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Email: [email protected]
Website: http://kencreamsacco.co.ke/
TENDER DOCUMENT
REQUEST FOR PROPOSAL FOR THE SUPPLY, INSTALLATION, CONFIGURATION,
TESTING, TRAINING OF USERS AND COMMISSIONING OF AN ENTERPRISE
RESOURCE PLANNING SYSTEM
TENDER REF NO: KENCREAM/ICTSYSTEM/18-19
KENCREAM CO-OP SAVINGS & CREDIT SOCIETY LTD
CREAMERY HOUSE DAKAR ROAD
P.O. BOX 30131-00100
NAIROBI
Tender Closing Date & Time: 6th July 2018 at 10:00hrs (East Africa Time)
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1) INVITATION TO TENDER
RE: KEANCREAM/ICTSYSTEM/18-19 - TENDER FOR SUPPLY, INSTALLATION,
CONFIGURATION, TESTING, TRAINING OF USERS AND COMMISSION THE
SOCIETY’S ENTERPRISE RESOURCE PLANNING
Kencream SACCO Society Limited is in the process of sourcing for firms to partner with in
providing the above referred ERP System. In this regard Kencream SACCO Society Limited invites
proposals from firms who are qualified to provide the above system.
You may obtain further information, inspect and obtain tender documents at the Kencream SACCO
Society Limited office, Dakar Rd, off Enterprise Rd, Industrial Area, and Nairobi during normal
working hours after paying KSH 1,000 for the tender document to the SACCO’s Accountant.
Tenders can also be downloaded from the SACCOs website http://kencreamsacco.co.ke/ free of
charge. Those who download the document should inform the SACCO immediately via email:
A Tender Security of Kshs, 400,000 in form of a guarantee from a reputable bank or from an
insurance company payable to Kencream SACCO Society Limited should accompany the tender
documents. Rates quoted should be inclusive of all taxes, must be in Kenya Shillings and should
remain valid for 90 days after the tender opening.
Completed tender documents MUST be enclosed in plain sealed envelope clearly marked:
“TENDER NO: KENCREAM/ICTSYSTEM/18-19 REQUEST FOR PROPOSAL FOR
AN ERP SYSTEM”
And addressed to:
The Chief Executive Officer
Kencream SACCO Society Ltd
Creamery House,
3
Dakar road, Industrial Area.
P.O. Box 30131-00100
NAIROBI
And should be placed in the Tender box at the Society’s reception area located on Creamery House,
Industrial Area, Nairobi so as to be received on or before Friday 6th July 2018 at 10:00 HRS (EAT).
Submitted bids will be opened immediately thereafter from 11.00 AM in the presence of
the bidders or their representatives who may choose to attend.
Late bids shall be rejected
CHIEF EXECUTIVE OFFICER
KENCREAM SACCO SOCIETY LTD
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Table of Contents
1) INVITATION TO TENDER ..................................................................................................... 2
2) INSTRUCTIONS TO TENDERERS ........................................................................................ 8
2.0 Eligible Tenderers ............................................................................................................... 8
2.1 Cost of Tendering ................................................................................................................ 8
2.2 Contents of Tender Document ............................................................................................ 8
2.3 Clarification of Tender Documents ..................................................................................... 9
2.4 Amendment of Tender Documents ..................................................................................... 9
2.5 Language of Tender .......................................................................................................... 10
2.6 Documents Comprising the Tender ................................................................................... 10
2.7 Tender Form ...................................................................................................................... 11
2.8 Tender Prices ..................................................................................................................... 11
2.9 Tender Currencies ............................................................................................................. 11
2.10 Tenderers Eligibility and Qualifications ........................................................................... 12
2.11 Goods Eligibility and Conformity to Tender Document...................................................... 12
2.12 Tender Security .................................................................................................................... 13
2.13 Validity of Tenders .............................................................................................................. 14
2.14 Format and Signing of Tender .......................................................................................... 15
2.15 Sealing and Marking of Tenders .......................................................................................... 15
2.16 Deadline for Submission of Tenders .................................................................................... 16
2.17 Modification and Withdrawal of Tenders ......................................................................... 16
2.18 Opening of Tenders ........................................................................................................... 17
2.19 Clarification of Tenders ....................................................................................................... 17
2.20 Preliminary Examination and Responsiveness ................................................................. 17
2.21 Conversion to Single Currency ............................................................................................ 18
2.22 Evaluation and Comparison of Tenders ............................................................................ 18
2.23 Contacting Kencream SACCO .......................................................................................... 19
2.24 Award of Contract ............................................................................................................. 19
2.25 Notification of Award ....................................................................................................... 21
2.26 Signing of Contract ........................................................................................................... 21
2.27Performance security ............................................................................................................. 21
2.28 Corrupt or fraudulent practices ......................................................................................... 22
3.0 TECHNICAL EVALUATION CRITERIA ......................................................................... 23
4.0 TECHNICAL SPECIFIATIONS .......................................................................................... 27
4.1 Introduction ............................................................................................................................ 27
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4.2 Features of the ERP System ................................................................................................... 27
7.1 Financial management .................................................................................................. 34
Chart of Accounts Set up .......................................................................................................... 35
7.2 Payroll Management ...................................................................................................... 39
7.3 Supply chain management .................................................................................... 40
i. Items .................................................................................................................................... 40
The system should show the particular items in the store with complete data of the balances in stock. ....................................................................................................................... 40
The system should show items required in the store by giving messages whenever the stocks are at the re-order level. ............................................................................................... 40
ii. Vendors ................................................................................................................................ 40
The system should show a listing of prequalified vendors together with their details. 40
iii. Purchase requisition ...................................................................................................... 40
The system should allow raising of purchase requisition for departments-maker checker ........................................................................................................................................ 40
iv. Request for quotations ................................................................................................... 40
The system should capture a standard RFQ as per the Kencream procurement policy. 40
v. Purchase quotes .................................................................................................................. 40
The system should automatically analyze purchase requisition sent by vendors ..... 40
vi. Purchase order ................................................................................................................ 40
System should automatically raise a purchase order when an item stock level is low 40
vii. Purchase invoices ........................................................................................................... 40
The system should capture the details of the invoice.................................................... 40
viii. Purchase credit memos .................................................................................................. 40
The system should allow return of goods ....................................................................... 40
ix. Procurement process ...................................................................................................... 40
The process should be well outlined in the system such that if one step is skipped one cannot proceed. This process should be as outlined in the procurement policy. ............ 40
x. History ................................................................................................................................. 40
The system should capture the history for a specific item ........................................... 40
xi. Setup ................................................................................................................................. 41
The system should enable addition of a vendor and item, the information should be editable. ...................................................................................................................................... 41
xii. Approvals- maker checker ............................................................................................. 41
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7.4 KCC Agency .................................................................................................................. 41
7.5 Funds management/ payment process ....................................................................... 41
7.6 Store management.......................................................................................................... 43
7.7 Agile banking (FOSA) .................................................................................................... 44
7.8 Cash management setup ................................................................................................ 45
7.9 Cashier transaction......................................................................................................... 45
7.10 Agile banking (FOSA) ................................................................................................. 45
7.1.1 Loan Application ......................................................................................................... 48
7.1.2 Loan Appraisal ............................................................................................................ 49
7.1.3 Loan Approvals ........................................................................................................... 50
7.1.4 Loan Disbursements ................................................................................................... 51
7.2 REMITTANCES ................................................................................................................... 51
7.2.2 Loan Repayment ......................................................................................................... 51
7.2.3 Credit reports ............................................................................................................... 52
7.3 Mobile banking ............................................................................................................... 53
7.4 Interest charging ............................................................................................................. 53
7.5 Member withdrawals ........................................................................................................ 54
7.11 Human resource ................................................................................................................. 54
1. Web Portal ........................................................................................................................... 57
2. Mobile Banking ................................................................................................................... 57
3. Time and attendance system ............................................................................................ 58
4. ATM ...................................................................................................................................... 58
11. Agency Banking .............................................................................................................. 58
5.0 TENDER FORM ........................................................................................................................ 60
5.1 Technical proposal submission form ..................................................................................... 60
5.2 Firm’s references ............................................................................................................... 61
5.3 Comments and suggestions of consultants on the terms of reference and on data, services and
facilities to be provided by the client. .......................................................................................... 62
5.4 Description of the methodology and work plan for performing the assignment .............. 63
5.5 Team Composition and Task Assignments ............................................................................ 64
5.6 Time schedule for software implementation ..................................................................... 67
6. PRICE SCHEDULE ................................................................................................................ 68
7. GENERAL CONDITIONS OF CONTRACT ............................................................................. 71
8. SPECIAL CONDITIONS OF CONTRACT ........................................................................... 76
9. STANDARD FORMS ............................................................................................................. 77
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9.1 Form of Tender ...................................................................................................................... 77
9.2 Confidential business questionnaire form ......................................................................... 79
9.3 Tender security form ......................................................................................................... 82
9.4 Bank guarantee for advance payment ............................................................................... 84
9.5 Contract Form ................................................................................................................... 86
9.6 Performance Security Form ................................................................................................... 88
9.7 Request for Review Form ...................................................................................................... 89
9.8 Declaration Form ................................................................................................................... 91
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2) INSTRUCTIONS TO TENDERERS
2.0 Eligible Tenderers
2.0.1 This Request for Proposals is open to all eligible tenderers. The successful tenderer shall
complete the supply, installation, configuration, testing, training of users and commissioning of the
ERP System by the intended completion date as will be agreed in the contract documents.
2.0.2 Kencream SACCO’s employees, committee members, board members and their relatives
(spouse and children) are not eligible to participate in the tender.
2.0.3 Tenderers shall provide the qualification information statement that the tenderer (including all
members of a joint venture and subcontractors) is not associated, or have been associated in the past,
directly or indirectly, with a firm or any of its affiliates which have been engaged by Kencream
SACCO to provide consulting services for the preparation of the design, specifications, and other
documents to be used for the procurement of the goods under this Request for Proposals.
2.0.4 Tenderers involved in corrupt or fraudulent practices or debarred from participating in public
procurement shall not be eligible.
2.1 Cost of Tendering
2.1.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender,
and Kencream SACCO, will in no case be responsible or liable for those costs, regardless of the
conduct or outcome of the tendering process.
2.2 Contents of Tender Document
2.2.1 The tender document comprises the documents listed below and addenda issued in
accordance with clause 6 of these instructions to tenderers.
(i) Invitation to Tender
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(ii) Instructions to Tenderers
(iii) General Conditions of Contract
(iv) Special Conditions of Contract
(v) Schedule of requirements
(vi) Technical Specifications
(vii) Tender Form and Price Schedules
(viii) Tender Security Form
(ix) Performance Security Form
(x) Bank Guarantee for Advance Payment Form
(xi) Confidential Business Questionnaire Form
2.2.1 The Tenderer is expected to examine all instructions, forms, terms, and specifications in the tender
documents. Failure to furnish all information required by the tender documents or to submit a
tender not substantially responsive to the tender documents in every respect will be at the
tenderers risk and may result in the rejection of its tender.
2.3 Clarification of Tender Documents
2.3.1 A prospective tenderer making inquiries of the tender documents may notify Kencream SACCO
in writing or by post at the entity’s address indicated in the invitation for tenders. Kencream
SACCO will respond in writing to any request for clarification of the tender documents, which it
receives not later than seven (7) days prior to the deadline for the submission of tenders,
prescribed by Kencream SACCO. Written copies of the Procuring entities response (including an
explanation of the query but without identifying the source of inquiry) will be sent to all
prospective tenderers that have received the tender document.
2.3.2 Kencream SACCO shall reply to any clarifications sought by the tenderer within 3 days of
receiving the request to enable the tenderer to make timely submission of its tender.
2.4 Amendment of Tender Documents
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2.4.1 At any time prior to the deadline for submission of tender, Kencream SACCO, for any reason,
whether at its own initiative or in response to a clarification may modify the tender documents by
issuing an addendum.
2.4.2 All prospective tenderers that have obtained the tender documents will be notified of the
amendment in writing or by post and will be binding on them.
2.4.3 In order to allow prospective tenderers reasonable time in which to take the amendment into
account in preparing their tenders, Kencream SACCO, at its discretion, may extend the deadline
for the submission of tenders.
2.5 Language of Tender
2.5.1 The tender prepared by the tenderer, as well as all correspondence and documents relating to the
tender exchange by the tenderer and Kencream SACCO, shall be written in English language,
provided that any printed literature furnished by the tenderer may be written in another language
provided they are accompanied by an accurate English translation of the relevant passages in
which case, for purposes of interpretation of the tender, the English translation shall govern.
2.6 Documents Comprising the Tender
2.6.1 The tender prepared by the tenderers shall comprise the following components.
(a) A tender Form and a Price Schedule completed in accordance with paragraph 2.9, 2.10
and 2.11 below
(b) Documentary evidence established in accordance with paragraph that the tenderer is eligible
to tender and is qualified to perform the contract if its tender is accepted;
(c) Documentary evidence established in accordance with paragraph that the goods and
ancillary services to be supplied by the tenderer are eligible goods and services and conform to
the tender documents;
(d) Tender security furnished in accordance with paragraph 2.14
(e) Confidential Business Questionnaire
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2.7 Tender Form
2.9.1 The tenderer shall complete the Form of Tender and the appropriate Price Schedule furnished
in the tender documents, indicating the ERP System to be supplied, installed and commissioned and
a brief description of the ERP System, their country of origin, quantity, and prices.
2.8 Tender Prices
2.8.1 Prices indicated on the Price Schedule shall be entered separately in the following manner:
2.8.2 The price of the ERP System quoted EXW (ex works, ex factory, ex warehouse, ex
showroom, or off-the-shelf, as applicable), including all customs duties and sales and
other taxes already paid or payable:
2.8.3 Charges for inland transportation, insurance, and other local costs incidental to delivery
of the goods to their final destination; and
2.8.4 Installation charges shall also be indicated separately for each module of the ERP
System.
2.8.5 Prices quoted by the tender shall remain fixed during the Tender’s performance of the
contract. A tender submitted with an adjustable price quotation will be treated as non-
responsive and will be rejected, pursuant to paragraph 2.22 unless otherwise agreed by
the parties.
2.9 Tender Currencies
2.9.1 Prices shall be quoted in the following currencies:
2.9.2 For ERP System that the tenderer will supply from within Kenya, the prices shall be quoted
in Kenya Shillings; and
2.9.3 For ERP System that the tenderer will supply from outside Kenya, the prices may be quoted
in US Dollars or in another freely convertible currency.
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2.9.4 Cost of installation and commissioning will be in Kenya Shillings.
2.10 Tenderers Eligibility and Qualifications
2.10.1 Pursuant to paragraph 2.1.the tenderers shall furnish, as part of its tender, documents
establishing the tenderers eligibility to tender and its qualifications to perform the contract if its
tender is accepted.
2.10.2 The documentary evidence of the tenderers eligibility to tender shall establish to Kencream
SACCO’s satisfaction.
2.10.3 The documentary evidence of the tenderer’s qualifications to perform the contract if its tender
is accepted shall establish to Kencream SACCO’s satisfaction;
(a) that, in the case of a tenderer offering to supply ERP system under the contract which the tenderer
did not manufacture or otherwise produce, the tenderer has been duly authorized by the ERP
System, Manufacturer or producer to supply the ERP System
(b) that the tenderer has the financial, technical, and production capability necessary to perform the
contract;
(c) that, in the case of a tenderer not doing business within Kenya, the tenderer is or will be (if
awarded the contract) represented by an Agent in Kenya equipped, and able to carry out the
Tenderer’s maintenance, repair, and spare parts-stocking obligations prescribed in the Conditions
of Contract and/or Technical Specifications.
2.11 Goods Eligibility and Conformity to Tender Document
2.11.1 The tenderer shall furnish, as part of its tender documents establishing the eligibility and conformity
to the tender documents of all ERP System which the tenderer proposes to supply under the contract
2.11.2 The documentary evidence of conformity of the ERP System to the tender documents may be in the
form of literature, drawings, and data, and shall consist of:
a) a detailed description of the essential technical and performance characteristic of the ERP
System
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b) a list giving full particulars, including available source and current prices of spare parts,
special tools, etc., necessary for the proper and continuing functioning of the ERP System for
a period of two (2) years, following commencement of the use of the ERP System by
Kencream SACCO; and
c) a clause-by-clause commentary on Kencream SACCO’s Technical Specifications
demonstrating substantial responsiveness of the goods and service to those specifications, or
a statement of deviations and exceptions to the provisions of the Technical Specifications.
2.11.2 For purposes of the commentary to be furnished pursuant to paragraph 2.13.3(c ) above, the tenderer
shall note that standards for workmanship, material, and ERP System, as well as references to brand
names or catalogue numbers designated by the Procurement entity in its Technical Specifications,
are intended to be descriptive only and not restrictive. The tenderer may substitute alternative
standards, brand names, and/or catalogue numbers in its tender, provided that it demonstrates to
the Procurement entity’s satisfaction that the substitutions ensure substantial equivalence to those
designated in the Technical Specifications.
2.12 Tender Security
2.12.1The tenderer shall furnish, as part of its tender, a tender security for the amount and form
specified in the Appendix to Instructions to Tenderers.
2.12.2 The tender security shall be Kshs 400,000.00.
2.12.3The tender security is required to protect Kencream SACCO against the risk of Tenderer’s conduct
which would warrant the security’s forfeiture.
2.12.4 The tender security shall be denominated in Kenya Shillings or in another freely convertible
currency, and shall be in the form of a guarantee from a reputable bank or from an insurance
company payable to Kencream Sacco Society Limited.
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2.12.5Any tender not secured in accordance with paragraph 2.14.1 and 2.14.3 will be rejected by Kencream
SACCO as non-responsive.
2.12.6Unsuccessful Tenderer’s tender security will be discharged or returned as promptly as possible but
not later than ninety (90) days after the expiration of the period of tender validity prescribed by
Kencream SACCO.
2.12.7The successful Tenderer’s tender security will be discharged upon the tenderer signing the contract,
pursuant to paragraph 2.26 and furnishing the performance security, pursuant to paragraph 2.27
2.12.8The tender security may be forfeited:
a) if a tenderer withdraws its tender during the period of tender validity specified by
Kencream SACCO 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 2.26.1. or
ii) to furnish performance security in accordance with paragraph 2.27
b) If the tenderer rejects correction of an arithmetic error in the tender.
2.13 Validity of Tenders
2.13.1Tenders shall remain valid for 90 days. A tender valid for a shorter period shall be rejected
by Kencream SACCO as non-responsive.
2.13.2 In exceptional circumstances, Kencream SACCO may solicit the Tenderer’s consent to an
extension of the period of validity. The request and the responses thereto shall be made in
writing. The tender security provided shall also be suitably extended. A tenderer may refuse the
request without forfeiting its tender security. A tenderer granting the request will not be required
nor permitted to modify its tender.
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2.14Format and Signing of Tender
2.14.1 The tenderer shall prepare two copies of the tender, clearly marking each
“ORIGINAL TENDER” and “COPY OF TENDER,” as appropriate. In the event of any
discrepancy between them, the original shall govern.
2.14.2 The original and all copies of the tender shall be typed or written in indelible ink and shall
be signed by the tenderer or a person or persons duly authorized to bind the tenderer to the
contract. All pages of the tender, except for unamended printed literature, shall be initialed
by the person or persons signing the tender.
2.14.3 The tender shall have no interlineations, erasures, or overwriting except as necessary to
correct errors made by the tenderer, in which case such corrections shall be initialed by the
person or persons signing the tender.
2.15 Sealing and Marking of Tenders
2.15.1The Tenderer shall seal the original and each copy of the tender in separate envelopes, duly
marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then be sealed in an
outer envelope.
2.15.2 The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly
marked “TECHNICAL PROPOSAL,” and the original and all copies of the Financial Proposal in a
sealed envelope clearly marked “FINANCIAL PROPOSAL” and warning: “DO NOT OPEN WITH
THE TECHNICAL PROPOSAL”. Both envelopes shall be placed into an outer envelope and sealed.
This outer envelope shall bear the submission address and other information indicated in the
Appendix “Invitation to Tender” and be clearly marked, “DO NOT OPEN, EXCEPT IN
PRESENCE OF THE OPENING COMMITTEE.
2.15.3 The inner and outer envelopes shall be addressed to Kencream SACCO at the address given
on the Invitation to Tender.
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2.15.4 The inner envelopes shall also indicate the name and address of the tenderer to enable
the tender to be returned unopened in case it is declared “late”.
2.15.5 If the outer envelope is not sealed and marked as required by paragraph 2.15.2,
Kencream SACCO will assume no responsibility for the tender’s misplacement or premature
opening.
2.16 Deadline for Submission of Tenders
2.16.1 Tenders must be received by Kencream SACCO at the address specified under
paragraph not later than 6th July 2018 10.00 A.M.
2.16.1 Kencream SACCO may, at its discretion, extend this deadline for the submission of
tenders by amending the tender documents in which case all rights and obligations
of Kencream SACCO and candidates previously subject to the deadline will
therefore be subject to the deadline as extended
2.16.2 Bulky tenders which will not fit in the tender box shall be received by Kencream
SACCO Chief Executive Officer.
2.17 Modification and Withdrawal of Tenders
2.17.1 The tenderer may modify or withdraw its tender after the tender’s submission,
provided that written notice of the modification, including substitution or withdrawal
of the tenders, is received by Kencream SACCO prior to the deadline prescribed for
submission of tenders.
2.17.2 The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked,
and dispatched in accordance with the provisions of paragraph 2.17. A withdrawal
notice may also be sent by cable, email telex but followed by a signed confirmation
copy, postmarked not later than the deadline for submission of tenders.
2.17.3 No tender may be modified after the deadline for submission of tenders.
2.17.4 No tender may be withdrawn in the interval between the deadline for submission of
tenders and the expiration of the period of tender validity specified by the tenderer on
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the Tender Form. Withdrawal of a tender during this interval may result in the
Tenderer’s forfeiture of its tender security
2.18 Opening of Tenders
2.18.1 Kencream SACCO will open all tenders in the presence of tenderers’ representatives
who choose to attend, at 1100hrs on 6th July 2018 at Kencream Sacco Office, Dakar
Road, Industrial Area. The tenderers’ representatives who are present shall sign a
tender opening register evidencing their attendance.
2.18.2 The tenderers’ names, tender modifications or withdrawals, and the presence or
absence of requisite tender security and such other details as Kencream SACCO, at its
discretion, may consider appropriate, will be announced at the opening.
2.18.3 Kencream SACCO will prepare minutes of the tender opening.
2.19 Clarification of Tenders
2.19.1 To assist in the examination, evaluation and comparison of tenders Kencream SACCO
may, at its discretion, ask the tenderer for a clarification of its tender. The request for
clarification and the response shall be in writing, and no change in the prices or
substance of the tender shall be sought, offered, or permitted.
2.19.2 Any effort by the tenderer to influence Kencream SACCO in the tender evaluation,
tender comparison or contract award decisions may result in the rejection of the
tenderers’ tender.
2.20 Preliminary Examination and Responsiveness
2.20.1 Kencream SACCO will examine the tenders to determine whether they are complete,
whether any computational errors have been made, whether required sureties have
been furnished, whether the documents have been properly signed, and whether the
tenders are generally in order.
2.20.2 Arithmetical errors will not be rectified.
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2.20.3 Kencream SACCO may waive any minor informality or nonconformity or irregularity
in a tender which does not constitute a material deviation, provided such waiver does
not prejudice or effect the relative ranking of any tenderer.
2.20.4 Prior to the detailed evaluation, Kencream SACCO will determine the substantial
responsiveness of each tender to the tender documents. For purposes of these
paragraphs, a substantially responsive tender is one, which conforms to all the terms
and conditions of the tender documents without material deviations.
2.20.5 If a tender is not substantially responsive, it will be rejected by Kencream SACCO
and may not subsequently be made responsive by the tenderer by correction of the
non-conformity.
2.21 Conversion to Single Currency
2.21.1 Where other currencies are used, Kencream SACCO 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.
2.22Evaluation and Comparison of Tenders
2.22.1 Kencream SACCO will evaluate and compare the tenders which have been
determined to be substantially responsive.
2.22.2 Kencream SACCO’s evaluation of a tender will exclude and not take into account
(a) In the case of ERP System manufactured in Kenya or ERP System of foreign origin
already located in Kenya, sales and other similar taxes, which will be payable on the goods if a
contract is awarded to the tenderer; and
(b) Any allowance for price adjustment during the period of execution of the contract,
if provided in the tender.
2.22.3 The comparison shall be of the ex-factory/ex-warehouse/off-the-shelf price of the
goods offered from within Kenya, such price to include all costs, as well as
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duties and taxes paid or payable on components and raw material incorporated or
to be incorporated in the goods.
2.22.4 Kencream SACCO’s evaluation of a tender will take into account, in addition to
the tender price and the price of incidental services, the following factors, in the
manner and in the technical specifications:
a) Delivery and installation schedule offered in the tender.
b) Deviations in payment schedule from the specifications in the Special Conditions of
Contract.
c) the cost of components, mandatory spare parts and service;
d) the availability in Kenya of spare parts and after sales service for the software offered
in the tender
2.22.5 The tender evaluation committee shall evaluate the tender within 21 days of the
validity period from the date of opening the tender.
2.23Contacting Kencream SACCO
2.23.1 Subject to paragraph 2.21 no tenderer shall contact Kencream SACCO on any matter
related to its tender, from the time of the tender opening to the time the contract is
awarded.
2.23.2 Any effort by a tenderer to influence Kencream SACCO in its decisions on tender,
evaluation, tender comparison, or contract award may result in the rejection of the
Tenderer’s tender.
2.24Award of Contract
2.24.1 The determination will take into account the tenderer financial, technical, and
production capabilities. It will be based upon an examination of the documentary
evidence of the tenderers qualifications submitted by the tenderer, pursuant to the
evaluation criteria as well as such other information as Kencream SACCO deems
necessary and appropriate.
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2.24.2 An affirmative determination will be a prerequisite for award of the contract to the
tenderer. A negative determination will result in rejection of the Tenderer’s tender, in
which event Kencream SACCO will proceed to the next lowest evaluated tender to
make a similar determination of that Tenderer’s capabilities to perform satisfactorily.
(b) Award Criteria
2.24.3 Kencream SACCO will award the contract to the successful tenderer(s) whose tender
has been determined to be substantially responsive and has been determined to be the
lowest evaluated tender, provided further that the tenderer is determined to be
qualified to perform the contract satisfactorily.
2.24.4 To qualify for contract awards, the tenderer shall have the following:
a) Necessary qualifications, capability experience, services, ERP System 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.
2.24.5 Kencream SACCO reserves the right to accept or reject any tender, and to annul the
tendering process and reject all tenders at any time prior to contract award, without
thereby incurring any liability to the affected tenderer or tenderers of the grounds for
Kencream SACCO’s action
2.24.6 Kencream SACCO may at any time terminate procurement proceedings before
contract award and shall not be liable to any person for the termination
2.24.7 Kencream SACCO 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.
2.24.8 Tenderer who gives false information in the tender document about his / her
qualification or who refuses to enter into a contract after notification of contract award
shall be considered for debarment from participating in future public procurement.
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2.25Notification of Award
2.25.1 Prior to the expiration of the period of tender validity, Kencream SACCO will notify
the successful tenderer in writing that its tender has been accepted.
2.25.2 The notification of award will signify the formation of the Contract but will have to
wait until the contract is finally signed by both parties. Simultaneous other tenderers
shall be notified that their tenders have not been successful.
2.25.3 Upon the successful Tenderer’s furnishing of the performance security pursuant to
paragraph 2.27, Kencream SACCO will simultaneously inform the other tenderers
that this tenderers have not been successful
2.26Signing of Contract
2.26.1 Within fourteen (14) days of receipt of the Contract Form, the successful tenderer shall
sign and date the contract and return it to Kencream SACCO.
2.26.2 The parties to the contract shall have it signed within 30 days from the date of
notification of contract award unless there is an administrative review request.
2.27Performance security
2.27.1 Within Thirty (30) days of the receipt of notification of award from Kencream SACCO,
the successful tenderer shall furnish the performance security in accordance with the
Conditions of Contract. Performance security shall be 10% of the total contract sum
from reputable bank in Kenya valid for 6 months from the date of issue. The
Performance Security Form provided in the tender documents, or in another form
acceptable to Kencream SACCO.
2.27.2 Failure of the successful tenderer to comply with the requirements of paragraph 2.28
shall constitute sufficient grounds for the annulment of the award and forfeiture of the
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tender security, in which event Kencream SACCO may make the award to the next
lowest evaluated Candidate or call for new tenders.
2.28 Corrupt or fraudulent practices
2.28.1 Kencream SACCO requires that tenderers observe the highest standard of ethics during
the procurement process and execution of contracts. A tenderer shall sign a declaration
that s/he has and will not be involved in corrupt or fraudulent practices.
2.28.2 Kencream SACCO will reject a proposal for award if it determines that the tenderer
recommended for award has engaged in corrupt or fraudulent practices in competing for
the contract in question.
2.28.3 Further a tenderer who is found to have indulged in corrupt or fraudulent practices risks
being debarred from participating in public Procurement in Kenya.
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3.0 TECHNICAL EVALUATION CRITERIA
Points awarded for the evaluation of Full Technical Proposals are:
Ref Evaluation Criteria
Points
Mandatory Documents
The following Mandatory Documents are required to be submitted:
(i) Certificate of Registration/Incorporation
(ii) Manufacturer’s Authorization Certificate or a letter Authorizing
the bidder to deal with the product(s) under consideration/quoted
for (Kencream is bound to confirm the authenticity of the
certificate)
(iii) Provide copies of audited accounts for the last three years (2014,
2015 and 2016 or 2017 where available)
(iv) Valid Tax Compliance Certificate from Kenya Revenue Authority
(KRA). The certificate should be valid as at the day of tender
submission
(v) Filled Confidential Business Questionnaire Form (MUST be filled
and signed by authorized signatory)
(vi) Attach copies of Identification documents (IDs or Valid
Passports) of the owners/Directors of the firms and certified copy
of the latest CR 12 issued by the Registrar of Companies.
(vii) Attach copy of Valid Single Business Permit from County
Government
(viii) Properly bound document/ well presented document. All pages of
the tender document should be serialized or serially numbered in
the format required.
(ix) Self-declaration that the tenderer will not engage in any corrupt or
fraudulent practice signed by the Chief Executive Officer/principal
officer.
(x) The tender security of Kshs. 400,000.00 valid for 90 days after the
tender closing date. The tender security shall be from a reputable
bank or insurance company approved by Public Procurement
24
Regulatory Authority in the format provided. Firms that hold
Valid Certificates of Youth, Women and Persons with Disability
issued by the National Treasury will be exempted from this
requirement.
Specific Experience of the firm
Core banking in a SACCO – (15 marks)
The firm must demonstrate experience in delivering a core banking solution
to a SACCO similar in size to ourselves.
Agency banking, Mobile and ATM – (10 marks)
The firm must demonstrate capability to provide an agency banking, mobile
banking and ATM banking.
Reference letter at least three - (2 marks)
The firm should have at least three (3) reference sites where they have
undertaken similar assignment. Bidders must attach copies of reference letters
for each assignment.
Maintenance and support contract – 5mks
The firm must demonstrate its track record in providing maintenance and
support contract to its clients. They should provide documentary evidence of
the support contract such as an ward letter for support and maintenance.
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Work Plan and Methodology
The firm should provide a logical, well-structured work plan consistent with
the time frames and terms of reference. This will be judged through demos
and interviews to the tender committee based on:
Understanding of Requirement (5 marks)
Technical Approach and Methodology including proposed concept
design of the System, including data migration, user training, user
testing (10 marks)
30
25
Work plan (schedule of activities) and proposed timelines (10 marks)
Managing risks to the project including timelines, scope, security (5
marks)
Organization and Team Composition
Bidder should provide evidence of technical Training and
Experience of Bidders staff;
a. The bidder should provide at least five (5) CVs of Key Technical staff who
will be engaged in the assignment in the standard format (2 marks each).
b. As evidence of relevant training, bidders should attach copies of professional
and academic certificates of the Key Technical Staff listed above (2 marks).
c. Bidders should provide at least two (2) CVs of help desk and customer support
personnel who would be available on a 24 hour basis when in need of support.
(2 marks)
Bidder should provide a company structure (organogram) of their organization
in line with their offering (2 marks)
8
TOTAL TECHNICAL SCORE 70
Financial Proposal
30
The minimum technical Score required to pass and qualifying for the Financial Proposal Evaluation
is 60 Points
The financial Proposal for bidders whose technical scores are less than 60 points will not be
opened.
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Financial Proposal Evaluation (Weightage 30%): Evaluation Committee will determine whether
the Financial Proposals are complete, i.e. whether the tenderer has included all components as per
the tender document. If not, the Committee may reject the bid as non-responsive. Financial bids
shall be compared for the complete scope of work as per the Price Proposal Schedule, inclusive of
all taxes and duties.
Overall Ranking:
The combined result of the technical and financial proposals will determine the final, overall
ranking. The method for obtaining the overall ranking will be as follows:
W = (C low / C) x 0.3 + (T) x 0.7
Where: C low = Lowest Price Proposal
C = Price of Current bid in question
T = Technical Score of the specific proposal in question
W = Weightage Score
Combined Final Marks (F) = 100 x W
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4.0 TECHNICAL SPECIFIATIONS
4.1 Introduction
Kencream Sacco was formed in March 2002 by a group of Staff from New KCC. The society was
formed mainly to promote thrift among its members by affording them an opportunity for
accumulating their savings; and to thereby create a source of funds from which loans can be made
to them exclusively for provident and productive purposes, at fair and reasonable rates of interest;
thereby enabling them to use and control their money for their mutual benefit.
In order to achieve a solid base for growth, Kencream Sacco has opened membership to other
organisations, organised groups and individuals. The society has enjoyed tremendous success such
that as current it has over 1,500 individual members with capital base of over 220 million and an
annual turnover of over 28 million.
The growth is expected to steadily rise with the expected opening of FOSA and aggressive marketing
currently in place.
4.2 Features of the ERP System
5.1 The tenderer should read all the requirements which are provided and give their remarks. This
should give them a clear picture of the system being procured.
5.2 In Summary, the vendor is expected to deliver the following:
Core banking software with all the modules specified in the requirements including finance and
accounting, assets management, payroll management, human resource management,
inventory/stores management, customer care, procurement, credit module, FOSA and payroll.
The vendor will be expected to also provide an integration to:
Mobile banking –The vendor is expected to provide the software solution
which will provide mobile registration, banking features (account
management, deposits and withdrawals, funds transfer loaning) integration
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with telecom service provider, be accessible on USSD, apps and so on. The
vendor to advice on the best infrastructure to support this
Integration with the bank for ATMs
Agency banking that can extend the service of the SACCO
Biometric clocking system for time and attendance which is a desired but not
a mandatory feature
All systems should be provided with a geographical redundancy mode, which can be replicated real-
time
The vendor is expected to provide an advice on the type of hardware and infrastructure that can
support this system.
Vendors are required to show in their response that their proposed solution is capable of
handling the following:
Specific features
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Requirements Module Solution Required Vendor
Response
Data migration Data migration The vendor will be required to migrate all the opening balances and master
data from the current system.
Customer Care Customer Care Customer Care
Member application
i. The system should allow keying in of the following member
details during member application:
Member name*
ID number*
Payroll number*
Phone number
Mobile number*
Date of birth
Occupation
Work station
Email*
Employer
District
Sub-location
Postal address
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Next of kin*; Full names, relationship to applicant, ID or
registration certificate in case of minor, phone number
and address,% allocation to the beneficiaries and
Recruited by- tied to (occasional)promotions that are
paid as determined time to time (System should be able
to run a report on the members recruited monthly and
the people who recruited them)
Passport photo
Bank Name, Account, Branch name and code
Category group-Management, Casual, Union, Others
Employer-New KCC, Kencream Sacco, Other employer
groups
ii. Ability to identify potential duplicates, both when a record is
being entered, as well by scanning the system to find potential
matches is important.
iii. The system should automatically generate a member number
when a new member is created in the system
iv. The system should allow automatic send of a welcome
notification message when a new member is created in the
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system with their member numbers. Customer care to design a
standard message format. (sms/email notification)
v. The system should capture the following member status:
New member- the system should separate new
members from dormant members.(currently a
member who has contributed for less than three
months is classified as dormant in the system as
the system is set in a way that anyone who hasn’t
contributed for 3 months is dormant.)
Active- for those members who have consistently
contributed
Dormant- the system should consider the
members as dormant when they have not made
contributions for three months. (Either through
default but not withdrawal from the Sacco or
Deceased.)
Withdrawn- The system should allow a member to
use deposits to pay the loans during member
withdrawal only. The system should tie closing of
accounts to withdrawn status automatically. (The
person closing the account either for withdrawal
purposes or the member being deceased should be
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able to change the status on the system from active
to deceased.)
Provide Deceased member management of loans and payment to trustee or next of kin.
vi. The system should allow transfer of deposits up to a set limit (15000 shares) even if a member buys shares from a withdrawn member.
vii. Reporting- The system should be able to generate a report for
the member status and link this to account status which will be
provided by credit. I should be able to run the reports for Active,
Dormant, Withdrawn, and Deceased.
viii. Loan application- Roles to be discussed by credit and customer
care teams. The Customer Care to apply the loan from personal
details up to amount applied while the Credit Officer to take up
from the appraisal part up to the Batch processing.
ix. The system should send a notification to the member to inform
them that the loan form has been received and is being
processed. (This is only to inform them that we have received
the loan in our office.)
x. Over-deductions-. A report for overpayment of loans should be
generated monthly after every import of data.
xi. Statements- The system should incorporate guaranteed report
details in the statement. Currently the guaranteed report is
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downloadable separately but if it can be incorporated at the
bottom of the statement then it would be easier especially when
sending statements to members. The system should be
configured to automatically send statement to member emails.
Optional charging for printing statements should be
incorporated.
xii. The system should have a feedback register which:
Allows customer care officer recording of issues
raised by members and sends it to the responsible
department/staff.
Allows the responsible staff to respond and give
the action that was taken.
Capture the status of these issues i.e. pending,
closed
Tracking of these issues should be enabled.
A report should be generated monthly
(downloadable) on the issues raised and action
taken.
Member portal/ website
i. Facilitate live chat functionality on the website by
allowing customers to submit comments, queries, and
forms over the internet/online/portal.
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ii. The website should allow querying of statements,
balances and download these reports.
iii. The website should allow uploading of member
application forms, loan forms and download
them(Currently above forms are available on the website
in PDF format)
S-SACCO
i. Bulk SMS
Provision of Bulk SMS services
Finance Finance, payroll and
procurement
module
7.1 Financial management i. G/L
The system should enable posting of journals-
User rights should be enabled in the system while
posting journals
The system should have audit trails
The system should provide all financial, management
and Regulatory reports; trial balance, income
statement, statement of comprehensive income,
comparison reports for the previous years etc.
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The system should allow various comparison of
reports e.g. current year and previous year balances
for financial reports, current balances vs budgeted
amounts.
The system enables uploading of the budget for
comparison purposes and giving warnings whenever
the budget is exceeded.
The system should allocate entry numbers for all
transactions in the system. This should be linked to
the audit trail in such a way that a transaction can be
traced to whoever posted it.
The system should show navigation of all posted
transactions so that one is able to view how a certain
transaction was posted at any one time.
The G/L should have the charts of accounts with the
below functionalities:
Chart of Accounts Set up
o The system should have assets, liabilities,
incomes, equity and expenses
o The system should categorize these separately
ie using codes in form of numbers so that they
are separated as per their categories.
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o Accounting module should have flexibility to
add G/L accounts with codes incase need
arises in future.
o The system should show a balance for a
particular G/L at any given time
o The system should give a listing of all
particular items in that particular G/L eg by
the click of a button one should get the listing
of any asset, liabilities income, expense and
equity items.
i. Cash management setup
The system should have the ability to perform payments,
bank reconciliations, receipts, interbank transfers, and
petty cash and give a history of the above. The bank
reconciliations should be very accurate.
The system should include a setup for bank accounts,
such that one can create a new bank account.
ii. Cost accounting
The system should show the cost types, centers, object
allocations and budget
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The system should generate reports and analysis of
these cost types
The system should show history and setups for cost
accounting
iii. Receivables
The system should show lists of customers, invoices,
credit/debit memos, approval request entries and
approval entries, the listing for customers should be
able to accommodate their full contact information.
Tasks-The system should have the sales journals, cash
receipts journals, return receipts- the user should be
able to find the history of this incase of future
references.
The system should be able to navigate all transactions
The system should generate customer reports ie their
balances, contact information.
The system should enable setup for sales and
receivables, payment terms, payment methods
(cheque, cash, EFT), reminder terms, finance charge
terms.
The system should provide customer aging report.
iv. Payables
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The system should show lists of vendors, invoices,
credit/debit memos, approval request entries and
approval entries.
Tasks- The system should have the purchase and
payment journals, cash receipts journals, return
receipts
The system should be able to navigate all transactions
The system should generate vendor reports
The system should enable setup for purchase and
receivables, payment terms, payment methods
(cheque, cash, EFT), reminder terms, finance charge
terms
The system should show a history of all transactions.
v. Fixed assets
The system should show lists of fixed assets at cost ,
netbook value, accumulated depreciation,
depreciation rate .
The system should generate reports such as fixed asset
register, insured value.
The system should be able to navigate the fixed asset
register
History and setup
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vi. Periodic activities
The system should allow opening and closing of
financial periods
7.2 Payroll Management
i. Payroll employee
The system should capture any changes in payroll
ii. Setup
It should also allow setup of G/L payroll account
It should capture the name, department, payroll no.,
member no., NHIF, NSSF, ID, KRA pin, employment
terms(permanent/temporary), employment
location(branch) and other employee details.
iii. Reports
It should give a report that capture the payroll deductions
for staff at any particular month
It should capture each report for statutory deductions ie
NHIF, NSSF (for both employee and employer), PAYE ,Net
pay, pension (for both employee and employer), Sacco
deductions (deposits, loans, benevolent, registration, X-
mas, Contributions)
It should generate the payslips for each employee.
iv. Periodic activities
It should allow opening and closing of financial periods
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It should give periodic reports.
7.3 Supply chain management i. Items
The system should show the particular items in the store with complete data of the balances in stock.
The system should show items required in the store by giving messages whenever the stocks are at the re-order level.
ii. Vendors
The system should show a listing of prequalified vendors together with their details.
iii. Purchase requisition
The system should allow raising of purchase requisition for departments-maker checker
iv. Request for quotations
The system should capture a standard RFQ as per the Kencream procurement policy.
v. Purchase quotes
The system should automatically analyze purchase requisition sent by vendors
vi. Purchase order
System should automatically raise a purchase order when an item stock level is low
vii. Purchase invoices
The system should capture the details of the invoice viii. Purchase credit memos
The system should allow return of goods ix. Procurement process
The process should be well outlined in the system such that if one step is skipped one cannot proceed. This process should be as outlined in the procurement policy.
x. History
The system should capture the history for a specific item
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xi. Setup
The system should enable addition of a vendor and item, the information should be editable.
xii. Approvals- maker checker
7.4 KCC Agency i. The solution should provide an integrated and comprehensive
means of handling and processing all payables to NKCC farmers
as well as keeping the data for each and every transaction.
7.5 Funds management/ payment process
ii. Inter-bank transfers
The system should allow transfer of money from one
bank account to the other
The system should have maker-checker such that it is
initiated and approved in the system.
It should only affect bank accounts in the system
iii. Receipts
The system should capture details of the payer ie member
number, name and description of payment, bank account
paid to, date received (allow backdating incase a receipt
was not posted on the date the payment was received.)
The system should capture different types of G/L
accounts
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The system should be able to capture different lines for
different contributions made by a member e.g. deposit
contribution, x mass contribution, loan repayment,
registration in the same receipt.
The system should capture all details ie the company
logo, served by, posted by, date on the receipt, amount in
words and figures .
The receipt number should be auto-generated by the
system upon creation of a new receipt.
iv. Payments
The system should support various forms of payments
i.e. petty cash and payment- have maker checker in the
system such that a transaction can be initiated and
approved in the system.
The system should capture the date, purpose of payment,
payee, mode of payment, amount both in figures and in
words, cheque number, the G/L affected
The system should auto-generate the voucher number
The system should read prepared by, checked by and
approved by details, signature and date. Signature of
payee acknowledging receipt of payment should be
included on the voucher
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The should pick more than one line when preparing a
voucher in such a way that one voucher can be prepared
for two different GL accounts.
The system should indicate the paying bank
The system should identify the person who
captured/prepared the payment and printed the voucher.
While posting in the system the payment voucher should
indicate the cheque number in the cash book.
v. Approvals
The system should produce a listing for approval request
entries and approved entries clearly showing the
requestor and approver.
N/B: Each of the these items above should have a history
7.6 Store management i. Orders
The system captures the needs for various departments
such that one is able to make an order from the system.
ii. Store requisition
The system should allow a store officer to raise a
requisition when the items level are low, this should have
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maker checker such that it is raised and approved on the
system.
iii. Transfer order
The system should allow a store officer to dispatch an item
to a particular department and confirm this in the system
through the history, the receiver should also acknowledge
the receipt in the system.
iv. Inventory journals
The system should allow correction of journals when
wrong entries have been input
The system should allow initiation and approval of these
journals in the system
v. Approvals in a report-
7.7 Agile banking (FOSA) i. Account opening
ii. Account holders
iii. Banking
iv. Treasury and tellers management
v. Cheque management
vi. FOSA products
vii. Periodic activities
viii. Reports
ix. FOSA setups
x. Approvals
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xi. EFTs
xii. ATM management-the ATM settlement account.
xiii. Overdraft facility
7.8 Cash management setup i. The system should capture the receipt types, payment types and
expense codes ii. The system should include a setup for bank accounts
iii. The system should generate a bank account ledger interest report iv. The system should have the ability to perform payments, bank
reconciliations, receipts, interbank transfers and give a history of the above
7.9 Cashier transaction
i. Account opening
ii. Banking
iii. Setups
FOSA FOSA module
7.10 Agile banking (FOSA) xiv. Account opening
A member must have a back office account with
shares where automatically a FOSA account is opened
pending activation.
The system should enable account openings for a
member and set the applicable rules.
The system should capture an approval process for
account closure
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xv. Account holders
The system should enable access of member
information through the use of a member’s FOSA
account number
xvi. Banking
Ability to create bank accounts in the system that
transact and interface to other GL Accounts. That is
normal bank accounts and Mobile Money Paybill
accounts
xvii. Treasury and tellers management
Issuing and returning of money to tellers
Request and return of money to the treasurer by the
teller
Receiving and returning money from/to the bank
Treasury reports.
xviii. Cheque management
Ability to view cleared and uncleared cheques in the
system
The system should be customized to enable the
clearance of cheques based on Kencream’s policy
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Banker’s clearance cheque process should be captured
in the system
The system should enable member and non-member
banker’s cheque processing
xix. FOSA products
The system should capture all the FOSA and BOSA
products
The system should have a setup for addition other
products
xx. Periodic activities
Closing and opening of accounting periods, end of day
transactions
xxi. Reports
xxii. FOSA setups
Ability to create new products and parameters in the
system
xxiii. Approvals
Ability to view approval entries ie list of items
pending approval, approver details, date, time etc
Approvals in the system should automatically send
notifications to the respective approver for the
pending approval items ie maker-checker
xxiv. EFTs
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Ability to perform EFT transactions from bank to
bank- the process should be well defined in the
system
xxv. ATM management-the ATM settlement account and
reconciliation report.
xxvi. Overdraft facility
Allow maker-checker for overdrafts
Credit Credit module LOANS
i. Loan Application
ii. This should begin from the customer care by inputting the loan
application and all other relevant attachments in the system.
iii. The system should check and ensure that the member should have 6
months consistent contributions.
iv. The system should capture a cluster for permanent and casual
members where permanent members should contribute a minimum
of ksh.3000 and ksh.1500 for casuals.
v. The system should not allow application of a similar new loan type
before the previous loan type is cleared
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vi. The system should allow scanned attachment of the loan form,
payslip and national ID for record purpose.
vii. The system should capture the signature for the member
viii. The system should send a notification to the guarantor (sms
notification stating the amount of loan guaranteed and the
repayment period )
ix. The system should also send a notification to a loanee when the loan
application has been received (sms/ email)
x. The system should allow lending methodologies for both individuals
and groups. Requirements for this to be provided
xi. The system should capture and check the various parameters for the
loan products (there are products which should allow three times
member deposits/ four times member deposits)
xii. The system should allow forwarding to the loans clerk and officer for
appraisal purposes.
i. Loan Appraisal
xiii. Ability to appraise the applicants loan based on the set parameters
like
xiv. Type of loan and the repayment period. The system should not allow
increase of the repayment period more than the one stated on the
credit policy and loan appraisal manual.
xv. Qualification and rejection of loan applied based on the set
parameters.
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xvi. System multiplier (3 times or 4times deposit based on the loan type).
The system should check the totals of both the deposit and share
capital
xvii. The system should ensure the guarantor can only guarantor 3 times
of the deposit they have
xviii. The system should allow self-guarantee if the member deposits are
more than the loan and when the guarantee liability is minimal.
xix. The system should allow collaterals ie log book, title deed, shares at
the stock exchange, and allotment letters from approved institutions.
Confirm further specifications in the policy
xx. Ability to allow loans rejections or approval with reasons.
xxi. A notification to be sent via sms/mail on rejection or approval to
alert the member
xxii. The system should allow forwarding/sending the appraised loans for
approval to the CEO
i. Loan Approvals
xxiii. The system should automatically send the loans forms to the CEO
and Credit Committee for approval process
xxiv. The manager should confirm the loan amount and loan type, the
period of repayment, guarantors/security and the applied and
approved loan amounts in the system
xxv. Allow forwarding of loans approved to the finance for disbursement.
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i. Loan Disbursements
xxvi. The system should send the accountant indicating the Net pay, FOSA
payment, Mpesa payments, and bank payment options.
xxvii. The system should automatically post the loans batch to the member
ledger immediately after payment is made. There should be no time
difference between loan payment and posting of the same.
xxviii. A notification should be sent to the member via sms confirming the
disbursement.
7.2 REMITTANCES
i. Loan Repayment
xxix. The system should give a grace period of 30 days after posting date
xxx. The system should allow payment of loans to done through check off
(importation of data) or non-check off (direct debits, standing
orders, direct banking and from the FOSA account)
xxxi. The system should automatically clear accumulated interest first and
the balance goes to the principal amount on posting (no human
interventions)
xxxii. The system should be set to change the member status to defaulter
after 90 days of not paying. Dormant status should be after 90
consecutive days of not contributing monthly savings.
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xxxiii. Loan rescheduling. The system should allow loan rescheduling in
cases where new agreements are reached on the new loan
instalment.
xxxiv. The system should have the ability to support the following loan
repayment methods
xxxv. Fluctuating (reducing balance)
xxxvi. Constant(amortized)
xxxvii. The system should be able to automatically generate default notices
to the members through sms/emails. The default letter template to
be provided by the Sacco. The system should automatically calculate
the member’s loan arrears and update the figure in the default letter.
i. Credit reports
xxxviii. The system should be able to generate reports at a click of a button.
The following is the classification;
xxxix. CRB report as per the CRB regulation
xl. All SASRA reports as per SASRA regulations (risk classification of
assets and provisioning, other disclosures & insider lending,
statement of deposits return)
xli. List of deposits report
xlii. Loan ageing report as per SASRA categories (performing, watch,
sub-standard, doubtful, loss categories)
xliii. Management reports like loan application report (application,
approved, declined, loan arrears reports and disbursed reports)
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xliv. Loan deferred report
xlv. Loan repayment schedule and payroll deductions advice schedules
xlvi. Recovery variance reports
xlvii. Defaulted loan reports (based on period ie weekly, monthly,
quarterly and yearly)
xlviii. Liquidity return - a reports on total deposit and total loans
xlix. Credit score report (member performance on paying loans both
cleared and outstanding). In terms of percentage ranking.
l. Share capital and deposit transfer report (transfer shares to a
different person)
li. Building of share capital report
lii. The system should be flexible to add more reports required in future
Mobile banking
liii. The system should take mobile banking and virtual banking
Interest charging
liv. The system should automatically calculate the interests for all loans
on the date set by the management.
lv. Interest for a defaulted loan should accumulate up to the point where
they equal the outstanding principal balance at the time of default and
automatically stop further charging.
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7.5 Member withdrawals
lvi. The whole process of member closure should be automated from
application to account closure.
lvii. The system should allow offsetting the loan and interest balances
from member deposits where the outstanding loan balance is less
than the deposits.
lviii. The system should release the liability of guarantorship for a
withdrawn member
lix. The system should post offsetting charges as a result of offsetting the
loan against the deposits
Human Resource
Management
Module
7.11 Human resource
The following reports will be expected by the finance team:
i. Jobs management
The system should capture a staffs job descriptions
The system should link the job description to the rights
ii. HR employee recruitment
The system should outline the employee recruitment
process
iii. Employee management
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The following staff details should be captured in the staff
management module;
Unique staff number
Title
Full name(s) – surname and first name only.
Date of birth. Dd/mm/yyyy
ID number *
Personal identification number (PIN)
NSSF number
NHIF number
Telephone number
Postal address
Physical address.
Emails-personal and office
Gender.
Personal passport photo
Specimen signature
Bank details.
Current workstation and department
Job designation
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The system should manage the time and attendance of a
staff through the biometric system
iv. Leave management
The system should capture the leave balance days
The system should allow leave application in the system
System should provide flexibility to add new fields and
parameters.
It should provide for registration of all staff personal details
including the next of kin and emergency contacts.
It should have ability to upload images such as signature,
photo and documents. All relevant documents should be
scanned and attached
General setups- Addition and removal of staff details
Staff Self-Care Portal
To view own personal profile details and initiate updates.
To schedule (leave planning), apply and approve leave
To track balance of leave days and access staff leave records
To view and print pay slip
To access shared society documents
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To conduct performance reviews
To do stores requisitions e.g. of stationery
Manage staff password (system /computer password)
Biometric system
Biometric system for staff to log in/out at their usual location
To provide for regular reports on staff attendance daily/ weekly/ monthly/
quarterly/ annually, per branch, section and department.
Enable branch managers access their staff attendance reports
Integrations Mobile banking,
Agency banking,
ATM and Time,
Members portal and
attendance
1. Web Portal This should be integrated to the core banking system
The developer to advise on the implementation and integration of the web
portal
2. Mobile Banking i. Should allow member to log in and see their loans and
statements ii. Allow application of short term loans and advances
iii. Should allow member to directly deposit or withdraw from their accounts
iv. Revenue sharing with vendor and contract terms should be documented
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v. The vendor should provide both USSD and app options for mobile banking
3. Time and attendance system i. The developer to advise on the implementation of this
4. ATM i. The ERP should ensure ATM cards are integrated with the
ATM systems for a particular bank institution across the
country.
ii. The SACCO will integrate with ATM systems for Coop bank or
VISA Branded ATM or POS
iii. This should allow withdrawal of money from any Coop bank in
the country or VISA branded ATM or POS
iv. The system should provide automatic ATM reconciliations and
reversals
v. Ability to use bankers cheque - where the bank will debit the
account for the Sacco when a withdrawal is done
11. Agency Banking i. The services should integrate with systems in banking
institutions and mobile money operators. Should allow the use
of POS and mobile
ii. Appoint an agent and agree on commissions for any
transactions
iii. This should allow short loans applications.
iv. They should enable deposit and withdrawals
v. They should enable membership registration
vi. The agency have options of POS machines or mobile apps- to
be confirmed later
vii. Have a satellite office in a central place offering the above
service- This office should act as a superagency
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5.0 TENDER FORM
5.1 Technical proposal submission form
[_______________ Date_________________
To: ______________________ [Name and address of Client)
Ladies/Gentlemen:
We, the undersigned, offer to provide the supply, installation, configuration, testing, training of
users and commissioning of an integrated enterprise resource planning system for
________________________________________________
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)
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5.2 Firm’s references
Relevant Services Carried Out in the Last Five 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:
Nairobi
Professional Staff provided by your Firm/Entity(profiles):
Name of Client:
Clients contact person for the assignment.
Address:
No of Staff-Months; Duration of Assignment:
Start Date (Month/Year):
Completion Date(Month/Year): Approx. Value of
Services (Kshs)
Name of Associated Consultant.
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
5.3 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.
On the data, services and facilities to be provided by the Client
1.
2.
3.
4.
63
5.4 Description of the methodology and work plan for performing the assignment
64
5.5 Team Composition and Task Assignments
1. Technical/Managerial Staff
Name Position Task
Support Staff
Name Position Task
65
Format of curriculum vitae (cv) for proposed professional staff
Proposed Position: _____________________________________________________________
Name of Firm:_________________________________________________________________
Name of Staff: _________________________________________________________________
Profession: ___________________________________________________________________
Date of Birth: _________________________________________________________________
Years with Firm: ___________________________ Nationality: ______________________
Membership in Professional Societies:
_____________________________________________________________________________
Detailed Tasks Assigned: _______________________________________________________
Key Qualifications:
[Give an outline of staff member’s experience and training most pertinent to tasks on assignment.
Describe degree of responsibility held by staff member on relevant previous assignments and give
dates and locations].
Education:
[Summarize college/university and other specialized education of staff member, giving names of
schools, dates attended and degree[s] obtained.]
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.
66
________________________________________________________Date: ________________
[Signature of staff member]
__________________________________________________________Date; ______________
[Signature of authorised representative of the firm]
Full name of staff member: _____________________________________________________
Full name of authorized representative: _________________________________________
67
5.6 Time schedule for software implementation
Months (in the Form of a Bar Chart)
Name Position Reports
Due/Activities
1 2 3 4 5 6 7 8 Number
of
Months
Reports Due:
Activities Duration:
Signature:
(Authorized representative)
Full Name:
Title:
Address:
(b). Milestones in the project
Milestone Date
1. Scoping and planning
System analysis
System development and customization
System testing
User training
Installation
Go Live
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6. PRICE SCHEDULE
The tenderer should take into consideration the requirements below as they prepare a price
quotation.
1. Core banking software with all the modules specified in the requirements including
finance and accounting, assets management, payroll management, human resource
management, inventory/stores management, sales and marketing, procurement,
administration, audit trails, credit module, members web portal and payroll.
2. The vendor will be expected to also provide an integration to:
i. Mobile banking – The hosting of the solution will be done at Kencream
Premises. The vendor is expected to provide the software solution which will
provide mobile registration, banking features (account management, deposits
and withdrawals, funds transfer loaning) integration with telecom service
provider, be accessible on USSD, apps and so on. The vendor to advice on
the best infrastructure to support this
ii. Integration with the bank for ATMs.
iii. Agency banking
iv. Biometric clocking system for time and attendance
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The vendor is required to provide their financial proposal in the table below:
Item Quantity Unit Price Total VAT Total Price
inclusive of
Tax
Description Kshs Price Kshs
1. Implementation, professional
and customization cost on
ERP System with the
following modules:
a) Finance module
(mandatory)
b) Payroll module
(mandatory)
c) Credit module
(mandatory)
d) FOSA module
(mandatory)
e) HR module
f) Procurement module
g) Customer Care module
(mandatory)
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(Kindly indicate the
price/cost for each module)
2 Implementation, professional
and customization cost on:
a) Agency banking
b) Member’s portal
c) Mobile banking
integration
d. Time and
attendance
e. ATM
4. Training cost for 10 users
5. Licensing cost for 10 users
how this can be optimally used
7. Annual Maintenance cost
8. Any other Cost
Total
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7. GENERAL CONDITIONS OF CONTRACT
7.1 Definitions
In this contract the following terms shall be interpreted as indicated:
a) “The contract” means the agreement entered into between the Kencream Sacco and the
tenderer as recorded in the Contract Form signed by the parties, including all attachments
and appendices thereto and all documents incorporated by reference therein.
b) “The Contract Price” means the price payable to the tenderer under the Contract for the full
and proper performance of its contractual obligations.
c) “The services” means services to be provided by the contractor including materials and
incidentals which the tenderer is required to provide to the Kencream Sacco under the
Contract.
d) “The Procuring entity” means the organization sourcing for the services under this
Contract.
e) “The contractor means the individual or firm providing the services under this Contract.
f) “GCC” means general conditions of contract contained in this section
g) “SCC” means the special conditions of contract
h) “Day” means calendar day
7.2 Application
These General Conditions shall apply to the extent that they are not superseded by provisions of
other part of contract.
7.3 Standards
3.3.1 The services provided under this Contract shall conform to the standards mentioned in the
Schedule of requirements
7.4 Patent Right’s
The tenderer shall indemnify Kencream Sacco against all third-party claims of infringement of
patent, trademark, or industrial design tights arising from use of the services under the contract or
any part thereof.
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7.5 Performance Security
7.5.1 Within thirty (30) days of receipt of the notification of Contract award, the successful
tenderer shall furnish to the Procuring entity the performance security where applicable in the
amount specified in Special Conditions of Contract.
7.5.2 The proceeds of the performance security shall be payable to the Kencream Sacco as
compensation for any loss resulting from the Tenderer’s failure to complete its obligations under
the Contract.
7.5.3 The performance security shall be denominated in the currency of the Contract, or in a freely
convertible currency acceptable to Kencream Sacco and shall be in the form of :
a) Cash.
b) A bank guarantee.
c) Such insurance guarantee approved by the Authority.
d) Letter of credit.
7.5.4 The performance security will be discharged by the procuring entity and returned to the
candidate not later than thirty (30) days following the date of completion of the tenderer’s
performance of obligations under the contract, including any warranty obligations under the
contract.
7.6 Inspections and Tests
7.6.1 The Procuring entity or its representative shall have the right to inspect and/or to test the
services to confirm their conformity to the Contract specifications. Kencream Sacco shall notify
the tenderer in writing, in a timely manner, of the identity of any representatives retained for these
purposes.
7.6.2 The inspections and tests may be conducted on the premises of the tenderer or its
subcontractor(s). If conducted on the premises of the tenderer or its subcontractor(s), all
reasonable facilities and assistance, including access to drawings and production data, shall be
furnished to the inspectors at no charge to Kencream Sacco.
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7.6.3 Should any inspected or tested services fail to conform to the Specifications, Kencream
Sacco may reject the services, and the tenderer shall either replace the rejected services or make
alterations necessary to meet specification requirements free of cost to Kencream Sacco.
7.6.4 Nothing in paragraph 7.6 shall in any way release the tenderer from any warranty or other
obligations under this Contract.
7.7 Payment
7.81 The method and conditions of payment to be made to the tenderer under this Contract shall be
specified in SCC
7.8 Prices
Prices charged by the contractor for services performed under the Contract shall not, with the
exception of any Price adjustments authorized in SCC , vary from the prices by the tenderer in its
tender or in Kencream Sacco’s request for tender validity extension as the case may be. No
variation in or modification to the terms of the contract shall be made except by written
amendment signed by the parties.
7.9 Assignment
The tenderer shall not assign, in whole or in part, its obligations to perform under this contract,
except with Kencream Sacco’s prior written consent.
7.10 Termination for Default
Kencream Sacco may, without prejudice to any other remedy for breach of Contract, by written
notice of default sent to the tenderer, terminate this Contract in whole or in part:
a) if the tenderer fails to provide any or all of the services within the period(s) specified in the
Contract, or within any extension thereof granted by the Procuring entity.
b) if the tenderer fails to perform any other obligation(s) under the Contract.
c) if the tenderer, in the judgment of Kencream Sacco has engaged in corrupt or fraudulent
practices in competing for or in executing the Contract. In the event Kencream Sacco
74
terminates the Contract in whole or in part, it may procure, upon such terms and in such
manner as it deems appropriate, services similar to those undelivered, and the tenderer
shall be liable to the Kencream Sacco’s for any excess costs for such similar services.
7.11Termination of insolvency
Kencream Sacco may at the anytime terminate the contract by giving written notice to the
contractor if the contractor becomes bankrupt or otherwise insolvent. In this event, termination
will be without compensation to the contractor, provided that such termination will not produce or
affect any right of action or remedy, which has accrued or will accrue thereafter to the procuring
entity.
7.12 Termination for convenience
7.12.1 Kencream Sacco may by a written notice sent to the contractor may terminate the contract
in whole or in part, at any time for its convenience. The notice of termination shall specify
that the termination is for Kencream Sacco’s convenience, the extent to which performance
of the contractor of the contract is terminated and the date on which such termination
becomes effective.
7.12.2 For the remaining part of the contract after termination Kencream Sacco may elect to
cancel the services and pay to the contractor on agreed amount for partially completed
services.
7.13 Resolution of disputes
Kencream Sacco and the contractor shall make every effort to resolve amicably by direct informal
negotiations any disagreement or dispute arising between them under or in connection with the
contract.
If after thirty (30) days from the commencement of such informal negotiations both parties have
been unable to resolve amicably a contract dispute either party may require that the dispute be
referred for resolution to the formal mechanisms specified in the SCC.
7.14 Governing Language
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The contract shall be written in the English language. All correspondence and other documents
pertaining to the contract, which are exchanged by the parties, shall be written in the same
language.
7.15 Force Majeure
The contractor shall not be liable for forfeiture of its performance security, or termination for
default if and to the extent that its delay in performance or other failure to perform its obligations
under the Contract is the result of an event of Force Majeure.
7.16 Applicable Law.
The contract shall be interpreted in accordance with the laws of Kenya unless otherwise specified
in the SCC
7.17 Notices
Any notices given by one party to the other pursuant to this contract shall be sent to the other party
by post or by fax or E-mail and confirmed in writing to the other party’s address specified in the
SCC.
A notice shall be effective when delivered or on the notices effective date, whichever is later.
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8. SPECIAL CONDITIONS OF CONTRACT
8.1 Special conditions of contract shall supplement the general conditions of contract, wherever
there is a conflict between the GCC and the SCC, the provisions of the SCC herein shall
prevail over those in the GCC.
8.2 Special conditions of contract with reference to the general conditions of contract.
77
9. STANDARD FORMS
9.1 Form of Tender
[Name and address of procuring entity]
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 ERP
System 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 ERP System 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
………………. ……………….( Procuring entity).
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4. We agree to abide 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 that you may receive.
Dated this day of
[Signature] [In the capacity of]
Duly authorized to sign tender for an on behalf of
79
9.2 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 ………………………………………………………….. Seal/Signature of Candidate
………………………………..
82
9.3 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 ERP System]
(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 procuring
entity} (Hereinafter called “Kencream SACCO”) in the sum of …………………………………..
for which payment well and truly to be made to the said Procuring entity, the Bank binds itself, its
successors, and assigns by these presents. Sealed with the Common Seal of the said Bank this day
of…..
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 Kencream
SACCO 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 Kencream SACCO up to the above amount upon receipt of its first written
demand, without Kencream SACCO having to substantiate its demand, provided that in its demand
83
Kencream SACCO 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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9.4 Bank guarantee for advance payment
To ……………………………… [Name of
procuring entity]
[Name of tender] …………………..
Gentlemen and/or Ladies:
In accordance with the payment provision included in the Special Conditions of Contract, which
amends the General Conditions of Contract to provide for advance payment,
…………………………………………………. [Name and address of tenderer](hereinafter
called “the tenderer”) shall deposit with Kencream SACCO a bank guarantee to guarantee its
proper and faithful performance under the said Clause of the Contract an amount of ……
…………………. [Amount of guarantee in figures and words].
We, the ……………………………. [bank or financial institutions], as instructed by the tenderer,
agree unconditionally and irrevocably to guarantee as primary obligator and not as surety merely,
the payment to Kencream SACCO on its first demand without whatsoever right of objection on
our part and without its first claim to the tenderer, in the amount not exceeding
…………………… [Amount of guarantee in figures and words]
We further agree that no change or addition to or other modification of the terms of the Contract
to be performed there-under or of any of the Contract documents which may be made between
Kencream SACCO and the tenderer, shall in any way release us from any liability under this
guarantee, and we hereby waive notice of any such change, addition, or modification.
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This guarantee shall remain valid in full effect from the date of the advance payment received by
the tenderer under the Contract until ………… [Date].
Yours truly,
Signature and seal of the Guarantors
[Name of bank or financial institution]
[Address]
[Date]
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9.5 Contract Form
THIS AGREEMENT made the ___day of _____20____between…………[name of procurement
entity] of ……………….[country of Procurement entity](hereinafter called “the Procuring entity”)
of the one part and ……………………[name of tenderer] of ……….[city and country of
tenderer](hereinafter called “the tenderer”) of the other part.
WHEREAS the procuring entity invited tenders for certain materials and spares.
Viz……………………..[brief description of materials and spares] and has accepted a tender by
the tenderer for the supply of those materials and spares in the spares in the sum of
………………………………………[contract price in words and figures]
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 Procuring entity’s Notification of Award.
3. In consideration of the payments to be made by the Procuring entity to the tenderer as
hereinafter mentioned, the tenderer hereby covenants with the Procuring entity to provide the
materials and spares and to remedy defects therein in conformity in all respects with the provisions
of the Contract
4. The Procuring entity hereby covenants to pay the tenderer in consideration of the provision of
the materials and spares and the remedying of defects therein, the 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.
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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 Procuring entity)
Signed, sealed, delivered by___________the __________(for the tenderer)
in the presence of_______________.
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9.6 Performance Security Form
To: ……………………………………………………………………………………………..
[name of the Procuring entity]
WHEREAS……………………………….[name of tenderer]
(hereinafter called “the tenderer”) has undertaken, in pursuance of Contract
No.___________[reference number of the contract] dated _______________20______to
supply……………………………………………………………………………………..
[Description services](Hereinafter called “the contract”)
AND WHEREAS it has been stipulated by you in the said Contract that the tenderer shall furnish
you with a bank guarantee by a reputable bank for the sum specified therein as security for
compliance with the Tenderer’s performance obligations in accordance with the Contract.
AND WHEREAS we have agreed to give the tenderer a guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the
tenderer, up to a total of ……………………………………………………. [amount of the guarantee
in words and figures], and we undertake to pay you, upon your first written demand declaring the
tenderer to be in default under the Contract and without cavil or argument, any sum or sums within
the limits of ……………………….. [amount of guarantee] as aforesaid, without your needing to
prove or to show grounds or reasons for your demand or the sum specified therein.
This guarantee is valid until the _____ day of 20
__________________________________________________________________
Signature and seal of the Guarantors
____________________________________________________________________
[name of bank or financial institution]
____________________________________________________________________
[address]
______________________________________________________________________
[date]
(Amend accordingly if provided by Insurance Company)
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9.7 Request for Review Form
FORM RB 1 REPUBLIC OF KENYA PUBLIC PROCUREMENT ADMINISTRATIVE
REVIEW BOARD
APPLICATION NO…………….OF……….….20……...
BETWEEN …………………………………………….APPLICANT
AND
…………………………………RESPONDENT (Procuring Entity)
Request for review of the decision of the…………… (Name of the Procuring Entity) of
……………dated the…day of ………….20……….in the matter of Tender No………..…of
…………..20…
REQUEST FOR REVIEW I/We……………………………,the
above named Applicant(s), of address: Physical address…………….Fax No……Tel.
No……..Email ……………, hereby request the Public Procurement Administrative Review
Board
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to review the whole/part of the above mentioned decision on the following grounds , namely:
1
2
1
2
FOR OFFICIAL USE ONLY
Lodged with the Secretary Public Procurement Administrative Review Board on ………… day of
………....20….………
SIGNED
Board Secretary
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9.8 Declaration Form
Date
To
The tenderer i.e. (name and address)………………………………………………………… declare the
following:
a) Has not been debarred from participating in public procurement.
b) Has not been involved in and will not be involved in corrupt and fraudulent practices regarding
public procurement.
Title Signature Date
(To be signed by authorized representative and officially stamped)
