REPUBLIC OF KENYA

MINISTRY OF ICT, INNOVATION AND YOUTH AFFAIRS

STATE DEPARTMENT OF ICT & INNOVATION

P. O. BOX 30025-00100

NAIROBI

TENDER NO: MOICT/SDICT/106/2019-2020

FOR

SUPPLY, INSTALLATION AND COMMISSIONING OF

CATEGORY 6A STRUCTURED CABLING NETWORK

AT VIHIGA COUNTY REFERRAL HOSPITAL

CLOSING DATE: 25TH

MARCH, 2020 AT 10.00 A.M.

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TABLE OF CONTENTS

INVITATION TO TENDER ....................................................................................................................... iv

SECTION II INSTRUCTIONS TO TENDERERS .............................................................................. 1

2.1 Eligible Tenderers ........................................................................................................................ 1

2.2 Cost of tendering ........................................................................................................................... 1

2.3 Contents of tender documents ............................................................................................................. 1

2.4 Clarification of Documents ................................................................................................................. 2

2.5 Amendment of documents .................................................................................................................. 2

2.6 Language of tender ............................................................................................................................. 3

2.7 Documents Comprising the Tender .................................................................................................... 3

2.8 Form of Tender ................................................................................................................................... 3

2.9 Tender Prices ...................................................................................................................................... 3

2.10 Tender Currencies ............................................................................................................................. 4

2.11 Tenderers Eligibility and Qualifications ........................................................................................... 4

2.12 Tender Security ............................................................................................................................. 4

2.13 Validity of Tenders ....................................................................................................................... 5

2.14 Format and Signing of Tender ...................................................................................................... 6

2.15 Sealing and Marking of Tenders ................................................................................................... 6

2.16 Deadline for Submission of Tenders ............................................................................................. 6

2.17 Modification and withdrawal of tenders ....................................................................................... 7

2.18 Opening of Tenders ....................................................................................................................... 7

2.19 Clarification of tenders.................................................................................................................. 8

2.20 Preliminary Examination and Responsiveness ............................................................................. 8

2.21 ........................................................................................................................................................... 9

Conversion to a single currency ................................................................................................................ 9

2.22 ........................................................................................................................................................... 9

Evaluation and comparison of tenders ...................................................................................................... 9

2.23 Contacting the procuring entity ................................................................................................... 10

2.24 Award of Contract ....................................................................................................................... 10

2.25 Procuring entity’s Right to Vary quantities ................................................................................ 11

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2.26 Procuring entity’s Right to accept or Reject any or All Tenders ................................................ 11

2.27 Notification of award ...................................................................................................................... 11

2.28 Signing of Contract ..................................................................................................................... 12

2.29 Performance Security .................................................................................................................. 12

2.30 Corrupt or Fraudulent Practices .................................................................................................. 12

APPENDIX TO INSTRUCTIONS TO THE TENDERERS .............................................................. 14

2.19 ......................................................................................................................................................... 15

SECTION III GENERAL CONDITIONS OF CONTRACT ............................................................... 19

3.1 Definitions ................................................................................................................................... 19

3.2 Application .................................................................................................................................. 19

3.3 Standards ..................................................................................................................................... 19

3.5 Patent Right’s .............................................................................................................................. 19

3.6 Performance Security .................................................................................................................. 20

3.7 Inspections and Tests .................................................................................................................. 20

3.8 Payment....................................................................................................................................... 21

3.9 Prices ........................................................................................................................................... 21

3.10 Assignment ................................................................................................................................. 21

3.11 Termination for Default .............................................................................................................. 21

3.12 Termination of insolvency .......................................................................................................... 22

3.13 Termination for convenience ...................................................................................................... 22

3.14 Resolution of disputes ................................................................................................................. 22

3.15 Governing Language ................................................................................................................... 22

3.16 Force Majeure ......................................................................................................................... 23

3.17 Applicable Law ........................................................................................................................... 23

3.18 Notices ........................................................................................................................................ 23

3.19 Management Meetings ................................................................................................................ 23

SECTION IV SPECIAL CONDITIONS OF CONTRACT ................................................................ 25

SECTION V SCHEDULE OF REQUIREMENTS ............................................................................. 26

5.1 Overview of the Infrastructure .................................................................................................... 27

5.2 General installation practice........................................................................................................ 28

5.3 Local Area Network Installation ................................................................................................. 30

5.4 Wireless LAN Infrastructure ....................................................................................................... 40

5.5 Bill of Materials .......................................................................................................................... 43

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5.6 Training, Completion and Commissioning ................................................................................. 44

5.7 Documentation ............................................................................................................................ 45

5.8 Schedule of Works ...................................................................................................................... 45

5.9 Damage to existing equipment .................................................................................................... 46

5.10 Bidder’s Responsibilities ............................................................................................................ 46

5.11 Warranty and Support ................................................................................................................. 46

5.12 Acceptance .................................................................................................................................. 47

5.13 Technical Bid .............................................................................................................................. 47

5.14 Price Schedule ............................................................................................................................. 48

SECTION VI FLOOR PLANS ............................................................................................................. 50

SECTION VII PRICE SCHEDULES OF SERVICES ........................................................................... 73

FORM A – INTERNAL BLOCK/FLOOR CABLING .......................................................................... 73

SECTION VII STANDARD FORMS .................................................................................................... 76

FORM OF TENDER .............................................................................................................................. 76

CONFIDENTIAL BUSINESS QUESTIONNAIRE .................................................................................. 77

TENDER SECURITY (BANK GUARANTEE) ........................................................................................ 78

PERFORMANCE SECURITY FORM ...................................................................................................... 79

MANUFACTURERS AUTHORIZATION FORM ................................................................................... 80

FIRM’S REFERENCES ......................................................................................................................... 81

STAFF .................................................................................................................................................... 82

FORM RB 1 ................................................................................................................................................ 85

SITE SURVEY ........................................................................................................................................... 87

SELF DECLARATION FORM SD1 ....................................................................................................... 88

SELF DECLARATION FORM SD2 ...................................................................................................... 89

TENDER SECURITY FORM .................................................................................................................... 90

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REPUBLIC OF KENYA

MINISTRY OF ICT, INNOVATION AND YOUTH AFFAIRS

STATE DEPARTMENT FOR ICT & INNOVATION

INVITATION TO TENDER

SUPPLY, INSTALLATION AND COMMISSIONING OF CATEGORY 6A

STRUCTURED CABLING NETWORK AT VIHIGA COUNTY REFERRAL HOSPITAL

The Ministry of ICT, Innovation and Youth Affairs, State Department for ICT & Innovation

invites sealed bids from eligible candidates for Supply, Installation and Commissioning of

Category 6A Structured Cabling Network at Vihiga County Referral Hospital.

Interested eligible applicants may obtain further information and inspect the tender documents

from the Supply Chain Management Services Office Telposta Towers, 8th

floor, Office No. K8-3

during normal working hours except for public holidays. The tender documents may be

downloaded from the Ministry’s website www.ict.go.ke free of charge.

Prices quoted should be net inclusive of all taxes and delivery costs, must be expressed in

Kenya Shillings and shall remain valid for a period of 120 days from the closing date of the

tender. Completed tender documents, enclosed in a plain sealed envelope, clearly labeled

with the tender number and tender name shall be addressed to- The Principal Secretary,

State Department of ICT & Innovation

P.O. BOX 30025-00100

Nairobi,

and in addition, be deposited in the tender box located on the 8th floor corridor of Telposta

Towers, so as to be received on or 25th

March, 2020 At 10.00 A.M.

Bulky or large bid documents which cannot go through the slot of the Tender Box must be

delivered to the office of Head Supply Chain Management Services, Telposta Towers, 8th

floor.

Tenders must be accompanied by a Bid Security in the amount not less than 2 per cent of

the tender price from a reputable bank or insurance company valid for an additional 30

days beyond the Tender validity period (i.e. 120 days from the date of closing the tender).

Tenders will be opened immediately in the presence of bidders or their representatives who

choose to attend in the 9th floor boardroom at Telposta Towers. All prices inclusive of taxes

must be provided in the price schedule provided.

All candidates whose applications will have been received before the closing date and time will

be advised in due course, of the results of their applications. Bidders are also advised to visit the

Ministry’s website regularly for updates.

HEAD, SUPPLY CHAIN MANAGEMENT

FOR: PRINCIPAL SECRETARY

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SECTION II INSTRUCTIONS TO TENDERERS

2.1 Eligible Tenderers

2.1.1 This Invitation to tender is open to all tenderers eligible as described in the instructions to

tenderers. Successful tenderers shall provide the services for the stipulated duration from

the date of commencement (hereinafter referred to as the term) specified in the tender

documents.

2.1.2 The procuring entity’s employees, committee members, board members and their relative

(spouse and children) are not eligible to participate in the tender unless where specially

allowed under Section 131 of the Act.

2.1.3 Tenderers shall provide the qualification information statement that the tenderer

(including all members, of a joint venture and subcontractors) is not associated, or have

been associated in the past, directly or indirectly, with a firm or any of its affiliates

which have been engaged by the Procuring entity to provide consulting services for the

preparation of the design, specifications, and other documents to be used for the

procurement of the services under this Invitation for tenders.

2.1.4 Tenderers involved in corrupt or fraudulent practices or debarred from participating in

public procurement shall not be eligible.

2.2 Cost of tendering

2.2.1 The Tenderer shall bear all costs associated with the preparation and submission of its

tender, and the procuring entity, will in no case be responsible or liable for those costs,

regardless of the conduct or outcome of the tendering process.

2.2.2 The tender document shall be free of charge.

2.2.3 The procuring entity shall allow the tenderer to review the tender document free of

charge before purchase.

2.3 Contents of tender documents

2.3.1 The tender document comprises of the documents listed below and addenda issued in

accordance with clause 6 of these instructions to Tenderers.

i) Instructions to tenderers

ii) General Conditions of Contract

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iii) Special Conditions of Contract

iv) Schedule of Requirements

v) Form of tender

vi) Price schedules

vii) Contract form

viii) Confidential business questionnaire form

ix) Tender security form

x) Performance security form

xi) Manufacturer’s authorization form

xii) Firm’s Experience

xiii) CVs for proposed professional staff

xiii) Declaration form

xiv) Self-Declaration Form SD1 & SD2

2.3.2. The Tenderer is expected to examine all instructions, forms, terms, and specifications in

the tender documents. Failure to furnish all information required by the tender documents

or to submit a tender not substantially responsive to the tender documents in every

respect will be at the tenderers risk and may result in the rejection of its tender.

2.4 Clarification of Documents

2.4.1 A prospective candidate making inquiries of the tender documents may notify the

Procuring entity in writing or by post, fax or email at the entity’s address indicated in the

Invitation for tenders. The Procuring entity will respond in writing to any request for

clarification of the tender documents, which it receives no later than seven (7) days prior

to the deadline for the submission of tenders, prescribed by the procuring entity. Written

copies of the Procuring entities response (including an explanation of the query but

without identifying the source of inquiry) will be sent to all prospective tenderers who

have received the tender documents”

2.4.2 The procuring entity shall reply to any clarifications sought by the tenderer within 3

days of receiving the request to enable the tenderer to make timely submission of its

tender

2.5 Amendment of documents

2.5.2 At any time prior to the deadline for submission of tenders, the Procuring entity for any

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reason, whether at its own initiative or in response to a clarification requested by the

prospective tenderer, may modify the tender documents by issuing an addendum.

2.5.3. All prospective tenderers who have obtained the tender documents will be notified of the

amendment by post, fax or email and such amendment will be binding on them.

2.5.4. In order to allow prospective tenderers reasonable time in which to take the amendment

into account in preparing their tenders, the Procuring entity, at its discretion, may extend

the deadline for the submission of tenders.

2.6 Language of tender

2.6.1 The tender prepared by the tenderer, as well as all correspondence and documents relating

to the tender exchanged by the tenderer and the Procuring entity, shall be written in

English language. Any printed literature furnished by the tenderer may be written in

another language provided they are accompanied by an accurate English translation of the

relevant passages in which case, for purposes of interpretation of the tender, the English

translation shall govern.

2.7 Documents Comprising the Tender

The tender prepared by the tenderer shall comprise the following components:

(a) A Tender Form and a Price Schedule completed in accordance with paragraph

2.8, 2.9, 2.10 and 2.11 below.

(b) Documentary evidence established in accordance with Clause 2.11 that the

tenderer is eligible to tender and is qualified to perform the contract if its

tender is accepted;

(c) Tender security furnished is in accordance with Clause 2.12

(d) Confidential business questionnaire

2.8 Form of Tender

2.8.1 The tenderers shall complete the Form of Tender and the appropriate Price Schedule

furnished in the tender documents, indicating the services to be performed.

2.9 Tender Prices

2.9.1 The tenderer shall indicate on the Price schedule the unit prices where applicable and

total tender prices of the services it proposes to provide under the contract.

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2.9.2 Prices indicated on the Price Schedule shall be the cost of the services quoted including

all customs duties and VAT and other taxes payable:

2.9.3 Prices quoted by the tenderer shall remain fixed during the term of the contract unless

otherwise agreed by the parties. A tender submitted with an adjustable price quotation

will be treated as non-responsive and will be rejected, pursuant to paragraph 2.22.

2.9.4 Contract price variations shall not be allowed for contracts not exceeding one year (12

months)

2.9.5 Where contract price variation is allowed, the variation shall not exceed 10% of the

original contract price.

2.9.6 Price variation requests shall be processed by the procuring entity within 30 days of

receiving the request.

2.10 Tender Currencies

2.10.1 Prices shall be quoted in Kenya Shillings unless otherwise specified in the

appendix to in Instructions to Tenderers.

2.11 Tenderers Eligibility and Qualifications

2.11.1 Pursuant to Clause 2.1 the tenderer shall furnish, as part of its tender, documents

establishing the tenderers eligibility to tender and its qualifications to perform the

contract if its tender is accepted.

2.11.2 The documentary evidence of the tenderers qualifications to perform the contract if its

tender is accepted shall establish to the Procuring entity’s satisfaction that the tenderer

has the financial and technical capability necessary to perform the contract.

2.12 Tender Security

2.12.1 The tenderer shall furnish, as part of its tender, a tender security for the amount and form

specified in the Invitation to tender.

2.12.2 The tender security shall be in the amount not less than 2 per cent of the tender price.

2.12.3 The tender security is required to protect the Procuring entity against the risk of

Tenderer’s conduct which would warrant the security’s forfeiture, pursuant to paragraph

2.12.7

2.12.4 The tender security shall be denominated in a Kenya Shillings or in another freely

convertible currency and shall be in the form of:

a) A bank guarantee.

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b) Cash.

c) Such insurance guarantee approved by the Authority.

d) Letter of credit

2.12.5 Any tender not secured in accordance with paragraph 2.12.1 and 2.12.3 will be rejected

by the Procuring entity as non-responsive, pursuant to paragraph 2.20

2.12.6 Unsuccessful tenderer’s security will be discharged or returned as promptly as possible as

but not later than thirty (30) days after the expiration of the period of tender validity

prescribed by the procuring entity.

2.12.7 The successful tenderer’s tender security will be discharged upon the tenderer signing the

contract, pursuant to paragraph 2.29, and furnishing the performance security, pursuant to

paragraph 2.30.

2.12.8 The tender security may be forfeited:

(b) If a tenderer withdraws its tender during the period of tender validity

specified by the procuring entity on the Tender Form; or

(c) In the case of a successful tenderer, if the tenderer fails:

(i) to sign the contract in accordance with paragraph 30

or

(ii) To furnish performance security in accordance with paragraph 29.

(c) If the tenderer rejects, correction of an error in the tender.

2.13 Validity of Tenders

2.13.1 Tenders shall remain valid for 120 days or as specified in the invitation to tender after

date of tender opening prescribed by the Procuring entity, pursuant to paragraph 2.18. A

tender valid for a shorter period shall be rejected by the Procuring entity as

nonresponsive.

2.13.2 In exceptional circumstances, the Procuring entity may solicit the Tenderer’s consent to

an extension of the period of validity. The request and the responses thereto shall be

made in writing. The tender security provided under paragraph 2.12 shall also be suitably

extended. A tenderer may refuse the request without forfeiting its tender security. A

tenderer granting the request will not be required nor permitted to modify its tender.

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2.14 Format and Signing of Tender

2.14.1 The tenderer shall prepare two copies of the tender, clearly / marking each “ORIGINAL

TENDER” and “COPY OF TENDER,” as appropriate. In the event of any discrepancy

between them, the original shall govern.

2.14.2 The original and all copies of the tender shall be typed or written in indelible ink and

shall be signed by the tenderer or a person or persons duly authorized to bind the

tenderer to the contract. The person or persons signing the tender shall initial all

pages of the tender, except for unamended printed literature.

2.14.3 The tender shall have no interlineations, erasures, or overwriting except as necessary

to correct errors made by the tenderer, in which case such corrections shall be

initialed by the person or persons signing the tender.

2.15 Sealing and Marking of Tenders

2.15.1 The tenderer shall seal the original and one copy of the tender in separate envelopes,

duly marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then

be sealed in an outer envelope. The inner and outer envelopes shall:

(a) be addressed to the Procuring entity at the address given in the invitation to tender

(b) bear, tender number and name in the invitation to tender and the words: “DO

NOT OPEN BEFORE” 25th

March, 2020 At 10.00 A.M.

2.15.2 The inner envelopes shall also indicate the name and address of the tenderer to enable

the tender to be returned unopened in case it is declared “late”. —

2.15.3 If the outer envelope is not sealed and marked as required by paragraph 2.15.2,

the Procuring entity will assume no responsibility for the tender’s misplacement

or premature opening.

2.16 Deadline for Submission of Tenders

2.16.1 Tenders must be received by the Procuring entity at the address specified under

paragraph 2.15.2 no later than 25th

March, 2020 At 10.00 A.M.

2.16.2 The procuring entity may, at its discretion, extend this deadline for the submission of

tenders by amending the tender documents in accordance with paragraph 2.5, in

which case all rights and obligations of the procuring entity and candidates

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previously subject to the deadline will thereafter be subject to the deadline as

extended.

2.16.3 Bulky tenders which will not fit in the tender box shall be received by the procuring

entity as provided for in the appendix.

2.17 Modification and withdrawal of tenders

2.17.1 The tenderer may modify or withdraw its tender after the tender’s submission,

provided that written notice of the modification, including substitution or withdrawal

of the tender’s is received by the procuring entity prior to the deadline prescribed for

the submission of tenders.

2.17.2 The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked,

and dispatched in accordance with the provisions of paragraph 2.15. A withdrawal

notice may also be sent by cable, but followed by a signed confirmation copy,

postmarked no later than the deadline for submission of tenders.

2.17.3 No tender may be withdrawn in the interval between the deadline for submission

of tenders and the expiration of the period of tender validity specified by the

tenderer on the Tender Form. Withdrawal of a tender during this interval may

result in the Tenderer’s forfeiture of its tender security, pursuant to paragraph

2.12.7.

2.17.4 The procuring entity may at any time terminate procurement proceedings before

contract award and shall not be liable to any person for the termination.

2.17.5 The procuring entity shall give prompt notice of the termination to the tenderers and

on request give its reasons for termination within 14 days of receiving the request

from any tenderer.

2.18 Opening of Tenders

2.18.1 The Procuring entity will open all tenders in the presence of tenderer’s or their

representatives who choose to attend, at the 9th

floor boardroom Telposta Towers. The

tenderers’ representatives who are present shall sign a register evidencing their

attendance.

2.18.2 The tenderers’ names, tender modifications or withdrawals, tender prices, discounts, and

the presence or absence of requisite tender security and such other details as the

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Procuring Entity, at its discretion, may consider appropriate, will be announced at the

opening.

2.18.3 The procuring entity will prepare minutes of the tender opening which will be submitted

to the tenderers that signed the tender opening register and will have made the request.

2.19 Clarification of tenders

2.19.1 To assist in the examination, evaluation and comparison of tenders the procuring entity

may at its discretion, ask the tenderer for a clarification of its tender. The request for

clarification and the response shall be in writing, and no change in the prices or substance

shall be sought, offered, or permitted.

2.19.2 Any effort by the tenderer to influence the procuring entity in the procuring entity’s

tender evaluation, tender comparison or contract award decisions may result in the

rejection of the tenderers tender.

2.20 Preliminary Examination and Responsiveness

2.20.1 The Procuring entity will examine the tenders to determine whether they are complete,

whether any computational errors have been made, whether required securities have been

furnished whether the documents have been properly signed, and whether the tenders are

generally in order.

2.20.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy

between the unit price and the total price that is obtained by multiplying the unit price

and quantity, the unit price shall prevail, and the total price shall be corrected. If the

candidate does not accept the correction of the errors, its tender will be rejected, and its

tender security may be forfeited. If there is a discrepancy between words and figures, the

amount in words will prevail.

2.20.3 The Procuring entity may waive any minor informality or nonconformity or irregularity

in a tender which does not constitute a material deviation, provided such waiver does not

prejudice or affect the relative ranking of any tenderer.

2.20.4 Prior to the detailed evaluation, pursuant to paragraph 2.22, the Procuring entity will

determine the substantial responsiveness of each tender to the tender documents. For

purposes of these paragraphs, a substantially responsive tender is one which conforms to

all the terms and conditions of the tender documents without material deviations. The

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Procuring entity’s determination of a tender’s responsiveness is to be based on the

contents of the tender itself without recourse to extrinsic evidence.

2.20.5 If a tender is not substantially responsive, it will be rejected by the Procuring entity and

may not subsequently be made responsive by the tenderer by correction of the

nonconformity.

2.21 Conversion to a single currency

Where other currencies are used, the procuring entity will convert those currencies to

Kenya shillings using the selling exchange rate on the date of tender closing provided by

the Central Bank of Kenya.

2.22 Evaluation and comparison of tenders

2.22.1 The procuring entity will evaluate and compare the tenders which have been determined

to be substantially responsive, pursuant to paragraph 2.20

2.22.2 The comparison shall be of the price including all costs as well as duties and taxes

payable on all the materials to be used in the provision of the services.

2.22.3 The Procuring entity’s evaluation of a tender will take into account, in addition to the

tender price, the following factors, in the manner and to the extent indicated in paragraph

2.22.4 and in the technical specifications:

(a) Operational plan proposed in the tender;

(b) Deviations in payment schedule from that specified in the Special Conditions of

Contract;

2.22.4 Pursuant to paragraph 2.22.3 the following evaluation methods will be applied:

(a) Operational Plan.

The Procuring entity requires that the services under the Invitation for Tenders shall be

performed at the time specified in the Schedule of Requirements. Tenders offering to

perform longer than the procuring entity’s required delivery time will be treated as non-

responsive and rejected.

(b) Deviation in payment schedule.

Tenderers shall state their tender price for the payment on a schedule outlined in the

special conditions of contract. Tenders will be evaluated on the basis of this base price.

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Tenderers are, however, permitted to state an alternative payment schedule and indicate

the reduction in tender price they wish to offer for such alternative payment schedule.

The Procuring entity may consider the alternative payment schedule offered by the

selected tenderer.

2.22.5 The tender evaluation committee shall evaluate the tender within 30 days from the date of

opening the tender.

2.22.6 To qualify for contract awards, the tenderer shall have the following: -

(a) Necessary qualifications, capability experience, services, equipment and facilities

to provide what is being procured.

(b) Legal capacity to enter into a contract for procurement

(c) Shall not be insolvent, in receivership, bankrupt or in the process of being wound

up and is not the subject of legal proceedings relating to the foregoing

(d) Shall not be debarred from participating in public procurement.

2.23 Contacting the procuring entity

2.23.1 Subject to paragraph 2.19, no tenderer shall contact the procuring entity on any matter

relating to its tender, from the time of the tender opening to the time the contract is

awarded.

2.23.2 Any effort by a tenderer to influence the procuring entity in its decisions on tender

evaluation tender comparison or contract award may result in the rejection of the

tenderers tender.

2.24 Award of Contract

a) Post qualification

2.24.1 In the absence of pre-qualification, the Procuring entity will determine to its satisfaction

whether the tenderer that is selected as having submitted the lowest evaluated responsive

tender is qualified to perform the contract satisfactorily.

2.24.2 The determination will take into account the tenderer’s financial and technical

capabilities. It will be based upon an examination of the documentary evidence of the

tenderers qualifications submitted by the tenderer, pursuant to paragraph 2.1.2, as well as

such other information as the Procuring entity deems necessary and appropriate.

2.24.3 An affirmative determination will be a prerequisite for award of the contract to the

tenderer. A negative determination will result in rejection of the Tenderer’s tender, in

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which event the Procuring entity will proceed to the next lowest evaluated tender to make

a similar determination of that Tenderer’s capabilities to perform satisfactorily.

b) Award Criteria

2.24.4 Subject to paragraph 2.29 the Procuring entity will award the contract to the successful

tenderer whose tender has been determined to be substantially responsive and has been

determined to be the lowest evaluated tender, provided further that the tenderer is

determined to be qualified to perform the contract satisfactorily.

2.24.5 The procuring entity reserves the right to accept or reject any tender and to annul the

tendering process and reject all tenders at any time prior to contract award, without

thereby incurring any liability to the affected tenderer or tenderers or any obligation to

inform the affected tenderer or tenderers of the grounds for the procuring entity’s action.

If the procuring entity determines that none of the tenderers is responsive; the procuring

entity shall notify each tenderer who submitted a tender.

2.24.6 A tenderer who gives false information in the tender document about its qualification or

who refuses to enter into a contract after notification of contract award shall be

considered for debarment from participating in future public procurement.

2.25 Procuring entity’s Right to Vary quantities

2.25.1 The Procuring entity reserves the right at the time of contract award to increase or

decrease the quantity of services originally specified in the Schedule of requirements

without any change in unit price or other terms and conditions.

2.26 Procuring entity’s Right to accept or Reject any or All Tenders

2.26.1 The Procuring entity reserves the right to accept or reject any tender, and to annul the

tendering process and reject all tenders at any time prior to contract award, without

thereby incurring any liability to the affected tenderer or tenderers or any obligation to

inform the affected tenderer or tenderers of the grounds for the Procuring entity’s action.

2.27 Notification of award

2.27.1 Prior to the expiration of the period of tender validity, the Procuring entity will

notify the successful tenderer in writing that its tender has been accepted.

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2.27.2 The notification of award will signify the formation of the Contract subject to the signing

of the contract between the tenderer and the procuring entity pursuant to clause 2.29.

Simultaneously the other tenderers shall be notified that their tenders have not been

successful.

2.27.3 Upon the successful Tenderer’s furnishing of the performance security pursuant to

paragraph 31, the Procuring entity will promptly notify each unsuccessful Tenderer and

will discharge its tender security, pursuant to paragraph 2.12.

2.28 Signing of Contract

2.28.1 At the same time as the Procuring entity notifies the successful tenderer that its tender

has been accepted, the Procuring entity will simultaneously inform the other tenderers

that their tenders have not been successful.

2.28.2 Within fourteen (14) days of receipt of the Contract Form, the successful tenderer shall

sign and date the contract and return it to the Procuring entity.

2.28.3 The parties to the contract shall have it signed within 30 days from the date of

notification of contract award unless there is an administrative review request.

2.29 Performance Security

2.29.1 Within thirty (30) days of the receipt of notification of award from the Procuring entity,

the successful tenderer shall furnish the performance security in accordance with the

Conditions of Contract, in the Performance Security Form provided in the tender

documents, or in another form acceptable to the Procuring entity.

2.29.2 Failure of the successful tenderer to comply with the requirement of paragraph 2.29 or

paragraph 2.30.1 shall constitute sufficient grounds for the annulment of the award and

forfeiture of the tender security, in which event the Procuring entity may make the award

to the next lowest evaluated or call for new tenders.

2.30 Corrupt or Fraudulent Practices

2.30.1 The Procuring entity requires that tenderers observe the highest standard of ethics during

the procurement process and execution of contracts. A tenderer shall sign a declaration

that he has not and will not be involved in corrupt or fraudulent practices.

2.30.2 The procuring entity will reject a proposal for award if it determines that the tenderer

recommended for award has engaged in corrupt or fraudulent practices in competing for

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the contract in question;

2.30.3 Further, a tenderer who is found to have indulged in corrupt or fraudulent practices risks

being debarred from participating in public procurement in Kenya.

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APPENDIX TO INSTRUCTIONS TO THE TENDERERS

The following information for procurement of services shall complement or amend the

provisions of the instructions to tenderers. Wherever there is a conflict between the

provisions of the instructions to tenderers and the provisions of the appendix, the

provisions of the appendix herein shall prevail over those of the instructions to Tenderers

ITT Clause

Number Amendments of, and Supplements to, Clauses in the

Instruction to Tenderers

2.1.1 Particulars of eligible tenderers: A Bidder may be a firm that is a

private entity, a state-owned enterprise or institution dully

registered by the Registrar of Companies/Business.

2.4.1 The address for clarification of Tender documents is

Attention:

The Head Supply Chain Management,

State Department of ICT & Innovation

PO Box 30025-00100

Nairobi, Kenya.

Or

Email address: ictprocurement@information.go.ke

2.6.1 The Language of all correspondence and documents related to the

Tender is: English

2.9.3 The prices shall be FIXED

Alternative Tenders to the requirements of the Tender documents will

NOT be permitted.

2.10.1 Prices shall be quoted in Kenya Shillings

2.12.2 The Tender Security shall be; Bid Security in the amount not less

than 2 per cent of the tender price from a reputable bank or

insurance company valid for an additional 30 days beyond the Tender

validity period.

2.13.1 The Tender validity period shall be 120 days.

2.14.1 The number of copies of the Tender to be completed and returned shall

be:

One (1) original and one (1) copy.

This is a one envelope tender. All the proposals (technical and financial)

should be in one envelope clearly marked the Tender Number without

any indication of the name of the bidder.

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2.15

The site visit will be conducted on 17th

March, 2020 at the client’s

offices (Vihiga County Referral Hospital). Please contact the Hospital-

in-Charge (CEO/Superintendent/Administrator)

2.16 Tender shall be submitted to:-

The Principal Secretary,

State Department of ICT & Innovation

P.O. BOX 30025-00100 Nairobi,

The deadline for bid submission is: Date 25th

March, 2020.

Time:10.00am local time

2.17 The Tender opening shall take place at: 9

th floor boardroom at Telposta

Towers. Time: 10.30am local time.

2.20.1 1. PRELIMINARY/MANDATORY EVALUATION

The evaluation shall adopt YES/ NO Approach. The non-responsive

submissions will be eliminated from the entire preliminary evaluation process

and will not be considered further.

The preliminary evaluation shall involve checking on mandatory requirements

(MR) which include the following:

No. Parameters/Requirements

Compliance (Yes/No)

1.

A copy of certificate of registration /

incorporation

YES/ NO

2. A copy of valid tax compliance certificate YES/ NO

3. A valid Business Permit YES/ NO

4.

Confidential Business Questionnaire (duly

filled, signed and stamped)

YES/ NO

5.

Filled and signed Self Declaration Forms

(SD1 and SD2)

YES/ NO

6. Fill and sign the form of tender (with Bid

validity-120 days). YES/ NO

7. Price Schedule form fully filled and signed

(enclosed in the financial proposal) YES/ NO

8.

The Tender Security shall be; Bid

Security in the amount not less than 2

per cent of the tender price from a

reputable bank or insurance company valid for an additional 30 days beyond

the Tender validity period.

YES/ NO

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2. TECHNICAL MANDATORY EVALUATION

The evaluation shall adopt YES/ NO Approach. The non-responsive

submissions will be eliminated from the entire evaluation process and will not

be considered further.

The evaluation shall involve checking on the technical mandatory

requirements which include the following:

1.

Must be registered by the National

Construction Authority with NCA 8 or

above (attach certificate)

YES/ NO

2.

The bidder must provide Manufacturer

Authorization Form for both active and

passive equipment. (It will be verified

from the manufacturer)

Bidders who attach forged MAF shall

be disqualified

YES/ NO

3.

Must be certified by the Communication

Authority of Kenya (attach certificate)

YES/ NO

4.

Filled, Signed and Stamped Survey/Site

Visit Forms for each site

YES/ NO

5.

The bidder must provide proof of

manufacturer’s support for active

equipment, any hardware or a module

for at least 3 years from the date of

manufacture

YES/ NO

Bidders must submit the documents above.

At this stage, the tenderer’s submission will be either responsive or non-

responsive. The non-responsive submissions will be eliminated from the entire

evaluation process and will not be considered further.

2.22.1 Evaluation and Comparison of Tenders (Technical Evaluation)

The bidder will be evaluated on the technical submissions and only tenders

attaining 70% marks and above in the technical evaluation will proceed to the

next stage of the procurement process. The technical proposals will be

evaluated using the following criteria format: Scores for specific technical

evaluation requirements will be distributed as follows:

TECHNICAL EVALUATION

1 Technical Design

It should include providing the following detailed designs

as per bidder’s own site survey findings: (Client has only

provided a guide)

1. Local Area Network Design

12%

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(should include Metro Area Network

Interconnections Designs)

I. Active Equipment

a. Aggregation Switch

b. Access Switches

II. Passive Equipment

a. Horizontal Cabling Subsystem Design

b. Backbone Cabling Systems Design

2. Wireless Local Area Network Design

a. Wireless Controller

b. Wireless Access Points

2 Compliance with Technical Specifications

1. Local Area Network

I. Active Equipment

a. Aggregation Switch

b. Access Switches

II. Passive Equipment

a. Horizontal Cabling Subsystem

b. Backbone Cabling Systems

2. Wireless Local Area Network

a. Wireless Controller

b. Wireless Access Points

50%

3 Project Deployment and methodology ( % each)

Provide an implementation schedule (Gantt chart)

with clearly defined timelines

Project Management composition

Personnel schedule of activities

Training Plans

Documentation, Handover and commissioning

plans

10%

4 Contractors qualifications, experience and past

performance on similar projects ( % each project)

At least three (3) projects of Local Area Network

including wireless network deployment in the last 5 years

from the closing date of this tender.

12%

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The bidder must attach evidence for example Signed

Contracts, LP0s, Recommendation Letters, Completion

Certificates

5 Qualifications and experience of Key Technical

personnel

(Attach Curriculum Vitae and Copies of Certificates)

i Project Manager (At least 1)

o Degree/Diploma in Engineering/ICT

o At least 3 Years’ Experience in Project

management

o Certification in Project management

ii Network Engineers (At least 1)

o Degree/Diploma in ICT or related field

o At least 3 Years’ Experience in Networks

implementation

o Certification in switching and Routing

iii Cable Installers (At least 2)

o Diploma/Certificate in ICT or related field

o At least 2 Years’ Experience in Networks

implementation

o Certification in cable installations

16%

TOTAL 100%

FINANCIAL EVALUATION

2.24.1 Lowest Evaluated Bid

2.24.2 Post – Qualification shall “be undertaken”

2.24.3 Award Criteria: The bidder with the lowest evaluated bid having passed

the Preliminary/Mandatory Evaluation and the Technical Evaluation

shall be considered for award.

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SECTION III GENERAL CONDITIONS OF CONTRACT

3.1 Definitions

In this contract, the following terms shall be interpreted as indicated:

a) “The contract” means the agreement entered into between the Procuring entity and

the tenderer as recorded in the Contract Form signed by the parties, including all

attachments and appendices thereto and all documents incorporated by reference

therein.

b) “The Contract Price” means the price payable to the tenderer under the Contract for

the full and proper performance of its contractual obligations.

c) “The services” means services to be provided by the contractor including materials

and incidentals, which the tenderer is required to provide to the Procuring entity

under the Contract.

d) “The Procuring entity” means the organization sourcing for the services under this

Contract.

e) “The contractor means the individual or firm providing the services under this

Contract.

f) “The client means the organization receiving the services under this Contract.

g) “GCC” means general conditions of contract contained in this section

h) “SCC” means the special conditions of contract

i) “Day” means calendar day

3.2 Application

These General Conditions shall apply to the extent that they are not superseded by

provisions of other part of contract.

3.3 Standards

3.3.1 The services provided under this Contract shall conform to the standards mentioned in

the Schedule of requirements

3.5 Patent Right’s

The tenderer shall indemnify the Procuring entity against all third-party claims of

infringement of patent, trademark, or industrial design tights arising from use of the

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services under the contract or any part thereof.

3.6 Performance Security

3.6.1 Within twenty-eight (28) days of receipt of the notification of Contract award, the

successful tenderer shall furnish to the Procuring entity the performance security

where applicable in the amount specified in Special Conditions of Contract.

3.6.2 The proceeds of the performance security shall be payable to the Procuring entity as

compensation for any loss resulting from the Tenderer’s failure to complete its

obligations under the Contract.

3.6.3 The performance security shall be denominated in the currency of the Contract, or in a

freely convertible currency acceptable to the Procuring entity and shall be in the form of:

a) Cash.

b) A bank guarantee.

c) Such insurance guarantee approved by the Authority.

d) Letter of credit.

3.6.4 The performance security will be discharged by the procuring entity and returned to the

candidate not later than 30 days following the date of completion of the tenderer’s

performance of obligations under the contract, including any warranty obligations under

the contract.

3.7 Inspections and Tests

3.7.1 The Procuring entity or its representative shall have the right to inspect and/or to test the

services to confirm their conformity to the Contract specifications. The Procuring entity

shall notify the tenderer in writing, in a timely manner, of the identity of any

representatives retained for these purposes.

3.7.2 The inspections and tests may be conducted on the premises of the tenderer or its

subcontractor(s). If conducted on the premises of the tenderer or its subcontractor(s), all

reasonable facilities and assistance, including access to drawings and production data,

shall be furnished to the inspectors at no charge to the Procuring entity.

3.7.3 Should any inspected or tested services fail to conform to the Specifications, the

Procuring entity may reject the services, and the tenderer shall either replace the rejected

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services or make alterations necessary to meet specification requirements free of cost to

the Procuring entity.

3.7.4 Nothing in paragraph 3.7 shall in any way release the tenderer from any warranty or other

obligations under this Contract.

3.8 Payment

3.8.1 The method and conditions of payment to be made to the tenderer under this Contract

shall be specified in SCC

3.9 Prices

Prices charged by the contractor for services performed under the Contract shall not, with

the exception of any Price adjustments authorized in SCC, vary from the prices by the

tenderer in its tender or in the procuring entity’s request for tender validity extension as

the case may be. No variation in or modification to the terms of the contract shall be

made except by written amendment signed by the parties.

3.10 Assignment

The tenderer shall not assign, in whole or in part, its obligations to perform under this

contract, except with the procuring entity’s prior written consent.

3.11 Termination for Default

The Procuring entity may, without prejudice to any other remedy for breach of Contract,

by written notice of default sent to the tenderer, terminate this Contract in whole or in

part:

i If the tenderer fails to provide any or all of the services within the period(s)

specified in the Contract, or within any extension thereof granted by the

Procuring entity.

ii If the tenderer fails to perform any other obligation(s) under the Contract.

iii If the tenderer, in the judgment of the Procuring entity has engaged in corrupt

or fraudulent practices in competing for or in executing the Contract.

In the event the Procuring entity terminates the Contract in whole or in part, it may

procure, upon such terms and in such manner as it deems appropriate, services similar to

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those undelivered, and the tenderer shall be liable to the Procuring entity for any excess

costs for such similar services.

3.12 Termination of insolvency

The procuring entity may at the anytime terminate the contract by giving written notice to

the contractor if the contractor becomes bankrupt or otherwise insolvent. In this event,

termination will be without compensation to the contractor, provided that such

termination will not produce or affect any right of action or remedy, which has accrued or

will accrue thereafter to the procuring entity.

3.13 Termination for convenience

3.13.1 The procuring entity by written notice sent to the contractor may terminate the contract in

whole or in part, at any time for its convenience. The notice of termination shall specify

that the termination is for the procuring entity convenience, the extent to which

performance of the contractor of the contract is terminated and the date on which such

termination becomes effective.

3.13.2 For the remaining part of the contract after termination the procuring entity may elect to

cancel the services and pay to the contractor on agreed amount for partially completed

services.

3.14 Resolution of disputes

3.14.1 The procuring entity’s and the contractor shall make every effort to resolve amicably by

direct informal negotiations any disagreement or dispute arising between them under or in

connection with the contract.

3.14.2 If after 14 days from the commencement of such informal negotiations both parties have

been unable to resolve amicably a contract dispute either party may require that the dispute

be referred for resolution to the formal mechanisms specified in the SCC.

3.15 Governing Language

The contract shall be written in the English language. All correspondence and other

23 | P a g e

documents pertaining to the contract, which are exchanged by the parties, shall be written

in the same language.

3.16 Force Majeure

The contractor shall not be liable for forfeiture of its performance security, or termination

for default if and to the extent that it’s delay in performance or other failure to perform its

obligations under the Contract is the result of an event of Force Majeure.

3.17 Applicable Law

The contract shall be interpreted in accordance with the laws of Kenya unless otherwise

specified in the SCC

3.18 Notices

Any notices given by one party to the other pursuant to this contract shall be sent to the

other party by post or by fax or E-mail and confirmed in writing to the other party’s

address specified in the SCC.

A notice shall be effective when delivered or on the notices effective date, whichever is

later.

3.19 Management Meetings

A Contract management meeting shall be held regularly and attended by the Procuring

Entity’s Representative and the Contractor. Its business shall be to review the plans for

the remaining Work. The Procuring Entity’s Representative shall record the business of

management meetings and provide copies of the record to those attending the meeting

and the Procuring Entity. The responsibility of the parties for actions to be taken shall be

decided by the Procuring Entity’s Representative either at the management meeting or

after the management meeting and stated in writing to all who attend the meeting.

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SECTION IV SPECIAL CONDITIONS OF CONTRACT

4.1 Special conditions of contract shall supplement the general conditions of contract,

wherever there is a conflict between the GCC and the SCC, the provisions of the SCC

herein shall prevail over those in the GCC.

4.2 Special conditions of contract with reference to the general conditions of contract.

General conditions of

contract reference

Special conditions of contract

3.6 Specify performance security if applicable: 10% of the contract sum

from a reputable bank or insurance company.

3.8 Payments shall be;

Payment will be based on milestones which will be elaborated

during contract formation; and issuance of a completion

certificate will be based on the milestones achieved/completed;

from the client.

3.9 Specify price adjustments allowed. None

3.14 Specify resolution of disputes: Arbitration

3.17 Specify applicable law. Laws of Kenya

3.18 Notices shall be addressed and delivered to:

The Principal Secretary,

Ministry of ICT & Innovation

P.O. BOX 30025-00100 Nairobi

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SECTION V SCHEDULE OF REQUIREMENTS

Introduction

Ministry of Health intends to roll out Universal Health Coverage (UHC) thus necessitating

automation of most of its business processes, there is, therefore, an urgent requirement for all

hospitals to be provided with a connectivity to facilitate on-line and real-time data management.

The scope shall include delivering the following:

1. Local Area Network for the scope of the project which shall include supply, installation and

commissioning of the following components (should include Metro Area Network

Interconnections):

I. Active Equipment

a. Aggregation Switch

b. Access Switches

II. Passive Equipment

a. Horizontal Cabling Subsystem

b. Backbone Cabling Systems

2. Wireless Local Area Network for the scope of the project which shall include supply,

installation and commissioning of the following components:

a. Wireless Controller

b. Wireless Access Points

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5.1 Overview of the Infrastructure

5.1.1 The purpose of this infrastructure is to provide a functional solution for a comprehensive

technology network system including required network cabling, components and devices.

It provides adequate details and criteria for the design of this technology network system

with the aim of providing clients’ offices with complete integrated network infrastructure.

5.1.2 The cabling infrastructure will provide facilities for connecting to a wide range of

heterogeneous devices, which may include but not limited to computers, network

management devices, audio/video communication devices, security and access control

systems. It is required that the cabling system be based on an open architecture that will

provide multiple compatibility, interoperability, scalability and efficient adaptability to

changes in physical layouts and relocations where a number of data points are

anticipated. The proposed guide for these data points at various buildings are shown on

the floor plans attached.

5.1.3 The bidder will supply all components necessary to complete the installation, testing and

commissioning of the integrated Local Area Network (LAN).

5.1.4 The bidder shall be responsible for the installation of the technology network system as

required in the Tender Document

5.1.5 Bidders are advised to pay particular attention to Section of this document, which

specifies the desired scope and installation practice that requires strict adherence.

5.1.6 The solution is required to support secure communication, scalability, reliability and

simple network management. The entire network will have a consistent architecture to

reduce the total cost of network ownership for on-going support and maintenance,

component and interface management, scalability, relocations, security, redundancy and

training. All the structured cabling sub system components for each solution must be

from the same manufacturer.

5.1.8 The Local Area Network will link this hospital to other UHC facilities and Government

Departments across the country. Static and/or dynamic IP addressing and sub netting will

be used to realize Virtual Local Area Network (VLAN) within the LANs and use of

Layer 3 (routing) with the NOFBI wide area network. All active components used in the

network must be able to facilitate management of the network from a central point and

from remote locations.

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5.1.9 Fiber shall be used for the LAN Backbone (LAN) and for interconnecting all the blocks

to each other.

5.1.10 Where there is an already functioning LAN the bidder shall connect the newly done LAN

to the existing one. In such a case, aggregation switch shall be the connection point in the

existing LAN. Optic fibre shall be the used for this connection.

5.1.11 MOICT will provide the VLANS allocation, IP addressing scheme and point to point

connectivity between the hospital and WAN.

5.1.12 The layer 3 routing protocols (OSPF, ISIS, BGP) shall be used between the hospital and

the WAN POP

5.1.13 All the active components used in LAN MUST integrate seamlessly.

5.1.14 The Bidder must provide lightening surge protectors and earthing of the active equipment

5.1.15 The bidder must provide a Manufacturer Authorization Form in the format specified. See

attached Manufacturer Authorization Form format

5.2 General installation practice

No Technical Specifications Compliance

(Yes/No)

Remarks

Requirements

1. The Bidder will be required to install cabling in

accordance with International Structured Cabling

System and designs. Each subsystem will be

implemented using Category 6A cablings

compliant with components to be deployed in

accordance with ANSI/TIA/EIA-568-B and

ISO/IEC 11801 standards.

2. The LAN acceptable standards must be adhered

to.

3. All network components must be connected to the

earth wire as indicated in the general

specifications of this document, the local

regulations in force and the manufacturer’s

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recommendations.

4. All routing layout for cable paths must consider

fiber optic cable with minimum radius of

curvature to be supported by the existing facilities

in order not to interfere with access to

maintenance activities.

5. All cabling infrastructure should make provisions

aspects for possible future extensions.

6. All adapters must be compatible with the

transmission capacities of the equipment to which

they connect.

7. All cables and connectors must be labeled with

permanent indelible ink mark labels.

8. Horizontal and backbone cables shall be labelled

at each end. The cable or its label shall be marked

with its identifier.

9. A unique identifier shall be marked on each

faceplate to identify it as connecting hardware.

10. Each port on the face plate shall be labeled with

its identifier.

11. The bidder will be required to comply with the

manufacturer’s recommended installation

practices.

12. The network should be capable of carrying data,

voice and video. QOS should be considered as

part of installation and configuration of the

network.

13. All active LAN equipment should be from the

same manufacturer for seamless integration,

management and maintenance

14. The bidders must enclose together with their

submitted bids brochures detailing technical

Literature and specifications of the active and

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passive components of the structured cabling

system. The brochures shall be used to evaluate

the suitability of these components. Any bid

submitted without the highlighted brochures

shall be considered technically non-responsive,

and may subsequently be disqualified.

1. Aggregation Switch

2. Access Switches

3. Horizontal Cabling Subsystem

a. Cabinets

b. UPS

c. Face Plates and Modules

d. Trunking

e. CAT 6A cable

4. Backbone Cabling Systems

a. Fiber within a block

b. Fiber to connect blocks

5. Wireless Access Points

6. Wireless Controller

5.3 Local Area Network Installation

5.3.1 LAN Overview & Installation Practice

No Technical Specifications Compliance

(Yes/No)

Remarks

Requirements

1. The LAN installation will consist of a star

topology with horizontal UTP subsystem

originating from switches and terminating with

RJ45 sockets. For each data point, a patch cord of

appropriate length with RJ45 connectors at both

ends will be required to connect the information

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point to the network interface adapter.

2. Good cable management practice must be adhered

to and proper color-coding used for easy

identification.

3. The Main Distribution Facility (MDF) will be

located on an already identified room by the

client.

4. The location for HDFs (Horizontal Distribution

Facility) on each building floor will be located on

an already identified rooms by the client.

5. High-speed Fiber Optic Uplink Backbone cable

will be used to link building blocks and floors to

the main distribution facility location.

6. Cables must be run in the trunking (s) within

building wall and surface pathways. This must be

metal trunking installations.

7. The Bidder will be responsible for supplying all

materials and components that are necessary to

complete the installation of the structured cabling

system.

8. The horizontal cabling will include outlets and

consolidation or transition points, connectors,

mechanical terminations and patch cords that

compose horizontal cross-connect. Cables will be

routed in new wall ducts and terminated on patch

panels and other data outlets as specified in

accompanying diagrams.

9. A Metal trunking of 150mm by 50mm

dimensions with two compartments must be

installed. One will be used for data cables and the

other for any other utility service

10. The bidder will be responsible for pulling,

terminating and testing all circuits installed and

each cable shall be assigned a unique cable

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number.

5.3.2 Horizontal Cabling

No Technical Specifications Compliance

(Yes/No)

Remarks

Requirements

1. The primary media for horizontal cabling will be

4-pair Unshielded Twisted Pair (UTP) that must

meet or exceed ANSI/TIA/EIA-568-B and

ISO/IEC 11801 standards requirements.

2. UTP Category 6A or higher quality cables must be

used.

3. Each room to be networked shall have wall plates

installed and each outlet terminated with 8-pin

modular jacks (RJ-45).

4. Each designated network interface/ port will have

capacity to support at least 1G Ethernet.

5. Cables will be required to move through metal

trunking firmly pulled.

6. Cables should not be crushed using cable ties.

7. Cable conduits must not be overfilled.

8. No distortion due to kinks, sharp bends or

excessive hauling tension shall be allowed.

9. Cables shall be run in a manner eliminating any

possibility of strain on the cable itself or on the

terminations

10. Cables shall be kept at a minimum distance of

150mm from items liable to become hot or cold.

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11. Bending radii shall not be less than eight times the

overall cable diameter.

12. The manufacturers hauling tension shall not be

exceeded.

13. All cable ties and fixings shall be tightened to

support the cable loom without distortion of the

cable sheath.

14. All cables must pass through trunking and should

not be seen from outside

15. There shall be no splicing of installed cables.

Intermediate cross-connects and transition points

are not allowed.

16. All user-area patch chords shall be at least 3-metre

in length. However, 5-metre patch cords shall also

be provided as indicated.

17. Data outlets shall be flash mounted on the metal

trunking.

18. All user-area patch chords and cabinet patch cords

will be supplied to match the total number of data

outlets.

19. The contractor shall pull two cables for each

faceplate and terminate both cables.

20. The contractor shall ensure that existing power

sockets are mounted on the metal trunking.

21. The Contractor may combine two or more blocks

to form one LAN segment to leverage on the

active devices. This shall be shown clearly in the

proposed design.

22. The combined blocks LAN segment UTP cables

shall not be more than 90M from the active

equipment to the data point

23. Where there is a combined blocks LAN segment,

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110mm HDPE ducts shall be used to interconnects

the blocks and outdoor UTP cables shall be used

24. Cables entry between the blocks shall be not more

than 0.5M from the ground and the outer cover

shall be metallic trunk.

5.3.3 Backbone Cabling Fiber within a block and between Blocks

No Technical Specifications Compliance

(Yes/No)

REFERENCE

INFORMATION TO

SUPPORT

COMPLIANCE

(Highlighted in the

bid document)

Requirements

1. The primary media for backbone cabling will be

fiber optic.

2. Multimode fiber optic cable (62.5/125 micron)

will be used.

3. Fibre optic cable shall have a core/cladding

diameter on nominal 850nm and 1300nm optical

wavelength.

4. The fiber optic cable shall have a minimum of

eight (8) strands.

5. All strands must be terminated at each end of the

fiber cable whether used or not.

6. All optical fiber components and installation

practices shall meet applicable building and safety

codes requirements and shall provide well

organized cable installation management in

accordance with the manufacturer’s guidelines

7. Fiber optic cables running through risers must be

protected by PVC conduits to protect them from

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interferences from other bidders providing other

services in future

8. All fiber optic backbone links will be terminated

at the identified MDF room as per the physical

topology design.

9. All fiber interfaces for uplink must use relevant

transceivers.

5.3.4 Patch Panels, Equipment Cabinets and Uninterruptible Power Supply (UPS)

No Technical Specifications Compliance

(Yes/No)

REFERENCE

INFORMATION TO

SUPPORT

COMPLIANCE

(Highlighted in the

bid document)

Requirements

1. All patch panels must conform to ANSI/TIA/EIA-

568B.

2. All Patch Panels must be scalable

3. Patch panels must be equipped with RJ45

Category 6A sockets contacts with capacity of 24 or

48 ports as needed.

4. Fiber Optic patching shall be done from the

cabinet housing optic boxes/ panels as well as the

optic electronic equipment.

5. Fiber Optic patch panel (ODF) shall have a sliding

tray.

6. All patch panels, including fiber optic patch

panels must be rack mounted.

70m

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7. All patch panels must be earthed to provide

electrical safety to users in future and screening to

prevent electromagnetic radiations.

8. Fiber optic patch panels shall be used for

distribution and management of fiber optic cable,

Provision of fiber splicing, termination,

management and storage in one unit.

9. Fiber optic patch panels will be connected as per

the amount of strands terminated at each location.

10. Each Fiber optic patch panel should be fully

loaded with adapters, pigtails, splice trays and

other required accessories.

11. Except for the patch cords used to connect NICs to

the RJ45 sockets, all patch cords must be labeled

at each extremity with soft PVC indelible

marking. For all other components, the label type

should be of stiff plastic PVC.

12. The main cabinet in the server room (MDF) shall

be at least 22U or equivalent and easily accessible

during maintenance.

13. Floor/ Block cabinets shall be metallic and wall

mounted with front clear glass at least 15U and of

good finish and conveniently accessible by

technical personnel for maintenance.

14. Power to the cabinets shall be switched off from

within the cabinets. Proper power socket cables to

be supplied with the cabinets. The bidder shall be

required to provide at least a 4-way Power

Distribution Unit (PDU).

15. All cabinets shall have at least 4U free space after

all the passive and active equipment are mounted

16. All cabinets must have forced cooling.

17. The exact placing of the cabinets should be

defined at the start of the works by the bidder in

37 | P a g e

consultation with the facility in charge/

administration

18. Equipment cabinets must provide enough space to

accommodate cabling, cabling management,

equipment racks, patch panels and network control

devices as required with convenient locations to

provide access to operational personnel.

19. MDF Cabinets must be free standing and must

have lockable doors.

20. The MDF cabinets shall have open doors both at

the rear and in front.

21. The UPS installed in the floor/block cabinet shall

be 1500VA for the 15U cabinet, rack mountable,

SMART signaling and line interactive.

22. The UPS installed in the MDF shall be 3000VA

for the cabinet, rack mountable, SMART signaling

and line interactive

5.3.5 Aggregation Switch

It shall meet the following minimum technical specifications;

No Technical Specifications Compliance

(Yes/No)

REFERENCE

INFORMATION

TO SUPPORT

COMPLIANCE

(Highlighted in the

bid document)

Requirements

1. The Switch must be rack mountable in standard

racks and should therefore be attached to the

38 | P a g e

backbone using appropriate Transceivers.

2. The Switch should support L3 network

virtualization end to end. The features supported

shall include but not limited to Switch Virtual

Interfaces (SVI), static, vlans, OSPF v3, ACLs.

Describe any additional features required to

support this.

3. The Switch must be able to integrate with the

existing infrastructure

4. The Switch should support Software Defined

Networking & Automation based on open

Standards and only use IEEE or IETF certified

protocols to allow interoperability with other

vendors supporting the same standards.

Proprietary protocols and mechanisms are not

allowed. The bidder must mention the IEEE

standard clearly.

5. The Switch should ensure that the network is

Scalable to guarantee the support for future

remote sites, applications, users, traffic,

technologies without the need for major forklifts,

upgrades, or restructuring.

6. The proposed network solution should be based

on perpetual licensing. Annual or periodical

licensing of any features is not allowed

7. The Aggregation switch is expected to provide

high performance rates to handle all the traffic

generated across the campus and applications and

must be fiber based switches.

8. The Switch should support a minimum of 480

Gbps switching capacity

9. The Switch should have the following

interfaces: At least 24x1G SFP interface slots,

2x10G SFP+ interface slots

10. The Switch should support IEEE 802.1 Q

VLAN encapsulation, at least 4000 VLANs and

Jumbo Frames

11. The Switch should support IGMP v1/v2/v3

39 | P a g e

12. The Switch should support multicast routing

protocol PIM-SM and PIM-SSM

13. All ports on the Backbone switches shall support

full Quality of Services without any additional

hardware / software

14. The switch should have redundant power supply

15. The switch should have a 3 years Warranty

5.3.6 Access Switch

The bidder shall provision POE enabled access switches which shall meet the following

minimum technical specifications;

No Technical Specifications Compliance

(Yes/No)

REFERENCE

INFORMATION TO

SUPPORT

COMPLIANCE

(Highlighted in the

bid document)

Requirements

1. The switches for horizontal cabling must support

at least 1000Mbps auto-sensing

2. The switches must be rack mountable in standard

racks and should therefore be attached to the

backbone using appropriate Transceivers.

3. The switches must be able to integrate with the

existing infrastructure

4. The switches should support Software Defined

Networking & Automation based on open

Standards and only use IEEE or IETF certified

protocols to allow interoperability with other

vendors supporting the same standards.

Proprietary protocols and mechanisms are not

allowed. The bidder must mention the IEEE

40 | P a g e

standard clearly.

5. The network should be Scalable to guarantee the

support for future remote sites, applications,

users, traffic, technologies without the need for

major forklifts, upgrades, or restructuring.

6. The proposed network solution should be based

on perpetual licensing. Annual or periodical

licensing of any features is not allowed

7. The switches should have full PoE+ capability

8. The switches should have 24 or 48 1000Mbps ports

with 4 SFP+ interface slots accepting 1/10G

transceivers.

9. The switches should redundant power supply

10. The switches should have switching capacity of

at least 128 Gbps

11. The switches should have at least 2 GB DRAM

12. The switches should support stacking and must

be supplied with the required accessories (stack

adapters and power cables)

13. The switches should support IEEE 802.1 Q

VLAN encapsulation.

14. The switches should support at least 1000VLAN

IDs

15. The switches should support Jumbo Frames

16. The switches should support auto-sensing for

Ethernet ports for uplink connections

17. The switches should 3 Year warranty

Note: The bidder shall be required to do an independent survey to ascertain the actual number of

switches required for Client’s offices, bill of materials provided is just a guide.

5.4 Wireless LAN Infrastructure

A bidder shall propose a wireless LAN which shall meet the following minimum technical

41 | P a g e

specifications for Access Points and Wireless Controller;

i Access Points

No. Technical Specifications Compliance

(YES or NO)

REFERENCE

INFORMATION TO

SUPPORT COMPLIANCE

(Highlighted in the bid

document)

Requirements

General

Access Points

1. Access Points should be at least MIMO 4x4

Wave2

2. At least 2 frequency bands (2.4Ghz and

5Ghz)

3. It should support PoE+

4. Wifi standards 802.11 a/b/g/n/ac should be

supported.

5. Radios should support auto channel and

power selection based on surrounding wifi

conditions

6. Access Points should have the ability to load

balance users between APs in the same area.

Security

1. The proposed solution should support

WPA/WPA2/TKIP/AES security

2. The proposed solution should support

Authentication methods that include 802.1x,

Mac-based and Captive Portal

3. The Access Points should support radius

authentication of wireless users

42 | P a g e

4. The Access Points should support hidden

SSIDs

5. The Access Points should have built-in Wi-

Fi Protected Setup (WPS) and Wireless

Distribution System (WDS) to provide

protection against wireless DoS attacks.

6. The proposed solution should have firewall

policy enforcement based on user roles,

besides the standard firewall policies by

subnet, port

7. The Access Points should support Mobile-

friendly Web portal

8. It should 3 Year warranty

ii Wireless controller

A bidder shall propose wireless controller which shall meet the following minimum technical

specifications;

No Technical Specifications Compliance

(YES or NO)

Remarks

Requirements

1. It should have at least 30AP licenses included

but scalable to 100APs

2. It should be available as an appliance and

should be rack mountable

3. It should support guest management and

captive web portal

4. It should support authentication

5. It should have 3 Year warranty

43 | P a g e

5.5 Bill of Materials

NO. Description Qty

1 Category 6A UTP Outlets Module/ Data Points 361

2 Faceplates – Cat 6A Double 181

3 Cat 6AWall UTP-RJ45Patch cord (1M) 361

4 Cat 6AWall UTP-RJ45Patch cord (3M) 361

5 Cat 6AWall UTP-RJ45Patch cord (5M) 10

6 Cat 6AUTP 48 PATCHPANEL 1 U568A/B 8

7 Cat 6AUTP 24 PATCHPANEL 1 U568A/B

8 Cable managers 2U 8

9 Galvanized Metallic Trunking 200mm x50mm &

accessories 443

10 Cat 6A UTP Pure Copper Ethernet Cable 305M 42

11 Fiber Patch Panel 8

12 Fiber Cable 8 Core Plus Duct

13 Fiber Patch Cord 1M 9

14 1G SFP transceivers

15 22U Network Cabinet with a 4Way Horizontal Mount

Power Aggregation Unit (PDU) - MDF 1

16 15U Network Cabinet with a 4Way Horizontal Mount

Power Access Unit (PDU) 8

17 Rack mountable UPS- 3KVA -MDF (Aggregation) 1

18 Rack mountable UPS- 1.5KVA 8

19 Distribution Switch 1

20 48 Port POE Switch with Stacking Modules 8

21 24 Port POE Switch with Stacking Modules

22 Wireless Access Point 32

23 Wireless Controller 1

24 Sub Total = X

25

Civil Works-Pulling, Termination, Labelling,

Documentation and Testing of Horizontal and Backbone

Cabling,

26 Installation of Active Devices, IP Schemes and

Configuration

27 Testing, Training and Handover

28 Annual SLA Support

44 | P a g e

NOTE: The bill of materials is just an estimate; the bidder is required to carry out a survey in

order to get actual material required and provision for them in the quote. The client is not liable

for any omission.

5.6 Training, Completion and Commissioning

a) The bidder shall be expected to provide a comprehensive training for the entire solution

to at least ten (10) IT administrators for a period of not less than 2 weeks.

b) Training shall be provided in two 2-hour sessions to ensure that all interested parties can

attend.

c) The bidder shall provide a training proposal and materials including the curriculum and a

training timetable

d) Upon installation and completion; the bidder must carry out tests and record the test

results in two soft copies (FLASH-DISK) showing cable types and components used. All

components must be tested after which a Completion Certificate shall be issued. The test

should state the following:

Number of outlets

Type of cables used

Date completed

Type of Warranty certificates specifying start and expiry dates

Connectivity and bandwidth tests

In addition, an "as-built" package must be submitted with the following information

Updated floor plans

Wire/cable routing schematic

Facility assignment records

Horizontal cable test results and summaries

Fiber Backbone test results and summaries

45 | P a g e

5.7 Documentation

The bidder shall avail two hard copy documentation books to the client detailing the layout, the

devices used and all the components used in the system which must include all information for

future references and maintenance purposes to be used by technicians who will be manning the

network service workmanship. In particular, the documentation must be structured to contain the

following:

a. Synopsis of the cabling (primary and secondary)

b. Charts for distribution and highlights showing details of the components installed

c. A detailed map of socket layouts in Soft copies on FLASH-DISKS should be

availed

5.8 Schedule of Works

a. It is expected that the Supply, Installation, Testing and Commissioning of the network

infrastructures shall be completed no later than 120 days following the signing of the

Contract. The Contractor shall construct and install the Works in accordance with the

Contract documents. The Works may commence on the Start Date and shall be carried

out in accordance with the Program submitted by the Contractor, as updated with the

approval of the Procuring Entity’s Representative, and complete them by the Intended

Completion Date.

b. Within seven days after Site possession date, the bidder shall submit to the Procuring

Entity’s Representative for approval a program showing the general methods,

arrangements, order and timing for all the activities in the Works. Bidders shall be

required to submit phased schedules of their works showing critical activities proceeding

with minimal interruptions. The Bidder is expected to adhere to these schedules with

minimal variations as may be agreed with the client to ensure continuity of critical

operations.

46 | P a g e

c. The Bidder shall guarantee Installation completions and the Commissioning of completed

works within the specified period agreed as indicated in the schedule. Upon deciding that

the Work is complete the Contractor shall request the Procuring Entity’s Representative to

issue a Certificate of Completion of the Works, upon deciding that the Work is completed.

The Procuring Entity shall take over the Site and the Works within seven days of the

Procuring Entity’s Representative issuing a Certificate of Completion. If the Bidder fails

to adhere to his schedule of works to complete installations and commission the

completed works within the specified period, the Bidder may be required to pay

liquidation damages to the client.

5.9 Damage to existing equipment

Damages attributable to the Bidder or the Bidder's agents and/or assignees to any of the

existing equipment or systems will be repaired or replaced by the client at the expense of

the bidder as specified in the bid document. The costs associated with such repairs and/or

replacements shall be borne by the Bidder fully on a cost-plus basis.

5.10 Bidder’s Responsibilities

The bidder shall do the work with due care and diligence and in accordance with the

contractual agreement terms as signed in the contract and in strict adherence to best

industry practices.

5.11 Warranty and Support

a. The Bidder shall be required to give a warranty of fifteen (15) years for structured

cabling infrastructure. The Bidder shall warrant that all the work installations and

equipment are free from defects and if any defect is discovered; then the Bidder shall take

immediate action to replace the damaged device as required during the warranty period.

b. The Bidder shall be required to give a warranty of three (3) years for all active devices

c. The support period for the entire LAN infrastructure shall be three (3) years warranty

d. Origin of the hardware should be indicated

47 | P a g e

5.12 Acceptance

The client’s acceptance will be based on visual inspection and satisfaction of the works

done during installation, cable route layouts, trunking made, connections made, hardware

and other works done well within the project period as well as the technical tests carried

out to ensure that they fully passed after project completion. Acceptance will only be

sanctioned after all technical tests have been ascertained to be in order, true and in visual

control certified by the technical team on the works done by the bidder in strict

compliance with the contractual terms.

5.13 Technical Bid

Bidders shall submit offers that comply with the requirements of the bidding documents

that include the basic technical design as indicated in the Drawings and Specifications.

Bidders wishing to offer technical alternatives to bidding document requirements must

submit bids that comply with bidding requirements, which include basic technical

designs, drawings and Specifications.

In addition to submitting the basic bid, the bidder shall provide all information necessary

to complete evaluation alternatives that include technical specifications, breakdown of

prices, proposed installation methods and other relevant details. Only bidders with

technical alternatives with best solutions conforming with basic technical requirements

shall be considered.

The Ministry of ICT reserves the right to accept or reject any variation, deviation or

alternative technical proposal. Variations, deviations and alternative technical proposals

in excess of the needed requirements of the bid documents resulting in unsolicited

benefits to the Ministry of ICT will not be considered in bid evaluations.

The technical proposal must contain the following:

(A) Details of technical specifications and performance characteristics of items and

48 | P a g e

components to be supplied

(B) All materials and other supplies incorporated in the work installations must be

new, unused and of most recent or current models. This should incorporate all

recent improvements in design and materials.

(C) The bidder’s proposed methodology and implementation must include a draft

implementation schedule in form of a Gantt chart.

(D) The detailed layout work diagrams for proposed solutions

(E) Details of experience and past performance of the bidder on similar works

done within the past five (5) years detailing the works and other contractual

commitments.

(F) Qualifications and experience of key personnel proposed for administration

and execution of the contract, both on and off site.

(G) Form A-1, A-2, and C (or any other form that is required) must be completed.

(H) Additional information deemed appropriate may be provided.

5.14 Price Schedule

The Price Schedule should be provided in the format shown in the Appendix and must

include:

i) Form A -1 Internal Block/Floor cabling showing net disaggregated costs for each site

block/Floor offices.

ii) Form C - Summary of Costs for each block/Floor offices and for the entire work

iii) The Price Schedule must clearly indicate the total bid cost, inclusive of taxes for the

complete supply, installation, testing and commissioning of the Enterprise solution

iv) Current Financial statements and cash flow for three years not later than 2015.

All prices should be quoted in Kenya shillings.

49 | P a g e

Project implementation

The contractor will propose a phased project implementation and payments based on the

following milestones

Milestone One

i. Signing off of high and low level physical and logical designs

ii. Civil works including

a. Trenching

b. OFC Installation

c. LAN trunking and pulling of cables

Milestone Two

i. Installation, Configuration, Testing and Commissioning of Active and Passive Equipment

a. Delivery and installation of active equipment, passive equipment and their associated

accessories.

b. Testing, configurations, integration and Commissioning of the entire network solution

c. Training

d. Documentation

e. Any other works needed to achieve the required solution as outlined in the detailed

scope of works

Percentage payments will be paid once a milestone is achieved.

50 | P a g e

SECTION VI FLOOR PLANS

VIHIGA COUNTY REFFERAL HOSPITAL OVERVIEW

VIHIGA REFFERAL MAIN HOSPITAL BLOCK

maintenace

Morgue

OT

PHYSIO

NHIF CLINICS

PROCUREMENT UNIT

Main entrance

13 M

5M

5 M

15 M

10 M

19 M

51 | P a g e

3.00

2.50

Executiveroom

wroom

Nurse room

D3 D4

D5

D6

Paedriatic

kitchen Room 2

Exec room2

pharmacy

wroom

ward

D8

D9

D10

VIHIGA COUNTY REFFERAL HOSPITAL AMENITY WING

Data Points=36Perimeter= 72.8

5.2

00

.00

5.2

0

6.505.702.503.003.002.80

3.202.80

0.9

0

52 | P a g e

3.00

3.20

BoardroomAdmin

N.OI/C

CECM

ACCOUNTS OFFICE

Secretary

MED SUP

Waiting areaPHO HRO

OFFICE

VIHIGA COUNTY REFFERAL HOSPITAL ADMIN BLOCK.

Data Points= 50Perimeter= 68.6

5.80 3.00 3.00 3.00 3.20

5.1

03

.20

4.8

0

3.20

4.8

0

53 | P a g e

4.6

8

3.000.002.702.70

2.9

2

6.00

4.0

05

.90

4.0

0

8.70 2.65 7.00 4.00 3.00 2.00 3.00 3.50

8.5

01

1.5

0

4.253.253.253.00

VIHIGA COUNTY REFFERAL HOSPITAL CONSULTATION CLINICS AND PHARMACY

Conssurgeon

Consclinics

Examroom

Examroom

Room 7

Room 8Eye clinic

wellness

Cons clinic

dispensary

Cons room

sluice

room

store

clinicSwitchroom

Dentalroom

Data Points=38Perimeter=93.9 meters

3.90

54 | P a g e

55 | P a g e

Male Toilet

Female Toilet

Station

Beds

Female observation room

Washroom

Beds

6.00 9.00 3.50 6.00

5.0

02

.50

5.0

0

6.003.509.006.00

5.0

05

.00

CASUALTY BLOCK VIHIGA COUNTY REFFERAL HOSPITAL

Perimeter= 74 metersData Points= 12

56 | P a g e

57 | P a g e

File and Records

Room 1

Room 2Room 2

Store

Ccc labVCT 1 Consultation room 1

VIHIGA COUNTY REFFERAL HOSPITAL COMPREHENSIVE CARE UNIT

Data Points=15Perimeter= 67.5

5.00 5.00 2.32

4.50

2.82

2.18

1.40

2.50

7.62

2.50

2.50

2.00

5.00

3.00

2.50

2.50

2.50

3.00

4.50

58 | P a g e

4.50

parasitology

Wash room

Phlebotomy

Labmanager

store

sluice

Reference lab

VIHIGA COUNTY REFFERAL HOSPITAL LABORATORY

Data Points= 20Perimeter= 59.411

.00

3.00

2.30

5.50

2.30

0.00

2.50

6.50

2.50 3.30 3.30 1.90 0.00

59 | P a g e

18.60

7.0

0

12.00 6.60

7.0

0

Morgue Sup

Morgue Sup

Bodies

18.60

7.0

0

12.00 6.60

7.0

0

Morgue Vihiga County Refferal Hospital

Perimeter=51.2Data Points= 8

6.60

7.0

0 0.90

0.900.90

60 | P a g e

B116Education Room

DemonstrationCWC

B118 B119

Waiting Area

B124Nutrition

B123ANCI

B122ANC2

Routine Cheek

Co

rrido

r

B121Pharmacy

FP

WR

B120FP

Fire Exit

Entrance

5.4

0

4.3

0

3.4

0

2.70 2.50 0.00 3.10 4.10

2.6

01

.80

5.3

1

2.90 2.80 2.80 5.70

3.5

0

VIHIGA COUNTY REFFERAL HOSPITAL MCH UNIT

0.00

Data Points= 22Perimeter=57.2

meters

61 | P a g e

Eng Medical Eng Biomed Eng

PHO

OfficeKMTC

Workshop

2.10 5.50 5.50 3.80

5.1

05

.10

5.004.107.803.00

5.1

0

3.00

0.0

05

.10

VIHIGA COUNTY REFFERAL HOSPITAL MAINTENACE DEPT

Data Points= 26Perimeter= 63.2

62 | P a g e

3.4

5

2.90 1.90

Cube 4

Cube 3Cube 1

Cube 2

reception

Nurse station

6.10

PERIMETER = 52.6

DATA POINTS = 8

6.10 3.10 2.70

9.5

0

VIHIGA COUNTY REFFERAL HOSPITAL MALE WARD

63 | P a g e

24.00

9.00

24.00

9.00

NHIF CLINICS VIHIGA COUNTY REFFERAL

Data Points= 18Perimeter= 66 m

24.00

9.00

9.00

0.90

64 | P a g e

Gym

Reception

Treatment Room

VIHIGA COUNTY REFFERAL HOSPITAL OCCUPATION

THERAPY

Data Points=14Perimeter= 41 meters

6.50 3.30 2.70

8.0

0

65 | P a g e

Ward

Ward

Ward

WardWard

Ward

Ward

Billing

store

n/o

Procedure room

Procedure room

n/s

n/o

Medical social worker

store

Ward

VIHIGA COUNTY REFFERAL HOSPITAL PAEDRIATIC AND FEMAL WARD

Data Points=26Perimeter=91.1 meters

6.00 6.00 2.70 6.40 6.00 6.00 2.00

5.5

05

.50

66 | P a g e

CCC Therapy

Physio

KMTC WORKSHOP

8.3

0

7.50 7.50

7.50 7.50 7.50

7.50

8.3

0

VIHIGA COUNTY REFFERAL PHYSIOTHERAPY

Data points=12Perimeter=61.6

67 | P a g e

Cube 4

Cube 2

Cube 3Cube 1

Postnatal ward Vihiga

5.5

02

.50

5.5

0

6.101.703.90 6.10 3.00 3.00

5.5

05

.50

3.00

3.006.106.10

1.70

3.90

Washroom

Cleaning Area

N/S

MVA ROOM

Office

Office

POSTNATAL WARD VIHIGA

PERIMETER= 74.6DATA POINTS= 14

5.5

0

3.00

3.00

68 | P a g e

5.90

Generator room

Procurementoffices

CSSD

CSSD

VIHIGA COUNTY REFFERAL HOSPITAL PROCUREMENT UNIT

Data Points=18Perimeter=63.4

7.98 5.90 5.90 5.90

6.0

0

69 | P a g e

XRAY ROOM

CTRL

CT SCAN

CT SCAN CONTROL

DIGITAL MAMOGRAPHY

DIGITAL OPG

RECEPTION

READINGROOM

UPS ROOM

X RAY VIHIGA COUNTY REFFERAL HOSPITAL

DATA POINTS=28PERIMETER=54.6

2.7

0

4.5

06

.00

3.506.205.80

4.0

02

.40

4.0

0

5.80

2.7

0

3.905.80

70 | P a g e

3.00

N/S

RECEPTION

CUBE 1

DELIVERYROOM

THEATER

MALE CHANGING ROOM

NBU

NURSERY

NBU

NBU

3.00 3.00 6.70 5.70 6.10

2.7

04

.80

2.5

02

.50

6.002.706.703.003.00

5.0

02

.50

5.0

0

3.10

POSTNATAL WARD 1ST FLOOR VIHIGA

Data Points= 16Perimeter= 74 m

3.00

71 | P a g e

10.70

Library

WashroomWashroom

Librarian

6.0

0

4.20

6.0

0

3.80 2.70

PROPOSED LIBRARY VIHIGA REFFERAL

HOSPITAL

PERIMETER= 33.4DATA POINTS = 10

72 | P a g e

4.00 1.904.401.90

4.5

44

.40

TreatmentRoom

WaterTreatment

room

Store

Nutrition

Beds

N/S

Office

Office

Washroom

Pharmacy

8.0

0

4.001.90

4.68

0.01

3.10

5.2

06

.00

5.2

0

6.0

0

5.80 3.10

5.9

2

Data Points = 24Perimeter =107.2

5.80

VIHIGA COUNTY REFFERAL HOSPITAL

73 | P a g e

SECTION VII PRICE SCHEDULES OF SERVICES

FORM A – INTERNAL BLOCK/FLOOR CABLING

THE MINISTRY OF ICT

SUPPLY, INSTALLATION AND COMMISSIONING OF

CATEGORY 6A STRUCTURED CABLING NETWORK AT

VIHIGA COUNTY REFERRAL HOSPITAL

BID RESPONSE FORM

FORM A-1

A. INTERNAL BLOCK/FLOOR CABLING FLOOR/BLOCK:

I. MATERIALS

ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY

UNIT

PRICE

TOTAL

PRICE

TOTAL MATERIAL FOR INTERNAL BLOCK CABLING

II. ACTIVE COMPONENTS

ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY

UNIT

PRICE

TOTAL

PRICE

TOTAL ACTIVE COMPONENTS

III. PASSIVE COMPONENTS

ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY

UNIT

PRICE

TOTAL

PRICE

TOTAL ACTIVE COMPONENTS

IV. CIVIL WORKS/LABOUR

ITEM DESCRIPTION QTY

UNIT

PRICE

TOTAL

PRICE

TOTAL CIVIL WORKS/LABOUR

TOTAL COST FOR FLOOR/BLOCK

_______________________

[Signature of bidder and date]

74 | P a g e

THE MINISTRY OF ICT

SUPPLY, INSTALLATION AND COMMISSIONING OF CATEGORY 6A

STRUCTURED CABLING NETWORK AT VIHIGA COUNTY

REFERRAL HOSPITAL.

FORM A-2

A. INTERNAL BLOCK/FLOOR CABLING FLOOR:

I. MATERIALS

ITEM DESCRIPTION MAKE/MODEL/SOURCE TOTAL MAJOR PERFORMANCE CHARACTERISTICS

II. ACTIVE COMPONENTS

ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY MAJOR PERFORMANCE CHARACTERISTICS

III. PASSIVE COMPONENTS

ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY MAJOR PERFORMANCE CHARACTERISTICS

___________

[Signature of bidder and date]

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FORM C – SUMMARY OF COSTS

_______________________

[Signature of bidder and date]

Prices to be inclusive of all taxes

Signature of tenderer ________________________________________________

Note: In case of discrepancy between unit price and total, the unit price shall prevail.

THE MINISTRY OF ICT

C. SUMMARY OF COSTS

INTERNAL BLOCK/FLOOR CABLING

FLOORS/BLOCKS ACTIVE

COMPONENTS

MATERIALS PASSIVE

COMPONENTS

MATERIALS TOTAL

MATERIALS

CIVIL WORKS

AND LABOUR

TOTAL INTERNAL

BLOCK CABLING

TOTAL SUPPLY, INSTALLATION AND COMMISSIONING

MISC (E.G. TAX, DISCOUNTS)

NET TOTAL

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SECTION VII STANDARD FORMS

FORM OF TENDER

To: [Name and address of the PE]

Date: [insert date (as day, month and year)]

Tender No.: [insert number of Tendering process]

Item Description: [insert description of Items]

Sir/Madam,

Having examined the Tender documents including Addenda Nos. [insert addenda numbers], the

receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver

[description of Goods and services] in conformity with the said Tender documents for the sum

of [total Tender amount in words and figures] or such other sums as may be ascertained in

accordance with the Schedule of Prices attached herewith and made part of this Tender.

We undertake, if our Tender is accepted, to deliver the Goods in accordance with the delivery

schedule specified in the Schedule of Requirements.

If our Tender is accepted, we undertake to provide a performance security in the form, in the

amounts, and within the times specified in the Tender documents.

We agree to abide by this Tender for the Tender validity period specified in Clause 2.13.1 of the

ITT, and it shall remain binding upon us and may be accepted at any time before the expiration

of that period.

We are not participating, as Tenderers, in more than one Tender in this Tendering process.

Our firm, its affiliates or subsidiaries – including any subcontractors or suppliers for any part of

the contract – has not been declared ineligible by the Government of Kenya under Kenyan laws.

Until a formal Contract is prepared and executed, this Tender, together with your written

acceptance thereof and your notification of award, shall constitute a binding Contract between

us.

We understand that you are not bound to accept the lowest or any Tender you may receive.

We certify/confirm that we comply with the eligibility requirements as per ITT Clause 2.1.1 of

the Tender documents

Dated this ________________ day of ________________ 20______.

(Name)

_________________ __________________________

[signature] [in the capacity of]

Duly authorized to sign Tender for and on behalf of ______________________________

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REPUBLIC OF KENYA

CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business. You are advised that it is a serious offence to give false information on this form

Part I- General: Business Name ……………………………………………………………………………………..

Location of business premises………………………………………………………….……………

Plot No. …………………………………….………. Street/Road…………………………..….…..

Postal Address……………………………………………..………….Tel. No………………...…...

Nature of business……………………………………………………………………………………

Current Trade Licence No………………………………….…………Expiring date………..……..

Maximum value of business which you can handle at any one time: ……………………………. Name of your bankers…………………………………………………Branch ………………..……

Part 2 (a) – Sole Proprietor

Your name in full……………………………………….…………….Age………….…….

Nationality………………………………Country of origin……………………………….

*Citizenship details…………………………………………………….……………….….

Part 2 (b) Partnership

Given details of partners as follows:

Name Nationality Citizenship Details Shares

………………………………………………………………………………………….

………………………………………………………………………………………….

………………………………………………………………………………………….

…………………………………………………………………………………………..

Part 2 ( c) – Registered Company:

Private or Public…………………………………………………………………………….

State the nominal and issued capital of company-

Nominal K£………………………………..

Issued K£…………………………………..

Given details of all directors as follows:-

Name Nationality Citizenship Details Shares

1. 1. …………………………………………………………………………………………

2. …………………………………………………………………………………………

3. ………………………………………………………………………………………… 4. ………………………………………………………………………………………… 5. ………………………………………………………………………………………….

Date ………………………………………………..….Signature of Candidate……………………….

*if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration.

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TENDER SECURITY (BANK GUARANTEE) Bank Letterhead

Whereas ………………………………………. [name of the tenderer] (hereinafter called “the tenderer”) has submitted its tender dated …………. [date of submission of tender] for the supply, installation and commissioning of …………………… [name and/or description of the

equipment](hereinafter called “the Tender”) ……………………………….KNOW ALL PEOPLE by these presents that WE ……………………… of ………………………. having our registered office at ………………… (hereinafter called “the Bank/Insurance Company”), are bound unto …………….. [name of Procuring entity} (hereinafter called “the Procuring entity”) in the sum of …………………….. for which payment well and truly to be made to the said Procuring entity, the Bank/Insurance Company binds itself, its successors, and assigns by these presents.

Sealed with the Common Seal of the said Bank/Insurance Company this day of 20 .

THE CONDITIONS of this obligation are:-

1. If the tenderer withdraws its Tender during the period of tender validity specified by the

tenderer on the Tender Form; or 2. If the tenderer, having been notified of the acceptance of its Tender by the Procuring entity

during the period of tender validity:

(a) fails or refuses to execute the Contract Form, if required; or (b) fails or refuses to furnish the performance security in accordance with the

Instructions to tenderers;

We undertake to pay to the Procuring entity up to the above amount upon receipt of its first written demand, without the Procuring entity having to substantiate its demand, provided that in its demand the Procuring Entity will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.

This tender guarantee will remain in force up to and including thirty (30) days after the period of tender validity, and any demand in respect thereof should reach the Bank not later than the above date.

[signature of the authorized representative of the bank/insurance company]…………….. Seal …………………………………..____________________________

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PERFORMANCE SECURITY FORM

To: ……………………………………………………………………………………………..

[name of the Procuring entity]

WHEREAS……………………………….[name of tenderer]

(hereinafter called “the tenderer”) has undertaken, in pursuance of Contract

No.___________[reference number of the contract] dated _______________20______to

supply……………………………………………………………………………………..

[Description services](Hereinafter called “the contract”)

AND WHEREAS it bas been stipulated by you in the said Contract that the tenderer shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Tenderer’s performance obligations in accordance with the Contract.

AND WHEREAS we have agreed to give the tenderer a guarantee:

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the tenderer, up to a total of ……………………………………………………. [amount of the guarantee in words and figures],

and we undertake to pay you, upon your first written demand declaring the tenderer to be in default under the Contract and without cavil or argument, any sum or sums within the limits of ……………………….. [amount of guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

This guarantee is valid until the _____ day of 20

__________________________________________________________________

Signature and seal of the Guarantors

____________________________________________________________________ [name of bank or financial institution]

____________________________________________________________________

[address]

______________________________________________________________________

[date] (Amend accordingly if provided by Insurance Company)

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MANUFACTURERS AUTHORIZATION FORM

To [name of the Procuring entity] ………………………………..

WHEREAS …………………………………………………………………

[Name of the principal] who are established and reputation dealers in ………………………… [Type of business] having registered offices at …………… …………………………………. [Address of principal] do hereby authorizing …………………………………………… [Name and address of tenderer] to submit a tender, [reference of the tender] for the stated (particulars of tender).

We hereby extend our full guarantee and warranty as per the General Conditions of Contract for the services to be provided against this Invitation for Tenders.

[Signature for and on behalf of the principal]

Note: This letter of authority should be on the letterhead of the principal and should be signed

by a competent person.

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FIRM’S REFERENCES

Relevant Services Carried Out That Best Illustrate Qualifications Using the format below, provide information on each assignment for which your firm either

individually, as a corporate entity or in association, was legally contracted.

Assignment Name: Country

Location within Country:

Professional Staff provided by Your

Firm/Entity(profiles):

Name of Client:

Clients contact person for the assignment.

Address:

No of Staff-Months; Duration of Assignment:

Start Date (Month/Year):

Completion Date

(Month/Year):

Approx. Value of Services (Kshs)

Name of Associated Consultants. If any:

No of Months of Professional

Staff provided by Associated Consultants:

Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed:

Narrative Description of project:

Description of Actual Services Provided by Your Staff:

Firm’s Name: ___________________________________

Name and title of signatory; ________________________

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FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL

STAFF

Proposed Position:

_____________________________________________________________

Name of Firm:

_________________________________________________________________

Name of Staff:

__________________________________________________________________

Profession:

_____________________________________________________________________

Date of Birth:

__________________________________________________________________

Years with Firm: ___________________________ Nationality: ______________________

Membership in Professional Societies: __________________________________________

Detailed Tasks Assigned:

_______________________________________________________

Key Qualifications:

[Give an outline of staff member’s experience and training most pertinent to tasks on

assignment. Describe degree of responsibility held by staff member on relevant previous

assignments and give dates and locations].

Education:

[Summarize college/university and other specialized education of staff member, giving names

of schools, dates attended and degree[s] obtained.]

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Employment Record:

[Starting with present position, list in reverse order every employment held. List all positions

held by staff member since graduation, giving dates, names of employing organizations, titles

of positions held, and locations of assignments.]

Certification:

I, the undersigned, certify that these data correctly describe me, my qualifications, and my

experience.

_________________________________________________________ Date:

________________

[Signature of staff member]

___________________________________________________________________ Date;

______________

[Signature of authorised representative of the firm]

Full name of staff member: _____________________________________________________

Full name of authorized representative: _________________________________________

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LETTER OF NOTIFICATION OF AWARD

Address of Procuring Entity _____________________

_____________________ To:

RE: Tender No.

Tender Name This is to notify that the contract/s stated below under the above mentioned tender have been

awarded to you.

1. Please acknowledge receipt of this letter of notification signifying your acceptance.

2. The contract/contracts shall be signed by the parties within 30 days of the date of this

letter but not earlier than 14 days from the date of the letter.

3. You may contact the officer(s) whose particulars appear below on the subject

matter of this letter of notification of award.

(FULL PARTICULARS)

SIGNED FOR ACCOUNTING OFFICER

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FORM RB 1 REPUBLIC OF KENYA

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO…………….OF……….….20……...

BETWEEN

……………………………………………………….APPLICANT

AND

…………………………………RESPONDENT (Procuring Entity) Request for review of the decision of the…………… (Name of the Procuring Entity) of

……………dated the…day of ………….20……….in the matter of Tender No………..…of …………..20…

REQUEST FOR REVIEW I/We……………………………,the above named Applicant(s), of address: Physical

address…………….Fax No……Tel. No……..Email ……………, hereby request the Public

Procurement Administrative Review Board to review the whole/part of the above mentioned

decision on the following grounds , namely:- 1. 2. etc. By this memorandum, the Applicant requests the Board for an

order/orders that: - 1. 2.

et

c SIGNED ………………. (Applicant) Dated on…………….day of ……………/…20…

FOR OFFICIAL USE ONLY

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Lodged with the Secretary Public Procurement Administrative Review Board on …………

day of ………....20….………

SIGNED Board Secretary

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SITE SURVEY

The site surveys shall be conducted on 17

th March 2020 through the guidance of the Hospital –

in-Charge. Eligible bidders MUST perform a site visit between 9.00 am and 12 noon. Bidders are

expected to assemble as per the date and time indicated. A bidder MUST attach in their

technical proposal submission the duly signed and stamped site visit form herein.

SITE SURVEY FORM - VIHIGA COUNTY REFERRAL HOSPITAL

Company Name Hospital Name

Name Signature Date

Company Representative

Hospital Representative (Official Stamp)

Remarks

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SELF DECLARATION FORM SD1

SELF DECLARATION THAT THE PERSON/TENDERER IS NOT DEBARRED IN

THE MATTER OF THE PUBLIC PROCUREMENT AND ASSET DISPOSAL ACT 2015.

I, .......………………………............................…...............................................................…..(Full

name) of P. O. Box ………………………................................................................... being a

resident of ………………………………......…....................... in the Republic of

..................................... do hereby make a statement as follows:-

1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of

………......................………………………………....................................... (insert name of the

Company) who is a Bidder in respect of Tender No.

.................…………………............................... for

……………………........................................................................... (insert tender

title/description) for ……………………................................................................( insert name of

the Procuring entity) and duly authorized and competent to make this statement.

2. THAT the aforesaid Bidder, its Directors and subcontractors have not been debarred from

participating in procurement proceeding under Part IV of the Act.

3. THAT what is deponed to hereinabove is true to the best of my knowledge, information and

belief.

……………………… …………….......................... ………………………..............

(Title) (Signature) (Date)

Bidder's Official Stamp

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SELF DECLARATION FORM SD2

SELF DECLARATION THAT THE PERSON/TENDERER WILL NOT ENGAGE IN

ANY CORRUPT OR FRAUDULENT PRACTICE

I, .......………………………............................…...............................................................…..(Full

name) of P. O. Box ………………………................................................................... being a

resident of ………………………………......…....................... in the Republic of

..................................... do hereby make a statement as follows:-

1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of

………......................………………………………....................................... (insert name of the

Company) who is a Bidder in respect of Tender No.

.................…………………............................... for

……………………........................................................................... (insert tender

title/description) for ……………………................................................................( insert name of

the Procuring entity) and duly authorized and competent to make this statement.

2. THAT the aforesaid Bidder, its servants and/or agents /subcontractors will not engage in any

corrupt or fraudulent practice and has not been requested to pay any inducement to any member

of the Board, Management, Staff and/or employees and/or agents of

……………………................................................................ ( insert name of the Procuring

entity) which is the procuring entity.

3. THAT the aforesaid Bidder, its servants and/or agents /subcontractors have not offered any

inducement to any member of the Board, Management, Staff and/or employees and/or agents of

……………………............................................................(name of the procuring entity)

4. THAT the aforesaid Bidder will not engage /has not engaged in any collusive practice with

other bidders participating in the subject tender

5. THAT what is deponed to hereinabove is true to the best of my knowledge information and

belief.

………………………… …………….............................. ……………..…………..............

(Title) (Signature) (Date)

Bidder's Official Stamp

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TENDER SECURITY FORM

(TENDER SECURING DECLARATION FORM (YOUTH, WOMEN AND PEOPLE

LIVING WITH DISABILITIES)

To:

WHEREAS ………………………………………………….... (Hereinafter called the Tenderer)

has submitted its Tender dated ………….……..............for the provision of

……………….................................................................. to ---------------------------------------

tender no. ………………......................................................

WE THE UNDERSIGNED, DECLARE THAT: -

1. We understand that, according to your conditions, bids must be supported by a Tender

Securing Declaration.

2. We accept that we will be automatically suspended from being eligible for bidding in any

contract with you for a period of 5 years starting from date of letter of offer, if we are in

breach of our obligations under the tender conditions, because we –

a) Have withdrawn our bid during the period of tender validity, or,

b) Having been notified of the acceptance of our bid by you during the period of tender

validity –

i. Fail or refuse to sign the contract when required, or

ii. Fail or refuse to furnish the Performance Security in accordance with the Instructions

to Tenderers.

3. We understand that this Tender Securing Declaration shall expire if we are not the successful

bidder, upon either of the following: -

a) Our receipt of a copy of your notification of the name of the successful bidder,

b) Twenty-eight (28) days after the expiry of our Tender.

4. We understand that if we are a Joint Venture, the Tender Securing Declaration must be in the

name of the Joint Venture that submits the bid, and the Joint Venture has not been legally

constituted at the time of bidding, the Tender Securing Declaration shall be in the names of

all future partners as named in the letter of intent.

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DATED AT -------------------- THIS--------------------------DAY OF

……………………………...

Yours sincerely,

Name of Tenderer

______________________________________________________________

Signature of duly authorized person signing the Tender

______________________________________________________________

Name and Capacity of duly authorized person signing the Tender

_______________________________________________________________

Stamp or Seal of Tenderer