Kenya Power & Lighting Company Ltd & Lighting Co. LtdCoast Region

P.O. Box 90104-80100 Mombasa, KenyaTelephone +254-041-2225564

Fax +254-041-2311227

PRE - QUALIFICATION TENDER NO: KP4/9A-5/PT/03/12 FOR SUPPLY OF SPARES, REPAIR & MAINTENANCE SERVICES, SERVICING OF MOTOR VEHICLES/CYCLES, PLANT , BOAT AND OTHER RELATED SERVICES (JUNE 2012)

PREQUALIFICATION DOCUMENTElectricity House, Nkrumah Road, MombasaP.O. Box 90104-80100Mombasa, KenyaTEL NO. 254-041 2225564FAX NO. 254-041-2311227

TABLE OF CONTENTS

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Page

INTRODUCTION ………………………………………………………3

SECTION A - INVITATION FOR PRE-QUALIFICATION ……………4

SECTION B - GENERAL INFORMATION ………………….......5

SECTION C - EVALUATION CRITERIA ……………………………… 14

SECTION D - APPENDICES ………………………………15

SECTION E - TENDER SUBMISSION SCHEDULE ……………. 16

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INTRODUCTION

1.1 This standard procurement prequalification document has been prepared for use by Kenya Power & Lighting Company Ltd and is intended for use in pre-qualifying candidates wishing to be suppliers of spares, repair & maintenance services, servicing of Motor Vehicles/Cycles, Plant, Boat and other related services, where Kenya Power & Lighting Company Ltd determines it is necessary for procurement to be made through a prequalification process. It may also be used by Kenya Power & Lighting Company Ltd 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 Kenya Power & Lighting Company Ltd has taken care to ensure that the prequalification criteria are clear and explicit, and that they refer to the needs and characteristics of this specific procurement, from “Suppliers” of spares, repair, maintenance and servicing of Motor Vehicles/Cycles, Plant and Boat.

1.4 Scope of Tender

1.4.1 Kenya Power & Lighting Company Ltd, hereinafter referred to as the procuring entity, intends to pre-qualify CANDIDATES FOR SUPPLY OF SPARES, REPAIR & MAINTENANCE SERVICES, SERVICING OF MOTOR VEHICLES/CYCLES, PLANT & BOAT AND RELATED SERVICES

1.4.2 It is expected that prequalification applications will be submitted to be received by the procuring entity not later than 20.06.2012 Wednesday at 10.00am.

1.4.3 Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates subject to limitations set out in section B -2.

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Section A - Invitation for Prequalification Tender No. KP4/9A-5/PT/03/12Tender Name: PRE – QUALIFICATION OF CANDIDATES FOR SUPPLY

OF SPARES, REPAIR & MAINTENANCE SERVICES, SERVICING OF MOTOR VEHICLES/CYCLES, PLANT, BOAT AND RELATED SERVICES

1. Kenya Power & Lighting Company Ltd & Lighting Co. Ltd, hereinafter referred as “Procuring entity” intends to pre-qualify candidates for Pre-qualification of suppliers for supply of spares, repairs & maintenance services, servicing of Motor Vehicles/Cycles, Plant & Boat and other related services as more specifically set out in ‘Appendix I’.

2. Prequalification is open to Suppliers and Agents with outlets in the various Kenya Power & Lighting Company Ltd branches of West region as listed in ‘Appendix II’.

3. Pre-qualification for items 6, 10, 11, 13, 15, 16, of ‘Appendix I’ is limited to outlets in Mombasa town only.

4. Tender Documents with detailed information may be obtained from Procurement Office, Electicity House Mombasa, Nkurumah Road, 2nd floor room 213 on normal working days from 29.05.2012 between 9.00 a.m. & 12.30

p.m. and 2.00 p.m. & 4.30 p.m. upon payment of a non–refundable fee of Kenya Shillings One Thousand Five Hundred Shillings Only (KSh.1, 500/=) or the equivalent amount in United States Dollars (USD) using the selling exchange rate ruling at the date of the tender document purchase provided by the Central Bank of Kenya (See Central Bank of Kenya website- www.centralbank.go.ke. Payment shall be made in cash or by Bankers Cheque at Costing Offices in the same premises.

5. A minimum requirement for qualification is to provide all details as required by the Appendices indicated in section D.

6. Applications for prequalification must be submitted enclosed in plain sealed envelopes marked with the tender name and reference number “KP4/9A-5/PT/03/12 - Pre-qualification of suppliers for supply of spares, repairs & maintenance services, servicing of Motor Vehicles/Cycles, Plant, Boat and other related services” and deposited in the tender box situated at Kenya Power & Lighting Company Ltd & Lighting Co. Ltd Banking Halls, Ground floor Electricity House – Mombasa, so as to be received not later than 10.00 a.m. on 20th June 2012.

7. 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 pre-qualified under this prequalification process will be invited to tender.

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Section B - General Information Introduction

1. Eligible Tenderers

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

1.2 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.

1.3 Successful suppliers shall undertake to complete the supply of goods or services as per schedule outlined in Appendix III or by a mutually agreed completion date specified in tender award document.

1.4 Tenderers shall not be under a declaration of ineligibility for corrupt and fraudulent practices.

2. Eligible Goods

2.1 All goods to be supplied under the contract shall have their origin in eligible source countries.

2.2 For purposes of this clause, “origin” means the place where the goods are mined, or produced. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, a commercially-recognized product results that is substantially different in basic characteristics or in purpose or utility from its components.

2.3 The origin of goods is distinct from the nationality of the tenderer.

3. Cost of Tendering

3.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender, and the procuring entity, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tendering process.

The Tender Document

4 Contents

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4.1 The tender document comprises the documents listed below and addenda issued in accordance with clause 6 of these instructions to tenders.

(i) Introduction(ii) Invitation for Tenders(iii) General information(iv)Tender Evaluation Criteria(v) Letter of application(vi)Tender submission Schedule(vii) Appendices I – XI

4.2 The Tenderer is expected to examine all instructions, forms, terms, and specifications in the tender documents. Failure to furnish all information required by the tender documents or to submit a tender not substantially responsive to the tender documents in every respect will be at the tenderers risk and may result in the rejection of its tender.

5. Clarification of Documents

5.1 A prospective tenderer requiring any clarification of the tender document may notify the Procuring entity in writing or by cable (hereinafter, the term cable is deemed to include telex and facsimile) at the entity’s address indicated in the Invitation for tenders. The Procuring entity will respond in writing to any request for clarification of the tender documents, which it receives no later than fourteen (14) days prior to the deadline for the submission of tenders, prescribed by the procuring entity. Written copies of the Procuring entities response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective tenderers that have received the tender document.

6. Amendment of Documents

18.2 At any time prior to the deadline for submission of tenders, the Procuring entity, for any reason, whether at its own initiative or in response to a clarification requested by a prospective tenderer, may modify the tender documents by amendment.

6.2 All prospective candidates that have received the tender documents will be notified of the amendment in writing or by cable, and will be binding on them.

6.3 In order to allow prospective tenderers reasonable time in which to take the amendment into account in preparing their tenders, the Procuring entity, at its discretion, may extend the deadline for the submission of tenders.

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Preparation of Tenders

7. Language of Tender

7.1 The tender prepared by the tenderer, as well as all correspondence and documents relating to the tender exchanged by the tenderer and the Procuring entity, shall be written in English language, provided that any printed literature furnished by the tenderer may be written in another language provided they are accompanied by an accurate English translation of the relevant passages in which case, for purposes of interpretation of the tender, the English translation shall govern.

8. Documents Comprising the Tender

8.1 The tender prepared by the tenderer shall comprise the following components:

(a) The vendor evaluation questionnaire, Copy of registration certificate, Valid KRA Tax Compliance Certificate, applicable trade licenses, PIN certificate, and VAT certificate where applicable.

(b) A Tender Form Appendix V indicating the groups/classes of business applied for as set out in Appendix I.

(c) Documentary evidence established in accordance with paragraph 12 that the tenderer is eligible to tender and is qualified to perform the contract if its tender is accepted.

9. Tender Form

9.1 The tenderer shall complete the Tender Form indicating the groups/classes of business applied for as set out in Appendix I.

10. Payment

10.1 Terms of Payment

The minimum credit period shall be 30 days for supply of goods/services after delivery and submission of invoice

10.2 Method of Payment

Payment shall be by direct transmission of money to the suppliers account in Kenya Shillings 30 days after submission of the invoice and other relevant documents.

11. Tender Currencies

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11.1 Prices shall be quoted in the following currencies:

(a) For goods that the tenderer will supply from within Kenya, the prices shall be quoted in Kenya shillings; and

(b) For goods that the tenderer will supply from outside Kenya, the prices shall be quoted in US dollars or in another freely convertible currency. The currency quoted must be clearly indicated on the price schedule of goods.

(c) Exchange rate to be used for currency conversion shall be the Central Bank of Kenya selling rate ruling on Tender closing dates.

12. Tenderers Eligibility and Qualifications.

12.1 Pursuant to paragraph 8.1 (c) of section B, the tenderer shall furnish, as part of its tender, documents establishing the tenderers qualifications to perform the contract if its tender is accepted.

12.3 The documentary evidence of the tenderers qualifications to perform the contract if its tender is accepted shall establish to the Procuring entity’s satisfaction:

(a) That the tenderer has the financial, technical, and production capability necessary to perform the contract, appendices VI-VII. Appendix IX shall be applicable to suppliers of services and not to those of goods;

(d) That, the tenderer is able to carry out the Tenderer’s maintenance, repair, and spare parts-stocking obligations. This shall be assessed by a visit to the supplier’s premises by the procurement entity’s tender evaluation committee.

(e) An undertaking, ‘appendix X’ by the tenderer that invoices shall be issued and submitted to the procuring entity within 2 working days after completion of works/supply.

13. Format and Signing of Tender

13.1 The tenderer shall prepare two copies of the tender, clearly marking each “ORIGINAL TENDER” and “COPY OF TENDER,” as appropriate. In the event of any discrepancy between them, the original shall govern.

13.2 The original and the copy of the tender shall be typed or written in indelible ink and shall be signed by the tenderer or a person or persons duly authorized to bind the tenderer to the contract. All pages of the tender, except for unamended printed literature, shall be initiated by the person or persons signing the tender and stamped.

Submission of Tenders

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14. Sealing and Marking of Tenders

14.1 The tenderer shall seal the original and copy of the tender in separate envelopes, duly marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then be sealed in an outer envelope.

14.2 The inner and outer envelopes shall:

(a) be addressed to the Procuring entity at the following address: The Regional Manager, Kenya Power & Lighting Company Ltd, COAST REGION Electricity house, P.O. Box 90104-80100 MOMBASA.

(b) and bear, KP4/9A-5/PT/03/12 - Pre-qualification of suppliers for supply of

spares, repairs & maintenance services, servicing of Motor Vehicles/Cycles Plant, Boat and other related services and the words: “DO NOT OPEN BEFORE,” 20.06.2012 at 10.00AM.

14.3 The inner envelopes shall also indicate the name and address of the tenderer to enable the tender to be returned unopened in case it is declared “late”.

14.4 If the outer envelope is not sealed and marked as required by paragraph 14.2, the Procuring entity will assume no responsibility for the tender’s misplacement or premature opening.

15. Deadline for Submission of Tenders

15.1 Tenders must be received by the Procuring entity at the address specified under paragraph 14.2 no later than 20.06.2012 at 10.00 A.M.

15.2 The Procuring entity may, at its discretion, extend this deadline for the submission of tenders by amending the tender documents in accordance with paragraph 6, in which case all rights and obligations of the Procuring entity and candidates previously subject to the deadline will thereafter be subject to the deadline as extended.

16 . Modification and Withdrawal of Tenders

16.1 The tenderer may modify or withdraw its tender after the tender’s submission, provided that written notice of the modification, including substitution or withdrawal of the tenders, is received by the Procuring prior to the deadline prescribed for submission of tenders.

16.2 The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance with the provisions of paragraph 12. A withdrawal

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16.3 Notice may also be sent by cable, but followed by a signed confirmation copy, postmarked not later than the deadline for submission of tenders.

16.4 No tender may be modified after the deadline for submission of tenders.

Opening and Evaluation of Tenders

17 Opening of tenders

17.1 Procuring entity will open all tenders in the presence of tenderers’ representatives who choose to attend, at 10.00a.m on 20.06.2012 at the Kenya Power & Lighting Company Ltd Conference Rooms 1st Floor Electricity House – Mombasa.

17.2 The tenderers’ representatives who are present shall sign a register evidencing their attendance.

17.3 The tenderers’ names, tender modifications or withdrawals, and the presence or absence of requisite details as the Procuring entity, at its discretion, may consider appropriate, will be announced at the opening.

17.4 The Procuring entity will prepare and preserve a tender opening schedule.

18. Clarification of Tenders

18.1 To assist in the examination, evaluation and comparison of tenders the Procuring entity may, at its discretion, ask the tenderer for a clarification of its tender. The request for clarification and the response shall be in writing, and no change in the prices or substance of the tender shall be sought, offered, or permitted. The clarifications should be addressed to:-

The Principal Procurement Officer, CoastElectricity House, Nkuruma Road, MombasaP.O. Box 90104MOMBASA, KenyaTEL No. 254-0412225564FAX NO. 254-41-2311227

18.2 Any effort by the tenderer to influence the Procuring entity in the Procuring entity’s tender evaluation, tender comparison or contract award decisions may result in the rejection of the tenderers’ tender.

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19. Preliminary Examination

19.1 The Procuring entity will examine the tenders to determine whether they are complete, whether the documents have been properly signed, and whether the tenders are generally in order.

19.2 The Procuring entity may waive any minor informality or non-conformity or irregularity in a tender which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any tenderer.

19.3 Prior to the detailed evaluation, pursuant to paragraph 20, the Procuring entity will determine the substantial responsiveness of each tender to the tender documents.

19.4 For purposes of these paragraphs, a substantially responsive tender is one which conforms to all the terms and conditions of the tender documents without material deviations. The Procuring entity’s determination of a tender’s responsiveness is to be based on the contents of the tender itself without recourse to extrinsic evidence.

19.5 If a tender is not substantially responsive, it will be rejected by the Procuring entity and may not subsequently be made responsive by the tenderer by correction of the nonconformity.

20. Evaluation and Comparison of Tenders

20.1 The Procuring entity will evaluate and compare the tenders, which have been determined to be substantially responsive, pursuant to paragraph 19.

20.2 The Procuring entity’s evaluation of a tender will take into account, the following factors which are MANDATORY:

(a) Duly filled Tender form indicating ALL classes applied for(b) Confidential Business Questionnaire (c) Undertaking to comply with Goods/Services delivery schedule (d) Financial declaration(e) Personnel Capabilities declaration(f) Equipment/tools/facilities declaration(g) Undertaking to comply with invoicing period requirement(h) Security/Insurance status form(i) Findings of visit to tenderer’s premises(j) Current List & address of two major customers and evidence if any.(k) Depot or depots bidders want to be prequalified and list of classes bidders want

to be prequalified.

20.3 The evaluation method outlined on section C will be applied.

21. Contacting the Procuring entity

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21.1 Subject to paragraph 18, no tenderer shall contact the Procuring entity on any matter relating to its tender, from the time of the tender opening to the time the contract is awarded.

21.2 Any effort by a tenderer to influence the Procuring entity in its decisions on tender evaluation, tender comparison, or contract award may result in the rejection of the Tenderer’s tender.

Award of Contracts

22. Post-qualification

22.1 The determination will take into account the tenderer financial, technical, and production capabilities. It will be based upon an examination of the documentary evidence of the tenderers qualifications submitted by the tenderer, pursuant to paragraph 12.3, as well as such other information as the Procuring entity deems necessary and appropriate.

Award Criteria

22.2 Subject to paragraph 10,20 and 23 the Procuring entity will pre-qualify successful tenderer(s) whose tender has been determined to be substantially responsive and has been determined to be the most qualified evaluated technically compliant tenderer subject to the available slots for classes detailed in appendix 1.

23. Procuring entity’s Right to accept or Reject any or All Tenders

23.1 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 thereby incurring any liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the grounds for the Procuring entity’s action.

24. Notification of Award

24.1 Prior to the expiration of the period of tender validity, the Procuring entity will notify the successful tenderer in writing that its tender has been accepted.

24.2 The notification of award will not constitute the formation of a Contract until after 21 days subject to the tenderer fulfilling the terms of Award.

24.3 Simultaneously, on issuance of notification of Award to the successful Tenderer, pursuance to paragraph 25, the Procuring entity will promptly notify each unsuccessful Tenderer.

25. Signing of Contract

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25.1 At the same time as the Procuring entity notifies the successful tenderer that its tender has been accepted, the Procuring entity will send the tenderer the Contract Form provided in the tender documents, incorporating all agreements between the parties.

25.2 On the expiry of 21 days after receipt of the Notification and the Contract Form, the successful tenderer shall sign and date the contract and return it to the Procuring entity within thirty (30) days from the date of Notification of Award.

26. Corrupt Fraudulent Practices

26.1 The Procuring entity requires that tenderers observe the highest standard of ethics during the procurement process and execution of contracts. In pursuance of this policy, the Procuring entity:-

(a) defines, for the purposes of this provision, the terms set forth below as follows:

(i) “corrupt practice” means the offering, giving, receiving or soliciting of any thing of value to influence the action of a public official in the procurement process or in contract execution; and

(ii) “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the Procuring entity, and includes collusive practice among tenderer (prior to or after tender submission) designed to establish tender prices at artificial non-competitive levels and to deprive the Procuring entity of the benefits of free and open competition;

(b) will reject a proposal for award if it determines that the tenderer recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question;

(c) will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded any contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, a contract.

26.2 Furthermore, tenderers shall be aware of the provision stated in the General Conditions of Contract.

27 Updating Pre-qualification Information

27.1 Pre qualified candidates shall be required to update the information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A supplier shall be struck from the list of pre-qualified suppliers if the applicant’s qualification thresholds are no longer met at any time before the expiry of the pre-qualification period.

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SECTION C - EVALUATION CRITERIASummary of Evaluation Process

1. PRELIMINARY EVALUATION

This shall include confirming submission of: - Confidential Business Questionnaire Letter of Application/Tender form Financial declaration financial statements of the last two years, 2010 & 2011. Undertaking to adhere to the delivery schedule Undertaking to adhere to the Invoicing period requirement Valid KRA tax compliance certificate Copy of Registration Certificate Vat & Pin Certificates List of depots or depot suppliers want to be pre-qualified. List of classes bidders want to be prequalified.

Tenders will be considered responsive and proceed to technical evaluation stage only if they comply with part 1 above, Preliminary Evaluation.

2 TECHNICAL EVALUATION

This shall include the following:-

Evaluation Criteria1 Visits by a technical evaluation committee to verify declared information

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SECTION D - APPENDICESListed hereunder and attached are the Appendices, which, form part of the Tender documents.

NO. TITLE

I Classes of Suppliers to be pre-qualifiedII List of Depots under Coast Region, Bidders to select

Depots they wish to be pre-qualifiedIII Schedule for under wash, engine wash, puncture

servicesIV Schedule for seat repairsV Delivery scheduleVI Confidential Business questionnaireVII Tender/Application FormVIII Financial declarationVIIII Acceptance of invoicing Period IX Declaration of Personnel CapacityXI Declaration of Equipment capacityXII Declaration of security/Insurance arrangementsXIII List of classes & depots, suppliers want to be

prequalified

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SECTION E: TENDER SUBMISSION SCHEDULE

In addition to meeting other requirements in this tender, the following details should be provided.

Tender submissions shall be arranged and bound as follows:

Document

Item Comments

1 Acceptance of delivery Schedule – Appendix III

2 Confidential Business Questionnaire – appendix IV

3 Tender/Application Form – Appendix V4 Financial Declaration – Appendix VI5 Personnel declaration –Appendix VIII6 Equipment capability – Appendix IX7 Invoicing period undertaking – Appendix

VII8 Security/Insurance arrangements

declaration – Appendix X9 Business registration certificate10 Valid operating licenses11 Copy of PIN Card12 Copy of VAT Registration Certificate

where applicable13 Valid KRA Tax Compliance Certificate14 List of depots supplier wants to be

prequalified15 List of classes supplier want to be pre-

qualified

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APPENDIX I – CLASSIFICATION OF SUPPLIERS

CLASS ITEM DESCRIPTION1. ACCIDENT & MECHANICAL REPAIRS

2. BRAKE SKIMMING/REBONDING

3. EXHAUST PIPE

4. HYDRAULICS

5. MANUFACTURE HOSES

6. INJECTOR PUMP/NOZZLES SERVICE

7. MACHINING OF ENGINE PARTS

8. MINOR MECHANICAL REPAIRS, SERVICING, PUNCTURE REPAIRS & WELDING

9. MOTOR CYCLE REPAIRS

10. RADIATOR – NEW RECORE, REPAIR

11. SEATS RECUSHIONING

12. TOWING AND RECOVERY

13. INSTALLATION AND REPAIR OF SPEED GOVERNORS

14. REPAIR OF W/SHOP ELECTRICAL COMPONENTS

15. SUPPLY OF MOTOR VEHICLE SPARE PARTS

16. SUPPLY OF MOTOR CYCLE SPARE PARTS

17. VEHICLE WIRING HARNESS

18. MOTOR VEHICLE/CYCLE DEALERS AND DEALER AGENTS

19. UNDERWASH

20. ENGINE WASH

21. PUNCTURE REPAIRS

22. BOAT ENGINE REPAIR AND MAINTENANCE

23. BOAT FIBRE/HULL REPAIR AND MAINTENANCE

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APPENDIX II - COAST REGION DEPOTS LIST

1. Mombasa Island

2. Kilifi3. Ukunda4. Malindi5. Mpeketoni6. Hola7. Lamu8. Voi9. Wundanyi10. Taveta11. Loitktok12. Mtito Andei

BIDDERS MUST INDICATE/ CHOOSE THE DEPORTS ON APPLICATION APPENDIX ON PAGE 24

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APPENDIX III – SCHEDULE FOR UNDERWASH,

ENGINEWASH AND PUNCTURE

SERVICE

APPENDIX 1 - PRICES FOR VEHICLE SERVICES AND PUNCTURE REPAIRSPRICES (Kshs.) FOR SERVICES AND PUNCTURES

NO MODELS COMPRE- DAIHATSU LAND DOUBLE ISUZU ISUZUPICK-UP NISSAN LORRY HIAB

SSOR TERRIOS CRUISER CABIN 3&4 T MINIBUSWITH BODY URVAN MACH

4X4 4X2 ITEMS

1 ENGINE WASH 2 UNDERWASH

3WHEEL BALANCING PER WHEEL

4 WHEEL ALIGNMENT 5 GREASING 6 BATTERY CHARGING 7 TYRE CHANGING

8TUBELESS TYRE PUNCTURE SEAL

9 TUBELESS TYRE HOTPATCH 10 NOZZLE REPLACEMENT

11CANVAS (WHERE APPLICABLE)

PRICE PER

LITRE1 DISTILLED WATER 2 BATTERY ACID

PUNCTURE PATCHES (TIP TOP)

TYPE/SIZE PRICE1 F2

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2 No. 2 3 No. 3 4 No. 4 5 No. 5

TYPE/SIZE PRICE6 No. 6 7 No. 7 8 No. 7A 9 No. 7B

TYPE PRICE1 HOT PATCH NO. 5 2 HOT PATCH NO. 6

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APPENDIX IV – DELIVERY SCHEDULE

Date ……………………………

To ………………………………………………………………….(Name and address of the procuring entity)

Ladies and/or Gentlemen

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 undertake to at all times comply with the delivery schedule outlined below if my application for pre-qualification is successful.

Item Description of Requirement Delivery period after order Comment1 Supply of spare parts On order or within Maximum 2

working days2 Minor repairs less than Ksh

10,000.00Maximum 1 day

3 Repairs between Ksh 10,000.00 -30,000.00

Maximum 2 days

4 Repairs between Ksh 30,000.00 – 100,000.00

As agreed on order, Maximum 2 Weeks

5 Repairs above Ksh 100,000.00

As agreed on order, Maximum 4 Weeks

Signed

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Name

For and on behalf of (name of Applicant)Rubber stamp required.

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APPENDIX IV – CONFIDENTIAL BUSINESS QUESTIONNAIRE

Vendor Name …………………………………………………………………………………………….

Company Address …………………………………………Town ………………………………………………….

Phone 1……………………Phone 2…………………….Fax ………………..e-mail…………………….. ……………………………….

Physical Address …………………………………………………………………………………….………………..

Contact Person: 1) ……………………………………… Designation ……………………………………………..

2) ………………………………………. Designation …………………………………………….

Definition of Business:

Sole Proprietor ……….…..Company ……………. Partnership ……………………………

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

………. …………………………………………………………..

…………………………………………………………………….

Range of Products: 1.……………………………………………………………………………………

2. ……………………………………………………………………………

3. ……………………………………………………………………………

Line of Specialisation :…………………………………………………………………………………………….

Type of Premises : Permanent ……………. Semi-Permanent…………Warehouse………………

Residential ……………Temporary ……………Office/Shop……………………..

Trade Reference :1 ………………………………………………………………………… (2 Biggest Customers – attach letter/order copies from current customer)

2. …………………………………………………………………………

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Terms of Payment: - 30 days credit period------.

Have you ever been blacklisted by Kenya Power & Lighting Company Ltd.? YES……. N0 …….

If YES give details in a separate paper.

Have you ever been blacklisted by a Government Agency or Parastatal.? YES ……. N0……..If YES give details in a separate paper

PLEASE SUBMIT COPIES OF THE FOLLOWING DOCUMENTS :-

1. Registration Certificate

2. Valid KRA Tax Compliance Certificate

3. Trade Licence

4. VAT + PIN Numbers

1. I do hereby confirm that the information given above is correct.

2. I do accept that if considered, I shall make deliveries as covered by the Purchase 0rder

Within the period stipulated on the order and the whole purchase shall be subject to the

conditions of purchase as given.

3. I also authorize Kenya Power & Lighting Company Ltd to carry out independent verification of any of the information given above

Other Comments ………………………………………………………………………………………………..

………………………………………………………………………………………………..

………………………………………………………………………………………………..

Name of authorized Officer ……………………………………….………………

Signature ……………………….

Designation ………………………………………………… Date …………………………….

For and on behalf of: (Company Rubber Stamp)

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APPENDIX V – TENDER/APPLICATION FORM

Date ……………………………

To ………………………………………………………………….(name and address of the procuring entity)

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 pre-qualified by yourselves as a bidder for the following contract(s) under Tender No. KP4/9A-5/PT/03/12 – Pre-qualification of suppliers for supply of spares, repair & maintenance services, servicing of Motor Vehicles/Cycles, Plant and Boat and other related services 2011/13”

Item Class Class Description DEPORTS1234

2. Attached to this letter are copies of original documents defining (a) the Applicant’s legal status(b) the principal place of business and(c) the place of incorporation (for applicants who are corporations), or

the place of registration and the nationality of the owners (for applicants who are partnerships or individually-owned firms).

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

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referred to in the supporting information, to provide such information deemed necessary and as requested by you 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 inquiriesContact 1 Telephone 1

Contact 2 Telephone 2

Personnel inquiriesContact 1 Telephone 1

Contact 2 Telephone 2

Technical inquiriesContact 1 Telephone 1

Contact 2 Telephone 2

Financial inquiriesContact 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

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(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 <each> contract, and the responsibilities for execution of the <each> 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

liability 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) For and on behalf of (name of partner)

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APPENDIX VI – FINANCIAL DECLARATION

Annual turnover data for past 2 years

YEAR 2010 2011TURN OVER (KSH)

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APPENDIX VII – UNDERTAKING ON INVOICING PERIOD

Date ……………………………

To ………………………………………………………………….(name and address of the procuring entity)

Ladies and/or Gentlemen

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 undertake to invoice the procuring entity for goods supplied/services rendered within two (2) working days of delivery of completion of repair works.

Signed

Name

For and on behalf of (name of Applicant)Rubber stamp required.

.

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APPENDIX VIII– DECLARATION OF PERSONNEL CAPABILITIES

This section requires provision of data on staffing levels and essential staff qualifications/skills necessary for successful fulfillment of the requirements of the class of supplier applied for. Provide information on a separate sheet cleared labeled ‘appendix VII’.

APPENDIX IX– DECLARATION OF EQUIPMENT CAPABILITIES

This section requires provision of data on equipment/facilities available to the applicant necessary for successful fulfillment of the requirements of the class of supplier applied for. Provide information on a separate sheet cleared labeled ‘appendix VIII’.

APPENDIX X– DECLARATION OF SECURITY/INSURANCE ARRANGEMENT (NOT APPLICABLE FOR SUPPLIER CLASSES 18 &19)

SECURITY

This section requires provision of information on the insurance/security arrangement for the applicant’s premises where the procuring entity’s motor vehicles/cycles, plant, machinery or accessories may be held in the course of servicing or repairs.

1. Perimeter wall Yes/No Stone/Iron sheet/Other (specify)……………………

2. Day guard Yes/No Firm…………………………………………………

3. Night guard Yes/No Firm…………………………………………………

4. Alarm system Yes/No Firm…………………………………………………

INSURANCE

Description Sum Assured Ksh

Insurance firm Expiry Date

1234567

Note: Attach copies of policy documents/certificates

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