Introduction
Palladium is a global leader in the design, development and delivery of Positive Impact—
the intentional creation of enduring social and economic value. We work with corporations,
governments, foundations, investors, communities and civil society to formulate strategies
and implement solutions that generate lasting social, environmental and financial benefits.
For the past 50 years, we have been making Positive Impact possible. With a team of more
than 2,500 employees operating in 90 plus countries and a global network of over 35,000
technical experts, Palladium has improved—and is committed to continuing to improve—
businesses, economies, societies and most importantly people’s lives.
Our Story
Combined legacies have created positive change in a rapidly evolving world.
To be global leaders in the development and delivery of Positive Impact solutions may
seem like a lofty vision, but it has been embedded in our DNA for more than half a century.
We have worked, in collaboration with our clients, to empower global communities to
achieve economic growth and social stability. This has been accomplished via extensive
knowledge, project leadership expertise and the implementation of one of the world’s
leading management tools, the Balanced Scorecard created by Drs. Robert S. Kaplan and
David P. Norton.
The unique conglomeration of six cutting-edge organisations including GRM International,
Futures Group, Palladium Group, Development & Training Services, HK Logistics and
CARANA Corporation has developed into a portfolio of global solutions unlike any other.
Today, the newly rebranded Palladium delivers expert capabilities in more than a dozen
areas, consults in an array of industries and has planted its flag in the vanguard of the
Impact Economy, a vibrant new collaborative ecosystem of public and commercial
stakeholders.
For more information please visit our website www.thepalladiumgroup.com
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Contents
Introduction ........................................................................................................................................................ 1
Prequalification Notice ........................................................................................................................................ 3
NOTICE: PRE-QUALIFICATION OF SUPPLIERS FOR SUPPLY/ PROVISION OF GOODS AND
SERVICES FOR FINANCIAL YEAR 2017-2019 ...................................................................................... 3
1
PRE-QUALIFICATION INSTRUCTIONS ................................................................................................ 5
2
PRE-QUALIFICATION DATA INSTRUCTIONS ..................................................................................... 6
EVALUATION MATRIX ..................................................................................................................................... 7
1
Form PG-1: REGISTRATION DOCUMENTS ......................................................................................... 9
2
3
Form PG-2: CONFIDENTIAL BUSINESS QUESTIONNAIRE .............................................................. 10
Form PG-3: PAST EXPERIENCE ......................................................................................................... 12
4
Form PG-4: SWORN STATEMENT ...................................................................................................... 13
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Prequalification Notice
Friday, June 9, 2017
Reference: Palladium/2017-2019
NOTICE: PRE-QUALIFICATION OF SUPPLIERS FOR SUPPLY/ PROVISION OF GOODS AND
SERVICES FOR FINANCIAL YEAR 2017-2019
Palladium invites applications from interested, eligible, capable firms for prequalification/
registration as suppliers/service providers of the below categories:-
Serial
|No
Category
Reference
Category Description of Goods and Services
1
PG/ 01/20172019
Supply of General office stationery.
2
PG/ 02/20172019
Supply of computer toners, inks, cartridges, photocopier tonners-
3
PG/ 03/20172019
Supply and/or maintenance of IT equipment computers, printers,
photocopiers, & other office equipment
4
PG/ 04/20172019
Supply and Maintenance of office
5
PG/ 05/20172019
Provision of art-work designs & printing services
6
PG/ 06/20172019
Provision of vehicle hire services
7
PG/ 07/20172019
Provision of taxi services
8
PG/ 08/20172019
Provision of Office cleaning services and fumigation/pest control
9
PG/ 09/20172019
Provision of travel agency services (Ticketing for both local and
international travels)
10
PG/ 10/20172019
Provision of outside catering services
11
PG/ 11/20172019
Supply and/or Maintenance of air-conditioning equipment
12
PG/ 12/20172019
Provision of courier & freight services (local & International)
13
PG/ 13/20172019
Supply of office furniture
14
PG/ 14/20172019
Provision of staff health, Group life, WIBA & provident fund.
telecommunication equipment (PABX, Telephone headsets)
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15
PG/ 15/20172019
Provision of data bundles
16
PG/ 16/20172019
Provision of mobile phone
18
PG/ 18/20172019
Provision of internet services
19
PG/ 19/20172019
Provision & supply of access control systems
20
PG/ 20/20172019
Provision of vehicle maintenance services
21
PG/ 21/20172019
Provision of assets and motor vehicle insurance
22
PG/ 22/20172019
Provision of car tracking & fuel management systems
23
PG/ 23/20172019
Provision of Security Service
24
PG/ 24/20172019
Provision of Recruitment firms
25
PG/25/20172019
Provision of LAN networking services
26
PG/25/20172019
Provision of General Office repairs
All suppliers wishing to participate in any category must attach VAT and PIN certificate, Certificate of
Incorporation, Latest valid Tax Compliance certificate, current Trade License, 2 years audited accounts.
Prequalification Documents must be submitted in plain sealed envelopes clearly marked “Prequalification
of suppliers for financial year 2017/2019 with category reference number and should be hand-delivered
and placed in the Tender Box located at the Reception (Morning side office Park, 3 rd floor, wing A). The
documents should reach the undersigned on or before June 30 2017 at 1.00’Oclock.
Country Director,
Morning Side Office Park
P. O. Box 3170-00100 Nairobi.
All the suppliers with whom the institution is currently engaged need to re-apply.
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1
PRE-QUALIFICATION INSTRUCTIONS
Introduction
Palladium invites interested candidates who will qualify by meeting the set criteria as
provided for in this Tender Document and eligible to perform the contract of supply and
delivery or provision of goods and services.
Pre-qualification Objective
The main objective is to develop a Supplier list and to update our Supplier data base
To have a shortlist of suppliers to tender for supplies leading to framework agreements/Blanket
Purchase Orders and Service Level Agreements
Experience
Potential service providers must demonstrate the capacity, willingness and commitment to
meet the pre-qualification criteria.
Pre-qualification Document
This document includes questionnaire forms and documents required of prospective suppliers.
Mandatory
In order to be considered for pre-qualification, prospective suppliers must submit all the
information herein requested.
Submission of Pre-qualification Documents
Original of the completed pre-qualification data and other requested information shall be
submitted to:
The Country Representative
Palladium
Morning Side Office Park, 3rd Floor Suite F
P. O. Box 3170-00100
NAIROBI
Not later than July 10, 2017
Questions Arising from Documents
Questions that may arise from the pre-qualification documents should be directed to the
Country Director
Additional Information
Palladium reserves the right to request submission of additional information from prospective
bidders.
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2
PRE-QUALIFICATION DATA INSTRUCTIONS
2.1
Pre-qualification data forms
The attached questionnaire forms, PG-1, PG-2, PG -3, PG -4,are to be completed by
prospective suppliers/contractors who wish to be pre-qualified for submission of
quotation/tender for the specific category as described.
2.1.1 The pre-qualified application forms which are not filled out completely and submitted in the
prescribed manner will not be considered. All the documents that form part of the proposal must
be written in English.
2.2 Qualification
2.2.1 It is understood and agreed that the pre-qualification data on prospective bidders is
to be used by the committee in determining the qualifications of prospective bidders to
perform in respect to the Prequalification Category as described; according to the committee’s
sole judgment and discretion.
2.3 Essential Criteria for Pre-qualification
2.3.1 Experience
Prospective suppliers/bidders shall have two years’ experience in the provision/ supply
of services & goods and hence should show competence, willingness and capacity to service
the contract.
2.3.2 Financial Condition
The committee will request for the supplier’s financial statements or audited reports.
2.3.3 Past Performance
Past performance will be given due consideration in pre-qualifying bidders. Letter of reference
from past customers/clients should be included in Form PG-3. Photographs are also
acceptable.
2.4 Sworn Statement
Application must include a sworn statement Form PA-4 by the Tenderer ensuring the accuracy
of the information given.
2.5
Withdrawal of Prequalification
Should a condition arise between the time the firm is pre-qualified to bid and the bid opening
date which in the opinion of the committee 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 commitments, the committee reserves the right to reject the
tender from such a bidder even though he was initially pre-qualified.
2.6
Local Registration
The firm must have a fixed Business Premise and must be registered in Kenya, with
certificate of registration/incorporation and copies attached. The firm must show proof that it
has paid all its statutory obligations and have a valid Tax compliance Certificate
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EVALUATION MATRIX
Technical Evaluation
All the bids admitted at the mandatory evaluation stage shall be subjected to a technical
evaluation based on the requirements listed below. The technical evaluation is out of 100%
with a pass mark of 70%.
Evaluation Requirement
Evaluation parameters
Weighted %
Maximum
score
1
Mandatory Requirements
Full submission
15
Prequalification Submission
Mandatory
5
Mandatory
5
Tax compliance certificate
Mandatory
5
Sworn statements
Mandatory
5
Certificate of
Mandatory
5
form
Duly completed business
questionnaire
registration/incorporation
2
Last two years audited
requested
20
accounts or six (6) months
current banks statements
3
Business volume and
Over KES 2M
20
Over KES 1M
15
Btw KES 500 000 to 1M
10
Below KES 500 000
5
At least 2 years
10
20
financial soundness (per
year)
4
Period in business –Attach
10
copy of registration
certificate
5
Evidence of physical address
Mandatory
10
– attach utility bills , water
bills, electricity or tenancy
agreements
6
Supplier relevance and
4 LPOs
20
experience
3 LPOs
15
2LPOs
10
1LPOs
5
Demonstration of dealing
with the category of goods
and services tendered for; by
submitting copies of LPOs/
Service order or contract that
are relevant to tender
7
Three (3) corporate clients
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Full submission
20
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reference letters in their
letter heads
8
Declaration that you are not
Full submission in your
insolvent, in receivership,
company letterhead
5
bankrupt, or in the process
of being wound up and is
not subject to legal
action/proceedings
N.B: THE BID DOCUMENTS MUST BE BOUND TOGETHER
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1
Form PG-1: REGISTRATION DOCUMENTS
The following are to be attached:-
Copies of Certificate of Registration.
Copy of VAT Registration Certificate.
Copies of Pin Certificate of firm /individual.
Copy of Current Business License.
Copy of current Tax Compliance Certificate.
Company Profile
(Mandatory)
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2
Form PG-2: 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 License 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
Full Name……………………………………………Age………………………………………………………
Nationality……………………………Country of origin………………………………………………………
*Citizenship Details………………………………………………………………………………………………
Part 2(b)-Partnership
Give details of partners as follows
Name
Nationality
Citizenship
Shares
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………
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Part 2(c) – Registered Company
Private or public
……………………………………………………………………………………………………………………………
State the nominal and issued capital of the
company…………………………………………………………………………………………………………………
Nominal KES……………………………………………………………………………………………
Issued ……………………………………………………………………………………………………
Given details of all directors as follows
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
…………………..
Date……………………………………………………………………..
Signature…………………………………………………………………………………
*if Kenyan citizen, indicate under citizenship whether by birth, Naturalization or Registration
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3
Form PG-3: PAST EXPERIENCE
NAMES OF THE APPLICANTS CLIENTS IN THE LAST TWO YEARS
AND VALUES OF CONTRACT/ORDERS
Name of 1st Client (Organization)
Name of Client (organization) ……………………………………………………………………………
Address of Client (organization) …………………………………………………………………………
Name of Contact Person at the client (organization) ………………………………………………….
Telephone No. of Client ………………………………………………………………………………….
Value of Contract …………………………………………………………………………………………
Duration of Contract (date) ………………………………………………………………………………
(Attach documental evidence of existence of contract)
Name of 2nd Client (organization)
Name of Client (organization) …………………………………………………………………………...
Address of Client (organization) ………………………………………………………………………...
Name of Contact Person at the client (organization) ………………………………………………….
Telephone No. of Client ………………………………………………………………………………..…
Value of Contract ………………………………………………………………………………………….
Duration of Contract (date) ……………………………………………………………………………….
(Attach documental evidence of existence of contract)
Name of 3rd Client (organization)
Name of Client (organization) ……………………………………………………………………………
Address of Client (organization) …………………………………………………………………………
Name of Contact Person at the client (organization) ………………………………………………….
Telephone No. of Client …………………………………………………………………………………..
Value of Contract ………………………………………………………………………………………….
Duration of Contract (date) ……………………………………………………………………………….
(Attach documental evidence of existence of contract)
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4
Form PG-4: SWORN STATEMENT
(Full submission in your company letterhead)
Having studied the pre-qualification information We/I hereby state:
The information furnished in our application is accurate to the best of our knowledge.
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.
We/I will not engage in corrupt practices with the Committee.
We/I are not an employee of Futures
We/I shall declare any conflict of interest arising from this procurement
When our legal, technical or financial conditions or the contractual capacity of the firm changes,
we volunteer to inform you of the status and acknowledge your right to review the prequalification made.
We/I are not insolvent, in receivership, bankrupt or in the process of being wound up and are
not subject of legal proceedings related to the foregoing
Applicant’s Name …………………………………………………………………………………………………………...
Represented By ……………………………………………………………………………………………………………..
Signature ………………………………………………Date……………………………………………………………….
(Full name and designation of the person signing and stamp or seal)
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