international foundation for electoral systems...

REQUEST FOR QUOTATION

INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS

(IFES)

Request for Proposal:

Election Technology: Asset Inventory and Testing

RF/16/002

October 6, 2015

RFP/16/002 Election Technology: Asset Inventory and Testing

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Table of Contents

1 STATEMENT OF WORK .........................................................................................................................3

1.1 PURPOSE ...........................................................................................................................................3 1.2 COVERAGE & PARTICIPATION ................................................................................................................3

2 GENERAL INFORMATION .....................................................................................................................3

2.1 THE ORGANIZATION ............................................................................................................................3 2.2 SCHEDULE OF EVENTS ..........................................................................................................................3

3 PROPOSAL PREPARATION INSTRUCTIONS ...........................................................................................3

3.1 VENDOR’S UNDERSTANDING OF THE RFP ................................................................................................3 3.2 GOOD FAITH STATEMENT .....................................................................................................................4 3.3 COMMUNICATION ...............................................................................................................................4 3.4 PROPOSAL SUBMISSION........................................................................................................................5 3.5 CRITERIA FOR SELECTION ......................................................................................................................5 3.6 SELECTION AND NOTIFICATION ..............................................................................................................5

4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS .........................................................................6

4.1 SPECIFICATIONS: ................................................................................... ERROR! BOOKMARK NOT DEFINED.

5 VENDOR QUALIFICATIONS & REFERENCES ...........................................................................................8

6 BUDGET & ESTIMATED PRICING ..........................................................................................................8

7 ADDITIONAL TERMS & CONDITIONS ....................................................................................................8

7.1 NON-DISCLOSURE AGREEMENT ....................................................................................................................8 7.2 COSTS .....................................................................................................................................................8 7.3 INTELLECTUAL PROPERTY ............................................................................................................................8 7.4 PARTIAL AWARDING ..................................................................................................................................9 7.5 NO LIABILITY ............................................................................................................................................9 7.6 ENTIRE RFP .............................................................................................................................................9

8 VENDOR CERTIFICATION .................................................................................................................... 10

SCHEDULE “A” NOTICE OF INTENTION .................................................................................................... 11


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1 Statement of Work

1.1 Purpose

The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal for conducting an audit and verification exercise of the biometric voter registration (BVR) kits, electronic voter identification devices (EVID) and Results Transmission Equipment to IFES Kenya on behalf of the Independent Electoral and Boundaries Commission (IEBC). This RFP provides vendors with the relevant specification requirements of this job.

1.2 Coverage & Participation

IFES reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation prior to the award without any liability or obligation of any kind or amount.

2 General Information

2.1 The Organization

The International Foundation for Electoral Systems (IFES) is an independent, non-governmental organization providing professional support to electoral democracy. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance and transparency.

2.2 Schedule of Events

The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization’s needs or unforeseen circumstances. Changes will be communicated by e-mail to all bidders who submitted Notice of Intention to bid.

Issuance of RFP October 6, 2015 Technical Questions/Inquiries Due October 12, 2015 17:00 Nairobi Time Answers/Addenda from IFES October 14, 2015 RFP Closes October 21, 2015 17:00 Nairobi Time

3 Proposal Preparation Instructions

3.1 Vendor’s Understanding of the RFP

In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding. IFES reserves the right to disqualify any vendor who demonstrates less than such understanding. Further,


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IFES reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to IFES.

3.2 Good Faith Statement

All information provided by IFES in this RFP is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from.

3.3 Communication

Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication.

3.3.1 Vendors’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between IFES and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed by email to:

Attention: Salima Wiggins and Jenny Xu Telephone: 1 (202) 350-6816 Fax: 1 (202) 350-6701 E-mail: [email protected] and [email protected]

3.3.2 Formal Communications shall include, but are not limited to:

Questions concerning this RFP must be submitted in writing.

Errors and omissions in this RFP and enhancements. Vendors shall recommend to IFES any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors may recommend to IFES any enhancements, which might be in IFES best interests.

Inquiries about technical interpretations must be submitted in writing. Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process.

Verbal and/or written presentations and pre-award negotiations under this RFP.

Addendum to this RFP.

3.3.3 Addenda: IFES will make a good-faith effort to provide a written response to the questions or request for clarification that requires addenda by October 14, 2015. All questions, answers, and addenda may be posted online at IFES’ website: http://www.ifes.org/procurement-notice.

http://www.ifes.org/procurement-notice.


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3.4 Proposal Submission

Quotations must be submitted in electronic copy via e-mail, on or prior to October 21, 2015, by 17:00 Nairobi Time to Salima Wiggins at [email protected] and Jenny Xu at [email protected].

All proposals must be on a company’s letterhead with company’s contact name and address. Email submission should have “RFP/16/002” and the service provider name in the subject line.

3.5 Criteria for Selection

The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply IFES with the product and/or service identified in Section 4 below.

Evaluation Criteria:

1. Price (40% weight)

2. Vendor’s Experience (40% weight)

3. Timeline (20% weight)

Evaluation Criteria Grading:

Outstanding 5 Points Slightly exceeds Expectations 4 Points Meets Expectations 3 Points Meets most but not All Expectations 2 Points Did Not Meet Expectations 1 Point

3.6 Selection and Notification

Vendors determined by IFES to possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via e-mail. Those vendors not selected for the negotiation phase will not be notified.

mailto:[email protected]



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4 Scope of Work, Specifications & Requirements

IFES wishes to engage the services of a professional firm, on behalf of the IEBC, to undertake a comprehensive audit and verification exercise of all electronic electoral equipment located at all its offices countrywide. The commission has various electronic electoral equipment located at the various offices countrywide. See Annex A for a list of the locations of the 17 offices; warehouses are located at or near each office. The electronic equipment includes the following:

4.1 Specifications

Biometric Voter Registration Equipment (BVR)

A complete BVR kit consists of the BVR container (Pelicase) which has inside it:

i) A Laptop (1) ii) A Fingerprint scanner 4x4x2 (1) iii) A Webcam (1) iv) Two Rechargeable Batteries (2) and v) A Battery charger (laptop) (1)

The full list of items supplied together with the BVR system is:

# ITEM Model / Type Quantity

1 BVR Kit Container (Pelicase) CASE 1600 Model 15,000

2 Laptop Dell E6350 15,000

3 Fingerprint Scanner (4x4x2) MORPHOTOP model, AGILE-TP model 16,800

4 Webcam Logitech 15,300

5 Battery (Rechargeable) 12V

16A

ENIX, ACEDIS 30,000

6 Battery Charger (laptop) GC120A12 model 15,000

7 Solar Panel DISA-SOLAR or equivalent 8,000

8 Power Generator TURBO 2500, INEO 2500 or G2200 4,000

9 Backdrop 18% grey level 16,800

10 Backpack 30 liters 15,300


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Electronic Voter Identification Equipment (EVID)

The Commission procured 30,000 Laptop-based [EL] and 4,600 Handheld-based [HH] EVIDs. Each laptop was delivered with three batteries and each handheld with two batteries.

Results Transmission Equipment (Approximately 30,000 phones and 300 computers)

The activities to be accomplished are:

1. Confirm the location of these equipment. 2. Create an inventory listing of these equipment and capture their details such as serial

numbers, description, location and barcode numbers where applicable. 3. Apply barcode labels with commission’s logo on those equipment whose labels are not visible

or not previously labelled. 4. Establish the working condition of these equipment and provide a listing of those equipment

in good working conditions, those not in good but repairable condition and those that are completely broken down status.

5. For equipment such as computer laptops, capture the equipment specifications such as memory and hard disk capacity.

6. Confirm the inclusion of the required accessories for the respective equipment such as charging cables, batteries, cases etc.

7. Prepare and present to the Commission a comprehensive report capturing the findings of the audit exercise conducted on all electronic electoral equipment.

4.2 The Process The following procedure shall be used by the technical staff in the verification of the working status of the Electoral equipment:

Powering and testing the full functionality of the device and its peripherals.

Isolating all faulty devices.

Creating inventory database that includes the status of faulty devices e.g. unusable, serviceable, missing, working and location.

Produce final report.

Delivery Address: IFES, Roshanmaer Plaza, Lenana Road, Nairobi

Anticipated Timeline:

October 30 Award Notification

November 5 Kick off meeting

January 4 Contractor provides the inventory database after counting and testing

January 7 Submit the final report


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January 11 Presentation of the report to the commission

5 Vendor Qualifications & References

The interested bidder should meet the following minimum criteria:

Should be a registered Company in Kenya with experience in asset and equipment record management

Firm grounding in asset management, data collection, analysis and report writing

Previous experience in development of asset management including tagging and marking of assets

Adequate technology literacy to support basic testing for functionality of all equipment

6 Budget & Estimated Pricing

All vendors must provide a cost breakdown for the implementation of their solution for IFES’s project as described in this RFP. The vendor must agree to keep these prices valid for minimum 60 calendar days as of October 21, 2015.

Pricing must be in Kenya Shillings. Unit price is required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation.

7 Additional Terms & Conditions

7.1 Non-Disclosure Agreement

IFES reserves the right to require any offeror to enter into a non-disclosure agreement.

7.2 Costs

The RFP does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by offeror or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the Response and supporting documentation.

7.3 Intellectual Property

The Respondent should not use any intellectual property of IFES including, but not limited to, all logos, registered trademarks, or trade names of IFES, at any time without the prior written approval of IFES, as appropriate.


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7.4 Partial Awarding

IFES reserves the right to accept all or part of the quotation when awarding the purchase order.

7.5 No Liability

IFES reserve the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability. IFES shall not be liable to any offeror, person, or entity for any losses, expenses, costs, claims, or damages of any kind:

Arising out of, by reason of, or attributable to, the Respondent responding to this RFP; or

As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process.

7.6 Entire RFP

This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.


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8 Vendor Certification

This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein.

The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.

This proposal is submitted in response to RFP/16/002 issued by IFES. The undersigned is a duly authorized officer, hereby certifies that:

(Vendor Name)

agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 60 calendar days as of October 19, 2015.

The undersigned further certify that their firm (check one):

IS IS NOT

currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify IFES of any change in this status, should one occur, until such time as an award has been made under this procurement action.

Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:

Name: Title:

Signature: Date:

Name: Title:

Signature: Date:

Signature of Authorized Officer:

Name: Title:

Signature: Date:

_____________________________________________________


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Schedule “A” Notice of Intention

RFP/16/002

NOTICE OF INTENTION

REQUEST FOR QUOTATION

From:

[VENDOR ORGANIZATION NAME]

[AUTHORIZED REPRESENTATIVE]

[TELEPHONE NO.]

[FAX NO.]

[E-MAIL]

Please state your intention with regard to the Request for Quotation RFP/16/002 by selecting one of the following:

[ ] Intends to respond to this IFES Request for Quotation

[ ] Does not intend to respond to this IFES Request for Quotation

TO:

International Foundation for Electoral Systems

Salima Wiggins at [email protected]



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Annex A – List of Office/Warehouse Locations

SN REGION TOWN Location

1 NAIROBI REGION Nairobi Nyayo house, 7th floor, Nairobi

2 KAKAMEGA REGION Kakamega Behind dc's office, Kakamega central district, Kakamega

3 BUNGOMA REGION Bungoma Prison road (former ECK offices),Bungoma.

4 GARISSA REGION Garissa Next to county commissioner's

residence Garissa

5 THIKA REGION Thika National cereals & produce board Thika.

6 NYERI REGION Nyeri Advocates plaza-ground floor behind the

Nyeri law courtsNyeri.

7 SOUTH RIFT REGION Bomet Bomet behind DC's office

8 NORTH RIFT REGION Eldoret Kenmosa Village, Kiptagat roadEldoret.

9 SOUTH COAST REGION

Mombasa Shamsa villa next to GSU staff squatters,

Mombasa

10 NYANZA CENTRAL REGION

Kisumu Former ECK offices, Kisumu

11 NYANZA SOUTH REGION

Kisii Kisii central.Near DC's office, opposite Barclays Bank

12 UPPER EASTERN REGION

Isiolo IEBC building opposite Isiolo post officeIsiolo.

13 LOWER EASTERN REGION

Machakos Mwatu wa Ngoma street, opp DC's office, Machakos

14 NORTH COAST REGION

Kilifi IEBC office Kilifinext to Kilifi county commissioners offices

15 WAJIR/MANDERA REGION

Wajir Wajir.

16 CENTRAL RIFT REGION

Nakuru Nakuru - next to DC's office

17 CENTRAL EASTERN REGION

Meru Meru - DC's office, Imenti north district.

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