CHANCERY BUILDING

Telephone: Nairobi 2711600

VALLEY ROAD
Fax: 2716508
E-mail: [email protected] P O Box 48994, 00100
NAIROBI

NAME OF BIDDER QUOTATION No: NCPD 043/2019/2020

………………………………. DESCRIPTION: Maintenance of KOHA & DSPACE
………………………………… DATE: 3/04/2020
…………………………………
NATIONAL COUNCIL FOR POPULATION AND DEVELOPMENT
…………………………………
………….
NCPD/FIN/PRO/FORMS/002 ISSUE NO 003 REVISION NO. 002
REQUEST FOR QUOTATION
Note.
(a) Eligibility for this tender is limited to firms registered/prequalified by the Ministry of ICT&I
(b) THIS IS NOT AN ORDER. Read the conditions and instructions on reverse before quoting.
(c) Your quotation should include all costs of providing the services including costs of delivery, duty, VAT, etc. where applicable to:
(d) This quotation form is NOT VALID Unless Authorized
(e) The completed quotation form should be submitted to NCPD Headquarters Chancery Building Valley Road P O Box 48994, 00100 NAIROBI on or before 20/04/2020
at 10.00am
(f) Return the original copy and retain a duplicate for your records.
(g) NCPD encourages all partners to make use of Corruption and Unethical Practices Reporting Mechanisms below;
a. Corruption Reporting Box at the Main Reception in the Head Office and County Offices
b. Toll free Hotline for complaints: 0800724212/Complaints Reporting Desk: 020-2711600 Ext 311/333
c. Dedicated email account: [email protected]
d. Anonymous corruption reporting link on the ncpd website: www.ncpd.go.ke

Please quote for: Maintenance of KOHA & DSPACE Systems as specified herein
NAIROBI.
Item Description Unit Qty Days to Discount Quotation
Summary of prices, VAT Inc.
Delivery validity period
1. 1
2. 1
3.
4.
5.

FOR OFFICIAL USE ONLY:

Authorized by______________________________________________
Candidate’s Signature…………………………… Opened By:
(1) …………………… Designation…………… Sign……...........................

Rubber Stamp……………………………………. (2)…………………… Designation……………. Sign…………………….

Date……………………………………………… (3)………………….. Designation…………….. Sign…………………………..

Time……………………………….
 CHANCERY BUILDING
Telephone: Nairobi 2711600
VALLEY ROAD
Fax: 2716508
E-mail: [email protected] P O Box 48994, 00100
NAIROBI

NATIONAL COUNCIL FOR POPULATION AND DEVELOPMENT

INSTRUCTIONS:
1. All entries should be typed or written in ink. Mistakes should not be erased but should be crossed out and corrections made and initialed by the persons who signed the
quotation.
2. Quote for each item separately, and in units specified.
3. This form should be signed by an authorized representative of the candidate and preferably it should be rubber-stamped.
4. Each quotation should be submitted separately in a sealed envelope with only the Quotation Number endorsed on the outside. Descriptive literature or samples of the items
offered may be forwarded with the quotation.
5. If you do not wish to quote, please endorse the reason on this form and return it, otherwise your name may be deleted from the mailing list for the items listed thereon.
6. All successful candidates SHALL at the point of receiving LPOs, provide:
a) Bank details complete with names of directors which should be signed and stamped appropriately
b) Details of the Postal and Physical Address of the candidate.
c) Particulars of Consultants as had been tendered. Where the applicant is an individual consultant and not an enterprise, the lead consultant shall also be the Team
Leader/Director. Whatever the case may be, however, subletting or subcontracting/shifting of consultants shall not be allowed and will lead to termination of contract
at any stage and the attendant claims for liquidated damages by NCPD
7. Kindly indicate your “days to delivery” for the quotation. This will form the basis for evaluation of your performance. If not indicated, NCPD will apply its standard
evaluation criteria which provides that normal goods and services deliveries should be within 14 days after an order/contract has been issued.
8. In accordance with, NCPD’s Information Security Policy, all information provided herein remain confidential. Wrongful disclosure/sharing of the contents of this engagement
without prior written consent of NCPD shall attract severe penalty and relevant legal suit.

FOR OFFICIAL USE ONLY:

Authorized by______________________________________________
Candidate’s Signature…………………………… Opened By:
(1) …………………… Designation…………… Sign……...........................

Rubber Stamp……………………………………. (2)…………………… Designation……………. Sign…………………….

Date……………………………………………… (3)………………….. Designation…………….. Sign…………………………..

Time……………………………….
 CHANCERY BUILDING
Telephone: Nairobi 2711600
VALLEY ROAD
Fax: 2716508
E-mail: [email protected] P O Box 48994, 00100
NAIROBI

NATIONAL COUNCIL FOR POPULATION AND DEVELOPMENT

TERMS OF REFERENCE FOR PROVISION OF MAINTENANCE OF KOHA & DSPACE SYSTEMS

The Council desires to engage various service providers of support and maintenance of its Library and Document Management Systems
(KOHA & DSPACE) under a framework agreement arrangement for the next one year as hereunder:-

General Scope
NCPD otherwise referred to as the Council in this document needs provision support and maintenance for a Library Management
System Records (KOHA) and a Records Management System (DSPACE).

The successful bidder is expected to be vastly experienced in provision and Support of the application and demonstrate proven abilities
in the provision of the proposed solution.

FOR OFFICIAL USE ONLY:

Authorized by______________________________________________
Candidate’s Signature…………………………… Opened By:
(1) …………………… Designation…………… Sign……...........................

Rubber Stamp……………………………………. (2)…………………… Designation……………. Sign…………………….

Date……………………………………………… (3)………………….. Designation…………….. Sign…………………………..

Time……………………………….
 CHANCERY BUILDING
Telephone: Nairobi 2711600
VALLEY ROAD
Fax: 2716508
E-mail: [email protected] P O Box 48994, 00100
NAIROBI

NATIONAL COUNCIL FOR POPULATION AND DEVELOPMENT

Technical Specifications

CRITERIA Bidder Response

1. System development, Configuration, setup and ready for integration with applications as YES/NO
required
2. Maintenance for Library and Record Management Systems (KOHA and DSPACE) YES/NO
3. Propagation of the systems to .go.ke domain YES/NO
4. Database backup and backup drills YES/NO
5. Update of the of Operating System for KOHA and DSPACE to new release of underlying YES/NO
software at the time
6. Resolve workflow issues and queries raised YES/NO
7. Provide System documentation YES/NO
8. Data Migration support YES/NO
9. Updates & patches shall be provided free of cost during the contract period YES/NO
10. The bidder is expected to have deployed a similar solution to government institutions YES/NO
11. Bidder’s Experience & Past Performance on similar Projects YES/NO Commented [w1]: Contact Persons might have left
12. Due diligence will be conducted to establish the following: YES/NO organization and a reference letter is easy to create. Let us put
a. Physical Location of the client up with copy of contract/LPO/Completion Certificate
b. Technical Personnel
13. Document a Draft Detailed SLA YES/NO
14. Training – Bidder to show ability to train users of both KOHA and DSPACE on relevant YES/NO
workflow tasks

FOR OFFICIAL USE ONLY:

Authorized by______________________________________________
Candidate’s Signature…………………………… Opened By:
(1) …………………… Designation…………… Sign……...........................

Rubber Stamp……………………………………. (2)…………………… Designation……………. Sign…………………….

Date……………………………………………… (3)………………….. Designation…………….. Sign…………………………..

Time……………………………….
 CHANCERY BUILDING
Telephone: Nairobi 2711600
VALLEY ROAD
Fax: 2716508
E-mail: [email protected] P O Box 48994, 00100
NAIROBI

NATIONAL COUNCIL FOR POPULATION AND DEVELOPMENT

MANDATORY QUALIFICATION CRITERIA

1. Copies of Certificates of Registration/Incorporation

2. Tax Compliance Certificate
3. Attached copies of Professional Qualification of technical staff
4. Completion of Confidential Business Questionnaire

TECHNICAL EVALUATION CRITERIA

1. Demonstrate capacity for System development, Configuration, setup and ready for integration with applications as required
(20 Marks)
2. Experience & Past Performance on similar Projects (evidenced by copies of contract/LPO/Completion Certificates). (20 Marks)
3. Professional Qualification of technical and administrative staff (20 Marks)
4. Completion of Confidential Business Questionnaire (10 Marks)
5. Proof of ability to train users of both KOHA and DSPACE on relevant workflow tasks (10 Marks)
6. Document a Draft Detailed SLA (10 Marks)
7. Propagation of the systems to .go.ke domain (10 Marks)

NB: Award of contract

The candidate who will be considered to be substantially responsive (highest technical scores) and also determined to be the
lowest evaluated bidder will be eligible for contract award.

FOR OFFICIAL USE ONLY:

Authorized by______________________________________________
Candidate’s Signature…………………………… Opened By:
(1) …………………… Designation…………… Sign……...........................

Rubber Stamp……………………………………. (2)…………………… Designation……………. Sign…………………….

Date……………………………………………… (3)………………….. Designation…………….. Sign…………………………..

Time……………………………….