PRE-QUALIFICATION/REGISTRATION OF SUPPLIERS FOR SUPPLY/PROVISION OF GOODS AND SERVICES

Transcription

1 PRE-QUALIFICATION/REGISTRATION OF SUPPLIERS FOR SUPPLY/PROVISION OF GOODS AND SERVICES BI-ANNUAL TENDER AND PREQUALIFICATION FOR FINANCIAL YEARS & Category No... CLOSING DATE: 18th SEPTEMBER 2014 AT A.M

2 Table of Contents Pages 1. TENDER NOTICE PRE-QUALIFICATION INSTRUCTIONS BRIEF CONTRACT REGULATIONS PRE-QUALIFICATION DATA INSTRUCTIONS FORM PQ 1 PRE-QUALIFICATION DOCUMENTS FORM PQ 2 PREQUALIFICATION DATA FORM PQ 3 SUPERVISORY PERSONNEL FORM PQ 4 FINANCIAL POSITION FORM PQ 5 CONFIDENTIAL BUSINESS QUESTIONNAIRES FORM PQ 6 PAST EXPERIENCE FORM PQ 7 LITIGATION HISTORY FORM PQ 8 SWORN STATEMENT K N C H R P R E Q U A L I F I C A T I O N / /

3 Invitation for Bid/Tender Notice Date: 29 th 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 DESCRIPTION 1 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) 2 K N C H R P R E Q U A L I F I C A T I O N / /

4 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:- 1. Copy of certificate of incorporation/registration 2. List and value of all contract works performed in the last 2 years 3. Contacts of at least 2 major clients who may be contacted for further information on these contracts 4. Qualification and experience of key personnel 5. Authority to seek reference from bankers and clients 6. Certificate copies of PIN and VAT registration certificate 7. Physical address 8. 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 3 K N C H R P R E Q U A L I F I C A T I O N / /

5 The pre qualification documents must be accompanied by the following:- 1. List and value of at least five contracts successfully implemented in the last two years. 2. Contacts of at least two major clients who may be contacted for further information on these contracts 3. Qualification and experience of key personnel 4. Authority to seek reference from bankers and clients 5. Physical address 6. 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:- 1. Copy of certificate of incorporation/registration 2. Letters of recommendation from two of your major clients 3. Company profile 4. Tax compliance, VAT and PIN Certificate Tender/Pre-qualification documents may be obtained from the KNCHR offices, located at 1 st 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 2 nd 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, 1 st Floor CVS Plaza, Lenana Road, P.O Box , Nairobi-Kenya or be deposited in the tender box situated at the KNCHR Nairobi Office 1 st Floor CVS Plaza, along Kasuku/Lenana Road Junction on or before 18 th September 2014 at 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 4 K N C H R P R E Q U A L I F I C A T I O N / /

6 PRE-QUALIFICATION INSTRUCTIONS 1.1 Introduction 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. 1.2 Pre-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, Invitation 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. 1.4 Experience 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. 1.5 Pre-qualification Document This document includes questionnaire forms and documents required of prospective candidates. 1.6 In order to be considered for pre-qualification, prospective candidates must submit all the information as herein requested. 1.7 Distribution of Pre-qualification Documents Duly Completed pre-qualification data and other requested information shall be submitted, so as to reach: The Commission Secretary, Kenya National Commission on Human Rights, 1 st Floor CVS Plaza, Lenana Road, P. O Box , Nairobi-Kenya Not later than 18th September 2014 at a.m. 5 K N C H R P R E Q U A L I F I C A T I O N / /

7 1.8 Questions 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 Additional Information KNCHR reserves the right to request submission of additional information from prospective bidders Request for quotations/tenders will be made available only to those bidders whose qualifications meet a minimum score of 70% upon evaluation. 6 K N C H R P R E Q U A L I F I C A T I O N / /

8 2 BRIEF CONTRACT REGULATIONS/GUIDELINES 2.1 Taxes 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. 2.2 Customs Clearance The contractors shall be responsible for custom clearance of their imported goods and materials. 2.3 Contract 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. 2.4 Payments All local purchase shall be on credit of a minimum of thirty (30) days or as may be stipulated in the Contract Agreement. 7 K N C H R P R E Q U A L I F I C A T I O N / /

9 3. PRE-QUALIFICATION DATA INSTRUCTIONS 3.1 Pre-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 The 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. 3.2 Qualification It 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 Prospective bidders will not be considered qualified unless in the judgment of the KNCHR that they 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. 3.3 Essential Criteria for Pre-qualification (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 Personnel 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. 8 K N C H R P R E Q U A L I F I C A T I O N / /

10 3.3.3 Financial 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 Special 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 Past Performance Past performance will be given due consideration in pre-qualifying bidders. Letter of reference from past customers should be included in Form PQ Statement Applicants must include a sworn statement Form PQ-8 by the Tenderers ensuring the accuracy of the information given. 3.5 Withdrawal 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/knchr could 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 KNCHR reserves the right to reject the tender from such a bidder even though he was initially pre-qualified. 3.6 The 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. 9 K N C H R P R E Q U A L I F I C A T I O N / /

11 3.6.1 The firm must show proof that it has paid all its statutory obligations and have current Tax Compliance Certificate 3.7 Prequalification Criteria Required Information Form Type Points Score 1. Registration Documentation PQ Pre-qualification Data PQ Supervisory Personnel PQ-3(a) or 3(b) (fill one part but not both) Financial Position PQ Confidential Report PQ Past Experience PQ Litigation History PQ Sworn Statement PQ- 8 5 TOTAL The 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. 10 K N C H R P R E Q U A L I F I C A T I O N / /

12 FORM PQ-1 PRE-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. 5. Copy of current Trade License, where applicable and 6. 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) 11 K N C H R P R E Q U A L I F I C A T I O N / /

13 FORM PQ-2 - PRE-QUALIFICATION DATA REGISTRATION OF SUPPLIERS APPLICATION FORM 1. 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 2. Organization & Business Information Management Personnel. President (Chief Executive).. Secretary General Manager.. Treasurer Other. 12 K N C H R P R E Q U A L I F I C A T I O N / /

14 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 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 Indicate terms of trade/sale.. (10 Points) 13 K N C H R P R E Q U A L I F I C A T I O N / /

15 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) 14 K N C H R P R E Q U A L I F I C A T I O N / /

16 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: Name of Client: Duration of assignment (months) Total No. Of staff-months of the assignment: Address: Start date (month/year): Completion date (month/year): Name of associated Consultants, if any: Approx. Value of the services provided by your firm under the contract (in current Ksh.): No. Of professional staff-months provided by associated Consultants: 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) 15 K N C H R P R E Q U A L I F I C A T I O N / /

17 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 16 K N C H R P R E Q U A L I F I C A T I O N / /

18 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. [Signature of staff member or authorized representative of the staff] Date: Day/Month/Year Full name of authorized representative: (10 points) 17 K N C H R P R E Q U A L I F I C A T I O N / /

19 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) 18 K N C H R P R E Q U A L I F I C A T I O N / /

20 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

21 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 Date...Signature of Candidate. *if Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or Registration (10 Points) 20 K N C H R P R E Q U A L I F I C A T I O N / /

22 FORM PQ-6 - PAST EXPERIENCE NAMES OF OTHER CLIENTS AND VALUES OF CONTRACT/ORDERS (PREFERENCE GROUP EXEMPTED) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization). iv) Telephone No. of Client. v) Value of Contract vi) Duration of Contract (date) (Attach documental evidence of existence of contract) 2. Name of 2 nd Client (organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization). iv) Telephone No. of Client v) Value of Contract.. vi) Duration of Contract (date) (Attach documental evidence of existence of contract) 3. Name of 3 rd Client (organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization). iv) Telephone No. of Client v) Value of Contract.. vi) Duration of Contract (date) (Attach documental evidence of existence of contract) 4. Others (18 Points) 21 K N C H R P R E Q U A L I F I C A T I O N / /

23 FORM PQ-7 - LITIGATION HISTORY Name of Contract Supplier Contractors/Suppliers should provide information on any history of litigation or arbitration resulting from contracts executed in the last five years or currently under execution. YEAR AWARD FOR OR NAME OF CLIENT CAUSE DISPUTED AMOUNT AGAINST OF LITIGATION AND (CURRENT VALUE, MATTER IN DISPUTE KSHS. EQUIVALENT (5 Points) 22 K N C H R P R E Q U A L I F I C A T I O N / /

24 FORM PQ-8 - SWORN STATEMENT Having studied the pre-qualification information for the above project we/i hereby state: a. The information furnished in our application is accurate to the best of our knowledge. b. That in case of being pre-qualified we acknowledge that this grants us the right to participate in due time in the submission of a tender or quotation on the basis of provisions in the tender or quotation documents to follow. c. We enclose all the required documents and information required for the pre-qualification evaluation. Date Applicant s Name Represented by Signature (Full name and designation of the person signing and stamp or seal) (5 Points) 23 K N C H R P R E Q U A L I F I C A T I O N / /