PREQUALIFICATION DOCUMENT FOR SUPPLIERS OF GOODS AND SERVICES ITEM:..

Transcription

1 1 PREQUALIFICATION DOCUMENT FOR SUPPLIERS OF GOODS AND SERVICES FOR THE PERIOD JULY 2014 TO JUNE 2016 PRE QUALIFICATION NO: CMD/PREQ/ / ITEM:.. NAME OF APPLICANT:. Centre for Multiparty Democracy (CMD-Kenya) P. O Box , Nairobi International House, 6 th Floor Telephone /82 info@imd-cmd.co.ke

2 2 PRE- QUALIFICATION OF SUPPLIERS FOR GOODS AND SERVICES FOR THE YEAR TABLE OF CONTENTS SECTION ONE (1) : INVITATION FOR PREQUALIFICATION 1.1 Introduction 1.2 Categories 1.3 Purchase of Tender Documents SECTION TWO (2) : INSTRUCTIONS TO APPLICANTS 2.1 Format and Signing of Application 2.2 Submission of Application 2.3 Eligible Bidders 2.4 Qualification Criteria 2.5 Cost of Application 2.6 Clarification of Prequalification Documents 2.7 Amendments of Prequalification Documents 2.8 Opening of Prequalification Documents 2.9 Currencies SECTION THREE (3) : IMPORTANT INFORMATION 3.0 Corrupt / Fraudulent Practices 3.1 Confidentiality 3.2 Notification of Prequalification Documents 3.3 CMD S Right to Accept / Reject application 3.4 Adherence of Approval SECTION FOUR (4) : SUMMARY OF REQUIRED DOCUMENTS 10 SECTION FIVE (5) : PREQUALIFYING ORGANISATION DATA 11 and 12 FORM SECTION SIX (6) : REFEREES 13 SECTION SEVEN (7) : AFFIDAVIT FORM 14

3 3 PRE- QUALIFICATION OF SUPPLIERS FOR GOODS AND SERVICES FOR THE YEAR SECTION 1: INVITATION FOR PREQUALIFICATION 1.1 Introduction CMD-Kenya is an organization that facilitates the growth of and perpetuates Multiparty Democracy through capacity building of member political parties in Kenya. In order for CMD-Kenya to carry out its work, it is undertaking supplier prequalification exercise for the selection of potential suppliers of various goods and services. The purpose of this exercise is to promote supplier partnership and to improve on the quality of products and services whilst achieving the most competitive prices. 1.2 Categories

4 4 CMD-Kenya invites applications for prequalification from eligible bidders for the supply of goods and services in the under listed categories for the year : Category A: Provision of Services ITEM NO. CATEGORY NO ITEM DESCRIPTION 1 CMD/001/14-16 Provision of Air tickets and ticketing services CMD/002/14-16 Provision of Motor Vehicles maintenance services CMD/003/14-16 Provision of Car Hire Services CMD/004/14-16 Provision of staff Medical services CMD/005/14-16 Provision of General Insurance Services for office assets, motor vehicles, etc CMD/006/14-16 Provision of Advertising in the local dailies newspaper services CMD/007/14-16 Provision of Internet Services CMD/008/14-16 Provision of hospitality services ( Hotel accommodation and Conference facilities) CMD/009/14-16 Provision of Catering services CMD/010/14-16 Provision of repair, maintenance of PABX Switch board and extension lines CMD/011/14-16 Provision of videography and photography services CMD/012/14-16 Provision of Security Services CMD/013/14-16 Provision of General Printing Services including design work CMD/014/14-16 Provision of Media Services ( T.V and Radio) CMD/015/14-16 CMD/016/14-15 CMD/017/14-15 CMD/017/14-15 B : Supply of General Goods CMD/018/14-16 CMD/019/14-16 CMD/020/14-16 CMD/021/14-16 CMD/022/14-16 Provision of flowers and floral arrangement maintenance Provision of bulk photocopying services Provision of consultancy services (firms or individuals) for capacity building, training, and facilitation Provision of consultancy services (firms and individuals) in research, surveys, monitoring and evaluation, management consultancy. Supply, Service and maintenance of Computer Equipment, Printers, Networking and Accessories Supply and delivery of office stationery Supply and delivery of office furniture and fittings Supply of Bottled Drinking water Supply and delivery of Newspapers and periodicals 1.4 Prequalification Documents Interested parties may download documents from CMD-Kenya website at any time. Duly filled pre-qualification forms should be returned on or before Tuesday 17 t h of June 2014 at 5pm. The forms should be enclosed in a plain sealed envelope,

5 5 clearly indicating the category number and addressed to: The Executive Director, CMD-Kenya, International House, 6 th Floor, P.O Box , Nairobi

6 6 SECTION 2: INSTRUCTIONS TO APPLICANTS 2.1 Format and Signing of Application a) The applicants shall prepare one document comprising the prequalification document clearly marked with the category. b) The prequalification document shall be typed or written in indelible ink (in the case of copies, photocopies are acceptable) and shall be signed by a person or persons duly authorized to sign on behalf of the applicant. The person or persons signing the prequalification document shall initial all pages of the tender where entries or amendments have been made. The prequalification document shall be without alterations, omissions or conditions except as necessary to correct errors made by the applicant, in which case such corrections shall be initiated by person or persons signing prequalification. 2.2 Submission of Application Application for prequalification shall be submitted in sealed envelopes marked with the prequalification document name and reference code numbers deposited with CMD-Kenya are to be received on or before Tuesday 17 th June 2014 at 5 pm. Please note that late submission of documents will not be accepted. Canvassing for tenders by bidders/applicants or by proxy shall lead to automatic disqualification. a) The applicants are required to submit pre-qualification request per tender category in separate envelopes if the applicant is interested in more than one category. b) Multiple applications sealed in one envelope will be disqualified from further review and consideration. c) Each application envelope must be clearly marked with the tender category reference code number the supplier is applying for prequalification. d) Any prequalification document received after the deadline will be disqualified. e) Applications received after the closing date shall be rejected and returned to the applicant unopened. f) All the information requested for prequalification shall be provided in English. g) Failure to provide information that is essential for effective evaluation of the applicant s qualification or to provide timely clarification or substantiation of the information supplied may result in the applicant s disqualification.

7 Eligible Bidders a) In case of firms Only suppliers registered with Registrar of Companies under the Laws of Kenya in respective merchandise or services are invited to submit their Pre-Qualification documents. b) Suppliers currently doing business with CMD-Kenya are free to re-apply for this prequalification. c) The prospective suppliers are required to supply mandatory information for prequalification. d) The applicant shall not be under a declaration of ineligibility for corrupt and fraudulent practices. 2.4 Qualification criteria. i. Experience: a) Prospective bidders shall have at least 1 year experience in the supply of goods, services and allied items. The potential supplier should show competence, willingness and capacity to service the contract following prequalification. Individual consultants shall show proof of academic or professional qualifications. b) Prospective suppliers require special experience and capability t o organize, supply and deliver services at short term notice. ii. Financial condition The Supplier s financial condition will be determined by latest financial statements submitted with the prequalification document as well as letters of reference from their bankers regarding suppliers credit position. iii. Value for money: Prequalification will not only be based on the prices of goods or services on the supplier s price list but prequalification will be best on quality of the goods or service at reasonable prices. iv. Past performance: Past performance will be given due consideration in pre- qualifying bidders.

8 8 2.5 Cost of Application. The applicant shall bear all costs associated with the preparation and submission of the prequalification documents. CM D -K e n ya w ill not be responsible or liable for those costs, regardless of the conduct and/or the outcome of the prequalification process. 2.6 Clarification of Prequalification Documents. The prospective applicant requiring any clarification on the prequalification documents may notify the CMD-Kenya in writing at address info@imd-cmd.co. ke The organization will respond through to any request that it receives earlier than 4 days prior to the deadline for the submission of applications. 2.7 Amendments of prequalification documents At any time prior to the deadline for submission of applications, CMD-Kenya may, for any reason, whether at its initiative or in response to a clarification requested by a prospective applicant, notify the prequalification documents by issuing subsequent addenda. The addendum thus issued shall be part of the prequalification documents and shall be communicated in writing to all the purchasers of the prequalification documents. Prospective applicants shall promptly acknowledge receipt of each addendum in writing. In order to afford prospective applicants reasonable time to take an addendum into account in preparing their applications, the organization may at its discretion, extend the deadline for the submission of applications. 2.8 Currencies Prices shall be quoted in Kenya Shillings.

9 9 SECTION 3: IMPORTANT INFORMATION 3.0 Corrupt or fraudulent practices CMD-Kenya requires that applicants observe the highest standards of ethics during the procurement process and execution of contracts when used in the present conditions following terms as defined as follows:- a) Corrupt practices means offering a bribe, giving, receiving or soliciting or anything of value to influence the action of a public official in the procurement process or in contract execution b) Fraudulent practice means a misrepresentation in order to influence a procurement process or the execution of a contract to the detriment of CMD-Kenya and includes collusive practice among applicant (prior to or after prequalification submission ) designed to establish prices at artificial non competitive levels and to deprive CMD-Kenya of the benefits of free and open completion. CMD-Kenya will reject a proposal for award if it determines that the applicant recommended for award has engaged in corrupt or fraudulent practices completing for the contract in question. 3.1 Confidentiality Information relating to the examination, evaluation of applications, and recommendations for prequalification of the successful participants shall not be disclosed to applicants or any other persons not officially concerned with the process until pre-qualification of the successful applicant has been announced. Canvassing will lead to automatic disqualification. 3.2 Notification of Qualified Applicants Applicants whose applications are determined to be successful will be notified in writing by the organization. 3.3 CMD S right to accept or reject applications CMD-Kenya reserves the right to accept or reject any application, and to annul the prequalification process and reject all applications, at any time prior to approval of contract, without thereby incurring any liability to the affected applicant (s) or any obligation to inform the affected Applicant(s) of the grounds for CMD s action. 3.4 Acceptance of the Approval The successful participants shall be required to acknowledge in writing the acceptance of their prequalification document to CMD-Kenya.

10 10 NO. SECTION 4: SUMMARY OF DOCUMENTS REQUIRED Please respond as appropriate if you are a firm or an individual consultant! Requirements 1 Organization profile (or individual in case of individual consultant enclose CV) 2 Duly filled Pre-qualification Data Form 3 Financial position Firm's audited accounts for previous one year OR latest bank statement 4 Relevant past experience 5 Price list of items in the selected bid category 111 In addition, provide clear photocopies of the following: Copy of Registration certificate Copy of KRA PIN Certificate Certificate from relevant authorities where applicable e.g. Air travel must be registered with IATA Copy of VAT Certificate Copy of bank pay in slip for the purchase of the prequalification document

11 11 SECTION 5 PREQUALIFYING ORGANISATION DATA FORM PARTICULARS Full name of organization: Is your organization (Please tick one) RESPONSE i) A public limited company? ii) Public listed company? ii) A limited company? iii) A Partnership? iv) A Sole trader? v) Other Date of Registration: Full physical address of the business: Postal Address of the business: Post Code: Telephone number: Fax number: address: Website address (if any) Period in which you have been in the specific business for which you wish to be pre-qualified Supplier bankers name(s) and address Names of Directors and Partners ( for companies and partnerships) Associated companies(if any)

12 12 Contact person within the organization to whom enquiries about this bid should be directed: Name: Title Telephone Fax Indicate terms of trade/s State credit period (minimum proposed is 30 days) Price validity of bids (minimum proposed 90 days) Indicate average delivery time upon receipt of LPO/LSO Maximum value of business which you can handle at any one time Kshs..

13 13 SECTION 6 REFEREES NAME OF AT LEAST THREE CLIENTS A.) 1 st referee organization 1. Name of organization 2. Address.. 3. Name of contact person at the organization. 4. Telephone No. of the organization.. 5. Value of contract Duration of contract (dates) (Attach documental evidence) B) 2 nd referee organization 1. Name of organization 2. Address.. 3. Name of contact person at the organization. 4. Telephone No. of the organization.. 5. Value of contract Duration of contract (dates) (Attach documental evidence) C) 3 rd referee organization 1. Name of organization 2. Address.. 3. Name of contact person at the organization. 4. Telephone No. of the organization.. 5. Value of contract Duration of contract (dates) (Attach documental evidence)

14 14 SECTION 7: AFFIDAVIT Having studied the pre-qualification information for the above project we/i hereby state:- a) The information furnished in our application is accurate to the best of our knowledge. b) We enclose all the required documents and information required for the pre-qualification. Print Name : Signature : Title : Date : Company stamp

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