Request for Proposals (RFP) for the Provision of Interim Logistic

Management Information System (LMIS) in Nigeria

RFP NO.
Issue Date: August 29th, 2016
Closing Date and Time: September 15th, 2016, 17:00 Nigerian time

PREAMBLE

The project management office of the Nigerian Supply Chain Integration Project (NSCIP), through the
support of one of its contractors, i+ Consortium, plans to develop a set of excel-based prototype tools
that will be used by state LMCUs and the PMO to collate and analyse reports; provide feedback, carry
out performance evaluation of facilities and LMCUs, re-supply services, and other functions which may
emerge in the course of piloting integrated LMIS services.

The interim tool will be developed using a combination of MS Office Access and MS Office Excel. It will
contain the features outlined in the technical specification as a minimum. All functions may be
combined in a single tool or multiple at the discretion of the developer. However, if separate tools are
developed for the functions, all separate tools must have a seamless interface, where data can be
imported in a single step into the other tools without the need for re-entry of data
ABBREVIATIONS

AIDS Acquired Immuno-Deficiency Syndrome

DFID UK Department for International Development
FEFO First to Expire, First Out
FMoH Federal Ministry of Health
GPS Global Positioning System
HIV Human Immunodeficiency Virus
ICT Information and Communications Technology
IP Implementing Partner
KPI Key Performance Indicator
LMCU Logistics Management Coordinating Units
LMD Last Mile Delivery
LMIS Logistics Management Information System
NPSCMP National Products Supply Chain Management Programme
NSCIP Nigeria Supply Chain Integration Project
PMO Project Management Office
RFP Request for Proposal
RH Reproductive Health
SDP Service Delivery Point
SOP Standard Operating Procedure
TB Tuberculosis
TEC Technical Evaluation Committee
TGF The Global Fund to Fight AIDS, Tuberculosis and Malaria
UNFPA United Nations Population Fund
UNOPS United Nations Office for Project Services
USAID United States Agency for International Development
SECTION I: OVERVIEW OF THE NIGERIA SUPPLY CHAIN INTEGRATION PROJECT
(NSCIP)

1.1 THE GLOBAL FUND

The Global Fund is a 21st-century organization designed to accelerate the end of AIDS, tuberculosis and
malaria as epidemics. As a partnership between governments, civil society, the private sector and
people affected by the diseases, the Global Fund mobilizes and invests nearly US$4 billion a year to
support programs run by local experts in more than 140 countries.

1.1.1 BACKGROUND

Access to medicines is critical to reaching universal health coverage and is also recognized as a key
building block of a strong health system. Medicines and health products are important for addressing
health problems and improving quality of lives. They form an indispensable component of health
systems in the prevention, diagnosis and treatment of disease and in alleviating disability and functional
deficiency.
Nigeria is a top-priority country within the Global Fund portfolio. It faces an extreme disease burden
across all three diseases, with trailing health outcomes. Global Fund grants under the New Funding
Model to fight HIV, Malaria and TB are planned to grow significantly and are projected to exceed US$ 1
billion in the period 2015-2017. Given that ~50% will be associated with procurement and supply chain
of commodities, this will further stretch the current supply chains and health system mechanisms.
During the same time, other donors, including USAID, UNFPA, the GAVI Alliance, DfID and the Bill &
Melinda Gates Foundation will also be potentially contributing significant amounts. This further
increases the complexity of the supply chain network across the country and the potential for parallel
structures and duplication.
Nigerian health care stakeholders have over a number of years, increasingly recognized the need to
improve and integrate the pharmaceutical and health product management practices in the country for
better efficiency, effectiveness and sustainability.
Challenges that reduce access and overall health impact observed through reviews and assessments
within the country include
 Stock-outs of essential supplies in a number of health facilities and at various points in the supply
chain, with expired drugs noted at other points
 Some warehouses and distribution facilities not meeting minimum standards for storing and
transporting health products
 Poor visibility in reporting across disease areas
 Lack of basic logistics management control/information systems
 Inefficiencies due to poor coordination, integration and harmonization, with duplication of some
supply chain activities resulting from well-intentioned “parallel” supply chains created to address
the immediate needs for access to health care products.
Now, led by the Federal Government of Nigeria, a team of Nigerian and international supply chain
experts, principal recipients (PR) of the Global Fund, other donors and their implementing partners (IPs),
and the private sector have arrived, through wide consultation and analysis, at a consensus on a future
direction, approach and immediate priorities for change to address these challenges.
This approach explicitly builds on, exploits and accelerates donor and Government initiatives already
underway in the country to increase integration, including strengthening the capacity of the National
Products Supply Chain Management Programme (NPSCMP) within the Federal Department of Food and
Drugs Services (FDS). The NSCIP is responsible for implementing all supply-chain integration activities as
a project of the NPSCMP.
1.2 GOALS AND OBJECTIVES OF NSCIP

The resulting objective of the NSCIP is to create a streamlined, cost-effective, and sustainable national
health commodities supply chain by
 Improving patient access and the availability of medicines through greater visibility, control, and
efficient Last-Mile Delivery (LMD)
 Driving integration of the national health commodities supply chains between federal, state,
donor, and public and private sector players, across the HIV, malaria, TB and RH disease
programmes, and by platform extension to family planning.
To achieve this objective, the NSCIP plans to
 Strengthen federal and state government coordination of the health commodity supply chain
 Ensure public/private sector collaboration to create a network of zonal warehouses (warehouses)
 Integrate logistics and transportation, including LMD
 Establish Logistics Management Coordinating Units (LMCU) at state level and deploy Logistics
Management Information System (LMIS) tools to support material management.

1.3 PURPOSE OF THE RFP

The objective of this RFP is to establish relationships with a service provider, who meets the pre-
qualification requirements as described in Section III and demonstrate the best expertise to develop,
introduce and support interim digital logistic management information system on nationwide level in
Nigeria.

The focus of this RFP is on coverage of 14 focal states selected for piloting of the digital LMIS.

SECTION II: TECHNICAL SPECIFICATIONS FOR DIGITAL LMIS

2.1 INTRODUCTION

The establishment of the LMCU’s1 and hiring staff for the LMCU’s means that there are expectations
that the LMCU’s should start operating and deliver the needed reports and quarterly distribution plan to
manage the distribution of program commodities. At the same time, there is an ongoing process to
develop and implement a digital LMIS platform for the LMCU. And this will take a while for it to be ready
for implementation. The LMCU’s will therefore, need a tool to work with in the interim. The interim
LMIS tool will assist the LMCU in collating and analyzing LMIS data and providing feedback, carry out
performance evaluation of facilities and LMCUs, re-supply services, and other functions which may
emerge pending the final development and deployment of the digital LMIS platform.

All programs today have various spreadsheets for aggregating of LMIS data from paper forms to a digital
format. The project team has looked into these sheets and their functionality. The status is that each of
the spreadsheets are logically sound, but some have too much information, and some are so
complicated that it is very hard to check if they are without errors and deliver a valid output. It would

1 See subsection Glossary below

therefore not be the right approach to immediately use these sheets.

The use of interim tool will serve the following functions. The tool will be used until the final digital LMIS
platform will be developed and deployed, to:
1. Familiarise LMCU staff and improve their skills and understanding on the full range of data
analysis and STEPs in developing integrated last mile distribution plans that are disaggregated
by donor/volume/costs.
2. Serve as the prototype and learning model for the final digital LMIS platform.
The interim tool will be developed using a combination of MS Office Access and MS Office Excel. It will
contain the features outlined in the technical specification as a minimum. All functions may be
combined in a single tool or multiple at the discretion of the developer. However, if separate tools are
developed for the functions, all separate tools must have a seamless interface, where data can be
imported in a single step into the other tools without the need for re-entry of data.

2.2 GLOSSARY

LMIS - Logistic Management Information System – in the context of outlined technical task is an
electronic tool (software) able to collate and analyze the data of primary reports on supply flow and
stocks received from SDPs; provide feedback, carry out performance evaluation of SDPs and LMCUs
against the agreed performance indicators and advise on re-supply services. LMIS is a final deliverable,
according to the current contract, and it is supposed to function within the set of established business
procedures described below.

SDP – Service Delivery Point – is a health facility, where the supply is consumed by the customers. SDP is
the source of primary reporting data, which presented in a standard paper form.

LMCU – Logistic Management Coordinating Unit – an administrative unit at each state, which will be
responsible user of the LMIS, processing SDP reports.

PMO – Programme Management Office – the office assigned for management of LMIS introduction in
Nigeria.

SDP report – set of primary data for given reporting period submitted to LMCU in standard paper form.
SDP report will contain the following data:
 SDP identification:
o type – type of health facility (hospital, primary healthcare centre, etc.);
o LGA;
o state;
o name.
 Programme name – name of one of 5 programmes, to which it relates (Family Planning &
Reproductive Health, HIV/AIDS, Vaccines, Malaria, TB & Leprosy);
 Date of the beginning of reporting period;
 Date of the ending of reporting period;
 Name of staff prepared the report;
 Name of staff approved the report;
 Date, when report was prepared;
 Subordinate table with the following fields:
o Ordinal number of the record;
o Name of product – name of an accounted item of the supply: medicine, reagent, or any
other related health product;
 o Unit [of item] – standard unit of accounting, consisting of certain number of indivisible
pieces (bottles, vials, sachets, etc.) packed by manufacturer in a package convenient for
storing and distributing, e.g.: box (containing 100 sachets), blister (containing 20
tablets), etc.;
o Opening balance – quantity of the accounted item available in stock at the SDP on the
beginning of the reporting period;
o Received - quantity of the accounted item received during reporting period;
o Issued/dispensed – quantity of the accounted item issued to the customers by the SDP
during reporting period;
o Losses & Adjustments – quantity of the accounted item that was written-off from the
SDP’s stock on certain reason (loss, negative value), or added to the stock in process of
justified correction (adjustment, positive value);
o Closing balance – quantity of the accounted item available in stock at the SDP on the
end of the reporting period; determined on formula: OpeningBalance + Received +
Losses2/Adjustments – Issued;
o Physical stock – quantity of the accounted item in stock, confirmed with physical
inventory;
o Number of patients on product – number of patients received the accounted item
during reporting period.

Reporting period3 – a conventional period equal to one quarter; one year has four reporting periods:
 Quarter 1 – from January 1st through March 31st;
 Quarter 2 – from April 1st through June 30th;
 Quarter 3 – from July 1st through September 30th;
 Quarter 4 – from October 1st through December 31st.

Programme – in the context related to LMIS, is a provision of specific supplies for particular health
activity, such as treatment of malaria, treatment of tuberculosis, immunization, etc. Each programme
has its own pre-defined list of items, which will be pre-printed in respective programme blank reporting
form.

Donor – governmental, non-governmental or international organisation contributing (donating)

financial resources to support a programme. One programme can be supported by one or several
donors.

Consumption – quantity of accounted items consumed by the customers for given period (year, quarter,
month, etc.). Ideally, the quantities “consumed” and “issued” should be equal; however, on practice the
issued quantity might be higher, since a possibility of its misuse partially, or entirely does always exist.

Average consumption – a consumption calculated as simple average of consumption values for several
reporting periods.

Previous consumption – a consumption for previous reporting period.

10-patient index – an indicator of consumption, determining specific consumption of accounted item

calculated per 10 patients; determined on formula: 10PI = quantity issued (consumed) during reporting
period : number of patients received the item during the same period x 10.

Patients per regimen: an indicator representing the current number of patients receiving a particular
2 Losses are always added as negative value
3 Reporting period may change
configuration and dose of active drugs.

SOH – Stock on Hand – current quantity of useable items available in stock for inquired period. SOH can
be calculated, as closing balance, or physical, i.e. confirmed with physical inventory.

MOS – Month of Stock – unit of measurement of availability of stock of accounted item without
consideration of the item’s validity. MOS correlates with consumption (either average, or previous),
calculating the number of months, during which the accounted items will be available in stock
considering their monthly consumed quantities. One MOS is in fact a quantity of accounted item, which
is consumed during one month.

MOSC – Month of Stock Cover – unit of measurement of availability of stock of accounted item with
consideration of the item’s validity. In other words, MOSC considers the stock of valid items only, and
excludes expired or spoiled items from the calculations.

Residual shelf life – a “life” of accounted item stored on shelf – a period between the date, when the
item was delivered to a warehouse and its expiration date; measured in months.

Minimum stock level – minimum value of stock of accounted item available on the end of reporting
period. It is a threshold, which serves as an indicator alerting in advance on necessity of stock refilling. It
correlates with consumption and measured in months.

Maximum stock level – maximum value of stock of accounted item, up to which its refilling is agreed on
the end of reporting period. It is a threshold that may prevent from expiration of items, which were not
consumed before their shelf life is ended. It correlates with consumption and measured in months.

Stock-out – absence of valid accounted item in the warehouse; zero quantity.

Stock-out alert – quantity of accounted item in the warehouse below minimum stock level.

Stock-out date – a calculated date, when all units of accounted item will be issued from the store and
stock-out is expected.

Overstock – quantity of valid accounted item exceeding the maximum value of stock allowed in a
facility.

FEFO – First to Expire – First Out – a general principle of distribution, meaning that the items with
shorter shelf life have distribution priority before the items having longer shelf life, when issuing from
the warehouse.

NEP – Near Expiry Products – products that have remaining shelf life of less than, or equal to agreed
number of months (normally 6).

Potential Write-off – quantity of accounted item under threat of expiry of its validity, a surplus stock,
which cannot be consumed due to its MOS value exceeds the value of its shelf life; determined on
formula: PW = MOS – ShL.

LMD – Last-Mile Distribution plan – a report that LMIS should produce for each state in a shape of pivot
table, presenting calculated quantities of items to be distributed to the SDPs according to their needs of
stock refilling for future reporting period(s). LMD should present the items grouped by particular
programmes, and SDPs grouped by LGAs, where they are located. LMD should calculate total physical
volume (cub. m) of the commodity (all items) to be delivered to each SDP.

ILMD – Integrated Last-Mile Distribution plan – an LMD which integrates all program commodities
(Family Planning & Reproductive Health, HIV/AIDS, Vaccines, Malaria, TB & Leprosy) in one pivot table,
presenting calculated quantities of items to be distributed to each state according to the summarised
needs of all SDPs located in the state. ILMD should present the items grouped by particular
programmes, and calculate their total physical volume (cub. m) to be delivered to each state.

National Level Summary Sheet – a report presenting aggregated indicators (see below) and stock status
and needs at national level.

2.3 DESCRIPTION OF BUSINESS PROCESS

LMIS will support processing primary reporting data, coming from SDP of each state to the state LMCU.

The primary data is originated at every SDP, where its staff responsible for the reporting fills a paper
form at the end of each reporting period (currently – bi-monthly, but it might be done in the future
every quarter, or monthly).

Every SDP can be involved in one or several different programmes, and thus, one or several separate
reporting forms are filled by SDP’s staffs. The reporting forms for different programmes have different
names, shapes, and use different terminology for the same definitions; although, they are similar on
their content. All programs are supposed to use a unified reporting standard, which will be developed
and adopted.

All filled programme reporting forms are sent from SDPs to the state LMCU, where the reported data
from them should be manually entered into LMIS.

LMIS should be able to aggregate (summarize) entered data, analyse it and return a set of reports and
KPI (see subsection 2.4).

Besides, LMIS should be able to use data from other than SDP reports sources, that may be needed for
producing certain reports (see subsection 2.4).

The reports produced by LMIS in each state are sent in electronic format (most probably MS Office
Excel) to PMO in Abuja. PMO staff with the means of LMIS, or other compatible tools should be able to
collate all aggregated reports received from each state in a national dashboard (see subsection 2.4).

2.4 SPECIFIC REQUIREMENTS

A table below represents main features of interim LMIS based on Product Request by NSCIP (Broad
Description of Features/Functions of the Interim Tools) and a number of discussions between LMIS team
of i+ Consortium and PMO.
The description of features presented in the table are divided on seven sections, according to the
request of NSCIP, but elaborated in more details.

Features
# Description of Feature
/Stages
1 SDP Fully featured by complementing SDP-reported data with automated calculations.
QRRIFs4 Collated data and generate state summary.
summary:  Simple and convenient entry of primary reporting data (from paper forms) at
the state LMCU level:

4 Abbreviation of one of the names of programme reporting forms that require standardization, see example of a unified
reporting form in the Annex.
 o
selection of reporting SDP;
o
selection of reporting period;
o
selection of program to be reported;
o
selection of reported item;
o
input of opening balance value;
o
input of value of the received items during reporting period;
o
input of value of the issued (dispensed) items during reporting period;
o
input of value of the losses (-) and adjustments (+) done during reporting
period;
o input of closing balance value;
o input of physical stock value;
o input of value of number of patients on product.
 Be able to populate reference tables, containing data on SDPs and commodity
items:
o through SDP wizard – input new SDP’s type, name, belonging to LGA,
state and zone, GPS coordinates, contact details of responsible staff;
o through commodity items wizard – input new commodity item’s name,
international non-proprietary name, ATC code, pharmaceutical form,
dosage/strength (for pharmaceuticals), standard unit, volume (in cub.
m);
 Store inputted data;
 Process stored data through selective aggregation by (process, programme,
LGA and state);
 Automatically display opening balance of all items for each SDP upon opening
the data entry form for respective SDP. The value of opening balance should
be copied from the value of respective closing balance for previous reporting
period;
 Automatically calculate in the form of data entry the value of closing balance
after completion of entering data on Received, Issued and
Losses/Adjustment;
 Upon calculation of closing balance, compare it with the value of physical
stock submitted in a paper SDP report and return discrepancy, if any. The
discrepancy is calculated as difference between value of closing balance
stated in paper report and value of closing balance automatically calculated.
 With reports wizard, generate printable reports (See chapter “LMIS
deliverables” below);
 Graphically present performance indicators on a dashboard (See chapter
“LMIS deliverables” below);
 Export reports as pdf files;
 Export reports as xlsx files.
2 SDP Status Dashboard is a panel presenting performance indicators in colour graphic mode,
Dashboard combined with the control elements, which open respective reports and charts.
 Stock-out risk alert indicator5 (displayed only for the SDPs, where a risk of
stock-out appears) – presented as a list of items linked to respective SDP with
attached indicator strip, gradually changing its colour from yellow to orange
and red, depending on the MOS remained, and numerical value of MOS
nearby. Also, displays expected dates of stock-out, if corrective measures not
taken. Has a button, which opens report with contact information of the SDPs
with stock-out risk;

5 Here and further, the models of indicators described as an option, and the developer can propose its own models
 
Surplus (overstock) alert indicator (displayed only for the SDPs, where a stock
exceeds its maximum level) – presented as a list of items linked to respective
SDP with attached indicator strip, gradually changing its colour from violet to
light blue and green, depending on actual MOS, and numerical value of MOS
nearby. Can be combined with stock-out risk alert indicator. Has a button,
which opens report with contact information of the SDPs with surplus;
 Losses indicator (displayed only for the SDPs, where the losses reported) –
presented as a list of items linked to respective SDP with attached circle of
different diameter and colour, depending on the volume of the loss. For
example, the loss volume is less than 5% of consumption – small yellow
circle; the loss more, than 5%, but less than 30% of consumption – middle
orange circle; the loss more, than 30% - large red circle. Has a button, which
opens a form with contact information for respective SDP;
 SOH discrepancy indicator (displayed only for the SDPs, where the
discrepancies discovered) – presented as a list of items linked to respective
SDP with attached numerical value of discrepancy, calculated as difference
between SOH (closing balance) reported by SDP in paper form and SOH
(closing balance) calculated by LMIS. Negative value displayed in red, and the
positive – in blue. Has a button, opening full record, where discrepancy
found, and a button with contact information for respective SDP;
 Reporting rate indicator – presented as an arrow of odometer with a scale
from 0 to 100. The arrow change its position, indicating actual percentage of
SDPs timely submitted their reports after the data from these reports is
inputted into LMIS. Has a button, which opens the list of SDPs with contact
information that not yet submitted their reports;
 10-patient index exceeding - (displayed only for the SDPs, where the index
exceeding takes place) – presented as a list of items linked to respective SDP,
where it exceeds certain agreed upper threshold, with attached indicator
strip, gradually changing its colour from yellow to orange and red, depending
on percentage of exceed. Has a button, which opens report with contact
information of respective SDPs;
 Best SDP (champion) indicator – presented three SDPs on a podium (I-gold, II-
silver, III-bronze), which demonstrated best performance during processed
reporting period on the following criteria: followed reporting deadline, no
losses, no stock-out alerts, no surpluses, no discrepancies, no 10-patient
index exceeded).
3 Auto - Distributor that allocates stocks to each facility according to case burden, SOH and
Distribution top up to maximum stock level.
Wizard  Tool should be able to allocate stocks equitably in cases of inefficient stocks
required to top up all facilities to max levels
 Calculate re-order quantity of items for every SDP, LGA, state by programme
and by donors for given future period, based on either average or previous
consumption;
 Automated aggregation of state LMDs into national ILMD, designed as a MS
Office Excel pivot table template containing look up tools for picking the data
from xlsx files with prespicified location.
4 Facility Tool that converts quantities to volumes and computes route costs6 based on volume
route cost per km formulas:

6 An option of calculation of route costs will be additionally discussed with the identified LMIS developers, considering
availability of values of complementary attributes necessary for such calculation.
 matrix  Generate an LMD matrix with segregation of SDPs by LGA within a state, and
with indication of summarized quantities and volumes to be dispatched to
each SDP with consideration of insufficient stock at the supplied warehouse.
Calculation of distributed quantities should consider previous (average)
consumption at each SDP and return proportionally reduced quantities for
each SDP.
5 Cross-Dock Tool that aggregates quantities and costs by facility and then segregates total costs by
Donor or PR using pre-determined criteria7.
6 Virtual Tool that organizes warehouse stocks in FEFO order with associated quantities, expiry
warehouse dates, store identities and store locations8.
7 Printable  Reference reports:
Report o List of SDPs by LGAs with and without contact information;
o Alphabetical list of programme supply items by particular program and
general.
 On the end of selected reporting period reports on:
o number of SDPs submitted reports;
o reporting rate by LGA and states as a percentage of SDPs submitted their
reports by the deadline;
o list of SDPs not submitted reports with contact information;
o general alphabetical SOH report on each SDP in basic units or MOS;
o general alphabetical SOH report by programs, on each SDP in basic units
or MOS;
o SOH report on selected items at selected SDP in basic units or MOS;
o general SOH report on selected items at all SDPs in basic units or MOS;
o general SOH report by LGA within a state in basic units or MOS;
o total SOH report on each item by program and LGA in a state in basic
units or MOS;
• For one or several reporting periods reports on:
o reporting rating of SDPs as ranging frequency of timely submitting
reports;
o total received quantity of items by SDP, LGA, state and by selected item
and programme;
o total issued (consumed) quantity of items by SDP, LGA, state and by
selected item and programme;
o average, annual, quarterly, monthly and weekly consumption for all or
selected items and in selected SDP, LGA and state;
o total lost quantity of items by SDP, LGA, state and by selected item and
program;
Charts

Charts display dynamic variations of indicators calculated for a range of reporting

periods, or reflect comparisons of indicators' values for given reporting period.
 Reporting rate per LGA – presented as a curve: Y - % of reported SDP in the
LGA, X – names of LGA;
 Consumption rate at selected SDP – presented as a curve: Y – consumed
quantity of selected item, X – reporting periods;

7 An option of calculation of costs by facilities will be additionally discussed with the identified LMIS developers, considering
availability of values of complementary attributes necessary for such calculation.
8 Since the LMIS doesn’t follow up movement of batches of items with different expiry dates, the option of virtual warehouse

could be considered as a possibility of communication of the LMIS with warehousing system developed under Lot 2, and
requires additional discussions.
  Consumption rates at selected SDPs – presented as several columns of
diffferent colours: Y – consumed quantity of selected item, X – reporting
periods; legend – SDPs' names;

Other charts could be added on request of the client

2.5 OPERATIONAL PROCEDURES, RULES AND FORMULAS

This subsection describes operational approaches to LMIS functions that should be considered by the
programmers, when compiling programmatic code.

Selection of reporting period – is done by entry of the beginning and ending dates of reporting period.
Input mask: ddmmyy; displayed format after entry: dd/mm/yyyy.
If the beginning or ending date is later than the current one, a warning message displayed: “You cannot
enter a date that later than today. Please, enter correct date”.
If the beginning date is later than the ending date, a warning message displayed: “You cannot enter a
date that is later than today. Please, enter correct date”.

Selection of program to be reported – is done once, when creating new report, and cannot be changed,
after adding a record in the report’s subordinated table.

Selection of reported item – the items in the combo box list must appear in alphabetical order filtered
by selected programme. System should suggest selection upon entry first characters of items’ names.
The name of the items in the list must appear as concatenation of their attributes stored in the
reference table. The order of concatenation is following:
[ItemName]&[ (]&[INN]&[), ]&[PharmaceuticalForm]&[, ]&[Dosage/Strength]&[, ]&[SKU].
After selection, the concatenated name of selected item should partially “fragmentize” and its
fragmentized parts should appear in relevant columns of subordinated table:
[ItemName]&[, ]&[PharmaceuticalForm]&[, ]&[Dosage/Strength] – in column “Product Name”;
[SKU] – in column “Unit”.
When creating new report on particular SDP, selection of reported items that should be in stock at that
SDP on the date of beginning of the reported period, must be done automatically upon selecting the
SDP and reporting period. The values of Opening balance for these items should be displayed
automatically either.

Closing balance – is calculated on move in the subordinated table of the form “SDP Report” on formula:
ClosingBalance = OpeningBalance + QuantityReceived – QuantityIssued.

Losses/Adjustments – is calculated on entry of PhysicalStock in the subordinated table of the form “SDP
Report” on formula:
Losses/Adjustments = PhysicalStock – ClosingBalance.

Distributor that allocates stocks to each facility – considers several scenarios:

1) Stocks on the supplying warehouse are sufficient to satisfy needs of all SDPs in supply for
given number of months; no surplus of supply at the SDPs.
Distribution is calculated as sum of average values of monthly consumption of all SDPs multiplied on
number of months of prepositioning minus values of available physical stock at each SDP.

2) Stocks on the supplying warehouse are insufficient to satisfy needs of all SDPs in supply for
given number of months; no surplus of supply at the SDPs.
Distribution is calculated as sum of average values of monthly consumption of all SDPs multiplied on
number of months of prepositioning minus values of available physical stock at each SDP, and after that,
multiplied on coefficient of sufficiency. The coefficient of sufficiency is determined as a percentage of
available stock to general needs calculated for given number of months of prepositioning.

For example, SDP A needs 150 items for 3 months, and SDP B and C for the same period need 200 and 300
respectively; let’s admit that all SDPs have SOH = 0. Their general needs will thus be 650 items. If the supplying
warehouse has available only 400 items, then the coefficient of sufficiency will be 400 : 650 x 100 ≈ 61.5%.
Thus, the SDPs will receive only 61.5% of their normal needs for three months, and respectively, only 61.5% of
three-month period (1.8 months) will be covered with the next delivery.

3) Stocks on the supplying warehouse are insufficient to satisfy needs of all SDPs in supply for
given number of months; there is a surplus of supply at one or several SDPs.
Distribution is calculated as on scenario 2); however, no supply is planned for those SDPs having surplus
stocks (MoS > number of months of planned distribution).
Besides, general surplus should be determined and considered as additional available quantity for
distribution (re-distribution).

For example, SDP A needs 150 items for 3 months, and SDP B and C for the same period need 200 and 300
respectively; let’s admit that SDP B and C have SOH = 0. SDP A has a surplus of 30 items (i.e. its total SOH = 180).
The general needs of all SDPs will thus be 500 items. The supplying warehouse has available only 400 items, plus
30 items of surplus at SDP A (total available for distribution = 430). Then, the coefficient of sufficiency will be 430 :
500 x 100 = 86%.
Thus, the 30 items will be taken from SDP A, and its stock will be 100% for three months. SDP B and C will receive
on 86% of their normal needs for three months, and respectively, only 86% of three-month period (2.6 months)
will be covered with the next delivery.

Calculate approximate physical volume – the sizes of SKUs from reference table are taken for the
calculation. For the convenience of users, the sizes of SKU (length, with and height) are entered in
centimetres. When calculating total volume of all SKUs in the delivery, a conversion of cubic centimetres
into cubic metres must be done.

LMD Matrix (LMDM) – the system should be able to generate LMDM for every given stage and area of
distribution, from central medical store to the zonal stores, from zonal stores to the states, and LGA,
and from states and LGA to SDPs within them, presenting the calculated quantities of the products to be
distributed to each destination.
The LMDM must contain the following columns and rows:

ProgrammeName
LGA 1 LGA 2 LGA 3 …
Products Unit
SDP A SDP B SDP C… SDP A SDP B SDP C… SDP A SDP B SDP C…
ProductName,
PharmForm,
Dosage/Strength

Total volume (cub. m)

Due to a large number of SDPs and products, the entire MDM unlikely can fit in one standard page (A4),
when printing; therefore, it should be automatically formatted to be evenly fitted in several pages, each
of which would have respective headings for columns and rows.
Tool that aggregates quantities and costs9 of programme supply procured for the funds of particular
donors, and then segregates them by states and possibly LGA, to where that supply was delivered – a
report on the basis of query that selects only those facilities that are assigned to particular donor (filter
by donor), and then calculates total cost of all received items by that facilities for the given period.
The report should present data for single selected donor in a form of the following table:

Donor organisation: USAID

Reporting period: dd/mm/yyyy - dd/mm/yyyy
Programmes
States
Malaria HIV/AIDS Tuberculosis Vaccines Repr. Health
Abia [Link] m3 $ xx [Link]
Adamawa
Ahambra
Akwa Ibom
Bauchi
Total: [Link] m3 $ xx [Link]

Other reports related to donors’ support might be discussed.

2.6 GENERAL REQUIREMENTS

Interim LMIS should respond the following general requirements:

 Stand-alone database: each state LMCU has its own system, operating with the set of SDPs
located in the state;
 Use existing hardware, operating system (Windows 7, or later version) and standard MS Office
package, containing MS Office Access and MS Office Excel 2010 or later version);
 Use standard Windows user interface;
 Able to print tables, forms, reports, screenshots;
 Supported by i+сonsortium’s consultants;
 Able to back-up data, in case of the system or hardware failure;
 Ensure automated saving data, when power lost;
 Provide passworded access for data manager;
 Enable exchange data with other approved systems (MS Office Excel, MS Office Access);
 Log transactions at time of data entry;
 Enable a task to be canceled and rolled back to previous state;
 Generate unique record number(s);
 Provide flexible search interface (by number, name, date, etc.);
 Provide appropriate calculations at time of data entry (calculation of closing balance, balance
discrepancy, needs for a given period);
 Provide atomic updating of a record;
 Enable a task can be interrupted and resumed;
 Enable multiuser access for simultaneous work with different sections of LMIS;
 Be user friendly – use suggestive selection from comboboxes, ability to navigate with mouse and
keyboard, intuitively understandable graphic icons on buttons, comfortable font size and colour,
pop-up hints, prompt dialog messages, main menu, etc.

9 See footnote 7 above

ANNEX
SECTION III: INSTRUCTIONS AND REQUIREMENTS FOR THE RFP
i+ Consortium requests proposals from reputable and qualified companies/firms and competent
individuals with relevant capacity and experience within and outside Nigeria for development of digital
LMIS tool according to the technical specifications described in Section II.
Please, note, the bid timelines and the processes for submitting proposals and questions, as outlined
below. All stated timelines are indicative and subject to change without prior consultation. All deadlines
refer to Abuja time.

3.1 BID TIMELINES

S/No Activity Due date Time

1. RFP advertised August 29, 2016
2. Deadline for submission of bids September 15, 2016 17:00, Abuja time
3. Bid evaluation September 16-21, 2016
4. Bid recommendation, award and contracting a vendor September 22-27, 2016
5. Date of commencement (tentative) September 28, 2016

3.2 SUBMISSION REQUIREMENTS

All responses to the RFP must be submitted in electronic form, as specified below.
The companies and individuals from within Nigeria are allowed to submit their bids in hard copies as a
result of the peculiar Internet glitches that may occur in Nigeria. The bids in hard copies must be
submitted in sealed envelops to i+ Consortium office on the following address:

6, Patrick O. Bokkor Crescent, Jabi, Abuja, FCT, Nigeria

(Hotel Ambassador, room 5)

The deadline for the submission of electronic and hard copies of proposals is 15th of September, 2016 at
17:00, Abuja time.
All prices quoted in the bid shall be quoted in naira (NGN) for the bidders registered in Nigeria or USD
for the bidders registered abroad.
All correspondence and documents should be in the English language only.
The TEC will examine the bids to determine whether these are complete, meet all the conditions of the
RFP, and whether the documents have been properly signed and the bids are generally in order. If there
is a discrepancy between words and figures, the amount in words shall prevail.

Scanned or hard copies

Scanned or hard copies of the following documents10 must be submitted as attachments to technical
proposal:

10If some documents are not appropriate for the individual bidders, they must clearly mention it in their bids, referring to other
similar documents, when applicable.
  PROF01: Company details (business focus, location, etc.) and organogram
 PROF02: List and resume of key personnel
 QUAL01: Certificate of incorporation: registration with Corporate Affairs Commission, or
relevant body for non-Nigerian companies (provide copy)
 QUAL02: Three years’ tax clearance certificate covering 2013, 2014, and 2015 from Federal
Inland Revenue Services (FIRS), or relevant body for non-Nigerian companies, where applicable
(provide copy)
 QUAL03: Audited financial statements, which includes balance sheet, profit and loss accounts
statements (provide copy)
 QUAL04: Cover letter
 QUAL05: Power of Attorney by the bidder in favour of designated person(s) in the event that the
bidder is not a sole proprietor
 QUAL06: Conflict of Interest (COI) declaration. Signed certification for the use and disclosure of
proposals and conflicts of interest declaration form
 SPEC03: Past experiences in development of digital systems for supply chain management
 REF01: References
 BID01: Detailed cost proposal with supporting assumptions

Electronic copies of both the technical and cost proposals must be sent to: Nigeria Supply Chain
Integration Project <lmisproposals@[Link]>

3.3 SUBMISSION OF QUESTIONS

The Technical Evaluation Committee (TEC) will respond to all written questions raised throughout the
submission process and pre-bid meetings. The deadline for submitting questions is 17:00, Abuja time,
September 19th, 2016.
All questions must be submitted via email to:
Igor Novykov <inovykov@[Link]> - regarding technical and general clarifications.

The answers will be shared with all interested parties.

3.4 LEGAL MATTERS

By submitting a response for this RFP, the bidder agrees to the following:
1. Neither the Federal Ministry of Health of Nigeria nor the Global Fund make any offer of a contract
by posting this RFP or evaluating any response submitted in response to it, and there is no legal
agreement or relationship, whether in contract (express, implied, or collateral) or tort, created by
this RFP process between the Federal Ministry of Health, the Global Fund and any bidder.
2. The Federal Ministry of Health of Nigeria and the Global Fund expressly reserve the right to amend,
withdraw, or cancel this RFP process and/or its sourcing strategy, and to reject any or all responses
at any time and for any reason, without liability or penalty to any party.
3. Bidders shall be responsible for and bear their own costs, expenses, and liabilities arising in
connection with the preparation and submission of a response to this RFP, as updated, amended,
or modified from time to time, and their involvement in the RFP process. In no circumstances
whatsoever will the Federal Ministry of Health of Nigeria or the Global Fund be liable for any such
 costs incurred by bidder, whether direct or indirect, irrespective of the outcome of the
procurement process, nor if the procurement process is cancelled, altered, or postponed for any
reason.
4. Any dispute, controversy, claim, or issue arising out of this RFP, shall be finally settled by arbitration
conducted in accordance with the United Nations Commission on International Trade Law
(UNCITRAL). The number of arbitrators shall be three, the place of arbitration shall be Geneva,
Switzerland, and the language used at the arbitration shall be English.
5. The investigative, decision-making, and sanctions policies and processes of the Global Fund,
including the activities of its Inspector General, the Global Fund’s Code of Conduct for Suppliers, the
Sanctions Panel Procedures Relating to the Code of Conduct for Suppliers, and consideration of any
findings of fraud or abuse by the Global Fund Sanctions Panel, should the Global Fund in its sole
discretion choose to refer the matter to the Sanctions Panel, can and will apply to this RFP. These
documents are available at: [Link]
6. The Global Fund has full discretion to investigate any potential fraud or abuse, whether occurring in
the past, present, or future, associated with the procurement with Global Fund resources, and the
Global Fund at its full discretion may publish the findings of such investigations; through
participation in this process, the bidder acknowledges these processes and will not challenge in any
setting the investigation by the Global Fund of potential fraud or abuse associated with
procurement with Global Fund resources, the dissemination of investigation findings, and the
responses undertaken by the Global Fund to findings of fraud or abuse, in all cases whether
occurring in the past, present, or future.
7. Nothing contained in this RFP may be construed as a waiver, express or implied, of the privileges
and immunities accorded to the Global Fund.
8. A Technical Evaluation Committee (TEC) has been set up to address any queries raised through the
submission process. It is important that all questions be submitted within the specified timeframe
to provide as much clarity as possible and/or address any concerns prior to the submission date.
Nothing in this RFP shall be taken to mean or read as compelling or requiring The Global Fund to
respond to any questions or to provide any clarification to a query of a bidder. The Global Fund
reserves the right not to respond to questions raised by a bidder that it perceives as irrelevant, or
not to provide clarifications if in its sole and absolute discretion it considers that no reply is
necessary.
9. The Global Fund reserves the right to seek any additional information or document from the bidder
in the manner it deems fit at its sole and absolute discretion.

SECTION IV: DEVELOPER COMPANY/INDIVIDUAL PROFILE

4.1 COMPANY/INDIVIDUAL OVERVIEW

Bidders must complete and submit the following documents related to company or individual profile:
 PROF01: Company or individual details (business focus, location, etc.) and organogram (for the
companies)
 PROF02: List and resumés of key personnel, or resumé of individual bidder with three professional
references
4.2 PRE-QUALIFICATION REQUIREMENTS

Please note that the following are minimum requirements for eligibility to participate in this process.
Your company or you must
1. Provide evidence of payment of company tax/tax clearance for the last three years (where
applicable for Nigerian residents).
2. Demonstrate the ability to meet all the requirements set out in the technical specifications (the
demonstrated images of proposed interface would be desirable and advantageous.
3. Have a bank account that reflects the company’s corporate/registered name.
4. Have a registered business name for the companies (Certificate of Registration and
Memorandum & Articles of Association)
5. Have reputation for quality
6. Provide verifiable reference of clients.

SECTION V: EVALUATION

Technical and Cost proposals will be evaluated separately and so should be submitted in separate
documents.

5.1 TECHNICAL PROPOSAL

The technical proposal must detail the technical capabilities and expertise relevant to the development
of digital systems for supply chain management, as set forth in this RFP.

5.2 COST PROPOSAL

The cost proposal must be presented in MS Office Excel format as a table specifying level of efforts
necessary for each stage of development of the interim LMIS tool (see seven stages in the table on
pages 8-11) with its cost.
Any other expenses, if applicable, should be presented and well-grounded.

5.3 RFP EVALUATION PROCESS

5.3.1 STAGES OF THE RFP EVALUATION PROCESS

Evaluation of all bids submitted will be in four stages, as following:

 Bid pre-qualification
 Bid evaluation
 Cost negotiation and claim verification
 Final selection
 5.3.2 Bid Evaluation Criteria

All bids will be reviewed and evaluated based on the criteria enumerated in the table below

1. Technical proposal criteria Points

A Financial capability 10
Financial robustness and strength of the company/individual based on at least 3 10
years’ financial statements
B Technical and operational capabilities 40
Demonstrated years of experience in industry (preferably development of software 10
for health products management)
Proved knowledge of MS Office Access, MS Office Excel, SQL and programming in 10
VBA (preferably demonstration/reference to the tools developed in the past)
Proved history of providing customers with long-term technical support of the 10
developed tool)
Ability and plan to provide operational support after the tool is introduced 10
C Innovation, technology, and capacity building 10
Unique innovation to improve quality of service delivery 5
Plan to build capacity of government staff 5
TOTAL 60

2. Cost proposal criteria Points

Proposed cost falls within expert-agreed range of costing assumptions 40
TOTAL 40

Important: i+ Consortium expects that the interim LMIS would be developed in a maximum possible
shortest term, presumably within 30 calendar days. Therefore, TEC may give preference to a bidder
who proposes the shortest term of LMIS development, while its general criteria score is
approximately equal to the scores of other bidders.