KENYA COMMERCIAL BANK

Transcription

1 KENYA COMMERCIAL BANK TENDER DOCUMENTS AND BILLS OF QUANTITIES FOR PROPOSED PHASE 2-PROPOSED SUPPLY OF FURNITURE TO HOSTEL ROOMS AT KCB LEADERSHIP CENTRE FOR KENYA COMMERCIAL BANK LTD, ON PLOT NO. LR 12302/22 KAREN - NAIROBI CLIENT/EMPLOYER KENYA COMMERCIAL BANK LTD P.O. BOX NAIROBI INTERIOR DESIGNER STUDIO 62 LIMITED P.O. BOX NAIROBI QUANTITY SURVEYORS INTEGRATED YMR PARTNERSHIP P.O. BOX NAIROBI Proposed Supply of Furniture JULY

2 REGISTATION OF INTEREST TO PARTICIPATE TENDER FOR PROPOSED SUPPLY OF FURNITURE TO HOSTEL ROOMS AT KCB LEADERSHIP CENTRE FOR KENYA COMMERCIAL BANK LTD ON, PLOT NO /22 KAREN - NAIROBI This form serves as an acknowledgement of receipt of the tender and participation. This page is to be completed immediately on downloading/receiving the document and a scan copy ed to procurement@kcb.co.ke. Table 1: Registration of Interest to Participate Item Supplier Details Name of Person Organization Name Postal Address Tel No Fax No Address (this address should be clearly written as communication with bidders shall be through ) Signature: Date Company Stamp Proposed Supply of Furniture 1

3 PROPOSED SUPPLY OF FURNITURE TO HOSTEL ROOMS AND STAFF APARTMENTS AT KCB LEADERSHIP CENTRE FOR KENYA COMMERCIAL BANK LTD, ON PLOT NO /22 KAREN - NAIROBI SECTION 1: INSTRUCTIONS TO BIDDERS 1. INSTRUCTIONS TO BIDDERS Introduction Background, Aims and Objectives Current Situation/Location Deliverables Format of Tender Submission and Other Information for Bidders Cost of Bidding Clarification of Bidding Document Amendment of Bidding Document Responsiveness of Bids Evaluation and Comparison of Bids Data Validation Currency of Pricing of Bids Bid Documents Completion of Bids Correction of Errors in Bids FORM OF TENDER PROVISION OF BOND EXAMINATION OF TENDER DOCUMENTS SURETY UNDERTAKING SECTION B: TECHNICAL SPECIFICATIONS AND BILLS OF QUANTITIES SECTION NO.2 SUPPLY OF FURNITURE 2/1/1-2/7/1 MAIN TENDER SUMMARY M/S BQ APPENDIX A SCHEDULE OF DRAWINGS A/1 A/2 SECTION C: GENERAL CONDITIONS OF CONTRACT 1-5 of 15 SECTION D: SUPPLIER QUESTIONARE AND TECHNICAL EVALUATION CRITERIA 6-15 of INSTRUCTIONS TO BIDDERS 1.1. Introduction Kenya Commercial Bank Limited (hereinafter referred to as the Bank ) is a leading Commercial Banking Group in the East African region renowned for its diversity and growth. The Bank s Vision is to be the preferred Financial Solutions Provider in Africa with Global Reach. The Mission is to drive efficiency whilst growing market share in order to be The Preferred Financial Solutions Provider in Africa with a Global Reach. The Bank has five subsidiary companies KCB Tanzania, KCB Sudan, KCB Bank Uganda and KCB Rwanda and KCB Burundi. The platform is anchored on consolidation across our existing business, expanding and modernizing delivery channels, improving operational efficiencies, turning in Proposed Supply of Furniture 2

4 returns commensurate with level of investment and compliance with all regulatory and internal policy guidelines. This document constitutes the formal Invitation to Tender for THE PROPOSED SUPPLY OF FURNITURE TO HOSTEL ROOMS AT KCB LEADERSHIP CENTRE FOR KENYA COMMERCIAL BANK LTD, ON PLOT NO /22 KAREN - NAIROBI and is being availed on an open tender basis. The information in this document and its appendices and attachments is confidential and is subject to the provisions of our non-disclosure agreement and should not be disclosed to any third party without explicit prior written consent of the bank, neither should it be used for any purpose other than the furtherance of this tender Background, Aims and Objectives The objective of this RFP is to identity a bidder/s who can undertake THE PROPOSED SUPPLY OF SOFT FURNISHINGS in compliance with the technical specifications and other contractual terms Current Situation/Location The proposed works will be in KCB Leadership Centre, Karen, Plot LR 12302/22 off Ngong Road, Karen - Nairobi 1.4. Deliverables The service provider/s will be expected to undertake supply of soft furnishings 1.5. Format of Tender Submission and Other Information for Bidders The overall summary information regarding the SUPPLY OF SOFT FURNISHINGS is given in Section 2 TECHNICAL SPECIFICATIONS AND COMMERCIAL REQUIRMENTS. The bidder shall include in their offer any additional services considered necessary for the successful implementation of their proposal and clearly indicate Additional Proposals from bidders should be submitted in two distinct parts, namely Technical proposal and Financial proposal and these should be in two separate sealed envelopes, both of which should then be placed in a common sealed envelope marked TENDER FOR SUPPLY OF FURNITURE AT KCB LEADERSHIP CENTRE, PLOT NO /22 KAREN, NAIROBI FOR KENYA COMMERCIAL BANK LTD (DO NOT OPEN BEFORE 30 th July, 2014 AT 3.00PM) The two separate inner envelopes should be clearly marked Technical Proposal, and Financial Proposal, respectively, and should bear the name of the Bidder The bid documents shall be address to the following address and dropped at the tender box on 5 th Floor, Kencom House, Wing B on or before the closing date and time. Proposed Supply of Furniture 3

5 Head of Procurement Kenya Commercial Bank 5 th Floor Kencom House, Wing B P.O. Box 48400, 00100, Nairobi Please note that tenders received by facsimile or electronic mail will be rejected Deadline for Submission of Bids Bids should be addressed to the Head of Procurement and sent for receipt on or before 30 th July, 2014 at 3.00 pm. Any bid received by the Bank after this deadline will be rejected. Those submitting tenders or their representatives may attend the tender opening of date and time of submission The Technical Proposal should contain the following: Bidders, willing to have their bids progress to financial evaluation are expected to furnish the Bank with among others the following vital information, which will be treated in strict confidence by the Bank. a) Provide a company profile by completing the Supplier Questionnaire in Annex Section C of Tender Documents. b) A signed cover letter from the bidder indicating that the bidder has submitted their bid with full understanding of the terms of the tender. c) Manufacturer Authorization (Proof of direct appointed Local dealership), where applicable d) Technical brochure of the machine/model proposed where applicable e) The summary/conformance to technical specifications of the equipment proposed as per Section 2 Technical Specifications f) Tentative Work Plan Delivery and Installation timelines/delivery schedule from the date of LPO. g) Commitment of availability of spares for the proposed equipment and how many years spares are guaranteed to be available. h) Certified Technical Resources in relevant area Profile of the personnel to be involved in the work, with emphasis on academic qualifications and relevant experience. i) Reference sites where similar nature of work has been successfully completed and where the Bank would obtain references. j) Detailed relevant experience including customers served before and type of work undertaken. k) Company financial position as supported by relevant Audited Financial reports for the latest two years (2012 and 2013). l) Any other information / documents which may be considered necessary or useful for this Tender. Proposed Supply of Furniture 4

6 TABLE 2: TECHNICAL EVALUATION CRITERIA TENDER SUPPLY OF FURNITURE OF TWO HOSTEL BLOCKS AT KCB LEADERSHIP CENTRE, PLOT NO /22 KAREN, NAIROBI FOR KENYA COMMERCIAL BANK LTD No Description Points Score A B Track Record: 10 points Company profile and general response information required under item of Instructions to Bidders Staff Qualifications: 15 points 1 Adequacy of staff in accordance with minimum requirements 5 2 Qualifications of Directors of Partners (Provide schedule) 5 3 Experience of Directors/Partners of Staff (Provide schedule) 5 C Office and Service Facilities: 5 points 1 Own Premises (give LR Nos. and value) 5 2 Functional Workshop (indicate location) 5 D Experience of the Firm: 23 points 1 2 completed projects of approximately or above Kshs.15,000,000/= i.e. total furniture cost 2 Litigation or history of claims 5 E Financial Status: 30 points 1 Average Annual Turnover of Kshs.10,000,000/= or above 15 2 Liquidity (Cash in bank or redeemable securities) Kshs 5,000,000/= or above 3 Fixed assets Kshs.10,000,000/= or above (indicate in schedule) F Completion Period: 5 points 1 Completion Period (indicate...weeks) Grand Total 100 Note: 1. All bidders must provide above information together with their bids 2. A Bidder must score a minimum of sixty (65) points at the Technical Stage to qualify for Financial Evaluation. 5

7 1.5.6 The Financial proposal shall clearly indicate the total cost of PROPOSED SUPPLY OF FURNITURE in the Form of Tender provided Soft Copies for each bid may be provided in the standard Microsoft Office suite of Programs or Adobe Reader and delivered together with hard copy of the tender but this is optional A two stage procedure will be adopted by the bank for evaluating the bids, with the technical evaluation of all bids received in time being completed prior to any financial proposal being evaluated Bidders are requested to hold their bids valid for One Hundred and Twenty (120) days from the closing date for tender submission. The Bank will make its best efforts to arrive at a decision within this period Assuming that the Contract will be satisfactorily concluded, the bidders shall be expected to commence the assignment after the final agreement is reached and a letter of appointment issued The contracting arrangements shall define clearly the responsibilities and the services to be provided by each firm in the case of a joint venture The Bank reserves the right to accept or to reject any bid, and to annul the bidding process and reject all bids at any time prior to the award of the contract, without thereby incurring any liability to any Bidder or any obligation to inform the Bidder of the grounds for its action. 1.6 Cost of Bidding The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Bank will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 1.7 Clarification of Bidding Document i. All correspondence related to the contract shall be made in English. ii. Should there be any doubt or uncertainty, the Bidder shall seek clarification in writing addressed to the Head of Procurement through to: procurement@kcb.co.ke. iii. Any clarification sought by the bidder in respect of this tender shall be addressed at least five (5) days before the deadline for submission of bids, in writing to the Head of Procurement through the same mail. iv. It is the responsibility of the Bidder to obtain any further information required to complete this Tender. v. Any clarification requests and their associated response will be circulated to all Bidders. vi. The last date for receipt of requests for clarifications from bidders is..,.. 6

8 vii. The RFQ Clarification Template is as follows:- Company Name: Contact Person: (primary Supplier contact) Phone: Fax: Document Number/Supplier # Date Section/ Paragraph(2) Question (1) Question (s) mailing Date. (2) From the KCB Document. The queries and replies thereto shall then be circulated to all other prospective bidders (without divulging the name of the bidder raising the queries) in the form of an addendum, which shall be acknowledged in writing by the prospective bidders. Enquiries for clarifications should be sent by to: procurement@kcb.co.ke 1.8 Amendment of Bidding Document At any time prior to the deadline for submission of bids, the Bank, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment. All prospective Bidders that have received the bidding documents will be notified of the amendment in writing, and it will be binding on them. It is therefore important that bidders give the correct details in the format given on page 1 at the time of collecting/downloading/receiving the Tender document. To allow prospective Bidders reasonable time to take any amendments into account in preparing their bids, the Bank may at its sole discretion extend the deadline for the submission of bids based on the nature of the amendments. 1.9 Responsiveness of Bids The responsiveness of Bids to the requirements of this Tender will be determined in evaluation stage. A responsive Tender is deemed to contain all documents or information specifically called for in this Tender document. A bid determined not responsive will be rejected by the Bank and may not subsequently be made responsive by the Bidder by correction of the non-conforming item(s). 7

9 1.10 Evaluation and Comparison of Bids All bids received will be opened but technical proposals will be evaluated prior evaluation of the financial bids. Evaluation of financial will not be undertaken on bids from firms whose technical proposals are found to be non-qualifying or non-responsive in whatever respect Data Validation The Bank reserves the right to validate any and all the data supplied by the bidder, including without limitation, due diligence searches to establish the registration and registered directors of the company, contact with the manufactures, customers, bankers and insurers Currency of Pricing of Bids All bids in response to this RFP should be expressed in Kenya Shillings. Expressions in other currencies shall not be permitted Bid Documents The Tender Documents provided for this Project are as contained in the table of contents Completion of Bids a) All Documents forming the Tender must be completed in ink and the offer must be made on the Form of Tender. b) The Tender shall be validly witnessed. c) The Contractor is required to check the numbers of the pages and should any be found to be missing or in duplicate or the figures or writing indistinct, he must inform the Architect or the Quantity Surveyor at once and have the same rectified. Should the Contractor be in doubt about the precise meaning of any item, word or figures for any reason whatsoever, or observe any apparent omission of words or figures, he must inform the Bank in order that the correct meaning may be decided upon before the date for the submission of the Tender. d) No liability whatever will be admitted nor claim allowed in respect of errors in the Contractors' Tender due to mistakes in the Bills of Quantities which should have been rectified in the manner described above. e) The Contractor shall not alter or otherwise qualify the text of these Bills of Quantities. Any alteration or qualification made without authority will be ignored and the text of these Bills of Quantities as printed will be adhered to. f) The Contractor shall be deemed to have made allowance in his prices generally to cover items of Preliminaries or other items, if these have not been priced against the respective items. 8

10 h) The Contractor will be solely responsible for the accurate and timely ordering of materials in accordance with the Drawings and Architect's instructions and no claim for any loss or expense will be entertained for orders for materials which are based upon the Bills of Quantities. Neither will any extension of time be granted for materials being delivered late due to late ordering Correction of Errors in Bids Arithmetical errors including but not limited to errors in extensions, additions, transfers and discounts offered by the tenderer will be rectified in the following manner. The total of the tender price as submitted will not be adjusted if errors in computation of the tender or other mistakes are found during examination of the tender. If there is a discrepancy between the unit price and the extended price that is obtained by multiplying the unit price and the quantity, the unit price shall prevail and the extended price shall be corrected. The corrected total of the tender will be adjusted by way of a percentage addition or omission to the builder's work content of the tender, excluding prime cost and provisional sums but including preliminaries, so that the total tender, after adjustment, remains the same as the lump sum tender offer. 9

11 2. FORM OF TENDER TENDER FOR THE PROPOSED SUPPLY OF FURNITURE AT KCB LEADERSHIP CENTRE FOR KENYA COMMERCIAL BANK LTD, ON PLOT NO /22 KAREN - NAIROBI Kenya Commercial Bank Limited P.O. Box Nairobi Sirs, We the undersigned are willing to contract to perform fully, the whole of the Works Proposed, PROPOSED SUPPLY OF SOFT FURNITURE AT KCB LEADERSHIP CENTRE FOR KENYA COMMERCIAL BANK LTD, ON PLOT NO /22 KAREN - NAIROBI in accordance with the Bills of Quantities, Specifications, Drawings and Conditions of Contract and to your entire satisfaction, for the sum stated below and to enter into a Contract and complete the whole of the Works within the time stated below. FIXED PRICE TENDER Tender figure including all P.C. Sums, Provisional Sums and Contingencies and based on a Fixed Price Contract (i.e. a contract in which Clauses 35.3, 35.4 and 35.6 of the Standard Form of Building Contract are NOT applicable) and shall remain a valid offer for One Hundred and Twenty (120) Days from the date submission of this Tender K.SHS (WORDS)... K.SHS (FIGURES).. TIME FOR COMPLETION Further we the undersigned, agree to complete the whole of the works within the time stated below from the date of possession of the site as defined within the Conditions of Contract. WORDS:.(WEEKS) FIGURES:...(WEEKS) 10

12 3. PROVISION OF BOND Further we, the undersigned, agree that if our tender is accepted we will enter into a Bond for the due performance of the Contract with the guarantor described in the Surety undertaking annexed hereto, who shall be either a Bank or Insurance Company to whom Kenya Commercial Bank Limited shall not unreasonably object to be jointly or severally bound with us in the sum of Ten percent (10%) of the above named sum for the due performance of the contract under the terms of a Bond to be approved by you. 4. EXAMINATION OF TENDER DOCUMENTS Further we, the undersigned, have examined all the documents detailed previously which will form part of this Contract, together with the Instructions to Tenderers, and we have no further questions relating to them and have personally signed each document as identification. Further we, the undersigned, understand that the lowest, or any portion of any Tender will not necessarily be accepted nor will any expenses incurred by the Tenderer in the preparation of this Tender be allowed. SIGNATURE OF TENDERER... NAME OF TENDERER (CAPITALS)... ADDRESS OF TENDERER (CAPITALS)... TELEPHONE NO:... FAX NO:... DATE : WITNESSED BY : SIGNATURE OF WITNESS:... NAME OF WITNESS (CAPITALS)... ADDRESS OF WITNESS (CAPITALS)... DATE:

13 Kenya Commercial Bank Limited P O Box Nairobi SURETY UNDERTAKING Sirs, We... the (Surety) of... are willing to act as Surety and to be bound to KENYA COMMERCIAL BANK LIMITED, P.O. BOX , NAIROBI for the SUPPLY OF FURNITURE AT KCB LEADERSHIP CENTRE FOR KENYA COMMERCIAL BANK LTD, ON PLOT NO /22 KAREN - NAIROBI according to the Terms and Conditions of Contract, a copy of which has been inspected by us, without the addition of any limitations. We agree to enter into a Bond under the above terms within seven days of being called upon to do so. Signature of Surety:... Date:... (Authorised by Power of Attorney No... ) WITNESSED BY: Signature of Witness:... Name of Witness:... Address of Witness: Date:... 12

14 SECTION NO. 2 SUPPLY OF FURNTURE FURNISHING AND ACCESSORIES

15 PROJECT: K.CB LEADERSHIP CENTRE JOB NUMBER: 273 CLIENT: K.C.B FURNITURE REQUIREMENTS & SPECIFICATIONS - Continued Bill 1 ROOMS BLOCK E&D (DOUBLES) ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH 1.1 F1a - Wardrobe (1100LX2400HX600W) drwg no L(76)01a 50 Wardrobe Carcass Structure Carcass Sides and Base 18 mm particle board laminated both sides in ID approved finish.lippings in PVC laminates Carcass Back 3 mm MDF laminated one side in ID approved finish Carcass Tops 40 mm MDF with vacuum press laminate in approved finish to top and laminate in approved finish to bottom Shelves 18 mm particle board laminated both sides in ID approved finish Lippings in PVC laminates Wardrobe doors Front: HW Panel door with inset to detail A(45)01 stained to Approval Back:HW panel stained to approval. Hinges:Heavy duty 90 degree Malpha Hinges Handles:Hafele or equal and approved Wardrobe drawers Box: 18 mm MDF laminated both sides in ID approved sample with lippings in PVC laminate and base in 6mm MDF laminated one side Faces:HW panel to drawer front Back:Laminated in ID approved finish Slides:Heavy duty double extension rails Knobs and Handles: Hafele or equal and approved Total carried forward to next page 2/1/1

16 ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH Bal B/F 1.2 F2 - Luggage Rack LX500W 50 Veneer top with HW lipping and frame to Detail No; L(76)02 Luggage Shelves to Detail L(76) F3b - Headboard 50 Two colours veneered hesdboard to I.D approved sample drawing No; L(76)03b 1.4 F4 - Reading Desk unit(1500x500x845h) 50 Veneer top desk 1500x500x845h to detail L(76)07,with 12mm timber upstand to I.D approval. 1.5 F5 - Full Length Mirror(1750x500) 50 HW framed mirror to Detail L(76)05.Tropicalised bevelled mirror to be used 1.6 F6 -Desk Chair 50 Chair as per image concept on spec sheets.allow for Ksh 5,000/= for upholstery fabric 1.7 F7 - Coffee Table (500dia,600h) diax600h Veneer top on tuned HW stand with 304 grade stainless steel base to detail L(76) F8 - Ocassional chair (590x600x860h) 50 Chair as per image concept on spec sheet with HW legs stained and polished to I.D approval.allow for Ksh 5,000/= per lm for upholstery fabric Total carried to General Summary 2/1/2

17 FURNITURE REQUIREMENTS & SPECIFICATIONS - Continued Bill 2 ROOMS BLOCK E&D (TWINS) ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH 2.1 F1a - Wardrobe (1100LX2400HX600W) drwg no L(76)01a 18 Wardrobe Carcass Structure Carcass Sides and Base 18 mm particle board laminated both sides in ID approved finish.lippings in PVC laminates Carcass Back 3 mm MDF laminated one side in ID approved finish Carcass Tops 40 mm MDF with vacuum press laminate in approved finish to top and laminate in approved finish to bottom Shelves 18 mm particle board laminated both sides in ID approved finish Lippings in PVC laminates Wardrobe doors Front: HW Panel door with inset to detail A(45)01 stained to Approval Back:HW panel stained to approval. Hinges:Heavy duty 90 degree Malpha Hinges Handles:Hafele or equal and approved Wardrobe drawers Box: 18 mm MDF laminated both sides in ID approved sample with lippings in PVC laminate and base in 6mm MDF laminated one side Faces:HW panel to drawer front Back:Laminated in ID approved finish Slides:Heavy duty double extension rails Knobs and Handles: Hafele or equal and approved Total carried forward to next page 2/2/1

18 ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH Bal B/F 2.2 F2 - Luggage Rack LX500W 18 Veneer top with HW lipping and frame to Detail No; L(76)02 Luggage Shelves to Detail L(76) F3a - Headboard 18 Two colours veneered hesdboard to I.D approved sample drawing No; L(76)03a 2.4 F4 - Reading Desk unit(1500x500x845h) 18 Veneer top desk 1500x500x845h to detail L(76)07,with 12mm timber upstand to I.D approval. 2.5 F5 - Full Length Mirror(1750x500) 18 HW framed mirror to Detail L(76)05.Tropicalised bevelled mirror to be used 2.6 F6 -Desk Chair 18 Chair as per image concept on spec sheets.allow for Ksh 5,000/= for upholstery fabric 2.7 F7 - Coffee Table (500dia,600h) diax600h Veneer top on tuned HW stand with 304 grade stainless steel base to detail L(76) F8 - Ocassional chair (590x600x860h) 18 Chair as per image concept on spec sheet with HW legs stained and polished to I.D approval.allow for Ksh 5,000/= per lm for upholstery fabric Total carried to General Summary 2/2/2

19 FURNITURE REQUIREMENTS & SPECIFICATIONS - Continued Bill 3 ROOMS BLOCK E (DISABLED) ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH 3.1 F1a - Wardrobe (1100LX2400HX600W) drwg no L(76)01a 2 Wardrobe Carcass Structure Carcass Sides and Base 18 mm particle board laminated both sides in ID approved finish.lippings in PVC laminates Carcass Back 3 mm MDF laminated one side in ID approved finish Carcass Tops 40 mm MDF with vacuum press laminate in approved finish to top and laminate in approved finish to bottom Shelves 18 mm particle board laminated both sides in ID approved finish Lippings in PVC laminates Wardrobe doors Front: HW Panel door with inset to detail A(45)01 stained to Approval Back:HW panel stained to approval. Hinges:Heavy duty 90 degree Malpha Hinges Handles:Hafele or equal and approved Wardrobe drawers Box: 18 mm MDF laminated both sides in ID approved sample with lippings in PVC laminate and base in 6mm MDF laminated one side Faces:HW panel to drawer front Back:Laminated in ID approved finish Slides:Heavy duty double extension rails Knobs and Handles: Hafele or equal and approved Total carried forward to next page 2/3/1

20 ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH Bal B/F 3.2 F2 - Luggage Rack LX500W 2 Veneer top with HW lipping and frame to Detail No; L(76)02 Luggage Shelves to Detail L(76) F3b - Headboard 2 Two colours veneered hesdboard to I.D approved sample drawing No; L(76)03b 3.4 F4 - Reading Desk unit(1500x500x845h) 2 Veneer top desk 1500x500x845h to detail L(76)07,with 12mm timber upstand to I.D approval. 3.5 F5 - Full Length Mirror(1750x500) 2 HW framed mirror to Detail L(76)05.Tropicalised bevelled mirror to be used 3.6 F6 -Desk Chair 2 Chair as per image concept on spec sheets.allow for Ksh 5,000/= for upholstery fabric 3.7 F7 - Coffee Table (500dia,600h) 2 500diax600h Veneer top on tuned HW stand with 304 grade stainless steel base to detail L(76) F11 - Ocassional chair (590x600x860h) 4 Chair as per image concept on spec sheet with HW legs stained and polished to I.D approval.allow for Ksh 5,000/= per lm for upholstery fabric Total carried to General Summary 2/3/2

21 PROJECT: K.C.B LEADERSHIP CENTRE JOB NUMBER: 273 CLIENT:K.C.B FURNITURE REQUIREMENTS & SPECIFICATIONS - Continued Bill 4 MAIN RECEPTION ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH Reception chair (CH1) Chair as per image concept image on spech sheet Allow for Ksh 5,000/= per lm for upholstery fabric Reception Waiting chair (590x600x860h) (CH2) Chair as per concept image on spes sheet, with HW leg stained and polished to I.D approval.allow for Ksh 5,000/ per lm for upholstery Lobby coffee table (T1) HW 1200x600x500h rectangular coffee table as per image concept stained and polished to I.D approval Reception Counter 1 Reception counter complete with granitetop or equal and approved, storage cabinetry,worktop and decorative front face. P.C sum of Ksh 500,000/= Total carried to General Summary 2/4/1

22 PROJECT: K.C.B LEADERSHIP CENTRE JOB NUMBER:273 CLIENT: K.C.B FURNITURE REQUIREMENTS & SPECIFICATIONS - Continued Bill 5 BAR ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH 5.1 Occasional Chair (CH3) x430x900h chair as per concept image on spes sheet with HW leg stained and polished to I.D approvall Allow for Ksh 5,000/ per lm for upholstery Two Seater Sofa (S1) 1500x800x9850h sofa as per concept image on spec sheet Allow for Ksh 5,000/ per lm for upholstery One Seater Sofa (S2) 950x800x850h sofa as per concept image on spec sheet Allow for Ksh 5,000/ per lm for upholstery High Bar Stool (S3) 460x400x1200h stool as per image concept with HW legs staind and polished to I.D approva.allow for Ksh 5,000/= per lm for upholstery Round High Table (T2) HW 750x750x1075h table as per concept image on spec sheet stained and polished to I.D approval. Square Coffee Table (T3) HW 800x800x500h table as per concept image on spec sheet stained and pilished to I.D approval Rectangular Coffee Table (T4) HW 1200x600x500h table as per concept image on spec sheet stained and pilished to I.D approval Square End Table (T5) HW 450x450x650h table as per concept image on spec sheet stained and pilished to I.D approval Bar Counters 1 Bar counter complete with granite top or equal and approved, storage cabinetry, and decorative front face to ID detail. P.C sum of Ksh 1,000,000/= Total carried to General Summary 2/5/1

23 PROJECT: K.C.B LEADERSHIP CENTRE JOB NUMBER: 273 CLIENT: K.C.B FURNITURE REQUIREMENTS & SPECIFICATIONS - Continued Bill 6 LOUNGE ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH 6.1 Occasional Chair (CH3) 3 600x430x900h chair as per concept image on spes sheet with HW leg stained and polished to I.D approvall Allow for Ksh 5,000/ per lm for upholstery 6.2 Two Seater Sofa (S1) x800x9850h sofa as per concept image on spec sheet Allow for Ksh 5,000/ per lm for upholstery 6.3 One Seater Sofa (S2) 3 950x800x850h sofa as per concept image on spec sheet Allow for Ksh 5,000/ per lm for upholstery 6.4 Round High Table (T2) 1 HW 750x750x1075h table as per concept image on spec sheet stained and polished to I.D approval. 6.5 Square Coffee Table (T3) 2 HW 800x800x500h table as per concept image on spec sheet stained and pilished to I.D approval 6.6 Square End Table (T5) 4 HW 450x450x650h table as per concept image on spec sheet stained and pilished to I.D approval Total carried to General Summary 2/6/1

24 PROJECT: K.C.B LEADERSHIP CENTRE JOB NUMBER: 273 CLIENT: K.C.B FURNITURE REQUIREMENTS & SPECIFICATIONS - Continued Bill 7 MEETING ROOMS ITEM DESCRIPTION UNIT QTY RATE AMOUNT- KSH 7.1 Meeting Room Chair (CH4) 64 Chair as per image concept on spec sheets.allow for Ksh 5,000/= for upholstery fabric 7.2 Rectangular Meeting Room Table (T6) 16 Table as per image concept on spec sheets. 7.3 Corner Table For Meeting Room (T7) 16 Table as per image concept on spec sheets. Total carried to General Summary 2/7/1

25 PROJECT: K.C.B LEADERSHIP CENTRE JOB NUMBER: 273 CLIENT: K.C.B FURNITURE REQUIREMENTS & SPECIFICATIONS SUMMARY Page AMOUNT- KSH BILL NO. 1 : ROOMS BLOCK E&D (DOUBLES) 2/1/2 BILL NO. 2 : ROOMS BLOCK E&D (TWINS) 2/2/2 BILL NO. 3 : ROOMS BLOCK E (DISABLED) 2/3/2 BILL NO. 4 : MAIN RECEPTION 2/4/1 BILL NO. 5 : BAR 2/5/1 BILL NO. 6 : LOUNGE 2/6/1 BILL NO. 7 : MEETING ROOMS 2/7/1 Sub-Total Kshs. 8 ADD: 16% Total Carried to Form Of Tender. SIGNATURE OF CONTRACTOR SIGNATURE OF EMPLOYER NAME.... ADDRESS.... DATE. DATE.. MS/1

26 APPENDIX "A" FURNITURE DETAILS

27

28

29

30

31

32

33

34

35

36

37

38

39 APPENDIX "C" GENERAL CONDITIONS OF CONTRACT

40 SECTION C - GENERAL CONDITIONS OF CONTRACT C.1 Introduction Specific terms of contract shall be discussed with the bidder whose proposal will be accepted by the Bank. The resulting contract shall include but not be limited to the general terms of contract as stated below from 3.2 to C.2 Award of Contract Following the opening and evaluation of proposals, the Bank will award the Contract to the successful bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid. The Bank will communicate to the selected bidder its intention to finalize the draft conditions of engagement submitted earlier with his proposals. After agreement will have been reached, the award will be made to the successful Bidder. C.3 Application of General Conditions of Contract These General Conditions shall apply to the extent that they are not superseded by provisions in other parts of the Contract that shall be agreed particularly provisions of Agreement and Conditions of Contract for Building Works as amended in Preliminaries section of the Bills of Quantities. These General Conditions of Contract shall be deemed to apply to the contract or LPO that shall be issued in connection with the requirement in this tender. C.4 Bid Validity Period Bidders are requested to hold their proposals valid for one hundred and twenty (120) days from the closing date for the submission. C.5 Non-variation of Costs The prices quoted for the service and subsequently agreed and incorporated into the contract shall be held fixed for the contract period for the specific requirement contained herein and for a further six months for any re-orders of similar equipment. C.6 Performance Security C.6.1 The successful bidder shall be required to furnish the Bank with Performance Security of 10% of the bid value. Such security shall be furnished to the Bank within 10 days of bidder s receipt of the letter of intent to award and the Bank shall only release the purchase order or other commissioning document after receipt of the performance security. C.6.2 The Performance Security shall be in the form of a Bank guarantee issued by a commercial bank operating in Kenya C.6.3 The proceeds of the Performance Security shall be payable to the Kenya Commercial Bank Limited as compensation for any loss resulting from the Bidder s failure to complete its obligations under the Contract. The Performance Security will be discharged by the Bank not later than two months following the date of completion of the Bidder s performance Commercial-In-Confidence Tender for Furniture Page 1 of 5 7/10/2014

41 obligations, save for the warranty obligations which shall continue to be in force until expiry of the warranty period. C.7 Delivery C.7.1. Delivery and installation shall be made by the successful Bidder in accordance with the time schedule as per Agreement. C.7.2. In all cases the delivery period should not exceed 8 weeks after receiving the confirmed order. After delivery and on-site installation the equipment will be powered on, and all necessary diagnostic test(s) run by the supplier. The supplier covers all risks of loss and damage to the equipment. It is not until the equipment has been delivered, installed, tested and a sign off completed that the responsibility is transferred to the Bank. C.7.3. If at any time during the performance of the Contract, the Bidder should encounter conditions impeding timely delivery and performance of the Services, the Bidder shall promptly notify the Bank in writing of the fact of the delay, it s likely duration and its cause(s). As soon as practicable after receipt of the Bidder's notice, the Bank shall evaluate the situation and may at its discretion extend the Bidder's time for performance, with or without liquidated damages, in which case the extension shall be ratified by the parties by amendment of the Contract. The supplier has to provide the following to ensure a rollout on time. (a) Temporary installation of an adequate system The supplier can install an adequate system with equal or higher specifications until the system originally ordered has been installed at no extra costs. This system has to be replaced by the hardware ordered originally without any costs. In case the supplier offers no adequate solution, KCB can rent adequate equipment from a third party until the system ordered has been installed. All costs incurred will be charged to the supplier. (b) Delivery of another model with higher specification The supplier can deliver another model among the ones proposed with higher specifications at the same costs. C.7.4. Except in the case of force majeure as provided in Clause 3.18, a delay by the Bidder in the performance of its delivery obligations shall render the Bidder liable to the imposition of liquidated damages pursuant to Clause 3.8 Commercial-In-Confidence Tender for Furniture Page 2 of 5 7/10/2014

42 C.8 Liquidated damages for delay The contract resulting out of this RFP shall be incorporate suitable provisions for the payment of liquidated damages by the bidders in case of delays in performance of contract. In particular the supplier shall incur a penalty of 2% of the cost of the equipment for very week of delay in delivery up to a maximum of four weeks after which the LPO shall be cancelled. C.9 Delayed Delivery and installation caused by the Supplier In case the equipment cannot be delivered on time KCB reserves the right to cancel the order but may at its sole discretion allow the supplier to provide one of the solutions listed below to ensure a rollout on time. (a) Delivery of another model with higher specification The supplier can deliver another model with higher specifications at the same costs. (b) Temporary installation of an adequate system The supplier can install an adequate system with equal or higher specifications until the system originally ordered has been installed at no extra costs. This system has to be replaced by the hardware ordered originally without any costs. c) In case the supplier offers no adequate solution, KCB can rent adequate equipment from a third party until the system ordered has been installed. All costs incurred will be charged to the supplier. C.10 Governing Language The Contract shall be written in the English Language. All correspondence and other documents pertaining to the Contract which are exchanged by the parties shall also be in English. C.11 Guarantees for supply of spare parts. C.11.1 Availability of spare parts The supplier will guarantee the availability of spare parts for a period of at least 5 years after the last manufacture date of the product. C.11.2 Information on parts scheduled for withdrawal The supplier will provide KCB with information on parts / systems scheduled for withdrawal in advance, in order for the Bank to plan for withdrawals and replacements. C.12 Terms of Payment The Bank shall pay for the supply of equipment after delivery as defined in this tender document. C.13 Applicable Law Commercial-In-Confidence Tender for Furniture Page 3 of 5 7/10/2014

43 This agreement arising out of this RFP shall be governed by and construed in accordance with the laws of Kenya and the parties submit to the exclusive jurisdiction of the Kenyan Courts. C.14 Bidder s Obligations C.14.1 The Bidder is obliged to work closely with the Bank's staff, act within its own authority, and abide by directives issued by the Bank that are consistent with the terms of the Contract. C.14.2 The Bidder will abide by the job safety measures and will indemnify the Bank from all demands or responsibilities arising from accidents or loss of life, the cause of which is the Bidder's negligence. The Bidder will pay all indemnities arising from such incidents and will not hold the Bank responsible or obligated. C.14.3 The Bidder is responsible for managing the activities of its personnel, or subcontracted personnel, and will hold itself responsible for any misdemeanors. C.14.4 The Bidder will not disclose the Bank's information it has access to, during the course of the work, to any other third parties without the prior written authorization of the Bank. This clause shall survive the expiry or earlier termination of the contract C.15 The Bank s Obligations In addition to providing Bidder with such information as may be required by the bidder to complete the requirements, the Bank shall, (a) provide the Bidder with specific and relevant information concerning the requirements in terms of where to deliver, etc. (b) in general, provide all information and access to Bank's personnel; and (c) appoint a coordinator who shall arrange any access to its information and staff required by Bidder for its performance under the contract, if agreed and required. C.16 Warranty Warranty includes all hardware and software components delivered by the supplier. All hardware in the tender must have a 1 year on-site warranty with committed repair time. This means during the warranty period no costs whatsoever incur to the Bank from the repair of equipment. The warranty period will start after commissioning of the machines. C.17 Confidentiality Commercial-In-Confidence Tender for Furniture Page 4 of 5 7/10/2014

44 The parties (the bidder and the Bank) undertake on behalf of themselves and their employees, agents and permitted subcontractors that they will keep confidential and will not use for their own purposes (other than fulfilling their obligations under the contemplated contract) nor without the prior written consent of the other disclose to any third party any information of a confidential nature relating to the other (including, without limitation, any trade secrets, confidential or proprietary technical information, trading and financial details and any other information of commercial value) which may become known to them under or in connection with this RFP and the contemplated contract. The terms of this Clause shall survive the expiry or earlier termination of the contract. C.18 Force Majeure (a) Neither Bidder nor Bank shall be liable for failure to meet contractual obligations due to Force Majeure. (b) Force Majeure impediment is taken to mean unforeseen events, which occur after signing the contract with the successful bidder, including but not limited to strikes, blockade, war, mobilization, revolution or riots, natural disaster, acts of God, refusal of license by Authorities or other stipulations or restrictions by authorities, in so far as such an event prevents or delays the contractual party from fulfilling its obligations, without its being able to prevent or remove the impediment at reasonable cost. (c) The party involved in a case of Force Majeure shall immediately take reasonable steps to limit consequence of such an event. (d) The party who wishes to plead Force Majeure is under obligation to inform in writing the other party without delay of the event, of the time it began and its probable duration. The moment of cessation of the event shall also be reported in writing. (e) The party who has pleaded a Force Majeure event is under obligation, when requested, to prove its effect on the fulfilling of the contemplated contract. C.19 Payment Payment shall be made after 45 days on receipt of Invoice and duly signed job cards confirming that works have been undertaken as required. Work done shall mean equipment installed, tested and commissioned and a certificate of hand-over signed by the Bank. No advance payment. Commercial-In-Confidence Tender for Furniture Page 5 of 5 7/10/2014

45 APPENDIX "D" SUPPLIER QUESTIONNAIRE AND TECHNICAL EVALUATION CRITERIA

46 D4 ANNEXURES D 4.1 SUPPLIER QUESTIONNAIRE Bidders, willing to be considered for the tender for Proposed Office Fit-out and Finishes are expected to furnish the Company with among others the following vital information, which will be treated in strict confidence by the Company. 1.0 CORPORATE INFORMATION PARTICULARS RESPONSE [If space is insufficient, please use a separate sheet] 1.1 Full name of organization: 1.2 Is your organization (Please tick one) i) a public limited incorporated company? attach a copy of Certificate of incorporation including any Certificate of Change of Name, Memorandum & Articles of Association ii) a public listed company? If yes, please attach a copy of Certificate of incorporation including any Certificate of Change of Name, Memorandum & Articles of Association iii) a limited incorporated company? If yes, please attach a copy of Certificate of incorporation including any Certificate of Change of Name, Memorandum & Articles of Association iv) a partnership? If yes, please attach certified copy of the Partnership Deed and business name certificate v) a sole trader? If yes, please attach a certified copy of the business name certificate vi) other (please specify) 1.3 Company Registration number (if this applies)- attach a copy of Certificate of incorporation including any Certificate of Change of Name or relevant certificate from country of Commercial-In-Confidence Tender for Furniture Page 1 of 9 7/10/2014

47 incorporation. 1.4 Date and country of Registration: 1.5 Full physical address of principal place of business: Full postal address of the business: 1.6 Registered address if different from the above: Post Code: 1.7 Telephone number: 1.8 Fax number: 1.9 address: Website address (if any): Company/Partnership/Sole Trader Tax PIN: (Please provide a certified copy of the PIN Certificate) VAT Registration number: (Please provide a certified copy of the VAT Certificate) Period in which you have been in the specific business for which you wish to bid. Current Dealership letter for Equipment preferably issued in MUST BE DIRECT APPOINTED LOCAL DEALERS OF ENGINES AND ALTERNATORS THEY ARE PROPOSING. CERTIFIED CURRENT PROOF MUST BE AVAILED. Names of the Shareholders, Directors and Partners. If a Kenyan company please provide an original search report issued by the Registrar of Companies showing the directors and shareholders (Companies Form CR 12). Commercial-In-Confidence Tender for Furniture Page 2 of 9 7/10/2014

48 Associated companies(if any) Please provide a copy of the latest annual returns together with the filing receipt as filed at the Companies Registry Name of (ultimate) parent/holding company (if this applies): Company number of parent/holding company (if this applies): If a consortium is expressing interest, please give the full name of the other organisation (the proposed consortium partners should also complete this questionnaire in its entirety) Name and contacts of the Legal Representative of the company; Name, Title; Telephone, Fax and address Contact person within the organisation to whom enquiries about this bid should be directed: NAME: TITLE TEL: FAX: FINANCIAL INFORMATION PARTICULARS 2.1 What was your turnover in the last two years? for year ended --/--/---- for year ended --/--/ Has your organisation met all its obligations to pay its creditors and staff during the past year? Yes / No If no, please give details: Commercial-In-Confidence Tender for Furniture Page 3 of 9 7/10/2014

49 2.3 Have you had any contracts terminated for poor performance in the last three years, or any contracts where damages have been claimed by the contracting authority? If yes, please give details: Yes / No 2.4 What is the name and branch of your bankers (who could provide a reference)? Name: 2.5 Provide a copy of the following Branch: Telephone Number: Postal Address: Contact Person Name: Contact Position Contact A copy of your most recent audited accounts (for the last two years) A statement of your turnover, profit & loss account and cash flow for the most recent year of trading (for the last two years) A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position. 3.0 BUSINESS ACTIVITIES PARTICULARS 3.1 What are the main business activities of your organisation? i.e. Manufacturer, Assembler, Distributor, service centre, retailer, (please specify). 3.2 How many staff does your organisation have?... Indicate the number under each category i. Technical (Permanent, Temporary ) ii. Semiskilled (Permanent., Temporary..) Commercial-In-Confidence Tender for Furniture Page 4 of 9 7/10/2014

50 3.3 Please generally describe the experience and expertise your organization possesses that will enable you to effectively and efficiently undertake the work you are bidding for, as required by KCB. Attach you company organogram (organisation chart) with emphasis on the job you are bidding for. Attach CV s of key staff 3.4 Please submit a declaration that all staff within your organization that are or will Be involved in the project are or will be permitted to work within your organization under the laws of Kenya or the laws of the country in which it is established. No TRADE REFERENCES 4.1 Please provide in the table below details of the projects you have undertaken relevant to the job you are bidding for performed over the last three (3) years or that are relevant to this bid document. Customer Organization (name) Customer contact name and phone number Contract reference and brief description of supply: Date contract awarded Value of businesses transacted: (Kshs/USD/Euro) 5.0 CERTIFICATIONS, ACCREDITATIONS AND APPROVALS Detail any relevant certifications and accreditations by principals or accreditation bodies and attach copies of such certification. Such certifications may be for your company or for your individual staff as relevant to the work they do and the key skills for the service or goods you propose to supply. Commercial-In-Confidence Tender for Furniture Page 5 of 9 7/10/2014

51 6.0 AGENCIES AND PARTNERSHIPS a) Detail any agencies and partnerships that you have that are relevant to the categories of goods and/or services you are interested in supplying. b) List your primary sources of supply for goods that you propose to supply. 7.0 MANAGEMENT POLICIES a) Employee Integrity How does the firm ensure the integrity of staff? Detail any related policies. b) Code of Conduct/Ethics Does your company have a code of conduct? If so, please attach a copy. Indicate if your company subscribes to a professional body with a code of conduct/ethics. c) Company employment policy Does the firm have a documented employment policy? What are key highlights from this policy if in existence? d) Environmental Policy/Green Agenda Policy Is your firm ISO certified or do you have an environmental policy as an organization? Are your waste segregated as per different waste streams? How are wastes from your firm disposed? e) Customer Service Does the firm have a documented policy on Customer Service? Which position in your firm is responsible for customer service and how is this position supported by other functions? Does your firm use any performance management techniques, including customer satisfaction measurement? If so, what are the key parameters? 8.0 BUSINESS PROBITY AND LITIGATION MANAGEMENT Please confirm whether any of the following criteria applies to your organisation: Note that failure to disclose information relevant to this section may result in your exclusion as a potential KCB supplier. Commercial-In-Confidence Tender for Furniture Page 6 of 9 7/10/2014