pc kinyanjui technical training institute motto
TRANSCRIPT
P.C KINYANJUI TECHNICAL TRAINING INSTITUTE
MOTTO: “EXCELLENCE IN TECHNOLOGY”
P.O. Box 21280 00505, NAIROBI
TEL: 0773829417
Website: www.kinyanjuitechnical.ac.ke
Email: [email protected]
ISO 9001:2015 CERTIFIED
TENDER FOR:
SUPPLY, INSTALLATION, TRAINING, COMMISSIONING AND MAINTENANCE OF AN
INTEGRATED ENTERPRISE RESOURCE PLANNING SOLUTION
TENDER NO: PCKTTI/T/10/2020/2021
PC KINYANJUI TECHNICAL TRAINING INSTITUTE
P O BOX 21280-00505 Nairobi
Email: [email protected]
Website: www.kinyanjuitechnical.ac.ke
CLOSING DATE 12/02/2021 TIME: 10:00AM
2
SECTION I - LETTER OF INVITATION
Pc Kinyanjui Technical Training Institute invites sealed bids from eligible candidates for
TENDER NUMBER TENDER NO: PCKTTI/T/10/2020/2021: SUPPLY, TESTING, TRAINING,
COMMISSIONING AND MAINTENANCE OF AN INTEGRATED ENTERPRISE RESOURCE
PLANNING (ERP) SYSTEM. Interested candidates may obtain the tender documents during working
hours from the Institute procurement office upon payment of a non-refundable fee of Ksh.1,000.00
either via M-Pesa Paybill [Business name 400222; A/c No 30162#Name of Company] or by bank
deposit in the name of the Institute to A/c No 01120081068500 Co-op Bank Kawangware. Documents
may also be downloaded free of charge from our Website: www.kinyanjuitechnical.ac.ke. Bidders who
download the tender documents should notify the Institute via email
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 one hundred thousand (100,000.00) 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. Proof of Registration as a company.
e. Dully filled business questionnaire
f. Dully filled form of tender.
g. Must attach audited Accounts for the last two years.
h. Provide a valid business permit.
i. Provide an accreditation certificate from the ICT Authority Level 2 and above
(Provision of ERP Services)
j. Provide a support document to confirm that the software embraces open licensing model
k. Submit a Copy of a License of Manufacturer’s Authorization.
l. 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 Pc Kinyanjui Technical Training Institute administration block A. The envelope
should be addressed to:
THE PRINCIPAL,
PC KINYANJUI TECHNICAL TRAINING INSTITUTE
P O BOX 21280-00505
NAIROBI
So as to be received on or before 12/02/2021 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.
3
The Request For Proposal (RFP) includes the following documents:
Section I - Letter of invitation
Section II - Information to Consultants
Section III - Technical proposal
Section IV - Financial proposal
Section V - Terms of reference
Section VI - Anti-Corruption Declaration
On receipt of this RFP please inform us
(a) that you have received the letter of invitation; and
(b) whether or not you will submit a proposal for the assignment
4
SECTION II – INFORMATION TO CONSULTANTS (ITC)
Table of Contents
2.1 Introduction
2.2 Clarification and amendment of RFP document
2.3 Preparation of Technical Proposal
2.4 Financial proposal
2.5 Submission, Receipt and opening of proposals
2.6 Proposal evaluation general
2.7 Evaluation of Technical proposal
2.8 Public opening and Evaluation of financial proposal
2.9 Negotiations
2.10 Award of Contract
2.11 Confidentiality
2.12 Corrupt or fraudulent practices
5
SECTION II: - INFORMATION TO CONSULTANTS (ITC)
2.1 Introduction
2.1.1 The institution 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 Pc Kinyanjui Technical Training Institute 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 Pc Kinyanjui
Technical Training Institute 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 institution will provide the necessary inputs to assist the firm 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 institution 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. 100,000.00
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
2.2.4 The tender security shall be denominated in Kenya Shillings or in another freely convertible
currency and shall be in the form of:
a) A bank guarantee.
b) Such insurance guarantee approved by the Public Procurement Regulatory
Authority (PPRA).
c) Letter of credit
6
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 Pc Kinyanjui Technical Training Institute
address indicated in the Appendix “ITC”. PCKTTI will respond by letter or 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, PCKTTI 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. PC
Kinyanjui Technical Training Institute may at its discretion extend the deadline for the
submission of proposals.
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
7
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 (PCKTTI).
(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 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.
8
(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).
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 Institution 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. (PCKTTI) will make its best effort to complete
negotiations within this period. If (PCKTTI) 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”.
9
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, (PCKTTI) shall notify those consultants whose
proposals did not meet the minimum qualifying mark or were considered nonresponsive
to the RFP and Terms of Reference, indicating that their Financial Proposals will be
returned after completing the selection process. (PCKTTI) 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. Pc Kinyanjui Technical Training Institute shall prepare minutes of the
public opening.
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
10
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 (FS) 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 PC
KINYANJUI TECHNICAL TRAINING INSTITUTE 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. PC KINYANJUI TECHNICAL TRAINING INSTITUTE 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.
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 PC KINYANJUI TECHNICAL
TRAINING INSTITUTE 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, PC KINYANJUI TECHNICAL TRAINING INSTITUTE expects to
negotiate a contract based on the experts named in the proposal. Before contract
negotiations, PC KINYANJUI TECHNICAL TRAINING INSTITUTE will require
assurances that the experts will be actually available. PC KINYANJUI TECHNICAL
TRAINING INSTITUTE 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, PC KINYANJUI TECHNICAL TRAINING INSTITUTE and
the selected firm will initial the agreed Contract. If negotiations fail, PC KINYANJUI
11
TECHNICAL TRAINING INSTITUTE 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,
PC KINYANJUI TECHNICAL TRAINING INSTITUTE 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.
2.11.4 Pc Kinyanjui Technical Training Institute may at any time terminate procurement
proceedings before contract award and shall not be liable to any person for the
termination.
2.11.5 Pc Kinyanjui Technical Training Institute 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.
12
2.13 Corrupt or fraudulent practices
2.13.1 Pc Kinyanjui Technical Training Institute 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 Pc Kinyanjui Technical Training Institute 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.
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,
PC KINYANJUI TECHNICAL
TRAINING INSTITUTE P O BOX
21280-00505
NAIROBI
Paragraph
1.4
The day, date and time of closing is as per the letter of invitation:
Friday 12th
FEBRUARY, 2021 at
10:00 AM
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 Institution’s website https://www.kinyanjuitechnical.ac.ke free of charge
Paragraph 2.2 The tender security shall be equal to Kshs. 100,000.00
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
13
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
Paragraph 2.6.3 The tenderer shall prepare “ONE
ORIGINAL PROPOSAL”, and “ONE
COPY PROPOSAL”. The original and copy of the proposal shall
be sealed in separate envelopes. The sealed envelopes shall be put
in one outer envelope which shall bear the name and tender number
of the tender
Paragraph 2.11.7 Award will be made to the bidder with the highest combined
technical and financial score
Paragraph 2.13 Bidders to submit declaration statement on corrupt and fraudulent
practices attached
Page | 14
2.14 EVALUATION CRITERIA
2.14.1 Evaluation criteria
2.14.1.1 PCKTTI 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 PCKTTI 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 PCKTTI 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 PCKTTI 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 PCKTTI 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.
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.
Page | 15
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 PCKTTI’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)
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
Page | 16
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
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
Page | 17
MR 7 Provide copies of audited accounts for the company for the last two accounting years. 2018
to 2020.
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. 2018-
2019, 2019-2020), 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.100, 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, PCKTTI 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.).
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
Page | 18
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 5 completion certificates of similar projects conducted in the same sector.
These certificates must also be accompanied by recommendation letters from the quoted
clients.
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. 4 of these award letters must be from institutions of higher learning.
19
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
20
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
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 PCKTTI 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.
Should support self-created custom generated reports
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.
PCKTTI may disqualify bids based on the outcome of the Proof of Concept.
21
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 PCKTTI 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 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.
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
22
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
Fn = Normalized financial score for the Bidder under consideration
23
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 PAY YMENT
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%
24
3. Complete System Integration and
commissioning
Integrating the system to all the
required systems such as Ecitizen,
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%
25
2.15 SECTION V: - TERMS OF REFERENCE
2.15.1 Introduction
The institution is located in Dagoreti area of Nairobi along Kabiria Road, next to the Orthodox
Church
.
2.15.2 Objectives
PCKTTI 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 PCKTTI.
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 PCKTTI
to implement and operate an Integrated ERP.
v. Guide PCKTTI 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 PCKTTI in offering
services efficiently and effectively
26
2.15.3 Overview and Scope
This document outlines the functional, performance, security and other system requirements
identified by PCKTTI for the proposed ERP solution upgrade. The proposed ERP is
expected to automate the following functions to enable integrated management of PCKTTI
core business processes in real-time.
1. Administration
2. Student Management
3. Academics and Examination
4. Timetabling
5. Financial Management.
6. Human Resources Management
7. Payroll Management
8. Procurement, Stores and Inventory Management
9. Library Management
10. Catering Module
11. Asset Management
12. Online Application and Admission Portal
13. Online Clearance Portal
14. Online Staff and Student Portal
15. Online Bank Integration
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 Institution 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.
PCKTTI 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.
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 PCKTTI.
27
v) Facilitate compliance with statutory and regulatory requirements.
vi) Assess and measure performance of The Institution and its staff in real-time.
vii) Enable staff of The Institution to perform specific tasks remotely in real time.
28
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
29
2.15.5 Functional Requirements
In order to accomplish the above-articulated needs, PCKTTI requires an enterprise-wide
management information system that includes the following specific functionality.
2.15.5.1 Administration
The Institution 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 Institution 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 Institution’s business.
iii) The Institution 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.
v) The system should have easy data transfer mechanism from the current existing system.
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
Page | 32
30
Administration
i) Unlimited number of Administrators
ii) Unlimited number of End users
iii) Flexible User Administration –Role based access control
iv) Multi-Organization support
1. EXAMINATIONS MODULE.
An ideal examination module determines approaches to both teaching (What and how teachers
teach) and learning (What students learn). Apart from student assessment, examinations help
teachers modify their teaching methodologies or adopt new ones to impart the desired academic
outcomes.
Below are some system requirements for the P.C Kinyanjui Examinations Office.
The system should generate:
Student name
Identification Number/ Admission Number
Birth Certificate number.
The year the exam was done and the index number for K.C.S.E, K.C.P.E or previous index
number for KNEC registration.
Analyze data of exam per class/ Course, subject department, institution and generate graphs
e.g bars and line graphs.
Give option of converting student data to PDF or excel file.
Display data for each class and convert to excel and PDF.
Provide biometric class attendance which includes: Department, Student number, Name,
Room, Subject, Track attendance, Allow for printing, Delete E.T.C.
Examination reports/ Forms should generate;
a) Attendance registers for a particular class.
b) List of units name and code.
Generate detailed curriculum composition per department e.g Course name, Code, name of
course and hours required per unit.
31
Course code, name and the department student belongs.
Summarized curriculum composition of class code, name, department, term number of
students as per course.
Course requirement summary.
Allow for keying in of supplementary and special exams. Supplementary exams is automatic
for any student who got below 40% while special exam is as per the trainer request.
Supplementary is an automatic 40% while special is 100%.
Give rights to subject teachers to key in but cannot change or edit marks that have already
been entered.
Give rights to heads of department or those with similar roles to be able to change marks.
Generate the students progression analysis showing the performance of students across
various levels.
Generate control forms for each class during exam/ attendance sheet.
Allow for printing / exporting/ conversion of each generation done in either PDF or EXCEL.
Performance remarks should have student number, name, class, course name and code, unit
codes, term, remarks and date.
Mark sheet for marks keyed in the system by trainers should include class program, course
name and code, class type, e.g regular, term, subject codes, subject name, hours attended,
admission, CAT 1, CAT 2, EXAM, GRADE e.g Distinction.
Allow class teacher to enter curriculum for their respective classes which will compose of
class code, department, subject code, term and exam type.
Generate all course codes, names subject name and code, department, exam type e.g weather
internal or external marks.
Generate trainer names, personal number of trainers, department they train, their course, name
and code.
Generate a list of all rooms in the institution, the department the rooms belong to and subject
taught in the rooms.
Generate student reports cards that contain course name, code, previous performance, current
performance and the respective analysis.
Generate student transcript after the en d of the respective course e.g certificate after 2 years
of the course and diploma after 3 years of the course summarizing the analysis of the student
performance.
32
Give exam analysis containing class code, name, term, year, date, and name of the student,
admission number grade, percentage pass, and previous percentage pass in the previous
modules number and overall.
Generate exam analysis containing student admission number, name, unit name/ code and
results.
Generate Department analysis of the courses.
Generate institutional performance analysis.
Marks input log should contain student number, names class, term, subject , marks type
computer, date, time, dates between when uploaded by the trainer was done and print option.
Marks input. The marks input interface should have admission number, name, class, term,
subject name/ code, marks, grade, name of trainer, date of keying in, allow for opening and
closing of duration of keying in, attendance.
Student reports should be viewable in the student portal.
External examination data for a year i.e graduate who competed and passes Diploma module I-II
and Craft Certificate
S/NO COURSE
NAME
COURSE
LEVEL
EXAMINING
BODY
NUMBER OF
CANDIDAT
E
NUMBER
OF
PASSES
NUMBER
OF
FAILS
1 Diploma in
Automotive
Engineerin
g
KNEC 30 20 10
2. List of graduates as follows;
NO ADM
NO
NAME COURSE DEPAR
TMENT
ID
NUMBER
ADDRESS
CONTACT RESUL
T
1200 Jane
Wambui
Diploma in
Business
Business Janewambui
0729 635
241
Credit
33
Management m
PROCUREMENT DEPARTMENT
Give the user department rights to add/ edit items lists.
Giving all users access to the items list.
Ability to generate annual and quarterly reports
To be able to separate all suppliers according to category i.e
a) WOMEN
b) YOUTH
c) PERSONS WITH DISABILITY.
Ability to support Supplier Pre-qualification with a flexible pre-qualification period
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.
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.
Ability to generate Request for Quotations from the system.
The system should be able to support all procurement methods
There should be a provision for tracking the different activities in a procurement function
The system should allow easy and efficient ordering by automatically generating
LPOs/LSOs.
The system should be able to generate GRN for received items.
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.
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).
The system should have departmental procurement plan
The system should be able to generate the institution’s procurement plan for a given financial
year
34
The system should support inline order cancellation.
The system should be able to show rejected or goods returned records.
Ability to track partial delivery.
Online Requisition through the Portal
Online approvals
STORE AND INVENTORY MANAGEMENT
Ability to generate Stores Requisition Note (SRN) by the user department.
The system should allow the user to define the maximum stock level per item.
The system should alert the users when reorder level falls due.
The system should alert the user whenever stock levels hit the minimum threshold.
Have full audit trail of all stock movements Stock history ,Serial Number tracking
Should support departmental stores
Should have flexible unit of measure
Update stock by Goods Received Notes
Inventory counts changes and adjustments.
Should be able to check the budget on issuance request
ADMISSIONS PORTAL
The system should generate a application form which can be uploaded along with all other
documents reuired by the Institute.
View status.
The new student should have an interface for viewing the status of the application weather
approved or not approved , if not a approve the registration officer should give the reason e.g
requirement not met, documents not clear back to the student to view and rectify or apply for
another course.
If approved, the registration officer should comment and the student should receive a
notification in their account within view status with the following.
a) Reference number –should be generated automatically from ERP for admission payment
stating the amount.
35
b) Medical form to be filled by the applicant as per the institute.
c) Fee structure for the student as per the institute requirements.
d) Admission letter as per the institute requirement.
e) Rules and regulations
The student should download and fill the documents e.g medical form. The student should
then be able to upload the above filled documents.
Admission Numbers.
The officer under registration should review the document and assign the Admission Number
to the student.
The student should get a congratulation message in their account within view status with a
form bearing admission number generated automatically within the portal he/ she should
download the admission letter for filling Thereafter system Admin should create an account
for the new student within Admin panel.
FINANCE MODULE
1. Revenue
To provide a system that will enable us link it with the bank for online receipting.
The raised query in the management Letter pointed out on the bulkiness of the receipt
whereby the auditor could not manage to audit due to the fact that it was too manual for the
exercise. When a student makes a deposit of fees and indicates his/ her ADM No and name,
the system should raise a receipt of the amount and amount deposit in the student statement
If wrong credentials are entered in the deposit slip, the system should be able to enter the
amount in a suspense account awaiting verification from a student.
Receipt produced should bear Bank transaction No. Bank Account number, name and
admission no. of the student.
Student invoiced vote heads should be the same vote heads that appear in the receipts/
receipted by the system.
The system should automatically generate student invoices upon the student reporting
36
Generated invoices should have a unique identified number that cannot be edited. A
credit/debit note should be used to either increase or reduce the student balance.
The system should allow for automatic sponsorship allocations, institution fee waiver and
penalties where appropriate.
2. Payment
i. Petty cash.
Payment petty cash payment. He system should be able to block imprest holder from further
payment until the correct imprest is accounted for or surrendered.
The system should provide mechanisms for imprest recoveries where the imprest holder fails
to surrender on time
There should be a provision for setting the maximum number of imprests that an individual
can hold
Online imprest approval should be provided
ii. Payment Voucher.
Once a payment voucher is raised it should have a column indicating the budget amount for
that vote head/ expenses, balance available, the current payment amount and the
uncommitted balance. This will help in control of budgeted amount both department wise
and Institute budget.
3. Creditors/ Debtors
Analysis to be provided for student debtor based on age i.e. aging list of the debtors.
The system should be able to provide a list of creditors based on sate the invoice was
delivered to Finance department. (Age analysis f the creditors).
There should be a provision for setting the recurrences for invoices issued to debtors
4. Linking LPO to Finance to case processing of suppliers invoices and capturing an
expense on delivery of goods for accrual reporting.
The system should be able to link finance module with procurement. If so any time an LPO
is raised and an invoice captured from Finance module, It should consider that as an expense
in the finance module even if it is not paid yet. This will help the Institute report on accrual
basis as this is currently the reporting standard for all TVET Institutions (IPSAS Accruals).
Once LPO is raised the amount in the budget is reduced respectively.
37
5. Linking of Various modules in the institution.
The system should link the Finance module with all other Institution module procured to ease
the Institution operations as they are interlinked e.g
a) Registry – Where the Finance module fetches student data for invoicing, receipting and
student debtors.
b) Procurement- for LPOs to match supplier invoices.
c) Others where linking is necessary.
6. Reporting.
i. Trial balance
The trial balance to be generated on accrual basis, can be printed and traceability of the
amounts reflected in it be done with ease for every transaction in the debit or credit side. This
will be the same figures in the following required reports for quarterly and annual accrual
reports.
a) Statement of financial performance ( Income and expenditure).
b) Statement of financial position (Balance sheet)
c) Sate of cash flow
d) State of changes in equity.
e) Changes in net Asset schedule.
f) Notes to financial statement & traceability
g) Budget comparison schedule with a column of commitment will also be provided.
h) PPE schedule.
ii. Book keeping document.
a) Cash book
b) Online Bank reconciliation
c) Journal entries for collection instead of deleted a transaction.
7. Vote heads
Vote heads should have a main class vote head and sub- vote which also have sub-sub vote
heads.
Example
Main class vote head = Goods and Services
38
Sub- vote head= Tuition and Training Materials
Sub-sub Vote Head
(i) Tuition and Training materials – Hospitality Department
(ii) Tuition and Training materials – Building Department
(iii) Tuition and Training materials –Applied science Department e.t.c
8. Payment Disbursement
Disbursement of payment to be done daily such that petty cash payment can be closed daily
or after making payment and the same to apply to cheque payments. We would like to get
summarized expenses at any given time of the month and at the end of the month when we
close all the payments manually.
9. The system should report on accrual basis only as per current reporting standard
(IPSAS ACCRUALS).
Other requirements will be raised as we familiarize with the system based on an oncoming
Finance manual and other considered policies applicable in the Institution.
NOTE
The system should not allow any deleting or alteration of figures once a transaction is done
Journal entries should be used to correct any transaction.
REGISTRATION MODULE
Subject: System upgrades requirements.
1. Date of birth i.e DD/MM/YY- But currently the system has year only.
2. Register page to include the following;
a) Birth certificate number
b) Home county
c) KCPE index number which should be mandatory
d) KCSE index number which should be mandatory.
e) K.C.S.E grade.
f) Parents/ Guardian name.
39
g) Parent/ Guardian mobile number.
h) Email address should be mandatory.
3. Correct error when exporting register to excel to avoid omission of even number and vice
versa.
4. Auto generation of admission number. To limit students to access fees payment before
reporting in the finance department meaning they should report first so as to reflect in ERP
that the student has reported.
5. Student reporting statistics report to include names of those enrolled. Reported and not
reported.
6. Auto generation of class registry with their fees status.
7. Integrate Admission with Finance once student information is entered i.e commuters and
borders/ change of course, change of fees should be automated.
8. Additional students reporting statistics report per gender course that is all module ones,
module two and etc the system should combine the date in modules as follows.
Students enrollment per term per department per gender as follows;
No Course Name(As
it appears on the
syllabus, e.g.
Mechanical
Level (H
Dio,
Diploma,
Craft,
Artisan e.t.c.
Durations(3
years, 2 years,
6months ,e.t.c
Examining
Body
(KNEC,
KASNEB
e.t.c)
Enrolment Data
Male Female Total
1 Building
Technology
Craft 2 Years KNEC 12 6 18
9. System to generate a report for name , admission number, KCPE, KCSE , Index Number ,
ID Number and Admission year as follows KUCCPS returns as follows;
40
S/N
O
FU
LL
NA
ME
S
KC
PE
IN
DE
X N
UM
BE
R
KC
SE
IN
DE
X N
UM
BE
R
GE
ND
ER
NA
TIO
NA
L
ID
/CIT
IZE
NS
HIP
AD
MIS
ION
NO
LA
ST
TV
ET
CU
RR
EN
T P
RO
GR
AM
ME
LE
VE
L C
UR
RE
NT
PR
OG
RA
MM
E E
XA
MIN
G
BO
DY
PR
OG
RA
MM
E
DU
RA
TIO
N
AD
MIS
SIO
N Y
EA
R
CU
RR
EN
T
YE
AR
O
F
ST
UD
Y
SP
ON
SO
RS
HIP
1 Githiora
Carolyn
Warugu
ru
1123
61
1502
2/
2012
102
3
440
1
034
/2
016
Fe
ma
le
3712
9482
94
89
Diplo
ma in
Food
Tech
nolog
y
DIP
LO
MA
KNE
C
3 2017 3 SELF
HOSTEL BOOKING SYSTEM REQUIREMENTS.
Hostel Booking
Hostel booking should be inside the student’s portal.
Hostel booking should be grouped into Female and Male Hostel.
Modules
Bed Module: Admin should be able to create view, update and delete beds from this module.
Room Module: All operation related to Rooms are managed here e.g No. of rooms, the system
should have a drop selection textbook for NYS and Regular Trainers based on gender. Admin
should be able to add, edit, view and delete rooms as per the demand at a given time.
41
NB: If the room is full for trainees the system should be able to give a notification to the
trainees.
Payment Module: It has to be developed for managing payment once payment has been made. It
should reflect in student’s portal that they have paid for hostel and syc with ERP for finance
verification and cube assigned to the students.
Option of attaching the receipt should be available to attach the payment receipt and can be viewed
by Admin, Dean and Finance.
The system should be able to generate all reports related to:
i. Beds available and those already occupied,
ii. Rooms available and those already occupied,
iii. Payments made by the student
The system should be able to notify the user there are rooms left or occupied already.
Features Expected
1. User can search details of rooms and beds available and those already occupied in the
hostels.
2. Hostel; management system is an online application from which user can easily manage beds
details, room details, payment details.
3. Admin, Dean and Finance can track all the information of bed, room payment receipt
numbers.
4. Admin can add, edit/ update and delete the record where necessary.
NB: Admin, Dean and Finance should be able to print a list of students who have booked
the hostels and vacant spaces.
Kindly use the excel sheet attached to assign the rooms.
MALE HOSTEO ACCOMODATION STRUCTURE.
FLOOR WING ROOM CAPACITY REGULAR NYS
G R O U N D
F L O R 2 8 6 2
42
LEFT WING
3 8 5 3
4 8 5 3
5 8 5 3
6 8 5 3
7 8 5 3
8 8 5 3
9 8 5 3
10 8 5 3
11 8 5 3
12 8 5 3
13 8 6 2
RIGHT WING
14 8 65 3
15 8 5 3
16 8 5 3
17 8 5 3
18 8 5 3
19 8 5 3
20 8 5 3
21 8 5 3
22 8 5 3
23 8 5 3
24 8 5 3
25 8 5 3
26 8 6 2
1ST
FLR LEFT WING 27 8 6 2
28 8 5 2
29 8 5 3
30 8 5 3
31 8 5 3
32 8 5 3
33 8 5 3
43
34 8 5 3
35 8 5 3
36 8 5 3
37 8 5 3
38 8 5 3
39 8 6 2
44
1ST
FLR RIGHT WING 40 8 6 2
41 8 5 3
42 8 5 3
43 8 5 3
44 8 5 3
45 8 5 3
46 8 5 3
47 8 5 3
48 8 5 3
49 8 5 3
50 8 5 3
51 8 5 3
52 8 6 2
2ND
FLR
LEFT WING 53 8 6 2
54 8 5 3
55 8 5 3
56 8 5 3
57 8 5 3
58 8 5 3
59 8 5 3
60 8 5 3
61 8 5 3
62 8 5 3
63 8 5 3
64 8 5 3
65 8 6 2
LEFT WING 66 8 6 2
67 8 5 3
68 8 5 3
69 8 5 3
70 8 5 3
45
71 8 5 3
72 8 5 3
3 8 5 3
74 8 5 3
75 8 5 3
76 8 5 3
77 8 5 3
78 8 6 2
3RD
FLR LEFT 79 8 6 2
80 8 5 3
81 8 5 3
82 8 5 3
83 8 5 3
84 8 5 3
85 8 5 3
86 8 5 3
87 8 5 3
88 8 5 3
89 8 5 3
9 8 5 3
91 8 6 2
3RD
FLR RIGHT WING 92 8 6 2
93 8 5 3
94 8 5 3
95 8 5 3
96 8 5 3
97 8 5 3
98 8 5 3
99 8 5 3
100 8 5 3
101 8 5 3
46
102 8 5 3
103 8 6 2
LEFT WING 104 8 6 2
105 8 5 3
106 8 5 3
107 8 5 3
108 8 5 3
109 8 5 3
110 8 5 3
111 8 5 3
112 8 5 3
113 8 5 3
114 8 5 3
115 8 6 2
4TH
FLR RIGHT WING 116 8 6 2
117 8 5 3
118 8 5 3
119 8 5 3
120 8 5 3
121 8 5 3
122 8 5 3
123 8 5 3
124 8 5 3
125 8 5 3
126 8 5 3
127 8 5 3
128 8 6 2
TOTAL 656 360
NB: Please BLOCK 360 spaces that are already booked for the NYS Students.
47
FEMALE HOSTEL ACCOMMODATION STRUCTURE
FLOOR WING ROOM CAPACITY REGULAR NYS
GROUND
FLOR
2 4 3 1
3 4 3 1
4 4 2 2
6 4 3 1
7 4 2 2
8 4 3 1
9 4 2 2
1ST
FLR RIGHT WING 10 4 2 2
11 4 3 1
12 4 2 2
13 4 3 1
14 4 0 2
15 4 2 2
16 4 3 1
17 4 2 2
18 4 3 1
LEFT WING 19 4 2 2
20 4 3 1
21 4 2 2
22 4 3 1
23 2 0 2
24 4 3 1
25 4 2 2
26 4 3 1
27 4 2 2
2ND
FLR RIGHT WING 28 4 2 2
29 4 3 1
30 4 2 2
31 4 3 1
48
32 4 2 2
33 4 2 2
34 4 3 1
35 4 2 2
LEFT 36 4 3 1
37 4 2 2
38 4 3 1
39 4 3 1
40 4 2 2
41 4 3 1
42 4 3 1
43 4 2 2
44 4 3 1
FLOOR WING CUBE NO OCCUPANTS
3RD
FLR
RIGHT WING
44 4 2 2
45 4 3 1
46 4 3 1
47 4 2 2
48 4 3 1
49 4 2 2
50 4 3 1
51 4 2 2
52 4 2 1
3RD
FLR
LEFT WING 53 4 3 2
54 4 2 2
55 4 2 1
56 4 3 2
57 4 2 1
58 4 3 1
59 4 3 1
60 4 2 2
49
61 4 3 1
COMMON
ROOM
CR 4 6 3 3
CR 3 12 4 8
CR 2 12 4 8
CR 1 10 5 5
BLOCK B
B1 16 6 10
B2 10 4 6
B3 10 4 6
B4 8 2 6
TOTAL NO 176 140
NB: Please BLCK 140 spaces that are already booked for the NYS students.
SYSTEM USER REQUIREMENTS
PROCUREMMENT DEPARTMENT
1. Searching for an LPO via Description.
2. When LPO is cancelled the initial requisition should remain and a provision created to edit
the requisition prior to generating a new LPO.
3. Give the user department rights to add/ edit items in items lists.
4. Giving all users access to the items list
5. Training of users in all departments to use the system.
6. Quarterly reports capability.
7. Provision for users to request for items online and approvals done online.
8. To be able to separate all suppliers according to category i.e
a) WOMEN
b) YOUTH
c) PERSONS WITH DISABILITY
PORTAL USER REQUIREMENTS
Student’s portal has two panels Admin Panel ad student panel.
50
ADMIN MODULE
1. Dashboard
Should display the entire announcement posted date and time.
When clicked or viewed it should be able to s how the information and attachment uploaded with an
option of downloading the attachment.
2. User management
Role of user’s e.g student, Applicant, admin, Employee, Tutor- Admin should be in a position of
managing the users by searching the users, editing , view details and delete. Within the admin panel
The system should be able to facilitate searching using admission Number –Admin should be able to
manage user i.e create users, edit Reset password, view Details of the users and delete within the
admin panel.
NB. If the user has created an account by signing in Admin should have a button of confirming the
account to make it active for the user.
3. Announcement.
Site news- should display list of announcement, when clicked the admin should be able to view the
announcement and document uploaded.
Add site news ( announcement )-Title, News Body (Announcement), News Group,
Select: student, Admin, Employee, Tutor i.e only the user selected should get the announcement
from Admin.
Document to attach. Attaching document option to the users should be available.
Status* Selection either: Published, unpublished, i.e if published the announcement should reach
the intended user else unpublished the system should not Post the announcement to the user.
51
Manage site news-Option of managing site news should be available for viewing the title of the
news posted and news posted ,edit, view details or delete.
4. Messages
Compose message
Recipient: Option of selecting the recipients should be available : Recipients are the
users -Subject textbox for typing Message content should be available
Inbox-Admin should be able to view received messages and reply per student.
Sent - to carry sent messages with an option sent or not sent.
Trash -to move the messages to trash
5. Events
-Creating an event-should have event title, date scheduled, event duration, event type should be
selected e.g Exam , Holiday, Notice, Meeting
NB: Event should be sent per head or to all students that option should be available.
-Setting an event calendar-calendar for event setting should be available and up to date.
-Event time line-duration the event is going to take should be clearly indicated.
-Manage Event- edit, view, delete should be available.
-Event type- system should be able to display all the events e.g created and etc.
6. Portals Setting
-Admin should be able to set:
-Allow printing of exam card
-Allow Online Hostel booking and view available room left and set the deadlines.
-Allow online reporting-meaning that button for reporting should only be available once
Admin has enabled it.
52
-Set reporting deadlines-Students should get notification on reporting date.
7. -Admin should be able to view student who have reported and print the list of
Applicant
-Admin should be able to view and print the list of students who have applied for a course.
8. Fee Report
Admin should be able to view fee breakdown per vote head , how he/she was invoiced by selecting
terms e.g term l, term2 if requested by the student
Fee statement-Admin should be able to view fee breakdown how the student was invoiced
clearly indicating date, term and body of payment e.g from Equity and etc.
53
STUDENT PORTAL MODULE
1. Dashboard
-Student should be able to view announcement, recent message posted same window.
2. Announcement-
a) Site news-Student should be able to download the attachment the person who posted
it date and time.
b) Event Calendar-Student should be able to view event posted date and time.
c) Event timeline-should be displayed the time the event took place.
3. Registration
Student should be able to view their registration details, academic work, curriculum activities if
any, and etc.
4. Academic Details
-Exam result-Should be able to view their exam result by selecting,Terml,Term2 and etc
depending on module.
-Student to be able to print exam card.
-View the programmes available
5. Fee Report
-Fee structure-Student should be able to view fee breakdown, how he/she was invoiced by
selecting terms e.g term l, term2 and etc.
Fee statement-Student should be able to view fee breakdown how she was invoiced including the
payment option e.g from equity i.e balance, date and time should be accurate etc.
54
6. ACCOMODATION MODULE
-Book Room Online
-Student should be able to view available room and book online .Kindly find more details from
Dean of student documents on accommodation.
7. Reporting
Student should be able to report online by clicking a button-The admin should be able to view
and print the list of students who have reported and should be available in ERP to be viewed by
the registration officers.
8. Message
Student should be able to: compose a message, view the reply from Admin and View the sent Messages.
NEW STUDENT APPLICATION
Form for application, after the student has filled the form for application and uploaded the
necessary document as required by the institute waiting for approval.
View Status
-The new student should have an interface for viewing the status of the application weather
approved or not approved, if not a approve the registration officer should give the reason e.g
requirement not met, documents not clear back to the student to view and rectify or apply for
another course.
-If approve the registration officer should comment and the student should receive a notification in
their account within view status with the following:
1. Reference number- should be generated automatically from ERP for admission payment
stating the amount.
2. Medical Form to be filled by the applicant as per the institute.
3. Fee structure for the student as per the institute.
4. Admission Letter as per the institute requirement
5. Rules and regulations.
-The student should download and fill the documents e.g medical form , Still within view status
55
the student should find a button to complete their application on click a new interface should
appear for uploading back the document medical form and receipt for admission payment for final
review by the officers under registration which should last for 2-3 days.
Admission Number
The officer under registration should review the documents and assign the Admission Number to
the student.
The student should get a congratulation message in their account within view status with a form
bearing admission number generated automatically within the portal he/she should download
the admission letter for filing. Thereafter System Admin should create an account for the new
student within Admin panel.
Scalability
The system should be a highly scalable solution, it should be designed to accommodate
unlimited number of users.
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 institution’s staff for a smooth
transition. A training plan should be submitted and the trainings should include but not limited to
the following areas:
I. Starter training
56
II. Administration (database, system, and other infrastructure)
III. Performance enhancements, trouble shooting and fine tuning
IV. Application training – All users
V. Solution walk-through with technical staff and administrators of the system training
VI. Workflow approvers/ originators training
VII. Management teams
Data Migration
This will involve migration of data and synchronization from existing systems to the proposed
system.
i) The system should have an easy way of moving data from the current management
information system and manual records to the proposed system.
ii) The system provider should co-ordinate with existing system administrators to ensure
smooth data archival, backup and replication.
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;
a. The vendor should provide a status report every six months through email to
The Institution 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 Institution has option to enter into
Annual Maintenance Contract with the supplier for post warranty maintenance
of the systems.
57
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 Institution. The system should be an end-toend solution and should be ready to
install on the server that has the required operating system.
Licenses and Support services
The system supplier should offer the following;
i) An almost ready-to-use installation. The Institution will allow for very few
customizations.
ii) Personal support at The Institution 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
2.15.5.19 Post Stabilization
• Bidder shall provide product support after going live, as part of this project by deputing
technical and functional consultants at site for not less than one month after
implementation
• During the stabilization period the bidder would help The Institution 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 Institution.
2.15.5.20 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.
2.15.5.21 Hardware Specifications
Bidders should provide advice to The Institution in the scoping of hardware requirements to be
provisioned for the ERP.
2.15.5.22 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).
58
59
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/Ye
ar): 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; ________________________
(May be amended as necessary)
62
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
4. 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: ______________________
Membership in Professional Societies: _________________________________
Detailed Tasks Assigned: _______________________________________________________
Key Qualifications:
[Give an outline of staff member’s experience and training most pertinent to tasks on
assignment. Describe degree of responsibility held by staff member on relevant previous
assignments and give dates and locations].
Education:
[Summarize college/university and other specialized education of staff member, giving names of
schools, dates attended and degree[s] obtained.]
66
Employment Record:
[Starting with present position, list in reverse order every employment held. List all positions held
by staff member since graduation, giving dates, names of employing organizations, titles of
positions held, and locations of assignments.]
Certification:
I, the undersigned, certify that these data correctly describe me, my qualifications, and my
experience.
_________________________________________________________ Date: ___________
[Signature of staff member] _________________________________Date;
[Signature of authorised representative of the firm]
Full name of staff member: ___________________________________
Full name of authorized representative: _________________________________________
67
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
Days
of
Reports Due: _________
Activities Duration: _________
Signature: ________________________
(Authorized representative)
Full Name: ________________________
Title: ______________________________
Address: ___________________________
68
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
69
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
70
SECTION IV - FINANCIAL PROPOSAL STANDARD FORMS
Table of Contents Page
1. Financial proposal submission Form
2. Summary of costs
3. Standard Forms
71
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]
72
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
Proposal
of
Financial
_________________
73
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 PC KINYANJUI TECHNICAL TRAINING INSTITUTE.
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.
74
8.1 FORM OF TENDER
Date
Tender No.
To:
[name and address of PC KINYANJUI TECHNICAL
TRAINING INSTITUTE] 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 ……………….
……………….( PC KINYANJUI TECHNICAL TRAINING INSTITUTE).
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
[signature] [in the
capacity of] Duly authorized to sign tender for an on behalf of
75
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
76
………………………………………………………………
…………………….
Part 2 (b) Partnership
Given details of partners as follows:
Name Nationality Citizenship Details
Shares
1. ………………………………………………………………………
………………
2. ………………………………………………………………………
………………
3. ………………………………………………………………………
………………..
4. ………………………………………………………………………
………………..
77
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.
………………………………………………………………………………………
………………
5
………………………………………………………………………………………
……………….
Date ……………………….. Signature of Candidate ………………………………..
If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or
registration.
78
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 PC
KINYANJUI TECHNICAL TRAINING INSTITUTE} (hereinafter called “the PC KINYANJUI
TECHNICAL TRAINING INSTITUTE”) in the sum of …………………….. for which
payment well and truly to be made to the said PC KINYANJUI TECHNICAL TRAINING
INSTITUTE, 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 PC
KINYANJUI TECHNICAL TRAINING INSTITUTE 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 PC KINYANJUI TECHNICAL TRAINING INSTITUTE up to the
above amount upon receipt of its first written demand, without the PC KINYANJUI
TECHNICAL TRAINING INSTITUTE having to substantiate its demand, provided that in its
demand the PC KINYANJUI TECHNICAL TRAINING INSTITUTE 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]____________________________
8.4 CONTRACT FORM
THIS AGREEMENT made the day of 20 between
79
……………… [name of Procurement entity) of ……….. [country of Procurement entity]
(hereinafter called “the PC KINYANJUI TECHNICAL TRAINING INSTITUTE) of the one part
and
…………………….. [name of tenderer] of ………….. [city and country of tenderer]
(hereinafter called “the tenderer”) of the other part;
WHEREAS the PC KINYANJUI TECHNICAL TRAINING INSTITUTE 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 PCKTTI’s Notification of Award
3. In consideration of the payments to be made by the PC KINYANJUI TECHNICAL
TRAINING INSTITUTE to the tenderer as hereinafter mentioned, the tender hereby covenants
with the PC KINYANJUI TECHNICAL TRAINING INSTITUTE to provide the goods and to
remedy defects therein in conformity in all respects with the provisions of the Contract
4. The PC KINYANJUI TECHNICAL TRAINING INSTITUTE hereby covenants to pay
the tenderer in consideration of the provisions of the goods and the remedying of defects therein,
the Contract Price or such other sum as may become payable under the provisions of the
Contract at the times and in the manner prescribed by the contract.
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.
80
Signed, sealed, delivered by the (for PCKTTI)
Signed, sealed, delivered by the (for the tenderer in the
presence of
(Amend accordingly if provided by Insurance Company)
81
8.5 MANUFACTURER’S AUTHORIZATION FORM
To [The PC KINYANJUI TECHNICAL TRAINING INSTITUTE] ………………….
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.
82
8.6 LETTER OF NOTIFICATION OF AWARD
Address of PC KINYANJUI TECHNICAL
TRAINING INSTITUTE
_________________________________________
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
83
8.9 FORM RB 1
REPUBLIC OF KENYA
PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD
APPLICATION NO…………….OF……….….20……...
BETWEEN
…………………………………………….APPLICANT
AND
…………………………………RESPONDENT (PC KINYANJUI TECHNICAL TRAINING
INSTITUTE)
Request for review of the decision of the…………… (Name of the PC KINYANJUI TECHNICAL
TRAINING INSTITUTE) 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
SIGNE
D ……………….(Applicant)
Dated on…………….day of ……………/…20…
84
FOR OFFICIAL USE ONLY
Lodged with the Secretary Public Procurement Administrative Review
Board on ………… day of ………....20….………
SIGNED
Board Secretary
SECTION VI: ANTI-CORRUPTION DECLARATION COMMITMENT/ PLEDGE
I/We …………………………………………………………………………….
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………………………………………………………………………………………....