REQUEST FOR PROPOSALS (RFP) 

RFP No: GHSC-PSM-TO1-2023-0041 

For the provision of:

Data Analysis Services for the Rwanda Biomedical Center - Medical Technology Division (RBC/MTD) 

Contracting Entity:

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Chemonics International Inc.

TIN: 106343214

KG 541 ST, Career Center Building

Kimihurura, Kigali-Rwanda 

Funded by:

United States Agency for International Development (USAID) 

Funded under:

The USAID Global Health Supply Chain Program – Procurement and Supply Management project 

Prime Contract Number: Contract No. AID-OAA-I-15-00004. 

***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS ***** 

Chemonics is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit. Chemonics expects suppliers to comply with our Standards of Business Conduct, available at https://www.chemonics.com/our-approach/standards-business-conduct/. 

Chemonics does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to both USAID and the Office of the Inspector General. 

Employees and agents of Chemonics are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to USAID and the Office of the Inspector General. In addition, Chemonics will inform USAID and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, object of value or compensation to obtain business. 

Offerors responding to this RFP must include the following as part of the proposal submission:

• Disclose any close, familial, or financial relationships with Chemonics or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
• Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
• Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
• Certify that all information in the proposal and all supporting documentation are authentic and accurate.
• Certify understanding and agreement to Chemonics’ prohibitions against fraud, bribery and kickbacks. 

Please contact IBuki@ghsc-psm.org with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to Chemonics at to BusinessConduct@chemonics.com or by phone/Skype at 888.955.6881.

 RFP Table of Contents 

List of Acronyms 

Section I          Instructions to Offerors 

I.1        Introduction

I.2        Chronological List of Proposal Events

I.3        Offer Submission Requirements

I.4        Eligibility Requirements

I.5        Source of Funding, Authorized Geographic Code, and Source and Origin

I.6        Validity Period

I.7        Instructions for the Preparation of the Proposal

I.8        Evaluation and Basis for Award

I.9        Negotiations

I.10      Terms of Subcontract

I.11      Insurance and Services

I.12      Privity 

Section II         Background, Scope of Work, Deliverables, and Deliverables Schedule 

• Background
• Scope of Work
• Deliverables
• Deliverables Schedule 

Section III       Firm Fixed Price Subcontract (Terms and Clauses) 

Annex 1           Proposal Cover Letter

Annex 2           Guide to Creating Financial Proposal and Sample Budget

List of Acronyms 

AIDAR            Agency for International Development (USAID) Acquisition Regulation

CFR                 Code of Federal Regulations

CO                   USAID Contracting Officer

COP                 Chief of Party

COR                 USAID Contracting Officer’s Representative

CV                   Curriculum Vitae

DBA                Defense Base Act

FAR                 Federal Acquisition Regulations

MEDEVAC      Medical Evacuation

POC                 Point of Contact

RFP                  Request for Proposals

SAM                System for Award Management

SOW                Scope of work

UEI                  Unique Entity Identifier

U.S.                 United States

USAID             U.S. Agency for International Development

USAID/Rwanda            USAID Mission in Rwanda

USG                 U.S. Government

VAT                 Value Added Tax

Section I.         Instructions to Offerors 

• Introduction 

Chemonics, the Buyer, acting on behalf of the U.S. Agency for International Development (USAID) and the USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project, under contract number No. AID-OAA-I-15-00004; Task Order 1 is soliciting offers from Consulting firms to submit proposals to participate with GHSC-PSM to carry out a Data Analysis Services for the Rwanda Biomedical Center - Medical Technology Division (RBC/MTD). 

The USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project is a USAID program implemented by Chemonics International in Rwanda. The goal of the GHSC-PSM Rwanda is to procure and provide health commodities for all USAID health programs, and to provide systems strengthening technical assistance to improve supply chain management and commodity security. 

GHSC-PSM endeavours to supply Rwandan citizens with lifesaving pharmaceutical and medical supplies and simultaneously build the capacity of government organizations and agencies, health care facilities among others. As part of project activities, the GHSC-PSM Rwanda requires Data Analysis Services for the Rwanda Biomedical Center - Medical Technology Division (RBC/MTD) in Rwanda with following aim: 

Health facilities at different levels are equipped according to a minimum standard package based on services offered at that facility. The Medical Technology Division within the Rwanda Biomedical Center is in charge of ensuring that health facilities are compliant with this minimum package. 

To this effect, staff were dispatched across the country over several months to check equipment compliance and status and this data was compiled using the redcap tool. Data was collected from a sample size of 72 health centers, 36 district hospitals, 3 provincial hospitals, and 8 referral hospitals. 

This data was then cleaned and stored in an Excel database by MTD teams. 

The goal of this assignment is to analyse this data and present it in a way that allows leadership to clearly identify gaps in equipment availability as well as the status of equipment at the surveyed facilities. These gaps should be identified in terms of numbers and status, grouped by facility, facility types, HF departments etc. The scope of work will further elaborate on the exact visualization required from this analysis. 

Offerors are invited to submit proposals in response to this RFP in accordance with Section I Instructions to Offerors, which will not be part of the subcontract. The instructions are intended to assist interested Offerors in the preparation of their offer. Any resulting subcontract will be guided by Sections II and III. 

This RFP does not obligate Chemonics to execute a subcontract, nor does it commit Chemonics to pay any costs incurred in the preparation and submission of the proposals. Furthermore, Chemonics reserves the right to reject any and all offers, if such action is considered to be in the best interest of Chemonics. 

Unless otherwise stated, the periods named in the RFP shall be consecutive calendar days.

• Chronological List of Proposal Events 

The following calendar summarizes important dates in the solicitation process. Offerors must strictly follow these deadlines. 

RFP announcement                                                                 November 14, 2023

RFP published                                                                         November 14, 2023

Deadline for written questions                                                 November 20, 2023

Pre- Proposal meeting date                     November 21, 2023

Answers provided to questions/clarifications                           November 21, 2023

Proposal due date                                                                    November 30, 2023

The dates above may be modified at the sole discretion of Chemonics. Any changes will be published in an amendment to this RFP.

Pre-Proposal Meeting. A pre-proposal meeting will be held at Chemonics International Inc./GHSC-PSM Rwanda program office located at KG 541 ST Career Center Building, Kimihurura, Kigal Ground Floor, Monday November 21, 2023 at 2:00 p.m to provide interested offerors an opportunity to understand and ask questions pertaining to the scope of work in the RFP Data Analysis Services for the Rwanda Biomedical Center -Medical Technology Division (RBC/MTD) and to ask any questions about this RFP. Chemonics welcomes any organization to attend this proposal meeting. Pre-registration to attend the proposal meeting is required. Please email your registration request and any advance questions by November 20, 2023 to operationprocurement@ghsc-psm.org and cc. annick.ishimwe@rbc.gov.rw.

Written notes from the proposal meeting will be provided electronically to all registered offerors, including those offerors who submitted written questions prior to the proposal meeting, but were unable to attend the proposal meeting in person. 

Written Questions and Clarifications. All questions or clarifications regarding this RFP must be in writing and submitted to operationprocurement@ghsc-psm.org and cc. annick.ishimwe@rbc.gov.rw no later than November 20, 2023. Questions and requests for clarification, and the responses thereto, will be circulated to all RFP recipients who have indicated an interest in this RFP. 

Only written responses from Chemonics will be considered official and carry weight in the RFP process and subsequent evaluation. Any responses received outside the official channel, whether received verbally or in writing, from employees or representatives of Chemonics International, the GHSC-PSM project, or any other party, will not be considered official responses regarding this RFP.

Proposal Submission Date. All proposals must be received by the date and time and complying with the instructions as provided in Section I.3. 

Oral Presentations. Chemonics reserves the option to have select offerors participate in oral presentations with the technical evaluation committee. Interviews may consist of oral presentations of offerors’ proposed activities and approaches. Offerors should be prepared to give presentations to the technical evaluation committee at the GHSC-PSM office within 2 days of receiving notification.

Subcontract Award (estimated). Chemonics will select the proposal that offers the best value based upon the evaluation criteria stated in this RFP.

• Offer Submission Requirements 

Offerors shall submit their offers "Electronically by email”. 

Emailed offers must be received by the same time and date/ Offerors shall submit their offers electronically on November 30, 2023 not later than 5:00 pm at the following address: 

Subject:            Tender: RFP No: GHSC-PSM-TO1-2023-0041

Data Analysis Services for the RBC - Medical Technology Division (MTD) 

At: operationprocurement@ghsc-psm.org 

Faxed offers will not be considered. 

Offerors are responsible for ensuring that their offers are received in accordance with the instructions stated herein. Late offers may be considered at the discretion of Chemonics. Chemonics cannot guarantee that late offers will be considered. 

Offerors wishing to respond to this RFP must submit proposals, in English, on 12-point Times New Roman font, single-spaced, in accordance with the following instructions.

All proposals must be submitted in two volumes, consisting of: 

• Volume 1: Technical proposal
• Volume 2: Cost proposal 

Offers must be received by the date and time specified in I.2. 

Separate technical and cost proposals must be submitted by email no later than the time and date specified in I.2. The proposals must be submitted to the point of contact designated in I.2. 

The Offeror must submit the proposal electronically with up to 3 attachments (5 MB limit) per email compatible with MX Word, MS Excel, readable format, or Adobe Portable Document (PDF) format in a Microsoft XP environment. Offerors must not submit zipped files. Those pages requiring original manual signatures should be scanned and sent in PDF format as an email attachment or signed be using e-signatures.

Technical proposals must not make reference to pricing data in order that the technical evaluation may be made strictly on the basis of technical merit. 

• Eligibility Requirements 

To be determined responsive, an offer must include all of documents and sections included in I.4.A and I.4.B. 

Chemonics anticipates issuing a subcontract to one or more companies or organizations provided it is legally registered and recognized under the laws of Rwanda and is in compliance with all applicable civil, fiscal, and other applicable regulations. Such a company or organization could include a private firm, non-profit, civil society organization, or university. 

The award will be in the form of a firm fixed price subcontract (hereinafter referred to as “the subcontract”. The successful Offeror shall be required to adhere to the statement of work and terms and conditions of the subcontract, which are incorporated in Section III herein. 

Companies and organizations that submit proposals in response to this RFP must meet the following requirements: 

• Companies or organizations, whether for-profit or non-profit, must be legally registered under the laws of Rwanda upon award of the subcontract.
• Firms operated as commercial companies or other organizations or enterprises (including nonprofit organizations) in which foreign governments or their agents or agencies have a controlling interest are not eligible as suppliers of commodities and services.
• Companies or organizations must have a local presence in Rwanda at the time the subcontract is signed.
• Companies or organizations, whether for-profit or non-profit, shall be requested to provide a UEI number if selected to receive a subaward valued at USD$30,000 or more, unless exempted in accordance with information certified in the Evidence of Responsibility form included in the required certifications in Annex 3. 

Offerors may present their proposals as a member of a partnership with other companies or organizations. In such cases, the subcontract will be awarded to the lead company in the partnership. The leading company shall be responsible for compliance with all subcontract terms and conditions and making all partnership arrangements, including but not limited to division of labor, invoicing, etc., with the other company(ies). A legally registered partnership is not necessary for these purposes; however, the different organizations must be committed to work together in the fulfillment of the subcontract terms. 

• Source of Funding, Authorized Geographic Code, 

228. Any subcontract resulting from this RFP will be financed by USAID funding and will be subject to U.S. Government and USAID regulations. All goods and services offered in response to this RFP or supplied under any resulting award must meet USAID Geographic Code 935 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228, available at: http://www.gpo.gov/fdsys/pkg/CFR-2012-title22-vol1/pdf/CFR-2012-title22-vol1-part228.pdf.