1.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Project Objectives: What are the main objectives of this integration project?  - Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center.

What specific problems are you aiming to solve with this integration?

The integration of Office 365 (including SharePoint and Email) with Microsoft Dynamics 365 Business Central aims to create a cohesive, efficient, and secure business environment.

It is intended to address the problems of fragmented tools and data, inefficient communication, manual processes, and compliance risks. It is meant to enhance productivity, collaboration, and decision-making capabilities.

2.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Existing Infrastructure: Can you provide details about your current SharePoint setup (version, usage, customization)?

What email system are you currently using (e.g., Exchange, Outlook)?

Describe your current Microsoft Dynamics Business Central implementation.

ü The current SharePoint setup is SharePoint 2019    On Prem. This is integrated into Microsoft Dynamics Business Central as a document repository for attachments.

ü The email system in use is Exchange Server 2019

ü Microsoft Dynamics Business Central is version 14 with web and client access.

3.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Data and Document Management: What types of data and documents are currently stored in SharePoint?

How is email communication currently managed and logged?

ü SharePoint serves as a central repository for human resource related data, finance, procurement and documents pertaining to authority’s core business (Engineers’ drawings, survey maps, progress reports etc.

ü Management of E-mail communication is through on-prem exchange, it is not currently being seamlessly managed and logged within Business Central.

ü Integration is intended to enhance collaboration, ensure consistency, and improves overall operational efficiency.

4.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Integration Requirements: What specific features or functionalities are you looking to integrate between SharePoint and Dynamics Business Central?

What specific email functionalities do you need to be integrated with Dynamics Business Central?

ü Specific features/functionalities include automated document storage and management, version control, collaborative editing.

ü Specific email functionalities  include email logging and tracking, and automated notifications.

5.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Data Flow and Automation: What data flows need to be automated between SharePoint, email, and Dynamics Business Central?

Are there any specific workflows or processes you want to streamline through this integration?

The focus shall be on automating document management, email logging, and notifications, as well as specific workflows like sales order processing, purchase order management, invoice distribution, and project management.

6.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Security Requirements: What are your security and compliance requirements for this integration?

Are there any specific data protection measures or protocols that need to be adhered to?

Key requirements include data encryption, strict access control, ensuring data integrity, adhering to regulations, maintaining audit trails, and having an incident response plan.

Specific measures include using secure email gateways, implementing DLP policies, enabling version control in SharePoint, configuring Business Central for robust security, and conducting regular security assessments.

7.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

User Access and Permissions: How do you manage user access and permissions across SharePoint, email, and Dynamics Business Central?

What access controls and permissions need to be maintained post-integration?

ü We use a combination of role-based access control, active directory integration, multi-factor authentication, and granular permissions.

ü Post-integration is essential to maintain these controls and implement additional measures such as conditional access policies, dynamic groups, document-level permissions, audit and monitoring, approval workflows, and data access governance to ensure a secure and compliant environment.

8.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Technical Constraints: Are there any technical constraints or limitations we should be aware of?

Do you have any preferred tools or platforms for the integration?

ü API limits, data compatibility, authentication challenges, performance considerations, and storage limits.

ü Preferred tools for integration: Microsoft Power Automate, Azure Logic Apps, Microsoft Dataverse, Azure Functions, and Microsoft Graph API, as well as third-party platforms like Zapier, MuleSoft, and Boomi.

9.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Integration Points: What are the key integration points between SharePoint, email, and Dynamics Business Central?

Are there any third-party tools or additional systems that need to be integrated?

ü Key integration points between SharePoint, email, and Dynamics 365 Business Central include document management, email communication logging, workflow automation, task synchronization, data synchronization, and reporting.

ü No Third-party tools

10.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Post-Integration Support: What level of support do you expect post-integration?

Are there any specific service level agreements (SLAs) you need?

ü Post-integration support to encompass initial training, ongoing technical support, regular maintenance, performance monitoring, backup and disaster recovery, and compliance and security audits.

ü The support to be governed by clear SLAs that define response and resolution times, uptime guarantees, maintenance notifications, escalation procedures, regular reporting, and user feedback mechanisms.

11.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Training Requirements: What training will be required for your team to use the integrated system effectively?

Do you have any preferred methods for training (e.g., workshops, documentation)?

By addressing specific user roles and responsibilities through workshops, documentation, online modules, hands-on exercises, and webinars, to ensure that the team is proficient in navigating the integrated system, leveraging its capabilities, and adhering to best practices for security and compliance.

12.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Reporting Needs: What types of reports and analytics do you need from the integrated system?

Are there specific KPIs or metrics you want to track?

ü Financial reports, inventory and Supply Chain Reports, Operational Efficiency Reports, and Compliance and Audit Reports.

ü Specific KPIs and metrics: Customer Relationships, Inventory Management, Operational Efficiency and Compliance and Security.

13.

-

Submission Date

Is the submission date still 28th June, 2024

The submission date was revised from 20th June, 2024 to 28th June, 2024 at 11.00am

14.

-

Submission of Original and Copy

Where do we upload the Soft Copy of Tender Submission?

ü The tender submission shall be both Physical (an Original Hard Copy) and uploading the soft copy through the E-procurement portal.

ü Submissions through the E-procurement procurement portal shall be as follows;

a)   Access the Authority’s website through www.kerra.go.ke.

b)   Go to the ONLINE-SERVICES Menu and click the ONLINE-SERVICES drop-down menu and select E-Procurement Portal or use the https://eprocurement.kerra.go.ke/.

c)   Once you access, For a first time user you will need to register by going to E-registration and create a profile.

d)   After registration Log in click on E-Tendering, then Active tender invitations. Make your submission as per given requirements.

A Manual to guide in accessing the  E-Procurement Portal is attached under Addendum No. 1 as Annex I.

15.

69

Microsoft Cloud Solution Provider Partner (Item 25)

Microsoft Cloud Solution Provider Partner (Item 25)

Bidders must provide authorization letter as a Microsoft Cloud Solution Provider Partner with Infrastructure, Security, Modern Work, Data and AI and Digital App Innovation.

16.

69

Manufacturer’s solutions partner designation letter (item 26)

Manufacturer’s solutions partner designation letter (item 26)

Adhere to the tender document specifications and requirements.

17.

69

Manufacturer’s Advanced Specialized Partner’s Letter (item 27)

Manufacturer’s Advanced Specialized Partner’s Letter (item 27)

Bidders must provide Cloud Security, Information Protection and Governance Partner’s letter. 

1.

Page 69

Item 25

Manufacturer’s Authorization Letter

Could you please confirm whether the Gold Partnership provision is still applicable, considering it is based on an outdated model and may not be relevant in this situation?

Bidders must provide authorization letter as a Microsoft Cloud Solution Provider Partner with Infrastructure, Security, Modern Work, Data and AI and Digital App Innovation.

2.

Page 69

Item 27

Manufacturer’s Advanced Specialized Partner’s Letter

The requirement specified in the tender document is restrictive due to its numerous security specializations. Item 26 (Manufacturer’s Solutions Partner Designation Letter) on page 69 should adequately address the matter since it covers all necessary aspects comprehensively.

Bidders must provide Cloud Security, Information Protection and Governance Partner’s letter. 

3.

Tender Notice

That on the Public Procurement Information Portal under tenders.go.ke, the Tender Document under tender for Supply & Installation of Microsoft 365 (E3 and F1) License and Email Security Solution under KeRRA, is not the correct one. Instead, it's a document for Upgrading and Installation of a Local Area Network (LAN), Related Infrastructure and Maintenance Services.

The correct document has been uploaded on the PPIP portal. You can also download the document from the KeRRA website www.kerra.go.ke.

4.

Request for an extension to the closing date

CLOSING DATE: 20th June, 2024

Please consider an extension of the Bid submission date by 14 days

The submission date is hereby revised from 20^th June, 2024 to 28^th June, 2024 at 11.00am

5.

Tender Notice

Submission of Original and Copy

Where do we upload the Soft Copy of Tender Submission.

·   Note that tender submission shall be both Physical (an Original Hard Copy) and uploading the soft copy through the E-procurement portal.

·   Submissions through the E-procurement procurement portal shall be as follows;

a)  Access the Authority’s website through www.kerra.go.ke.

b)  Go to the ONLINE-SERVICES Menu and click the ONLINE-SERVICES drop-down menu and select E-Procurement Portal or use the https://eprocurement.kerra.go.ke/.

c)  Once you access, For a first time user you will need to register by going to E-registration and create a profile.

d)  After registration Log in click on E-Tendering, then Active tender invitations. Make your submission as per given requirements.

e)  A Manual to guide in accessing the  E-Procurement Portal is attached hewerewith as Annex I.

1

27/163 –

ITT 6.1

Tender Submission date

Kindly clarify on the actual date as submission date has been indicated as 13th June.

As given in the Tender Document 13^th June, 2024 is the submission deadline for tender clarifications and NOT tender submission closing date.

2

28/163 –

ITT 10/10

Provide Valid OEM professional partnership level in the security solution.

Kindly clarify what the security solution would mean.

Supplier should have a Professional Partnership Level with OEM in which they are proposing their security Solution.

3

30/163 –

ITT 24.1

Tender Submission date

Kindly clarify on the actual date as submission date has been indicated as 30th June.

Tender submission closing date is given under the Tender Data Sheet ITT 21.1.

4

31/163 –

ITT 32.5

These groups are Small and Medium Enterprises, Women Enterprises, Youth Enterprises and Enterprises of persons living with disability, as the case may be; describe precisely which group qualifies).

Kindly clarify whether this tender is reserved for the Youths women and the disabled.

 ITT 32.3 as well as ITT 32.5 states that reservation shall not apply for this tender and therefore shall Not be Applicable (N/A).

5

76/163 –

Item 7

Executive IP Phone

Which brand is the PABX

The Authority operates on the Cisco Platform across its headquarters and regional offices.

6

78/163 –

Item 28

Integrated off-grid power solution for active devices

Kindly clarify on the rating

 6 kVA/5 kW

7

127/163 - Item 3.15

Post-implementation training for four (4) technical staff by OEM Instructor(s)

Can the training be conducted locally as long as it’s an OEM trainer?

Yes, the training can be conducted locally.

8

Page 35 - preliminary Evaluation Criteria Line item number 23

Advanced Security Architecture Level Specialization in

Security. Attach Evidence.

Given that this is a Cisco Specific Certification other providers have different certification. Can we propose Advance Security Architecture or equivalent Specialization level to allow other non-cisco Providers to participate in the tender?

The Authority operates on the Cisco Platform across its headquarters and regional offices. The tender seeks to upgrade various components of this existing infrastructure. Mandatory site visits will provide insights into the current infrastructure and the planned upgrades.

9

Page 35 - preliminary Evaluation Criteria Line item number 24

Advanced Level Specializations from the OEM in Networking. Attach Evidence. Attach Evidence.

Given that this is a Cisco Specific Certification can bidders propose equivalent certifications to allow other non-cisco Providers to participate in the tender?

Response (item No. 8) applies.

10

Page 37 - OEM certifications

Two (2) Technical Lead Engineers, one with Expert Level in Enterprise Infrastructure, and another Expert Level in Security and 5 years’ experience in the same.

With regards to the networking component, can we propose technical personnel certified in other solutions other than Cisco?

Response (item No. 8) applies.

11

Page 37 - OEM certifications

Expert Level Data Center Certification. This is a Cisco Specific Certificate. Can the term “Or Equivalent certification” be included.

With regards to the networking component, can we propose technical personnel certified in other solutions other than Cisco?

Response (item No. 8) applies.

12

Page 60 - Checkpoint Firewall

Firewall (Checkpoint) Bundled with Licenses for 3 years

With regards to the Firewall component, can we propose an equivalent security solution?

Adhere to the tender document specifications and requirements.

13

Page 80 - Core Routers IPv4 Forwarding throughput

IPv4 Forwarding throughput - At least 19 Gbps

Can we propose specifications of between 10 - 15Gbps

Adhere to the tender document specifications and requirements.

14

Mandatory Requirement

NCA 1

We request to allow the mandatory requirements to be changed from NCA 1 to NCA 2.

Adhere to the tender document specifications and requirements.

15

Page 80 - Core router memory and Flash memory specifications and Page 83, Branch router Memory and Flash Memory

Page 80:

Memory - At lease of 8GB DRAM memory

Flash memory modules

- Internal: At least 16GB

- External: external flash memory of 8GB upgradeable to 32GB

Page 83:

Memory - At lease of 4GB DRAM memory

Flash memory modules

- Internal: At least 8GB

Different manufacturers measure Router performance using routing performance and not memory. Can we propose alternative specifications?

Adhere to the tender document specifications and requirements.

16

Page 81 Core Switch and Page 85 Branch Switches

Routing and Layer 3 Features - Must support Advanced Layer 3 capabilities including OSPF, EIGRP, ISIS, RIP and routed access

EIGRP is a Cisco specific protocol. Can we propose amending this to Open industry standard protocol such as OSPF, BGP, IS-IS & other open industry standard protocols which can interoperate with 3rd party devices?

Adhere to the tender document specifications and requirements.

17

Page 87 - Cisco Wireless LAN Controller Access Points Point number 10

Access points - Should support Cisco Aironet 802.11ac Wave 1 and Wave 2 access points.

Can we propose alternative and equivalent solutions?

Adhere to the tender document specifications and requirements.

18

Page 87 - Cisco Wireless LAN Controller Management point number 9

Management - Should be able to support Cisco DNA Center, Cisco Prime Infrastructure, and third party (open standards APIs).

Can we propose alternative and equivalent solutions?

Adhere to the tender document specifications and requirements.

19

Request for an extension to the closing date

CLOSING DATE: 20th June, 2024

Kindly extend the closing date to at least two weeks from 20th June, 2024 to allow attendance for the site visits.

The submission date is hereby revised from 20^th June, 2024 to 28^th June, 2024 at 11.00am

20

Request for an extension to the closing date

CLOSING DATE: 20th June, 2024

Please consider an extension of the Bid submission date by 14 days following some sites accessibility challenges during the site survey

Response (Item No. 19) applies.

21

Data Sheet Pg. 23 & 24

Pre Tender Site Visit

Last Day of Pre Tender Site Visit

The last day of Site Visit shall be 26^th June, 2024. Pre-tender site visits for head office and 47 regional offices shall be Mandatory and tenderers are required to visit site and thereafter collect a duly signed pretender site visit certificate from authorized regional officers. Refer to ITT 6.2 of the Tender Document for more details.

S/No

CONSTITUENCY

ROAD CODE & NAME

RESERVATIONS

TENDER No.

1

NYARIBARI MASABA

OMOYO- RAITIGO-EKONA

WOMEN

KeRRA/08/24/KSI/39/NM/2-46-2022/23-212

2

BOBASI

ITUMBE-IYABE-OMOKO-MOTONTO

CITIZEN

KeRRA/08/24/KSI/39/NM/2-46-2022/23-212