Technical Proposal

Technical Proposal
Design, Development, Deployment and Commissioning of Web

Based Management Information System (MIS) for the Agricultural
Sector Development Support Programme (ASDSP)
Submitted to: Ministry of Agriculture, Livestock and Fisheries

State Department of Agriculture
Submitted by: PKF CONSULTING LTD

Kalamu House
Grevilea Grove, Brookside Drive
P.O. Box 14077- 00800, Nairobi, KENYA.
www.pkfea.com
Contact Person: David Kabeberi

Telephone: +254 20 4270000 / +254 732144000
Mobile: +254 733 444 290
Email: consult@ke.pkfea.com
Date: 15th April, 2015

TECHNICAL PROPOSAL ASDSP MIS Development
Contents
1 Technical Proposal Submission Form ..............................................................................1
2 Executive Summary ........................................................................................................2
2.1 Our Commitment ..........................................................................................................2
2.2 Our CONSORTIUM .......................................................................................................3
2.3 About PKF Consulting Ltd .............................................................................................4
2.3.1 Our Mission................................................................................................................. 5
2.3.2 Our philosophy ........................................................................................................... 5
2.3.3 Our Service Delivery System ...................................................................................... 5
2.3.4 Our Expertise in ICT Consultancy and Project Management Services ........................ 6
2.3.5 Our Expertise in VARIOUS FIELDS ............................................................................. 6
2.4 Our Partner – Cedilla IT Ltd ..........................................................................................9
2.4.1 Cedilla IT - Core Competencies ................................................................................... 9
2.4.2 Cedilla IT - Values .................................................................................................... 10
2.4.3 Cedilla IT - Differentiators ........................................................................................ 10
2.4.4 Cedilla IT - Partners .................................................................................................. 11
2.4.5 Cedilla IT - Corporate Data ....................................................................................... 12
2.4.6 Cedilla IT - Address Information ............................................................................... 12
2.5 Past Experience .......................................................................................................... 13
2.5.1 OTHER eXPERIENCES .............................................................................................. 14
2.6 Our Partner – KIKOSI ltd ............................................................................................ 16
2.6.1 About US ................................................................................................................... 16
2.6.2 cOMPANY rECOGNITION .......................................................................................... 16
2.6.3 OUR PORTFOLIO ...................................................................................................... 17
2.6.4 our primary services ................................................................................................. 18
2.6.5 our SECONDARY services......................................................................................... 21
2.6.6 our Products.............................................................................................................. 21
 Exceptional User Experience ............................................................................................ 22
 Third Party Integration ..................................................................................................... 23
 Integrated Payment Networks ......................................................................................... 23
 Client Portfolio Management ............................................................................................ 23
 24/7 Support ................................................................................................................... 23
3 CONSORTIUM’s References ........................................................................................... 24
3.1 Ministry of Health/ SNV Netherlands .......................................................................... 24
3.2 Kenya Medical Supplies Authority (KEMSA)/ Worldbank ............................................. 26
3.3 Ministry of Water and Environment/ SNV Netherlands ................................................ 29
3.4 TI-Kenya / Worldbank / KEMSA ................................................................................. 32
3.5 Ministry of Environment and Mineral Resources .......................................................... 35
4 Comments and suggestions of the bidders on the Terms of Reference and on data,
services and facilities to be provided by the Client .......................................................... 40
4.1 On the Terms of Reference .......................................................................................... 40
4.2 On the data, services and facilities to be provided by the Client.................................... 41
5 Our Response to your Requirements ............................................................................. 42
6 Description of the Methodology and Work Plan for Performing the Assignment ............ 43
6.1 Project Management ................................................................................................... 43
6.2 Methodology ............................................................................................................... 44
6.2.1 Phase 1: Inception Phase .......................................................................................... 45
6.2.2 Phase 2: Execution Phase ......................................................................................... 46
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6.2.3 Phase 3: Delivery ...................................................................................................... 48

6.3 Solution Design .......................................................................................................... 49
6.3.1 Design Principles ...................................................................................................... 49
6.3.2 Functional Architecture ............................................................................................. 50
6.3.3 Technical Architecture .............................................................................................. 51
6.4 Feature Description .................................................................................................... 54
6.4.1 Overview ................................................................................................................... 54
6.4.2 Forms and Data Entry .............................................................................................. 55
6.4.1 Mobile Data Collection .............................................................................................. 55
6.4.2 Reporting and Analytics ........................................................................................... 56
6.4.3 User Profile Management .......................................................................................... 58
6.4.4 Finance and Administration ..................................................................................... 62
6.4.5 Multi-Lingualization .................................................................................................. 62
6.5 Training Delivery Programme ...................................................................................... 64
6.5.1 Training Format and Help Materials ........................................................................ 64
6.5.2 Training Facilities ..................................................................................................... 64
6.5.3 Training Topics ......................................................................................................... 64
6.6 Quality, Communications and Security ....................................................................... 65
6.6.1 Security ..................................................................................................................... 65
6.6.2 Data Protection ......................................................................................................... 67
6.6.3 Communications / Service Support .......................................................................... 72
6.6.4 Product Handover, Warranty and Licensing ............................................................ 74
7 Team composition and Task Assignments ..................................................................... 76
7.1 Technical Staff ............................................................................................................ 76
7.2 Support Staff .............................................................................................................. 77
8 Format of Curriculum Vitae (CV) for Proposed Professional Staff .................................. 78
8.1 Project Manager - Mathan Sathyanarayanan ............................................................... 78
8.2 System Analyst - Conrad Siteyi ................................................................................... 81
8.3 Systems Architect - Felix Obare................................................................................... 85
8.4 Quality Assurance Analyst - Felix Owili ....................................................................... 88
8.5 Web-GIS Developer - Felix Kiptum............................................................................... 91
8.6 Web Applications Developer - Paul Macharia ............................................................... 94
EDUCATION ..................................................................................................................... 94
COUNTRIES OF WORK EXPERIENCE ............................................................................... 94
LANGUAGES .................................................................................................................... 94
KEY QUALIFICATIONS ..................................................................................................... 94
DETAILED EXPERIENCE TO ILLUSTRATE CAPABILITIES ................................................ 94
8.7 Web Applications Developer - Winnie Otieno ................................................................ 96
8.8 Cloud Infrastructure Analyst - Carol Mutisya .............................................................. 98
8.9 Project Administrator - Genetrix Konzolo ................................................................... 100
9 Time Schedule for Professional Personnel ................................................................... 103
10Activity (Work) Schedule ............................................................................................ 106
11Appendix 1 - Terms of Reference (TOR) ..................................................................... 107
11.1 Background .............................................................................................................. 107
11.2 Brief Description of the Programme ........................................................................... 107
11.3 Objective of The Consultancy .................................................................................... 109
11.4 Proposed MIS Design ................................................................................................ 109
11.5 Proposed MIS Functional Areas ................................................................................. 109
11.6 Consultancy Scope of Work ....................................................................................... 111
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11.7 Schedule of Deliverables ........................................................................................... 112

11.8 Professional Qualification and Experience ................................................................. 113
11.9 Selection Criteria ...................................................................................................... 114
11.10 Time Schedule and Reporting Requirements ....................................................... 115
11.11 Duration of the Consultancy .............................................................................. 115
11.12 Submission ........................................................................................................ 115
11.13 Organisation and Management ........................................................................... 115
11.14 Consultancy Fees ............................................................................................... 115
11.15 Obligations of the Client ..................................................................................... 116
11.16 Obligation of the Consultant .............................................................................. 116
11.17 Supervisory Arrangements ................................................................................. 116
11.18 Performance Standards ...................................................................................... 116
11.19 Confidentiality ................................................................................................... 116
11.20 Reports .............................................................................................................. 117
11.21 Ownership of Material ........................................................................................ 117
11.22 Consultant not to be engaged in certain activities ............................................... 117
11.23 Insurance .......................................................................................................... 117
11.24 Assignment ........................................................................................................ 117
11.25 Law Governing Contract and Language ............................................................... 117
11.26 Dispute Resolution ............................................................................................. 117
12Appendix 2 - Statutory Documents ............................................................................ 118
12.1 PKF Consulting Statutory Documents ....................................................................... 118
12.1.1 PKF Consulting - Certificate of Incorporation ..........................................................118
12.1.2 PKF Consulting - PIN Certificate .............................................................................119
12.1.3 PKF Consulting - VAT Certificate ............................................................................119
12.1.4 PKF Consulting - Tax Compliance Certificate .........................................................120
12.1.5 PKF Consulting - Business Permit ..........................................................................121
12.2 Cedilla IT Ltd Statutory Documents ........................................................................... 122
12.2.1 Cedilla IT Ltd - Certificate of Incorporation .............................................................122
12.2.2 Cedilla IT Ltd - PIN Certificate ................................................................................123
12.2.3 Cedilla IT Ltd - VAT Certificate ...............................................................................123
12.2.4 Cedilla IT Ltd - Tax Compliance Certificate ............................................................124
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1 TECHNICAL PROPOSAL SUBMISSION FORM
14th April 2015 [Date]

To The Principal Secretary
Ministry of Agriculture, Livestock & Fisheries
Kilimo House, Cathedral Road
P.O. Box 30028, Nairobi
Tel: 020-2718870
Fax: 020-2710808
E-mail: procurement@kilimo.go.ke
Ladies/Gentlemen:
We, the undersigned, offer to provide the Design, Development, Deployment and
Commissioning of Web Based Management Information System (MIS) for the Agricultural
Sector Development Support Programme (ASDSP) in accordance with your Request for
Proposal dated 31st March, 2015 and our Proposal. We are hereby submitting our Proposal,
which includes this Technical Proposal, [and a Financial Proposal sealed under a separate
envelope].
We understand you are not bound to accept any Proposal that you receive.
We remain,
Yours sincerely
David Kabeberi
Director,
PKF Consulting Limited
Kalamu House,
Grevilea Grove, Brookside Drive
P.O. Box 14077- 00800, Nairobi, KENYA.
PKF Consulting Ltd. Page |1

2 EXECUTIVE SUMMARY
PKF Consulting Ltd is delighted to have this opportunity to respond to Ministry of Agriculture,
Livestock and Fisheries, State Department of Agriculture’s RFP for Design, Development,
Deployment and Commissioning of Web Based Management Information System (MIS)
for the Agricultural Sector Development Support Programme (ASDSP) .
We have an excellent Solution offering, which is time tested and having a very high level of ‘fit’
with your stated requirements. Accordingly, we believe our proposal will demonstrate our ability
to provide an excellent solution and inspire you to place your trust in PKF Consulting Ltd.
PKF welcomes the opportunity to grow and enhance the partnership with ASDSP, as it is our belief
that PKF has the understanding of the ASDSP business, the right cultural alignment and the end-to-
end technical capability to deliver a robust, flexible, risk averse and cost effective flexible services.
In order to further strengthen our proposed solution to ASDSP and provide the right experience and
strong development capabilities, we are pleased to partner with Cedilla IT and Kikosi Ltd.
PKF is submitting a fully compliant, comprehensive response to ASDSP’s RFP, that will greatly
enhance the ability of ASDSP to deliver innovation and services that will support the business in this
time of cost constraint and in its future growth activities.
The PKF solution contained in this offer will provide ASDSP with:
 A highly skilled and experienced work force
 The full breadth of resources required
 A longstanding financially sound IT Service provider
 Delivery through a proven quality management system
 A full complement skills to match all the requirements
 Strong Relationship Management.
We are committed to working collaboratively with ASDSP, leveraging our local resources to provide the
best possible fit to the ASDSP organization as required. PKF believes that ASDSP will derive
significant value from PKF’s response, through the ability to leverage our depth of skills and proven
services derived from our experience in the delivery of IT resources and solutions.
2.1 OUR COMMITMENT

Every organization and each engagement is unique. We have a business-oriented approach
tailored to your unique operating objectives, needs and risks. We have a commitment to
outstanding service. We strive to adopt a consultative and collaborative approach with full, open
and continuous sharing of information.

PKF Consulting Ltd and Cedilla IT Ltd have the Capability and Commitment for ASDSP MIS
Development, within a framework of World Class Standards.
2.2 OUR CONSORTIUM
PKF Consulting is pleased to partner with Cedilla IT and Kikosi Ltd for this engagement. More
details about our firm and our partners are given in the next sections.

2.3 ABOUT PKF CONSULTING LTD
PKF Consulting Ltd (PKFC) is the consulting arm of PKF Kenya and provides management
consultancy services in the fields of corporate financial and business advisory services,
human resources management, environmental audits and information technology.
Established 50 years ago, PKF Kenya is a part of PKF in the Eastern Africa region, which
provides a wide range of services including Audit and Assurance, Project Management
consultancy, and Tax Advisory across diverse industry and client profiles.
In Eastern Africa the firm has offices in Nairobi, Mombasa, Kisumu, Nakuru, Kampala, Dar -
Es-Salaam, and Kigali, and associated offices in Addis Ababa. In the region the firm comprises
of 14 partners, with a total staff force of over 500.
The firm prides itself in being an equal opportunity, multicultural firm with the majority of its
partners from East Africa. Our unique understanding of the local markets enables us to
provide holistic, innovative and relevant business solutions, taking into account the distinct
market forces and constraints that come into play within the region. Our capabilities are
further strengthened by strategic alliances with associates in the finance, information
technology and legal services sectors. High quality work and impeccable ethics in all our
dealings with clients, colleagues and stakeholders characterize our values and culture. We
combine this with a deliberately informal tone and a staff make up of dynamic rounded
individuals with a positive attitude and lifestyle.
We are proud of our flexibility and readiness to adapt and apply new and innovative solutions
to benefit our clients. This global perspective and local focus drives us forward to maintain
and enhance the quality of service that the market has come to expect from us for over four
decades.
Internationally, PKF Kenya is a member firm of the PKF International Network, an association
of over 230 member firms located over 440 offices in approximately 120 countries, employing
more than 15,000 partners and staff. Our global PKF firm’s turnover is in excess of US$ 2
billion. Our member firms share a commitment to providing clients with high-quality, partner-
led services that are tailored to meet clients’ own specific requirements.
In addition to contemporary accountancy services of audit and assurance, tax advisory and
corporate finance, PKF International specializes in the areas of business development and
diversification strategies, financial due diligence, project feasibility studies and computer
based financial forecasting, privatization, restructuring, profitability improvement and
efficiency studies. PKF also specializes in advising public sector organizations on reorganizing
their financial and administrative functions.
The global distribution of PKF member firms enables each firm to feel part of an integrated
international association while concentrating primarily on its own clients in the local market.
Worldwide, PKF enjoys an enviable reputation from dynamism, decisiveness and dedication,
and is regarded as an opinion former on local and global businesses.

All PKF member firms agree to adopt shared professional standards, develop and use
internationally developed technical manuals, interact through international training and staff
exchange programs, and share a common IT platform and resources for delivering standardized
solutions.
2.3.1 OUR MISSION
 To support and guide clients to achieve success in their business by acting as their
trusted business advisors.
 To provide quality, cost effective, personalized and innovative business solutions to meet
the changing needs of our clients.
 Empower our manpower through continuous professional development to face the
dynamic global challenges.
2.3.2 OUR PHILOSOPHY
We are committed to promoting high standards of discipline, excellence and ethics through
adherence to the firm’s quality standards and value charter and the laws of the country and the
profession.
 We believe in recruiting and retaining sound and professional and support staff,
providing training and opportunities for growth in a stimulating and enabling
environment.
 We are dedicated to maintaining a strong internal administration, thereby enabling

provision of quality service and ensuring client satisfaction.
 At PKF relationships are our top priority, and we strongly believe that good relationships
with our stakeholders are a pre-requisite to success
2.3.3 OUR SERVICE DELIVERY SYSTEM
PKF has an efficient and effective in-house service delivery mechanism, capability, and approach
to work and expertise that will adequately respond to undertaking of this assignment. The
consultancy service that we provide to our clients takes participatory approach that incorporates
the inputs of the key process actors and stakeholders. The critical success factors and the key
features of our approach that will help in successful completion of internal audit consultancy:
 Client first principle. PKF’s first responsibility is to the client. We measure our success
by the manner in which we meet our responsibility to our client and we define progress as
being more responsive to those who place their trust in us, our client.
 Experience to perform the work efficiently and quickly. We have performed similar
assignments for various organizations and have already gathered useful information that
will help in our understanding of the issues in Project Management consultancy. The
relevant assignments we have undertaken are presented in section that follows.
 A team of specialists focused on similar work. PKF provides a team of specialists
working under very proactive management and times scales to ensure that tasks run

parallel, and are properly integrated. Our teams of professionals understand what it takes
in the Project management services.
 Comprehensive understanding of the assignment’s objectives and surrounding
environment. Our team comprises local expertise that have the knowledge of the
operating environment and have carried out similar assignments in East Africa.
2.3.4 OUR EXPERTISE IN ICT CONSULTANCY AND PROJECT MANAGEMENT SERVICES
PKF has experience in managing complex ICT consultancy and Project Management work in
various countries. Our areas of expertise in ensuring successful IT implementation services and
quality delivery include the following:
 Gap Analysis
 Vendor Management,
 Project Management
 Pre and Post Implementation Audits,
 ICT Strategy and Roadmap development
 Developing ICT policies, procedures and guidelines
 Business Process change management
 Application development and implementation
The success of similar past projects demonstrates that PKF has a record of achieving this. We
appreciate the need to adapt to the local environment and culture and pursue a consultative and
participatory process with local stakeholders in order that projects are appropriate, effective and
accepted. We seek to maintain an open dialogue and maintain appropriate confidentiality and
efficiency in bringing the objectives of our customers to a successful completion.
2.3.5 OUR EXPERTISE IN VARIOUS FIELDS
PKF is a firm of highly qualified and experienced consultants and have significant experience in
the public and private sectors. We provide consultancy services to a wide range of clients.
Our expertise includes:
1. Project Feasibility Studies: Preparation of project feasibility studies to ensure that
proposed ventures and expansion projects being undertaken are feasible, viable and
sustainable over the long run.
2. Long Term Business Planning: Formulation of business plans using a bottom up
participative approach, detailing;
 The organization’s mission, objectives and goals,
 Strategies of how to achieve these missions, objectives and goals
 Setting out both financial and non-financial parameters in which the business will
operate;
3. Financial Analysis and Business Plans: Preparation of financial analysis models and
business plans for companies.

4. Finance Industry Consultancy: PKF is one of the world’s leading advisors to the
industry covering all aspects of developing, financing, buying and operations;
5. Business Valuations: Valuing businesses and their individual components. The type of
valuation depends on the nature of the purpose of the exercise such as acquisition,
restructuring, shareholder buyout, tax appeal or litigation;
6. Business Profitability & Cash Flow Management: Preparation of costs, revenue and
cash flow projections, financial and variance analysis, product costing, inventory
controls, and formulation of growth strategies. The aim is to re-engineer the data
structures and processes that generate management information, focusing on cost
reduction and identification of non-performing units;
7. Due Diligence: Involves an independent verification of the financial, legal and functional
aspects of a business to provide assurance to potential owners, partners or funders the
current state of the business;
8. Risk management: involves identifying business risks and managing them effectively
9. Raising finance: involves finding and securing finance from the most appropriate
sources including private equity firms.
10. Investment appraisal: Services include fund and portfolio management.
11. Governance: Our services include public expenditure and financial accountability,
governance, policy advice and strategic planning.
12. Taxation: We help our clients to attain the highest levels of tax compliance.
13. Human Resource Consulting: This involves preparing strategic plans, carrying out
recruitment services, conducting job evaluation, capacity development and training,
organizational assessment, salary review and performance management.

We are involved in various capacities to clients in a wide range of sectors including:

 Government and quasi government bodies;
 Banking and Insurance Institutions;
 Retirement Benefits Schemes;
 Hospitality Sector;
 Health Sector;
 Agricultural, Horticultural and Floriculture Sector;
 Manufacturing Sector; and
 Construction and Trading Sector.
In seeking to broaden our ability to provide excellent solutions for our customers, PKF
Consulting has partnered with Cedilla IT Ltd and Kikosi Ltd.

2.4 OUR PARTNER – CEDILLA IT LTD
In better meeting the Requirements of this RFP, we have partnered with Cedilla IT Ltd (Kenya).
Cedilla IT Ltd is a Kenyan IT and IT Enabled Services (IT/ITES) Consulting Company, established
in 2004.
Cedilla IT Ltd is a reputable Kenyan IT firm with experience in the Enterprise Collaboration and
Communication space.
Since 2004, Cedilla IT has provided solutions for Government, International NGO, Higher
Education, Banking, Media, Agri-business, Healthcare, and Telecommunications. The company has
an outstanding list of clients who have placed their confidence in our ability to deliver successful
outcomes.
These clients include: Ministry of Health, Ministry of Environment & Mineral Resources,
Kenya Medical Supplies Agency (KEMSA), TI-Kenya, Imperial Bank Ltd (Kenya & Uganda),
SNV Netherlands, WorldBank, DANIDA, UNIDO, IOM, Coffee Management Services, Pfizer,
Strathmore University, MYSA and LAP Trust.
Being chosen as a Strategic Implementation Partner for Enterprise Software implementations by

these organizations is testament to the skill with which our team members have consistently
executed Enterprise Projects professionally.
 Cedilla IT Ltd will provide Enterprise platform and integration services for ASDSP MIS
2.4.1 CEDILLA IT - CORE COMPETENCIES
Our range of Services includes:

1) Technology Consulting
2) Enterprise Software Solutions
3) Web and Mobile Solutions
4) Infrastructure Consulting
2.4.1.1 Technology Consulting
We provide focused solutions in delivering sustainable client value. Our top level team has helped
clients in developing strategies, efficiency improvement, and implementation of new management
methodologies, advanced IT systems, and Capacity Building programmes tailor made for
businesses.
Our Consulting offerings include: IT Strategy, Business Process re-engineering, Systems Audit, IT
Security Consulting, Training and Project Management

2.4.1.2 Enterprise Software Solutions
We create cost effective Enterprise Software Solutions based on technical expertise enabling
Small, Medium and Large Enterprises to achieve success with high quality, better efficiency and
greater productivity in their IT processes and implementations.
We help you think through your needs and work with you to develop configure and deploy
Enterprise, High Availability Scalable Solutions for on-premise or cloud deployments.
Research is at the heart of our Solution delivery process and we engage industry and subject
matter experts to ensure that our Solutions meet the highest quality industry standards.
2.4.1.3 Web and Mobile Solutions
We help you to plan, grow and structure your business for today’s highly collaborative Web, Social
and Mobile environment. We look at your business and help your business to navigate the ever
evolving Web opportunities, Social Media advancements as well as Mobile explosion.
With our unique collaborative approach, we offer solutions including: Web Portals for Intranet and
Extranet, Social Media Solutions and Mobile Solutions.
2.4.1.4 Infrastructure Consulting
We provide Consulting and Support for High Performance Computing. We realize that optmimum
Application performance is a big deal and that is why we have invested in skills to enable us to
offer you Solutions designed to ensure that you get the most value, performance, and reliability
We offer Infrastructure Consulting to achieve High Availability, Scalability, Disaster Recovery and
Business Continuity
2.4.2 CEDILLA IT - VALUES
We are guided by simple yet powerful values that guide our interaction with our people, clients
and community:
 Client Value Creation

 Respect for the Individual
 Integrity
 Stewardship
2.4.3 CEDILLA IT - DIFFERENTIATORS
Cedilla IT Ltd is has 11 years Consulting experience in IT and IT Enabled Services (IT/ITES)
across various sectors including: Government, International NGO, Higher Education, Banking,
Media, Agri-business, Healthcare, and Telecommunications.
PKF Consulting Ltd. P a g e | 10

We have the necessary skills, and experience required to deliver IT and IT Enabled Services and
have a Team of Experts who have skills and experience in:
 Project Management
 Delivery and Systems Support of Enterprise Systems
 Training/ Capacity Building
We have a business-oriented approach tailored to your unique operating objectives, needs and
risks. We have a commitment to outstanding service. We strive to adopt a consultative and
collaborative approach with full, open and continuous sharing of information.
2.4.4 CEDILLA IT - PARTNERS
Partner Description
Microsoft Corporation is an American multinational

Microsoft Corporation corporation headquartered in Redmond, Washington, that
develops, manufactures, licenses, supports and sells
computer software, consumer electronics and personal
computers and services.
Our Microsoft Partner ID is – 4502743
Products we work with include:

 Ms SharePoint
 Ms Windows Server (including Active Directory)
 Ms Navision integration
 Ms Outlook
 Ms Office 365
eShare is a limited company registered in England.

eShare Limited Registered number: 5225459. Registered office: 1 Oxford
Road, Newbury, Berkshire, RG14 1PD UK.
Cedilla IT Limited is Value Added Reseller for BoardPacks

software from eShare.
BoardPacks improves staff effectiveness and delivers

substantial cost savings through increased efficiency and
reduced administrative burden. It enables organisations to
create, collate, distribute and maintain knowledge through
our easy to use web based platform. The product is
designed to reduce the bureaucracy that informs boards

about their organisations’.
2.4.5 CEDILLA IT - CORPORATE DATA
Cedilla IT Limited is a Private Limited Company, registered on 16th June 2004.
 Incorporation Certificate No. C.110435.

 Company PIN - P051165343V
 VAT Registration No.0142371B.
 Current Tax Compliance Certificate ASDSP 16/028931/2014.
2.4.6 CEDILLA IT - ADDRESS INFORMATION
 Postal Address: P.O. Box 50656-00200, Nairobi, KENYA.
 Physical Address
Devson Court, Ground Floor,
Argwings Kodhek Close, Hurlingham,
Nairobi, KENYA.
 Telephone: +254 (0)20-2345142

2.5 PAST EXPERIENCE
We have the necessary skills, and experience required to deliver the ASDSP MIS. Assignments
that best illustrate our experience include:
1) Ministry of Health (Funded by: SNV Netherlands Development Organization)

Development of Water and Sanitation (WASH) Software for Community Led Total Sanitation
(CLTS) Campaign – an Monitoring and Evaluation Tool for tracking progress for CLTS
campaign for Open Defecation Free (ODF) progress across Kenya from ODF triggering to ODF
claim and verification.
Project features/components include:

 Web-based System with Geographical Information System (GIS) functionality
 Mobile enabled – Mobile applications
 Website for WASH/ CLTS knowledge sharing
 Dashboard Reporting – for Tracking performance
 Piloting and Training of Ministry Staff and County Staff
2) Kenya Medical Supplies Authority (KEMSA) (Funded by: Worldbank)

Development of a Logistics Management Information System (LMIS) – Supply Chain system
for Medical Commodities supply to health Facilities countrywide.

 Web-based Monitoring of the order-fulfillment processes
 Interfaces/exchanges data with various systems via API including: ERP Software,
Mobile Application System, Mobile Drug Tracking System (MDTS), Web Portal
 Donor Grant Record Management – for various programs
 Training of KEMSA Staff
 Post implementation Support for 2 years
3) Ministry of Water (Funded by: SNV Netherlands Development Organization)

Development of Online Project Tracking Tool (OPTT), a countrywide Water, Sanitation and
Hygiene (WASH) Monitoring and Evaluation (M&E) Tracking System.

 Document Management and Archiving
o Proposal Preparation and submission by applicants eg. CBOs, Schools
o Proposal Approvals by WSBs (Water Service Boards)
 Grant Management/ Project Funding through WSTF (Water Services Trust Fund)
 Project M&E/ Implementation Monitoring by Project Sponsors/ donors eg.
SNV/UNICEF

 Training of Ministry Staff, District Staff and Water Service Board Staff, and Project
Sponsor Staff
4) Transparency International – Kenya (TI-Kenya) (Funded by: Worldbank)

Development of a Mobile Drug Tracking System (MDTS), a mobile application allowing
Citizens and Health Facilities in Health Governance and Accountability through medicine
tracking, and reporting on service delivery.

 Web-based System Report access and Analysis via Web based interface.
 Citizen Reporting via Mobile Phone – Order Tracking, Drug Availability and
Reporting via Mobile Phone
 Interfaces/exchanges data with via API with KEMSA ERP Software
 Piloting and Training of KEMSA Staff and Hospital Staff in 3 pilot Health Facilities of
Riruta Health Centre (Nairobi), Tom Mboya Health Centre (Rusinga) and Lunga-Lunga
Health Centre (Kwale)
5) Ministry Of Environment and Mineral Resources (Funded by: DANIDA)

Development of a National Resource Management Programme (NRMP) Database.
Project Components:
 Schema design, Research / data collection of information on various actors across
47 counties in Natural Resources, Environment, and Climate Change
 Software Development for National Resource Management Programme (NRMP)
database, a web database for entities in Natural Resources, Environment, and Climate
Change in Kenya
 Data uploading into NRMP Database
 Training of Ministry Staff
2.5.1 OTHER EXPERIENCES
Clients we have worked with include the following:

1) Worldbank/ KEMSA
Development of Logistics Management Information System (LMIS)
2) SNV Kenya / Ministry of Health
Development of WASH M&E System
3) Imperial Bank Group
Development of RAC Software, MATRIX Software, Intranet and Website
4) SNV Kenya / Ministry of Water
Development of OPTT (Online Proposal Tracking Tool) System

5) UNIDO / IOM
Project Management Support Services including Capacity Building in ICT,
Entrepreneurship and Governance and Business Support/ Mentorship
6) DANIDA / Ministry of Environment & Mineral Resources
Development of Natural Resource Management Programme (NRMP) Database
7) TI-Kenya
Development of Mobile Drug Tracking System (MDTS)
8) LAP Trust
Systems Audit of Car Park System
9) MYSA – Mathare Youth Sports Association
System Audit of Computerized Accounting System and Training - ICT, Governance, Risk &
Compliance
10) Karirana Tea Estates
Development of Website
11) NEPARC
Development of Website
12) Pfizer
Development of Multilingual (English/ French) Conference CD Pack
13) Coffee Management Services
Development and Hosting of Website
14) Economic Credit Traders
Development of Management Information System (MIS)
15) Huruma Nursing Home
Development of Hospital Management Information System (HMIS)

2.6 OUR PARTNER – KIKOSI LTD
2.6.1 ABOUT US
Started in 2008, we are an innovative I.T. solutions agency, based in Nairobi that is focused on
taking different brands and entities to the next level through specialized provision of technological
and consultative services.
Our Vision:
“To be the leading provider of innovative ICT solutions in East and Central Africa.”
Our Mission:
“Providing our clients with the highest quality of ICT services and delivering practical, simple, user
friendly products and solutions to our clients. “
Kikosi Limited has been at the forefront of providing quality I.T. products and services through
web sites, digital marketing campaigns and business solutions for both the private and public
sector. Our versatile client range has made us competent enough to provide I.T. solutions to
different entities while maintaining world class quality standards. Our clients range from
Individuals to SMEs, from NGOs to government agencies.
In June 2013, Kikosi Limited was rebranded from Kikosi Concepts to Kikosi Limited. This
transition from a partnership to a Limited Company, registered under Kenya’s Company Act,
allowed us to expand our reach and accommodate bigger responsibilities that had previously
eluded us.
Today, Kikosi simply stands as a Private Limited company that provides technology integrated
business solutions that enhance customer accessibility and connection.
What distinguish us from other agencies is our professionalism and our willingness to go the
extra mile to achieve the best results for our clients.
INDUSTRY RECOGNITION
Kikosi Limited, although relatively new, has been able to get recognitions that have enhanced its
awareness as a brand.
 Individual Recognitions
Gabriel Kimotho
 Founder and Developer of the Winning team of Garage48 Nairobi (2011).
 Successfully completed and won the Garage48 Nairobi edition to create a viable
application in 48 hours.
 Listed as one of the top 50 Growing IT Entrepreneurs.
 Listed for top 100 Enablis ILO Business plan competition.
2.6.2 COMPANY RECOGNITION
 Finalists in Safaricom Developer Challenge 2013.

2.6.3 OUR PORTFOLIO

2.6.4 OUR PRIMARY SERVICES
WEBSITE DESIGN & DEVELOPMENT

Building websites since 2008
Creativity and attractive designs have made us able to provide the trendiest websites in the
market .We constantly update ourselves with new technology so as to be able to provide the most
accurate solutions as per our client’s requirements. Our highly specialized team constantly
attends seminars domestically and internationally so as to ensure our quality is in line with
international industries and markets .Each project is an opportunity to inject something new into
the dynamic world of I.T .This way we maintain a position that is miles ahead of our competitors.
We use technologies like AJAX, XHTML, XML, CSS, JavaScript and ActionScript on the browser
side. On the back-end, wecode in ASP, ASP.Net, PHP, SQL, MySQL and everything else.
CMS DESIGN & DEVELOPMENT

Our team ensures convenience for our clients with the use of sophisticated Content Management
Systems (CMS).A client can easily create, edit and publish content to their website with the click
of a button.
Our clients don’t need to be computer wizards to use our completed websites. We use customized
CMSs as well as propriety CMSs to provide world class websites that suit our customer’s needs
and tastes.
INTRANET DESIGN & DEVELOPMENT

Intranets promote parallel flow of communication within a company, simultaneous use of
company resources but most importantly they provide transparency within an organization.
Kikosi Limited prides itself in providing secure intranet services that contain powerful features
and functionalities for businesses of any scale.
E-COMMERCE WEB DESIGN & DEVELOPMENT
Our professional techniques data collection techniques help us to gather all the user requirements
in a holistic manner. This is followed by the use of cutting edge consultative approaches that help
us grasp and advise the client on ways to make the suggested system more efficient and
performance enhanced. This service is provided free of charge in the presence of the client.
Finally, our team creatively and strategically implements the intended e-commerce features in a
manner that is integrated to perfection. Our process for developing e-commerce sites can be
summarized in the following steps:
 Qualitative & Quantitative data collection.
 Complimentary Consultations.
 Merchandising strategy or merchandise patterning.
 Content strategy.
 Content management.
 Usability design and architecture.
 Integration with inventory database and payment gateway.
 Application Development & Integration.
 Web Hosting.
WEB HOSTING
Our partnership with different hosting companies ensures that we provide quality and affordable
hosting plans for different clients. The criteria used in our hosting plans are based on 3 core
aspects:
 Customer & System needs
System needs are the core basis for our hosting plan recommendations. Systems that have high
resource demands tend to require more comprehensive hosting plans. We also have different

plans based on the customer’s needs. More often than not, these needs revolve around the size of
the organization i.e. NGOs may have a different plan from SMEs
 Financial Power
We try to provide the cheapest hosting plans for our clientele based on their financial capabilities.
We have different financial plans that come with different hosting packages.
 Duration for intended hosting.
Different hosting durations will generally warrant different hosting plans.

All our basic and hybrid packages come with easy to use web based administration tools, allowing
customers to manage their email accounts and web sites at their convenience.
Basically, we have a plan for everybody.
MOBILE APPLICATION DEVELOPMENT
The use of mobile applications has become a vital aspect for most business solutions in the globe
today. Their use ranges from marketing capabilities to business functionalities. We have therefore
consistently tried to position ourselves at the top of the mobile development service. We do this by
offering highly customized designs that are achieved through working closely with our customers.
We pride ourselves in producing quality mobile applications on the following platforms: Android,
Windows Phone, BlackBerry OS and iOS.
PROJECT MANAGEMENT AND CONSULTANCY
The nature and capacity of the projects that we have worked on has enabled us to acquire
efficient project management skills. These skills ensure that we perform projects in a manner that
is:
 Cost effective
 Hedges risk
 Highly productive
 Timely
We work hand in hand with our clients to ensure projects are run smoothly and the organization's
goals are met.
GEOGRAPHICAL INFORMATION SYSTEM (GIS) ENGINEERING
As GIS continues to evolve perpetually and predominantly becoming integrated into enterprise IT,
we can help you get the most out of your investments in geospatial technology. By fully grasping
the definition and essence ofGIS engineering we have been able to perform specialized research
that is geared towards the comprehension of this concept in its entirety. We believe that this is the
most fundamental step in our efforts to become a market leader in this particular field.
Furthermore, we have taken the initiative of recruiting highly experienced personnel who are very
competent in this particular field. An amalgamation of these recruits and our preexisting
experience has allowed us to create a respectable arsenal of expertise in this field.
In summary, our drive to perfect our provision of services has enabled us to possess the ability to
create easy to use GISs that can easily be integrated with a variety of systems.

SOFTWARE DEVELOPMENT
We at Kikosi limited believe in high end products on all fronts. Being a provider of I.T. business
solutions primarily, we have magnified our emphasis on quality software. All of our software is
engineered to perfection while using our clients as our focal point. Our years of experience in
software development have enabled us to catapult ourselves in a direction that ensures customer
satisfaction is vital. Our existing and growing portfolio is a testimony of our accrued expertise in
software development.
DIGITAL MEDIA & MARKETING SERVICES

DIGITAL CAMPAIGN PLANNING & MANAGEMENT
Our culmination of versatile experience in digital campaign planning guarantees efficiently
implemented online campaign strategies for our customers. The key to our perpetual success is
the flawless execution of our campaigns by our competent teams. Our confidence in the results
our campaigns offer is based on carefully calculated market analysis rather than abstract
guesses. The approach we use in driving our campaigns is also largely based on our client’s
targets which are realized by ensuring that there is a direct co-relation between our online
campaigns and tangible sales.
ONLINE MEDIA PLANNING, BUYING & SELLING
With the availability of an array of online media to choose from it is crucial to ask yourself
whether your agency provides you with the best media options that conform to your needs. In this
‘digital’ era most companies need an I.T. agency that can guarantee a seamless transition from
archaic media options to trendy online media options. We can provide this transition while saving
you from the problems that come with a trial and error approach.
One thing that we ensure is that our customers are not deceived or confused by the different
hypes and smoke screens that come with various media options. We try and optimize our
customer’s choice by doing research on behalf of our clients. This research is based on a cost-
benefit analysis approach.
Fundamentally we’ll help you comprehend the difference between superfluous online media
options and what really works for you.
PAID SEARCH/ SEARCH ENGINE MARKETING (SEM)

What is search engine marketing? It is the promotion of websites by increasing their visibility in
search engine (such as, Google, Bing and Yahoo!) results pages (SERPs) through optimization and
advertising.
Search engines connect billions of people around the globe by offering a dynamic range of tools
and search marketing solutions for businesses to connect with target customers and other
stakeholders. To keep up with the every growing competitive nature of business environments it is
crucial for organizations to optimize the use of search engine as an effective marketing
mechanism.
Our paid search strategy is highly tailored to deliver your campaigns whose success is defined by
improvement and perfection of core growth factors of an organization. Furthermore, we specialize
in A/B split testing and Multivariate Analysis that ensures that we not only drive results but also
know how to extract value for you from every cent of your media budget.
2.6.5 OUR SECONDARY SERVICES
QUALITY CONTROL
All our products go through high level testing using recommended industry testing techniques
and top notch project management standards.
RESEARCH
We constantly do research to improve the quality of our products and services. New technological
designs applied to our product range ensure a consistent, vibrant and exciting variety for our
customers.
EMPOWERMENT AND SOCIAL RESPONSIBILITY
We are aware of our role in the communities in which we operate in and we intend to give back to
the community by developing ICT programs that will empower the youth with software
development skills .This ensures that we are one step closer to achieving Vision 2030.
2.6.6 OUR PRODUCTS
SMART COUNTY
Smart County is an automated revenue collection system that is designed to facilitate and
enhance the collection of revenue by local authorities. It is copyrighted in accordance with The
Kenya Copyright Board. It supports collection of funds in the following revenue streams:
 Single business permits

 Liquor licenses
 Cess (various )
 Municipal owned housing
 Market stalls
 Parking fees
 Land rates
 Advertisement charges.
 All the 14 functions under schedule 4 in the constitution
Smart County is structured and built around three core principles: accountability, efficiency and
most importantly transparency. The following features ensure that these principles are satisfied

concurrently and holistically:
 Enhanced Security
The security of the transactions undertaken by the users of any system is crucial. That is why
Smart County incorporates high grade data encryption algorithms and anti-fraud mechanism in
order to guarantee security. Its firewalls make it largely immune to cyber-attacks. Finally, all data
communication is transmitted via bank level 256-bit HTTPS secured channels.
 Role Based Permissions
Smart County enhances accountability using role based permissions i.e. different users of the
system are awarded different levels of access, rights and privileges depending on their
responsibilities. For example, is a local authority’s attendant allowed to reverse a transaction? You
decide, and Smart County will implement your command.
 Automated Settlement& Reconciliation
The fundamental premise for the existence of Smart County is to ensure secure cash flow. Its
integration with systems, such as IFMIS, enables it to automatically transfer funds to County
accounts based on an auto-schedule. It also allows authorized personnel to transfer funds to
relevant accounts.
 Instant Alerts& Reminders
Smart County sends the users of the system instant payment alerts in the form of SMSs and/or
E-Mails upon receipt of payments. Once the payment has been confirmed, an e-receipt is sent to
the relevant payer. Each e-receipt has a number that is unique to a particular transaction.
Smart County also sends outs reminders to different users. This way, individuals are not caught
off guard when they are required to make certain payments.
 Business Intelligence
Smart County offers certain tools which are helpful in analyzing and understanding the
performance and trends of different revenue streams. With the use reports for example, Local
authorities are able to gather, view and analyze customized information regarding all payment and
transactions done by Smart County
 Data Export & Backup
Smart County allows individuals to export information in formats such as PDF and Excel. One
can even print or e-mail customized reports directly from Smart County.
All the transactions done by Smart County are stored in a server, whose data is mirrored on
another sever. This ensures data is never lost in case of hardware and/or data failures.
 Exceptional User Experience

Smart County has a user-friendly interface which complements its easy to use design .Our
developers are always working towards simplifying and improving the user’s experience .Kikosi
Limited is always open to positive and negative feedback in our efforts to achieve a perfect user
experience.
 Third Party Integration
Smart County has a specialized module that can allow it to be integrated with existing systems
such as: ERPs, IFMIS, IPPD, G-Pay, LAIFOMS and SMS Gateway Systems.
 Integrated Payment Networks
Smart County Integrated Payments Module supports ALL mobile money channels i.e. M-PESA,
Airtel Money, YuCash and Orange Money.
 Client Portfolio Management
The Smart County Client Manager allows you to search and group your customers based on how
much they spend, what they usually spend on or when they made their payments. This way, Local
Authorities are able to specialize and customize their services according to specific clientele.
 24/7 Support
Kikosi Limited offers 24/7 support for all Smart County services. Kikosi Limited is dedicated to
providing personalized support at all times
AGENTS PAY
 This was a bulk payment system used to pay election candidate’s Agents
.This system eliminated double payments to one agent and provided reports
to eliminate corruption and create transparency
KAMATAKAB
 Kamatakab is a mobile solution that utilizes GPS (Global Positioning System)

technology enabling its users to locate taxis in their area. The user can then
call or text the taxi within their location and the taxi arrives in the shortest
time possible. Users will then be able to rate these taxis based on safety,
cleanliness and service and share these ratings with other users on various
social media platforms.

3 CONSORTIUM’S REFERENCES
3.1 MINISTRY OF HEALTH/ SNV NETHERLANDS
Assignment Name: Country
Development of Water and Sanitation Kenya

(WASH) Software for Community Led Total
Sanitation (CLTS), and External Backup
Support
Location within Country: Professional Staff provided by Your

Firm/Entity
Nairobi, Kajiado and Nakuru Counties  Conrad Siteyi, Project Manager

 Felix Obare, Systems Analyst
 Felix Kiptum, GIS Expert
Name of Client: Clients contact person for the assignment
SNV Netherlands Development Organization Fanuel Nyaboro,

and WASH Advisor & Sanitation Programme Leader
Ministry of Health (Government of Kenya) Tel. +254 20 2405955/ 24050983/4
Mobile: +254 733 608040
Email: fnyaboro@snvworld.org
Address: Completion Duration of Budget

(Month/Year) Assignment
Ngong Lane, off Ngong Road, Aug 2013– 9 months + 1 year Kshs 1.988 Million
P. O. Box 30776, 00100, Apr 2014, and
Nairobi, KENYA. Jan–Dec 2015
Name of Senior Staff Involved and Functions Performed:
Conrad Siteyi, Team Leader

 Project planning and resource coordination
 Requirements Gathering and Analysis
 Prepare Systems Requirements Specifications (SRS)
 Project Reporting, Presentation/ Workshops
Narrative Description of the project
Development of Water and Sanitation (WASH) Software– an M&E Platform for tracking progress
for Community Led Total Sanitation (CLTS) campaign for Open Defecation Free (ODF) progress
tracking across Kenya.
Description of Actual Services Provided by Your Staff:

 Web-based System with Geographical Information System (GIS) functionality

 Mobile enabled – Mobile applications

 Website for WASH/ CLTS knowledge sharing
 Dashboard Reporting – for Tracking performance
 Piloting and Training of Ministry Staff and County Staff
 Back Support - secondary mirror site for backup
Firm’s Name: Cedilla IT Ltd

Name and Title of Signatory: CONRAD SITEYI, Director

3.2 KENYA MEDICAL SUPPLIES AUTHORITY (KEMSA)/ WORLDBANK
Development of a Logistics Management Kenya

Information System (LMIS)

Firm/Entity
Nairobi  Conrad Siteyi, Project Manager

 Felix Obare, System Analyst
 Crispin Odhiambo, Systems Architect
 Patrick Kaka, Software Developer
Kenya Medical Supplies Authority (KEMSA) Samuel Wataku, Head of IT

Tel: +254-(0)20-3922000; +254-(0)20- 2674016
Fax: +254-(0)20-3922400
Mobile: +254-(0)714-619338
Email: samuel.wataku@kemsa.co.ke

KEMSA Head Office, June 2011 to 18 months Kshs 4.471 Million

Commercial Street, Dec 2012, and + 2 years Support
Industrial Area, Support 2013-
P.O. Box 47715 GPO 00100, 2014
Nairobi, KENYA,

Development of a Logistics Management Information System (LMIS) – a Supply Chain M&E

System for Medical Commodities order-to-supply cycle for use by Level 1 to Level 5 Health
Facilities countrywide.

 Web-based Monitoring of the order-fulfillment processes
 Interfaces/exchanges data with various systems via API including: ERP Software, Mobile

Application System, Mobile Drug Tracking System (MDTS), Web Portal

 Donor Grant Record Management – for various programs
 Training of KEMSA Staff
 Post implementation Support for 2 years



3.3 MINISTRY OF WATER AND ENVIRONMENT/ SNV NETHERLANDS
Development of Online Project Tracking Tool Kenya

(OPTT)

Firm/Entity
Nairobi, Kitui, Siaya, Kakamega, Kisumu,  Conrad Siteyi, Project Manager

Homa Bay, and Busia Counties  Felix Obare, System Analyst
SNV Netherlands Development Organization John O. Nyakawa,

and Senior Advisor - Water, Sanitation and Hygiene
Ministry of Water and Mineral Resource Telephone: +254 20 2093473/3586155
(Government of Kenya) Mobile: +254 733 740428
Email: jnyakawaondari@snvworld.org

Ngong Lane, off Ngong Road, Nov 2012 – 7 months Kshs 2.61 Million
P. O. Box 30776, 00100, May 2013
Nairobi, KENYA.

Development of Online Project Tracking Tool (OPTT), a countrywide Water, Sanitation and
Hygiene (WASH) Monitoring and Evaluation (M&E) System for Tracking Water projects cycle from
Proposal preparation at community level, escalation to District Water Officers, approval and
funding by WSTF and Donors and project execution tracking.

 Document Management and Archiving
o Proposal Preparation and submission by applicants eg. CBOs, Schools
o Proposal Approvals by WSBs (Water Service Boards)

 Grant Management/ Project Funding through WSTF (Water Services Trust Fund)
 Project Progress Monitoring by Project Sponsors/ donors eg. SNV/UNICEF
 Training of Ministry Staff, District Staff and Water Service Board Staff, and Project
Sponsor Staff



3.4 TI-KENYA / WORLDBANK / KEMSA
Development of a Mobile Drug Tracking Kenya

System (MDTS)

Firm/Entity
Nairobi, Rusinga, Lungalunga (Kwale)  Conrad Siteyi, Project Manager

 Felix Obare, System Analyst
Transparency International Kenya Dalmas Okendo,

Head of Programmes/Programme Coordinator-
Citizen Demand
Tel: +254 (0) 20 2730324/5, 2727763/5
Mobile: +254722296/589/ +254733834659
Fax: +254202729530
Email: dokendo@tikenya.org

P.O. Box 198-00200, July 2012 2 weeks US$ 4,750

Nairobi KENYA

Development of a Mobile Drug Tracking System (MDTS), a mobile application allowing Citizens
and Health Facilities in Health Governance and Accountability through medicine tracking, and
reporting on service delivery.

 Web-based System Report access and Analysis via Web based interface.
 Citizen Reporting via Mobile Phone – Order Tracking, Drug Availability and Reporting via
Mobile Phone

 Interfaces/exchanges data with via API with KEMSA ERP Software

 Piloting and Training of KEMSA Staff and Hospital Staff in 3 pilot Health Facilities of
Riruta Health Centre (Nairobi), Tom Mboya Health Centre (Rusinga) and Lunga-Lunga
Health Centre (Kwale)


3.5 MINISTRY OF ENVIRONMENT AND MINERAL RESOURCES
Development of National Resource Kenya

Management Programme (NRMP) Database

Firm/Entity
Nairobi  Conrad Siteyi, Project Manager

 Benjamin Odiyo, System Analyst
 Crispin Odhiambo, Senior Developer
 Jeremy Oloo, Researcher
 Gentrix Konzolo, Project Assistant
Ministry of Environment and Mineral Jacob Kimani, NRMP Focal Point

Resources Telephone: +254 20 2730808/9
Mobile: +254-722-331389
Email: jkimani@environment.go.ke /
kimani01326@alumni.itc.nl
Address: Completion Duration of Project Budget

Date Assignment:
(Month/Year)
NHIF Building, 12th Floor, Jan 2011 7 months Kshs 1.3275 Million
P.O. Box 30126-00100,
Nairobi, KENYA.
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions
Performed:
Conrad Siteyi, Project Manager

 Resource Mobilization, Allocation and Coordination
 Publishing Systems Requirements Specifications (SRS)
 Overseeing Training and Workshop sessions
 Preparing project plan & progress and project reports
Development of National Resource Management Programme (NRMP) database, a web database

for entities in Natural Resources, Environment, and Climate Change in Kenya
Our Staff Provided Project Full Project Delivery of the Projects including:
1) System Analysis
 User Requirements Gathering

 Development of SRS (Systems Requirements Specification) including Business,

Functional and Technical Requirements, Data Migration Strategy
2) Software Development and Testing
Development of Features/ Functionality for the NRMP Database Software and carrying out
end-to-end testing.
3) Training
Carrying our end-user and Administrator Training


3.6 MINISTRY OF FISHERIES DEPARTMENT-OMENA VALUE CHAIN PROJECT
eFish Information Management System- Kenya

Omena Value Chain Project

Firm/Entity
Kisumu, Karachuonyo, Suba and Homabay Project Manager :Felix Owili

Lead Software Architecture: Jude Mbithi
Districts
Ministry of Fisheries Department ,Funded by Mr. Robert Wanyama

German International Corporation Principal Fisheries Officer,
Project: Omena Value Chain Provincial Director of Fisheries
Tel : cell Phone:0722951917
Email: robert_innocent34@yahoo.com
Address: Completion Duration of Project Budget

Date Assignment:
(Month/Year)
Ministry of fisheries September 2 Years 98,000 USD

development P.O Box 2013
1084-40100,
Kisumu, Kenya
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions
Performed:
Felix Owili Project Manager

 Resource Mobilization, Allocation and Coordination
 Publishing Systems Requirements Specifications (SRS)
 Overseeing Training and Workshop sessions
 Preparing project plan & progress and project reports
To design, develop and implement an eFish information management system (fish market
information systems), for the fishing industry in lake victoria region in Kenya
Our Staff Provided Project Full Project Delivery of the Projects including:
1) Feasibility study
2) Requirements gathering and analysis
3) System design and development
4) System testing and implementation

(Authorized Representative)
Signature: Full Name: David Kabeberi

Title: Managing Director (PKF Consulting Limited)

4 COMMENTS AND SUGGESTIONS OF THE BIDDERS ON THE TERMS OF

REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY
THE CLIENT
4.1 ON THE TERMS OF REFERENCE
1) Scope
 PKF Consulting/ Cedilla IT will have the opportunity to conduct a detailed assessment
to validate the scope of work.
 Any changes to the application code or additions in the form of reports, interfaces,
customizations and enhancements will be addressed through Change Orders.
 A separate fit-gap exercise will be conducted for each phase.
2) Solution
 The solution will be sufficiently documented and this documentation will be shared
with the implementation team
 Business Process Re-engineering and Change Management will be specific to the
processes implementation as required by this assignment
 If required PKF Consulting/ Cedilla IT can tailor the project management methodology
to the client’s existing methodology. The details around the methodology and
governance will be finalized during the project set-up phase.
 The client will be responsible for business readiness related initiatives.
 It is assumed that business decisions and conflicts are addressed expeditiously
3) Subject Matter Expertise

 PKF Consulting/ Cedilla IT assumes that the client will form a core team, who will
work with the implementation team during the course of the project.
 PKF Consulting/ Cedilla IT assumes that the subject matter experts will be made
available to clarify requirements/design issues with a reasonable notice
 The Steering committee will comprise of both the client and PKF Consulting/ Cedilla IT
management team and the meetings will be held as per the agreed norms.
 The project management is owned by both the client and PKF Consulting/ Cedilla IT
4) Role related
 PKF Consulting/ Cedilla IT will share responsibility for meeting all deliverables of the
implementation as dictated by the Project Management Office. The client will be equally
responsible for project management and would be driving the project along with PKF
Consulting/ Cedilla IT resources.
 The client shall provide connectivity to its other Systems/Servers as required for the
PKF Consulting/ Cedilla IT Onsite/Offsite Resources.

 The client will have a Project Manager who will jointly work with the PKF Consulting/
Cedilla IT Project Manager to keep the project on time and budget.
 PKF Consulting/ Cedilla IT and the client Team Members will adhere to the project
time lines set by the Project Management Office.
 The client will respond to requests for information or action on any project-related
matters, with adequate detail for making informed decisions within 3 business days
from the time of request.
 PKF Consulting/ Cedilla IT will dedicate Functional Team Members and Technical
resources for the entire project as suggested in the staffing model. The client will
ensure that there is adequate IT and Business participation during all the phases of
the project.
 The client is responsible for providing the data in the format requested by PKF
Consulting/ Cedilla IT
 PKF Consulting/ Cedilla IT will work with the client for data cleansing and data
consolidation of data to be loaded onto the System during implementation phase.
4.2 ON THE DATA, SERVICES AND FACILITIES TO BE PROVIDED BY THE CLIENT
1) Infrastructure and Facilities
 The workstations and workplace for the onsite consultants will be provided by The
client
 Onsite-offsite delivery model may be leveraged for cost effective delivery
 The training of the client core team is covered as a part of implementation. The project
will use a ‘Train the trainer’ approach. The client core team will be responsible for
subsequent training.
2) Estimates and Assumptions
 Hardware, infrastructure, and the client business and IT staff costs not included in the
estimation
 The proposed project plan in this response is based on the available information and
requirements. This may undergo change with any additional information received
during the subsequent discussions. The project plan will be base lined during the
project set-up phase.

5 OUR RESPONSE TO YOUR REQUIREMENTS
The Table below shows how our Solution meets your Specifics Requirements.
S/No. Evaluation Criteria Reference
1. Bidders overall technical capabilities CONSORTIUM’s References, Page 24

based upon assignment done within
the last 5 years demonstrated
experience with proven evidence
2. Experience and qualifications of the Team composition and Task Assignments,

proposed project team Page 76
Format of Curriculum Vitae (CV) for

Proposed Professional Staff, Page 78
3. Approach and methodology Description of the Methodology and Work

Plan for Performing the Assignment43
4. Bidders to provide detailed Time Schedule for Professional Personnel,

implementation work plan with specific Page 103
timelines
Activity (Work) Schedule, Page 106
5. Proposal preparation, thoroughness Organization of Format detailing all required

and responsiveness to the information in Table of Contents, Page (i)
requirements of the Terms of Reference

6 DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING

THE ASSIGNMENT
6.1 PROJECT MANAGEMENT
Effective and robust Project Management is critical in delivering ASDSP MIS. Our Project
Management Approach (PMA) focuses on delivering the project within the parameters of time, cost
and quality, but also addresses risk management and benefits realization where appropriate.
We developed our project management approach based on a universally accepted and effective
project management framework called the Project Management Body of Knowledge (PMBOK).
PMBOK was developed by the Project Management Institute (PMI), the recognized world leader in
developing project management standards and techniques.
Our PMA guides our project managers through the short initiation phase, with a roadmap
through the project management knowledge areas that are applicable for the nature of project risk
assessments (Organization, Logistics, Communications, Time, Cost/Financials, Risk,
Issues/Change, Scope, and Quality Management).
Within this Project, our PMA will help enable the ASDSP MIS to be developed on time and within
budget by:
i) Providing for the structured application of knowledge, skills, tools, and detailed procedures
to project activities.
ii) Providing a common language for practitioners and organizations working together on an
engagement.
iii) Mitigating risk exposure and managing project scope.
The comprehensive nature of our project management approach addresses the key elements to
guide the risk management review engagements to a successful conclusion.

6.2 METHODOLOGY
The project management activities in each phase of our approach are organized into our proven
methodology workflows:
The steps and the activities will be performed in three phases.
1) Phase 1: Inception Phase

2) Phase 2: Execution Phase
3) Phase 3: Delivery Phase
INCEPTION
•Project Definition
•Kick-off Meetings/ Planning and Scoping

•Project Analysis and Documentation
• Institutional Capacity Assessment will seek to determine existing
gaps in
•Datasets
•Hardware and Software
•Institutional Capacity
•ASDPS MIS development, to include:
•Systems Requirements and Technical Specifications
•Data access and sharing protocols
•Capacity Building requirements for sound management of ASDSP MIS
•SRS Report
•Systems Requirements Specification
EXECUTION
•System Development/ Integration

• Organizational Setup and Management – NPS and CCUs
• Value Chain Data Reporting Tools
• GIS/ GPS Geo-reference data
• Mobile Data Reporting
• Off-line Data Reporting and Synchronization
• Aggregation, Reporting and Analysis
• User Profile Management
• Finance and Administration
• API for Data exchange with other Systems
• Multi-lingualization
•Trial run/ Pilot
•Final Product setup
•Development of Manuals - Technical and Operational
DELIVERY PHASE
•Training on Trade Portals

•Preparation of Project Report
•Post-handover Technical Support

6.2.1 PHASE 1: INCEPTION PHASE
At Inception, we shall document and approve the objectives, scope, approach, deliverables,
timelines, communication structures and expectations for the project.
a) Project Definition
Kick-off Meetings for planning and scoping
b) Project Analysis and Documentation

We shall carry out an Analysis that will look at existing Gaps, Project Objectives and Expected
deliverables.
Institutional Capacity Assessment will seek to determine existing gaps in

o Datasets
o Hardware and Software
o Institutional Capacity
Based on the requirements and gaps identified, recommendations will be made for ASDSP MIS
development, to include:
o Systems Requirements and Technical Specifications
o Data access and sharing protocols
o Capacity Building requirements for sound management of ASDSP MIS
c) SRS Report
Systems Requirements Specification

6.2.2 PHASE 2: EXECUTION PHASE
At Execution, we will undertake activities outlined in the Inception Report to ensure achievement
of project objectives.
a) System Development/ Integration

Design, Develop, Testing of ASDSP MIS
 Organizational Setup and Management – NPS and CCUs
 Value Chain Data Reporting Tools
 GIS/ GPS Geo-reference data
 Mobile Data Reporting
 Off-line Data Reporting and Synchronization
 Aggregation, Reporting and Analysis
 User Profile Management
 Finance and Administration - Work Plan and Budgeting, General Ledger, Human
Resource Management, Inventory and Procurement and Fleet Management
 API for Data exchange with other Systems
 Multi-lingualization
Development aspects shall focus on Functional and Technical aspects to ensure good User
Experience for both online and offline use on PC as well as Mobile Devices.
Functional aspects will look at:

 Data Structures/ Organizational Units
 Customized Dashboards, Queries features, Output features
Technical aspects shall look at:

 Reporting and Analysis
 GIS/ GPS Geo-reference Synchronization extension
 API Data exchange with other Systems
 Hardware Technical Requirements
Quality Assurance will be guaranteed through:

 Integrated Testing – entailing End-to-End testing to ensure that the system works
well and meets Project Objectives. Tests will include: Unit Tests, Functional Tests,
Stress Tests and Security Tests
 User Acceptance Testing - allows the Users to Test the System and provide their
approval in meeting User Goals.
a) Trial run/ Pilot

We shall take the functional ASDSP MIS through a pilot period of 1 month, as we monitor
system performance and collect feedback for adjustments to be made.
b) Final Product Setup

The Final product will be setup up and presented to Stakeholders at the NPS and CCU Levels.
c) Development of Manuals - Technical and Operational

We shall develop the Training Materials for reference. These shall include: User Manuals and
Technical Manuals

6.2.3 PHASE 3: DELIVERY
The Final Outputs will include:
a) Training on ASDSP MIS

Training will be targeted towards the different types of users as shown below:
(i) ICT Administrative Staff

Administrative Setup and management Tasks, User Profile Management, System
Monitoring – Audit Trails, System Security, API Data exchange with other Systems
(ii) Operational Staff – including staff at:

a. National Programme Secretariat (NPS)
b. County Coordinating Units (CCUs)
b) Preparation of Project Report

We shall document the Project Report from Inception to Go-Live.
c) Post-handover Technical Support

After System Go-Live, we shall have a Post-Implementation Service Support. We shall
provide Support for maximum System Availability including:
 Software Monitoring and Security

 Software Patches
 Incidence Response

6.3 SOLUTION DESIGN
6.3.1 DESIGN PRINCIPLES
ASDSP MIS Technical Architecture should be based on user-centric, process-centric, and

functionality-centric components. This focus will ensure that the technical architecture supports
the Reporting processes rather than simply being a sophisticated technical solution.
ASDSP MIS should be based on a common platform, standards and application for normalization
across all user groups providing a common framework to build and deploy scalable and
extendable solutions that meet the diverse requirements. ASDSP MIS should use a minimal
number of components, each of which lends itself to developing a common application framework.
This application framework will enable unified functionality across all modules while still allowing
customization as required.
PROCESS TECHNOLOGY FUNCTIONALITY

CENTRIC CENTRIC CENTRIC
• Organization • High Availability, • Simplicity of Use

Hierarchy – NPS Scalability,
• Cost-effective
and CCUs Extensibility
• Multi-language
• Value Chain Data • Integration -
Reporting Tools Application • Data Protection
Integration (APIs)
• GIS/ GPS Geo- • Training
reference data • Administration –
Access Control • Service Support
• Mobile Data and Security
Management • Hardware
Reporting
• Web-based cloud
• Off-line Data access
Reporting and • Business
Synchronization Continuity
• Aggregation, • Data export and
import
Reporting and
Analysis
• User Profile
Management
• Finance and
Administration
ASDSP MIS should lend itself to scalability and provide for extensibility of functionality to meet
the specific Reporting needs, even as needs change over time. As the framework is developed over
common infrastructure and platforms, it will provide for localized requirements including multi-
lingual translation services and common operational utilities.

6.3.2 FUNCTIONAL ARCHITECTURE
The Functional Architecture of ASDSP MIS is captured below:
ASDSP MIS access via Web, Mobile etc
Application Server API interface
ASDSP MIS
Administration
Data exchange
with 3rd party
Systems
Data Store
Functional System Architecture
Key components of ASDSP MIS include:
1. System Access – System access is available through web interface.

2. Application Server - The hardware server/software that avails Software files for client
access over intranet, extranet, world-wide-web or via API.
3. System Administration - An administration console that handles definition of
administrative functions of the system - managing system configuration, monitoring
system performance etc.
4. Data Store - The data repository for all activity in the Knowledge Management System.
5. API interface – API for data exchange with 3rd party systems
The System Functional Architecture provides a scheme which controls Process workflows.
Once a user logs in successfully, they will get access to the relevant user interface:
A. User level – Perform tasks according to user rights and privileges for Users
B. Management – Access Enterprise level Executive Reports and Analysis.
C. Administrator - Has universal system access, managing users, managing system
configuration, performing system maintenance tasks etc.
3rd party systems can link to ASDSP MIS and exchange data via an API interface. This allows
current and future systems linkages to ASDSP MIS providing great flexibility for system use.
All data is stored in and retrieved from a Data Repository.

6.3.3 TECHNICAL ARCHITECTURE
We propose a High Availability Technical Architecture, as shown below:
Presentation Tier
Desktop Laptop Mobile (Web,
(Web https) SMS, USSD) Access
(Web https)
3rdparty modes to
Systems ASDSP
MIS
UI Components API Components
Business Tier
Primary Data Replication
Cloud Business Data Centre
Centre Nodes
Engine Nodes
Cloud
Management Data Tier
Primary Cloud Database Replication
Console
Node Nodes Nodes
24/7 High Availability ASDSP MIS Architecture

6.3.3.1 Presentation Tier
Users have access to the system via:
 Web Access - Desktop, Laptops, Tablets

A user signs in normally and will be granted system access depending to the assigned user
rights and privileges.
Various usage levels include:
a) Operational Users – perform operational tasks within the system

b) Management – have access to Executive Enterprise Reporting Tools
c) Administrator - has universal system access, managing users, managing system
configuration, performing system maintenance tasks etc.
We propose User Interface (UI) components using adaptive templates that render optimally
for PC and Mobile form factor devices.
 3rd Party Systems (via API)

3rd party systems can link to the ASDSP MIS and exchange data via an API interface. This
allows current and future systems linkages to ASDSP MIS providing great flexibility for
system use.
6.3.3.2 Business Tier
ASDSP MIS will be deployed on a Cloud High Availability Redundant Architecture with Backup.
We propose to deploy the Application Server on several nodes as follows:
Role Node Deployment
Primary Primary Data  ASDSP MIS: Java, HTML5, CSS3, XML, Web
Centre Nodes Services
 Application Server: Apache Tomcat
 Operating System: Linux Server / Windows Server
Replication/ Replication Data  ASDSP MIS: Java, HTML5, CSS3, XML, Web
Backup Centre Nodes Services
 Application Server: Apache Tomcat
 Operating System: Linux Server / Windows Server
The Master-Slave configuration ensures that there is no single-point of failure. The nodes are
placed in different server locations, and when a Master node fails, a slave node becomes the New
Master, thus ensuring that the Business Continuity is enabled, with minimal latency.

6.3.3.3 Data Tier
The Data tier shall use a Clustered Database Management System using PostgreSQL. This will
enable users to meet the database challenges of exploding data volumes for next generation web,
cloud, and communications services with uncompromising scalability, uptime and agility.
Databases will be deployed on Cloud High Availability Redundant Architecture with Backup, on
multiple nodes as follows:
Role Node Deployment
Primary Primary Data  Clustered Database: PostgreSQL

Centre Nodes  Operating System: Linux Server/ Windows
Server
Backup Replication Data  Clustered Database: PostgreSQL

Centre Nodes  Operating System: Linux Server/ Windows
Server

6.4 FEATURE DESCRIPTION
6.4.1 OVERVIEW
ASDSP MIS is based on stable and secure infrastructure and we have built in safeguards to
protect information. Unique requirements will be captured through customization to suit the way
you work. From simple things like having your own brand colours and logo, to more complex
software adaptions, language options, and security options, we will work with you to make sure
you get the maximum benefit from the ASDSP MIS.
A good understanding of the following definitions, are the basis upon which the system can
accommodate definitions, amendments and for data analysis.
1. Organization Units – These represent the hierarchical ordering and relationship for
reporting units.
We will have NPS at the Apex with the CCUs and lower levels coming beneath it.
National Programme Secretariat (NPS)

- County Coordination Units
- - Sub-County / District
- - - Division
- - - - Location
- - - - - Sub-Location
2. Data Elements - Data elements are facts or statistics that can be captured and analysed.
Example: What is the Number of Citizens covered by a particular Value Chain Programme?
3. Indicator - An indicator is a measurement or value derived from data elements and

numbers. These can be:
 Percentages
 Totals
 Difference
This will be set up for all the required outcomes and indicators in the ASDSP log frame.

6.4.2 FORMS AND DATA ENTRY
With Organization Units defined, and Data Elements created, we enter information in two parts:
1. Trigger / Baseline Data

2. Progress Monitoring Data
Example Trigger/ Baseline Form
Example Progress Monitoring Form.
Forms for data are generated by the System Administrator. Forms should be adjustable to include
more data elements and indicators. With the adjustments, new Forms can be generated.
6.4.1 MOBILE DATA COLLECTION
The ASDSP MIS should be accessed from a variety of devices. The feature set is shown below:
Device Access Mode Features
Mobile Tablet Android, iOS,  Data entry –Baseline and Follow up Data
Windows 8  Multimedia upload - Files, Photos, Video
 Logging of - GPS location, Date, Time

Mobile Android, iOS,  Data entry –Baseline and Follow up Data

Smartphone Windows 8  Multimedia upload - Files, Photos, Video
 Logging of - GPS location, Date, Time
6.4.2 REPORTING AND ANALYTICS
6.4.2.1 Data Aggregation

Data Aggregation is done automatically, eliminating the manual processes involved in manually
summarizing data collected.
This can be captured with the use of Indicators using:
 Percentages
 Totals
 Difference
6.4.2.2 Data Quality

The System has functionality to enforce Data Quality.
Data Validation Rules can be defined and Data Analysis performed on data in the System to
ascertain the data quality. This will help the user to better carry out Data verification checks as
they can quickly zero in on problematic areas.
6.4.2.3 Data Visualization

Data visualization can be performed for and output customized in various Charts, Tables or Maps.

6.4.2.4 GIS Map Visualization

Data can be visualized on GIS Maps. The System has been configured to provide color-coding for
Counties down to Locations, providing maps of Latrine Coverage. These have been put for
demonstration purposes and can be adjusted based on user requirements.
6.4.2.5 Reports
Various reports can be obtained from the System including:
 Standard Report - user reports, management reports

 Data Set Report - incident reports per case reported
 Reporting Rate Summary - cumulative tallies per specified periods (monthly, quarterly,
yearly etc)
 Unit Reports - status, report numbers, date receipts, topic, reference, language,
responsible examiner etc
Report Formats include: Charts (Line, Bar etc), Lists and Tables

Reports can be output/ exported to various formats including Excel and PDF.
6.4.3 USER PROFILE MANAGEMENT
6.4.3.1 Groups & Permissions
Groups are containers for user accounts and dictate the permissions that users have on the site
depending on their group membership. Users can be members of multiple groups.
6.4.3.1.1 Creating a Group
Under Administration, select Create Group.
Complete the form presented on the screen with the name for the group, once you are happy with
the name select Create Group.

6.4.3.1.2 Adding/Removing Users to/from a Group
To add users to a group locate the group you wish to add users to, click the next to the group
name, then select the edit button on the user list for this group.
Once you select the edit button, you will be able to add a user. Once done with the changes made
click to save.
6.4.3.1.3 Group Permissions
In order to provide users with access to areas within your site, the groups need to be granted
access to the desired areas.

Locate the group you wish to modify, click on the name, then select the Permissions. From here
you will see the areas that the group currently has access to (if any) – by default new groups will
not have access to any areas on the site.
To modify this group’s permissions select the edit button.
When you have finished modifying permissions for this group select the tick symbol to save the
changes.
6.4.3.2 Deleting or Editing a Group

To edit the name of a group, click next to it, select Details, click the edit button and rename the
group click on the tick symbol to save the changes.
To remove a group, click to the right of the group name, and select “Delete”.
6.4.3.3 User Management
Each individual who accesses the ASDSP MIS will need their own unique username and email
account, in this section we will explain how to add, remove and modify user accounts.
6.4.3.3.1 Adding or Removing a User to/from a Group
To add a user to or remove a user from a group, navigate to the users section of Administration,
locate the user and click to the right of the user name.
Select the edit button, and tap next to any group you wish the user to be a member of or the
reverse if you wish to remove them from a group.

Click to save your changes.
6.4.3.3.2 Removing or Editing a User
To remove a user navigate to the user area of Administration, locate the user account, click to the
right of the user name, then click remove.
To edit the details of a user account, locate the user account, click details, select the edit button
and modify details as desired. When you have made the changes, click to save changes.
6.4.4 FINANCE AND ADMINISTRATION
ASDSP MIS will include an integrated Financial and Administration module that works with the
rest of the System.
The feature set covers:

 Work Plan and Budgeting with links to Reporting and Strategic Plan
 General ledger and other accounting requirements,
 Human Resource Management
 Inventory
 Procurement and Fleet Management
The Finance and Administration function shall be both at the NPS as well as at the CCUs.
6.4.5 MULTI-LINGUALIZATION
The System is available for use with the following Language Translations:
 English

 Swahili
Users are able to choose their language of use and be presented with the System in the chosen
language.
This covers:
 Web Menus
 Mobile App Menus

6.5 TRAINING DELIVERY PROGRAMME
6.5.1 TRAINING FORMAT AND HELP MATERIALS
Training will be delivered Onsite with group and one-on-one training as appropriate.
In addition, we shall provide Manuals as well as online resources (including Web Documentation,
and PDF documents) with user guides and other resources.
6.5.2 TRAINING FACILITIES
We shall make use of Client Training Facilities for classroom-style lab-Training. In addition, we
can also use Off-site Training Facilities as per Client request/ convenience.
6.5.3 TRAINING TOPICS
Topics to for Training will include:
User Topics
 Introduction
 Organizational Structure– National Programme Secretariat (NPS) and County Coordinating
Units (CCUs)
 Mobile Data Reporting
 Off-line Data Reporting and Synchronization
 Aggregation, Reporting and Analysis
Administration Tasks (Administrator)

 Administrative Setup and management tasks for:
 Organizational – National Programme Secretariat (NPS) and County Coordinating
Units (CCUs)
 Mobile Tools
 Off-line Data Synchronization
 User Profile Management
 System Monitoring – Audit Trails
 System Security
 API Data exchange with other Systems

6.6 QUALITY, COMMUNICATIONS AND SECURITY
6.6.1 SECURITY
We take Security seriously and our measures include:
1. Security
Our deployment will be done on with DMZ Configuration.
Our Security Philosophy is based on:

 Basic Security Considerations
 Keeping Software up to Date
 Restricting Network Access to Critical Services
 Follow the Principle of Least Privilege
 Monitor System Activity
Live deployment considerations for the System include:

 Minimizing the Software Footprint
 Configuring System Logging
 Disabling Core Dumps
 Minimizing Active Services
 Locking Down Network Services
 Configuring a Packet-filtering Firewall
 Configuring TCP Wrappers
 Configuring Kernel Parameters
 Restricting Access to SSH Connections
 Configuring File System Mounts, File Permissions, and File Ownerships
 Checking User Accounts and Privileges

A demilitarized zone (DMZ) refers to a server that is isolated by firewalls from both the Internet
and the intranet, and which acts a buffer between them. The firewalls that separate DMZ
zones provide two essential functions:
 Block any traffic types that are not permitted.

 Provide intrusion containment in the event that successful intrusions take over
processes or processors.

2. Secure Date Centre

Our SalamaCloud Data Centre can be used to complement client Data Centres.
Our Secure SalamaCloud Data Centre runs with a DMZ (Demilitarized Zone) configuration
with Secured through FireWall, SSL and Secure Networking.
3. Third Party Security Verification and Testing

To further ensure the security of our Cloud Systems, Cedilla IT employs third party security
specialists to perform penetration tests on our solution and the applications.
4. Encryption
While data is in transit it is encrypted (256-bit) and secured using SSL including
synchronisation. We ensures that any data stored on the device is encrypted using a
temporary security token provided by our servers.
5. Two-Factor Authentication
Two factor Authentication can be added to add another layer of security and is delivered as a
soft token or text message.
6. Database Security
Databases will use external authentication with existing security infrastructures, including
Linux Pluggable Authentication Modules (PAM) and Windows Active Directory. By
authenticating users from centralized directories, organizations can implement Single Sign
On. The same user names, passwords and permissions can be used.
7. Access Control
System Administrators will set up Users and Groups to ensure role based access to backend
functions.
6.6.2 DATA PROTECTION
Our Solution will ensure that Data Collected is used within the Provisions of the Kenyan Law and
that Privacy is protected. Public users of the System via Privacy Policy published on the website.
The Data Protection Bill of 2013 is not yet law. However, Article 31 (c) and (d) of the Constitution
of Kenya 2010 protects the right to privacy of Kenyans.
Our Solution is built to:

 Comply with the provisions of Article 31 (c) of the Constitution of Kenya
 Incorporate compliance with the Provisions of Kenya Data Protection Bill 2013

6.6.2.1 Compliance with Constitutional Provisions
Our Solution complies with the Constitution of Kenya 2010, Article 31 on Privacy:
Every person has the right to privacy, which includes the right not to have -
(c) information relating to their family or private affairs unnecessarily required or revealed; or
(d) the privacy of their communications infringed.
6.6.2.2 Kenya Data Protection Bill 2013
6.6.2.2.1 Definition of personal data
[ Data Protection Act Section 2, pg 5 ]
Personal Data is defined to include:

 information on race, gender, sex, pregnancy, marital status, nationality, ethnicity, colour,
age, health, disability, religion, belief, culture, language, birth, education, criminal or
employment history, financial transactions, any identifying number or symbol linked to
the person, fingerprints, blood type, contact details including telephone number
 a person’s private communications
 a person’s private views or opinions about another person
 information given in relation to a grant, award or prize to be made to a person
6.6.2.2.2 Principles of Data Protection
Principles of data protection that guide the application of the Act – Section 4, Page 6
 necessity of collecting information

 collection not to violate privacy
 informed consent of the data subject
 disclosure of purpose of collection of info – if the purpose changes, inform the data subject
 no unwarranted retention of information (info not to be kept for longer than necessary
after its purpose has been achieved)
 distribution of info to be consistent with purpose of collection
 duty to ensure the info is accurate, updated and complete
 duty to take measures to safeguard data from loss, damage, destruction and unauthorised
access
 data subjects have right to access the info and to demand correction

6.6.2.2.3 Information to the Data Subject
Person collecting personal data must ensure that the data subject is aware of the following:
(section 7)
 that the info is being collected

 the purpose for collecting
 name and addresses of the collector, the custodian and any other agency that will receive
the info
 the intended recipients of the info
 any law under which the info is collected (and whether it is mandatory)
 consequences of not providing the info fully or partly
 the right to access and correct the info
* For those who have already collected personal data through a procedure that meets this criteria,
no need to go over the procedure again - section 7(4)
* If it is not practicable to comply with the above before collecting the info, then compliance can be
reasonably soon after collecting the info – section 7(3)(a)

6.6.2.2.4 Exceptions
Exceptions to the procedure above, where: (section 9)
 The info is publicly available

 the collection of the info is required by law
 the collection of the data from a 3rd party is authorised by the subject
 the interests of the data-subject are not prejudiced
 the purpose for which the info is collected necessitates non-compliance
 with this procedure
 compliance is not reasonably practicable
 the info was not to be used to identify the data subject, including for statistical and
research purposes
 the collection of the information is necessitated by:
o need to avoid a threat to law and order by a public entity, including criminal
investigation, prosecution and punishment
o enforcing a financial penalty imposed by law
o protection of public revenue and property
o filing court proceedings
o exemptions provided in the law on access to information
6.6.2.2.5 Availing Information in Good Faith
Availing information in good faith - section 27
 where an agency ‘avails personal data in good faith’, no court proceedings may be brought
against it for any consequences of availing the data
6.6.2.2.6 Right of Access to Data
Right of access to data - section 13
Where an agency keeps personal data or where a person believes that an agency is keeping his
personal data in a readily retrievable form
 the person shall have access to the data

 the agency shall have a procedure for receiving, acting upon and
 responding to inquiries by the data subject about the nature of the
 information and requests to correct false or misleading data.

6.6.2.2.7 Commercial Use of Data
Commercial use of data - section 17
 Personal data not to be used commercially except if it is authorised by law or the consent
of the data subject has been obtained.

6.6.3 COMMUNICATIONS / SERVICE SUPPORT
Application/system related issues are first raised with a member of the Cedilla IT front line
support team with the objective of first call resolution. Should the problem not be resolved upon
first contact, the problem will be escalated to the appropriate teams within Cedilla IT (Product
Development team, Application Development team or Infrastructure team). After a resolution has
been found the fix will be tested internally via the UAT environment prior to the updates being
added to the live environment. The client will be kept up to date with the progress of the fix by the
Cedilla IT support team from first contact through to problem resolution.
A notification of planned downtime/maintenance will be sent at least 2 working days prior to any
work taking place. All changes that have the potential to cause application/system unavailability
are made outside of standard business hours and mostly over weekends, with the exception of
priority bug fixes.
6.6.3.1 Technical Support
Our Technical support operates between the hours of 8:00AM and 5:00PM EAT Monday to Friday
excluding Public Holidays. This is the “Support Period”.
We provide a variety of ways for users to request help or otherwise make inquiries.
 Email: support@cedilla-it.com
 Telephone: +254-20-2345-142
Severity categories and response times are as follows. Response times are applicable within the
Technical Support Period and as such may carry over from one day’s period to another.
 Priority #1 - assigned to outages that keep the Client from being able to access their
ASDSP MIS application.
 Priority #2 - assigned to a situation that slows a Clients response time or limits the
functions of one of the applications.
 Priority #3 - assigned to a general question.
Description Priority #1 Priority #2 Priority #3
Initial Response 0.5 hours 1 hour 2 hours
Status Updates 2 hours 4 hours 8 hours
Target Resolution 98% within 4 95% within 10 95% within 2

hours hours days
Management escalation Yes As needed As needed

Resolution report identifying the Yes Yes As needed

cause of the problem
Resolution times cannot be guaranteed as these will vary depending upon the nature of individual
issues. Cedilla IT will attempt to resolve any issue as quickly and efficiently as possible using its
commercial best endeavors.

The escalation route within Cedilla IT for each priority level is:
Escalation Sequence Within Cedilla IT
1 Support Team Member

+254-20-2345142
support@cedilla-it.com
2 Felix Obare
Cedilla IT Ltd
Tel: +254-20-2345142
Cell: +254-720-730035
felix.obare@cedilla-it.com
3 Conrad Siteyi,
Director
Cedilla IT Ltd
Tel: +254-20-2345142
Cell: +254-720-547727
conrad.siteyi@cedilla-it.com
6.6.3.2 Maintenance & Upgrades
We will provide the following maintenance and upgrades to the application software under the
agreement:
 Application security upgrades

 Application bug fixes
 Hardware maintenance
6.6.4 PRODUCT HANDOVER, WARRANTY AND LICENSING
We shall provide Warranty, and Licensing under following guidelines:
1) Hand over Intellectual Property Rights related to the customization to Client, including all
related designs and all relevant further documentation or propose an agreeable escrow
contractual agreement.
2) Grant to the Client license to access and use the Software, including all inventions, designs,
and marks embodied in the Software.
3) Such license to access and use the Software shall be:

o Nonexclusive;

o Fully paid up and irrevocable (except that it shall terminate if the Contract terminates
in which case the blame is on the bidder)
o Valid for use within the processes of Client, within the volume restrictions of the
license structure
4) The software should will permitted to be:

o Used or copied for use on or with the computer(s) for which it was acquired (if specified
in the Technical Requirements and/or the bidder’ bid), plus a backup computer(s) of
the same or similar capacity, if the primary is (are) inoperative, and during a
reasonable transitional period when use is being transferred between primary and
backup;
o Used or copied for use on or transferred to a replacement computer(s), and use on the
original and replacement computer(s) may be simultaneous during a reasonable
transitional period) provided that, if the Technical Requirements and/or the Bidder‟s
bid specifies a class of computer to which the license is restricted and unless the
Bidder agrees otherwise in writing, the replacement computer(s) is (are) within that
class;
o If the nature of the System is such as to permit such access, accessed from other
computers connected to the primary and/or backup computer(s) by means of a local or
wide-area network or similar arrangement, and used on or copied for use on those
other computers to the extent necessary to that access;
o Reproduced for safekeeping or backup purposes;
o Customized, adapted, or combined with other computer software for use by the
Purchaser, provided that derivative software incorporating any substantial part of the
delivered, restricted Software shall be subject to same restrictions as are set forth in
this Contract;
o The Software license shall permit the Software to be disclosed to and reproduced for
use (including a valid sublicense) by support service suppliers or their subcontractors,
exclusively for such suppliers or subcontractors in the performance of their support
service contracts subject to the same restrictions set forth in this
5) Client’s right to audit Standard Software will be subject to the following terms:
o Cedilla IT allows, under a pre-specified procedure and solely for the purpose of
auditing the Standard Software, execution of embedded software functions under
Cedilla IT’s control, and unencumbered transmission of resulting information on
software usage.
o Cedilla IT will not include programming in Software that restricts and/or limits access
to certain features, functionality or capacity of such Software subject to the Purchaser
making payments or for other self-help or retaliatory measures

7 TEAM COMPOSITION AND TASK ASSIGNMENTS
We bring you mix of relevant qualifications, skills and experience in: Project Management,
Development and Support of Enterprise Web Applications and Training/ Capacity Building.
Our team has experts with skills and experience in delivery of world class projects, having worked
in different industries which include Government, International NGO, Higher Education, Banking,
Media, Agri-business, Healthcare, and Telecommunications.
Our proposed team is balanced with 3 women out of the Total 9-member Team (i.e. 33%).
7.1 TECHNICAL STAFF
Name Project Position Role
Mathan Project Manager  Resource Mobilization, Allocation and Coordination

Sathyanarayanan  Publish Systems Requirements Specifications (SRS)
 Overseeing Training and Workshop sessions
 Preparing project plan & progress reports
Conrad Siteyi System Analyst  Requirements Gathering and Analysis

 Prepare Technical and Functional Specification
 Business Process Change Management
 User Training
Felix Obare Systems Architect  Design High Availability System Architecture

 Integration of various Systems, and Databases
 Data migration, System Deployment
 System Deployment on High Availability Architecture
Felix Owili Quality Assurance  Design and execute test plans document test results
Analyst  Ensure compliance with programming best practices, web
standards
 Implement application designs, create queries, scripts,
web pages and other deliverables
 Perform reviews, walkthroughs, or inspections
Felix Kiptum Web-GIS Developer  Geo-Referencing GPS co-ordinates

 GIS programming and configuration
 Customize extensions and APIs for GIS
 Perform GIS data set-up
Paul Macharia Web Applications  Development/ Customisation of Solution

Developer  Build and configure database
 Data migration and conversion for system setup
Winnie Otieno Web Applications  Development/ Customisation of Solution

Developer  Build and configure database

Carol Mutisya Cloud  Configuration of Cloud High Availability Infrastructure –

Infrastructure Servers, Application Servers, Databases
Analyst  System deployment to Cloud Infrastructure
 Development of Disaster Recovery Plans
7.2 SUPPORT STAFF
Name Project Position Role
Genetrix Konzolo Project  Project Administrative Support to Technical staff

Administrator  Project Documentation - User Manuals, Technical
Manuals, System Documentation etc
 Facilitating Training Programmes

8 FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF
8.1 PROJECT MANAGER - MATHAN SATHYANARAYANAN
Proposed Position: Project Manager

Name of Firm: PKF Consulting Ltd. Limited
Name of Staff: Mathan Sathyanarayanan
Profession: Strategic Enterprise IT Project Consulting
Date of Birth: 22/08/1976
Years with Firm: 2
Nationality: Indian
Membership on Professional Societies:

 PMI, USA
Detailed Tasks Assigned

 Resource Mobilization, Allocation and Coordination
 Publish Systems Requirements Specifications (SRS)
 Overseeing Training and Workshop sessions
 Preparing project plan & progress reports
Key Qualifications
Skills and demonstrated experience include: Technology Consulting, Project Management,
Oracle systems presales
Over 16 years of comprehensive experience in the areas of Sales, Consulting & Program
Management
Currently associated with an African MNC IT Services Company Techno Brain Corporation, Kenya
as head of Oracle Practice.
Oracle Practice Presales, Business Development and Strategy Lead – Leads coordinated effort
for bid management and product strategy and related activities like knowledge management,
quality assurance, presentations, proposals etc in the Oracle practice areas.
Oracle Practice Solutions Lead – Leading Solution creation and coordination for all Oracle
practice proposals.
Presales Vertical lead – Performed the role of vertical lead for all presales activities of the tech &
consumer vertical and ensuring quality delivery of RFQs/RFPs and RFIs. Additionally
performing the role of Bid Director for very large deals of over $5 M.
Strategy / Ideation, Initiation, Hunting, Grooming and Farming. Working with the key ERP
practice and Region marketing leaders to spearhead pipeline impact strategies.
Devising, Managing and supporting key go-to-market plans around ERP Applications.
Replicating adoption of best practices on global scales, enabling key sales teams for go-to-market
strategies to drive SMB sales and enterprise sales with strategic approaches.

Enabler for country marketing leads for leveraging global best practices and approaches
Focus on pipeline impact approaches working with select growth market countries.
Helping devise, enable Multi-Million Dollar worth of direct pipeline generation through active
market programs.
Proficient in Retail, insurance and Finance domains. Expertise in Oracle Apps ERP Projects
An ambassador of Change with the distinction of leading successful business process re-
structuring initiatives and implementation of business solutions within preset budgets and
deadlines.
Possess broad competence in strategic management of technical matters with the distinction of
launching and driving new initiatives, managing portfolio of projects and achieving
organizational objectives.
Stakeholder Management: Proficient in leading dedicated teams for running successful process
operations and experience of developing procedures and service standards for business
excellence.
Project Management: Ability to plan, organize, and direct the testing of emergency response,
recovery support, and business resumption procedures.
An effective leader with distinguished abilities in end-to-end project management, giving onsite
and offsite presentations, custom designing business solutions and motivating team members to
maintain deliverables as per SLAs.
Created and Led Sales Development (Cold-Calling) Teams in ERP space

Completed Executive Management Program at Indian Institute of Management (IIM),
Calcutta
Certified Project Management Professional (PMP) from PMI,USA.
Underwent various corporate management trainings that include Project Management

Professional of PMI, USA, PM Trainings in UK and USA
Has graduated in Bachelor of Technology (B Tech) in Computer Sciences Technology from

MIT (Manipal Institute of Technology, Karnataka, India
Language Skills Speaking Reading Writing

English Excellent Excellent Excellent
Hindu Excellent Excellent Excellent

Education
Academic Qualifications
 Executive Management Program at Indian Institute of Management (IIM), Calcutta
 BTech. in Computer Sciences Technology from MIT (Manipal Institute of Technology,
Karnataka, India
Professional Qualifications
 Certified Project Management Professional (PMP) from PMI, USA.
Employment Record
Position From To
Implementer and developer ,MAARs Software, INDIA Aug 1998 0ct 1999
Implementer and developer, 3i Infotech, INDIA Nov 1999 May 2000

Team Leader, SATYAM Computers, INDIA May 2000 Jan 2001
Oracle Consultant, VED Software Inc, USA Jan 2001 Oct 2004
System Analyst, Oracle India Pvt Ltd, INDIA Oct 2004 Oct 2006
Bid Director/Program Manager, Computer Sciences Oct 2006 April 2012
Corporation India Pvt. Ltd, INDIA
Associate Director, ERP Practice April 2012 Feb 2014
NTT Data Corporation (Formerly Intelligroup Inc)
Head, Oracle Practice March 2014 Present
PKF Consulting Limited, KENYA
Certification:
I, the undersigned, certify that these data correctly describe me, my qualifications, and my
experience.
Mathan Sathyanarayanan
Date: 7th April 2015
[Signature of Staff Member]

[Signature of authorized representative of the firm]
Full Name of Staff Member: Mathan Sathyanarayanan

Full Name of Authorized Representative: David Kabeberi

8.2 SYSTEM ANALYST - CONRAD SITEYI
Proposed Position: System Analyst

Name of Firm: Cedilla IT Limited
Name of Staff: Conrad Siteyi
Gender: Male
Profession: IT Consultant
Date of Birth: 6 August 1977
Years with Firm: 11 years
Nationality: Kenyan

 Member, Information Systems Audit and Control Association, ISACA
 Associate Member, Association of Certified Fraud Examiners, ACFE
 Member, International Trade Centre (ITC), Supply Chain Management Programme
 Institute for the Management of Information Systems (IMIS), UK

 Prepare Technical and Functional Specification
 Business Process Change Management
 User Training
Key Qualifications
An experienced Project Management Professional with 14 years IT/ITES Experience, with 11years
carrying out Project Management on Information Technology Projects.
Skills and demonstrated experience include: Technology Consulting, Project Management,

Project Monitoring and Evaluation, Training, Stakeholder Management, Leadership of
Multidisciplinary Teams, Communication and people skills and a Good Team Player.
Managed IT/ITES Projects across various sectors which include: Public Sector, International
NGO, Financial Services, Higher Education, Media, Agri-business, Healthcare and
Telecommunications.
Technical IT skills include:

 Communication & Collaboration - Microsoft Office, Project, SharePoint, Visio, Lotus
SmartSuite
 Operating Systems - Windows Server; CentOS Linux, Ubuntu Linux
 Software & Web Applications – VisualBasic, HTML/HTML5, PHP, JavaScript, CSS/CSS3
 Databases - MySQL, PostgreSQL, SQL Server

 Web Servers – Apache, Tomcat, IIS

 Media - Adobe CS (Fireworks, Flash, Photoshop, InDesign), CorelDraw

Kiswahili Excellent Excellent Excellent
French Good Good Good
Education
 BTech. Production Engineering, Moi University, 2001
 Kenya Certificate of Secondary Education (KCSE), Grade A-; Lenana School, 1994
 Modular Course in Supply Chain Management (SCM), International Trade Centre, 2012
 Certified Information Systems Auditor (CISA), Strathmore University, 2004
 Diploma, Management Information Systems, Strathmore University, 1996
Employment Record
Position From To
IT Consultant, Cedilla IT Limited, KENYA April 2004 Present
Faculty Administrator, Strathmore University, KENYA July 2003 March 2004
Course Director, Strathmore University, KENYA May 2002 June 2003
Lecturer, Strathmore University, KENYA June 2001 April 2002
Project Consulting Experience
Assignment Country Role
Nairobi City County: sub-Contract by Webtribe Ltd/ JamboPay Kenya Project

Delivery of multichannel (Web, Mobile Apps, USSD) Electronic Manager
Payments Systems for Nairobi City County services including:
Daily and Seasonal Parking, Single Business Permits, Liquor Licenses,
Betting and Gaming Licenses, Construction Permits, Advertising
Permits, and Miscellaneous Service payments.

Imperial Bank Group Kenya Project

 Group and Country Websites for Kenya and Uganda and Manager
 Group Intranet Solution for multi-country, multi-branch access Uganda
 Internet Banking branding and Website for Junior Marble
Account
 Report Access Client (RAC) – Web Application for
Administration of Report Access from several systems at the
Bank.
Ministry of Health/ SNV Netherlands Kenya Team

Development of Water and Sanitation (WASH) Software, an M&E Leader
Platform for tracking progress for Community Led Total Sanitation
(CLTS) campaign for Open Defecation Free (ODF) progress tracking
across Kenya.
Ministry of Water and Environment/ SNV Netherlands Kenya Project

Development of Online Project Tracking Tool (OPTT), a countrywide Manager
Water, Sanitation and Hygiene (WASH) Monitoring and Evaluation
(M&E) System for Tracking Water projects cycle from Proposal
preparation at community level, escalation to District Water Officers,
approval and funding by WSTF and Donors and project execution
tracking.
Kenya Medical Supplies Authority (KEMSA) / Worldbank Kenya Project

Development of a Logistics Management Information System Manager
(LMIS) – a Supply Chain M&E System for Medical Commodities order-
to-supply cycle for use by Level 1 to Level 5 Health Facilities
countrywide.
Transparency International Kenya / Worldbank / KEMSA Kenya Project

Development of a Mobile Drug Tracking System (MDTS), a mobile Manager
application allowing Citizens and Health Facilities in Health
Governance and Accountability through medicine tracking, and
UNIDO (United Nations Development Industrial Development Kenya Project

Organization), and IOM (International Organization for Migration) Manager
 Training / Capacity Building in ICT, Enterpreneurship and
Governance at IOM and UNIDO Centers in Eldoret, Kakuma
Refugee Camp and Daadab Refugee Camp
 Business Support/ Mentorship for businesses at the Centers for
3 months

MYSA (Mathare Youth Sports Association) Kenya Project

 Training on Business Continuity/Disaster Recovery, Governance, Lead
Risk & Compliance
 Audit and Review of Computerized Accounting System
 Financial System Procurement Consulting (RFP preparation to
vendor vetting)
LAP Trust (Local Authorities Pensions Trust) Kenya Project

Systems Audit of Automated Car Parking System: Lead
 Made recommendations for improved oprational use
 Developed a model to grow revenues from Kshs 18M to Ksh 42M
per year
Certification:
experience.


Full Name of Staff Member: Conrad Siteyi

Full Name of Authorized Representative: Conrad Siteyi

8.3 SYSTEMS ARCHITECT - FELIX OBARE
Proposed Position: Systems Architect

Name of Staff: Felix Obare
Gender: Male
Date of Birth: June, 1985
Nationality: Kenyan

 Design High Availability System Architecture
 Integration of various Systems, and Databases
 Data migration, System Deployment
 System Deployment on High Availability Architecture
Key Qualifications
ICT Project Experience in:
 System Analysis
 Software Development
 Process Change Management
 ICT Training
Technical Skills in:

 Network/Office: Linux, Windows, Ms Office, WAN and LAN Support.
 Web: HTML, JavaScript, JSF, PHP, ASP, XML, Apache, IIS, EJB, Java Servlets, Joomla,
JSP
 Databases: PostgreSql, Oracle, MySQL, SQL Server, Ms Access
 Programming: Java, Visual Basic, C++, PHP, Python
Language Speaking Reading Writing

Education

 BSc. Software Engineering, 2nd Class Upper Division, Baraton University, 2009
 Diploma Computer Technology, JKUAT, 2006
 Kenya Certificate of Secondary Education (KCSE), Mean Grade B, Nairobi School, 2002
Employment Record
Position From To
IT Consultant, Cedilla IT Ltd, KENYA 2012 Present
Business Systems Analyst, Soft Call Communication Ltd, KENYA 2011 2012
ICT Officer, Southern Credit Banking Corporation, KENYA 2010 2011
Ministry of Health/ SNV Netherlands Kenya Systems

Development of Water and Sanitation (WASH) Software, an M&E Analyst
Platform for tracking progress for Community Led Total Sanitation
(CLTS) campaign for Open Defecation Free (ODF) progress tracking
across Kenya.
Kenya Medical Supplies Authority (KEMSA) / Worldbank Kenya Systems

Development of a Logistics Management Information System Analyst
(LMIS) – a Supply Chain M&E System for Medical Commodities
order-to-supply cycle for use by Level 1 to Level 5 Health Facilities
countrywide.
Transparency International Kenya (Funded by Worldbank) Kenya Systems

Development of a Mobile Drug Tracking System (MDTS), a mobile Analyst
application allowing Citizens and Health Facilities in Health
Ministry of Water and Environment / SNV Netherlands Kenya Systems

Online Project Tracking Tool – a countrywide Water, Sanitation Analyst
and Hygiene (WASH) Monitoring and Evaluation (M&E) System for
Tracking Water projects cycle from Proposal preparation at
community level, escalation to District Water Officers, approval and
funding by WSTF and Donors and project execution tracking.
UAP Insurance Kenya Software

Developer
MPESA integration to Insurance system

Airtouch Connections Ltd Kenya Software

Developer
Development of Short Code Management System
Certification:
experience.


Full Name of Staff Member: Felix Obare

8.4 QUALITY ASSURANCE ANALYST - FELIX OWILI
Name of Firm: PKF Consulting Limited

Name of Staff: Felix Owili
Date of Birth: 07 January, 1986
Nationality: Kenyan

- ILAB Africa

 Development/ Customisation of Solution
 Build and configure database
 System modelling
Key Qualifications
 Database Design
 Software Development
 ICT Training
 ICT Consultancy
Technologies
 Network / Operating Systems – Linux, LAN/ WAN installation and Support
 Databases: MySQL, PostgreSQL, Oracle, SQL Server, Ms Access
 Software Development: PHP, Java, C++
 Web: HTML, JavaScript, VBScript, PHP, ASP, XML, Apache, IIS, Dream weaver,
Photoshop, CorelDraw
 Office: Ms Office, Adobe CS3, Ms Project
 Mobile Application: Android, J2ME , iOS

German Good Good Good
Education:
Academic
 MSc., Mobile Telecommunication and Innovation, Strathmore University ,2015
 BSc., Computer Science, Masinde Muliro University of Science and Technology
University, 2009
 Kenya Certificate of Secondary Education (KCSE), Mean Grade A-; Kisumu Boys High
School, 2003
Professional
 Certified Cable TV installer, Zuku Academy , 2011
 Certified Ethical Hacker ,Strathmore University ,2014

Employment Record:
Position From To
IT Consultant, PKF Consulting Limited Nov 2014 Present
Fiber Engineer, Talek and Light Company Limited Jan 2014 October 2014
Software Developer, MicroCare Limited Oct 2013 January 2014
ICT Expert, German international corporation June 2011 September 2013
System Developer, MyIT Provider July 2009 June 2011

Safaricom Limited, 2012-2013 Kenya Software
Development of an Enterprise Distribution Information Management Developer
System.
SABMiller Plc, 2011 Kenya Software
System.
Coca-Cola Kenya (Equator Bottlers), 2011 Kenya Software
System.
Ministry of Fisheries Department, 2012-2013 Kenya Project
Development of a Fish Marketing Information Management System Manager
County Government of Kisumu, 2013 Kenya Software
Development and piloting of Revenue Collection System Developer
Mabwa Pasha Center 2013 Kenya Software

Development and implementation of an eLearning Portal Developer
Parbat Sayani, 2015 Kenya Project
Implementation of an ERP System Manager
TransUnion CRBAfrica , 2015 Kenya Senior
I.T Systems Security Audit System
Auditor
Metropol Credit Reference Bureau – 2015 Kenya Senior
I.T Systems Security Audit System
Auditor

Certification:
experience.


Full Name of Staff Member: Felix Owili
Full Name of Authorized Representative: David Kabeberi

8.5 WEB-GIS DEVELOPER - FELIX KIPTUM
Proposed Position: Web-GIS Developer

Name of Staff: Felix Kiptum
Gender: Male
Profession: IT/GIS Consultant
Date of Birth: 1980
Nationality: Kenyan

Institution of Surveyors of Kenya (Graduate Member)

 Geo-Referencing GPS co-ordinates
 GIS programming and configuration
 Customize extensions and APIs for GIS
 Perform GIS data set-up
Key Qualifications
 GIS/ Web Systems Development
 GIS Systems Documentation and Training
 CBO Projects
Technical Skills:
 O/S Platforms – Linux, Android, Windows 2003 Server
 Mobile, Web & Software Development – Android, Coldfusion, HTML, JavaScript, PHP,
CSS, XML; PHP, Java, Visual Basic; MySQL;
 GIS - ArcGIS, QGIS, Mapserver, Openlayers, k-map
 Media - Gimp, Photoshop, Dia
 Office: Ms Office, Ms Project, Lotus Notes, AutoCAD, QCAD
Education:
 Bachelor of Science, Surveying and Photogrammetry, University of Nairobi, 1999 –
2004
 Management Information Systems Higher Diploma (IMIS), Strathmore University, 2001

Employment Record
Position From To
GIS Consultant, Cedilla IT Limited, KENYA Aug 2013 Present
IT and GIS Consultant, pesaDroid Limited (KENYA) Nov 2012 Present
Project Coordinator, Africa Adaptation Programme(AAP) , United Jan 2011 Dec 2012
Nations Industrial Development Organization, UNIDO (KENYA)
Renewable Energy Consultant, United Nations Industrial Oct 2008 Dec 2012
Development Organization, UNIDO (KENYA)
E-Commerce Solutions Developer, Mamamikes LLC (KENYA) Apr 2005 Sep 2008
SNV Netherlands Kenya GIS

Development of Community Led Total Sanitation (CLTS) Software Specialist
– a Web and GIS M&E Application for tracking Open Defecation Free
(ODF) progress across Kenya from ODF triggering to ODF claim and
verification.
Mfugaji Application Kenya Web

Development of a mobile based RFID livestock tracing application. Application
Currently preparing to pilot in partnership with the County Developer
Government of Baringo - http://www.mfugaji.com
National AIDS Control Council Kenya GIS System

Development of a Spatial Information Management System Developer
(SIMS), a web-based tool that adds web GIS functionality to the
Community Based Project Activity Reporting (COBPAR) M&E Tool.
pesaDroid Application Kenya Developer

pesaDroid, is an award winning, consumer facing mobile and Product
application enabling users to generate statements and protect their Manager
transaction history when conducting mobile money transactions
mainly on M-PESA.
http://www.pesadroid.com
Certification
experience.



Full Name of Staff Member: Felix Kiptum

8.6 WEB APPLICATIONS DEVELOPER - PAUL MACHARIA
NAME OF FIRM: PKF Consulting Limited

NAME OF STAFF: Paul Gitari Macharia
PROFESSION: IT Consultant Analyst
NATIONALITY: Kenyan
EDUCATION
QUALIFICATION SCHOOL YEAR

CCNA (Part 1) Jomo Kenyatta University of Agriculture In progress
and Technology
Bsc. Business University of Nairobi 2013
Information Systems
EMPLOYMENT RECORD
DATE COMPANY POSITION
2013 – Date PKF Consulting Ltd. Consultant Analyst
COUNTRIES OF WORK EXPERIENCE
Kenya
LANGUAGES
LANGUAGE SPEAKING READING WRITING

KEY QUALIFICATIONS
 Paul has 1 year of professional experience in Internal and I.T audits
 He is a Consultant Analyst at PKF Consulting limited.
 He has vast experience in ISO 97711 reporting standards for organizations
DETAILED EXPERIENCE TO ILLUSTRATE CAPABILITIES
SPECIFIC EXPERIENCE IN INTERNAL AUDIT AND I.T AUDIT:

Lacheka Lubricants Limited - 2013
PKF Consulting Ltd is the Internal Auditor for Lacheka Lubricants Limited and Paul was a
member of the team that did the assignment.
TransUnion CRBAfrica - 2014

PKF Consulting Ltd is the I.T Systems Security Auditor for TransUnion (Credit Reference
Bureau Africa) and Paul was a member of the team that did the assignment.
DirectLine Assurance Co. Limited – 2014
PKF Consulting Ltd was appointed by to conduct a Systems Security Audit for DirectLine
Assurance. Paul was an I.T Audit Assistant on the assignment.
Metropol Credit Reference Bureau – 2014

PKF Consulting Ltd is the I.T Systems Security Auditor for Metropol (Credit Reference
Bureau) and Paul was a member of the team that did the audit. He was the IT Audit
assistant.
Faulu Kenya DTM Ltd – 2014

PKF Consulting Ltd was appointed by Old Mutual Co Ltd to conduct a Due Diligence of Faulu
Kenya DTM Ltd. Paul was the lead I.T consultant on the assignment.
OTHER EXPERIENCE IN PROJECT AUDIT AND INSTITUTIONAL HUMAN RESOURCE

CONSULTING
UNICEF KENYA – MERLIN CONSULTANTS PCA - 2014

PKF Consulting Limited was contracted to carry out a project audit on a PCA agreement
between UNICEF Kenya and Merlin Kenya to supply training on healthcare in Northern
Kenya. Paul was an audit assistant on the scoping of the assignment.
THE NAIROBI HOSPITAL - 2013

PKF Consulting Limited was contracted by The Nairobi Hospital to carry out a Human
Resource audit on the staff at the hospital. Paul was part of the team that carried out the
audit.
UNICEF KENYA – INTERNATIONAL RESCUE COMMITTEE PCA – 2014
PKF Consulting Limited was contracted to carry out a project audit on a PCA agreement
between UNICEF Kenya and International Rescue Committee Kenya to supply training on
healthcare in Northern Kenya. Paul was an audit assistant on the scoping and field work data
collection of the assignment.
CERTIFICATION
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes
myself, my qualifications and my experience. I understand that any wilful misstatements
described herein may lead to my disqualification or dismissal, if engaged.
Signature of authorised representative 26 September 2019

Full name of staff member: Paul Gitari Macharia
Full name of authorised representative: David Kabeberi

8.7 WEB APPLICATIONS DEVELOPER - WINNIE OTIENO
Proposed Position: Web Applications Developer

Name of Staff: Winnie Otieno
Gender: Female
Profession: Software Development
Date of Birth: 12th September 1992
Years with Firm: 1
Nationality: Kenyan

 Development/ Customisation of Solution
 Build and configure database
Key Qualifications
Technical Skills:
 Software Development: C++, C#, Java, SQL, HTML and PHP, MySQL
 Operating Systems: Windows 7 and Windows 8
 Ms Office packages: Word, Excel, Access, PowerPoint and Outlook
 Applications: Eclipse, Dreamweaver, Netbeans and Visual Studio

Education
 Bachelor of Science, Informatics, Strathmore University, 2012–2015
 Kenya Certificate of Secondary Education (KCSE), Grade A-; Limuru Girls’ School,
2007-2010
Employment Record
Position From To
Junior Consultant, Cedilla IT Limited, KENYA March 2014 Present
Computer Lab Assistant, Strathmore University, KENYA March 2013 May 2013

Restaurant Management System Kenya Software

Individual University Project – an application developed using Java Developer
Programming Language and MySQL Database.
E-commerce Website Kenya Software

Group Project - design of the website and the web forms was done Developer
using PHP, CSS and HTML languages in Dreamweaver. The database
was developed using MySQL.
Certification:
experience.


Full Name of Staff Member: Winnie Otieno


8.8 CLOUD INFRASTRUCTURE ANALYST - CAROL MUTISYA
Proposed Position: Cloud Infrastructure Analyst

Name of Staff: Carol Mutisya
Gender: Female
Profession: Software Development
Date of Birth: 14th May, 1992
Years with Firm: 1
Nationality: Kenyan

 Configuration of Cloud High Availability Infrastructure – Servers, Application Servers,
Databases
 System deployment to Cloud Infrastructure
 Development of Disaster Recovery Plans
Key Qualifications
Technical Skills:
 Software Development: C++, Java, HTML, PHP, MySQL
 Ms Office packages: Word, Excel, Access, PowerPoint and Outlook
 Applications: Eclipse, Dreamweaver, Netbeans and Visual Studio

Education
 Diploma in Business Information Technology, Strathmore University, 2013–2014
 Kenya Certificate of Secondary Education (KCSE), Grade C+-; Chief Koinange High
School, 2008-2011
Employment Record
Position From To
Junior Consultant, Cedilla IT Limited, KENYA March 2014 Present
IT Networks Infrastructure Trainee, Safaricom Limited, KENYA Sept 2014 Dec 2014
Polling Clerk, IEBC, KENYA 2013 2013

Trainee, IT Networks Infrastructure at Safaricom KENYA IT Networks

Trouble shooting LAN layer 1/2 connections, Configuring and Infrastructure
trouble shooting Cisco IP phones, Upgrading and Changing Links, Trainee
Creating and assigning VLANS to users, Cloud and collocation.
Kidz Go Tech at Safaricom KENYA Facilitator

Kidz Go Tech is an initiative by the Safaricom Women in Tech, in
partnership with Fun Kids. It aims to equip children aged 6 to 18
years with basic programming skills, an understanding of
automation systems and Technology in general.
Certification:
experience.


Full Name of Staff Member: Carol Mutisya


8.9 PROJECT ADMINISTRATOR - GENETRIX KONZOLO
Proposed Position: Project Administrator

Name of Staff: Genetrix Konzolo
Gender: Female
Profession: Administrator
Date of Birth: 1 July 1976
Nationality: Kenyan

-

 Project Administrative Support to Technical staff
 Project Documentation - User Manuals, Technical Manuals, System Documentation etc
 Facilitating Training Programmes
Key Qualifications
Experience in ICT Project Administration
Team Skills: Excellent communication and people skills and a good team player.
Computing
 Operating System/Office - Ms Windows, Ms Office
 Content Management: Joomla
 Securities Trading Software - Broker Know, CDS System,
 Database management systems
 Strategic Packages for Social Sciences(SPSS)

Education:
 Diploma in Computer Studies
Academic History
 BA. Social Science, Economics & Political Science, 2nd Class Hons, Upper Division,
Catholic University of Eastern Africa (CUEA), 2007

 Kenya Certificate of Secondary Education (KCSE), Grade C+, Kaimosi Girls High
School, 1994
Employment Record:
Position From To
Administrator, Cedilla IT Ltd (KENYA) Oct 2011 Present
Research Assistant, Breinscope Consultants Jan 2012 Jan 2012
Research Assistant, Infortrack Research & Consulting Dec 2011 Dec 2011
Client Relationship Advisor, Reliable Securities Ltd (KENYA) 2008 Sept 2011
Accounts Assistant, Food & Trade (K) Ltd (KENYA) 1995 2001
Librarian, Catholic University of Eastern Africa (KENYA) 2002 2003
SNV Netherlands Kenya Administration

Development of Community Led Total Sanitation (CLTS) Software Support
– a Web and GIS M&E Application for tracking Open Defecation Free
(ODF) progress across Kenya from ODF triggering to ODF claim and
verification.
Karirana Tea Estates - Website for Global Tea Trade Marketing with Kenya Administration
optimization for Mobile and Tablet Form Factor devices. Support
Ministry of Environment, Water and Mineral Resources / Kenya Administration

DANIDA Support
 Research on players in Kenya in the areas of Natural Resources,
Environment, and Climate Change
 Development of National Resource Management Programme
(NRMP) database
Kenya Medical Supplies Agency (KEMSA) / The World Bank Kenya Administration
Development of Logistics Management Information System Support
(LMIS), a cloud-based National Commodity Reporting and Tracking
System for Pharmaceutical Commodities, automating Logistics
information processing for 6000+ Health Facilities
Transparency International – Kenya/ Worldbank/ KEMSA Kenya Administration

Mobile Drug Tracking System (MDTS), a mobile application Support
enabling participation by Citizens and Health Facilities in Health

Certification:
experience.


Full Name of Staff Member: Genetrix Konzolo

9 TIME SCHEDULE FOR PROFESSIONAL PERSONNEL
W eek 1 W eek 2
1 INCEPTION Phase
1# Kick-off M eetings/ Pl anning and Scoping
2# Project Anal ysis and Documentation
3# SRS Report
1 Mathan Sathyanarayanan, P roject Manager × ×× × × × × ×× ×
2 Conrad Siteyi, System Analyst × ×× × × × × ×× ×
3 Felix Obare, Systems Architect × ×× × × × × ×× ×
4 Felix Ow ili, Quality Assurance Analyst
5 Felix Kiptum, Web, GIS Developer
6 P aul Macharia, Web Applications Developer
7 Winnie Otieno, Web Applications Developer
8 Carol Mutisya, Cloud Infrastructure Analyst
9 Genetrix Konzolo, P roject Administrator × × × × × ×

W eek 3 W eek 4 W eek 5 W eek 6 W eek 7 W eek 8 W eek 9 W eek 10
2 EXECUTION Phase:
1# System Devel opment/ Integration
2# Trial run/ Pil ot
3# Final Product setup
4# Devel opment of M anual s - Technical and
Operational
1 Mathan Sathyanarayanan, P roject Manager × × × × × × × × × × × × × × × × × × × × × × × ×
2 Conrad Siteyi, System Analyst ×× ××× × × × × × × × × × × × × × × × × × × × × ×
3 Felix Obare, Systems Architect ×× ××× × × × × × × × × × × × × × × × × × × × × ×
4 Felix Ow ili, Quality Assurance Analyst ×× ××× × × × × × × × × × × × × ××× ×× ×× ××× × ××× ×
5 Felix Kiptum, Web, GIS Developer ×× ××× × ××× × ××× ×× ×× ××× × ××× × ××× ×× ×× ××× × ××× ×
6 P aul Macharia, Web Applications Developer ×× ××× × ××× × ××× ×× ×× ××× × ××× × ××× ×× ×× ××× × ××× ×
7 Winnie Otieno, Web Applications Developer ×× ××× × ××× × ××× ×× ×× ××× × ××× × ××× ×× ×× ××× × ××× ×
8 Carol Mutisya, Cloud Infrastructure Analyst ×× ××× × ××× × ××× ×× ×× ××× × ××× × ××× ×× ×× ××× × ××× ×
9 Genetrix Konzolo, P roject Administrator × × × × × × × × × × × × × × × × × × × × × × × ×
W eek 11 W eek 12
3 DEL IVERY P hase

1# Trai ni ng on IT System
2 # P rep arati on of P roject Rep ort
3# P ost-handover Techni cal Su p p ort
1 Math an Sath yan arayan an , P roject Man ager × × × × × × × × × ×
2 Con rad Siteyi, System An alyst × × × × × × × ×
3 Felix Obare, Systems Arch itect × × × × × × × ×
4 Felix Ow ili, Quality Assuran ce An alyst × × × ×
5 Felix Kiptum, Web, GIS Developer
6 P aul Mach aria, Web Application s Developer
7 Win n ie Otien o, Web Application s Developer
8 Carol Mutisya, Cloud In frastructure An alyst
9 Gen etrix Kon zolo, P roject Admin istrator × × × × × × × × × ×


10 ACTIVITY (WORK) SCHEDULE
W eek Number
1 2 3 4 5 6 7 8 9 10 11 12
INCEP T ION P hase
1# Kick-off Meetings/ P lanning and Scoping
2# P roject Analysis and Documentation
3# SRS Report
EXECUT ION P hase:
1# System Development/ Integration
2# T rial run/ P ilot
3# Final P roduct setup
4# Development of Manuals - T echnical and Operational
DELIVERY P hase
1# T raining on IT System
2# P reparation of P roject Report
3# P ost-handover T echnical Support

11 APPENDIX 1 - TERMS OF REFERENCE (TOR)
11.1 BACKGROUND
Agriculture plays a significant role in Kenya’s economy. The sector directly contributes 26 per cent
of the GDP and another 25 per cent indirectly. It supplies the manufacturing sector with raw
materials and generates tax revenue and foreign exchange that support the rest of the economy.
The sector employs over 40 per cent of the total population and over 70 per cent of the rural
population. Despite the importance that agriculture holds in Kenya’s economy, it faces a myriad of
challenges. At the basic level, these challenges pertain to consumers’ and producers’ constraints,
but in reality, they are more complex and require systematic approach to addressing them.
Amongst a multitude of agriculture-related problems that the country faces, is lack of

commercialization. The levels of production and productivity are very low with much of the
produce being consumed close to the production area rather than being targeted to the market,
hence the vast potential of the sector has scarcely been tapped. This is partly attributed to lack of
infrastructure and other required resources. Kenya’s growth strategies for the agricultural sector,
as outlined in the Agricultural Sector Development Strategy 2010–2020 (ASDS), are premised upon
(i) transforming subsistence farming into commercial production, and (ii) ensuring that
agricultural growth is achieved through intensification and a shift towards higher-value products
and irrigated crop production in the drier zones. The strategy further suggests the need for
innovative sector-wide approaches to strengthening the relevance, efficiency and effectiveness of
agricultural sector development interventions.
Given the extensive and viable scope for agriculture commercialization, the Government of Kenya
in collaboration with interested development partners is implementing The Agricultural Sector
Development Support Programme (ASDSP) intended as a sector-wide framework programme with
the overall aim to support the implementation of the Agricultural Sector Development Strategy
2010-20. The programme is based on a value chain approach to agricultural commercialization to
support collaboration of the industry partners, to improve quality of agriculture products,
increase agriculture systems efficiencies, and develop differentiated agriculture products, for
achievement of a more rewarding position in the market place.
11.2 BRIEF DESCRIPTION OF THE PROGRAMME
The Agricultural Sector Development Support Programme (ASDSP) is a five year programme
prepared by the Government of Kenya, with the assistance of the Government of Sweden for an
initial 5 year period. The programme’s overall goal is to transform Kenya’s agricultural sector into
an innovative, commercially orientated and modern industry that will contribute to poverty
reduction, improved food security and equity. The programme purpose is to increase equitable
income, employment and improved food security of male and female target groups as a result of
improved production and productivity in the rural smallholder farm and off-farm sectors’. The
programme aims to fulfill this objective by:

i) Development of a transparent system for improved agricultural sector coordination and

harmonization and an enabling policy and institutional environment for the realization of
the ASDS
ii) Strengthening of the environmental resilience and social inclusion in value chains
iii) Promotion of viable and equitable commercialization of the agricultural sector through
value chain development
ASDSP thus specifically aims to address the two strategic thrusts defined for the ASDS, namely a)
increasing productivity, commercialization and competitiveness of agricultural commodities and
enterprises, and b) developing and managing key factors of production. More specifically, the core
technical focus of the ASDSP is on commercialization, agribusiness and market development. The
programme is hence designed to tackle constraints related to commercialization, and take
advantage of the opportunities for deepened and equitable commercialization of Kenya’s
agricultural sector, including at the smallholder level. This is expected to contribute to increasing
agricultural production and income, enhancing the sector’s contribution to the overall national
economy while at the same time helping to improve the availability of food in both rural and
urban areas through value chains development. Additionally, an important pre-requisite for
achieving the Programme objectives is facilitation of inclusive sector-wide coordination,
harmonization among Development Partners and more broadly an enabling institutional and
policy framework for realization of the ASDS. The programme has three main components namely,
Sector coordination, Environmental resilience and social inclusion, and Value chain development.
In addition the National Programme Secretariat (NPS) has been set up to manage, facilitate,
and coordinate programme activities and has recruited Technical Support Group at the
national level and 47 County technical support group at the county levels to assist in facilitating
the management, supervision and monitoring of programme activities. The coordinating groups
will apply the value chain management approach emphasized by the programme and which
requires a multi-sectoral approach to implement the sector reforms in agricultural sector where
the principle of inclusive value chain management and enhancement of the role of private sector
in value chain management is envisaged. ASDSP has a national outlook with most of its activities
designed to be implemented at the county level.
The programme has adopted a results-based implementation approach that entails monitoring the
implementation of programme activities in various components and linking these with the
component outcome indicators and development objective as detailed in the programme logframe
and data collection tools (annexes 1 and 2). To enhance management of the information
generated, the programme needs an appropriate MIS system that will enable the programme
managers to routinely track the progress and performance of components over time in a uniform
way across all the counties and priority value chains.

11.3 OBJECTIVE OF THE CONSULTANCY
The objective of the consultancy is to develop a web based MIS to facilitate data and information
management at both the NPS in Nairobi and the County Coordinating Units (CCUs) at the county
level. The MIS will operate at two tiers, the primary tier implemented at the NPS and managed by
the National Programme Coordinator and the ASDSP and Ministry of Agriculture and Livestock
transformation initiative (MOALFTI) M&E Coordinators and secondary tier implemented by the
technical and fiduciary staff of the programme within the counties. The MIS will enable the
programme managers and agricultural sector leadership to routinely track the progress and
performance of components over time in an uniform way across all the counties and the
agricultural value Chain particularly the ASDSP 29 priority value chains.
11.4 PROPOSED MIS DESIGN
Substantial gains have been achieved by the programme to streamline management of the
information generated by the counties’ databases. However, the two tier architecture to system
design described above is proposed to put in place a system that operates at two separate levels
with efficient provision for data integration between and within the respective tiers. The first tier
at NPS, consisting of an integrated database platform is intended to capture all instances of data
in the counties including data on all the 29 priority value chains, data on all programme
components, including their mutual linkages, and upload all the data to the main database
system at the NPS to be uploaded to the sector coordinating unit.
The second tier of the MIS will be implemented in all the 47 county CCUs to enable facilitation
and coordination of the implementation of the various components of the programme as well
providing an efficient data capturing and transfer mechanism for linkages to the NPS central
database. The system design must take cognizance of the low internet connectivity in the country.
11.5 PROPOSED MIS FUNCTIONAL AREAS
The MIS will provide end to end data and information management processes. The consultancy
entails design, development and implementation of the MIS in the forty-seven counties and the
National Programme Secretariat in Nairobi. The system shall provide capabilities for capturing
data that addresses all information requirements for the 3 components in all counties. Especially
it needs to be able to capture and aggregate information to all the 92 indicators in the ASDSP log
frame. There are 6 indicators at purpose level 7 at the level of major outcomes 24 at outcome level
and 55 at output level. Further, the system shall address and provide for vertical data integration
across programme components and value chains as well as allow horizontal linkages across
counties. The MIS should therefore address the following areas of the programme.

Component 3, Value Chain Development: This component is the core of the programme with
the other two components designed to support its development. It focuses on support to equitable
commercialization of the agricultural sector and will play a key role in improving on and off farm
production and productivity for increased and equitable incomes, employment and food security
for a large majority of people.
In line with the above, the component will apply an integrated approach comprising five inter-
related sub components /outcomes as outlined below;
i) Inclusive value chain organization developed

ii) Public and private investment in value chain development increased
iii) Equitable access to market increase
iv) Access to affordable financial and insurance services for value chain actors increase
v) Innovative and inclusive Value Chains and Value Chain technologies up scaled and out
scaled
These Subcomponents have 8 outcome and 18 output indicators.
The MIS shall be designed for capture, analysis, storage, aggregation and retrieval of data related
to value chain development- creation, management for sustainability, monitoring and evaluation
by using indicators identified for each value chain. For this phase of the programme, all the 47
counties have identified 3 priority value chains each based on the agricultural activities prevalent
in the county. The MIS should have the capacity to accommodate all the agricultural
Component 2, Environmental resilience and social inclusion of the value chains: This
Component is intended to support interventions aimed at ensuring that efforts to strengthen
priority value chains in the context of Component 3 are environmentally sound and resilient to
climate fluctuations, and that women, youth and economically and socially vulnerable groups are
able to participate effectively in and benefit from the improved value chains. Overall, the
component therefore aims to
 raise awareness and knowledge of the importance of environmental sustainability, Natural

Resources Management (NRM) and the causes and effects of climate change;
 improve access to and use of appropriate NRM and climate change technologies and
services, particularly for women, youth and vulnerable groups, and;
 Improve access by women and vulnerable VC stakeholders to basic economic and social
security services; with a view to position those to participate more effectively in value chain
production.

To this end, the MIS should therefore provide and comprehensively manage a process of
measuring the indicators under this component. There are 3 outcome and 14 outcome indicators
within this component.
Component 1, Sector Coordination: The Component is intended to facilitate building and

supporting an efficient, transparent and inclusive framework for realizing the ASDS through
support to sector coordination and harmonization, and creation of an enabling policy and
institutional environment for the implementation of the ASDS. This will be achieved through:
 Coordinated support towards sector-wide coordination;

 Capacity building of key sector institutions and institutionalization of the ASDSP at the
national and county levels;
 strengthening of horizontal and vertical linkages between sector institutions,
 Support for establishment of ASDSP and sector M&E and information management
systems, and;
 Support to the development of an enabling policy and regulatory framework for the sector
The MIS will therefore be designed to capture data on each of the activities for analysis,
aggregation, storage and mining for decision-making as well as for undertaking and facilitating
monitoring and evaluation (M&E). This component has 13 outcome and 23 output indicators.
Finance and Administration: The proposed MIS will include an integrated financial and
administration module that interfaces and seamlessly exchange information with all other
functional components of the system. Especially it should support the work planning and
budgeting process and link it to the reporting process as well as the strategic plan. Key financial
and administration aspects including general ledger and other accounting requirements, human
resource management, inventory, procurement and fleet management. The Finance and
Administration function shall be both at the NPS as well as at the CCUs.
All the bidders will be expected to provide a Prototype of the proposed MIS in a CD/DVD that shall
demonstrate understanding of the system
11.6 CONSULTANCY SCOPE OF WORK
The consultancy in the course of undertaking this exercise will be required to fulfill the following
activities.
a) Preliminary activities
i) Prepare an inception report for review with the user;

ii) Begin project start-up phase and determine Project scope. This shall entail details of
the stakeholders involved, the definition of problem domain and the solution: a
description of the system to be implemented and the high-level requirements.
iii) Establish and document full understanding of the problem to be solved by the MIS
intervention;
iv) Provide a Prototype of the proposed MIS in a CD/DVD that shall demonstrate
understanding of the system
v) Develop a communication strategy that ensure the views of the stakeholder’s
community are actively and appropriately represented and communicated throughout
the project.
vi) Undertake user interviews and other forms of knowledge gathering to establish a good
understanding of the programme stakeholders’ community.
vii) Prepare a preliminary report defining all the project parameters.
b) Documenting and Managing Requirements

i) Develop a clear vision of the MIS supported by Programme Management Secretariat;
ii) Undertake detailed requirements analysis with the stakeholders and develop a detailed
statement of user requirements and system specifications documents;
iii) Develop a detailed logical architecture of the system based on the processes,
requirements and specification and undertake iterative review with the users for
revision and acceptance ;
iv) Undertake system construction, building and testing against the requirements and
rolled-out into the organization;
v) Prepare a comprehensive user’s training manual.
vi) Undertake concurrently, development of training manuals, user training and set up a
user support organisation;
vii) Deploy the system at both the NPS and the 47 counties;
viii) Upon operationalization, evaluate the system in terms of performance, usability and
other metrics;
ix) Perform commissioning and hand-over of the MIS including a well tested and
functional system code and documentation
x) Provide twelve (12) months system support services as warrant. The licence should be
one off with no renewable cost
11.7 SCHEDULE OF DELIVERABLES
The consultant will be expected to provide weekly updates to national programme secretariat
(NPS) or any agency so authorized by NPS on progress made and the difficulties encountered, if
any.

The consultancy, at various stages of this system development project will prepare various
deliverables that facilitates project management and progress monitoring as well as for
communication with the stakeholders. This will include:
i) A project inception report that would include consultants’ project team and a time bound
work plan. A detailed systems analysis report A statement of user requirements document
giving detailed user requirements and specifications details and user feedback reviews to
be provided– the document shall include the hardware, software, data structures and
database systems, communication requirements that ensure high accessibility and
availability across counties;
ii) A logical system architecture to be provided Physical design of the system giving details of
technologies, processes, locations of various critical facilities among other information ;
iii) A comprehensive system deployment and delivery schedule.
iv) Delivery of the fully functional MIS upon the approval of the physical design;
v) A training delivery programme highlighting timing, coverage, target groups trained.
A system functional and operational report detailing functionalities, system operational and stress
test report
11.8 PROFESSIONAL QUALIFICATION AND EXPERIENCE
The bidder is expected to have extensive experience in the management and execution of
assignments of a similar nature and magnitude. Competence will be evaluated on three main
areas namely:
 Proven technical capability in the area of the assignment,

 Proposed methodology
 Core staff compétences
In addition, it is important that bidders provide proven familiarity and competences in key system
development aspects including systems analysis and design, vast experience in database
managements systems, project planning and management, capacity building and knowledge
transfer, web applications development information communication and education and designing
custom based MIS for M&E of complex development programmes including agricultural and rural
development programmes.
In general, the Bidder is expected to have the following characteristics:
a) The bidder shall be a firm reputed in provision of ICT systems design and development
services to small, medium and large organisation in both public and private sectors;

b) The bid proposals should state in details similar projects undertaken by the firm including
references and names of contacts person(s) for each project.
c) The bidder should provide further proof of capacity to undertake an exercise of this
magnitude.
d) Signed CVs of personnel to be engaged at various levels and stages of the project the
survey.
e) The bidder shall at all times conduct themselves in a manner suited to the best interest of
the Client and shall endeavour to do their best for the successful conclusion of the
assignment.
f) Observe gender balance in team composition for the assignment to this end, the proposed
personnel should possess relevant qualifications and certifications in the area of ICT
system and networks design and development, project management, training and
communication. At least one of the personnel should have knowledge and experience in
the agricultural sector.
11.9 SELECTION CRITERIA
Proposals shall be subjected to an evaluation process; the evaluation will be Quality-Cost Based
Selection. The technical score will carry a weight of 0.8 while financial score a weight of 0.2.
Bidders must attain a minimum technical score of 70% as a condition for further consideration in
the Technical proposal.
The Technical Evaluation team will set forth criteria based on the following broad areas:
i) Bidders overall technical capabilities based upon assignment done within the last 5 years
demonstrated experience with proven evidence - 30%.
ii) Experience and qualifications of the proposed project team - 20%.
iii) Approach and methodology - 30%.
iv) Bidders to provide detailed implementation work plan with specific timelines -10%
v) Proposal preparation, thoroughness and responsiveness to the requirements of the Terms
of Reference - 10%.
The technical and financial scores will be combined according to assigned weight to reach at the
final score. The bidder with the highest final will be awarded the consultancy.

11.10 TIME SCHEDULE AND REPORTING REQUIREMENTS
The time table will be in accordance with an agreed work plan. However, the assignment is
expected to be finalized within 60 working-days from the date of commencement.
All communication with the Client shall be in English.
11.11 DURATION OF THE CONSULTANCY
The duration of completing this assignment is expected to be 60 working –days after signing of the
contract of the consultancy.
11.12 SUBMISSION
Two sealed envelopes each marked ‘ASDSP MIS Development Technical Proposal and ASDSP
MIS Development Financial Proposal’ addressed to and sent:
The Principal Secretary

Ministry of Agriculture, Livestock & Fisheries
Kilimo House, Cathedral Road
P.O. Box 30028, Nairobi
Tel: 020-2718870
Fax: 020-2710808
E-mail: procurement@kilimo.go.ke
On or before 7th April 2015
11.13 ORGANISATION AND MANAGEMENT
The assignment will be coordinated by Ministry of Agriculture, Livestock and Fisheries through
ASDSP. The Ministry will provide any assistance required by the Consultant under the contract.
11.14 CONSULTANCY FEES
The assignment will be executed for a fixed sum and the consultant will not claim additional
payments for price escalation. The amount and schedule of payment of fees will be in accordance
with the terms and conditions in the contract agreement.
Schedule of payments
Payment Deliverable % of Total

Number Fees
Submission and Acceptance of Inception and system
1. 20
analysis Report
2. Design and testing of the MIS 30
Deployment , training and commissioning of functional
3. 40
web based MIS
4 Retention 10
11.15 OBLIGATIONS OF THE CLIENT
In order to facilitate smooth and effective implementation of the MIS development project the
Ministry will undertake to carry out the following;
 Provide available information and data necessary to carry out the assignment
 Provide basic logistical support (to its staff) where necessary.
 Facilitate entry in to all areas as required for the proper execution of the assignment
 Liaise with relevant government departments to ensure adequate security of the consulting
team while travelling / undertaking the assignment.
11.16 OBLIGATION OF THE CONSULTANT
 The consultant shall carry out the assignment as specified in the TOR in a professional
manner in keeping with internationally accepted standards using qualified and
appropriate staff.
 In the course of the assignment the consultant may engage additional expert he/she may
deem necessary to successfully undertake the assignment, but at no extra cost to the
client.
 The consultant shall undertake the works in a consultative manner and involve relevant
stakeholders.
11.17 SUPERVISORY ARRANGEMENTS
The consultant shall report to the National Programme coordinator, ASDSP.
11.18 PERFORMANCE STANDARDS
The Consultant shall undertake to perform the Services with the highest standard of
professionalism and ethical competence and integrity.
11.19 CONFIDENTIALITY
The Consultant 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, this
Contract or the Client’s business or operations without the prior written consent of the Client.

11.20 REPORTS
The Expected outputs specified in 5.8 shall be submitted in the course of the engagement and will
constitute the basis for any payments to be made as indicated in 5.14.
11.21 OWNERSHIP OF MATERIAL
Any studies, reports or other material, graphic, software or otherwise, prepared by the Consultant
or the Client under the Contract shall belong to and remain the property of the Client.
11.22 CONSULTANT NOT TO BE ENGAGED IN CERTAIN ACTIVITIES
The Consultant agrees that, during the term of this Contract and after its termination, the
Consultant and any entity affiliated with the Consultant, shall be disqualified from providing
goods, works or services (other than the Services and any continuation thereof) for any project
resulting from or closely to the Services.
11.23 INSURANCE
The Consultant will be responsible for taking out any appropriate insurance coverage.
11.24 ASSIGNMENT
The Consultant shall not assign this Contract or sub-contract any portion of it without the
Client’s prior written consent.
11.25 LAW GOVERNING CONTRACT AND LANGUAGE
The Laws of the Republic of Kenya shall govern the Contract, and the language of the Contract
shall be English.
11.26 DISPUTE RESOLUTION
Any dispute arising out of the Contract, which cannot be amicably settled between the parties,
shall be referred to adjudication/arbitration in accordance with the Laws of Kenya.

12 APPENDIX 2 - STATUTORY DOCUMENTS
12.1 PKF CONSULTING STATUTORY DOCUMENTS
12.1.1 PKF CONSULTING - CERTIFICATE OF INCORPORATION

12.1.2 PKF CONSULTING - PIN CERTIFICATE
12.1.3 PKF CONSULTING - VAT CERTIFICATE

12.1.4 PKF CONSULTING - TAX COMPLIANCE CERTIFICATE

12.1.5 PKF CONSULTING - BUSINESS PERMIT

12.2 CEDILLA IT LTD STATUTORY DOCUMENTS
12.2.1 CEDILLA IT LTD - CERTIFICATE OF INCORPORATION

12.2.2 CEDILLA IT LTD - PIN CERTIFICATE
12.2.3 CEDILLA IT LTD - VAT CERTIFICATE

12.2.4 CEDILLA IT LTD - TAX COMPLIANCE CERTIFICATE

Technical Proposal - Ministry of Agriculture MIS (DRAFT)

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Design, Development, Deployment and Commissioning of Web

Submitted to: Ministry of Agriculture, Livestock and Fisheries

Submitted by: PKF CONSULTING LTD

Contact Person: David Kabeberi

Date: 15th April, 2015

PKF Technology Page  i

6.2.3 Phase 3: Delivery ...................................................................................................... 48

PKF Technology Page  ii

11.7 Schedule of Deliverables ........................................................................................... 112

PKF Technology Page  iii

1 TECHNICAL PROPOSAL SUBMISSION FORM

14th April 2015 [Date]

PKF Consulting Limited

PKF Consulting Ltd. Page |1

 A highly skilled and experienced work force

 The full breadth of resources required

 A longstanding financially sound IT Service provider

 Delivery through a proven quality management system

 A full complement skills to match all the requirements

 Strong Relationship Management.

2.1 OUR COMMITMENT

PKF Consulting Ltd. Page |2

2.2 OUR CONSORTIUM

PKF Consulting Ltd. Page |3

2.3 ABOUT PKF CONSULTING LTD

PKF Consulting Ltd. Page |4

2.3.1 OUR MISSION

2.3.2 OUR PHILOSOPHY

 We are dedicated to maintaining a strong internal administration, thereby enabling

2.3.3 OUR SERVICE DELIVERY SYSTEM

PKF Consulting Ltd. Page |5

2.3.4 OUR EXPERTISE IN ICT CONSULTANCY AND PROJECT MANAGEMENT SERVICES

2.3.5 OUR EXPERTISE IN VARIOUS FIELDS

PKF Consulting Ltd. Page |6

10. Investment appraisal: Services include fund and portfolio management.

PKF Consulting Ltd. Page |7

We are involved in various capacities to clients in a wide range of sectors including:

 Banking and Insurance Institutions;

 Retirement Benefits Schemes;

 Agricultural, Horticultural and Floriculture Sector;

 Manufacturing Sector; and

 Construction and Trading Sector.

PKF Consulting Ltd. Page |8

2.4 OUR PARTNER – CEDILLA IT LTD

Being chosen as a Strategic Implementation Partner for Enterprise Software implementations by

2.4.1 CEDILLA IT - CORE COMPETENCIES

Our range of Services includes:

2.4.1.1 Technology Consulting

PKF Consulting Ltd. Page |9

2.4.1.2 Enterprise Software Solutions

2.4.1.3 Web and Mobile Solutions

2.4.1.4 Infrastructure Consulting

2.4.2 CEDILLA IT - VALUES

 Client Value Creation

2.4.3 CEDILLA IT - DIFFERENTIATORS

PKF Consulting Ltd. P a g e | 10

2.4.4 CEDILLA IT - PARTNERS

Microsoft Corporation is an American multinational

Our Microsoft Partner ID is – 4502743

Products we work with include:

eShare is a limited company registered in England.

Cedilla IT Limited is Value Added Reseller for BoardPacks