Oct 28, 2019
WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD
REQUEST FOR PROPOSAL (RFP) FOR SUPPLY AND
IMPLIMENTATION OF A HOUSING INVESTMENT ERP
SYSTEM FOR WAUMINI HOUSING COOPERATIVE
SECTION I: INTRODUCTION
Interested firms are invited to submit a Technical and Financial Proposal for the supply and
implementation of an investment ERP system for Waumini Housing Cooperative Society Ltd.
Interested firms are expected to demonstrate thorough understanding of housing and investment
business taking into account the fact that Waumini Housing is an Investment Cooperative Society
offering a wide range of investment products ranging from land, housing, property, shares trading,
and agribusiness. The demonstration should vividly identify the operational challenges faced by the
housing cooperative societies and the capacity of the proposed system to address these challenges.
Waumini Housing Cooperative Society Ltd was registered in March 2017 to address Waumini Sacco
members’ investment needs.
STATEMENT OF PURPOSE
The purpose of this document is to solicit proposals for supply and implementation of an investment
and financial solution that will meet the operational needs of the Society’s business.
The primary objectives in acquiring the system are as follows:
Define efficient system which will define the basis for supporting current and future Waumini Housing Cooperative Society business.
Improve the ability to serve the Society members by leveraging technology to achieve a competitive advantage.
Improve operational efficiencies throughout the Society’s operations
Reduce overall operational costs,
Enhance accurate reporting for both internal and external stakeholders.
SECTION II: TERMS AND CONDITIONS
ACCESS TO INFORMATION
Interested firms are encouraged to liaise with the Society regarding any information that they may
require before submitting a proposal at least 7days before the submission date.
Our objective is to ensure that we provide you with all of the information you need in order for you
to provide the most complete response to this RFP as possible. Questions or requests for clarification
must be emailed to: email@example.com
A copy of all questions and their associated responses will be emailed to all participants as they are
received and addressed.
Any amendment shall be issued in writing through addendum. Addendum shall be sent by mail,
to all invited consultants and will be binding on them. The society may at its discretion extend the
deadline for the submission of proposals.
Any costs incurred in preparing and providing a response to this RFP is solely the responsibility of
the firm. In addition, should the firm be chosen as one of the organizations to provide an onsite
demonstration of the system, the costs associated with that process will similarly be the sole
responsibility of the tenderer.
Should the tenderer decide not to respond to this RFP, all materials and any duplicates of the RFP
documents must be returned
The Society’s employees, committee members, board members and their relative (spouse and
children) are not eligible to participate.
The Proposal must remain valid for 90 days after the submission date.
In preparing the Technical Proposal, interested bidders are expected to examine the documents
constituting this RFP in detail. Material deficiencies in providing the information requested will
result in rejection of a proposal.
The Technical Proposal shall provide the following information at minimum:
i. A brief description of the firm’s organization and an outline of recent experience (within the last three years) on assignments of a similar nature, duration of the assignment, contract
amount and firm’s involvement.
ii. A description of the methodology, staffing and monitoring of training and work plan for performing the assignment.
iii. Other information as per the attached Terms of Reference and RFP Questionnaire iv. The Technical Proposal shall not include any financial information.
The majority of the key professional staff proposed must be professional employees of the firm and
have an extended and stable working relationship with it.
The Financial Proposal shall provide the following information:
i. All costs associated with the assignment. As per the schedule of pricing attached to this document.
ii. The Financial Proposal should clearly identify as a separate amount, the local taxes, duties, fees, levies and other charges imposed under the law on the consultants, .
iii. Consultants shall express the price of their services in Kenya Shillings. iv. Terms of payment
SUBMISSION, RECEIPT, AND OPENING OF PROPOSALS
The proposal shall be prepared in permanent ink and shall contain no overwriting, except as
necessary to correct errors made by the firm itself. Any such corrections must be initialed by the
persons or person authorized to sign the proposals.
Any proposal received after the closing time for submission of proposals shall be rejected.
After the deadline for submission of proposals, the date for public opening will be communicated to
tenderers by the tender committee.
From the time the bids are opened to the time the Contract is awarded, no tenderer should contact on
any matter related to his proposal .Any effort by the firm to influence the proposal evaluation,
proposal comparison or contract award decisions will result in the rejection of the consultant’s
Evaluation of Proposals
The tender committee shall evaluate the proposals on the basis of their responsiveness to the Terms
of Reference, applying the evaluation criteria as follows:
Specific Experience of the tenderer relating to the system implementation
Adequacy of the proposed work plan and methodology in responding to the terms of reference and in particular the request of proposal questionnaire
Qualifications and competence of the key staff for the assignment
Suitability to the transfer of Training
A proposal shall be rejected at this stage if it does not respond to important aspects of the
Terms of Reference.
Evaluation of Financial Proposals
The evaluation committee will determine whether the proposals are complete (i.e. whether the
tenderers have priced all the items of the corresponding Technical Proposal according to the terms
of reference and correct any computational errors. The cost of any unpriced items shall be assumed
to be included in other costs in the proposal. In all cases, the total price of the Financial Proposal as
submitted shall prevail.
Mathematical errors shall be corrected as follows: If there is a discrepancy between the amount in
figures and amount in words, the amount in words shall prevail. If there is a discrepancy between
the unit price multiplied by the quantity and the total indicated, the unit price shall prevail and the
total corrected. The tenderer shall be notified of the correction and if they don’t accept it, the tender
will be rejected.
Based upon an evaluation of all of the proposals received, the Society will invite the vendors to make
a formal presentation/Demonstration regarding their proposals. These meetings will be arranged in
The firm achieving the highest combined score will be invited for negotiations.
Negotiations will be held at Waumini premises with an aim of reaching agreement on all points and
sign a contract.
Negotiations will include a discussion of the Technical Proposal, work plan, staffing and any
suggestions made by the successful candidate to improve the Terms of Reference and the successful
candidate will then work out final Terms of Reference, staffing, logistics and reporting. The agreed
work plan and final Terms of Reference will then be incorporated in the contract.
Special attention will be paid to getting the most the firm can offer within the available budget and
to clearly defining the inputs required from to ensure satisfactory implementation of the ERP
Before contract negotiations, we will require assurances that the experts will be actually available
and will not consider substitutions during contract negotiations unless both parties agree that undue
delay in the selection process makes such substitution unavoidable or that such changes are critical
to meet the objectives of the assignment. If this is not the case and if it is established that key staff
were offered in the proposal without confirming their availability, the firm may be disqualified.
The negotiations will conclude with a review of the draft form of the C