Request for Proposals (RFP) For Consultancy Services for Development of Kenya National E-Trade Portal Firms Selection (Closed)

ADDENDUM No. 1: This is to inform you that the submission deadline for the Request for Proposals listed below has been extended to 21st December, 2016 at 11.00 AM East African Time

pdf Download Request for Proposals (RFP) For Consultancy Services for Development of Kenya National E-Trade Portal Firms Selection (PDF, 800KB)

RFP NO. MITC/SDT/Cons.02/2016-17.

IFMIS RFP NO. 364390

1. Background
The Government of Kenya through the Ministry of Industry, Trade and Cooperatives, State Department for Trade is in the process of developing a National E-Trade Portal. The National Trade Portal is envisioned to be the most appropriate information platform that the Government will use in pursuit of the above aspirations. The former State Department of Commerce, under former Ministry of EAC, Commerce and Tourism, had seen need for this type of platform and proceeded to commission work that generated a prototype of an e- trade portal. The proposed e-trade portal deficient in scope and functionality, therefore need for a national e- trade portal that responds to the above aspirations and driven by stakeholder needs. The Ministry therefore wishes to engage consultancy firm to develop a National e-trade portal that acts as an authoritative reference platform on all trade information and tool of work for the State Department to run a robust trade knowledge management centre through which trade policies and regulatory information will be disseminated to the public seamlessly and on timely manner.

2. Objectives of the Consultancy
The overall objective of this assignment is to develop a national e- trade portal that acts as an authoritative reference platform on all trade information and tool of work for State Department for Trade to run a robust trade knowledge management center through which trade policies and regulatory information will be disseminated to the public seamlessly and on timely manner. This is envisaged to be at three levels - International Trade, Domestic Trade and Counties Value Chains Market Link Platform.

3. The services are expected to be carried out tentatively over the duration of six (6) months.

4. The State Department now invites eligible consulting firms to submit their proposals in providing the Consultancy Services. Interested firms should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. The eligible consulting firms are also referred to Terms of Reference under section V of the Request for Proposal (RFP) document for a detailed scope of the assignment and qualification requirements.

5. Consultants may associate with other firms in the form of a joint venture or a sub consultancy to enhance their qualifications. The nature of association, whether it is a joint venture or a sub consultancy, should clearly be stated. In case of joint venture the firm leading the joint venture should be mentioned.

6. Eligibility criteria for contract award shall be in accordance with the Quality & Cost-Based Selection (QCBS) method set out in the Public Procurement and Asset Disposal Act, 2015 which is available on the Public Procurement Regulatory Authority website: www.ppoa.go.ke.

7. Interested Consultant may obtain further information at the address below during office hours from 1000 to 1600 hours East African Time. The Request for Proposals can be accessed using the IFMIS tender portal no. 364390. The RFP can also be downloaded here.

8. Completed Technical and Financial Proposals documents MUST be submitted through the online IFMIS tender portal no. 364390 and one hard copy enclosed in plain sealed envelope marked with proposal number MITC/SDT/Cons.02/2016-17 containing both Technical and Financial Proposals (separate envelopes as per ITC 2.5.3) to be deposited in the Tender Box at the Department headquarters, Telposta Towers 17th floor or be addressed to:-

The Principal Secretary,
State Department for Trade,
Telposta Towers 17th Floor, Kenyatta Avenue,
P. O. BOX 30430- 00100,
NAIROBI.

E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.  and This email address is being protected from spambots. You need JavaScript enabled to view it.

So as to be received on or before 21st December, 2016 at 11.00AM East African time.

9. Proposals will be opened immediately thereafter on the same date in the presence of the applicants or their representatives who choose to attend at Telposta towers on 18th floor, boardroom. All documents shall be in English and late Proposals shall be rejected automatically by the system.

Head, Supply Chain Management Services
For: Principal Secretary


Response to Request for Clarification

Please find clarifications on the questions raised on the above Requests for Proposals:-

Qn1: In the assignment, as we are an International team with expertise, what kind of on ground time commitment is expected during this consulting activity? How much real time on ground is expected to be spent by our professional team?

Answer: The total staff months for this assignment is expected to be 24 months spread over six months. The consultants are required to draw a work plan based on the timelines and deliverables as specified in the Terms of Reference for this assignment. The distribution of staff time during this assignment is upon the consultants however this will be subject to negotiation before contract award.

Qn2: Our team utilizes the best of skill sets from all locations, hence the comprehensive development of the portal shall be executed in our global offices and delivered locally.

Answer: The Request for Proposal is clear on transfer of knowledge to counterpart staff who are required to work closely with the consultant’s team. The work plan must show clearly how this will be done.

Qn3: The Dates mentioned in the RFP are contradicting, hence milestones and content need to change (please see supporting image below). We request you kindly specify the gap in the expected deliverables as the timelines for the technical study and prototypes are not in line with standard operating deployments. Can you clarify whether this is in error - or provide guidelines and we can submit the process we see apt for delivery with maximum effectiveness.

Answer: The contradicting information has been noted and section 5 of the TOR has been revised as follows:

5.0 Deliverables
The consultant is expected to produce the following deliverables as milestones towards a fully functional Trade Portal:-

1) Inception Report, within 10 days of the commencement of the assignment
2) Trade Portal:

a) Needs Assessment - within one and a half months from the commencement of the assignment (by Mid-February, 2017);
b) Business User Case Specification, based on needs assessment within 3 weeks after the approval of the needs assessment (By Mid-March, 2017);
c) Prototype Trade Portal designed on the basis of the approved BUCs (by End of March, 2017);
d) Trade Portal Development and Content Building (by end of May, 2017); and
e) Final Approved and Stakeholder Validated Trade Portal (by end of June, 2017)

3) State Department of Trade Website:

a) Systems specification by 31st January, 2017
b) Prototype - By 31st February, 2017
c) Fully functional website by 31st April, 2017

Please note the final dates for deliverables shall be captured in the contract agreement for this assignment.

Qn4: The RFP requires that post contract award, the Dept. of trade give access to their existing content once proposal is accepted and awarded? Kindly confirm.

Answer: The consultant shall be facilitated to access information required to deliver on this assignment.

Qn5: For additional content to be included, we will suggest the aggregation of additional content which will be in sync with international and local trade information that will be available

Answer: Please capture any suggestion under COMMENTS ON TOR as provided for in the Request for Proposal document.

Qn6: We would also like to clarify that the Dept. expects primarily two deliverables in this consultancy:

i) Consulting and guideline to create e- portal
ii) Creation of Trade Portal
iii) Creation of a website for the State Department of Trade

Answer: Please refer to expected deliverables under section 5 of the ToR as captured under question no.3.

Qn7: The RFP states that the experience should be in Kenya. We are a new entrant to Kenya and are engaged in other projects. We have over 35 years in this arena. While we don't have specific Kenya experience currently, we have extensive global experience and in the African continent.

Answer: Any other comparable countries shall be accepted

Qn8: It was stated that Original documents along with Copies for both the Technical and Financial proposals should be sent to the address written in the Request For Proposal document. However, the number of copies you require hasn't been mentioned. Please could you confirm this.

Answer: Please note that you are required to submit your Technical and Financial Proposals through the IFMIS system and one hard copy as specified under Appendix to Information to Consultants, clause 2.5.2.

Qn 9: Is the last date for submission still on the 14th December or has this been changed?

Answer: The proposals submission date remains 14th December, 2016 at 11.00AM.

Qn 10: I have been trying to log in to the IFMIS Portal System or create an account that will allow me to log in so that we can submit out proposals online, however, I am unable to do so. Please can you advise how I can do this.

Answer: Please contact The National Treasury, IFMIS Directorate for assistance through
Phone: +254 20 2252299 Ext: 33558, 33580, 33161, 33169, 33283, 33569
Help Desk Toll Free: 0800 721 477
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

On the basis of the responses provided, it is considered that your concerns have been addressed. However, we will be willing to provide further clarifications subject to the timelines for request clarifications as provided for under Instructions to Consultants (ITC) 2.2.1.

H/SCMS
For: PRINCIPAL SECRETARY

Contacts

  • Social Security House, Block A, 17th, 23rd Floor
  • P.O. Box 30418-00100, Nairobi, Kenya
  • Telephone: +254 20-2731531
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