FOR PROVISION OF ROAD SHOWS FOR THE INFORMAL SECTOR RECRUITMENT DRIVE IN NAROK, TRANSNZOIA, SIAYA, KITUI AND NORTH EASTERN COUNTIES

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1 NATIONAL HOSPITAL INSURANCE FUND P.O. BOX NAIROBI Tel: /56/46 Add: TENDER NO. NHIF/007/ FOR PROVISION OF ROAD SHOWS FOR THE INFORMAL SECTOR RECRUITMENT DRIVE IN NAROK, TRANSNZOIA, SIAYA, KITUI AND NORTH EASTERN COUNTIES (RESERVED FOR YOUTH, WOMEN & PEOPLE WITH DISABILITIES) SEPTEMBER,

2 TABLE OF CONTENTS SECTION I. - Letter of Invitation SECTION II. - Information to consultants Appendix to information to Consultants SECTION III - Technical Proposal SECTION IV. - Financial Proposal SECTION V - Terms of Reference SECTION VI. - Standard Forms of Contract ANNEXES: Annex I. Large Assignments: Lump-Sum Payments Annex II. Large or Small Assignments: Time-Based Payments Annex III. Small Assignments: Lump-Sum Payments 2

3 SECTION A: INVITATION TO TENDER 27 TH SEPTEMBER 2016 TENDER REF NO: NHIF/007/ TENDER NAME: PROVISION OF ROAD SHOWS FOR THE INFORMAL SECTOR RECRUITMENT DRIVE IN NAROK, TRANSZOIA, SIAYA, KITUI AND NORTH EASTERN (1) COUNTIES 1.1 The Fund invites sealed bids from the Special Group for Provision of Road Shows for the Informal Sector Recruitment Drive in Narok, Trans Nzoia, Siaya, Kitui and (1) North Eastern Counties 1.1 Completed tender documents are to be enclosed in plain sealed envelopes marked with tender reference number and be deposited in the Tender Box at NHIF Building 7 th Floor or be addresses to The Chief executive, NHIF P.O. Box NAIROBI so as to be received on or before Wednesday, 12 th October 2016, at a.m. 1.2 Prices quoted should be net inclusive of all taxes and delivery must be in Kenya Shillings and shall remain valid for (90) days from the closing date of the tender. 1.3 Tenders will be opened immediately thereafter in the presence of the Candidates or their representatives who choose to attend at NHIF Building Auditorium 2 nd floor on Wednesday, 12 th October 2016, at a.m. PAMELA MARENDI MANAGER PROCUREMENT & SUPPLIES FOR: CHIEF EXECUTIVE NHIF P.O.BOX NAIROBI Add: info@nhif.or.ke FAX No:

4 SECTIONB: INFORMATION TO THE SERVICE PROVIDERS 2.1 Introduction The Client named in the Data Sheet will select a firm among those invited to submit a proposal, in accordance with the method of selection detailed in the Data Sheet The Service Providers are invited to submit a Technical Proposal and a Financial Proposal, as specified in the Appendix ITC for Provision of Road Shows for the Informal Sector Recruitment Drive in Narok, Transzoia, Siaya, Kitui and North Eastern Counties. The proposal will be the basis for Contract negotiations and ultimately for a signed Contract with the selected firm The Service Providers must familiarize themselves with local conditions and take them into account in preparing their proposals. To obtain first hand information on the assignment and on the local conditions, Service Providers are encouraged to visit the before submitting a proposal. Service Providers should contact the officials named in the Data Sheets to arrange for any visit or to obtain additional information. Service Providers should ensure that these officials are advised of the visit in adequate time to allow them to make appropriate arrangements The Fund will provide the inputs specified in the Data Sheets, assist the firm in obtaining licenses and permits needed to carry out the services and make available relevant project data and reports 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 Client is not bound to accept any of the proposals submitted The Fund s employees, committee members, board members and their relative (spouse and children) are not eligible to participate The Fund shall allow the tenderer to review the tender document free of charge before purchase The Government policy requires that Service Providers provide professional, objective, and impartial advice and at all times hold the client s interests paramount, without any consideration for future work, and strictly avoid conflicts with other assignments or their own corporate interests. Service Providers shall not be hired for any assignment that would be in conflict with their prior or current obligations to other clients, or that may place them in a position of not being able to carry out the assignment in the best interest of the Client. 4

5 2.2 Clarification and Amendment of Tender Documents The Service Provider may request a clarification of any of the Tender documents only up to three [3] days before the proposal submission date. Any request for clarification must be sent in writing by paper mail, cable, telex, facsimile or electronic mail to the Client s address indicated in the Data Sheet. The Client will respond by cable, telex, facsimile 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 Service Providers who intend to submit proposals At any time before the submission of proposals, the Client may for any reason, whether at his own initiative or in response to a clarification requested by an invited firm, amend the Tender. Any amendment shall be issued in writing through addenda. Addenda shall be sent by mail, cable, telex or facsimile to all invited Service Providers and will be binding on them. The Client may at his discretion extend the deadline for the submission of proposals. 2.3 Preparation of Technical Proposal The Service Providers proposal shall be written in English language In preparing the Technical Proposal, Service Providers are expected to examine the documents constituting this Tender in detail. Material deficiencies in providing the information requested may result in rejection of a proposal The Technical Proposal shall provide the following information using the attached Standard Forms (Section 3); The Technical Proposal shall not include any financial information In preparing the Financial Proposal, Service Providers are expected to take into account the requirements and conditions outlined in the Tender documents. The Financial Proposal should follow Standard Forms (Section 4). It lists all costs associated with the assignment including; (a) remuneration for staff (in the field and at headquarters), and; (b) reimbursable expenses such as subsistence (per diem, housing), transportation (international and local, for mobilization and demobilization), services and equipment (vehicles, office equipment, furniture, and supplies), office rent, insurance, printing of documents, surveys, and training, if it is a major component of the assignment. If appropriate these costs should be broken down by activity The Financial Proposal should clearly estimate a separate amount, the local taxes, duties, fees, levies and other charges imposed under the law on the Service 5

6 Providers, the sub-service Providers and their personnel, unless the Data Sheet specifies otherwise The Service Providers shall express the price of their services in Kenya Shillings Commissions and gratuities, if any, paid or to be paid by Service Providers and related to the assignment will be listed in the Financial Proposal submission Form (Section 4A) The Data Sheet indicates how long the proposal must remain valid after the submission date. During this period, the Service Provider is expected to keep available, at his own cost, the professional staff proposed for the assignment. The Client will make his best effort to complete negotiations within this period. If the Client wishes to extend the validity period of the proposals, the Service Providers shall agree to the extension. 2.4 Submission, Receipt, and Opening of Proposals The original proposal (Technical Proposal and, if required, Financial Proposal; see para. 1.2) shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be initialed by the persons or person who sign(s) the proposals An authorized representative of the firm initials all pages of the proposal. The representative s authorization is confirmed by a written power of attorney accompanying the proposal For each proposal, the Service Providers shall prepare the number of copies indicated in the Data Sheet. Each Technical Proposal and Financial Proposal shall be marked ORIGINAL or COPY as appropriate. If there are any discrepancies between the original and the copies of the proposal, the original shall govern The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked TECHNICAL PROPOSAL, and the original and all copies of the Financial Proposal in a sealed envelope clearly marked FINANCIAL PROPOSAL and warning: DO NOT OPEN WITH THE TECHNICAL PROPOSAL. Both envelopes shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address and other information indicated in the Data Sheet and be clearly marked, DO NOT OPEN, EXCEPT IN PRESENCE OF THE EVALUATION COMMITTEE The completed Technical and Financial Proposals must be delivered at the submission address on or before the time and date stated in the Data Sheet. Any 6

7 proposal received after the closing time for submission of proposals shall be returned to the respective Service Provider unopened After the deadline for submission of proposals, the Technical Proposal shall be opened immediately by the Evaluation committee. The Financial Proposal shall remain sealed and deposited with a responsible officer of the client department until all submitted proposals are opened publicly. 2.5 Proposal Evaluation General From the time the bids are opened to the time the Contract is awarded, if any Service Provider wishes to contact the Client on any matter related to his proposal, he should do so in writing at the address indicated in the Data Sheet. Any effort by the firm to influence the Client in the proposal evaluation, proposal comparison or Contract award decisions may result in the rejection of the Service Provider s proposal Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded. 2.6 Evaluation of Technical Proposal The evaluation committee appointed by the Client shall evaluate the proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub criteria (typically not more than three per criteria ), and point system specified in the Data Sheet. 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 Data Sheet In the case of Quality-Based Selection, Selection Based on Service Providers Qualifications, and single-source selection, the highest ranked firm or firm selected on a single source basis is invited to negotiate its proposal and the contract on the basis of the Technical Proposal and the Financial Proposal submitted in accordance with the institutions given in para.1.2 and the Data Sheet. 2.7 Public Opening and Evaluation of Financial Proposal: Ranking (QCBS, Fixed Budget, and Least Cost Selection methods only) After the evaluation of Quality is completed, the client shall notify those Service Providers whose proposals did not meet the minimum qualifying mark or were considered non-responsive to the Tender and Terms of Reference, indicating that their Financial Proposals will be returned unopened after completing the selection process. The Client shall simultaneously notify the Service Providers who have secured the minimum qualifying mark, indicating the date and time set for opening the Financial Proposals. The opening date shall not be sooner than 7

8 seven (7) days after the notification date. The notification may be sent by registered letter, cable, telex, facsimile or electronic mail The Financial Proposals shall be opened publicly in the presence of the Service Providers representatives who choose to attend. The name of the Service Provider, the technical. Scores and the proposed prices shall be read aloud and recorded when the Financial Proposals are opened. The Client shall prepare minutes of the public opening The evaluation committee will determine whether the financial proposals are complete (i.e. whether the Service Provider has costed all the items of the corresponding Technical Proposal. If not, the client will cost them and add their cost to the initial price), correct any computational errors and convert prices in the various currencies to the single currency specified in the Data Sheet. The official selling rates used, provided by the source indicated in the Data Sheet. The evaluation shall exclude those taxes, duties, fees, levies, and other charges imposed under the applicable law; and to be applied to foreign and nonpermanent resident Service Providers (and to be paid under the contract, unless the Service Providers is exempted), and estimated as per para In case of QCBS, the lowest Financial proposal (fm) will be given a financial score (sf) of 100 points. The financial scores (sf)of the other Financial proposals will be computed as indicated in the Data Sheet. Proposals will be ranked according to their combined technical (st) and financial (sf) scores using the weights (T= the weight given to the Technical proposal; P= the weight given to the Financial proposal; T+P =1) indicated in the Data Sheet: S=St x T %+ sf x P%. The firm achieving the highest combined technical and financial score will be invited for negotiations In the case of Fixed-Budget Selection, the client will select the firm that submitted the highest ranked Technical proposal within the budget ( evaluated price ). Proposals that exceed the indicated budget will be rejected. In the case of the Least Cost Selection, the client will select the lowest proposal ( evaluated price) among those that passed the minimum technical score. In both cases the selected firm is invited for negotiations. 2.8 Negotiations Negotiations will be held at address indicated in the Data Sheet. The aim is to reach agreement on all points and sign a contract Negotiations will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by the firm to improve the Terms of Reference. The Client and firm will then work out final Terms of Reference, staffing and bar charts indicating activities, staff periods in 8

9 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 the Client to ensure satisfactory implementation of the assignment The financial negotiations will include a clarification (if any) of the firm s tax liability in the Client s country, and the manner in which it will be reflected in the contract; and will reflect the agreed technical modifications in the cost of the services. Unless there are exceptional reasons, the financial negotiations will resolve neither the remunerations rates for staff(no breakdown of fess) nor other proposed unit rates in the cases of QCBS, Fixed-Budget Selection, and the Least- Cost Selection methods. For other methods, the firm will provide Service Providers with the information on remunerations rate described in the Appendix to this information Having selected the firm on the basis of, among other things, an evaluation of proposed key professional staff, the Client expects to negotiate a contract on the basis of the experts named in the proposal. Before contract negotiations, the Client will require assurances that the experts will be actually available. The Client 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 The negotiations will conclude with a review of the draft form of the Contract. To complete negotiations the Client and the selected firm will initial the agreed Contract. If negotiations fail, the Client will invite the firm whose proposal received the second highest score to negotiate a contract The procuring entity shall appoint a team for the purpose of the negotiations. 2.9 Award of Contract The Contract will be awarded following negotiations. After negotiations are completed, the Client will promptly notify other Service Providers on the shortlist that they were unsuccessful and return the Financial Proposals of those Service Providers who did not pass the technical evaluation Confidentiality Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the Service Providers who submitted the 9

10 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 Corrupt or fraudulent practices The procuring entity requires that the Service Providers 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 The procuring entity will reject a proposal for award if it determines that the Service Provider recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question Further a Service Provider who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating in public procurement in Kenya. INFORMATION TO SERVICE PROVIDERS DATA SHEET Clause Reference 1.1 The name of the Client: NATIONAL HOSPITAL INSURANCE FUND. The method of selection is: Quality and Cost Based Selection (QCBS). 1.2 Technical and Financial proposals are requested: Yes The name of assignment is: Road Shows for the Informal Sector Recruitment Drive in Narok, Transzoia, Siaya Kitui and North Eastern Counties The detailed description of the assignment is contained in the Terms of Reference The assignment is phased: Yes A pre-proposal conference will be held: No Chief Executive Officer National Hospital Insurance Fund Ragati Road NHIF Building, Opp.National Library P.O.Box 30443, Nairobi, Kenya Tel Fax

11 1.3.3 The client will provide the following inputs; Any relevant information pertaining to the project that may assist the Service Provider Clarifications may be requested up to 3 days before the submission date. Chief Executive Officer National Hospital Insurance Fund Ragati Road NHIF Building, Opp. National Library P.O. Box 30443, Nairobi, Kenya Tel Fax info@nhif.or.ke Proposals should be submitted in the following languages: English a) Short-listed firm/entity may associate with other short-listed firm b) The minimum required relevant experience of proposed professional staff is: As per Terms of Reference c) Reports that are part of the assignment must be written in the following language: English d) Training is a specific component of this assignment: No e) Additional information in the technical proposal includes: None The Service Provider shall indicate all taxes, duties, fees, levies and other impositions. These shall be included in the Service Provider s financial proposal but shall be shown as separate amounts Service Providers to state local cost in the national currency: Yes Proposals must remain valid 90 days after the submission date Service Providers must submit an original and three (3) additional copies of each proposal 1.4 The proposal submission address is : Chief Executive Officer National Hospital Insurance Fund Ragati Road NHIF Building, Opp. National Library P.O. Box 30443, Nairobi, Kenya Tel Fax info@nhif.or.ke And should be marked on the outer envelope Information on the outer envelope should also include the statement: Road Shows for the Informal Sector Recruitment Drive in Narok, Transnzoia Siaya, Kitui and North Eastern (1) Counties Information printed on the technical 11

12 and financial proposal envelopes shall be as stated in clause 4.4 of the information to Service Providers Proposals must be submitted no later than the following date and time: Wednesday, 12 th October 2016 at 10:00am The address to send the information to the client is: Chief Executive Officer National Hospital Insurance Fund Ragati Road NHIF Building, Opp. National Library P.O. Box 30443, Nairobi, Kenya Tel Fax

13 SECTION D: SPECIAL CONDITIONS OF CONTRACT 4.1 Special conditions of contract shall supplement the general conditions of contract, wherever there is a conflict between the GCC and the SCC, the provisions of the SCC herein shall prevail over those in the GCC. 4.2 Special conditions of contract with reference to the general conditions of contract. General conditions of Special conditions of contract contract reference 3.8 Payment shall be made as stipulated in the contract. 3.9 Prices shall remain valid as stipulated in the contract Direct informal negotiation to be used incase of any conflict 3.17 Laws of Kenya shall be applicable throughout this tender period 13

14 SECTION F: TERMS OF REFERENCES FOR PROCUREMENT OF ROAD SHOWS FOR THE INFORMAL SECTOR RECRUITMENT DRIVE IN NAROK, TRANSNZOIA, SIAYA, KITUI AND NORTH EASTERN (1) COUNTIES PROJECT: NHIF INFORMAL SECTOR INSURANCE SCHEME AWARENESS AND USER EXPERIENCE BELOW THE LINE (BTL) CAMPAIGN Reason for the brief Develop a unique and comprehensive Below The Line (BTL) campaign for the National Hospital Insurance Fund (NHIF) informal sector insurance scheme. The campaign should raise awareness and user experience among people in the informal sector, set it apart from all the other health insurance schemes and make it stand out as the preferred insurance scheme. Key consumer insights Our target audience is worried about the burden of illness and serious injury would place on their limited household budget. They are motivated to sign up for NHIFs voluntary scheme to cover their family while some have experienced firsthand the benefits of NHIF. Above all else, our Target Audience (parents) care about giving their children a better life and many prioritize buying fancy backpacks, holding fancy birthday parties thinking that it portrays them as great parents. However the real test of parenthood is how one copes when things go wrong as that is when they are judged most by those around them. Background summary As part of its vision 2030 strategy, the Government of Kenya (GOK) is keen to provide Universal Health Coverage (UHC) that is accessible, affordable and sustainable through effective and efficient utilization of resources to all Kenyans. This will be achieved through a mix of interventions targeted at different segments of the population. The National Hospital Insurance Fund (NHIF) has been singled out as one of GOK s partners of choice in delivering UHC. One of the interventions aimed at fulfilling this mandate is the scale-up of NHIF s Voluntary Health Insurance scheme targeted at the informal sector. NHIF has undergone some significant improvements to overcome negative external perceptions, simultaneously improving its informal sector product, we now need to communicate these improvements to existing customers, new users and to those who often drop the service/insurance after several months. Customer retention is a key objective for NHIF moving forward. Challenges faced These are issues faced by NHIF from the market and or competitive initiatives There is very little demand for a health insurance product targeted at the informal sector Disposable income is usually spent on more tangible improvements for the family e.g. new clothes, parties, home improvements etc. Health insurance is a relatively new product for the informal sector. There also exists limited awareness of why one should take up health insurance, benefits of investing in tomorrow etc. The informal sector health insurance Scheme Functional benefit 14

15 For parents, NHIF is the only affordable health insurer that helps you shine when things go wrong, providing the best value care for your family. Reason to believe Largest health insurer in Kenya covering 4.5 million lives. More providers in more places with over 1,400 health facilities in every county in Kenya. No exclusions for pre-existing conditions and age everyone is welcome Serving Kenyans since 1966 (Heritage) Over 9 billion paid out per year as settlements. 93 NHIF service outlets in Kenya making access easier New systems for easier use, including M-PESA payments and online forms. Best value for money best benefits for lowest premiums. Backed by the government of Kenya The informal sector health insurance scheme benefits covers the following; In and out patient cover Medical consultations Drug administration and dispensing Referrals based on national referral guidelines and protocols Dental services tooth extraction Radiology services. Maternity/child delivery cover Kidney care package Drug and rehabilitation services Chronic illnesses care package Informal sector health insurance scheme market prices The health insurance cover is priced at a cost of ksh. 500 per month or ksh. 6,000 per year. The cost covers a family unit i.e. husband, wife and children below the age of 18. The target market. 15

16 CUSTOMER PROFILE Solomon is an year old, married male who lives in the city and works as a mechanic in a busy local garage. His wages are irregular but on average he earns Ksh. 15,000 per month. He has a family of 1-3 children whom he struggles to educate. He himself attained a secondary school education and would like to see his children go further than he did. He is worried about the burden that illness and serious injury would place on his limited budget. This motivated him to sign up for NHIF s voluntary scheme to cover him and his family. He has experienced the benefits of NHIF when his wife had to be admitted for delivery with their first child. NHIF took care of all the expenses at a time when they were hard pressed for money. Key objectives Conduct on ground customer education drives for the informal sector health insurance scheme Support NHIF on ground customer registration drives in selected sites Create hype and excitement for the informal sector health insurance scheme among its TA Enhance customer affinity to NHIF and its products through entertainment and one on one customer engagements. 30,000 people educated on product features and benefits 10,000 new principle members registered (incremental customer base of 40,000 lives covered) Mobilize to ensure NHIF shows attract crowds of over 500 in each main site Customers in selected sites feeling connected to and excited about NHIF Key activities The key objective for the on ground activations is customer education and registration. Therefore there is a need for activations that will target the key TA and ensure direct interaction with the product that will lead to registration for the health insurance scheme. The mechanics of activation must be unique and guarantee awareness and excitement around the informal sector health insurance scheme. The on ground activations will take place over a period of 2 months (October to November 2016) with a possibility of extension. The activations will be carried out in 5 regions as indicated below; 16

17 1. Kitui 2. Narok 3. Siaya 4. Transzoia 5. North Eastern (1) The idea is to have 10 day activations where by a region will be covered in two weeks. Each region to be done by a different provider who understands the diversity of the locals well. A route plan broken down per region will be developed. The route plan should indicate 4 key locations per region where the activations will take place. Each location will be activated over a period of 10 days with a culmination of a main event to ensure maximum attendance. Please note that a full day of activation should ensure maximum impact in terms of customer reach and registrations. The list of selected venues must be provided with a justification for the selection of the same. A clear indication of the KPI s based on the objectives outlined above must be provided i.e. Number of principle members educated on the informal sector medical insurance scheme per activation Total number of people reached with informal sector medical insurance scheme messages per activation Total number of people aware of the informal sector medical insurance scheme benefits per activation. Key Considerations Planning of BTL activities will be in liaison with the nearest NHIF branch in each region as they need to be present to carry out customer registration. County and local authorities must be notified on planned activities at least 7 days prior to commencement Prior mobilization for main event/roadshow is critical to ensure we have good attendance and registration at main events. The truck should be 40 Foot Rigs; suitable for both processions and staged road shows. It is fully equipped with the following; 17 KVA genset; sound PA system; cabin space; 4 retractable side doors; 1 back retractable door. Be in a position to engage local celebrates to be present during the road show. Have dancers, a Disc Jocker and Master of Ceremony accompanying the Road Shows. Be in a position to procure required licences (Nema and Councils) in areas where the Road show is conducted. 17

18 The number of points to be given under each of the evaluation criteria is: EVALAUTION CRITERIA The bids submitted shall be subjected to a three-stage evaluation process as shown below: Preliminary/Mandatory evaluation Technical evaluation Financial evaluation a) Preliminary/Mandatory Evaluation Proposals will be evaluated on the basis of their responsiveness to mandatory requirements as listed here-below:- NO. ITEM DESCRIPTION YES NO 1 Current NHIF Compliance Certificate 2 Proof of Registration with the National Treasury- Attach Certificate; 3 Certificate of Registration/Incorporation 4 Valid KRA Tax Compliance certificate 5 Dully filled and Signed Tender Securing Declaration form; 6 Provide a self declaration that they will not engage in any corrupt practice 7 Provide a self declaration that they are not debarred from participating in Public Procurement. 8 Submit the required number of copies of both the technical and financial proposal Failure to submit any of the documents/information listed above will lead to automatic disqualification. Technical 100% Technical evaluation for firms that qualify at the mandatory evaluation stage shall be done out of 100%. The pass mark will be 80 out of 100. The firms shall be evaluated on a scoring matrix as shown below:- 18

19 NO CRITERIA Sub-totals Max scores 1. Relevant Experience for the Assignment (Corporate) A General experience and understanding of the assignment by 20 the firm(s). Evidence of intention to procure Licenses from NEMA and County Council within your locality. Provide photos and designs of the intended assignment of the project. 35 b Proof and commitment of engaging local celebrities, 15 dancers, disk jokers and master of ceremonies during the road shows(letter of commitments will be preferable) 2 Methodology and Approach A Initiatives and comments on the TORs 5 25 B The firm(s) should demonstrate their ability to achieve tight deadlines and flexibility in meeting client s needs. 5 C Appropriateness of the proposed work plan and 15 methodology and allocation of proposed staff during the entire exercise 3. Human Resource Capacity A Team Leader: Should be a competent and qualified individual possessing knowledge and at least 5 years experience in dealing in general management in the 10 media/advertising industry and minimum academic/technical qualification of university degree plus relevant experience b Other key staff: Individuals that have requisite 15 qualifications with at least three years experience in the promotion industry. On the minimum the other staffs required are technical staff. The firm may propose experts with skills not included here above, but are relevant to assignment C Overall composition and structure of the team, including 15 allocation of tasks and its adequacy and relevance in meeting the TORs. GRAND TOTAL 100

20 The firm that scores above the pass mark of 70 out of 100 in the technical evaluation shall be invited for opening of financial Quotations immediately. You are therefore requested to prepare early for the same. b) Financial Evaluation The firm that will score highest at the pitching stage and provides the most cost effective financial proposal will be considered for award of tender. The financial evaluation will be done through comparing rates for the items listed. Bidders are advised to provide the rate cards for all the items listed The single currency for price conversions is :Kenya Shillings The source of official selling rates is: Central Bank of Kenya The date of exchange rates is: The date of Financial Proposal The formula for determining the financial scores is the following: Sf=100 x Fm/F, in which Sf is the financial score, Fm is the lowest price and F the price of the proposal under consideration The weights given to the technical and Financial proposal are: T=0.8 and F= The address for negotiation is : Chief Executive Officer National Hospital Insurance Fund Ragati Road NHIF Building, Opp.National Library P.O.Box 30443, Nairobi, Kenya Tel Fax info@nhif.or.ke The assignment is expected to commence in November 2014 at NHIF HQs, Ragati Road, Opp. Kenya National Library. 20

21 SECTION 3: TECHNICAL PROPOSAL STANDARD FORMS These forms shall include; 3A) Technical Proposal submission form. 3B) Firm s references. 3C) Comments and suggestions of Service Providers on the Terms of Reference and on data, services and facilities to be provided by the Client. 3D) Team Composition and task assignments 3E) Format of Curriculum (CV) for proposed Professional staff 3F) Time schedule for professional personnel 3G) Any (Work) Schedule 21

22 3A). 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 you receive. We remain, Yours sincerely, [Authorized Signature]: [Name and Title of Signatory] [Name of Firm] [Address:] 22

23 3B). FIRM S REFERENCES Relevant Services Carried Out in the Last Five Years That Best Illustrate Qualifications Using the format below, provide information on each assignment for which your firm either individually as a corporate entity or in association was legally contracted. Assignment Name: Location within Country: Name of Client: Country Professional Staff provided by Your Firm/Entity(profiles): No. of Staff: Address: No of Staff-Months; Duration of Assignment: Start Date (Month/Year): Completion Date Approx. Value of Services (Kshs) (Month/Year): Name of Associated Service Providers. If any: No. of Months of Professional Staff provided by Associated Service Providers: 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: 23

24 Firm s Name: Name and title of signatory; 3C). DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT 3D). TEAM COMPOSITION AND TASK ASSIGNMENTS 1. Technical/Managerial Staff Name Position Task 2. Support Staff Name Position Task 24

25 3F). FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF Proposed Position: Name of Firm: Name of Staff: Profession: Date of Birth: Years with Firm: Nationality: Membership in Professional Societies: Detailed Tasks Assigned: Key Qualifications: [Give an outline of staff member s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations]. Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degree[s] obtained.] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments.] Certification: 25

26 I, the undersigned, certify that these data correctly describe me, my qualifications, and my experience. Date: [Signature of staff member] Date; [Signature of authorized representative of the firm] Full name of staff member: Full name of authorized representative: 3G). TIME SCHEDULE FOR PROFESSIONAL PERSONNEL Name Positions Reports Due/ Activities Months (in the form of a bar chart Number of Months Reports Due: Activities Duration: Signature (Authorized Representative) Full Name: Title : Address: 26

27 3H. ACTIVITY (WORK) SCHEDULE (a). Road show Activities [1 st,2 nd,etc, are months from the start of assignment) 1 st 2 nd 3 rd 4 th 5 th 6 th 7 th 8 th 9 th 10 th 11 th 12 th Activity (Work) (b). Completion and Submission of Reports Reports 1. Inception Report 4. Interim Progress Report (a) First Status Report (b) Second Status Report 3. Draft Report 4. Final Report Date 27

28 SECTION 4:- FINANCIAL PROPOSAL STANDARD FORMS These forms shall include; 4A) Financial Proposal submission form. 4B) Summary of costs. 4C) Breakdown of price per activity. 4D) Breakdown of remuneration per activity. 4E) Reimbursable per activity. 4F) Miscellaneous expenses. 28

29 4A). FINANCIAL 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. Our attached Financial Proposal is for the sum of ( ) [Amount in words and figures] inclusive of the taxes. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, [Authorized Signature] : [Name and Title of Signatory]: [Name of Firm] [Address] 29

30 4B). Costs SUMMARY OF COSTS Currency(ies) Subtotal Taxes Total Amount of Financial Proposal 4C). BREAKDOWN OF PRICE PER ACTIVITY Activity NO.: Description: Price Component Amount(s) Remuneration Reimbursable Miscellaneous Expenses Subtotal 30

31 4D). BREAKDOWN OF REMUNERATION PER ACTIVITY Activity: -Name Names Position Input (Staff months, days, or hours as appropriate Regular Staff 1) 2) Service Providers Grand Total Remuneration Rate Amount 4E). REIMBURSABLES PER ACTIVITY Activity No: 31 Name: No. Description Unit Quantity Unit Price T otal Amount Air travel Road travel Rail travel Subsistence Allowance Grand Total Trip Kms Kms Day

32 4F). MISCELLANEOUS EXPENSES Activity No. Activity Name: No. Description Unit Quantity Unit Price Total Amount 1. Communication costs (telephone, telegram, telex) 2. Drafting, reproduction of reports Equipment: computers etc. Software Grand Total 32

33 GENERAL CONDITIONS OF CONTRACT 1.1 GENERAL PROVISIONS Definitions Unless the context otherwise requires, the following terms whenever used in this Contract shall have the following meanings: a) Applicable Law means the laws and any other instruments having the force of law in the Republic of Kenya as they may be issued and in force from time to time; b) Contract means the Contract signed by the Parties, to which these General Conditions of Contract (GC) are attached together with all the documents listed in Clause 1 of such signed Contract; c) Contract Price means the price to be paid for the performance of the Services in accordance with Clause 6 here below; d) Foreign Currency means any currency other than the Kenya Shilling; e) GC means these General Conditions of Contract; f) Government means the Government of the Republic of Kenya; g) Local Currency means the Kenya Shilling; h) Member, in case the Service Provider consists of a joint venture of more than one entity, means any of these entities; Members means all these entities, and Member in Charge means the entity specified in the SC to act on their behalf in exercising all the Service Provider s rights and obligations towards the Client under this Contract; i) Party means the Client or the Service Provider, as the case may be and Parties means both of them. j) Personnel means persons hired by the Service Provider or by any Sub Service Provider as employees and assigned to the performance of the Services or any part thereof; 33 k) SC means the Special Conditions of Contract by which the GC may be amended or supplemented;

34 l) Services means the work to be performed by the Service Provider pursuant to this Contract, as described in Appendix A; and m) Sub Service Provider means any entity to which the Service Provider subcontracts any part of the Services in accordance with the provisions of Clauses 3 and Law Governing the Contract This Contract, its meaning and interpretation and the relationship between the Parties shall be governed by the Laws of Kenya. Language This Contract has been executed in English language which shall be the binding and controlling language for all matters relating to the meaning or Interpretation of this Contract. 1.4 Notices Any notice, request, or consent made pursuant to this Contract shall be in writing and shall be deemed to have been made when delivered in person to an authorized representative of the Party to whom the communication is addressed or when sent by registered mail, telex, telegram or facsimile to such Party at the address specified in the SC. 1.5 Location The Services shall be performed at such locations as are specified in Appendix A and, where the location of a particular task is not so specified, at such locations, whether in the Republic of Kenya or elsewhere, as the Client may approve. Authorized Representatives Any action required or permitted to be taken and any document required or permitted to be executed under this Contract by the Client or the Service Provider may be taken or executed by the officials specified in the SC. 1.7 Taxes and Duties The Service Provider, Sub-Service Provider [s] and their personnel shall pay such taxes, duties, fees and other impositions as may be levied under the Laws of Kenya, the amount of which is deemed to have been included in the Contract Price. 34

35 2.0 COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF CONTRACT 2.1 Effectiveness of Contract This Contract shall come into effect on the date the and such other later date as may be stated in the SC. Contract is signed by both Parties 2.2 Commencement of Services The Service Provider shall begin carrying out the Services thirty (30) days after the date the Contract becomes effective or at such other date as may be specified in the SC. 2.3 Expiration of Contract Unless terminated earlier pursuant to Clause 2.6, this Contract shall terminate at the end of such time period, after the Effective Date, as is specified in the SC. 2.4 Modification Modification of the terms and Conditions of this Contract, including any modification of the scope of the Services or the Contract Price, may only be made by written agreement between the Parties. 2.5 Force Majeure Definition For the purposes of this Contract, Force Majeure means an event which is beyond the reasonable control of a Party and which makes a Party s performance of its obligations under the Contract impossible or so impractical as to be considered impossible under the circumstances No Breach of Contract The failure of a Party to fulfill any of its obligations under the Contract shall not be considered to be a breach of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an event Extension of Time 35

36 Any period within which a Party shall, pursuant to this Contract complete any action or task shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure Payments During the period of his inability to perform the Services as a result of an event of Force Majeure, the Service Provider shall be entitled to continue to be paid under the terms of this Contract, as well as to be reimbursed for additional costs reasonably and necessarily incurred by him during such period for the purposes of the Services and in reactivating the Service after the end of such period. 2.6 Termination By the Client The Client may terminate this Contract by not less than thirty (30) days written notice of termination to the Service Provider, to be given after the occurrence of any of the events specified in this Clause; a) if the Service Provider does not remedy a failure in the performance of his obligations under the Contract within thirty (30) days after being notified or within any further period as the Client may have subsequently approved in writing; b) if the Service Provider becomes insolvent or bankrupt; c) if, as a result of Force Majeure, the Service Provider is unable to perform a material portion of the Services for a period of not less than sixty (60) days; or d) if the Service Provider, in the judgement of the Client, has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this clause; corrupt practice means the offering, giving, receiving or soliciting of any thing of value to influence the action of a public official in the selection process or in Contract execution. (xi) fraudulent practice means a misrepresentation of facts in order to influence a selection process or the execution of Contract to the detriment of the Client, and includes collusive practice among Service Providers (prior to or after submission of proposals) designed to establish prices at 36

37 artificial non-competitive levels and to deprive the Client of the benefits of free and open competition. e) if the Client in his sole discretion decides to terminate this Contract By the Service Provider The Service Provider may terminate this Contract by not less than thirty (30) days written notice to the Client, such notice to be given after the occurrence of any of the following events; a) if the Client fails to pay any monies due to the Service Provider pursuant to this Contract and not subject to dispute pursuant to Clause 7 within sixty (60) days after receiving written notice from the Service Provider that such payment is overdue; or b) if, as a result of Force Majeure, the Service Provider is unable to perform a material portion of the Services for a period of not less than sixty (60) days Payment upon Termination Upon termination of this Contract pursuant to Clauses or 2.6.2, the Client shall make the following payments to the Service Provider: a) Remuneration pursuant to Clause 6 for Services satisfactorily performed prior to the effective date of termination; a. Except in the case of termination pursuant to paragraphs (a) and (b) of Clause 2.6.1, reimbursement of any reasonable costs incident to the prompt and orderly termination of the Contract, including the cost of the return travel of the Personnel and their eligible dependants 37

38 3.0 OBLIGATION OF THE SERVICE PROVIDER 3.1 General The Service Provider shall perform the Services and carry out his obligations with all due diligence, efficiency and economy in accordance with generally accepted professional techniques and practices and shall observe sound management practices, and employ appropriate advanced technology and safe methods. The Service Provider shall always act, in respect of any matter relating to this Contract or to the Services, as faithful adviser to the Client and shall at all times support and safeguard the Client s legitimate interests in any dealing with Sub Service Providers or third parties Conflict of Interest Service Provider not to Benefit from Commissions Discounts, Etc (i) The remuneration of the Service Provider pursuant to Clause 6 shall constitute the Service Provider s sole remuneration in connection with this Contract or the Services and the Service Provider shall not accept for his own benefit any trade commission, discount or similar payment in connection with activities pursuant to this Contract or to the Services or in the discharge of his obligations under the Contract and the Service Provider shall use his best efforts to ensure that his personnel, any subservice Provider[s] and agents of either of them similarly shall not receive any such additional remuneration. (ii) (iii) (iv) For a period of two years after the expiration of this Contract, the Service Provider shall not engage and shall cause his personnel as well as his subservice Provider[s] and his/their personnel not to engage in the activity of a purchaser (directly or indirectly) of the assets on which he advised the Client on this Contract nor shall he engage in the activity of an adviser (directly or indirectly) of potential purchasers of such assets. Where the Service Provider as part of the Services has the responsibility of advising the Client on the procurement of goods, works or services, the Service Provider will comply with any applicable Procurement guidelines and shall at all times exercise such responsibility in the best interest of the Client. Any discounts or commissions obtained by the Service Provider in the exercise of such procurement shall be for the account of the Client. 38