PREQUALIFICATION /REGISTRATION OF SUPPLIERS FY 2018-2019 Tax Justice Network Africa (TJNA) George Padmore Ridge 2nd FL Wing B George Padmore Lane Kilimani P. O. Box 25112-00100 Nairobi KENYA Tel: (+254) 20 24 73373/ (+254) 728 279 368 Page 1
PREQUALIFICATION OF SUPPLIERS 2018/2019 The Tax Justice Network Africa (TJNA) is a Pan African organisation and member of the Global Alliance for Tax Justice. TJNA aims to promote socially just, accountable and progressive taxation systems in Africa. We advocate for pro-poor taxation systems and the strengthening of tax regimes to promote domestic resource mobilisation. TJNA invites interested suppliers to apply for pre-qualification for provision of goods and services listed below. Category Reference TJNA/CT1/2018 TJNA/CT2/2018 TJNA/CT3/2018 TJNA/CT4/2018 TJNA/CT5/2018 TJNA/CT6/2018 TJNA/CT7/2018 TJNA/CT8/2018 TJNA/CT9/2018 TJNA/CT10/2018 TJNA/CT11/2018 TJNA/CT12/2018 TJNA/CT13/2018 TJNA/CT14/2018 TJNA/CT15/2018 TJNA/CT16/2018 TJNA/CT17/2018 TJNA/CT18/2018 Category Supply and delivery of general Office stationery, Printer and Computer Accessories Supply of printed office stationery (voucher/receipt/lpo books, stamps, business cards Supply and installation of furniture, fittings and furnishings Supply of computers, laptops, printers, Power backup systems UPS, Telephone heads Supply of airtime/scratch cards Supply of mineral (drinking) water. Supply of branded promotional materials (Brochures, Banners, bags, flash disks, t-shirts, wristbands) Provision of office cleaning and sanitary services (including fumigation services) Provision of car hire services including taxis, buses and minibuses Provision of Office Internet. Provision of courier services including local (same day and overnight) and/or international Provision of Human resource services (recruitment, work permit processing, training needs analysis, team building services) Provision of event management services and catering services Provision of design, artwork and printing services Provision of photography and videography services Provision of legal services Provision of Hotel accommodation & conference facilities (Nairobi, Thika, Naivasha, Mombasa, Nyeri, Nanyuki) Provision of travel agency, local and international air ticketing services Page 2
TJNA/CT19/2018 Provision of Translation, Interpretation and Rapporteuring services Interested and suitably qualified suppliers may obtain documents with the required tender information from the TJNA offices upon payment of a non-refundable fee of KES. 2,000.00 to our bank details as indicated below:- Account Name: Tax Justice Network-Africa Bank Name: NIC Bank Bank Branch: Junction Branch Account Numbers: KES 1000011181 Swift Code: NINCKENA Please note that no cash payments shall be received The duly completed pre-qualification documents should be submitted in plain sealed envelopes clearly marked: (envelops that aren t marked will be disqualified and not opened) Category Reference: ---------------------- Category: ----------------------------------- And addressed to: Tax Justice Network Africa (TJNA) George Padmore Ridge 2nd FL Wing B George Padmore Lane Kilimani P. O. Box 25112-00100 Nairobi KENYA The documents should be dropped in the tender box located at the TJNA offices reception. Prequalification documents will not be accepted after close of business (5:00 pm), on Friday, 13 April, 2018. Page 3
GENERAL TERMS AND CONDITIONS FOR PRE-QUALIFICATION 1. Scope: The Tax Justice Network Africa invites applications for Pre-qualification of suppliers for the period 2018-2019. 2. Pre-qualification documents can be downloaded from the TJNA website or collected from the TJNA offices at George Padmore Ridge, 2 nd Floor on George Padmore Road, Kilimani, Nairobi from 29 March 2018 to 13 April 2018. A payment of a non-refundable fee of KES. 2,000 should be deposited to TJNA s bank account; details of which are provided in Page 3 above. The bank deposit slip should be brought together with the documents for submission, upon which the suppliers will obtain an official receipt from TJNA. A copy of the slip should be included in the envelope that will contain their submissions. 3. Language: As determined by TJNA the working language of this pre-qualification is English. Other languages will not be accepted. 4. Qualifications and conditions: Completed documents should be submitted in plain sealed envelope clearly indicating prequalification for the provision of Professional Services, indicating Category Reference and specific service and should be deposited in the tender box located at TJNA offices in Nairobi. 5. Basic requirements for eligibility to pre-qualify 5.1 Certificate of registration/incorporation. 5.2 Copy of PIN certificate and compliance with VAT (Electronic Tax Register) and valid Tax compliance certificate 5.3 The necessary qualifications, capability, experience, resources, equipment and facilities to provide the provision of stated specific professional service. 5.4 Legal capacity to enter into contract (Not with minors, people with mental impairments, prisoners etc.) 5.5 Not insolvent, in receivership, bankrupt or in the process of being wound up and not subject to related legal proceedings. 5.6 Not precluded from contracting by being an employee of the procurement entity or a member of the procurement committee. Page 4
5.7 Not having been debarred by the Director- General, Public Procurement Oversight Authority from participating in procurement proceeding on account of any offence, breach of contract or other valid reason. 5.8 Must have current business permit. 5.9 Audited accounts for the last 3 years or any other proof of compliance with the Companies Act. 6. The following mandatory documents must be submitted: 6.1 Fully filled vendor information sheet (to be picked from TJNA office) 6.2 The contractor must attach a copy of professional license for specific category of services 6.3 Fully filled Declaration of Eligibility 6.4 A copy of Certificate of Registration 6.5 A copy of the current valid trade license/business permit 6.6 A copy of VAT and PIN Certificates 6.7 A copy of the current valid lease tenant/ agreement of office premises 6.8 Valid Tax compliance certificate 6.9 Six (6) months bank statement 6.10 Three (3) letters of commendation from your corporate/major clients 7. Rejection/disqualification of vendor documents Tax Justice Network Africa reserves the right to reject any bid documents or to disqualify companies from participating in this exercise and any other future pre-qualifications for the following reasons: 7.1 Failure to submit all required documents 7.2 Submission of incomplete or false documents 8. Pre-qualification Basis: 8.1 All pre-qualification Documents must be completed in full, or the application will be disqualified. 8.2 All Applicants will receive identical documents: No applicant should add, omit, or change any item, term or condition on original papers. 8.3 If Applicants have any additional request and conditions, this shall be stipulated in a separate letter accompanying the bid. Page 5
8.4 All documents shall be made in writing and clearly stated on the appropriate form. 8.5 The prequalification documents must be submitted to Tax Justice Network Africa Nairobi office not later than Friday, 13 April 2018 before 5.00 pm. 8.6 In case there are any questions regarding this process, they must be submitted to TJNA Tender Committee Nairobi Office in writing. If it is established that all the bidders need more information, the additional information shall be submitted to each of the bidders in writing. All correspondence must be in writing, delivered by hand, email or regular Mail. 8.7 Only Tender committee members of Tax Justice Network Africa (TJNA) are authorised to give explanations and additional instructions to the bidders. Statements and explanations from any other persons are invalid. 9. Tender procedure 9.1 Submission of Pre-qualification Documents The pre-qualification documents must be submitted in person by the bidder s representative and dropped in the tender box at Tax Justice Network Africa Nairobi office not later than 13 April, 2018 at 5.00 Pm. 9.2 The pre-qualification documents submitted after this deadline WILL NOT be taken into consideration. 9.3 Bid documents shall be submitted in a sealed envelope, with the category clearly indicated. Companies representatives dropping the pre-qualification documents must register on the bid submission sheet provided by TJNA Nairobi Office. 10. Pre- qualification Evaluation Tax Justice Network Africa (TJNA) shall hold an internal prequalification evaluation. 11. Selection Process TJNA Tender Committee Nairobi Office shall perform a thorough analysis of each bid and make the final selection decision. The awarding of selected suppliers shall be based upon a comprehensive analysis of: (1) price competitiveness/stability (where applicable), (2) Previous work experience (3) Reference checks from previous clients (4) Having submitted all the mandatory documents listed in section 6, above. (5) Previous experience with Tax Justice Network Africa. Page 6
All pre-qualified suppliers will be subject to Tax Justice Network Africa (TJNA) terms and conditions of procurement. TJNA has no obligation, either expressed or implied, to compensate for the work or expenses that come out of the offer preparation covered by this bidding invitation. 12. Notification of pre-qualified suppliers Upon completion of evaluation of the bids by the TJNA Tender Committee Nairobi Office or their representatives, the selected suppliers shall be informed in writing. Unsuccessful suppliers shall also be notified in writing. 13. Acts of Corruption Any apparent collaboration among participating suppliers in the preparation of pre-qualification bids including corruption, or attempt to bribe TJNA employees will lead to immediate disqualification of the respective company or companies from this pre-qualification process. 14. Notes to Applicants 1. Please answer all questions in the respective documents 2. If Applicants have any additional request and conditions, this shall be stipulated in a separate letter accompanying the bid. 3. Please retain a copy of your complete submission for your own reference 4. Unit prices should be given in KES. (where applicable) 5. Documents delivered after the stated deadline will not be considered. 6. All tender documents should be completed. Incomplete documents will not be accepted for review and analysis. 7. All alterations the prequalification bid documents should be stamped by bidder and countersigned. Page 7
SUPPLIER DECLARATION DECLARATION OF ELIGIBILITY Representative of I, the undersigned (Name and address of representative) (Name and address of company) Declare that the following conditions are applicable to us; We are registered companies. We are not bankrupt or in the process of going bankrupt. We have not been convicted for any offense concerning professional conduct. We have not been guilty of grave professional misconduct (proven by any means which the contracting authorities can justify). We have fulfilled obligations related to payment of social security and taxes. We are not guilty of serious misinterpretation in supplying information. We are not in situation of conflict of interest (with prior relationship to project or family or business relationship to parties on Commission). We were not declared as serious fault of implementation owing to a breach of their contractual obligations. We do not employ personnel below the legal working age. We provide basic social rights and fair working conditions to our employees. We are not on any list of sanctioned parties issued by the United States Union, United Nations and European Union. In the presence of (Signature) Declared (Signature) (Name, address & Date) TAX JUSTICE NETWORK AFRICA (TJNA) Page 8
SUPPLIER INFORMATION FORM AUTHORISED SUPPLIER EVALUATION This information provided will be used to evaluate the Company for Authorised Supplier status with the TJNA. Please complete ALL fields in BLOCK LETTERS. Supplier Information Company Name Acronyms, Abbreviations, Aliases Previous names of the company Address Website Phone/Fax Numbers Primary Contact # of Staff # of Locations Avg. $ Value of Stock on Hand Name(s) of Company Owner(s) or Board of Directors Phone: Name: Email Address: Fax: Phone Number: Page 9
Parent companies, if any Subsidiary or affiliate companies, if any Legal Information Please provide photocopies of up-to-date business registration documents as specified below. Financial Information Bank Name and Address Name under which company is registered at bank Payment Terms Payment By: Check Yes No Wire Transfer Yes No Cash Yes No Specify Standard Payment Terms (Net15, 30, etc.) (Our Payment Terms are 30 days from the date of invoice/deliver on receipt and acceptance of goods/services please indicate above if this is agreeable) If available attach a copy of your standard order Terms and Conditions. Product/Service Information List Range of Products/Services Offered Page 10
Basis For Pricing (Catalogue, List, etc.) References Client Name: Contact Name, Phone, Email Address: Client Name: Contact Name, Phone, Email Address: Client Name: Contact Name, Phone, Email Address: Page 11
Supplier Self-Certification of Eligibility Company certifies that: 1. They are not debarred, suspended, or otherwise precluded from participating in major donor (e.g. European Union, United States foundation, African foundation and UN) competitive bid opportunities. 2. They are not bankrupt or being wound up, are having their affairs administered by the courts, have entered into arrangements with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations. 3. They have not been convicted of an offense concerning their professional conduct. 4. They have not been guilty of grave professional misconduct proven by any means that the contracting authority can justify, or been declared to be in serious breach of contract for failure to comply with their contractual obligations towards any contracts awarded in the normal course of business. 5. They have fulfilled obligations related to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country where the contract is to be performed. 6. They have not been the subject of a judgment for fraud, corruption, involvement in a criminal organisation or any other illegal activity. 7. They maintain high ethical and social operating standards, including: Working conditions and social rights: Avoidance of child labour, bondage, or forced labour; assurance of safe and reasonable working conditions; freedom of association; freedom from exploitation, abuse, and discrimination; protection of basic social rights of its employees. Environmental aspects: Provision of goods and services with the least negative impact on the environment. Humanitarian neutrality: Endeavouring to ensure that activities do not render civilians more vulnerable to attack, or bring unintended advantage to any military actors or other combatants. Transport and cargo: Not engaged in the illegal manufacture, supply, or transportation of weapons; not engaged in smuggling of drugs or people. 8. Company warrants that, to the best of its knowledge, no TJNA employee, officer, consultant or other party related to TJNA has a financial interest in the Company s business activities. Discovery of an undisclosed Conflict of Interest situation will result in immediate revocation of the Company s Authorised Supplier status and disqualification of Company from participation in future TJNA procurement. Page 12
By signing the Supplier Information Form you certify that your Company is eligible to supply goods and services to major donor funded organizations and that all of the above statements are accurate and factual. Company Name: Name of Representative: Title: Signature: Date: FOR TJNA USE This supplier/service provider is approved as an Authorised Supplier Name Title Signature Date* *Supplier to be re-authorised two years from this date. Page 13