REPUBLIC OF KENYA
MINISTRY OF ICT, INNOVATION AND YOUTH AFFAIRS
STATE DEPARTMENT OF ICT & INNOVATION
P. O. BOX 30025-00100
NAIROBI
TENDER NO: MOICT/SDICT/106/2019-2020
FOR
SUPPLY, INSTALLATION AND COMMISSIONING OF
CATEGORY 6A STRUCTURED CABLING NETWORK
AT VIHIGA COUNTY REFERRAL HOSPITAL
CLOSING DATE: 25TH
MARCH, 2020 AT 10.00 A.M.
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TABLE OF CONTENTS
INVITATION TO TENDER ....................................................................................................................... iv
SECTION II INSTRUCTIONS TO TENDERERS .............................................................................. 1
2.1 Eligible Tenderers ........................................................................................................................ 1
2.2 Cost of tendering ........................................................................................................................... 1
2.3 Contents of tender documents ............................................................................................................. 1
2.4 Clarification of Documents ................................................................................................................. 2
2.5 Amendment of documents .................................................................................................................. 2
2.6 Language of tender ............................................................................................................................. 3
2.7 Documents Comprising the Tender .................................................................................................... 3
2.8 Form of Tender ................................................................................................................................... 3
2.9 Tender Prices ...................................................................................................................................... 3
2.10 Tender Currencies ............................................................................................................................. 4
2.11 Tenderers Eligibility and Qualifications ........................................................................................... 4
2.12 Tender Security ............................................................................................................................. 4
2.13 Validity of Tenders ....................................................................................................................... 5
2.14 Format and Signing of Tender ...................................................................................................... 6
2.15 Sealing and Marking of Tenders ................................................................................................... 6
2.16 Deadline for Submission of Tenders ............................................................................................. 6
2.17 Modification and withdrawal of tenders ....................................................................................... 7
2.18 Opening of Tenders ....................................................................................................................... 7
2.19 Clarification of tenders.................................................................................................................. 8
2.20 Preliminary Examination and Responsiveness ............................................................................. 8
2.21 ........................................................................................................................................................... 9
Conversion to a single currency ................................................................................................................ 9
2.22 ........................................................................................................................................................... 9
Evaluation and comparison of tenders ...................................................................................................... 9
2.23 Contacting the procuring entity ................................................................................................... 10
2.24 Award of Contract ....................................................................................................................... 10
2.25 Procuring entity’s Right to Vary quantities ................................................................................ 11
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2.26 Procuring entity’s Right to accept or Reject any or All Tenders ................................................ 11
2.27 Notification of award ...................................................................................................................... 11
2.28 Signing of Contract ..................................................................................................................... 12
2.29 Performance Security .................................................................................................................. 12
2.30 Corrupt or Fraudulent Practices .................................................................................................. 12
APPENDIX TO INSTRUCTIONS TO THE TENDERERS .............................................................. 14
2.19 ......................................................................................................................................................... 15
SECTION III GENERAL CONDITIONS OF CONTRACT ............................................................... 19
3.1 Definitions ................................................................................................................................... 19
3.2 Application .................................................................................................................................. 19
3.3 Standards ..................................................................................................................................... 19
3.5 Patent Right’s .............................................................................................................................. 19
3.6 Performance Security .................................................................................................................. 20
3.7 Inspections and Tests .................................................................................................................. 20
3.8 Payment....................................................................................................................................... 21
3.9 Prices ........................................................................................................................................... 21
3.10 Assignment ................................................................................................................................. 21
3.11 Termination for Default .............................................................................................................. 21
3.12 Termination of insolvency .......................................................................................................... 22
3.13 Termination for convenience ...................................................................................................... 22
3.14 Resolution of disputes ................................................................................................................. 22
3.15 Governing Language ................................................................................................................... 22
3.16 Force Majeure ......................................................................................................................... 23
3.17 Applicable Law ........................................................................................................................... 23
3.18 Notices ........................................................................................................................................ 23
3.19 Management Meetings ................................................................................................................ 23
SECTION IV SPECIAL CONDITIONS OF CONTRACT ................................................................ 25
SECTION V SCHEDULE OF REQUIREMENTS ............................................................................. 26
5.1 Overview of the Infrastructure .................................................................................................... 27
5.2 General installation practice........................................................................................................ 28
5.3 Local Area Network Installation ................................................................................................. 30
5.4 Wireless LAN Infrastructure ....................................................................................................... 40
5.5 Bill of Materials .......................................................................................................................... 43
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5.6 Training, Completion and Commissioning ................................................................................. 44
5.7 Documentation ............................................................................................................................ 45
5.8 Schedule of Works ...................................................................................................................... 45
5.9 Damage to existing equipment .................................................................................................... 46
5.10 Bidder’s Responsibilities ............................................................................................................ 46
5.11 Warranty and Support ................................................................................................................. 46
5.12 Acceptance .................................................................................................................................. 47
5.13 Technical Bid .............................................................................................................................. 47
5.14 Price Schedule ............................................................................................................................. 48
SECTION VI FLOOR PLANS ............................................................................................................. 50
SECTION VII PRICE SCHEDULES OF SERVICES ........................................................................... 73
FORM A – INTERNAL BLOCK/FLOOR CABLING .......................................................................... 73
SECTION VII STANDARD FORMS .................................................................................................... 76
FORM OF TENDER .............................................................................................................................. 76
CONFIDENTIAL BUSINESS QUESTIONNAIRE .................................................................................. 77
TENDER SECURITY (BANK GUARANTEE) ........................................................................................ 78
PERFORMANCE SECURITY FORM ...................................................................................................... 79
MANUFACTURERS AUTHORIZATION FORM ................................................................................... 80
FIRM’S REFERENCES ......................................................................................................................... 81
STAFF .................................................................................................................................................... 82
FORM RB 1 ................................................................................................................................................ 85
SITE SURVEY ........................................................................................................................................... 87
SELF DECLARATION FORM SD1 ....................................................................................................... 88
SELF DECLARATION FORM SD2 ...................................................................................................... 89
TENDER SECURITY FORM .................................................................................................................... 90
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REPUBLIC OF KENYA
MINISTRY OF ICT, INNOVATION AND YOUTH AFFAIRS
STATE DEPARTMENT FOR ICT & INNOVATION
INVITATION TO TENDER
SUPPLY, INSTALLATION AND COMMISSIONING OF CATEGORY 6A
STRUCTURED CABLING NETWORK AT VIHIGA COUNTY REFERRAL HOSPITAL
The Ministry of ICT, Innovation and Youth Affairs, State Department for ICT & Innovation
invites sealed bids from eligible candidates for Supply, Installation and Commissioning of
Category 6A Structured Cabling Network at Vihiga County Referral Hospital.
Interested eligible applicants may obtain further information and inspect the tender documents
from the Supply Chain Management Services Office Telposta Towers, 8th
floor, Office No. K8-3
during normal working hours except for public holidays. The tender documents may be
downloaded from the Ministry’s website www.ict.go.ke free of charge.
Prices quoted should be net inclusive of all taxes and delivery costs, must be expressed in
Kenya Shillings and shall remain valid for a period of 120 days from the closing date of the
tender. Completed tender documents, enclosed in a plain sealed envelope, clearly labeled
with the tender number and tender name shall be addressed to- The Principal Secretary,
State Department of ICT & Innovation
P.O. BOX 30025-00100
Nairobi,
and in addition, be deposited in the tender box located on the 8th floor corridor of Telposta
Towers, so as to be received on or 25th
March, 2020 At 10.00 A.M.
Bulky or large bid documents which cannot go through the slot of the Tender Box must be
delivered to the office of Head Supply Chain Management Services, Telposta Towers, 8th
floor.
Tenders must be accompanied by a Bid Security in the amount not less than 2 per cent of
the tender price from a reputable bank or insurance company valid for an additional 30
days beyond the Tender validity period (i.e. 120 days from the date of closing the tender).
Tenders will be opened immediately in the presence of bidders or their representatives who
choose to attend in the 9th floor boardroom at Telposta Towers. All prices inclusive of taxes
must be provided in the price schedule provided.
All candidates whose applications will have been received before the closing date and time will
be advised in due course, of the results of their applications. Bidders are also advised to visit the
Ministry’s website regularly for updates.
HEAD, SUPPLY CHAIN MANAGEMENT
FOR: PRINCIPAL SECRETARY
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SECTION II INSTRUCTIONS TO TENDERERS
2.1 Eligible Tenderers
2.1.1 This Invitation to tender is open to all tenderers eligible as described in the instructions to
tenderers. Successful tenderers shall provide the services for the stipulated duration from
the date of commencement (hereinafter referred to as the term) specified in the tender
documents.
2.1.2 The procuring entity’s employees, committee members, board members and their relative
(spouse and children) are not eligible to participate in the tender unless where specially
allowed under Section 131 of the Act.
2.1.3 Tenderers shall provide the qualification information statement that the tenderer
(including all members, of a joint venture and subcontractors) is not associated, or have
been associated in the past, directly or indirectly, with a firm or any of its affiliates
which have been engaged by the Procuring entity to provide consulting services for the
preparation of the design, specifications, and other documents to be used for the
procurement of the services under this Invitation for tenders.
2.1.4 Tenderers involved in corrupt or fraudulent practices or debarred from participating in
public procurement shall not be eligible.
2.2 Cost of tendering
2.2.1 The Tenderer shall bear all costs associated with the preparation and submission of its
tender, and the procuring entity, will in no case be responsible or liable for those costs,
regardless of the conduct or outcome of the tendering process.
2.2.2 The tender document shall be free of charge.
2.2.3 The procuring entity shall allow the tenderer to review the tender document free of
charge before purchase.
2.3 Contents of tender documents
2.3.1 The tender document comprises of the documents listed below and addenda issued in
accordance with clause 6 of these instructions to Tenderers.
i) Instructions to tenderers
ii) General Conditions of Contract
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iii) Special Conditions of Contract
iv) Schedule of Requirements
v) Form of tender
vi) Price schedules
vii) Contract form
viii) Confidential business questionnaire form
ix) Tender security form
x) Performance security form
xi) Manufacturer’s authorization form
xii) Firm’s Experience
xiii) CVs for proposed professional staff
xiii) Declaration form
xiv) Self-Declaration Form SD1 & SD2
2.3.2. The Tenderer is expected to examine all instructions, forms, terms, and specifications in
the tender documents. Failure to furnish all information required by the tender documents
or to submit a tender not substantially responsive to the tender documents in every
respect will be at the tenderers risk and may result in the rejection of its tender.
2.4 Clarification of Documents
2.4.1 A prospective candidate making inquiries of the tender documents may notify the
Procuring entity in writing or by post, fax or email at the entity’s address indicated in the
Invitation for tenders. The Procuring entity will respond in writing to any request for
clarification of the tender documents, which it receives no later than seven (7) days prior
to the deadline for the submission of tenders, prescribed by the procuring entity. Written
copies of the Procuring entities response (including an explanation of the query but
without identifying the source of inquiry) will be sent to all prospective tenderers who
have received the tender documents”
2.4.2 The procuring entity shall reply to any clarifications sought by the tenderer within 3
days of receiving the request to enable the tenderer to make timely submission of its
tender
2.5 Amendment of documents
2.5.2 At any time prior to the deadline for submission of tenders, the Procuring entity for any
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reason, whether at its own initiative or in response to a clarification requested by the
prospective tenderer, may modify the tender documents by issuing an addendum.
2.5.3. All prospective tenderers who have obtained the tender documents will be notified of the
amendment by post, fax or email and such amendment will be binding on them.
2.5.4. In order to allow prospective tenderers reasonable time in which to take the amendment
into account in preparing their tenders, the Procuring entity, at its discretion, may extend
the deadline for the submission of tenders.
2.6 Language of tender
2.6.1 The tender prepared by the tenderer, as well as all correspondence and documents relating
to the tender exchanged by the tenderer and the Procuring entity, shall be written in
English language. Any printed literature furnished by the tenderer may be written in
another language provided they are accompanied by an accurate English translation of the
relevant passages in which case, for purposes of interpretation of the tender, the English
translation shall govern.
2.7 Documents Comprising the Tender
The tender prepared by the tenderer shall comprise the following components:
(a) A Tender Form and a Price Schedule completed in accordance with paragraph
2.8, 2.9, 2.10 and 2.11 below.
(b) Documentary evidence established in accordance with Clause 2.11 that the
tenderer is eligible to tender and is qualified to perform the contract if its
tender is accepted;
(c) Tender security furnished is in accordance with Clause 2.12
(d) Confidential business questionnaire
2.8 Form of Tender
2.8.1 The tenderers shall complete the Form of Tender and the appropriate Price Schedule
furnished in the tender documents, indicating the services to be performed.
2.9 Tender Prices
2.9.1 The tenderer shall indicate on the Price schedule the unit prices where applicable and
total tender prices of the services it proposes to provide under the contract.
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2.9.2 Prices indicated on the Price Schedule shall be the cost of the services quoted including
all customs duties and VAT and other taxes payable:
2.9.3 Prices quoted by the tenderer shall remain fixed during the term of the contract unless
otherwise agreed by the parties. A tender submitted with an adjustable price quotation
will be treated as non-responsive and will be rejected, pursuant to paragraph 2.22.
2.9.4 Contract price variations shall not be allowed for contracts not exceeding one year (12
months)
2.9.5 Where contract price variation is allowed, the variation shall not exceed 10% of the
original contract price.
2.9.6 Price variation requests shall be processed by the procuring entity within 30 days of
receiving the request.
2.10 Tender Currencies
2.10.1 Prices shall be quoted in Kenya Shillings unless otherwise specified in the
appendix to in Instructions to Tenderers.
2.11 Tenderers Eligibility and Qualifications
2.11.1 Pursuant to Clause 2.1 the tenderer shall furnish, as part of its tender, documents
establishing the tenderers eligibility to tender and its qualifications to perform the
contract if its tender is accepted.
2.11.2 The documentary evidence of the tenderers qualifications to perform the contract if its
tender is accepted shall establish to the Procuring entity’s satisfaction that the tenderer
has the financial and technical capability necessary to perform the contract.
2.12 Tender Security
2.12.1 The tenderer shall furnish, as part of its tender, a tender security for the amount and form
specified in the Invitation to tender.
2.12.2 The tender security shall be in the amount not less than 2 per cent of the tender price.
2.12.3 The tender security is required to protect the Procuring entity against the risk of
Tenderer’s conduct which would warrant the security’s forfeiture, pursuant to paragraph
2.12.7
2.12.4 The tender security shall be denominated in a Kenya Shillings or in another freely
convertible currency and shall be in the form of:
a) A bank guarantee.
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b) Cash.
c) Such insurance guarantee approved by the Authority.
d) Letter of credit
2.12.5 Any tender not secured in accordance with paragraph 2.12.1 and 2.12.3 will be rejected
by the Procuring entity as non-responsive, pursuant to paragraph 2.20
2.12.6 Unsuccessful tenderer’s security will be discharged or returned as promptly as possible as
but not later than thirty (30) days after the expiration of the period of tender validity
prescribed by the procuring entity.
2.12.7 The successful tenderer’s tender security will be discharged upon the tenderer signing the
contract, pursuant to paragraph 2.29, and furnishing the performance security, pursuant to
paragraph 2.30.
2.12.8 The tender security may be forfeited:
(b) If a tenderer withdraws its tender during the period of tender validity
specified by the procuring entity on the Tender Form; or
(c) In the case of a successful tenderer, if the tenderer fails:
(i) to sign the contract in accordance with paragraph 30
or
(ii) To furnish performance security in accordance with paragraph 29.
(c) If the tenderer rejects, correction of an error in the tender.
2.13 Validity of Tenders
2.13.1 Tenders shall remain valid for 120 days or as specified in the invitation to tender after
date of tender opening prescribed by the Procuring entity, pursuant to paragraph 2.18. A
tender valid for a shorter period shall be rejected by the Procuring entity as
nonresponsive.
2.13.2 In exceptional circumstances, the Procuring entity may solicit the Tenderer’s consent to
an extension of the period of validity. The request and the responses thereto shall be
made in writing. The tender security provided under paragraph 2.12 shall also be suitably
extended. A tenderer may refuse the request without forfeiting its tender security. A
tenderer granting the request will not be required nor permitted to modify its tender.
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2.14 Format and Signing of Tender
2.14.1 The tenderer shall prepare two copies of the tender, clearly / marking each “ORIGINAL
TENDER” and “COPY OF TENDER,” as appropriate. In the event of any discrepancy
between them, the original shall govern.
2.14.2 The original and all copies of the tender shall be typed or written in indelible ink and
shall be signed by the tenderer or a person or persons duly authorized to bind the
tenderer to the contract. The person or persons signing the tender shall initial all
pages of the tender, except for unamended printed literature.
2.14.3 The tender shall have no interlineations, erasures, or overwriting except as necessary
to correct errors made by the tenderer, in which case such corrections shall be
initialed by the person or persons signing the tender.
2.15 Sealing and Marking of Tenders
2.15.1 The tenderer shall seal the original and one copy of the tender in separate envelopes,
duly marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then
be sealed in an outer envelope. The inner and outer envelopes shall:
(a) be addressed to the Procuring entity at the address given in the invitation to tender
(b) bear, tender number and name in the invitation to tender and the words: “DO
NOT OPEN BEFORE” 25th
March, 2020 At 10.00 A.M.
2.15.2 The inner envelopes shall also indicate the name and address of the tenderer to enable
the tender to be returned unopened in case it is declared “late”. —
2.15.3 If the outer envelope is not sealed and marked as required by paragraph 2.15.2,
the Procuring entity will assume no responsibility for the tender’s misplacement
or premature opening.
2.16 Deadline for Submission of Tenders
2.16.1 Tenders must be received by the Procuring entity at the address specified under
paragraph 2.15.2 no later than 25th
March, 2020 At 10.00 A.M.
2.16.2 The procuring entity may, at its discretion, extend this deadline for the submission of
tenders by amending the tender documents in accordance with paragraph 2.5, in
which case all rights and obligations of the procuring entity and candidates
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previously subject to the deadline will thereafter be subject to the deadline as
extended.
2.16.3 Bulky tenders which will not fit in the tender box shall be received by the procuring
entity as provided for in the appendix.
2.17 Modification and withdrawal of tenders
2.17.1 The tenderer may modify or withdraw its tender after the tender’s submission,
provided that written notice of the modification, including substitution or withdrawal
of the tender’s is received by the procuring entity prior to the deadline prescribed for
the submission of tenders.
2.17.2 The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked,
and dispatched in accordance with the provisions of paragraph 2.15. A withdrawal
notice may also be sent by cable, but followed by a signed confirmation copy,
postmarked no later than the deadline for submission of tenders.
2.17.3 No tender may be withdrawn in the interval between the deadline for submission
of tenders and the expiration of the period of tender validity specified by the
tenderer on the Tender Form. Withdrawal of a tender during this interval may
result in the Tenderer’s forfeiture of its tender security, pursuant to paragraph
2.12.7.
2.17.4 The procuring entity may at any time terminate procurement proceedings before
contract award and shall not be liable to any person for the termination.
2.17.5 The procuring entity shall give prompt notice of the termination to the tenderers and
on request give its reasons for termination within 14 days of receiving the request
from any tenderer.
2.18 Opening of Tenders
2.18.1 The Procuring entity will open all tenders in the presence of tenderer’s or their
representatives who choose to attend, at the 9th
floor boardroom Telposta Towers. The
tenderers’ representatives who are present shall sign a register evidencing their
attendance.
2.18.2 The tenderers’ names, tender modifications or withdrawals, tender prices, discounts, and
the presence or absence of requisite tender security and such other details as the
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Procuring Entity, at its discretion, may consider appropriate, will be announced at the
opening.
2.18.3 The procuring entity will prepare minutes of the tender opening which will be submitted
to the tenderers that signed the tender opening register and will have made the request.
2.19 Clarification of tenders
2.19.1 To assist in the examination, evaluation and comparison of tenders the procuring entity
may at its discretion, ask the tenderer for a clarification of its tender. The request for
clarification and the response shall be in writing, and no change in the prices or substance
shall be sought, offered, or permitted.
2.19.2 Any effort by the tenderer to influence the procuring entity in the procuring entity’s
tender evaluation, tender comparison or contract award decisions may result in the
rejection of the tenderers tender.
2.20 Preliminary Examination and Responsiveness
2.20.1 The Procuring entity will examine the tenders to determine whether they are complete,
whether any computational errors have been made, whether required securities have been
furnished whether the documents have been properly signed, and whether the tenders are
generally in order.
2.20.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price
and quantity, the unit price shall prevail, and the total price shall be corrected. If the
candidate does not accept the correction of the errors, its tender will be rejected, and its
tender security may be forfeited. If there is a discrepancy between words and figures, the
amount in words will prevail.
2.20.3 The Procuring entity may waive any minor informality or nonconformity or irregularity
in a tender which does not constitute a material deviation, provided such waiver does not
prejudice or affect the relative ranking of any tenderer.
2.20.4 Prior to the detailed evaluation, pursuant to paragraph 2.22, the Procuring entity will
determine the substantial responsiveness of each tender to the tender documents. For
purposes of these paragraphs, a substantially responsive tender is one which conforms to
all the terms and conditions of the tender documents without material deviations. The
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Procuring entity’s determination of a tender’s responsiveness is to be based on the
contents of the tender itself without recourse to extrinsic evidence.
2.20.5 If a tender is not substantially responsive, it will be rejected by the Procuring entity and
may not subsequently be made responsive by the tenderer by correction of the
nonconformity.
2.21 Conversion to a single currency
Where other currencies are used, the procuring entity will convert those currencies to
Kenya shillings using the selling exchange rate on the date of tender closing provided by
the Central Bank of Kenya.
2.22 Evaluation and comparison of tenders
2.22.1 The procuring entity will evaluate and compare the tenders which have been determined
to be substantially responsive, pursuant to paragraph 2.20
2.22.2 The comparison shall be of the price including all costs as well as duties and taxes
payable on all the materials to be used in the provision of the services.
2.22.3 The Procuring entity’s evaluation of a tender will take into account, in addition to the
tender price, the following factors, in the manner and to the extent indicated in paragraph
2.22.4 and in the technical specifications:
(a) Operational plan proposed in the tender;
(b) Deviations in payment schedule from that specified in the Special Conditions of
Contract;
2.22.4 Pursuant to paragraph 2.22.3 the following evaluation methods will be applied:
(a) Operational Plan.
The Procuring entity requires that the services under the Invitation for Tenders shall be
performed at the time specified in the Schedule of Requirements. Tenders offering to
perform longer than the procuring entity’s required delivery time will be treated as non-
responsive and rejected.
(b) Deviation in payment schedule.
Tenderers shall state their tender price for the payment on a schedule outlined in the
special conditions of contract. Tenders will be evaluated on the basis of this base price.
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Tenderers are, however, permitted to state an alternative payment schedule and indicate
the reduction in tender price they wish to offer for such alternative payment schedule.
The Procuring entity may consider the alternative payment schedule offered by the
selected tenderer.
2.22.5 The tender evaluation committee shall evaluate the tender within 30 days from the date of
opening the tender.
2.22.6 To qualify for contract awards, the tenderer shall have the following: -
(a) Necessary qualifications, capability experience, services, equipment and facilities
to provide what is being procured.
(b) Legal capacity to enter into a contract for procurement
(c) Shall not be insolvent, in receivership, bankrupt or in the process of being wound
up and is not the subject of legal proceedings relating to the foregoing
(d) Shall not be debarred from participating in public procurement.
2.23 Contacting the procuring entity
2.23.1 Subject to paragraph 2.19, no tenderer shall contact the procuring entity on any matter
relating to its tender, from the time of the tender opening to the time the contract is
awarded.
2.23.2 Any effort by a tenderer to influence the procuring entity in its decisions on tender
evaluation tender comparison or contract award may result in the rejection of the
tenderers tender.
2.24 Award of Contract
a) Post qualification
2.24.1 In the absence of pre-qualification, the Procuring entity will determine to its satisfaction
whether the tenderer that is selected as having submitted the lowest evaluated responsive
tender is qualified to perform the contract satisfactorily.
2.24.2 The determination will take into account the tenderer’s financial and technical
capabilities. It will be based upon an examination of the documentary evidence of the
tenderers qualifications submitted by the tenderer, pursuant to paragraph 2.1.2, as well as
such other information as the Procuring entity deems necessary and appropriate.
2.24.3 An affirmative determination will be a prerequisite for award of the contract to the
tenderer. A negative determination will result in rejection of the Tenderer’s tender, in
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which event the Procuring entity will proceed to the next lowest evaluated tender to make
a similar determination of that Tenderer’s capabilities to perform satisfactorily.
b) Award Criteria
2.24.4 Subject to paragraph 2.29 the Procuring entity will award the contract to the successful
tenderer whose tender has been determined to be substantially responsive and has been
determined to be the lowest evaluated tender, provided further that the tenderer is
determined to be qualified to perform the contract satisfactorily.
2.24.5 The procuring entity reserves the right to accept or reject any tender and to annul the
tendering process and reject all tenders at any time prior to contract award, without
thereby incurring any liability to the affected tenderer or tenderers or any obligation to
inform the affected tenderer or tenderers of the grounds for the procuring entity’s action.
If the procuring entity determines that none of the tenderers is responsive; the procuring
entity shall notify each tenderer who submitted a tender.
2.24.6 A tenderer who gives false information in the tender document about its qualification or
who refuses to enter into a contract after notification of contract award shall be
considered for debarment from participating in future public procurement.
2.25 Procuring entity’s Right to Vary quantities
2.25.1 The Procuring entity reserves the right at the time of contract award to increase or
decrease the quantity of services originally specified in the Schedule of requirements
without any change in unit price or other terms and conditions.
2.26 Procuring entity’s Right to accept or Reject any or All Tenders
2.26.1 The Procuring entity reserves the right to accept or reject any tender, and to annul the
tendering process and reject all tenders at any time prior to contract award, without
thereby incurring any liability to the affected tenderer or tenderers or any obligation to
inform the affected tenderer or tenderers of the grounds for the Procuring entity’s action.
2.27 Notification of award
2.27.1 Prior to the expiration of the period of tender validity, the Procuring entity will
notify the successful tenderer in writing that its tender has been accepted.
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2.27.2 The notification of award will signify the formation of the Contract subject to the signing
of the contract between the tenderer and the procuring entity pursuant to clause 2.29.
Simultaneously the other tenderers shall be notified that their tenders have not been
successful.
2.27.3 Upon the successful Tenderer’s furnishing of the performance security pursuant to
paragraph 31, the Procuring entity will promptly notify each unsuccessful Tenderer and
will discharge its tender security, pursuant to paragraph 2.12.
2.28 Signing of Contract
2.28.1 At the same time as the Procuring entity notifies the successful tenderer that its tender
has been accepted, the Procuring entity will simultaneously inform the other tenderers
that their tenders have not been successful.
2.28.2 Within fourteen (14) days of receipt of the Contract Form, the successful tenderer shall
sign and date the contract and return it to the Procuring entity.
2.28.3 The parties to the contract shall have it signed within 30 days from the date of
notification of contract award unless there is an administrative review request.
2.29 Performance Security
2.29.1 Within thirty (30) days of the receipt of notification of award from the Procuring entity,
the successful tenderer shall furnish the performance security in accordance with the
Conditions of Contract, in the Performance Security Form provided in the tender
documents, or in another form acceptable to the Procuring entity.
2.29.2 Failure of the successful tenderer to comply with the requirement of paragraph 2.29 or
paragraph 2.30.1 shall constitute sufficient grounds for the annulment of the award and
forfeiture of the tender security, in which event the Procuring entity may make the award
to the next lowest evaluated or call for new tenders.
2.30 Corrupt or Fraudulent Practices
2.30.1 The Procuring entity requires that tenderers observe the highest standard of ethics during
the procurement process and execution of contracts. A tenderer shall sign a declaration
that he has not and will not be involved in corrupt or fraudulent practices.
2.30.2 The procuring entity will reject a proposal for award if it determines that the tenderer
recommended for award has engaged in corrupt or fraudulent practices in competing for
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the contract in question;
2.30.3 Further, a tenderer who is found to have indulged in corrupt or fraudulent practices risks
being debarred from participating in public procurement in Kenya.
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APPENDIX TO INSTRUCTIONS TO THE TENDERERS
The following information for procurement of services shall complement or amend the
provisions of the instructions to tenderers. Wherever there is a conflict between the
provisions of the instructions to tenderers and the provisions of the appendix, the
provisions of the appendix herein shall prevail over those of the instructions to Tenderers
ITT Clause
Number Amendments of, and Supplements to, Clauses in the
Instruction to Tenderers
2.1.1 Particulars of eligible tenderers: A Bidder may be a firm that is a
private entity, a state-owned enterprise or institution dully
registered by the Registrar of Companies/Business.
2.4.1 The address for clarification of Tender documents is
Attention:
The Head Supply Chain Management,
State Department of ICT & Innovation
PO Box 30025-00100
Nairobi, Kenya.
Or
Email address: [email protected]
2.6.1 The Language of all correspondence and documents related to the
Tender is: English
2.9.3 The prices shall be FIXED
Alternative Tenders to the requirements of the Tender documents will
NOT be permitted.
2.10.1 Prices shall be quoted in Kenya Shillings
2.12.2 The Tender Security shall be; Bid Security in the amount not less
than 2 per cent of the tender price from a reputable bank or
insurance company valid for an additional 30 days beyond the Tender
validity period.
2.13.1 The Tender validity period shall be 120 days.
2.14.1 The number of copies of the Tender to be completed and returned shall
be:
One (1) original and one (1) copy.
This is a one envelope tender. All the proposals (technical and financial)
should be in one envelope clearly marked the Tender Number without
any indication of the name of the bidder.
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2.15
The site visit will be conducted on 17th
March, 2020 at the client’s
offices (Vihiga County Referral Hospital). Please contact the Hospital-
in-Charge (CEO/Superintendent/Administrator)
2.16 Tender shall be submitted to:-
The Principal Secretary,
State Department of ICT & Innovation
P.O. BOX 30025-00100 Nairobi,
The deadline for bid submission is: Date 25th
March, 2020.
Time:10.00am local time
2.17 The Tender opening shall take place at: 9
th floor boardroom at Telposta
Towers. Time: 10.30am local time.
2.20.1 1. PRELIMINARY/MANDATORY EVALUATION
The evaluation shall adopt YES/ NO Approach. The non-responsive
submissions will be eliminated from the entire preliminary evaluation process
and will not be considered further.
The preliminary evaluation shall involve checking on mandatory requirements
(MR) which include the following:
No. Parameters/Requirements
Compliance (Yes/No)
1.
A copy of certificate of registration /
incorporation
YES/ NO
2. A copy of valid tax compliance certificate YES/ NO
3. A valid Business Permit YES/ NO
4.
Confidential Business Questionnaire (duly
filled, signed and stamped)
YES/ NO
5.
Filled and signed Self Declaration Forms
(SD1 and SD2)
YES/ NO
6. Fill and sign the form of tender (with Bid
validity-120 days). YES/ NO
7. Price Schedule form fully filled and signed
(enclosed in the financial proposal) YES/ NO
8.
The Tender Security shall be; Bid
Security in the amount not less than 2
per cent of the tender price from a
reputable bank or insurance company valid for an additional 30 days beyond
the Tender validity period.
YES/ NO
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2. TECHNICAL MANDATORY EVALUATION
The evaluation shall adopt YES/ NO Approach. The non-responsive
submissions will be eliminated from the entire evaluation process and will not
be considered further.
The evaluation shall involve checking on the technical mandatory
requirements which include the following:
1.
Must be registered by the National
Construction Authority with NCA 8 or
above (attach certificate)
YES/ NO
2.
The bidder must provide Manufacturer
Authorization Form for both active and
passive equipment. (It will be verified
from the manufacturer)
Bidders who attach forged MAF shall
be disqualified
YES/ NO
3.
Must be certified by the Communication
Authority of Kenya (attach certificate)
YES/ NO
4.
Filled, Signed and Stamped Survey/Site
Visit Forms for each site
YES/ NO
5.
The bidder must provide proof of
manufacturer’s support for active
equipment, any hardware or a module
for at least 3 years from the date of
manufacture
YES/ NO
Bidders must submit the documents above.
At this stage, the tenderer’s submission will be either responsive or non-
responsive. The non-responsive submissions will be eliminated from the entire
evaluation process and will not be considered further.
2.22.1 Evaluation and Comparison of Tenders (Technical Evaluation)
The bidder will be evaluated on the technical submissions and only tenders
attaining 70% marks and above in the technical evaluation will proceed to the
next stage of the procurement process. The technical proposals will be
evaluated using the following criteria format: Scores for specific technical
evaluation requirements will be distributed as follows:
TECHNICAL EVALUATION
1 Technical Design
It should include providing the following detailed designs
as per bidder’s own site survey findings: (Client has only
provided a guide)
1. Local Area Network Design
12%
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(should include Metro Area Network
Interconnections Designs)
I. Active Equipment
a. Aggregation Switch
b. Access Switches
II. Passive Equipment
a. Horizontal Cabling Subsystem Design
b. Backbone Cabling Systems Design
2. Wireless Local Area Network Design
a. Wireless Controller
b. Wireless Access Points
2 Compliance with Technical Specifications
1. Local Area Network
I. Active Equipment
a. Aggregation Switch
b. Access Switches
II. Passive Equipment
a. Horizontal Cabling Subsystem
b. Backbone Cabling Systems
2. Wireless Local Area Network
a. Wireless Controller
b. Wireless Access Points
50%
3 Project Deployment and methodology ( % each)
Provide an implementation schedule (Gantt chart)
with clearly defined timelines
Project Management composition
Personnel schedule of activities
Training Plans
Documentation, Handover and commissioning
plans
10%
4 Contractors qualifications, experience and past
performance on similar projects ( % each project)
At least three (3) projects of Local Area Network
including wireless network deployment in the last 5 years
from the closing date of this tender.
12%
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The bidder must attach evidence for example Signed
Contracts, LP0s, Recommendation Letters, Completion
Certificates
5 Qualifications and experience of Key Technical
personnel
(Attach Curriculum Vitae and Copies of Certificates)
i Project Manager (At least 1)
o Degree/Diploma in Engineering/ICT
o At least 3 Years’ Experience in Project
management
o Certification in Project management
ii Network Engineers (At least 1)
o Degree/Diploma in ICT or related field
o At least 3 Years’ Experience in Networks
implementation
o Certification in switching and Routing
iii Cable Installers (At least 2)
o Diploma/Certificate in ICT or related field
o At least 2 Years’ Experience in Networks
implementation
o Certification in cable installations
16%
TOTAL 100%
FINANCIAL EVALUATION
2.24.1 Lowest Evaluated Bid
2.24.2 Post – Qualification shall “be undertaken”
2.24.3 Award Criteria: The bidder with the lowest evaluated bid having passed
the Preliminary/Mandatory Evaluation and the Technical Evaluation
shall be considered for award.
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SECTION III GENERAL CONDITIONS OF CONTRACT
3.1 Definitions
In this contract, the following terms shall be interpreted as indicated:
a) “The contract” means the agreement entered into between the Procuring entity and
the tenderer as recorded in the Contract Form signed by the parties, including all
attachments and appendices thereto and all documents incorporated by reference
therein.
b) “The Contract Price” means the price payable to the tenderer under the Contract for
the full and proper performance of its contractual obligations.
c) “The services” means services to be provided by the contractor including materials
and incidentals, which the tenderer is required to provide to the Procuring entity
under the Contract.
d) “The Procuring entity” means the organization sourcing for the services under this
Contract.
e) “The contractor means the individual or firm providing the services under this
Contract.
f) “The client means the organization receiving the services under this Contract.
g) “GCC” means general conditions of contract contained in this section
h) “SCC” means the special conditions of contract
i) “Day” means calendar day
3.2 Application
These General Conditions shall apply to the extent that they are not superseded by
provisions of other part of contract.
3.3 Standards
3.3.1 The services provided under this Contract shall conform to the standards mentioned in
the Schedule of requirements
3.5 Patent Right’s
The tenderer shall indemnify the Procuring entity against all third-party claims of
infringement of patent, trademark, or industrial design tights arising from use of the
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services under the contract or any part thereof.
3.6 Performance Security
3.6.1 Within twenty-eight (28) days of receipt of the notification of Contract award, the
successful tenderer shall furnish to the Procuring entity the performance security
where applicable in the amount specified in Special Conditions of Contract.
3.6.2 The proceeds of the performance security shall be payable to the Procuring entity as
compensation for any loss resulting from the Tenderer’s failure to complete its
obligations under the Contract.
3.6.3 The performance security shall be denominated in the currency of the Contract, or in a
freely convertible currency acceptable to the Procuring entity and shall be in the form of:
a) Cash.
b) A bank guarantee.
c) Such insurance guarantee approved by the Authority.
d) Letter of credit.
3.6.4 The performance security will be discharged by the procuring entity and returned to the
candidate not later than 30 days following the date of completion of the tenderer’s
performance of obligations under the contract, including any warranty obligations under
the contract.
3.7 Inspections and Tests
3.7.1 The Procuring entity or its representative shall have the right to inspect and/or to test the
services to confirm their conformity to the Contract specifications. The Procuring entity
shall notify the tenderer in writing, in a timely manner, of the identity of any
representatives retained for these purposes.
3.7.2 The inspections and tests may be conducted on the premises of the tenderer or its
subcontractor(s). If conducted on the premises of the tenderer or its subcontractor(s), all
reasonable facilities and assistance, including access to drawings and production data,
shall be furnished to the inspectors at no charge to the Procuring entity.
3.7.3 Should any inspected or tested services fail to conform to the Specifications, the
Procuring entity may reject the services, and the tenderer shall either replace the rejected
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services or make alterations necessary to meet specification requirements free of cost to
the Procuring entity.
3.7.4 Nothing in paragraph 3.7 shall in any way release the tenderer from any warranty or other
obligations under this Contract.
3.8 Payment
3.8.1 The method and conditions of payment to be made to the tenderer under this Contract
shall be specified in SCC
3.9 Prices
Prices charged by the contractor for services performed under the Contract shall not, with
the exception of any Price adjustments authorized in SCC, vary from the prices by the
tenderer in its tender or in the procuring entity’s request for tender validity extension as
the case may be. No variation in or modification to the terms of the contract shall be
made except by written amendment signed by the parties.
3.10 Assignment
The tenderer shall not assign, in whole or in part, its obligations to perform under this
contract, except with the procuring entity’s prior written consent.
3.11 Termination for Default
The Procuring entity may, without prejudice to any other remedy for breach of Contract,
by written notice of default sent to the tenderer, terminate this Contract in whole or in
part:
i If the tenderer fails to provide any or all of the services within the period(s)
specified in the Contract, or within any extension thereof granted by the
Procuring entity.
ii If the tenderer fails to perform any other obligation(s) under the Contract.
iii If the tenderer, in the judgment of the Procuring entity has engaged in corrupt
or fraudulent practices in competing for or in executing the Contract.
In the event the Procuring entity terminates the Contract in whole or in part, it may
procure, upon such terms and in such manner as it deems appropriate, services similar to
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those undelivered, and the tenderer shall be liable to the Procuring entity for any excess
costs for such similar services.
3.12 Termination of insolvency
The procuring entity may at the anytime terminate the contract by giving written notice to
the contractor if the contractor becomes bankrupt or otherwise insolvent. In this event,
termination will be without compensation to the contractor, provided that such
termination will not produce or affect any right of action or remedy, which has accrued or
will accrue thereafter to the procuring entity.
3.13 Termination for convenience
3.13.1 The procuring entity by written notice sent to the contractor may terminate the contract in
whole or in part, at any time for its convenience. The notice of termination shall specify
that the termination is for the procuring entity convenience, the extent to which
performance of the contractor of the contract is terminated and the date on which such
termination becomes effective.
3.13.2 For the remaining part of the contract after termination the procuring entity may elect to
cancel the services and pay to the contractor on agreed amount for partially completed
services.
3.14 Resolution of disputes
3.14.1 The procuring entity’s and the contractor shall make every effort to resolve amicably by
direct informal negotiations any disagreement or dispute arising between them under or in
connection with the contract.
3.14.2 If after 14 days from the commencement of such informal negotiations both parties have
been unable to resolve amicably a contract dispute either party may require that the dispute
be referred for resolution to the formal mechanisms specified in the SCC.
3.15 Governing Language
The contract shall be written in the English language. All correspondence and other
23 | P a g e
documents pertaining to the contract, which are exchanged by the parties, shall be written
in the same language.
3.16 Force Majeure
The contractor shall not be liable for forfeiture of its performance security, or termination
for default if and to the extent that it’s delay in performance or other failure to perform its
obligations under the Contract is the result of an event of Force Majeure.
3.17 Applicable Law
The contract shall be interpreted in accordance with the laws of Kenya unless otherwise
specified in the SCC
3.18 Notices
Any notices given by one party to the other pursuant to this contract shall be sent to the
other party by post or by fax or E-mail and confirmed in writing to the other party’s
address specified in the SCC.
A notice shall be effective when delivered or on the notices effective date, whichever is
later.
3.19 Management Meetings
A Contract management meeting shall be held regularly and attended by the Procuring
Entity’s Representative and the Contractor. Its business shall be to review the plans for
the remaining Work. The Procuring Entity’s Representative shall record the business of
management meetings and provide copies of the record to those attending the meeting
and the Procuring Entity. The responsibility of the parties for actions to be taken shall be
decided by the Procuring Entity’s Representative either at the management meeting or
after the management meeting and stated in writing to all who attend the meeting.
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SECTION IV SPECIAL CONDITIONS OF CONTRACT
4.1 Special conditions of contract shall supplement the general conditions of contract,
wherever there is a conflict between the GCC and the SCC, the provisions of the SCC
herein shall prevail over those in the GCC.
4.2 Special conditions of contract with reference to the general conditions of contract.
General conditions of
contract reference
Special conditions of contract
3.6 Specify performance security if applicable: 10% of the contract sum
from a reputable bank or insurance company.
3.8 Payments shall be;
Payment will be based on milestones which will be elaborated
during contract formation; and issuance of a completion
certificate will be based on the milestones achieved/completed;
from the client.
3.9 Specify price adjustments allowed. None
3.14 Specify resolution of disputes: Arbitration
3.17 Specify applicable law. Laws of Kenya
3.18 Notices shall be addressed and delivered to:
The Principal Secretary,
Ministry of ICT & Innovation
P.O. BOX 30025-00100 Nairobi
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SECTION V SCHEDULE OF REQUIREMENTS
Introduction
Ministry of Health intends to roll out Universal Health Coverage (UHC) thus necessitating
automation of most of its business processes, there is, therefore, an urgent requirement for all
hospitals to be provided with a connectivity to facilitate on-line and real-time data management.
The scope shall include delivering the following:
1. Local Area Network for the scope of the project which shall include supply, installation and
commissioning of the following components (should include Metro Area Network
Interconnections):
I. Active Equipment
a. Aggregation Switch
b. Access Switches
II. Passive Equipment
a. Horizontal Cabling Subsystem
b. Backbone Cabling Systems
2. Wireless Local Area Network for the scope of the project which shall include supply,
installation and commissioning of the following components:
a. Wireless Controller
b. Wireless Access Points
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5.1 Overview of the Infrastructure
5.1.1 The purpose of this infrastructure is to provide a functional solution for a comprehensive
technology network system including required network cabling, components and devices.
It provides adequate details and criteria for the design of this technology network system
with the aim of providing clients’ offices with complete integrated network infrastructure.
5.1.2 The cabling infrastructure will provide facilities for connecting to a wide range of
heterogeneous devices, which may include but not limited to computers, network
management devices, audio/video communication devices, security and access control
systems. It is required that the cabling system be based on an open architecture that will
provide multiple compatibility, interoperability, scalability and efficient adaptability to
changes in physical layouts and relocations where a number of data points are
anticipated. The proposed guide for these data points at various buildings are shown on
the floor plans attached.
5.1.3 The bidder will supply all components necessary to complete the installation, testing and
commissioning of the integrated Local Area Network (LAN).
5.1.4 The bidder shall be responsible for the installation of the technology network system as
required in the Tender Document
5.1.5 Bidders are advised to pay particular attention to Section of this document, which
specifies the desired scope and installation practice that requires strict adherence.
5.1.6 The solution is required to support secure communication, scalability, reliability and
simple network management. The entire network will have a consistent architecture to
reduce the total cost of network ownership for on-going support and maintenance,
component and interface management, scalability, relocations, security, redundancy and
training. All the structured cabling sub system components for each solution must be
from the same manufacturer.
5.1.8 The Local Area Network will link this hospital to other UHC facilities and Government
Departments across the country. Static and/or dynamic IP addressing and sub netting will
be used to realize Virtual Local Area Network (VLAN) within the LANs and use of
Layer 3 (routing) with the NOFBI wide area network. All active components used in the
network must be able to facilitate management of the network from a central point and
from remote locations.
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5.1.9 Fiber shall be used for the LAN Backbone (LAN) and for interconnecting all the blocks
to each other.
5.1.10 Where there is an already functioning LAN the bidder shall connect the newly done LAN
to the existing one. In such a case, aggregation switch shall be the connection point in the
existing LAN. Optic fibre shall be the used for this connection.
5.1.11 MOICT will provide the VLANS allocation, IP addressing scheme and point to point
connectivity between the hospital and WAN.
5.1.12 The layer 3 routing protocols (OSPF, ISIS, BGP) shall be used between the hospital and
the WAN POP
5.1.13 All the active components used in LAN MUST integrate seamlessly.
5.1.14 The Bidder must provide lightening surge protectors and earthing of the active equipment
5.1.15 The bidder must provide a Manufacturer Authorization Form in the format specified. See
attached Manufacturer Authorization Form format
5.2 General installation practice
No Technical Specifications Compliance
(Yes/No)
Remarks
Requirements
1. The Bidder will be required to install cabling in
accordance with International Structured Cabling
System and designs. Each subsystem will be
implemented using Category 6A cablings
compliant with components to be deployed in
accordance with ANSI/TIA/EIA-568-B and
ISO/IEC 11801 standards.
2. The LAN acceptable standards must be adhered
to.
3. All network components must be connected to the
earth wire as indicated in the general
specifications of this document, the local
regulations in force and the manufacturer’s
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recommendations.
4. All routing layout for cable paths must consider
fiber optic cable with minimum radius of
curvature to be supported by the existing facilities
in order not to interfere with access to
maintenance activities.
5. All cabling infrastructure should make provisions
aspects for possible future extensions.
6. All adapters must be compatible with the
transmission capacities of the equipment to which
they connect.
7. All cables and connectors must be labeled with
permanent indelible ink mark labels.
8. Horizontal and backbone cables shall be labelled
at each end. The cable or its label shall be marked
with its identifier.
9. A unique identifier shall be marked on each
faceplate to identify it as connecting hardware.
10. Each port on the face plate shall be labeled with
its identifier.
11. The bidder will be required to comply with the
manufacturer’s recommended installation
practices.
12. The network should be capable of carrying data,
voice and video. QOS should be considered as
part of installation and configuration of the
network.
13. All active LAN equipment should be from the
same manufacturer for seamless integration,
management and maintenance
14. The bidders must enclose together with their
submitted bids brochures detailing technical
Literature and specifications of the active and
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passive components of the structured cabling
system. The brochures shall be used to evaluate
the suitability of these components. Any bid
submitted without the highlighted brochures
shall be considered technically non-responsive,
and may subsequently be disqualified.
1. Aggregation Switch
2. Access Switches
3. Horizontal Cabling Subsystem
a. Cabinets
b. UPS
c. Face Plates and Modules
d. Trunking
e. CAT 6A cable
4. Backbone Cabling Systems
a. Fiber within a block
b. Fiber to connect blocks
5. Wireless Access Points
6. Wireless Controller
5.3 Local Area Network Installation
5.3.1 LAN Overview & Installation Practice
No Technical Specifications Compliance
(Yes/No)
Remarks
Requirements
1. The LAN installation will consist of a star
topology with horizontal UTP subsystem
originating from switches and terminating with
RJ45 sockets. For each data point, a patch cord of
appropriate length with RJ45 connectors at both
ends will be required to connect the information
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point to the network interface adapter.
2. Good cable management practice must be adhered
to and proper color-coding used for easy
identification.
3. The Main Distribution Facility (MDF) will be
located on an already identified room by the
client.
4. The location for HDFs (Horizontal Distribution
Facility) on each building floor will be located on
an already identified rooms by the client.
5. High-speed Fiber Optic Uplink Backbone cable
will be used to link building blocks and floors to
the main distribution facility location.
6. Cables must be run in the trunking (s) within
building wall and surface pathways. This must be
metal trunking installations.
7. The Bidder will be responsible for supplying all
materials and components that are necessary to
complete the installation of the structured cabling
system.
8. The horizontal cabling will include outlets and
consolidation or transition points, connectors,
mechanical terminations and patch cords that
compose horizontal cross-connect. Cables will be
routed in new wall ducts and terminated on patch
panels and other data outlets as specified in
accompanying diagrams.
9. A Metal trunking of 150mm by 50mm
dimensions with two compartments must be
installed. One will be used for data cables and the
other for any other utility service
10. The bidder will be responsible for pulling,
terminating and testing all circuits installed and
each cable shall be assigned a unique cable
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number.
5.3.2 Horizontal Cabling
No Technical Specifications Compliance
(Yes/No)
Remarks
Requirements
1. The primary media for horizontal cabling will be
4-pair Unshielded Twisted Pair (UTP) that must
meet or exceed ANSI/TIA/EIA-568-B and
ISO/IEC 11801 standards requirements.
2. UTP Category 6A or higher quality cables must be
used.
3. Each room to be networked shall have wall plates
installed and each outlet terminated with 8-pin
modular jacks (RJ-45).
4. Each designated network interface/ port will have
capacity to support at least 1G Ethernet.
5. Cables will be required to move through metal
trunking firmly pulled.
6. Cables should not be crushed using cable ties.
7. Cable conduits must not be overfilled.
8. No distortion due to kinks, sharp bends or
excessive hauling tension shall be allowed.
9. Cables shall be run in a manner eliminating any
possibility of strain on the cable itself or on the
terminations
10. Cables shall be kept at a minimum distance of
150mm from items liable to become hot or cold.
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11. Bending radii shall not be less than eight times the
overall cable diameter.
12. The manufacturers hauling tension shall not be
exceeded.
13. All cable ties and fixings shall be tightened to
support the cable loom without distortion of the
cable sheath.
14. All cables must pass through trunking and should
not be seen from outside
15. There shall be no splicing of installed cables.
Intermediate cross-connects and transition points
are not allowed.
16. All user-area patch chords shall be at least 3-metre
in length. However, 5-metre patch cords shall also
be provided as indicated.
17. Data outlets shall be flash mounted on the metal
trunking.
18. All user-area patch chords and cabinet patch cords
will be supplied to match the total number of data
outlets.
19. The contractor shall pull two cables for each
faceplate and terminate both cables.
20. The contractor shall ensure that existing power
sockets are mounted on the metal trunking.
21. The Contractor may combine two or more blocks
to form one LAN segment to leverage on the
active devices. This shall be shown clearly in the
proposed design.
22. The combined blocks LAN segment UTP cables
shall not be more than 90M from the active
equipment to the data point
23. Where there is a combined blocks LAN segment,
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110mm HDPE ducts shall be used to interconnects
the blocks and outdoor UTP cables shall be used
24. Cables entry between the blocks shall be not more
than 0.5M from the ground and the outer cover
shall be metallic trunk.
5.3.3 Backbone Cabling Fiber within a block and between Blocks
No Technical Specifications Compliance
(Yes/No)
REFERENCE
INFORMATION TO
SUPPORT
COMPLIANCE
(Highlighted in the
bid document)
Requirements
1. The primary media for backbone cabling will be
fiber optic.
2. Multimode fiber optic cable (62.5/125 micron)
will be used.
3. Fibre optic cable shall have a core/cladding
diameter on nominal 850nm and 1300nm optical
wavelength.
4. The fiber optic cable shall have a minimum of
eight (8) strands.
5. All strands must be terminated at each end of the
fiber cable whether used or not.
6. All optical fiber components and installation
practices shall meet applicable building and safety
codes requirements and shall provide well
organized cable installation management in
accordance with the manufacturer’s guidelines
7. Fiber optic cables running through risers must be
protected by PVC conduits to protect them from
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interferences from other bidders providing other
services in future
8. All fiber optic backbone links will be terminated
at the identified MDF room as per the physical
topology design.
9. All fiber interfaces for uplink must use relevant
transceivers.
5.3.4 Patch Panels, Equipment Cabinets and Uninterruptible Power Supply (UPS)
No Technical Specifications Compliance
(Yes/No)
REFERENCE
INFORMATION TO
SUPPORT
COMPLIANCE
(Highlighted in the
bid document)
Requirements
1. All patch panels must conform to ANSI/TIA/EIA-
568B.
2. All Patch Panels must be scalable
3. Patch panels must be equipped with RJ45
Category 6A sockets contacts with capacity of 24 or
48 ports as needed.
4. Fiber Optic patching shall be done from the
cabinet housing optic boxes/ panels as well as the
optic electronic equipment.
5. Fiber Optic patch panel (ODF) shall have a sliding
tray.
6. All patch panels, including fiber optic patch
panels must be rack mounted.
70m
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7. All patch panels must be earthed to provide
electrical safety to users in future and screening to
prevent electromagnetic radiations.
8. Fiber optic patch panels shall be used for
distribution and management of fiber optic cable,
Provision of fiber splicing, termination,
management and storage in one unit.
9. Fiber optic patch panels will be connected as per
the amount of strands terminated at each location.
10. Each Fiber optic patch panel should be fully
loaded with adapters, pigtails, splice trays and
other required accessories.
11. Except for the patch cords used to connect NICs to
the RJ45 sockets, all patch cords must be labeled
at each extremity with soft PVC indelible
marking. For all other components, the label type
should be of stiff plastic PVC.
12. The main cabinet in the server room (MDF) shall
be at least 22U or equivalent and easily accessible
during maintenance.
13. Floor/ Block cabinets shall be metallic and wall
mounted with front clear glass at least 15U and of
good finish and conveniently accessible by
technical personnel for maintenance.
14. Power to the cabinets shall be switched off from
within the cabinets. Proper power socket cables to
be supplied with the cabinets. The bidder shall be
required to provide at least a 4-way Power
Distribution Unit (PDU).
15. All cabinets shall have at least 4U free space after
all the passive and active equipment are mounted
16. All cabinets must have forced cooling.
17. The exact placing of the cabinets should be
defined at the start of the works by the bidder in
37 | P a g e
consultation with the facility in charge/
administration
18. Equipment cabinets must provide enough space to
accommodate cabling, cabling management,
equipment racks, patch panels and network control
devices as required with convenient locations to
provide access to operational personnel.
19. MDF Cabinets must be free standing and must
have lockable doors.
20. The MDF cabinets shall have open doors both at
the rear and in front.
21. The UPS installed in the floor/block cabinet shall
be 1500VA for the 15U cabinet, rack mountable,
SMART signaling and line interactive.
22. The UPS installed in the MDF shall be 3000VA
for the cabinet, rack mountable, SMART signaling
and line interactive
5.3.5 Aggregation Switch
It shall meet the following minimum technical specifications;
No Technical Specifications Compliance
(Yes/No)
REFERENCE
INFORMATION
TO SUPPORT
COMPLIANCE
(Highlighted in the
bid document)
Requirements
1. The Switch must be rack mountable in standard
racks and should therefore be attached to the
38 | P a g e
backbone using appropriate Transceivers.
2. The Switch should support L3 network
virtualization end to end. The features supported
shall include but not limited to Switch Virtual
Interfaces (SVI), static, vlans, OSPF v3, ACLs.
Describe any additional features required to
support this.
3. The Switch must be able to integrate with the
existing infrastructure
4. The Switch should support Software Defined
Networking & Automation based on open
Standards and only use IEEE or IETF certified
protocols to allow interoperability with other
vendors supporting the same standards.
Proprietary protocols and mechanisms are not
allowed. The bidder must mention the IEEE
standard clearly.
5. The Switch should ensure that the network is
Scalable to guarantee the support for future
remote sites, applications, users, traffic,
technologies without the need for major forklifts,
upgrades, or restructuring.
6. The proposed network solution should be based
on perpetual licensing. Annual or periodical
licensing of any features is not allowed
7. The Aggregation switch is expected to provide
high performance rates to handle all the traffic
generated across the campus and applications and
must be fiber based switches.
8. The Switch should support a minimum of 480
Gbps switching capacity
9. The Switch should have the following
interfaces: At least 24x1G SFP interface slots,
2x10G SFP+ interface slots
10. The Switch should support IEEE 802.1 Q
VLAN encapsulation, at least 4000 VLANs and
Jumbo Frames
11. The Switch should support IGMP v1/v2/v3
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12. The Switch should support multicast routing
protocol PIM-SM and PIM-SSM
13. All ports on the Backbone switches shall support
full Quality of Services without any additional
hardware / software
14. The switch should have redundant power supply
15. The switch should have a 3 years Warranty
5.3.6 Access Switch
The bidder shall provision POE enabled access switches which shall meet the following
minimum technical specifications;
No Technical Specifications Compliance
(Yes/No)
REFERENCE
INFORMATION TO
SUPPORT
COMPLIANCE
(Highlighted in the
bid document)
Requirements
1. The switches for horizontal cabling must support
at least 1000Mbps auto-sensing
2. The switches must be rack mountable in standard
racks and should therefore be attached to the
backbone using appropriate Transceivers.
3. The switches must be able to integrate with the
existing infrastructure
4. The switches should support Software Defined
Networking & Automation based on open
Standards and only use IEEE or IETF certified
protocols to allow interoperability with other
vendors supporting the same standards.
Proprietary protocols and mechanisms are not
allowed. The bidder must mention the IEEE
40 | P a g e
standard clearly.
5. The network should be Scalable to guarantee the
support for future remote sites, applications,
users, traffic, technologies without the need for
major forklifts, upgrades, or restructuring.
6. The proposed network solution should be based
on perpetual licensing. Annual or periodical
licensing of any features is not allowed
7. The switches should have full PoE+ capability
8. The switches should have 24 or 48 1000Mbps ports
with 4 SFP+ interface slots accepting 1/10G
transceivers.
9. The switches should redundant power supply
10. The switches should have switching capacity of
at least 128 Gbps
11. The switches should have at least 2 GB DRAM
12. The switches should support stacking and must
be supplied with the required accessories (stack
adapters and power cables)
13. The switches should support IEEE 802.1 Q
VLAN encapsulation.
14. The switches should support at least 1000VLAN
IDs
15. The switches should support Jumbo Frames
16. The switches should support auto-sensing for
Ethernet ports for uplink connections
17. The switches should 3 Year warranty
Note: The bidder shall be required to do an independent survey to ascertain the actual number of
switches required for Client’s offices, bill of materials provided is just a guide.
5.4 Wireless LAN Infrastructure
A bidder shall propose a wireless LAN which shall meet the following minimum technical
41 | P a g e
specifications for Access Points and Wireless Controller;
i Access Points
No. Technical Specifications Compliance
(YES or NO)
REFERENCE
INFORMATION TO
SUPPORT COMPLIANCE
(Highlighted in the bid
document)
Requirements
General
Access Points
1. Access Points should be at least MIMO 4x4
Wave2
2. At least 2 frequency bands (2.4Ghz and
5Ghz)
3. It should support PoE+
4. Wifi standards 802.11 a/b/g/n/ac should be
supported.
5. Radios should support auto channel and
power selection based on surrounding wifi
conditions
6. Access Points should have the ability to load
balance users between APs in the same area.
Security
1. The proposed solution should support
WPA/WPA2/TKIP/AES security
2. The proposed solution should support
Authentication methods that include 802.1x,
Mac-based and Captive Portal
3. The Access Points should support radius
authentication of wireless users
42 | P a g e
4. The Access Points should support hidden
SSIDs
5. The Access Points should have built-in Wi-
Fi Protected Setup (WPS) and Wireless
Distribution System (WDS) to provide
protection against wireless DoS attacks.
6. The proposed solution should have firewall
policy enforcement based on user roles,
besides the standard firewall policies by
subnet, port
7. The Access Points should support Mobile-
friendly Web portal
8. It should 3 Year warranty
ii Wireless controller
A bidder shall propose wireless controller which shall meet the following minimum technical
specifications;
No Technical Specifications Compliance
(YES or NO)
Remarks
Requirements
1. It should have at least 30AP licenses included
but scalable to 100APs
2. It should be available as an appliance and
should be rack mountable
3. It should support guest management and
captive web portal
4. It should support authentication
5. It should have 3 Year warranty
43 | P a g e
5.5 Bill of Materials
NO. Description Qty
1 Category 6A UTP Outlets Module/ Data Points 361
2 Faceplates – Cat 6A Double 181
3 Cat 6AWall UTP-RJ45Patch cord (1M) 361
4 Cat 6AWall UTP-RJ45Patch cord (3M) 361
5 Cat 6AWall UTP-RJ45Patch cord (5M) 10
6 Cat 6AUTP 48 PATCHPANEL 1 U568A/B 8
7 Cat 6AUTP 24 PATCHPANEL 1 U568A/B
8 Cable managers 2U 8
9 Galvanized Metallic Trunking 200mm x50mm &
accessories 443
10 Cat 6A UTP Pure Copper Ethernet Cable 305M 42
11 Fiber Patch Panel 8
12 Fiber Cable 8 Core Plus Duct
13 Fiber Patch Cord 1M 9
14 1G SFP transceivers
15 22U Network Cabinet with a 4Way Horizontal Mount
Power Aggregation Unit (PDU) - MDF 1
16 15U Network Cabinet with a 4Way Horizontal Mount
Power Access Unit (PDU) 8
17 Rack mountable UPS- 3KVA -MDF (Aggregation) 1
18 Rack mountable UPS- 1.5KVA 8
19 Distribution Switch 1
20 48 Port POE Switch with Stacking Modules 8
21 24 Port POE Switch with Stacking Modules
22 Wireless Access Point 32
23 Wireless Controller 1
24 Sub Total = X
25
Civil Works-Pulling, Termination, Labelling,
Documentation and Testing of Horizontal and Backbone
Cabling,
26 Installation of Active Devices, IP Schemes and
Configuration
27 Testing, Training and Handover
28 Annual SLA Support
44 | P a g e
NOTE: The bill of materials is just an estimate; the bidder is required to carry out a survey in
order to get actual material required and provision for them in the quote. The client is not liable
for any omission.
5.6 Training, Completion and Commissioning
a) The bidder shall be expected to provide a comprehensive training for the entire solution
to at least ten (10) IT administrators for a period of not less than 2 weeks.
b) Training shall be provided in two 2-hour sessions to ensure that all interested parties can
attend.
c) The bidder shall provide a training proposal and materials including the curriculum and a
training timetable
d) Upon installation and completion; the bidder must carry out tests and record the test
results in two soft copies (FLASH-DISK) showing cable types and components used. All
components must be tested after which a Completion Certificate shall be issued. The test
should state the following:
Number of outlets
Type of cables used
Date completed
Type of Warranty certificates specifying start and expiry dates
Connectivity and bandwidth tests
In addition, an "as-built" package must be submitted with the following information
Updated floor plans
Wire/cable routing schematic
Facility assignment records
Horizontal cable test results and summaries
Fiber Backbone test results and summaries
45 | P a g e
5.7 Documentation
The bidder shall avail two hard copy documentation books to the client detailing the layout, the
devices used and all the components used in the system which must include all information for
future references and maintenance purposes to be used by technicians who will be manning the
network service workmanship. In particular, the documentation must be structured to contain the
following:
a. Synopsis of the cabling (primary and secondary)
b. Charts for distribution and highlights showing details of the components installed
c. A detailed map of socket layouts in Soft copies on FLASH-DISKS should be
availed
5.8 Schedule of Works
a. It is expected that the Supply, Installation, Testing and Commissioning of the network
infrastructures shall be completed no later than 120 days following the signing of the
Contract. The Contractor shall construct and install the Works in accordance with the
Contract documents. The Works may commence on the Start Date and shall be carried
out in accordance with the Program submitted by the Contractor, as updated with the
approval of the Procuring Entity’s Representative, and complete them by the Intended
Completion Date.
b. Within seven days after Site possession date, the bidder shall submit to the Procuring
Entity’s Representative for approval a program showing the general methods,
arrangements, order and timing for all the activities in the Works. Bidders shall be
required to submit phased schedules of their works showing critical activities proceeding
with minimal interruptions. The Bidder is expected to adhere to these schedules with
minimal variations as may be agreed with the client to ensure continuity of critical
operations.
46 | P a g e
c. The Bidder shall guarantee Installation completions and the Commissioning of completed
works within the specified period agreed as indicated in the schedule. Upon deciding that
the Work is complete the Contractor shall request the Procuring Entity’s Representative to
issue a Certificate of Completion of the Works, upon deciding that the Work is completed.
The Procuring Entity shall take over the Site and the Works within seven days of the
Procuring Entity’s Representative issuing a Certificate of Completion. If the Bidder fails
to adhere to his schedule of works to complete installations and commission the
completed works within the specified period, the Bidder may be required to pay
liquidation damages to the client.
5.9 Damage to existing equipment
Damages attributable to the Bidder or the Bidder's agents and/or assignees to any of the
existing equipment or systems will be repaired or replaced by the client at the expense of
the bidder as specified in the bid document. The costs associated with such repairs and/or
replacements shall be borne by the Bidder fully on a cost-plus basis.
5.10 Bidder’s Responsibilities
The bidder shall do the work with due care and diligence and in accordance with the
contractual agreement terms as signed in the contract and in strict adherence to best
industry practices.
5.11 Warranty and Support
a. The Bidder shall be required to give a warranty of fifteen (15) years for structured
cabling infrastructure. The Bidder shall warrant that all the work installations and
equipment are free from defects and if any defect is discovered; then the Bidder shall take
immediate action to replace the damaged device as required during the warranty period.
b. The Bidder shall be required to give a warranty of three (3) years for all active devices
c. The support period for the entire LAN infrastructure shall be three (3) years warranty
d. Origin of the hardware should be indicated
47 | P a g e
5.12 Acceptance
The client’s acceptance will be based on visual inspection and satisfaction of the works
done during installation, cable route layouts, trunking made, connections made, hardware
and other works done well within the project period as well as the technical tests carried
out to ensure that they fully passed after project completion. Acceptance will only be
sanctioned after all technical tests have been ascertained to be in order, true and in visual
control certified by the technical team on the works done by the bidder in strict
compliance with the contractual terms.
5.13 Technical Bid
Bidders shall submit offers that comply with the requirements of the bidding documents
that include the basic technical design as indicated in the Drawings and Specifications.
Bidders wishing to offer technical alternatives to bidding document requirements must
submit bids that comply with bidding requirements, which include basic technical
designs, drawings and Specifications.
In addition to submitting the basic bid, the bidder shall provide all information necessary
to complete evaluation alternatives that include technical specifications, breakdown of
prices, proposed installation methods and other relevant details. Only bidders with
technical alternatives with best solutions conforming with basic technical requirements
shall be considered.
The Ministry of ICT reserves the right to accept or reject any variation, deviation or
alternative technical proposal. Variations, deviations and alternative technical proposals
in excess of the needed requirements of the bid documents resulting in unsolicited
benefits to the Ministry of ICT will not be considered in bid evaluations.
The technical proposal must contain the following:
(A) Details of technical specifications and performance characteristics of items and
48 | P a g e
components to be supplied
(B) All materials and other supplies incorporated in the work installations must be
new, unused and of most recent or current models. This should incorporate all
recent improvements in design and materials.
(C) The bidder’s proposed methodology and implementation must include a draft
implementation schedule in form of a Gantt chart.
(D) The detailed layout work diagrams for proposed solutions
(E) Details of experience and past performance of the bidder on similar works
done within the past five (5) years detailing the works and other contractual
commitments.
(F) Qualifications and experience of key personnel proposed for administration
and execution of the contract, both on and off site.
(G) Form A-1, A-2, and C (or any other form that is required) must be completed.
(H) Additional information deemed appropriate may be provided.
5.14 Price Schedule
The Price Schedule should be provided in the format shown in the Appendix and must
include:
i) Form A -1 Internal Block/Floor cabling showing net disaggregated costs for each site
block/Floor offices.
ii) Form C - Summary of Costs for each block/Floor offices and for the entire work
iii) The Price Schedule must clearly indicate the total bid cost, inclusive of taxes for the
complete supply, installation, testing and commissioning of the Enterprise solution
iv) Current Financial statements and cash flow for three years not later than 2015.
All prices should be quoted in Kenya shillings.
49 | P a g e
Project implementation
The contractor will propose a phased project implementation and payments based on the
following milestones
Milestone One
i. Signing off of high and low level physical and logical designs
ii. Civil works including
a. Trenching
b. OFC Installation
c. LAN trunking and pulling of cables
Milestone Two
i. Installation, Configuration, Testing and Commissioning of Active and Passive Equipment
a. Delivery and installation of active equipment, passive equipment and their associated
accessories.
b. Testing, configurations, integration and Commissioning of the entire network solution
c. Training
d. Documentation
e. Any other works needed to achieve the required solution as outlined in the detailed
scope of works
Percentage payments will be paid once a milestone is achieved.
50 | P a g e
SECTION VI FLOOR PLANS
VIHIGA COUNTY REFFERAL HOSPITAL OVERVIEW
VIHIGA REFFERAL MAIN HOSPITAL BLOCK
maintenace
Morgue
OT
PHYSIO
NHIF CLINICS
PROCUREMENT UNIT
Main entrance
13 M
5M
5 M
15 M
10 M
19 M
51 | P a g e
3.00
2.50
Executiveroom
wroom
Nurse room
D3 D4
D5
D6
Paedriatic
kitchen Room 2
Exec room2
pharmacy
wroom
ward
D8
D9
D10
VIHIGA COUNTY REFFERAL HOSPITAL AMENITY WING
Data Points=36Perimeter= 72.8
5.2
00
.00
5.2
0
6.505.702.503.003.002.80
3.202.80
0.9
0
52 | P a g e
3.00
3.20
BoardroomAdmin
N.OI/C
CECM
ACCOUNTS OFFICE
Secretary
MED SUP
Waiting areaPHO HRO
OFFICE
VIHIGA COUNTY REFFERAL HOSPITAL ADMIN BLOCK.
Data Points= 50Perimeter= 68.6
5.80 3.00 3.00 3.00 3.20
5.1
03
.20
4.8
0
3.20
4.8
0
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4.6
8
3.000.002.702.70
2.9
2
6.00
4.0
05
.90
4.0
0
8.70 2.65 7.00 4.00 3.00 2.00 3.00 3.50
8.5
01
1.5
0
4.253.253.253.00
VIHIGA COUNTY REFFERAL HOSPITAL CONSULTATION CLINICS AND PHARMACY
Conssurgeon
Consclinics
Examroom
Examroom
Room 7
Room 8Eye clinic
wellness
Cons clinic
dispensary
Cons room
sluice
room
store
clinicSwitchroom
Dentalroom
Data Points=38Perimeter=93.9 meters
3.90
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Male Toilet
Female Toilet
Station
Beds
Female observation room
Washroom
Beds
6.00 9.00 3.50 6.00
5.0
02
.50
5.0
0
6.003.509.006.00
5.0
05
.00
CASUALTY BLOCK VIHIGA COUNTY REFFERAL HOSPITAL
Perimeter= 74 metersData Points= 12
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File and Records
Room 1
Room 2Room 2
Store
Ccc labVCT 1 Consultation room 1
VIHIGA COUNTY REFFERAL HOSPITAL COMPREHENSIVE CARE UNIT
Data Points=15Perimeter= 67.5
5.00 5.00 2.32
4.50
2.82
2.18
1.40
2.50
7.62
2.50
2.50
2.00
5.00
3.00
2.50
2.50
2.50
3.00
4.50
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4.50
parasitology
Wash room
Phlebotomy
Labmanager
store
sluice
Reference lab
VIHIGA COUNTY REFFERAL HOSPITAL LABORATORY
Data Points= 20Perimeter= 59.411
.00
3.00
2.30
5.50
2.30
0.00
2.50
6.50
2.50 3.30 3.30 1.90 0.00
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18.60
7.0
0
12.00 6.60
7.0
0
Morgue Sup
Morgue Sup
Bodies
18.60
7.0
0
12.00 6.60
7.0
0
Morgue Vihiga County Refferal Hospital
Perimeter=51.2Data Points= 8
6.60
7.0
0 0.90
0.900.90
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B116Education Room
DemonstrationCWC
B118 B119
Waiting Area
B124Nutrition
B123ANCI
B122ANC2
Routine Cheek
Co
rrido
r
B121Pharmacy
FP
WR
B120FP
Fire Exit
Entrance
5.4
0
4.3
0
3.4
0
2.70 2.50 0.00 3.10 4.10
2.6
01
.80
5.3
1
2.90 2.80 2.80 5.70
3.5
0
VIHIGA COUNTY REFFERAL HOSPITAL MCH UNIT
0.00
Data Points= 22Perimeter=57.2
meters
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Eng Medical Eng Biomed Eng
PHO
OfficeKMTC
Workshop
2.10 5.50 5.50 3.80
5.1
05
.10
5.004.107.803.00
5.1
0
3.00
0.0
05
.10
VIHIGA COUNTY REFFERAL HOSPITAL MAINTENACE DEPT
Data Points= 26Perimeter= 63.2
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3.4
5
2.90 1.90
Cube 4
Cube 3Cube 1
Cube 2
reception
Nurse station
6.10
PERIMETER = 52.6
DATA POINTS = 8
6.10 3.10 2.70
9.5
0
VIHIGA COUNTY REFFERAL HOSPITAL MALE WARD
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24.00
9.00
24.00
9.00
NHIF CLINICS VIHIGA COUNTY REFFERAL
Data Points= 18Perimeter= 66 m
24.00
9.00
9.00
0.90
64 | P a g e
Gym
Reception
Treatment Room
VIHIGA COUNTY REFFERAL HOSPITAL OCCUPATION
THERAPY
Data Points=14Perimeter= 41 meters
6.50 3.30 2.70
8.0
0
65 | P a g e
Ward
Ward
Ward
WardWard
Ward
Ward
Billing
store
n/o
Procedure room
Procedure room
n/s
n/o
Medical social worker
store
Ward
VIHIGA COUNTY REFFERAL HOSPITAL PAEDRIATIC AND FEMAL WARD
Data Points=26Perimeter=91.1 meters
6.00 6.00 2.70 6.40 6.00 6.00 2.00
5.5
05
.50
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CCC Therapy
Physio
KMTC WORKSHOP
8.3
0
7.50 7.50
7.50 7.50 7.50
7.50
8.3
0
VIHIGA COUNTY REFFERAL PHYSIOTHERAPY
Data points=12Perimeter=61.6
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Cube 4
Cube 2
Cube 3Cube 1
Postnatal ward Vihiga
5.5
02
.50
5.5
0
6.101.703.90 6.10 3.00 3.00
5.5
05
.50
3.00
3.006.106.10
1.70
3.90
Washroom
Cleaning Area
N/S
MVA ROOM
Office
Office
POSTNATAL WARD VIHIGA
PERIMETER= 74.6DATA POINTS= 14
5.5
0
3.00
3.00
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5.90
Generator room
Procurementoffices
CSSD
CSSD
VIHIGA COUNTY REFFERAL HOSPITAL PROCUREMENT UNIT
Data Points=18Perimeter=63.4
7.98 5.90 5.90 5.90
6.0
0
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XRAY ROOM
CTRL
CT SCAN
CT SCAN CONTROL
DIGITAL MAMOGRAPHY
DIGITAL OPG
RECEPTION
READINGROOM
UPS ROOM
X RAY VIHIGA COUNTY REFFERAL HOSPITAL
DATA POINTS=28PERIMETER=54.6
2.7
0
4.5
06
.00
3.506.205.80
4.0
02
.40
4.0
0
5.80
2.7
0
3.905.80
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3.00
N/S
RECEPTION
CUBE 1
DELIVERYROOM
THEATER
MALE CHANGING ROOM
NBU
NURSERY
NBU
NBU
3.00 3.00 6.70 5.70 6.10
2.7
04
.80
2.5
02
.50
6.002.706.703.003.00
5.0
02
.50
5.0
0
3.10
POSTNATAL WARD 1ST FLOOR VIHIGA
Data Points= 16Perimeter= 74 m
3.00
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10.70
Library
WashroomWashroom
Librarian
6.0
0
4.20
6.0
0
3.80 2.70
PROPOSED LIBRARY VIHIGA REFFERAL
HOSPITAL
PERIMETER= 33.4DATA POINTS = 10
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4.00 1.904.401.90
4.5
44
.40
TreatmentRoom
WaterTreatment
room
Store
Nutrition
Beds
N/S
Office
Office
Washroom
Pharmacy
8.0
0
4.001.90
4.68
0.01
3.10
5.2
06
.00
5.2
0
6.0
0
5.80 3.10
5.9
2
Data Points = 24Perimeter =107.2
5.80
VIHIGA COUNTY REFFERAL HOSPITAL
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SECTION VII PRICE SCHEDULES OF SERVICES
FORM A – INTERNAL BLOCK/FLOOR CABLING
THE MINISTRY OF ICT
SUPPLY, INSTALLATION AND COMMISSIONING OF
CATEGORY 6A STRUCTURED CABLING NETWORK AT
VIHIGA COUNTY REFERRAL HOSPITAL
BID RESPONSE FORM
FORM A-1
A. INTERNAL BLOCK/FLOOR CABLING FLOOR/BLOCK:
I. MATERIALS
ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY
UNIT
PRICE
TOTAL
PRICE
TOTAL MATERIAL FOR INTERNAL BLOCK CABLING
II. ACTIVE COMPONENTS
ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY
UNIT
PRICE
TOTAL
PRICE
TOTAL ACTIVE COMPONENTS
III. PASSIVE COMPONENTS
ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY
UNIT
PRICE
TOTAL
PRICE
TOTAL ACTIVE COMPONENTS
IV. CIVIL WORKS/LABOUR
ITEM DESCRIPTION QTY
UNIT
PRICE
TOTAL
PRICE
TOTAL CIVIL WORKS/LABOUR
TOTAL COST FOR FLOOR/BLOCK
_______________________
[Signature of bidder and date]
74 | P a g e
THE MINISTRY OF ICT
SUPPLY, INSTALLATION AND COMMISSIONING OF CATEGORY 6A
STRUCTURED CABLING NETWORK AT VIHIGA COUNTY
REFERRAL HOSPITAL.
FORM A-2
A. INTERNAL BLOCK/FLOOR CABLING FLOOR:
I. MATERIALS
ITEM DESCRIPTION MAKE/MODEL/SOURCE TOTAL MAJOR PERFORMANCE CHARACTERISTICS
II. ACTIVE COMPONENTS
ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY MAJOR PERFORMANCE CHARACTERISTICS
III. PASSIVE COMPONENTS
ITEM DESCRIPTION MAKE/MODEL/SOURCE QTY MAJOR PERFORMANCE CHARACTERISTICS
___________
[Signature of bidder and date]
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FORM C – SUMMARY OF COSTS
_______________________
[Signature of bidder and date]
Prices to be inclusive of all taxes
Signature of tenderer ________________________________________________
Note: In case of discrepancy between unit price and total, the unit price shall prevail.
THE MINISTRY OF ICT
C. SUMMARY OF COSTS
INTERNAL BLOCK/FLOOR CABLING
FLOORS/BLOCKS ACTIVE
COMPONENTS
MATERIALS PASSIVE
COMPONENTS
MATERIALS TOTAL
MATERIALS
CIVIL WORKS
AND LABOUR
TOTAL INTERNAL
BLOCK CABLING
TOTAL SUPPLY, INSTALLATION AND COMMISSIONING
MISC (E.G. TAX, DISCOUNTS)
NET TOTAL
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SECTION VII STANDARD FORMS
FORM OF TENDER
To: [Name and address of the PE]
Date: [insert date (as day, month and year)]
Tender No.: [insert number of Tendering process]
Item Description: [insert description of Items]
Sir/Madam,
Having examined the Tender documents including Addenda Nos. [insert addenda numbers], the
receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver
[description of Goods and services] in conformity with the said Tender documents for the sum
of [total Tender amount in words and figures] or such other sums as may be ascertained in
accordance with the Schedule of Prices attached herewith and made part of this Tender.
We undertake, if our Tender is accepted, to deliver the Goods in accordance with the delivery
schedule specified in the Schedule of Requirements.
If our Tender is accepted, we undertake to provide a performance security in the form, in the
amounts, and within the times specified in the Tender documents.
We agree to abide by this Tender for the Tender validity period specified in Clause 2.13.1 of the
ITT, and it shall remain binding upon us and may be accepted at any time before the expiration
of that period.
We are not participating, as Tenderers, in more than one Tender in this Tendering process.
Our firm, its affiliates or subsidiaries – including any subcontractors or suppliers for any part of
the contract – has not been declared ineligible by the Government of Kenya under Kenyan laws.
Until a formal Contract is prepared and executed, this Tender, together with your written
acceptance thereof and your notification of award, shall constitute a binding Contract between
us.
We understand that you are not bound to accept the lowest or any Tender you may receive.
We certify/confirm that we comply with the eligibility requirements as per ITT Clause 2.1.1 of
the Tender documents
Dated this ________________ day of ________________ 20______.
(Name)
_________________ __________________________
[signature] [in the capacity of]
Duly authorized to sign Tender for and on behalf of ______________________________
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REPUBLIC OF KENYA
CONFIDENTIAL BUSINESS QUESTIONNAIRE
You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business. You are advised that it is a serious offence to give false information on this form
Part I- General: Business Name ……………………………………………………………………………………..
Location of business premises………………………………………………………….……………
Plot No. …………………………………….………. Street/Road…………………………..….…..
Postal Address……………………………………………..………….Tel. No………………...…...
Nature of business……………………………………………………………………………………
Current Trade Licence No………………………………….…………Expiring date………..……..
Maximum value of business which you can handle at any one time: ……………………………. Name of your bankers…………………………………………………Branch ………………..……
Part 2 (a) – Sole Proprietor
Your name in full……………………………………….…………….Age………….…….
Nationality………………………………Country of origin……………………………….
*Citizenship details…………………………………………………….……………….….
Part 2 (b) Partnership
Given details of partners as follows:
Name Nationality Citizenship Details Shares
………………………………………………………………………………………….
………………………………………………………………………………………….
………………………………………………………………………………………….
…………………………………………………………………………………………..
Part 2 ( c) – Registered Company:
Private or Public…………………………………………………………………………….
State the nominal and issued capital of company-
Nominal K£………………………………..
Issued K£…………………………………..
Given details of all directors as follows:-
Name Nationality Citizenship Details Shares
1. 1. …………………………………………………………………………………………
2. …………………………………………………………………………………………
3. ………………………………………………………………………………………… 4. ………………………………………………………………………………………… 5. ………………………………………………………………………………………….
Date ………………………………………………..….Signature of Candidate……………………….
*if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration.
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TENDER SECURITY (BANK GUARANTEE) Bank Letterhead
Whereas ………………………………………. [name of the tenderer] (hereinafter called “the tenderer”) has submitted its tender dated …………. [date of submission of tender] for the supply, installation and commissioning of …………………… [name and/or description of the
equipment](hereinafter called “the Tender”) ……………………………….KNOW ALL PEOPLE by these presents that WE ……………………… of ………………………. having our registered office at ………………… (hereinafter called “the Bank/Insurance Company”), are bound unto …………….. [name of Procuring entity} (hereinafter called “the Procuring entity”) in the sum of …………………….. for which payment well and truly to be made to the said Procuring entity, the Bank/Insurance Company binds itself, its successors, and assigns by these presents.
Sealed with the Common Seal of the said Bank/Insurance Company this day of 20 .
THE CONDITIONS of this obligation are:-
1. If the tenderer withdraws its Tender during the period of tender validity specified by the
tenderer on the Tender Form; or 2. If the tenderer, having been notified of the acceptance of its Tender by the Procuring entity
during the period of tender validity:
(a) fails or refuses to execute the Contract Form, if required; or (b) fails or refuses to furnish the performance security in accordance with the
Instructions to tenderers;
We undertake to pay to the Procuring entity up to the above amount upon receipt of its first written demand, without the Procuring entity having to substantiate its demand, provided that in its demand the Procuring Entity will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.
This tender guarantee will remain in force up to and including thirty (30) days after the period of tender validity, and any demand in respect thereof should reach the Bank not later than the above date.
[signature of the authorized representative of the bank/insurance company]…………….. Seal …………………………………..____________________________
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PERFORMANCE SECURITY FORM
To: ……………………………………………………………………………………………..
[name of the Procuring entity]
WHEREAS……………………………….[name of tenderer]
(hereinafter called “the tenderer”) has undertaken, in pursuance of Contract
No.___________[reference number of the contract] dated _______________20______to
supply……………………………………………………………………………………..
[Description services](Hereinafter called “the contract”)
AND WHEREAS it bas been stipulated by you in the said Contract that the tenderer shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Tenderer’s performance obligations in accordance with the Contract.
AND WHEREAS we have agreed to give the tenderer a guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the tenderer, up to a total of ……………………………………………………. [amount of the guarantee in words and figures],
and we undertake to pay you, upon your first written demand declaring the tenderer to be in default under the Contract and without cavil or argument, any sum or sums within the limits of ……………………….. [amount of guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.
This guarantee is valid until the _____ day of 20
__________________________________________________________________
Signature and seal of the Guarantors
____________________________________________________________________ [name of bank or financial institution]
____________________________________________________________________
[address]
______________________________________________________________________
[date] (Amend accordingly if provided by Insurance Company)
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MANUFACTURERS AUTHORIZATION FORM
To [name of the Procuring entity] ………………………………..
WHEREAS …………………………………………………………………
[Name of the principal] who are established and reputation dealers in ………………………… [Type of business] having registered offices at …………… …………………………………. [Address of principal] do hereby authorizing …………………………………………… [Name and address of tenderer] to submit a tender, [reference of the tender] for the stated (particulars of tender).
We hereby extend our full guarantee and warranty as per the General Conditions of Contract for the services to be provided against this Invitation for Tenders.
[Signature for and on behalf of the principal]
Note: This letter of authority should be on the letterhead of the principal and should be signed
by a competent person.
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FIRM’S REFERENCES
Relevant Services Carried Out That Best Illustrate Qualifications Using the format below, provide information on each assignment for which your firm either
individually, as a corporate entity or in association, was legally contracted.
Assignment Name: Country
Location within Country:
Professional Staff provided by Your
Firm/Entity(profiles):
Name of Client:
Clients contact person for the assignment.
Address:
No of Staff-Months; Duration of Assignment:
Start Date (Month/Year):
Completion Date
(Month/Year):
Approx. Value of Services (Kshs)
Name of Associated Consultants. If any:
No of Months of Professional
Staff provided by Associated Consultants:
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed:
Narrative Description of project:
Description of Actual Services Provided by Your Staff:
Firm’s Name: ___________________________________
Name and title of signatory; ________________________
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FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL
STAFF
Proposed Position:
_____________________________________________________________
Name of Firm:
_________________________________________________________________
Name of Staff:
__________________________________________________________________
Profession:
_____________________________________________________________________
Date of Birth:
__________________________________________________________________
Years with Firm: ___________________________ Nationality: ______________________
Membership in Professional Societies: __________________________________________
Detailed Tasks Assigned:
_______________________________________________________
Key Qualifications:
[Give an outline of staff member’s experience and training most pertinent to tasks on
assignment. Describe degree of responsibility held by staff member on relevant previous
assignments and give dates and locations].
Education:
[Summarize college/university and other specialized education of staff member, giving names
of schools, dates attended and degree[s] obtained.]
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Employment Record:
[Starting with present position, list in reverse order every employment held. List all positions
held by staff member since graduation, giving dates, names of employing organizations, titles
of positions held, and locations of assignments.]
Certification:
I, the undersigned, certify that these data correctly describe me, my qualifications, and my
experience.
_________________________________________________________ Date:
________________
[Signature of staff member]
___________________________________________________________________ Date;
______________
[Signature of authorised representative of the firm]
Full name of staff member: _____________________________________________________
Full name of authorized representative: _________________________________________
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LETTER OF NOTIFICATION OF AWARD
Address of Procuring Entity _____________________
_____________________ To:
RE: Tender No.
Tender Name This is to notify that the contract/s stated below under the above mentioned tender have been
awarded to you.
1. Please acknowledge receipt of this letter of notification signifying your acceptance.
2. The contract/contracts shall be signed by the parties within 30 days of the date of this
letter but not earlier than 14 days from the date of the letter.
3. You may contact the officer(s) whose particulars appear below on the subject
matter of this letter of notification of award.
(FULL PARTICULARS)
SIGNED FOR ACCOUNTING OFFICER
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FORM RB 1 REPUBLIC OF KENYA
PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD
APPLICATION NO…………….OF……….….20……...
BETWEEN
……………………………………………………….APPLICANT
AND
…………………………………RESPONDENT (Procuring Entity) Request for review of the decision of the…………… (Name of the Procuring Entity) of
……………dated the…day of ………….20……….in the matter of Tender No………..…of …………..20…
REQUEST FOR REVIEW I/We……………………………,the above named Applicant(s), of address: Physical
address…………….Fax No……Tel. No……..Email ……………, hereby request the Public
Procurement Administrative Review Board to review the whole/part of the above mentioned
decision on the following grounds , namely:- 1. 2. etc. By this memorandum, the Applicant requests the Board for an
order/orders that: - 1. 2.
et
c SIGNED ………………. (Applicant) Dated on…………….day of ……………/…20…
FOR OFFICIAL USE ONLY
86 | P a g e
Lodged with the Secretary Public Procurement Administrative Review Board on …………
day of ………....20….………
SIGNED Board Secretary
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SITE SURVEY
The site surveys shall be conducted on 17
th March 2020 through the guidance of the Hospital –
in-Charge. Eligible bidders MUST perform a site visit between 9.00 am and 12 noon. Bidders are
expected to assemble as per the date and time indicated. A bidder MUST attach in their
technical proposal submission the duly signed and stamped site visit form herein.
SITE SURVEY FORM - VIHIGA COUNTY REFERRAL HOSPITAL
Company Name Hospital Name
Name Signature Date
Company Representative
Hospital Representative (Official Stamp)
Remarks
88 | P a g e
SELF DECLARATION FORM SD1
SELF DECLARATION THAT THE PERSON/TENDERER IS NOT DEBARRED IN
THE MATTER OF THE PUBLIC PROCUREMENT AND ASSET DISPOSAL ACT 2015.
I, .......………………………............................…...............................................................…..(Full
name) of P. O. Box ………………………................................................................... being a
resident of ………………………………......…....................... in the Republic of
..................................... do hereby make a statement as follows:-
1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of
………......................………………………………....................................... (insert name of the
Company) who is a Bidder in respect of Tender No.
.................…………………............................... for
……………………........................................................................... (insert tender
title/description) for ……………………................................................................( insert name of
the Procuring entity) and duly authorized and competent to make this statement.
2. THAT the aforesaid Bidder, its Directors and subcontractors have not been debarred from
participating in procurement proceeding under Part IV of the Act.
3. THAT what is deponed to hereinabove is true to the best of my knowledge, information and
belief.
……………………… …………….......................... ………………………..............
(Title) (Signature) (Date)
Bidder's Official Stamp
89 | P a g e
SELF DECLARATION FORM SD2
SELF DECLARATION THAT THE PERSON/TENDERER WILL NOT ENGAGE IN
ANY CORRUPT OR FRAUDULENT PRACTICE
I, .......………………………............................…...............................................................…..(Full
name) of P. O. Box ………………………................................................................... being a
resident of ………………………………......…....................... in the Republic of
..................................... do hereby make a statement as follows:-
1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of
………......................………………………………....................................... (insert name of the
Company) who is a Bidder in respect of Tender No.
.................…………………............................... for
……………………........................................................................... (insert tender
title/description) for ……………………................................................................( insert name of
the Procuring entity) and duly authorized and competent to make this statement.
2. THAT the aforesaid Bidder, its servants and/or agents /subcontractors will not engage in any
corrupt or fraudulent practice and has not been requested to pay any inducement to any member
of the Board, Management, Staff and/or employees and/or agents of
……………………................................................................ ( insert name of the Procuring
entity) which is the procuring entity.
3. THAT the aforesaid Bidder, its servants and/or agents /subcontractors have not offered any
inducement to any member of the Board, Management, Staff and/or employees and/or agents of
……………………............................................................(name of the procuring entity)
4. THAT the aforesaid Bidder will not engage /has not engaged in any collusive practice with
other bidders participating in the subject tender
5. THAT what is deponed to hereinabove is true to the best of my knowledge information and
belief.
………………………… …………….............................. ……………..…………..............
(Title) (Signature) (Date)
Bidder's Official Stamp
90 | P a g e
TENDER SECURITY FORM
(TENDER SECURING DECLARATION FORM (YOUTH, WOMEN AND PEOPLE
LIVING WITH DISABILITIES)
To:
WHEREAS ………………………………………………….... (Hereinafter called the Tenderer)
has submitted its Tender dated ………….……..............for the provision of
……………….................................................................. to ---------------------------------------
tender no. ………………......................................................
WE THE UNDERSIGNED, DECLARE THAT: -
1. We understand that, according to your conditions, bids must be supported by a Tender
Securing Declaration.
2. We accept that we will be automatically suspended from being eligible for bidding in any
contract with you for a period of 5 years starting from date of letter of offer, if we are in
breach of our obligations under the tender conditions, because we –
a) Have withdrawn our bid during the period of tender validity, or,
b) Having been notified of the acceptance of our bid by you during the period of tender
validity –
i. Fail or refuse to sign the contract when required, or
ii. Fail or refuse to furnish the Performance Security in accordance with the Instructions
to Tenderers.
3. We understand that this Tender Securing Declaration shall expire if we are not the successful
bidder, upon either of the following: -
a) Our receipt of a copy of your notification of the name of the successful bidder,
b) Twenty-eight (28) days after the expiry of our Tender.
4. We understand that if we are a Joint Venture, the Tender Securing Declaration must be in the
name of the Joint Venture that submits the bid, and the Joint Venture has not been legally
constituted at the time of bidding, the Tender Securing Declaration shall be in the names of
all future partners as named in the letter of intent.
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DATED AT -------------------- THIS--------------------------DAY OF
……………………………...
Yours sincerely,
Name of Tenderer
______________________________________________________________
Signature of duly authorized person signing the Tender
______________________________________________________________
Name and Capacity of duly authorized person signing the Tender
_______________________________________________________________
Stamp or Seal of Tenderer