tender document registration/prequalification of suppliers...

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TENDER DOCUMENT

REGISTRATION/PREQUALIFICATION OF SUPPLIERS FOR GOODS, WORKS AND

SERVICES FOR THE YEAR 2015-2017

CATEGORY

NO……………………………………………………………………………………………………………………

CATEGORY

DESCRIPTION………………………………………………………………………………………………………

Note: applications may be made for prequalification of more than one Category

of goods and services but one tender document can only be used to apply for one

category of goods and services.

AUGUST, 2015

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Table of Contents 1.0 INTRODUCTION ....................................................................................................................................... 3

2. SCOPE OF TENDER ..................................................................................................................................... 6

3. LETTER OF APPLICATION ........................................................................................................................... 9

4. EVALUATION CRITERIA ............................................................................................................................ 12

5. COMPLAINTS PROCESS ........................................................................................................................... 12

6.0 APPLICATION FORMS ............................................................................................................................ 13

7. TERMS OF PAYMENT ............................................................................................................................... 18

8. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM ................................................................................. 19

9. LITIGATION HISTORY ............................................................................................................................... 21

10. DECLARATION ....................................................................................................................................... 22

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1.0 INTRODUCTION

About GEMS

GEMS Cambridge International School, Nairobi is a school that provides high quality standards of

education in a supportive and friendly learning environment. Teaching the National Curriculum for England

for students from Foundation Stage to Year 13, we provide opportunities for students to develop their full,

all-around potential through a rich academic programme combined with a variety of extra-curricular

activities.

REGISTRATION / PREQUALIFICATION OF SUPPLIERS AND CONTRACTORS FOR

GOODS, WORKS AND SERVICES FOR THE ACADEMIC YEARS 2015 -2017

GEMS Cambridge International School Nairobi hereby invites sealed proposals from interested and eligible

suppliers for pre-qualification/registration of suppliers for supply of under listed goods, works and services

for the years 2015-2017.

Category No. Category Description

Category A Goods

GEMS/G/Preq/01/2015-17 Supply and Delivery of General Office Stationary Supplies

GEMS/G/Preq/02/2015-17 Supply and Delivery of Office Consumables

GEMS/G/Preq/03/2015-17 Supply and Delivery of Cambridge Education Books and Various Teaching

Aids

GEMS/G/Preq/04/2015-17 Supply and Delivery of Computers, Laptops and Other IT Equipment Supplies

GEMS/G/Preq/05/2015-17 Supply and Delivery of Generator Fuel & LPG.

GEMS/G/Preq/06/2015-17 Supply and Delivery of School Uniforms Supplies

GEMS/G/Preq/07/2015-17 Supply and Delivery of Office Equipment

GEMS/G/Preq/08/2015-17 Supply and Delivery of Various School and Office Furniture

GEMS/G/Preq/09/2015-17 Supply and Delivery of Construction and Hardware Materials

GEMS/G/Preq/010/2015-17 Supply and Delivery of Electricals Materials

GEMS/G/Preq/011/2015-17 Supply and Delivery of Swimming Pool Chemicals

GEMS/G/Preq/012/2015-17 Supply and Delivery of Branded Exercise Books

GEMS/G/Preq/013/2015-17 Supply and Delivery of Plumbing Items

Category B Services

GEMS/S/Preq/01/2015-17 Provision of Fire Protection and Fire Alarm System

GEMS/S/Preq/02/2015-17 Provision of School Sewerage Processing Plant Management

GEMS/S/Preq/03/2015-17 Provision of Internet services

GEMS/S/Preq/04/2015-17 Provision of Generator Maintenance Services

GEMS/S/Preq/05/2015-17 Provision of Marketing, and PR Services

GEMS/S/Preq/06/2015-17 Provision of Onsite and Access Control Security Services

GEMS/S/Preq/07/2015-17 Provision of Catering Services

GEMS/S/Preq/08/2015-17 Provision of Security Services & Alarm Systems

GEMS/S/Preq/09/2015-17 Provision of Gardening and Landscaping Services

GEMS/S/Preq/010/2015-17 Provision of Swimming Pool Management

GEMS/S/Preq/011/2015-17 Provision of Drinking Water Services

GEMS/S/Preq/012/2015-17 Provision of Garbage Collection Services

GEMS/S/Preq/013/2015-17 Provision of Fumigation and Hygiene Management

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GEMS/S/Preq/014/42015-17 Provision of Water Supply Services

GEMS/S/Preq/015/52015-17 Provision of Taxi Services

GEMS/S/Preq/016/52015-17 Provision of Provision of Air Ticketing Services

GEMS/S/Preq/017/2015-17 Provision of Printing, Branding and Photopying Services

GEMS/S/Preq/018/2015-17 Provision of Recruitment Services

GEMS/S/Preq/019/2015-17 Provision of Cleaning Services

GEMS/S/Preq/020/2015-17 Provision of Vehicle Repairs and Maintenance Services

GEMS/S/Preq/021/2015-17 Provision of Creative and Digital Agency Services

GEMS/S/Preq/022/2015-17 Provision of Photography and Videography Services

GEMS/S/Preq/023/2015-17 Provision of Electric Fence Maintenance Services

GEMS/S/Preq/024/2015-17 Provision of Lighted Signage Services

GEMS/S/Preq/025/2015-17 Provision of Air Conditioning Services

GEMS/S/Preq/026/2015-17 Provision of Solar Power Services

GEMS/S/Preq/027/2015-17 Provision of Auditorium Equipment Maintenance Services

Category C Works

GEMS/W/Preq/01/2015-17 Civil Works Contractors

Category D Consultancy

GEMS/C/Preq/01/2015-17 Consultancy Services for Legal Services

GEMS/C/Preq/02/2015-17 Provision of Consultancy Services for Tax

Interested and eligible candidates may obtain further information and inspect the tender documents at

GEMS Cambridge International School at Magadi Road, Karen/ Langata during official working hours or

at our website (www.gemscambridgeinternationalschool-nairobi.com/about-us/careers/).

Interested bidders are required to pay a non-refundable fee of Kenya shillings Two Thousand Only (Kshs.

2,000.00) through Cash to the Account Department or by direct deposit in to the following bank account:

Name: GEMS CAMBRIDGE INTERNATIONAL SCHOOL LTD Bank: CFC STANBIC BANK

Branch: Galleria

Account number: 0100003225148

Attach a copy of the deposit slip to your tender documents.

Completed tender documents are to be enclosed in plain sealed envelopes, clearly marked

“Registration/Prequalification documents for supply of goods and services”, Category

Ref…………………………….. Description………………………… and the tenderer’s company name

should be addressed to

Head of Procurement,

GEMS Cambridge International School,

P.O BOX 15593-00509,

Nairobi, Kenya

Or be deposited in the Tender Box at GEMS Cambridge reception at Magadi Road, Karen/ Langata,

together with the payment receipt to reach us on or before 2nd October 2015 at 11.00 A.M. Opening

will be done on 2nd October 2015 at 11:30 a.m.in the presence of bidders who chose to attend.

The list of suppliers will be maintained in the GEMS Cambridge Nairobi, Kenya database and does not

Constitute any contractual obligation with any party.

http://www.gemscambridgeinternationalschool-nairobi.com/about-us/careers/

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GEMS Cambridge Nairobi, Kenya reserves the right to accept or reject any application in part or whole

and will give reasons for its decision.

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2. SCOPE OF TENDER

GEMS Cambridge International, Kenya (referred as the Procuring entity) intends to prequalify for supply

and provision of various categories of goods and services. All applications are to be submitted not later

than 2nd October 2015 at 11:00 AM.

2.1 ELIGIBILITY

Prequalification is open to eligible firms

2.1.1 The procuring entity’s employees, committee members, board members and their relatives (spouse

and children) are not eligible to participate in the tender.

2.1.2 Tenderers involved in corrupt or fraudulent practices or debarred from participating in public

Procurement shall not be eligible.

2.1.3 All bidders found capable of performing the contract satisfactorily in accordance with the set

Prequalification tender Criteria shall be prequalified.

2.2 COST OF TENDERING

2.2.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender, and

the procuring entity, will in no case be responsible or liable for those costs. Regardless of the conduct or

outcome of the tendering process

2.2.2 The price to be charged for the tender document shall not exceed Two Thousand Kenya

Shillings Only (Kshs.2,000.00)

2.2.3 The procuring entity shall allow the tenderer to review the tender document free of charge before

purchase.

2.3 CLARIFICATION OF DOCUMENTS

2.3.1 A prospective candidate making inquiries of the tender document may notify the Procuring entity in

writing or by post or email at the entity’s address indicated in the Invitation for tenders. The Procuring

entity will respond in writing to any request for clarification of the tender documents.

2.3.2 The procuring entity shall reply to any clarifications sought by the tenderer within 3 days of

receiving the request to enable the tenderer to make timely submission of its tender.

2.4. AMENDMENT OF DOCUMENTS

2.4.1 At any time prior to the deadline for submission of tenders, the Procuring entity, for any reason,

whether at its own initiative or in response to a clarification requested by a prospective tenderer, may

modify the tender documents by issuing an addendum.

2.4.2 All prospective tenderers who have obtained the tender documents will be notified of the

amendment by post or email and such amendment will be binding on them.

2.4.3 The Tenderer is expected to examine all instructions, forms, terms, and specifications in the tender

documents. Failure to furnish all information required by the tender documents or to submit a tender not

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substantially responsive to the tender documents in every respect will be at the tenderer’s risk and may

result in the rejection of its tender.

2.5. LANGUAGE OF TENDER

2.5.1 The Pre-qualification prepared by the tenderer, as well as all correspondence and documents relating

to the tender exchanged by the tenderer and the Procuring Entity, shall be written in English language.

Any printed literature furnished by the tenderer may be written in another language provided they are

accompanied by an accurate English translation of the relevant passages in which case, for purposes of

interpretation of the tender, the English translation shall govern.

2.6 SUBMISSION OF APPLICATION

This document includes questionnaire forms and documents required from the Prospective bidders. In

order to be considered for pre-qualification prospective bidders must submit all the information herein

requested. The Pre-qualification document shall be prepared in indelible ink. It shall contain no

interlineations or overwriting, except as necessary to correct errors made by the tenderer. Any such

corrections must be initialed by the person(s) who signs the prequalification document.

The Pre-qualification document should be prepared and submitted as specified in the invitation for

Prequalification of Suppliers on or before 2nd October 2015.

Any tender received after the deadline shall be rejected as a late tender and shall not be considered.

2.7 ELIGIBLE CANDIDATES

2.7.1 Due diligence will be undertaken during prequalification process and any bidder found to be in

breach and has provided false information will lead to automatic disqualification.

2.7.2 CIN-Kenya will examine the tenders to determine completeness, general orderliness and sufficiency

in responsiveness.

2.7.3 Tenderers shall not contact CIN- Kenya on matters relating to their tender from the time of opening

to the time the evaluation is finalized and official communication sent to them. Any effort by the tenderer

to influence the Service in the evaluation shall result in the cancellation of their tender.

2.7.4 Prequalification will be based on meeting the minimum criteria regarding the applicant’s legal

status, general and particular experience, personnel and financial position as demonstrated by their

responses where applicable accordingly.

2.7.5 The applicants must have registered offices and CIN-Kenya reserves the discretion of visiting

physical premises from which the applicant conducts business if so desired to confirm existence and

capability to deliver the said goods, works or services.

2.7.6 Tenderers who qualify according to the selection criteria will be invited to submit their quotations

for annual rates for the supply of goods, works or services as and when required.

2.7.7 CIN-Kenya reserves the right to accept or reject any or all tenders.

2.8 QUALIFICATION CRITERIA.

2.8.1 Prequalification shall be based on meeting the minimum requirements to pass in the criteria in the

evaluation conditions template as set in section 3 of this document.

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2.8.2 The procuring Entity reserves the right to waive minor deviations if they don’t materially affect the

capability of an applicant to perform the contract

2.9 Validity Period

2.9.1 The request for pre-qualification must remain valid for not less than 60 (Sixty) days from the date

of submission.

2.9.2 GEMS Cambridge International School - Nairobi will make the best effort to complete the

evaluation and communication within this period.

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SECTION 3

3. LETTER OF APPLICATION

Notes on letter of application

The letter of application will be prepared by the applicant and will follow the form presented herein.

The letter of application will be prepared on the letterhead of the applicant company and will include full

postal address, telephone numbers and Email address.

The letter of application will be signed by duly authorized representatives of the applicant.

Any clause which does not apply to the applicant in the letter of application herein shall be deleted by the

applicant.

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3.1- LETTER OF APPLICATION

To

The Head of Procurement,

GEMS Cambridge Nairobi- Kenya

P.O Box 15593-00509

Nairobi

Date……………………………………………………

Dear Sir/Madam

I. Being duly authorized to represent and act on behalf of ________________________ (name of firm)

(here in after referred to as ‘the bidder), and having reviewed and fully understand all of the

prequalification information provided, the undersigned hereby apply to be prequalified by yourselves as

bidder for the following service(s) under (category ref No. and description)

Category Ref. Number Description

2. Attached to this letter are copies of original documents defining

(a) The applicant’s legal status

(b)The principal place of business and

(c)The place of incorporation (for applicants who are corporations), or the place of registration and the

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

(d) Copy of deposit slip for the application non-refundable fees

3. Your Agency and its authorized representatives may contact the following references for further

information

General and managerial enquiries

Contacts person

Organization

Telephone

Signature and official stamp

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Technical enquiries

Contacts person

Position

Telephone

Qualification

4. This application is made with full understanding that:

(a) Bids by prequalified applicants will be subject to verification of all information submitted for

prequalification at the time of bidding.

The undersigned declare that the statement made and the information provided in the duly completed

application are complete, true and correct in every detail.

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4. EVALUATION CRITERIA

MANDATORY REQUIREMENTS

1) Certificate of Incorporation / Registration;

2) PIN/VAT Certificate;

3) Current Trade License / Business Permit;

4) Certificates from affiliated regulatory or accrediting bodies/associations (where applicable);

5) Current Tax Compliance Certificate;

6) Evidence of Physical Location of business premise (Lease agreement);

7) Three (3) letters of recommendation from your corporate/major clients;

8) Company profile;

9) Original Receipt as proof that tenderer purchased the pre-qualification document(s).

10) Must fill the Tender forms/documents in the format provided

NOTE: Evaluation will be based on meeting the above minimum requirements to pass.

5. COMPLAINTS PROCESS

This call for prequalification of venders does not constitute a solicitation and CIN-Kenya reserves the right

to change or cancel the requirement at any time during the prequalification process. CIN-Kenya also

reserves the right to require compliance with additional conditions. Invitations to apply for prequalification

of vender or will be made in accordance with CIN- Kenya rules and procedures.

Any grievances and or complaints arising from the evaluation process and final prequalification can be

addressed in writing to the Principal.

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6.0 APPLICATION FORMS

APPLICATION FORM (1)

6. GENERAL EXPERIENCE RECORD

Name of Applicant or partner of a joint venture=

Annual turnover data (Construction only)

Year Turnover Kshs.

1.

2.

3.

4.

5.

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6.1 JOINT VENTURE SUMMARY

Names of all partners of a joint venture

1. Lead partner

2. Partner

3. Partner

4. Partner

5. Partner

6. Partner

Total value of annual construction turnover, in terms of work billed to clients, in Kshs.

Annual turnover data (construction only: Kshs.

Partner Form 2

Page no.

Year 1 Year 2 Year 3

1. Lead

Partner

2. Partner

3. Partner

4. Partner

5. Partner

6. Partner

Totals

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6.2 DETAILS OF CONTRACTS OF SIMILAR NATURE AND COMPLEXITY

Name of Applicant or partner of a joint venture

Use a separate sheet for each contract.

1. Number of contract

Name of Contract

Country

2. Name of employer

3. Employer address

4. Nature of works and special features relevant to the contract for which the Applicant wishes

to prequalify

5. Contract role (check one)

* Sole contract * Management contract * Subcontract * Partner in a joint venture

6. Value of the total contract/subcontract/partner share (in specified currencies at completion,

or at date of award for current contract)

7. Date of award

8. Date of completion

9. Contract/subcontract duration (years and months)

- years - months

10 Specified requirements

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6.3 SUMMARY SHEET: CURRENT CONTRACT COMMITMENTS/WORK IN PROGRESS


Name of contract Value of outstanding work

Kshs.

Estimated completion date

1.

2.

3.

4.

5.

6.

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6.4 FINANCIAL CAPABILITY


Banker

Name of banker

Address of banker

…………………………………………………………………………

Telephone Contact name and title

_________________________________________________________

Fax E mail

Financial

information in

Kshs.

Actual : Projected:

previous five years next two years

1. 2. 3. 4.

1. Total assets

2. Current assets

3. Total

liabilities

4. Current

liabilities

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7. TERMS OF PAYMENT

Our payment terms are 30 days from the date of invoice/delivery on receipt/acceptance of services.

RANGE OF PRODUCTS/SERVICES YOU SPECIALISE IN

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

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

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

Have you previously provided/supplied goods/services to gems Cambridge international school -

Nairobi?

IF YES, which materials/Services

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

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

INDICATE THREE (3) OF OUR LAST ORDERS

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

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

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

DO YOU HAVE ANY PENDING ORDERS WITH US? IF SO GIVE DETAILS

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

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

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

HAVE YOU EVER FAILED TO HONOUR OUR LPO? IF SO GIVE DETAILS

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

HAVE YOU EVER BEEN BLACKLISTED BY GEMS CAMBRIDGE INTERNATIONAL SCHOOL -

NAIROBI?

YES ………………………………………………………. NO ………………………………………………………….

IF YES, GIVE DETAILS ON A SEPARATE PAPER

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8. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM

You are requested to give the particulars indicated in part1 and ether part 2(a) 2(b) or2 (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 1 GENERAL:

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

Location of business premises……………………………………………………………… Plot No…………………………………………………

Street/Road…..………………Postal Address ……………………Tel No. …………………

Fax ………………………………. …………E mail ……………………………..………….

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

Registration Certificate No…………………………………………………………………

Maximum value of business which you can handle at any one time in

Kshs (where applicable)………………………………………………………………………..

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

PART 1b Name and address of key contact persons

Name ……………………………………………………………………………………………………

Current position………………………………………………………………………………………………

Mobile number……………………………………………………………………………………………

Email address………………………………………………………………………………………………

Alternative contact person

Name …………………………………………………..……………………………………………………

Current position………………………………………………………………………………………………

Mobile number……………………………………………………………………………………

Email address………………………………………………………….............

PART 2 (A) – SOLE PROPRIETORS

Your name in full ………………………………………

Age ………………………..

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

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

Part 2 (b) Partnership

Given details of partners as follows:

Name Nationality %shareholding

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

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

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

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

PART 2 (C) – REGISTERED COMPANY

Private or Public ………………………………………………………………………….

Given details of all directors as follows;

Name, Nationality, Citizenship Details and Shares

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1…………………………………………………………………………………

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

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

4. ……………………………………………………………………

5 ……………………………………………………………………………………….

Sign and Stamp

* If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or registration.

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9. LITIGATION HISTORY


Applicants, including each of the partners of a joint venture, should provide information of any

history of litigation or arbitration resulting from contracts executed in the last five years or

currently under execution (Instructions to Applicants, para. 4.8). A separate sheet should be used

for each partner of a joint venture.

Year Award FOR or

AGAINST Applicant

Name of client, cause of litigation, and matter

in dispute

Disputed amount

(current value Kshs.)

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10. DECLARATION

Having studied the pre-qualification information for the above tender category We/I hereby state:

1. That the information furnished in our/my application is accurate to the best of our/my knowledge.

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

time in the submission of a tender or quotation on the basis of provision in the tender or quotation

documents to follow.

3. That the pre-qualified bidders will be invited randomly to participate in the tender/quotations as and

when there is a requirement.

4. We/I enclose all the required documents and information required for the prequalification evaluation.

Our tender is binding to us and if found acceptable we shall be pleased to be included in the list of pre-

qualified firms.

5. We understand you are not bound to accept either in part or whole any tender you receive.

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

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

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

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

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