MINISTRY OF ICT, INNOVATION AND YOUTH AFFAIRS STATE ... · HOUSE-NAIROBI POP AND GOVERNMENT DATA...

REPUBLIC OF KENYA

MINISTRY OF ICT, INNOVATION AND YOUTH AFFAIRS

STATE DEPARTMENT OF ICT & INNOVATION

P. O. BOX 30025-00100

NAIROBI

TENDER NO: MOICT/SDICT/083/2019-2020

FOR

TENDER FOR CONNECTIVITY AND INTEGRATION OF TEAMS

MARINE FIBRE, NATIONAL FIBRE OPTIC BACKBONE

INFRASTRUTURE AND GCCN NETWORK FROM MOMBASA TO

NAIROBI TO DELIVER; -

1. 100 GBPS TO KONZA POP, KENET POP AND

2. 10 GBPS TO MOMBASA POP, TREASURY-NAIROBI POP, ARDHI

HOUSE-NAIROBI POP AND GOVERNMENT DATA CENTRE (GDC)

RUARAKA POP

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Table of Contents INVITATION TO TENDER ............................................................................................................................ iv

SECTION II INSTRUCTIONS TO TENDERERS ................................................................................... 1

2.1 Eligible Tenderers ............................................................................................................................. 1

2.2 Cost of tendering ................................................................................................................................ 1

2.3 Contents of tender documents .................................................................................................................. 2

2.4 Clarification of Documents ...................................................................................................................... 2

2.5 Amendment of documents ....................................................................................................................... 3

2.6 Language of tender .................................................................................................................................. 3

2.7 Documents Comprising the Tender ......................................................................................................... 3

2.8 Form of Tender ........................................................................................................................................ 4

2.9 Tender Prices ........................................................................................................................................... 4

2.10 Tender Currencies .................................................................................................................................. 4

2.11 Tenderers Eligibility and Qualifications ................................................................................................ 4

2.12 Tender Security .................................................................................................................................. 5

2.13 Validity of Tenders ............................................................................................................................ 6

2.14 Format and Signing of Tender ........................................................................................................... 6

2.15 Sealing and Marking of Tenders ........................................................................................................ 6

2.16 Deadline for Submission of Tenders .................................................................................................. 7

2.17 Modification and withdrawal of tenders ............................................................................................ 7

2.18 Opening of Tenders ............................................................................................................................ 8

2.19 Clarification of tenders....................................................................................................................... 8

2.20 Preliminary Examination and Responsiveness .................................................................................. 8

2.21 ................................................................................................................................................................ 9

Conversion to a single currency ..................................................................................................................... 9

2.22 ................................................................................................................................................................ 9

Evaluation and comparison of tenders ........................................................................................................... 9

2.23 Contacting the procuring entity ........................................................................................................ 11

2.24 Award of Contract ............................................................................................................................ 11

2.25 Procuring entity’s Right to Vary quantities ..................................................................................... 12

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2.26 Procuring entity’s Right to accept or Reject any or All Tenders ..................................................... 12

2.27 Notification of award ........................................................................................................................... 12

2.28 Signing of Contract .......................................................................................................................... 13

2.29 Performance Security ....................................................................................................................... 13

2.30 Corrupt or Fraudulent Practices ....................................................................................................... 13

APPENDIX TO INSTRUCTIONS TO THE TENDERERS ................................................................... 15

SECTION III GENERAL CONDITIONS OF CONTRACT .................................................................... 19

3.1 Definitions ........................................................................................................................................ 19

3.2 Application ....................................................................................................................................... 19

3.3 Standards .......................................................................................................................................... 19

3.5 Patent Right’s ................................................................................................................................... 19

3.6 Performance Security ....................................................................................................................... 20

3.7 Inspections and Tests ....................................................................................................................... 20

3.8 Payment............................................................................................................................................ 21

3.9 Prices ................................................................................................................................................ 21

3.10 Assignment ...................................................................................................................................... 21

3.11 Termination for Default ................................................................................................................... 21

3.12 Termination of insolvency ............................................................................................................... 22

3.13 Termination for convenience ........................................................................................................... 22

3.14 Resolution of disputes ...................................................................................................................... 22

3.15 Governing Language ........................................................................................................................ 23

3.16 Force Majeure .............................................................................................................................. 23

3.17 Applicable Law ................................................................................................................................ 23

3.18 Notices ............................................................................................................................................. 23

3.19 Management Meetings ..................................................................................................................... 23

SECTION IV SPECIAL CONDITIONS OF CONTRACT ..................................................................... 24

SECTION V SCHEDULE OF REQUIREMENTS .................................................................................. 26

5.1 Overview of the required network ................................................................................................... 26

5.2 General installation practice............................................................................................................. 28

5.6 Fiber Patch Panels ............................................................................................................................ 31

5.7 Network Control Equipment and Network Monitoring tool ............................................................ 31

5.8 Equipment Cabinets, Air Conditioners and Uninterruptible Power Supply .................................... 32

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5.9 Bill of Materials ............................................................................................................................... 32

5.10 Training, Completion and Commissioning ...................................................................................... 44

5.11 Documentation ................................................................................................................................. 45

5.11 Schedule of Works ........................................................................................................................... 45

5.12 Damage to existing equipment ......................................................................................................... 46

5.13 Bidder’s Responsibilities ................................................................................................................. 46

5.14 Warranty and Support ...................................................................................................................... 46

5.15 Acceptance ....................................................................................................................................... 47

5.16 Technical Bid ................................................................................................................................... 47

5.17 Price Schedule .................................................................................................................................. 48

SECTION VII PRICE SCHEDULES OF SERVICES ................................................................................ 50

FORM A – ................................................................................................................................................... 50

SECTION VII STANDARD FORMS ......................................................................................................... 55

FORM OF TENDER ................................................................................................................................... 55

CONFIDENTIAL BUSINESS QUESTIONNAIRE ....................................................................................... 56

TENDER SECURITY (BANK GUARANTEE) ............................................................................................. 57

PERFORMANCE SECURITY FORM ........................................................................................................... 58

MANUFACTURERS AUTHORIZATION FORM ........................................................................................ 59

LETTER OF NOTIFICATION OF AWARD ................................................................................................. 60

FORM RB 1 ..................................................................................................................................................... 61

SITE SURVEY (NOT MANDATORY) ......................................................................................................... 62

SELF DECLARATION FORM SD1 ............................................................................................................ 63

SELF DECLARATION FORM SD2 ........................................................................................................... 64

TENDER SECURITY FORM ......................................................................................................................... 65

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REPUBLIC OF KENYA

MINISTRY OF ICT, INNOVATION AND YOUTH AFFAIRS

STATE DEPARTMENT FOR ICT & INNOVATION

INVITATION TO TENDER

THE CONNECTIVITY AND INTEGRATION OF TEAMS MARINE FIBER,

NOFBI AND GCCN NETWORK FROM MOMBASA TO NAIROBI TO

DELIVER THE FOLLOWING CAPACITY; -

1. 100 GBPS TO KONZA POP, KENET POP AND

2. 10 GBPS TO MOMBASA POP, TREASURY-NAIROBI POP, ARDHI

HOUSE-NAIROBI POP AND GOVERNMENT DATA CENTRE (GDC)

RUARAKA POP’s

The Ministry of ICT, Innovation and Youth Affairs, State Department for ICT & Innovation invites

sealed bids from eligible candidates for the above in the following sites.

1. MOMBASA NOFBI POP

2. MOMBASA TEAMS POP (LOCATED TELKOM MOMBASA)

3. KONZA POP

4. KENET POP NAIROBI

5. TREASURY NAIROBI POP

6. ARDHI HOUSE NAIROBI POP

7. GDC RUARAKA POP

8. KPLC ELECTRICITY HOUSE POP LINK TO TREASURY POP

Specifically, the works involved include:

i. Supply Installation, configuration and commissioning of Transmission equipment, IP

routing equipment, connectivity ODF router and transmission cards for existing

NOFBI Transmission and routing equipment

ii. Terminate all associated cabling and other accessories, configure active and passive

devices logically and physically for transmission of all equipment and accessories to

deliver all the target services end-to-end

iii. Install Electrical Power Distribution and Wiring for the transmission and routing

equipment on site as identified by the client

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iv. Installations and configuration re-design to accommodate new design from TEAMS

marine fiber to GOK network

v. Install and configure network management systems

vi. Comprehensive OEM training on all solutions implemented

Interested eligible candidates may obtain further information from and inspect the tender

documents at Supply Chain Management Services Office Telposta Towers, 8th floor, Office No.

K8-3 during normal working hours.

A complete set of tender documents may be downloaded by interested candidates free of charge

at the Ministry of ICT, Innovation and Youth Affairs website www.ict.go.ke. Prices quoted

should be net inclusive of all taxes and delivery costs, must be expressed in Kenya Shillings and

shall remain valid for a period of 120 days from the closing date of the tender.

Completed tender documents, enclosed in plain sealed envelope, marked with the tender number

shall be addressed to: -

The Principal Secretary,

State Department of ICT & Innovation

P.O. BOX 30025-00100

Nairobi.

and in addition, be deposited in the tender box located on the 8th floor corridor of Telposta Towers,

so as to be received on or before 11th March, 2020 At 10.00 A.M.

Bulky or large bid documents which cannot go through the slot of the Tender Box must be delivered

to the office of Head Supply Chain Management Services, Telposta Towers, 8th floor so as to be

received on or before 11th March, 2020 at 10 a.m.

Tenders must be accompanied by a Bid Security in the amount not less than 2 per cent of the

tender price from a reputable bank or insurance company valid for an additional 30 days

beyond the Tender validity period (i.e. 120 days from the date of closing the tender).

Tenders will be opened immediately in the presence of bidders or their representatives who choose

to attend in the 9th floor boardroom at Telposta Towers.

HEAD, SUPPLY CHAIN MANAGEMENT

FOR: PRINCIPAL SECRETARY

http://www.ict.go.ke/

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SECTION II INSTRUCTIONS TO TENDERERS

2.1 Eligible Tenderers

2.1.1 This Invitation to tender is open to all tenderers eligible as described in the instructions to

tenderers. Successful tenderers shall provide the services for the stipulated duration from

the date of commencement (hereinafter referred to as the term) specified in the tender

documents.

2.1.2 The procuring entity’s employees, committee members, board members and their relative

(spouse and children) are not eligible to participate in the tender unless where specially

allowed under Section 131 of the Act.

2.1.3 Tenderers shall provide the qualification information statement that the tenderer (including

all members, of a joint venture and subcontractors) is not associated, or have been

associated in the past, directly or indirectly, with a firm or any of its affiliates which have

been engaged by the Procuring entity to provide consulting services for the preparation of

the design, specifications, and other documents to be used for the procurement of the

services under this Invitation for tenders.

2.1.4 Tenderers involved in corrupt or fraudulent practices or debarred from participating in

public procurement shall not be eligible.

2.2 Cost of tendering

2.2.1 The Tenderer shall bear all costs associated with the preparation and submission of its

tender, and the procuring entity, will in no case be responsible or liable for those costs,

regardless of the conduct or outcome of the tendering process.

2.2.2 The tender document shall be free of charge.

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2.2.3 The procuring entity shall allow the tenderer to review the tender document free of charge

before purchase.

2.3 Contents of tender documents

2.3.1 The tender document comprises of the documents listed below and addenda issued in

accordance with clause 6 of these instructions to Tenderers.

i) Instructions to tenderers

ii) General Conditions of Contract

iii) Special Conditions of Contract

iv) Schedule of Requirements

v) Form of tender

vi) Price schedules

vii) Contract form

viii) Confidential business questionnaire form

ix) Tender security form

x) Performance security form

xi) Manufacturer’s authorization form

xiii) Declaration form

xiv) Self-Declaration Form SD1 & SD2

2.3.2. The Tenderer is expected to examine all instructions, forms, terms, and specifications in

the tender documents. Failure to furnish all information required by the tender documents

or to submit a tender not substantially responsive to the tender documents in every respect

will be at the tenderers risk and may result in the rejection of its tender.

2.4 Clarification of Documents

2.4.1 A prospective candidate making inquiries of the tender documents may notify the Procuring

entity in writing or by post, fax or email at the entity’s address indicated in the Invitation

for tenders. The Procuring entity will respond in writing to any request for clarification of

the tender documents, which it receives no later than seven (7) days prior to the deadline

for the submission of tenders, prescribed by the procuring entity. Written copies of the

Procuring entities response (including an explanation of the query but without identifying

the source of inquiry) will be sent to all prospective tenderers who have received the tender

documents”

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2.4.2 The procuring entity shall reply to any clarifications sought by the tenderer within 3

days of receiving the request to enable the tenderer to make timely submission of its

tender

2.5 Amendment of documents

2.5.2 At any time prior to the deadline for submission of tenders, the Procuring entity for any

reason, whether at its own initiative or in response to a clarification requested by the

prospective tenderer, may modify the tender documents by issuing an addendum.

2.5.2 All prospective tenderers who have obtained the tender documents will be notified of the

amendment by post, fax or email and such amendment will be binding on them.

2.5.3. In order to allow prospective tenderers reasonable time in which to take the amendment

into account in preparing their tenders, the Procuring entity, at its discretion, may extend

the deadline for the submission of tenders.

2.6 Language of tender

2.6.1 The tender prepared by the tenderer, as well as all correspondence and documents relating

to the tender exchanged by the tenderer and the Procuring entity, shall be written in English

language. Any printed literature furnished by the tenderer may be written in another

language provided they are accompanied by an accurate English translation of the relevant

passages in which case, for purposes of interpretation of the tender, the English translation

shall govern.

2.7 Documents Comprising the Tender

The tender prepared by the tenderer shall comprise the following components:

(a) A Tender Form and a Price Schedule completed in accordance with paragraph

2.8, 2.9, 2.10 and 2.11 below.

(b) Documentary evidence established in accordance with Clause 2.11 that the

tenderer is eligible to tender and is qualified to perform the contract if its tender

is accepted;

(c) Tender security furnished is in accordance with Clause 2.12

(d) Confidential business questionnaire

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2.8 Form of Tender

2.8.1 The tenderers shall complete the Form of Tender and the appropriate Price Schedule

furnished in the tender documents, indicating the services to be performed.

2.9 Tender Prices

2.9.1 The tenderer shall indicate on the Price schedule the unit prices where applicable and total

tender prices of the services it proposes to provide under the contract.

2.9.2 Prices indicated on the Price Schedule shall be the cost of the services quoted including all

customs duties and VAT and other taxes payable:

2.9.3 Prices quoted by the tenderer shall remain fixed during the term of the contract unless

otherwise agreed by the parties. A tender submitted with an adjustable price quotation will

be treated as non-responsive and will be rejected, pursuant to paragraph 2.22.

2.9.4 Contract price variations shall not be allowed for contracts not exceeding one year (12

months)

2.9.5 Where contract price variation is allowed, the variation shall not exceed 10% of the original

contract price.

2.9.6 Price variation requests shall be processed by the procuring entity within 30 days of

receiving the request.

2.10 Tender Currencies

2.10.1 Prices shall be quoted in Kenya Shillings unless otherwise specified in the

appendix to in Instructions to Tenderers.

2.11 Tenderers Eligibility and Qualifications

2.11.1 Pursuant to Clause 2.1 the tenderer shall furnish, as part of its tender, documents

establishing the tenderers eligibility to tender and its qualifications to perform the contract

if its tender is accepted.

2.11.2 The documentary evidence of the tenderers qualifications to perform the contract if its

tender is accepted shall establish to the Procuring entity’s satisfaction that the tenderer has

the financial and technical capability necessary to perform the contract.

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2.12 Tender Security

2.12.1 The tenderer shall furnish, as part of its tender, a tender security for the amount and form

specified in the Invitation to tender.

2.12.2 The tender security shall be in the amount not less than 2 per cent of the tender price.

2.12.3 The tender security is required to protect the Procuring entity against the risk of Tenderer’s

conduct which would warrant the security’s forfeiture, pursuant to paragraph 2.12.7

2.12.4 The tender security shall be denominated in a Kenya Shillings or in another freely

convertible currency and shall be in the form of:

a) A bank guarantee.

b) Cash.

c) Such insurance guarantee approved by the Authority.

d) Letter of credit

2.12.5 Any tender not secured in accordance with paragraph 2.12.1 and 2.12.3 will be rejected by

the Procuring entity as non-responsive, pursuant to paragraph 2.20

2.12.6 Unsuccessful tenderer’s security will be discharged or returned as promptly as possible as

but not later than thirty (30) days after the expiration of the period of tender validity

prescribed by the procuring entity.

2.12.7 The successful tenderer’s tender security will be discharged upon the tenderer signing the

contract, pursuant to paragraph 2.29, and furnishing the performance security, pursuant to

paragraph 2.30.

2.12.8 The tender security may be forfeited:

(b) If a tenderer withdraws its tender during the period of tender validity specified

by the procuring entity on the Tender Form; or

(c) In the case of a successful tenderer, if the tenderer fails:

(i) to sign the contract in accordance with paragraph 30

or

(ii) To furnish performance security in accordance with paragraph 29.

(c) If the tenderer rejects, correction of an error in the tender.

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2.13 Validity of Tenders

2.13.1 Tenders shall remain valid for 120 days or as specified in the invitation to tender after date

of tender opening prescribed by the Procuring entity, pursuant to paragraph 2.18. A tender

valid for a shorter period shall be rejected by the Procuring entity as nonresponsive.

2.13.2 In exceptional circumstances, the Procuring entity may solicit the Tenderer’s consent to an

extension of the period of validity. The request and the responses thereto shall be made in

writing. The tender security provided under paragraph 2.12 shall also be suitably extended.

A tenderer may refuse the request without forfeiting its tender security. A tenderer granting

the request will not be required nor permitted to modify its tender.

2.14 Format and Signing of Tender

2.14.1 The tenderer shall prepare two copies of the tender, clearly / marking each “ORIGINAL

TENDER” and “COPY OF TENDER,” as appropriate. In the event of any discrepancy

between them, the original shall govern.

2.14.2 The original and all copies of the tender shall be typed or written in indelible ink and

shall be signed by the tenderer or a person or persons duly authorized to bind the

tenderer to the contract. The person or persons signing the tender shall initial all pages

of the tender, except for unamended printed literature.

2.14.3 The tender shall have no interlineations, erasures, or overwriting except as necessary

to correct errors made by the tenderer, in which case such corrections shall be initialed

by the person or persons signing the tender.

2.15 Sealing and Marking of Tenders

2.15.1 The tenderer shall seal the original and one copy of the tender in separate envelopes,

duly marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then

be sealed in an outer envelope. The inner and outer envelopes shall:

(a) be addressed to the Procuring entity at the address given in the invitation to tender

(b) bear, tender number and name in the invitation to tender and the words: “DO NOT

OPEN BEFORE 11th March, 2020 at 10:00am.

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2.15.2 The inner envelopes shall also indicate the name and address of the tenderer to enable

the tender to be returned unopened in case it is declared “late”. —

2.15.3 If the outer envelope is not sealed and marked as required by paragraph 2.15.2,

the Procuring entity will assume no responsibility for the tender’s misplacement

or premature opening.

2.16 Deadline for Submission of Tenders

2.16.1 Tenders must be received by the Procuring entity at the address specified under

paragraph 2.15.2 no later than 11th March, 2020 at 10:00am.

2.16.2 The procuring entity may, at its discretion, extend this deadline for the submission of

tenders by amending the tender documents in accordance with paragraph 2.5, in which

case all rights and obligations of the procuring entity and candidates previously subject

to the deadline will thereafter be subject to the deadline as extended.

2.16.3 Bulky tenders which will not fit in the tender box shall be received by the procuring

entity as provided for in the appendix.

2.17 Modification and withdrawal of tenders

2.17.1 The tenderer may modify or withdraw its tender after the tender’s submission, provided

that written notice of the modification, including substitution or withdrawal of the

tender’s is received by the procuring entity prior to the deadline prescribed for the

submission of tenders.

2.17.2 The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked,

and dispatched in accordance with the provisions of paragraph 2.15. A withdrawal

notice may also be sent by cable, but followed by a signed confirmation copy,

postmarked no later than the deadline for submission of tenders.

2.17.3 No tender may be withdrawn in the interval between the deadline for submission of

tenders and the expiration of the period of tender validity specified by the tenderer

on the Tender Form. Withdrawal of a tender during this interval may result in the

Tenderer’s forfeiture of its tender security, pursuant to paragraph 2.12.7.

2.17.4 The procuring entity may at any time terminate procurement proceedings before

contract award and shall not be liable to any person for the termination.

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2.17.5 The procuring entity shall give prompt notice of the termination to the tenderers and

on request give its reasons for termination within 14 days of receiving the request from

any tenderer.

2.18 Opening of Tenders

2.18.1 The Procuring entity will open all tenders in the presence of tenderer’s or their

representatives who choose to attend, at the 9th floor boardroom Telposta Towers. The

tenderers’ representatives who are present shall sign a register evidencing their attendance.

2.18.3 The tenderers’ names, tender modifications or withdrawals, tender prices, discounts, and

the presence or absence of requisite tender security and such other details as the Procuring

Entity, at its discretion, may consider appropriate, will be announced at the opening.

2.18.4 The procuring entity will prepare minutes of the tender opening which will be submitted

to the tenderers that signed the tender opening register and will have made the request.

2.19 Clarification of tenders

2.19.1 To assist in the examination, evaluation and comparison of tenders the procuring entity

may at its discretion, ask the tenderer for a clarification of its tender. The request for

clarification and the response shall be in writing, and no change in the prices or substance

shall be sought, offered, or permitted.

2.19.2 Any effort by the tenderer to influence the procuring entity in the procuring entity’s tender

evaluation, tender comparison or contract award decisions may result in the rejection of

the tenderers tender.

2.20 Preliminary Examination and Responsiveness

2.20.1 The Procuring entity will examine the tenders to determine whether they are complete,

whether any computational errors have been made, whether required securities have been

furnished whether the documents have been properly signed, and whether the tenders are

generally in order.

2.20.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy

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between the unit price and the total price that is obtained by multiplying the unit price and

quantity, the unit price shall prevail, and the total price shall be corrected. If the candidate

does not accept the correction of the errors, its tender will be rejected, and its tender security

may be forfeited. If there is a discrepancy between words and figures, the amount in words

will prevail.

2.20.3 The Procuring entity may waive any minor informality or nonconformity or irregularity in

a tender, which does not constitute a material deviation, provided such waiver does not

prejudice or affect the relative ranking of any tenderer.

2.20.4 Prior to the detailed evaluation, pursuant to paragraph 2.22, the Procuring entity will

determine the substantial responsiveness of each tender to the tender documents. For

purposes of these paragraphs, a substantially responsive tender is one which conforms to

all the terms and conditions of the tender documents without material deviations. The

Procuring entity’s determination of a tender’s responsiveness is to be based on the contents

of the tender itself without recourse to extrinsic evidence.

2.20.5 If a tender is not substantially responsive, it will be rejected by the Procuring entity and

may not subsequently be made responsive by the tenderer by correction of the

nonconformity.

2.21 Conversion to a single currency

Where other currencies are used, the procuring entity will convert those currencies to

Kenya shillings using the selling exchange rate on the date of tender closing provided by

the Central Bank of Kenya.

2.22 Evaluation and comparison of tenders

2.22.1 The procuring entity will evaluate and compare the tenders which have been determined to

be substantially responsive, pursuant to paragraph 2.20

2.22.2 The comparison shall be of the price including all costs as well as duties and taxes payable

on all the materials to be used in the provision of the services.

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2.22.3 The Procuring entity’s evaluation of a tender will take into account, in addition to the tender

price, the following factors, in the manner and to the extent indicated in paragraph 2.22.4

and in the technical specifications:

(a) Operational plan proposed in the tender;

(b) Deviations in payment schedule from that specified in the Special Conditions of

Contract;

2.22.4 Pursuant to paragraph 2.22.3 the following evaluation methods will be applied:

(a) Operational Plan.

The Procuring entity requires that the services under the Invitation for Tenders shall be

performed at the time specified in the Schedule of Requirements. Tenders offering to

perform longer than the procuring entity’s required delivery time will be treated as non-

responsive and rejected.

(b) Deviation in payment schedule.

Tenderers shall state their tender price for the payment on a schedule outlined in the special

conditions of contract. Tenders will be evaluated on the basis of this base price. Tenderers

are, however, permitted to state an alternative payment schedule and indicate the reduction

in tender price they wish to offer for such alternative payment schedule. The Procuring

entity may consider the alternative payment schedule offered by the selected tenderer.

2.22.5 The tender evaluation committee shall evaluate the tender within 30 days from the date of

opening the tender.

2.22.6 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.

(b) Legal capacity to enter into a contract for procurement

(c) Shall not be insolvent, in receivership, bankrupt or in the process of being

wound up and is not the subject of legal proceedings relating to the

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foregoing

(d) Shall not be debarred from participating in public procurement.

2.23 Contacting the procuring entity

2.23.1 Subject to paragraph 2.19, no tenderer shall contact the procuring entity on any matter

relating to its tender, from the time of the tender opening to the time the contract is awarded.

2.23.2 Any effort by a tenderer to influence the procuring entity in its decisions on tender

evaluation tender comparison or contract award may result in the rejection of the tenderers

tender.

2.24 Award of Contract

a) Post qualification

2.24.1 In the absence of pre-qualification, the Procuring entity will determine to its satisfaction

whether the tenderer that is selected as having submitted the lowest evaluated responsive

tender is qualified to perform the contract satisfactorily.

2.24.2 The determination will take into account the tenderer’s financial and technical capabilities.

It will be based upon an examination of the documentary evidence of the tenderers

qualifications submitted by the tenderer, pursuant to paragraph 2.1.2, as well as such other

information as the Procuring entity deems necessary and appropriate.

2.24.3 An affirmative determination will be a prerequisite for award of the contract to the tenderer.

A negative determination will result in rejection of the Tenderer’s tender, in which event

the Procuring entity will proceed to the next lowest evaluated tender to make a similar

determination of that Tenderer’s capabilities to perform satisfactorily.

b) Award Criteria

2.24.4 Subject to paragraph 2.29 the Procuring entity will award the contract to the successful

tenderer whose tender has been determined to be substantially responsive and has been

determined to be the lowest evaluated tender, provided further that the tenderer is

determined to be qualified to perform the contract satisfactorily.

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2.24.5 The procuring entity reserves the right to accept or reject any tender and to annul the

tendering process and reject all tenders at any time prior to contract award, without thereby

incurring any liability to the affected tenderer or tenderers or any obligation to inform the

affected tenderer or tenderers of the grounds for the procuring entity’s action. If the

procuring entity determines that none of the tenderers is responsive; the procuring entity

shall notify each tenderer who submitted a tender.

2.24.6 A tenderer who gives false information in the tender document about its qualification or

who refuses to enter into a contract after notification of contract award shall be considered

for debarment from participating in future public procurement.

2.25 Procuring entity’s Right to Vary quantities

2.25.1 The Procuring entity reserves the right at the time of contract award to increase or decrease

the quantity of services originally specified in the Schedule of requirements without any

change in unit price or other terms and conditions.

2.26 Procuring entity’s Right to accept or Reject any or All Tenders

2.26.1 The Procuring entity reserves the right to accept or reject any tender, and to annul the

tendering process and reject all tenders at any time prior to contract award, without thereby

incurring any liability to the affected tenderer or tenderers or any obligation to inform the

affected tenderer or tenderers of the grounds for the Procuring entity’s action.

2.27 Notification of award

2.27.1 Prior to the expiration of the period of tender validity, the Procuring entity will

notify the successful tenderer in writing that its tender has been accepted.

2.27.2 The notification of award will signify the formation of the Contract subject to the signing

of the contract between the tenderer and the procuring entity pursuant to clause 2.29.

Simultaneously the other tenderers shall be notified that their tenders have not been

successful.

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2.27.3 Upon the successful Tenderer’s furnishing of the performance security pursuant to

paragraph 31, the Procuring entity will promptly notify each unsuccessful Tenderer and

will discharge its tender security, pursuant to paragraph 2.12.

2.28 Signing of Contract

2.28.1 At the same time as the Procuring entity notifies the successful tenderer that its tender has

been accepted, the Procuring entity will simultaneously inform the other tenderers that

their tenders have not been successful.

2.28.2 Within fourteen (14) days of receipt of the Contract Form, the successful tenderer shall sign

and date the contract and return it to the Procuring entity.

2.28.3 The parties to the contract shall have it signed within 30 days from the date of notification

of contract award unless there is an administrative review request.

2.29 Performance Security

2.29.1 Within thirty (30) days of the receipt of notification of award from the Procuring entity,

the successful tenderer shall furnish the performance security in accordance with the

Conditions of Contract, in the Performance Security Form provided in the tender

documents, or in another form acceptable to the Procuring entity.

2.29.2 Failure of the successful tenderer to comply with the requirement of paragraph 2.29 or

paragraph 2.30.1 shall constitute sufficient grounds for the annulment of the award and

forfeiture of the tender security, in which event the Procuring entity may make the award

to the next lowest evaluated or call for new tenders.

2.30 Corrupt or Fraudulent Practices

2.30.1 The Procuring entity requires that tenderers observe the highest standard of ethics during

the procurement process and execution of contracts. A tenderer shall sign a declaration that

he has not and will not be involved in corrupt or fraudulent practices.

2.30.2 The procuring entity will reject a proposal for award if it determines that the tenderer

recommended for award has engaged in corrupt or fraudulent practices in competing for

the contract in question;

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2.30.3 Further, a tenderer who is found to have indulged in corrupt or fraudulent practices risks

being debarred from participating in public procurement in Kenya.

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APPENDIX TO INSTRUCTIONS TO THE TENDERERS

The following information for procurement of services shall complement or amend the

provisions of the instructions to tenderers. Wherever there is a conflict between the provisions

of the instructions to tenderers and the provisions of the appendix, the provisions of the

appendix herein shall prevail over those of the instructions to Tenderers

ITT

Clause

Number

Amendments of, and Supplements to, Clauses in the Instruction to

Tenderers

2.1.1 Particulars of eligible tenderers: A Bidder may be a firm that is a private

entity, a state-owned enterprise or institution dully registered by the Registrar

of Companies/Business.

2.4.1 The address for clarification of Tender documents is

Attention:

The Head Supply Chain Management,


PO Box 30025-00100

Nairobi, Kenya.

Or

Email address: [email protected]

2.6.1 The Language of all correspondence and documents related to the Tender is:

English

2.9.3 The prices shall be FIXED

Alternative Tenders to the requirements of the Tender documents will Not be

permitted.

2.10.1 Prices shall be quoted in Kenya Shillings

2.11.2 Specify the evidence and information required:

Tenderers must attach a copy of:

certificate of Registration / Incorporation

Valid Tax Compliance Certificate

National Construction Authority certificate for structured cabling

Communication Authority of Kenya certificate

Manufacturer Authorization Forms for both active and passive equipment.

Fill and sign the form of tender (with Bid validity-120 days) (enclosed in

the financial proposal).

Filled, Signed and stamped survey/site visit form.

Confidential Business Questionnaire (duly filled, signed and stamped)

Price Schedule form fully filled and signed (enclosed in the financial

proposal)

Filled and signed Self Declaration Forms (SD1 and SD2)

This shall be a one envelope bid;

2.12.2 The Tender Security shall be; Bid Security in the amount not less than 2 per

cent of the tender price from a reputable bank or insurance company valid for

mailto:[email protected]

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an additional 30 days beyond the Tender validity period.

2.13.1 The Tender validity period shall be 120 days.

2.14.1 The number of copies of the Tender to be completed and returned shall be: One

(1) original and one (1) copy.

This is a one envelope tender. All the proposals (technical and financial) should be

in one envelope clearly marked the Tender Number without any indication of the

name of the bidder.

2.16.1 Tender shall be submitted to



P.O. BOX 30025-00100 Nairobi,

The deadline for bid submission is: Date 11th

March, 2020. Time:10.00am local time

2.18.1 The Tender opening shall take place at: 9th floor boardroom at Telposta Towers.

Time: 10.30 a.m. local time.

2.20.1 The Preliminary mandatory evaluation:

This evaluation shall adopt YES/ No Approach. The non-responsive submissions

will be eliminated from the entire preliminary evaluation process and will not be

considered further.

The preliminary evaluation shall involve checking on MANDATORY

REQUIREMENTS (MR) which include the following:

No. Parameters/Requirements

Compliance (Yes/No)

1.

A copy of certificate of

Registration / Incorporation

Yes/ No

2.

A copy of valid tax compliance

certificate

Yes/ No

3.

Must be registered by the

National Construction

Authority for structured

cabling (attach certificate) –

attach proof

Yes/ No

4.

Must be certified by the

Communication Authority of

Kenya

Yes/ No

5.

The bidder must provide

original Manufacturer

Authorization Form (in the

format specified herein) for

both active and passive

equipment. Signed and

stamped with contact

details for verification.

Yes/ No

6. Fill and sign the form of tender Yes/ No

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(with Bid validity-120 days)

(enclosed in the financial

proposal).

7.

For DWDM, the bidder should

have a top global ranking at-least

one reference market report must

be provided

Yes/ No

8.

For Enterprise Router field, the

bidder should have a top global

ranking at-least one reference

market report must be provided

9.

Confidential Business

Questionnaire (duly filled,

signed and stamped)

Yes/ No

10.

Filled and signed Self

Declaration Forms (SD1 and

SD2)

Yes/ No

11. OEM warranty, training and

support from manufacturer

Bidders must submit the following documents;

AT THIS STAGE, THE TENDERER’S SUBMISSION WILL EITHER BE

RESPONSIVE OR NON-RESPONSIVE. THE NON-RESPONSIVE

SUBMISSIONS WILL BE ELIMINATED FROM THE ENTIRE

EVALUATION PROCESS AND WILL NOT BE CONSIDERED FURTHER.

2.22.1 Evaluation and Comparison of Tenders (Technical Evaluation)

The bidder will be evaluated on the technical submissions and only tenders

attaining 70% marks and above in the technical evaluation will proceed to the

next stage of the procurement process. The technical proposals will be

evaluated using the following criteria format: Scores for specific technical

evaluation requirements will be distributed as follows:

TECHNICAL EVALUATION

1 Infrastructural Design

15%

2 Compliance with Technical Specifications 55%

3 Project Plan and methodology

Work plan

Project Management

Personnel schedule of activities

Quality Assurance

Back stopping

Project Support

Handover and commissioning

10%

4 Contractors Experience and past performance on similar

projects

Three similar projects

Over 100KM of fibre done and commissioned

10%

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terminated

Letter of Award/LPOs/Recommendation Letters

Authorise to install and configure active and

passive equipment’s

Authorise to install Network transmission

equipment

5 Qualifications and experience of Key Technical

personnel (Attach CVs and Certificates)

Project manager-Degree and 10 Years’

Experience/Certification in Project management

Fiber cable installers-Diploma in Electrical/ICT

and Fiber Cabling Certification.

System integrator-Relevant Degree and

Certifications in Proposed Products.

DWDM Transmission Technicians

HCNA certification

10%

TOTAL 100%

FINANCIAL EVALUATION

Lowest Evaluated Bid

2.24.1 Post – Qualification shall “be undertaken”

2.24.3 Award Criteria: The bidder with the lowest evaluated bid having passed the

Preliminary/Mandatory Evaluation and the Technical Evaluation shall be

considered for award.

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SECTION III GENERAL CONDITIONS OF CONTRACT

3.1 Definitions

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 Form signed by the parties, including all attachments

and appendices thereto and all documents incorporated by reference therein.

b) “The Contract Price” means the price payable to the tenderer under the Contract for the

full and proper performance of its contractual obligations.

c) “The services” means services to be provided by the contractor including materials and

incidentals, which the tenderer is required to provide to the Procuring entity under the

Contract.

d) “The Procuring entity” means the organization sourcing for the services under this

Contract.

e) “The contractor means the individual or firm providing the services under this Contract.

f) “GCC” means general conditions of contract contained in this section

g) “SCC” means the special conditions of contract

h) “Day” means calendar day

i) “Clients” means the organization the procuring entity is sourcing services for

3.2 Application

These General Conditions shall apply to the extent that they are not superseded by

provisions of other part of contract.

3.3 Standards

3.3.1 The services provided under this Contract shall conform to the standards mentioned in the

Schedule of requirements

3.5 Patent Right’s

The tenderer shall indemnify the Procuring entity against all third-party claims of

infringement of patent, trademark, or industrial design tights arising from use of the services

under the contract or any part thereof.

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3.6 Performance Security

3.6.1 Within twenty-eight (28) days of receipt of the notification of Contract award, the

successful tenderer shall furnish to the Procuring entity the performance security where

applicable in the amount specified in Special Conditions of Contract.

3.6.2 The proceeds of the performance security shall be payable to the Procuring entity as

compensation for any loss resulting from the Tenderer’s failure to complete its obligations

under the Contract.

3.6.3 The performance security shall be denominated in the currency of the Contract, or in a freely

convertible currency acceptable to the Procuring entity and shall be in the form of:

a) Cash.

b) A bank guarantee.

c) Such insurance guarantee approved by the Authority.

d) Letter of credit.

3.6.4 The performance security will be discharged by the procuring entity and returned to the

candidate not later than 30 days following the date of completion of the tenderer’s

performance of obligations under the contract, including any warranty obligations under the

contract.

3.7 Inspections and Tests

3.7.1 The Procuring entity or its representative shall have the right to inspect and/or to test the

services to confirm their conformity to the Contract specifications. The Procuring entity shall

notify the tenderer in writing, in a timely manner, of the identity of any representatives

retained for these purposes.

3.7.2 The inspections and tests may be conducted on the premises of the tenderer or its

subcontractor(s). If conducted on the premises of the tenderer or its subcontractor(s), all

reasonable facilities and assistance, including access to drawings and production data, shall

be furnished to the inspectors at no charge to the Procuring entity.

3.7.3 Should any inspected or tested services fail to conform to the Specifications, the Procuring

entity may reject the services, and the tenderer shall either replace the rejected services or

make alterations necessary to meet specification requirements free of cost to the Procuring

entity.

3.7.4 All components must be tested and a Completion Certificate issued stating the following:

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Number of termination points in terms of transmission, cards and routing

active devices

Type of fiber cable and traces of all splice joints done

Date completed

Type of Warranty

Updated design plans as-built physical and logical

Wire/cable routing schematic

Facility assignment records

cable test results

Fibre Backbone test results

3.7.5 Any other tests, as the Employer may deem fit so as to confirm the performance or to

establish the compliance to technical specifications of either individual hardware items or

integrated operation of the system shall be conducted by the Contractor at site. Should the

results of the tests show any deficiency/deviation specifications, the contractor shall do the

modification/replacement/addition necessary to make the system compliant to specifications

at own cost.

3.7.6 Nothing in paragraph 3.7 shall in any way release the tenderer from any warranty or other

obligations under this Contract.

3.8 Payment

3.8.1 The method and conditions of payment to be made to the tenderer under this Contract shall

be specified in SCC

3.9 Prices

Prices charged by the contractor for services performed under the Contract shall not, with

the exception of any Price adjustments authorized in SCC, vary from the prices by the

tenderer in its tender or in the procuring entity’s request for tender validity extension as the

case may be. No variation in or modification to the terms of the contract shall be made except

by written amendment signed by the parties.

3.10 Assignment

The tenderer shall not assign, in whole or in part, its obligations to perform under this

contract, except with the procuring entity’s prior written consent.

3.11 Termination for Default

The Procuring entity may, without prejudice to any other remedy for breach of Contract, by

written notice of default sent to the tenderer, terminate this Contract in whole or in part:

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a) If the tenderer fails to provide any or all of the services within the period(s) specified

in the Contract, or within any extension thereof granted by the Procuring entity.

b) If the tenderer fails to perform any other obligation(s) under the Contract.

c) If the tenderer, in the judgment of the Procuring entity has engaged in corrupt or

fraudulent practices in competing for or in executing the Contract.

In the event the Procuring entity terminates the Contract in whole or in part, it may procure,

upon such terms and in such manner as it deems appropriate, services similar to those

undelivered, and the tenderer shall be liable to the Procuring entity for any excess costs for

such similar services.

3.12 Termination of insolvency

The procuring entity may at the anytime terminate the contract by giving written notice to

the contractor if the contractor becomes bankrupt or otherwise insolvent. In this event,

termination will be without compensation to the contractor, provided that such termination

will not produce or affect any right of action or remedy, which has accrued or will accrue

thereafter to the procuring entity.

3.13 Termination for convenience

3.13.1 The procuring entity by written notice sent to the contractor may terminate the contract in

whole or in part, at any time for its convenience. The notice of termination shall specify that

the termination is for the procuring entity convenience, the extent to which performance of

the contractor of the contract is terminated and the date on which such termination becomes

effective.

3.13.2 For the remaining part of the contract after termination the procuring entity may elect to

cancel the services and pay to the contractor on agreed amount for partially completed

services.

3.14 Resolution of disputes

The procuring entity’s and the contractor shall make every effort to resolve amicably by

direct informal negotiations any disagreement or dispute arising between them under or in

connection with the contract.

If after 14 days from the commencement of such informal negotiations both parties have

been unable to resolve amicably a contract dispute either party may require that the dispute

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be referred for resolution to the formal mechanisms specified in the SCC.

3.15 Governing Language

The contract shall be written in the English language. All correspondence and other

documents pertaining to the contract, which are exchanged by the parties, shall be written in

the same language.

3.16 Force Majeure

The contractor shall not be liable for forfeiture of its performance security, or termination for

default if and to the extent that it’s delay in performance or other failure to perform its

obligations under the Contract is the result of an event of Force Majeure.

3.17 Applicable Law

The contract shall be interpreted in accordance with the laws of Kenya unless otherwise

specified in the SCC

3.18 Notices

Any notices given by one party to the other pursuant to this contract shall be sent to the other

party by post or by fax or E-mail and confirmed in writing to the other party’s address

specified in the SCC.

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

3.19 Management Meetings

A Contract management meeting shall be held regularly and attended by the Procuring

Entity’s Representative and the Contractor. Its business shall be to review the plans for the

remaining Work. The Procuring Entity’s Representative shall record the business of

management meetings and provide copies of the record to those attending the meeting and

the Procuring Entity. The responsibility of the parties for actions to be taken shall be decided

by the Procuring Entity’s Representative either at the management meeting or after the

management meeting and stated in writing to all who attend the meeting.

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SECTION IV SPECIAL CONDITIONS OF CONTRACT

4.1 Special conditions of contract shall supplement the general conditions of contract,

wherever there is a conflict between the GCC and the SCC, the provisions of the SCC

herein shall prevail over those in the GCC.

4.2 Special conditions of contract with reference to the general conditions of contract.

General conditions of

contract reference

Special conditions of contract

3.6 Specify performance security if applicable: 10% of the contract sum

from a reputable bank or insurance company.

3.8 Payments shall be;

Payments shall be;

Payment will be based on milestones which will be elaborated

during contract formation; and issuance of a completion certificate

will be based on the milestones achieved/completed; from the client.

3.9 Specify price adjustments allowed. None

3.14 Specify resolution of disputes: Arbitration

3.17 Specify applicable law. Laws of Kenya

3.18 Notices shall be addressed and delivered to:



P.O. BOX 30025-00100 Nairobi,

PROJECT IMPLEMENTATION AND PAYMENT

This project will be implemented and paid in a phased approach.

Phase 1:

This will involve supply, installation and commissioning of the following: Transmission equipment and

routers, installation of cards, and configuration of routers. This should be done within three months after the

project sign off.

Payments will be paid once the following key deliverables are done.

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1. Upon sign off of the inception (including design sign off), delivery of equipment and physical

verification

2. Training

Phase 2:

This will involve configuration and commissioning of the entire infrastructure Mombasa to Nairobi.

Payments will be paid once the following key deliverables are done.

1. Upon establishment of the existing sites, connection of the new equipment and access sites as well as

Installation, configuration and commissioning of the Active Equipment

2. Migration of Services.

3. Installation, configuration and commissioning of the Network Management System

4. Documentation.

5. Training

6. Any other works needed for successful completion of the intended solution as captured in the detailed

scope of work.

This plan is a guide on how on the payment schedule and the tenderers are required to provide their costed

proposals in the tender document.

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SECTION V SCHEDULE OF REQUIREMENTS

TECHNICAL SPECIFICATIONS

5.1 Overview of the required network

5.1.1 GOK owns 20% of Teams Submarine cable. This gives GOK 1.08 TB capacity

available for its use. Unfortunately, the GCCN network does not have a direct own point of

presence to TEAMS POP in Mombasa to benefit from this bandwidth capacity as it depends

on back haul services from other providers. Therefore, to solve this challenge it is proposed

to have direct connectivity to TEAMS Hub in Mombasa as below; -

5.1.2 The bandwidth capacity will be terminated at Mombasa NOFBI 2 Router (In Telkom

Mombasa carrier room) which already has connectivity to the other existing County core

routers at Nairobi, Isiolo, Eldoret, Mombasa and Kisumu via NOFBI fiber.

5.1.3 The Mombasa router will be upgraded to a core router peering with the IP POP at

Fujairah via a dual (two independent cable) 400 Meters estimated distance fiber connection

to GOK ODF in TEAMS Meet me room and the rest will be configured as access routers in

future once the direct fiber connection is done.

5.1.4 Redundancy routes via KPLC have been proposed on the links between Mombasa,

Isiolo, Nairobi, Kisumu and Eldoret to increase availability of the services to be done in

phases as a separate activity but design should factor in this scope.

5.1.5 TEAMs Hub is located in Telkom premises in Mombasa as well as the NOFBI

infrastructure, which is terminated in Telkom carrier room in the same premises (estimated

cable distance 400 Meters via metal existing metal trunking).

5.1.6 This shall ensure that we have end-to-end connectivity on the backbone infrastructure

and guarantee internet services to the country cost effectively and optimally as designed. It

shall ensure that Government has access to its share of capacity on the marine fiber in a cost

effective and guarantee value for money even on the viability of the GOK investment in

terrestrial fiber cable. It shall also ensure that the broadband and digital vision can be fast

tracked by delivering affordable bandwidth to strategic Government institutions such as

schools, all government offices countrywide and hospitals.

5.1.7 To ensure the maturity, reliability, and future evolution of the network, the bidder

should be qualified as following:

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a) In DWDM field, the bidder should be ranking top 3 in the global manufacturers in

recent 3 years. At least one reference market report must be provided

b) In Enterprise Router field, the bidder should be ranking top 3 in the global

manufacturers in recent 3 years. At least one reference market report must be

provided

5.1.8 The scope of phase 1 of the project is to ensure government capacity from TEAMS is

mainstreamed into the terrestrial Konza, KENET, NOFBI, GDC and GCCN network.

There is therefore an immediate and urgent need to procure technology solutions for the

supply, installation, commissioning and support service of network integration as

indicated in the schedule below: -

5.1.9 The purpose of this is to provide a functional specification for a comprehensive

technology network system including required network cabling, components and

devices. It provides adequate details and criteria for the design of this technology network

system with the aim of providing clients’ offices with complete integrated network

infrastructure.

5.1.10 The cabling infrastructure will provide facilities for connecting to a wide range of

heterogeneous devices, which may include but not limited to computers, network management

devices, audio/video communication devices, security and access control systems. It is

required that the cabling system be based on an open architecture that will provide multiple

compatibility, interoperability, scalability and efficient adaptability to changes in physical

layouts and relocations where a number of data points are anticipated. The positions of these

data points at various floors in the buildings are shown on the floor plans attached.

5.1.11 The Contractor shall provide all services, equipment and materials necessary to fulfill

their obligations under this contract and provide fully functional and efficient backbone

and transmission infrastructure.

5.1.12 The Contractor shall provide Operation and Maintenance Manuals to document the

installation and include the test reports into the manuals.

5.1.13 The Contractor shall ensure that all of their works are co-ordinate both in terms of design

and on-site integration;

5.1.14 The Contractor shall provide certificate for warranty issued by manufacturer upon

system hand-over to the Ministry.

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5.1.15 The bidder will supply all components necessary to complete the installation, testing

and commissioning of the transmission and backbone infrastructure.

5.1.16 The bidder shall be responsible for the installation of the technology network system

as required in the Tender Document

5.1.17 Firms, which are VAT-registered and Tax compliant are eligible for award of this

tender and bidders are required to provide evidence on this.

5.1.18 Bidders are advised to pay particular attention to Section of this document, which

specifies the desired scope and installation practice that requires strict adherence.

5.1.19 The entire network will have a consistent architecture to reduce the total cost of network

ownership for on-going support and maintenance, component and interface management,

scalability, relocations, security, redundancy and training. All the infrastructure sub system

components for each solution must be from the same manufacturer.

5.1.20 All active components used in the network must be able to facilitate management of

the network from a central point and from remote locations.

5.1.21 All requisite Fiber accessories such as pig tails shall be provided by bidder

5.1.22 The bidder must be certified to design and install the fiber transmission technologies

that he/she wishes to deploy as a proposed solution and must provide documentary evidence

to prove the same.

5.1.23 Bidders must be certified by the Communication Authority of Kenya ranking

5.1.24 They should be registered by the National Construction Authority

5.1.25 The client will provide the IP addressing scheme for the WAN.

5.1.26 All the active components used in WAN and transmission solutions MUST integrate

seamlessly.

5.1.27 The Bidder must provide lightening surge protectors appropriately grounding all

installed equipment

5.1.28 The bidder must provide a ORIGINAL Manufacturer Authorization Form in the

format specified duly signed and stamped by manufacturers local in country office where

applicable. See attached Manufacturer Authorization Form format

5.2 General installation practice

5.2.1 The Bidder will be required to install cabling in accordance with International fiber Cabling

System and designs compliant with components to be deployed in accordance with

ANSI/TIA/EIA-568-B and ISO/IEC 11801 standards.

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5.2.2 All network components must be connected to the earth wire as indicated in the general

specifications of this document, the local regulations in force and the manufacturer’s

recommendations.

5.2.3 All routing layout for cable paths must consider fiber optic cable with minimum radius of

curvature to be supported by the existing facilities in order not to interfere with access to

maintenance activities.

5.2.4 All cabling infrastructure should make provisions aspects for possible future extensions by

leaving appropriate extra cable lags.

5.2.5 All adapters must be compatible with the transmission capacities of the equipment to which

they connect.

5.2.6 All cables and connectors must be labeled with permanent indelible ink mark labels.

5.2.7 The bidder will be required to comply with the manufacturer’s recommended installation

practices.

5.2.8 The network should be capable of carrying data, voice and video. QOS should be considered

as part of installation and configuration of the network.

5.2.9 All active equipment both active and transmission should be from the same manufacturer for

seamless integration, management and maintenance

5.2.10 Tenderers must enclose together with their submitted bids brochures detailing technical

Literature and specifications of the active components and transmission equipment of the

structured cabling system. The brochures shall be used to evaluate the suitability of these

components. Any bid submitted without the brochures shall be considered technically non-

responsive, and may subsequently be disqualified.

5.3.1 Good cable management practice must be adhered to and proper color-coding used for easy

identification.

5.3.2 The Main Distribution Facility (MDF) will be located on an already identified room by the

client.

5.3.3 The location for HDFs (Horizontal Distribution Facility) on each building floor will be

located on an already identified rooms by the client.

5.3.4 High-speed Fiber Optic Uplink Backbone cable will be used to link the WAN to the main

distribution facilities location.

5.3.5 Cables must be run in the trunking (s) within building wall and surface pathways. This must

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be metal trunking installations.

5.3.6 The Bidder will be responsible for supplying all materials and components that are necessary

to complete the installation of the structured cabling system.

5.3.7 The WAN horizontal cabling will include outlets and consolidation or transition points,

connectors, mechanical terminations and patch cords that compose horizontal cross-connect.

Cables will be routed in new wall ducts and terminated on patch panels and other data outlets

as specified in accompanying diagrams.

5.3.8 Metal trunking must be laid specifically for the backbone links where needed.

5.3.9 A Metal trunking of 200mm by 50mm dimensions must be installed where needed. One

will be used for data cables, another for electrical cable and yet leaving space for future

services.

5.3.10 The bidder will be responsible for pulling, terminating and testing all circuits installed and

each cable shall be assigned a unique cable number.

5.4.1 Cables will be required to move through metal trunking firmly pulled.

5.4.2 Cables should not be crushed using cable ties.

5.4.3 Cable conduits must not be overfilled.

5.4.4 All cables must pass through trunking and should not be seen from outside

5.4.5 There shall be no splicing of installed cables. Intermediate cross-connects and transition

points are not allowed.

5.4.6 All user-area patch chords shall be at least 3-metre in length. However, 5-metre patch chords

shall also be provided as indicated.

5.4.7 Cabling Warranty must be 15 Years

5.4.8 The contractor shall ensure that existing power sockets are mounted on the metal trunking.

5.5.1 Multimode fiber optic cable (50/125 micron) will be used or equivalent to existing.

5.5.2 The fiber optic cable shall have a minimum of strands as per existing.

5.5.3 All strands must be terminated at each end of the fiber cable whether used or not in the

appropriate ODF.

5.5.4 All optical fiber components and installation practices shall meet applicable building and

safety codes requirements and shall provide well organized cable installation management

in accordance with the manufacturer’s guidelines

5.5.5 All fiber optic backbone links will be aggregated at the identified MDF room.

5.5.6 All fiber interfaces for uplink must use relevant transceivers.

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5.6 Fiber Patch Panels

5.6.1 All fiber patch panels must be rank mountable conform to ANSI/TIA/EIA-568B.

5.6.2 All Fiber Patch Panels must be scalable

5.6.3 Fiber Patch panels must be equipped with metallic connectors and sockets contacts.

5.6.4 All fiber optic patch panels must be rack mounted.

5.6.5 All fiber patch panels must be earthed to provide electrical safety to users in future and

screening to prevent electromagnetic radiations.

5.6.6 Fiber optic patch panels shall be used for distribution and management of fiber optic cable,

Provision of fiber splicing, termination, management and storage in one unit. It shall also

support single and ribbon fiber splices.

5.6.1 Fiber optic patch panels will be connected as per the amount of strands terminated at each

location.

5.6.2 Fiber Optic patching should be done from fiber optic cabinet housing boxes/panels.

5.6.3 Each Fiber optic patch panel should be fully loaded with adapters, pigtails, splice trays and

other required accessories.

5.6.4 For all other components, the label type should be of stiff plastic PVC.

5.7 Network Control Equipment and Network Monitoring tool

5.7.1 Active devices must be rack mountable in standard racks and should therefore be attached to

the backbone using appropriate Transceivers.

5.7.2 Active devices used at the WAN edge will have 24 or 48 ports for connection to the

horizontal cabling as may be appropriate and must be rack mounted

5.7.3 Active devices for horizontal cabling must support 100/1000/10000Mbps auto-sensing

5.7.4 All fiber optic backbone links must be aggregated at the MDF by a common active device.

5.7.5 Active devices used at the aggregation layer of the WAN must be fiber based

5.7.6 The active devices used at the aggregation layer must be a modular chassis which support IP

routing, encrypted traffic analytics and software defined networking; It must also have a

redundant power supply and a redundant Supervisor Module

5.7.7 Active devices must support auto-sensing for Ethernet ports for uplink connections

32 | P a g e

5.7.8 The network shall be managed by the existing web-based network monitoring system and

appropriate license availed if necessary. It should have the following requirements:

5.8 Equipment Cabinets, Air Conditioners and Uninterruptible Power Supply

5.8.1 The cabinets must have at least 1U 12 Way Horizontal Mount Power Distribution Unit (PDU)

5.8.2 The exact placing of the cabinet should be defined at the start of the works by the bidder.

5.8.3 Equipment cabinets must provide enough space to accommodate cabling, cabling

management, equipment racks, patch panels and network control devices as required with

convenient locations to provide access to operational personnel.

5.8.4 All Cabinets must be free standing.

5.8.5 Cabinet doors must be double lockable doors both opening at the middle.

5.8.6 All cabinets must be perforated.

5.8.7 The cabinets shall have open doors both at the rear and in front.

5.8.8 The UPS shall be installed in the cabinets. They must be 1500VA, rack mountable, SMART

signaling and line interactive

5.9 Bill of Materials

The bill of materials below is just an estimate; the bidder is required to carry out an independent

survey in order to get actual material required and provision for them in the quote.

Bidders are encouraged to make arrangements to visit to verify information for themselves and to ascertain distances and pathways and to identify and/or propose alternative and cost-effective routing design. TECHNOLOGY AREAS

NO. Item Quantity Unit Cost

1

1

Supply Duct Optical. Fibre. Cable (G.652, GYFY-

48B1.3) and service. Two separate 2 X 24 Core cables

each approx. 500 Metres to be installed through

existing Metal trunking 400 M distance approx.

Approx.

1000Metres

(2*500m)

33 | P a g e

2 2 ODF Unit: Function Module, ODN, FIU2117,

Integrated splicing and termination unit-48 core -

SC/APC-Bundle cable-NC purple gray-sheet metal -

19/21 installation, Patch Cord, LC/UPC, SC/APC,

Single-mode,10m, G.657A2, 2mm

2

3 3 Expansion 5-Port 10GBase LAN/WAN-SFP+

Integrated Line Processing Unit with 2*10GE Optical

transceivers and 48-Port 100/1000Base-X-SFP

Integrated Line Processing Unit with 20*GE Optical

transceivers for Huawei NE40 Router in NRB Ardhi

House POP site

2

4 4 Expansion 5-Port 10GBase LAN/WAN-SFP+

Integrated Line Processing Unit with 2*10GE Optical

transceivers and 48-Port 100/1000Base-X-SFP

Integrated Line Processing Unit with 20*GE Optical

transceivers for Huawei NE40 Router in NRB

Treasury site

2

10 5 New Service Router with 100GBase/50GBase-

QSFP28 with 2*100GE Optical transceivers and 10-

Port 10GBase LAN/WAN-SFP+ MACsec Interface

Card with 10*10GE Optical transceivers in Mombasa

TKL Site

1

12 6 Add new Service Router with 100GBase/50GBase-

QSFP28 with 2*100GE Optical transceivers and 10-

Port 10GBase LAN/WAN-SFP+ MACsec Interface

Card with 10*10GE Optical transceivers in KENET

Site. Interfaces

1

13 7 Add new Service Router with 2*10-Port 10GBase

LAN/WAN-SFP+ MACsec Interface Card with

4*10GE Optical transceivers and 8*GE Optical

transceivers in GDC POP Site

1

158 8 Add new DWDM system with 1*100Gbit/s

bandwidth to Konza POP with redundancy in

Mombasa TKL POP Site or appropriate KPLC Site

2

16 9 Add new DWDM system with 1*100Gbit/s to

Mombasa TKL with redundancy and 2*10Gbit/s to

Ardhi Hse POP, GDC POP and NRB TKL, and

1*100Gbit/s directly to NRB TKL in order to connect

Kenet in Konza POP Site or appropriate KPLC site

1

17 10 Add new for LDX 2x10Gbit/s Wavelength

Conversion Board with SFP+ Module for Huawei

DWDM in Nairobi Ardhi House POP Site

1

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NB: - All the optical module should be with patch cords.

18 11 Add new for LDX 2x10Gbit/s Wavelength

Conversion Board with SFP+ Module for Huawei

DWDM in Nairobi Treasury POP Site Add new

DWDM system with 2*10Gbit/s bandwidth to Konza

DC POP Site. Add new 1*100Gbit/s directly to

Konza DC in Nairobi Treasury POP site.

1

19 12 Add new DCM for long distance transmission in Mtito

Andei NOFBI site or appropriate KPLC site

1

20 13 Upgrade Optical Platform for long distance

transmission in VOI NOFBI site or KPLC site

1

14 14 Add new Optical Platform for long distance

transmission in Bachuma Gate NOFBI site or

appropriate KPLC Rabai

1

22 15 Add new DWDM system in GDC with 2*10Gbit/s

bandwidth to Konza DC POP Site.

1

23 16 Add new DWDM system with 1*100Gbit/s as

electrical regeneration of the redundancy service from

Mombasa to Konza in Madogo site or other

appropriate KPLC site.

1

29 17 Network Management System License Expansion for

NOFBI Network

1

30 18 Extension of 24 Core fiber cable from Treasury –

Nairobi POP Site to Electricity House server Room +

ODF

500 Meters

31 19 Two Huawei NE 40 SFP, Single Mode, Long-range

10KMS, 10g or 40g for GDC 10G connectivity

2

32 20 Co-location and commissioning existing OSN3000

OLA equipment from TKL rooms to KPLC sub-

station rooms in Sultan Hamud and Mtito Andei

sites. All accessories such fiber patch codes LC and

FC connectors be provided.

1

33 21 Civil works for KPLC Electricity house Fiber

Connection 500 Meters to Treasury POP for

integration to KPLC infrastructure

500 Meters

fiber 24 core

fiber +

trenching IF

existing ducts

unavailable

and ODF

termination

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TEAMS Network Integration Phase1 (From TEAMS to Mombasa NOFBI—Nairobi NOFBI—Nairobi

GCCN

TECHNICAL SPECIFICATIONS

(Original brochures detailing technical specifications to be attached)

1.1 General

1.1.1 These specifications describe the requirements for goods. Tenderers are requested to submit with their

offers the detailed specifications, drawings, catalogues, e.g. for the products they intend to supply

1.1.2 Tenderers must indicate on the specifications sheets whether the equipment offered comply with each

specified requirement.

1.1.3 All the dimensions and capacities of the equipment to be supplied shall not be less than those required

in these specifications shall. Deviations from the basic requirements, if any shall be explained in detail

in writing with the offer, with supporting data such as calculation sheets, etc. The Ministry of information,

Communication and Technology reserves the right to reject the products, if such deviations shall be found

critical to the use and operation of the products.

1.1.4 The tenderers are requested to present information along with their offers as 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.

1) 5-Port 10GBase LAN/WAN-SFP+ Integrated Line Processing Unit

Minimum requirements Compliance

1 Line-Rate capability

Provides five 10GE interfaces for line-rate transmitting

and receiving.

Supports 50G line-rate processing.

2 Reliability and availability

Hot swappable

3 Optical type supported

10Gbps SFP+ optical module

10Gbps SFP+ CWDM optical module

10Gbps SFP+ BIDI optical module

10Gbps SFP+ DWDM optical module

1Gbps electrical module

1.25Gbps eSFP optical module

1.25Gbps eSFP CWDM optical module

1.25Gbps eSFP BIDI optical module

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4 Working mode

Full-duplex

5 Compliant standard

IEEE 802.3

6 Frame format

Ethernet_II, Ethernet_SAP and Ethernet_SNAP

7 Support Service. The system must come with 1 year software

and hardware support service. Support HQoS.

2) 48-Port 100/1000Base-X-SFP Integrated Line Processing Unit


1 Line-Rate capability

Provides 48 GE interfaces for line-rate transmitting

and receiving.

2 Reliability and availability

Hot swappable

3 Optical type supported

155Mbps eSFP optical module

155Mbps eSFP BIDI optical module

1Gbps electrical module

1.25Gbps eSFP optical module

1.25Gbps eSFP CWDM optical module

1.25Gbps eSFP BIDI optical module

125M~2.67Gbps eSFP DWDM optical module

4 Working mode

Full-duplex

5 Compliant standard

IEEE 802.3

6 Frame format

Ethernet_II, Ethernet_SAP and Ethernet_SNAP

7 Support Service

The system must come with 1-year software and hardware

support service.

Support HQoS

Support L3VPN

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3) Service Router with 2-Port 100GBase Card or 10GBase Card


1 Basic Requirement

The proposed router shall adopt distributed forwarding

architecture, should be fully configured with main

control board, redundancy power modular, redundancy

FAN tray, so as to avoid any performance bottle neck

and reliability issue.

The full duplex switching capacity is at least over 4

Tbit/s and the forwarding performance is over

900Mpps

the Core Router Chassis Number of Slots for services

card (at least) >=14, Height (Rack Unit) <=5U.

The proposed router shall support board capability up

to 200Gbit/s

2 Interfaces

The proposed router shall support interfaces of 100GE

optical, 40GE optical, 10GE/1GE optical, Non-

blocking line rate on all ports

3 IPv4 Routing Protocol

The proposed router shall support 3M OSPF route

table numbers, 3M IS-IS route table numbers, 25M

BGP route table numbers.

4 IPv6 Routing Protocol

The proposed router shall support 2M OSPFV3 route

table numbers, 500K ISISV6 route table numbers,

10M BGPV6 route table numbers. The proposed router

shall support at least 4k IPV6 BGP neighbors

The proposed router shall support IPv6 IS-IS FRR

The proposed router shall support IPv6 SLA.

The proposed router shall support IPv6 FRR.

5 MPLS

The proposed router shall support MPLS/BGP VPN

and use IS-IS as PE-CE routing protocol.

The proposed router shall support LDP Extension for

Inter-Area Label Switched Paths (LSPs) RFC5283.

6 VPN

Support L3VPN, L2VPN, including VLL VPLS

The proposed router shall support 128K LDP LSP and

16K TE LSP.

7 Clock synchronization

Synchronous Ethernet and IEEE 1588v2, ACR.

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8 QoS

Support 5-level H-QoS, provide the original official

public website to prove.

9 Protocol

The proposed router shall support hardware BFD. And

when BFD session more than 100, detection time

should not be affected, each BFD hello package should

be within 3.3ms.

The proposed router shall support NSR for OSPF,

ISIS, BGP, LDP, TE, PIM

The proposed router shall support end-to-end fault

convergence time 200ms.

10 Value-Add-Services

Netstream Supported, Netstream item≥ (1M original

flows + 512K aggregated flows)

11 SDN

Support WAN Traffic Optimization

Support VxLAN

12 OAM

The proposed router should support IP Network

quality measurement mechanisms based on reality IP

traffic.

13 Support Service

The system must come with 1-year software and

hardware support service. Proof of manufacturers

support for this is required.

4) DWDM/OTN System with 100G Service Bandwidth


1 The required system support OTN and comply with ITU-T

G.709 standard.

2 To employ fiber resources efficiently, the OTN system must

have a cross-connect architecture in which services such as VC,

ODU and PKT can be framed universally and adjusted on

bandwidth demand.

3 All of the service boards in the electrical sub-rack of OTN shall

be pluggable into any service slots and the quantity of the

service slots shall not be less than 14.

4 The System proposed should be able to perform encryption of

traffic at the Optical Layer.

5 The offered system shall have the facility to perform port loops

for trouble shooting the links.

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6 The system should provide aggregation and switching

functionalities of ODU / OTU according to the ITU-T G.709

structure, between all optical channels and client interfaces

running on the shelf system.

7 Considering type and capacity of service, the electrical cross-

connection specification should at the minimum meet the

following:

a. ODUk (k=0,1,2,2e,3,4,flex) crossing - Switching capacity

beyond 10 Tbit/s;

b. Ethernet packet crossing -Switching capacity beyond

1.5Tbit/s;

c. VC-4 crossing -Switching capacity beyond 1Tbit/s;

d.VC-3/VC-12 crossing -Switching capacity beyond 70Gbit/s;

e. All the above services can be mixed and transported in one

wavelength.

8 The proposed system shall provide various ways of clock

synchronization such as 1588v2, Ethernet synchronization and

SDH clock synchronization. All the three kinds of clock

synchronizations shall be in accordance with different

scenarios in both fixed and mobile backhaul which require

different levels of accuracies.

9 The proposed system comply with standard G.8273.2 and

G.8275.1.

10 The proposed system shall support at least 96 optical channels

(lambdas) capability in accordance with ITU-T

G.694.1standard.

11 The proposed system shall support reconfiguration services

provisioned over the transport network remotely in the situation

of wavelength and direction changes.

12 The proposed system can support line rates up to 400Gbps per

lambdas.

13 The proposed system should be able to support hybrid

transmission of 10G, 100G and 200G services in the same fiber.

14 The proposed system shall support hybrid transmission of the

coherent wavelength and the incoherent wavelength in the

same fiber.

15 The proposed service cards (10G/100G) should occupy only

one slot.

16 The proposed system support hybrid optical amplifier boards.

For coherent transmission systems to further improve the

system performance. Compared with common Optical

Amplifier boards, the hybrid optical amplifier board has a

smaller noise figure which shall be less than 0.5dB and provide

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for longer transmission distance, which substantially reduces

the number of electrical regenerators.

17 The bidder shall provide self-designed 100G/200G/400G

optical modules, Digital Signal Processor, Algorithms solution.

18 The system shall support an Optical Supervisory Channel

(OSC) to guarantee management of OTMs, OADMs and

OLAs.

19 The OSC shall carry control, configuration and request

messages from the Network Management System to the nodes

and deliver alarms, event and response messages from the

nodes back to the NMS.

20 The offered system shall support an out of band optical

supervisory channel (OSC) at 1510/1310nm and/or

1511/1491nm that is inserted and extracted at each node.

21 The offered System shall provide optical channel, card and

equipment protection mechanisms to ensure high reliability as

required by various applications.

22 The proposed equipment shall support OTN ASON to against

multi times failure, and the bidder shall submit at least 10

overseas OTN ASON-based DWDM network reference cases.

23 The proposed equipment should support embedded OTDR

monitoring function for line fiber broken point, fiber loss and

etc.

24 The proposed system supports built-in spectrum analyzer and

views performance on the NMS without affecting the services.

5) LDX 2x10Gbit/s Wavelength Conversion Board


1 Support 2 x 10G tributary service processing board

2 Converts signals as follows:

2 x 10GE LAN/10GE WAN/STM-64/OC-192/OTU2 <-> 2

x OTU2; 2 x 10GE LAN/OTU2e <-> 2 x OTU2e

3 Client-side service type support 10GE LAN/10GE WAN/

STM-64/OC-192/ OTU2/OTU2e

4 Supports the OTN frame format and overhead processing

by referring to the ITU-T G.709.

41 | P a g e

5 Supports ITU-T G.694.1-compliant DWDM specifications.

6 Supports the PM and TCM function, and PM and TCM non-

intrusive monitoring functions for ODU2.

7 Supports client 1+1 protection.

8 Supports intra-board 1+1 protection (when working with the

OLP/DCP/QCP board).

9 The card support loopback for WDM side and Client side

10 Protocols or standards for transparent transmission:

IEEE 802.3ae, ITU-T G.707, ITU-T G.782,ITU-T G.783

GR-253-CORE Synchronous Optical Network (SONET)

Transport Systems: Common Generic

11 Protocols or standards for service processing:

ITU-T G.805, ITU-T G.806, ITU-T G.709, ITU-T G.872,

ITU-T G.7710, ITU-T G.798, ITU-T G.874, ITU-T M.3100,

ITU-T G.874.1, ITU-T G.875, ITU-T G.808.1, ITU-T

G.841,ITU-T G.8201, ITU-T G.694.1

12 The Client-Side Pluggable Optical Module support following

type:

10 Gbit/s Multirate-10 km-XFP



10 Gbit/s Single Rate -0.3 km-XFP

13 Support Service

The system must come with 1-year software and hardware

support service.

6) Network Management System License Expansion for NOFBI Network


1 Provide network management system license as required for

NOFBI network

2 The Network Management System is designed to efficiently and

uniformly manage transport layer and IP equipment at both the

network element (NE) level and the network level.

The proposed network management system shall be integrated

to the existing NOFBI network management system as a unified

management. Or the proposed network management system can

be fully used as a replacement for the NOFBI network

management system to uniformly manage transmission and IP

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equipment, but the migration must be smooth and does not affect

the services.

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SCHEMATIC DESIGN DRAWINGS

FIG 1. TEAMS Network Integration with 100G/10G Service Expansion (From TEAMS to

Mombasa—Konza—Nairobi—GCCN)

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FIG 2. Redundancy for 100G link Between Mombasa and Konza through NOFBI

5.10 Training, Completion and Commissioning

5.10.1 The bidder shall be expected to provide local training for at least five technical (5) officers

for a period of not less than 1 week

5.10.2 The bidder shall provide a training proposal and materials including the curriculum and a

training timetable

5.10.3 Upon installation and completion; the bidder must carry out tests and record the test results

in two soft copies (USBs) showing cable types and components used. All components must

be tested after which a Completion Certificate shall be issued. The test should state the

following:

Number of outlets

Type of cables used

45 | P a g e

Date completed

Type of Warranty certificates specifying start and expiry dates

Connectivity and bandwidth tests

In addition, an "as-built" package must be submitted with the following information

Updated floor plans

Wire/cable routing schematic

Facility assignment records

Horizontal cable test results and summaries

Fiber Backbone test results and summaries

5.11 Documentation

The bidder shall avail two hard copy documentation books to the client’s detailing the layout, the

devices used and all the components used in the system which must include all information for future

references and maintenance purposes to be used by technicians who will be manning the network

service workmanship. In particular, the documentation must be structured to contain the following:

a. Synopsis of the cabling (primary and secondary)

b. Charts for distribution and highlights showing details of the components installed

c. A detailed map of socket layouts in Soft copies on CD-ROMs should be availed

5.11 Schedule of Works

a. It is expected that the Supply, Installation, Testing and Commissioning of the network

infrastructures shall be completed no later than 90 days following the signing of the Contract.

The Contractor shall construct and install the Works in accordance with the Contract

documents. The Works may commence on the Start Date and shall be carried out in

accordance with the Program submitted by the Contractor, as updated with the approval of

the Procuring Entity’s Representative, and complete them by the Intended Completion Date.

b. Within seven days after Site possession date, the bidder shall submit to the Procuring Entity’s

Representative for approval a program showing the general methods, arrangements, order and

timing for all the activities in the Works. Bidders shall be required to submit phased schedules

46 | P a g e

of their works showing critical activities proceeding with minimal interruptions. The Bidder

is expected to adhere to these schedules with minimal variations as may be agreed with the

client’s to ensure continuity of critical operations.

c. The Bidder shall guarantee Installation completions and the Commissioning of completed

works within the specified period agreed as indicated in the schedule. Upon deciding that the

Work is complete the Contractor shall request the Procuring Entity’s Representative to issue

a Certificate of Completion of the Works, upon deciding that the Work is completed. The

Procuring Entity shall take over the Site and the Works within seven days of the Procuring

Entity’s Representative issuing a Certificate of Completion. If the Bidder fails to adhere to

his schedule of works to complete installations and commission the completed works within

the specified period, the Bidder may be required to pay liquidation damages to the client.

5.12 Damage to existing equipment

Damages attributable to the Bidder or the Bidder's agents and/or assignees to any of the

existing equipment or systems will be repaired or replaced by the client at the expense of the

bidder as specified in the bid document. The costs associated with such repairs and/or

replacements shall be borne by the Bidder fully on a cost-plus basis.

5.13 Bidder’s Responsibilities

The bidder shall do the work with due care and diligence and in accordance with the

contractual agreement terms as signed in the contract and in strict adherence to best industry

practices.

5.14 Warranty and Support

a. The Bidder shall be required to give a warranty of fifteen (15) years for structured cabling

infrastructure. The Bidder shall warrant that all the work installations and equipment are free

from defects and if any defect is discovered; then the Bidder shall take immediate action to

replace the damaged device as required during the warranty period.

b. The Bidder shall be required to give a warranty of three (3) years for all active devices

c. The support period for the entire infrastructure shall be one (1) year warranty

47 | P a g e

5.15 Acceptance

The client’s acceptance will be based on visual inspection and satisfaction of the works done

during installation, cable route layouts, trunking made, connections made, hardware and

other works done well within the project period as well as the technical tests carried out to

ensure that they fully passed after project completion. Acceptance will only be sanctioned

after all technical tests have been ascertained to be in order, true and in visual control certified

by the technical team on the works done by the bidder in strict compliance with the

contractual terms.

5.16 Technical Bid

Bidders shall submit offers that comply with the requirements of the bidding documents that

include the basic technical design as indicated in the Drawings and Specifications. Bidders

wishing to offer technical alternatives to bidding document requirements must submit bids

that comply with bidding requirements, which include basic technical designs, drawings and

Specifications.

In addition to submitting the basic bid, the bidder shall provide all information necessary to

complete evaluation alternatives that include technical specifications, breakdown of prices,

proposed installation methods and other relevant details. Only bidders with technical

alternatives with best solutions conforming with basic technical requirements shall be

considered.

The Ministry of Information and Communication Technology reserves the right to accept or

reject any variation, deviation or alternative technical proposal. Variations, deviations and

alternative technical proposals in excess of the needed requirements of the bid documents

resulting in unsolicited benefits to the Ministry of Information and Communication

Technology will not be considered in bid evaluations.

The technical proposal must contain the following:

(A) Details of technical specifications and performance characteristics of items and

components to be supplied

(B) All materials and other supplies incorporated in the work installations must be

48 | P a g e

new, unused and of most recent or current models. This should incorporate all

recent improvements in design and materials.

(C) The bidder’s proposed methodology and implementation must include a draft

implementation schedule in form of a bar chart.

(D) The detailed layout work diagrams for proposed solutions

(E) Details of experience and past performance of the bidder on similar works done

within the past five (5) years detailing the works and other contractual

commitments.

(F) Qualifications and experience of key personnel proposed for administration and

execution of the contract, both on and off site.

(G) Form A-2 and Form B-2 must be completed.

(H) Additional information deemed appropriate may be provided.

5.17 Price Schedule

The Price Schedule should be provided in the format shown in the Appendix and must

include:

i) Form A -1 Internal Block cabling showing net disaggregated costs for each site block

offices.

ii) Form B –1 Backbone Cabling showing net disaggregated costs for each site building

block

iii) Form C - Summary of Costs for each block offices and for the entire work

iv) The Price Schedule must clearly indicate the total bid cost, inclusive of taxes for the

complete supply, installation, testing and commissioning of the Structured Network

cabling.

v) Current Financial statements and cash flow for three years not later than 2015.

All prices should be quoted in Kenya shillings.

49 | P a g e

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SECTION VII PRICE SCHEDULES OF SERVICES

FORM A –

_______________________

[Signature of bidder and date]

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___________


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FORM B –

_______________________


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_______________________


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FORM C – SUMMARY OF COSTS

_______________________


Prices to be inclusive of all taxes

Signature of tenderer ________________________________________________

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

TOTAL SUPPLY, INSTALLATION AND COMMISSIONING

MISC (E.G. TAX, DISCOUNTS)

NET TOTAL

55 | P a g e

SECTION VII STANDARD FORMS

FORM OF TENDER

To: [Name and address of the PE]

Date: [insert date (as day, month and year)]

Tender No.: [insert number of Tendering process]

Item Description: [insert description of Items]

Sir/Madam,

Having examined the Tender documents including Addenda Nos. [insert addenda numbers], the

receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver

[description of Goods and services] in conformity with the said Tender documents for the sum of

[total Tender amount in words and figures] or such other sums as may be ascertained in accordance

with the Schedule of Prices attached herewith and made part of this Tender.

We undertake, if our Tender is accepted, to deliver the Goods in accordance with the delivery

schedule specified in the Schedule of Requirements.

If our Tender is accepted, we undertake to provide a performance security in the form, in the

amounts, and within the times specified in the Tender documents.

We agree to abide by this Tender for the Tender validity period specified in Clause 2.13.1 of the

ITT, and it shall remain binding upon us and may be accepted at any time before the expiration of

that period.

We are not participating, as Tenderers, in more than one Tender in this Tendering process.

Our firm, its affiliates or subsidiaries – including any subcontractors or suppliers for any part of

the contract – has not been declared ineligible by the Government of Kenya under Kenyan laws.

Until a formal Contract is prepared and executed, this Tender, together with your written

acceptance thereof and your notification of award, shall constitute a binding Contract between us.

We understand that you are not bound to accept the lowest or any Tender you may receive. We certify/confirm that we comply with the eligibility requirements as per ITT Clause 2.1.1 of the Tender

documents

Dated this ________________ day of ________________ 20______.

(Name)

_________________ __________________________

[signature] [in the capacity of]

Duly authorized to sign Tender for and on behalf of ______________________________

56 | P a g e

REPUBLIC OF KENYA

CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business. You are advised that it is a serious offence to give false information on this form

Part I- General: Business Name ……………………………………………………………………………………..

Location of business premises………………………………………………………….……………

Plot No. …………………………………….………. Street/Road…………………………..….…..

Postal Address……………………………………………..………….Tel. No………………...…...

Nature of business……………………………………………………………………………………

Current Trade Licence No………………………………….…………Expiring date………..……..

Maximum value of business which you can handle at any one time: ……………………………. Name of your bankers…………………………………………………Branch ………………..……

Part 2 (a) – Sole Proprietor

Your name in full……………………………………….…………….Age………….…….

Nationality………………………………Country of origin……………………………….

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

Part 2 (b) Partnership

Given details of partners as follows:

Name Nationality Citizenship Details Shares

………………………………………………………………………………………….

………………………………………………………………………………………….

………………………………………………………………………………………….

…………………………………………………………………………………………..

Part 2 ( c) – Registered Company:

Private or Public…………………………………………………………………………….

State the nominal and issued capital of company-

Nominal K£………………………………..

Issued K£…………………………………..

Given details of all directors as follows:-

Name Nationality Citizenship Details Shares

1. 1. …………………………………………………………………………………………

2. …………………………………………………………………………………………

3. ………………………………………………………………………………………… 4. ………………………………………………………………………………………… 5. ………………………………………………………………………………………….

Date ………………………………………………..….Signature of Candidate……………………….

*if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration.

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TENDER SECURITY (BANK GUARANTEE) Bank Letterhead

Whereas ………………………………………. [name of the tenderer] (hereinafter called “the tenderer”) has submitted its tender dated …………. [date of submission of tender] for the supply, installation and commissioning of …………………… [name and/or description of the

equipment](hereinafter called “the Tender”) ……………………………….KNOW ALL PEOPLE by these presents that WE ……………………… of ………………………. having our registered office at ………………… (hereinafter called “the Bank/Insurance Company”), are bound unto …………….. [name of Procuring entity} (hereinafter called “the Procuring entity”) in the sum of …………………….. for which payment well and truly to be made to the said Procuring entity, the Bank/Insurance Company binds itself, its successors, and assigns by these presents.

Sealed with the Common Seal of the said Bank/Insurance Company 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 the Procuring 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 its first 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 it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.

This tender guarantee will remain in force up to and including thirty (30) days after the period of tender validity, and any demand in respect thereof should reach the Bank not later than the above date.

[signature of the authorized representative of the bank/insurance company]…………….. Seal …………………………………..____________________________

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PERFORMANCE SECURITY FORM

To: ……………………………………………………………………………………………..

[name of the Procuring entity]

WHEREAS……………………………….[name of tenderer]

(hereinafter called “the tenderer”) has undertaken, in pursuance of Contract

No.___________[reference number of the contract] dated _______________20______to

supply……………………………………………………………………………………..

[Description services](Hereinafter called “the contract”)

AND WHEREAS it bas been stipulated by you in the said Contract that the tenderer shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Tenderer’s performance obligations in accordance 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, on behalf of the tenderer, up to a total of ……………………………………………………. [amount of the guarantee in words and figures],

and we undertake to pay you, upon your first written demand declaring the tenderer to be in default under the Contract and without cavil or argument, any sum or sums within the limits of ……………………….. [amount of guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

This guarantee is valid until the _____ day of 20

__________________________________________________________________

Signature and seal of the Guarantors

____________________________________________________________________ [name of bank or financial institution]

____________________________________________________________________

[address]

______________________________________________________________________

[date] (Amend accordingly if provided by Insurance Company)

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MANUFACTURERS AUTHORIZATION FORM

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

WHEREAS …………………………………………………………………

[Name of the principal] who are established and reputation dealers in ………………………… [Type of business] having registered offices at …………… …………………………………. [Address of principal] do hereby authorizing …………………………………………… [Name and address of tenderer] to submit a tender, [reference of the tender] for the stated (particulars of tender).

We hereby extend our full guarantee and warranty as per the General Conditions of Contract for the services to be provided against this Invitation for Tenders.

[Signature for and on behalf of the principal]

Note: This letter of authority should be on the letterhead of the principal and should be signed

by a competent person.

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LETTER OF NOTIFICATION OF AWARD

Address of Procuring Entity _____________________ _____________________

To:

RE: Tender No.

Tender Name This is to notify that the contract/s stated below under the above mentioned tender have been awarded to you.

1. Please acknowledge receipt of this letter of notification signifying your acceptance.

2. The contract/contracts shall be signed by the parties within 30 days of the date of this 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 subject matter of this letter of

notification of award.

(FULL PARTICULARS)

SIGNED FOR ACCOUNTING OFFICER

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FORM RB 1 REPUBLIC OF KENYA

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO…………….OF……….….20……...

BETWEEN

……………………………………………………….APPLICANT

AND

…………………………………RESPONDENT (Procuring Entity) Request for review of the decision of the…………… (Name of the Procuring Entity) of ……………dated the…day of ………….20……….in the matter of Tender No………..…of …………..20…

REQUEST FOR REVIEW I/We……………………………,the above named Applicant(s), of address: Physical address…………….Fax

No……Tel. No……..Email ……………, hereby request the Public Procurement Administrative Review Board to

review the whole/part of the above mentioned decision on the following grounds , namely:- 1. 2. etc. By this memorandum, the Applicant requests the Board for an order/orders that: -

1. 2.

etc SIGNED ………………. (Applicant) Dated on…………….day of ……………/…20…

FOR OFFICIAL USE ONLY Lodged with the Secretary Public Procurement Administrative Review Board on ………… day of ………....20….………

SIGNED Board Secretary

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SITE SURVEY (NOT MANDATORY)

Bidders will be required to undertake a MANDATORY WAN site survey to understand the requirement and familiarize with

the environment and acquire all the necessary information for proper design of the solution before quoting. A certificate of site

visit will be issued.

Any bid that fails to attach the site survey certificate will be considered Non-Responsive. The site surveys shall be conducted during the 1st seven days from the day of tender opening through the guidance of the Head of ICT. Bidders are encouraged to make arrangements to visit the Building to verify information for themselves and to ascertain distances and pathways and to identify and/or propose alternative and cost-effective cable routes. In particular, the surveys should identify where to put metal trunking to avoid disrupting activities during implementation SURVEY FORM

Company Name…………………………………………. Site Name……………………………………………….

Name Signature Date

Company Representative

Client’s Representative

Remarks

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SELF DECLARATION FORM SD1

SELF DECLARATION THAT THE PERSON/TENDERER IS NOT DEBARRED IN THE MATTER OF THE PUBLIC

PROCUREMENT AND ASSET DISPOSAL ACT 2015.

I, .......………………………............................…...............................................................…..(Full name) of P. O. Box

………………………................................................................... being a resident of ………………………………......….......................

in the Republic of ..................................... do hereby make a statement as follows: -

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

………......................………………………………....................................... (insert name of the Company) who is a Bidder in respect of

Tender No. .................…………………............................... for ……………………...........................................................................

(insert tender title/description) for ……………………................................................................( insert name of the Procuring entity) and

duly authorized and competent to make this statement.

2. THAT the aforesaid Bidder, its Directors and subcontractors have not been debarred from participating in procurement proceeding

under Part IV of the Act.

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

……………………… …………….......................... ………………………..............

(Title) (Signature) (Date)

Bidder's Official Stamp

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SELF DECLARATION FORM SD2

SELF DECLARATION THAT THE PERSON/TENDERER WILL NOT ENGAGE IN ANY CORRUPT OR FRAUDULENT

PRACTICE

I, .......………………………............................…...............................................................…..(Full name) of P. O. Box

………………………................................................................... being a resident of ………………………………......….......................

in the Republic of ..................................... do hereby make a statement as follows: -

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

………......................………………………………....................................... (insert name of the Company) who is a Bidder in respect of

Tender No. .................…………………............................... for ……………………...........................................................................

(insert tender title/description) for ……………………................................................................( insert name of the Procuring entity) and

duly authorized and competent to make this statement.

2. THAT the aforesaid Bidder, its servants and/or agents /subcontractors will not engage in any corrupt or fraudulent practice and has

not been requested to pay any inducement to any member of the Board, Management, Staff and/or employees and/or agents of

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

3. THAT the aforesaid Bidder, its servants and/or agents /subcontractors have not offered any inducement to any member of the Board,

Management, Staff and/or employees and/or agents of ……………………............................................................(name of the procuring

entity)

4. THAT the aforesaid Bidder will not engage /has not engaged in any collusive practice with other bidders participating in the subject

tender

5. THAT what is deponed to hereinabove is true to the best of my knowledge information and belief.

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………………………… …………….............................. ……………..…………..............

(Title) (Signature) (Date)

Bidder's Official Stamp

TENDER SECURITY FORM

(TENDER SECURING DECLARATION FORM (YOUTH, WOMEN AND PEOPLE LIVING WITH

DISABILITIES)

To:

WHEREAS ………………………………………………….... (Hereinafter called the Tenderer) has submitted its Tender dated

………….……..............for the provision of ……………….................................................................. to -------------------------------------

--tender no. ………………......................................................

WE THE UNDERSIGNED, DECLARE THAT: -

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

2. We accept that we will be automatically suspended from being eligible for bidding in any contract with you for a period of 5 years

starting from date of letter of offer, if we are in breach of our obligations under the tender conditions, because we –

a) Have withdrawn our bid during the period of tender validity, or,

b) Having been notified of the acceptance of our bid by you during the period of tender validity –

i. Fail or refuse to sign the contract when required, or

ii. Fail or refuse to furnish the Performance Security in accordance with the Instructions to Tenderers.

3. We understand that this Tender Securing Declaration shall expire if we are not the successful bidder, upon either of the following: -

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a) Our receipt of a copy of your notification of the name of the successful bidder,

b) Twenty-eight (28) days after the expiry of our Tender.

4. We understand that if we are a Joint Venture, the Tender 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 Tender Securing Declaration shall be in the

names of all future partners as named in the letter of intent.

DATED AT -------------------- THIS--------------------------DAY OF ……………………………...

Yours sincerely,

Name of Tenderer

______________________________________________________________

Signature of duly authorized person signing the Tender

______________________________________________________________

Name and Capacity of duly authorized person signing the Tender

_______________________________________________________________

Stamp or Seal of Tenderer

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