PRE-QUALIFICATION/REGISTRATION OF SUPPLIERS FOR SUPPLY/PROVISION OF GOODS AND SERVICES
BI-ANNUAL TENDER AND PREQUALIFICATION FOR FINANCIAL YEARS 2014-2015 & 2015-2016
Category No………………......
CLOSING DATE: 18th SEPTEMBER 2014 AT 11.30 A.M
Table of Contents
Pages
1.TENDER NOTICE……………………………………………………………..2-4
2.PRE-QUALIFICATION INSTRUCTIONS ………………………………….5-6
3.BRIEF CONTRACT REGULATIONS……………………………………....7
4.PRE-QUALIFICATION DATA INSTRUCTIONS….……………………….8-10
5.FORM PQ – 1 PRE-QUALIFICATION DOCUMENTS…….……………....11
6.FORM PQ – 2 PREQUALIFICATION DATA…………….………….……..12-13
7.FORM PQ – 3 SUPERVISORY PERSONNEL…….……………….……….14-17
8.FORM PQ – 4 FINANCIAL POSITION……………..……………………….18
9.FORM PQ – 5 CONFIDENTIAL BUSINESS QUESTIONNAIRES………19-20
10.FORM PQ – 6 PAST EXPERIENCE…………..………………………….....21
11.FORM PQ – 7 LITIGATION HISTORY…………………………….………22
12.FORM PQ – 8 SWORN STATEMENT……………………………….……23
Invitation for Bid/Tender Notice
Date: 29th August 2014
RE: Pre-qualification of Suppliers for Goods and Services for the Financial Years 2014/2015 and 2015/2016.
The KNCHR invites interested eligible suppliers to apply for the Prequalification for Supply and Provision of the listed Goods and services for the financial years 2014/2015 and 2015/2016 on a “as and when required basis”.
KNCHR invites applications from interested eligible firms for the prequalification of suppliers and service providers for the under listed categories for the financial years 2014/2015 and 2015/2016
NO. / CATEGORY NUMBER / ITEMS DESCRIPTION1 / KNCHR/01/2014/2015 & 2015/2016 / Supply of General Stationery
2 / KNCHR/02/2014/2015 & 2015/2016 / Supply And Delivery of Computers, Computer Hardware, Printers, Photocopiers, Servers and ICT related Equipments.
3 / KNCHR/03/2014/2015 & 2015/2016 / Supply of Office Furniture and Fittings
4 / KNCHR/04/2014/2015 & 2015/2016 / Supply of Motor Vehicle Tyres, Tubes, and Batteries
5 / KNCHR/05/2014/2015 & 2015/2016 / Supply of Photocopier Toners
6 / KNCHR/06/2014/2015 & 2015/2016 / Supply of Electronics Equipments (Cameras, Voice Recorders, cell phones, etc)
7 / KNCHR/07/2014/2015 & 2015/2016 / Provision of Car Hire Services in Nairobi, Mombasa, Wajir, Kisumu and Kitale
8 / KNCHR/08/2014/2015 & 2015/2016 / Provision of Telecommunication Equipment, Airtime and Accessories
9 / KNCHR/9/2014/2015 & 2015/2016 / Provision of hotel accommodation, seminar facilities and catering Services
10 / KNCHR/10/2014/2015 & 2015/2016 / Provision of Outdoor branding services
11 / KNCHR/11/2014/2015 & 2015/2016 / Provision of Asset Tagging and Labelling Services
12 / KNCHR/12/2014/2015 & 2015/2016 / Design and Supply of branded promotional materials (T-shirts, Caps, carrier bags, banners, etc)
13 / KNCHR/13/2014/2015 & 2015/2016 / Provision of Travel Agency Services – IATA/KATA Registered Firms
14 / KNCHR/14/2014/2015 & 2015/2016 / Provision of Taxi Services – Nairobi, Mombasa, Kisumu, Eldoret and Kitale
15 / KNCHR/15/2014/2015 & 2015/2016 / Provision of Insurance Brokerage Services
16 / KNCHR/16/2014/2015 & 2015/2016 / Provision of General Printing Services
17 / KNCHR/17/2014/2015 & 2015/2016 / Provision of Bulk Photocopying and Binding Services
18 / KNCHR/181/2014/2015 & 2015/2016 / Provision of Human rights related Consultancy services and facilitation/Rapporteuring/Report writing and Editing services
19 / KNCHR/19/2014/2015 & 2015/2016 / Provision of entertainment services (DJs, MC’s, Bands, Musicians, theatre groups, etc)
20 / KNCHR/20/2014/2015 & 2015/2016 / Repair and servicing of motor vehicles: Ministry of Transport & Infrastructure approved garages/dealers only
21 / KNCHR/21/2014/2015 & 2015/2016 / Provision of General Cleaning Services in Nairobi, Mombasa, Kitale and Wajir
22 / KNCHR/22/2014/2015 & 2015/2016 / Repair and maintenance of office equipments; Servers, UPS Computers, LAN, Printers & Photocopiers, PABX, Telephone heads and FAX machines
23 / KNCHR/23/2014/2015 & 2015/2016 / Provision of Team Building Consultancy Services
24 / KNCHR/24/2014/2015 & 2015/2016 / Provision of Photography and Videography services, production of documentaries, TV and Radio Infomercial services
25 / KNCHR/25/2014/2015 & 2015/2016 / Provision of creative design production services.( Including Cartoonists, Animators, Publication of layout Design)
26 / KNCHR/26/2014/2015 & 2015/2016 / Provision of Translation & Sign language interpretation services
27 / KNCHR/27/2014/2015 & 2015/2016 / Provision of Event Management Services, Tents, Chairs, Stage Assembly & Sound (P.A) Services and decor services Road Show rigs
28 / KNCHR/28/2014/2015 & 2015/2016 / Provision of Legal Services
29 / KNCHR/29/2014/2015 & 2015/2016 / Provision of Minor Office Maintenance works e.g. Repairs, plumbing and electrical works
30 / KNCHR/30/2014/2015 & 2015/2016 / Supply of Computer Software and networking equipments
31 / KNCHR/31/2014/2015 & 2015/2016 / Provision of Security/Guarding services in Mombasa and Wajir
32 / KNCHR/32/2014/2015 & 2015/2016 / Provision of Courier Services; Letters & Parcels
33 / KNCHR/33/2014/2015 & 2015/2016 / Provision of Asset Valuation Services
34 / KNCHR/34/2014/2015 & 2015/2016 / Provision of Monitoring & Evaluation Consultancy Services
35 / KNCHR/35/2014/2015 & 2015/2016 / Provision of Internet Services
The pre – qualification documents must be accompanied by the following:-
- Copy of certificate of incorporation/Registration
- List and value of all contract works performed in the last 2 years
- Contacts of at least 2 major clients who may be contacted for further information on these contracts
- Qualification and experience of key personnel
- Authority to seek reference from bankers and clients
- Certificate copies of PIN and VAT registration certificate
- Physical address
- Provide audited accounts for the last 2years
NB: People with disabilities, Youth & Women enterprises are encouraged to apply in all categories qualified and Must attach the following:-
a)Attach copy of business Registration Certificate, PIN Certificate & VAT Certificate, Tax compliance, Yagpo Certificate
b)Previous experience is NOT a requirement.
The below listed documents are mandatory for the two categories stated above:-
(i)Copy of certificate of incorporation/registration
(ii)Copy of valid Business permit
(iii)Letters of recommendation from two of your major clients
(iv)Company profile
(v)Tax compliance, VAT, PIN
The pre – qualification documents must be accompanied by the following:-
- List and value of at least five contracts successfully implemented in the last two years.
- Contacts of at least two major clients who may be contacted for further information on these contracts
- Qualification and experience of key personnel
- Authority to seek reference from bankers and clients
- Physical address
- Provide audited accounts for the last two years
NB: People with disabilities, Youth & Women enterprises are encouraged to apply in all categories qualified and Must attach the following:-
c)Attach copy of business Registration Certificate, PIN Certificate & VAT Certificate, Tax compliance, Yagpo Certificate
d)Previous experience is NOT a requirement
The below listed documents are mandatory for the two categories stated above:-
- Copy of certificate of incorporation/registration
- Letters of recommendation from two of your major clients
- Company profile
- Tax compliance, VAT and PIN Certificate
Tender/Pre-qualification documents may be obtained from the KNCHR offices, located at 1st Floor CVS Plaza, along Kasuku/Lenana Road Junction in Nairobi, Mombasa office along Panal Freighters lane off Haile Selassie Road, Kitale Office at Ambwere Plaza Ground Floor, Wajir Office along Air Strip Road and Kisumu Office at Central Square Building 2nd Floor Oginga Odinga Street between 8.30am and 4.00pm during working hours Monday to Friday, at a non- refundable fee of Kshs.1,000/- per document payable in cash or bankers’ cheque or be downloaded free of charge from
Duly completed Tender/pre-qualification document in plain sealed envelopes marked “pre-qualification of suppliers” with detail of Pre-qualification Category Number should be addressed to:
The Commission Secretary
Kenya National Commission on Human Rights,
1st Floor CVS Plaza, Lenana Road,
P.O Box 74359-00200,
Nairobi-Kenya
or be deposited in the tender box situated at the KNCHR Nairobi Office1st Floor CVS Plaza, along Kasuku/Lenana Road Junctionon or before 18th September 2014 at 11.30 am. Tender /Pre-Qualification documents will be opened immediately thereafter in the presence of the tenderers or their representatives who choose to attend. Any document received after the due time and date shall be rejected and returned.
Patricia M. Nyaundi
COMMISSION SECRETARY
PRE-QUALIFICATION INSTRUCTIONS
1.1Introduction
KNCHR would like to invite interested candidates who must qualify by meeting the set criteria as provided to perform the contract of supply and delivery or provision of goods, works and services to the Government.
1.2Pre-qualification Objective
The main objective is to supply and deliver assorted items and also provide works and services under relevant tenders/quotations to the KNCHR for the period; 2014/2015 and 2015/2016 ending 30th June, 2016.
1.3Invitation of Pre-qualification
Suppliers and Contractors registered with Registrar of Companies under the Laws of Kenya in respective merchandise or services are invited to submit their PRE-QUALIFICATION documents to KNCHR so that they may be pre-qualified for submission of bids or quotations. Bids will be submitted in complete lots singly or in combination. The prospective suppliers/contractors are required to submit the mandatory information for pre-qualification.
1.4Experience
Prospective suppliers and contractors must have carried out successful supply and delivery of similar items/services to Government institutions of similar size and complexity. However for firms registered under preference groups are exempted in this requirement. Potential suppliers/contractors must demonstrate the willingness and commitment to meet the pre-qualification criteria.
1.5Pre-qualification Document
This document includes questionnaire forms and documents required of prospective candidates.
1.6In order to be considered for pre-qualification, prospective candidates must submit all the information as herein requested.
1.7Distribution of Pre-qualification Documents
Duly Completed pre-qualification data and other requested information shall be submitted, so as to reach:TheCommission Secretary, Kenya National Commission on Human Rights, 1st Floor CVS Plaza, Lenana Road, P. O Box 74359-00200, Nairobi-Kenya Not later than 18th September 2014 at 11.30 a.m.
1.8Questions Arising from Documents
Questions that may arise from the pre-qualification documents should be directed to The Commission Secretary whose address is given in part 1.7
1.9Additional Information
KNCHR reserves the right to request submission of additional information from prospective bidders.
1.10Request for quotations/Tenders will be made available only to those bidders whose qualifications meet a minimum score of 70% upon evaluation.
2 BRIEF CONTRACT REGULATIONS/GUIDELINES
2.1Taxes on Imported Materials
The Supplier/Contractor will have to pay custom duty and VAT as applicable for all imported materials to be supplied unless the item(s) is/are donor funded.
2.2Customs Clearance
The contractors shall be responsible for custom clearance of their imported goods and materials.
2.3Contract Price
The contract shall be of unit price type or cumulative of computed unit price and quantities required. Quantities may increase or decrease as determined by demand on the authority of the client’s Accounting Officer or Tender Committee. Prices quoted should be inclusive of all delivery charges.
2.4Payments
All local purchase shall be on credit of a minimum of thirty (30) days or as may be stipulated in the Contract Agreement.
3.PRE-QUALIFICATION DATA INSTRUCTIONS
3.1Pre-qualification data forms
The attached questionnaire forms PQ-1, PQ-2, PQ-3(a), PQ-3(b), PQ-4, PQ-5, PQ-6, PQ-7, PQ-8, are to be completed by prospective suppliers/contractors who wish to be pre-qualified for submission of application for the specific tender.
3.1.1The pre-qualified application forms which are NOT filled out completely and submitted in the prescribed manner will not be considered. All the documents that form part of the proposal must be written in English and in ink.
3.2Qualification
3.2.1It is understood and agreed that the pre-qualification data on prospective bidders is to be used by the KNCHR in determining, according to its sole judgment and discretion, the qualifications of prospective bidders to perform in respect to the Tender Category as described by the client.
3.2.2Prospective bidders will not be considered qualified unless in the judgment of theKNCHRthatthey possess capability, experience, qualified personnel available and suitability of equipment and net current assets or working capital sufficient to satisfactorily execute the contract for goods/services.
3.3Essential Criteria for Pre-qualification
3.3.1(a) Experience: Prospective bidders shall have at least 2 years experience (preference group exmpted) in the supply of goods, works, services and allied items in case of potential supplier/contractor should show competence, willingness and capacity to service the contract.
(b) Prospective candidates require special experience and capability to organize supply and delivery of items, or services at short notice.
3.3.2Personnel
The names and pertinent information and detailed CVs of the key personnel for individual or group to execute the contract must be indicated in form PQ-3.
3.3.3Financial Condition
The Candidate’s financial condition will be determined by latest financial statement submitted with the prequalification documents as well as letters of reference from their bankers regarding suppliers/contractors credit position. Potential suppliers/contractors will be pre-qualified on the satisfactory information given.
3.3.4Special consideration will be given to the financial resources available as working capital, taking into account the amount of uncompleted orders on contract and now in progress. Data to be filled/provided on Form PQ-4. However, potential bidders should provide evidence of financial capability to execute the contract.
3.3.5Past Performance
Past performance will be given due consideration in pre-qualifying bidders. Letter of reference from past customers should be included in Form PQ-6
3.4Statement
Applicants must include a sworn statement Form PQ-8 by the Tenderers ensuring the accuracy of the information given.
3.5Withdrawal of Prequalification
Should a condition arise between the time the firm is pre-qualified to bid and the bid opening date which in the opinion of the client/KNCHRcould substantially change the performance and qualification of the bidder or his ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, the KNCHRreserves the right to reject the tender from such a bidder even though he was initially pre-qualified.
3.6The firm must have a fixed Business Premise and must be registered in Kenya, with certificate of Registration, Incorporation/Memorandum and Articles of Association, copies of which must be attached.
3.6.1The firm must show proof that it has paid all its statutory obligations and have current Tax Compliance Certificate
3.7Prequalification Criteria
Required InformationForm Type Points Score
1. Registration DocumentationPQ-1 12
2. Pre-qualification DataPQ-2 10
3. Supervisory PersonnelPQ-3(a) or 3(b) (fill one part but not both)30
4. Financial PositionPQ-4 10
5. Confidential ReportPQ-5 10
6. Past ExperiencePQ-6 18
7. Litigation HistoryPQ-7 5
8. Sworn Statement PQ- 8 5
TOTAL 100
3.8The qualification shall be 70 points and above.
NB. 1. Part PQ 3(a) applicable to all suppliers except consultancy firms.
2. Part PQ 3(b) applicable to consultancy firms only.
FORM PQ-1PRE-QUALIFICATION
All firms must provide:-
1.Copies of Certificate of Registration.
2.Copy of VAT Registration Certificate.
3.Tax Compliance Certificate from Kenya Revenue Authority
NB:Failure to produce the compliance certificate will lead to automatic disqualification thus no further evaluation of your application.
4.Copies of Pin Certificate of firm/company/individual.
- Copy of current Trade License, where applicable and
- Firms who want to register for Supply of Computers, Laptops, Servers, Ups, Printers, Scanners, Software, Accessories and Consumables should attach dealership/Authorization letters from the manufacturers.
NB:Failure to provide the authorization letters will lead to automatic disqualification of the applicant.
(12 points)
FORM PQ-2-PRE-QUALIFICATION DATA
REGISTRATION OF SUPPLIERS APPLICATION FORM
- I/We …………………………………………………………hereby apply for registration as supplier(s)
(Name of Company/Firm)
of ……………………………………………………………………………………………………………
(Item Description)
……………………………………………………………………………………………………………
(Category No.)
Post Office Address……………………………………………………………………………………..
Town ……………………………………………………………………………………………………
Street ……………………………………………………………………………………………………
Name of building ……………………………………………………………………………………….
Room/Office No.……………………………………………Floor No. ……………………………….
Telephone Nos.…………………………………………………………………………………………
Full Name of applicant………………………………………………………………………………….
Other branches location …………………………………………………………………………………
- Organization & Business Information
Management Personnel ……………………………………………………………………………….
President (Chief Executive) …………………………………………………………………………..
Secretary ………………………………………………………………………………………………
General Manager ……………………………………………………………………………………..
Treasurer ………………………………………………………………………………………………
Other ………………………………………………………………………………………………….
Partnership (if applicable)
Names of Partners
3. Business founded or incorporated………………………………………………………….
4. Under present management since…………………………………………………………..
5. Net worth equivalent Kshs.…………………………………………………………………
6. Bank reference and address ………………………………………………………………...
…………………………………………………………………………………………………
7. Bonding company reference and address ……………………………………………………
8. Enclose copy of organization chart of the firm indicating the main fields of activities…….. …………………………………………………………………………………………………
9. State any technological innovations or specific attributes which distinguish you from your competitors ………………………………………………………………………………………
………………………………………………………………………………………………...
…………………………………………………………………………………………………
10. Indicate terms of trade/sale…………………………………………………………………..
(10 Points)
PQ-3 (a) SUPERVISORY PERSONNEL (applicable to all suppliers except consultancy services)
Name…………………………………………………………………………………………………
Age…………………………………………………………………………………………………..
Academic Qualification………………………………………………………………..…………….
……………………………………………………………………………………………………….
Professional Qualification……………………………………………………………………………
……………………………………………………………………………………………………….
Length of service with Contractor or Supplier position held………………………………………..
…………………………………………………………………………………………………………
(Attach copies of certificates of key personnel’s in the organization)
(30 Points)
PQ-3 (b) KEY PERSONNEL (applicable ONLY to suppliers applying for consultancy services)
Consultant’s Experience
[Using the format below, provide information on at least ten different consultancies that you have participated which are similar to the one you are applying for in this prequalification.]
Assignment name: / Approx. Value of the contract (in current Ksh.)Country:
Location within country: / Duration of assignment (months)
Name of Client: / Total No. Of staff-months of the assignment:
Address: / Approx. Value of the services provided by your firm under the contract (in current Ksh.):
Start date (month/year):
Completion date (month/year): / No. Of professional staff-months provided by associated Consultants:
Name of associated Consultants, if any: / Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader):
Narrative description of Project
Description of actual services provided by your staff within the assignment:
Relevant documents attached
(20 points)
Consultants Qualifications
[Using the format below, provide information on at least five different key/ Technical staff employed/associated with the firm applying for this prequalification.]
Curriculum Vitae (CV) for Proposed Professional Staff
1. Position of the Staff member in the company [only one candidate shall be nominated for each position]:
2.Name of Staff [Insert full name]:
4.Date of Birth: Nationality:
5.Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]:
6.Membership of Professional Associations:
7.Other Training [Indicate any other relevant training other than those mentioned under 5 above]:
8.Countries of Work Experience: [List countries where staff has worked in the last ten years]:
9.Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:
10.Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment dates of employment, name of employing organization, positions held.]:
NB: Attach copies of relevant certificates and testimonials
13.Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.
Date:
[Signature of staff member or authorized representative of the staff]Day/Month/Year
Full name of authorized representative: ______
(10 points)
PQ-4-FINANCIAL POSITION AND TERMS OF TRADE
(1)Attach a copy of firm’s two certified financial statements giving summary of assets and current liabilities/or any other financial support.
(2)Attach letters of reference from the bankers regarding supplier’s credit position.
(10 Points)
1 | KNCHR PREQUALIFICATION 2014/2015 – 2015/2016
FORM PQ-5
REPUBLIC OF KENYA
CONFIDENTIAL BUSINESS QUESTIONNAIRE (6 points)
You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business.
You are advised that it is a serious offence to give false information on this form
Part I- General :Business Name ………………………………………………………………………………....
Location of business premises………………………………………………………………….
Plot No. ………………………………… Street/Road…………………………………………
Postal Address………………………………….Tel. No…………………………………….....
Nature of business……………………………………………………………………………….
Current Trade License No………………………………….Expiring date…………………….
Maximum value of business which you can handle at any one time: Kshs…………………….
Name of your bankers……………………………………Branch ……………………………..
/
Part 2 (a) – Sole Proprietor
Your name in full……………………………………….…………….Age………….…….Nationality………………………………Country of origin……………………………….
*Citizenship details…………………………………………………………………………
Part 2 (b) Partnership
Given details of partners as follows:Name Nationality Citizenship Details Shares
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
Part 2 ( c) – Registered Company:
Private or Public…………………………………………………………………….
State the nominal and issued capital of company-
Nominal Kshs.………………………………..
Issued Kshs.…………………………………..
Given details of all directors as follows:-
Name Nationality Citizenship Details Shares
1. …………………………………………………………………………………………2. …………………………………………………………………………………………
3. …………………………………………………………………………………………
4. …………………………………………………………………………………………
5. ……………………………………………………………………………………….
Date ……………………………………..….Signature of Candidate……………………….
*if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration