NATIONAL LAND COMMISSION

TENDER DOCUMENT

CALL FOR EXPRESSION OF INTEREST

FOR THE IMPLEMENTATION OF PHASE II OF INTEGRATED SYSTEMS FOR THE NATIONAL LAND COMMISSION (NLC)

TENDER NO: NLC /EOI/001/2017-2018

Ardhi House12th Floor, 1stNgong Avenue.

P.O. Box 44417-00100

Nairobi.

Tel: 2718050

Email:

Website:

CLOSING DATE: MONDAY, 23RDOCTOBER, 2017

REQUEST FOR EXPRESSION OF INTEREST (EOI) FOR IMPLEMENTATION OF PHASE II OF INTEGRATED SYSTEMS FOR THE NATIONAL LAND COMMISSION

The National Land commission of Kenya is an independent government body entrenched in Article 67 (1) of the Constitution of Kenya 2010 and subsequently established under an Act of Parliament, Act Number 5 of 2012.The commission hereby invites interested and eligible Tenderers to submit sealed Tenders for expressions of interest (EOI) for implementation of Phase II of Integrated Systems for the National Land Commission

Interested eligible candidates may inspect detailed EOI documents from the Supply Chain Office situated at the National Land Commission, ACK Garden Annex, ground floor during normal working hours at no charge. The tender document may also be obtained from NLC offices upon payment of Kes.1000.00 in cash or bankers cheque payable toNational Land Commission at the cash office located at ground floor, ACK Garden Annex.

The detailed EOI document may also be viewed and downloaded from the Commission’s website: and IFMIS Portal free of charge.

Bidders who download the documents are required to forward their particulars to the Supply Chain Office for records and for the purposes of receiving any further tender clarifications and/or addendums where applicable.

Completed EOI documents should be enclosed in plain sealed envelopes, marked with the EOI number and be deposited in the tender box provided at the National Land Commission, ACK Garden Annex, ground flooror be addressed and posted to:

SECRETARY/CEO

NATIONAL LAND COMMISSSION

P.O. BOX 4417-00100

NAIROBI

To be received on or before Monday, 23rd October 2017 at 11.00 am

CALL FOR EXPRESSION OF INTEREST

FOR

PROPOSED IMPLEMENTATION OF PHASE II OF INTEGRATED SYSTEMS FOR THE NATIONAL LAND COMMISSION (NLC)

  1. INTRODUCTION

The National Land Commission (NLC) is a constitutional body established by the Constitution of Kenya 2010, National Land Commission Act, 2012, the Land Act 2012 and the Land Registration Act of 2012.

NLC invites eligible candidates to provide and build up on the already existing integrated systems comprising of Enterprise Resource Planning (ERP),Customer Relation Management (CRM),Electronic Document Management System (eDMS),and National Land Information Management System (NLIMS).

Background

The National Land Commission (NLC) has since 2016 developed Phase I of an Integrated Systems, comprising of an ERP, CRM, eDMS and NLIMS. These components have been implemented using the following systems

a)Enterprise Resource Planning (ERP)

The ERP based on Microsoft Navision Dynamics has focused on Human Resource Management System featuring among other modules: employee card, leave management, performance management, payroll management, transport management, recruitment management, exit interview, training and development management, job management, disciplinary management and succession management.

b)Customer Relation Management (CRM)

TheMicrosoft Dynamics CRM has featured the following modules: land stakeholder data management, service request management, customer service management; andresearch and advocacy.

c)Electronic Document Management System (eDMS)

The eDMS based on Newgenmanages documents from the various modules i.e. ERP, CRM and NLIMS.

d)National Land Information Management System (NLIMS)

The NLIMS featuring ArcGIS with SharePoint integration has developed:

a)Land administration module featuring: land alienation, land rent clearance, development applications, approval of building plans, land subdivision, preparation of new leases, setting apart land and land regularization

b)Valuation and taxation module: compensation processing, Valuation for ground rating, valuation for ground rent, valuation for purchase and valuation for stamp duty

c)Land settlement module featuring: land acquisition procedures, planning, demarcation and survey procedures, identification of beneficiaries, allocation of plots, discharge and transfer of plots

d)Land adjudication module featuring: commencement of adjudication, declarations of sections, adjudication and survey, handling objections, and map processing

1.3 Requirements for Phase II

In Phase II, the NLC would like to scale up the Integrated Systems so as to cater for additional modules as follows:

a)ERP: An analysis of the existing ERP and inclusion of Financial services and Procurement services modules;

b)CRM: An analysis of the existing CRM and inclusion of Call Center integration and corporate communication workflows modules. The CRM should also be integrated with the eCitizen.

c)NLIMS:

  • Conduct a system architecture design analysis on the existing infrastructure to identify hardware and software gaps; recognize system design factors that impact NLIMS performance and scalability; incorporate security best practices throughout the system design; and deploy and identify a platform and network solution that satisfy NLIMS peak system performance needs.
  • To incorporate core Ministry of Lands functions and refinement of the NLC functions in the solution developed in Phase I;
  • To integrate existing business process workflows with GIS based workflows;
  • To provide a data conversion template;
  • To Implementstreamlined data conversion workflows; and
  • Procurement of an A0 Flat Bed Scanner – Qty 1 including the installation and setup.

d)Electronic Document Management System (eDMS):

An analysis of the existing eDMS and provision of deeper integration with workflows ensuring that all data and documents collected are channeled through the eDMS. In addition, the consultant will need to ensure that all documents are referenced and searchable with user rights and permissions applied to the various documents/artifacts in the document library.

To be able to support the development of Phase II, the National Land Commission (NLC) invitesExpression of Interests from qualifying firms from which a shortlist will be generated and a specific Request for Proposal provided.

  1. OBJECTIVES OF THE ASSIGNMENT

The overall objective of Phase II will be to enhance the systems that were developed in Phase I. The specific objective of the assignment will be:

a)To strengthen the existing systems developed in Phase I and provideadditional modules as specified in the introduction.

b)The consultant shall be required to conduct training on the developed modules with the aim of enablingthe training participants to acquire knowledge and skills necessary to run the system. The training shall include the following components:

  • A sound theoretical background of the methods and products should be covered in thetraining;
  • Training sample data should be provided by the training organization/agency and should enable the trainees to infer on the application within NLC;
  • The knowledge transfer should be such that issues learnt are applicable within NLC; and
  • The trainees need to be exposed to real problems so as to enable them apply the tools themselves.

The main target group for the training is approximately 20 participants coming from the NLC. The consultant shall provide training venue and materials including basic meeting packages such as lunch, water, tea / coffee during breaks.

  1. Deliverables

The following are the deliverables of this consultancy.

  • Developed modules for the eDMS, ERP, CRM and NLIMS;
  • Training & Capacity building for 20 participants from NLC;
  • External Portal for the NLIMS;
  • User and Administration Manuals for the developed systems;
  • Source Code for the developed systems; and
  • Development of a Geospatial database.
  1. Qualifications and experience of Key Staff
  • The consultant must have in its team staff with the following qualifications and experience:

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Position / Qualifications / General Experience / Specific Experience
Team Leader / Lead Consultant / At least MSc. degree in Surveying/ GIS/Land Management or Related Field / Minimum of 15 years of Practical Experience in GIS system development / Demonstrated experience in the implementation of at least 10GIS projects as having documented evidence on understanding the land information management sector in Kenya
Licensed Surveyor / BSc. Surveying, Geomatics, Geospatial Engineering, Geography or related discipline / Minimum of 10 years of practical experience in surveying work plus / Demonstrated experience in cadastral workflows management and processing of cadastral data as well as having an understanding on the land information management sector in Kenya
GIS Analyst / BSc. Surveying, Geomatics, Geospatial Engineering, Geography or Related Discipline / Minimum of 5 years Practical Experience in GIS / Demonstrated Experience in implementation of at least 5 GIS projects.
GPS Specialist / BSc. Surveying, Geomatics, Geospatial Engineering,
MSc Geodesy / Minimum of 5 years of practical experience in Geodetic work plus / Demonstrated experience in implementation of a similar project.
CRM Technical Resource / BSc. Computer Science or Related Discipline / Minimum of 5 years of Practical Experience in CRM implementation / Demonstrated Experience in implementation of at least 3 CRM projects as well as having specific knowledge and skills in Microsoft Dynamics CRM
Share Point Technical Resource / BSc. Computer Science or Related Discipline / Minimum of 5 years of Practical Experience in Share Point implementation / Demonstrated Experience in implementation of at least 3 Share Point projects as well as having specific developer skills in Share Point.
ERP Technical Resource / BSc. Computer Science or Related Discipline / Minimum of 5 years Practical Experience in ERP implementation / Demonstrated Experience in implementation of at least 3 CRM projects as well as having specific knowledge and skills in Microsoft Dynamics Navision.
eDMS Technical Resource / BSc. Computer Science or Related Discipline / Minimum of 5 years Practical Experience in document management solutions / Demonstrated Experience in implementation of at least 3 document management projects as well as having specific knowledge and skills in Newgen eDMS

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  1. ELIGIBILITY

The Expression of Interest must be accompanied by a firm’s qualification and professional capabilities. The information may include brochures, description of similar assignments, experience in similar conditions and availability of appropriate skills among staff with their most recent profiles showing qualifications and experience. Interested firms should provide evidence of the following:

  • Company profile
  • Incorporation/Registration in domicile country
  • Consortium agreements between firms that bid jointly with respective roles of each party clearly defined. The lead entity must be one with core expertise in GIS and preferably in cadastral information management
  • Information showing experience in implementation of similar projects
  • Description of management/organization structure with list of key staff relevant to the assignment and their curriculum vitae
  • Valid KRA Tax Compliance Certificate
  • Audited Financial Records for the last 3 years
  • Current Practicing Certificates for the Professionals;
  • Membership to Professional Organizations;
  • Must have an established working link to wider GIS user community in Kenya and within the Eastern Africa region;
  • Must have experience in the execution of large national GIS projects in Government and International Organizations;
  • Must provide proof of having conducted a similar projects in the last 3 years;
  • Must provide Manufacturer Authorization indicating authority to sell relevant software and hardware; and
  • Must have experience in conducting training to Government and International Organizations.
  • Healthy staff retention capacity for purposes of ensuring longevity of support relationship
  • Ability to build on the work already in place by developing solutions that will sit on top of the existing ones.
  • Requirement to procure different licenses will automatically disqualify the prospective supplier

Secretary/CEO– NLC

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