PRE-QUALIFICATIONOF SUPPLIERSFOR

THE PROVISION OF GROUP LIFE & PERSONAL ACCIDENT INSURANCE POLICY

THE 2018/2019FINANCIAL YEARS

KIM 03/2018/2019

CLOSING 19TH MARCH 2018 AT 10:00 A.M

……………………………………………………………………………

SECTION A: PREQUALIFICATION NOTICE

THE KENYA INSTITUTE OF MANAGEMENT

PREQUALIFICATION OF SUPPLIERS FOR THE PROVISION OF GROUP LIFE & PERSONAL ACCIDENT INSURANCE POLICY

The Kenya Institute of Management invites sealed applications from eligible candidates for purpose of pre-qualifying Suppliers for the Provision of Group Life & Personal Accident Insurance Policy.

Detailed pre-qualification documents can be obtained from the procurement office located at Luther Plaza, 2nd floor, Nyerere Road, off Uhuru Highway from Monday to Friday (8:00am-4:30pm) upon payment of a non-refundable fee of Ksh. 2000.00 in cash or bankers cheque payable at the finance office in the same building.

Completed pre-qualification documents must be submitted in a plain sealed envelope which should bear the words Pre-qualification of supplier for Group Life & Personal Accident Insurance Policyand deposited in the tender box at Luther Plaza Reception or posted to

The Executive Director

P. O. Box 43706-00100

Nairobi.

The documents should be submitted by 19th March 2018 at 10:00 a.m. Opening of the applicationswill take place immediately thereafter in the presence of the suppliers or their representatives who choose to attend.

Other conditions are as outlined in the prequalification documents. Interested eligible firms are advised to carefully inspect pre-qualification documents prior to purchase.The Kenya Institute of Management reserves the right to accept or reject any application either in part or wholly and is not bound to give reasons for its decision.

PROCUREMENT OFFICER

For: EXECUTIVE DIRECTOR

SECTION B: INFORMATION TO CANDIDATES

1. INTRODUCTION

1.1.The Kenya Institute of Management will pre-qualify and enlist prospective bidders for the for the Provision of Group Life & Personal Accident Insurance Policyfrom among those who will have submitted their tenders, in accordance with the tender requirements to undertake the assignments described herein. Only candidates prequalified under this prequalification process shall be invited to tender.

1.2.The Pre-qualification Tender document and the Tenderers response thereof shall be the basis for pre-qualification. Tenderers must familiarize themselves with the requirements described in this document.

1.3.The Kenya Institute of Management does not bind itself to assign supply of goods, works and services but shall endeavor to ensure tenders for specific goods, works and services will be treated equitably.

1.4.Applicants will be informed in writing of the results of the application, without assigning any reason for the Kenya Institute of Management decision thereof.

1.5. Tenderers will meet all costs associated with preparation and submission of their applications.

2. DOCUMENTS COMPRISING THE REQUEST FOR PRE-QUALIFICATION

2.1.Tenderers may request a clarification on the Tender Pre-qualification document up to 7 (seven) days before the Tender submission date. Any request for clarification must be sent in writing by mail, or electronic mail to the Purchaser's/Employer's address. The Purchaser Employer will respond in writing by normal postal mail, or electronic mail to such requests and will send copies of the response to all Tenderers who intend to submit tenders.

3. PREPARATION OF TENDER DOCUMENTS

3.1.Tenderers are expected to examine the documents comprising this Request for pre-qualification in detail. Material deficiencies in providing the information requested may result in rejection of a Tender.

3.2.Tenderers are required to meet the qualification criteria stipulated. Those who do not meet the requirements need not submit tenders. Only tenders, which fulfill these requirements, will be considered for detailed evaluation.

3.3.The pre-qualification documents shall not include any financial proposal information.

4 SUBMISSION, RECEIPT, AND OPENING OF TENDERS

4.1.All pages of the Tender Document must be initialed by an authorized representative of the tenderer.

4.2.The Tender should be prepared and submitted in a plain sealed envelope marked:

"PRE-QUALIFICATION OF SUPPLIERS FOR THE PROVISION OF GROUP LIFE & PERSONAL ACCIDENT INSURANCE POLICY KIM03//2018/2019.

And be deposited in the tender box provided in the following address:

The Kenya Institute of Management

Luther Plaza, 2nd floor

Nyerere Road, off Uhuru Highway

P. O Box 43706-00100

NAIROBI

From Monday to Friday (8:00am-4:30pm)

4.3.Deadline for Submission

  1. The closing time for the Pre-qualification shall be19th March 2018 at 10:00 a.m. submissions shall be marked "DO NOT OPEN BEFORE 19th March 2018 at 10:00 a.m
  2. Any Tender received after the deadline pursuant to clause 4.3 shall be rejected as a late tender and shall not be considered.

4.4.Tender Opening

  1. A committee of officials shall open the Tender immediately after the closing time for submission of the Tender.

5 TENDEREVALUATIONS

  1. The Kenya Institute of Management will examine the tenders to determine completeness, general orderliness and sufficiency in responsiveness.
  2. Tenderers shall not contact The Kenya Institute of Management on the matters relating to their tender from the time of opening to the time the evaluation is finalized and official communication is sent to them. Any effort by the Tenderer to influence KIM in the Tender evaluation shall result in the cancellation of their tender.
  3. Pre-qualification will be based on meeting the following minimum criteria- theApplicant's legal status, general and particular experience, personnel as demonstrated by the responses in the attached forms.
  4. The applicants should have registered offices and The Kenya Institute of Management reserves the discretion of visiting physical premises from which the applicant conducts business if so desired to confirm existence and capability to deliver the said goods/services.
  5. Tenderers who qualify according to the selection criteria will be invited to submit their quotations for the supply as and when required.
  6. KIM reserves the right to accept or reject any or all Tenders without the obligation to assign any reason (s) thereof.

6. EVALUATION

There shall be two phases of carrying out the evaluation of prequalification applications

  1. Preliminary Evaluation Phase
  2. Detailed Evaluation Phase

6.1. Preliminary Evaluation Phase

  1. Pre-screening shall be done for all the applications in to determine occasional responses of a casual nature namely:-
  1. Applicants should attach the following;
  1. Copy of Valid Tax Compliance certificate
  1. Copy of Certificates of Incorporation,
  1. Copy of single Business Permit
  1. Must submit a dully filled up Confidential Business Questionnaire in format provided
  1. Must be registered with the Insurance Regulatory Authority and a copy of the valid current license be submitted.
  1. Must submit copies of Audited accounts for the last two Years. The firm must also have done gross premiums in the year 2017 of not less than Kshs. 1billion for Group life line of Business and 300M for Group personal accident
  1. Must have paid- up capital of 300M
  1. Must attach a list of 5 reputable client
  1. Must attach proof of Re-insurance treaty
  1. Must attach 5 number of professional staff
  1. Applicants not completing fully tender for prequalification of suppliers and service providers form.
  2. Applicants not showing copy of The Kenya Institute of Management Official receipt proving purchase of Prequalification document.
  1. Casual applicants shall be considered substantially non-responsive and shall be excluded from those considered for detailed evaluation.
  2. A list shall be compiled for those Tenderers who pass the preliminary phase to be evaluated in detail.

6.2. Detailed Evaluation Phase

The evaluation team shall undertake a thorough and objective analysis of the suppliers contained in the list utilizing the following procedures:-

  1. The drawing up of a pro-forma in respect to each application listing the queries contained in the questionnaire attached in the pre-qualified application form and the comments and responses received.
  2. A detailed assessment of each applicant to be made in the course of studying the application to complete each pro-forma.
  3. Development of a system to evaluate responses to a number of the more important questions and in particular those relating to:-

(a)Structure and organization of the tender

(b)Experience in the field

(c)reputation

7. NOTIFICATION OF PRE –QUALIFICATION

Once the list of those who succeeded to be pre-qualified has been approved and ratified by the authorized officers of the company, the procurement manager shall notify in writing of the names of those applicants who have been pre-qualified and also those who failed to be pre-qualified.

SECTION C: CRITERIA OF EVALUATION

Requirements / Points
1 / Copy of Certificate of Registration / 5
2 / Copy of Valid Tax Compliance / 5
4 / Share capital/ paid - up / 10
3 / Gross premium 2016,GPA and GLA - 5 Marks for each / 10
4 / Reputable clients – Five Recommendation Letters- 2 Marks for each / 10
5 / Audited accounts for the past two years –Five Marks for each / 10
6 / No. of staff - Attach the profile of Five Professional Staff / 10
7 / Copy of PIN Certificate / 5
8 / Tax compliance certificate / 5
9 / Certificate of registration / 5
10 / AKI certificate / 5
11 / IRA license / 5
12 / Single business permit / 5
13 / Confidential Business Questionnaire / 5
14 / Re-insurance Slip / 5

SECTION D: SUPPLIER PRE-QUALIFICATION QUESTIONNAIRE

(TO BE COMPLETED BY THE SUUPLIER)

  1. Company Name…………………………………………………………………….
  1. Trading As ……………………………………………………………………………
  1. Postal address………………………Town………………….post code………………….
  1. Telephone number(s)………………………………………………………………………….
  1. Email Address…………………………………………………………………………………
  1. Physical address
  1. Building……………………………………………..Floor……………………………………
  1. Plot number………………………………………….Door……………………………………….
  1. Street………………………………………………………………………………………………
  1. KIM receipt No…………………………………………………………………… ………………(Attach copy)
  1. Certificate of registration/incorporation No………………………………………. (Attach copy)
  1. Trade license No……………………………………………………………………………….. (Attach copy)
  1. VAT registration No…………………………………………………………………….……… (Attach copy
  1. PIN Certificate No…………………………………………………………………………….… (Attach copy)
  1. Tax compliance certificate…………………………………………………………….…… (Attach copy)
  1. Maximum value of business handled by your business in the last two years (show

Proof)……………………….

  1. Name of bankers…………………………….Branch……………………………………………
  1. Provide Company profile
  • Name of Directors
  • Name of Key personnel
  1. Tick the appropriate credit period you can offer
  • 90 days
  • 60 days
  • 30 days
  1. Proof of having undertaken similar assignments in at least two institutions/organizations

Names of the Institutions/ organizations………………………………………………………………..

………………………………………………………………….

  1. State the volume of business you can handle at any one time…………..
  1. Number of years in a similar business………………………………………………………..

REFERENCES

This part is to be filled by the referees themselves

1

Company Name
Name of contact person
Title
Nature of business
Brief description of
Goods/services
Provided in the last
2 years

How do you rate this supplier?

Poor Good V. Good

Competitiveness …………. ……… ……………

Quality (consistency) ………… ………. …………….

Delivery ………… ………… ……………

Signature…………………………….Date…………………………..

Official company stamp…………………………………………………..

2

Company Name
Name of contact person
Title
Nature of business
Brief description of
Goods/services
Provided in the last
2 years

How do you rate this supplier?

Poor Good V. Good

Competitiveness …………. ……… ……………

Quality (consistency) ………… ………. …………….

Delivery ………… ………… ……………

Signature…………………………….Date…………………………..

Official company stamp…………………………………………………..

The signatory of this supplier pre-qualification questionnaire guarantees the trust and accuracy of all responses given herein, and is an authorized officer or agent of the company.

Information submitted and completed by

Name………………………………………..

Title…………………………………………

Date…………………………………………….

Company rubber stamp

DECLARATION

We understand that the Institute is not bound to accept the lowest or any of our tender that you may receive.

Name of the company ………………………………………………………………

Name of the person authorized to sign on

Behalf of the company………………………………………………………………..

Position in the company………………………………………………………..

Signature………………………………………………………………………….

Company Rubber stamp

1