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JARAMOGI OGINGA ODINGA TEACHING AND REFERRAL HOSPITAL (JOOTRH)

TENDER NO: JOOTRH/TND/23/2019-2021

PROVISION OF CLEANING SERVICES AND MAINTAINANCE OF GROUNDS - VICTORIA

CLOSING DATE: THURSDAY 16TH MAY, 2019

AT 10.00 AM

Table of Contents

Page

INTRODUCTION………………………………………

SECTION I-Invitation for prequalification ……………...

SECTION II-Instructions to Candidates…………………...

Appendix to Instructions to Candidates.

SECTION III-Letter of application

SECTION IV-Standard Forms

General information

-(Form1)

General experience Record-(Form 2)

Joint Venture Summary-

(Form 2A)

Particular experience Record-(Form 3)

Details of Contract of similar

nature and complexity

-(Form 3A)

Summary sheet – Current

Contract Commitments/Works

in progress

-(Form 4)

Personnel capabilities

-(Form 5)

Candidate Summary

-(Form 5A)

Financial Capability

-(Form 7)

Litigation History

-(Form 8)

FORMS OF INVITATION FOR TENDERS

TO

_________________________________ Name of contractor

_________________________________Address

_________________________________

Dear Sir/ Madam,

RE: PROVISION OF CLEANING SERVICES AND MAINTAINANCE OF GROUNDS- VICTORIA

We hereby invite you and other tenderers to submit a tender for execution and delivery of the above contract.

Bidders should fulfill the following requirements.

i) Provide Certified copy of Registration Certificate

ii) Provide Certified copy of Tax compliance Certificate

i) Provide Certified copy of Compliance certificate from statutory bodies

ii) Provide Certified copy of Certificate of compliance to minimum wages as per labour laws

iii) Certified copy of Single Business Permit preferably from Kisumu County.

iv) Provide certified copy of certificate of Registration with relevant bodies

v) Provision of Bid Security 2%

vi) Dully filled Form of Tender

vii) Attach Site Visit Form

viii) Attach copy of CR 12

ix) Proof of WIBA insurance cover for employees

x) Bidders shall sequentially serialize all pages for each tender document submitted failure to which the bidder shall be disqualified.

xi) Any other conditions included in the advertisement notice/Invitation letter.

Completed tender documents are to be enclosed in plain sealed envelopes marked with tender reference number and be deposited in the Tender Box AT THE ADMINISTRATION BLOCK NEXT TO THE PROCUREMENT OFFICE or be addressed to JARAMOGI OGINGA ODINGA TEACHING AND REFERRAL HOSPITAL , P.O.BOX 849-40100, KISUMU. So as to be received on or before TUESDAY, 16TH MAY,2019 AT 10.00 AM. The documents will be opened at 10.00am same day in the presence of tenderers or their representatives will choose to attend.

The JARAMOGI OGINGA ODINGA TEACHING AND REFERRAL HOSPITAL reserves the right to reject any tender without giving reason for the rejection and does not bind itself to the lowest or any tender.

Yours Truly

For CHIEF EXECUTIVE OFFICER

JARAMOGI OGINGA ODINGA TEACHING AND REFERRAL HOSPITA

SECTION I- INVITATION FOR PREQUALIFICATION (IFQ)

Tender No. KSM/JOOTRH/TN/23/2019-2021

Tender Name

1. The Jaramogi Oginga Odinga Teaching and Referral hospital hereinafter referred as “Procuring entity” intended to prequalify candidates for the following

2. Prequalification is open to all tenderes

3. Eligible candidates may obtain the prequalification document from the Hospital website (www.jaramogireferral.go.ke)

4. Applications for Provision of Security services must be submitted enclosed in plain sealed envelopes marked with the tender name and reference number and deposited in the tender box at Jaramogi Oginga Odinga Teaching and Referral hospital to be addressed Jaramogi Oginga Odinga Teaching and Referral hospital, P.O. Box 849, Kisumu so as to be received on or before 16TH MAY,2019 at 10.00am

5. All candidates whose applications will have been received before the closing date and time will be advised in due course, of the results of their applications.

SECTION II-INSTRUCTIONS TO CANDIDATES

Notes on Instructions to Candidates

1. The instructions to candidates should provide the candidates with adequate information to facilitate preparation and submission of a good prequalification application.

2. All the blank spaces should be properly completed by the procuring entity before the prequalification document is given to the candidates.

3. The notes accompanying the clauses in this part are not part of the text. They are meant to assist the procuring entity when preparing the prequalification document. The notes should not be incorporated in the actual prequalification documents.

4. Where in the text alternative clauses are shown, the procuring entity should select those suitable for the particular contract and discard the alternative text that will not apply. This should also be clarified in the appendix to instructions to candidates.

5. The instructions to candidates may be amended or supplemented by clauses in the appendix to instructions to candidates.

SECTION II - INSTRUCTIONS TO CANDIDATES

2.1Scope of Tender

2.1.1 The Jaramogi Oginga Odinga Teaching and Referral hospital hereinafter referred to as the procuring entity intends to prequalify contractors for the following (particulars of the procurement). It is expected that prequalification applications will be submitted to be received by the procuring entity not later than 16TH MAY,2019 at 10:00 a.m.

Note“Describe the work in sufficient detail to identify the location, nature and complexity of the works, the information should be prepared for each procurement/contract.

Approximate quantities of major items of work should be indicated, but the estimated cost should not be disclosed in this instruction or in invitation for prequalifications.”

2.1.2 Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates.

2.2Submission of Application

2.2.1 Applications for prequalification shall be submitted in sealed envelopes marked with the tender name and reference number and deposited in the tender box at Jaramogi Oginga Odinga Teaching and Referral hospital situated along Kisumu-Kakamega Road, or be addressed to Jaramogi Oginga Odinga Teaching and Referral hospital, P.O. Box 849, Kisumu so as to be received on or before 16TH MAY,2019 at 10.00 am. The procuring entity reserves the right to accept or reject late applications.

2.2.2 The name and mailing address of the applicant may be marked on the envelope.

2.2.3 All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information.

2.2.4 Failure to provide information that is essential for effective evaluation of the applicant’s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant’s disqualification.

2.2.5 A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary

Note“The information in 2.2.5 should only be used if a consultations and clarifications meeting is necessary and planned. Such meetings are normally called only for very large and/or complex procurements.

2.3Eligible Candidates

2.3.1 This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya’s Public Procurement Law and regulations and as indicated in the appendix to instructions to candidates.

2.3.2 The procuring entity’s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act.

2.3.3 All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified.

Note“The eligibility criteria must comply with the law. It should not deliberately discriminate or inhibit competition

2.4Qualification Criteria

2.4.1 Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set as shown below. The declaration will be either pass or fail regarding the applicant’s general and particular experience, personnel and equipment capabilities and financial position as demonstrated by the applicant’s response in the forms provided in Section IV and submitted with the letter of application. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract.

2.4.2 When highly specialized inputs (especially for execution of the contact) are required by the applicant from specialist sub contractors, such subcontractors and their inputs shall be described in the Standard Form 1 (General Information)

2.4.3 General Experience. The applicant shall meet the following minimum criteria

(a)Average annual turnover as main contractor (defined as billing for works in progress and completed) over the last THREE (15) years of Kshs.

(16) and

(b)Successful experience as prime contractor in execution of at least three projects (17) of a nature and complexity comparable to the proposed contract within the last

(15) years. This experience should include

(18)

Note(15)This time is normally five years but may be less if circumstances warrant I

it

(16) Usually not less than 2 ½ times the estimated annual cash flow in the proposed contract or works (based on a straight line projection) the coefficient may be smaller for very large or very small contract, but not les than 1.5, and should take into consideration special contract/work circumstances

(17) May be reduced or increased

(18) Indicate in this part the critical experience for the proposed works/contract

2.4.4 Personnel capabilities. The applicant must have suitably qualified personnel to fill the following positions(19)

Position

Total experience (years)

In similar works (years)

As manager of similar works (years)

Managing Director

Operation Manager

Supervisor

Patrolling Officer

Note(19)List only Key management specialist positions. Do not include principals, head office personnel who are not key to the project/works and other non-specialist personnel. The experience requirements should be specified

2.4.5 Equipment capabilities. The applicant should own, or have assured access (through hire, lease, purchase agreement, availability of manufacturing equipment, or other means) the following key items of equipment in full good working order, and must demonstrate that, based on known commitments they will be available for use in the proposed contract. The applicant may also list alternative equipment that it would propose for the contract together with an explanation of the proposal

Equipment type and characteristics

Minimum number required

1)

2)

3)

4)

NoteParagraph 2.4.5 applies mainly to construction works. However, it may be adapted for some heavy engineering contract, supply and installation and other contracts requiring production capacity. Insert a list of the key equipment need based on specific items or on performance criteria appropriate. The items listed shall be limited to major items of equipment that are crucial to the proper and timely execution of the contract, and items that applicants may not readily be able to purchase, hire or lease in the required time frame.

2.4.6 Financial position. The applicant shall demonstrate that it has access to, or has available, liquid assets, unencumbered real assets, lines of credit and other financial means sufficient to meet the construction cash flow for a period of

months, estimated at Kshs.

(21), net of the applicants commitments for other contracts.

Note(21) This figure should be accurate to adequately reflect the financial cash flow commitment for the contract

2.4.7 The audited Accounts (22) for the last

(23) years shall be submitted and must demonstrate the soundness of the applicant’s financial position, showing long-term profitability. Where necessary the procuring entity will make inquiries with the applicant’s bankers.

Note(22) Audited Accounts requirement may be relaxed by the procuring entity especially for firms owned by individuals and partnerships where the law does not require them to be prepared.

(23) This period is usually five years but may be reduced in special contract/works circumstances.

2.4.8 Litigation history the applicant should provide accurate information on any litigation or arbitration resulting from contracts completed or under its execution over the last five years. A consistent history of awards against the applicant or any partner of a joint venture may result in failure of the application.

2.6Public Sector companies

2.6.1 Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity.

2.7.Conflict of Interest

2.7.1 The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the dis-qualification of the applicant.

2.8. Updating Pre-qualification Information

2.8.1 Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant’s qualification thresholds are no longer met at the time of bidding.

PERFORMANCE SECURITY FORM

To: ……………………………………………………………………………………………..

[name of the Procuring entity]

WHEREAS……………………………….[name of tenderer]

(hereinafter called “the tenderer”) has undertaken, in pursuance of Contract No.___________[reference number of the contract] dated _______________20______to

supply……………………………………………………………………………………..

[Description services](Hereinafter called “the contract”)

AND WHEREAS it bas been stipulated by you in the said Contract that the tenderer shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Tenderer’s performance obligations in accordance with the Contract.

AND WHEREAS we have agreed to give the tenderer a guarantee:

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the tenderer, up to a total of …………………………………………………….[amount of the guarantee in words and figures],

and we undertake to pay you, upon your first written demand declaring the tenderer to be in default under the Contract and without cavil or argument, any sum or sums within the limits of ………………………..[amount of guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

This guarantee is valid until the _____ day of 20 __________________________________________________________________Signature and seal of the Guarantors

____________________________________________________________________[name of bank or financial institution]

____________________________________________________________________[address]

______________________________________________________________________[date]

(Amend accordingly if provided by Insurance Company)

TENDER EVALUATION CRITERIA

After tender opening, the tenders will be evaluated in 4 stages, namely:

1. Determination of Responsiveness

2. Detailed Technical Examination

3. Financial Evaluation

4. Combination of Technical, Tender Suns Comparison and Financial Score

STAGE 1 – DETERMINATION OF RESPONSIVENESS

1. PRELIMINARY EXAMINATION

This stage of evaluation shall involve examination of the pre-qualification conditions as set out in the Tender Advertisement Notice or Letter of Invitation to Tender and any other conditions stated in the bid document.

These conditions may include the following:

iii) Provide Certified copy of Registration Certificate

iv) Provide Certified copy of Tax compliance Certificate

xii) Provide Certified copy of Compliance certificate from statutory bodies

xiii) Provide Certified copy of Certificate of compliance to minimum wages as per labour laws

xiv) Certified copy of Single Business Permit preferably from Kisumu County.

xv) Provide certified copy of certificate of Registration with relevant bodies

xvi) Provision of Bid Security 2%

xvii) Dully filled Form of Tender

xviii) Attach Site Visit Form

xix) Attach copy of CR 12

xx) Proof of WIBA insurance cover for employees

xxi) Bidders shall sequentially serialize all pages for each tender document submitted failure to which the bidder shall be disqualified.

xxii) Any other conditions included in the advertisement notice/Invitation letter.

2. TECHNICAL EVALUATION

The tender document shall be examined based on clause 4 of the Instruction to Tenderers which states as follows:

In accordance with clause 4.4 of Instruction to Tenderers, ‘the tenderers shall provide such evidence of their continued eligibility satisfactory to the Employer as the Employer shall reasonably request’. The tenderers shall be required to fill the Standards Forms provided for the purposes of providing the required information. The tenderers may also attach the required information if they so desire.

The award of points for the STANDARD FORMS considered in this section shall be as shown below:

PARAMETERMAXIMUM POINTS

I. Statement of compliance6.0

II. Form of Tender1.5

III. Tender Questionnaire1.5

IV. Confidential Business Questionnaire1.5

V. Key personnel6.5

VI. Contract Completed in the last Five (5) years5.5

VII. Schedules of on-going projects4.0

VIII. Schedules of contractors equipment5

IX. Audited Financial Report for the last 3 years5

X. Evidence of Financial Resources5

XI. Name, Address and Telephone of Banks (Contractor to provide)2.5

XII. Litigation History1

XIII. Sanctity of the tender document as in accordance with clause 5 of instruction to tenderer5

TOTAL50

The detailed scoring plan shall be as shown in table 1 below: -

TABLE 1:

Ite m

Description

Point Scored

Max. Point

Statement of Compliance:

6.0

a) Professional Affiliate Certificates (Certified copies)

2

b) Proof of Government Statutory contributions, NHIF and NSSF (Certified copies)

1

c) Proof that remunerations are according to labour rate requirements (Attach Payroll)

2

d) Compliance with occupational health safety of workers (Attach certified evidence)

1

i

Form of Tender

· Signed and stamped1.5

· Signed but not stamped or vice versa1

· Not signed nor stamped0

1.5

ii

Tender Questionnaire Form

· Completely filled1.5

· Partially filled0.5

· Not filled0

1.5

iii

Confidential Business Questionnaire Form.

· Completely filled1.5

· Partially filled0.5

· Not filled0

1.5

iv

Key Personnel (Attach evidence)

6.5

Director of the firm

· As specified in CR 12 form1.5

· No evidence0

1.5

Atleast1No.degree/diplomaofkeypersonnelinrelevant field

· With over 10 years relevant experience1.5


· With under 5 years relevant experience0.5

1.5

At least 1No certificate holder of key personnel in relevant field


· With over 5 years relevant experience1

· With under 5 years relevant experience0.5

1.5

At least 10 No. Cleaners (relevant certificate in Cleaning field)

· Cleaners with over 10 years relevant experience2

· Cleaners with under 10 years relevant experience1.5

· Non skilled worker with over 10 years relevant experience–0.5

2

v

Contract handled in the last five (5) years (Max of 5 No. ) [Attach Documentary Evidence]

· Contract of similar nature, complexity and magnitude5.5

· Contract of similar nature but of lower value than the one in consideration3.5

· No Contract of similar nature0

5.5

vi

On-going Contract (Max of 5 No.) [Attach Documentary Evidence]

· Contract of similar nature, complexity and magnitude4

· Contract of similar nature but of lower value than the one in consideration –3

· No ongoing Contract of similar nature0

4

vii

Schedule of firm’s equipment and transport (proof or evidence of ownership)

· Means of transport (Vehicle)2

· No means of transport0

2

5

For each specific equipment required for service being rendered.

(Maximum No. of equipment to be considered – 3 No.)3

3

viii

Financial Report

5

Audited financial report (last three (3) years)

· Turn over greater or equal to 5 times the cost of the Contract ---5

· Turn over greater or equal to 3 times the cost of the Contract –-- 3

· Turn over greater or equal to the cost of the Contract 2

· Turn over below the cost of the Contract1

ix

Evidence of Financial Resources (cash in hand, lines of credit, over draft facility etc)

· Has financial resources equal or above the cost of the Contract – 5

· Has financial resources below the cost of the Contract2.5

· Has not indicated sources of financial resources0

5

x

Name, Address and Telephone of Banks (Contractor to provide)

· Provided2.5

· Not provided0

2.5

xi

Litigation History

· Provided1

· Not Provided0

1

xii

Sanctity of the Tender Document

· Having the document intact

(not tempered with in any way)5

· Having mutilated or modified the tender document0

5

TOTAL

50

Any bidder who scores 35 points and above shall be considered for further evaluation.

The Technical Evaluation Score will be carried forward to STAGE 4

3. FINANCIAL EVALUATION

The evaluation shall be in two sections

1. Preliminary examinations and

2. Tender sum Comparisons

A) PRELIMINARY EXAMINATIONS

The preliminary examination in the Financial Evaluation shall be in accordance with clause 26 of Instruction to Tenderers.

The parameter to be considered under this section includes the following: Arithmetic errors and comparison of rates.

(1) Arithmetic Errors

The bid shall be checked for arithmetic errors based on the rates and the total sums indicated in the bills of quantities.

Confirmation shall be sought in writing from the tenderers whose tender sums will be determined to have a significant arithmetic error to their disadvantage, to confirm whether they stand by their tender sums. The error shall be treated as per clause 27 of Instructions to Tenderers.

Non-compliancewiththeaboveshallleadtoautomaticdisqualificationfrom further evaluation.

Discount if any shall be treated as an error in pursuant to clause 27 of Instructions to Tenderers.

(2) Comparison of rates

The evaluation committee will compare rates from different bidders and note consistency of rates and front loading. The evaluation committee will judge and make an appropriate decision giving evidence.

B) TENDER SUMS COMPARISONS

In this section, tender sums will be compared to the average of all sums for bidders who have qualified from STAGE 3A and score awarded to a maximum of 20 as shown below.

1 Preliminary Average

a. The tender sums of various bidders, who qualify at STAGE 3A and the market estimates, shall be reduced by omitting PC sums, provisional sums and contingency from the respectful amounts if any. The average of the reduced amounts so obtained shall be calculated.

b. Any tenderer whose tender percentage deviation is 20% higher or lower than the average obtained above, will be deemed to be unreasonably high or low and shall not be included in determining the mean in table 3, their bids will not be evaluated further. The market estimate will also be subjected to the same treatment.

The detailed scoring plan shall be as shown in table 2 below: TABLE 3

Item

Description

Score

Max.

score

I

· Tender Sums: (The tender sums of bidders, who qualify at STAGE 3A and the market estimates, shall be reduced by omitting PC sums, provisional sums and contingency from the respectful amounts if any. The average of the adjusted tender sums so obtained shall be calculated. The deviation of the reduced amounts in respect of each bidder from the average shall then be worked out as a percentage of the average (Rounded off to one (1) decimal point) and scores allocated as follows :-)

· Deviation of between 0% and 1%20

· Deviation of between 1.1% and 2%18.5



· Deviation of between 4.1% and 5%14
















· Deviation of 20.1% and above0

20

TOTAL

20

The Tender sum score will be carried forward to STAGE 4

C) FINANCIAL SCORE

The Evaluation Team shall compare the prices offered by the tenderers and the Financial Scores (Fs) will be determined using the formulae below. The financial score will be allocated a maximum of 30%.

Fs = 30 x Fm/F

Where: Fs is the Financial Score

Fm is the Lowest Priced Responsive Bidsum

F is the Bid Price under consideration

4. DETERMINATION OF THE MOST RESPONSIVE BIDDER

TheevaluationteamshallcombineTechnicalEvaluationScore,TenderSums Comparison Score and Financial Score as below:

TechnicalEvaluationScore(TEs)+TenderSumsComparisonScore(TSCs)

+Financial Score (Fs)

FINAL SCORE =TEs + TSCs + Fs

= 50% +20%+30%

5. RECOMMENDATION

The Evaluation Committee shall recommend for award, the highest final score

SECTION III- LETTER OF APPLICATION

Date ……………………………

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, the undersigned hereby apply to be prequalified by yourselves as a bidder for the following contract(s) under (Tender No. and Tender name)

Tender number

Tender name

1.

2.

3.

4.

5.

2.Attached to this letter are copies of original documents defining

(b) the Applicant’s legal status

(c) the principal place of business and

(d) 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).

3.Your Agency 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 competence of the Applicant.

4.Your Agency and its authorized representatives may contact the following persons for further information.

General and managerial inquiries

Managing Director

Telephone 1

Operation Manager

Telephone 2

Supervisor

Personnel inquiries

Contact 1

Telephone 1

Contact2

Telephone 2

Technical inquiries

Contact 1

Telephone 1

Contact 2

Telephone 2

Financial inquiries

Contact 1

Telephone 1

Contact 2

Telephone 2

5.This application is made with the full understanding that:

(a) Bids by prequalified applicants will be subject to verification of all information submitted for prequalification at the time of bidding.

(b) Your Agency reserves the right to:

· amend the scope and value of any contracts bid under this project; in such event, bids will only be called from prequalified bidders who meet the revised requirements; and

· reject or accept any application, cancel the prequalification process, and reject all applications

(c) your Agency shall not be liable for any such actions and shall be under no obligation to inform the Applicant of the grounds for them

6. Appended to this application, we give details of the participation of each party, including capital contribution and profit/loss agreements, in the joint venture or association. We also specify the financial commitment in terms of the percentage of the value of the contract, and the responsibilities for execution of the contract.

7. We confirm that if we bid, that bid, as well as any resulting contract, will be:

(a) signed so as to legally bind all partners, jointly and severally; and

(b) Submitted with a joint venture agreement providing the joint and several liabilities of all partners in the event the contract is awarded to us.

8. The undersigned declare that the statement made and the information provided in the duly completed application are complete, true, and correct in every detail.

Signed

Signed

Name

Name

For and on behalf of (name of Applicant or lead partner of a joint venture)

For and on behalf of (name of partner)

Signed

Signed

Name

Name

For and on behalf (name of Partner)


Signed

Signed

Name

Name

For and on behalf (name of Partner)


SECTION IV-STANDARD FORMS

Table of Contents

Form No.

Name

Page

1.

General information

2.

General experience record

3.

Particular experience record

3A

Details of contracts of similar nature and complexity

4.

Summary sheet current contract commitments/works

in progress

5.

Personnel capabilities

5A

Candidate summary

7.

Financial capability

9. Litigation History

SECTION IV-STANDARD FORMS

Notes on completion of Standard Forms

Application Form 1-General information

This form is to be completed by all applicants. Where the applicant proposes to use sub-contractors the information should be supplied in this format. Where there is a joint venture, each partners shall complete the form

Application Form 2-General Experience Record

This form is to be completed by all applicants. Separate sheets should be used for each partner of a joint venture. Applicants are not required to enclose testimonials, certificates or publicity materials with their applications.

Application Form 3-Particular Experience Record

This form is to be completed by all applicants meeting the requirement set out in the instructions to candidates. Separate sheets shall be used for each member of or joint venture. Complimentary information will be given on application Form 3A.

Application Form 3A-Details of Contracts of similar nature and complexity

This form shall be completed by all applicants and will contain similar works completed by the applicant or a member of a joint venture

Application Form 5-Personnel Capabilities

This form is to be completed by all applicants. It shall include specific positions essential to contract implementation. The applicants shall provide the names of at least two candidates qualified to meet the specified requirements stated for each position. The data on their experience shall be supplied on Form 5A

Application Form 5A-Candidate Summary

This form is to be completed by all applicants. The information provided will complement information on Form 5. A separate form shall be used for each personnel

Application Form 7-Financial Capability

This form shall be completed by every applicant and each member of a joint venture. It should contained financial information to demonstrate that they meet the requirements stated in the instructions to candidates. If necessary separate sheets should be used to provide complete banker information. A copy of the audited balance sheet if available should be attached. The information should include the summary of actual assets and liabilities for the last five years.

Application Form 8-Litigation History

This form is to be completed by all applicants including each member of a joint venture. It should provide information on 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 member of a joint venture

APPLICATION FORM (1)

GENERAL INFORMATION

1.

Name of firm

2.

Head office address

3.

Telephone

Contact

4.

Fax

E-mail

5.

Place of incorporation/registration

Year of incorporation/registration

Nationality of owners

Name

Nationality

1.

2.

3.

4.

5.


GENERAL EXPERIENCE RECORD

Name of Applicant or partner of a joint venture

Annual turnover data (Security firm)

Year

Turnover

Kshs.

1.

2.

3.

4.

5.


PARTICULAR EXPERIENCE RECORD


APPLICATION FORM (3A)

DETAILS OF CONTRACTS OF SIMILAR NATURE AND COMPLEXITY


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


PERSONNEL CAPABILITIES

Name of Applicant

1.

Title of position

Name of prime candidate

Name of alternate candidate

2.

Title of position



3.

Title of position



4.

Title of position



APPLICATION FORM (5A)

CANDIDATE SUMMARY

Name of Applicant

Position

Candidate

* Prime * Alternate

Candidate information

1. Name of candidate

2. Date of birth

3. Professional qualifications

Present employment

4. Name of employer

5. Address of employer

Telephone

Contact (manager/personnel officer)

Fax

E mail

Job title of candidate

Years with present employer

Summarize professional experience over the last 20 years, in reverse chronological order. Indicate particular technical and managerial experience relevant to the Project.

From

To

Company/Project/Position/Relevant technical and management experience


FINANCIAL CAPABILITY


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


LITIGATION HISTORY


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.)

5. Profits before taxes

6. Profits after taxes

Source of finance

Amount Kshs.

1.

2.

3.

4.

FORM OF TENDER

Date____________________________

To:……………………………………

………………………………………………….

……………………………………………………..

Sir/Madam:

1.Having examined the Tender documents including Addenda Nos………………………………………………… [insert addenda numbers], the receipt of which is hereby duly acknowledged, we, the undersigned, offer to Provide ………………………………………………………………… in conformity with the said Tender documents for the sum of ………………………………………………………………………[total Tender amount in words and figures] or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this Tender.

2.We undertake, if our Tender is accepted, to deliver ……………………………………………………….. in accordance with the delivery schedule specified in the Schedule of Requirements.

3.We agree to abide by this Tender for the Tender validity period specified in Clause 2.13 of the Appendix to Instructions to Tenderers, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

4.We are not participating, as Tenderers, in more than one Tender in this Tendering process.

5.Our firm, its affiliates or subsidiaries – including any subcontractors or suppliers for any part of the contract – has not been declared ineligible by the Government of Kenya under Kenyan laws.

6.Until a formal Contract is prepared and executed, this Tender, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.

7. We understand that you are not bound to accept the lowest or any Tender you may receive.

8. We certify/confirm that we comply with the eligibility requirements as per ITT Clause 3 of the Tender documents

Dated this ________________ day of ________________ 20______.

(Name)

___________________________________________

[Signature][in the capacity of]

Duly authorized to sign Tender for and on behalf of ______________________________

1 MANDATORY CONFIDENTIAL BUSINESS QUESTIONNAIRE

(Must be filled by all applicants who choose to participate in this pre-qualification)

You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c ) whichever applied to your type of business.

You are advised that it is a serious offence to give false information on this form

Name of Applicant(s) ……………………………………………………………………….

Part 1 – General:

Business Name …………………………………………………………………………………………………

Certificate of Incorporation/Registration No ………………………………………………………………….

Location of business premises. …………………………………………………………………………………

Plot No………………………………………………… Street/Road …………………………………………..

Postal Address …………………………………………………………………………………………………. .

Office Tel No. …………………………………………………………………………………………………. …

Mobile ………………………………………………………………………………………………………………

Fax ………………………………………………………………………………………………………………..

E mail Address…………………………………………………………………………………………………….

Website ………………………………………………………………………………………………………….

Nature of Business ……………………………………………………………………………………………..

Contact Person (Full Names)

(a) Directors Name and Mobile Nos: …………………………………………………………………

(b) If not Director, Title …………………………………. Power of Attorney (Yes/No) if yes, attach written document

Maximum value of business which you can handle at any one time – Kshs. …………………………………

Name of your bankers ……………………………………….. Branch ………………………………………

Part 2 (a) – Sole Proprietor

Your name in full …………………………………………………….. …..Age ……………………………..

Nationality ………………………………… Country of origin ……………………………………………..

Citizenship details ……………………………………………

Part 2 (b) Partnership

Given details of partners as follows:

Name

Nationality

Citizenship Details

Shares

1. ……………………………..……………………………………………………………………

2. ……………………………..……………………………………………………………………

3. ……………………………..……………………………………………………………………

4. ……………………………..……………………………………………………………………

5. . ……………………………..……………………………………………………………………

Part 2 (c ) – Registered Company

Private or Public ……………………………………………………………………………………….

State the nominal and issued capital of company-

Nominal Kshs. ………………………………

Issued Kshs. …………………………………

Given details of all directors as follows

Name Nationality Citizenship Details Shares

Name

Nationality

Citizenship Details

Shares

1. ……………………………..……………………………………………………………………

2. ……………………………..……………………………………………………………………

3. ……………………………..……………………………………………………………………

4. ……………………………..……………………………………………………………………

5. . ……………………………..……………………………………………………………………

Date ………………………………………………….. Signature of Tenderer ………………………………..

If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or registration.

PRIVATE CLEANING SERVICES PERFORMANCE APPRAISAL REPORT

1. Business Name ________________________________________________

2. Location of business premises_____________________________________

3Town ___________________Postal Address _________________________

4. Tel Number _______________________________________________________

5. Nature of the business____________________________________________

6. Details of registration business premises_______________________________

7. Pin Number_________________________________________________________

8. VAT Registration Number___________________________________________

9. The Number of workforce (size)_______________________________________

SPECIAL CONDITIONS TO TENDERERS

YOU ARE REQUIRED TO ADHERE TO THE FOLLOWING SPECIAL CONDITIONS OF TENDERING FOR THE 2019-2021 ANNUAL TENDER PROCESS AT JOOTRH:

1. SUPPLIERS SHOULD DOWNLOAD TENDER DOCUMENTS FROM THE JOOTRH WEBSITE: www.jaramogireferral.go.ke

2. SUPPLIERS SHOULD ALSO DOWNLOAD A MS EXCEL FILE/DOCUMENT ON THE JOOTRH WEBSITE FOR SPECIFIC TENDERS AND QUOTE THEIR PRICES

3. AFTER FILLING THE DOCUMENTS, BURN THE COMPLETED DOCUMENTS ON A CD/DVD AS FOLLOWS:

1. FILE 1: STANDARD TENDER DOCUMENTS IN MS WORD FORMAT OR PDF FORMAT

2. FILE 2: SCHEDULE OF REQUIREMENTS/QUOTED PRICES IN MS EXCEL FORMAT ONLY

3. OTHER RELEVANT ATTACHMENTS AS REQUIRED

· NOTE: CONFIRM THAT YOUR STORAGE MEDIA (CD/DVD) HAS CONTENT AND IS ABLE TO OPEN

4. ENSURE THAT ALL THE DOCUMENTS OR PROOFS OF QUALIFICATION ARE ATTACHED IN YOUR TENDER DOCUMENT.

5. ALL TENDER DOCUMENTS MUST BE COMPLETELY FILLED ACCURATELY AND WITNESSED AS REQUIRED.

6. CDs/DVDs AND THE TENDER DOCUMENTS SHOULD BE PUT IN ONE ENVELOPE LABELLED/MARKED WITH THE ASSIGNED TENDER NUMBER.

7. THE CDs/DVDs AND HARD COPIES OF ANNUAL TENDER MUST BE DEPOSITED IN THE TENDER BOX SITUATED AT THE ADMINISTRATION BLOCK OF THE HOSPITAL BEFORE THE TENDER CLOSING DATE AND TIME.

8. HARD COPIES OF THE TENDER DOCUMENTS SHOULD BE BOUND, PREFERABLY BOOK BINDING (NOTE THAT LOSE PAPERS WILL NOT BE ACCEPTED).

9. PLEASE PROVIDE HOTLINE, MOBILE NUMBERS AND COMPANY EMAIL ADDRESS FOR EASY COMMUNICATION.

10. FAILURE TO COMPLY WITH ANY OF THESE REQUIREMENTS MAY LEAD TO DISQUALIFICATION AT THE PRELIMINARY EVALUATION STAGE.

TENDERER NAME: ……………………………………………………

SIGNATURE…………………………………………………………….

DATE………………………………………………………………………

MOBILE NUMBER………………………………………………………

PROVISION OF CLEANING SERVICES

SPECIAL CONDITION OF THE CONTRACT

1. The winning bidder will be required to provide a guarantee of 24 HRS cleaning services.

2. The cleaning firm will be required to adhere to the minimum wage as set by the Ministry of Labour.

3. A proof of Government statutory requirement for the employees for the last six months N.S.S.F and N.H.I.F

4. Any new cleaner deployed to the organization during the contract period will be required to be compliant with the above condition and the cleaning firm should notify the organization of any change of cleaner and or the working plan schedule.

5. There will be performance appraisal by the Hospital Management team after every 3 months.

6. Before the bidder quotes they should arrange to visit the Jaramogi Oginga Odinga Teaching and Referral hospital and to be shown areas where they are supposed to quote and the services they are supposed to provide. At the end of visit they should sign Site Visit Form.

7. The bidder is expected to train the cleaners ,the training program is to be conducted before deployment of the cleaners amongst the topics covered during training inclusive:

· Communication skills

· Hospital Institution operation

· First aid

· Infection Prevention and Control

· Customer Care

8. The Firm should be able to guard and secure all the Jaramogi Oginga Odinga Teaching and Referral hospital’s movable and immovable properties and those of clients.’ Any theft, pilferage or damage must be reported to the Medical Superintendent Immediately.

9. The cleaning firm should ensure that the cleaners maintain high discipline, peace and order.

JARAMOGI OGINGA ODINGA TEACHING AND REFERRAL HOSPITAL

PERFORMANCE STANDARD EXPECTED ON CLEANING AND LAUNDRY SERVICES CONTRACT

SERVICE LEVEL AGREEMENT ( WORK SPECIFICATION)

NO

EXPECTATION

ACTIVITY

FREQUENCY

1

Paper basket and dust bins ( garbage collection)

All dust bins must be emptied and cleaned using a recommended disinfectants before placing another liner bag.

-Empty waste paper baskets

-Dispose sharp containers when ¾ full

Twice a day

7 am to 6 pm

2

Toilets and Bathrooms

Toilet floors and walls must be.

· Scrubbed using the approved toilet cleaner preferably klenfix or its equivalent.

· Mopped ,kept dry and disinfectant

· Any problem in the system such as leakages and blockage should be reported immediately and documented.

Three times a day

7.00 am to 2.00 pm and 8 pm

3

Sanitary bins

To be placed in staff toilets and bathrooms

Replaced when need arises

4

Basins, sinks, Urinals

To be cleaned with an approved disinfectants preferably klenfix or its equivalent.

Any leakage or blockage should be reported immediately for prompt repair.

Twice a day

7.00 am and 2.00 pm and when need arises

5

Walls and Mirrors

All stains on the walls should be removed with an appropriate spot cleaner or approved destainer. Should be cob web free

Once a week

6

Ceiling, windows, window panes and grills

All ceiling must be always be spotless and cobweb free. Thorough cleaning of the windows.

All window panes and grills must be dusted.

Once a week

Daily

8

Office equipment ,furniture and fittings

All office desks, chairs and storage units ( wooden and metals) should be dusted and removed any stains.

All telephone head sets should be wiped and regularly cleaned and disinfected using appropriate duster with soapy water.

Bed and trolleys to be cleaned with 70% ethanol.

-Daily (Mornings)

-Daily

Daily and when need arises

9

Floors PVC tiles

Ceramic tiles

Terrazo

Concrete

-Mopped with suitable detergent

-Scrubbing of floor

-Use stain removing detergent for Any stain or spot

Thrice or when need arises

10.

Corridors , stair cases and Ramp

should be swept and mopped with suitable detergent

-Floor must be dry throughout and free of litters.

Ceiling should be free of cobwebs and dust.

Three times a day

7.00 am ,2.00 pm and 8.00 pm

11

Telephone heads

Clean Using appropriate duster with soapy water

Daily at 7.00 am

12

Wooden floors and Rails

-Application of polish and buffing

-Sweeping wooden floor

-Weekly

-Daily in the morning and when need arises

13

Open drains

Scrub with soap and water and approved disinfectant.

Daily in the morning and when need arises.

14

Working tools

All working tools should be available in goods working condition.

All working must be fully equipment with the right tools.

At all times

15

pavements and verandas

Sweeping and thorough cleaning

-Thorough scrubbing with liquid soap and approved disinfectant.

Any litters thrown careless should be disposed immediately

Daily 7.00am

Once a week

16

Quarterly meeting

Review of performance

Quarterly

PROVISION AND STANDARD OF SERVICES

A timely and high standard of performance in the execution of work is expected according to the contract. Untimely performance and substandard quality of work will be ground for termination without further consultation. Therefore terms and condition in tender apply.

LOGISTICS

The contractor makes arrangement and be responsible for accommodation and the site office for all personnel disinfectant and personel protective gears.

CLEANERS

· Should be in full uniform at all times

· Should appear clean and presentable with names tags for identification

· Should adhere to the use of protective gears when executing their duties

· Should always be available at their work place

· They are accountable to the section in-charges who should report any problems to their immediate supervisors

· Should have other security measures such as acquiring certificates of good conduct

· Orientation of cleaners to be done by the supervisors in liason with the PHO

MEETING

There will be Monthly meeting with the local supervisor and the administration to review the performance

There will be quarterly meeting with the contractor and the hospital selected HMT members.

NAME OF THE TENDERER--------------------------------------------------------------------------------------

ADDRESS--------------------------------------------------------------------------------------------------------------

NAME AND SIGNATURE OF AUTHORIZED SIGNATORY-------------------------------------------------------------DATE---------------------------------

SPECIFICATION CONDITION OF THE CONTRACT

1. Payment period shall be within 90 days from date of delivery. No payment shall be made before completion of full delivery.

2. Prices quoted must be inclusive of all the government taxes and delivery cost where applicable within the region and will be valid for 90 days from the close of tender.

3. Orders must be executed within the period tendered unless instructions are given to the contrary .If not effected as agreed, this order is liable for cancellation or payment of penalty

4. All the deliveries will be done within the stipulated time period(which shall be indicated in the LPO/LSO). The procurement entity shall be at liberty to reverse such orders which will not have been executed by expiry of lead time. The defaulting supplier will be required to return the document in their possession.

5. The suppliers/contractors are reminded to have a printed invoice, delivery note or receipt or receipt books.

Inspection and acceptance committee will:-

i) Inspect and verify the delivery of services.

ii) Inspect and review works or services in order to ensure compliance with the terms and specification of the contract.

iii) Accept or reject on behalf of the procuring entity the delivered works or services.

6. Ensure that there is compliance with the terms and conditions of the contract.

7. The procuring entity reserves the right to accept or reject any tender and to annul the tendering process and reject all tenders at any time prior to contract award, without notice. Thereby incurring no liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer of the ground for the procuring entity’s action.

8. Prices charged by the tenderer services performed under the contract shall not, with the exception of any price adjustment authorized in special condition of the contract;-

i) Contract price variation shall not be allowed for contracts not exceeding one year.

ii) Where contract price variation is allowed. The variation shall not exceed 15% of the original price.

iii) Price variation request shall be processed by the procuring entity within 30 days of the receiving the request.

I certify that the document has been filled correctly, witnessed, and signed as required.

And all required copies of the relevant documents attached. We/I also undertake to abide by all Government procurement procedures applicable to the contract.

THE TOTAL PRICE QUOTED SHOULD BE INCLUSIVE OF VAT OF 16%

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