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Key Highlights of Pre-Bid Conference

Updated: Jan 23, 2020

Venue: World Bank Office Abuja, Nigeria.

Attendees:

From Abuja

1. Ijeh Jonathan - Project Monitoring Consults (PMC)

2. Ayo Dola-Johnson - Project Monitoring Consults (PMC)

3. Seun Ogunwale – Biddingo International (KKC Professionals Ltd.)

4. Yinka Sorinwa – Biddingo International

5. Omomofe Akintunde – EY Nigeria

6. Chinedu Onyekwelu – EY Nigeria

7. Abdul-Malik Shehu Abbu – Kaduna State Public Procurement Authority (KADPPA)

8. Adebayo Adeniyi – World Bank

9. Arc. Muhammad Suleiman – KADPPA

10. Akeem Alimi – EY Nigeria

11. Habeeb R. Omar – EY Nigeria

12. Haruna Abubakar – Techsystems Ltd

13. Abimbola Adewale – Techsystems Ltd

14. Okoye Ifeanyi – Tenece Professional Services

15. Olumide Cole – Tenece Professional Services

16. Khadija Y. Yusuf – KADPPA

17. Rukaiyat A. Shehu – KADPPA

18. Abubakar Aminu – KADPPA

19. Mayor Bright – Rivers State Bureau of Public Procurement

20. Subar A.M – Lagos PPA

From WebEx

21. Dima – IOS Partners

22. Sergiu Tarigradschi – AlphaSoft

23. Hunt La Cascia – World Bank

24. Ethan Kim – Biddingo

25. Nozipho Nkomo – CCG Systems

26. Kartika – e-Procurement Technologies SEZ Private Limited

27. Edeline – CCG Systems

28. Dinesh Asrani – Nextenders India Pvt. Ltd.

29. Abraham

30. Alexandr Pascalov

31. Bhkazaure

32. CSD

33. Cyril Olutayo – Quizbiztec

34. David

35. Efe Oputu

36. Iurie Coroban

37. Madu Hassan

38. Mahadev

39. Mathew

40. Nosipho Hadebe

41. Nozipho

42. Panagiotis

43. Solomon Affun

44. Vanitha

45. Zachary De Pian – Nextenders

46. Julius Chingore

47. Kayode

48. Mohammed Maiwada

49. B.Amit Kumar

Key Highlights from the Session

· Opening remarks by Mr. Adebayo Adeniyi on behalf of World Bank and Arc. Muhammed Suleiman on behalf of KADPPA

· Introduction by all participants – The facilitators (EY, KADPPA & World Bank), Bidders that attended physically and Bidders that connected online via Webex

· Quick overview of sections of Bidding Document by Akintunde Omomofe from EY

· Questions and Clarifications Session

1. Question: We understand that the evaluation price element has a weight of 80%. It is not clear how to determine the bid price based on which several vendors will quote, we have seen the forms available in the bidding document for which we will enter a price. However, it is not clear to us how these are computed to come up with a single price that will be compared. Can you verify this?

Answer: This is a framework agreement and it has a price mechanism that is explained in the addendum sent to bidders. For all the cost elements, it is expected that vendors will provide a unit price. The unit price for all cost elements within the two cost structures (Implementation Cost and Recurrent Cost) will be summed up and that will form the basis for evaluation of the Agreement Price.

2. Question: Please confirm if this project is initiated by Kaduna and the number of States that will be coming onboard.

Answer: Kaduna State is the pilot State for the project, the other States will come onboard.

3. Question: Regarding the eligibility criteria 2.4.1, the requirement suggests that experience of SaaS eGP solution is meant to be satisfied by each member of a JV. We may be looking at a local partner who may not necessarily have experience of implementing e-Procurement solution. We suggest that these criteria should be relaxed to at least one member.

Answer: In a JV, all members are jointly and severally liable. It is assumed that if one member pulls out it is required that the other members should be able to carry out the responsibility. However, in the case of a subcontractor, the prime contractor must meet the requirement while the subcontractor will be subject to evaluation to ensure it can carry out its responsibility.

4. Question: Are we expected to carry out customization when designing the system separately for each State or will the solution designed for Kaduna be rolled out to other States?

Answer: There will be customizations/configurations for each State based on the States’ business processes and legal requirements. However, the customization does not really go that far, the procurement laws of the States are virtually similar only for one or two changes.

5. Question: Is the Data to be migrated currently in electronic/web-based format or in paper format?

Answer: Some are in digital form and some are in manual form depending on the State. These details will be determined during the call off contract Stage.

6. Question: If there is going to be customization and migration vendors will assess the scope of activities required, will there be need for additional work based on this? This is for vendors to factor in the services required in order to determine the unit price.

Answer: As it is, vendors are expected to provide an average cost within the ranges and cost elements provided in the bidding document. The project team will see if there is need to include additional cost elements.

7. Question: We need more clarity on how the payment is planned for the project. The current system suggests that it is when MDA and users come on onboard that the payment will start. Elaborate on the payment strategy for this project.

Answer: There will not be any strain on the cash flow as section 6 of the FAGP gives the opportunity of an advance payment tied to a Bank Guarantee. The payment has been structured to ease different aspects of implementation. Beyond the advance payment, payments will be made at different stages of implementation.

8. Question: A project like this hugely relies on public support, if there are issues around implementation with other States not being able to onboard the expected number of users, will it not affect the revenue of vendors?

Answer: There is advocacy and incentive from the World Bank to make sure that all the States will come on board and implement the solution. We are very hopeful that a lot of the States will key in to the Framework Agreement, as most of the States have expressed strong commitment. It is an output-based project where States will get disbursement after achieving results.

9. Question: Is the help desk support expected to be provided 24/7?

Answer: Yes, this is specified in the functional requirements contained in the bidding documents.

10. Question: Who will provide the training infrastructure?

Answer: The States will provide standard training infrastructure and facilities while the supplier will provide training materials and logistics.

11. Question: Who will provide hosting Infrastructure?

Answer: The hosting will be provided by the supplier as specified in the framework agreement.

12. Question: We need clarification on the warranty period and the post warranty period. In the case of E-Publishing for instance what will be the implementation period, warranty period and post warranty period?

Answer: The warranty period has been defined in the Framework Agreement as three (3) years and the post warranty period is (1) one year. There is provision for extension of the framework agreement after the warranty period. The Framework Contract relies on the Framework Agreement.

13. Question: Our understanding is that the Warranty period will Start after the operational acceptance. Please clarify.

Answer: Yes the warranty period starts after operational acceptance, as specified in the framework agreement.

14. Question: We need clarification on the technical/commercial evaluation criteria.

Answer: This has been clearly defined in the bidding document and as specified in ITB 35.4 the weights are 80/20 for commercial and technical respectively.

15. Question: Which ERP system is currently used in Kaduna State and which is the common in use among the other States?

Answer: Microsoft Dynamics. There will be further clarifications on this in the framework contract stage.

16. Question: Is there a possibility of extension on the date of submission?

Answer: In the absence of any need for clarification, there will not be an extension.

17. Question: For the cost we are submitting as our framework agreement price, is the cost for each State or based on the assumption that 36 States will roll out at once?

Answer: The unit price will apply at the framework contract stage level specific to each State.

18. Question: We are asking for extension of two weeks to allow for bidders to prepare comprehensive bid.

Answer: The possibility of extension will be looked at after the conference based on the questions raised to see if that can be possible.

19. Question: What number of MDAs will onboard the system? And with respect to the three-phase approach, what if another State wants to implement all the modules at once.

Answer: 15 to 50 MDAs. Nothing will stop states from deploying all modules at once, the phasing approach is only consistent with the DLIs of the SFTAS program. Where States have capacity to do much more can do that.

20. Question: What level of preparation are states currently at? What’s the percentage of States that can be onboarded in terms of States that have a law and a PPA?

Answer: 26 States have a procurement law and are in the process of operationalizing their laws although the level of operationalization differs from State to State.

21. Question: You have asked us to provide prices that involve lot of assumptions. Clarify on the unit prices for coming up with the cost.

Answer. The specific variables in terms of number of MDAs and Users will come up during the Framework Contract phase. But for the sake of the Framework Agreement, a unit price per MDA will be entered for each of the ranges specified in the price schedules. However, there will be an internal discussion to look at the price range further.

22. Question: To simplify the price computations should not the purchaser input a unit price for bidders to multiply based on the number of MDAs?

Answer: There will be an internal discussion to look at the price range further.

23. Question: Will all the questions be answered and shared?

Answer: Yes, the Q/A will be shared with bidders and uploaded on KADPPA website.

Resolutions taken by KADPPA

1. Extension of Bid Submission deadline:

a. A two weeks extension has been agreed for bid submission (New submission date is February 14).

2. Price Range

a. It should be clear that the price is a unit price per MDA for each range of MDAs specified.

b. The World Bank SFTAS DLIs will be shared with the vendors to give them an idea of the implementation phases.

c. The new price range is 1-5 MDAs, 6-15 MDAs, 16-25 MDAs, 26 MDAs and Above.



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