Kenya Seed Company limited
PRE-QUALIFICATION OF SUPPLIERS
FOR
GOODS AND SERVICES
FOR 2013/2014 FINANCIAL YEAR
REFERENCE KSC/P/ PREQ.2013/2014
APPLICATION DOCUMENTS
FOR
PRE-QUALIFICATION OF SUPPLIERS FOR
GOODS AND SERVICES
TO
KENYA SEED COMPANY LIMITED
DURING THE FINANCIAL YEAR 2013/2014
TENDER REF: KSC/P/ PREQ./P/2013/2014
KENYA SEED COMPANY LIMITED
TENDER NOTICE
PRE-QUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES
2013/2014 FINANCIAL YEAR- TENDER REF: KSC/P/PREQ./P/2013/2014
Kenya Seed Company is in the process of pre-qualifying suppliers and service providers.
For this purpose, interested existing Prequalified suppliers, service providers and new eligible and capable suppliers, manufacturers, distributors, agents, professional organizations and individuals are invited to apply and submit an up-to-date information as requested for consideration and registration as Kenya Seed Company suppliers for goods and services covered under the listed categories during the financial year starting 1st July, 2013 and ending 30th June, 2014
Pre-qualification documents with specifications listed for each category and detailed requirements for pre-qualification can be obtained on request from the office of: -
1. / The Ag. Chief Procurement Officer,Kenya Seed Company Ltd.,
P.O. Box 553,
KITALE.
Tel: 054-31909-31914 / 2. / The General Manager,
Simlaw Seeds Company Ltd.,
P.O. Box 40042,
NAIROBI
Tel: 020-2215066/2215067 / 3. / The Branch Manager,
Kenya Seed Company Ltd.,
P.O. Box 959,
NAKURU.
Tel: 051-2211503/2211630
On payment of non-refundable fee of Kshs.1000. per set of documents in cash or bankers cheque payable to Kenya Seed Company Limited.
Completed documents must be delivered in plain sealed envelopes clearly marked “APPLICATION FOR PREQUALIFICATION AS SUPPLIER OR SERVICE PROVIDER – REF: KSC/P/PREQ./P2013/2014 – AND INDICATING CATEGORY APPLIED FOR” on top of the sealed envelope and addressed to: -
The Managing Director
Kenya Seed Company Limited,
P.O. Box 553,
KITALE – Attn: Ag. Chief Procurement Officer
Or be deposited in the TENDER BOX available at the main office, reception area of the Company Headquarters – Kitale, so as to reach him on or before, 21st may 2013 at 11.00 a.m.
Applications will be opened immediately thereafter in the presence of applicants representatives who choose to attend on the same date and time at Kenya Seed Company Offices.
Please note that this notice does not constitute an invitation to bid for the goods and services indicated but it is meant to enable preparation of a list of suppliers and service providers from whom goods and services may be procured when need arises.
NB: Kenya Seed Company reserves the right to change or cancel this requirement at anytime during the pre-qualification process.
Managing Director
APPLICATION FORM
REFERENCE: KSC/P/PREQ./P/2013/2014
To:
The Managing Director,
Kenya Seed Company Limited,
P.O. Box 553,
KITALE.
Dear Sir,
RE: APPLICATION FOR PRE-QUALIFICATION FOR SUPPLY OF GOODS AND SERVICES 2013/2014.
1. Having examined the application documents the receipts of which is hereby duly acknowledged, we the undersigned apply for registration as supplier/Service provider for: CATEGORY NO……………………. during the financial year 2013/2014.
2. We undertake, if our application is acceptable to be competitive in our tenders and quotations and shall offer high quality goods/services and as per your specifications.
3. For goods/services, which require manufacturers support, we will obtain manufacturers certificate or guarantee.
4. We agree to abide by our statements in this application
5. We understand this is not a tender but an application for consideration to participate in the company’s procurement process during the financial year 2013/2014 and that you are not bound to accept it or any application you may receive.
Signed:
In the capacity of:
Duly authorized to sign for and on behalf of:
Date:
KENYA SEED COMPANY LIMITED
SUPPLIER – PRE-QUALIFICATION CATEGORIES
2013/2014 FINANCIAL YEAR: TENDER REF: KSC/P/PREQ./P/2013/2014
CATEGORY NO. / CATEGORY DESCRIPTIONKSC/P/G.
KSC/P/G.1
KSC/P/G.2
KSC/P/G.3
KSC/P/G.4
KSC/P/G.5
KSC/P/G.6
KSC/P/G.7
KSC/P/G.8
KSC/P/G.9
KSC/P/G.10
KSC/P/G.11
KSC/P/G.12
KSC/P/G.13
KSC/P/G.14
KSC/P/G.15
KSC/P/G.16
KSC/P/S.
KSC/P/S.1
KSC/P/S.2
KSC/P/S.3
KSC/P/S.4
KSC/P/S.5
KSC/P/S.6
KSC/P/S.7
KSC/P/S.8
KSC/P/S.9
KSC/P/S.10
KSC/P/S.11
KSC/P/S.12 / GOODS
GENERAL OFFICE STATIONERY, ADHESIVE TAPES AND MANILA TAGS
PRINTING AND SUPPLY OF PRINTED STATIONERY
DESIGN AND PRINTING OF CALENDERS, DIARIES, CHRISTMAS CARDS, BROCHURES, MAGAZINES, BOOKLETS, ANNUAL REPORTS AND PROMOTIONAL MATERIALS
HOUSEHOLD, SANITARY AND CLEANING MATERIALS/DETERGENTS, GROCERY ITEMS, E.G SUGAR, TEA LEAVES, MINERAL WATER, BISCUITS, MILK, SOAPS ETC.
ELECTRICAL FITTINGS AND HARDWARE MATERIALS, EQUIPMENT, BUILDING MATERIALS, PAINTS AND THINNERS.
SAND, BALLAST, BUILDING STONES AND OTHER RELATED MATERIALS
TIMBER – SAWN, POSTS AND OFF CUTS.
RESEARCH LABORATORY CHEMICALS AND EQUIPMENT
UNIFORMS AND PROTECTIVE CLOTHING/EQUIPMENT
JUTE GUNNY BAGS - (DIRECT IMPORTERS ONLY)
POLYBAGS PLAIN AND PRINTED –( MANUFACTURERS ONLY)
PETROLEUM PRODUCTS – FUELS, OILS AND LUBRICANTS (LOOSE AND BULK SUPPLIES).
MOTOR VEHICLE SPARE PARTS, BATTERIES, TYRES AND TUBES
CONSUMABLE MATERIALS FOR COMPUTERS, PRINTERS, FAXES AND COPIERS ETC E.G. TONNER, CATRIDGES ETC
OFFICE MACHINES/EQUIPMENT AND DATA PROCESSING MACHINES EG. CALCULATORS, SHREDDERS, COMPUTERS, PRINTERS, FAXES, UPS, COPIERS ETC.
SPARE PARTS FOR, PLANT AND FARM MACHINERY, FACTORY SPARES, CONVEYOR BELTS, AND CHAINS.
SERVICES
REPAIR AND MAINTENANCE OF WEIGHING MACHINES - VARIOUS
REPAIR AND MAINTENANCE OF COMPUTERS AND OFFICE MACHINES
REPAIRS AND SERVICING OF MOTOR VEHICLES
FUMIGATION AND PESTS CONTROL SERVICES
SUPPLY AND REPAIR OF TELEPHONE/TELECOMMUNICATION EQUIPMENT, VHF RADIOS
SUPPLY AND SERVICING OF FIRE FIGHTING EQUIPMENT
PROVISION OF AERIALSPRAYING SERVICES
COURIER SERVICES
SANITARY SERVICES/EMPTYING OF SEPTIC TANKS/PITS
PROVISION OF ENVIRONMENTAL AUDIT AND OTHER RELATERD SERVICES.
PROVISION OF FABRICATION WORKS AND GENERAL BUILDING WORKS
REWINDING AND REPAIR OF MOTORS, COLD STORES AND REFRIGERATOR EQUIPMENT
REQUIREMENTS FOR PRE-QUALIFICATION.
Together with properly completed application documents, eligible applicants will be required to submit the following MANDATORY REQUIREMENTS: -
1. LIST OF ITEMS/SERVICES THEY DEAL WITH OR PROVIDE A CATALOGUE.
2. COMPANY PROFILE AND SPECIALIZATION
3. COPY OF BUSINESS REGISTRATION CERTIFICATE
4. COPY OF BUSINESS PIN CARD
5. COPY OF V.A.T. CERTIFICATE
6. REFERENCE – LIST OF ORGANIZATIONS SERVED OR SUPPLIED – GIVE PERIOD AND NAME OF CONTACT PERSON IN EACH ORGANIZATION.
7. LETTER FROM YOUR BANK CONFIRMING YOUR LIQUIDITY, SUITABILITY AND CREDIT LIMITATION.
8. VALID TAX COMPLIANCE CERTICATE (COPY)
9. PHYSICAL ADDRESS/LOCATION
10. THREE (3) YEARS AUDITED ACCOUNTS
EVALUATION CRITERIA
A. PRELIMINARY EXAMINATION
All applications shall be examined for
- Submission of applications in the required format
- Submission of all the mandatory requirements
NB: FAILURE TO SUBMIT ALL THE MANDATORY REQUIREMENTS SHALL LEAD TO REJECTION OF THE APPLICATION AND APPLICATIONS DETERMINED NON-RESPONSIVE AT THIS STAGE SHALLBE DISQUALIFIED
B. DETAILED EVALUATION
Qualified applications after preliminary examination will be evaluated on the following basis:-
· Evidence of value of services or goods provided/supplied for each of the last three years
· Experience in provision of similar services and effective supply of goods of similar nature and magnitude in each of the last three years.
· Provision of list and names of clients for reference.
· Reports on the financial standing of the applicant including profit and loss statements and auditor’s reports for the last three years.
· Evidence of adequacy of working capital to execute any size of contract (i.e. access to credit and availability of other financial resources
· Past and current litigation history of the applicant, parties concerned and nature of disputes if any.
· Response to the attached appraisal questionnaire.
SUPPLIERS/SERVICE PROVIDERS APPRAISAL QUESTIONNAIRE
1 / Company Name
2 / Nature of Business
3 / Address
4 / Office Telephone No.
5 / Office fax No.
6 / Plant/Factory (permanent address)
7 / Bank Reference
B / GENERAL INFORMATION AND STRATEGIC CONSIDERATIONS
1 / Date established
2 / Types of activities
3 / Main Owners
4 / Are there financial/Ownership Link with other companies / Yes No Name (s)
5 / What is the Company’s main line of business
6 / Information on goods/ services specification / Supplied since / Supplied to:
1 ……………………………………………………
2…………………………………………………….
3 …………………………………………………… / ……………
……………
…………… / ………………...
………………...
………………...
C / REGISTRATION STATUS AND OTHER STATUTORY REQUIREMENTS
C.1 Registration
1 / Legal Registration No.
2 / Registration with other relevant regulatory authority ( state the authority)
3 / Membership of relevant Association (state the association)
C.2 Other Statutory Requirements
1 / Tax Compliance Certificates
2 / P.I.N Certificate
3 / VAT Certificate
D / FINANCIAL ANALYSIS
D.1 General financial information
1 / What is the Company’s financial year
2. / What has been the Company’s turnover during the last 5 financial years
3 / Are the Company’s financial statements given and attached to this questionnaire
4 / What are the Company’s financial objectives
E / EXPERIENCE AND QUALIFICATIONS
E.1 Types and value of Goods/service supplied or rendered for each of the last three years and clients
Goods/Service Value Client
a)
b)
c)
F / SALES SERVICE AND CUSTOMER SUPPORT
F.1General sales information
1 / Sales turnover for goods/services
2 / The Company’s main competitors
3 / Main market segments serviced
4 / Sales infrastructure and arrangements
5 / The maximum contract value the company is willing to undertake / Minimum:
Maximum:
F.2 After sales services and customer support
1 / What level of technical support is generally offered?
2 / Name and contact details of the technical local point
3 / Is service level performance measured? If so list the indicators used / Yes:
No: / Indicators
4. / Is there a team of persons that can be contacted outside the working hours?
5 / Does the company employ temporary or subcontracted labour. If yes, please give details:- / Yes:
No:
G.3Customer Complaints and Rejection
1 / Customer Complaints handled? Give details
2 / Is the root cause for customer rejection investigated and measures taken to eliminate the cause? Give details:- / Yes:
No:
3 / Are these measures monitored to ensure that they are effective? Give details / Yes:
No:
F.4 E-Commerce
1 / Does the company have a website? Which are its main features (e.g. transactional, promotional, corporate, etc / Yes:
No:
2 / Does it have an online catalogue of products and services? Give details / Yes:
No:
MANUFACTURER’S AUTHORIZATION FORM
To: Kenya Seed Company Limited,
Where as …………………………………………………………………………………………………..
(Name of Manufacturer)
who are established and reputable manufacturers of
……………………………………………………………………………………………………………….
(Description of the goods)
having factories at …………………………………………………………………………………………
(Factory address)
do hereby authorize ……………………………………………………………………………………….
(Name and address of Agent)
to submit a tender, and subsequently negotiate and sign the contract with you against any requirement of our products or. We hereby extend our full guarantee and warranty as per the General Conditions of Contract for the goods offered for supply by the above firm against any order by Kenya Seed Company.
…………………………………………………………………………………………………………..
(Signature for and on behalf of Manufacturer)
APPLICATION QUESTIONNAIRE
Please fill in block letters:
1. Applicants’ full names ………………………………………………………………………………….
2. Full address of applicant ……………………………………………………………………………….
3. Telephone ……………………………………………………………………………………………….
4. Fax or E-mail ……………………………………………………………………………………………
5. Name of applicants’ representative to be contacted on matters of the supply/tender during the financial year
……………………………………………………………………………………………………………..
……………………………………………………………………………………………………………..
6. Details of applicants’ nominated agent (if any) to receive tender notices. (This is essential if the applicant does not have its registered address in Kenya).
Name ………………………………………………………………………………
Postal Address…………………………………………………………………….
Telephone, Fax or E-mail No. …………………………………………………..
CONFIDENTIAL QUESTIONNAIRE
You are requested to give the particulars indicated here below: -
Applicants are advised that it is a serious offence to give false information on this form.
PART 1 – GENERAL
a) Business Name: ………………………………………………………………………..
b) Location of business premises and registered office Country/Town
…………………………………………………………………………………………….
c) Plot Number ……………………………………. Street/Road ……………………….
d) Postal Address ………………………………….. Telephone ………………………..
Fax ……………………………………… E-Mail ……………………………………….
e) Nature of Business (Specialization)…………………………………………………….
………………………………………………………………………………………………
f) Current Trade Licence No. ………………………… Expiry Date …………………….
(Attach copy)
g) PIN Number ………………………………………………. (Attach copy)
h) V.A.T. Certificate Number ………………………………………… (Attach copy)
i) Name of your Bankers ………………………………………… Branch ………………….
j) Your agreeable trade terms (mode of payment, credit allowable and basis of discount) ……………………………………………………………………………………………………
k) Bank certificate on the applicant’s liquidity, suitability and credit limitation (Attach Banker’s Statement of these).
PART 2 (A)
SOLE PROPRIETOR
a) Your Name in full …………………………………………………………………………….
Age …………………………………………………………………………………………….
b) Nationality …………………………………. Country of Origin …………………………….
Citizenship details …………………………………………………………………………….
OR PART 2 (B)
PARTNERSHIP
Give details of partners as follows: -
Name Nationality Shares
1. …………………………………………………. …………………….. ………………………..
2. ………………………………………………….. …………………….. ………………………..
3. ………………………………………………….. …………………….. ………………………..
4. …………………………………………………... …………………….. ………………………...
OR PART 2 (C)
REGISTERED COMPANY
a) Private or Public ………………………………….. state the nominal and issued capital of
the company: -
Nominal Kshs. …………………………………………………….
Issued Kshs. ……………………………………………………..
b) Details of Directors: -
Name Nationality Shares
1. ………………………………………………… …………………….. ………………………..
2. …………………………………………………. …………………….. ………………………..
3. ………………………………………………….. …………………….. ………………………..
4. …………………………………………..…….. …………………….. ………………………...
If Kenya citizen, indicate under “citizenship details” whether by birth, naturalization or registration.
PART 3
In the event of this tender being accepted, I/we agree to supply against an order signed by an authorized officer of the Kenya Seed Company Limited, those goods accepted in this application to the quoted delivery points and date and that failure on my/our part to meet these requirements constitutes a breach of agreement.
Tenderer’s Full Names …………………………………………………………………………..
And on behalf of: -
Signature ……………………………………………………………………………………………..
Director
Designation …………………………………………………………………………………………..
Full Trade Address: P.O. Box ………………………………………………………………….
Town: ……………………………………………………………………..
Tel. No. ……………………………………………………………………
Fax No. ……………………………………………………………………
Date ……………………………………………………………………….
Witnessed by: ………………………………………………………………………………………….
Address: P.O. Box ………………………………………………………………….
Town: ……………………………………………………………………..
Tel. No. ……………………………………………………………………
Fax No. ……………………………………………………………………
Date ……………………………………………………………………….
GENERAL INFORMATION
(APPLICANTS MUST READ AND UNDERSTAND THESE REQUIREMENTS)
INTRODUCTION
1. ELIGIBLE APPLICANTS
1.1 This Invitation for Application is open to all applicants eligible as described in the application documents. Eligible applicants shall complete and specify in the application document the category preferred.
1.2 Applicants shall provide the qualification information statement that the applicant (including all members of a joint venture and sub contractors) is not associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Procuring entity to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods under this Invitation for tenders.
1.3 An applicant shall not be under a declaration of ineligibility for corrupt and fraudulent practices.