ministry of ict, innovation and youth affairs state ... · house-nairobi pop and government data...
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REPUBLIC OF KENYA
MINISTRY OF ICT, INNOVATION AND YOUTH AFFAIRS
STATE DEPARTMENT OF ICT & INNOVATION
P. O. BOX 30025-00100
NAIROBI
TENDER NO: MOICT/SDICT/083/2019-2020
FOR
TENDER FOR CONNECTIVITY AND INTEGRATION OF TEAMS
MARINE FIBRE, NATIONAL FIBRE OPTIC BACKBONE
INFRASTRUTURE AND GCCN NETWORK FROM MOMBASA TO
NAIROBI TO DELIVER; -
1. 100 GBPS TO KONZA POP, KENET POP AND
2. 10 GBPS TO MOMBASA POP, TREASURY-NAIROBI POP, ARDHI
HOUSE-NAIROBI POP AND GOVERNMENT DATA CENTRE (GDC)
RUARAKA POP
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Table of Contents INVITATION TO TENDER ............................................................................................................................ iv
SECTION II INSTRUCTIONS TO TENDERERS ................................................................................... 1
2.1 Eligible Tenderers ............................................................................................................................. 1
2.2 Cost of tendering ................................................................................................................................ 1
2.3 Contents of tender documents .................................................................................................................. 2
2.4 Clarification of Documents ...................................................................................................................... 2
2.5 Amendment of documents ....................................................................................................................... 3
2.6 Language of tender .................................................................................................................................. 3
2.7 Documents Comprising the Tender ......................................................................................................... 3
2.8 Form of Tender ........................................................................................................................................ 4
2.9 Tender Prices ........................................................................................................................................... 4
2.10 Tender Currencies .................................................................................................................................. 4
2.11 Tenderers Eligibility and Qualifications ................................................................................................ 4
2.12 Tender Security .................................................................................................................................. 5
2.13 Validity of Tenders ............................................................................................................................ 6
2.14 Format and Signing of Tender ........................................................................................................... 6
2.15 Sealing and Marking of Tenders ........................................................................................................ 6
2.16 Deadline for Submission of Tenders .................................................................................................. 7
2.17 Modification and withdrawal of tenders ............................................................................................ 7
2.18 Opening of Tenders ............................................................................................................................ 8
2.19 Clarification of tenders....................................................................................................................... 8
2.20 Preliminary Examination and Responsiveness .................................................................................. 8
2.21 ................................................................................................................................................................ 9
Conversion to a single currency ..................................................................................................................... 9
2.22 ................................................................................................................................................................ 9
Evaluation and comparison of tenders ........................................................................................................... 9
2.23 Contacting the procuring entity ........................................................................................................ 11
2.24 Award of Contract ............................................................................................................................ 11
2.25 Procuring entity’s Right to Vary quantities ..................................................................................... 12
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2.26 Procuring entity’s Right to accept or Reject any or All Tenders ..................................................... 12
2.27 Notification of award ........................................................................................................................... 12
2.28 Signing of Contract .......................................................................................................................... 13
2.29 Performance Security ....................................................................................................................... 13
2.30 Corrupt or Fraudulent Practices ....................................................................................................... 13
APPENDIX TO INSTRUCTIONS TO THE TENDERERS ................................................................... 15
SECTION III GENERAL CONDITIONS OF CONTRACT .................................................................... 19
3.1 Definitions ........................................................................................................................................ 19
3.2 Application ....................................................................................................................................... 19
3.3 Standards .......................................................................................................................................... 19
3.5 Patent Right’s ................................................................................................................................... 19
3.6 Performance Security ....................................................................................................................... 20
3.7 Inspections and Tests ....................................................................................................................... 20
3.8 Payment............................................................................................................................................ 21
3.9 Prices ................................................................................................................................................ 21
3.10 Assignment ...................................................................................................................................... 21
3.11 Termination for Default ................................................................................................................... 21
3.12 Termination of insolvency ............................................................................................................... 22
3.13 Termination for convenience ........................................................................................................... 22
3.14 Resolution of disputes ...................................................................................................................... 22
3.15 Governing Language ........................................................................................................................ 23
3.16 Force Majeure .............................................................................................................................. 23
3.17 Applicable Law ................................................................................................................................ 23
3.18 Notices ............................................................................................................................................. 23
3.19 Management Meetings ..................................................................................................................... 23
SECTION IV SPECIAL CONDITIONS OF CONTRACT ..................................................................... 24
SECTION V SCHEDULE OF REQUIREMENTS .................................................................................. 26
5.1 Overview of the required network ................................................................................................... 26
5.2 General installation practice............................................................................................................. 28
5.6 Fiber Patch Panels ............................................................................................................................ 31
5.7 Network Control Equipment and Network Monitoring tool ............................................................ 31
5.8 Equipment Cabinets, Air Conditioners and Uninterruptible Power Supply .................................... 32
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5.9 Bill of Materials ............................................................................................................................... 32
5.10 Training, Completion and Commissioning ...................................................................................... 44
5.11 Documentation ................................................................................................................................. 45
5.11 Schedule of Works ........................................................................................................................... 45
5.12 Damage to existing equipment ......................................................................................................... 46
5.13 Bidder’s Responsibilities ................................................................................................................. 46
5.14 Warranty and Support ...................................................................................................................... 46
5.15 Acceptance ....................................................................................................................................... 47
5.16 Technical Bid ................................................................................................................................... 47
5.17 Price Schedule .................................................................................................................................. 48
SECTION VII PRICE SCHEDULES OF SERVICES ................................................................................ 50
FORM A – ................................................................................................................................................... 50
SECTION VII STANDARD FORMS ......................................................................................................... 55
FORM OF TENDER ................................................................................................................................... 55
CONFIDENTIAL BUSINESS QUESTIONNAIRE ....................................................................................... 56
TENDER SECURITY (BANK GUARANTEE) ............................................................................................. 57
PERFORMANCE SECURITY FORM ........................................................................................................... 58
MANUFACTURERS AUTHORIZATION FORM ........................................................................................ 59
LETTER OF NOTIFICATION OF AWARD ................................................................................................. 60
FORM RB 1 ..................................................................................................................................................... 61
SITE SURVEY (NOT MANDATORY) ......................................................................................................... 62
SELF DECLARATION FORM SD1 ............................................................................................................ 63
SELF DECLARATION FORM SD2 ........................................................................................................... 64
TENDER SECURITY FORM ......................................................................................................................... 65
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REPUBLIC OF KENYA
MINISTRY OF ICT, INNOVATION AND YOUTH AFFAIRS
STATE DEPARTMENT FOR ICT & INNOVATION
INVITATION TO TENDER
THE CONNECTIVITY AND INTEGRATION OF TEAMS MARINE FIBER,
NOFBI AND GCCN NETWORK FROM MOMBASA TO NAIROBI TO
DELIVER THE FOLLOWING CAPACITY; -
1. 100 GBPS TO KONZA POP, KENET POP AND
2. 10 GBPS TO MOMBASA POP, TREASURY-NAIROBI POP, ARDHI
HOUSE-NAIROBI POP AND GOVERNMENT DATA CENTRE (GDC)
RUARAKA POP’s
The Ministry of ICT, Innovation and Youth Affairs, State Department for ICT & Innovation invites
sealed bids from eligible candidates for the above in the following sites.
1. MOMBASA NOFBI POP
2. MOMBASA TEAMS POP (LOCATED TELKOM MOMBASA)
3. KONZA POP
4. KENET POP NAIROBI
5. TREASURY NAIROBI POP
6. ARDHI HOUSE NAIROBI POP
7. GDC RUARAKA POP
8. KPLC ELECTRICITY HOUSE POP LINK TO TREASURY POP
Specifically, the works involved include:
i. Supply Installation, configuration and commissioning of Transmission equipment, IP
routing equipment, connectivity ODF router and transmission cards for existing
NOFBI Transmission and routing equipment
ii. Terminate all associated cabling and other accessories, configure active and passive
devices logically and physically for transmission of all equipment and accessories to
deliver all the target services end-to-end
iii. Install Electrical Power Distribution and Wiring for the transmission and routing
equipment on site as identified by the client
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iv. Installations and configuration re-design to accommodate new design from TEAMS
marine fiber to GOK network
v. Install and configure network management systems
vi. Comprehensive OEM training on all solutions implemented
Interested eligible candidates may obtain further information from and inspect the tender
documents at Supply Chain Management Services Office Telposta Towers, 8th floor, Office No.
K8-3 during normal working hours.
A complete set of tender documents may be downloaded by interested candidates free of charge
at the Ministry of ICT, Innovation and Youth Affairs website www.ict.go.ke. Prices quoted
should be net inclusive of all taxes and delivery costs, must be expressed in Kenya Shillings and
shall remain valid for a period of 120 days from the closing date of the tender.
Completed tender documents, enclosed in plain sealed envelope, marked with the tender number
shall be addressed to: -
The Principal Secretary,
State Department of ICT & Innovation
P.O. BOX 30025-00100
Nairobi.
and in addition, be deposited in the tender box located on the 8th floor corridor of Telposta Towers,
so as to be received on or before 11th March, 2020 At 10.00 A.M.
Bulky or large bid documents which cannot go through the slot of the Tender Box must be delivered
to the office of Head Supply Chain Management Services, Telposta Towers, 8th floor so as to be
received on or before 11th March, 2020 at 10 a.m.
Tenders must be accompanied by a Bid Security in the amount not less than 2 per cent of the
tender price from a reputable bank or insurance company valid for an additional 30 days
beyond the Tender validity period (i.e. 120 days from the date of closing the tender).
Tenders will be opened immediately in the presence of bidders or their representatives who choose
to attend in the 9th floor boardroom at Telposta Towers.
HEAD, SUPPLY CHAIN MANAGEMENT
FOR: PRINCIPAL SECRETARY
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SECTION II INSTRUCTIONS TO TENDERERS
2.1 Eligible Tenderers
2.1.1 This Invitation to tender is open to all tenderers eligible as described in the instructions to
tenderers. Successful tenderers shall provide the services for the stipulated duration from
the date of commencement (hereinafter referred to as the term) specified in the tender
documents.
2.1.2 The procuring entity’s employees, committee members, board members and their relative
(spouse and children) are not eligible to participate in the tender unless where specially
allowed under Section 131 of the Act.
2.1.3 Tenderers shall provide the qualification information statement that the tenderer (including
all members, of a joint venture and subcontractors) is not associated, or have been
associated in the past, directly or indirectly, with a firm or any of its affiliates which have
been engaged by the Procuring entity to provide consulting services for the preparation of
the design, specifications, and other documents to be used for the procurement of the
services under this Invitation for tenders.
2.1.4 Tenderers involved in corrupt or fraudulent practices or debarred from participating in
public procurement shall not be eligible.
2.2 Cost of tendering
2.2.1 The Tenderer shall bear all costs associated with the preparation and submission of its
tender, and the procuring entity, will in no case be responsible or liable for those costs,
regardless of the conduct or outcome of the tendering process.
2.2.2 The tender document shall be free of charge.
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2.2.3 The procuring entity shall allow the tenderer to review the tender document free of charge
before purchase.
2.3 Contents of tender documents
2.3.1 The tender document comprises of the documents listed below and addenda issued in
accordance with clause 6 of these instructions to Tenderers.
i) Instructions to tenderers
ii) General Conditions of Contract
iii) Special Conditions of Contract
iv) Schedule of Requirements
v) Form of tender
vi) Price schedules
vii) Contract form
viii) Confidential business questionnaire form
ix) Tender security form
x) Performance security form
xi) Manufacturer’s authorization form
xiii) Declaration form
xiv) Self-Declaration Form SD1 & SD2
2.3.2. The Tenderer is expected to examine all instructions, forms, terms, and specifications in
the tender documents. Failure to furnish all information required by the tender documents
or to submit a tender not substantially responsive to the tender documents in every respect
will be at the tenderers risk and may result in the rejection of its tender.
2.4 Clarification of Documents
2.4.1 A prospective candidate making inquiries of the tender documents may notify the Procuring
entity in writing or by post, fax or email at the entity’s address indicated in the Invitation
for tenders. The Procuring entity will respond in writing to any request for clarification of
the tender documents, which it receives no later than seven (7) days prior to the deadline
for the submission of tenders, prescribed by the procuring entity. Written copies of the
Procuring entities response (including an explanation of the query but without identifying
the source of inquiry) will be sent to all prospective tenderers who have received the tender
documents”
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2.4.2 The procuring entity shall reply to any clarifications sought by the tenderer within 3
days of receiving the request to enable the tenderer to make timely submission of its
tender
2.5 Amendment of documents
2.5.2 At any time prior to the deadline for submission of tenders, the Procuring entity for any
reason, whether at its own initiative or in response to a clarification requested by the
prospective tenderer, may modify the tender documents by issuing an addendum.
2.5.2 All prospective tenderers who have obtained the tender documents will be notified of the
amendment by post, fax or email and such amendment will be binding on them.
2.5.3. In order to allow prospective tenderers reasonable time in which to take the amendment
into account in preparing their tenders, the Procuring entity, at its discretion, may extend
the deadline for the submission of tenders.
2.6 Language of tender
2.6.1 The tender prepared by the tenderer, as well as all correspondence and documents relating
to the tender exchanged by the tenderer and the Procuring entity, shall be written in English
language. Any printed literature furnished by the tenderer may be written in another
language provided they are accompanied by an accurate English translation of the relevant
passages in which case, for purposes of interpretation of the tender, the English translation
shall govern.
2.7 Documents Comprising the Tender
The tender prepared by the tenderer shall comprise the following components:
(a) A Tender Form and a Price Schedule completed in accordance with paragraph
2.8, 2.9, 2.10 and 2.11 below.
(b) Documentary evidence established in accordance with Clause 2.11 that the
tenderer is eligible to tender and is qualified to perform the contract if its tender
is accepted;
(c) Tender security furnished is in accordance with Clause 2.12
(d) Confidential business questionnaire
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2.8 Form of Tender
2.8.1 The tenderers shall complete the Form of Tender and the appropriate Price Schedule
furnished in the tender documents, indicating the services to be performed.
2.9 Tender Prices
2.9.1 The tenderer shall indicate on the Price schedule the unit prices where applicable and total
tender prices of the services it proposes to provide under the contract.
2.9.2 Prices indicated on the Price Schedule shall be the cost of the services quoted including all
customs duties and VAT and other taxes payable:
2.9.3 Prices quoted by the tenderer shall remain fixed during the term of the contract unless
otherwise agreed by the parties. A tender submitted with an adjustable price quotation will
be treated as non-responsive and will be rejected, pursuant to paragraph 2.22.
2.9.4 Contract price variations shall not be allowed for contracts not exceeding one year (12
months)
2.9.5 Where contract price variation is allowed, the variation shall not exceed 10% of the original
contract price.
2.9.6 Price variation requests shall be processed by the procuring entity within 30 days of
receiving the request.
2.10 Tender Currencies
2.10.1 Prices shall be quoted in Kenya Shillings unless otherwise specified in the
appendix to in Instructions to Tenderers.
2.11 Tenderers Eligibility and Qualifications
2.11.1 Pursuant to Clause 2.1 the tenderer shall furnish, as part of its tender, documents
establishing the tenderers eligibility to tender and its qualifications to perform the contract
if its tender is accepted.
2.11.2 The documentary evidence of the tenderers qualifications to perform the contract if its
tender is accepted shall establish to the Procuring entity’s satisfaction that the tenderer has
the financial and technical capability necessary to perform the contract.
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2.12 Tender Security
2.12.1 The tenderer shall furnish, as part of its tender, a tender security for the amount and form
specified in the Invitation to tender.
2.12.2 The tender security shall be in the amount not less than 2 per cent of the tender price.
2.12.3 The tender security is required to protect the Procuring entity against the risk of Tenderer’s
conduct which would warrant the security’s forfeiture, pursuant to paragraph 2.12.7
2.12.4 The tender security shall be denominated in a Kenya Shillings or in another freely
convertible currency and shall be in the form of:
a) A bank guarantee.
b) Cash.
c) Such insurance guarantee approved by the Authority.
d) Letter of credit
2.12.5 Any tender not secured in accordance with paragraph 2.12.1 and 2.12.3 will be rejected by
the Procuring entity as non-responsive, pursuant to paragraph 2.20
2.12.6 Unsuccessful tenderer’s security will be discharged or returned as promptly as possible as
but not later than thirty (30) days after the expiration of the period of tender validity
prescribed by the procuring entity.
2.12.7 The successful tenderer’s tender security will be discharged upon the tenderer signing the
contract, pursuant to paragraph 2.29, and furnishing the performance security, pursuant to
paragraph 2.30.
2.12.8 The tender security may be forfeited:
(b) If a tenderer withdraws its tender during the period of tender validity specified
by the procuring entity on the Tender Form; or
(c) In the case of a successful tenderer, if the tenderer fails:
(i) to sign the contract in accordance with paragraph 30
or
(ii) To furnish performance security in accordance with paragraph 29.
(c) If the tenderer rejects, correction of an error in the tender.
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2.13 Validity of Tenders
2.13.1 Tenders shall remain valid for 120 days or as specified in the invitation to tender after date
of tender opening prescribed by the Procuring entity, pursuant to paragraph 2.18. A tender
valid for a shorter period shall be rejected by the Procuring entity as nonresponsive.
2.13.2 In exceptional circumstances, the Procuring entity may solicit the Tenderer’s consent to an
extension of the period of validity. The request and the responses thereto shall be made in
writing. The tender security provided under paragraph 2.12 shall also be suitably extended.
A tenderer may refuse the request without forfeiting its tender security. A tenderer granting
the request will not be required nor permitted to modify its tender.
2.14 Format and Signing of Tender
2.14.1 The tenderer shall prepare two copies of the tender, clearly / marking each “ORIGINAL
TENDER” and “COPY OF TENDER,” as appropriate. In the event of any discrepancy
between them, the original shall govern.
2.14.2 The original and all copies of the tender shall be typed or written in indelible ink and
shall be signed by the tenderer or a person or persons duly authorized to bind the
tenderer to the contract. The person or persons signing the tender shall initial all pages
of the tender, except for unamended printed literature.
2.14.3 The tender shall have no interlineations, erasures, or overwriting except as necessary
to correct errors made by the tenderer, in which case such corrections shall be initialed
by the person or persons signing the tender.
2.15 Sealing and Marking of Tenders
2.15.1 The tenderer shall seal the original and one copy of the tender in separate envelopes,
duly marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then
be sealed in an outer envelope. The inner and outer envelopes shall:
(a) be addressed to the Procuring entity at the address given in the invitation to tender
(b) bear, tender number and name in the invitation to tender and the words: “DO NOT
OPEN BEFORE 11th March, 2020 at 10:00am.
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2.15.2 The inner envelopes shall also indicate the name and address of the tenderer to enable
the tender to be returned unopened in case it is declared “late”. —
2.15.3 If the outer envelope is not sealed and marked as required by paragraph 2.15.2,
the Procuring entity will assume no responsibility for the tender’s misplacement
or premature opening.
2.16 Deadline for Submission of Tenders
2.16.1 Tenders must be received by the Procuring entity at the address specified under
paragraph 2.15.2 no later than 11th March, 2020 at 10:00am.
2.16.2 The procuring entity may, at its discretion, extend this deadline for the submission of
tenders by amending the tender documents in accordance with paragraph 2.5, in which
case all rights and obligations of the procuring entity and candidates previously subject
to the deadline will thereafter be subject to the deadline as extended.
2.16.3 Bulky tenders which will not fit in the tender box shall be received by the procuring
entity as provided for in the appendix.
2.17 Modification and withdrawal of tenders
2.17.1 The tenderer may modify or withdraw its tender after the tender’s submission, provided
that written notice of the modification, including substitution or withdrawal of the
tender’s is received by the procuring entity prior to the deadline prescribed for the
submission of tenders.
2.17.2 The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked,
and dispatched in accordance with the provisions of paragraph 2.15. A withdrawal
notice may also be sent by cable, but followed by a signed confirmation copy,
postmarked no later than the deadline for submission of tenders.
2.17.3 No tender may be withdrawn in the interval between the deadline for submission of
tenders and the expiration of the period of tender validity specified by the tenderer
on the Tender Form. Withdrawal of a tender during this interval may result in the
Tenderer’s forfeiture of its tender security, pursuant to paragraph 2.12.7.
2.17.4 The procuring entity may at any time terminate procurement proceedings before
contract award and shall not be liable to any person for the termination.
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2.17.5 The procuring entity 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.
2.18 Opening of Tenders
2.18.1 The Procuring entity will open all tenders in the presence of tenderer’s or their
representatives who choose to attend, at the 9th floor boardroom Telposta Towers. The
tenderers’ representatives who are present shall sign a register evidencing their attendance.
2.18.3 The tenderers’ names, tender modifications or withdrawals, tender prices, discounts, and
the presence or absence of requisite tender security and such other details as the Procuring
Entity, at its discretion, may consider appropriate, will be announced at the opening.
2.18.4 The procuring entity will prepare minutes of the tender opening which will be submitted
to the tenderers that signed the tender opening register and will have made the request.
2.19 Clarification of tenders
2.19.1 To assist in the examination, evaluation and comparison of tenders the procuring entity
may at its discretion, ask the tenderer for a clarification of its tender. The request for
clarification and the response shall be in writing, and no change in the prices or substance
shall be sought, offered, or permitted.
2.19.2 Any effort by the tenderer to influence the procuring entity in the procuring entity’s tender
evaluation, tender comparison or contract award decisions may result in the rejection of
the tenderers tender.
2.20 Preliminary Examination and Responsiveness
2.20.1 The Procuring entity will examine the tenders to determine whether they are complete,
whether any computational errors have been made, whether required securities have been
furnished whether the documents have been properly signed, and whether the tenders are
generally in order.
2.20.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy
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between the unit price and the total price that is obtained by multiplying the unit price and
quantity, the unit price shall prevail, and the total price shall be corrected. If the candidate
does not accept the correction of the errors, its tender will be rejected, and its tender security
may be forfeited. If there is a discrepancy between words and figures, the amount in words
will prevail.
2.20.3 The Procuring entity may waive any minor informality or nonconformity or irregularity in
a tender, which does not constitute a material deviation, provided such waiver does not
prejudice or affect the relative ranking of any tenderer.
2.20.4 Prior to the detailed evaluation, pursuant to paragraph 2.22, the Procuring entity will
determine the substantial responsiveness of each tender to the tender documents. For
purposes of these paragraphs, a substantially responsive tender is one which conforms to
all the terms and conditions of the tender documents without material deviations. The
Procuring entity’s determination of a tender’s responsiveness is to be based on the contents
of the tender itself without recourse to extrinsic evidence.
2.20.5 If a tender is not substantially responsive, it will be rejected by the Procuring entity and
may not subsequently be made responsive by the tenderer by correction of the
nonconformity.
2.21 Conversion to a single currency
Where other currencies are used, the procuring entity will convert those currencies to
Kenya shillings using the selling exchange rate on the date of tender closing provided by
the Central Bank of Kenya.
2.22 Evaluation and comparison of tenders
2.22.1 The procuring entity will evaluate and compare the tenders which have been determined to
be substantially responsive, pursuant to paragraph 2.20
2.22.2 The comparison shall be of the price including all costs as well as duties and taxes payable
on all the materials to be used in the provision of the services.
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2.22.3 The Procuring entity’s evaluation of a tender will take into account, in addition to the tender
price, the following factors, in the manner and to the extent indicated in paragraph 2.22.4
and in the technical specifications:
(a) Operational plan proposed in the tender;
(b) Deviations in payment schedule from that specified in the Special Conditions of
Contract;
2.22.4 Pursuant to paragraph 2.22.3 the following evaluation methods will be applied:
(a) Operational Plan.
The Procuring entity requires that the services under the Invitation for Tenders shall be
performed at the time specified in the Schedule of Requirements. Tenders offering to
perform longer than the procuring entity’s required delivery time will be treated as non-
responsive and rejected.
(b) Deviation in payment schedule.
Tenderers shall state their tender price for the payment on a schedule outlined in the special
conditions of contract. Tenders will be evaluated on the basis of this base price. Tenderers
are, however, permitted to state an alternative payment schedule and indicate the reduction
in tender price they wish to offer for such alternative payment schedule. The Procuring
entity may consider the alternative payment schedule offered by the selected tenderer.
2.22.5 The tender evaluation committee shall evaluate the tender within 30 days from the date of
opening the tender.
2.22.6 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
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foregoing
(d) Shall not be debarred from participating in public procurement.
2.23 Contacting the procuring entity
2.23.1 Subject to paragraph 2.19, no tenderer shall contact the procuring entity on any matter
relating to its tender, from the time of the tender opening to the time the contract is awarded.
2.23.2 Any effort by a tenderer to influence the procuring entity in its decisions on tender
evaluation tender comparison or contract award may result in the rejection of the tenderers
tender.
2.24 Award of Contract
a) Post qualification
2.24.1 In the absence of pre-qualification, the Procuring entity will determine to its satisfaction
whether the tenderer that is selected as having submitted the lowest evaluated responsive
tender is qualified to perform the contract satisfactorily.
2.24.2 The determination will take into account the tenderer’s financial and technical capabilities.
It will be based upon an examination of the documentary evidence of the tenderers
qualifications submitted by the tenderer, pursuant to paragraph 2.1.2, as well as such other
information as the Procuring entity deems necessary and appropriate.
2.24.3 An affirmative determination will be a prerequisite for award of the contract to the tenderer.
A negative determination will result in rejection of the Tenderer’s tender, in which event
the Procuring entity will proceed to the next lowest evaluated tender to make a similar
determination of that Tenderer’s capabilities to perform satisfactorily.
b) Award Criteria
2.24.4 Subject to paragraph 2.29 the Procuring entity will award the contract to the successful
tenderer whose tender has been determined to be substantially responsive and has been
determined to be the lowest evaluated tender, provided further that the tenderer is
determined to be qualified to perform the contract satisfactorily.
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2.24.5 The procuring entity reserves the right to accept or reject any tender and to annul the
tendering process and reject all tenders at any time prior to contract award, without thereby
incurring any liability to the affected tenderer or tenderers or any obligation to inform the
affected tenderer or tenderers of the grounds for the procuring entity’s action. If the
procuring entity determines that none of the tenderers is responsive; the procuring entity
shall notify each tenderer who submitted a tender.
2.24.6 A tenderer who gives false information in the tender document about its qualification or
who refuses to enter into a contract after notification of contract award shall be considered
for debarment from participating in future public procurement.
2.25 Procuring entity’s Right to Vary quantities
2.25.1 The Procuring entity reserves the right at the time of contract award to increase or decrease
the quantity of services originally specified in the Schedule of requirements without any
change in unit price or other terms and conditions.
2.26 Procuring entity’s Right to accept or Reject any or All Tenders
2.26.1 The Procuring entity reserves the right to accept or reject any tender, and to annul the
tendering process and reject all tenders at any time prior to contract award, without thereby
incurring any liability to the affected tenderer or tenderers or any obligation to inform the
affected tenderer or tenderers of the grounds for the Procuring entity’s action.
2.27 Notification of award
2.27.1 Prior to the expiration of the period of tender validity, the Procuring entity will
notify the successful tenderer in writing that its tender has been accepted.
2.27.2 The notification of award will signify the formation of the Contract subject to the signing
of the contract between the tenderer and the procuring entity pursuant to clause 2.29.
Simultaneously the other tenderers shall be notified that their tenders have not been
successful.
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2.27.3 Upon the successful Tenderer’s furnishing of the performance security pursuant to
paragraph 31, the Procuring entity will promptly notify each unsuccessful Tenderer and
will discharge its tender security, pursuant to paragraph 2.12.
2.28 Signing of Contract
2.28.1 At the same time as the Procuring entity notifies the successful tenderer that its tender has
been accepted, the Procuring entity will simultaneously inform the other tenderers that
their tenders have not been successful.
2.28.2 Within fourteen (14) days of receipt of the Contract Form, the successful tenderer shall sign
and date the contract and return it to the Procuring entity.
2.28.3 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.
2.29 Performance Security
2.29.1 Within thirty (30) days of the receipt of notification of award from the Procuring entity,
the successful tenderer shall furnish the performance security in accordance with the
Conditions of Contract, in the Performance Security Form provided in the tender
documents, or in another form acceptable to the Procuring entity.
2.29.2 Failure of the successful tenderer to comply with the requirement of paragraph 2.29 or
paragraph 2.30.1 shall constitute sufficient grounds for the annulment of the award and
forfeiture of the tender security, in which event the Procuring entity may make the award
to the next lowest evaluated or call for new tenders.
2.30 Corrupt or Fraudulent Practices
2.30.1 The Procuring entity requires that tenderers observe the highest standard of ethics during
the procurement process and execution of contracts. A tenderer shall sign a declaration that
he has not and will not be involved in corrupt or fraudulent practices.
2.30.2 The procuring entity will reject a proposal for award if it determines that the tenderer
recommended for award has engaged in corrupt or fraudulent practices in competing for
the contract in question;
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2.30.3 Further, a tenderer who is found to have indulged in corrupt or fraudulent practices risks
being debarred from participating in public procurement in Kenya.
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APPENDIX TO INSTRUCTIONS TO THE TENDERERS
The following information for procurement of services shall complement or amend the
provisions of the instructions to tenderers. Wherever there is a conflict between the provisions
of the instructions to tenderers and the provisions of the appendix, the provisions of the
appendix herein shall prevail over those of the instructions to Tenderers
ITT
Clause
Number
Amendments of, and Supplements to, Clauses in the Instruction to
Tenderers
2.1.1 Particulars of eligible tenderers: A Bidder may be a firm that is a private
entity, a state-owned enterprise or institution dully registered by the Registrar
of Companies/Business.
2.4.1 The address for clarification of Tender documents is
Attention:
The Head Supply Chain Management,
State Department of ICT & Innovation
PO Box 30025-00100
Nairobi, Kenya.
Or
Email address: [email protected]
2.6.1 The Language of all correspondence and documents related to the Tender is:
English
2.9.3 The prices shall be FIXED
Alternative Tenders to the requirements of the Tender documents will Not be
permitted.
2.10.1 Prices shall be quoted in Kenya Shillings
2.11.2 Specify the evidence and information required:
Tenderers must attach a copy of:
certificate of Registration / Incorporation
Valid Tax Compliance Certificate
National Construction Authority certificate for structured cabling
Communication Authority of Kenya certificate
Manufacturer Authorization Forms for both active and passive equipment.
Fill and sign the form of tender (with Bid validity-120 days) (enclosed in
the financial proposal).
Filled, Signed and stamped survey/site visit form.
Confidential Business Questionnaire (duly filled, signed and stamped)
Price Schedule form fully filled and signed (enclosed in the financial
proposal)
Filled and signed Self Declaration Forms (SD1 and SD2)
This shall be a one envelope bid;
2.12.2 The Tender Security shall be; Bid Security in the amount not less than 2 per
cent of the tender price from a reputable bank or insurance company valid for
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an additional 30 days beyond the Tender validity period.
2.13.1 The Tender validity period shall be 120 days.
2.14.1 The number of copies of the Tender to be completed and returned shall be: One
(1) original and one (1) copy.
This is a one envelope tender. All the proposals (technical and financial) should be
in one envelope clearly marked the Tender Number without any indication of the
name of the bidder.
2.16.1 Tender shall be submitted to
The Principal Secretary,
State Department of ICT & Innovation
P.O. BOX 30025-00100 Nairobi,
The deadline for bid submission is: Date 11th
March, 2020. Time:10.00am local time
2.18.1 The Tender opening shall take place at: 9th floor boardroom at Telposta Towers.
Time: 10.30 a.m. local time.
2.20.1 The Preliminary mandatory evaluation:
This evaluation shall adopt YES/ No Approach. The non-responsive submissions
will be eliminated from the entire preliminary evaluation process and will not be
considered further.
The preliminary evaluation shall involve checking on MANDATORY
REQUIREMENTS (MR) which include the following:
No. Parameters/Requirements
Compliance (Yes/No)
1.
A copy of certificate of
Registration / Incorporation
Yes/ No
2.
A copy of valid tax compliance
certificate
Yes/ No
3.
Must be registered by the
National Construction
Authority for structured
cabling (attach certificate) –
attach proof
Yes/ No
4.
Must be certified by the
Communication Authority of
Kenya
Yes/ No
5.
The bidder must provide
original Manufacturer
Authorization Form (in the
format specified herein) for
both active and passive
equipment. Signed and
stamped with contact
details for verification.
Yes/ No
6. Fill and sign the form of tender Yes/ No
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(with Bid validity-120 days)
(enclosed in the financial
proposal).
7.
For DWDM, the bidder should
have a top global ranking at-least
one reference market report must
be provided
Yes/ No
8.
For Enterprise Router field, the
bidder should have a top global
ranking at-least one reference
market report must be provided
9.
Confidential Business
Questionnaire (duly filled,
signed and stamped)
Yes/ No
10.
Filled and signed Self
Declaration Forms (SD1 and
SD2)
Yes/ No
11. OEM warranty, training and
support from manufacturer
Bidders must submit the following documents;
AT THIS STAGE, THE TENDERER’S SUBMISSION WILL EITHER BE
RESPONSIVE OR NON-RESPONSIVE. THE NON-RESPONSIVE
SUBMISSIONS WILL BE ELIMINATED FROM THE ENTIRE
EVALUATION PROCESS AND WILL NOT BE CONSIDERED FURTHER.
2.22.1 Evaluation and Comparison of Tenders (Technical Evaluation)
The bidder will be evaluated on the technical submissions and only tenders
attaining 70% marks and above in the technical evaluation will proceed to the
next stage of the procurement process. The technical proposals will be
evaluated using the following criteria format: Scores for specific technical
evaluation requirements will be distributed as follows:
TECHNICAL EVALUATION
1 Infrastructural Design
15%
2 Compliance with Technical Specifications 55%
3 Project Plan and methodology
Work plan
Project Management
Personnel schedule of activities
Quality Assurance
Back stopping
Project Support
Handover and commissioning
10%
4 Contractors Experience and past performance on similar
projects
Three similar projects
Over 100KM of fibre done and commissioned
10%
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terminated
Letter of Award/LPOs/Recommendation Letters
Authorise to install and configure active and
passive equipment’s
Authorise to install Network transmission
equipment
5 Qualifications and experience of Key Technical
personnel (Attach CVs and Certificates)
Project manager-Degree and 10 Years’
Experience/Certification in Project management
Fiber cable installers-Diploma in Electrical/ICT
and Fiber Cabling Certification.
System integrator-Relevant Degree and
Certifications in Proposed Products.
DWDM Transmission Technicians
HCNA certification
10%
TOTAL 100%
FINANCIAL EVALUATION
Lowest Evaluated Bid
2.24.1 Post – Qualification shall “be undertaken”
2.24.3 Award Criteria: The bidder with the lowest evaluated bid having passed the
Preliminary/Mandatory Evaluation and the Technical Evaluation shall be
considered for award.
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SECTION III GENERAL CONDITIONS OF CONTRACT
3.1 Definitions
In this contract, the following terms shall be interpreted as indicated:
a) “The contract” means the agreement entered into between the Procuring entity and the
tenderer as recorded in the Contract Form signed by the parties, including all attachments
and appendices thereto and all documents incorporated by reference therein.
b) “The Contract Price” means the price payable to the tenderer under the Contract for the
full and proper performance of its contractual obligations.
c) “The services” means services to be provided by the contractor including materials and
incidentals, which the tenderer is required to provide to the Procuring entity under the
Contract.
d) “The Procuring entity” means the organization sourcing for the services under this
Contract.
e) “The contractor means the individual or firm providing the services under this Contract.
f) “GCC” means general conditions of contract contained in this section
g) “SCC” means the special conditions of contract
h) “Day” means calendar day
i) “Clients” means the organization the procuring entity is sourcing services for
3.2 Application
These General Conditions shall apply to the extent that they are not superseded by
provisions of other part of contract.
3.3 Standards
3.3.1 The services provided under this Contract shall conform to the standards mentioned in the
Schedule of requirements
3.5 Patent Right’s
The tenderer shall indemnify the Procuring entity against all third-party claims of
infringement of patent, trademark, or industrial design tights arising from use of the services
under the contract or any part thereof.
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3.6 Performance Security
3.6.1 Within twenty-eight (28) days of receipt of the notification of Contract award, the
successful tenderer shall furnish to the Procuring entity the performance security where
applicable in the amount specified in Special Conditions of Contract.
3.6.2 The proceeds of the performance security shall be payable to the Procuring entity as
compensation for any loss resulting from the Tenderer’s failure to complete its obligations
under the Contract.
3.6.3 The performance security shall be denominated in the currency of the Contract, or in a freely
convertible currency acceptable to the Procuring entity and shall be in the form of:
a) Cash.
b) A bank guarantee.
c) Such insurance guarantee approved by the Authority.
d) Letter of credit.
3.6.4 The performance security will be discharged by the procuring entity and returned to the
candidate not later than 30 days following the date of completion of the tenderer’s
performance of obligations under the contract, including any warranty obligations under the
contract.
3.7 Inspections and Tests
3.7.1 The Procuring entity or its representative shall have the right to inspect and/or to test the
services to confirm their conformity to the Contract specifications. The Procuring entity shall
notify the tenderer in writing, in a timely manner, of the identity of any representatives
retained for these purposes.
3.7.2 The inspections and tests may be conducted on the premises of the tenderer or its
subcontractor(s). If conducted on the premises of the tenderer or its subcontractor(s), all
reasonable facilities and assistance, including access to drawings and production data, shall
be furnished to the inspectors at no charge to the Procuring entity.
3.7.3 Should any inspected or tested services fail to conform to the Specifications, the Procuring
entity may reject the services, and the tenderer shall either replace the rejected services or
make alterations necessary to meet specification requirements free of cost to the Procuring
entity.
3.7.4 All components must be tested and a Completion Certificate issued stating the following:
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Number of termination points in terms of transmission, cards and routing
active devices
Type of fiber cable and traces of all splice joints done
Date completed
Type of Warranty
Updated design plans as-built physical and logical
Wire/cable routing schematic
Facility assignment records
cable test results
Fibre Backbone test results
3.7.5 Any other tests, as the Employer may deem fit so as to confirm the performance or to
establish the compliance to technical specifications of either individual hardware items or
integrated operation of the system shall be conducted by the Contractor at site. Should the
results of the tests show any deficiency/deviation specifications, the contractor shall do the
modification/replacement/addition necessary to make the system compliant to specifications
at own cost.
3.7.6 Nothing in paragraph 3.7 shall in any way release the tenderer from any warranty or other
obligations under this Contract.
3.8 Payment
3.8.1 The method and conditions of payment to be made to the tenderer under this Contract shall
be specified in SCC
3.9 Prices
Prices charged by the contractor for services performed under the Contract shall not, with
the exception of any Price adjustments authorized in SCC, vary from the prices by the
tenderer in its tender or in the procuring entity’s request for tender validity extension as the
case may be. No variation in or modification to the terms of the contract shall be made except
by written amendment signed by the parties.
3.10 Assignment
The tenderer shall not assign, in whole or in part, its obligations to perform under this
contract, except with the procuring entity’s prior written consent.
3.11 Termination for Default
The Procuring entity may, without prejudice to any other remedy for breach of Contract, by
written notice of default sent to the tenderer, terminate this Contract in whole or in part:
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a) If the tenderer fails to provide any or all of the services within the period(s) specified
in the Contract, or within any extension thereof granted by the Procuring entity.
b) If the tenderer fails to perform any other obligation(s) under the Contract.
c) If the tenderer, in the judgment of the Procuring entity has engaged in corrupt or
fraudulent practices in competing for or in executing the Contract.
In the event the Procuring entity terminates the Contract in whole or in part, it may procure,
upon such terms and in such manner as it deems appropriate, services similar to those
undelivered, and the tenderer shall be liable to the Procuring entity for any excess costs for
such similar services.
3.12 Termination of insolvency
The procuring entity may at the anytime terminate the contract by giving written notice to
the contractor if the contractor becomes bankrupt or otherwise insolvent. In this event,
termination will be without compensation to the contractor, provided that such termination
will not produce or affect any right of action or remedy, which has accrued or will accrue
thereafter to the procuring entity.
3.13 Termination for convenience
3.13.1 The procuring entity by written notice sent to the contractor may terminate the contract in
whole or in part, at any time for its convenience. The notice of termination shall specify that
the termination is for the procuring entity convenience, the extent to which performance of
the contractor of the contract is terminated and the date on which such termination becomes
effective.
3.13.2 For the remaining part of the contract after termination the procuring entity may elect to
cancel the services and pay to the contractor on agreed amount for partially completed
services.
3.14 Resolution of disputes
The procuring entity’s and the contractor shall make every effort to resolve amicably by
direct informal negotiations any disagreement or dispute arising between them under or in
connection with the contract.
If after 14 days from the commencement of such informal negotiations both parties have
been unable to resolve amicably a contract dispute either party may require that the dispute
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be referred for resolution to the formal mechanisms specified in the SCC.
3.15 Governing Language
The contract shall be written in the English language. All correspondence and other
documents pertaining to the contract, which are exchanged by the parties, shall be written in
the same language.
3.16 Force Majeure
The contractor shall not be liable for forfeiture of its performance security, or termination for
default if and to the extent that it’s delay in performance or other failure to perform its
obligations under the Contract is the result of an event of Force Majeure.
3.17 Applicable Law
The contract shall be interpreted in accordance with the laws of Kenya unless otherwise
specified in the SCC
3.18 Notices
Any notices given by one party to the other pursuant to this contract shall be sent to the other
party by post or by fax or E-mail and confirmed in writing to the other party’s address
specified in the SCC.
A notice shall be effective when delivered or on the notices effective date, whichever is later.
3.19 Management Meetings
A Contract management meeting shall be held regularly and attended by the Procuring
Entity’s Representative and the Contractor. Its business shall be to review the plans for the
remaining Work. The Procuring Entity’s Representative shall record the business of
management meetings and provide copies of the record to those attending the meeting and
the Procuring Entity. The responsibility of the parties for actions to be taken shall be decided
by the Procuring Entity’s Representative either at the management meeting or after the
management meeting and stated in writing to all who attend the meeting.
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SECTION IV SPECIAL CONDITIONS OF CONTRACT
4.1 Special conditions of contract shall supplement the general conditions of contract,
wherever there is a conflict between the GCC and the SCC, the provisions of the SCC
herein shall prevail over those in the GCC.
4.2 Special conditions of contract with reference to the general conditions of contract.
General conditions of
contract reference
Special conditions of contract
3.6 Specify performance security if applicable: 10% of the contract sum
from a reputable bank or insurance company.
3.8 Payments shall be;
Payments shall be;
Payment will be based on milestones which will be elaborated
during contract formation; and issuance of a completion certificate
will be based on the milestones achieved/completed; from the client.
3.9 Specify price adjustments allowed. None
3.14 Specify resolution of disputes: Arbitration
3.17 Specify applicable law. Laws of Kenya
3.18 Notices shall be addressed and delivered to:
The Principal Secretary,
State Department of ICT & Innovation
P.O. BOX 30025-00100 Nairobi,
PROJECT IMPLEMENTATION AND PAYMENT
This project will be implemented and paid in a phased approach.
Phase 1:
This will involve supply, installation and commissioning of the following: Transmission equipment and
routers, installation of cards, and configuration of routers. This should be done within three months after the
project sign off.
Payments will be paid once the following key deliverables are done.
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1. Upon sign off of the inception (including design sign off), delivery of equipment and physical
verification
2. Training
Phase 2:
This will involve configuration and commissioning of the entire infrastructure Mombasa to Nairobi.
Payments will be paid once the following key deliverables are done.
1. Upon establishment of the existing sites, connection of the new equipment and access sites as well as
Installation, configuration and commissioning of the Active Equipment
2. Migration of Services.
3. Installation, configuration and commissioning of the Network Management System
4. Documentation.
5. Training
6. Any other works needed for successful completion of the intended solution as captured in the detailed
scope of work.
This plan is a guide on how on the payment schedule and the tenderers are required to provide their costed
proposals in the tender document.
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SECTION V SCHEDULE OF REQUIREMENTS
TECHNICAL SPECIFICATIONS
5.1 Overview of the required network
5.1.1 GOK owns 20% of Teams Submarine cable. This gives GOK 1.08 TB capacity
available for its use. Unfortunately, the GCCN network does not have a direct own point of
presence to TEAMS POP in Mombasa to benefit from this bandwidth capacity as it depends
on back haul services from other providers. Therefore, to solve this challenge it is proposed
to have direct connectivity to TEAMS Hub in Mombasa as below; -
5.1.2 The bandwidth capacity will be terminated at Mombasa NOFBI 2 Router (In Telkom
Mombasa carrier room) which already has connectivity to the other existing County core
routers at Nairobi, Isiolo, Eldoret, Mombasa and Kisumu via NOFBI fiber.
5.1.3 The Mombasa router will be upgraded to a core router peering with the IP POP at
Fujairah via a dual (two independent cable) 400 Meters estimated distance fiber connection
to GOK ODF in TEAMS Meet me room and the rest will be configured as access routers in
future once the direct fiber connection is done.
5.1.4 Redundancy routes via KPLC have been proposed on the links between Mombasa,
Isiolo, Nairobi, Kisumu and Eldoret to increase availability of the services to be done in
phases as a separate activity but design should factor in this scope.
5.1.5 TEAMs Hub is located in Telkom premises in Mombasa as well as the NOFBI
infrastructure, which is terminated in Telkom carrier room in the same premises (estimated
cable distance 400 Meters via metal existing metal trunking).
5.1.6 This shall ensure that we have end-to-end connectivity on the backbone infrastructure
and guarantee internet services to the country cost effectively and optimally as designed. It
shall ensure that Government has access to its share of capacity on the marine fiber in a cost
effective and guarantee value for money even on the viability of the GOK investment in
terrestrial fiber cable. It shall also ensure that the broadband and digital vision can be fast
tracked by delivering affordable bandwidth to strategic Government institutions such as
schools, all government offices countrywide and hospitals.
5.1.7 To ensure the maturity, reliability, and future evolution of the network, the bidder
should be qualified as following:
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a) In DWDM field, the bidder should be ranking top 3 in the global manufacturers in
recent 3 years. At least one reference market report must be provided
b) In Enterprise Router field, the bidder should be ranking top 3 in the global
manufacturers in recent 3 years. At least one reference market report must be
provided
5.1.8 The scope of phase 1 of the project is to ensure government capacity from TEAMS is
mainstreamed into the terrestrial Konza, KENET, NOFBI, GDC and GCCN network.
There is therefore an immediate and urgent need to procure technology solutions for the
supply, installation, commissioning and support service of network integration as
indicated in the schedule below: -
5.1.9 The purpose of this is to provide a functional specification for a comprehensive
technology network system including required network cabling, components and
devices. It provides adequate details and criteria for the design of this technology network
system with the aim of providing clients’ offices with complete integrated network
infrastructure.
5.1.10 The cabling infrastructure will provide facilities for connecting to a wide range of
heterogeneous devices, which may include but not limited to computers, network management
devices, audio/video communication devices, security and access control systems. It is
required that the cabling system be based on an open architecture that will provide multiple
compatibility, interoperability, scalability and efficient adaptability to changes in physical
layouts and relocations where a number of data points are anticipated. The positions of these
data points at various floors in the buildings are shown on the floor plans attached.
5.1.11 The Contractor shall provide all services, equipment and materials necessary to fulfill
their obligations under this contract and provide fully functional and efficient backbone
and transmission infrastructure.
5.1.12 The Contractor shall provide Operation and Maintenance Manuals to document the
installation and include the test reports into the manuals.
5.1.13 The Contractor shall ensure that all of their works are co-ordinate both in terms of design
and on-site integration;
5.1.14 The Contractor shall provide certificate for warranty issued by manufacturer upon
system hand-over to the Ministry.
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5.1.15 The bidder will supply all components necessary to complete the installation, testing
and commissioning of the transmission and backbone infrastructure.
5.1.16 The bidder shall be responsible for the installation of the technology network system
as required in the Tender Document
5.1.17 Firms, which are VAT-registered and Tax compliant are eligible for award of this
tender and bidders are required to provide evidence on this.
5.1.18 Bidders are advised to pay particular attention to Section of this document, which
specifies the desired scope and installation practice that requires strict adherence.
5.1.19 The entire network will have a consistent architecture to reduce the total cost of network
ownership for on-going support and maintenance, component and interface management,
scalability, relocations, security, redundancy and training. All the infrastructure sub system
components for each solution must be from the same manufacturer.
5.1.20 All active components used in the network must be able to facilitate management of
the network from a central point and from remote locations.
5.1.21 All requisite Fiber accessories such as pig tails shall be provided by bidder
5.1.22 The bidder must be certified to design and install the fiber transmission technologies
that he/she wishes to deploy as a proposed solution and must provide documentary evidence
to prove the same.
5.1.23 Bidders must be certified by the Communication Authority of Kenya ranking
5.1.24 They should be registered by the National Construction Authority
5.1.25 The client will provide the IP addressing scheme for the WAN.
5.1.26 All the active components used in WAN and transmission solutions MUST integrate
seamlessly.
5.1.27 The Bidder must provide lightening surge protectors appropriately grounding all
installed equipment
5.1.28 The bidder must provide a ORIGINAL Manufacturer Authorization Form in the
format specified duly signed and stamped by manufacturers local in country office where
applicable. See attached Manufacturer Authorization Form format
5.2 General installation practice
5.2.1 The Bidder will be required to install cabling in accordance with International fiber Cabling
System and designs compliant with components to be deployed in accordance with
ANSI/TIA/EIA-568-B and ISO/IEC 11801 standards.
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5.2.2 All network components must be connected to the earth wire as indicated in the general
specifications of this document, the local regulations in force and the manufacturer’s
recommendations.
5.2.3 All routing layout for cable paths must consider fiber optic cable with minimum radius of
curvature to be supported by the existing facilities in order not to interfere with access to
maintenance activities.
5.2.4 All cabling infrastructure should make provisions aspects for possible future extensions by
leaving appropriate extra cable lags.
5.2.5 All adapters must be compatible with the transmission capacities of the equipment to which
they connect.
5.2.6 All cables and connectors must be labeled with permanent indelible ink mark labels.
5.2.7 The bidder will be required to comply with the manufacturer’s recommended installation
practices.
5.2.8 The network should be capable of carrying data, voice and video. QOS should be considered
as part of installation and configuration of the network.
5.2.9 All active equipment both active and transmission should be from the same manufacturer for
seamless integration, management and maintenance
5.2.10 Tenderers must enclose together with their submitted bids brochures detailing technical
Literature and specifications of the active components and transmission equipment of the
structured cabling system. The brochures shall be used to evaluate the suitability of these
components. Any bid submitted without the brochures shall be considered technically non-
responsive, and may subsequently be disqualified.
5.3.1 Good cable management practice must be adhered to and proper color-coding used for easy
identification.
5.3.2 The Main Distribution Facility (MDF) will be located on an already identified room by the
client.
5.3.3 The location for HDFs (Horizontal Distribution Facility) on each building floor will be
located on an already identified rooms by the client.
5.3.4 High-speed Fiber Optic Uplink Backbone cable will be used to link the WAN to the main
distribution facilities location.
5.3.5 Cables must be run in the trunking (s) within building wall and surface pathways. This must
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be metal trunking installations.
5.3.6 The Bidder will be responsible for supplying all materials and components that are necessary
to complete the installation of the structured cabling system.
5.3.7 The WAN horizontal cabling will include outlets and consolidation or transition points,
connectors, mechanical terminations and patch cords that compose horizontal cross-connect.
Cables will be routed in new wall ducts and terminated on patch panels and other data outlets
as specified in accompanying diagrams.
5.3.8 Metal trunking must be laid specifically for the backbone links where needed.
5.3.9 A Metal trunking of 200mm by 50mm dimensions must be installed where needed. One
will be used for data cables, another for electrical cable and yet leaving space for future
services.
5.3.10 The bidder will be responsible for pulling, terminating and testing all circuits installed and
each cable shall be assigned a unique cable number.
5.4.1 Cables will be required to move through metal trunking firmly pulled.
5.4.2 Cables should not be crushed using cable ties.
5.4.3 Cable conduits must not be overfilled.
5.4.4 All cables must pass through trunking and should not be seen from outside
5.4.5 There shall be no splicing of installed cables. Intermediate cross-connects and transition
points are not allowed.
5.4.6 All user-area patch chords shall be at least 3-metre in length. However, 5-metre patch chords
shall also be provided as indicated.
5.4.7 Cabling Warranty must be 15 Years
5.4.8 The contractor shall ensure that existing power sockets are mounted on the metal trunking.
5.5.1 Multimode fiber optic cable (50/125 micron) will be used or equivalent to existing.
5.5.2 The fiber optic cable shall have a minimum of strands as per existing.
5.5.3 All strands must be terminated at each end of the fiber cable whether used or not in the
appropriate ODF.
5.5.4 All optical fiber components and installation practices shall meet applicable building and
safety codes requirements and shall provide well organized cable installation management
in accordance with the manufacturer’s guidelines
5.5.5 All fiber optic backbone links will be aggregated at the identified MDF room.
5.5.6 All fiber interfaces for uplink must use relevant transceivers.
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5.6 Fiber Patch Panels
5.6.1 All fiber patch panels must be rank mountable conform to ANSI/TIA/EIA-568B.
5.6.2 All Fiber Patch Panels must be scalable
5.6.3 Fiber Patch panels must be equipped with metallic connectors and sockets contacts.
5.6.4 All fiber optic patch panels must be rack mounted.
5.6.5 All fiber patch panels must be earthed to provide electrical safety to users in future and
screening to prevent electromagnetic radiations.
5.6.6 Fiber optic patch panels shall be used for distribution and management of fiber optic cable,
Provision of fiber splicing, termination, management and storage in one unit. It shall also
support single and ribbon fiber splices.
5.6.1 Fiber optic patch panels will be connected as per the amount of strands terminated at each
location.
5.6.2 Fiber Optic patching should be done from fiber optic cabinet housing boxes/panels.
5.6.3 Each Fiber optic patch panel should be fully loaded with adapters, pigtails, splice trays and
other required accessories.
5.6.4 For all other components, the label type should be of stiff plastic PVC.
5.7 Network Control Equipment and Network Monitoring tool
5.7.1 Active devices must be rack mountable in standard racks and should therefore be attached to
the backbone using appropriate Transceivers.
5.7.2 Active devices used at the WAN edge will have 24 or 48 ports for connection to the
horizontal cabling as may be appropriate and must be rack mounted
5.7.3 Active devices for horizontal cabling must support 100/1000/10000Mbps auto-sensing
5.7.4 All fiber optic backbone links must be aggregated at the MDF by a common active device.
5.7.5 Active devices used at the aggregation layer of the WAN must be fiber based
5.7.6 The active devices used at the aggregation layer must be a modular chassis which support IP
routing, encrypted traffic analytics and software defined networking; It must also have a
redundant power supply and a redundant Supervisor Module
5.7.7 Active devices must support auto-sensing for Ethernet ports for uplink connections
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5.7.8 The network shall be managed by the existing web-based network monitoring system and
appropriate license availed if necessary. It should have the following requirements:
5.8 Equipment Cabinets, Air Conditioners and Uninterruptible Power Supply
5.8.1 The cabinets must have at least 1U 12 Way Horizontal Mount Power Distribution Unit (PDU)
5.8.2 The exact placing of the cabinet should be defined at the start of the works by the bidder.
5.8.3 Equipment cabinets must provide enough space to accommodate cabling, cabling
management, equipment racks, patch panels and network control devices as required with
convenient locations to provide access to operational personnel.
5.8.4 All Cabinets must be free standing.
5.8.5 Cabinet doors must be double lockable doors both opening at the middle.
5.8.6 All cabinets must be perforated.
5.8.7 The cabinets shall have open doors both at the rear and in front.
5.8.8 The UPS shall be installed in the cabinets. They must be 1500VA, rack mountable, SMART
signaling and line interactive
5.9 Bill of Materials
The bill of materials below is just an estimate; the bidder is required to carry out an independent
survey in order to get actual material required and provision for them in the quote.
Bidders are encouraged to make arrangements to visit to verify information for themselves and to ascertain distances and pathways and to identify and/or propose alternative and cost-effective routing design. TECHNOLOGY AREAS
NO. Item Quantity Unit Cost
1
1
Supply Duct Optical. Fibre. Cable (G.652, GYFY-
48B1.3) and service. Two separate 2 X 24 Core cables
each approx. 500 Metres to be installed through
existing Metal trunking 400 M distance approx.
Approx.
1000Metres
(2*500m)
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2 2 ODF Unit: Function Module, ODN, FIU2117,
Integrated splicing and termination unit-48 core -
SC/APC-Bundle cable-NC purple gray-sheet metal -
19/21 installation, Patch Cord, LC/UPC, SC/APC,
Single-mode,10m, G.657A2, 2mm
2
3 3 Expansion 5-Port 10GBase LAN/WAN-SFP+
Integrated Line Processing Unit with 2*10GE Optical
transceivers and 48-Port 100/1000Base-X-SFP
Integrated Line Processing Unit with 20*GE Optical
transceivers for Huawei NE40 Router in NRB Ardhi
House POP site
2
4 4 Expansion 5-Port 10GBase LAN/WAN-SFP+
Integrated Line Processing Unit with 2*10GE Optical
transceivers and 48-Port 100/1000Base-X-SFP
Integrated Line Processing Unit with 20*GE Optical
transceivers for Huawei NE40 Router in NRB
Treasury site
2
10 5 New Service Router with 100GBase/50GBase-
QSFP28 with 2*100GE Optical transceivers and 10-
Port 10GBase LAN/WAN-SFP+ MACsec Interface
Card with 10*10GE Optical transceivers in Mombasa
TKL Site
1
12 6 Add new Service Router with 100GBase/50GBase-
QSFP28 with 2*100GE Optical transceivers and 10-
Port 10GBase LAN/WAN-SFP+ MACsec Interface
Card with 10*10GE Optical transceivers in KENET
Site. Interfaces
1
13 7 Add new Service Router with 2*10-Port 10GBase
LAN/WAN-SFP+ MACsec Interface Card with
4*10GE Optical transceivers and 8*GE Optical
transceivers in GDC POP Site
1
158 8 Add new DWDM system with 1*100Gbit/s
bandwidth to Konza POP with redundancy in
Mombasa TKL POP Site or appropriate KPLC Site
2
16 9 Add new DWDM system with 1*100Gbit/s to
Mombasa TKL with redundancy and 2*10Gbit/s to
Ardhi Hse POP, GDC POP and NRB TKL, and
1*100Gbit/s directly to NRB TKL in order to connect
Kenet in Konza POP Site or appropriate KPLC site
1
17 10 Add new for LDX 2x10Gbit/s Wavelength
Conversion Board with SFP+ Module for Huawei
DWDM in Nairobi Ardhi House POP Site
1
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NB: - All the optical module should be with patch cords.
18 11 Add new for LDX 2x10Gbit/s Wavelength
Conversion Board with SFP+ Module for Huawei
DWDM in Nairobi Treasury POP Site Add new
DWDM system with 2*10Gbit/s bandwidth to Konza
DC POP Site. Add new 1*100Gbit/s directly to
Konza DC in Nairobi Treasury POP site.
1
19 12 Add new DCM for long distance transmission in Mtito
Andei NOFBI site or appropriate KPLC site
1
20 13 Upgrade Optical Platform for long distance
transmission in VOI NOFBI site or KPLC site
1
14 14 Add new Optical Platform for long distance
transmission in Bachuma Gate NOFBI site or
appropriate KPLC Rabai
1
22 15 Add new DWDM system in GDC with 2*10Gbit/s
bandwidth to Konza DC POP Site.
1
23 16 Add new DWDM system with 1*100Gbit/s as
electrical regeneration of the redundancy service from
Mombasa to Konza in Madogo site or other
appropriate KPLC site.
1
29 17 Network Management System License Expansion for
NOFBI Network
1
30 18 Extension of 24 Core fiber cable from Treasury –
Nairobi POP Site to Electricity House server Room +
ODF
500 Meters
31 19 Two Huawei NE 40 SFP, Single Mode, Long-range
10KMS, 10g or 40g for GDC 10G connectivity
2
32 20 Co-location and commissioning existing OSN3000
OLA equipment from TKL rooms to KPLC sub-
station rooms in Sultan Hamud and Mtito Andei
sites. All accessories such fiber patch codes LC and
FC connectors be provided.
1
33 21 Civil works for KPLC Electricity house Fiber
Connection 500 Meters to Treasury POP for
integration to KPLC infrastructure
500 Meters
fiber 24 core
fiber +
trenching IF
existing ducts
unavailable
and ODF
termination
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TEAMS Network Integration Phase1 (From TEAMS to Mombasa NOFBI—Nairobi NOFBI—Nairobi
GCCN
TECHNICAL SPECIFICATIONS
(Original brochures detailing technical specifications to be attached)
1.1 General
1.1.1 These specifications describe the requirements for goods. Tenderers are requested to submit with their
offers the detailed specifications, drawings, catalogues, e.g. for the products they intend to supply
1.1.2 Tenderers must indicate on the specifications sheets whether the equipment offered comply with each
specified requirement.
1.1.3 All the dimensions and capacities of the equipment to be supplied shall not be less than those required
in these specifications shall. Deviations from the basic requirements, if any shall be explained in detail
in writing with the offer, with supporting data such as calculation sheets, etc. The Ministry of information,
Communication and Technology reserves the right to reject the products, if such deviations shall be found
critical to the use and operation of the products.
1.1.4 The tenderers are requested to present information along with their offers as follows:
(i) Shortest possible delivery period of each product
(ii) Information on proper representative and/or workshop for back-up service/repair and maintenance
including their names and addresses.
1) 5-Port 10GBase LAN/WAN-SFP+ Integrated Line Processing Unit
Minimum requirements Compliance
1 Line-Rate capability
Provides five 10GE interfaces for line-rate transmitting
and receiving.
Supports 50G line-rate processing.
2 Reliability and availability
Hot swappable
3 Optical type supported
10Gbps SFP+ optical module
10Gbps SFP+ CWDM optical module
10Gbps SFP+ BIDI optical module
10Gbps SFP+ DWDM optical module
1Gbps electrical module
1.25Gbps eSFP optical module
1.25Gbps eSFP CWDM optical module
1.25Gbps eSFP BIDI optical module
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4 Working mode
Full-duplex
5 Compliant standard
IEEE 802.3
6 Frame format
Ethernet_II, Ethernet_SAP and Ethernet_SNAP
7 Support Service. The system must come with 1 year software
and hardware support service. Support HQoS.
2) 48-Port 100/1000Base-X-SFP Integrated Line Processing Unit
Minimum requirements Compliance
1 Line-Rate capability
Provides 48 GE interfaces for line-rate transmitting
and receiving.
2 Reliability and availability
Hot swappable
3 Optical type supported
155Mbps eSFP optical module
155Mbps eSFP BIDI optical module
1Gbps electrical module
1.25Gbps eSFP optical module
1.25Gbps eSFP CWDM optical module
1.25Gbps eSFP BIDI optical module
125M~2.67Gbps eSFP DWDM optical module
4 Working mode
Full-duplex
5 Compliant standard
IEEE 802.3
6 Frame format
Ethernet_II, Ethernet_SAP and Ethernet_SNAP
7 Support Service
The system must come with 1-year software and hardware
support service.
Support HQoS
Support L3VPN
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3) Service Router with 2-Port 100GBase Card or 10GBase Card
Minimum requirements Compliance
1 Basic Requirement
The proposed router shall adopt distributed forwarding
architecture, should be fully configured with main
control board, redundancy power modular, redundancy
FAN tray, so as to avoid any performance bottle neck
and reliability issue.
The full duplex switching capacity is at least over 4
Tbit/s and the forwarding performance is over
900Mpps
the Core Router Chassis Number of Slots for services
card (at least) >=14, Height (Rack Unit) <=5U.
The proposed router shall support board capability up
to 200Gbit/s
2 Interfaces
The proposed router shall support interfaces of 100GE
optical, 40GE optical, 10GE/1GE optical, Non-
blocking line rate on all ports
3 IPv4 Routing Protocol
The proposed router shall support 3M OSPF route
table numbers, 3M IS-IS route table numbers, 25M
BGP route table numbers.
4 IPv6 Routing Protocol
The proposed router shall support 2M OSPFV3 route
table numbers, 500K ISISV6 route table numbers,
10M BGPV6 route table numbers. The proposed router
shall support at least 4k IPV6 BGP neighbors
The proposed router shall support IPv6 IS-IS FRR
The proposed router shall support IPv6 SLA.
The proposed router shall support IPv6 FRR.
5 MPLS
The proposed router shall support MPLS/BGP VPN
and use IS-IS as PE-CE routing protocol.
The proposed router shall support LDP Extension for
Inter-Area Label Switched Paths (LSPs) RFC5283.
6 VPN
Support L3VPN, L2VPN, including VLL VPLS
The proposed router shall support 128K LDP LSP and
16K TE LSP.
7 Clock synchronization
Synchronous Ethernet and IEEE 1588v2, ACR.
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8 QoS
Support 5-level H-QoS, provide the original official
public website to prove.
9 Protocol
The proposed router shall support hardware BFD. And
when BFD session more than 100, detection time
should not be affected, each BFD hello package should
be within 3.3ms.
The proposed router shall support NSR for OSPF,
ISIS, BGP, LDP, TE, PIM
The proposed router shall support end-to-end fault
convergence time 200ms.
10 Value-Add-Services
Netstream Supported, Netstream item≥ (1M original
flows + 512K aggregated flows)
11 SDN
Support WAN Traffic Optimization
Support VxLAN
12 OAM
The proposed router should support IP Network
quality measurement mechanisms based on reality IP
traffic.
13 Support Service
The system must come with 1-year software and
hardware support service. Proof of manufacturers
support for this is required.
4) DWDM/OTN System with 100G Service Bandwidth
Minimum requirements Compliance
1 The required system support OTN and comply with ITU-T
G.709 standard.
2 To employ fiber resources efficiently, the OTN system must
have a cross-connect architecture in which services such as VC,
ODU and PKT can be framed universally and adjusted on
bandwidth demand.
3 All of the service boards in the electrical sub-rack of OTN shall
be pluggable into any service slots and the quantity of the
service slots shall not be less than 14.
4 The System proposed should be able to perform encryption of
traffic at the Optical Layer.
5 The offered system shall have the facility to perform port loops
for trouble shooting the links.
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6 The system should provide aggregation and switching
functionalities of ODU / OTU according to the ITU-T G.709
structure, between all optical channels and client interfaces
running on the shelf system.
7 Considering type and capacity of service, the electrical cross-
connection specification should at the minimum meet the
following:
a. ODUk (k=0,1,2,2e,3,4,flex) crossing - Switching capacity
beyond 10 Tbit/s;
b. Ethernet packet crossing -Switching capacity beyond
1.5Tbit/s;
c. VC-4 crossing -Switching capacity beyond 1Tbit/s;
d.VC-3/VC-12 crossing -Switching capacity beyond 70Gbit/s;
e. All the above services can be mixed and transported in one
wavelength.
8 The proposed system shall provide various ways of clock
synchronization such as 1588v2, Ethernet synchronization and
SDH clock synchronization. All the three kinds of clock
synchronizations shall be in accordance with different
scenarios in both fixed and mobile backhaul which require
different levels of accuracies.
9 The proposed system comply with standard G.8273.2 and
G.8275.1.
10 The proposed system shall support at least 96 optical channels
(lambdas) capability in accordance with ITU-T
G.694.1standard.
11 The proposed system shall support reconfiguration services
provisioned over the transport network remotely in the situation
of wavelength and direction changes.
12 The proposed system can support line rates up to 400Gbps per
lambdas.
13 The proposed system should be able to support hybrid
transmission of 10G, 100G and 200G services in the same fiber.
14 The proposed system shall support hybrid transmission of the
coherent wavelength and the incoherent wavelength in the
same fiber.
15 The proposed service cards (10G/100G) should occupy only
one slot.
16 The proposed system support hybrid optical amplifier boards.
For coherent transmission systems to further improve the
system performance. Compared with common Optical
Amplifier boards, the hybrid optical amplifier board has a
smaller noise figure which shall be less than 0.5dB and provide
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for longer transmission distance, which substantially reduces
the number of electrical regenerators.
17 The bidder shall provide self-designed 100G/200G/400G
optical modules, Digital Signal Processor, Algorithms solution.
18 The system shall support an Optical Supervisory Channel
(OSC) to guarantee management of OTMs, OADMs and
OLAs.
19 The OSC shall carry control, configuration and request
messages from the Network Management System to the nodes
and deliver alarms, event and response messages from the
nodes back to the NMS.
20 The offered system shall support an out of band optical
supervisory channel (OSC) at 1510/1310nm and/or
1511/1491nm that is inserted and extracted at each node.
21 The offered System shall provide optical channel, card and
equipment protection mechanisms to ensure high reliability as
required by various applications.
22 The proposed equipment shall support OTN ASON to against
multi times failure, and the bidder shall submit at least 10
overseas OTN ASON-based DWDM network reference cases.
23 The proposed equipment should support embedded OTDR
monitoring function for line fiber broken point, fiber loss and
etc.
24 The proposed system supports built-in spectrum analyzer and
views performance on the NMS without affecting the services.
5) LDX 2x10Gbit/s Wavelength Conversion Board
Minimum requirements Compliance
1 Support 2 x 10G tributary service processing board
2 Converts signals as follows:
2 x 10GE LAN/10GE WAN/STM-64/OC-192/OTU2 <-> 2
x OTU2; 2 x 10GE LAN/OTU2e <-> 2 x OTU2e
3 Client-side service type support 10GE LAN/10GE WAN/
STM-64/OC-192/ OTU2/OTU2e
4 Supports the OTN frame format and overhead processing
by referring to the ITU-T G.709.
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5 Supports ITU-T G.694.1-compliant DWDM specifications.
6 Supports the PM and TCM function, and PM and TCM non-
intrusive monitoring functions for ODU2.
7 Supports client 1+1 protection.
8 Supports intra-board 1+1 protection (when working with the
OLP/DCP/QCP board).
9 The card support loopback for WDM side and Client side
10 Protocols or standards for transparent transmission:
IEEE 802.3ae, ITU-T G.707, ITU-T G.782,ITU-T G.783
GR-253-CORE Synchronous Optical Network (SONET)
Transport Systems: Common Generic
11 Protocols or standards for service processing:
ITU-T G.805, ITU-T G.806, ITU-T G.709, ITU-T G.872,
ITU-T G.7710, ITU-T G.798, ITU-T G.874, ITU-T M.3100,
ITU-T G.874.1, ITU-T G.875, ITU-T G.808.1, ITU-T
G.841,ITU-T G.8201, ITU-T G.694.1
12 The Client-Side Pluggable Optical Module support following
type:
10 Gbit/s Multirate-10 km-XFP
10 Gbit/s Multirate-40 km-XFP
10 Gbit/s Multirate-80 km-XFP
10 Gbit/s Single Rate -0.3 km-XFP
13 Support Service
The system must come with 1-year software and hardware
support service.
6) Network Management System License Expansion for NOFBI Network
Minimum requirements Compliance
1 Provide network management system license as required for
NOFBI network
2 The Network Management System is designed to efficiently and
uniformly manage transport layer and IP equipment at both the
network element (NE) level and the network level.
The proposed network management system shall be integrated
to the existing NOFBI network management system as a unified
management. Or the proposed network management system can
be fully used as a replacement for the NOFBI network
management system to uniformly manage transmission and IP
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equipment, but the migration must be smooth and does not affect
the services.
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SCHEMATIC DESIGN DRAWINGS
FIG 1. TEAMS Network Integration with 100G/10G Service Expansion (From TEAMS to
Mombasa—Konza—Nairobi—GCCN)
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FIG 2. Redundancy for 100G link Between Mombasa and Konza through NOFBI
5.10 Training, Completion and Commissioning
5.10.1 The bidder shall be expected to provide local training for at least five technical (5) officers
for a period of not less than 1 week
5.10.2 The bidder shall provide a training proposal and materials including the curriculum and a
training timetable
5.10.3 Upon installation and completion; the bidder must carry out tests and record the test results
in two soft copies (USBs) showing cable types and components used. All components must
be tested after which a Completion Certificate shall be issued. The test should state the
following:
Number of outlets
Type of cables used
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Date completed
Type of Warranty certificates specifying start and expiry dates
Connectivity and bandwidth tests
In addition, an "as-built" package must be submitted with the following information
Updated floor plans
Wire/cable routing schematic
Facility assignment records
Horizontal cable test results and summaries
Fiber Backbone test results and summaries
5.11 Documentation
The bidder shall avail two hard copy documentation books to the client’s detailing the layout, the
devices used and all the components used in the system which must include all information for future
references and maintenance purposes to be used by technicians who will be manning the network
service workmanship. In particular, the documentation must be structured to contain the following:
a. Synopsis of the cabling (primary and secondary)
b. Charts for distribution and highlights showing details of the components installed
c. A detailed map of socket layouts in Soft copies on CD-ROMs should be availed
5.11 Schedule of Works
a. It is expected that the Supply, Installation, Testing and Commissioning of the network
infrastructures shall be completed no later than 90 days following the signing of the Contract.
The Contractor shall construct and install the Works in accordance with the Contract
documents. The Works may commence on the Start Date and shall be carried out in
accordance with the Program submitted by the Contractor, as updated with the approval of
the Procuring Entity’s Representative, and complete them by the Intended Completion Date.
b. Within seven days after Site possession date, the bidder shall submit to the Procuring Entity’s
Representative for approval a program showing the general methods, arrangements, order and
timing for all the activities in the Works. Bidders shall be required to submit phased schedules
46 | P a g e
of their works showing critical activities proceeding with minimal interruptions. The Bidder
is expected to adhere to these schedules with minimal variations as may be agreed with the
client’s to ensure continuity of critical operations.
c. The Bidder shall guarantee Installation completions and the Commissioning of completed
works within the specified period agreed as indicated in the schedule. Upon deciding that the
Work is complete the Contractor shall request the Procuring Entity’s Representative to issue
a Certificate of Completion of the Works, upon deciding that the Work is completed. The
Procuring Entity shall take over the Site and the Works within seven days of the Procuring
Entity’s Representative issuing a Certificate of Completion. If the Bidder fails to adhere to
his schedule of works to complete installations and commission the completed works within
the specified period, the Bidder may be required to pay liquidation damages to the client.
5.12 Damage to existing equipment
Damages attributable to the Bidder or the Bidder's agents and/or assignees to any of the
existing equipment or systems will be repaired or replaced by the client at the expense of the
bidder as specified in the bid document. The costs associated with such repairs and/or
replacements shall be borne by the Bidder fully on a cost-plus basis.
5.13 Bidder’s Responsibilities
The bidder shall do the work with due care and diligence and in accordance with the
contractual agreement terms as signed in the contract and in strict adherence to best industry
practices.
5.14 Warranty and Support
a. The Bidder shall be required to give a warranty of fifteen (15) years for structured cabling
infrastructure. The Bidder shall warrant that all the work installations and equipment are free
from defects and if any defect is discovered; then the Bidder shall take immediate action to
replace the damaged device as required during the warranty period.
b. The Bidder shall be required to give a warranty of three (3) years for all active devices
c. The support period for the entire infrastructure shall be one (1) year warranty
47 | P a g e
5.15 Acceptance
The client’s acceptance will be based on visual inspection and satisfaction of the works done
during installation, cable route layouts, trunking made, connections made, hardware and
other works done well within the project period as well as the technical tests carried out to
ensure that they fully passed after project completion. Acceptance will only be sanctioned
after all technical tests have been ascertained to be in order, true and in visual control certified
by the technical team on the works done by the bidder in strict compliance with the
contractual terms.
5.16 Technical Bid
Bidders shall submit offers that comply with the requirements of the bidding documents that
include the basic technical design as indicated in the Drawings and Specifications. Bidders
wishing to offer technical alternatives to bidding document requirements must submit bids
that comply with bidding requirements, which include basic technical designs, drawings and
Specifications.
In addition to submitting the basic bid, the bidder shall provide all information necessary to
complete evaluation alternatives that include technical specifications, breakdown of prices,
proposed installation methods and other relevant details. Only bidders with technical
alternatives with best solutions conforming with basic technical requirements shall be
considered.
The Ministry of Information and Communication Technology reserves the right to accept or
reject any variation, deviation or alternative technical proposal. Variations, deviations and
alternative technical proposals in excess of the needed requirements of the bid documents
resulting in unsolicited benefits to the Ministry of Information and Communication
Technology will not be considered in bid evaluations.
The technical proposal must contain the following:
(A) Details of technical specifications and performance characteristics of items and
components to be supplied
(B) All materials and other supplies incorporated in the work installations must be
48 | P a g e
new, unused and of most recent or current models. This should incorporate all
recent improvements in design and materials.
(C) The bidder’s proposed methodology and implementation must include a draft
implementation schedule in form of a bar chart.
(D) The detailed layout work diagrams for proposed solutions
(E) Details of experience and past performance of the bidder on similar works done
within the past five (5) years detailing the works and other contractual
commitments.
(F) Qualifications and experience of key personnel proposed for administration and
execution of the contract, both on and off site.
(G) Form A-2 and Form B-2 must be completed.
(H) Additional information deemed appropriate may be provided.
5.17 Price Schedule
The Price Schedule should be provided in the format shown in the Appendix and must
include:
i) Form A -1 Internal Block cabling showing net disaggregated costs for each site block
offices.
ii) Form B –1 Backbone Cabling showing net disaggregated costs for each site building
block
iii) Form C - Summary of Costs for each block offices and for the entire work
iv) The Price Schedule must clearly indicate the total bid cost, inclusive of taxes for the
complete supply, installation, testing and commissioning of the Structured Network
cabling.
v) Current Financial statements and cash flow for three years not later than 2015.
All prices should be quoted in Kenya shillings.
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SECTION VII PRICE SCHEDULES OF SERVICES
FORM A –
_______________________
[Signature of bidder and date]
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___________
[Signature of bidder and date]
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FORM B –
_______________________
[Signature of bidder and date]
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_______________________
[Signature of bidder and date]
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FORM C – SUMMARY OF COSTS
_______________________
[Signature of bidder and date]
Prices to be inclusive of all taxes
Signature of tenderer ________________________________________________
Note: In case of discrepancy between unit price and total, the unit price shall prevail.
TOTAL SUPPLY, INSTALLATION AND COMMISSIONING
MISC (E.G. TAX, DISCOUNTS)
NET TOTAL
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SECTION VII STANDARD FORMS
FORM OF TENDER
To: [Name and address of the PE]
Date: [insert date (as day, month and year)]
Tender No.: [insert number of Tendering process]
Item Description: [insert description of Items]
Sir/Madam,
Having examined the Tender documents including Addenda Nos. [insert addenda numbers], the
receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver
[description of Goods and services] in conformity with the said Tender documents for the sum of
[total Tender amount in words and figures] or such other sums as may be ascertained in accordance
with the Schedule of Prices attached herewith and made part of this Tender.
We undertake, if our Tender is accepted, to deliver the Goods in accordance with the delivery
schedule specified in the Schedule of Requirements.
If our Tender is accepted, we undertake to provide a performance security in the form, in the
amounts, and within the times specified in the Tender documents.
We agree to abide by this Tender for the Tender validity period specified in Clause 2.13.1 of the
ITT, and it shall remain binding upon us and may be accepted at any time before the expiration of
that period.
We are not participating, as Tenderers, in more than one Tender in this Tendering process.
Our firm, its affiliates or subsidiaries – including any subcontractors or suppliers for any part of
the contract – has not been declared ineligible by the Government of Kenya under Kenyan laws.
Until a formal Contract is prepared and executed, this Tender, together with your written
acceptance thereof and your notification of award, shall constitute a binding Contract between us.
We understand that you are not bound to accept the lowest or any Tender you may receive. We certify/confirm that we comply with the eligibility requirements as per ITT Clause 2.1.1 of the Tender
documents
Dated this ________________ day of ________________ 20______.
(Name)
_________________ __________________________
[signature] [in the capacity of]
Duly authorized to sign Tender for and on behalf of ______________________________
56 | P a g e
REPUBLIC OF KENYA
CONFIDENTIAL BUSINESS QUESTIONNAIRE
You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business. You are advised that it is a serious offence to give false information on this form
Part I- General: Business Name ……………………………………………………………………………………..
Location of business premises………………………………………………………….……………
Plot No. …………………………………….………. Street/Road…………………………..….…..
Postal Address……………………………………………..………….Tel. No………………...…...
Nature of business……………………………………………………………………………………
Current Trade Licence No………………………………….…………Expiring date………..……..
Maximum value of business which you can handle at any one time: ……………………………. Name of your bankers…………………………………………………Branch ………………..……
Part 2 (a) – Sole Proprietor
Your name in full……………………………………….…………….Age………….…….
Nationality………………………………Country of origin……………………………….
*Citizenship details…………………………………………………….……………….….
Part 2 (b) Partnership
Given details of partners as follows:
Name Nationality Citizenship Details Shares
………………………………………………………………………………………….
………………………………………………………………………………………….
………………………………………………………………………………………….
…………………………………………………………………………………………..
Part 2 ( c) – Registered Company:
Private or Public…………………………………………………………………………….
State the nominal and issued capital of company-
Nominal K£………………………………..
Issued K£…………………………………..
Given details of all directors as follows:-
Name Nationality Citizenship Details Shares
1. 1. …………………………………………………………………………………………
2. …………………………………………………………………………………………
3. ………………………………………………………………………………………… 4. ………………………………………………………………………………………… 5. ………………………………………………………………………………………….
Date ………………………………………………..….Signature of Candidate……………………….
*if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration.
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TENDER SECURITY (BANK GUARANTEE) Bank Letterhead
Whereas ………………………………………. [name of the tenderer] (hereinafter called “the tenderer”) has submitted its tender dated …………. [date of submission of tender] for the supply, installation and commissioning of …………………… [name and/or description of the
equipment](hereinafter called “the Tender”) ……………………………….KNOW ALL PEOPLE by these presents that WE ……………………… of ………………………. having our registered office at ………………… (hereinafter called “the Bank/Insurance Company”), are bound unto …………….. [name of Procuring entity} (hereinafter called “the Procuring entity”) in the sum of …………………….. for which payment well and truly to be made to the said Procuring entity, the Bank/Insurance Company binds itself, its successors, and assigns by these presents.
Sealed with the Common Seal of the said Bank/Insurance Company this day of 20 .
THE CONDITIONS of this obligation are:-
1. If the tenderer withdraws its Tender during the period of tender validity specified by the
tenderer on the Tender Form; or 2. If the tenderer, having been notified of the acceptance of its Tender by the Procuring entity
during the period of tender validity:
(a) fails or refuses to execute the Contract Form, if required; or (b) fails or refuses to furnish the performance security in accordance with the
Instructions to tenderers;
We undertake to pay to the Procuring entity up to the above amount upon receipt of its first written demand, without the Procuring entity having to substantiate its demand, provided that in its demand the Procuring Entity will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.
This tender guarantee will remain in force up to and including thirty (30) days after the period of tender validity, and any demand in respect thereof should reach the Bank not later than the above date.
[signature of the authorized representative of the bank/insurance company]…………….. Seal …………………………………..____________________________
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PERFORMANCE SECURITY FORM
To: ……………………………………………………………………………………………..
[name of the Procuring entity]
WHEREAS……………………………….[name of tenderer]
(hereinafter called “the tenderer”) has undertaken, in pursuance of Contract
No.___________[reference number of the contract] dated _______________20______to
supply……………………………………………………………………………………..
[Description services](Hereinafter called “the contract”)
AND WHEREAS it bas been stipulated by you in the said Contract that the tenderer shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Tenderer’s performance obligations in accordance with the Contract.
AND WHEREAS we have agreed to give the tenderer a guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the tenderer, up to a total of ……………………………………………………. [amount of the guarantee in words and figures],
and we undertake to pay you, upon your first written demand declaring the tenderer to be in default under the Contract and without cavil or argument, any sum or sums within the limits of ……………………….. [amount of guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.
This guarantee is valid until the _____ day of 20
__________________________________________________________________
Signature and seal of the Guarantors
____________________________________________________________________ [name of bank or financial institution]
____________________________________________________________________
[address]
______________________________________________________________________
[date] (Amend accordingly if provided by Insurance Company)
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MANUFACTURERS AUTHORIZATION FORM
To [name of the Procuring entity] ………………………………..
WHEREAS …………………………………………………………………
[Name of the principal] who are established and reputation dealers in ………………………… [Type of business] having registered offices at …………… …………………………………. [Address of principal] do hereby authorizing …………………………………………… [Name and address of tenderer] to submit a tender, [reference of the tender] for the stated (particulars of tender).
We hereby extend our full guarantee and warranty as per the General Conditions of Contract for the services to be provided against this Invitation for Tenders.
[Signature for and on behalf of the principal]
Note: This letter of authority should be on the letterhead of the principal and should be signed
by a competent person.
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LETTER OF NOTIFICATION OF AWARD
Address of Procuring Entity _____________________ _____________________
To:
RE: Tender No.
Tender Name This is to notify that the contract/s stated below under the above mentioned tender have been awarded to you.
1. Please acknowledge receipt of this letter of notification signifying your acceptance.
2. The contract/contracts shall be signed by the parties within 30 days of the date of this letter but not earlier
than 14 days from the date of the letter.
3. You may contact the officer(s) whose particulars appear below on the subject matter of this letter of
notification of award.
(FULL PARTICULARS)
SIGNED FOR ACCOUNTING OFFICER
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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 the…day 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
No……Tel. 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 an 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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SITE SURVEY (NOT MANDATORY)
Bidders will be required to undertake a MANDATORY WAN site survey to understand the requirement and familiarize with
the environment and acquire all the necessary information for proper design of the solution before quoting. A certificate of site
visit will be issued.
Any bid that fails to attach the site survey certificate will be considered Non-Responsive. The site surveys shall be conducted during the 1st seven days from the day of tender opening through the guidance of the Head of ICT. Bidders are encouraged to make arrangements to visit the Building to verify information for themselves and to ascertain distances and pathways and to identify and/or propose alternative and cost-effective cable routes. In particular, the surveys should identify where to put metal trunking to avoid disrupting activities during implementation SURVEY FORM
Company Name…………………………………………. Site Name……………………………………………….
Name Signature Date
Company Representative
Client’s Representative
Remarks
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SELF DECLARATION FORM SD1
SELF DECLARATION THAT THE PERSON/TENDERER IS NOT DEBARRED IN THE MATTER OF THE PUBLIC
PROCUREMENT AND ASSET DISPOSAL ACT 2015.
I, .......………………………............................…...............................................................…..(Full name) of P. O. Box
………………………................................................................... being a resident of ………………………………......….......................
in the Republic of ..................................... do hereby make a statement as follows: -
1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of
………......................………………………………....................................... (insert name of the Company) who is a Bidder in respect of
Tender No. .................…………………............................... for ……………………...........................................................................
(insert tender title/description) for ……………………................................................................( insert name of the Procuring entity) and
duly authorized and competent to make this statement.
2. THAT the aforesaid Bidder, its Directors and subcontractors have not been debarred from participating in procurement proceeding
under Part IV of the Act.
3. THAT what is deponed to hereinabove is true to the best of my knowledge, information and belief.
……………………… …………….......................... ………………………..............
(Title) (Signature) (Date)
Bidder's Official Stamp
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SELF DECLARATION FORM SD2
SELF DECLARATION THAT THE PERSON/TENDERER WILL NOT ENGAGE IN ANY CORRUPT OR FRAUDULENT
PRACTICE
I, .......………………………............................…...............................................................…..(Full name) of P. O. Box
………………………................................................................... being a resident of ………………………………......….......................
in the Republic of ..................................... do hereby make a statement as follows: -
1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of
………......................………………………………....................................... (insert name of the Company) who is a Bidder in respect of
Tender No. .................…………………............................... for ……………………...........................................................................
(insert tender title/description) for ……………………................................................................( insert name of the Procuring entity) and
duly authorized and competent to make this statement.
2. THAT the aforesaid Bidder, its servants and/or agents /subcontractors will not engage in any corrupt or fraudulent practice and has
not been requested to pay any inducement to any member of the Board, Management, Staff and/or employees and/or agents of
……………………................................................................ ( insert name of the Procuring entity) which is the procuring entity.
3. THAT the aforesaid Bidder, its servants and/or agents /subcontractors have not offered any inducement to any member of the Board,
Management, Staff and/or employees and/or agents of ……………………............................................................(name of the procuring
entity)
4. THAT the aforesaid Bidder will not engage /has not engaged in any collusive practice with other bidders participating in the subject
tender
5. THAT what is deponed to hereinabove is true to the best of my knowledge information and belief.
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………………………… …………….............................. ……………..…………..............
(Title) (Signature) (Date)
Bidder's Official Stamp
TENDER SECURITY FORM
(TENDER SECURING DECLARATION FORM (YOUTH, WOMEN AND PEOPLE LIVING WITH
DISABILITIES)
To:
WHEREAS ………………………………………………….... (Hereinafter called the Tenderer) has submitted its Tender dated
………….……..............for the provision of ……………….................................................................. to -------------------------------------
--tender no. ………………......................................................
WE THE UNDERSIGNED, DECLARE THAT: -
1. We understand that, according to your conditions, bids must be supported by a Tender Securing Declaration.
2. We accept that we will be automatically suspended from being eligible for bidding in any contract with you for a period of 5 years
starting from date of letter of offer, if we are in breach of our obligations under the tender conditions, because we –
a) Have withdrawn our bid during the period of tender validity, or,
b) Having been notified of the acceptance of our bid by you during the period of tender validity –
i. Fail or refuse to sign the contract when required, or
ii. Fail or refuse to furnish the Performance Security in accordance with the Instructions to Tenderers.
3. We understand that this Tender Securing Declaration shall expire if we are not the successful bidder, upon either of the following: -
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a) Our receipt of a copy of your notification of the name of the successful bidder,
b) Twenty-eight (28) days after the expiry of our Tender.
4. We understand that if we are a Joint Venture, the Tender Securing Declaration must be in the name of the Joint Venture that submits
the bid, and the Joint Venture has not been legally constituted at the time of bidding, the Tender Securing Declaration shall be in the
names of all future partners as named in the letter of intent.
DATED AT -------------------- THIS--------------------------DAY OF ……………………………...
Yours sincerely,
Name of Tenderer
______________________________________________________________
Signature of duly authorized person signing the Tender
______________________________________________________________
Name and Capacity of duly authorized person signing the Tender
_______________________________________________________________
Stamp or Seal of Tenderer