rfp_for_government_shared_services_09_october_20091.doc

7/29/2019 RFP_for_Government_Shared_Services_09_October_20091.doc

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Kenya Transparency& Communications

Infrastructure Project

REQUEST FOR PROPOSALS

KICTB/KTCIP/RFP/05/2009-2010

CONSULTANCY SERVICES FOR THEDEVELOPMENT OF A MASTER

PLAN FOR THE GOVERNMENT OFKENYA IT SHARED SERVICES

OCTOBER 2009

Submission date: 12th November, 2009

at 10:00 am East African Time


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Contents

Section 1. Letter of Invitation ........................................................ 5

Section 2. Instructions to Consultants ........................................... 7

Section 3. Technical Proposal - Standard Forms ......................... 29

Section 4. Financial Proposal - Standard Forms .......................... 41

Section 5. Terms of Reference .................................................... 48

Section 6. Standard Forms of Contract ....................................... 49


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REQUEST FOR PROPOSALS

RFP No: KICTB/KTCIP/RFP/05/2009-2010

Country: KENYA

Project Name: KENYA TRANSPARENCY &COMMUNICATIONINFRASTRUCTURE PROJECT

Loan: 4284-KE

Title: DEVELOPMENT OF A MASTER PLAN FORTHE GOVERNMENT OF KENYA ITSHAREDSERVICES

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Section 1. Letter of Invit a tion

Kenya Information & Communications Technology Board12th Floor Teleposta Towers, Koinange Lane

P.O. Box 27150 - 00100

N A IR OB I

Date: 9th October 2009

Dear Sir/ Madam,

1.The Government of Kenya has received financing from the InternationalDevelopment Association (IDA) (hereinafter referred to as the loan)

toward the cost of Transparency & Communications Infrastructure Project

(TCIP). TCIP will be implemented by the Ministry of Information and

Communications through the Kenya Information, Communications and

Technology Board (KICTB). The Kenya ICT Board therefore intends to apply

a portion of the funds to eligible payments under the contract for which this

Request for Proposals is issued.

The KICTB now invites proposals to provide the following consulting services:

Development of a Master Plan for the Government of Kenya IT Shared Services

2. More details on the services are provided in the Terms of Reference.3.The RFP has been addressed to the following short-listed consultants who

were considered technically responsive:-1. Accenture2. Ernest & Young3. Atos Consulting4. Thrupoint5. DCDM Advisory Services Ltd6. Deloitte Consulting Ltd

It is not permissible to transfer this invitation to any other firm.

4. A firm will be selected under Quality and Cost-based Selection (QCBS)and procedures described in this RFP, in accordance with the policies ofthe International Development Association (IDA) detailed in the

Guidelines Selection and Employment of Consultants by World Bank

Borrowers which can be found at the following website:

w w w.worldbank .o r g / p r o c u r e.

5. The RFP includes the following documents:Section 1 - Letter of Invitation

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Section 2 Instructions to consultants (including Data Sheet)Section 3 - Technical proposal - standard formsSection 4 Financial proposal - standard formsSection 5 - Terms of referenceSection 6 Standard Forms of Contract

6. Please inform us in writing at the above address upon receipt:-(a)That you received the letter of invitation: and(b) Whether you are interested in proceeding with bidding for the

consultancy.

7. There will be a pre-bidders conference on 28th October 2009.Yours sincerely,

Victor Kyalo,

Deputy CEO/KTCIP Programme ManagerKenya ICT Board.

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(a) Bank means the International Bank for Reconstructionand Development, Washington, D.C., U.S.A., or theInternational Development Association, Washington,D.C., U.S.A.

(b) Client means the agency with which the selectedConsultant signs the Contract for the Services.

(c) Consultant means any entity or person that may provideor provides the Services to the Client under the Contract.

(d) Contract means the Contract signed by the Parties andall the attached documents listed in its Clause 1, that is,

the General Conditions (GC), the Special Conditions(SC), and the Appendices.

(e) Data Sheet means such part of the Instructions toConsultants used to reflect specific country andassignment conditions.

(f) Day means calendar day.

(g) Government means the government of the Clientscountry.

(h) Instructions to Consultants (Section 2 of the RFP) means

the document which provides shortlisted Consultantswith all information needed to prepare their Proposals.

(i) LOI (Section 1 of the RFP) means the Letter of Invitationbeing sent by the Client to the shortlisted Consultants.

(j) Personnel means professionals and support staffprovided by the Consultant or by any Sub-Consultantand assigned to perform the Services or any part thereof;Foreign Personnel means such professionals andsupport staff who at the time of being so provided had

their domicile outside the Governments country; LocalPersonnel means such professionals and support staffwho at the time of being so provided had their domicileinside the Governments country.

(k) Proposal means the Technical Proposal and theFinancial Proposal.

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(l) RFP means the Request For Proposal to be prepared bythe Client for the selection of Consultants, based on theSRFP.

(m) SRFP means the Standard Request for Proposals, whichmust be used by the Client as a guide for the preparationof the RFP.

(n) Services means the work to be performed by theConsultant pursuant to the Contract.

(o) Sub-Consultant means any person or entity with whomthe Consultant subcontracts any part of the Services.

(p) Terms of Reference (TOR) means the documentincluded in the RFP as Section 5 which explains theobjectives, scope of work, activities, tasks to beperformed, respective responsibilities of the Client andthe Consultant, and expected results and deliverables ofthe assignment.

1.1 The Client named in the Data Sheet will select a consultingfirm/organization (the Consultant) from those listed inthe Letter of Invitation, in accordance with the method ofselection specified in the Data Sheet.

1.2 The shortlisted Consultants are invited to submit aTechnical Proposal and a Financial Proposal, or aTechnical Proposal only, as specified in the Data Sheet,

for consulting services required for the assignmentnamed in the Data Sheet. The Proposal will be the basisfor contract negotiations and ultimately for a signedContract with the selected Consultant.

1.3 Consultants should familiarize themselves with localconditions and take them into account in preparing theirProposals. To obtain first-hand information on theassignment and local conditions, Consultants areencouraged to visit the Client before submitting aproposal and to attend a pre-proposal conference if one

is specified in the Data Sheet. Attending the pre-proposal conference is optional. Consultants shouldcontact the Clients representative named in the DataSheet to arrange for their visit or to obtain additionalinformation on the pre-proposal conference. Consultantsshould ensure that these officials are advised of the visitin adequate time to allow them to make appropriate

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arrangements.

1.4 The Client will timely provide at no cost to the Consultantsthe inputs and facilities specified in the Data Sheet, assistthe firm in obtaining licenses and permits needed tocarry out the services, and make available requiredproject data and reports.

1.5 Consultants shall bear all costs associated with thepreparation and submission of their proposals andcontract negotiation.The Client is not bound to acceptany proposal, and reserves the right to annul theselection process at any time prior to Contract award,without thereby incurring any liability to the Consultants.

1.6 Bank policy requires that Consultants provideprofessional, objective, and impartial advice and at all

times hold the Clients interests paramount, strictly avoidconflicts with other assignments or their own corporateinterests and act without any consideration for futurework.

1.6.1 Without limitation on the generality of the foregoing,Consultants, and any of their affiliates, shall beconsidered to have a conflict of interest and shall not berecruited, under any of the circumstances set forthbelow:

(i) A firm that has been engaged by the Client to provide

goods, works or services other than consulting servicesfor a project, and any of its affiliates, shall be disqualifiedfrom providing consulting services related to thosegoods, works or services. Conversely, a firm hired toprovide consulting services for the preparation orimplementation of a project, and any of its affiliates, shallbe disqualified from subsequently providing goods orworks or services other than consulting servicesresulting from or directly related to the firms consultingservices for such preparation or implementation. For thepurpose of this paragraph, services other than consultingservices are defined as those leading to a measurablephysical output, for example surveys, exploratorydrilling, aerial photography, and satellite imagery.

(ii) A Consultant (including its Personnel and Sub-Consultants) or any of its affiliates shall not be hired forany assignment that, by its nature, may be in conflict wit

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another assignment of the Consultant to be executed forthe same or for another Client. For example, aConsultant hired to prepare engineering design for aninfrastructure project shall not be engaged to prepare anindependent environmental assessment for the same

project, and a Consultant assisting a Client in theprivatization of public assets shall not purchase, noradvise purchasers of, such assets. Similarly, a Consultanthired to prepare Terms of Reference for an assignmentshould not be hired for the assignment in question.

(iii) A Consultant (including its Personnel and Sub-Consultants) that has a business or family relationshipwith a member of the Clients staff who is directly orindirectly involved in any part of (i) the preparation ofthe Terms of Reference of the assignment, (ii) the

selection process for such assignment, or (iii)supervision of the Contract, may not be awarded aContract, unless the conflict stemming from thisrelationship has been resolved in a manner acceptableto the Bank throughout the selection process and theexecution of the Contract.

1.6.2 Consultants have an obligation to disclose any situationof actual or potential conflict that impacts their capacityto serve the best interest of their Client, or that mayreasonably be perceived as having this effect. Failure todisclose said situations may lead to the disqualification othe Consultant or the termination of its Contract.

1.6.3 No agency or current employees of the Client shall workas Consultants under their own ministries, departmentsor agencies. Recruiting former government employeesof the Client to work for their former ministries,departments or agencies is acceptable provided noconflict of interest exists. When the Consultant nominatesany government employee as Personnel in theirtechnical proposal, such Personnel must have writtencertification from their government or employer

confirming that they are on leave without pay from theirofficial position and allowed to work full-time outside oftheir previous official position. Such certification shall beprovided to the Client by the Consultant as part of histechnical proposal.

1.6.4 If a shortlisted Consultant could derive a competitive

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advantage from having provided consulting servicesrelated to the assignment in question, the Client shallmake available to all shortlisted Consultants togetherwith this RFP all information that would in that respectgive such Consultant any competitive advantage over

competing Consultants.

1.7 The Bank requires that all Borrowers (includingbeneficiaries of Bank loans), as well as Consultantsparticipating in Bank-financed projects adhere to thehighest ethical standards, both during the selectionprocess and throughout the execution of a contract. Inpursuance of this policy, the Bank:

(a) defines, for the purpose of this paragraph, the terms setforth below as follows:

(i) corrupt practice means the offering, giving, receiving,or soliciting, directly or indirectly, of anything of value toinfluence the action of a public official in the selectionprocess or in contract execution;

(ii) fraudulent practice means a misrepresentation oromission of facts in order to influence a selection processor the execution of a contract;

(iii) collusive practices means a scheme or arrangementbetween two or more consultants with or without theknowledge of the Borrower, designed to establish prices

at artificial, non-competitive levels;

(iv) coercive practices means harming or threatening toharm, directly or indirectly, persons or their property toinfluence their participation in a procurement process,or affect the execution of a contract.

(b) will reject a proposal for award if it determines that theConsultant recommended for award has, directly orthrough an agent, engaged in corrupt, fraudulent,collusive or coercive practices in competing for the

contract in question;(c) will cancel the portion of the loan allocated to a contract if

it determines at any time that representatives of theBorrower or of a beneficiary of the loan were engaged incorrupt, fraudulent, collusive or coercive practicesduring the selection process or the execution of the

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contract, without the Borrower having taken timely andappropriate action satisfactory to the Bank to remedy thesituation.

(d) will sanction a Consultant, including declaring theConsultant ineligible, either indefinitely or for a statedperiod of time, to be awarded a Bank-financed contract ifat any time determines that the Consultant has, directlyof through an agent, engaged in corrupt, fraudulent,collusive or coercive practices in competing for, or inexecuting, a Bank-financed contract; and

(e) will have the right to require that, in contracts financed bythe Bank, a provision be included requiring Consultantsto permit the Bank to inspect their accounts and recordsand other documents relating to the submission ofproposals and contract performance, and have them

audited by auditors appointed by the Bank.

1.8 Consultants, their Sub-Consultants, and their associatesshall not be under a declaration of ineligibility forcorrupt and fraudulent practices issued by the Bank inaccordance with the above para. 1.7. Furthermore, theConsultants shall be aware of the provisions on fraud andcorruption stated in the specific clauses in the GeneralConditions of Contract.

1.9 Consultants shall furnish information on commissions and

gratuities, if any, paid or to be paid to agents relating tothis proposal and during execution of the assignment ifthe Consultant is awarded the Contract, as requested inthe Financial Proposal submission form (Section 4).

1.10 Goods supplied and Consulting Services provided underthe Contract may originate from any country except if:

(i) as a matter of law or official regulation, the Borrowerscountry prohibits commercial relations with that country;or

(ii) by an act of compliance with a decision of the Unitednations Security Council taken under Chapter VII of theCharter of the United Nations, the Borrowers Countryprohibits any imports of goods from that country or anypayments to persons or entities in that country.

1.11 Shortlisted Consultants may only submit one proposal. If

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a Consultant submits or participates in more than oneproposal, such proposals shall be disqualified. However,this does not limit the participation of the same Sub-Consultant, including individual experts, to more thanone proposal.

1.12 The Data Sheet indicates how long ConsultantsProposals must remain valid after the submission date.During this period, Consultants shall maintain theavailability of Professional staff nominated in theProposal. The Client will make its best effort to completenegotiations within this period. Should the need arise,however, the Client may request Consultants to extendthe validity period of their proposals. Consultants whoagree to such extension shall confirm that they maintainthe availability of the Professional staff nominated in the

Proposal, or in their confirmation of extension of validityof the Proposal, Consultants could submit new staff inreplacement, who would be considered in the finalevaluation for contract award. Consultants who do notagree have the right to refuse to extend the validity oftheir Proposals.

1.13 In case a shortlisted Consultant intends to associate withConsultants who have not been shortlisted and/orindividual expert(s), such other Consultants and/orindividual expert(s) shall be subject to the eligibilitycriteria set forth in the Guidelines.

2.1 Consultants may request a clarification of any of the RFPdocuments up to the number of days indicated in theData Sheet before the proposal submission date. Anyrequest for clarification must be sent in writing, or bystandard electronic means to the Clients addressindicated in the Data Sheet.The Client will respond inwriting, or by standard electronic means and will sendwritten copies of the response (including an explanationof the query but without identifying the source of inquiry)to all Consultants. Should the Client deem it necessary to

amend the RFP as a result of a clarification, it shall do sofollowing the procedure under para. 2.2.

2.2 At any time before the submission of Proposals, the Clientmay amend the RFP by issuing an addendum in writingor by standard electronic means. The addendum shall besent to all Consultants and will be binding on them.

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Consultants shall acknowledge receipt of allamendments.To give Consultants reasonable time inwhich to take an amendment into account in theirProposals the Client may, if the amendment issubstantial, extend the deadline for the submission of

Proposals.

3.1 The Proposal (see para. 1.2), as well as all relatedcorrespondence exchanged by the Consultants and theClient, shall be written in the language (s) specified inthe Data Sheet.

3.2 In preparing their Proposal, Consultants are expected toexamine in detail the documents comprising the RFP.Material deficiencies in providing the informationrequested may result in rejection of a Proposal.

3.3 While preparing the Technical Proposal, Consultants mustgive particular attention to the following:

(a) If a shortlisted Consultant considers that it may enhanceits expertise for the assignment by associating with otherConsultants in a joint venture or sub-consultancy, it mayassociate with either (a) non-shortlisted Consultant(s), or(b) shortlisted Consultants if so indicated in the DataSheet. A shortlisted Consultant must first obtain theapproval of the Client if it wishes to enter into a jointventure with non-shortlisted or shortlisted Consultant(s).

In case of association with non-shortlisted Consultant(s),the shortlisted Consultant shall act as association leader.In case of a joint venture, all partners shall be jointly andseverally liable and shall indicate who will act as theleader of the joint venture.

(b) The estimated number of Professional staff-months or thebudget for executing the assignment shall be shown inthe Data Sheet, but not both. However, the Proposalshall be based on the number of Professional staff-months or budget estimated by the Consultants.

For fixed-budget-based assignments, the available budget isgiven in the Data Sheet, and the Financial Proposal shallnot exceed this budget, while the estimated number ofProfessional staff-months shall not be disclosed.

(c) Alternative professional staff shall not be proposed, andonly one curriculum vitae (CV) may be submitted for

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each position.

(d) Documents to be issued by the Consultants as part of thisassignment must be in the language(s) specified in theReference Paragraph 3.1 of the Data Sheet. If ReferenceParagraph 3.1 indicates two languages, the language inwhich the proposal of the successful Consultant will besubmitted shall govern for the purpose of interpretation.It is desirable that the firms Personnel have a workingknowledge of the Clients national language.

3.4 Depending on the nature of the assignment, Consultantsare required to submit a Full Technical Proposal (FTP),or a Simplified Technical Proposal (STP).The Data Sheetindicates the format of the Technical Proposal to besubmitted. Submission of the wrong type of TechnicalProposal will result in the Proposal being deemed non-

responsive.The Technical Proposal shall provide theinformation indicated in the following paras from (a) to(g) using the attached Standard Forms (Section 3).Paragraph (c) (ii) indicates the recommended number ofpages for the description of the approach, methodologyand work plan of the STP. A page is considered to be oneprinted side of A4 or letter size paper.

(a) (i) For the FTP only: a brief description of the Consultantsorganization and an outline of recent experience of theConsultants and, in the case of joint venture, for each

partner, on assignments of a similar nature is required inForm TECH-2 of Section 3. For each assignment, theoutline should indicate the names of Sub-Consultants/Professional staff who participated, duration of theassignment, contract amount, and Consultantsinvolvement. Information should be provided only forthose assignments for which the Consultant was legallycontracted by the client as a corporation or as one of themajor firms within a joint venture. Assignmentscompleted by individual Professional staff workingprivately or through other consulting firms cannot be

claimed as the experience of the Consultant, or that ofthe Consultants associates, but can be claimed by theProfessional staff themselves in their CVs. Consultantsshould be prepared to substantiate the claimedexperience if so requested by the Client.

(ii) For the STP the above information is not required

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and Form TECH-2 of Section 3 shall not be used.

(b) (i) For the FTP only: comments and suggestions on theTerms of Reference including workable suggestions thatcould improve the quality/ effectiveness of theassignment; and on requirements for counterpart staffand facilities including: administrative support, officespace, local transportation, equipment, data, etc. to beprovided by the Client (Form TECH-3 of Section 3).

(ii)For the STP Form TECH-3 of Section 3 shall not be used;the above comments and suggestions, if any, should beincorporated into the description of the approach andmethodology (refer to following sub-para. 3.4 (c) (ii)).

(c) (i) For the FTP, and STP: a description of the approach,methodology and work plan for performing the

assignment covering the following subjects: technicalapproach and methodology, work plan, and organizationand staffing schedule. Guidance on the content of thissection of the Technical Proposals is provided underForm TECH-4 of Section 3.The work plan should beconsistent with the Work Schedule (Form TECH-8 ofSection 3) which will show in the form of a bar chart thetiming proposed for each activity.

(ii)For the STP only: the description of the approach,methodology and work plan should normally consist of

10 pages, including charts, diagrams, and comments andsuggestions, if any, on Terms of Reference andcounterpart staff and facilities.

(d) The list of the proposed Professional staff team by area ofexpertise, the position that would be assigned to eachstaff team member, and their tasks (Form TECH-5 ofSection 3).

(e) Estimates of the staff input (staff-months of foreign andlocal professionals) needed to carry out the assignment(Form TECH-7 of Section 3). The staff-months input

should be indicated separately for home office and fieldactivities, and for foreign and local Professional staff.

(f) CVs of the Professional staff signed by the staffthemselves or by the authorized representative of theProfessional Staff (Form TECH-6 of Section 3).

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(g) For the FTP only: a detailed description of the proposedmethodology and staffing for training, if the Data Sheetspecifies training as a specific component of theassignment.

3.5 The Technical Proposal shall not include any financialinformation. A Technical Proposal containing financialinformation may be declared non responsive.

3.6 The Financial Proposal shall be prepared using theattached Standard Forms (Section 4). It shall list allcosts associated with the assignment, including (a)remuneration for staff (foreign and local, in the field andat the Consultants home office), and (b) reimbursableexpenses indicated in the Data Sheet. If appropriate,these costs should be broken down by activity and, ifappropriate, into foreign and local expenditures. All

activities and items described in the Technical Proposalmust be priced separately; activities and itemsdescribed in the Technical Proposal but not priced, shallbe assumed to be included in the prices of otheractivities or items.

3.7 The Consultant may be subject to local taxes (such as:value added or sales tax, social charges or income taxeson non resident Foreign Personnel, duties, fees, levies)on amounts payable by the Client under the Contract.The Client will state in the Data Sheet if the Consultant is

subject to payment of any local taxes. Any such amountsshall not be included in the Financial Proposal as theywill not be evaluated, but they will be discussed atcontract negotiations, and applicable amounts will beincluded in the Contract.

3.8 Consultants may express the price of their services in amaximum of three freely convertible currencies, singlyor in combination.The Client may require Consultants tostate the portion of their price representing local cost inthe national currency if so indicated in the Data Sheet.

3.9 Commissions and gratuities, if any, paid or to be paid byConsultants and related to the assignment will be listedin the Financial Proposal Form FIN-1 of Section 4.

4.1 The original proposal (Technical Proposal and, ifrequired, Financial Proposal; see para. 1.2) shall containno interlineations or overwriting, except as necessary to

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correct errors made by the Consultants themselves.Theperson who signed the proposal must initial suchcorrections. Submission letters for both Technical andFinancial Proposals should respectively be in the formatof TECH-1 of Section 3, and FIN-1 of Section 4.

4.2 An authorized representative of the Consultants shallinitial all pages of the original Technical and FinancialProposals.The authorization shall be in the form of awritten power of attorney accompanying the Proposal orin any other form demonstrating that the representativehas been dully authorized to sign. The signed Technicaland Financial Proposals shall be marked Original.

4.3 The Technical Proposal shall be marked Original orCopy as appropriate.The Technical Proposals shall besent to the addresses referred to in para. 4.5 and in the

number of copies indicated in the Data Sheet. Allrequired copies of the Technical Proposal are to bemade from the original. If there are discrepanciesbetween the original and the copies of the TechnicalProposal, the original governs.

4.4 The original and all copies of the Technical Proposal shallbe placed in a sealed envelope clearly markedTechnical Proposal Similarly, the original FinancialProposal (if required under the selection methodindicated in the Data Sheet) shall be placed in a sealed

envelope clearly marked Financial Proposal followedby the Loan/TA number and the name of the assignment,and with a warning Do Not Open With The TechnicalProposal. The envelopes containing the Technical andFinancial Proposals shall be placed into an outerenvelope and sealed.This outer envelope shall bear thesubmission address, reference number and title of theLoan, and be clearly marked Do Not Open, Except InPresence Of The Official Appointed, Before 11:00 amKenya local time on Tuesday, June 30th 2009.

The Client shall not be responsible for misplacement, losingor premature opening if the outer envelope is not sealedand/or marked as stipulated. This circumstance may becase for Proposal rejection. If the Financial Proposal isnot submitted in a separate sealed envelope dulymarked as indicated above, this will constitute grounds

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for declaring the Proposal non-responsive.

4.5 The Proposals must be sent to the address/addressesindicated in the Data Sheet and received by the Client nolater than the time and the date indicated in the DataSheet, or any extension to this date in accordance withpara. 2.2. Any proposal received by the Client after thedeadline for submission shall be returned unopened.

4.6 The Client shall open the Technical Proposal immediatelyafter the deadline for their submission.The envelopeswith the Financial Proposal shall remain sealed andsecurely stored.

5.1 From the time the Proposals are opened to the time theContract is awarded, the Consultants should not contactthe Client on any matter related to its Technical and/or

Financial Proposal. Any effort by Consultants to influencethe Client in the examination, evaluation, ranking ofProposals, and recommendation for award of Contractmay result in the rejection of the Consultants Proposal.

Evaluators of Technical Proposals shall have no access tothe Financial Proposals until the technical evaluation isconcluded and the Bank issues its no objection.

5.2 The evaluation committee shall evaluate the TechnicalProposals on the basis of their responsiveness to theTerms of Reference, applying the evaluation criteria, sub

criteria, and point system specified in the Data Sheet.Each responsive Proposal will be given a technical score(St). A Proposal shall be rejected at this stage if it doesnot respond to important aspects of the RFP, andparticularly the Terms of Reference or if it fails to achievethe minimum technical score indicated in the Data Sheet

5.3 Following the ranking of technical Proposals, whenselection is based on quality only (QBS), the first rankedConsultant is invited to negotiate its proposal and theContract in accordance with the instructions given under

para. 6 of these Instructions.

5.4 After the technical evaluation is completed and the Bankhas issued its no objection (if applicable), the Client shallinform the Consultants who have submitted proposalsthe technical scores obtained by their TechnicalProposals, and shall notify those Consultants whose

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Proposals did not meet the minimum qualifying mark orwere considered non responsive to the RFP and TOR,that their Financial Proposals will be returned unopenedafter completing the selection process.The Client shallsimultaneously notify in writing Consultants that have

secured the minimum qualifying mark, the date, timeand location for opening the Financial Proposals. Theopening date should allow Consultants sufficient time tomake arrangements for attending the opening.Consultants attendance at the opening of FinancialProposals is optional.

5.5 Financial Proposals shall be opened publicly in thepresence of the Consultants representatives who chooseto attend. The name of the Consultants, and the technicalscores of the Consultants shall be read aloud. The

Financial Proposal of the Consultants who met theminimum qualifying mark will then be inspected toconfirm that they have remained sealed and unopened.These Financial Proposals shall be then opened, and thetotal prices read aloud and recorded. Copy of the recordshall be sent to all Consultants and the Bank.

5.6 The Evaluation Committee will correct any computationalerrors. When correcting computational errors, in case ofdiscrepancy between a partial amount and the totalamount, or between word and figures the formers willprevail. In addition to the above corrections, as indicatedunder para. 3.6, activities and items described in theTechnical Proposal but not priced, shall be assumed tobe included in the prices of other activities or items. Incase an activity or line item is quantified in the FinancialProposal differently from the Technical Proposal, (i) if theTime-Based form of contract has been included in theRFP, the Evaluation Committee shall correct thequantification indicated in the Financial Proposal so as tomake it consistent with that indicated in the TechnicalProposal, apply the relevant unit price included in theFinancial Proposal to the corrected quantity and correctthe total Proposal cost, (ii) if the Lump-Sum form ofcontract has been included in the RFP, no corrections areapplied to the Financial Proposal in this respect. Pricesshall be converted to a single currency using the sellingrates of exchange, source and date indicated in the DataSheet.

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5.7 In case of QCBS, the lowest evaluated Financial Proposal(Fm) will be given the maximum financial score (Sf) of100 points.The financial scores (Sf) of the other FinanciaProposals will be computed as indicated in the DataSheet. Proposals will be ranked according to their

combined technical (St) and financial (Sf) scores usingthe weights (T = the weight given to the TechnicalProposal; P = the weight given to the Financial Proposal;

T + P = 1) indicated in the Data Sheet: S = St x T% + Sf xP%. The firm achieving the highest combined technicaland financial score will be invited for negotiations.

5.8 In the case of Fixed-Budget Selection, the Client willselect the firm that submitted the highest ranked

Technical Proposal within the budget. Proposals thatexceed the indicated budget will be rejected. In the case

of the Least-Cost Selection, the Client will select thelowest proposal among those that passed the minimumtechnical score. In both cases the evaluated proposalprice according to para. 5.6 shall be considered, and theselected firm is invited for negotiations.

6.1 Negotiations will be held at the date and addressindicated in the Data Sheet.The invited Consultant will,as a pre-requisite for attendance at the negotiations,confirm availability of all Professional staff. Failure insatisfying such requirements may result in the Clientproceeding to negotiate with the next-rankedConsultant. Representatives conducting negotiations onbehalf of the Consultant must have written authority tonegotiate and conclude a Contract.

6.2 Negotiations will include a discussion of the TechnicalProposal, the proposed technical approach andmethodology, work plan, and organization and staffing,and any suggestions made by the Consultant to improvethe Terms of Reference. The Client and the Consultantswill finalize the Terms of Reference, staffing schedule,work schedule, logistics, and reporting. These

documents will then be incorporated in the Contract asDescription of Services. Special attention will be paidto clearly defining the inputs and facilities required fromthe Client to ensure satisfactory implementation of theassignment.The Client shall prepare minutes ofnegotiations which will be signed by the Client and the

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Consultant.

6.3 If applicable, it is the responsibility of the Consultant,before starting financial negotiations, to contact the localtax authorities to determine the local tax amount to bepaid by the Consultant under the Contract.The financialnegotiations will include a clarification (if any) of thefirms tax liability in the Clients country, and the mannerin which it will be reflected in the Contract; and willreflect the agreed technical modifications in the cost ofthe services. In the cases of QCBS, Fixed-BudgetSelection, and the Least-Cost Selection methods, unlessthere are exceptional reasons, the financial negotiationswill involve neither the remuneration rates for staff norother proposed unit rates. For other methods,Consultants will provide the Client with the information

on remuneration rates described in the Appendixattached to Section 4 - Financial Proposal - StandardForms of this RFP.

6.4 Having selected the Consultant on the basis of, amongother things, an evaluation of proposed Professional staffthe Client expects to negotiate a Contract on the basis ofthe Professional staff named in the Proposal. Beforecontract negotiations, the Client will require assurancesthat the Professional staff will be actually available. TheClient will not consider substitutions during contractnegotiations unless both parties agree that undue delayin the selection process makes such substitutionunavoidable or for reasons such as death or medicalincapacity. If this is not the case and if it is establishedthat Professional staff were offered in the proposalwithout confirming their availability, the Consultant maybe disqualified. Any proposed substitute shall haveequivalent or better qualifications and experience thanthe original candidate and be submitted by theConsultant within the period of time specified in theletter of invitation to negotiate.

6.5 Negotiations will conclude with a review of the draftContract.To complete negotiations the Client and theConsultant will initial the agreed Contract. If negotiationsfail, the Client will invite the Consultant whose Proposalreceived the second highest score to negotiate aContract.

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7.1 After completing negotiations the Client shall award theContract to the selected Consultant, publish in UNDB online and in the Development Gateway the award of theContract, and promptly notify all Consultants who havesubmitted proposals. After Contract signature, the Client

shall return the unopened Financial Proposals to theunsuccessful Consultants.

7.2 The Consultant is expected to commence the assignmenton the date and at the location specified in the DataSheet.

8.1 Information relating to evaluation of Proposals andrecommendations concerning awards shall not bedisclosed to the Consultants who submitted theProposals or to other persons not officially concernedwith the process, until the publication of the award of

Contract.The undue use by any Consultant ofconfidential information related to the process mayresult in the rejection of its Proposal and may be subjectto the provisions of the Banks antifraud and corruptionpolicy.

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Financial Proposal to be submitted together with Technical Proposal:YesName of the assignment is: Consultancy Services for the Developmenta Master Plan for the Government of Kenya IT Shared Services

A pre-proposal conference will be held:Yes.10:00 am, 28th October 2009, at Kenya ICT Board offices 12th Floor

Telposta Towers.

The Clients representative is:THE DEPUTY CEO/KTCIP PROGRAMME MANAGER

KENYA TRANSPARENCY & COMMUNICATIONS INFRASTRUCTURE

PROJECT (KTCIP)

KENYA ICT BOARD

P.O. BOX 27150 00100, NAIROBI, KENYA.

E-mail: vkyalo @ ict.go.k eWeb site: w ww.ict.go.k e

The Client will provide the following inputs and facilities:

1) A basic work area (chairs and tables).2)The Client will also provide all relevant documents that the Consultanmight need to discharge its functions.

Proposals must remain valid for 120 days after the submission date. 12th

March 2010.

Clarifications may be requested not later than 7 days before the submissiondate.The Deputy CEO/KTCIP Programme Manager,

KENYA ICT BOARD, P.O. BOX 27150 00100, NAIROBI.

E-mail: pr o cur e ment @ ict.go.k e

Proposals shall be submitted in the following language: English

Short listed Consultants may associate with other short listed Consultants:No

The estimated number of professional staff-months required for the

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assignment is 6 staff- months.

The format of the Technical Proposal to be submitted is: FTP

Training is a specific component of this assignment:YE S

Refer to the terms of reference

Consultants should indicate, as part of their overall approach andmethodology, their strategy for ensuring transfer of knowledge togovernment counterparts to enable them to assimilate the technicalassistance received.

(1) a per diem allowance in respect of Personnel of the Consultant forevery day in which the Personnel shall be absent from the home officeand, as applicable, outside the Clients country for purposes of theServices;

(2) cost of necessary travel, including transportation of the Personnel bythe most appropriate means of transport and the most direct practicablroute;

(3) cost of applicable international or local communications such as the usof telephone and facsimile required for the purpose of the Services;

(4) cost, rental and freight of any instruments or equipment required to bprovided by the Consultants for the purposes of the Services;

(5) cost of printing and dispatching of the reports to be produced for theServices;

(6) other allowances where applicable and provisional or fixed sums (ifany); and

(7) Cost of such further items required for purposes of the Services notcovered in the foregoing.

Amounts payable by the Client to the Consultant under the contract to besubject to local taxation:YES

The Client will reimburse the Consultant for any such taxes paid by theConsultant.

Consultant to state local cost in the national currency:YES

In addition to section 4 in Instructions to Consultants: Consultants M U S T

submit one (1) original and two (2) copies of the technical proposal

and original and copy of the financial proposal.

The Proposal submission address is:THE DEPUTY CEO/KTCIP PROGRAMME MANAGER

KENYA TRANSPARENCY & COMMUNICATIONS INFRASTRUCTURE

PROJECT (KTCIP)

NAIROBI, KENYA.

P.O. BOX 27150 00100, NAIROBI.

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TELEPHONE: NAIROBI 254 020 2089061

KENYA ICT BOARD OFFICES,

LOCATED AT 12TH FLOOR, TELPOSTA TOWERS, KOINANGE LANE.

Proposals must be submitted no later than the following date andtime:

NOVEMBER 12TH200910:00AM EAST AFRICAN TIME.

Criteria, sub-criteria, and point system for the evaluation of Full TechnicalProposals are:

CRITERIA POINTS


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Total criterion points 10

Total points for above criteria 100

The minimum technical score St required to pass is: 70 Points

The single currency for price conversions is: KENYA SHILLINGS

The source of official selling rates is: the CENTRAL BANK OF KENYASELLING RATES

The date of exchange rates is: DATE OF SUBMISSION OF PROPOSALS.

The formula for determining the financial scores is the following:Sf = 100 x Fm / F, in which Sf is the financial score, Fm is the lowest priceand F the price of the proposal under consideration.

The weights given to the Technical and Financial Proposals are:Technical = 0.8 andFinancial = 0.2

Expected date and address for contract negotiations:

KENYA INFORMATION & COMMUNICATIONS TECHNOLOGY BOARDOFFICES AT12TH FLOOR, TELPOSTA TOWERS, KOINANGE LANEP.O. BOX 27150 - 00100NAIROBIDATE: 17TH DECE M BER 2009

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Expected Date For Commencement Of Consulting Services Will Be 0n 20th

January 2010 at Nairobi

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Section 3. Technical Proposal - Standard Forms

[Comments in brackets [ ] provide guidance to the shortlisted Consultants forthepreparation of their Technical Proposals; they should not appear on the TechnProposals to be submitted.]

Refer to Reference Paragraph 3.4 of the Data Sheet for format of TechnicProposal to be submitted, and paragraph 3.4 of Section 2 of the RFP for StandaForms required and number of pages recommended.

TECH-1 Technical Proposal Submission Form

TECH-2 Consultants Organization and Experience

A Consultants OrganizationB Consultants Experience

TECH-3 Comments or Suggestions on the Terms of Reference and onCounterpart Staff and Facilities to be provided by the ClientA On the Terms of ReferenceB On the Counterpart Staff and Facilities

TECH-4 Description of the Approach, Methodology and Work Plan forPerforming the Assignment

TECH-5 Team Composition and Task Assignments

TECH-6 Curriculum Vitae (CV) for Proposed Professional Staff

TECH-7 Staffing Schedule

TECH-8 Work Schedule


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FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM

[Location, Date]

To: [Name and address of Client]

Dear Sirs:

We, the undersigned, offer to provide the consulting services for [Inserttitle of assignment] in accordance with your Request for Proposal dated [InseDate] and our Proposal. We are hereby submitting our Proposal, which includesthis Technical Proposal, and a Financial Proposal sealed under a separateenvelope1.

We are submitting our Proposal in association with: [Insert a list with funame and address of each associated Consultant]2

We hereby declare that all the information and statements made in thProposal are true and accept that any misinterpretation contained in it may leato our disqualification.

If negotiations are held during the period of validity of the Proposal, i.e.,before the date indicated in Paragraph Reference 1.12 of the Data Sheet, wundertake to negotiate on the basis of the proposed staff. Our Proposal binding upon us and subject to the modifications resulting from Contrac

negotiations.

We undertake, if our Proposal is accepted, to initiate the consultingservices related to the assignment not later than the date indicated in ParagraReference 7.2 of the Data Sheet.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,


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1 [In case Paragraph Reference 1.2 of the Data Sheet requires to submit aTechnical

Proposal only, replace this sentence with: We are hereby submitting ourProposal, which includes this Technical Proposal only.]

2 [Delete in case no association is foreseen.]


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FORM TECH-2 CONSULTANTS ORGANIZATION AND EXPERIENCE

A - Consultants Organization

[Provide here a brief (two pages) description of the background and organization

your firm/entity and each associate for this assignment.]

B - Consultants Experience

[Using the format below, provide information on each assignment for which yourfirm, and each associate for this assignment, was legally contracted eitherindividually as a corporate entity or as one of the major companies within anassociation, for carrying out consulting services similar to the ones requested unthis assignment. Use 20 pages.]


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FORM TECH-3 COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE ANDON COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE CLIENT

A - On the Terms of Reference

[Present and justify here any modifications or improvement to the TermsReference you are proposing to improve performance in carrying out thassignment (such as deleting some activity you consider unnecessary, oraddinganother, or proposing a different phasing of the activities). Such suggestionsshouldbe concise and to the point, and incorporated in your Proposal.]

B - On Counterpart Staff and Facilities

[Comment here on counterpart staff and facilities to be provided by the Clientaccording to Paragraph Reference 1.4 of the Data Sheet including: administrativsupport, office space, local transportation, equipment, data, etc.]


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FORM TECH-4 DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLANFOR PERFORMING THE ASSIGNMENT

(For small or very simple assignments the Client should omit the following text

Italic)

[Technical approach, methodology and work plan are key components of tTechnical Proposal. You are suggested to present your Technical Proposal (pages, inclusive of charts and diagrams) divided into the following three chapter

a) Technical Approach and Methodology,b) Work Plan, andc) Organization and Staffing,a) Technical Approach and Methodology. In this chapter you should explain yo

understanding of the objectives of the assignment, approach to theservices,methodology for carrying out the activities and obtaining the expected output,andthe degree of detail of such output. You should highlight the problems beaddressed and their importance, and explain the technical approach you woadopt to address them. You should also explain the methodologies you propostoadopt and highlight the compatibility of those methodologies with the proposapproach.

b) Work Plan. In this chapter you should propose the main activities of assignment, their content and duration, phasing and interrelations,milestones(including interim approvals by the Client), and delivery dates of the reports. Tproposed work plan should be consistent with the technical approach amethodology, showing understanding of the TOR and ability to translate them inafeasible working plan.A list of the final documents, including reports, drawings, tables to be delivered as final output, should be included here. The work pshould be consistent with the Work Schedule of Form TECH-8.

c) Organization and Staffing. In this chapter you should propose the structureandcomposition of your team. You should list the main disciplines of the assignmentthekey expert responsible, and proposed technical and support staff.]


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Area of Position

Expertise Assigned

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FORM TECH-6 CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

1. Proposed Position [only one candidate shall be nominated for each positio

2. Name of Firm [Insert name of firm proposing the staff]:

3. Name of Staff [Insert full name]:

4. Date of Birth: Nationality:


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Positions held:

11. Detailed Tasks 12. Work Undertaken that Best Illustrates

Assigned Capability to Handle the Tasks Assigned

[Among theassignments in which the staff has been[List all tasks to be involved, indicate the following information forperformed under this those assignments that best illustrate staffassignment] capability to handle the tasks listed under point

11.]

Name of assignment or project:

Year:

Location:

Client:

Main project features:

Positions held:

Activities performed:

13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CVcorrectly describes myself, my qualifications, and my experience. I understandthat any wilful misstatement described herein may lead to my disqualification dismissal, if engaged.


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Staff input (in the form of a bar chart)2

1 2 3 4 5 6 7 8 9 10 11 12 n

[Ho

me]

[Field]

Subtotal

[Home][Field]

SubtotalTotal

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1 For Professional Staff the input should be indicated individually; for Support Staff it should be indicated bycategory (e.g.: draftsmen, clerical staff, etc.).2 Months are counted from the start of the assignment. For each staff indicate separately staff input for homefield work.3 Field work means work carried out at a place other than the Consultant's home office.

Full time inputPart time input

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1 Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and finareports), and other benchmarks such as Client approvals. For phased assignments indicate activities, delivereports, and benchmarks separately for each phase.

2 Duration of activities shall be indicated in the form of a bar chart.

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Section 4 Financial Proposal Standard Forms

Section 4. Financial Proposal - Standard Forms

[Comments in brackets [ ] provide guidance to the shortlisted Consultants for thepreparation of their Financial Proposals; they should not appear on the FinancialProposals to be submitted.]

Financial Proposal Standard Forms shall be used for the preparation of theFinancial Proposal according to the instructions provided under para. 3.6 ofSection 2. Such Forms are to be used whichever is the selection method indicatein para. 4 of the Letter of Invitation.

[The Appendix Financial Negotiations - Breakdown of Remuneration Rates is to only used for financial negotiations when Quality-Based Selection, Selection Baseon Qualifications, or Single-Source Selection method is adopted, according to the

indications provided under para. 6.3 of Section 2.]

FIN-1 Financial Proposal Submission Form

FIN-2 Summary of Costs

FIN-3 Breakdown of Costs by Activity

FIN-4 Breakdown of Remuneration

FIN-5 Reimbursable expenses

Appendix: Financial Negotiations - Breakdown of Remuneration Rates

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FORM FIN-1 FINANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]

To: [Name and address of Client]

Dear Sirs:

We, the undersigned, offer to provide the consulting services for [Inserttitle of assignment] in accordance with your Request for Proposal dated [InseDate] and our Technical Proposal. Our attached Financial Proposal is for the suof [Insert amount(s) in words and figures1]. This amount is exclusive of the lotaxes, which shall be identified during negotiations and shall be added to theabove amount.

Our Financial Proposal shall be binding upon us subject to themodifications resulting from Contract negotiations, up to expiration of the validitperiod of the Proposal, i.e. before the date indicated in Paragraph Reference 1.1of the Data Sheet.

Commissions and gratuities paid or to be paid by us to agents relating tothis Proposal and Contract execution, if we are awarded the Contract, are listebelow2:

Name and Address Amount and Purpose of Commission

of Agents Currency or Gratuity

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,


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1 Amounts must coincide with the ones indicated under Total Cost of Financialproposal in Form FIN-2.

2 If applicable, replace this paragraph with: No commissions or gratuities havebeen or are to paid by us to agents relating to this Proposal and Contractexecution.

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1 Indicate between brackets the name of the foreign currency. Maximum of three currencies; use as manycolumns

as needed, and delete the others.2 Indicate the total costs, net of local taxes, to be paid by the Client in each currency. Such total costs mustcoincide

with the sum of the relevant Subtotals indicated in all Forms FIN-3 provided with the Proposal.


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1 Form FIN-3 shall be filled at least for the whole assignment. In case some of the activities require different mof billing and payment (e.g.: the assignment is phased, and each phase has a different payment schedule), tConsultant shall fill a separate Form FIN-3 for each group of activities. For each currency, the sum of the releSubtotals of all Forms FIN-3 provided must coincide with the Total Costs of Financial Proposal indicated in FoFIN-2.

2 Names of activities (phase) should be the same as, or correspond to the ones indicated in the second columForm TECH-8.3 Short description of the activities whose cost breakdown is provided in this Form.4 Indicate between brackets the name of the foreign currency. Use the same columns and currencies of Form2.5 For each currency, Remuneration and Reimbursable Expenses must respectively coincide with relevant Tota

Costs indicated in Forms FIN-4, and FIN-5.


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FORM FIN-4 BREAKDOWN OF REMUNERATION1

(This Form FIN-4 shall only be used when the Lump-Sum Form of Contract hasbeen included in the RFP. Information to be provided in this Form shall only beused to establish payments to the Consultant for possible additional servicesrequested by the Client)

Name2 Position3 Staff-month Rate4

Foreign Staff

[Home][Field]

Local Staff

[Home][Field]

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1 Form FIN-4 shall be filled in for the same Professional and Support Staff listedin Form TECH-7.

2 Professional Staff should be indicated individually; Support Staff should beindicated per category (e.g.: draftsmen, clerical staff).

3 Positions of the Professional Staff shall coincide with the ones indicated in Form

TECH-5.4 Indicate separately staff-month rate and currency for home and field work..

FORM FIN-5 BREAKDOWN OF REIMBURSABLE EXPENSES

(This Form FIN-5 shall only be used when the Lump-Sum Form of Contract has beeincluded in the RFP. Information to be provided in this Form shall only be used testablish payments to the Consultant for possible additional services requested bthe Client)

N Description1 Unit Unit Cost2


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1 Delete items that are not applicable or add other items according to ParagraphReference 3.6 of the Data Sheet.

2 Indicate unit cost and currency.3 Indicate route of each flight, and if the trip is one- or two-ways.- n/a

4 Only if the training is a major component of the assignment, defined as such in theTOR.

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SECTION 5.

Terms of Reference

Consultancy Services for the Development of a MasterPlanfor the Government IT Shared Services

BackgroundThe provision of Information and Communication Technology (ICT) goods andservices is a powerful tool for enabling economic and social development goals byimproving communication and facilitating information flow.

The Ministry of Information and Communication through Kenya ICT board, a stat

corporation, has therefore embarked on connectivity and e-services deliveryprojects. The goal of the projects is to boost ICT connectivity in the countryimprove service delivery to citizens, increase the range and quality of informatiofrom and to the citizens, and increase the governments ability to ensurtransparency.

Kenya has 42 Government ministries, a number of Agencies, State Corporations anBoards, most of which use their own processes, tools and systems. The Governmeof Kenya considers that Shared Services will provide many benefits to Governmenagencies and their constituents, both financial and non-financial.

A number of governments have begun centralizing their IT systems and serviceand/or pursuing shared service strategies with a view to achieving cost economieand improved cross agency integration. Australian governments have been earladopters of shared services. Local government organizations city, municipal anshire councils have been in the vanguard of carrying out shared services iAustralia. In June 2007, the UK Cabinet Office announced a new shared-serviceframework contract for the delivery of ICT services called public-sector Flex(Flex). Flex is an IT infrastructure services arrangement outsourced to Fujitsu, thdelivers a standardized platform for core services such as the data center, desktoand IT service desk, along with network management and security. Flex is i

keeping with the UK governments strategy to develop a culture of shared Iservices within the public sector. On 28 February 2008, the EDS-led, oneMeridianconsortium was awarded the first Singapore whole of government deal foimplementing a standard operating environment across government as well as infrastructure utility services valued at S$1.3 billion. The project covers 74government agencies, 60,000 users and is expected to achieve savings of S$5million over a period of eight years. Also in 2008, the state of Colorado in the Ubegan centralizing IT systems and services under the Governors Office o


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Information Technology. Approximately one third of states in the US have completeor launched some form of IT consolidation.

It would be worthwhile to make a distinction at this stage between shared serviceand centralized services. Shared services are often confused with centralize

initiatives. In shared service arrangements, the service delivery agency is an entitover which customers have a degree of ownership, influence and control. Thidiffers from centrally imposed or externally purchased arrangements for serviceprovision.

With an aim to improve service delivery, transparency, efficiencies and save costwithin Government, Kenya ICT Board working closely with the e-GovernmentDirectorate has been tasked with overseeing the implementation of a Shareservices Centre (SSC). The concept of the SSC as envisaged for Kenya, straddleboth shared services and centralized services. The idea behind the SSC is to

benefit from the advantages of both shared and centralized approaches to consolidation. Governments like Ontario (Canada) have successfully adopted ahybrid approach wherein certain IT functions are centralized (around a centraOffice of the Corporate CIO) while other functions are organized around businessclusters (shared services). The Government of Kenya wishes to engage the serviceof a reputed consultancy firm to flesh out and adapt the idea of the SSC to the Kencontext, so that the Center is established as an entity that can best serve the larobjective of providing better government services at lower costs.

With a view to fast track the implementation of shared/centralized services in Kenythe Government is separately proceeding with a consultancy for establishing Iintegration infrastructure. It is hoped that the availability of integration infrastructuwill make it easier to roll out pilots and transition to the provision ofshared/centralized services. A copy of the Terms of Reference for IntegrationInfrastructure can be seen at Annexure 1.

The use of the expression shared service(s) in all subsequent references in thdocument may be construed as referring to shared and/or centralized service(s).

Objective of the Assignment

The overarching objectives of the present consultancy are to:1. formalize a Government of Kenya Shared IT Services strategy and blueprint,2. develop internal capacity to effectively and efficiently undertake government

wide consolidation of IT,

3. implement a pilot initiative for the provision of a horizontal, cross-departmental functional support service,

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4. provide a high-level roadmap for transitioning identified functional areas intoa shared services paradigm,

5. align the Shared Services strategy/blueprint and roadmap with otherGovernment-led technology initiatives, which may include the anticipatedroll-out of an HR management system, management of a data centre servic

management of government websites, document management, intranet, help desk, contact center, procurement portal and software licensemanagement;

6. prepare a detailed business plan for establishing a Shared Services Centerand

7. facilitate the deployment of the Shared Services Center through a competitivprocurement process to entrust its management to a suitable entity.

ScopeThe consultant will be required to undertake the following specific tasks:

1. Secure high level executive commitment for the SSC across key ministriedepartments and agencies of the government. This will need to be done by

presenting a strong business case for the SSC, and adopting suitable marketin

and communication strategies for gaining support for the concept. High leve

buy-in from the very inception of the SSC will be an important factor for it

eventual success.

2. Prepare a strong rationale for the SSC, so that the benefits constitute a clear acompelling business case in its favor. The rationale for shared services shoul

duly take into account existing and planned IT investments by the governmenThe business case must be simple and concise, and should clearly link the SS

with solving issues and enhancing opportunities for stakeholder organizations.

should present a clear value proposition for participating organizations and

entities.The business case should address the following illustrative questions:

a. Will the SSC contribute to monetary savings, deferred costs, increasedproductivity, enhanced speed and/or quality? If so by how much?

b. Why is the SSC the best option to pursue as compared with otheralternatives?

c. What will be the impact of the SSC on better service delivery?d. Who are the customers for the SSC and what are their expectations?e. What organizational changes will be called for in participating

organizations?

f. What skills will be required for the SSC and how will such skills beacquired?

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g. Why should investments be made on the SSC and not on othealternatives?

3. Create a simple vision, mission and goals statement for the SSC and define implementation strategy that is realistic and measurable. Measurable goals w

need to be continuously tracked and shared with all the stakeholders.

4. Identify in consultation with the ICT Board and other stakeholders, a small teamsenior/mid-level officials drawn from key ministries, departments, and agencies

of the government who will work closely with the consultant on the assignmen

Members of the team should be identified based on their skills, knowledge,

experience, temperament and ability to champion the SSC within their own

organizations.

5. Arrange for an international study visit for about 10 senior decision makers igovernment to familiarize them with successful shared service implementation

in at least 2 countries. The cost of travel, hotel stay and per diem will b

separately met from out of project funds.

6. Identify services that should be deployed by the SSC and determine thesequencing for deployment of such services. A systems approach should be

adopted while carrying out this exercise.

7. Prioritize at least one service to be piloted as proof of concept for the SSC. Thservice should be decided in consultation with the ICT Board. The consultant wi

be required to project manage the pilot duly involving core staff designated by

the ICT Board, and the organization whose service is being piloted. The

involvement of government staff is intended to build capacity within th

government for future roll outs of shared services.

8. Analyze and examine which of the identified services should be optional andwhich should be mandatory. The consultant should additionally prepare draf

executive orders that can be issued by government formalizing such decisions.

9. Determine the location of physical infrastructure and applications to be deployeby the SSC.

10.In view of the fact that a separate consultancy is being launched for fast trackthe implementation of IT integration infrastructure, it will be important for th

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consultant to offer expert comments and suggestions on the technica

requirements prepared as part of the consultancy on integration infrastructure.

11.Advise on the specifications for the acquisition of any other necessary equipmeservices and software that shall support the implementation.

12.Recommend the sourcing model to be adopted by the SSC in terms of internprovisioning, outsourcing to one or more external partners or adoption of a

hybrid sourcing model.

13.Determine strategies and approaches for ensuring the sustainability of the SSthrough charge back mechanisms covering some or all of the costs of providin

services. The consultant should in addition prepare draft executive orders tha

can be issued by government formalizing the chargeback arrangements.

14.Develop a detailed business plan for establishing the SSC. The business plashould broadly cover the following:

a. Survey of international best practice in establishing SSCsb. Rationale and concept of SSCc. Status of existing IT infrastructure, applications, processes and dat

assets

d. IT Investment plans of the governmente. Vision, mission, goals of the SSCf. Services to be offered by the SSC (mandatory and optional)g.Terms for offering servicesh. Location of such servicesi. Infrastructure requirements

i. Space requirementsii. Equipment

1. Hardware2. Software3.Training equipment

iii. Furniture and fittingsiv. Other requirementsv. Costing of infrastructure requirements year-wise

j. Corporate structure of the SSCi. Legal form (Society, Corporate entity, JV, other)

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ii. Governance structure (representation in Board of Directors ofgovernment entities, private sector)

iii. Key management personneliv. Consultantsv. Organizational chart with skill requirements of personnelvi. Duties and responsibilities of key personnelvii. Costing of SSC organizational set up year-wise: start up costs,

personnel costs, administrative costs

k. Risk assessmentl. Action Plan

i. Gantt chart indicating what actions to be taken by whomii. Key milestones to be achieved, checkpoints for measuring

success

m.Financial Plani. Summary of funding required year-wise for different components

including capital investments and recurring costs

ii. Proposed source of funding (World Bank, government, privatesector)

iii. Forecasts of any revenues that might be generated for sustainingthe initiative e.g. through chargeback mechanisms

n. Appendixi. All supporting documents, including records of stakeholder

consultations, and background reports

15.While determining the organizational structure of the SSC, it will be important consider if an integration competency center/Data Management

Organization can be subsumed under the SSC. This would make available

expertise in areas of enterprise architecture, data architecture, interoperability

standards, security, change management, business intelligence, metadata

management and project management to various government agencies.

16.Prepare the terms of reference and bidding documents as required by WorldBank and Kenyan National Procurement procedures for entrusting the

establishment and management of the SSC to an external agency for a period nexceeding 5 years. The arrangement should eventually transition to a sustainab

model of governance for the SSC.

17.Develop a change management plan to transition from the current situation to new shared services way of working.

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18.Develop a strategy to manage and communicate the benefits of the SSC to larger public and deliver high levels of organizational performance. The strategy

should take into account branding, marketing and sales capabilities among othe

things.

19.Identify risks in the deployment of the SSC and prepare suitable risk mitigatiostrategies.

20.Train a proposed team of e-Government staff on the following areas: IT Systems Integration;

Shared services hardware requirements and maintenance

Legal and regulatory requirements

Risk management

DeliverablesThe following major deliverables will be required under the consultancy

assignment:

1.Shared IT Services vision, strategy, blueprint and roadmap including detailedrationale for the SSC.

2.Implementation of a shared services pilot as a proof of concept for the SSC.3.Detailed business plan for establishing the SSC including organizational structur

and staffing plan

4.Bidding documents for a management entity that will establish the SSC anmanage it for a period up to 5 years.

5.Support for evaluation and entrustment of bids for the establishment anmanagement of the SSC.

6.Trained e-Government staff members.


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QualificationsThe team should consist of the following members:

i. Team Leader should have at least 10 years experience in the IT sector, an

should have project managed at least 3 large public sector IT projects.

ii. Change Management expert with 5 years experience and a proven track

record of working with governments.

iii. System Integration specialist with at least 5 years of experience in the area

systems design, development and deployment.

iv. Finance expert with at least 5 years of experience in one or more leadin

private sector IT organizations.

v. At least one member of the team should have hands-on experience in setting

one or more shared service entities for large government/private sector

organizations.

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Note: Below is a consultancy that will take place prior or parallel totheDevelopment of a Master Plan for the Government IT SharedServicesconsultancy.

Annexure 1

Terms of Reference

Consultancy Services for the Development of TechnicaRequirements for IT Integration infrastructure for the

Government of Kenya

BackgroundThe provision of Information and Communication Technology (ICT) goods andservices is a powerful tool for enabling economic and social development goals byimproving communication and facilitating information flow. The Ministry ofInformation and Communication through Kenya ICT board, a state corporation, hatherefore embarked on connectivity and e-services delivery projects. The goal othe projects is to boost ICT connectivity in the country, improve service delivery tcitizens, increase the range and quality of information from and to the citizens, aincrease the governments ability to ensure transparency.

Kenya has 42 Government ministries, a number of Agencies, State Corporations anBoards, most of which use their own processes, tools and systems. The Governmeof Kenya wants to increase efficiencies and services provided and believe thaShared Services will provide many benefits to Government agencies and theiconstituents, both financial and non-financial.With an aim to improve service delivery, transparency, efficiencies and save costwithin Government, Kenya ICT Board working closely with the e-GovernmentDirectorate has been tasked with overseeing the implementation of a Shareservices Centre (SSC) which is envisioned to deliver the improvement in service thacitizens need. To this effect, the government is soon to launch a consultancy that be developing a master plan for the government IT Shared Services implementatio

The overarching objectives of that consultancy will be to (i) formalize a proposeGovernment of Kenya Shared IT Services strategy, (ii) plan a pilot initiative for cross-Government functional support services, and (iii) provide a high-levelroadmap of other functional areas conducive for shared services.A key element of the shared services approach is the establishment of IT IntegratiInfrastructure. In order to fast-track implementation of such integrationinfrastructure, the government has decided to engage the services of a consultantprepare technical requirements and assist in the procurement process.IT Integration Infrastructure should be able to meet the challenge of integratinapplications, processes and data assets across the government. Many of th


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integration product categories today have overlapping features making it difficuto determine which product/category is best suited for achieving integration. Thconsultant will help the government in evaluating and arriving at suitable decisions

Rationale

The Government of Kenya considers integration infrastructure to be essential achieving the following goals:d) Better alignment of IT with the business needs and goals of government.e) Improved capacity for collaboration across different parts of government.f) Improved range and quality of public services by enabling for example, a

single-view of the citizen across government.g) Better activity monitoring in order to achieve greater accountability in

government.h) Reduced data latency and improved data quality across government.i) Reduced costs through elimination of duplication in the design and delivery o

applications.

j) Greater security of government's IT assets.k) More streamlined and more efficient business processes.l) Improved speed in the design and delivery of government services, coupled

with greater agility in adapting to changing needs and requirements.m)Greater transparency in government's decision making processes.

Objective of the assignmentThe objective of this assignment is to recruit an individual consultant who will assgovernment to examine and evaluate various business and technology options festablishing the integration infrastructure for future implementation of the SharServices approach, and prepare the technical requirements for its procurement

The consultant would also assist during tender evaluation.

Scope of servicesi. Take stock of existing IT infrastructure and applications in order to assess an

specific requirements that need to be taken into account while designing an

implementing the integration infrastructure.

ii. Provide the rationale and business case for federating application integratio

as also data management and data integration.

iii. Examine various technology options that are available for IT integration an

propose an integration strategy for the Government of Kenya. The mai

technology products for example, that support application and process

integration today are Enterprise Service Buses (ESBs) and Integration Centri

Business Process Management Suites (IC-BPMSes). In addition B2B servic

providers also offer hosted integration solutions. Besides, new architectura

approaches such as information-as-a-service (IaaS) have emerged that

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provide flexible, real-time, service-oriented data integration and data-quality

capabilities that support both structured data and unstructured content.

iv. The consultant should make recommendations as part of the integratio

strategy as to whether a modern ESB will suffice at this stage, or whether the

is a need for implementing an IC-BPMS and/or an IaaS. The consultant shoulalso suggest any incremental /sequenced approaches towards developing a

sophisticated, functional and cost effective integration infrastructure for th

Government of Kenya. The consultant should provide a decision framework

for evaluating and selecting one or more integration components.

v. At a minimum the integration infrastructure should support the capabilities

a modern ESB including:

a. Connectivity with the ability to handle a wide range of web services,REST and other protocols

b. Mediation including protocol conversion, data transformation anddata based routing

c. Security to support authentication and authorizationd. Federation to interface with multiple ESBs and other middleware

solutions

e. Orchestration with the ability to assemble an operation or activitycomposed of synchronous and/or asynchronous sequential and/orparallel individual operations

The infrastructure should have high levels of availability, and should becapable of service-level monitoring and management, Business ActivityMonitoring (BAM) and service provisioning.

vi. The consultant will interact with key government functionaries in order t

understand process integration requirements. Basing on these interactions th

consultant will suitably advise on the need for an IC-BPMS. Such suite

typically offer sophisticated process modeling environment, business rules

capability, Service Oriented Architecture (SAO) registry/repository,comprehensive BAM, and event management features, life cycle managemen

support and service monitoring.

vii. Similarly the consultant will advise on the need for an IaaS solution. Suc

solutions typically enable enterprise-wide search, performance of real time

business analytics, real time data quality and integration of various types

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data. The integration infrastructure should ideally facilitate data consistenc

in terms of distributed, overlapping and redundant data being in a consisten

state; should be able to orchestrate execution of activities in a process, an

should be able to support composite application integration.

viii. The consultant will be required to take into account developments takinplace in the field of cloud computing and offerings of Integration as a

Platform from vendors like Boomi, Cast Iron, Informatica, Pervasive and

others, while making recommendations on the integration infrastructure.Th

Government is likely to consider piloting in the near future, one or more cloud

computing initiatives under the umbrella of the proposed Shared Services

Center.

ix. A number of vendors offer integration products e.g. IBM (Websphere),

Microsoft (BizTalk), Oracle (Fusion Middleware Stack), Redhat (JBoss

Enterprise Middleware), SAP (Netweaver) to name a few. Leading IC-BPMS

providers include IBM, Oracle, SAP, Software AG, TIBCO Software, and Vitria

technology. The consultant will be required to make recommendations on th

procurement strategy to be adopted in terms of sourcing the integration

infrastructure from one or multiple vendors.

x. The consultant will draw up the detailed technical requirements for procurinthe integration infrastructure.

xi. The consultant will also be required to make recommendations on the

governance structures for the effective management of the integratioinfrastructure. While doing so, the consultant should take into account th

need for an integration competency center as part of the SSC. In

considering this, the consultant will be required to interact closely with the

consulting firm selected for the broader SSC consultancy.

xii. The consultant will examine the different pricing models for variouscomponents of the integration infrastructure while drawing up the detailed

specifications and propose a methodology for evaluating such models as par

of the procurement process.

xiii. The consultant will participate and assist the government during tende

evaluation, including providing a technical assessment of the proposals to b

received by government.

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QualificationsThe consultant should have:

a degree in Science or Computer Engineering or Information Technology

or equivalent,

at least 5 years experience in development of applications and systems

design, for public sector entities,

a credible track record of managing IT projects,

held senior positions in one or more companies engaged in the design

and development of IT solutions for government,

excellent communication skills, written and oral in English.

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SECTION 6. STANDAR