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THE KISII NATIONAL POLYTECHNIC

TENDER FOR

TENDER NO : KNP/ERP/01/2019-2020

SUPPLY, INSTALLATION, TRAINING, COMMISSIONING AND MAINTENANCE

OF AN INTEGRATED ENTERPRISE RESOURCE PLAN SOLUTION

THE KISII NATIONAL POLYTECHNIC

P.O Box 222 – 40200

KISII-KENYA

Tel: +254 700 152 177

Email: info@kisiipoly.ac.ke

Website: https://kisiipoly.ac.ke

CLOSING DATE 23RD JANUARY 2020 TIME : 10.00 AM

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SECTION I - LETTER OF INVITATION

The Kisii National Polytechnic invites sealed bids from eligible candidates for

TENDER NUMBER TENDER NO: KNP/ERP/01/2019-2020: UPGRADING, TESTING,

TRAINING, COMMISSIONING AND MAINTENANCE OF AN INTEGRATED

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM Interested candidates may

obtain the tender documents from The Kisii National Polytechnic Procurement office

during working hours (8.00a.m to 5.00p.m) from Monday to Friday at a non-

refundable tender fee of Kshs. 1,000.00 made to the Cash office and an official receipt

obtained. Documents are also downloadable from the government tenders portal

https://tenders.go.ke or The Polytechnic website https://kisiipoly.ac.ke free of charge.

Prices quoted by tenderers must be expressed in Kenya Shillings and should be net

inclusive of all taxes and delivery costs, and shall remain valid for one hundred and

twenty (120) days from the closing date of the tender.

Bidders who meet the following criteria, by attaching relevant documentary evidence,

shall be considered for further evaluation.

a. Must provide a bid bond of Kenya shillings four hundred thousand (400,000)

which must remain valid for 30 days (after the expiry of the tender validity period)

in the form of bank guarantee from a reputable bank or any other form as

provided for under the Public Procurement and Asset Disposal Act 2015.

b. Provide a valid Tax Compliance Certificate (TCC).

c. Provide PIN and VAT certificates.

d. Prove Registration as a company.

e. Dully filled business questionnaire and form of tender.

f. Must attach audited Accounts for the last two years.

g. Provide a valid business permit.

h. Provide an accreditation certificate from the ICT Authority Level 2 and above

(Provision of ERP Services)

i. Provide a support document to confirm that the software embraces open licensing

model

j. Submit a Copy of a License of Manufacture’s Authorization.

k. Power of attorney/ authorization letter authorizing the person to submit/ execute

this agreement.

Completed tender documents – Original and a Copy - are to be enclosed in a plain

sealed envelope marked with tender name and reference number and deposited in the

tender box situated at the The Kisii National Polytechnic administration block

addressed to:

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THE PRINCIPAL,

THE KISII NATIONAL POLYTECHNIC

P.O. BOX 222 - 40200

KISII.

So as to be received on or before 23RD January, 2020 at 10.00 A.M. Tenders will be

opened immediately thereafter in the presence of the tenderers or their representatives

who choose to attend.

More details of the services are provided in the terms of reference herein.

The Request For Proposal (RFP) includes the following documents:

Section I - Letter of invitation

Section II - Information to Consultants

Section III - Technical proposal

Section IV - Financial proposal

Section V - Terms of reference

Section VI - Anti-Corruption Declaration

On receipt of this RFP please inform us

(a) that you have received the letter of invitation; and

(b) whether or not you will submit a proposal for the assignment

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SECTION II – INFORMATION TO CONSULTANTS (ITC)

Table of Contents

2.1 Introduction

2.2 Clarification and amendment of RFP document

2.3 Preparation of Technical Proposal

2.4 Financial proposal

2.5 Submission, Receipt and opening of proposals

2.6 Proposal evaluation general

2.7 Evaluation of Technical proposal

2.8 Public opening and Evaluation of financial proposal

2.9 Negotiations

2.10 Award of Contract

2.11 Confidentiality

2.12 Corrupt or fraudulent practices

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SECTION II: - INFORMATION TO CONSULTANTS (ITC)

2.1 Introduction

2.1.1 The employer will select a firm among those invited to submit a proposal, in

accordance with the method of selection detailed in the appendix. The method

of selection shall be as indicated by The Kisii National Polytechnic in the

Appendix “ITC”.

2.1.2 The consultants are invited to submit a Technical Proposal and a Financial

Proposal, as specified in the Appendix “ITC” for services required for the

assignment named in the Appendix. The proposal will be the basis for Contract

negotiations and ultimately for a signed Contract with the selected firm.

2.1.3 The consultants must familiarize themselves with local conditions and take

them into account in preparing their proposals. To obtain firsthand information

on the assignment and on the local conditions, consultants are encouraged to

liaise with (KNP) regarding any information that they may require before

submitting a proposal. Consultants should contact the officials named in the

Appendix “ITC” to arrange for any visit or to obtain additional information on

the pre-proposal conference. Consultants should ensure that these officials are

advised of the visit in adequate time to allow them to make appropriate

arrangements.

2.1.4 The employer will provide the necessary inputs to assist the firm in to carry out

the services and make available relevant project data and reports.

2.1.5 Please note that

(i) the costs of preparing the proposal and of negotiating the Contract,

including any visit to the Client are not reimbursable as a direct cost of

the assignment; and

(ii) The employer is not bound to accept any of the proposals submitted.

2.2 Tender Security

2.2.1 The tenderer shall furnish, as part of its tender, a tender security for the amount

and form specified in the Invitation to tender.

2.2.2 The tender security shall be Kshs. 400,000.00 of the financial proposal

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

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

paragraph 2.2.8

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

freely convertible currency and shall be in the form of:

a) A bank guarantee.

b) Cash.

c) Such insurance guarantee approved by the Public Procurement

Regulatory Authority (PPRA).

d) Letter of credit

2.2.5 The tender security may be forfeited:

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

specified by the procuring entity on the Tender Form; or

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

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

or

(ii) to furnish performance security in accordance with paragraph 31.

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

2.3 Clarification and Amendment of RFP Documents

2.3.1 Consultants may request a clarification of any of the RFP documents only up to

seven [7] days before the proposal submission date. Any request for

clarification must be sent in writing by paper mail, or electronic mail to The Kisii

National Polytechnic address indicated in the Appendix “ITC”. KNP will

respond by letter, email electronic mail to such requests and will send written

copies of the response (including an explanation of the query but without

identifying the source of inquiry) to all invited consultants who intend to submit

proposals.

2.3.2 At any time before the submission of proposals, (KNP) may for any reason,

whether at its own initiative or in response to a clarification requested by an

invited firm, amend the RFP. Any amendment shall be issued in writing

through addenda. Addenda shall be sent by mail, or email to all invited

consultants and will be binding on them. (KNP) may at his discretion extend

the deadline for the submission of proposals.

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2.4 Preparation of Technical Proposal

2.4.1 The Consultant’s proposal shall be written in English language.

2.4.2 In preparing the Technical Proposal, consultants are expected to examine the

documents constituting this RFP in detail. Material deficiencies in providing the

information requested may result in rejection of a proposal.

2.4.3 While preparing the Technical Proposal, consultants must give particular

attention to the following:

(i) If a firm considers that it does not have all the expertise for the

assignment, it may obtain a full range of expertise by associating with

individual consultant(s) and/or other firms or entities in a joint venture

or sub-consultancy as appropriate. Consultants shall not associate with

the other consultants invited for this assignment. Any firms associating

in contravention of this requirement shall automatically be disqualified.

(ii) It is desirable that the majority of the key professional staff proposed be

permanent employees of the firm or have an extended and stable

working relationship with it.

(iii) Proposed professional staff must as a minimum, have the experience

indicated in Appendix, preferably working under conditions similar to

those prevailing in Kenya.

(iv) Alternative professional staff shall not be proposed and only one

Curriculum Vitae (CV) may be submitted for each position.

2.4.4 The Technical Proposal shall provide the following information using the

attached Standard Forms;

(i) A brief description of the firm’s organization and an outline of recent

experience on assignments of a similar nature. For each assignment, the

outline should indicate inter alia, the profiles of the staff proposed,

duration of the assignment, contract amount and firm’s involvement.

(ii) Any comments or suggestions on the Terms of Reference, a list of services

and facilities to be provided by the (KNP).

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(iii) A description of the methodology and work plan for performing the

assignment.

(iv) The list of the proposed staff team by specialty, the tasks that would be

assigned to each staff team member and their timing.

(v) CVs recently signed by the proposed professional staff and the

authorized representative submitting the proposal. Key information

should include number of years working for the firm/entity and degree of

responsibility held in various assignments during the last five (5) years.

(vi) Estimates of the total staff input (professional and support staff staff-

time) needed to carry out the assignment supported by bar chart

diagrams showing the time proposed for each professional staff team

member.

(vii) A detailed description of the proposed methodology, staffing and

monitoring of training.

(viii) A list of 5 (five) award letters of previous projects awarded in the same

capacity and scope. Of interest mostly are ERP projects in the institutions

of higher learning. At least 3 letters should be from universities.

(ix) A list of 5 (five) certificates of completion on similar projects and at least a

minimum of 3 certificates should be submitted.

(x) Quoting the 5 projects in viii, and ix above, please provide at least 3

reference letters from these clients whose projects have been undertaken

and completed.

(xi) Any additional information requested in Appendix “ITC”.

2.4.5 The Technical Proposal shall not include any financial information.

2.5 Preparation of Financial Proposal

2.5.1 In preparing the Financial Proposal, consultants are expected to take into

account the requirements and conditions outlined in the RFP documents. The

Financial Proposal should follow Standard Forms (Attached).

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2.5.2 The Financial Proposal should clearly identify as a separate amount, the local

taxes, duties, fees, levies and other charges imposed under the law on the

consultants, the sub-consultants and their personnel.

2.5.3 Consultants shall express the price of their services in Kenya Shillings. Where

other currencies are used, The Polytechnic will convert those currencies to

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

provided by the Central Bank of Kenya.

2.5.4 Commissions and gratuities, if any, paid or to be paid by consultants and

related to the assignment will be listed in the Financial Proposal submission

Form.

2.5.5 The Proposal must remain valid for 120 days after the submission date. During

this period, the consultant is expected to keep available, at his own cost, the

professional staff proposed for the assignment. (KNP) will make its best effort

to complete negotiations within this period. If (KNP) wishes to extend the

validity period of the proposals, the consultants shall agree to the extension.

2.6 Submission, Receipt, and Opening of Proposals

2.6.1 The original proposal (Technical Proposal and Financial Proposal) shall be

prepared in indelible ink. It shall contain no interlineation or overwriting,

except as necessary to correct errors made by the firm itself. Any such

corrections must be initialed by the persons or person authorized to sign the

proposals.

2.6.2 The completed Technical and Financial Proposals must be delivered at the

submission address on or before the time and date stated in the Appendix

“ITC”.

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2.7 Evaluation of Technical Proposal

2.8.1 The evaluation committee appointed by the Accounting Officer shall evaluate the

proposals based on their responsiveness to the Terms of Reference, applying the

evaluation criteria as follows

(i) Specific experience of the consultant related to the

assignment adequacy of the proposed work plan

and methodology in responding to the terms

of reference

(ii) Qualifications and competence of the key staff for the

assignment per task assignment

(iii) Suitability of the transfer of Technology (Training).

(iv) Provide a work breakdown structure that informs

the work plan above.

Each responsive proposal will be given a technical score (St). A proposal shall be

rejected at this stage if it does not respond to important aspects of the Terms of

Reference or if it fails to achieve the minimum technical score indicated in the

Appendix “ITC”.

2.9 Public Opening and Evaluation of Financial Proposal

2.9.1 After Technical Proposal evaluation, (KNP) shall notify those consultants whose

proposals did not meet the minimum qualifying mark or were considered non-

responsive to the RFP and Terms of Reference, indicating that their Financial

Proposals will be returned after completing the selection process. (KNP) shall

simultaneously notify the consultants who have secured the minimum

qualifying mark, indicating the date and time set for opening the Financial

Proposals and stating that the opening ceremony is open to those consultants

who choose to attend. The opening date shall not be sooner than seven (7) days

after the notification date. The notification may be sent by registered letter, or

electronic mail.

2.9.2 The Financial Proposals shall be opened publicly in the presence of the

consultants’ representatives who choose to attend. The name of the consultant,

the technical scores and the proposed prices shall be read aloud and recorded

when the Financial Proposals are opened. The Kisii National Polytechnic shall

prepare minutes of the public opening.

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2.9.3 The evaluation committee will determine whether the financial proposals are

complete (i.e. whether the consultant has costed all the items of the

corresponding Technical Proposal and correct any computational errors). The

cost of any unpriced items shall be assumed to be included in other costs in the

proposal. In all cases, the total price of the Financial Proposal as submitted shall

prevail.

2.9.4 While comparing proposal prices between local and foreign firms participating

in a selection process in financial evaluation of Proposals, firms incorporated in

Kenya where indigenous Kenyans own 51% or more of the share capital shall be

allowed a 10% preferential bias in proposal prices. However, there shall be no

such preference in the technical evaluation of the tenders. Proof of local

ownership and citizenship shall be required before the provisions of this sub-

clause are applied. Details of such proof shall be attached by the Consultant in

the financial proposal.

2.9.5 The formulae for determining the Financial Score (Sf) is indicated in the

Appendix “ITC”

2.9.6 The tender evaluation committee shall evaluate the tender within 30 days of

from the date of opening the tender.

2.9.7 Contract price variations shall not be allowed for contracts not exceeding one

year (12 months).

2.9.8 Where contract price variation is allowed, the variation shall be varied in

accordance with the subsisting laws on public procurement and Disposals Act,

2015

2.10 Negotiations

2.10.1 Negotiations will be held at the same address as “address to send information to

The Kisii National Polytechnic indicated in the Appendix “ITC”. The aim is to

reach agreement on all points and sign a contract.

2.10.2 Negotiations will include a discussion of the Technical Proposal, the proposed

methodology (work plan), staffing and any suggestions made by the firm to

improve the Terms of Reference. The Kisii National Polytechnic and firm will

then work out final Terms of Reference, staffing and bar charts indicating

activities, staff periods in the field and in the head office, staff-months, logistics

and reporting. The agreed work plan and final Terms of Reference will then be

incorporated in the “Description of Services” and form part of the Contract.

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Special attention will be paid to getting the most the firm can offer within the

available budget and to clearly defining the inputs required from The Kisii

National Polytechnic to ensure satisfactory implementation of the assignment.

2.10.3 Unless there are exceptional reasons, the financial negotiations will not involve

the remuneration rates for staff (no breakdown of fees).

2.10.4 Having selected the firm based on, among other things, an evaluation of

proposed key professional staff, The Kisii National Polytechnic expects to

negotiate a contract based on the experts named in the proposal. Before contract

negotiations, The Kisii National Polytechnic will require assurances that the

experts will be actually available. The Kisii National Polytechnic will not

consider substitutions during contract negotiations unless both parties agree

that undue delay in the selection process makes such substitution unavoidable

or that such changes are critical to meet the objectives of the assignment. If this

is not the case and if it is established that key staff were offered in the proposal

without confirming their availability, the firm may be disqualified.

2.10.5 The negotiations will conclude with a review of the draft form of the Contract.

To complete negotiations, The Kisii National Polytechnic and the selected firm

will initial the agreed Contract. If negotiations fail, The Kisii National

Polytechnic will invite the firm whose proposal received the second highest

score to negotiate a contract.

2.10.6 The Accounting Officer shall appoint a team for the purpose of the negotiations.

2.11 Award of Contract

2.11.1 The Contract will be awarded following negotiations. After negotiations are

completed, The Kisii National Polytechnic will promptly notify other

consultants on the shortlist that they were unsuccessful and return the

Financial Proposals of those consultants who did not pass the technical

evaluation.

2.11.2 The selected firm is expected to commence the assignment on the date and at the

location specified in Appendix “ITC”.

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

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

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2.11.4 The Kisii National Polytechnic may at any time terminate procurement

proceedings before contract award and shall not be liable to any person for the

termination.

2.11.5 The Kisii National Polytechnic shall give prompt notice of the termination to the

tenderers and on request give its reasons for termination within 14 days of

receiving the request from any tenderer.

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

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

facilities to provide what is being procured.

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

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

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

foregoing.

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

2.11.7 The tender will be awarded to the bidder with the highest combined technical

and financial score

2.12 Confidentiality

2.12.1 Information relating to evaluation of proposals and recommendations

concerning awards shall not be disclosed to the consultants who submitted the

proposals or to other persons not officially concerned with the process, until

the winning firm has been notified that it has been awarded the Contract.

2.13 Corrupt or fraudulent practices

2.13.1 The Kisii National Polytechnic requires that the consultants observe the highest

standards of ethics during the selection and award of the consultancy contract

and also during the performance of the assignment. The tenderer shall sign a

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

practices.

2.13.2 The Kisii National Polytechnic will reject a proposal for award if it determines

that the consultant recommended for award has engaged in corrupt or

fraudulent practices in competing for the contract in question.

2.13.3 Further a consultant who is found to have indulged in corrupt or fraudulent

practices risks being debarred from participating in public procurement in

Kenya.

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APPENDIX TO SECTION II - INSTRUCTIONS TO CONSULTANTS

The following information regarding the particulars of the tender shall complement,

supplement or amend the provisions of the instructions to tenderers. Wherever there is a

conflict between the provision of the instructions to tenderers and the provisions of the

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

tenderers.

INSTRUCTIONS TO

TENDERERS REFERENCE

PARTICULARS OF APPENDIX TO INSTRUCTIONS TO

TENDERS

Paragraph 1.4 The address of submission of tenders is:

THE PRINCIPAL,

THE KISII NATIONAL POLYTECHNIC

P.O. BOX 222 – 40200

K I S I I .

Paragraph 1.4 The day, date and time of closing is as per the letter of invitation:

Friday 23rd January, 2020 at 10:00 A.M

Paragraph 1.4 Bulky tenders which will not fit in the tender box shall be delivered

and deposited in the address given where the deliverer shall sign in a

register.

Paragraph 2.1.1 All tenderers who meet requirements as indicated in the tender document

Paragraph 2.1.7 The cost of the tender is Kshs. 1,000.00 Tenders can be downloaded from

the polytechnic’s website https://kisiipoly.ac.ke or the government tenders

portal http://tenders.go.ke free of charge

Paragraph 2.2 The tender security shall be equal to Kshs. 400,000.00

Paragraph 2.4 The tenderers shall complete the Technical Proposal as instructed.

Training is a critical component of this assignment:

Paragraph 2.4.5 The tender validity is 120 days from the date of submission of the tenders

Paragraph 2.5.1 The tenderers shall complete the Financial Submission Form and the

appropriate Price Schedule furnished in the tender documents, indicating

the services to be performed.

Paragraph 2.5.2 The grand total price should be inclusive of taxes, the price of the

equipment/software, all charges, insurance, transportation, delivery,

installation, testing, commissioning, maintenance and any other costs

associated with the tender.

Paragraph 2.5.3 All prices shall be quoted in Kenya shillings or conversion of a single

currency will apply

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Paragraph 2.6.3 The tenderer shall prepare “ONE

ORIGINAL PROPOSAL”, and “ONE

COPY PROPOSAL”. The original and copy of the proposal shall be

sealed in separate envelopes. The sealed envelopes shall be put in one outer

envelope which shall bear the name and tender number of the tender

Paragraph 2.11.7 Award will be made to the bidder with the highest combined technical and

financial score

Paragraph 2.13 Bidders to submit declaration statement on corrupt and fraudulent

practices attached

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2.14 EVALUATION CRITERIA

2.14.1 Evaluation criteria

2.14.1.1 KNP will only consider bids from recognized ERP solution providers or

recognized software developers. Accreditation Certificate from the ICT

Authority Level 2 and above is mandatory. Proof of similar assignments

done shall be a mandatory requirement.

2.14.1.2 KNP reserves the right to review the user and technical documentation for

the proposed ERP at a bidder’s nominated site to verify compliance with

the Technical Specifications.

2.14.1.3 KNP reserves the right at the time of the contract award to increase or

decrease, up to 5%, the quantity of products and services originally

specified in the Schedule of Requirements without any change in unit

prices or other terms and conditions.

2.14.1.4 KNP reserves the right to accept or reject a bid, or to annul the bidding

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

thereby incurring any liability to the affected bidder(s) in accordance with

Public Procurement and Asset Disposal Act (PPADA) 2015.

2.14.1.5 A two-stage procedure will be adopted in evaluating the proposals,

Preliminary evaluation (Yes/No), technical evaluation and financial

evaluation with the technical evaluation being completed prior to the

opening of financial proposals that will have met the evaluation criterion

and cut off points.

2.14.1.6 The weight given to the technical and financial proposals will be 80 points

and 20 points respectively. Only technical proposals scoring/attaining 75%

and above of the total technical score will be considered responsive and

their financial proposals will be opened and evaluated as outlined below: -

2.14.2 Evaluation Process

2.14.2.1 The evaluation committee appointed by the KNP shall evaluate the

proposals on the basis of their responsiveness to the preliminary

requirements and Terms of Reference, described in this RFP document as

follows:

2.14.2.2 Preliminary: All proposals will first be evaluated on their compliance with

the mandatory preliminary requirements of this Request for Proposal as

listed in Section 1.20.1. Only bidders meeting the mandatory criteria will

be advanced to Stage II. Failure to have all the documents shall lead to

rejection of proposal.

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2.14.2.3 Evaluation of Technical Proposal: The evaluation committee appointed

shall evaluate the proposals based on their responsiveness to the Terms of

Reference, applying the evaluation criteria.

2.14.2.4 All preliminary compliant proposals will be evaluated for technical

compliance based on the specifications/terms of reference.

2.14.2.5 Each responsive (responsive to preliminary requirements) proposal will be

evaluated on the mandatory technical requirements and a proposal shall

be rejected at this stage if it is not responsive to any of the mandatory

aspects of the system.

2.14.3 Tender Qualification and Award

Any award to be made pursuant to this tender document will be based upon the

proposal with appropriate consideration given to operational, technical, cost, and

management requirements. Evaluation of offers will be based upon the bidder’s

responsiveness to the tender documents and the total price quoted for all items

covered by the tender documents.

The following elements will be the primary considerations in evaluating all

submitted proposals and in the selection of a bidder or bidders: 1. Completion of all required responses in the correct format.

2. The extent to which the bidder has proposed solution fulfils the KNP’s stated

requirements as set out in this RFB.

3. An assessment of the bidder’s ability to deliver the indicated service in accordance with

the specifications set out in this tender document.

4. The bidder’s stability, experiences, and record of past performance in delivering such

services.

5. Availability of sufficient high quality bidder personnel with the required skills and

experience for the specific approach proposed.

6. Overall cost of bidder’s proposal.

2.14.4 Evaluation stages

Tenders received will be evaluated in three stages as detailed below:

1. Stage 1: Compliance with Mandatory Preliminary Requirements

2. Stage 2: The Technical Evaluation (Capacity to Deliver the Service)

Mandatory technical

Technical scoring

3. Stage 3: The Financial Evaluation (quoted prices)

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4. Stage 4: Overall Ranking using the formula

The evaluation rating/ scoring of the tenders shall be carried out as follows:

Area Sub-area Rating /

Scores

Preliminary

evaluation

Compliance evaluation Elimination

Mandatory Technical

Specifications

Compliance evaluation Elimination

Detailed Technical

Evaluation (80%)

Proposed technical system as per specification

35

capability of the firm evaluation 26

Demonstration of the functional

and technical capabilities of the

system

19

Financial (20%) Financial proposal 20

Total 100

2.14.5 Detailed description of the stages

2.14.5.1 STAGE 1: Mandatory Requirements (MR)

The following mandatory requirements must be met notwithstanding other

requirements in the documents:

No. Requirements

Bidder’s

Response with

evidence

reference

attached

MR 1 Submit the proposal which are signed and stamped. The proposal

should clearly show the table of contents and the page numbers

MR 2

Must be registered under the relevant law. Provide documentary

evidence of registration and incorporation to be supported by

attaching a copy of company’s Certificate of Incorporation (Legal

structure) from registrar of companies.

MR 3

Must submit a current copy of the company’s current Tax

Compliance Certificate issued by Kenya Revenue Authority (KRA)

and PIN for locally incorporated firms, foreign firms should

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provide similar clearance acceptable to the Kenyan Tax

Authorities.

MR 4 Must attach a valid business permit

MR 5 Evidence of ICTA Certification in Infrastructure, Systems and

Applications (ICTA Level 2 and above).

MR 6 Submit a completed company’s profile

MR 7 Provide copies of audited accounts for the company for the last

two accounting years. 2017 to 2018.

The bidder’s annual turnover in the sale, supplies & installation of

IT systems should be at least Ksh.100, 000,000 for the last 2

Financial years (i.e. 2016-2017, 2017-2018), to be supported by

authentic documentary evidence (audited balance sheet) and

confirmation regarding turnover.

NB: The turnover refers to the company responding to this

tender and not the composite turnover of its subsidiaries/sister

concerns/techno-commercial collaborators etc.

MR 8

Submit a bid bond/ tender security of a minimum of Ksh.200,

000.00 The bid bond should remain valid thirty (30) days beyond

the tender validity period. The quotations must remain valid for

120 days from the date of submission of tender.

MR 9

The bidder should have been carrying out System development

and Integration or related services and should furnish/provide

evidence/Proof of completion of at least 5 projects on turnkey basis

done at least during the last 5 Years. Enclose relevant Documentary

proof.

“Copies of Purchase Order / Work Order or contract document,

along with completion certificates and recommendation letters to

be furnished by the bidder in compliance of this clause. However,

KNP reserves the right to seek additional supporting documents

for the above” projects.

The bidder should also Provide details of the customers where the

product has been implemented successfully (Provide contact

details and company/organization, LPO/contract, project details

and cost etc.).

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MR 10

The Bidder should submit valid Manufacturer Authorization letters

from the proposed OEM’s/manufacturer confirming and

Authorizing the bidder to submit a bid where the bidder is not the

primary owner of the software solution being proposed. If the

bidder is the owner, then should provide copyright documents. In

case of a bidder being a partner , the bidder must provide the

certificates/letters alongside the terms

MR 11

Power of attorney/ Authorization Letter, Giving the name of

person who should be signing the Bid, authorizing him to

submit/execute this agreement as a binding document

MR 12

Must submit a dully-filled up Confidential Business Questionnaire

and stamped and signed form of tender in format provided and

should be signed by the authorized person. Bidders must indicate

the physical location of the business premises.

MR 13

Provide at least 3 completion certificates of similar projects conducted in the same

sector. These certificates must also be accompanied by recommendation letters

from the quoted clients.

1.

MR 14

Provide a support document to confirm that the software embraces licensing

model.

OR

Provide Valid proof of Microsoft Authorization Letter/License

MR 15

Attach documentary evidence showing at least 5 award letters of similar projects

issued in the last 3 years. 3 of these award letters must be from institutions of higher

learning.

21

2.14.5.2 STAGE 2: Technical evaluation (capacity to deliver the service)

Section 1: Mandatory Technical requirement of the solution

Section 2: Detailed aspects of the technical requirements and competency of

the firm as per the following criteria:

Evaluation Attribute Weighting

Score Score

MANDATORY TECHNICAL SPECIFICATIONS

The proposed solution will be evaluated on meeting the selected

mandatory aspects of the system. This will be done to check the bidder’s

level of conformity to specifications as contained in the Terms of Reference

Bidders who do not provide a solution that conforms to all MANDATORY

areas in the specifications shall be considered to be non-responsive and their

quotations shall be rejected at this stage.

YES/NO

YES

TECHNICAL SPECIFICATIONS

The solution will be evaluated on meeting the detailed technical

requirements (compliance) as outlined below). This will be done to check

the bidder’s level of conformity to specifications as contained in the Terms

of Reference. Bidders who do not provide a solution that conforms to all

areas in the detailed specifications shall be considered to be non-responsive

and their quotations shall be rejected at this stage.

Full

compliance=

40% As per

technical

specification

40

TECHNICAL STAFF

At least 5 Technical staff with specific qualifications and experience in

system development to develop and support the solution. Proof of

adequate establishment including number and profiles of key personnel to

undertake the assignment. (Attach signed CVs in the format provided in

the Technical Proposal and the certificates). The personnel should have

extensive theoretical and practical experience of Integrated Management

Information Solutions which should be backed by evidence of relevant

training and proof that they have undertaken similar assignments in the

last five years.

0-2 :No marks

2- 3 :5 marks

4- or more :8

marks

10

IMPLEMENTATION PLANS

Project implementation plans (execution plan, training plan, test plan,

support plan migration plan, etc.). Provide an adequate and detailed work

plan on how the solution will be implemented complete with timelines

against each milestone and including training programme. The work plan

should address all the items in the objectives and the expected deliverables.

Supply, installation, configuration, testing and commissioning lead time

10

22

will be critical. Provide a detailed methodology for undertaking the

assignment with clear indications of how the solution will cover all the

functional areas.

Bidders must attain the mark of 50 points to proceed to the next section of

demonstration/POC.

EVALUATION OF DEMONSTRATION/POC

The technical demonstration of the proposed system will be evaluated based

on the following criteria:

Demonstration of the functional and technical capabilities of the

system and how it meets the requirements of the KNP using dummy

data and transactions; User friendliness of the system and ease of navigation across different

functional aspects of the system; Capability of the proposed system to manage work flows. Reporting capability of the system with dummy reports and a

demonstration of ease of creation of reports based on user defined criteria.

System security and user management and administration

20

Please indicate the licensing regime of the proposed solution

Bidders must attain 70% out of 80% of the total score in order to proceed to the financial stage.

The Kisii Polytechnic may disqualify bids based on the outcome of the Proof of Concept.

2.14.5.3 STAGE 3: THE FINANCIAL EVALUATION (20%)

Bidders whose technical proposals will have met technical evaluation criterion

described above shall be invited for the opening of the financial proposals. The

other financial proposals shall be returned unopened. Any effort by a bidder to

influence the evaluation or contract award decisions shall result in the rejection of

the bidder’s proposal.

The Financial Proposals shall be opened publicly in the presence of only the

Technically Responsive bidder's representatives who choose to attend. The name of

the bidding firm, the technical Scores and the proposed prices shall be read aloud

and recorded when the Financial Proposals are opened. The KNP shall prepare

minutes of the public opening.

The evaluation committee will determine whether the financial proposals are

complete i.e. whether the bidder has priced all the items of the corresponding

23

Technical Proposal and correct any computational errors. The cost of any un priced

items shall be assumed to be included in other costs in the proposal. In all cases, the

total price of the Financial Proposal as submitted shall prevail.

The tenderers shall complete the financial submission form and the appropriate

Price Schedule furnished in the tender documents, indicating the services to be

performed. In the financial evaluation, we shall consider:

o Checking whether the quotation is as per requirements in the tender documents

o Checking whether all Taxes have been included

o Check any computational and arithmetical errors and deviations

o Check that the bidder has costed all items as per specifications

o Check currency and exchange rates

o Check unit cost and total cost

o Check the validity of the tender

o Check Terms of payment

o Check any variations in tender prices

24

2.14.5.3.1 Financial Score: The Financial proposal will be awarded X=20 points.

Where X is the financial score attained by bidder as per criteria below:

Financial score (X=20%)

Evaluation Attribute Weighting Score Score

Mandatory Financial MR11:Must Fill the Price

Schedule in the Format

provided

Elimination

MR12:Dully/fully filled Form

of Tender in the Format

provided

FINANCIAL STABILITY

(LIQUIDITY)

a) Profitability Margin

b) Liquidity Ratio

Must attach company audited accounts

for the last two consecutive years

A margin above 20% will

score 5 marks; 10-19 % 4

marks 5- 9% marks 2.5 marks

and 1-4% 1.0 mark

2:1 – 5 marks; 1:1 – 4

marks;0.5:1- 3 marks less

than 0.5 no mark

5 marks

5 marks

The cost of the solution Itemized Prices 10 marks

Total 20 marks

Only Bidders who Score 80% of the total 100% (technical 80% plus financials

20%) will be considered for overall ranking.

2.14.5.4 Stage 4: Overall Ranking of the bidders using the formula 2.14.5.4.1 The individual technical scores of the technically qualified Bidders, will

be normalized as per the formula below:

Tn = (Tb/Tmax) x 80/100

where:

Tn = Normalized technical score for the Bidder under consideration

Tb = Absolute technical score for the Bidder under consideration

Tmax = Maximum absolute technical score obtained by any Bidder

2.14.5.4.2 The commercial scores will be calculated as per formula given below:

Fn = (Fmin/Fb) * X/100

where:

X = The financial score for individual bidders

25

Fn = Normalized financial score for the Bidder under consideration

Fb = The commercial bid value of the Bidder under consideration

Fmin = Minimum commercial Value bid

2.14.5.4.3 The overall score will be calculated as per the formula given below:

where:

Bn = Overall score of the Bidder under consideration

Tn = Normalized technical score of the Bidder under consideration

Fn = Normalized financial score of the Bidder under consideration

Final Selection of Bidder will be done based on added individual score achieved by

the Bidder in techno-commercial evaluation. The Bid with the highest Evaluated Bid

Score (B) among responsive bids shall be termed the Lowest Evaluated Bid and is

eligible for Contract award. The final scores would be rounded off to two decimals

and in case of a tie; the bidder with lower financial quote will be selected.

2.14.5.5 Payment Schedule

NO EVENT /

MILESTONE

RESULT PAYMENT

DELIVERABLE / % Amount

(Inc.VAT)*

1. Inception Signed contract

documents Supply of Licenses Inception report Project plan Service Charter shall be paid against receipt

of a claim accompanied by the Advance Payment Security specified

30%

2. Implementation

Implementation of the solution

within the agreed period to cover

the documented Systems User

Requirements Specifications,

which are part of this bid

document. Test reports and user

acceptance certificate .

25%

26

3. Complete System

Integration and

commissioning

Integrating the system to all the

required systems such as E-

citizen, IFMIS etc User

Acceptance Certificate, test

reports, handing over report.

15%

4. Training

Training users on the use of ERP

functions.

20%

5. Support during

Warranty

period

After providing support and

building capacity of super users

per functional area and the

internal IT department for a period

of 3 months after Go-Live and

user acceptance certificate).

10%

27

2.15 SECTION V: - TERMS OF REFERENCE

2.15.1 Introduction

Kisii National Polytechnic was founded on 19th December 1971 as Gusii Institute of

Technology in Kisii town at a meeting of Abagusii leaders’ conference attended by

representatives from all walks of life.

It was registered in 1972 under the Education Act CAP 212 of the Laws of Kenya

with the objective of providing technical education and training for youths. The

initial courses were Secretarial and Building Technology. Since then more courses

have been introduced and currently KNP offers a total of seventy four (74) at

Artisan, Certificate, Diploma and Higher Diploma levels.

The institution was moved from St. Vincent Centre in Kisii town, where it was

initially housed, to the current site in 1980 where it occupies 16.95 hectares of land.

The institute was elevated to a national polytechnic in May 2016 through Legal

notice No. 93.

28

2.15.2 Objectives

KNP invites sealed bids from those eligible firms for Request for Proposal for the

upgrading, testing, training, commissioning and maintenance of an Integrated

Enterprise Resource Planning (ERP) System.

The objective of this User Requirements is to;

i. Provide the operational requirements of KNP.

ii. Migrate from Cash based International Public Sector Accounting Standards

(IPSAS) to Accrual based IPSAS.

iii. Define the high-level requirements of the users against each operational

function.

iv. Provide documentation to prospective solution providers on the requirements of

KNP to implement and operate an Integrated ERP.

v. Guide KNP management and staff in evaluation and review of the ERP Solution

implemented.

The system requirements described in this document are not exhaustive and

therefore the bidder is expected to give in detail the solution that will best fit

KNP in offering services efficiently and effectively

2.15.3 Overview and Scope

This document outlines the functional, performance, security and other system

requirements identified by KNP for the proposed ERP solution upgrade. The

proposed ERP is expected to automate the following functions to enable integrated

management of KNP core business processes in real-time.

(a) Administration

(b) Student Management

(c) Academics and Examination

(d) Timetabling

(e) Accommodation

(f) Financial Management.

(g) Human Resources Management

(h) Payroll Management

29

(i) Procurement, Stores and Inventory Management

(j) Fleet Management

(k) Library Management

(l) Catering Module

(m) Asset Management

(n) Health Management

(o) Registry and File Movement

(p) SMS Module

(q) Online Application and Admission Portal

(r) Online Clearance Portal

(s) Online Staff and Student Portal

(t) Online Bank and & Mpesa Integration

(u) Biometric Gate Control

(v) Online lecturer evaluation

(w) Online voting.

(x) Online Students reporting.

(y) Business intelligence (Microsoft Power BI).

In addition, the Statement of user requirements document specifies high-level

requirements for Reporting, Operational Intelligence and role-based Work Flow

functions that any proposed solution would be required to meet. The proposed

solution will impact all functional areas in The Polytechnic and will be used by all

staff in the institution.

2.15.4 Technical Specification

2.15.4.1 Summary of functions

The following is a list and description of the functions that the proposed

Management Information System is expected to perform. The proposed data

collection and flow is also described to give an overview of the expected structure of

the proposed system. The proposed system will interact with the service delivery

system through an elaborate workflow that will be based on the existing processes,

procedures and industry best practice.

KNP requires a technology based solution for its operations whose primary function

is to:

i) Expedite and streamline the process of delivery of service to its financial

services customers.

30

ii) Integrate the core processes used to deliver financial services to its customers.

iii) Provide real-time data and information to support management decision

making.

iv) Provide a portal for customers to access select information relevant to their

engagement with KNP.

v) Facilitate compliance with statutory and regulatory requirements.

vi) Assess and measure performance of The Polytechnic and its staff in real-time.

vii) Enable staff of The Polytechnic to perform specific tasks remotely in real-

time.

31

2.15.4.2 General/Common Features Specifications

Architect technical parameters

1. The system should be developed in the current trend technology and must have

a capability to be viewed in all operating systems and devices without distortion

of information and user interface

The system should support an administration module for the complete

management of the total system.

2. Scalability and Performance - One of the fundamental requirements of solution

architecture to be provided by the vendor is its ability to scale up as and when

new applications and services are added and transaction volumes increase

without compromising the performance of the overall solution. It should provide

for Scale-Up and Scale out on the Application, Web Servers, Database Servers,

Application Integration Servers, and all other solution components.

3. Availability - Solution should be designed to remove all single points of failure.

The solution should provide the ability to recover from failures, thus protecting

against many multiple component failures.

4. Manageability – All the components of the system must be managed from a

remote management station. Shall provide custom reporting of current and

historical system performance parameters. Performance parameters to be tracked

include resource utilization (CPU, Memory, Hard Disk, I/O, and Processes),

uptime, throughput, device alerts/failure etc.

5. Architecture- The system should support a multi-tier architecture with each tier

fully independent.

It should have the ability to integrate with Active Directory (for authentication)

and e-mail system and also provide a flexible API for system integration and

application development.

6. The system should provide a modeler facility to customize the document

management interface to meet specific functional requirements

Page | 32

2.15.5 Functional Requirements In order to accomplish the above-articulated needs, KNP requires an enterprise-wide

management information system that includes the following specific functionality.

2.15.5.1 Administration

The Polytechnic expects that all the proposed system modules and sub-modules will be

integrated and if required, will also integrate the ERP with all the existing systems that

The Polytechnic will identify.

General

i) The system should support online services for essential services required by the

institution.

ii) It should modernize and transforms decision-making processes that are

undertaken to ensure smooth running of The Polytechnic’s business.

iii) The Polytechnic expects a system that will replace the legacy manual based

processes with modern secure ICT based processes. It should therefore,

encompass and retain the best elements of the existing systems while

facilitating new efficiencies and enhanced features made possible by

technology.

iv) The system should be accessible via the internet as well as on mobile devices. It

must be accessed through all browsers.

System user administration

The solution should provide administrators with capabilities to define user roles and

profiles in order to grant access privilege to only the authorized users. This is to ensure

documents are handled with the highest security levels and that only the right people

have the right access level to the right information.

System integration

The system should be capable of integrating with relevant existing systems and allow

for future systems to be integrated. Minimum integration features should include;

i) Integration with different Databases e.g. Oracle, MySQL or MSSQL

ii) IIS/Apache web server integration

iii) Support for multiple server platforms (Windows / Unix / Linux / Mac)

iv) Support for multiple server Client / Agent Platform (Windows / Linux / Mac)

v) Integration with Event logs

33

Administration

i) Unlimited number of Administrators

ii) Unlimited number of End users

iii) Flexible User Administration –Role based access control

iv) Multi-Organization support

2.15.5.2 Finance and Accounting module The objective of this function is to provide an effective, efficient and user –friendly

method of performing finance and accounting operations at KNP in order to meet

statutory disclosure, accountability and internal management objectives in line with

international best practices. Financial Accounting function will form the core of the

system and provide the consolidation and reporting base. The financial accounting

function will have the following features. General Ledger

o Enhanced Chart of Account

o Ability to generate a Trial Balance.

o Enhanced Payment Modes

o Enhance Fee Policy – Can create multiple fee policies, define a fee policy to

certain vote heads and put effective dates.

o Multi-currency

o Ability to generate General Ledger reports.

o The system should produce financial statements that conforms to IPSAS format,

Public Sector Accounting Standard Board (PSASB), Monthly, Quarterly and

Yearly.

o Additional and enhanced Financial Reports – Financial Quarterly Statements,

Budgetary Reports.

o Ability to drilldown account analysis from account balances or financial

statements all the way to the source.

o Budgetary control

34

Accounts Payables

o Ability to capture Supplier details.

o Ability to capture Supplier invoices.

o Ability to control payments as per stipulated terms.

o Ability to define default payment terms.

o Enhanced Payment Vouchers.

o Ability to generate payment vouchers.

Account Receivable

o Maintain customer master record for each customer.

o Ability to define products and maintain product prices.

o Ability to maintain Product stock levels

o Ability to do account receivable adjustments.

o Ability to process prepayments.

o Capture of products and stock level adjustment

o Credit Memos

o Debit Memos

o Ability to process unrealized exchange gain and loss account.

Medical Expenses

o Maintain staff details like PF No., list of dependent, medical entitlement.

o Ability to capture details of hospital and doctors.

o Ability to record invoiced amounts.

o Show details of NHIF rebates.

o Automatic invoicing of staff who exceed their entitlement.

35

Imprest Management

o Ability to generate imprest forms and automatically number the documents

serially.

o Specify the envisaged accounting date.

o Automatic alerts for overdue unaccounted for imprest

o Embedded controls to stop issuance of further imprest to staff with an existing

unaccounted for imprest.

o Online approvals of imprest.

o Be able to cancel unwanted imprest.

o Passing of Journal Vouchers on accounted for Imprest.

o Maintain an up to date Imprest Register.

Cash Management

o Support for unlimited number of bank accounts with ability to pre-define each

bank /cash account.

o On line drilldown account analysis from various Banks/ Bank Statements all the

way to the source transaction in the general-ledger and to migrate information to

the Spreadsheets.

o Create an alarm features for a pre-determined amount payable at a time in each

bank account

o Integration and enhancement of Cash and Bank Management e.g. Receipt

Cancellation

o Flexible payment approval. To allow vouchers for payment based on priority.

o Automatic receipting and posting all the way to the general ledger accounts

o Automatic generation of Payments, a cheque writer both for Kalamazoo type of

cheque and ordinary cheque and posting direct to the general ledger.

o Flexible approval for selection of deposits and cash withdrawals.

o Cash management

36

o Record transfers between bank accounts

o Add bank accounts to chart of accounts

o Reversing payments

o Returned (bounced) customer cheques

o Support for unlimited number of users (Personal Claims, Expenditure, Student

Finance, Salaries, Bookshop etc.) hence the system should provide a User

Defined Categories.

Bank Reconciliation

o The System must support bank reconciliations across multiple banks and allow

financial charges to be allocated across multiple accounts.

o Full bank and Cash reconciliations including deposits, disbursements and

adjustments.

o Flexibility to import transactions from various banks systems.

o Post bank charges and interest. It should be able to be integrated with banking

with the banking system.

Income Generating Activities

o Ability to capture products and services

o Classification of products as per the IGA

o Ability to use credit and debit memos

o Tracking of stock levels

o Generating of customer invoices

o Ability to adjust stock levels after stocktaking.

o Ability to create customers

o Ability to generate cash sale receipts.

o Ability to generate an invoice for a customer

o Ability to integrate with ETR machine.

37

Student Finance

o Ability to integrate all the transactions related to students with GL

o Ability to set fees structure.

o Ability to define The Polytechnic fees policy

o Ability to integrate with Admissions Department

o Ability to track mandatory fees for students joining from second year of study.

o Ability to generate invoices to eligible students only.

o Ability to generate receipts on every payment and allocate to specific line items

e.g. tuition, Accommodation, Supervision, Activity, Field Attachment etc.

o Ability to handle fee refunds.

o Ability of capturing the overpayments by students and subsequently do a fair

reporting.

o Ability to trail all transactions of the students as they occur.

o Ability to handle sponsor’s funds.

o Ability to upload data from the bank statement directly into the system and

o Update the student accounts appropriately.

o Ability to cancel an erroneous receipt.

o Ability to do students‟ fees adjustment in case of an error during fees structure

set up.

o Ability to reverse a single invoice for a student.

o Ability to integrate to examinations department and controls put in place to

ensure that only eligible students get exam cards.

o Student Invoice Adjustment

o Set fees per program, per class, per unit

o Ability to maintain a HELB control account.

o Students to view and download their statements of account online

38

2.15.5.3 Student Management Module

o Ability to define Counties, Constituencies and Town of applicants for ease of

reporting

o Ability to capture financial aid e.g. CDF, Bursary, HELB etc.

o Ability to define student types e.g. Government Sponsored or Private Sponsored.

o Ability to capture list of campuses, colleges and schools.

o Ability to capture departments, programmes and areas of specialization.

o Ability to capture modes of study e.g. Evening, Regular or Weekends

o Ability to capture applicants

o Ability to upload KUCCP students into the system from spreadsheets

o Ability to capture students details e.g. Teaching practice, holiday, deferred, on

session etc.

o Ability of the system to generate and send admission letters to successful

applicants

o Ability to push bulk SMS from Student Management

o Ability to define close date for admission

o Ability to admit students and capture their profiles.

o Student enrolment profile linked to Finance.

o Analyze events e.g. Deferment, change of study mode etc.

o Capture Student sources e.g. Newspapers, KUCCP, TV Advert etc.

o Ability to capture classes.

o Ability to plan class sessions

o Map students to Counties for reporting purposes.

o Generate various reports.

39

2.15.5.4 Academics and Examination Module

This module will address exam booking, exam center allocation, marking and

remarking of exams then lastly release of marks to the students in online. Below are the

terms of reference.

o Ability to capture all programs offered by the institution as per the catalogue and

categorize them into their specialization.

o Ability to define subject areas.

o Ability of the system to register program details, units per program, per

semester, per academic year and per department.

o Ability to capture lecturer’s profile.

o Ability to capture class attendance by lectures and students

o Ability to define curriculum cycle and store curriculum details.

o System should allow lecturers to enter exam marks once and lock it. The system

should not allow for any alteration of the marks already saved in the system by

the lecturer.

o Ability to define grade types.

o Ability to generate result slips and students transcripts.

o System should maintain audit trails of all grade entries or any changes to a

transcript.

o System to allow only published results to be available on the student online

portal.

o System should perform grade distribution and class analysis.

o Ability to track academic performance of students by class, program and mode

of study.

o System should be able to archive student examination records for future

reference.

o System should generate reports.

40

2.15.5.5 Timetabling This system should enable Academic staff to easily schedule classes and efficiently

use the available spaces for teaching at various campuses. The following

functionalities are expected:

a) Lecture rooms and their capacity

b) Laboratories category and their capacity

c) Demonstration Units

d) Handling of blocks

e) The system should allow updating time table.

f) The module should be totally self-checking and should not allow for

any conflicts. It should allow for both manual and automatic resolution

of room allocation conflicts

g) Event calendar: The system should maintain different type of upcoming

events date and time.

h) Room allocation based on size

i) Places Lecture Halls automatically linking to the number of students

2.15.5.6 Accommodation Management The module should be able to manage the different stages in the accommodation

process of students and guests of the Institution. The module should also provide links

but not limited to what has been indicated below;

Expected Features

Student Hostel Management

a) Setup of the system

Capture hostels and their respective capacities

Capture rooms and their respective capacities within the hostels

Capture room rates based on hostel, room and mode of study

Room rates vary based on hostel, number of students sharing, shared

amenities mode of sponsorship (KUCCPS and SSP)

b) Reservation of rooms by either student or staff

Limit reservations based on ratios of academic year (e.g. 1st year 70%

occupancy, etc.)

Limit reservations based on students currently in session only (link with

admissions module)

Block rooms for persons with disability/ marginalized (link with admissions

module)

Block rooms for student leaders (link with student affairs module)

Block those with disciplinary cases from accessing rooms (link with

admissions module)

41

Block reservations to only one reservation per person i.e. using their

admission number (link with web portal so that a student can only book

using their account to also eliminate use of wrong admission numbers during

booking)

Automatic billing/invoicing of students on reservations (link with finance

module)

Payments of reserved rooms to be in the booking process i.e. the process is

only complete if the payment has been made and has been confirmed (link

with finance module on mobile payment options and live updates of the

system)

Reservation of a room should be blocked within that session (session

durations can be predetermined e.g. 2 hours) i.e. once I start the booking

process, one should not be able to see the slot I have selected until the session

is released (not completed). If the session is completed then the slot should

appear as reserved and not available

Have the ability to terminate the booking process upon full occupancy of a

room and a hostel and send notifications to relevant persons

c) Allocate reserved rooms to students

Allocate hostel items per room/student (chair, table, mattress etc.)

Should allow signing for items issued (using a sign pad)

d) Manage students in session

Allow students to request for repairs (link with estates module and platform

to follow-up a request while cc to Head of Accommodation)

Provide complaints/compliments

Provide other requests

Act on requests and provide response and follow-up of requests. On

completion of a request, student/originator should be able to confirm if

request was completed and provide additional comments.

Enable service level agreements (SLA) to ensure timely attendance to requests

and automatic triggers to immediate supervisor if the response time exceeds

a set duration

e) Clear students once semester/session is complete

Allow surrender of allocated items (provide for signing using sign pad)

Capture any damages and/or losses (forward for action and link with finance

module for surcharge of the discrepancies)

f) Close the Academic Year

Lock all the transactions for that year and prevent any alterations to the same

Backup the academic year details for future reference

42

2.15.5.7 Human Resource Management and Administration Human Resource Management is another functionality that KNP requires on the

ERP system. With Human Resource Management KNP intends to efficiently

manage your human resources, group, track relevant employee information, and

organize employee data according to different types of information, such as

experience, skills, education, training, and union membership.

o Ability to capture employee details and photo

o Ability to capture section or department the employee belongs.

o Ability to capture Employee service history.

o Leave and absence management.

o Ability to monitor employee suspension, discharge, disciplinary action.

o Ability to keeps record of employee training, awards and appraisals.

o Ability Track employee attendance with the use of either fingerprints or

smartcard.

o Ability to send alerts and keeps record of personal information including license,

VISA and other cards expiry dates.

o Documents can be scanned and stored electronically.

o Provide the easiest way to organize employee files. Store all your confidential

information in one place.

o Ability to schedule reminders for performance reviews, benefit eligibility,

probation periods, birthdays, anniversaries, training, reports and other events.

o Ability to track all employee’s performance reviews including past reviews.

Create management’s comments under each employee. Automatically schedule

the next performance or disciplinary review.

o Document all salary and job changes. View the salary history of each employee

online including salary, bonuses and all deductions. Quickly view work history

such as promotions and length of employment in a position.

43

o Track vacation and leaves – Input institution’s vacation and leave policies and

the system should track the number of days available based on years of service.

o Store and view all employee documents. View scanned images like resumes,

applications, and accident reports stored by employee. One should also be able

to link to Word, Excel and PDF files.

o Track individual skills; store required courses, certifications and grades received.

o Document all awards, accomplishments and recognition each employee has

received over the years.

o Maintain an accurate history of all incidents and accidents. Enter all medical

assessments per-formed for regulations.

o Control confidential information with various security levels for different users.

o Document all written and verbal warnings. Capture employee and supervisor

comments plus disciplinary actions.

o Store job descriptions, minimum skill requirements and salary grade levels by

position.

o Access to contact information quickly in a medical emergency.

o Track union membership status, start and end dates, contract expiry dates and

seniority.

o Easily export employee information to Microsoft Word, Excel or PDF.

o Time & Attendance – Track employee attendance with the use of either

fingerprints or smart-card

2.15.5.8 Payroll Management o Ability to electronically integrate with the GL, Cash Book and other third party

software e.g. e-banking.

o Ability to automatically process employee salary and benefits

o Ability to calculate various employee deductions and taxes.

o Ability to run real-time data communication between human resource and

finance sections.

o Ability to electronically integrate/export employee information to Microsoft

excel, word or PDF.

44

o Ability to document all salary and job changes, view salary history of each

employee online including salary, bonus and all deductions etc.

o Ability to generate a detailed Audit Trail of payroll transactions/changes.

o Link job scales to salary and allowances payable to each grade

o Automatically post annual increments on the due dates.

o Supports unlimited number of employees and staff classifications

o Employee banking details e.g. bank, branch, account number, account type

o Unlimited number of user definable tables e.g. PAYE, NSSF, NHIF, Pensions,

Unions,

o User defined rounding system

o Bonus and arrears payments

o Direct electronic salary remittance to banks

o Tracking of loans and amounts due to financial institutions

o Maintain historical information for unlimited number of years

o Ability to automatically send payslips to employees through the e-mail.

o Ability to automatically stop salary at end of Contract or Employment.

2.15.5.9 Procurement, Stores and Inventory Management Procurement

o System should fully integrate with finance module.

o Supplier Pre-qualification and validity period

o The system should be able to capture and store all records of prequalified

suppliers of various items with the price list in every financial year.

o The system should be able to award automatically by use of predefined criteria.

However, manual awarding should also be allowed because of the Accounting

Officer’s approval.

o Ability to generate Request for Quotations from the system.

45

o The system should be furnished with tools to enable auto generation of PRNs

o The system should allow easy and efficient ordering by automatically generating

LSOs.

o The system should be able to generate GRN for received items.

o The system should allow users to be able to track status of orders from the time

they are raised to the time they are completed.

o The system should give an option to restrict ordering within departmental

budgets in any given financial year or any defined budget periods (such as

quarters).

o Procurement Plan

o Ability to link PRN to the LPO.

o The system should allow the different types of costing methods for inventory.

o The system should allow creation and display of the procurement plan for

departments and the consolidated plan.

o The system should allow supplier management in terms of ratings, appraisals,

assessments and evaluations etc.

o Order cancellation.

o The system should be able to show rejected or goods returned records.

o Ability to track partial delivery.

o Online Requisition through the Portal

o Online approvals

Store and Inventory Management

o Ability to generate Stores Requisition Note (SRN) by the user department.

o The system should allow the user to define the maximum stock level per item.

o The system should alert the users when reorder level falls due.

o The system should alert the user whenever stock levels hit the minimum

threshold.

46

o Have full audit trail of all stock movements

o Stock history

o Serial Number tracking

o Bin Locations

o Unit of measure configurable

o Expiry date tracking in case of perishables

o Update stock by Goods Received Notes

o Inventory counts changes and adjustments

o Update Asset Register.

2.15.5.10 Fleet Management o Online Vehicle booking and allocation– Employees can book vehicles for official

use online. Transport Manager should allocate vehicles using the system.

o Work tickets – System should capture trips made, driver and the authorizing

officer.

o Fuel log – System should capture, fuel consumption, type of fuel and fuelling

point of each vehicle.

o Vehicle details/Inventory – System to capture vehicle type, chassis and engine

capacity, transmission type, axle, model, fuel type, doors, carriage capacity and

odometer readings.

o Preventive Maintenance – Schedule vehicle service, prompt service due, book for

maintenance and track service history.

o Dashboard – An integrated dashboard to enable employees view available

vehicle for booking.

o Ability for the Transport Manager to amend vehicle status

47

2.15.5.11 Library Management o Taking statistics on issues and borrowers visiting the library.

o Preparing overdue and recall notes.

o Renewals of books.

o Collection of fines.

o Compilation of list of defaulters and daily financial collection by individual users

plus accumulatively collected.

o The system should be able to provide information to answer queries from users.

o The system support for e-mail communication between library staff and the

users, e.g. posting of overdue item notices to affected users.

o The system should be able to provide for recall, overdue and fine notices.

o The system should be able to generate reports on certain activities to be used by

library management for decision making e.g. number of loan items, defaulters

and financial transactions on daily and monthly basis.

2.15.5.12 Asset Management o Asset Tagging

o Asset Classification

o Asset maintenance

o Depreciation management

o Link with Procurement for asset acquisition and disposal

o Asset revaluation

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2.15.5.13 Catering Management

o System should be able to define cafeterias, Kitchens and other operational units

o System should capture revenue collected from each unit

o System should reconcile revenue collected with kitchen stock movement

o System should support electronic Point of Sale (ePOS)

o System should support smartcards.

o System should allow online booking for seminars/meetings

o System should give alerts on bookings

o System should allow approvals of online bookings

o Daily sales reports for all operational units i.e. Kitchen, cafeteria etc.

o Have stock list analysis.

2.15.5.14 Health Management o Create Patient’s profile

o Manage Patient’s records

o Receive patient information as a clinical document using are cognized standard.

o Generate patient summary information as a clinical document using a recognized

standard.

o Generate aggregate clinical care information using a recognized standard.

o Prescription transmission.

o Dispensing information transmission.

o Patient-specific summary view sand reports that include, at minimum: problem

list, medication list, treatment interruptions and restart dates, adverse drug

reactions, care history, and missed appointments.

o Commodity specific reports such as: consumption reports, inventory reports,

order reports, drugs and allied items procurement plans, local purchase orders,

financial reports, etc.

49

2.15.5.15 Online Portal

Student Portal

o Online course registration/enrollment for student who have signed nominal roll

o Should allow students to register for semesters online

o Allow students to view their fee balance online.

o Online booking of hostels/rooms on first come first served basis

o Viewing & downloading fee statements

o Students should be able to view their attendance records online.

o Students can view academic holds online and receive instructions to resolve

holds.

o System should provide alerts to students on their fee balance status, exam

results, etc.

o Students should be able to manage their profile online.

o Students should be able to communicate with institutional departments online.

o Students should be able to view class and exam timetables online.

o Digital notice board where students can be informed of the latest updates.

o Lecturers evaluation

o Graduation application

o Print examination card

o Printing Letter of offer

o Fees refunds claim

o Inter-School/ Programme Transfer

o Student leave/off deferment application

o Registration of library users

o Submission of Research progress report

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o Registration of project

o Disciplinary appeals

o Online voting

o Online clearance application

o Should not allow discontinued, deceased, deferred students login it should

simply display their status.

o Login should be tied to status i.e. active, continuing, freshmen, deferred.

o Provision to set active registration period for the portal as defined by The

Polytechnic statutes.

Staff Portal

o Should allow staff to view and retrieve/download pay slip

o Leave application - to enable staff apply for leave, view leave days’ balance,

approval by Head of Departments

o Staff should be able to apply for overtime request

o Leave approvals to be done online.

o Imprest/subsistence/claim medical claim form application - form to be accessed

online and filled by applicant online

o Portal to allow HOD to view and approve application forms.

o Imprest posted to debtors.

o Enable checking of status and show who has approved in required status

o Give user a notification of approval.

o Part time Lecturing Form

o External Examiner Application Form

o View Employee Data

o View Employee Data sheet

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o Newsletter/Bulleting

o Enable staff to fill requisitions on the portal

o Show approval status and levels

o Notifications on requisitions approved

o Request for information materials

o Registration of library users

o Request for internal research funding

o Submission of Research progress report

o Registration of project

o Bio data medical form

o Appraisal

o Staff review request

o Disciplinary appeals

o Employee clearance

o Staff portal notice board.

o Should not allow staff who are deceased, dismissed, retired, resigned or on

suspension to login; it should simply display their status.

o Login should be tied to status.

2.15.5.16 SMS Module o Should send bulk sms

o Should access contacts from the ERP

o Does not allow replies

o Should be customized with institution’s Label or information

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2.15.5.17 Online Application System o Ability to create client profile

o Ability to select programmes

o Ability to upload documents

o Ability to make online payments

o Ability to verify application and documents

o Ability to send notification alerts

2.15.5.18 Online Clearance System o Ability to create profile

o Ability to manage clearance process

o Workflow management

o Ability to issue clearance certificate once approved

o Ability to send notification alerts

2.15.5.19 Online Banking System o Ability to integrate ERP with the Bank

o Ability to update the financial module with banked amounts in real-time

o Ability to receive bank statements instantly on request

o Ability to reconcile statements on request

2.15.5.20 Biometric Gate Control System o Supports integration of the opening and closing of gate with the ERP system.

o Controls student who have not paid fees who are denied access at the gate.

o Synchronizes with the main ERP automatically, as soon as the student status

changes the gate control system updates automatically.

o Ability to capture biometric details from the gate control system.

o The system operates on an Ethernet network. This means there are not special

network setup required beyond the RJ45 network setup extended from the main

network within the Institution.

53

o Automatic checking of Gate passes.

o Helps in keeping track of Visitors to the Institute.

o Enable integration with CCTV cameras and Biometric system.

o Ability to control bi-directional turnstiles with a single door controller.

o Ability to display detailed history records and audit trail functions for tracking

past configuration changes.

o Provides fingerprint login for system administrators.

o Allows time-based access permission to be defined per specific group of people.

o Ability to fully synchronize data between device and database.

o Automatically sends email and notifications to defined recipients when an

incident is detected.

o Ability to provide anti-pass back.

o Provides ability to integrate with alarm systems.

o Provides real-time event logs to ensure all events are completely documented.

o Provides ability to generate attendance sheets.

o Provides the ability to post attendance data to the HR and payroll system where

necessary.

o The ability to view events in real time.

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Scalability

The system should be a highly scalable solution, which is designed in a scale up/out

model at each layer. This will provide the model for future growth.

Training

All the users of the system should be trained to be able to use the system depending on

their levels of authorization.

The solution provider should conduct several trainings for The Polytechnic staff for a

smooth transition. A training plan should be submitted and the trainings should

include but not limited to the following areas:

i) Development Tools training (including security tools)

ii) Starter training

iii) Administration (database, system, and other infrastructure)

iv) Performance enhancements, trouble shooting and fine tuning

v) Application training – All users

vi) Solution walk-through with code /programs walk-through –technical and

administrators of the system training

vii) Package configuration for development/ administration for technical staff

viii) Workflow approvers/ originators training

ix) Document management users training

Data Migration

This will involve migration of data and synchronization from existing systems to new

system.

i) The system should have an easy way of moving data from current applications

and manual records to the new system.

ii) The system provider should co-ordinate with existing system administrators to

ensure smooth data archival, backup and replication.

iii) Responsibility of ensuring data synchronization lies with the system

provider.

Warranty

i) The system should have a 1 years Warranty

ii) An uptime of more than 99% has to be ensured for the system.

iii) During warranty period besides, all software upgrade, bugs/ patches and

services shall be provided free of cost.

iv) Warranty period conditions;

55

a. The vendor should provide a status report every six months through e-

mail to The Polytechnic about the support related complaints lodged

by different users

b. The vendor should provide helpdesk support services through

telephone/e-mail where users can lodge their complaint. Each user will

be assigned a unique trouble ticket number through which he/she

should be able to track the action taken on his complaint through a

support portal. The Project Manager should maintain the list of trouble

tickets being opened and closed.

c. Any failure should be rectified within maximum period of two

working days.

d. Any system module failing at least three times in three months,

displaying chronic system design or quality control problem should be

totally replaced by the provider at his cost and risk within 30 days.

e. System preventive maintenance and fine-tuning the performance of

the system besides regular service calls should be carried out every 6

months during the warranty period.

f. On completion of the Warranty period, The Polytechnic has option to

enter into Annual Maintenance Contract with the supplier for post

warranty maintenance of the systems.

Hand over

The system provider should ensure security of the source code through escrow

arrangements and train the technical staff to be able to trouble shoot, add new features

and parameters in the backend and perform any adjustment to the system as and when

required.

Hardware and Software Requirements

The system provider should indicate the minimum installation environment

specification of hardware and operating system required for the system to function

optimally which must be provided by The Polytechnic. The system should be an end-to-

end solution and should be ready to install on the server that has the required operating

system.

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2.15.5.21 Licenses and Support services The system supplier should offer the following;

i) An almost ready-to-use installation. The Polytechnic will allow for very few

customizations.

ii) Personal support at The Polytechnic premises within 24 hours (Monday to

Friday) on demand

iii) Service Management services 24/7

iv) Description of the Licensing mode of the software

v) Maintenance (corrective) and upgrades to available new versions

2.15.5.22 Training

All the users of the system should be trained to be able to use the system depending on

their levels of authorization.

The solution provider should conduct several trainings for The Polytechnic staff for a

smooth transition. A training plan should be submitted and the trainings should

include but not limited to the following areas:

i) Development Tools training (including security tools)

ii) Starter training

iii) Administration (database, system, and other infrastructure)

iv) Performance enhancements, trouble shooting and fine tuning

v) Application training – All users

vi) Solution walk-through with code /programs walk-through –technical and

administrators of the system training

vii) Package configuration for development/ administration for technical staff

viii) Workflow approvers/ originators training

ix) Document management users training

2.15.5.23 Hardware and Software Requirements

The system provider should indicate the minimum installation environment

specification of hardware and operating system required for the system to function

optimally which must be provided by The Polytechnic. The system should be an end-to-

end solution and should be ready to install on the server that has the required operating

system.

2.15.5.24 Post Stabilization

Bidder shall provide product support after going live, as part of this project by

57

deputing technical and functional consultants at site for not less than one month

after implementation

During the stabilization period the bidder would help The Polytechnic to correct

any troubleshooting while doing transactions or generating reports. The bidder

will correct the user manual and configuration manuals if required.

Any required configuration and/or customized during this phase would be done

by bidder without any additional cost to The Polytechnic.

2.15.5.25 System Management Annual Charges

Any charges such as annual maintenance, annual license fee and software support

cost should be clearly stated. The privileges that will be experienced by

subscribing to such annual charges should be clearly stated. E.g. Product ERP at

no other cost etc.

2.15.5.26 Hardware Specifications

Bidders should provide advice to The Polytechnic in the scoping of hardware

requirements to be provisioned for the ERP.

2.15.5.27 Testing Plan

The Vendor should describe in detail in their proposal the testing environment

and methodology to be used prior to handing over the system for client user

acceptance testing (UAT). The Client expects the following test cycle to include:

Unit Testing: The vendor will carry out the unit testing in house to make sure

each component and module of the system functions as designed.

Integration Testing: After all modules of the system are developed, integration

testing is carried out to make sure that all modules function and perform as

expected when working in combination.

Load testing: Since the application will be used by a large number of users in

future, load testing will be performed to see how the system performs under

heavy loads. This may require fine tuning the web server, application,

application server, and/or the database server or network configuration.

Recovery Testing: One of the important aspects of an application is how well it

can recover in case of a system failure, server shutdown, or service failure. Tests

will be carried out to see how well the system recovers from crashes and

hardware failures.

Security Testing: it is necessary to perform detailed security testing of the

system. This involves a complete penetration test to make sure the application

and the server is not vulnerable to any type of attacks such as SQL injection

58

attack, XSS attacks etc. This will be done by using threat detection and

vulnerability scanner software.

The following high level UAT testing approach will be carried out by the client

(The Polytechnic) prior to system acceptance and signoff:

Usability Testing: The client will test the navigation between screens, user-

friendliness and workflows of each of the screens. Against this, if deficiencies are

identified the interface maybe redesigned during this testing phase based on

feedback from the Client.

Functional Testing: A complete end to end functional testing cycle will run.

During the functional test, actual processes, and all key services provided by

Registry system will be tested against the business requirement, (end to end) to

see if the system meets the requirements as described in the in the RFP document

and stores data and generate reports properly.

Acceptance Testing: An end to end functional and quality of service (including

security, performance and robustness) will be complete by The Polytechnic prior

to any system sign off.

UAT Test Script: The vendor will create the UAT test cases to cover a

representative sample of cases and user scenarios. In each test case, write the

manual test steps to be followed by the client’s test team. The client will

complete this set of tests in addition to their own developed test cases.

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2.16 SECTION IV: - SUBMISSION OF PROPOSALS

2.16.1 Notes on the preparation of the Technical Proposals

i. In preparing the technical proposals the consultant is expected to examine all

terms and information included in the RFP. Failure to provide all requested

information shall be at the consultants own risk and may result in rejection of

the consultant’s proposal.

ii. The technical proposal shall provide all required information and any

necessary additional information and shall be prepared using the standard

forms provided in this Section.

iii. The Technical proposal shall not include any financial information unless it is

allowed in the Appendix to information to the consultants or the Special

Conditions of contract.

60

APPENDIX I:FORMS

1. TECHNICAL PROPOSAL SUBMISSION FORM

[_______________ Date]

To:______________________[Name and address of Client)

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for __________________

_______________________________[Title of consulting services] in accordance with your

Request for Proposal dated ______________________[Date] and our Proposal. We are

hereby submitting our Proposal, which includes this Technical Proposal, [and a

Financial Proposal sealed under a separate envelope-where applicable].

We understand you are not bound to accept any Proposal that you receive.

We remain,

Yours sincerely,

_______________________________[Authorized Signature]:

________________________________[Name and Title of Signatory]

:

_________________________________[Name of Firm]

:

_________________________________[Address:]

61

2. FIRM’S REFERENCES

Relevant Services Carried Out in the Last Ten Years

that Best Illustrate Qualifications

Using the format below, provide information on each assignment for which your firm

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

Assignment Name: Country

Location within Country: Professional Staff provided by Your

Firm/Entity(profiles):

Name of Client: Clients contact person for the assignment.

Address:

No of Staff-Months; Duration of

Assignment:

Start Date (Month/Year): Completion Date Approx. Value of Services (Kshs)

(Month/Year):

Name of Associated Consultants. If any: No of Months of Professional

Staff provided by Associated Consultants:

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

Performed:

Narrative Description of project:

Description of Actual Services Provided by Your Staff:

Firm’s Name: ___________________________________

Name and title of signatory; ________________________

62

(May be amended as necessary)

3. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF

REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY

THE CLIENT.

On the Terms of Reference:

1.

2.

3.

4.

5.

On the data, services and facilities to be provided by the Client:

1.

2.

3.

4.

63

14. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR

PERFORMING THE ASSIGNMENT

64

5. TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff

Name Position Task

2. Support Staff

Name Position Task

65

6. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL

STAFF

Proposed Position:

_____________________________________________________________

Name of Firm:

_________________________________________________________________

Name of Staff:

__________________________________________________________________

Profession:

_____________________________________________________________________

Date of Birth:

__________________________________________________________________

Years with Firm: ___________________________ Nationality: ______________________

66

Membership in Professional Societies:

__________________________________________

Detailed Tasks Assigned:

_______________________________________________________

Key Qualifications:

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

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

previous assignments and give dates and locations].

67

Education:

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

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

Employment Record:

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

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

organizations, titles of positions held, and locations of assignments.]

Certification:

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

and my experience.

68

_________________________________________________________ Date: ___________

[Signature of staff member]

___________________________________________________________________ Date;

______________

[Signature of authorised representative of the firm]

Full name of staff member:

_____________________________________________________

Full name of authorized representative: _________________________________________

69

7. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL

Days (in the Form of a Bar Chart)

Name Position Reports

Due/

Activities

1

2

3

4

5

6

7

8

9

10

11

12

Number of

Days

Reports Due: _________

Activities Duration: _________

Signature: ________________________

(Authorized representative)

Full Name: ________________________

Title: ______________________________

Address: ___________________________

70

8. ACTIVITY (WORK) SCHEDULE

(a). Completion and Submission of Reports

Reports Date

1. Inception Report

4. Interim Progress

Report

(a) First Status Report

(b) Second Status

Report

3. Draft Report

4. Final Report

71

SECTION IV: - FINANCIAL PROPOSAL

Notes on preparation of Financial Proposal

4.1 The Financial proposal prepared by the consultant should list the costs

associated with the assignment.

4.2 The financial proposal shall be in Kenya Shillings or any other currency allowed

in the request for proposal and shall take into account the tax liability and cost of

insurances specified in the request for proposal.

4.3 The financial proposal should be prepared using the Standard forms provided in

this part

72

SECTION IV - FINANCIAL PROPOSAL STANDARD FORMS

Table of Contents Page

1. Financial proposal submission Form

2. Summary of costs

3. Standard Forms

73

1. FINANCIAL SUBMISSION FORM PROPOSAL

________________[ Date]

To: ______________________________________

______________________________________

______________________________________

[Name and address of Client]

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for

(_____________________) [Title of consulting services] in accordance with your Request

for Proposal dated (__________________) [Date] and our Proposal. Our attached

Financial Proposal is for the sum of

(_________________________________________________________________) [Amount in

words and figures] inclusive of the taxes.

We remain,

Yours sincerely,

_____________________________[Authorized Signature]

_____________________ [Name and Title of Signatory]

_______________________ [Name of Firm]

______________________ [Address]

74

2. SUMMARY OF COST

Based on the information contained in the technical specifications, the prospective

bidders should provide a breakdown of costs.

Module Costs Currency(ies) Amount(s)

1.

2.

3.

4.

Subtotal

Taxes

Total Amount of Financial

Proposal

_________________

75

SECTION VIII - STANDARD FORMS

Notes on the sample Forms

1. Form of Tender - The form of tender must be completed by the

tenderer and submitted with the tender documents. It must also be duly signed

by duly authorized representatives of the tenderer.

2. Confidential Business Questionnaire Form - This form must be completed by the

tenderer and submitted with the tender documents.

3. Tender Security Form -When required by the tender documents the tender shall

provide the tender security either in the form included herein or in another format

acceptable to the procuring entity.

4. Contract Form-The Contract Form shall not be completed by the tenderer at the time

of submitting the tender. The Contract Form shall be completed after contract award

and should incorporate the accepted contract price.

5. Performance Security Form-The performance security form should not be

completed by the tenderers at the time of tender preparation. Only the successful

tenderer will be required to provide performance security in the form provided

herein or in another form acceptable to the The Kisii National Polytechnic.

6. Manufacturers Authorization Form-When required by the ender documents this form

must be completed and submitted with the tender documents. This form will be

completed by the manufacturer of the goods where the tenderer is an agent.

76

8.1 FORM OF TENDER

Date

Tender No.

To:

[name and address of The Kisii National Polytechnic]

Gentlemen and/or Ladies:

1. Having examined the tender documents including Addenda Nos.

………………………………. [insert numbers].the receipt of which is hereby duly

acknowledged, we, the undersigned, offer to supply deliver, install and commission (

…………………………………………… (insert equipment description) in conformity with

the said tender documents for the sum of

…………………………………………………………. (total tender amount in words and

figures) or such other sums as may be ascertained in accordance with the Schedule of

Prices attached herewith and made part of this Tender.

2. We undertake, if our Tender is accepted, to deliver install and commission the

equipment in accordance with the delivery schedule specified in the Schedule of

Requirements.

3. If our Tender is accepted, we will obtain the guarantee of a bank in a sum of equivalent

to percent of the Contract Price for the due performance of the

Contract , in the form prescribed by ………………. ……………….( The Kisii National

Polytechnic).

4. We agree to abid by this Tender for a period of …… [number] days from the date fixed

for tender opening of the Instructions to tenderers, and it shall remain binding upon us

and may be accepted at any time before the expiration of that period.

5. This Tender, together with your written acceptance thereof and your notification of

award, shall constitute a Contract, between us. Subject to signing of the Contract by the

parties.

6. We understand that you are not bound to accept the lowest or any tender you may

receive.

Dated this day of 20

77

[signature] [in the capacity of]

Duly authorized to sign tender for an on behalf of

78

8.2 CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM

You are requested to give the particulars indicated in Part 1 and either Part

2(a), 2(b) or 2 (c ) whichever applied to your type of business

You are advised that it is a serious offence to give false information on this form

Part 1 – General:

Business Name

…………………………………………………………………………………………………

Location of business premises.

…………………………………………………………………………………

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

…………………………………………..

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

E mail …………….

Nature of Business

……………………………………………………………………………………………..

Registration Certificate No.

…………………………………………………………………………………

Maximum value of business which you can handle at any one time – Kshs.

…………………………………

Name of your bankers ……………………………………….. Branch

………………………………………

Part 2 (a) – Sole Proprietor

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

………………………..

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

…………………………………….

Citizenship details

79

………………………………………………………………

…………………….

Part 2 (b) Partnership

Given details of partners as follows:

Name Nationality Citizenship

Details Shares

1. ………………………………………………………………………

………………

2. ………………………………………………………………………

………………

3. ………………………………………………………………………

………………..

4. ………………………………………………………………………

………………..

Part 2 (c ) – Registered Company

Private or Public

……………………………………………………………………………………….

State the nominal and issued capital of company-

Nominal Kshs. ………………………………

Issued Kshs. …………………………………

Given details of all directors as follows

Name Nationality Citizenship

Details Shares

1………………………………………………………………………………………

…………………

2.

………………………………………………………………………………………

………………..

3.

………………………………………………………………………………………

………………

4.

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………………………………………………………………………………………

………………

5

………………………………………………………………………………………

……………….

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

………………………………..

If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth,

Naturalization or registration.

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8.3 TENDER SECURITY FORM

Whereas ………………………………………. [name of the tenderer]

(hereinafter called “the tenderer”) has submitted its tender dated ………….

[date of submission of tender] for the supply, installation and commissioning of

……………………[name and/or description of the equipment] (hereinafter called “the

Tender”) ……………………………………….. KNOW ALL PEOPLE by these

presents that WE ……………………… of ………………………. having our

registered office at ………………… (hereinafter called “the Bank”), are bound unto

…………….. [name of The Kisii National Polytechnic} (hereinafter called “the The

Kisii National Polytechnic”) in the sum of …………………….. for which payment

well and truly to be made to the said The Kisii National Polytechnic, the Bank

binds itself, its successors, and assigns by these presents. Sealed with the Common

Seal of the said Bank this day of 20

.

THE CONDITIONS of this obligation are:-

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

validity specified by the tenderer on the Tender Form; or

2. If the tenderer, having been notified of the acceptance of its Tender by

the The Kisii National Polytechnic during the period of tender validity:

(a) fails or refuses to execute the Contract Form, if required; or

(b) fails or refuses to furnish the performance security in accordance with the

Instructions to tenderers;

We undertake to pay to the The Kisii National Polytechnic up to the above amount

upon receipt of its first written demand, without the The Kisii National

Polytechnic having to substantiate its demand, provided that in its demand the The

Kisii National Polytechnic will note that the amount claimed by it is due to it, owing to

the occurrence of one or both of the two conditions, specifying the occurred condition

or conditions.

This tender guarantee will remain in force up to and including thirty (30) days after the

period of tender validity, and any demand in respect thereof should reach the Bank

not later than the above date.

[signature of the bank]____________________________

(Amend accordingly if provided by Insurance Company)

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8.4 CONTRACT FORM

THIS AGREEMENT made the day of 20 between

……………… [name of Procurement entity) of ……….. [country of Procurement entity]

(hereinafter called “the The Kisii National Polytechnic) of the one part and

…………………….. [name of tenderer] of ………….. [city and country of tenderer]

(hereinafter called “the tenderer”) of the other part;

WHEREAS the The Kisii National Polytechnic invited tenders for certain goods ] and

has accepted a tender by the tenderer for the supply of those goods in the sum of

…………………………… [contract price in words and figures] (hereinafter called “the

Contract Price).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are

respectively assigned to them in the Conditions of Contract referred to:

2. The following documents shall be deemed to form and be read and construed as

part of this Agreement viz:

(a) the Tender Form and the Price Schedule submitted by the tenderer

(b) the Schedule of Requirements

(c ) the Technical Specifications

(d) the General Conditions of Contract

(e) the Special Conditions of contract; and

(f) the The Kisii National Polytechnic’s Notification of Award

3. In consideration of the payments to be made by the The Kisii National

Polytechnic to the tenderer as hereinafter mentioned, the tender hereby covenants with

the The Kisii National Polytechnic to provide the goods and to remedy defects therein

in conformity in all respects with the provisions of the Contract

4. The The Kisii National Polytechnic hereby covenants to pay the tenderer in

consideration of the provisions of the goods and the remedying of defects therein, the

83

Contract Price or such other sum as may become payable under the provisions of the

Contract at the times and in the manner prescribed by the contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in

accordance with their respective laws the day and year first above written.

Signed, sealed, delivered by the (for the The Kisii National

Polytechnic

Signed, sealed, delivered by the (for the tenderer in the

presence of

(Amend accordingly if provided by Insurance Company)

84

8.5 MANUFACTURER’S AUTHORIZATION FORM

To [The The Kisii National Polytechnic] ………………….

WHEREAS …………………………………………………………[ name of the manufacturer]

who are established and reputable manufacturers of ………………….. [name and/or

description of the goods] having factories at ………………………………… [address of

factory] do hereby authorize ………………………… [name and address of Agent] to submit

a tender, and subsequently negotiate and sign the Contract with you against tender No.

………………………. [reference of the Tender] for the above goods manufactured by us.

We hereby extend our full guarantee and warranty as per the General Conditions of

Contract for the goods offered for supply by the above firm against this Invitation for

Tenders.

[signature for and on behalf of manufacturer]

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

should be signed by a person competent.

85

8.6 LETTER OF NOTIFICATION OF AWARD

Address of The Kisii National

Polytechnic

_________________________________________

To:

RE: Tender No.

Tender Name

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

been awarded to you.

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

acceptance.

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

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

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

matter of this letter of notification of award.

(FULL PARTICULARS)

SIGNED FOR ACCOUNTING OFFICER

86

8.9 FORM RB 1

REPUBLIC OF KENYA

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO…………….OF……….….20……...

BETWEEN

…………………………………………….APPLICANT

AND

…………………………………RESPONDENT (The Kisii National Polytechnic)

Request for review of the decision of the…………… (Name of the The Kisii National Polytechnic) of ……………dated

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

REQUEST FOR REVIEW

I/We……………………………,the above named Applicant(s), of address: Physical address…………….Fax No……Tel.

No……..Email ……………, hereby request the Public Procurement Administrative Review Board to review the

whole/part of the above mentioned decision on the following grounds , namely:-

1.

2.

etc.

By this memorandum, the Applicant requests the Board for an order/orders that:

1.

2.

etc

SIGNED ……………….(Applicant)

Dated on…………….day of ……………/…20…

FOR OFFICIAL USE ONLY

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

………....20….………

SIGNED

Board Secretary

87

SECTION VI: ANTI-CORRUPTION DECLARATION COMITMENT/ PLEDGE

I/We/Messrs…………………………………………………………………………….

of Street, Building, P O Box……………………………………………………………

…………………………………………………………………………………………..

Contact/Phone/E mail…………………………………………………………………..

declare that Public Procurement is based on a free and fair competitive Tendering

process which should not be open to abuse.

I/We ..…………………………………………………………………………………..

declare that I/We will not offer or facilitate, directly or indirectly, any inducement or

reward to any public officer, their relations or business associates, in connection with

Tender No ………………………..……………………………………………….

for or in the subsequent performance of the contract if I/We am/are successful.

Authorized Signature.............................................................................................................

Name and Title of Signatory…………………………………………………………………

Stamp………………………………………………………………………………………....