NATIONAL INDUSTRIAL TRAINING AUTHORITY P.O. BOX 74494 - 00200 NAIROBI, KENYA TEL: +254(020) 2695586/9 www.nita.go.ke TENDER FOR SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM TENDER NO: NITA/04/2014-2015 August 2014

TABLE OF CONTENTS SECTION I: INVITATION TO TENDER ....................................................................................... 3 SECTION II: INSTRUCTIONS TO BIDDERS ................................................................................ 5 SECTION III: GENERAL CONDITIONS OF CONTRACT ......................................................... 14 SECTION IV: SPECIAL CONDITIONS OF CONTRACT ............................................................ 18 SECTION V: SCHEDULE OF REQUIREMENTS ......................................................................... 26 SECTION VI: TECHNICAL SYSTEM SPECIFICATIONS .......................................................... 25 SECTION VII: HARDWARE AND SOFTWARE QUESTIONNAIRE ........................................ 59 SECTION VIII: EVALUATION CRITERIA ........................................................................................ 65 SECTION IX TECHNICAL DOCUMENTS .................................................................................... 73 ANNEXES…………………………….……………………………………………………………..89

SECTION I: INVITATION TO TENDER TENDER NAME: SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM TENDER NUMBER: NITA/04/2014- 2015 The National Industrial Training Authority (NITA) invites sealed Tenders for the: SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM. Interested eligible bidders may obtain information from and inspect the tender documents at National Industrial Training Authority at the Supply Chain Management Office located on 1st Floor, Main Office BlockB, Commercial Street, Industrial Area, Nairobi during normal working hours (8.00am to 5.00pm, Monday to Friday). Tender submission shall be accompanied by the following Mandatory documents. 1. Form of tender: filled and stamped. 2. Certificate of Company Registration/Incorporation. 3. Details of Company Ownership Certificate. 4. VAT registration certificate. 5. Valid Tax Compliance Certificate. 6. Audited accounts for the last three (3) years (2011-2013). 7. Tender security of Kenya shillings Five Hundred Thousand (Ksh.500,000.00) valid for 150 days from the closing date of the tender. 8. Valid direct manufacturer/developer authorization letter/certificate if not the manufacturer/developer. 9. Proven physical location of the company/Firm (attach evidence e.g. title deed, lease agreement).

A complete set of tender documents may be obtained by interested bidders upon payment of a non-refundable fee of Kshs 1,000/= in cash to account No. 1102588075, Kenya Commercial Bank (KCB) Industrial Areabranch, or bankers cheque payable to the Director General. Prices quoted should be inclusive of all taxes and costs in respect of delivery, installation, testing, training and commissioning and shall remain valid for a period of 120 days from the closing date of the

tender. There will be a pre-bid conference to be held on Friday 5th September,2014 at 11.00 am in the Conference Room in the 2nd floor of Block ‘B’. Completed tender documents are to be enclosed in plain sealed envelopes, marked with the tender number and tender name and be deposited in the Tender Box in the First Floor of National Industrial Training Authority, P.O. Box 74494-00200 | Nairobi Commercial Street, Industrial Area or be addressed to: -

The Director General, National Industrial Training Authority, P.O. Box 74494-00200 | Nairobi Commercial Street, Industrial Area, Directorgeneral@nita.go.ke so as to be received on or before Tuesday 16th September, 2014 at 10.00a.m. Tenders will be opened immediately thereafter in the presence of the bidders ‘or bidders’ representatives who choose to attend the opening on Tuesday 16th September, 2014 at 10.00 a.m. at the Conference Room located on 2nd floor of Block ‘B’.

SECTION II: INSTRUCTIONS TO BIDDERS 2.1 Eligible Tenderers 2.1.1 This Invitation for Tenders is open to all tenderers eligible asdescribed in the Invitation to Tender. Successful tenderers shall complete the supply of goods by the intended completion date specifiedin the Schedule of Requirements Section V. 2.1.2 The procuring entity’s employees, committee members, board members and their relatives (spouses and children) are not eligible toparticipate in the tender. 2.1.3 Tenderers shall provide the qualification informationstatement that the tenderers (including all members of a joint venture and subcontractors) is not associated, or have been associatedin the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Procuring entity to provide consulting services for the preparation of the design, specifications,and other documents to be used for the procurement of the goods under this invitation for tenders. 2.1.4 Tenderers shall not be under a declaration of ineligibility for corrupt and fraudulent practices. 2.2 Eligible Goods 2.2.1 All goods to be supplied under the contract shall have their origin in eligible source countries. 2.2.2 For purposes of this clause, “origin” means the place where the goods are mined, grown, or produced. Goods are produced when, through manufacturing,processing, or substantial and major assembly of components, a commercially-recognized product results that is substantially different in basic characteristics or in purpose or utility from its components 2.2.3 The origin of goods is distinct from the nationality of the tenderer. 2.3 Cost of Tendering 2.3.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender, and the procuring entity, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tendering process.

2.3.2 The price to be charged for the tender document shall not exceedKshs.5, 000/= 2.3.3 All firms found capable of performing the contract satisfactorily in accordance with the set prequalification criteria shall be considered for award

2.4. Contents of Tender Document 2.4.1 The tender document comprises the documents listed below and addenda issued in accordance with clause 2.6 of these instructions to Tenderers i. Invitation to Tender ii. Instructions to tenderers iii. General Conditions of Contract iv. Special Conditions of Contract v. Schedule of requirements vi. Technical System Specifications vii. Hardware and Software Questionnaire viii. Evaluation Criteria ix. Technical Documents 2.4.2 The Tenderer is expected to examine all instructions, forms, terms and specifications in the Tender documents. Failure to furnishall information required in accordance with the tender documents or submission of a tender not substantially responsive as per the tender documents in every respect will be rejected. 2.5 Clarification of Documents 2.5.1 A prospective tenderer requiring any clarification in respect ofthe tender documents may notify the Procuring entity in writing or by post at the entity’s address indicated in the Invitation to Tender. The Procuring entity will respond in writing to any request for clarification of the tender documents, which it receives not later than seven (7) days prior to the deadline for the submission of tenders, prescribed by the procuring entity. Written copies of the response by the Procuring Entity (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective tenderers that will have received the tender documents. 2.5.2 The procuring entity shall reply to any clarifications sought by the tenderer within 3 days of receiving the request to enable the tenderer to make timely submission of its tender. 2.6 Amendment of Documents 2.6.1 At any time prior to the deadline for submission of tenders, theProcuring entity, for any reason, whether at its own initiative or in response to a clarification requested by a prospective tenderer, may modify the tender documents by amendment.

2.6.2 All prospective bidders that will have received the tender documents will be notified of the amendment in writing by post and will be binding on them. 2.6.3 In order to allow prospective tenderers reasonable time in which to take the amendment into account in preparing their tenders, the Procuring entity, at its discretion, may extend the period for thesubmission of tenders. 2.7 Language of Tender 2.7.1 The tender prepared by the tenderer, as well as all correspondence and documents relating to the tender exchange by the tenderer and the Procuring entity, shall be written in English language, provided that any printed literature furnished by the tenderer may be written in another language provided they are accompanied by an

accurate English translation of the relevant passages in which case, for purposes of interpretation of the tender, the English translation shall govern. 2.8 Documents Comprising of Tender 2.8.1 The tender prepared by the tenderers shall comprise the following components a. A Tender Form and a Price Schedule completed in accordance with paragraph 2.9, 2.10 and 2.11 below: b. Documentary evidence established in accordance with paragraph 2.1 that the tenderer is eligible to tender and is qualified to perform the contract if its tender is accepted; c. Documentary evidence established in accordance with paragraph 2.2 that the goods and ancillary services to be supplied by the tenderer are eligible goods and services and conform to the tender documents; and d. Tender security furnished in accordance with paragraph 2.14 2.9 Tender Forms 2.9.1 The tenderer shall complete the Tender Form and the appropriate Price Schedule furnished in the tender documents, indicating the goodsto be supplied, a brief description of the goods, their country of origin, quantity, and prices. 2.10 Tender Prices 2.10.1 The tenderer shall indicate on the appropriate Price Schedule of the unit prices and total tender price of the goods it proposes to supply under the contract. 2.10.2 Prices indicated on the Price Schedule shall include all costs including taxes, insurances and delivery to the premises of the Procuring Entity. 2.10.3 Prices quoted by the tenderer shall be fixed during the Tenderer’s performance of the contract and not subject to variation onany account. A tender submitted with provision for price variations will be treated as non-responsive and will be rejected, pursuant to paragraph 2.22 2.10.4 The validity period of the tender shall be 120 days from the date of opening of the tender.

2.11 Tender Currencies 2.11.1 Prices shall be quoted in Kenya Shillings. 2.12 Tenderers Eligibility and Qualifications 2.12.1 Pursuant to paragraph 2.1. The tenderer shall furnish, as part of its tender, documents establishing the tenderer’s eligibility to tender and its qualifications to perform the contract in case its tender is accepted. 2.12.2 The documentary evidence of the tenderer’s eligibility to tender shall establish to the Procuring Entity’s satisfaction that thetenderer, at the time of submission of its tender, is from an eligiblecountry as defined under paragraph 2.1.

2.13 Tender Security 2.13.1 The tenderer shall furnish, as part of its tender, a tender security for the amount specified. 2.13.2 The tender security shall be in the amount of 1 – 2 per cent ofthe tender price. 2.13.3 The tender security is required to protect the Procuring Entityagainst the risk of Tenderer’s conduct which would warrant the security’s forfeiture, pursuant to paragraph 2.13.8 2.13.4 The tender security shall be denominated in Kenya Shillings or in another freely convertible currency, and shall be in the form of a bank guarantee or a bank draft issued by a reputable bank located in Kenya or abroad, or a guarantee issued by a reputable insurance company in the form provided in the tender documents or another form acceptable to the Procuring Entity and valid for thirty (30) days beyond the validity of the tender. 2.13.5 Any tender not secured in accordance with paragraph 2.14.1 and 2.14.2 will be rejected by the Procuring Entity as non-responsive, pursuant to paragraph 2.22 2.13.6 Unsuccessful Tenderer’s tender security will be discharged or returned as promptly as possible as but not later than thirty (30) days after the expiration of the period of tender validity prescribed by the Procuring Entity. 2.13.7 The successful Tenderer’s tender security will be discharged upon the tenderer signing the contract, Pursuant to paragraph 2.27 andfurnishing the performance security, pursuant to paragraph 2.28 2.13.8 The tender security may be forfeited: (a) If a tenderer withdraws its tender during the period of tender validity specified by the procuring entity on the Tender Form; or (b) In the case of a successful tenderer, if the tenderer fails: (i) To sign the contract in accordance with paragraph 2.27 or

(ii) To furnish performance security in accordance with paragraph 2.28 2.14 Validity of Tenders

2.14.1 Tenders shall remain valid for 120 days or as specified in the Invitation to Tender after the date of tender opening prescribed by the Procuring Entity, pursuant to paragraph 2.18. A tender valid for ashorter period shall be rejected by the Procuring Entity as non-responsive. 2.14.2 In exceptional circumstances, the Procuring Entity may solicit the Tenderer’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. The tendersecurity provided under paragraph 2.13 shall also be extended. A tenderer may refuse the request without forfeiting its tender security. A tenderer granting the request will not be required nor permitted to modify its tender.

2.15 Format and Signing of Tender 2.15.1 The tenderer shall prepare original and copies of the tender, clearly marking each “ORIGINAL TENDER” and “COPY OF TENDER,” as appropriate. In the event of any discrepancy between them, the original shall take precedent. 2.15.2 The original and all copies of the tender shall be typed or written in indelible ink and shall be signed by the tenderer or a person or persons duly authorized to bind the tenderer to the contract. All pages of the tender, except for un-amended printed literature, shall be initialed by the person or persons signing the tender. 2.15.3 The tender shall have no interlineations, erasures, or overwriting except as necessary to correct errors made by the tenderer, in which case such corrections shall be initialed by the person or persons signing the tender. 2.16 Sealing and Marking of Tenders 2.16.1 The tenderers are required to submit two separate Bids i.e. Technical and Financial in a two separately sealed envelopes superscripted “Technical Bid for SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM” and “Financial Bid for SUPPLY, INSTALLATION, IMPLEMENTATION, TESTING, TRAINING AND COMMISSIONING OF AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM”. 2.16.2 The Tenderer shall seal the original and copy of the tender in separate envelopes, duly marking the Envelopes as “ORIGINAL” and “COPY.” The envelopes shall then be sealed in an outer envelope. 2.16.3 The inner and outer envelopes shall: (a) Be addressed to the Procuring Entity at the address given in the Invitation to Tender: (b) Bear, tender number and name in the Invitation for Tenders and thewords, “DONOT OPEN BEFORE OPENING DATE 16th September/2014.” 2.16.4 The inner envelopes shall also indicate the name and address ofthe tenderer to enable the tender to be returned unopened in case it is declared “late”. 2.16.5 If the outer envelope is not sealed and marked as required by

paragraph 2.16.2, the Procuring Entity will take no responsibility forthe tender’s misplacement or premature opening. 2.17 Deadline for Submission of Tenders 2.17.2 Tenders must be received by the Procuring Entity at the addresses specified under paragraph 2.16.2 not later than 10.00am on 16th September, 2014 2.17.3 The Procuring Entity may, at its discretion, extend this deadline for the submission of tenders by amending the tender documents in accordance with paragraph 2.18, in which case all rights and obligations of the Procuring Entity and bidders previously subjectto the deadline will therefore be subject to the extension.

2.18 Modification and Withdrawal of Tenders 2.18.1 The tenderer may modify or withdraw its tender after the tender’s submission, provided that written notice of the modification,including substitution or withdrawal of the tenders, is received by the Procuring Entity prior to the deadline prescribed for submission of tenders. 2.18.2 The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance with the provisions of paragraph 2.17. A withdrawal notice may also be sent by cable, telex but followed by a signed confirmation copy, postmarked not later than the deadline for submission of tenders. 2.18.3 No tender may be modified after the deadline for submission of tenders. 2.18.4 No tender may be withdrawn in the interval between the deadlinefor submission of tenders and the expiration of the period of tender validity specified by the tenderer on the Tender Form. Withdrawal of a tender during this interval may result in the Tenderer’s forfeiture of its tender security, pursuant to paragraph 2.13.8 2.18.5 The procuring entity may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination. 2.18.6 The procuring entity shall give prompt notice of the termination to the tenderers and on request give its reasons for termination within 14 days of receiving the request from any tenderer. 2.19 Opening of Tenders 2.19.1 The Procuring Entity will open all tenders in the presence of tenderers’ representatives who choose to attend, on 16th September, 2014 and in the location specified in the Invitation to Tender. The tenderers’ representatives who are present shall sign a register evidencing their attendance. 2.19.2 The tenderers’ names, tender modifications or withdrawals,tender prices, discounts and the presence or absence of requisite tender security and such other details as the ProcuringEntity, at its discretion, may consider appropriate, will be announcedat the opening.

2.19.3 The Procuring Entity will prepare minutes of the tender opening. 2.20 Clarification of Tenders 2.20.1 To assist in the examination, evaluation and comparison of tenders the Procuring Entity may, at its discretion, ask the tenderer for a clarification of its tender. The request for clarification and the response shall be in writing, and no change in the prices or substance of the tender shall be sought, offered, or permitted. 2.20.2 Any effort by the tenderer to influence the Procuring Entity inthe Procuring entity’s tender evaluation, tender comparison or contract award decisions may result in the rejection of the tenderers’tender. 2.21 Preliminary Examination and Responsiveness

2.21.1 The Procuring entity will examine the tenders to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the tenders are generally in order. 2.21.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantify,the unit price shall prevail, and the total price shall be corrected. If the candidate does not accept the correction of the errors, its tender will be rejected, and its tender security forfeited. If there is a discrepancy between words and figures the amount in words will prevail 2.21.3 The Procuring entity may waive any minor informality or non-conformity or irregularity in a tender which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any tenderer. 2.21.4 Prior to the detailed evaluation, pursuant to paragraph 2.23 the Procuring Entity will determine the substantial responsiveness of each tender to the tender documents. For purposes of these paragraphs,a substantially responsive tender is one, which conforms to all the terms and conditions of the tender documents without material deviations. The Procuring Entity’s determination of a tender’s responsiveness is to be based on the contents of the tender itself without recourse to extrinsic evidence. 2.21.5 If a tender is not substantially responsive, it will be rejected by the Procuring Entity and may not subsequently be made responsive by the tenderer by correction of the non-conformity. 2.22 Conversion to Single Currency 2.22.1 Where other currencies are used, the Procuring Entity will convert these currencies to Kenya Shillings using the selling exchangerate on the rate of tender closing provided by the Central Bank of Kenya. 2.23 Evaluation and Comparison of Tenders 2.23.1 The Procuring entity will evaluate and compare the tenders which have been determined to be substantially responsive, pursuant to

paragraph 2.21 2.23.2 The tender evaluation committee shall evaluate the tender within 30 days of the validity period from the date of opening the tender. 2.23.3 A tenderer who gives false information in the tender document about its qualification or who refuses to enter into a contract after notification of contract award shall be considered for debarment from participating in future public procurement and bids disqualified. 2.24 Contacting NITA 2.24.1 Subject to paragraph 2.20, no tenderer shall contact NITA on any matter relating to its tender, from the time of tender opening to the time the contract is awarded.

2.25 Award of Contract (a) Post-qualification 2.25.1 In the absence of pre-qualification, the Procuring Entity will determine to its satisfaction whether the tenderer that is selected ashaving submitted the lowest evaluated responsive tender is qualified to perform the contract satisfactorily. 2.25.2 The determination will take into account the tenderer’s financial, technical, and production capabilities. It will be based upon an examination of the documentary evidence of the tenderer’s qualifications submitted pursuant to paragraph 2.12.2 as well as such other information as the Procuring Entity deems necessary and appropriate. 2.25.3 An affirmative determination will be a prerequisite for award of the contract to the tenderer. A negative determination will result in rejection of the Tenderer’s tender, in which event the Procuring Entity will proceed to the next lowest evaluated tender to make a similar determination of that Tenderer’s capabilities to perform satisfactorily. (b) Award Criteria 2.25.4 The Procuring Entity will award the contract to the successful tenderer whose tender has been determined to be substantially responsive and has been determined to be the lowest evaluated tender, provided further that the tenderer is determined to be qualified to perform the contract satisfactorily. (c) Procuring Entity’s Right to Vary quantities 2.25.5 The Procuring Entity reserves the right at the time of contractaward to increase or decrease the quantity of goods originally specified in the Schedule of requirements without any change in unit price or other terms and conditions. (d) Procuring entity’s Right to accept or Reject any or All Tenders 2.25.6 The Procuring Entity reserves the right to accept or reject anytender, and to annul the tendering process and reject all tenders at any time prior to contract award, without thereby incurring any liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the grounds for the Procuring Entity’s action.

2.26 Notification of Award 2.26.1 Prior to the expiration of the period of tender validity, the Procuring Entity will notify the successful tenderer in writing that its tender has been accepted. 2.26.2 The notification of award will constitute the formation of the Contract but will have to wait until the contract is finally signed byboth parties. 2.26.3 Upon the successful Tenderer’s furnishing of the performance security pursuant to paragraph 2.28, the Procuring Entity will promptly notify each unsuccessful Tenderer and will discharge its tender security, pursuant to paragraph 2.13

2.27 Signing of Contract 2.27.1 At the same time as the Procuring Entity notifies the successful tenderer that its tender has been accepted, the Procuring Entity will send the tenderer the Contract Form provided in the tenderdocuments, incorporating all agreements between the parties. 2.27.2 The parties to the contract shall have it signed within 30 daysfrom the date of notification of contract award unless there is a request for administrative review. 2.27.3 Within thirty (30) days of receipt of the Contract Form, the successful tenderer shall sign and date the contract and return it to the Procuring Entity. 2.28 Performance Security 2.28.1 Within Thirty (30) days of the receipt of notification of awardfrom the Procuring Entity, the successful tenderer shall furnish the performance security in accordance with the Conditions of Contract, inthe Performance Security Form provided in the tender documents, or in another form acceptable to the Procuring Entity. 2.28.2 Failure of the successful tenderer to comply with the requirements of paragraph 2.27 or paragraph 2.28.1 shall constitute sufficient grounds for the annulment of the award and forfeiture of the tender security, in which event the Procuring Entity may make the award to the next lowest evaluated bidder or call for new tenders. 2.29 Corrupt or Fraudulent Practices 2.29.1 The Procuring Entity requires that tenderers observe the highest standard of ethics during the procurement process and execution of contracts when used in the present regulations; the following terms are defined as follows:- (i) “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution; and (ii) “fraudulent practice” means a misrepresentation of facts in orderto influence a procurement process or the execution of a contract to the detriment of the Procuring Entity, and includes collusive practiceamong tenderers (prior to or after tender submission) designed to

establish tender prices at artificial non-competitive levels and to deprive the Procuring Entity of the benefits of free and open competition; 2.29.2 The Procuring Entity will reject a proposal for award if it determines that the tenderer recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question. 2.29.3 Further a tenderer who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating in publicprocurement in Kenya.

SECTION III: GENERAL CONDITIONS OF CONTRACT 3.1 Definitions In this Contract, the following terms shall be interpreted as indicated:- a. “The Contract” means the agreement entered into between NITA and the successful bidder, as recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein. b. “The Contract Price” means the price payable to the bidder under the Contract for the full and Proper performance of its contractual obligations c. “The Bidder means the firm(s) supplying the services under this Contract. d. “Technical Requirements” means the Technical Requirements Section of the Bidding Documents. e “Implementation Schedule” means the Implementation Schedule Sub-section of the Technical Requirements. f. “Supplier” means the person whose bid to perform the Contract has been accepted by NITA and is named as such in the Contract Agreement. g. “Supplier’s Representative” means any person nominated by the Supplier and named as such in the Contract Agreement and approved by NITA in the manner provided in General conditions of Contract. h. “Subcontractor,” including vendors, means any person to whom any ofthe obligations of the Supplier, including preparation of any design or supply of any Information Technologies or other Software or Services, is subcontracted directly or indirectly by the Supplier. i. “Information System,” also called “the System,” means all the Information Technologies, Software, Hardware, Materials, and other Services to be supplied, installed, integrated, and made operational, together with the Services to be carried out by the Supplier under the

Contract. j. “Services” means all technical, logistical, management, and any other Services to be provided by the Supplier under the Contract to supply, install, customize, integrate, and make operational the System. Such Services may include, but are not restricted to, activitymanagement and quality assurance, design, development, customization, documentation, transportation, insurance, inspection, expediting, sitepreparation, installation, integration, training, data migration, Pre-commissioning, Commissioning, maintenance, and technical support.

k. “The Project Plan” means the document to be developed by the Supplier and approved by the Purchaser, based on the requirements of the Contract and the Preliminary Project Plan included in the Supplier’s bid. The “Agreed and Finalized Project Plan” is the versionof the Project Plan approved by the Purchaser. Should the Project Planconflict with the Contract in any way, the relevant provisions of the Contract, including any amendments, shall prevail. l. “Commissioning” means operation of the System or any Subsystem by the Supplier following Installation, which operation is to be carried out by the Supplier for the purpose of carrying out Operational Acceptance Test(s). m. “Operational Acceptance Tests” means the tests specified in the Technical Requirements and Agreed and Finalized Project Plan to be carried out to ascertain whether the System, or a specified Subsystem,is able to attain the functional and performance requirements specified in the Technical Requirements and Agreed and Finalized Project Plan, n. “Contract Period” is the time period during which this Contract governs the relations and obligations of the Purchaser and Supplier inrelation to the System. 3.2 Application These General Conditions shall apply in all Contracts made by the NITAfor the procurement installation and commissioning of ERP to the extent that they are not superseded by provisions of other part of contract. 3.3 Standards The goods provided under this contract shall conform to the standards mentioned in the schedule of requirements 3.4 Patent Rights The bidder shall indemnify NITA against all third-party claims of infringement of patent, trademark, or industrial design rights arisingfrom use of the Software or any part thereof in Kenya. 3.5 Performance Security 3.5.1 Within thirty (30) days of receipt of the notification of

Contract award, the successful bidder shall furnish to NITA the performance security of ten percent (10%) of the contract price. 3.5.2 The proceeds of the performance security shall be payable to NITA as compensation for any loss resulting from the Bidder’s failure to complete its obligations under the Contract. 3.5.3 The performance security shall be denominated in Kenya shillingsand shall be in the form of a Bank guarantee from a reputable bank

3.5.4 The performance security will be discharged by NITA and returnedto the Candidate not later than thirty (30) days following the date ofcompletion of the Bidder’s performance obligations under the Contract,including any warranty obligations, under the Contract 3.6 Inspection and Tests 3.6.1 NITA or its representative shall have the right to inspect and/or to test the software, hardware and services to confirm their conformity to the Contract specifications. NITA shall notify the bidder in writing in a timely manner, of the identity of any representatives retained for these purposes. 3.6.2 The inspections and tests may be conducted in the premises of the bidder. All reasonable facilities and assistance, including accessto drawings and production data, shall be furnished to the inspectors at no charge to NITA 3.6.3 Should the software, hardware and services in any way fail to conform to the Specifications, the Client is entitled to reject it, and the bidder shall either supply afresh or undertake the necessary acceptable changes to ensure it meets NITA’s requirements without the client incurring further costs. 3.6.5 Nothing in paragraph 3.8 shall in any way release the bidder from any warranty or other obligations under this Contract. 3.7 Payment 3.7.1 The method and conditions of payment to be made to the bidder under this Contract shall be specified in Special Conditions of Contract 3.8 Prices 3.8.1 Price charged by the contractor for goods performed under the contract shall no, with the exception of any price adjustments authorized in SCC, vary from the price by the tenderer in its tender or in the NITA’s request for tender validy extension as the case may be. 3.9 Assignment The bidder shall not assign, in whole or in part, its obligations to perform under this Contract, except with NITA’s prior written consent 3.10 Termination for Default

3.10.1 NITA may, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the bidder, terminate this Contract in whole or in part (a) If the period specified in the Contract, or within any extension thereof granted by NITA lapses. (b) If the bidder fails to perform any other obligation(s) under the Contract. (c) If the bidder, in the judgment of NITA has engaged in corrupt or fraudulent practices in competing for or in executing the Contract.

In the event that NITA terminates the Contract in whole or in part, itmay procure, upon such terms and in such manner as it deems appropriate, software, hardware and services similar to those undelivered, and the bidder shall be liable to NITA for any excess costs for such similar software. 3.11 Termination of insolvency The procuring entity may at the anytime terminate the contract by giving written notice to the contractor if the contractor becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the contractor, provided that such terminationwill not produce or affect any right of action or remedy, which has accrued or will accrue thereafter to the procuring entity. 3.12 Termination for convenience 3.12.1 NITA by written notice sent to the contractor may terminate thecontract in whole or in part, at any time for its convenience. The notice of termination shall specify that the termination is for NITA’sConvenience, the extent to which performance of the contractor of the contract is terminated and the date on which such termination becomes effective. 3.12.2 For the remaining part of the contract after termination NITA may elect to cancel the services and pay to the contractor on agreed amount for partially completed services. 3.13 Resolution of Disputes NITA and the bidder shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the contract. If, after thirty (30) days from the commencement of such informal negotiations both parties have been unable to resolve amicably a contract dispute, either party may require that the dispute be referred for resolution to the formal mechanisms specified in the SCC. 3.14 Government Language The contract shall be written in the English language 3.15 Force Majeure The Bidder shall not be liable for forfeiture of its performance security or termination for default if and to the extent that it’s delay in performance or other failure to perform its obligations under

the Contract is the result of an event of Force Majeure. 3.16 Notices Any notice given by one party to the other pursuant to this contract shall be sent to other party by Post or by fax or Email and confirmed in writing to the other party’s address specified. A notice shall be effective when delivered or on the notices effective date, whichever is later.

SECTION IV: SPECIAL CONDITIONS OF CONTRACT Special Conditions of Contract shall supplement the General Conditionsof Contract. Whenever there is a conflict, between the GCC and the SCC, the provisions of the SCC herein shall prevail over these in the GCC. The procuring entity’s address Director General National Industrial Training Authority P.O. BOX 74494 – 00200, NAIROBI. Telephone: +254-720917897, +254-736-290676, +254-20-2695586/9 Email: directorgeneral@nita.go.ke Website: www.nita.go.ke 4.1 Tendering Notes 4.1.1 The Tenderer is required to check the number of pages and if anyis found missing or in duplicate or the figure or writing indistinct, they must inform NITA at once and have the same rectified. 4.1.2 Should the Tenderer be in doubt about the prices, meaning of anyitem, word or figure for any reason whatsoever or observe any apparentomission of word or figures, they must inform NITA in order that the correct meaning may be decided upon before the date for submission of the Tender. 4.1.3 No liability whatsoever will be admitted nor is claim allowed inrespect of errors in the Tenderers Tender due to mistakes which shouldhave been rectified in the manner described below. 4.1.4 It is the sole responsibility of the Tenderer to ensure all the documents submitted are well bounded and the authority shall not take any responsibility or liability for any lose misplacement of loose documents. 4.1.5 The Tenderer shall not alter or otherwise qualify the text of this tender document. Any alternation or qualification made without authority will be ignored and the text of the Tender document as printed will be adhered to. 4.1.5 Any requirement stated as mandatory shall be complied in full and failure to do so shall render the tender non responsive. 4.2 Terms and conditions of the tender

4.2.1 Payments shall be according to percentages of contract value at each stage of the project according to milestones and percentages of the project completed by the bidder and accepted by NITA.

4.2.2 All prospective tenderers must furnish a tender security equivalent to Kshs.500, 000.00 (Five Hundred Thousand) in accordance with the format and wording provided in this bidding document, and shall be inform of a bank guarantee from a reputable bank located in Kenya and recognized by Central Bank of Kenya or Insurance company authorized by Public Procurement Oversight authority (PPOA) which shall be on demand terms. 4.2.3 All tenders must be accompanied by evidence of the necessary professional and technical qualifications and competence. 4.2.4 All tenderers must provide proof of experience from their previous customers involving work of similar nature in terms of certificates of completion. 4.2.5 All forms of Tenders must be duly filled. The other forms shall be treated as sample forms. 4.2.6 All tenders must be accompanied by manufacturer’s warranty. 4.2.5 Successful tenderers shall be required to furnish a performance security. 4.2.5 The Tenderer will be evaluated in five levels namely; i. Preliminary/mandatory, ii. Technical, iii. Pitch presentation/demo, iv. Financial. v. Installation Site Visit

4.3 Special Technical Conditions 4.3.1 The supplier shall provide services for supply, installation, configuration, commissioning and training as well as acceptance testing on a turnkey basis as outlined in the schedule of requirementsin section V 4.3.2 Performance of on-site installation of the supplied systems at five (5) regional centres to be identified during implementation. 4.3.3 The supplier will test the System's operations and perform all necessary setup, configuration and customization for successful operation at all installation sites. 4.3.4 For the sub systems supplied, the supplier is required to train the designated NITA's technical staff to enable them to effectively support and manage the System. In addition, the supplier is required

to train a selected group of "Trainers & Key Users" on the operation of the system. The supplier shall provide detailed operations and user's manual of the System supplied. 4.3.5 The supplier shall provide on-site technical support and serviceobligations during the Coverage Period for Acceptance test support at NITA’s Installation sites. 4.3.6 The tenderer is advised to plan for 13 (thirteen) weeks lead time from award of contract to the deployment of the system to the NITA servers and envisaged that the entire implementation duration will be a maximum of 6 (six) months. However, bidders are encouraged to propose a lesser duration as may be practically possible while meeting all the requirements specified in section VI.

4.3.7 The supplier shall be required to use own software and hardware including software licenses, server hardware, server operating software and database environment for development and testing during the development phase at no extra cost to NITA. NITA will provide the user computers for use by own staff during training and testing. If not provided, then the tenderer will be required to indicate the additional requirements and cost them separately 5. Acceptance Tests 5.1 NITA will provide the necessary input to the supplier, who shall conduct formal Acceptance Tests on the installed System to verify their conformance with the Operation Acceptance Tests. 5.2 NITA shall issue certification of acceptance only after successful completion of the acceptance tests. The Acceptance testing shall be subject to the following provisions: 5.2.1 Acceptance testing for the System shall occur when the system has met all the Standard(s) of performance defined in the Business Functions and Performance Requirement of the Technical Specifications. 5.2.2 Within two weeks from the end of the initial acceptance test, NITA shall either certify acceptance of the system under test or provide a written description of the deficiencies that must be rectified before the systems can be accepted. 5.2.3 If the System fails to meet the standard(s) of performance after 60 days from the start of acceptance testing, NITA may, at its option, request a replacement or correction of deficiencies. 5.2.4 The duration of acceptance testing shall not exceed ninety (90)days from the date of commencement or the date when the supplier makesall corrections, whichever is later. 6. Warranty 6.1. The supplier warrants, for the duration of the warranty period commencing from the date of acceptance of each product, that all systems supplied under this contract shall have no defect arising from design or workmanship.

6.2. The warranty period for all infrastructure, hardware and softwareshall not be less than 12 months from the date of acceptance certificate for each product/item. 6.3. NITA shall promptly notify the supplier in writing of any claims arising under this warranty. Upon receipt of such notice, the supplier shall, within the warranty period and with all reasonable speed, repair or replace the defective systems, without costs to NITA. 6.4. If the supplier, having been notified, fails to remedy the defect(s) within the specified period, NITA may proceed to take such reasonable remedial action as may be necessary, at suppliers risk and expense and without prejudice to any other rights which NITA may have against the supplier under thecontract. 6.5. During the warranty period, the supplier will make available at no additional cost to

NITA all product and documentation updates and new software version releases within 30 days of their availability in Kenya, and no later than 12 months after they are released in the country of origin of theproduct. 6.6. The supplier hereby represents and warrants that the software as delivered does not and will not infringe any intellectual property rights held by any third party and that it has all necessary rights or at its sole expense shall have secured in writing all transfers of rights and other transfers of intellectual property rights and the warranties setforth in the contract, and for NITA exclusively to own or exercise allintellectual property rights as provided in the contract. Without limitation, the supplier shall secure all necessary written agreements, consents and transfers of rights from its employees and other persons or entities whose services are used for development of the software. 6.7. Without prejudice to the warranties given for individual productsor services, the supplier hereby warrants to NITA that: 6.7.1 The systems represent a complete, integrated solution to the NITA’s requirements asset forth in the technical specifications and will provide the functionality and performance set forth therein. The supplier shall accept responsibility for the successful inter-operation and integration in accordance with the requirements of the technical specifications, of all products provided under the contract; 6.7.2 The systems specifications, capabilities and performance characteristics are as stated in the supplier's tender and product documentation. 6.8. The supplier will offer all possible assistance to NITA to seek warranty services or remedial action from subcontracted third party producers or licensers of products included in the systems. The Supplier will make all reasonable and necessary efforts to correct defects in the systems that constitute significant deviations from thetechnical specifications and/or supplier. 6.9. The supplier warrants that there is no intention of discontinuing production of products to be supplied under the contractwithin three years following product acceptance signature. In the event that the supplier intends to discontinue production of any product after this period, the supplier shall notify NITA one year in advance of such discontinuance to permit NITA, at its option, to procure the necessary quantities of the product, or require that the

supplier propose the contractual substitution of a newer, compatible and functionally equivalent product. 6.10 A warranty period of at least 1 year after commencement of live operations should be given by the bidder. Live operations will be determined as the date when the integrated core system is deployed in the headquarters and all the branches to be identified at the commencement of the implementation. 6.11 NITA shall be solely responsible for the preparation and maintenance of the equipment sites in compliance with the environmental specifications defined by the suppliers. The final location of the equipment at the installation sites is given in the site table. However, should there be any changes to the installation sites; NITA shall notify the supplier at least 21 days before the scheduled installation date, to allow the supplier to perform a site inspection to verify the adequacy of site preparation before installation.

7. Suppliers obligations: The supplier shall develop; 7.1 A final project charter within 14 days from the effective date ofthe contract 11.2 A definition of the project implementation tasks andidentification of all major Installation, acceptance and service deliverables and milestones; 7.3 A detailed, fully integrated project schedule covering installation, acceptance, training and delivery of other services including a graphical representation of task duration and interdependencies (e.g. a GANTT or Pert Chart); 7.4 A project organization structure of supplier NITA project implementation and operational support teams, including identificationof specific NITA staff roles, timings and their estimated workloads; 7.5 An elaboration of a detailed training program outlining course contents and minimum qualifications for participants of each training course; 7.6 An elaboration of a detailed acceptance test plan, including identification of the sub-systems to be tested, specific tests and processes to be performed and respective testing schedules; 7.7 Procedures for document and specification review and approval andfor change order management; 7.8 A schedule of the specific resources and facilities that the NITA is required to provide and identification of any external dependencies. 8. Copyright 8.1 The Intellectual property rights in all non-standard customized software shall vest and be to the exclusive use of the procuring entity. 8.2 The Intellectual Property Rights in all Standard Software and Standard Materials shall remain vested in the owner of such rights; 8.3 NITA’s contractual rights to use the Standard Software or elements of the Standard Software may not be assigned, licensed, or

otherwise transferred voluntarily except in accordance with the relevant license agreement.

9. Software License Agreements Except to the extent that the Intellectual Property Rights in the Software vest in NITA, the Supplier hereby grants to NITA license to access and use the Software. Such license to access and use the Software shall: (a) Be:

(i) Non-exclusive; (ii) Fully paid up and irrevocable and (iii) Valid throughout the Kenya's territory and internationally wherever NITA has operations.

(b) Permit the Software to be: (i) Used or copied for use on or with the computer(s) for which it wasacquired (if specified in the Technical Requirements and/or the Supplier's bid), plus a backup computer(s) of the same or similar capacity, if the primary is (are) inoperative, and during a reasonabletransitional period when use is being transferred between primary and backup; (ii) Used or copied for use on or transferred to a replacement computer(s), (and use on the original and replacement computer(s) may be simultaneous during a reasonable transitional period) provided that, if the Technical Requirements and/or the Supplier's bid specifies a class of computer to which the license is restricted and unless the Supplier agrees otherwise in writing, the replacement computer(s) is (are) within that class; (iii) If the nature of the System is such as to permit such access, accessed from other computers connected to the primary and/or backup computer(s) by means of a local or wide-area network or similar arrangement, and used on or copied for use on those other computers tothe extent necessary to that access; (iv) Reproduced for safekeeping or backup purposes; (v) Customized, adapted, or combined with other computer software for use by the NITA, provided that derivative software incorporating any substantial part of the delivered, restricted Software shall be subject to same restrictions as are set forth in this Contract;

(vi) Disclosed to, and reproduced for use by, support service suppliers and their subcontractors, (and NITA may sublicense such persons to use and copy for use the Software) to the extent reasonably necessary to the performance of their support service contracts, subject to the same restrictions as are set forth in this Contract; and disclosed to, and reproduced for use by, the NITA or by the NITA's Group and by such other persons (and the NITA may sublicense such persons to use and copy for use the Software), subject to the same restrictions as are set forth in this Contract, including all inventions, designs, and marks embodied in the Software. (vii) Licenses must be acquired for and on behalf of and belong to NITA.

(viii) All licenses accruing costs during the contractual period mustbe included in the cost of the contract (ix) All details, versions, types and cost of licenses, support fees and benefit that go with the licenses must be included in the proposal. The Database and ERP System licenses should support a Minimum 50 Concurrent Users, Enterprise Model versions for Database and ERP system, Web Based / Portal for all user access with unlimitedaccess, Payroll and ESS unlimited users and user access and Unlimited End Users. (x) These should be prepared from the local representative with a Kenyan presence of the third party or from the closest regional officeand the total number of users must be determined. (xi) Bidder annual support and renewal license support fee must be stated and must be in the name of NITA and signed by authorized person(s) on behalf of the NITA (xii) The bidder should include his licensing regime for all modules including the proposed database highlighting the different licensing requirements for developers, system administrators, power users, normal users, occasional users and on-line self-service users. He should also highlight the cost to add users beyond those quoted for. (xiii) The licenses to be supplied as per the guidelines below. NITA requires unlimited enterprise licensing model. (xiv) It is agreed that tenderers will formulate a plan that best suits their system. (xv) The payment schedule shall be agreed with the winning tenderer during contract negotiation provided that the full amount will not be paid before GO LIVE.

SECTION V: SCHEDULE OF REQUIREMENTS 5.1 Background Information 5.1.1 NITA Overview National Industrial Training Authority (NITA) is a state corporation in the Ministry of Labour. NITA recently transformed from the Directorate of Industrial Training (DIT). It operates under the Industrial Training Act Cap 237(Amendment), Laws of Kenya of November 2011. The mandate of NITA is to spearhead industrial training for persons engaged in industry by serving the public with enhanced governance and transparency and improved quality of service delivery. The Authority which has headquarters in Nairobi, Kenya has regional offices in Mombasa, Kisumu, Nakuru, Athi River and Nyeri. NITA has a workforce of over 250 staff located at its headquarters in Nairobi, regional offices and centres. 5.1.2 The ERP acquiring road map The National Industrial Training Authority NITA intends to acquire andinstall an ERP software system to support its key organizational levelobjectives. The ERP is expected to help set, coordinate and track enterprise objectives, identify prioritize and manage risk. It is in this respect that bidders or authorized partner with enterprise level ERP products are invited to respond by sending relevant information. The Current systems in use by the authority were developed over ten years ago. They therefore fail to meet current both business and user requirements while several others are on different platforms. The various modules are not integrated resulting to duplication of effortsand inconsistency. Some business processes have emerged since and are manually managed. The objective is to define a single technology platform including a database that will form basis for supporting the authority's business processes. Improve the ability to serve customers by leveling technology to achieve advantage via use of the strategic information system in areas such as online support services. The technology platforms should be defined in terms of latest application development environment, database server operating system(s) supported, client to end user operating system(s) supported and network environment supported.

5.1.3 Current computing environment The current main system applications are developed using Oracle development tools with Oracle(9i) database running on ML390 server acquired in 2005 as the main database. It has been in use in supporting trade testing activities and limited levy processes for thelast fifteen (15) years. Additional two sub-systems have been acquiredto support human resource and financial activities. Already in place are two (2) modern DL380P G4 servers, a structured cable based local area network (LAN) at its head office in Nairobi and centres, personal computers, Laptops, IPads, Printers with users connected to the Window based LAN and Windows server based domain controller. Network security is centrally controlled by hardware firewall system and a Centralized Antivirus system, running on Kaspersky open space security and Internet

connectivity being through a Fiber Optic Network backbone is terminated on Cisco Routers. The end-user support to all other departments within NITA is undertaken by the Information and Communication Technology (ICT) department. There are approximately 20 concurrent users and the number is expectedto grow to over 100 after the successful implementation of the ERP system. The authority intends the utilization of the system to be bothat its head offices and the regional offices located in Kisumu, Mombasa, Athi-River Kisumu including regional offices in Nyeri and Nakuru. Current layout consists of client/server architecture and users use a GUIto access the system using different credentials from windows. 5.2 General The ERP system to be supplied shall be fully integrated with other sub-systems. The scope of works shall entails and not limited to implementation of the following main elements at NITA HQs and SpecificCenter Locations as per the Specifications. a. Supply and Installation / Implementation (Customization & Development) of the Enterprise Planning Software application for all Modules and functionalities required. b. Supply and Installation and commissioning of genuine licensed ERP Database System and related software utilities and add-ons. c. Supply of Licenses for Database system and ERP d. Project Implementation Services

i. Implementation and customization of various module and reports ii. Integration with the system and online services iii. User acceptance testing (UAT) iv. Training – For administrators (8), senior users (30) and (100) other end users v. System testing & live Implementation vi. Launch and Go Live hand holding support vii. System documentation and user documents

e. Provision of ERP Security, Backup and Availability f. Post Implementation Services i. Annual technical support (ATS) for application software and users ii. Customization, add-ons setup and upgrade rollout

iii. Supply of additional Licenses for Packaged Solution Modules iv. Related infrastructure management

Installation sites

These specifications describe the performance requirements. Tenderers are requested to submit with their offers the detailed specifications, drawings, catalogues, specimen samples etc and an item-by-item technical specification for the products they intend to supply. Tenderers must indicate on the specifications sheets whether the goods/software offered complywith each specified requirement. All the capabilities of the goods/software to be supplied shall not be less than those required in these specifications. Deviations from the basic requirements, if any shall be explained in detail in writing with theoffer, with supporting data such as calculation sheets etc. The procuring entity reserves the right to reject the goods, if such deviation shall be found critical to the use and operationof the goods. 5.3 Delivery Schedule and Work Plan

The bidder should provide project Implementation planwith achievable timelines and responsibilities. All deliveries are expected within thetimescales and milestones agreed on in the project plan. The high level project plan to be submitted should include the tentative timeline for the following milestone activities (Biddersmay propose others,based on their strategy / methodology):

5.4 Implementation 5.4.1 Methodology In this section, bidders are to provide information regarding the implementation methodology which your organization will utilize. This should be framed in terms of the various stages associated with the implementation (e.g., software installation, training, process definition, etc.). In addition, they should identify the tools which their organization would utilize in maintaining the project scheduleand required resources. 5.4.2 Technology Transfer As part of the implementation process, it is the hope of NITA that itsexisting information systems personnel can gain significant expertise in both the technology used by the application as well as the inner workings of the application itself. Within this section, please identify the steps involved in getting our IT personnel familiar with

No. Name Location 1. National Industrial

Training Authority (NITA) Headquarters, National Industrial Vocational Training Centre (Centre) Kenya Technical Training Institute (KTTI)

Commercial Street, Industrial Area, Nairobi

2. Technology DevelopmentCentre

Athi-river

a. Inception Report giving a detailed understanding of the assignment.

b. Project charter. c. A detailed work plan with the

resource requirements schedule.d. Risk management report e. Functional Requirements Design

Document f. Installed Modules and

Commissioned ERP system g. Databases created h. Weekly status reports i. User Acceptance Test reports

j. Milestone sign-offs k. List of standard and

Customized Reports l. Data migration and

Entry Reports m. Training of

administrators, Super Users and end users report

n. Go-Live Report o. Final Project Report p. Warranty of 1 year for

Software and database

all aspects of your application. This should include any recommendations which your organization might have regarding training programs. It is our requirement that comprehensive training will be conducted. 5.4.3 Documentation In this section, bidders should provide documentation of the system inboth electronic and hardcopies, Implementation , Configurations and customization, define documentation type available within the system: System Help Documentation both in soft and embedded on the system. Specifically, on-line documentation at both the screen and field level and Data dictionary available for the system. Provide theextent that NITA can modify the help text, data flow and process flow diagrams available. 5.4.4 Data Conversion and Migration NITA presently has 15 years’ worth of transaction data on the currentsystem and other systems. This data is crucial for business continuity. Replicating the same level of detail that is on the current ERP is of utmost importance to the organization. It is important for the

migration to be carried out at transaction level as opposed to lump sum carry-over of account balances. The vendor/manufacturer has to provide the tools that shall migrate data from the current NITA platform to that proposed by the vendor/manufacturer This section should define the approach you plan to take relative to the conversion of existing NITA data to the new system. This should include: - i. Database analysis and data mapping, ii. Conversion program writing, iii. Data integrity checking and audit methodology, iv. Post-conversion clean up, v. Methodologies used to keep data in sync between the new and legacy systems during implementation.

5.4.3 System and Resource Requirements Within this section, tenderers are asked to identify the recommended resources (both technical and functional user areas) that NITA should consider for the successful completion of this project. This should include: i. By job title, the number and percentage of dedication full-time employees (FTE’s) for all NITA employees recommended for this project.

ii. Identify the physical resources needed and any other requirements of NITA

5.4.3. Administrative and Reporting Framework The contractor will be responsible to the Director General of the National Industrial Training Authority through the appointed Project Manager and Project implementation committee on all matters of the project. The contractor will work closely with the NITA Project Steering committee and ICT staff. The Client will provide the following inputs: i. Relevant reference material

ii. Facilitate access to the NITA regulations and other necessary documents.

iii. Facilitate access to appropriate NITA and stakeholder officers.

iv. Meetings with relevant institutions as and when required.

v. Working area for project consultants

SECTION VI: TECHNICAL SYSTEM SPECIFICATIONS 6.1 Technical Responsiveness Checklist Note to Bidders: The following Checklist is provided to help the Bidder organize and consistently present its Technical Bid. For each of the following Technical Requirements, the Bidder must describe how its Technical Bid responds to each Requirement. In addition, the Bidder must provide cross references to the relevant supporting information, if any, included in the bid. The cross reference should identify the relevant document(s), page number(s), and paragraph(s). The Technical Responsiveness Checklist does not supersede the rest of the Technical Requirements (or any other part of the Bidding Documents). If a requirement is not mentioned in the Checklist, which does not relieve the Bidder from the responsibility of including supporting evidence of compliance with that other requirement in its Technical Bid. Include the following table in the bid document. Indicate in the appropriate column with an “x” or “√”if your firm’s solution satisfiesthe functional requirement (i.e., yes, through a 3rd party, through a modification/customization or no). Also indicate if you have any additional comments about a particular requirement, which should be documented in the comments section below this requirements table. Note that One- or two-word responses (e.g. "Yes," "No," "Will comply,"or the “x”) are normally not sufficient to confirm technical responsiveness with Technical Requirements.

KEY:

Matrix Item Meaning Yes Fully Support 3rdP Through a third party RM Requires

Modification/Customization

6.3 General

8.Security Should provide for: 8.1 User

authentication

8.2 Integration to Active Directory

8.3 Role-based security

8.4 Task-based security

8.5 Field-

4.1 Spreadsheet exportof application column-view data

4.2 Import exported data updates from spreadsheet back into application

4.3 Word datamerge

4.4 Merge directly from application interface(e.g., customer maintenance)

4.5 Inbuilt calendars

4.6 Application alertssent through email

5.Screen Customization Should be able to: 5.1 Personali

ze field size and location

5.2 Personalize tab order

5.3 Personalize columnview fields and order

5.4 Personalize field captions and fonts

5.5 Change

Yes 3rdP RM NS COMMENTS 1. Client Technology Should provide for: 1.1 Heavy

client

1.2 Web basedinterfaceor client

1.3 Mobile client (indicateOS in comment section)

1.4 Client management and deployment tools (give details in comment section)

2 Application Interface 2.1 Navigation Should provide for: 2.1.1 Customiza

ble toolbars

2.1.2 Custom menus

2.1.3 Role-based navigation

2.1.4 User-based navigation

2.1.5 Ability to call external applications

2.1.6 Ability to open external documentsand custom reports

2.1.7 Ability to open

6.3 Functional

1.4.2 Should generate a unique code for each approved TT Centre.

1.4.3 Should beable to update Centre details e.g. deleting or addingnew trades, reason for deletion etc.

1.4.4 Should enable definition of trade testing regions based on Centres proximitydefined by systemusers.

1.5 Examination Administration 1.5.1 Should

enable allocation of examination dates to candidates based on the trade test(s) applied for.

1.5.2 Should generate candidate’s

1.0 TRADE TESTING ANDCERTIFICATION

Yes 3rdP RM NS COMMENTS

1.1 Enrollment 1.1.1 Should be

able to capture the required candidates' application details (both online and offline) as containedin the standard Trade Test (TT)application form i.e. applicants name, gender, contact, age, photo, trade area, fees, email, mobile etc. without duplication of candidatenames in differenttrades.

1.1.2 Should beable to validate applicant’s details as per the NITA

3.0 INDUSTRIAL ATTACHMENT

Yes 3rdP RM NS COMMENTS

3.1.1 Should be

able to capture details of training institutions, employersand students (Attachees and interns) online. i.e. universities, technicalcolleges,employer name, student name, ID number, etc.

3.1.2 Should enable verification, confirmation and modification of captured training institutions,

2.0 TRAINING LEVY ADMINISTRATION

Yes 3rdP RM NS COMMENTS

2.1 Employer Registration 2.1.1 Should be

able to capture the necessaryemployers' application for registration details (both online and offline) i.e. employer name, number ofemployees, nature of business,contact, location,county etc.

2.1.2 Should generate a unique employer number ina user defined format.

2.1.3 Should communicate the assigned registration number tothe employer through email.

2.1.4 Should enable

4.0 INDUSTRIAL TRAINING

Yes 3rdP RM NS COMMENTS

4.1 Registration of Trainers 4.1.1 Should

enable online application from training providers

4.1.2 Should beable to capture the required training providers; detailsas containedin the prescribed application form (online)

4.1.3 Should provide for approval/rejectionf training provider requests

4.1.4 Issue a unique trainer number (as defined by user) and

5.0 CURRICULUM DEVELOPMENT

Yes 3rdP RM NS COMMENTS

5.1.1 Should beable to capture, classify and prioritize NITA skills catalogue.

5.1.2 Should beable to capture and maintain records of stake holders

criteria.6.4 Processing Apprentice Re-imbursement Claims 6.4.1 Should

capture details of indentured and apprentice reimbursement claim from individual employersas containedin the prescribe

6.0 APPRENTICESHIP TRAINING

Yes 3rdP RM NS COMMENTS

6.1 Registration of Apprentice and Indentured Learners 6.1.1 Should be

able to capture indentured and apprentice training request from employers(e.g. apprentice details, training need(s) description etc.).Should support online submission of the request.

6.1.2 Should enable verification of the applying employersbased on qualifications outlined (e.g. number ofemployees, levy status etc.).

6.1.3 Should enable update ofcaptured existing requests for

8.25. Should beable to utilize the retrievedlogs for Human Resource purposes and should beable to help in computing; • Clock in time of staff • Clock outtime of staff • Break in and breakout time of staff • Over time computations per staff • Present Staff • Absent Staff • Current location of staff within the corporatefacilitie

• employee number • employee name

8.22.2 Employee inquiry should show: • compensation history •gross paycomponents • deductionanalysis • net pay• loan details

8.22.3 Output to: • screen • printer

8.23 Employee Details Should provide for: 8.23.1 Basic

information Employee number Employee name

Pay effectivedate

Overtime indicator

Maritalstatus

Location

Temporarystaff indicator

Job Group

Job Category

Pay point

• generalledger • cashbook • personnel

8.19 Operations Should provide for: 8.19.1 Can

maintain 10 years of employee details

8.19.2 Multiple processing cycles • weekly • mid-month • monthly

8.19.3 Minimum net pay

8.19.4 Termination pay based on termination date

8.19.5 Tax computation based on: • taxtables • exemptions • YTD accumulations

8.19.6 Flexible calculation systemfor all deductions

8.19.7 Multiple loans with automaticinterest calculation

8.19.8 Overtime processing

8.19.9 Leave/benefit accruals

8.20 Reports Should provide for:

performance gap, skills required,recommended courses, management decisions, etc.

8.13.3 Scheduling and track training events.

8.13.4 Management of all cost and revenue aspects of training delivery,includingtraining budget details.

8.13.5 Management of resource supply, scheduling, utilization and quality of use.

8.13.6 Complete view of past, present and future training.

8.13.7 Complete trainee management throughevent statuses.

8.14 Medical Benefits and Reimbursements Management Should provide for: 8.14.1 Job

Group-wise

work experience, age, etc.

8.7.6 Management of costing of recruitment campaign.

8.7.7 Registration of applicantdetails, includingpersonal information, qualifications, training,work experiences, references, etc.

8.7.8 Automatictransfer of selected applicant's information to employee records.

8.8 Employee Registration and Contractual Information Should provide for: 8.8.1 Self

service employee access topersonal data.

8.8.2 Line manager access tomanagerial functions.

8.8.3 Recordingof employee skills,

Should provide for: 8.1.1 Design of

organizational models that match current and future company objectives.

8.1.2 Creation of multiple concurrent organization structures.

8.1.3 Management of hierarchical and matrix structures.

8.1.4 Building of a fullhistory of organization changes.

8.1.5 Definition of flexible career paths.

8.2 Position Definition & Management Should provide for: 8.2.1 Definitio

n of enterprise wide core skills and knowledge

8.2.2 Creation of planned position hierarchi

7.3.9 Continuous assessment and student progress monitoring

7.3.10 Handling records of examinations, assessments, marks, grades and grading of final exams accordingto examination regulations.

7.3.11 Generation of student’sacademic progress report (annexes)and providinga link toview the results.

7.3.12 Provide interfaceto other modules e.g. apprenticeship, finance etc.

7.3.13 Auto generation for various certificates, admission

7.0 STUDENTMANAGEMENT FOR INDUSTRIAL TRAINING CENTRES

Yes 3rdP RM NS COMMENTS

7.1 Student Admission Should provide for: 7.1.1 Pre-

admissionscrutiny based on admissionrequirements (e.g.minimum academic qualifications, required documentsetc.)/Regulations link

7.1.2 Student application short listing

7.1.3 Online admissionapplication capabilities

7.1.4 Capturingand maintenance of allstudent information (e.g. name, DoB, address, photo, qualification details, course, etc.)

7.1.5 Enrolmentand unique admissionnumber

9.10.3 Ability to generate stock levels per item report with costs andunits

9.10.4 Ability to used extensivesearch engine

9.6.1 Ability to match goods received note to order, supplier,product specification, andquantity

9.6.2 Support for multiple and partial receipts against the same purchase order or service order

9.6.3 Ability to generate goods receipt note withfacility to amend/reprint as necessary

9.6.4 Ability to process good returns e.g. if rejected by inspection committee

9.7 Stores Issues Should provide for: 9.7.1 Ability

for the storekeeper to issues items on the system and

Should provide for: 9.5.1 Ability

to track LPO's by vendor, service provider,department, order date, requesteddelivery date and order number

9.5.2 Ability to cancelan order based on the set conditions

9.5.3 Ability to view availableinventoryat LPO entry

9.5.4 Ability to defineLPO line types (i.e., service, goods, fixed assets)

9.5.5 Ability to check if the item being procured has been budgeted for

9.5.6 Capability to route order authorization via multiple authorizers based

to make data maintenance easier

9.2.18 Ability to provide data validation for required fields, type of data and valid data ranges.

9.2.19 Reportingand list of store items showing item details includingquantities in hand

9.3 Procurement Planning Should provide for: 9.3.1 Ability

to capture Centre, departmental etc. procurement needs in the system.

9.3.2 Provide at least two levels ofapproval for the procurement needs.

9.3.3 Ability to consolidate the approved procurement needs into the annual

9.0 PROCUREMENTASSET MANAGEMENT AND JOB COSTING

Yes 3rdP RM NS COMMENTS

9.1 Procurement Should provide for: 9.1.1 The

ability to allocate costs to a particular department, Centre, section etc.

9.1.2 Ability to handleexpense and capital purchases

9.1.3 Generate LPO and apply corporateformats, logos andstyled designs; manage designs so that individuals do notadjust corporatestandards.

9.1.4 Facility for printing to a highquality that doesnot require pre-printed stationar

phase budgets, fund source budgets, actual costs andcommitments)

10.15.4 Roll up of multiple projects within a program

10.15.5 Project

10.10.10 Assign project phase budgets

10.10.11 Assign fund source specific budgets

10.10.12 Project budget creation and change approval workflow

10.10.13 Change orders tomodify the budget

10.10.14 Ability to managemulti-year project budgets

10.10.15 Integration to project management applications

10.10.16 Percent complete (to support generation of payment vouchers in AP)

10.10.17 Work BreakdownStructures (althoughnot currentlyaccounting for/managing projects

10.8.1 Parent/child, entity, account and cube based dimensionstructurethat supports automatedaccount rollups and entity consolidations.

10.8.2 Data structurecan be easily modified to support future acquisitions, operatingentities and report structuredefinitions.

10.8.3 Ability to aggregateseparate funding sources (as defined in the COA segment) within each entity and across entities.

10.9 Financial Reporting Should provide for: 10.9.1 User-

friendly report

10.4.1 Ability to recorddifferenttypes of receivables and revenues

10.4.2 Integrated with GLand provides capability to update GLwith A/R transactions on a daily or weekly basis

10.4.3 Ability to generate AR aging reports for all or a group of receivables

10.4.4 Provide for multiple provisioning for bad and doubtful debt (general and specific etc.)

10.4.5 Ability to bill based on various or combination of billing types with variable rates by customer

10.0 FINANCE MANGEMENT

Yes 3rdP RM NS COMMENTS

10.1General Ledger Should: 10.1.1 Support

multiple sets of books

10.1.2 Support up to 7 characters in a segment (less 1 if project codes arenot part of the account string)

10.1.3 Support 26 characters in the account string (15 if project codes arenot part of the account string)

10.1.4 Ability to definerules to govern which segments can or cannot bepopulated(e.g., income statementvs. balance sheet accounts)

10.1.5 Support alpha-numeric codes

SECTION VII: HARDWARE AND SOFTWARE QUESTIONNAIRE 7.1 Software Details Questionnaire Illustrate the application architecture highlighting ALL the modules that make up the solution, even those not currently proposed for NITA.……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Explain software architecture and implementation - are there any dependencies to code libraries, platform APIs, and so on? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Are they consistent, well designed current interfaces to the database APIs and stored procedures ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Data Architecture - Are external access to the data through well-understood standards supported; is it free from any restriction on useand documented? If not please explain. ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… What ranges of operating systems are supported? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Does the vendor have a user group? Yes/No

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… If so, where and how often do they meet? No meetings are held by user groups ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Does the vendor financially support the user group? If not, who does? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… How often does your company come out with major releases and minor releases? Please indicate ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Your de-support date policy for prior releases. Major ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Minor ……………………………………………………………………………………………………………………………………………………………………………………………………………… What is the platform priority established for release of upgraded software releases and versions? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… What would it take to move the system to another platform as on order of magnitude? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………… What is the proportion of revenue that has been spent on research and development over the past five years? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Explain your warranty provisions including how you define a bug vs. Enhancement ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Is a data warehousing feature incorporated into the system? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Are there any known security issues so far? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… List databases supported in order of preference ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Do all applications to be provided run on same database? If not, please indicate which applications run on which other database. …………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………. Can multiple facilities share the same database? If not, please describe why & how to bring together

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Indicate licensing requirements for the database assuming that the same database will be shared with other business applications and thatthe ERP will contribute to about 50% of the database load. ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Are these systems running based on the internet technology accessible through browsers for any data access or modification and editing? ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

7.2 Hardware Architecture Questionnaire Can your system run on a variety of server hardware architectures including support for virtualization, storage area networks and blade servers? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Can your system run on Intel and RISC server processor architectures? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… What is the preferred server architecture for your proposed system? Please state Brand Name where appropriate Model(s), capacities and anyMandatory Specifications e.g. capacity, speed, features etc. Please illustrate. ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… What is the preferred Hardware (printers, personal computers, scanners, cheque readers etc) for your proposed system? Please state Brand Name where appropriate (if more than one, specify top three), Model(s), capacities and any Mandatory Specifications e.g. capacity, speed, features etc ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Can multiple facilities run from one central location? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… What is the preferred server architecture required to run the solutionand all the supporting applications including databases? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………… Bearing in mind that the solution will be running in a heterogeneous data centre environment, side by side with other systems e.g. ERP (being selected in parallel via a separate tender), illustrate at least two possible server architectures that would support your application as well as the other typical business solutions. ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Can server functions be combined onto a single machine? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… List Operating Systems preferred in order of preference ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

SECTION VIII: EVALUATION CRITERIA 8.1 Qualification and award The qualification for award shall be based on combined score where both technical and financial scores shall be taken into consideration.The evaluation shall be carried out in five stages as provided below. Tenderers found to have given false information at any stage of evaluation will be disqualified and the tender rejected. 8.1.1 Stage I - Preliminary/Mandatory Requirements (qualifying criteria) Preliminary Evaluation of open tenders The evaluation committee shall first conduct a preliminary evaluation to determine whether:- (a) The tender has been submitted in the required format; (b) Any tender security submitted is in the required form, amount and validity Period; (c) The tender has been signed by the person lawfully authorized to doso; (d) The required number of copies of the tenders have been submitted; (e) The tender is valid for the period required; (f) All the documentary evidence on clauses 1, 2, 3, 4, 5, 6, 7, 8, 9 and 10 below shall be submitted as part of this tender under technicalsubmission.

1. Certificate of company incorporations /Registration 2. Confidential Business Questionnaire, duly filled and signed. 3. Valid tax compliance certificates 4. V.A.T and & PIN registration Certificate 5. Details of company ownerships/directorship 6. Audited accounts for the last three (3) years (i.e. within 2011 & 2013) 7. Tender security of Kshs. Five (5) hundred thousand valid for 150 days from the closing date of the tender. 8. Proven physical location of the company/firm (attached evidence e.g. Title deed, lease agreements or utility bills) 9. Provide evidence of adequacy of working capital for this contract. 10. Valid Manufacturer or Distributor Authorization Form in case of supply of software or equipment that the bidder does not manufacture

or produce.

The tenderer will be expected to meet all the stated requirements at this stage in order to proceed to the next stage of evaluation (Technical Evaluation). The Authority will adopt a two stage procedure, technical and financial evaluation. The evaluation scoring shall be as follows: -

8.1.2 TECHNICAL EVALUATION (100) The technical evaluation shall comprise three (3 No.) stages as follows: a. Stage II - Technical Evaluation based onSystems Functional Requirements (60 points) b. Stage III - Pitch Presentationsand System Demonstration (40 Points)

Weightage: The technical evaluation score will carry a total of 0.8 of the overall evaluation score. 8.1.3 Stage II - Technical Evaluation criteria(60 points) The tenderers will be evaluated based on their capacity to deliver the requirements, the

compliance of their proposed systemto the stated system functional requirements in section VI. Technical Responses received shall be evaluated to check that the requirements below are met and tenderers who scores a minimum of 48 points (80%) shall qualify for stage III unless disqualified on account of having given false information. The costs incurred for the presentations will be borne by the tenderer.

AREA SUB AREA % SCORE TECHNICAL (80%) Response to

technical requirements

60 %

System Demonstration

40 %

FINANCIAL (20%) Total Cost of 100 %

(a) Product/ Firm Profile

(b) Technical capability

8.1.4 Stage III - Pitch Presentations and System Demonstration (40 Points)

The qualified tenderers at stage II above shall be invited to make presentations to users and top management on their system capabilitiesto meet NITA requirements. The system demonstration shall be based on the system requirements as enumerated in the Technical Specification section VI. The scores distribution shall be as described in the tablebelow. This will account for 40 points of the total technical score.

The tenderers who score a minimum of 32 points (80%) shall qualify forstage IV unless disqualified on account of having given false information. 8.1.5 Stage IV - Financial Evaluation (100%) All the tenderers who scores a minimum of 80 points (minimum cumulative score of 80 for stage II and III) shall be invited to witness the opening of their financial bids. The financial bids thereafter would be evaluated accordingly and weighted as per the formula provided. Weightage: This section will carry a total of 0.2 of the overall evaluation score. The formula for determining the financial scores is the following: FS = 100 x Fm / F, in which FS is the financial score, Fm is the lowest price and F is the price of the proposal under consideration.

Total Points 60 Marks

Experience in carrying out successful change management program.

4 Marks

iv. Staff Qualifications and experience in implementation of relevant projects. (Attach CV’s of Team leader and at least four (4) key project implementation members)

Project/ Team Leaders experience in managing Similarprojects.

4 Marks

Staff qualifications and experience in implementing ERP solution in a similar environment (preferably NITAlike Utility).

4 Marks

Staff qualifications, knowledge and experience in implementation of the proposed ERP in line with

5 Marks

iii. Proven experience of the firm in implementation of relevant projects.

Experience in the implementation of ERP, especially the proposed Solution.

6 Marks

Experience in implementing ERPSolutions in developing countries. Attach testimonials of at least five (5) references, providing the; name of customer, modules implemented,

5 Marks

No. Item Category Description Comment / Scores i. General Requirements. Compliance ii.

ERP Functional Requirements

Product delivery as per productsspecifications in section VI.

Finance Management

Compliance

Training Levy Administration

Compliance

Human ResourceManagement

Compliance

Procurement Asset Management andJob Costing

Compliance

Industrial Training

Compliance

Student Management forIndustrial Training Centres

Compliance

ApprenticeshipTraining

Compliance

Industrial Attachment

Compliance

Firm / Product Profile No. Item Category Description Comment / Scores i. Profile of

manufacturing firm

Name of the Manufacturing Firm (MF)

Compliance

Year of Incorporation ofMF

Compliance

Name of ERP Product

Compliance

Year Product Launched

Compliance

Latest Version launch date

Compliance

Turnover of the MF in the last three years

Compliance

ii. Profile of bidding firm

Name of the bidding firm (BF) (if different from

Compliance

No. Item Category Description Comment / Scores i

Presentationof proposed solution andimplementation methodology

Bidders understanding of NITA Requirementsand solution.

Finance Management

4 Marks

Training Levy Administration

2 Marks

Human ResourceManagement

4 Marks

Procurement Asset Management andJob Costing

4 Marks

Industrial Training

3 Marks

Student Management forIndustrial Training

3 Marks

Final Total Score and Recommendation for Award The total technical scores (stage II, III and IV) shall be added up tomake 100% and weighted using the weights provided. The financial scoreshall also be weighted using the formula provided where the tenderer with the lowest price shall be awarded the maximum weight as given andused as the base price for calculating the financial score for the others. Whereas the tenderer will be required to specify the preferredhardware and database platforms, the NITA reserves the right to obtainprice guidelines for the platforms through market intelligence and mayfactor the same in awarding the tender. The recommendation for award shall take into account both the technical and financial score hence atenderer with the highest combined score shall be deemed to be the lowest evaluated tenderer. Combined technical and financial scores: The following formula shall be used: T.S (80%) + F.S (20%) = T.T.S (100%) T.S = Technical Score (as evaluated above) F.S = Financial Score (as evaluated above) T.T.S = Total Score Total Score (TTS) = Technical Score (TS) + Financial Score (FS) 8.1.6 Stage V - Installation Site Visits The tenderer with the highest combined score (lowest evaluated tenderer) shall organize for NITA Technical evaluation team to visit sites that they have proposed in their offer preferably a utility ofinternal standards. The expenses for the visit will be born by NITA. NITA will choose the sites to visit from the list provided by the vendor/consultant in their proposal. The objective of the Installation site visit is to: (a) Confirmation of tenderer as the provider/supplier for the proposedsolution. (b) Establish whether the system has been installed for more than one year and is currently in place. (c) Determine whether the system is currently in place and

functioning. (d) Find out if the system meets the user requirements. (e) Establish the level of satisfaction of the users with the supplier’s performance in implementing and supporting the system. (f) Determine the rating of the supplier by the client.

8.2 General Information 8.2.1 Tenderers must provide the information regarding their capacity and ability to deliver on the procurement requirements and to take responsibility for it: It is not enough for the bidder to indicate that they comply but must back up their claim with proof by explaininghow each of the items has been complied with. Where brochures are provided, the tenderer will be expected to point out the specific

pages. Bidders who provide false information regarding any requirementshall have their tender rejected. 8.3 Basic qualification information The tenderer's qualification documents should include the following: (a) The necessary qualifications, capability, experience, resources, equipment and facilities to provide what is being procured; (b) The legal capacity to enter into a contract for the procurement; (c) Is not insolvent, in receivership, bankrupt or in the process of being wound up and is not the subject of legal proceedings relating tothe foregoing; (d) Is not precluded from entering into the contract with the person under Section 33 of the Act limiting the contracts with employees and entities in which they have personal interest or with which they have personal relations; (e) Is not debarred from participating in procurement proceedings under Section 115 of the Act and Regulations 90 and 91.

8.4 Company Profile A brief description of the company must be given together with an overview of its product portfolio, current market focus and strategic direction. The ERP Implementer should propose a project team which will be addressing all the needs of the smooth installation, implementation, commissioning and support of the project including butnot limited to the following roles: - (a) Project Manager (b) Module Leads (c) Functional Consultants (d) Developer Consultants (e) Change Management Consultant

8.5 Customer Base Details of relevant customers from the company's existing customer base must be provided. 8.6 Technical Capability The tenderer should provide a list of any similar projects undertaken by the company in the last five years including time-scales. Details should include: (a) Hardware and software configuration for similar services

(b) Operating system for similar services (c) Details of technical support staff including qualifications and experience (d) Delivery timeframe.

SECTION IX - TECHNICAL DOCUMENTS Technical Standard Forms Technical forms are to be in a separate envelope and marked "technical" as per the instructionsin this tender document Notes on Technical standard forms 1. Any tender security submitted is in the required, amount and validity period as per the invitation and tender instructions;

2. Confidential Business Questionnaire Form - This form must be completed by the tenderer and submitted with the tender documents

3. The contract form shall not be completed by the tenderer at the time of submitting the tender.

The contract form shall be completed after contract award and should incorporate the accepted contract price. 4. The Declaration form should be completed by the Managing Director or as appropriate in accordance with the tender documents.

Other forms It shall contain the following:- (A) Technical Proposal - Standard Forms

i. Technical Proposal submission form. ii. Firm’s references. iii. Comments and suggestions of Consultant on the Schedule of Requirements and on data, services, and facilities to be provided by the Client. iv. Description of the methodology and work plan for performing the assignment. v. Team composition and task assignments. vi. Format of curriculum vitae (CV) for proposed professional staff. vii. Time schedule for professional personnel.

viii. Activity (work) schedule.

(B) Financial Proposal - Standard Forms

i. Financial Proposal submission form. ii. Summary of costs. iii. Breakdown of price per activity. iv. Reimbursables per activity. v. Miscellaneous expenses

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

A (ii) 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/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted.

Firm’s Name: _______________________________________________

Assignment Name: Country: Location within Country: Professional Staff Provided by

Your Firm/Entity (profiles): Name of Client: No of Staff: Address: No of Staff-Months; Duration

of Assignment: Start Date (Month/Year):

Completion Date (Month/Year):

Approx. Value of Services (in Current US$):

Name of Associated Consultant,If Any:

No of Months of Professional Staff Provided by Associated Consultant:

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:

A (iii) COMMENTS AND SUGGESTIONS OF CONSULTANT ON THE SCHEDULE OF REQUIREMENTS AND ON DATA, SERVICES, AND FACILITIES TO BE PROVIDED BY THE CLIENT On the Schedule of Requirements:

On the data, services, and facilities to be provided by the Client:

1 2

3

4

5

1

2

3

4

5

A (iv) DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT

A (v) TEAM COMPOSITION AND TASK ASSIGNMENTS

2. Support Staff Name Position Task

1. Technical/Professional Staff Name Position Task

A (vi) FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF Proposed Position: _____________________________________________________ Name of Firm: _________________________________________________________ Name of Staff: _________________________________________________________ Profession: ____________________________________________________________ Date of Birth: _________________________________________________________ Years with Firm/Entity: ______________________ 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. Use about half a page.] Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page.]

Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments. For experience in last ten years, also give types of activities performed and client references, where appropriate. Use about two pages.]

Languages: [For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.] Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. ______________________________________________ Date _____________________[Signature of staff member and authorized representative of the firm] Day/Month/Year Full name of staff member: _______________________________________ Full name of authorized representative: _____________________________

A (vii) TIME SCHEDULE FOR PROFESSIONAL PERSONNEL

Full-time: Part-time: ________________ Part-time: ________________ Reports Due: ________________ Activities Duration: ________________ Signature:______________________ (Authorized representative) Full Name: _____________________ Title: ________________________ Address: _______________________

Months (in the Form of a Bar Chart) Name

Position

Reports Due/Activities

1 2 3 4 5 6 7 8 9 10 11 Numberof Months

Subtotal (1)Subtotal (2)Sub

A (viii) ACTIVITY (WORK) SCHEDULE i. Field Investigation and Study Items

ii. Completion and Submission of Reports

[1st, 2nd, etc. are months from the start of assignment.]

1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13thActivity(Work)

_______

___

Reports Date 1. Inception Report 2. Interim Progress Report (a)First Status Report (b)Second Status Report

3. Draft Report 4. Final Report

B(i) FINANCIAL PROPOSAL SUBMISSION FORM [On Company Letterhead] Date:________________ Tender No.:_______________ To: [Name and address of Client] Dear Sir, 1. Having examined the tender documents including Addenda Nos. …….... [insert numbers] .the receipt of which is hereby duly acknowledged, we, the undersigned, offer to (insert tender title) in conformity with thesaid tender documents for the sum of …………………………………………………………. (total tender amount in words and figure, inclusive of all feesand taxes) or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this Tender. 2. We undertake, if our Tender is accepted, to deliver and supply the services, hardware and software in accordance with the delivery schedule specified in the Schedule of Requirements.

3. If our Tender is accepted, we will obtain the guarantee of a bank in a sum of equivalent to Ten percent (10%) of the contract Price for the due performance of the Contract, in the form prescribed by NITA.

4. We agree to abide by this Tender for a period of 120 days from the date fixed for tender opening of the Instructions to bidders, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

5. This Tender, together with your written acceptance thereof and yournotification of award, shall constitute a Contract, between us, subject to signing of the Contract by the parties.

6. We understand that you are not bound to accept the lowest or any

tender that you may receive.

Duly authorized to sign tender for an on behalf of We remain, Yours sincerely,

Dated this day of 20

[Signature]

[In the capacity of]

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

B (ii) SUMMARY OF COSTS

Maximum of three currencies plus the local currency.

Costs Currency(ies) Amount(s) Amount(s) Local Taxes Total Amount of Financial Proposal

B (iii) BREAKDOWN OF PRICE PER ACTIVITY

Total Cost of Ownership (TCO)

The evaluation will consider Total Cost of Ownership (TCO) for a period of ten (10) years for the Annual maintenance Cost (Support, enhancement packages and upgrades, releases e.t.c). NOTE: i. In case of discrepancy between unit price and total, the unit priceshall prevail. ii. Quote as per specifications attached to the Tender otherwise your tender will be declared non-responsive.

Item Description

Year 1

Year 2

Year 3

Year 4

Year 5

Year 6

Year 7

Year 8

Year 9

Year10

TotalCost for Ten Years

i) Annual Maintenance cost(Approx 200 user

Item Description Unit of sale

Quantity Unit price Total price

a) ERP Product Cost

License Cost (if not part of above)

Implementation costs(Provide abreakdown)

i) Consultancy ii) Travel iii) Hotelaccommodation & other

c) Training for technical and functional

Senior Users (Functional)

30 staff

iii. Any additional cost related to the licensing, upgrade, support ormaintenance not captured above should also be declared as part of thisbid. iv. Costing of the Project should be fixed to the assignment completion v. Payment will be based on specific milestones to be agreed upon award. vi. If standard percentages of acquisition costs are used across the years, these are to be specified. vii. The vendor shall guarantee provision upgrades and or version change over stated period (10 years), clearly stating the cost (if notfree)

B (iv) REIMBURSABLES PER ACTIVITY Activity No: _________________________ Name: _____________________

*Local transportation costs are not included if local transportation is being made available by the Client. Similarly, in the project site, office rent/accommodations/clerical assistance costs are not to be included if being made available by the Client.

No. Description Unit Quantity Unit Price In

Total AmountIn

1 2 3 4 5

International flights __________ Miscellaneous travel expenses Subsistenceallowance Local transportation costs* Office rent/accommodation/

Trip TripDay

B (v) MISCELLANEOUS EXPENSES Activity No._________________________ Activity Name: ______________________

Appendix A — Description of the Services The description of the service is made up of the following: a. Schedule of Requirements b. Methodology and work plan c. Schedules indicating activities and staff assignments.

No. Description Unit Quantity Unit Price Total Amount

1 2 34

Communication costs between ______________________and ________________________ (Telephone, telegram, fax) Drafting, reproducti

Appendix B—Reporting Requirements The Consultant shall prepare and submit to the NITA the following documents and reports. a. Detailed report on project understanding b. Systems documentation c. Project Closing and Handover report

Appendix C—Key Personnel and Sub-Consultant List under: C-1 Titles [and names, if already available], detailed job descriptions and minimum qualifications of Key foreign Personnel to be assigned to work in Kenya, and staff-months for each. C-2 Same information as C-1 for Key local Personnel. C-3 Same as C-1 for Key Personnel to be assigned to work outside Kenya. C-4 List of approved Sub-Consultant (if already available); same information with respect to their Personnel as in C-1 through C-4. Appendix D — Medical Certificate Not Applicable Appendix E — Hours of Work for Key Personnel List here the hours of work for Key Personnel; travel time to and fromthe country of the Republic of Kenya for foreign Personnel (Clause GC 4.4(a)); entitlement, if any, to overtime pay, sick leave pay, vacation leave pay, etc.

Appendix F—Duties of the Client F-1 Copies of previous study reports and data, where they exist shall be provided. F-2 Counterpart personnel to be made available to the Consultant bythe Client.

Appendix G—Cost Estimates in Foreign Currency List hereunder cost estimates in foreign currency: 1. (a) Monthly rates for foreign Personnel (Key Personnel and other Personnel) (b) Monthly rates for local Personnel (Key Personnel and other Personnel). Note: This should be added if local Personnel are also being paid in foreign currency. 2. Reimbursable expenditures (a) Per diem allowances. (b) Air transport for foreign Personnel. (c) Air transport for dependents. (d) Transport of personal effects. (e) International communications. (f) Printing of documents specified in Appendices A and B hereof. (g) Acquisition of specified equipment and materials to be imported by the Consultant and to be paid for by the Client (including transportation to Kenya). (h) Other foreign currency expenditures, like use of computers, foreign training of Client’s staff, various tests, etc.

Appendix H — Cost Estimates in Local Currency List hereunder cost estimates in local currency: 1. Monthly rates for local Personnel (Key Personnel and other Personnel)

2. Reimbursable expenditures as follows:

(a) Per diem rates for subsistence allowance for foreign short-term Personnel, plus estimated totals. (b) Living allowances for long-term foreign Personnel, plus estimated totals. (c) Cost of local transportation. (d) Cost of other local services, rentals, utilities, etc.

Appendix I: - Contract Form THIS AGREEMENT made the day of 20 between ……………… [name of Procurement entity) of ……….. [country of Procurement entity] (hereinafter called “the Procuring entity) of the one part and …………………….. [name of tenderer] of ………….. [city and country of tenderer] (hereinaftercalled “the tenderer”) of the other part; WHEREAS the Procuring entity invited tenders for [certain goods ] and has accepted a tender by the tenderer for the supply of those goods inthe sum of …………………………… [contract price in words and figures] (hereinafter called “the Contract Price). NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 1. In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to:

2. The following documents shall be deemed to form and be read and construed as part of this Agreement viz:

(a) the Tender Form and the Price Schedule submitted by the tenderer

(b) the Schedule of Requirements

(c ) the Technical Specifications (d) the General Conditions of Contract

(e) the Special Conditions of contract; and

(f) the Procuring entity’s Notification of Award

3. In consideration of the payments to be made by the Procuring entityto the tenderer as hereinafter mentioned, the tenderer hereby covenants with the Procuring entity to provide the goods and to remedythe defects therein in conformity in all respects with the provisions of this Contract

4. The Procuring entity hereby covenants to pay the tenderer in consideration of the provisions of the goods and the remedying of defects therein, the Contract Price or such other

sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the contract.

IN WITNESS whereof the parties hereto have caused this Agreement to beexecuted in accordance with their respective laws the day and year first above written.

Signed, sealed, deliv

the (for the Procuring entit

Appendix J: - Tender Security Form Whereas …………………………………………………………………. [name of the tenderer] (hereinafter called “the tenderer”) has submitted its tender dated …………. [dateof submission of tender] for the supply, installation, implementation, testing, training and commissioning of an enterprise resource planning (ERP) system ………………………………[name and/or description of the equipment] (hereinafter called “the Tender”) …………………………………………….. KNOW ALL PEOPLE by these presents that WE ……………………… ……………… of …………………………………………. having our registered office at ………………… (hereinafter called “the Bank”), are bound unto …………….. [name of Procuring entity} (hereinafter called “the Procuring entity”) in the sum of ………………………………….. for which payment well and truly to be made to the said Procuring entity, the Bank binds itself, its successors, and assigns by these presents. Sealed with the Common Seal of the said Bank this day of 20. THE CONDITIONS of this obligation are:- 1. If the tenderer withdraws its Tender during the period of tender validity specified by the tenderer on the Tender Form; or

2. If the tenderer, having been notified of the acceptance of its Tender by the Procuring entity during the period of tender validity:

a) fails or refuses to execute the Contract Form, if required; or

b) fails or refuses to furnish the performance security in accordance with

the Instructions to tenderers;

We undertake to pay to the Procuring entity up to the above amount upon receipt of its first written demand, without the Procuring entityhaving to substantiate its demand, provided that in its demand the Procuring entity will note that the amount claimed by it is due to it,owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions. This tender guarantee will remain in force up to and including thirty (30) days after the period of tender validity, and any demand in respect thereof should reach the Bank not later than the above date. [signature of the bank] (Amend accordingly if provided by Insurance Company)

Appendix K: - Performance Security Form To …………………………………………. [name of Procuring entity] WHEREAS …………………………………… [name of tenderer] (hereinafter called “the

……………………………………………… [description of goods] (hereinafter called “the Contract”). AND WHEREAS it has been stipulated by you in the said Contract that the tenderer shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with theTenderer’s performance obligations in accordance with the Contract. AND WHEREAS we have agreed to give the tenderer a guarantee: THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the tenderer, up to a total of ………………………. [amount of the guarantee in words and figure] and we undertake to pay you, upon your first written demand declaring the tenderer to be in default under the Contract and without cavil or argument, any sum or sums within the limits of …………………….. [amount of guarantee] as aforesaid, without you needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the day of 20 Signed and seal of the Guarantors [name of bank or financial institution]

tenderer”) hasundertaken ,

[reference

[address] [date] (Amend accordingly if provided by Insurance Company)

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

Signature and seal of the Guarantors [name of bank or financial institution] [address] [date]

Appendix M: - Manufacturer’s Authorization Form To [name of the Procuring entity] …………………. WHEREAS …………………………………………………………[ name of the manufacturer] who are established and reputable manufacturers of ………………….. [name and/or description of the goods] having factories at ………………………………… [address of factory] do hereby authorize ………………………… [name and address of Agent] to submit a tender, and subsequently negotiate and sign the Contract withyou against tender No. ………………………. [reference of the Tender] for the above goods manufactured by us. We hereby extend our full guarantee and warranty as per the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Tenders. [signature for and on behalf of manufacturer] Note: This letter of authority should be on the letterhead of the Manufacturer and should be signed by an authorized person.

Appendix N: 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

Appendix O:- List of Reference Sites The tenderer should submit sites that they have proposed in their offer. The bidder should indicate the name of the organization, physical address, contact person, contract sum, contract period and the services offered. Include three referees for any independent sub-contractor proposed.

No Name of the Organization

PhysicalAddress

Contact Person

ContractSum

ContractPeriod

ServicesOffered

Appendix P:- Tender Questionnaire Please fill in block letters. 1. Full names of tenderer……………………………………………………………………….

2. Full address of tenderer to which tender correspondence is to be sent (unless an agent has been appointed below).

…………………………………………………………………………………… …………………………………………………………………………………… 3. Telephone number (s) of Tenderer…………………………………………………………….

4. Telex of Tenderer…………………………………………………………………

5. Name of Tenderer’s representative to be contacted on matters of thetender during the tender period………………………………………………………

......................................................................

......................... 6. Details of tenderer’s nominated agent (if any) to receive tender notices. This is essential if the tenderer does not have his registered address in Kenya (name, address, telephone, telex)

…………………………………………………………………………………… …………………………………………………………………………………… …………………………………………………………………………………… Signature & official stamp of tenderer

Appendix Q:- CONFIDENTIAL BUSINESS QUESTIONNAIRE (Must be filled by all applicants or renderers’ who choose to participate in this tender) Name of Applicant (S) ………………………………………………………………………………………………………. You are requested to give the particulars in Part 1 and either Part 2 (a), 2 (b) or 2 (c), whichever applies to your type of business. Part 2 (d) to part 2(i) must be filled.You are advised that giving wrong or false information on this Form will lead to automatic disqualification / termination of your business proposal at your cost. Part 1 – General Business Name:……………………………………………………………………………..……………..……… Certificate of Incorporation / Registration No. …………………………………………………………. Location of business premises: Country ………………………………..……….……………. Physical address …………………………….Town ………………………….………………………. Building………………………………Floor…………………………………………………………… Plot No. …………………………………………….Street / Road ……………….…………………… Postal Address …………………………………Postal / Country Code…………………………… Telephone No’s ……………………………………………… Fax No’s. ……………………….…… E-mail address ………………………………………………………………………………………… Website ……………………………………………………………………………………………….. Contact Person (Full Names) …………………………… Direct / Mobile No’s. ………………..… Title ……………………………………… Power of Attorney (Yes / No) If Yes, attach writtendocument. Nature of Business (Indicate whether manufacturer, distributor, etc) ………………..……….……… (Applicable to Local suppliers only) Local Authority Trading License No. …………………… Expiry Date ……………………………… Value Added Tax No.…………………………………………….………………………………………………………… Value of the largest single assignment you have undertaken to date (US$/KShs) ………… Was this successfully undertaken? Yes / No. ………………………….(If Yes, attach reference) Name (s) of your banker (s) ………………………………………………………………………..…… Branches …………………………………………………………. Tel No’s. ……….……………… Part 2 (a) – Sole Proprietor Full names ……..………………………………………..………………………………..………………………. Nationality ……………………………………………….. Country of Origin …………....……… *Citizenship details ……………………………………………………………………..……..…………………. Company Profile ………………………. (Attach brochures or annual reports in case of public

companies)

Part 2 (b) – Partnerships Give details of partners as follows: Full Names Nationality Citizenship Details Shares 1. ……………………….. ………………… …………………… ……..……. 2. ………………………… ………………… …………………… …………… 3.………………………… ……………… …………………… ………….… 4…………………… ……. ………………… ……………………… ……………. Company Profile ……………………….(Attach brochures) Part 2 (c) – Registered Company Private or public ……………………………………………. Company Profile ……………………….(Attach brochures or annual reports in case of public companies) State the nominal and issued capital of the Company Nominal KShs ……………………..…………………………. Issued KShs ………………………..…………………………. List of top ten (10) shareholders and distribution of shareholding in thecompany. Give details of all directors as follows:- Full Names Nationality Citizenship Details Shares 1.…………………………. ……………… …………………… ……….……. 2………………………… ……………… …………………. ……..…..….. 3………………………… ………………… ……………… ……..…..….. 4………………………… ……………… ………………… ………....….. Part 2 (d) – Debarment I/We declare that I/We have not been debarred from any procurement process and shall not engage in any fraudulent or corrupt acts with regard to this or any other tender byNITA and any other public or private institutions. Full Names ………………………………………………………………………………………………………… Signature …………………………………………………………………………………………………………. Dated this …………………………………….……………day of ………………………………2014. In the capacity of ……………………………………………………………………………………………………… Duly authorized to sign Tender for and on behalf of ………………………………………………… Part 2 (e) – Criminal Offence I/We, (Name (s) of Director (s)):- a) ……………………………………………………………………….………..………… b) …………………………………………………………………………..….……….……… c) …………………………………………………………………………………………… d) ……………………………………………………………………………………………

have not been convicted of any criminal offence relating to professional conduct or the making of false statements or misrepresentations as to its qualifications to enter into a procurement contract within a period of three (3) years preceding the commencement of procurement proceedings. Signed ………………………………………………………………………………………………………… For and on behalf of M/s ………………………………………………………………………………………………………….. In the capacity of ………………………………………………………………………………………………… Dated this ……………………………………………day of …………………………………2009. Suppliers’ / Company’s Official Rubber Stamp …………………………………………………… Part 2 (f) – Conflict of Interest I/We, the undersigned state that I / We have no conflict of interest in relation to this procurement: a) …………………………………………………………………………………………… b) …………………………………………………………………………………………… c) ……………………………………………………………………………………………… d) ……………………………………………………………………………………………… For and on behalf of M/s ………………………………………………………………………………….. In the capacity of ………………………………………………………………………………………………. Dated this ……………………………………………day of …………………………………….2009 Suppliers’ / Company’s Official Rubber Stamp …………………………………………………………. Part 2 (g) – Interest in the Firm: Is there any person / persons in NITA or any other public institution whohas interest in the Firm? Yes / No? ……………………….. (Delete as necessary) Institution …………………………. ……………………………………. ……………………………… ……………………… (Title) (Signature) (Date) Part 2(h) – Experience Please list here below similar projects accomplished or companies / clients you have supplied with similar items or equipments in the last two (2) years. Company Name Country Contract/ Order No. Value 1.…………………………. ………………… ………………………. ……..……. 2. ………………………… ………………… …………………………. ………..….. 3.………………………… ………………… ………..…………….. …………… Contact person (Full Names) ……………………………. E-mail address…………………………. Cell phone no …………………………. (Note: The person should be at the level of

director) *Attach proof of citizenship * Attach certified copies of the following documents: a) Previous orders from companies supplied before b) Certificate of Incorporation / Registration c) Tax Compliance Certificate (for local suppliers) d) VAT Certificate (for local suppliers) e) Audited Financial Statements / Accounts for the last two (2) years f) Valid Local Authority / Trade License (for local suppliers) g) The Power of Attorney)

Part 2(i) – Declaration I / We, the undersigned state and declare that the above information is correct and that I / We give National Industrial Training Authority Limited authority to seek any other references concerning my / our company from whatever sources deemed relevant, e.g. Office of the Registrar of Companies, Bankers, etc. Full names ………………………………………………………………………………………………………… Signature……………………………………………………………………………………………… For and on behalf of M/s ………………………………………………………………………………………….. In the capacity of ………………………………………………………………………………………………… Dated this ……………………………………………day of ………………………………….2014. Suppliers’ / Company’s Official Rubber Stamp ……………………………………………………