SUBJECT: TENDER CLARIFICATION- SUPPLY, INSTALLATION, CONFIGURATION, TESTING, TRAINING, COMMISSIONING AND MAINTENANCE OF UNCLAIMED FINANCIAL ASSETS MANAGEMENT SYSTEM (UFAMS) TENDER NO. UFAA/UFAMS/008/2017-2018 Dear Sir/Madam 1. Please provide us with the latest version of UFA Act. Available on www.ufaa.go.ke, government printer and Kenya law reporting website 2. At the RFI it was suggested that the offered solution should be capable of integrating with existing ERP. In the RFP the Finance Module is required as part of the solution which usually is part of the ERP. Also the Cash Management requirements are usually supported by all known ERPs. At question 52, it is required that the Solution should be able to integrate with the existing ERP. Can you please clarify what is the actual case requirements? The system has a fully functional Finance module as part of the requirements. In addition, the system should have the capability of integrating with other systems, including, the Microsoft Navision ERP currently in place. 3. How many UFAA users would have access to each front-end module of the system (Holders, Claims, Investment)? Estimated Holders = 9 Users Estimated Investment= 2 Users and; Estimated Claims= 9 Users 4. How many UFAA users would have access to the ERP? Estimated total users concurrently is 15 with possibility of increasing as the Authority grows 5. How many UFAA users would have access to the CRM? Five (5) users 6. Kindly clarify whether there will be a requirement for the CRM to be integrated with a dialer?. For now the integration with a dialer is not essential but the system should be able to facilitate the integration in the future 7. BANK & CASH MANAGEMENT: i. The system should be able to generate cash books automatically. Can you please elaborate on the Cash Book requirement? What exactly would be the input of the Cash Book and what the output? The Cashbook will have as inflows, receipts from investments; receipts of unclaimed assets from holders and other receipts from sale of unclaimed assets that are not in cash form, among others. Outflows will include payments to s; transfer of funds for investments and for supporting operations of the Authority among others. Page 1 of 3 Receive. Safeguard. Reunite
ii. How many different Bank Statements should the system allow for? Bank statements formats offered by the system should be dynamic since they may vary based on bank accounts and formats from our bankers. Currently, there are only 2 bankers, KCB and CBK. iii. The system SHOULD automatically reconcile receipts and/or payments within the other sub ledgers based on information loaded from bank statements. Please elaborate on the number and type of these sub ledgers. The sub-ledgers vary depending on the type of inflow or outflow (as per (i) above iv. The application MUST automatically generate reconciliation accounting entries. This should be a capability of the offered ERP/Finance Module, please confirm? Reconciliation is required between the system cashbook and the bank statements captured. v. The bank balance MUST be automatically updated online based on clearances. How many bank balances (on how many banks) would UFAA use? Bank balances will vary depending on the number of bank accounts. There are vi. four (4) bank accounts currently. The cash management application MUST be well integrated with payable and receivable system and MUST be having access to verify payable invoices as well as revenue receipts? Please confirm again that you are referring to Payment & receivables of the ERP which UFAA is going to provide Payables of claims to s and other outflows; and receivables from investments, holders and other inflows are the ones referred to. 8. While at point 5.3 the Time Frame of the project is defined to 12 months, at point 4.3 Deliverables and Acceptance Phases, the assumed time plan is 22 weeks. Kindly elaborate on this discrepancy Time Frame of the project is defined to 12 months 9. We kindly ask you to clarify the duration of the warranty period for the offered software solution, since in the RFP there are the following contradictory points: In page 25 of the RFP it is mentioned 4. The bidder shall facilitate and extend warranty period of UFAM System supplied for at least three years. In page 29 of the RFP it is mentioned 2 The minimum warranty period for each product/item shall be one year In page 80 of the RFP it is mentioned Maintenance and Support plan for 24 months warranty (potentially extendable for another six months) period. Warranty period is hereby clarified as 24 months as per page 80 on Maintenance and Support 10. We kindly ask you to clarify the duration of the maintenance period for the proposed solution, since in the RFP there are the following contradictory points: In page 34 of the RFP it is mentioned 6. Provide annual technical support on the unclaimed financial assets management system covering the scope defined under this tender or as may be Page 2 of 3 Receive. Safeguard. Reunite
varied depending on the capacity of internal UFAA staff to support the system, for a period of 1 year. In page 104 of the RFP in Price Schedule it is requested to offer a 5 Year Maintenance Costs. Bidders to quote for Maintenance Cost for a period of 24 months as per page 80 under phase 7 11. We kindly ask you to provide the RFP in word format. To safeguard the integrity of the tender document and ensure standardization, we may not issue word document 12. In RFP page 8, paragraph 2.13.2 there is the following requirement 2.13.2 The documentary evidence of the eligibility of the goods/solutions shall consist of statement in the Price Schedule of the country of origin of the goods, solutions and services offered which shall be confirmed by a certificate of origin issued at the time of shipment. Do we need to include in this stage of bidding a Manufacturer s Authorization for all goods provided? YES. It is mandatory (MR5), failure to do so will lead to disqualification 13. In RFP page 90 it is stated: MR4: Copy of a Valid UFAA compliance Certificate. What is the equivalent document for bidders established outside Kenya? As per explanation during pre-bid conference, bidders to write to the Authority s CEO declaring that they do not hold any unclaimed financial assets or declare any such assets under their custody and request for clearance. This should be done in good time to avoid last minute distress. 14. With regards to the Bid Bond, you mention that it has to be issued by a reputable bank. Please clarify whether European Union established Banks are covered by this term without having to engage a local bank. As per the tender document instructions under MR9 15. In order for the Bid Bond to be sent from the issuing bank through a swift message to the authority s bank, we need to know the following bank details: Name of the bank Swift code. Account no. As per instructions in the tender document, MR9 should be provided in form of bank guarantee from a reputable bank or PPRA authorized insurance company located in Kenya. Should be valid for at least 120 days from the date of bid opening. A format has been provided on page 107 under standard forms. 16. Provide process flow maps or chats for: holders, claims and investments As attached NB//: Bidders should note that this clarification has been issued as a result of issues raised during the pre-bid conference. Therefore, this clarification does not change the submission date of 30 th April, 2018 at 10:30AM. Page 3 of 3 Receive. Safeguard. Reunite
ICT Finance Procur ement Manager UFAL Claims Section CEO Claims Section Claimant CLAIM PROCESS Phase Start Search a claim on the online portal Claim found? Provide additional information Information from other agencies tifies on payment tify Register claim on the system Gather more information on Additional information Required Verification of the documents Is claim valid? Clarifications made Allocate claims to the officers Approve claim Claim approved? Clarifications made Is there objection? Authorize payment/ gazettement Is payment authorized? Is gazettement authorized Gazette the claim Pays the Records updated on the database and portal End
Database Finance UFAL Manager Holder Section Holders Holders Start Holders Registration Fill in Appropriate Forms Upload the filled Form Provide Swift Code Seek Clarification Holder Request to Amend Data Is the Return Nil NO Provide Hardcopy Is Hardcopy Provided Verification and Reconciliation Is the Data Ok Seek Clarification Is Approval Granted Forwards For Approval Is Approval Granted Confirms Amount Received from Holders Update Database End