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REQUEST FOR PROPOSAL (RFP)

Commodity Required: Routine Efficiency Measurement System (REMS)

Type of Contract: Time and Materials Subcontract Term of Contract: Date of Award through 31 March 2014 Contract Funding: The Gates Foundation End User: FHI 360 (GHPN-R and GHPN-PS)

Submit Proposal To:

Todd Bachman

Associate Director – Purchasing and Facilities

FHI 360

2224 East Highway 54

Alpha Building - Room 4008

Durham, NC 27713 tbachman@fhi360.org

Date of Issue of RFP: Monday, August 19, 2013 Date Questions Due From OFFERORS

10:00am Eastern Time, Friday, August 30, 2013

Bidders Conference Not Applicable

Date Proposal Due: By 2:00pm EST on Friday, September 6, 2013

Method of Submittal:

Respond via e-mail w/ attached documents in MS Word and Excel

format. The Offeror agrees to hold the prices in its offer firm for 60

calendar days from the date specified for the receipt of offers, unless

another time is specified in an addendum to this RFP.

Solicitation Number: RFP #081920130841

Attachments TO RFP: All bidders are responsible to carefully review each attachment and follow any instructions that may be relevant to this procurement.

RFP Document:

1. Exhibit 1 – Instructions to Offerors

2. Exhibit 2 – Scope of Work + Evaluation Criteria

3. Exhibit 3 – Evaluation Criteria

Attachments:

Attachment 1 – Acknowledgement Form

Attachment 2 – Supplier Certification Form

Attachment 3 – Submittal Form (Questions)

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Exhibit #1

INSTRUCTIONS TO OFFERORS

RFP Exhibits

Exhibit 1 Instructions to Offerors

Exhibit 2 Scope of Work + Evaluation Criteria

RFP Attachments:

Attachment 1 – Acknowledgement Form

Attachment 2 – Supplier Certification Form

Attachment 3 – Format for Questions

NOTE:

Background on this RFP:

The purpose of this RFP is to establish a Time and Materials Subcontract with qualified

providers for the development of a Routine Efficiency Measurement System. The Provider must

furnish the necessary manpower, management, supervision and other related services in

accordance with the provisions of the attached Scope of Work (Exhibit 2).

Attachments 1 and 2 must be submitted to Todd Bachman at tbachman@fhi360.org by 10:00am

Thursday, August 21, 2013.

All questions, requests for clarification or additional information must be submitted in writing to

Mr. Todd Bachman, Associate Director, via email to tbachman@fhi360.org no later than the

date shown on the cover page of this RFP. All requests must be submitted on Attachment 3 and

further specify the Section(s), Subsection(s), Paragraph(s), and page number(s) to which the

request refers. Requests received after the deadline will not be considered.

Requests for additional information received prior to the deadline will receive a written response

in the form of an addendum addressed to all prospective providers who acknowledge receipt with

the intent on submitting an offer. No interpretation made to any provider as to the meaning of

the RFP shall be binding on FHI unless repeated in writing and distributed as an addendum by

FHI.

If your firm will be submitting a proposal, please submit an electronic version of your proposal

via email to:

Todd Bachman, Associate Director – Purchasing and Facilities at tbachman@fhi360.org

If you decide to submit a proposal, it must be received no later than 1400 Hours, Eastern

Standard Time on September 6, 2013 unless extended through a written addendum. All

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proposals submitted must be valid for a period of at least sixty (60) calendar days from the

closing date indicated above.

Evaluation and ranking of proposals will be done by the FHI 360-designated selection

committee. A time and materials subcontract will be awarded to the responsible Offeror(s) whose

proposals will be most advantageous to FHI 360 in terms of cost, technical approach, capabilities

and prior experience on similar requests.

Issuance of this RFP does not constitute an award commitment on the part of FHI 360, nor does

it commit FHI 360 to pay for the costs incurred in the submission of a proposal. Furthermore,

FHI 360 reserves the right to reject any or all bids received, and to negotiate separately with an

offeror, if such action is considered to be in the best interest of FHI 360. Only the winning

offeror(s) will be contacted.

Please read the instructions carefully before submitting your proposal. Any discrepancy in

following the instructions or contract provisions may disqualify your proposal without recourse

or an appeal for reconsideration at any stage.

Background on FHI 360:

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting

ways by advancing integrated, locally driven solutions. Our staff includes experts in health,

education, nutrition, environment, economic development, civil society, gender equality, youth,

research and technology — creating a unique mix of capabilities to address today's interrelated

development challenges. FHI 360 serves more than 60 countries and all U.S. states and

territories.

As we evolve to meet the challenges of the future, we stand committed to the principles that have

guided our organization for the last 40+ years. Our work continues to be grounded in research

and science, strengthened by partnerships and focused on building the capacity of individuals,

communities and countries to succeed.

Addressing the world’s most enduring challenges requires that we examine issues through

multiple lenses and make the connections that will improve people’s lives. With a 360-degree

perspective we are able to work across a broad set of disciplines to deepen our understanding of

complex issues. We can deliver thoughtful, evidence-based and tailored responses. We can

stimulate innovation. The 360-degree perspective embodies the hope and the promise of

redefining the possibilities of human development.

Request for Proposal (RFP) No. and Title

Routine Efficiency Measurement System. This Request for Proposal Number 081920130841 in

no way obligates FHI to award a subcontract, nor does it commit FHI to pay any cost incurred in

the preparation and submission of a proposal.

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Validity of Offer

Offerors must submit a Proposal Offer Letter, signed by a duly authorized Officer of the

Corporation, stating that quoted prices shall remain valid for a minimum period of 60 days.

Type of Award

FHI 360 contemplates award of a time and materials subcontract. Prior to award, FHI 360 may

need to add, delete and/or change terms presented in this RFP. Therefore, FHI 360 reserves the

right to make additions, deletions and changes to the terms prior to award to the successful

Offeror.

FHI 360 will authorize all work to be performed through the issuance of the resulting

subcontract. FHI 360 anticipates making only one award under this solicitation but reserves the

unqualified right to make multiple awards if it is in the best interest of FHI 360. Additionally,

any or all items may be selected for award in this RFP format. Quantities indicated are a best

estimate only and no quantities are guaranteed.

Period of Performance

The period of performance will be established from the award date through March 31, 2013.

For the purposes of preparing proposals, Offerors may assume a October 1, 2013 Start Date.

Amendment or Cancellation of RFP

1. FHI 360 reserves the right to amend or delete any one or more of the terms, conditions or

provisions of the RFP prior to the closing date set forth. An amendment or amendments to this

RFP will announce such action.

2. FHI 360 reserves the right to cancel, at any time, this RFP partially or in its entirety. No legal

liability on the part of FHI 360 for payment of any sort shall arise and in no event will a cause of

action lie with any bidder for the recovery of any costs incurred in connection with preparing or

submitting a bid in response hereto. All effort initiated or undertaken by the bidder shall be done

considering and accepting this fact. If this RFP is cancelled prior to the bid opening, the bids

already received will be returned un-opened to the senders upon their request.

Proposal Format

Proposals must be presented in the order provided below and must not exceed the page limitation

for each part. FHI 360 reserves the right to waive minor proposal deficiencies that can be

corrected prior to award determination to promote competition.

Part 1: Institutional Capability (Not to exceed 5 pages)

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Describe your organization’s overall institutional capability and resources (financial, personnel, management, etc.) in meeting the general requirements of the Statement of Work. The Offeror shall state in its proposal an understanding that it may or may not engage lower-tier subcontractors for the services to be provided as indicated in the Statement of Work (SOW). The Offeror must demonstrate its capability to provide qualified personnel and equipment as required in the RFP. Resume’s or CV’s of key personnel must be provided with your response.

Part 2: Management Plan (Not to exceed 20 pages.)

Describe your proposed management plan to accomplish the specific duties and responsibilities

enumerated in the Statement of Work, including:

A. Overall Management Plan: The duties and responsibilities of the proposed management team and organizational and functional charts reflecting line of management responsibility;

B. Personnel Management, and Service Quality Control.

1. Specify a method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable;

2. How the Offeror will ensure the quality of performance.

C. Key Personnel: The Offeror must provide detailed resumes of candidates for each of the key personnel positions specified in the Statement of Work. Resumes should show the qualifications and experience of the individual. Resume’s provided do not constitute a component of the 20 page limitation for this section.

D. Flexibility: The Offeror must briefly outline its capability and willingness to be flexible in the event the project’s scope changes periodically which affects staffing levels, space required, and overall coverage requirements.

E. Service Levels: FHI 360 expects the selected company to meet specific service levels of performance. In your proposal, please outline the service level standards that your pricing reflects. FHI 360 plans to negotiate with the award winner mutually agreed upon service levels with the understanding that credits will be requested when agreed upon services levels are not achieved. These baseline service levels will be incorporated into the subcontract at time of award.

Part 3: Past Performance and Experience (Not to exceed 5 pages.)

A. List the three (3) largest contracts your company has held over the past three years for the same or similar work. Provide the following information for each contract.

1. Customer's name, address, telephone number and email address of customer's lead contract and technical personnel;

2. Contract number and type;

3. Date of the contract, place(s) of performance, and delivery dates or period of performance;

4. Contract and dollar value;

5. Brief description of the work, including responsibilities;

6. Comparability to the work required under this solicitation;

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7. Brief discussion of any major technical problems and their resolutions;

8. Any terminations (partial or complete) and the type (convenience or default) as well as any show cause notices or cure notices (provide explanatory details); and

9. Listing of deductions taken under any listed contracts, with explanatory details.

B. FHI 360 will use past performance information primarily to assess an Offeror’s capability to meet the solicitation performance requirements, including the relevance and currency of the Offeror's work experience. FHI 360 may also use this data to evaluate the credibility of the Offeror's proposal. In addition, FHI 360 may use past performance information in making a determination of responsibility. In evaluating past performance, FHI 360 may use past performance information obtained from sources other than those identified by the Offeror. If any information obtained is considered unfavorable, the Offeror will have an opportunity to address this information as a part of its final proposal revision (FPR), if FPRs are requested.

Part 4: Cost Proposal (No page limit). The cost proposal must be submitted separate from

Parts 1-3 and must be presented in a MS Excel formatted workbook. FHI 360 intends to

award a time and materials subcontract for this level of effort.

The cost proposal submitted in response to this solicitation must demonstrate cost effective and

feasible approach to achieve the objectives stated above.

The bidder should break down the budget according to the tasks listed in the statement of work.

This will enable RTI to evaluate the cost-effectiveness of the proposal. The bidder is required to

submit budget notes explaining each line item. These notes will explain how the bidder plans to

carry out the statement of work described above. The bidder is instructed not to write elaborate

budget notes, but rather brief and to-the-point explanations.

Submission of Information

No response will be considered which is not accompanied by the FHI 360 Supplier Certification Form which must be signed by an authorized official of your firm. Responses received after the time specified will not be considered. Your response will be distributed internally at FHI 360 only to the extent necessary for evaluation by the proposal team. Unique information contained therein will be treated as proprietary and confidential. Further, information specific to FHI 360 systems and capabilities is proprietary and confidential. It is provided solely for your use in developing a response to this RFP.

Preparation of Information

Responses which modify, in any manner, the provisions or requirements outlined in this Request for Proposals (RFP) may not be considered. Respondents are required to submit a general budget and (when possible) detailed cost information. This may relate to proposed time lines in your response. Component costs such as hourly labor rates, material estimates, software costs, and travel expense policies must also be

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included. FHI 360 is interested in your assessment of your own corporate capabilities in relation to our requirements and your proposed plan for meeting these requirements. Respondents are asked to respond to all requirements contained in the RFP regardless of whether they may be included under an eventual statement of work, including a description of the technology solutions(s) and approaches being recommended.

Award and Contract Information

FHI 360 will ensure that small business enterprises: including veteran, woman and minority owned will be afforded full opportunity to submit information in response to this RFP. Respondents will not be discriminated against on grounds of age, race, color, sex, creed, national origin, religion or disability. All respondents shall comply with the Americans with Disabilities Act and North Carolina Fair Employment Practices Act.

Upon selection, FHI 360 will negotiate contract terms based upon information that may be derived directly from your response. All contracts are subject to review by FHI 360’s legal counsel, and the project will be awarded upon signing of an agreement or contract which outlines terms, scope, budget and other necessary conditions.

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Exhibit #2—Scope of Work (To be incorporated into Subcontract)

1.0 Project Background

This RFP is to help FHI 360 better access and use data and information generated from FHI

360’s services and financial databases. During the past decade FHI 360 has had rapid and

significant growth in funding, diversification of public health and development activities, and

organizational operations. This growth has resulted in the development of enterprise-wide

financial systems, and numerous and disparate systems, tools, and processes to manage and

locate data and information. Because the work FHI 360 conducts is located in some of the most

economically disadvantaged areas around the globe, bandwidth constraints and the inability to

consistently stay connected to the internet remain challenges

In response to an increased emphasis on documenting ―value for money‖ within the donor

community and more detailed reporting of financial expenditures at the country level, FHI 360

leadership has recognized the need to proactively invest in systems that can improve the business

intelligence within our programs down to the service delivery point (clinic or community) level.

With corporate support, we have developed a ―proof of concept‖ methodology for linking

financial and programmatic monitoring and evaluation (M&E) data to generate key performance

indicators and a prototype ―data cube‖ structure to facilitate the extraction, transformation and

loading (ETL) processes.

The heart of this system is a series of resource allocation matrices (RAMs) which contain

weights for unique combinations of expenditure categories and cost targets. Currently there are

17 expense categories and 20 cost targets (service lines and other activities) giving each RAM a

17 x 20 dimension (or 340 possible data points). Every service delivery point and intermediate

management level is expected to have at least one RAM. By multiplying expenditure data by the

corresponding RAMs we obtain the estimated expense by type of expense and across service

lines at each service delivery point. (See Appendix A for an example of a RAM).

The challenge is to now take this ―to scale‖ for one of our programs and develop a flexible BI

solution with architecture that can be adapted and replicated in other countries. We have secured

external funding to support this endeavor and are, through this RFP, seeking partners who can

bring the necessary IT skills and expertise to complete the installation of such a solution.

The SOW for this RFP is as follows:

Develop the database structure including forms / lookup tables to accommodate financial

and M&E (Monitoring and Evaluation) data elements and their manipulation

Develop the information architecture to accommodate data describing the program

dimensions (site identifiers, geographic IDs, source of funds, service lines supported)

Capacity to run ad-hoc and standard performance reports from the database with

groupings by sites, geographic areas, service lines, and/or funding source. Other reports

might be identified during the developing stage.

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Create a front end user-interface for the capture of program information and loading of

Resource Allocation Matrices (RAMs) which link expenditures to the service lines

Create a backend user-interface to access key performance indicators and generate

standard reports

The solution should be scalable to include other countries and programs.

Vendor should provide documentation of system to allow for continued operation and

adaptation to other programs in other countries.

FHI 360 uses Microsoft Office SharePoint Server 2010 to support operational, technical,

strategic, and marketing decision-making. Therefore, a system that can be hosted on a secure

server accessible through a SharePoint portal is desirable. If there are good reasons to deviate

from this, they should be noted in the RFP response.

The expected long-term results of this project include, but are not limited to:

Increased efficiency of service delivery at the site level through the generation of routine

performance reports relative to other sites. (See Appendix B for examples of performance

report prototypes).

Ability to report on the use and result of program resources in a standardized transparent

manner to both donors and program staff.

Demonstration of the ability to generate and utility of having routine performance metrics

available at the site level for health services in developing countries.

The following are some guiding principles for development of FHI 360’s REMS solution:

Focus on utilization: Solution requires deliberate processes and tools for interaction,

exchange, and reporting in order to ensure staff engagement and utilization. Loading of data

and backend user-interface should be intuitive to non-technical personnel.

Focus on accessibility: Solutions allows for access by remote users, including staff in FHI

360’s country offices as well as partners / key stakeholders. Remote users will be able to

view performance dashboards and download and export standardized reports.

Performance: remote users have very limited bandwidth. The solution utilized by remote

users needs to be very lightweight and thin to best utilize the available bandwidth.

Use what we have approach: Solution(s) should leverage FHI 360’s use of SharePoint. FHI

360 is not expecting that SP will be the entire solution. At a minimum, it is expected that SP

should be the ―front door‖ to access the solution(s) for the users. FHI 360 is willing to

consider other alternatives if necessary.

1.1 Project Scope

The scope of this RFP is to create an integrated repository that can be accessed

fromSharePoint (though not necessarily exclusively from SharePoint) to:

Store both structured (expenditure and output data used for PEPFAR1 reporting) and

1 PEPFAR is the President’s Emergency Program for AIDS Relief which is the U.S. Government’s primary

mechanism for foreign assistance related to HIV/AIDS in developing countries. As a recipient of PEPFAR funding

FHI 360 programs are required to report on outputs and expenditures via a standardized reporting format.

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unstructured data related to FHI 360 services and activities under the ZPCT II2 award in

Zambia.

Organize the expenditure and output data to support examination of these data at the service

delivery point level and by service lines across sites or within selected expense categories.

Generate standardized site-level performance reports for key stakeholders (donors/funders,

Ministry of Health Management Teams, and ZPCT II program leaders.

Allow users to create and share dashboards, charts, and other visual representations of the

data in the repository.

The figure below is a conceptual representation of the relationships between data sources, the

―data cube‖ which contains the RAMS and allows for the calculation of expenses by service

delivery point, types of resources used and the use of resources by service lines, and the eventual

reporting of performance to the program and other key stakeholders.

Figure 1.

1.2 Project Timeline

The project is expected to be 3-6 months in duration; vendor efforts to advance this timeline are

encouraged. FHI 360’s estimate of the timeline is the following:

2 ZPCT II is the name for our PEPFAR award in Zambia, it stands for Zambia Prevention Care and Treatment and

the ―II‖ refers to the second 5-year award period. This award will come up for renewal in 2014.

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1. Month 1-2 (Oct – Nov, 2013): Agreement on final requirements, Development of front-

end user interface to capture program definitions for site IDs, geographic IDs, service line,

and design mechanism for loading of site-level and above site-level RAMs into data cube.

2. Month 3-4 (Dec – Jan 2014): Building of data cube and code to extract financial and

output data from FHI 360 systems, run expenditures across corresponding RAMs and link

to output data to generate performance metrics.

3. Month 5-6 (Feb – Mar 2014): Development of back-end user interface to display selected

performance metrics and generate summary reports for users. Knowledge transfer for

maintenance and support of REMS.

Respondents to this RFP should provide their own timeline estimate.

1.3 Project Objectives

It is the intent of FHI 360 is to demonstrate the feasibility and utility of REMS at scale for our

primary HIV/AIDS award in Zambia. In this first phase the focus is on capturing the financial

and M&E information being generated for this award and process it in such a manner as to

generate information that can be used to monitor and improve program performance. In

subsequent phases, the intent is to supplement the system to capture expenditure information

from external sources in order to have a ―full cost‖ estimate of resources used to support the

various HIV/AIDS services. The RFP responses are intended to provide the basis for identifying

the best strategies to provide FHI 360 with cost effective methods for meeting the following

objectives.

1. By Nov 2013, develop the relational database structure and necessary forms / lookup tables

to accommodate financial and M&E data elements and program descriptors and dimensions.

2. By Jan 2013, develop a ―data cube‖ which can be queried to generate performance reports by

sites, geographic areas, service lines, and/or funding source and create a frontend user-

interface for the capture of program information and loading of Resource Allocation Matrices

(RAMs) which link expenditures to the service lines.

3. By March 2013, create a backend user-interface to access key performance indicators and

generate standard reports and provide documentation of system to allow for continued

operation and adaptation to other programs in other countries.

1.4 Identified Dependencies

The following are high-level dependencies to effectively deploying REMS. These dependencies

are largely the responsibility of FHI 360, but vendor solution(s) should also help mitigate these.

Adequate technology infrastructure (including bandwidth)

o Staff in various geographic locations must have highly functional access to the

information they need to carry out their job responsibilities. Beta testing the

proposed system and tools in both high and low bandwidth settings should be

planned, as well as exploring off-line options. It is important to keep in mind that

some remote users will be accessing this tool using only 3G modems.

Access and use of SharePoint across FHI 360’s offices and geographic locations

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o Today, SharePoint is neither consistently available nor used across FHI 360’s

numerous geographic locations. The ability to access REMS through a secure

web portal independent of SharePoint for the entering of data as well as viewing

reports needs to be addressed.

User-friendly interfaces for entering award information and for conducting data queries

o Many of the potential end-users of REMS will have limited computer skills and

therefore a menu driven interface with limited and easy to interpret options at

each step will be critical to the eventual use of this system.

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2.0 Business Requirements

Business requirements define the high-level needs and features of the project in accordance with project

objectives. The full list of business requirements are listed at the end of this section (see 2.4).

2.1 Project Requirement: Extract Data from Existing FHI 360 Databases

FHI 360 already maintains detailed data on expenditures and program outputs in electronic databases. Our

goal is to minimize the amount of duplicative data entry and to extract the necessary data for REMS from

these systems on a regular basis.

List of FHI 360 Data Sources

The following list highlights relevant FHI 360 data management systems and their formats that REMS and

tools may draw from, for ETL processing:

Data Source Description Technology

Data Warehouse ―GFAS‖ Data: GFAS is FHI 360’s financial and

general accounting and award management

system. It is used by accounting and finance staff

in FHI Headquarters (HQ) and many Country

Offices:

―JAMIS‖ Data: JAMIS is a parallel financial and

general accounting and award management

system. It is used for some legacy awards prior to

novation of AED awards.

SQL

Subagreement

Tracking (SAT)

Tracking agreements with sub awardees

(contractors) (e.g., dates, ceiling and obligation

amounts); tracking Recipient Monthly Financial

Report (RMFR) (e.g., receipt, finances)

SQL

PEPFAR Indicator

Database

The PEPFAR Indicator Database (PID) varies

country-by-county and award by award but is

required for semin-annual reporting of PEPFAR

indicators to the U.S. Government. Data are

typically stored in either Excel or Access. In this

project we will be accessing the ZPCT II PEPFAR

indicator databases from the country office in

Lusaka.

Excel / Access

2.2 Project Requirement: Input and Store Award / Program-Specific Data

Because each award/program will vary with respect to the number and type of service delivery points, the

geographic areas in which it operates, the services which it supports, and the names of partners involved

these dimensions will need to be specified through a user-interface at the frontend of REMS. This

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information will need to be stored in lookup tables for use in REMS calculations. This information should

be reviewable / editable on an on-going basis as the award/program evolves.

2.2.1 Accessing FHI 360’s PEPFAR Indicator Data

FHI’s country and local offices collect and store data for reporting to PEPFAR on a semi-annual basis. This

data is reported to FHI 360 on a monthly basis by service delivery point. The PEPFAR reporting is

typically through a web-portal in which an Excel file or Access table is uploaded. REMS will require a

subset of these indicators for use as measures of workload at the service delivery point level. If possible,

this data should be extracted from the existing databases and loaded into REMS with minimal input from

country-level staff.

The list below highlights additional examples of user-requirements for REMS. These user-requirements

may be adapted or added to depending on cost, feasibility, or if other more efficient/effective methods are

identified (a full list of REMS requirements is in section 2.4).

Analysis, aggregation, and reporting by geographic location, service line or other activity, and type

of resource used

Compute and present performance metrics in easy to understand formats

Simple dashboards and reports to display program performance in accordance to indicators as well

as compound and ad-hoc reports

Exports to SAS, SPSS, Excel, Access etc. for further data analysis

Feed/extract aggregated data and charts or other visual depictions of aggregated data from REMS to

SharePoint and the FHI 360.org website

Database platform: SQL server

Full documentation of coding to allow for future expansion of REMS as well as country level

adaptation that would allow for the inclusion of country and award specific indicators/metrics

Web-enabled and allow for use (i.e., reporting, downloading, uploading data) in a low-bandwidth

environment

Provides the capability (in the future) for relational mapping of data to its geographical source

(similar to GIS)

Ability to work in an ―off-line‖ mode (for data input in the country office) and synchronize when

reconnected

Ability to create multi-level user security by location and role

Ability to assign permissions to view particular information

Ability to create an ―administrator‖ role that will be permitted to add, modify and delete schema,

data and data elements

Ability to generate a partial PEPFAR Expenditure Analysis Report per OMB reporting requirements

for PEPFAR awards.

2.3 Project Requirement: Reports, Profiles, and Dashboards

FHI 360 requires easy-to-use, user-generated and standardized reports, dashboards, charts, and other visual

representations of the data in REMS. These reports may be organized into the following areas, and it is

expected that these areas will evolve as programs and reporting requirements change:

Service lines (e.g., HIV/AIDs care treatment and support, HIV testing and counseling, etc.)

Other activities (e.g., strategic information, health systems strengthening, program management)

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Level: site-level vs. above site-level expenditures within a geographic area or at the country level

Site-level Performance by Service Line and comparison to reference sites of same type in similar

geography (peer-to-peer comparisons).

Trends in site-level performance over time

2.4 List of Business Requirements

These user-requirements may be adapted or added to depending on cost, feasibility, or if other more

efficient/effective methods are identified:

# Business Requirements

1 New databases, query functions, profiles, dashboards, or tools must be able to be

launched from the FHI Intranet (SharePoint)

2 Technology(ies) must work seamlessly with Microsoft technologies, particularly SQL,

Office, and SharePoint

3 Analysis, aggregation, and reporting by geographic location, service line or other

activity, resource type

4 Compute and present performance metrics in easy to understand formats

5 Simple dashboards and reports to display program performance in accordance to

indicators as well as compound and ad-hoc report

6 Feed/extract aggregated data and charts or other visual depictions of aggregated data

from REMS to SharePoint and the FHI 360.org website

7 Exports to SAS, SPSS, Excel, Access etc. for further data analysis

8 Database platform: SQL server

9 Full documentation of coding to allow for future expansion of REMS as well as

country level adaptation that would allow for the inclusion of country and award

specific indicators/metrics

10 Customizable interface for program description data capture at frontend

11 Web-enabled and allow for use (i.e., reporting, downloading, uploading data) in a low-

bandwidth environment

12 Provides the capability (in the future) for relational mapping of data to its geographical

source (similar to GIS)

14 Ability to work in an ―off-line‖ mode (for data input in the country offices) and

synchronize when reconnected

15 Have data entry component for new collection or storage of data if appropriate

16 Use point and click capabilities as well as drop down menus

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# Business Requirements

17 Ability to automate archiving of data to FHI 360’s data warehouse when needed

18 Ability to generate simple, ad-hoc reports and customizable reports

19 Ability to generate compound ad-hoc reports

20 The solution will provide the ability to export, link, or extract data in the technology

formats currently supported by FHI. Supported file formats are at a minimum Excel,

.cvs, .txt., .prn.

21 The solution will provide the ability to create graphs and tables for dashboards and

reports that can include importing data from existing sources

22 Feed/extract aggregated data and charts or other visual depictions of aggregated data

from the services data repository/source and other FHI data sources to SharePoint and

the FHI.org website

23 Support: Not require extensive consulting and training of end users

24 Support: Documentation of existing functionality, code, architecture, and application

navigation available in physical and electronic formats

25 Support: Not lock FHI into using one specific hardware vendor, but should allow for

the use of readily-available hardware

26 Support: Provide the ability to successfully migrate data to new versions of the

software, as well as a straight forward option to migrate data to new or evolving

applications without an expensive conversion

27 Governance: The solution must provide the ability to create an ―administrator‖ role that

will be permitted to add, modify and delete schema, data and data elements

28 Governance: The solution must provide the ability to create multi-level content security

(by location and role), including the ability to create, update, view and delete

29 Governance: The solution must provide the ability to assign permissions to view

particular information

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Appendix A: Example of a Resource Allocation Matrix

Site-Level Services Other Activities

Site Expend Category FBCTS CBCTS PMTCT VMMC HTC PEP BS Lab IC OVC SORP-GP

SORP-IDU

SORP-CSW

SORP-MSM

SORP-KP Oth MMT SI Surv HSS Prgm

Mgmt Mbeya

Training (in-

service) - - - - 0.001 - - - - - 0.003 0.010 - - - -

Construction - - - - - - - - - - - - - - - -

Vehicles - - - - - - - - - - - - - - - -

Equip & Furn - - - - 0.000 - - - - - 0.000 0.001 - - - -

Oth Invest - - - - - - - - - - - - - - - -

Personnel - - - - 0.032 - - - - - 0.027 0.106 - - - -

ARVs - - - - - - - - - - - - - - - -

Non-ARVs & Reagents - - - - - - - - - - - - - - - -

HIV Test kits - - - - - - - - - - - - - - - -

Condoms - - - - - - - - - - - - - - - -

Other Supplies - - - - 0.006 - - - - - 0.009 0.035 - - - -

Food Supplements - - - - - - - - - - - - - - - -

Rent & Util - - - - 0.018 - - - - - 0.014 0.056 - - - -

Travel / Trans - - - - - - - - - - - - - - - 0.001

Other Recurring - - - - - - - - - - - - - - - -

Consultants - - - - - - - - - - - - - - - -

Other Gen Admin - - - - - - - - - - - - - - - 0.025

18

Appendix B: Examples of Performance Reports from REMS

Expenditure Summary

By Recipient of Funds in US Dollars

Site102 Jul-11 Aug-11 Sep-11

FHI 360 Direct 13 47 203

Support 3,004 3,426 2,908

PgmOH 4,728 5,758 4,699

Sub Total 7,745 9,231 7,810

Partners Direct 1,269 1,089 894

Support 3,954 3,817 3,074

PgmOH 6,900 6,955 7,183

Sub Total 12,123 11,861 11,151

SDP Direct 2,037 2,051 2,681

Support 865 943 880

PgmOH 861 653 716

Sub Total 3,763 3,647 4,277

Across all Recipients

Site102 Jul-11 Aug-11 Sep-11

Direct 3,319 3,187 3,778 14.4%

Support 7,823 8,186 6,862 31.9%

PgmOH 12,489 13,366 12,598 53.7%

Sub Total 23,631 24,739 23,238

Above Facility vs. Facility Level Costs

Site102 Jul-11 Aug-11 Sep-11

Above

Facility Costs 11,628 12,713 11,882 50.6%

Facility Level Costs

12,003 12,026 11,356 49.4%

Sub Total 23,631 24,739 23,238

19

Costs by Service Line

Site102 Jul-11 Aug-11 Sep-11

CommodityDistribution 4,098 4,136 3,845 16.9%

ServiceReferrals 3,254 3,393 3,224 13.8%

PLWHASupport 4,975 5,349 5,146 21.6%

OVCSupport 4,098 4,324 3,932 17.3%

CommBasedBCC 3,270 3,416 3,262 13.9%

TBHIV 3,936 4,121 3,829 16.6%

Sub Total 23,631 24,739 23,238

Service Line Details

Jul-11 Aug-11 Sep-11

CommodityDistribution

Direct 1,267 1,140 1,051 28.6%

Support 1,044 1,096 954 25.6%

PgmOH 1,787 1,900 1,840 45.8%

Sub Total 4,098 4,136 3,845

Jul-11 Aug-11 Sep-11

ServiceReferrals

Direct 281 296 377 9.7%

Support 1,184 1,216 1,025 34.7%

PgmOH 1,789 1,881 1,822 55.6%

Sub Total 3,254 3,393 3,224

Jul-11 Aug-11 Sep-11

PLWHASupport

Direct 770 759 1,052 16.7%

Support 1,732 1,808 1,538 32.8%

PgmOH 2,473 2,782 2,556 50.5%

Sub Total 4,975 5,349 5,146

20

Jul-11 Aug-11 Sep-11

OVCSupport

Direct 248 239 330 6.6%

Support 1,507 1,587 1,303 35.6%

PgmOH 2,343 2,498 2,299 57.8%

Sub Total 4,098 4,324 3,932

Jul-11 Aug-11 Sep-11

CommBasedBCC

Direct 393 396 467 12.6%

Support 1,103 1,165 995 32.8%

PgmOH 1,774 1,855 1,800 54.6%

Sub Total 3,270 3,416 3,262

Jul-11 Aug-11 Sep-11

TBHIV

Direct 360 357 501 10.2%

Support 1,253 1,314 1,047 30.4%

PgmOH 2,323 2,450 2,281 59.3%

Sub Total 3,936 4,121 3,829

21

Site Level Expenditure Summary

Total Resources

For period between Jul-11 and Sep-11

Site101 Site102 Site103 Site104

Direct 8,609 10,282 10,927 9,313

Support 22,097 22,867 23,630 24,691

PgmOH 35,104 38,455 39,231 38,751

Total 65,810 71,604 73,788 72,755

22

Site101 Site102 Site103 Site104

Above

Facility Costs 32,640 36,225 36,508 35,294

Facility Level Costs

33,170 35,379 37,280 37,461

Total 65,810 71,604 73,788 72,755

23

Service Line Summary

For period between Jul-11 and Sep-11

OVCSupport

Site101 Site102 Site103 Site104

Number of

Services

Provided

173 257 67 149

24

EXHIBIT 3

Evaluation of Proposals

To be acceptable and eligible for evaluation, proposals must be prepared following the preparation

instructions found in Exhibit I and must meet all the requirements stated in this RFP. FHI 360 may reject

any proposal that fails to comply with the requirements of this RFP or includes an unacceptable technical

proposal. FHI 360 will evaluate acceptable proposals as described below. FHI 360 may award to the firm

that offers FHI 360 the ―Best Value‖ in terms of technical, management, cost and past performance. FHI

360 may award on the basis of initial offers received, without discussions. Therefore, each initial offer

should contain the Offeror's best terms from a price and technical standpoint.

All proposals received by the stated closing date will be evaluated and ranked according to the conditions

described in selection criteria below. Proposals will first be evaluated from a technical standpoint. Those

proposals that are considered to be technically acceptable shall then be evaluated in terms of cost. Each

proposal will be evaluated based on evidence of the following items:

Technical Scores

Technical Command, Grasp and Approach 55 points

• Description of the assignment objectives

• Description of approach and methodology

• Reasonableness of implementation timeline

Experience and Diversity 15 points

• Experience of named staff to provide services required

Finance and Administration 15 points

• Reasonableness of costs to complete the assignment

• Detailed and comprehensive cost presentation

Recommendations: 15 Points

• Offerors are to provide ideas and/or suggestions about creative and/or innovative ways to

accomplish either the processes or services described in this RFP.

• This criterion will be evaluated by examining the creative ideas offered and the rationale that

supports the ideas presented.