PRE-QUALIFICATION DOCUMENT
CONSULATNCY SERVICES FOR
INDIVIDUAL CONSULTANT FOR
CONDUCTING PROCUREMENT REVIEWS
/ AUDITS
PRQ. NO. PPOA /09/2014/ 2015
NATIONAL BANK BUILDING
P.O. BOX 58535- – 00100
TEL: +254 02 3244000
FAX: +254 02
3244277/377
NAIROBI, KENYA.
E-mail: [email protected]
Website: www.ppoa.go.ke
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SECTION I: INVITATION FOR PREQUALIFICATION (IFQ)
Prequalification No.
Tender Name
Years
PPOA/09/2014-2015/16
: Consultants to Conduct Procurement Review/Audits in
Selected Public Procuring Entities for the Financial
2014/2015 and 2015/2016
1. The Public Procurement Oversight Authority, hereinafter referred as the
“Procuring Entity” intends to prequalify candidates for conducting
procurement reviews/audits in the selected public procuring entities.
2. The prequalification is open to individual consultants who meet the criteria
set out in the prequalification documents.
3. Eligible candidates may download the prequalification document at no cost
from
Public Procurement Oversight Authority
websites
www.ppoa.go.ke/tenders or www.tenders.go.ke.
Interested candidates who download the prequalification documents must
register with Procurement Unit through [email protected] and provide their
contact details and the prequalification number they are participating in..
4. Applications for prequalification must be submitted enclosed in plain sealed
envelopes marked with the prequalification name and reference number and
deposited in the tender box at Public Procurement Oversight Authority, 10th
Floor, National Bank Building, Harambee Avenue, Nairobi or to be addressed
to :
Public Procurement Oversight Authority
P. O. Box 58538-00200
NAIROBI
so as to be received on or before 3rd December at 10am
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5. All candidates whose applications will have been received before the closing
date and time will be advised in due course, of the results of their
applications. Only candidates prequalified under this prequalification process
will be invited to tender.
6. The Procuring Entity reserves the right to accept or reject the applications
that fail to comply with the prequalification requirements.
7. Any canvassing or false information will lead to automatic disqualification.
SECTION II: INSTRUCTIONS TO CANDIDATES
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INTRODUCTION
1.1 The Public Procurement Oversight Authority (Authority) invites interested
bidders for registration/prequalification as individual consultants for carrying
out procurement reviews/audits in the selected public procuring entities for
the Financial Years 2014-2015 and 2015- 2016. The candidates who will qualify
by meeting the set criteria as provided for in this Tender Document will be
eligible for shortlisting. Only shortlisted consultants will be issued with
Request for Proposals (RFP) documents on need basis during period under
reference.
1.2 Pre-qualification Objective
The main objective is to identify suitably qualified individual consultants for
the supply of consulting services. Tenderers are therefore advised to
familiarize with the requirements set forth in the prequalification documents
and ensure they respond accordingly.
The scope of services involves conducting procurement reviews/audits in selected
public entities in Kenya. In particular, the assignment will cover the following:
i).
Verification if the procurement and contracting processes implemented by
procuring entities comply with the Public Procurement and Disposal Act,
2005, the attendant Regulations, the standard tender documents, manuals
and directives prepared and issued by PPOA.
ii).
Verification of technical and physical compliance and price competitiveness
of the contracts;
iii).
Reviewing contract administration and management;
iv).
Reviewing the capacity of implementing agencies in handling procurement
efficiently, comment on the quality of procurement and contracting; and
identify reasons for delays, if any;
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v).
Determining whether adequate systems are in place for procurement
planning, implementation and monitoring and documentation are maintained as
per required standards;
vi).
Determining whether the required institutional arrangements are in place;
vii).
Confirming that all necessary supporting documents, records and reports are
kept in respect of all relevant procurements;
viii).
Comparing and rating costs of key items within the Procuring Entities with
market price index prepared by PPOA and market surveys reports, if any,
done by the entity.
ix).
Verifying whether Goods, Works and Consulting Services contracted were
supplied/completed according to the required specifications and technical
standards;
x).
Verifying whether there has been any disagreement, either between the
Accounting Officer and the Tender Committee, or between the Tender
Committee and the Procurement Unit; and how such disagreements were
handled and eventually disposed of;
xi).
Verifying whether there are any reasons given for direct procurements.
Indicate whether these reasons would suffice (are genuine) as provided for
in the Act, Regulations and Guidelines;
xii).
Verifying whether there are any cases where a member of the PE, involved
in the procurement and disposal process, has ever declared his/her interest
in any contract, to avoid conflict of interest; and whether such a member’s
interest was eventually awarded the contract, or not;
xiii).
Preparing a report on the findings of the procurement audit in conformity
with the PPOA Procurement Review Manual and the template provided; and
xiv).
Providing recommendations that will remedy any weaknesses identified by
the audits.
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1.3 All the information requested for prequalification shall be provided in English
language. Where information is provided in any other language, it shall be
accompanied by a translation of its pertinent parts into English language. The
translation will govern and will be used for interpreting the information.
1.4 Failure to provide essential information for effective evaluation of the
Applicant’s qualifications or to provide timely clarification may result to
disqualification.
1.5 The Authority does not bind itself for provision of the services but shall
endeavor to ensure that tenderers are treated equitably and fairly in
accordance with the Public Procurement and Disposal Act, 2005 and the
attendant Regulations.
1.6 Applicants will be informed in writing of the results of the prequalification.
1.7 Tenderers will meet all the cost associated with the preparation and
submission of their applications.
1.8 The procuring entity’s employees, committee members, board members and
their relative (spouse and children) are no eligible to participate in this
prequalification unless where specially allowed under Section 131 of the Public
Procurement and Disposal Act, 2005.
2. PREPARATION OF PREQUALIFICATION DOCUMENTS
2.1 Tenderers are required to examine the documents comprising this
prequalification document in detail. Material deficiencies in providing the
information requested may result in rejection of the tender.
2.2 Tenderers are required to meet the prequalification criteria set out in Section
II of the prequalification document. Only tenderers who meet prequalification
criteria will be shortlisted.
2.3 Prequalification documents shall not include any financial proposal information.
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2.4 Tenderers may request a clarification on the prequalification document up to
four (4) days before the deadline for submission. Any request for clarification
must be sent in writing by mail, facsimile to the Procuring Entity’s address. The
Procuring Entity will respond in writing by postal mail, facsimile or electronic
mail to such requests and will send copies of the response to all tenderers who
intend to submit prequalification documents. If necessary, the Procuring Entity
may issue addenda to all tenderers who may have registered with it.
3.1 Tender Validity
The request for prequalification must remain valid for not less than 90 days from
the date of opening. The Authority will make every effort to ensure that the
evaluation and communication of the outcome of the prepublication process will be
communicated within tender validity period.
4.1
SUBMISSION, RECEIPT AND OPENING OF PREQUALIFICATIONS
4.1 The original prequalification documents shall be prepared in indelible ink and
shall contain no interlineations or overwriting, except where such interlineations
are for correction of errors made by the Applicant. Such corrections must be
initialed by the Applicant.
4.2 Applicants should submit One (1) Original and One (1) Copy of the original in
plain sealed envelope marked: “Prequalification for Consultants to Conduct
Procurement Reviews/Audits in Selected Public Procuring Entities” which should
be delivered to address indicated in invitation to tender.
4.3 Deadline for Submission
The closing time for the submission of the prequalification documents shall be 3rd
December 2014 At 10 am The prequalification documents should be marked “DO
NOT OPEN BEFROE 3rd December AT 10 am Any prequalification document
received after the deadline shall be rejected as late tender and shall not be
considered for evaluation.
4.4 Tender/Prequalification Opening and Evaluation
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4.4.1 Immediately after the deadline for submission of prequalification
documents, a tender opening committee shall open all prequalification documents
received.
4.4.2 The tender/ prequalification opening committee shall prepare a record of the
tender opening/tender opening minutes and tender opening register.
5. EVALUATION CRITERIA
Evaluation will be carried out using the criteria set out here below to determine
the responsiveness of the tenders to the prequalification requirements. Only the
consultants who meet the criteria will be considered later.
5.1
Mandatory Requirements
(i)
Filling of all the Prequalification Forms
(ii)
Submission of required number of documents i.e. original and a copy.
(iii) Valid Tax Compliance certificate
(iv) Clearance by Ethics and Anti-Corruption Commission
(v) Valid Membership certificate
from Kenya Institute of Supply
Management or any other relevant professional body in supply chain
management
(vi) Professional qualifications in Supply Chain Management (Diploma in Supply
Chain Management)
(vii)
Certificate
of
good
conduct
from
Criminal
Investigation
Department/evidence of application for the same
(viii) A duly signed self declaration statement that one is not debarred from
participating in Public Procurement.
(ix) A duly signed self declaration that one will not engage in any corrupt
practice
(x)
A certified copy of the first degree certificate in Procurement,
Commerce, Economics, Business Administration, Education, Law or a
relevant field from a University in Kenya or any other University
recognized in Kenya.
(xi) A certified copy of the curriculum vitae (CV) with copies of ALL the
relevant supporting evidence such as certificates. CV must be presented
in the format provided.
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(xii)
A duly signed self declaration that, if contracted by the client, one will
not sub-contract whole and/ or any part of the consultancy.
(xiii) Demonstrate knowledge of the Public Procurement and Disposal Act,
2005 and its attendant Regulations:
 At least three years experience as a practitioner in public
procurement. Submit appointment letter(s) or any other evidence
for having been engaged/employed by a public entity or

Engagement letters or contracts as a reviewer or auditor in supply
chain management in a public entity.
Note this prequalification is not open to the persons who are currently in the
service or on full employment with a public entity.
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SECTION III: STANDARD FORMS
PREQUALIFICATION APPLICATION FORM
Date……………………….
Prequalification ………..
To:
The Director General
Public Procurement Oversight Authority
P. O. Box 58535-00200
NAIROBI
Dear Sir,
1. Having examined and fully understood the prequalification information
provided, including addenda Nos…….the receipt of which is hereby duly
acknowledged, I, the undersigned, hereby apply to be prequalified by
yourselves as a consultant for procurement reviews/audit under the
prequalification No………………….
2. My prequalification is binding to me and if accepted, I shall be pleased to be
included in your list of prequalified consultants for the prequalification
under reference.
3. You are at liberty to contact the persons listed here below for further
information (list three persons).
4. The information provided in my prequalification document is complete, true,
and correct in every detail.
5. I fully understand that you are not bound to accept any tender you may
receive.
Dated……………….day of…………………20………………
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Signature…………….
CRIMINAL OFFENCE DISCLOSURE
I,………………….of P. O. Box………in the Republic of Kenya do hereby declare that I have
not been convicted of any criminal offence relating to professional misconduct or
the making of false statements or misrepresentations of facts as to my
qualifications to enter into a procurement contract within a period of the last five
(5) years preceding the subject procurement proceedings.
Signe………………
Dated this………………….day of……………………2014
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FORMAT OF THE CURRICULUM VITAE FOR INDIVIDUAL CONSULTANT
A.
IDENTIFICATION
1.
2.
3.
4.
Full names:
_____________________________________________
Date of birth: _____________________
Nationality
_____________________
Years of Working experience____________; from __________________ to
___________________
5. Present Position ________________________________, Organization
_______________________
B.
EDUCATION
Institution / Dates
Degree(s) or Diploma(s) obtained:
C
LANGUAGE SKILLS
Indicate competence on a scale of 1 to 3 (1 -excellent; 2 – Good, 3 - Fair)
Language
D.
Reading
Speaking
MEMBERSHIP OF PROFESSIONAL BODIES
Attach certificate/s
E.
OTHER SKILLS (E.g. Computer skills)
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Writing
Attach relevant documentation e.g. certificate
F.
KEY QUALIFICATIONS/SKILLS AND EXPERIENCE
(List all key experience, e.g.)
(i)
(ii)
Extensive experience in procurement of works, goods and services,
i.e. preparation of annual procurement plans and budgets,
preparation of bidding and proposal documents, preparation and/or
review of bid and proposal evaluations, contract negotiations.
Management of procurement contracts, and technical review and
auditing.
(iii)
(iv)
(v)
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G. PROFESSIONAL EXPERIENCE (Work Experience and assignments carried out)
No.
1
2
3
4
5
6
7
8
9
10
11
12
13
15
16
Date (from – to)
Signed
Date
Location/Country
Company & reference person
Position
Description of Assignment
______________________________________________
____________________________
Note: CV must be supported by certified copies of certificates (academic, professional and membership to
professional
bodies)
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FORM RB 1
REQUEST FOR REVIEW FORM
REPUBLIC OF KENYA
PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW
BOARD
APPLICATION NO……… OF………, 20……….
BETWEEN
…….………….…….…….…… APPLICANT
AND
……………..…….………..…. RESPONDENT (Procuring Entity)
Request for review of the decision of the.............. (Name of the Procuring Entity or Director
General) of ..............dated the ...........day of ..............20........in the matter of Tender no.............of
...............20.....
REQUEST FOR REVIEW
I/We ...............................the above named Applicant(s) of address: Physical
address..................Fax No......Tel. No........Email..............hereby request the
Public Procurement Administrative Review Board to review the whole/part of the above
mentioned decision on the following grounds, namely:
1.
2. e.t.c.
By this memorandum, the Applicant requests the Board for an order/orders that: 1.
2. e.t.c.
SIGNED
.................................................................. (Applicant)
Dated on................................day of ...............................20...
FOR OFFICIAL USE ONLY
Lodged at Public Procurement Oversight Authority on........day of.... 20...........
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SIGNED.........................................................................................
Board Secretary
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