maseno university request for pre-qualification tender no.

MASENO UNIVERSITYREQUEST FOR PRE-QUALIFICATIONTENDER NO.___________________________:FOR________________________________________________________________________________(Complete above with right details as indicated in the pre-qualification advert for the tenderyou are applying for)Vice ChancellorMaseno UniversityPrivate BagMASENOMAY 2013

SECTION A: INVITATION TO TENDERDate: 22 nd May, 2013TENDER NO.__________________ TENDER NAME: ________________________________________________________________________________(Complete above as appropriate)1.1 Maseno University invites sealed bids from eligible tenderers for:______________________________________________________________(Indicate the tender name above)1.2 A complete set of pre-qualification documents may be obtained by interestedcandidates upon payment of non-refundable fees of Kshs 3,000.00 in BankersCheque payable at Cash Office, College Campus Maseno University.1.3 Completed tender documents are to be enclosed in plain sealed envelopesmarked with tender reference number and name without identifying thename of the tenderer and be deposited in the Tender Box at Reception Officeof Administration Block or be addressed to:The Vice Chancellor,Maseno University,Private Bag,MASENO.so as to reach on or before 5 th June 2013 at 10.00 a.m.1.4 Tenders will be opened immediately thereafter in the presence of the tenderersor their representatives who choose to attend at the University Boardroom, SiribaCampus.Procurement OfficerFor: Vice Chancellor3

SECTION B: GENERAL INFORMATIONMASENO UNIVERSITY will select candidates among those that submit documents, inaccordance with the method of selection detailed in this document.Pre-qualified candidates will be asked to give quotations for items required during theTWO Financial years on “as and when need arises” basis.ClarificationsClarifications on this pre-qualification document may be requested before thesubmission date specified below.The address for requesting clarifications is:Procurement Officer,Maseno University,Private BagMaseno KENYATel: 057351456/0722203411Email: po@maseno.ac.kePre-qualification documents should be submitted in the following language: EnglishCandidates MUST SUBMIT an original and ONE additional copy of each application.The pre-qualification submission address is:Vice ChancellorMaseno UniversityPrivate Bag,MasenoInformation on the outer envelope should also include:“PRE-QUALIFICATION OF SUPPLIERS FOR 2013/2015 FINANCIAL YEARS”TENDER NAME:TENDER NO:________________________________________________________________________________4

SECTION C-1: SPECIFIC PRE-QUALIFICATION REQUIREMENTS1. All firms MUST provide certified copies of genuine documents (MANDATORY) asindicated below:-i. Certificate of Registration /Incorporation/Change of Name.ii. VAT Registration Certificate.iii. Valid Tax Compliance Certificate from Kenya Revenue Authority.iv. Copies of PIN of firm/company.v. Current Business Permit.2. All firms must attach copies of firm’s audited accounts for the previous two yearsOR Bank Statements for the last One year.3. All firms must demonstrate that they have both experience and capacity (technicaland financial) in the business applied for and as such can engage into contractwith the University on CREDIT terms for at least 30 days. Attach Letter ofrecommendation/reference from previous organization served using the formatprovided herein.4. All firms must have not been debarred from engaging into business with a publicentity.5. All firms must provide evidence of existing Business Premise (Provide details ofphysical Address, mobile phone, email address and telephone number).6. All firms must complete the forms attached herein with correct information asrequired and MUST also be signed and stamped by the authorized officer(s).7. Firms applying for pre-qualification in consultancy related tenders MUST attachCVs of at least two staffs proposed for the assignments in the format providedherein.8. Where necessary, firms will be required to produce evidence of owningequipments and/or tools for carrying out contracts obligations with the University.5

2.3.2 The procuring entity’s employees, committee members, board members andtheir relative (spouse and children) are not eligible to participate in the tenderunless where specially allowed under the Act.2.3.3 All terms found capable of performing the contract satisfactorily in accordance tothe set prequalification criteria shall be prequalified.C2.4 Qualification Criteria2.4.1 Pre-qualification will be based on meeting the minimum requirements to pass inthe criteria set as shown below. The declaration will be either pass or failregarding the applicant’s general and particular experience, personnel andequipment capabilities and financial position as demonstrated by the applicant’sresponse in the forms provided in Section IV and submitted with the letter ofapplication. The procuring entity reserves the right to waive minor deviations ifthey do not materially affect the capability of an applicant to perform thecontract.2.4.2 General Experience. The applicant shall meet the minimum criteria set out in thisdocument.2.4.3 Personnel capabilities. The applicant must have suitably qualified personnel.2.4.4 Equipment capabilities. The applicant should own, or have assured access(through hire, lease, purchase agreement, availability of manufacturingequipment, or other means) the following key items of equipment in full goodworking order, and must demonstrate that, based on known commitments theywill be available for use in the proposed contract. The applicant may also listalternative equipment that it would propose for the contract together with anexplanation of the proposal2.4.5 Financial position. The applicant shall demonstrate that it has access to, or hasavailable, liquid assets, an un-encumbered real asset, lines of credit and otherfinancial means sufficient to meet the supply cash flow for a period of six (6)months, estimated at Kshs. 500,000, net of the suppliers’ commitments for othersupplies/ contracts.2.4.6 The audited Accounts for the last years (3) shall be submitted and mustdemonstrate the soundness of the applicant’s financial position, showing longtermprofitability. Where necessary the procuring entity will make inquiries withthe applicant’s bankers.7

2.4.7 Litigation history the applicant should provide accurate information on anylitigation or arbitration resulting from contracts completed or under its executionover the last five years. A consistent history of awards against the applicant orany partner of a joint venture may result in failure of the application.C2.5 Joint Venture2.5.1 Joint ventures must comply with the following:-(a) Following are the minimum qualification requirements.(i) The lead partner shall meet all the qualifying criteria in paras’s 2.4.2 and 2.4.5above.(ii) The other partners shall meet individually all the qualifying criteria given inpara. 2.4.3 and 2.4.6 above(iii) The joint venture must satisfy collectively the criteria of section 4, for whichpropose the relevant figures for each of the partners shall be added together toarrive at the joint ventures total capacity. Individual members must each satisfythe requirements of para 2.4.6 and 2.4.7 above.(b) The formation of a joint venture after pre-qualification and any change in aprequalified joint venture will be subject to the written approval of the procuringentity prior to the deadline for submission of bids. Such approval may be deniedif (i) partners withdraw from a joint venture and the remaining partners do notmeet the qualifying requirements (ii) the new partners to a joint venture are notqualified, individually or as another joint venture; or (iii) in the opinion of theprocuring entity a substantial reduction in competition may result.(c ) Any future bid shall be signed so as to legally bind all partners, jointly andseverally, and any bid shall be submitted with a copy of the joint ventureagreement providing the joint and several liability with respect to the contract.2.5.2 The pre-qualification of a joint venture does not necessarily pre qualify any of itsmembers individually as a member in any other joint venture or association.Incase of dissolution of a joint venture, each one of the constituent firms mayprequalify if it meets all the prequalification requirements, subject to a writtenapproval of the procuring entityC2.6 Public Sector companies2.6.1 Any public owned enterprise may be eligible to qualify if, in addition to meetingall the above requirements, it is also legally and financially autonomous, it8

operates under commercial law, and it is not a dependent agency of anotherpublic entity.C2.7. Conflict of Interest2.7.1 The applicant (including all members of a joint venture) shall neither beassociated, nor have been associated in the past, with the consultant or anyother entity that has prepared the design, specifications, and otherprequalification and bidding documents for the project, or with an entity that wasproposed as engineer for the contract. Any such association must be disclosedand may result in the disqualification of the applicant.C2.8. Updating Pre-qualification Information2.8.1 Pre qualified candidates shall be required to update the financial informationused for pre qualification at the time of submitting their bids and to confirm theircontinued compliance with the qualification criteria. A bid shall be rejected if theapplicant’s qualification thresholds are no longer met at the time of bidding.9

SECTION D: CRITERIA FOR EVALUATIONMaseno University Evaluation Committee shall evaluate the tenders on the basis of theirresponsiveness to the pre-qualification requirements as specified in this document.Bidders will be subjected to evaluation criteria described below and MUST meet all therequirements so as to qualify for pre-qualification:Requirements1. Pre-qualification Submission Form Completed and SignedYES/NO2. Business Questionnaire Form Completed and Signed3. Clients Rating Forms Completed and Signed4. Tender Submitted in TWO Copies5. Certificate of Registration /Incorporation provided6. Copy of VAT Registration Certificate provided7. Copy of Valid Tax Compliance Certificate from KenyaRevenue Authority provided8. Copies of PIN of firm/company provided9. Letter of recommendation/reference from previousorganization served provided10. Evidence of physical Business Premise (Provide details ofphysical address, mobile phone, email address andtelephone number) provided – A visit might be made tothe firm where necessary.11. Copy of Current Business Permit provided12. CV of key personnel proposed for the assignment(Only for professional consultancy prequalification)REMARKSSECTION E: STANDARD FORMSPASS/FAIL10

11E1. REQUALIFICATION SUBMISION FORM ………………8E2. CLIENT RATING FORMS ………………9E3. CONFIDENTIAL BUSINESS QUESTIONAIRE ………………11

E1. REQUALIFICATION SUBMISION FORMDate __________________________To: _________________________________________________________________(Name and address of client)Ladies/Gentlemen:We, the undersigned, submit our prequalification form for__________________________________________________________________________in accordance with(Title of prequalification)Request for Prequalification No…………………………………………………………………………..(Tender Number)Dated________________________, and our proposal. We are hereby submitting ourPrequalification documents, which includes the following attachments:………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..Our Price list as submitted by us shall be binding upon us up to expiration of the validityperiod specified in the instructions to Candidates.We understand you are not bound to accept any application you receive.We remain,Yours sincerely,____________________________________________________________________(Authorized Signature)____________________________________________________________________(Name and Title of Signature)____________________________________________________________________(Name of Applicant)____________________________________________________________________(Address)12

E2. CLIENT RATING FORMS (To be filled by the client)CLIENT No.Name and fulladdressof clientCategory of goods orservices renderedValue in Kshs Rating of theSupplier’sservices (pleasetick)1 ExcellentVery goodGoodFairNAME OF OFFICERRECOMMENDING ONBEHALF OF THECLIENTPoorDESIGNATIONSIGNATUREOFFICIAL STAMP ANDDATE13

CLIENT No.Name and fulladdressof clientCategory of goods orservices renderedValue in Kshs Rating of theSupplier’sservices (pleasetick)2 ExcellentVery goodGoodFairNAME OF OFFICERRECOMMENDING ONBEHALF OF THECLIENTPoorDESIGNATIONSIGNATUREOFFICIAL STAMP ANDDATE14

E3. CONFIDENTIAL BUSINESS QUESTIONAIREYou are requested to give the particulars indicated in part 1 and either part 2 (a)2 (b) or 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 – GeneralBusiness Name……………………………………………… Mobile ………………………………Location of business premises;Country/Town…………………………………………Plot No………………………………………………………Street/Road………………………………Postal Address………………………………Code………………… Tel No ……………………….Nature of Business…………………………………E-mail address………………………………Current Trade Licenses No……………………………………Expiring date…………………Maximum value of business which you can handle at any time: Kshs……………Nature of your bankers…………………………………………………………………………………Branch ………………………………………………………………………………………………………Part 2 (a)- Sole ProprietorYour name in full……………………………………………….Age……………………………………Nationality……………………………………………………Country of origin………………………Citizenship details…………………………………………………………………………………………Part 2 (b) – PartnershipGive details of partners as follows:Name in full Nationality Citizenship Details Shares1 ……………………………………………………………………………………………………2 …………………………………………………………………………………………………..3 …………………………………………………………………………………………………….15

I certify that the information above is correct. Full name and designation of authorizedsignatory.……………………………………………………………………………………………………………………Date………………………………………………………..Signed…………………………………………16

FORMAT FOR SUBMISION OF CANDIDATES’S REFERENCESRelevant Services carried out in the Last three Years that Best IllustrateQualificationUsing the format below, provide information on each assignment for which you eitherindividually as a corporate entity or in association, was legally contracted.Assignment Name:CountryLocation within CountryName of ClientAddressStart Date (Month/Year): Completion Date Approx. Value Of Services (Kshs)(Month/Year):Narrative Description of assignmentDescription of Actual services ProvidedSupplier’s Name: _____________________________________________________Name and title of signatory:_________________________________________________________________________________________________________________17

FORMAT OF CURRICULUM VIATE (CV) FOR STAFF TO BE INVOLVED IN THEASSIGNMENTProposed Position:Name of Staff:Profession:Date of Birth:Years with firm: _________________Nationality:_________________[Give an outline of staff member’s experience and training most pertinent totask on assignment. Describe degree of responsibility held by staff memberon relevant previous assignments and give dates and locations).EDUCATION:[Summarize college/University and other specialized education of staff member,giving names of schools, dates attended and degree (obtained)____________________________________________________________EMPLOYMENT RECORD:[Starting with present position, list in reverse order every employment held. Listall positions held by staff member since graduation, giving dates, names of employingorganization, titles of positions held, and locations of assignments]CERTIFICATION:I, the undersigned, certify that these data correctly describe me, myqualifications, and my experience. ____________Date___________[Signature]_____________________________________________ Date;_____________[Signature of authorized representative of the supplier]Full name, address and contact numbers of staff Member__________________________________________________________Full name, address and contact numbers of authorized representative:____________________________________________________________18