CHUKA UNIVERSITY Telephones: 020 2310512 P. O. Box 109-60400 020 2310518 CHUKA, KENYA Fax Line: 020 2310302 REGISTRATION OF SUPPLIERS OPEN TO ALL ELIGIBLE FIRMS FOR THE PERIOD 2016-2018 Bidders who download registration documents must fill in the following: 1. Bidders name and postal address: 2. Telephone Number:. 3. Tender Number:. 4. Tender Description (i.e stationery e.t.c) 5. Specify the category by ticking the appropriate box below :( ) i. Women ii. Youth iii. Persons with Disability JULY, 2016 1
TABLE OF CONTENTS SECTION A: LETTER OF INVITATION...3 SECTION B: INSTRUCTIONS TO BIDDERS 4 SECTION C: QUALIFICATION FOR REGISTRATION OF SUPPLIERS 6 2
SECTION A: LETTER OF INVITATION Date: 25 TH JULY, 2016 TENDER REF. NO: CU /REG/15/2016-2017 TENDER NAME: SUPPLY AND DELIVERY VETERINARY DRUGS, VACCINES AND VETERINARY EQUIPMENT 1.0 Chuka University invites sealed applications for registration of Suppliers for Supply and Delivery, Veterinary Drugs, Vaccines and Veterinary Equipment 1.1 This registration is open to bidders who meet the requirements for eligibility pursuant to section 55 of the Public Procurement and Asset Disposal Act, 2015 1.2 Interested bidders may download Tender documents from Chuka University website; www.chuka.ac.keor Kenya Government portal http//www.supplier.treasury.go.kefor free. 1.3 Bidders shall be required to serialize all pages of the registration document before submission 1.4 Bidders shall be required to submit properly bound and good presented registration documents.loose documents will not be accepted. 1.4 Duly filled registration documents in plain sealed envelopes, clearly marked with tender number, tender description and bearing no indication of the applicant, clearly marked ORIGINAL APPLICATION and COPY OF APPLICATION, should be deposited in the Tender Box at the Vice Chancellors Office or be addressed and posted to: The Vice Chancellor Chuka University P.O Box 109-60400 CHUKA So as to reach the Chuka University ON OR BEFORE 25 TH AUGUST, 2016 at 12.00 Noon. 1.6 Application documents will be opened immediately thereafter at Chuka University Pavilion Conference Hall, in the presence of the candidates or their representatives who choose to attend. NaftalOenga Head of Procurement Department. FOR: VICE CHANCELLOR Chuka University 3
SECTION B INSTRUCTIONS TO BIDDERS 2.0 ELIGIBLE BIDDERS 2.1 Chuka University will select bidders from among those that submit registration documents as specified in the invitation to tender. 2.2 This invitation for tenders is open to all firms eligible to participate in the registration. Eligible bidders shall be required to provide all the mandatory documents as described in the preliminary evaluation and evaluation selection criteria. 2.3 Chuka University s employees, committee members and Board members are not eligible to participate in the tender pursuant to section 59 of The Public Procurement and Disposal Act, 2015 2.4 Shortlisted bidders shall be requested to give quotations for items required during the financial year 2016-2018 as and when need arises basis 2.5 Clarifications Clarifications on this registration document may be requested before the submission date as specified. The address for requesting clarifications is: Procurement Officer, Chuka University, PO Box 109-60400, Chuka. Tel: 020-2425089/020-2661362 Email:procurement@chuka.ac.ke Registration documents shall be submitted in English language. Candidates must submit an original and a copy of each registration application. 4
2.5 Information on the outer envelope should include: 1. Registration of Suppliers for the period 2016-2018. 2. Tender Name 3. Tender Number 2.6 The Registration submission must be done not later than the date specified in the Tender advertisement. The points to be given under each of the evaluation criteria is shown below. 1. Supplier availability/accessibility- 20 points 2. Terms of payment - Credit-10 points Cash- 0 3. Supplier rating from 3 previous customers - 30 points 10 points for each rating 4. Attach audited financial statement for the last 2 years 20 points i. 2yrs -20points ii. 1yr -10points 5. Attach evidence of similar works e.g LPOs and contract agreement-20points Total points Pass mark 100 points 70 points The firm that attains the pass mark of 70% and above shall be considered for registration. The firm that would score below 70% will not be considered for registration. 5
SECTION C: CRITERIA FOR EVALUATION OF SUPPLIERS CHUKA UNIVERSITY shall evaluate the application for registration on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria as specified in the Tender Document. C.1 PRELIMINARY EVALUATION CRITERIA The grounds for elimination of applicants at this stage will be failure to submit/attach any of the following MANDATORY documents: Only bidders who submit/attach all the mandatory documents will qualify for evaluation selection criteria. a) Certificates of certificate of Incorporation/Registration. b) PIN Certificate c) Valid Tax compliance/exemption certificate d) Business/Company profile(include postal and email address) e) Copy of current Trade License f) Bank statement/bank reference letter g) Must be accredited by the Kenya Veterinary Board C.2 EVALUATION SELECTION CRITERIA Bidders are requested to read this section carefully before filling in any information. C.2.1 SUPPLIER AVAILABILITY/ACCESSIBILITY Name and postal address.. Physical Address/Location Telephone address.. Email address (20 Points) (4 points) (7 points) (3 points) (6points) C.2.2 TERMS OF PAYMENT (TICK WHERE APPROPRIATE) (10 Points) Credit Within 30 days ( ) (10 points) Cash ( ) (0 points) 6
C.3. SUPPLIER RATING-(30 Points) C.3.1 REFERENCE FROM THREE REFEREES THAT THE FIRM HAS SERVED FOR THE LAST TWO YEARS Clients would be required to show evidence of goods or services received/tendered and the value in KES. FORM 1. CLIENT No. (To be filled by the client) Name and full Category of goods or address services rendered of client Value in Kshs Rating of the Supplier s services (please tick) 1 Excellent Very good Good Fair NAME OF OFFICER RECOMMENDING ON BEHALF OF THE CLIENT Poor DESIGNATION SIGNATURE OFFICIAL AND DATE STAMP (10 POINTS) 7
FORM 2. CLIENT No. (To be filled by the client) Name and full Category of goods or address services rendered of client Value in Kshs Rating of the Supplier s services (please tick) 1 Excellent Very good Good Fair NAME OF OFFICER RECOMMENDING ON BEHALF OF THE CLIENT Poor DESIGNATION SIGNATURE OFFICIAL AND DATE STAMP (10 POINTS) 8
FORM 3. CLIENT No. (To be filled by the client) Name and full Category of goods or address services rendered of client Value in Kshs Rating of the Supplier s services (please tick) 1 Excellent Very good Good Fair NAME OF OFFICER RECOMMENDING ON BEHALF OF THE CLIENT Poor DESIGNATION SIGNATURE OFFICIAL AND DATE STAMP (10 POINTS) 9
C.4 Audited Financial statement (20 points) C.4.1 Attach Audited financial statement for the last 2 years C.5 Evidence of similar works (20 points) C.5.1 Attach evidence of similar works e.g LPOs and contract agreements 10
BUSINESS QUESTIONAIRE You are requested to give the particulars indicated in part 1 and either part 2 (a) 2 (b) or whichever applies to your type of business. You are advised that it is a serious offence to give false information on this form. Part 1 General Business Name. Location of business premises; Country/Town. Floor Street/Road Postal Address..Tel No Nature of Business Email Building... Maximum value of business which you can handle at any time: KES Name of your Bank Branch. Part 2 (a)- Sole Proprietor Your name in full Age Nationality Country of origin.. Citizenship details 11
Part 2 (b) Partnership Give details of partners as follows: Name in full Nationality Citizenship Details Shares 1 2.. 3. I certify that the information above is correct. Full name and designation of authorized signatory. Date..Signed 12