ministry of agriculture, livestock, fisheries and co
TRANSCRIPT
MINISTRY OF AGRICULTURE, LIVESTOCK, FISHERIES AND CO-OPERATIVES
State Department for Co-operatives
REQUEST FOR PROPOSAL
TENDER NO: Ref No: SDC/SCM/2/2020/21
CONSULTANCY SERVICES ON AUTOMATION AND MODERNIZATION IN COFFEE CO-
OPERATIVES SOCIETIES IN KENYA
INTRODUCTION
1. This Standard Request for Proposals (SRFP) has been prepared for use by
public entities in Kenya in the procurement of consultancy services and
selection of consultants.
2. The SRFP includes Standard form of Contract for Large Assignments and
small assignment which are for lump sum or time based payments.
3. A separate SRFP has been provided for selection of individual professional
consultants.
4. The General Conditions of Contract should not be modified and instead
the Special Conditions of Contract should be used to reflect the unique
circumstances of the particular assignment. Similarly, the information to
consultants should only be clarified or amended through the Appendix to
information to Consultants.
5. This SRFP document shall be used where a shortlist of consultancy firms
already exist or has been obtained through a shortlist after an
advertisement of Expression of Interest for Consultancy required.
SECTION I - LETTER OF INVITATION
The State Department for Co-operatives seeks to procure consulting firms with
adequate capacity to undertake Consultancy services on automation and
modernization in coffee co-operatives societies in Kenya – Tender Number-
SDC/SCM/2/2020-2021.
Technical and financial proposals are therefore invited from eligible consulting
firms to undertake the exercise.
The Tender documents with further detailed information may be obtained from
the Supply Chain Management Office, NSSF Building, 16th Floor, Eastern Wing,
during working hours (8.00 a.m. – 5.00 p.m.), upon payment of a non-refundable
fee of Kenya Shillings One Thousand (Kshs.1000/=) per set of the Tender
document, payable at the Cash Office, NSSF Building Block B, 10th floor or a
banker’s cheque.
Interested bidders may download tender documents from the following link
www.ushirika.go.ke or www.supplier.treasury.go.ke and submit the same free of
charge.
The evaluation criteria shall be as prescribed in the tender documents.
Prices quoted must include all taxes, be expressed in Kenya Shillings and remain
valid for a period of 120 days from the tender opening date. Bid securities from
reputable Banks and approved Insurance Firms, where required, will be as stated
in the bid documents.
All bids must be accompanied by a bid security of not less than the indicated
amount in each tender document.
Completed and subsequently serialized proposals, in plain sealed envelopes,
without indication of the sender, clearly marked Tender name and number should
be addressed and delivered to:-
The Principal Secretary,
State Department for Co-operatives
P.O. Box 30547 – 00100,
NAIROBI
Or be deposited in the Tender Box at NSSF Building, Block ‘A’ Eastern Wing 16th
Floor, at the main reception area so as to be received on or before Wednesday
4th November, 2020 at 10.00am.
Tenders will be opened immediately thereafter in the presence of the
candidates or their representatives who choose to attend. Late tenders shall not
be accepted.
HEAD OF SUPPLY CHAIN MANAGEMENT UNIT
FOR: PRINCIPAL SECRETARY
STATE DEPARTMENT FOR CO-OPERATIVES
Dear Sir/Madam,
RE: REQUEST FOR PROPOSAL
1.1 State Department for Co-operatives invites proposals for the following
consultancy service for cooperative training for funded societies.
.
1.2 The request for proposals (RFP) includes the following documents:
Section I - Letter of invitation
Section II - Information to consultants
Appendix to Consultants information
Section III - Terms of Reference
Section IV - Technical proposals
Section V - Financial proposal
Section VI - Standard Contract Form
1.3 Upon receipt, please inform us
(a) that you have received the letter of invitation
(b) whether or not you will submit a proposal for the assignment
Yours sincerely,
Principal Secretary–State Department for Co-operatives
2.0 INFORMATION TO CONSULTANTS (ITC)
SECTION II: - INFORMATION TO CONSULTANTS (ITC)
2.1 Introduction
2.1.1 The Client named the Appendix to “ITC” will select a firm among those
invited to submit a proposal, in accordance with the method of selection
detailed in the appendix. The method of selection shall be as indicated by
the procuring entity in the Appendix.
2.1.2 The consultants are invited to submit a Technical Proposal and a Financial
Proposal, or a Technical Proposal only, as specified in the Appendix “ITC”
for consulting services required for the assignment named in the said
Appendix. A Technical Proposal only may be submitted in assignments
where the Client intends to apply standard conditions of engagement and
scales of fees for professional services which are regulated as is the case
with Building and Civil Engineering Consulting services. In such a case the
highest ranked firm of the technical proposal shall be invited to negotiate
a contract on the basis of scale fees. The proposal will be the basis for
Contract negotiations and ultimately for a signed Contract with the
selected firm.
2.1.3 The consultants must familiarize themselves with local conditions and take
them into account in preparing their proposals. To obtain firsthand
information on the assignment and on the local conditions, consultants are
encouraged to liaise with the Client regarding any information that they
may require before submitting a proposal and to attend a preproposal
conference where applicable. Consultants should contact the officials
named in the Appendix “ITC” to arrange for any visit or to obtain additional
information on the pre-proposal conference. Consultants should ensure
that these officials are advised of the visit in adequate time to allow them
to make appropriate arrangements.
2.1.4 The Procuring entity will provide the inputs specified in the Appendix “ITC”,
assist the firm in obtaining licenses and permits needed to carry out the
services and make available relevant project data and reports.
2.1.5 Please note that (i) the costs of preparing the proposal and of negotiating
the Contract, including any visit to the Client are not reimbursable as a
direct cost of the assignment; and (ii) the Client is not bound to accept any
of the proposals submitted.
2.1.6 The procuring entity’s employees, committee members, board members
and their relatives (spouse and children) are not eligible to participate.
2.1.7 The price to be charged for the tender document shall not exceed Kshs.
1,000/=
2.1.8 The procuring entity shall allow the tenderer to review the tender document
free of charge before purchase.
2.2 Clarification and Amendment of RFP Documents
2.1.9 Consultants may request a clarification of any of the RFP documents only up
to seven [7] days before the proposal submission date. Any request for
clarification must be sent in writing by paper mail, cable, telex, facsimile or
electronic mail to the Client’s address indicated in the Appendix “ITC”. The
Client will respond by cable, telex, facsimile or electronic mail to such
requests and will send written copies of the response (including an
explanation of the query but without identifying the source of inquiry) to all
invited consultants who intend to submit proposals.
2.1.10 At any time before the submission of proposals, the Client may for any
reason, whether at his own initiative or in response to a clarification
requested by an invited firm, amend the RFP. Any amendment shall be
issued in writing through addenda. Addenda shall be sent by mail, cable,
telex or facsimile to all invited consultants and will be binding on them. The
Client may at his discretion extend the deadline for the submission of
proposals.
2.3 Preparation of Technical Proposal
2.3.1 The Consultants proposal shall be written in English language
2.3.2 In preparing the Technical Proposal, consultants are expected to examine
the documents constituting this RFP in detail. Material deficiencies in
providing the information requested may result in rejection of a proposal.
2.3.3 While preparing the Technical Proposal, consultants must give particular
attention to the following:
(i) If a firm considers that it does not have all the expertise for the
assignment, it may obtain a full range of expertise by associating
with individual consultant(s) and/or other firms or entities in a joint
venture or sub-consultancy as appropriate. Consultants shall not
associate with the other consultants invited for this assignment. Any
firms associating in contravention of this requirement shall
automatically be disqualified.
(ii) For assignments on a staff-time basis, the estimated number of
professional staff-time is given in the Appendix. The proposal shall
however be based on the number of professional staff-time
estimated by the firm.
(iii) It is desirable that the majority of the key professional staff proposed
be permanent employees of the firm or have an extended and
stable working relationship with it.
(iv) Proposed professional staff must as a minimum, have the
experience indicated in Appendix, preferably working under
conditions similar to those prevailing in Kenya.
(v) Alternative professional staff shall not be proposed and only one
Curriculum Vitae (CV) may be submitted for each position.
2.3.4 The Technical Proposal shall provide the following information using the
attached Standard Forms;
(i) A brief description of the firm’s organization and an outline of recent
experience on assignments of a similar nature. For each assignment
the outline should indicate inter alia, the profiles of the staff
proposed, duration of the assignment, contract amount and firm’s
involvement.
(ii) Any comments or suggestions on the Terms of Reference, a list of
services and facilities to be provided by the Client.
(iii) A description of the methodology and work plan for performing the
assignment.
(iv) The list of the proposed staff team by specialty, the tasks that would
be assigned to each staff team member and their timing.
(v) CVs recently signed by the proposed professional staff and the
authorized representative submitting the proposal. Key information
Should include number of years working for the firm/entity and
degree of responsibility held in various assignments during the last ten
(10) years.
(vi) Estimates of the total staff input (professional and support staff
stafftime) needed to carry out the assignment supported by bar
chart diagrams showing the time proposed for each professional
staff team member.
(vii) A detailed description of the proposed methodology, staffing and
monitoring of training, if Appendix “A” specifies training as a major
component of the assignment.
(viii) Any additional information requested in Appendix “A”.
2.3.5 The Technical Proposal shall not include any financial information.
2.4 Preparation of Financial Proposal
2.4.1 In preparing the Financial Proposal, consultants are expected to
take into account the requirements and conditions outlined in the
RFP documents. The Financial Proposal should follow Standard
Forms (Section D). It lists all costs associated with the assignment
including; (a) remuneration for staff (in the field and at
headquarters), and; (b) reimbursable expenses such as subsistence
(per diem, housing), transportation (international and local, for
mobilization and demobilization), services and equipment (vehicles,
office equipment, furniture, and supplies), office rent, insurance,
printing of documents, surveys, and training, if it is a major
component of the assignment. If appropriate these costs should be
broken down by activity.
2.4.2 The Financial Proposal should clearly identify as a separate amount,
the local taxes, duties, fees, levies and other charges imposed
under the law on the consultants, the sub-consultants and their
personnel, unless Appendix “A” specifies otherwise.
2.4.3 Consultants shall express the price of their services in Kenya Shillings.
2.4.4 Commissions and gratuities, if any, paid or to be paid by consultants
and related to the assignment will be listed in the Financial Proposal
Submission Form.
2.4.5 The Proposal must remain valid for 60 days after the submission
date. During this period, the consultant is expected to keep
available, at his own cost, the professional staff proposed for the
assignment. The Client will make his best effort to complete
negotiations within this period. If the
Client wishes to extend the validity period of the proposals, the consultants
shall agree to the extension.
2.5 Submission, Receipt, and Opening of Proposals
2.5.1 The original proposal (Technical Proposal and, if required, Financial Proposal;
see paragraph. 1.2) shall be prepared in indelible ink. It shall contain no
interlineation or overwriting, except as necessary to correct errors made by
the firm itself. Any such corrections must be initialed by the persons or
person authorized to sign the proposals.
2.5.2 For each proposal, the consultants shall prepare the number of copies
indicated in Appendix “A”. Each Technical Proposal and Financial
Proposal shall be marked “ORIGINAL” or “COPY” as appropriate. If there
are any discrepancies between the original and the copies of the
proposal, the original shall govern.
2.5.3 The original and all copies of the Technical Proposal shall be placed in a
sealed envelope clearly marked “TECHNICAL PROPOSAL,” and the original
and all copies of the Financial Proposal in a sealed envelope clearly
marked “FINANCIAL PROPOSAL” and warning: “DO NOT OPEN WITH THE
TECHNICAL PROPOSAL”. Both envelopes shall be placed into an outer
envelope and sealed. This outer envelope shall bear the submission address
and other information indicated in the Appendix “ITC” and be
clearly marked, “DO NOT OPEN, EXCEPT IN PRESENCE OF THE OPENING
COMMITTEE”
2.5.4 The completed Technical and Financial Proposals must be delivered at the
submission address on or before the time and date stated in the Appendix
“ITC”. Any proposal received after the closing time for submission of
proposals shall be returned to the respective consultant unopened.
2.5.5 After the deadline for submission of proposals, the Technical Proposal shall
be opened immediately by the opening committee. The Financial Proposal
shall remain sealed and deposited with a responsible officer of the client
department up to the time for public opening of financial proposals.
2.6 Proposal Evaluation General
2.6.1 From the time the bids are opened to the time the Contract is awarded, if
any consultant wishes to contact the Client on any matter related to his
proposal, he should do so in writing at the address indicated in the
Appendix “ITC”. Any effort by the firm to influence the Client in the proposal
evaluation, proposal comparison or Contract award decisions may result in
the rejection of the consultant’s proposal.
2.6.2 Evaluators of Technical Proposals shall have no access to the Financial
Proposals until the technical evaluation is concluded.
2.7 Evaluation of Technical Proposal
2.7.1 The evaluation committee appointed by the Client shall evaluate the
proposals on the basis of their responsiveness to the Terms of Reference,
applying the evaluation criteria as follows:
Mandatory Requirements
1. Incorporation Certificate/Business Registration Certificate
2. Tax Compliance Certificate
3. Submit a bid bond/security of Kshs. 1,000,000 from a reputable bank or an
insurance company approved by Public Procurement Regulatory
Authority (PPRA)
4. Provide certified litigation clearance form
5. Provide CR12 (for limited companies)
6. Duly signed technical proposal
7. Declaration that you are not insolvent, in receivership, bankrupt or
in the process of being wound up
8. Provide a self-declaration that they are not debarred from participating
in the Public Procurement
9. A declaration that the firm has not and will not be involved in corrupt or
fraudulent practices.
10. Manufacturers authorization for equipment
11. Certificates of warranty for all the installed equipment and accessories
12. Certificate of Accreditation from ICT Authority (ICTA)
13. Duly paginated tender bids
TECHNICAL EVALUATION CRITERIA
No Category Sub Category Marks Max. Point
A WORK
EXPERIENCE
Proof of specific experience of the
consultant related to the assignment –
Digitization of coffee systems and digital
weighing scales
10
20 Proof of similar assignments –Software
development and
digitization/automation, wireless network
installation
10
B METHODOLOGY
Technical Approach-Proposed
methodology in response to the ToR 15
50
Methodology and schedule of the
main activities of the assignment
including delivery dates, progress
reports and delivery of the final report
(Clarity of methodology and work
plan)
25
Training on automated systems and
training manuals / materials 5
Proven experience in supply and
installation of electronic devices similar
to the ones stated in the TORs.
5
Managerial and Key Personnel
Competency Profile:
Suitability/adequacy for the
assignment: profile of three consultants,
general experience, level of education
and training, experience in
C
QUALIFICATION
S AND
COMPETENCE
OF STAFF
comparable assignment, knowledge of
the industry (Provide relevant CV’s for at
least 3 staff besides the Lead
Consultant who will be assigned to this
project (specify their position in the
company and the respective role to be
undertaken in the event the firm is
successful).
10
30
Qualifications of Lead Consultant:
i. Postgraduate qualification in
3
information, communication and
technology or related area
ii.
A minimum of 5 years’
experience in software
development and networks
installation.
3
iii.
Demonstrated experience and
success in delivering similar
Projects {samples of systems
(screenshots), training
Materials, and reports previously
developed} and catalogues of
the equipment showing any
available after sales service.
10
iv. At least three referees for
similar work done in the last three
years (provide evidence)
4
Total Technical Score 100
The minimum technical score required to proceed to financial evaluation is 70
Marks
Each responsive proposal will be given a technical score (St). A proposal shall
be rejected at this stage if it does not respond to important aspects of the
Terms of Reference or if it fails to achieve the minimum technical score
indicated in the Appendix “ITC”.
2.8 Public Opening and Evaluation of Financial Proposal
2.8.1After Technical Proposal evaluation, the Client shall notify those
consultants whose proposals did not meet the minimum qualifying mark or
were considered non-responsive to the RFP and Terms of Reference,
indicating that their Financial Proposals will be returned after completing the
selection process. The Client shall simultaneously notify the consultants who
have secured the minimum qualifying mark, indicating the date and time set
for opening the Financial Proposals and stating that the opening ceremony
is open to those consultants who choose to attend. The opening date shall
not be sooner than seven (7) days after the notification date. The notification
may be sent by registered letter, cable, telex, facsimile or electronic mail.
2.8.2 The Financial Proposals shall be opened publicly in the presence of the
consultants’ representatives who choose to attend. The name of the consultant,
the technical. Scores and the proposed prices shall be read aloud and recorded
when the Financial Proposals are opened. The Client shall prepare minutes of the
public opening.
2.8.3 The evaluation committee will determine whether the financial
proposals are complete (i.e. whether the consultant has costed all the items
of the corresponding Technical Proposal and correct any computational
errors. The cost of any unpriced items shall be assumed to be included in other
costs in the proposal. In all cases, the total price of the Financial Proposal as
submitted shall prevail.
2.8.4 While comparing proposal prices between local and foreign firms
participating in a selection process in financial evaluation of Proposals, firms
incorporated in Kenya where indigenous Kenyans own 51% or more of the share
capital shall be allowed a 10% preferential bias in proposal prices. However, there
shall be no such preference in the technical evaluation of the tenders. Proof of
local incorporation and citizenship shall be required before the provisions of this
sub-clause are applied. Details of such proof shall be attached by the Consultant
in the financial proposal.
2.8.5 The formulae for determining the Financial Score (Sf) shall, unless an alternative formula is indicated in the Appendix “ITC”, be as follows: - Sf = 100 X
FM/F where Sf is the financial score; Fm is the lowest priced financial proposal and
F is the price of the proposal under consideration. Proposals will be ranked
according to their combined technical (St) and financial (Sf) scores using the
weights (T=the weight given to the Technical Proposal: P = the weight given to the
Financial Proposal; T + p = I) indicated in the Appendix. The combined technical
and financial score, S, is calculated as follows: - S = St x T % + Sf x P %. The firm
achieving the highest combined technical and financial score will be invited for
negotiations.
2.8.6 The tender evaluation committee shall evaluate the tender within 30 days of
from the date of opening the tender.
2.8.7 Contract price variations shall not be allowed for contracts not exceeding
one year (12 months).
2.8.8 Where contract price variation is allowed, the variation shall not exceed
10% of the original contract price
2.8.9 Price variation requests shall be processed by the procuring entity within 30
days of receiving the request.
2.9 Negotiations
2.9.1 Negotiations will be held at the same address as “address to send
information to the Client” indicated in the Appendix “ITC”. The aim is to
reach agreement on all points and sign a contract.
2.9.2 Negotiations will include a discussion of the Technical Proposal, the
proposed methodology (work plan), staffing and any suggestions made by
the firm to improve the Terms of Reference. The Client and firm will then
work out final Terms of Reference, staffing and bar charts indicating
activities, staff periods in the field and in the head office, staff-months,
logistics and reporting. The agreed work plan and final Terms of Reference
will then be incorporated in the “Description of Services” and form part of
the Contract. Special attention will be paid to getting the most the firm can
offer within the available budget and to clearly defining the inputs required
from the Client to ensure satisfactory implementation of the assignment.
2.9.3 Unless there are exceptional reasons, the financial negotiations will not
involve the remuneration rates for staff (no breakdown of fees).
2.9.4 Having selected the firm on the basis of, among other things, an evaluation
of proposed key professional staff, the Client expects to negotiate a
contract on the basis of the experts named in the proposal. Before contract
negotiations, the Client will require assurances that the experts will be
actually available. The Client will not consider substitutions during contract
negotiations unless both parties agree that undue delay in the selection
process makes such substitution unavoidable or that such changes are
critical to meet the objectives of the assignment. If this is not the case and
if it is established that key staff were offered in the proposal without
confirming their availability, the firm may be disqualified.
2.9.5 The negotiations will conclude with a review of the draft form of the
Contract. To complete negotiations the Client and the selected firm will
initial the agreed Contract. If negotiations fail, the Client will invite the firm
whose proposal received the second highest score to negotiate a
contract.
2.9.6 The procuring entity shall appoint a team for the purpose of the negotiations.
2.10 Award of Contract
2.10.1The Contract will be awarded following negotiations. After negotiations are
completed, the Client will promptly notify other consultants on the shortlist
that they were unsuccessful and return the Financial Proposals of those
consultants who did not pass the technical evaluation.
2.10.2 The selected firm is expected to commence the assignment on the date
and at the location specified in Appendix “A”.
2.10.3 The parties to the contract shall have it signed within 30 days from the date
of notification of contract award unless there is an administrative review
request.
2.10.4 The procuring entity may at any time terminate procurement proceedings
before contract award and shall not be liable to any person for the
termination.
2.10.5 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.
2.10.6 To qualify for contract awards, the tenderer shall have the following:
(a) Necessary qualifications, capability experience, services, equipment and
facilities to provide what is being procured.
(b) Legal capacity to enter into a contract for procurement.
(c) Shall not be insolvent, in receivership, bankrupt or in the process of being
wound up and is not the subject of legal proceedings relating to the
foregoing.
(d) Shall not be debarred from participating in public procurement.
2.11 Confidentiality
2.11.1Information relating to evaluation of proposals and recommendations
concerning awards shall not be disclosed to the consultants who
submitted the proposals or to other persons not officially concerned with
the process, until the winning firm has been notified that it has been
awarded the Contract.
2.12 Corrupt or fraudulent practices
2.12.1The procuring entity requires that the consultants observe the highest
standards of ethics during the selection and award of the consultancy
contract and also during the performance of the assignment. The tenderer
shall sign a declaration that he has not and will not be involved in corrupt
or fraudulent practices.
2.12.2 The procuring entity will reject a proposal for award if it determines that the
consultant recommended for award has engaged in corrupt or
fraudulent practices in competing for the contract in question.
2.12.3 Further a consultant who is found to have indulged in corrupt or fraudulent
practices risks being debarred from participating in public procurement
in Kenya.
Appendix to information to consultants
Note on the Appendix to Information to Consultants
1. The Appendix to information to consultant is intended to assist the
procuring entity in providing specific information in relation to
corresponding claims in the information to consultants included in Section II and the appendix has to be prepared for each specific consultancy.
2. The Procuring entity should specify in the appendix information and
requirements specific to the circumstances of the procuring entity, the
assignment of the consultancy and the proposals evaluation criteria that
will apply to the RFP Consultancy.
3. In preparing the appendix the following aspects should be taken into
consideration.
(a) The information that specifies or complements provisions of
Section II to be incorporated.
(b) Amendments of Section II as necessitated by the circumstances
of the specific consultancy to be also incorporated
(c) Section II should remain unchanged and any changes or
amendments should be introduced through the appendix.
Appendix to Information to Consultants
The following information for procurement of consultancy services and
selection of consultants shall complement or amend the provisions of the
information to consultants, wherever there is a conflict between the
provisions of the information and to consultants and the provisions of the
appendix, the provisions of the appendix herein shall prevail over those
of the information to consultants.
Notes on the preparation of the Technical Proposals
3.1 In preparing the technical proposals the consultant is expected to
examine all terms and information included in the RFP. Failure to provide
all requested information shall be at the consultants own risk and may
result in rejection of the consultant’s proposal.
3.2 The technical proposal shall provide all required information and any
necessary additional information and shall be prepared using the
standard forms provided in this Section.
3.3 The Technical proposal shall not include any financial information unless it is
allowed in the Appendix to information to the consultants or the Special
Conditions of contract.
1. TECHNICAL PROPOSAL SUBMISSION FORM
[_______________ Date]
To: ______________________ [Name and address of Client)
Ladies/Gentlemen:
We, the undersigned, offer to provide the consulting services for
__________________
_______________________________[Title of consulting services] in accordance with
your Request for Proposal dated ______________________[ Date] and our
Proposal. We are hereby submitting our Proposal, which includes this Technical
Proposal, [and a Financial Proposal sealed under a separate envelope-where
applicable].
We understand you are not bound to accept any Proposal that you receive.
We remain,
Yours sincerely,
_______________________________[Authorized Signature]:
________________________________[Name and Title of Signatory]
:
_________________________________[Name of Firm]
:
_________________________________[Address:]
2. FIRM’S REFERENCES
Relevant Services Carried Out in the Last Five Years That Best Illustrate
Qualifications
Using the format below, provide information on each assignment for which your
firm either individually, as a corporate entity or in association, was legally
contracted.
Firm’s Name: ___________________________________
Name and title of signatory; ________________________
Assignment Name:
Country
Location within Country:
Professional Staff provided by Your
Firm/Entity(profiles):
Name of Client:
assignment.
Clients contact person for the
Address:
No of Staff-Months; Duration of
Assignment:
Start Date (Month/Year): Completion Date
Approx. Value of Services (Kshs)
(Month/Year):
Name of Associated Consultants. If any:
No of Months of Professional
Staff provided by Associated
Consultants:
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and
Functions Performed:
Narrative Description of project:
Description of Actual Services Provided by Your Staff:
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TERMS OF REFERENCE FOR CONSULTANCY SERVICES ON AUTOMATION
IN COFFEE CO-OPERATIVE SOCIETIES IN KENYA
1. Background
The core function of the State Department for Co-operatives (SDC) is to oversee the
development of economically viable co-operative societies through formulation and
enforcement of policy as well as legal and regulatory framework that meet the aspirations of
the co-operative movement. A key priority of the State Department is revitalization of the
coffee Co-operatives through improved corporate governance, enhanced efficiency and service
delivery to co-operative members. The Government is working towards various interventions
in revitalization of the coffee industry through the State Department for Co-operatives (SDC)
which among other functions is mandated to take lead in overseeing smooth, transparent
operations and member management by Co-operatives societies. Coffee Co-operatives
societies like other sector Co-operatives are expected to be efficient, transparent and
accountable in their operations.
Effective implementation of the Departments functions is hampered by low adoption of
Information Communication Technology (ICT), lack of real time, reliable and credible data
from Coffee Co-operatives Societies. This makes it difficult for the State Department to
effectively deliver services and respond to the needs of stakeholders in order to achieve its
mandate as required. For coffee, the required data includes coffee farmers/member profiles,
co-operatives profiles and operations. To address this problem the State Department for Co-
operatives is in the process of developing comprehensive coffee industry database for 490
registered Coffee Co-operatives Societies in Kenya. Coffee is grown in 31 counties in Kenya
by smallholder farmers and estate farmers. The smallholders form the majority of the growers
estimated at over 700,000 while the estate farmers are approximately 4,000. The smallholder
farmers are organized into 490 Coffee Co-operatives Societies.
2. Rationale
The aim of this intervention is to revitalise the coffee industry by improving efficiency and
governance through automation of data collection, records management, information sharing,
provision of appropriate equipment and training. This concept Note outlines four major
delivery strategies which includes; identification of weaknesses in the existing service delivery
systems; installation of Coffee Management Information System (coffeeMIS); procurement,
supply and installation of support equipment and hardware (digital weighing scales, Point of
Sale (POS), biometric data capture, e-card and laptops) and capacity building of the users on
the equipment operations and the new system.
In the financial year 2020/21, the State Department intends to digitize 200 selected coffee
factories and upgrade the hosting environment at the State Department Headquarters.
Successful implementation of this intervention is envisaged to restore confidence among the
membership of the Coffee Co-operatives and other actors in the value chain through improved
accountability, transparency and real time information sharing. The State Department is
therefore seeking the services of a consultant to provide these services.
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3. Scope of work
The digitization/automation and support will focus on selected 200 active coffee pulping
factories spread in 23 counties. These Co-operative societies were selected from coffee
mapping done by SDC.
4. Objectives
The main objective is to improve transparency, efficiency, governance and information
integrity in coffee co-operatives. Implementation of this initiative is expected to increase
production and income to the farmers.
5. Purpose of the consultancy
The purpose of this consultancy is to:
i.Install, configure and integrate the coffee management Information system (CoffeeMIS) in 200
coffee factories and integrate it with the existing secondary hardware including digital
weighing scales, Smart POS, computers and internet connectivity;
ii.Integrate CoffeeMIS with other key existing systems (Co-operatives Management Information
System (CMIS), Coffee Cherry Advance Revolving Fund Payment System-New KPCU ltd, E-
voucher and Kenya Integrated Agriculture Management Information System (KIAMIS))
iii.Develop coffee farmer’s database encompassing all coffee farmers’ profiles in 225 factories.
iv.Procure, deliver, install and commission appropriate hardware in 200 coffee factories (Digital
weighing scales, Laptop computers and smart Point of sale (POS)).
v. Capacity build at least 2 coffee co-operatives staff in each targeted factory, 2 county
extension officers per County and 10 SDC to be Master Trainers on the system
vi. Procure and install a main server and firewall in SDC to host/backup the coffeeMIS
and the coffee database.
vii. Pull a fibre cable from the core router to the main server at an interface of 10Gig (4th
Floor to 13th Floor Block B NSSF).
viii. Procure and install Heating Ventilation and Air Conditioning (HVAC) system at the
server room.
ix. Procure, install, configure and commission a wireless LAN for provision of WI-FI
services at all SDC floors in Block A and Block B NSSF building.
6. Specific task and deliverables
The consultancy will be clustered in the following outputs and deliverables
3 | P a g e
Output Deliverable
CoffeeMIS Installed in
200 coffee factories
Installation, configuration and integration of the existing Coffee
Management Information System (CoffeeMIS) and integrate it
with the existing secondary hardware.
The consultant will be required to integrate the CoffeeMis system
with digital electronic weighing scales software, POS, laptop to
guarantee seamless coffee cherry deliveries, weight capturing and
mapping to the farmer data
The Co-operatives societies which have connectivity while using
the application will log in and update the system in real-time
otherwise the farmers’ records held central in the Co-operatives
Societies Registration and Management Database will auto-update
whenever connectivity is available.
The Co-operatives societies will have access credentials to access
and update through a web browser.
200 units of Digital
weighing scales,
10,000 E-cards and
200 units of smart POS
procured and delivered
Procure and install digital weighing scales, E-cards and smart
POS. Train the user on the use of digitised electronic hardware and
software. Provide technical assistance for one-year renewable. 1
Maintenance Contract (for calibration, stamping, hosting and user
support on digitized electronic hardware)
Internet connectivity
installed in 200 coffee
factories
Install Internet connectivity in coffee Co-operative Societies
factories.
The consultant will partner with Telkom Provider for provision of
2MB wireless link to the 200 coffee factories and a back uplink at
SDC HQS of 10 MB
CoffeeMIS integrated
with other key existing
systems (CMIS, cherry
advance payment
System-New KPCU
ltd, E-voucher and
KIAMIS)
Integrate CoffeeMIS with other key existing systems.
The consultant will be required to design, test, commission and
install the data base and the online access web-based system in the
SDC servers in Nairobi; The data base will be linked to key coffee
stakeholders.
Database of coffee
farmers in 225
factories developed
and implemented
Develop and implement coffee farmer’s database encompassing
all coffee farmers’ profiles in participating factories.
The consultant will develop a scalable Co-operatives Societies
Database System which will have a module register and keep
grower (farmer) records. The system will be accessible and
updated centrally with, a distrusted copy of the database system
installed in respective Coffee Co-operatives Society factories. A
master database will be centrally deployed in SDC headquarters.
The system is envisaged to be bimodal, accessible centrally in real-
time with an offline mode in the event of there being no
connectivity in a coffee Co-operatives society office. The database
will be relational by design with different tables containing the
growers’ data and transactional information including coffee
cherry deliveries
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2No. coffee co-
operatives societies
staff, 2No. county
extension officers per
Coffee growing
County and 10No.
SDC Master Trainers
on the system
Capacity build coffee co-operatives staff, county extension
officers in coffee growing Counties and SDC Master Trainers on
the system. This will also involve creating user accounts in each
coffee Co-operative society to enable immediate
operationalization of the system, connectivity and maintenance.
Guide each coffee Co-operative society to nurture competences to
upload the required requisite data and be adequately equipped to
self-administer the system.
Provide technical support to coffee Co-operatives on uploading of
data for one-year renewable.
Perform online maintenance of the data collection system and
website on need basis.
1No. main server,
firewall installed
Heating Ventilation
and Air Conditioning
(HVAC), wireless
LAN in all SDC floors
procured and installed.
Fibre optic cable
connected
1. Procure and install a main server and firewall, Heating
Ventilation and Air Conditioning (HVAC) system at the
server room and wireless LAN on all SDC floors. Fibre optic
cable connected from the core router to the main server. Host
the data collection system in the SDC servers in Nairobi;
2. Ensure high security of the data collection system by having
inbuilt access controls for internal and external users
including an audit trail function
3. Install a secure data back-up system
7. Expected Deliverables
i. A cleared inception report by SDC detailing how the consultant plans to deliver the
assignment 14 days after signing the contract;
ii. A cleared report by SDC showing 200 coffee co-operatives installed with digital system,
laptops and POSs
iii. A cleared report by SDC showing 400 trained coffee co-operative society factories staff on
the operations and use of the equipment and the system including preventive maintenance
iv.A cleared report by SDC showing 50 SDC staff trained on CoffeeMIS system.
8. Timeline
The assignment shall be completed within 90 Calendar days from the date of signing the
contract
9. Consultant Selection Method
The consultant will be selected based on experience and qualifications.
10. Reporting and other Contract Conditions
The consultant will report to the Accounting Officer but will work closely with identified staff
of the State Department for Co-operatives and responsible officers for co-operatives matters in
respective counties.
11. General Qualification/skills Required
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Any firm registered with an authorized agency of the Government of Kenya and having
minimum five years of experience in the field of designing and development of Information
and Communication Technology (ICT) as well as installing digitization systems is eligible to
apply. The firm should also prove experience and competence in dealing with digital weighing
scales and connectivity.
12. Composition of Team Members
All of the team members should have a proven experience in similar projects related to
digitization of farmers’ Co-operative Societies. The applicant shall send a detailed CV of the
team members that will be involved in the proposed project including academic qualification,
training, and work experiences. The bidding firms should provide the names of the key team
members who meet the requirements for each job needed for the project.
Key Professional Staff
1. Team Leader
2. Software engineer(s)
a. Information and communication training: Bachelor of Science degree information
technology, computer science or related field;
b. Professional qualification in web development using ASP.NET language and
knowledge in MSSQL data base,
c. Experience in USSD development and IPRS integration
3. Agricultural Material Processing Engineer
Technical qualification at Minimum Diploma level from an institution recognised in Kenya in
the field agricultural equipment including weights and measures.
13. Budget and Payment Procedure
The firm shall submit a budget with detailed breakdown including applicable taxes at the time
of proposal submission. The budget should cover all costs of acquiring the equipment,
delivering and installing them in the Coffee Co-operatives Societies factories, linking in the
Co-operatives to the system, registering members into the system, regular technical support,
updating and maintenance of the system for a year. The firm shall bear all tariffs, duties, and
6 | P a g e
applicable taxes or charges levied at any stage during the execution of the work. SDC shall
release the budget of the agreed amount through RTGS/EFT in the name of the firm.
Payment will be in three instalments, as follows: -
First Instalment: 25% upon submission and acceptance of inception report and provision of
a valid performance bond
Second Instalment: 35% upon; -
i. Supply and installation of appropriate hardware in 200 coffee factories
ii.Installation, configuration and integration of CoffeeMIS with existing secondary hardware in
200
iii. Development of coffee farmers database for 225
iv.Integration of CoffeeMIS with other key existing systems
v. Supply and installation of a main server, firewall, Heating ventilation and Air Conditioning
(HVAC) at SDC
vi.A commissioned and working fibre cables supplying to a wireless LAN at all SDC floors for
WI-FI provision
vii.Training of 2 Coffee Co-operative staff per factory, 2 county extension officers per county
and 10 SDC Master Trainers.
Third Instalment: 40% Upon receipt and acceptance by the SDC of the final and
commissioning report
NB: -5% retention during the (1) one-year defect liability period
14. Confidentiality
During the performance of the assignment or any time after expiry or termination of the
agreement, the organization/company/firm shall not disclose to any person or otherwise make
use of any confidential information which the organization/company/firm has obtained or may
obtain in the course of the consultancy relating to partner organization/Government of Kenya,
the Co-operatives societies or otherwise.
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BILL OF MATERIALS
Item Quantity Unit Price TOTAL PRICE
Existing CoffeeMIS Installed and
integrated in 200 coffee factories with
CoffeeMIS integration with other key
existing systems (CMIS, cherry
advance payment System-New KPCU
ltd, E-voucher and KIAMIS), USSD,
IPRS and mobile app
200 Sites
Digital weighing scales with digital
wireless display
200
Branded Electronic-cards for
registration of farmers
10,000
200 Smart POS with wireless and
biometric access security features
200
2MB wireless link Internet
connectivity from a Telkom provider
installed in 200 coffee factories
200 Coffee
factories
10 MBs Uplink at SDC HQS (The
consultant will partner with Telkom
Provider for provision)
1
Database of coffee farmers in 225
factories developed and implemented
Registration of
Coffee Farmers in
225 coffee
factories
Training at-least:
2 No. coffee co-operatives societies
staff,
2 No. county extension officers per
Coffee growing County and
10 No. SDC Master Trainers on the
system
200 Factories and
SDC Hqs
1 No. main server, installed Heating
Ventilation and Air Conditioning
(HVAC), Fibre optic cable connected
1 No.
1 No. Systems and Multipurpose
firewall for the server room
1 No.
1 No. Heating Ventilation and Air
Conditioning (HVAC), and
maintenance and repair of 1 No.
existing
1 No. new and 1
No. repair and
maintenance
A wireless LAN in all SDC floors
procured and installed in Block B and
Block A NSSF
15 No. Wireless
Access Points with
all related
accessories
1 No. Wireless Controller 1 No.
200 M Fiber Optic cable from Router
on 4th floor to 13th floor Block B NSSF
200 Metres
Active devices must have 3 years manufacturer warranty support, and 1-year support warranty
and maintenance support with written Manufacturer authorization and guarantee.
NB: Note this BOM is just a guide any other accessory required for the completion of the contract shall be
included in the costing. All equipment supplied shall be original and branded and shall be accompanied
by requisite manufacture brochures as part of the tender submission.
8 | P a g e
Annex 1: TECHNICAL SPECIFICATIONS
Digital Electronic Weighing Scale, Digital weight indicator and Smart POS
Hardware Title Units Model Features
1. Supply and install
Digital electronic
weigh scale
200 1HFS series,
floor scale
Max capacity: 1,000kg
Readability ;0.5kg, Dimension
(WxDxH);1200x1200x90
4MM checked stainless steel
weighbridge base protected
from rodent during installation
2. Smart Point Of Sale
(POS) terminal
Android
200 CS 100, AP 02 POS Terminal android
Support GSM 2g/3g network
with blue tooth GPS enabled,
ROM 8GB +DDR 1GB,
Interface micro USB,
WCDMA, Display Screen, PS
capacitive touch screen,
operating system; Android 0.0,
camera5Mp, printing method;
direct thermal line, paper width
57.5+-0.5
3.75v low power printer, longer
endurances,1.5w, expandable
storage, fixed focus camera for
identifying QR’s code,
integrated sensor, environment
self -adaptation
DIGITAL ELECTRONIC WEIGH SCALE
• 1HFS series, floor scale
• Max capacity: 1,000kg Readability;
• 0.5kg,
• Dimension (WxDxH);1200x1200x90
• Heavy duty Stainless steel,
• indicator stand
DIGITAL WEIGHT INDICATOR
• BW/BWS – BLUETOOTH
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• Housing –stainless, Display –LCD,
• Automatic Zero Tracking (AZT Initial Zero Setting Mechanism (IZSM),
• Semi-Automatic Zero (Push Button,
• AC/DC Power Supply,
• Keyboard Tare, Semi-Automatic (Push Button),
• Power Saving Feature (Auto Shut-Off), Gross/Net Display,
• lb/kg Selection Key, Version1.10 and higher
AP 02 POS TERMINAL ANDROID POS TERMINAL
General Features
• Z90, Z100
• GSM SIM CARD SLOT
• IN-BUILT BIOMETRIC FINGER PRINT SCANNER
• IN-BUILT THERMAL PRINTER
• BLUETOOTH AND WIRELESS CONNECTIVITY IN-BUILT
Specifications
Support GSM 2G/3G with Bluetooth GPS, With 3.75V low power printers, longer
endurances, With 1.5W high power speaker,
Innovative all in one design,
highly recognizable, Expandable storage, no need cleaning cache, With fixed focus camera
for identifying QR’s code,
Integrated sensors, for environment self-adaptation and better user experience AP02
TECHNICAL PARAMETERS:
CPU MTK0580,
MEMORY: ROM 4GB + DDR 1GB,
INTERFACE: Micro USB, Network: 2G/3G, GSM, WCDMA,
DISPLAY SCREEN: IPS capacitive touch screen,
Operating System: Android 0.0, Camera: 5Mp,
Printing method: Direct thermal line,
Paper Width: 57.5+_0.5 mm, Effective Printing Width 48mm,
Resolution: 203 dpi,
Printing Speed: 50mm/s Color: White and Blue
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SERVER TECHNICAL SPECIFICATIONS
SN FEATURE KEY DESCRIPTION AND SPECIFICATIONS
1. Form Factor 3U Rack Mountable Server
2. Chassis 2.5" Chassis with 8 hard disk slots
3. Processor 2x Intel® Xeon® Gold 5218 2.3G, 16C/32T,
10.4GT/s, 22M Cache, Turbo, HT (125W) DDR4-
2666
4. Processor
Thermal
Configuration
2 CPU Heatsink
5. Memory DIMM
Type and Speed
256 GB 2666MT/S RDIMMs Dual rank
6. Memory
Configuration
Type
Performance Optimized
7. OS Certified Support Microsoft®Windows Server® or 2012 Microsoft Windows
Server 2008 R2 SP1, x64 (includesHyper-V®v2)
•CentOS®Linux Enterprise Server
•SUSE®Linux Enterprise Server
•Red Hat®EnterpriseLinux®Virtualization options
8. Front 2 x USB 3.0 port
1 x VGA port
9. Rear 2 x USB 3.0 ports
1 x VGA port
1 x hdmi port
10 RAID' C7, Unconfigured RAID for HDDs or SSDs (Mixed
Drive Types Allowed)
11 RAID/Internal
Storage
Controllers
PERC H330+ RAID Controller, Adapter, Full
Height with support for RAID 0, 1, 5, 6, 10
12 Storage 2 X480GB SSD SATA Boot 6Gbps 512n 2.5in Hot- plug Drive, 1
DWPD, 219 TBW
2x1TB 7.2K RPM SAS 12Gbps 512n 2.5in Hot- plug Hard Drive, CK
13. Operating
System
No Operating System
14. Storage Network
connectivity
Dual FC Card with 2xSFP modules Fiber Patch Cables 3meters (LC/LC
SC/SC LC/SC LC/FC)
15 Embedded
Systems
Management
iDRAC9, Express
16. Network
Daughter Card
Intel Ethernet I350 QP 1Gb Server Adapter Dual port, Full Height,
CusKit able to support
10/100/1000gbps
17. Additional
Network Cards
Broadcom 57414 (or alternative) Dual Port 25Gb, SFP28, PCIe Adapter,
Full Height.
18. Optics & Cables
for Network
Cards
SFP28 SR Optic, 25GbE, 85c High Temperature, for Broadcom 57414
rNDC (or alternative) and Mellanox LX 25Gb (or alternative)
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19. Power Supply Dual, Hot-plug, Redundant Power Supply (1+1),
1100W
20. Power Cords 2 X (C13 to C14, PDU Style, 12 AMP, 2 Feet (2m)
Power Cord, North America)
2 X (C13 to C14, PDU Style, 12.AMP, 6.5 Feet (2m) Power Cord, North
America)
21. BIOS and
Advanced
System
Configuration
Settings
Performance BIOS Setting
22. Advanced
System
Configurations
UEFI BIOS Boot Mode with GPT Partition
23. Rack Rails Ready Rails™ Sliding Rails With Cable Management Arm
24. System
Documentation
Open Manage DVD Kit
25 Virtualization
Solution Support
Support for VMware vSphere Enterprise Plus, VSAN, vCenter Server
RecoverPoint 4 Virtual
Machines, Kernel-based Virtual Machine (KVM), Oracle VM Server,
XenServer etc Machines, Kernel-based Virtual Machine (KVM), Oracle
VM Server, XenServer etc
26. Warranty 3 Years Basic Hardware Warranty Repair: 5x10 HW- Only, 5x10 NBD
Onsite
NEXT GENERATION FIREWALL
A General Requirements
1 Quantity of Physical Firewalls = 1
2 Required Licenses: Threat Prevention, DNS security, Wild-Fire
3 Support type and period = 24/7; 3 years support
B Gartner and Third-Party Testing:
1 Firewall vendor should be in the Leader’s Quadrant of the Gartner Report for
Enterprise Firewalls for 8 Consecutive Years
2 Recommended in latest NSS LABS report for Next Generation Firewall
3 Recommended in latest NSS LABS report for Next Generation IPS
4 The vendor must be in recommended 2018 NSS-labs-DCSG-test.
5 The vendor must be in recommended 2018 NSS-labs-BPS-test.
6 The vendor must be recommended by Forrester wave
C Architecture, Physical & Performance Specifications:
1 Single-Pass Architecture
2 NGFW must have separate management (control) plane and data plane to avoid any
disruption to traffic processing while managing the appliance or generating logs
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reports. This physical separation must be with a dedicated (and not shared with the
forwarding plane) CPU memory, interfaces and storage
3
The Next Generation Firewalls must deliver at least 1.6 Gbps of application firewall
throughput measured with NGFW (Application Awareness), User Identification and
logging features enabled utilizing 64KB HTTP
4
The Next Generation Firewalls must deliver Threat prevention throughput of
900Mbps with URL-filtering throughput simultaneously and must include all the
following enabled at the same time utilizing 64KB HTTP transactions and real-
world enterprise traffic mix:
5 Active/Standby & Active/Active High availability support
6 Built-in Interfaces: 8 x 10/100/1000 Copper and 4 x 1G SFP
7
900 Mbps (or more) of Threat Prevention throughput with services like IPS,
Antivirus, Antispyware, DNS Protection, Advanced Anti-Malware, Data
Filtering/DLP Enforcement, and File Blocking enabled all at the same time
8 1 Gbps (or more) of IPSEC throughput
9 128,000 (or more) maximum concurrent sessions
10 3,500 (or more) New sessions per second
11 240GB SSD storage
12 240V Power Supply
13 Built-in support for up to 512 Virtual Wires
14 Built-in 5 Virtual Routers with ability to support multiple Virtual Routers within one
Virtual Context/System
15
NGFW Performance must not be affected when enabling any of the below features
and must still commit to the minimum throughputs required
i. Logging and storing it on local Storage.
ii. All management features like SSH, HTTPS, SNMP, etc
iii. Multiple Virtual systems even when using maximum supported virtual
systems.
iv. Scheduled threat prevention DB updates up to the level of checking every 1
minute to ensure best security coverage.
v. Multiple alert systems like Syslog, SNMP and others at the same time.
vi. All applications inspections.
vii. Changing the order of the security rules.
viii. Using all IPS signatures for all supported applications.
16
Administrators must not have to apply any tradeoff between security and
performance, choosing to use in any security profile different versions of signature
databases, for IPS with reduced numbers of element.
17 The Firewalls must support at least 12,000 concurrent decryption sessions
18 The firewalls must be able to protect a minimum of 25 security zone segments
19 All firewalls must support management from a centralized management center
offering complete visibility and correlation
20
The centralized management platform must support virtual environment or a
dedicated hardware
13 | P a g e
21
Simplify policy management. Restore visibility and control with easy-to-use
graphical tools and a policy editor that ties applications, users, and content together
in a unified manner.
D Firewall Security Policy Control features:
1 Security policies control based on Layer 7 applications irrelevant to the TCP/UDP
port number (non-profile-based application control)
The NGFW platform shall handle traffic in a single pass stream-based manner with
all security features turned on and the ability to be optimized for layer 7 application
level content processing
2 Management of unknown traffic (unidentified applications) through security policies
3
Built-in Security Optimizer in the Firewall User Interface to convert legacy Layer 4
Port based security policies to Next Generation Layer 7 application-based security
polices by automatically detecting applications utilization each security policy rule
and hence allowing the admin to match the correct applications for each legacy rule
4 Built-in Policy Match Testing capability in the Firewall User Interface including the
support of field Criteria like Layer 7 application and Active Directory User ID
5 Schedule & time-based security policy control
6 Rule use tracking including a timestamp for the most recent rule match, a timestamp
for the first rule match, and a rule hit counter.
7 Ability to implement zero trust architecture at the network layer
E Firewall Decryption & Tunnel Inspection features:
1 SSL decryption policies covering SSL encapsulated protocols such as HTTP(S),
IMAP(S), POP3(S), SMTP(S), and FTP(S), and Secure Shell (SSH) traffic
2 SSL decryption mirroring
3 SSL decryption broker for inline inspection
4 SSH decryption to detect SSH tunneling
5 Decryption policy control based on Active Directory users, groups, IP addresses,
URL categories, or countries
6 Integration with Hardware Security Module (HSM) like Thales nShield and SafeNet
7
SSL session blocking profile for sessions with untrusted issuers, expired certificates,
client based certificates, unsupported SSL versions, and unsupported SSL cipher
suites
8 VxLAN and GRE tunnel content inspection
F Firewall Threat Prevention (IPS, Credential Theft Prevention, AV, and Anti-
Spyware) features:
1
Vulnerability Protection (IPS) against brute-force, code-executions, code
obfuscation, command-executions, exploit-kits, info-leaks, overflow, phishing, scan,
dos and sql-injections attacks
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2
Anti-Spyware protection against adware’s, backdoors, botnets, browser-hijacks,
data-theft, keyloggers, net-worms, spywares, peer to peer communications, phishing
kits, and post exploitations
3 Anti-Virus support for the following applications: http, https, ftp, smb (v3 & v3.1),
smtp, imap, and pop3
4 Credential Theft Prevention by comparing Active-Directory credential hashes with
credentials hashing submitted to external or internet websites
5 The firewall should block submission of corporate credentials to unknown or
malicious sites
6
The firewall must enforce multi-factor authentication (MFA), and integrate with
common MFA vendors to protect critical apps even legacy apps that contain
sensitive data
- Multifactor authentication should not require a client to be installed on the client
machine"
7 Malicious DNS queries sinkhole
8 Creation of custom user defined IPS signatures (payload based)
9 Creation of custom user-defined Anti-Spyware/Command & Control signatures
(payload based)
10 Scheduled External Dynamic IP Address list import
11 Scheduled External Dynamic Domain DNS list import
12 Scheduled External Dynamic URL list import
13 Threat packet capture for up to 50 packets from IPS, Ani-Spyware and Anti-
Malware engines
14 Selection between allow, alert, reset client, rest server, reset client & server and
block for detected threats
15 File blocking based on file type, application, file direction (upload or download),
user id, URL category or country
16 DLP enforcement & data match support through Predefined Patterns, Regular
Expressions and File Properties without compromising firewall performance.
17 Zone based Flood, Reconnaissance/scan, and Packet based attack protection support
18 Policy based DoS protection against flooding of new sessions
19 Packet Buffer Protection to protect firewall buffers from single source DoS attacks
20 Ability to receive threat intelligence feeds from 3rd party vendors e.g recorded
future, Virustotal etc
21 Ability to integrate with 3rd party NAC solutions like forescout,Portnox, Cisco ISE
22 Ability to Prevent and identify infection of IoT systems and connected devices
23 Ability to detected malicious call-backs on infected IoT devices on the network
23 Ability to detect Vulnerabilities on IoT devices etc network devices like Phones etc
G Firewall URL Filtering features:
1 URL Categorization of web sites
2 Multi-URL Categorization support for the same website
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3
Dedicated URL Risk Categories including Low Risk Category, Medium Risk
Category, High Risk Category, Dynamic-dns, and Recently Registered Website
Category
4 Custom URL category support
5 Realtime URL category updates for uncategorized websites
6 SSL decryption control per URL category
7 Quality of Service control per URL category
8 Credential Theft Prevention control per URL category
9 The firewall should block submission of corporate credentials to unknown or
malicious sites
10
The firewall must enforce multi-factor authentication (MFA), and integrate with
common MFA vendors to protect critical apps even legacy apps that contain
sensitive data
Multifactor authentication should not require a client to be installed on the client
machine"
11 Customizable URL allow and block lists
12 HTTP header modification and insertion capability
13
Control SaaS application access to specific corporate Google G Suite accounts,
specific corporate MS office 365 tenants, and specific corporate Dropbox accounts
while blocking all personal Google G Suite, MS office 365 and Dropbox accounts
14 Safe search enforcement for Google search, Bing search, Yahoo search and
YouTube search
15 HTTP header logging for user agent type, X-Forwarder field, and Referrer Page
16 Support for HTTP/2 inspection
H Firewall Advanced DNS Protection features:
1 Real time protection against tens of millions of malicious domains
2 DNS tunneling protection though Machine Learning to quickly detect Command &
Control traffic hidden inside DNS tunnels
3
Domain Generation Algorithm (DGA) protection through Machine Learning by
predicting and stopping DGAs used by malwares with real-time domain query
analysis.
4
"Domain Generation Algorithms (DGA), DNS tunneling and Command & Control
(C2)
detection made capable by machine learning, enabling identification of threats
hidden
within DNS traffic
5 Domain Generation Algorithm (DGA) analysis to determine whether a domain is
likely to have been generated by a machine
6 Identification and blocking of previously unknown DGA-based threats in real-time
7 DNS sinkhole capability to aid in detecting a compromised host
8
DNS tunnel detection using machine learning to analyze the behavioral qualities of
DNS queries
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9 Must be able to detect C2 and data theft hidden in DNS tunnels and to automatically
block it, DNS signatures and protection must be cloud based
I Firewall Anti-Malware Protection features:
1 Direct integration with the proposed firewalls through Rest APIs (Non-ICAP based
integration)
2 Protection against zero-day malwares including ransomware files and other
malicious files
3 Provide greyware verdict for ad-supported software and browser toolbars
4 Dynamic File Analysis & Static File Analysis support for files transferred within
the Web Applications, FTP, Email and Microsoft File Sharing Protocols
5 Analysis of embedded links within emails and ability to provide phishing verdict
6
Extraction of thousands of unique features from each file, training a predictive
machine learning model to identify new malware, which is not possible with static
or dynamic analysis alone
7
Network traffic profiling to detect malicious traffic patterns that might otherwise be
misclassified as benign, such as communications with legitimate sites used as part of
a command and control.
8 Files to be analyzed based on the application transferring the file, user id, ip address,
file direction like downloading/uploading, file Type, and file location (country)
9 Manual file submission support
10
File support for Windows Executables (EXE, DLL…etc.), Scripts (VB Scripts,BAT,
Java Scripts,PS1,HTA and Power Shell Scripts), Java (Jar and class), PDF (using
multiple Adobe versions analysis), Adobe Flash (.swf), MS Office Documents
including Macros (Word, Excel and Power Point), Linux ELF, Compressed files
(tar, rar, Zip, 7zip, Gzip, and .tgz), Android APK, MAC-OS executables (Mach-o,
dmg, and pkg) and embedded Objects inside documents
11 Custom virtual environment (custom hypervisor) within the sandbox for sandbox
anti-evasion protection
12 Bare-Metal sandbox analysis for highly advanced sandbox anti-evasion protection
13 Automatic sandbox generation of anti-malware signatures
14 Automatic sandbox generation of malware/phishing URL category signatures
15 Automatic sandbox generation of malicious DNS domains signatures
16 Automatic sandbox generation of malicious command & control spyware signatures
17
Full forensic report for each malicious file including file Information, malware
coverage status, session information, static analysis, dynamic analysis, and behavior
summary
18 Perimeter Anti-Virus protection with ML
19 Anti-Malware file support block HTTP, FTP, and SMB traffic and alert on SMTP,
IMAP, and POP3 traffic
20 Ability to inspect HTTP/HTTPS email links contained in SMTP and POP3 email
messages.
J Firewall User Identification, and Authentication features:
1 Identifying User AD ID by integrating with Active Directory through WinRM and
WMI
2 Identifying User AD ID by integrating with Exchange through WinRM and WMI
17 | P a g e
3 Identifying User AD ID by running as syslog receiver
4 Identifying User AD ID by Integrating through XML APIs with Third Party
solutions
5 Identifying User AD ID through captive portal
6 Identifying User AD ID in terminal servers
7 Identifying User AD ID by running an Agent at user machines
8 Multiple username formats support like [email protected], domain\user and user id
9 Sharing "IP Address to User ID" mapping with other firewalls
10 Sharing "IP Address to User ID" mapping with centralized management
11 Direct Multi-Factor Authentication integration with RSA, Okta, PingID and Duo
12 Single Sign-on authentication support
13
Enforcing user authentication including single sign on and multi-factor
authentication through authentication policies based on user id, server name/ip
address, URL, and URL category
14 SAML 2.0, Radius, LDAP, Tacacs+, and Kerberos
K Firewall Remote VPN features:
1 Split tunneling based on ip addresses, domains and applications for remote user
VPN
2 VPN Authentication override using cookies
3 Exclusion of video traffic from main remote user VPN tunnel
4 Trusted root certificates push to remote VPN user devices to help enable features
like SSL decryptions
5 Downloading the VPN agent software from firewall VPN portal page
6 VPN Gateway selection criteria based on source user id, region, OS and ip address
7 HIPS Profiling of endpoints to ensure they have an enterprise level of patch, OS and
anti-malware etc.
8 Multi factor /2FA authentication for remote access users
L Firewall Networking features:
1 IP version 4 and version 6 support
2 Layer 1 Deployment Mode (Virtual Wire Mode)
3 Layer 2 Deployment Mode (Bridge Mode)
4 Layer 3 Deployment Mode (Routed Mode)
5 Monitoring Deployment Mode (Tap Mode)
6 Network address translation (NAT) using static IP, dynamic IP, dynamic IP and port
(PAT)
7 Bootstrap support for rapid deployments
8 Dynamic DNS support
9 GRE tunneling support
10 IPSEC with IKEv1/IKEv2 support
11 DHCP server/ DHCP relay support
12 DNS Proxy support
13 LLDP support
14 RIPv2, OSPFv2, OSPFv3, BGP & ECMP support
18 | P a g e
15 PIM-SM, PIM-SSM, IGMPv1, IGMPv2, and IGMPv3 multicast support
16 Equal Cost Multi-Path (ECMP) Support
17 Bidirectional Forwarding Detection (BFD) support
18 LACP and Aggregate interfaces (802.3ad) support
19
Quality of Service Traffic Shaping Policy support (priority, guaranteed, maximum)
based on IP Addressing, Layer 7 Application, User ID, Tunnel, URL Category, and
DSCP classification
20 Policy based forwarding support
21 High-Availability link & path monitoring support
M Firewall Built-in Management, Logging & Reporting features:
1 Command Line Interface (CLI)
2 Built-in web interface, non-Java base (GUI)
3 XML Rest API based management support
4 Commit based configuration management
5 Config audit support by comparing running config against candidate config
6
Automated security action based on any firewall log fields. For example, a firewall
can automatically block a specific ip address/user and can automatically initiate
some API calls to a ticketing system to create a help desk ticket if one firewall threat
log reported one host as being infected/compromised
7 Interactive graphical summary around the applications, users, URLs, threats, and
content traversing the network
8 Customized graph-based network activity for applications using non-standard ports
9
Customized graph-based blocked activities including blocked applications activity,
blocked Users activity, blocked Content activity, blocked threats activity, and
security policies blocking activity
10 Customized graph-based tunnel activities including tunnel ID/Tag, tunnel
application usage, tunnel user activity, and tunnel ip source/destination activity
11 Aggregated logging and event correlation
12 Custom reporting support with the ability to generate a report per user, ad group,
application, network protocol etc.
13 Export reports to PDF and ability to send reports by email
14 Dedicated SaaS application report (like Office365 and others)
15 Dedicated log set for traffic, threats, URL filtering, host info profile, data filtering,
file control, user id mapping, authentication, configuration, system and alarms
16 Scheduled log exports
17 Policy rules to support dedicated description, tagging, and audit fields with the
capability to enforce these fields
18 Integration with VMware Vcenter, VMware ESXi, AWS VPC, and google Cloud
Engine for VM information fetching
19 Custom admin roles
20 Customizable application blocking, URL blocking, file blocking and malware html
user response pages
21 Syslog, Email, NetFlow & Authenticated NTP
22 SNMP and SNMP Traps
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N Policy Optimizer using Artificial intelligence and Machine Learning
1
The firewall must be able to identify port-based rules and convert them to
application-based whitelist rules or add applications from a port-based rule to an
existing application-based rule without compromising application availability.
2
The firewall must be able to identify over-provisioned application-based rules i.e.
Application based rules configured with unused applications"
3 Ability to identifies policy/app dependencies while creating security policies
O Software Defined WAN SD-WAN
3
The firewall must support:
I. Per application path monitoring and selection
II. Path monitoring criteria including latency, packet loss percentage and jitter
III. Aggressive and relaxed modes of path monitoring
IV. Link bundling of multiple ISP/WAN links
V. Session load sharing across similar link types
VI. Centralized management and reporting
4
I. Application performance statistics
II. Link performance statistics
III. Path trend health analysis
IV. Identification and isolation of application and link issues
V. Direct Internet Access (DIA) for SaaS and other applications that do not
need to be backhauled to central hub locations
Support for hub and spoke topology"
SDC HEADQUARTERS WIRELESS LAN
Wireless LAN
• Active Device used as Access Point Must Support 802.11ac Wave 2 with 4x4
Multiple-Input- Multiple-Output Technology.
• Active Device used as Access Point Must have 2.4 GHz and 5Ghz Internal Omni
Integrated Antenna.
• Active Device Used as Access Point Must have 2 x 10/100/1000Base-T
Autosensing Power Over Ethernet Port and supports PoE.
• Active Device Used as Access Point Must Support IEEE 802.11a/b/g, 802.11n,
802.11h, 802.11d, and IEEE 802.11ac.
• Active Device Used as Access Point Must Support Maximum number of access
users ≥500.
• Active Device Used as Access Point Must Support Rate of the entire system
≥2.53Gbps, Maximum rate at the 2.4 GHz frequency band 800Mbps，Maximum
rate at the 5GHz frequency band 1.73Gbps
• Active Device used as Wireless Controller must provide centralized control,
management and troubleshooting of installed Access Points.
• Active Device used as Wireless Controller must Support static routes, RIP-1/RIP-
2, OSPF, BGP, IS-IS, routing policy, and policy-based routing.
• Active Device used as Wireless Controller must offer comprehensive network
20 | P a g e
visibility through data collection from users, devices to proactively identify
problems.
• Active Device used as Wireless Controller must Support 4-Gbps throughput, 150
Access Points and 1000 Clients.
• Active Device used as Wireless Controller must support comprehensive security
features including Wireless Access Point Compliant Datagram Transport Layer
Security encryption, malicious user detection and Rogue Access Pont Detection.
• Active devices must be have 3 years manufacturer warranty support.
Overview of the required network
• The purpose of this is to provide a functional specification for a comprehensive
technology network system including required network cabling, components and
devices. It provides adequate details and criteria for the design of this technology
Wireless LAN network system with the aim of providing SDC offices with complete
integrated Wireless LAN network infrastructure.
• The cabling infrastructure will provide facilities for connecting to a wide range of
heterogeneous devices, which may include but not limited to computers, network
management devices, audio/video communication devices, security and access
control systems. It is required that the cabling system be based on an open
architecture that will provide multiple compatibility, interoperability, scalability and
efficient adaptability to changes in physical layouts and relocations where a number
of wireless access points are anticipated. The positions of these wireless access points
at various floors in the buildings are shown on the floor plans attached.
• The bidder will supply all components necessary to complete the installation, testing
and commissioning of the integrated Wireless Local Area Network (LAN) and VoIP
infrastructure.
• The bidder shall be responsible for the installation of the technology network system
as required in the Tender Document
• Firms, which are VAT-registered and Tax compliant are eligible for award of this
tender and bidders are required to provide evidence on this.
• Bidders are advised to pay particular attention to Section of this document, which
specifies the desired scope and installation practice that requires strict adherence.
• The Wireless Local Area Network (LAN) is required to support secure
communication, scalability, reliability and simple network management. The entire
network will have a consistent architecture to reduce the total cost of network
ownership for on-going support and maintenance, component and interface
21 | P a g e
management, scalability, relocations, security, redundancy and training. All the
structured cabling sub system components for each solution must be from the same
manufacturer.
• The Wireless Local Area Network will link SDC offices to the GCCN MAN and
WAN. Static and/or dynamic IP addressing and sub netting will be used to realize
Virtual Local Area Network (VLAN) within the LANs. All active components used
in the network must be able to facilitate management of the network from a central
point and from remote locations.
• Fiber shall be used for the WLAN Backbone (LAN) and the Wide Area Network
(WAN)
• The bidder must be certified to design and install the WLAN and VOIP technologies
that he/she wishes to deploy as a proposed solution and must provide documentary
evidence to prove the same.
• Bidders must be certified by the Communication Authority of Kenya
• They should be registered by the National Construction Authority
• The Ministry of Information and Communication Technology will provide the IP
addressing scheme for the WLAN and WAN.
• All the active components used in WLAN, WAN and VoIP solutions MUST integrate
seamlessly.
• The Bidder must provide lightening surge protectors if necessary
• The bidder must provide a Manufacturer Authorization Form in the format specified.
See attached Manufacturer Authorization Form format
WLAN Overview & Installation Practice
• The WLAN installation will consist of a star topology with horizontal UTP
subsystem originating from switches and terminating with RJ45 sockets. For each
data point, a patch cord of appropriate length with RJ45 connectors at both ends will
be required to connect the information point to the network interface adapter.
• Good cable management practice must be adhered to and proper color-coding used
for easy identification.
• The Main Distribution Facility (MDF) will be located on an already identified room
by the Ministry of Information and Communication Technology.
• The location for HDFs (Horizontal Distribution Facility) on each building floor will
be located on an already identified rooms by SDC
22 | P a g e
• High-speed Fiber Optic Uplink Backbone cable will be used to link building floors
to the main distribution facility location.
• Cables must be run in the trunking (s) within building wall and surface pathways.
This must be metal trunking installations.
2.20.1 1. PRELIMINARY/MANDATORY EVALUATION
The evaluation shall adopt YES/ No Approach. The non-responsive submissions
will be eliminated from the entire preliminary evaluation process and will not
be considered further.
The preliminary evaluation shall involve checking on mandatory requirements
(MR) which include the following:
No. Parameters/Requirements
Compliance
(Yes/No)
1.
A copy of certificate of registration /
incorporation
YES/ No
2. A copy of valid tax compliance certificate YES/ No
3.
Must be registered by the National
Construction Authority for structured
cabling (attach certificate) – attach proof
YES/ No
4.
Must be certified by the Communication
Authority of Kenya
YES/ No
5.
The bidder must provide Manufacturer
Authorization Form for both active and
passive equipment.
YES/ No
6.
The Tender Security shall be; Bid
Security of Kshs.500, 000 from a
reputable bank or insurance firm valid for
an additional 30 days beyond the Tender
validity period.
YES/NO
7.
Fill and sign the form of tender (with Bid
validity-90 days).
YES/ No
8.
Filled, Signed and stamped survey/site visit
form.
YES/ No
23 | P a g e
9.
Confidential Business Questionnaire (duly
filled, signed and stamped)
YES/ No
10.
Price Schedule form fully filled and signed
(enclosed in the financial proposal)
YES/ No
11.
Filled and signed Self Declaration Forms (SD1
and SD2)
YES/ No
Bidders must submit the documents above.
At this stage, the tenderer’s submission will be either responsive or non-
responsive. The non-responsive submissions will be eliminated from the entire
evaluation process and will not be considered further.
2.22.1 Evaluation and Comparison of Tenders (Technical Evaluation)
The bidder will be evaluated on the technical submissions and only tenders
attaining 70% marks and above in the technical evaluation will proceed to the
next stage of the procurement process. The technical proposals will be
evaluated using the following criteria format: Scores for specific technical
evaluation requirements will be distributed as follows:
TECHNICAL EVALUATION
1 Network Design
▪ Wireless LAN Access Equipment Design
▪ Core Switch Integration with Wireless LAN
▪ Wireless LAN Horizontal Cabling Subsystem
Design
▪ Wireless Access point Backbone Cabling Systems
Design
▪ Wireless LAN Network Layout
▪ Wireless LAN Drawings and Layout.
15%
2 Compliance with Technical Specifications
• Wireless LAN Active Devices: Access Switches
integration
• Wireless LAN Distribution Integration
• Wireless Controller Router Integration
• Wireless Controller
• Wireless Access Point
• Wireless Equipment Mounting
• Horizontal and Backbone Cabling
• Patch Panels
• Uninterruptable Power Supply (UPS)
• Wireless security
40%
3 Project Plan and methodology
▪ Work plan
15%
24 | P a g e
▪ Project Management
▪ Personnel schedule of activities
▪ Quality Assurance
▪ Back stopping
▪ Project Support
▪ Handover and commissioning
4 Contractors Experience and past performance on similar
projects
▪ Three similar projects
▪ Over 500 data points terminated
▪ Letter of Award/LP0s/Recommendation Letters
▪ Authorisation to install and configure active and
passive equipment
15%
5 Qualifications and experience of Key Technical personnel
▪ Project Manager-Degree and 10 Years’
Experience/Certification in Project management
▪ Cable Installers-Diploma in Electrical/ICT and
Cabling Certification.
▪ System Integrator-Relevant Degree and
Certifications in Proposed Products.
15%
TOTAL 100%
NB: A MANDATORY SITE SURVEY FOR THE WIRELESS LAN IS SCHEDULED
ON FRIDAY 23RD AND MONDAY 26TH OCTOBER, 2020. A SITE SURVEY
CERTIFICATION WILL BE ISSUED
SERVER ROOM AIR CONDITIONERS
units of AC to be installed In the Equipment rooms
The Air conditioner units must each have the following specifications:
• Wall mountable.
• Each unit shall have an outdoor and indoor unit.
• Automatic restart function - In the event of a power outage, the air conditioner should resume
operation once the power is restored without having to reset the controls manually.
• Ventilation system to displace hot air - server rooms must have a means to expel heat from the
server room. Air conditioner should use a vent hose to push air out.
• Indoor temperatures 21±1ºC
• Indoor relative humidity 40-60%
• Fresh/Outside air 1ACH (Air change per hour)
• Filtration standards:
- Efficiency 35-40%
- Arrestance 95%
• Redundancy/Standby N+1
• Operating hours 24 Hours
Product information
25 | P a g e
Product Type Wall Mount
Power Cooling Yes
Indoor Unit Noise Level (H/M/L) 53 dB(A)
Refrigerant Type R22
General Specifications
Power Supply (ø / V / Hz) 3/380~415/50
Cooling Capacity 25000 Btu/h
Power Input (Set) 5250 W
EER 9.14 Btu/h/W
COP 2.68 W/W
Indoor Unit
Running Current 1.25 A
Air Flow Rate (H/M/L) 32 / 29 / 26 CMM
Dehumidification Rate 6.0 l/h
Drain (Outdoor / Indoor) Ø 16.0, 12.5 (0.63,0.49) mm(in)
Body Dimensions (W x H x D) 590 x 1,850 x 440 mm
Outdoor Unit
Compressor Type Scroll
Sound Level (H) 63 dB(A)
Piping Connections (Liquid) 9.52 (3/8) mm(in)
Piping Connections (gas) 19.05 (3/4) mm(in)
Max. Piping Length (Main Piping) 30 m
Max. Elevation Difference (Indoor-
Outdoor)
15 m
ANNEX 2: LIST OF PHASES 2 COFFEE CO-OPERATIVES SOCIETIES FACTORIES ON
DIGITIZATION PROJECT
SNO
COUNTY
TOTAL FACTORIES
(PHASE 2) NAME OF SOCIETY
1.
Meru
9 Kianjuri FCS, Thangatha
FCS, Kithangari FCS,
Kanguru FCS, Munguna
FCS, Katheri FCS
2.
Tharaka Nithi
8 Mutindwa FCS, Mwanga
FCS, Muiru FCS, Kiriani
FCS, Kithitu FCS
3.
Embu
12 Murue FCS, Gakundu
FCS, Thabana FCS,
Kanjugu FCS, Rianjagi
26 | P a g e
FCS, Muramuki FCS,
New Kyeni FCS
4
Nyeri
31 Othaya FCS, Rumukia
FCS, New Gikaru FCS,
Ruthaka FCS, Rumukia
FCS, New Tekangu FCS,
New Gikaru FCS
5. Kirinyaga 44 Inoi FCS, Urumandi FCS
6.
Machakos
10 Ngomano FCS, New
Mitamboni FCS, Kwa
Matingi FCS, Mwatati
FCS, kwa Kiinyu FCS,
Mungala FCS,
Muthuunzuni FCS,
Kambusu FCS, Kaliluni
FCS
7.
Muranga
26 Kahuhia FCS, Thangaini
FCS, Muruka FCS, New
Kiriti FCS, Kangunu FCS,
Kiawanduma FCS
8.
Nandi
2 Kapsaos Toretmoi FCS,
Kapkiyai M.C. Soc. Ltd,
Toroton FCS
9.
BUNGOMA
14 Chwele FCS, Kaptola
FCS, Kibisi FCS, Menu
FCS, Chesiro FCS, Kikai
FCS, Sasuri FCS,
Kimabole FCS, Chepkube
FCS, Mayekwe FCS,
Emanang FCS, Tuikut
FCS
10.
KERICHO
9 Kamiwa FCS,
CHEPKITAR FCS, Lelu
FCS, RORET FCS,
KASHEEN FCS,
KUNYAK FCS,
Kimoligit FCS
11.
NYAMIRA
3 Girango FCS, Eaka FCS,
Nyabomite FCS,
Magwagwa FCS,
Bisembe FCS, Gesarara
FCS
12.
KISII
8 Kenyenya FCS, Marani
Farmers FCS,
Nyamosongo FCS,
Gakera FCS, Kiamocha
FCS
13. Makueni 6 Kikima FCS
14. Vihiga 3 Lunyerere FCS
15. Kakamega 1 Mumunyonzo FCS
27 | P a g e
16. Baringo 1 Tugen Hills FCS
17. Elgeyo Marakwet 1 Kocholwo FCS
18. Migori 1 Gitungi FCs
19. Homa Bay 1 Kabondo FCS
20. Trans Nzoia 1 21. West Pokot 1 Pokot FCS
22.
Kiambu
7 Gitwe FCS, Komothai
FCS, Ritho FCS
23. Nakuru 1 Jumatatu FCS
Total Factories 200
CRITERIA FOR SELECTION THE 200 COFFEE CO-OPERATIVE SCOCIETIES
FACTORIES FOR DIGITIZATION BASED ON CURRENT COFFEE PRODUCTION
1. Coffee Production per county based on the coffee Mapping report, 2019 done by SDC
2. Inclusivity covering all coffee growing counties with operational coffee pulping factories
3. Coffee factories Needs assessment Infrastructure survey report, 2019 carried out by the
State Department for Crops
4. Reference to the Coffee Taskforce report, 2016 and Coffee Revitalization action plan by
the Ministry, 2019
This is summarised in the table below
SNO.
NAME OF
THE
COUNTY
TOTAL
OPERATING
FACTORIES
COFFEE
PRODUCTION
PERCENTAGE
PRODUCTION
PER COUNTY
TOTAL NO.
OF
QUALIFYING
FACTORIES
PER
COUNTY
(E= C/B)
FACTORIES
TO
UPSCALE
(PHASE 1)
NEW
FACTORIES
(PHASE 2)
A B C D E F G
1. Meru 106 7.7 5 9 4 5
2. Tharaka
Nthi 55 6.7 4 8 0 8
3. Embu 49 10.8 7 12 1 11
4. Nyeri 101 27.1 17 31 13 18
5. Kirinyaga 54 38.3 24 44 0 44
6. Machakos 54 8.8 6 10 2 8
7. Kiambu 70 5.8 4 7 15 -8
8. Murang’a 117 22.3 14 26 0 26
9. Nandi 12 1.4 1 2 0 2
10. Bungoma 26 12 8 14 1 13
11. Kericho 45 7.6 5 9 4 5
12. Nyamira 17 3 2 3 0 3
13. Kisii 58 7.3 5 8 5 3
14. Nakuru 1 1 0
28 | P a g e
FLOOR PLANS FOR WIRELESS LAN
SUB-
TOTAL 783 160 100 182 46 137
15. Makueni 6 0 6
16. Vihiga 3 0 3
17. Kakamega 1 0 1
18. Baringo 1 0 1
19. Elgeyo
Marakwet 1 0 1
20. Migori 1 0 1
21. Homa Bay 1 0 1
22. Trans
Nzoia 1 0 1
23. West
Pokot 1 0 1
SUB-
TOTAL 17 0 17
GRAND
TOTAL 199 46 154
TOTAL NUMBER OF QUALIFIED
FACTORIES 200
July 2, 2020 ::
SDC-SDI Floor Space Mapping
Social Security House Block A and B:
Social Security House Block A and Block B Final Agreed Resolutions on Shared Offices
State Department for Co-operatives &
State Department for Industry
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Carpet- Corridors
Gainsboro- Other Rooms Like- Telephone Duct- Stairs- Stores- Fire Extinguisher
Pale Turquoise- Gents/LadiesLavatories
Walls, Windows and Partions colors
Light Green- SDC Offices
Green - SDI Offices
CornFlowerBlues- Offices Under Others- Shared Offices- World Bank- 3rd Party Services
Dark GoldenRod- SDI Offices
Light Pink Color- Lifts
Peru Color- SDI BoadRooms
Pink - ChangesAffectingSDC
Red - ChangesAffectingSDI
Color Codes and Their Meaning as Used in The Document
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All Floors Occupied by SDI and SDC :Current State
Block B 10th Floor Block B, 11th Floor Block B, 12th Floor Block B, 13th Floor
Block A, 23rd Floor Block A, 17th Floor Block A, 16th Floor Block A, 9th Floor
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Overall View of the Agreed Resolutions:Visual Guide.
Block B 10th Floor Block B, 11th Floor Block B, 12th Floor Block B, 13th Floor
Block A, 23rd Floor Block A, 17th Floor Block A, 16th Floor Block A, 9th Floor
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Overall View Of all Floors When The Agreed Resolutions Takes Effect (Impact)
Block B 10th Floor Block B, 11th Floor Block B, 12th Floor Block B, 13th Floor
Block A, 23rd Floor Block A, 17th Floor Block A, 16th Floor Block A, 9th Floor
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6I_26
I_26D
I_26F
I_26A
I_26B
I_26E
I_27I_28I_29I_30I_31I_32
I_34I_35
C_04
C_05
C_06
C_07
C_10
C_1
1I_
36
O_02
C_13
C_12
C_08
C_09
C_10A
C_11A
C_03
I_26C
I_27A
Code Office Occupant Code Office Occupant
I_26 Cabinet Secretary I_29Private Cabinet Secretary (Door No. 1712)
I_26ACS Reception
I_30Private Cabinet Secretary (Door No. 1713)
I_26B CS Waiting room I_31 Private Cabinet Secretary (Door No. 1714)
I_26CCS Board Room
I_32Private for Cabinet Secretary staff
I_26DCS Waiting Room/ CS Private Room I_33
Private for Cabinet Secretary staff
I_26E Cabinet Secretary I_34 Store
I_26FCabinet Secretary, Secretary
I_35Server Room
I_26G CS Staff I_36 Deputy Director Industries
I_27Cabinet Secretary Advisor(Door No. 1710) I_36A
Deputy Director Industries - Secretary
I_27A Cabinet Secretary Advisor(Door No. 1711) - Secretary
I_28
Cabinet Secretary Advisor(Door No. 1711)Code Office Occupant
O_02 External Auditor
Code Office Occupant
C_03 Security/ Drivers Office- Western Wing
C_04 Director Communications - Western Wing
C_05 PA to PS
C_06 Waiting Room for PS
C_07 Reception - PS
C_08 Principal Secretary office
C_09 PS Board Room
C_10 Secretary Administration
C_10A SA Secretary
C_11 Director Planning
C_11ASecretary for Director planning and Deputy Planning Unit
C_12 Deputy of Head planning
C_13 Economist
SDI Offices MappedSDC Offices Mapped
Other Offices Mapped
Block A, 17thFloor SDI-SDCCurrent State
I_36A
I_26G
I_33
SDC SDI Others13 17 1
Summary Stats Of The Offices
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I_26D
I_26F
I_26A
I_26B
I_26E
I_27I_28I_29I_30I_31I_32
I_34I_35
C_04
C_05
C_06
C_07
C_10
C_1
1I_
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O_02
C_13
C_12
C_08
C_09
C_10A
C_11A
C_03
I_26C
I_27A
Block A, 17thFloor SDCAgreed Resolutions
I_36A
I_26G
I_33
Code Office Occupant
I_36 Deputy Director Industries
I_36A Deputy Director Industries - Secretary
Affected SDI Offices/Officers
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Block A, 17thFloor SpaceAgreed Resolutions Impact
a) SDI to Occupy the Whole Eastern Wing.b) SDC to occupy the whole Western Wing.
Overall Impact of the Agreed Resolution
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
9
I_37O_03
C_14
I_37A
C_14AC_14BC_14CC_15C_16I_38I_39C_17
C_18I_40I_40A
I_42
I_41
I_43 O_04
I_42A
Code Office Occupant
O_03 Secret Registry
O_04 Store
Code Office Occupant
C_14 CFO/Head Procurement Unit
C_14A Chief finance Officer
C_14B Secretary CFO and Procurement
C_14C Head Procurement Unit (1605)
C_15 Ag. Senior Assistant Secretary
C_16 Deputy CFO
C_17 Finance Officers -1600
C_18 Procurement Officers
SDI Offices MappedSDC Offices Mapped
Other Offices Mapped
Block A, 16thFloor SDI-SDCCurrent State
Code Office Occupant
I_37 Chief Administration Secretary
I_37A CAS - Secretary
I_38 Assistant Secretary
I_39 Transport Office
I_40 Procurement Division
I_40A Procurement Officers
I_40B Procurement Quality Control Unit
I_41 Ag. Deputy supplies
I_42 Ag. Director Supply Chain Management
I_42A ADSCM, Secretary
I_43 Store
SDC SDI Others7 10 2
Summary Stats Of The Offices
I_40B
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
10
I_37O_03
C_14
I_37A
C_14AC_14BC_14CC_15C_16I_38I_39C_17
C_18I_40I_40A
I_42
I_41
I_43 O_04
I_42A
Code Office Occupant
C_14 CFO/Head Procurement Unit
C_14A Chief finance Officer
C_14B Secretary CFO and Procurement
C_14C Head Procurement Unit (1605)
C_15 Ag. Senior Assistant Secretary
C_16 Deputy CFO
C_17 Finance Officers -1600
C_18 Procurement Officers
Block A, 16thFloor SDCAgreed Resolutions
I_40B
Affected SDC Offices/Officers
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
11
Block A, 16thFloor SpaceAgreed Resolutions Impact
a) SDI to Occupy the Whole Eastern Wing.
Overall Impact of the Agreed Resolution
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
12
I_14 I_13 I_12 I_11 I_10 I_09
I_15 I_16
C_02C_01
I_08 I_07 I_06 I_05I_04
I_01
I_03
I_02
I_17
I_18
I_19
I_20
I_21
I_22
I_23
O_0
1
I_24
Code Office Occupant Code Office Occupant
I_01
PS
I_14 Ag. D. Industries
I_02 I_15 ICT Room
I_03 I_16 Store
I_04 PS Board Room I_17Director, Engineering & construction
I_05 Personal Assistant to PS I_18
I_06 PS Waiting Room I_19 Deputy Director, Research & policy
I_07 Senior Assistant Secretary I_20 Deputy Director, Enterprise Development.
I_08 Director Administration SDI I_21 Deputy Director, Engineering & Construction
I_09 B/Room I_22 Director Chemical & Mineral
I_10Director Industrial Support
I_23 Deputy Director, Chemical & Mineral (Retired)
I_11 I_24 Deputy Director, Business development
I_12 Senior Development Officer I_25 Director , Enterprise Development
I_13 Deputy Director, Industries
Code Office Occupant
O_01 World Bank Project
Code Office Occupant
C_01 Transport Office
C_02 Director Administration SDC
SDI Offices MappedSDC Offices Mapped
Other Offices Mapped
Block A, 23rd Floor SDI-SDCCurrent State
I_25
SDC SDI Others2 28 1
Summary Stats Of The Offices
I_22A
I_23A
I_25A
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
13
I_14 I_13 I_12 I_11 I_10 I_09
I_15 I_16
C_02C_01
I_08 I_07 I_06 I_05I_04
I_01
I_03
I_02
I_17
I_18
I_19
I_20
I_21
I_22
I_23
O_0
1
I_24
Code Office Occupant
C_01 Transport Office
C_02 Director Administration SDC
Affected SDC Offices/Officers
Block A, 23rd Floor SDCAgreed Resolutions
I_25
I_22A
I_23A
I_25A
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
14
Block A, 23rd Floor SpaceAgreed Resolutions Impact
a) SDI to Occupy the Whole 23rd Floor.(Both Eastern and Western Wing)
b) SDC officers on the floor to relocate
Overall Impact of the Agreed Resolution
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
15
C_19C_21
C_20
C_22
C_23
C_23AC_23BC_23CC_24C_25C_26C_27C_28C_29
I_43
I43AC_30C_31
C_32C_33
C_33AC_33B
C_33C
C_34 C_35
C_19A
SDI Offices MappedSDC Offices Mapped
Block A, 9thFloor SDI-SDCCurrent State
Code Office OccupantI_43 Legal Office (913)
I_43A Legal Office (913), Secretary
SDC SDI Others22 2 0
Summary Stats Of The Offices
Code Office Occupant Code Office Occupant
C_19Commissioner for Co-operatives Development C_27
Co-operative legal office-903
C_19ACCD, Secretary
C_28Co-operative Officer - 902
C_20Co-operatives officer -911
C_29Waiting Room- commissioner for cooperative development -901
C_21Co-operative Registration Office
C_30Cooperative officer- 914
C_22PA to CCD - (Corridor)
C_31Cooperative officers (4 officers) -915
C_23Senior Cooperative Officers
C_32Cooperative officer -916
C_23ASenior Cooperative Officer (909)
C_33Legal Unit
C_23BSecretary’s -908
C_33AHead Legal - 917
C_23CSenior Cooperative Officer - 907
C_33BHead Legal, Secretary
C_24Senior Cooperative Officer- 906
C_33CLegal Officers - 918
C_25Senior Director cooperatives -905 C_34
Cooperatives Officer - 919
C_26CMIS- 904
C_35Legal Registry cooperatives- 920
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
16
C_19C_21
C_20
C_22
C_23
C_23AC_23BC_23CC_24C_25C_26C_27C_28C_29
I_43
I43AC_30C_31
C_32C_33
C_33AC_33B
C_33C
C_34 C_35
C_19A
Block A, 9thFloor SDCAgreed Resolutions
Code Office OccupantI_43 Legal Office (913)
I_43A Legal Office (913), Secretary
Affected SDI Offices/Officers
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
17
Block A, 9thFloor SpaceAgreed Resolutions Impact
a) SDC to Occupy the Whole Eastern Wing of the floor.
Overall Impact of the Agreed Resolution
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
18
Block B, 13thFloor SDI-SDCCurrent State
SDC SDI Others
12 6 6
Summary Stats Of The Offices
Code Office Occupant Code Office Occupant
C_63 Stores cooperatives C_68 Chairperson ECCOS
C_64 Finance and Marketing C_69 Chair ECCOS
C_65 Director Audit (2 doors) C_70 ECCOS, Officer
C_65A Director Audit, Secretary C_71 ECCOS, Officer
C_66 Director Audit (2 doors) C_72 Head ECCOS
C_67 ECCOS C_72A Secretary
Code Office Occupant
I_71 Office Superintendent
I_72 Finance Officer
I_73 Chief Finance Officer
I_73A CFO, Secretary
I_74 Finance Officers (2)
I_75 Head, ICT
SDI Offices Mapped SDC Offices Mapped
Other Offices Mapped
I_73
I_73A C_69 C_68 I_72 C_67 C_66
C_65
C_65A C_64 O_07 C_63
O_09I_71O_08
C_72
C_72AC_71C_70O_12O_11I_75O_10I_74
Code Office Occupant Code Office Occupant Code Office Occupant
O_07A KENAO O_07C KENAO O_08B ICT, Open Office
O_07B KENAO O_08A ICT, Interns O_08C Server Room ICT
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
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uly
2, 2
020
::
19
Block B, 13thFloor SDCAgreed Resolutions
Code Office Occupant
I_71 Office Superintendent
I_72 Finance Officer
I_73 Chief Finance Officer
I_73A CFO, Secretary
I_74 Finance Officers (2)
I_75 Head, ICT
Affected SDI Offices/Officers
I_73
I_73A C_69 C_68 I_72 C_67 C_66
C_65
C_65A C_64 O_07 C_63
O_09I_71O_08
C_72
C_72AC_71C_70O_12O_11I_75O_10I_74
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
20
Block B, 13thFloor SpaceAgreed Resolutions Impact
a) SDC to Occupy the Whole floor.
Overall Impact of the Agreed Resolution
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
21
C_62
C_62B C_62A
C_62DC_62E
C_62FO_06BO_06BO_06AI_70I_69
I_68
I_67
I_67A
I_66
I_66A I_65
I_64
I_64A I_63 I_62 I_61 I_60 I_59
O_06 C_62
Block B, 12thFloor SDI-SDCCurrent State
SDC SDI Others
6 15 3
Summary Stats Of The Offices
Code Office Occupant Code Office Occupant
I_59Cash Office
I_66PAC office
I_60Accounts
I_66APrincipal Account Controller Secretary
I_61IFMIS
I_67Internal Audit Unit
I_62Bank Reconciliation
I_67AInternal Audit (Door No. 1227)
I_63 Validation I_67B
Internal Audit (Door No. 1227)
I_64Principal Accountant
I_68Examination
I_64ASecretary, PA
I_69Imprest (2 doors)
I_65Principal Accountant Controller I_70
Voucher Preparation
Code Office Occupant
C_62 Audit Cooperatives Unit
C_62A Audit Section Head
C_62B Audit Open Office
C_63C Audit Reception
C_64D Audit Officer I
C_65E Audit Officer II
C_66F Audit Officer III
SDI Offices MappedSDC Offices Mapped
Code Office Occupant
O_06 Telephone Controller
O_06A Telephone - 1222
O_06B Telephone - 1222
O_06C Telephone - 1222
Other Offices Mapped
C_62CI_67B
a) SDI to Occupy the Western Wing of the floor.
b) SDC to Occupy the Eastern Wing of the Floor.
c) No Changes.
Overall Impact of the Agreed Resolution
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
22
C_60
C_60B
I_45 I_44 C_59 C_58 O_05C_61
I_46
I_48 I_49 I_50 I_51 I_52 I_53 I_54 I_55I_56
I_57 I_58 C_60AC_60C
Block B, 11thFloor SDI-SDCCurrent State
SDC SDI Others6 16 1
Summary Stats Of The Offices
Code Office Occupant Code Office Occupant
I_44 Registry I_51 HRMO training
I_45 Registry I_52 HRMO training
I_46 DHRM&D I_53 HRMOI
I_46A DHRM&D, Secretary I_54 HRMOI
I_47 Deputy Director Human Resource Management
I_55 HRMOI
I_48 Pensions I_56 HRMOI
I_49 Store I_57 HR -Salaries
I_50 HRMO training I_58 P/Registry
Code Office OccupantC_58 IPPD - Salaries
C_59 Pensions
C_60 Human Resource Unit
C_60A PHRMO
C_60B Secretary
C_60C HRMOI
C_61 Main Registry (4 doors)
SDI Offices MappedSDC Offices Mapped
Code Office Occupant
O_05 Personnel Registry
Other Offices Mapped
I_46AI_47
a) Status Quo to remain
Overall Impact of the Agreed Resolution
SD
C S
DI
Floo
r S
pac
e M
app
ing
SD
C -
SD
I O
ffic
e Spa
ce M
appi
ng::
N
SSF
Bui
ldin
g :
: J
uly
2, 2
020
::
23
SDC Offices Mapped
Block B, 10thFloor SDI-SDCCurrent State
SDC SDI Others28 0 0
Summary Stats Of The Offices
Code Office Occupant Code Office Occupant Code Office Occupant
C_36 Director Human Resource Management C_44 Deputy Accounting
General C_49 Audit -1025
C_36A DHRM, Secretary C_44A DAG Secretary -1004 C_50 Finance and Marketing
C_37 Voucher Preparation C_45 Head of policy C_51 Audit -1023
C_38 Cash Office C_46 Head policy- 1001 C_52 Finance and Marketing Officers -1022
C_39 Examination C_46A Head policy, Secretary C_53 Server room
C_40 Invoicing C_47Accounts Controller Unit C_54 Policy Officer
C_41 Registry ECCOS C_47ADeputy Principal Accounts Controller-1029
C_55 Policy Officer
C_42 Finance and Marketing C_47B Secretary C_56 HR training
C_42A Secretary, Finance and Marketing C_47C Principal Accounts
Controller C_57 Finance and Marketing Officer
C_43 Deputy, Finance and Marketing C_48 Internal Audit
C_36
C_36AC_37
C_38C_39C_40C_57C56C_55C_53C_52C_51C_50C_49C_48
C_47C_47C
C_47A
C_41C_42A
C_43C_44
C_44A
C_45
C_47BC_54
C_42C46
C_46A
a) SDC to Occupy the Whole Floor.b) No Changes
Overall Impact of the Agreed Resolution
Technical and Financial proposals meeting ToR requirements are to be
submitted not later than 10.00 am on 4th November, 2020 to:
The Principal Secretary
State Department for Co -operatives
Social Security House BLK ‘A’
Bishops Road,
P.O. Box 30547 - 00100
NAIROBI
TEAM COMPOSITION AND TASK ASSIGNMENTS
1. Technical/Managerial Staff
Name Position Task
2. Support Staff
Name Position Task
6. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF
Proposed Position:
_____________________________________________________________
Name of Firm:
_________________________________________________________________
Name of Staff:
__________________________________________________________________
Profession:
_____________________________________________________________________
Date of Birth:
__________________________________________________________________
Years with Firm: ___________________________ Nationality: ______________________
Membership in Professional Societies:
________________ __________________________
Detailed Tasks Assigned:
________________ _______________________________________
Key Qualifications:
[Give an outline of staff member’s experience and training most pertinent to
tasks on assignment. Describe degree of responsibility held by staff member on
relevant previous assignments and give dates and locations].
Education:
[Summarize college/university and other specialized education of staff member,
giving names of schools, dates attended a nd degree[s] obtained.]
Employment Record:
[Starting with present position, list in reverse order every employment held. List all
positions held by staff member since graduation, giving dates, names of
employing organizations, titles of positions he ld, and locations of assignments.]
Certification:
I, the undersigned, certify that these data correctly describe me, my
qualifications, and my experience.
_________________________________________________________ Date:
________________
[Signature of staff member]
___________________________________________________________________ Date;
______________
[Signature of authorized representative of the firm]
Full name of staff member:
_____________________________________________________
Full name of authorized representative:
_________________________________________
7. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL
Months (in the Form of a Bar Chart)
Name Position Reports Due/ Number of months
Activities
1
2
3
4
5
6
7
8
9
1
0
11
12
Reports Due: _________
Activities Duration: _________
Signature: ________________________ (Authorized
representative)
Full Name: ________________________
Title: ______________________________
Address: ___________________________
8. ACTIVITY (WORK) SCHEDULE
(a). Field Investigation and Study Items
[1st, 2nd, etc, are months from the start of assignment)
1 st 2 nd 3 rd 4 th 5 th
6 th 7 th 8 th 9 th
10 th 11 th 12 th
Activity (Work)
(b). Completion and Submission of Reports
Reports
Date
1. Inception Report
4. Interim Progress
Report
(a) First Status Report
(b) Second
Status Report
3. Draft Report
4. Final Report
SECTION VI:
STANDARD FORMS OF CONTRACT
a. ANNEX I – LARGE ASSIGNMENTS (LUMP-SUM PAYMENTS)
b. ANNEX II – LARGE AND SMALL ASSIGNMENTS (TIME -BASED PAYMENTS)
c. ANNEX III – SMALL ASSIGNMENTS (LUMP-SUM PAYMENTS)
NOTES
1. LARGE ASSIGNMENT _____Exceeding Ksh 5,000,000
2. SMALL ASSIGNMENT _____Not exceeding Ksh. 5,000,000
3. TIME BASED PAYMENT ___Time based fixed fee Exact duration of
contract not fixed
4. LUMP-SUM PAYMENT _____Stated fixed contract sum.
ANNEX II
SAMPLE CONTRACT FOR CONSULTING
SERVICES
LARGE ASSIGNMENTS
AND
Small Assignments
Time-Based Payments
SAMPLE CONTRACT FOR CONSULTING SEVICES
SMALL ASSIGNMENTS
TIME-BASED PAYMENTS
CONTRACT
This Agreement [hereinafter called “the Contract”) is entered into this
_____________ [Insert starting date of assignment], by
and between
___________________________________________________
[ Insert Client’s name] of [or whose registered office is situated at]
__________________________________________________[insert Client’s
address](hereinafter called “the Client”) of the one part AND
_____________________________________ [Insert Consultant’s name] of[or whose
registered office is situated at
]__________________________________________[insert Consultant’s
address](hereinafter called “the Consultant”) of the other part.
WHEREAS, the Client wishes to have the Consultant perform the Services
[hereinafter referred to as “the Services”, and
WHEREAS, the Consultant is willing to perform the said Services,
NOW THEREFORE THE PARTIES hereby agree as follows:
1. Services (i) TThe Consultant shall perform the Services specified in
Appendix A, “Terms of Reference and Scope of Services,” which is made an
integral part of this Contract.
(ii) The Consultant shall provide the reports listed in Appendix B,
“Consultant’s Reporting Obligations,” within the time
periods listed in such Appendix and the personnel listed
in Appendix C, “Cost Estimate of Services, List of
Personnel and Schedule of Rates” to perform the
Services.
2. Term The Consultant shall perform the Services during the period
commencing __________________[Insert start date] and
continuing through to________________[Insert completion
date] or any other period(s) as may be subsequently agreed
by the parties in writing.
3. Payment A. Ceiling
For Services rendered pursuant to Appendix A, the
Client shall pay the Consultant an amount not to
exceed a ceiling of _____________ [Insert ceiling
amount]. This amount has been established based on
the understanding that it includes all of the Consultant’s
costs and profits as
(i)
Well as any tax obligation that may be imposed on the
Consultant. The payments made under the Contract
consist of the Consultant’s remuneration as defined in
sub-paragraph (B) below and of the reimbursable
expenditures as defined in sub-paragraph (C) below.
B. Remuneration
The Client shall pay the Consultant for Services rendered
at the rate(s) per man/month spent (or per day spent or
per hour spent, subject to a maximum of eight hours per
day) in accordance with the rates agreed and specified
in Appendix C, “Cost Estimate of Services, List of
Personnel and Schedule of Rates”.
C. Reimbursable
The Client shall pay the Consultant for reimbursable
expenses which shall consist of and be limited to:
(i) normal and customary expenditures for official road
and air travel, accommodation, printing and
telephone charges; air travel will be reimbursed at
the cost of less than first class travel and will need
to be authorized by the Client’s
coordinator;
(ii) such other expenses as approved in advance by
the Client’s coordinator.
D. Payment Conditions.
Payment shall be made in Kenya shillings unless
otherwise specified not later than thirty {30} days
following submission of invoices in duplicate to the
Coordinator designated in Clause 4 here below. If the
Client has delayed payments beyond thirty (30) days
after the date hereof, simple interest shall be paid to
the Consultant for each day of delay at a rate three
percentage points above the prevailing Central Bank
of Kenya’s average rate for base lending.
The parties shall use their best efforts to settle amicably
all disputes arising out of or in connection with this
Contract or its interpretation.
4. Project A. Coordinator
Administration
The Client designates _______________________
[Insert name] as Client’s Coordinator; the Coordinator
shall be responsible for the coordination of activities
under the Contract, for receiving and approving
invoices
(ii)
for payment and for acceptance of the deliverables
by the Client.
B. Timesheets.
During the course of their work under this Contract,
including field work, the Consultant’s employees
providing services under this Contract may be required
to complete timesheets or any other document used to
identify time spent as well as expenses incurred, as
instructed by the Project Coordinator.
C. Records and Accounts
The Consultant shall keep accurate and systematic
records and accounts in respect of the Services which
will clearly identify all charges and expenses. The Client
reserves the right to audit or to nominate a reputable
accounting firm to audit the Consultant’s records
relating to amounts claimed under this Contract during
its term and any extension and for a period of three
months thereafter.
5. Performance The Consultant undertakes to perform the Services with
Standard the highest standards of professional and ethical
competence and integrity. The Consultant shall
promptly replace any employees assigned under this
Contract that the Client considers unsatisfactory.
6. ConfidentialityThe Consultant shall not, during the term of this Contract and
within two years after its expiration, disclose any proprietary or confidential
information relating to the Services, this Contract or the Client’s business or
operations without the prior written consent of the Client.
7. Ownership of Any studies, reports or other material, graphic, software
Material or otherwise prepared by the Consultant for the Client
under the Contract shall belong to and remain the
property of the Client. The Consultant may retain a copy
of such documents and software.
8. Consultant Not The Consultant agrees that during the term of this
to be Engaged
in Certain
Activities
9. Insurance
Contract and after its termination, the Consultant and any entity a ffiliated with the Consultant shall be disqualified from providing goods, works or services (
other than the Services or any continuation thereof) for any pr oject resulting from or closely related to the Services.
The Consultant will be res ponsible for taking out
any appropriate insurance coverage.
10. AssignmentThe Consultant shall not assign this Contract or
Subcontract any portion thereof without the Client’s
prior written consent.
11. Law GoverningThe Contract shall be governed by the Laws of Kenya and
Contract and the language of the Contract shall be English
Language.
Language
12. DisputeAny dispute arising out of this Contract which cann ot be
Resolution amicably settled between the parties, shall be referred
by either party to the arbitration and final decision of a
person to be agreed between the parties. Failing
agreement to concur in the appointment of an
Arbitrator, the Arbitrator shall be appointed by the
chairman of the Chartered Institute of Arbitrators,
Kenya branch, on the request of the applying party.
FOR THE CLIENT FOR THE CONSULTANT
Full name; ______________________
Title: ___________________________
Signature; ________________________
Date;____________________________
Full name______________________
Title: __________________________
Signature;______________________
Date;___________________________
LIST OF APPENDICES
Appendix A: Terms of Reference and Scope of Services
Appendix B: Consultant’s Reporting Obligation
Appendix C: Cost Estimate of Services, List of Personnel and Schedule of
Rates
APPENDIX C
1. Financial Proposal
Financial Proposal to be provided in a separate envelope indicated- FINANCIAL
PROPOSAL-PLEASE DON’T OPEN. OPEN AFTER TECHNICAL EVALUATION
ANNEX III
SAMPLE CONTRACT FOR CONSULTING SERVICES
Small Assignments
Lump-sum payments
SAMPLE CONTRACT FOR CONSULTING SERVICES SMALL ASSIGNMENTS LUMP-
SUM PAYMENTS
CONTRACT
This Agreement, [hereinafter called “the Contract”) is entered into this
_____________[Insert starting date of assignment], by and between
________________________________________ [Insert Client’s name] of [or whose
registered office is situated
at]____________________________________________[insert Client’s
address](hereinafter called “the Client”) of the one part AND
____________________________________________ [Insert Consultant’s name]
of [or whose registered office is situated at]
_____________________________________[insert Consultant’s
address](hereinafter called “the Consultant”) of the other part.
WHEREAS the Client wishes to have the Consultant perform the services
[hereinafter referred to as “the Services”, and WHEREAS the Consultant
is willing to perform the said Services,
NOW THEREFORE THE PARTIES hereby agree as follows:
1. Services (i)The Consultant shall perform the Services specified in Appendix
A, “Terms of Reference and Scope of Services,” which is made an integral
part of this Contract.
(ii) The Consultant shall provide the personnel listed in
Appendix B, “Consultant’s Personnel,” to perform the
Services.
(iii) The Consultant shall submit to the Client the reports
in the form and within the time periods specified in
Appendix C, “Consultant’s Reporting Obligations.”
2. Term The Consultant shall perform the Services during the period
commencing on_____________ [Insert starting date] and
continuing through to_____________ [Insert completion date], or
any other period(s) as may be subsequently agreed by the parties in
writing.
(i)
3. Payment
A. Ceiling
For Services rendered pursuant to Appendix A, the
Client shall pay the Consultant an amount not to
exceed___
_____________ [Insert amount]. This amount has been
established based on the understanding that it includes
all of the Consultant’s costs and profits as well as any
tax obligation that may be imposed on the Consultant.
B. Schedule of Payments
The schedule of payments is specified below (Modify in
order to reflect the output required as described in
Appendix C.)
Kshs______________________ upon the Client’s receipt of
a copy of this Contract signed by the Consultant;
Kshs______________________ upon the Client’s receipt
of
the draft report, acceptable to the Client; and
Kshs______________________ upon the Client’s receipt of
the final report, acceptable to the Client.
Kshs______________________ Total
C. Payment Conditions
Payment shall be made in Kenya Shillings unless
otherwise specified not later than thirty [30] days
following submission by the Consultant of invoices in
duplicate to the Coordinator designated in Clause 4
here below. If the Client has delayed payments beyond
thirty (30) days after the due date hereof, simple interest
shall be paid to the Consultant for each day of delay at
a rate three percentage points above the prevailing
Central Bank of Kenya’s average rate for base lending.
4. ProjectA.Coordinator.
Administration
The Client designates __________________[insert name] as
Client’s Coordinator; the Coordinator will be responsible
for the coordination of activities under this Contract, for
acceptance and approval of the reports and of other
deliverables by the Client and for receiving and
approving invoices for payment.
B.
Reports.
The reports listed in Appendix C, “Consultant’s Reporting
Obligations,” shall be submitted in the course of the
assignment and will constitute the basis for the
payments to be made under paragraph 3.
5. Performance The Consultant undertakes to perform the Services with
Standards the highest standards of professional and ethical
competence and integrity.The Consultant shall
promptly replace any employees assigned under this
Contract that the Client considers unsatisfactory.
6. ConfidentialityThe Consultant shall not, during the term of this Contract and
within two years after its expiration, disclose any
proprietary or confidential information relating to the
Services, this Contract or the Client’s business or
operations without the prior written consent of the
Client.
7 . Ownership of Any studies, reports or other material, graphic, software
Material or otherwise prepared by the Consultant for the Client under the
Contract shall belong to and remain the property of the
Client. The Consultant may retain a copy of such
documents and software.
8. Consultant NotThe Consultant agrees that during the term of this
to be Engaged
in certain
Activities
Contract and after its termination the Consultant and
any entity affiliated with the Consultant shall be
disqualified from providing goods, works or services
(other than the Services and any continuation thereof)
for any project resulting from or closely related to the
Services.
9. Insurance
The Consultant will be responsible for taking out any
appropriate insurance coverage.
10. AssignmentThe Consultant shall not assign this Contract or sub-contract any
portion of it without the Client’s prior written consent.
11. Law GoverningThe Contract shall be governed by the laws of Kenya
and
Contract and the language of the Contract shall be English
Language
Language.
12. Dispute
Resolution
Any dispute arising out of the Contract which cannot
be
amicably settled between the parties shall be referred
by either party to the arbitration and final decision of a person to be agreed between the parties. Failing agreement to concur in the appointment of an
Arbitrator, the Arbitrator shall be appointed by the
chairman of the Chartered Institute of Arbitrators, Kenya
branch, on the request of the applying party.
FOR THE CLIENT FOR THE CONSULTANT
Full name; ________________________ Full name; ______________________
Title: ______________________________Title: ____________________________
Signature; __________________________Signature; ____________________
Date; ______________________________Date; _________________________
LIST OF APPENDICES
Appendix A:
Terms of Reference and Scope of Services
Appendix B:
Consultant’s Personnel
Appendix C: Consultant’s Reporting Obligations
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.