EXPORT PROCESSING ZONES AUTHORITY REQUEST FOR PROPOSAL (RFP) EPZA RFP NO: 21/

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1 EXPORT PROCESSING ZONES AUTHORITY REQUEST FOR PROPOSAL (RFP) EPZA RFP NO: 21/ SUPPLY, DELIVERY, INSTALLATION, IMPLEMENTATION AND COMMISSIONING OF AN ENTERPRISE PERFORMANCE MANAGEMENT SYSTEM (EPM). EXPORT PROCESSING ZONES AUTHORITY (EPZA) P.O. BOX NAIROBI KENYA. CLOSING DATE: Wednesday, 29 th April 2015

2 SECTION I - INVITATION TO TENDER EPZA REQUEST FOR PROPOSAL NO. 21/ TENDER NAME: SUPPLY, DELIVERY, INSTALLATION, IMPLEMENTATION AND COMMISSIONING OF AN ENTERPRISE PERFORMANCE MANAGEMENT SYSTEM (EPM). 1.1 The Export Processing Zone Authority (EPZA) invites proposals for: SUPPLY, DELIVERY, INSTALLATION, IMPLEMENTATION AND COMMISSIONING OF AN ENTERPRISE PERFORMANCE MANAGEMENT SYSTEM (EPM). More details of the requirements are provided in the specifications here in: 1.2 The request for proposals (RFP) includes the following documents: Section I - Letter of invitation Section II - Information to Bidders Appendix to Bidders information Section III - Terms of Reference Section IV - Technical proposals Section V - Financial proposal Section VI - Standard Contract Form 1.3 The bidders may obtain further information and inspect the tender documents with detailed Requirements at the office of the: The Procurement Manager Export Processing Zones Authority Administration Building Viwanda Road off Nairobi-Namanga Highway P.O. Box Nairobi - Kenya. Website: 1

3 1.4 A complete set of tender documents may be obtained by the bidders at a fee of Kshs. 1,000 for a hard copy. A free soft copy can be obtained from the EPZA website ( 1.5 Prices quoted must be inclusive of all taxes and should remain valid for at least One Hundred And Twenty (120) days after the deadline of submission of the tenders. 1.6 Request for Proposal to be deposited in the Tender Box located on the Ground Floor (EPZA Reception area), Administration building, Viwanda Road, off Nairobi-Namanga Highway, so as to be received on or before Wednesday 29 th April, 2015 at 11:00am Tenders will be opened immediately thereafter at EPZA Administration Building in the presence of candidates representatives, who may choose to attend. 1.7 Completed Tender documents should be submitted in plain sealed envelopes and clearly marked EPZA/RFP/21/ : SUPPLY, DELIVERY, INSTALLATION, IMPLEMENTATION AND COMMISSIONING OF AN ENTERPRISE PERFORMANCE MANAGEMENT SYSTEM (EPM) and addressed to: THE CHIEF EXECUTIVE OFFICER, EXPORT PROCESSING ZONES AUTHORITY VIWANDA ROAD OFF NAIROBI-NAMANGA HIGHWAY P.O. BOX NAIROBI - KENYA. [email protected] 1.8 Export Processing Zones Authority reserves the right to accept or reject any offer without giving reasons thereof and does not bind itself to accept the lowest or any tender. Any canvassing or giving of false information will lead to automatic disqualification For: The Chief Executive Officer Export Processing Zones Authority 2

4 SECTION II: - INFORMATION TO BIDDERS 2. Introduction The Export Processing Zones Authority will select a firm among those invited to submit a proposal, in accordance with the method of selection detailed in the appendix. The method of selection shall be as indicated by the procuring entity in the Appendix The bidders are invited to submit a Technical Proposal and a Financial Proposal. A Technical Proposal only may be submitted in assignments where the Client intends to apply standard conditions of engagement and scales of fees for professional services which are regulated as is the case with Building and Civil Engineering Consulting services. In such a case the highest ranked firm of the technical proposal shall be invited to negotiate a contract on the basis of scale fees. The proposal will be the basis for Contract negotiations and ultimately for a signed Contract with the selected firm The bidders 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, bidders are encouraged to liaise with the Client regarding any information that they may require before submitting a proposal and to attend a preproposal conference where applicable. Bidders should contact the officials named in the Appendix Information to Bidders to arrange for any visit or to obtain additional information on the pre-proposal conference. Bidders should ensure that these officials are advised of the visit in adequate time to allow them to make appropriate arrangements The Procuring entity will provide the inputs specified in the Appendix Information to Bidders, 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 procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate The price to be changed for the tender document shall not exceed Kshs.1,000/= The procuring entity shall allow the tenderer to review the tender document free of charge before purchase. 3

5 2.2 Clarification and Amendment of RFP Documents Bidders 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, cable, telex, facsimile or electronic mail to the Client s address indicated in the Appendix Information to Bidders. 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 bidders 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 RFP. Any amendment shall be issued in writing through addenda. Addenda shall be sent by mail, cable, telex, facsimile, and/or posted on the EPZA website and will be binding to all bidders. The Client may at his discretion extend the deadline for the submission of proposals. 2.3 Preparation of Technical Proposal The Bidders proposal shall be written in English language In preparing the Technical Proposal, bidders 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 While preparing the Technical Proposal, bidders must give particular attention to the following: (i) (ii) (iii) 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 bidder(s) and/or other firms or entities in a joint venture or sub- consultancy as appropriate. Bidders shall not associate with the other bidders invited for this assignment. Any firms associating in contravention of this requirement shall automatically be disqualified. For assignments on a staff-time basis, the estimated number of professional staff-time is given in the Appendix. The proposal shall however be based on the number of professional staff-time estimated by the firm. 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. 4

6 (iv) (v) Proposed professional staff must as a minimum, have the experience indicated in Appendix, preferably working under conditions similar to those prevailing in Kenya. Alternative professional staff shall not be proposed and only one Curriculum Vitae (CV) may be submitted for each position The Technical Proposal shall provide the following information using the attached Standard Forms; (i) (ii) 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. Any comments or suggestions on the Terms of Reference, a list of services and facilities to be provided by the Client. (iii) A description of the methodology and work plan for performing the assignment. (iv) (v) The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member and their timing. 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 three (3) years. (vi) Estimates of the total staff input (professional and support staff staff-time) needed to carry out the assignment supported by bar chart diagrams showing the time proposed for each professional staff team member. (vii) A detailed description of the proposed methodology, staffing and monitoring of training, if Appendix A specifies training as a major component of the assignment. (viii) Any additional information requested in Appendix A The Technical Proposal shall not include any financial information. 2.4 Preparation of Financial Proposal In preparing the Financial Proposal, bidders are expected to take into account the 5

7 requirements and conditions outlined in the RFP documents. The Financial Proposal should follow Standard Forms (Section D). 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 identify as a separate amount, the local taxes, duties, fees, levies and other charges imposed under the law on the bidders, the sub-bidders and their personnel, unless Appendix A specifies otherwise Bidders shall express the price of their services in Kenya Shillings Commissions and gratuities, if any, paid or to be paid by bidders and related to the assignment will be listed in the Financial Proposal submission Form The Proposal must remain valid for 120 days after the submission date. During this period, the bidder 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 bidders shall agree to the extension. 2.5 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 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 For each proposal, the bidders shall prepare the number of copies indicated in Appendix A. 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 Appendix Information to Bidders and be clearly marked, DO NOT OPEN, EXCEPT IN PRESENCE OF THE TENDER PROCESSING COMMITTEE. 6

8 2.5.4 The completed Technical and Financial Proposals must be delivered at the submission address on or before the time and date stated in the Appendix Information to Bidders. Any proposal received after the closing time for submission of proposals shall be returned to the respective bidder unopened After the deadline for submission of proposals, the Technical Proposal shall be opened immediately by the opening committee. The Financial Proposal shall remain sealed and deposited with a responsible officer of the client department up to the time for public opening of financial proposals. 2.6 Proposal Evaluation General From the time the bids are opened to the time the Contract is awarded, if any bidder wishes to contact the Client on any matter related to his proposal, he should do so in writing at the address indicated in the Appendix Information to Bidders. 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 bidder s proposal Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded. 2.7 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 as follows Evaluation Criteria Maximum Points i. Specific experience of the bidder related to the assignment 40 ii. Qualifications and competence of the key staff for the 15 assignment iii. Financial strength 15 iv. References 15 Total Points 100 7

9 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 Information to Bidders. 2.8 Public Opening and Evaluation of Financial Proposal After Technical Proposal evaluation, the Client shall notify those bidders 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. The Client shall simultaneously notify the bidders 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 bidders 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, cable, telex, facsimile or electronic mail The Financial Proposals shall be opened publicly in the presence of the bidders representatives who choose to attend. The name of the bidder, 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 bidder 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 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 incorporation and citizenship shall be required before the provisions of this sub-clause are applied. Details of such proof shall be attached by the Bidder in the financial proposal. 8

10 2.8.5 The formulae for determining the Financial Score (Sf) shall, unless an alternative formulae is indicated in the Appendix ITC, be as follows:- Sf = 100 X FM / F where Sf is the financial score; Fm is the lowest priced financial proposal and F is the price of the proposal under consideration. 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 = I) indicated in the Appendix. The combined technical and financial score, S, is calculated as follows:- S = St x T % + Sf x P %. The firm achieving the highest combined technical and financial score will be invited for negotiations The tender evaluation committee shall evaluate the tender within 30 days of from the date of opening the tender Contract price variations shall not be allowed for contracts not exceeding one year (12 months) Where contract price variation is allowed, the variation shall not exceed 25% of the original contract price Price variation requests shall be processed by the procuring entity within 30 days of receiving the request. 2.9 Negotiations Negotiations will be held at the same address as address to send information to the Client indicated in the Appendix Instructions to bidders. 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 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 Unless there are exceptional reasons, the financial negotiations will not involve the remuneration rates for staff (no breakdown of fees). 9

11 2.9.4 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 Award of Contract The Contract will be awarded following negotiations. After negotiations are completed, the Client will promptly notify other bidders on the shortlist that they were unsuccessful and return the Financial Proposals of those bidders who did not pass the technical evaluation The selected firm is expected to commence the assignment on the date and at the location specified in Appendix A 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 The procuring entity may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination The procuring entity shall give prompt notice of the termination to the tenderers and on request give its reasons for termination within 14 days of receiving the request from any tenderer 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 10

12 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 Confidentiality Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the bidders 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 Corrupt or fraudulent practices The procuring entity requires that the bidders observe the highest standards of ethics during the selection and award of the 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 bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question Further a bidder who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating in public procurement in Kenya. 11

13 2.13 APPENDIX TO INFORMATION TO BIDDERS The following information for procurement of bidder s services and selection of bidders shall complement or amend the provisions of the information to bidders, wherever there is a conflict between the provisions of the information to bidders and the provisions of the appendix, the provisions of the appendix herein shall prevail over those of the information to bidders. Clause Reference: 1. The name of the Client is: EXPORT PROCESSING ZONES AUTHORITY (EPZA) 2. The method of selection is: QUALITY AND COST BASED SELECTION 3. Technical and Financial Proposals are requested: YES 4. The name, objectives, and description of the assignment are: SUPPLY, DELIVERY, INSTALLATION, IMPLEMENTATION AND COMMISSIONING OF AN ENTERPRISE PERFORMANCE MANAGEMENT SYSTEM (EPM). 5. A pre-proposal conference will be held: NO The name(s), address (es) and telephone numbers of the Client s official(s) are PROCUREMENT MANAGER EXPORT PROCESSING ZONES AUTHORITY ADMINISTRATION BUILDING, VIWANDA ROAD OFF NAIROBI-NAMANGA HIGHWAY P.O. BOX NAIROBI - KENYA. (Safaricom): /3; (Airtel): / WEBSITE: 6. The Client will provide the following inputs: 12

14 ANY ADDITIONAL INFORMATION REQUIRED (i) The total project duration must not exceed 6 ( six ) months (ii) The minimum required experience of proposed professional staff is 4 years of implementation of EPM systems. 7. Training component is part of this assignment: YES 8. Taxes: THE BIDDER WILL BE RESPONSIBLE FOR ALL TAXES. 9. Bidders must submit an original proposal. 10. The proposal submission address is: EXPORT PROCESSING ZONES AUTHORITY, ADMINISTRATION BUILDING, VIWANDA ROAD, OFF NAIROBI-NAMANGA HIGHWAY, ATHI RIVER, KENYA P.O. BOX , NAIROBI, KENYA. Information on the outer envelope should also include: RFP NO: EPZA/RFP/21/ : SUPPLY, DELIVERY, INSTALLATION, IMPLEMENTATION AND COMMISSIONING OF AN ENTERPRISE PERFORMANCE MANAGEMENT SYSTEM (EPM). 11. Proposals must be submitted not later than the following date and time: Wedn esday, 29 th April 2015 at 11:00am The minimum technical score required to pass 75 point 12. The weights given to the Technical and Financial Proposals are: T=0. 80 P= The assignment is expected to commence in May, Additional Requirements Bidders are required to submit audited financial statements for the last three (3) consecutive years. 13

15 SECTION III: - TECHNICAL PROPOSAL Notes on the preparation of the Technical Proposals In preparing the technical proposals the bidder is expected to examine all terms and information included in the RFP. Failure to provide all requested information shall be at the bidders own risk and may result in rejection of the bidder s proposal 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 The Technical proposal shall not include any financial information unless it is allowed in the Appendix to information to the bidders or the Special Conditions of contract 14

16 SECTION IV: - FINANCIAL PROPOSAL Notes on preparation of Financial Proposal 4.1 The Financial proposal prepared by the bidder should list the costs associated with the assignment. These costs normally cover remuneration for staff, subsistence, transportation, services and equipment, printing of documents, surveys etc as may be applicable. The costs should be broken done to be clearly understood by the procuring entity. 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 15

17 SECTION V: - TERMS OF REFERENCE TERMS OF REFERENCE (TOR) FOR SUPPLY, DELIVERY, INSTALLATION, IMPLEMENTATION AND COMMISSIONING OF AN ENTERPRISE PERFORMANCE MANAGEMENT SYSTEM (EPM) Introduction Solution provider should implement the solution that include all of our key business functions covering management team (Directors), functional heads and employees. The solution should be accessible by approximately around 170 users. This TOR relates to the full implementation of the EPM. Expected deliverables are; Detailed review of the EPZA performance management framework Detailed documentation of how the system fits within EPZA performance Management Supply & Installation of the software at EPZA Develop, configure and test 30 members of senior management scorecards Training of senior management, other members of staff as well as provide administrator training to the long term operation of the solution Execute User Acceptance Test together with the users of the system Current ICT Systems All tenderers are asked to make arrangements with EPZA to verify and confirm details on the major ICT Systems currently in use GENERAL SPECIFICATIONS These specifications describe the basic requirements for the solution. Tenderers are requested to submit with their offers the detailed specifications, catalogues, e.t.c. for the products they intend to supply Tenderers must indicate on the specifications sheets whether the solution offered complies with each specific requirement. 16

18 2.1.3 All the dimensions and capacities of the solution to be supplied shall not be less than those required in these specifications. Deviations from the basic requirements, if any, shall be explained in detail in writing with the offer, with supporting data. The procuring entity reserves the right to reject the products, if such deviations shall be found critical to the use and operation of the products 5.3. SUMMARY OF TECHNICAL REQUIREMENTS OF ENTERPRISE PERFOMANCE SYSTEM 1. The proposed solution to be implemented on site at EPZA head office, and accessible by users within the EPZA intranet network. 2. The solution provider should supply, install & commission the enterprise performance management system. 3. The solution provider should recommend in details the required hardware, software and network IT infrastructure required for their enterprise solution to be commissioned. 4. No server & operating system costs are to be included in this proposal. Database licenses for the proposed solution should be included. 5. The solution should be easy to model EPZA current performance management framework. 6. The proposed solution should have capability to automate contents like vision, mission, strategy map, perspective names, strategic objectives, KPIs, status thresholds, and desired charts and graphs that will be provided by EPZA. 7. The solution provider should define & create the access level for individuals and groups, assign users to groups, create profiles, and attach the objective matrices to users. 8. The solution should have capability to create web forms for collecting manual data. 9. The proposed solution should support many of the steps, activities, and processes and can run concurrently. 10. The solution provider should also propose the responsibility matrix for project and work division that clearly state the work involvement during the implementation & commissioning. The Solution provider should also clearly define the role & responsibility for EPZA which support the project. 11. The solution provider should follow the standard project management process & approach via providing the right template, client reference, certification, skill set matrix & supporting documents. 17

19 12. The solution provider need to have local support team to support & provide annual maintenance for at least 1 year. 13. The solution will be based on the balance scorecard approach. 14. The vendor will be required to assist in the calibration and cascading of the scorecard for purposes of automation. 4.4 SCOPE OF WORK The successful bidder will be expected to carry out the following tasks: 1. The proposed solution should cover below mentioned functions a. Should have provision for report & dashboard b. Should support strategic initiatives c. Should allow workflow d. Should have capability for creating forms for data collection e. Should support connection with other system Should have risk management functionality 4.5 CRITICAL SUCCESS FACTORS For the Enterprise Performance Management System to be implemented successfully, the following are the critical success factors: The System shall be up to date and module/ process-based application with minimal extra- customization and coding; The system should be fully integrated and centralized to eliminate pockets of information across the organizations; Training and Capacity Building must be a core objective to enable independently run the system once implemented; During the implementation of the system, project management of all activities is crucial including system testing and quality assurance; Provision of Post-implementation Support is required for sustainability of the system over the long term. 4.6 ACCEPTANCE AND PERFORMANCE CRITERIA After the implementation of the Enterprise Performance Management System, the sign- 18

20 off by EPZA will be based on the following criteria: Successful implementation of all required modules; Fully operational system installed and that will be used by all business units across the company; The system vendor has provided all the critical data reports and forms required by the users; Availability of system, installation, technical, training, procedure documentation and user manuals in both hard and soft copies. Users are adequately trained and capable of independently operating as well as managing the system; 4.7 GENERAL AND FUNCTIONAL REQUIREMENTS The Requirements for the e Enterprise Performance Management System have been grouped into the following: (i) General Requirements - these are the basic specifications that the system must possess for it to be operational ; (ii) Functional Requirements - these are the specifications in line with key business functions that the system must meet for it to capture the existing processes within the organization; (iii) Technical Requirements - these are the specifications that the system must possess for it to meet the ICT Architecture standards at EPZA. (iv) Architecture information requirements - these are details of infrastructure/ architecture requirements that will be required to ensure performance at EPZA, while maintaining scalability, availability and compliance/ security at EPZA. Compliance Throughout this document, each requirement shall be uniquely predefined and solution provider need to accept the level as fully complied (<FC>), Partial complied (<PC>), Required Modification (RM) or not complied (<NC>). In case of any blank response treated as noncompliance and will be reason for disqualification. Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks 1.00 General System Functionality 19

21 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks A Commercial off-the shelf package that can meet the specified requirements mentioned in this document The solution is web-based and works in the intranet and internet environments Employees are able to use the solution without having to install software on each PC (as applets, java beans, etc.) The software is fully integrated and uses the same technological platform. The solution is based on recognized standards and open interfaces. The solution has the ability to present several dashboards and objective matrix for an organization or operation. Solution has the ability to create interactive strategy map with the capability to display the performance status or traffic lights for each Perspectives, strategic objectives and KPI/Measures. Ability to drill-down from the strategy map to the relevant strategic objectives and KPI/Measures to detail information. Free navigation between the different levels in the organization is possible. The solution is able to present underlying detail data for all key figures. The system Must have ability to support multiple matrices for each individual. The system should be able to show organizational performance based on the organizational hierarchy. Cascading - The system must have the ability to set cascading framework among various individuals to achieve organizational 20

22 Enterprise Performance Management Item code alignment. Requirement description FC PC RM NC Remarks Alert Notification - The system should support Alerting management and Exception based reporting. The system should publish alerts notification or performance portal e.g. if user wants to be notified if a certain measure turns RED/YELLOW. Scoring and Relative Weights - Ability to setup relative weights/importance and performing scoring for measure/kpi and strategic objectives. Auto generation of score for Strategic Objectives, and KPI/Measures Commentary - Ability to enter observations and commentary details for Strategic Objectives and KPI/Measures to support qualitative data The software should have ability to support unlimited perspectives, strategic objectives, and measures/kpi Attachments- Users should be able to attach files such as word documents or spreadsheets to any Strategic Objectives and Measure/ KPI External Links - Users should be able to create links to external documents, internal or external web sites. Initiative and Task Management - The system should provide detailed initiative management module to monitor the performance of various initiatives 21

23 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks 1.21 Customization - The software should be highly customizable with any modifications required to be implemented by the vendor 1.22 Software Maintenance and Upgrades - The vendors should indicate if the customization of the software affects the deployment of maintenance and upgrade patches 1.23 Documentation - The software should be fully documented including: users manual, installation guides, administration manuals and other documents Training - The Vendors should provide training for the users of the solution as well 1.24 as administrator training for troubleshooting and providing 1 st level of support for the system The solution contains weighting of key 1.25 figures in order to give weighted traffic light results at all higher levels (strategic objectives and perspectives). The solution has no limitations on the 1.26 number of perspectives, strategic objectives or KPIs that can be used. The solution is delivered with complete user 1.27 documentation that describes all the solution s functionality. The solution is able to handle other data 1.28 than that which belongs to the dashboards and the objective matrix User Interface 2.01 The solution is user-friendly and intuitive to use The solution has flexibility in selecting presentation method It is possible to present data in tables, 22

24 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks graphically, or in reports It is possible to choose the presentation form for each KPI It is possible to print out the chosen dashboard/ objective matrix view The solution has intuitive navigation logic It is simple for the solution to present figures for the current period and year to date Users are able to configure the interface to use their own terminology Set up and operation The administration tool (to set up and 3.01 manage the solution) is multi-user (simultaneously logged on) 3.02 Different access rights may be granted to different administrators. It is possible for employees in various 3.03 operations to set up and manage the solution. It is possible to create a dashboard/objective matrix template that 3.04 can easily be distributed or copied to each operation so that it is only necessary to create all the dashboard/objective matrix logic once. It is easy for the administrator to cut and 3.05 paste perspectives, strategic objectives, and KPIs. It is easy for the administrator to read, 3.06 update, and delete data from the solution. It is possible to limit access to this functionality It is easy to add, change and delete perspectives, strategic objectives and KPIs. 23

25 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks 3.08 It is easy to build a presentation of key figures The dashboard supports different time frequencies and periods. A dashboard/ objective matrix is able to contain key figures that are measured in time periods that deviate from the dashboard reporting frequency The solution has functionality to show trends The solution has tools for automatically configuring presentation in web format It is possible to include an underlying level in the organization in several higher levels. It is possible for Customer to handle 3.13 maintenance and upgrading to new versions of the software. It is possible to regulate traffic light 3.14 calculations by using formulas, e.g. 10% improvement over last year, when calculating traffic lights (red, green, yellow). A publishing function, which makes it 3.15 possible to set key figures active or inactive, is available when creating dashboards and objective matrices Data collection The solution has an option for automatic 4.01 data collection (ETL) from other data systems It is possible to collect data at predefined times. Errors and deviations during data collection 4.03 are logged and reported to the operations manager On error or deviation it is possible to reset 24

26 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks data. On automatic data collection it is possible 4.05 to set up processing rules for aggregation and transformation of data Processing rules are easily accessible and verifiable. The solution is able to retrieve data from 4.07 surveys carried out previously (from Excel format) 4.08 The solution has functionality for manual data collection It is possible to collect data from users via simple web-based forms. The person who sets up a form for manual 4.10 data collection is able to specify who (persons and groups) are to answer the form, and notification is given via . The person who sets up a form is able to 4.11 designate another as responsible for data collection (usually the one responsible for the corresponding key figures) It is possible to set up automatic reminders via on missing response. It is possible to set up forms with fixed 4.13 frequencies (e.g. quarterly or monthly) for data collection The solution includes functionality for verification of data from forms When submitted data are registered, KPI values are updated automatically The solution has functionality for carrying out web-based surveys Presentation of Results 25

27 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks It is possible to easily inform all employees of the organizational vision and main goals through the solution. Vision and main goals for all areas of operation are visible. It is simple to find descriptions of individual KPIs with respect to measuring, responsible person, data source, frequency and measuring levels for red, yellow and green. The solution has functionality for showing strategy maps with cause and effect relationships between strategic objectives. It is possible to show result attainment for strategic objectives in the strategy map using traffic lights (red, yellow and green). It is possible to navigate from the main strategy map to strategy maps for other operations or to underlying data for individual strategic objectives. The solution has functionality for presenting goal attainment for a KPI by presentation of data, goal attainment, tables and graphs. The solution has extensive functionality for graphical representation of results. The solution has functionality for presenting underlying data in drill-down reports. The solution has functionality for presenting key figures such as budget deviation, absence due to illness, and user satisfaction. The solution has extensive possibilities for setting up reports. It is possible to create reports that include text, figures, goal attainment, graphs comments and strategic initiatives. It is possible to define alarm reports so that KPIs that show a red signal in one or all 26

28 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks operations are reported at a higher level. It is possible to distribute reports to individuals or groups of employees, or 5.13 make them accessible from dashboards and strategic objectives matrices or KPIs. It is possible for the tool to make reports 5.14 from third party reporting tools accessible. Standard Reports - The system should provide a library of pre-built best practice 5.15 reports available for immediate deployment and use. Built-in Reports Writer - The system should provide easy and flexible built-in report 5.16 writer to customize standard reports and develop adhoc reports Automatic Consolidation - The software should possess the flexibility to present the 5.17 data as a sum, average of year-to-date amount 6.00 Following up results It is possible to link comments to individual KPIs. It is possible to show comments for 6.01 the current period and several previous periods at the same time. It is possible to create separate comment 6.02 categories for each KPI. The solution has functionality to show who 6.03 has registered a comment. The solution has functionality for following 6.04 up strategic initiatives. It is possible to assign responsibility for an 6.05 action plan/ strategic initiative or parts of one to specific persons It is possible to link comments and 27

29 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks documentation to an action plan/ strategic initiative (e.g. project plans and documents) Security and access control 7.01 Each user is authenticated individually before he/she is granted access to the solution. Authentication is done by the user entering user name and password User identity is the key for gaining access to organizations, dashboards and the objective matrix, KPIs, drill down, reports, strategic initiatives and comments It is possible to regulate what access each user needs to a data field (read, write, update or delete) The solution has role-based access control, so that defined roles specify which access a user has The solution has functionality for limiting access to data that requires approval before it is made public The solution has functionality for logging activity in the solution, including logging of user and time when data was changed or deleted The solution supports catalog services such as LDAP or AD authentication The solution supports single-sign-on via catalog services Audit Trail and System Reports The System shall provide audit trail and logging features to log all activities 8.01 conducted by all users within the System, and allow User Administrators to turn on /off audit trails for individual modules in the System. 28

30 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks 8.02 The System shall provide an option for User Administrators to extract/view the audit trails from the administrative module, with the ability for User Administrators to sort, search, print or audit reports 9.00 Performance Monitoring Track milestones for 9.01 projects/initiatives/programmes against targets in a graphical diagram. Support the design of multiple tolerance levels of KPIs and assign level of importance 9.02 for each KPI at each level, for e.g. corporate level may have some KPIs that are more important for tracking as compared to others. Enable KPIs to be tracked against multiple 9.03 targets for e.g. budget, target, historical data, benchmarks, etc. Help users track KPIs that have not been updated for e.g. if the KPI is a sum of 9.04 several other KPIs, the software should be able to flash out which sublevel KPI has not been updated yet and alerts to the updater. Offer alarms to reflect performance with reference to plans to enable easy identification of problems and 9.05 opportunities for e.g. trend indicators or warning signs/indicators/traffic lights using color coding or symbols should be clearly visible on the strategy maps. Input indicator assessments/comments to 9.06 supplement quantitative information of KPIs for e.g. description of KPIs, etc. 29

31 Enterprise Performance Management Item Requirement description FC PC RM NC Remarks code Automatically send alerts to update 9.07 individual users or groups of users when KPI values are not within pre-defined limits. Allow for pre-defined actions per KPI and where the KPI value is outside tolerance 9.08 levels, the System should automatically generate messages with actions/workflows, and indicate responsibility and time frame Analysis Offer flexible view by option that allows users to view different organizational levels or dimensions of the same BSC. Configure multiple data drill-down within strategy map, BSC perspectives, data-tables and within KPI trees. Display the performance of the KPIs using dashboard style or other dials. Allow user to click on a particular KPI, and see in one view, the performance of the indicator with respect to its description, the target and alarm values and a customizable plot of the indicator with respect to the previous periods. Customize periods for tracking data for e.g. 1 year = 4 quarters or 6 times of bimonthly to support both calendar year and financial year. Allow performance comparison over a timeseries Provide data simulation to simulate how critical variables can improve the performance of a measure i.e. what if scenarios Extraction of Information and Reporting 30

32 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks Support the generation of hard and soft copy reports and specify whether the reporting function is part of the System or whether there is a need to link to a thirdparty report generator and describe level of integration (which shall be included as part of the scope of the software and its integration if this is a separate tool) Plot graphs/charts in various forms for tracking trends and changes across periods (including bar, line, pie, meters, dials, etc.) and if the standard package does not provide these capabilities, it should be able to be augmented with other reporting packages and direct interfaces should be provided If needed, qualitative information for the KPIs can come in the form of external documents, like MS Word documents, to be attached to the relevant KPI and be easily accessible with just one click, like file attachments in the Allow configuration/customization by individual users or group of users Offer personalized views of the BSC which would: Display strategy maps, cause and effect maps, objectives and KPIs owned by the user by group level, division level, and individual level or by KPI, etc Support drill down to various KPIs Show the current performance of the KPIs using (green, red, yellow flags ), and the relative performance of the relevant KPI with respect to the previous period (for e.g. 31

33 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks previous month, year). Automatically upload information from database with a frequency that is customizable. Easily pull data from pre-determined data sources, including Excel spreadsheets, access data, etc Support the extraction of data for import to web pages, Microsoft Excel, Word, etc. Allow automatic creation of input tables to be populated with real and planned information and if needed, to allow actual and target data to be loaded into separate input tables so that data can be loaded at different levels of aggregation (i.e. actual data can be entered at the monthly level and targets at the quarterly or annual level) Configure the BSC Module Configure key system parameters and visual representation, including: Cause and effect maps Number of perspectives/views KPI trees set-ups Alarms and triggers Additional visualization tools(line graph, dials, etc.) for KPIs Data inputs Management reports Use graphical representation and visualization tools to personalize views for each end-user or groups of end-users ( end-users means senior management, 32

34 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks group heads, head of divisions, individuals, as the case may be), i.e. to set up individual and group portals for viewing of personal or group KPIs and action items database for viewing of individual actions during governance and provide a mechanism to populate these actions Calculation Engine The proposed solution shall allow formulas to be defined to: Allow calculation of results from other data in the system, (e.g. ratios, percentages, totals) All results to be calculated differently for each measures (e.g. cumulative year to date totals, moving annual averages, take last known value, etc) Allow aggregation for a group of measures using weighting factors to reflect each measure s importance The proposed solution shall allow formulas and measure groupings to be defined and calculated differently for each organizational unit Should allow for building the complete business logic for data interpretation within the system and should not depend on an external database or application to perform the business logic Operations and Governance Provide tools and reports, to help in improving the efficiencies to link the budgeting process with the KPIs and link performance goals to measures in the KPIs; 33

35 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks Recommend changes to corporate governance for the effective usage of the System e.g. redefine scope of operational meetings within the organization, their content and participation levels, etc. and work with organization s Corporate Planning team to finalize and configure management reports for governance purposes Deployment and Usage Deliver a web-based solution that is easy to use (i.e. intuitive) and does not require extensive training to be conducted for users Allow for easy deployment to a large number of users using web-based tools. Provide lock out and concurrent update mechanism to allow more than 1 user to work on the same piece of information and not restricts viewing Provide help menu in the package Allow user to easily configure and set up the preferred KPIs views, view messages and actions items resulting from KPIs performance alerts, etc Search and Query The System shall allow extensive crossreferencing of contents in the System The Search and Query module must be able to have the following search functionalities: To search all textual content that are stored in the System To be able to search by date, organization, site, topics, measures and KPI 34

36 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks Technical requirements Web-based - The software should be a web-based application and can run on Internet Explorer 7 and above. The application should have Zero Footprint deployment model for end users Scalability - The proposed software should be scalable and able to support many users (over 100) and future increasing user demands Database - The BSC data should reside in relational database SQL Server Multi-Lingual Support - The system should provide multi-lingual support, which means users can select the language of choice Risk Management Ability to carry out full-fledged risk assessments in the system Core functionality to set up risk matrices, link risk mitigation plans and set up accountability to various users Align risk assessments to strategic goals, objectives and key measures Ability to cascade risk measures across the organization independently and/or in conjunction with the performance management framework Report and visualise results from risk assessments Identify and assess risk exposure, assess and categorize the impact of risks as a factor of probability and potential consequences Set thresholds for acceptable risks and monitor change in status, with trending 35

37 Enterprise Performance Management Item code Requirement description FC PC RM NC Remarks Ability to create and distribute risk reports and share corrective action across the organization Set up automated workflows to trigger specific actions based on pre-set rules Ability to manage and track cost and benefits of treating risks Ability to identify, assess, monitor and manage opportunities Communicate and clearly visualize the status of multiple risk factors using risk charts (a.k.a risk heat maps) Ability to add a risk dimension to Projects, Initiatives, Measures, Strategic objectives, etc. to provide an all-round review of the status of goal achievement Integrate Risk Management with the Performance Management framework and the ability to reuse business logic interchangeably 4.8 GENERAL REQUIREMENTS The General Requirements provide the basic specifications that the system must possess for it to be operational. The requirements listed below will cater for the setup and operation of the Enterprise Performance Management System Solution provider should adhere to the following criteria: Solution provider must follow standards of international level in project management, delivery & processes. Proof of a quality certification is mandatory. The Bidder must have successfully undertaken Projects of similar nature. The Bidder must have training expertise with a local training facility in Kenya. The Bidder must have a local office in Kenya that has been in operation for more than five (5) years. 36

38 The provider must have at least local Three references where the proposed system has been deployed successfully The system consultants must be certified in the software and the balanced Score card. No sub-contracting or joint venture allowed All proposals must be furnished with the following documents: a) Copy of company registration & Tax certificate b) Manufacture authorization letter c) CVs of technical & functional members relevant to the project d) Case study of last project undertaken e) Local helpdesk & support structure CAPACITY BUILDING AND TRAINING It is envisaged that the successful bidder will be responsible for providing training to EPZA Staff. The objective of the Capacity Building and Training is to ensure that EPZA is capable of independently managing the system from the commencement of the implementation activities up to the time when the system is fully operational. The bidder must indicate how they intend to work with EPZA staff and bidders to ensure capacity building, knowledge transfer and independent sustainability of the system. In addition to the above, the bidder must describe their approach to training, design and delivery, indicating how the training methods will meet EPZA's expectations. Training must be coordinated with the implementation of the proposed system so that no significant delays occur between commissioning and user training. PROJECT METHODOLOGY AND APPROACH REQUIREMENTS The objective of the Project Management specifications is to prove the capacity of the bidder to effectively manage the implementation of the proposed system within the time and costs stipulated. 37

39 No. Project Management Specifications Priority 1 Describe in detail the approach intended to ensure success of an integrated EPM at EPZA. 2 Please indicate the Project Implementation Methodology that will be used for this system to provide the expected deliverables. The methodology should address the following: M M Project Management methods; Project Management tools; Project Reporting; Quality Management; Project progress measurement and timelines; and Project team organization and composition. 3 The bidder is responsible for the delivery of all aspects of the proposed system implementation. 4 The bidder MUST make available to EPZA the implementation plan including the detailed project schedule within 2 weeks of contract signature. 5 The bidder MUST provide an experienced and appropriately qualified team to undertake work on the system implementation from commencement to 6 completion. The bidder MUST provide details of at least three reference sites where the bidder has had successful system implementations within the last three years. The details can include but not limited to: Support provided for Implemented System; Contacts of Reference representative (full name, designation, telephone number, The amount received for the contract The contract period M M M 38

40 TESTING AND QUALITY ASSURANCE SPECIFICATIONS The objective of the Testing and Quality Assurance specifications is to ensure that the integrated EPM system is implemented in an effective and efficient way ensuring risks are managed and the implementation meets quality and performance requirements of EPZA No. Detailed Testing and Quality Assurance Requirements 1 The bidder will perform the necessary tests on the system before Priority M installation is deemed complete. Thereafter, an Installation Completion letter will be issued. 2 The bidder MUST perform a complete system test before handing over to M EPZA for acceptance testing. This should be accomplished by furnishing EPZA with a checklist of the test procedures. 3 The bidder MUST agree with EPZA on test parameters before test scripts' development required for the satisfactory completion of acceptance 4 testing. The acceptance of the system will be subject to final user acceptance tests before a final acceptance letter can be issued by EPZA. M M 39

41 4. SPECIAL CONDITIONS OF CONTRACT 4.1 Special Conditions of Contract (SCC) shall supplement the General Conditions of Contract, (GCC), wherever there is a conflict between the GCC and the SCC, the provisions of the SCC herein shall prevail over those in the GCC Conditions for award: - A tenderer shall be deemed to be the lowest evaluated if the tenderer has the highest combined scores after technical and financial evaluation. The Technical Score (TS) shall have a weighted score of 80% while the Financial Score (FS) shall have a weighted score of 20% Delay in Supply, Delivery, Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM) beyond the proposed delivery date or within the specified period in the contract, the procuring entity shall without prejudice to its other remedies under the contract, deduct from the contract prices liquidated damages sum equivalent to a minimum of 2% of the delivery price of the delayed goods/services up to a maximum deduction of 10% of the delayed goods. After this the supplier may consider termination of the contract Bidders shall be required to indicate their total bid price (inclusive of all duties and taxes) in the Form of Tender. The form of Request for Proposal shall ONLY be binding if it is duly filled, signed and stamped, otherwise it shall be rejected The final bid price contained in the Form of Request for Proposal shall be inclusive of all costs, duties and taxes associated with the Supply, Delivery, Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM), user training and project team costs and associated system and maintenance support for hardware and software The successful bidder shall provide details, CVs and Certificates of the proposed project personnel and technical support team and 24 hour contact persons responsible for the Export Processing Zones Authority project The successful bidder shall provide 24 hour technical support to the various users and propose a project team from EPZA for the entire project A detailed breakdown of all costs of the proposed hardware and software shall be provided. Payment shall be made after the performance of the contract which shall include Supply, Installation and Commissioning of hardware and software Payments shall be made after Supply, Delivery, Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM), by the Procuring entity as specified in the contract Prices charged by the supplier for the Supply, Delivery, Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM), and services performed under the Contract shall not, with the exception of any price adjustments authorized in Special Conditions of Contract, vary from the prices by the supplier in its bid Subcontracts: the supplier shall notify the Procuring entity in writing of all subcontracts awarded under this Contract if not already specified in the Tender. Such notification, in the original Request for Proposal or later, shall not relieve the supplier from any liability or obligation under the Contract. 40

42 Termination for Default The Procuring entity may, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the supplier, terminate this Contract in whole or in part: (a) if the supplier fails to provide services within the period(s) specified in the Contract, or within any extension thereof granted by the Procuring entity. (b) if the supplier fails to perform any other obligation(s) under the Contract (c) if the supplier, in the judgment of the Procuring entity has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. In the event the Procuring entity terminates the Contract in whole or in part, it may procure, upon such terms and in such manner as it deems appropriate, Goods similar to those undelivered, and the supplier shall be liable to the Procuring entity for any excess costs for such similar Goods Bidders shall be required to declare that they are not debarred from participating in public procurement by signing the form of statement of debarment in the Request for Proposal documents. 4.2 Tendering Notes The Tenderer is required to check the number of pages and should any is found to be missing or in duplicate or the figure or writing indistinct, they must inform The Authority at once and have the same rectified Should the Tenderer be in doubt about the prices, meaning of any item, word or figure for any reason whatsoever or observe any apparent omission of words or figures, they must inform The Authority in order that the correct meaning may be decided upon before the date for submission of the tender No liability whatsoever will be admitted nor is claim allowed in respect of errors in the tenderer s Request for Proposal due to mistakes which should have been rectified in the manner described above The Tenderer shall not alter or otherwise qualify the Text of this Request for Proposal Document. Any alteration or qualification made without authority will be ignored and the text of the Request for Proposal Document as printed will be adhered to. 41

43 SPECIAL CONDITIONS OF CONTRACT 4.3 EVALUATION CRITERIA STAGE ONE Preliminary evaluation of open tenders The evaluation committee shall first conduct a preliminary evaluation to determine whether (a) the Request for Proposal has been submitted in the required format; (b) any Request for Proposal security submitted is in the required form, amount and validity period; (c) the Request for Proposal has been signed by the person lawfully authorized to do so; (d) the required number of copies of the Request for Proposal have been submitted; (e) the Request for Proposal is valid for the period required; and (f) all required documents and information have been submitted Statutory / Mandatory requirements 1. Certificate of Company/Firm registration 2. Tax compliance certificate 3. Details of directorship/ownership with respective shareholding and details of citizenship 4. Audited accounts for the last three (3) years (within 2012 and 2015) 5. Original bid bond / Request for Proposal security of Kshs. four hundred thousand valid for 120 days from the date of closing the Request for Proposal from a reputable bank 6. Proven physical location and address of the firm 7. Duly filled Confidential Business Questionnaire Form 8. Letter of authority from the manufacturer on Manufacturers Authorization 9. Statement of verification that the Firm is not debarred in the Matter of Public Procurement and Disposal Act Power of attorney in case of joint venture Tenders which do not satisfy any of the above requirements (clause & 4.3.2) shall be rejected. Bidders MUST comply with all mandatory requirements to be considered for Technical evaluation. 42

44 STAGE TWO N/B: The technical (T) and financial (F) evaluation will be allocated weights as follows: (Technical Score 80%, Financial Score 20%) Technical Evaluation (Documentary evidence must be provided for each requirement non-compliance shall lead to disqualification or nil points) NB: Cut off shall be 75% to qualify for financial evaluation (price comparison) and to be weighted using the formula: S/100 X T = TS, where S is the Bidder s score, T is the technical weighted for technical evaluation (80%) and TS is the weighted technical score. A. PERSONNEL (Total 30 Marks) (Copies of educational and professional certificates should be attached as documentary evidence. Failure to attach documentary evidence shall attract nil points) Contract Manager to have at least BSc (Computer Science or equivalent) and 5-7 years experience in the proposed position and in works of similar nature. (5 Points) Academic Qualification (3 points) & Experience for the Period Indicated (2 Points) With the required qualification but less experience than the period indicated (Pro-rate) Less Qualifications than stated above (0 Points) Detailed curriculum vitae of the Contract Manager certified by both employee and bidding company to be attached (3 Points) Submission of detailed C.V fully counter signed by both employee and bidding company (3 Points) No attached C.V (0 Points) Supervisor to have at least BSc (Computer Science or equivalent) and 5-7 years experience in the proposed position and in works of similar nature. (5 Points) Academic Qualification (3 Points) & Experience for the Period Indicated (2 Points) With the required qualification but less experience than the period indicated (Pro-rate) Less Qualifications than stated above (0 Points) Detailed curriculum vitae of the supervisor certified by both employee and bidding company to be attached (3 Points) Submission of detailed C.V fully counter signed by both employee and bidding company (3 Points) No attached C.V (0 points) Two No. Technical Personnel to be Microsoft Certified Engineers with 4-5 years experience in the proposed position and in works of similar nature. (5 Points each) Academic Qualification (3 Points each) & Experience for the Period Indicated (2 Points each) With the required qualification but less experience than the period indicated (Pro-rate) Less Qualifications than stated above (0 Points) Detailed curriculum vitae of the two no. Technical personnel certified by both employee and bidding company to be attached (2 Points each) 43

45 Submission of detailed C.V fully counter signed by both employee and bidding company (2 Points each) No attached C.V (0 Points) B. RELEVANT EXPERIENCE (Total 40 Marks) Details of experience and past performance on at least five projects on Supply, Delivery. Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM), within the past five years each with value of not less than 5 million including current contracts, names of clients/firms, clear physical address and contact persons. (Attach award letters, Local Purchase / Service Orders and certificates of completion as evidence / proof of contract) (40 Points) a) Details of projects to include the following (8 Points on each project) i) Name of project (1 Point) ii) Address of project- (1 Point) iii) Contact persons- (1 Point) iv) Their values (5 million and above) (2 Points) v) Proof of such contracts (Attach award letters, LPO s, LSO or completion certificates) (3 Points) Less number of projects in (a) (Pro-rate) If no award letters/completion certificates are attached (0 Points for the entire project) NB: Clients will be contacted to verify the information given. C. BUSINESS SUPPORT (Total 15 Marks) a) Proof of indemnity against risks and workman's compensation cover / professional indemnity cover (4 Points) Professional Indemnity Cover of at least Kshs 3million. (2 Points) Workman s compensation cover (2 Points) b) Availability of liquid assets (2 Points) c) Access to lines of credit or other financial resources (Provided written evidence from a reputable bank or any other reputable financial institution) (3 Points) d) Proof of Financial stability (liquidity ratio; 1:1) (3 Points) e) Appointed bankers (3 Points) Name and contacts of appointed bankers. (1 Point) Letter of authority from the bidder authorizing Export Processing Zones Authority to seek reference from the appointed bankers (2 Points) D. REFERENCES (Total 15 Marks) Attach letters of recommendation from referees Five letters (15 Points) Less than five letters (Pro rate) Please note that LPO s or award letters shall not be treated as reference letters. Proper recommendation from satisfied clients for work performed or services provided shall be required. 44

46 iii) Evaluation Criteria for Technical Specifications Response to compliance to all Technical Specifications is MANDATORY. Bidders MUST respond to ALL the requirements on a clause by clause basis stating clearly how their solution meets the requirements. Responses to compliance to technical specifications in any other way other than clause by clause will be treated as NON-RESPONSIVE. Bidders who meet ALL the technical specifications SHALL be considered for the next stage of evaluation. iv) Due Diligence/Post Qualification For purposes of facilitating due diligence work to be carried out, the stage has been divided into two: 1. Site visits to the bidders reference sites shall be done to confirm the authenticity of the sites and the scope of work done. 2. Successful bidders will be invited to provide a detailed demonstration of their proposed solution to enable the evaluation team confirm the capabilities of the proposed solution in line with the requirements presented. STAGE THREE Financial evaluation: - Checking for arithmetical errors and price comparison. The lowest Request for Proposal figure from among the Bidders who qualify at the technical stage (80% and above) will be used as a base value for the calculation of the weighted score for each bidders using the weight F shown above as follows:- LTF X F = FS TF Where, TF is the Request for Proposal figure under consideration, LTF is the lowest Request for Proposal figure, F is the allocated weight for financial evaluation (20%) and FS is the weighted financial score. STAGE FOUR RECOMMENDATION(S) Bidders with the highest combined scores (CS) will be recommended for award i.e. T+F=1(CS) subject to the above stated conditions for award (clause 4.1.1). 45

47 SECTION VI - SCHEDULE OF REQUIREMENTS Number Description Quantity Delivery schedule (shipment) (To be delivered and installed as per contract agreement schedule) All as indicated in As stated in section 5.0 section

48 SECTION VII - PRICE SCHEDULE FOR GOODS Name of tenderer Tender Number Page of Item Description Country Quantity Unit price Total Price Unit price of origin EXW per of other item incidental (cols. 4x5) services payable Signature of tenderer Note: In case of discrepancy between unit price and total, the unit price shall prevail. 47

49 SECTION VIII - STANDARD 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 procuring entity. 6. Bank Guarantee for Advance Payment Form - When Advance payment is requested for by the successful bidder and agreed by the procuring entity, this form must be completed fully and duly signed by the authorized officials of the bank. 7. Manufacturers Authorization Form - When required by the tender 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. 48

50 8.1 FORM OF TENDER TECHNICAL PROPOSAL To: Date Request for Proposal No. [name and address of procuring entity] 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, Delivery, Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM) ( (insert equipment description) in conformity with the said tender documents for the sum of INSERT TENDER FIGURE ON FORM OF TENDER FINANCIAL PROPOSAL ONLY 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..( Procuring entity). 4. We agree to abide by this Tender for a period of 120 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 49

51 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 Part 2 (b) Partnership Given details of partners as follows: Name Nationality Citizenship Details Shares Part 2 (c ) Registered Company Private or Public 50

52 State the nominal and issued capital of company- Nominal Kshs.. Issued Kshs. Given details of all directors as follows Name Nationality Citizenship Details Shares Date. Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. 51

53 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 Procuring entity} (hereinafter called the Procuring entity ) in the sum of.. for which payment well and truly to be made to the said Procuring entity, the Bank 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 Procuring entity during the period of tender validity: (a) fails or refuses to execute the Contract Form, if required; or (b) fails or refuses to furnish the performance security in accordance with the Instructions to tenderers; We undertake to pay to the Procuring entity up to the above amount upon receipt of its first written demand, without the Procuring entity having to substantiate its demand, provided that in its demand the Procuring entity will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions. This tender guarantee will remain in force up to and including thirty (30) days after the period of tender validity, and any demand in respect thereof should reach the Bank not later than the above date. [Signature of the bank] 52

54 8.4 CONTRACT FORM THIS AGREEMENT made the day of 20 between [name of Procurement entity) of.. [country of Procurement entity] (hereinafter called the Procuring entity) of the one part and.. [name of tenderer] of.. [city and country of tenderer] (hereinafter called the tenderer ) of the other part; WHEREAS the Procuring entity 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 Procuring entity s Notification of Award 3. In consideration of the payments to be made by the Procuring entity to the tenderer as hereinafter mentioned, the tender hereby covenants with the Procuring entity to provide the goods and to remedy defects therein in conformity in all respects with the provisions of the Contract 4. The Procuring entity 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. Signed, sealed, delivered by the (for the Procuring entity Signed, sealed, delivered by the (for the tenderer in the presence of 53

55 8.5 PERFORMANCE SECURITY FORM To. [name of Procuring entity] WHEREAS [name of tenderer] (hereinafter called the tenderer ) has undertaken, in pursuance of Contract No. [reference number of the contract] dated 20 to supply [description of goods] (hereinafter called the Contract ). AND WHEREAS it has been stipulated by you in the said Contract that the tenderer shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Tenderer s performance obligations in accordance with the Contract. AND WHEREAS we have agreed to give the tenderer a guarantee: THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the tenderer, up to a total of. [amount of the guarantee in words and figure] and we undertake to pay you, upon your first written demand declaring the tenderer to be in default under the Contract and without cavil or argument, any sum or sums within the limits of.. [amount of guarantee] as aforesaid, without you needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the day of 20 Signed and seal of the Guarantors [name of bank or financial institution] [address] [date] 54

56 8.6 BANK GUARANTEE FOR ADVANCE PAYMENT FORM To [name of Procuring entity] [name of tender].. Gentlemen and/or Ladies: In accordance with the payment provision included in the Special Conditions of Contract, which amends the General Conditions of Contract to provide for advance payment,. [name and address of tenderer](hereinafter called the tenderer ) shall deposit with the Procuring entity a bank guarantee to guarantee its proper and faithful performance under the said Clause of the Contract in an amount of. [amount of guarantee in figures and words]. We, the. [bank or financial institutions], as instructed by the tenderer, agree unconditionally and irrevocably to guarantee as primary obligator and not as surety merely, the payment to the Procuring entity on its first demand without whatsoever right of objection on our part and without its first claim to the tenderer, in the amount not exceeding [amount of guarantee in figures and words] We further agree that no change or addition to or other modification of the terms of the Contract to be performed there-under or of any of the Contract documents which may be made between the Procuring entity and the tenderer, shall in any way release us from any liability under this guarantee, and we hereby waive notice of any such change, addition, or modification. This guarantee shall remain valid in full effect from the date of the advance payment received by the tenderer under the Contract until [date]. Yours truly, Signature and seal of the Guarantors [name of bank or financial institution] [address] [date] 55

57 8.7 MANUFACTURER S AUTHORIZATION FORM To [name of the Procuring entity]. 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. 56

58 8.8 LETTER OF NOTIFICATION OF AWARD To: Address of Procuring Entity 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 57

59 DECLARATION FORM STATEMENT OF VERIFICATION THAT NOT DEBARRED IN THE MATTER OF THE PUBLIC PROCUREMENT AND DISPOSAL ACT I,.of P. O. Box. being a resident of.. in the Republic of Kenya do hereby make a statement as follows:- 1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of..... (name of the Company) who is a Bidder in respect of Request for Proposal No... To supply goods, render services and/or carry out works for Export Processing Zones Authority and duly authorized and competent to make this statement. 2. THAT the aforesaid Bidder has not been debarred from participating in procurement proceeding under Part IX. 3. THAT the aforesaid Bidder will not engage in any corrupt practice and has not been requested to pay any inducement to any member of the Board, Management, Staff and/or employees and/or agents of Export Processing Zones Authority, which is the procuring entity. 4. THAT the aforesaid Bidder, its servants and/or agents have not offered any inducement to any member of the Board, Management, Staff and/or employees and/or agents of Export Processing Zones Authority. 5. THAT what is deponed to hereinabove is true to the best of my knowledge information and belief.... (Title) (Signature) (Date) 58

60 PROCLAMATION I / We the undersigned, state that, ALL the information we have provided in this document is correct and that I / We hereby give The Export Processing Zones Authority (EPZA) authority to seek any references it may deem vital while carrying out their evaluation. Name Designation..Signature Name Designation..Signature Name Designation..Signature.. Official rubber stamp 59

61 60

62 Appendix 5 - FINANCIAL PROPOSAL Notes on preparation of Financial Proposal The Financial Proposal prepared by the tenderer should list the costs associated with the assignment. These costs normally cover all costs as may be applicable. The costs should be broken done to be clearly understood by the procuring entity. This tender for Supply, Delivery. Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM), 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. The tenderer may use additional paper if necessary to indicate the details of their costing. The financial proposal should be prepared using the Standard forms provided in this part. FINANCIAL PROPOSAL STANDARD FORMS These forms shall include; a. Financial Proposal submission form. b. Summary of Costs. 61

63 FINANCIAL PROPOSAL SUBMISSION FORM To: (Name and Address of Client) Ladies/Gentlemen: (Date) We, the undersigned, offer to Supply, Delivery. Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM), for Export Processing Zones Authority in accordance with your Request for Proposal No... 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) 62

64 PROPOSAL FOR DELIVERY DATES Bidders shall be required to fill a delivery date schedule for Supply, Delivery. Installation, Implementation and commissioning of the Enterprise Performance Management System (EPM), beyond the proposed Supply, Delivery. Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM), dates shall attract liquidated damages as stated in the Special Conditions of Contract ITEM DESCRIPTION PROPOSED DELIVERY DATE The bidders shall be required to submit a duly signed letter indicating their acceptance of one year warranty for the software and free maintenance support of the software during the period of warranty. We the below named company commit ourselves to provide warranty for the required period as per the tender documents and to supply, deliver, install and commission the accounting and payroll software for Export Processing Zones Authority within the specified period above. Dated this day of 20 [signature] [in the capacity of] Duly authorized to sign tender for an on behalf of Official Rubber Stamp (This page should be stamped and signed by an authorized person) 63

65 FORM OF TENDER - FINANCIAL PROPOSAL Date To: Request for Proposal No. [name and address of procuring entity] Gentlemen and/or Ladies: 1. Having examined the Request for Proposal documents including Addenda Nos.. [insert numbers].the receipt of which is hereby duly acknowledged, we, the undersigned, offer to Supply, Delivery. Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM), for Export Processing Zones Authority in conformity with the said tender documents for the sum of (total tender amount in figures)... (total tender amount in words) inclusive of all duties and taxes 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 and systems 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 10% percent of the Contract Price for the due performance of the Contract, in the form prescribed by..( Procuring entity). 4. We agree to abide by this Tender for a period of 120 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 that you may receive. Dated this day of 20 [signature] Duly authorized to sign tender for an on behalf of Official Rubber Stamp 64 [in the capacity of]

66 DECLARATION FORM STATEMENT OF VERIFICATION THAT NOT DEBARRED IN THE MATTER OF THE PUBLIC PROCUREMENT AND DISPOSAL ACT I,.of P. O. Box. being a resident of.. in the Republic of Kenya do hereby make a statement as follows:- 1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of..... (name of the Company) who is a Bidder in respect of Request for Proposal No...for Supply, Delivery, Installation, Implementation and Commissioning of the Enterprise Performance Management System (EPM), for Export Processing Zones Authority and duly authorized and competent to make this statement. 2. THAT the aforesaid Bidder has not been debarred from participating in procurement proceeding under Part IX. 3. THAT the aforesaid Bidder will not engage in any corrupt practice and has not been requested to pay any inducement to any member of the Board, Management, Staff and/or employees and/or agents of Export Processing Zones Authority, which is the procuring entity. 4. THAT the aforesaid Bidder, its servants and/or agents have not offered any inducement to any member of the Board, Management, Staff and/or employees and/or agents of Export Processing Zones Authority. 5. THAT what is deponed to hereinabove is true to the best of my knowledge information and belief.... (Title) (Signature) (Date) 65

67 PROCLAMATION I / We the undersigned, state that, ALL the information we have provided in this document is correct and that I / We hereby give The Export Processing Zones Authority (EPZA) authority to seek any references it may deem vital while carrying out their evaluation. Name Designation..Signature Name Designation..Signature Name Designation..Signature.. Official rubber stamp 66