REQUEST FOR PROPOSAL TENDER NO. T/027/14 PROVISION OF TRANSPORTATION SERVICES FOR KENYA AIRWAYS WITHIN JKIA AIRSIDE.

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1 REQUEST FOR PROPOSAL TENDER NO. T/027/14 PROVISION OF TRANSPORTATION SERVICES FOR KENYA AIRWAYS WITHIN JKIA AIRSIDE Kenya Airways Ltd 26 TH March 2014

2 INVITATION TO TENDER TENDER NO.T/027/14: PROVISION OF AIRSIDE TRANSPORT SERVICES AT JKIA AIRSIDE FOR KENYA AIRWAYS Kenya Airways (KQ) a world Class Network Airline invites proposal from reputable Transport Services firms with a proven track record in the provision of transport services at JKIA airside. The drivers must be uniformed and easily identifiable with visible name tags on daily basis at all times. The winning bidder may be asked to increase or decrease the number of vehicles through an addendum or in writing by the relevant office where and when need arises. The RFP document can be downloaded from A non-refundable fee of Kshs 5,000 for the document is chargeable. Payments may be made at the cash office in Block A, Ground Floor situated at the Head Office on old North Airport Road, Embakasi during Normal Working Hours. I.e. 9 a.m 4p.m. Please note that any document submitted without an original receipt will be rejected. The receipt must be attached to the submitted proposal. The RFP documents should be completed and submitted in two parts (separately) namely: Technical Bid Technical specifications (Provide confirmation to compliance with minimum specification provided) And Financial Proposal Financial Proposal should provide a comprehensive cost analysis as per the detailed proposal document. The response to RFP document will be deposited in the Tender Box at Kenya Airways main gate at Head Office, Embakasi within stipulated time in this RFP. Both Financial and Technical proposal must be separate but enclosed in one envelope marked with the tender number and addressed to: 2

3 Head of Supply Chain Kenya Airways Ltd, Embakasi P.O Box Embakasi, Nairobi, Kenya Kenya airways Ltd reserves the right to accept or reject applications made pursuant to the prequalification at its own discretion without assigning any reason thereof. Any subsequent appointment made pursuant to the tender is subject to invitation to tender for specific jobs/services. Tender closes on 16 th April

4 1.0 INTRODUCTION Kenya Airways is a leading and fast growing World Class Airline in Africa serving many destinations in Africa, Europe, Middle East and the Far East. In the last few years, the airline has experienced phenomenal growth and is currently expanding rapidly into new markets and in terms of fleet numbers. Its core purpose is to contribute to the sustainable development of Africa. We have been voted Africa s Best Airline, year after year, by Africa s leading travel and aviation magazines. Our Vision is Be the Pride of Africa, by inspiring our people and delighting our guests consistently. Our Mission is To Maximize Stakeholder Value by consistently Providing the Highest level of Customer Satisfaction Upholding the Highest level of Safety and Security Maximizing Employee Satisfaction Whilst being committed to Corporate & Social Responsibility. 2.0 GOVERNING FACTORS Preliminary Kenya Airways Ltd maintains very strict safety standards, which the bidder is deemed aware of and by submitting a tender the he/she is deemed to have declared his/her willingness to abide by these standards. 1. The Supplier shall take upon himself the whole risk of executing the service or delivery of the services provision in accordance with these conditions and specifications that may be applicable. 4

5 2. The Supplier shall at their own cost and expense procure and maintain a comprehensive motor insurance with insurers satisfactory to KQ covering events which shall include and not limited to the following; i. Death/ bodily injury to third parties, including KQ employees: unlimited ii. iii. iv. Third party property damage limit not less than Ksh 15 million per event Passenger Liability limit any one person not less than Ksh 5 million Passenger Liability limit per event not less than Ksh 20 million 3. The Supplier shall observe and comply with the provisions of all relevant acts, ordinances, regulations, by-laws, orders and rules and all requirements of any governmental authority having jurisdiction over the service provision. 4. All directions given by Kenya Airways or company s Representative in pursuant to these conditions and those elsewhere in the tender documents shall be binding upon Supplier. 5. Optional bids will not be accepted in this tender and bidders are advised to submit one bid as per specifications. 6. Proof of posting will not be accepted as proof of delivery and any tender delivered after the above-stipulated time, from whatever cause arising will not be considered. 7. Kenya Airways may, at its discretion, extend the deadline for the submission of tenders through the issue of an Addendum, in which case all rights and obligations of Kenya Airways and the Bidders previously subject to the original deadline shall thereafter be subject to the new deadline as extended. 8. No bid Modification after Tender opening will be accepted. 5

6 9. To assist in the examination, evaluation and comparison of tenders, Kenya Airways may ask bidders individually for clarification of their tenders, including breakdown of unit prices. The request for clarification and the response shall be in writing or by cable, facsimile or , but no change in the price or substance of the tender shall be sought, offered or permitted except as required to confirm the correction of arithmetical errors discovered by the employer during the evaluation of the tenders EXPECTATIONS/ TERMS OF REFERENCE a) JKIA Airside Transport Services Seven (7), 9 seater Capacity vans designed to carry eight (8) passengers, creating adequate space for easier entry and exit. These will always be required to be in good mechanical condition and kept exceptionally clean with good internal and external appearance. They are to be availed on a 24 hr basis to transport Kenya Airways staff, contractors,passengers, visitors and consultants within the JKIA Airside. The provider must also have the capacity to provide replacement vans of the same status and not junks in case any of the vans is out of operation for whatever reason. It is important to note that crew transport is highly time critical and requires the highest level of efficiency, dedication, discipline and motivation. All charges appertaining to the operation of the vehicle will be borne by the service provider. The contractor is expected to be familiar with the Kenya airports authority s operations and regulations. b) Vehicle ownership All the vehicles to be used in this contract must be registered in the name of the provider or jointly with a financier/bank at the commencement of the execution of the contract. Any vehicle(s) which do not belong to the provider or jointly with a financer shall not be accepted into KQ operations at whatever stage c) Condition and age of the Vehicles 6

7 The vehicles to be used in this contract must be in good mechanical condition. They must have pleasant external and internal appearance. The vehicles shall be three to Five (3-5) yrs old from the date of manufacture, whether locally assembled or Second hand New import at the time of commencement of operation. Kenya airways shall require a quotation of these vehicles at cost. A separate quotation of brand new vehicles at cost shall be required by Kenya Airways for more evaluation. It will be a strict requirement that the vehicles shall meet staff and passenger transport conditions as is stipulated for in the regulation of Public Vehicles Services under the laws of Kenya, this will include tyres which shall be replaced when thread depth is of reasonable measurement. Successful bidder needs to state the period required to commission the vehicles. All vehicles acquired for Kenya airways services must meet all the conditions stated herein and all the vehicles will have to be inspected and cleared by Kenya Airways before being engaged in KQ operations. KQ reserves the right to reject any vehicle that will not be deemed fit for its operations. d) Drivers Salaries, Shift Pattern and General Working Condition. Minimum salary for the drivers shall be disclosed as a strict requirement. The remuneration package must also be strictly implemented as indicated and agreed upon at the time of signing of the contract. Evidence MUST be forwarded to KQ each month confirming that the salary of all the drivers engaged in KQ staff transport operations are remitted to their bank accounts without any alterations mid stream. The drivers must also be paid by the 30 th of every calendar month. Failure to pay drivers according to the terms agreed upon at the time of signing of the agreement will lead to action by KQ including, but not limited to reviewing the engagement with the provider. Random checks on adherence of both Kenya Airways transport regulation and the regulation of Public Services Vehicles under the laws of Kenya shall be carried out without any prior notice to the 7

8 contractor, this will include but not limited to Alcohol, Chewing of Miraa or any other use of drug abuse. e) Utilization a) The vehicles will be used to undertake Staff Transport operations within the airside and will be expected to cover an average distance of 300kms per day per vehicle or less. b) None of the vehicles will be permitted or scheduled to carry excess staff or passengers. The drivers must also strictly adhere to Airside vehicle operation regulations at all times, have courtesy and must not engage in rat runs while engaged in KQ operations and during the entire period of the contract. c) The vehicles shall not transport unauthorized passengers or staff members who are ineligible. None of the vehicles shall be used for any other business while engaged in KQ operations given that they shall be on hire on a 24/7 basis. F) Service Support All the vehicles must be fitted with communication radios which must be functional at all times. One hand set must be provided to KQ for purposes of monitoring the operations. All drivers must also have mobile phones and their numbers provided to the KQ motor transport office for communication during the operations. Drivers will not use mobile phones whilst driving and should use hands free devices only. a) All the vehicles must also be fitted with a GPRS/GPS fleet management system at the vendor s cost with at least two points of access dedicated to the Motor Transport Office of Kenya Airways for purposes of monitoring the operations. The system must be reliable and able to consistently give full journey reports, general reports, vehicles position reports and stop reports. 8

9 b) All the vehicles shall have to be insured by a Kenya Airways approved insurance company. The insurance policy document shall have to be scrutinized by the insurance division of Kenya Airways which will ensure the cover for Kenya Airways staff members is adequate incase of any unexpected eventuality G) REPORTING Accurate reports with honest disclosures on whether the undertaken operations were safe or hazardous. Vehicles must be checked for any dropped or forgotten items which must be handed over to the owner if within reach or to the Motor Transport Office as soon as possible. Such items will then be signed for in the lost and found register. The operator must also put visible notices on all the buses that KQ staff;visitors; contractors and consultants are responsible for their luggage and personal effects while in the Vans, and that neither KQ nor the provider will take any responsibility for such losses. H) SERVICE PERFORMANCE The provider must agree to perform the services better than KQ would do and will perform what he is legally bound to do. This must be according to the below set standards. NAME OF SERVICE SCHEDULE ACTUAL PUNCTUALITY STAFF TRANSPORT ON TIME- 100% 100% 100% The provider must be able to plan such that delays are minimized and KQ staff do not have to wait for more than 3 minutes for transport. 9

10 The provider must also have a well maintained car wash point; this means the vehicles must be very clean at all times. In case of an arrangement with another provider for car wash services within the stipulated radius, proof of a written and signed contract must be provided. The contractor shall be required to provide drivers medical fitness certificate to Kenya Airways on semi-annual basis. I) Fueling Point and Maintenance Depot a) These must be within reasonable distance from JKIA but not more than 15kms to avoid unnecessary long distances of travel; disruption of this crucial transport service and to enhance operational efficiency. The maintenance depot must also be accessible for inspection by Kenya Airways authorized staff. b) All accidents must be reported immediately to the motor transport office as soon as possible whether or not there are casualties. Priority must be given to rescue and evacuation of KQ staff and passengers as appropriate with casualties rushed to any of the following nearest hospitals for immediate medical attention. 9.1 Aga Khan University hospital. 9.2 The Nairobi hospital. 9.3 Mater hospital. 9.4 Gertrude children s hospital. Full accident report accompanied by police abstract, vehicle inspection reports (before and after the accident) and any other report must be forwarded to the Motor transport office which will in turn forward the report to the Industrial Safety Office within the shortest period possible but not later than 48hours after the after the accident 10

11 c) Replacement of broken down vehicles. In case any of the vehicles engaged in KQ Airside transport service is out of operation due to mechanical defect, accident or for whatever reason, another branded vehicle in the same condition owned by the provider must be engaged on full time basis for staff transport operations in order to maintain full capacity at all times. Such a vehicle must be presented immediately for inspection and certification by the motor transport office. No vehicle shall be used for KQ transport service without approval by the Motor Transport office. Staff transport Buses shall not be allowed to transport KQ Staff without the following items under whatever circumstances. i. Fully equipped first aid kits. ii. iii. iv. Fire extinguishers. Spare wheels. Jacks. v. Defective passenger doors. vi. vii. viii. Uniformed drivers with visible name tags. Functional seat belts. Worn out or smooth tyres. J) SAFETY One of the most important values at Kenya airways is Safety and the Contractor will be expected to operate safely as follows:- i) Use of safety belts by Driver and Passenger. Driver to insist on all passengers belting up before driving off. 11

12 ii) iii) iv) No Driver to operate under the influence of drugs/alcohol Non use of mobile phones whilst driving. Drivers to undergo defensive driving course prior to getting into Kenya airways operations with a refresher every year. v) Drivers to undergo comprehensive airside Driving courses with KAA before being deployed. K) General Conditions of Tender Proposal a) Transporters may not make any alteration, omission, erasure or addition to documents unless they submit an annexure or covering letter detailing the cost effect of any alteration, omission, erasure or addition. Failure to do so will render the tender incomplete. b) It is the responsibility of the service provider to make sure that they are familiar with provision of transport services and all eventualities taken into account in the tendered prices. No claim for extra amount will be entertained for unforeseen work once the Contract has been awarded. c) Transporters are required to demonstrate to Kenya Airways the ability to provide the services required satisfactorily and shall provide details of similar nature of service, which they have successfully executed in the past. d) The Transporter is also required to provide information on the key personnel to be used for the services e) They should not be insolvent, in receivership, bankrupt or being wound up; their business activities should not be suspended and they should not be the subject of legal proceeding for the foregoing. f) They must prove that they have fulfilled their obligations to pay taxes and social security contributions, and for that purpose, documentary evidence to be provided. 12

13 g) They, their servants, or agents should not offer any inducement to anyone in the procuring company. h) They must have been in this business for not less than 3 years. i) Kenya Airways is not bound to accept the lowest bidder nor is it required to give reasons for selecting one transporter in favor of another. j) Late proposals will not be considered. k) Proposed price should be inclusive of VAT. l) Successful bidder will be required to have an office at JKIA at their own cost to facilitate smooth flow of the operation of the contract. L) SPECIAL CONDITIONS OF TENDER. The successful Transporter must meet the following conditions; a) Provide appropriate registration as a transport provider and provide copies of registration certificates b) Provide list of all the key staff and their relevant qualifications. c) All staff must possess certificates of good conduct d) Evidence of ability to provide related transport services to a large transport organization e) Be willing to abide by the Company s Rules and Regulations and meet its standards on safety, cleanliness etc. 13

14 f) Be prepared to provide appropriate wear to her staff and keep it clean and tidy at all times. A list of personnel apparels of same color will be required which includes but not limited to the follow; Trousers, Skirts, Ties, Pullover/ Jackets, Blazer g) Provide relevant referees two (2); one (1) present and one (1) past client. The referees information shall include, Full names, Telephone / Cell phone numbers, s, type of service offered to them, and the duration of the service M) INFORMATION TO TRANSPORTERS a) Kenya Airways will select a Transporter among those invited to submit a proposal, in accordance with the method of selection detailed under this section. b) The bidders / contractors are invited to submit a Technical Proposal and a Financial Proposal separately for transportation services. Where a bidder is not technically qualified, his / her financial bid will be returned to them unopened. c) The bidders shall familiarize themselves with local conditions and take them into account in preparing their proposals. d) Please note that (i) the costs of preparing the proposal and of negotiating the Contract, including any visit to the Kenya Airways are not reimbursable as a direct cost of the assignment; and (ii) Kenya Airways is not bound to accept any of the proposals submitted. O) TECHNICAL PROPOSAL In preparing the Technical Proposal, transporters are expected to examine documents constituting this RFP in detail. Deficiencies in providing the information requested may result in rejection of a proposal. While preparing the Technical Proposal, transporters should give particular attention to the following: 14

15 a) It is desirable that the majority of the key professional staff proposed as permanent employees of the firm should have an extended and stable working relationship with it. b) Proposed professional staff must have a minimum of not less than 5 years working experience. The Technical Proposal shall provide the following information using the standard format provided; a) A brief profile of the transporter outlining recent experience on assignments of a similar nature. For each assignment the outline should indicate inter alia, the profiles of the staff engaged, duration of the assignment, contract amount and firm s involvement. b) The list of the proposed staff team by specialty, the tasks that would be assigned to each staff member. c) Estimates of the total staff to be employed for this service by the transporter d) A detailed description of the proposed methodology, staffing and monitoring of services rendered. e) Any additional information as would be necessary to the proposal. f) All other requirements as stipulated on the General and Special condition. The Technical Proposal shall not include any financial information. TECHNICAL PROPOSAL-Standard Form 1.1 The bidders shall attach copies of the following documents to the Proposal; a) Constitution or legal status of Bidder b) Profile of the firm. 15

16 c) Place of Registration: d) Principal place of business: e) Financial Base of the firm f) VAT Certificate g) PIN Certificate h) Tax Compliance Form i) Certificate of incorporation j) Shareholding Structure k) Power of attorney of signatory of bid l) Insurance Policy document 1.2 Equipment owned by the company Equipment Description Condition Owned, or Leased (New, good, poor) Number available 1.3 Qualification and experience of key personnel proposed for administration and execution of the contract. (Attach Curriculum Vitae) 16

17 Position Name Years of Experience in the proposed position 1.4 Total annual volume of business / service Work performed in last three years, in Kshs Work of a similar nature and volume performed as over the last three years. The values should be indicated in the same currency used for Item 1.4 above. Also list details of work under way or committed, including expected completion date. Contract name and country Name of client & contact person Type of work performed and year of completion Value of contract Kshs. 17

18 1.6 Names, address, telephone, telex, and facsimiles numbers of banks that may Provide references if contacted by the Employer. 1.7 Information on current litigation in which the Bidder is involved. Other party(s) Cause of dispute Amount involved 18

19 P) SUBMISSION OF PROPOSAL a) The original proposal (Technical Proposal and Financial Proposal; shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be initialed by the persons or person authorized to sign the proposals. b) The transporters shall prepare both Technical and Financial Proposals which must be clearly marked TECHNICAL PROPOSAL and FINANCIAL PROPOSAL as appropriate. The Financial Proposal shall include but not limited to the following a. Purchase price of the vehicles b. Depreciation c. Cost of motor vehicle per kilometer d. Operating cost per Kilometer e. Other cost per Kilometer e.g. Insurance f. Percentage profit calculations. g. Cost of vehicle per day 19

20 h. Airport passes i. Cost of salary per driver on monthly basis j. Management fee Q) SAFETY QUESTIONNAIRE This Questionnaire forms part of Kenya Airways Tender evaluation process and is to be completed by Tenderers and submitted with their tender offer. The objective of the Questionnaire is to provide an overview of the status of the Tenderers Safety, Health, & Environmental Management system. Tenderers will be required to verify their responses noted in their Questionnaire by providing evidence of their ability and capacity for relevant matters. Tenderer Safety, Health, & Environmental Questionnaire YES NO Qn Aspects. SHE Policy & Management Is there a written company Safety, Health, & Environmental Policy O If yes provide a copy of this Policy. Does the company have a SHE Management system certified by recognized independent authority(e.g. ISO 18001, ISO 14001) 2.1 If yes provide details. 3.0 Is there a company SHE Management System manual or plan? 20

21 3.1 If yes provide a copy of the content page(s) 4.0 Are Safety, Health & Environmental responsibilities clearly identified for all levels of Management and staff? 4.1 If yes provide details 5.0 Are there documented Safe Work Practices and Procedures for the normal work done by the company? 6.0 Has the company prepared safe operating procedures or specific safety instructions relevant to its operations? If yes provide a summary listing of procedures or instructions Is there a register of injury document? 7.1 If yes provide a copy Tenderer Safety Health & Environmental Questionnaire YES NO 8.0 Is there a documented incident investigation procedure? 8.1 If yes provide a copy of a standard incident report form 21

22 9.0 Are there procedures for maintaining, inspecting and assessing the hazards of plant operated/owned by the company? If yes provide details Are there procedures for storing and handling hazardous substances? If yes provide details Are there procedures for identifying, assessing and controlling risks associated with manual handling? 11.1 If yes provide details 12.0 SHE Training 12.1 Describe how Safety, Health & Environmental training is conducted in your company 12.2 Is a record maintained of all training and induction programs undertaken for employees in your company? 12.3 If yes provide examples of safety training records 22

23 13.0 Safety, Health & Environmental Workplace Inspection 13.1 Are regular Safety, Health & Environmental inspections at worksites undertaken? If yes provide details Is there a procedure by which employees can report hazards at workplaces? If yes provide details Safety, Health & Environmental Consultations 14.1 Is there a workplace Safety, Health & Environmental committee? 14.2 Are there employees involved in decision making over SHE matters? 23

24 14.3 If yes provide details 14.4 Are there employee elected Safety, Health & Environmental representatives? 15.0 SHE Performance Monitoring 15.3 Are employees regularly provided with information on company Safety, Health & Environmental performance? 15.4 If yes provide details 15.5 Has the company ever been convicted of an occupational Safety, Health & Environmental offence? 15.6 If yes provide details 16.0 Company Reference 16.1 Provide the following information for the three (3) most recent contracts completed by the company Signed: Name: Designation: 24

25 c) Proposals must be delivered at the submission address on or before the time and date stated. Any proposal received after the closing time for submission of proposals shall be returned to the respective transporter unopened. d) After the deadline for submission of proposals, the Technical Proposal shall be opened immediately by the evaluation committee. The Financial Proposal shall remain sealed until the Technical evaluation is completed. R) EVALUATION OF THE PROPOSAL An evaluation committee appointed by Kenya Airways will be responsible for evaluation of the submitted proposal. 1.1) Proposal Evaluation /General Criteria From the time the bids are opened to the time the contract is awarded, if any Bidder wishes to contact Kenya Airways on any matter related to his proposal, he should do so in writing at the address indicated in the RFP. Any effort by the Bidder to influence Kenya Airways in the proposal comparison or contract award decisions will result in the rejection of the Bidder s proposal. No EVALUATION CRITERIA Points Allocated Points Awarded A DESKTOP ANALYSIS /40% EVALUATION VARIABLES 1 TRADE REFERENCE 2 COMPANY COMPLIANCE 3 LICENSES AND INSURANCE POLICY 25

26 4 EXPERIENCE OF THE TRANSPORTER 5 PROPOSED METHODOLOGY, STAFFING & SERVICE MONITORING 6 SUPPLIER COMPETENCIES & RESOURCES B SUPPLIER SITE VISIT FLEET AND GARAGE AUDIT /20% C SAFETY HEALTH AND ENVIRONMENT POLICY EVALUATION /10% D FINANCIALS /30% TOTAL POINTS 100% 1.2) NEGOTIATIONS Negotiations with the top three selected suppliers will be held at Kenya Airways headquarters. The aim is to get discounts and decide who the winner is and also lock the prices. Negotiation will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by the bidder to improve the Terms of Reference. Kenya Airways shall appoint a team for the purpose of the negotiations. 1.3) Confidentiality Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the transporters who submitted the proposals or to other persons not officially concerned with the process, until the winning firm has been notified that it has been awarded the Contract. 26

27 S) AWARD OF CONTRACT The Contract will be awarded following the negotiations. Any bidder who does not receive feedback within one month of submission of proposal should consider their bid unsuccessful. The Bidder is expected to commence the assignment on the commencement date. Kenya Airways may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination. To qualify for the contract awards, the tenderer shall have the following: (a) Necessary qualifications, capability experience, services, equipment and facilities to provide what is being procured (b) Legal capacity to enter into a contract for procurement (c) Shall not be insolvent in receivership, bankrupt or in the process of being wound up and is not the subject f legal proceedings relating to the foregoing. (d) Shall not be blacklisted by Kenya airways from participating in its procurement process. (e) Shall have all the statutory documents CORRUPT OR FRAUDULENT PRACTICES Kenya Airways requires that the bidders observe the highest standards of ethics during the selection and award of the contract and during the performance of the assignment. Kenya Airways will reject a proposal for award if it determines that the bidder recommended for the award has engaged in corrupt or fraudulent practices in competing for the contract in question. Further a Bidder who is found to have indulged in corrupt or fraudulent practices risks being blacklisted from participating in Kenya Airways procurement process in future. 27

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