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THE KISII NATIONAL POLYTECHNIC
TENDER FOR
TENDER NO : KNP/ERP/01/2019-2020
SUPPLY, INSTALLATION, TRAINING, COMMISSIONING AND MAINTENANCE
OF AN INTEGRATED ENTERPRISE RESOURCE PLAN SOLUTION
THE KISII NATIONAL POLYTECHNIC
P.O Box 222 – 40200
KISII-KENYA
Tel: +254 700 152 177
Email: [email protected]
Website: https://kisiipoly.ac.ke
CLOSING DATE 23RD JANUARY 2020 TIME : 10.00 AM
2
SECTION I - LETTER OF INVITATION
The Kisii National Polytechnic invites sealed bids from eligible candidates for
TENDER NUMBER TENDER NO: KNP/ERP/01/2019-2020: UPGRADING, TESTING,
TRAINING, COMMISSIONING AND MAINTENANCE OF AN INTEGRATED
ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM Interested candidates may
obtain the tender documents from The Kisii National Polytechnic Procurement office
during working hours (8.00a.m to 5.00p.m) from Monday to Friday at a non-
refundable tender fee of Kshs. 1,000.00 made to the Cash office and an official receipt
obtained. Documents are also downloadable from the government tenders portal
https://tenders.go.ke or The Polytechnic website https://kisiipoly.ac.ke free of charge.
Prices quoted by tenderers must be expressed in Kenya Shillings and should be net
inclusive of all taxes and delivery costs, and shall remain valid for one hundred and
twenty (120) days from the closing date of the tender.
Bidders who meet the following criteria, by attaching relevant documentary evidence,
shall be considered for further evaluation.
a. Must provide a bid bond of Kenya shillings four hundred thousand (400,000)
which must remain valid for 30 days (after the expiry of the tender validity period)
in the form of bank guarantee from a reputable bank or any other form as
provided for under the Public Procurement and Asset Disposal Act 2015.
b. Provide a valid Tax Compliance Certificate (TCC).
c. Provide PIN and VAT certificates.
d. Prove Registration as a company.
e. Dully filled business questionnaire and form of tender.
f. Must attach audited Accounts for the last two years.
g. Provide a valid business permit.
h. Provide an accreditation certificate from the ICT Authority Level 2 and above
(Provision of ERP Services)
i. Provide a support document to confirm that the software embraces open licensing
model
j. Submit a Copy of a License of Manufacture’s Authorization.
k. Power of attorney/ authorization letter authorizing the person to submit/ execute
this agreement.
Completed tender documents – Original and a Copy - are to be enclosed in a plain
sealed envelope marked with tender name and reference number and deposited in the
tender box situated at the The Kisii National Polytechnic administration block
addressed to:
3
THE PRINCIPAL,
THE KISII NATIONAL POLYTECHNIC
P.O. BOX 222 - 40200
KISII.
So as to be received on or before 23RD January, 2020 at 10.00 A.M. Tenders will be
opened immediately thereafter in the presence of the tenderers or their representatives
who choose to attend.
More details of the services are provided in the terms of reference herein.
The Request For Proposal (RFP) includes the following documents:
Section I - Letter of invitation
Section II - Information to Consultants
Section III - Technical proposal
Section IV - Financial proposal
Section V - Terms of reference
Section VI - Anti-Corruption Declaration
On receipt of this RFP please inform us
(a) that you have received the letter of invitation; and
(b) whether or not you will submit a proposal for the assignment
4
SECTION II – INFORMATION TO CONSULTANTS (ITC)
Table of Contents
2.1 Introduction
2.2 Clarification and amendment of RFP document
2.3 Preparation of Technical Proposal
2.4 Financial proposal
2.5 Submission, Receipt and opening of proposals
2.6 Proposal evaluation general
2.7 Evaluation of Technical proposal
2.8 Public opening and Evaluation of financial proposal
2.9 Negotiations
2.10 Award of Contract
2.11 Confidentiality
2.12 Corrupt or fraudulent practices
5
SECTION II: - INFORMATION TO CONSULTANTS (ITC)
2.1 Introduction
2.1.1 The employer will select a firm among those invited to submit a proposal, in
accordance with the method of selection detailed in the appendix. The method
of selection shall be as indicated by The Kisii National Polytechnic in the
Appendix “ITC”.
2.1.2 The consultants are invited to submit a Technical Proposal and a Financial
Proposal, as specified in the Appendix “ITC” for services required for the
assignment named in the Appendix. The proposal will be the basis for Contract
negotiations and ultimately for a signed Contract with the selected firm.
2.1.3 The consultants must familiarize themselves with local conditions and take
them into account in preparing their proposals. To obtain firsthand information
on the assignment and on the local conditions, consultants are encouraged to
liaise with (KNP) regarding any information that they may require before
submitting a proposal. Consultants should contact the officials named in the
Appendix “ITC” to arrange for any visit or to obtain additional information on
the pre-proposal conference. Consultants should ensure that these officials are
advised of the visit in adequate time to allow them to make appropriate
arrangements.
2.1.4 The employer will provide the necessary inputs to assist the firm in to carry out
the services and make available relevant project data and reports.
2.1.5 Please note that
(i) the costs of preparing the proposal and of negotiating the Contract,
including any visit to the Client are not reimbursable as a direct cost of
the assignment; and
(ii) The employer is not bound to accept any of the proposals submitted.
2.2 Tender Security
2.2.1 The tenderer shall furnish, as part of its tender, a tender security for the amount
and form specified in the Invitation to tender.
2.2.2 The tender security shall be Kshs. 400,000.00 of the financial proposal
2.2.3 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 2.2.8
6
2.2.4 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.
b) Cash.
c) Such insurance guarantee approved by the Public Procurement
Regulatory Authority (PPRA).
d) Letter of credit
2.2.5 The tender security may be forfeited:
(a) If a tenderer withdraws its tender during the period of tender validity
specified by the procuring entity on the Tender Form; or
(b) 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 31.
(c) If the tenderer rejects, correction of an error in the tender.
2.3 Clarification and Amendment of RFP Documents
2.3.1 Consultants may request a clarification of any of the RFP documents only up to
seven [7] days before the proposal submission date. Any request for
clarification must be sent in writing by paper mail, or electronic mail to The Kisii
National Polytechnic address indicated in the Appendix “ITC”. KNP will
respond by letter, email electronic mail to such requests and will send written
copies of the response (including an explanation of the query but without
identifying the source of inquiry) to all invited consultants who intend to submit
proposals.
2.3.2 At any time before the submission of proposals, (KNP) may for any reason,
whether at its own initiative or in response to a clarification requested by an
invited firm, amend the RFP. Any amendment shall be issued in writing
through addenda. Addenda shall be sent by mail, or email to all invited
consultants and will be binding on them. (KNP) may at his discretion extend
the deadline for the submission of proposals.
7
2.4 Preparation of Technical Proposal
2.4.1 The Consultant’s proposal shall be written in English language.
2.4.2 In preparing the Technical Proposal, consultants are expected to examine the
documents constituting this RFP in detail. Material deficiencies in providing the
information requested may result in rejection of a proposal.
2.4.3 While preparing the Technical Proposal, consultants must give particular
attention to the following:
(i) If a firm considers that it does not have all the expertise for the
assignment, it may obtain a full range of expertise by associating with
individual consultant(s) and/or other firms or entities in a joint venture
or sub-consultancy as appropriate. Consultants shall not associate with
the other consultants invited for this assignment. Any firms associating
in contravention of this requirement shall automatically be disqualified.
(ii) It is desirable that the majority of the key professional staff proposed be
permanent employees of the firm or have an extended and stable
working relationship with it.
(iii) Proposed professional staff must as a minimum, have the experience
indicated in Appendix, preferably working under conditions similar to
those prevailing in Kenya.
(iv) Alternative professional staff shall not be proposed and only one
Curriculum Vitae (CV) may be submitted for each position.
2.4.4 The Technical Proposal shall provide the following information using the
attached Standard Forms;
(i) A brief description of the firm’s organization and an outline of recent
experience on assignments of a similar nature. For each assignment, the
outline should indicate inter alia, the profiles of the staff proposed,
duration of the assignment, contract amount and firm’s involvement.
(ii) Any comments or suggestions on the Terms of Reference, a list of services
and facilities to be provided by the (KNP).
8
(iii) A description of the methodology and work plan for performing the
assignment.
(iv) The list of the proposed staff team by specialty, the tasks that would be
assigned to each staff team member and their timing.
(v) CVs recently signed by the proposed professional staff and the
authorized representative submitting the proposal. Key information
should include number of years working for the firm/entity and degree of
responsibility held in various assignments during the last five (5) years.
(vi) Estimates of the total staff input (professional and support staff staff-
time) needed to carry out the assignment supported by bar chart
diagrams showing the time proposed for each professional staff team
member.
(vii) A detailed description of the proposed methodology, staffing and
monitoring of training.
(viii) A list of 5 (five) award letters of previous projects awarded in the same
capacity and scope. Of interest mostly are ERP projects in the institutions
of higher learning. At least 3 letters should be from universities.
(ix) A list of 5 (five) certificates of completion on similar projects and at least a
minimum of 3 certificates should be submitted.
(x) Quoting the 5 projects in viii, and ix above, please provide at least 3
reference letters from these clients whose projects have been undertaken
and completed.
(xi) Any additional information requested in Appendix “ITC”.
2.4.5 The Technical Proposal shall not include any financial information.
2.5 Preparation of Financial Proposal
2.5.1 In preparing the Financial Proposal, consultants are expected to take into
account the requirements and conditions outlined in the RFP documents. The
Financial Proposal should follow Standard Forms (Attached).
9
2.5.2 The Financial Proposal should clearly identify as a separate amount, the local
taxes, duties, fees, levies and other charges imposed under the law on the
consultants, the sub-consultants and their personnel.
2.5.3 Consultants shall express the price of their services in Kenya Shillings. Where
other currencies are used, The Polytechnic 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.
2.5.4 Commissions and gratuities, if any, paid or to be paid by consultants and
related to the assignment will be listed in the Financial Proposal submission
Form.
2.5.5 The Proposal must remain valid for 120 days after the submission date. During
this period, the consultant is expected to keep available, at his own cost, the
professional staff proposed for the assignment. (KNP) will make its best effort
to complete negotiations within this period. If (KNP) wishes to extend the
validity period of the proposals, the consultants shall agree to the extension.
2.6 Submission, Receipt, and Opening of Proposals
2.6.1 The original proposal (Technical Proposal and Financial Proposal) shall be
prepared in indelible ink. It shall contain no interlineation or overwriting,
except as necessary to correct errors made by the firm itself. Any such
corrections must be initialed by the persons or person authorized to sign the
proposals.
2.6.2 The completed Technical and Financial Proposals must be delivered at the
submission address on or before the time and date stated in the Appendix
“ITC”.
10
2.7 Evaluation of Technical Proposal
2.8.1 The evaluation committee appointed by the Accounting Officer shall evaluate the
proposals based on their responsiveness to the Terms of Reference, applying the
evaluation criteria as follows
(i) Specific experience of the consultant related to the
assignment adequacy of the proposed work plan
and methodology in responding to the terms
of reference
(ii) Qualifications and competence of the key staff for the
assignment per task assignment
(iii) Suitability of the transfer of Technology (Training).
(iv) Provide a work breakdown structure that informs
the work plan above.
Each responsive proposal will be given a technical score (St). A proposal shall be
rejected at this stage if it does not respond to important aspects of the Terms of
Reference or if it fails to achieve the minimum technical score indicated in the
Appendix “ITC”.
2.9 Public Opening and Evaluation of Financial Proposal
2.9.1 After Technical Proposal evaluation, (KNP) shall notify those consultants whose
proposals did not meet the minimum qualifying mark or were considered non-
responsive to the RFP and Terms of Reference, indicating that their Financial
Proposals will be returned after completing the selection process. (KNP) shall
simultaneously notify the consultants who have secured the minimum
qualifying mark, indicating the date and time set for opening the Financial
Proposals and stating that the opening ceremony is open to those consultants
who choose to attend. The opening date shall not be sooner than seven (7) days
after the notification date. The notification may be sent by registered letter, or
electronic mail.
2.9.2 The Financial Proposals shall be opened publicly in the presence of the
consultants’ representatives who choose to attend. The name of the consultant,
the technical scores and the proposed prices shall be read aloud and recorded
when the Financial Proposals are opened. The Kisii National Polytechnic shall
prepare minutes of the public opening.
11
2.9.3 The evaluation committee will determine whether the financial proposals are
complete (i.e. whether the consultant has costed all the items of the
corresponding Technical Proposal and correct any computational errors). The
cost of any unpriced items shall be assumed to be included in other costs in the
proposal. In all cases, the total price of the Financial Proposal as submitted shall
prevail.
2.9.4 While comparing proposal prices between local and foreign firms participating
in a selection process in financial evaluation of Proposals, firms incorporated in
Kenya where indigenous Kenyans own 51% or more of the share capital shall be
allowed a 10% preferential bias in proposal prices. However, there shall be no
such preference in the technical evaluation of the tenders. Proof of local
ownership and citizenship shall be required before the provisions of this sub-
clause are applied. Details of such proof shall be attached by the Consultant in
the financial proposal.
2.9.5 The formulae for determining the Financial Score (Sf) is indicated in the
Appendix “ITC”
2.9.6 The tender evaluation committee shall evaluate the tender within 30 days of
from the date of opening the tender.
2.9.7 Contract price variations shall not be allowed for contracts not exceeding one
year (12 months).
2.9.8 Where contract price variation is allowed, the variation shall be varied in
accordance with the subsisting laws on public procurement and Disposals Act,
2015
2.10 Negotiations
2.10.1 Negotiations will be held at the same address as “address to send information to
The Kisii National Polytechnic indicated in the Appendix “ITC”. The aim is to
reach agreement on all points and sign a contract.
2.10.2 Negotiations will include a discussion of the Technical Proposal, the proposed
methodology (work plan), staffing and any suggestions made by the firm to
improve the Terms of Reference. The Kisii National Polytechnic and firm will
then work out final Terms of Reference, staffing and bar charts indicating
activities, staff periods in the field and in the head office, staff-months, logistics
and reporting. The agreed work plan and final Terms of Reference will then be
incorporated in the “Description of Services” and form part of the Contract.
12
Special attention will be paid to getting the most the firm can offer within the
available budget and to clearly defining the inputs required from The Kisii
National Polytechnic to ensure satisfactory implementation of the assignment.
2.10.3 Unless there are exceptional reasons, the financial negotiations will not involve
the remuneration rates for staff (no breakdown of fees).
2.10.4 Having selected the firm based on, among other things, an evaluation of
proposed key professional staff, The Kisii National Polytechnic expects to
negotiate a contract based on the experts named in the proposal. Before contract
negotiations, The Kisii National Polytechnic will require assurances that the
experts will be actually available. The Kisii National Polytechnic will not
consider substitutions during contract negotiations unless both parties agree
that undue delay in the selection process makes such substitution unavoidable
or that such changes are critical to meet the objectives of the assignment. If this
is not the case and if it is established that key staff were offered in the proposal
without confirming their availability, the firm may be disqualified.
2.10.5 The negotiations will conclude with a review of the draft form of the Contract.
To complete negotiations, The Kisii National Polytechnic and the selected firm
will initial the agreed Contract. If negotiations fail, The Kisii National
Polytechnic will invite the firm whose proposal received the second highest
score to negotiate a contract.
2.10.6 The Accounting Officer shall appoint a team for the purpose of the negotiations.
2.11 Award of Contract
2.11.1 The Contract will be awarded following negotiations. After negotiations are
completed, The Kisii National Polytechnic will promptly notify other
consultants on the shortlist that they were unsuccessful and return the
Financial Proposals of those consultants who did not pass the technical
evaluation.
2.11.2 The selected firm is expected to commence the assignment on the date and at the
location specified in Appendix “ITC”.
2.11.3 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.
13
2.11.4 The Kisii National Polytechnic may at any time terminate procurement
proceedings before contract award and shall not be liable to any person for the
termination.
2.11.5 The Kisii National Polytechnic 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.
2.11.6 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.
2.11.7 The tender will be awarded to the bidder with the highest combined technical
and financial score
2.12 Confidentiality
2.12.1 Information relating to evaluation of proposals and recommendations
concerning awards shall not be disclosed to the consultants who submitted the
proposals or to other persons not officially concerned with the process, until
the winning firm has been notified that it has been awarded the Contract.
2.13 Corrupt or fraudulent practices
2.13.1 The Kisii National Polytechnic requires that the consultants observe the highest
standards of ethics during the selection and award of the consultancy contract
and also during the performance of the assignment. The tenderer shall sign a
declaration that he has not and will not be involved in corrupt or fraudulent
practices.
2.13.2 The Kisii National Polytechnic will reject a proposal for award if it determines
that the consultant recommended for award has engaged in corrupt or
fraudulent practices in competing for the contract in question.
2.13.3 Further a consultant who is found to have indulged in corrupt or fraudulent
practices risks being debarred from participating in public procurement in
Kenya.
14
APPENDIX TO SECTION II - INSTRUCTIONS TO CONSULTANTS
The following information regarding the particulars of the tender shall complement,
supplement or amend the provisions of the instructions to tenderers. Wherever there is a
conflict between the provision 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.
INSTRUCTIONS TO
TENDERERS REFERENCE
PARTICULARS OF APPENDIX TO INSTRUCTIONS TO
TENDERS
Paragraph 1.4 The address of submission of tenders is:
THE PRINCIPAL,
THE KISII NATIONAL POLYTECHNIC
P.O. BOX 222 – 40200
K I S I I .
Paragraph 1.4 The day, date and time of closing is as per the letter of invitation:
Friday 23rd January, 2020 at 10:00 A.M
Paragraph 1.4 Bulky tenders which will not fit in the tender box shall be delivered
and deposited in the address given where the deliverer shall sign in a
register.
Paragraph 2.1.1 All tenderers who meet requirements as indicated in the tender document
Paragraph 2.1.7 The cost of the tender is Kshs. 1,000.00 Tenders can be downloaded from
the polytechnic’s website https://kisiipoly.ac.ke or the government tenders
portal http://tenders.go.ke free of charge
Paragraph 2.2 The tender security shall be equal to Kshs. 400,000.00
Paragraph 2.4 The tenderers shall complete the Technical Proposal as instructed.
Training is a critical component of this assignment:
Paragraph 2.4.5 The tender validity is 120 days from the date of submission of the tenders
Paragraph 2.5.1 The tenderers shall complete the Financial Submission Form and the
appropriate Price Schedule furnished in the tender documents, indicating
the services to be performed.
Paragraph 2.5.2 The grand total price should be inclusive of taxes, the price of the
equipment/software, all charges, insurance, transportation, delivery,
installation, testing, commissioning, maintenance and any other costs
associated with the tender.
Paragraph 2.5.3 All prices shall be quoted in Kenya shillings or conversion of a single
currency will apply
15
Paragraph 2.6.3 The tenderer shall prepare “ONE
ORIGINAL PROPOSAL”, and “ONE
COPY PROPOSAL”. The original and copy of the proposal shall be
sealed in separate envelopes. The sealed envelopes shall be put in one outer
envelope which shall bear the name and tender number of the tender
Paragraph 2.11.7 Award will be made to the bidder with the highest combined technical and
financial score
Paragraph 2.13 Bidders to submit declaration statement on corrupt and fraudulent
practices attached
Page | 16
2.14 EVALUATION CRITERIA
2.14.1 Evaluation criteria
2.14.1.1 KNP will only consider bids from recognized ERP solution providers or
recognized software developers. Accreditation Certificate from the ICT
Authority Level 2 and above is mandatory. Proof of similar assignments
done shall be a mandatory requirement.
2.14.1.2 KNP reserves the right to review the user and technical documentation for
the proposed ERP at a bidder’s nominated site to verify compliance with
the Technical Specifications.
2.14.1.3 KNP reserves the right at the time of the contract award to increase or
decrease, up to 5%, the quantity of products and services originally
specified in the Schedule of Requirements without any change in unit
prices or other terms and conditions.
2.14.1.4 KNP reserves the right to accept or reject a bid, or to annul the bidding
process and reject all bids at any time prior to contract award, without
thereby incurring any liability to the affected bidder(s) in accordance with
Public Procurement and Asset Disposal Act (PPADA) 2015.
2.14.1.5 A two-stage procedure will be adopted in evaluating the proposals,
Preliminary evaluation (Yes/No), technical evaluation and financial
evaluation with the technical evaluation being completed prior to the
opening of financial proposals that will have met the evaluation criterion
and cut off points.
2.14.1.6 The weight given to the technical and financial proposals will be 80 points
and 20 points respectively. Only technical proposals scoring/attaining 75%
and above of the total technical score will be considered responsive and
their financial proposals will be opened and evaluated as outlined below: -
2.14.2 Evaluation Process
2.14.2.1 The evaluation committee appointed by the KNP shall evaluate the
proposals on the basis of their responsiveness to the preliminary
requirements and Terms of Reference, described in this RFP document as
follows:
2.14.2.2 Preliminary: All proposals will first be evaluated on their compliance with
the mandatory preliminary requirements of this Request for Proposal as
listed in Section 1.20.1. Only bidders meeting the mandatory criteria will
be advanced to Stage II. Failure to have all the documents shall lead to
rejection of proposal.
Page | 17
2.14.2.3 Evaluation of Technical Proposal: The evaluation committee appointed
shall evaluate the proposals based on their responsiveness to the Terms of
Reference, applying the evaluation criteria.
2.14.2.4 All preliminary compliant proposals will be evaluated for technical
compliance based on the specifications/terms of reference.
2.14.2.5 Each responsive (responsive to preliminary requirements) proposal will be
evaluated on the mandatory technical requirements and a proposal shall
be rejected at this stage if it is not responsive to any of the mandatory
aspects of the system.
2.14.3 Tender Qualification and Award
Any award to be made pursuant to this tender document will be based upon the
proposal with appropriate consideration given to operational, technical, cost, and
management requirements. Evaluation of offers will be based upon the bidder’s
responsiveness to the tender documents and the total price quoted for all items
covered by the tender documents.
The following elements will be the primary considerations in evaluating all
submitted proposals and in the selection of a bidder or bidders: 1. Completion of all required responses in the correct format.
2. The extent to which the bidder has proposed solution fulfils the KNP’s stated
requirements as set out in this RFB.
3. An assessment of the bidder’s ability to deliver the indicated service in accordance with
the specifications set out in this tender document.
4. The bidder’s stability, experiences, and record of past performance in delivering such
services.
5. Availability of sufficient high quality bidder personnel with the required skills and
experience for the specific approach proposed.
6. Overall cost of bidder’s proposal.
2.14.4 Evaluation stages
Tenders received will be evaluated in three stages as detailed below:
1. Stage 1: Compliance with Mandatory Preliminary Requirements
2. Stage 2: The Technical Evaluation (Capacity to Deliver the Service)
Mandatory technical
Technical scoring
3. Stage 3: The Financial Evaluation (quoted prices)
Page | 18
4. Stage 4: Overall Ranking using the formula
The evaluation rating/ scoring of the tenders shall be carried out as follows:
Area Sub-area Rating /
Scores
Preliminary
evaluation
Compliance evaluation Elimination
Mandatory Technical
Specifications
Compliance evaluation Elimination
Detailed Technical
Evaluation (80%)
Proposed technical system as per specification
35
capability of the firm evaluation 26
Demonstration of the functional
and technical capabilities of the
system
19
Financial (20%) Financial proposal 20
Total 100
2.14.5 Detailed description of the stages
2.14.5.1 STAGE 1: Mandatory Requirements (MR)
The following mandatory requirements must be met notwithstanding other
requirements in the documents:
No. Requirements
Bidder’s
Response with
evidence
reference
attached
MR 1 Submit the proposal which are signed and stamped. The proposal
should clearly show the table of contents and the page numbers
MR 2
Must be registered under the relevant law. Provide documentary
evidence of registration and incorporation to be supported by
attaching a copy of company’s Certificate of Incorporation (Legal
structure) from registrar of companies.
MR 3
Must submit a current copy of the company’s current Tax
Compliance Certificate issued by Kenya Revenue Authority (KRA)
and PIN for locally incorporated firms, foreign firms should
Page | 19
provide similar clearance acceptable to the Kenyan Tax
Authorities.
MR 4 Must attach a valid business permit
MR 5 Evidence of ICTA Certification in Infrastructure, Systems and
Applications (ICTA Level 2 and above).
MR 6 Submit a completed company’s profile
MR 7 Provide copies of audited accounts for the company for the last
two accounting years. 2017 to 2018.
The bidder’s annual turnover in the sale, supplies & installation of
IT systems should be at least Ksh.100, 000,000 for the last 2
Financial years (i.e. 2016-2017, 2017-2018), to be supported by
authentic documentary evidence (audited balance sheet) and
confirmation regarding turnover.
NB: The turnover refers to the company responding to this
tender and not the composite turnover of its subsidiaries/sister
concerns/techno-commercial collaborators etc.
MR 8
Submit a bid bond/ tender security of a minimum of Ksh.200,
000.00 The bid bond should remain valid thirty (30) days beyond
the tender validity period. The quotations must remain valid for
120 days from the date of submission of tender.
MR 9
The bidder should have been carrying out System development
and Integration or related services and should furnish/provide
evidence/Proof of completion of at least 5 projects on turnkey basis
done at least during the last 5 Years. Enclose relevant Documentary
proof.
“Copies of Purchase Order / Work Order or contract document,
along with completion certificates and recommendation letters to
be furnished by the bidder in compliance of this clause. However,
KNP reserves the right to seek additional supporting documents
for the above” projects.
The bidder should also Provide details of the customers where the
product has been implemented successfully (Provide contact
details and company/organization, LPO/contract, project details
and cost etc.).
Page | 20
MR 10
The Bidder should submit valid Manufacturer Authorization letters
from the proposed OEM’s/manufacturer confirming and
Authorizing the bidder to submit a bid where the bidder is not the
primary owner of the software solution being proposed. If the
bidder is the owner, then should provide copyright documents. In
case of a bidder being a partner , the bidder must provide the
certificates/letters alongside the terms
MR 11
Power of attorney/ Authorization Letter, Giving the name of
person who should be signing the Bid, authorizing him to
submit/execute this agreement as a binding document
MR 12
Must submit a dully-filled up Confidential Business Questionnaire
and stamped and signed form of tender in format provided and
should be signed by the authorized person. Bidders must indicate
the physical location of the business premises.
MR 13
Provide at least 3 completion certificates of similar projects conducted in the same
sector. These certificates must also be accompanied by recommendation letters
from the quoted clients.
1.
MR 14
Provide a support document to confirm that the software embraces licensing
model.
OR
Provide Valid proof of Microsoft Authorization Letter/License
MR 15
Attach documentary evidence showing at least 5 award letters of similar projects
issued in the last 3 years. 3 of these award letters must be from institutions of higher
learning.
21
2.14.5.2 STAGE 2: Technical evaluation (capacity to deliver the service)
Section 1: Mandatory Technical requirement of the solution
Section 2: Detailed aspects of the technical requirements and competency of
the firm as per the following criteria:
Evaluation Attribute Weighting
Score Score
MANDATORY TECHNICAL SPECIFICATIONS
The proposed solution will be evaluated on meeting the selected
mandatory aspects of the system. This will be done to check the bidder’s
level of conformity to specifications as contained in the Terms of Reference
Bidders who do not provide a solution that conforms to all MANDATORY
areas in the specifications shall be considered to be non-responsive and their
quotations shall be rejected at this stage.
YES/NO
YES
TECHNICAL SPECIFICATIONS
The solution will be evaluated on meeting the detailed technical
requirements (compliance) as outlined below). This will be done to check
the bidder’s level of conformity to specifications as contained in the Terms
of Reference. Bidders who do not provide a solution that conforms to all
areas in the detailed specifications shall be considered to be non-responsive
and their quotations shall be rejected at this stage.
Full
compliance=
40% As per
technical
specification
40
TECHNICAL STAFF
At least 5 Technical staff with specific qualifications and experience in
system development to develop and support the solution. Proof of
adequate establishment including number and profiles of key personnel to
undertake the assignment. (Attach signed CVs in the format provided in
the Technical Proposal and the certificates). The personnel should have
extensive theoretical and practical experience of Integrated Management
Information Solutions which should be backed by evidence of relevant
training and proof that they have undertaken similar assignments in the
last five years.
0-2 :No marks
2- 3 :5 marks
4- or more :8
marks
10
IMPLEMENTATION PLANS
Project implementation plans (execution plan, training plan, test plan,
support plan migration plan, etc.). Provide an adequate and detailed work
plan on how the solution will be implemented complete with timelines
against each milestone and including training programme. The work plan
should address all the items in the objectives and the expected deliverables.
Supply, installation, configuration, testing and commissioning lead time
10
22
will be critical. Provide a detailed methodology for undertaking the
assignment with clear indications of how the solution will cover all the
functional areas.
Bidders must attain the mark of 50 points to proceed to the next section of
demonstration/POC.
EVALUATION OF DEMONSTRATION/POC
The technical demonstration of the proposed system will be evaluated based
on the following criteria:
Demonstration of the functional and technical capabilities of the
system and how it meets the requirements of the KNP using dummy
data and transactions; User friendliness of the system and ease of navigation across different
functional aspects of the system; Capability of the proposed system to manage work flows. Reporting capability of the system with dummy reports and a
demonstration of ease of creation of reports based on user defined criteria.
System security and user management and administration
20
Please indicate the licensing regime of the proposed solution
Bidders must attain 70% out of 80% of the total score in order to proceed to the financial stage.
The Kisii Polytechnic may disqualify bids based on the outcome of the Proof of Concept.
2.14.5.3 STAGE 3: THE FINANCIAL EVALUATION (20%)
Bidders whose technical proposals will have met technical evaluation criterion
described above shall be invited for the opening of the financial proposals. The
other financial proposals shall be returned unopened. Any effort by a bidder to
influence the evaluation or contract award decisions shall result in the rejection of
the bidder’s proposal.
The Financial Proposals shall be opened publicly in the presence of only the
Technically Responsive bidder's representatives who choose to attend. The name of
the bidding firm, the technical Scores and the proposed prices shall be read aloud
and recorded when the Financial Proposals are opened. The KNP shall prepare
minutes of the public opening.
The evaluation committee will determine whether the financial proposals are
complete i.e. whether the bidder has priced all the items of the corresponding
23
Technical Proposal and correct any computational errors. The cost of any un priced
items shall be assumed to be included in other costs in the proposal. In all cases, the
total price of the Financial Proposal as submitted shall prevail.
The tenderers shall complete the financial submission form and the appropriate
Price Schedule furnished in the tender documents, indicating the services to be
performed. In the financial evaluation, we shall consider:
o Checking whether the quotation is as per requirements in the tender documents
o Checking whether all Taxes have been included
o Check any computational and arithmetical errors and deviations
o Check that the bidder has costed all items as per specifications
o Check currency and exchange rates
o Check unit cost and total cost
o Check the validity of the tender
o Check Terms of payment
o Check any variations in tender prices
24
2.14.5.3.1 Financial Score: The Financial proposal will be awarded X=20 points.
Where X is the financial score attained by bidder as per criteria below:
Financial score (X=20%)
Evaluation Attribute Weighting Score Score
Mandatory Financial MR11:Must Fill the Price
Schedule in the Format
provided
Elimination
MR12:Dully/fully filled Form
of Tender in the Format
provided
FINANCIAL STABILITY
(LIQUIDITY)
a) Profitability Margin
b) Liquidity Ratio
Must attach company audited accounts
for the last two consecutive years
A margin above 20% will
score 5 marks; 10-19 % 4
marks 5- 9% marks 2.5 marks
and 1-4% 1.0 mark
2:1 – 5 marks; 1:1 – 4
marks;0.5:1- 3 marks less
than 0.5 no mark
5 marks
5 marks
The cost of the solution Itemized Prices 10 marks
Total 20 marks
Only Bidders who Score 80% of the total 100% (technical 80% plus financials
20%) will be considered for overall ranking.
2.14.5.4 Stage 4: Overall Ranking of the bidders using the formula 2.14.5.4.1 The individual technical scores of the technically qualified Bidders, will
be normalized as per the formula below:
Tn = (Tb/Tmax) x 80/100
where:
Tn = Normalized technical score for the Bidder under consideration
Tb = Absolute technical score for the Bidder under consideration
Tmax = Maximum absolute technical score obtained by any Bidder
2.14.5.4.2 The commercial scores will be calculated as per formula given below:
Fn = (Fmin/Fb) * X/100
where:
X = The financial score for individual bidders
25
Fn = Normalized financial score for the Bidder under consideration
Fb = The commercial bid value of the Bidder under consideration
Fmin = Minimum commercial Value bid
2.14.5.4.3 The overall score will be calculated as per the formula given below:
where:
Bn = Overall score of the Bidder under consideration
Tn = Normalized technical score of the Bidder under consideration
Fn = Normalized financial score of the Bidder under consideration
Final Selection of Bidder will be done based on added individual score achieved by
the Bidder in techno-commercial evaluation. The Bid with the highest Evaluated Bid
Score (B) among responsive bids shall be termed the Lowest Evaluated Bid and is
eligible for Contract award. The final scores would be rounded off to two decimals
and in case of a tie; the bidder with lower financial quote will be selected.
2.14.5.5 Payment Schedule
NO EVENT /
MILESTONE
RESULT PAYMENT
DELIVERABLE / % Amount
(Inc.VAT)*
1. Inception Signed contract
documents Supply of Licenses Inception report Project plan Service Charter shall be paid against receipt
of a claim accompanied by the Advance Payment Security specified
30%
2. Implementation
Implementation of the solution
within the agreed period to cover
the documented Systems User
Requirements Specifications,
which are part of this bid
document. Test reports and user
acceptance certificate .
25%
26
3. Complete System
Integration and
commissioning
Integrating the system to all the
required systems such as E-
citizen, IFMIS etc User
Acceptance Certificate, test
reports, handing over report.
15%
4. Training
Training users on the use of ERP
functions.
20%
5. Support during
Warranty
period
After providing support and
building capacity of super users
per functional area and the
internal IT department for a period
of 3 months after Go-Live and
user acceptance certificate).
10%
27
2.15 SECTION V: - TERMS OF REFERENCE
2.15.1 Introduction
Kisii National Polytechnic was founded on 19th December 1971 as Gusii Institute of
Technology in Kisii town at a meeting of Abagusii leaders’ conference attended by
representatives from all walks of life.
It was registered in 1972 under the Education Act CAP 212 of the Laws of Kenya
with the objective of providing technical education and training for youths. The
initial courses were Secretarial and Building Technology. Since then more courses
have been introduced and currently KNP offers a total of seventy four (74) at
Artisan, Certificate, Diploma and Higher Diploma levels.
The institution was moved from St. Vincent Centre in Kisii town, where it was
initially housed, to the current site in 1980 where it occupies 16.95 hectares of land.
The institute was elevated to a national polytechnic in May 2016 through Legal
notice No. 93.
28
2.15.2 Objectives
KNP invites sealed bids from those eligible firms for Request for Proposal for the
upgrading, testing, training, commissioning and maintenance of an Integrated
Enterprise Resource Planning (ERP) System.
The objective of this User Requirements is to;
i. Provide the operational requirements of KNP.
ii. Migrate from Cash based International Public Sector Accounting Standards
(IPSAS) to Accrual based IPSAS.
iii. Define the high-level requirements of the users against each operational
function.
iv. Provide documentation to prospective solution providers on the requirements of
KNP to implement and operate an Integrated ERP.
v. Guide KNP management and staff in evaluation and review of the ERP Solution
implemented.
The system requirements described in this document are not exhaustive and
therefore the bidder is expected to give in detail the solution that will best fit
KNP in offering services efficiently and effectively
2.15.3 Overview and Scope
This document outlines the functional, performance, security and other system
requirements identified by KNP for the proposed ERP solution upgrade. The
proposed ERP is expected to automate the following functions to enable integrated
management of KNP core business processes in real-time.
(a) Administration
(b) Student Management
(c) Academics and Examination
(d) Timetabling
(e) Accommodation
(f) Financial Management.
(g) Human Resources Management
(h) Payroll Management
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(i) Procurement, Stores and Inventory Management
(j) Fleet Management
(k) Library Management
(l) Catering Module
(m) Asset Management
(n) Health Management
(o) Registry and File Movement
(p) SMS Module
(q) Online Application and Admission Portal
(r) Online Clearance Portal
(s) Online Staff and Student Portal
(t) Online Bank and & Mpesa Integration
(u) Biometric Gate Control
(v) Online lecturer evaluation
(w) Online voting.
(x) Online Students reporting.
(y) Business intelligence (Microsoft Power BI).
In addition, the Statement of user requirements document specifies high-level
requirements for Reporting, Operational Intelligence and role-based Work Flow
functions that any proposed solution would be required to meet. The proposed
solution will impact all functional areas in The Polytechnic and will be used by all
staff in the institution.
2.15.4 Technical Specification
2.15.4.1 Summary of functions
The following is a list and description of the functions that the proposed
Management Information System is expected to perform. The proposed data
collection and flow is also described to give an overview of the expected structure of
the proposed system. The proposed system will interact with the service delivery
system through an elaborate workflow that will be based on the existing processes,
procedures and industry best practice.
KNP requires a technology based solution for its operations whose primary function
is to:
i) Expedite and streamline the process of delivery of service to its financial
services customers.
30
ii) Integrate the core processes used to deliver financial services to its customers.
iii) Provide real-time data and information to support management decision
making.
iv) Provide a portal for customers to access select information relevant to their
engagement with KNP.
v) Facilitate compliance with statutory and regulatory requirements.
vi) Assess and measure performance of The Polytechnic and its staff in real-time.
vii) Enable staff of The Polytechnic to perform specific tasks remotely in real-
time.
31
2.15.4.2 General/Common Features Specifications
Architect technical parameters
1. The system should be developed in the current trend technology and must have
a capability to be viewed in all operating systems and devices without distortion
of information and user interface
The system should support an administration module for the complete
management of the total system.
2. Scalability and Performance - One of the fundamental requirements of solution
architecture to be provided by the vendor is its ability to scale up as and when
new applications and services are added and transaction volumes increase
without compromising the performance of the overall solution. It should provide
for Scale-Up and Scale out on the Application, Web Servers, Database Servers,
Application Integration Servers, and all other solution components.
3. Availability - Solution should be designed to remove all single points of failure.
The solution should provide the ability to recover from failures, thus protecting
against many multiple component failures.
4. Manageability – All the components of the system must be managed from a
remote management station. Shall provide custom reporting of current and
historical system performance parameters. Performance parameters to be tracked
include resource utilization (CPU, Memory, Hard Disk, I/O, and Processes),
uptime, throughput, device alerts/failure etc.
5. Architecture- The system should support a multi-tier architecture with each tier
fully independent.
It should have the ability to integrate with Active Directory (for authentication)
and e-mail system and also provide a flexible API for system integration and
application development.
6. The system should provide a modeler facility to customize the document
management interface to meet specific functional requirements
Page | 32
2.15.5 Functional Requirements In order to accomplish the above-articulated needs, KNP requires an enterprise-wide
management information system that includes the following specific functionality.
2.15.5.1 Administration
The Polytechnic expects that all the proposed system modules and sub-modules will be
integrated and if required, will also integrate the ERP with all the existing systems that
The Polytechnic will identify.
General
i) The system should support online services for essential services required by the
institution.
ii) It should modernize and transforms decision-making processes that are
undertaken to ensure smooth running of The Polytechnic’s business.
iii) The Polytechnic expects a system that will replace the legacy manual based
processes with modern secure ICT based processes. It should therefore,
encompass and retain the best elements of the existing systems while
facilitating new efficiencies and enhanced features made possible by
technology.
iv) The system should be accessible via the internet as well as on mobile devices. It
must be accessed through all browsers.
System user administration
The solution should provide administrators with capabilities to define user roles and
profiles in order to grant access privilege to only the authorized users. This is to ensure
documents are handled with the highest security levels and that only the right people
have the right access level to the right information.
System integration
The system should be capable of integrating with relevant existing systems and allow
for future systems to be integrated. Minimum integration features should include;
i) Integration with different Databases e.g. Oracle, MySQL or MSSQL
ii) IIS/Apache web server integration
iii) Support for multiple server platforms (Windows / Unix / Linux / Mac)
iv) Support for multiple server Client / Agent Platform (Windows / Linux / Mac)
v) Integration with Event logs
33
Administration
i) Unlimited number of Administrators
ii) Unlimited number of End users
iii) Flexible User Administration –Role based access control
iv) Multi-Organization support
2.15.5.2 Finance and Accounting module The objective of this function is to provide an effective, efficient and user –friendly
method of performing finance and accounting operations at KNP in order to meet
statutory disclosure, accountability and internal management objectives in line with
international best practices. Financial Accounting function will form the core of the
system and provide the consolidation and reporting base. The financial accounting
function will have the following features. General Ledger
o Enhanced Chart of Account
o Ability to generate a Trial Balance.
o Enhanced Payment Modes
o Enhance Fee Policy – Can create multiple fee policies, define a fee policy to
certain vote heads and put effective dates.
o Multi-currency
o Ability to generate General Ledger reports.
o The system should produce financial statements that conforms to IPSAS format,
Public Sector Accounting Standard Board (PSASB), Monthly, Quarterly and
Yearly.
o Additional and enhanced Financial Reports – Financial Quarterly Statements,
Budgetary Reports.
o Ability to drilldown account analysis from account balances or financial
statements all the way to the source.
o Budgetary control
34
Accounts Payables
o Ability to capture Supplier details.
o Ability to capture Supplier invoices.
o Ability to control payments as per stipulated terms.
o Ability to define default payment terms.
o Enhanced Payment Vouchers.
o Ability to generate payment vouchers.
Account Receivable
o Maintain customer master record for each customer.
o Ability to define products and maintain product prices.
o Ability to maintain Product stock levels
o Ability to do account receivable adjustments.
o Ability to process prepayments.
o Capture of products and stock level adjustment
o Credit Memos
o Debit Memos
o Ability to process unrealized exchange gain and loss account.
Medical Expenses
o Maintain staff details like PF No., list of dependent, medical entitlement.
o Ability to capture details of hospital and doctors.
o Ability to record invoiced amounts.
o Show details of NHIF rebates.
o Automatic invoicing of staff who exceed their entitlement.
35
Imprest Management
o Ability to generate imprest forms and automatically number the documents
serially.
o Specify the envisaged accounting date.
o Automatic alerts for overdue unaccounted for imprest
o Embedded controls to stop issuance of further imprest to staff with an existing
unaccounted for imprest.
o Online approvals of imprest.
o Be able to cancel unwanted imprest.
o Passing of Journal Vouchers on accounted for Imprest.
o Maintain an up to date Imprest Register.
Cash Management
o Support for unlimited number of bank accounts with ability to pre-define each
bank /cash account.
o On line drilldown account analysis from various Banks/ Bank Statements all the
way to the source transaction in the general-ledger and to migrate information to
the Spreadsheets.
o Create an alarm features for a pre-determined amount payable at a time in each
bank account
o Integration and enhancement of Cash and Bank Management e.g. Receipt
Cancellation
o Flexible payment approval. To allow vouchers for payment based on priority.
o Automatic receipting and posting all the way to the general ledger accounts
o Automatic generation of Payments, a cheque writer both for Kalamazoo type of
cheque and ordinary cheque and posting direct to the general ledger.
o Flexible approval for selection of deposits and cash withdrawals.
o Cash management
36
o Record transfers between bank accounts
o Add bank accounts to chart of accounts
o Reversing payments
o Returned (bounced) customer cheques
o Support for unlimited number of users (Personal Claims, Expenditure, Student
Finance, Salaries, Bookshop etc.) hence the system should provide a User
Defined Categories.
Bank Reconciliation
o The System must support bank reconciliations across multiple banks and allow
financial charges to be allocated across multiple accounts.
o Full bank and Cash reconciliations including deposits, disbursements and
adjustments.
o Flexibility to import transactions from various banks systems.
o Post bank charges and interest. It should be able to be integrated with banking
with the banking system.
Income Generating Activities
o Ability to capture products and services
o Classification of products as per the IGA
o Ability to use credit and debit memos
o Tracking of stock levels
o Generating of customer invoices
o Ability to adjust stock levels after stocktaking.
o Ability to create customers
o Ability to generate cash sale receipts.
o Ability to generate an invoice for a customer
o Ability to integrate with ETR machine.
37
Student Finance
o Ability to integrate all the transactions related to students with GL
o Ability to set fees structure.
o Ability to define The Polytechnic fees policy
o Ability to integrate with Admissions Department
o Ability to track mandatory fees for students joining from second year of study.
o Ability to generate invoices to eligible students only.
o Ability to generate receipts on every payment and allocate to specific line items
e.g. tuition, Accommodation, Supervision, Activity, Field Attachment etc.
o Ability to handle fee refunds.
o Ability of capturing the overpayments by students and subsequently do a fair
reporting.
o Ability to trail all transactions of the students as they occur.
o Ability to handle sponsor’s funds.
o Ability to upload data from the bank statement directly into the system and
o Update the student accounts appropriately.
o Ability to cancel an erroneous receipt.
o Ability to do students‟ fees adjustment in case of an error during fees structure
set up.
o Ability to reverse a single invoice for a student.
o Ability to integrate to examinations department and controls put in place to
ensure that only eligible students get exam cards.
o Student Invoice Adjustment
o Set fees per program, per class, per unit
o Ability to maintain a HELB control account.
o Students to view and download their statements of account online
38
2.15.5.3 Student Management Module
o Ability to define Counties, Constituencies and Town of applicants for ease of
reporting
o Ability to capture financial aid e.g. CDF, Bursary, HELB etc.
o Ability to define student types e.g. Government Sponsored or Private Sponsored.
o Ability to capture list of campuses, colleges and schools.
o Ability to capture departments, programmes and areas of specialization.
o Ability to capture modes of study e.g. Evening, Regular or Weekends
o Ability to capture applicants
o Ability to upload KUCCP students into the system from spreadsheets
o Ability to capture students details e.g. Teaching practice, holiday, deferred, on
session etc.
o Ability of the system to generate and send admission letters to successful
applicants
o Ability to push bulk SMS from Student Management
o Ability to define close date for admission
o Ability to admit students and capture their profiles.
o Student enrolment profile linked to Finance.
o Analyze events e.g. Deferment, change of study mode etc.
o Capture Student sources e.g. Newspapers, KUCCP, TV Advert etc.
o Ability to capture classes.
o Ability to plan class sessions
o Map students to Counties for reporting purposes.
o Generate various reports.
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2.15.5.4 Academics and Examination Module
This module will address exam booking, exam center allocation, marking and
remarking of exams then lastly release of marks to the students in online. Below are the
terms of reference.
o Ability to capture all programs offered by the institution as per the catalogue and
categorize them into their specialization.
o Ability to define subject areas.
o Ability of the system to register program details, units per program, per
semester, per academic year and per department.
o Ability to capture lecturer’s profile.
o Ability to capture class attendance by lectures and students
o Ability to define curriculum cycle and store curriculum details.
o System should allow lecturers to enter exam marks once and lock it. The system
should not allow for any alteration of the marks already saved in the system by
the lecturer.
o Ability to define grade types.
o Ability to generate result slips and students transcripts.
o System should maintain audit trails of all grade entries or any changes to a
transcript.
o System to allow only published results to be available on the student online
portal.
o System should perform grade distribution and class analysis.
o Ability to track academic performance of students by class, program and mode
of study.
o System should be able to archive student examination records for future
reference.
o System should generate reports.
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2.15.5.5 Timetabling This system should enable Academic staff to easily schedule classes and efficiently
use the available spaces for teaching at various campuses. The following
functionalities are expected:
a) Lecture rooms and their capacity
b) Laboratories category and their capacity
c) Demonstration Units
d) Handling of blocks
e) The system should allow updating time table.
f) The module should be totally self-checking and should not allow for
any conflicts. It should allow for both manual and automatic resolution
of room allocation conflicts
g) Event calendar: The system should maintain different type of upcoming
events date and time.
h) Room allocation based on size
i) Places Lecture Halls automatically linking to the number of students
2.15.5.6 Accommodation Management The module should be able to manage the different stages in the accommodation
process of students and guests of the Institution. The module should also provide links
but not limited to what has been indicated below;
Expected Features
Student Hostel Management
a) Setup of the system
Capture hostels and their respective capacities
Capture rooms and their respective capacities within the hostels
Capture room rates based on hostel, room and mode of study
Room rates vary based on hostel, number of students sharing, shared
amenities mode of sponsorship (KUCCPS and SSP)
b) Reservation of rooms by either student or staff
Limit reservations based on ratios of academic year (e.g. 1st year 70%
occupancy, etc.)
Limit reservations based on students currently in session only (link with
admissions module)
Block rooms for persons with disability/ marginalized (link with admissions
module)
Block rooms for student leaders (link with student affairs module)
Block those with disciplinary cases from accessing rooms (link with
admissions module)
41
Block reservations to only one reservation per person i.e. using their
admission number (link with web portal so that a student can only book
using their account to also eliminate use of wrong admission numbers during
booking)
Automatic billing/invoicing of students on reservations (link with finance
module)
Payments of reserved rooms to be in the booking process i.e. the process is
only complete if the payment has been made and has been confirmed (link
with finance module on mobile payment options and live updates of the
system)
Reservation of a room should be blocked within that session (session
durations can be predetermined e.g. 2 hours) i.e. once I start the booking
process, one should not be able to see the slot I have selected until the session
is released (not completed). If the session is completed then the slot should
appear as reserved and not available
Have the ability to terminate the booking process upon full occupancy of a
room and a hostel and send notifications to relevant persons
c) Allocate reserved rooms to students
Allocate hostel items per room/student (chair, table, mattress etc.)
Should allow signing for items issued (using a sign pad)
d) Manage students in session
Allow students to request for repairs (link with estates module and platform
to follow-up a request while cc to Head of Accommodation)
Provide complaints/compliments
Provide other requests
Act on requests and provide response and follow-up of requests. On
completion of a request, student/originator should be able to confirm if
request was completed and provide additional comments.
Enable service level agreements (SLA) to ensure timely attendance to requests
and automatic triggers to immediate supervisor if the response time exceeds
a set duration
e) Clear students once semester/session is complete
Allow surrender of allocated items (provide for signing using sign pad)
Capture any damages and/or losses (forward for action and link with finance
module for surcharge of the discrepancies)
f) Close the Academic Year
Lock all the transactions for that year and prevent any alterations to the same
Backup the academic year details for future reference
42
2.15.5.7 Human Resource Management and Administration Human Resource Management is another functionality that KNP requires on the
ERP system. With Human Resource Management KNP intends to efficiently
manage your human resources, group, track relevant employee information, and
organize employee data according to different types of information, such as
experience, skills, education, training, and union membership.
o Ability to capture employee details and photo
o Ability to capture section or department the employee belongs.
o Ability to capture Employee service history.
o Leave and absence management.
o Ability to monitor employee suspension, discharge, disciplinary action.
o Ability to keeps record of employee training, awards and appraisals.
o Ability Track employee attendance with the use of either fingerprints or
smartcard.
o Ability to send alerts and keeps record of personal information including license,
VISA and other cards expiry dates.
o Documents can be scanned and stored electronically.
o Provide the easiest way to organize employee files. Store all your confidential
information in one place.
o Ability to schedule reminders for performance reviews, benefit eligibility,
probation periods, birthdays, anniversaries, training, reports and other events.
o Ability to track all employee’s performance reviews including past reviews.
Create management’s comments under each employee. Automatically schedule
the next performance or disciplinary review.
o Document all salary and job changes. View the salary history of each employee
online including salary, bonuses and all deductions. Quickly view work history
such as promotions and length of employment in a position.
43
o Track vacation and leaves – Input institution’s vacation and leave policies and
the system should track the number of days available based on years of service.
o Store and view all employee documents. View scanned images like resumes,
applications, and accident reports stored by employee. One should also be able
to link to Word, Excel and PDF files.
o Track individual skills; store required courses, certifications and grades received.
o Document all awards, accomplishments and recognition each employee has
received over the years.
o Maintain an accurate history of all incidents and accidents. Enter all medical
assessments per-formed for regulations.
o Control confidential information with various security levels for different users.
o Document all written and verbal warnings. Capture employee and supervisor
comments plus disciplinary actions.
o Store job descriptions, minimum skill requirements and salary grade levels by
position.
o Access to contact information quickly in a medical emergency.
o Track union membership status, start and end dates, contract expiry dates and
seniority.
o Easily export employee information to Microsoft Word, Excel or PDF.
o Time & Attendance – Track employee attendance with the use of either
fingerprints or smart-card
2.15.5.8 Payroll Management o Ability to electronically integrate with the GL, Cash Book and other third party
software e.g. e-banking.
o Ability to automatically process employee salary and benefits
o Ability to calculate various employee deductions and taxes.
o Ability to run real-time data communication between human resource and
finance sections.
o Ability to electronically integrate/export employee information to Microsoft
excel, word or PDF.
44
o Ability to document all salary and job changes, view salary history of each
employee online including salary, bonus and all deductions etc.
o Ability to generate a detailed Audit Trail of payroll transactions/changes.
o Link job scales to salary and allowances payable to each grade
o Automatically post annual increments on the due dates.
o Supports unlimited number of employees and staff classifications
o Employee banking details e.g. bank, branch, account number, account type
o Unlimited number of user definable tables e.g. PAYE, NSSF, NHIF, Pensions,
Unions,
o User defined rounding system
o Bonus and arrears payments
o Direct electronic salary remittance to banks
o Tracking of loans and amounts due to financial institutions
o Maintain historical information for unlimited number of years
o Ability to automatically send payslips to employees through the e-mail.
o Ability to automatically stop salary at end of Contract or Employment.
2.15.5.9 Procurement, Stores and Inventory Management Procurement
o System should fully integrate with finance module.
o Supplier Pre-qualification and validity period
o The system should be able to capture and store all records of prequalified
suppliers of various items with the price list in every financial year.
o The system should be able to award automatically by use of predefined criteria.
However, manual awarding should also be allowed because of the Accounting
Officer’s approval.
o Ability to generate Request for Quotations from the system.
45
o The system should be furnished with tools to enable auto generation of PRNs
o The system should allow easy and efficient ordering by automatically generating
LSOs.
o The system should be able to generate GRN for received items.
o The system should allow users to be able to track status of orders from the time
they are raised to the time they are completed.
o The system should give an option to restrict ordering within departmental
budgets in any given financial year or any defined budget periods (such as
quarters).
o Procurement Plan
o Ability to link PRN to the LPO.
o The system should allow the different types of costing methods for inventory.
o The system should allow creation and display of the procurement plan for
departments and the consolidated plan.
o The system should allow supplier management in terms of ratings, appraisals,
assessments and evaluations etc.
o Order cancellation.
o The system should be able to show rejected or goods returned records.
o Ability to track partial delivery.
o Online Requisition through the Portal
o Online approvals
Store and Inventory Management
o Ability to generate Stores Requisition Note (SRN) by the user department.
o The system should allow the user to define the maximum stock level per item.
o The system should alert the users when reorder level falls due.
o The system should alert the user whenever stock levels hit the minimum
threshold.
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o Have full audit trail of all stock movements
o Stock history
o Serial Number tracking
o Bin Locations
o Unit of measure configurable
o Expiry date tracking in case of perishables
o Update stock by Goods Received Notes
o Inventory counts changes and adjustments
o Update Asset Register.
2.15.5.10 Fleet Management o Online Vehicle booking and allocation– Employees can book vehicles for official
use online. Transport Manager should allocate vehicles using the system.
o Work tickets – System should capture trips made, driver and the authorizing
officer.
o Fuel log – System should capture, fuel consumption, type of fuel and fuelling
point of each vehicle.
o Vehicle details/Inventory – System to capture vehicle type, chassis and engine
capacity, transmission type, axle, model, fuel type, doors, carriage capacity and
odometer readings.
o Preventive Maintenance – Schedule vehicle service, prompt service due, book for
maintenance and track service history.
o Dashboard – An integrated dashboard to enable employees view available
vehicle for booking.
o Ability for the Transport Manager to amend vehicle status
47
2.15.5.11 Library Management o Taking statistics on issues and borrowers visiting the library.
o Preparing overdue and recall notes.
o Renewals of books.
o Collection of fines.
o Compilation of list of defaulters and daily financial collection by individual users
plus accumulatively collected.
o The system should be able to provide information to answer queries from users.
o The system support for e-mail communication between library staff and the
users, e.g. posting of overdue item notices to affected users.
o The system should be able to provide for recall, overdue and fine notices.
o The system should be able to generate reports on certain activities to be used by
library management for decision making e.g. number of loan items, defaulters
and financial transactions on daily and monthly basis.
2.15.5.12 Asset Management o Asset Tagging
o Asset Classification
o Asset maintenance
o Depreciation management
o Link with Procurement for asset acquisition and disposal
o Asset revaluation
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2.15.5.13 Catering Management
o System should be able to define cafeterias, Kitchens and other operational units
o System should capture revenue collected from each unit
o System should reconcile revenue collected with kitchen stock movement
o System should support electronic Point of Sale (ePOS)
o System should support smartcards.
o System should allow online booking for seminars/meetings
o System should give alerts on bookings
o System should allow approvals of online bookings
o Daily sales reports for all operational units i.e. Kitchen, cafeteria etc.
o Have stock list analysis.
2.15.5.14 Health Management o Create Patient’s profile
o Manage Patient’s records
o Receive patient information as a clinical document using are cognized standard.
o Generate patient summary information as a clinical document using a recognized
standard.
o Generate aggregate clinical care information using a recognized standard.
o Prescription transmission.
o Dispensing information transmission.
o Patient-specific summary view sand reports that include, at minimum: problem
list, medication list, treatment interruptions and restart dates, adverse drug
reactions, care history, and missed appointments.
o Commodity specific reports such as: consumption reports, inventory reports,
order reports, drugs and allied items procurement plans, local purchase orders,
financial reports, etc.
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2.15.5.15 Online Portal
Student Portal
o Online course registration/enrollment for student who have signed nominal roll
o Should allow students to register for semesters online
o Allow students to view their fee balance online.
o Online booking of hostels/rooms on first come first served basis
o Viewing & downloading fee statements
o Students should be able to view their attendance records online.
o Students can view academic holds online and receive instructions to resolve
holds.
o System should provide alerts to students on their fee balance status, exam
results, etc.
o Students should be able to manage their profile online.
o Students should be able to communicate with institutional departments online.
o Students should be able to view class and exam timetables online.
o Digital notice board where students can be informed of the latest updates.
o Lecturers evaluation
o Graduation application
o Print examination card
o Printing Letter of offer
o Fees refunds claim
o Inter-School/ Programme Transfer
o Student leave/off deferment application
o Registration of library users
o Submission of Research progress report
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o Registration of project
o Disciplinary appeals
o Online voting
o Online clearance application
o Should not allow discontinued, deceased, deferred students login it should
simply display their status.
o Login should be tied to status i.e. active, continuing, freshmen, deferred.
o Provision to set active registration period for the portal as defined by The
Polytechnic statutes.
Staff Portal
o Should allow staff to view and retrieve/download pay slip
o Leave application - to enable staff apply for leave, view leave days’ balance,
approval by Head of Departments
o Staff should be able to apply for overtime request
o Leave approvals to be done online.
o Imprest/subsistence/claim medical claim form application - form to be accessed
online and filled by applicant online
o Portal to allow HOD to view and approve application forms.
o Imprest posted to debtors.
o Enable checking of status and show who has approved in required status
o Give user a notification of approval.
o Part time Lecturing Form
o External Examiner Application Form
o View Employee Data
o View Employee Data sheet
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o Newsletter/Bulleting
o Enable staff to fill requisitions on the portal
o Show approval status and levels
o Notifications on requisitions approved
o Request for information materials
o Registration of library users
o Request for internal research funding
o Submission of Research progress report
o Registration of project
o Bio data medical form
o Appraisal
o Staff review request
o Disciplinary appeals
o Employee clearance
o Staff portal notice board.
o Should not allow staff who are deceased, dismissed, retired, resigned or on
suspension to login; it should simply display their status.
o Login should be tied to status.
2.15.5.16 SMS Module o Should send bulk sms
o Should access contacts from the ERP
o Does not allow replies
o Should be customized with institution’s Label or information
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2.15.5.17 Online Application System o Ability to create client profile
o Ability to select programmes
o Ability to upload documents
o Ability to make online payments
o Ability to verify application and documents
o Ability to send notification alerts
2.15.5.18 Online Clearance System o Ability to create profile
o Ability to manage clearance process
o Workflow management
o Ability to issue clearance certificate once approved
o Ability to send notification alerts
2.15.5.19 Online Banking System o Ability to integrate ERP with the Bank
o Ability to update the financial module with banked amounts in real-time
o Ability to receive bank statements instantly on request
o Ability to reconcile statements on request
2.15.5.20 Biometric Gate Control System o Supports integration of the opening and closing of gate with the ERP system.
o Controls student who have not paid fees who are denied access at the gate.
o Synchronizes with the main ERP automatically, as soon as the student status
changes the gate control system updates automatically.
o Ability to capture biometric details from the gate control system.
o The system operates on an Ethernet network. This means there are not special
network setup required beyond the RJ45 network setup extended from the main
network within the Institution.
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o Automatic checking of Gate passes.
o Helps in keeping track of Visitors to the Institute.
o Enable integration with CCTV cameras and Biometric system.
o Ability to control bi-directional turnstiles with a single door controller.
o Ability to display detailed history records and audit trail functions for tracking
past configuration changes.
o Provides fingerprint login for system administrators.
o Allows time-based access permission to be defined per specific group of people.
o Ability to fully synchronize data between device and database.
o Automatically sends email and notifications to defined recipients when an
incident is detected.
o Ability to provide anti-pass back.
o Provides ability to integrate with alarm systems.
o Provides real-time event logs to ensure all events are completely documented.
o Provides ability to generate attendance sheets.
o Provides the ability to post attendance data to the HR and payroll system where
necessary.
o The ability to view events in real time.
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Scalability
The system should be a highly scalable solution, which is designed in a scale up/out
model at each layer. This will provide the model for future growth.
Training
All the users of the system should be trained to be able to use the system depending on
their levels of authorization.
The solution provider should conduct several trainings for The Polytechnic staff for a
smooth transition. A training plan should be submitted and the trainings should
include but not limited to the following areas:
i) Development Tools training (including security tools)
ii) Starter training
iii) Administration (database, system, and other infrastructure)
iv) Performance enhancements, trouble shooting and fine tuning
v) Application training – All users
vi) Solution walk-through with code /programs walk-through –technical and
administrators of the system training
vii) Package configuration for development/ administration for technical staff
viii) Workflow approvers/ originators training
ix) Document management users training
Data Migration
This will involve migration of data and synchronization from existing systems to new
system.
i) The system should have an easy way of moving data from current applications
and manual records to the new system.
ii) The system provider should co-ordinate with existing system administrators to
ensure smooth data archival, backup and replication.
iii) Responsibility of ensuring data synchronization lies with the system
provider.
Warranty
i) The system should have a 1 years Warranty
ii) An uptime of more than 99% has to be ensured for the system.
iii) During warranty period besides, all software upgrade, bugs/ patches and
services shall be provided free of cost.
iv) Warranty period conditions;
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a. The vendor should provide a status report every six months through e-
mail to The Polytechnic about the support related complaints lodged
by different users
b. The vendor should provide helpdesk support services through
telephone/e-mail where users can lodge their complaint. Each user will
be assigned a unique trouble ticket number through which he/she
should be able to track the action taken on his complaint through a
support portal. The Project Manager should maintain the list of trouble
tickets being opened and closed.
c. Any failure should be rectified within maximum period of two
working days.
d. Any system module failing at least three times in three months,
displaying chronic system design or quality control problem should be
totally replaced by the provider at his cost and risk within 30 days.
e. System preventive maintenance and fine-tuning the performance of
the system besides regular service calls should be carried out every 6
months during the warranty period.
f. On completion of the Warranty period, The Polytechnic has option to
enter into Annual Maintenance Contract with the supplier for post
warranty maintenance of the systems.
Hand over
The system provider should ensure security of the source code through escrow
arrangements and train the technical staff to be able to trouble shoot, add new features
and parameters in the backend and perform any adjustment to the system as and when
required.
Hardware and Software Requirements
The system provider should indicate the minimum installation environment
specification of hardware and operating system required for the system to function
optimally which must be provided by The Polytechnic. The system should be an end-to-
end solution and should be ready to install on the server that has the required operating
system.
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2.15.5.21 Licenses and Support services The system supplier should offer the following;
i) An almost ready-to-use installation. The Polytechnic will allow for very few
customizations.
ii) Personal support at The Polytechnic premises within 24 hours (Monday to
Friday) on demand
iii) Service Management services 24/7
iv) Description of the Licensing mode of the software
v) Maintenance (corrective) and upgrades to available new versions
2.15.5.22 Training
All the users of the system should be trained to be able to use the system depending on
their levels of authorization.
The solution provider should conduct several trainings for The Polytechnic staff for a
smooth transition. A training plan should be submitted and the trainings should
include but not limited to the following areas:
i) Development Tools training (including security tools)
ii) Starter training
iii) Administration (database, system, and other infrastructure)
iv) Performance enhancements, trouble shooting and fine tuning
v) Application training – All users
vi) Solution walk-through with code /programs walk-through –technical and
administrators of the system training
vii) Package configuration for development/ administration for technical staff
viii) Workflow approvers/ originators training
ix) Document management users training
2.15.5.23 Hardware and Software Requirements
The system provider should indicate the minimum installation environment
specification of hardware and operating system required for the system to function
optimally which must be provided by The Polytechnic. The system should be an end-to-
end solution and should be ready to install on the server that has the required operating
system.
2.15.5.24 Post Stabilization
Bidder shall provide product support after going live, as part of this project by
57
deputing technical and functional consultants at site for not less than one month
after implementation
During the stabilization period the bidder would help The Polytechnic to correct
any troubleshooting while doing transactions or generating reports. The bidder
will correct the user manual and configuration manuals if required.
Any required configuration and/or customized during this phase would be done
by bidder without any additional cost to The Polytechnic.
2.15.5.25 System Management Annual Charges
Any charges such as annual maintenance, annual license fee and software support
cost should be clearly stated. The privileges that will be experienced by
subscribing to such annual charges should be clearly stated. E.g. Product ERP at
no other cost etc.
2.15.5.26 Hardware Specifications
Bidders should provide advice to The Polytechnic in the scoping of hardware
requirements to be provisioned for the ERP.
2.15.5.27 Testing Plan
The Vendor should describe in detail in their proposal the testing environment
and methodology to be used prior to handing over the system for client user
acceptance testing (UAT). The Client expects the following test cycle to include:
Unit Testing: The vendor will carry out the unit testing in house to make sure
each component and module of the system functions as designed.
Integration Testing: After all modules of the system are developed, integration
testing is carried out to make sure that all modules function and perform as
expected when working in combination.
Load testing: Since the application will be used by a large number of users in
future, load testing will be performed to see how the system performs under
heavy loads. This may require fine tuning the web server, application,
application server, and/or the database server or network configuration.
Recovery Testing: One of the important aspects of an application is how well it
can recover in case of a system failure, server shutdown, or service failure. Tests
will be carried out to see how well the system recovers from crashes and
hardware failures.
Security Testing: it is necessary to perform detailed security testing of the
system. This involves a complete penetration test to make sure the application
and the server is not vulnerable to any type of attacks such as SQL injection
58
attack, XSS attacks etc. This will be done by using threat detection and
vulnerability scanner software.
The following high level UAT testing approach will be carried out by the client
(The Polytechnic) prior to system acceptance and signoff:
Usability Testing: The client will test the navigation between screens, user-
friendliness and workflows of each of the screens. Against this, if deficiencies are
identified the interface maybe redesigned during this testing phase based on
feedback from the Client.
Functional Testing: A complete end to end functional testing cycle will run.
During the functional test, actual processes, and all key services provided by
Registry system will be tested against the business requirement, (end to end) to
see if the system meets the requirements as described in the in the RFP document
and stores data and generate reports properly.
Acceptance Testing: An end to end functional and quality of service (including
security, performance and robustness) will be complete by The Polytechnic prior
to any system sign off.
UAT Test Script: The vendor will create the UAT test cases to cover a
representative sample of cases and user scenarios. In each test case, write the
manual test steps to be followed by the client’s test team. The client will
complete this set of tests in addition to their own developed test cases.
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2.16 SECTION IV: - SUBMISSION OF PROPOSALS
2.16.1 Notes on the preparation of the Technical Proposals
i. In preparing the technical proposals the consultant is expected to examine all
terms and information included in the RFP. Failure to provide all requested
information shall be at the consultants own risk and may result in rejection of
the consultant’s proposal.
ii. The technical proposal shall provide all required information and any
necessary additional information and shall be prepared using the standard
forms provided in this Section.
iii. The Technical proposal shall not include any financial information unless it is
allowed in the Appendix to information to the consultants or the Special
Conditions of contract.
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APPENDIX I:FORMS
1. TECHNICAL PROPOSAL SUBMISSION FORM
[_______________ Date]
To:______________________[Name and address of Client)
Ladies/Gentlemen:
We, the undersigned, offer to provide the consulting services for __________________
_______________________________[Title of consulting services] in accordance with your
Request for Proposal dated ______________________[Date] and our Proposal. We are
hereby submitting our Proposal, which includes this Technical Proposal, [and a
Financial Proposal sealed under a separate envelope-where applicable].
We understand you are not bound to accept any Proposal that you receive.
We remain,
Yours sincerely,
_______________________________[Authorized Signature]:
________________________________[Name and Title of Signatory]
:
_________________________________[Name of Firm]
:
_________________________________[Address:]
61
2. FIRM’S REFERENCES
Relevant Services Carried Out in the Last Ten Years
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 Approx. Value of Services (Kshs)
(Month/Year):
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; ________________________
62
(May be amended as necessary)
3. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF
REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY
THE CLIENT.
On the Terms of Reference:
1.
2.
3.
4.
5.
On the data, services and facilities to be provided by the Client:
1.
2.
3.
4.
63
14. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR
PERFORMING THE ASSIGNMENT
64
5. TEAM COMPOSITION AND TASK ASSIGNMENTS
1. Technical/Managerial Staff
Name Position Task
2. Support Staff
Name Position Task
65
6. 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: ______________________
66
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].
67
Education:
[Summarize college/university and other specialized education of staff member, giving
names of schools, dates attended and degree[s] obtained.]
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.
68
_________________________________________________________ Date: ___________
[Signature of staff member]
___________________________________________________________________ Date;
______________
[Signature of authorised representative of the firm]
Full name of staff member:
_____________________________________________________
Full name of authorized representative: _________________________________________
69
7. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL
Days (in the Form of a Bar Chart)
Name Position Reports
Due/
Activities
1
2
3
4
5
6
7
8
9
10
11
12
Number of
Days
Reports Due: _________
Activities Duration: _________
Signature: ________________________
(Authorized representative)
Full Name: ________________________
Title: ______________________________
Address: ___________________________
70
8. ACTIVITY (WORK) SCHEDULE
(a). Completion and Submission of Reports
Reports Date
1. Inception Report
4. Interim Progress
Report
(a) First Status Report
(b) Second Status
Report
3. Draft Report
4. Final Report
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SECTION IV: - FINANCIAL PROPOSAL
Notes on preparation of Financial Proposal
4.1 The Financial proposal prepared by the consultant should list the costs
associated with the assignment.
4.2 The financial proposal shall be in Kenya Shillings or any other currency allowed
in the request for proposal and shall take into account the tax liability and cost of
insurances specified in the request for proposal.
4.3 The financial proposal should be prepared using the Standard forms provided in
this part
72
SECTION IV - FINANCIAL PROPOSAL STANDARD FORMS
Table of Contents Page
1. Financial proposal submission Form
2. Summary of costs
3. Standard Forms
73
1. FINANCIAL SUBMISSION FORM PROPOSAL
________________[ Date]
To: ______________________________________
______________________________________
______________________________________
[Name and address of Client]
Ladies/Gentlemen:
We, the undersigned, offer to provide the consulting services for
(_____________________) [Title of consulting services] in accordance with your Request
for Proposal dated (__________________) [Date] and our Proposal. Our attached
Financial Proposal is for the sum of
(_________________________________________________________________) [Amount in
words and figures] inclusive of the taxes.
We remain,
Yours sincerely,
_____________________________[Authorized Signature]
_____________________ [Name and Title of Signatory]
_______________________ [Name of Firm]
______________________ [Address]
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2. SUMMARY OF COST
Based on the information contained in the technical specifications, the prospective
bidders should provide a breakdown of costs.
Module Costs Currency(ies) Amount(s)
1.
2.
3.
4.
Subtotal
Taxes
Total Amount of Financial
Proposal
_________________
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SECTION VIII - STANDARD FORMS
Notes on the sample Forms
1. Form of Tender - The form of tender must be completed by the
tenderer and submitted with the tender documents. It must also be duly signed
by duly authorized representatives of the tenderer.
2. Confidential Business Questionnaire Form - This form must be completed by the
tenderer and submitted with the tender documents.
3. Tender Security Form -When required by the tender documents the tender shall
provide the tender security either in the form included herein or in another format
acceptable to the procuring entity.
4. Contract Form-The Contract Form shall not be completed by the tenderer at the time
of submitting the tender. The Contract Form shall be completed after contract award
and should incorporate the accepted contract price.
5. Performance Security Form-The performance security form should not be
completed by the tenderers at the time of tender preparation. Only the successful
tenderer will be required to provide performance security in the form provided
herein or in another form acceptable to the The Kisii National Polytechnic.
6. Manufacturers Authorization Form-When required by the ender documents this form
must be completed and submitted with the tender documents. This form will be
completed by the manufacturer of the goods where the tenderer is an agent.
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8.1 FORM OF TENDER
Date
Tender No.
To:
[name and address of The Kisii National Polytechnic]
Gentlemen and/or Ladies:
1. Having examined the tender documents including Addenda Nos.
………………………………. [insert numbers].the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to supply deliver, install and commission (
…………………………………………… (insert equipment description) 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.
2. We undertake, if our Tender is accepted, to deliver install and commission the
equipment in accordance with the delivery schedule specified in the Schedule of
Requirements.
3. If our Tender is accepted, we will obtain the guarantee of a bank in a sum of equivalent
to percent of the Contract Price for the due performance of the
Contract , in the form prescribed by ………………. ……………….( The Kisii National
Polytechnic).
4. We agree to abid by this Tender for a period of …… [number] days from the date fixed
for tender opening of the Instructions to tenderers, and it shall remain binding upon us
and may be accepted at any time before the expiration of that period.
5. This Tender, together with your written acceptance thereof and your notification of
award, shall constitute a Contract, between us. Subject to signing of the Contract by the
parties.
6. We understand that you are not bound to accept the lowest or any tender you may
receive.
Dated this day of 20
77
[signature] [in the capacity of]
Duly authorized to sign tender for an on behalf of
78
8.2 CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM
You are requested to give the particulars indicated in Part 1 and either Part
2(a), 2(b) or 2 (c ) whichever applied to your type of business
You are advised that it is a serious offence to give false information on this form
Part 1 – General:
Business Name
…………………………………………………………………………………………………
Location of business premises.
…………………………………………………………………………………
Plot No………………………………………………… Street/Road
…………………………………………..
Postal Address ……………………….. Tel No. …………………. Fax ……………….
E mail …………….
Nature of Business
……………………………………………………………………………………………..
Registration Certificate No.
…………………………………………………………………………………
Maximum value of business which you can handle at any one time – Kshs.
…………………………………
Name of your bankers ……………………………………….. Branch
………………………………………
Part 2 (a) – Sole Proprietor
Your name in full …………………………………………………….. Age
………………………..
Nationality ………………………………… Country of origin
…………………………………….
Citizenship details
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………………………………………………………………
…………………….
Part 2 (b) Partnership
Given details of partners as follows:
Name Nationality Citizenship
Details Shares
1. ………………………………………………………………………
………………
2. ………………………………………………………………………
………………
3. ………………………………………………………………………
………………..
4. ………………………………………………………………………
………………..
Part 2 (c ) – Registered Company
Private or Public
……………………………………………………………………………………….
State the nominal and issued capital of company-
Nominal Kshs. ………………………………
Issued Kshs. …………………………………
Given details of all directors as follows
Name Nationality Citizenship
Details Shares
1………………………………………………………………………………………
…………………
2.
………………………………………………………………………………………
………………..
3.
………………………………………………………………………………………
………………
4.
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………………………………………………………………………………………
………………
5
………………………………………………………………………………………
……………….
Date ………………………………………………….. Signature of Candidate
………………………………..
If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth,
Naturalization or registration.
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8.3 TENDER SECURITY FORM
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”), are bound unto
…………….. [name of The Kisii National Polytechnic} (hereinafter called “the The
Kisii National Polytechnic”) in the sum of …………………….. for which payment
well and truly to be made to the said The Kisii National Polytechnic, the Bank
binds itself, its successors, and assigns by these presents. Sealed with the Common
Seal of the said Bank 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 The Kisii National Polytechnic 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 The Kisii National Polytechnic up to the above amount
upon receipt of its first written demand, without the The Kisii National
Polytechnic having to substantiate its demand, provided that in its demand the The
Kisii National Polytechnic 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 bank]____________________________
(Amend accordingly if provided by Insurance Company)
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8.4 CONTRACT FORM
THIS AGREEMENT made the day of 20 between
……………… [name of Procurement entity) of ……….. [country of Procurement entity]
(hereinafter called “the The Kisii National Polytechnic) of the one part and
…………………….. [name of tenderer] of ………….. [city and country of tenderer]
(hereinafter called “the tenderer”) of the other part;
WHEREAS the The Kisii National Polytechnic invited tenders for certain goods ] and
has accepted a tender by the tenderer for the supply of those goods in the sum of
…………………………… [contract price in words and figures] (hereinafter called “the
Contract Price).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to:
2. The following documents shall be deemed to form and be read and construed as
part of this Agreement viz:
(a) the Tender Form and the Price Schedule submitted by the tenderer
(b) the Schedule of Requirements
(c ) the Technical Specifications
(d) the General Conditions of Contract
(e) the Special Conditions of contract; and
(f) the The Kisii National Polytechnic’s Notification of Award
3. In consideration of the payments to be made by the The Kisii National
Polytechnic to the tenderer as hereinafter mentioned, the tender hereby covenants with
the The Kisii National Polytechnic to provide the goods and to remedy defects therein
in conformity in all respects with the provisions of the Contract
4. The The Kisii National Polytechnic hereby covenants to pay the tenderer in
consideration of the provisions of the goods and the remedying of defects therein, the
83
Contract Price or such other sum as may become payable under the provisions of the
Contract at the times and in the manner prescribed by the contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with their respective laws the day and year first above written.
Signed, sealed, delivered by the (for the The Kisii National
Polytechnic
Signed, sealed, delivered by the (for the tenderer in the
presence of
(Amend accordingly if provided by Insurance Company)
84
8.5 MANUFACTURER’S AUTHORIZATION FORM
To [The The Kisii National Polytechnic] ………………….
WHEREAS …………………………………………………………[ name of the manufacturer]
who are established and reputable manufacturers of ………………….. [name and/or
description of the goods] having factories at ………………………………… [address of
factory] do hereby authorize ………………………… [name and address of Agent] to submit
a tender, and subsequently negotiate and sign the Contract with you against tender No.
………………………. [reference of the Tender] for the above goods manufactured by us.
We hereby extend our full guarantee and warranty as per the General Conditions of
Contract for the goods offered for supply by the above firm against this Invitation for
Tenders.
[signature for and on behalf of manufacturer]
Note: This letter of authority should be on the letterhead of the Manufacturer and
should be signed by a person competent.
85
8.6 LETTER OF NOTIFICATION OF AWARD
Address of The Kisii National
Polytechnic
_________________________________________
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
86
8.9 FORM RB 1
REPUBLIC OF KENYA
PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD
APPLICATION NO…………….OF……….….20……...
BETWEEN
…………………………………………….APPLICANT
AND
…………………………………RESPONDENT (The Kisii National Polytechnic)
Request for review of the decision of the…………… (Name of the The Kisii National Polytechnic) 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.
etc
SIGNED ……………….(Applicant)
Dated on…………….day of ……………/…20…
FOR OFFICIAL USE ONLY
Lodged with the Secretary Public Procurement Administrative Review Board on ………… day of
………....20….………
SIGNED
Board Secretary
87
SECTION VI: ANTI-CORRUPTION DECLARATION COMITMENT/ PLEDGE
I/We/Messrs…………………………………………………………………………….
of Street, Building, P O Box……………………………………………………………
…………………………………………………………………………………………..
Contact/Phone/E mail…………………………………………………………………..
declare that Public Procurement is based on a free and fair competitive Tendering
process which should not be open to abuse.
I/We ..…………………………………………………………………………………..
declare that I/We will not offer or facilitate, directly or indirectly, any inducement or
reward to any public officer, their relations or business associates, in connection with
Tender No ………………………..……………………………………………….
for or in the subsequent performance of the contract if I/We am/are successful.
Authorized Signature.............................................................................................................
Name and Title of Signatory…………………………………………………………………
Stamp………………………………………………………………………………………....