WIXLIB

2.3.4 The Technical Proposal shall not include any financial information.2.4Preparation of Financial Proposal2.4.1 In preparing the Financial Proposal, consultants are expected to take intoaccount the requirements and conditions outlined in the RFP documents. Itlists all costs associated with the assignment including; (a) remuneration forstaff (in the field and at headquarters), and; (b) reimbursable expenses such assubsistence (per diem, housing), transportation (international and local, formobilization and demobilization), services and equipment (vehicles, officeequipment, furniture, and supplies), office rent, insurance, printing ofdocuments, surveys, and training, if it is a major component of the assignment.If appropriate these costs should be broken down by activity.2.4.2 The Financial Proposal should clearly identify as a separate amount, the localtaxes, duties, fees, levies and other charges imposed under the law on theconsultants, the sub-consultants and their personnel.2.4.3 Consultants shall express the price of their services in Kenya Shillings.2.4.4 Commissions and gratuities, if any, paid or to be paid by consultants andrelated to the assignment will be listed in the Financial Proposal submissionForm.2.4.5 The Proposal must remain valid for 120 days after the tender closing date.During this period, the consultant is expected to keep available, at his own cost,the professional staff proposed for the assignment. KTB will make its best effortto complete negotiations within this period. If KTB wishes to extend the validityperiod of the proposals, the consultant shall agree to the extension.2.5Submission, Receipt, and Opening of Proposals2.5.1 The original proposal (Technical Proposal and, if required, Financial Proposal;see para. 1.2) shall be prepared in indelible ink.It shall contain nointerlineation or overwriting, except as necessary to correct errors made by thefirm itself. Any such corrections must be initialed by the persons or personauthorised to sign the proposals.2.5.2 For each proposal, the consultants shall prepare the number of copies indicatedin Appendix “A”. Each Technical Proposal and Financial Proposal shall bemarked “ORIGINAL” or “COPY” as appropriate. If there are any discrepanciesbetween the original and the copies of the proposal, the original shall govern.2.5.3 The original and all copies of the Technical Proposal shall be placed in a sealedenvelope clearly marked “TECHNICAL PROPOSAL,” and the original and allcopies of the Financial Proposal in a sealed envelope clearly marked“FINANCIAL PROPOSAL” and warning: “DO NOT OPEN WITH THE9ISSUED BY KENYA TOURISM BOARD

TECHNICAL PROPOSAL”. Both envelopes shall be placed into an outerenvelope and sealed. This outer envelope shall bear the submission addressand other information indicated in the Appendix “ITC” and be clearly marked,“DO NOT OPEN, EXCEPT IN PRESENCE OF THE OPENING COMMITTEE.”2.5.4 The completed Technical and Financial Proposals must be delivered at thesubmission address on or before the time and date stated in the Appendix“ITC”. Any proposal received after the closing time for submission of proposalsshall be returned to the respective consultant unopened.2.5.5 After the deadline for submission of proposals, the Technical Proposal shall beopened immediately by the opening committee. The Financial Proposal shallremain sealed and deposited with a responsible officer of the client departmentup to the time for public opening of financial proposals.2.6Proposal Evaluation General2.6.1 From the time the bids are opened to the time the Contract is awarded, if anyconsultant wishes to contact the Client on any matter related to his proposal,he should do so in writing at the address indicated in the Appendix “ITC”. Anyeffort by the firm to influence the Client in the proposal evaluation, proposalcomparison or Contract award decisions may result in the rejection of theconsultant’s proposal.2.6.2 Evaluators of Technical Proposals shall have no access to the FinancialProposals until the technical evaluation is concluded.2.7Evaluation of proposals2.7.1 The evaluation shall be conducted in three stages, that is preliminary, technicalevaluation and financial evaluation stages.2.7.2 Preliminary Evaluation Note that this is a competitive bidding process. Effectiveness and speed of execution will bethe main consideration but cost will also be a factor. In your response, please refer directlyto the criteria in this RFP.FINAL PRESENTATIONYour proposal must include;Brief rationale behind the proposed design and technology proposedClear, color printouts of all proposed pages with the key areas requested for in the biddocumentRecommended ideas that go over and beyond what is requested for in the bid documentA clear project plan that demonstrates how you plan to deliver the projects with timelinesand all the deliverables.Kindly note that the MKTE will run in October 2015 and the website needs to go live by 30thMay 2015 and meeting this timeline will be a crucial factor in the evaluation of the bidders.ISSUED BY KENYA TOURISM BOARD10

BID EVALUATION / TECHNICAL SCORE SHEET: Proposed website structure and contentmanagement System (PHP/MYSQL Based)Valid tax compliance certificate or equivalentCertificate of incorporationCompany ProfileMaximum PointsMANDATORY10 Company Profile Current projects undertaken – at least 3including project references Key Staff and their qualifications with regardsto this projectProject Plan Suitability of the proposed project plan to meetKTBs timelines10Design Innovativeness and creativity Engaging visuals and elements that encourageusers to stay longer on the siteClear design and content layout, instant andpowerful brand recognitionClear content navigation that simplifies accessto key content on the website across differentkey pagesLink to various social media platformsRecommended simplified mobile siteOther proposed creative elements that wouldsee us meet our objectives101515253Technical Specifications Recommendations for SEOIntegration with appointments booking systemOnline registration system and self serviceModuleProposed User training, Handover schedule andpost production supportOther proposed technical elements that wouldsee us meet our objectivesTotal Technical score51020105120ISSUED BY KENYA TOURISM BOARD11

Financial Proposal – 20 MarksProvide a detailed cost proposal to accomplish the scope outlined above. The financial proposalmust include; A clear break down of all cost items All inclusive financial Quote in Kenya shillings(Kshs)ISSUED BY KENYA TOURISM BOARD12

2.7.4 Public Opening and Evaluation of Financial Proposal2.8.1 After Technical Proposal evaluation, KTB shall notify those consultants whoseproposals did not meet the minimum qualifying mark or were considerednon-responsive to the RFP and Terms of Reference, indicating that theirFinancial Proposals will be returned after completing the selection process.KTB shall simultaneously notify the consultants who have secured theminimum qualifying mark, indicating the date and time set for opening theFinancial Proposals and stating that the opening ceremony is open to thoseconsultants who choose to attend. The opening date shall not be sooner thanseven (7) days after the notification date. The notification may be sent byregistered letter, cable, telex, facsimile or electronic mail.2.8.2 The Financial Proposals shall be opened publicly in the presence of theconsultants’ representatives who choose to attend. The name of the consultant,the technical. Scores and the proposed prices shall be read aloud and recordedwhen the Financial Proposals are opened. KTB shall prepare minutes of thepublic opening.2.8.3 The evaluation committee will determine whether the financial proposals arecomplete (i.e. Whether the consultant has costed all the items of thecorresponding Technical Proposal and correct any computational errors. Thecost of any unpriced items shall be assumed to be included in other costs in theproposal. In all cases, the total price of the Financial Proposal as submittedshall prevail.2.8.4 While comparing proposal prices between local and foreign firms participatingin a selection process in financial evaluation of Proposals, firms incorporated inKenya where indigenous Kenyans own 51% or more of the share capital shall beallowed a 10% preferential bias in proposal prices. However, there shall be nosuch preference in the technical evaluation of the tenders. Proof of localincorporation and citizenship shall be required before the provisions of this subclause are applied. Details of such proof shall be attached by the Consultant inthe financial proposal.2.8.5 The formulae for determining the Financial Score (Sf) shall, unless analternative formulae is indicated in the Appendix “ITC”, be as follows:Sf 100 X FM/F where Sf is the financial score; Fm is the lowest priced financialproposal and F is the price of the proposal under consideration. Proposals willbe ranked according to their combined technical (St) and financial (Sf) scoresusing the weights (T the weight given to the Technical Proposal: P the weightgiven to the Financial Proposal; T p I) indicated in the Appendix. Thecombined technical and financial score, S, is calculated as follows:- S St x T % Sf x P %. The firm achieving the highest combined technical and financialscore will be invited for negotiations.2.8.6 The financial proposal shall be out of 20% derived using the formula above.ISSUED BY KENYA TOURISM BOARD13

2.8.7 The tender evaluation committee shall evaluate the tender within 15 days offrom the date of opening the tender.2.8.8 Contract price variations shall not be allowed for contracts not exceeding oneyear (12 months).2.8.9 Where contract price variation is allowed, the variation shall not exceed 10% ofthe original contract price2.8.10Price variation requests shall be processed by the procuring entity within 30days of receiving the request.2.9Negotiations2.9.1 Negotiations will be held at the same address as “address to send information tothe Client” indicated in the Appendix “ITC”. The aim is to reach agreement onall points and sign a contract.2.9.2 Negotiations will include a discussion of the Technical Proposal, the proposedmethodology (work plan), staffing and any suggestions made by the firm toimprove the Terms of Reference. KTB and firm will then work out final Terms ofReference, staffing and bar charts indicating activities, staff periods in the fieldand in the head office, staff-months, logistics and reporting. The agreed workplan and final Terms of Reference will then be incorporated in the “Descriptionof Services” and form part of the Contract. Special attention will be paid togetting the most the firm can offer within the available budget and to clearlydefining the inputs required from KTB to ensure satisfactory implementation ofthe assignment.2.9.3 Unless there are exceptional reasons, the financial negotiations will not involvethe remuneration rates for staff (no breakdown of fees).2.9.4 Having selected the firm on the basis of, among other things, an evaluation ofproposed key professional staff, KTB expects to negotiate a contract on the basisof the experts named in the proposal. Before contract negotiations, KTB willrequire assurances that the experts will be actually available. KTB will notconsider substitutions during contract negotiations unless both parties agreethat undue delay in the selection process makes such substitution unavoidableor that such changes are critical to meet the objectives of the assignment. Ifthis is not the case and if it is established that key staff were offered in theproposal without confirming their availability, the firm may be disqualified.2.9.5 The negotiations will conclude with a review of the draft form of the Contract.To complete negotiations KTB and the selected firm will initial the agreedContract. If negotiations fail, KTB will invite the firm whose proposal receivedthe second highest score to negotiate a contract.2.9.6 The procuring entity shall appoint a team for the purpose of the negotiations.ISSUED BY KENYA TOURISM BOARD14

2.10 Award of Contract2.10.1The Contract will be awarded following negotiations. After negotiations arecompleted, KTB will promptly notify other consultants on the shortlist that theywere unsuccessful and return the Financial Proposals of those consultants whodid not pass the technical evaluation.2.10.2The selected firm is expected to commence the assignment on the date and atthe location specified in Appendix “A”.2.10.3 The parties to the contract shall have it signed within 30 days from the date ofnotification of contract award unless there is an administrative review request.2.10.4 The procuring entity may at any time terminate procurement proceedingsbefore contract award and shall not be liable to any person for the termination.2.10.5 The procuring entity shall give prompt notice of the termination to thetenderers and on request give its reasons for termination within 14 days ofreceiving the request from any tenderer.2.10.6 To qualify for contract awards, the tenderer shall have the following:(a) Necessary qualifications, capability experience, services, equipment andfacilities 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 beingwound up and is not the subject of legal proceedings relating to theforegoing.(d) Shall not be debarred from participating in public procurement.2.11 Confidentiality2.11.1Information relating to evaluation of proposals and recommendationsconcerning awards shall not be disclosed to the consultants who submitted theproposals or to other persons not officially concerned with the process, untilthe winning firm has been notified that it has been awarded the Contract.2.12 Corrupt or fraudulent practices2.12.1Kenya Tourism Board requires that the consultants observe the higheststandards of ethics during the selection and award of the consultancy contractand also during the performance of the assignment. The tenderer shall sign adeclaration that he has not and will not be involved in corrupt or fraudulentpractices.2.12.2 Kenya Tourism Board will reject a proposal for award if it determines that theconsultant recommended for award has engaged in corrupt or fraudulentpractices in competing for the contract in question.ISSUED BY KENYA TOURISM BOARD15

2.12.3 Further a consultant who is found to have indulged in corrupt or fraudulentpractices risks being debarred from participating in public procurement inKenya.Appendix to Information to ConsultantsThe following information for procurement of consultancy services andselection of consultants shall complement or amend the provisions of theinformation to consultants, wherever there is a conflict between the provisionsof the information and to consultants and the provisions of the appendix, theprovisions of the appendix herein shall prevail over those of the information toconsultants.Clause Reference2.1The name of KTB is: Kenya Tourism Board2.1.1 The method of selection is: REQUEST FOR PROPOSAL THROUGH OPENTENDERING PROCESS2.1.2 Technical and Financial Proposals are requested: Yes in two sets original andcopyThe name, objectives, and description of the assignment are: as the per theterms of reference2.1.3 A pre-proposal conference will be held: NoThe name(s), address(es) and telephone numbers of KTB’s official(s) are:MANAGING DIRECTORKENYA TOURISM BOARDTEL: 254-20-2711262FAX: 254-20-2719925Website: www.magicalkenya.com2.1.4 The Client will provide the following inputs: as per the terms of reference2.1.5 (ii)(iv)2.1.6 (vii)The estimated number of professional staff months required for theassignment is twelve (12) months.The minimum required experience of proposed professional staff is: as perterms of referenceTraining is a specific component of this assignment: No(viii) Additional information in the Technical Proposal includes:As per terms of referenceISSUED BY KENYA TOURISM BOARD16

2.1.7 Taxes: [Specify firm’s liability: nature, sources of information]:2.5.2 Consultants must submit an original and one additional copy of each proposal2.5.3 The proposal submission address isMANAGING DIRECTORKENYA TOURISM BOARDTEL: 254-20-2711262FAX: mInformation on the outer envelope should also include: TENDER NUMBER,TITLE AND A WARNING THAT IT SHOULD NOT BE OPENED BEFORE THETENDER CLOSING DATE2.5.4 Proposals must be submitted no later than the following date and time: AS PERTHE TENDER NOTICE2.6.1 The address to send information to the Client is KTB is AS PER THE TENDERNOTICE2.6.3 The minimum technical score required to pass: 80 POINTS out of the totaltechnical score of 100.2.7.1 Alternative formulae for determining the financial scores is the following:The weights given to the Technical and Financial Proposals are:T (0.80 to 0.90)P (0.10 to 0.20)2.9.2 The assignment is expected to commence as the successful bidder has beennotified and contract signedSECTION III: - TECHNICAL PROPOSALNotes on the preparation of the Technical Proposals3.1In preparing the technical proposals the consultant is expected to examine allterms and information included in the RFP. Failure to provide all requestedinformation shall be at the consultants own risk and may result in rejection ofthe consultant’s proposal.ISSUED BY KENYA TOURISM BOARD17

3.2The technical proposal shall provide all required information and any necessaryadditional information and shall be prepared using the standard forms providedin this Section.3.3The Technical proposal shall not include any financial information unless it isallowed in the Appendix to information to the consultants or the SpecialConditions of contract.SECTION III-TECHNICAL PROPOSALTable of ContentsPage1.Technical proposal submission form2.Firms references3.Comments and suggestions of consultants on theTerms of reference and on data, services andfacilities to be provided by the procuring entity4.Description of the methodology and work planfor performing the assignment5.Team composition and Task assignments6.Format of curriculum vitae (CV) for proposedProfessional staff7.Time schedule for professional personnel8.Activity (work schedule)ISSUED BY KENYA TOURISM BOARD18

1. TECHNICAL PROPOSAL SUBMISSION FORM[ Date]To:MANAGING DIRECTORKENYA TOURISM BOARDTEL: 254-20-2711262FAX: 254-20-2719925Ladies/Gentlemen:We, the undersigned, offer to provide the consulting services for Sustainable FundingProposal Development Consultant in accordance with your Request for Proposal dated2015 and our Proposal. We are hereby submitting ourProposal, which includes this Technical Proposal, [and a Financial Proposal sealedunder a separate envelope].We understand you are not bound to accept any Proposal that you receive.We remain,Yours sincerely,[Authorized Signature]:[Name and Title of Signatory][Name of Firm][Address:]2. FIRM’S REFERENCESRelevant Services Carried Out in the Last Five YearsThat Best Illustrate QualificationsUsing the format below, provide information on each assignment for which your firmeither individually, as a corporate entity or in association, was legally contracte

request for proposal for mkte 2015 website development services tender no. ktb/rfp/016/2014-2015 for kenya tourism board p.o.box 30630-00100 nairobi, kenya. kenya re towers, upperhill, off ragati road tel: 254-020-2711262 fax: 254-020-719925, closing on monday, 4th may 2015 at 10.00 a.m. table of contents