PRE-QUALIFICATION OF SUPPLIERS FOR GOODS, WORKS & SERVICES FOR THE YEAR 2014/ /2016

Transcription

1 PRE-QUALIFICATION OF SUPPLIERS FOR GOODS, WORKS & SERVICES FOR THE YEAR 2014/ /2016 CLOSING DATE: THURSDAY, 15 TH MAY 2014AT A.M. Please indicate the item applied for as follows: CATEGORY NO. : CATEGORY NAME:...

2 TABLE OF CONTENTS PAGE NUMBER TENDER NOTICE PRE-QUALIFICATION INSTRUCTIONS BRIEF CONTRACT REGULATIONS/GUIDELINES PRE-QUALIFICATION DATA INSTRUCTIONS PRE-QUALIFICATION EVALUATION CRITERIA PART I: PRE-QUALIFICATION REGISTRATION DOCUMENTATION PART ll: SUPPLIER DETAILS PART III : COMPANY DETAILS PART VII: PERFORMANCE STANDARDS & FACILITIES PART VIII: MANPOWER PART IX: GENERAL INFORMATION PART X: BUSINESS PROBITY AND LITIGATION HISTORY PART XI: DECLARATION Page

3 TENDER NOTICE PRE-QUALIFICATION OF SUPPLIERS 2014/ /16 The invites applications from competent firms for pre-qualification for supply of goods, works and services listed below for 2014/ /16 financial years. Interested eligible suppliers are invited to apply for pre-qualification, indicating the code number and Item Description of goods works or services they wish to be considered for: NO TENDER NO. ITEM DESCRIPTION Target CATEGORY A SUPPLY OF GOODS Group 1 ERC/PROC/9/1/14 16 Supply of General Office Stationery Special Groups 2 ERC/PROC/9/2/14 16 Supply of Computer Stationery and Computer related Consumables Special Groups 3 ERC/PROC/9/3/14 16 Supply of Computer Hardware & Software Open 4 ERC/PROC/9/4/14 16 Printing of General Office Stationery Special Groups 5 ERC/PROC/9/5/14 16 Supply and Office Furniture, Furnishings and Fittings Open 6 ERC/PROC/9/6/14 16 Supply and Maintenance of Office Equipment Open 7 ERC/PROC/9/7/14 16 Supply of Performance Testing Equipment (Solar PV, open Solar Water Heating & Energy Audits) 8 ERC/PROC/9/8/14 16 Supply of Motor Vehicle Tyres, Batteries and open Accessories 9 ERC/PROC/9/9/14 16 Supply of Staff Uniforms, Executive Suites, Shoes open and Protective Clothing/gear/shoes 10 ERC/PROC/9/10/14 16 Supply and printing of branded materials e.g. T Special Groups Shirts, Caps, and other promotional items 11 ERC/PROC/9/11/14 16 Supply of Newspapers, Magazines and Periodicals Special Groups 12 ERC/PROC/9/12/14 16 Supply of Air time Special Groups 13 ERC/PROC/9/13/14 16 Supply of Library Books open 14 ERC/PROC/9/14/14 16 Supply of Drinking Mineral Water open 15 ERC/PROC/9/15/14 16 Supply of Fresh Milk open CATEGORY B PROVISION OF WORKS/SERVICES 16 ERC/PROC/9/16/14 16 Small Building works e.g. Renovations, Partitioning, open Painting, Plumping and related services 17 ERC/PROC/9/17/14 16 Provision of Design and Artworks Printing of open Corporate Newsletter, Calendars, Diaries, Christmas, Cards, Brochures, banners, promotional materials, etc) 18 ERC/PROC/9/18/14 16 Supply and Maintenance of Electrical Appliances, open fittings & Accessories 19 ERC/PROC/9/19/14 16 Supply and Maintenance of Office furnishings e.g. Drapery, Vertical Blinds open 3 Page

4 20 ERC/PROC/9/20/14 16 Supply and Maintenance of Air conditioners open 21 ERC/PROC/9/21/14 16 Supply and Maintenance of Fire Suppression and open Fire Fighting Equipment 22 ERC/PROC/9/22/14 16 Supply and Maintenance of Computer Equipment open 23 ERC/PROC/9/23/14 16 Supply and maintenance of CISCO Telephone open Equipment and Accessories 24 ERC/PROC/9/24/14 16 Supply and Maintenance of CCTV and Access open Control and Printing of Staff Cards 25 ERC/PROC/9/25/14 16 Maintenance of ICT equipment (computers laptops, open printers etc) 26 ERC/PROC/9/26/14 16 Supply Floral arrangements and Maintenance of open office indoor plants 27 ERC/PROC/9/27/14 16 Provision of Sanitary Services open 28 ERC/PROC/9/28/14 16 Provision of Security Guarding and Alarm Services open 29 ERC/PROC/9/29/14 16 Provision of Cleaning Services open 30 ERC/PROC/9/30/14 16 Provision of Hospitality Services open 31 ERC/PROC/9/31/14 16 Provision of Pests Control Services open 32 ERC/PROC/9/32/14 16 Provision of Conference Services & OutsideCatering Services open 33 ERC/PROC/9/33/14 16 Provision of Air Travel, Reservations and Ticketing open Services 34 ERC/PROC/9/34/14 16 Provision of Transport Services (Taxi, Vans, Mini open Buses and Buses) 35 ERC/PROC/9/35/14 16 Provision of Event Management Services open 36 ERC/PROC/9/36/14 16 Provision of Courier Services/Mail Delivery open 37 ERC/PROC/9/37/14 16 Provision of Internet Services open 38 ERC/PROC/9/38/14 16 Provision Dry Cleaning and Laundry Services open 39 ERC/PROC/9/39/14 16 Provision of Photography and Videographer Services Special Groups 40 ERC/PROC/9/40/14 16 Provision of Auctioneering Services open 41 ERC/PROC/9/41/14 16 Provision of Entertainment Services (DJ s Bands, open Dancers Musicians, Models, and MC s etc) 42 ERC/PROC/9/42/14 16 Provision of Accident/Incident Investigation Services open 43 ERC/PROC/9/43/14 16 Supply and Maintenance of Signage open CATEGORY C CONSULTANCY SERVICES 44 ERC/PROC/9/44/14 16 Production of Radio and TV infomercials/tv open Documentaries 45 ERC/PROC/9/45/14 16 Provision of Legal Services open 46 ERC/PROC/9/46/14 16 Architectural Services open 47 ERC/PROC/9/47/14 16 Quantity Surveying Services open 48 ERC/PROC/9/48/14 16 Electrical/Services Engineers open 49 ERC/PROC/9/49/14 16 Energy Auditors open 50 ERC/PROC/9/50/14 16 Solar PV Systems and Solar Heating Systems open Inspectors 51 ERC/PROC/9/51/14 16 Accident and incident investigation services open 52 ERC/PROC/9/52/14 16 Environmental Sampling Analysis Services and open 4 Page

5 Calibration of Environmental Monitoring Equipment Services 53 ERC/PROC/9/53/14 16 Consultancy services in Internal Controls Framework open (COSO Framework). 54 ERC/PROC/9/54/14 16 Market Research Consultancy Services open A. Customer Satisfaction Survey open B. Employee Satisfaction & work environment open Survey C. Corruption & risk assessment survey open 55 ERC/PROC/9/55/14 16 Human Resource Consultancies Services that open include: A. Recruitment Services open B. Customer Service open C. HIV/AIDS Mainstreaming open D. Gender Mainstreaming open E. Corporate Governance open F. Safety /First Aid /Fire Marshal open G. Team Building open H. Competency Level determination open I. Training Needs Analysis open J. Training Career Progression open K. Training Services (In House) open Note: Special groups represent youths, women and people living with disabilities as described in the Public Procurement and Disposal ( Amendment) Regulations The Pre-qualification documents may be downloaded from ERC s website: Pre-qualification documents in plain sealed envelopes clearly marked Pre-qualification of Suppliers 2014/ /2016 indicating clearly the preferred Code No... and Item Description... as indicated above and addressed to:- The Director General,, Eagle Africa Centre, 1 st Floor, Longonot Road, Upperhill P.O. Box , NAIROBI. Tel: /200 info@erc.go.ke Website: http// and placed in the Tender Box situated on 1 st Floor, Eagle Africa Centre, Longonot Road, Upperhill, Nairobi so as to be received on or before Thursday 15 th May 2014 at 11.30am. The Pre-qualification Documents will be opened soon after the closing time at the Hearing Room in the presence bidders or their representatives who choose to attend. 5 Page

6 Michael K. Mwangi FOR DIRECTOR GENERAL 6 Page

7 GENERAL INSTRUCTIONS 1) You are requested to provide particulars as indicated in part II, III, IV, V, VI 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) ERC 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/deregistered. 3) ERC reserves the right to visit and inspect business premises of all the applicants to verify information provided. 4) All the information provided would be treated as confidential. 5) This Prequalification Document is eligible for one Item Code which should be clearly written at the top of the form. 6) Your prequalification documents should be submitted properly bound, filled and page numbered. ERC shall not be responsible for Loss of documents not bound (loose). 7 Page

8 1. PRE-QUALIFICATION INSTRUCTIONS 1.1 Introduction The (ERC) would like to invite interested candidates who must qualify by meeting the set criteria as provided by the ERC to perform the contract of supply and delivery or provision of goods, services and works to ERC. 1.2 Pre-qualification Objective The main objective is to supply and deliver assorted items and also provide services under relevant tenders/quotations to ERC on as and when required during the stated period. 1.3 Invitation of Pre-qualification Suppliers registered with Registrar of Companies under the Laws of Kenya in respective merchandise or services are invited to submit their Pre-Qualification documents to The Director General, so that they may be pre-qualified for submission of quotations. Bids will be submitted in complete lots singly or in combination. The prospective suppliers are required to supply mandatory information for prequalification. 1.4 Experience Prospective suppliers and contractors must have carried out successful supply and delivery of similar items/services to Government/Corporation/ institutions of similar size. Potential suppliers/contractors must demonstrate the willingness and commitment to meet the prequalification criteria. Note: 1. ERC may waiver some of the conditions in this document in line with the Public Procurement and Disposal rules and Regulations. 8 Page

9 2. Special Group firms (registered with AGPO) will be treated in accordance with the Public Procurement and Disposal (Preference and Reservation) Regulations, Pre-qualification Document This document includes questionnaire forms and documents required of prospective suppliers. 1.6 In order to be considered for pre-qualification, prospective suppliers must submit all the information herein requested. 1.7 Distribution of Pre-qualification Documents A copy of the completed pre-qualification data and other requested information shall be submitted to reach: The Director General,, 1 st Floor, Eagle Africa Centre, Longonot Road, Upperhill P.O. Box , NAIROBI, KENYA. Tel: /200 Fax: info@erc.go.ke Website: http// Not later than Thursday 15 th May 2014 at 11.30am. 1.8 Questions Arising from Documents Questions that may arise from the pre-qualification documents should be directed to the following address: Ag. Procurement Manager,, P.O. Box , NAIROBI. 9 Page

10 or 1.9 Additional Information reserves the right to request submission of additional information from prospective bidders Request for quotations will be made available only to those bidders whose qualifications are accepted by after scoring a minimum of 75% after the completion of the pre qualification process. 2. BRIEF CONTRACT REGULATIONS/GUIDELINES 2.1 Taxes on Imported Materials The Supplier shall pay custom duty, VAT and all other taxes as required by the law. 2.2 Customs Clearance The contractors shall be responsible for custom clearance of their imported goods and materials. 2.3 Contract Price The contract shall be of unit price type or cumulative of computed unit price and quantities required. Quantities may increase or decrease as determined by demand on the authority of the Director General or Tender Committee. Prices quoted should be inclusive of all delivery charges. 2.4 Payments All local purchase shall be on credit of a minimum of thirty (30) days or as may be stipulated in the Contract Agreement. 10 Page

11 3. PRE-QUALIFICATION DATA INSTRUCTIONS 3.1 Pre-qualification data forms The attached questionnaire forms described as part II, III, IV, V, VI, VII, are to be completed by prospective suppliers/contractors who wish to be pre-qualified for submission of tender for the specific tender The pre-qualified application forms which are not filled out completely and submitted in the prescribed manner will not be considered. All the documents that form part of the proposal must be written in English and indelible ink. 3.2 Qualification It is understood and agreed that the pre-qualification data on prospective bidders is to be used by in determining, according to its sole judgment and discretion, the qualifications of prospective bidders to perform in respect to each tender item/category as described by the client Prospective bidders will not be considered qualified unless in the judgment of Energy Regulatory Commission they posses capability, experience, qualified personnel available and suitability of equipment and net current assets or working capital sufficient to satisfactorily execute the contract for goods/services. 3.3 Essential Criteria for Pre-qualification (exempted for AGPO registered firms) (a) Experience: Prospective bidders shall have at least 2 years experience in the supply of goods, and 5 years in the case of Consultancy services and allied items in case of potential supplier/contractor should show competence, willingness and 11 Page

12 capacity to service the contract. Professional consultants shall be required to have indemnity cover with reputable insurance Company. (b) Prospective supplier requires special experience and capability to organize supply and delivery of items, or services at short notice. (c) ERC reserves to request for additional qualification information as the tender/quotation stage to suit particular procurement Personnel The Suppliers/Contractors/Consultants shall provide pertinent information to demonstrate that they have qualified staff to carry out the assignment. CVs of the key personnel for individual or group to execute the contract must be indicated in part VIII Financial Condition (Exempted for AGPO registered firms) The Supplier s financial condition will be determined by latest financial statement submitted with the prequalification documents as well as letters of reference from their bankers regarding suppliers/contractors credit position. Potential suppliers/contractors will be prequalified on the satisfactory information given Special consideration will be given to the financial resources available as working capital, taking into account the amount of uncompleted orders on contract and now in progress. Data to be filled/ provided on Part II. However, potential bidders should provide evidence of financial capability to execute the contract Past Performance (exempted for AGPO registered firms) Past performance will be given due consideration in pre-qualifying bidders. Letter of reference from past customers should be included in part V. 3.4 Statement 12 Page

13 Application must include a sworn statement on part VII by the Tenderer ensuring the accuracy of the information given. 3.5 Withdrawal of Prequalification. Should a condition arise between the time the firm is pre-qualified to bid and the bid opening date which could substantially change the performance and qualification of the bidder or the ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, the ERC reserves the right to reject the tender from such a bidder even though they have been initially pre-qualified. 3.6 The firm must have a fixed Business Premise and must be registered in Kenya, with certificate of Registration, Incorporation/Memorandum and Articles of Association, copies of which must be attached The firm must show proof that it has paid all its statutory obligations and have Valid Tax Compliance Certificate from the Kenya Revenue Authority. 4. PRE-QUALIFICATION EVALUATION CRITERIA A: MANDATORY REQUIREMENTS Requirements Score 1 Certified copy of Certificate of Registration/Incorporation Mandatory 2 Certified copy of Valid Tax Compliance Certificate Mandatory 3 Air Travel firms must be registered with IATA and any other relevant Mandatory bodies 4 Transport Hire firms must attach evidence of having taken all the Mandatory necessary Insurance covers. 5 Outside Catering Services bidders to avail a certificate of health for Mandatory food handling from CCN/County/Municipal council 7 Single Business Permit from CCN/ County/Municipal Council or Mandatory certificate/letter of exemption for professional services from the municipal authorities ( AGPO registered firms are exempted). 8 Evidence of physical registered office Attach utility bill e.g. Mandatory Electricity/water bill etc or tenancy agreements( AGPO registered 13 Page

14 firms are exempted) B: TECHNICAL EVALUATION Requirements (submit evidence) PART No. Score (%) 1 Registration Documentation I 25 2 Supplier Pre-qualification Data II 5 3 Financial Position III 20 4 Manpower/Key personnel V 20 5 Past Performance & Experience VI 25 6 Litigation History VII 5 Total 100 Note: 3. The minimum score to qualify for prequalification shall be 75%. Applicants who will not meet this minimum score shall be disqualified at this stage. 4. AGPO registered firms shall be evaluated separately. 14 Page

15 PART I: PRE-QUALIFICATION REGISTRATION DOCUMENTATION All firms must provide copies of the following: - 1. Copies of Certificate of Incorporation/Partnership deed/business registration 2. Valid Tax Compliance Certificate from Kenya Revenue Authority 3. Copy of current Single Business Permit from CCN/County/Municipal Council or exemption where applicable 4. Copies of relevant registration certificates/permits/licenses specific to your line of business from applicable bodies e.g. Ministry of Public Works, IATA, ERC, CCK, AAK, MISK, CCK, LSK, ACPAK, ACPSK, ISPAK, Pest Control Board etc. 5. Current letters of recommendation from previous organizations served (provide at least two) where applicable. 6. Copies of current practicing Certificates for all professionals where applicable from relevant/ applicable bodies. 7. Where registration for service provision is mandatory, the firm must attach evidence of valid registration certificate with relevant Professional bodies/authorities. 8. CVs for Senior Staff for Consultancy Services 9. Evidence of physical registered office where applicable Attach utility bill e.g. Electricity/water bill etc or tenancy agreements 15 Page

16 PART ll: 1. SUPPLIER PREQUALIFICATION DATA A. Business Name Pin No. VAT Reg. No (Attach copy registration certificate) B. Address P.O. Box...Postal Code...City/Town. Telephone Nos. Mobile Nos. Fax No.. Address:. Website address (If any). C. Physical Address Business Location... Name of building. Plot No. Road/Street Name... Floor No. Room No COMPANY DETAILS A Sole Proprietor Your name in full.... Age.. Nationality... Country of origin. *Citizenship details Page

17 B Partnership Given details of partners as follows: Name Nationality Citizenship Details Shares C Registered Company: Private or Public... State the nominal and issued capital of company- Nominal Kshs... Issued Kshs... Given details of all directors as follows:- Name Nationality Citizenship Details Shares *If Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or Registration D. Registration with Registrar of Companies 1) Date of Registration Registration No. 2) Registration with Ministry of Public Works (Attach copy/copies of registration certificate) Date of Registration Registration No. Present Category (Attach copy/copies of current registration certificate) 3) Registration with any other bodies/authority relevant to your line of business e.g. AAK, MISK, CCK, LSK, ERC, ACPAK, ACPSK, ISPAK, etc Date of Registration Registration No. 17 Page

18 Present Category (Attach a copy/copies of registration certificates) 4. Current Practising Certificates ((Attach copy) 3. TRADE LICENCES Single Business Permit held - City Council of Nairobi /County/Municipality Councils 1) Licence No.. Expiry Date.. Licensed for... Current Trade Licence Ministry/Statutory Commissions/Regulatory Commissions etc 1) Licence No. Expiry Date.. 2) Licence No... Expiry Date.. 3) Licence No... Expiry Date. (Attach copy/copies of registration certificate) 4. NATURE OF BUSINESS A. Please list the goods or services you provide specific to item Code, Item Description applied for: 1)... B. For Contractors, state your area of specialisation specific to item Code, Item Description applied for: - 1) 2) 3) PART III: FINANCIAL POSITION / INVESTMENT A. Company s Capital 1) Authorised Shares Ksh 2) Issued Shares Ksh. 18 Page

19 B. Partnership & Sole Proprietorship: Total Investment: Kshs. NB: Provide and attach certified audited financial statements for the previous (latest) two years and/or bank statements for the last one year certified by the issuing bank as proof of ability to execute the items applied for. C. Maximum value of business which you can handle at any time.. D. State terms of payment in preference order i) ii) iii) Note: ERC prefers payment to be made within 30 days after delivery of goods/services. PART IV: PERFORMANCE STANDARDS & FACILITIES A. Space 1) Factory Sq.ft. Owned or rented 2) Godown Sq.ft. Owned or rented 3) Office Sq.ft. Owned or rented B. Machinery 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) 19 Page

20 PART V: MANPOWER a) Name of Chief Executive Officer/Principal Officer b) How many staff does your organization have?. c) Indicate the number in each category: (i) Technical (Permanent.. Temporary.) (ii) Semi Skilled ( Permanent Temporary ) d) Please describe generally the experience and expertise your organisation posses that will generally enable you to effectively and efficiently undertake the Consultancy services that you are applying for as required by ERC. Attach CV's of key professional/technical personnel in the following format. Name Age Academic Qualification Under graduate Post graduate Diploma High School Professional Qualification.. (Attach Certificates if any) Length of service with the firm Position held. PART VI: PAST PERFORMANCE & EXPERIENCE 20 Page

21 a) Please provide at least four (4) major supplies/projects/assignments you have undertaken relevant to the job you are bidding for performed over the last three (3) years, 1. Name of 1 st Client (Organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization).. iv) Telephone No. of Client v) Value of Contract vi) Duration of Contract (date).. (Attach documental evidence of existence of contract) 2. Name of 2 nd Client (organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization).. iv) Telephone No. of Client v) Value of Contract vi) Duration of Contract (date).. (Attach documental evidence of existence of contract) 3. Name of 3 rd Client (organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization).. iv) Telephone No. of Client v) Value of Contract vi) Duration of Contract (date).. (Attach documental evidence of existence of contract) 4. Name of 4 th Client (organization) i) Name of Client (organization) 21 Page

22 ii) Address of Client (organization) iii) Name of Contact Person at the client (organization).. iv) Telephone No. of Client v) Value of Contract vi) Duration of Contract (date).. (Attach documentary evidence of existence of contract) b) Trade References Attach at least four (4) current letters of recommendation from reputable organisations that you have supplied goods, works/service for the last three years. c) Name and address of your Bankers d) Have you ever had an order/contract issued and cancelled in whole or part by ERC? Yes/No If yes give reasons for cancellation e) Do you have any objection in ERC obtaining a confidential financial report from your bankers? f) Has your company ever been involved in litigation/arbitration with clients/consultants? If yes, give details.. PART VII: BUSINESS PROBITY AND LITIGATION HISTORY Please confirm whether any of the following criteria applies to your organization: Note that failure to disclose information relevant to this section may result in your exclusion as a potential ERC supplier. No. PARTICULARS RESPONSE 22 Page

23 1 Is the organization bankrupt or being wound up, having its affairs administered by the court, or have entered into an arrangement with creditors, suspended business activities or any analogous situation arising from similar proceedings in Kenya or the country in which it is established? 2 Please provide a statement of any material pending or threatened litigation or other legal proceedings where the claim is of a value in excess of Kshs 500,000/= 3 Has any partner, director or shareholder been the subject of corruption or fraud investigations by the police, Kenya Anti-Corruption Commission or similar authority in the country in which your organization is established? 4 Has the organization not fulfilled obligations relating to the payment of any statutory deductions or contributions including income tax as required under Kenyan law? PART VIII: SWORN STATEMENT I declare that to the best of my knowledge the answers submitted in this pre-qualification questionnaires (and any supporting documentation) are correct. I understand that any misrepresentation will render my organization ineligible to participate in any future business activities with. Having studied the pre-qualification information for the above provision of goods, works or services applied for I hereby state: 1. The information and answers furnished in this pre-qualification questionnaire form (and any supporting documentation) are correct to the best of our knowledge and I understand that any misrepresentation will render my organization ineligible to participate in any future business activities with. 23 Page

24 2. That in case of being pre-qualified we acknowledge that this grants us the right to participate in due time in the submission of a tender or quotation on the basis of provisions in the tender or quotation documents to follow. 3. We enclose all the required documents and information required for the pre-qualification evaluation. 4. We will not engage in corrupt practices with the Commission/Members of Staff. 5. We have not been debarred from participating in Public Procurement Proceedings. FORM COMPLETED BY Date: Name: Signature: Stamp or seal (Full name and designation of the person signing and stamp or seal) 24 Page