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Commercial-In-Confidence Cleaning Services Page 1 of 34 4/27/2015

KENYA COMMERCIAL BANK

REQUEST FOR PROPOSALS

PROVISION OF CLEANING SERVICES TO KCB HEAD OFFICE,

BRANCHES, OFFSITE ATMS AND OTHER KCB OWNED

BUILDINGS

Release Date: Tuesday 28th April 2015

Last Date for Receipt of bids: Friday 15th May 2015 at 3.00pm


ISSUE OF RFP DOCUMENT TO PROSPECTIVE BIDDERS

CLEANING SERVICE IN KCB BRANCHES, OFFSITE ATMS AND OTHER KCB OWNED BUILDINGS

This form serves as an acknowledgement of receipt of the tender and participation. It

should be completed immediately on receiving the document.

This page is to be completed and a scan copy e-mailed to [email protected].

Firms that do not register their interest in this manner may not be sent the RFP addenda

should any arise.

Item

Supplier Details

Name of Person

Organization Name

Postal Address

Tel No

Fax No

Email Address

Signature:

Date

mailto:[email protected]


Table of Contents

1. SECTION 1 – REQUEST FOR PROPOSALS ....................................................................... 4

1.1. Introduction ...................................................................................................................... 4

1.2. Background, Aims and Objectives ............................................................................ 4

1.3. Current Situation ............................................................................................................. 4

1.4. Deliverables ...................................................................................................................... 4

1.5. Format of RFP Response and Other Information for Bidders .............................. 5

2. SECTION 2 – SCOPE OF WORK ........................................................................................ 8

2.1. Scope ................................................................................................................................. 8

2.2. Detailed Requirements ................................................................................................. 8

SECTION 3 - GENERAL CONDITIONS OF CONTRACT ...................................................... 11

3.1 Introduction ........................................................................................................................ 11

3.2 Award of Contract ....................................................................................................... 11

3.3 Application of General Conditions of Contract .................................................. 11

3.4 Bid Validity Period ......................................................................................................... 11

3.5 Performance Security .................................................................................................. 11

3.6 Delays in the Bidder’s Performance ........................................................................ 12

3.7 Liquidated damages for delay................................................................................. 12

3.8 Governing Language .................................................................................................. 12

3.9 Applicable Law ............................................................................................................. 12

3.10 Bidder’s Obligations ................................................................................................. 13

3.11 The Bank’s Obligations ............................................................................................ 13

3.12 Confidentiality ............................................................................................................ 13

3.13 Force Majeure ............................................................................................................ 13

4 SECTION 4 – ANNEXES ..................................................................................................... 15

ANNEX 1 – LIST OF BRANCHES AND NUMBER OF CLEANERS ........................................ 15

ANNEX 2 – SUMMARY OF COST ............................................................................................ 26

ANNEX 3 – SUPPLIER QUESTIONNAIRE ................................................................................. 26


1. SECTION 1 – REQUEST FOR PROPOSALS

1.1. Introduction

Kenya Commercial Bank Limited (hereinafter referred to as “the Bank”) is a leading

Commercial Banking Group in the East African region renowned for its diversity and

growth.

The Bank’s vision is to be the preferred Financial Solutions Provider in Africa with Global

Reach. The mission for 2015 is to drive efficiency whilst growing market share in order to

be The Preferred Financial Solutions Provider in Africa with a Global Reach. The Bank

has five subsidiary companies – KCB Tanzania, KCB Sudan, KCB Bank Uganda, KCB

Rwanda and KCB Burundi.

The platform is anchored on consolidation across our existing business, expanding and

modernizing delivery channels, improving operational efficiencies, turning in returns

commensurate with level of investment and compliance with all regulatory and internal

policy guidelines.

This document constitutes the formal Request for Proposals (RFP) for Provision of

Cleaning Services to KCB Branches, Offsite ATMs and other KCB Owned Buildings and is

being availed on an open tender basis to all interested and qualified vendors.

1.2. Background, Aims and Objectives

KCB bank has its headquarters at Kencom House and over 180 branches within Kenya.

The bank also has other buildings that are occupied by tenants on commercial lease

terms. The bank requires cleaning for these branches and other bank owned buildings.

The objective of this proposal is source for the most competitive and efficient service

providers for the provision of cleaning services.

1.3. Current Situation

The bank has outsourced this service to several services providers distributed regionally.

The existing contracts are due to expire at the end of August 2015, and therefore

successful vendors will be expected to start work in September 2015. The contract will

run for two years.

1.4. Deliverables

The service provider will be expected to provide cleaning services for all branches and

KCB owned buildings in Kenya. The scope of services and minimum standards required

for the various areas in contained in section 2 below.


1.5. Format of RFP Response and Other Information for Bidders

1.5.1. The overall summary information regarding the Cleaning services is given in

section 2 – Scope of Work. The bidder shall include in their offer any additional

services considered necessary for the successful implementation of their

proposal.

1.5.2. Proposals from bidders should be submitted in two distinct parts, namely

Technical proposal and financial proposal and these should be in two separate

sealed envelopes, both of which should then be placed in a common sealed

envelope marked:

“RFP FOR CLEANING SERVICES”

DO NOT OPEN BEFORE FRIDAY, 15TH MAY 2015 at 3.00 pm

The two separate inner envelopes should be clearly marked “Technical Proposal”, and

“Financial Proposal”, respectively, and should bear the name of the Bidder.

1.5.3. The Technical Proposal should contain the following:

Bidders, willing to be considered for Provision of Cleaning Services are expected to

furnish the Bank with among others the following vital information, which will be treated

in strict confidence by the Bank.

a) Provide a company profile as per Supplier Questionnaire in Annex 2.

b) Size and location of company.

c) Length of time in relevant area of work/specialization.

d) Reference sites where similar nature of work has been successfully completed

and where the Bank can obtain references.

e) Company financial position as supported by relevant Audited Financial reports

for the latest two years

f) Any other information / documents which may be considered necessary or

useful for this RFP

1.1.1. The Financial proposal shall clearly indicate the total cost of carrying out the

cleaning services. The SCOPE OF WORK AND PRICE SCHEDULE is annexed in

Annex 1.

1.1.2. A two stage procedure will be adopted by the bank for evaluating the

proposals, with the technical evaluation of all proposals received in time being

completed prior to any financial proposal being evaluated.

1.1.3. Bidders are requested to hold their proposals valid for one hundred and twenty

(120) days from the closing date for the submission. The Bank will make its best

efforts to arrive at a decision within this period.

1.1.4. Assuming that the Contract will be satisfactorily concluded, the bidders shall be

expected to commence the assignment after the final agreement is reached.


1.1.5. The contracting arrangements shall define clearly the responsibilities and the

services to be provided by each firm in the case of a joint venture.

1.1.6. The bid documents shall be addressed to the following address and dropped at

the tender box on 5th Floor, Kencom House, Wing B on or before the closing date.

Head of Procurement

Kenya Commercial Bank

5th Floor Kencom House

P.O. Box 48400, 00100

Nairobi

Please note that tenders received by facsimile or electronic mail will be rejected.

1.1.7. The Bank reserves the right to accept or to reject any bid, and to annul the

bidding process and reject all bids at any time prior to the award of the

contract, without thereby incurring any liability to any Bidder or any obligation to

inform the Bidder of the grounds for its action.

1.1.8. Cost of bidding

The Bidder shall bear all costs associated with the preparation and submission of its bid,

and the Bank will in no case be responsible or liable for those costs, regardless of the

conduct or outcome of the bidding process.

1.1.9. Clarification of Bidding Document

i. All correspondence related to the contract shall be made in English.

ii. Should there be any doubt or uncertainty, the Bidder shall seek clarification in

writing addressed to the Head of Procurement using the e-mail below:

[email protected]. iii. Any clarification sought by the bidder in respect of the RFP shall be addressed at

least five (5) days before the deadline for submission of bids, in writing to the

Head of Procurement through the same mail.

iv. It is the responsibility of the Bidder to obtain any further information required to

complete this RFP.

v. Any clarification requests and their associated response will be circulated to all

Bidders.

vi. The last date for receipt of requests for clarifications from bidders is 11th May 2015.

vii. The RFQ Clarification Template is as follows:-

Company Name:

Contact Person: (primary Supplier contact)

E-mail:

Phone:

Fax:

Document Number/Supplier



# Date Section/ Paragraph(2) Question 1

2

3

(1) Question (s) mailing Date. (2) From the KCB Document.

The queries and replies thereto shall then be circulated to all other prospective bidders

(without divulging the name of the bidder raising the queries) in the form of an

addendum, which shall be acknowledged in writing by the prospective bidders.

Enquiries for clarifications should be sent by e-mail to: [email protected]

1.1.10. Amendment of Bidding Document

At any time prior to the deadline for submission of bids, the Bank, for any reason,

whether at its own initiative or in response to a clarification requested by a prospective

Bidder, may modify the bidding documents by amendment.

All prospective Bidders that have received the bidding documents will be notified of

the amendment in writing, and it will be binding on them. It is therefore important that

bidders give the correct details in the format given on page 1 at the time of

collecting/receiving the RFP document.

To allow prospective Bidders reasonable time to take any amendments into account in

preparing their bids, the Bank may at it’s sole discretion extend the deadline for the

submission of bids based on the nature of the amendments.

1.1.11. Deadline for Submission of Bids

Bids should be addressed to the Head of Procurement and sent for receipt on or before

Friday, 15th May 2015, at 3.00 p.m. Any bid received by the Bank after this deadline will

be rejected. Those submitting tenders or their representatives may attend the tender

opening of date and time of submission.

1.1.12. Responsiveness of Proposals

The responsiveness of the proposals to the requirements of this RFP will be determined. A

responsive proposal is deemed to contain all documents or information specifically

called for in this RFP document. A bid determined not responsive will be rejected by the

Bank and may not subsequently be made responsive by the Bidder by correction of the

non-conforming item(s).



1.1.13. Evaluation and Comparison of Bids

Technical proposals will be evaluated and will form the basis for bids comparison. Only

proposal that pass the technical evaluation will be eligible for financial evaluation

2. SECTION 2 – SCOPE OF WORK

2.1. Scope

The scope of the works will include routine cleaning services.

2.2. Detailed Requirements

1) CLEANING OF OFFICES AND CONFERENCE ROOMS

a) CARPETS

Vacuum all carpeted areas: daily for soft carpeted areas; for other areas

the frequency shall be agreed prior to contract.

Carpets should be maintained free from pins, stains, debris, dust

b) LIGHT SWITCHES & POWER SOCKETS

Switches and sockets should be free from dust, marks, fluff, stains

Cracks on switches and sockets should always be brought to the

attentions of the Bank

c) OFFICE TABLE/DESK

Tops should be free from dust

Legs should be free from dust and cobwebs

Where applicable, ashtrays should be in position, free from all debris

Fax machines and telephone sets and wires should be free from dust and

fluff

All equipment and furniture should be left in the expected correct position

d) DOOR & DOOR FRAMES

Doors and door frames should be free from soapy water stains and dust

Door handles and locks should be free from marks, fluff and should be

shiny.

Doors that do not close easily and hinges that make noise should be

brought to the attention of the Bank.

e) WINDOWS

Should be clean, leaving no streak marks or spots

Should be free from dust and oily stains

Window sills should be free of dust and no cobwebs present


f) WASTE PAPER BINS

Should be emptied regularly and externally cleaned

Well positioned

g) SKIRTING

Free from dust

Free from carpet fluff

Free from stains

h) DESK CHAIR

Free from dust, marks and stains

Underneath should be free of dust and cobwebs

Should be left in correct expected position

i) FLOOR (OTHER THAN CARPETED)

Free from litter

Free from detergent deposits (or polish)

Should be dry and shiny

Corners should be free of debris detergent/polish build up

Should be free from accumulated build up

j) FLOWER POTS

Should be externally clean at all times

Plants should be watered regularly to avoid withering

Periodical wiping of leaves should be done with care taken to avoid

destruction

2) CLOAKS

a) TOILETS

Seats and enclosure, piping and the water closets should be shiny with no

stains

Inside toilet bowl should be free from marks or stains

Water seal level should not be marked by circular stains

Toilet brush and holder should be clean and shiny with no marks

Pipe leading from the toilet bowl should always be clean

Walls should be clean dry and shiny

Doors, door frames and locks should be shiny and free from all deposit

Toilet paper available and suitably positioned where agreed

b) HANDWASH BASIN

Basin, drain, chain and plug, soap dish and taps should be free from stains

and dry

Underneath basin fittings free of stains, dust, cobwebs and marks

c) MIRROR

Top edges should be free from dust

Entire mirror should be clean free from stains, fluff and streak marks

Entire mirror should be shiny


d) WALLS & SURROUNDING

Walls should be dry, shiny and not stained

Should be free of dust and cobwebs

Hand driers should be clean and not blocked by debris

e) URINALS

Should be clean and free from debris

Should be free and from marks and stains

Toilet (moth) balls should be present in the required number at all times

Drain should be clean and not blocked by fluff and debris

f) BATHROOMS

Shower curtain clean and free from watermarks

Soap dish clean, shiny and free from soap build-up, stains and dust

Drains should be clean and free from fluffs and debris

g) FLOOR

Clean and shiny

Free from litter, soap deposits and stains

Corners should be free of debris, soap build-up and accumulated dirt

3) PUBLIC AREAS

a) CORRIDORS AND ENTRANCES

Floors free from marks, leaves, stains and marks

Ash trays and dust bins free from litter and properly positioned

Electric sockets and switches free from finger marks and dust

b) RECEPTION AREAS

Entire floor cleaning and free from dust, stains and litter

Skirting clean

Reception desk and chairs clean and shiny and free from cobwebs

Ashtrays and dust bins free from litter and properly positioned

Walls shiny and free from dust and cobwebs

Sockets and switches clean and shiny

Door mats and mud scrappers free from mud and dust

Door frames and handles free from marks and stains

Plan pots and container clean, dry and free from dust and cobwebs

c) GARDENS, LAWNS AND ROADS

Free of dirt

Plants well maintained, including regular watering as necessary

Waste bins cleaned and emptied

d) AREAS AROUND ATM MACHINES

Waster should be collected regularly to avoid build-up.

Waste bins cleaning externally and internally

e) CAR PARKS

Waste should be collected regularly to avoid build-up


Waste bins cleaning externally and internally

4) WASTE DISPOSAL

Dumping at approved and agreed sites

5) OFFSITE ATMS

Entire floor cleaning and free from dust, stains and litter

Ashtrays and dust bins free from litter and properly positioned

Door mats and mud scrappers free from mud and dust

Door frames and handles free from marks and stains

Walls shiny and free from dust and cobwebs

SECTION 3 - GENERAL CONDITIONS OF CONTRACT

3.1 Introduction

Specific terms of contract shall be discussed with the bidder whose proposal will be

accepted by the Bank. The resulting contract shall include but not be limited to the

general terms of contract as stated below from 3.2 to 3.14.

3.2 Award of Contract

Following the opening and evaluation of proposals, the Bank will award the

Contract to the successful bidder whose bid has been determined to be

substantially responsive and has been determined as the best evaluated bid. The

Bank will communicate to the selected bidder its intention to finalize the draft

conditions of engagement submitted earlier with his proposals.

After agreement has been reached, the successful Bidder shall be invited for

signing of the Contract Agreement to be prepared by the Bank in consultation with

the Bidder.

3.3 Application of General Conditions of Contract

These General Conditions (sections 3.2 to 3.14) shall apply to the extent that they

are not superseded by provisions in other parts of the Contract that shall be signed.

3.4 Bid Validity Period

Bidders are requested to hold their proposals valid for one hundred and twenty

(120) days from the closing date for the submission.

3.5 Performance Security

3.5.1 The Bank may at it’s discretion require the successful bidder to furnish it with

Performance Security in the amount specified in the accepted Bid.


3.5.2 The Performance Security shall be in the form of a bank guarantee issued by a

commercial bank operating in Kenya and shall be in a format prescribed by the

Bank. The performance guarantee shall be submitted within 10 days of notification

of award.

3.5.3 The proceeds of the Performance Security shall be payable to the Kenya

Commercial Bank as compensation for any loss resulting from the Bidder’s failure to

complete its obligations under the Contract.

The Performance Security will be discharged by the Company not later than two

months following the date of completion of the Bidder’s performance obligations,

and the Bank’s acceptance of the final report as specified in the contract.

3.6 Delays in the Bidder’s Performance

3.6.1 Delivery and performance of service contract shall be made by the

successful Bidder in accordance with the time schedule as per Agreement.

3.6.2 If at any time during the performance of the Contract, the Bidder should encounter

conditions impeding timely delivery and performance of the Services, the Bidder

shall promptly notify the Bank in writing of the fact of the delay, its likely duration

and its cause(s). As soon as practicable after receipt of the Bidder's notice, the

Bank shall evaluate the situation and may at its discretion extend the Bidder's time

for performance, with or without liquidated damages, in which case the extension

shall be ratified by the parties by amendment of the Contract.

3.6.3 Except in the case of “force majeure” as provided in Clause 3.13, a delay

by the Bidder in the performance of its delivery obligations shall render the Bidder

liable to the imposition of liquidated damages pursuant to Clause 3.8.

3.7 Liquidated damages for delay

The contract resulting out of this RFP shall incorporate suitable provisions for the

payment of liquidated damages by the bidders in case of delays in performance of

contract.

3.8 Governing Language

The Contract shall be written in the English Language. All correspondence and

other documents pertaining to the Contract which are exchanged by the parties

shall also be in English.

3.9 Applicable Law

This agreement arising out of this RFP shall be governed by and construed in

accordance with the laws of Kenya and the parties submit to the exclusive

jurisdiction of the Kenyan Courts.


3.10 Bidder’s Obligations

3.10.1 The Bidder is obliged to work closely with the Bank's staff, act within its own

authority, and abide by directives issued by the Bank that are consistent with the

terms of the Contract.

3.10.2 The Bidder will abide by the job safety measures and will indemnify the Bank from all

demands or responsibilities arising from accidents or loss of life, the cause of which is

the Bidder's negligence. The Bidder will pay all indemnities arising from such

incidents and will not hold the Bank responsible or obligated.

3.10.3 The Bidder is responsible for managing the activities of its personnel, or

subcontracted personnel, and will hold itself responsible for any misdemeanors.

3.10.4 The Bidder will not disclose the Bank's information it has access to, during the course

of the work, to any other third parties without the prior written authorization of the

Bank. This clause shall survive the expiry or earlier termination of the contract.

3.11 The Bank’s Obligations

In addition to providing Bidder with such information as may be required by the

bidder the Bank shall,

(a) Provide the Bidder with specific and detailed relevant information

(b) In general, provide all relevant information and access to Bank's premises.

3.12 Confidentiality

The parties undertake on behalf of themselves and their employees, agents and

permitted subcontractors that they will keep confidential and will not use for their

own purposes (other than fulfilling their obligations under the contemplated

contract) nor without the prior written consent of the other disclose to any third

party any information of a confidential nature relating to the other (including,

without limitation, any trade secrets, confidential or proprietary technical

information, trading and financial details and any other information of commercial

value) which may become known to them under or in connection with the

contemplated contract. The terms of this Clause 2.15 shall survive the expiry or

earlier termination of the contract.

3.13 Force Majeure

(a) Neither Bidder nor Bank shall be liable for failure to meet contractual obligations

due to Force Majeure.


(b) Force Majeure impediment is taken to mean unforeseen events, which occur

after signing the contract with the successful bidder, including but not limited to

strikes, blockade, war, mobilization, revolution or riots, natural disaster, acts of

God, refusal of license by Authorities or other stipulations or restrictions by

authorities, in so far as such an event prevents or delays the contractual party

from fulfilling its obligations, without its being able to prevent or remove the

impediment at reasonable cost.

(c) The party involved in a case of Force Majeure shall immediately take reasonable

steps to limit consequence of such an event.

(d) The party who wishes to plead Force Majeure is under obligation to inform in

writing the other party without delay of the event, of the time it began and its

probable duration. The moment of cessation of the event shall also be reported

in writing.

(e) The party who has pleaded a Force Majeure event is under obligation, when

requested, to prove its effect on the fulfilling of the contemplated contract.


4 SECTION 4 – ANNEXES

ANNEX 1 – LIST OF BRANCHES AND NUMBER OF CLEANERS

NO. REGION BRANCH NO.OF OF

CLEANERS

COST PER

CLEANER

(wages to

be as per

the

minimum

wage

guidelines)

TOTAL COST

FOR

CLEANERS

COST OF

MATERIAL

ADMINISTRATION

AND OVERHEAD

COSTS ( Including

profit margin)

TOTAL COST PER

BRANCH

INCLUSIVE OF VAT

1 CENTRAL KCB CHOGORIA 2

2 CENTRAL KCB EMALI 3

3 CENTRAL KCB GATUNDU 2

4 CENTRAL KCB GITHUNGURI 2

5 CENTRAL KCB ISIOLO 2

6 CENTRAL KCB JKUAT 2

7 CENTRAL KCB KANGARI 2

8 CENTRAL KCB KANGEMA 2

9 CENTRAL KCB KARATINA 4

10 CENTRAL KCB KARATINA - BUILDING 1

11 CENTRAL KCB KERUGOYA 3

12 CENTRAL KCB KIANYAGA 2

13 CENTRAL KCB KIRIAINI 2

14 CENTRAL KCB KYUSO 2

15 CENTRAL KCB LOITOKITOK 2

16 CENTRAL KCB MAKONGENI 2

17 CENTRAL KCB MAKUYU 2

18 CENTRAL KCB MAUA 2

19 CENTRAL KCB MERU 4

20 CENTRAL KCB MERU - BUILDING 1

21 CENTRAL KCB MUKURWEINI 2

22 CENTRAL KCB MURANGA 3


23 CENTRAL KCB MWEA 2

24 CENTRAL KCB NANYUKI 3

25 CENTRAL KCB NAROMORU 1

26 CENTRAL KCB NKUBU 2

27 CENTRAL KCB NYERI 4

28 CENTRAL KCB OTHAYA 3

29 CENTRAL KCB OTHAYA - BUILDING 1

30 CENTRAL KCB THIKA 4

31 CENTRAL MERU NAKUMATT – OFFSITE ATM 1

32 CENTRAL NAKUMATT NANYUKI – OFFSITE

ATM

1

33 CENTRAL TIMAU – OFFSITE ATM 1

34 CENTRAL KIGANJO – OFFSITE ATM 1

SUB TOTAL FOR CENTRAL

1 COAST KCB CHANGAMWE 2

2 COAST KCB GARSEN 2

3 COAST KCB HOLA 2

4 COAST KCB KENGELENI 2

5 COAST KCB KILIFI 3

6 COAST KCB KILINDINI 3

7 COAST KCB KILINDINI - BUILDING 1

8 COAST KCB KISAUNI 2

9 COAST KCB KWALE 2

10 COAST KCB LAMU 2

11 COAST KCB MALINDI 3

12 COAST KCB MARIAKANI 1

13 COAST KCB MOMBASA AIRPORT 1

14 COAST KCB MOMBASA HIGH COURT 1

15 COAST KCB MPEKETONI 2

16 COAST KCB MTWAPA 2

17 COAST KCB MVITA - BUILDING 1

18 COAST KCB MVITA BRANCH 4


19 COAST KCB MWEMBE TAYARI 2

20 COAST KCB NYALI 2

21 COAST KCB TAVETA 1

22 COAST KCB TOWN CENTRE 2

23 COAST KCB TREASURY SQUARE 7

24 COAST KCB UKUNDA 2

25 COAST KCB VOI 2

26 COAST KCB WATAMU 1

27 COAST KCB WUNDANYI 1

28 COAST KIBARANI 2

29 COAST CHANGAMWE – OFFSITE ATM 1

30 COAST MIKINDANI – OFFSITE ATM

31 COAST KINGORANI – OFFSITE ATM

1

32 COAST SAVANIS – OFFSITE ATM

33 COAST NYALI CINEMAX – OFFSITE ATM

34 COAST BAMBURI – OFFSITE ATM 1

35 COAST NAKUMATT DIANI – OFFSITE

ATM

1

36 COAST SHELLA BEACH – OFFSITE ATM 1

37 COAST MWATATE – OFFSITE ATM 1

38 COAST TEITA FARM VOI – OFFSITE ATM 1

SUB TOTAL FOR COAST

1 EASTERN ARTHI RIVER EPZ ATM – OFFSITE

ATM

1

2 EASTERN KCB CHUKA 3

3 EASTERN KCB EMBU 3

4 EASTERN KCB EMBU - BUILDING 1

5 EASTERN KCB GARISSA 3

6 EASTERN KCB KIBWEZI 2

7 EASTERN KCB KIKIMA 2

8 EASTERN KCB KITENGELA AND NAIVAS

ATM

2

9 EASTERN KCB KITUI 2

10 EASTERN KCB MACHAKOS - BUILDING 1


11 EASTERN KCB MACHAKOS AND NAIVAS

ATM

2

12 EASTERN KCB MAKINDU 2

13 EASTERN KCB MASII 2

14 EASTERN KCB MATUU 3

15 EASTERN KCB MTITO ANDEI 2

16 EASTERN KCB MUTOMO 2

17 EASTERN KCB MWINGI 2

18 EASTERN KCB TALA 2

19 EASTERN KCB WOTE 2

SUB TOTAL FOR EASTERN

1 GREAT RIFT KCB BOMET 4

2 GREAT RIFT KCB EGERTON 2

3 GREAT RIFT KCB ELDAMA RAVINE 2

4 GREAT RIFT KCB ELDORET EAST 3

5 GREAT RIFT KCB ELDORET MAIN 4

6 GREAT RIFT KCB ELDORET WEST 5

7 GREAT RIFT KCB FLAMINGO 4

8 GREAT RIFT KCB GILGIL 2

9 GREAT RIFT KCB ITEN 2

10 GREAT RIFT KCB KABARNET 4

11 GREAT RIFT KCB KABARTONJO 2

12 GREAT RIFT KCB KAPENGURIA 2

13 GREAT RIFT KCB KAPSABET 2

14 GREAT RIFT KCB KAPSOWAR 2

15 GREAT RIFT KCB KERICHO 7

16 GREAT RIFT KCB KITALE 4

17 GREAT RIFT KCB KITALE ADVANTAGE 2

18 GREAT RIFT KCB LITEIN 3

19 GREAT RIFT KCB LONDIANI 2

20 GREAT RIFT KCB MAASAI MARA 2

21 GREAT RIFT KCB MARALAL 2

22 GREAT RIFT KCB MARIGAT 2


23 GREAT RIFT KCB MENENGAI CRATER 4

24 GREAT RIFT KCB MOI'S BRIDGE 2

25 GREAT RIFT KCB NAIVASHA 3

26 GREAT RIFT KCB NAKURU MAIN 4

27 GREAT RIFT KCB NANDI HILLS 3

28 GREAT RIFT KCB NAROK 2

29 GREAT RIFT KCB NJABINI 2

30 GREAT RIFT KCB NJORO 2

31 GREAT RIFT KCB NYAHURURU 2

32 GREAT RIFT KCB OLKALOU 4

33 GREAT RIFT KCB SOTIK 3

34 GREAT RIFT TENWEK – OFFSITE ATM 1

35 GREAT RIFT BARATON UNIV – OFFSITE ATM 1

36 GREAT RIFT DELAMERE – OFFSITE ATM 1

37 GREAT RIFT KARAGITA – OFFSITE ATM 1

38 GREAT RIFT HIGHWAY PLAZA – OFFSITE ATM 1

39 GREAT RIFT KANU STREET – OFFSITE ATM

40 GREAT RIFT SIRET – OFFSITE ATM 1

1

41 GREAT RIFT CHEMONI – OFFSITE ATM

42 GREAT RIFT KAPSUMBEIWA – OFFSITE ATM 1

43 GREAT RIFT KAPCHORUA – OFFSITE ATM 1

44 GREAT RIFT KIBWARI – OFFSITE ATM 1

45 GREAT RIFT KAREN ROSES – OFFSITE ATM 1

46 GREAT RIFT KIBABET – OFFSITE ATM 1

SUB TOTAL FOR GREAT RIFT

1 HEAD OFFICE KCB HQ- KENCOM HOUSE 60

2 HEAD OFFICE LEADERSHIP CENTER- KAREN 20

3 HEAD OFFICE SPORTS CLUB 7

SUB TOTAL HEAD OFFICE UNITS

1 NAIROBI KCB BIASHARA 1

2 NAIROBI KCB BURUBURU 1

3 NAIROBI KCB CAPITAL HILL 2

4 NAIROBI KCB CARD CENTRE SARIT 2


5 NAIROBI KCB CUSTODY 2

6 NAIROBI KCB DELTA RIVERSIDE 2

7 NAIROBI KCB EASTLEIGH 3

8 NAIROBI KCB GARDEN CITY 2

9 NAIROBI KCB GARDEN PLAZA

MORTGAGE CENTRE

1

10 NAIROBI KCB GATEWAY 2

11 NAIROBI KCB GIGIRI SQUARE 2

12 NAIROBI KCB GIKOMBA 2

13 NAIROBI KCB INDUSTRIAL AREA 14

14 NAIROBI KCB JOGOO ROAD 8

15 NAIROBI KCB JOGOO ROAD - BUILDING 5

16 NAIROBI KCB KAJIADO 2

17 NAIROBI KCB KAREN 3

18 NAIROBI KCB KARIOBANGI 2

19 NAIROBI KCB KAYOLE 2

21 NAIROBI KCB KIAMBU 3

22 NAIROBI KCB KICC 2

23 NAIROBI KCB KIKUYU 3

24 NAIROBI KCB KIMATHI 4

25 NAIROBI KCB KIPANDE HOUSE 4

26 NAIROBI KCB KISERIAN 2

27 NAIROBI KCB LAVINGTON 2

28 NAIROBI KCB LIMURU 2

29 NAIROBI KCB LODWAR 2

30 NAIROBI KCB LOKICHOGGIO 2

31 NAIROBI KCB MANDERA 2

32 NAIROBI KCB MARSABIT 2

33 NAIROBI KCB MASHARIKI 2

34 NAIROBI KCB MILIMANI 2

35 NAIROBI KCB MOI AVENUE 12

36 NAIROBI KCB MOYALE 2

37 NAIROBI KCB NAMANGA 2


38 NAIROBI KCB NAROBI HIGH COURT 2

39 NAIROBI KCB NGARA 2

40 NAIROBI KCB ONGATA RONGAI 2

41 NAIROBI KCB PRESTIGE PLAZA NGONG

ROAD

2

42 NAIROBI KCB RIVER ROAD 3

43 NAIROBI KCB RUIRU 3

44 NAIROBI KCB S&L HAILE SELASSIE 2

45 NAIROBI KCB S&L SARIT MORTGAGE

CENTRE

1

46 NAIROBI KCB SALAMA HOUSE

MORTGAGE CENTRE

1

47 NAIROBI KCB SARIT CENTRE 3

48 NAIROBI KCB SYOKIMAU 2

49 NAIROBI KCB TOM MBOYA 4

50 NAIROBI KCB UN GIGIRI 2

51 NAIROBI KCB UNIVERSITY WAY 3

52 NAIROBI KCB VILLAGE MARKET 3

53 NAIROBI KCB WAJIR 2

54 NAIROBI REGIONAL OFFICE - CENTRAL 1

55 NAIROBI REGIONAL OFFICE - NAIROBI 1

56 NAIROBI KCB HURLIGHAM 2

57 NAIROBI KCB KASARANI 2

58 NAIROBI KCB KIBERA 2

59 NAIROBI KCB THIKA ROAD MALL 2

60 NAIROBI KCB WESTGATE ADVANTAGE 1

61 NAIROBI USIU – OFFSITE ATM

1

62 NAIROBI ZIMMERMAN – OFFSITE ATM

63 NAIROBI GITHURAI 45 – OFFSITE ATM

64 NAIROBI DEVELOPMENT HOUSE – OFFSITE

ATM

1

65 NAIROBI RONALD NGALA – OFFSITE ATM

66 NAIROBI UNIVERSITY OF NAIROBI MAIN –

OFFSITE ATM


67 NAIROBI MLOLONGO – OFFSITE ATM

1

68 NAIROBI SYOKIMAU – OFFSITE ATM

69 NAIROBI ATHI RIVER AMEDO CENTRE –

OFFSITE ATM

70 NAIROBI LANG'ATA ROAD UCHUMI –

OFFSITE ATM 1

71 NAIROBI GALLERIA – OFFSITE ATM

72 NAIROBI MAASAI MARKET – OFFSITE ATM

73 NAIROBI UCHUMI NGONG ROAD –

OFFSITE ATM 1

74 NAIROBI NAKUMATT JUNCTION – OFFSITE

ATM

75 NAIROBI NGONG TOWN – OFFSITE ATM 1

76 NAIROBI NAIROBI WEST– OFFSITE ATM

1

77 NAIROBI YAYA CENTRE – OFFSITE ATM

78 NAIROBI HURLINGHAM – OFFSITE ATM

79 NAIROBI TASSIA – OFFSITE ATM

1

80 NAIROBI DONHOLM – OFFSITE ATM

81 NAIROBI KAYOLE – OFFSITE ATM

82 NAIROBI CAPITAL CENTRE – OFFSITE ATM

1

83 NAIROBI BELLE VUE – OFFSITE ATM

84 NAIROBI NAKUMATT MEGA – OFFSITE ATM

85 NAIROBI MOI AIRBASE EASTLEIGH –

OFFSITE ATM 1

86 NAIROBI NAKUMATT HIGHRIDGE – OFFSITE

ATM 1

87 NAIROBI OIL LIBYA LIMURU ROAD –

OFFSITE ATM

88 NAIROBI OIL LIBYA WESTLANDS – OFFSITE

ATM

1

89 NAIROBI OIL LIBYA WAIYAKI WAY –

OFFSITE ATM

90 NAIROBI KANGEMI – OFFSITE ATM

91 NAIROBI KIJABE – OFFSITE ATM 1

92 NAIROBI JKIA ARRIVALS – OFFSITE ATM 1


93 NAIROBI JKIA IMMIGRATIONS – OFFSITE

ATM

94 NAIROBI MILIMANI LAW COURT – OFFSITE

ATM 1

95 NAIROBI KNH – OFFSITE ATM

96 NAIROBI MUTINDWA – OFFSITE ATM 1

97 NAIROBI BABA NDOGO – OFFSITE ATM

98 NAIROBI RUAI – OFFSITE ATM 1

99 NAIROBI UTAWALA – OFFSITE ATM

100 NAIROBI EMBAKASI KENOL – OFFSITE ATM

1

101 NAIROBI EMBAKASI TOTAL – OFFSITE ATM

102 NAIROBI TASSIA – OFFSITE ATM

SUB TOTAL FOR NAIROBI

1 WESTERN KCB BONDO 2

2 WESTERN KCB BUNGOMA 5

3 WESTERN KCB BUNGOMA - BUILDING 1

4 WESTERN KCB BUSIA 3

5 WESTERN KCB HOMABAY 5

6 WESTERN KCB ISEBANIA 2

7 WESTERN KCB KAKAMEGA 4

8 WESTERN KCB KAKAMEGA - BUILDING 3

9 WESTERN KCB KEHANCHA 2

10 WESTERN KCB KEROKA 2

11 WESTERN KCB KILGORIS 3

12 WESTERN KCB KIMILILI 2

13 WESTERN KCB KISII 5

14 WESTERN REGIONAL OFFICE - WESTERN 3

15 WESTERN KCB KISII WEST 4

16 WESTERN KCB KISUMU 15

17 WESTERN KCB KISUMU - BUILDING 1

18 WESTERN KCB KISUMU AIRPORT 1

19 WESTERN KCB KISUMU WEST 3

20 WESTERN KCB LUANDA 2


21 WESTERN KCB MALABA 3

22 WESTERN KCB MBALE 4

23 WESTERN KCB MBITA 4

24 WESTERN KCB MIGORI 4

25 WESTERN KCB MUHORONI 2

26 WESTERN KCB MUMIAS 3

27 WESTERN KCB NYAMIRA 2

28 WESTERN KCB OYUGIS 2

29 WESTERN KCB PORT VICTORIA 3

30 WESTERN KCB RONGO 4

31 WESTERN KCB SEREM 2

32 WESTERN KCB SIAYA 3

33 WESTERN KCB SONDU 2

34 WESTERN KCB SORI 3

35 WESTERN KCB UGUNJA 2

36 WESTERN KCB UNITED MALL 4

37 WESTERN KCB WEBUYE 3

38 WESTERN CHEPTAIS – OFFSITE ATM 1

39 WESTERN MALAVA – OFFSITE ATM 1

40 WESTERN MASINDE MULIRO – OFFSITE ATM 1

41 WESTERN NAKUMATT KAKAMEGA –

OFFSITE ATM

1

42 WESTERN SUNEKA – OFFSITE ATM 1

43 WESTERN KISII ATM – OFFSITE ATM 1

44 WESTERN MEGA CITY – OFFSITE ATM 1

45 WESTERN MASENO UNIV. – OFFSITE ATM 1

46 WESTERN NAKUMATT NYANZA – OFFSITE

ATM

1

47 WESTERN YALA ATM – OFFSITE ATM 1

48 WESTERN AWENDO OFFSITE – OFFSITE ATM 1

49 WESTERN MUMIAS SUGAR – OFFSITE ATM 1

50 WESTERN FUNYULA – OFFSITE ATM 1

SUB TOTAL FOR WESTERN


GRAND TOTAL FOR ALL BRANCHES


ANNEX 2 – SUMMARY OF COST

ITEM REGION TOTAL COST

i. NAIROBI REGION

ii. CENTRAL REGION

iii. EASTERN REGION

iv. WESTERN REGION

v. COAST REGION

vi. GREAT RIFT REGION

vii. HEAD OFFICE

ANNEX 3 – SUPPLIER QUESTIONNAIRE

Bidders, willing to be considered for the tender for cleaning services are expected to

furnish the Company with among others the following vital information, which will be

treated in strict confidence by the Company.

1.0 CORPORATE INFORMATION

No. PARTICULARS RESPONSE [If space is

insufficient, please use a

separate sheet]

1.1

Full name of organization:

1.2 Is your

organization

(Please tick

one)

i) a public limited incorporated

company? attach a copy of Certificate

of incorporation including any

Certificate of Change of Name,

Memorandum & Articles of Association

ii) a public listed company? If yes,

please attach a copy of Certificate of

incorporation including any Certificate

of Change of Name, Memorandum &

Articles of Association

iii) a limited incorporated company? If

yes, please attach a copy of Certificate

of incorporation including any

Certificate of Change of Name,


Memorandum & Articles of Association

iv) a partnership? If yes, please attach

certified copy of the Partnership Deed

and business name certificate

v) a sole trader? If yes, please attach a

certified copy of the business name

certificate

vi) other (please specify)

1.3 Company Registration number (if this applies)-attach a

copy of Certificate of incorporation including any

Certificate of Change of Name or relevant certificate

from country of incorporation.

1.4 Date and country of Registration:

1.5 Full physical address of principal place of business:

Full postal address of the business:

1.6 Registered address if different from the above:

Post Code:

1.7

Telephone number:

1.8 Fax number:

1.9 E-mail address:

1.10 Website address (if any):

1.11 Company/Partnership/Sole Trader Tax PIN:

(Please provide a certified copy of the PIN Certificate)

1.12 VAT Registration number:

(Please provide a certified copy of the VAT Certificate)

1.13 Period in which you have been in the specific business

for which you wish to bid.

1.14 Current Dealership letter for Equipment preferably


issued in 2011.

1.15 Names of the Shareholders, Directors and Partners.

If a Kenyan company please provide an original search

report issued by the Registrar of Companies showing

the directors and shareholders (Companies Form CR

12).

1.16 Associated companies(if any)

1.17 Please provide a copy of the latest annual returns

together with the filing receipt as filed at the

Companies Registry

1.17 Name of (ultimate) parent/holding company (if this

applies):

1.18 Company number of parent/holding company (if this

applies):

1.19 If a consortium is expressing interest, please give the full

name of the other organization

(the proposed consortium partners should also

complete this questionnaire in its entirety)

1.20 Name and contacts of the Legal Representative of the

company; Name, Title; Telephone, Fax and Email

address.

1.21 Contact person within the organization to whom

enquiries about this bid should be directed:

NAME:

TITLE

TEL:

FAX:

EMAIL:


2.0 FINANCIAL INFORMATION

No. PARTICULARS

2.1

What was your turnover in the last

two years? …………

for year ended

--/--/----

………

for year

ended

--/--/----

2.2

Has your organisation met all its obligations to pay its

creditors and staff during the past year? Yes / No

If no, please give details:

2.3 Have you had any contracts terminated for poor

performance in the last three years, or any contracts

where damages have been claimed by the contracting

authority?

Yes / No

If yes, please give details:

2.4

What is the name and

branch of your bankers

(who could provide a

reference)?

Name:

Branch:

Telephone Number:

Postal Address:

Contact Person

Name:

Contact Position

Contact E-mail:

2.5

Provide a copy of the following

A copy of your most recent audited accounts (for the last two

years)

A statement of your turnover, profit & loss account and cash flow

for the most recent year of trading (for the last two years)


A statement of your cash flow forecast for the current year and a

bank letter outlining the current cash and credit position.

3.0 BUSINESS ACTIVITIES

No. PARTICULARS

3.1

What are the main business activities of your organization? i.e. Manufacturer,

Assembler, Distributor, service centre, retailer, (please specify).

3.2

How many staff does your organization have? ............

Indicate the number under each category

i. Technical (Permanent………, Temporary……)

ii. Semiskilled (Permanent……., Temporary……..)

3.3 Please generally describe the experience and expertise your organization possesses

that will enable you to effectively and efficiently undertake the work you are bidding

for, as required by KCB.

Attach you company organogram (organization chart) with emphasis on the

job you are bidding for.

Attach CV’s of key staff

3.4 Please submit a declaration that all staff within your organization that are or will

Be involved in the project are or will be permitted to work within your organization under the laws of Kenya or the laws of the country in which it is

established.

4.0 TRADE REFERENCES

4.1 Please provide in the table below details of the projects you have undertaken

relevant to the job you are bidding for performed over the last three (3) years, or

that are relevant to this bid document.


No

Customer

Organization

(name)

Customer

contact

name and

phone

number

Contract

reference

and brief

description:

Date

contract

awarded

Value of businesses

transacted:

(Kshs/USD/Euro)

1

2

3

4

5

6

7

8

5.0 CERTIFICATIONS, ACCREDITATIONS AND APPROVALS

Detail any relevant certifications and accreditations by principals or

accreditation bodies and attach copies of such certification. Such certifications

may be for your company or for your individual staff as relevant to the work they

do and the key skills for the service or goods you propose to supply.

6.0 AGENCIES AND PARTNERSHIPS

a) Detail any agencies and partnerships that you have that are relevant to the

categories of goods and/or services you are interested in supplying.

b) List your primary sources of supply for goods that you propose to supply.

7.0 MANAGEMENT POLICIES

a) Employee Integrity

How does the firm ensure the integrity of staff? Detail any related

policies.

b) Code of Conduct/Ethics

Does your company have a code of conduct? If so, please attach a

copy.

Indicate if your company subscribes to a professional body with a code

of conduct/ethics.

c) Company employment policy


Does the firm have a documented employment policy? What are

key highlights from this policy if in existence?

d) Environmental Policy/Green Agenda Policy

Is your firm ISO 140001 certified or do you have an environmental

policy as an organization?

Are your waste segregated as per different waste streams?

How are wastes from your firm disposed?

e) Customer Service

Does the firm have a documented policy on Customer Service?

Which position in your firm is responsible for customer service and how is

this position supported by other functions?

Does your firm use any performance management techniques,

including customer satisfaction measurement? If so, what are the

key parameters?

8.0 BUSINESS PROBITY AND LITIGATION MANAGEMENT

Please confirm whether any of the following criteria applies to your organisation: Note

that failure to disclose information relevant to this section may result in your exclusion as

a potential KCB supplier.

No. PARTICULARS RESPONSE

8.1

Is the organisation bankrupt or

being wound up, having its affairs

administered by the court, or have

you entered into an arrangement

with creditors, suspended business

activities or any analogous

situation arising from similar

proceedings in Kenya or the

country in which it is established?

8.2 Please provide a statement of any

material pending or threatened

litigation or other legal

proceedings where the claim is of

a value in excess of USD 20,000.

8.3 Has any partner, director,

shareholder or employee whom

you would propose to use to

deliver this service been convicted


of an offence concerning his

professional conduct?

8.4 Has any partner, director or

shareholder been the subject of

corruption or fraud investigations

by the police, Kenya Anti-

Corruption Authority or similar

authority in the country in which

your organisation is established?

8.6 Has the organisation not fulfilled

obligations relating to the

payment of any statutory

deductions or contributions

including income tax as required

under Kenyan law or the laws of

the country in which it is

established?

8.7 Please state if any Director

shareholder/ Partner and / or

Company Secretary of the

Organisation is currently employed

or has been employed in the past

3 years by KCB.

8.8 Please state if any Director /

Partner and / or Company

Secretary of the Organisation has

a close relative who is employed

by KCB and who is in a position to

influence the award of any supply

award. A “close relative” refers to

spouse, parents, siblings and

children

9.0 INSURANCE

Please provide details of your current insurance cover Value

9.1

Employer’s Liability:

9.2

Public Liability:

9.3

Professional Indemnity (if applicable)

9.4 Other (specify)


10.0 EVALUATION

(a) Mandatory Requirements For Evaluation

The following documents must be attached.

i. Certificate of Incorporation/Business Name Certificate

ii. Trading Certificate

iii. Business Permits

iv. Certificate from relevant regulatory authority (where applicable

v. Kenya Bureau of Standards certifications, Manufacturers Authorization /or

equivalent (where applicable).

vi. TAX PIN Certificate

vii. Tax Compliance certificate.

viii. Current dealership letter of equipment preferably issue in 2011

ix. List of Directors, telephone and their postal address

x. Form CR 12 as issued by the Registrar of Companies (original) or certified as true

copy

xi. Audited Accounts (Two years)

xii. Bank Account Information

xiii. CVs of Senior Staff

xiv. Organogram/Organisation Chart

COMMITMENT AND ACCEPTANCE

We have read and agree with the terms stated in this RFP.

Signed: Name ________________________________________________________

Designation ____________________________________________________________

On behalf of (Company) _____________________________________________________

Date _______________________________________________________________________________

Company Rubber Stamp _____________________________________________________

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