pre-qualification of contractors and consultants ... - Kenya Airways

CONTENTS1. Introduction ………………………………………………………………. 32. Invitation to tender………………………………………………………… 43. Important Notes for suppliers……………………………………………… 54. Mandatory Requirements………………………………………………….. 65. Prequalification Questionnaire…………………………………………….. 7Part A-General Information……………………………………….. 7Part B- EligibilityPart C- Financial Information …………………………………….. 9Part D- Trade References …………………………………………. 10Part E- Safety Information……………………….. 11Part F-Construction Industry Suppliers Special Information……… 12Part G-Certification ………………………………………………... 14Kenya Airways Prequalification Document July 2012 Page - 2 - of 14

INTRODUCTIONKenya Airways is the Pride of Africa! A world-class network airline that has been votedAfrica’s Best Airline, year after year, by Africa’s leading travel and aviation magazines.The Airline intends to update its register of prequalified building contractors andconsultants under the various categories for the period January 2013- December 2014.Interested eligible firms are invited to apply for prequalification, indicating the categoryof services they wish to provide.Those firms currently prequalified and wish to be considered need to apply afresh.One application form ONLY can be used to apply for ONE category. (Please note thatfailure to indicate the category no. and item description will lead toDISQUALIFICATION of your bid)Please read through this document carefully and provide the requested informationtogether with ALL required support documents.Kenya Airways Prequalification Document July 2012 Page - 3 - of 14

INVITATION TO TENDERKenya Airways Ltd invites applications for pre-qualification from competent buildingcontractors and consultants to carry out works within Kenya in the under listed categoriesfor the period from January 2013 to December 2014.A: CONTRACTORSKQ/P001/12 Building and Civil ContractorsKQ/P002/12 Electrical ContractorsKQ/P003/12 Plumbing and Drainage ContractorsKQ/P004/12 Air Conditioning ContractorsKQ/P005/12 Fire Detection & Suppression ContractorsKQ/P006/12 Furniture Contractors and SuppliersKQ/P007/12 Interior Décor Designers and ContractorsB: CONSULTANTSKQ/C008/12 ArchitectsKQ/C009/12 Structural EngineersKQ/C010/12 Quantity SurveyorsKQ/C011/12 Electrical & Mechanical EngineersKQ/C012/12 ValuersPrequalification documents can be downloaded from www.kenya-airways.com on thelink I-Supply at the footer menu. A non refundable fee of Kshs 3,000 per category ispayable in cash or by banker’s cheque to the Cash Office at the Head Quarters on NorthAirport Road, Embakasi during normal working hours, Monday to Friday 8am – 3pm.The original receipt showing proof of payment should be attached to the completedprequalification documents at the point of return.Completed prequalification documents in plain sealed envelopes, marked with theCategory Number & Description and addressed to:The Head of Supply Chain,Kenya Airways Ltd,P.O Box 19002,Nairobi, Kenya.should be deposited in the tender box situated at the main reception at Kenya AirwaysLtd Head Quarters in Embakasi, so as to be received on or before 12.00 Noon, Thursday16 th August 2012.Kenya Airways Ltd reserves the right to accept or reject applications made pursuant tothe prequalification at its own discretion without assigning any reason thereof. Anysubsequent appointment made pursuant to the prequalification is subject to invitation totender for specific jobs/services.Kenya Airways Prequalification Document July 2012 Page - 4 - of 14

IMPORTANT NOTES TO THE SUPPLIERa) The purpose of this document is to assist Kenya Airways Limited in theidentification and evaluation of potential contractors and consultants who maysubsequently be invited to tender or give quotations for works within thespecified category.b) The questionnaire is to be fully and comprehensively completed in allrespects.c) All documents must be submitted in English Language.d) Provide supporting documents requested for in the questionnaire.e) You may also be asked to clarify your answers or provide more details.f) Kenya Airways Ltd will examine the documents to determine completeness,general orderliness and sufficiency of response. Failure to complete thisquestionnaire and/or to provide written answers to any further questions orrequested additional information for clarification will result in the applicant’selimination from further consideration.g) Please note that by responding to this questionnaire you accept that allanswers provided are legally binding and should the need arise, may be usedas evidence in a court of law. Further, Kenya Airways reserves the rightwithout further recourse to verify at its own cost the accuracy of any answersprovided herein.h) Any information given and later found to be incorrect shall lead todisqualification of the Applicant.i) Information given by the applicant shall be treated in strict confidence.j) Applicants to kindly note that this does not amount to any contractualobligation on the part of Kenya Airways, and that Kenya Airways is notobliged to invite tenders/quotation from any or all who express interest byresponding to this pre-qualification process.k) If insufficient space has been provided on the questionnaire for the answers,please provide the answers as supplementary on separate sheets.l) The original document shall be prepared in indelible ink. It shall contain nointerlineations or overwriting, except as necessary to correct errors made bythe applicant. Any such corrections must be initialed by the person(s) whosign(s) the Document.m) The completed document shall be signed off and initialed by Director/Partnerof the organization and rubber stamped on each page and signed on the lastpage in the space provided.n) Applicants will meet all cost associated with preparation and submission oftheir applications.o) Canvassing will lead to automatic disqualification of the applicant.p) Submission is as per instruction given in Invitation to Tender.q) Late submission will not be acceptable. Any application(s) received after thedate of closure will be considered as late and disqualified.Kenya Airways Prequalification Document July 2012 Page - 5 - of 14

MANDATORY REQUIREMENTSYou shall be required to attach the following mandatory documents where applicable;i. Original official receipt as proof of payment for the prequalificationdocument.ii. Certificate of Incorporation, Partnership or Business registrationiii. Trading Certificate where applicableiv. PIN Certificatev. Certificate of registration with relevant regulatory authorities where applicablevi. VAT certificatevii. Tax Compliance Certificateviii. List of Directors, telephone, postal and email addressix. Annual Returns and Receiptx. Accounts Informationxi. CVs of Senior Staff and Others as it may have been requested.xii. Organogramxiii. Evidence of physical registered office (Attach miscellaneous receipt)Kenya Airways Prequalification Document July 2012 Page - 6 - of 14

PREQUALIFICATION QUESTIONNAIREPART A – GENERAL INFORMATION1 Name of Organization2 Postal Address3 Principal Contact PersonP.O Box……………......Code……………Name: ……………………………………………Position: ……………………………………………4 Contacts:Telephone: …………………………………….Fax No. ……………………………………….Email: …………………………………………..5 Physical Location of BusinessPremises( Note that a visit to your officemay be made to confirminformation provided as part of theprequalification evaluation)6 Nature of organization (e.g. soleproprietorship, Public LimitedCompany, Partnership etc)Group email ……………………………………(Applicants are advised to give a group email address tofacilitate prompt communication of new tender invites)Town ……………………………………….Street………………………………………..Building Name ………………………………Floor…………………………………………LimitedLiabilityCompany(1)Partnership(2)SoleProprietor(3)7 Names of the Proprietor, Directorsor PartnersNOTE:Attach copies of Directors’ identitycards / passports1. ………………………………………………..2. ………………………………………………...3. …………………………………………………Kenya Airways Prequalification Document July 2012 Page - 7 - of 14

8 Geographical area of Operations4. …………………………………………………9 Business OperationsYear established………………………………………Duration of Business Operation………………………10 Company Registration No. (AttachCopy)Number…………………………………….11 VAT Registration No. (Attachcopy)PINNumberAttached copy?………………………… YES NONumber………………………… YES NO12. Valid Tax Compliance Certificate(attach copy)Attached copy?………………………… YES NO15 State Credit period (minimumproposed is 45 days)16 Registration with regulatoryrelevant bodiesRegistration Body ……………………………………Category of registration …………………………………Kenya Airways Prequalification Document July 2012 Page - 8 - of 14

PART B - ELIGIBILITY1. Have you or your principals been subject of legal proceedings for insolvency,bankruptcy, receivership or your business activities suspended for relatedreasons? YES/NO2. If yes, when------------------- (if yes, you must present legal documentary evidencethat you are cleared and your business is now solvent)3. Have you fulfilled your obligations to pay taxes and social security contributionsfor the last three years? YES/NO4. Are you or your servants or agents subject of legal proceedings for corrupt orunethical business practice or offered any inducement to any procurement entityso that you can be considered for award of a tender? YES/NO5. Is the firm making this application or any of its directors been debarred orsuspended from participating in public procurement or have any procuremententity initiated proceedings of that nature against the firm or one of its directors,for any reason whatsoever? YES/NO6. Have you had any contracts terminated for poor performance in the last five years,or any contracts where damages have been claimed by the contractingauthority/client? YES/NOKenya Airways Prequalification Document July 2012 Page - 9 - of 14

PART C:BankerFINANCIAL INFORMATIONName of bankerAddress of banker…………………………………………………………………………TelephoneContact name and title__________________________________________________________FaxE mailFinancialinformation inKshs.Actual :previous TWO yearsProjected:next two years1 2 3 41. Total assets2. Currentassets3. Totalliabilities4. Currentliabilities5. Profitsbeforetaxes6. Profits aftertaxesSource of financeAmount Kshs.1.2.3.4.Attach a copy of firm’s audited accounts or certified bank statements for the previous twoyears together with letters of reference from the bankers regarding the firm’s creditposition.Kenya Airways Prequalification Document July 2012 Page - 10 - of 14

PART D: TRADE REFERENCESProvide contact details for 3 referees for previous/current work that is similar or the same to the one nowapplied for. Note that the referees may be contacted without further references to you. (Attachdocumentary evidence of existence of the contract)How many references are youindicating? (Tick one) 0 1 2 3AHave you previously beencontracted by KQ? Tick one YES NOB1.OthersOrganization NameContact Name and PositionOffice & Mobile Tel No.E-Mail AddressService providedDescribe the contract and nature of works………………………………………………………………………………………………………………………………………………When……………………….and for how long………………………………………………………………………………………………………………………………….………………………………………………………….…………………………………………………………..……………………………………………………………2. Organization Name…………………………………………………………Contact Name and Position………………………………………………………….Office & Mobile Tel No.………………………………………………………….E-Mail Address…………………………………………………………..Service provided3. Organization Name…………………………………………………………Contact Name and Position………………………………………………………….Office & Mobile Tel No.………………………………………………………….E-Mail Address…………………………………………………………..Service provided……………………………………………………………In addition to the above, you are required to attach copies of LPOs, Letters of Award, orany other approved document showing works done and values.Kenya Airways Prequalification Document July 2012 Page - 11 - of 14

PART E: SAFETY QUESTIONAIRE1. Does your organization have a safety policy? YES/NOIf yes, how often is it reviewed? -----------(Attach a copy)2. Does your company have a Safety, Health & Environment Management plan?YES/NO (provide evidence)3. If yes in (2) above, who in your organization is responsible for theimplementation and management of the plan?……………………………………………………………………………4. How does your organization capture and document safety and other relatedincidences at your work place? (Attach proof)…………………………………………………………………………………………………………………………………………………………..5. What is the recorded “accident free” period at the time of submission of thisapplication? ……………………………. Days6. What is longest “accident free” period ever achieved at your work place?………………………………………. Days7. Have ever been suspended from undertaking any works for safety, health andenvironment related issues? YES/NO8. Have your organization or the principal partner ever been charged for noncomplianceor violation of any safety related regulations? YES/NO9. What is the average number of regular employees stationed at your head officeand/or main workshops? ………………………………….10. Are the organization’s head office and/or major workshops registered as workplaces under OSHA 2007? YES/NO (if yes attach copy)11. Are there safety committees at the organization’s work places? YES/NOKenya Airways Prequalification Document July 2012 Page - 12 - of 14

PART F1. Company LicensesProvide list of registration certificates with relevant bodies e.g. Ministry of Public Works,Road, Energy, Water, BORAQS, ERB, AAK, IQSK, IEK, ISK, CCK, Manufacturers,Product Dealership Licenses, Pest Control Products Board, etc. (Specify Classificationwhere applicable e.g. Ministry Public Works Class A,B,C,etc)2. Project Historya) Completed ProjectsList the information on projects completed over the last five (5) yearsNo Client Project Title Location/Town Start Date End Date ProjectCost/Value1Sub Contractors-IfAny- up To three2345a) On-going ProjectsList the information on up to five ongoing projectsNo Client Project Title & Location % Complete Expectedcompletion date1ProjectCost/ValueSource of Funding2345You can attach a separate sheet of paper if space provided is not sufficientKenya Airways Prequalification Document July 2012 Page - 13 - of 14

3. Experiencea) How many years has your firm been engaged in the contracting business?.............................................................................................................................b) Describe nature of work performed by your firm……………………………...………………………………………………………………………………….c) How many years of experience have you had in the type of work described in (b)above…………………………………………………………………………..d) State the labour force engaged at any one time by your firmMaximum…………………………..Minimum…………………………………4. EquipmentAttach a list of all relevant vehicles, equipments and tools detailing ownership status (with proof), Name ofmanufacturer, model, Capacity, year of manufacture and any other relevant informationPART G: CERTIFICATIONI/We do hereby certify that the above information is correct in all respects.Full Name:Designation/PositionSignature:Date:Company StampKenya Airways Prequalification Document July 2012 Page - 14 - of 14