MINISTRY OF ENVIRONMENT AND FORESTRY OPEN ...Page 2 of 71 P. O. Box 30126-00100, NAIROBI. so as to...

MINISTRY OF ENVIRONMENT AND FORESTRYKENYA METEOROLOGICAL DEPARTMENT

OPEN TENDER

TENDER NO: MOE&F/KMD/OT/014/2019-2020

FOR DESIGN, DEVELOPMENT, TESTING AND COMMISSIONING OFNEW KENYA METEOROLOGICAL DEPARTMENT WEBSITE

APRIL, 2020

CLOSING DATE: 30TH APRIL, 2020TIME: 10:00 AM LOCAL TIME.

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TABLE OF CONTENTS

Table of ContentsMINISTRY OF ENVIRONMENT AND FORESTRY ............................................... i

KENYA METEOROLOGICAL DEPARTMENT ....................................................... i

TABLE OF CONTENTS ................................................................................................... i

SECTION I INVITATION TO TENDER ................................................................. 1

SECTION II INSTRUCTIONS TO TENDERERS .................................................... 4

SECTION III GENERAL CONDITIONS OF CONTRACT ................................ 26

SPECIAL IV SPECIAL CONDITIONS OF CONTRACT ...................................... 33

SECTION V SCHEDULE OF REQUIREMENTS AND PRICES ......................... 36

SECTION VI TECHNICAL SPECIFICATIONS ................................................... 38

SECTION B ..................................................................................................................... 48

Technical Requirements Document -KMD ................................................................ 48

Introduction .................................................................................................................... 48

Project Timeframe .......................................................................................................... 48

Scope of work ................................................................................................................. 48

Technical Requirements ................................................................................................ 49

Content Management System (CMS) .......................................................................... 50

Technology Platforms.................................................................................................... 51

Security ............................................................................................................................ 51

Client References............................................................................................................ 51

Support and Warranty .................................................................................................. 51

Intellectual Property Rights.......................................................................................... 51

Quotation guidelines ..................................................................................................... 51

SECTION VII: STANDARD FORMS .......................................................................... 52

7.1 FORM OF TENDER ............................................................................................ 54

7.2 CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM............................. 56

7.3 TENDER SECURITY FORM.............................................................................. 58

7.4 CONTRACT FORM ............................................................................................ 59

7.5 PERFORMANCE SECURITY FORM ............................................................... 60

7.6 BANK GUARANTEE FOR ADVANCE PAYMENT ..................................... 61

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7.7 MANUFACTURER’S AUTHORIZATION FORM ........................................ 62

7.8 LETTER OF NOTIFICATION OF AWARD .................................................... 63

7.9 TENDER SECURING DECLARATION FORM ............................................. 64

7.10 SELF DECLARATION THAT THE PERSON/TENDERER IS NOTDEBARRED IN THE MATTER OF THE PUBLIC PROCUREMENT AND ASSETDISPOSAL ACT 2015. ................................................................................................... 66

7.11 SELF DECLARATION THAT THE PERSON/TENDERER WILL NOTENGAGE IN ANY CORRUPTOR FRAUDULENT PRACTICE. .......................... 67

7.12 SELF DECLARATION THAT THE PERSON/TENDERER WILL ............. 68

COMPLY WITH LABOUR LAWS AND WAGE REGULATION GUIDELINES. 68

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SECTION I INVITATION TO TENDEROPEN TENDER

Tender Ref No. MOE&F/KMD/OT/014/2019-2020

Tender Name: Design, Development, Testing and Commissioning of newKenya Meteorological Department Website

Dated: 14th April, 2020

1.1 The Ministry of Environment and Forestry invites sealed tenders fromeligible candidates for the Design, Development, Testing andCommissioning of new Kenya Meteorological Department Website

1.2 A complete set of tender documents containing detailed information may beobtained from Ministry of Environment and Forestry, Ragati Road, NHIFBuilding, 11th floor, Supply Chain Management Office room 1102 duringnormal working hours (8.00 am to 5.00pm, Monday-Friday, with exemptionof public holidays) upon payment of non-refundable fee of Ksh 1000 payablein cash or Bankers cheque to the Principal Secretary, Ministry ofEnvironment and Forestry, or download the document free of charge fromthe Ministry website:www.environment.go.ke, www.meteo.go.ke orhttp://supplier.treasury.go.ke and www.tenders.go.ke. In case thedocuments are downloaded, bidders must inform the Ministry ofEnvironment and Forestry, Supply Chain Management Services immediatelyfor recording purpose through the following email address;[email protected].

1.3 Prices quoted should be net inclusive of all taxes, must be in Kenya Shillingsand shall remain valid for 120 (One Hundred and Twenty) days from theclosing date of the tender.

1.4 Tender must be accompanied by a tender security of Kenya Shillings OneHundred and Sixty thousand shillings (Ksh 160,000) only from reputablebank or an insurance company approved by Public Procurement RegulatoryAuthority payable to the Principal Secretary,Ministry of Environment andForestry, P.O. Box 30126, 00100 Nairobi, Kenya. Failure to attach the TenderSecurity will lead to automatic rejection of the tender.

1.5 Completed tender documents are to be enclosed in plain sealed envelopesmarked with tender reference number and be deposited in the Tender Box atthe Reception Area of the Ministry of Environment and Forestry’s Offices(11th Floor, N.H.I.F Building along Ragati Road, Nairobi) and addressed to,

The Principal SecretaryMinistry of Environment and Forestry,

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P. O. Box 30126-00100,NAIROBI.

so as to be received on or before 30th April, 2020at 10.00 am East AfricanTime. Late bids will not be accepted and will be returned unopened.

1.6 Tenders will be opened immediately thereafter, i.e. on 30th April, 2020 at10.00 am East African Time in the presence of the Candidates or theirrepresentatives, who choose to attend at the Ministry of Environment andForestry’s Conference Room, located at 12th floor of the N.H.I.F. Buildingalong Ragati Road, Nairobi.

Principal Secretary

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SECTION II - INSTRUCTIONS TO TENDERERSTable of Clauses

2.1 Eligible Tenderer2.2 Eligible Equipment2.3 Cost of Tendering2.4 Contents of Tender Document2.5 Clarification of Tender Documents2.6 Amendment of Tender Document2.7 Language of Tender2.8 Documents Comprising the Tender2.9 Tender Forms2.10 Tender Prices2.11 Tender Currencies2.12 Tenderers Eligibility and Qualification2.13 Goods’ Eligibility and Conformity to Tender Document2.14 Tender Security2.15 Validity of Tenders2.16 Format and Signing of Tenders2.17 Sealing and Marking of Tenders2.18 Deadline for Submission of Tender2.19 Modification and Withdrawal of Tenders2.20 Opening of Tenders2.21 Clarification of Tenders2.22 Preliminary Examination2.23 Conversion to Single Currency2.24 Evaluation and Comparison of Tender2.25 Contacting the procuring entity2.26 Award of Contract

(a) Post Qualification(b) Award criteria(c) Ministry of Environment, Kenya Meteorological Department’sRight to Vary Quantities

(d ) Ministry of Environment, Kenya Meteorological Department’sRight to Accept or Reject any

or all Tenders2.27 Notification of Award2.28 Signing of Contract2.29 Performance Security2.30 Corrupt or Fraudulent Practices

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SECTION II INSTRUCTIONS TO TENDERERS

2.1 Eligible Tenderers

2.1.1 This Invitation for Tenders is open to all tenderers eligible as described inthe Appendix to Instructions to Tenderers. Successful tenderers shallcomplete the supply, install and commissioning of the item by theintended completion date specified in the tender documents.

2.1.2 The procuring entity employees, committee members, board membersand their relative (spouse and children) are not eligible to participate inthe tender unless where specially allowed under section 131 of the Act.

2.1.3 Tenderers shall provide the qualification information statement that thetenderer (including all members of a joint venture and subcontractors) isnot associated, or have been associated in the past, directly or indirectly,with a firm or any of its affiliates which have been engaged by theprocuring entity to provide consulting services for the preparation of thedesign, specifications, and other documents to be used for theprocurement of the goods under this Invitation for tenders.

2.1.4 Tenderers involved in corrupt or fraudulent practices or debarred fromparticipating in public procurement shall not be eligible.

2.2 Eligible Equipment

2.2.1 All equipment to be supplied and installed under the contract shall havetheir origin in eligible source countries.

2.2.2 For purposes of this clause, “origin” means the place where theequipment(s) are produced. Goods are produced when, throughmanufacturing, processing, or substantial and major assembly ofcomponents, a commercially-recognized product results that issubstantially different in basic characteristics or in purpose or utility fromits components

2.2.3 The origin of equipment is distinct from the nationality of the tendererand shall be treated thus in the evaluation of the tender.

2.3 Cost of Tendering

2.3.1 The Tenderer shall bear all costs associated with the preparation andsubmission of its tender, and the procuring entity, will in no case be

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responsible or liable for those costs, regardless of the conduct or outcomeof the tendering process.

2.3.2 The price to be charged for the tender document shall not exceed Kshs.1,000.00

2.3.3 The procuring entity shall allow the tenderer to review the tender documentfree of charge before purchase.

2.4. Contents of Tender Document

2.4.1 The tender document comprises the documents listed below and addendaissued in accordance with clause 2.6 of these instructions to tenderers(i) Invitation to Tender(ii) Instructions to Tenderers(iii) General Conditions of Contract(iv) Special Conditions of Contract(v) Schedule of requirements(vi) Technical Specifications(vii) Tender Form and Price Schedules(viii) Tender Security Form(ix) Contract Form(x) Performance Security Form(xi) Bank Guarantee for Advance Payment Form(xii) Manufacturer’s Authorization Form(xiii) Confidential Business Questionnaire Form(xiv) Declaration form(xv) Request for Review Form

2.4.2 The Tenderer is expected to examine all instructions, forms, terms, andspecifications in the tender documents. Failure to furnish all informationrequired by the tender documents or to submit a tender not substantiallyresponsive to the tender documents in every respect will be at thetenderers risk and may result in the rejection of its tender.

2.5 Clarification of Tender Documents

2.5.1 A prospective tenderer making inquiries of the tender documents maynotify the procuring entity in writing or by post at the entity’s address indicatedin the invitation for tenders. The procuring entity will respond in writing to anyrequest for clarification of the tender documents, which it receives not later thanseven (7) days prior to the deadline for the submission of tenders, prescribed bythe procuring entity. Written copies of the procuring entity response (including

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an explanation of the query but without identifying the source of inquiry) will besent to all prospective tenderers that have received the tender document.

2.5.2 The procuring entity shall reply to any clarifications sought by the tendererwithin 3 days of receiving the request to enable the tenderer to maketimely submission of its tender.

2.6 Amendment of Tender Documents

2.6.1 At any time prior to the deadline for submission of tender, the procuringentity, for any reason, whether at its own initiative or in response to aclarification requested by a prospective tenderer, may modify the tenderdocuments by issuing an addendum.

2.6.2 All prospective tenderers that have obtained the tender documents will benotified of the amendment in writing or by post and will be binding onthem.

2.6.3 In order to allow prospective tenderers reasonable time in which to takethe amendment into account in preparing their tenders, the procuringentity, at its discretion, may extend the deadline for the submission oftenders.

2.7 Language of Tender

2.7.1 The tender prepared by the tenderer, as well as all correspondence anddocuments relating to the tender exchange by the tenderer and theprocuring entity, shall be written in English language, provided that anyprinted literature furnished by the tenderer may be written in anotherlanguage provided they are accompanied by an accurate Englishtranslation of the relevant passages in which case, for purposes ofinterpretation of the tender, the English translation shall govern.

2.8 Documents Comprising the Tender

2.8.1 The tender prepared by the tenderers shall comprise the followingcomponents.

(a) a Tender Form and a Price Schedule completed inaccordance with paragraph 2.9, 2.10 and 2.11 below

(b) documentary evidence established in accordance withparagraph 2.12 that the tenderer is eligible to tender and isqualified to perform the contract if its tender is accepted;

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(c) documentary evidence established in accordance withparagraph 2.13 that the goods and ancillary services to besupplied by the tenderer are eligible goods and services andconform to the tender documents; and

(d) tender security furnished in accordance with paragraph 2.14(e) Confidential Business Questionnaire

2.9 Tender Form

2.9.1 The tenderer shall complete the Form of Tender and the appropriate PriceSchedule furnished in the tender documents, indicating the equipment tobe supplied, installed and commissioned and a brief description of theequipment, their country of origin, quantity, and prices.

2.10 Tender Prices

2.10.1 The tenderer shall indicate on the appropriate Price Schedule the unitprices where applicable and total tender price of the equipment andinstallation it proposes to supply under the contract.

2.10.2 Prices indicated on the Price Schedule shall be entered separately in thefollowing manner:

(i) The price of the equipment quoted EXW (ex works, ex factory, exwarehouse, ex showroom, or off-the-shelf, as applicable), including allcustoms duties and sales and other taxes already paid or payable:

(ii) Charges for inland transportation, insurance, and other local costsincidental to delivery of the goods to their final destination; and

(iii) Installation charges shall also be indicated separately for eachequipment

2.10.3 Prices quoted by the tender shall remain fixed during the Tender’sperformance of the contract. A tender submitted with an adjustable pricequotation will be treated as non-responsive and will be rejected, pursuantto paragraph 2.22 unless otherwise agreed by the parties.

2.11 Tender Currencies

2.11.1 Prices shall be quoted in the following currencies:(a) For equipment that the tenderer will supply from within Kenya,

the prices shall be quoted in Kenya Shillings; and

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(b) For equipment that the tenderer will supply from outsideKenya, the prices may be quoted in US Dollars or in anotherfreely convertible currency.

(c) Cost of installation and commissioning will be in KenyaShillings.

2.12 Tenderers Eligibility and Qualifications

2.12.1 Pursuant to paragraph 2.1. the tenderers shall furnish, as part of its tender,documents establishing the tenderers eligibility to tender and itsqualifications to perform the contract if its tender is accepted.

2.12.2 The documentary evidence of the tenderers eligibility to tender shallestablish to the procuring entity’s satisfaction that the tenderer, at the timeof submission of its tender, is from an eligible source country as definedunder paragraph 2.1

2.12.3 The documentary evidence of the tenderers qualifications to perform thecontract if its tender is accepted shall establish to the procuring entity’ssatisfaction;(a) that, in the case of a tenderer offering to supply equipment under

the contract which the tenderer did not manufacture or otherwiseproduce, the tenderer has been duly authorized by the equipment,Manufacturer or producer to supply the equipment

(b) that the tenderer has the financial, technical, and productioncapability necessary to perform the contract;

(c) that, in the case of a tenderer not doing business within Kenya, thetenderer is or will be (if awarded the contract) represented by anAgent in Kenya equipped, and able to carry out the Tenderer’smaintenance, repair, and spare parts-stocking obligationsprescribed in the Conditions of Contract and/or TechnicalSpecifications.

2.13 Goods Eligibility and Conformity to Tender Document

2.13.1 Pursuant paragraph 2.2 of this section, the tenderer shall furnish, as partof its tender documents establishing the eligibility and conformity to thetender documents of all equipment which the tenderer proposes to supplyunder the contract

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2.13.2 The documentary evidence of the eligibility of the goods shall consist ofstatement in the Price Schedule of the country of origin of the goods andservices offered which shall be confirmed by a certificate of origin issuedat the time of shipment.

2.13.3 The documentary evidence of conformity of the equipment to the tenderdocuments may be in the form of literature, drawings, and data, and shallconsist of:

a) a detailed description of the essential technical and performancecharacteristic of the equipment

b) a list giving full particulars, including available source and currentprices of spare parts, special tools, etc., necessary for the proper andcontinuing functioning of the equipment for a period of two (2)years, following commencement of the use of the equipment by theprocuring entity; and

c) a clause-by-clause commentary on the procuring entity’s TechnicalSpecifications demonstrating substantial responsiveness of thegoods and service to those specifications, or a statement ofdeviations and exceptions to the provisions of the TechnicalSpecifications.

2.13.4 For purposes of the commentary to be furnished pursuant to paragraph2.13.3(c ) above, the tenderer shall note that standards for workmanship,material, and equipment, as well as references to brand names orcatalogue numbers designated by the Procurement entity in its TechnicalSpecifications, are intended to be descriptive only and not restrictive. Thetenderer may substitute alternative standards, brand names, and/orcatalogue numbers in its tender, provided that it demonstrates to theProcurement entity’s satisfaction that the substitutions ensure substantialequivalence to those designated in the Technical Specifications.

2.14 Tender Security

2.14.1 The tenderer shall furnish, as part of its tender, a tender security for theamount and form specified in the Appendix to Instructions to Tenderers.

2.14.2 The tender security shall be in the amount not exceeding 2 % (twopercent) of the tender price.

2.14.3 The tender security is required to protect the procuring entity against therisk of Tenderer’s conduct which would warrant the security’s forfeiture,pursuant to paragraph 2.14.7

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2.14.4 The tender security shall be denominated in Kenya Shillings or in anotherfreely convertible currency, and shall be in the form of

a) A bank guaranteeb) Such Insurance Guarantee approved by the Authority

2.14.5 Any tender not secured in accordance with paragraph 2.14.1 and 2.14.3will be rejected by the procuring entity as non-responsive, pursuant toparagraph 2.22

2.14.6 Unsuccessful Tenderer’s tender security will be discharged or returned aspromptly as possible, but not later than thirty (30) days after theexpiration of the period of tender validity prescribed by the procuringentity.

2.14.7 The successful Tenderer’s tender security will be discharged upon thetenderer signing the contract, pursuant to paragraph 2.27 and furnishingthe performance security, pursuant to paragraph 2.28

2.14.8 The tender security may be forfeited:

a) if a tenderer withdraws its tender during the period of tender validityspecified by the procuring entity on the Tender Form; or

b) in the case of a successful tenderer, if the tenderer fails:

i) to sign the contract in accordance with paragraph 2.27or

ii) to furnish performance security in accordance with paragraph 2.28c) If the tenderer rejects correction of an arithmetic error in the tender.

2.15 Validity of Tenders

2.15.1 Tenderers shall remain valid for 120 days after date of tender openingprescribed by the procuring entity, pursuant to paragraph 2.20. A tendervalid for a shorter period shall be rejected by the procuring entity as non-responsive.

2.15.2 In exceptional circumstances, the procuring entity may solicit theTenderer’s consent to an extension of the period of validity. The requestand the responses thereto shall be made in writing. The tender securityprovided under paragraph 2.14 shall also be suitably extended. Atenderer may refuse the request without forfeiting its tender security. A

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tenderer granting the request will not be required nor permitted to modifyits tender.

2.16 Format and Signing of Tender

2.16.1 The Tenderer shall prepare two copies of the tender, clearly marking each“ORIGINAL TENDER” and “COPY OF TENDER,” as appropriate. In theevent of any discrepancy between them, the original shall govern.

2.16.2 The original and all copies of the tender shall be typed or written inindelible ink and shall be signed by the tenderer or a person or personsduly authorized to bind the tenderer to the contract. All pages of thetender, except for unamended printed literature, shall be initialed by theperson or persons signing the tender.

2.16.3 The tender shall have no interlineations, erasures, or overwriting except asnecessary to correct errors made by the tenderer, in which case suchcorrections shall be initialed by the person or persons signing the tender.

2.17 Sealing and Marking of Tenders

2.17.1 The Tenderer shall seal the original and each copy of the tender inseparate envelopes, duly marking the envelopes as “ORIGINAL” and“COPY.” The envelopes shall then be sealed in an outer envelope.

2.17.2 The inner and outer envelopes shall:

(a) be addressed to the procuring entity at the address given on he Invitationto Tender.

(b) bear the tender number and name in the Invitation to Tender and thewords “DO NOT OPEN BEFORE Thursday,30thApril,2020at 10.00 amEast African Time.

2.17.3 The inner envelopes shall also indicate the name and address of thetenderer to enable the tender to be returned unopened in case it isdeclared “late”.

2.17.4 If the outer envelope is not sealed and marked as required by paragraph2.17.2, the procuring entity will assume no responsibility for the tender’smisplacement or premature opening.

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2.18 Deadline for Submission of Tenders

2.18.1 Tenders must be received by the procuring entity at the address specifiedunder paragraph 2.17.2 not later than 30th April,2020at 10.00 amEastAfrican Time.

2.18.2 The procuring entity may, at its discretion, extend this deadline for thesubmission of tenders by amending the tender documents in accordancewith paragraph 2.6, in which case all rights and obligations of theprocuring entity and candidates previously subject to the deadline willtherefore be subject to the deadline as extended

2.18.3 Bulky tenders which will not fit in the tender box shall be received by theprocuring entity procurement Section as provided for in the Appendix.

2.19 Modification and Withdrawal of Tenders

2.19.1 The tenderer may modify or withdraw its tender after the tender’ssubmission, provided that written notice of the modification, includingsubstitution or withdrawal of the tenders, is received by the procuringentity prior to the deadline prescribed for submission of tenders.

2.19.2 The Tenderer’s modification or withdrawal notice shall be prepared,sealed, marked, and dispatched in accordance with the provisions ofparagraph 2.17. A withdrawal notice may also be sent by cable, telex butfollowed by a signed confirmation copy, postmarked not later than thedeadline for submission of tenders.

2.19.3 No tender may be modified after the deadline for submission of tenders.

2.19.4 No tender may be withdrawn in the interval between the deadline forsubmission of tenders and the expiration of the period of tender validityspecified by the tenderer on the Tender Form. Withdrawal of a tenderduring this interval may result in the Tenderer’s forfeiture of its tendersecurity, pursuant to paragraph 2.14.7

2.20 Opening of Tenders

2.20.1 The procuring entity will open all tenders in the presence of tenderers’representatives who choose to attend, on 30th April,2020at10.00am EastAfrican Time in the Reception Area of the Ministry of Environment andForestry (11th Floor, N.H.I.F Building along Ragati Road, Nairobi).

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The tenderers’ representatives who are present shall sign a tender openingregister evidencing their attendance.

2.20.2 The tenderers’ names, tender modifications or withdrawals, tender prices,discounts and the presence or absence of requisite tender security andsuch other details as the procuring entity, at its discretion, may considerappropriate, will be announced at the opening.

2.20.3 The procuring entity will prepare minutes of the tender opening.

2.21 Clarification of Tenders

2.21.1 To assist in the examination, evaluation and comparison of tenders theprocuring entity may, at its discretion, ask the tenderer for a clarificationof its tender. The request for clarification and the response shall be inwriting, and no change in the prices or substance of the tender shall besought, offered, or permitted.

2.21.2 Any effort by the tenderer to influence the procuring entity in the tenderevaluation, tender comparison or contract award decisions may result inthe rejection of the tenderers’ tender.

2.22 Preliminary Examination and Responsiveness

2.22.1 The procuring entity will examine the tenders to determine whether theyare complete, whether any computational errors have been made, whetherrequired sureties have been furnished, whether the documents have beenproperly signed, and whether the tenders are generally in order.

2.22.2 Arithmetical errors will be rectified on the following basis. If there is adiscrepancy between the unit price and the total price that is obtained bymultiplying the unit price and quantity, the unit price shall prevail, andthe total price shall be corrected. If the candidate does not accept thecorrection of the errors, its tender will be rejected, and its tender securitymay be forfeited. If there is a discrepancy between words and figures theamount in words will prevail

2.22.3 The procuring entity may waive any minor informality or non-conformityor irregularity in a tender which does not constitute a material deviation,provided such waiver does not prejudice or effect the relative ranking ofany tenderer.

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2.22.4 Prior to the detailed evaluation, pursuant to paragraph 2.23 the procuringentity will determine the substantial responsiveness of each tender to thetender documents. For purposes of these paragraphs, a substantiallyresponsive tender is one, which conforms to all the terms and conditionsof the tender documents without material deviations. The procuringentity determination of a tender’s responsiveness is to be based on thecontents of the tender itself without recourse to extrinsic evidence.

2.22.5 If a tender is not substantially responsive, it will be rejected by theprocuring entity and may not subsequently be made responsive by thetenderer by correction of the non-conformity.

2.23 Conversion to Single Currency

2.23.1 Where other currencies are used, the procuring entity will convert thosecurrencies to Kenya Shillings using the selling exchange rate on the date oftender closing provided by the Central Bank of Kenya.

2.24 Evaluation and Comparison of Tenders

2.24.1 The procuring entity will evaluate and compare the tenders which havebeen determined to be substantially responsive, pursuant to paragraph2.22

2.24.2 The procuring entity evaluation of a tender will exclude and not take intoaccount

(a) in the case of equipment manufactured in Kenya or equipment offoreign origin already located in Kenya, sales and other similartaxes, which will be payable on the goods if a contract is awardedto the tenderer; and

(b) any allowance for price adjustment during the period of executionof the contract, if provided in the tender.

2.24.3 The comparison shall be of the ex-factory/ex-warehouse/off-the-shelfprice of the goods offered from within Kenya, such price to include allcosts, as well as duties and taxes paid or payable on components and rawmaterial incorporated or to be incorporated in the goods.

2.24.4 The procuring entity evaluation of a tender will take into account, inaddition to the tender price and the price of incidental services, thefollowing factors, in the manner and to the extent indicated in paragraph2.23.5 and in the technical specifications:

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(a) delivery and installation schedule offered in the tender;(b) deviations in payment schedule from the specifications in the Special

Conditions of Contract;(c) the cost of components, mandatory spare parts and service;(d) the availability in Kenya of spare parts and after-sales service for the

equipment offered in the tender;

2.24.5 Pursuant to paragraph 2.24.4 the following evaluation methods will beapplied

2.23.1 Delivery scheduleThe procuring entity requires that the equipment under the Invitation forTenders shall be delivered at the time specified in the Schedule ofRequirements. Tenders offering deliveries longer than the procuringentity’s required delivery time will be treated as non-responsive andrejected.

2.23.1 Deviation in payment scheduleTenderers shall state their tender price for the payment of scheduleoutlined in the special conditions of contract. Tenders will be evaluatedon the basis of this base price. Tenderers are, however, permitted to statean alternative payment schedule and indicate the reduction in tender pricethey wish to offer for such alternative payment schedule. The procuringentity may consider the alternative payment schedule offered by theselected tenderer.

(c ) Spare parts and after sales service facilitiesTenderers must offer items with service and spare parts back-up.Documentary evidence and locations of such back-up must be given.Where tenderer offers items without such back-up in the country, he mustgive a documentary evidence and assurance that he will establishadequate back-up for items supplied.

2.24.6 The tender evaluation committee shall evaluate the tender within 30 daysof the validity period from the date of opening the tender.

2.24.7 Preference where allowed in the evaluation of tenders shall not exceed15%

2.25 Contacting the procuring entity

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2.25.1 Subject to paragraph 2.21 no tenderer shall contact the procuring entityon any matter related to its tender, from the time of the tender opening tothe time the contract is awarded.

2.25.2 Any effort by a tenderer to influence the procuring entity in its decisionson tender, evaluation, tender comparison, or contract award may result inthe rejection of the Tenderer’s tender.

2.26 Award of Contract

(a) Post-Qualification2.26.1 In the absence of pre-qualification, the procuring entity will determine to

its satisfaction whether the tenderer that is selected as having submittedthe lowest evaluated responsive tender is qualified to perform the contractsatisfactorily.

2.26.2 The determination will take into account the tenderer financial, technical,and production capabilities. It will be based upon an examination of thedocumentary evidence of the tenderers’ qualifications submitted by thetenderer, pursuant to paragraph 2.12.3 as well as such other informationas the procuring entity deems necessary and appropriate.

2.26.3 An affirmative determination will be a prerequisite for award of thecontract to the tenderer. A negative determination will result in rejectionof the Tenderer’s tender, in which event the procuring entity will proceedto the next lowest evaluated tender to make a similar determination ofthat Tenderer’s capabilities to perform satisfactorily.

(b) Award Criteria

2.26.4 The procuring entity will award the contract to the successful tenderer(s)whose tender has been determined to be substantially responsive and hasbeen determined to be the lowest evaluated tender, provided further thatthe tenderer is determined to be qualified to perform the contractsatisfactorily.

2.26.5 To qualify for contract awards, the tenderer shall have the following:

a) Necessary qualifications, capability experience, services,equipment and facilities to provide what is being procured.

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b) Legal capacity to enter into a contract for procurementc) Shall not be insolvent, in receivership, bankrupt or in the

process of being wound up and is not the subject of legalproceedings relating to the foregoing.

d) Shall not be debarred from participating in publicprocurement.

(c) Ministry of Environment, Kenya Meteorological Department’s Right toAccept or Reject Any or All Tenders

2.26.6 The procuring entity reserves the right to accept or reject any tender, andto annul the tendering process and reject all tenders at any time prior tocontract award, without thereby incurring any liability to the affectedtenderer or tenderer of the grounds for the procuring entity’s action

2.26.7 The procuring entity may at any time terminate procurement proceedingsbefore contract award and shall not be liable to any person for thetermination

2.26.8 The procuring entity shall give prompt notice of the termination to thetenderers and on request give its reasons for termination within 14 days ofreceiving the request from any tenderer.

2.26.9 A tenderer who gives false information in the tender document about isqualification or who refuses to enter into a contract after notification ofcontract award shall be considered for debarment from participating infuture public procurement.

2.27 Notification of Award

2.27.1 Prior to the expiration of the period of tender validity, the procuring entitywill notify the successful tenderer in writing that its tender has beenaccepted.

2.27.2 The notification of award will signify the formation of the Contract butwill have to wait until the contract is finally signed by both parties.Simultaneously other tenderers shall be notified that their tenders havenot been successful.

2.27.3 Upon the successful Tenderer’s furnishing of the performance securitypursuant to paragraph 2.29, the procuring entity will simultaneouslyinform the other tenderers that these tenderers have not been successful

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2.28 Signing of Contract

2.28.1 At the same time as the procuring entity notifies the successful tendererthat its tender has been accepted, the procuring entity will simultaneouslyinform the other tenderers that their tenders have not been successful.

2.28.2 Within fourteen (14) days of receipt of the Contract Form, the successfultenderer shall sign and date the contract and return it to the procuringentity.

2.28.3 The parties to the contract shall have it signed within 30 days from thedate of notification of contract award unless there is an administrativereview request.

2.29 Performance Security

2.29.1 Within Thirty (30) days of the receipt of notification of award from theprocuring entity, the successful tenderer shall furnish the performancesecurity in accordance with the Conditions of Contract, in thePerformance Security Form provided in the tender documents, or inanother form acceptable to the procuring entity.

2.29.2 Failure of the successful tenderer to comply with the requirements ofparagraph 2.28 or paragraph 2.29 shall constitute sufficient grounds forthe annulment of the award and forfeiture of the tender security, in whichevent the procuring entity may make the award to the next lowestevaluated Candidate or call for new tenders.

2.30 Corrupt or Fraudulent Practices

2.30.1 The procuring entity requires that tenderers observe the highest standardof ethics during the procurement process and execution of contracts. Atenderer shall sign a declaration that he has and will not be involved incorrupt or fraudulent practices.

3.30.2 The procuring entity will reject a proposal for award if it determines thatthe tenderer recommended for award has engaged in corrupt orfraudulent practices in competing for the contract in question.

3.30.3 Further a tenderer who is found to have indulged in corrupt or fraudulentpractices risks being debarred from participating in public Procurement inKenya.

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APPENDIX TO INSTRUCTIONS TO TENDERERS

The following information regarding the particulars of the tender shallcomplement supplement or amend the provisions of the instructions totenderers. Wherever there is a conflict between the provision of the instructionsto tenderers and the provisions of the appendix, the provisions of the appendixherein shall prevail over those of the instructions to tenderers.

INSTRUCTIONS TOTENDERERSREFERENCE

PARTICULARS OF APPENDIX TO INSTRUCTIONSTO TENDERS

2.1.1 Section 55 of the Public Procurement and Asset Disposal Act2015 provide guideline for persons eligible to participate in thisprocurement process.

2.3.2 A complete set of tender documents containing detailedinformation may be obtained from Ministry ofEnvironment and Forestry, Ragati Road, NHIF Building,11th floor, Supply Chain Management Office room 1102during normal working hours (8.00 am to 5.00pm,Monday-Friday, with exemption of public holidays) uponpayment of non-refundable fee of Ksh 1000 payable in cashor Bankers cheque to the Principal Secretary, Ministry ofEnvironment and Forestry, or download the documentfree of charge from the Ministrywebsite:www.environment.go.ke, www.meteo.go.ke orhttp://supplier.treasury.go.ke and www.tenders.go.ke. Incase the documents are downloaded, bidders must informthe Ministry of Environment and Forestry, Supply ChainManagement Services immediately for recording purposethrough the following email address;[email protected].

2.8.1 The tender prepared by the tenderer shall comprise inaddition to documents specified under clause 2.8 all otherdocuments described in clause 2.4.1 except form specifiedin this tender document and any other document requiredin determining qualification of the tenderer in view of theevaluation criteria below.

2.10.2 Price quoted shall be net inclusive of VAT and all othertaxes payable

2.10.3 Price increase or variation is not allowable until after 12months of the Purchase Order (PO) date.

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2.11.1 All Prices to be quoted in Kenya Shillings.The source of official selling rate is: Central Bank ofKenyaand the date of exchange rate is at the date of tendersubmission. .

2.15.1 Tenders shall remain valid for 120days after the date oftender opening.

2.16.1 Tenderers to submit “ONE ORIGINAL AND ONE COPYOF TENDER DOCUMENT”

2.18.1 Tenders to be received not later than Thurday,30thApril,2020at 10.00 A.M.

2.20.1 The place of opening will be as indicated in the tendernotice:The procuring entity will open all tenders in the presenceof tenderers’ representatives who choose to attend, on 30thApril,2020at 10.00a.m. East African Time in at theMinistry of Environment and Forestry’s Conference Room,located at 12th floor of the N.H.I.F. Building, along RagatiRoad, Nairobi.

2.26.5 Section 55 of the Public Procurement and Asset Disposal Act2015 provide guideline for persons eligible to participate in thisprocurement process.Eligibility to bid.55. (1) A person is eligible to bid for a contract inprocurement or an asset being disposed, only if the personsatisfies the following criteria —

(a) the person has the legal capacity to enter into acontract for procurement or asset disposal;

(b) the person is not insolvent, in receivership,bankrupt or in the process of being wound up;

(c) the person, if a member of a regulated profession,has satisfied all the professional requirements;

(d) the procuring entity is not precluded from enteringinto the contract with the person under section 38 ofthis Act;

(e) the person and his or her sub-contractor, if any, isnot debarred from participating in procurementproceedings under Part XI of this Act;

(f) the person has fulfilled tax obligations;(g) the person has not been convicted of corrupt or

fraudulent practices; and

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(h) is not guilty of any serious violation of fairemployment laws and practices.

(2) A person or consortium shall be considered ineligible tobid, where in case of a corporation, private company,partnership or other body, the person or consortium, theirspouse, child or sub-contractor has substantial orcontrolling interest and is found to be in contravention ofthe provisions of subsection (1) (e), (f),(g) and (h).

2.29.1 The successful tenderer shall be required to furnish aperformance security equivalent to 5% of the total bid sumwithin 30days from the date of notification.

Clause 2.22 – 2.24: EVALUATION CRITERIA

Evaluation will be carried out through three (3) stages as follows:

Stage 1: Compliance with the Mandatory RequirementsStage 2: Technical Evaluation /Compliance with the Technical

Specifications where the bids shall be evaluated as “PASS” or“FAIL” on each sub criteria and an overall “PASS” or “FAIL” score.Bids which obtain overall “PASS” score at the Technical stage shallproceed to financial evaluation Stage

Stage 3: Financial Evaluation shall involve price comparison for the tenderswhich passed the technical evaluation stage

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STAGE 1: MANDATORY REQUIREMENTS (MR)

The following mandatory requirements must be met notwithstanding otherrequirements in the documents: The following mandatory requirements must bemet notwithstanding other requirements in the documents:

A. Mandatory Requirements (MR)

No Requirements Compliance(Pass/Fail)

MR 1 Submit 1 (one) Original and 1 (one) copy of the tender document.MR 2 Provide documentary evidence of the company’s Certificate of

Incorporation (legal structure)MR 3 Provide documentary evidence of the CR12 for Limited companiesMR 4 Valid Tax Compliance Certificate issued by Kenya Revenue Authority

(KRA)MR 5 Submit a duly filled, signed and stamped Confidential Business

Questionnaire provided in this tender document.MR 6 Submit a bid bond of Kshs160,000/=, valid for 150 days from date of

opening of tender. The bid bond must be from a reputable bank orinsurance approved by the PPRA and in the prescribed format

MR 7 Submit a duly filled, signed and stamped form of tenderMR 9 Must submit audited accounts for the last three (3) yearsMR10

Bidding documents must be well bound and paginated/serializedincluding all attachments. All bidders are required to submit theirdocuments paginated in a continuous ascending order from the firstpage to the last in this format; (i.e. 1,2,3........ n) where n is the last page .

MR11

Bidder must provide evidence that it has the necessary personnel toimplement the required solution. The CVs and current valid copies ofcertified certificates of the technical personnel must be attached.

MR12

Duly filled Declaration letter that tenderer have never and shall notengage in any corrupt or fraudulent practices in the procurementproceedings,

MR13

Duly filled Declaration letter that the firm/person and his or hersubcontractor if any is not debarred from participating in procurementproceedings

MR14

Duly filled Declaration letter that the firm/person is not guilty of anyserious violation of fair

N/BAny bidder who fails to meet any of these items will be deemed nonresponsive and will not be considered for further evaluation

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STAGE 2: TECHNICAL EVALUATION / COMPLIANCE WITH THETECHNICAL SPECIFICATIONS

Tenders meeting all the mandatory requirements shall proceed to the Technicalevaluation Stage and shall have their bids evaluated against compliance withtechnical specification for each item tendered for in the Tender document.Tenderer will be required to meet the minimum technical specification for anyone of the items to qualify to the next stage of Evaluation.

Technical Requirements

1) Compliance with technical specifications with respect to the requireditems/services.

2) Must provide documentation on the products to be supplied.3) Must provide delivery schedule.4) Must demonstrate similar works/supplies done in Kenya

N/B 2

For each parameter of specification, a score (PASS or FAIL) will be given forcompliance as indicated in the table below.

A bid shall proceed to the financial evaluation only after it meets the requiredminimum technical score and has attained an overall score of “PASS”.

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DETAILED TECHNICAL EVALUATION CRITERIA

ITEM CATEGORY

DESCRIPTIONOFREQUIREMENT

PERCENTAGE OFWEIGHTING

1 Documentation

Level ofpresentation,completenessand wellreferenceddocument – 10%

10%

2 References andPast experience

Evidence of threesimilar projectssuccessfullycompleted in thelast five (5) years.Must provideproof of havingundertakensimilar works(attach copies ofcontracts/LSOand contactdetails) -10% (2%each projectcompleted)

20%

CompletionCertificates forthe abovecontracts – 10%(2% eachcertificate ofcompletion)

3ManagementTeam andTechnical Skills

Number ofqualifiedTechnical staffspecialized inweb technologiesand projectmanagement(Provideevidence using

15%

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ITEM CATEGORY

DESCRIPTIONOFREQUIREMENT

PERCENTAGE OFWEIGHTING

CV andcertificates).MUST haveBachelor’s degreeinICT/InformationSystems/Computer science orrelated field withrelevant with theexception ofproject manager

4

SolutionDesign,Projectplan andMethodologyofimplementation

a) Proposedwebsitedesign,layoutand developmentplan –40 %b) Project planandMethodology ofimplementation– 20%

60%

TOTAL MARKS 100%OVERALL SCORE “PASS”/ “FAIL”

NoteOnly tenders that score an overall score of 75% or more from the above Evaluationcriteria will qualify to have their financial bids evaluated

STAGE 3: COMMERCIAL/FINANCIAL EVALUATION

Only tenders that attain overall score of PASSfrom the Technical EvaluationStage will qualify to have their financial bids evaluated.Financial evaluation will be based on the price quoted, the lowest responsivebidder will be recommended for the award.

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SECTION III GENERAL CONDITIONS OF CONTRACT

Table of Clauses

3.1 Definitions3.2 Application3.3 Country of Origin3.4 Standards3.5 Use of Contract Documents and Information3.6 Patent Rights3.7 Performance Security3.8 Inspection and Tests3.9 Packing3.10 Delivery and Document3.11 Insurance3.12 Payment3.13 Price3.14 Assignments3.15 Sub contracts3.16 Termination for Default3.17 Liquidated Damages3.18 Resolution of Disputes3.19 Language and law3.20 Force Majeure3.21 Notices

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SECTION III - GENERAL CONDITIONS OF CONTRACT

3.1 Definitions

3.1.1 In this Contract, the following terms shall be interpreted as indicated: -(a) “The Contract” means the agreement entered into between the

procuring entity and the tenderer, as recorded in the Contract Formsigned by the parties, including all attachments and appendices theretoand all documents incorporated by reference therein.

(b) “The Contract Price” means the price payable to the tenderer under theContract for the full and proper performance of its contractualobligations.

(c) “The Goods” means all of the equipment, machinery, and/or othermaterials, which the tenderer is required to supply to the procuringentity under the Contract.

(d) “The procuring entity” means the organization purchasing the Goodsunder this Contract.

(e) “The Tenderer’ means the individual or firm supplying the Goodsunder this Contract.

3.2 Application

3.2.1 These General Conditions shall apply in all Contracts made by theprocuring entity for the procurement installation and commissioning ofequipment to the extent that provisions of other part of contract do notsupersede them.

3.3 Country of Origin

3.3.1 For purposes of this clause, “Origin” means the place where the Goodswere mined, grown or produced.

3.3.2 The origin of Goods and Services is distinct from the nationality of thetenderer and will be treated thus in the evaluation of the tender.

3.4 Standards

3.4.1 The Goods supplied under this Contract shall conform to the standardsmentioned in the Technical Specifications.

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3.5 Use of Contract Documents and Information3.5.1 The Candidate shall not, without the procuring entity’s prior written

consent, disclose the Contract, or any provision therefore, or anyspecification, plan, drawing, pattern, sample, or information furnished byor on behalf of the procuring entity in connection therewith, to any personother than a person employed by the tenderer in the performance of theContract.

3.5.2 The tenderer shall not, without the procuring entity’s prior writtenconsent, make use of any document or information enumerated inparagraph 3.5.1 above.

3.5.3 Any document, other than the Contract itself, enumerated in paragraph3.5.1 shall remain the property of the procuring entity and shall bereturned (all copies) to the procuring entity on completion of theTenderer’s performance under the Contract if so required by theprocuring entity.

3.6 Patent Rights

3.6.1 The tenderer shall indemnify the procuring entity against all third-partyclaims of infringement of patent, trademark, or industrial design rightsarising from use of the Goods or any part thereof in the procuring entity’scountry.

3.7 Performance Security

3.7.1 Within twenty eight (28) days of receipt of the notification of Contractaward, the successful tenderer shall furnish to the procuring entity theperformance security where applicable in the amount specified in SpecialConditions of Contract.

3.7.2 The proceeds of the performance security shall be payable to theprocuring entity as compensation for any loss resulting from theTenderer’s failure to complete its obligations under the Contract.

3.7.3 The performance security shall be denominated in the currency of thecontract, or in a freely convertible currency acceptable to the procuringentity and shall be in the form of:

a) Bank guaranteeb) Such insurance guarantee approved by the Authority

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3.7.4 The performance security will be discharged by the procuring entity andreturned to the Candidate not late than thirty (30) days following the dateof completion of the Tenderer’s performance obligations under theContract, including any warranty obligations, under the Contract

3.8 Inspection and Tests

3.8.1 The procuring entity or its representative shall have the right to inspectand/or to test the equipment to confirm their conformity to the Contractspecifications. The procuring entity shall notify the tenderer in writing ina timely manner, of the identity of any representatives retained for thesepurposes. The tenderer shall make adequate arrangements to facilitate 5(Five) officers from the Ministry to undertake the factory Inspection andTest during execution of the contract

3.8.2 The inspections and tests may be conducted in the premises of thetenderer. All reasonable facilities and assistance, including access todrawings and production data, shall be furnished to the inspectors at nocharge to the procuring entity.

3.8.3 Should any inspected or tested equipment fail to conform to theSpecifications, the procuring entity may reject the equipment, and thetenderer shall either replace the rejected equipment or make alterationsnecessary to make specification requirements free of costs to the procuringentity.

3.8.4 The procuring entity’s right to inspect test and where necessary, reject theequipment after the equipment arrival and installation shall in no way belimited or waived by reason of the equipment having previously beeninspected, tested and passed by the procuring entity or its representativeprior to the equipment delivery.

3.8.5 Nothing in paragraph 3.8 shall in any way release the tenderer from anywarranty or other obligations under this Contract.

3.9 Packing

3.9.1 The tenderer shall provide such packing and packaging of the equipmentas is required to prevent their damage or deterioration during transit totheir final destination, as indicated in the Contract.

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3.9.2 The packing, marking, and documentation within and outside thepackages shall comply strictly with such special requirements as shall beexpressly provided for in the Contract

3.10 Delivery and Documents

3.10.1 Delivery of the equipment, documents and installation of the same shallbe made by the tenderer in accordance with the terms specified byMinistry of Environment, Kenya Meteorological Department in itsSchedule of Requirements and the Special Conditions of Contract

3.11 Insurance

3.11.1 The equipment supplied under the Contract shall be fully insured againstloss or damage incidental to manufacturer or acquisition, transportation,storage, and delivery in the manner specified in the Special conditions ofcontract.

3.12 Payment

3.12.1 The method and conditions of payment to be made to the tenderer underthis Contract shall be specified in Special Conditions of Contract

3.12.2 Payments shall be made promptly by the procuring entity as specified inthe contract

3.13 Prices

3.13.1 Prices charged by the tenderer for equipment delivered and installationperformed under the Contract shall not, with the exception of any priceadjustments authorized in Special Conditions of Contract, vary from theprices by the tenderer in its tender.

3.13.2 Contract price variations shall not be allowed for contracts not exceedingone year (12 months)

3.13.3 Where contract price variation is allowed, the variation shall not exceed10% of the original contract price.

3.13.4 Price variation requests shall be processed by the procuring entity within30 days of receiving the request.

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3.14. AssignmentThe tenderer shall not assign, in whole or in part, its obligations to performunder this Contract, except with the procuring entity’s prior written consent.

3.15. Subcontracts

3.15.1 The tenderer shall notify the procuring entity in writing of all subcontractsawarded under this Contract if not already specified in the tender. Suchnotification, in the original tender or later, shall not relieve the tendererfrom any liability or obligation under the Contract

3.16. Termination for Default

3.16.1 The procuring entity may, without prejudice to any other remedy forbreach of Contract, by written notice of default sent to the tenderer,terminate this Contract in whole or in part

(a) if the tenderer fails to deliver any or all of the equipment withinthe period specified in the Contract, or within any extensionthereof granted by the procuring entity

(b) if the tenderer fails to perform any other obligation(s) under theContract

(c) if the tenderer, in the judgment of the procuring entity hasengaged in corrupt or fraudulent practices in competing for orin executing the Contract

3.16.2 In the event the procuring entity terminates the Contract in whole or inpart, it may procure, upon such terms and in such manner as it deemsappropriate, equipment similar to those undelivered, and the tenderershall be liable to the procuring entity for any excess costs for such similarequipment.

3.17. Termination for convenience

3.18. Liquidated Damages

3.18.1 If the tenderer fails to deliver and/or install any or all of the items withinthe period(s) specified in the contract, the procuring entity shall, withoutprejudice to its other remedies under the contract, deduct from thecontract prices liquidated damages sum equivalent to 0.5% of thedelivered price of the delayed items up to a maximum deduction of 10%of the delayed goods. After this the tenderer may consider termination ofthe contract.

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3.19. Resolution of Disputes

3.19.1 The procuring entity and the tenderer shall make every effort to resolveamicably by direct informal negotiation any disagreement or disputearising between them under or in connection with the contract

3.19.2 If, after thirty (30) days from the commencement of such informalnegotiations both parties have been unable to resolve amicably a contractdispute, either party may require that the dispute be referred forresolution to the formal mechanisms specified in the SCC.

3.20. Language and Law

3.20.1 The language of the contract and the law governing the contract shall beEnglish language and the Laws of Kenya respectively unless otherwisespecified in the SCC.

3.21. Force Majeure

3.21.1 The Tenderer shall not be liable for forfeiture of its performance security ortermination for default if and to the extent that it’s delay in performanceor other failure to perform its obligations under the Contract is the resultof an event of Force Majeure.

3.22 Notices

3.22.1 Any notice given by one party to the other pursuant to this contract shallbe sent to other party by post or by fax or Email and confirmed in writingto the other party’s address specified.

3.22.2 A notice shall be effective when delivered or on the notices effective date,whichever is later.

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SPECIAL IV SPECIAL CONDITIONS OF CONTRACT

Notes on Special Conditions of Contract

4.1 The clauses in this section are intended to assist the procuring entity inproviding contract-specific information in relation to correspondingclauses in the General Conditions of Contract

4.2 The provisions of Section IV complement the General Conditions ofContract included in Section III, specifying contractual requirementslinked to the special circumstances of the procuring entity and the goodsbeing procured. In preparing Section IV, the following aspects should betaken into consideration.

(a) Information that complement provisions of Section III must beincorporated and

(b) Amendments and/or supplements to provisions of Section III, asnecessitated by the circumstances of the goods being procured must alsobe incorporated.

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SECTION IV SPECIAL CONDITIONS OF CONTRACT

4.1 Special Conditions of Contract shall supplement the General Conditionsof Contract. Whenever there is a conflict, between the GCC and the SCC,the provisions of the SCC herein shall prevail over these in the GCC.

4.2 Special conditions of contract as relates to the GCC

REFERENCE OF GCC SPECIAL CONDITIONS OF CONTRACT

3.1 (b) The contract price shall be in Kenya Shillings

3.1 (c) The project to be undertaken is forDesign, Development, Testingand Commissioning of new Kenya Meteorological DepartmentWebsite

3.1 (d) The procuring entity is Ministry of Environment and Forestry,Kenya Meteorological Department.

3.7.1 The Successful Tenderer shall be required to furnish a performance securityequivalent to 5% of the total bid sum

3.10 Design, Development, Testing and Commissioning of new KenyaMeteorological Department Website (As indicated in the section forTechnical Specification) shall be made by the bidder. The itemsshould be delivered on working days from (Monday to Friday)between by 9.00 a.m. to 4.00 p.m.

3.12.1 Payment Schedule shall be as per Government regulations:

3.13 a) Prices quoted must be Net, Inclusive of all GovernmentTaxes and Delivery to Kenya Meteorological ServiceStores.

b) The unit prices quoted MUST be in Kenya Shillings oranother freely convertible currency e.g. US Dollar.

c) No tender document will be accepted after the officialclosing date/time as specified in the tender notice.

d) Tenderers are required to attach certificates ofRegistration/Incorporation plus Tax compliancecertificate/VAT to tender documents

e) Form of Tender, Price Schedule and Schedule ofRequirements should be duly filled, signed and stamped.

f) The bidders must indicate their payment terms includingthe credit period.

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REFERENCE OF GCC SPECIAL CONDITIONS OF CONTRACT

g) All deliveries shall be verified against the approvedTechnical Specifications and any deviations from theapproved shall be rejected and contract cancelled.

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SECTION V SCHEDULE OF REQUIREMENTS AND PRICES

Notes on Schedule of Requirements and Prices

5.1 The procuring entity must state whether the contract is for procurement,installation and commissioning OR whether it is for installation andcommissioning only, in which case, the item(s) will have been procuredseparately.

5.2 The tenderers may use additional paper as will be necessary to indicatethe details of their costing.

SECTION V - SCHEDULE OF REQUIREMENTS AND PRICES

CLEARLY INDICATE YOUR OFFER

S/no. ITEM DESCRIPTION QU

AN

TITY

UNIT COST(KSHS)

(VAT/dutypaid) IN

STA

LLA

TIO

NPE

RIO

D

INST

ALL

ATI

ON

PRIC

E(I

F A

PPLI

CA

BLE)

TOTAL COST(KSHS) D

ELIV

ERY

PER

IOD

Country ofOrigin

1 Design, Development,Testing and Commissioningof new Kenya MeteorologicalDepartment Website

1 Lot

Authorized Official:Name Signature Official Stamp/Seal

DateNote: In case of discrepancy between unit price and total, the unit price shall prevail.

SECTION VI TECHNICAL SPECIFICATIONS

6.1 GENERAL

6.1.1. These specifications describe the basic requirements for the items.Tenderers are requested to submit with their offers the detailedspecifications, drawings, catalogues, etc for the products they intend tosupply.

6.1.2 Tenderers must indicate on the specifications sheets whether theequipment offered comply with each specific requirement.

6.1.3 All the dimensions and capacities of the equipment to be supplied shallnot be less than those required in these specifications. Deviations from thebasic requirements, if any, shall be explained in detail in writing with theoffer, with supporting data such as calculation sheets, etc. The procuringentity reserves the right to reject the products, if such deviations shall befound critical to the use and operation of the products

6.1.4 The tenderers are requested to present information along with their offersas follows;-

(i) Shortest possible delivery period of each product(ii) Information on proper representative and/or workshop for back-up

service/repair and maintenance including their names and addresses

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SECTION VI – TECHNICAL SPECIFICATIONS

REPUBLIC OF KENYA

MINISTRY OF ENVIRONMENT AND FORESTRY

Specifications for the redesign, development and deployment of the KenyaMeteorological Department website

SECTION ADescription of Function to Be Undertaken

1. Introduction

The website of the Kenya Meteorological Department, was created more than 10 yearsago and has not been updated since then. This website http://www.meteo.go.ke/ is nolonger fit for its purpose and does not serve the needs of ordinary Kenyans and varioussectors who wish to seek information about the weather and meteorology online.The website therefore requires a complete rebuild and a thorough redesign. The newwebsite is expected to be visually appealing and easy to navigate for all users.The new website will use plain non-technical language to explain the weather andweather forecasts. It will also make extensive use of weather maps and infographics toexplain the weather in Kenya and its likely impact on the lives of ordinary Kenyans andalso provide links to relevant sites.The new website will contain much more complex and sophisticated information thanthe present website, but it will be expressed in an accessible way and will be easy tounderstand. Some of the information displayed will be updated automatically severaltimes during the course of each day. The new website must therefore support directdata feeds from the KMD computer system. Thesedata feedswill automatically updatetemplate illustrations such as weather maps and info-graphics.

The new website will have a secondary role as an internal channel of communicationand source data base for KMD staff. It must therefore be capable of supporting anintranet for up to 2,000 KMD employees and collaborators, to which access is restrictedby username and password.Finally, the new website must be based on servers within Kenya or in an internet cloud.The website will be written entirely in English, which is the official working language ofKMD.The new website should contain links to any social media outputs of KMD, such as itsFacebook and Twitter.

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REPUBLIC OF KENYA




1. Introduction



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REPUBLIC OF KENYA




1. Introduction



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2. Target audience

The new KMD website will be aimed at a wide range of audiences. The informationwhich it contains must be easy for all of them to understand.The main categories of target audience are:

1. Literate Kenyans with access to the internet who want to obtain informationabout the weather in Kenya and its likely impact on their lives. These peoplewill have completed primary education. Most will alsohave some secondaryeducation, but they will not be familiar with the science of weather forecasting orwith the technical jargon of meteorology. Everything must be presented to themin plain simple language. They will require easy-to-interpret maps andinfographics to help understand essential data. Non-specialist users of thewebsite are expected to mainly visit pages containing the national weatherforecast and the downscaled forecasts for individual counties and regions. Thesevisitors to the website will be particularly interested in any information aboutweather-related hazards, particularly floods, flash floods and landslides. Theywill also be interested in any information about the impact of weather ontransport.

2. Farmers, pastoralists and other professionals linked to the agricultural sector.

This sector of the target audience is small at present, but is expected to growrapidly as mobile access to the internet improves in rural areas and as farmersand pastoralists come to appreciate the accuracy, reliability and usefulness ofweather-related information on the KMD website. These people will havecompleted primary education, but many of them will not have progressed tosecondary school. They will rely heavily on visual illustrations to interpretstatistical information. Their prime interest is likely to be the impact of weather,particularly rainfall, on crop growing, pasture availability and the availability ofdrinking water for both humans and domestic animals. They will mostly beinterested in the regional and county forecasts for the area where they live. Theywill be, particularly interested the seasonal forecasts issued by KMD ahead ofeach rainy season and the advisory messages about livelihoods whichaccompany these reports. Farmers and pastoralists will also be interested inmaps and reports showing where rain has fallen recently and in maps andreports indicating the state of pasture.

3. Travelers and tourists: This sector of the target audience comprises people frommany different backgrounds and varying levels of educational achievement.

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Their main interest is the impact of weather on their travel plans – particularlyany disruption to road transport that may be caused by rainfall. A secondarypoint of interest is the weather at their destination, how it is likely to affect theway they dress and the activities they will be able to undertake.

4. Planners, policy makers and managers. These people are likely to have collegeor university level education, but most will not have an academic background inscience or meteorology. Most will not understand clearly the technical jargon ofweather forecasting. Nevertheless, they can readily understand sophisticatedexplanations, provided these are expressed in plain language and are supportedby clear easy-to-understand maps and visual illustrations. These people aremainly interested in the longer term impact of weather and climate change onoperational planning. However, they also have a strong interest in the impact ofshort-term weather patterns on transport and logistics.

5. Students and educated members of the public who want to learn more abouthow weather systems work, what determines Kenya’s weather and whatinfluences climate change. This sector of the target audience is looking beyondthe day-to-day weather forecasts to understand how weather is generated, themain factors that influence weather in Kenya and the main factors that aredriving climate change. All will have completed primary school and have somelevel of secondary education. They will be intellectually curious. These peopleshould be directed to a section of the website that explains how Kenya’s weatheris created in plain simple language with the support of easy-to-understand mapsand illustrations. It should contain links to other websites which offer moredetailed information.

6. People who want to find out more about KMD, what it does, how it functionsand how it fits into the rest of government. This sector of the target audience islikely to be well educated. It will include people seeking to understand howKMD works because they want to do business with the organisation. It will alsoinclude people who are considering jobs with KMD.

3. Guidance not rigid prescription

The notes that follow describe in broad terms how the website should be structured andhow its pages should look and feel to the end user. But the requirements set out shouldbe viewed as flexible guidance rather than rigid prescription. Web designers areencouraged to use their creativity to suggest new ideas and different ways of doingthings that achieve the same aims more effectively.

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In particular web designers should be innovative when creating the back end of thewebsite. It may well be that the county and regional maps are simply windows thatlook into part of a national map of Kenya that is capable of displaying the sameinformation for each county.

4. Home page

The home page should be visually appealing and contain the latest information aboutthe weather in Kenya at a national level. It should be clear immediately to the visitorthat this is the most authoritative and user-friendly place to come to for reliableinformation about the weather in Kenya.The home page should show the latest daily weather forecast for Kenya. This shouldconsist of an easy to interpret map accompanied by a short text. The page should alsodisplay any hazard warnings that may be in force at the time.In addition, the home page should contain a list of headlines about recent news andannouncements relating to KMD and the weather in Kenya. These might include thelatest seasonal forecast for Kenya, announcements about other new informationproducts which have recently been launched and announcements by othermeteorological organisations which are relevant to Kenya.

The home page should provide easy and fast navigation links to other parts of thewebsite from a horizontal menu bar below the mast-head. The subject categories on thismenu bar may give access to drop-down menus. Each subject category in the drop-down menu turn may give access to a sub-menu.As a minimum, the main menu bar should include the following headings:

a) National forecastsb) Links to Regional forecastsc) Links to County forecastsd) Newse) About usf) Contact us

Other categories of information may be available from a vertical menu down the leftside of the page.These should include:

a) Weather and climate change (educational section)b) Work with us (how to become a meteorologist, job vacancies withKMDand

opportunities to manage a rain gauge as a volunteer observer)c) Ministry of Environment and Natural Resources (link to website of parent

ministry of KMD)d) Ministry of Agriculture, Livestock and Fisheries (link to website)e) National Drought Management Authority (NDMA) (link to website)

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f) National Disaster Operations Centre (NDOC) (link to website)g) World Meteorological Organization (WMO) (link to website)h) IGAD Climate Prediction and Applications Centre (ICPAC) (link website)

There will be a login section for KMD members of staff and other authorised people tolog into the KMD intranet.

5. National forecasts

The National Weather Forecast page should display a map and short text giving thelatest national daily weather forecast.It should also display prominently any weather-related hazard warnings that may be inforce.A vertical menu down the left-hand side of the page should give access to a range ofother national forecasts and weather reports on separate pages.These should include:

The weather in Kenya now (infographic automatically updated by a real timedatafeed from selected automatic weather stations)

Satellite picture of Kenya – the latest available satellite picture of Kenya, showingcloud cover. The outline of Kenya’s borders should be superimposed on thesatellite image (automatic datafeed). This should also allow for animation.

Rolling five-day forecast showing weather by region (infographic automaticallyupdated by datafeed)

7-day forecast (text) Monthly forecast (text) Latest seasonal forecast (text illustrated by infographics) Accumulated rainfall in the past seven days - map showing colouredisohytes

(rainfall contours) accompanied by an infographic showing the accumulatedrainfall in mm at selected locations around Kenya. If possible, this map should begenerated automatically and updated daily on the basis of reports from raingauge stations.

6. Regional forecasts

Clicking on the regional forecast subject heading on the menu bar of the home pageshould link to the regional forecast homepage 15 regions that will be defined by KMD.Each regional forecast home page should display a weather map and short text givingthe latest regional daily weather forecast.It should also display prominently any weather-related hazard warnings that may be inforce in the region.

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A vertical menu down the left-hand side of the page should give access to a range ofother regional forecasts and weather reports on separate pages.These should include:

The weather in this region now (infographic automatically updated by real timedatafeed from automatic weather stations in the region)

Latest daily weather forecast for radio (script accompanied by the same weathermap that appears on the region’s home page)

Rolling five-day forecast for the region (infographic automatically updated bydatafeed)

Latest weekly forecast (text) Latest seasonal forecast or update on it (text illustrated by infographics) Weather-related advisory messages on livelihoods and health Accumulated rainfall in the past seven days - map showing colouredisohytes

(rainfall contours) accompanied by an infographic showing the accumulatedrainfall in mm at selected locations around Kenya)

Monthly pasture report – arid and semi-arid pastoralist counties only(text with map)

7. County forecasts

Clicking on the county forecast subject heading on the menu bar of the home pageshould link to the county forecasts homepage website that is existing.

8. About us

This section of the website will explain briefly what KMD does and how it operates.The organisation of the content of this section of the website is a matter for discussionbetween the web developer and KMD staff.However, it should include:

a) An explanation of what KMD doesb) A concise history of KMD and its development.c) An explanation of where KMD sits within the machinery of governmentd) A brief description of KMD senior management, including the names and photos

of people responsible for the different departmentse) A brief description of the internal organisation of KMD, including a diagram to

show its different departments and how they relate to each otherf) A map and table showing the location of all the weather stations in Kenya that

feed data into KMDg) A brief description of what the County Meteorological Directors are supposed to

do

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h) A brief description of the World Meteorological Organisation and otherinternational meteorological organisations which KMD belongs to or collaboratewith and links to their websites

9. Contact us

The home page of this section should give the street and postal address ofKMDheadquarters in Nairobi and a contact phone number and email address for members ofthe public. There should be a location map of to show how to reach KMD headquartersby road and a form, which enables members of the public to submit email enquiries toKMDThe vertical menu down the left side of this page should include:

a) Media – Names and contact details for media enquiries, including an out-of-hours telephone contact number.

b) County Directors – a complete list of the names, telephone numbers and emailaddresses of the County Directors of Meteorology

10. News

This section will contain a list of news stories and announcements issued by KMD.These will be listed in reverse chronological order (with the newest at the top).The visible part of each news item in the list should display a headline, a shortparagraph of explanatory text, an accompanying image and the date of publication

11. Weather and climate change

This will be an educational section of the website. It will use plain language and helpfulvisual illustrations to explain in basic terms what causes weather and which are themain factors that affect weather in Kenya. This section will also explain the factorswhich affect climate change and how Kenya’s climate has changed in the past fewdecadesThe organisation of the content of this section of the website is a matter for discussion

between the web developer and KMD staff. However, it should seek to answer thefollowing questions:

a) What causes rain?b) What causes wind?c) What causes changes in temperature?d) What are the different kinds of cloud and what do they mean?e) What causes the rainy seasons in Kenya?f) How do hills and mountains affect the weather?g) Why do some parts of Kenya receive more rain than others?

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h) What is the inter-tropical convergence zone?i) How do ocean currents affect the weather?j) What causes drought in Kenya?k) What is climate change?l) How does climate change affect Kenya?m) A description of the main items of equipment used to record weather

information and an explanation of how they work, including the following:n) Rainfall gauge (precipitation)o) Thermometer (temperature)p) Anemometer (wind speed)q) Barometer (air pressure)r) Hygrometer (humidity)s) Evaporation pan (evaporation rate of moisture)t) Stevenson screenu) Weather radarv) Satellite photographsw) Automatic weather station

12. Work with us

The organisation of the content of this section of the website is a matter for discussionbetween the web developer and KMD staff. However, it should include:

Information about how to become a meteorologist in Kenya Information about how to become a volunteer rain fall observer and contribute

useful information to the KMDdata base. Current job vacancy advertisements

13. Intranet

The intranet will allow KMD staff and other authorised collaborators access todocuments, information and data, which are not freely available to members of thepublic.The intranet will give access to an interface, protected behind a second level of securitywhich will allow authorised individuals to:

a) Update weather forecasts and the accompanying maps and infographics on theKMD website. Whenever each forecast is updated, the action shouldautomatically generate the sending of an email, containing this forecast and anyrelated illustrations to a pre-selected group of email addresses. (This feature willbe mainly used to alert relevant journalists to the publication of a new forecast)

b) Edit and update other information displayed on the website

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c) Create SMS messages and broadcast them to selected group of recipients (onegroup in each county) via a special link to KMD’s IT services contractor.

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SECTION BTechnical Requirements Document -KMD

IntroductionThe aim of this document is to specify the minimum requirements for the redesign ofcurrent Kenya Meteorological Department website as specified in this document.

Project Timeframe

The project should be planned with clearly defined phases with milestones anddeliverables at each stage. The website must be ready for beta testing by end of April2017 and for launch on mid May 2017.

Scope of workThe scope of work will include user requirement gathering, design, development,testing, commissioning and migration to web-portal. The vendor should redesign thewebsite (www.meteo.go.ke) and provide a Content Management System. The proposedwebsite should be compliant with current W3C industry standards as well as emergingtechnologies. The site must be dynamic and interactive, allowing the users easy accessto all the information and services provided by KMD.The site structure should enable easy to navigate and retrieve information. The websiteshould provide a user interface to enable automatic/semi-automatic data update ofvarious weather elements displayed on the website. The site should be optimised forsearch engines.

The website should also be compliant with Common Alert Protocol (CAP) that has beenproposed by World Meteorological Organisation for use on emergency alerting andpublic warnings (see link for details;

http://www.wmo.int/pages/prog/amp/pwsp/CommonAlertingProtocol_en.html

The website should also provide Really Simple Syndication (RSS) feed to enableefficient sharing of information with users.

KMD also intends to acquire a Public Weather Service System in the foreseeable futurethat will among other functions automate production of weather information. Theproposed system will also provide updates to the website through XML data feed.The tasks to be undertaken are as follows:

a) Gather user requirements;b) Redesign of KMD website as per specifications and guidelines provided;

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c) Creation of web pagesd) Integration of the website with Content Management System (CMS)e) Initial content entry on website;f) Dynamic website with backend database support using open-source technologies

such as Apache,php ,MySQL,etc;g) Design of back-end data entry form to feed data to the website;h) Setup, installation and maintenance of new website;i) User training of the KMD team;j) Provide complete documentation (user and technical manuals).k) Before starting development, the selected vendor must prepare and deliver

detailed document describing the website layout functionalities and modules.This document will be reviewed and approved by KMD before commencing thedevelopment.

l) Search engine optimization;m) Search engine indexing;n) Web-analytics integration;

Technical RequirementsThe website must be designed with a modern look and must be dynamic with thefollowing features:

a) User friendly look and easy to navigate;b) Easy to loadc) Frequently accessed document must be accessed in one to two clicks from the

homepage;d) The website links should be persistent;e) Must have menu management module to enable addition, moving, deletion and

modification of menus on the website;f) Must have content management capability;g) Must provide module for user management;h) Must have module for editing and publishing content (CMS support);i) Separate design a content i.e content designed to be controlled by cascading style

sheet (CSS) and content stored in a database;j) The code and structure must be optimised for search engine;k) Consistent with KMD corporate identity;l) Search engine optimised;m) All content must be searchable;n) Website must support multi user access;

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o) Website must provide for template customisation interface;p) The website must have a database driven approach and must be integrated with

the database management systems such as MySQL, etc.q) The website provides for easy integration of new modules and functionalities.r) Must provide back-end data entry form to feed data to the website or/and

through an XML feed from a database;s) The design of the website must integrate use of RSS, CAP and social mediat) Must be viewable with popular web browsers such as Firefox, Ie explorer,

Chrome, Safari, etc.u) The website must be designed to allow for responsive easy reading and

navigation with minimum resizing, panning and scrolling using most computersincluding mobile devices.;

v) The website should allow secured socket layer and must be audited according toOpen Web Application Security Project (OWASP application security verificationstandards;

w) The website should allow for display of alerts on the first page. Alerts must becolor coded to show the priority level – Red is urgent, Yellow Medium andGreen is normal;

x) The website should allow for users to subscribe to alerts which will be throughemail, RSS and CAP;

y) The website should provide toolbars for users to enable them to choose to print;save , email, send and save in pdf.

z) The website should also allow for streaming of short video and audio – thearchive of these videos and audio should be available;

aa) The website must be interactive and dynamic enabling automatic update andremoval of expired content.

Content Management System (CMS)The website must have the capability to be fully managed using Content ManagementSystem (CMS). The Vendor should deliver a CMS or integrate with existing open-source CMS. The CMS must have the following features that include:

a) Workflows and approvalb) Content editorc) Enable draft versioning and schedule publishing;d) Enable editing, deletion and addition of sections and pages to the website;e) Banner management;f) Template building, management and preview;

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g) RSS feedsh) Enable for setting of rules for display of only up to-date content and documents;i) Allow the administrator to apply updates;j) User management;

Technology PlatformsThe website development must be based on latest technologies that are compliant withthe latest W3C standards. KMD prefers open-source technologies such as Linux,Apache, MySQL, PHP, XML, etc.

The website provides for easy integration of new modules and functionalities. Thewebsite must be compatible most current popular browsers and devices includingsmart phones and tablets.

SecurityThe website should be accessible by the public but some modules such asadministration and website management must be secured through passwordprotection. The users should role based to facilitate access to only relevant sections thatthey are responsible for updating. The passwords for each user should be stored inencrypted format.

Client ReferencesThe vendor/contractor must provide with their proposal similar projects that have beencompleted in the last two years. The references should include name of client, websitelink and brief description of project.

Support and WarrantyThe vendor/contractor must provide warranty and commitment to fix any bugs

Intellectual Property RightsOnce the project is completed, the website code ownership and intellectual propertyrights will be transferred to KMD.

Quotation guidelines

The vendor/contractor must provide detailed financial proposal giving a breakdown ofcosts.

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SECTION VII: STANDARD FORMSNotes on the Standard Forms:

7.1 Form of Tender

This form must be completed by the tenderer and submitted with the tenderdocuments. It must also be duly signed by duly authorized representative of thetenderer.

7.2 Confidential Business Questionnaire Form

This form must be completed by the tenderer and submitted with tender documents

7.3 Tender Security Form

When required by the tender document the tenderer shall provide the tender securityeither in the form included therein after or in another format acceptable to the KenyaMeteorological Department.

7.4 Contract Form

The Contract form shall not be completed by the tenderer at the time of submitting thetenderer at the time of submitting the tender. The contract form shall be completed aftercontract award.

7.5 Performance Security formThe performance security form should not be completed by the tenderer at the time oftender preparation. Only the successful tenderer will be required to provideperformance security in the sum provided herein or in another form acceptable to theKenya Meteorological Department.

7.6 Ministry Guarantee for Advance Payment.When there is an agreement to have Advance payment, this form must be dulycompleted.

7.7 Manufacturer’s Authorization FormWhen required by the tender document, this form must be completed and submittedwith the tender document. This form will be completed by the manufacturer of thegoods where the tender is an agent.

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7.8 Letter of Notification of Award

7.9 Tender Securing Declaration Form7.10 Firm’s Details Required for IFMIS Processing7.11 Self declaration that the person/tenderer is not debarred in the matter of thepublic procurement and asset disposal act 2015.7.12 Self declaration that the person/tenderer will not engage in any corruptorfraudulent practice.7.13 Self declaration that the person/tenderer will not engage in any corruptorfraudulent practice.

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7.1 FORM OF TENDER

DateTender No.

To:

[name and address of Ministry of Environment, Kenya Meteorological Department]

Gentlemen and/or Ladies:

1. Having examined the tender documents including AddendaNos. ………………………………. [insert numbers].the receipt of which is hereby dulyacknowledged, we, the undersigned, offer to supply deliver, install and commission (…………………………………………… (insert equipment description) in conformity withthe said tender documents for the sum of…………………………………………………………. (total tender amount in words andfigures) or such other sums as may be ascertained in accordance with the Schedule ofPrices attached herewith and made part of this Tender.

2. We undertake, if our Tender is accepted, to deliver install and commission theequipment in accordance with the delivery schedule specified in the Schedule ofRequirements.

3. If our Tender is accepted, we will obtain the guarantee of a bank in a sum ofequivalent to percent of the Contract Price for the due performanceof the Contract , in the form prescribed by ………………. ……………….(Ministry ofEnvironment, Kenya Meteorological Department).

4. We agree to abide by this Tender for a period of …… [number] days from thedate fixed for tender opening of the Instructions to tenderers, and it shall remainbinding upon us and may be accepted at any time before the expiration of that period.

5. This Tender, together with your written acceptance thereof and yournotification of award, shall constitute a Contract, between us. Subject to signing of theContract by the parties.

6. We understand that you are not bound to accept the lowest or any tender thatyou may receive.

Dated this day of 20

[signature] [in the capacity of]

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Duly authorized to sign tender for an on behalf of

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7.2 CONFIDENTIAL BUSINESS QUESTIONNAIRE FORMYou are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or2 (c ) whichever applied to your type of businessYou are advised that it is a serious offence to give false information on this form

Part 1 – General:

Business Name……………………………………………………………………………………………………..Location of business premises.……………………………………………………………………………………..Plot No………………………………………………… Street/Road………………………………………………..Postal Address …………………………….. Tel No. …………………. Fax ………………. E mail…………….Nature of Business,………………………………………………………………………………………………..Registration Certificate No.………………………………………………………………………………………Maximum value of business which you can handle at any one time – Kshs.…………………………………………Name of your bankers …………………………………………….. Branch………………………………………

Part 2 (a) – Sole ProprietorYour name in full ……………………………………………………..Age ………………………..Nationality ………………………………… Country of origin …………………………………….

Citizenship details…………………………………………………………………………………….

Part 2 (b) PartnershipGiven details of partners as follows:

Name Nationality Citizenship Details Shares1. ……………………………………………………………………………………………………….2. ………………………………………………………………………………………………………3. ……………………………………………………………………………………………………..4. ……………………………………………………………………………………………………..

Part 2 (c ) – Registered CompanyPrivate or Public ……………………………………………………………………………………………………….State the nominal and issued capital of company-

Nominal Kshs. ………………………………

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Issued Kshs. …………………………………Given details of all directors as follows

Name Nationality Citizenship Details Shares1………………………………………………………………………………………………………………………..2. ……………………………………………………………………………………………………………………..3. ………………………………………………………………………………………………………………………4. ………………………………………………………………………………………………………………………5 ……………………………………………………………………………………………………………………….

Date ………………………………………………………….. Seal/Signature of Candidate………………………………..

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7.3 TENDER SECURITY FORM

Whereas ……………………………………………. [name of the tenderer](hereinafter called “the tenderer”) has submitted its tender dated …………. [date ofsubmission of tender] for the supply, installation and commissioning of………………………………[name and/or description of the equipment](hereinafter called “the Tender”) …………………………………………….. KNOW ALLPEOPLE by these presents that WE ……………………… ……………… of………………………………………….having our registered office at …………………(hereinafter called “the Bank”), are bound unto …………….. [name of Ministry ofEnvironment, Kenya Meteorological Department} (hereinafter called “the procuring entity”)in the sum of ………………………………….. for which payment well and truly to bemade to the said MINISTRY OF ENVIRONMENT, KENYA METEOROLOGICALDEPARTMENT, the Bank binds itself, its successors, and assigns by these presents.Sealed with the Common Seal of the said Bank this day of

20 .

THE CONDITIONS of this obligation are:-1. If the tenderer withdraws its Tender during the period of tender validity

specified by the tenderer on the Tender Form; or

2. If the tenderer, having been notified of the acceptance of its Tender by theprocuring entity during the period of tender validity:

(a) fails or refuses to execute the Contract Form, if required; or(b) fails or refuses to furnish the performance security in accordance with the

Instructions to tenderers;

We undertake to pay to the procuring entity up to the above amount upon receipt of itsfirst written demand, without the procuring entity having to substantiate its demand,provided that in its demand the procuring entity will note that the amount claimed by itis due to it, owing to the occurrence of one or both of the two conditions, specifying theoccurred condition or conditions.

This tender guarantee will remain in force up to and including thirty (30) days after theperiod of tender validity, and any demand in respect thereof should reach the Bank notlater than the above date.

[signature of the bank](Amend accordingly if provided by Insurance Company)

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7.4 CONTRACT FORMTHIS AGREEMENT made the day of 20 between……………… [name of Procurement entity)of ……….. [country of Procurement entity](hereinafter called “the procuring entity) of the one part and …………………….. [nameof tenderer] of ………….. [city and country of tenderer] (hereinafter called “the tenderer”)of the other part;

WHEREAS the procuring entity invited tenders for [certain goods ] and has accepted atender by the tenderer for the supply of those goods in the sum of…………………………… [contract price in words and figures] (hereinafter called “theContract Price).NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as arerespectively assigned to them in the Conditions of Contract referred to:

2. The following documents shall be deemed to form and be read and construed aspart of this Agreement viz:(a) the Tender Form and the Price Schedule submitted by the tenderer(b) the Schedule of Requirements(c ) the Technical Specifications(d) the General Conditions of Contract(e) the Special Conditions of contract; and(f) the procuring entity’s Notification of Award

3. In consideration of the payments to be made by the procuring entity to thetenderer as hereinafter mentioned, the tenderer hereby covenants with the procuringentity to provide the goods and to remedy the defects therein in conformity in allrespects with the provisions of this Contract

4. The procuring entity hereby covenants to pay the tenderer in consideration of theprovisions of the goods and the remedying of defects therein, the Contract Price or suchother sum as may become payable under the provisions of the Contract at the times andin the manner prescribed by the contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed inaccordance with their respective laws the day and year first above written.

Signed, sealed, delivered by the (for the procuring entity)

Signed, sealed, delivered by the (for the tenderer in thepresence of

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7.5 PERFORMANCE SECURITY FORM

To ………………………………………….[name of Ministry of Environment, Kenya Meteorological Department]

WHEREAS …………………………………… [name of tenderer] (hereinafter called “thetenderer”) has undertaken , in pursuance of Contract No.[reference number of the contract] dated 20 to supply……………………………………………… [description of goods] (hereinafter called “theContract”).

AND WHEREAS it has been stipulated by you in the said Contract that the tenderershall furnish you with a bank guarantee by a reputable bank for the sum specifiedtherein as security for compliance with the Tenderer’s performance obligations inaccordance with the Contract.

AND WHEREAS we have agreed to give the tenderer a guarantee:

THEREFORE, WE hereby affirm that we are Guarantors and responsible to you, onbehalf of the tenderer, up to a total of ………………………. [amount of the guarantee inwords and figure] and we undertake to pay you, upon your first written demanddeclaring the tenderer to be in default under the Contract and without cavil orargument, any sum or sums within the limits of …………………….. [amount ofguarantee] as aforesaid, without you needing to prove or to show grounds or reasons foryour demand or the sum specified therein.

This guarantee is valid until the day of 20

Signed and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

(Amend accordingly if provided by Insurance Company)

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7.6 BANK GUARANTEE FOR ADVANCE PAYMENTTo ………………………………

[name of Ministry of Environment, Kenya Meteorological Department]

[name of tender] …………………..

Gentlemen and/or Ladies:

In accordance with the payment provision included in the Special Conditions ofContract, which amends the General Conditions of Contract to provide for advancepayment, …………………………………………………. [name and address oftenderer](hereinafter called “the tenderer”) shall deposit with the procuring entity abank guarantee to guarantee its proper and faithful performance under the said Clauseof the Contract an amount of …… …………………. [amount of guarantee in figures andwords].

We, the ……………………………. [bank or financial institutions], as instructed by thetenderer, agree unconditionally and irrevocably to guarantee as primary obligator andnot as surety merely, the payment to the procuring entity on its first demand withoutwhatsoever right of objection on our part and without its first claim to the tenderer, inthe amount not exceeding …………………… [amount of guarantee in figures and words]

We further agree that no change or addition to or other modification of the terms of theContract to be performed there-under or of any of the Contract documents which maybe made between the procuring entity and the tenderer, shall in any way release usfrom any liability under this guarantee, and we hereby waive notice of any such change,addition, or modification.

This guarantee shall remain valid in full effect from the date of the advance paymentreceived by the tenderer under the Contract until ………… [date].

Yours truly,

Signature and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

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7.7 MANUFACTURER’S AUTHORIZATION FORM

To [name of the procuring entity] ………………….

WHEREAS …………………………………………………………[name of the manufacturer]who are established and reputable manufacturers of ………………….. [name and/ordescription of the goods] having factories at ………………………………… [address offactory] do hereby authorize ………………………… [name and address of Agent] to submita tender, and subsequently negotiate and sign the Contract with you against tender No.………………………. [reference of the Tender] for the above goods manufactured by us.

We hereby extend our full guarantee and warranty as per the General Conditions ofContract for the goods offered for supply by the above firm against this Invitation forTenders.

[signature for and on behalf of manufacturer]

Note: This letter of authority should be on the letterhead of the Manufacturer andshould be signed by an authorized person.

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7.8 LETTER OF NOTIFICATION OF AWARD

Address of Ministry of Environment,Kenya Meteorological Department

__________________________________________

To:

RE: Tender No.

Tender Name

This is to notify that the contract/s stated below under the above mentioned tenderhave been awarded to you.

1. Please acknowledge receipt of this letter of notification signifying youracceptance.

2. The contract/contracts shall be signed by the parties within 30 days of the date ofthis letter but not earlier than 14 days from the date of the letter.

3. You may contact the officer(s) whose particulars appear below on the subjectmatter of this letter of notification of award.

(FULL PARTICULARS)

SIGNED FOR ACCOUNTING OFFICER

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7.9 TENDER SECURING DECLARATION FORM[The Bidder shall complete in this Form in accordance with the instructions indicated]

Date: [insert date (as day, month and year) of Bid Submission] Tender No. [insert

number of bidding process]

To: [insert complete name of Purchaser]

We, the undersigned, declare that:

1. We understand that, according to your conditions, bids must be supported by a

Bid-Securing Declaration.

2. We accept that we will automatically be suspended from being eligible for

bidding in any contract with the Purchaser for the period of time of [insert

number of months or years] starting on [insert date], if we are in breach of our

obligation(s) under the bid conditions, because we –

a) have withdrawn our Bid during the period of bid validity specified by us

in the Bidding Data Sheet; or

b) having been notified of the acceptance of our Bid by the Purchaser during

the period of bid validity,

i. fail or refuse to execute the Contract, if required, or

ii. fail or refuse to furnish the Performance Security, in accordance

with the ITT.

3. We understand that this Bid Securing Declaration shall expire if we are not the

successful Bidder, upon the earlier of

i. our receipt of a copy of your notification of the name of the

successful Bidder; or

ii. twenty-eight days after the expiration of our Tender.

4. We understand that if we are a Joint Venture, the Bid Securing Declaration must

be in the name of the Joint Venture that submits the bid, and the Joint Venture

has not been legally constituted at the time of bidding, the Bid Securing

Declaration shall be in the names of all future partners as named in the letter of

intent.

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Signed: [insert signature of person whose name and capacity are shown] in thecapacity

of [insert legal capacity of person signing the Bid Securing Declaration]

Name: [insert complete name of person signing the Bid Securing Declaration]

Duly authorized to sign the bid for and on behalf of: [insert complete name of

Bidder]

Dated on ………………….day of ……………., …………… [insert date of signing]

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7.10 SELF DECLARATION THAT THE PERSON/TENDERER IS NOTDEBARRED IN THE MATTER OF THE PUBLIC PROCUREMENT AND ASSETDISPOSAL ACT 2015.

I, ……………………………………., of Post Office Box…….……………………….being a resident of …………………………………..in the Republicof…………………………….do hereby make a statement as follows:-

1. THAT I am the Company Secretary/Chief Executive/ManagingDirector/Principal officer/Directorof………....………………………………..(insert name of the Company) who isa Bidder in respect of Tender No.…………………..for……………………..(inserttender title/description) for……………………..(insert name of the Procuringentity) and duly authorized and competent to make this statement.

2. THAT the aforesaid Bidder, its Directors and subcontractors have not beendebarred from participating in procurement proceeding under Part IV of theAct.

3. THAT what is deponed to herein above is true to the best of my knowledge,information and belief.

…………………………………. ……………………………….-------------

(Title) (Signature) (Date)

Bidder Official Stamp

Page 67 of 71

7.11 SELF DECLARATION THAT THE PERSON/TENDERER WILL NOTENGAGE IN ANY CORRUPTOR FRAUDULENT PRACTICE.

I,…………………………………….of P.O. Box……………………….being aresident of ………………………………….. in the Republic of ………………..do hereby make a statement as follows:-

1. THAT I am the Chief Executive/Managing Director/PrincipalOfficer/Director of

……………………………….. (insert name of the Company) who is a Bidder in respectofTender No.…………………..for…………………….. (insert tender title/description)for……………………..( insert name of the Procuring entity) and dulyauthorized and competent to make this statement.

1. THAT the aforesaid Bidder, its servants and/or agents/subcontractors will notengage in any corrupt or fraudulent practice and has not been requested to payany inducement to any member of the board, Management, Staff and/oremployees and/or agents of

……………………..(insert name of the procuring entity)which is theprocuring entity.

2. THAT the aforesaid bidder, its servants and/oragents/subcontractors have not offered any inducement to any member ofthe board, Management, Staff and/or employees and/or agents of……………………..(name of the procuring entity)

3. THAT the aforesaid bidder will not engage/has not engaged in any corruptpractice without her bidders participating in the subject tender

4. THAT what is deponed to herein above is true to the best of my knowledgeinformation and belief.

…………………………… ………………………(Title) (Signature)

(Date) Bidder’s Official Stamp

Page 68 of 71

7.12 SELF DECLARATION THAT THE PERSON/TENDERER WILLCOMPLY WITH LABOUR LAWS AND WAGE REGULATION GUIDELINES.

I, ……………………………………. of P.O. Box……………………….being aresident of ………………………………….. in the Republic of……………….. do hereby make a statement as follows:-

THAT I am the Chief Executive/Managing Director/PrincipalOfficer/Director of………....……………………………….. (insert name of the Company) who is aBidder in respect of Tender No. ………………….. for ……………………..(inserttender title/description)for ……………………..( insert name of the Procuringentity) and duly authorized and competent to make this statement.

THATWe shall comply with all labourlawsand the minimum wage regulations during

the entire period of the contract and understand that failure to meet thisrequirement at any time during the contract period will be a ground forcancellation of the contract. The key indicators on compliance for this are

Payment of salaries in time-there should be no complaints from your staffof delayed salaries.Procuring entity may make Impromptu request for a tax Compliancecertificates fromKRA and the same shall be submitted within seven days.ProcuringentitymaymakeImprompturequestforaCompliancecertificatesfrom

NSSFAnd the same shall be submitted within seven days.

Procuring entity may make Impromptu request for Compliance certificate fromNHIF and the same shall be submitted within seven days.

…………………………………………………..………………………

(Title) (Signature)(Date)

Bidders Official Stamp

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Date post:	07-Aug-2020
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