KENYA SCHOOL OF MONETARY STUDIES P. O.

Box 65041 00618, Tel: 8646000, 0727-600668, 0733-600668, Fax: 8560430, Nairobi, Kenya E-mail:info@ksms.or.ke

KENYA SCHOOL OF MONETARY STUDIES

TENDER NO. KSMS/13/13-14

REQUEST FOR PROPOSAL FOR DESIGN AND IMPLEMENTATION OF A TIER III DATA CENTER FOR THE KENYA SCHOOL OF MONETARY STUDIES, RUARAKA CAMPUS.

CLOSING DATE: 26th NOVEMBER 2013

MANDATORY SITE INSPECTION ON THURSDAY 14TH NOVEMBER 2013 AT 10:30AM

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TABLE OF CONTENTS Page INTRODUCTION

SECTION I SECTION II SECTION III SECTION IV SECTION V

LETTER OF INVITATION .. 3 INFORMATION TO CONSULTANTS 4 TERMS OF REFERENCE14 TECHNICAL PROPOSAL 16 FINANCIAL PROPOSAL.25

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SECTION I To, .. ...

LETTER OF INVITATION

RE: REQUEST FOR PROPOSAL FOR DESIGN AND IMPLEMENTATION OF A TIER III DATA CENTER FOR THE KENYA SCHOOL OF MONETARY STUDIES, RUARAKA CAMPUS The Kenya School of Monetary Studies invites proposals for Design and Implementation of a Tier III Data Center. More details of the system are provided in the terms of reference herein. The request for proposal (RFP) includes the following documents; Section I Section II Section III Section IV Section V Section VI Letter of invitation Information to Candidate Terms of reference Technical proposal Financial proposal Standard Contract Form (where applicable)

Proposals must be submitted not later than 26th NOVEMBER 2013 at 10.30 a.m. and be deposited in the Tender box next to the reception on the ground floor of KSMS Administration Block. Documents that can not go though should be delivered at the Procurement Office Rm 211 and registered with the Procurement Officer. Proposals submitted late will be rejected.

Executive Director

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SECTION II Table of Contents 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12

INSTRUCTIONS TO CANDIDATES

Page Introduction.. 5 Clarification and amendments to the RFP documents.. 5

Preparation of proposals.. 6 Financial proposal. 6

Submission receipt and opening of proposals 7 Evaluation of proposals (General).. 8 Evaluation of Technical proposals.. Opening and evaluation of Financial proposals. 8 9

Negotiations 10 Award of Contract11 Confidentiality 11 Corrupt or fraudulent practices------------------------------------12

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SECTION II 2.1 2.1.1

INFORMATION TO CANDIDATES

Introduction The KENYA SCHOOL OF MONETARY STUDIES will select a candidate among those invited to submit in accordance with the method of selection detailed under this section and consistent with the regulations. The candidates are invited to submit a technical proposal and a financial proposal for the Design and Implementation of a Tier III Data Center as relates to the assignment stated in the letter of invitation (Section I) In the assignment where the KSMS intends to apply standard conditions of engagement and scales of fees for professional services, which scale of fees, will have been approved by a relevant authority, a technical proposal only may be invited and submitted by the candidate. In such a case the highest ranked candidate in the technical proposals shall be invited to negotiate a contract on the basis of the set scale of fees. The technical proposals will be the basis for contract negotiations and ultimately for a signed contract with the selected candidate. The candidates must familiarize themselves with local conditions as regards to the assignment and take them into account in preparing their proposals. To obtain adequate information on the assignment and on the local conditions, candidates are encouraged to liaise with KSMS regarding any information that they may require before submitting a proposal The client will provide the inputs and services specified in the special conditions of contract needed to assist the candidate to carry out the assignment. The cost of preparing the proposal and negotiating the contract including any visit to the KSMS are not reimbursable as a direct cost of the assignment. KSMS is not bound to accept any of the proposals submitted. KSMS employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender. Clarification and amendment to the RFP documents Candidates may request clarification of any of the RFP documents not later than Seven (7) days before the deadline for the submission of the proposals. Any request for clarification must be sent in writing by post, fax or email to KSMS address indicated in the special conditions of contract. KSMS will respond by post, fax or email 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 candidates invited to submit proposals. At any time before the deadline for submission of the proposals, KSMS may for any reason; either at its own initiative or in response to a clarification requested by any candidate amends the RFP. Any amendment shall be issued in writing, fax or email to all invited candidates and will be binding on them. KSMS may at its discretion extend the deadline for the submission of the proposals. Preparation of Technical Proposal

2.1.2

2.1.3

2.1.4

2.1.5

2.1.6

2.1.7

2.2 2.2.1

2.2.2

2.3

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2.3.1 2.3.2

The individual suppliers proposal shall be written in English language. In preparing the Technical proposal, the candidates are expected to examine the documents containing the RFP in detail. Material deficiencies in providing the information requested may result in rejection of a Quotation.

2.3.3

While preparing the Technical proposal, the candidate must give particular attention to the following: (a) If a candidate considers that it does not have all the expertise required for the assignment it may suggest in the proposals other person(s) who will assist in the assignment but they will not be party to the contract for the purpose of the performance of the assignment. A candidate will not propose other candidates invited to submit quotations for the assignment. Any candidate in contravention of this requirement shall automatically be disqualified. (b) For all the staff who will be involved in the assignment a candidate must indicate their responsibility in the assignment and also the staff time as necessary. (c) The curriculum vitae (CV) of the staff proposed must be submitted with the proposal. The Technical proposal shall provide the following information; The individual consultants CV and a brief of any recent experience of assignment of a similar nature. For each assignment the brief should indicate the profiles of staff involved, contract amount and the individual consultants involvement. Any comments or suggestions on the Terms of Reference and a list of service and facilities requested to be provided by KSMS. A description of the methodology and work plan for performing the proposed assignment. The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member and their timing. 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 two (2) years. Estimates of the total staff input (professional and support staff-time) needed to carry out the assignment supported by bar chart diagrams showing the time proposed for each professional staff team member. Any additional information requested in the special conditions of contract. The Technical proposal shall be separate from the financial proposal and shall not include any financial information. Financial Proposal In preparing the financial proposal, the candidate is expected to take into account the time required in completing the assignment as outlined in the RFP. The financial proposal will therefore be quoted in fees per day or month. The financial proposal may also include other costs as necessary, which will be considered as reimbursable. It will then give the total cost of the assignment. The Financial proposal should include the payable taxes.

2.3.4 (a)

(b) (c) (d) (e)

(f)

(g) 2.3.5

2.4 2.4.1

2.4.2

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2.4.3

The Financial proposal must remain valid for 90 days after the submission date. During this period the candidate is expected to keep available at his own cost any staff proposed for the assignment. KSMS will make best efforts to complete negotiations within this period. If it wishes to extend the validity period of the quotation, the candidates who do not agree, have the right not to extend the validity of their quotations. The financial proposal must comply with the law governing the profession of the candidate. Submission, Receipt and opening of proposals

2.4.4

2.5

2.5.1The technical proposal and the financial proposal (if required) shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the candidates. Any such corrections must be initiated by the candidate. 2.5.2 For each proposal the candidates shall prepare the proposal in the number of copies indicated in the special conditions of contract. 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 quotation, the original shall govern. 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 duly marked FINANCIAL PROPOSAL. Both envelopes shall be placed in an outer envelope and sealed. This outer envelope shall bear KSMS address and other information indicated in the appendix to the instructions to candidates and clearly marked DO NOT OPEN before 26th NOVEMBER 2013 at 10.30 a.m. The completed Technical proposal and financial proposals must be delivered at the submission address on or before the time and date of the submission of the quotations indicated in the appendix to the instructions to candidates. Any quotations received later than the closing date for submission of quotations shall be rejected and returned to the candidate unopened. For this purpose the inner envelope containing the technical and financial quotations will bear the address of the candidate submitting the quotations. After the deadline for submission of proposals the outer envelope and the technical proposals shall be opened immediately by the opening committee. The financial proposals shall be marked with the candidates 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. Proposal Evaluation General From the time the proposals are opened to the time of the contract award, if any candidate wishes to contact KSMS on any matter relating to the proposal should do so in writing at the address indicated in the appendix to the instructions to candidates. Any effort by a candidate to influence KSMS staff in the evaluation of quotation comparison proposals or awards of contract may result in the rejection of the candidate quotation.

2.5.3

2.5.4

2.5.5

2.6 2.6.1

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2.6.2

The Technical evaluation committee shall have no access to the financial proposal, which in any case will remain sealed, until the technical evaluation is concluded or finalized.
Evaluation of Technical Proposals.

2.7

Particulars of the firm/management Lack of critical requirements mainly the statutory ones will lead to automatic disqualification. These are:

PIN Certificate VAT Registration Company Profile using Business Questionnaire Site visit lodged with procurement division Certificate of Current Tax Compliance from country of origin. Registration of the Company/ Certificate of incorporation Proof of registration as the relevant body.

The evaluation committee appointed by KSMS shall evaluate the technical proposals following the criteria set out in the terms of reference based on the following points criteria.

1. Requirements:
Prior to preparing a tender, a bidder is required to carry out a mandatory site inspection on Thursday 14th November 2013 at 10:30am to ascertain the requirements and clarify any facts not clearly presented in this document.

2. EvaluationCriteria
In general, tender responses will be evaluated on the following points, in order of importance: Meeting the requirements contained in this Invitation to Tender. Vendor capability including data center design certifications. Overall cost. Clarity of the proposal and delivery schedules

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EVALUATION CRITERIA Item 1. Accomplishment: Previous & current. Evidence of a Successful Designed and implemented of a Tier III Data Center in the last five years (5). Each project shall be worth Kshs 10 million and above, evidenced by letters of reference from clients and completion certificate (For a project to qualify it must be at least 70% complete). For uncompleted project letters of reference from the respective clients must be provided accompanied by LPO/LSO. The School shall visit at least three sites of these sites for a due diligence. Each qualifying project to score 4 marks to a max of 5 project Compliance with the stated technical deliverables and delivery schedule (SECTION 111 below). (You shall be invited to give a presentation of your technical proposal). Qualified Technical Staff in the company relevant to the Data Center implementation who will be actively involved in the proposed project. (Must provide detailed CV accompanied by relevant academic and professional certification. Telephone contacts must be provided, Each qualifying C.V earns 1 marks to max of 3 CVs) 4. 5. Provide proforma SLA Companys experience/years of service Number of years in operation as an active data centre provider evidenced by projects undertaken. Evidence LPO/LSO or contracts and completion certificates. Each active year will earn 1 mark to a max of six years Certified financial statement for the last three years (2012,2011, 6. 7. and 2010). Evidence of access to credit facilities, net of other contractual commitment which may be made for this project. TOTAL 3 5 6 3 Score (%) 20

2. 3.

60 3

100

A tender must score a minimum mark of 70 to qualify for further consideration. 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 of 70%. 2.8 Opening and Evaluation of Financial Proposal 9 --

2.8.1 After completion of the evaluation of Technical Proposals KSMS shall notify the candidates whose proposal did not meet the minimum technical score or were declared non responsive to the RFP and terms of reference. The notification will indicate that their financial proposals shall not be opened and will be returned to them unopened after the completion of the selection process and contract award. At the same time, it shall simultaneously notify the candidates who have secured the minimum technical score that they have passed the technical qualifications and inform them the date and time set by them for opening their financial proposals. They will also be invited to attend the opening ceremony if they wish to do so. 2.8.2 The Financial Proposals shall be opened by KSMS in the presence of the candidates who choose to attend the opening. The name of the candidate, the technical score or the technical evaluation result and the proposed fees shall be read out aloud and recorded. The evaluation committee shall prepare minutes of the opening of the financial quotation. The evaluation committee will determine whether the financial proposals have complete (i.e. whether the bidder has priced) all the items of the corresponding Technical Proposal and correct any computational errors. The cost of any un-priced 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. 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 = St x T % + Sfx P %. The firm achieving the highest combined technical and financial score will be invited for negotiations 2.8.6

2.8.3

2.8.4

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). Negotiations Negotiations will be held at the same address indicated in the appendix to the information to candidates. The purpose of the negotiations is for KSMS and the candidate to reach agreements on all points regarding the assignment and sign a contract. Negotiations will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by the firm to improve the Terms of Reference. The Client and firm will then work out final Terms of Reference, staffing and bar charts indicating activities, staff periods in the field and in the head office, staff-months, logistics and reporting. The agreed work plan and final Terms of Reference will then be incorporated in the Description of Services and form part of the Contract. Special attention will be paid to getting the most the firm can offer within the available budget and to clearly defining the inputs required from the Client to ensure satisfactory implementation of the assignment.

2.9 2.9.1

2.9.2

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2.9.3 Unless there are exceptional reasons, the financial negotiations will not involve the remuneration rates for staff (no breakdown of fees). 2.9.3 Having selected the firm on the basis of, among other things, an evaluation of proposed key professional staff, the Client expects to negotiate a contract on the basis of the experts named in the proposal. Before contract negotiations, the Client will require assurances that the experts will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or that such changes are critical to meet the objectives of the assignment. If this is not the case and if it is established that key staff were offered in the proposal without confirming their availability, the firm may be disqualified. The negotiations will be concluded with a review of the draft contract. If negotiations fail, KSMS will invite the candidate whose proposal achieved the second highest score to negotiate a contract. Award of Contract

2.9.4

2.10

2.10.1 The contract will be awarded before commencement of negotiations. After negotiations are completed KSMS will promptly notify the other candidates that they were unsuccessful and return the financial quotations of the candidates who did not pass technical evaluation. 2.10.2 The selected candidate is expected to commence the assignment on the date indicated in the appendix to the instructions to tenderers or any other date agreed with the School at the time of the contract award. Both parties will sign the contract. 2.10.3 The parties to the contract shall have it signed within 30 days from the date of notification of contract award unless there is an administrative review request. 2.10.4 KSMS may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination. 2.10.5 KSMS 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

2.11.1 Information relating to evaluation of quotations and recommendations of contract award shall not be disclosed to the candidates who submitted the quotation or to other persons not officially concerned with the process, until the winning candidate has been notified that he/she has been awarded the contract. 2.12 Corrupt or fraudulent practices 11 --

2.12. 1

KSMS 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. KSMS will reject a proposal for award if it determines that the consultant recommended for award has been engaged in corrupt or fraudulent practices in competing for the contract in question. Further a consultant who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating in public procurement in Kenya.

2.12.2

2.12.3

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SECTION 111 TERMS OF REFERENCE FOR REQUEST FOR PROPOSAL FOR THE DESIGN AND IMPLEMENTATION OF A TIER III DATA CENTER FOR THE KENYA SCHOOL OF MONETARY STUDIES, RUARAKA The Kenya School of monetary Studies intends to have a fully functional TIER III Data Centre with an infrastructure where all the various components meet the requirements of a Tier III data center The KSMS objective is to have a solution which will address the various components of a data center and this includes the following; (Please attach Datasheets and Manufacturers Authorization for each of the offered system) Uninterruptible Power Supply and Intelligent Power distribution System 5 marks
o
The data centre should be supported by an N+1 electrical distribution infrastructure configuration. The proposed UPS should have the necessary electrical boards, switch gears, electrical cabling and voltage stabilizers .

The UPS should be truly online and should be capable of functioning for at least 30 minutes should there be no KPLC or generator power. (Please attachcalculationsexplaininghowthiswillbeachieved).

Precision Cooling system 6 marks

o The proposed cooling system should haveaprecisiondownflowcooling system that will achieve a relative humidity of between 40% to 55% in the data centre and also a temperature of between 18oC to 27oC will be maintained in the data centre. o
System should have micro-processor control compatible to BMS with digital display/touch pad and alert for alarms. Provision for fire alarm interface, water detection alarm. System to have floor stand adjustable +/- 25mm

Fire detection and suppression with the following features: - 5 marks

o The solution should have an early fire detection system and a clean gas suppression system and auto-learn smoke feature o o o o o o o People Safe at Concentration Levels Required to Extinguish Fire Zero Ozone Depletion Potential Atmospheric Lifetime of Five Days Colorless with Low Odour and No Particulate or Oily Residue Allowing for Minimal Business Disruption After a Discharge

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o o o

Electrically Non-Conductive Space Saving; Quantity of Agent Needed to Extinguish Fires Typically Required Minimal Cylinders, thus Minimal Space Required

Access control and surveillance system 3 marks

o The proposed solutions components should to be on emergency backup power, such as a connection to the UPS system, which is connected to an alternative power source, such as a generator. The

Access Control System Panels should have sufficient battery backup to be capable of enforcing existing authorizations for a minimum of four hours in the event of primary power failure.

Environmental monitoring system - 3 marks

o We are looking to having a secure data centre that will allow minimum walk to the data centre and have all the equipment monitored and alerts sent to the respective person either through SMS alerts or SNMP, the unit should be able to monitor the UPS, Cooling, Motion , CCTV ,fire suppression, water detection and should have temperature sensors to alert on the temperature inside the data centre. o Should include audible and visual indication alerts.

Space Planning 2 marks

o Planning is required to assure that proper space allowances are provided around all equipment, termination panels and racks. Walking around and between racks should not be constrained.

Overhead Infrastructure Platform 10 Marks

o The platform should be able to provide support for cabling pathways, power, lighting and other data center infrastructure. The platform should be designed to efficiently use the available rack space in the data center by adding patching above cabinets or racks in order to add flexibility for quick cabinet "rack-n-roll" deployment. o The cabling pathway should be neatly done and consist of high density cabling systems to facilitate future moves, adds and changes, and assure that cables are properly supported removing the likelihood of damage or degradation of performance. o

Structured Cabling and Server racks 12 marks

o The proposed data centre should have a structured cabling system that should have each network rack terminate to a common rack with each rack having both fiber and copper patch panels, the copper

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The fiber cabling pathway in the data center should be provided by a dedicated duct system so as to provide a safe and protective method for routing and storing optical fiber patch cords, riser cables among fiber distribution frames, panels, splice cabinets and termination equipment..

cabling should be CAT6A that will achieve a throughput of 10G and the fiber should be multimode fiber.

All racks should be well labelled as should all the equipment contained therein.

All Patch cords should be factory made and tested to comply with TIA/ EIA standards.

All testing should be done using a factory calibrated and up to date tester such as Wirescope pro or equivalent. And all test result should be on Raw format and submitted in threes

Labeling and Cable Management 3 Marks

o Cables should be permanently labeled at the beginning and end of each cable as per ANSI / TIA 606B Standards

Power Distribution 5 Marks

o The vendor should Supply, terminate, install and connect a Flex PVC cable from Distribution Board to each cabinet and terminate in a socket as per the plan. o Power cables from the redundant source should have different colour from the primary source. o Each distribution board should have phase health illuminated indicators o The MCCB should be from Approved Manufacturers i.e. ABB, MG, Terasaki. Any other manufacturer will need to get our written

approval prior to production o Raw power should be connected to an AVR before feeding the UPS. Please indicate the AVR manufacturer. o Exact power cable lengths and exact positioning of the through holes / mounting positions will be determined during the survey. o The power outlet should comprise of two standard industrial IEC-309, 2P+E industrial socket per rack, 4P+E for the CRACs as per the plan.

Earthing and Bonding 3 mark Maintenance 3-Year Service Level Agreement (SLA) 3 mark

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There should be a proposal for an agreement to cover UPS systems, Cooling systems, Overhead Trays and cabling and Environmental monitoring systems.

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FINANCIAL PROPOSAL: The Financial Proposal must include all payable taxes

TERMS OF PAYMENT To be agreed with the client.

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SECTION IV 4A. 4B. 4C.

TECHNICAL PROPOSAL (TP)

Technical Proposal submission form. Firms references. Comments and suggestions of consultants on the Terms of Reference and on data, services, and facilities to be provided by the Client. Description of the methodology and work plan for performing the assignment. Team composition if in teams and task assignments. Format of curriculum vitae (CV) for proposed professional staff. Time schedule for professional personnel. Activity (work) schedule.

4D. 4E. 4F. 4G. 4H.

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4A. TECHNICAL PROPOSAL SUBMISSION FORM [Location, Date] To: [Name and address of Client]

Ladies/Gentlemen: We, the undersigned, offer to provide the consulting services for [Title of consulting services] in accordance with your Request for Proposal dated [Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial1 Proposal sealed under a separate envelope. If negotiations are held during the period of validity of the Proposal, i.e., before [Date] we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address:

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4B. FIRMS REFERENCES Relevant Services Carried Out in the Last Five Years That Best Illustrate Qualifications Using the format below, provide information on each assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted. Assignment Name: Country:

Location within Country:

Professional Staff Provided by Your Firm/Entity(profiles): No of Staff: No of Staff-Months; Duration of Assignment:

Name of Client:

Address:

Start Date (Month/Year): Completion Date (Month/Year): Name of Associated Consultants, If Any:

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

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:

Firms Name:

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4C. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF REFERENCE AND OTHER FACILITIES TO BE PROVIDED BY THE CLIENT

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.

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4D. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT

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4E. TEAM COMPOSITION AND TASK ASSIGNMENTS 1. Technical/Managerial Staff Name Position Task

2. Support Staff Name Position Task

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4F. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF Proposed Position: Name of Firm: Name of Staff: Profession: Date of Birth: Years with Firm/Entity: Membership in Professional Societies: Nationality:

Detailed Tasks Assigned:

Key Qualifications: [Give an outline of staff members experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations. Use about half a page.]

Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page.]

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

Languages: [For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.]

Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. Date: Day/Month/Year

[Signature of staff member and authorized representative of the firm]

Full name of staff member: ______________________________________ Full name of authorized representative: ___________________________

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Name

Position

4G. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL Months (in the Form of a Bar Chart) Reports Due/Activities 1 2 3 4 5 6 7 8 9 1 1 1 Number of 0 1 2 Months

Subtotal (1)

Subtotal (2)

Subtotal (3)

Subtotal (4)

Full-time: Reports Due: Activities Duration:

Part-time:

Signature: (Authorized representative) Full Name: Title: Address:

SECTION V- FINANCIAL QUOTATION (FQ) Section 4. Financial Proposal - Standard Forms 5A. 5B. 5C. 5D. 5E. 5F. Financial Proposal submission form. Summary of costs. Breakdown of price per activity. Breakdown of remuneration per activity. Reimbursable per activity. miscellaneous expenses.

5A. FINANCIAL PROPOSAL SUBMISSION FORM [Location, Date] To: [Name and address of Client] Ladies/Gentlemen: We, the undersigned, offer to provide the consulting services for [Title of consulting services] in accordance with your Request for Proposal dated [Date] and our Proposal (Technical and Financial Proposals). Our attached Financial Proposal is for the sum of [Amount in words and figures]. This amount is exclusive of the local taxes, which we have estimated at [Amount(s) in words and figures]. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e., [Date]. Commissions and gratuities, if any, paid or to be paid by us to agents relating to this Proposal and Contract execution, if we are awarded the Contract, are listed below: Name and Address of Agents ___________________ ___________________ ___________________ Amount and Currency _________________ _________________ _________________ Purpose of Commission or Gratuity __________________ __________________ __________________

We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address: 5B. SUMMARY OF COSTS Currency(ies)2 Amount(s)

Costs Subtotal Local Taxes Total Amount of Financial Proposal

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5. REIMBURSABLES PER ACTIVITY Activity No:_________________________________ No . Description Unit Quantity Name:_____________________ Unit Price In kshs Total Amount In kshs

Grand Total

6. MISCELLANEOUS EXPENSES Activity No._______________________________ Activity Name: ____________________________ Quantity Unit Price Total Amount

No.

Description

Unit

Grand Total

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II. General Conditions of Contract 1. General Provisions 1.1 Definitions Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings: (a) Applicable Law means the laws and any other instruments having the force of law in the Governments country (or in such other country as may be specified in the Special Conditions of Contract (SC)), as they may be issued and in force from time to time; Contract means the Contract signed by the Parties, to which these General Conditions of Contract (GC) are attached, together with all the documents listed in Clause 1 of such signed Contract; Contract Price means the price to be paid for the performance of the Services, in accordance with Clause 6; Foreign Currency means any currency other than the currency of the Government; GC means these General Conditions of Contract; Government means the Government of the Clients country; Local Currency means the currency of the Government; Member, in case the Consultants consist of a joint venture of more than one entity, means any of these entities; Members means all these entities, and Member in Charge means the entity specified in the SC to act on their behalf in exercising all the Consultants rights and obligations towards the Client under this Contract; Party means the Client or the Consultants, as the case may be, and Parties means both of them; Personnel means persons hired by the Consultants or by any Sub consultant as employees and assigned to the performance of the Services or any part thereof; SC means the Special Conditions of Contract by which the GC may be amended or supplemented;

(c)

(d)

(e)

(f) (g)

(h) (i)

(j)

(k)

(l)

(m) Services means the work to be performed by the

Consultants pursuant to this Contract, as described in Appendix A; and (n) Sub consultant means any entity to which the Consultants subcontract any part of the Services in accordance with the provisions of Clauses 3.5 and 4.

1.2 Law Governing the Contract 1.3 Language

This Contract, its meaning and the relation between the Parties shall be governed by the Applicable Law. This Contract has been executed in the language specified in the SC, which shall be the binding and controlling language for all matters relating to the assignment in relation of this Contract. Any notice, request, or consent made pursuant to this Contract shall be in writing and shall be deemed to have been made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent by registered mail, telex, telegram, or facsimile to such Party at the address specified in the SC. The Services shall be performed at such locations as are specified in Appendix A and, where the location of a particular task is not so specified, at such locations, whether in the Governments country or elsewhere, as the Client may approve. Any action required or permitted to be taken, and any document required or permitted to be executed, under this Contract by the Client or the Consultants may be taken or executed by the officials specified in the SC. Unless otherwise specified in the SC, the Consultants, Sub consultants, and their Personnel shall pay such taxes, duties, fees, and other impositions as may be levied under the Applicable Law, the amount of which is deemed to have been included in the Contract Price.

1.4 Notices

1.5 Location

1.6 Authorized Representatives

1.7 Taxes and Duties

2. Commencement, Completion, Modification, and Termination of Contract 2.1 Effectiveness of Contract This Contract shall come into effect on the date the Contract is signed by both parties and such other later date as may be stated in the SC.

2.2 Commencement of The Consultants shall begin carrying out the Services thirty (30) days Services after the date the Contract becomes effective, or at such other date as may be specified in the SC. 2.3 Expiration of Contract Unless terminated earlier pursuant to Clause 2.6, this Contract shall terminate at the end of such time period after the Effective Date as is specified in the SC. 31

2.4 Modification

Modification of the terms and conditions of this Contract, including any modification of the scope of the Services or of the Contract Price, may only be made by written agreement between the Parties and shall not be effective until the consent of the School, as the case may be, has been obtained.

2.5 Force Majeure 2.5.1 Dfinition For the purposes of this Contract, Force Majeure means an event which is beyond the reasonable control of a Party and which makes a Partys performance of its obligations under the Contract impossible or so impractical as to be considered impossible under the circumstances. The failure of a Party to fulfill any of its obligations under the contract shall not be considered to be a breach of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an event. Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure. During the period of their inability to perform the Services as a result of an event of Force Majeure, the Consultants shall be entitled to continue to be paid under the terms of this Contract, as well as to be reimbursed for additional costs reasonably and necessarily incurred by them during such period for the purposes of the Services and in reactivating the Service after the end of such period.

2.5.2 No Breach of Contract

2.5.3 Extension of Time

2.5.4 Payments

2.6 Termination 2.6.1 By the Client The Client may terminate this Contract, by not less than thirty (30) days written notice of termination to the Consultants, to be given after the occurrence of any of the events specified in paragraphs (a) through (d) of this Clause 2.6.1 and sixty (60) days in the case of the event referred to in (e): (a) if the Consultants do not remedy a failure in the performance of their obligations under the Contract, within thirty (30) days after being notified or within any further period as the Client may have subsequently approved in writing; if the Consultants become insolvent or bankrupt; if, as the result of Force Majeure, the Consultants are unable to perform a material portion of the Services for a period of not less 32

(b) (c)

than sixty (60) days; or (d) If the consultant, in the judgment of the client has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this clause: Corrupt practice means the offering, giving, receiving, or soliciting of any thing of value to influence the action of a public official in the selection process or in contract execution. fraudulent practice means a misrepresentation of facts in order to influence a selection process or the execution of a contract to the detriment of the Borrower, and includes collusive practice among consultants (prior to or after submission of proposals) designed to establish prices at artificial non-competitive levels and to deprive the Borrower of the benefits of free and open competition. (e) If the Client, in its sole discretion, decides to terminate this Contract.

2.6.2 by the Consultants

The Consultants may terminate this Contract, by not less than thirty (30) days written notice to the Client, such notice to be given after the occurrence of any of the events specified in paragraphs (a) and (b) of this Clause 2.6.2: (a) if the Client fails to pay any monies due to the Consultants pursuant to this Contract and not subject to dispute pursuant to Clause 7 within forty-five (45) days after receiving written notice from the Consultants that such payment is overdue; or If, as the result of Force Majeure, the Consultants are unable to perform a material portion of the Services for a period of not less than sixty (60) days.

(b)

2.6.3 Payment Upon termination of this Contract pursuant to Clauses 2.6.1 or 2.6.2, the Client shall make the following payments to the Consultants: upon Termination (a) remuneration pursuant to Clause 6 for Services satisfactorily performed prior to the effective date of termination; (b) Except in the case of termination pursuant to paragraphs (a) and (b) of Clause 2.6.1, reimbursement of any reasonable cost incident to the prompt and orderly termination of the Contract, including the cost of the return travel of the Personnel and their eligible dependents.

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3. Obligations of the Consultants 3.1 General The Consultants shall perform the Services and carry out their obligations with all due diligence, efficiency, and economy, in accordance with generally accepted professional techniques and practices, and shall observe sound management practices, and employ appropriate advanced technology and safe methods. The Consultants shall always act, in respect of any matter relating to this Contract or to the Services, as faithful advisers to the Client, and shall at all times support and safeguard the Clients legitimate interests in any dealings with Sub consultants or third parties.

3.2 Conflict of Interests 3.2.1 Consultants Not to Benefit from Commissions, Discounts, etc. The remuneration of the Consultants pursuant to Clause 6 shall constitute the Consultants sole remuneration in connection with this Contract or the Services, and the Consultants shall not accept for their own benefit any trade commission, discount, or similar payment in connection with activities pursuant to this Contract or to the Services or in the discharge of their obligations under the Contract, and the Consultants shall use their best efforts to ensure that the Personnel, any Sub consultants, and agents of either of them similarly shall not receive any such additional remuneration.

3.2.2 Consultants and Affiliates not to be otherwise interested in Project 3.2.3 Prohibition of Conflicting Activities

The Consultants agree that, during the term of this Contract and after its termination, the Consultants and their affiliates, as well as any Sub consultant and any of its affiliates, shall be disqualified from providing goods, works, or services (other than the Services and any continuation thereof) for any project resulting from or closely related to the Services. Neither the Consultants nor their Sub consultants nor the Personnel shall engage, either directly or indirectly, in any of the following activities: (a) during the term of this Contract, any business or professional activities in the Governments country which would conflict with the activities assigned to them under this Contract; or After the termination of this Contract, such other activities as may be specified in the SC.

(b)

3.3 Confidentiality

The Consultants, their Sub consultants, and the Personnel of either of them shall not, either during the term or within two (2) years after the expiration of this Contract, disclose any 34

proprietary or confidential information relating to the Project, the Services, this Contract, or the Clients business or operations without the prior written consent of the Client. 3.4 Insurance to be Taken Out by the Consultants The Consultants (a) shall take out and maintain, and shall cause any Sub consultants to take out and maintain, at their (or the Sub consultants, as the case may be) own cost but on terms and conditions approved by the Client, insurance against the risks, and for the coverage, as shall be specified in the SC; and (b) at the Clients request, shall provide evidence to the Client showing that such insurance has been taken out and maintained and that the current premiums have been paid.

3.5 Consultants The Consultants shall obtain the Clients prior approval in Actions Requiring writing before taking any of the following actions: Clients Prior Approval (a) entering into a subcontract for the performance of any part of the Services, (b) appointing such members of the Personnel not listed by name in Appendix C (Key Personnel and Sub consultants), and Any other action that may be specified in the SC.

(c)

35

3.6 Reporting Obligations

The Consultants shall submit to the Client the reports and documents specified in Appendix B in the form, in the numbers, and within the periods set forth in the said Appendix. All plans, drawings, specifications, designs, reports, and other documents and software submitted by the Consultants in accordance with Clause 3.6 shall become and remain the property of the Client, and the Consultants shall, not later than upon termination or expiration of this Contract, deliver all such documents and software to the Client, together with a detailed inventory thereof. The Consultants may retain a copy of such documents and software. Restrictions about the future use of these documents, if any, shall be specified in the SC.

3.7 Documents Prepared by the Consultants to Be the Property of the Client

4. Consultants Personnel 4.1 Description of Personnel The titles, agreed job descriptions, minimum qualifications, and estimated periods of engagement in the carrying out of the Services of the Consultants Key Personnel are described in Appendix C. The Key Personnel and Sub consultants listed by title as well as by name in Appendix C are hereby approved by the Client. (a) Except as the Client may otherwise agree, no changes shall be made in the Key Personnel. If, for any reason beyond the reasonable control of the Consultants, it becomes necessary to replace any of the Key Personnel, the Consultants shall provide as a replacement a person of equivalent or better qualifications. If the Client finds that any of the Personnel have (i) committed serious misconduct or have been charged with having committed a criminal action, or (ii) have reasonable cause to be dissatisfied with the performance of any of the Personnel, then the Consultants shall, at the Clients written request specifying the grounds thereof, provide as a replacement a person with qualifications and experience acceptable to the Client. The Consultants shall have no claim for additional costs arising out of or incidental to any removal and/or replacement of Personnel.

4.2 Removal and/or Replacement of Personnel

(b)

(c)

36

5. Obligations of the Client 5.1 Assistance and Exemptions The Client shall use its best efforts to ensure that the School shall provide the Consultants such assistance and exemptions as specified in the SC. If, after the date of this Contract, there is any change in the Applicable Law with respect to taxes and duties which increases or decreases the cost of the services rendered by the Consultants, then the remuneration and reimbursable expenses otherwise payable to the Consultants under this Contract shall be increased or decreased accordingly by agreement between the Parties, and corresponding adjustments shall be made to the amounts referred to in Clauses 6.2 (a) or (b), as the case may be. The Client shall make available to the Consultants the Services and Facilities listed under Appendix F.

5.2 Change in the Applicable Law

5.3 Services and Facilities

6. Payments to the Consultants 6.1 Lump-Sum Remuneration The Consultants total remuneration shall not exceed the Contract Price and shall be a fixed lump-sum including all staff costs, Sub consultants costs, printing, communications, travel, accommodation, and the like, and all other costs incurred by the Consultant in carrying out the Services described in Appendix A. Except as provided in Clause 5.2, the Contract Price may only be increased above the amounts stated in Clause 6.2 if the Parties have agreed to additional payments in accordance with Clause 2.4.

6.2 Contract Price (b) 6.3 Payment for Additional Services The price payable in local currency is set forth in the SC.

For the purpose of determining the remuneration due for additional services as may be agreed under Clause 2.4, a breakdown of the lump-sum price is provided in Appendices D and E. Payments will be made to the account of the Consultants and according to the payment schedule stated in the SC. Unless otherwise stated in the SC, the first payment shall be made against the provision by the Consultants of a bank guarantee for the same amount, and shall be valid for the period stated in the SC. Any other payment shall be made after the conditions listed in the SC for such payment have been met, and the Consultants have submitted an invoice to the Client specifying the amount due. If the Client has delayed payments beyond fifteen (15) days after 37

6.4 Terms and Conditions of Payment

6.5 Interest on

Delayed Payments

the due date stated in the SC, interest shall be paid to the Consultants for each day of delay at the rate stated in the SC.

7. Settlement of Disputes 7.1 Amicable Settlement The Parties shall use their best efforts to settle amicably all disputes arising out of or in connection with this Contract or its retention. Any dispute between the Parties as to matters arising pursuant to this Contract that cannot be settled amicably within thirty (30) days after receipt by one Party of the other Partys request for such amicable settlement may be submitted by either Party for settlement in accordance with the provisions specified in the SC.

7.2 Dispute Settlement

38

III. Special Conditions of Contract

Number of GC Clause [1.1(a)

Amendments of, and Supplements to, Clauses in the General Conditions of Contract The words in the Governments country are amended to read Kenya The Member in Charge : Network Administrator Tel: 0208646000 EXT 176 The language is English The addresses are: Client: Attention: Tel: Consultants: Attention: Address: Facsimile: KENYA SCHOOL OF MONETARY STUDIES PROCUREMENT MANAGER 8646171 Cell phone: 0717-600668, 0733-600668.

[1.1(i)

1.3 1.4

1.6

The Authorized Representatives are: For the Client: For the Consultants:

[1.7 [2.1

The date on which this Contract shall come into effect is immediately after signing contract. The date for the commencement of Services is 7 days after receipt of signed contract. The period shall be as the parties may agree in writing during negotiations. The risks and coverage shall be:

[2.2

2.3

3.4

(ii)

Third Party liability Yes

(iii) Employers liability and workers compensation Yes (iv) Professional liability Yes (v) Loss or damage to equipment and property Yes 39

In accordance with the Laws of Kenya.

[3.7

The Consultants shall not use these documents for purposes unrelated to this Contract without the prior written approval of the Client.

6.2(b) 6.5

The amount in local currency is Kenya Shilling. Payment shall be made within 45 days of receipt of the invoice and the relevant documents specified in Clause 6.4, and within 60 days in the case of the final payment. The interest rate is the Commercial Bank prevailing market lending rates.

7.2

Any dispute, controversy, or claim arising out of or relating to this contract, or the breach, termination, or invalidity thereof, shall be settled by arbitration in accordance with the Laws of the Republic of Kenya.

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SECTION VI -

STANDARD CONTRACT FORM

CONSULANCY/DESIGN (Lump-sum payments) This Agreement, [hereinafter called the Contract) is entered into this starting date of assignment], by and between. [Insert Clients registered office is situated at] address] (hereinafter called the Client) of the one part AND name]

[insert

of [or whose [insert Clients

[Insert Consultants name] of [or whose registered office is situated at] [insert Consultants address] (hereinafter called the Consultant) of the other part. WHEREAS the Client wishes to have the Consultant perform the services [hereinafter referred to as the Services, and WHEREAS the Consultant is willing to perform the said Services, NOW THEREFORE THE PARTIES hereby agree as follows:1. Services (i) The Consultant shall perform the Services Specified in Appendix A, Terms of Reference and Scope of Service, which is made an integral part Of this Contract. (ii) The Consultant shall provide the personnel listed Appendix B, Consultants Personnel, to perform the Services. The Consultant shall submit to the Client the reports in the form and within the time periods Specified in Appendix C, Consultants Reporting Obligations.

(iii)

2.

Term

The Consultant shall perform the Services during the period commencing on [insert starting date] and through to [insert completion date], or any other period(s) as may be subsequently agreed by the parties in writing. A. Ceiling For Services rendered pursuant to Appendix A, the Client shall pay the Consultant an amount not to Exceed [insert amount]. This amount Has been established based on the understanding that it includes all the Consultants costs and profits as well as any tax obligation that may be imposed on the Consultant.

3.

Payment

41

B.

Schedule of Payments Payment will be made according to the following schedule Hundred (100) percent of the contract price shall be paid upon satisfactory delivery of all required reports. C. Payment Conditions Payment shall be made in Kenya Shillings unless otherwise specified not later than thirty (45) 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 Kenyas average rate for base lending. Coordinator The Client designates Network Administrator as Clients 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. Reports The reports listed in Appendix C, Consultants 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. The Consultant undertakes to perform the Services with 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. The Consultant shall not, during the term of this Contract and within two years after its expiration Disclose any proprietary or confidential Information relating to the Services, this Contract Or the Clients business or operations without the Prior written consent of the Client. Any studies, reports or other material, graphic, software or otherwise prepared by the Consultant 42

4.

Project A. Administration

B.

Performance Standards

6.

Confidentiality

7.

Ownership of Material

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 To be Engaged In certain Activities The Consultant agrees that during the term of this Contract and after its termination the Consultant and any entity affiliated with the Consultant shall be disqualified from providing goods, works or services (other than the Services and any Continuation thereof) for any project resulting from or closely related to the Services. The Consultant will be responsible for taking out any appropriate insurance coverage. The Consultant shall not assign this Contract or Sub-contract any portion of it without the Clients prior written consent. The Contract shall be governed by the laws of Kenya and the language of the Contract shall be English language. Any dispute arising out of the Contract which cannot be amicably settled between the parties shall be referred by either party to the arbitration and final decision of a person to be agreed between the parties. Failing agreement to concur in the appointment of an Arbitrator, the Arbitrator shall be appointed by the chairman of the Chartered Institute of Arbitrators, Kenya branch, On the request of the applying party. For the Client for the Consultant. Full name Title Signature Date

9.

Insurance

10.

Assignment

11.

12.

Law Governing Contract and Language Dispute Resolution

Full name Title Signature Date

REQUEST FOR REVIEW FORM 43

FORM RB 1 REPUBLIC OF KENYA PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD APPLICATION NO.OF..20... BETWEEN .APPLICANT AND RESPONDENT (Procuring Entity) Request for review of the decision of the (Name of the Procuring Entity) of dated theday of .20.in the matter of Tender No..of ..20 REQUEST FOR REVIEW I/We,the above named Applicant(s), of address: Physical address.Fax NoTel. No..Email , hereby request the Public Procurement Administrative Review Board to review the whole/part of the above mentioned decision on the following grounds , namely:1. 2. Etc. By this memorandum, the Applicant requests the Board for order/orders that: 1. 2. Etc SIGNED . (Applicant) Dated on.Day of /20 FOR OFFICIAL USE ONLY Lodged with the Secretary Public Procurement Administrative Review Board on day of ....20. SIGNED Board Secretary

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