THE JUBILEE INSURANCE COMPANY LTD.

REQUEST FOR PROPOSAL (RFP)

TENDER FOR PROVISION OF FRAUD MANAGEMENT

SOLUTION (FMS)

Release Date: 11th April 2017

Last Date for Receipt of Tenders: 25th April 2017

 ACKNOWLEDGEMENT OF RECEIPT OF THE TENDER AND PARTICIPATION

This form serves as an acknowledgement of receipt of the tender and participation.

This page is to be completed immediately on receiving the document and a scan copy e-mailed
to procurement@jubileekenya.com

Firms that do not register their interest immediately in this manner may not be sent the RFP
addenda should any arise.

Item Tenderer Details

Name of Person

Organization Name

Postal Address

Tel / Mobile No.

Email Address (this e-mail address

should be clearly written as
communication with bidders shall
be through e-mail)

Signature

Date

Company Stamp

RFP for FMS 1-1 Issue 1.0 | April 2017

TABLE OF CONTENTS

Chapter Description Page

1 INTRODUCTION 1-3
1.1 Overview of the Project 1-3
1.2 Purpose and background 1-3
1.3 Scope and object 1-3
2 EXPECTED DELIVERABLES 2-4
2.1 Architecture Design and Coding 2-4
2.2 Documentation. 2-4
2.3 Testing and Acceptance. 2-4
2.4 User Training. 2-4
2.5 Project Handover. 2-4
2.6 Maintenance and Support 2-4
2.7 Timelines 2-4
3 SPECIFICATIONS OF THE SERVICE AND PRODUCT TO BE PURCHASED. 3-4
3.1 General Specification. 3-4
3.2 Fraud detection 3-6
3.3 Network/Link Analysis 3-8
3.4 Detailed Investigation & Case Management. 3-8
3.5 Reporting 3-9
4 SUBMISSION OF PROPOSALS 4-11
4.1 RFP Coordinator 4-11
4.2 Expected schedule of procurement activities 4-12
4.3 Compulsory clarification meeting 4-12
4.4 Proposal copies 4-12
4.5 Deadline & submission 4-12
4.6 Revisions to the RFP 4-13
4.7 Responsiveness 4-13
4.8 Most favourable terms 4-13
4.9 Proposal conditions 4-13
4.10 Proposal contents 4-15
4.11 Eligibility Criteria 4-15
4.12 Technical Proposal 4-15
4.13 Financial proposal 4-16
4.14 Evaluation procedure 4-16
4.15 Preliminary / Mandatory requirements 4-16
4.16 Evaluation of technical proposal 4-16
4.17 Due diligence 4-16
4.18 Negotiations 4-17
4.19 Notification to Tenderers 4-17

RFP for FMS 1-2 Issue 1.0 | April 2017

1 INTRODUCTION
1.1 Overview of the Project
The Jubilee Insurance Company of Kenya Ltd (JICK) is looking to improve its fraud detection
strategy by investing on technology and automating detection processes.

Fraud and abuse are widespread and very costly to Kenya's insurance industry. The premium in
all business line has been increasing but the business continues to make losses, a situation
attributed to insurance fraud.

It is known that fraud exists but the level of fraud is not known. This is due to inadequate information
on the prevalence of insurance fraud particularly on the forms and financial loses in Kenya and
the region.

It is against this background that The Jubilee Insurance would want improve its detection
mechanism and measure the extent of fraud within it business functions through automation and
deployment of technology.
1.2 Purpose and background
The Jubilee Insurance Company of Kenya Limited hereby invites Proposals for provision of Fraud
Management Solution (FMS)
The Jubilee Insurance Co. Ltd intends to award one contract to a suitable provider (hereafter
referred to as the Consultant) to provide the services described in this RFP.
The services are required to ensure the successful implementation of the Project that delivers the
following:
 Project management to deliver the project from inception to close-out
 Project and contract administration.
 Cost management that achieves value for money.
1.3 Scope and object
This technical specifications document has been prepared to provide a basis for an
infrastructure that will enable the consultancy and license purchase that is required to detect
personal and organizational misbehaviours (frauds), convey misbehaviour (fraud) scenarios,
verify the scenarios with predictive and hybrid models and keep the models updated. The
software, hardware, application/implementation, consultancy and training required for the
solution shall be provided by the supplier firm.

The overall aim of the project are:

 Automate fraud detection process
 Enhance network/link analysis among the various business functions, service providers,
customers, staff, agents/brokers etc.
 Manage investigation and improve efficiency of the investigation team.

RFP for FMS 1-3 Issue 1.0 | April 2017

2 EXPECTED DELIVERABLES
2.1 Architecture Design and Coding
 Performance of the Fraud Detection Solution shall be optimized and the vendor shall use the
latest trends software application design and development.
 Vendor shall create prototypes before final programming stage with focus on usability features
 The software shall be integrated into all Jubilee Insurance business databases.
 The fraud Detection application shall conform to Jubilee Insurance brand colors and
standards.
 Vendor shall provide creative input to the development process and suggest appropriate
additional features.
2.2 Documentation.
 Vendor shall provide complete documentation of the system including configuration
documentation and installation guide/ SOPs which should clearly state how to manage the
App, environment and its configuration.
2.3 Testing and Acceptance.
 Vendor shall develop quality assurance plan and ensure its implementation.
 Vendor shall ensure that the Fraud Management Solution (FMS) is robust and offer technical
support for any software issues that may arise, including but not limited to bug fixes and
updates.
 Security of the Fraud Management System (FMS) should be assured.
2.4 User Training.
 Vendor shall provide system administrator training and develop a user manual and training
plan for all users.
2.5 Project Handover.
 Upon acceptance, vendor shall hand over software source code, migrate the system to any
specified location and transfer all user rights to Jubilee Insurance.
2.6 Maintenance and Support
 Vendor shall provide a warranty on the software developed and provide a service level
agreement to ensure quality support as and when required.
2.7 Timelines
The project to be completed within the timeline stated in the RFP.
3 SPECIFICATIONS OF THE SERVICE AND PRODUCT TO BE PURCHASED.
3.1 General Specification.
 Fraud management solution (FMS) shall detect individual (real time and opportunist) and
multiple (planned and organized) fraud management attempts.

RFP for FMS 3-4 Issue 1.0 | April 2017

  Proposed solution shall provide a platform to manage different types of fraud attempts such as
in claims, underwriting, finance and payments such as Travel & Expense and Procurement in one
platform.
 Proposed solution shall provide users to utilize various detection practices (Predictive methods,
rule based detection mechanism, calibration and simulation, case management, network
analysis) integrated into one platform.
 Proposed solution shall enable users use model outputs and rule based detection mechanisms
integrated to one another.
 Proposed solution shall enable users perform real time Calibration and Simulation.
 Proposed solution shall detect all records that have a high risk of fraud by utilizing various data
sources, parties and transactions, and shall respond immediately.
 Proposed solution shall perform fraud detection both on real time (the time transaction is done)
and high speed batch basis.
 New scenarios shall be added to the system easily. Rules shall be changed by system users i.e.
fraud analysts.
 Proposed solution shall contain resource and task management functions for managing the
tasks assigned to the users.

 Proposed solution shall enable inspection of the various parties that are related to the suspicious
transactions i.e. network analysis.

 Proposed solution shall have a geo-spatial analysis function.

 Proposed solution shall have a user friendly interface.

 Fraud management solution shall use an in-memory platform to enable both real time detection
and calibration as well as analyzing big data.

 Accessing the Fraud management solution via mobile devices will be added advantage.

 Documents that contain technical details and implementation of the relevant

models/detection strategies shall be provided in written and electronic form to the organization.

RFP for FMS 3-5 Issue 1.0 | April 2017

3.2 Fraud detection
3.2.1 General Specifications
 The fraud management solution shall contain the features needed to reveal the
abnormal uses of data and suspicious transactions.
 The proposed solution shall provide indicators for suspicious transactions or fraud when
specified scenario types are applied on top of the data.
 The solution shall perform high speed model analysis with the current data without
delaying the business processes.
 The solution shall use fraud rules and predictive analysis outputs together i.e. hybrid of
both.
 The alerts (suspicious transactions) that are created as a result of real time and batch
fraud detection jobs shall be ordered by the risk scores.
 Rules shall be defined for potential fraud scenarios and the data shall be analysed
according to these rules while business users (Fraud Analyst) shall modify these rules
using parameters.
 The solution shall enable creating an indefinite number of detection strategies
(scenarios) and rules.
 Threshold value of the detection strategy, the weights of the rules that make up this
strategy and the fields within the rules shall be edited using parameters by the fraud
Analyst.
 The solution shall enable executing rules and detection strategies manually as an
option.
3.2.2 Modelling
 Models must be run on an in-memory technology.
 Design and developing phases of the model shall be executed in a short time.
 The application shall provide various outputs such as SQL, C+, Java, JavaScript for
integration with different platforms.
 The application shall provide the empty and outlier records as inputs to the model
without the need for data cleansing process.
 The results created by the tool shall be used in PowerPoint presentations or in another
application (such as Excel) for performing calculation.
 The application shall have visual screens where end users will adapt quickly and
perform interactive analysis.
 KPI information of the models created shall be monitored by the product automatically
and the system shall create alerts if they drop under the defined levels.
 The application shall integrate with various data resources such as txt, databases, flat
memory.

RFP for FMS 3-6 Issue 1.0 | April 2017

  The application shall automatically suggest the most successful model for the data for
various approaches (classification, clustering, forecasting, etc.). The user can find the
most successful model by executing different models and comparing the results.
 The application shall enable importing of algorithms from other applications (such as
the ones developed with R).
 Before creating a model, the application shall enable analysing the effects of the
predictive variables over the target field, ordering the fields by their activities and
detecting important and trouble fields.
 The company shall develop analytical models for the customer’s data and scenarios.
 The proposed solution should be able to use all data the organization has No pre-
processing requirement.
 The weights and the effects of the processed variables over the model shall be
displayed in the user interface.
3.2.3 Alert Creation (Suspicious Behaviours)
 The risk points of the alerts created shall be displayed both as figures and as colours.
 The list shall be created according to the types of the alerts, exposed risk total,
deadline of the opinion, investigator and the status of the file. The solution shall enable
searching, filtering, ascending or descending ordering for these data.
 The alerts shall be assigned to the users according to the risk scored from the same
screen.
 The same screen shall enable batch alert close and batch alert transfer.
 The alerts shall be classified as "New", "Open", "Closed" and "Transferred".
 Deadlines for opinion submission shall be displayed graphically. The solution shall
enable users perform filtering and alert prioritize actions via the graphic.
 The users shall move the columns in the alert lists, remove unnecessary columns and
add the columns they would like to see.
 The users shall perform business follow-up from the home page of the application.
 Total workload indicators such as "Total Alerts", "New Alerts", "Transferred Alerts" and the
status of these alerts (new, open, closed, transferred) shall be monitored via home
page.
 The users shall follow the status of the alerts that have been assigned to them from the
home page.
 The users shall access the summarized information regarding the alerts that have been
assigned to them from the home page.
 The users shall perform search, filtering, grouping and priority assigning actions
regarding the alerts that have been assigned to them from the home page.
 The users shall see the KPI’s such as "Total risks exposed" and "Efficiency Rate" from the
home page.

RFP for FMS 3-7 Issue 1.0 | April 2017

  The solution shall provide "searching" feature in all steps of Fraud management process.
The search engine of the application shall also find the words in the uploaded
documents and present to the user.
 The users shall also create manual alerts.
 The users shall access the recent files, fraud detection strategies and fraud detection
rules from the home page via shortcuts.
 Data discovery module shall have the functions that automatically reveals the
relationship between data. For example, the data discovery tool shall automatically
reveal the factors that affect the number of frauds (hospital, city, illness, etc.), order
them by importance.
3.2.4 Calibration and Simulation
 Calibration and simulation features shall run on an in-memory platform. The users shall
see the results quickly after they change the parameters and the weights.
 The users shall select the period they would like to simulate from the same screen.
 The users shall see the simulation results categorized as "False Positive", "Proven Fraud"
and "Unclassified".
 Number of alerts and success rates shall be presented to the users in numbers and
percent, compared to one another.
 The users shall compare the real results, simulation results and results from another
model from the same screen.
 The users shall also view the results of the simulation graphically.
 Proposed solution shall enable users analyse the previous simulation results from the
same screen.
 Proposed solution shall automatically suggest the best weights to the users.
 The solution shall enable saving the simulation results and creating the detection
strategy (scenario) with another version.
 The solution shall display the number of records (number of processes contained) in the
simulation in the same screen.
3.3 Network/Link Analysis
 The solution shall contain network analysis feature that would enable reviewing the
relationship between the different parties related to the suspicious action graphically.
 The network analysis showing the relationship between the different stakeholders
parties shall enable drill down actions.
3.4 Detailed Investigation & Case Management.
 The users shall access summarized information regarding the alerts (suspicious
transactions) assigned to them.
 Proposed solution shall enable users assign the same file to another user while
investigating the suspicious transaction.

RFP for FMS 3-8 Issue 1.0 | April 2017

  The users shall access the main information such as fraud team, fraud type, status,
deadline of the opinion, category and group from the same screen.
 The users shall access the alert reasons for the investigation process from the summary
screen.
 The total score of the alert shall be displayed on the detection summary screen The
users shall access the scores for each rules for the alert (suspicious transaction), the time
when the suspicious transaction has occurred, rule and the information related to the
suspicious transaction from the same screen.
 Proposed solution shall enable users add descriptive notes to the feeds they create and
facilitate the future users understand the files better.
 The users shall create tasks during investigation process.
 The solution shall enable uploading the documents (Word, PDF, Excel, JPG, etc.)
reviewed during detailed investigation and case management processes to the alert
(suspicious transaction).
 During the detailed investigation and case management processes, from the initial
creation of the suspicious transaction to the user comment and file closure, all history
related to the process shall be kept.
 The users shall enter their comments in free text format and the users shall enter their
opinion, reason and recommendation during the decision process.
 The status of the relevant alert shall be automatically changed to "closed" as a result of
the decision.
3.5 Reporting
3.5.1 General Specifications
 The solution shall cover all points below, considering the current and future requirements
of the organization:
Perfect reporting
Ad-hoc reporting
Data visualization (Dashboards)
Desktop and mobile access
Data discovery (in-memory real time analysis)
Portal integration
MS Office integration
 The solution shall enable importing data from multiple data sources at the same time,
combining them and consolidating them into a single report. The system shall not require a
different database to consolidate these data.
 The solution shall have a semantic layer for defining the relationships in the database
beforehand for the business users that doesn't want to connect to the database directly or
that doesn't know the database schema. This shall enable performing the tasks that require

RFP for FMS 3-9 Issue 1.0 | April 2017

 consolidating and manipulating data from multiple tables on the semantic layer without
the need for coding or SQL.
 Graphics and images shall be filtered and these filters shall enable revealing abnormal
data.
 The dashboards shall have ability to integrate with maps.
 Self service capability.
 The solution shall also support HTML5 technology, it shall create reports in HTML5 format.
 All content in the intelligence system (reports, dashboards, analysis etc.) shall be accessible
from mobile devices.
 No separate license shall be required for the mobile device access or the required access
shall be included in the proposal for all users.
 The reports created shall be used in Excel, PowerPoint, Work and Outlook. The documents
created shall enable data updates by connecting to the report system.
 In addition to the production system, the licenses required for the development and test
systems having the same configuration and features with the production system shall be
included in the proposal.
 The reports in the system shall be accessible interactively via applications designed for
devices such as Android and iOS.
 The solution shall have data discovery capability.
 Dashboard tool shall enable designing dashboards with HTML5 technology.
 The repository database on which the Intelligence systems will work shall use in-
memory technology and shall be included in the proposal.
 The product shall at least run on Windows and Linux operating systems.
 The solution shall have a semantic layer that the users shall understand to create reports
easily.
 The processed data shall be presented as a web service to other systems.
 End users shall combine data from multiple databases, Excel or CSV files in one report. For
the data from various sources, common filtering shall be possible via use of common
columns to be defined.
 Proposed solution shall be expandable.

RFP for FMS 3-10 Issue 1.0 | April 2017

3.5.2 Specifications of the Fraud Analysis Tool
 It shall support in-memory data storage technologies.
 The Business Intelligence solution shall enable creating reports by dragging and dropping the
fields on the charts.
 The product shall have chart types such as column chart, pie chart, web chart, hierarchy tree,
heat map, line chart and it shall enable add-on development for the different charts that may
be needed.
 The solution shall read data from databases, Excel and CSV files, keep the data offline on the
client and enable analysis when no database connection is present.
 Calculations shall be made via a basic formula screen. No script or coding shall be needed
for calculations.

4 SUBMISSION OF PROPOSALS
4.1 RFP Coordinator
The RFP Coordinator is the sole point of contact for JICK for this Procurement. All communication
between the Tenderer and JICK upon release of this RFP will be with the RFP Coordinator, as
follows:

Name SALIMAH DIDARALI

E-Mail Address procurement@jubileekenya.com

Physical Address for d elivery Ground floor Jubilee Insurance House, Wabera Street

Phone Number 0203281569/0709901130

RFP for FMS 4-11 Issue 1.0 | April 2017

4.2 Expected schedule of procurement activities

Roadmap for acquisition of Fraud Detection & Case Management Solution

ACTIVITIES WHEN (DATE) BY WHOM STATUS
Meeting between prospective vendors and Jubilee Vendors Rep & Jubilee Insurance IT -
24/01/2017 DONE
Insurance IT Technical team. Andrew of SFID to Cordinate.

Preparation and approval of RFP 07/04/2017 Project Team and CEO (Patrick) W IP
Release of RFP 11/04/2017 Procurement team.
Respondents notice of intent to respond & make an offer
14/04/2017 Suppliers
(confirmation email to RFP Coordinator)

Proposals due no later than (closing date) 25/04/2017 Suppliers

Evaluation and determination of best vendor 27/28 of April 2017 Project team.

Presentation of the selected Vendor to the CEO for sign-off 04/05/2017 Project Team and CEO (Patrick)

Notify successful and unsuccessful Tenderers of outcome 10/05/2017 Project Cordinator/Procurement

Award of the project to the succesful vendor & Signing of Procurement, Finance, Legal, SFID &
16/05/2017
the contract CEO
Start of Project Implimentation based on agreed time
23/05/2017 Vendor's & Jubilee Project Team.
frame

The above dates are fixed, unless JICK, which reserves its right to do so, alters any of these dates
at any time as it deems necessary.

4.3 Compulsory clarification meeting

A compulsory clarification meeting will be held at 1400hrs on 18/04/2017 at the Head Office,
Jubilee Insurance House. All Tenderers are required to attend if they wish JICK to consider their
proposal.

Questions arising at the clarification session or in subsequent communication with the RFP
Coordinator will be documented and answered in written form. A copy of the questions and
answers will be sent to each Tenderer who has attended the clarification meeting.

4.4 Proposal copies

The Tenderer must submit soft copies and/or electronic copies of the proposals.

Late proposals will not be accepted.

4.5 Deadline & submission

The bid documents shall be addressed to the following address on or before 25th March 2017.

Head of Procurement,
The Jubilee Insurance Company of Kenya Limited,
Jubilee Insurance House
P.O. Box 30376-00100
Nairobi, Kenya
The duly completed proposal in a plain sealed envelope should be clearly marked as follows:

“PROPOSAL FOR PROVISION OF FRAUD MANAGEMENT SOLUTION (FMS)

RFP for FMS 4-12 Issue 1.0 | April 2017

4.6 Revisions to the RFP
If it is necessary to revise any part of this RFP, addenda will be provided via e-mail to all parties
who have made the RFP Coordinator aware of their interest.

Any addenda will be issued to and RFPs will be received only from those proposing entities
appearing on the attendance list at the compulsory clarification meeting.

JICK reserves the right to withdraw, defer, suspend or reissue the RFP in whole or in part, prior to
execution of a contract.

4.7 Responsiveness
All proposals will be reviewed by the RFP Coordinator to determine compliance with
administrative requirements and instructions specified in this RFP. The Tenderer is specifically
notified that failure to comply with any requirement of this RFP may result in rejection of the
proposal.

JICK also reserves the right at its sole discretion to waive minor administrative irregularities.

4.8 Most favourable terms

JICK reserves the right to make an award without further discussion of the proposal submitted
and/or to contact a Tenderer for clarification of its proposal.

4.9 Proposal conditions

 Tenderers are expected to examine thoroughly the specifications and instructions in this
RFP. Should any part or parts of the RFP require further explanation, be ambiguous or
contradictory, elucidation is to be obtained from the RFP Coordinator named above
prior to submission of the proposal. JICK will respond to requests for clarification received
up to three (3) working days before the RFP closing time. Queries should be by email only

RFP for FMS 4-13 Issue 1.0 | April 2017

 to the RFP Coordinator named above. Additional information supplied to any Tenderer
may be provided to other Tenderers via e-mail.
 All returnable documents, certificates and schedules must be current and valid and
returned with the Tenderer’s RFP submission. Tenderers will be disqualified on the basis of
non-compliance, at JICK discretion, if this condition is not met.
 An officer or director of the Tenderer who is legally authorised by the Tenderer to enter
into a binding agreement must sign the proposal. A list of the person(s) authorised to
negotiate on the Tenderer’s behalf must be submitted along with the proposal.
 The information called for in this RFP and in its attachments must be completed. Failure
to do so may result in the Tenderer’s offer being rejected.
 All applicable items in this RFP should be addressed. JICK reserves the right to reject
incomplete proposals and those received after the closing date.
 JICK reserves the right to request further information should the tender offer yield
insufficient detail and Tenderer differentiation.
 JICK reserves the right to appoint more than one supplier, to cancel this RFP at any time,
not to accept any proposals, and to contact any Tenderer during the evaluation period
to clarify information, without informing any other Tenderer.
 No alterations will be allowed once a proposal has been submitted. An item against
which no rate or price is entered by the Tenderer may invalidate the proposal.
A proposal may be rejected if:
 It is received after the closing due date and time,
 It contains any erasure, alteration, text addition or irregularity other than that requested.
 It is considered unbalanced, or does not include the required information necessary for
proper comparison and evaluation,
 It is not submitted on the forms provided or forms are not completed,
 It is delivered to individuals other than JICK Procurement Services personnel at the above
address,
 It is not submitted in print duplicate and does not include a softcopy, or
 JICK reasonably deems it fit to do so for any other cause.
 All costs of any nature whatsoever related to the preparation and submission of this
proposal
 JICK reserves the right not to proceed with this matter at any time, and is not liable for
any costs or other expenses incurred by Tenderers as a result thereof.
 The acceptance of any proposal is at the sole discretion of JICK, and JICK will not
necessarily accept the lowest and/or any proposal and is not obliged to give any reason
for its decision. Information regarding the proposal evaluations will not be published or
discussed with any of the Tenderers.
 JICK’s decision will be final.

RFP for FMS 4-14 Issue 1.0 | April 2017

  Prospective Tenderers attention is drawn to the fact that no contact in any form
whatsoever is permitted with any member of the evaluation panel in connection with
this proposal, apart from the RFP Coordinator. If any Tenderer fails to comply with this
regulation, JICK may elect to disqualify its proposal.
 All proposals and any accompanying documentation become the property of JICK and
will not be returned.
4.10 Proposal contents
Proposals must be submitted to the RFP Coordinator in the order noted below:
 Letter of submission
 Technical proposal
 Financial proposal
Proposals must provide information in the same order as presented in this document with same
heading. This will be helpful to the evaluators of this proposal.
4.11 Eligibility Criteria
A Tenderer may be a selected private firm with the legal capacity to enter into a binding contract
with JICK.
4.12 Technical Proposal.
The proposal must contain the following:
A description of the Services to be provided as part of this tender’s requirements with a description
of the proposed Project team structure, responsibilities and internal Controls to be used during the
course of the Project, including any subcontractors/assignees.
The proposal must include the technology stack supported by the solution such Operating
systems, Database, web servers, deployment architecture e.g. client/server, 2/3 tier architecture,
infrastructure sizing (Processor, RAM, storage) for a typical deployment, Disaster Recovery
considerations, licensing terms of all components

4.12.1 References.
Include detailed references
 The Tenderer will provide a list (minimum 3) of recent references where they have provided
a project management service in the last ten (10) years.
 If, in JICK’s opinion, the reference customers do not meet JICK’s requirements, additional
references may be requested, and visits to the reference sites might be required. Interviews
at reference sites will be confidential.
 Indicate which similar projects for insurances, banks, and other related financial institutions
you have done. List contract reference numbers, contract period of performance, contact
persons, telephone numbers, and e-mail addresses and indicate the value and complexity
of the project.

RFP for FMS 4-15 Issue 1.0 | April 2017

4.13 Financial proposal.
The evaluation process is designed to award this Project not necessarily to the Tenderer of least
cost, but rather to the Tenderer whose proposal best meets the requirements of this RFP.

4.13.1 EVALUATION AND CONTRACT AWARD

4.14 Evaluation procedure
Responsive proposals will be evaluated in accordance with the requirements stated in this RFP
and any addenda issued. The evaluation of proposals will be accomplished by an evaluation
team designated by JICK, which will determine the ranking of the proposals.

The RFP Coordinator may contact the Tenderer for clarification of any portion of the Tenderer’s
proposal.

The evaluation shall comprise preliminary evaluation, technical proposal evaluation and due
diligence.

4.15 Preliminary / Mandatory requirements

Each Tenderer must submit certified copies of the following documents (certified by an Advocate
of the High Court of Kenya with current practising certificate):

 Certificate of incorporation/ Registration of Business Name from the Registrar of

Companies/ Registrar of Business Names. This should include change of particulars where
applicable.
 Current tax compliance certificate
 KRA PIN certificate
 Proof of NSSF and NHIF registration
4.16 Evaluation of technical proposal
JICK evaluation committee shall evaluate the proposals on the basis of their responsiveness to the
forms of reference and documentary evidence must be provided for each requirement (non-
compliance may lead to disqualification or nil points) and the following evaluation criteria shall
be applied:

4.17 Due diligence

The bidder with the highest technical score will be subjected by JICK to due diligence as a final
part of the evaluation exercise. If negotiations with this bidder fail, then due diligence shall be
performed on the bidder with the second highest technical score.

RFP for FMS 4-16 Issue 1.0 | April 2017

4.18 Negotiations

 The Jubilee Insurance Company of Kenya Ltd shall appoint a team for the purpose of the
negotiations.
 Negotiations will be held at the Client's offices which will be communicated under
separate cover to the successful bidder. The aim is to select the optimal bidder, reaching
agreement on all points and sign a contract.
 Negotiations will include a discussion of the Technical Proposal, the proposed methodology
and work plan, staffing, a draft Project Program, the form of Contract, the Terms and Mode
of payment of fees, and any suggestions made by the bidder to improve the Terms of
Reference.
 Having selected the bidder on the basis of, among other things, an evaluation of proposed
key professional staff, The Client expects to negotiate the 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 shall not consider
substitutions during Contract negotiations unless the Client agrees that undue delay in the
selection process makes such substitution unavoidable or that such changes are critical to
meet the objectives of the assignment. If this is not the case and if it is established that key
staff were offered in the proposal without confirming their availability, the bidder shall be
disqualified.
 The negotiations will conclude with a review of the draft form of the Contract. To complete
negotiations JICK and the successful bidder will initial the agreed Contract. If negotiations
fail, the Client will invite the bidder whose proposal received the second highest score to
negotiate a contract.
4.19 Notification to Tenderers

JICK will notify the successful Tenderer of its selection in writing upon completion of the
evaluation process. Individuals or firms whose proposals were not successful will also be notified
by email.
5.0 Confidentiality

All data and information obtained from JICK by the Tenderers and their agents in this RFP process,
including reports, recommendations, specifications and data, shall be treated by the Tenderers
and their agents as confidential. The Tenderers and their agents shall not disclose or communicate
this information to a third party or use it in advertising, publicity, or in another job or jobs, unless
written consent is obtained from JICK. Generally, each proposal and all documentation, including
financial information, submitted by a Tendered to JICK is confidential and shall not be disclosed to
other parties. Where disclosure is required, the party disclosing shall issue prior notification to the
other party and this disclosure shall be guided by legal provisions. For the avoidance of doubt, it is
hereby indicated that these obligations shall subsist in perpetuity.

RFP for FMS 4-17 Issue 1.0 | April 2017