Terms of Reference - Integrated Procurement Ec Grant December 15, 2011

8/3/2019 Terms of Reference - Integrated Procurement Ec Grant December 15, 2011

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Ref. No. _________TOR Form No. 1

Terms of Reference

I. Title: Development of the Integrated Procurement, Logistics and Financial Management

Information System

II. Type of TA Service or Product: Consulting Firm for Systems Development

III. TA Client : Procurement Service (End-User)

Funding Source : WB- EC Grant

IV. Background and Rationale:

Delivery of health goods and services can be compromised due to inefficient and ineffectiveprocurement, logistics and financial management. The Department of Health (DOH) has tomanage health expenditures, allocate scarce resources efficiently, and establish managementand information systems to support the implementation of health programs and the delivery of

health services.

Republic Act 9184, or the Government Procurement Reform Act, institutionalized procurementplanning functions and a procurement monitoring system in all procurement of nationalgovernment, its departments, bureaus, offices and agencies including state universities andcolleges, government-owned and/or controlled corporations, government financial institutionsand local government units. RA 9184 promotes transparency in the procurement process and inthe implementation of procurement contracts, extends equal opportunities to contracting parties,streamlines procurement process, promotes system of accountability, and monitors theprocurement process. The procurement process in the DOH is in compliance with RA 9184.

The DOH has existing computerized Information Systems on Work and Financial Plan, PriceMonitoring System, Simplified Suppliers Registration System, Annual Procurement Planning,

Purchase Ordering to Department of Budget and Management, Generation of RIV and StockInventory System on drugs and non-drugs. Furthermore, the DOH has implemented theElectronic New Government Accounting System developed by the Commission on Audit. It isfor this reason that an integrated system solution, named as Integrated Procurement,Logistics and Financial Management Information System shall be developed to integrate,enhance and/or re-engineer the systems to simplify the entire procurement, logistics andfinancial systems.

V. Objectives:

The objectives of the IPLFIS project are as follows:

1. Strengthen the existing DOH manual and/or computerized procurement, logistics,

warehouse and financial systems.

2. Develop, enhance and/or integrate existing procurement, logistics, warehouse and financialsystems, processes, and/or data.

3. Establish the database for the IPLFIS.

4. Provide comprehensive, consistent and reliable information critical to effective monitoringand evaluation of procurement activities.

VI. Scope of Work:

The scope of works includes three (3) areas of concerns, i.e., System Development Activities,

Integration of the Procurement Operations and Management Information System (POMIS),Warehousing System (ERIC) and the Electronic New Government Accounting System (E-NGAS), and System Implementation.

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A. SYSTEM DEVELOPMENT ACTIVITIES

1. The Consulting Firm shall perform the following activities in developing theidentified systems for the IPLFIS:

i. Project Planning and Management. This initiates the basic project start-upprocedures, plans the activities, technical and quality tasks, and establishes thestandards on monitoring and evaluating the project to assure quality deliverables.

ii. Functional Requirements Analysis and Design. This documents the existingsystems, gathers the needs or requirements of the IPLFIS, and translates theseinto functional design.

iii. Technical Analysis and Design. This translates the functional design intotechnical requirements and design, and serves as a vital input to SoftwareDevelopment.

iv. Software Development. This writes or codes the IPLFIS programs based on thetechnical design.

v. System Testing. This tests the IPLFIS and confirms the requirements of the usersin accordance with the functional design.

vi. System Implementation. This ensures that the DOH shall be able to operate andoperationalize the IPLFIS.

2. Identified systems for development/enhancement are as follows (See Annex 1.0for the diagram):

i. Enhancement of the Health Commodity Reference Information System

ii. Central Office Stock Inventory for each officesiii. CHD and Hospital Web-Based Procurement Reporting and Monitoring Systemiv. CHD and Hospital Web-Based Financial Reporting and Monitoring Systemv. CO Budget and Expenditures Monitoring Systemvi. Enhancement of the Property Management Information Systemvii. Integrated Knowledge Logistics and Financial Web Service

3. Project starts from the Formulation of the Inception Report and ends when the DOCO IPLFIS Implementing Team has been trained, system installed in an operationalenvironment, and duly accepted by the DOH Project Management Committeeassigned to the project.

4. System warranty for three (3) months starts the following day after the system has

been accepted by the end-users.

B. IPLFIS SYSTEM COMPONENTS

1. The IPLFIS shall integrate the following information systems developed and/orimplemented by the DOH (See Annex 1.0 for the diagram):

i. Required data to/from the Integrated Bureau of Food and Drugs InformationSystem to the POMISii. Required data to/from the Electronic Essential Drug Price MonitoringSystem to the POMIS

iii. Required documents from Budget/Cashier to the Integrated KnowledgeLogistics and Financial Web Service (IKLFWS)iv. Required data to/from the ERIC (Jupiter System) to the POMIS.

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v. Transfer of data to/from the POMIS database to the ENGASvi. Transfer of data from the ENGAS to the CHDFRM database

vii. Transfer of data from the CHDFRM database to the WFP databaseviii. Transfer of data from the ENGAS to the WFP database

2. Features, functions and capabilities of the IPLFIS shall conform to therequirements of the Central Office, Centers for Health Development offices, and pilothealth facilities under the local government units.3.

4. The following MINIMUM functional requirements shall be incorporated into theIPLFIS:

# FUNCTIONALREQUIREMENTS

DESCRIPTION

1 Flexibility in SystemImplementation

The IPLFIS can easily be implemented in theDOH CO, CHDs, government-retained hospitalsand local government units. The ILFMIS can besetup and configured to meet the needs of

these users.

2 Backup andRecoveryProcedures

Provide backup and recovery procedures orfacilities to ensure continuous operation evenduring downtimes, breakdowns and/ordisasters.

3 Central DatabaseStorage and BackupFacility

Create a Central Database Storage/ArchivingSystem and Backup Facility to store the data.

4 Compliance withLaws and Standards

Make system procedures, input and outputrequirements compliant with RA 9184 and otherapplicable laws, regulations and policies of the

government.

5 System Access Provide end-users secured access to thesystem.

6 Data Capture,Conversion andTransfer ofTechnology

Convert existing records into a digital databaseif applicable ornecessary.

7 Data Security andIntegrity, Privacy andProtection

Include security mechanisms to protect theintegrity and security of the data and system.

8 Interconnectivity and

Dynamism

Comply with the DOH ICT technical standards

to ensure continuing maintenance of thesystem.

9 Parameter DrivenRules and Built-InTriggers

Include parameters for changing variables orconditions.

10 Verification andValidation

Provide built-in data entry validation and/orverification.

11 User-Friendly Make the system easy to use by allowing end-users to navigate easily through the systemfunctions and facilities.

C. SYSTEM IMPLEMENTATION

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Scope of system implementation for this project shall cover the training of the CentralOffice and Regional Technical Support Personnel Trainors. The DOH shall create theDOH Central Office and Center for Health Development IPLFIS Training and TechnicalSupport Team who shall be responsible for training the end-users of the system, andextending technical support during full system implementation.

I. PROJECT STANDARDS

To ensure continuing maintenance of the system after the end of this project, thedevelopment of the IPLFIS shall comply with the following Information and CommunicationTechnology standards of the DOH:

1. Programming Language Client-Server Technology

PowerBuilder

Web-basedApplication

HTML, PHP

2. Database Management System Sybase-ASESybase-ASAMS-AccessMy-SQL

3. Operating System Windows 2003

VII. Expected Outputs or Deliverables:

The outputs of the project shall include the following during the Contract Execution Stage:

ACTIVITY # ACTIVITY DESCRIPTION DELIVERABLES

1 Project Planning and Management Inception Report

2 Functional Requirements Analysis andDesign

- Functional DesignDocument

- System Test andAcceptance Plan

- System ImplementationPlan

- System Training Plan- Progress Report

3 Technical Analysis and Design - Technical Design Document- Progress Report

4 Software Development Presentation of the SoftwarePrototype

5 System Testing - System Test Results- Software Operations

Manual- Working ILFMIS- Progress Report

6 System Implementation - System Training Report- System Implementation

Report- Progress Report

Note: Contents of deliverables shall comply with the DOH-Information Management Service

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standards on technical documentations.

VIII.Project Sites:

i. DOH Central Officeii. 17 CHDsiii. 71 DOH Hospitals

IX. Implementation Arrangement:

a. Contact: JOVITA V. ARAGONA Division Chief

Systems and Software Development DivisionInformation Management ServiceDepartment of HealthSta. Cruz, ManilaTel./Fax No. 7116744Email: [email protected]

b. Project Management or Contract Administration Arrangement: Creation of a SystemsDevelopment Team (SDT - representatives from the end-users and InformationManagement Service of the DOH). The SDT shall be headed by a system person whocan provide clear direction and supervision in the development of the system.

c. Reporting obligations, notices, and approval process including minimum or essentialreports contents: The Project Consultant will report directly to the Project Manager ofthe SDT. The Project Manager of the SDT will approve notices and acceptance ofdeliverables, activities and other related tasks.

X. Roles and Responsibilities:

1. Information Management Service and End-Users from DOH-CO

a. Be responsible for the timely provision of all resources, access, information,and decision-making under its control necessary for the System as identified in theAgreed and Finalized Project Plan, except where provision of such items is explicitlyidentified in the Contract as being the responsibility of the Consultant. Delay by theend-users may result in an appropriate extension of the time for operationalAcceptance or accomplishment/conclusion of the project as agreed by both parties.

b. Ensure the accuracy of all information and/or data to be supplied to the

Consultant, except when otherwise expressly stated in the Contract.

c. Assist in coordinating with and issue instructions as may be necessary orappropriate to other government agencies for the prompt and effectiveimplementation of the services.

d. Provide sufficient, properly qualified operating and technical personnel, asrequired by the Consultant to properly carry out the project at or before the timespecified in the TOR, and the Agreed and Finalized Project Plan.

e. Designate/assign appropriate staff for the system testing and make allappropriate logistical arrangements.

f. Assume primary responsibility for the Acceptance of System.

g. Make prompt reviews and revision of the work produced and presented bythe Consultant in the different phases of the work/services.

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h. Endorse to the funding agency the payment of the Consultant uponpresentation of the required materials, documents and other outputs, the amountdue from receipt of claims supported with documents subject to acceptance ofdeliverables by the end-users.

i. Provide office space as may be required by the Consultant.

j. Photocopy and reproduce manuals and documentation.

2. The Consulting Firm shall:

a. Perform the services and carry out the obligations with all assiduousness,efficiency, and economy, in accordance with generally accepted professionaltechniques and practices, and shall observe sound management practices, andemploy appropriate advanced technology and safe methods.

b. Conduct all activities with due care and diligence, in accordance with theContract and with the skill and care expected of a competent provider of theservices required.

c. Acknowledge that any failure to acquaint itself with all such data andinformation shall not relieve its responsibility for properly estimating the difficulty orcost of successfully performing the Contract.

d. Be responsible for the timely provision of all resources, information,and decision making under its control that are necessary to reach a mutually Agreedand Finalized Project Plan within the time schedule specified in the TOR. Failure toprovide such resources, information, and decision making may constitute groundsfor termination.

e. Comply with all laws in force in the Philippines. The laws will include allnational, provincial, municipal, or other laws that affect the performance of theContract and are binding upon the Consultant. The Consultant shall indemnify and

hold harmless the DOH from and against any and all liabilities, damages, claims,fines, penalties, and expenses of whatever nature arising or resulting from theviolation of such laws by the Consultant or its personnel, including theSubcontractors and their personnel. The Consultant shall not indemnify the DOH tothe extent that such liability, damage, claims, fines, penalties, and expenses werecaused or contributed to by a fault of the DOH.

f. Abide by all the terms and conditions stipulated in the project contract.

g. Submit to the IMS the final materials, reports and documents specified inthe TOR or agreed upon during negotiation.

h. Do progress reporting as shall be agreed upon.

5. All outputs of the project such as specifications, designs, reports, and other documents,

materials, data and software developed by the Consultant for the DOH shallbecome and remain the property of the DOH, and the Consultant shall not laterthan upon termination or expiration of the Contract, deliver all outputs to the DOH,together with a detailed inventory thereof. The Consultants may retain a copy of outputsbut use of are subject to the restrictions about future use of these outputs, documentsand software, is subject to the approval of DOH.

6. All computer programs developed by the Consultant shall be the sole and exclusiveproperty of the DOH.

7. Copyright. `The Intellectual Property Rights in all System Software and General-PurposeSoftware and proprietary Materials or methodologies shall remain vested in the owner ofsuch rights.

8. For the purpose of security and confidentiality, the following are the arrangements:

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a. The DOH and the Consultant shall each keep confidential and shall not,without the written consent of the other party to the Project divulge to any third partyany documents, data, or other information of a confidential nature, furnished directlyor indirectly by any of the Parties in connection with the Project; or where theConsultant is the Receiving Party, generated by the Consultant in the course of theperformance of its obligations under the Project and relating to the businesses,

finances, Consultants, employees, or other contacts of the DOH or the DOHs use ofthe System, whether such information has been furnished or generated prior to,during, or following termination of the Project.

b. Data that maybe used for testing and actual operation of the system likedata on patient or persons and licensing health facilities, goods, and services orother data that will encroach into the privacy of or jeopardize the interests ofpersons, and concerned entities or provide due advantage of third parties areconsidered confidential.

c. The DOH shall not, without the Consultants prior written consent, use anyConfidential Information received from the Consultant for any purpose other than the

operation, maintenance and further development and/or completion of the Project.Similarly, the Consultant shall not, without the DOHs prior written consent, use anyConfidential Information received from the DOH for any purpose other than thosethat are required for the performance of the Project.

9. For the purpose of review and approval of documents and other outputs by the DOH, thefollowing are the arrangements:

a. The Consultant shall prepare and submit to the SDT the materials ordocuments for the DOHs approval or review through the Project Manager.

b. The SDT shall review the functional and technical aspects of all outputssubmitted by the Consultant within three (3) working days from receipt of the

documents.

c. Any part of the Project covered by or related to the documents to beapproved by the DOH shall be executed only after the approval of these documents.Likewise, all documents supporting progress payment shall have to go through thesame process.

d. Within three (3) working days after receipt by the SDT of any documentrequiring DOHs approval, the group shall either return one copy of the document tothe Consultant with its approval endorsed on the output/document or shall notify theConsultant in writing of its disapproval of the document and the reasons fordisapproval and the modifications required.

e. Any document shall not be disapproved except on the grounds that thedocument does not comply with some specified provision of the Contract or that it iscontrary to good industry practice.

f. If the DOH disapproves the document/output, the Consultant shall modifythe document/output and resubmit it for the end-users approval. If the end-usersapprove the output for modification(s), the Consultant shall make the requiredmodification(s), and the document shall then be deemed to have been approvedunless such modification as agreed upon has not been done.

g. If any dispute or difference occurs between the DOH and the Consultant inconnection with or arising out of the disapproval by the end-users of any outputsand/or any modification(s) to an output that cannot be settled between the partieswithin a reasonable period, then, such dispute or difference may be referred to theheads of the end-users offices and the responsible Consultants Adjudicator for

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determination.

h. The end-users approval, with or without modification of thedocument/output/material furnished by the Consultant, shall not relieve theConsultant of any responsibility or liability imposed upon it by any provisions of theContract except to the extent that any subsequent failure results from modifications

required by the IMS or inaccurate information furnished in writing to the Consultantby or on behalf of the DOH.

XI. Qualifications of the Consultant:

Type: Firm /Individual

The following qualifications shall be required in evaluating the Consultant:

1. Experiences

At least three (3) years working experience in systems analysis and design and

software development.

2. Qualifications of Project Team Members

Minimum members of the project team are as follows:

1. Project Manager with a bachelors degree related to Business/Computer/

Systems/Process/ Information Engineering/ Information Technology,Systems/Software Development or other related course.

2. Subject Matter Expert with a degree on medical or allied profession,

familiar with the health emergency system, seasoned M&E expert in the field ofhealth and has an adequate understanding of the various processes and operations

of health programs, interventions, especially health in emergencies.

3. Senior Systems Analyst with a bachelors degree related to Systems

and Software Development.

4. Programmers with programming knowledge and skills on PHP Scripting

Language, and MySQL Database Management and Administration.

5. Two (2) Encoders - with encoding experience and skills

XII. Eligibility and Shortlisting Criteria:

* Applications for eligibility will be evaluated on a pass/fail basis.

Criteria and Rating System for shortlisting are as follows:

A. Applicable Experience 40%A. Work similar to the Project 25%B. Work experience related to the Project 15%

B. Quality of Personnel 40%1.Education 25%2.Relevant Training 15%

C. Current Workload 20%(No. of workload with equivalent rate)

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** Consultants shall be ranked.

XIII.Technical Evaluation:

Only those who are shortlisted shall be evaluated.

1. Quality of Consultant/s Assigned to the Job 30%

a Education 15

b Training 5

c Current Workload 10

Total Grade 30%

2. Experience and Capability of Consultant/s 20%

a Experience Similar to the Project 15

b Experience Related to theProject

5

Total Grade 20%

3. Plan of Approach and Methodology 50%

a Clarity and Simplicity 5

b Feasibility 5

c Innovativeness 5

d Comprehensiveness andcompleteness, thoroughness oradequacy

10

e Quality and interpretation ofproject requirements, problemsand risks

10

f Sustainability 5g Work plan adequacy,

completeness, viability,workability

10

Total Grade 50%

*** The minimum score required to pass the technical evaluation is 70 points.

XIV. Proposed Terms of Payment by Major Outputs:

PAYMENT#

DELIVERABLES PERCENT (%)

1 Inception Report (including project plan) 15

2 Workshop Output Reports

System Assessment Report (with

recommendations, revised forms)

Communication and technology solutionsFeasibility Study and Plan

Implementation Plan

Change Management Plan

Capacity Plan

Risk Management Plan

Sustainability Plan

10

3 Functional Design Document

Technical Design Document

20

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PAYMENT#

DELIVERABLES PERCENT (%)

4 System Presentation

System Test Report

Certificate of Users Acceptance

25

5 Standard plans, policies, procedures andguidelines

Implementing guidelines of IPFLIS

Security, policy and procedure manual

Information security management system

Other policies and guidelines

System Implementation Report

Software Operations Manual

Updated Functional and Technical Design

Document

Source Code

20

6 Terminal Report (After the Warranty Period) 10

Total: 100

XV. Project Cost/Budget:

The financial proposal shall not exceed the Approved Budget for the Contract (ABC) ofNineMillion Pesos (PHP 9,000,000.00) inclusive of taxes and duties. Those exceeding theABCshall be automatically rejected.

The cost includes professional services to develop the Integrated System for a period ofsix(6)months starting from the issuance of the Notice to Proceed.

XVI. Evaluation Procedure:

Quality Cost Based Evaluation

XVII. Sustainability Factor:

All offices in the DOH with its CHD and Hospital coordinators will be responsible foroperating and ensuring that data/information is regularly updated. The IMS shall providesoftware and hardware technical support to maintain the system.

XVIII. Documents Required for Submission:

A. Eligibility and Shortlisting

1. Letter of Intent2. Consultants References for the last five (5) years Annex 1.0 ConsultantsReferences

3. Curriculum Vitae (CV) of the Consultant Annex 2.0 Curriculum Vitae

4. Certificate of PhilGEPS Registration

5. TIN

B. Technical Evaluation

Only those who are shortlisted shall be entitled to submit the following:

1. Work Methodology. Provide concise, complete and logical

descriptions on how to carry out the activities or services to meet all requirements of theTOR.

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2. Required Resources. List down facilities and other resources to beprovided by the DOH that may include support facilities such as office space, equipment,administrative support and others that would be needed to carry out the project.

3. Financial Proposalo Summary of Costs Annex 3

o Breakdown of Price per Activity Annex 4o Reimbursable per Activity Annex 5

o Miscellaneous Expenses - Annex 6

o Payment Scheme and/or Breakdown

XIX. Duration of Engagement, Timeline and Level of Effort:

The maximum project duration is six (6)months from the issuance of Notice to Proceedand inclusive ofthree (3) months warranty period.

Prepared by:

_____________________________________JOVITA V. ARAGONAChief, Systems and Software Development Division

Date: February 2010

Noted by:

_________________________________CRISPINITA A. VALDEZ

Director IIIInformation Management ServiceDepartment of Health

IMS Clearance:

Approved Disapprove due to ______________________

_____________________________________

CRISPINITA A. VALDEZ Director III, IMS Date

Date Received by TACT: _______________Received by:_________________________

TACT Verification:

Ok to proceed Please make adjustments on thefollowing:

Reviewed by:

TACT Technical Secretariat Member

Noted:

TACT Head

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