Kenya Post Office Savings Bank (Postbank) Registration of Suppliers
KENYA POST OFFICE SAVINGS BANK
PRE-QUALIFICATION DOCUMENT 2019-2020
The Managing Director
Kenya Post Office Savings Bank
P.O. Box 30311-00100,
NAIROBI.
FEBRUARY 2019
Registration of suppliers 2019-2020 Page 2
Table of Contents
Page
INTRODUCTION ……………………………………… 3
SECTION I - Invitation for prequalification ……………... 4
SECTION II - Instructions to Candidates…………………... 5
Appendix to Instructions to Candidates.
SECTION III - Letter of application
SECTION IV - Standard Forms
General information - (Form1)
General experience Record - (Form 2)
Particular experience Record - (Form 3)
Details of Contract of similar
nature and complexity - (Form 3A)
Summary sheet – Current
Personnel capabilities - (Form 5)
Candidate Summary - (Form 5A)
Equipment capabilities - (Form 6)
Financial Capability - (Form 7)
Litigation History - (Form 8)
Request for Review - (Form RB 1)
Confidential Business Questionnaire
Registration of suppliers 2019-2020 Page 3
INTRODUCTION
1.1 This standard procurement prequalification document has been prepared for use
by the procuring entities in Kenya and is intended for use in prequalifying
candidates wishing to tender for buildings, civil Engineering works, Large Plant,
heavy Equipment and certain types of supply and installation contracts where the
procuring entity determines it is necessary for procurement to be made through a
prequalification process. It may also be used by a procuring entity for the purpose
of registration of candidates.
1.2 The standard document includes a form for invitation for prequalification,
instructions to candidates and a letter of application with attached forms for
candidates to complete.
1.3 The notes in the text of the prequalification documents are meant to assist the
procuring entity in the preparation of the document. They are not part of the
prequalification document and should therefore be deleted as the document is
prepared.
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SECTION I - INVITATION FOR REGISTRATION.
TENDER NOTICE
Kenya Post Office Savings Bank (Postbank) invites bids from interested firms for
prequalification of vendors for Provision of goods, works and services for years 2019-
2020.Interested bidders are requested to access the Postbank website
www.postbank.co.ke. for detailed information on the categories.
Bid documents with detailed information may be obtained from Postbank House, 4th
Floor, and Procurement Office South Wing on Monday to Friday during normal working
hours at a cost of kshs1000. Alternatively bid documents may be downloaded from
Postbank website www.postbank.co.ke.The bidders must register their tenders and
details at Procurement Office 4th floor.
Completed prequalification bid documents should be submitted in a plain sealed envelope
and clearly marked with the appropriate Tender Number and Category Title and be
addressed to the:
Managing Director,
Kenya Post Office Savings Bank,
P.O Box 30311-00100 GPO
NAIROBI
and be deposited in the tender box on 3rd Floor, South Wing of Postbank House, Banda
Street Nairobi, Kenya, to be received on or before 10.00 a.m. Thursday 7th March
2019.Opening of the tenders will take place immediately thereafter in the Conference
Room on 5th Floor, North Wing, Postbank House in the presence of the Bidders or their
representatives who may choose to attend.
Women, Youth and Persons Living with disabilities are encouraged to apply also in all
the other open categories subject to them meeting the requirements.
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1. The Kenya Post Office Savings Bank hereinafter referred as “ Procuring
entity” intended to prequalify candidates for the following for the year 2019-
2020 as indicated below:-
No Tender Number Item Description Eligibility
1. KPOSB/001/2019-2020 Supply of General Office Stationery Reserved
2. KPOSB/002/2019-2020 Supply of Printed Stationery Open
3. KPOSB/003/2019-2020 Supply of Cleaning Materials Reserved
4. KPOSB/004/2019-2020 Supply of Ink Cartridges and Toners for
Printers
Open
5. KPOSB/005/2019-2020 Supply of Rolls and Related Stationery for
ATM & Point of Sales Machines
Open
6. KPOSB/006/2019-2020 Supply and Maintenance of Office Equipment
i.e. Note Counting Machines
Open
7. KPOSB/007/2019-2020 Supply, Installation & Maintenance of PABX,
Telephone Equipment and Fax Machines
Open
8. KPOSB/008/2019-2020 Supply, Installation and Maintenance of CCTV
Surveillance Systems
Open
9. KPOSB/09/2019-2020 Supply & Fitting of Motor Vehicle Tyres and
Tubes
Open
10. KPOSB/010/2019-2020 Supply of Office Rubber Stamps Reserved
11. KPOSB/011/2019-2020 Supply of Office Furniture Open
12. KPOSB/012/2019-2020 Supply of Staff Uniforms and CMT charges Reserved
13. KPOSB/013/2019-2020 Supply of Marketing and Promotional Materials
including Printing of
Newsletters, Calendars, Dairies
Reserved
14. KPOSB/014/2019-2020 Supply of Signages and Branding Services and
Outdoor and Advertising Services
Open
15. KPOSB/015/2019-2020 Supply and Hiring of Branded Tents and
Chairs
Reserved
16. KPOSB/016/2019-2020 Dispensing Chemists Open
17. KPOSB/017/2019-2020 Provision of Disposal Services (Buying of
Obsolete Office Equipment ,Furniture, Motor
Vehicles
Open
18. KPOSB/018/2019-2020 Repair and Maintenance of Motor Vehicles Open
19. KPOSB/019/2019-2020 Provision of Security Printing Services Open
20. KPOSB/020/2019-2020 Provision General Building Contractors-Major
Contractors
Open
21. KPOSB/021/2019-2020 Provision of Minor Office Repairs and
Partitioning Services-Minor Contractors
Reserved
22. KPOSB/022/2019-2020 Provision of Debt Collection Services Open
23. KPOSB/023/2019-2020 Supply, Repair and Maintenance of Mantrap
Doors
Open
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24. KPOSB/024/2019-2020 Provision of Valuation Services (Valuers) Open
25. KPOSB/025/2019-2020 Provision of Land Surveying Services Open
26. KPOSB/026/2019-2020 Provision of Electrical Engineering
Services(Registered Engineers)
Open
27. KPOSB/027/2019-2020 Provision of Mechanical Engineering Services
(Registered Mechanical Engineers
Open
28. KPOSB/028/2019-2020 Provision of Structural Engineering Services Open
29. KPOSB/029/2019-2020 Provision of Quantity Surveying Services Open
30. KPOSB/030/2019-2020 Provision of Architectural Services (Registered
Architects)
Open
31. KPOSB/031/2019-2020 Provision of Auctioneering services Open
32. KPOSB/032/2019-2020 Provision of Investigation Services Open
33. KPOSB/033/2019-2020 Provision of Insurance Brokerage Services Open
34. KPOSB/034/2019-2020 Supply of Customers, Staff and Visitors Cards
and Lanyards
Reserved
35. KPOSB/035/2019-2020 Shredding and Disposal of Obsolete Papers
Open
36. KPOSB/036/2019-2020 Supply and Maintenance of Live Plants
Reserved
37. KPOSB/037/2019-2020 Leasing of Photocopiers and Printing Services Open
38. KPOSB/038/2019-2020 Provision of Inspection, Repair, Service and
Maintenance of Schindler Lifts
Open
39. KPOSB/039/2019-2020 Provision of Security Guarding Services
Category A
Open
40. KPOSB/040/2019-2020 Provision of Outsourced Transport and Motor
Vehicle Hire Services (Taxi, Cars, Mini Buses
and Buses)
Open
41. KPOSB/041/2019-2020 Provision of Courier Services Open
42. KPOSB/042/2019-2020 Provision of Interior Designers Reserved
43. KPOSB/043/2019-2020 Provision of Air Travel Services (IATA
Registered only)
Open
44. KPOSB/044/2019-2020 Provision of Training (In- House Courses
Services
Open
45. KPOSB/045/2019-2020 Provision of Hotel and Conference Facilities in
all Major Towns
Open
46. KPOSB/046/2019-2020 Provision of Psychometric and Aptitude Test Open
47. KPOSB/047/2019-2020 Provision of Marketing Research Agencies
(Customer Satisfaction Survey, Work
Environment Survey,& Employee Satisfaction )
Open
48. KPOSB/048/2019-2020 Provision of Events Management and Road
Shows Agencies
Open
49. KPOSB/049/2019-2020 Provision of Public Relations & Related
Agency Services
Open
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50. KPOSB/050/2019-2020 Supply and Personalization of ATM and Other
Related Security Cards
Open
51. KPOSB/051/2019-2020 Supply and Dispensing of Drugs Open
52. KPOSB/052/2019-2020 Provision of Credit Reference Bureaus Open
53. KPOSB/053/2019-2020 Provision of Consultancy Services for Alcohol,
Drug abuse and HIV/AIDS baseline
Survey
Open
54. KPOSB/054/2019-2020 Provision of Consultancy Services for
Recruitment and Competency
Development Survey
Open
55. KPOSB/055/2019-2020 Provision of Medical Waste Disposal Services Open
56. KPOSB/056/2019-2020 Provision of Dry Cleaning Services Reserved
57. KPOSB/057/2019-2020 Supply of Drinking Water Reserved
58. KPOSB/058/2019-2020 Provision of Team Building Services Open
59. KPOSB/059/2019-2020 Provision of Training on Project Management
Services
Open
60. KPOSB/060/2019-2020 Provision of Training on Entrepreneurship and
Personal Financial
Services
Open
61. KPOSB/061/2019-2020 Provision of Training on Supervisory
Management
Open
62. KPOSB/062/2019-2020 Provision of Training on Management
Development
Open
63. KPOSB/063/2019-2020 Provision of Training on Business Continuity
Management
Open
64. KPOSB/064/2019-2020 Provision of Audit Services Open
65. KPOSB/065/2019-2020 Provision of Training on Discount Rates and
Treasury Management
Open
66. KPOSB/066/2019-2020 Provision of Landscaping Services Reserved
67. KPOSB/067/2019-2020 Supply , Installation and Maintenance of
Access Control Systems
Open
68. KPOSB/068/2019-2020 Supply ,Installation & Maintenance of Alarm
Systems
Open
69. KPOSB/069/2019-2020 Provision of Energy Audit Services Open
70. KPOSB/070/2019-2020 Provision of Audit Services for the Information
And Communication Technology Installation
Open
71. KPOSB/071/2019-2020 Provision of Website Development,
Maintenance and Related Services
Open
72. KPOSB/072/2019-2020 Provision of Support for Oracle Relational
Database Management Systems, Development
and Maintenance of Ad-Hoc Oracle
Applications.
Open
73. KPOSB/073/2019-2020 Provision of Support for MSSQL Relational
Database Management Systems, Development
Open
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and Maintenance of Ad-Hoc Oracle
Applications.
74. KPOSB/074/2019-2020 Provision of Vulnerability and Penetration
Testing Services
Open
75. KPOSB/075/2019-2020 Provision of Support and Enhancement Plan of
Microsoft Great Plains Dynamics ERP
Open
76. KPOSB/076/2019-2020 Supply and Installation of Network Equipment,
Related Upgrades And Maintenance Services
Open
77. KPOSB/077/2019-2020 Supply of Low End Servers, Mid-Range
Servers, Personal Computers, Printers,
Scanners, Related Upgrades and Maintenance
Services
Open
78. KPOSB/078/2019-2020 Supply, Installation, Commissioning and
Maintenance Of Automated Teller Machines
Open
79. KPOSB/079/2019-2020 Provision of Audit for Service Charge Services Open
80. KPOSB/080/2019-2020 Supply and Maintenance of UPS’s Open
2. Prequalification is open to all eligible bidders.
3. Eligible candidates may obtain the prequalification document from Kenya
Post Office Savings Bank, Postbank House Banda Street Nairobi,4th Floor
South Wing Procurement Office during normal working hours, the document
can also be downloaded from Postbank Website www.postbank.co.ke.It is
mandatory that in both instances the bidders must register their bid documents
with Procurement Office located on 4th Floor South Wing Postbank House
Nairobi.
4. Applications for prequalification must be submitted enclosed in a plain sealed
envelope marked with the tender number & category and be deposited in the
tender box located at Ground Floor Postbank House, Banda Street, Nairobi
addressed to :-
Managing Director,
Kenya Post Office Savings Bank,
P.o.Box 30311-00100,
Nairobi.
so as to be received on or before Thursday 7th March 2019 at 10.00 a.m.
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.
Only candidates prequalified under this prequalification process will be
invited to tender.
Registration of suppliers 2019-2020 Page 9
SECTION II - INSTRUCTIONS TO CANDIDATES
Table of Contents
Page
2.1 Scope of tender …………………………………….. 7
2.2 Submission of Applications ……………………………. 7
2.3 Eligible candidates ……………………………………. 8
2.4 Qualification criteria …………………………………….. 8
2.5 Pubic sector companies ………………………………. 11
2.6 Conflict of interest ………………………………………. 11
2.7 Updating prequalification information ……………….. 11
2.8 Preferences
2.9 General
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SECTION II - INSTRUCTIONS TO CANDIDATES
2.1 Scope of Tender
2.1.1 The Kenya Post Office Savings Bank hereinafter referred to as the procuring
entity intends to prequalify firms for Provision of Goods, Services and Works for
the years 2019-2020.
2.1.2 It is expected that prequalification applications will be submitted to be received
by the procuring entity on Thursday 7th March 2019 at 10.00 a.m. at the
Tender Box located on ground floor Postbank House Nairobi.
2.1.3 Prequalification is open to all eligible firms and some categories are reserved for
Youth ,Women and People Living with Disabilities. For all categories reserved,
the bidders are advised to indicate the category they fall i.e. youth, women and
persons living with disabilities.
2.2 Submission of Application
2.2.1 Applications for prequalification shall be submitted in sealed envelopes marked
with the tender number and name and be deposited in the tender box located on
ground floor Postbank House Nairobi and be addressed to :-
Managing Director
Kenya Post Office Savings Bank
P.O.Box 30311-00100
Nairobi
2.1.3 so as to be received on or before Thursday 07th march 2019 at 10.00 a.m. at
the Tender Box located on Ground floor Postbank House Nairobi. The
procuring entity shall reject all late applications. Prequalification documents
will be opened thereafter in the Conference Room located on 5th Floor,
Postbank House South Wing in the presence of bidders who may choose to
attend.
2.2.2 All the information requested for pre qualification shall be provided in the English
language.
2.2.3 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.
2.3 Eligible 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.
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2.3.2 The procuring entity’s employees, committee members, board members and their
relative (spouse and children) are not eligible to participate.
2.3.3 All firms found capable of performing the contract satisfactorily in accordance to
the set prequalification criteria shall be prequalified.
2.4 Qualification 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 Anti-Corruption Pledge .Potential bidders should be aware that the Government
views corruption in the procurement process as a serious matter. Corruption, in
accordance with the Anti-Corruption and Crimes Act, is the offering, giving,
receiving or soliciting of anything of value to a public official in procurement or
in contract execution. Therefore all potential bids should commit themselves not
to engage in corrupt activities.
2.4.3 General Experience:-For any Company to be considered it must have been in
existence for not less than 5 years since incorporation and not blacklisted by the
Government of Kenya. For firms applying under reservation scheme should be in
existence for not less than 1 year.
2.4.4 Financial Capability:-A company must demonstrate that it is financially capable
to trade with the bank, such that it must have a revenue turnover of not less than
Kshs 5 Million in a given year. Indeed we shall require the most recent audited
accounts for the last two (2) years to authenticate the information. For firms
applying under reservation scheme they shall not be evaluated on this parameter.
2.4.5 Registration/Incorporation: - To qualify, a company must be registered with the
Registrar of Companies and must submit a Certificate of Incorporation as proof of
such registration. This is a mandatory requirement.
2.4.6 VAT Registration: - A company to qualify must be registered with VAT
department. Indeed all tenders must submit VAT registration certificate, Income
Tax (PIN) and Tax Compliance Certificate. This is a mandatory requirement.
2.4.7 N.S.S.F and N.H.I.F registration-Submit the registration certificates.
2.4.8 Share Holding:-Each Company must submit information indicating the
following:-
i. Authorised,issued and paid capital
ii. Number of Directors and their names
Registration of suppliers 2019-2020 Page 12
iii. State whether local or foreign ownership
2.4.9 References: Each company should give information pertaining to the companies
they have worked for ,telephone and contact person(s)and this should include the
name,address,telephone and contacts of the person(s),
2.4.10 Professional Qualification: This will be relevant in printing, in consultancy jobs
and in computer jobs such as laying networks and maintenance. The company
should have the following: -
i. A minimum of 3 employees qualified or trained in that area
ii. The employees must have a minimum of 3 years post-qualification
training.
2.4.11 Equipment: For a company to qualify it must demonstrate that it has adequate and
relevant equipment to undertake works if awarded. Indeed for printing it must
have a minimum of two big colour printing machines able to print full colour
works.
2.4.12 Audited Accounts:-For companies to be pre-qualified they must submit the most
recent audited accounts for the last two (2) consecutive years signed by a firm of
certified accountants. For firms applying under reservation scheme audited
accounts will not be required.
2.4.13 Licenses:-For companies to be pre-qualified they must possess all the necessary
licenses to conduct such business.Indeed, licenses must be prominently displayed
in their business premises. This will be ascertained during the physical inspection
of the premises.
2.4.14 Employees: - A company must have an adequate number of employees to
sufficiently carry –out the said business. Hence have to specify total number of
company employees i.e. full time, casuals etc that would be dedicated to the job.
2.4.15 Personnel capabilities. The applicant must have suitably qualified personnel to
fill the following positions:-
Position Total experience
(years)
In similar works
(years)
As manager of similar
works (years)
Project Manager
Other Position
Other position
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Note: List only Key management specialist positions. Do not include principals,
head office personnel who are not key to the prequalification and other non-
specialist personnel. The experience requirements should be specified
2.4.16 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 upon the firm being prequalified and awarded a 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)
2.4.17 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 during the contract period upon prequalification.
2.4.18 The audited Accounts for the last two (2) 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.
2.4.19 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 may result in failure of the application.
2.4.20 All firms participating in reserved tenders must attach the current valid
registration certificate from AGPO (Access to Government Procurement
Opportunities) under The National Treasury. Certificate of Confirmation of
Directors and Shareholding for limited companies (Evidence of identity to prove
youth and women in the enterprise)/ID Card for Sole Proprietorship &
Partnership.
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2.4.20 Note: For all firms who meet the above requirements a team will visit the firms
as part of the prequalification exercise.
2.5 Public Sector companies
2.5.1 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.
2.6. Updating Pre-qualification Information
2.6.1 Pre qualified candidates shall be required to update 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.
Registration of suppliers 2019-2020 Page 15
APPENDIX TO INSTRUCTIONS TO CANDIDATES
The following instructions for the pre qualification of candidates shall supplement,
complement the provisions of the instructions to candidates. Indeed these are mandatory
requirements which must be submitted.
Note: 1. All service providers seeking to be prequalified in the category for Provision of
Training Services and all training related categories must be provide current
registration certificate with Directorate of Industrial Training (D.I.T).
2. All service providers seeking to be prequalified in the category for Ink Catridges
and Toners must provide accreditation certificate from the manufacturers to deal
in their genuine products.
3. All service providers seeking to be prequalified in the category for Repair and
Maintenance of Motor Vehicles must be registered with the Ministry of Public
Works.
4. All service providers seeking to be prequalified in the category for General
Contractors must be registered with the National Construction Authority in the
relevant class applying for.
5. All service providers seeking to be prequalified in the category for Valuers must
be registered with Institute of Surveyors of Kenya and provide current registration
certificate.
6. All service providers seeking to be prequalified in the category for Legal Services
must be registered with Law Society of Kenya and attach the current registration.
7. All service providers seeking to be prequalified in the category for Architecture,
Quantity Surveyors must be registered with Board of Registration of Architects &
Quantity Surveyors.(BORAQS) while for Engineering Services must be
registered with Institute of Engineering Services of Kenya(IEK).
8. All service providers seeking to be qualified in the category for Supply, Service
and Maintenance of generators should be registered with Energy Regulatory
Commission (ERC).
9. All service providers seeking to be prequalified in the category of Provision of
Energy Audit Services must be duly registered by Energy Regulatory
Commission of Kenya.
10. All service providers seeking to be qualified in the category for Security Guarding
Services, Cash In Transit Services and Legal Services must have existed for a
minimum period of Ten years and must have a minimum of ten employees.
11. Additional requirements for Lawyers, Valuers, Structural Engineers Private
Investigators/Debt Collectors and Auctioneers.
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PROFESSIONAL REQUIREMENTS
1. ADVOCATES - Must have valid practicing licences.
- Must be members of the Law Society of Kenya
- Must be in a partnership.
- Must have at least one Advocate of 10 years or more
post admission experience.
- Must not have any pending cases with either the
Advocates Complaints Commission or the LSK
Disciplinary Committee.
- Must have a valid professional indemnity cover of not
less than Kshs. 20,000,000/=.
- Must have an identifiable physical address.
- Must provide an updated profile of the firm, work
experience and at least three recommendation letters
from financial services clients.
- Must have audited accounts for the last three (3)
years.
- Must be tax compliant.
2. VALUERS - Must be registered with the Valuers Registration
Board.
- Must have a valid Certificate of Registration.
- Must provide a copy of the Gazette Notice of the
valuer(s) gazettement by the Valuers Registration
Board which shows the persons authorized to conduct
valuation.
- Must provide evidence that they are bona fide
members of the Institute of Surveyors of Kenya
(Chapter of Valuation and Estate Management
Surveyors).
- Must not have any pending complaints at the Valuers
Registration Board.
- If application is under a body corporate, the partners
and/or directors thereof must demonstrate that they
are registered valuers.
- Must have a professional indemnity cover of more
than Kshs. 500,000/= for each valuer.
- Must have audited accounts for the last three (3)
years.
- Must provide an updated profile of the firm/body
corporate, work experience and at least three
recommendation letters from corporate clients.
- Must be tax compliant.
3. STRUCTURAL - Must be registered with the Engineers Registration
Registration of suppliers 2019-2020 Page 17
ENGINEERS Board.
- Must have a professional indemnity cover of more
than Kshs. 20,000,000/=.
- Must have a valid Certificate of Registration.
- Must provide a copy of the Gazette Notice of the
valuer(s) gazettement by the Engineers Registration
Board which shows the persons authorized to act as
engineers.
- Must have audited accounts for the last three (3)
years.
- Must not have any pending complaints with the
Engineers Registration Board.
- Must provide an updated profile of the firm, work
experience and at least three recommendation letters
from existing corporate clients.
- Must be tax compliant.
4. PRIVATE
INVESTIGATORS/
DEBT
COLLECTORS
- Must provide evidence of the existence of the body
corporate eg- if a sole proprietorship, they must have
a Certificate of Business.
- Must be tax compliant.
- Must provide an updated profile of the firm, work
experience and at least three recommendation letters
from existing corporate clients.
5. AUCTIONEERS - Must be registered with the Auctioneers Licencing
Board.
- Must have a professional indemnity cover of more
than Kshs. 2,000,000/=.
- Must have a valid Certificate of Registration.
- Must provide a copy of the Gazette Notice of the
valuer(s) gazettement by the Auctioneers Licencing
Board which shows the persons authorized to act as
auctioneers.
- Must not have any pending complaints with the
Auctioneers Licencing Board.
- Must provide an updated profile of the firm, work
experience and at least three recommendation letters
from corporate clients.
- Must have audited accounts for the last three (3)
years.
- Must be tax compliant.
Registration of suppliers 2019-2020 Page 18
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. Personnel capabilities
5A Candidate summary
6. Equipment capability
7. Financial capability
8. Litigation History
9. Debarment and integrity pledge
10. Confidential Business Questionnaire
Registration of suppliers 2019-2020 Page 19
SECTION IV - STANDARD FORMS
Notes on completion of Standard Forms
Application Form 1 - General information
This form is to be completed by all applicants.
Application Form 2 - General Experience Record
This form is to be completed by all applicants. .
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. .
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
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 6 - Equipment Capability
This form is to be completed by all applicants. It should
provide adequate information to demonstrate clearly that
the applicant has the capability to meet the requirements for
each and all items of equipment listed in the instructions to
candidates. A separate form shall be prepared for each
item of equipment or for alternative equipment proposed by
the applicant.
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Application Form 7 - Financial Capability
This form shall be completed by every applicant. 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. It should
provide information on any history of litigation or
arbitration resulting from contracts executed in the last five
years or currently under execution
Application Form 9- Tender Submission Form
Confidential Business Questionnaire-This form is to be completed by all applicants.
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APPLICATION FORM (1)
GENERAL INFORMATION
1.
Name of firm
2.
Head office address and Physical Location
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.
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APPLICATION FORM (2)
GENERAL EXPERIENCE RECORD
Name of Applicant
Annual turnover data
Year
Turnover Kshs.
1.
2.
3.
4.
5.
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APPLICATION FORM (3A)
DETAILS OF CONTRACTS OF SIMILAR NATURE AND COMPLEXITY
Name of Applicant
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)
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
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APPLICATION FORM (5)
PERSONNEL CAPABILITIES
Name of Applicant
1. Title of position
Name of prime candidate
Name of alternate candidate
2. Tile of position
Name of prime candidate
Name of alternate candidate
3. Title of position
Name of prime candidate
Name of alternate candidate
4. Title of position
Name of prime candidate
Name of alternate candidate
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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 10 years, in reverse chronological order.
Indicate particular technical and managerial experience relevant to the category applying
for.
From To Company/Project/Position/Relevant technical and management experience
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APPLICATION FORM (6)
EQUIPMENT CAPABILITIES
Name of Applicant
Item of equipment
Equipment information 1. Name of manufacturer
3. Capacity
2. Model and power rating
4. Year of manufacturer
Current status 5. Current location
6. Details of current commitments
…………………………………………………………………………..
Source 7. Indicate source of the equipment
* Owned * Rented * Leased * Specially manufactured
Omit the following information for equipment owned by the Applicant or partner
Owner 8. Name
9. Address of owner
……………………………………………………………..
Telephone Contact name and title
Fax Email
Agreements
Details or rental/lease/manufacture agreements specific to the project
………………………………………………………………………….
…………………………………………………………………………..
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APPLICATION FORM (7)
FINANCIAL CAPABILITY
Name of Applicant
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
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5. Profits before taxes
6. Profits after taxes
Source of finance
Amount Kshs.
1.
2.
3.
4.
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APPLICATION FORM (8)
LITIGATION HISTORY
Name of Applicant
Applicants 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).
Year Award FOR or
AGAINST
Applicant
Name of client, cause of litigation, and
matter in dispute
Disputed amount
(current value Kshs.)
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APPLICATION FORM 9; DEBARMENT AND INTEGRITY PLEDGE
We hereby declare that we have not been debarred from any procurement process and
shall not engage in any fraudulent or corrupt act with regard to this prequalification
exercise and subsequent tendering.
Dated this ……………………… day of ……………………………. 2013
……………………………….. …...................................................................
[Signature] [In the capacity of]
Duly authorized to sign Tender for and on behalf of
………………………………………………
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TENDER SUBMISSION FORM(10)
Having studied the pre qualification information for the above tender category We/I
hereby state:
a) That the information furnished in our/my application is accurate to the
best of our/my knowledge.
b) That in case of being pre -qualified we /I acknowledge that this grants us
the right to participate in due time in the submission of a tender or quotation on
the basis o f provision in the tender or quotation documents
to follow.
c) That pre-qualification bidders will be invited randomly to participate in the
tender/quotations as and when there is a requirement.
d) We/I enclose all the required documents and information required for the pre -
qualification evaluation.
e) Our tender is binding to us and if found acceptable we shall be pleased to be
included in the list of prequalified firms.
f) We understand you are not bound to accept either in part or whole any tender you
receive.
Date:......... .......................................Applicant’s Name.................................
Represented by.......................................
Signature................................................
(Full name and designation of the person signing and stamp or seal
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5.2 Confidential Business Questionnaire Form You are requested to give the particulars indicated in Part 1 and either Part 2 (a), 2 (b) or 2 (c ) whichever
applies to your type of business.
You are advised that it is a serious offence to give false information on this form
Part 1 – General
Business Name ……………………………………………………………………………………………..
Location of business Premises ……………………………………………………………………………
Plot No. ……………………………………… Street/Road ……………………………………………
Postal Address ………………………………………………………. Tel No. ……………………………
Nature of business …………………………………………………………………………………………
Current Trade Licence No. ………………………………………………….. Expiring date …………….
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. ……………………………………………………………………………………………
1 ……………………………………………………………………………………………
2 …………………………………………………………………………………………
3 …………………………………………………………………………………………
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
1. ……………………………………………………………………………………………
2.……………………………………………………………………………………………
3.…………………………………………………………………………………………
4. ……………………………………………………………………………………………
5. ……………………………………………………………………………………………..
Date …………………………………………………….. Seal/Signature of Candidate ……
…………………..
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