THE KENYA PORTS AUTHORITY
PRE-QUALIFICATION OF SUPPLIERS OF STAFF
UNIFORMS
TENDER NO.KPA/161/2015-16/PSM (a)
Prequalification of Suppliers of Staff Uniforms
TABLE OF CONTENTS
PRE-QUALIFICATION NOTICE…………………………………………………….
SECTION 1: INFORMATION TO TENDERERS
1.0
INTRODUCTION ……………………….…………………………………………….…..
2.0
DOCUMENTS COMPRISING THE REQUEST FOR PRE-QUALIFICATION………
3.0
AMENDMENT OF TENDER DOCUMENTS…………………………………………..
4.0
PREPARATION OF TENDER DOCUMENTS…………………………………………
5.0
SUBMISSION, RECEIPT AND OPENING OF TENDERS…………………………..
6.0
TENDER EVALUATION…………………………………………………………………
7.0
CONFIDENTIALITY…………………………………………………………………….
SECTION 2
TENDER SUBMISSION FORMS
LETTER OF APPLICATION……………………………………….
PRELIMINARY LIST OF ITEMS TO BE SUPPLIED ……………………………………..
RESOURCES…………………………………………………………………………………
CONFIDENTIAL BUSINESS QUESTIONNAIRE…………………………………………
ANTI – CORRUPTION DECLARATION FORM…………………………………………
DECLARATION FORM ………………………………………………………………………
FORM RB 1…………………………………………………………………………………
Prequalification of Suppliers of Staff Uniforms
PRE-QUALIFICATION NOTICE
1.
The Kenya Ports Authority (hereinafter referred to as KPA) invites sealed applications from
eligible candidates for purposes of Pre-Qualification of Suppliers for Supply of Staff
Uniforms.
2.
Interested eligible Tenderers may obtain further information from and inspect the Tendering
Documents at the offices of the Head of Procurement & Supplies located on the 4th floor of
office Block 3 at the Kenya Ports Authority Headquarters, Kilindini Kipevu from MONDAY
TO FRIDAY (BETWEEN 0800 HOURS AND 1600 HOURS inclusive) except on public
holidays and Sundays.
3.
The tender document can be viewed and downloaded from the KPA website www.kpa.co.ke
at no fee through the following link
http://www.kpa.co.ke/InfoCenter/Tenders/Pages/default.aspx.
4.
Enquiries can be made via email address: [email protected].
5.
Bidders are advised to regularly visit the KPA website to obtain any additional
information/addendum on the tender. All addenda/additional information on the tender
shall be posted on the KPA website as they become available.
6.
All Tenders in one original plus [two-2 copies], properly filled in, and enclosed in plain
envelopes must be delivered to the address below and addressed as follows:
TENDER NO.:
KPA/161/2015-16/PSM (a)
TENDER NAME:
PREQUALIFICATION OF SUPPLIERS FOR SUPPLY
OF STAFF UNIFORMS
“DO NOT OPEN BEFORE 1000 HOURS ON THURSDAY 30TH JUNE, 2016”
Addressed:
THE HEAD OF PROCUREMENT AND SUPPLIES
KENYA PORTS AUTHORITY
KIPEVU HEADQUARTERS 4TH FLOOR
FINANCE BLOCK III, DOOR BLK-3.4.3
KILINDINI MOMBASA
Phone: +254 (41) 2113600/ 2113999
E-mail: [email protected]
Prequalification of Suppliers of Staff Uniforms
Completed tenders shall be placed in Tender Box No. 7 located at the BUS TERMINUS,
PORT MAIN PEDESTRIAN GATE NO.8, KILINDINI, MOMBASA BEFORE 1000
HOURS ON THURSDAY 30TH JUNE, 2016.
Bulky tenders shall be submitted at the office of Head of Procurement & Supplies located
on the 4th floor of office Block III at the Kenya Ports Authority Headquarters, Kipevu,
Kilindini Mombasa BEFORE 1000 HOURS ON THURSDAY 30TH JUNE, 2016.
7.
Tenders will be opened promptly after 1030HOURS ON THURSDAY 30TH JUNE, 2016 in
the presence of Tenderers’ representatives who choose to attend the opening at the
Procurement Conference Room located at the New Service Area (Kapenguria).
8.
Late Tenders, incomplete Tenders, Tenders not opened at the Tender opening ceremony shall
not be accepted for evaluation.
9.
Canvassing or lobbying for the tender shall lead to automatic disqualification.
Yobesh Oyaro
HEAD OF PROCUREMENT AND SUPPLIES
FOR: Ag. MANAGING DIRECTOR
Prequalification of Suppliers of Staff Uniforms
VISION, MISSION, &CORE VALUES
Vision
World class seaports of choice.
Mission
To facilitate and promote global maritime trade through the provision of competitive port services.
Values
Customer Focus: Service excellence is key to our operations and we endeavor to exceed customer
expectations.
Integrity: We uphold fairness, honesty, professionalism and transparency in all our undertakings.
Teamwork: We embrace team spirit in all that we do.
We Care: We care for our staff, the communities around us and are sensitive to the environment.
Prequalification of Suppliers of Staff Uniforms
HEALTH, SAFETY AND ENVIRONMENT
POLICY STATEMENT
The Kenya Ports Authority recognizes and appreciates the importance of Health, Safety and Environment in the
organization.
The Authority prominently places Health, Safety and Environment matters as important Boardroom Agenda.
To translate this commitment into actions, the Authority shall adopt a health, safety and environment policy that shall
ensure: 1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Compliance with all relevant statutory instruments in all matters of Health, Safety and Environment.
Appropriate consideration of relevant international conventions and recommendations.
Formulation and compliance with rules, regulations and guidelines on matters of Health, Safety and
Environment.
All reasonably practicable precautions are taken to safeguard the safety and health of all employees
and Port users.
Appropriate systems for providing adequate information and instructions to all cadres of employees
on risks to their health and safety are in place.
That all work places and equipment/plant are safe and regularly inspected.
All employees and Port Users assume defined responsibilities in matters of health, safety and
environment in conformity with this policy.
Appropriate training for all employees to enhance their performance is provided.
That all Contractors comply with Health, Safety and Environment rules, regulations and guidelines.
Adequate provision for prevention and control of fires and proper use of hydraulic power press
appliances.
Adequate provision for prevention and control of environmental pollution.
That Environmental Impact Assessment is carried out for all projects likely to have an impact on the
environment.
Provision and promotion of First Aid services and activities.
Contravention of the Health, Safety and Environment Management System attracts severe
disciplinary action including dismissal and/or prosecution.
Review of the Health, Safety and Environment Management System to conform to changing trends.
(Signed)
Catherine Wairi
Ag. MANAGING DIRECTOR
Prequalification of Suppliers of Staff Uniforms
QUALITY POLICY STATEMENT
Kenya Ports Authority is committed to provision of Quality Port Services to our customers’ satisfaction. We undertake
to facilitate and promote global maritime trade by:

Complying with ISO 9001 Quality Management System (QMS) Standards,

Continually improving and effectively implementing our QMS processes and capabilities,

Ensuring that Quality Objectives associated with the Quality Policy are reviewed annually via departmental
Quality Operating Procedures.
Quality Objectives
The Management has established quality objectives, including those needed to meet the requirements, at relevant
functional units in the Authority. The quality objectives are measurable and consistent with the quality policy.
The Authority’s broad quality objectives are;
1. Improve service delivery and customer satisfaction.
2. Enhance operational efficiency.
3. Improve productivity of internal resources.
These objectives are reviewed on an annual basis in accordance with the Corporate Business Plan and Signed
Performance Contract as cascaded to relevant functions.
(Signed)
Catherine Wairi
Ag. MANAGING DIRECTOR
Prequalification of Suppliers of Staff Uniforms
SECTION 1
INFORMATION TO TENDERERS
1.0
INTRODUCTION
1.1
KPA will pre-qualify and enlist prospective bidders for the Pre-qualification of suppliers
of s t a f f uniforms from among those who will have submitted their tenders, in accordance
with the tender requirements to undertake the assignments described herein for Three (3)
years.
1.3
The Pre-qualification Tender document and the Tenderers response thereof shall be the
basis for pre-qualification. Tenderers must familiarize themselves with the requirements
described in this document including all attachments and take them into account while
preparing the response.
1.4
Applicants will be informed in writing of the results of the application, without assigning
any reason for KPA’s decision thereof.
1.5
Tenderers will meet all costs associated with preparation and submission of their
applications.
1.6
It is KPA’s policy to require that Tenderers observe the highest standard of ethics
during the selection and execution of such contracts. In pursuance of this policy, KPA:a) defines, for the purpose of this provision, the terms set forth below as follows:(i).
"Corrupt practice" means the offering, giving, receiving or soliciting of
anything of value to influence the action of an officer of the
Purchaser/Employer in the pre-qualification process; and
(ii).
“Fraudulent practice” means a misrepresentation of facts in order to influence
the pre-qualification process to the detriment of the Purchaser/Employer, and
includes collusive practices among Tenderers (prior to or after submission of
Tenders) designed to establish prices at artificial, non-competitive levels and to
deprive the Purchaser of the benefits of free and open competition.
b) shall reject a Tender for pre-qualification if it determines that a Tenderer has engaged
in corrupt or fraudulent activities in competing for the contract in question;
c) shall declare a Tender ineligible for pre-qualification if at any time it determines that
Tenderer has engaged in corrupt or fraudulent practices in competing for or in executing
a similar contract;
d) shall have the right to examine financial records relating to the performance of such
services to determine capability; and
e) Shall have the right to inspect the business premises of the tenderer.
1.7
Tenderers shall furnish information as described in the pre-qualification tender document.
Prequalification of Suppliers of Staff Uniforms
2.0
Documents Comprising The Request For Pre-Qualification
2.1
Tenderers may request a clarification on the Tender Pre-qualification document up to
three (3) days before the Tender submission date. Any request for clarification must be
sent in writing by mail or electronic mail to the Purchaser's/Employer’s address. The
Purchaser/Employer will respond in writing by normal postal mail, facsimile, or
electronic mail to such requests and will send copies of the response to all prospective
applicants without identifying the cause source of inquiry.
3.0
Amendment of Tender Documents
3.1
At any time prior to the deadline for submission of tenders the Employer may, for any
reason, whether at his own initiative or in response to a clarification requested by a
prospective tenderer, modify the tender documents by issuing Addenda.
3.2
Any Addendum will be notified in writing or by cable, telex or facsimile to all prospective
tenderers who have purchased the tender documents and will be binding upon them.
3.3
In order to allow prospective tenderers reasonable time in which to take the Addendum into
account in preparing their tenders, the Employer may, at his discretion, extend the deadline
for the submission of tenders.
4.0
Preparation of Tender Documents
4.1
Tenderers are requested to submit a Tender written in English language.
4.2
Tenderers are expected to examine the documents comprising this request for prequalification in detail. Material deficiencies in providing the information requested may
result in rejection of a Tender.
4.3
Tenderers are required to meet the qualification criteria stipulated in Section 2. Those
who do not meet the requirements need not submit tenders. Only tenders, which fulfill
these requirements, will be considered for detailed evaluation.
4.4
The pre-qualification documents shall not include any financial proposal information
other than audited accounts for the last two (2) years or bank statement for the last six
months.
4.5
Period of Validity
The request for pre-qualification must remain valid for not less than 90 days from the
date of submission.
KPA will make the best effort to complete the evaluation and communicate within
this period.
Prequalification of Suppliers of Staff Uniforms
5.0
Submission, Receipt and Opening of Tenders
5.1
The original Tender 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 or persons who sign(s) the Tender
Document.
5.2
An authorized representative of the Tenderer should initial all pages of the tender
document.
5.3
The Tender should be prepared and submitted in one (1) original and two (2) copies in
a plain sealed envelope clearly marked as follows:
TENDER NO.:
KPA/161/2015-16/PSM (a)
TENDER NAME:
PREQUALIFICATION OF SUPPLIERS FOR SUPPLY
OF STAFF UNIFORMS
“DO NOT OPEN BEFORE 1000 HOURS ON THURSDAY 30TH JUNE, 2016”
Addressed:
THE HEAD OF PROCUREMENT AND SUPPLIES
KENYA PORTS AUTHORITY
KIPEVU HEADQUARTERS 4TH FLOOR
FINANCE BLOCK III, DOOR BLK-3.4.3
KILINDINI MOMBASA
Phone: +254 (41) 2113600/ 2113999
E-mail: [email protected]
5.4
Deadline for Submission
Tenders must be received by the Employer at the address specified in clause 5.3 and on the
date and time specified in the Letter of Invitation.
Proof of posting will not be accepted as proof of delivery and any tender delivered after the
above stipulated time, from whatever cause arising will not be considered.
The Employer (purchaser) may, at his discretion, extend the deadline for the submission of
tenders through the issue of an Addendum in accordance with clause 3.0, in which case all
rights and obligations of the Employer (purchaser) and the tenderers previously subject to
the original deadline shall thereafter be subject to the new deadline as extended.
5.5
Late Tender
Any Tender received after the deadline pursuant to clause 5.3 shall be rejected as a
late tender and shall not be considered.
Prequalification of Suppliers of Staff Uniforms
5.6
Tender Opening and Evaluation
5.6.1 A committee of officials from Kenya Ports Authority will read out Applicant’s
particulars in the presence of applicant’s representatives who choose to attend on the date
of opening at the time and location indicated in the Letter of Invitation to Tender. The
applicant’s representatives who will be present shall sign a register as evidence for their
attendance.
5.6.2 No application shall be rejected during opening, except for late applications which shall
be returned unopened to the applicants.
5.6.3 The Purchaser will prepare a record of the Tender opening.
6.0
6.1
TENDER EVALUATION
Mandatory Requirements for Pre-Qualification
The following list of requirements shall form mandatory requirements
a.
b.
c.
d.
e.
f.
g.
h.
Company profile
Current and valid Single Business Permit
A copy of Certificate of Registration/Incorporation.
Letters of commendation from at least three (3) corporate clients for similar services.
List of clients and evidence of supply to at least three (3) corporate clients.
Evidence of personnel resources available including qualifications
Proof of ownership of facilities/equipment which will be used if contract is awarded
Attach Kenya Bureau of Standards (KEBS) where applicable for fabrics which you
propose to use.
i. Current and valid Tax compliance certificate
j. Evidence of physical address and premises. Attach copies of utility bills i.e.
electricity/water.
k. Duly filled forms provided in Section 2
l. Written undertaking allowing KPA to visit suppliers’ premises to ascertain physical
address and stock of items during the prequalification tender process.
m. Duly filled and signed confidential Business Questionnaire
n. Duly filled and signed Declaration Forms.
o. Duly filled and signed Anti-Corruption Declaration Commitment/ Pledge
p. Copies of National IDs for the directors
q. A signed statement that the bidder doesn’t have conflict of interest in relation to the
procurement.
r. A signed statement that the bidder or any of its Directors or Officers have not been
convicted of any criminal offence relating to professional conduct or the making of
false statements or misrepresentations as to its qualifications to enter into a
procurement contract within a period of three years preceding the commencement of
procurement proceedings.
s. Written undertaking for the following:
i.
Take measurement of all KPA staff entitled to provision of uniform at
their respective stations.
Prequalification of Suppliers of Staff Uniforms
ii.
iii.
6.2
Guarantee if the uniform doesn’t fit or is defective that you will give a free
replacement
Agree to allow the KPA uniform consultant or representatives to follow
the progress of uniforms whilst in production.
General Requirements
6.2.1 KPA will examine the tenders to determine completeness, general orderliness and
sufficiency in responsiveness.
6.2.2 Tenderers shall not contact KPA on the matter relating to their tender from the time of
opening to the time the evaluation is finalized and official communication is sent to them.
Any effort by the Tenderer to influence KPA in the Tender evaluation shall result in the
rejection of their tender.
6.2.3 Pre-qualification 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 the responses in the attached forms.
6.2.4 The applicants should have registered offices and KPA reserves the discretion of
visiting physical premises from which the applicant conducts business if so desired to
confirm existence and capability to deliver the uniforms.
6.2.5 Tenderers who qualify according to the selection criteria will be invited to t ender for
the supply of goods/services as and when required for Three (3) year.
6.2.6 KPA reserves the right to accept or reject any or all Tenders without the obligation to
assign any reason(s) for its decision thereof.
6.3
Clarification of Applications
6.3.1 During evaluation of applications, KPA may at its own discretion, ask the Applicant for
clarification of its application.
6.3.2 A bidder shall be instructed to reply to clarifications in writing within a specified time.
6.3.3 Failure of a bidder to respond to a request for clarification may result in rejection of its
bid.
6.4.
Contacting the Procuring Entity
6.4.1 No applicant shall contact KPA on any matter relating to its application from the time of
application opening to pre-qualification of applicants.
6.4.2 Any effort by the applicant to influence KPA in its decisions on the application may
result in the rejection of the application.
Prequalification of Suppliers of Staff Uniforms
7.0
Confidentiality
7.1
Information relating to evaluation of Tenders and recommendations concerning prequalification shall not be disclosed to the Tenderers until the pre-qualified firms have
been advised accordingly.
Prequalification of Suppliers of Staff Uniforms
SECTION 2
TENDER SUBMISSION FORMS
1.0
LETTER OF APPLICATION (MANDATORY)
To
Date ……………………………
…………………………………
……………………………….
(name and address of the procuring entity)
Ladies and/or Gentlemen
1.
Being duly authorized to represent and act on behalf of
(name of firm)
(hereinafter referred to as “the Applicant” ), and having reviewed and fully understood all of
the pre qualification information provided, the undersigned hereby apply to be prequalified
by yourselves as a bidder for the Tender (number____ and name___________)
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).
3.
Your Agency and its authorized representatives are hereby authorized to conduct any
inquiries or investigations to verify the statements, documents, and information submitted in
connection with this application, and to seek clarification from our bankers and clients
regarding any financial and technical aspects. This letter of Application will also serve as
authorization to any individual or authorized representative of any institution referred to in
the supporting information, to provide such information deemed necessary and as requested
by yourselves to verify statements and information provided in this application, such as the
resources, experience, and competence of the Applicant.
4.
Your Agency and its authorized representatives may contact the following persons for further
information.
General and managerial inquiries
Contract 1
Telephone 1
Contract 2
Telephone 2
Personnel inquiries
Contract 1
Telephone 1
Contract 2
Telephone 2
Prequalification of Suppliers of Staff Uniforms
5.
Technical inquiries
Contract 1
Telephone 1
Contract 2
Telephone 2
Financial inquiries
Contract 1
Telephone 1
Contract 2
Telephone 2
This application is made with the full understanding that:
(a) Bids by prequalified applicants will be subject to verification of all information submitted
for prequalification at the time of bidding.
(b) Your Agency reserves the right to:

amend the scope and value of any contracts bid under this project; in such event,
bids will only be called from prequalified bidders who meet the revised
requirements; and

reject or accept any application, cancel the prequalification process, and reject all
applications
(c) your Agency shall not be liable for any such actions and shall be under no obligation to
inform the Applicant of the grounds for them
The undersigned declare that the statement made and the information provided in the duly
completed application are complete, true, and correct in every detail.
Signed
Signed
Name
Name
For and on behalf of (name of Applicant)
For and on behalf of (name of Applicant)
Prequalification of Suppliers of Staff Uniforms
2.0
PRELIMARY LIST OF ITEMS TO BE SUPPLIED
Measured Uniforms
1. Jackets
2. Shirts and blouses
3. Trousers and skirts
4. Dustcoats
5. Overalls of different specifications
6. Bui Bui
7. Sweaters and Sleeveless Sweaters
8. High Visibility sleeveless vests
9. Corporate choir uniform
Mar
10. Traditional dancers attire
11. Work wear attire
12. Chef wear
13. Medical wear
14. Scarf and tie
15. Leather Shoes - Ladies/Gents (sizes)
Prequalification of Suppliers of Staff Uniforms
3.0
RESOURCES (MANDATORY)
3.1
Personnel (MANDATORY)
a. Number of staff
i.
Management Staff: At least 3 Management staff (names, the designation and CV)
ii.
Technical staff: At least 10 technical staff and summarized in the table below:iii.
Support staff: Provide the total number.
b. Please list the present key personnel and management staff.
Name of Applicant:
1.
Title of position:
Name of prime candidate:
Name of alternate candidate:
Qualification:
Years of general experience:
Years of relevant/specific experience in similar projects:
2.
Title of position:
Name of prime candidate:
Name of alternate candidate:
Qualification:
Years of general experience:
Years of relevant/specific experience in similar projects:
3.
Title of position:
Name of prime candidate:
Name of alternate candidate:
Qualification:
Prequalification of Suppliers of Staff Uniforms
Years of general experience:
Years of relevant/specific experience in similar projects:
4.
Title of position:
Name of prime candidate:
Name of alternate candidate:
Qualification:
Years of general experience:
Years of relevant/specific experience in similar projects:
Prequalification of Suppliers of Staff Uniforms
3.2
Equipment and Facilities (MANDATORY)
On the basis of the information provided please indicate equipment and facilities considered by
your firm to be necessary for undertaking the contract and whether this is already in the
company’s ownership or will be purchased.
The following facilities and infrastructure are available at the applicant’s facility:Name of Applicant:
Item of Equipment
Equipment information
Current status
1. Name of manufacturer
2. Model and power rating
3. Capacity
4. Year of manufacturer
5. Current location
6. Details of current commitments
…………………………………………………………………………..
Source
7. Indicate source of the equipment
* Owned * Rented * Leased * Specially manufactured
Omit the following information for equipment owned by the Applicant
Owner
8. Name
9. Address of owner
……………………………………………………………..
Agreements
Telephone
Contact name and title
Fax
Email
Details or rental/lease/manufacture agreements specific to the project
………………………………………………………………………….
Prequalification of Suppliers of Staff Uniforms
3.3 EXPERIENCE (MANDATORY)
a. Relevant Projects Completed:
Please fill in information about relevant contracts completed over the past three (3) years.
Name of Applicant
Use a separate sheet for each contract. You may attach copies of purchase orders
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 pre-qualify
5.
Contract role (check one)
* Sole contract
* Management contract
venture
* Subcontract
* Partner in a joint
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
10
- months
Specified requirements
The applicant MUST attach evidence of performance of the above contracts either in the
FORM OF COMPLETION/DELIVERY CERTIFICATES OR REFERENCE/
RECOMMENDATION LETTERS FROM THE CLIENTS ON THE PROJECTS
COMPLETED UP TO A MINIMUM OF THREE PROJECTS.
Prequalification of Suppliers of Staff Uniforms
b. Current Contractual Commitments:
Please fill in information about the current relevant contracts being executed and
supported by evidence in form of signed contracts or purchase orders.
Name of Employer
Description
Contract
of Contact Price
Value completed and
certified
3.4 LEGAL STATUS (MANDATORY)
1
LEGAL STATUS
Enclose a copy of the Memorandum and Articles of Association or its equivalent.
A separate list of Directors/Partners/Proprietors should be attached. A joint venture
agreement should be attached where applicable.
3.5
FINANCIAL POSITION AND TERMS OF TRADE (MANDATORY)
Part I Assets and Liabilities
I. Total Assets in Kshs---------------------------------------------------II. Current Assets in Kshs----------------------------------------------III. Total Liabilities in Kshs----------------------------------------------IV. Net worth (Total Assets- Total liabilities) in Kshs--------------V. Working Capital (Total assets-Net worth) in Kshs--------------VI. Turnover (Greater than or equal to Kshs. 50Million average for 3 years)----------
Prequalification of Suppliers of Staff Uniforms
Part II
TERMS OF TRADE (PAYMENT TERMS) (MANDATORY)
Kenya Ports Authority will make payment after delivery of goods and services upon issuance of a local
purchase /service order.
Payment will be made within 30 days upon receipt of Invoice and Delivery Note duly signed and stamped by
the User and Inspection & Acceptance Committee.
N/B:
Please indicate your payment terms and credit period allowed.
Please comment on the client’s terms if not favorable to your organization
Prequalification of Suppliers of Staff Uniforms
CONFIDENTIAL BUSINESS QUESTIONNAIRE (MANDATORY)
You are requested to give the particulars indicated in Part 1 and either Part 2 (a), 2(b) or 2(c)
whichever applied 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. .................................. Email .....................................
Nature of Business ..............................................................................................................
Registration Certificate No. ................................................................................................
Maximum value of business which you can handle at any one time –
Kshs. ......................................................................................................................................
Name of your bankers .........................................................................................................
Branch………………………………………………………………..
Account No…………………………………………………………..
Continued in next page…
Prequalification of Suppliers of Staff Uniforms
…continued from previous page
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
1. …………………………………………………………………………………………
2. …………………………………………………………………………………………
3. …………………………………………………………………………………………
4. …………………………………………………………………………………………
Part 2 (c) – Registered Company
Private or Public
State the nominal and issued capital of company
Nominal Kshs.
Issued Kshs.
Given details of all directors as follows
Name
Nationality
Citizenship details
Shares
1. …………………………………………………………………………………………
2. …………………………………………………………………………………………
3. …………………………………………………………………………………………
4. …………………………………………………………………………………………
Date…………………………………Signature of Candidate……………………….
Prequalification of Suppliers of Staff Uniforms
EVALUATION CRITERIA
Evaluation will be based on a PASS or FAIL Criteria
Prequalification of Suppliers of Staff Uniforms
UNDERTAKING BY TENDERER ON ANTI – BRIBERY POLICY / CODE OF CONDUCT AND
COMPLIANCE PROGRAMME
1. Each Tenderer must submit a statement, as part of the Tender documents, in the given format which must
be signed personally by the Chief Executive Officer or other appropriate senior corporate officer of the
Tendering company and, where relevant, of its subsidiary in the Kenya. If a Tender is submitted by a
subsidiary, a statement to this effect will also be required of the parent company, signed by its Chief
Executive Officer or other appropriate senior corporate officer.
2. Tenderers will also be required to submit similar No-bribery commitments from their subcontractors and
consortium partners; the Tenderer may cover the subcontractors and consortium partners in its own
statement, provided the Tenderer assumes full responsibility.
3.
a)
Payment to agents and other third parties shall be limited to appropriate compensation for
legitimate services.
b)
Each Tenderer will make full disclosure in the Tender documentation of the beneficiaries and
amounts of all payments made, or intended to be made, to agents or other third parties (including
political parties or electoral candidates) relating to the Tender and, if successful, the
implementation of the contract.
c)
The successful Tenderer will also make full disclosure [quarterly or semi- annually] of all
payments to agents and other third parties during the execution of the contract.
d)
Upon completion of the performance of the contract, the successful Tenderer will formally certify
that no bribes or other illicit commissions have been paid. The final accounting shall include brief
details of the goods and services provided that they are sufficient to establish the legitimacy of the
payments made.
e)
Statements required according to subparagraphs (b) and (d) of this paragraph will have to be
certified by the company's Chief Executive Officer, or other appropriate senior corporate officer.
4. Tenders which do not conform to these requirements shall not be considered.
5. If the successful Tenderer fails to comply with its No-bribery commitment, significant sanctions will
apply. The sanctions may include all or any of the following:
a)
Cancellation of the contract;
b)
Liability for damages to the procuring entity and/or the unsuccessful competitors in the tendering
process.
6. Tenderers shall make available, as part of their Tender, copies of their anti-Bribery Policy/Code of
Conduct, if any, and of their general or project-specific Compliance Program.
7. The Government of Kenya has made special arrangements for adequate oversight of the procurement
process and the execution of the contract, and has invited civil society and other competent Government
Departments to participate in the oversight. Those charged with the oversight responsibility will have full
access to all documentation submitted by Tenderers for this contract, and to which in turn all Tenderers
and other parties involved or affected by the project shall have full access (provided, however, that no
proprietary information concerning a Tenderer may be disclosed to another Tenderer or to the public).
Prequalification of Suppliers of Staff Uniforms
ANTI-CORRUPTION DECLARATION COMMITMENT/ PLEDGE FORM
(Sections39, 40,41,42,43 & of the PPD Act, 2005)
I/We/Messrs…………………………………………………………………………….
of Street, Building, P O Box……………………………………………………………
…………………………………………………………………………………………..
Contact/Phone/E mail…………………………………………………………………..
declare that Public Procurement is based on a free and fair competitive Tendering process which
should not be open to abuse.
I/We ..…………………………………………………………………………………..
declare that I/We will not offer or facilitate, directly or indirectly, any inducement or reward to any
public officer, their relations or business associates, in connection with
Tender name……………………………………………………………..
Tender No ………………………..……………………………………………….
for or in the subsequent performance of the contract if I/We am/are successful.
Authorized Signature................................................................................................
Name and Title of Signatory……………………………………………………………
Prequalification of Suppliers of Staff Uniforms
DECLARATION FORM ON PARTICIPATION IN PUBLIC PROCUREMENT
TENDER NO. KPA/161/2015-16/PSM (a)
Date
____________
To Kenya Ports Authority
P. O. BOX 95009
M O M B A S A.
The tenderer i.e. (name and address)
declare the following:
1.
Has not been debarred from participating in public procurement.
2.
Has not been involved in and will not be involved in corrupt and fraudulent practices
regarding public procurement.
Title
Signature
Date
Prequalification of Suppliers of Staff Uniforms
FORM RB 1
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) 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.
etc.
By this memorandum, the Applicant requests the Board for an order/orders that: 1.
2.
etc
SIGNED ………………. (Applicant)
Dated on…………….day of ……………/…20…
FOR OFFICIAL USE ONLY
Lodged with the Secretary Public Procurement Administrative Review Board on ………… day of
………....20….………
SIGNED
Board Secretary
Prequalification of Suppliers of Staff Uniforms