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:

info@kwale.go.ke

Kwale, Kenya Website: www.kwale.go.ke

Terms of Reference Design and Develop of the Kwale Municipal Website

General Information

{}

Vision

{}

Mission Statement

{}

Core Values

1. {}

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 info@kwale.go.ke

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