CLARIFICATIONS ON ISSUES RAISED BY BIDDERS ON RFP FOR DESIGN AND DELEOPMENT OF A WEB-BASED ROAD MANAGEMENT SYSTEM

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1 1. Clause , sec (i) pg 6 A brief description of the firm s organization and an outline of recent experience on assignments of a similar nature. As per our understanding, similar assignment refers to projects involving web-based application and software development. Kindly confirm. It refers web-based application and software development for transport/ construction sector or road management systems. YES Page 14. Clause (viii) (a) and (b) 2. Clause pg 7 Consultants shall express the price of their services in Kenya Shillings Kindly allow the bidder to quote the price of their services in USD and make appropriate changes in the forms and formats given in the RFP. Kindly mention the exchange rates to be used for representing the prices for the services. A tenderer submitting a tender may, in quoting prices use a currency that is widely used in international trade. The rate to be used for conversion to Kenya Shilling shall be the prevailing Central Bank of Kenya selling rate at the date of submission of proposals. YES Page 15 Clause (2.4.3) 3. Clause 2.3.3, section (v) pg 13 Highway Engineer As most of the bidding entities will be organizations that are exclusively software service/ product based companies, it is very unlikely that Highway The clause remains unchanged.

2 engineers in such scenario shall be a commonplace. Kindly amend this clause to include resources that are related to the software domain only. 4. Section pg 13 GIS Expert: Bachelor s Degree and masters/post graduate qualifications in Geoinformatics or equivalent from a recognized university/institution. Minimum of 10 years post qualification experience 5 years demonstrated experience in GIS for roadsubsector. Request to kindly amend the clause as: GIS Expert: Bachelor s Degree and masters/post graduate qualifications in computer science or equivalent from a recognized university/institution. Minimum of 10 years post qualification experience 5 years demonstrated experience in GIS. GIS Expert: Bachelor s Degree in Geo-informatics or equivalent, OR Any other Bachelor s degree and post graduate qualifications in Geo-informatics from a recognized university/institution. Minimum of 10 years post qualification experience 5 years demonstrated experience in GIS. YES Section Page 14

3 Must be conversant with GIS database management preferably on Arc-GIS. Must be conversant with GIS database management preferably on Arc-GIS. Must be conversant with GIS database management preferably on Arc-GIS. 5. Clause , sec (viii) (b) pg 14 Bidders to attach signed letters of recommendations from five references that they have been engaged in similar assignment over the last ten years as in (a) above. The letters should indicate name of contact person and telephone address. KRB shall carry out due diligence of the information provided. We would request you to allow submission of Work order/ Self certification/ Contract document as valid client reference against this criterion. Clause remains unchanged. 6. Clause , sec (viii) (c) pg 14 Bidders to submit copies of audited accounts for the last two years certified by a certified public accountant. We understand the last two years refers to the financial years and Kindly confirm. Audited accounts for the financial years ending 2016 and 2017 respectively. YES

4 7. Clause , sec (viii) (d) pg 14 Bidders to submit copies of their indemnity insurance covers, equipment covers. We recommend that, the copies of indemnity insurance covers, equipment covers shall be furnished during signing of contract. Kindly allow. Clause remains unchanged. 8. Clause section (e) pg14 Copies of manufacturer s license and current authorization for the proposed software. Kindly clarify whether copies of manufacturer s license and current authorization for the proposed software is required in case the bidder proposes application development & maintenance approach. Requirement has been deleted since the consultancy is for development of a Web-Based Road Management System. YES 9. Clause section (j) pg 15 Bidders to indicate training programme and content for the users Providing training content at the time of proposal submission may not be feasible. Hence, we recommend that bidding entities be allowed to submit the training programme/ plan at the time of bid submission and training Clause remains unchanged.

5 content during the project implementation. 10. DETAILED EVALUATION CRITERIA, section vi) Reference site visits: pg 16 Bidders must have at least 5 operational sites employing an application/ software, developed by the bidder. KRB shall visit reference sites of the firms that pass the mandatory evaluation stage. The visit will ascertain the information provided in the proposal. The criteria for evaluating the sites will include:- Kindly clarify the procedure to be adopted for reference site visits. KRB will visit sampled reference sites based in Kenya. In case of sites based outside Kenya, KRB will contact the client firms to verify the information provided by bidder. YES (a) Existence of the site; (b) Functionality of the system; (c) User support provided by the firm;

6 (d) User experience with the firm; (e) Ease of use of the system; (f) Integration capability of the system. 11. DETAILED EVALUATION CRITERIA, section (iii) pg 16 The tender sum submitted and read out during opening shall be absolute and final and shall not be subject of correction, adjustment or amendment in any way by any person or entity. Please clarify what is referred to as tender sum. It is the grand total inclusive of taxes as described on Financial Proposal submission forms on page 29, 30 and DETAILED EVALUATION CRITERIA, section (v) pg 16 We request you to amend the clause as : Clause remains unchanged. The proposal must remain valid for 120 days from the date of Submission of tender. The proposal must remain valid for 60 days from the date of Submission of tender.

7 13. DETAILED EVALUATION CRITERIA, General and specific experience of the firm to the assignment pg 17. Specific experience in development of Road Management System. 14. Specific experience of the consultant related to the assignment pg 17. Firms organization and establishment Age of Firm -1 Office facilities - 1 Staff complement -1 Firm's turnover for the last two years Detailed Technical Evaluation Pg 17 Five references that the firm has been engaged in similar Kindly amend the clause to consider experience in any of the modules as given below: Road Asset Management Financial Management Contract Management Development Projects Kindly mention the criteria/benchmark for the proper marking bifurcation for the heads in adjoining clause. Also clarify what documentary evidence is required for establishing Office facilities. Please confirm whether work order/ contract document shall be considered as valid client reference. Clause remains unchanged. Experience in each module mentioned in the TOR will be evaluated. It will be based on information provided in the company s profile as requested under Clause (viii) (c). Clause remains unchanged

8 assignment over the last ten years. 16. Detailed Technical Evaluation pg 18 Other support staff (Office support staff.) Kindly provide the details regarding the support staff (number, qualification, role, duration of engagement etc.) along with the marking bifurcation against this criterion. It refers to a list of the office support staff who will complement the key staff in the execution of the assignment. The list should show the cadre of staff, the number and their role in the assignment. For example Cadre driver, No xx, Role provide transport. 17. Clause pg 18 The weights given to the Technical and Financial Proposals are: T= (0.70 ) F= (0.30) As per clause on page 9, weight given to financial proposal is P. Hence, we understand that the clause should be : The weights given to the Technical and Financial Proposals are: Page 18 Clause amended as follows: The weights given to the Technical and Financial Proposals are: T= (0.70 ) P= (0.30) YES T= (0.70 ) P= (0.30)

9 Kindly confirm 18. Firm s References Pg 21 Professional Staff provided by Your Firm/ Entity (profiles): Kindly confirm if providing name and roles of the Professional Staff involved in the reference projects would suffice. Confirmed. Provide name and roles of the Professional Staff. 19. Firm s References Pg 21 Approx. Value of Services (Kshs) Since the reference projects cited have values in USD or INR, kindly mention the exchange rate to be used to represent the same. The rate to be used for conversion to Kenya Shilling shall be the prevailing Central Bank of Kenya selling rate at the date of submission of proposals. 20. Time schedule for consultancy and Professional Personnel pg 27 Assignments for nine months To our understanding, the adjoining head should be: Assignments for twelve months Assignment is for twelve (12) months. YES Please confirm. 21. Completion and submission of reports pg 27 Report Timeline Format As it is not feasible to provide the exact date against each reporting milestone, we request you to change the Date field to Day field. Date should be given in the following format- C+x. Where C is the commencement date and x is the no. of Months, after

10 commencement, when the report will be submitted. 22. Summary of costs pg 30 General Kindly consider taking into account the training cost as a cost component in the formats given Training has been included as a specific item in the financial proposal. YES 23. Specific tasks to achieve the objectives, point (i) (a) pg 35 General As per our understanding there should be a scope for data migration from the existing application to the proposed application. There will be data integration from Kenya Roads Board GIS system. There may be minimal data migration from the road agencies existing databases. YES. Clause 4 (c). page 43 Kindly mention the scope, volume of the data to be migrated, format and financial implication. A provision has been in the financial proposal, under reimbursable costs, for data migration. 24. Section 3.0 Point c Pg 35 Interview implementers of existing Road Management System and other key players and come up with We assume that KRB will facilitate discussion with existing implementer & sharing of technical document (If any). Please confirm Refer to page 44 clause 8.0 of RFP Consultants are expected to make their own arrangements to acquire necessary information, Yes. Clause 8.6 page 46

11 recommendations to address any challenges. once the initial introduction has been made. 25. Section 3.0 pg 36 Road reserve data We understand that the road reserve data is already available with KRB & the selected implementer shall need to map the data Kindly confirm The consultant will T be required to map road reserves. However, the module developed must be capable of capturing road reserve data from the KRB GIS system. No. Page Section 3.0 pg 36 Integration to IFMIS We understand that KRB will facilitate discussion with existing implementer & sharing of technical document (If any). The cost towards integration with IFMIS will be considered under change request. Please confirm Procurements and financial outputs from either the RMS or the IFMIS must be compatible and exchangeable across both systems.. Page Section 3.0 pg 38 R2000: Employment reports disaggregated in gender basis. We would request you to clarify the definition of R2000 progress report Roads 2000 (R2000) Strategy is a method of road development and management that ensures. Page 38

12 Training report R2000 progress reports. optimum utilization and development of locally available resources where technically and economically feasible and in a socially responsive manner. R2000 progress reports include the status of financial and physical progress reports, and reports on employment created. The employment reports must be disaggregated by gender. Refer to R2000 Strategic Plan which is available in KRB website. 28. Section 3.0 pg 39 Training We assume that training will be provided in a centralized location, the language of training will be English & the necessary training infrastructure will be provided Refer to Page 39 Clause (vii) (b) (ii). Language of training will be English. No. Page 40

13 by KRB. Please confirm 29. Section 3.0 point ii pg 40 The proposed web-based Road Management System should be integrated with other systems in KRB and road agencies such as GIS and Road Inventory databases (based on ArcGIS), IFMIS, ERPs, Outlook client/ms exchange server, active directory, MS Office applications, Electronic banking interface, among others. We would suggest that all the external application integration shall be considered under change request & billed separately as per agreed manmonth rate Please confirm The idea is to provide for exchange of information/ data with the suggested platforms, e.g import and export of invoice from the developed system to finance systems. The system should be able to export/import information to/from the other applications systems. No. Page Section 3.0 point ii pg 40 The proposed web-based Road Management System should be integrated with other systems in KRB and road agencies such as GIS and Road Inventory databases (based on ArcGIS), We request to kindly incorporate a change request procedure for integration of external applications. Subsequently, we would suggest inclusion of manmonth rate format in the The idea is to provide for exchange of information/ data with the suggested platforms, e.g import and export of invoice from the developed system to finance systems.

14 IFMIS, ERPs, Outlook client/ms exchange server, active directory, MS Office applications, Electronic banking interface, among others. 31. System Requirements, section (ix) pg 41 The proposed solution must integrate with the system to allow for sending of alerts and other information to targeted recipients. financial proposal for change request. We recommend the following procedure for change request management: Documenting change request requirement Approval or disapproval of the change request Implementation of the change Request Validating CR implementation CR Cost Request We assume that KRB shall provide the gateway for integration. Please confirm. The system should be able to export/import information to/from the other applications systems. KRB shall provide the gateway.. Page 42

15 32. Amendments of, and Supplements to, Clauses in the General Conditions of Contract, clause 6.4 (a) pg 59 Payments shall be made according to the following schedule: Kindly align the adjoining payment schedule in line with the project milestones/ project activities given in the RFP. RFP shall be amended to reflect the alignment of payments to project deliverables YES. Page 60. (.%) percent of the lump-sum amount shall be paid upon submission and approval of the inception report..(.%) percent of the lump-sum amount shall be paid upon..(.%) percent of the lump-sum amount shall be paid upon..(.%) percent of the lump-sum amount shall be paid upon.

16 Payments for reimbursable costs shall be made against supporting documents and these expenditures must be approved by the client before they are expended. 33. General Kindly provide the details regarding the total number of users and concurrent number of users for this application. 34. General Hosting We assume that, the Hosting infrastructure for deploying the application will be provided by KRB. Please confirm. 35. Do we need to develop the new Road Management System from scratch or we need to do enhancement on the existing RMS system of version 5.0? It is estimated a total number of users will be 400 and 200 concurrent number of users. KRB shall provide and bear the associated costs for the hosting infrastructure including hardware and location. Develop a new Web-based Road Management system including the database. YES. YES. Page 36

17 36. We assume the existing RMS system is build using Visual Basic with Microsoft SQL Database, what is your preferred technology to do this new RMS system? 37. Is there any external hardware integration in the RMS system? 38. Could you please share us the existing system wise stakeholder / user list? Please share us the department level user hierarchy. 39. Could you please let us know what the difficulties that you are facing are in the existing RMS system? From this we can understand your needs. 40. How much number of users can able to access this RMS system and data volume consumed? KRB has no specific preference. However, KRB systems are mainly Microsoft based. No See clause 1.4 (ii, iv, v and vi) of the RFP Page 35 This is one of the tasks to be done by the successful vendor. Refer to 1.3 on page 34 and 3.0 on page 36 of the RFP. The consultant will be expected to carry out a user needs analysis It is estimated a total number of users will be 400 and 200 concurrent number of users. No No No No. Yes

18 41. Do we need to do the data migration from your existing RMS database or we need to use the existing DB? 42. Do you have detailed spec document for the each modules- Road Asset Management Module / Financial module / Contract Management Module / Development projects Module / Maintenance Module / Monitoring and Evaluation Module / Security Module? In the RFP there is no requirement explanation. There may be minimal data migration from the road agencies existing databases to the newly developed database. No. However the current User Manual has details for the existing RMS. The detailed specs will be developed by the winning bidder during user needs analysis for the proposed webbased RMS. Refer to 3.0 of the RFP page 36. User manual for the current system has been posted in the KRB website, for guidance only. No No. 43. Apart from this modules- - Road Asset Management Module / Financial module / Contract Management Module No. No

19 / Development projects Module / Maintenance Module / Monitoring and Evaluation Module / Security Module, is there any other modules will be included during analysis / development 44. Do we have any other external application apart from this: Microsoft, ERP, SAGE, SUNSYSTEMS, ArcGIS, HDM4, IFMIS, DRIMS, Document Management Systems,? 45. Do we need to host the new application as SAAS model on Cloud? No. No. KRB shall provide and bear the associated costs for the hosting infrastructure including hardware and location. No. No 46. With regard to the RFP for PROCUREMENT OF CONSULTANCY SERVICES TO DEVELOP A WEB BASED Bidders do not require the technical documentation for the existing system. No

20 ROAD MANAGEMENT SYSTEM KRB/891/2017/18, I request for technical documentation of the existing system called the existing Road Management System (version 5.0) 47. We propose to use Oracle Database as it is a multi-model database management system. The successful consultant will be required to design and develop a new a web-based system. No My question is does KRB have an existing licence of Oracle Database? KRB does not own any Oracle Licenses. Please advise 48. I ask if its ok to bid using manufacturer experience and manufacturer past clients as we will propose Commercial offthe-shelf or commercially The manufacturers experience is not a requirement since the successful consultant will be required to design and develop a new a web-based system.

21 available off-the-shelf (COTS) which fully satisfies (100%) your needs as per the terms of reference, without the need to commission custom-made, or bespoke, solutions. The solution is ready-made, out-of-the-box and it will be a matter of configuration only and not development from scratch. We will also provide source code as it will onpremise installation. We will provide manufacturer authorization form as we are exclusive resellers of the solution that we will propose. 49. Period of the assignment 12 months Will the client consider extension of time if 12 months No.

22 are not enough for the assignment 50. Tender sum Will the client consider contract variation on price in case of under quoting. 51. Detailed evaluation criteria Mandatory requirements For firms in a joint venture, shall the associating firm be required to provide evidence for meeting legal requirements. No. Yes. In case of an association, each associating firm shall be expected to conform to all the mandatory requirements. In addition, each firm in the association shall submit letters of association and power of attorney appointing the lead consultant, signed by an official representative. YES. Page Payment schedules Request to align the payment schedule with the project deliverables. And how a balance shall be achieved This has been catered in the RFP document. YES

23 between off-shelf and development costs The successful consultant will be required to design and develop a new a web-based system. 53. Authorized Signature Shall there be need for Power of Attorney to sign of behalf in case of Associating firms Yes YES. Page Signing of CV and attachment of copies of certificates Must the CV s of key experts be signed and attach copies of certificates Yes. CVs must be signed and copies of certificates attached. YES. Page 25, and Tender submission deadline Request for an extension Extension is granted to 7 th June 2018 and has been posted in and supplier.treasury.go.ke YES 56. Time input for key personnel Review the time input for key personnel Reviewed the time input for key personnel as follows (i) Highway engineer: 1 Number for 5 months YES. Page 44

24 (ii) Database expert: 1 Number for 12 months