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Kibabii University College (A Constituent College of Masinde Muliro University of Science and Technology)

Tel: 020-202860/0708-085934 P.O Box 1699– 50200 Fax: 056-30153 BUNGOMA

E-mail procurement@kibabiiuniversity.ac.ke

EXPRESSION OF INTEREST FOR SUPPLY,

INSTALLATION, CONFIGURATION, TRAINING AND

COMMISSIONING OF AN ENTERPRISE RESOURCE

PLANNING SOLUTION

KIBUCO/EOI/001/14-15

CLOSING DATE: 4TH FEBRUARY 2015

TIME: 10.00 A.M

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Contents

1.0 INTRODUCTION ................................................................................................................................. 3

2.0 Background ....................................................................................................................................... 3

3.0 CALL FOR EXPRESSION OF INTEREST ................................................................................................. 5

4.0 QUESTIONNAIRE ............................................................................................................................... 8

PART A – GENERAL INFORMATION ............................................................................................................... 8

PART B – ELIGIBILITY ..................................................................................................................................... 9

PART C: FINANCIAL INFORMATION ............................................................................................................... 9

PART D: TRADE REFERENCES ...................................................................................................................... 10

PART E: INDUSTRY INFORMATION .............................................................................................................. 11

PART G PRE-QUALIFICATION EVALUATION CRITERIA ................................................................................. 12

PART G: CERTIFICATION .............................................................................................................................. 15

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1.0 INTRODUCTION Kibabii University College (KIBUCO) was established by Legal Notice No.115 of August 2011

as a constituent college of Masinde Muliro University of Science and Technology. The

University College was established with two faculties: Faculty of Science and the Faculty of

Education and Social Sciences (FESS). It admitted 333 students in its first intake in March 2012

.Since the establishment of Kibabii University College, additional School of Computing and

Informatics and a School of Business and Economics and School of Graduate studies have

been established. The student population has increased to 4000.

These faculties and schools offer various courses in; Education, Social Sciences, Natural

Sciences, Business Studies, Economics, Commerce, Computer Science, Information Technology

and Criminology Studies among others. The courses are offered at the Certificate, Diploma,

Undergraduate, Masters and Doctoral levels.

The University College has three directorates: Performance Contracting, Quality assurance and

Information Communication Technology. The Core function of the directorate of ICT is to

address the technical aspect of ICT in order to support the University in achieving its mission

and Vision.

2.0 Background The following is a brief description of the current ICT scenario:

Staff members:

The present number of both teaching and non teaching staff is 251 and the figure is expected to

grow to about 450 by 2016.

Computers:

The present number of University owned computers 250 and this expected to increase to about

450 in near future. There are several laptop and smart phones for members of staff and student

that connect into the University Network.

The operating systems are Windows and Linux operating system. Most of application software

Microsoft office suite. The Library uses KOHA. Quick books are used in the Finance section.

There other application and programming languages specifically used for teaching.

Servers

The servers are seven in number with Windows server 2012 and Linux server operating system.

The expected database for the university process should be Oracle.

Internet connectivity

The university college is currently connected to the internet at a speed of 20 Mbps. The staff and

students are served through structured cabling and WIFI.

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Brief Descriptions of Operations in Different Functions in the University College

Below is a table showing processes from various departments with some of the key

input/outputs from each of the process.

DEPARTMENT/UNIT PROCESS/PROCEDURE INPUT/OUTPUTS OF

THE PROCESS

1.

Procurement

Procurement LPOs, Contracts etc

Stores & Inventory Stock, SRN, updates and

Reports

2. Finance General Ledger Transaction, reports

Student Finance Invoice,Fees Deposit, reports

Income Generating

Activities

Products & Sevices Sales,

Reports,

Fixed assets Asset, Value, depreciation

rate, reports

Account Payable PRN, LPO, Cheque , reports

Imprest Management Imprest request, Reports

Part- time lecturers Loading, hour rate, Reports

Cash Office Cash flow inputs, reports

Bank reconciliation Deposits, disbursements,

charges, interest and

Reports

Payroll Remuneration,

taxes,deductions, pay slips

and Reports

Budgeting Estimates per vote

&department, update, report

Project Project details, budget,

duration and reports

2 Academic Division Admission & Registration Applicants,schools,

department, programmes,

campuses, Status Reports

Examination Lectures, courses,

Curriculum, units,marks,

reports

Time Tabling Lecture room & capacity,

time, Event & calendar,

allocation reports.

Student portal(Online

services)

Student registration number,

Reports,

3 Human resource Personnel Management Personal details, department,

dependence, job description,

reports.

Time and Attendance

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Leave Management Type of leave, Duration,

Address, reports

Employee self-service PF Number, reports

4 Library Circulation Check outs & check ins,

Reservation, Renewals, fines,

Reports

Maintenance Library members, Categories

Durations, Charges

Patron management Member records, reports

Cataloguing Items details, OPAC, reports

Administration System setting, reports

5 Hostel &

Accommodation

Hostel & Accommodation Rooms, charges, room rates,

allocation, reports

3.0 CALL FOR EXPRESSION OF INTEREST Kibabii University College (A Constituent College of Masinde Muliro University of Science

and Technology) intends to implement efficient, manageable and cost effective Enterprise

resource Planning (ERP) to address key functions. The ERP is expected to integrate with other

systems and be capable to handle needs of various faculties, Departments, Schools and

Directorates. The ERP is anticipated to create solutions components in the following

section/functions: student’s registration, Finance functions, Procurement, Examinations,

Student’s admission/registration, Human resources, Library, Catering functions and Hostel

accommodation.

The University College therefore invites interested eligible and qualified firms/consortiums in

similar undertaking to submit their expression of interest.

Mandatory requirements;

Interested Firms must submit the following mandatory information and their supporting

documents where applicable;

1. Certificate of Incorporation, Partnership or Business registration

2. Trading Certificate

3. Tax compliance certificate

4. PIN certificate

5. Company Profile

6. List of Directors, telephone, postal and email address

7. Profile of Key personnel to be involved in the project.

8. Proof of past experience in similar undertaking

9. Evidence of physical registered office (Attach miscellaneous receipt)

10. Audited financial reports for the last three years i.e. 2012, 2013 and 2014.

11. Bank statements for a period of One (1) year.

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The Expression of Interest document can be downloaded from www.kibabiiuniversity.ac.ke free

of charge. Expressions of interest letters together with all completed documents in a plain sealed

envelope clearly marked “EXPRESSION OF INTEREST FOR SUPPLY, INSTALLATION,

CONFIGURATION, TRAINING AND COMMISSIONING OF AN ENTERPRISE

RESOURCE PLANNING SOLUTION”

should be addressed to:-

The Principal

Kibabii University College

P.O. Box 1699 - 50200

BUNGOMA

and should be deposited in the tender box situated at the entrance to the Administration Block at

Kibabii University College in Bungoma off Bungoma - Chwele road not later than 10.00 A.M.

on 4th

February 2015.

Opening of EOIs shall take place immediately thereafter at the University College’s boardroom

in the presence of bidders/or their representatives who may wish to attend. Only shortlisted firms

will be invited to submit their Request for Proposal (RFP) documents.

IMPORTANT NOTES TO THE SUPPLIER

a) The purpose of this document is to assist Kibabii University College in the identification

and evaluation of potential service providers with the most suitable solution, who may

Subsequently be invited to tender or give Request for Proposals for the said works.

b) The questionnaire is to be fully and comprehensively completed in all respects. Any

Unfilled fields in the form will result in a zero mark during the bid evaluation exercise

even if information to answer the question is available in a separate section or

attachment.

c) All documents must be submitted in English Language.

d) Provide supporting documents requested for in the questionnaire.

e) You may also be asked to clarify your answers or provide more details.

f) Kibabii University College will examine the documents to determine completeness,

general orderliness and sufficiency of response. Failure to complete any part of this

questionnaire and/or to provide written answers to any further questions or

requested additional Information for clarification will result in the applicant’s

elimination from further consideration.

g) Please note that by responding to this questionnaire you accept that all answers provided

are legally binding and should the need arise, may be used as evidence in a court of law.

Further, the University College reserves the right without further recourse to verify at its

own cost the accuracy of any answers provided herein.

h) Any information given and later found to be incorrect shall lead to disqualification of the

applicant.

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i) Information given by the applicant shall be treated in strict confidence.

j) Applicants to kindly note that this does not amount to any contractual obligation on the

part of University College, and that the University College is not obliged to invite

tenders/quotation from any or all who express interest by responding to this EOI process.

k) If insufficient space has been provided on the questionnaire for the answers, please

provide the answers as supplementary on separate sheets.

l) The original document shall be prepared in indelible ink. It shall contain no

interlineations or overwriting, except as necessary to correct errors made by the applicant.

Any such corrections must be initialed by the person(s) who sign(s) the Document.

m) The completed document shall be signed off and initialed by Director/Partner of the

organization and rubber stamped on each page and signed on the last page in the space

provided.

n) Applicants will meet all cost associated with preparation and submission of their

applications.

o) Submission is as per instruction given in the Request for Expression of Interest.

p) Late submission will not be acceptable. Any application(s) received after the date of

closure will be considered as late and disqualified.

q) Only the successful firms will be invited to submit Request for Proposals (RFPs) and the

submission of an expression of interest should not be taken as a guarantee of inclusion on

the shortlist.

r) All the unsuccessful firms will be notified.

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4.0 QUESTIONNAIRE

PART A – GENERAL INFORMATION 1 Name of organization

2 Postal Address

3 Principal contact person Name:

Position:

4 Contacts: Telephone:

Mobile:

Email:

5. Physical Location of the Business

Premises (Attach utility bills or

lease agreements as evidence)

NB: A visit May be done to

confirm the provided information

Town:

Street:

Building Name:

Floor:

6 Form of Business Ownership (e.g

Sole proprietorship, Partnership,

Public limited company,

Consortium e.t.c)

7 Names of Proprietor(s), Directors

or partners (Attach CR12 form

where applicable)

1.

2.

3.

4.

8 Geographical area of operations

9 Business registration details:

(Attach supporting documents)

Year established:

Registration No:

10 Registration with relevant

regulatory bodies.(Attach

evidence)

Registration body:

Category of registration:

Country:

11 Business affiliations or

Manufacturers Authorizations in

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relevant areas (Attach supporting

documents)

PART B – ELIGIBILITY

1. Have you or your principals been subject of legal proceedings for insolvency, bankruptcy,

receivership or your business activities suspended for related reasons? YES/NO

If yes in above question, provide legal documentary evidence that you are cleared and your

business is now solvent

2. Have you fulfilled your obligations to pay taxes and social security contributions for the last one

year? YES/NO

3. Are you or your servants or agents subject of legal proceedings for corrupt or unethical business

practice to be considered for a tender award? YES/NO

4. Is the firm making this application or any of its directors been debarred or suspended from

participating in Public Procurement or has any procurement entity initiated proceedings of that

nature against the firm or one of its directors, for any reason whatsoever? YES/NO

5. Have you had any contracts terminated for poor performance in the last five years, or any

contracts where damages have been claimed by the contracting authority/client? YES/NO

PART C: FINANCIAL INFORMATION

Banker Name of the banker:

Address:

Telephone:

Email:

Financial status: 2012 2013 2014

1. Total assets

2. Current assets

3. Total liabilities

4. Current liabilities

5. Profits before taxes

6. Profits after taxes

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7. Turnover

NB: attach firm’s audited accounts and certified bank statements for the three years together with

reference letters from the bankers on the firm’s Credit position.

PART D: TRADE REFERENCES

Provide contact details for at least three referees for previous/current work that is similar or same as to the

work applied for. Note that the referees may be contacted without further references to you. (Attach

documentary evidence of existence of the contracts)

1. Organization Name …………………………………………………………………………………

Contact person ……...………………………………………………………………………………

Position in the Organization ………………………………………………………………………

Telephone No. ………………………………………………………………………………………

Email Address ………………………………………………………………………………………

Name of the Project & location ……………………………………………………………………

Description of the project

………………………………………………………………………………………………………

………………………………………………………………………………………………………

………………………………………………………………………………………………………

…………………………………………………………………………………………

Signature:

Official Rubber stamp

2. Organization Name …………………………………………………………………………………

Contact person ……………………………………………………………………………………

Position in the Organization ………………………………………………………………………

Telephone No. ………………………………………………………………………………………

Email Address ………………………………………………………………………………………

Name of the Project & location …………………………………………………………………….

Description of the project

………………………………………………………………………………………………………

………………………………………………………………………………………………………

………………………………………………………………………………………………………

…………………………………………………………………………………………

Signature:

Official Rubber stamp

OFFICIAL RUBBER STAMP

OFFICIAL RUBBER STAMP

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3. Organization Name …………………………………………………………………………………

Contact person ……………………………………………………………………………………...

Position in the Organization ………………………………………………………………………

Telephone No. ………………………………………………………………………………………

Email Address ………………………………………………………………………………………

Name of the Project & location ……………………………………………………………………

Description of the project

……………………………………………………………………………………………………

………………………………………………………………………………………………………

………………………………………………………………………………………………………

…………………………………………………………………………………………

Signature:

Official Rubber stamp

PART E: INDUSTRY INFORMATION 1. Project history

a. Completed Projects

List the information on projects completed over the last three (3) years in the following format

and attach evidences.

No Client Project

title

Location/town Start

date

Completion

date

Project

cost

Sub-

contractors

if any

1

2

3

4

5

b. On-going Projects

List the information on on-going projects in the following format and attach evidences.

No Client Project

title

Location/town Start

date

%

completion

Project

cost

Sub-

contractors

if any

1

2

3

4

5

NB: A separate sheet of paper can be attached if space provided is not enough.

OFFICIAL RUBBER STAMP

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2. Experience

a. Describe the core business of your firm.

………………………………………………………………………………………………………

………………………………………………………………………………………………………

…………………………………………………………………………………………..

b. How many years has your firm been engaged in the business of supply and installation of ERP?

………………………………………………………………………………..

c. State the Minimum and the Maximum labor force engaged at any one time by your firm.

Maximum …………………………………………

Minimum ……………………………………………

3. Proposed solution/System (Software/ERP)

Describe the type of ERP you wish to deploy and the features of each module, customization,

installation, applicable licenses and training among other details. You are free to attach brochures

on the features of the solution.

4. Training

Describe the methodology of carrying out the training for the staff.

PART G PRE-QUALIFICATION EVALUATION CRITERIA Prequalification parameters

The application will be evaluated on its responsiveness to the requirements in this pre-

qualification document.

A responsive applicant is one that provides all details requested and any other documentation

indicated in this document. The minimum Pre-qualification criteria are as follows:

A Technical Capability

(i) Past Experience

Submission of proof of relevant experience in the provision of ERP solutions in a university

setting

(ii) Key Staff and Personnel

Bidders must submit the following;

Management/ organization structure

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List of key staff relevant to the assignment and must have at least 5 years’ experience in

ERP installations.

Bidders must attach Curriculum Vitae for all staff proposed for this project

The minimum academic qualification for the Key staff is possession of a degree in a

relevant area of specialization.

B Financial Capability

Bidders shall attach copies of audited financial statements for the last three years (3 yrs) with a

minimum annual turnover of KES. 25,000,000

SCORING CRITERIA

CRITERIA SCORE MAXIMUM

SCORE

(A) Techinical Capability i. (i) Past Experience in offering ERP solution

ii.

15

(ii) Evidence of Similar projects Handled in similar

institutions 25

(iii) Manufacturers Authorization/License (if not the

manufacturer for Oracle database) 10

Total score for Technical Capability 50

(B)Financial Capability

(i) Copies of audited financial statements for the last three years (3

yrs).With a Minimum annual turnover of KES. 25,000,000 or

equivalent

Turnover of Kes 51 Million and above --------------------- 15

Turnover of Kes 26 Million to 50 Million ----------------- 10

Turnover of Kes 25 Million and below --------------------- 0

15

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(c)Key Personnel

.

i. Detailed management/ organization structure

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ii. List of key staff relevant to the assignment of

which 2No. must have experience in a

University setting as below:

Project manager at least 1

A University Degree in Computer/IT related field

Shall have updated and signed CV

At least 10 years’ consultancy experience in ERP

implementation

Certificate of good conduct

Membership to a relevant professional body

(all relevant certificates must be attached)

10

Other project support staff with the following qualifications:

At least Undergraduate Degree in Computer/IT related

field

Shall have updated and signed CV

At least 5 years’ consultancy experience in ERP

implementation

Certificate of good conduct

Membership to a relevant professional body

(all relevant certificates must be attached)

10

Total Sore for Key personnel

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Total Score

100

NB: An applicant will be Pre- qualified on attainment of total evaluation mark of 70% or more,

and provided that a score of 50% or more is attained in each of the three pre-qualification criteria

(a), (b) and (c) mentioned above.

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PART G: CERTIFICATION I/we do hereby certify that the above information is correct in all respects.

Full name:

…………………………………………………………………………………………………….

Designation/Position: …………………………………………………………………………………….

Signature:

Date:

Company Stamp

OFFICAL STAMP