Supply and Installation of Information Systems

8/20/13

Two-Stage Bidding

Ukraine
Public Finance Modernization Project
Development of Application Software for the Public Finance Management System and the Installation of Central Servers, Field Hardware and Network Equipment
Loan # 4882-UA
Project ID No. P090389
Bid No.ICB-4

1. This Invitation for Bids (IFB) follows the General Procurement Notice (GPN) for this project that appeared in Development Business, issue no. 727 of May 31, 2008.
2. The Government of Ukraine has received the Loan from the International Bank for Reconstruction and Development (IBRD) and intends to apply a portion of the proceeds to eligible payments under the contract for Development of Application Software for the Public Finance Management System and the Installation of Central Servers, Field Hardware and Network Equipment.
3. The Ministry of Finance of Ukraine is responsible for implementation of the above Project and hereby invites eligible companies to present their sealed bids for the development and implementation of the Information System that shall be an integrated Financial Management Information System (FMIS) developed as a combination of commercial off-the-shelf (COTS) software and custom developed software (CDSW) modules to provide full functionality for managing public finances. Additionally, this shall include designing the appropriate interface to exchange information between FMIS and information and technological systems of the spending units; automating several important functions and implementing the information exchange between the Ministry of Finance (MoF), the State Treasury Service of Ukraine (STSU) and the State Financial Inspection of Ukraine (SFIU). Project stipulates the detailed design, development and installation of application software (ASW), the relevant central servers, and data storage warehouses, the other components of information and communication technologies (ICT), system tests, data migration and personnel training. Expected number of concurrent (internal) system users (MoF, STSU, SFIU and their local offices, central line ministries and other government agencies) with online access right to various FMIS modules is around 17,500 (MoF – 4000 users, STSU – 12000 users and SFIU – 1500 users). Total number of external system users (spending units, local finance directorates, local public authorities, municipalities, etc.) is expected to be around 50,000. Supply and installation of all field hardware (e.g. PCs, printers), network equipment (e.g. routers, switches), system and network management tools, engineering systems and other ICT components, as well as rendering system management and support services. All local MoF, STSU and SFIU offices located in 24 regions, the AR of Crimea, the cities of Kyiv and Sevastopol and 1534 rayons and towns will be connected to the Main System Center (MSC) and the Business Continuity Center (BCC) in Kyiv. Connections from line ministries and central agencies (about 92 in total) to the MoF central office (BCC) and STSU (MSC) will also be established through National System of Confidential Network (NSCN) or another appropriate mode. System testing, user and technical support solutions and training will also be included. Installation of field hardware and network equipment for the MoF, STSU and SFIU will be performed in parallel to the development and testing of application software.
4. Bidding will be conducted using the International Competitive Bidding (ICB) procedures specified in the World Bank’s Guidelines: Procurement under IBRD Loans and IDA Credits (May 2004 as revised through October 2006 and May 2010 Corrigenda) and is open to all Bidders from eligible source countries as defined in the Guidelines that meet the following qualification criteria. In case of joint venture, qualification of bidders shall be combined. In order for a Joint Venture to qualify, the partner or combination of partners responsible for the specific component(s) of the integrated information system (FMIS application software development + FMIS ICT infrastructure) must meet the relevant minimum qualification criteria for that component:
– Within the last ten (10) years a Bidder, in the capacity of General Contractor, successfully completed contracts that stipulated software development and implementation of Financial Management Information System (FMIS). Herewith:
(i) the list of the Bidder's reference contracts shall include the development of countrywide FMIS solutions supporting the integrated operation of core PFM functions (budget preparation, execution, accounting, and financial reporting, and their interfaces with tax/customs, TSA, procurement, payroll, etc. for public sector organizations;
(ii) FMIS architecture shall include at least 2 hierarchical levels (as “state” and “local (oblast, district, village, etc.)” or similar);
(iii) at least one of the FMIS implementation contracts shall include the use of web-based interface for not less than 5,000 concurrent users (the stated number of users does not include any external users who have read-only access to the System Web site via Internet;
(iv) contracts including further modernization and support stages are not considered as qualification confirmation.
– Within the last ten (10) years a Bidder, in the capacity of General Contractor, successfully completed two (2) contracts (can be a part of above FMIS contracts or separate):
(i) one contract for the supply and commissioning of not less than 5,000 units of hardware (computer, server and network equipment) was implemented at not less than 400 separate destination points (Unit of computer hardware means a device operating with its own electrical power source. Peripheral units as keyboard, mouse, headset, and others cannot be considered as a unit of computer hardware),
(ii) another contract for authorities (organizations) with territorial distribution of their hierarchical structure, including the supply and installation of hardware and network equipment for a corporate telecommunication network including not less than 400 connection places (sites).
Single contract meeting the requirements in above BDS ITB 6.1(a), b), i) and ii) is also acceptable to the Purchaser to qualify the Bidder.
– The average annual turnover of bidders (for supply of computer and telecommunication equipment, SW packages, operation systems, for installation and servicing HW and network equipment contracts for the past three (3) years – 2010, 2011, and 2012 – shall not be less than USD 60 million or an equivalent amount. In order for a Joint Venture to qualify, Joint Venture partners must meet the requirement jointly. However, the lead partner of the Joint Venture must meet at least 40% (forty percent) of the requirement and each Joint Venture partner must meet at least 25% (twenty-five percent) of the requirement;
– A Bidder shall have capacity to deliver the following support in Ukraine or submit realistic plan in the bid to demonstrate where and how this capacity shall be set up to support HW, SW in the framework of this contract. Documentary evidence of the ability to provide support shall be submitted not later than one week after the notice of contract award (and before the contract signature):
(i) Service provider shall have capacity to maintain first level “hot line” services throughout the territory of Ukraine 24 hours a day, 7 days a week and provide connection with adequately experienced and qualified support service officer. “Hot line” servicing language must be Ukrainian;
(ii) Operational issues that cannot be resolved through telephone communication and reported via “hot line” shall be resolved by means of qualified service personnel arriving within twenty-four (24) hours at all project sites in Kyiv and within forty-eight (48) hours at oblast and rayon centers.
– A Bidder, or a designated service provider shall have a system for registration and tracking incidents and complaints (for example Service Desk) and have at least one service center in each of 24 regions, the AR of Crimea, Kyiv and Sevastopol (the list of addresses, telephone numbers and contacts shall be attached) (concerning this requirement qualification of Sub contractor can be taken into account in assessing the Bidder’s overall qualifications).
– Participant shall have a certificate for providing IT services that meets the ISO 9001:2008 requirements for development and supply of software or CMMI Certificate for Development of at least the fourth maturity level and provide its copy in the bid offer
– A bidder or a designated service provider shall use its own training center certified by hardware and/or software manufacturer or that of a those hardware and/or software manufacturer, involved in this bid (concerning this requirement qualification of Sub contractor can be taken into account in assessing the Bidder’s overall qualifications).
– A Bidder shall present the documents to confirm availability of appropriately qualified staff to ensure implementation of software development, and technical support for hardware and software which is the subject of the bid (copies of CVs and certificates), namely:
(i) At the time of bid submission the bidder shall provide information about organizations that will provide technical support for software and hardware, or a plan to support hardware and software that are the subject of the bid;
(ii) at the time of bid submission, the bidder shall provide the copies of CVs and certificates of experts to be engaged in conducting live demonstrations of application software, developing and implementing FMIS. In this case, the Bidder shall certify that at least 80% of the experts involved in the live demonstration of application software will be directly engaged in the development and implementation of FMIS software;
(iii) within a week after the notice of contract award (and before the contract signature), the bidder shall provide the copies of CVs and certificates of experts to be engaged in providing technical support for FMIS software and hardware.
– A Bidder or a Joint Venture Partner shall not have any initiated bankruptcy procedure within the last three (3) years and the Bidders (or Joint Venture partners collectively) are required to possess at least the equivalent of USD 3 million in liquid assets.
The supply and installation period is about 10 months.
5. Interested eligible Bidders may obtain further information and inspect the bidding documents at the premises of the Ministry of Finance of Ukraine at the address (1) given below from Monday till Friday between 10 a.m. and 5 p.m., Kyiv time.
6. A complete set of bidding documents in English may be purchased by interested Bidders on the submission of a written application to the address (1) below and upon payment of a nonrefundable fee of USD 300 or its equivalent in Ukrainian Hryvnia (UAH) at the NBU exchange rate on the payment date. The method of payment will be direct transfer of funds for:
– RECEPIENT – Ministry of finance of Ukraine, account #35212056000033, the State Treasury of Ukraine, MFO 820172, EDRPOU code 00013480, details of payment “For bidding documents related to procurement ICB-4” – for domestic currency
or for
– RECEPIENT – Ministry of finance of Ukraine, account # 2523401014932, beneficiary bank JSC “State Export-Import Bank of Ukraine”, Kyiv, Ukraine, SWIFT code EXBSUAUX, MFO bank code 322313, details of payment “For bidding documents related to procurement ICB-4” – for US dollars (USD).
Bidding documents shall be delivered by currier service or handed in to bidders’ representatives.
A pre-bid meeting for prospective bidders shall take place on September 04, 2013 at address (2) below at 11 a.m. Kyiv time. Please pay attention that bidders or their representatives intended to participate in pre-bid meeting/bids opening shall have passports or any other ID (with a photo) to receive the pass to the MoF. Pass-office is on the ground floor on the right from the entrance. Internal tel. numbers of APST are 24-72, 24-73, 24-74. With the aim to speed up the time of passing, please send the list of participants in advance on the e-mails specified below.
7. A two-stage bidding process will be used which will proceed as follows:
(a) The first stage bid will consist of a technical bid only, without any reference to prices, but including a list of any deviations to the technical and commercial conditions set forth in the bidding documents and/or adding any alternative technical solutions a Bidder wishes to offer, and a justification therefore, always provided that such deviations or alternative solutions do not change the essential requirements specified in the bidding documents. Following the evaluation of first stage bids, a Bidder that adequately meets the minimum acceptable qualification criteria and has submitted a sufficiently technically responsive bid may be invited to attend a clarification meeting(s), during which the Bidder’s bid will be reviewed. Any required bid-specific changes, additions, deletions and other adjustments will be noted and recorded in a memorandum, or, if amendments are of a general nature, will be promulgated via an addendum to the bidding documents. Bidders may not be invited to submit second stage bids, if their first stage bids contain departures from the requirements in such numbers or of such nature that making the bids fully responsive in the remaining time for the two-stage process cannot reasonably be expected. All other suitably qualified and eligible Bidders, however, shall receive invitations to submit second stage bids.
(b) The second stage bid will consist of: (i), the updated technical bid incorporating all changes required as recorded in the bidder-specific memorandum, and/or as necessary to reflect any Addenda to the bidding documents issued subsequent to the first bidding-stage; and (ii), the commercial bid.
8. First stage bids must be delivered to the address (1) below at or before October 16, 2013, 2.30 p.m. Kyiv time. Late bids will be rejected. First stage bids will be opened in the presence of the Bidders’ representatives who choose to attend at the address (2) below at 3.00 p.m. Kyiv time. Please pay attention that bidders or their representatives intended to participate in pre-bid meeting/bids opening shall have passports or any other ID (with a photo) to receive the pass to the MoF. Pass-office is on the ground floor on the right from the entrance. Internal tel. numbers of APST are 24-72, 24-73, 24-74. With the aim to speed up the time of passing, please send the list of participants in advance on the e-mails specified below.
Address (1): Ministry of Finance of Ukraine


Attention to: Mr. Miarkovskyi A., First Deputy Minister of Finance of Ukraine


Address: 11 Mezhigorska str. Kyiv, Ukraine, 04071


Office 563, contact: Kostiantin Stanitsky, Oksana Baginska - Department of Dept and International Financial Policy , APST


Tel: (+38044) 277-54-73
Tel: (+38044) 277-54-72


Tel: (+38044) 277-54-74


E-mail: kstanitsky@minfin.gov.ua, obaginska@minfin.gov.ua


Address (2): Ministry of Finance of Ukraine


11, Mezhygirska str. Kyiv, Ukraine, 04071


Office 760

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