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Request for Proposal (RFP):

Kimisitu Co-operative Savings and Credit Society Limited is seeking proposals for: RFP NUMBER RFP DESCRIPTION DEAD LINE KSSL/ICT-SU/RI/08/2016

System up-grade / Re-

implementation

Wednesday August 31st 2016 1.00 p.m.

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INFORMATION TO BIDDER (ITC)

Table of Contents

2.1. Introduction

2.2. Preparation of Technical Proposal

2.3. Submission, Receipt and opening of proposals

2.4. Proposal General Information.

2.5. Evaluation Criteria

2.6. Mandatory requirements

2.7. Technical and Financial proposal

2.8. Terms of Reference

2.9. Description of the Methodology and work plan

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2.1.0 Introduction 2.1.1 Background

2.1.1 KIMISITU is a Savings and Credit Co-operative Society registered under the Co-operative Societies Act (Cap 490) Laws of Kenya. The Sacco was established in 1985 by staff of ICRAF and IDRC. Later membership was opened to staff of Non-Governmental Organizations (NGOs), International Organizations, International Development Agencies, Embassies, High Commissions and Missions.Today the common bond has been opened for reputable organizations in Kenya with 3 employees and above and also to members’ spouses. As at June, 2016, Kimisitu Sacco has a membership of 7,000 drawn from over 400 organizations in Kenya and an Asset base of over 3 billion.

2.1.2 The bidders are invited to submit both Technical and Financial Proposal in

separate sealed envelopes, as specified by the Sacco for the System up-grade / Re-implementation. The proposals will be the basis for Contract evaluation and ultimately for a signed Contract with the selected firm.

2.1.3 The bidder must familiarize themselves with local conditions and take them into account in preparing their proposals. To obtain first-hand information on the assignment and on the local conditions.

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

2.1.5 The Sacco’s employees, board and supervisory committee members and their relatives are not eligible to participate.

3.0. Evaluation criteria On the basis of documents / Information submitted, the Eligibility proof will be scrutinized firstly as per the terms & conditions described in the RFP. The Technical offer will be evaluated only for such vendors who have qualified in the Eligibility Criteria prescribed by the Sacco or any bidder appointed by the Sacco. 2.2.4 The Technical Proposal shall provide the following information using the

attached Standard Forms;

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

(ii) Any comments or suggestions on the Terms of Reference, a list of services and facilities to be provided by the Client.

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

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

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

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

(vii) A detailed description of the proposed methodology, staffing and monitoring of training, if specified training as a major component of the assignment.

2.2.5 The Technical Proposal shall not include any financial information.

2.3.0 Submission, Receipt, and Opening of Proposals 2.3.1 The original proposal (Technical and financial) shall be prepared in indelible ink.

It shall contain no interlineations or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be initialed by the persons or person authorized to sign the proposals.

2.3.2 The completed Technical and Financial Proposals must be delivered at the submission address on or before the time and date of the stated deadline. Any proposal received after the closing time for submission of proposals shall be returned to the respective bidder unopened.

2.3.3 After the deadline for submission of proposals, the documents shall be opened immediately by the procurement committee.

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2.4.0 Proposal General Information. 2.4.1 Organization General information

1 Name of Organization

2 Postal Address P.O Box…………………Code…………………..

3 Principal Contact Person

Name………………………………………………………… Position………………………………………………………..

4 Contact: Telephone:………………………………………………… Email:………………………………………………

5 Physical Location of Business Premises

Town:……………………………………Street:……………………… Building Name:……………………Floor:……………………………………

6 Business Operations

Year established………………………………………… Duration of Business Operation………………………….

7 Company Registration No: (Attach copy) Tick one

Number:…………………………………….

8

VAT Registration No: (Attach Copy) PIN certificate

Number Attached copy? Number Attached copy?

9

Valid Tax Compliance Certificate (Attach copy)

Attached Copy? YES…………………….NO………………..

10 Provide a brief description of Services that you offer

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2.4.2 Trade References

Provide contact details for 3 referees for previous/ current work that is similar or the same to the one now applied for. Note that the referees may be contacted without your further references to you. A Have you provided any

services to Kimisitu Sacco Society Limited before? (Tick one)

YES NO

Describe the services offered……………………………….

1

Organization Name &

Rubberstamp

Contact Name Position

Telephone No

E-mail Address

Service/System

provided

Total Value of Service

…………………………………………………………………………………

………………………………Sign.……………….. Date…………..……

…………………………………………………………………………………

…………………………………………………………………………………..

…………………………………………………………………………………..

Kshs………………………………………………………………………….

2

Organization Name &

Rubberstamp

Contact Name Position

Telephone No

E-mail Address

Service/System

provided

Total Value of Service

…………………………………………………………………………………

………………………………Sign.……………….. Date…………..……

…………………………………………………………………………………

…………………………………………………………………………………..

…………………………………………………………………………………..

Kshs………………………………………………………………………….

3

Organization Name &

Rubberstamp

Contact Name Position

Telephone No

E-mail Address

Service/System

provided

Total Value of Service

…………………………………………………………………………………

………………………………Sign.……………….. Date…………..……

…………………………………………………………………………………

…………………………………………………………………………………..

…………………………………………………………………………………..

Kshs………………………………………………………………………….

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2.5.0- Evaluation Criteria 2.5.1. Evaluation criteria of Technical and financial Proposal The proposals shall be evaluated on their basis of responsiveness to the Terms of

Reference, and will apply the basis for the evaluation criteria as follows

1

Must submit at least three (3) reference from leading Financial institutions and Sacco where you have supplied, installed, commissioned and implemented a similar Sacco management information system, that best illustrates your ability to carry out this assignment. Provide information on each assignment for which your firm either individually, as a corporate entity or in association, was legally contracted 20

2

Adequacy of the proposed work plan and Methodology in responding to the terms of reference as per the TOR. Demonstrate experience and capability in project management by giving dedicated technical team for the Sacco Management Information System support. 15

3

Qualifications and competence of the key staff for the assignment, Technical specialists with at least 5 years’ experience in installing and configuring Sacco Management Systems. Submit CVs of at least 2 lead members of the team and provide adequate capacity of staff and resources to undertake the exercise of this magnitude. 15

4 Form and extent of training to be offered the ICT team and transfer of knowledge to the Sacco. 5

5 Company profile. You should have been in operation as a supplier and/or installer of Sacco Management Information Systems for a minimum period of 3 years 5

7 Registration & Certification from Statutory, Regulatory and Professional body- Provide certified copies. 10

8 Duration to complete the assignment 5

9 Provide 3 years 2013, 2014 and 2015 (most recent) audited financial reports 5 10 Cost of Work 20

Total Points 100 NB: TECHNICAL CRITERIA ACCOUNTS FOR 80 POINTS

FINANCIALS (COST OF WORK) ACCOUNTS FOR 20 POINTS Lowest - 20 Points 2nd Lowest- 15 Points 3rd Lowest - 10 Points Others - 5 Point Payment Payment will be made within 30 days of submission of valid claims and/or invoices upon the successful completion of the exercise as defined in the terms of reference / objectives

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2.6.1 Mandatory requirements.

1. Company profile or profiles of companies in the consortium.

2. Certificate of Incorporation / Registration;

3. PIN/VAT Certificate;

4. Current Trade License / Business Permit;

5. Key Personnel Capabilities with at least ten (10) years’ experience in relevant areas.

6. Certificates from affiliated regulatory or accrediting bodies/associations (where applicable);

7. Current Tax Compliance Certificate; Evidence of Physical Location of business premise;

8. Three (3) letters of commendation from your corporate/majorly from Financial Institutions e.g. Sacco clients;

9. Audited Accounts for the Company (or of the Lead Company in the case of Joint Venture) for 2013, 2014 and 2015.

10. List of similar past assignments.

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2.7. Technical and Financial proposal

2.7.1 Academic/Professional Qualifications and Experience of Lead System implementation developer.

Mandatory Requirements Qualification Requirement and Proposed Work Schedule. Preferred Time line for the system upgrade/re-implementation should be at-least FOUR MONTHS from the date of awarding the tender.

Team Leader: 1. Minimum 5 years working experience on installation and configuring Sacco

management Systems and proficient on the functionalities of an ERP with proof of a Minimum of 7 years working on ICT/Business Integration and in the banking and financial services industry for not less than 10 years.

2. Must have Minimum of Masters in Computer Science/Information Technology from a reputable institution of Higher learning.

3. Relevant certifications relating to system implementation, System and information security, Governance /Risk management/systems and information Management.

4. An excellent report writer and Good communicator 5. An excellent Team leader and solution provider 6. Must be a strategic thinker and keen Analyzer 7. Three reference for similar projects

NAME POSITION QUALIFICATIONS EXPERIENCE

(YEARS) 1.

2

3

4.

5

6

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2.7.2. Verification of Business sustainability.

Are you currently involved in any litigation or arbitration (or any other legal process which may result in legal of financial liability)? If yes what is the financial exposure as a result of the litigation, arbitration or other legal process and on what basis has this financial exposure been calculated? If yes, what other exposure could result from the litigation, arbitration or other legal process and will this financial exposure or other exposure materially prejudice the bidder’s financial position or its ability to successfully and timely implement any contract which may be awarded to it pursuant to this tender? Have you ever : Responsible(tick)

Yes: No:

Forfeited any payment on a contract?

Been declared in default of a contract?

Negotiated the premature termination of a contract?

Had an uncompleted contract assigned to another?

2.7.3. Preparation of Financial Proposal

2.7.4 The Financial Proposal should clearly identify as a separate amount, the local taxes, duties, fees, levies and other charges imposed under the law on the bidder, the sub-bidder and their personnel.

2.7.5 Bidder shall express the price of their services in Kenya Shillings.

2.7.6 The Proposal must remain valid for at least 30 days after the submission date. During this period, the bidder is expected to keep available, at his own cost, the professional staff proposed for the assignment. If the Client wishes to extend the validity period of the proposals, the bidder shall agree to the extension

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4.1.Bid Price Summary Form Name of Bidder __________________ No. DESCRIPTION COST IN KSHS

16% VAT

Total Cost (VAT Inclusive)

Delivery period ______________________________________________ Signature of Bidder Stamp _________________________________________________

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2.7.7 Fees and Expenses: i. The selected bidder is responsible for any and all costs and expenses incurred

while carrying out the terms of the study.

ii. The proposal shall specify and state a firm, not-to-exceed price (including total fees and expenses) in order to complete the project.

iii. The bidder should state the position of taxation on the fees and expenses

quoted. The activities listed in the TOR are the minimum requirements to be undertaken.

iv. The bidder may also provide additional requirements that may benefit the

Sacco in meeting its goals on System upgrade/re-implementation.

2.7.8 Performance Bond.

i. Performance bond in the form of unconditional bank guarantee required is 10% of the bid price. On award of contract, no payment on account for the works executed will be made to the Contractor until he has submitted the Performance Bond to the Project Manager duly signed, sealed and stamped from an approved bank.

2.8.0 Terms of Reference for System Upgrade/re-implementation Bidder: Introduction 2.8.1 This (TOR) Term of reference outlines the expectations and requirements relating to the assignment for an ICT bidder to upgrade/re-implement the Sacco’s ERP system The bidder will assess and deliver a rapid and effective system to help the Sacco receive more value from the new system. The bidder will have a meeting with all stakeholders to gather their system requirements and verify them. The proposed Sacco Management Information System should be scalable enough to accommodate the current and envisioned future growth of the SACCO

2.8.3 Background Kimisitu Sacco Society Selected Ms Dynamics Nav ERP 2009R2 as the solution to implement and has since been in use for approximately 5 Years. The modules identified for implementation included General Ledger, accounts Receivable, Accounts Payable, Procurement, Human Resource Leave Management, Payroll and BOSA.

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2.8.4. Purpose The purpose of this document is to solicit proposals for the supply and implementation of a Sacco Management Information System software solution for Kimisitu Co-operative Savings and Credit Society Limited.

2.8.5 Objective The objective is to select suitable bidder(s) and establish a contract with successful bidder(s) for a Sacco Management Information System acquisition and implementation or Upgrade. The proposed Sacco Management Information System should be scalable enough to accommodate the current and envisioned future growth of the SACCO. For this reason, prospective vendors are requested to propose the best and most cost-effective solution to meet Kimisitu Sacco requirements, while ensuring a high level of service

2.8.6 Scope of Work The Scope of work entails and not limited to implementation of the following:

1) Supply, Installation / Implementation, Customization, Training, Testing and Commissioning of the Sacco Enterprise Resource Planning System (ERP) Software application for all Modules and functionalities required.

2) Supply, Installation and commissioning of genuine licensed ERP Database System and related software utilities and add-ons

3) Supply of Software Licenses for Database system and ERP Systems 4) Project Implementation Services

i. Requirement Analysis ii. Implementation and customization of various modules and reports

iii. User Acceptance Testing (UAT) iv. Data Migration from current data formats v. Training – For Administrators, Senior Users and all other end Users

vi. Test & Live Implementation vii. Launch and Go Live and onsite hand holding support

5) System Documentation and User Manual Documents 6) Provision of ERP Security, Backup and Replication server setup for availability 7) Post Implementation Services

i. Annual Technical Support (ATS) for Application Software and Users (First 1 year must be provided as part of the proposal)

ii. Additional Customization, add-ons setup and upgrade rollout iii. Supply of additional Licenses for Packaged Solution Modules iv. Warranty for the ERP System and Database system supplied

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2.8.7 Summarized ERP Requirements Kimisitu Sacco has the following main departments which are also the key functional areas to be automated. 1. Registry 2. Credit 3. Finance 4. Procurement 5. Marketing & Customer Care 6. Human Resources 7. Information Technology The system should support 30 concurrent users with ability for future upgrade.

2.8.8 System Wide Features The General System Requirements provide the basic requirements that the system must possess. The requirements listed below will provide for the setup and operation of the system:

1. Intuitive graphical interface 2. Ability to integrate with active Directory and grant single Sign on if required 3. Web Based 4. Employee Self Service 5. Email and SMS Integration 6. Process Workflow, Alerts and embedded Document attachment 7. Business Intelligence BI, Analytics and Reporting 8. The system should have its inbuilt report writer 9. Ability to transform existing data in a report into a chart or graph. 10. Ability to create reports and export them to MS Word, MS Excel, Email or PDF. 11. Ability to schedule reports and print on queue as required. 12. Ability to configure users based on roles and responsibilities for example through

the departments. 13. The system must provide for security backup facilities to enable complete file

restore and recovery. 14. The System must have the capability of performing incremental backups without

system downtime.

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2.8.9 Detailed ERP Requirements The following are the processes to be automated per functional need and/ or Sacco wide.

Members Information Management

Availability (Yes/No)

Bidders Comments

1. Bio data 2. Contact information 3. Occupation Details information 4. Next of kin & trustees 5. Passport, Signature & signatories 6. Document management (upload of

electronic documents)

7. Member’s financial information 8. Member Status 9. Collateral and evaluation recording 10. Able to allow Member withdrawal

and reinstatement

11. Tracking and approval of Member information changes

12. Reports i.Member list

ii.Account Closure reports iii.Pending Member Applications iv.Variation Report v.Monthly Remittance Advise

Loans and Credit management

Availability (Yes/No) Bidders Comments

1. Loan applications 2. Loan approval 3. Appraisal 4. Disbursement processes 5. Guarantors management 6. Real time defaulter tracking and

alerts for loan defaulters

7. Payment from savings 8. Penalties 9. Provision for adjustment on

amount approved

10. Projections on what is expected from remittances vs. actual received from employers.

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11. Computation of interest on member’s loans.

12. Security and collateral Management and tracking

13. Computation of interest share capital

14. Shares/ Dividend Management Module

15. Members shares and computation of dividends

16. Dividend calculator 17. Dividend payment schedules 18. Unclaimed dividends 19. Adjustable share capital 20. Member Statements 21. Reports

• Loan Applications • Loans register • Loan Appraisal Reports • Delinquency reports • Nominee Register • Dependents Register • Withdrawal List • New Members List • Check Off Distribution • Check Off Receipt • Check Off Variance • Shares Contribution Analysis

(By Employer, Member)

• Shares Capital Statements • Deposit s Statement • Holiday Savings • Loans statements per product

type, amount

• Reports based on loan products

• Loan arrears report • Expected VS Received report • Guarantor Report (Individual

and List)

• Loan Guaranteed report (Individual and List)

• Loan Collateral Report (Individual and List)

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• Guarantor recovery slip / statement (to show the postings)

• Loan offsets from deposits report (Defaulter and Withdrawal)

• Loan recovered from guarantors’ report

• Defaulter letters, SMS and Email letters

• CRB report • Reports based on loan

products (Applied, Approved, Rejected, Deferred)

• Check off advice report (Only include loans recoverable through check off) – New loans, loans cleared and loans approaching clearance.

• Defaulter certificate (be able to display figures after posting)

• Guarantor posting to have narration of the loan number and name of the borrower

• Collateral letters • Notification at disbursement

level for the new repayment advice (Individual remittance advice)

• Report for deceased members • Pending loans report,

underpaid,

• SASRA Report • Report on service providers

linked to the members e.g. Valuers, debt collectors, valuers

• Collateral management • Loan repayments • Cash Receipts • Loan Balances Report • Staff Loans report

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Remittances Management Availability

(Yes/No) Bidders Comments

1) Check Off (Allow upload of check off files and

Batch posting)

2) Check off Receipts 3) Members’ savings accounts, deposits, transfers,

referrals, standing orders, lump sum deposits

4) direct debits remitted from various employers to Sacco where our members are drawn from.

5) Interest computation and payment on special deposits.

6) Investments by members on other SACCO products.

7) Minimum balance on savings/special deposits. 5) Deposit only account. 6) Withdrawal only account. 7) Account suspension, deactivation, auto

dormant account tagging.

8) BOSA Receipts

Finance and Accounts Availability

(Yes/No) Bidders Comments

1) General Ledger and Chart of Accounts Setup

2) Accounts Payables 3) Accounts Receivables 4) Bank Management and Setup 5) Bank Reconciliation 6) Vendor Check Runs, ageing Analysis and

Electronic Payments

7) Budgeting with Revisions and Approvals 8) Project & Vote Budgeting 9) Dynamic planning, budgeting and

forecasting

10) Cost Center Management - Product, Activity Based Costing

11) Invoicing, Receipting and payment Vouchers management

12) Imprest Management Modules

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13) Petty Cash Management Modules (Petty Cash Issuance and Surrender)

14) Expense Management, Business policies and Expense rules

15) Workflow and Embedded Document Management and Journal Approvals

16) Workflow for multi-level expense approvals 17) Employee web portal for approval

processing

18) Ability to attach and view expense receipts and Invoices

19) Tax computation and remittance 20) Multicurrency transactions 21) Fixed Assets Management • Track Fixed Asset • Asset details • Multiple Depreciation methods • General Ledger and Accounts Payable

Integration

• Fixed Asset Related Reports 22) Financial Reports including statutory • Incomes/revenue report • Income statement • Cash flows statement • Budget/Forecast Analysis • Dividends statement • Interest statement • Saving/deposits reports • Individual member statement report • Dividends reports • Interest income report • Loans statement report • Report on dormant members • SASRA reports – i.e. Reports in compliance

with SASRA

• Trial Balance • Balances sheet

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Procurement (Supply Chain) Management: Availability

(Yes/No) Bidders Comments

1) Vendor Management 2) Purchase Requisitions 3) RFQ and Quotes 4) Workflow for Requisition and Purchase

Approvals

5) Automated Purchase Orders and integration with GL and budget

6) Procurement Master Planning 7) Vendor Managed Inventory 8) Automated Vendor notifications via

email

9) Automated 3 way matching of Purchase Orders, Invoice and Goods Receipt Note

10) Vendor Prepayments 11) Procurement Plan and Budgeting

12) Purchase Requisition

13) Request for Quotations/ Proposals

14) Local Purchase Order/ 15) Local Service Order

16) Goods Receipt Note

17) Stores Requisition 18) & Stock Issue

19) Disposal of 20) Assets

21) Contract management

22) Prepayment

23) Reports Required: • Item consumption per department • Monthly stock average consumption • Pending stock issues—from the store

requisitions (Qty requested-Qty issued) • List of approved PR • List of outstanding LPO’s • Stock movement report per department and

for the organization • Supplier performance based on lead time • 8. Total purchases per budget line

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Human Resource Management: Availability (Yes/No)

Bidders Comments

1) Basic Organization Information Identification numbers 2) Recruitment process 3) HR planning process 4) Personal records 5) Contract Management 6) Employee Self Service Portal 7) Web Based Leave Management 8) Employee Performance and Appraisals 9) Staff Training process, planning and data management 10) Succession planning 11) Absence Management 12) Pension, and insurance 13) Grievance Handling and Disciplinary process 14) Employee welfare management 15) Employee Termination and Exit Process 16) Loan administration 17) Organizational structure 18) MIS Reports with export to various text / spreadsheet

formats

19) Payroll and benefits management • User defined earnings and deductions • User defined PAYE, NSSF and NHIF rates • Multiple Loans and Savings ledgers • Fast posting with automatic payroll calculation • Should Support 1/3 Rule on deductions • Entry of hours and/or days worked over flexible payment

period

• Intelligent carrying forward of payroll transactions • Lump sum tax calculation • Monthly PAYE, NSSF and NHIF export files and listings • P9A, P10, P10A Tax returns and other related documents • Online Payslips, as per government procedures with Pay

slips, Sacco Deductions and Reports

• Multiple payroll summary, payment reports and payslip formats

• Integration with Financial Management System / GL Integration

• Integrated and Accessible Via Employee Self Service

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System Administration Availability (Yes/No)

Bidders Comments

1. Users and Role definition and privileges 2. Auto Back up Tool 3. Audit trail management and logging

2.8.9 3rd Party Integration Requirement Availability

(Yes/No) Bidders Comments

1. Integration with Mobile Money Transfer Service: Mobile Deposits in respect of Share capital, Savings, repay Loan and interest.

2. Loans Disbursement (Mobile money B2C) 3. Ability to integrate to Customer

Relationship Management

4. Ability to integrate with Document management systems

5. Ability to integrate with SMS gateways 6. Ability to integrate with Corporate Email

for notifications

2.9.0 Communication Availability (Yes/No)

Bidders Comments

1. Members’ online portal for access statements on Deposits, Loans, repayments etc.

2. SMS Service 3. Integration of the system with Email 4. Import/Export Abilities with office

applications such excel, word, pdf, text etc.

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2.9.1 Deliverables 1. A detailed work plan with the resource requirements schedule. 2. Signed requirements gathering document 3. Detailed Software requirement specifications 4. Installed and configured SACCO Management Information System 5. Training of administrators and end users 6. User and Technical Manuals 7. Weekly status reports 8. Final project report 9. Warranty of 1year i.e. User and System support 10. Proposed Hardware and Operating system requirements and specifications 11. Utility Requirements (other components required for the system to function

properly) 2.9.2 Technology The bidder must define the technology platform(s) to be used to fully deliver their proposed solution. This should include:

1. The proposed components of the system (Names and versions) 2. The application development environment. 3. The database proposed. 4. Operating system proposed. 5. Client or end-user operating systems supported 6. The system must be scalable to accommodate growth in the user base as well as

transactions. 7. Open-endedness of the software to allow integration with other systems 8. Setup of necessary IT security measures for the system; 9. Supply and installation/setup of the appropriate software, licenses and kits; 10. Network environment supported.

Bidders are expected to advice and where necessary, provide the minimum hardware specifications for the optimum operation of their solution. 2.9.3 Software Requirements The bidder shall indicate the minimum installation environment specification of hardware and operating system required for the solution to function optimally which must be provided by the Sacco. The solution must be an end to end solution and should be ready to install on the server that has the required operating system. The following components should be identified:

1. Hardware Requirements 2. Operating System Requirements

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3. Utility Requirements (other components required for the system to function properly)

4. The Software Solution Proposed 5. Installation requirements

6. Availability of source code/updates 2.9.4 Implementation Methodology Duration of the Contract It is envisaged that the entire implementation duration will be a maximum of 4 months (160 working days) from the date the contract is signed. However, bidders are encouraged to propose an agreeable duration as may be practically possible while meeting all the requirements of the Terms of Reference. The project implementation duration does not include the warranty period, which will commence immediately after commissioning the system, for a period of one (1) year. The bidder is required to provide an Implementation schedule to the Sacco detailing all the phases of implementation, duration, resource requirement and interdependence on each of the phases. Deployment Plan

1. The detailed implementation plan for the supplied software needs to be provided by the Bidder and agreed by Sacco before installation.

2. Phased Delivery schedules and detailed test plan for the supplied solution and related software to be given by the vendor including but not limiting to Cluster set up test/ failover test, storage test, networking test etc. This plan has to be agreed by the Sacco before installation is done.

3. The detailed testing is to be done on the production environment set up and not for the development and test environment.

4. Some of the necessary items to be checked are: • Installation of supplied solution and related software with cluster setup • Running of standard diagnostic programs. • Installation test certificate to be signed jointly by Sacco and the vendor. • Apart from the above, the vendor needs to submit a detailed Installation

Report clearly indicating the installation of software cluster, configuration of servers, Network, operating system, parameters Disks Layouts, RAID Configuration, Detailed Connectivity Diagram

• Details of all supplied software installation with key parameters etc. • Without submission of detailed installation document, it shall be considered

as incomplete

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2.9.5 User Acceptance Testing The primary goal of Acceptance Testing & Certification is to ensure that the project meets requirements, standards, specifications and performance prescribed by the RFP and shall include the following acceptance tests which shall be conducted by the nominated officers: 1. Final Integration Performance testing: The final acceptance testing will be done post implementation of the software and the system solution in the production box. The following points are important should be noted:

• The testing will be done for at least 1 week limiting to the solution performance in terms of response time, uptime, load and security.

• The detailed performance test plan has to be submitted by the vendor at least 2 weeks before the scheduled testing start date and has to be agreed by the Sacco.

• The performance test plan should be in line with the specification in the tender. • This testing will be started only after successful completion of User acceptance

testing on detailed test/ use cases for the system that has to be submitted by Vendor

• Final acceptance test certificate to be signed jointly by the Sacco and the vendor. • The date of issue of the Final Acceptance Test Certificate shall be termed as Date

of Acceptance. • Post this integration performance testing, the solution can go-live. In case the go-

live is in phases, all of the above will be done for each phase pre-go-live

2. System Acceptance testing • The applications will be tested with reference to the requirements. • Detailed test plan and use cases for each module and functionality to be prepared

and submitted to the Sacco. • The use cases should focus on functionality, load, stability and should cover all the

possible scenarios • Test plan and Use case documents should be submitted for each phase in case the

solution has a phased go-live approach. • These documents should be jointly agreed by Sacco and vendor before the

acceptance testing. • There will be two rounds of testing for each phase of go-live. The first testing will

be comprehensive and would be done typically done for 1 week. The second one

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(typically 3-5 days) will be done primarily to test the defect fixed (if any) that is found in first round of testing.

• Solution acceptance test certificate will be issued by the Sacco before we go for Integration performance testing.

• Carrying out load testing through Mercury/Rational tools like Load Runner, Rational Robot, and Performance tools to ensure compliance.

• The Bidder will get the system audited for detailed security penetration, through third party, Standardization Testing and Quality Certification.

2.9.6 Training As part of the implementation process, it is the hope of Kimisitu that its implementation personnel can gain significant expertise in both the technology used by the application as well as the inner workings of the application itself.

2.9.7 Installation and deployment For installation and implementation, the following components should be identified:

a) Description of the project implementation methodology including: • Data conversion and migration plan • Report development • User training and Acceptance testing • Change management procedures and process re-engineering approach • System documentation, manuals and testing

b) Project Personnel Plan - Team composition and task assignments c) Qualifications and experience of key management and technical personnel d) Proposed work plan and activity schedule

2.9.8 Maintenance and Support Requirements For maintenance and support requirements, identify the following sections:

1. Maintenance Service Level Agreement 2. Supplier maintenance support facilities 3. License requirements 4. Future upgrades

2.9.9 Non-Functional Testing 1. Performance testing and sizing study

Identification of bottlenecks and providing solutions.

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Determining final performance figures. Communication of final results to all stakeholders

Final output of this process would be a sizing guide for the solution tested. The sizing guide will document the details of the performance tests, test data, bottlenecks identified, alternate solutions provided, and the final performance data. This document will provide the scalability data of the solution for various loads. This will become the authentic guide for future scale up/out plans of the Project.

2. Availability testing

The solution should be designed to remove all single points of failure. The solution should provide the ability to recover from failures, thus protecting against many multiple component failures. This test process will include the following activities. o Designing tests for high availability testing o Execution of high-availability tests o Assessment of transaction/data losses in relation to Disaster Recovery

system o Communication of final results to all stakeholders

High Available clustering at all Web, Application and DB server levels will be targeted at 99.9 % availability.

2.10.0 Non Functional requirements Performance Performance is a key requirement for the Project. The deployed solution is supposed to be a highly scalable solution, which is designed in a scale up/out model at each layer. This will provide the model for future growth. This test process will include the following activities:

Determination of performance metrics Designing performance tests Development of workload

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Security Security certification process will include:

o Audit of Server and Application security mechanisms. o Assessment of authentication mechanism provided

in the application /components /modules o Assessment of data encryption mechanism. o Assessment of data access privileges, retention periods and archival

mechanisms. 2.10.1 Expected final output Final output of this process would be a comprehensive audit report including all the Network, Server and Application security features incorporated in the system. 2.10.2 Work Plan. Upon notification that a bidder is the successful bidder, and before commencing the project, the bidder shall prepare a Work Plan, which shall take the form of a detailed description of the steps to be followed in the process of the assignment. This plan will indicate the sequencing and staging of tasks, key decision points, the expected completion date for each task and the interrelationship between the completion of the tasks and the preparation of the assignments deliverables. The work plan, the questionnaire and any other tool to be used in the Assessment should be delivered to the Society for approval within one (1) week upon notification by the Society to the Bidder as a successful bidder. This shall form part of the contract 2.10.3 Desk Study Report: The desk study report should be delivered to the Society within two (2) weeks upon approval of the work plan by the Society. 2.10.4 Draft Report: The bidder shall prepare a Draft Report for review by the Sacco at the completion of the Analysis. After review by the Sacco, a complete Final Report shall be prepared. The Draft Report shall be considered a “dry run” for the Final Report i.e. all topics to be covered by the final report shall be addressed, and the Draft Report shall not be prepared until study work is sufficiently far advanced that no significant new information will be introduced between the draft report preparation and preparation of the final report.

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2.10.5 Final Report: The bidder shall prepare the Final Report for acceptance by the Sacco following a thorough review of the Draft Report(s) and satisfactory resolution and clarification of all issues raised during the review period. The Final Report shall include, but not be limited to the following information: a) Description of all work undertaken. b) A detailed analysis of the feasibility of each opportunity identified. c) A ranking of priority gaps identified. d) A ranking of priority areas of operation proposed. e) Recommendations on all the areas specified The final report should be delivered to the Society within one (1) week upon presentation and approval of the draft report by the Board. 2.10.6 Meetings: The following are mandatory meetings to be attended by the successful bidder:

• Initial meeting with management • Presentation of the Work Plan. • Presentation of the desk study report. • Presentation of the Draft Report. • Presentation of the Final Report.

2.10.7 Bidder’ comments and suggestions on the Terms of Reference and data, Services and Facilitates to be provided by the clients.

a. On the Terms of Reference:

1.

2.

3.

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

1.

2.

3.

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2.11.0. Description of the Methodology and work plan for performing the Assignment.

2.11.1 Team Composition and task Assignment.

1. Senior Technical/Managerial Staff

Name Position Task

2. Technical Support Staff Name Position Task

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Time Schedule for professional personnel.

Weeks (in the Form of a Bar Chart) Name Position Reports Due/

Activities 1 2 3 4 5 6 7 8 10 Number of Weeks

(b). Completion, implementation and Submission of Reports

Reports

Date

1. Inception Report

2. Interim Progress Report (a) First Status Report (b) Second Status Report

3. Draft System up-grade/ re-implementation

4. Final System up-grade/ re-implementation

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2.12.0 Confidentiality:

It is understood that the successful Bidder may be required to retain information and copies of the Findings and Study Report. However, the Findings and Resultant Report is understood to be the property of Kimisitu Sacco Society Limited and shall remain confidential to the successful bidder and the project team. The bidder shall indicate in the proposal that this is agreed to and upon awarding of the proposal may be requested to sign a document agreeing to the same.

I/ We do hereby certify that the above information is correct in all respects:

Full Name:…………………………………………………………………………………

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

Signature:………………………………………………Date:…………………………………………..

Company Stamp/ Seal:

Completed RFP documents must be submitted through hand delivery in plain sealed envelopes clearly marked with respective RFP number and addressed to; The Tender Committee, Kimisitu Sacco Society Ltd Kimisitu Plaza, Woodlands Road, opposite IFRC P.O Box 10454-00100, NAIROBI in the tender box on Wednesday August 31st 2016 1.00 p.m.