A. INTRODUCTION During the pre- proposal conference for consultancy services to carry out Road User Charges Study and develop a Road Maintenance Funding Policy, held on 6 th February, 2018, the following issues were raised and responded as here below: B. ISSUES RAISED BY BIDDERS DURING THE PRE PROPOSAL CONFERENCE 1) Issue Raised: Under 2.1.4 pg. 14, the client was requested to provide letters of introduction to the consultant when carrying out the interviews with various stakeholders. Response: The management has considered the request and agreed to provide letters of introduction to consultants when carrying out interviews with various stakeholders. 2) Issue Raised: Under 2.3.3(v), bidders sought a clarification on whether the requirement for the Financial Analyst to possess other national or international professional membership would be considered as equivalent of ICPAK. In addition, bidders sought a clarification on the minimum of 5 years experience in auditing, accounting and budgeting, financial analysis and reporting whether the experience was in all the listed areas or any of the listed fields. Response: The management considered the request and agreed that any recognized professional registration will be considered as an equivalent of ICPAK. In addition, the acceptable minimum of 5 years experience will be in auditing OR accounting & budgeting OR financial analysis and reporting. 3) Issue Raised: Under mandatory requirements, pg. 18, bidders sought to confirm if tax compliance certificates/documents from foreign registered firms will be considered as equivalent of tax compliance certificate from Kenya Revenue Authority (KRA). Response: The management considered the request and agreed that tax compliance certificates/documents from foreign registered firms will be considered as equivalent of tax compliance certificate from Kenya Revenue Authority (KRA). 4) Issue Raised: Under mandatory requirements pg. 18, bidders sought clarification on whether the mandatory requirements are applicable to each of the associating firms in case of a joint venture. Response: The management considered the matter and clarified that all the mandatory requirements are applicable to each of the associating firms in case of a joint venture. 5) Issue Raised: Under mandatory requirements pg. 18, whether letters of association from each member of the association would be a mandatory requirement in case of a joint venture. Page 1
Response: The management considered the issues and clarified that the letters of association from each member of the association would be a mandatory requirement in case of a joint venture. In addition, the members of the joint venture will appoint the lead firm and authorized representative by submitting power of attorney from each firm in the association. Bidders who do not conform to this mandatory requirement shall be considered non responsive. 6) Issue Raised: Under detailed technical evaluation under the criteria, general and specific experience related to the assignment, bidders sought clarification on what comprises office facilities, staff compliment and proof of registration as a consulting firm with relevant professional bodies. Response: The management considered the matter and clarified that:- (i) Issues to be considered under office facilities include a list of computers, vehicles, communication facilities. (ii) Issues to be considered under staff complement include the number and composition of staff. (iii) Proof of registration as consulting firm with relevant professional body is DELETED. 7) Issue Raised: Under Section IV - Financial proposal, bidders sought clarification on whether the notes and standard letter for submitting the financial proposal was necessary. Response: The management considered the matter and has attached the necessary forms - Appendix A & B. 8) Issue Raised: 2.3.4 (vii) pg. 17 Bidders sought clarification on how training will be carried out. In addition, under Terms of Reference (Reimbursable cost - Human Resource Capacity Building pg. 44, Bidders sought to clarify on how the item shall be costed noting that all the necessary details have not been provided. Response: The management considered the matter and clarified as follows: (i) (ii) Training shall be on the job. On Human Resource Capacity Building, a provisional sum has been set aside in the financial proposal to be used for specific trainings and benchmarking for KRB project management team. (Refer to 1. Summary of Costs - Revised Format - Appendix C) 9) Issue Raised: On contract period, the bidders requested for a review of the contract period from 9 months to 12 months for effective delivery of the assignment. Response: The management has considered the request and agreed to review the contract period from 9 months to 12 months. Therefore, bidders are requested to note 2.3.3(ii) pg. 15, 2.10.2 pg. 20, time schedule tables for consultancy and professional staff pg. 29, 4.1 pg. 42, and 2.3 pg. 61 have all been amended to read 12 months instead of 9 months. Page 2
10) Issue Raised: Under Terms of Reference, 10. Deliverables on Pg. 44, bidders sought clarification on whether the reporting time would be adjusted if the contract period would be changed from 9 months to 12 months. Response: The management considered the matter and has revised the reporting timelines as attached in Appendix D. 11) Issue Raised: One prospective bidder who did not attend the pre-proposal conference had earlier written an email requesting for extension of time for submission of the proposal. In addition, bidders present also requested for additional time for submission of the Request for Proposal based on the proposed key changes in the Tender document. Response: The management has considered the request and agreed to extend the date for submission of proposals from 14 th February, 2018 to 6 th March, 2018 at 12.00 noon. The other instructions on submission remain unchanged. C. OTHER ADDITIONAL REQUIREMENTS 1) Procurement of vehicles - Bidders are required to buy 2 No. vehicles for project management with the following specifications: New heavy duty utility passenger vehicle 4*4 L.W.B drive, diesel vehicles with engine capacity of between 2500cc 2800 cc. (Refer to 1. Summary of Costs - Revised Format - Appendix C). 2) Maintenance of vehicles the successful bidder will be expected to fuel and maintain the vehicles in 1 above limited to 36,000 km per vehicle per year at an average of 3,000 km per month per vehicle and pay for comprehensive motor vehicle insurance. (Refer to 1. Summary of Costs - Revised Format - Appendix C). 3) Provisional sum The provisional sum provided for in the financial proposal is for training and benchmarking for KRB project management team. The money will only be expended with the approval of KRB. (Refer to 1. Summary of Costs - Revised Format - Appendix C). 4) Estimated time inputs for key staff: pg. 42 & 43 As result of various changes introduced in the RFP, the estimated input for key staff is revised as follows: (i) Team Leader estimated time input changes from 9 (nine) to 12 (twelve) months. (ii) Civil/Highway Engineer- estimated time input changes from 9 (nine) to 12 (twelve) months. (iii) Financial Analyst- estimated time input changes from 3 (three) to 6 (six) months. (iv) Research Assistant - estimated time input changes from 9 (nine) to 12 (twelve) months. Page 3
APPENDIX A: FINANCIAL PROPOSAL Notes on preparation of Financial Proposal 4.1 The Financial proposal prepared by the consultant should list the costs associated with the assignment. 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 done to be clearly understood by the procuring entity. 4.2 The financial proposal shall be in Kenya Shillings and shall take into account the tax liability and cost of insurances specified in the request for proposal. 4.3 The financial proposal should be prepared using the Standard forms provided in this part Page 4
APPENDIX B: FINANCIAL PROPOSAL SUBMISSION FORM pg. 30 [ Date] To: [Name and address of Client] Ladies/Gentlemen: We, the undersigned, offer to provide the consulting services for ( ) [Title of consulting services] in accordance with your Request for Proposal dated ( ) [Date] and our Proposal. Our attached Financial Proposal is for the sum of ( ) [Amount in words and figures] inclusive of the taxes. We remain, Yours sincerely, [Authorized Signature] [Name and Title of Signatory]: [Name of Firm] [Address] Page 5
APPENDIX C: 1. SUMMARY OF COSTS - REVISED FORMAT - pg. 30 Item No. Description No. Unit cost (Kshs.) Total (Kshs.) Cost 1 Remuneration 2 Reimbursables 3 Purchase of vehicles 2 4 Maintenance and fueling of vehicles 5 Comprehensive motor vehicle insurance 2 2 6 Miscellaneous 7 VAT (16%) 8 Total Tender Price for (1+2+3+4+5+6+7) 9 (a) Provisional sum( training & Benchmarking) 4,000,000.00 9(b) Extra Over item as a percentage on provisional for Overhead and Profit (% x 9 (a)) GRAND TOTAL TENDER PRICE ( 8+9a+9b) Page 6
APPENDIX D: DELIVERABLES The Consultant shall produce the following outputs: (a) Inception report: The report will outline the consultants understanding of the assignment, preliminary findings and proposed approach/ methodology and execution timetable for the assignment. This shall be prepared and submitted to KRB within two weeks after commencement of the Consultancy. (b) Monthly Progress/brief Reports: This shall be prepared and submitted to KRB on the 15 th of every month. (c) Draft Road User Charges Report and Draft Road Maintenance Funding Policy: Present the Draft Road User Charges Report and Draft Road Maintenance Funding Policy at a stakeholder s workshop 7 (seven) months after commencement of the Consultancy and prepare a workshop report. (d) Final Road User Charges Report and Road Maintenance Funding Policy on the 12 th (Twelfth) month after commencement of the Consultancy. The final policy will comprise a polished version of the incorporating comments made by stakeholders during validation workshop. (e) Consultant must submit twenty hard copies and a soft copy of the Policy documents to KRB. The soft copy must be in a ready to Print format, complete with the necessary designs and type settings. Page 7