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Request for Proposal for Information Communication Technology (ICT) Review

Tender Details

Opening Date:
Closing Date:
Request for Proposal for Information Communication Technology (ICT) Review

Introduction

The African Academy of Sciences (The AAS) is a non-aligned, non-political, not-for-profit pan African organisation.  The vision of The AAS is transformed lives through science, while its mission is to leverage resources for Science Technology and Innovation (STI) through excellence and thought leadership for Africa’s development.

Our tripartite mandate is recognising excellence through The AAS’s highly prestigious fellowship, Affiliates and award schemes; providing advisory and think tank functions for shaping Africa’s Science, Technology and Innovation (STI) strategies and policies and implementing key STI programmes addressing Africa’s developmental challenges. The AAS identifies and recruits eminent and accomplished scientists into its Fellowship and Affiliates programme from across the continent and from the diaspora and currently have over 460 Fellows. The AAS has a diverse portfolio of STI programmes currently being implemented across the continent. These include programmes in health research leadership capacity development, innovation, climate change, human genomics, postdoctoral training, good financial grant governance and good research management practice. The AAS works with global funding partners to deliver its mandate. Visit The AAS website at www.aasciences.ac.ke for more information on the organisation.

Description of the assignment:

The AAS recognises the strategic value that ICT could bring to bear on its activities and enable it to realise its tripartite mandate in a cost-effective and efficient manner.  As an organisation that has been in transition over the past few years and further evolving, The AAS desires to leverage its ICT infrastructure and repurpose it as core tool and resource for effective service delivery for current and future needs and to explore value-add opportunities therein.

The AAS is seeking proposals from experienced Consultants/Firms to perform an ICT Assessment/Review at the AAS. This review should evaluate the technologies currently being used and that are needed to achieve the organisations digital integration and transformation agenda. The exercise shall also ascertain the ICT capabilities, including governance and resource requirements to support the business goals and objectives. The result of this review will not only be an exposition of gaps in the organization’s ICT capabilities to deliver on its agenda, but also to recommend strategic options for short- and long-term planning and design a blueprint to build the requisite capabilities.

Terms of reference

  1. Evaluate current ICT capabilities focusing on ICT governance and management structures, policies, processes and practices required to deliver its mandate.
  2. Assess current ICT systems and infrastructure against operational requirements, future expansion and ICT risk posed from the ownership and use of the systems
  3. Develop near term and long-term ICT strategy options to enable the organization’s mission, include an ICT operational model, infrastructure requirements, organizational structures, skills and competencies.
  4. Develop an enterprise architecture including an ICT capabilities requirements and maturity road map
  5. Audit the organization’s technology-enabled projects (all ongoing and projects completed over the last three years) against the Strategy, requirements and anticipated benefits and propose an IT project management Framework for adoption
  6. Propose value-add strategies or interventions that The AAS could deploy its ICT infrastructure to leverage new income streams to shore up its financial sustainability

Key Deliverables

  1. ICT capabilities review report
  2. ICT strategic options, recommendations and requirements
  3. Technology-enabled projects audit report and a proposal of an IT project management Framework for adoption
  4. Detailed Enterprise Architecture Plan with a 5-year timeframe to include:
  • A profile of business directions and resulting ICT architecture requirements
  • Inventory/assess ICT assets
  • Defined Target Application Architecture
  • Defined Target Data Architecture
  • Defined Target Technology Architecture
  1. Value-add opportunities arising from mining ICT infrastructure and other AAS resources
  2. Roadmap, including timing and resources necessary to execute the Plan, prioritization plan and budget estimates.   

Qualifications and Experience:

  1. Must be qualified IT professionals experienced in performing IT audits, reviews, and familiar with the latest information technology systems.
  2. Must be certified to perform IT reviews as a Certified Information Systems Auditor (CISA) or have similar credentials.
  3. Must demonstrate:
  • An understanding of the RFP requirements
  • Experience with IT reviews
  • Required qualifications
  1. Must submit the following:
    • Resumes or similar statement of qualifications for all individuals proposed for this project.
    • Summary of general qualifications for this type of project.
    • At least three (3) recent (within the past 5 years) references from organizations for projects of a similar nature and size to AAS that were successfully completed, including the client’s name and the name and telephone number of a contact person, a description of the project and the date work was completed.

Pre-Bid Conference

All interested vendors will be invited for a pre-submission conference at The AAS secretariat in Karen on 12th September 2019 at 11.00am. During the conference, representatives of The AAS Steering committee will provide clarification on the terms of reference after which bidders are expected to submit proposals for consideration.

To confirm participation at the pre-bid conference please RSVP using the link below:

ICT Review Bidders Conference RSVP

Proposal Submission Guidelines

Summary (Section A): summary of the overall approach to meeting the objectives and satisfying the scope of work to be performed, the sequence of activities, and a description of methodology or techniques to be used.

Project Schedule (Section B): Provide projected milestones or benchmarks for completing the project (to include reports) within the total time allowed.

Project Organisation (Section C): Describe the proposed management structure, program monitoring procedures, and organization of the proposed team. Provide a statement detailing your approach and to the project, specifically, address the Firm’s ability and willingness to commit and maintain staffing to successfully complete the project on the proposed schedule.

Qualification (Section D): Describe the technical capabilities of the Firm. Provide references of other similar studies or projects performed during the last five years demonstrating the ability to successfully complete the work. Include contact name, title, and telephone number for any references listed. Provide a statement of your Firm's background and related experience in performing similar services for other organizations. Include Firm’s registration documents and proof of tax compliance status.

Project Team (Section E): - Provide the following information about the staff to be assigned to this project:

  1. List all key personnel assigned to the project by level, name and location. Provide a resume or similar statement describing the background, qualifications and experience of the lead person and all persons assigned to the project. Substitution of the project manager or lead personnel will not be permitted without prior written approval of AAS
  2. Provide a spreadsheet of the labour hours proposed for each labour category at the task level.
  3. Provide a summary of your Firm’s general qualifications to meet the required qualifications and fulfil statement of work, including additional Firm personnel and resources beyond those who may be assigned to the project.

Subcontractor (Section F): - This project may require expertise in multiple technical areas. List any subcontractors that will be used, identifying functions to be performed by them, their related qualifications and experience and the total number of hours or percentage of time they will spend on the project.

Financial Proposal: -The Financial proposal should list the costs associated with the requirement. These costs normally cover remuneration for staff, subsistence, transportation, services and equipment, printing of documents, surveys etc as may be applicable. The costs should be broken down to be clearly understood and shall be in Kenya Shillings.

Other Terms and Conditions

Non-Disclosure and Confidentiality

Suppliers should be aware that inappropriate publicity could have a serious effect upon AAS’s business. The information contained within this document or subsequently made available to the supplier is deemed confidential and must not be disclosed without the prior written consent of AAS unless required by law.

Independent Proposal

By submission of a Proposal, the supplier warrants that the prices in the proposal have been arrived at independently, without consultation, communication, agreement or understanding for the purpose of restricting competition, as to any matter relating to such prices, with any other potential supplier or with any competitor.

Costs Incurred by Tenderer

It should be noted that this document relates to a Request for Proposal only and not a firm commitment from AAS to enter into a contractual agreement. In addition, AAS will not be held responsible for any costs associated with the production of a response to this Request for Proposal.

Taxes

Proposal to be inclusive of all taxes e.g. Withholding Tax, VAT etc and in line with Kenya Revenue Authority (KRA) requirements.

Technical Evaluation Criteria

The proposals will be reviewed along the following criteria:

 

Qualifications:

Max Points

 
 

Mandatory Documents

  1. Company Profile
  2. Financial capability of the Company - submit the latest 2 year audited financial statements
  3. Copy of Certificate of Corporation
  4. Copy of VAT/PIN Registration Certificate
  5. Current valid Tax Compliance Certificate from Kenya Revenue Authority
  6. Copy of current Trade License.

Mandatory

 

Specific experience of the firm related to the assignment: -

 (i) The Firm shall provide at least 5 reference sites/ institutions where they have undertaken similar assignments successfully. Include contact person (2mks per site)

(ii) Provide evidence of having undertaken similar assignments in the last 5 years by submitting at least five (5) reference letters of recommendations (4mks per letter)

10Mks

 

 

 

 

 

 

20Mks

 

Firms are expected to demonstrate an understanding of the terms of reference by providing the following: -

  1. Detailed Methodology and techniques to be used (15mks)
  2. Work Plan -to include projected milestones (10mks)
  3. Organization and Staffing (5mks)

30Mks

 

Qualifications and competence of the key staff for the Assignment:

The key experts should provide the assignments they have undertaken with their reference contacts.

Additionally, CVs of other proposed professional staff shall also be attached.

  1. Qualifications of the Team Leader (Technology Review expert): - Master’s degree in computer science, IT or related field (copy of certificate must be attached) - (5mks)
  2. Relevant professional certification such as CISA, GGEIT (5mks)
  3. At least 5years of experience in Technology reviews and enterprise architecture (attach CV detailing experience) - Two marks for each year of experience (10mks)

20Mks

 

 TOTAL

80Mks

 

 

Instructions on the Proposal Submission Process

  1. The RFP document may be downloaded from The AAS website on   www.aasciences.ac.ke
  2. Proposal to be submitted electronically via email on procurement@aasciences.ac.ke and marked as follows on the subject line: ‘RFP for ICT Review’ and submitted by 27th September 2019 at 1700hrs EAT
  3. Request for clarifications to be sent to procurement@aasciences.ac.ke by COB 13th September 2019
  4. At any time before the proposal submission deadline, The AAS may amend this RFP. The amendments shall be uploaded on the AAS website www.aasciences.ac.ke and will be binding on interested bidders.  If the amendment is substantial, The AAS may extend the proposal submission deadline to give the participating vendors reasonable time to incorporate the amendment(s) into their proposals.
  5. Please encrypt your proposal with a password and share your password to procurement one day after the closing date.

N/B. ANY PROPOSAL THAT IS NOT PASSWORD ENCRYPTED WILL BE AUTOMATICALLY DISQUALIFIED

 

Download the RFP