NATIONAL CEREALS AND PRODUCE BOARD TENDER NO:NCPB/PREQ/30/

Transcription

1 NATIONAL CEREALS AND PRODUCE BOARD TENDER NO:NCPB/PREQ/30/ APPLICATION DOCUMENT FOR REGISTRATION/PRE-QUALIFICATION OF SUPPLIERS FOR FINANCIAL YEAR APPLICATIONS OPEN FOR BOTH ESTABLISHED AND YWPD FIRMS APPLICATION/CATEGORY NO:.. APPLICATION/CATEGORY NAME NAME OF THE FIRM. ADDRESS.... OFFICIAL P a g e

2 TABLE OF CONTENTS SECTION I Introduction to Invitation SECTION II Instructions to applicants... 8 SECTION III Letter of Application SECTION IV Pre-qualification Business Questionnaire Form TI..15 Staff strength Form TII...18 Asset/Equipment Capability Form TIII...17 Litigation History Form TIV...20 Pre-qualification Declaration Form TV...21 Terms of Payment Declaration Form TVI...22 Declaration of Factuality of Information Form T VII...23 SECTION V Application submission checklist form.24 2 P a g e

3 SECTION I: INTRODUCTION TO INVITATION 1.0 The National Cereals and Produce Board (hereinafter referred to as NCPB or the Board) invites sealed applications from pursuing establishment for:- TENDER NO. DESCRIPTION OF CATEGORY SPECIAL CONDITION NO (Where applicable) A: PREQUALIFICATION FOR SUPPLY AND DELIVERY OF GOODS 1. NCPB/PQ/01/ Supply and delivery of furniture and fittings and office accessories 2. NCPB/PQ/02/ Supply and delivery of staff uniforms, protective clothing/gear, aprons e.t.c. 3 P a g e ELIGIBLE GROUP Youth, Women and Persons Disability (YWPD) 3. NCPB/PQ/03/ Supply and delivery of tarpaulins YWPD 4. NCPB/PQ/04/ Supply and delivery of motor vehicle tyres, OPEN tubes and batteries 5. NCPB/PQ/05/ Supply and delivery of general office stationery OPEN 6. NCPB/PQ/06/ Supply and delivery of milk OPEN 7. NCPB/PQ/07/ Supply and delivery of tissue papers, YWPD detergents, cleaning materials and air fresheners 8. NCPB/PQ/08/ Supply and delivery of computers, printers, Proof of OPEN network equipment and computer software dealership/manufacturer s authorization 9. NCPB/PQ/09/ Supply and delivery of grain grading equipment, moisture meters, grading scales, grain sampling probes, dockage and sample dividers 10. NCPB/PQ/010/ Supply and delivery of motor vehicle spare parts Proof of dealership/manufacturer s authorization OPEN

4 11. NCPB/PQ/011/ Supply and delivery of building construction OPEN tools, materials and related general hardware items 12. NCPB/PQ/012/ Supply and delivery of computer, printer and OPEN photocopier consumables e.g. tonners and cartridges 13. NCPB/PQ/013/ Supply and delivery of general electrical items YWPD firms 14. NCPB/PQ/014/ Supply and delivery of specialized electrical parts for plant and machinery 15. NCPB/PQ/015/ Supply and delivery of weighing scales and weighbridges spare parts 16. NCPB/PQ/016/ Supply and delivery of grain pest control chemicals, fumigation sheets and other materials 4 P a g e Certificate of registration of the products with relevant certifying/regulatory bodies 17. NCPB/PQ/017/ Supply and installation of aflatoxin testing facility and Elisa Kits 18. NCPB/PQ/018/ Supply and delivery of printed rice packaging OPEN materials 19. NCPB/PQ/019/ Supply and delivery of printed source OPEN documents, security cheques, diaries, calendars, in-house magazines, brochures and business cards 20. NCPB/PQ/020/ Supply and delivery of assorted mobile phone YWPD scratch and calling cards 21. NCPB/PQ/021/ Supply and delivery of newspapers, magazines YWPD and periodicals 22. NCPB/PQ/022/ Supply and delivery of new branded woven OPEN polypropylene (PP)bags x 50 Kg 23. NCPB/PQ/023/ Supply and delivery of food commodities YWPD (Sindano Rice, Maize Flour, Wheat flour, green grams, Reconstitutable food products etc) B: PREQUALIFICATION FOR PROVISION OF SERVICES 24 NCPB/PQ/024/ Provision of general printing, graphic design, OPEN

5 artists for murals, styropol cutting and sign writing services 25 NCPB/PQ/025/ Provision of air travel and ticketing services Proof of registration with YWPD relevant certifying/regulatory bodies 26 NCPB/PQ/026/ Provision of auctioneering services Proof of registration with relevant certifying/regulatory bodies 27 NCPB/PQ/027/ Provision of event management, outside YWPD catering services 28 NCPB/PQ/028/ Provision of sanitary services 29 NCPB/PQ/029/ Provision of legal services i. Class and area of jurisdiction ii. Current practicing certificate and proof of professionalism and accreditation to professional bodies 30 NCPB/PQ/030/ Provision of branding services; caps, banners, YWPD posters and flyers 31 NCPB/PQ/031/ Provision of weighing, bagging, ship cleaning and trimming services at the Port of Mombasa 32 NCPB/PQ/032/ Supply of PA address system YWPD 33 NCPB/PQ/033/ Provision of repairs and maintenance of ICT OPEN equipment s, computers, printers, ETR machines, UPses, Telephones, Faxes and photocopiers 34 NCPB/PQ/034/ Repair and servicing of motor vehicles by OPEN garages 35 NCPB/PQ/035/ Provision of inspection services for imported goods at the Port of Mombasa 36 NCPB/PQ/036/ Provision of consultancy services such as employee satisfaction, work environment, in- 5 P a g e

6 house training and capacity building. 37 NCPB/PQ/037/ Provision of valuation and tagging of assets services. 38 NCPB/PQ/038/ Provision of debt collection and asset recovery services. Licences from relevant certifying /regulatory bodies Licences from relevant certifying /regulatory bodies 39 NCPB/PQ/039/ Provision of land surveying services Licences from relevant certifying /regulatory bodies 40 NCPB/PQ/040/ Provision of consultancy services for OPEN development of various policies eg partnership / collaboration with private and public sector, agency business etc C: PREQUALIFICATION OF WORKS CONTRACTORS 41 NCPB/PQ/041/ Repair and maintenance of buildings. 42 NCPB/PQ/042/ Electrical works contractors 43 NCPB/PQ/043/ Building, mechanical and civil contractors Valid Classification and approval from National Construction Authority 44 NCPB/PQ/44/ Architectural, Mechanical and civil consultancy services. Valid Classification and approval from National Construction Authority 6 P a g e

7 1.1 The Pre-qualification document is free of charge and interested firms may view and download the document from the IFMIS supplier portal: supplier.treasury.go.ke or/and NCPB s website: The Pre-qualification Application Must be prepared in indelible ink with no interlineations or overwriting, except as necessary to correct errors made by the applicant. Any such corrections must be initialed by the person or persons signing the Pre-qualification Application. 1.3 The Pre-qualification Application should be prepared and submitted in a plain sealed envelope clearly marked: Application No:... (indicate the application no of the category applying for as provided under clause 1.0 above) and addressed to: The Managing Director National Cereals and Produce Board Nyumba ya Nafaka Machakos/Enterprise Roads Industrial Area P.O. Box NAIROBI And shall be physically deposited in the Tender Box located at NCPB Head Office, Nyumba ya Nafaka, ground floor by the reception area. 1.4 The closing date for submission of Pre-qualification documents shall be on Monday, 20 th June,2016 at (noon) Local Time. 1.5 Any Pre-qualification document submitted after the deadline shall be automatically rejected and will not be considered. 1.6 Applicant (s) should select the category in which he/she is interested in as provided under (clause 1.0) and submit the document in line with the requirements detailed under(clause 8.0). 1.7 Applicants can apply for prequalification in more than one category provided that the applications are done in separate documents for each category. 1.8 NCPB is updating the standing list of suppliers and therefore 1.9 There suppliers who are currently in the NCPB S prequalified list need no to apply Any form of canvassing will lead to automatic disqualification. 7 P a g e

8 SECTION II: INSTRUCTIONS TO APPLICANTS. 2.0 The Pre-qualification invitation is open to all eligible firms/ persons as prescribed in clause NCPB s employee s, committee members, board members and their relatives (spouse(s) and children) are not eligible. 2.2 Applicants shall not be under a declaration of ineligibility for corrupt or fraudulent practices. 2.3 National Cereals and Produce Board will pre-qualify and enlist prospective applicants from among those who will have submitted their pre-qualification applications in accordance with the prequalification requirements contained herein. 2.4 The Pre-qualification application and the supplier s response thereof shall be the basis for pre-qualification. Applicants must familiarize themselves with all the requirements prescribed in this application document including all attachments required so as to be fully guided when preparing their response. 2.5 Applicants shall be informed in writing of the results of their applications without assigning any reason for NCPB s decision thereof. 2.6 Applicants shall meet all costs associated with preparation and submission of their applications regardless of the prequalification process. 2.7 Applicants MUST observe the highest standard of ethical behavior during the entire pre-qualification process and thereafter if prequalified. 2.8 Pre-qualification forms The attached forms FORM T I, FORM T II, FORM T III, FORM T IV, FORM T V, FORM TVI and FORM TVIIare to be completed by prospective suppliers/ contractors who wish to be pre-qualified for submission of quotation/tender for.. (indicate the category) Applicants shall provide information and documents as specified in this prequalification application document. 3.0 LANGUAGE AND CURRENCY The language of the application and correspondences shall be in English language. Any printed literature furnished by the applicant may be written in another language provided they are accompanied by an accurate English translation of the relevant passages in which case for purposes of interpretation of the application, the English language translation shall govern. 8 P a g e

9 4.0 REQUEST FOR CLARIFICATION For all enquiries or clarifications required please contact the Procurement Manager NCPB using any of the following communication channels:- (i) Tel: (ii) Fax: No (iii) address: 5.0 PREPARATION OF PRE-QUALIFICATION APPLICATION 5.1 Applicants are expected to carefully examine the application documents. Material deficiencies in providing information required may result in rejection of a prequalification request. 5.2 Applicants are required to meet all the mandatory requirements stipulated in clause 8.0 of this document. 6.0 PERIOD OF VALIDITY The request for pre-qualification must remain valid for not less than 90 days from the date of submission. 7.0 PRE-QUALIFICATION APPLICATION OPENING AND EVALUATION 7.1 The Pre-qualification Opening Committee shall open the Pre-qualification Applications soon after the closing time for submission of applications in the presence of applicants or their representatives who choose to attend and thereafter hand over the applications to Technical Evaluation Committee for evaluation. 7.2 The Technical Evaluation Committee shall first examine the pre-qualification applications so as to determine completeness, general orderliness and compliance to the application requirements. 7.3 NCPB will formally communicate to the applicants the outcome of the evaluation process. Any effort by an applicant to influence NCPB s official(s) in the entire Pre-qualification process shall lead to rejection of his/her pre-qualification application. 7.4 Pre-qualification shall be based on meeting the minimum criteria as stated herein regarding the applicant s legal status, financial stability, reputation and capacity to service the LPO S/LSO S and Contracts. 7.5 The Technical Evaluation Committee shall conduct evaluation within 15 (fifteen days) of the validity period from the date of opening of the Pre-qualification Applications and inform the applicants of the results of their specific application promptly. 7.6 The applicants must have registered offices in Kenya and NCPB has the right to visit the premises where the applicant conducts business, so as to confirm the existence 9 P a g e

10 and capability to service the Board s requirements. The applicants shall allow NCPB to have unhindered access to their premises to carry out the necessary inspection. 7.7 Perpetual litigants shall not be considered for evaluation. 7.8 Deliberate misinformation shall lead to automatic disqualification. 7.9 The selection of an applicant on a Pre-qualified list does not imply or commit the Board to any number of tenders/quotations or any amount of the contract Successful applicants will be invited to submit quotations/tenders for the supply and delivery and/or provision of the tendered goods, works or services as and when need arise NCPB reserves the right to accept or reject any or all Pre-qualification applications without the obligation to assign any reason(s) for its decision thereof. 8.0 MANDATORY REQUIREMENTS The Mandatory requirements are designed into two categories (a) Group 1 This pertains to mandatory requirements to be submitted by well established firms and which are not registered by the Public Procurement Directorate as belonging to Youth, women and people with disability. They include:- Copy of Certificate of Registration/Incorporation; Copy of Valid KRA Tax Compliance Certificate Evidence of physical registered office Duly Filled Confidential Business questionnaire Duly signed application document Duly filled and signed terms of payment declaration form T VI attached herein Valid single Business Permit from County/Municipal Council Fully filled, signed and stamped Anticorruption declaration form Financial position either; a) Audited Accounts for two (2) years : /Bank statement for previous one year (Attach proof) or b) Letter of reference from the banker regarding supplier s credit position. 10 P a g e

11 (b) Group 2 This pertains to the mandatory requirements to be submitted by business and firms registered by the Public Procurement Directorate as belonging to Youth, Women and People with Disability. They include Duly signed application document Duly filled and signed terms of payment declaration form T VI attached herein Fully filled, signed and stamped Anticorruption declaration form Valid certificate of registration by Public Procurement Directorate under Youth Access to Government Procurement Opportunities (YAGPO) programme. A detailed introduction letter showing the company s nature of business 9.0 PROCESSING/EVALUATION CRITERIA NB: Youth Women and people with disability will be deemed to be technically qualified if they present all mandatory requirements in clause 8.0 category two (2). Technical capabilities of the firms shall be evaluated on the basis of the following criteria. Criteria A. Track record and references B List of at least three(3) reputable corporate clients with LPO/LSO/contracts and recommendation letters where similar goods have been supplied in the last two (2) years (Attach Evidence) (one evidence =10 marks) Staff strength 1. Management and supervisory:- i. Three (3) and above(10 marks) ii. Two (2) (5 marks) iii. One (1) (2 marks) 2. No. of staff i. Five (5) and above -( 10 marks) Ii. Three (3) and four(4) (5 marks) iii. Two (2) and below (2 marks)) Score C Volume of business handled in the last three (3) years (Attach evidence) (20 marks) i. Equal or over Kshs. 2 million (20 marks) ii. 2 million >=and<1million (15marks) iii. 1million >=and <200,000 (10 marks) iv. Below 200,000 (5 marks) P a g e

12 D Financial health (to be calculated from the submitted audited accounts) iii) Liquidity ratio i) 1 : 2 & above (5 marks) ii) 1 : (10 marks) iii) 1 : (5 marks) iv) 1:< 0.5 (2 marks) 20 Profitability ratio i) 20% and above (15 marks) ii) 15% - 19% (10 marks) iii) 10% - 14% (5 marks) ii) 1% -9% (2 marks) TOTAL SCORE 100% NB: Only applications that attain marks equal to and above 70% of the marks applicable (100%) to the technical evaluation stage shall be recommended for pre-qualification. Yours faithfully, Mwania Mutinda For: MANAGING DIRECTOR. Date 12 P a g e

13 SECTION III: LETTER OF APPLICATION To Date NATIONAL CEREALS & PRODUCE BOARD P. O. Box NAIROBI Ladies and/or Gentlemen 1. Being duly authorized to represent and act on behalf of... (name of firm) (hereinafter referred to as the Applicant ), and having reviewed and fully understood all of the pre-qualification information provided, I/We the undersigned hereby apply to be prequalified by yourselves in the following category:- Application: No....(Indicate No. of the categoryapplying for) Application Name: (Indicatecategory applying for) 2. Attached to this letter are copies of original documents defining (a) my/our legal status (b) the principal place of business, (c) the certificate of registration, articles of association for limited companies and nationality of the owners. 3. The Board and its authorized representatives are hereby authorized to conduct any inquiries or investigations to verify the statements, documents, and information submitted in connection with this application, and to seek clarification from our bankers and clients regarding any financial and technical aspects. This letter of application will also serve as authorization to any individual or authorized representative of any institution referred to in the supporting information, to provide such information deemed necessary and as requested by yourselves to verify statements and information provided in this application, such as the resources, experience, and my/our competence. 4. Further information may be obtained from the following contact persons listed hereunder. Name of organization Name of contact person Telephone no. Address 13 P a g e

14 5. This application is made with the full understanding that: (a) (b) (c) Applications by prequalified applicants will be subject to verification of all information submitted for prequalification at the time of applying. The Board reserves the right to: amend the scope and value of any assignment/contract bid ; in such event, applications will only be called from prequalified applicants who meet the revised requirements; and reject or accept any application, cancel the prequalification process, and reject all applications The Board shall not be liable for any such actions and shall be under no obligation to inform me/us of the grounds for them. 6. I/We/Messrs declare that the statement made and the information provided in the duly completed application are complete, true, and correct in every detail. Signed... (Authorized representative) Full name... Official rubber stamp P a g e

15 SECTION IV FORM T I: CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM For purposes of participating in this pre-qualification, you are required to give the full particulars and disclosures sought for in this Business Questionnaire, as far as it is applicable to your firm s type of business. GENERAL INFORMATION a) Business Name: b) Date of Formation: c) Certificate of Incorporation Number:.... (Attach Copy). d) Principal Business Activity: e) Location of Business Premises Head Quarters Building... Street... f) Plot No: g) State if Premises is owned/rented/leased: h) If rented/leased confirm that rent is either up-to-date or in arrears: i) Postal Address of Business: Tel. No:......Mobile No... Fax: j) Current Trade License No:.....Expiring Date: k) Maximum value of Business that you can handle at any one time Kshs:... l) Name of your bankers:... Branch:... m) Other obligatory declarations (e.g. Personal Income Tax Number - PIN)... n) Has your Company at any one time been unable to perform on award of a LPO/contract? (Yes../No..) Tick ( ) whichever applicable If Yes explain P a g e

16 BUSINESS PARTICULARS (A) - Sole Proprietor (if applicable) i) Your name in full...age:.... ii) Nationality... ID Card/Passport No: (B) Partnership (if applicable) Details of all Partners are as follows:- Name Nationality Citizenship Details Shares (C) Limited Liability Company/Corporation a) Certificate of Incorporation No:... b) State the nominal and issued capital of company - i) Nominal Kshs..... ii) Issued Kshs:... c) Number of Shareholders:... d) State last date Annual Returns were submitted to Registrar of Companies... e) If State Corporation, state Act of Incorporation.... f) Give details of all Directors as follows:- Name Nationality Citizenship Details Shares held in the Company 16 P a g e

17 (D) Associated/Subsidiary Companies Provide details of other business firms that your company has interests in. Name of Company Number of Shares Owned (E) Debarment Have you been debarred from participating in Public Procurement by PPOA or any other organization? Yes No If Yes, Give reasons for debarment (F) Track Record / References Please specify names of at least three (3) major companies/corporations with whom you have conducted/or have been conducting or has conducted similar business within 2012 June to 2014 June. Name of Company / Corporation etc (b) Period in Business (No. of Years) (c) Value of Business per Year (Turnover) Kshs. 17 P a g e

18 FORM T II: STAFF STRENGTH Provide in the table below a profile of personnel employed who will be engaged in the category you wish your Firm to be Pre-qualified in. No. Name of Employee Identification Card (ID) Qualification Management and Supervisory Staff Level Others Please provide your Firms organizational structure. Confirmation of declarations made I/We the undersigned certify that the information given in this form is true to the best of my/our belief and knowledge. DATE:... SIGNED: FULL NAME: POSITION HELD: OFFICIAL RUBBER STAMP P a g e

19 FORM T III: ASSETS/EQUIPMENT CAPABILITIES Please list the key assets i.e. land, buildings, equipments, motor vehicles etc owned by firm and relevant to the provision of the services described in this document. 1) 2) 3) 4) 5) No. Asset description Reg No. / Serial No. (whichever applicable) Purpose/use in delivery of the desired services Value of Asset (s) Kshs 19 P a g e

20 FORM T IV: LITIGATION HISTORY Name of Applicant or partner of a joint venture Applicants, including each of the partners of a joint venture, should provide information of any history of litigation or arbitration resulting from contracts executed in the last five years or currently under execution. A separate sheet should be used for each partner of a joint venture. Year Award for or against Applicant Name of client, cause of litigation, and matter in dispute Disputed amount (current value Kshs.) 20 P a g e

21 FORM T V: PRE-QUALIFICATION DECLARATION FORM (To be completed by all applicants) To: Managing Director, National Cereals and Produce Board, Nyumba ya Nafaka, Enterprise/Machakos Roads, Industrial Area, P.O. Box , NAIROBI. Dear Sir, I/We, the undersigned, offer to supply the required goods in accordance with your Request for Pre-qualification and we hereby submit our Pre-qualification Document. Our Pre-qualification is binding to us and if found acceptable we shall be Pleased to be included in the list of pre-qualified firms. We understand NCPB is not bound to accept any pre-qualification document received by it. Yours faithfully, Name of Authorized Person Designation Signature: Name of Organization: Official Address: Company Seal/Stamp 21 P a g e

22 FORM T VI: TERMS OF PAYMENT DECLARATION FORM (TO BE COMPLETED BY ALL APPLICANTS) Having studied the pre-qualification information We/I hereby state: a) This form properly submitted constitutes the declaration that We/I shall dedicate to the NCPB undisputed Supply and Delivery in connection with.. or in subsequent performance of the contract and that we/i accept your stated terms of payment (Credit Period of 30 days) if I/we, am/are successful. b) When my/our legal or financial conditions or the contractual capacity of the firm changes, I/we volunteer to inform you of the status and acknowledge your right to review the pre-qualification made. Date.. Applicant s Name Represented by. Signature (Full name and designation of the person signing and stamp or seal) NB: Completion of this form does not constitute a contract or commitment on the part of NCPB to provide/guarantee offer of business contracts. 22 P a g e

23 FORM T VII: DECLARATION OF FACTUALITY OF INFORMATION GIVEN FORM (To be completed by all applicants) (Sections 39, 40,41,42,43 & of the PPD Act, 2005) Having studied the pre-qualification information We/I hereby state: a) The information furnished in my/our application is accurate to the best of our knowledge. b) That in case of being pre-qualified, I/we acknowledge that this grants me/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. c)i/we will not engage in corrupt practices with the Board/Members of Staff, in connection with. Application reference:..for or in subsequent performance of the contract if I/We, am/are successful. d) I/We have not been debarred from participating in Public Procurement. e) I/We am/are not employee of National Cereals and Produce Board, or member(s) of the Board or Committee of National Cereals and Produce Board. f) I/We are not Minister, Public Servant or any Government or any department of the Government or a person appointed to any position by the President or a Minister g)i/we are not a person, including a corporation who is related to the person described in (e) and (f) above h) When my/our legal, technical or financial conditions or the contractual capacity of the firm changes, I/we volunteer to inform you of the status and acknowledge your right to review the pre-qualification made. i) I/We are not insolvent, in receivership, bankrupt or in the process of being wound up and also not subject of any legal proceedings related to the foregoing Date.. Applicant s Name. Represented by.. Signature.. (Full name and designation of the person signing and stamp or seal 23 P a g e

24 APPLICATION SUBMISSION CHECK LIST FORM SECTION V Please tick against this form for the documents submitted. No. LIST OF DOCUMENT 1 Are all forms duly filled, signed, stamped and any erasure, overwriting or correction initialed? 2 Have you attached Certificate of Registration/Incorporation or the equivalent instruments establishing your Firm? 3 Have you attached your audited accounts for the latest last two financial years? 4 Have you attached Valid KRA Tax Compliance Certificate? 5 Valid Certificate of Registration by Public Procurement Directorate (YAGPO) where applicable 6 Have you attached a detailed introduction letter showing the company s nature of business 7 Have you attached fully filled, signed and stamped Anticorruption declaration form Have you completed all the Forms Listed hereafter? 8 FORM T I: Confidential Business Questionnaire Form 9 FORM T II: Staff Strength 10 FORM T III: Assets/Equipment Capabilities 11 FORM T IV Litigation History 12 FORM V Pre-Qualification Submission Form 13 FORM T VI: Terms of Payment Declaration Form 14 FORM T VII: Declaration of Factuality of Information Given Form PLEASE TICK 24 P a g e