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Request for Proposals (RFP) # PSM-UGA – FOPSM – 2025-01
Background
On October 30, 2025, Chemonics GHSC-PSM Uganda issued Request for Proposal (RFP) No. PSM-UGA – FOPSM – 2025-01, with the objective of engaging qualified organizations capable of delivering comprehensive technical services. These services are intended to support the National Medical Stores Plus (NMS+) Enterprise Resource Planning (ERP) system and facilitate its integration with the various Government of Uganda-approved information systems currently in operation.
CLARIFICATION: Based on the questions received from bidders, it has been noted that the multiple inquiries pertain to the scope of work that will ultimately be determined at the STO level. To ensure clarity for the purposes of the IQS, the primary objective is to establish Fixed Daily Rates (FDRs) for the professionals listed in section 2.4.A “Required
Labor Categories” as well as fixed rates for expected direct costs, such as travel, per diem, and any other direct costs.
These FDRs and fixed rates for travel and other direct costs will serve as the basis for the preparation and submission of proposed budgets for STOs issued under the awarded IQS(s). Please note that detailed scope definitions and STO specific work requirements will be finalized at the STO level, and the established rates will provide a standardized framework for cost estimation and management throughout the STO period.
Purpose
This Amendment No. 03 to the RFP has been issued to serve the following purposes:
- To update the chronological list of proposal events (Section I.7 of the RFP) to extend the proposal submission deadline from November 24th to December 1st, COB 17:00 EST.
- To provide formal responses to the questions raised during the virtual bidder conference held on November 17th, as well as to any questions that were not answered in previous Amendment No. 02.
Amendment
Accordingly, Amendment No. 03 to the RFP No. PSM-UGA – FOPSM – 2025-01 is hereby released to:
a) Replacing in its entirety Section I.2 Offer Deadline and inserting in its place the following:
I.2 Offer Deadline
Offerors shall submit their offers no later than 17:00 EST (Eastern Standard Time) on December 01, 2025.
Offerors are responsible for ensuring that their offers are received in accordance with the instructions stated herein. In accordance with FAR 52.215-1(c)(3)(ii)(A) late offers may be considered at the discretion of Chemonics. Chemonics cannot guarantee that late offers will be considered.
b) Replace in its entirety the first section of I.7 Chronological List of Proposal Events and inserting in its place the following:
I.7 Chronological List of Proposal Events
The following calendar summarizes important dates in the solicitation process. Offerors must strictly follow these deadlines.
IQS RFP published October 30, 2025
Deadline for written questions November 10, 2025
Proposal conference pre-registration deadline November 10, 2025
Answers provided to questions November 13, 2025
Virtual proposal conference November 17, 2025
Proposal due date December 01, 2025 COB 17:00 EST
c) To include the responses and clarifications pertaining to the questions raised by bidders during virtual conference held on November 17, 2025, also included in the table below:
|
No. |
Bidder’s Question & RFP Reference |
Chemonics’ Response/Clarification |
|
1 |
RFP Reference: Section BB – Privacy Shield and Information Security (Page 49 of 93)
What are the specific audit and documentation formats required for compliance with Chemonics’ data protection standards? |
The subcontractor should not store sensitive Chemonics data in their own or any external software without proper security assessment and approval from Chemonics. If a need arises to store such data outside approved internal systems, the Chemonics Cybersecurity team can help the project and its subcontractors protect the data and systems appropriately. |
|
2 |
Per the RFP a subcontractor will be required to provide ongoing support after enhancements. Please clarify what the training environment will be and what training levels are expected under the scope. |
The scope required end-user training, which can be delivered remotely or on-site; The issuance of Oracle certification to trainees is not required. Please note that at this stage bidders are not required to submit a detailed budget for training or any other costs. They are not required to propose LOE either. The total LOE per STO will be negotiated at each STO level. Please refer to section I.3 “Cost Proposal” in the RFP and Chemonics’ answers to questions No, 04 and 19 in the Amendment No. 02 to the RFP for more instructions and guidance. |
|
3 |
Will the sub-task orders provide guidance on the existing architecture landscape, including all modules, existing inventory, and licenses? If not, are bidders expected to recommend any additional components or modules necessary to achieve the desired outcomes within the scope? |
NMS currently holds all licenses necessary to complete the work; most work involves enhancements and system interfaces, so additional licenses are generally not expected. Each sub-task order will be developed with as much detail as possible to ensure bidders have sufficient information regarding the scope. Furthermore, vendors will collaborate closely with PSM and NMS to define requirements, which will provide any additional details needed for each STO. |
|
4 |
What is the current timeline for the project? |
The period of performance is until September 2026, with initial activities expected to start after the award, |
|
No. |
Bidder’s Question & RFP Reference |
Chemonics’ Response/Clarification |
|
but specific start dates depend on the process. IQS will serve as an umbrella subcontract under which each STO will have its own start and end date. |
||
|
5 |
What is the start date for each sub-task order? |
Start dates for each STO depend on negotiations. Timelines will be established for each STO individually after the award of IQS(s). |
|
6 |
What are the key systems to be integrated for supply chain visibility? |
The key systems include those that complete the term of visibility in the supply chain, last mile tracing of medicines, and improvements to current Electronic Medical Records (EMRs). |
|
7 |
How many EMRs would the ERP be required to integrate with? |
All operational EMRs will connect through a single interface, not direct integration with each system. |
|
8 |
Is a 2 way or one way sync required for the integration with the NDWH, EMR? |
Two-way synchronization is required for operational planning and data sharing. |
|
9 |
What proficiency is expected for database programming languages? |
Vendors are required to demonstrate proficiency in PL/SQL and preferably the other specified programming languages as well, with particular emphasis on showcasing their overall integration capabilities. |
|
10 |
Can a consolidated proposal address all four key areas? |
Yes, but it is preferred to address each key area separately for clarity and potential separate sub-task orders. |
|
11 |
Can the same resource work across multiple key areas? |
Yes, if the professional meets the experience requirements for the labor categories that he/she is being proposed for and does not exceed 8 working hours per day. |
|
12 |
If proposals for each STO are submitted separately, should the same page limit apply to all, or will page limits be counted individually for each STO proposal? |
Yes, bidders may count pages individually for each STO proposal. Technical Proposal: • Part 1 - Technical Approach and Methodology: 5-10 pages. • Part 2 - Management, Key Personnel, and Staffing Plan: 2-5 pages (CVs will not count against the page limit). • Part 3 - Corporate Capabilities, Experience, and Past Performance: 2-7 pages. Cost Proposal: • The cost volume has no page limitation. Please refer to sections B.2 and B.3 of the RFP for more details. |
|
13 |
Will additional annexes count towards the page limit? |
No, annexes are separate and do not count towards the main proposal page limit. |
|
14 |
Is an extension for proposal submission possible? |
Yes, PSM Uganda team has made decision to extend the submission deadline to COB December 1st, 2025, 17:00 EST. |
Any other references in the original RFP to dates listed in the RFP’s Chronological List of Proposal Events are superseded by the revised calendar specified in this Amendment No. 03. All other terms and conditions of the original RFP # PSM-UGA – FOPSM – 2025-01 remain in effect and unchanged.
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