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WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD REQUEST FOR PROPOSAL

Oct 28, 2019

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    WAUMINI HOUSING CO-OPERATIVE SOCIETY LTD

    REQUEST FOR PROPOSAL (RFP) FOR SUPPLY AND

    IMPLIMENTATION OF A HOUSING INVESTMENT ERP

    SYSTEM FOR WAUMINI HOUSING COOPERATIVE

    SOCIETY LTD

    SECTION I: INTRODUCTION

    INVITATION

    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.

    BACKGROUND:

    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.

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    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: info@wauminihousing.com

    A copy of all questions and their associated responses will be emailed to all participants as they are

    received and addressed.

    AMMENDMENTS

    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.

    TENDER COSTS

    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.

    NON RESPONSE

    Should the tenderer decide not to respond to this RFP, all materials and any duplicates of the RFP

    documents must be returned

    ELIGIBILITY

    The Society’s employees, committee members, board members and their relative (spouse and

    children) are not eligible to participate.

    VALIDITY PERIOD

    The Proposal must remain valid for 90 days after the submission date.

    TECHNICAL PROPOSAL

    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.

    mailto:info@wauminihousing.com

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    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.

    FINANCIAL PROPOSAL

    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.

    PROPOSAL EVALUATION

    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

    proposal.

    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

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    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.

    Formal Presentation

    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

    advance.

    NEGOTIATIONS

    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

    system.

    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