EXPRESSION OF INTEREST PROVISION OF TRAINING SERVICES

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1 The Kenya Power & Lighting Co. Ltd. EXPRESSION OF INTEREST PROVISION OF TRAINING SERVICES TENDER NO. KPLC1/5BA/42U/01/11 LIST OF CONTENTS

2 PART I INTRODUCTION PART II SUMMARY OF THE IN-HOUSE COURSES TO BE CONDUCTED IN 2011/2012 AND 2012/2013 Part III BRIEF CONTRACTUAL CONDITIONS PART IV PREQUALIFICATION REQUIREMENTS 4.01 Instructions 4.02 Evaluation of Expression of Interest 4.03 Cancellation of Pre-qualification PART V LIST OF FORMS FOREWORD 1

3 The Kenya Power and Lighting Company (KPLC) intend to prequalify consultancy/training firms to provide training services in 2011/2012 and 2012/2013 financial years. This document gives general Information and the basic requirements for Expression of Interest in training KPLC Staff. It is expected that this Information will enable the applicants determine whether they are interested in participating in the tendering for training on a competitive basis. If so, the applicants are invited to complete the Forms which are included in this Document. Documents address to: The Company Secretary, The Kenya Power and Lighting Company Limited, Stima Plaza, Kolobot Road, P.O. Box Nairobi KENYA Should be deposited in the Tender Box on Ground Floor of Stima Plaza before a. m on 14 th February Tenders will thereafter be opened at a.m. on the same day in the Auditorium (Ground Floor) Stima Plaza, Nairobi. PART I INTRODUCTION 2

4 The Kenya Power & Lighting Company Limited wishes to select training/consulting firms who will be invited to tender for training Services in the 2011/2012 and 2012/2013 financial years. A summary of the range of courses to be conducted in the period is given in Part II of this document and more information on specific courses will be given on the Request for Proposal (RFP) document to be distributed to the shortlisted candidates at the time of bidding. The information in this document is for orientation purposes to enable consultancy firms evaluate their interest in tendering and conducting courses covered by this invitation, and is not a guarantee of the actual conditions under which the training services will be tendered or executed This Expression of Interest is governed by the Laws of the Republic of Kenya. It is to be understood that applicants who participate in the exercise have full knowledge of the laws and legislation of the Republic of Kenya which are in force at present time. Submission of Expression of Interest documents implies acceptance of the conditions in this invitation The short listing of applicants who will thereafter be invited to tender will be made by KPLC on the basis of the criteria set out in Part IV (4.02) of this document Only short listed applicants will be invited to tender for Training / Consultancy services All documents and information received by KPLC from applicants will be treated in confidence The documents submitted to KPLC will not be returned All expenses related to participation in this Expression of Interest shall be borne by the applicants. 3

5 Documents shall be submitted in triplicate One (1) ORIGINAL COPY and Two (2) DUPLICATE COPIES shall be enclosed in a sealed envelope carrying on the outside the tender No. and marked as follows: EXPRESSION OF INTEREST FOR PROVISION OF TRAINING SERVICES TO KPLC- TENDER NO. KPLC1/5BA/42U/01/11 The envelope containing the three (3) sets of documents shall be deposited in the tender box on Ground Floor, Stima Plaza, Kolobot Road. The closing date and time for receipt of Expression of Interest prequalification documents is indicated on page two (2) of this document. Documents received thereafter will not be accepted. KPLC reserves the right to request submission of additional information from applicants in order to clarify aspects of Expression of Interest. If two or more applicants intend to tender as a consortium or joint venture, all partners shall submit separate and complete pre-qualification documents, clearly indicating who will be the sponsor of the firm and the expected percentage of participation or share of each partner of the consortium or joint venture For any clarifications about this document, the applicant should contact, Human Resources Development Manager at Stima Plaza, 5 th Floor, Kolobot Road, Nairobi. Telephone: /13/26/09/11 Fax Any clarification requests must be in writing and to be received at Least 7 days before closing of the Tender. All additions or deletions, if any, in the invitation will be made in the form of an addendum which will be mailed to all the consultants/training firms who will have bought the Expression of Interest document. Any addenda issued will form part of the invitation and the holders of the Invitation must acknowledge their receipt to; Company Secretary The Kenya Power & Lighting Company Limited Stima Plaza 4

6 1.14 Kolobot Road P. O. Box Nairobi KENYA KPLC will evaluate the Expressions of Interest and will notify the successful applicants. Request for proposal documents (RFP) will be made available only to those applicants who will have been short listed. 5

7 PART II SUMMARY OF THE IN-HOUSE COURSES TO BE CONDUCTED IN 2011/2012 AND 2012/2013 FINANCIAL YEARS 1. Team Building Target Group: Various Groups Objective: Availing core teams with an opportunity to focus on Corporate goals develop team spirit and communication skills.. 2. Project Planning and Management with MS project component Target Group: Various Staff Objective: To successfully implement and manage planned projects. 3. Executive Leadership & Management Education Programs Target Group: Staff earmarked for succession planning Objective: To provide specific training and experiences for potential executives. 4. Management Skills Development Target Group: Senior Engineers/Officers Objectives: Develop management skills for potential managers 5. Supervisory Skills Development Target group: Supervisors Objective: Train Supervisors to effectively manage their staff and operations. 6. Finance for non-finance managers Target Group: Budget Holders Objective: To equip non- finance managers with the necessary skills to appreciate and use basic financial information. 6

8 7. Customer Relationship Management Target Group: Customer Relations Officers Objective: To equip staff with skills to manage Relationships with Customers and other stake-holders 8. Industrial Relations Target Group: Supervisors, Human Resource Officers and Union Officials Objective: Groups to appreciate their respective roles in promoting and maintaining a harmonious working environment/staff relations. 9. The Executive Assistant Target Group: Secretarial Staff Objective: Provide Secretarial staff with skills and knowledge to effectively manage the modern office. 10. Occupational Health and Safety Target Group: Health & Safety Committee members Objective: Improve and create awareness on legal requirements of occupational, health and safety. 11. Counselling Skills Development Target Group: Various Objective: To develop a team of counsellors who will be available to offer counselling services to staff in the Company 12. Training of Trainers Target Group: Training Facilitators Objective: To effectively transfer skills and knowledge in a professional manner. 7

9 13. Supplies Chain Management/Logistics Target Group: Supplies Officers/Assistants Objective: Improve the supplies chain so that the company achieves its target of connecting 240,000 customers per year. 14. Coaching & Mentoring Target Group: Various Staff Objective: To develop a coaching and mentoring culture in the company. 15. Balanced Scorecard Target Group: Chief Managers/Managers Objective: To support the KPLC performance management system. 16. Communication in Management Target Group: Various Staff Objective: To enable staff Communicate effectively in their managerial and supervisory roles in terms of negotiation report writing and presentation skills. 17. Effective Leadership Target Group: Prospective Managers Objective: To effectively transfer skills and knowledge in a professional manner. 18. Credit/Debt Management Target Group: Various Staff Objective: To manage credit and improve debt collection. 19. Drugs & Substance Abuse 8

10 Target Group: All staff Objective: To create awareness on the effects of drug abuse 20. Pre-Retirement Planning Target Group: Staff who are about to retire Objective: To prepare staff for life after retirement 21. Delighting the Customer Target Group: Customer Service Staff Objective: To improve performance through best customer care practices 22. First Aid Training Target Group: All Staff Objective: To equip staff with first aid skills to enable them respond to accidents and other emergencies 23. Fire Safety Training Target Group: All Staff Objective: To equip staff with fire fighting skills and develop fire marshals who can respond to incidents of fire and related emergencies 24. Fleet Management Target Group: Transport Staff Objective: To improve management of the company s fleet of vehicles and motorcycles 25. Performance Appraisal Target Group: Supervisors Objective: To improve the company s performance management system 26. Cost Management 9

11 Target Group: Assistants who are involved in cost initiation, monitoring & relocation Objective: To effectively initiate, control, monitor & manage costs. 27. MS Office (to be conducted in towns out of Nairobi) Target Group: Various staff Objective: To improve performance by use of ICT Specific Course Details Note: More details on the specific courses will be given on the Request for Proposal (RFP) document that will be distributed to the short listed firms at the time of bidding. 1. Please note that specific months for the trainings will be agreed upon between KPLC and the tenderer. In any event, at least one month s notice prior to the training will be given by KPLC. 2. Some of the training services will be conducted in other KPLC Regions namely, West Kenya, Mount Kenya and Coast. 10

12 3. PART III BRIEF CONTRACTUAL CONDITIONS 3.1 PARTICIPATION IN TENDERS While it is acceptable for any applicant to express interest both Individually and as a partner of a consortium or joint venture, it Will not be acceptable for any applicant to submit or participate in more than one application and any/all applications in violation to this rule will be rejected. 3.2 SUBCONTRACTING Subcontracting is permitted only after obtaining written approval from KPLC, but the Prime Contractor or Joint Venture will remain responsible for the satisfactory delivery of training and overall execution of the contract which will be signed between the KPLC and the successful Training/Consulting firms before commencement of such training. 11

13 PART IV PREQUALIFICATION REQUIREMENTS 4.01 Instructions 1) The forms attached to Part V of this document are to be completed by the Applicants who wish to submit Expression of Interests. 2) Applications submitted by a joint venture or consortium must meet the following requirements: i) Each partner / members of the joint venture or consortium must submit the complete documentation required in applying for individual Expression of Interest. ii) The application must confirm that if, after short listing, the applicant should submit a tender, then, that tender, as well as (in case of an award) the resulting contract, would be signed so as to be legally binding on all partners jointly and severally, and a joint venture / consortium agreement providing the joint and several liability of all partners in respect to the contract would be submitted together with the tender. The application must include a description of the proposed participation and responsibility of each partner of the joint venture or consortium. iii) All joint venture / consortium partners will be jointly and severally liable to the KPLC for the services under contract. The joint venture /consortium partners must appoint one among them to be the sponsor firm who will legally represent the joint venture /consortium for all their rights and obligations under the tender and the contract visa vis the KPLC and who will accept full responsibility for and on behalf of the consortium for the contract supervision and provision of services. The application must designate one of the partners as the Partner - In - Charge through whom any correspondence between the applicant and KPLC will be channelled. iv) Any change in the formation of a joint venture /consortium or sub-contractor(s) will be subject to KPLC s approval in writing prior to the deadline set for receipt of tenders. Such 12

14 approval shall not be granted if, among other things, any change in the proposed formation would result in the KPLC s opinion result in: a) a substantial reduction of competition, b) the inclusion of a firm which had not previously been shortlisted ( either individually or as a part of another joint venture/consortium), c) or lowering of the qualifications of the joint venture / consortium below the minimal standards stated as acceptable in the Expression of Interest 4.02 EVALUATION OF EXPRESSION OF INTEREST The submitted Expressions of Interest will be evaluated using the following criteria. 1. LEGAL STATUS The firm must be locally registered and must have been in existence in the training business for at least one (1) year. Certificate of Registration / Incorporation must be attached. (10 points) 2. REGISTRATION WITH DIT Applicants must be registered with Directorate of Industrial Training (DIT) as trainers for purposes of reimbursement. Proof of current registration must be submitted. (10 points) 3. SELECTED FIELDS OF TRAINING Each firm will select a maximum of five (5) areas of training from the list provided in Part II of this document. Shortlisted firms will be invited to bid to provide training in the selected areas. 4. EXPERIENCE AND PAST PERFORMANCE Applicants will provide a list of at least 2 organisations for whom they have conducted similar training in each of the areas of interest. This should be provided as in Form No. 3 in Part V of this document. (50 points) 5. QUALIFICATIONS AND EXPERIENCE OF KEY CONSULTANTS Applicants to provide CVs of the two principal consultants working with the firm and who will be involved in training. This should be provided in form No. 4 in Part V of this document. The Consultants must be university graduates with a minimum qualification of a Bachelor s Degree and must have experience in the training field being applied for. (30 points) 13

15 Each responsive proposal will be given a score based on the above criteria for each training applied for. A consultant shall be pre-qualified if they score a minimum score of 60 points. 6. VERIFICATION OF INFORMATION KPLC reserves the right to verify any information provided by prospective bidders as a qualification for consideration as a Trainer/Consultant CANCELLATION OF EXPRESSION OF INTEREST The Expressions of Interest shall be valid for 2011/12 and 2012/2013 financial year. Should conditions arise at any time between the submission of tenderer Expression(s) of Interest and the decision to award a contract, which in the opinion of the KPLC could substantially change the capability and qualifications of the tenderer to provide the services to such an extent that if the said conditions had existed at the time of Expression of Interest the tenderer would not have been prequalified, the KPLC reserves the right to reject the tender from such a tenderer even though, they were initially shortlisted. Any significant changes in the shortlisted tenderers conditions as indicated in the pre-qualifying documents must be communicated to KPLC expeditiously Tenderer s Expression of Interests Will be evaluated in accordance with the criteria set out in this invitation. To prequalify, the tenderer s will have to submit the documents required and provide proof of their capability as required herein as minimum conditions for pre-qualifications. 14

16 PART V LIST OF FORMS Form No. 1 Form No. 2 Form No. 3 Form No. 4 Expression of Interest Registration Details Relevant Experience Presentation Format Format for Curriculum Vitae for Principal Consultants The "Name of Applicant" on these forms is to be the Training / Consulting Firm interested in providing Training Services. 15

17 FORM No. 1 EXPRESSION OF INTEREST The Company Secretary The Kenya Power and Lighting Company Limited Stima Plaza Kolobot Road P.O. BOX NAIROBI KENYA M/s.(Name of firm) apply for consideration to provide training services in the following fields as outlined in Part II of the Expression of Interest document

18 FORM NO.2 LEGAL STATUS OF APPLICANT 1 Name of Applicant 2 Physical Address 4 Post Office Address 5 Legal Status 6 Registered Office 7 Date of Registration (attach a copy of Registration/Incorporation Certificate) 8 Pin No. 9 VAT No. 17

19 FORM No. 3 RELEVANT EXPERIENCE Services Carried Out in the Last 1 to 2 Years That Best Illustrate Relevant Experience (Please note that this does not in any way whatsoever waive your firm s requirement as to registration in the training business for at least 1 year.) Using the format below, provide information on each reference assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted to conduct training. Assignment Name: Country: Location within Country: Name of Client: Professional Staff Provided by Your Firm/entity (profiles): No. of Staff: Address: Duration of Assignment: Start Date (Month/Year): Completion Date (Month/Year): Approx. Value of Services (in KShs) Name of Associated Consultants, if any: No. of Months of Professional Staff Provided by Associated Consultants: Name of Senior Staff (Project Director/Co-ordinator, Team Leader) involved and functions performed: Narrative Description of Project: Description of Actual Services Provided by Your Staff: Firm s Name: 18

20 FORM No. 4 (vi). FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED TRAINING STAFF Position: Name of Firm: Name of Staff: Profession: Date of Birth: Years with Firm: Nationality: Membership in Professional Bodies: Detailed Tasks Assigned: Key Qualifications: [Give an outline of staff member s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations]. Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degree[s] obtained.] Employment Record: [Starting with present position, list in reverse order every employment held. List all 19

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