tender document registration/prequalification of suppliers … · 2015-09-17 · 2.7.2 cin-kenya...
TRANSCRIPT
1
TENDER DOCUMENT
REGISTRATION/PREQUALIFICATION OF SUPPLIERS FOR GOODS, WORKS AND
SERVICES FOR THE YEAR 2015-2017
CATEGORY
NO……………………………………………………………………………………………………………………
CATEGORY
DESCRIPTION………………………………………………………………………………………………………
Note: applications may be made for prequalification of more than one Category
of goods and services but one tender document can only be used to apply for one
category of goods and services.
AUGUST, 2015
2
Table of Contents 1.0 INTRODUCTION ....................................................................................................................................... 3
2. SCOPE OF TENDER ..................................................................................................................................... 6
3. LETTER OF APPLICATION ........................................................................................................................... 9
4. EVALUATION CRITERIA ............................................................................................................................ 12
5. COMPLAINTS PROCESS ........................................................................................................................... 12
6.0 APPLICATION FORMS ............................................................................................................................ 13
7. TERMS OF PAYMENT ............................................................................................................................... 18
8. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM ................................................................................. 19
9. LITIGATION HISTORY ............................................................................................................................... 21
10. DECLARATION ....................................................................................................................................... 22
3
1.0 INTRODUCTION
About GEMS
GEMS Cambridge International School, Nairobi is a school that provides high quality standards of
education in a supportive and friendly learning environment. Teaching the National Curriculum for England
for students from Foundation Stage to Year 13, we provide opportunities for students to develop their full,
all-around potential through a rich academic programme combined with a variety of extra-curricular
activities.
REGISTRATION / PREQUALIFICATION OF SUPPLIERS AND CONTRACTORS FOR
GOODS, WORKS AND SERVICES FOR THE ACADEMIC YEARS 2015 -2017
GEMS Cambridge International School Nairobi hereby invites sealed proposals from interested and eligible
suppliers for pre-qualification/registration of suppliers for supply of under listed goods, works and services
for the years 2015-2017.
Category No. Category Description
Category A Goods
GEMS/G/Preq/01/2015-17 Supply and Delivery of General Office Stationary Supplies
GEMS/G/Preq/02/2015-17 Supply and Delivery of Office Consumables
GEMS/G/Preq/03/2015-17 Supply and Delivery of Cambridge Education Books and Various Teaching
Aids
GEMS/G/Preq/04/2015-17 Supply and Delivery of Computers, Laptops and Other IT Equipment Supplies
GEMS/G/Preq/05/2015-17 Supply and Delivery of Generator Fuel & LPG.
GEMS/G/Preq/06/2015-17 Supply and Delivery of School Uniforms Supplies
GEMS/G/Preq/07/2015-17 Supply and Delivery of Office Equipment
GEMS/G/Preq/08/2015-17 Supply and Delivery of Various School and Office Furniture
GEMS/G/Preq/09/2015-17 Supply and Delivery of Construction and Hardware Materials
GEMS/G/Preq/010/2015-17 Supply and Delivery of Electricals Materials
GEMS/G/Preq/011/2015-17 Supply and Delivery of Swimming Pool Chemicals
GEMS/G/Preq/012/2015-17 Supply and Delivery of Branded Exercise Books
GEMS/G/Preq/013/2015-17 Supply and Delivery of Plumbing Items
Category B Services
GEMS/S/Preq/01/2015-17 Provision of Fire Protection and Fire Alarm System
GEMS/S/Preq/02/2015-17 Provision of School Sewerage Processing Plant Management
GEMS/S/Preq/03/2015-17 Provision of Internet services
GEMS/S/Preq/04/2015-17 Provision of Generator Maintenance Services
GEMS/S/Preq/05/2015-17 Provision of Marketing, and PR Services
GEMS/S/Preq/06/2015-17 Provision of Onsite and Access Control Security Services
GEMS/S/Preq/07/2015-17 Provision of Catering Services
GEMS/S/Preq/08/2015-17 Provision of Security Services & Alarm Systems
GEMS/S/Preq/09/2015-17 Provision of Gardening and Landscaping Services
GEMS/S/Preq/010/2015-17 Provision of Swimming Pool Management
GEMS/S/Preq/011/2015-17 Provision of Drinking Water Services
GEMS/S/Preq/012/2015-17 Provision of Garbage Collection Services
GEMS/S/Preq/013/2015-17 Provision of Fumigation and Hygiene Management
4
GEMS/S/Preq/014/42015-17 Provision of Water Supply Services
GEMS/S/Preq/015/52015-17 Provision of Taxi Services
GEMS/S/Preq/016/52015-17 Provision of Provision of Air Ticketing Services
GEMS/S/Preq/017/2015-17 Provision of Printing, Branding and Photopying Services
GEMS/S/Preq/018/2015-17 Provision of Recruitment Services
GEMS/S/Preq/019/2015-17 Provision of Cleaning Services
GEMS/S/Preq/020/2015-17 Provision of Vehicle Repairs and Maintenance Services
GEMS/S/Preq/021/2015-17 Provision of Creative and Digital Agency Services
GEMS/S/Preq/022/2015-17 Provision of Photography and Videography Services
GEMS/S/Preq/023/2015-17 Provision of Electric Fence Maintenance Services
GEMS/S/Preq/024/2015-17 Provision of Lighted Signage Services
GEMS/S/Preq/025/2015-17 Provision of Air Conditioning Services
GEMS/S/Preq/026/2015-17 Provision of Solar Power Services
GEMS/S/Preq/027/2015-17 Provision of Auditorium Equipment Maintenance Services
Category C Works
GEMS/W/Preq/01/2015-17 Civil Works Contractors
Category D Consultancy
GEMS/C/Preq/01/2015-17 Consultancy Services for Legal Services
GEMS/C/Preq/02/2015-17 Provision of Consultancy Services for Tax
Interested and eligible candidates may obtain further information and inspect the tender documents at
GEMS Cambridge International School at Magadi Road, Karen/ Langata during official working hours or
at our website (www.gemscambridgeinternationalschool-nairobi.com/about-us/careers/).
Interested bidders are required to pay a non-refundable fee of Kenya shillings Two Thousand Only (Kshs.
2,000.00) through Cash to the Account Department or by direct deposit in to the following bank account:
Name: GEMS CAMBRIDGE INTERNATIONAL SCHOOL LTD Bank: CFC STANBIC BANK
Branch: Galleria
Account number: 0100003225148
Attach a copy of the deposit slip to your tender documents.
Completed tender documents are to be enclosed in plain sealed envelopes, clearly marked
“Registration/Prequalification documents for supply of goods and services”, Category
Ref…………………………….. Description………………………… and the tenderer’s company name
should be addressed to
Head of Procurement,
GEMS Cambridge International School,
P.O BOX 15593-00509,
Nairobi, Kenya
Or be deposited in the Tender Box at GEMS Cambridge reception at Magadi Road, Karen/ Langata,
together with the payment receipt to reach us on or before 2nd October 2015 at 11.00 A.M. Opening
will be done on 2nd October 2015 at 11:30 a.m.in the presence of bidders who chose to attend.
The list of suppliers will be maintained in the GEMS Cambridge Nairobi, Kenya database and does not
Constitute any contractual obligation with any party.
5
GEMS Cambridge Nairobi, Kenya reserves the right to accept or reject any application in part or whole
and will give reasons for its decision.
6
2. SCOPE OF TENDER
GEMS Cambridge International, Kenya (referred as the Procuring entity) intends to prequalify for supply
and provision of various categories of goods and services. All applications are to be submitted not later
than 2nd October 2015 at 11:00 AM.
2.1 ELIGIBILITY
Prequalification is open to eligible firms
2.1.1 The procuring entity’s employees, committee members, board members and their relatives (spouse
and children) are not eligible to participate in the tender.
2.1.2 Tenderers involved in corrupt or fraudulent practices or debarred from participating in public
Procurement shall not be eligible.
2.1.3 All bidders found capable of performing the contract satisfactorily in accordance with the set
Prequalification tender Criteria shall be prequalified.
2.2 COST OF TENDERING
2.2.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender, and
the procuring entity, will in no case be responsible or liable for those costs. Regardless of the conduct or
outcome of the tendering process
2.2.2 The price to be charged for the tender document shall not exceed Two Thousand Kenya
Shillings Only (Kshs.2,000.00)
2.2.3 The procuring entity shall allow the tenderer to review the tender document free of charge before
purchase.
2.3 CLARIFICATION OF DOCUMENTS
2.3.1 A prospective candidate making inquiries of the tender document may notify the Procuring entity in
writing or by post or email at the entity’s address indicated in the Invitation for tenders. The Procuring
entity will respond in writing to any request for clarification of the tender documents.
2.3.2 The procuring entity shall reply to any clarifications sought by the tenderer within 3 days of
receiving the request to enable the tenderer to make timely submission of its tender.
2.4. AMENDMENT OF DOCUMENTS
2.4.1 At any time prior to the deadline for submission of tenders, the Procuring entity, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective tenderer, may
modify the tender documents by issuing an addendum.
2.4.2 All prospective tenderers who have obtained the tender documents will be notified of the
amendment by post or email and such amendment will be binding on them.
2.4.3 The Tenderer is expected to examine all instructions, forms, terms, and specifications in the tender
documents. Failure to furnish all information required by the tender documents or to submit a tender not
7
substantially responsive to the tender documents in every respect will be at the tenderer’s risk and may
result in the rejection of its tender.
2.5. LANGUAGE OF TENDER
2.5.1 The Pre-qualification prepared by the tenderer, as well as all correspondence and documents relating
to the tender exchanged by the tenderer and the Procuring Entity, shall be written in English language.
Any printed literature furnished by the tenderer 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 tender, the English translation shall govern.
2.6 SUBMISSION OF APPLICATION
This document includes questionnaire forms and documents required from the Prospective bidders. In
order to be considered for pre-qualification prospective bidders must submit all the information herein
requested. The Pre-qualification document shall be prepared in indelible ink. It shall contain no
interlineations or overwriting, except as necessary to correct errors made by the tenderer. Any such
corrections must be initialed by the person(s) who signs the pre- qualification document.
The Pre-qualification document should be prepared and submitted as specified in the invitation for
Prequalification of Suppliers on or before 2nd October 2015.
Any tender received after the deadline shall be rejected as a late tender and shall not be considered.
2.7 ELIGIBLE CANDIDATES
2.7.1 Due diligence will be undertaken during prequalification process and any bidder found to be in
breach and has provided false information will lead to automatic disqualification.
2.7.2 CIN-Kenya will examine the tenders to determine completeness, general orderliness and sufficiency
in responsiveness.
2.7.3 Tenderers shall not contact CIN- Kenya on matters relating to their tender from the time of opening
to the time the evaluation is finalized and official communication sent to them. Any effort by the tenderer
to influence the Service in the evaluation shall result in the cancellation of their tender.
2.7.4 Prequalification will be based on meeting the minimum criteria regarding the applicant’s legal
status, general and particular experience, personnel and financial position as demonstrated by their
responses where applicable accordingly.
2.7.5 The applicants must have registered offices and CIN-Kenya reserves the discretion of visiting
physical premises from which the applicant conducts business if so desired to confirm existence and
capability to deliver the said goods, works or services.
2.7.6 Tenderers who qualify according to the selection criteria will be invited to submit their quotations
for annual rates for the supply of goods, works or services as and when required.
2.7.7 CIN-Kenya reserves the right to accept or reject any or all tenders.
2.8 QUALIFICATION CRITERIA.
2.8.1 Prequalification shall be based on meeting the minimum requirements to pass in the criteria in the
evaluation conditions template as set in section 3 of this document.
8
2.8.2 The procuring Entity reserves the right to waive minor deviations if they don’t materially affect the
capability of an applicant to perform the contract
2.9 Validity Period
2.9.1 The request for pre-qualification must remain valid for not less than 60 (Sixty) days from the date
of submission.
2.9.2 GEMS Cambridge International School - Nairobi will make the best effort to complete the
evaluation and communication within this period.
9
SECTION 3
3. LETTER OF APPLICATION
Notes on letter of application
The letter of application will be prepared by the applicant and will follow the form presented herein.
The letter of application will be prepared on the letterhead of the applicant company and will include full
postal address, telephone numbers and Email address.
The letter of application will be signed by duly authorized representatives of the applicant.
Any clause which does not apply to the applicant in the letter of application herein shall be deleted by the
applicant.
10
3.1- LETTER OF APPLICATION
To
The Head of Procurement,
GEMS Cambridge Nairobi- Kenya
P.O Box 15593-00509
Nairobi
Date……………………………………………………
Dear Sir/Madam
I. Being duly authorized to represent and act on behalf of ________________________ (name of firm)
(here in after referred to as ‘the bidder), and having reviewed and fully understand all of the
prequalification information provided, the undersigned hereby apply to be prequalified by yourselves as
bidder for the following service(s) under (category ref No. and description)
Category Ref. Number Description
2. Attached to this letter are copies of original documents defining
(a) The applicant’s legal status
(b)The principal place of business and
(c)The place of incorporation (for applicants who are corporations), or the place of registration and the
nationality of the owners (for applicants who are partnerships or individually-owned firms).
(d) Copy of deposit slip for the application non-refundable fees
3. Your Agency and its authorized representatives may contact the following references for further
information
General and managerial enquiries
Contacts person
Organization
Telephone
Signature and official stamp
11
Technical enquiries
Contacts person
Position
Telephone
Qualification
4. This application is made with full understanding that:
(a) Bids by prequalified applicants will be subject to verification of all information submitted for
prequalification at the time of bidding.
The undersigned declare that the statement made and the information provided in the duly completed
application are complete, true and correct in every detail.
12
4. EVALUATION CRITERIA
MANDATORY REQUIREMENTS
1) Certificate of Incorporation / Registration;
2) PIN/VAT Certificate;
3) Current Trade License / Business Permit;
4) Certificates from affiliated regulatory or accrediting bodies/associations (where applicable);
5) Current Tax Compliance Certificate;
6) Evidence of Physical Location of business premise (Lease agreement);
7) Three (3) letters of recommendation from your corporate/major clients;
8) Company profile;
9) Original Receipt as proof that tenderer purchased the pre-qualification document(s).
10) Must fill the Tender forms/documents in the format provided
NOTE: Evaluation will be based on meeting the above minimum requirements to pass.
5. COMPLAINTS PROCESS
This call for prequalification of venders does not constitute a solicitation and CIN-Kenya reserves the right
to change or cancel the requirement at any time during the prequalification process. CIN-Kenya also
reserves the right to require compliance with additional conditions. Invitations to apply for prequalification
of vender or will be made in accordance with CIN- Kenya rules and procedures.
Any grievances and or complaints arising from the evaluation process and final prequalification can be
addressed in writing to the Principal.
13
6.0 APPLICATION FORMS
APPLICATION FORM (1)
6. GENERAL EXPERIENCE RECORD
Name of Applicant or partner of a joint venture=
Annual turnover data (Construction only)
Year Turnover Kshs.
1.
2.
3.
4.
5.
14
APPLICATION FORM (2)
6.1 JOINT VENTURE SUMMARY
Names of all partners of a joint venture
1. Lead partner
2. Partner
3. Partner
4. Partner
5. Partner
6. Partner
Total value of annual construction turnover, in terms of work billed to clients, in Kshs.
Annual turnover data (construction only: Kshs.
Partner Form 2
Page no.
Year 1 Year 2 Year 3
1. Lead
Partner
2. Partner
3. Partner
4. Partner
5. Partner
6. Partner
Totals
15
APPLICATION FORM (3)
6.2 DETAILS OF CONTRACTS OF SIMILAR NATURE AND COMPLEXITY
Name of Applicant or partner of a joint venture
Use a separate sheet for each contract.
1. Number of contract
Name of Contract
Country
2. Name of employer
3. Employer address
4. Nature of works and special features relevant to the contract for which the Applicant wishes
to prequalify
5. Contract role (check one)
* Sole contract * Management contract * Subcontract * Partner in a joint venture
6. Value of the total contract/subcontract/partner share (in specified currencies at completion,
or at date of award for current contract)
7. Date of award
8. Date of completion
9. Contract/subcontract duration (years and months)
- years - months
10 Specified requirements
16
APPLICATION FORM (4)
6.3 SUMMARY SHEET: CURRENT CONTRACT COMMITMENTS/WORK IN PROGRESS
Name of Applicant or partner of a joint venture
Name of contract Value of outstanding work
Kshs.
Estimated completion date
1.
2.
3.
4.
5.
6.
17
APPLICATION FORM (5)
6.4 FINANCIAL CAPABILITY
Name of Applicant or partner of a joint venture
Banker
Name of banker
Address of banker
…………………………………………………………………………
Telephone Contact name and title
_________________________________________________________
Fax E mail
Financial
information in
Kshs.
Actual : Projected:
previous five years next two years
1. 2. 3. 4.
1. Total assets
2. Current assets
3. Total
liabilities
4. Current
liabilities
18
7. TERMS OF PAYMENT
Our payment terms are 30 days from the date of invoice/delivery on receipt/acceptance of services.
RANGE OF PRODUCTS/SERVICES YOU SPECIALISE IN
……………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………
Have you previously provided/supplied goods/services to gems Cambridge international school -
Nairobi?
IF YES, which materials/Services
…………………………………………………………………………………………………………………………………..
…………………………………………………………………………………………………………………………………
INDICATE THREE (3) OF OUR LAST ORDERS
…………………………………………………………………………………………………………………………………..
…………………………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………………………….
DO YOU HAVE ANY PENDING ORDERS WITH US? IF SO GIVE DETAILS
………………………………………………………………………………………………………………………………….
………………………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………
HAVE YOU EVER FAILED TO HONOUR OUR LPO? IF SO GIVE DETAILS
…………………………………………………………………………………………………………………………………
HAVE YOU EVER BEEN BLACKLISTED BY GEMS CAMBRIDGE INTERNATIONAL SCHOOL -
NAIROBI?
YES ………………………………………………………. NO ………………………………………………………….
IF YES, GIVE DETAILS ON A SEPARATE PAPER
19
8. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM
You are requested to give the particulars indicated in part1 and ether part 2(a) 2(b) or2 (c)
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……………………………………………………………… Plot No…………………………………………………
Street/Road…..………………Postal Address ……………………Tel No. …………………
Fax ………………………………. …………E mail ……………………………..………….
Nature of Business……………………………………………………………………………..
Registration Certificate No…………………………………………………………………
Maximum value of business which you can handle at any one time in
Kshs (where applicable)………………………………………………………………………..
Name of your bankers …………………………… Branch ………………………………
PART 1b Name and address of key contact persons
Name ……………………………………………………………………………………………………
Current position………………………………………………………………………………………………
Mobile number……………………………………………………………………………………………
Email address………………………………………………………………………………………………
Alternative contact person
Name …………………………………………………..……………………………………………………
Current position………………………………………………………………………………………………
Mobile number……………………………………………………………………………………
Email address………………………………………………………….............
PART 2 (A) – SOLE PROPRIETORS
Your name in full ………………………………………
Age ………………………..
Nationality………………………………… Country of origin …………………………………….
Citizenship details………………………………………………….
Part 2 (b) Partnership
Given details of partners as follows:
Name Nationality %shareholding
1. ………….……………………………………………………………………………………
2. ……………………………………………………………………………………………..…
3.………………………………………………………………………………………………...
4.………………………………………………………………………………………………...
PART 2 (C) – REGISTERED COMPANY
Private or Public ………………………………………………………………………….
Given details of all directors as follows;
Name, Nationality, Citizenship Details and Shares
20
1…………………………………………………………………………………
2. ……………..……………………………………………………………………….
3.………………………………………………………………………………………………
4. ……………………………………………………………………
5 ……………………………………………………………………………………….
Sign and Stamp
* If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or registration.
21
9. 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 (Instructions to Applicants, para. 4.8). 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.)
22
10. DECLARATION
Having studied the pre-qualification information for the above tender category We/I hereby state:
1. That the information furnished in our/my application is accurate to the best of our/my knowledge.
2. That in case of being pre-qualified we /I acknowledge that this grants us the right to participate in due
time in the submission of a tender or quotation on the basis of provision in the tender or quotation
documents to follow.
3. That the pre-qualified bidders will be invited randomly to participate in the tender/quotations as and
when there is a requirement.
4. We/I enclose all the required documents and information required for the pre- qualification evaluation.
Our tender is binding to us and if found acceptable we shall be pleased to be included in the list of pre-
qualified firms.
5. We understand you are not bound to accept either in part or whole any tender you receive.
Date………………………………………………………………………………………..
Applicant’s Name…………………………………………………………………………..
Represented by……………………………………………………………………………..
Signature………………… (Full name and designation of the person signing and stamp or seal)