Request for Proposals for a collaboration and communication solution

Terms of Reference

The supplier will be required to provide the purchaser with compliant application software that
will meet all the stipulated requirements.

Scope
The Collaboration and Communication Platform proposal shall address the following:
a. Project Management
b. Platform Tools
c. Network
d. Security
e. Storage
f. Training
g. Support

Mandatory requirements: Bids that do not meet these criteria will be disqualified.

1. A company profile with a summary of the company history, Product
documentation/literature
2. Copies of Certificate of incorporation, PIN and Tax Compliance, Manufacturers
Authorization form/letter
3. Bidder must a 100% locally owned company
4. Organization, methodology and schedule of execution of the project; This project
Implementation Plan MUST be provided factoring in the data migration
5. Training plan of simultaneous training of users at the various locations.
6. Qualifications and expertise of key staff proposed for the project: (provide CVs which
include 3 project managers and 3 Certified deployment specialist presently working with
the organization)

Bidders experience in large scale projects:

Bidder must have over 3 years experience in deploying similar projects and should
submit recommendation letters from 3 large clients who have at least 2,000 users
Bidders should submit copies of Contracts undertaken by the Bidder in the past 3 years
should have a value of at least Kenya Shillings Twenty Five million


Financial evaluation: Incomplete financial bids will not be assessed any further.

Financial evaluation will be done independently and will constitute of 30% of the overall
rating
It will include an evaluation of the financial ratios of the company as well as the Total
Cost of Ownership for 4 years for the solution and must also include the following
minimum requirements:

a. Cost of software
b. Total cost of implementation where applicable (transport/ accommodation)
c. Recurrent costs regarding maintenance. This should cater for
24 hour contact center telephone support
on site response
Comprehensive annual maintenance
d. All government taxes and charges
e. Any other costs

Bidders financial stability:

Three years audited accounts which demonstrate an annual revenue of not less than
Kenya Shillings Eighty Five Million or an equivalent amount in a freely convertible
currency.
The bidders asset to liability ratio should be above 1

Technical requirements

Cloud based: The solution should be cloud based/hosted solution
It should have the following basic functions:
Email, calendar, Social, Intranet Forums, Mobile access for Android
Storage: The platform should provide atleast 30 GB of Unified storage
Scalability: Solution should support unlimited numbers of users. Furthermore,
additional users/services requested should be easily upgradable and configurable.
Archiving: Should be capable of message archiving for legal compliance
Availability/Reliability: 99.9% uptime guarantees SLA with no scheduled/planned
downtime.
Video conferencing: The solution should enable video conferencing for all or selected
users at no additional cost
Performance dash board: Should have a real time global performance dash board giving
a very accurate view of the current and historical status of the service that the
purchaser can access during evaluation
Updates and downloads: Should have automatic updates that do not require any
additional downloads
Web access: Should be accessible via Web browser without downloading any additional
applications
Active Directory Integration: Should be capable of active directory integration
Web based forms: Web based forms to create internal and external surveys
Security: The solution must have two factor authentication
Support: Bidder should be able to provide offsite and on-site 24/7 support for critical
issues

The collaboration features should include:
Multiple users being able to work on one document at the same time
Users being able to share and collaborate on documents with anyone with an email
address
Instant Text Message Chat between users
Video + Voice chat between users

In addition, the solution should:
have in built spam filtering capability
be able to operate even without a desktop version of office
have a fixed pricing plan irrespective of the size of the organization for the
purchasers ease of budgeting
be capable of mobile device support


Project Management

The proposal should outline the project plan outlining the phases through which the project will
transition. Each phase will detail the following:

a. The roles and the resources required to implement the phase activities.
b. The time each phase activity takes; the overall time taken for the phase should
be visible.
c. The implementation strategy should be well documented and outlined.
d. It shall take into account the current communication environment, thereby
causing as minimal disruptions as possible.
e. The project plan shall identify the purchasers resource required to facilitate
the implementation tasks.

In essence, the purchaser shall play an important role in planning, implementation, training and
support of the proposed solution under the advice and guidance of the bidder

Bandwidth requirements

On award, tests should be carried to out to verify the adequacy of the network bandwidth with
respect to the proposed solution.

Reference Site and site visits;

The purchaser may wish to visit and examine selected customer site.

Please provide the following information related to at least three large (3) institutions with over
2,000 users where your solution has been successfully implemented.

Name of institution
Name and address of contact person including name, current position/title,
telephone and e-mail address.
Functionalities implemented
Project duration
Number of professional staff provided by your firm

The Bidder will arrange for the purchaser to gain access to the relevant sites provided the
Purchaser provides adequate notice of a proposed visit at least fourteen (14) days in advance.

The bidder should include at least 1 site with similar operations as the purchaser where the
solution has been implemented.(Global or Local)

Vendor Profile

Please specify the following.

1 Name of organisation
2 Date of incorporation
3 Certificate of incorporation number (please provide Copy of your incorporation certificate)
4 Postal address
5 Tel number
6 Primary and secondary E-mail address
7 Primary and Secondary cell contact
8 Location of registered office including street/road
9 Name and address of bankers
10. Total number of staff:
11. Number of professional staff
a. Management
b. Technical
c. Consulting
d. Support
12. Locations of successful implementations: Specify the total number of clients you have
implemented your solution

Vendor support services: Please provide the following

Training
a. Details of training offered
b. Location of training

Help Line Facility
Telephone, Key Contact Name

Nature of Support
a. Brief description of facility
b. Problem handling channels
c. Average response time for support activities

Sr. No. Description
1
Qualifications and Experience of the Firm

Contracts undertaken by the Bidder in the past 2 years, each with a value of at least Kenya
Shillings Twenty Five million. In order to be acceptable, these 2 similar contracts should have
incorporated supply, installation, configuration, deployment and training.

2
Qualifications and Experience of the Proposed Team

Years of experience of the proposed team
Qualifications and skills of the team
Relevant projects undertaken by team members
Certified to deploy and implement the proposed solution.(Certificates to be included)

3
Methodology and proposed solution

Work plan: Due to the criticality of this project a bidder should provide a prioritized work plan
that will enable the County to commence migration from the current email system as soon as
possible
Training: The bidder should provide a comprehensive training approach for skills transfer
Detailed description of the bidders compliance to the detailed system requirements in this RFP
document. This cover:
a. User experience
b. General Requirements
c. Email Messaging
d. Instant Messaging and Unified Communication
e. Collaboration and Social features

4
Service management/Support and Maintenance

Bidders should provide a description of their proposed approach to supporting and maintaining
the solution for 4 years
Bidders should provide details of the SLAs they will commit to based on the SLA requirements
provided in this document.