1 | P a g e

TECHNICAL SUPPORT TO PEPFAR PROGRAMS IN THE SOUTHERN AFRICA REGION (TSP)

CLIENT MANAGEMENT INFORMATION SYSTEM (CMIS) PROCUREMENT REPORT

Final Report FY19 CMIS Progress Report – November 1, 2018 to June 30, 2019

Agreement Number: AID-674-A-16-00003

Activity Start Date and End Date: November 1, 2018 to June 30, 2019

Total Award Amount: $695,332

Implemented by: Technical Support to PEPFAR Programs in the Southern Africa Region

Partners: Baylor-Malawi

Subcontractor- Baylor- Swaziland

AOR/COR/Activity Manager: Faith Xulu/Hamfrey Sanhokwe Submitted by:

Baylor College of Medicine Children’s Foundation Malawi 2nd floor Accord House, Lilongwe 3, Malawi

Tel: +265-998-574-266 Email: dstobbelaar@tingathe.org

2 | P a g e

Project Information

Project Name: Technical Support to PEPFAR Programs in the Southern Africa Region (TSP): CMIS Equipment and Services Procurement Project

Award Start Date and End Date:

November 1, 2018 to June 30, 2019

Prime Implementing Partner:

Baylor College of Medicine Children’s Foundation Malawi

[Contract/Agreement] Number:

AID-674-A-16-00003

Subcontractors/Sub-awardees:

Baylor College of Medicine Children’s Foundation Swaziland

Geographic Coverage Eswatini – National level

Reporting period: November 1, 2018 – June 30, 2019

Work plan period: November 1, 2018 – June 30, 2019

3 | P a g e

This report is made possible by the support of the American People through the United States Agency for International Development (USAID). The contents are the sole responsibility of Baylor College of Medicine Children’s Foundation Malawi and do not necessarily reflect the views of USAID or the United States Government.

4 | P a g e

TableofContents 1. Background .......................................................................................................... 5

2. Approaches to the procurement process .............................................................. 6

2.1 Scoping and Revisions ............................................................................................. 6

2.2 Lots, Specifications and Procurement ...................................................................... 7

2.3 Project Timeline Summary ....................................................................................... 7

3. Tendering process ................................................................................................ 8

3.1 Open Bidding and Selection ..................................................................................... 8

3.2 Bid Evaluation Results ........................................................................................... 10

3.3 Tendering process for the Physical Security bids and Negotiation for WAN ........... 11 Physical Security Re-Tendering .................................................................................................... 11 Sole-source procurement Touch IT .............................................................................................. 12

4. Award and Management of contracts ................................................................. 14

4.1 Contract Management ........................................................................................... 14

4.2 Amendment to Contracts ...................................................................................... 14

5. Inspection of equipment and the work at the facilities ....................................... 16

6. summary of major mile stones ........................................................................... 18

7. Challenges and Lessons Learned ......................................................................... 22

5 | P a g e

1. BACKGROUND Eswatini is a middle income, land-locked kingdom in Southern Africa. The country is divided into four administrative regions, further divided into 55 districts and 366 chiefdoms1. It has a population of approximately 1.3 million with 77% of the population living in rural areas2. Eswatini has the highest HIV prevalence rate in the world3 with an adult (15-49) HIV prevalence rate of 27.2%. Women are disproportionately affected with a higher prevalence rate than men of the same age group (34.7% vs 19.6%)4. In 2014 the HMIS Unit of the Ministry of Health (MOH), with support from the Institute for Health Measurement (IHM) and funding from the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund) and United States Agency for International Development (USAID), began to implement the pilot of the electronic Client Management Information System (CMIS).5 The MOH continues to roll out the CMIS nationally. Through this CMIS procurement project the MOH, intended to reach to an additional 30 high-traffic ART facilities with technical support from Institute for Health Measurement (IHM) and Baylor. USAID Eswatini requested support through the Technical Support to PEPFAR Programs in the Southern Africa Region (TSP), implemented by Baylor Malawi and Baylor Swaziland’s support for the roll out of the CMIS. USAID Eswatini requested TSP to manage the procurement and installation of Information Technology (IT) equipment, Local Area Networks (LAN) for the facilities, Wide Area Network (WAN) to centrally link the facilities, and security measures to ensure equipment remains in place. Support for this procurement activity began in coordination with another USAID and PEPFAR-funded project being conducted under the TSP program, the Supply Chain and Pharmaceutical Assistance for Sustainable Systems (SC-PASS) project. TSP offers technical support to the ten countries of southern Africa (Angola, Botswana, Lesotho, Malawi, Mozambique, Namibia, South Africa, Kingdom of Eswatini, Zambia and Zimbabwe) to reduce the impact of HIV and AIDS and assist in attaining the ambitious UNAIDS 95-95-95 goals, as well as build the capacity of country teams to eventually take full ownership of their programs.

1 Population Science International (2016) 2 UNAIDS (2016) 3 UNICEF (2013) 4 UNAIDS (2016) 5 Measure Evaluation (2017)

6 | P a g e

2. APPROACHES TO THE PROCUREMENT PROCESS

2.1 Scoping and Revisions

Baylor Swaziland worked in collaboration with MOH/HMIS Unit and Institute of Health Management (IHM) to implement the CMIS procurement project and to ensure qualified staff including technical IT engineers, project managers and procurement advisors oversaw the project implementation. The initial scope was to connect 30 health facilities to the central CMIS data repository via internet. After discussing with the HMIS Unit and IHM, the team revised the initial modality of connection from a server-based system to WAN. Prior to the tender advertisements being issued the HMIS Unit decided to cancel the procurement of servers and later during the vendor selection process decided to cancel the network printers and replaced the mode of data storage from facility to central level. With this strategic change the HMIS Unit determined that most of the facilities selected in the project had already been connected to WAN. Accordingly, 25 health facilities were selected for WAN connection with only 5 being among the 30 the original facilities. In the revision process, the team decided to cover 17 facilities for physical security, 29 health facilities for LAN, 25 facilities for WAN and procurement of hardware required for 30 facilities.

No. Facility Name Region No. Facility Name Region

1 Baylor Hlatsi Clinic Shiselweni 16 Lamvelase Manzini

2 New Haven Shiselweni 17

Litsemba Letfu Men’s Clinic Manzini

3 Nhlangano AIDS Training/AHF Shiselweni

18 Mangcongco Manzini

4 Mbabane Help Centre Hhohho 19 Mankayane Correctional Manzini

5 Mkhuzweni Health Centre Hhohho

20 Mankayane Hospital Manzini

6 Piggs Peak Hospital Hhohho 21 Manzini Remand Center Manzini

7 Piggs Peak Nazarene Clinic Hhohho

22 MSF- Matsapha Manzini

8 Ngwenya Clinic Hhohho 23 Sigcineni Manzini

9 Correctional Services Big Bend Lubombo

24 Simply Aid Medical Manzini

Table 1: Initial 30 Facilities Identified for Support

7 | P a g e

TSP projected that from the release of the tender to the procurement and installation of the equipment, the project would take an estimated eight (8) months. This period would overlap with the SC-PASS period of performance from November 1, 2018 to March 31, 2019 and continue through June 30, 2019 to ensure final delivery of the procured goods. Due to changes in the specifications of the tender, the tender was delayed and finally advertised on December 3, 2018. This was due to the complexity of the IT procurement activity and the time it took to receive feedback from USAID.

2.2 Lots, Specifications and Procurement

The procurement was divided into four lots. Specifications provided within the tender document were revised to allow the open tender criteria such as making the specifications of computer brand generic, revising of the list of the products and reconciling the quantities with the available budget. The health facilities’ equipment per lot are as follows.

• Lot 1 –Physical Security • Lot 2- Hardware IT equipment • Lot 3- Local Area Network • Lot 4- Wide Area Network

Not that the procurement of WAN was sole-sourced from Touch IT, a preferred vendor of the MOH. Further justification can be found in the Sole-source Procurement section of this report.

2.3 Project Timeline Summary

The project spanned a total of nine months to complete and are summarized in the following key steps.

• Specification revision (October 1- November 29, 2018) • Tender document development and revision (November 1-29, 2018)

10 Good Shepherd Hospital Lubombo

25 St Theresa Manzini

11 Ikhwezi Lubombo 26 TB Center Manzini

12 Tambuti Lubombo 27 The Luke Commission Manzini

13 Tambankulu Lubombo 28 Uniswa Kwaluseni Clinic Manzini

14 Nhlambeni Clinic Manzini 29 Uniswa Luyengo Clinic Manzini

15 Dwalile Manzini 30 Zondwako Manzini

8 | P a g e

• Tender issued days for the open tender November 30-December 3, 2018)

• Suppliers conference (December 10, 2018) • Visit and tour of facilities was coordinated for suppliers intending to bid

on physical security and LAN6 (December 17-21, 2018) • Tender opening (January 14, 2019) • Bid evaluation (January 15-18, 2019) • Training of the physical security bidders on document preparation and

bidding documents contents (January 30, 2019) • Re-tendering of the physical security bid (February 11-25, 2019) • Re-evaluation of physical security bid (February 25, 2019) • Project subgrant scope change approval (AOR/AO)7 (January 28-

February 22, 2019) • Receiving and inspection of hardware products at CMS/HMIS

warehouse (April 11- June 30, 2019) • Inspection of the LAN, WAN and Physical security works at each

facility (May 2 -July 4, 2019)

3. TENDERING PROCESS 3.1 Open Bidding and Selection

For three lots: physical security (Lot 1), hardware equipment (Lot 2), and LAN (Lot 3) an open tender was advertised for three consecutive days (November 29-December 3, 2018) in the local newspapers. It was also promoted on an international website (Devex), with both noting a response period valid for 43 days, closing on January 14, 2019. The bid opening was attended by key staff including the Executive Director of Baylor Swaziland, the Deputy Chief of Party and TSP Project Manager of Baylor Malawi’s TSP, the HMIS Unit CMIS Project Manager and networking engineers, and IHM’s CMIS Project Manager. From January 15-18, 2019, the bid evaluation/procurement committee evaluated the bid documents for

6 Attendance was mandatory for all suppliers wishing to proceed with bidding on Lot 1 or Lot 3 because suppliers would need to be familiar with the facilities to successfully respond to the tender. 7 Guidance sought and received in November was given under misunderstood circumstances resulting in administrative delays in approval of the project sub-grant agreement in January and February.

9 | P a g e

responsiveness for each of three lots based on predefined evaluation criteria and made their final recommendations on January 18, 2019. The bid evaluation/procurement committee was established by delegated representatives of the HMIS Unit, Baylor Swaziland staff, Baylor Malawi TSP Project Staff, and IHM for a total of 13 members. Table 2: Bid evaluation/procurement committee Members Name Organization Role 1 Alemayehu Wolde SC-PASS Project Director,

Baylor Swaziland Chairman

2 Jonathan Crisp TSP Senior Strategy Officer, Baylor Malawi Member

3 Nathene Morley Program Manager, Baylor Malawi Member

4 Sifiso Tsela Senior Network Engineer HMIS Unit MOH Member

5 Steven Chambers Senior Technical Advisor, SC-PASS, Baylor Swaziland Member

6 Danica Phiri HMIS Unit MOH, PM for CMIS Project Member

7 Mzwandile Vilakati MIS Advisor, IHM Member

8 Nonhlanhla Kgomo SC-PASS Project Office Specialist, Baylor-Swaziland Member

9 Africa Nxumalo SC-PASS Project Finance Administrator ,Baylor-Swaziland

Member

10 Mangaliso Nkhambule

Network Engineer, HMIS Unit MOH Member

11 Sikhumbuzo Dlamini Network Security Engineer, HMIS Unit MOH Member

12 Samkeliso Nkhambule

Network Engineer HMIS Unit MOH Member

13 Nqaba Mkhaliphi Accounting Officer, Baylor Swaziland (COE) Member

Forty-seven (47) bidders showed interest to the tender by collecting the tender document free of charge. Only twenty (20) of those who collected the tender documents and participated in the bidders’ conference and field visits to physical security and LAN sites. On the day of the bid opening, only seventeen (17) bidders submitted their sealed bid on time. Two bidders were rejected due to late submission and their bids were returned unopened.

10 | P a g e

Table 3: List of Vendors that Submitted Bids by Lot

No. Bidder Lot 1 Lot 2 Lot 3 1 Platinum Contractors X 2 PSSN Investments Pty Ltd X 3 Starwood Investments Pty Ltd X 4 Hardcore Technologies X 5 Office Solutions X 6 Destiny Group X

7 Direct UPS / Mwanza Investments8 X

8 Technosol X X 9 Netcomm X X

10 Digital Technologies X X 11 PC Systems X X 12 SGL Technologies X X 13 Computronics Systems X X 14 Sloemoes Corporation X X 15 Real Image Internet X X 16 Datamatics X X 17 Cowell Technologies X X

3.2 Bid Evaluation Results

The bid evaluation/procurement committee spent five days conducting a detailed analysis of the technical and financial offers of the bidders. The bid evaluation/procurement committee recommended the following vendors to be awarded contracts.

1. Recommended PC Systems for Lot 2 and Lot 3 for desktop computers and LAN installation in 15 sites

2. Recommended Computronics for Lot 2 and Lot 3 for the procurement of barcode printers and extension cables, and installation of LAN in 14 sites

3. Recommended Netcomm for Lot 2 for the procurement of laptop computers, UPS, barcode scanner and surge protectors.

4. Lot 1 (physical security) bids did not pass the initial selection criteria and therefore it was agreed that this lot would be re-tendered after investigating submission barriers for the bidders.

11 | P a g e

3.3 Tendering process for the Physical Security bids and Negotiation for WAN

Physical Security Re-Tendering

During the initial tendering period, only three suppliers submitted bids for physical security and none of them passed the preliminary evaluation criteria. As a result, a subset of the bid evaluation/procurement committee met with the bidders to understand their barriers to a complete submission. From this meeting it was clear that the physical security bidders needed capacity building to understand and respond to the tender document. Therefore, the bid evaluation/procurement committee agreed for Baylor Swaziland to provide orientation training on bidding documents and major requirements to these bidders. The orientation training was on January 30, 2019 and provided only to the original physical security bidders that had attended site visits. The bid evaluation/procurement committee members noted the challenges of capital access for small suppliers and suggested the change of payment terms to leverage the capacity of the physical security bidders to complete their work on time. The restricted bid was issued limited to these 11 suppliers. The physical security installation work was awarded to Mvuzi Joint Venture with a total number of 17 facilities. See the following chronological order for the restricted tender process.

• Discussion on challenges and orientation of the bidding documents: Jan 30, 2019

• Documents issued to for restricted bidders: Feb 11, 2019 • Bid closing and opening: Feb 25, 2019 • Bid evaluation start date: Feb 28, 2019 • Bid evaluation end date: March 1, 2019 • Letter of award date: March 18, 2019

Figure 1: Mvuzi Joint Venture staff during inspection of the supplier workshop

12 | P a g e

Sole-source procurement Touch IT

Through discussion with the HMIS Unit regarding the shift of on-site data storage to central-level data store made possible by WAN connection, it became clear that WAN installation is a complex process and requires uniformity in the network specifications. As this CMIS project builds on existing work as a step towards the ultimate goal of implementing the CMIS nationally, Baylor requested further information from the HMIS Unit regarding their decision to the WAN system. The HMIS Unit explained that they had coordinated numerous consultative meetings with the Ministry of Information, Communication Technology (MICT) to engage potential vendors. Potential vendors considered included CommIT, Swazi Mobile, Touch IT, and M24. The eventual vendor of choice was Touch IT due to its expertise in the implementation of a cost-effective, manageable, reliable technology that was recommended by the MICT. This technology has no recurring monthly fees / subscriptions, which ensures sustainability within the MOH. WAN systems require sensitive data elements and settings: engagement of multiple vendors means wider sharing of such sensitive configurations. While vendors themselves also have their own infrastructure and network settings, protocols and other configurations which they are reluctant to share amongst themselves for reasons including proprietary rights and other business risks. Further, the current networks and infrastructure already provided by Touch IT are covered by warranties, and it is in the best interest of the MOH to leverage those warranties; for example, should any damaging incident occur, such as lightening. Therefore, Touch IT was recommended as the supplier of WAN for this CMIS procurement project. On January 23, 2019 the bid evaluation/procurement committee agreed that out of 91 facilities not connected at that time, they would select 30 or fewer sites for WAN installation based on the available funding, independent of the sites receiving security and LAN support since many of those sites were already connected to WAN or were located in an area without a tower to which they could connect. During a meeting with the supplier on January 28, 2019 the supplier presented a detailed proposal and along with the bid evaluation/procurement committee, agreed to install WAN for 25 sites which were not connected to the central data hub. The selected sites are listed below:

13 | P a g e

Table 4: Facilities for Wide Area Net Work installation

Region Site Name High Site Connect to

Manzini Litsembha Letfu Mens Clinic* Ntontozi Manzini Matsapha Correctional Services Ntontozi Manzini MSF- Matsapha* Ntontozi Manzini UNISWA Kwaluseni Clinic Logoba Manzini Lulama Clinic Logoba Manzini St Theresa Clinic* Logoba Manzini Bhekinkosi Nazarene Bhambham Manzini St. Florence Clinic Pikiti Manzini Ngculwini Nazarene Clinic Ntontozi Hhohho Nkhaba Clinic (Mkhuzweni)* Mnyokane Hhohho Endzingeni Nazarene Clinic Mnyokane Hhohho Mbabane Correctional Services Kelly Hhohho Hhukwini Clinic Fonteyn Hhohho Mbabane Help Centre* Kelly Hhohho National Baptist Clinic Kelly Hhohho St Marys Clinic Mangwaneni Lubombo Nkalashane Clinic Pikiti Lubombo Shewula Clinic Pikiti Lubombo Ebenezer Clinic Bhambham Lubombo Sitsatsaweni Clinic Bhambham Lubombo Sigcaweni Nazarene Clinic Bhambham Lubombo Bholi Clinic Bhambham Shiselweni Nhlangano AIDS Training/AHF* Hlatikulu Shiselweni Nkwene Clinic Hlatikulu Shiselweni Phunga Nazarene Clinic Ntontozi

Note: Nkaba was replaced by Mkhuzweni later in the implementation. Asterisked sites are received LAN and Physical Security support.

14 | P a g e

4. AWARD AND MANAGEMENT OF CONTRACTS

4.1 Contract Management

Before contracts were offered to the supplier Baylor required performance securities9 in order to mitigate the risks of supplier non-performance and breach of contractual obligations. Obtaining performance securities proved challenging for some of the suppliers unfamiliar with the process, however, all contracts were signed at the beginning of April 2019 with the delivery date of eight (8) weeks. Figure 1 indicates the allocation of funding through these contracts per type of CMIS support. In order to monitor the implementation Baylor Swaziland coordinated bi-weekly meetings with all supplier representatives and the bid evaluation/procurement committee members to focus on progress updates and to provide solutions to challenges encountered by the bid evaluation/procurement committee and the suppliers. Note: most of the facilities are provided more than one type of support (eg. IT Equipment and LAN).

4.2 Amendment to Contracts

Baylor Swaziland with concurrence from the bid evaluation/procurement committee and suppliers, made amendments on the original contact terms as a result of the challenges discussed during the bi-weekly meetings. These amendments were made as per the General Conditions of Contract (GCC) Clause 8 and GCC Clause 32. The following amendments were made with no cost implications:

9 Performance securities are documents that can be cashed and, as such, extra care must be taken when handling and storing original documents. Securities have been stored safely and will be returned to the vendors after final payment.

9%

59%

24%

8%

Physical Security IT Equipment LAN WAN

Figure 2: Proportional distribution of award among the suppliers

15 | P a g e

Physical Security (Lot 1): Omit physical security installations for Baylor Hlatikulu Clinic. Fabricated security features to be delivered directly to CMIS warehouse. LAN (Lot 3): Replace Litsemba Leftu with Kudvumisa, replace Baylor Hlatikulu Clinic with Mgazine and Good Shepard (portion of Eye Clinic) with U-Tech, Replace Ikweze with Mambane WAN (Lot 4): Replace Nkhaba with Mkhuzweni A summary of all final support to each facility by physical security, LAN, and WAN is below. Table 5: List of all supported sites and type of support Facility Name Lots

Supported

Facility Name Lots

Supported AHF Nhlangano 1, 3, 4

New Heaven 1

Bhekinkosi Nazarene 4

Ngculwini Nazarene Clinic

4

Bholi Clinic 4

Ngwenya Port Clinic 1, 3 Big Bend Correctional 3

Nhlambeni Clinic 1, 3

Dwalile Clinic 1

Nkalashane Clinic 4 Ebenezer Clinic 4

Nkwene Clinic 4

Ekufikeni Clinic 1, 3

Phunga Nazarene Clinic 4 Endzingeni Nazarene Clinic

4

Piggs Peak Hospital 1, 3

Good Shepherd Hospital 1

Remand Center 3

Hhukwini Clinic 4

Shewula Clinic 4 Hlatikulu Baylor Clinic

Sigcaweni Nazarene Clinic

4

Hlatsi TB 3

Sigcineni Clinic 1, 3 Kudvumisa (Lot 3 replaced Litsemba Leftu)

3

Simply Aid 3

Litsemba Letfu Mens Clinic 1, 4

Sitsatsaweni Clinic 4 Lulama Clinic 4

St Mary’s Clinic 4

Mambane (Lot 3 replaced Ikhwezi)

3

St Theresa 3, 4

Mangweni 1

St. Florence Clinic 4 Mankayane Correctional 3

Tabankulu 3

Mankayane Gov 3

Tambuti Clinic 1, 3 Matsapha Correctional services

4

TB Centre 3

Mbabane Correctional Services

4

U-Tech (Lot 3 replaced Good Shephard)

3

16 | P a g e

Mbabane Help Centre (AHF)

1, 3, 4

UNISWA Kwaluseni 3, 4

Mgazini (Lot 3 replaced Hlatikulu Baylor)

3

UNISWA Luyengo 3

Mkhuzweni Health Centre 1, 3, 4

Vusweni 1

Mngcongco Clinic 1, 3

Zombodze 3 MSF Matsapha 1, 3, 4

Zondwako Clinic 1, 3

National Baptist Clinic 4

5. INSPECTION OF EQUIPMENT AND THE WORK AT THE FACILITIES

A team composed of the HMIS Unit, IHM and Baylor Swaziland representatives conducted inspections of delivered items at CMS/HMIS warehouse and all installation of physical security, LAN and WAN at facilities. Each inspection day would typically cover multiple sites depending on the location and distance from Mbabane, the size of the facility. All inspection results were reported to the supplier and bid evaluation/procurement committee, typically within 24 hours. . When necessary, suppliers were requested to make corrections on their work and were re-inspected at a later date. Final inspection reports were prepared and signed by the Baylor and HMIS Unit representatives participated during the inspection. The following bid evaluation/procurement committee members also formed the inspection teams:

• Alemayehu Wolde, CMIS Senior Procurement Consultant, Baylor Swaziland

• Mangaliso Nkhambule, Network Engineer, HMIS Unit MOH • Nathene Morley, Program Manager, Baylor Malawi • Nonhlanhla Kgomo, Project Office Specialist, Baylor-Swaziland • Samkeliso Nkambule, Network Engineer HMIS Unit MOH • Sifiso Tsela, Senior Network Engineer HMIS Unit MOH • Sikhumbuzo Dlamini, Network Security Engineer, HMIS Unit MOH

Overall, the inspection teams conducted 41 inspection days to 49 health facilities and covered over 7,000 kilometers. Baylor, and at times, MOH vehicles were used for the field visits. All health facilities had inspections and 14 of them required re-inspection. The maximum number of inspections was to Good

17 | P a g e

Shepherd Hospital, where five trips were made to inspect the LAN system before final approval. The delivery of physical security measures was delayed by three weeks largely due to the supplier’s financial capacity. Although the payment terms were adjusted to encourage a larger pool of bidders, once the chose supplier was contracted implementation was at times delayed to allow for the processing of payment. The supplier requested to be paid in three invoices which resulted in delays as they waited to be paid to continue to fabricate the security items for the next round of implementation. Despite delays, the physical security was completed with quality workmanship. The IT equipment procurement was composed of seven items (indicated in Table 6). Two items were awarded to Computronics, four items for NetComm and one item to PC Systems. Computronics and NetComm delivered in advance of the agreed delivery date, while PC System delivered the product four weeks after the expected delivery date. All items were delivered to the CMIS Warehouse in Matsapha, received by the HMIS Unit warehouse staff, and inspected by both Baylor Swaziland and HMIS Unit staff. The LAN installation was delayed by four weeks due to several factors, including delayed selection alternative health facilities after discovering some of the selected sites could not be supported (i.e. had their own private LAN system, or no electricity), and frequent re-inspection of work. The two suppliers still managed to implement the number of facilities contracted. Despite one facility change for WAN installation, the supplier completed connection of the sites on time. Few re-inspections were needed for the WAN installations, but for those few instances, sites were revisited, tested and approved by a full inspection team. Any remaining IT equipment and other excess products from LAN installation and Physical security were also delivered to the HMIS Unit warehouse and were checked by the warehouse manager and Baylor Swaziland staff responsible for checking items against the suppliers’ invoices. Key dates of completion can be found in the table below.

Figure 3: HMIS IT engineer inspecting the LAN work at a facility

18 | P a g e

Table 6: Key dates of Supplier Contracting and Implementation

Bid Opening Date

Contract Signed Date Delivery Date

Total Implementation (weeks)

Delivery period (weeks)

Physical Security 25-Feb 5-Apr 4-Jul 18 12.9

IT Equipment (Barcode Printer, Extension Cables)

14-Jan 2-Apr 11-Apr 12 1.3

IT Equipment (Desktops) 14-Jan 2-Apr 28-Jun 24 12.4

IT Equipment (Laptops, UPS, Barcode Readers, Surge Protectors)

14-Jan 2-Apr 22-May 18 7.1

LAN 14-Jan 2-Apr 28-Jun 24 12.4

WAN N/A 5-Apr 17-Jun 10 10.4

Major inspection findings leading to repeated work for LAN and WAN include:

• Points need to be migrated/ extended from the wall to the workstations • Missing pin plug for connecting the media converter • Skipping of the network points during the testing • Need to fix the plug in a specific room or rooms • Missing switches or wrong specifications of switches • High sites connection problems

6. SUMMARY OF MAJOR MILESTONES The major milestones from the date of the first advertisements to the closing of the project have been summarized in Table 6 below. In general, an efficient international procurement 6-9 months of total procurement period is customary and against these measures the CMIS project suppliers performed well.

19 | P a g e

Table 7: Milestones of the activities from the issuing of the advertisement to the end of the procurement project.

Technical Area

Indicator

2019 Target

2019 Revised Target

Achieved Notes

Overall

Selection and contracting

Select and contract suppliers for each technical area

4 5 5

LAN was split between two vendors to expedite implementation and IT equipment was split by items to reduce costs resulting in more suppliers than planned.

Improve health facility capacity

Number of health facilities with improvement equipment and LAN

30 29 29 LAN sites revised during

selection process.

Improve health facility security

Number of facilities with improved security 20 17 17

Security sites revised during site visits and selection process.

Technical Area 1: Physical Security

Double Door Burglar

Procure and install double door burglars

71 50 50

Fewer features needed than initially planned both due to fewer sites (3 less than original) and several sites having some security

features already.

Single Door Burglar Procure and install single door burglars 129 126 126

Fewer features needed than initially planned both

20 | P a g e

Technical Area

Indicator

2019 Target

2019 Revised Target

Achieved Notes

due to fewer sites (3 less than original) and several sites having some security

features already.

Window Bar Burglar

Procure and install windows burglars

497 356 356

Fewer features needed than initially planned both due to fewer sites (3 less than original) and several sites having some security

features already. Technical Area 2: IT Equipment

Computers Desktops

Number of computer Desktops procured and delivered to MOH

405 425 425 Number of units increased at request of MOH during

selection process.

Laptops

Number of Laptops procured and delivered to MOH

6 6 6 None

Network Printer

Number of Network Printer procured and delivered to MOH

20 0 0 During selection process

MOH indicated there is no longer need for these.

Bar Code Scanners

Number of Bar code scanners procured and delivered to MOH

52 52 52 None

Bar Code Printers

Number of Barcode printers procured and delivered to MOH

49 49 49 None

21 | P a g e

Technical Area

Indicator

2019 Target

2019 Revised Target

Achieved Notes

UPS

Number of UPS procured and delivered to MOH 425 445 445

Number of units increased at request of MOH during

selection process.

Surge protection (with 5 plug ports)

Number of Surge protection procured and delivered to MOH

30 30 30 None

Extension cables (10m, with double head 3-pin plugs)

Number of extension cables procured and delivered to MOH

425 425 425 None

Technical Area 3: LAN

Supply of Local Area Network

Number health facilities with LAN completed and commissioned

30 29 29 Revised facility list during

selection process

Technical Area 4: WAN

Supply of Wide Area Network.

Number of health facilities connected 30 25 25

Revised facility list prior to sole sourcing supplier.

22 | P a g e

7. CHALLENGES AND LESSONS LEARNED 1. One significant challenge is the small pool of capable bidders, particularly

for physical security. However, the team discovered that by providing a supplier conference with all bidders and more extensive capacity building for physical security suppliers, the project was able to attract a significant pool of bidders. Additionally, it proved effective to have vendors visit all sites to be bid on prior to bid submission to enhance competition of selection process and accuracy of bids.

2. As the TSP Project had a transition in contractual oversight at USAID, the interpretation of the agreement shifted resulting in miscommunications and ultimately delays in how the project was managed. Overall, from submission of the bid evaluation report to the AO for approval and all subsequent requests before sub-grant agreement approval, resulted in 43 calendar day delays. Further, the original funding level communicated at the beginning of the fiscal year for all Eswatini projects sharply decreased resulting in further delays in contracting, which strongly impacted the delivery of the desktop computers. As much as is possible, consistency in contract interpretation can help alleviate some of the administrative that were required while implementing the project. Additionally, a project with more time left in the mechanism would allow for reasonable use of Ministry staff time, as well as allow the project to recuperate VAT costs and reprogram the funds into the project. The CMIS project stakeholders also found that by having predetermined the selection criteria, and ensuring the selection of vendors by a set of duly authorized representatives for several uninterrupted days immediately following the bid submission, hastened the project selection and contracting phases.

3. Changes in requirement by the HMIS Unit with regard to the specification, quantity of required equipment and number of facilities resulted in further challenges as suppliers wasted time at sites that were not viable, and waited while other sites were selected and approved. This also required amendments to the contracts. At other times, there was miscommunication between local facility staff and the MOH that further resulted in delays as suppliers did not have access to specific rooms being used by the facility. Therefore, it is clear that having a consistent point of contact within the facility to coordinate and monitor installation could prove beneficial.

4. There was a large number of site re-inspections due to incomplete work.

The team learned that it is important to budget enough time and resources (including both financial and human resources of all stakeholders) for re-inspections of sites.

23 | P a g e

Annex 1: Planned facilities and required services for physical security installation per region

Facility Name Region Double Door Burglar

Single Door Burglar

Windows Burglar Bars

Ekufikeni Clinic Hhohho 1 1 1 Mangweni Hhohho 1 4 11 Mbabane Help Centre (AHF) Hhohho 2 0 12

Mkhuzweni Health Centre Hhohho 1 16 63

Ngowane Hhohho 0 0 10

Ngwenya Port Clinic Hhohho 1 6 8

Piggs Peak Hospital Hhohho 48 66 321

Vusweni Hhohho 2 10 0

Good Shepherd Hospital Lubombo 1 0 0

Tambuti Clinic Lubombo 0 1 5 Dwalile Clinic Manzini 1 12 28 Litsemba Letfu Mens Clinic Manzini 1 1 1

Mngcongco Clinic* Manzini 0 4 1 MSF Matsapha Manzini 1 1 1 Nhlambeni Clinic Manzini 5 0 9 Sigcineni Clinic Manzini 2 2 0 Zondwako Clinic Manzini 1 0 0 AHF Nhlangano Shiselweni 1 0 1

Hlatikulu Baylor Clinic* Shiselweni 1 2 20

New Heaven Shiselweni 1 3 5 71 129 497

*Note that there are changes during pre-tender discussion and implementation explained in the report

24 | P a g e

Annex 2: Planned IT Equipment Summary

Item Description Quantity Computers Desktops 405

Laptops 6 Network Printer 20 Bar Code Scanners 52 Bar Code Printers 49 UPS 425 Surge protection (with 5 plug ports) 30 Extension cables (10m, with double head 3-pin plugs) 425

25 | P a g e

Annex 3: Planned IT Equipment Allocation

Faci

lity

Nam

e

Des

ktop

s

Lapt

ops

Bar

C

ode

Scan

ner

s Bar

C

ode

Prin

ters

UPS

Surg

e Pr

otec

tor

Exte

nsio

n C

able

s

Baylor Hlatsi clinic 8 0 1 1 8 1 8

New Haven 8 1 1 1 8 1 8 Nhlangano Aids Training/AHF

10 0 1 1 10 1 10

Mbabane Help Centre 10 0 1 1 10 1 10

Mkhuzweni Health Centre 23 0 2 2 23 1 23

Piggs Peak Hospital 45 0 9 6 45 1 45

Piggs Peak Nazarene Clinic

6 0 1 1 6 1 6

Ngwenya Clinic 5 0 1 1 5 1 5 Correctional Services Big Bend

3 0 1 1 3 1 3

Good Shepherd Hospital

39 0 9 9 39 1 39

Ikhwezi 15 0 2 2 15 1 15 Tambuti 10 0 1 1 10 1 10 Tambankulu 10 0 1 1 10 1 10 Nhlambeni Clinic 7 1 1 1 7 1 7

Dwalile 14 0 1 1 14 1 14 Lamvelase 17 2 1 1 17 1 17 Litsemba Letfu Mens clinic 20 0 1 1 20 1 20

Mangcongco 6 0 1 1 6 1 6 Mankayane Correctional 1 0 1 1 1 1 1

Mankayane Hospital 41 0 4 4 41 1 41

26 | P a g e

Faci

lity

Nam

e

Des

ktop

s

Lapt

ops

Bar

C

ode

Scan

ner

s Bar

C

ode

Prin

ters

UPS

Surg

e Pr

otec

tor

Exte

nsio

n C

able

s

Manzini Remand center 3 0 1 1 3 1 3

MSF- Matsapha 37 0 2 2 37 1 37

Sigcineni 10 0 1 1 10 1 10 Simply AID Medical 5 0 1 1 5 1 5

St Theresa 18 2 1 1 18 1 18 TB Center 17 0 1 1 17 1 17 The Luke Commission 14 0 1 1 14 1 14

UNISWA Kwaluseni Clinic

5 0 1 1 5 1 5

UNISWA Luyengo Clinic 7 0 1 1 7 1 7

Zondwako 11 0 1 1 11 1 11 Unallocated 0 0 0 0 20 0 0 TOTALS 425 6 52 49 445 30 425

27 | P a g e

Annex 4: LAN Planned Facilities per Region Region Facility Name Shiselweni Baylor Hlatsi clinic Shiselweni Nhlangano Aids Training/AHF Shiselweni Hlatsi TB Shiselweni New Haven Hhohho MBABANE HELP CENTRE Hhohho Mkhuzweni HC Hhohho Piggs Peak Hospital Hhohho Ngwenya Clinic Hhohho Ekufikeni Lubombo Correctional Services Big Bend Lubombo Ikhwezi Lubombo Tambuti Lubombo Tambankulu Lubombo Good Sheprhard Manzini Nhlambeni Clinic Manzini Lamvelase Zombodze Manzini Litsembha Letfu Mens clinic Manzini Mangcongco Manzini Mankayane Correctional Manzini Mankayane Hospital Manzini Manzini Remand center Manzini MSF- Matsapha Manzini Sigcineni Manzini Simply AID Medical Manzini St Theresa Manzini TB Center Manzini UNISWA Kwaluseni Clinic Manzini UNISWA Luyengo Clinic Manzini Zondwako

28 | P a g e

Annex 5: Facilities Planned for WAN

Region Site Name High Site Connect to

Manzini Litsembha Letfu Mens clinic Ntontozi Manzini Matsapha Correctional services Ntontozi Manzini MSF- Matsapha Ntontozi Manzini UNISWA Kwaluseni Clinic Logoba Manzini Lulama Clinic Logoba Manzini St Theresa Clinic Logoba Manzini Bhekinkosi Nazarene Bhambham Manzini St. Florence Clinic Pikiti Manzini Ngculwini Nazarene Clinic Ntontozi Hhohho Nkhaba Clinic/Mkhuzweni* Mnyokane Hhohho Endzingeni Nazarene Clinic Mnyokane Hhohho Mbabane Correctional Services Kelly Hhohho Hhukwini Clinic Fonteyn Hhohho Mbabane Help Centre Kelly Hhohho National Baptist Clinic Kelly Hhohho St Marys Clinic Mangwaneni Lubombo Nkalashane Clinic Pikiti Lubombo Shewula Clinic Pikiti Lubombo Ebenezer Clinic Bhambham Lubombo Sitsatsaweni Clinic Bhambham Lubombo Sigcaweni Nazarene Clinic Bhambham Lubombo Bholi Clinic Bhambham Shiselweni Nhlangano Aids Training/AHF Hlatikulu Shiselweni Nkwene Clinic Hlatikulu Shiselweni Phunga Nazarene Clinic Ntontozi

*Nkaba was replaced by Mkhuzweni