REQUEST FOR TENDER
KOMPAK Project Management Platform
1. Purpose Abt JTA, on behalf of KOMPAK, an Australian Government, Department of Foreign Affairs and Trade (DFAT) funded aid initiative in Indonesia, invites firms to submit Tenders for implementing a Project Management Platform for KOMPAK. 2.
General Information for Tenderers
Tenderers must use the tender forms provided and must include all information specified in this Request for Tender (RFT) in their tender. Tenderers accept that their failure to provide all information may result in their tender being excluded from further consideration. 3.
Tender Particulars
Tenders Close: 01 February 2016 at 4pm Indonesian time. Submission: Tenders may be submitted by email to
[email protected] Subject: “Project Management Platform” Attn: Senior Procurement Manager KOMPAK Tenders must be received in pdf format by 4pm on the 01 February 2016 in the inbox of the following designated program email address:
[email protected]. It is the responsibility of the Tenderer to ensure that the tender, including all attachments, has been received, that is downloaded onto the above email inbox prior to the tender closing date and time. Tender Validity Period:
12 weeks (unless otherwise negotiated)
KOMPAK Project Management Platform Request for Tender Page 1
Enquiries :
[email protected] Any enquiries that tenderers may have must be in writting and directed to dedicated email above no later than 3 days prior to the closing time. KOMPAK reserves the right to issue or publish answer to any tenderer’s enquiries to all invited tenderer. Late Tenders
4.
A tender submitted after the time and date tenders close will be considered a late tender. KOMPAK may at its absolute discretion, accept or reject a late submission.
Form of Tender
The tender submission must be submitted in English language and contain the following information: o A covering letter in which they confirm that no conflict of interest would arise should the tenderer be awarded the contract; o A signed Tender Form as contained in Schedule A; o A completed Schedule B providing the tenderer’s Approach and Methodology, including specification of scope of services and itemised costs of provision and full cost; o A completed Schedule C providing details of specified personnel involved in the delivery of the services including a copy of CV’s for nominated specified personnel to be involved in the delivery of the services, including referee contacts, a detailed description of their role in this project, and details of similar contracts with which each key person has been involved; o A completed Schedule D providing tenderer details including company structure, and details of similar contracts completed by the company including appropriate referee contacts; Tenderers must include all information specified in this RFT in their tender. Tenderers accept that their failure to provide all information may result in their tender being excluded from further consideration. A tender will be regarded as non-conforming if it fails to conform to one of these conditions. KOMPAK reserves the right to seek clarification of non-conforming tenders. KOMPAK Project Management Platform Request for Tender Page 2
KOMPAK may at its absolute discretion assess or reject a non-conforming tender and will not enter into any correspondence or discussion about a decision to assess or reject a non-conforming tender. 5.
Evaluation Process
Tenderers will be evaluated on the basis of a technical assessment and a financial assessment in order to achieve the best value for money outcome. The following selection criteria and weighting will form the basis of tender assessment: (a) Company details including experience
20%
(b) Approach and Methodology
30%
(c) Personnel
30%
(d) Schedule and price
20%
KOMPAK reserves the right to seek clarification of, and negotiate the terms included in, short-listed tenders after tenders close. These discussions will be documented and form part of the tender for evaluation purposes. Unsuccessful tenderers will have no redress against KOMPAK regardless of any addition or amendment to any tender submission in these circumstances. KOMPAK is not bound or required to accept the lowest priced tender or any tender. KOMPAK reserves the right to accept or reject any Tender, and to cancel the Tender process and reject all Tenders, at any time prior to the award of Contract, without thereby incurring any liability to the affected Tenderer(s). On request, unsuccessful tenderers will be provided with brief written feedback regarding the selection procedure and the assessment of their tender compared to the successful tender submission. The decision of the evaluation panel is final, and the provision of feedback on the evaluation process is for purposes of courtesy and quality improvement only. No further correspondence will be entered into on the basis of this feedback. 6.
Award of Contract
Upon completion of the evaluation process and provided contract negotiations were successful, a contract(s) shall be offered to the successful tenderer(s). The provision of services must then be completed according to the specifications of the project and within the agreed schedule. KOMPAK Project Management Platform Request for Tender Page 3
Contract variations will not be entertained. 7.
Tenderer Costs
Tenderers are responsible at their own cost for: (a) making all arrangements and obtaining and considering all information relating to the RFT; (b) the preparation, delivery and lodgement of the tender. 8.
Miscellaneous
This Request for Tender does not give rise to a binding contractual relationship between KOMPAK/Abt JTA and the invited Tenderers. KOMPAK may vary the process for the Tender at any time. 9.
Scope of Services
9.1 Background KOMPAK is a DFAT-funded program that aims to consolidate and build on DFAT investments in village empowerment, service delivery, governance and civil society strengthening by integrating these areas of activities into a single Program. This approach also recognises the importance of local economic growth to poverty reduction, and the value of partnership between DFAT and the private sector to design and implement innovative development solutions. This integrated investment is intended to: enhance coordination with stakeholders across the aid program; minimise duplication; maximise value-for-money; and deliver flexible, adaptive and effective activities for strong results. In relation to frontline service delivery, in 2016 KOMPAK is committed to support Bappenas in advancing the GOI strategy and pilot design on improving basic services for the poor and vulnerable, including provision of technical and analytics support. KOMPAK intends to have a Project Management Platform (PMP) in order to enhance the regular tracking of project milestones, the sharing of knowledge and experiences across its programme activities and to serve as an accessible and user-friendly data, information and knowledge one-stop repository of information on projects, activities and milestones for use internally. This PMP will enable KOMPAK staff to collectively and systematically capture progress made on projects and activities, M/E data and evaluations, lessons and learning during project/activity implementation and to share and apply this information, knowledge and learning to achieve desired project and activity outputs.
KOMPAK Project Management Platform Request for Tender Page 4
The PMP will take into account KOMPAK’s Outcomes Model (Theory of Change) and the needs of multiple audiences and users including the needs of internal staff, KOMPAK’s working partners as well as DFAT and GoI (Government of Indonesia) counterparts. A Knowledge Management Team comprised of relevant KOMPAK leads will be formed to review the PMP from time to time and to provide guidance and recommendations on improving the same. 9.2.
Objective
To implement a PMP that uses innovative and collaborative processes and tools for tracking project plans and milestones as well as the immediate outputs and outcomes against set KPIs and indicators and which includes methods of ensuring that the data, information and knowledge therein is actively used by program teams. To provide associated training to KOMPAK staff on project management, the use and the maintenance of the tool. 9.3
Scope of Work
9.3.1 The scope of work for this consultancy will include, at the minimum, the following
aspects:
a) To review the current KOMPAK project management practices and tools and to make suggestions and recommendations on how these can be enhanced and used to achieve the organization's project management objectives. b) To investigate internationally accepted methods and standards, innovations, best practices and success stories from Indonesian or international organizations on project management and to make recommendations on the use of the same by KOMPAK. c) To conduct an institutional audit and the identification of responsible KOMPAK staff, budgets, resources, projects and activities involved in various aspects of project management and to develop a strategy to optimally and seamlessly interface the same for KOMPAK’s benefit. d) To implement an online and offline PMP that is a single repository for project information and knowledge for KOMPAK including providing transfer of technical know-how, capacity and advice on use of the same. e) To implement an online and offline Project Management Platform that is a single repository for tracking of project activity milestones, outputs and immediate outcomes for KOMPAK’s use including providing transfer of technical know-how, capacity and advice on use of the system. This should include the strengthening, development and integration of practices and procedures for project tracking and M/E where possible. The PMP should comply with all ICT Policies and Standards by KOMPAK and Abt JTA. f) The development of methods of performing audits and checks on the PMP and to develop methods and a training package of how KOMPAK will apply the same going forward.
KOMPAK Project Management Platform Request for Tender Page 5
g) The development of training-of-trainers modules and the delivery of user and administration training to KOMPAK for the PMP including the development of video tutorials, online How-To wikis and other relevant materials. h) To propose a post-delivery Service Level Agreement (SLA) covering maintenance and support for at least one year from the date of final sign-off and acceptance of the PMP by KOMPAK. 9.4 Methodology a) The work will require undertaking a needs analysis, desk reviews where appropriate, workshops, report writing, presentation of draft reports to program staff. b) The development of the PMP and the associated training will require software development, monitoring and evaluation data collection methods and tools and project management practices using best practice and international standards. c) The vendor will have someone on-site at KOMPAK until the system is live and SLA is in place. 9.5 Deliverables 9.5.1 The expected deliverables are as follow: No. 1
2 3 4
5
6
Deliverable
By When
Remarks
Inception Report
T+7 calendar days
Confirms a common understanding of the terms of reference and how it needs to be fulfilled. Will be approved by KOMPAK.
Draft of findings on the audits Workshop/Presentation on Key Findings from audits Draft PMP Software Requirements Specifications, Functional Specifications and system identification, draft SLA.
T + 14 calendar days
Presentation will be to Senior Management and technical Leads at KOMPAK. Input will be incorporated in to the implementation.
T + 21 calendar days
Needs and requirements for the PMP identified, validated and documented as a guide to the PMP implementation. SLA draft proposed for discussions to be finalized in parallel.
PMP Operational with user and administration manuals and other materials (video tutorials, online how-to etc.) developed. Training to KOMPAK Staff
T + 45 calendar days.
Online and offline systems are in place and have initial use by pilot group within KOMPAK.
TBD
There will be multiple training sessions once the platform is operational.
KOMPAK Project Management Platform Request for Tender Page 6
7
9.a.2
SLA in place (ongoing support, iterations based on feedback)
T + 45
Support package is activated once the system goes live for one year.
The core framework and MIS implementation is to be completed between January 2016 and March 2016 in time for KOMPAK to start using the PMP as an operational tool to implement the 2016 work plans.
2. The 1-Year SLA shall include a retainer for iterations based on feedback through June
2016, and a post-June pricing schedule for additional requested iterations and change management. The SLA should have an option for annual renewal. The SLA will have a support package that is put in place from T+45 days.
All reports must be provided in the English language.
9.6
PERSONNEL REQUIREMENTS
Consultancy/ firms who wish to participate in the bidding should propose a team with the following qualifications and expertise: a) b) c) d) e)
The team leader must have practical and proven experience in developing project management systems for organizations similar to KOMPAK. All team members must have experience in the delivery of ICT-based Knowledge Management Systems and Project Management Systems that have a heavy M/E focus. At least one of the team members must have practical expertise and experience in the facilitation of knowledge development within groups, facilitating and organizing workshops and focus group discussions. At least one of the team members must have experience in the development of training materials and delivery of training-of-trainers modules. The firm must have, directly or indirectly through a partnership, access to software tools and/or licences for the platforms that will be used for the implementation of the KMIS and the PMP.
9.7 Reporting The day-to-day implementation of the PMP shall be managed by the Technology Lead in the SIP team. Any contractual issues will managed by the COB team. SCHEDULES A. B. C. D. E.
Tender Form Approach and Methodology Financial Proposal Details of Personnel for Project Company Structure & Details
KOMPAK Project Management Platform Request for Tender Page 7
Schedule A To Request for Tender Project Management Platform (PMP) TENDER FORM To KOMPAK, We, (Insert Full Company Name) Address: (Insert Company Address) Phone Number: (Insert Company Phone No). Fax Number: (Insert Company Fax No). (a)
Offer to undertake the Scope of Works as defined in the Request for Tender (RFT) documentation on the terms described in the RFT and the particulars set out in the enclosed tender submission for a total contract price of: Total Contract Price:
$___________________________
(b)
In consideration of Abt JTA promising to consider our tender, will keep this offer open for a period of twelve weeks after the close of tenders;
(c)
Nominate the following person as our representative for executive negotiations: Contractor’s Representative: ____________________________
DATED this _______ day of ___________, 2016 SIGNED for and on behalf of (Insert Company Name)
Signature of Authorised Signatory
Name of Authorised Signatory
In the presence of: Signature of Witness
Name of Witness
KOMPAK Project Management Platform Request for Tender Page 8
Schedule B To Request for Tender Project Management Platform (PMP)
Detailed Approach and Methodology including specification of scope of services and itemised costs of provision and full cost
Refer to Clause 9.3 and 9.4 Scope of Services in this RFT.
KOMPAK Project Management Platform Request for Tender
Page 9
Schedule C – Financial Proposal Project Management Platform (PMP) FORMAT FOR THE FINANCIAL PROPOSAL This schedule should be adapted as required of the tender, but may include: The financial proposal should be written in Excel file and provides a detailed cost estimate, covering all costs required to execute the program intervention. Cost estimates should clearly indicate between fees and reimbursable costs. Tables 1 to 3 are templates of financial proposal. Table 1 – Maximum Amount Payable Reference Item 1. 2. 3.
Fixed Management Fee* Reimbursable Personal Fees Reimbursable Operational and Travel Costs
Maximum amount payable
Total
*Details of the basis of calculation will be required at contract negotiation
Table 2 – Reimbursable Personnel Fees Specified personnel (key technical personnel) Name Position (please Inputs specify) (months/days)
Rate (month/daily)
Maximum amount payable
Support personnel (field, administrative, etc.) Name Position (please Inputs specify) (months/days)
Rate (month/daily)
Maximum amount payable
TOTAL *Please note that any positions occupied by international staff must adhere to the Adviser Remuneration Framework. Category and level may be revised by KOMPAK at its absolute discretion
Table 3 Operational and Travel Costs
KOMPAK Project Management Platform Request for Tender
Page 10
Item
No of Units
Unit Cost
Total Cost
Total
KOMPAK Project Management Platform Request for Tender
Page 11
Schedule D To Request for Tender Project Management Platform (PMP) Minimum Specified Personnel As Below
NB. Please attached current CVs for each personnel named in the table below.
Proposed Role in the Project
Name
Position in Organisation
KOMPAK Project Management Platform Request for Tender
Details of specific role
Details of similar experience
Referee Contacts (2)
Page 12
Schedule E To Request for Tender Project Management Platform (PMP) Tenderer Details
(including company structure, experience and referees)
KOMPAK Project Management Platform Request for Tender
Page 13
