PRE-QUALIFICATION FOR PROVISION OF REFRIGERATION AND AIR CONDITION SERVICES SUPPLY AND REPAIRS

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1 South Nyanza Sugar Company Limited PRE-QUALIFICATION FOR PROVISION OF REFRIGERATION AND AIR CONDITION SERVICES SUPPLY AND REPAIRS TENDER REF: SNSC /041/2016/2017 CLOSING DATE: 2 ND JUNE 2016 AT 10.00AM Issued by: SONYSUGAR

2 PART I INSTRUCTIONS 1) You are requested to provide particulars as indicated in part II, III, IV, V, VI, VII, VIII, IX, X & XII of this form as accurately as possible and where space provided is not sufficient, please use a separate sheet of paper and attach to this form. 2) The Corporation attaches great importance to correct information given. If the information given is found to be incorrect in any respect, the applicant shall be rendered ineligible for registration/deregistration. 3) The Corporation reserves the right to visit and inspect business premises of all the applicants to verify information provided. 4) All the information provided will be treated as confidential but will not necessarily be used as the only basis of registering or rejecting an applicant or existing suppliers/contractors/agents/consultants. 5) Copies of all relevant registration certificates, Tax Compliance Certificate, Licences and other documents requested and other documentations applicable to the line of business MUST be attached to the form. 6) Firms associated with employees of the Corporation are ineligible to apply for registration. 7) Please attach a copy of Ksh. 2,000/= payment receipt with this form. Not Applicable 8) This form is eligible for one speciality of WORKS Not Applicable 9) This form should be typed or completed in legible block letters. 10) Your prequalification documents shall be submitted spiral or velo bound and properly page numbered. The Corporation shall not be responsible for Loss of documents not bound (loose). 11) The evaluation criteria will be done as shown on Part XI. This shall be done for those suppliers who shall have complied with all the instructions and supplied all information requested herein. PART II SUPPLIER DETAILS A. Business Name. Pin No. VAT Reg. No Electronic Tax Registration No. (Attach copy of registration certificate) B. Location Business Location... Name of building. Plot No.

3 Road/Street Name... Floor No. Room No... C. Address Postal Address Telephone Nos. Fax No. Mobile Nos. Website & PART III COMPANY DETAILS A. Nature of Institution Company Partnership Sole Proprietorship Other (specify) (Tick where applicable) B. Ownership Details of the Directors Names Nationality Citizenship Shares Details

4 (Attach proof of citizenship e.g. ID No., Passport) C. Registration with Registrar of Companies 1) Date of Registration Registration No. (Attach copy/copies of registration certificate) 2) Registration with Ministry of Roads & Public Works Not Applicable Date of Registration Registration No. Present Category (Attach copy/copies of current registration certificate) 3) Registration with any other relevant bodies e.g. AAK, AIBK, MISK, CCK, LSK, Commissioner of Insurance, ACPAK, ACPSK etc Not Applicable Date of Registration Registration No. Present Category (Attach copy/copies of registration certificates) 4. Current Practising Certificates ((Attach copy) Not Applicable PART IV TRADE LICENCES Current Trade Licences held - Nairobi City Council/Municipality Councils 1) Licence No.. Expiry Date.. Current Trade Licence Ministry/Statutory Boards/Regulatory Boards etc 1) Licence No. Expiry Date.. 2) Licence No... Expiry Date.. 3) Licence No... Expiry Date. (Attach copy/copies of registration certificate)

5 PART V TYPE OF BUSINESS A. State whether you are an importer, manufacturer, distributor or agent Goods Importer/Manufacturer/Distributor/Agent 1).. 2).. 3).. 4).. 5).. 6).. List some specific types of goods you supply /service 1).. 2).... 3).... B. For Contractors, state your area of specialisation. (Type of construction work) Not Applicable 1) 2) 3) 4) 5) PART VI FINANCIAL INVESTMENT A. Company s Capital 1) Authorised Shares KSh

6 2) Issued Shares Kasha. B. Partnership & Sole Proprietorship: Total Investment: Kshs NB: Provide and attach audited financial statements for the previous two years and/or bank statements for the last one year certified by the issuing bank as proof of ability to execute work you have applied for). C. Maximum value of business which you can handle at any time.. PART VII PERFORMANCE STANDARDS & FACILITIES A. Space (where applicable) 1) Factory Sq ft Owned or rented 2) Godown Sq ft Owned or rented 3) Office Sq ft Owned or rented B. Machinery Not Applicable 1) You own or lease 2) Approximate value Ksh (Provide and attach a list of key plant/equipment for the execution of the works) 3) State extent to which you would have to sub-contract work. 4) Are you certified by any Quality Assurance Body? If so, give the standard and name (Attach copies of the accreditation) C. Past Performance / Experience a) Indicate / provide evidence of your performance with other public institutions.

7 b) Indicate experience in category of interest with other public institutions. PART VIII MANPOWER a) Name of Chief Executive Officer/Principal Officer b) Number of employees c) Number of Technical Staff d) Number of shifts e) Number of utility vehicles f) Please indicate names and attach CV's of key management, professional/technical personnel to carry out specialised works, services, consultancy etc PART IX GENERAL INFORMATION a) Name and address of your Bankers b) Have you ever had an order/contract issued and cancelled in whole or part by the Corporation? Yes/No If yes give reasons for cancellation c) Do you have any objection in the Corporation obtaining a confidential financial report from your bankers? d) Has your company ever been involved in litigation/arbitration with clients? If yes, give details..

8 e) Attach at least three (3) current letters of recommendation from reputable organisations that you have supplied goods or performed services/works. f) State terms of payment in preference order i) ii) iii) Note: The Corporation prefers payment to be made within 30 days after delivery of goods or performance of services/works. Supplement information provided by mentioning current and previous association with other firms (preferably mention major supply/works done within the last three (3) years). Name of Firm Project Work Contract Sum Year a) b) c) d) e) PART X DECLARATION A. Is there any person(s) working with who has or have interest in your firm? Yes/No (Delete as necessary) B. Attach valid certificates of compliance with the following Acts:- KRA Tax Compliance, NHIF, NSSF etc PART XI

9 EVALUATION CRITERIA SonySugar Company Ltd shall apply the following criteria in the prequalification for duly completed forms and submission of all documents as stated herein. CRITERIA A. Mandatory Requirements Copies of valid Tax compliance certificate Certificate of Registration/incorporation for all companies Financial capacity to carry out the contract (Attach six months bank statement or audited accounts for the last 2 years). List of three corporate clients, apart from SonySugar Co. Ltd (Attach documentary evidence which shall include copies of delivery notes/job completion certificates/contracts issued in the last five years) Duly authorised client testimonial for the said copy document Possession of necessary facilities for efficient performance of the contract. (Office premises shall be mandatory for every tenderer. However, in the case of workshops and stockists of general hardware, a schedule of equipment, workshop floor space and storage space for goods warehousing shall be necessary. Where testing may be applicable, laboratory tests space and equipment shall be required). A detailed Company profile and capability statement. Provide particulars of all directors of the firm. NB: ALL BIDDERS MUST MEET ALL THE MANDATORY REQUIREMENTS TO PROCEED TO NEXT STAGE OF EVALUATION (GENERAL INFORMATION) B. General Information 1. Competency.15mks previous /current clientele. Include samples of photos and any other evidence. i) Evidence of past performance- three past/current clients in the last five years for similar service-6mks(2marks each) ii) Testimonials from clients- current testimonials from three clients in the area of speciality-6mks(2marks each) iii) length of experience in the specific field- three years and above 3mks(1mark each) 2. Capacity- This shall include personnel, schedule of equipment, the equipment make, Demonstrate ownership and or lease arrangements of equipment for a period of not less than 2 years...45mks i) Technical staff- Demonstrate competency of technical personnel proposed for the service. Attach copies of procedure for operational control of the packaging process and organisation structure clearly stsating the roles and responsibilities. Attch comprehensive CV s of three persons performing these roles clearly stating their qualifications, experince and duration of service with your firm 15 mks(5marks for each CV submitted)

10 ii) iii) Work Space- Possession of facilities for efficient performance of the works 20mks Demonstrate ownership or lease of equipment for a period of not less than 2 years 10mks(Less than 2years 5marks) 3. Consistency.10mks (new applicants full mks) Internal evaluation of existing SonySugar Company Ltd s suppliers in terms of service quality and deliverables, responsiveness, communication. (Not applicable to new applicants) 4. Financial capability.20mks i) Working capital- Positive working capital 10mks ii) Liquidity- positive liquidity..5mks iii) Terms of payment 30 days and above..5mks(below 30 days Zero mark) 5. Communication.10mks (3mks each) i) Physical address- evidence of physical location..4marks ii) Telephone numbers- evidence of contact telephone number 3marks iii) s/website- evidence of /website address.3marks Note: Only those vendors who will have scored 70% out of 100% and above will proceed to the next level of evaluation. NB: Sony Sugar Company Ltd may undertake the post qualification level which would involve field visit to confirm the information submitted in the tender document. Post qualification criteria-field Visit Any firm that cannot be located at the stated physical location as indicated in the tender document shall be automatically disqualified. 1. Control i) Quality management systems in place ii) Accreditation/ certification iii) Third party audit iv) procedure manuals 2. Culture i) Employees attitude ii) Reception iii) Communication iv) Grooming 3. Cleanliness

11 i) physical environment ii) Safety of environment 4. Verification of original documents 5. Confirming availability of machinery PART XII CERTIFICATION We certify that the above information is correct in all respects. Full Name Signature Official Position Date Affix Company Stamp Completed application in sealed envelope stating clearly the category of item/service and marked: "Ref (SNSC/041/2016/2017) Prequalification of Suppliers for Provision of refrigeration and air condition services supply and repairs for financial year 2016/2017 and should be addressed and posted to:- The Managing Director, South Nyanza Sugar Company Limited, Off Kisii-Migori Road, P.O. Box 107, SARE AWENDO. or deposited in the Tender box provided at the Managing Director s office at South Nyanza Sugar Company Limited, Awendo office so as to be received not later than 2ND JUNE 2016 AT A.M

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