PREQUALIFICATION DOCUMENT F-19-7
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Zetech University is a leading institution in the provision of holistic education and
fostering a culture of integrity, hard work, research, innovation and creativity
towards problem-solving and lifelong skills. The university understands the strategic
value presented by a vibrant and efficient supply base in achieving its objectives,
goals and overall vision.
Towards this end, we are looking forward to establishing a committed supplier base
to be engaged for the period 2021-2023 in the supply of various goods, services and
works as detailed on the pre-qualification notice.
Interested and eligible suppliers are requested to make their submission (as required
herein) on or before 8th October, 2021.
1. Invitation to Pre-qualification
The purpose of this pre-qualification document is to enable interested eligible
Applicants, to submit sufficient information as requested herein for evaluation and
assessment by the University on their suitability and capability for engagements
within the institution's spend structure.
2. Notes for completion
i. Please complete in English, hand-written in block capitals.
ii. Continue on separate sheets if the space in the document is not adequate.
(Attach and submit with the main document).
iii. Please do not use abbreviations. Where such is used, please provide a clear
description thereof for ease of interpretation.
iv. Please include, where appropriate, any supporting documents/evidence as
required herein or as you may deem necessary. (All provided information
will be handled with utmost confidentiality)
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v. Please return two signed, dated and sealed hard copies (marked original
and copy) of the completed questionnaire and all supporting information
on or before the date stipulated on the prequalification notice.
3. Instructions to Applicants
3.1 Scope of Application
Zetech University issues this Prequalification Document (PQD) for application
by interested applicants in registration of suppliers for the period 2021-2023.
Interested applicants are advised to apply for categories covering their areas of
specialization. It is hereby assumed that the information requested herein shall be
sufficient for the evaluation of competence, capacity and general suitability of the
applicants. However, applicants willing to provide additional information not
requested herein may do so in strict adherence to the general instructions.
3.2 Fraud and corruption
Zetech University requires all interested applicants to observe the highest standard
of ethics during the prequalification process and should not in any way participate
in corrupt/unethical practices. The University reserves the right to reject any
submission if it’s determined that a bidder recommended for prequalification has,
directly or through an agent, engaged in corrupt, fraudulent, collusive, or coercive
practices during execution of the evaluation process.
3.3 Eligible Applicants
i. An Applicant may be a private, public, or government-owned legal entity,
or any combination thereof in the form of association or Joint Venture with
the formal intent of running a business. In the case of a Joint Venture,
unless otherwise specified, all parties shall be jointly and severally liable,
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and shall appoint a representative who shall have the authority to conduct
all business for and on behalf of any and all the partners of the Joint
Venture during the prequalification and bidding process and also during
contract execution.
ii. An Applicant may be of any nationality trading under a locally registered
legal entity.
iii. Applicants shall not have any conflict of interest and shall be obligated to
disclose any situation of actual or potential conflict that may impact their
capacity to serve the best interest of the University. Failure to disclose the
said situations may lead to rejection of the Application, Bid, or even
eventual termination of any awarded contract.
iv. The applicant and his or her sub-contractor/s, if any, is/are not debarred
from participating in procurement proceedings under the laws of Kenya.
v. The applicant is not insolvent, in receivership, bankrupt, or in the process
of been wound up.
vi. The applicant has fulfilled tax obligations.
vii. The applicant is not guilty of any violation of fair employment practices
and environmental regulations.
3.4 Eligible Goods and Related Services.
All goods, works and services described in the notice of invitation shall be deemed
eligible in view of the relevant quality and environmental standards. The University
seeks to abide by the various standards, provisions and directives of both local and
international agencies/authorities geared towards enhancing environmental and
social sustainability. It is therefore assumed that all applicants are familiar with
relevant regulations governing their areas of specialization and that they are willing
and able to comply with the requirements thereof.
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3.5 Amendment to Pre-qualification document.
At any time prior to the deadline for submission of applications, the University may
amend the prequalification document by issuing an addendum which shall form part
of the prequalification document and shall be communicated through a print advert
of enough wide circulation.
3.6 Application Fee
The applicant shall bear all costs associated with the preparation and submission of
the application. Zetech University will in no case be responsible or liable for these
costs regardless of the conduct or outcome of the prequalification process.
A non-refundable prequalification fee of Ksh 4,000
shall be payable to the University and evidence of the same is attached to the
submission.
3.7 Mandatory Documents
The following documentation shall be submitted:
i. Company/Business registration documents.
ii. KRA pin Certificate.
iii. Tax compliance documents.
iv. Audited Financial statements for the last THREE financial years.
v. Applicant’s Submission Form.
vi. Evidence establishing the Applicant’s eligibility for registration.
vii. Evidence establishing the Applicant’s capacity, experience and general
qualifications.
viii. Any other documentation as specified herein.
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3.8 Signing of the Application and Number of Copies
Interested applicants MUST prepare TWO Copies of the prequalification submission comprising of the application as described in this document and should be marked ‘Original’ and ‘Copy’. The documents should be hand-written in ink and duly signed and stamped by the applicant.
In the event of any discrepancy between the original and the copy, the original shall prevail.
3.9 Sealing and Identification of Applications.
The applicant should enclose the submissions in sealed envelopes:
i. And clearly write the name and address of the Applicant;
ii. Addressed to VICE CHANCELLOR, ZETECH UNIVERSITY as detailed
on the pre-qualification notice.
iii. Clearly indicate the specific category applied for. (Refer to the
prequalification notice)
3.10 Deadline for Submission of Applications.
Interested applicants should submit their applications by hand as specified in the
invitation notice. All submissions should be received by the institution at the stated
address on or before the deadline indicated in the notice. The University shall not
consider any document that arrives after the deadline for submission.
The University may, at its discretion, extend the deadline for the submission of
applications by amending the invitation notice in which case all rights and
obligations of the institution and the applicants subject to the previous deadline shall
thereafter be subject to the deadline as extended. A print advert to this effect will be
done before the end of the initial deadline.
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3.11 Evaluation of Applications
All submitted applications shall be subjected to the evaluation criteria as guided by
the University’s evaluation procedure (As attached)
To assist in the examination, evaluation and pre-qualification of the suppliers, the
University may, at its discretion, ask (in writing) any person submitting their
application for a clarification of their submission, and shall give a reasonable time
for a response. Any clarification submitted by a supplier that is not in response to a
request by the University shall not be considered.
3.12 Prequalification of Applicants
All applicants whose applications have met or exceeded (“passed”) all the specified
threshold requirements will, to the exclusion of all others, be prequalified by the
University for the period 2021-2023.
3.13 Notification of Prequalification
All Applicants shall, within One week after completion of the evaluation process, be
notified of the outcome of the evaluation exercise.
4. Pre-qualification Questionnaire
This document includes questionnaires to be completed and submitted as required
herein. Supporting documents shall still form part of the prequalification
document.
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5. Submission of pre-qualification documents.
Duly completed application documents (both Original and Copy) should be
addressed to:
VICE-CHANCELLOR,
ZETECH UNIVERSITY.
P.O. Box 2768 - 00200,
NAIROBI
And deposited in the tender box at the reception office, Zetech University (Thika
Road Campus) during normal working hours so as to be received on or before dates
specified in the prequalification notice.
Any submission delivered after the stated timeline shall be rejected and returned
unopened to the person/s applying.
6. Essential criteria for pre-qualification
i. The University shall evaluate all applications based on the following key
parameters:
ii. Preliminary Requirements–Prospective applicants shall in all respect, as
required herein, submit all required information in the manner and form
described in this document.
iii. Experience – The applicants should demonstrate their capability,
experience and excellence in organizing supply, delivery and provision of
goods, works and services as captured under categories detailed in the
prequalification notice.
iv. Financial Capability - The Applicants’ financial capability will be
determined by examination of their last THREE years audited financial
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statements or bank statements. Letters of recommendations and credit from
reputable financial institutions will be considered as well.
v. Past Performance - The past performance of applicants shall be given due
consideration in the prequalification exercise. Letters of reference, LPO’S
and contracts from past and present clients should be included.
vi. Organizational structure-The applicant is expected to demonstrate the
suitability of their organization structure to efficiently organize, execute
and deliver goods, services and works designed to meet various
requirements of the University.
vii. Quality Assurance Systems-The applicant is expected to demonstrate
compliance with relevant quality standards and their commitment to
delivering quality goods, services and works to the University. (Details to
be attached to the submission).
viii. Commitment to social and environmental sustainability - The applicant
MUST demonstrate their commitment to upholding social welfare and
protection of the environment to the best of their ability.
ix. CVs of technical staff (for technical consultancies and works) where
necessary shall be submitted as well. Registration with relevant
professional /regulatory bodies (where necessary) shall be examined
accordingly.
Note: Verification -The University shall have the right to visit the suppliers’
premises or carry out any other due diligence exercise as it deems fit to verify the
information provided in the submitted document and ascertain as part of the
prequalification process, that the bidder in- deed can supply the stated goods,
services and works.
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7. Organization Information
7.1 Business Name:
7.2 Contact details :( Proposed account manager)
Name of Contact Person: Position in organization: Cell Phone number: Postal Address: Email address:
7.3 Company/Business Registration details (Attach Registration Certificate and
license).
S/no Details Certificate No Date of
Registration
1. Business
Registration/Incorporation
Certificate.
2. Business Permit No.
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7.4 Tax Compliance:(Attach compliance certificates)
S/no. Details Certificate No.
1. KRA PIN No. (attach
certificate)
2. VAT No. (attach
certificate)
7.5 Physical Address.
Please give the details of office location/s of the main premise/s from which your
organization will be providing services similar to those required by Zetech
University.
1. County
2. Area/Street/Road
3. Building
4. Office No.
7.6 Litigations (attach affidavit signed by an advocate)
Are there any court actions outstanding/ongoing against your organization? If yes,
please give details (attach records as deemed appropriate)
S/No. Plaintiff Details Litigation Details
1.
2.
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7.7 Financial Statements
The applicant should provide copies of audited financial statements i.e. balance
sheet, income statement and cash flow statements for the last THREE years. Where
the business has been in operation for less than THREE years and has not been able
to prepare the required statements, please provide a bank statement for the period
the business has been in operation.
The financial statements shall:
- Reflect the true financial situation of the applicant or partner or a Joint
venture and be audited by a certified accountant.
- Be complete, including all notes to the financial statements.
- Correspond to accounting periods already completed and audited.
Please provide any other information you consider necessary for a fair appreciation
of the financial position and prospects of your organization.
7.8 Payment terms
Does your organization offer services /products on Credit terms? (Yes/No) - tick as
appropriate.
If yes, please indicate your credit terms (Indicate no. of allowable credit days) ….
7.9 Quality Assurance.
Please provide details of any quality assurance accreditation held by your
organization e.g. ISO 9001 or any equivalent standard relating to your area of
specialization (please attach a copy of your quality assurance certificate). If no
accreditation is held, please attach a copy of your quality assurance policy or quality
commitment.
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7.10 Staffing and supply co-ordination
i. Please attach details of your organization's structure.
ii. Please attach a detailed supply chain structure of your organization indicating
how you intend to add value to the University through the provision of the
services, works or goods applied for.
iii. Please demonstrate how you have/will continue driving resilience in the
current economic situation. (Attach a brief narration)
iv. Attach copies of CVs of technical staff (For consultancy and technical works
categories.)
8. Past experience.
Please provide details of relevant contracts/LPOs (Not more than SIX years) that you
have successfully executed in relation to the provision of services, works, or goods
similar to those applied for.
(Attach at least Five copies of completed contracts/LPOs)
S/no. Name of
Client/Buyer
Supply Details Estimate Value
(Ksh)
1.
2.
3.
4.
5.
8.1 Client feedback.
Please attach at least FIVE recommendation letters from your current/past clients.
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S/NO
REQUIREMENTS Please obtain the following information from THREE of your CURRENT clients as
requested herein. 1
Name of Buyer organization
…………………………………
Address:……………………………
…
Name of contact person
…………………………………
Phone…………………………….
Email………………………………
……….. Please tick appropriately:
Good Average Poor
Quality of deliveries.
Delivery timeliness.
General responsiveness.
General Performance.
Signature/ Company stamp: Date:
2 Name of Buyer organization
…………………………………
Address:……………………………
Name of contact person
……………………………………
Phone………………………………
……….
Email………………………………
………..
Please tick appropriately:
Good Average Poor
Quality of deliveries.
Delivery timeliness.
General responsiveness.
General Performance.
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Signature/ Company stamp: Date:
3
Name of Organization
……………………………………
Address……………………………
………
Name of contact person
……………………………………
Phone………………………………
……….
Email………………………………
………..
Please tick appropriately: Good Average Poor
Quality of deliveries.
Delivery timeliness.
General responsiveness.
General Performance.
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9. Confidentiality.
Applicants shall mark as “CONFIDENTIAL” all information in their Submission which
is confidential to their business. This may include proprietary information, trade secrets,
or commercial or financially sensitive information. However, the University shall treat all
submitted information as confidential information and shall only be used exclusively for
evaluation purposes.
10. Checklist
Please ensure your submission is in the manner described herein and has the
following documents:
i. Company/Business Registration Certificate. (Registration certificate)
ii. CR 12, in the case of a limited company, partnership deed, in the case of
partnership.
iii. KRA PIN Certificate.
iv. Tax Compliance Certificate.
v. Set of audited accounts for the last THREE financial years.
vi. Details of quality assurance accreditation and/or policy.
vii. LPO/ contracts relating to works performed in the last Three years. (Attach
copies of contracts/LPOs of FIVE high-value engagements).
viii. Company profile. (To include organization structure).
ix. Company’s Supply chain structure.
x. Quality Assurance System/commitment.
xi. Company’s commitment to social welfare and environmental
sustainability.
xii. CVs of technical persons and directors (in case of the specified categories)
xiii. A copy of the local authority license. (Business permit)
xiv. Bankers reference letter/s.
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xv. Litigation Affidavit. (Attach confirmation letter from advocate)
xvi. Proof of payment-A non-refundable prequalification fee of Ksh
4,000 payable for each application.
11. Payment Details:
The application fee should be paid through:
ABSA BANK or MPESA Pay bill No.303072
A/C No.2031653161 A/c No. PRE-SUP/2021
A/C Name: Zetech University.
Branch: ABSA Towers.
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CONFIDENTIAL BUSINESS QUESTIONNAIRE
Please provide all necessary information as requested in this form.
Part 1: General
Business name: ……………………………………………………
Contact person:……………………………………………………
Area of specialization:……………………………………………
Category No:……………………………………………….…….
Location of Business Premises.
County:…………………………………………………….…...
Street/Road …………………………………………………….
Plot No ……………………………………………. …………..
Postal address…………………………….. Tel No ………………..…
Email…….…………….……..….
Registration Certificate No………………………
Date of registration of business…………………..
Other business branches (if any)… … … … … … .
Part 2 (a): Sole proprietor(Attach
copy of Owner’s ID)
Name in full ………………………………………………………….
Age ……………….
Nationality …………………………………..
Citizenship ………………………………...
ID/Passport No: …………………………………
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Part 2 (b): Partnership (attach
partnership deed and copies of
partners ID)
Give details of partners as follows:
Name Citizenship
1.
2.
3.
4.
Part 2 (c): Registered Company (attach
CR12 and copies of Directors IDs)
(Private or public) tick as appropriate.
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Part 2 (b): Partnership (attach
partnership deed and copies of
partners ID)
Give details of partners as follows:
Name Citizenship
1.
2.
3.
4.
Part 2 (c): Registered Company (attach
CR12 and copies of Directors IDs)
(Private or public) tick as appropriate.
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SELF DECLARATION THAT THE APPLICANT IS NOT DEBARRED TO
PARTICIPATE IN ANY PROCUREMENT IN THE REPUBLIC OF KENYA
I,…………………………………….,of Post Office Box
….………………………. being a resident of………………………………….. in
the Republic of ……………………………. do hereby make a statement as
follows: -
i. THAT I am the Company Secretary/ Chief Executive/Managing
Director/Principal Officer/Director of
………....……………………………….. (insert name of the Company) who is
an applicant in respect of Supplier prequalification for Zetech University and
I’m duly authorized and competent to make this statement.
ii. THAT the aforesaid Company/firm, its directors and subcontractors have not
been debarred from participating in procurement proceeding under any laws
of the republic of Kenya.
iii. THAT the representation herein above is true to the best of my knowledge,
information and belief.
Name………………………… Signature……………………. Date and stamp………………………….
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SELF DECLARATION THAT THE APPLICANT WILL NOT ENGAGE IN ANY CORRUPT OR FRAUDULENT PRACTICE.
I…………………………………… of P.O. Box ……..................………………. being a resident of …………………………………... in the Republic of ………………. do hereby make a statement as follows: -
i. That I am the Chief Executive/Managing Director/Principal
Officer/Director of …….................................. (Insert name of the Company) who is an applicant in respect of Supplier prequalification for Zetech University and duly authorized and competent to make this statement.
ii. That the aforesaid Company, its servants and/or agents/subcontractors will
not engage in any corrupt or fraudulent practice and has not been requested to pay any inducement to any member of the Board, Management, Staff and/or employees of Zetech University.
iii. That the aforesaid Company, its servants and/or agents /subcontractors have not offered any inducement to any member of the Board, Management, Staff and/or employees of Zetech University.
iv. That the aforesaid company will not engage in any corrupt practices for any future engagement that the University may award to the supplier.
v. That the representation herein above is true to the best of my knowledge, information and belief.
Name……………………….
Signature…………………..
Date and stamp……………..
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APPLICATION SUBMISSION FORM
I/ We, the undersigned, apply to be prequalified for the referenced category and declare that: i . I/We have examined and have no reservations to the Prequalification
documents, including Addendum(s) issued in accordance with Instructions to applicants. ii. I/We, including any subcontractors or suppliers for any part of the contract
resulting from this prequalification process, have nationalities from eligible countries.
iii. I/We, including any subcontractors or suppliers for any part of the contract resulting from this prequalification, have not been declared ineligible as per the laws of Kenya.
iv. I/We, in accordance with the relevant laws of Kenya, plan to subcontract the following key activities and/or Services: (Identify the key activities if any)
a) …………………………. b) …………………………. c) ………………………….
v. The University and its authorized representatives are hereby authorized to conduct due diligence activities as may be deemed fit to verify statements, documents and information submitted in connection with this application.
Name:………………………
Sign and Stamp:…………………………
Designation:……………
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Supplier Prequalification Criteria
Item
no.
Parameter
Scoring criteria
Allocated
Score(marks)
1.
Preliminary
Requirements.
Certificate of incorporation/Registration
certificate
1
KRA PIN Certificate 2
Tax Compliance Certificate 2
Business permit/local authority trade
license.
2
Company Profile 2
Physical address details. 1
Attached Financial statements (as
requested)
2
Litigation History (Attach Affidavit) 2
Quality Assurance commitment. (Attach
your organizational policy)
2
Social and environmental sustainability
commitment. (Attach your organizational
policy)
2
Organizational structure (should include a
detailed supply chain structure)
2
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Zetech University is a leading institution in the provision of holistic education and
fostering a culture of integrity, hard work, research, innovation and creativity
towards problem-solving and lifelong skills. The university understands the strategic
value presented by a vibrant and efficient supply base in achieving its objectives,
goals and overall vision.
Towards this end, we are looking forward to establishing a committed supplier base
to be engaged for the period 2021-2023 in the supply of various goods, services and
works as detailed on the pre-qualification notice.
Interested and eligible suppliers are requested to make their submission (as required
herein) on or before 8th October, 2021.
1. Invitation to Pre-qualification
The purpose of this pre-qualification document is to enable interested eligible
Applicants, to submit sufficient information as requested herein for evaluation and
assessment by the University on their suitability and capability for engagements
within the institution's spend structure.
2. Notes for completion
i. Please complete in English, hand-written in block capitals.
ii. Continue on separate sheets if the space in the document is not adequate.
(Attach and submit with the main document).
iii. Please do not use abbreviations. Where such is used, please provide a clear
description thereof for ease of interpretation.
iv. Please include, where appropriate, any supporting documents/evidence as
required herein or as you may deem necessary. (All provided information
will be handled with utmost confidentiality)
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Total -20 marks
2.
Financial capability.
Evidence of stable liquidity (attach
income statement or bank statement, last 3
years)
5
Evidence of profitability of the business
(attach income statement, last 3 years)
3
Evidence of sound liability structure.
(Attach balance sheet, last 3 years)
2
Evidence of stable asset base. (Attach
Balance sheet, last 3 years)
3
Evidence of access to financial credit
facility. (attached bank reference letter)
4
Proposed Payment terms. 30 days 1
31-60 days 2
61-90 days 3
Total- 20 marks
3.
Experience.
Evidence of company experience (Attach
LPO’s/Contracts/completion certificates)
4
Business Experience exceeding 5yrs 3
Business Experience between 3-5yrs 2
Business Experience below 3yrs 1
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Zetech University is a leading institution in the provision of holistic education and
fostering a culture of integrity, hard work, research, innovation and creativity
towards problem-solving and lifelong skills. The university understands the strategic
value presented by a vibrant and efficient supply base in achieving its objectives,
goals and overall vision.
Towards this end, we are looking forward to establishing a committed supplier base
to be engaged for the period 2021-2023 in the supply of various goods, services and
works as detailed on the pre-qualification notice.
Interested and eligible suppliers are requested to make their submission (as required
herein) on or before 8th October, 2021.
1. Invitation to Pre-qualification
The purpose of this pre-qualification document is to enable interested eligible
Applicants, to submit sufficient information as requested herein for evaluation and
assessment by the University on their suitability and capability for engagements
within the institution's spend structure.
2. Notes for completion
i. Please complete in English, hand-written in block capitals.
ii. Continue on separate sheets if the space in the document is not adequate.
(Attach and submit with the main document).
iii. Please do not use abbreviations. Where such is used, please provide a clear
description thereof for ease of interpretation.
iv. Please include, where appropriate, any supporting documents/evidence as
required herein or as you may deem necessary. (All provided information
will be handled with utmost confidentiality)
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Evidence of experience of key personnel
(Attach CVs of directors and key
personnel)
3
Total- 13 marks
4. Past Performance (The
University shall, where
necessary, conduct due
diligence to establish the
past performance of the
applicants based on the
information provided
herein)
Evidence of past performance (Attach at
least FIVE recommendation letters from
your past/current clients.)
5
Review general
performance rating by
current clients (as
detailed on the
prequalification
document)
Excellent
Rating
5
Average
Rating
3
Poor Rating 0
Total -10 marks
5. Quality
Assurance/Commitment
to Quality.
Evidence of commitment to quality
(attach quality policy)
4
Quality rating by clients.
(see pre-qualification
document)
Excellent
Rating
5
Average
Rating
3
Poor Rating 0
3
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Accreditation by Quality Assurance
bodies e.g KEBS. (attach accreditation
certificate)
Total -12 marks
6. Organization structure
Can the Supplier’s organization structure
support optimum provision of services
and goods to the University.
Appropriate managerial structure. 3
Adequate staffing. 3
Appropriate qualification of technical
persons
3
Optimized supply chain structure 2
Total – 11 marks
7. Social and
Environmental
Responsibility.
Review the impact of the organization’s
activities to the environment and her
commitment to social welfare.
Evidence of an active organizational
social and environmental sustainability
policy. (Attach policy/commitment)
4
Evidence of commitment to fair
employment practices.
4
Evidence of Environmental or social
welfare recognition/Certification.
4
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Evidence of engagement in charity, or any
good course focused on
social/environmental welfare.
2
Total -14 marks
Grand Total.
100 marks