The African Academy of Sciences (AAS) is a pan African organization headquartered in Kenya, which aims to drive sustainable development in Africa through science, technology and innovation. It has a tripartite mandate of pursuing excellence by recognizing scholars and achievers; providing advisory and think tank functions for shaping the continent’s strategies and policies; and implementing key Science, Technology and Innovation (STI) programmes that impact on developmental challenges through the agenda setting and funding platform, the Alliance for Accelerating Excellence in Science in Africa (AESA).
Introduction to Global Grant Community
The Global Grant Community (GGC) is the brand identity of a new ecosystem which consists of a: –
· new international standard called Good Financial Grant Practice (GFGP),
· portal based assessment system in which grantees can assess their capabilities against the requirements of the standard(www.globalgrantcommunity.org)
· facility for many grantors to view the grantee assessment responses (subject to the grantees permission)
· certification scheme through which independent auditor firms can undertake visit to the grantee and if appropriate certify the grantee as working in compliance to GFGP
· scheme of training providers who are licensed to provide capacity and capability development with grantees to guide them to certification to GFGP.
Access to the Global Grant Community portal is provided on a fee for service basis.
The Global Grant Community provides a transformative & digitized approach to the interactions between grant givers (grantors), grant receivers (grantees), auditors and training providers. More information can be found on the GGC web site(www.globalgrantcommunity.com)
The GFGP standard is available in English, French, Spanish, and Portuguese. The portal is available in English, but subject to uptake and need, translation into the other languages will be considered. The translation of the portal into other languages is for information purposes only and is not to be considered as part of this RFQ.
The production version of the GFGP portal went live in Feb 2019 and to date, there are 271 registered organizations and 800 users on the system. This number is expected to grow rapidly as global uptake increases.
Scope of the Assignment
This is a request for a quotation from a supplier to provide Support, and Maintenance Services to ensure the GGC portal remains available to clients, and to provide upgrades to the portal as new functionalities/user requirements are identified.
The “GGC portal” herein refers to an existing portal-based assessment system in which grantees can assess their capabilities against the requirements of the GFGP Standard (www.globalgrantcommunity.org/login)
Find more information about GGC on:www.globalgrantcommunity.com
a)Support and Maintenance Services
The GGC portal is hosted on Amazon Web Services. The supplier is requested to provide a quotation for the provision of support and hosting management services. In their response to this RfQ the supplier shall provide a detailed Service Level Agreement (SLA) including, but not limited to: –
· Availability of site
· Response times for support requests
· Notification of faults to the customer
· Response times for solutions to major and minor incidents.
b)User Requirement Upgrades
The GGC portal will require periodic developments to incorporate additional User Requirements. The supplier is requested to provide how user requirements will be captured and prioritized i.e backlog management, Requirements specification and refinement, feature definition, and prioritization as well as QA and testing after development, test procedure specifications and test data in the test environment and post feature, roll out support.
The supplier is also requested to provide their rate card for the provision of resources for project management, design, coding, testing and implementation of such User Requirement upgrades.
The supplier is also requested to provide the methodology or approach they will use to ensure visibility of all developments (system upgrades and bug corrections) on the GGC platform including:
· Delivery of key sprints, releases and or milestones
· Regular updates on deliveries from the design and development team
· Regular reconciliations of maintenance hours
Pre-Bid Webinar Conference
All interested bidders will be invited for a pre-bid webinar conference on11thMay 2020at 1200hrs (East African Time).During the conference, representatives of the AAS GGC will provide clarification on the scope and respond to any queries after which bidders are expected to submit quotations for consideration.
To confirm that you will submit quotation and/or participate at the pre-bid webinar conference please RSVPby 12.00hrs (East African Time) 7thMay 2020using the following link:GGC Portal Webinar RSVP
- Experience in designing and maintaining similar platforms designed in Django framework and python language. Should be able to showcase projects they have developed within the same framework
- Experience in agile/scrum project management skills
- Demonstrated capacity to deliver in the time frame provided
- Fluency in written and spoken English
Quotation Submission Guidelines
Bids should include the following elements:
a) A covering letter introducing the submission
b) Five references from organizations with whom you’ve worked on similar projects outlining these past project deliverables and results;
c) Certificate of Corporationwhere applicable
d) Current business licenseswhere applicable
e) Valid VAT and PIN Certificatewhere applicable
f) Current valid Tax Compliance Certificate from relevant Revenue Authoritywhere applicable
g) Financial capability of the Company – submit the latest 2 year audited financial statementswhere applicable
h) Financial Proposal should include blended hourly rate for development of software upgrades and annual cost of maintenance of GGC portal. The Prices quoted should beinclusiveof all taxes and delivery costs, must be in USD and shall remain valid for (120) days from the closing date of the tender. **
i) Bidders are encouraged to include any additional information they believe demonstrates added value for the AAS within the scope of this assignment.
Response will be evaluated based on the following criteria:
Adequacy of the proposed work plan, deliverables and methodology in responding to the scope of work. The bidders should demonstrate an understanding of the scope.
Specific experience of the supplier related to the assignment and successful outcomes as demonstrated in:
Ø Previous experience in the maintenance of existing systems – 15pts
Ø Previous experience in the conversion of UR into software upgrades – 10 pts
Ø Demonstrable Experience in the relevant coding languages – 10pts
Ø Client References and Relevance of Previous Portfolio of Work – 5pts
Qualifications and competence of the key staff for the assignment
Bidders to indicate ownership of coding IP
This document is the property of the AAS and contains proprietary and confidential information. Recipients may use or reproduce the information detailed within this document and any other supporting information only to respond to this RFQ.
The AAS accepts no liability whatsoever for any costs or expenses incurred in the preparation of the response to this RFQ (including documentation, travel expenses, telecommunication costs, lease or hire of special resources, etc.)
The AAS makes no commitment to any supplier/service provider unless a contract has been awarded and signed by both parties. The AAS reserves the right to cease this exercise at any time.
During the period of this activity, no contact should occur between any members of the supplier’s staff and any member of AAS staff in relation to this exercise other than through the designated contact points as detailed within this RFQ. It is however recognized that pre-existing relationships if any shall be respected.
Travel and Subsistence
Any costs for travel and subsistence must be clearly shown in the quotation.
Non-Disclosure and Confidentiality
Suppliers should be aware that inappropriate publicity could have a serious effect upon AAS’s business. The information contained within this document or subsequently made available to the supplier is deemed confidential and must not be disclosed without the prior written consent of AAS unless required by law.
By submission of a quotation, the supplier warrants that the prices in the quotation have been arrived at independently, without consultation, communication, agreement or understanding for the purpose of restricting competition, as to any matter relating to such prices, with any other potential supplier or with any competitor.
Costs Incurred by Prospective Supplier
It should be noted that this document relates to a Request for Quotation only and not a firm commitment from AAS to enter into a contractual agreement. In addition, AAS will not be held responsible for any costs associated with the production of a response to this Request for Quotation.
How to apply
Instructions on the Quotation Submission Process
(a)The RFQ document may be downloaded from The AAS website onwww.aasciences.africa/tenders
(b)Quotations to be submitted strictly via email to email@example.com and marked as follows on the subject line:‘AAS/RFQ/002/2020 – GGC Portal Support and Maintenance, Documentation and Development of New User Requirements’**
(c)Deadline for submission of quotations isFriday, 22ndMay 2020 at 1700hrs (East African Time)
(a)The AAS shall on11thMay 2020 at 1200hrshold a webinar for potential bidders to respond to any clarification questions submitted. Any other requests for clarification to be sent to firstname.lastname@example.org byCOB 15thMay 2020.The responses to clarifications will be uploaded on the AAS websitewww.aasciences.africa
(b)At any time before the quotation submission deadline, the AAS may amend this RFQ. The amendments shall be uploaded on the AAS websitewww.aasciences.africaand will be binding on interested bidders. If the amendment is substantial, the AAS may extend the submission deadline to give the participating vendors reasonable time to incorporate the amendment(s) into their quotations. **
(c)Kindly encrypt your quotation with a password and share the password
NB: ANY QUOTATION THAT IS NOT PASSWORD ENCRYPTED WILL BE AUTOMATICALLY DISQUALIFIED
Primary RFQ Contact
The African Academy of Sciences Headquarters,
8 Miotoni Lane, Karen
P.O. Box 24916, Nairobi, Kenya
Telephone: +254 208 060 674 / 709 158 130 / 709 158 100