1

COAST DEVELOPMENT AUTHORITY

CDA T 011-00/2021

a. Pre-qualification/registration of suppliers for supply

of goods for the financial years 2021- 2023 and 2023-2023

Category No: ………………………………………………………………........................

Item Description: …………………………………………………………..........................

Tender Register Serial No: ………………………………………………..........................

Closing Date: 26th February, 2021

Time: 10.00 am.

2

COAST DEVELOPMENT AUTHORITY

TENDER AND REGISTRATION OF SUPPLIERS INVITATION

The Coast Development Authority, a State Corporation established by an Act of Parliament (CAP. 449) of 1990 with

the mandate to plan and coordinate the implementation of Intergrated development projects in Coastal region,

Southern Garissa and the exclusive economic zone. The Authority hereby invites tenders for pre-qualification/

registration of suppliers for supply of goods and services for the Financial Years 2021-2023 & 2023-2023.

a. Pre-qualification / Registration of suppliers for supply of Goods

Tender No. Description Eligibility CDA T 011-1/2021-

2023 Supply and Delivery of Commercial food production

Equipment e.g. Weighing Scale, brix meter, TDS Meter, PH

Meter, Thermometers, hot plate, drying oven

Open

CDA T 011-2/2021-

2023 Supply and Delivery of Preservatives e.g. Citric acid, Sodium

benzoate, potassium sorbet, Ascorbic acid, Mango emulation

Open

CDA T 011-3/2021-

2023 Supply and Delivery of Motor Vehicle Tyres and Batteries Open

CDA T 011-4/2021-

2023 Supply and Delivery of Forest Soil, Manure and Vetiver Grass. Open

CDA T 011-5/2021-

2023 Supply and Delivery of Tree Seedlings Open

CDA T 011-6/2021-

2023 Supply and Delivery of Motor Vehicle Accessories i.e. Seat

Covers, Car Floor Mats, Tint

Open

CDA T 011-7/2021-

2023 Supply and Delivery of toiletries Detergents and Disinfectants PWD

CDA T 011-8/2021-

2023 Supply and Delivery of Laboratory Reagents and Chemicals Open

CDA T 011-9/2021-

2023 Supply and Delivery of Aseptic Bags, water bottles, juice packaging

(various sizes) crates and Drums for Packaging Fruit Pulp Open

CDA T 011-10/2021-

2023 Supply and Delivery of Airtime Reserved (AGPO)

CDA T 011-12/2021-

2023 Supply and Delivery of Computers, Ups, Printers ,Mobile

appliances and IT Related Accessories

Open

CDA T 011-13/2021-

2023 Supply and Delivery of Pre-printed Office Stationery and

Branded Promotional Items and Materials-eg. Seals Labels

polyliners and flyers ,accountable books etc

Reserved (AGPO)

CDA T 011-14/2021-

2023 Supply and Delivery of Furniture and Fittings Open

3

CDA T 011-15/2021-

2023 Supply and Delivery of Building and Construction Materials

e.g. River sand, Hardcore Ballast, Quarry Stones

Open

CDA T 011-16/2021-

2023 Supply and Delivery of Hardware Materials, Plumbing

Materials and Paints

Open

CDA T 011-17/2021-

2023 Supply and Delivery of Electrical Materials and Appliances Open

CDA T 011-18/2021-

2023 Supply and Delivery Petrol, Diesel, Oil, Lubricants and

Cooking Gas in Kilifi and Hola

Open

CDA T 011-19/2021-

2023 Supply and delivery of Carbide Tips Open

CDA T 011-20/2021-

2023 Supply and Delivery of Farm Inputs & Veterinary Drugs Open

CDA T 011-21/2021-

2023 Supply and Delivery of Personal Protective Equipment (PPE) Reserved (AGPO)

CDA T 011-22/2021-

2023 Supply and Delivery of Motor Vehicle Tyres and Batteries Open

CDA T 011-23/2021-

2023 Supply and Delivery of Mango Fruits at Integrated Fruit

Processing Plant-Hola.

Open

CDA T 011-24/2021-

2023 Supply and delivery of groceries, cereals and fresh vegetables. Open

b. Pre-qualification / Registration of Suppliers for Provision of Services

Tender No. Description Eligibility CDA T 011-23/2021-

2023 Provision of Consultancy Services – Baseline Surveys, Team

building, Brand and Identity Development and Event Planning

and Organizing Services

Open

CDA T 011-24/2021-2023 Provision of Air Travel and Ticketing Services Open CDA T 011-25/2021-2023 Provision of Servicing, Repair and Maintenance of Motor

Vehicle, plant & Equipment, Pumps and Generators, Coral block

cutting machines and other earth moving machines.

Open

CDA T 011-26/2021-2023 Provision of Repair, maintenance & Servicing of ICT

Equipment, Computers, Printers, firewall and systems.

Open

CDA T 011-27/2021-2023 Provision of ICT services-Website Hosting ,Email Services Open CDA T 011-28/2021-2023 Provision of Insurance Services(General Insurance and Asset

Insurance )

Open

CDA T 011-29/2021-2023 Provision of Fumigation, Pest Control Services, desludging and

dewatering of sock pits/septic tank services.

Open

CDA T 011-30/2021-2023 Provision of Land Surveying Services and Quantity Surveying

Services

Open

CDA T 011-31/2021-2023 Provision of Asset Valuation Services Open CDA T 011-32/2021-2023 Provision of Legal Services Open CDA T 011-33/2021-2023 Publicity, Photography &Videography Services Open CDA T 011-34/2021-2023 Provision of Repairs & Maintenance of Buildings office furniture

and electrical works.

Open

CDA T 011-35/2021-2023 Provision of Courier Services Open CDA T 011-36/2021-2023 Provision of Transport Services ( Taxis, Vans, Buses & Lorries) Open CDA T 011-37/2021-2023 Provision of Catering Services Open CDA T 011-38/2021-2023 Provision of conference services Open

4

CDA T 011-39/2021-2023 Provision of Security services Open CDA T 011-40/2021-2022 Provision of Hire of Helicopter/Chopper Services.

Tender documents can be obtained from CDA Supplies Office upon payment of a non-refundable fee of Kshs 1,000.00

however; Tender and Registration of supplier’s documents can also be DOWNLOADED FREE OF CHARGE from

Coast Development Authority website: www.cda.go.ke or from government tender portal website www.tender.go.ke

.

Completed Tender Pre-qualification / Registration of suppliers Documents in plain sealed envelopes, clearly marked

with the “Tender No. and Tender Name” as particularly described in the Tender documents should be deposited in the

Tender Box located at the CDA Headquarters in the Reception Area addressed to:

The Managing Director

Coast Development Authority

P. O. Box 1322 - 80100

MOMBASA

So as to be received by 26th February, 2021 at 10.00 a.m. tenders will be opened immediately thereafter in the presence

of the candidates who choose to attend in the CDA Headquarters’ Main Boardroom. Late bids will not be accepted.

CDA reserves the right to accept or reject any tender application and is not bound to give reasons for its decision.

Youth, Women and persons with Disabilities (YPWDs) services providers are encouraged to apply

NOTE: Bidders are required to bid in a maximum of three (3) categories.

MANAGING DIRECTOR

COAST DEVELOPMENT AUTHORITY

5

To: ………………………………………………………

(Name of Client)

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

………………………………………………………

APPLICATION FORM

Official Receipt No: ……………………………………………………………………….

Date: ……………………………………………………………………………………….

I/We: ………………………………………………………………………………. hereby

Registration as Supplier(s) of …………………………… Category No……..................

Postal Address: …………………………………………………………………………….

Telephone Numbers:…………................................ Fax No: ……...……………...

Mobile Phone No: ……………………………………………………………………….

Email Address: …………………………………………………………………………..

City/Town: ………………………………………………… Street ……………………

Building: ……………………………… Floor ……………… Room/Office No……..

Other Branches & Location ……………………………………………………………

Full Name of Applicant: ………………………………….................................................

Signature…………………...................................................................

From: ………………………………

(Name of Applicant)

…………………………………………

……………………………………..........

6

APPLICATION FORM

REFERENCE: e.g. CDA T 011-1/2021-2023

To:

The Managing Director,

Coast Development Authority,

P.O. Box 1322-80100,

Mombasa

Dear Sir.

RE: pre-qualification tender name & no.

1. Having examined the application documents, the receipts of which is hereby duly

acknowledged, we the undersigned apply for registration as suppliers for goods for:

CATEGORY NO………………… during the financial years 2021-2022 & 2022-2023.

2. We undertake, if our application is acceptable to be competitive in our tenders and

quotations and shall offer high quality goods/services and as per your specifications.

3. For goods/services, which require manufacturers support, we will obtain manufacturers

certificate or guarantee.

4. We agree to abide by our statements in this application.

5. We understand this is not a tender but an application for consideration to participate in the

Authority’s procurement process during the financial year 2021/2023 and that you are not

bound to accept it or any application you may receive.

Signed: .........................................................................

In the capacity of: .........................................................

Duly authorized to sign for and on behalf of:

........................................................................

Date:

7

REQUIREMENTS FOR PREQUALIFICATION.

Together with properly completed application documents, eligible applicants will be required

to submit the following MANDATORY REQUIREMENTS: -

1. LIST OF ITEMS/SERVICES THEY DEAL WITH OR PROVIDE A

CATALOGUE.

2. COPY OF CERTIFICATE OF INCORPORATION/

REGISTRATION

3. COMPANY PROFILE

4. COPY OF BUSINESS PIN CERTIFICATE

5. VALID TAX COMPLIANCE CERTICATE (COPY)

6. REFERENCE – LIST OF ORGANIZATIONS SERVED OR SUPPLIED – GIVE

PERIOD AND NAME OF CONTACT PERSON IN EACH ORGANIZATION.

7. LETTER FROM YOUR BANK CONFIRMING YOUR LIQUIDITY,

SUITABILITY AND CREDIT LIMITATION.

8. PHYSICAL ADDRESS/LOCATION

9. TWO (2) YEARS AUDITED ACCOUNTS

10. COPY OF VALID AGPO CERTIFICATE (FOR SPECIAL GROUPS)

11. COPY OF CR12

8

EVALUATION CRITERIA

A. PRELIMINARY EXAMINATION

All applications shall be examined for

- Submission of all the mandatory requirements

NB: FAILURE TO SUBMIT ALL THE MANDATORY REQUIREMENTS SHALL

LEAD TO REJECTION OF THE APPLICATION AND APPLICATIONS

DETERMINED NON-RESPONSIVE AT THIS STAGE SHALL BE DISQUALIFIED

B. DETAILED EVALUATION

Qualified applications after preliminary examination will be evaluated on the following

basis:-

• Evidence of value of services or goods provided/supplied for each of the last two

years

• Experience in provision of similar services and effective supply of goods of similar

nature and magnitude in each of the last three years.

• Past and current litigation history of the applicant, parties concerned and nature of

disputes if any.

• Response to the attached appraisal questionnaire.

9

SUPPLIERS/SERVICE PROVIDERS APPRAISAL QUESTIONNAIRE

A COMPANY DATA RATING

1 Company Name

2 Nature of Business

3 Postal address

4 Office Telephone No.

5 Physical address

B REGISTRATION STATUS AND

OTHER STATUTORY

REQUIREMENTS

|B.1 Registration

1 Legal Registration No.

2 Registration with other relevant regulatory

authority ( state the authority)

3 Membership of relevant Association (state

the association)

B.2 Other Statutory Requirements

1 Valid Tax Compliance Certificate

2 P.I.N Certificate

3 Authority or Firm’s Registration Certificate

5 Copy of AGPO (For Special Group)

C EXPERIENCE AND

QUALIFICATIONS

C.1 Types and value of Goods/service

supplied or rendered for each of the last

two years and clients

10

MANUFACTURER’S AUTHORIZATION FORM(where applicable)

To: Coast Development Authority

Whereas ……………………………………………………………………………………

(Name of Manufacturer)

Who are established and reputable manufacturers of

………………………………………………………………………………………………

(Description of the goods)

Having factories at

…………………………………………………………………………………………

(Factory address)

Do hereby authorize

……………………………………………………………………………………….

(Name and address of Agent)

To submit a tender, and subsequently negotiate and sign the contract with you against any

requirement of our products or. We hereby extend our full guarantee and warranty as per the

General Conditions of Contract for the goods offered for supply by the above firm against any

order by Coast Development Authority.

………………………………………………………………………………………………

(Signature for and on behalf of Manufacturer)

11

APPLICATION QUESTIONNAIRE

Please fill in block letters:

1. Applicants’ full names………………………………………………………

2. Full address of applicant ……………………………………………………………

3. Telephone ……………………………………………………………………………..

4. Mobile phone………………………………………………………………………….

5. E-mail …………………………………………………………

6. Name of applicants’ representative to be contacted on matters of the supply/tender

during the financial year

……………………………………………………………………………………..

………………………………………………………………………………………

12

CONFIDENTIAL BUSINNESS QUESTIONNAIRE

You are requested to give the particulars indicated here below: -

Applicants are advised that it is a serious offence to give false information on this form.

PART 1 – GENERAL

a) Business Name:………………………………………………………………........

b) Location of business premises and registered office Country/Town…………………

c) Plot Number ……………………………………. Street/Road.....................................

d) Postal Address ………………………………….. Telephone/E-Mail...........................

e) Nature of Business (Specialization)…………………………………………………….

f) Current Trade Licence No. …………………… Expiry Date ……………………......

(Attach copy)

g) PIN Number ………………………………………………. (Attach copy)

h) Name of your Bankers ………………………………………… Branch

i) Your agreeable trade terms (mode of payment, credit allowable and basis of discount)

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

j) Bank certificate on the applicant’s liquidity, suitability and credit limitation (Attach

Banker’s Statement of these).

13

PART 2 (A)

SOLE PROPRIETOR

a) Your Name in full ………………………………………………………….......

Age.......................................................................................................................

b) Nationality …………………………. Country of Origin ………...................

Citizenship details ……………………………………………………………

OR PART 2 (B)

PARTNERSHIP

Give details of partners as follows: -

Name Nationality Shares

1. …………………………… …………………….. ..............................

2. …………………………… …………………….. ...............................

3. …………………………… …………………….. ..............................

4. …………………………… …………………….. ..............................

14

OR PART 2 (C)

REGISTERED

AUTHORITY

a) Private or Public …………………………………..

b) Details of Directors: -

Name Nationality Shares

1. ……………………………… …………………….. ………………………..

2. ………………………………

……………………..

………………………..

3. ………………………………

……………………..

………………………..

If Kenya citizen, indicate under “citizenship details” whether by Birth, Naturalization or

Registration.

PART 3

In the event of this tender being accepted, I/we agree to supply against an order signed by an

authorized officer of the Coast Development Authority those goods accepted in this application

to the quoted delivery points and date and that failure on my/our part to meet these requirements

constitutes a breach of agreement.

Tenderer’s Full Name………………………………………………………................

And on behalf of: -

Signature …………………………………………………………………………………

Director

Designation………………………………………………………………………………

Full Trade Address: P.O. Box ……………………………………..............................

Date ……………………………………………………………………….................

Witnessed by: ……………………………………………………………...................

Address: P.O. Box…………………………………….................................................

Tel. No. …………………………………………………………………….................

Date ………………………………………………………………………...............

15

PRE-QUALIFICATION INSTRUCTIONS

1.1 Introduction

The Managing Director, Coast Development Authority invites interested candidates who must

qualify by meeting the set criteria as provided by the Procuring Entry to perform the contract

of supply and delivery or provision of goods and services to the Authority, as and when

required, for a period of two year.

1.2 Pre-Qualification Objective

The main objective of this part is to select competent and eligible suppliers of goods and

services and who can deliver assorted items and also provide services under relevant categories,

through quotations as and when required, to the Managing Director, Coast Development

Authority.

1.3 Invitation for Pre-qualification

Suppliers registered with the Registrar of Companies under the Laws of Kenya in respective

merchandise or services are invited to submit their PRE-QUALIFICATION documents to the

MANAGING DIRECTOR, COAST DEVELOPMENT AUTHORITY so that they may be pre-

qualified. The client requires prospective suppliers to supply mandatory information for pre-

qualification.

1.4 Experience

Prospective suppliers and contractors must have carried out successful supply and delivery of

similar items/services to Government Institutions of similar size and complexity. Potential

supplies/contractors must demonstrate the willingness and commitment to meet the pre-

qualification criteria.

1.5 Question Arising from the Documents

Questions that may arise from the pre-qualifications documents should be directed to the

Managing Director, through the official email address; cda@cda.go.ke

The Authority reserves the right to request submission of additional information from

prospective bidders.

16

4. BRIEF CONTRACT REGULATIONS/GUIDELINES

4.1 Taxes on Imported Materials

The supplier will have to pay taxes and levies where applicable, for all materials supplied.

4.2 Customs Clearance

The contractors shall be responsible for custom clearance of their imported goods and

materials.

4.3 Contract Price

The contract shall be of unit price type or sum computed cumulative unit price. Quantities

may vary as may be determined by demand and on the authority of the Accounting Officer

4.4 The Pre-qualification application forms which are not filled out completely and submitted

in the prescribed manner may not be considered. All the documents that form part of the

proposal must be written in English language.

GENERAL INFORMATION

(APPLICANTS MUST READ AND UNDERSTAND THESE REQUIREMENTS)

INTRODUCTION

1. ELIGIBLE APPLICANTS

1.1 This Invitation for Application is open to all applicants eligible as described in the

application documents. Eligible applicants shall complete and specify in the application

document the category preferred.

1.2 Applicants shall provide the qualification information statement that the applicant

(including all members of a joint venture and sub-contractors) is not associated, or have

been associated in the past, directly or indirectly, with a firm or any of its affiliates

which have been engaged by the Procuring entity to provide consulting services for the

preparation of the design, specifications, and other documents to be used for the

procurement of the goods under this Invitation for tenders.

1.3 An applicant shall not be under a declaration of ineligibility for corrupt and fraudulent

practices.

17

2. ELIGIBLE GOODS

2.1 All goods applied for shall have their origin in eligible source countries.

2.2 For purposes of this clause, “origin” means the place where the goods are mined, grown,

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 applicant.

3. COST OF TENDERING

3.1 The applicant shall bear all costs associated with the preparation and submission of its

application, and the procuring entity, will in no case be responsible for those costs,

regardless of the conduct or outcome of the prequalification process.

4. CONTENTS

4.1 The application document comprises documents listed below and addenda issued in

accordance with clause 6 of these instructions to tenders.

(i) Application Notice

(ii) Application form

(iii) Category Description

(iv) Requirement for Prequalification

(v) Evaluation Criteria

(vi) Appraisal Questionnaire

(vii) Application questionnaire

(viii) Confidential questionnaire.

(ix) General Information

18

IMPORTANT DOCUMENTS REQUIRED

4.2 The applicant is expected to examine all instructions, forms, terms, and specifications

in the application documents. Failure to furnish all information required by the

application documents or to submit an application not substantially responsive to the

application documents in every respect will be at the applicants risk and may result in

the rejection of its application.

5. CLARIFICATION OF DOCUMENTS

5.1 A prospective applicant requiring any clarification of the application document may

notify the Authority in writing or by cable (hereinafter, the term cable is deemed to

include telex and facsimile) at the Authority’s address indicated in the Invitation for

applications. The Authority will respond in writing to any request for clarification of

the application documents, which it receives not later than seven (7) days prior to the

deadline for the submission of applications prescribed by the Authority. Written copies

of the Authority’s response (including an explanation of the query but without

identifying the source of inquiry) will be sent to all prospective applicants that have

received the application documents.

6. AMENDMENT OF DOCUMENTS

6.1 At any time prior to the deadline for submission of applications, the Authority, for any

reason, whether at its own initiative or in response to a clarification requested by a

prospective applicant, may modify the application documents by amendment.

6.2 All prospective candidates that have received the application 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 applicants reasonable time in which to take the

amendment into account in preparing their application, the Authority, at its discretion,

may extend the deadline for the submission of application.

19

PREPARATION OF APPLICATIONS

7. LANGUAGE OF APPLICATION

7.1 The application prepared by the applicant, as well as all correspondence and documents

relating to the application exchanged by the applicant and the Authority, shall be written

in English language, provided that any printed literature furnished by the applicant 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 APPLICATION

8.1 The application prepared by the applicant shall comprise the following components:

a) An Application Form indicating the category applied.

b) Documentary evidence established in accordance with paragraph 12 that the applicant

is eligible to apply and is qualified to be pre-qualified if its application is accepted.

Documentary evidence established in accordance with paragraph 13 that the goods and

auxiliary services to be supplied by the applicant are eligible goods and services and

conform to the application documents.

20

9. APPLICANTS ELIGIBILITY AND QUALIFICATIONS

9.1 Pursuant to paragraph 1 of section 3, the applicant shall furnish, as part of the application,

documents establishing the applicants’ eligibility to apply and qualification to perform the

contract if the application is accepted.

9.2 The documentary evidence of the applicants’ eligibility to apply shall be established

to the Authority’s satisfaction that the goods at the time of supply shall be from an

eligible source country as defined under paragraph 1 of section 2.

9.3 The documentary evidence of the applicants’ qualifications to perform the contract if the

application is accepted shall be established to the Authority’s satisfaction.

a) That, in the case of an applicant requesting registration for goods which the

applicant did not manufacture or otherwise produce, the applicant has been duly

authorized by the goods’ manufacturer or producer to supply the goods.

b) That the applicant has the financial, technical and production capability

necessary to perform as per contract to be awarded.

c) That, in the case of an applicant not doing business within Kenya, the applicant

is or will be (if awarded the contract) represented by an agent in Kenya,

equipped and able to carry out the applicants maintenance, repair and spare part-

stocking obligations prescribed in the conditions of contract and/or Technical

specifications.

21

10. GOODS’ ELIGIBILITY AND CONFORMITY TO APPLICATION

DOCUMENT.

10.1 Pursuant to paragraph 2 of this section, the applicant shall furnish, as part of his

application, documents establishing the eligibility and conformity to the tender

documents of all goods, which the applicant proposes to supply if registered.

10.2 The documentary evidence of the eligibility of the goods shall consist of a statement on

the country of origin of the goods and services offered which shall be confirmed by a

certificate of origin issued at the time of order.

10.3 The documentary evidence of conformity of the goods to the application documents

may be in the form of literature, drawings, and data, and shall consist of: -

a) A detailed description of the essential technical and performance characteristics of the

goods to be supplied.

b) A list giving full particulars, including available sources and current catalogue, special

tools, etc, necessary for the proper and continuing functioning of the goods for a period

of two (2) years, following commencement of the use of the goods by the Authority

and

c) A clause-by-clause commentary on the Authority’s Technical Specifications

demonstrating substantial responsiveness of the goods and services to those

specifications, or a statement of deviations and exceptions to the provisions of the

Technical Specifications.

22

11. FORMATS AND SIGNING OF APPLICATION

11.1 The applicant shall prepare one copy of the application indicating the category

requested.

11.2 The application shall be typed or written in ink and shall be signed by the applicant or

a person or persons duly authorized to bind the applicant to the future contract.

12. SUBMISSION OF APPLICATION

12.1 The applicant shall seal the application in an envelope,:

Be addressed to the Coast Development Authority at the following

address: -

The Managing Director

Coast Development Authority

P.O. Box 1322-80100

Mombasa

Attn: Procurement Officer

And bear, APPLICATION FOR SUPPLIER PRE-QUALIFICATION FOR

CATEGORY REF: CDA T 011 /2021-2023

13. DEADLINE FOR SUBMISSION OF APPLICATIONS

13.1 Applications must be received by the Authority at the address and send to reach the

Authority on the date and time specified.

13.2 The Authority may, at its discretion, extend this deadline for the submission of

applications by amending the application documents in accordance with paragraph 6,

in which case all rights and obligations of the Authority and candidates previously

subject to the deadline will therefore be subject to the deadline as extended.

14. MODIFICATIONS AND WITHDRAWAL OF APPLICATIONS

14.1 The applicant may modify or withdraw its application after the applications submission,

provided that written notice of the modification, including substitution or withdrawal

of the application, is received by the Authority prior to the deadline prescribed for

submission of applications.

14.2 No application may be modified after the deadline for submission.

23

15. OPENING OF APLICATIONS

15.1 The organization will open all applications in the presence of applicants’

representatives who choose to attend, at a time, date and venue indicated in the notice

The applicants’ representatives who are present shall sign a register evidencing their

attendance.

15.2 The applicants’ names, application modifications or withdrawals and such other details

as the Authority, at its discretion, may consider appropriate, will be announced at the

opening.

15.3 The organization will prepare minutes of the application opening.

16. CLARIFICATION OF APPLICATIONS

16.1 To assist in the examination, evaluation and short listing of applicants, the Authority

may, at its discretion, ask the applicant for a clarification of its application. The request

for clarification and the purpose shall be in writing.

16.2 Any effort by the applicant to influence the Authority in its application evaluation,

application short listing decision may result in the rejection of the applicants/

application.

17. PRELIMINARY EXAMINATION

17.1 The organization will examine the application to determine whether they are complete,

whether required documents have been furnished, whether the documents have been

properly signed and whether the applications are generally in order.

17.2 The organization entity may waive minor mistakes or non-conformity or irregularity in

an application which does not constitute a material deviation.

17.3 Prior to the detailed evaluation, pursuant to paragraph 18.2, the Authority will

determine the substantial responsiveness of each application to the application

documents. For purposes of these paragraphs, a substantially responsive application is

one, which conforms to all the terms and conditions of the application documents

without material deviations. The organization’s determination of applications’

responsiveness is to be based on the contents of the application itself without recourse

to extrinsic evidence.

24

PRE -QUALIFICATION

3.1 It is understood that the pre-qualification data from a prospective bidder is to be used by

the Authority in determining, according to its sole judgement and discretion, the qualifications

of the prospective bidder to perform in respect to the Tender Category as described by the

client.

3.2 A prospective bidder will not be considered qualified unless in the judgement of the

Authority he/she possesses capability, experience, qualified personnel and suitable equipment

as well as net current assets or working capital sufficient to satisfactorily execute the contract

for goods/services.

4. ESSENTIAL REQUIREMENTS

4.1 Experience

A prospective bidder shall have at least two (2) years’ experience in the supply of goods,

services and should show competences, willingness and capacity to service the contract. A

prospective supplier requires special experience and capability to organize supply and delivery

items, or provision of services at short notice.

4.2 Personnel

The names and pertinent information and the CV of the key personnel, individual or group to

execute the contract must be indicated.

4.3 Financial Condition

The supplier’s financial will be determined by the latest three (3) months financial statement

submitted with the pre-qualification documents as well as letters of reference from their

bankers regarding suppliers/contractors creditworthy.

4.4 Past Performance

Past performance will be given due consideration in pre-qualifying bidders. Letters of

reference, LPOs/LSOs, or contracts agreements from past customers should be attached where

applicable.

25

5. WITHDRAWAL OF PRE-QUALIFICATION

Should a condition arise between the time a firm is pre-qualified to bid and the bid opening

date which, in the opinion of the Client/Authority, could substantially change the performance

and qualification of the bidder or his ability to perform such as but not limited to bankruptcy,

change in ownership or new commitment, the Authority reserves the right to reject the tender

from such a bidder even though he was initially pre-qualified.

5.1 The firm must have a fixed Business Premise and must be registered in Kenya, with

certificates of registration or incorporation, copies of which must be attached.

6. PRE-QUALIFICATION CRITERIA

Required Information

Required Information Form Type Points Score

1. Registration Documentation PQ-1 35

2. Pre-qualification Data PQ-2 10

3. Supervisory Personnel PQ-3 10

4. Financial Position PQ-4 20

5. Confidential Report PQ-5 15

6. Past Experience PQ-6 10

7. Litigation History and Declaration PQ-7 5

TOTAL 100

6.1 The minimum score to qualify for prequalification shall be 70 points. Applicants who will not meet

this minimum score shall be disqualified.

26

FORM PQ-1 REGISTRATION DOCUMENTATION

All firms must provide certified copies of the following: -

1. Certificate of Registration / Incorporation.

2. V.A.T Registration Certificate.

3. Valid Tax Compliance Certificate from Kenya Revenue Authority

4. Letter of recommendation from previous organization served (at least two).

5. Evidence of physical registered office in the Region applied for.

6. Registration with relevant Regulatory Authorities e.g. WRA, NCA, IRA, ERB, National Treasury

(Directorate of Procurement) and any other.

(35 points)

27

FORM PQ-2 - PRE-QUALIFICATION DATA REGISTRATION OF SUPPLIERS

APPLICATION FORM

1/We ………………………………………………………… hereby apply for registration as supplier(s)

(Name of Company/Firm)

of ……………………………………………………………………

(Item Description)

……………………………………………………………………

( sub-Category No.) Post Office Address

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

Town ………………………………………………………………………………………

Street …………………………………………………………………………………………

Name of building ………………………………………………

Room /Office No. ………………Floor No. ………… Telephone Nos. ………………………………….

Full Name of applicant …………………………………………. Other branches location

………………………………. Organization & Business Information

Management Personnel ……………………………….

Chief Executive ………………………………….

Partnership (if applicable) Names of Partners

3. Business founded or incorporated ………………………………………………................

4. Under present management since ………………………………………………………….

5. Net worth equivalent Kshs………………………………………………………………….

6. Bank reference and address ………………………………………………………………...

7. Bonding company reference address………………………………………………….....

8. Enclose copy of organization chart of the firm indicating the main fields of activities

……………………………………………………………………………………………

10. Indicate terms of trade/sale

(10 Points)

28

PQ-3 SUPERVISORY PERSONNEL

Name ………………………………………………………………………… Age

……………………………………………………………………………

Academic Qualification ………………………………………………………

Under graduate…………………………………………………………….

Post graduate……………………………..……………………………………

Diploma…………………………………………………………

High School ……………………………………………………

Professional Qualification …………………………………………

(Attach Certificates if any)

Length of service with Contractor or Supplier position held………………………….. (Attach copies of

certificates of key personnel in the organization and professional)

(10 Points)

29

PQ-4 - FINANCIAL POSITION AND TERMS OF TRADE

(1) Attach a copy of firm’s audited accounts for previous two years.

(2) Attach letters of reference from the bankers regarding supplier’s credit position.

(3) State Credit period (minimum proposed is 30 days)

(10 Points)

30

PQ-5 Coast Development Authority

CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c)

whichever applies to your type of business. You are advised that it is a serious offence to give false

information on this form

Part I- General :

Business Name …………………………………………………………………………………

Location of business premises………………………………………………………….…………

Plot No. …………………………………….……… Street/Road…………………………..….…..

Postal Address……………………………………………..………….Tel. No………………...…...

Nature of business………………………………………………………………………………

Current Trade Licence. No………………………………….………Expiring date………..……..

Maximum value of business which you can handle at any one time: Kshs…………………………

Name of your bankers…………………………………………………Branch

Part 2 (a) – Sole Proprietor

Your name in full……………………………………….…………….Age………….…….

Nationality………………………………Country of origin……………………………….

*Citizenship details…………………………………………………….……………….….

Part 2 (b) Partnership. Given details of partners as follows:

Name Nationality Citizenship Details Shares

………………………………………………………………………………………………………………

Part 2 (c) – Registered Company:. Private or

Public……………………………………………………………………………. State the nominal and

issued capital of company-

Given details of all directors as follows:-

Name Nationality Citizenship Details Shares

1. …………………………………………………………………………………………

Date ………………………………………………..….Signature of Candidate……………………….

*if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration.

(15 Points)

31

FORM PQ-6 - PAST EXPERIENCE

NAMES OF THE APPLICANTS CLIENTS IN THE LAST TWO YEARS NAMES OF OTHER CLIENTS

AND VALUES OF CONTRACT/ORDERS

1. Name of 1st Client (organization)

i) Name of Client (organization) ………………………

ii) Address of Client (organization) …………………………………………

iii) Name of Contact Person at the client (organization) …………………………..

iv) Telephone No. of Client ……………………………………………

v) Value of Contract ……………………………………………………

vi) Duration of Contract (date) …………………………………………….. (Attach documental evidence

of existence of contract)

2. Name of 2nd Client (organization)

i) Name of Client (organization) ………………………………

ii) Address of Client (organization) ……………………………………

iii) Name of Contact Person at the client (organization) …………………………..

iv) Telephone No. of Client ………………………………………………

v) Value of Contract ……………………………………………

vi) Duration of Contract (date) ………………………………………………….. (Attach documental

evidence of existence of contract)

(10 Points)

32

FORM PQ-7 - LITIGATION HISTORY

Name of Contract Supplier

Contractors/Suppliers should provide information on any history of litigation or arbitration resulting from

contracts executed in the last five years or currently under execution.

YEAR AWARD FOR OR

AGAINST NAME OF CLIENT CAUSE OF

LITIGATION AND MATTER IN DISPUTE DISPUTED AMOUNT

(CURRENT VALUE, KSHS. EQUIVALENT

DECLARATION

I/We have completed these forms accurately at the time of applications and it is agreed that all responses

can be substantiated if requested to do so. Any inaccuracy in the information filled herein will be used as

ground for removal or termination of the qualification process.

I/We also confirm that the firm, its servant or agents have not offered and will not offer any inducement to

the procuring entity.

Signed & sealed...................................................................................................................

Name....................................................................................................................................

Position in the Authority.......................................................................................................

For and on behalf of............................................................................................................

Date......................................................................................................................................

(5 Points)

33

FORM PQ-8 - SWORN STATEMENT PRE-QUALIFICATION OF SUPPLIERS FOR

SUPPLY OF GOODS AND SERVICES

CDA intends to update its register for suppliers for various goods, works and services for the year ending

30th June 2021. Interested eligible suppliers are invited to apply for prequalification, indicating the category

of goods, works or services they wish to supply.

Having studied the pre-qualification information for the above project we/I hereby state:

a. The information furnished in our application is accurate to the best of our knowledge.

b. That in case of being pre-qualified we acknowledge that this grants us the right to participate in due

time in the submission of a tender or quotation on the basis of provisions in the tender or quotation documents

to follow.

c. We enclose all the required documents and information required for the pre-qualification evaluation.

Date ……………………………………………………………………………

Applicant’s Name …………………………………………………………

Represented by …………………………………………………………….

Signature ……………………………………………………………………

(Full name and designation of the person signing and stamp or seal)