BANKI CENTRAL

KUU YA BANK OF
KENYA KENYA

Haile Selassie Avenue

P. O. Box 60000 Nairobi Kenya
Telephone 2860000 Telex 22324
Fax 310604/340192

REQUEST FOR PROPOSALS FOR UPGRADE OF T24 CORE

BANKING, IMPLEMENTATION OF EDMS & DATA WAREHOUSING
SYSTEMS TO CENTRAL BANK OF KENYA

RFP NO. CBK/RFP/45/2014-2015

CLOSING DATE: 18TH MAY, 2015 AT 10.30 A.M

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 TABLE OF CONTENTS

Page
SECTION I Letter of Invitation ……………………………………………. 3

SECTION II Information to Consultants………………………………….… 4

Appendix to Information to Consultants………………….…. 13
SECTION III Terms of Reference ……………………………………….….… 20

SECTION IV Technical Proposal ………………………………………….... 30

SECTION V Financial Proposal ………… ………………………................ 39

SECTION VI Sample contract for consulting services……………………… 43

Confidential Business Questionnaire ……………………..…. 46

Tender Security Form ……………………………………….… 47

Letter of Notification ………………………………………….. 48

Declaration form ……………………………………………… 49

2
SECTION I: LETTER OF INVITATION

Tender Ref. CBK/RFP/45/2014-2015 - Request for Proposals for Upgrade of T24

Banking, Implementation of EDMS & Data Warehousing Systems to Central Bank of
Kenya

1. The Central Bank of Kenya invites proposals for Upgrade of T24 Banking,
Implementation of EDMS & Data Warehousing Systems.

2. Further information as pertains to this tender may be obtained from the Office of
the Director, Department of Procurement & Logistics Services (Tel: +254 20
2860000, Fax 310604/340192), CBK Head Office, on 6th Floor between 9:00 am and
5:00 pm during working days.
3. A complete set of Request for Proposals (RFP) documents containing detailed
information may be obtained from Central Bank of Kenya, Head Office, along Haile
Selassie Avenue, Department of Procurement & Logistics Services on 6th Floor for
free.
4 The Technical Proposal and Financial proposal are to be put in different envelops
clearly marked “Technical Proposal” and “Financial Proposal” and sealed in one
envelope. Completed Request for Proposal documents should then be deposited in
the Green Tender Box No. 3 at the main entrance, ground floor of Central Bank of
Kenya along Haile Selassie Avenue, so as to be received on or before 18th May,
2015 at 10.30 am.
5 The Technical Proposals will be opened immediately after the closing time i.e 18th
May, 2015 at 10.30 am in the Senior Staff Canteen Room on 6th Floor Central Bank
of Kenya Head Office in Nairobi. Interested tenderers or their representatives may
attend the tender opening. The Financial Proposals for bidders meeting the technical
requirements will be opened upon finalization of the Technical Proposal Evaluation.

6. Prices quoted should be inclusive of all taxes and delivery costs, must be expressed in
Kenya shillings and shall remain valid for a period of 120 days from the closing date
of the tender.

7. The Proposals must be accompanied by a Tender Security of Kshs. 500,000.00, valid

for 150 days. Failure to attach the Tender Security will lead to automatic rejection of
the proposal.

DIRECTOR
PROCUREMENT & LOGISTICS SERVICES

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SECTION II – INFORMATION TO CONSULTANTS (ITC)

Table of Contents

Page
2.1 Introduction 5

2.2 Clarification and amendment of RFP document 5

2.3 Preparation of Technical Proposal 6

2.4 Financial Proposal 7

2.5 Submission, Receipt and Opening of Proposals 8

2.6 Proposal Evaluation General 9

2.7 Evaluation of Technical Proposal 9

2.8 Public Opening and Evaluation of Financial Proposal 10

2.9 Negotiations 11

2.10 Award of Contract 11

2.11 Confidentiality 12

2.12 Corrupt or Fraudulent Practices 12

4
2.1 Introduction

2.1.1 The Procuring Entity will select a firm among those invited to submit a proposal,
in accordance with the method of selection detailed in the appendix.

2.1.2 The consultants are invited to submit a Technical Proposal and a Financial
Proposal, as specified in the Appendix “ITC” for consulting services required for
the assignment named in the said Appendix. The proposal will be the basis for
contract negotiations and ultimately for a signed contract with the selected firm.

2.1.3 The consultants must familiarize themselves with local conditions and take them
into account in preparing their proposals. To obtain firsthand information on the
assignment and on the local conditions, consultants are encouraged to liaise with
the Client regarding any information that they may require before submitting a
proposal and to attend a pre-proposal conference where applicable. Consultants
should contact the officials named in the Appendix “ITC” to arrange for any visit
or to obtain additional information on the pre-proposal conference. Consultants
should ensure that these officials are advised of the visit in adequate time to
allow them to make appropriate arrangements.

2.1.4 The Procuring Entity will provide the inputs specified in the Appendix “ITC”,
assist the firm in obtaining licenses and permits needed to carry out the services
and make available relevant project data and reports.

2.1.5 Please note that (i) the costs of preparing the proposal and of negotiating the
Contract, including any visit to Procuring Entity are not reimbursable as a direct
cost of the assignment; and (ii) the Client is not bound to accept any of the
proposals submitted.

2.1.6 The Procuring Entity employees, committee members, board members and their
relatives (spouse and children) are not eligible to participate.

2.1.7 The Procuring Entity shall allow the tenderer to review the tender document free
of charge before purchase.

2.2 Clarification and Amendment of RFP Documents

2.2.1 Consultants may request a clarification of any of the RFP documents only up to
seven [7] days before the proposal submission date. Any request for clarification
must be sent in writing by paper mail, cable, telex, facsimile or electronic mail to
the Procuring Entity address indicated in the Appendix “ITC”. The Procuring
Entity will respond by cable, telex, facsimile or electronic mail to such requests
and will send written copies of the response (including an explanation of the
query but without identifying the source of inquiry) to all invited consultants
who intend to submit proposals.

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2.2.2 At any time before the submission of proposals, The Procuring Entity may for
any reason, whether at its own initiative or in response to a clarification
requested by an invited consultant(s), amend the RFP. Any amendment shall be
issued in writing through addenda. Addenda shall be sent by mail, cable, telex
or facsimile to all invited consultants and will be binding on them. The
Procuring Entity may at its discretion extend the deadline for the submission of
proposals.

2.3 Preparation of Technical Proposal

2.3.1 The Consultants proposal shall be written in English language

2.3.2 In preparing the Technical Proposal, consultants are expected to examine the
documents constituting this RFP in detail. Material deficiencies in providing the
information requested shall result in rejection of a proposal.

2.3.3 While preparing the Technical Proposal, consultants must give particular
attention to the following:

(i) If a firm considers that it does not have all the expertise for the
assignment, it may obtain a full range of expertise by associating with
individual consultant(s) and/or other firms or entities in a joint venture
or sub-consultancy as appropriate. Consultants shall not associate with
the other consultants invited for this assignment. Any firms associating
in contravention of this requirement shall automatically be disqualified.

(ii) For assignments on a staff-time basis, the estimated number of

professional staff-time is given in the Appendix. The proposal shall
however be based on the number of professional staff-time estimated by
the firm.

(iii) It is desirable that the majority of the key professional staff proposed be
permanent employees of the firm or has an extended and stable working
relationship with it.

(iv) Proposed professional staff must as a minimum, have the experience

indicated in Appendix, preferably working under conditions similar to
those prevailing in Kenya.

(v) Alternative professional staff shall not be proposed and only one
Curriculum Vitae (CV) may be submitted for each position.

2.3.4 The Technical Proposal shall provide the following information using the
attached Standard Forms;

6
 (i) A brief description of the firm’s organization and an outline of recent
experience on assignments of a similar nature. For each assignment the
outline should indicate inter alia, the profiles of the staff proposed,
duration of the assignment, contract amount and firm’s involvement.

(ii) Any comments or suggestions on the Terms of Reference, a list of services

and facilities to be provided by The Procuring Entity.

(iii) A description of the methodology and work plan for performing the
assignment.

(iv) The list of the proposed staff team by specialty, the tasks that would be
assigned to each staff team member and their timing.

(v) CVs recently signed by the proposed professional staff and the authorized
representative submitting the proposal. Key information should include
number of years working for the firm/entity and degree of responsibility
held in various assignments during the last five (5) years.

(vi) Estimates of the total staff input (professional and support staff staff-time)
needed to carry out the assignment supported by bar chart diagrams
showing the time proposed for each professional staff team member.

(vii) Any additional information requested in Appendix “A”.

2.3.5 The Technical Proposal shall not include any financial information.

2.4 Preparation of Financial Proposal

2.4.1 In preparing the Financial Proposal, consultants are expected to take into account
the requirements and conditions outlined in the RFP documents. The Financial
Proposal should follow Standard Forms (Section V). It lists all costs associated
with the assignment including; (a) remuneration for staff (in the field and at
headquarters), and; (b) reimbursable expenses such as subsistence (per diem,
housing), transportation (international and local, for mobilization and
demobilization), services and equipment (vehicles, office equipment, furniture,
and supplies), office rent, insurance, printing of documents, surveys, and
training, if it is a major component of the assignment. If appropriate these costs
should be broken down by activity.

2.4.2 The Financial Proposal should clearly identify as a separate amount, the local
taxes, duties, fees, levies and other charges imposed under the law on the
consultants, the sub-consultants and their personnel, unless Appendix “A”
specifies otherwise.

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2.4.3 Consultants shall express the price of their services in Kenya Shillings.

2.4.4 Commissions and gratuities, if any, paid or to be paid by consultants and related
to the assignment will be listed in the Financial Proposal submission Form.

2.4.5 The Proposal must remain valid for 90 days after the submission date. During
this period, the consultant is expected to keep available, at his own cost, the
professional staff proposed for the assignment. The Procuring Entity will make
its best effort to complete negotiations within this period.

2.5 Submission, Receipt, and Opening of Proposals

2.5.1 The original proposal (Technical Proposal and the Financial Proposal; see Para.
1.2) shall be prepared in indelible ink. It shall contain no interlineations or
overwriting, except as necessary to correct errors made by the firm itself. Any
such corrections must be initialed by the persons or person authorized to sign the
proposals.

2.5.2 For each proposal, the consultants shall prepare the number of copies indicated
in Appendix “A”. Each Technical Proposal and Financial Proposal shall be
marked “ORIGINAL” or “COPY” as appropriate. If there are any discrepancies
between the original and the copies of the proposal, the original shall govern.

2.5.3 The original and all copies of the Technical Proposal shall be placed in a sealed
envelope clearly marked “TECHNICAL PROPOSAL,” and the original and all
copies of the Financial Proposal in a sealed envelope clearly marked
“FINANCIAL PROPOSAL” and warning: “DO NOT OPEN WITH THE
TECHNICAL PROPOSAL”. Both envelopes shall be placed into an outer
envelope and sealed. This outer envelope shall bear the submission address and
other information indicated in the Appendix “ITC” and be clearly marked, “DO
NOT OPEN” EXCEPT IN PRESENCE OF THE OPENING COMMITTEE.”

2.5.4 The completed Technical and Financial Proposals must be delivered at the
submission address on or before the time and date stated in the Appendix “ITC”.
Any proposal received after the closing time for submission of proposals shall be
returned to the respective consultant unopened.

2.5.5 After the deadline for submission of proposals, the outer envelope and the
Technical Proposal shall be opened immediately by the opening committee. The
Financial Proposal shall be marked with the consultant’s number allocated at the
time of opening of the outer envelope and the Technical proposals but shall
remain sealed and in the custody of a responsible officer of the procuring entity
up to the time set for opening it.

2.6 Proposal Evaluation General

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2.6.1 From the time the bids are opened to the time the Contract is awarded, if any
consultant wishes to contact the procuring entity on any matter related to his
proposal, he should do so in writing at the address indicated in the Appendix
“ITC”. Any effort by the firm to influence the procuring entity in the proposal
evaluation, proposal comparison or Contract award decisions may result in the
rejection of the consultant’s proposal.

2.6.2 Evaluators of Technical Proposals shall have no access to the Financial Proposals
until the technical evaluation is concluded.

2.7 Evaluation of Technical Proposal

2.7.1 The evaluation committee appointed by the procuring entity shall evaluate the
proposals on the basis of their responsiveness to the Terms of Reference,
applying the evaluation criteria as follows:
(i) Specific experience of the consultant
related to the assignment (5-10)
(ii) Adequacy of the proposed work plan and
methodology in responding to the terms
of reference (20-40)
(iii) Qualifications and competence of
the key staff for the assignment (30-40)
(iv) Suitability to the transfer of Technology
Programme (Training) (0-10)

Total Points 100__

Each responsive proposal will be given a technical score (St). A proposal shall be
rejected at this stage if it does not respond to important aspects of the Terms of
Reference or if it fails to achieve the minimum technical score indicated in the
Appendix “ITC”.

Each responsive proposal will be given a technical score (St). A proposal shall be
rejected at this stage if it does not respond to important aspects of the Terms of
Reference, meet the mandatory requirements or if it fails to achieve the minimum
technical score indicated in the Appendix “ITC”. The consultant may be asked as
part of their evaluation to demonstrate their proposal or arrange a visit to an
institution where similar services have been provided. This will be at the discretion
of the procuring entity. A tenderer must score a minimum of 75% to qualify.

2.8 Public Opening and Evaluation of Financial Proposal

2.8.1 After Technical Proposal evaluation, the procuring entity shall notify those
consultants whose proposals did not meet the minimum qualifying mark or were
considered non-responsive to the RFP and Terms of Reference, indicating that
their Financial Proposals will be returned after completing the selection process.
9
 The procuring entity shall simultaneously notify the consultants who have
secured the minimum qualifying mark, indicating the date and time set for
opening the Financial Proposals and stating that the opening ceremony is open
to those consultants who choose to attend. The opening date shall not be sooner
than seven (7) days after the notification date. The notification may be sent by
registered letter, cable, telex, facsimile or electronic mail.

2.8.2 The Financial Proposals shall be opened publicly in the presence of the
consultants’ representatives who choose to attend. The name of the consultant,
the technical scores and the proposed prices shall be read aloud and recorded
when the Financial Proposals are opened. The procuring entity shall prepare
minutes of the public opening.

2.8.3 The evaluation committee will determine whether the financial proposals are
complete (i.e. whether the consultant has costed all the items of the
corresponding Technical Proposal and correct any computational errors. The
cost of any unpriced items shall be assumed to be included in other costs in the
proposal. In all cases, the total price of the Financial Proposal as submitted shall
prevail.

2.8.4 The formulae for determining the Financial Score (Sf) shall, unless an alternative
formulae is indicated in the Appendix “ITC”, be as follows:-
Sf = 100 X FM/F where Sf is the financial score; Fm is the lowest priced financial
proposal and F is the price of the proposal under consideration. Proposals will
be ranked according to their combined technical (St) and financial (Sf) scores
using the weights (T=the weight given to the Technical Proposal: P = the weight
given to the Financial Proposal; T + p = I) indicated in the Appendix. The
combined technical and financial score, S, is calculated as follows: - S = St x T % +
Sf x P %. The firm achieving the highest combined technical and financial score
will be invited for negotiations.
2.8.5 The tender evaluation committee shall evaluate the tender within 30 days from
the date of opening the tender.

2.8.6 Contract price variations shall not be allowed for contracts not exceeding one
year (12 months).

2.8.7 Where contract price variation is allowed, the variation shall not exceed 10% of
the original contract price

2.8.8 Price variation requests shall be processed by the procuring entity within 30 days
of receiving the request.

2.9 Negotiations

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2.9.1 Negotiations will be held at the same address as “address to send information to
the Client” indicated in the Appendix “ITC”. The aim is to reach agreement on
all points and sign a contract.

2.9.2 Negotiations will include a discussion of the Technical Proposal, the proposed
methodology (work plan), staffing and any suggestions made by the firm to
improve the Terms of Reference. The procuring entity and the firm will then
work out final Terms of Reference, staffing and bar charts indicating activities,
staff periods in the field and in the head office, staff-months, logistics and
reporting. The agreed work plan and final Terms of Reference will then be
incorporated in the “Description of Services” and form part of the Contract.
Special attention will be paid to getting the most the firm can offer within the
available budget and to clearly defining the inputs required from the client to
ensure satisfactory implementation of the assignment.

2.9.3 Unless there are exceptional reasons, the financial negotiations will not involve
the remuneration rates for staff (no breakdown of fees).

2.9.4 Having selected the firm on the basis of, among other things, an evaluation of
proposed key professional staff, the procuring entity expects to negotiate a
contract on the basis of the experts named in the proposal. Before contract
negotiations, the procuring entity will require assurances that the experts will be
actually available. The procuring entity will not consider substitutions during
contract negotiations unless both parties agree that undue delay in the selection
process makes such substitution unavoidable or that such changes are critical to
meet the objectives of the assignment. If this is not the case and if it is
established that key staff were offered in the proposal without confirming their
availability, the firm may be disqualified.

2.9.5 The negotiations will conclude with a review of the draft form of the Contract.
To complete negotiations the procuring entity and the selected firm will initial
the agreed Contract. If negotiations fail, the procuring Entity will invite the firm
whose proposal received the second highest score to negotiate a contract.

2.9.6 The procuring entity shall appoint a team for the purpose of the negotiations.

2.10 Award of Contract

2.10.1The Contract will be awarded following negotiations. After negotiations are

completed, the procuring entity will promptly notify other consultants on the shortlist
that they were unsuccessful and return the Financial Proposals of those consultants who
did not pass the technical evaluation.

2.10.2The selected firm is expected to commence the assignment on the date and at the
location specified in Appendix “A”.

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2.10.3 The parties to the contract shall have it signed within 30 days from the date of
notification of contract award unless there is an administrative review request.

2.10.4The procuring entity may at any time terminate procurement proceedings before
contract award and shall not be liable to any person for the termination.

2.10.5 The procuring entity shall give prompt notice of the termination to the tenderers
and on request give its reasons for termination within 14 days of receiving the request
from any tenderer.

2.10.6 To qualify for contract awards, the tenderer shall have the following:
(a) Necessary qualifications, capability experience, services, equipment and
facilities to provide what is being procured.
(b) Legal capacity to enter into a contract for procurement
(c) Shall not be insolvent, in receivership, bankrupt or in the process of being
wound up and is not the subject of legal proceedings relating to the
foregoing.
(d) Shall not be debarred from participating in public procurement.

2.11 Confidentiality

2.11.1Information relating to evaluation of proposals and recommendations concerning

awards shall not be disclosed to the consultants who submitted the proposals or to
other persons not officially concerned with the process, until the winning firm has been
notified that it has been awarded the Contract.

2.12 Corrupt or fraudulent practices

2.12. The procuring entity requires that the consultants observe the highest standards of
ethics during the selection and award of the consultancy contract and also during the
performance of the assignment. The tenderer shall sign a declaration that he has not and
will not be involved in corrupt or fraudulent practices.

2.12.2 The procuring entity will reject a proposal for award if it determines that the
consultant recommended for award has engaged in corrupt or fraudulent practices in
competing for the contract in question.

2.12.3 Further a consultant who is found to have indulged in corrupt or fraudulent

practices risks being debarred from participating in public procurement in Kenya.

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Appendix to Information to Consultants (ITC)

The following information for procurement of consultancy services and selection of

consultants shall complement or amend the provisions of the information to
consultants, wherever there is a conflict between the provisions of the information to
consultants and the provisions of the appendix, the provisions of the appendix herein
shall prevail over those of the information to consultants.

INFORMATION TO PARTICULARS OF APPENDIX TO INFORMATION TO CONSULTANTS

CONSULTANTS
REFERENCE
2.1.1 The name of the Client is: Central Bank of Kenya; and

The method of selection is: Quality and Cost Based selection

2.1.2 Technical and Financial Proposals are requested: Yes

i. Technical Response (1 original hard copy and a soft
copy in CD/DVD media)

ii. Financial Response (1 original hard copy and soft copy

in CD/DVD media), separate from the technical
response

The name and description of the assignment is: Upgrade of T24

Banking, Implementation of EDMS & Data Warehousing
Systems to Central Bank of Kenya.
2.1.3 A pre-proposal conference will be held: NO.

The name, address and telephone numbers of the Client’s

official(s) is: Ag. Director, Department of Procurement &
Logistics Services (Tel: +254 20 2860000, Fax 310604/340192),
CBK Head Office, on 6th Floor between 9:00 am and 5:00 pm
during working days.
2.1.4 The Procuring Entity will provide the following inputs: Assist
the successful consultancy firm in obtaining licenses and permits
needed to carry out the services and make available relevant
projects data and reports
2.1.6 The Procuring Entity employees, committee members, board
members and their relatives (spouse and children) are not
eligible to participate. Further former employees, committee
members and board members who have left the Bank within the
last one year are not eligible to participate in this request for
proposal.
Tenderers shall furnish, as part of its tender, a tender security
amounting to KShs. 500,000.00 in the form provided in this
tender document, valid for 150 days from the date of tender
13
 opening.
2.3.3 i). The minimum required experience of proposed professional
staff is: three (3)Years
ii). Not applicable in this proposal
(iv). Training is a specific component of this assignment: YES

2.3.4(vii) Appendix A in not applicable

2.4.5 The Proposal must remain valid for 120 days after the
submission date.
2.5.2 Consultants must submit an original and one (1) additional
copy of each proposal.

2.5.3 Proposal documents should be deposited in the Green Tender

Box No. 3 at the main entrance, ground floor of Central Bank of
Kenya along Haile Selassie Avenue, so as to be received on or
before 18th May, 2015 at 10.30 A.M. OR posted to Central Bank of
Kenya, P. O. Box 60000- 00200, Nairobi, Kenya, Haile Selassie
Avenue, Telephone 2860000 Telex 22324, Email:
[email protected]. Information on the outer envelope
should also include the same address and Request for Proposal
Number.

2.5.4 Proposals must be submitted no later than 18th May, 2015

at 10.30 A. M

2.6.1 The address to send information to the Client is: Central Bank of
Kenya, P. O. Box 60000 - 00200, Nairobi, Kenya, Haile Selassie
Avenue, Telephone 2860000 Telex 22324,Email:
[email protected]

2.8.1 The opening date for Financial proposals will be communicated

to bidders meeting the minimum technical qualifying mark. The
date will be convenient to the parties and will put into
consideration the urgency of the services.

Clause 2.7.1 EVALUATION CRITERIA TO BE USED TO EVALUATE THE

PROPOSALS
The received RFP will be evaluated in four stages as detailed below:

1. Stage 1: Compliance with Mandatory Requirements;

2. Stage 2a: Compliance with Technical requirements
3. Stage 2b: Presentation of the Proposed Program Management Services
4. Stage 3: The Financial Evaluation
5. Stage 4: Making Recommendations

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 Stage 1: Compliance with the Mandatory Requirements (MR)

The first stage of the evaluation will involve determination of responsiveness to the
mandatory requirements of the Request for proposals that will include:

No Requirements COMPLIANCE

MR 1 Provision of documentary evidence of the company’s certificate of

incorporation

MR 2 Provide a copy of the company’s valid Tax Clearance Certificate

(TCC) issued by Kenya Revenue Authority (KRA) (or the equivalent
from the relevant authority for those companies outside Kenya)
and MUST be valid as at the tender closing date.
MR 3 Submit a completed company’s profile using the Confidential
Business Questionnaire provided in this tender document.

MR 4 Provision of Tender Security (Bid Bond) of KShs.500,000.00 in the

form provided in the tender document

MR 5 Provide copies of audited accounts for the company for the last
three consecutive accounting years (2014, 2013 & 2012).

The second stage will involve technical evaluation of the bids that meet all the
Mandatory Requirements in stage one.

Stage 2a: Compliance with the Technical Requirements

Technical evaluation will be done based on the following general areas:

(i) Specific experience of the consultancy firm and proposed resource(s).
(ii) Relevant references from previous assignments.
(iii) Proposed Program Control Methodology.

NO. EVALUATION ATTRIBUTE RESPONSE / MAX. SCORE

Criteria for Scores SCORE % %

T1 THE CONSULTANCY FIRM 10

(i) Size of the firm (No. of personnel), (i) A firm with 50 and
Organization and Management above employees – 4
(ii)The Company’s experience in Marks. Less than 50 to be
similar projects (how long has the prorated [i.e. (No. of
company been undertaking similar employees)x4/50]
work) (ii) 10 years and above
(iii) Specific value additions the – 4 marks. Less than 10
firm will provide in the delivery of years – to be prorated

15
 the three projects (iii) Provide at least 3
value additions not
specified in the tender - 2
Marks
T2 PROPOSED PROGRAM 10
METHODOLOGY
Adequacy of the proposed work plan 1) Understanding of the
and methodology in responding to the objectives of the
terms of reference Assignment (the work
plan) = 2 Marks
2) Completeness and
Responsiveness (as per
the technical
specifications/TORs) =
2 Marks
3) Creativity and
innovation (new
approaches) =1
Mark
4) Efficiency and Resource
utilization
= 1 Mark
5) Flexibility and
adaptability of the
work plan = 1 Mark
6) Timeliness of output =
1 Mark
Knowledge Transfer to
Internal CBK Staff – 2
Marks
T3 RESOURCES FOR THE PROJECTS 50
Core Banking System 1) 10 years and above = 5 15
1) Professional experience of the Marks. Less than 10 years to
team leader be prorated.
2) Adequacy of resources assigned to 2) Team members
this project (At least 5 technical qualifications and
resources) experience in recent similar
assignments = 2 marks per
team member up to a
maximum of 10 Marks
Note:
- Minimum academic
qualification of each
resource is a college
degree.
- A resource with at least 5
years’ relevant experience –
2 marks per resource
EDMS As above 15

16
 Data warehouse & Business 1) 10 years and above = 8 20
Intelligence Marks. Less than 10 years to
1) Professional experience of the be prorated.
team leader. 2) Team members
2) Adequacy of resources assigned to qualifications and
this project (At least 6 technical experience in recent similar
resources) assignments = 2 marks per
team member (up to a
Maximum 12 Marks)
Note:
- Minimum academic
qualification of each
resource is a college
degree.
- Minimum of 5 Years’
relevant experience – 2
marks per resource
T4 PAST PERFORMANCE 20
(i) Company’s previous delivery of A score of 2 marks will be
similar projects during the last five awarded to each valid
(5) years*. reference up to a maximum
of 18 marks.
Provide a contact list of at least  To score full marks,
three (3) major customers within provide at least 3
the last 5 years. references in each of the
following;
The Bank may visit the sites to 1) Core Banking – 3
confirm satisfactory delivery of References (6 Marks)
services. 2) EDMS - As above
3) DW & BI – As above
(ii) State the experience of the Experience in Africa of 5
consultancy firm in Africa region. years and above – 2 Marks.
Lower than 5 years – Scores
to be prorated.
T5 Financial Stability (Liquidity) 10
A margin above 10% will
a) Profitability Margin score 7 marks; 5-10 %
4marks and 1-5% 1 mark
b) Liquidity Ratio 2:1 – 3 marks; 1:1 – 2 marks;
less than 1:1 1 mark
TOTAL 100%

Note:
 Profitability Margin = ______EBIT___
Gross Revenue/Sales

 Current Ratio = Current Assets

Current Liabilities
 EBIT = Earnings Before Interest and Taxes

17
 * The firm should Provide list of at least three firms for reference from large banks
where similar services have been offered within the last five years (At least one
reference MUST be from a central bank or a Federal reserve bank). A reference shall
be for the Project Management services for T24, EDMS and Data Warehouse & Business
Intelligence implementations respectively.
(Note: A bank with a weighted composite index of 5% and above shall be classified as a
large bank for the purpose of this tender).

The minimum technical score required to pass: Seventy Five percent(75%). Bidders
scoring seventy five percent (75%) and above in the technical evaluation shall be called
upon at short notice to give presentation to a tender processing team on the proposed Program
Management Services as per the requirements of this tender.

Stage 2b: PRESENTATION OF THE PROPOSED PROGRAM MANAGEMENT SERVICES

Bidders that score at least 75% in stage 2 (technical requirements) shall be called upon at short
notice to give presentation to a tender processing team on the proposed Program Management
Services as per the requirements of this Request for Proposal.

The evaluation at this stage will be based on the following parameters:

Parameter Specifics Max Bid.
Score Score %
100%
Clarity on the  Defining the sub projects involved and enumeration of 10
scope of the activities involved in each (5 Marks)
assignment  Understanding of proposed methodologies proposed for
each work stream (5 Marks)
Clear  Enumeration of all the deliverables as listed (10 marks). 15
understanding of  Additional deliverables for consideration (5)
the deliverables
Project Life Cycle  The consultant should be clear on the activities to be 10
undertaken
Possible project  For each workstream, the consultant should be in a 5
implementation position to know likely solution providers
partners
High level Project  The consultant should at high level identify 5 probable 10
Risks project risks and mitigation measures
Business Case  Should have experience in business case formulation 10
formulation and review
Project  For each stream, the presenter should present draft 10
Governance project governance structure and matrix on roles and
responsibilities

18
IT Project  The presenter should show understanding of suitable 5
Management Project Management frameworks
experience
Experience in Post  Previous and current experience in Post Implementation 10
Implementation Review. Each assignment shall carry 5 marks.
Review
Human Resource  The consultant to present on the resources to be 15
Base allocated to this assignment and the engagement
arrangement

The final technical score shall be computed as follows:

TE – Technical Evaluation Score (out of 100%)
P – Presentation score (out of 100%)

Total Score = 0.8TE + 0.2P

The Bidders that score 75% and above shall qualify for the final stage of the evaluation.

STAGE 3: FINANCIAL EVALUATION (PRICE)

Bidders should note that only tenders that score 75% and above on the Technical Evaluation
and Presentation will qualify to have their financial bids opened and evaluated. Those scoring
below 75% will not be evaluated further.
The financial proposals will be evaluated on the basis of cost, lead-time and payment terms. The
bidder shall propose an all-inclusive man day rate that covers all taxes, travel, accommodation,
living expenses and any other service as may be necessary. Costs shall be inclusive of all taxes
and duties.
The bidder must clearly show cost break down, payment terms (billing schedule) and price
increase schedule. All costs must be in Kenyan Shillings.

Stage 4: Recommendation of award.

The final stage will be carried out as per clause 2.8.4. The weight to be assigned for
Technical score (t) will be 80% while Financial score (p) will be 20%. The bidder with
the highest combined score will be considered for the award of the proposal.

2.8.5 The tender processing committee shall evaluate the tender within 15 days from
the date of opening the tender.

2.10.2 The assignment is expected to commence after the signing of the contract.

19
SECTION III: - TERMS OF REFERENCE

3.1 Introduction

The Central Bank of Kenya has commenced a number of high priority initiatives upon
successful completion of the first phase of the System for Information Management for
Banking & Accounting code named SIMBA project. These initiatives are aimed at
optimizing the existing systems as well as address new business requirements that have
emerged.
This will be achieved through the implementation of the second phase of the SIMBA
project with the overall purpose to improve efficiency, lower costs and increase
productivity in the operations of the Bank.
The SIMBA Phase II project shall comprise the following initiatives:
i. Upgrade of the existing Temenos T24 release 9
ii. Implementation of an Electronic Document Management System, and
iii. Implementation of a Data Warehouse and Business Intelligence Solution
The above initiatives are going to be implemented as individual projects.

The Central Bank of Kenya requires services of a competent consultant to provide

central management and coordination of all these projects, ensuring successful
execution of each project.

3.2 Objective
The Central Bank’s objective is to engage an experienced consultancy firm with relevant
skill sets who have successfully undertaken similar tasks of a program manager in a
large Bank. In this tender, the successful bidder will be required to provide program
management services to the above Bank’s projects.

3.3 Scope of the Consultancy work

The Consultant will offer services on development of technical requirements for

procurement of the envisaged solutions, offer quality assurance during implementation
of the upgrade of the T24 release 9, Electronic Document Management and the Data
Warehouse & Business Intelligence systems.

The assignment shall entail management of three individual projects each with distinct
project managers and with specific deliverables to successful implementation and
commissioning. These projects are expected to be completed within a period of NOT
more than three (3) years.
20
The specific activities the consultant shall undertake under the three projects streams
above shall include the following:
i) The consultant shall provide project management oversight throughout the
entire project cycles and make due recommendations whenever required /
necessary.
ii) The consultant will ensure that quality assurance is maintained throughout
the project cycles and assist management with recommendations on any gaps
identified during planning or implementation.
iii) The Consultant shall carry out a detailed risk assessment in implementing the
three projects. The reports from this assessment shall be used by the Project
management team, the implementation vendors and the Project Steering
Committee to mitigate against the failure of these projects.
iv) To review and advise on the business cases for each of the three streams.
v) To assist develop the Project Governance structures in liaison with the Bank’s
project management team.
vi) The consultant shall develop/review the draft project
implementation/activity plans, a project charter and reporting templates.
vii) The consultant shall study the current processes and business requirements in
each business unit in the Bank (including branches and currency centers) and
thereafter, together with the relevant business heads of departments develop
detailed specifications for the envisaged solutions. (Note: The Bank has
systems in its Head Office which are accessed and used in 3 Branches, 3
Currency Centres and a School).
viii) The consultant shall review the proposed roadmap for the implementation of
the three projects, recommend and guide the Bank in the best practice to be
used in the implementation of such projects.
ix) The consultant will work with both the Project Implementation Team and the
ICT Department, and shall make regular reports to the Project Steering
Committee.
x) In conjunction with the Department of Procurement, Logistics & Services, ICT
and the Project Implementation Team, the consultant shall participate in the
preparation of a tender specification document and an evaluation criteria
which shall be sent to prospective IT solution providers to bid for the
implementation of the above solutions.
xi) The consultant shall assist the bank to identify and procure technical experts
with relevant implementation experience to assist in scoping and design of
required solutions
xii) The consultant shall offer technical support during the processing of the
above tenders.
21
 xiii) The consultant shall assist the Bank in the negotiation and drafting of the
contracts between CBK and the selected supplier of the respective IT
solutions.
xiv) The consultant shall work with ICT, the Project Team and the heads of
business units in the Bank to oversight the implementation of the procured IT
solutions.
xv) Assist in Vendor management and monitor project deliverables.
xvi) Review test scripts and oversee successful User Acceptance Testing processes.
xvii) Assist the Bank to negotiate Maintenance Contracts and Service Level
Agreements.
xviii) The consultant may recommend suitable trainings, which the CBK teams
requires for the successful implementation of the project and for the ICT team
to competently take over the management of the deployed solutions after
commissioning to live production.
xix) Carry out post implementation review 6 months after the go-live of each of
the 3 project streams.

In addition to the above, the consultant is expected to assist the Bank in providing the
following services at the minimum under their respective streams:

3.4 Upgrade of the Temenos T24 release 9

The Bank has an existing contract with Temenos, the license owner and developer of the
Core Banking T24 release 9 software currently supporting the CBK operations.
In this assignment, the consultant shall work with Temenos, the CBK teams and the
successful T24 Upgrade Partner to:
 Review the technical solution and new business requirements; and ensure these
are addressed by the successful Temenos Upgrade Partner during the upgrade
process.
 Identify any gaps in the existing contract and as a result of the upgrade; and
participate in contract renegotiations.

3.5 Electronic Document Management system (EDMS) implementation

The Bank has vast historical paper documents dating back to its inception, with a
manual flow of physical documents from person to person and office to office. Most of
these documents are kept in paper form in filing registries and other storage facilities of
the Bank.
Therefore the implementation of an Electronic Document Management system will
enable digitization of the Bank’s historical documents dating back several years and

22
store them electronically to enhance security and control, facilitate online retrieval and
minimize paper usage in the Bank.
The EDMS offering shall enable rapid deployment of a solution that can digitize, index
and store content with an associated metadata model and content taxonomy. The
expected solution shall include complex character recognition; business rule based
validations on extracted data and automated workflow of content based on business
rules. Physical and Electronic Records Management shall be automated and form part
of the broader deployment of an EDMS. Reporting and Content Services such as
archival, retention and destruction policies shall be defined in line with the business
requirements.

Further, the resultant solution shall meet international standards for similar systems
such as enabling workflows in movements and management of new documents.

In reference to the above, the successful Consultant shall undertake;

i. A comprehensive study of the current processes of receiving, processing,
archival, storage and retrieval of documents, emails, etc in all the business
units and develop recommended best practice models, specifications and a
request for proposal to be used to procure the right solution.
ii. To provide project oversight services during implementation of the solution

In addition, the following shall be some of the outputs from the Consultant:
(i) EDMS project stream initiation and mobilization – Detailed plan for
implementation
(ii) Develop EDMS requirements and a proposed architecture of an appropriate
EDM system to be included in the tender specification for procurement.
(iii) Roadmap and conceptual design for implementation
(iv) Technologies to support the proposed roadmap and budget

In this regard, the Consultancy firm shall carry out assessment; deliver strategy, a
roadmap, facilitate development of Request for Proposal (RFP), guide in selection of the
right solution and offer quality assurance and monitoring during implementation of the
EDMS project from start to the end.

3.6 Data Warehouse and Business Intelligence

Prior to implementation of Project SIMBA, the Bank’s computerized business operations
were supported by various disparate and stand-alone applications. The legacy data
scattered across these systems needs to be extracted and consolidated to one centralized
data repository for controlled access and eliminate the need of proprietary systems as
the only means to access the data. As planned then, old data was left in the legacy
environment to be migrated at a later time. With changes in technology and reduction
of the skills sets to maintain these systems, this project is now required to migrate the
data to modern systems to be implemented. This data must be availed in the new
environment dubbed: Data Warehouse and Business Intelligence system, in a legally
acceptable form for retrieval, historical reference and analytics (business intelligence).

23
The implementation of an Enterprise Data Warehouse and Business Intelligence
Solution will also afford the Bank centralized analytics capability from historical and
transactional data.

The successful Consultant shall study the current and legacy data sources therein;
and working with the ICT, Business units and Project teams develop a DW & BI
Roadmap and specifications for tender.

The Consultant shall provide the following at a minimum during the DW & BI phase:
(i) DW & BI consulting services
(ii) Strategy for implementation of the Data warehouse and Business Intelligence
solution, considering the aspect of data sharing and collaboration
requirements in the East African region.
(iii) Recommend for consideration by the Bank the best software, hardware and
data extraction tools to be procured and guide in vendor selection.
(iv) Recommend specialised trainings for the ICT support teams that shall
maintain the new environment.

The Business Intelligence and analytics phase shall commence on successful

implementation of the Data Warehouse system.

The successful Consultant shall demonstrate experience that has helped clients
provide up-to-date insight into the business to enable effective decision making and
derive actionable insights after successful implementation of a similar system.

In addition, the Consultant shall provide evidence where the firm has provided
services that enabled large banks utilise a DW & BI system to produce dashboards
and timely reports, accurate business information that improved data analysis,
decision making and business performance.

Backed by vast technology, industry and business process expertise, the Consultant
shall facilitate the Bank create analytics solutions across platforms, embedding
intelligence into the fabric of the Bank’s business processes. This shall include
development of "to-be-processes" that aim at creating business excellence in internet
banking, human resource management review and performance analytics / reports,
cloud computing, EAC integration, Treasury Mobile Direct (TMD) application, bank
supervision, financial sector stress testing & stability analysis and analysis of data from
credit reference bureaus.

3.7 Responsibilities
The Consultant’s main responsibilities shall include but not limited to the following:
(i) To develop and oversee execution of the Bank’s project plans, including but not
limited to scope management, schedule and cost management, risk management,
resource and stakeholder management, and communication management.

24
 (ii) Provide a tiered approach into program and project control that include:
o Project Planning and Project Management Office (PMO) setup;
o Project Management Support;
o Project Control; and
o Project Support and Administration.
(iii) Provide well established program control and management methodology, with
full details of services provided under each tier above.
(iv) Participate in bid specification development and vendor selection processes.
(v) Manage the vendors to deliver on their contractual commitments throughout the
above projects lifecycle.

3.8 Technical Skills/Competencies

(i) Banking project experience specifically managing deployment and integration of
vendor solutions and have successfully lead project teams that have undergone
the entire system development life cycle.
(ii) At least five (5) years in managing diverse teams.
(iii) Experience in a well-established program control and management
methodology.
(iv) Strong communication skills.
(v) Very good coordination skills and results oriented.
(vi) Proven ability to work cross-functionally with all areas of an IT organization
and the business.
(vii) Qualification, skills and experience of persons
(viii) At least 3 examples of similar work (with contact details of persons that can
verify and explain your involvement in those projects).
(ix)Hourly rates of rates that will be charged for the work done
(x) The technical resources must be fluent in the English language.

In addition to above technical skills/ competencies, the consultants who shall be

assigned the DW & BI project oversight roles shall have the following specifications:-
(i) University or College degree in business, computer engineering, computer
science, physics or mathematics, statistics or other relevant studies.
(ii) Minimum 5 years of professional experience in the domain of business
intelligence architecture and data warehousing including successful design and
completion of at least three significant Data Warehouse projects.
(iii) Minimum 5 years of experience in Project Management.
(iv) Experience with data modelling (both UML class diagrams and entity
relationship diagrams), and metadata management, tools, and processes.
(v) Experience of building or refining the data architecture for a distributed database
environment through data architecture analysis and design, developing
conceptual and logical data models, Data Flow Diagrams ( DFDs) focusing on
the areas related to data migration and data integration.
25
 (vi) Experience of performing feasibility studies and design of solutions for master
data management (MDM), metadata management, business intelligence,
content management, data integration, and related information management or
information infrastructure components.
(vii) Experience of establishing uniform and consistent data formats and protocols
necessary for sharing and exchanging enterprise information across large
organizations (including structured & unstructured sources).
(viii) Practical experience in managing delivery of data warehouse services to
internal business clients.

3.9 Specific Terms and Conditions

The technical responses to the above requirements shall be formatted and presented as
follows:
i. Consultant / Firm Profile.
ii. Delivery of main responsibilities as per section 3.4 above.
iii. Program Control Services with clear reference to:
a. Project Planning and Project Management Office (PMO) setup.
b. Project Management Support.
c. Project Control.
d. Project Support and Administration.
iv. Technical skills and competencies.

All of the above technical responses components are mandatory.

NOTE:
The overall summary of the required services are covered in the Introduction,
Objectives, Terms of Reference and Scope of the Consultancy work and the
Responsibilities sections above. The bidder shall include in their offer any additional
services considered necessary for the success of these projects.

3.10 OTHER CONDITIONS

3.10.1 Conformity to Standards

Unless other standards are specifically mentioned in these requirements, all the
services and associated components to be provided, and all design
methodologies and implementations must be in accordance with such
authoritative standards of IT Projects Management.

3.10.2 Statutory Regulations

The services and methodologies under this contract shall comply in all respects
with any relevant Kenya statutory regulations, by laws and orders.

26
3.10.3 Program Management

(i) Within one month of acceptance of the Tender, the Tenderer shall forward
to the Central Bank an update detailing the programme of service, starting
dates and personnel for the complete execution of the contract for the
Bank’s approval.

(ii) A chart indicating various tasks to be performed to accomplish

requirements of this tender. The Chart will also indicate where the
Supplier or the Bank is responsible for the specific activity.

(iii) If at any time during the execution of the supply contract it is found
necessary to modify the approved chart the Supplier will inform the Bank
and submit to him a modified chart for his approval.

3.10.4 Mistake in Drawings

The Supplier shall be responsible for any discrepancies, errors or omissions in

the drawings and particulars supplied by him whether such drawings and
particulars have been approved by the Bank or not. The Bank shall be
responsible for drawings and information supplied in writing by the Bank to the
Supplier.

3.10.5 Manner of Implementation

All implementations shall be done in the manner set out in the requirements
above or where not so set, to the reasonable satisfaction of the Bank but at all
times in accordance with the International Standards for similar services and as
per the best practice.

3.10.6 Delivery

(i) The Supplier shall transport its personnel destined to offer a specified
service to the intended site in Nairobi and the branches as stipulated in
this Tender Document.

(ii) In cases where equipment are to be transported, the equipment so

supplied by the vendor shall be packed or protected for conveyance to the
ultimate destinations as may be required so as to prevent damage or
deterioration under normal transport conditions.

(iii) Delivery of the services shall be completed in accordance with the

delivery periods to be stated in the contract document.

3.10.7 Liability for Accidents and Damages

27
 (i) The Bank shall not be liable for any accident of the Vendor’s employees
and the Supplier shall properly offer insurance and any other cover
required by law to its employees.

(ii) In the case of loss of or damage to the equipment after delivery arising
from or occasioned by cause for which the Supplier is not responsible
under the Supply Contract, such loss or damage shall be made good by
the Supplier at a price to be agreed between the Supplier and the Bank or
in default of agreement to be settled by arbitration.

3.10.8 Government Duties, Taxes, Dues, etc

The Supplier shall be liable to pay taxes, customs or other import duties and dues on
any part imported in to the Republic of Kenya for the support of the Bank’s services.

3.10.9 Performance Bond: The successful consultant shall provide a Performance Bond
acceptable to the Bank in form of a Bank Guarantee at 10% of the tendered sum
obtained from a licensed bank within 15 days of the tender award. The Bank upon
executing the last Acceptance Certificate will release this Guarantee. The Bank will
approve the Guarantee prior to the award of the tender.

3. 10.10 Past performance: Bidders who have in the past failed to meet the Bank’s
standards in terms of quality of goods supplied, quantity of goods supplied, delivery
dates compliance and service provided on the goods supplied will be disqualified in the
tender. Canvassing directly by the tenderer or by proxy shall lead to automatic
disqualification of the tender

3.10.11 Payments: Payment will be made after the delivery and acceptance of the
services. Cash or advance payment for an incomplete services will not be accepted.

3.10.12 Fixed Price Contract: The contract is a fixed price contract and no variations will
be payable on grounds of exchange rate fluctuations.

3.10.13 Contract Period: The contract will be valid for a minimum period of three years
but subject to the completion of the projects.

3.10.14 Bidders Additional Details: The Tenderer is at liberty to attach to its bid any
additional details, technical literatures or other items that the Bidder may think
desirable to indicate the type of services and solution it proposes.

3.10.15 Requirement for Extra Services: The Tenderer may in addition make any
recommendations, which should be priced for any value addition Services over and
above the minimum specified that seem necessary for the contract.

28
3.10.16 Right of CBK to procure extra services: The Central Bank reserves the right to
purchase the whole or part of the services recommended by the Tenderer.

3.10.17 References: The Tenderer is required to indicate at least three references from
three recent customers where a similar service has been offered for each stream of this
project. Indicate by giving name of the client and contact persons.
Indicate three recent reference sites for each of the following:
1. Upgrade/Implementation of T24 Core Banking system
2. Implementation of an Electronic Document Management System
3. Implementation of Data Warehouse and Business Intelligence Solutions

3.10.18 Incomplete Bids: Bidders should compile a detailed Bidding Document

covering all requested Services specified in this Tender Document. Incomplete Bids or
Bids which have not been completed in accordance with the instructions herein shall be
liable to disqualification.

3.10.19 Proposals from bidders should be submitted in two distinct parts, namely:
i. Technical Response (1 original hard copy and a soft copy in CD/DVD media)
ii. Financial Response (1 original hard copy and soft copy in CD/DVD media),
separate from the technical response

29
SECTION IV: TECHNICAL PROPOSAL

Table of Contents

Page
4.1 Technical proposal submission form 31

4.2 Firms references 32

4.3 Comments and suggestions of consultants on the 33

Terms of reference and on data, services and
facilities to be provided by the procuring entity

4.4 Description of the methodology and work plan 34

for performing the assignment

4.5 Team composition and Task assignments 35

4.6 Format of curriculum vitae (CV) for proposed 36

Professional staff

4.7 Time schedule for professional personnel 37

4.8 Activity (work schedule) 38

30
4.1. TECHNICAL PROPOSAL SUBMISSION FORM

[_______________ Date]

To: Director, DEST

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for Upgrade of T24
Banking, Implementation of EDMS & Data Warehousing Systems to Central Bank of
Kenya.

In accordance with your Request for Proposal dated ______________________and our

Proposal. We are hereby submitting our Proposal, which includes this Technical
Proposal, and a Financial Proposal sealed under a separate envelope.

We understand you are not bound to accept any Proposal that you receive.

We remain,

Yours sincerely,

_______________________________ [Authorized Signature]:

________________________________ [Name and Title of Signatory]

_________________________________ [Name of Firm]

_________________________________ [Address:]

31
4.2. FIRM’S REFERENCES

Relevant Services Carried Out in the Last five Years

That Best Illustrate Qualifications

Using the format below, provide information on each assignment for which your firm
either individually, as a corporate entity or in association, was legally contracted.

Assignment Name: Country

Location within Country: Professional Staff provided by Your

Firm/Entity(profiles):
Name of Client: Clients contact person for the assignment.

Address:
No of Staff-Months; Duration of
Assignment:
Start Date (Month/Year): Completion Date Approx. Value of Services (Kshs)
(Month/Year):

Name of Associated Consultants. If any:

No of Months of Professional
Staff provided by Associated Consultants:
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions
Performed:

Narrative Description of project:

Description of Actual Services Provided by Your Staff:

Firm’s Name: ___________________________________

Name and title of signatory; ________________________

(May be amended as necessary)

32
4.3. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS
OF REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE
PROVIDED BY THE CENTRAL BANK OF KENYA.

On the Terms of Reference:

1.

2.

3.

4.

5.

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

1.

2.

3.

4.

5.

4.4 DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR

PERFORMING THE ASSIGNMENT

33
 4.5 TEAM COMPOSITION AND TASK ASSIGNMENT

1. Technical/Managerial Staff

Name Position Task

2. Support Staff

Name Position Task

34
4.6. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL
STAFF
Proposed Position:
_____________________________________________________________

Name of Firm:
_________________________________________________________________

Name of Staff:
__________________________________________________________________

Profession:
_____________________________________________________________________

Date of Birth:
__________________________________________________________________

Years with Firm: ___________________________ Nationality: ______________________

Membership in Professional Societies: __________________________________________

Detailed Tasks Assigned:

_______________________________________________________

Key Qualifications:

[Give an outline of staff member’s experience and training most pertinent to tasks on assignment. Describe degree
of responsibility held by staff member on relevant previous assignments and give dates and locations].

Education:

[Summarize college/university and other specialized education of staff member, giving names of schools, dates
attended and degree[s] obtained.]

Employment Record:

[Starting with present position, list in reverse order every employment held. List all positions held by staff member
since graduation, giving dates, names of employing organizations, titles of positions held, and locations of
assignments.]

35
Certification:

I, the undersigned, certify that these data correctly describe me, my qualifications, and
my experience.

_________________________________________________________ Date:
________________
[Signature of staff member]
___________________________________________________________________ Date; ______________
[Signature of authorised representative of the firm]

Full name of staff member: _____________________________________________________

Full name of authorized representative: _________________________________________

36
 4.7. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL

Months (in the Form of a Bar Chart)

Name Position Reports Due/ Number of
Activities 1 2 3 4 5 6 7 8 9 10 11 12 months

Reports Due: _________

Activities Duration: _________

Signature: ________________________
(Authorized representative)

Full Name: ________________________

Title: ______________________________

Address: ___________________________

37
 4.8. ACTIVITY (WORK) SCHEDULE

(a). Field Investigation and Study Items

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

1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th

Activity (Work)

(b) Completion and Submission of Reports

Reports Date

1. Inception Report

4. Interim Progress Report

(a) First Status Report
(b) Second Status Report

3. Draft Report

4. Final Report

38
SECTION V: - FINANCIAL PROPOSAL

Notes on preparation of Financial Proposal

1 The Financial proposal prepared by the consultant should list the costs
associated with the assignment. These costs normally cover remuneration for
staff, subsistence, transportation, services and equipment, printing of documents,
surveys etc as may be applicable. The costs should be broken down to be clearly
understood by the procuring entity.
2 The financial proposal shall be in Kenya Shillings or any other currency allowed
in the request for proposal and shall take into account the tax liability and cost of
insurances specified in the request for proposal. Where another currency other
than Kenya shillings is used, the applicable rate for conversion will be the CBK
mean rate for the date of tender opening.
3 The financial proposal should be prepared using the Standard forms provided in
this part

39
SECTION V - FINANCIAL PROPOSAL STANDARD FORMS

Table of Contents

Page
5.1 Financial proposal submission Form 41

5.2 Price Schedule of Services 42

40
5. 1. FINANCIAL PROPOSAL SUBMISSION FORM

________________ [Date]

To: Director,
Department of Procurement & Logistics Services
Central Bank of Kenya
P.O. Box 60000 - 00100
Nairobi, Kenya

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for Upgrade of T24
Banking, Implementation of EDMS & Data Warehousing Systems to Central Bank of
Kenya in accordance with your Request for Proposal dated ………………….and our
Proposal. Our attached Financial Proposal is for the sum of Kenya shillings
_________________________________________________________________ [Amount in
words and figures] inclusive of the taxes.

We remain,

Yours sincerely,

_____________________________ [Authorized Signature]

:
_____________________ [Name and Title of Signatory]:

_______________________ [Name of Firm]

______________________ [Address]

41
 5.2 PRICE SCHEDULE OF SERVICES

Financial Response should be submitted in one(1) original hard copy and soft copy in
CD/DVD media, separate from the technical response.

The bid documents shall be addressed to the Director, Procurement, Logistics and
Services Department given in the Tender Notice and dropped at the tender box as
required.

Item Total Price

(Kshs.)

1 Consultancy Services on Upgrade of the Temenos T24 Core

Banking, Implementation of the EDMS and Data
Warehouse Systems for the Central Bank of Kenya
(Inclusive of all Taxes).
Total Cost

Signature of tenderer ________________________________________________

Note: In case of discrepancy between unit price and total, the unit price shall prevail.

42
SECTION VI: SAMPLE CONTRACT FOR CONSULTING SERVICES - LUMP-SUM
PAYMENTS

CONTRACT FORM

This Agreement, [hereinafter called “the Contract”) is entered into this _____________[
by and between Central Bank of Kenya whose registered office is situated at CBK Head
office, Haile Selassie Avenue (hereinafter called “the Client”) of the one part AND

____________________________________________ of [or whose registered office is

situated at]_____________________________________ hereinafter called “the
Consultant”) of the other part.

WHEREAS the Client wishes to have the Consultant perform the services [hereinafter
referred to as “the Services”, and

WHEREAS the Consultant is willing to perform the said Services,

NOW THEREFORE THE PARTIES hereby agree as follows:

1. Services (i)The Consultant shall perform the Services specified in

Appendix A, “Terms of Reference and Scope of Services,” which is
made an integral part of this Contract.

(ii).The Consultant shall provide the personnel listed in Appendix B,

“Consultant’s Personnel,” to perform the Services.

(iii).The Consultant shall submit to the Client the reports in the form and
within the time periods specified in Appendix C, “Consultant’s
Reporting Obligations.”

2. Term The Consultant shall perform the Services during the period commencing
on_____________ and continuing through to_____________, or any other
period(s) as may be subsequently agreed by the parties in writing.

3. Payment A. Ceiling
For Services rendered pursuant to Appendix A, the Client shall pay the
Consultant an amount not to exceed___
_____________. This amount has been established based on the
understanding that it includes all of the Consultant’s costs and profits as
well as any tax obligation that may be imposed on the Consultant.

B. Schedule of Payments

The schedule of payments is specified below (Modify in order to reflect

the output required as described in Appendix C.)

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 Kshs………..………….upon the Client’s receipt of a copy of this
Contract signed by the Consultant;

Kshs………..…………. upon the Client’s receipt of the draft report,

acceptable to the Client; and

Kshs………..………….upon the Client’s receipt of the final report,

acceptable to the Client.

Kshs______________________ Total

C. Payment Conditions

Payment shall be made in Kenya Shillings unless otherwise specified

not later than thirty [30] days following submission by the Consultant
of invoices in duplicate to the Coordinator designated in Clause 4 here
below. If the Client has delayed payments beyond thirty (30) days after
the due date hereof, simple interest shall be paid to the Consultant for
each day of delay at a rate three percentage points above the prevailing
Central Bank of Kenya’s average rate for base lending.

4. Project A. Coordinator.
Administration
The Client designates __________________ as Client’s Coordinator;
the Coordinator will be responsible for the coordination of
activities under this Contract, for acceptance and approval of the
reports and of other deliverables by the Client and for receiving
and approving invoices for payment.

B. Reports.

The reports listed in Appendix C, “Consultant’s Reporting

Obligations,” shall be submitted in the course of the assignment
and will constitute the basis for the payments to be made under
paragraph 3.

5. Performance The Consultant undertakes to perform the Services with

Standards the highest standards of professional and ethical competence and
integrity. The Consultant shall promptly replace any employees
assigned under this Contract that the Client considers
unsatisfactory.

6. Confidentiality The Consultant shall not, during the term of this Contract and
within two years after its expiration, disclose any proprietary or
44
 confidential information relating to the Services, this Contract or
the Client’s business or operations without the prior written
consent of the Client.

7. Ownership of Any studies, reports or other material, graphic, software

Material or otherwise prepared by the Consultant for the Client under the
Contract shall belong to and remain the property of the Client.
The Consultant may retain a copy of such documents and
software.

8. Consultant Not The Consultant agrees that during the term of this Contract and
to be Engaged after its termination the Consultant and any entity affiliated
in certain with the Consultant shall be disqualified from providing goods,
Activities works or services (other than the Services and any continuation
thereof) for any project resulting from or closely related to the
Services.

9. Insurance The Consultant will be responsible for taking out any appropriate
insurance coverage.

10. Assignment The Consultant shall not assign this Contract or sub-contract any
portion of it without the Client’s prior written consent.

11. Law Governing The Contract shall be governed by the laws of Kenya and
Contract and the language of the Contract shall be English Language.
Language

12. Dispute Any dispute arising out of the Contract which cannot be
Resolution amicably settled between the parties shall be referred by either
party to the arbitration and final decision of a person to be agreed
between the parties. Failing agreement to concur in the
appointment of an Arbitrator, the Arbitrator shall be appointed
by the chairman of the Chartered Institute of Arbitrators, Kenya
branch, on the request of the applying party.

FOR THE CLIENT FOR THE CONSULTANT

Full name; ______________________________ Full name;______________________

Title: ____________________________________Title: ____________________________

Signature;_______________________________Signature;____________________

Date;____________________________________Date;_________________________

45
 CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part 1 and either Part 2 (a), 2(b) or
2(c) whichever applied to your type of business.

You are advised that it is a serious offence to give false information on this form.

Part 1 General

Business Name ....................................................................................................................

Location of Business Premises .........................................................................................
Plot No, .........................................................Street/Road ..................................................
Postal address .....................Tel No. .................................Fax Email ..............................
Nature of Business .............................................................................................................
Registration Certificate No. ...............................................................................................
Maximum value of business which you can handle at any one time – Kshs. ............
Name of your bankers ........................................................................................................
Branch ...................................................................................................................................

Part 2 (a) – Sole Proprietor

Your name in full……………………….Age………………………………………….
Nationality……………………………Country of Origin……………………………..
Citizenship details
……………………………………………………..
Part 2 (b) – Partnership
Given details of partners as follows
Name Nationality Citizenship details Shares
1. …………………………………………………………………………………
2. …………………………………………………………………………………
3. …………………………………………………………………………………
4. …………………………………………………………………………………
Part 2 (c) – Registered Company
Private or Public
State the nominal and issued capital of company
Nominal Kshs.
Issued Kshs.
Given details of all directors as follows
Name Nationality Citizenship details Shares
1. …………………………………………………………………………………
2. …………………………………………………………………………………
3. …………………………………………………………………………………
4. …………………………………………………………………………………

Date……………………………………….Signature of Candidate………………………..

46
TENDER SECURITY FORM

Whereas ………………………………………..[name of the tenderer]

(hereinafter called “the tenderer”)has submitted its tender dated………………..[date of

submission of tender ] Upgrade of T24 Banking, Implementation of EDMS & Data
Warehousing Systems to Central Bank of Kenya (hereinafter called “the
Tenderer”)……………………………………………………..

KNOW ALL PEOPLE by these presents that WE………………………………………

Of……………………………………………having registered office at

[name of procuring entity](hereinafter called “the Bank”)are bound unto Central Bank
of Kenya (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 entity having to substantiate its demand,
provided that in its demand the Procuring entity will note that the amount claimed by it
is due to it, owing to the occurrence of one or both of the two conditions, specifying the
occurred condition or conditions.
This 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)

47
LETTER OF NOTIFICATION OF AWARD

Central Bank of Kenya

P.O. Box 60000 - 00200
Nairobi, Kenya
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

48
 DECLARATION FORM

Date

To

The tenderer i.e. (name and address)

declare the following:

a) Has not been debarred from participating in public procurement.

b) Has not been involved in and will not be involved in corrupt and fraudulent
practices regarding public procurement.

Title Signature Date

(To be signed by authorized representative and officially stamped)

49