INVITATION TO PARTICIPATE IN A FRAMEWORK AGREEMENT
TENDER TITLE: PROVISION OF GOODS AND SERVICES AT ONE
STOP BORDER POSTS FUNDED BY TRADEMARK EAST AFRICA
TENDER NUMBER: PRQ/20140118
DATE ISSUED: 18 AUGUST 2014
DUE DATE: 15 SEPTEMBER 2014 (5.00 P.M KENYA TIME)
Contents
1
Introduction
3
2
Invitation to Proposal
3
3
Categories of Services
3
4
Submission of Proposals
3
5
Framework Agreement Timeframe
3
6
Call down Mechanism
4
7
Replacement of Personnel
4
8
Proposal Requirements
4
9
Framework Award Criteria
4
10
Quality, Communications and Security Policy
5
11
Steps Following Appointment
5
12
Execution of Framework Agreement
6
Appendix A:
Terms of Reference
7
Appendix B:
Framework Agreement
15
Appendix C:
Code of Ethics (COE)
17
Appendix D:
Declaration of Conflict of Interest
22
Page 2 of 54
1
Introduction
About TMEA
TradeMark East Africa (TMEA) is an initiative funded by a range of development agencies to
promote regional and economic integration in East Africa by working closely with the East
African community institutions, national government, business and society organizations.
TMEA seeks to support East African integration by unlocking the economic potential through
a number of initiatives among them, reducing the time and cost of transport.
2
Invitation to Proposal
TradeMark East Africa wishes to pre-qualify/engage the services of individuals/firms that will
be engaged on a Framework Agreement to provide goods and services in the categories A, B,
C and D listed in Appendix A.
The submissions will be evaluated for each area on a comparative technical advantage basis.
TMEA reserves the right at its sole discretion to appoint successful bidders to the framework
for all, one or some of the areas for which they have submitted a Proposal.
3
Categories of Services
These are captured in Clause 2 above elaborately in Appendix A.
4
Submission of Proposals
The submissions from interested and qualified individuals/firms can either be through:
 Online registration and application on the TMEA procurement portal at the website:
http://procurement.trademarkea.com by 5:00 p.m. Kenya Time on 15 September
2014; or
 Email the application quoting the above Tender Title and Category Number in the
subject line to procurement@trademarkea.com by 5:00 p.m. Kenya Time on 15
September 2014.
Bidders submitting for more than one Category are advised to submit bids individually,
clearly quoting the Category that the bid submission is for. For all submissions, the
attachments must be 5MB or less.
5
Framework Agreement Timeframe
It is envisaged that the Framework Agreement will commence in October 2014 and last for a
period of 2 years. The terms of reference for this Framework Agreement are set out in
Appendix A. As part of their submissions, bidders are required to confirm that they will sign
up to the terms and conditions of the Framework Agreement as set out in Appendix B if
appointed.
The appointment of an individual consultant/firm to the framework does not constitute a
commitment or guarantee by TMEA to purchase or procure any services from the
appointee. Such services will only be purchased or procured from appointees in accordance
with the Call down Mechanism prescribed by the terms of the Framework Agreement, as
described further in Section 6 below.
Page 3 of 54
6
Call down Mechanism
Individual contracts under the Framework Agreement will be allocated according to the
following draw down mechanisms:

Contracts estimated to be valued at less than $40,000 may be allocated among
framework appointees best evaluated by TMEA on foot of an instruction issued by TMEA
to the chosen consultant.

For contracts estimated to be more than $40,000 in value, it is intended that, other than
in exceptional circumstances, these will be awarded by TMEA pursuant to a mini
competition conducted in accordance with the terms of the Framework Agreement by
application of criteria to be determined based on the nature of the assignment. During
the term of the Framework Agreement, the Consultant may not engage in activities nor
have other interests that may reduce TMEA’s confidence in the Consultant’s
performance of the services.
Unless otherwise agreed between the parties, each assignment shall include the Consultant
obtaining opinions, approvals and permits necessary to perform the assignment in
accordance to the applicable law.
7
Replacement of Personnel
The Consultant is not allowed to replace any Personnel stated in the Framework Agreement
without prior approval of TMEA. However, if any Personnel are unable, for any reason, to
perform the Services or carry out the assignment or part thereof, the Consultant shall, with
no costs to TMEA, provide a replacement with equivalent qualifications and experience
subject to TMEA’s approval.
8
Proposal Requirements
Preliminary requirements;
Bidders are required to submit certified scanned copies of statutory requirements which
MUST include:
•
•
•
•
Copy of Certificate of Registration/Incorporation;
Tax Compliance Certificate from your Revenue Authority;
Copy of passport/ Identification Card (if individual vendor); and
Copy of VAT/ TIN/ PIN/ Social Security Certificate.
Failure to submit the above requirements may lead to disqualification.
It is mandatory that all bidders indicate the bid validity period (minimum validity period
required by TMEA is 120 days).
Submissions should include all information necessary in respect to each Category being
proposed.
9
Framework Award Criteria
9.1 If the bidder is a firm, include a copy of an organisation chart showing each Category
team proposed by the bidder;
Page 4 of 54
9.2 A CV and contact details of the engagement leader for each Category which a
Proposal is submitted, who will have overall responsibility and be the point of
contact for the provision of services to TMEA and who will manage the relationship
with TMEA including details of experience in overseeing or managing a team on a
complex series of related transactions;
9.3 A CV of each team member who will be involved in the delivery of services to TMEA
outlining their skills and expertise for each Category Proposed for;
9.4 Details of staff resources of the bidder, setting out the total number of staff in the
organization, including a breakdown of the number of management team and
number of technical/support staff;
9.5 Details of similar assignments undertaken during the last 3 years that best illustrate
the bidder’s experience in the category for which it is applying. Bidders must, where
possible, identify the client involved and provide a brief description of the services
provided to the client;
9.6 Provide the names and phone numbers of contact persons responsible for
engagement (supplier). Please note that these person(s) named may be contacted by
TMEA for references, and;
9.7 Give comments to the terms of reference with demonstrated understanding of
requirements.
Team members may be proposed in more than one Category.
10
Quality, Communications and Security Policy
The framework agreement will be guided by a quality, communications and security policy
or service level commitment which should address the following:
10.1 A statement of the bidder’s approach to ensuring quality in the delivery of its services,
including details of availability to meet with TMEA representatives when required, and
a policy in relation to communications and responsiveness. The policy must meet the
minimum requirements below
Firms must return TMEA’s telephone messages and acknowledge emails on the same
working day if received before noon and on the morning of the next working day if
received in the afternoon; and
Firms must provide TMEA with adequate supporting documents such as timesheets,
etc. in relation to applications for payment.
10.2 Prospective Consultants shall propose a security policy containing, the following:
The principles and procedures to be applied when dealing with any conflict of interest
that may arises in the course of the services framework agreement;
The procedures (including physical constraints and IT systems) which will be
maintained to ensure that information held by the successful bidder is inaccessible to
unauthorised persons; and
The systems in use shall be independently audited and the audit report made
available to TMEA.
11
Steps Following Appointment
Bidders should note the following steps which will be taken following the acceptance of a
Proposal:
Page 5 of 54
Conditions
The conditions in Appendix A apply to this competition.
Checklist of documents to be submitted
Bidders must ensure that their proposals contain the information to satisfy the proposal
Requirements set out in paragraphs 1 to .10 above and in particular include the following.
a)
Signed Code of Ethics (Appendix C);
b)
Bidders must demonstrate tax compliance within their jurisdictions, including
provision of an up-to date Tax Compliance Certificate and/or a copy of the PIN
certificate, to be considered responsive. Bidders should also include a Certificate of
Registration and Certificate of Incorporation or similar as applicable;
c)
Detailed CVs duly signed by the proposed professional staff, and the authorized
representative submitting the proposal; and
d)
Outline of relevant recent experience on assignments of a similar nature in the past
five years in the specified format (The bidder must submit names and contacts of
persons whose such projects have been completed and commissioned. The bidder
may be requested to demonstrate such previous undertakings by way of letters of
recommendation or completion certificates by the contact persons of such
organisations.
12
Execution of Framework Agreement
If a bidder is successful pursuant to evaluation under the Award Criteria, a framework
agreement for provision of services will be signed by TMEA and the successful bidder in the
format attached in Appendix B
Page 6 of 54
Appendix A:
Terms of Reference
Framework Contracts for Provision of Goods and Services at One Stop Border Posts
Funded By TradeMark East Africa
1.0
Background
TradeMark East Africa (TMEA) is an organization funded by a range of development agencies
to promote regional trade and economic integration in East Africa. TMEA is headquartered
in Nairobi with country offices in Bujumbura, Dar es Salaam, Juba, Kampala and Kigali, and at
the EAC Secretariat in Arusha. TMEA works closely with the East African Community (EAC),
national governments, business and civil society organizations.
TMEA would like to invite competitive bidders to submit proposal(s) for framework
contracts to provide goods and/or services for the following categories, required for
implementation of its Integrated Border Management (IBM) programme at fifteen OSBPs
funded by TMEA across the East Africa Community region. Terms of Reference (TORs) are
provided for the various sub-categories of goods and services. However, specific TORs for
goods and services in sub-categories A2 and B2 will be provided subsequent to completion
of each OSBP construction, undertaking needs assessments and development of
specifications. Bidders may submit proposal(s) across the sub-categories and/or lots.
The 15 OSBPs to be included in the framework contracts are listed below:
 Burundi: Kobero
 Rwanda: Kagitumba,
 South Sudan: Nimule
 Kenya: Busia, Malaba and Taveta (The latter excluded for Categories A, B and C)
 Tanzania: Kabanga, Tunduma, Mutukula and Holili (Holili excluded for Categories A, B
and C).
 Uganda: Mutukula, Mirama Hills, Busia, Malaba and Elegu
2.0
Categories of the Goods and Services
Category A:
Information and Communications Technologies
i. Consultancy Services for Assessing OSBPs ICTs Needs, Development of Specifications and
Supervision of Installations
ii. Supply, delivery and installation of ICTs Goods and Services
ICTs goods and services required under this sub-category are divided into four LOTS as
indicated below.
 LOT 1: Supply, delivery and installation of computers and accessories
 LOT 2: Supply, delivery and installation of networks solutions
 LOT 3: Supply, delivery and installation of back-up power infrastructure (UPs)
 LOT 4: Provision of WAN and internet services
Page 7 of 54
Category B:
i.
ii.
Furnishing and Interior Signage
Consultancy services for Assessing OSBPs furniture Needs, Development of Specifications
and Supervision of Installations
Supply, delivery and installation of furniture and interior signage
Furnishing and interior signage goods and services required under this sub-category are
divided into two LOTS as indicated below.
 LOT 1: Supply, delivery and installation of furniture
 LOT 2: Supply, delivery and mounting of interior signage
Category C:
i.
Consultancy Services for Managing Communications, Sensitization and Event Planning
Activities at One Stop Border Posts
Category D:
i.
ii.
Communications, Sensitization and Events Planning
Customs Training and Clearance Processes Review
Consultancy Services for Training Officials and Customs Clearing Agents at OSBPs
Consultancy Services for Reviewing Processes for Clearing Goods at Ports and OSBPs
Page 8 of 54
Terms of References for
Supply, Delivery and Installation of Computers and Accessories
1.0 Objectives
TMEA is inviting bids for the supply and installation of computers and accessories that will
be required to support the OSBP operations at the borders listed in Schedule 2 of this
document.
2.0 Scope of Works
a. Supply, deliver and install the computers, accessories and software listed in the Bill of
Materials below.
b. Install wall mount large format Digital Signage Displays complete with their associated
computers, electrical and data cabling and appropriate video cables and converters to
facilitate their usage without having to carry out any additional installations. Their
placements will be provided to the successful bidder during installation.
c. Implement network print services using the multifunction network printers indicated in
the Bill of Materials below. Details of the printers’ placement will be provided to the
successful bidder during installation.
d. Implement network scanning service using the multifunction network printers indicated
in the Bill of Materials below.
e. Install on all desktops the latest Microsoft Office software, and the necessary software
licensing indicated in the Bill of Materials below. Some of the Desktop Computers will
be used by government agencies that already have volume licensing. Their license keys
will be provided to the successful bidder at the time of deployment. The remaining
desktop installations will be licensed using the newly acquired volume license.
f. Provide monthly or annual support services for the computers and accessories supplied.
Kindly indicate the response times from when a fault is reported, to when a technical
resource can be available on site at the relevant OSBP.
3.0 Reporting and Project Management
The bidder will provide a project implementation plan with achievable timelines and
responsibilities. All deliveries are expected within the timelines and milestones agreed on in
the project plan.
Coordination of this project will be by Program Manager IBM and OSBPs, TMEA, with
escalation to Director, IBM and Customs, TMEA. During the implementation, the bidder will
be required to provide weekly status reports to the Program Manager. The bidder will also
provide weekly issues logs detailing challenges and mitigation measures being undertaken to
address them.
4.0 Timeframe
It is required that the contractor will deliver and implement the solutions and services
described in this document in as short a period as possible, and in any case the hardware
should be delivered within four (4) weeks of contract signature.
Page 9 of 54
5.0 Warranty
a. The supplier warrants, for the duration of the warranty period commencing from the
date of acceptance of each product, that all systems supplied under this contract shall
have no defect arising from design or workmanship.
b. The warranty period for all hardware and software shall not be less than 12 months
from the date of acceptance certificate for each product/item.
c. TMEA shall promptly notify the supplier in writing of any claims arising under this
warranty. Upon receipt of such notice, the supplier shall, within the warranty period
and with all reasonable speed, repair or replace the defective systems, without costs to
TMEA.
d. If the supplier, having been notified, fails to remedy the defect(s) within the specified
period, TMEA may proceed to take such reasonable remedial action as may be
necessary, at suppliers risk and expense and without prejudice to any other rights
which TMEA may have against the supplier under the contract.
6.0 Required Bidder Qualifications
6.1 General Qualifications
The Bidder should meet/submit the following:
a. Own an established service Centre in the country of the relevant OSBP, or have legally
recognized partnership with a registered firm in that country. Submit the Registration
Certificate.
b. Submit prices that are inclusive of VAT and all other applicable taxes where applicable.
6.2 List of Reference Sites
The bidder will submit at least three (3) reference sites where they have installed and
commissioned similar ICT infrastructure in the last three years.
The bidder will indicate the name of the organization, physical address, contact person,
contract sum, contract period and a brief description of the ICT products supplied. TMEA
reserves the right to visit any of the declared sites without reference to the bidder.
6.3 Regional Experience and Presence
The bidder must provide a brief summary of their regional (East African Community)
experience with similar projects, and their organizational structure or arrangements for
providing ICT support services in the region.
7.0
Bill of Materials
The estimated numbers of computers and accessories that will need to be supplied are listed
in the table below.
Computers & Accessories
Item
Description
Qty
Desktops and Displays
Desktops
Minitower form factor
Intel® Quad Core™ i7 Processor
4 GB DDR3 SDRAM
6MB L3 Cache
500 GB 3.5 SATA 6Gb/s HDD with 16MB Databurst cache
DVD +/-RW or better
Integrated Intel HD 2500 graphics or higher
Integrated 10/100/1000 Ethernet LAN NIC
480
Page 10 of 54
Genuine Windows® 7 Professional 64-bit (with XP mode)
pre-installed
USB Multimedia Keyboard, USB optical mouse
At least 20’’ LED backlit screen, with Contrast of 1000:1 and
Color depth of 16.7 Million colors
I/O ports - 4 External USB 3.0 ports (2 front, 2 rear), 6
External USB 2.0 ports (2 front, 4 rear); 1 RJ-45; 1 Serial; 1
VGA; 2 Line-in (stereo/Microphone), 2 Line-out
(headphone/speaker)
3 year warranty
42-inch LCD Large Format Display, complete with wall mount
mount kit and necessary video cables and interface converters
(HDMI or VDI converters etc) for connection to a PC.
Wall
display
Printers,
Scanners,
Projector
Multifunction
Network Laserjet
printer
(i.e.
photocopier,
printer, scanner)
Personal Printer
LCD Projector
24
Internationally recognized, mature brand,
Monochrome laserjet technology,
Connectivity - Hi-Speed USB 2.0, EIO, Gigabit Ethernet, Must
be installed with a WLAN adapter
Minimum 40 pages per minute,
1200 x 1200 dpi resolution,
media capacity - 300 pages,
at least 2 paper trays,
automatic duplex printing
monthly duty cycle of at least 100,000 pages
Two (2) Monochrome LaserJet Print Cartridges, full capacity
(~6000 pages)
Media sizes - Tray1: A4, A5, A6, B5, envelopes (C5, B5, DL);
Tray 2: A4, A5, A6.
Minimum installed RAM – 128MB
3 year warranty
LaserJet Pro P1102
Minimum 2000 lumen light output
1024x768 Native Resolution
4:3 Native Aspect Ratio
Video Compatibility: PAL,PAL-M, PAL-N, PAL-60, SECAM,
NTSC, NTSC 4:43,HDTV
Over 16 million colours
Standard I/O cables and accessories
120-240VAC, 50-60Hz power supply
72
Latest Microsoft Office (Home & Business,)
Volume Licensing (for government) for Microsoft Office for
about 30 users
12
240
120
12
Productivity
Software
Page 11 of 54
Terms of References for
Supply, Delivery and Installation of Network Solutions
1.0 Objectives
TMEA is inviting expressions of interest for the supply and installation of the necessary
infrastructure components to implement the network connectivity described in section 2
below, at the borders listed in Schedule 2 of this document. Bidders are required to supply,
deliver and install extensions to the structured cabling systems, and active network
components for the local area networks (LANs). Details of the specific network solutions and
services required are provided in the Scope of works and Bill of Materials herein.
2.0
Network Description
Each OSBP will have separate Local Area Networks (LANs) for the host state’s Revenue
Authority Customs Service, adjoining state’s Revenue Authority Customs Service, host and
adjoining state’s Immigration Services. All other government agencies at the OSBP will share
a common General LAN. IP Telephony and IP Video Surveillance Cameras will also be on a
separate LAN that may be linked to the General LAN.
3.0 Structured Cabling Requirements
a. Network cabling shall include horizontal structured cabling for the administration
building, verification shed and exit security guard house, in line with the network
description above. It shall also include vertical cabling linking the Inspection shed and
guard house to the administration building using 50/125µm multimode optic fibre
cabling.
b. All horizontal cabling shall be 23 AWG, 4-pair 100Ω UTP. The insulation should be
suitable for indoor installation (Fire retardant, Halogen free, low smoke, lead-free),
CMP rated (plenum) and be independently verified for compliance. The cable shall
meet or exceed all TIA/EIA and ISO Category 6/Class E requirements. Cable
performance shall be independently verified and characterized to 250 MHz. The cabling
components shall be supplied by a single manufacturer for consistency in
measurements and performance, and for warranty purposes.
c. Horizontal interconnect at the wiring closets shall consist of Category 6 patch panels.
The installed system shall comply with all TIA/EIA and ISO Category 6/Class E
requirements. All wiring closets (equipment racks) shall be augmented with horizontal
cable management hardware (patch guides) to properly dress horizontal cables and
patch cords.
d. All wiring closets, patch panels, cable sheaths, cabinet trays, and network equipment
mounted in the wiring closet should be grounded, and this telecommunication
grounding subsystem connected to the building electrical grounding system. All wires
used for telecommunications grounding purposes shall be identified with green
insulation.
e. Data cable assemblies used for horizontal patching at the wiring closet and at the
workstation shall be Category 6, 4-pair assemblies, wired to the T568B wiring pattern.
Twisted pair data cable assemblies (patch cords) shall be factory-assembled by the
manufacturer of the cabling system. Each wiring closet shall require 1-meter category 6
cable assemblies to interconnect between the horizontal patch panels and network
equipment (LAN Switch). Each workstation shall require one 3-meter Category 6 cable
assembly, except where alternative lengths are required. One patch cord per user
outlet shall be provided.
Page 12 of 54
f. All components of the system i.e. racks, cables, panels and outlets must be labeled for
ease of troubleshooting after commissioning. The naming convention shall be agreed
on during installation.
g. All horizontal cable links shall be tested end-to-end using an automated Category 6
compliant tester. A cable link includes not only the cable but also the patch panel and
workstation outlet (RJ45 data point). The Category 6 compliant tester shall perform the
above tests up to a minimum 250 MHz according to ANSI/TIA/EIA-568-B.2.1 standard.
Test results shall be evaluated automatically using the tester and shown as pass/fail.
The test results shall be submitted in digital form (in the form of a file) using a
download facility provided by the test Equipment Manufacturer. The printed results
shall include all tests performed, the expected test result and the actual test result
achieved. Any links found to have failed must be re-terminated and re-tested.
h. Additional structured cabling shall include installation of single mode optic fibre cables
(vertical cabling) linking the LANS in one country’s OSBP to their corresponding LANS in
the adjoining state’s OSBP. Each LAN will have two links crossing from one OSBP to the
other. One link will use one of two available PVC conduits, while the second link will use
a second (redundant) PVC conduit.
i. This vertical cabling shall be outdoor/indoor 4-core 9/125µm single mode optic fibre
cable. The external cables should be spliced to outdoor/indoor single mode optic fibre
cables entering each building at the appropriate manholes provided outside each
building. Care should be taken to minimize number of splices on the link and avoid
excessive link loss.
j. All wiring closets, patch panels, cable sheaths, cabinet trays, and network equipment
mounted in the wiring closet should be grounded, and this telecommunication
grounding subsystem connected to the building electrical grounding system. All wires
used for telecommunications grounding purposes shall be identified with green
insulation.
k. The optic fibre cable links, after installation, must be tested end-to-end with a power
meter/source for attenuation, to ensure they have acceptable link loss for Gigabit
Ethernet (1000Base-LX) application. Subsequently, the cables must be tested on the live
network to ensure they work.
l. The cabling system installation shall be accompanied by a 20-Year System Warranty
from the selected cable manufacturer. Obtaining the system warranty shall be the
responsibility of the cabling contractor.
4.0 Recipient
TradeMark East Africa and border agencies.
5.0 Scope of Works
a. Supply, deliver and install the structured cabling system described in sections 2 and
3 above and the relevant components in the Bill of Materials (BOM) below. Each LAN
in one state’s OSBP must have two uplinks interconnecting it to its corresponding
LAN at the adjoining state’s OSBP. Path diversity must be provided by using separate
conduits for running the two cables.
b. Test the complete structured cabling system as described in bullets “g” and “k” in
section 3 above.
c. Supply, deliver and install the LAN Switches indicated in the BOM below. Configure
the LAN Switches to implement the networks (LANs) described in section 2 above.
The dual uplinks for each LAN between two countries’ OSBPs must be bundled using
Etherchannel configurations, to implement load balancing and high availability. The
installed solution must be complete and working. The bidders must therefore
Page 13 of 54
d.
e.
f.
g.
h.
i.
j.
6.0
a.
b.
c.
d.
include in their response any additional requirements they deem necessary and not
shown in the BOM, in order to fulfill this objective.
Supply, deliver and install the wireless LAN Access Points indicated in the BOM
below. Configure the Access Points to provide secure wireless connectivity with
strong wireless encryption, and non-default non-dictionary passwords/pre-shared
keys.
Supply, deliver and connect the PABXs in the two countries’ OSBPs to the General
LAN and configure them to use Voice over IP (VoIP) for telephone connectivity
between the two sites. Also configure the PABX and IP phones for internal and
external telephony at the OSBP. The installed solution must be complete and
working. The bidders must therefore include in their reponses any additional
requirements they deem necessary and not shown in the BOM, in order to fulfill this
objective.
Train network users on how to use the IP phones for making internal and external
calls.
Train designated border officers on how to monitor video surveillance streams from
IP network cameras. Also train a designated Officer on how to manage stored video
recordings, i.e. backing up, restoring, retrieving old video footages etc.
Prepare documentation on the complete network infrastructure at the OSBP, and
procedures to monitor, manage and maintain the equipment and network services.
Provide 30 days post implementation onsite technical assistance after
commissioning
Provide twelve months technical support.
Deliverables
Commissioned LANs meeting the requirements described above.
Commissioned IP Telephony and VoIP connectivity system meeting the requirements
described above.
Document describing the overall network, complete with network diagrams.
Procedures Manual for monitoring, managing and maintaining the network services.
7.0 Reporting and Project Management
The bidder will provide a project implementation plan with achievable timelines and
responsibilities. All deliveries are expected within the timelines and milestones agreed on
in the project plan. Coordination of this project will by Program Manager IBM and OSBPs,
TMEA with escalation to Director, IBM and Customs, TMEA. During the implementation,
the bidder will be required to provide weekly status reports to the Program Manager. The
bidder will also provide weekly issues logs detailing challenges and mitigation measures
being undertaken to address them.
8.0
Timeframe
It is required that all the solutions and services described in this document will be
delivered and implemented in as short a period as possible, and in any case the hardware
should be delivered and the solutions implemented within six (6) weeks of contract
signature.
9.0 Required Bidder Qualifications
9.1 General Qualifications
The Bidder should meet/submit the following:
Page 14 of 54
a. Own an established service Centre in the country of the relevant OSBP, or have
legally recognized partnership with a registered firm in that country. Submit the
Registration Certificate.
b. Submit prices that are inclusive of VAT and all other applicable taxes where
applicable.
c. Indicate Delivery period in the Response.
d. Indicate Warranty period where applicable.
9.2 List of Reference Sites
The bidder will submit at least three (3) sites where they have installed and commissioned
similar ICT infrastructure in the last three years.
The bidder will indicate the name of the organization, physical address, contact person,
contract sum, contract period and a description of the network solutions deployed. Include
three referees for any independent sub-contractor proposed. TMEA reserves the right to
visit any of the declared sites without reference to the bidder.
9.3 Skills, Competencies and Experience
The bidder must provide a senior technical expert who has an in-depth knowledge and
extensive experience in Cisco networking solutions and technologies, and network security,
to oversee this project.
The experience must include implementation and administration of Cisco corporate network
solutions, and the ability to transfer knowledge to insure that at the end of the project, the
client organization will have the technical capacity to operate and maintain the solution
implemented.
The qualifications & competencies required for the senior technical expert proposed by the
bidder are:
a. Degree in Engineering or Computing Science from a reputable University
b. Valid Cisco Certified Network Professional (CCNP) certification
c. Minimum of 4 years of experience with Cisco solutions
d. Minimum of 3 years of experience in Project Management
e. Completed implementation of at least 3 similar networking projects
f. Spoken and written English.
9.4 Bill of Materials
The components required for implementing the Local Area Networks (LANs) at
country’s OSBP are indicated in the table below.
Product Code
Description
LAN Switches
WS-C3750X-12S-S
Catalyst 3750X 12 Port GE SFP IP Base
GLC-SX-MM
GE SFP, LC connector SX transceiver
GLC-LH-SM
GE SFP, LC connector LX transceiver
WS-C2960X-24TS-L Catalyst 2960X 24 port GE + 4 SFP
WS-C2960X-24PS-L Catalyst 2960X 24 port GE POE + 4 SFP
Wi‐Fi Access Points
802.11n standard, fully backwards compatible with legacy
802.11a/b/g devices that work with either 2.4 GHz or 5
GHz bands, Stand‐alone (autonomous), 2.4Ghz/5.0Ghz
Dual‐band, for indoor deployment, ceiling/wall mount,
Page 15 of 54
the host
Qty
12
110
264
84
48
24
WPA2 or better wireless encryption, Power over Ethernet
(PoE)
Structured Cabling
IP PBX and Voice
Gateway
C2911-VSEC/K9
S29UK9-15203T
SL-29-DATA-K9
FL-CME
FL-CME-SRST-25
MEM-2900512U2.5GB
MEM-CF256U512MB
HWIC-2FE
VIC2-4FXO
VIC3-2FXS/DID
CAB-ACU
CAB-CONSOLE-RJ45
PWR-2911-AC
ISR-CCP-EXP
PVDM3-16
SL-29-IPB-K9
SL-29-SEC-K9
SL-29-UC-K9
42U, 19” ventilated lockable Wiring Closet with 2No PDU
(10 BS1363 sockets each)
24U, 19” ventilated lockable Wiring Closet with 2No PDU
(10 BS1363 sockets each)
6U, 19” ventilated lockable Wiring Closet with 2No PDU (10
BS1363 sockets each)
12 port SC Optic fibre patch panel, complete with SC
termination kits for 6 Multimode, 6 single mode fibre
4 port SC Optic Fibre patch panel, complete with SC
termination kits for multimode fibre
8-core 50/125µm multimode fibre cable (plenum rated)
4 core outdoor single mode optic fibre cable
3m SC-LC multi mode duplex fibre patch cords
3m SC-LC single mode duplex fibre patch cords
24 port cat6e RJ-45 19” rack mount patch panels with all
components for terminating UTP cables
Patch guide, brush type
Cat6e UTP cabling with LSZH insulation, complying with
TIA/EIA 568B cabling standard, plenum rated
Cat6e dual RJ45 outlets
Cat6e 3m UTP patch cords
Cat6e 1m UTP patch cords
24
2911 UC Sec. Bundle, PVDM3-16, UC and SEC License P
2901-2921 IOS UNIVERSAL
Data License for Cisco 2901-2951
Communications Manager Express License
Communication Manager Express or SRST - 25 seat license
512MB to 2.5GB DRAM Upgrade (2GB+512MB) for Cisco
2901-2921
256MB to 512MB CF Upgrade for Cisco 1900,2900,3900 ISR
12
12
12
12
24
12
Two 10/100 routed port HWIC
Four-port Voice Interface Card - FXO (Universal)
Two-Port Voice Interface Card- FXS and DID
AC Power Cord (UK), C13, BS 1363, 2.5m
Console Cable 6ft with RJ45 and DB9F
2911 AC Power Supply
Config Pro Express on Router Flash
16-channel high-density voice and video DSP module
IP Base License for Cisco 2901-2951
Security License for Cisco 2901-2951
Unified Communication License for Cisco 2901-2951
12
12
12
12
12
12
12
12
12
12
12
IP Phones
Page 16 of 54
36
24
60
24
3,600m
7,200m
120
120
96
60
48,000
m
480
960
960
12
CP-7821-K9=
IP Phone 7821
Appropriate license for CME
Professional
Services
Implementation costs (per site)
Total
Page 17 of 54
480
480
Terms of References for
Supply, Delivery and Installation of Back-up Power Infrastructure (UPs)
1.0 Objectives
TMEA is inviting bids for supply, delivery and installation of Uninterruptible Power Supply
(UPS) systems that will be required to support the OSBPs operations at the borders listed in
Schedule 2 of this document.
2.0 Site Description
Each of the sites listed in Schedule 2 has a unique site layout. All OSBPs have an
Administration building that may or may not consist of several office blocks. They also have a
Verification Shed and a Warehouse, as well as a Guard House at the exit from the OSBP
facility. At the time of procurement for a specific OSBP, further details on the site layout will
be provided to the bidders.
TMEA will equip each OSBP with about 40 desktop computers and the associated network
equipment for Local Area Networks (LAN) in each of the buildings. This prompted the
requirement for good quality electrical power that will not damage this ICT investment, and
will ensure border operations are not disrupted by short-lived power outages and/or power
spikes and dips.
3.0 Requirement
The main contractor at each OSBP will supply a centralized backup Generator for the whole
facility, to mitigate prolonged disruption in utility power. It is assumed that the main
contractor will also install electrical wiring for both raw and clean UPS power.
In order to ensure computer users do not experience any disruption during the transition
from Utility Power to Generator power, all ICT equipment at each OSBP need to be supplied
with clean power from a 30KVA double conversion Online UPS power solution for the
Administration building, a 10KVA double conversion Online UPS Solution for the Verification
Shed, and a 600VA UPS solution for the Guard House.
Description
Qty
1 30KVA double conversion Online UPS power solution (Centralized)
12
2 10KVA Online or Line Interactive UPS power solution (Centralized)
12
3 600VA UPS
12
4 Appropriately sized 3 phase input/output protection circuit breakers for 12
terminating the 30KVA UPS system, and a maintenance bypass panel.
5 Appropriately sized 3 phase input/output protection circuit breakers for 12
terminating the 10KVA UPS system, and a maintenance bypass panel.
4.0 Scope
a. Supply and deliver the UPS solutions listed above and any other components that will be
required for successful installation and operationalization of the UPS systems.
b. Install the UPS solutions and their associated protection circuit breakers and
maintenance bypass panels to enable clean power supply to the existing electrical wiring
for UPS power.
c. Provide 30 days post implementation onsite technical assistance after commissioning.
d. Provide twelve months technical support services.
Page 18 of 54
5.0 General Requirements
a. The bidders who will be successfully prequalified through this process are encouraged to
visit the site and identify the available space for the power infrastructure, and any other
pertinent considerations for the solution.
b. The bidder must provide a list of reference sites with similar power infrastructure
requirements that they have installed in the past.
c. During implementation, the other existing electrical fittings, for example lighting, air
conditioners and printers will continue using “raw” power from the Generator. The
bidder will therefore need to ensure they do not disrupt these installations.
d. It is required that all the solutions and services described in this document are delivered
and implemented in as short a period as possible, and in any case the hardware will be
delivered and the solutions implemented within six (6) weeks of contract signature.
Page 19 of 54
Terms of References for
Provision of WAN and Internet Services
1.0 Objectives
TMEA is inviting telecommunication service providers to submit their proposals for providing terrestrial
wide area network (WAN) connectivity services between the Customs LAN of the OSBP’s host state, and
their Headquarters (For example, at Busia (Kenya) OSBP, this service is required for the KRA Customs LAN
to be connected to KRA headquarters in Nairobi).
TMEA also requires the services of an Internet Service Provider (ISP) who will provide the relevant OSBP
with Internet connectivity. This service will be used by no more than 40 users, for email and web
browsing.
Each OSBP will have separate Local Area Networks (LANs) for the host country’s Revenue Authority
Customs, guest country’s Revenue Authority Customs, host and guest country’s Immigration Services. All
other government agencies at the OSBP will share a common General LAN.
2.0 Recipient
TradeMark East Africa and border agencies.
3.0 Scope of Work
The bidders can submit proposal for either or both LOT1 and LOT2 below.
LOT 1 (WAN link)
a. Provide a terrestrial WAN connectivity service between the host country’s Customs LAN at the
OSBP, and the host country’s Revenues Authority headquarters. This should have a minimum
capacity of 1Mbps.
b. Supply, install and configure the Cisco WAN Router indicated in the Bill of Materials (with at least
three routable GE interfaces), for this service.
c. Implement automatic detection of link failure and failover to a backup link that will be availed by
another telecommunication service provider.
d. Implement quality of service (QoS) for critical applications traffic across the WAN connection,
ensuring this traffic gets priority treatment when there is congestion.
e. Provide real-time monitoring and reporting of the WAN bandwidth utilization and uptime. The
interface should ideally be web-based, and should be accessible at all times to the client Revenue
Authority ICT Personnel.
LOT2 (Internet Service)
a. Provide an internet link at the OSBP with minimum uplink/downlink capacity of
512kbps/1024Kbps and connect the service to the General LAN.
b. Provide all necessary components for implementation of the Internet link, and bear full
responsibility for them. In the event of failure of any component or the service, the successful
bidder will be responsible for its repair and/or replacement and associated cost, and may not bill
the client for the same.
c. Provide a managed firewall to ensure the General LAN at the OSBP is secure from network attacks
from the Internet, and limit unauthorized Internet traffic. In the event of failure of the firewall or
Page 20 of 54
d.
the service, the bidder will be responsible for its repair and/or replacement and associated cost,
and may not bill the client for the same.
Provide real-time monitoring and reporting of the Internet link’s bandwidth utilization, and
application analysis that can assist with optimization of the firewall policies. The interface should
ideally be a web portal graphically showing the link utilization for the Internet link, and should be
accessible at all times to the client.
4.0 Service Performance Requirements
For the successful telecommunication service provider who gets contracted to provide the services
above, they must meet the following service requirements:
a. Reliable WAN connectivity service with 99.5% availability.
b. Round trip delay on the WAN of less than 300ms for critical applications traffic.
c. Guarantee easy management and scalability of network bandwidth depending on the needs.
d. Internet service availability must be 98% or higher, measured over a period of one month.
e. The service provider must have a Helpdesk that is reachable 24/7, and a trouble ticketing and
escalation procedure for service outage resolution.
f. The service provider’s response time when faults are reported must not exceed 2hours for a
technical resource to start diagnosing the problem. If a component needs to be replaced, the
average time for a technical resource to arrive at the site to do the replacement must not exceed
2 days.
The bidders must indicate in their proposals whether they meet each of the above service performance
requirements, details of their Helpdesk contact, escalation procedure, typical response times, and
reference sites where they have implemented similar solutions.
5.0 Service Duration
The service contract will run for 1 year, and is renewable subject to satisfactory performance by the
service provider.
6.0 Reporting
During implementation of the above services, the bidder will report to Program Manager IBM/OSBP,
TMEA, with escalation to Director, IBM and Customs, TMEA.
7.0 Timeframe
It is required that the solutions and services described in this document are delivered and implemented in
as short a period as possible, but in any case the hardware should be delivered within two (2) weeks of
contract signature.
8.0 Required Bidder Qualifications
8.1 General Qualifications
The Bidder will meet/submit the following:
a. Own an established support Centre in the country of the relevant OSBP, or have legally
recognized partnership with a registered firm in that country. Submit the Registration Certificate.
b. Submit prices that are inclusive of VAT and all other applicable taxes where applicable.
c. Indicate Delivery period in the Response.
d. Indicate Warranty period where applicable.
Page 21 of 54
8.2 List of Reference Sites
The bidder will submit at least three (3) sites where they have installed and commissioned similar ICT
infrastructure and services in the last three years. The bidder will indicate the name of the organization,
physical address, contact person, contract sum, contract period and a description of the
telecommunication service deployed. TMEA reserves the right to visit any of the declared sites without
reference to the bidder.
8.3 Bill of Materials
WAN Router
1941-SEC/K9
EHWIC-1GE-SFP-CU
Description
Qty
1941 Security Bundle w/SEC license PAK
12
EHWIC 1 port dual mode SFP(100M/1G) or
GE(10M/100M/1G)
12
Page 22 of 54
Unit Cost (US$)
Terms of References for
Consultancy Services for Assessing One Stop Border Posts (OSBPs) ICTs Needs, Development of
Specifications and Supervision of Installations
1.0 Background
TradeMark East Africa (TMEA) is an organization funded by a range of development agencies to promote
regional trade and economic integration in East Africa. TMEA is headquartered in Nairobi with country
offices in Bujumbura, Dar es Salaam, Juba, Kampala and Kigali, and at the EAC Secretariat in Arusha.
TMEA works closely with the East African Community (EAC), national governments, business and civil
society organizations.
Currently, TMEA is supporting a number of initiatives to achieve its strategic objectives of Increased
Physical Market Access, Enhanced Trade Environment and Improved Business Competitiveness. Among
programs under the strategic objective of Increased Physical Market Access, is establishment of One-stop
Border Posts (OSBPs), which entails a construction phase and Integrated Border Management (IBM)
activities for operationalizing the OSBPs and implementing one-stop controls. IBM includes establishing
the legal and institutional framework for the OSBPs, training of border officials and Customs clearing
agents, furnishing and equipping them, and enhancing efficiency in border clearance through
simplification of formalities and improving processes.
It is the policy of TMEA to facilitate automation and connectivity of OSBPs by providing necessary ICTs
infrastructure, computer hardware and networks, and to furnish OSBPs to ensure that each OSBP will be
operational on schedule and its performance will not be compromised by lack of critical facilities.
To support the OSBPs/IBM team, TMEA intends to procure and retain a competent and experienced
individual to provide ICTs consultancy services, on call basis, at TMEA funded OSBPs.
2.0 Objectives
The objectives of this consultancy are to outsource services for:
 Inspecting and certifying compliance by construction contractor with requirements for ICTs
infrastructure
 Carrying out assessment of OSBP ICTs needs
 Developing ICTs services and goods specifications as identified in the needs assessment
 Supervising delivery and installation of the specified ICTs services and goods
 Advising on all issues relating to ICTs infrastructure
 Assist TMEA ICTs infrastructure team as and when required.
Page 23 of 54
3.0 Recipient
The main recipient will be TradeMark East Africa in Nairobi, TMEA country offices and border agencies in
East Africa and South Sudan.
4.0 Scope of work
The following is a non-exhaustive list of the responsibilities of the consultant:
a) Assess ICTs needs for the various border agencies that will occupy respective OSBP facilities in
respect to ICTs infrastructure, computer hardware and networks requirements,
b) Develop specifications for the needed ICTs infrastructure, computer hardware and networks
requirements based on the industry standards
c) Develop Terms of reference for procurement purposes for the specified ICTs infrastructure,
computer hardware and networks, and participate in evaluation of submitted bids for the same
d) Supervise delivery and installation of and certify the ICTs infrastructure, computer hardware and
networks as necessary
e) Prepare an inventory of the installed ICTs infrastructure, computer hardware and networks
f) Produce detailed reports on the needs assessments and on the projected procurement, delivery,
installation and testing schedules
g) Providing training relating to the objectives of the consultancy
h) Attending and making presentations at meetings of stakeholders as may be required
i) Carry out any other activities as may be required to fulfill the objective of this consultancy
j) In addition, the consultant will assist TMEA ICTs infrastructure team on need basis, particularly in
drafting ICTs SLAs with ISPs and in monitoring performance against agreed SLAs.
The consultancy will involve much travelling especially to border posts in East Africa and South Sudan.
5.0 Methodology
The objectives of this contract will be achieved through visits to borders and inspection of works. The
consultant will travel to borders to assess needs of border agencies through interviews and organization
of consultative meetings of border agencies and of their ICT teams. The Consultant will be expected to
write reports on his/her findings and to follow up implementation of any resulting work.
6.0 Reporting
The consultant will report to TMEA Programme Managers for IBM and OSBPs, with escalation to TMEA
Director for IBM and Customs.
Page 24 of 54
7.0 Deliverables
The primary outputs of this consultancy are those resulting from the various responsibilities listed above.
8.0 Duration of contract and other conditions
i. The consultant will provide services as and when required by TMEA for a period of 21 months
starting from 1st October 2014 to 30th June 2016.
ii. The maximum value of the contract, including consultancy fees, travel costs and per diem shall not
exceed US$ 150,000.
iii. Each party may terminate the contract after giving a notice of 30 calendar-days.
9.0 Required Qualifications and Skills
9.1 Specific Qualifications and Experience
The prospective consultant will have in-depth knowledge and skills, and extensive experience in Cisco
networking solutions and technologies and network security, which must include implementation and
administration of Cisco corporate network solutions.
The prospective consultant will have qualifications and competencies listed below:
i.
ii.
iii.
iv.
v.
Degree in Computing Science or equivalent field from a reputable university
Valid Cisco Certified Network Professional (CCNP) certification
Minimum of 6 years’ experience with Cisco solutions
Minimum of 4 years’ experience in related project management
Spoken and written English. Knowledge of French will be an added advantage.
9.2 Additional requirements
The prospective consultant should provide details of proposed daily consultancy fees inclusive of all
applicable taxes
Page 25 of 54
Terms of References for
Consultancy Services for Assessing One Stop Border Posts (OSBPs) Furniture Needs, Development of
Specifications and Supervision of Installations
1.0 Background
TradeMark East Africa (TMEA) is an organization funded by a range of development agencies to promote
regional trade and economic integration in East Africa. TMEA is headquartered in Nairobi with country
offices in Bujumbura, Dar es Salaam, Juba, Kampala and Kigali, and at the EAC Secretariat in Arusha.
TMEA works closely with the East African Community (EAC), national governments, business and civil
society organizations.
Currently, TMEA is supporting a number of initiatives to achieve its strategic objectives of Increased
Physical Market Access, Enhanced Trade Environment and Improved Business Competitiveness. Among
programs under the strategic objective of Increased Physical Market Access, is establishment of One-stop
Border Posts (OSBPs), which entails a construction phase and implementation of (Integrated Border
Management IBM) phase. Introduction of IBM will enhance efficiency in border clearance through
simplification of formalities and improving processes, and enhanced collaboration among border
agencies.
It is the policy of TMEA to facilitate furnishing, and automation and connectivity of OSBPs by providing
necessary ICTs infrastructure, computer hardware and networks, to ensure that each OSBP will be
operational on schedule and its performance will not be compromised by lack of critical facilities.
To support the OSBPs team, TMEA intend to procure and retain a competent and experienced individual
to provide consultancy services, on call basis, for procuring office furniture at TMEA funded one stop
border posts (OSBPs).
2.0 Objectives
The objective of this consultancy is to outsource consultancy services to undertake OSBPs furnishing and
interior signage needs assessments and development of specifications for OSBPs furniture and interior
signage as identified in the needs assessment, and to supervise installation of OSBPs furniture and
interior signage at TMEA funded OSBPs, for the purposes of implementing OSBPs controls at TMEA
funded OSBPs.
3.0 Recipient
The main recipient will be the head office of TradeMark East Africa in Nairobi, TMEA country offices and
border agencies where OSBP are constructed.
Page 26 of 54
4.0 Scope of work
The following is a non-exhaustive list of the responsibilities of the consultant:
i. Advise TMEA OSBPs/IBM team on OSBPs furnishing related issues for the purposes of
implementing OSBPs controls
ii. Assess office furniture requirements of various border agencies that will occupy respective OSBPs
facilities
iii. Design layout of the furniture according to office dimensions and layout
iv. Assess requirements of billboard and interior signage and identify its suitable location
v. Prepare specifications for the furniture and signage identified in the needs assessment, on the
basis of industry standards
vi. Develop Terms of reference for procurement purposes for the required OSBPs furnishing and
participate in evaluation of the submitted furniture and signage bids
vii. Supervise delivery and installation, and certify the procured furniture and signage
viii. Prepare an inventory of the furniture and signage
ix. Produce articulate reports for the needs assessments and implementation of the furnishings,
x. Perform any other professional responsibility pertinent to fulfilling the objective of this
consultancy
The consultancy will involve travelling to border posts within the East Africa Community (EAC) region and
South Sudan.
5.0 Methodology
The objectives of this contract will be achieved through joint consultative meetings and assessments
between the border agencies, the Consultant and TMEA. The Consultant will be expected to provide
experts guidance to the team for the purposes of achieving the objective of this consultancy in the most
cost effective and technically sound manner.
6.0 Reporting
The consultant will report to the TMEA Programme Manager for IBM and OSBPs, with escalation to TMEA
Director for IBM and Customs.
7.0 Deliverables
The primary outputs of this consultancy are those resulting from the various responsibilities listed above.
8.0 Duration of contract and other conditions
The consultant will provide services as and when required for a period of 21 months starting from the 1 st
October 2014 to 30th June 2016. However, each party may terminate the contract after giving a notice of
30 calendar days.
Page 27 of 54
9.0 Required Qualifications and Skills
9.1 Specific Qualifications and Experience
The prospective consultant will be required to demonstrate an in-depth knowledge and extensive
experience in office furnishing industry.
The prospective consultant will have qualifications and competencies listed below:
i.
ii.
iii.
iv.
v.
Diploma in Business administration or related social sciences from a reputable college/university
Over five years of comparable experience in providing office furnishing solutions
Minimum of 4 years’ experience in related project management
Spoken and written English
General understanding of the East Africa Community (EAC) objectives will be an added advantage
9.2 General Qualifications
The prospective consultant should provide details of proposed daily consultancy fees inclusive of all
applicable taxes.
Page 28 of 54
Terms of Reference for
Supply, Delivery and Installation of Furniture and Interior Signage for One Stop Border Posts
1.0 Background
TradeMark East Africa (TMEA) is an organization funded by a range of development agencies to
promote regional trade and economic integration in East Africa. TMEA is headquartered in Nairobi
with country offices in Bujumbura, Dar-es-Salaam, Juba, Kampala and Kigali, and at the EAC Secretariat
in Arusha. TMEA works closely with the East African Community (EAC), national governments, business
and civil society organizations.
Currently, TMEA is supporting a number of initiatives to achieve its strategic objectives of Market
Access and Enhanced Trade Environment. Among them is establishment of One-stop Border Posts
(OSBPs), which will enable traffic crossing the border to stop only once, and introduction of
Integrated Border Management (IBM) to enhance efficiency in border clearance through
simplification of formalities and improving processes, and enhanced collaboration among border
agencies.
It is the policy of TMEA to furnish OSBPs and to provide interior signage, computer hardware and
networks to ensure that the OSBP will be operational on schedule and its performance will not be
compromised by lack of facilities.
2.0 Objectives
TMEA is inviting bids for the supply and installation of furniture and interior signage required to
support 13 OSBPs listed below:

Burundi: Kobero

Rwanda: Kajitumba

South Sudan: Nimule

Kenya: Busia and Malaba

Tanzania: Mutukula, Kabanga and Tunduma

Uganda: Mutukula, Mirima Hills, Busia, Malaba and Elegu
The furniture to be supplied should be of high quality, durable, functional and comfortable. The
signage should be clear, of high quality and durable.
3.0 Scope of Works
The scope of works is categorized into Lot I (furniture) and Lot II (interior signage). A bidder may quote
for either Lot I, or Lot II, or both.
3.1
Lot I: Furniture
a. Supply, deliver and install required furniture as per the bill of materials provided in appendix I.
Page 29 of 54
b. Train or demonstrate the use of certain items that have mechanical components e.g adjusting the
high back chairs, working with the bulk filer etc
c. Provide all relevant documentation in regards to the delivery of the furniture. (Supplier is not
expected to leave the site after the final day of installation until it is fully established that all items
required have been delivered.)
3.2
Lot II: Interior Signage
a. Design and produce interior signage as per the brief provided by TMEA.
b. Deliver and install required interior signage as per the bill of materials provided
c. Provide all relevant documentation in regards to the same. (Supplier is not expected to leave the
site after the final day of installation until it is fully established that full delivery has been made)
4.0 Bidder’s Obligation
4.1
Lot I: Furniture
a. In addition to its obligations under the Bidding Documents, all prospective bidders are required to
submit (during the submission and opening of bids), catalogues or photographs of the items
proposed. The same should be available for viewing.
b. The bidder should be conversant with a cross border deliveries.
4.2
Lot II: Interior Signage
a. In addition to its obligations under the Bidding Documents, all prospective bidders are required to
submit (during the submission and opening of bids), catalogues and art works for the various
signage. Samples of the same should be available for viewing.
b. Supplier must take caution while fixing the signage on glass surfaces as supplier will be deemed
responsible for any damages that might occur
c. Supplier should be conversant with a cross border deliveries.
5.0 Timeframe
It is required that the contractor will deliver and install the items described in this document in as
short a period as possible, and in any case not later than four (4) weeks of contract signature. This
should be indicated clearly in the bid documents.
6.0 Warranty
a. The supplier warrants, for the duration of the warranty period commencing from the date of
acceptance of each product, that all items supplied under this contract shall have no defect
arising from transportation or workmanship.
b. The warranty period for all items shall not be less than 12 months from the date of acceptance
certificate for each product/item.
Page 30 of 54
c. TMEA shall promptly notify the supplier in writing of any claims arising under this warranty. Upon
receipt of such notice, the supplier shall, within the warranty period and with all reasonable
speed, repair or replace the defective items, without costs to TMEA.
d. If the supplier, having been notified, fails to remedy the defect(s) within the specified period,
TMEA may proceed to take such reasonable remedial action as may be necessary, at suppliers risk
and expense and without prejudice to any other rights which TMEA may have against the supplier
under the contract.
7.0 Reporting and Project Management
The bidder will provide a project implementation plan with achievable timelines and responsibilities.
All deliveries are expected within the timelines and milestones agreed on in the project plan.
Coordination of this project will be by Program Manager IBM and OSBPs, TMEA, with escalation to
Director, IBM and Customs, TMEA. During the implementation, the bidder will be required to provide
weekly status reports to the Program Manager. The bidder will also provide weekly issues logs
detailing challenges and mitigation measures being undertaken to address them.
8.0 Required Bidder Qualifications - General Qualifications
The Bidder will meet/submit the following:
a.
b.
c.
Submit prices that are inclusive of VAT and all other applicable taxes where applicable.
Indicate Delivery period in the Proposal.
Indicate Warranty period where applicable.
9.0 List of Reference Sites
The bidder will submit at least three (3) reference sites where they have delivered and installed
furniture/interior signage in the last three years.
The bidder will indicate the name of the organization, physical address, contact person, contract
sum, contract period and a brief description of the products supplied. TMEA reserves the right to
visit any of the declared sites without reference to the bidder.
10.0 Regional Experience and Presence
The bidder must provide a brief summary of their regional (East African Community) experience
with similar projects, and their organizational structure or arrangements for providing
furniture/interior signage and support services in the region.
Page 31 of 54
11.0 Technical Specifications
The following are the minimum specifications:
11.1
Lot I: Furniture
a. Unless stated otherwise, all desks, pedestals and wooden cabinets shall be beech in color and
provided with cable management provisions.
b. Executive desks, pedestals and wooden cabinets shall be in mahogany color and provided with
cable management provisions.
c. Table (desk) top thickness should be 25mm.
d. All seats, high back, medium back, 4 legged visitor seats and sofas shall be in black color with
the exception of the link chairs.
e. The link chairs, if in fabric, shall be black in color, if plastic or metal, the color should be
indicated.
f. The benches should be in mahogany color
g. Frames (such as of the cantilever seats or link chairs) should be non-corrosive and study thus
of good grade and quality
h. All cabinets, pedestals and bulk filers shall have locks provided.
11.2
Lot II: Interior Signage
a. Must have logo of the country or agency and name of the agency
b. Must be made from corrosion resistant materials suitable for exposed public areas and a long
life expectancy
c. Sign faces should be flat, smooth and finished to an even color
d. Must be of good quality consistent with good trade practice
e. Must be properly squared off
f. Artworks must be provided for approval
The next section presents the specifications and quantities for each item required.
Page 32 of 54
Appendixes
Appendix 1: Furniture Requirements
No.
Requirements
Specifications
Quantity
1
straight desk 1200x500
with 2-drawer
pedestal
Straight desk - 1200x500x745mm (LxWxH) with cable
management. 2 tier fixed pedestal
80
2
L-shaped desk 1400x800 with 3
drawer pedestal
L-Shaped desk - 1400x800x745mm (LxWxH) with
cable management. 3 tier fixed pedestal
170
3
2 way workstation
1400x800mm (Lshaped)
2-way workstation L-shaped desks 1400x800x745mm
each, with 3 tier fixed pedestal and necessary screens
90
4
2 way workstation
1200x1200mm (Lshaped)
2-way workstation L-shaped desks
1200x1200x745mm each, with 3 tier fixed pedestal
and necessary screens
90
5
4 way workstation
1200x1200mm (Lshaped)
4-way workstation L-shaped desks
1200x1200x745mm each, with 3 tier fixed pedestal
and necessary screens
80
6
4 way workstation
1400x800mm (Lshaped)
4-way workstation L-shaped desks
1400x800x745mm each, with 3 tier fixed pedestal
and necessary screens
80
7
Counter chairs
Drafting seat 500x500x760mm (LxWxH)
4 legged
Counter/Cashier arm chair, wooden frame with foot
rest
310
8
High Back seats
High back fabric chair with swivel base
1,040
9
medium back chairs
Cantilever Medium back seat and metal sledge base
1,040
10
visitor chair
4 legged seat
400
11
link chair - 3 seater
(plastic/metal)
3 seater link chair with metal frame and plastic or
metal seating and back area
130
12
link chair - 4 seater
(plastic/metal)
4 seater link chair with metal frame and plastic or
metal seating and back area
30
13
4 drawer metal
cabinet
4 drawer Steel Filing Cabinet with central lock
105
14
metal cabinet
Metal Cupboard with 3 adjustable shelves, double
swing doors with 3 point lock mechanism
50
15
Cabinet - 5 shelf
5 shelves wooden cabinet with wooden swing doors
180
16
Cabinet – 3 shelf
3 shelves wooden cabinet with wooden swing doors
130
No.
Requirements
Specifications
Quantity
17
Executive desk Mahogany
L - Shaped Executive desk - Mahogany finish
Main Desk not less than 1800m in length with side
return and a mobile pedestal
40
18
Executive high back
mesh chair
Executive High back mesh chair
40
19
Executive Visitor chairs
- mesh
Executive Cantilever Visitor Chairs to match the high
back
160
20
Glass Cabinet - 5 shelf
(mahogany)
Executive 5 shelves cabinet with glass swing doors to
match desk
40
21
Bulk Filer
Bulk filer 4x1 with dual purpose shelves and central
locking mechanism
50
22
Meeting table 900
diameter
Round meeting table - 900mm in diameter.
30
23
High stools
High lab stools
50
24
Orthopaedic Bed with
mattress
Examination couch -with rexin covered mattress, Should have stainless steel frames
13
25
Fridge
Small fridge -Compressed type
-should be able to attain temperature of +2c to +8c
-At least with a storage gross volume of 170L
13
26
Sheer Curtain
4 fold hospital screen with polyester cloth
13
27
Metal pedal bins
Small metal pedal bins
50
28
Bed side Lockers
Metal Bed side locker - 370x370x1730mm
29
Stretcher
Foldable hospital stretcher
30
30
Lockers - small units
(10-15) Metal
Lockers - Card cabinet - 510x635x1300mm Central
Locking Mechanism
30
31
Lobby seats - 7 seater
Lobby seat - 7 seater
13
32
Coffee table
Glass Coffee Table - 1200x600x450mm
30
33
Test Sieve 1.7mm
200mm diameter 1.7mm aperture
30
34
Test Sieve 1.18mm
200mm diameter 1.18mm aperture
30
35
sampling spear(bag
thief)
1 inch diameter,1ft long
30
1.5 inch diameter, 1.5ft long
30
13
No.
Requirements
Specifications
Quantity
36
sampling probe(2m
long)
partitioned grain probe with wooden handle, with
separate compartment for each individual opening
13
37
Moisture Analyser
super point
13
38
Aflatoxin detection
Elisa kit
For qualitative detection of aflatoxins. Be supplied
with A Microplate Reader with An Absorbance filter
for quantification.
13
39
Wheel chairs
Normal wheel chair
30
40
Microscopes
41
Notice boards
1200x1200 (LxW)
50
42
Cash box
Metal cash box - 14"x 9"x 5"
30
43
Brochure Holders
Clear Perspex brochure holders (see image in
appendix V) 10 ½"w x 7"h x 1 5/8"d. Can be on table
top or wall mounted
30
30
Appendix 2: Interior Signage Requirements
No.
1
Requirements
Quantity
Brushed silver aluca bond – Must have logo of the country or agency and name of
the agency 16”x 6
300
2
Brushed silver aluca bond - Must have logo of the country or agency and name of
the agency 20”x 6
150
3
Brushed silver door numbers – 1-100, 3”x 2
1300
4
Brushed silver aluca bond - Must have logo of the country or agency and name of
the agency 28”x 6
65
Terms of References for
Consultancy for Reviewing Processes for Clearing Goods at Ports and Border Posts
1.0 Background
TradeMark East Africa (TMEA) is an organization funded by a range of development agencies to
promote regional trade and economic integration in East Africa. TMEA is headquartered in
Nairobi with country offices in Bujumbura, Dar es Salaam, Juba, Kampala and Kigali, and at the
EAC Secretariat in Arusha. TMEA works closely with the East African Community (EAC), national
governments, business and civil society organizations.
Currently, TMEA is supporting a number of initiatives to achieve its strategic objectives of
Increased Physical Access to Markets, Enhanced Trade Environment and Improved Business
Competitiveness. Among programs under the first strategic objective is establishment of Onestop Border Posts (OSBPs), which entails a construction phase and Integrated Border
Management (IBM) activities for operationalizing the OSBPs and implementing one-stop
controls. IBM includes establishing the legal and institutional framework for the OSBPs, training
of border officials and Customs clearing agents, furnishing and equipping them, and enhancing
efficiency in border clearance through simplification of formalities and improving processes. It
also aims at leveraging the activities of the Single Window projects and the Single Customs
Territory trade facilitation initiatives at the ports and along transport corridors to achieve faster
clearance times at border posts.
TMEA would like to carry out a review of the clearance process at border posts where OSBPs are
planned or under construction with a view to documenting the processes and identifying
possible causes of delays which will be addressed before and after an OSBP is operational. TMEA
has carried out surveys on traffic volumes and time for border crossing which have provided
useful baseline data. However, the surveys did not go into details of the clearance process. At
some border posts Time-Release studies have been carried out by various agencies but the
findings are not readily available and others are likely to be outdated. Port clearance processes
have also been mapped by various agencies and at various times but again the documentation is
scattered in time and space.
To support the OSBPs/IBM team, TMEA intends to procure and retain the services of two
competent and experienced individuals to map out and document clearance processes at the
ports of Dar es Salaam and Mombasa, and at the border posts of where TMEA OSBPs are
planned or under construction.
2.0 Objectives
The objectives of this consultancy are to enhance TMEA’s knowledge of port and border-post
clearance process, and to reduce clearance times at the ports and at border posts by addressing
causes of delays.
3.0 Recipient
The main beneficiaries of the consultancy will be TMEA, border agencies and the Secretariat of
the East African Community.
4.0 Scope of work
The following is a non-exhaustive list of the responsibilities of the consultant:
i. Collect studies on port and border post clearance process
ii. Review studies and assess their relevance and usefulness for the purposes of the objectives
of the consultancy.
iii. Submit an inception report including findings of the study review, refined terms of
reference, and a schedule for carrying out fresh studies or updating existing studies.
iv. Carry out fresh studies or update existing studies at border posts in the order in which the
planned OSBPs or under construction will be operational. TMEA planned OSBPs and under
construction are Holili, Taveta, Mutukula (Tanzania), Mutukula (Uganda), Kagitumba,
Mirama Hills, Busia (Kenya), Busia (Uganda), Kabanga, Kobero, Tunduma, Elegu and Nimule.
Others are Malaba (Kenya) and Malaba (Uganda) which are being constructed by the World
Bank but will be operationalized by TMEA.
v. Collaborate with the EAC Secretariat, and border agencies, to carry out fresh studies or
upgrade existing studies on transit processes at the ports of Mombasa and Dar es Salaam.
vi. Submit a provisional report on each border post study as soon as a study is completed; the
study to include traffic crossing times as observed by the consultant, any identified causes
of delays in cross-border clearance of goods and passengers, recommendations for
addressing the causes of delays
vii. Submit a final report including all studies on transit clearance processes by corridor:
clearance along the Northern Corridor starting from the Port of Mombasa, clearance along
the Central Corridor starting from the Port of Dar es Salaam, and clearance along the
Northern-Central Corridor starting from the Port of Mombasa and across at Taveta-Holili
border posts.
viii. Present the final report at a TMEA meeting and at meetings of external stakeholders as may
be determined by the OSBP-IBM team.
ix. Carry out any other activities as may be required to improve efficiency in cross-border
clearance.
The consultancy will involve much travelling especially to border posts in East Africa and South
Sudan.
5.0 Methodology
The consultants will be expected to visit TMEA offices in Nairobi and Arusha for initial briefing
and to prepare for field visits. They will work with the IBM team and will consult with border
agencies and the EAC Secretariat. The assignment will therefore involve working from the TMEA
office, at border posts and at home.
6.0 Reporting
The consultants will report to the TMEA Director for Customs and Integrated Border
Management.
7.0 Deliverables
The primary outputs/deliverables of this consultancy are those resulting from the various
responsibilities listed above.
8.0 Duration of contract and other conditions
i. The duration of the assignment 12 months starting from September/October 2014 but
may be extended.
ii. The maximum value of the contract for each consultant, including consultancy fees, travel
costs and per diem shall not exceed $150,000.
iii. Each party may terminate the contract after giving a notice of 30 days.
9.0 Required Qualifications and Skills
9.1 Specific Qualifications and Experience
The prospective consultant will have in-depth knowledge of border clearance procedures and
processes, including knowledge of Customs clearance of goods, Risk Management, and
examination of goods. He/she will also be skilled in processing mapping using flow charts.
The prospective consultant will have qualifications and competencies listed below:
i.
ii.
iii.
iv.
v.
First university degree in Law, Arts, Economics, or Commerce, or equivalent professional
qualifications
Minimum of 5 years’ experience in Customs clearance of goods in Eastern or Southern
Africa
At least 3 years’ experience in on-the job training of Customs officials or Customs Clearing
Agents
Proven report-writing skills
Excellence in spoken and written English
9.2 Additional requirements
The prospective consultant should provide proposed daily consultancy fees inclusive of all
applicable taxes where applicable.
Terms of References for
Consultancy for Training Officials and Customs Clearing Agents at One Stop Border Posts
(OSBPs)
1.0
Background
TradeMark East Africa (TMEA) is an organization funded by a range of development agencies to
promote regional trade and economic integration in East Africa. TMEA is headquartered in
Nairobi with country offices in Bujumbura, Dar es Salaam, Juba, Kampala and Kigali, and at the
EAC Secretariat in Arusha. TMEA works closely with the East African Community (EAC), national
governments, business and civil society organizations.
Currently, TMEA is supporting a number of initiatives to achieve its strategic objectives of
Increased Physical Market Access, Enhanced Trade Environment and Improved Business
Competitiveness. Among programs under the strategic objective of Increased Physical Market
Access, is establishment of One-stop Border Posts (OSBPs), which entails a construction phase
and Integrated Border Management (IBM) activities for operationalizing the OSBPs and
implementing one-stop controls. IBM includes establishing the legal and institutional framework
for the OSBPs, training of border officials and Customs clearing agents, furnishing and equipping
them, and enhancing efficiency in border clearance through simplification of formalities and
improving processes. It also aims at leveraging the Single Customs Territory trade facilitation
initiatives along transport corridors to achieve faster clearance times at border posts.
To improve efficiency of OSBPs, TMEA will collaborate with border agencies to provide training
to officials and Customs Clearing agents located at the OSBPs funded by TMEA. The areas of
training will include OSBP procedures and processes, Customs Declaration for non-Customs
officials, Risk Management in the clearance of goods and passengers including the concept of
Authorized Economic Operators (AEO), work culture and ethics, and use of the internet, intranet
and Microsoft business applications (e.g. outlook) to enhance productivity.
To support the OSBPs/IBM team, TMEA intends to procure and retain the services of a
competent and experienced individual to provide training on OSBP procedures and processes to
officials of border agencies and Customs clearing agents at border posts funded by TMEA.
2.0 Objectives
The objectives of this consultancy are to supplement the TMEA OSBP/IBM resources by
outsourcing some of the training functions necessary for border officials and Customs Clearing
Agents to a consultant with a very good knowledge and experience in training and border
clearance.
3.0 Recipient
The main beneficiaries of the consultancy will be TradeMark East Africa, border agencies and the
Secretariat of the East African Community.
4.0 Scope of work
The following is a non-exhaustive list of the responsibilities of the consultant:
i. In consultations with the OSBP/IBM team, border agencies, and the EAC Secretariat, carry
out training needs-assessment for all OSBPs in the order of the dates they will be
operational
ii. In consultations with the OSBP/IBM team, border agencies, and the EAC Secretariat,
prepare a plan for training before and after an OSBP is operational
iii. In consultations with the OSBP/IBM team, border agencies, and the EAC Secretariat,
prepare training modules and training materials
iv. Work with the OSBP/Team to organize training workshops and to deliver training
v. Prepare reports after each training workshop which should include a list of participants
and evaluation sheets.
vi. Visit OSBPs where training has been completed to assess the performance of officials and
Customs clearing agents and to provide guidance where necessary.
vii. Write trip reports on visits to OSBPs highlighting the findings of the visit and any issues
addressed by the consultant
viii. Carry out any other activities as may be required to improve efficiency in cross-border
clearance.
The consultancy will involve much travelling especially to border posts in East Africa and South
Sudan.
5.0 Methodology
The consultant will be expected to visit TMEA offices in Nairobi and Arusha for initial briefing and
to prepare for field visits to assess training needs. He/she will then visit border posts to assess
training needs following which she/he will prepare a training work plan. She/he will next work
with the IBM team to organize training workshops in accordance with the training work plan. The
assignment will therefore involve working from the TMEA office, at border posts and at home.
6.0 Reporting
The consultant will report to the TMEA Director for Customs and Integrated Border
Management.
7.0 Deliverables
The primary outputs/deliverables of this consultancy are those resulting from the various
responsibilities listed above.
8.0 Duration of contract and other conditions
i. The consultant will provide services as and when required by TMEA for a period of 18
months starting from September/October 2014.
ii. The maximum value of the contract, including consultancy fees, travel costs and per diem
shall not exceed $150,000.
iii. Each party may terminate the contract after giving a notice of 30 days.
9.0 Required Qualifications and Skills
9.1 Specific Qualifications and Experience
The prospective consultant will have in-depth knowledge of border clearance procedures and
processes, including knowledge of Customs clearance of goods, Risk Management, and
examination of goods. He/she will also have basic training skills.
The prospective consultant will have qualifications and competencies listed below:
i. First university degree in Law, Arts, Economics, or Commerce, or equivalent professional
qualifications
ii. Minimum of 5 years’ experience in Customs clearance of goods in Eastern or Southern Africa
iii. At least 3 years’ experience in on-the job training of Customs officials or Customs Clearing
Agents
iv. Proven report-writing skills
v. Excellence in spoken and written English
9.2 Additional requirements
The prospective consultant should provide proposed daily consultancy fees inclusive of all
applicable taxes where applicable.
Terms of Reference for
Management of Communications, Sensitization and Event Planning Activities at One Stop
Border Posts
1.0 Background
TradeMark East Africa (TMEA) is an organization funded by a range of development agencies
with the aim of growing prosperity in East Africa through trade. TMEA works closely with East
African Community (EAC) institutions, national governments, the private sector and civil society
organizations.
TMEA seeks to increase trade by unlocking economic potential. This will be achieved through
three mutually reinforcing core objectives (Theories of Change) namely:
 Increased market access;
 Enhanced trade environment; and
 Increased business competitiveness.
Transport costs in East Africa are amongst the highest in the world, which is damaging the
region's ability to trade competitively in the international market. In particular, the time taken to
get to and from the ports to land locked countries is singled out as a major factor. In addition,
poor infrastructure and delays at border crossings, both in and out of the customs control zones
are further contributing factors along the East African (EA) trade routes.
The aim of a one stop border posts (OSBPs) is to reduce transit costs incurred in cross-border
movement by combining the activities of both country's border organizations and agencies at a
single location in either direction without increasing risk to public safety or revenue collection.
TradeMark East Africa (TMEA) seeks to identify further ways to reinforce border controls as an
important component of the EAC's capacity to fight against fraud, corruption and drug
trafficking.
In recognition that the implementation of the OSBPs concept is largely dependent on
stakeholder involvement, including national government agencies, local authorities, private
sector and local communities, TMEA will support sensitization of the public on current and future
OSBPs projects. This sensitization will be immediate and will continue before a target OSBP is
operational and after commencement of OSBPs arrangements, as part of the Integrated Border
Management (IBM) system activities.
Construction of TMEA funded OSBPs is in several stages of completion. Holili/Taveta OSBPs
(Holili completed in December 2013 and Taveta expected to be completed in November 2014).
OSBPs arrangements expected to be commenced in November 2014. Mutukula / Mutukula
OSBPs (Mutukula Tanzania expected to be completed in December 2014 and Mutukula Uganda
expected to be completed in April 2015). However, interim OSBPs arrangements planned to
commence in March 2015. Construction of Kobero/Kabanga OSBPs is expected to be completed
by June 2015. However, interim OSBPs arrangement planned to commence by June 2014.
2.0 Objectives
 Increase awareness and knowledge among target stakeholders of the OSBPs and how it
operates.
 Develop a positive perception of the OSBPs through demonstrating how target
stakeholders will benefit.
 Build excitement among target stakeholders for the launch of the OSBPs.
3.0 Recipient
The recipient for this assignment shall be TradeMark East Africa and the border Agencies
represented at the OSBP in East Africa and South Sudan.
4.0 Scope of Work
The following items will be part of the scope of work for this project:
Pre-Launch:
i. Plan and Implement roadshow events and community mobilization activities with a 50 km
radius in the following locations:
a. Burundi: Kobero
b. Rwanda: Kagitumba,
c. South Sudan: Nimule
d. Kenya: Busia Taveta and Malaba
e. Tanzania: Kabanga, Tunduma and Mutukula
f. Uganda: Mutukula, Mirama Hills, Busia, Malaba and Elegu
ii. Develop and implement educational skits, plays and dances that can be executed during all
road show activations to reinforce the benefits and opportunities that abound with the
operationalization of the one stop border posts.
iii. Manage and coordinate all roadshow and mobile visual unit activation activities and persons,
including;
a. Identify, recommend, and recruit roadshow and mobile visual unit community
sensitization crews.
b. Develop and present a well-coordinated route plan for the planned community
sensitization activities.
c. Train and develop all road show activation crews as effective partner one stop border
post ambassadors.
d. Supervise and execute all road shows and mobile visual units against the approved
implementation plan and timeline.
iv.
Coordinate with the border agencies (Revenue Authorities, Immigration and the other
government agencies) and the media on the ground in targeted communities (NGOs,
media, etc.).
v.
Coordinate transportation of all roadshow promotion materials.
vi.
Photograph (Still and Video) key road show execution moments.
vii.
Manage and coordinate all required logistics and activities related to OSBPs roadshow
events preparations, these may include resourceful persons (MC, DJs, entertainers, and
other members of the crew), invitations for stakeholders, media and journalists, based
in the respective regions, venue hire, entertainment, guest speakers, transportation,
viii.
ix.
refreshments, venue branding, videography, and photography and media coverage
report.
Manage all media placements and ensure that the roadshow events are captured in not
less than 3 different Swahili newspapers and two English newspapers on the following
week in the respective countries where applicable.
Submit a post activity feedback evaluation report, along with photos and other
documentation, within two weeks after each OSBP launch.
Launch:
i.
Develop and submit for approval a launch event strategy, keeping in mind the target of
the launch – stakeholders and media. Revise as necessary until all parties are in
agreement.
ii.
Manage invites for all participants:
a) Send out Invitations to ALL participants.
b) Follow up on invitations - via telephone, email
c) Compile confirmed registration list - participants, speakers, support staff, event
management team, ushers, etc.
d) Identify and secure accommodation block booking for self-paying participants at
alternate hotels.
e) Send out Information Note to all participants (arrival details, hotels, visa
requirements, general city info; etc.)
f) Facilitate arrangements for visas for participants, as needed.
g) Protocol arrangements for VIPs, including arrival and departure at airport with the
relevant Ministry.
i. Launch event venue:
a) Arrange and ensure venue is arranged according to specifications and ready for the
launch as required.
b) Ensure all required audio-visual equipment is available/acquired as required.
c) Cross-check possibilities for seating arrangements and all related facilities.
d) Arrange and manage appropriate VIP lounge.
e) Ensure service maintenance is promptly available as would be required for all
equipment/services and facilities in and around the launch venue.
f) Protocol arrangements for VIPs, including arrival and departure at airport with the
relevant Ministry.
g) Set up of lighting and decoration of venue, sign boards, stage and security.
h) Provision of tents and chairs for participants and VIP section in liaison with relevant
ministries and government agencies.
ii.
Develop event agendas and operational implementation plans that deliver against the
objectives of the launch events within the specified timelines.
iii.
Manage and coordinate all launch activities and persons, including the development of a
press kit and press releases, media/journalists invitations, stakeholder invitations, event
program roll out, ushers/hostesses, MC, venue hire, launch entertainment, guest
speakers, transportation, refreshments, venue branding, videography, photography, and
media coverage report.
iv.
Submit post-launch feedback and evaluation report with accompanying video and
photos within two weeks after the launch event.
5.0
Conduct of Work
The Consultant will report directly to TMEA Manager for Communications with escalation to
TMEA Director of Communications.
6.0 Project Approach and Work plan
The consulting agency will be required to provide a summary which demonstrates their
understanding of the project requirements. In addition, the consulting submissions should
document the following:
 Demonstrated capability of handling projects of a similar nature
 General work plan as well as the proposed approach to undertaking the scope of
work described in the Terms of Reference.
 Provide a detailed list of estimated expenses.
 Identify related considerations and assumptions for these expenses.
7.0
Outcomes and Deliverables
The following is the deliverable for the project:
 Submit a comprehensive implementation plan detailing pre-launch and launch
activities in response to the terms of reference.
 Submit end of project report.
8.0
Requirements
TMEA intends to appoint a firm with extensive experience in developing and implementing
community mobilisation/roadshow activities working under a strict deadline driven
environment.
9.0
Level of Effort
The consultant is expected to take 30 working days to present a proposal that will include a
work plan and methodology.
6.0
Evaluation Criteria
The framework selection for the categories and Lots will be based on the highest scores for the following
criteria:
Evaluation Criteria
Score (70)
Technical Proposal and understanding of requirements (40)






Understanding of assignment objectives.
Adequacy of proposed methodology/work plan.
Logic, sequencing and interrelation of activities.
Evidence of capacity to undertake work in terms with ToRs and quality
assurance.
Constructive additions/innovation on the technical proposal provided.
Number of days input by the consultant/consultants
10
10
5
5
5
5
Experience (10)


General organizational capacity/individual consultant’s capability to undertake
the assignment.
Relevance of company’s/individual consultant’s specialized knowledge and
experience on similar projects.
5
5
Personnel Expertise (20)




Experience/Expertise of consultant/proposed consultants in relevant field.
Qualification of consultant/proposed consultants in case of a firm.
Similar work carried out and supervised in EAC/Similar goods/equipment
supplied within the EAC in case of goods.
Evidence of meeting specific requirements in the ToRs/Bill of
materials/specifications.
Total
TRADEMARK EAST AFRICA
AUGUST 2014
5
5
5
5
70
Appendix B:
Framework Agreement
FRAMEWORK AGREEMENT
Framework Agreement with: Insert Firm
Framework Agreement for: Insert Framework Title
Contract For: Insert Category
I refer to the following:
1.
The above mentioned Agreement dated Insert Date;
2.
Your proposal of Insert Date in response to Insert Framework Title framework contract,
I confirm that TMEA shall require you to provide Services on a call down basis as under
the terms and conditions of the Agreement as expressly incorporated herein.
3.
Commencement and Duration of the Framework Agreement
3.1
The frame work contract shall commence on Insert Date and is expected to run for
Insert Number with a possibility of further extension subject to needs.
4.
Framework Contract Termination
4.1
This Framework contract may be terminated by either party to the contract with a 30
days written notice.
5.
Call down mechanism
5.1
Call down contracts under this framework shall be issued for specific pieces of
assignments under the broad category Insert Category and the call down mechanism
shall be as stipulated in Clause 6 of the invitation to framework tender document.
6.
Call down Contract Signature
6.1
If the original Form of Call down Contract is not returned to the TMEA duly completed,
signed and dated on behalf of the Consultant within 15 working days of the date of
signature on behalf of TMEA, TMEA will be entitled, at its sole discretion, to declare this
Call down Contract void.
For and on behalf of TradeMark East Africa
Name:
Position:
Signature:
Date:
For and on behalf of Insert Firm/ Consultant Name
Name:
Signature:
Date:
Appendix C:
1.
Code of Ethics (COE)
Preamble
TradeMark East Africa’s (TMEA) success depends on its reputation, integrity, openness and
respect for others. The trust and confidence of those with whom we deal is therefore, essential.
The protection of our reputation and relationships is of fundamental importance to our long
term sustainability. We recognise our obligations to all those with whom we have a direct
relationship such as, donors, staff, contractors and suppliers, the private sector in general,
government, civil society and the wider community.
This document covers fraud and corruption in the use of funds for ineligible expenditures, as well
as fraud and corruption engaged in for the purpose of influencing any decision as to the use of
funds. All such fraud and corruption is deemed to occur “in connection with the use of TMEA
funds”. The recourse for funds mismanagement, where TMEA has sufficient evidence, shall lead
to refund of monies by the beneficiary involved and prosecution by the authorities.
Gender mainstreaming also forms part of this document and it is obligatory for all partners to
put gender equity issues practice rather than adopting a superficial approach. This will be
through continuous assessment of the implications for women and men of any planned action,
including legislation, policies or programmes, in all areas and at all levels of the project.
Finally, all partners, consultants, contractors and stakeholders will sign the last page signifying
they have read and understood this document, which is an integral part of the
engagement/contract document with TMEA.
2.
Definitions





A “corrupt practice” is the offering, giving, receiving or soliciting, directly or indirectly, of
anything of value to influence improperly the actions of another party;
A “fraudulent practice” is any act or omission, including a misrepresentation, that
knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or
other benefit or to avoid an obligation;
A “collusive practice” is an arrangement between two or more parties designed to
achieve an improper purpose, including to influence improperly the actions of another
party;
A “coercive practice” is impairing or harming, or threatening to impair or harm, directly
or indirectly, any party or the property of the party to influence improperly the actions of
a party, and;
An “obstructive practice” is;
o Deliberately destroying, falsifying, altering or concealing of evidence material to
the investigation or making false statements to investigators in order to
materially impede a Bank investigation into allegations of a corrupt, fraudulent,
coercive or collusive practice; and/or threatening, harassing or intimidating any


party to prevent it from disclosing its knowledge of matters relevant to the
investigation or from pursuing the investigation, or
o Acts intended to materially impede the exercise of the Bank’s contractual rights
of audit or access to information.
“Gender mainstreaming” is the process of assessing the implications for women and men
of any planned action, including legislation, policies or programmes, in all areas and at all
levels. It is a strategy for making women's as well as men's concerns and experiences an
integral dimension of the design, implementation, monitoring and evaluation of policies
and programmes in all political, economic and societal spheres so that women and men
benefit equally and inequality is not perpetuated. The ultimate goal is to achieve gender
equality.
A “recipient” is any individual, firm, organisation, NGO, PSO or CSO or any partner that
works with TMEA and/ or receives TMEA funding either through a contract or a grant.
Code of ethics
2.1 Relationship with stakeholders
TMEA’s reputation depends on the way in which we work. It is vital that our stakeholders have
confidence in our competence and professional excellence. We will treat our stakeholders with
respect, honesty and fairness.
Confidential information relating to our relationship with all stakeholders will be respected. We
respect copyright and other intellectual property rights.
Where consultants and other third parties are contracted to perform duties by TMEA, they will
be expected to act in accordance with this code. The obligation to comply with this document
forms an integral part of the engagement we have with partners or consultants who are
expected to append their signature, as a confirmation of commitment to adherence.
Decisions to hire a consultant or source materials from a particular vendor or supplier are made
on the basis of objective criteria such as quality, reliability, technical excellence, price and
service. Purchasing decisions must never be made on the basis of personal relationships or the
opportunity for personal financial gain. The contractor undertakes to pay suppliers,
subcontractors and agents in accordance with agreed terms.
The receipt of gifts or favours by recipients can give rise to embarrassing situations and may be
seen as improper inducement. Gifts and favours must not be solicited. In the event that any
offers of gifts or favours are received, it should be reported immediately using your
organisation’s hierarchy.
The recipient shall not avoid tax. The recipient will record and report all transactions, including
those where payment is made in cash. All taxable perquisites to which staff are entitled will be
listed and declared for tax purposes.
TMEA is committed to openness and transparency in communicating with stakeholders and
seeks a constructive relationship the wider private sector/ civil society, the media, the
government, non-governmental organisations and the general public.
2.2 Relationship with employees
TMEA aims to provide a positive, responsible, open and exemplary working environment.
Relationship with staff should be based on respect, dignity and fair treatment for all. We strive to
maintain an environment that is based on merit and inclusiveness. The organisation will recruit
and promote staff on the basis of their suitability for the job and organisation’s needs without
discrimination. Diversity of staff is central to our operations and we value it immensely.
TMEA expect staffs to conduct their business activities with colleagues and stakeholders with
respect for all and with honesty and courtesy. We will not tolerate harassment or bullying of
staff.
The recipient will explain the purpose of its activities and individual jobs, foster effective
communication and involve employees in improving their work. As far as possible, it will provide
staff with opportunities to enhance their skills and capabilities, enabling them to develop
fulfilling careers and to maximise their contribution to the organisation.
The recipient, in recognition of the efforts of an individual, it will maintain an atmosphere of fair
terms and conditions of employment and remuneration policies and structures.
The recipient’s time, physical and intellectual property should be used for business purposes
only. Electronic communication equipment and related services (including email, internet,
bulletin boards, fax machines, file storage) must be protected from unauthorised external access
or use. Under no circumstances should they be used for receiving illegal, offensive, obscene or
otherwise inappropriate materials.
The recipient shall respect staff privacy. We will only collect and retain personal information that
is required for effective operation of the organisation or as required by law. The information will
be kept confidential and released only to those who have a legitimate need to know. Information
received by staff in the course of business dealings may not be used for personal gain.
No staff may be involved in any activity for personal gain. Any personal interests or interests of a
member of one’s immediate family in relation to the organisation’s business must be disclosed.
Any perceived conflicts of interest should be discussed with the line manager and it is your
responsibility to take action to declare and resolve any real or apparent conflict.
3.
Fraud and corruption
The recipient shall:
3.1 Take all appropriate measures to prevent corrupt, fraudulent, collusive, coercive and
obstructive practices in connection with the use of TMEA funds, including (but not
limited to):
 adopting appropriate fiduciary and administrative practices and institutional
arrangements to ensure that the funds are used only for the purposes for which
they were intended, and;
 ensuring that all of its representatives involved with the project, and all
recipients of funds with which it enters into an agreement related to the Project,
receive a copy of this document and are made aware of its contents;
3.2 Immediately report to TMEA any allegations of fraud and corruption;
3.3 Cooperate fully with representatives of TMEA or its appointed agent in any investigation
into allegations of fraud and corruption. If TMEA determines that any person or entity
referred to in 4.1 above has engaged in corrupt, fraudulent, collusive, coercive or
obstructive practices, it may suspend further funding/disbursement/payment. Should
investigations reveal that there was fraudulent activity, TMEA reserves the right to
demand a refund and may terminate the agreement in place. TMEA may also hand over
the reports from any investigations to proceed with prosecution;
3.4 Take all necessary and appropriate against any representative declared ineligible, as
described in below, from duties and responsibilities;
o If TMEA determines that a recipient is also a potential provider of goods, works
or services, it shall declare the recipient ineligible;
o TMEA shall declare a firm, consultant or individual ineligible under this code of
ethics if such firm, consultant or individual has been declared ineligible under
TMEA procurement guidelines or those of the respective government/partner or
any other international organisation; and
3.5 Assist or enable TMEA obtain a refund of any resources (assets, monies, materials among
other benefits) that have been used inappropriately funds including returning any
unutilised funds especially where TMEA is not content with progress.
4.
Gender mainstreaming
The core guidelines for gender mainstreaming in TMEA funded projects shall be based on but not
limited to the following:
4.1 Issues across all areas of activity shall be defined in such a manner that gender
differences are diagnosed;
4.2 Responsibility for translating gender mainstreaming into practice is system- wide and
rests at the highest level of the recipient organisation. Accountability for outcomes
needs to be monitored continuously;
4.3 Gender mainstreaming also requires that every effort be made to broaden equal
participation at all levels of decision-making;
4.4 Gender mainstreaming must be institutionalised through concrete steps, mechanisms
and processes in all areas of TMEA funded projects;
4.5 Gender mainstreaming does not replace the need for targeted, policies and programmes
or positive legislation, nor does it substitute for gender units or focal points; and
4.6 There shall be clear organisational will and the allocation of adequate human and
financial resources for gender mainstreaming from all available funding for the
successful translation of the concept into practice.
5. Implementing and monitoring this document
The recipient’s commitment to this document is essential to TMEA’s success and will be
demonstrated through training, enforcement and accountability. Adherence to the provisions of
this document is a condition of partnership.
Project Managers should ensure that all recipients receive guidance on this document and
understand the values that underpin its usage. They should strive to create an environment that
encourages open discussion about any concerns.
These document is a guide rather than an exhaustive description of the recipient’s ethics polices
and standards. TMEA aims to create a culture in which it is normal for partners to ‘do the right
thing’ and to voice genuinely held concerns about behaviour or decisions that they perceive to
be unethical.
All recipients are required to sign an ‘Annual Certificate of Compliance’ stating that they have
read this document and have taken all reasonable steps to ensure that they have conducted
business responsibly and in compliance with applicable laws and regulations.
6.
Miscellaneous
The provisions in this code do not limit any other rights, remedies or obligations of TMEA or the
recipient under the Memorandum of Understanding/Agreement or any other document to
which TMEA and the Partner are both parties.
7.
Commitment to the Code of Ethics
I have read the code and hereby sign as an indication of commitment to ensuring the code is
incorporated and adhered to.
Organisation’s name: _______________________________
Title of Signatory:
_______________________________
Signature:
_______________________________
Date:
_______________________________
……………………………………………………………..……………………
STAMP/SEAL
Appendix D:
Declaration of Conflict of Interest
For consultants or consultancy firms bidding for TradeMark East Africa (TMEA)
Framework agreement
This form is to be completed and signed by each consultants or consultancy firms bidding for
TradeMark East Africa framework agreement.
Framework agreement category: .....................................................................................
Either:A) I wish to declare the following interest/s:1. .........................................................................................................
2. .........................................................................................................
3. .........................................................................................................
4. .........................................................................................................
Potential conflicts of Interest cover the following (which is not exhaustive):1.
2.
3.
4.
Relationship/ Association with TMEA, partner or staff;
Previously worked with/for TMEA;
Involvement in earlier phases of the project for which bids/proposals were sought;
Knowledge of bid/ proposal;
Or
B) I have no conflict of interest to declare
Name of authorized signatory: ..........................
Signature: ..............................
Date: ....................