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Kenya Ports Authority Expression of Interest

Kenya Ports Authority Expression of Interest

Published: 26 June 2019

EXPRESSION OF INTEREST (EOI) FOR SUPPLY OF A TERMINAL OPERATING SYSTEM

Background Information

Kenya Ports Authority (KPA) was established in January 1978 under an Act of Parliament. KPA operates
under the Ministry of Transport, Infrastructure, Housing and Urban Development and it’s fully owned by the
Government of Kenya. KPA is responsible for administering the Port of Mombasa as well as maintenance,
operation, improvement and regulation of the sea ports of Funzi, Kilifi, Kiunga, Lamu, Malindi, Mtwapa,
Shimoni and Vanga on the mainland coast of Kenya. KPA also manages three Inland Container Depots in
Nairobi, Kisumu and Eldoret, Inland Waterways and has three liaison offices in Kampala, Kigali and
Bujumbura to cater for transit countries.

The Port of Mombasa is the gateway to East and Central Africa, and it is one of the busiest ports along the
East African coastline. The Port of Mombasa provides direct connectivity to over 80 ports worldwide and is
linked to a vast hinterland comprising Uganda, Rwanda, Burundi, Eastern Democratic Republic of Congo,
Northern Tanzania, Southern Sudan, Somalia and Ethiopia by road. A metre gauge railway line also runs
from the Port of Mombasa to Uganda and Tanzania. Standard Gauge Railway tracks between the Port of
Mombasa and KPA’s Inland Container Depot in Nairobi have been installed and inaugurated in 2017.
Kenya Ports Authority (KPA – the procuring entity) seeks to procure an enhanced Terminal Operating System
(TOS) in order to ensure total planning, operations, control and monitoring of the terminal operations both
in Port of Mombasa and at Inland Container Depot (ICD) Nairobi.

Interested eligible candidates are required to express their interest as provided in this EOI.

The Terminal Operating System Project


Kenya Ports Authority (KPA) operates the Port of Mombasa, the largest container and conventional cargo
handling facility in Kenya and the Inland Container Depot (ICD) in Nairobi. Kenya Ports Authority engaged a
consultant to develop requirements for a Terminal Operating System (TOS) for KPA.

The specification of system requirements for the new TOS will include an overview of re-engineered business
processes and a description of functional, technical, interface and organizational requirements. The
specification will represent KPA’s point of view; the system supplier will be requested to provide a detailed
description of all features and how KPA’s requirements will be fulfilled.

The scope of the services shall be as follows:

The scope of the new TOS specification covers container operations in Port of Mombasa and Inland
Container Depot Nairobi, conventional cargo operations in Port of Mombasa and Inland Container Depot
Nairobi and marine operations.

Apart from the existing systems (e.g. KPA finance system, EDI messaging to the port community), the new
TOS will also be integrated with the following systems

i. Truck Appointment System (TAS)
ii. Optical Character Recognition (OCR) System for Gate, Rail and STS Crane,
iii. Radio Frequency Identification (RFID) System,
iv. Equipment Positioning System (EPS)
v. Reefer Management System (RMS)
vi. Barcoding System.

All above six systems and the TOS will be procured and implemented while factoring their integrational
needs and interdependencies.

For Barcoding system, it is an advantage for the TOS suppliers to have it included in their standard product
for the conventional cargo module.

Eligibility and Evaluation Criteria requirements


Evaluation shall be on a pass or fail criteria on the following:

i. Company profile to include Commercial Registration, Articles of Association and Memorandum of
Association, email address, website, physical location and telephone numbers.
ii. Key Personnel Capabilities with at least ten (10) years’ experience in relevant areas.
iii. List and evidence of similar past assignments in the last ten years in implementing Terminal
Operating Systems for Multi-Purpose terminals internationally including years and locations with
client/customer profiles and testimonials.
iv. Experience in TOS integration with other systems (e.g. OCR, TAS, RMS, etc.) including years and
locations
v. Provide letters of reference from previous customers that the applicant had work and project
experience with. The letters of reference must have contact details.
vi. Audited Accounts for the Company (or of the Lead Company in the case of Joint Venture) for the
last five years.
vii. Evidence of tax compliance from tax authorities from the country of domicile.
viii. Evidence of the Professional Indemnity & Liability Insurance
ix. A written undertaking to sign a Non- Disclosure Agreement to be provided by KPA in the next stage
of the procurement process (RFP)

This Expression of Interest will be adjudicated in accordance with current Public Procurement & Asset
Disposal Act, 2015 applicable in Kenya.

The eligible supplier of the TOS will be selected in accordance with the Quality and Cost Based Selection
(QCBS) method as set out in the Public Procurement & Asset Disposal Act, 2015 and its Attendant
Regulations.

Candidates shall be required to submit their EOI Documents packaged, be clearly marked and addressed as
follows:


TENDER NO. KPA/162/2018-19/GMO- EXPRESSION OF INTEREST FOR PROCUREMENT OF A
TERMINAL OPERATING SYSTEM FOR KENYA PORTS
AUTHORITY.

“DO NOT OPEN BEFORE 1000HRS EAST AFRICAN TIME, ON TUESDAY 16TH JULY, 2019”


Addressed:

THE HEAD OF PROCUREMENT AND SUPPLIES
KENYA PORTS AUTHORITY
KIPEVU HEADQUARTERS 4TH FLOOR
FINANCE BLOCK III, DOOR BLK-3.4.3
KILINDINI , MOMBASA


In case of clarification needed, please contact us:

Phone: +254 (41) 2113600/ 2113999
E-mail: tenders@kpa.co.ke


Completed EOI documents must be submitted enclosed in plain sealed envelopes, one original and two
other copies clearly marked “ORIGINAL” and “COPY” with the tender name and reference number and a
soft copy at
Tender Box located at the BUS TERMINUS, PORT PEDESTRIAN GATE NO. 8, KILINDINI,
(DOCKS) MOMBASA BEFORE 1000HRS EAST AFRICAN TIME, ON TUESDAY 16TH JULY , 2019.


Bulky tenders shall be submitted at the office of Head of Procurement & Supplies located on the 4th floor
of office Block III (Finance Block) Door No. 3.4.3 at the Kenya Ports Authority Headquarters, Kipevu, and
Kilindini Mombasa BEFORE 1000HRS EAST AFRICAN TIME, ON TUESDAY 16TH JULY , 2019.


Opening of Expression of Interest submissions will be conducted publicly immediately after 1000HRS EAST
AFRICAN TIME, ON TUESDAY 16TH JULY , 2019
in the presence of the candidates or their representatives
who choose to attend at the Procurement Conference Room located at the New Services Area (Near the
Fire Station), Kenya Ports Authority Headquarters, Mombasa.

Only shortlisted candidates will be invited to submit proposals.


Aza N. Dzengo
Ag. HEAD OF PROCUREMENT & SUPPLIES
FOR: MANAGING DIRECTOR


"KEBS ISO 9001:2015 Certified Organization, Cert. No. 087"

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