REQUEST FOR PROPOSAL FOR IT ASSET MANAGEMENT SERVICES

KENYA AIRWAYS TENDER NO. T/026/14 REQUEST FOR PROPOSAL FOR IT ASSET MANAGEMENT SERVICES Release Date: 25 th April 2014 Closing date: 23 rd May 2014 1

INVITATION TO TENDER TENDER NO.T/026/14: PROVISION OF IT ASSET MANAGEMENT SERVICES Kenya Airways invites tenders from interested vendors for the provision of IT Asset Management services which will include Inventory Management and tracking of all Kenya Airways ICT equipment as well as introduction of an asset management software; this will entail Installation, configuration and maintenance in line with the outlined specification. The documents should be completed and submitted in two parts (separately) namely: 1. Technical Bid Technical specifications and to (Provide confirmation to compliance with minimum specification provided) And 2. FINANCIAL PROPOSAL Financial proposal should comprise of the cost summary for the implementation of the project. Completed tender documents with subject TENDER NO T/026/14 PROVISION OF IT ASSET MANAGEMENT SERVICES should be emailed to email address: tender.box@kenyaairways.com no later than Friday, 23 rd May 2014 16:00Hrs (Kenyan Time). Tenders should be properly completed without any omission as per the tender document. Canvassing will lead to automatic Disqualification 2

INTRODUCTION Kenya Airways is a leading regional carrier in Africa operating from its JKIA hub in Nairobi, Kenya. Established in 1977, Kenya Airways underwent privatization process in 1996, attracting a strategic partnership with KLM Royal Dutch Airlines to become Africa s first privatized flag carrier. Kenya Airways is in the process of looking for a vendor to provide professional IT asset management services. KQ also requires physical inventory done for all ICT equipment in all offices in Kenya and outstation. The purpose of this RFP is to obtain Sufficient Information to assist Kenya Airways to select a suitable supplier to provide the above mentioned service Should any query be raised concerning a matter of principle, Kenya Airways will clarify this with all vendors at the earliest opportunity. CONTACT DETAILS All technical/functional enquiries and correspondence regarding the tender should be addressed by email to the following: Sylvester Kiplagat Sylvester.Kiplagat@kenya-airways.com Tel: +254 20 642 2106. All other enquiries should be addressed to Procurement by email to: Brian Mbuti Tel: +254 20 642 2240 Email: brian.mbuti@kenya-airways.com. 3

CONFIDENTIALITY OF INFORMATION All information contained in the tender document is confidential. Likewise, all information included by vendors in their Tender will be treated with utmost confidentiality. CONDITIONS OF TENDER Preliminary Kenya Airways Ltd maintains very strict safety standards which the tenderer is deemed to be aware of and by submitting a tender, the tenderer is deemed to have declared his/her willingness to abide by these standards. 1. The Supplier shall take upon himself the whole risk in responding to the RFP that may be applicable. 2. The Supplier shall take upon himself the whole risk of executing the service or delivery of the goods provision in accordance with these conditions and specifications that may be applicable. 3. The Supplier shall be liable for and keep the Kenya Airways indemnified against legal, loss, claim or proceedings for personal injury to or death of any person or for injury or damage to property arising from the carrying out the works, other than that which may arise from the negligence, omission or default of the Kenya Airways, its servants or agents. 4. The Supplier shall insure against liability at common law or under the relevant Workers Compensation legislation in respect of all persons employed by the Supplier, and shall also insure against liability to third persons or in respect of their property in an amount satisfactory to Kenya Airways. Evidence of current insurance shall be submitted to Kenya Airways together with copies of the policies applicable. 5. The Supplier shall observe and comply with the provisions of all relevant acts, ordinances, regulations, by-laws, orders and rules and all requirements of any governmental authority having jurisdiction over the service provision. 4

6. All directions given by Kenya Airways or her Representative in pursuant to these conditions and those elsewhere in the tender documents shall be binding upon Supplier. 7. Optional bids will not be accepted in this tender and bidders are advised to submit one bid as per specifications. 8. Proof of posting will not be accepted as proof of delivery and any tender delivered after the above stipulated time, from whatever cause arising will not be considered. 9. Kenya Airways may, at its discretion, extend the deadline for the submission of tenders through the issue of an Addendum, in which case all rights and obligations of Kenya Airways and the Tenderers previously subject to the original deadline shall thereafter be subject to the new deadline as extended. 10. Kenya Airways terms of payment is 45 days credit period. 11. No bid Modification after Tender opening will be accepted. 12. To assist in the examination, evaluation and comparison of tenders, the Employer may ask Tenderers individually for clarification of their tenders, including breakdown of unit prices. The request for clarification and the response shall be in writing or by cable, facsimile or email, but no change in the price or substance of the tender shall be sought, offered or permitted except as required to confirm the correction of arithmetical errors discovered by the employer during the evaluation of the tenders. 13. After the opening of tenders, information relating to the examination, clarification, evaluation and comparisons of tenders and recommendations concerning the award of Contract shall not be disclosed to the Tenderers or other persons not officially concerned with such process until the award of Contract is announced. If the Tenderer wishes to bring additional information to the notice of employer, he shall do so in writing and should address it to the Head of Supply Chain Tel: 6422906, Fax: 6422423 14. Insolvency will lead to Automatic Disqualification. 5

SUMMARY KQ s IT department is responsible for managing increasingly complex client environments during this time of unprecedented change. Multiple hardware platforms, different operating system versions and frequent PC replacement cycles all place an enormous management burden on IT. The result is an inconsistent IT environment which is difficult to maintain and hard to align with business goals. Just like any worthwhile IT project, IT Asset Management requires time and effort to put the right people in place, adjust processes, and implement the right technology. We would like to optimize our asset base by outsourcing the IT asset lifecycle management process. This will enable us to proactively respond to hardware and software issues and ensure the efficiency of both our IT staff and end users alike. Kenya Airways is seeking a vendor to provide professional IT asset management services. CHALLENGES o End to end asset management administration o Centralize the asset life cycle management process and asset repository. Asset lifecycle process is outlined below: i. Equipment acquisition i Equipment movement Equipment maintenance Equipment deployment v. Equipment storage vi. Equipment disposal o Management of multiple vendors for OEMs, multiple contracts, too many overheads and coordination issues o Integration in the IS equipment request process 6

o End-of-life equipment planning & liaison with procurement for in provisioning of equipments to the business. o Software license management -assessment of costs incurred for software and hardware components, to support during budgetary planning o Lack of standardization of images and policies for desktops and laptops o Lack of proper spares planning and demand management solution OBJECTIVES AND SCOPE IT Asset management as a service KQ is in the process of assessing viability of an IT asset lifecycle management service from a set of selected vendors. Inventory includes all ICT equipment owned by KQ in all offices in Kenya and outstation. The total number of all IT equipment is estimated to be about 3000. The model we would like to adopt is where the financial responsibility of all the assets will be retained by KQ and the vendor will be managing end to end Asset Life Cycle Management for KQ. The detailed scope of requirements will include:- A. Equipment Acquisition Process i. Needs identification and justification i Match user requirement to equipment Liaison with procurement B. Delivery and Storage Process i. Receiving new equipment i Managing the inventory store Coding and tagging process Issuing Process C. Deployment Process i. Match user requirement to equipment 7

i Equipment standardization process Equipment movement process Deployment and retrieval of old equipment v. Documentation Management - ownership and retrieval forms and updating inventory tool vi. Storage of retrieved equipment D. Maintenance Process i. Spares requisition planning and deployment process Equipment Preventative Maintenance E. Disposal Process i. Identification and sort process i Valuation process Approval process Ownership Transfer DELIVERABLES - 100% adherence to the outlined objectives. - Detailed physical inventory records. - Clean up inventory records by removing information that is obsolete or invalid. - Purchase and lease contract management. - IT store management. - Preventive maintenance planning and management. - Inventory records should be linked to users who own them. - A central repository for the inventory data i.e. a CMDB or a database which can be searched using a number of different attributes like the last time PM was done on that equipment. - Full lifecycle management of IT assets, from the point of acquisition through to disposal. - Vendor should supply and implement an IT asset management tool. Tool capabilities should include: 8

i. Must be able to Integrate with the KQ environment - SD tool, email i Full-featured Asset Tracking capabilities through automated discovery Hardware Inventory Hardware Lifecycle Management v. Asset Reporting vi. v vi ix. Software Inventory and usage monitoring Software License Management Integrated Purchase and Contract Management OS and software deployment - Additional points to note regarding asset Inventory, Preventive Maintenance and required asset attributes: a. Asset Inventory i. Ability to import assets to tool from existing format i.e. spreadsheet i Ensure that each asset has a unique ID Provide method to add new assets using a fast, efficient data entry process Provide ability to add new fields to existing records and globally populate attributes v. Include ability to query/sort assets on various attributes b. Preventive Maintenance (PM) i. Set triggers for PMs by various criteria such as by date or hours. Include appropriate labor, materials, parts, and other requirement work components. i Set various PM start date types, e.g. days, weeks, months, etc. c. Asset Attributes Attributes describe the characteristics of an asset that are valuable to record and which will support service asset and configuration management. Typical attributes include: i. Unique identifier CI/Asset type 9

i Name/Description Version (e.g. file, build, baseline, release) v. Location vi. v vi ix. Supply date License details, e.g. expiry date Owner/custodian Status x. Supplier/source xi. x xi Related documents Historical data, e.g. audit trail Relationship type KEY PERFORMANCE INDICATORS AND METRICS FOR ASSET MANAGEMENT The following measures are applicable: i. Improved audit compliance i Percentage improvement in maintenance scheduling over the life of an asset Degree of alignment between provided maintenance and business support Assets identified as the cause of service failures v. Improved speed for incident management to identify faulty assets and restore service vi. Impact of incidents and errors affecting particular asset types, e.g. from particular suppliers for use in trend analysis for improving the IT services v Percentage re-use and redistribution of underutilized resources and assets vi Ratio of used licenses against paid for licenses (should be above 90%) ix. Average cost per user for licenses (i.e. more effective charging options achieved) x. Achieved accuracy in budgets and charges for the assets utilized by each customer or business unit xi. Percentage reduction in business impact of outages and incidents caused by poor asset and configuration management 10

ASSUMPTIONS The term inventory is inclusive of all IT equipment owned by Kenya Airways namely desktops, monitors, laptops, routers, switches, servers, tablets. Physical inventory will be done for equipment in all KQ offices local and abroad. The number of inventory used by staff has been growing and will continue to grow. Our inventory landscape is always changing as new equipment is deployed and old ones retrieved due to a number of reasons i.e. end of equipment s lifecycle or faulty equipment etc. Any tools or processes implemented to manage assets should be able to accommodate these changes. Vendor will adhere to the processes already in place i.e. equipment movement process and the store management process. RFP RESPONSE FORMAT The RFP response to include: 1. Company Profile: Provide information about your firm, such as relevant projects, office locations, services provided, and number of professionals 2. Team: Identify the proposed team and their qualifications in the supporting and deploying the services. 3. Experience/ References: Describe similar projects completed within the past two (2) years. Provide at least five references and contact person (email address and phone number).these must be references to sites which have similar or more capacity to Kenya Airways. 4. Service/ Methodology - The tender responses must provide detailed step by step approach that the vendor intends to take to achieve the objectives described. 5. Schedule: Provide implementation timelines with milestones and key deliverables. 6. Financial Proposal The vendor must provide a detailed the financial proposal outlining how it intends to charge Kenya Airways for the provision of the services 11

AWARD OF THE CONTRACT a) Kenya Airways intends i. to award the Contract to the tenderer who appears to have the capability and resources to carry out the Contract effectively, whose Tender has been determined to be responsive to the Tender Documents and who has offered (or taken into consideration) the most favorable Tender; or to reject the Tenders. Kenya Airways reserves the right to reject any or all Tenders. 12