kenha presentation on tendering requirements

7/28/2019 KeNHA Presentation on Tendering Requirements

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PRESENTATION ONTENDERING REQUIREMENTS

Presented by

Kenya National Highways Authority

(KeNHA) Team


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Objectives of the sensitization

Arrangement of clauses in the standard tender

document

Key points to note in tendering

Evaluation process (Open Tenders)

Evaluation Process (Restricted Tenders)

Clarification on parameters for open and restrictedtenders;

Responsibility for Compliance with the Procurement

law (Emphasis).

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Overview of the Presentation


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Objectives of the sensitization to build capacity of contractors so as to maximize economy

and efficiency;

to promote competition amongst the contractors;

to facilitate the promotion of local contractors for economicdevelopment

topromote the integrity and fairness of the Authoritys

procurement procedures

to increase transparency and accountability in theAuthoritysprocurement process

to increase public confidence in Authoritys procurement

process

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Arrangement of clauses in the standard tender document

o Section I: Invitation to tender (tender notice)

o Section II: Instructions to tenderers

All amendments to the Instructions to Tenderers are introduced in

the Appendix to Instructions to Tenderers. Kindly, note that the

contents of Appendix to Instructions to Tenderers prevails overthose of Instructions to Tenderers.

o Section IIIGeneral conditions of contract

All amendments to the General Conditions of Contract are

introduced in the Special Conditions of Contract. Kindly, note that

the contents of Special Conditions of Contract prevails over those ofGeneral Conditions of Contract.

o Section IVSpecial conditions of contract

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Arrangement of clauses in the standard tender document

contd

o Section VTechnical Specifications/Scope of Works

/Terms of Reference

o Section VIDrawingso Section VII- Bills of Quantities (BOQs)

o Section VIIIStandard Forms

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Key points to note in tendering

The invitation to tender is the tender notice placed in the Newspapers

and KeNHA website. The contents of the tender notice and the

conditions should be read and understood properly before submission

of bids.

Instructions to tenderers conditions are supposed to guide the

contractors to fill the tender document properly. You are requested to

read and understand the same.

Contractors should note the date and venue ofpre-tender site visits.

Contractors should note the date and time of closing/opening of the

tenders.

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Key points to note in tendering contd

The tender validity period may be 60 days, 90 days or

120 days from the closing date of the tender e.t.c as may

be indicated in the Appendix to Instructions to

tenderers.

The tender security validity period is 30 days beyond the

tender validity period. For example if the tender validity

period is 120 days then the tender security validity

period is 150 days i.e (120+30) days.

The evaluation criteria i.e preliminary, technical and

financial are indicated in the tender document.

The standard forms are supposed to be duly filled.

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Key points to note in tendering contd

Ensure you provide the correct telephone

number/mobile, e-mail address, postal address and

code when purchasing/submitting tender documents for

ease of communication e.g when issuing addenda,

letters and any communication from KeNHA.

The Bills of Quantities (BOQs) should be duly filled and

the Grand Total Summary transferred to the Form of

Tender.

Arrange your Appendices/Annextures to the tender

document in a sequencial manner using separators for

ease of reference.

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Preliminary Evaluation Criteria, Open Tenders6 Million and Above

Mandatory Requirements

Certified copy of Registration with the Ministry of Roads in Class

A, B, C, D, E and G;

Certified copy of certificate of incorporation;

Certified copy of Value Added Tax (V.A.T);

Certified copy of Personal Identification Number (P.I.N);

Certified copy of valid tax compliance certificate;

Certified copy of business permit;

Certificate of pre-tender site visit;

Attach original bid/tender security/bond;

Equipment Holding as per classification with Ministry of Roads;

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Copy of KeNHA official purchase receipt;

Duly filled form of tender;

Duly filled Appendix to form of tender;

All the forms/documents are duly signed where required; Any alterations are duly signed;

Tender is unconditional No counter offer;

N.B Certification should be done by Commissioner for Oaths o

Notaries Public

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Mandatory Requirements Contd


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Technical Evaluation Criteria, Open Tenders6 Million and Above

Similar previous experience

History of non-performing contracts

Key Personnel

Financial situation

Work methodology

Current work load

Litigation history (provide current sworn affidavit)-Refer to Section 31 (1) (c ) of PPDA.

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Financial Evaluation Criteria, Open Tenders6 Million and Above

Crosscheck the arithmetic errors.

Seek clarification on error acceptance where

necessary.

The successful tender shall be the tender with the

lowest evaluated price (Section 66 (4) of PPDA).

Please note that it is NOT necessarily the bidder whosetender sum/bid sum was the lowest pricewise during tender

opening that is awarded the tender.

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Preliminary Evaluation Criteria, Restricted TendersBelow 6

Million

Mandatory Requirements

Valid Tax Compliance Certificate;

Duly filled form of tender;

Duly filled Appendix to Form of Tender;

All documents/Forms to be signed are duly signed;

Duly signed certificate of pre-tender site visit;

Equipment holding as per Appendix 1;

Copy of official KeNHA tender purchase receipt;

Class of Registration with the Ministry of Roads as indicated in the

tender document;

Valid single business permit/licence

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Technical Evaluation Criteria, Restricted TendersBelow 6 Million

Professional and Key Personnel (Attach CVs and

Testimonials);

Financial position (supported by audited accounts;

Litigation history (provide current sworn affidavit);

Submission of work methodology Brief

On-going contracts The total value of outstanding

works on the on-going contracts must not exceed thethreshold indicated in the class of Registration by the

Ministry of Roads

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Financial Evaluation Criteria, Restricted TendersBelow 6 Million

Crosscheck the arithmetic errors.

Seek clarification on error acceptance where necessary.

The successful tender shall be the tender with thelowest evaluated price (Section 66 (4) of PPDA).

Please note that it is NOT necessarily the bidder whose

tender sum/bid sum was the lowest pricewise duringtender opening that is awarded the tender.

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Clarification on Parameters for Evaluation of Open and

Restricted Tenders

The parameters for open tenders are relatively

more than those of restricted tenders. This is

because KeNHA has the supporting

documentation such as VAT/PIN/Certificate of

Incorporation e.t.c of pre-qualified contractors

arising from the Pre-qualification exercise.

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Responsibility for Compliance with the Procurement law

(Emphasis)

Please note that Section 27 (4) of the Public

Procurement and Disposal Act, 2005 stipulates

that Contractors, Suppliers and Consultants shall

comply with all the provisions of this Act and the

Regulations

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THANK YOU!

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kenha presentation on tendering requirements

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