county government of kwale environment and
TRANSCRIPT
COUNTY GOVERNMENT OF KWALE
ENVIRONMENT AND NATURALRESOURCES MANAGEMENT
DEPARTMENT
RFQ NAME: DESIGN AND DEVELOPMENT OF KWALE MUNICIPALITY
WEBSITE
RFQ NO: ENR/873856/2020/2021
P.O. BOX 4 - 80403
KWALE.
PREPARED BY:ANNE ISSUED BY: NURU
PROCUREMENT OFFICER CHIEF OFFICER
ENVIRONMENT & NAT. RES ENVIRONMENT & NAT RES
MAY, 2021.
TO CLOSE ON FRIDAY 21ST MAY 2021, 10AM
INVITATION NOTES FOR RFQ
The County Department of Environment and natural resources herein
referred to as the Procuring department invites bidders to submit quotations
for Design and Development of kwale municipality website
a) THIS IS NOT AN ORDER. Read the conditions and instructions on the next page before quoting.
b) The prices quoted shall be valid for a maximum of thirty (30) days from the date of closing of this request for quotation.
c) Supplier’s Documents/Attachments shall be sequentially serialized. d) Dully filled RFQ Documents shall be submitted on or before Friday
21ST May, 2021, 10am.
CONDITIONS
1. The General conditions of contract for the procurement of goods 2009
(obtainable from PPOA website www.ppoa.go.ke ) apply to third transaction. This form properly sub- mitted constitutes the agreement
to supply or provide the goods or services shown at the prices and within the delivery period stated overleaf.
2. The offer shall remain firm for 30 days from the closing date unless
otherwise stipulated by the procuring entity. 3. Procuring Entity shall not be bound to accept the lowest or any other
offer. 4. Procuring entity reserves the right to accept any offer in part unless
the contrary is stipulated by the Candidate.
5. Samples of offers when required will be provided free and before the closing date of the quotation. If not destroyed during test they will, open request be returned at the candidate’s expense, or may be
collected by the owner. 6. Suppliers should submit their quotes electronically only using the
suppliers portal https://supplier.treasury.go.ke 7. Suppliers are required to scan the entire filled document and make it
as a single PDF attachment (failure to this leads to automatic
disqualification) 8. Bidders are required to attach all related supply documents in their
updated profile as a single PDF attachment .
FORM OF TENDER
Date
Tender No. To:
[name and address of procuring entity]
Gentlemen and/or Ladies:
1. Having examined the tender documents including Addenda Nos. ………………………………. [insert numbers].the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply deliver, install and
commission ( …………………………………………… (insert equipment description) 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.
2. We undertake, if our Tender is accepted, to deliver install and commission the equipment in accordance with the delivery schedule specified in the Schedule of Requirements.
3. If our Tender is accepted, we will obtain the guarantee of a bank in a sum of equivalent to percent of the Contract Price for the due
performance of the Contract , in the form prescribed by ………………. ……………….( Procuring entity). 4. We agree to abid by this Tender for a period of …… [number] days
from the date fixed for tender opening of the Instructions to tenderers, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.
5. This Tender, together with your written acceptance thereof and your notification of award, shall constitute a Contract, between us. Subject to
signing of the Contract by the parties.
6. We understand that you are not bound to accept the lowest or any tender you may receive.
Dated this day of 20
[signature] [in the capacity of]
Duly authorized to sign tender for an on behalf of
CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM
You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c ) whichever applied to your type of business
You are advised that it is a serious offence to give false information on this form
Part 1 – General:
Business Name ………………………………………………………………………………………………… Location of business premises.
………………………………………………………………………………… Plot No………………………………………………… Street/Road
………………………………………….. Postal Address ……………………….. Tel No. …………………. Fax ………………. E mail …………….
Nature of Business …………………………………………………………………………………………….. Registration Certificate No.
………………………………………………………………………………… Maximum value of business which you can handle at any one time – Kshs.
………………………………… Name of your bankers ……………………………………….. Branch ………………………………………
Part 2 (a) – Sole 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
1. ………………………………………………………………………………………
2. ………………………………………………………………………………………
3. ………………………………………………………………………
……………….. 4. ………………………………………………………………………
………………..
Part 2 (c ) – Registered Company Private or Public ……………………………………………………………………………………….
State nominal capital Nominal Kshs. ……………………………… Issued Kshs. …………………………………
Given details of all directors as follows Name Nationality Citizenship Details Shares
1…………………………………………………………………………………………………………
2. ………………………………………………………………………………………………………..
3. ………………………………………………………………………………………………………
4. ………………………………………………………………………………………
……………… 5 ………………………………………………………………………………………
……………….
Date ………………………………………………….. Signature of Candidate
………………………………..
• If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or
registration.
PRICE /QUOTATION LIST
ITEM NANE RATE [SHS.]
TOTAL[SHS.] AS PER THE BREAKDOWN IN
THE TOR
THIS TOR IS NOT FOR THIS PROJECT
COUNTY GOVERNMENT OF
KWALE DEPARTMENT OF ENVIRONMENT AND
NATURAL RESOURCES MANAGEMENT P.O. Box 4 – 80403 Email:
Kwale, Kenya Website: www.kwale.go.ke
Terms of Reference Design and Develop of the Kwale Municipal Website
General Information
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Vision
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Mission Statement
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Core Values
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Goal of the Kwale municipality website
To achieve the foregoing mission Kwale Municipality must ensure that it has strong, consistent, and
positive image and information sharing. In a bid to fix the information sharing gap and providing
accessible services to her citizen, the Kwale Municipality will never accomplish this goals without a
fully hosted dynamic website. The website will serve as a core communication channel and information
resource:
❖ It will inform and educate stakeholders of the municipal’s activities, projects and a range of
accomplishments.
❖ It will provide a professional platform where citizens can post their views on particular issue or
function of the municipality.
❖ With respect to the board’s governance mandate the website is intended to facilitate easy access
to and retrieval of information to support the expeditious and timely processing of appointments
and recruitments.
❖ Simplify the Boards advertisement and branding.
Statement of Objectives:
The objectives of this assignment are to design and develop conception and implement new functional
dynamic website for Municipal Council of Kwale. The website is intended to facilitate heightened
awareness of the board’s role and functions, improve its corporate on-line profile, and support the
county’s mission through high-impact communications and content development.
Scope of Work:
❖ Development and implementation of the website content menu with information provided by the
board’s secretariat. The website should use current Content Management Technologies and the core
infrastructure for easy of management.
❖ Remote management control and uploads using either File transfer protocols or equivalent.
❖ Supporting and debugging of the website within preferably Content Management platforms or
Frames.
❖ Implementation of navigating system of the web library (search, filters, etc.)
❖ Creating of a system, allows users to comment news, articles etc.
❖ Development pages of board’s static and dynamic pages as will be listed in the functional
requirements elicited with the board’s secretariat.
❖ Development the web events calendar/upcoming events like public participation schedule etc
❖ Development of a Board’s score card (dashboard) that enables the board’s executive to monitor
project’s or activities’ progress.
❖ Development of online e-service pages as will be elicited by the board’s secretariat.
❖ The website should be interoperable- load in both browsers and with all smart devices.
❖ Design appropriate security architecture for the website and implement this security mechanism
through the website’s development, hosting and maintenance life cycles.
❖ Provide adequate training of the implemented solution to the board, its I.T Support staff and users to
enable them to effectively utilize, update and maintain the website under the implemented platform.
Notes: Mail and Domain ID will be provided by Board’s Secretariat.
Developer will work closely with the secretariat at every phase of the development life cycle to
ensure product suitability.
Reporting and Review Procedures to Monitor Consultants work
❖ The county municipal board and its secretariat is responsible for completion of the entire work or as
and when necessary.
❖ An Appointed I.T Staff will be endowed with responsibility of testing and certification the
components of the websites and furnishing the board with suitability, usability and scalability of the
implementation technologies/ CMS or framework adopted by the developer.
❖ The Consultant will report to the press board on a regular basis.
❖ The board or its appointed technical implementation team will be required for approval of each
phase/components developed and change management processes.
Outputs:
Duration of the work
Output Responsible Expected Lead
time-frame
Feasibility study and requirements elicitation
(Compilation of SRS document )
Development consultant/
Board secretariat
10 days
Production of paper design and
refinement/approval of the same.
Development consultant/
Board secretariat
10 days
First prototype (static and dynamic pages as per
requirements)
Development consultant. 20 days
Second prototype (with 1st prototype contents
and all online services according to SRS)
Development consultant. 20 days
Pre-final version of the web-site with all pages
launched for testing
Development consultant/
Board secretariat
10 days
Interim report on the work development
(description of work completed, the main
constrains and how to overcome them, and a
plan to complete remain work; up to final
details).
Development consultant 3 days
Report on the web-site testing ICT/ Board secretariat 2 days
Training of the Municipal staff and web master Development consultant/
Board secretariat
5 days
The final version of county web-site hosted. A
final report submitted to municipal board for
approval and recommendation of service
continuity
Development
consultant/Municipal Board
10 days
TOTAL LEAD TIME 90 days
Communication and Reporting: The developer expert/firm has to work in coordination with the
county ICT Technical support specialists and report to county ICT department/ Press service.
Type of contract: Short-term
Payment: The total sum will be paid upon completion of the work and submission of both completion
and testing reports.
An indicative budget outlining the cost to effect the services required (from the developer).
Criteria for applications assessment:
Proposals will be assessed against the following criteria:
❖ Relevant experience in the field of the assignment – maximum 40 points
Extensive web development, hosting and maintenance expertise and experience
Extensive electronic communications expertise and experience
Extensive content management system expertise and experience
Ability to facilitate and manage required processes
Ability to provide the required software and technological solutions
Ability to conduct informative training
Ability to develop the website within the required time frame.
❖ Practicality of proposed production schedule and method of approach – maximum 20 points
❖ Cost-effectiveness of proposal – maximum 20 points
❖ Qualification of Team Members (for agencies/individual applicants only) – maximum 20 points.
An Application has to include:
An Introduction Letter with the approach and methodology to be employed by the consultant/developer.
It should also include:
❖ List of similar projects
❖ An indicative production schedule outlining time-lines for the completion of the website
❖ Track record of previous work with corresponding links.
❖ Demonstration of the understanding of the assignment and proposed approach to the development of
the website.
❖ Curriculum Vitae / the agency portfolio with description of related (ONLY!) experience.
❖ Price quote.
Qualifications and Experience:
❖ Background in Communications, Information Technology or New Media particularly in content
management systems.
❖ At least 5 years experience in web design, development and maintenance, with proven track record
of successful web design activities
❖ Expert knowledge of solutions for image editing, web programming, e-technology and project
management
❖ Good knowledge of written and spoken English language
❖ Skills of distance work (communication via Skype, team viewer, email and phone).
❖ Tolerance to tight schedule and delay issues.
These proposals have to be sent to the county procurement office through [email protected]
with indicating in the subject line "Kwale Web-Site".
EVALUATION CRITERIA
[a]PRELIMINARY EVALUATION CRITERIA
1.AttachValid Tax Compliance Certificate.
2.AttachValid SBP.
3.Attach Certificate of Incorporation for the practicing firm.
4.Duly filled, Signed and Stamped RFQ[Full document a must].
5.Sequential serialization of the attachments.
6.Duly filled, signed and stamped form of tender[See attached document] 7.Duly filled, signed and stamped by Bidder and commissioner of oath code
of ethics
TECHNICAL CRITERIA[PASSMARK 55/70 MARKS] 1.Proof of Relevant experience in the field of the assignment of 5 years– maximum [30mks]
2.List of 3 similar projects undertaken by the Bidder previously[30mks]
3.State delivery period [As in the provided TOR[10mks]
FINANCIALS
1. Lowest bidder will be considered.
NOTE 1. All other requirements as per the Public Procurement and Asset Disposal Act, 2015 and other relevant laws.
2.In case of discrepancy between unit price and total, the unit price shall prevail.
KWALE COUNTY GOVERNMENT
DECLARATION FOR CODE OF ETHICS
Title
This code may be cited as the Code of Ethics for Suppliers in Public Procurement & Disposal 1. Interpretation
In this codes, unless the context otherwise requires- “The Act” MEANS The Public Procurement and Disposal Act, 2005 or any
amendment or modification thereof “Candidate” means a person who has obtained the tender documents from
a public entity pursuant to an invitation notice by a procuring entity “Code of Ethics” means a statement encompassing the set of rules based on values and the standards of conduct to which suppliers are expected to
conform “Consultant” is a person who provides services of predominantly intellectual, technical or advisory nature
“Contractor” means a person who enters into a procurement contract with a procuring entity to supply goods, works or services, and includes the main
contractor “Ethics” means values, customs, rules or principles, which govern right conduct
“Gift” has meaning assigned to it in the Leadership and Integrity Regulations, 2015
“Integrity” means the quality of being honest and having strong moral and ethical principles “Persons” has meaning assigned to it in Article 260 of the Constitution and
includes sole proprietorship “Procuring Entity” means a public entity making a procurement to which the Public Procurement and Disposal Act, 2005 or any amendment or
modification thereof applies “Public Officer” has the meaning assigned to it in Article 260 of the
Constitution “Regulations” means regulations made under the Public Procurement and Disposal Act, 2005 or any amendment or modification thereof
“State Officer” has the meaning assigned to it in Article 260 of the Constitution .
“Supplier” means a candidate, bidder, and tenderer, Contractor, service provider or a consultant.
“Tenderer” means a person who submitted a tender pursuant to an invitation by a public entity
For purposes of this Code, all terms used, unless expressly defined herein, have the meaning assigned to them in the Act. 2. Application of the Code
a) This Code of Ethics is applicable to suppliers participating in public procurement or disposal of public assets.
b) The objective of the Code is to set minimum standards of ethical behavior
for Suppliers to ensure compliance with the Act and the Regulations and the adoption of good business practices.
PART II – REQUIREMENTS/OBLIGATIONS OF THE SUPPLIERS 3. Laws and Regulations
a) All public procurement & disposal shall be undertaken in accordance with
the values and principles of the Constitution of Kenya, 2010 (Article 10)
b) All Suppliers shall comply with the rule of Law.
c) Suppliers shall observe other laws, regulations, rules and practices relating to taxation, labor, health and safety standards as well as environmental protection.
4. Professionalism
a) Suppliers are required to comply with professional standards of their industry or of any professional body of which they are members. Where a
supplier is a member of a professional body, the Supplier shall uphold the
code of ethics of the respective profession and be of good standing.
b) Suppliers shall maintain the highest standards of integrity and
professionalism in their operations.
c) Suppliers in public procurement shall accord mutual respect and courtesy to the public officer(s) and other suppliers without compromising
their independent and distinct roles.
d) Public procurement & disposal activities shall be undertaken with the objective of meeting the closest public scrutiny.
5. Impartiality
A supplier shall not engage in acts aimed at encouraging patronage, tribalism, cronyism and nepotism.
6. Gifts, Favors and Corrupt practices
a) A supplier shall not offer or give gifts of any kind to public entities and/or
the employees.
b) No supplier shall contact, unduly influence or exert pressure on any member of a committee or any other employee of a procuring entity to take a
particular action which favors or tends to favor them.
c) A supplier shall not engage in fraudulent, collusive, or corrupt practices,
or inappropriate influences.
d) A supplier shall not act inappropriately by attempting to interfere with the
procurement process
7. Conflict of Interest a) A supplier shall not accept contracts which would constitute a conflict of
interest with any prior or current contract. Suppliers shall disclose to all concerned parties those conflicts of interest that cannot be reasonably
avoided.
b) A supplier shall not enter into a contract with a procuring entity if the supplier is:
(i) An employee of the procuring entity or a member of a board or committee
of the procuring entity;
(ii) A State Officer, public Officer or a member of a board or committee of the
Government or any department of the Government or a person appointed to
any position by the President or a Cabinet Secretary;
(iii) A person, including a corporation, who is related to a person described in paragraph (a) or (b). A relative has meaning assigned to it in section 33(2) of the Public Procurement and Asset Disposal Act, 2015 or any amendment
or modification thereof applies
(iv) Deburred from participating in procurement proceedings.
8. Performance of Duties
1) A supplier shall:
a. Duly sign this code of ethics and include it in a tender, proposal or
quotation submitted.
b. Obtain and submit bid documents in the manner prescribed in the tender
notice and tender documents
c. Supply the right quantity and quality of the contracted item and deliver at the stipulated time(s) and shall not abandon the work that they have been
contracted to do.
d. Perform the obligations of the contracts efficiently and effectively 2) Suppliers shall not participate in procurement proceedings without
invitation to tender and understanding the instructions to tenderers. 3) While responding to tenders, quotations or request for proposals, bidders
should not include unfair, discriminatory or unreasonable conditions in
their bids.
4) Suppliers should
a. Ensure that their deliverables provide value for money in terms of cost,
quality, quantity and timeliness of the delivered works, goods or services.
b. Ensure that competent persons carry out the contractual obligations of
the supplier.
c. Accept full responsibility for all works, services or supplies provided
5) A supplier shall not
a. Obstruct or hinder an officer of the Authority or any other authorized person from carrying out a duty or function or exercising a power relating to
procurement and disposal.
b. Knowingly or in collusion with others lie to or mislead a person carrying out a duty or function or exercising a power relating to procurement and
disposal. 9. Communication and Accuracy of Information
A supplier shall:
1) Observe strict communication limitations during the bidding process and
as provided for in the Act
2) Respond promptly and courteously to all proper requests for information,
clarifications, complaints or enquiries from procuring entities, the Authority
or any law enforcement agency.
3) Ensure that all information provided to procuring entities is given in
writing by Authorized Officers.
4) Ensure that certified copies of all mandatory certificates are availed
5) Ensure that information given while participating in public procurement
or disposal is true, accurate and fair, and not designed to mislead. 10. Confidentiality
Information obtained in the course of performance of a procurement
contract in shall not be disclosed to unauthorized persons and shall not be used for the Supplier’s advantage or material gain or for furtherance of private interest. The obligation to preserve the confidential information
continues even after the business/contractual relationship with the Procuring Entity ends.
11. Duty to report impropriety/corruption A supplier shall reject and report to the PPOA and/or the relevant agency
any procurement practice which might be deemed improper.
PART III - OVERSIGHT BY THE PPOA 12. PPOA shall assist in undertaking continuous training of the suppliers to
eliminate malpractices which might arise due to ignorance of the public
procurement system.
13. PPOA will exercise oversight in the enforcement of this Code of Ethics,
including taking remedial measures where the Code of Ethics is breached
14. PPOA shall revise the code of ethics as appropriate in consultation with the relevant stakeholders
PART IV - COMPLIANCE & MONITORING 15. A Procuring Entity may conduct due diligence, on-site evaluations and
inspections of suppliers’ facilities and/or project site, including those of their subcontractors and Joint Venture partners to review their compliance
to this Code during execution of the Contract.
16. PPOA shall, on its own motion or upon receipt of a complaint, inquire into the allegation of the violation of the Code of Ethics and institute
debarment proceedings in line with Regulation 90 of the Public Procurement
And Disposal Regulations, 2006
17. PPOA shall establish a complaints management system for reporting
and receipt of complaints on alleged violations of the Code of Ethics
18. PPOA may collaborate and partner with other agencies, organizations
and professional bodies in enforcement of this Code of Ethics.
19. All Procuring Entities shall submit a report to PPOA, annually or upon request, of any breaches by suppliers, and any action taken against the
breach, in such format as is provided by PPOA. PART V - ENFORCEMENT OF THE CODE
20. Any person may lodge a complaint alleging a breach of this code by a
supplier to the Authority or a Procuring entity.
21. Upon receipt of the complaint, the Authority or the Procuring entity shall register and carry out investigations into the complaint, and may take
action against the supplier in accordance with the Act and any Regulations
22. A breach of this Code shall be subject to a debarment process as stipulated in the Act which may attract a debarment for a period not less
than five years. The breach may further be subjected to a Court process that may lead to the imposition of other penalties as stipulated in the Act and
other Laws.
23. A Procuring Entity may disqualify a supplier from further participation
in a procurement or disposal proceeding or terminate a contract if it
establishes a breach of this Code
24. A breach of this Code shall lead to termination of registration of a
supplier
25. A supplier who violate the law or engage in unethical business dealings may be subject to disciplinary proceedings.
COMMITMENT TO THE CODE OF ETHICS (to be submitted as part of any quotation or tender)
I …………………………………. (Supplier) Confirm that I have read and fully understood the contents of the Public Procurement & Asset Disposal Act
2015 and the Code of Ethics for Suppliers and my responsibilities under the Code. I also certify that I am duly authorized to sign this Code on my own behalf
and on behalf of my organization, and agree to comply with the Code of Ethics. Name………………………………………………. Sign……………………
Position………………………………………………. Office address……………………………………………….
Telephone…………………………………………………… E-mail……………………………………………………… Name of the Firm……………………………………………
(Company Seal/ Rubber Stamp where applicable) Sworn at …………... }
By the said …………. } …………………………… Deponent this………..…day of……………20………. }
Before Me } }
Commissioner for Oaths/Magistrate}
AR 2016-2018