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REQUEST FOR PROPOSALS
RFP NO: RFP CENTRAL DATABASE-01
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1
Request for Proposals (RFP) Health Information Database Procurement
RFP No: CENTRAL DATABASE-01
Part A: Cover Page
Issuance Date: February 7, 2020
Questions Due Date/Time: February 14, 2020, 5PM EST
Proposal Due Date/Time: March 13, 2020, 5PM EST
John Snow Inc. (JSI) is soliciting proposals for development and implementation of real-time health
information and reporting database to meet donor and corporate reporting requirements.
Please submit your most competitive proposal in accordance with the instructions to offerors and terms
of reference. Any award issued as a result of this RFP will be subject to all instructions, terms of
reference/ specifications, terms and conditions. This RFP document includes the following parts:
PART A: Cover Page
PART B: Instructions to Offerors
PART C: Terms of Reference
Attachment A: General Terms & Conditions
All proposals, inquiries, and correspondence pertaining to this solicitation are to be directed to the
attention of:
John Snow, Inc. (JSI)
Attn: Grace Kim
44 Farnsworth Street
Boston, MA 02210
Email: [email protected]
JSI is committed to the highest standards of ethics and integrity in procurement. JSI has zero tolerance for fraud
and strictly prohibits bribes, kick-backs, gratuities, and any other gifts in-kind or in monetary form. JSI also strictly
prohibits collusion (bid rigging) between vendors and between vendors and JSI staff. JSI selects vendors on merit
and will only engage vendors who demonstrate strong business ethics. Vendors must not participate in bid-rigging
or attempt to offer any fee, commission, gift, gratuity or any compensation in-kind or in monetary form to JSI
employees. Vendors who do so will be disqualified from doing business with JSI. Additionally, JSI has a conflict of
interest policy that requires staff to disclose when there is a potential conflict of interest due to the staff-member’s
relationship with a vendor, and if necessary, to refrain from participation in a procurement involving that
vendor. If at any time your organization has concerns that an employee has violated JSI policy, you may submit a
report via JSI’s Code of Conduct Helpline at: www.jsi.ethicspoint.com.
REQUEST FOR PROPOSALS
RFP NO: RFP CENTRAL DATABASE-01
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Part B: INSTRUCTIONS TO OFFERORS
1. DEFINITIONS
Offeror: The individual or firm providing proposals for the services requested under this RFP.
Contractor/Vendor: The individual or firm awarded the services requested under the RFP in the form of
a PO/contract.
Buyer: John Snow, Inc. (JSI).
2. ACRONYM LIST
Acronym Expanded Form
DATIM Data for Accountability, Transparency and Impact Monitoring
DHIS2 District Health Information Software version 2
HFR High Frequency Reporting
JSI John Snow, Inc.
LOE Level of effort
MER Monitoring, evaluation, and reporting
OHA Office of HIV/AIDS
PEPFAR U.S. President's Emergency Plan for AIDS Relief
USAID United States Agency for International Development
3. ANTICIPATED TIMELINE
Once a contract is issued, the following phases and timelines are expected (note timeline is not
indicative of LOE):
Key Items Schedule Estimated Timeline
System development including user acceptance testing, importation of
historical data and customization of reports and visualizations
2-3 months
System testing and amendments/finalizations 1 month
Launch and train JSI administrators 1-2 weeks
Managing the system for 6 months to 24 months including software
updates and routine back ups
6 – 24 months from
launch
System handover support for 2 – 4 months 12– 24 months from
launch
4. PROPOSAL SUBMISSION AND REQUIREMENTS
Offerors are encouraged to read the RFP document in its entirety and ensure that their proposal addresses
all of the topics cited in the proposal instructions and meets the selection criteria. All proposals must be
submitted by the deadline established on the cover page of this RFP. Offers received after this due date
and time may not be accepted for consideration.
REQUEST FOR PROPOSALS
RFP NO: RFP CENTRAL DATABASE-01
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Questions:
All questions or clarifications regarding this RFP must be in writing and submitted to [email protected]
no later than February 14, 2020 5PM EST. Questions and requests for clarification, and the consolidated
responses thereto, will be posted on JSI website or circulated to all RFP recipients who have indicated
interest in this RFP.
Submission of Proposals:
The Offeror’s proposal must be accompanied by a cover letter and signed by an individual who has
signatory authority for the offeror. The offeror must submit a complete proposal package on or before
the due date and time to Grace Kim at [email protected] Proposals must be submitted by email
only with the subject line “RFP No: CENTRAL DATABASE-01”
The written proposal must contain the following information and documentation:
a) Technical Proposal Requirements/ Proposed Plan and Approach
The Technical proposal shall describe how the offeror intends to carry out the Terms of Reference as
stated in Part C. It should be concise, specific, complete, and demonstrate a clear understanding of the
work to be undertaken and the responsibilities of all parties involved. It must demonstrate the offeror’s
eligibility, as well as their capabilities and expertise in conducting each step of the activity.
Offerors shall include only information necessary to provide a clear understanding of the proposed action
and the justification for it. Greater detail than necessary, as well as insufficient detail may detract from a
proposal’s clarity. Assume that the reader is not familiar with the particular context in which the project
will be implemented. Minimize or avoid the use of jargon and acronyms as much as possible. If acronyms
or abbreviations are used, include a separate page explaining the terms.
A technical proposal that is responsive to the RFP must include, but is not limited to:
Implementation
Approach and
Methodology
Project Planning, Governance, Implementation Methodology,
Reporting, and Quality Management
Project Management
Plan (PMP)
Method, approach, staffing (including internal or any third
party teams), processes and or tools for managing the project
in terms of schedule, resources, quality management
framework, and deliverables
Project Schedule System development schedule including task, start and end
date and critical path of the project
Risk Management Plan Method, approach and tool for mitigating potential risks
User Acceptance Test
(UAT) Plan
User acceptance test documentation to obtain confirmation
that system meets mutually agreed-upon requirements
Training Plan Rollout and training plan for administrators
Technical Support and
Maintenance Plan
Support plan for all stages of development, operation, and
post-production phases, including troubleshooting
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RFP NO: RFP CENTRAL DATABASE-01
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Communication Plan Describe how JSI will be updated on the progress of the work
and various stages of the project schedule and
implementation plan
Proposal Assumptions List any assumptions you may have made regarding execution
of the project
b) Capabilities and Past Performance
Offerors must have:
Current and relevant experience in software or health management information system
development or customization in the health industry in the last two years
Ability to provide user support, system upgrades, and maintenance
Strong understanding of PEPFAR, DATIM, and USAID requirements
The offeror must submit a Capabilities Statement along with documentary evidence of past performance.
The capabilities statement will be used to evaluate the offeror’s organizational, financial, and technical
capacity, in relation to the Terms of Reference in Part C. The Capabilities Statement must include, but is
not limited to: financial resources available to complete this work, staffing competencies and capabilities,
organizational or consultant’s project management approach and core technical expertise, past
experience performing similar work with other donor organizations, and a company profile and/or
brochure (for firms) and CV for consultants.
c) Cost Proposal Requirements
1. The offeror should submit their most competitive and complete cost proposal in USD.
2. A fixed unit cost and total cost proposal for completion of works as described in the terms of
reference (Part C).
3. Please provide cost break down according to the following categories:
a. Design, development and testing
b. Launch and training
c. Technical support and maintenance
d. Server hosting
e. Handover
4. The price of the PO/ contract to be awarded will be an all-inclusive fixed price. No profit, fee or
additional costs can be included after the award. All items/ services must be clearly labeled and
included in the total offered price.
5. Please indicate all prices inclusive of applicable taxes, if any.
6. The offeror should submit a cost proposal budget narrative.
Budget Preparation Instructions
The Offeror should provide a fixed price budget inclusive of all costs. The budget must be submitted in
Excel.
The milestone budget is disaggregated by module and should include:
Fixed price estimate for all costs related to implementing the functional requirements
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o E.g., labor, administration costs, etc.
Fixed price estimate for all costs related to implementing non-functional requirements o E.g., application requirements, integration requirements, security requirements, training,
system warranty and maintenance
Fixed price cost estimate for maintenance and technical support to take effect immediately after
JSI signs the user acceptance form at the end of implementation and testing.
Maintenance and technical support, including: Basic help desk support for users for initial two (2) months Advanced help desk support for JSI technical team for remaining period Software upgrades, hosting and backup fees
Annual Recurring costs for support and maintenance related to ongoing implementation o E.g., server and maintenance fees
Cost Proposal Budget Narrative Preparation Instructions
A detailed budget narrative that justifies the costs as appropriate and necessary for the successful
completion of proposed activities should be attached to the budget. The budget narrative should clearly
describe the project and cost assumptions. All proposed costs must be directly applicable to performing
the work under the award and budgeted amounts should not exceed the market cost/value of an item or
service.
The budget narrative should be of sufficient detail so that someone unfamiliar with your organization or
the activity could review, adequately understand, and grasp the assumptions, reasonableness and
calculation method used.
Budget narrative must be prepared using Microsoft Word software. Supporting information must be
provided in adequate detail for conducting a comprehensive analysis.
d) Other Requirements
References: Provide a minimum of three references within the past two years, to whom products
or services similar in scope to this RFP have been provided. Please provide the name of the person,
title, email address, phone number and location along with a brief statement of the service and
what was your role in the development / deployment of the system/solution.
JSI may ask for a presentation from short-listed consultant(s) or any firm(s), at its discretion, to
provide clarifications and/or a demo of the proposed product.
JSI may ask for a copy of valid business registration, trade license or company tax registration
information, etc.
5. AWARD
JSI intends to issue a fixed price purchase order / contract to the offeror(s) who best meet the criteria
specified in this RFP and are determined to be responsible and eligible individual or firm to provide the
required services.
JSI will decide at its own discretion whether to issue two contracts for development and roll-out of system
and ongoing support and maintenance.
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RFP NO: RFP CENTRAL DATABASE-01
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6. EVALUATION CRITERIA
Proposals will be evaluated first to ensure that they meet all mandatory requirements and are responsive.
JSI will evaluate responsive proposals on a best value basis, considering a variety of factors including the
following:
Technical Approach, Methodology and Implementation plan: Comprehensiveness, clarity and appropriateness of proposed activity, aligned with section 4.a
and part C of this RFP. Value-added features, functionality and capabilities, the proposed system may offer in addition
to the key requirements. Proposed approach for responsive trouble-shooting and ongoing technical support during
performance period.
Capabilities and Past Performance: Organizational, financial and technical capabilities and resources to develop and deploy the
requested system. Previous successful experience designing, developing and implementing a health management
information system. Demonstrated experience providing user support, system upgrades, and maintenance. Extensive experience customizing DHIS2. Strong understanding of USAID, PEPFAR and DATIM. Proposed staff qualifications and experience in health management information development
and deployment, as demonstrated by proposed staff CVs
Proposed Costs Lowest cost. Completeness of cost proposal.
4. TERMS OF AWARD
This document is a request for proposals only, and in no way obligates JSI to make any award. Please be
advised that under a fixed price contract the work must be completed within the specified total price.
Any expenses incurred in excess of the agreed upon amount in the PO/ contract will be the
responsibility of the contractor and not that of JSI. Therefore, the offeror is duly advised to provide its
most competitive and realistic proposal to cover all foreseeable expenses related to provide the
requested services.
All deliverables produced under the future award/contract shall be considered the property of JSI. JSI
may choose to award a contract for part of the activities in the RFP. JSI may choose to award a contract
to more than one offeror for specific parts of the activities in the RFP.
5. PROPOSAL VALIDITY
The offeror's technical and cost proposals must remain valid for not less than 120 calendar days after the
deadline specified above.
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6. PAYMENT TERMS
JSI payment cycle is net 30 days upon receipt of deliverables, inspection and acceptance of services
rendered in compliance with the terms of the award and receipt of vendor invoice. Full cooperation with
JSI in meeting the terms and conditions of payment will be given the highest consideration.
7. FINANCIAL RESPONSIBILITY
Offerors must include in the capabilities statement that they have the financial viability and resources to
complete the proposed activities within the period of performance and under the terms of payment
outlined below. JSI reserves the right to request and review the latest financial statements and audit
reports of the offeror as part of the basis of the award.
8. LANGUAGE
The proposal, as well as correspondence and related documents should be in English.
9. NEGOTIATIONS
The offeror's most competitive proposal is requested. It is anticipated that any award issued will be made
solely on the basis of an offeror’s proposal. However, JSI reserves the right to request responses to
additional technical, management and cost questions which would help in negotiating and awarding a
contract. JSI also reserves the right to conduct negotiations on technical, management, or cost issues prior
to the award of a PO/ contract.
10. REJECTION OF PROPOSALS
JSI reserves the right to reject any and all proposals received, or to negotiate separately with any and all
competing offerors, without explanation.
11. INCURRING COSTS
JSI is not liable for any cost incurred by offerors during preparation, submission, or negotiation of an award
for this RFP. The costs are solely the responsibility of the offeror.
12. MODIFICATIONS
JSI reserves the right, in its sole discretion, to modify the request, to alter the selection process, to
modify or amend the specifications and scope of work specified in this RFQ.
13. CANCELLATION
JSI may cancel this RFP without any cost or obligation at any time until issuance of the award.
REQUEST FOR PROPOSALS
RFP NO: RFP CENTRAL DATABASE-01
Confidential
v.1_03.07.2016 8
Part C: Terms of Reference
Purpose: Development of Database for Real-time Health Information
Activity Manager: Caitlin Madevu-Matson
Period of Performance: March 2020 - February 2021
Place of Performance: United States
Activity Code: 18100.1005
DESCRIPTION OF REQUIREMENT (SERVICES):
1. Background
John Snow Inc. (JSI) is a public health management consulting and research organization dedicated to
improving the health of individuals and communities throughout the world. Globally, JSI implements
multiple HIV projects, some of which are supported by the U.S. President's Emergency Plan for AIDS Relief
(PEPFAR). PEPFAR’s Data for Accountability, Transparency and Impact Monitoring (DATIM) system is the
global DHIS2 system used to collect data on monitoring, evaluation, and reporting (MER), site
improvement monitoring (SIMS), expenditure reporting (ER), and evaluation standards of practice
(EvalSOP). More information on the DATIM system can be found here: https://datim.zendesk.com/hc/en-
us. In addition to quarterly reporting through DATIM, JSI also has requirements related to High Frequency
Reporting (HFR), a weekly snapshot of site level reporting (see http://tinyurl.com/hfr-guide for further
information). JSI projects have unique databases in a variety of platforms (Salesforce, DHIS2, and others)
to conform to project and country needs.
JSI seeks the services of a firm or consultant (Offeror) to develop a central DHSI2 system to meet current
donor and corporate reporting requirements. In addition to enabling data capture, import, verification,
storage, retrieval, reporting and visualization for (1) PEPFAR MER results and targets indicators (2) HFR
data and (3) additional data deemed relevant by JSI at the headquarters level, the system must offer ease
of modification for additional projects and reporting requirements adjustments.
This request for service includes a system build, launch, hosting, and maintenance for a defined period
(between 12-24 months) that will be agreed upon before signing of contract, and eventual handover of
the system to JSI for future hosting and maintenance. JSI staff will work closely with the Offeror
throughout the design and launch process. JSI will ultimately both administer and maintain the system in-
house.
2. Objectives
1. Customize and configure a DHIS2 based digital platform for fiscal years (FY) 2019-2021 MER
results and target indicators, FY 2019-2021 HFR and corporate indicators (as applicable).
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2. Host and maintain production and development servers for the central database, including
routine backups.
3. Ensure JSI staff have capacity to manage system administration, maintenance of the digital
platform, and to make modifications to the central database as new projects are launched and
as reporting requirements change.
4. Provide advance helpdesk support to JSI staff to troubleshoot problems during the period of
hosting and maintenance.
3. Activities/Tasks (Services)
The Offeror will provide product/services as needed for 12-24 months from the date of the award.
Fulfillment of the contract is expected to occur through the following processes.
3.1 Design:
Together with the JSI team, agree on the vision for the central database using DHIS2 version
2.33 or later
Develop mockups and/or options for import, review and verification processes of data
Agree on initial list of custom reports and data visualizations in the central database for core,
country and project level display
Establish a timeline and a detailed implementation plan for design, testing and launch of the
system
Determine feasibility of copying existing metadata, data, and customized reports from existing
JSI database for HFR
Assess feasibility of copying existing metadata and data from DATIM for JSI projects
Define user profiles and permissions
3.2 Development & testing: see Section 4 below for specifications for the components listed here
Customize DHIS2 instance to be hosted on the Offeror’s server
Copy existing metadata for: o PEPFAR MER FY19 and FY20 results and targets o OHA HFR FY19 and FY20 results
Copy existing customized import and export processes for HFR from existing DHIS2 instance at
JSI into the central database
Develop and test import process for quarterly import of DATIM results and targets for remaining
FY20 quarters into the central database
Create initial user roles and groups, with varying permission levels for defined user profiles (see
section 4.3)
Import legacy data including all available FY19 data and FY20 data
Develop initial indicators, pivots, and visualizations for basic DHIS2 dashboards displaying key
DATIM and HFR indicators as specified during the design phase
Incorporate revisions per JSI user feedback
3.3 Launch
Launch production and development servers of the central database including customized
reports and dashboards
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Provide initial 2-3 day training for JSI staff (up to ten people) on system structure and
administration
3.4 Technical Support
Establish help desk support to troubleshoot problems that arise after the launch of initial
database and respond to requests within 48 hours of submission
Support JSI team to develop more advanced indicators and dashboards as required
Provide ongoing technical support to troubleshoot issues with data integrity, and fix bugs
related to functionality
3.5 Hosting and maintenance
Host production and development servers and store routine backups
Develop a systems administrator guide that includes all necessary information for maintenance,
modifications and training JSI core administrators and analysts on key functionalities
Build JSI staff capacity to modify content as reporting requirements change (e.g. when
PEPFAR/HFR requires additional indicators or modifies the operational definitions of indicators)
Upgrade system, during the period of the contract, to more recent version(s) of DHIS2 and carry
out testing of upgraded instances prior to deployment in collaboration with JSI
3.6 Handover
Facilitate a full handover of the central database at end of period of performance, for hosting by
JSI.
Throughout the process, the JSI team expects frequent contact through phone calls, video
conference and/or in-person meetings. These will occur at least weekly during the design,
development & testing, and launch phases and at least bi-monthly thereafter. JSI will decide
prior to award the length of time to include support and maintenance in this proposed contract.
However, for the purposes of information only, the Offeror may quote in the financial proposal
the costs for each of the following contingencies: o Total cost for support for a one year period
o Total cost for support for a two year period
4. System Specifications
4.1 Metadata from DATIM
DATIM contains many metadata components, many of which are publicly available. The Offeror will
support JSI to copy the available metadata according to the table below.
Table C1. Metadata from DATIM
Description Need from DATIM?
Approvals DATIM uses customized applications to enable different
levels of approval
No
Organization Units DATIM publishes this metadata Yes
Data Elements DATIM publishes this metadata Yes
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Indicators DATIM has developed a variety of indicators Yes, to the extent
possible
Categories DATIM publishes Category Option Combinations Yes, to the extent
possible
Mechanisms DATIM publishes this metadata Yes
Data sets and how they
configured
DATIM uses customized advanced Javascript for data
entry screens
No
4.2 Anticipated data flow
The anticipated data flow for PEPFAR MER indicators from DATIM (Figure C1 below) will include MER
results, targets and narratives. The Offeror will support the JSI headquarters activities in the diagram,
including the design and process of exporting standardized CSV files from DATIM and importing into the
central database. The anticipated data flow for HFR (Figure C2 below) will include all required HFR
indicators, and may include other custom indicators that will be agreed upon during the design phase.
The Offeror will support the JSI headquarters activities in the diagram, including copying existing
metadata, data, and customized import and export functionalities from an existing JSI DHIS2 instance.
Figure C1. Proposed data flow for PEPFAR MER indicators from DATIM
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Figure C2. Proposed data flow for HFR indicators
4.3 User Profiles
The following initial profiles should be created:
User Profile Functions, access
Core Administrator Unrestricted access to system
Core Analyst Import and Export data across system
Access to edit data
Access to create and manage pivots, favorites and dashboards for all user groups
Core Viewer Access to view all core and country specific dashboards across all projects
Project
Administrator
Access to add other same-project users
Enter HFR data
Import standardized HFR templates and DATIM csv files for their project
View all core dashboards
Create and share project-specific pivots, visualizations and dashboards with other same-
project users
Project Viewer Should be able to view all core and project-specific dashboards
4.4 Customized Reports and Dashboards
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Customized reports and basic dashboards will be designed in collaboration with JSI during the design
phase. At a minimum the reports and dashboards should display the following key DATIM and
HFR indicators across core, country and project and allow for cross comparisons by quarters:
Target achievement for all PEPFAR MER indicators (see Figure C3 below).
Clinical cascades, (see Figure C4 below) such as o HIV testing yield: HTS_TST_POS/HTS_TST o Linkage to ART: TX_NEW/HTS_TST_POS o Viral load coverage: TX_PVLS_D/TX_CURR o Viral load suppression: TX_PVLS_N/TX_PVLS_D
Priority disaggregations, such as by age <15 and 15+, by sex M and F, by key population type and
others
Comparison between achievement on equivalent PEPFAR MER and HFR indicators
Figure C3. PEPFAR MER Indicators (https://datim.zendesk.com/hc/en-us)
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Figure C4. Example dashboard for HFR indicators
4.5 HISTORIC DATA
The Offeror will support with importing historic data from
DATIM for FY19 (October 2018 to September 2019) and FY20 (October 2019 to date),
HFR for FY19 (June 2019 through September 2019), and from HFR for FY20 (October 2019 to
date)
4.6 STANDARDS AND CONVENTIONS
If any customized applications or other programming is determined to be required in collaboration with
JSI during the design phase, all code written must comply with industry standards for code quality,
documentation and quality assurance testing based on the database/software programming language
used for implementation.
5. Expected Roles and Responsibilities
Offeror
Familiarize themselves with DATIM and HFR reporting requirements and processing, including
any PEPFAR and USAID modifications during the contract period
Use DATIM metadata for PEPFAR MER results and targets as much as possible to ensure
alignment
Develop DHIS2 database per above specifications
Host and maintain system on non-JSI server for specified period
Serve as technical experts and lead troubleshooting when issues arise, including liaising with
wider DHIS2 online community to resolve system bugs
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Respond to questions and/or requests in a timely manner (within 24 hours)
Notify JSI staff of any issues or changes in the timeline for delivery of products
JSI
Provide access to historical HFR data and metadata located in other JSI system
Provide Offeror with all updated PEPFAR MER and HFR documentation
Provide OHA HFR reporting template used by current projects
Participate and provide guidance in testing of system during development
Serve as first point of contact troubleshooting basic Helpdesk requests
Effect payments on accomplishment of the task according to contract and deliverables
6. Deliverables and Schedule
The table below presents the tasks expected, deliverables required, and a potential schedule for
delivery. Offerors are requested to propose a payment schedule as part of their cost proposal.
Deliverable Name Task Deliverable Description Due Date
1. Inception Report Develop a detailed
inception report
Report will include:
- Guiding decisions made during kick-off
meeting
-Implementation plan and timeline
-Mock ups and/or options for each
component of the system included: imports
from DATIM and ECHO, review and
verification processes, tables and data
visualizations in DHIS2
30 days after
contract
signing
2. Functional test
version of DHIS2
instance
Develop a test version
of central database
Functional version of DHIS2 instance, with
user accounts for testing
60 days after
contract
signing
3. Functional DHIS2
production and
development
instances
Launch central
database
Operational DHIS2 instance with required
database functionality, customized reports
and visualizations
Documentation of modifications made as a
result of testing
100 days
after
contract
signing
4. Training of JSI Staff Train core
administrators
and analysts on use of
central database
Systems administrator guide and materials
used to conduct training, such as: agendas,
exercises, slide decks, videos, demos, etc.
120 days
after
contract
signing
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5. System
Maintenance and
Technical Support
Hosting, routine
maintenance and
technical support of
central database
Summary Report each quarter that includes:
-summary of technical requests provide to JSI
team
-running helpdesk ticket log with system bugs
and fixes
-dates of system backups
-plans for any system upgrades or upcoming
maintenance within the next quarter.
Quarterly
until end of
contract
6. Hand over Migrate to JSI servers Provide appropriate documentation and
support migration of central database to
designated JSI server
30 days prior
to contract
end
7. Key References
DATIM SYSTEM:
https://datim.zendesk.com/hc/en-us
FY19 and FY20 MER Indicator Reference Guides
https://datim.zendesk.com/hc/en-us/articles/360000084446-MER-Indicator-Reference-Guides
HFR Reporting Guide
http://tinyurl.com/hfr-guide
DHIS2
https://www.dhis2.org/
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ATTACHMENT A: GENERAL TERMS & CONDITIONS 1. PRODUCT AND SERVICES: The contractor shall render the services described on the Purchase Order (PO)/ contract,
of the type, in the quantity, at the delivery date and at the price as indicated on the PO/contract. The services shall conform in all respects to the requirements of the PO/contract.
2. INSPECTION/ACCEPTANCE: The Vendor shall tender for acceptance only those product or services that conform to
the requirements of this purchase order/contract. JSI reserves the right to inspect or test or services that have been tendered for acceptance. JSI may require re-performance of nonconforming services at no increase in purchase order price. JSI must exercise its post acceptance rights: (1) Within a reasonable period of time after the defect was discovered or should have been discovered; and (2) Before any substantial change occurs in the condition of the product/service, unless the change is due to the defect in the product/service. JSI has unilateral authority to determine if the performance results have been met.
3. INVOICE REQUIREMENTS: Invoices shall be submitted prior to payment. Each invoice shall identify the Vendor’s
name, address, invoice number, dates of performance and specify the payment amount. It shall also include a reference to the purchase order number, and specify the the services that have been rendered or the deliverables that have been submitted as a requirement for payment. Upon acceptance of the deliverables by JSI, payment shall be made to the Vendor as per the payment terms and in the currency stated on the purchase order.
4. TERMINATION FOR CONVENIENCE: JSI reserves the right to terminate this purchase order/contract, or any part, for
its convenience. In the event of such termination, the Vendor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of the purchase order, the Vendor shall be paid a percentage of the purchase order price reflecting the percentage of the work performed prior to the termination.
5. TERMINATION FOR CAUSE: JSI reserves the right to terminate this purchase order/contract, or any part, for cause in
the event of any defaults by the Vendor, or if the Vendor fails to comply with the terms and conditions of the purchase order/contract, or fails to provide JSI with adequate assurances of future performance. In the event of termination for cause, JSI shall not be liable for any amount of services not accepted, and the Vendor shall be liable to JSI for any and all rights and remedies provided by law.
6. WARRANT: Vendor warrants that the services rendered hereunder conform to the purchase order/contract
requirements, are free of latent defects, and are merchantable and fit for use for the particular purpose described in the purchase order (or, if no such purpose is specifically described, for the purposes for which the product or services, as applicable, are ordinarily used).
7. CHANGES: Changes in the terms and conditions of this purchase order may be made only by written amendment
issued by JSI.
8. CONFLICT OF INTEREST: Vendor agrees that there is no conflict of interest in accepting this purchase order/contract, which might affect the ability to conduct fair and useful technical assistance on behalf of JSI.
9. CONFIDENTIALITY: The Vendor agrees to treat all information provided by JSI or gathered during the course of
providing services as confidential and privileged and to not publish or disseminate such information or otherwise share such information with any third party without the written consent of JSI.
10. RIGHTS IN WORK PRODUCT: Vendor agrees that JSI retains the entire right, title and interest in all deliverables, data,
and other intellectual property produced by the Vendor under this agreement (collectively “Work Product”). Vendor agrees that the Work Product is specially commissioned and works made-for-hire, and that JSI is deemed the author for copyright purposes. To the extent that any Work Product is not deemed work made-for-hire, Vendor hereby assigns to JSI all its right, title and interest in such Work Product.
11. PRICES: The Prices (Unit Prices and extended prices) specified in the purchase order/contract are firm, fixed, all-
inclusive total prices including all taxes or duties as may be applicable, and covering performance of all of Vendor's obligations under the purchase order, including, but not limited to, delivery of the products and/or services in accordance with the purchase order performance of all associated and related services.
REQUEST FOR PROPOSALS
RFP NO: RFP CENTRAL DATABASE-01
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12. LIQUIDATED DAMAGES: Both parties acknowledge that the time fixed for delivery in this Purchase Order/contract is
of the essence as well as the difficulty of ascertaining at the time of contracting the precise nature and amount of actual damages JSI will suffer in the event of Vendor’s delayed performance. In the event of delay in performance, JSI reserves the right, in addition to any other remedies under this PO, to retain as liquidated damages from any payment due the Vendor an amount equal to one percent (1%) of the cost of the PO for every complete week of delay or a part thereof, reckoning from the time fixed by the PO. The total amount of the liquidated damages shall, however, be limited to ten percent (10%) of the value of the delayed contract. The parties agree that these amounts represent a reasonable estimate of the actual damages anticipated at the time of contracting, and confirm they have been negotiated and agreed upon.
13. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION: The Vendor certifies that neither it nor its
principals is presently debarred, suspended, proposed for disbarment, excluded or otherwise disqualified from participation in this transaction by any U.S. Federal Government department or agency.
14. COMPLIANCE WITH U.S. SANCTIONS: The Vendor represents that: 1) it and, to the best of its knowledge, its owners,
principals, and affiliates are not subject to economic sanctions administered by the Office of Foreign Assets Control (OFAC) in the Department of the Treasury. Entities and individuals subject to economic sanctions are included in OFAC's List of Specially Designated Nationals and Blocked Persons at http://www.treas.gov/offices/enforcement/ofac/sdn.
15. IMPLEMENTATION OF E.O. 13224 – EXECUTIVE ORDER ON TERRORIST FINANCING: The Vendor is reminded that
U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. This includes individuals or entities that appear on the Specially Designated Nationals and Blocked Persons List maintained by the U.S. Treasury (online at: http://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx) or the United Nations Security designation list (online at: http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml). It is the legal responsibility of the Vendor to ensure compliance with these Executive Orders and laws.
16. MANDATORY DISCLOSURES/ANTI-TRAFFICKING:
a. Vendor must disclose to JSI any credible evidence received that alleges fraud, conflict of interest, bribery, or gratuity violations potentially affecting this purchase order or the Prime Contract/Agreement. Vendor shall not discharge, demote, or otherwise discriminate against any employee as a reprisal for the employee’s disclosing such information to JSI, a Member of Congress, or an authorized official of a Federal agency. Disclosures of credible evidence must be submitted to the JSI Code of Conduct Helpline via telephone number 1-855-715-2899 or online at www.jsi.ethicspoint.com.
b. JSI is committed to high standards of ethics and integrity including the prohibition of actions that would support trafficking in persons and procedures to prevent such acts and report any violations. As such, JSI's Anti-Trafficking Policy is incorporated into this purchase order. This policy prohibits JSI and its partners, consultants, vendors, and other agents from engaging in trafficking in persons, procurement of commercial sex acts, use of forced labor, and other acts that directly support or advance trafficking in persons. This policy also requires that Vendor immediately report to JSI any information obtained that alleges that any employee, subcontractor, or subcontractor employee has engaged in trafficking in persons, procured commercial sex acts, or used forced labor in the performance of this purchase order. Violations of the JSI Anti-Trafficking Policy must be reported to the JSI Code of Conduct Helpline via telephone number 1-855-715-2899 or online at www.jsi.ethicspoint.com.
c. By signing this Agreement, the Vendor confirms that the Vendor has read, understands and agrees to comply with the JSI/WEI Anti-Trafficking Policy attached or posted at www.jsi.com.
17. COMPLIANCE WITH LAWS: Vendor explicitly warrants that it is in compliance with all applicable Federal, state and
local laws, as amended, including, as applicable, 41 CFR 60-1.4, 41 CFR 60-250.4, and 41 CFR 60-741.4, with respect to nondiscrimination in employment on the basis of race, religion, color, national origin, or sex, equal opportunity, affirmative action, employment of disabled veterans, and veterans of the Vietnam era, and employment of the handicapped. If this is a Purchase Order for services, Vendor also shall not discriminate against any of the intended beneficiaries of the program for which services are provided, such as, but not limited to, by withholding, adversely impacting, or denying equitable access to the benefits provided through the program on the basis of any factor not expressly stated in this agreement.
REQUEST FOR PROPOSALS
RFP NO: RFP CENTRAL DATABASE-01
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18. ANTI-LOBBYING: The Vendor, by signing this purchase order/contractor, hereby certifies to the best of its
knowledge and belief that no Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress on its behalf in connection with the awarding of this purchase order.
19. REMEDIES: Violation of any of the terms and conditions of this agreement constitutes grounds for termination of the
assignment and may result in the Vendor being barred from future assignments with JSI. The exercise of these rights does not limit JSI’s right to also seek any and all other legal remedies.
20. INDEMNIFICATION: The Vendor shall indemnify and hold JSI harmless from any claim, suit, loss, damage, cost or
expenses (including reasonable attorneys’ fees) arising out of or in connection with the Vendor’s negligence, willful misconduct, breach of this agreement, or other legal wrong-doing in any way connected with activities under this Agreement.
21. DISPUTES: In the event of any claims or disputes arising from or relating to this Purchase Order, the parties shall use
their best efforts to settle the claims or disputes. To this effect, they shall consult and negotiate with each other in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to both parties. If they fail to reach such a solution within sixty (60) days, either Party may refer the matter to arbitration, which shall be the exclusive method of resolving such disputes. The arbitration shall be conducted in Boston, Massachusetts or, if JSI determines at its sole discretion it would be more convenient, in the country of performance. The arbitration shall be administered by the American Arbitration Association’s International Centre for Dispute Resolution in accordance with its International Arbitration Rules before a single arbitrator appointed in accordance with such rules. The results of arbitration shall be final and binding on the Parties and shall be in lieu of any other remedy. Judgment may be entered upon the award in any court of competent jurisdiction.
22. FORCE MAJEURE: Neither party shall be liable in damages for any default in performing hereunder if such default is
caused by a force majeure event, including, but not limited to Acts of God, Government restrictions, wars, insurrections and/or any other cause beyond the reasonable control of the party whose performance is affected.
23. GENERAL:
a. This Purchase Order is the sole and entire agreement between the parties relating to the subject matter hereof, and supersedes all prior understandings, agreements, and documentation relating to the subject matter hereof. This Purchase Order may be amended only by an instrument executed by the authorized representatives of both parties.
b. Every provision of this Purchase Order is intended to be severable. If any term or provision of this agreement is illegal or invalid for any reason, the illegality or invalidity shall not affect the legality or validity of the remainder of this agreement, and all other provisions of this agreement shall remain in full force and effect.
c. This Purchase Order shall be interpreted in accordance with the substantive law of the Commonwealth of Massachusetts.