JOMO KENYATTA UNIVERSITY
OF
AGRICULTURE AND TECHNOLOGY.
REF:/NO. JKUAT/EOI/20/2016–2017 - SUPPLY, INSTALL, CONFIGURE, TEST AND COMMISSION A WEB-BASED UNIVERSITY-WIDE ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION.
To be submitted by Tuesday 25th April, 2017 at 11:30 a.m.
1.0 Introduction
Jomo Kenyatta University of Agriculture and Technology is a public university situated in Juja, 36 kilometers North East of Nairobi, along the Nairobi-Thika Superhighway. JKUAT has 40,000 students in 14 campuses with 12 spread out across the Republic of Kenya, 1 in Arusha, Tanzania and 1 in Kigali, Rwanda. It is a premier institution for training in Agriculture, Engineering, Enterprise development, built environment, health sciences and applied sciences.
The main objectives of JKUAT are:
1. To provide in collaboration with other institutions facilities for agricultural, technological, scientific and professional education.
2. To participate in the discovery, transmission and preservation of knowledge and to stimulate the intellectual participation of students for economic, technological, agricultural and cultural development of Kenya.
3. To be proactive in the development of agriculture and technology in conjunction with industry and to promote extension services for national development.
4. Examine and make proposals for the establishment of new departments, resource and research centres, new degree courses, or new subject of study.
JKUAT was chartered in 2013 and enjoys accreditation from many organizations both locally and internationally. To respond to the many responsibilities bestowed on it by its stakeholders the institution relies on an efficient and effective system of administration of services and products. The maintenance of the systems requires constant attention to remain relevant and improved on capabilities.
2.0 OBJECTIVES OF THE ASSIGNMENT
The Main objective of the assignment is:
1. To supply, install, configure, test and commission a web-based University-wide enterprise resource planning (ERP) solution.
3.0 SCOPE OF THE ASSIGNMENT
The detailed scope of services will include but not limited to the following:
The bidder shall be required to do the following once they are awarded the tender:
1. Assess the existing University infrastructure, systems and services.
2. Select a suitable solution to meet University-wide needs.
3. Customize the selected solution to meet the needs of the University.
4. Train JKUAT personnel who will participate in the implementation;
5. Ensure the ERP solution is hosted appropriately in the agreed site and methodology;
6. Ensure testing in relation to workflows, security and any other necessary aspect are done to the satisfaction of the user;
7. Integration of the solution to existing solutions.
8. Integrate with external systems (banking, placement boards…)
9. Conduct data migration from existing solutions to the new solution.
10. Ensure that users are satisfactorily trained;
11. Provide proposal for service level agreement and all possible components to be included in this agreement;
4.0 Mandatory Requirements:
1. Provide all the statutory documents (PIN, VAT, valid tax compliance certificate, valid business permit, certificate of registration/incorporation and CR 12 form)
2. Physical location of business premises
3. Company/business profile
4. Software manufacturers authorization or patent rights declaration (letter of authorization by software developer if different from the bidder) or proof of system ownership
5. Copies of audited accounts for the last three years
6. Evidence of having undertaken similar successful assignments from at least three firms preferably institutions of higher learning
7. Overview of the proposed solution
8. Accreditation of IT professionals by ICT Authority
9. The firm should attach accreditation certificate with ICT authority
10. statement that the company has not been debarred from participating in Public Procurement
11. A declaration that the company will not engage in corruption or fraudulent practices.
12. Serialize each page of our document and permanent binding. Spiral binding is not allowed
Technical Evaluation
1 / Minimum 5 years Experience in Similar Projects / A brief overview of at least five (5) similar assignments implemented successfully with contact persons and references from Organizations i.e. provide copies of contracts, LPOs, completion certificates etc. Indicate scope of the work accomplished.2 / Demonstration of Bidders understanding and capability to undertake the assignment / Detailed description and designs of bidders’ understanding of the assignment, how the bidder proposes to undertake the assignment and expected components of the project following the scope in 3 above.
3 / Introduction and confirmation of technical capability, reliability and guarantees of good performance. / At least three (3) letters of introduction, recommendations of good performance and guarantees from clients, agencies, manufacturers where applicable, etc. Projects that have gone through a full implementation cycle will be preferred.
4 / Demonstration of Competence and qualifications of the key professional /Technical Staff for the assignment. / Attach signed current CV’s and valid copies of academic and professional certificates showing the competencies and skills of the indicated technical staff and project managers who will be involved in this assignment.
5 / Manufacturing License / Manufacturing License or Authorization License.
In case of authorization scenario a letter of good standing from the manufacturer will be required to be sent directly to the client.
Technical evaluation criteria
S/No / Technical Requirement / Details / Marks1 / Qualification of the team / The lead consultant should: Degree in IT (5 marks) Master’s Degree in ICT (5 marks). Attach certified CV and certificates / 10
10 years’ experience in similar and successful development of ERP system. Attach certified CVs / 10
3 technical support staff with Undergraduate degree in ICT (5 marks) 5 years’ experience 5 marks (Attach CVs and certified copies of certificates / 10
2 / Experience of similar successful ERP system preferably in institution of higher learning / Attach 5 letters of recommendation, LPOs and contracts from organizations the firm installed ERP and it is successfully operational / 20
3 / Provide evidence of financial capacity / 3 years Audited accounts / 10
4 / Provide a detailed methodology for Installation and implementation of ERP systems / Installation, configuration, testing / 10
5 / Training of user departments involved / Training: i) work plan
ii) Content / 10
6 / Physical Business location / Address, office telephone and physical location / 5
7 / System migration / A statement of system migration for transition assurance / 5
8 / Maintenance / Provision of warranty
Maintenance policy / 10
Total / 100
Pass mark is 70%
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