Kenya National Highways Authority
Quality Highways, Better Connections
Blue Shield Towers, Hospital Road, Upper Hill P.O. Box 49712 - 00100 Nairobi
Tel 020 - 8013842 Email [email protected] / [email protected] Website www.kenha.co.ke
Ref: KeNHA/992/2015
Date: 21st May 2015
To: All Bidders
MOMBASA-NAIROBI-ADDIS ABABA ROAD DEVELOPMENT PROJECT
PHASE II: UPGRADING OF MARSABIT TURBI ROAD (A2)
TENDER NO KeNHA/992/2015 — SUPPLY, INSTALLATION, CONFIGURATION
AND COMMISSIONING OF AN ELECTRONIC DOCUMENT AND RECORDS
MANAGEMENT SYSTEM (EDRMS)
ADDENDUM NO 1 AND MINUTES OF PRE-BID CONFERENCE
Attached find Addendum No.1 and Minutes for the Pre-Bid Conference meeting held on
12`11 May 2015 as per ITB 10.2 of the above named Tender.
In accordance with clause 11.3 of the Instruction to Bidders in the Bid Document, the
Tender submission date has been extended to Tuesday, 9th June 2015 at 1100hrs East
African Time. The Bid submission address remain the same.
You are therefore required to promptly acknowledge receipt of this letter and Addendum
No.1
Richard Kilel
For: PROCUREMENT MANAGER
Kenya National Highways Authority
Quality Highways, Better Connections
Blue Shield Towers, Hospital Road, Upper Hill P.O. Box 49712 - 00100 Nairobi
Tel 020 - 8013842 Email [email protected] / [email protected] Website www.kenha.co.ke
Date: 21st May 2015
Ref: KeNHA/992/2015
To: All Bidders
MOMBASA-NAIROBI-ADDIS ABABA ROAD DEVELOPMENT PROJECT PHASE II:
UPGRADING OF MARSABIT TURBI ROAD (A2)
TENDER NO KeNHA/992/2015 — SUPPLY, INSTALLATION, CONFIGURATION AND
COMMISSIONING OF AN ELECTRONIC DOCUMENT AND RECORDS
MANAGEMENT SYSTEM (EDRMS)
ADDENDUM NO 1
In accordance with clause 11 of the Instruction to Bidders in the Bid Document, please note the
following clarifications and additional information to the Bid Document.
No Questions/Clarification
Location of the 10 regional offices
1
2
3
4
5
The number of users accessing the
system
The use of Kshs 1 million the
suppliers are required to include in
their bid Price
Proof of concept as indicated in the
tender Document
Number of processes to be
automated and how many shall be
required.
Answer
Refer to bid datasheet section B item 14.4(a) on page
44 in the bid document
Minimum of 250 Concurrent users and not 150 as
previously indicated in the bid document
To be used for Project supervision team as shall be
directed by KeNHA's Project manager upon approval
by the Director General
Bidders to disregard.
Regional offices-Minimum of 5No. Process flows
should be configured.
Head office process flows shall be distributed and
configured at each of the 13 departments and sections.
The process flows to be configured shall be a
Page 1 of 5
minimum of 6 No.
The bidder shall liaise with the different user
departments to document the process flows.
The size of documents both at KeNHA head office
and regional offices range from A8 to AO
The Head Office has 13 departments/sections while
regional Offices have 7 Departments /Sections. The
processes at the regional offices are at a great extend
similar to that of Head Office.
Cost of Customization and configuration of all the
process flows shall be included in the bidder's price.
The bidders are free to form joint ventures to enhance
their qualification.
KeNHA has no preferred brands of hardware. All the
equipment must meet the minimum Technical
specifications indicated in the bid document and shall
be delivered at Head Office.
The supplier shall be required to deliver 400 Hard
disks.
6
The size of documents
7
Structure of the regional offices and
Head Office
8
Can a bidder tender for one Process
flow only?
9
Has KeNHA Preferred brands
Hardware?
10
Number of hard disks to be supplied
and if the Supplier will be required
to install
11
Mode, Venue, Cost of training and certification
The training shall include tuition fee and certification exam fees. (Note for MCSE training,
tuition should be conducted in a Microsoft certified institution. Certification of exams must
be from a recognized Microsoft body)
In addition to this, the supplier shall be required to submit training plan schedule to the project
manager.
Certification training of EDRMS and other shall be conducted within the country.
MCSE certification training (captured in page 155) shall be done in a Microsoft Certified
Centre and shall include training of :
1. MCSE SharePoint for 2 No ICT KeNHA staff.
2. MCSE Private Cloud for 2 No ICT KeNHA staff.
3. MCSE Business Intelligence for 2 No ICT KeNHA staff
4. MCSE System Centre for 2 No ICT KeNHA staff.
EDRMS certification training for 26 No. ICT KeNHA Staff at Machakos Regional Office for
a period of 2 days.
Records Management Certification training at the Kenya School of Government for 5 No.
KeNHA staff.
EDRMS user level training for end users shall be conducted departmentally/sectional both at
HQ and the 10 regional offices.
Page 2 of 5
12
13
14
15
16
17
18
19
20
21
Management Staff training shall be conducted within the country for 60 No. KeNHA staff.
(further clarifications are in the bid document page 154-156 section 1.2 Training)
Must have completed at least 5 projects valued at
Experience and value of
minimum of Ksh 30 million each
Contracts completed by the
bidders
Outside the office and the supplier to meet the cost of
Cost and venue for training
training. The supplier shall liaise with the project manager
management staff
to identify suitable location.
No. External users shall have access to the system.
Accessing of CMS by
External users
No. different sections, departments and regions store their
Is the document storage or
files/records in their respective units.
registry Centralized?
This shall be submitted and developed with the Supplier on
Submission of samples for
board and the client for purposes of security.
forms which require
digitization
Digitization shall be conducted within the client's premises
Shall digitization be done offboth at the Head office and the 10 regional offices. The
site/ outside clients premise.
bidder shall be required to provide their own equipment for
this exercise
Shall there be a CMS portal in No. The public shall not have access to the system
EDMS developed?
Refer to the bid document on page 189-Implementation
project timelines of the
Schedule table
project
The windows Operating system for the servers shall be
current OS and dbase in the
Windows server 2012 R2 or later as indicated on the bid
organization
document page 161.
Client machines run windows 7, 8, 8.1(both 32/64 bit)
Documents scanning
Database required shall be Microsoft SQL server 2014
Enterprise or later as indicated on the bid document page
161
Digitization of the documents shall be conducted at the
client's head office and 10 regional offices. The total number
of documents to be scanned is 8 million and shall be
distributed as follows: 3 million at Head Office and 500,000
No. each at the 10 Regional offices.
Scanning of duplicate copies shall be considered and
charged as one copy.
The bidder shall be required to use their own equipment and
labor for this exercise.
All scanners and copiers being procured by the client in the
Page 3 of 5
22
Training locations both Head
Office and regional offices
bid document shall not be used during this exercise.
User level Training of EDRMS shall be conducted at the
Head Office.
Regional staff shall be trained at their respective offices.
Administrator training shall be conducted at a certified
training institution within Nairobi.
Training schedules should be realistic and submitted to the
project manager before commencement.
Certification training shall be conducted in a certified
institution within Nairobi.
Management Staff training shall be conducted out of office
but within the country. The supplier shall be required to
liaise with the Project Manager for a suitable location
Bidders are required to quote for ALL items stipulated in
the bid document. However bidders are free to submit joint
ventures to enhance their qualification
23
Can bidders quote for
particular items/ services only
in the Tender?
24
Clarify on workflows being
Workflows shall not be configured to MS SharePoint
configure to MS SharePoint
Number of Scanners to be
Increased from 4 No. to 8 No with the same specifications as
supplied
indicated in the bid document
Testing phase shall capture the following:-
25
26
Unit testing
Integration testing
System testing
Acceptance testing
Testing shall be done in the development process while
developer completes the unit development. The object of
this testing is to verify correctness of the module. The
purpose of unit testing is to check that as individual parts are
functioning as expected. Documentation of these tests must
be provided.
System Integration Testing shall be done after the individual
software modules are integrated as a group. A typical
software project consists of multiple modules & these are
developed by different developers. So in integration testing
is focuses to check that after integrating modules Is two
modules are communicating with each other or not. Most of
the issues are observed in this type of testing. .
Documentation of these tests must be provided
This is the first time end to end testing of application on the
complete and fully integrated software product before it is
launch to the market. Documentation of these tests must be
provided.
User acceptance is a type of testing performed by the Client
Page 4 of 5
Quality assurance testing
(QAT)
Stress testing
Volume testing
Security testing
Recovery testing
Top-down testing
27
Multi-purpose
specification
copier
to certify the system with respect to the requirements that
was agreed upon. This is beta testing of the product &
evaluated by the actual end users. The main purpose of this
testing is to validate the end to end business flow.
.Documentation of these tests must be provided
Testing that focuses on the documented specifications and
the technology employed; verifies that the application works
as documented by testing the logical design and the
technology itself. . Documentation of these tests must be
provided.
Studying the impact on the application by testing with an
incremental number of concurrent users/services on the
application to determine the maximum number of concurrent
users/services the application can process. . Documentation
of these tests must be provided.
It shall involve Studying the impact on the application by
testing with an incremental volume of records to determine
the maximum volume of records (data) that the application
can process. Documentation of these tests must be provided
Making sure that the modified/new system includes
provisions for appropriate access controls and does not
introduce any security holes that might compromise other
systems
Checking the system's ability to recover after a software or
hardware failure
a testing strategy where the component at the top of the
component hierarchy is tested first, with lower level
components being simulated by stubs; tested components
are then used to test lower level components; the process is
repeated until the lowest level components have been
tested
Printing speed should be a minimum of 4Oppm and A4 and
a minimum of 2Oppm in A3 not 50 ppm as indicated on
page 212 on the bid document.
Page 5 of 5
Kenya National Highways Authority
Quality Highways, Better Connections
Blue Shield Towers, Hospital Road, Upper Hill P.O. Box 49712 - 00100 Nairobi
Tel 020 - 8013842 Email [email protected] / [email protected] Website www.kenha.co.ke
MOMBASA-NAIROBI-ADDIS ABABA ROAD DEVELOPMENT PROJECT PHASE II:
UPGRADING OF MARSABIT TURBI ROAD (A2).
MINUTES OF MANDATORY PRE BID MEETING FOR THE SUPPLY NSTALLATION,
CONFIGURATION AND COMMISSIONING OF ELECTRONIC DOCUMENT
MANAGEMENT AND RECORDS MANAGEMENT SYSTEM (EDRMS) AT THE KENYA
NATIONAL HIGHWAYS AUTHORITY AND 10 REGIONAL OFFICES KENHA/992/2015 ON
TUESDAY, 12TH MAY 2015.
No
Name
Organization
Maryanne Mwai
KeNHA
Eng. Daniel Chrono
KeNHA
Brian Shikoli
KeNHA
1
Position
Email Address
Chairing
0727077880
Member
2
0722825519
Member
3
4
0721288329
Member
Raphael Emojong
KeNHA
5
Vincent Chelimo
KeNHA
6
Benard Luome
KeNHA
7
Nancy Mutungi
KeNHA
0722625437
Member
0712075805
Member
072924597
Member
Taking minutes
8
Geoffrey Os iya
KeNHA
0716786454
0724464487
AGENDA
1. Opening Remarks/Introduction
2. Registration of the companies
3. Questions and Answer Sessions
4. Closing Remarks
MINUTE 1 Opening Remarks/Introduction
The meeting was called to order at 11:10 am by the Chairperson. She welcomed everybody for the pre-bid
conference and was followed by a brief introduction of the KeNHA Representatives.
MINUTE2- Registration
A blank public attendance register was circulated and participants were requested to indicate the name of
company they were representing and their contacts.
Below is the list of the participants present for the conference:Names of Companies Represented and their Representatives
No
Name
Company Represented
Mobile No
E-mail Adress
1
John Ogutu
Bell Atlantic
0737-771-668
Not Indicated
1
Ruth Mwangi
Fabtech Solutions
2
Mohammad Kariuki
Fabtech Solutions
3
Mathias Mboya
COSEKE (K) Ltd
4
Joachim Nderi
COSEKE (K) Ltd
Eric Omondi
MFI
6
Muoki Wambua
Centro Systems Ltd
7
Nicholas Misiku
Danyabu Solutions
0713-240-381
[email protected]
0724-617-089
[email protected]
0724-168-644
[email protected]
0729-600-228
5
[email protected]
0722-172-286
[email protected]
0719-837-939
[email protected]
e
0721-540-806
0720-564-654
8
Morris Mawira
CORETEC Systems &
Solutions
10
Phillip Omondi
CORETEC Systems &
Solutions
11
Ravikiran
GestaltGild
12
Ashwini Nayak
Eunotech Limited
13
Hilary Wendo
D Bulk Filers
William Nyangun
Linksoft
Integrated
Services (E.A)
15
Doreen Kinja
Express Automation Ltd
16
Kanampiu Murithi
XRX Technologies
17
Gabriel Gathitu
XRX Technologies
18
Vivienne Shenga
Navayuya Infotech
19
Abdalla Nizar
Group MFI
20
Simon Kagara
MIBM Ltd
21
John Busunkwi
[email protected]
0721-299218
[email protected]
0731-959-343
[email protected]
0712-258-692
[email protected]
0722-519-022
[email protected]
0722-613-938
14
[email protected]
0721-710-484
[email protected]
0725-789-266
kanampiu.murithi@xrxtechnologies
.co.ke
0722-518-038
[email protected].
ke
0723-120-861
[email protected]
[email protected]
0716-594-139
Not Indicated
0722-674-562
[email protected]
0722-674-562
Techno Brain
[email protected]
john.busunkwi@technobraingroup.
corn
Not indicated
22
Goerge Kigo
Fabtech Solutions
MINUTE 3- Questions/Clarifications and answer Sessions
[email protected]
The chairperson opened this session by asking the participants to feel free and ask any questions
or clarifications.
The participants asked many questions and sought clarifications of many issues concerning the
tender. This session ended at 1:30 PM.
KeNHA representatives led by the chairperson responded to issues raised and promised to issue
an addendum (attached)
MINUTE 4- Closing Remarks
The chairperson thanked all the participants for their participation and there being no any other
business, the meeting ended at 1:35pm.
No
Name
Position
1.
Maryanne Mwai
Chairperson
Signature
Date
___.-------2.
Geoffrey Osiya
Secretary
4111111
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