MINUTES OF PRE-BIDMEETING FORTENDER NO. KP1/9AA-2/PT/03/13/14 - FOR SUPPLY OF TREATED POWER DISTRIBUTION WOOD POLES HELD AT THE AUDITORIUM, STIMA PLAZA, ON 9TH SEPTEMBER, 2013

List of Attendants

Name Firm

  1. Rakesh K.R. Brilat Timsales Ltd
  2. Alok Thakur Comply
  3. R. Sriram Timsales Ltd
  4. Charles Njau Ameka Global Int’l
  5. Diana Wanjiru Regional Royal
  6. Edward Kabogo Captain Watergreen Ltd
  7. Daniel Otieno Equip Agencies Ltd
  8. Mugweru Mwai Mumwa Investments Ltd
  9. George Kinuthia Georgetown Ltd
  10. Hilda Sang Precious Constructions
  11. Geoffrey Nyamboga Infortrail Care Ltd
  12. Anthony Mwangi Mmas Int’l Ltd
  13. James Changole Tropical Saw Mill
  14. Mercy Kimondo Sent Int’l Investments
  15. Lillian Nawanjaya Woodland Ventures
  16. Symon Chege Marge Ivestments Ltd
  17. Martha Demkiline Ltd
  18. Lydia Kamotho Phitel
  19. Ibrahim Odhiambo Extremer Logs
  20. Boniface Juma Extreme Logistics
  21. Solomon Odindo Extreme Logistics
  22. Thaddeus Mose Citrolam Contractors/Prudential Ltd
  23. P.S. Manku Broad Contractors Co.
  24. Aggrey W. Wenani Place Consultants Ltd
  25. Roderick Rotich Novus Kenya Ltd
  26. George Macheru Ramack Ltd
  27. John W. Njenga Sharp Designs Ltd
  28. Daniel Muniu Eagle Kings Int’l Ltd
  29. GacheLio Dirre General Suppliers
  30. Debasa A. Dirre General Suppliers
  31. Peter Kimaru Prochem
  32. KirimiRaiji Benris
  33. Mwenda Kinyua Kada Enterprises Ltd
  34. Alloise Marete Black Oak Ltd
  35. June Ndegwa Marson Int’l Ltd
  36. Edward Ngugi Kimani Abib Trading Ltd
  37. James Mwangi Kariuki Nipla Investments
  38. Daniel Musemi Peter New Forest
  39. Job Ndambuki Cabro E.A. Ltd
  40. Samwel Mwangi Link to Link
  41. Daniel Waweru Ton Range Logistics
  42. William Oguttu Muwa Trading Company Ltd
  43. Joseph Kiogora Centom Ltd
  44. Noah K. Rotich Nogra Trading Company
  45. Amos Ngugi Muringa Holdings Ltd
  46. Jonah Kimani Equip - GTI Division
  47. James Watata Multiphase Systems E.A. Ltd
  48. Nicholas Mwitiki Rosoga Investments Ltd
  49. Alice Ngoni Deljo
  50. Julius Kariuki Kariuki Construction Company Ltd
  51. Christine Minenge Lepronto Kenya Ltd
  52. Gerald Koome Meru Wood Industries Ltd
  53. Philip Ngetich Rosal General Contractors Ltd
  54. Elizabeth Jalenga Munyi Njesh Enterprises Ltd
  55. Hesborne Owuor Express Company Ltd
  56. Abraham Segut Rosoga Investments Ltd

Kenya Power Team Members

  1. David Gatumo Senior Wood Scientist Kenya Power -Chairing
  2. Jane Muigai Principal Supply Chain Officer Kenya Power
  3. EmillyKirui Legal Officer Kenya Power
  4. George Ouma Senior Supply Chain Officer Kenya Power -Taking Notes
  5. Charles Kipkirui Records Officer Kenya Power

The Chairman called the meeting to order at 2.30 p.m., and introduced the Team members from Kenya Power, and requested for self-introductions from those who had attended as interested bidders or representatives.

He explained that the objective of holding the pre-bid meeting was to clarify what was required in the tender with a view to making the bidders understand the document and bid competently.

He thereafter requested the Principal Supply Chain Officer (Procurement) to take the attendants through the tender document, and the following areas were covered:

  1. The tender was open to all bidders who are Kenyan Citizens or firms registered in Kenya, and source of poles can be local as well as from outside the country.
  1. Tender Submission Check List(Page 6)

The Prospective bidders to provide all the documents as required in the tender document and tick against each item in the tender submission checklist in section II on page 6.Indication should be made of what is provided.

Clause 3.17Tender Security (Page 19)

  1. Tender Security to include bank guarantee, or letters of credit, original guarantee from a deposit taking micro finance institution, SACCO society, the Youth Enterprise Development Fund or the WomenEnterprise Fund.(All from acceptable and approved locally based institutions). Further to that, the format of the Tender Security Form shall be as provided in Section XI A ). The tender security shall be valid for thirty (30) days beyond the validity of the tender. That means 120 days from the date of tender opening.

Value of the tender security is 2% of the value of the bid.

  1. Clause 3.18 Validity of Tenders

The validity of the tender shall be 90 days after the date of tender opening. A tender that is valid for a shorter period shall be rejected by KENYA POWER as non-responsive. (Clause 3.18.1- page 20).

  1. Clause 3.20Number of sets

It was clarified that the tender was a 1 envelope tender comprising of preliminary, technical and financial sections which were to be filled and put in as a set of a complete document. The set to be submitted as 3 documents, one original copy and 2 extra copies of the original-(replica of original).Labeling shall be done as ‘ORIGINAL TENDER’, ‘COPY 1 OF TENDER’ and ‘COPY 2 OF TENDER’ as appropriate. This shall be done collectively for the preliminary, technical and financial.

The bidders were reminded that the evaluation shall be in 3 major stages:-

Preliminary stage (Ref. clause 6.1, pg 38)

Technical Stage (Ref. clause 6.2, pg40-41)

Financial Stage (Ref. clause 6.3, pg45)

Each stage has mandatory requirements and only those who meet the minimum requirements

proceed to the next stage. The technical stage is well elaborated on pages 43.

  1. Section IV Schedule of Requirements and Delivery

This section shows various quantities of goods on tender for respective stores–(page 31-34)

Tenderers shall quote prices based on Delivery Duty Paid (DDP) terms to the designated

Stores. All Government taxes including newly introduced ones such as (railway development

levy for imported products used in energy transmission) should be taken into account where

applicable in the prices.

j.) Tender Form-Page 45.The prospective bidders were advised to fully fill the tender form,

sign, stamp and ensure it conforms to Kenya Power format.

QUESTIONS POSED BY THE BIDDERS.

After the presentation, the floor was opened for questions from the attendants, and the following questions were raised and responses given as below:

S/No. / Question / Response
1. / What does counter offer mean in relation to the tender / Counter offer means that a different price other than the one quoted by the bidder may be proposed by the buying entity for award.
If proposed, it will be to the bidder’s discretion to accept the offer.
2. / The days remaining to the close of the tender seem to be too short to allow getting the required documents such as manufacturer’s authorization. Couldn’t Kenya Power allow use of standard documents from KEBS or ISO instead / The tender runs for a period of 14 days as required for a national tender, and this is in conformity to the recent changes in Public Procurement and Disposal Act which shortened the duration to fast truck implementation of public projects to enable prompt customer/citizen’s use and satisfaction.
Participants were assured that owners of pole treatment plants are ready to assist upcoming suppliers in the industry, and they would succeed in getting the required documents within the period of tender.
3. / There was need to clear the air in regard to the minimum number of poles to be bidded as a section in the document had indicated a threshold of 5,000 / Minimum quantity of poles to be quoted was 1,000 and not 5,000, and an addendum would be issued to address the confusion
4. / Would Kenya Power allow certificate of directors which would be more than 3 months old in cases where there were no changes in the directorship of the prospective bidding firms for a long time. / Interested bidders were urged to include the certificate they are able to get, and were assured that this did not form part of the evaluation criteria.
5. / Format of drying kiln not given / Bidder to confirm if they have the drying kiln
6. / Are the marks for key personnel added together in cases where one has more than one professional say wood scientist and a forester? / Bidder to state just one professional the firm has which can fetch for the highest marks in the category.

There being no other business, the meeting concluded at 4.00.p.m.

Signed:

David Gatumo…….Senior Wood Scientist………Chairman______Date………..

  1. George Ouma…….Senior Supply Chain Officer………Secretary ______Date………..

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