NATIONAL INDUSTRIAL TRAINING AUTHORITY

NATIONAL INDUSTRIAL TRAINING AUTHORITY TENDER FOR SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM TENDER NO: NITA/29/2014-2015 NATIONAL INDUSTRIAL TRAINING AUTHORITY P.O. BOX 74494-00200 NAIROBI, KENYA TEL: +254(020) 2695586/9 www.nita.go.ke APRIL, 2015 2 P a g e

TABLE OF CONTENTS 1. SECTION I: INVITATION TO TENDER... 4 2. SECTION II INSTRUCTIONS TO BIDDERS... 18 3. SECTION III - GENERAL CONDITIONS OF CONTRACT... 34 4. SECTION IV - SPECIAL CONDITIONS OF CONTRACT... 40 5. SECTION V: TERMS OF REFERENCE... 56 SECTION VI - SCHEDULE OF REQUIREMENTS... 64 3 P a g e

1. SECTION I: INVITATION TO TENDER Date: TENDER NUMBER: NITA/29/2014-2015 TENDER NAME: SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM 1. The National Industrial Training Authority (NITA) invites sealed tenders for the : SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM 2. Interested eligible bidders may obtain information from and inspect the tender documents at National Industrial Training Authority at the Supply Chain Management Office located on 1 st Floor, Main Office Block B, Commercial Street, Industrial Area, Nairobi during normal working hours (8.00am to 5.00pm, Monday to Friday). 3. A complete set of tender documents may be obtained by interested bidders upon payment of a non- refundable fee of Kshs 1,000/= in cash to account No. 1102588075, Kenya Commercial Bank (KCB) Industrial Area branch, or bankers cheque payable to the Director General. Prices quoted should be inclusive of all taxes and costs in respect of delivery, installation, testing, training and commissioning and shall remain valid for a period of 120 days from the closing date of the tender. 4. There will be a pre-bid conference to be held on 28/04/2015 at 11:00am in the Conference Room in the 2 nd floor of Block B. 5. Completed tender documents are to be enclosed in plain sealed envelopes, marked with the tender number and tender name and be deposited in the Tender Box in the 1 st Floor of National Industrial Training Authority, Administration Block, or be addressed to: The Director General, National Industrial Training Authority, P.O. Box 74494-00200 Nairobi Commercial Street, Industrial Area, directorgeneral@nita.go.ke so as to be received on or before 05/05/2015 at 10.00 a.m. 6. Tenders will be opened immediately thereafter in the presence of the bidders or bidders representatives who choose to attend the opening on 05/05/2015 at 10.00 a.m. at the Conference Room located on 2 nd floor of Block B. Director General 4 P a g e

2. SECTION II INSTRUCTIONS TO BIDDERS 2.1 Eligible Tenderers 2.1.1 This Invitation for Tenders is open to all tenderers eligible as described in the Invitation to Tender. Successful tenderers shall complete the supply of goods by the intended completion date specified in the Schedule of Requirements Section VI. 2.1.2 The procuring entity s employees, committee members, board members and their relatives (spouses and children) are not eligible to participate in the tender. 2.1.3 Tenderers shall provide the qualification information statement that the tenderer (including all members of a joint venture and subcontractors) is not associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Procuring entity to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods under this invitation for tenders. 2.1.4 Tenderers shall not be under a declaration of ineligibility for corrupt and fraudulent practices. 2.2 Eligible Goods 2.2.1 All goods to be supplied under the contract shall have their origin in eligible source countries. 2.2.2 For purposes of this clause, origin means the place where the goods are mined, grown, or produced. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, a commercially-recognized product results that is substantially different in basic characteristics or in purpose or utility from its components 2.2.3 The origin of goods is distinct from the nationality of the tenderer. 2.3 Cost of Tendering 2.3.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender, and the procuring entity, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tendering process. 2.3.2 The price to be charged for the tender document shall not exceed Kshs.5, 000/= 2.3.3 All firms found capable of performing the contract satisfactorily in accordance with the set prequalification criteria shall be considered for award 2.4. The Tender Document 2.4.1 The tender document comprises the documents listed below and addenda issued in accordance

with clause 2.6 of these instructions to Tenderers i. Invitation to Tender ii. iii. iv. Instructions to tenderers General Conditions of Contract Special Conditions of Contract v. Schedule of requirements vi. vii. viii. ix. Technical Specifications Tender Form and Price Schedules Tender Security Form Contract Form x. Performance Security Form xi. xii. xiii. Bank Guarantee for Advance Payment Form Manufacturer s Authorization Form Confidential Business Questionnaire 2.4.2 The Tenderer is expected to examine all instructions, forms, terms and specifications in the tender documents. Failure to furnish all information required i n accordance with the tender documents or submission of a tender not substantially responsive as per the tender documents in every respect will be rejected. 2.5 Clarification of Documents 2.5.1 A prospective tenderer requiring any clarification in respect of the tender documents may notify the Procuring entity in writing or by post at the entity s address indicated in the Invitation to Tender. The Procuring entity will respond in writing to any request for clarification of the tender documents, which it receives not later than seven (7) days prior to the deadline for the submission of tenders, prescribed by the procuring entity. Written copies of the response by the Procuring Entity (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective tenderers that will have received the tender documents. 2.5.2 The procuring entity shall reply to any clarifications sought by the tenderer within 3 days of receiving the request to enable the tenderer to make timely submission of its tender. 2.6 Amendment of Documents 2.6.1 At any time prior to the deadline for submission of tenders, the Procuring entity, for any reason, whether at its own initiative or in response to a clarification requested by a prospective tenderer, may modify the tender documents by amendment.

2.6.2 All prospective bidders that will have received the tender documents will be notified of the amendment in writing by post and will be binding on them. 2.6.3 In order to allow prospective tenderers reasonable time in which to take the amendment into account in preparing their tenders, the Procuring entity, at its discretion, may extend the period for the submission of tenders. 2.7 Language of Tender 2.7.1 The tender prepared by the tenderer, as well as all correspondence and documents relating to the tender exchange by the tenderer and the Procuring entity, shall be written in English language, provided that any printed literature furnished by the tenderer may be written in another language provided they are accompanied by an accurate English translation of the relevant passages in which case, for purposes of interpretation of the tender, the English translation shall govern. 2.8 Documents Comprising of Tender 2.8.1 The tender prepared by the tenderers shall comprise the following components a. A Tender Form and a Price Schedule completed in accordance with paragraph 2.9, 2.10 and 2.11 below b. Documentary evidence established in accordance with paragraph 2.1 that the tenderer is eligible to tender and is qualified to perform the contract if its tender is accepted; c. Documentary evidence established in accordance with paragraph 2.2 that the goods and ancillary services to be supplied by the tenderer are eligible goods and services and conform to the tender documents; and d. Tender security furnished in accordance with paragraph 2.14 2.9 Tender Forms 2.9.1 The tenderer shall complete the Tender Form and the appropriate Price Schedule furnished in the tender documents, indicating the goods to be supplied, a brief description of the goods, their country of origin, quantity, and prices. 2.10 Tender Prices 2.10.1 The tenderer shall indicate on the appropriate Price Schedule of the unit prices and total tender price of the goods it proposes to supply under the contract. 2.10.2 Prices indicated on the Price Schedule shall include all costs including taxes, insurances and delivery to the premises of the Procuring Entity. 2.10.3 Prices quoted by the tenderer shall be fixed during the Tenderer s performance of the contract and not subject to variation on any account. A tender submitted with provision for price variations will be treated as non-responsive and will be rejected, pursuant to paragraph 2.22 2.10.4 The validity period of the tender shall be 120 days from the date of opening of the tender. 2.11 Tender Currencies

2.11.1 Prices shall be quoted in Kenya Shillings unless otherwise specified in the Appendix to Instructions to Tenderers. 2.12 Tenderers Eligibility and Qualifications 2.12.1 Pursuant to paragraph 2.1. The tenderer shall furnish, as part of its tender, documents establishing the tenderer s eligibility to tender and its qualifications to perform the contract in case its tender is accepted. 2.12.2 The documentary evidence of the tenderer s eligibility to tender shall establish to the Procuring Entity s satisfaction that the tenderer, at the time of submission of its tender, is from an eligible country as defined under paragraph 2.1. 2.12.3 The documentary evidence of the tenderer s qualifications to perform the contract if its tender is accepted shall be established to the Procuring Entity s satisfaction; a) That, in the case of a tenderer offering to supply goods under the contract which the tenderer did not manufacture or otherwise produce, the tenderer has been duly authorized by the goods Manufacturer or producer to supply the goods. b) That the tenderer has the financial, technical, and production capability necessary to perform the contract; c) That, in the case of a tenderer not doing business within Kenya, the tenderer is or will be (if awarded the contract) represented by an Agent in Kenya equipped, and able to carry out the Tenderer s maintenance, repair, and spare parts-stocking obligations prescribed in the Conditions of Contract and/or Technical Specifications. 2.13 Goods Eligibility and Conformity to Tender Documents 2.13.1 Pursuant to paragraph 2.2 of this section, the tenderer shall furnish, as part of its tender documents establishing the eligibility and conformity to the tender documents of all goods which the tenderer proposes to supply under the contract 2.13.2 The documentary evidence of the eligibility of the goods shall consist of a statement in the Price Schedule of the country of origin of the goods and services offered which shall be confirmed by a certificate of origin issued at the time of shipment. 2.13.3 The documentary evidence of conformity of the goods to the tender documents may be in the form of literature, drawings, and data, and shall consist of: a. a detailed description of the essential technical and performance characteristic of the goods; b. a list giving full particulars, including available source and current prices of spare parts, special tools, etc., necessary for the proper and continuing functioning of the goods for a period of two (2) years, following commencement of the use of the goods by the Procuring Entity; and c. a clause-by-clause commentary on the Procuring Entity s Technical Specifications demonstrating substantial responsiveness of the goods and service to those

specifications, or a statement of deviations and exceptions to the provisions of the Technical Specifications. 2.13.4 For purposes of the documentary evidence to be furnished pursuant to paragraph 2.13.3(c) above, the tenderer shall note that standards for workmanship, material, and equipment, as well as references to brand names or catalogue numbers designated by the Procurement entity in its Technical Specifications, are intended to be descriptive only and not restrictive. The tenderer may substitute alternative standards, brand names, and/or catalogue numbers in its tender, provided that it demonstrates to the Procurement Entity s satisfaction that the substitutions ensure substantial equivalence to those designated in the Technical Specifications. 2.14 Tender Security 2.14.1 The tenderer shall furnish, as part of its tender, a tender security for the amount specified in the Appendix to Invitation to Tenderers. 2.14.2 The tender security shall be in the amount of 1 2 per cent of the tender price. 2.14.3 The tender security is required to protect the Procuring Entity against the risk of Tenderer s conduct which would warrant the security s forfeiture, pursuant to paragraph 2.14.7 2.14.4 The tender security shall be denominated in Kenya Shillings or in another freely convertible currency, and shall be in the form of a bank guarantee or a bank draft issued by a reputable bank located in Kenya or abroad, or a guarantee issued by a reputable insurance company in the form provided in the tender documents or another form acceptable to the Procuring Entity and valid for thirty (30) days beyond the validity of the tender. 2.14.5 Any tender not secured in accordance with paragraph 2.14.1 and 2.14.3 will be rejected by the Procuring Entity as non-responsive, pursuant to paragraph 2.22. 2.14.6 Unsuccessful Tenderer s tender security will be discharged or returned as promptly as possible as but not later than thirty (30) days after the expiration of the period of tender validity prescribed by the Procuring Entity. 2.14.7 The successful Tenderer s tender security will be discharged upon the tenderer signing the contract, Pursuant to paragraph 2.27 and furnishing the performance security, pursuant to paragraph 2.28 2.14.8 The tender security may be forfeited: (a) (b) If a tenderer withdraws its tender during the period of tender validity specified by the procuring entity on the Tender Form; or In the case of a successful tenderer, if the tenderer fails:

(i) To sign the contract in accordance with paragraph 2.27 or (ii) To furnish performance security in accordance with paragraph 2.28 2.15 Validity of Tenders 2.15.1 Tenders shall remain valid for 120 days or as specified in the Invitation to Tender after the date of tender opening prescribed by the Procuring Entity, pursuant to paragraph 2.18. A tender valid for a shorter period shall be rejected by the Procuring Entity as non-responsive. 2.15.2 In exceptional circumstances, the Procuring Entity may solicit the Tenderer s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. The tender security provided under paragraph 2.14 shall also be extended. A tenderer may refuse the request without forfeiting its tender security. A tenderer granting the request will not be required nor permitted to modify its tender. 2.16 Format and Signing of Tender 2.16.1 The tenderer shall prepare original and copies of the tender, clearly marking each ORIGINAL TENDER and COPY OF TENDER, as appropriate. In the event of any discrepancy between them, the original shall take precedent. 2.16.2 The original and all copies of the tender shall be typed or written in indelible ink and shall be signed by the tenderer or a person or persons duly authorized to bind the tenderer to the contract. The latter authorization shall be indicated by written power-of-attorney accompanying the tender. All pages of the tender, except for un-amended printed literature, shall be initialed by the person or persons signing the tender. 2.16.3 The tender shall have no interlineations, erasures, or overwriting except as necessary to correct errors made by the tenderer, in which case such corrections shall be initialed by the person or persons signing the tender. 2.17 Sealing and Marking of Tenders 2.17.1 The Tenderer shall seal the original and copy of the tender in separate envelopes, duly marking the Envelopes as ORIGINAL and COPY. The envelopes shall then be sealed in an outer envelope. 2.17.2 The inner and outer envelopes shall: (a) Be addressed to the Procuring Entity at the address given in the Invitation to Tender: (b) Bear, tender number and name in the Invitation for Tenders NOT OPEN BEFORE OPENING DATE 05/05/2015. and the words, DO

2.17.3 The inner envelopes shall also indicate the name and address of the tenderer to enable the tender to be returned unopened in case it is declared late. 2.17.4 If the outer envelope is not sealed and marked as required by paragraph 2.17.2, the Procuring Entity will take no responsibility for the tender s misplacement or premature opening. 2.18 Deadline for Submission of Tenders 2.18.1 Tenders must be received by the Procuring Entity at the addresses specified under paragraph 2.17.2 not later than 05/05/2015 2.18.2 The Procuring Entity may, at its discretion, extend this deadline for the submission of tenders by amending the tender documents in accordance with paragraph 2.6, in which case all rights and obligations of the Procuring Entity and bidders previously subject to the deadline will therefore be subject to the extension. 2.19 Modification and Withdrawal of Tenders 2.19.1 The tenderer may modify or withdraw its tender after the tender s submission, provided that written notice of the modification, including substitution or withdrawal of the tenders, is received by the Procuring Entity prior to the deadline prescribed for submission of tenders. 2.19.2 The Tenderer s modification or withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance with the provisions of paragraph 2.17. A withdrawal notice may also be sent by cable, telex but followed by a signed confirmation copy, postmarked not later than the deadline for submission of tenders. 2.19.3 No tender may be modified after the deadline for submission of tenders. 2.19.4 No tender may be withdrawn in the interval between the deadline for submission of tenders and the expiration of the period of tender validity specified by the tenderer on the Tender Form. Withdrawal of a tender during this interval may result in the Tenderer s forfeiture of its tender security, pursuant to paragraph 2.14.7 2.19.5 The procuring entity may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination. 2.19.6 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. 2.20 Opening of Tenders 2.20.1 The Procuring Entity will open all tenders in the presence of tenderers representatives who

choose to attend, on 05/05/2015 and in the location specified in the Invitation to Tender. The tenderers representatives who are present shall sign a register evidencing their attendance. 2.20.2 The tenderers names, tender modifications or withdrawals, tender prices, discounts and the presence or absence of requisite tender security and such other details as the Procuring Entity, at its discretion, may consider appropriate, will be announced at the opening. 2.20.3 The Procuring Entity will prepare minutes of the tender opening. 2.21 Clarification of Tenders 2.21.1 To assist in the examination, evaluation and comparison of tenders the Procuring Entity may, at its discretion, ask the tenderer for a clarification of its tender. The request for clarification and the response shall be in writing, and no change in the prices or substance of the tender shall be sought, offered, or permitted. 2.21.2 Any effort by the tenderer to influence the Procuring Entity in the Procuring entity s tender evaluation, tender comparison or contract award decisions may result in the rejection of the tenderers tender. 2.22 Preliminary Examination 2.22.1 The Procuring entity will examine the tenders to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the tenders are generally in order. 2.22.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantify, the unit price shall prevail, and the total price shall be corrected. If the candidate does not accept the correction of the errors, its tender will be rejected, and its tender security forfeited. If there is a discrepancy between words and figures the amount in words will prevail 2.22.3 The Procuring entity may waive any minor informality or non-conformity or irregularity in a tender which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any tenderer. 2.22.4 Prior to the detailed evaluation, pursuant to paragraph 2.23 the Procuring Entity will determine the substantial responsiveness of each tender to the tender documents. For purposes of these paragraphs, a substantially responsive tender is one, which conforms to all the terms and conditions of the tender documents without material deviations. The Procuring Entity s determination of a tender s responsiveness is to be based on the contents of the

tender itself without recourse to extrinsic evidence. 2.22.5 If a tender is not substantially responsive, it will be rejected by the Procuring Entity and may not subsequently be made responsive by the tenderer by correction of the nonconformity. 2.23 Conversion to Single Currency 2.23.1 Where other currencies are used, the Procuring Entity will convert these currencies to Kenya Shillings using the selling exchange rate on the rate of tender closing provided by the Central Bank of Kenya. 2.24 Evaluation and Comparison of Tenders 2.24.1 The Procuring entity will evaluate and compare the tenders which have been determined to be substantially responsive, pursuant to paragraph 2.22 2.24.2 The tender evaluation committee shall evaluate the tender within 30 days of the validity period from the date of opening the tender. 2.24.3 A tenderer who gives false information in the tender document about its qualification or who refuses to enter into a contract after notification of contract award shall be considered for debarment from participating in future public procurement and bids disqualified 2.25 Preference 2.25.1 Preference where allowed in the evaluation of tenders shall not exceed 15% 2.26 Contacting the Procuring Entity 2.26.1 Subject to paragraph 2.21 no tenderer shall contact the Procuring Entity on any matter relating to its tender, from the time of the tender opening to the time the contract is awarded. 2.26.2 Any effort by a tenderer to influence the Procuring Entity in its decisions on tender, evaluation, tender comparison, or contract award may result in the rejection of the Tenderer s tender. 2.27 Award of Contract (a) Post-qualification 2.27.1 In the absence of pre-qualification, the Procuring Entity will determine to its satisfaction whether the tenderer that is selected as having submitted the lowest evaluated responsive tender is qualified to perform the contract satisfactorily.

2.27.2 The determination will take into account the tenderer s financial, technical, and production capabilities. It will be based upon an examination of the documentary evidence of the tenderer s qualifications submitted pursuant to paragraph 2.12.3 as well as such other information as the Procuring Entity deems necessary and appropriate. 2.27.3 An affirmative determination will be a prerequisite for award of the contract to the tenderer. A negative determination will result in rejection of the Tenderer s tender, in which event the Procuring Entity will proceed to the next lowest evaluated tender to make a similar determination of that Tenderer s capabilities to perform satisfactorily. (b) Award Criteria 2.27.4 The Procuring Entity will award the contract to the successful tenderer whose tender has been determined to be substantially responsive and has been determined to be the lowest evaluated tender, provided further that the tenderer is determined to be qualified to perform the contract satisfactorily. (c) Procuring Entity s Right to Vary quantities 2.27.5 The Procuring Entity reserves the right at the time of contract award to increase or decrease the quantity of goods originally specified in the Schedule of requirements without any change in unit price or other terms and conditions. (d) Procuring entity s Right to accept or Reject any or All Tenders 2.27.6 The Procuring Entity reserves the right to accept or reject any tender, and to annul the tendering process and reject all tenders at any time prior to contract award, without thereby incurring any liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the grounds for the Procuring Entity s action 2.28 Notification of Award 2.28.1 Prior to the expiration of the period of tender validity, the Procuring Entity will notify the successful tenderer in writing that its tender has been accepted. 2.28.2 The notification of award will constitute the formation of the Contract but will have to wait until the contract is finally signed by both parties. 2.28.3 Upon the successful Tenderer s furnishing of the performance security pursuant to paragraph 2.28, the Procuring Entity will promptly notify each unsuccessful Tenderer and will discharge its tender security, pursuant to paragraph 2.14 2.29 Signing of Contract 2.29.1 At the same time as the Procuring Entity notifies the successful tenderer that its tender has

been accepted, the Procuring Entity will send the tenderer the Contract Form provided in the tender documents, incorporating all agreements between the parties. 2.29.2 The parties to the contract shall have it signed within 30 days from the date of notification of contract award unless there is a request for administrative review. 2.29.3 Within thirty (30) days of receipt of the Contract Form, the successful tenderer shall sign and date the contract and return it to the Procuring Entity. 2.30 Performance Security 2.30.1 Within Thirty (30) days of the receipt of notification of award from the Procuring Entity, the successful tenderer shall furnish the performance security in accordance with the Conditions of Contract, in the Performance Security Form provided in the tender documents, or in another form acceptable to the Procuring Entity. 2.30.2 Failure of the successful tenderer to comply with the requirements of paragraph 2.27 or paragraph 2.28 shall constitute sufficient grounds for the annulment of the award and forfeiture of the tender security, in which event the Procuring Entity may make the award to the next lowest evaluated bidder or call for new tenders. 2.31 Corrupt or Fraudulent Practices 2.31.1 The Procuring Entity requires that tenderers observe the highest standard of ethics during the procurement process and execution of contracts when used in the present regulations; the following terms are defined as follows:- (i) (ii) corrupt practice means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution; and fraudulent practice means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the Procuring Entity, and includes collusive practice among tenderers (prior to or after tender submission) designed to establish tender prices at artificial non-competitive levels and to deprive the Procuring Entity of the benefits of free and open competition; 2.31.2 The Procuring Entity will reject a proposal for award if it determines that the tenderer recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question. 2.31.3 Further a tenderer who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating in public procurement in Kenya.

APPENDIX TO INSTRUCTIONS TO TENDERERS The following information regarding the particulars of the tender shall complement, supplement or amend the provisions of the instructions to bidders. Wherever there is a conflict between the provision of the instructions to bidders and the provisions of the appendix, the provisions of the appendix herein shall prevail over those of the instructions to bidders. INSTRUCTIONS TO BIDDERS PARTICULARS OF APPENDIX TO INSTRUCTIONS TO TENDERS 2.1.1 The name, objectives and description of the assignment are: SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM 2.3.2 The price to be charged for the tender document shall be Kshs.1, 000/= for hardcopy but free of charge for softcopies downloaded from the website. 2.5.1 The name, address and telephone numbers of the Client s official are: The Director General, National Industrial Training Authority, P.O. Box 74494-00200 Nairobi Commercial Street, Industrial Area, directorgeneral@nita.go.ke Telephone: +020 2695586/9 2.5.1 A Pre-Tender conference will be held on 28/04/2015 at the NITA Conference Room, Nairobi Commercial Street, Industrial Area, Nairobi at 11.00 a.m. 2.11.1 Prices may be quoted in Kenya Shillings or in any freely convertible currency. Prices quoted in foreign currency will be converted to Kenya Shillings using the selling exchange rate published by the Central Bank of Kenya at the date of opening of the financial proposal. 2.12.1 Mandatory documents and information required by this tender. In the case of multiple partners forming an association, a consortium or other partnership model, the principal partner signing the form of tender must submit the mandatory documents and information required by this tender. In case of a joint venture member or principal partner in a consortium being an international firm that does not have the mandatory Kenya specific documents, that bidder will provide a declaration of the same but provide all other non-kenya specific documents or information as required by the Public Procurement and

Disposal Act and Regulations and by this tender. In all cases, partnerships must be defined by an appropriate binding agreement between the member, clearly defining structure and the role and responsibility of each member. Mandatory Documents Statutory Government Registration Certificates and other documents a. Company Registration Certificate, b. Kenya Revenue Authority PIN Certificate, c. Kenya Revenue Authority Valid Tax Compliance Certificate, d. Valid Business Trading License, e. Tender Form. f. Confidential Business Questionnaire, duly filled and signed, g. Audited financial statement reports for the past three years. For clarity, the past three years refers to the last three continuous audited periods of the bidder including or immediately preceding the year referenced in the issue date of this tender. h. Provide evidence of adequacy of working capital for this contract e.g. balance sheet, access to line(s) of credit or availability of financial means, with an Annual Turnover of at least Kshs 50 Million i. Valid Manufacturer or Distributor Authorization Form in case of supply of software or equipment that the bidder does not manufacture or produce. j. Information regarding any litigation, current or during the last five years, in which the Bidder is involved, the parties concerned and disputed amount, the outcome of the litigation if any. k. Experience in providing services of a similar nature and size to at least five organizations and details of work under way or contracted. Attach the names, addresses and contact details of these organizations. l. Duly signed qualifications and experience of key management and technical personnel proposed for the contract and an undertaking that they shall be available for the contract m. Work Plan (Schedule of work, delivery of services and equipment). n. The Tender security

o. Two Envelopes for Technical and Financial Proposal p. Proven Physical location of the company/firm (attach evidence e.g. title deed, lease agreements, business permit or utility bills) 2.13.5 The assignment will involve the following phased scope as per the requirements outlines and (More details on Scope - Section 5 ) a. Supply and Installation / Implementation (Customization & Development) of the Enterprise Resource Planning System application with all the modules. b. Supply, Installation and Commissioning Genuine of ERP Database System and related software utilities and add-ons c. Project Implementation Services and Customization d. Training For administrators, senior users and all other end users e. System Documentation and user manual documents f. Provision of ERP security, backup and availability g. Post Implementation support Services 2.14.1 Tenderers must provide a tender security of Shillings Five hundred Thousand (Kshs 500,000) in the form of a Bank Guarantee from a bank or a guarantee issued by a reputable insurance company recognized by the Public Procurement Oversight Authority, a letter of credit or guarantee by a deposit taking microfinance institution. Should be valid for a further thirty (30) days after expiry of tender validity period. The Tender security should be enclosed with the Technical proposal 2.17.1 For each proposal, the bidders shall prepare one (1) original and one (1) copy of the Tender. 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 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 with the warning: DO NOT OPEN THE FINANCIAL PROPOSAL. Both envelopes shall be placed into an outer envelope and sealed 2.17.2 The tender submission address is: The Director General National Industrial Training Authority,

P.O. Box 74494-00200 Nairobi Commercial Street, Industrial Area, Tender No: NITA/29//2014-2015 Tender Title: SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM 2.21.2 Clarifications to be addressed to: The Director General, National Industrial Training Authority, P.O. Box 74494-00200 Nairobi Commercial Street, Industrial Area, directorgeneral@nita.go.ke Telephone: +254 20 2695586/9 2.23.1 Prices quoted in foreign currency will be converted to Kenya Shillings using the selling exchange rate published by the Central Bank of Kenya at the date of opening of the financial proposal. 2.24.1 The Criteria for the evaluation of Technical and Financial Proposals are as follows; (Detailed Criteria in Section 6.16 and Appendix 1). (I) Technical Evaluation This will be based on the technical proposal submitted in accordance to the forms provided and the following criteria shall be used:- Total Technical Score: 100 % Weightage: The total technical score will carry 0.8 of overall evaluation score and financial score will carry 0.2 (combined Technical and Financial score). Stage 1 Technical Evaluation Score. Bidder Background Information & Firm Capacity 17 Technical Specifications and Comprehensive Proposed ERP System Solution 40 Implementation Methodology, Training Service and Support Strengths 25 Qualification and Experience 8 References 10 Bidders who score equal or above 70% in the Technical evaluation stage will proceed to Financial evaluation stage. Bidders who score less than 70% shall be treated as non- responsive and will not be considered for further evaluation and their financial bids will be returned un-opened (II) Financial Evaluation Weightage: This section will carry a total of 20% of the overall evaluation score. Each of the financial submissions will be divided by the lowest financial quote

to determine the financial score of each. The formula for determining the financial scores is the following: Sf = 100 x Fm / F, in which Sf is the financial score, Fm is the lowest price and F is the price of the proposal under consideration. (III)Combined technical and financial scores: The following formula shall be used: T.S (80%) + F.S (20%) = T.T.S (100%) T.S = Technical Score (as evaluated above) F.S = Financial Score (as evaluated above) T.T.S = Total Score The bid with the highest combined Technical and Financial Score will be awarded and invited for negotiations with the client.

3. SECTION III - GENERAL CONDITIONS OF CONTRACT TABLE OF CONTENTS Appendix to Instructions to Bidders... 29 3.1 Definitions... 35 3.2 Application... 36 3.3 Country of Origin... 36 3.4 Standards... 36 3.5 Use of Contract Documents and Information... 36 3.6 Patent Rights... 36 3.7 Performance Security... 36 3.8 Inspection and Tests... 37 3.10 Payment... 37 3.11 Prices... 38 3.12 Assignment... 38 3.13. Subcontracts... 38 3.14. Termination for Default... 38 3.15 Termination of insolvency... 38 3.16. Termination for convenience... 39 3.17 Liquidated Damages... 39 3.18 Resolution of Disputes... 39 3.19 Language and Law... 39 3.20 Force Majeure... 39 3.21 Notices... 39

3.1 Definitions In this Contract, the following terms shall be interpreted as indicated:- a. The Contract means the agreement entered into between NITA and the successful bidder, as recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein. b. The Contract Price means the price payable to the bidder under the Contract for the full and Proper performance of its contractual obligations c. The Bidder means the firm(s) supplying the services under this Contract. d. Technical Requirements means the Technical Requirements Section of the Bidding Documents. e. Implementation Schedule means the Implementation Schedule Sub-section of the Technical Requirements. f. Supplier means the person whose bid to perform the Contract has been accepted by NITA and is named as such in the Contract Agreement. g. Supplier s Representative means any person nominated by the Supplier and named as such in the Contract Agreement and approved by NITA in the manner provided in General conditions of Contract. h. Subcontractor, including vendors, means any person to whom any of the obligations of the Supplier, including preparation of any design or supply of any Information Technologies or other Software or Services, is subcontracted directly or indirectly by the Supplier. i. Information System, also called the System, means all the Information Technologies, Software, Hardware, Materials, and other Services to be supplied, installed, integrated, and made operational, together with the Services to be carried out by the Supplier under the Contract. j. Services means all technical, logistical, management, and any other Services to be provided by the Supplier under the Contract to supply, install, customize, integrate, and make operational the System. Such Services may include, but are not restricted to, activity management and quality assurance, design, development, customization, documentation, transportation, insurance, inspection, expediting, site preparation, installation, integration, training, data migration, Precommissioning, Commissioning, maintenance, and technical support. k. The Project Plan means the document to be developed by the Supplier and approved by the Purchaser, based on the requirements of the Contract and the Preliminary Project Plan included in the Supplier s bid. The Agreed and Finalized Project Plan is the version of the Project Plan approved by the Purchaser. Should the Project Plan conflict with the Contract in any way, the relevant provisions of the Contract, including any amendments, shall prevail. l. Commissioning means operation of the System or any Subsystem by the Supplier following Installation, which operation is to be carried out by the Supplier for the purpose of carrying out Operational Acceptance Test(s). m. Operational Acceptance Tests means the tests specified in the Technical Requirements and Agreed and Finalized Project Plan to be carried out to ascertain whether the System, or a specified Subsystem, is able to attain the functional and performance requirements specified in the Technical Requirements and Agreed and Finalized Project Plan,

n. Contract Period is the time period during which this Contract governs the relations and obligations of the Purchaser and Supplier in relation to the System. 3.2 Application 3.2.1 These General Conditions shall apply in all Contracts made by the NITA for the procurement installation and commissioning of ERP to the extent that they are not superseded by provisions of other part of contract. 3.3 Country of Origin 3.3.1 For purposes of this clause, Origin means the place where the software, hardware and services were initially developed. 3.3.2 The origin of Software, hardware and Services is distinct from the nationality of the bidder and will be treated thus in the evaluation of the tender. 3.4 Standards 3.4.1 The software, hardware and services supplied under this Contract shall conform to the standards mentioned in the Technical Specifications. 3.5 Use of Contract Documents and Information 3.5.1 The Candidate shall not, without NITA s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of NITA in connection therewith, to any person other than a person employed by the bidder in the performance of the Contract. 3.5.2 The bidder shall not, without NITA s prior written consent, make use of any document or Information enumerated in paragraph 3.5.1 above 3.5.3 Any document, other than the Contract itself, enumerated in paragraph 3.5.1 shall remain the property of NITA and shall be returned (all copies) to the NITA on completion of the Bidder s performance under the Contract if so required by the NITA 3.6 Patent Rights 3.6.1 The bidder shall indemnify NITA against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Software or any part thereof in Kenya. 3.7 Performance Security 3.7.1 Within thirty (30) days of receipt of the notification of Contract award, the successful bidder shall

furnish to NITA the performance security of ten percent (10%) of the contract price. 3.7.2 The proceeds of the performance security shall be payable to NITA as compensation for any loss resulting from the Bidder s failure to complete its obligations under the Contract. 3.7.3 The performance security shall be denominated in Kenya shillings and shall be in the form of a Bank guarantee from a reputable bank 3.7.4 The performance security will be discharged by NITA and returned to the Candidate not later than thirty (30) days following the date of completion of the Bidder s performance obligations under the Contract, including any warranty obligations, under the Contract 3.8 Inspection and Tests 3.8.1 NITA or its representative shall have the right to inspect and/or to test the software, hardware and services to confirm their conformity to the Contract specifications. NITA shall notify the bidder in writing in a timely manner, of the identity of any representatives retained for these purposes. 3.8.2 The inspections and tests may be conducted in the premises of the bidder. All reasonable facilities and assistance, including access to drawings and production data, shall be furnished to the inspectors at no charge to NITA 3.8.3 Should the software, hardware and services in any way fail to conform to the Specifications, the Client is entitled to reject it, and the bidder shall either supply afresh or undertake the necessary acceptable changes to ensure it meets NITA s requirements without the client incurring further costs. 3.8.4 NITA s right to inspect test and where necessary, reject the software, hardware and services after the pilot stage shall in no way be limited or waived by reason of the software, hardware and services having previously been inspected, tested and passed by NITA or its representative prior to the system implementation. 3.8.5 Nothing in paragraph 3.8 shall in any way release the bidder from any warranty or other obligations under this Contract. 3.9 Delivery and Documents 3.9.1 Development, Implementation and Installation of the system shall be made by the bidder in accordance with the terms specified by NITA in its Schedule of Requirements and the Special Conditions of Contract 3.10 Payment 3.10.1 The method and conditions of payment to be made to the bidder under this Contract shall be specified in Special Conditions of Contract 3.10.1 Payments shall be made promptly by NITA as specified in the Special Conditions of Contract and

in reference to clause 5.10 3.11 Prices 3.11.1 Prices charged by the bidder for software, hardware 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 bidder in its tender. 3.11.2 Contract price variations shall not be allowed for contracts not exceeding one year (12 months) 3.11.3 Where contract price variation is allowed, the variation shall not exceed 10% of the original contract price. 3.11.4 Price variation requests shall be processed by NITA within 30 days of receiving the request. 3.12 Assignment The bidder shall not assign, in whole or in part, its obligations to perform under this Contract, except with NITA s prior written consent 3.13. Subcontracts 3.13.1 The bidder shall notify NITA in writing of all subcontracts awarded under this Contract if not already specified in the tender. Such notification, in the original tender or later, shall not relieve the bidder from any liability or obligation under the Contract 3.14. Termination for Default 3.14.1 NITA may, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the bidder, terminate this Contract in whole or in part (a) (b) (c) I f the bidder fails to deliver any or all of the software, hardware and services within the period specified in the Contract, or within any extension thereof granted by NITA If the bidder fails to perform any other obligation(s) under the Contract If the bidder, in the judgment of NITA has engaged in corrupt or fraudulent practices in competing for or in executing the Contract 3.14.2 In the event that NITA terminates the Contract in whole or in part, it may procure, upon such terms and in such manner as it deems appropriate, software, hardware and services similar to those undelivered, and the bidder shall be liable to NITA for any excess costs for such similar software. 3.15 Termination of insolvency The procuring entity may at the anytime terminate the contract by giving written notice to the contractor if the contractor becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the contractor, provided that such termination will not produce or affect any right of action or remedy, which has accrued or will accrue thereafter to the procuring entity.

3.16. Termination for convenience 3.16.1 NITA by written notice sent to the contractor may terminate the contract in whole or in part, at any time for its convenience. The notice of termination shall specify that the termination is for NITA s Convenience, the extent to which performance of the contractor of the contract is terminated and the date on which such termination becomes effective. 3.16.2 For the remaining part of the contract after termination NITA may elect to cancel the services and pay to the contractor on agreed amount for partially completed services. 3.17 Liquidated Damages If the bidder fails to deliver and/or install a part or all of the software, hardware and services within the period(s) specified in the contract, NITA shall, without prejudice to its other remedies under the contract, deduct from the contract prices liquidated damages sum equivalent to 0.5% of the total software, hardware and services procurement costs up to a maximum deduction of 10% of the delayed modules. After this the bidder may consider termination of the contract. 3.18 Resolution of Disputes 3.18.1 NITA and the bidder shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the contract 3.18.2 If, after thirty (30) days from the commencement of such informal negotiations both parties have been unable to resolve amicably a contract dispute, either party may require that the dispute be referred for resolution to the formal mechanisms specified in the SCC. 3.19 Language and Law 3.19.1 The language of the contract and the law governing the contract shall be English language and Kenyan Law respectively. 3.20 Force Majeure 3.20.1 The Bidder shall not be liable for forfeiture of its performance security or termination for default if and to the extent that it s delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. 3.21 Notices 3.21.1 Any notice given by one party to the other pursuant to this contract shall be sent to other party by Post or by fax or Email and confirmed in writing to the other party s address specified. 3.21.2 A notice shall be effective when delivered or on the notices effective date, whichever is later.

4. SECTION IV - SPECIAL CONDITIONS OF CONTRACT 4.1 Special Conditions of Contract (SCC) shall supplement the General Conditions of Contract (GCC). Whenever there is a conflict, between the GCC and the SCC, the provisions of the SCC herein shall prevail over these in the GCC. 4.2 Special conditions of contract as relates to the General conditions of contract. REFERENCE OF GCC SPECIAL CONDITIONS OF CONTRACT

5. SECTION V: TERMS OF REFERENCE 5.1 Introduction NITA is a Government Authority mandated to spearhead industrial training at all levels in industry. The Authority vision of developing globally competitive and adequate workforce for industrial development and a mission to provide quality industrial training for enhanced productivity. As part of our corporate ICT strategy, the Authority seeks to acquire a an Integrated ERP System to enhance financial management, Records Management, Process Workflow, enhance industrial training and for Efficient service delivery; In this regard the Authority seeks services of experienced an experienced IT Solutions provider to Supply, Carry out Implementation, Customization, Training, Testing, and Commissioning an Integrated ERP System 5.2 Current Status of the ICT Infrastructure and Business Processes The Authority has a moderate I.T. infrastructure that includes a Cat 6 Structured Cable based local area network (LAN), Modern desktop computers, Laptops, IPads, Printers and Network Servers. The end-users are connected to the Window based LAN and Windows server active directory based domain controller. The hardware include modern servers HP DL380P G4 servers mounted on 42U server racks. The network security is centrally controlled by hardware firewall system and a Centralized Antivirus system, running on Kaspersky open space security. The Internet connectivity has Fibre Optic Network Backbone is terminated on Cisco Router. Most processes are manual thus need for automation. The Information and Communication Technology (ICT) department provides end-user support to all other departments within NITA. All Current key business operations are largely manual. 5.3 Objective of the Assignment To enhance service delivery the Authority desires to: i. To acquire and Implement a genuine licensed modern Enterprise Resource Planning System and a database management system that will address the Automation of the entire Authority. It is envisaged that the ERP will be available to internal users at Headquarters, Users at various Industrial training Centers and Levy offices including Page 56

Kisumu, Athi River, Nakuru, Nyeri and Mombasa while any number of customers and stakeholders will access part of the system through a web portal (Intranet and Internet based access). ii. Enhance the ability to support management decision-making based upon access to accurate and timely financial and operational information and reports from the ERP system and database system business intelligence reports; iii. Improve efficiency and minimize costs by providing flexible, integrated systems that eliminate the need for redundant data entry for effective operational Control; iv. Facilitate corporate communication and sharing of information electronically throughout the Authority to improve all aspects of customer service delivery ; v. Ensure that NITA users and IT administrators are suitably trained and equipped in the usage and support of the ERP. vi. Provide post implementation support services 5.2 Scope of Implementation Work required The Scope of work entails and not limited to implementation of the following main elements at NITA HQs and Specific Industrial Training Center Locations and Levy offices as per the Specifications. a. Supply, Installation / Implementation, Customization, Training, Testing and Commissioning of the Enterprise Resource Planning System (ERP) Software application for all Modules and functionalities required. b. Supply, Installation and commissioning of genuine licensed ERP Database System and related software utilities and add-ons c. Supply of Licenses for Database system and ERP Systems d. Project Implementation Services Implementation and customization of various modules and reports User Acceptance Testing (UAT) Data Migration from current SQl based data formats Training For Administrators, Senior Users and all other end Users Test & Live Implementation Launch and Go Live hand holding support System Documentation and User manual Documents Integration with the system e. Provision of ERP Security, Backup and Replication server setup for Page 57

Availability f. Post Implementation Services Annual Technical Support (ATS) for Application Software and Users (First 1 year must be provided as part of proposal ) Additional Customization, add-ons setup and upgrade rollout Supply of additional Licenses for Packaged Solution Modules Related Infrastructure Management Warranty for the ERP System and Database system supplied 5.3 TECHNICAL SPECIFICATIONS OF THE ERP SYSTEM 5.3.1 Summarized ERP Requirements Key Functional areas to be automated: Key Modules 1. Financial Management 2. Supply Chain management (Procurement Services ) and Inventory Management 3. Human Resources Management 4. Payroll Services with web based Employee Self Service 5. Trade Testing Management 6. Training Levy Administration 7. Employers, Trainers and Examiners Registration Management 8. Student Information Management System: Student Registration and fees management integrated with Finance 9. Process Workflow and Alerts 10. Business Intelligence BI, Analytics and Reporting 11. General Administration and IT Helpdesk 5.3.2 ERP Key Features & Modules A comprehensive ERP business management solution that is Public Sector Inclined, Web based and supports Workflow with enhanced Graphical User Interface for simplicity and ease of use. An integrated adaptable and scalable ERP solution that fully supports enterprise wide Processes and functionality Other Key Features 1. Intuitive graphical interface for a short learning curve 2. Network ready with multi-user password control 3. Web Based 4. Employee Self Service 5. Workflow and Alert Management 6. Email Integration and Integration Page 58

7. Process Workflow, Alerts and embedded Document attachment 8. Business Intelligence BI, Analytics and Reporting Detailed Modules and Features Below is a list of Key minimum desired Modules and Features (not exhaustive): Financial Management General Ledger and Chart of Accounts Setup Accounts Payables Accounts Receivables Financial Dimension with Multi-Dimensional hierarchy Multiple Sites / companies to support Industrial Training Centers as Cost centers Intercompany ( Industrial Training Centers )functionality Bank Management and Setup Bank Reconciliation Vendor Check Runs, ageing Analysis and Electronic Payments Budgeting with Revisions and Approvals Commitments (Vote Book management) & Commitment Budgeting Dynamic planning, budgeting and forecasting Invoicing, Receipting and payment Vouchers management Imprest Management Modules (Imprest Issuance and Surrender ) Petty Cash Management Modules (Petty Cash Issuance and Surrender) Expense Management, Business policies and Expense rules Imprest Management with web application Workflow and Embedded Document Management and Journal Approvals Workflow for multi-level expense approvals Employee web portal for expense entry Ability to attach and view expense receipts and Invoices Integration with General Ledger and Accounts Payable Financial Reports Training Levy Administration Customer / Employer Registration Levy Contribution / Payment Management with GL integration Trainers Registration Employers Training Request Approvals Re-imbursement Processing Notifications & Work Flow Reports Supply Chain Management (Procurement Services) Requisitions and Purchase Management Vendor Management & Vendor Records Page 59

Web based Purchase Requisitions Vendor RFQ and Quotes Workflow for Requisition and Purchase Approvals Automated Purchase Orders Procurement Master Planning Vendor Managed Inventory Automated Vendor notifications Automated 3 way matching of Purchase Orders, Invoice and Goods Receipt Note Vendor Statistics and Performance Management E-Procurement web based interface and ability to generate e-procurement reports Inventory Management Item Master configuration with Attributes and SKUs Item Dimensions including Lot Number, Batch, Serial Number and Location control Min Max and Requirements Management Commodity classifications Inventory Costing including LIFO, FIFO, Standard Costing, Bin and Location Management Web based Requisitions & issues Reports Project Management, Performance Management and Project Accounting Projects and Vote Book Management Invoicing Management Project & Vote Budgeting Time and Expense Tracking to Projects Time Sheet Performance management and Reporting Web Portal for Project Management and Project Data Entry Reports Service Management Set up and Manage Services agreements Service Orders & Services Tasks Repair Management Fixed Assets Managements Track Fixed Asset Asset details Multiple Depreciation methods GL Integration Reports Page 60

HR Management and Payroll Employee Data Management Human Resource Management Payroll Complete Payroll with Pay slips, Sacco Deductions and Reports Web Based Leave Management Employee Self Service Portal Training Data Management Performance & Appraisal Management Recruitments Process Management Integrated Reporting Payroll Network ready with multi-user password control Intuitive graphical interface for a short learning curve User defined earnings and deductions User defined PAYE, NSSF and NHIF rates Multiple Loans and Savings ledgers Fast posting with automatic payroll calculation Entry of hours and/or days worked over flexible payment period Intelligent carrying forward of payroll transactions Lump sum tax calculation Monthly PAYE, NSSF and NHIF export files and listings P9A, P10, P10A Tax returns and other related docs Payroll with Pay slips, Sacco Deductions and Reports Multiple payroll summary, payment reports and payslip formats Export reports to various text / spreadsheet formats Integration with Financial management System / GL Integration Integrated and Accessible Via Employee Self Service Trade Testing Automation Trade Testing Management Registration & Exam Booking Local and Online booking Trade testing Notifications Trade test result management Trade test Certificate generation Examiners Registration & Management Document Management Reports Web Portals Web based Enterprise Portal for Most Processes and Work flow Support for self-service functionalities Page 61

Document Management Document management Work Activity Collaboration Records management (file and archive management) Workflow/business information processing and management Trade Testing and levy documents attachment Attachment applications and placements Reports Student Information Management System: Student Registration and fees management integrated with Finance Student registration Fees Payment Exams management Certificates Hostels allocation Reports Workflow and Alerts Workflow Configuration and Management Alerts Reporting and Business Intelligence Custom Reports and Reporting Services enabled Business Intelligence and Analytics Development and Integration with other corporate Applications Audit Trails, Archiving and automated backups Audit Trails, Archiving and Automated backups and Restore System Integration Ability to Integrate with other systems Page 62

5.4 Software Requirements Item Required Requirement Description ERP System and Licenses Required 25 Concurrent Users license for core ERP system Web Based / Portal for all user access (Approximate unlimited access) Payroll and ESS - unlimited users and user access Unlimited End Users Database Licenses Required SQL based Database Licenses Server software licenses Required Server OS Licenses with minimum 5 CAL Annual Support Required Annual Support for software and Licenses renewal NB: 1. Active hardware items and software should be supported by a valid Manufacturer Authorization and Warranty. 2. All versions of ERP software and Database Quoted for must be enterprise based and most current versions. Page 63

SECTION VI - SCHEDULE OF REQUIREMENTS 6.0 BIDDER QUALIFICATION REQUIREMENTS a. The bidder should have been in operation as IT solution provider, with experience as supplier and installer of Enterprise Resource Planning (ERP) Systems for a minimum period of five (5) years. b. The bidder must provide a copy of manufacturer certification / authorization from the manufacturer or distributor to do business as an authorized vendor for the proposed ERP software system and database system. c. The bidder must provide a copy of certification/authorization from the manufacturer or distributor to do business as an authorized vendor for the proposed hardware. d. The bidder must submit at least five (5) sites where the supply, installation and commissioning of ERP System or management information system has been successfully installed preferably for Government/regulatory bodies. e. The bidder must submit information in the required formats supporting their experience in business needs assessment, workflow analysis, system architecture design, and UML designing and implementing ERP implementations within the last five (5) years. f. The bidder must submit information in the required formats supporting their experience in information management systems, computer hardware, network planning and design, computer applications/programming, telecommunication networks, I.T. Policy formulation and implementation in the last five (5) years. g. Demonstrate experience and capability in data storage management. h. Demonstrate experience and capability in project management. i. The Bidder must provide CV for the proposed project team including project manager and technical specialists. j. Project manager with at least eight (8) years experience managing management information system installations and configurations. The project manager should have a degree in information sciences or other relevant field. k. Technical specialists with at least five (5) years experience installing and configuring management information systems. The specialists should have the relevant certificates that indicate skills and training in installing, configuring and commissioning ERP systems of the nature proposed in the contract l. Tenderers must provide the information regarding their capacity and ability to deliver on the procurement requirements and to take responsibility for it: It is not enough for the bidder to indicate that they comply but must back up their claim with proof by explaining how each of the items has been complied with. m. Where brochures are provided, the tenderer will be expected to point out the specific pages. n. Bidders who provide false information regarding any requirement shall have their tender rejected Page 64

6.1 Basic qualification information The tenderer s qualification documents should include the following: i. The necessary qualifications, capability, experience, resources, equipment and facilities to provide what is being procured; ii. The legal capacity to enter into a contract for the procurement; iii. Is not insolvent, in receivership, bankrupt or in the process of being wound up and is not the subject of legal proceedings relating to the foregoing; iv. Is not precluded from entering into the contract with the person under Section 33 of the Act limiting the contracts with employees and entities in which they have personal interest or with which they have personal relations; v. Is not debarred from participating in procurement proceedings under Section 115 of the Act and Regulations 90 and 91. vi. A brief description of the company must be given together with an overview of its product Portfolio, current market focus and strategic direction. This includes the following capacity vii. The Bidder should have a local office in Kenya that has been in operation for more than five (5) years, and have a minimum of 10 qualified staff on various IT technologies. 6.2 Customer Base Details of relevant customers from the company s existing customer base must be provided. This should highlight the successful undertaken five ERP Projects within the East African Region within the last Three (3) years. 6.3 Technical and Financial Capability The tenderer should provide a list of any similar projects undertaken by the company in the last five years including time-scales. Details should include: Organization /Country Nature of the project including Hardware and software configuration for similar services Details of technical support staff including qualifications and experience Delivery timeframe Financial value / cost of the projects done The Tenderers must demonstrate verifiable financial capability to carry out similar projects and have a minimum of 5 signed contracts with a value in excess of KShs 120 Million in the last Three (3) years in the area of IT Services or Software Solutions. Page 65

6.4 HARDWARE, OPERATING SYSTEM SOFTWARE AND DATABASE i. T h e bidder must provide, in the technical proposal, sufficient details of the required hardware and server, operating system and database suitable to deliver their proposed ERP System. ii. iii. iv. The bidder must cost in the financial proposal the required database suitable to deliver their proposed ERP System. The successful bidder will deliver the Database and ERP System software in good time so as to avoid project delays. The bidder should propose state ERP systems hardware and Network requirements. However, the tender doesn t include supply of Hardware including server s hardware and network devices. 6.5 METHODOLOGY The bidder should clearly provide information regarding the proposed implementation methodology. This should be framed in terms of the various stages associated with the implementation. In addition, the bidder should identify the tools utilized for maintaining the project schedule and required resources. 6.6 TECHNOLOGY TRANSFER As part of the implementation process the vendor will train NITA information systems personnel to gain significant expertise in both the technology used by the application as well as the inner workings of the application itself. It is our requirement that comprehensive training will be conducted to supers users, administrators and end users. 6.7 TECHNOLOGY The bidder must define the technology platform(s) to be used to fully deliver their proposed solution. This should include: The proposed ERP System, Module components of the system (Names and Latest versions) The application development environment. The database System proposed (latest version). Operating system proposed. Client or end-user operating systems supported Network environment(s) supported. Hardware requirements proposed Page 66

6.8 TRAINING NITA attaches great importance to the training of its staff at different levels including system support, database administrators, operational personnel and end users. The successful supplier of the solution will be required to provide training as an essential part of the contract. The supplier will conduct training using the most efficient and effective techniques and use qualified personnel. Training for the system administrators must be instructor-led. Training for end users will be on-site and scheduled according to the user roles. The bidder should include the training program and cost in detail for NITA to assess its adequacy. Training manuals should be supplied 6.9 WARRANTY Demonstrate capability to offer post commissioning support services on warranty basis, within Kenya, for a period of three (3) year after date of commissioning of the system. First year annual support must be included as part of the proposal. Documentation or a clear statement of undertaking, committing the bidder to provide the warranty, must be included in the proposal. All software and hardware supplied should be accompanied with one-year and three (3) years warranty from date of commissioning the system respectively. Bidders must include a sample Warranty Agreement that describes the warranty terms and conditions. During warranty period, the contractor will be required to work after hours to fix problems that would negatively impact normal operations of the Commission. The supplier warrants, for the duration of the warranty period commencing from the date of acceptance of each product, that all systems supplied under this contract shall have no defect arising from design or workmanship. During the warranty period, the supplier will make available at no additional cost to NITA all product and documentation updates and new software version releases within 30 days of their availability in Kenya, and no later than 12 months after they are released in the country of origin of the product. The supplier hereby represents and warrants that the software as delivered does not and will not infringe any intellectual property rights held by any third party and that it has all necessary rights or at its sole expense shall have secured in writing all transfers of rights and other transfers of intellectual property rights. The warranties set forth in the contract, and for NITA exclusively to own or exercise all intellectual property rights as provided in the contract. Without limitation, the Supplier shall secure all necessary written agreements, consents and transfers of rights from its employees and other persons or entities whose services are used for development of the software. Page 67

6.10 Terms of Payment The terms of payments to the bidder will be as below or as agreed during implementation contract: The payment will be made in Kenya Shillings or currency of tender. Payments shall be tied to deliverables as per below schedule. Be made according to the agreed conditions of contract. SN Description Payment Amount 1 Upon delivery and approval of Inception report, Project Charter, Gap Analysis Report, detailed work plan, Risk management report and Functional Requirements Design Document. 2 Upon supply, delivery and installation of Database and ERP software 3 Upon Successful delivery and installation of Finance, Procurement, HR Management, Payroll and Training of users. Migration of the existing data. 4 Upon delivery and installation of Other Modules, Trade Testing, Levy Administration, Student management Module, General Administration and other Modules as per the specifications given. Migration of the existing data and training of users and training of users. 5 Upon Completion of customization, Testing and Commissioning of the ERP 6 Upon Successful Go live and after Go Live warranty support 20% 15 % 20 % 20 % 20 % 5% 6.11 Implementation Schedule As per the needs requirements, scope and work plan developed and agreed between the supplier and NITA Page 68

6.12 Technical Responsiveness Checklist Note to Bidders: The following checklist is provided to help the Bidder organize and consistently present its Technical Bid. For each of the following Technical Requirements, the Bidder must describe how its Technical Bid responds to the requirements. In addition, the Bidder must provide cross references to the relevant supporting information, if any, included in the bid. The cross reference should identify the relevant document(s) and page number(s). The cross reference should be indicated in the column DETAILED DESCRIPTION. The Technical Responsiveness Checklist does not supersede the rest of the Technical Requirements (or any other part of the Bidding Documents). If a requirement is not mentioned in the Checklist that does not relieve the Bidder from the responsibility of including supporting evidence of compliance with that other requirement in its Technical Bid. One- or two-word responses (e.g. "Yes," "No,", "Will comply," etc.) are normally not sufficient to confirm technical responsiveness with Technical Requirements, thus the bidder should attach support document and brochures. Bidders shall use the following options to indicate the DEGREE OF SUPPORT OF COMPLIANCE Their solution provides for each of items listed in this section: 1. FS - (Fully Supported) the application fully supports the requirement without any modifications. 2. PS - (Partially Supported) the application supports the requirement with use of a workaround. 3. CR - (Customization required) the application will be customized to meet the requirement(s). 4. NS - (Not Supported) the system is not capable of supporting the requirement and cannot be modified to accommodate the requirement. Where customizations are required, clearly and comprehensively indicate the plan, design and/or approach to be undertaken to achieve the requirements. A clause-by-clause commentary on the Technical Specifications demonstrating substantial responsiveness of the goods and services to those specifications or a statement of deviations and exceptions to the provisions of the Technical Specifications is required. For each SPECIFICATION, bidders are requested to provide a clear and concise explanation in the DETAILED DESCRIPTION section or provide a cross-reference to where that explanation or supporting information can be found in other part of the technical proposal. Please fill in the COMPLIANCE column as appropriate to indicate one of the responses listed above for each item and add as many comments, diagrams, maps and/or screenshots in the DETAILED DESCRIPTION column. Page 69

Requirement FS/PS/CR/NS Reference / Comments Operating Environment 1.1 Web based & Menu Driven Navigation and Update Capabilities 1.2 Reports, Custom Reporting and adhoc queries 1.3 User Customizable 1.4 Multi-user environment 1.5 Integrated alert system Allow for user definable event-driven or periodic alerts 1.6 System Platform the system will be operated on a Local Area Network with Windows XP/7/8 clients and a WINDOWS/ LINUX server System Architecture of ERP 2.1 Version : Latest ERP Version and release of Proposed System 2.2 Central Depository and Distributed Access Maintain a single information warehouse for use by all business applications. The system should allow access through existing LAN (TCP/IP) 2.3 Modular Architecture 2.4 Scalable should allow phased implementation of applications 2.5 Open Data Architecture Allow for export to / import from external data file format Page 70

Systems Interfaces 3.1 Simple and Graphical User Interfaces simple and user friendly Graphical User Interface 3.2 User Aid Allow users to access help messages without exiting the application screen 3.3 Embedded user Help manuals Systems Security 4.1 Security and Audit allow security rules to be specified for access to individual positions as well as organizational hierarchy. Multiple access responsibilities according to tasks users perform. Complete audit log of all changes 4.2 Access Control -Audit trail for changes to the account. Must include: username, timestamp, what used to be in the field, and what currently is in the field -Ability to create group user accounts and assign authorizations 4.3 Multi-user password control and Multi-Level Access rights Control Databases 5.1 ODBC Compliant Database 5.2 Latest Version / Release of Database compatible with proposed ERP 5.3 Multi-client environments - Capable of running on a WINDOWS/UNIX/LINUX Server OS & Windows XP/7/8, Linux clients environments Page 71

5.4 Archival able to roll back and roll forward the status of the system if any errors are encountered. Ability to automatically archive transactional data to media based archives based on administrator defined retention period for transaction types. Incorporate online database recovery facilities. Capable of handling automated backups without halting system operations 5.5 Replication Server setup 5.6 Genuine and licensed Database with required Cals Integration 6.1 Integrated Database 6.2 Outlook Integration Reporting Ability to integrate with other systems 7.1 Reports should include queries, graphical templates and numerical reports. 7.2 Default standard and customized reports 7.3 The application must have a reports generator/ writer for creation of new reports. 7.3 Application should include a query builder to facilitate the creation of user defined SOL Queries. Web facilities Ability to export reports in Excel, Pdf and other formats Page 72

8.1 Web enabled modules that clients can access within LAN and over the Internet for specified application 8.3 The web facility should allow authorized users log enquires, make requests and enquiries related to customer information, debt status, applications, service information and customer statements. 8.4 Automatic Log-off for web based functionalities Implementation 9.1 Implementation process Project Charter. The vendor should describe the implementation process/methodology and project plan 9.2 Data Migration and Conversion The system should be able to capture data currently on paper forms and documents as well as existing data in any other storage media The vendor should prepare a conversion plan describing how the proposed system will transform all existing records (or older/current databases) into a suitable format. 9.3 System Testing & User Acceptance Testing 9.4 Backup and Recovery Strategy - The vendor is expected to develop a backup and recovery strategy during the implementation of the system, and which will also be applicable during system operation. 9.5 System Access -Describe hardware, software, and telecommunications Page 73

capabilities that would be needed to access the vendor's system. Describe any other means of access the vendor can provide for users. 9.6 Operational Management - The vendor should prepare an operation plan for the proposed system. The vendor should describe standard operating procedures for the proposed system. 9.7 Implementation Team Training Plan 10.1 Training: End User Level, Key User, Super User/ Administrator Level and Managerial Overview level 10.2 Training Materials Provided both in soft and hard copies 10.3 System Help Functionalities Inbuilt System Help Manual Documentation 11.1 Full Documentation of the system in both electronic and hardcopies 11.2 Implementation and customization documentations System Requirements Modules Minimum desired Modules and Features (not exhaustive): Requirement FS/PS/CR/NS Reference / Comments Financial Management 12.1 General Functionality - Verification before updating data - Approval of transactions before posting Page 74

- Provides transaction reference to trace source documents & Drill - Distributed data entry - Multi-access to data fields 12.2 General Ledger and Chart of Accounts Setup 12.3 Accounts Payables 12.4 Accounts Receivables 12.4 Financial Dimension with Multi-Dimensional hierarchy 12.5 Multiple Companies (Branches / supporting industrial Training centers as Cost Centers) 12.6 Intercompany functionality - Industrial Training Centers as Cost Centre functionality 12.7 Bank Management and Setup 12.8 Bank Reconciliation 12.9 Vendor Check Runs and Electronic Payments 12.11 Budgeting with Revisions and Approvals 12.12 Budgeting module, Vote book management & Commitment Budgeting 12.13 Dynamic financial Planning, budgeting and forecasting 12.14 Workflow and Embedded Document Management and Journal Approvals 12.15 Data Drill Down, referencing Page 75

and Pop-ups 12.16 Imprest and Petty Cash Management Modules with web based access 12.17 Integration with other Modules 12.18 Adding, Editing, Deleting and archiving of records 12.13 Reports & Custom reporting e.g. Trial Balance, Cash Flow, Payments, Customers, Vendors, among others. Finance / Expense Management 13.1 Invoicing, Receipting and Petty Cash Management Modules 13.2 Imprest Management with web application 13.3 Invoicing, Receipting and payment Vouchers management 13.4 Imprest Management Modules (Imprest Issuance and Surrender ) 13.5 Petty Cash Management Modules (Petty Cash Issuance and Surrender) 13.6 Expense Management, Business policies and Expense 13.7 Workflow for multi-level expense approvals 13.9 Employee web portal for expense entry, application and Page 76

surrender 13.10 Ability to attach and view expense receipts 13.11 Integration with General Ledger and Accounts Payable 13.12 Imprest Management with web application 13.13 Business Policies and Expense rules 13.14 Workflow for multi-level expense approvals 13.15 Employee web portal for expense entry 13.16 Ability to attach and view expense receipts Training Levy Administration 14.1 Customer / Employer Registration 14.2 Employer (Customer Invoicing) and Receipting 14.3 Employer Registration Certificate Generation 14.4 Levy Contribution / Payment Management with GL integration 14.5 Trainers Registration, assigning unique no, Registered trainer certificate generation 14.4 Employers Training Request Approvals 14.7 Re-imbursement Processing Page 77

and payments 14.8 Notifications & Work Flow 14.9 Employers Self Service to update access employer and trainers 14.10 Reports & Custom Reporting Supply Chain Management / Procurement services Requisitions and Purchase Management 15.1 Vendor Management and vendor records 15.2 Web based Purchase Requisitions 15.3 Vendor RFQ and Quotes 15.4 Workflow for Requisition and Purchase Approvals 15.5 Automated Purchase Orders 15.6 Procurement Planning 15.7 Vendor Managed Inventory 15.8 Automated Vendor notifications 15.9 Automated 3 way matching of Local Purchase Orders LPO, Invoice and Goods Receipt Note 15.10 Vendor Statistics and Performance Management 15.11 E-Procurement web based module interface 15.12 Generation of e-procurement reports and other custom procurement report Page 78

Inventory Management 17.1 Item Master configuration with Attributes and SKUs 17.2 Item Dimensions including Lot Number, Batch, Asset Tag Id no, Serial Number and Location control 17.3 Min Max and Requirements Management 17.4 Commodity classifications 17.5 Inventory Costing including LIFO, FIFO, Standard Costing, 17.6 Bin and Location Management 17.7 Web based Requisitions & issues Project Management, Performance Management and Project Accounting 18.1 Projects and Vote Management 18.2 Invoicing Management 18.3 Project & Vote Budgeting 18.3 Time and Expense Tracking to Projects 18.4 Track project due dates and progress with ease 18.5 Time Sheet 18.6 Performance management and Reporting 18.7 Web Portal for Project Management and Project Data Entry Page 79

18.8 Projects costs and payments Management Service Contract Management 19.1 Set up and Manage Services agreements 19.2 Service Orders & Services Tasks 19.3 Repair Management 19.4 Contract Records Sheet Fixed ASSETS MANAGEMENT 20.1 Track Fixed Asset 20.2 Multiple Depreciation methods 20.3 GL Integration 20.4 Asset details 20.5 Reports Human Resources HR Management and Payroll 21.1 Employee Data Management 21.2 Human Resource Management 21.3 Payroll Complete Payroll with Pay slips, Sacco Deductions and Reports 21.4 Web Based Leave Management 21.5 Employee Self Service web based Portal enabling access to leave management, Personal Profile and Payslip 21.6 Training Data Management 21.7 Performance & Appraisal Management Page 80

21.8 Medical Benefits & Reimbursement Management 21.9 Recruitments Process Management 21.10 Integrated HR Reporting Payroll 22.1 Network ready with multi-user password control 22.2 Intuitive graphical interface for a short learning curve 22.3 User defined earnings and deductions 22.4 User defined PAYE, NSSF and NHIF rates 22.5 Multiple Loans and Savings ledgers 22.6 Fast posting with automatic payroll calculation 22.7 Entry of hours and/or days worked over flexible payment period 22.8 Intelligent carrying forward of payroll transactions 22.9 Lump sum tax calculation 22.10 Monthly PAYE, NSSF and NHIF export files and listings 22.11 P9A, P10, P10A Tax returns 22.12 Multiple payroll summary, payment reports and payslip formats 22.13 Export to text, Spreadsheet or Page 81

pdf formats 22.14 Network ready with multi-user password control 22.15 Payslip and P9 email functionality 22.16 Payslip Printing with single and double page 22.17 Payroll summary reporting with allowances groups 22.18 Company payslip summary report 22.19 Posting Group for GL and GL integration Trade Testing Automation 23.1 Trade Testing Management 23.2 Student Registration & Exam Booking Online 23.3 Trade Test Result and certificate Generation 23.4 Examiners Registration & Management 23.5 Trade Testing Centers Management 23.6 Document Management 23.3 Reports STUDENTS INFORMATION MANAGEMENT SYSTEM MODULE 24.1 Student Information System Student data 24.2 Student Admission System 24.3 Examination module Page 82

24.5 Fee Management Fee collection & receipting Integrated with Finance Module 24.6 Hostel Allocation Web Portals 25.1 Web based online Enterprise Portal for Most Processes and Work flow Document Management 26.1 Document management 26.2 Work Activity Collaboration 26.3 Records management (file and archive management) 26.4 Workflow/business information processing and management 26.5 Trade Testing and levy documents 26.6 Student attachments application records Workflow and Alerts 27.1 Workflow Configuration and Management 27.2 Alerts Reporting and Business Intelligence 28.1 Custom Reports 28.2 SQL Server Reporting Services enabled 28.4 Development and Integration with other corporate Applications Audit Trails, Archiving and automated backups 29.1 Audit Trails, Archiving and automated backups System Integration 30.1 Integration with Corporate Emails for workflow and ability to support other systems 6.13 Duration for the Assignment It is envisaged that the entire implementation duration will be a maximum of 6 months. Page 83

However, bidders are encouraged to propose a lesser duration as may be practically possible while meeting all the requirements of the Terms of Reference. The project implementation duration does not include the warranty period and annual support, which will commences immediately after commissioning the system, for a period of one (1) year annual support for software and database. First 1 year annual support and Maintenance from the Project commissioning / sign off date must be included on the ERP project financial proposal 6.14 Deliverables i. Inception Report giving a detailed understanding of the assignment. ii. Project charter. iii. A detailed work plan with the resource requirements schedule. iv. Risk management report v. Functional Requirements Design Document vi. Installed Modules and Commissioned ERP system vii. Databases created viii. Weekly status reports ix. User Acceptance Test reports of fully implemented, customized and Tested Modules x. Milestone sign-offs xi. List of standard and Customized Reports xii. Data migration and Entry Reports xiii. Training of administrators, Super Users and end users report xiv. Go-Live Report xv. Final Project Report xvi. Warranty of 3 year for Software and database xvii. Warranty Report xviii. Annual Support Agreement for the First 1 years after the commission date xix. Certificate of completion Page 84

6.15 Qualification and Award The Qualification for award shall be based on combined score where both Technical and financial scores shall be taken into consideration. The evaluation shall be carried out in three stages as provided below. Tenderers found to have given false information at any stage of evaluation will be disqualified and the tender rejected. Tenderers who don t comply or do not meet minimum requirements at each level will be disqualified and the tender rejected. 6.16 Evaluation Evaluation Stages Stage I - Preliminary/Mandatory Requirements (Qualifying criteria) Stage II - Technical Evaluation 100 % (Technical Weight 0.8 of Total Score) a) - Technical Evaluation (100 points) b) - Pitch presentations and system demonstration (10 points) c) - Installation Site Visits for due-diligence Stage III - Financial Evaluation: 100% for the lowest evaluated - (Weight 0.2 of Total Score) Final Total Score and Recommendation for Award Stage I - Preliminary/Mandatory Requirements (Qualifying criteria) The tenderer will be expected to meet all the stated requirements at this stage in order to proceed to the next stage of evaluation (Technical). Preliminary evaluation and Mandatory Requirements a. Company Registration Certificate, b. Kenya Revenue Authority PIN Certificate, c. Kenya Revenue Authority Valid Tax Compliance Certificate, d. Valid Business Trading License e. Tender Form. f. Confidential Business Questionnaire, duly filled and signed g. Audited financial statement reports for the past three years. For clarity, the past three years refers to the last three continuous audited periods of the bidder including or immediately preceding the year referenced in the issue date of this tender. h. Provide evidence of adequacy of working capital for this contract e.g. balance sheet, access to line(s) of credit or availability of financial means, With an Annual Turnover of at least Kshs 50 Million i. Provide a copy of valid manufacturer certification / authorization from the manufacturer or distributor to do business as an authorized vendor for the proposed ERP software system and database system. Page 85

j. Information regarding any litigation, current or during the last five years, in which the Bidder is involved, the parties concerned and disputed amount, the outcome of the litigation if any. k. Experience in providing services of a similar nature and size to at least five organizations and details of work under way or contracted. Attach the names, addresses and contact details of these reference organizations. l. Duly signed qualifications and experience (CV) of key management and technical personnel proposed for the contract and an undertaking that they shall be available for the contract. m. Work Plan (Schedule of work, delivery of services and equipment). n. The Tender security o. Two Envelopes for Technical and Financial Proposal p. Proven Physical location of the company/firm (attach evidence e.g. title deed, lease agreements, business permit or utility bills) NB: If a subcontractor is to be used, information on the subcontractor qualifications and all stated documents must also be included Tenders which do not satisfy any of the above mandatory requirements shall be disqualified and rejected as non-responsive. Technical Evaluation Stage II (a)- Technical Evaluation Based on the System Functional Requirements (100 points) The tenderers will be evaluated based on their capacity to deliver the requirements, experience in similar projects, qualifications, methodology and the compliance of their proposed system as stated in system functional requirements and need specification. The tenderers who meet all the requirements at this stage and score a minimum score of 70% of 100% required, shall proceed to the next stage of evaluation (Pitch Presentation and system demonstration and Installation site visit which will scored at max 10 Points ) and then proceed to Financial Evaluation Page 86

Appendix I Technical Evaluation Criteria No Description Max Points Score 1 Bidder Background Information & Firm Capacity Firm Capacity to deliver the Consultancy 2 Core Business and company Profile 2 Organizational structure and staffing 2 17 References of Successful ERP Implementation in at least 5 Corporate Public Service Industry sites in last 3 years In Kenya and East Africa Minimum of One Quality Certificate (ISO, CMMI Certified.) to be furnished by the bidder The Bidder must have a local office in Kenya that has been in operation for more than five (5) years, and have a minimum of 20 qualified staff on various IT technologies. Demonstrate Financial Ability and Capacity for project - The Bidder having a minimum of 5 signed contracts with a value in excess of 120 Million Shs in the last five (3) years in the area of IT Services or Software Solutions. Vendor Certification and Authorizations for ERP and Database 2 Technical Specifications and Comprehensive Proposed ERP System Solution Understanding of User requirements Response Solution Completeness: Scope and conceptual relevance to requirements as articulated in tenderer s technical narrative of the proposed solution Architecture Design and Infrastructure requirements e.g. Web based, Database, & 3 2 2 2 2 40 2 2 3 Page 87

Version of System Proposed Compliance to System Specifications & Provision of all Modules as listed below: 1. Financial Management 33 2. Supply Chain management (Procurement Services ) and Inventory Management 3. Human Resources Management 4. Payroll Services with web based Employee Self Service 5. Trade Testing Management 6. Training Levy Administration 7. Employers, Trainers and Examiners Registration Management 8. Student Information Management System: Student Registration and fees management integrated with Finance 9. Process Workflow and Alerts 10. Business Intelligence BI, Analytics and Reporting 11. General Administration and IT Helpdesk 3. Implementation Methodology,Training Service and Support Strengths 25 Implementation Approach and methodology 6 Training : User and Technical Training Offerings Work Plan and Implementation Schedule and deliverables 5 5 Documentation and Labelling 2 Maintenance and After Sales Support 5 Bidder to demonstrate compliance with 2 Page 88

proposed vendor skill certification criteria(s) Be certified and have certified staff 4 Qualification and Experience 8 Project team and Key professional staff qualifications and competence for current assignment: CVs or Certs of at least 5 Key Staff Implementation Team Strength and Roles All Consultants Deployed on the Project should have a minimum of 2 Full Implementation Life Cycles Experience on the latest sought release 5 3 5 References 10 References of Successful ERP Implementation in at least 5 Corporate Public Service Industry sites in last 3 years 3 Customer References => 5 Corporate references with Similar or larger than NITA and utilizing the Latest versions of the ERP software being sought. Successful Implementation of Complete ERP, Successful go-live and Support Any other relevant details that will enrich the proposed assignment.(value Added Service) 3 2 2 NB: TECHNICAL RESPONSIVENESS: All the system functional requirements are Critical and tenderers must meet them and demonstrate compliance to proceed. Tenderers must achieve 70 % to proceed to next evaluation stage. Non-responsive tenders will not be considered for further evaluation 5.5.3.3 Stage II (b) - Pitch presentations and system demonstration (10 points) The qualified tenderers at stage II (a) - Technical Evaluation above shall be invited to make presentations to key users / Technical Team and or top management on their system capabilities to meet NITA requirements. The system demonstration shall be based on the system requirements as enumerated in the Technical Specification matrix in section. This will account for 10 points of the total technical score. The criteria of the presentation is: o Bidder Background Information, company profile & Presentation - 3 points o Comprehensiveness and suitability of Proposed ERP System Solution - 5 points o Qualification and Experience in offering ERP solution 2 points Page 89

5.5.3.4 Stage II(c) - Installation Site Visits Tenderers at this stage shall organize for NITA Technical Team to visit installation reference sites (at least one site) of their choice and Firms Head Office. The objective of the Installation site visit is: a. Confirmation of tenderer as the provider/supplier b. Confirm System has been installed successfully and is currently in place c. How satisfied are the users with the supplier s performance in implementing and supporting the system d. Confirmation of Existence of Physical office with capacity to deliver the project Note: Tenderers found to have given false information at any stage of evaluation will be disqualified and the tender rejected. 5.5.3.5 Stage III - Financial Evaluation All the tenderers who score minimum required technical score shall be invited to witness the opening of their financial bids. The financial bids thereafter would be evaluated accordingly and weighted as per the formula provided. Weightage: This section will carry a total of 0.2 of the overall evaluation score. The formula for determining the financial scores is the following: FS = 100 x Fm / F, in which FS is the financial score, Fm is the lowest price and F is the price of the proposal under consideration. 5.5.3.6 Final Total Score and Recommendation for Award The recommendation for award shall take into account both the technical and financial score hence a tenderer with the highest combined score shall be deemed to be the lowest evaluated tenderer. Combined technical and financial scores: The following formula shall be used: T.S (80%) + F.S (20%) = T.T.S (100%) T.S = Technical Score (as evaluated above) F.S = Financial Score (as evaluated above) T.T.S = Total Score Total Score (TTS) = Technical Score (TS) + Financial Score (FS) Page 90

7. SECTION VII: STANDARD FORMS Technical Standard Forms Technical forms are to be included as per the instructions in this tender document Notes on Technical standard forms 1. Any tender security submitted is in the required, amount and validity period as per the invitation and tender instructions; 2. Confidential Business Questionnaire Form - This form must be completed by the tenderer and submitted with the tender documents 3. 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. 4. The Declaration form should be completed by the Managing Director or as appropriate in accordance with the tender documents. It shall contain the following:- a. Technical Submission letter b. Instructions to Tenderers and its appendix c. General Conditions of Contract. d. Special Conditions of Contract e. Technical Specifications and Schedule of Requirements f. All supportive documentary evidences including mandatory requirements, qualifications, technical brochures etc. g. Tender Security / Bid Bond. h. Tender Questionnaire i. Confidential Business Questionnaire j. Declaration Form Page 91

TECH FORM 1 : TECHNICAL PROPOSAL SUBMISSION FORM [On Letterhead of the bidder] Date: To: [Name and address of Client] Dear Sir, We, the undersigned, offer to [INSERT TENDER TITLE] in accordance with your Tender Document No. [INSERT TENDER No.] Dated [INSERT DATE]. We are hereby submitting our bid, which includes this Technical Proposal and a Financial Proposal sealed under a separate envelope. We understand you are not bound to accept any Bid that you receive. We remain, Yours sincerely, [Authorized Signature]: [Name and Title of Signatory] [Name of Firm] [Address:] Page 92

TECH FORM 2: BIDDER S ORGANIZATION AND EXPERIENCE 1. A - Bidder s Organization [Provide here a brief description of the background and organization of your firm/entity and each associate for this assignment.] B - Bidder s Experience [Using the format below, provide information on each assignment for which your firm, and each associate for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment.] Firm s Name: Assignment name: Approx. value of the contract (in current Ksh.): Country: Location within country: Name of Client: Duration of assignment (months): Total No. of staff-months of the assignment: Address: Start date (month/year): Completion date (month/year): Name of associated Bidders, if any: Approx. value of the services provided by your firm under the contract (in current Ksh.): No. of professional staff-months provided by associated Bidders: Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader): Narrative description of Project: Description of actual services provided by your staff within the assignment: Signature: (Authorized representative) Full Name: Title: Date------------------ Page 93

TECH FORM 3: Description of Approach, Methodology and Work Plan for Performing the Assignment [Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (, inclusive of charts and diagrams) divided into the following three chapters: a) Technical Approach and Methodology, b) Work Plan, and c) Organization and Staffing, Technical Approach and Methodology. In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach. b) Work Plan. In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TORS and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-8. c) Organization and Staffing. In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.] Page 94

TECH FORM 4 PROFESSIONAL STAFF CURRICULUM VITAE (CV) FOR PROPOSED 1. Proposed Position 2. Name of Firm [Insert name of the firm proposing the staff]: 3. Name of Staff [Insert full name]: 4. Date of Birth: Nationality: 5. Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]: 6. Membership of Professional Associations: 7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]: 8. Countries of Work Experience: [List countries where staff has worked in the last ten years]: 9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]: 10. Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]: From [Year]: To [Year]: Employer: Positions held: Page 95

11. Detailed Tasks Assigned [List all tasks to be performed under this assignment] 12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned [Among the assignments in which the staff has been involved, indicate the following Information for those assignments that best illustrate staff capability to handle the tasks listed under point 11.] Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed: Page 96

13. Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged. [Signature of staff member or authorized representative of the staff] Date: Day/Month/Year Full name of authorized representative: Page 97

FIN FORM 1: FINANCIAL PROPOSAL SUBMISSION FORM Date: [On Company Letterhead] Tender No.: To: [Name and address of Client] Dear Sir, 1. Having examined the tender documents including Addenda Nos.... [insert numbers].the receipt of which is hereby duly acknowledged, we, the undersigned, offer to (insert tender title) in conformity with the said tender documents for the sum of. (total tender amount in words and figure, inclusive of all fees 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 and supply the services, hardware and software 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 Ten percent (10%) of the contract Price for the due performance of the Contract, in the form prescribed by NITA. 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 bidders, 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] of] [In the capacity Duly authorized to sign tender for an on behalf of We remain, Yours sincerely, Page 98

Authorized Signature: Name and Title of Signatory: Name of Firm: Address: Page 99

FIN FORM 2: SUMMARY OF PRICE SN ITEM (A) PRICE (B) VAT (C) TOTAL (D) = (B) + (C) 1 Enterprise Resource Planning (ERP) System 2 Database Software Licenses 3 Professional Fees for Implementation Services 4 Training Costs 5 Annual Licenses renewal Cost (1 st one year after Commisioning) 6 Annual Maintenance (1 st one year after Commisioning ) 7 Any related hardware Cost 8 Other Costs 9 Total Price *Note1: The Total price in above should equal the price stated in FIN FORM 1. Note 2: Annual Recurrent Licensing cost and maintenance cost must be stated and clearly indicated. Annual Licensing and Maintenance cost for the 1st one year after Commisioning will form part of total tender price Signature of the Tenderer: Page 100

FIN FORM 3: DETAILED BREAKDOWN OF COSTS Note: Bidders must provide a breakdown the price for all components of their proposal, clearly showing all applicable costs applicable taxes. SN ITEM Type Country QTY UNIT SUB VAT TOTAL (A) (B) Model of (C) PRICE TOTAL (F) (G) = and Versio Origin (D) (E) = (C) x (E) + (F) n (D) 1 2 3 4 5 6 7 9 10 11 12 TOTAL Signature of the Tenderer: Page 101

6.1. NOTES ON THE STANDARD FORMS: Form of Tender (Technical and Financial Submission Forms) These forms must be completed by the bidder and submitted with the tender documents. It must also be duly signed by duly authorized representative of the bidder and supported by duly signed Power of Attorney. Confidential Business Questionnaire Form This form must be completed by the bidder and submitted with tender documents Tender Security Form When required by the tender document the bidder shall provide the tender security either in the form included therein after or in another format acceptable to the procuring entity. Contract Form The Contract form shall not be completed by the bidder at the time of submitting the bidder at the time of submitting the tender. The contract form shall be completed after contract award. Performance Security form The performance security form should not be completed by the bidder at the time of tender preparation. Only the successful bidder will be required to provide performance security in the sum provided herein or in another form acceptable to the procuring entity. Bank Guarantee for Advance Payment. When there is an agreement to have Advance payment, this form must be duly completed. Manufacturer s Authorization Form When required by the tender document, this form must be completed and submitted with the tender document. This form will be completed by the manufacturer of the goods where the bidder is an agent. Tender Submission Checklist This is to assist the tenderer to confirm that they have submitted the required information. This is by no means exhaustive. Page 102

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 applies to your type of business. NB. Attach Company Registration Certificate or Certificate of Incorporation, Valid Tax Compliance certificate from KRA, Valid Trade Licenses from NCC/ Municipal council, and VAT Certificate with this form. Part 1 - General: Business Name... (Attach Copy of Registration Certificate/Certificate Incorporation) Location of Business Premises... Plot No.... Street/Road... Postal Address... Tel. No.... Mobile Phone(s): Website:.. E-mail:.. Nature of Business... Current Trade License (from a Local Authority) No.... Expiring Date... (Attach Copy of Valid Trade license) V.A.T No (Attach Copy of V.A.T Certificate) Tax Compliance Certificate No.. Expiring Date (Attach Copy of Valid Tax Compliance from K.R.A.) Maximum value of business which you can handle at any one time: K... 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 Give details of partners as follows: Name Nationality Citizenship Details Shares 1. 2. Page 103

Part 2 (c) Registered Company: Private or Public... State the nominal and issued capital of the company:- Nominal Kshs... Issued Kshs... Page 104

Give details of all Directors as follows:- 1. 2. 3. 4. 5. Name Nationality Citizenship Details Shares Seal/Signature of Candidate..Date: Page 105

6.2. 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) (b) the fails or refuses to execute the Contract Form, if required; or fails or refuses to furnish the performance security in accordance with 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] (Amend accordingly if provided by Insurance Company) Page 106

6.3. 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) (b) the Tender Form and the Price Schedule submitted by the tenderer the Schedule of Requirements (c ) the Technical Specifications (d) (e) (f) the General Conditions of Contract the Special Conditions of contract; and 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 tenderer hereby covenants with the Procuring entity to provide the goods and to remedy the defects therein in conformity in all respects with the provisions of this 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) Page 107

Signed, sealed, delivered by the (for the tenderer in the presence of Page 108

6.4. 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] (Amend accordingly if provided by Insurance Company) Page 109

6.5. BANK GUARANTEE FOR ADVANCE PAYMENT 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 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] Page 110

[date] Page 111

6.6. 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 an authorized person. Page 112

6.7. LETTER OF NOTIFICATION OF AWARD Address of Procuring Entity To: RE: Tender No. Tender Name This is to notify that the contract/s stated below under the above mentioned tender have been awarded to you. 1. Please acknowledge receipt of this letter of notification signifying your acceptance. 2. The contract/contracts shall be signed by the parties within 30 days of the date of this letter but not earlier than 14 days from the date of the letter. 3. You may contact the officer(s) whose particulars appear below on the subject matter of this letter of notification of award. (FULL PARTICULARS) SIGNED FOR ACCOUNTING OFFICER Page 113

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List of Reference Sites The tenderer should submit at least Five (5) sites where the bidder has installed and commissioned similar ICT infrastructure. The bidder should indicate the name of the organization, physical address, contact person, contract sum, contract period and the services offered. Include three referees for any independent sub-contractor proposed. No. Name of the Organization Physical Address Contact Person Contract Sum Contract Period Services Offered 1 2 3 Page 115

TENDER SUBMISSION CHECKLIST Tenderers are advised to carefully examine and respond to the tender in accordance with the Instructions to Bidders, the Appendix to Instructions to Bidders, Technical Specifications and the Terms of Reference. BIDDER CONFIRM This list is not exhaustive and is meant to be a guide for the tender response. ATION 1 Required sets of tender - (1 Original and 2 Copies) SN CHECKLIST ITEMS (TICK) 2 Power of Attorney/Teaming Agreement NITA CONFIRM ATION (TICK) 3 Tender to be initialed on all pages except unamended literature. 4 Duly completed TECH FORM 1 on Letterhead of Tenderer 5 Tender valid for 120 days 6 Tender security submitted in required format 7 Tender security amount of KSHS. 500,000 8 Tender security valid for 150 days from the tender closing date 9 Company Registration or Incorporation Certificate 10 Kenya Revenue Authority PIN Certificate 11 Tender Form 12 Kenya Revenue Authority Valid Tax Compliance Certificate 13 Valid Single Business Trading License 14 Confidential Business Questionnaire, duly filled and signed 15 Audited financial statement reports for the last three years 16 17 16 17 Valid Manufacturer or Distributor Authorization Form in case of supply of software or equipment that the bidder did not manufacture or produce Information regarding any litigation, current or during the last five years, in which the Bidder is involved, the parties concerned and disputed amount, the outcome of the litigation if any

18 18 19 Duly signed qualifications and experience of key management and technical personnel proposed for the contract and an undertaking that they shall be Work Plan (Schedule of work, delivery of available for the contract. services and equipment) 20 Warranty for a period of 3 year for software proposed. 21 Warranty for a period of 3 years for equipment proposed. 22 Qualification information statement that the tenderer (including all members of a joint venture and subcontractors) is not associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Procuring entity to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods under this Invitation for tenders. 22