Rfp Emergency Consultancy 13 Aug 2013 (2)

8/14/2019 Rfp Emergency Consultancy 13 Aug 2013 (2)

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KENYA ELECTRICITY GENERATING COMPANY LIMITED

KGN- PROC - 34-2013

REQUEST FOR PROPOSALS FOR DISASTER RISKMANAGEMENT AND BUSINESS CONTINUITY PLAN

CONSULTANCY SERVICES

Kenya Electricity Generating Company Limited,

Stima Plaza Phase III, Kolobot Road, Parklands,

P.O. Box 47936- 00100

NAIROBI, KENYA

www.kengen.co.ke

November, 2013
http://www.kengen.co.ke/http://www.kengen.co.ke/http://www.kengen.co.ke/


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TABLE OF CONTENTS

TABLE OF CONTENTS ..................................................................................................................................... 2

REQUEST FOR PROPOSAL (RFP) ........................................................... ....................................................... 4

SECTION A INFORMATION TO CONSULTING BODIES .............................................................. ......... 5

SECTION B: TECHNICAL PROPOSAL FORMS .................................................................. .................. 19

SECTION C: FINANCIAL PROPOSAL - FORMS ...................................................................................... 29

SECTION D: TERMS OF REFERENCE .............................................................. .......................................... 35

SECTION E: FORM OF CONTRACT ................................................................. .......................................... 39


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INTRODUCTION

1. This Request for Proposals (RFP) has been prepared by the Kenya ElectricityGenerating Company Limited (hereinafter referred to as the Client) for use for

selection of a Consultant for undertaking Disaster Risk plan/ Business Continuity Planconsultancy services.

2. This RFP calls for separate schedules in the Technical and Financial proposal forms.

3. The RFP includes Standard form of Contract for Small Assignments based on Lump-Sum remuneration basis.

4. This RFP includes the following:-(i). Information to Risk Management Consultants(ii). Terms of Reference(iii). Standard Form of Contract.


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REQUEST FOR PROPOSAL (RFP)Description of the Project:

Carry out disaster risk assessment and develop disaster risk management

plan and business continuity plan for KenGen activities and installations

Title:

DISASTER RISK MANAGEMENT AND BUSINESS CONTINUITY PLAN

CONSULTANCY


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SECTION A

INFORMATION TO CONSULTING FIRMS


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SECTION A: GENERAL INFORMATION

1. Introduction 1.1 The Client named in Appendix A will select a firmamong those invited to submit a proposal, in accordancewith the method of selection detailed under this section.

1.2 The Consulting Agencies are invited to submit aTechnical Proposal and a Financial Proposal, as

specified in Appendix A for certification services

required for the assignment. The proposal will be the

basis for Contract negotiations and ultimately for a

signed Contract with the selected firm.

1.3 To obtain first hand information on the assignment or toarrange for a visit, you may contact any of the officials

named in Appendix A. Ensure that these officials are

advised of the visit in adequate time to allow them to

make appropriate arrangements.

1.4 The Client will provide the inputs specified in Appendix

A needed to carry out the services and make available

relevant project data and reports.

1.5 Please note that,

(i) the costs of preparing the proposal and ofnegotiating the Contract, including any visit to

the Client are not reimbursable as a direct cost of

the assignment; and

(ii) the Client is not bound to accept any of the

proposals submitted.

2. Clarification and

Amendment of

RFP Documents

2.1 Consulting Agencies may request a clarification of any

of the RFP documents only up to five [5] days before

the proposal submission date. Any request for

clarification of the RFP must be sent in writing by mail,

facsimile or electronic mail to the Clients address

indicated in Appendix A. The Client will respond by

mail, facsimile or electronic mail to such requests and

will send written copies of the response (including an

explanation of the query but without identifying the

source of inquiry) to all invited Consulting Agencies

who intend to submit proposals.

2.2 At any time before the submission of proposals, theClient may for any reason, whether at his own initiative


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or in response to

a clarification

requested by an invited firm, amend the RFP. Any

amendment shall be issued in

Writing through addenda. Addenda shall be sent by mail

or facsimile to you and will be binding on you. The

Client may at his discretion extend the deadline for the

submission of proposals.

3. Preparation of

Proposal

Technical

Proposal

3.1 The CONSULTANTS proposal shall be written in English

language.

3.2 In preparing the Technical Proposal, Consulting Agencies

are expected to examine the documents constituting this

RFP in detail. Material deficiencies in providing the

information requested may result in rejection of a proposal.

3.3 While preparing the Technical Proposal, consultants

must give particular attention to the following:

(i). If a firm considers that it does not have all the expertise forthe assignment, it may obtain a full range of expertise by

associating with other firms or entities in a joint venture or

subconsultancy as appropriate. Consulting Agencies shall

not associate with the other Consulting Agencies invited for

this assignment. Any firms associating in contravention of

this requirement shall automatically be disqualified.

(ii). The estimated number of professional man-months requiredfor the assignment is 6.

(iii). It is desirable that the majorities of the key professionalstaff proposed be permanent employees of the firm or have

an extended and stable working relationship with it.

(iv). Proposed professional staff must as a minimum, have theexperience indicated in Appendix A.

(v). Alternative professional staff shall not be proposed and onlyone Curriculum Vitae (CV) may be submitted for each

position.

3.4 The Technical Proposal shall provide the following

information using the attached Standard Forms;

(i). A brief description of your organization and an outline ofrecent experience on assignments of a similar nature. For

each assignment the outline should indicate inter alia, the

profiles of the staff proposed, duration of the assignment,

contract amount and organizations involvement.


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(ii). Any comments or suggestions on the Terms of Reference, alist of services and facilities to be provided by the client.

(iii). A description of the methodology and work plan forperforming the assignment.

Financial Proposal

(iv). The list of theproposed staff team

by speciality, the

tasks that would be

assigned to each staff team member and their timing.

(v). CVs recently signed by the proposed professional staffand the authorized representative submitting the

proposal. Key information should include number of

years working for the firm and degree of responsibility

held in various assignments during the last five-(5) years.

(vi). Estimates of the total staff input (professional andsupport staff staff-time) needed to carry out theassignment supported by bar chart diagrams showing the

time proposed for each professional staff team member.

(vii). A detailed description of the proposed methodology,staffing and training.

(viii). Any additional information requested in Appendix A.(ix). Conduct of due diligence;KenGen may in the process of

evaluation carry out reference checks and/or site visits to

verify the information provided and familiarize with the

operations of the Certification Agencies.

3.5 The Technical Proposal shall not include any financial

information.

3.6 In preparing the Financial Proposal, Consulting Agenciesare expected to take into account the requirements and

conditions outlined in the RFP documents. The Financial

Proposal should follow Standard Forms (Section D). It

lists all costs associated with the assignment including;(a) remuneration for staff and; (b) reimbursable expenses

such as subsistence (per diem, accommodation),

transportation, services and equipment (vehicles, office

equipment, furniture, and supplies), printing of

documents, and training. These costs should be broken

down per activity.

3.7 The Financial Proposal should be quoted in KenyaShillings and be inclusive of all taxes, the latter clearly

identified as a separate amount.


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4. Submission,

Receipt, and

Opening of

Proposals

3.8 The Proposal must remain valid for 90 daysafter theSubmission date. During this period, Consulting Agency

is expected to keep available, at his own cost, the

professional staff proposed for the assignment. TheClient will make his best effort to complete negotiations

within this period. If the Client wishes to extend the

validity period of the proposals, the Consulting Bodies

who do not agree have the right not to extend the validity

of their proposals.

4.1 The original proposal (Technical Proposal and FinancialProposal; see para. 1.2) shall be prepared in indelible

ink. It shall contain no overwriting, except as necessary

to correct errors made by the firm itself. Any suchcorrections must be initialed by the persons or person

authorized to sign the proposals.

4.2 For each proposal, the Consulting Agencies shall preparethe number of copies indicated in Appendix A. Each

Technical Proposal and Financial Proposal shall be

marked ORIGINAL or COPY as appropriate. If

there are any discrepancies between the original and the

copies of the proposal, the original shall govern.

4.3 The original and all copies of the Technical Proposalshall be placed in a sealed envelope clearly marked

TECHNICAL PROPOSAL,and the original and all

copies of the Financial Proposal in a sealed envelope

clearly marked FINANCIAL PROPOSAL and

warning: DO NOT OPEN. Both envelopes shall be

placed into an outer envelope and sealed. This outer

envelope shall bear the submission address and other

information indicated in Appendix A and be clearly

marked, DO NOT OPEN, EXCEPT IN PRESENCE

OF THE EVALUATION COMMITTEE.

4.4 The completed Technical and Financial Proposals mustbe delivered at the submission address on or before the

time and date stated in Appendix A. Any proposal

received after the closing time for submission of

proposals shall be returned to the respective Consulting

Agency unopened.

4.5 After the deadline for submission of proposals, theTechnical Proposal shall be opened immediately by the

evaluation committee. The Financial Proposal shall


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Proposal Evaluation

General

Evaluation ofTechnical Proposals

Public Opening and

Evaluation ofFinancial Proposals

remain sealed and deposited with a responsible officer of

the client department until all submitted proposals are

opened publicly.

5.1 From the time the bids are opened to the time theContract is awarded, if any Consulting Agency wishes tocontact the Client on any matter related to his proposal,

he should do so in writing at the address indicated in

Appendix A. Any effort by the firm to influence the

Client in the proposal evaluation, proposal comparison

or Contract award decisions may result in the rejection of

the Consulting Bodys proposal.

5.2 Evaluators of Technical Proposals shall have no accessto the Financial Proposals until the technical evaluation

is concluded.

5.3 The evaluation committee appointed by the Client shallevaluate the proposals on the basis of their

responsiveness to the Terms of Reference, applying the

evaluation criteria as described in the Appendix A

Each responsive proposal will be given a technical score

(St). A proposal shall be rejected at this stage if it does

not respond to important aspects of the Terms of

Reference or if it fails to achieve the minimum technical

score indicated in Appendix A.

5.4 After Technical Proposal evaluation, the Client shallnotify those Consulting Agencies whose proposals did

not meet the minimum qualifying mark or were

considered non-responsive to the RFP and Terms of

Reference, indicating that their Financial Proposals will

be returned after completing the selection process. The

Client shall simultaneously notify the Consulting

Agencies who have secured the minimum qualifying

mark, indicating the date and time set for opening the

Financial Proposals and stating

5.5 that the opening ceremony is open to those ConsultingAgencies who choose


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to attend. The opening date shall not be sooner than

seven (7) days after the notification date. The

notification may be sent by registered letter, cable, telex,

facsimile or electronic mail.

5.6 The Financial Proposals shall be opened publicly in thepresence of the Consulting Agencies representatives

who choose to attend.

5.7 The name of the Consulting Agency, the technicalscoresand the proposed prices shall be read aloud and recorded

when the Financial Proposals are opened. The Client

shall prepare minutes of the public opening.

5.8 The evaluation committee will determine whether thefinancial proposals are complete (ie. Whether theConsulting Agency has costed all the items of the

corresponding Technical Proposal and corrects any

computational errors. The cost of any unpriced items

shall be assumed to be included in other costs in the

proposal. In all cases, the total price of the Financial

Proposal as submitted shall prevail.

5.9 While comparing proposal prices between local andforeign firms participating in a selection process in

financial evaluation of Proposals, firms incorporated in

Kenya where indigenous Kenyans own 51% or more of

the share capital shall be allowed a 10% preferential bias

in proposal prices. However, there shall be no such

preference in the technical evaluation of the tenders.

Proof of local incorporation and citizenship shall be

required before the provisions of this sub-clause are

applied. Details of such proof shall be attached by the

Consulting Agency in the financial proposal.

5.10 The formulae for determining the Financial Score (Sf)shall be as follows:-Sf = 100 X Fm/F where Sf is the financial score; Fm is

the lowest priced financial proposal and F is the price of

the proposal under consideration. Proposals will be

ranked according to their combined technical (St) and

financial (Sf) scores using the weights (T=the weight

given to the Technical Proposal: P = the weight given to

the Financial Proposal; T + P = 1) indicated in the

Appendix A. The combined technical and financial

score, S, is calculated as follows:- S = St x T % + Sf x P

%. The firm achieving the highest combined technical

and financial score will be invited for negotiations.


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6. Negotiations 6.1 Negotiations will be held at the same address asaddress to send information to the Client indicated

in Appendix A.

6.2 The aim is to reach agreement on all points and signa contract.

6.3 Negotiations will include a discussion of theTechnical and Financial Proposals, the proposed

methodology (work plan), staffing and any

suggestions made by the firm to improve the Terms

of Reference. The Client and firm will then work out

final Terms of Reference, staffing and bar charts

indicating activities, man-months, logistics and

reporting. The agreed work plan and final Terms of

Reference will then be incorporated in the

Description of Services and form part of theContract. Special attention will be paid to getting the

most the firm can offer within the available budget

and to clearly defining the inputs required from the

Client to ensure satisfactory implementation of the

assignment.

6.4 Unless there are exceptional reasons, the financialnegotiations will not involve the remuneration rates

for staff (no breakdown of fees).

6.5 Having selected the firm on the basis of, among otherthings, an evaluation of proposed key professional

staff, the Client expects to negotiate a contract on the

basis of the experts named in the proposal. Before

contract negotiations, the Client will require

assurances that the experts will be actually available.

The Client will not consider substitutions during

contract negotiations unless both parties agree that

undue delay in the selection process makes such

substitution unavoidable or that such changes are

critical to meet the objectives of the assignment. Ifthis is not the case and if it is established that key

staff were offered in the proposal without confirming

their availability, the firm may be disqualified.

6.6 The negotiations will conclude with a review of thedraft form of the Contract. To complete negotiations

the Client and the selected firm will initial the agreed

Contract. If negotiations fail, the Client will invite

the firm whose proposal received the second highest

score to negotiate a contract.


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7 Award ofContract

8 Confidentiality

7.1 The Contract will be awarded following negotiations.After negotiations are completed, the Client will

promptly notify other Consulting Agencies on the

shortlist that they were unsuccessful and return the

Financial Proposals of those Consulting Agencies

who did not pass the technical evaluation.

7.2 The selected firm is expected to commence theassignment on the date and at the location specified

in Appendix A.

8.1 Information relating to evaluation of proposals andrecommendations concerning awards shall not be

disclosed to the Consulting Agencies who submitted

the proposals or to other persons not officially

concerned with the process, until the winning firmhas been notified that it has been awarded the

Contract.


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APPENDIX A

Clause

Reference

1.1 The name of the Client is:

Kenya Electricity Generating Company Limited

P.O. Box 47936, 00100 NAIROBI,

KENYA

The method of selection is: Quality and Cost Based Selection.1.2 Technical and Financial Proposals are requested: Yes

A Technical Proposal only is requested: No

The name of the assignment is: Disaster Risk Management and Business

Continuity plan Consultancy

1.3 The assignment is phased: No

Assignment Programme

a) Desk review and analysis of the existing KenGen policies, procedure andwork instructions related to disaster management and business continuity

programs and existing studies and findings on management

system/framework in the region and energy sector

b) Review the effectiveness of the chain of command arrangements derivedfrom the current disaster response and incident command system and

assess the optimum responsibilities for each level, areas and stations.

c) Review of the experiences and good practices of other countries in theEurope, Asia and Pacific region in the development of disaster/

emergency and business continuity programs, which may be adapted and

made relevant to the context of KenGen

d) Consultation with the National Disaster Management Control Centre andother stakeholders

e) Consultation workshops on framework and infrastructure as appropriate.f) Development of recommendations based on the consultation workshops

to enhance the management system for the disaster risk reduction

g) Provision of technical assistance in the drafting of a policy and manualon disaster management and business continuity program.

h) Conduct companywide awareness and training on the drafted KenGenpolicy on disaster management and business continuity program as well

as test the adequacy of mitigations and controls in place


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i) Review the draft copy and include the results of consultations and testingin the final draft copy

Assignment Outputs(i) An Risk assessment report

This is an assessment report outlining areas for improvement of the policies,procedures and work instructions for disaster risk management and business

continuity programs considering inputs of consultations.

(ii) Draft policy on Disaster preparedness and business continuity programsA detailed draft KenGen policy and manual on disaster preparedness and

business continuity program to be submitted in similar format to the final copy

(iii)Program of execution of consultation, Awareness and training(iv)A detailed final report in English (maximum 40 pages) with a 4 page Executive

Summary and Annexes, including but not limited to:a) Reports from stakeholders consultations with different stakeholders

and organisations;

b) A comprehensive analysis of the current framework and existing gapswithin policies procedures and instructions

c) Analysis of current competences, skills and expertise and existing gapsin implementing and maintenance of disaster and business continuity

programs

d) A comparative study of the process involved in similar organisation inthe energy sector.

e) The implementation actions, proposed responsibilities and programsand opportunities for further improvement

1.4 A pre-proposal conference will be held: YesON 13

th NOVEMBER ,2013 as from 10.00a.m

The name, address, and telephone numbers of the Clients official is:

Supply Chain Manager

Tel :0711036000

Fax: (254) (020) 3666200

Email:[email protected]

[email protected]

[email protected]

1.10 The clauses on fraud and corruption in the Contract are in the General

Conditions of contract, namely 1.8 and 2.6.1 (d)

2.1 Clarifications may be requested up to 5 daysbefore the submission date.The address for requesting clarifications is:
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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Tel :0711036000

Fax: (254) (020) 3666200

Email:[email protected]

cc: [email protected]@kengen.co.ke

3.1 Proposals should be submitted in the following language: English

3.7 Taxes: Applicable taxes include: Value Added Tax (VAT) on

remuneration.

3.10 Proposals must remain valid Ninety (90) daysafter the submission date.

4.2 Please note that lump sum payments are pegged to deliverables and will be

subject to withholding tax deductions.

4.3 The Consulting Body must submit an original and Two(2)additional copies

of each proposal.

4.4 The proposal submission address is:

Company Secretary/Legal and Corporate Affairs Director


7th

Floor Stima Plaza Phase III,

Kolobot Road,P. O. Box 47936 00100,

NAIROBI, KENYA.

Information on the outer envelope should also include: The Disaster Risk

Management and Business Continuity plan Consultancy

4.5 Proposals must be submitted not later than the following date and time:

Date: 21st November 2013

Time: On or before 10.00 a.m.

5.1 The address to send information to the Client is:


Tel :0711036000

Fax: (254) (020) 3666200

Email:[email protected]: [email protected]

[email protected]
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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5.3 The number of points to be given under each of the evaluation criteria are:

(i) Specific experience of the Consulting Body related to

Certification Services

Maximum

Points (40)

(a)Work experience in the energy sector and familiarityand understanding of disaster risk managementrelated scientific, technical, institutional and

legislative issues in the sector (minimum 5 years)

(10 Points)

(b)Demonstrated extensive field experience in disasterenvironments and an in-depth knowledge of

community involvement in disaster risk

management. (minimum 5 years )

(10 Points)

(c)Cumulative experience working with international,national and local governments and private

organizations in the area of disaster risk management

in developed and developing countries (minimum 5years )

(10 Points)

(d)Experience in Project management and implementinggovernance program to ensure the upkeep of

business continuity plans, including the roll-out of

right-sized training and testing (minimum five years)

(10 Points)

(ii)Adequacy of the proposed work plan and methodology in

responding to the ToR

Maximum

Points (30)

(a)Technical approach and methodology (10 points)(b)Quality and adequacy of work plan and within assignment

program

(15 points)

(c)Organisation and staffing (5 points)(iii) Qualification and competence of key staff for the assignment Maximum

Points (30)

(a) Project Manager (The lead consultant to have advanceddegree in disaster risk management or any other related

field with minimum of 10 years experience 5 of which

should be in Risk Management)

(10 points)

(b) Team Composition (The team shall comprise of thefollowing core competencies

i.Risk management and disaster preparednessii.Energy Management

iii.Environmental Managementiv.Social Sciencev.Engineering / Technology

(20points)


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vi.Health and SafetyTotal Points 100

The minimum technical score (St) required to pass is: 80 Points

5.7 The single currency for price conversions is:Kenya Shilling.

The source of official selling rates is:Central Bank of Kenya.

The date of exchange rates is:TheSubmissionClosing Date.

5.8 The formula for determining the financial scores is the following:

Sf = 100 x Fm/F, in which Sf is the financial score, Fm is the lowest price and Fthe price of the proposal under consideration.

The weights given to the Technical and Financial Proposals are:

T= 0.8

P= 0.2

6.1 The address for negotiations is:

Company Secretary, Legal & Corporate Affairs Director,


Stima Plaza, Kolobot Road,

P. O. Box 47936 000100, NAIROBI,

KENYA

7.2 The assignment is expected to commence 14 days after the date the contract

becomes effective.


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SECTION B: TECHNICAL PROPOSAL FORMS

These forms shall include;

i) Technical Proposal submission form.ii) Firms references.iii) Comments and suggestions of Consulting Bodies on the Terms of Reference

and on data, services and facilities to be provided by the Client.

iv) Description of the methodology and work plan for performing the assignment.v) Team composition and task assignments.vi) Format of curriculum vitae (CV) for proposed professional staff.vii) Time schedule for professional personnel.viii)

Activity (work) schedule.


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(i). TECHNICAL PROPOSAL SUBMISSION FORM

[_______________Date]

To: ______________________[Name and address of Client)

Ladies/Gentlemen:

We, the undersigned, offer to provide the certification services for __________________

_______________________________[ Title of Consultation services] in accordance with

your Request for Proposal dated ______________________[Date] and our Proposal. Weare hereby submitting our Proposal, which includes a Technical Proposal [and a

Financial Proposal sealed under a separate envelope

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

_______________________________[Authorized Signature:]

________________________________[Name and Title of Signatory:]

_________________________________[Name of Firm:]

_________________________________[Address:]


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(ii). FIRMS REFERENCES

Relevant Services Carried Out in the Last Five Years That Best Illustrate Qualifications

Using the format below, provide information on each assignment for which your firm eitherindividually as a corporate entity or in association was legally contracted.

Assignment Name: Country:

Location within Country: Professional Staff provided by Your

Firm/Entity(profiles):

Name of Client: No. of Staff:

Address: No of man-months; Duration of Assignment:

Start Date

(Month/Year):

Completion Date

(Month/Year) Approx. Value of Services (Kshs)

Name of Associated Firms. If any: No. of Months of Professional Staff provided

by Associated Firms:

Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions

Performed:

Narrative Description of project:

Description of Actual Services Provided by Your Staff:

Firms Name: ___________________________________

Name and title of signatory; ________________________


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(iii). COMMENTS AND SUGGESTIONS OF CONSULTING BODIES ON THETERMS OF REFERENCE AND ON DATA, SERVICES AND FACILITIES TO

BE PROVIDED BY THE CLIENT

On the Terms of Reference:

1.

2.

3.

4.

5.

On the data, services and facilities to be provided by the Client:

1.

2.

3.

4.

5.

(iv) DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FORPERFORMING THE ASSIGNMENT


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(v). TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff

Name Position Task

2. Technical/Managerial Staff

Name Position Task


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(vi). FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

Proposed Position: _______________________________________________________________________________________

Name of Firm: _______________________________________________________________________________________

Name of Staff: _______________________________________________________________________________________

Profession: _______________________________________________________________________________________

Date of Birth: _______________________________________________________________________________________

Years with Firm: _______________________________________ Nationality: _________________________________

Membership in Professional Societies: _______________________________________________________________________

Detailed Tasks Assigned: __________________________________________________________________________________

Key Qualifications:

[Give an outline of staff members experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevantprevious assignments and give dates and locations].

Education:

[Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degree[s]obtained.]


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Employment Record:

[Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, givingdates, names of employing organizations, titles of positions held, and locations of assignments.]

Certification:

I, the undersigned, certify that these data correctly describe me, my qualifications, and my experience.

_________________________________________________________________________________________

Date: ___________________________________________________________________________________

[Signature of staff member]

_________________________________________________________________________________________

Date; ______________

[Signature of authorised representative of the firm]

Full name of staff member:__________________________________________________________________

Full name of authorized representative: _________________________________________________________________


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(vii). TIME SCHEDULE FOR PROFESSIONAL PERSONNEL

Months (in the Form of a Bar Chart)

Name Position Reports Due/ Activities

1 2 3 Number of Weeks

Reports Due: _________________________________________________________________________

Activities Duration: ___________________________________________________________________

Signature: ___________________________________________

(Authorized representative)

Full Name: ___________________________________________

Title: ___________________________________________

Address: ___________________________________________


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(viii). ACTIVITY (WORK) SCHEDULE(a). Field Investigation and Study Items

[1st,2nd,etc, are months from the start of assignment)1

st 2

nd 3

rd

Activity (Work)


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(b) Completion and Submission of ReportsReports Proposed Date

1. Risk assessment Report Fourteen days (14) days after the consultation workshop

2. Draft Report Fourteen days (14) before conducting the testing of the Disaster management and continuity plans3. Brief monthly Progress reports Seven (7) days or earlier after the end of calendar month4. Final Draft Report Fourteen days (14) after review of draft report which includes the results of testing the BCP


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SECTION C: FINANCIAL PROPOSAL - FORMS

These forms section shall include;

(i). Financial Proposal submission form.(ii). Summary of costs(iii). Breakdown of price per activity.(iv). Breakdown of renumeration per activity.(v). Reimbursables per activity.(vi). Miscellaneous expenses.


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(i). FINANCIAL PROPOSAL SUBMISSION FORM

________________[ Date]

To: ______________________________________

______________________________________

______________________________________

[Name and address of Client]

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for (____________) [Title of consulting services]in accordance with yourRequest for Proposal dated (__________________) [Date] and our Proposal. Our attached Financial Proposal is for the sum of(_________________________________________________________________) [Amount in words and figures] inclusive of the taxes.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

_____________________________[Authorized Signature]:_____________________[Name and Title of Signatory]:

_______________________[Name of Firm]

______________________[Address]


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(ii). SUMMARY OF COSTSCosts Amount (Kshs)

Subtotal

Taxes

Total Amount of Financial Proposal

(iii). BREAKDOWN OF PRICE PER ACTIVITY

Activity NO.: _______________________ Description:_________________________

Price Component Amount(s)

Remuneration

Reimbursables

Miscellaneous Expenses

_______________________________

Note: The above rates are inclusive of all taxes


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(iv). BREAKDOWN OF REMUNERATION PER ACTIVITY

Names Position Remuneration Rate Amount

Staff

(i)(ii)

Grand Total


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(v). REIMBURSABLES PER ACTIVITYActivity No: ________________________________ Name: ______________________

No. Description Unit Quantity Unit Price Total Amount

1.

2.

3.

4.

Air travel

Road travel

Rail travel

Subsistence Allowance

Trip

Kms

Kms

Day

Grand Total

Note: In computing road travel, please take note of the distances between stations as follows:-

For Eastern Hydros 7 forks (Masinga, Kamburu, Gitaru, Kindaruma, Kiambere), take the distances between from Gitaru (focal point) and the

other stations as 37, 12, 32, and 33 KMs respectively.

For Eastern Hydros upper Tana (Tana, Sagana, Wanjii & Mesco), take the distances between from Wanjii (focal point) and the other stations as40, 85 and 40 KMs respectively.

For Western Hydros (Turkwel, Sosiani, Sondu, Gogo,), take the distances between from Sondu (focal point) and the other stations as 375, 235,

and 180 KMs respectively. Also note you shall need a Four Wheel Drive vehicle between Migori and Gogo.


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MISCELLANEOUS EXPENSES

Activity No: ______________________________ Activity Name: _______________________

No. Description Unit Quantity Unit Price Total Amount

1.

2.

3.

4.

Communication costs(telephone, telegram, telex)

Drafting, reproduction of

reports

Equipment: computers etc

Software

Grand Total


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SECTION D: TERMS OF REFERENCE

This section contains the following;

(a) Background,(b) Scope of works,(c) Time requirement,(d) Implementation programme, and(e) Reporting requirements.


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TERMS OF REFERENCE FOR CONSULTATION SERVICES

1.IntroductionKenGen is the largest electrical energy supply in Kenya utilizing hydro, thermal, geothermal

and wind energy in different parts of the country and embraces the principles and practice of

continual improvement in its management systems. KenGen seeks to reduce the risk and loss

associated with natural and technological hazards and the effects of climate change to

enhance its mandate in provision of energy in the country for sustainable development and

realization of the countries vision 2030. The disaster risk management work is centered

around capacity enhancement for key institutions, policy formulation process, capacity

building, mainstreaming of disaster risk reduction into KenGen strategic and operational

plans among others.

OBJECTIVES OF THE ASSIGNMENT

The overall objective of the consultancy is to support KenGen functions in the organization in

reviewing and assessing the existing disaster risk management and business continuity

framework and seek to provide policy recommendations to enhance the institutional and

systems/framework for disaster risk management, and formulating the infrastructure and

capacities in disaster risk management and other related documents that result in an enhanced

System that provided a common platform for all Disaster Management stakeholders to work

under.

RATIONALE/JUSTIFICATION

Whereas regulatory affairs and several other departments have continued to implement

various programmes targeting disaster risk management, these efforts have been undermined

by lack of a clearly defined framework of engagement. Often, there is duplication of efforts

and resources due to indistinctness over roles played by various players and departments

before, during and after disasters. Monitoring of results is also difficult with no agreed

objectives. Limited information on stakeholders engaged in mitigation and prevention

activities makes planning and coordination challenging. The existing strategies have in most

cases been sectional and narrowly focused, hence the need for a comprehensive strategy that

creates coherence, optimizes on synergies and impacts.

A corporate strategy backed by an action plan will lay out the overall goal, vision, mission,

priorities and objectives for the disaster risk management providing an instrument and

framework for systematic engagement. In addition, the plan will identify the key players in

disaster risk reduction, their comparative capacities and strengths, resources that each bring

and their specific outputs to ensure a coordinated approach to issues of disaster management.

The accompanying plan of action will be developed complete with logic models and outcome

indicators for easy monitoring and evaluation. This strategy is expected to guide and ensure

that lessons learnt from previous interventions are utilized to address the current weaknesses


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in disaster risk reduction and recovery and recommend interventions for mainstreaming into

sustainable operations.

KenGen Operational Facilities

KenGen has 6 divisions, namely, Regulatory Affairs, Human Resources & Administration,

Operations, Business Development, Finance & Commercial, Corporate Affairs/Company

Secretary and Managing Directors office. Transformation monitoring Office, Protective

Services & Investigations and Internal Audit are under the Managing Directors office.

Currently, KenGen has approximately 2000 employees.

KenGen business is grouped into Stima (Head office and Central workshop), Central

Operations Area (Embakasi Gas Turbines, Garissa and Ngong Wind Power Stations),

Eastern Hydros (7 forks and Upper Tana mini Hydros), Olkaria (Geothermal Resource

Development GRD and Olkaria Operations), Western Hydros (Sondu, Turkwel, Sosiani &

Gogo) and Thermal (Kipevu I and Kipevu III). All comprise of a set of power stations exceptStima Area. In each group, risk is managed through the operations manager.

KenGens generation system comprises of Hydroelectric, Geothermal, Thermal and Wind

power generation sources. Further we conduct drilling for geothermal resources. Table 1

below details the Grouping, installed capacity per station and road distances.

Group Plants Installed

Capacity (MW)

Distance from

Nairobi (Km)

Stima Area Head Office N/A N/ACentral Workshop N/A 14

Eastern Hydro 7 Forks Masinga 40.0 121

Kamburu 94.2 165

Gitaru 225.0 176

Kindaruma 40.0 185

Kiambere 144.0 228

Eastern Hydros upper Tana Wanjii 7.4 80

Sagana 1.5 150

Mesco 0.38 80Tana 20 65

Western Hydros Turkwel 106.0 530

Sondu 60.0 345

Gogo falls 2.0 495

Sosiani 0.4 340

Geothermal Olkaria I 45.0 130

Olkaria II 70.0 130

Olkaria GRD N/A 130


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Thermal Kipevu Diesel 73.5 500

Kipevu III 120 500

Lamu 2.78 865

Garissa 3.6 400

Embakasi Gas

Turbines

60 14

Ngong Wind 5.45 26

2. Scope of WorkKenGen will appoint a Disaster Risk Management Committee (DRMC) which will

monitor, review and guide the development of companywide disaster risk management

strategic plan. The DRMC shall coordinate and guide the activities of the consultant

The consultant shall review and analyze the existing KenGen policies, infrastructure,

procedure and work instructions related to disaster management and business continuity

programs and their effectiveness. Consultations with other key players in the industry and

disaster management shall be conducted to come up with effective mitigations and

controls

The consultant will regularly update the DRMC on the progress at least monthly and

develop programs and plans which shall be subjected to testing to evaluate their

effectiveness. Reports required as output in this undertaking shall be prepared and

reviewed

3. Reporting and Consultation Requirements

KenGen shall submit to the Consulting Agency all requested documents needed for the

Consultation process. The Consulting Agency shall submit the Reports within stipulated

periods. Report shall be deemed submitted when in form and manner acceptable by the client

and shall be submitted to the project manager, The Manager, Technical Assurance and

Quality and shall also highlight any issues that may require guidance from KenGen.

The consulting agency shall ensure that the final draft report is submitted within seven (7)

calendar months from the commencement of the project


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SECTION E: FORM OF CONTRACT

ANNEX I

SAMPLE CONTRACT FOR RE-CONSULTATION SERVICES

SMALL ASSIGNMENT(LUMP-SUM PAYMENTS)


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SAMPLE CONTRACT FOR CONSULTATION SERVICES

SMALL ASSIGNMENT

LUMP-SUM PAYMENTS

CONTRACT

This Agreement, [hereinafter called the Contract) is entered into this

_____________[Insert starting date of assignment], by and between

________________________________________[Insert Clients name] of [or whose

registered office is situated at]____________________________________________[insert

Clients address](hereinafter called the Client) of the one part AND

____________________________________________ [Insert Consulting bodys name] of

[or whoseregisteredoffice is situated at]_____________________________________[insert

Consulting bodysaddress](hereinafter called the Consulting body) of the other part.

WHEREAS the Client wishes to have the Consulting body perform the services [hereinafter

referred to as the Services, and

WHEREAS the Consulting body is willing to perform the said Services,

NOW THEREFORE THE PARTIEShereby agree as follows:

1. Services (i) The Consulting body shall provide the personnel listed in

Section B, Team Composition and Task Assignments, toperform the Services.

(ii) The Consulting body shall perform the Services specified in

Section D, Terms of Reference and Scope of Services, which

is made an integral part of this Contract.

(iii) The Consulting body shall submit to the Client the reports in

the form and within the time periods specified in Section D,

Terms of Reference and Scope of Services.

2. Term The Consulting body shall perform the Services during the period

commencing on_____________ [Insert starting date] and continuing

through to_____________ [Insert completion date], or any other

period(s) as may be subsequently agreed by the parties in writing.

3. Payment A. Ceiling

For Services rendered pursuant to Appendix A, the Client shall

pay the Consulting body an amount not to exceed___

_____________ [Insert amount]. This amount has been

established based on the understanding that it includes all of the

Consulting bodys costs and profits as well as any taxobligation that may be imposed on the Consulting body.


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B. Schedule of PaymentsThe schedule of payments is specified below.

40% of Consultation Contract priceupon submission of anassessment report outlining areas for improvement of the

policies, procedures and work instructions for disaster risk

management and business continuity programs.

40% of Consultation Contract price upon submission of a

draft KenGen policy on disaster and business continuity

program.

20% of Consultation Contract price upon submission final

KenGen policy on disaster and business continuity program.

C. Payment ConditionsPayment shall be made in Kenya Shillings no later than thirty

[30] days following submission by the Consulting agency of

invoices in duplicate to KenGen.

4. Project A. Coordinator.

Administration

The Client designates Mr. Henry Ithiami as Clients

Coordinator; the Coordinator will be responsible for the

coordination of activities under this Contract, for acceptance

and approval of the reports and of other deliverables by the

Consulting Body and for receiving and approving invoices for

payment.

B. Reports.The reports listed in Section D, Terms of Reference and Scope

of Services, shall be submitted in the course of the assignment

and will constitute the basis for the payments to be made underparagraph 3.

5. Performance The Consulting body undertakes to perform the Services with

Standards the highest standards of professional and ethical competence

and integrity. The Consulting body shall promptly replace any

employees assigned under this Contract that the Client

considers unsatisfactory.

6. Confidentiality The Consulting body shall not, during the term of this Contract

and within two years after its expiration, disclose any

proprietary or confidential information relating to the Services,


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this Contract or the Clients business or operations without the

prior written consent of the Client.

7. Ownership of Any studies, reports or other material, graphic, software

Material or otherwise prepared by the Consulting body for the Client

under the Contract shall belong to and remain the property ofthe Client. The Consulting body may retain a copy of such

documents and software with agreement with the client. The

Consulting body shall not use any information gathered during

implementation of the assignment without prior approval of the

Client.

8. Insurance The Consulting body will be responsible for taking out any

appropriate insurance coverage.

9. Assignment The Consulting body shall NOT assign this Contract or sub-

contract any portion of it without the Clients prior writtenconsent.

10. Law Governing The Contract shall be governed by the laws of Kenya and

Contract and the language of the Contract shall be English Language.

Language

11. Dispute Any dispute arising out of the Contract which cannot be

Resolution amicably settled between the parties shall be referred by either

party to the arbitration and final decision of a person to be

agreed between the parties. Failing agreement to concur in the

appointment of an Arbitrator, the Arbitrator shall be appointed

by the chairman of the Chartered Institute of Arbitrators, Kenya

branch, on the request of the applying party.

FOR THE CLIENT FOR THE CONSULTING BODY

Full name; ______________________________ Full name;______________________

Title: ___________________________________ Title: ____________________________

Signature;______________________________ Signature;____________________

Date;___________________________________ Date;_________________________


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MANDATORY CONFIDENTIAL BUSINESS QUESTIONNAIRE

(Must be filled by all applicants or tenderers who choose to participate in this tender)

Name of Applicant (S)

You are requested to give the particulars in Part 1 and either Part 2 (a), 2 (b) or 2 (c), whichever applies to yourtype of business. Part 2 (d) to part 2(i) must be filled.

You are advised that giving wrong or false information on this Form will lead to automatic disqualification /

termination of your business proposal at your cost.

Part 1 GeneralBusiness Name:..

Certificate of Incorporation / Registration No.

Location of business premises:.. Country ..

Physical address .Town

Building Floor

Plot No. .Street / Road ..

Postal Address Postal / Country CodeTelephone Nos Fax Nos. .

E-mail address Website

Contact Person (Full Names) Direct / Mobile Nos. ..

Title Power of Attorney (Yes / No) If Yes,attach written document.

Nature of Business (Indicate whether manufacturer, distributor, etc) ...

(Applicable to Local suppliers only)

Local Authority Trading License No. Expiry Date

Value Added Tax No..

Value of the largest single assignment you have undertaken to date (US$/KShs)Was this successfully undertaken? Yes / No. .(If Yes, attach reference)

Name (s) of your banker (s)

Branches Tel Nos. .

Part 2 (a) Sole ProprietorFull names ......

Nationality Country of Origin ......

*Citizenship details .....

Company Profile (Attach brochures or annual reports in case of public companies)

Part 2 (b) PartnershipsGive details of partners as follows:

Full Names Nationality Citizenship Details Shares

1. ..

2. ....3. .

4 .. .. .

Company Profile .(Attach brochures)

Part 2 (c) Registered CompanyPrivate or public .

Company Profile .(Attach brochures or annual reports in case of public companies)

State the nominal and issued capital of the Company

Nominal KShs ...

Issued KShs ...

List of top ten (10) shareholders and distribution of shareholding in the company.


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Give details of all directors as follows:-

Full Names Nationality Citizenship Details Shares

1. ..

2 ......

3 ......

4 ......

Part 2 (d) DebarmentI/We declare that I/We have not been debarred from any procurement process and shall not engage in any

fraudulent or corrupt acts with regard to this or any other tender by KenGen and any other public or privateinstitutions.

Full Names

Signature

Dated this day of 2012.

In the capacity of

Duly authorized to sign Tender for and on behalf of

Part 2 (e) Criminal OffenceI/We, (Name (s) of Director (s)):-

a) ...b) ....c) d)

have not been convicted of any criminal offence relating to professional conduct or the making of false

statements or misrepresentations as to its qualifications to enter into a procurement contract within a period of

three (3) years preceding the commencement of procurement proceedings.

Signed

For and on behalf of M/s

In the capacity of

Dated this day of .2012.Suppliers / Companys Official Rubber Stamp

Part 2 (f) Conflict of InterestI/We, the undersigned state that I / We have no conflict of interest in relation to this procurement:

a) b) c) d) e)

For and on behalf of M/s

In the capacity of Dated this day of .2012

Suppliers / Companys Official Rubber Stamp

Part 2 (g) Interest in the Firm:Is there any person / persons in KenGen or any other public institution who has interest in the Firm? Yes / No?

.. (Delete as necessary)Institution .

(Title) (Signature) (Date)Part 2(h) ExperiencePlease list here below similar projects accomplished or companies / clients you have supplied with similar items

or equipments in the last two (2) years.

Company Name Country Contract/ Order No. Value


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1. ...

2. .. . ....

3. .... .

Contact person (Full Names) . E-mail address.

Cell phone no . (Note:The person should be at the level of director)

*Attach proof of citizenship* Attach certified copies of the following documents:

a) Previous orders from companies supplied beforeb) Certificate of Incorporation / Registrationc) Tax Compliance Certificate (for local suppliers)d) Audited Financial Statements / Accounts for the last two (2) yearse) Valid Local Authority / Trade License (for local suppliers)f) The Power of Attorney if the enterprise is a joint venture

*The above documents should be submitted if they are applicable to bidder.

Part 2(i) Declaration

I / We, the undersigned state and declare that the above information is correct and that I / We give KenyaElectricity Generating Company Limited authority to seek any other references concerning my / our company

from whatever sources deemed relevant, e.g. Office of the Registrar of Companies, Bankers, etc.

Full names

Signature

For and on behalf of M/s ..

In the capacity of

Dated this day of .2012.

Suppliers / Companys Official Rubber Stamp