreciated"UNOPS RESPONSE 6The vendor must propose an appropriate training plan, including duration, based on the system's complexity and the different user roles in their proposal. The ministries will provide the training location. The vendor is responsible for all training materials, including manuals and kits, and will train five end-users per software model and two to three System Administration Trainers of Trainees (TOT) for each lot. Please note that no honorarium or refreshments will be provided, as this is considered on-the-job training.QUESTION 77.      What type of system hosting will be provided, and who will be responsible for bearing the associated costs?UNOPS RESPONSE 7The vendor is required to deliver the solution as a service, hosted on a public cloud platform (e.g., AWS, Azure, Google Cloud) as detailed in the TOR for each lot. The vendor's financial proposal must encompass all hosting expenses for the full contract term, including the three-year warranty period. Upon the conclusion of the three years, the vendor shall transfer the hosting rigjhts and ownership to the ministries.QUESTION 88.      If any hardware or device needs to be integrated, who will bear the cost? Vendor or Client?UNOPS RESPONSE  8No hardware items are required from the vendor. 

New clarification added: Dear Team, Could you please share the 'minutes-of-the-meeting'?UNOPS responseWe have shared the minutes of the meeting and the presentation notes. You will find them under the document section.Regards

New amendment added #1: Amendment 1:This amendment is to upload prebid meeting minutes. Attached under the documents section.A minor revision on the evaluation criteria stipulated under the criteria section and in the TORs for each lot as belowBefore revision, the criteria read as followsBidders should have been in the continuous business of delivering similar services for the last 5 years. Similar services. At least two (assignments/contracts awarded, ongoing or completed) in the last five (5) years from the date of tender closing with a value of not less than USD 200,000.00. Please indicate details of past or ongoing assignments/contracts dated 5 years from the bid closure date in the Form D - Previous Experience form.( In the case of a joint venture, at least one of the joint venture members must meet this Criteria)After revision, the criteria read as followsBidders should have been in the continuous business of delivering similar services, such as the one requested under this tender, for the last 5 years.  At least attach a series of  (assignments/contracts awarded, ongoing or completed) in the last five (5) years from the date of tender closing with a value of not less than USD 200,000.00 (when combined or cumulatively). Please indicate details of past or ongoing assignments/contracts dated 5 years from the bid closure date in the Form D - Previous Experience form. ( In the case of a joint venture, at least one of the joint venture members must meet this criterion.)Criteria On Financial Capacity1. Financial capability: The Bidder shall provide proof of financial availability that will enable him/her to start the work without receiving an advance payment. The proof shall be in the form of a Certified financial statement for the last 3 Months from a bank amounting $200,000 OR  Access to a Credit Facility (Credit Letter) amounting to  USD 200,000, for proof of financial support in the form of access to overdraft or access to a credit facility from a reputable bank or other financial institutions. Any equivalent currency, unlike USD, will be converted to USD based on the standard UN Operational Rates of Exchange (UNORE) for the month of September, in which the bids will undergo evaluation. Bidders are advised to familiarize themselves with the UNORE. (In the case of a joint venture, at least one of the joint venture members must meet this Criteria)Extended criteria - Joint Venture Partner InformationAt least one Joint venture member must be registered with the Federal Government of Somalia and must have a Certificate or License from the Ministry. The other partner in the JV should submit a Registration Certificate from their country of origin.As a minimum requirement,  at least one joint venture member must satisfy the Financial Capacity criterion as outlined in SECTION II: EVALUATION METHOD AND CRITERIA.At least one joint venture member must have successfully delivered similar Services contracts within the five (5) years preceding the proposal opening as outlined in SECTION II: EVALUATION METHOD AND CRITERIA.For joint ventures, consortia, or associations submitting bids, all bid documents and the offer submission itself must be in the name of the lead partner. If awarded the contract, UNOPS will execute the agreement with the lead partner. The offer should be submitted to UNOPS by the lead member of the JV.All Joint Ventures must independently meet all the remaining Eligibility, Qualification, and Technical criteria  stated Thank you for your interest.

New clarification added: QuestionKindly share notes from the Pre-Bid meeting.UNOPS ResponseDear Bidder,We will share the prebid minutes and presentation notes in the next few minutes.

New clarification added: Question from BidderHow many joint ventures are applicable? Is it only a Joint Venture with the local Somalia company? Or can we also have another Joint Venture with another company for application. So basically, 1st Joint Venture with Somalia based company and then 2nd Joint Venture with another solution based organisation to meet the requirements and be able to deliver all lots. UNOPS RESPONSEDear Bidder,Please note there is no limit on the number of companies that can form a Joint Venture; however, the bid shall be submitted by the lead partner. 

New clarification added: QuestionWas not able to join the meeting as the link kept searching with the message "No one responded to your request to join the call". Kindly advise.UNOPS Response,Dear Bidder,The prebid meeting has ended as it was at 11:00 am, but we will share the minutes in the course of today.Regards, 

New clarification added: Dear Bidders,This is a kind reminder for today's Prebid meeting at 11:00 am. Please join using the link belowMeeting Link: https://meet.google.com/bcn-pgec-ueh?authuser=0Thank You,