By Maria Morris,2014-05-17 15:25
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March, 2009


    RFP Number: 623-c-00-08-00020- 15

    Issuance Date: 10.03.09

    Closing Date: 17.03.09

    Closing Time: 4.00PM


    Applications are invited from Local registered firms and suppliers to quote to supply required hardware for the dairy industry management information system (e-dairy) to be used by the Kenya Dairy Board.

    Under this solicitation, KDSCP, based on an open competitive selection process, will award a subcontract with a value of an agreed upon amount to supply the hardware. If you decide to submit a bid, it must be submitted in accordance with the attached solicitation and received no later than the date and time indicated.

1. Background:

    The USAID Kenya Dairy Sector Competitiveness Program (KDSCP) is 5-year effort to improve Kenya‟s dairy industry competitiveness, implemented by Land O‟Lakes, Inc., with the financial

    and technical support of the United States Agency for International Development (USAID). The goal of KDSCP is to increase smallholder household income from the sale of quality milk.

    KDSCP is implemented through a range of activities grouped together into three broad programmatic components. First, the program will upgrade the capacity of the dairy industry to compete in local, regional and international markets. Second, it will transform dairy smallholder business organizations into viable enterprises that supply quality milk to the market and facilitate access to critical services and inputs to farmer-members. Third, the program will strengthen support markets, increasing the availability and utilization of market-link dairy business development services, inputs, technologies provided by business service providers to dairy enterprises.

    To provide efficient and effective services along the value chain there is need for institutional and Association Capacity Building , Industry-level institutions such as the Kenya Dairy Board, Kenya Bureau of Standards, Central Artificial Insemination Station, and Dairy Training Institute (DTI), A number of these institutions and associations are underperforming due to limited resources, weak institutional capacity, and/or poor marketing of services to the industry.

    KDSCP will support the Dairy Board, charged with the responsibility of regulating, promoting and developing the Dairy Industry, to develop a Management Information System that will generate and disseminate information to the Industry Stakeholders; provide traceability mechanism for milk and milk products; enable registration of milk producers and livestock; to facilitate electronic transaction between milk sellers, milk buyers, BDS providers among others. This will improve efficiency along the entire Value chain

    The MIS is scheduled to be rolled out countrywide by Kenya Dairy Board. The infrastructure for this has three modules; An Information centre, Support centre and Milk Shed areas or the Field stations.

Information Centre - The KDB information centre is located centrally at the KDB head office

    which will provide information to all stakeholders in the dairy industry in Kenya. The

    information at the center is collected from the field and populated using the eDairy System. The

    eDairy System installed at the Milk Sheds collects data from the field and then the data is

    replicated to the information centre. Dissemination of information and data from the center will

    be through a web portal. Access to the web portal is based on a user access rights for the different

    stakeholders depending on their needs. Other means of information access will be through short

    message service.

Support Centre This will be a full fledged call center to support the users and stakeholders of

    the system and the portal (i.e. the information centre). The centre will be located at the KDB. This

    will help in getting the queries from industry and responding to them. It will be manned by

    experts on the system and people who can be able who can respond to the system.

Milk Shed Infrastructure - This represents the milk catchments areas where the eDairy system

    will be running. The industry players in these areas include the facilitators, KDB regional offices

    and the dairies / cooperatives. This infrastructure will serve as our source data from the industry.

    The information from the these areas will be sent via a communication link to a central server in

    the KDB information centre and processed ready for dissemination.

KDB is undertaking the process of setting up the infrastructure within the Kenya Dairy Board

    information centre to process manage and disseminate information to stakeholders. KDSCP will

    support the Dairy Board to scale up the exercise by initially providing required hardware able to

    handle the large volumes of data expected to be generated during the up-scaling of the

    Management Information system countrywide.

    II. Assignment Objectives

To supply the required hardware which will form the infrastructure within the Kenya Dairy board

    information centre to process manage and disseminate information to stakeholders.

III. Scope of Work

To supply the following hardware for the KDB Information centre:

    1. Main & communication server - HP Server DL 580


    Processor, operating system and memory

    ? Processor type - Intel? Xeon? X7350 Quad Core Processor 2.93 GHz

    ? Processor speed - 2.93 GHz

    ? Number of processors - 4 processors

    ? Processor upgrade - Up to 4 processors

    ? Processor core available Quad

    ? Processor front side bus - 1066 MHz Front Side Bus

    ? Standard memory - 16 GB (8 x 2 GB) Standard Memory

    ? Internal cache - 16 MB L3 cache

    ? Memory type - Fully Buffered DIMMs (DDR2-667)

    ? Maximum memory - 256 GB

    ? Memory slots - 16 DIMM slots

    Internal Drives:


    ? Hard disk controller - HP Smart Array P400i embedded/512MB

    ? Flexible disk drive- None Ship Standard

    ? Internal drive bays - Internal SAS backplane supports up to eight SFF hard disk

    drives. Optional second SAS backplane supports additional eight SFF hard drives.

    ? Optical drives - Slimline DVD Drive standard

    System Features:

    ? Chassis type - 4U Rack

    ? Chipset - Industry Standard Intel 7300 Chipset

    ? Network interface - Two embedded NC373i Multifunction Gigabit Network Adapters

    with TCP/IP Offload Engine, including support for Accelerated iSCSI through an

    optional ProLiant Essentials Licensing Kit.

    ? External I/O ports - Serial - 1; Pointing Device (Mouse) - 1; Video - 1 front; 1 rear;

    Keyboard - 1; USB Port (2.0) - 5 total: 2 front; 2 rear; 1 internal; iLO2 Remote

    Management 1; Network RJ-45 2

    ? Expansion slots - More PCI-Express slots with up to eleven available with option

    card; Eight slots standard: (4) full length PCI-E x8, (1) full length PCI-E x4 and (3)

    half length PCI-E x4 slots; Optional card adds (3) PCI-X or (3) PCI-E x8

    ? Power supply type - 800/1200W AC Power Supply; Power Supply Requirement


    ? Power requirements - 90 - 132 VAC, 180 - 264 VAC; 47 to 63 Hz

    ? Compatible operating systems - Microsoft? Windows? Server 2003 R2; Microsoft?

    Windows? Server 2008; Microsoft? Windows? Server 2008 Hyper-V; Red Hat

    Enterprise Linux; SuSE Linux Enterprise Server; Novell NetWare; Sun Solaris for

    x64/x86-based Systems; VMware Virtualization Software; Citrix XenServer

    ? Security management - Power-on password; Keyboard password; External USB port

    enable/disable; Network Server Mode; Serial interface control; Administrator's

    password; Removable CD-ROM or DVD drive

    ? Serviceability - Front and rear video ports; Front accessible Processor, Processor

    Power Modules and Memory allow server to stay safely secured in the rack during

    servicing; Quick Deploy Rail System includes sliding universal rails, an

    ambidextrous cable management arm and quick release levers for fast and easy

    serviceability and in-rack tool-less access to major components; Tool-less access to

    all system components for easy in rack serviceability; Customer Self Repair (CSR):

    HP products are designed with many CSR parts to minimize repair time and allow for

    greater flexibility in performing defective parts replacement.

    ? Warranty - 3 year Parts, 3-year on-site support.

    2. GSM Enabled PDA

    ? 1 internet enabled phone

    ? or 1 laptop

    3. Router and Firewall

    ? Firewall - Cisco Firewall ASA 5540

    ? Router - Cisco Router 2800

    ? Switches - Cisco Catalyst Switch 2 X 24 port with 2 gigbit ports 4. Power back up - Inverter system 3000VA, 6 x 200Ah, Auto Turn over switch

    5. Access Control - Smart Card Access control System 6. Cooling System - 2400 BTS Air Conditioner

    7. Passive Devices - Server rack with Cooling facilities, keyboard tray, trackball and monitor.

    Networking CAT-6

    8. Support Centre Bidder quotes for a call management system that has the following:

    ? A call center to support 2 agents but expandable


? Voice over internet protocol (VOIP) capability.

    ? Fully integrated unified messaging.

    ? Time tagged voice recording.

    ? Full fault reporting, plus remote diagnostics.

    ? Window based operating console.

    ? Conferencing facilities.

    ? Voicemail and automated attendant.

    ? Forced PIN accounts for all users i.e. one can call from any extension using their PIN code.

    ? User credit control and allocation. i.e. pre- determined telephone expenditure per level of


    ? Controlled user levels such as international, regional and local calling for authorized

    personnel only.

    ? Least cost routing.

    ? Wireless phone capability.

    ? Support for 50 to 100 extensions with room for further expansion

    ? Capability of terminating two E1s from different service providers

    ? Telephone management system with call length limitations i.e. a business call should last at

    most 5 minutes.

    ? Internet and Web based applications.

    ? 4 analog lines and 2 x ISDN lines

    9. Communication Link: - WAN connectivity infrastructure design to 32 field stations.

IV. Deliverables

    Deliverables under this assignment will include the following:

    1. Supply of the equipment described above to the KDB Information centre with all

    guarantees as required.

    2. Conduct a Test run.

V. Time frame and Proposed Level of Effort

This assignment will take place within a period not exceeding 15 calendar days in starting in late

    March 2009.

VI. Application Submission Requirements:

All interested candidates will submit their proposal organised as follows:

    1. Financial Budget The offeror shall propose a realistic cost estimate for supply of

    the above hardware.

    2. Experience of the firm

    A two to three page capability statement (Typically including

    organizational overview, technical representatives and

    qualifications of staff to carry out the assignment.

    All interested applicants must provide a list of all previous

    supplies involving similar or related procurement in the last two

    years before this application submission. Reference information


    must include the client, award numbers if available; a brief

    description of work performed; contact with current telephone


VII. Criteria for Evaluation:

    Proposals will be evaluated according to the following Criteria

    1. Relevance of the firm or organization‟s core capability/skills base to service request, and

    capacity to implement or manage the assignment and funds awarded (20%)

    2. Budget Justification, Cost Realism (80%)

    The KDSCP is authorised in accordance with the US Foreign Assistance Act and USAID

    Contract # 623-C-00-08-00020-00.

Grants/Contracts will be administered in accordance with provisions contained in ADS Section

    302.5.6, “Grants under contracts” ADS Chapter 303, “Grants and Cooperative Agreements to

    non- governmental organizations” and within the terms of the USAID standard provisions

    applicable to non-US, non-governmental recipients. Information on these provisions can be

    assessed through the USAID external website at “Business & Procurement” section. Per ADS section 302.5.6(f), Contractors/Grantees are authorized to execute cooperative

    agreements on USAID‟s behalf.

KDSCP and USAID/Kenya reserve the right to fund any or none of the applications submitted.

    Registered local firms and organizations interested in implementing this assignment are requested thto submit a proposal (typed no smaller than 11-point font) by Tuesday, 17 4.00 pm March 2009 to the Grants Manager at:

Land „O‟ Lakes Inc.

    Peponi Plaza, Block B Second floor

    Off Peponi Road Westlands

    GPO 45006-00100

    Nairobi, Kenya

Submissions must be in English and typed single-spaced on standard 8 1/2" x 11 or A4 (2 10 x

    297 mm) type white paper. Submissions must contain one single-sided hard copy original of

    the proposal (each with a complete set of appendices/attachments where applicable), and two

    copies. The original should be "photo ready, " i.e., printed on one side only and unbound. All

    pages must be numbered and include the RFP reference number and name of organization on

    each and every page. Hard copies can either be submitted in person or at the Land O Lakes

    mailing address, however these must be received no later than the deadline specified above. In

    addition, an electronic copy of the proposal should be submitted either on a diskette or through an email to .

Please include the name of the person in your organization who will be involved with the

    subcontract/grant application as well as your telephone, fax and email contact.


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