REPUBLIC OF KENYA COUNTY GOVERNMENT OF MACHAKOS P.O. BOX MACHAKOS COUNTY TREASURY TENDER NO. GMC/EOI/77/ EXPRESSION OF INTEREST

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1 REPUBLIC OF KENYA COUNTY GOVERNMENT OF MACHAKOS P.O. BOX MACHAKOS COUNTY TREASURY TENDER NO. GMC/EOI/77/ EXPRESSION OF INTEREST FOR INTERGRATED COUNTY REVENUE COLLECTION AND MANAGEMENT SYSTEM FOR 4 SUB-COUNTIES (Machakos, Kathiani, Kangundo and Matungulu.) DEADLINE FOR SUBMISSION IS ON: 26 TH JANUARY 2016 AT 11.00AM

2 INTRODUCTION The County Government of Machakos was established by the Constitution of Kenya 2010, article 176. The County covers an area of 6,208 km 2 with a population of 1,098, 584 (2009 National Census). The County of Machakos consists of five (4) Town Boards including Machakos, Kathiani, Kangundo and Matungulu. PROBLEM STATEMENT The County Government of Machakos wishes to implement a revenue collection system that stops revenue leakages, ensures adequate information to the County customers, maximizes on revenue collection to support the Government s development agenda and services delivery to her citizens. The proposed solution should ensure transparency of the revenue collection processes, embedded control mechanisms, data security and reliability. OBJECTIVES OF THE REVENUE COLLECTION SYSTEM The specific objective of the assignment will be to deploy a revenue collection solution that meets the following minimal features. Supports collection from multiple revenue streams including single business permits, market stalls, parking fees, real estates, land rates, etc. Works within existing communication infrastructure and does not contravene any existing laws Provides real time transaction reports on a secure central server that must be accessible on web and mobile platforms. Integrates with existing key systems including MS Dynamic ERP system, IFMIS, IPPD, G-Pay, IB, LAIFOMS, and SMS Gateway Systems. Maps the County revenue sources including real estate property, market stalls, etc. Supports both cash and cashless options including mobile money, credit cards, etc. Works in both online and offline modes as a safeguard from network failures. Facilitates supervision, monitoring and enforcement. Provides adequate information to payers (customers).

3 SCOPE OF WORK Required Solution: Description The required solutions for revenue management system are briefly summarized in this section. Revenue Collection solution The Revenue Collection Solution should provide a generic web enabled platform for the collection of revenue under various account heads, and provides ready interfaces with electronic payment gateway providers to interface with a multitude of payment options, including, credit/debit cards, online banking, mobile money, e-wallet, smart cards, etc. The system should provide multiple secure payment options; automate bill/receipt generation, apart from monitoring revenue collections under various revenue heads on real time basis. Key Requirements for Revenue Collection Module The system is expected to have but not limited to the following: a. Provide an electronic platform for collection of revenue in the entire county, be online and accessible in all revenue collection centers within the county and have the capability to operate in offline mode and scalable data sync. b. Be able to capture already existing information from current systems that are being used e.g.(laifoms). c. Have provision for multiple payment options across different providers including mobile money platforms, digital kiosks, banks, e-payments options (online transactions) and agents automated and have automated reconciliation functions. d. Flexible, scalable, parameter driven and customizable solution to meet the unique requirements Government of Machakos County. e. Provide Role based system access and permissions for improved security. f. Take all measures to ensure a secure cash management process and transaction security as stipulated in SLA. g. Provision of reports and dashboards for real-time monitoring of revenue collected from each revenue source and seamless customization of reports according to county needs. h. Have a complete auditing capabilities to facilitate sound public Finance management by automating the entire process from collection to integration with IFMIS to bank account Reconciliation i. Able to provide remote/mobile capabilities: Lightweight devices with attached printer (POS) for generation of instant receipts that are legible, accurate and electronically verifiable. j. Easy to use for citizens and Machakos County Government staff and accessibility via different platforms such as Web, WAP, USSD, Android, Windows and other platforms. k. Ability to integrate with existing and future back office systems at Machakos County Government.

4 l. Compliance with existing laws and regulations including CBK and CAK regulations, and taxation requlations m. Compliance with international globally accepted standards for systems security and payments. n. The system must have room for integration with other County functions management systems like GIS i.e. land and plot rates mapping. o. Cater for all the current revenue streams such as parking, markets, rates, rent, billboards, permits etc. with provision to add future streams without system modification p. Accessible at County headquarters and all revenue collection points in all sub counties q. Ability to perform real-time automatic backups and automatic data redundancy checks. r. Have a customer's portal to allow citizens to interact with the county, view status of applications and pay for services online. s. Have optimal (99.9%) uptime. t. To provide guidance and support for any pre-implementation activities that the government needs to undertake for the roll out of the solution. u. To offer support and maintenance of the system as per stipulated in the SLA. v. To offer training of staff on the use, management and troubleshooting of the solution. w. The service provider (vendor) undertakes to continuously upgrade their electronic revenue collection system to support new and future technologies in the contract period. x. Able to integrate to Health management system and other county systems. Evaluation Criteria The Bidders will be evaluated based on the following criteria. Mandatory Preliminary Requirements SNo. Requirement Response 1. Copy of certificate of incorporation/registration 2. Copy of valid single business permit 3. Copy of tax compliance certificate 4. Copy of VAT/PIN certificate 5. Number of Copies (2 hard copy documents and 1 CD-R including the soft copy of the submitted tender documents {technical and financial}) 6. Validity of Tender to be specified 8. Audited and Signed Financial Statements / Accounts for the past 2 financial years 11. Copies / Evidence of Past Clients on related work(s) / revenue(s) 12. Engage in provision of services in areas of work relating to software development and financial services

5 13. Must have internationally recognized quality process certifications and proof of that has to be supported/ submitted. 14. In case of a joint venture /consortium, the bidding team can collectively/individually fulfill the below eligibility criteria. However in case of a prime and subcontractor arrangement prime member should solely fulfill individual eligibility criteria. NOTE: Response Fully Supported (FS), Can be Supported (CS), Not Supported (NS). Note some responses require more details such as dates, pages within proposal where clear description is demonstrated. Any bidder who satisfactorily satisfies above requirements will be subjected to next stage on technical evaluation Technical Evaluation Criteria No. Item % Score 1 Company Profile 5 2 Company s Technical Capacity/Accomplished Revenues/Past Clients 5 3 Company s Engineers Technical Capacity 10 4 Specific experience of the bidder related to similar assignments 15 5 Proposed Detailed Solution 45 6 Project Methodology 5 7 Project Timeline/Schedule 5 8 Training 10 Total 100 Mandatory Technical Requirements SNo. Mandatory Technical Requirements Response GENERAL SUPPORT Confirmation that the solution will be customized and installed in County s Data Centre (locally hosted or co-located) Supports and fully handles online administration of Single Business Permits (Registration and download of license itself) Supports and fully handles online Property Registration and Handling of Land Rates and associated services.

6 The proposed system will be able to allow Property Owners Register Online on the system for ease of management of own accounts with the County Proposed Solution will support revenue collection stipulated on Current Revenue Streams of the County Supports and Fully handles House Tenants Online Registration and Interaction Business Intelligence (BI) - Online Dashboard for each system user (i.e. clients, County staff should have customized screen display depending on functions assigned) Provision for flexible payment (Mobile Payments, Bank Deposit etc) options for County clients to allow for minimal cash handling by County Staff Knowledge transfer plan including user participation for the related County Ministries Payment solution shall be integrated to the Online Solution Installed in County s Data Centre for ease of reconciliation and more real-time reporting on revenue streams Provision of Handheld (POS) devices which prints receipts and the same time transmits data on GSM or online to County s Data Centre Mobile Application for the revenue management system Solution Unstructured Supplementary Service Data (USSD) for the revenue management system Solution The proposed system should have online/offline capabilities. Must be able to work with our current revenue account, without having to switch to another bank account Comply with Communication Authority of Kenya [CAK] regulations regarding communications such as mobile communications, wireless communication, e.t.c. CASHFLOW MANAGEMENT AND FUNDS REQUISITION Proposed Solution must support Cash and Bank Reconciliation and Management of Cash Position by the County Proposed Solution must support County Entities to Request for Funds to the County Treasury online Proposed Solution must support County Treasury to requisition for funds from National Treasury (support the process) Comply with all Central Bank of Kenya (CBK), regarding mobile transactions as regulatory framework, as well as commission on revenue allocation guidelines. SUPERVISION, MONITORING AND ENFORCEMENT SUPPORT

7 Envisaged system should allow for surveillance to be opened up to as many people (user sessions) as possible through online platform and use of GSM Parked vehicles can be confirmed using GSM (SMS vehicle number plate with street details) and/or using a Mobile App (allows confirmation of the vehicle number plate and street be used to verify status of parking) and/or use of automated number plate recognition for payment verification Barcodes or QR Codes and other security features shall be integrated to Online Business Licenses to allow use of smart phones by County officials to confirm their status All building plans and physical plan approvals shall be verified using online generated certificates INTEGRATION AND COMPLIANCE TO STANDARDS Ability to integrate with existing systems (such as LAIFOMS, County Health Management Information System, IFMIS for information migration) and future back office systems of the County System should be compliant with set government single chart of accounts (GSCA) as stipulated in the technical specifications of this document Detailed Implementation Plan with clear timelines, clear roles of organizations / parties GIS application integrated with the revenue collection solution for property rates management NOTE: Above features require technical description of demonstration in separate section while responding to qualify any response as - Fully Supported (FS), Can be Supported (CS), Not Supported (NS). DELIVERABLES The assignment should ensure the following deliverables: a) Supply, installation of the solution which includes servers, hardware and software. b) A revenue collection solution with 99.9% availability. c) Technical and operational training to County Government revenue staff and the system administrators. d) Appropriate documentations and manuals. e) Minimum of one year hardware and software warranty with comprehensive service level agreement and a 24/7 local technical support.

8 SUBMISSION OF PROPOSALS Application for this expression of interest must be submitted in two plain sealed envelopes (marked original and copy) and titled: Expression of Interest for Intergrated County Revenue Collection and Management System Only those bidders that comply with the mandatory requirements listed above shall be considered for Technical evaluation. Only those bidders who comply those bidders who comply with the technical requirements shall be requested to submit the Financial proposal The proposals should be addressed to:- Ag. County Secretary P. O. Box Machakos Proposals must be submitted and deposited in the tender box at the Machakos County Town Hall located off Ngei Road on or before 26 January, 2016 at AM