Request For Proposal (RFP)
Contents
1. 1 20 Name and contacts of the Legal Representative of the company Name Title Telephone Fax and Email address 1 21 Contact person within the organisation to whom NAME enquiries about this bid should be directed TITLE TEL FAX EMAIL 2 0 FINANCIAL INFORMATION No PARTICULARS 2 1 What was your turnover in the last J aese cee eee 2 Wo yent for year ended for year i A P ended 2 2 Has your organisation met all its obligations to pay its Yes No creditors and staff during the past year If no please give details 2 3 Have you had any contracts terminated for poor Yes No performance in the last three years or any contracts where damages have been claimed by the contracting authority If yes please give details 2 4 What is the name and Name branch of your bankers who could provide a Telephone Number Postal Address Contact Person Name Commercial In Confidence RFP Broker Dealer System s Page 28 of 40 4 9 2015 Contact Position Contact E mail 2 5 Provide a copy of the following e A copy of your most recent audited accounts for the last two years e A statement of your turnover profit amp loss account and cash flow for the most recent year of trading for the last two years e A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and2. ccccesessseeceecesesssteeeeeeeeseees and not incur cancellation of the agreement for any cause whatsoever then the above obligation to be null and void otherwise to remain in full force and effect The validity of this guarantee expires On ee diceris oeacashnasy cscncewhenvieden senate are ren ee which is two months beyond the contract period i e after submission and acceptance by the Bank of final report PRINCIPAL SIGIMCURG mienen a e Aa a EAE E EE TO aes Principal s Stamp SURETY SINC Te tyson helene atk conan oanueets SURETY S STAMO ts ete raan hese cuaeants pone tsta eee Nairobi this Ofig two thousand and esesssesessreseree The following words should be inserted in the signatory s own handwriting Good for the sum of US DOlArS sssessesesssesessessssssresseresssssesssreseresses A sum to be specified in words amp figures Commercial In Confidence RFP Broker Dealer System s Page 34 of 40 4 9 2015 Annex 6 Certificate Of Compliance All Suppliers should sign the certificate of compliance below and return it together with this tender document We have read this tender document and agree with the terms and conditions stipulated therein Signature of tenderer Company Stamp Seal Commercial In Confidence RFP Broker Dealer System s Page 35 of 40 4 9 2015
3. After agreement has been reached the successful Bidder shall be invited for signing of the Contract Agreement to be prepared by the Bank in consultation with the Bidder Application of General Conditions of Contract These General Conditions sections 3 2 to 3 13 shall apply to the extent that they are not superseded by provisions in other parts of the Contract that shall be signed Bid Validity Period Bidders are requested to hold their proposals valid for ninety 90 days from the closing date for the submission Performance Security The Bank may at its discretion require the successful bidder to furnish it with Performance Security in the amount specified in the accepted Bid 3 5 2 The Performance Security shall be in the form of a bank guarantee issued by a commercial bank operating in Kenya and shall be in a format prescribed by the Bank The performance guarantee shall be submitted within 10 days of notification of award 3 5 3 The proceeds of the Performance Security shall be payable to Kenya Commercial Bank as compensation for any loss resulting from the Bidder s failure to complete its obligations under the Contract The Performance Security will be discharged by the Company not later than two months following the date of completion of the Bidder s performance obligations and the Bank s acceptance of the final report as specified in the contract Commercial In Confidence RFP Broker Dealer System s Page 1
4. Automated reconciliation to reduce risk of errors Standardized fair allocation Commission tracking for best execution efforts Up to date records of all client contact correspondence and agreements Secure automated connectivity with brokers and custodians Ability to view pre defined reports Financial health check of a client Ageing Analysis of debtors and creditors Monitoring of large and suspicious transactions Audit of edits deletes authorized in the system Ability to cross verify client accounts directly with clients through an exchange client interface Ability to validate all buy orders against cash available and any trading limits granted and to validate all sell orders against available stock Ability to classify clients depending on their level of activity active dormant etc and to raise alerts if suspicious transactions are put through Ability to classify clients depending on their standing good standing doubtful debt bad debt etc and to grant graded privileges for these accounts Monitoring of employee trading on personal account Commercial In Confidence RFP Broker Dealer System s Page 10 of 40 4 9 2015 Ability to provide intra day limits for specific clients through an integrated instant messaging system The request response are logged and auditable 2 3 9 Workflow Security Support for maker checker for key entry into the system Flexible approval workflow process Granular role based acces
5. ii Trading Certificate iil Business Permits iv Certificate from relevant regulatory authority where applicable v Manufacturers Authorization or equivalent where applicable vi TAX PIN Certificate or equivalent vi Tax Compliance certificate or equivalent vill Current dealership letter certification of equipment preferably issue in 2012 ix List of Directors telephone and their postal address x Form CR 12 as issued by the Registrar of Companies original or certified as true copy xi Audited Accounts Two years xii Bank Account Information xiii CVs of Senior Staff xiv Organogram Organization Chart Commercial In Confidence RFP Broker Dealer System s Page 33 of 40 4 9 2015 Annex 5 Performance Security Form Format Know all men by these present that we Full name amp address in block letters PRINCIPAL Sh ee te et aie ee ado gaa os Sets seem vac Full name amp address in block letters SURETY are held firmly bound jointly and in severally unto Kenya Commercial Bank Limited in the principal sum of US Dollars for which payment well and truly to be made we bind ourselves firmly by these presents The condition of the above obligations being that should the said lt name of Bidder gt fulfill his their obligation s under an agreement entered into between the Kenya Commercial Bank Limited and themselves in respect of lt lt the requirement gt gt for Kenya Commercial Bank Ltd during TNE period ending
6. 3 The Technical Proposal should contain the following Bidders willing to be considered for Provision of Supply Implementation and Maintenance of a Broker Dealer System s are expected to furnish the Bank with among others the following vital information which will be treated in strict confidence by the Bank gt Preliminary Work plan or project plan with a clear breakdown of phases or work streams gt Demonstrate capability and capacity to provide the functional requirements as per KCB Capital requirements in Section 2 Supplier shall provide a minimum of three 3 reference sites for the System s where they have been implemented successfully as per Annex 1 KCB IT Risk amp Security Checklist as per Annex 2 System Implementation amp Technical Support Enquiry Annex 3 Provide a company profile as per Supplier questionnaire in Annex 4 This RFP document duly signed as per Annex 6 Approval licenses by the various bodies for compliance MUST be included where applicable gt Audited financial statements of the company submitting the RFP bid for the last two years v VVVVV 1 3 4 The Financial proposal shall clearly indicate the total cost of carrying out the solution as follows a The Supplier shall provide a firm fixed price for the Original Contract Period All costs associated with the required IT System shall be included in the prices Kindly note that the cost should include supply installation and Comm
7. Installation Caused by the Supplier If at any time during the performance of the Contract the Bidder should encounter conditions impeding timely delivery and performance of the Services the Bidder shall promptly notify the Bank in writing of the fact of the delay its likely duration and its cause s As soon as practicable after receipt of the Bidder s notice the Bank shall evaluate the situation and may at its discretion extend the Bidder s time for performance with or without liquidated damages in which case the extension shall be ratified by the parties by amendment of the Contract Warranty The successful bidder shall provide at least 12 months Warranty for the software and ensure it is free from any sort of defects and shall perform as per expectations The successful bidder shall provide an option for on going warranty support beyond the warranty period Failure to this the supplier will pay damages to the tune of the cost of the solution Support Requirements The Supplier should provide and sign an Annual Maintenance Contract The Supplier should provide updates upgrades toll free technical assistance 24 7 365 The Supplier should provide a summary of the resources support personnel and otherwise devoted specifically to technical issues involving notification technology as well as support procedures The technical support resource s should ideally be physically located based in Kenya The Supplier should offer
8. Margin amp Finance Management Increased transparency into margin and financing calculations Ability to configure and easily implement financing terms client by client Ability to create and implement a margin policy specific to your needs Support for all charging structures including tiered spreads and asset based financing Support for all margin and financing calculation models and methodologies Customizable reporting Automated calculation and processing of all ticket charges facility fees and custody fees Ease of interface with external systems Standardized view of term sheets across all counterparties Real time monitoring of initial margin Risk based model that determines margin requirements based on historical volatility of instruments Generate margin warnings if account falls below minimum maintenance balance Automatically liquidate trades based on margin rules violation Generate margin reports Create margin what if scenarios Risk amp Compliance Ability to conduct KYC AML checks Multiple security layers to protect client and portfolio data Ability to document investment decisions Ability to produce regulatory reporting as required or on demand Audit trails within systems that show when and by whom changes were made Automated trade checking and portfolio drift capture for adherence to client directives and policies Accurate performance calculations and portfolio valuations Accurate fee calculations and invoicing
9. and portfolio information Advanced search capabilities Fast access to client data Automated email capture of all client correspondence into Client Management System Synchronization with firm s calendar appointments meetings and tasks Classify contacts as clients or prospects Send an invitation to prospects to complete an application to open an account Personalize records with custom notes to track customer status progress and other pertinent customer specific information Keep track of all email communications with contacts prospects and clients Export individual customer records to various Microsoft reporting format Customizable view of list of client records by sorting and searching in a variety of ways Provide up to the minute account balances and margin requirements 2 3 13 Investor Accounting Investor accounting for both onshore and offshore funds Investor management with automated reporting and record keeping Support for unlimited fund structures Performance fee calculations GAAP IFRS accounting book features Private equity support including capital commitment and call processing waterfall calculations and capital distributions Automated master feeder and tiered fund allocations Future period subscription tracking Pending transaction approval Investor class associations for propagation of investor attribute Emailing of periodic report packages to investors and interested parties Periodic book and tax reporting wit
10. subject of corruption or fraud investigations by the police Kenya Anti Commercial In Confidence RFP Broker Dealer System s Page 31 of 40 4 9 2015 Corruption Authority or similar authority in the country in which your organisation is established 8 6 Has the organisation not fulfilled obligations relating to the payment of any statutory deductions or contributions including income tax as required under Kenyan law or the laws of the country in which it is established 8 7 Please state if any Director shareholder Partner and or Company Secretary of the Organisation is currently employed or has been employed in the past 3 years by KCB 8 8 Please state if any Director Partner and or Company Secretary of the Organisation has a close relative who is employed by KCB and who is in a position to influence the award of any supply award A close relative refers to spouse parents siblings and children 9 0 INSURANCE Please provide details of your current insurance cover Value 9 1 Employer s Liability 9 2 Public Liability 9 3 Professional Indemnity if applicable 9 4 Other specify Commercial In Confidence RFP Broker Dealer System s Page 32 of 40 4 9 2015 10 0 EVALUATION a Requirements For Evaluation The following documents should be attached i Certificate of Incorporation Business Name Certificate
11. their proposals valid for ninety 90 days from the closing date for the submission The Bank will make its best efforts to arrive at a decision within this period Assuming that the Contract will be satisfactorily concluded the bidders shall be expected to commence the assignment after the final agreement is reached The contracting arrangements shall define clearly the responsibilities and the services to be provided by each firm in the case of a joint venture RFP Broker Dealer System s Page 3 of 40 4 9 2015 1 3 9 1 3 10 1 3 11 1 3 12 vi vii The bid documents shall be addressed to the following address and dropped at the tender box on 5 Floor Kencom House Wing B on or before the closing date Head of Procurement Kenya Commercial Bank 5th Floor Kencom House P O Box 48400 00100 Nairobi Kenya Please note that tenders received by facsimile or electronic mail will be rejected The Bank reserves the right to accept or to reject any bid and to annul the bidding process and reject all bids at any time prior to the award of the contract without thereby incurring any liability to any Bidder or any obligation to inform the Bidder of the grounds for its action The vendor s terms and conditions will not form part of any contract with KCB in relation to this tender Canvassing is prohibited and will lead to automatic disqualification Cost of bidding The Bidder shall bear all costs associated w
12. various modes of communication channels for support and be available preferably 24 7 365 The methods of support include i online chat ii phone and iil e mail The Supplier support website should offer the following various support specific tools i video tutorials ii online user manual ii archive data search FAQs x Commercial In Confidence RFP Broker Dealer System s Page 16 of 40 4 9 2015 2 14 2 15 2 16 2 17 Bid Effectiveness It is a condition of the bank that the vendor guarantees the sufficiency and effectiveness of the solution proposed to meet the bank requirements as outlined in this document The Bank will hold the vendor solely responsible for the accuracy and completeness of the solution proposed and information supplied in response to this tender and were the vendor to be awarded the tender they would implement the solution without any additional requirements from the bank Payment Terms The bank will NOT make any payments in advance and will pay based on deliverables The Bank will issue an LPO for all the equipment and or services ordered The LPO will be paid within 45 days after delivery testing installation and acceptance of the equipment and or services supplied The bank will not accept partial deliveries and neither will the bank make partial payments unless agreed by both parties Payment for equipment and or services will only be made once the entire ordered equipment and or servi
13. 2015 Full postal address of the business 1 6 Registered address if different from the above Post Code 1 7 Telephone number 1 8 Fax number 1 9 E mail address 1 10 Website address if any 1 11 Company Partnership Sole Trader Tax PIN Please provide a certified copy of the PIN Certificate 1 12 VAT Registration number Please provide a certified copy of the VAT Certificate 1 13 Period in which you have been in the specific business for which you wish to bid 1 14 Current Dealership letter certification for Equipment preferably issued in 2012 1 15 Names of the Shareholders Directors and Partners If a Kenyan company please provide an original search report issued by the Registrar of Companies showing the directors and shareholders Companies Form CR 12 1 16 Associated companies if any 1 17 Please provide a copy of the latest annual returns together with the filing receipt as filed at the Companies Registry 1 17 Name of ultimate parent holding company if this applies 1 18 Company number of parent holding company if this applies 1 19 If a consortium is expressing interest please give the full name of the other organisation the proposed consortium partners should also complete this questionnaire in its entirety Commercial In Confidence RFP Broker Dealer System s Page 27 of 40 4 9 2015
14. 8 of 40 4 9 2015 3 6 Delays in the Bidder s Performance 3 6 1 Delivery and performance of the Supply Installation and Maintenance of the Broker Dealer System s shall be made by the successful Bidder in accordance with the time schedule as per the Agreement 3 6 2 If at any time during the performance of the Contract the Bidder should encounter conditions impeding timely delivery and performance of the Services the Bidder shall promptly notify the Bank in writing the fact of the delay its likely duration and its cause s As soon as practicable after receipt of the Bidder s notice the Bank shall evaluate the situation and may at its discretion extend the Bidder s time for performance with or without liquidated damages in which case the extension shall be ratified by the parties by amendment of the Contract 3 6 3 Except in the case of force majeure as provided in Clause 3 13 a delay by the Bidder in the performance of its delivery obligations shall render the Bidder liable to the imposition of liquidated damages pursuant to Clause 3 7 3 7 Liquidated damages for delay The contract resulting out of this RFP shall incorporate suitable provisions for the payment of liquidated damages by the bidders in case of delays in performance of contract 3 8 Governing Language The Contract shall be written in English language All correspondence and other documents pertaining to the Contract which are exchanged by the parties shall
15. IMGINS iiss sesds vigses chvcdscadscczsescivepsendivensesdivcisends ceases civaescsdivepses EEEE ENES 16 2 1 Bid ERE CHV GH SSS rirerire oxsnninnoasivansdedawannoksoisvsvnnivivnns EAE EE Ee EAEE SOA KSSE 17 2 15 PAYMENT TEMS snr sosieoiiii veces NE A EERTE RE EEE E a i iR 17 216r Stain gs 55 30555 Fas pss aoa Fea os aa a a aS 17 2 17 Responsibility as an Independent Contractor ccccccceccececceeeeecceeceeeeceeeeeeeeeeees 17 SECTION 3 GENERAL CONDITIONS OF CONTRACT sscsssscsscssseeesceeessesesesesseesseseees 18 3 1 MMOD UCHON s vssasnnestnazesensstuaneedxos nvnudosvenesdi cashes cpuanesdpineannsdewumnsdvnaanes senene iaaa Foeata Se 18 3 2 Award OR COME CECE sacs sis eiei ieee ataa uw un dais oa cua nvbuey pa che one aE AAE Eea iaeia Eakas 18 3 3 Application of General Conditions of COmtrdct cccccccccceceeccceeeeeeeeeeceeeeeeeeeees 18 3 4 Bid Validity Period scjcdescoescevscsescdescaescevsnees Rescues ii i e i a 18 3 5 Performance Security ooossosssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssss 18 3 6 Delays in the Bidder s Performance cccssssssssccccccceessssssscccccceeeeesssssseccceeeeeees 19 3 7 Liquidated damages for delay sssscccccccssssssssssceccccccssssssssnscccececesesssssnneeeeeees 19 3 8 Governing Language eesis ni enia i a i 19 3 9 Applicable LOW sss scscintedsscsvcescsciaienccciacensicieindesesvceasscinieacnesvcracSeieledesa
16. KCB KCB GROUP LIMITED REQUEST FOR PROPOSAL RFP Release Date Friday 10th April 2015 Last Date for Receipt of bids Wednesday 29th April at 3 00PM Commercial In Confidence RFP Broker Dealer System s Page i of 40 4 9 2015 ISSUE OF RFP DOCUMENT TO PROSPECTIVE BIDDERS TENDER FOR SUPPLY IMPLEMENTATION AND MAINTENANCE OF A BROKER DEALER SYSTEM S This form serves as an acknowledgement of receipt of the tender and participation This page is to be completed immediately on downloading receiving the document and a scan copy e mailed to procurement kcb co ke Firms that do not register their interest immediately in this manner may not be sent the RFP addenda should any arise Table 1 Registration of Interest to Participate Item Supplier Details Name of Person Organization Name Postal Address Tel No Fax No Email Address this e mail address should be clearly written as communication with bidders shall be through e mail Signature Date Company Stamp Commercial In Confidence RFP Broker Dealer System s Page ii of 40 4 9 2015 Table of Contents DEFINITIONS E A ios vines oa evaveSoun doce A sous A A E E R V SECTION 1 REQUEST FOR PROPOSALS eeessssssoeeesssssssoeeeeesssssssoeeoceesssssssoeoeeessssssseeeeeessse 1 Vek E BOCK GROUT E A A 1 1 2 KCB Capital Overview Aims and ObDjectives scccccccccsssss
17. OF REFERENCE amp SCOPE OF WORK 2 1 Terms of Reference To examine the available range of Broker Dealer systems in order to decide on the most flexible comprehensive and cost effective system s for the Front Middle and Back Office operations of KCB Capital Brokerage Services The Broker Dealer system s should be able to indicate the following business needs i ii iii iv v vi vii viii ix X xi xii xiii xiv xV xvi xvii Portfolio Management multi asset class and multi currency Trading Trade Order Management Research Management centralize and organize research data Revenue Management accurate invoicing and income tracking Fund Order Management amp Distribution automation of administrative works Performance Measurement multi channel access to dashboards for insight and analysis Margin and Finance Management book keeping accuracy and transparency Risk amp Compliance accurate organized and secure data Workflow Security user management and security Settlement amp Reconciliation automation of such back office operations Reporting standard and customized reporting Client Relationship Management track conversations e mails personal data etc Investor Accounting accurate allocation of fund P amp L Market Data Services custodial pricing and market data feeds integration Accessibility various channels including online mobile and IVR technology Cor
18. Perform the front and back office role for the CDS membership business Capture all CDS transactions CDS 1 to CDS 7 in the system through an appropriate approval process to scan and inward all CDS documents for later reference Automate collection of CDSC related fees Notify clients of changes to CDSC holdings 2 3 11 Reporting Generate reports and import export data in various formats including o Word o CSV o Excel o HTML o PowerPoint o TXT o PDF Comprehensive library of standard reports Customized reporting capabilities Commercial In Confidence RFP Broker Dealer System s Page 11 of 40 4 9 2015 Internal management reporting Report packaging automation Multi currency multi asset class reporting Batch and ad hoc report generation Consolidated wealth reporting Dashboards for surfacing summary information Firm branded reporting Online reporting capabilities for clients Business intelligence reporting Dormant account reporting MIS reporting 2 3 12 Client Relationship Management CRM Easy to retrieve client contact information from one source rather than from shared drives personal hard drives or email accounts Easily maintain records of conversations correspondence client directives and decisions for compliance purposes Keep track of prospects and where they are in the sales cycle One entry point for client data to ensure all staff is working with current consistent client information Integration of client
19. age 21 of 40 4 9 2015 Annex 2 IT Risk amp Security Technical Security Checklist Criteria Vendor Comments Documents 1 The vendor has agreed signed KCB non disclosure agreement with the bank 2 Indicate who will provide support internal team or vendor support with SLA in place proposed specifying response time and penalties 3 Is system amp security documentation available Comprehensive security documentation must be provided 4 System design architecture are detailed diagrams available 5 Does the proposed solution support service Oriented architecture SOA Availability 1 What is the expected uptime of the solution Critical systems uptime should be defined by the business owner 2 Is disaster recovery and business continuity plans built in Critical systems require business continuity plans 3 What kind of back up arrangements are proposed All sensitive data must be properly backed up 4 Describe your proposed disaster recovery plan to safeguard source code and ensure that the proposed system is recoverable in the event of a disaster at the Primary data center 5 Please describe any scheduled maintenance procedures 6 Are network diagrams provided Network schematics should clearly indicate which elements are in control of vendor and those under KCB control 7 Is there redundant design redundancy needed for mission critical systems 8 Are there
20. ail Ability to link trading account with multiple bank or other trading accounts under a single username and password 2 3 16 Corporate Actions Module Corporate Actions applications such as IPO Rights Issue and Bond Issue for which the broker makes a payment to be submitted only on confirmation of receipt of payment from client Automated accounting of Corporate Actions payments and CDSC charges Interface with popular payment systems like M pesa Pesa Point etc 2 3 17 Technology Compatibility Ability of the system s to be hosted on the cloud or private data centre on premise Offer the following capabilities o Financial Information Exchange FIX protocol o Straight Through Processing STP o Direct Market Access DMA o Electronic Communication Network ECN Commercial In Confidence RFP Broker Dealer System s Page 13 of 40 4 9 2015 2 4 2 5 2 6 e Ability to integrate at a minimum with the following systems Internal External e Core Banking System 124 e NSESystem ATS e Oracle E business Suite e CBK System STT e Custody 2000 e CDSC System e Kondor Plus API software compatible with multiple technologies Ability to set IP restrictions and client trading restrictions Strong Password Policies Secure communication between client and server Secure database Scalability High Availability clustering support Documentation Requirements All documentation and training materials both
21. also be in English 3 9 Applicable Law This agreement arising out of this RFP shall be governed by and construed in accordance with the laws of Kenya and the parties submit to the exclusive jurisdiction of the Kenyan Courts 3 10 Bidder s Obligations 3 10 1 The Bidder is obliged to work closely with the Bank s staff act within its own authority and abide by directives issued by the Bank that are consistent with the terms of the Contract 3 10 2 The Bidder will abide by the job safety measures and will indemnify the Bank from all demands or responsibilities arising from accidents or loss of life the cause of which is the Bidder s negligence The Bidder will pay all indemnities arising from such incidents and will not hold the Bank responsible or obligated 3 10 3 The Bidder is responsible for managing the activities of its personnel or subcontracted personnel and will hold itself resoonsible for any misdemeanors Commercial In Confidence RFP Broker Dealer System s Page 19 of 40 4 9 2015 3 10 4 The Bidder will not disclose the Bank s information it has access to during the 3 11 3 12 3 13 course of the work to any other third parties without the prior written authorization of the Bank This clause shall survive the expiry or earlier termination of the contract The Bank s Obligations In addition to providing Bidder with such information as may be required by the bidder the Bank shall a Provide the Bidd
22. atch processing Ability to create customizable workspace Ability to conduct back testing 2 3 3 Research Management Consolidate research data from disparate locations shared drives personal hard drives spread sheets email folders even paper files into a central location Flexible data classification structure that makes it easier to locate information and identify relationships among data that might not otherwise be apparent Fast and accurate search and filtering capabilities Indexing and tagging fo link related information One click capture of email PDFs meeting notes web content and more Commercial In Confidence RFP Broker Dealer System s Page 8 of 40 4 9 2015 2 3 4 2 3 5 2 3 6 Automated email sorting Security and role based access Scalability fo handle a growing volume of data Remote and mobile access for data input and retrieval Customized reporting capabilities Calendar and event management for meetings and calls Revenue Management Working capital management aging analysis and cash flow projections Accurate invoicing with no billing discrepancies Automated fee calculation and invoice generation for each individual client Rules template for setting up custom fee schedules Automatically calculate revenue sharing pay outs to third parties Forecasting functionality using what if scenarios to project future revenue Management reports to help senior management and executives better understand where
23. ces are delivered installed and commissioned Staffing The Supplier will provide the relevant staff and tools to carry out all the required work under this tender At least one certified expert 2 in general certification and specialized and a back up person are required in the technical areas A project account manager is also required to coordinate and account for alll the Supplier s activities throughout the contract period Responsibility as an Independent Contractor The Supplier agrees to take overall responsibility for any services rendered regardless of whether third parties engaged by the Supplier or the Supplier themselves carry them out Commercial In Confidence RFP Broker Dealer System s Page 17 of 40 4 9 2015 SECTION 3 GENERAL CONDITIONS OF CONTRACT 3 1 3 2 3 3 3 4 3 5 3 5 1 Introduction Specific terms of contract shall be discussed with the bidder whose proposal will be accepted by the Bank The resulting contract shall include but not limited to the general terms of contract as stated below from 3 2 to 3 13 Award of Contract Following the opening and evaluation of proposals the Bank will award the Contract to the successful bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid The Bank will communicate to the selected bidder its intention to finalize the draft conditions of engagement submitted earlier with their proposals
24. commensurate with level of investment and compliance with all regulatory and internal policy guidelines This document therefore constitutes the formal Request for Proposals RFP for KCB Capital for Supply Implementation and Maintenance of Broker Dealer System s and is being availed on open tender basis and is open for bids from companies that meet the requirements stated herein 1 2 KCB Capital Overview Aims and Objectives KCB Capital Limited is a wholly owned subsidiary of KCB Group and was incorporated in December 2013 and issued with an investment banking license by the Capital Markets Authority CMA in February 2014 In September 2014 KCB Capital went ahead and also attained trading rights to the Nairobi Securities Exchange NSE to conduct Securities Broking business KCB Capital is licensed by the CMA as a non deposit taking institution with authority to undertake investment banking activities which include all or any of the following functions 1 Offering advisory services on e Public offering of securities e Corporate restructuring takeover mergers acquisitions and privatisation e Corporate finance options including issuance of equity or debt securities or loan syndication Engaging in the business of a stockbroker and or a dealer Promoting or arranging underwriting or issuance of securities Promoting and acting as a fund manager of collective investment schemes Providing investment advisory services and contractual
25. credit position 3 0 BUSINESS ACTIVITIES No PARTICULARS 3 1 What are the main business activities of your organisation i e Manufacturer Assembler Distributor service centre retailer please specify 3 2 How many staff does your organisation have Indicate the number under each category i Technical Permanent Temporary ii Semiskilled Permanent Temporary 3 3 Please generally describe the experience and expertise your organization possesses that will enable you to effectively and efficiently undertake the work you are bidding for as required by KCB e Attach you company organogram organisation chart with emphasis on the job you are bidding for e Attach CV s of key staff 3 4 Please submit a declaration that all staff within your organization that are or will Be involved in the project are or will be permitted to work within your organization under the laws of Kenya or the laws of the country in which it is established Commercial In Confidence RFP Broker Dealer System s Page 29 of 40 4 9 2015 4 0 TRADE REFERENCES 4 1 Please provide in the table below details of the projects you have undertaken relevant to the job you are bidding for performed over the last three 3 years or that are relevant to this bid document Customer Customer Contract Date Value of b
26. e bidders without divulging the name of the bidder raising the queries in the form of an addendum which shall be acknowledged in writing by the prospective bidders Enquiries for clarifications should be sent by e mail to procurement kcb co ke 1 3 13 1 3 14 1 3 15 Amendment of Bidding Document At any time prior to the deadline for submission of bids the Bank for any reason whether at its own initiative or in response to a clarification requested by a prospective Bidder may modify the bidding documents by amendment All prospective Bidders that have received the bidding documents will be notified of the amendment in writing and it will be binding on them It is therefore important that bidders give the correct details in the format given on page 1 at the time of collecting receiving the RFP document To allow prospective Bidders reasonable time to take any amendments into account in preparing their bids the Bank may at its sole discretion extend the deadline for the submission of bids based on the nature of the amendments Deadline for Submission of Bids Bids should be addressed to the Head of Procurement and sent for receipt on or before Wednesday 29 April 2015 at 3 00 p m Any bid received by the Bank after this deadline will be rejected Those submitting tenders or their representatives may attend the tender opening event after submission Responsiveness of Proposals The responsiveness of the proposals to t
27. er with specific and detailed relevant information b In general provide all relevant information and access to Bank s premises Confidentiality The parties undertake on behalf of themselves and their employees agents and permitted subcontractors that they will keep confidential and will not use for their own purposes other than fulfilling their obligations under the contemplated contract nor without the prior written consent of the other disclose to any third party any information of a confidential nature relating to the other including without limitation any trade secrets confidential or proprietary technical information trading and financial details and any other information of commercial value which may become known to them under or in connection with the contemplated contract The terms of this Clause 3 12 shall survive the expiry or earlier termination of the contract Force Majeure a Neither Bidder nor Bank shall be liable for failure to meet contractual obligations due to Force Majeure b Force Majeure impediment is taken to mean unforeseen events which occur after signing the contract with the successful bidder including but not limited to strikes blockade war mobilization revolution or riots natural disaster acts of God refusal of license by Authorities or other stipulations or restrictions by authorities in so far as such an event prevents or delays the contractual party from fulfilling its obligations w
28. ercial In Confidence RFP Broker Dealer System s Page 2 of 40 4 9 2015 commissioning of the IT System inclusive of all freight charges and applicable duties and taxes VAT and withholding Tax Provide an itemized list of all items included and summarize your costs as shown in the table below Item Requirement Description Qty Unit Cost Total cost USD inclusive of all applicable duties and taxes Hardware Product cost where applicable Software Licencing Costs Annual Maintenance Support Costs hardware and software costs Implementation installation and configuration costs Training costs Vi Logistics costs and other costs explain other costs Vii Total Cost 1 3 5 1 3 6 1 3 7 1 3 8 Commercial In Confidence b Additional Cost to Complete Provide an itemized list of any items not included above by the Bank and related costs that the Supplier deems necessary to provide the information to meet the requirements specified in proposal Failure to provide said list shall not relieve the Supplier from providing such items as necessary to meeting all of the requirements specified in proposal at the Fixed Price Purchase Costs proposed Soft Copies on CD DVD for each proposal are to be provided in the standard Microsoft Office suite of Programs or Adobe Reader and delivered together with hard copy of the tender Bidders are requested to hold
29. es 10 Are security reports available changes to roles profiles database access 11 What Cryptography Encryption mechanisms are implemented 12 Does system support Intrusion detection functionality 13 Confirm object reuse is not allowed sessions memory cache elements etc 14 Does the system have secure communication architecture Sensitive data should be secured in transmission interfaces and storage Operations 1 What is the OS database and applications to be used Name and version 2 What programming language s was used to develop the system 3 Does back end software operate as a service 4 How many versions of this product are you supporting and what is the latest version How long has the latest version been in the market 5 Patching and updates procedures what is the frequency of releases When is the next release Is down time required 6 Describe the file purging archiving methodology used by the proposed system 7 System audit should be available Have audit data logs processing and storage been factored in hardware sizing 8 Anti virus requirements support for major antivirus vendors and compatible with the ones KCB is currently using 9 Identify the maximum number of named users logged on users and concurrent users that the Commercial In Confidence RFP Broker Dealer System s Page 23 of 40 4 9 2015 sys
30. formation which will be treated in strict confidence by the Company 1 0 CORPORATE INFORMATION No PARTICULARS RESPONSE If space is insufficient please use a separate sheet 1 1 Full name of organization 1 2 Is your i a public limited incorporated organiza company attach a copy of Certificate tion of incorporation including any Certificate of Change of Name Please M d g Articl fA iati tick one emorandum rticles of Association ii a public listed company If yes please attach a copy of Certificate of incorporation including any Certificate of Change of Name Memorandum amp Articles of Association iii a limited incorporated company If yes please attach a copy of Certificate of incorporation including any Certificate of Change of Name Memorandum amp Articles of Association iv a partnership If yes please attach certified copy of the Partnership Deed and business name certificate v a sole trader If yes please attach a certified copy of the business name certificate vi other please specify 1 3 Company Registration number if this applies attach a copy of Certificate of incorporation including any Certificate of Change of Name or relevant certificate from country of incorporation 1 4 Date and country of Registration 1 5 Full physical address of principal place of business Commercial In Confidence RFP Broker Dealer System s Page 26 of 40 4 9
31. h performance returns Commercial In Confidence RFP Broker Dealer System s Page 12 of 40 4 9 2015 2 3 14 Market Data Services Aggregation of account level data from custodians to support daily reconciliation Ability to create alerts immediately when a corporate action affects any of the holdings and portfolios and get step by step instructions for processing it correctly Automatically receive market index data for use in portfolio performance analytics Automated daily custodial data feeds with T 1 trade data positions and cash activity Sector and security level data for most common indices Relevant corporate actions data including tax treatment opinion processing instructions and automated transactions Available through a single secure internet connection 2 3 15 Client Accessibility Ability for clients fo execute trade orders through the following various means over the internet o Desktop o Web based Browser based and o Mobile Application compatible with Android iOS Windows and Blackberry View their open orders day s positions and portfolio valuation through the portal Ability for clients to directly view their statements and CDS holdings through the internet Ability for clients to place orders request for payments lodge complaints and manage their account status through the internet View contracts and ledgers through the portal Ability to set trade alerts notifications via SMS text message or secure e m
32. he requirements of this RFP will be determined A responsive proposal is deemed to contain all documents or information specifically called for in this RFP document A bid determined not responsive will be rejected by the Bank and may not subsequently be made responsive by the Bidder by correction of the non conforming item s Commercial In Confidence RFP Broker Dealer System s Page 5 of 40 4 9 2015 1 3 16 Bid Evaluation and Comparison of Bids Technical proposals will be evaluated and will form the basis for bids comparison All tender responses will be evaluated in three phases a Preliminary evaluation that will determine administrative compliance b Detailed technical evaluation to determine technical compliance and support responsiveness of the vendor c Financial evaluation to consider pricing competitiveness and the financial capability of the vendors Once the bids are opened bid evaluation will commence In the event that the bank may need to visit client site vendors will be notified in writing The bank may also make surprise unannounced visits to the vendors offices to verify any information contained in the bid document All visits are at the discretion of the bank Vendors may also be called upon to make brief and short presentations and or demos on their technical solutions before a panel constituted by the bank Commercial In Confidence RFP Broker Dealer System s Page 6 of 40 4 9 2015 SECTION 2 TERMS
33. in hardcopy as well as a softcopy in PDF format must be available in order to complete the process business technical system operations and support acceptance activities Supplier s suggestions for documentation and training materials to support the implementation use and maintenance of the Broker Dealer system s and any supporting technology components that will be provided as part of this project are to be included in the Supplier s proposal Documentation must be in English Training It is expected that formal training will be given to all stakeholders of the solution However the solution must be intuitive and help text must be available and presented in a manner that encourages users to try to find information Training of technical support team will be to such an extent that they will be reasonably able to handle their duties competently Where appropriate the supplier will be expected to discuss the technical aspects of the system so as to enable for example creation of ad hoc reports and integration to other systems Training will be provided in English language at the banks premises or a convenient mutually agreed location within Kenya If additional expenses will be incurred for offsite training this will be borne by the supplier Testing amp Acceptance The bank will test the proposed system in a test environment to ascertain that all the functionality as put forward by the supplier are met Incorrect information disco
34. ith the preparation and submission of its bid and the Bank will in no case be responsible or liable for those costs regardless of the conduct or outcome of the bidding process Clarification of Bidding Document All correspondence related to the contract proposal shall be made in English Should there be any ambiguity conflict discrepancy omission doubt uncertainty or other error the Bidder shall seek clarification in writing addressed to the Head of Procurement through e mail to procurement kcb co ke Any clarification sought by the bidder in respect of the RFP shall be addressed at least four 4 days before the deadline for submission of bids in writing to the Head of Procurement through the same mail It is the responsibility of the Bidder to obtain any further information required to complete this RFP Any clarification requests and their associated response will be circulated to all Bidders The last date for receipt of requests for clarifications from bidders is Thursday 23 9 April 2015 The RFQ Clarification Template is as follows Company Name Contact Person primary Supplier contact E mail Phone Fax Commercial In Confidence RFP Broker Dealer System s Page 4 of 40 4 9 2015 Date Section Paragraph 2 Question 2 3 1 Question s mailing date 2 From the KCB Document The queries and replies thereto shall then be circulated to all other prospectiv
35. ithout it being able to prevent or remove the impediment at reasonable cost c The party involved in a case of Force Majeure shall immediately take reasonable steps to limit consequence of such an event d The party who wishes to plead Force Majeure is under obligation to inform in writing the other party without delay of the event of the time it began and its probable duration The moment of cessation of the event shall also be reported in writing e The party who has pleaded a Force Majeure event is under obligation when requested to prove its effect on the fulfilling of the contemplated contract Commercial In Confidence RFP Broker Dealer System s Page 20 of 40 4 9 2015 SECTION 4 ANNEXURES Annex 1 References References of similar services for organizations similar to KCB in size and complexity are preferred A Company Name B Company Address C Contact Name D Company Website Contact Telephone Number F Contact Email Address Dates of Implementation Start and End Dates Deployed Number of Consultants l Features Deployed Indicate Yes or No Implementation Dates Measurability Usability Standardization Collaboration Reports Any other Features Implemented Indicate Yes or No Implementation Dates L Additional Comments Commercial In Confidence RFP Broker Dealer System s P
36. or ACCOUN NI ii codeine ccs rata a eaa aaa aana aa iiaa raaa aucune ste atuueonk 12 2 3 14 Market Data SSIVIC CS fore tiki ae Ne eR Neat ale Saale a Ne Sach ea ae Ue 13 Doel CENGAGE ESSIO INI ao Grae tee Naat Ae teen ter wee ua AAA ea ihe aa 13 2 3 16 Corporate ACTIONS MOCUIE ccceessssecccececsesesssseceeecececeesenseseeecececsesensaeeeeeceesenenes 13 2 3 17 Technology Compatibility seesseeeosseseesseeeesssseressseeessseseesssseesssseeessseresssereesseseesss 13 2 4 Documentation Requirements cccccccccccccecccceceeeeeeeeeeeeececeeeeeeeeeeeeeeeeeeeeeseeeeeeeces 14 2 5 NANING eoe er aN E E aE ENN E E Sa EEEa 14 2 6 Testing amp ACE CDIGNGS rerne aenean naas aaea ATOE ROS EEO ESATE eSa E ar Sa Naeste 14 2 7 _ Proofoft CONCEDI anki eee ieee A GN GU GER HI 15 2 8 Overall RESOOMSIBUMEY y 5 sossssccspsaustecoveunedspenisnesocsuneaspenus sa sovaunedenenisnete cauneaepeavscadneabaecinns 15 P E AE a E E eet aicauts ca alan nues alesse 4S valence vale ve cha slau aiatvalcats Cen E 15 2 10 Delivery sisssvinzsacinananwnsnayanevanardaaesnanans gnaniaausnananany EEEE NEART ONARE ESVE AKETE E ESSEEN 16 2 11 Delayed Delivery amp Installation Caused by the Supplier cccccccseeeeeeeeeeeees 16 Commercial In Confidence RFP Broker Dealer System s Page iii of 40 4 9 2015 212 Waranty sess cc ess ese ee eck casa Suk ssh eco k Soa a She SRS Ak aa oa Su bu vbw Sahin ba Sa heed a oak Gi be Sab a a 16 ZAS Suppo REGQUIRG
37. organization e Are your waste segregated as per different waste streams e How are wastes from your firm disposed e Customer Service Does the firm have a documented policy on Customer Service Which position in your firm is responsible for customer service and how is this position supported by other functions Does your firm use any performance management techniques including customer satisfaction measurement If so what are the key parameters 8 0 BUSINESS PROBITY AND LITIGATION MANAGEMENT Please confirm whether any of the following criteria applies to your organisation Note that failure to disclose information relevant to this section may result in your exclusion as a potential KCB supplier No PARTICULARS RESPONSE 8 1 Is the organisation bankrupt or being wound up having its affairs administered by the court or have you entered into an arrangement with creditors susoended business activities or any analogous situation arising from similar proceedings in Kenya or the country in which it is established 8 2 Please provide a statement of any material pending or threatened litigation or other legal proceedings where the claim is of a value in excess of USD 20 000 8 3 Has any partner director shareholder or employee whom you would propose to use to deliver this service been convicted of an offence concerning his professional conduct 8 4 Has any partner director or shareholder been the
38. performance monitoring and tuning tools that are part of the solution If yes provide details of functionality 9 Are there troubleshooting debugging tools that are part of the solution If yes provide list and functionality Integrity amp Confidentiality 1 Does system support strong authentication two factors or rich security for mission critical systems indicate what is available 2 Are passwords and PINs encrypted from generation transmission to storage Indicate the entire path and how authentication data is secured 3 What are the PIN password security features A PIN Commercial In Confidence RFP Broker Dealer System s Page 22 of 40 4 9 2015 must be at least 4 characters for customers and encrypted in transit or storage Password shall have rich features expiration complexity initial auto generate etc 4 Is discretionary access control enforced by the system at all levels application OS database include versions supported 5 Is separation of duties enforced by the system Marker checker 6 Indicate the user roles and groups that are defined by default in the system Can these be refined Please give details 7 Does the application require the use of an administrator password to be shared among users or hard coded How are new passwords generated and secured lt 0 00 What ports and protocols are used and what are the security featur
39. porate Actions support for IPOs Rights Issues and Bond Issues Technology Compatibility seamless integration and synchronization of applications with third party systems 2 2 Scope of Work 2 3 2 3 1 The selected vendor will play a key role in the following areas a Training of system users and system administrators for support b Integration between KCB NSE CDSC amp CBK systems c System implementation within agreed timelines Functional Requirements The following is a list of the required key features and functionalities Portfolio Management Designed for ease of integration with other solutions as well as third party and in house systems Highly scalable by design no matter how much the business grows Easy to upgrade at predictable intervals to reap the benefits of the latest functionality as it becomes available Automated portfolio accounting workflow Advanced performance measurement Multi asset class and multi currency accounting capabilities Commercial In Confidence RFP Broker Dealer System s Page 7 of 40 4 9 2015 Multi exchange support Audit trail and security for compliance Adaptability to changing regulatory requirements worldwide Comprehensive customizable client reporting Integration with client relationship data Dashboards for summary data at a glance Ability to import and report data from third party and in house systems Automated report packaging for efficiency and accuracy Buil
40. portfolio management Oi ROWY KCB Capital aims to select a sound Broker Dealer system s that supports both the functional and technical requirements of the Securities Broking business for KCB Capital Commercial In Confidence RFP Broker Dealer System s Page of 40 4 9 2015 The main objective is to have a user friendly Broker Dealer system s that seamlessly incorporates the Front Middle and Back Office workflow processes for the Securities Broking business The target is to launch the Securities business by latest end of September 2015 1 3 Format of RFP Response and Other Information for Bidders 1 3 1 The overall summary information regarding the Supply Implementation and Maintenance of a Broker Dealer System s is given in section 2 Terms of Reference and Scope of Work The bidder shall include in their offer any additional services considered necessary for the successful implementation of their proposal 1 3 2 Proposals from bidders should be submitted in two distinct parts namely Technical Proposal and Financial Proposal and these should be in two separate sealed envelopes both of which should then be placed in a common sealed envelope marked IT APRIL 2015 BROKER DEALER SYSTEM S DO NOT OPEN BEFORE WEDNESDAY 297 APRIL 2015 at 3 00 pm The two separate inner envelopes should be clearly marked Technical Proposal and Financial Proposal respectively and should bear the name of the Bidder 1 3
41. ppoint an experienced counterpart resource to handle this requirement for the duration of the Contract The Bank may also demand a replacement of the manager if it is not satisfied with the manager s work or for any other reason o The Bidder shall take the lead role and be jointly responsible with the Bank for producing a finalized project plan and schedule including identification of all major milestones and specific resources that the Bank is required to provide o The Bidder will not disclose the Bank s information it has access to during the course of the Consultancy to any other third parties without the prior written authorization of the Bank This clause shall survive the expiry or earlier termination of the contract 2 9 Pricing Costs USD inclusive of VAT and other applicable taxes where necessary and Man Day estimates where appropriate All taxes and VAT amount must be clearly stipulated and separated from the base costs and should be valid for a minimum of 90 days The costs should indicate a breakdown of the various modules functionalities mentioned in section 2 3 above and also indicate any cost savings for bundling Commercial In Confidence RFP Broker Dealer System s Page 15 of 40 4 9 2015 2 10 2 11 2 12 2 13 Delivery Delivery and performance of the Services shall be made by the successful Bidder in accordance with the time schedule as per Proposal and subsequent Agreement Delayed Delivery amp
42. r fulfilment of the Contract The Company awarded the task of supplying all the items described in this document installing and commissioning them Supply installation implementation and commissioning of all the works equipment and or services that are described in this document which will contribute towards meeting the objective of the RFP Period from the time installation and testing is completed during which the Contractor undertakes to replace rectify equipment and or installation failures at no cost to the Bank RFP Broker Dealer System s Page v of 40 4 9 2015 SECTION 1 REQUEST FOR PROPOSALS 1 1 Background Kenya Commercial Bank Limited hereinafter referred to as the Bank is a leading Commercial Banking Group in the East African region renowned for its diversity and growth The Bank s vision is to be the preferred Financial Solutions Provider in Africa with Global Reach The mission for 2015 is to drive efficiency whilst growing market share in order to be The Preferred Financial Solutions Provider in Africa with a Global Reach The Bank has five subsidiary companies outside Kenya KCB Tanzania KCB South Sudan KCB Uganda KCB Rwanda and KCB Burundi Other subsidiaries of KCB Group include KCB Capital KCB Insurance and KCB Foundation The platform is anchored on consolidation across our existing business expanding and modernizing delivery channels improving operational efficiencies turning in returns
43. s permission for various functionalities of the system Ability to flag sensitive transactions and to highlight such transactions Complete audit trail of all input changes and deletes Ability to automatically raise e mail alerts on exceptional events Ability to pop up reminders for pre defined events on appropriate dates and to allow users to dismiss and snooze them The system will maintain audit trail of all user activity in the system including addition of data modification of data and deletion of data The system will maintain audit trail of all menu accesses made by a user including the time of entry and exit The system will maintain audit trail of all unsuccessful logons Fraud detection 2 3 10 Settlement amp Reconciliation Automate the daily collection of account data from custodians Automated reconciliation and creation of a workflow that s based on exception management Complete the Straight Through Processing STP loop and eliminate the manual process of checking and fixing errors Option to outsource daily reconciliation to eliminate significant operational and staff costs Electronic matching of transactions based on defined rules Integration with portfolio management Outsourcing option Automated reconciliation Daily T 1 Custodial data Ad hoc reconciliation for exception management Audit trail documenting exception investigation Customized reporting capabilities Dashboard view of summary reconciliation results
44. secnacscieisdescsecesd 19 3 10 Bidders ODIG ANOS acassiissceisserscerssiascaraseusaeiasanyie eiaiscemlacscavasavbanvaneasie tale TS E AEE Tokaisi 19 3 11 THE Banks ObIg tONS ciennes a ni inane a i 20 3 12 COMMS TTC sses esse teams soicaienesdotecunes dneseneados canes iocaaneadouunedtaeseneadey canesinesaneadopeunedtnes 20 3 13 Force Majeure canned nae ee a 20 SECTION 4 ANNEXURES siecsscptiacsceraeieadiyseiennwtiswatenlsanaeetis svanipivmaavies mater knueieehiseatepisienreie aes 21 Annex 1 Referentes sacs corer eee E E E E in alienci ees oe tee 21 Annex 2 IT Risk amp Security Technical Security Checklist sssccccccccesssssssneeeeeees 22 Annex 3 System Implementation amp Technical Support Enquiry cccccccceeeeeeeeeeeeees 25 Annex 4 Supplier Questionnaire neeeeesesssssooeeesssssssoeeceeesessssseeeeesssssssoreoeessssssseeeeeesess 26 Annex 5 Performance Security Form Format eessssseoeeessesssseooeesssssssoeeoeesssssssoeeeeesess 34 Annex 6 Certificate Of Compliance ccccccccccceeceeeccececeeeceeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 35 Commercial In Confidence RFP Broker Dealer System s Page iv of 40 4 9 2015 DEFINITIONS For purposes of this document the following definitions shall apply The Bank Bid Supplier Contract Warranty Commercial In Confidence KCB Ltd The Quotation or Response to this RFP submitted by prospective Suppliers fo
45. ssneeccccccesssssssneeeeeees 1 1 3 Format of RFP Response and Other Information for Bidders cccsssssssreeeeeees 2 SECTION 2 TERMS OF REFERENCE amp SCOPE OF WORK ccssssssecccceceesssssssnrcecceeeeesens 7 21 Termgot Reference aeh reeeo roiete ov sinaloont sub ou etnias aAa da renna ooe tet as iaeo iesea iiaae iS 7 2 2 Scope of WORM giccsssccpisvcss coves au spiaue pase esiens dy ese ssw usa ns solve ua pap undead EE EERE EEEE 7 2 3 Functional Requirements ccc scccteveisesedesncestecscdtvcdlsauestaveieesedtsnues thc seaesedtsneedtarHaesediaedetees 7 2 3 1 Porttoloi Managemen Te ae as ae a a ae aaa aes aa iaraa tanit 7 PAE PP e E E T E T E rete ee neha eenuint eaagee 8 23 3 Resedreh MandgemeNt e e aea anae a a aa aeaa AEE ball a eaire 8 2 39 41 Revye ve Managem ehh enegie e a a ia a a ae niar be 9 2 3 5 Fund Order Management amp Distribution ssssesssessosseseosssseesssseressseresssereesseseesssse 9 2 3 6 Performance Measurement eneee eer es aia i ap aaia 9 2 3 7 Margin amp Finance MANAgemMeEnt esssssessssseressseresssereesssseesssseresssereessereesseseesss 10 2 3 8 AE AROE E E AAE EA ae TEA 10 23 9 WOO S O U Fakes ee EG SE 1 2 3 10 Settlement amp Reconciliation ecrcartecsetac teed cccetbantideentvarient ante nieiiecter attic 1 DBs WR ANE E E E eaten eet ae tate EEA A 11 2 3 12 Client Relationship Management CRM ss sssssssssssssssssesssessensssossnssssnessseesseessees 12 29 13 Invest
46. support 11 Describe the ongoing system support provided by the vendor 12 Self Help web interface Auto mated self help functionality allows users to seek and obtain assistance that will allow them to resolve their own problems Ideally 24 7 web interface 13 Are software upgrades provided as part of the software support contract 14 Describe your software upgrade process 15 Are their hot fixes or updates between versions 16 How often are new versions released 17 How are customer requests for enhancements and customizations handled 18 Describe the recent history of system enhancements 19 Describe the qualifications of your product development department 20 What percentage of your total employees is responsible for product development 21 Do you have a formal users group 22 Describe the company s policy regarding source code 23 Quality framework methodology adopted proposed quality plan quality scorecards customer satisfaction scoring method six sigma and other quality certifications Commercial In Confidence RFP Broker Dealer System s Page 25 of 40 4 9 2015 Annex 4 Supplier Questionnaire Bidders willing to be considered for the tender for Supply Implementation and Maintenance of a Broker Dealer System s are expected to furnish the Company with among others the following vital in
47. t in business intelligence for senior management and executives Composite management support for GIPS compliance Custodial and market data integration Integration and compatibility with other broker dealer system s Performance analytics to help one understand and explain performance 2 3 2 Trading Comprehensive securities Coverage including Equities FICC Global and Derivatives Multi currency trading and settlement Multi exchange support Built in FIX connectivity to execute trades through multiple custodians and trading venues including major algorithmic trading partners and dark pools Build portfolio modeling drift monitoring and rebalancing with trade creation and execution Automate pre trade checking for client restrictions and regulatory compliance Integrate seamlessly with other third party broker dealer solutions Real time dashboard views of trading data and cash positions Support for advanced asset allocation methodologies and complex structures Simulation paper demo trading capability Ability to scan for multi assets based on various criteria set Comprehensive flexible and interactive charting package for technical analysis Interactive third party research tool such as Bloomberg and Reuters Real time streaming quotes Ability to create a watch list Interactive market calendar to track upcoming events or find learning opportunities Placing various automated order types and scaling in at random intervals through b
48. tabase reporting tools Network and Interface Issues Have you interfaced your solution with other systems Provide names of interfaced systems What communication protocols are supported by the proposed solution What speed Bandwidth of network lines is required for proposed system to function on a Wide Area Network Describe the requirements of system cabling for communication to the server and to the existing network Commercial In Confidence RFP Broker Dealer System s Page 24 of 40 4 9 2015 Annex 3 System Implementation amp Technical Support Enquiry Enquiry Vendor Comment Describe and attach your typical implementation plan Robustness of Implementation Plan level of detail risk mitigation practicality Describe the experience and qualifications of your installation team What kind of client communication and implementation planning is done prior to the installation Describe the training provided Include a training outline Where is your technical support center located SLA commitments What are the methods for contacting technical support What are your hours of operation for technical support Describe the qualifications of your technical support staff OINI GH A Q Describe the organization and structure of your technical support services 10 What percentage of your total employees is responsible for direct client
49. tem will accommodate Capacity should be sufficient to meet business projection 10 What s the model and cost of license agreements renewal and upgrades 11 Describe the length of time a software version is supported 12 Does the system produce secure output E g confidential or sensitive printed information If yes is there a procedure for handling the output 13 Is security and technical training included 14 What are the environment requirements control air borne contaminants Space requirements humidity amp temperature control electrical power supply requirements Database What databases do you support Commercial or open source Does your application support a clustered database environment Clustering is important for mission critical Will the database be accessible for use by other applications directly If yes what are the security controls in place Does your application depend on specified schema owner or user names passwords to the database Does the schema owner need DBA access for the application to function What system database functions require DBA access to be performed Does the application require a specific OS for the database server Describe any communication protocol your system uses to connect to the database Do the connections stay connected at all times or are they transaction based Please describe your system s da
50. the revenues are coming from Integration with in house finance system Audit trails to show who made changes and when Multi currency invoicing capability Collateral management Fund Order Management amp Distribution Agent module Save labour and improve accuracy by eliminating tedious and error prone manual processing Manage larger trade volumes without adding staff Built in safeguards rules and validations to protect investor security for stricter compliance Online self service management for clients for more flexibility and control Order generation and automated routing for processing Automatic aggregation of orders for specific funds into block orders reducing the number of transactions to be executed Automatic order notification to fund providers and administrators Choice of currencies for settlement Automated share allocation and settlement Automated calculation and tracking of sales commissions Performance Measurement Composite management for GIPS compliance Daily monthly and quarterly performance measurement Index data for tracking performance against benchmarks Integration with pricing data sources Performance analytics Real time intraday P amp L Customizable performance reporting dashboards Gross of fees and net of fees performance calculation Ability to measure IRR and TWRR Multi manager performance tracking Commercial In Confidence RFP Broker Dealer System s Page 9 of 40 4 9 2015 2 3 7 2 3 8
51. usinesses No Organization contact reference contract transacted name name and and brief awarded Kshs USD Euro phone description number 1 2 3 4 5 6 7 8 5 0 CERTIFICATIONS ACCREDITATIONS AND APPROVALS Detail any relevant certifications and accreditations by principals or accreditation bodies and attach copies of such certification Such certifications may be for your company or for your individual staff as relevant to the work they do and the key skills for the service or goods you propose to supply 6 0 AGENCIES AND PARTNERSHIPS a Detail any agencies and partnerships that you have that are relevant to the categories of goods and or services you are interested in supplying b List your primary sources of supply for goods that you propose to supply 7 0 MANAGEMENT POLICIES a Employee Integrity e How does the firm ensure the integrity of staff Detail any related policies b Code of Conduct Ethics Does your company have a code of conduct If so please attach a copy e Indicate if your company subscribes to a professional body with a code of conduct ethics c Company employment policy Commercial In Confidence RFP Broker Dealer System s Page 30 of 40 4 9 2015 Does the firm have a documented employment policy What are key highlights from this policy if in existence d Environmental Policy Green Agenda Policy e ls your firm ISO 140001 certified or do you have an environmental policy as an
52. vered at this time will constitute grounds for disqualification It is the responsibility of the supplier to ensure the requirements defined in the proposal are achieved The signed proposal will be the sole reference document for any discussion issues arising related to acceptance Commercial In Confidence RFP Broker Dealer System s Page 14 of 40 4 9 2015 Acceptance Criteria the Bank will accept the proposed deliverable after they have been fully tested by the bank and confirmed to meet the requirements as specified in the original RFP and signed RFP response 2 7 Proof of Concept The bank may require proof of concept of the proposed solution as evidence that it is viable and capable of achieving KCB Capital and IT requirements 2 8 Overall Responsibility o The Bidder is obliged to work closely with the Bank s staff act within its own authority and abide by directives issued by the Bank that are consistent with the terms of the Contract o The Bidder will abide by the job safety measures and will indemnify the Bank from all demands or responsibilities arising from accidents or loss of life the cause of which is the Bidder s negligence The Bidder will pay all indemnities arising from such incidents and will not hold the Bank responsible or obligated o The Bidder is responsible for managing the activities of its personnel or subcontracted personnel and will hold itself responsible for any misdemeanors o The Bidder shall a
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