NATIONAL CEREALS AND PRODUCE BOARD
FRAMEWORK AGREEMENT FOR PROVISION OF ROAD TRANSPORTATION
SERVICES OF BAGGED IMPORTED FERTILIZERS FROM THE PORT OF MOMBASA
TO VARIOUS DESIGNATED NCPB DEPOTS COUNTRYWIDE
TENDER NO. NCPB/RT/UC/10/2015-2016
NATIONAL CEREALS AND PRODUCE BOARD
NYUMBA YA NAFAKA
MACHAKOS/ENTERPRISE ROADS
INDUSTRIAL AREA
P.O. BOX 30586
NAIROBI
1
TABLE OF CONTENTS
PART I – INSTRUCTIONS
1.0
Invitation to Tender….................................................................
2.0
Eligibility of Tenderers ….............................................................
3.0
Scope of Services …..................................................................
4.0
Loaded and Off Loaded Weights …........................................
5.0
Damages or Loss of Cargo En-route to NCPB…......................
6.0
Loss of Weight ….........................................................................
7.0
Safety of Commodity ….............................................................
8.0
Evaluation Criteria …..................................................................
9.0
Contract Management ….........................................................
10.0 Insurance
…............................................................................
11.0 Submission of Bids …....................................................................
12.0 Payments Terms …......................................................................
13.0 Cost of Tender Documents …...................................................
14.0 Bid Price Validity
…...................................................................
15.0 Tender Security ….......................................................................
16.0 Amendments and Requests for Clarifications …..................
17.0 Notification ….............................................................................
18.0 Performance Bond …...............................................................
19.0 Evaluation of Bids …..................................................................
20.0 Board’s Rights
….................................................................
21.0 Corrupt of Fraudulent Practices …..............................................
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PART II – TECHNICAL BIDS
Form T1 – Confidential Questionnaire …...............................................
Form T2 – Track Record ….....................................................................
Form T3 – Asset Capacity Declaration form …....................................
Form T4 – Transporters and Truck Details …..........................................
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PART III – FINANCIAL BID FORMS
Form F1 – Form of Tender …....................................................................
Form F2 - Price Schedule …....................................................................
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PART IV – SAMPLE FORMS
Appendix 1 – Tender Security form …...................................................
Appendix 2 - Performance Security form …........................................
Check List …..............................................................................................
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TENDER NO: NCPB/RT/UC/10/2015-2016
PART I: INVITATION TO TENDER
National Cereals and Produce Board (NCPB) invites tenders from interested and reputable
transporters for Provision of transport services for various types of imported Fertilizers from the
Port of Mombasa to various designated NCPB depots countrywide under a framework
agreement for a period of 12 months.
The tender documents with further detailed information may be obtained from the office of the
Procurement Manager during normal working hours upon payment of non-refundable fees of
Kshs. 1,000.00 (Kshs. One thousand) per set in cash or a banker’s cheque drawn in favour of
National Cereals and Produce Board or at NCPB Headquarters cash office in Nafaka House,
Industrial Area between 9.00 am and 3.00 pm.
Bidders may also download details of the tender document from the IFMIS supplier portal:
supplier.treasury.go.ke or/and NCPB’s website: www.ncpb.co.ke free of charge. Bidders who
opt to download the tender documents shall be required to send/e-mail their company names
and contact details to the addresses provided in the tender document for purposes of
recording in the tender register.
The completed tender document should be submitted in a plain sealed envelope clearly
marked in Bold Letters: TENDER NO.NCPB/RT/ UC/10/2015-2016
addressed to:The Managing Director,
National Cereals and Produce Board,
Nyumba ya Nafaka,
Machakos/Enterprise Roads,
Industrial Area,
P.O BOX 30586,
Nairobi.
And physically deposit it in the tender box situated in Nafaka House, GROUND FLOOR, by the
Reception Area, so as to be received not later than 21st January 2016 at 12.00 noon (Kenya
time).
Bulky tender documents that do not fit in the tender box shall be received at the office of the
Managing Director 1st floor.
Tenders shall be opened soon thereafter in the presence of bidders or their representatives who
wish to attend in the NCPB Boardroom, 1st Floor, Room 104, Nyumba ya Nafaka,
Machakos/Enterprise Road.
Late tenders shall be rejected and returned un-opened.
Any form of canvassing will lead to automatic disqualification.
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INSTRUCTIONS TO TENDERERS
1.0 INTRODUCTION
1.1 The Board invites sealed bids from eligible and reputable transporters for provision of
transport services from port of Mombasa to NCPB depots countrywide under a framework
agreement to be ordered as and when required for a period of twelve (12) months.
1.2 Once the framework contract is in place the Board will be contracting the service provider
as and when required within the agreed terms of the contract
1.3 Tenderers shall apply for routes to some depots or the entire NCPB network as per their
capacity.
1.4 The prices quoted should be net inclusive of all government taxes.
1.5 The tenderer will bear the cost associated with preparation and submission of the bid and
the Board will not be responsible for this cost or any other costs incurred by the bidder
regardless of the outcome of the tender process.
1.6 QUANTITIES AND TYPES OF FERTILIZER TO BE HAULED
The estimated minimum quantities to be hauled are as follows:TYPE OF FERTILIZER
Diammonium phosphate (DAP 18:46:0)
Chemically compound (NPK 23:23:0)
Chemically compound (NPK 17:17:17)
Calcium ammonium nitrate (CAN 26% N)
Total
APPROXIMATED QUANTITIES (MT)
15,000
17,550
3,000
17,000
52,550
1.7 Bidders should note that the above quantities are not firm and may vary depending on the
availability of fertilizer at the port.
2.0 ELIGIBLE TENDERERS
2.1 This Invitation to tender is open to all the eligible tenderers as described in clause 1.1
above.
2.2 NCPB’s employees, committee members, board members and their relatives
(Spouse and children) are not eligible to participate in the tender.
2.3 Tenderers shall not be under a declaration of ineligibility for corrupt or fraudulent
Practices or debarred to participate in public procurement.
3.0 SCOPE OF SERVICES
The scope of the services is as summarized hereunder;
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3.1 The successful tenderer must provide a fleet of well-maintained trucks with a capacity to
haul up to a minimum of 14 tons per truck and enough trucks to carry the quantities availed
by the Board within 20 days. The trucks should be road-worthy, licensed and insured.
3.2 The offered trucks/trailer should be easy to load manually from all sides i.e. if the trailer is not
open, it should have side doors.
3.3 The successful tenderer shall be required to position the trucks at the port terminal as and
when required to transport at least 60,000 bags x 50 Kg of fertilizer per weather working day
(24 hrs) so as to avoid a glut at the bagging plant which is expected to bag at least 3,000
MT per weather working day (PWWD). The Transporter shall be surcharged at the rate
equivalent to vessel demurrage charges for any attendant consequence resulting from
failure to provide adequate trucks.
3.4 The successful tenderer shall provide his own security services en-route and take adequate
precautions to ensure that the actual quantity of fertilizer loaded onto his trucks at the port
of Mombasa is safely and wholesomely delivered to the designated depot, discharged and
duly acknowledged by Board’s authorized officers.
3.5 The successful tenderer(s) shall make appropriate arrangements to ensure that any fertilizer
spilled on the deck of the lorry while in transit from the port of Mombasa to NCPB’s
designated depots is swept and re-bagged into 50 Kg gunny bags to be provided by the
Board.
3.6 Tenderers are advised to acquaint themselves with the exact location, road approaches,
conditions, the facilities at the port of Mombasa. They are also advised to familiarize
themselves with the procedures and method of working at the loading and offloading
points.
3.7 The tenderer is expected to monitor transportation activities and supply real time
information of all trucks in transit to the Board’s depots on a daily basis in the format as may
prescribed by the Board from time to time.
3.8 All the workers and/or person employed by the successful tenderer shall be engaged by him
as his own employees/workmen in all respect implied or expressed. The contractor shall be
responsible against any liabilities of accident, partial or full disability, death etc. of his worker
or third party. The Contractor shall keep the Board indemnified against liabilities arising out
of the contract on this account.
3.9 The successful tenderer shall be solely responsible for compliance of all applicable laws
and the statutory provisions existing and applicable to transportation of the cargo.
3.10 The successful tenderer (s) shall obtain all concerned documents/ acknowledgements
every time the handing over or taking over of cargo takes place. He shall be responsible for
examining and verifying correctness of the details given in the documents
/acknowledgements.
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4.0 LOADED AND OFF- LOADED WEIGHTS
4.1 Loaded Weight
The net weight of the commodity being transported shall be that weight declared on the
Board’s Weighbridge Ticket, or the average weight of 10% of the total weight if there is no
weighbridge. This shall be taken as the loaded weight to be transported by the transporter.
4.2 Off-loaded weight
The net weight of the commodity being received shall be that weight declared on the
Board’s weighbridge ticket at the receiving station or the average weight of 10% of the total
weight if there is no weighbridge. This shall be taken as the weight transported by the
transporter. The transporters or their representatives are strongly advised to witness the
weighing.
4.3 Witnessing of Loaded/Off-loaded weight
The Transporter shall ensure that his/her drivers witness the loading by maintaining a parallel
record, which shall be countersigned by both dispatching and receiving clerks.
The record shall provide an easy reference in case of disputes in weight.
5.0 DAMAGES OR LOSS OF CARGO EN-ROUTE TO BOARD’S DEPOTS
5.1 All damages and losses of any of the fertilizer while en-route from the port of Mombasa to
the designated Board’s depot shall be on the account of the transporter who must make
good the loss immediately to be deducted from his pending bills of the contractor or
performance security.
5.2 The unit rate for debiting the transporter shall be the current selling price, for the full value of
the weight of the commodity that is damaged/lost while in transit and in his care without
further reference.
5.3 Where there are no outstanding payments adequate to cover the damage/loss, the
Board reserves the rights to place lien on the transporter’s property including vehicles which
the board will impound and dispose to recover the damage/loss.
5.4 The Board will not pay transport charges for the lost quantity.
6.0 LOSS IN WEIGHT
6.1 The transporter shall be responsible for all spillages and short weights that occur en-route to
the Board’s destinations.
6.2 The Board shall at its sole discretion recover the equivalent value of short weight deliveries
and/or lost weight from the transporter’s final invoice with due notification to the transporter
at the time of forwarding or collection of cheque payment(s).
7.0 SAFETY OF COMMODITY
The Transporter shall not carry any other commodity that may be injurious to the commodity
then being transported. Any breach of this condition shall automatically render this
Agreement invalid.
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8.0 EVALUATION CRITERIA
8.1Mandatory Requirements
The prospective bidders must attach/meet the following documents/conditions:i. Copy of Certificate of Registration
ii. Copy of valid tax compliance certificate issued by the Kenya Revenue Authority
iii. Original Bid Bond of Kshs five hundred thousand (500,000) prepared in the manner described
in clause14.1
iv. Proof of authority to operate within the port of Mombasa (Attach a copy of valid Annual
Licence from Kenya Ports Authority or any other document that has equivalent effect)
v. Duly signed Asset/Capacity Declaration Pledge (Form T3)
vi. Copies of audited accounts for two (2) financial years: 2012/ 2013 and 2013/2014
vii. Copies of log books of trucks that the supplier proposes to dedicate to NCPB
viii. Duly completed forms as provided in Part II: T1, T2, T3, T4, F1and F2
All
bidders who provide the documents and instruments listed in
requirements will be deemed to be qualified for next assessment/evaluation.
the
mandatory
8.2 Financial evaluation/ comparison of financial offers.
The tender shall be awarded to the firm (s) offering the lowest rate per route.
8.3 Instructions for filling of bids and their evaluation/award criteria
The following instructions will apply:a. Form F2 provides the information on the designated depot and the approximated
distance from Port of Mombasa to specific depot.
b. Actual quantities to be lifted shall be determined later.
c. The form also provides space for filling in the Bid price.
d. The bids shall be assessed on depot by depot basis and the Bidder with lowest Bid in a
specific depot will be deemed to be the winner and will be awarded the contract to lift
the quantities, provided that, the documents and instruments availed by the tenderer
demonstrates the ability of the tenderer to lift the cargo contracted in not more than 20
days as well as avail a steady stream of vehicles on daily basis to lift approximately 5% of
the contracted quantity daily or as advised by NCPB.
e. A Bidder may place a bid for any one or all of the depots provided the following shall
apply:(i) The capacity to handle shall be assessed from log books and information /data
availed in the forms submitted.
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(ii) If the capacity demonstrated in (i) is less than the quantities allocated in that depot,
then the 2nd lowest bidder will be requested to match the price of the lowest bidder
so as to lift the quantity in excess of lowest bidder’s capacity.
(iii)
If the second (2nd) lowest bidder agrees the contract shall be awarded to
him/her.
(iv) If he/she refuses the Board will present the same request to the third or
onwards until enough transporters are contracted to lift the cargo in the period
desired.
9.0 CONTRACT MANAGEMENT
The successful tenderer shall provide open communication channels to NCPB approved
officers to include and not limited to cell phone, landline, emails etc on a 24 hour basis. The
officer appointed by the tenderer to be the contact person with NCPB must have the
capability to make decisions on behalf and for the tenderer.
10.0 INSURANCE
10.1
Prior to contracting, the successful tenderer will be required to take a suitable insurance
policy for transportation of cargo, and also for allied activities/risks. This is in the interest of
the contractor to cover himself from risks involved in Transportation of the cargo.
10.2
The Board will recover the value of any damage that may arise while the cargo is in the
custody of the contractor from contractor’s outstanding bills/performance security etc.,
irrespective of whether insurance policy has been taken by contractor or not.
11.0 SUBMISSION OF BIDS
11.1
It is the duty of the Tenderer to ensure that he carefully reads the tender document so as
to be able to complete his/her tender appropriately in the manner prescribed herein.
Failure to furnish all information required by the tender documents may result in rejection
of the bid.
11.2
The Tenderer shall place a bid for provision of road transportation services by completing
the relevant bid forms provided in this tender document and in conformity with the
instructions provided.
11.3
The Tenderer has been provided with the following forms to complete which constitute
the bid:(a)
(b)
(c)
11.4
PART II - Technical Bid Forms
PART III - Financial Bid Forms
Appendix 1 and 2
T1, T2, T3 and T4
F1 and F2
The bid shall be typed or written in indelible ink and shall be signed by a person or
persons duly authorized to sign on behalf of the firm. Alterations or interlineations made
while filling the tender must be initialled by the person(s) signing the tender.
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12.0 PAYMENT TERMS
12.1
For payment to be made, the Transporter is required to submit the under listed
documents and reports to Manager in charge of the Depot receiving the fertilizer for
verification before the documents are forwarded to the Head office for settlement.
a) The Transporter’s Invoice
b) Copy(ies) of Transporter’s Delivery Note duly endorsed by the respective
Depot Managers at depot acknowledging receipt of quantities and weights
specified.
c) An Analysis Sheet (tabulation list duly endorsed by the Depot Manager(s) for the
entire quantity transported clearly disclosing the following details:i) Delivery Note number
ii) Vehicle Registration Number
iii) Transaction Date
iv) Dispatching and receiving advice documents indicating quantity
dispatched and received from port to NCPB warehouses respectively.
v) Weighbridge details both at the port and warehouse.
12.2 The Board shall process payment within 30 days from the date of receipt of invoice(s) and
verification of all the relevant supporting documents detailed under clause 13.1.
12.3
The transporter is at liberty to accumulate several trucks’ deliveries in one invoice or to
invoice truck by truck as and when delivered provided a day’s delivery is invoiced in one
invoice
13.0 COST OF TENDER DOCUMENTS
The bidder will bear the cost associated with preparation and submission of the bid and the
Board will not be responsible for this cost or any other costs incurred by the bidder
regardless of the outcome of the tender process.
14.0 BID PRICE AND VALIDITY
14.1
The Tenderer shall fill in their transport rates in the Price Schedule (Form F2)
Provided in this tender document.
14.2
The tender price should be inclusive of all statutory duties, taxes and levies.
14.3
The rates quoted by the Tenderer shall be firm and shall not be subject to any adjustment
for the entire period of the contract.
14.4
The unit rates and prices shall be in Kenya Shillings.
14.5
Tenders shall remain valid for a period of ninety (90) calendar days from the date
of submission. However in exceptional circumstances, the Board may request
that the Tenderer extend the period of validity for a specified additional period.
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15.0 TENDER SECURITY
14.1
All offers must be accompanied by an original copy of the Bid Bond of Kshs 500,000 (five
hundred thousand) only. The Bond must be valid for ninety (90) calendar days from the
date of the closing of the tender. The Bid Bond shall be issued in the following form:i.
ii.
iii.
iv.
v.
Cash
a bank guarantee;
insurance guarantee from the list of the approved insurance companies by
PPOA
A deposit taking microfinance institution, Sacco society, the Youth Enterprise
Development Fund or the Women Enterprise Fund
a letter of credit
and bear the exact wordings as prescribed under Appendix 1 of Part IV (Sample Forms)
of this tender document.
14.2
The tender security is required to protect the Board against the risk of Tenderer’s
conduct which would warrant the security’s forfeiture in the following
circumstances;
i. if a tenderer withdraws its tender during the period of tender validity; or
ii. in the case of a successful tenderer, if the tenderer fails to sign the contract
or to furnish performance security in accordance with clause 18.0.
14.3
Any tender submitted without the tender security shall be rejected by the Board as nonresponsive.
14.4
Bid Bonds for unsuccessful bidders shall be surrendered to them after conclusion of the
procurement exercise or on expiry of ninety (90) calendars days whichever
comes
first.
14.5 The successful Tenderer’s tender security will be discharged upon the tenderer signing
the contract and furnishing the performance security.
16.0
AMENDMENTS AND REQUESTS FOR CLARIFICATIONS
16.1 At any time prior to the deadline for submission of tenders, the Board, 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 amendment.
16.2 All prospective candidates that have received the tender documents will be notified of the
amendment in writing and the amendment will be binding on them.
16.3 In order to allow prospective tenderers reasonable time in which to take the amendment
into account in preparing their tenders, NCPB, at its discretion, may extend the deadline for
the submission of tenders.
16.4 A prospective tenderer requiring any clarification of the tender document may notify the
Board in writing at the entity’s address indicated herein. The Board will respond in writing to
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any request for clarification of the tender documents, which it receives not later than five (5)
days prior to the deadline for the submission of tenders. Written copies of the Board’s
response (including an explanation of the query but without identifying the source of inquiry)
will be sent to all prospective tenderers that have received the tender document.
16.5
The Board shall reply to any clarifications sought by the tenderer within two (2) days of
receiving the request to enable the tenderer to make timely submission of its tender.
16.6
For all enquiries or clarifications, please contact Procurement Manager. For such requests
for clarifications and / or enquiries vide any of the following communication facilities:
i) Fax No. = 254-020-557622
ii) Email address: [email protected]; [email protected]
iii) Letter hand delivered
17.0 NOTIFICATION OF AWARD AND SIGNING OF THE CONTRACT
17.1
Prior to the expiration of the period of tender validity, the Board will notify the successful
tenderer/s in writing that its/their tender/s has been accepted.
17.2 The notification of award will signify the formation of the contract subject to the signing of
the contract between the tenderer and the Board. Simultaneously the other bidders shall
be notified that their tenders were not successful.
17.3 A contract shall be signed between the board and the awarded firm whose contents shall
be derived from this tender document. The contract shall be entered into not earlier than
fourteen (14) days after the letter of award and not later than thirty (30) days from the date
of award.
17.4 Awarded firms that fail to enter into contract or any firm that withdraws its participation after
closing of the Tender shall forfeit their bid bond.
18.0 PERFORMANCE BOND
18.1
Within seven (7) working days from notification of award of the tender, the successful
tenderer shall prior to signing the contract furnish the Board with Performance Bond
equivalent of 10% of the total Contract sum to be valid for the entire contract period.
18.2
The proceeds of the Performance Bond shall be payable to the Board as compensation
for any loss resulting from Supplier’s failure to discharge any of its obligations.
18.3
The performance security shall be denominated in the Kenya Shillings and shall be in
the form of a bank guarantee issued by a reputable bank located in Kenya, in the
format provided under Appendix 2 of Part IV of this tender document or another form
acceptable by the Board.
18.4
The performance security will be discharged by the Board and returned to the supplier
not later than thirty (30) days after the date of completion of the supplier’s
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performance obligations under the contract, including any warranty obligations.
19. EVALUATION OF BIDS
19.1
In addition to requirements/criteria enunciated in clause 8 herein and during evaluation
of the bids, the Board may, at its discretion, ask the Bidder for a clarification of its bid. The
request for clarification and the response shall be in writing, and no change in the prices
or substance of the bid shall be sought, offered, or permitted.
19.2
The Board shall examine the bids to determine whether they are complete, whether any
computational errors have been made, whether required sureties have been furnished,
whether the documents have been properly signed, and whether the bids are generally
in order.
19.3
Arithmetical errors will be rectified on the following basis. If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price
and quantity, the unit price shall prevail, and the total price shall be corrected. If the
Transporter does not accept the correction of the errors, its bid shall be rejected, and its
bid security may be forfeited. If there is a discrepancy between words and figures, the
amount in words shall prevail.
19.4
The Board may waive any minor informality, nonconformity, or irregularity in a bid which
does not constitute a material deviation, provided such waiver does not prejudice or
affect the relative ranking of any Bidder.
19.5
If a bid is not substantially responsive, it shall be rejected by the Purchaser and may
not subsequently be made responsive by the Bidder by correction of the nonconformity.
A substantially responsive bid is one which conforms to all the terms and conditions of the
bidding documents without material deviations. Deviations from, or
objections
or
reservations to critical provisions, such as those concerning failure to comply with any
one of the mandatory requirements, shall be deemed to be a material deviation.
20. BOARD’S RIGHTS
20.1 The Board reserves the right to accept or reject any tender and to cancel the tendering
process and reject all tenders at any time prior to the award of contract without incurring
any liability to the affected Tenderer(s) or bearing any obligation to inform them of the
grounds of Board’s actions.
20.2 The Board may at any time terminate procurement proceedings before contract award
and shall not be liable to any person for the termination.
20.3 The Board reserves the right to apportion the award among any number of bidders if it
determines that the lowest bidder(s) is not in a position to dedicate adequate trucks to
the Board for the efficient execution of the work as detailed in clause 9 herein.
20.4 The Board reserves the right at the time of contract award to increase or decrease the
quantity of services originally specified in the Schedule of requirements as well as in any
part of this document without any change in unit price or other terms and conditions.
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21.0 CORRUPT OR FRAUDULENT PRACTICES
The Board requires that all Tenderers observe the highest standards of ethics during the
tendering process, execution of contracts and when the contract is in force. The Board
will not enter into contract with any bidder who has engaged in corrupt or fraudulent
practices during the tendering process.
Canvassing in any form is strictly prohibited and will lead to automatic disqualification.
Yours faithfully
____________________
M. Mutinda
__________________
For: Managing Director
Date
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PART II: TECHNICAL BID FORMS.
FORM T1 - CONFIDENTIAL BUSINESS QUESTIONNAIRE
For purposes of participating in this Tender, you are required to give the full particulars and
disclosures sought for in this Business Questionnaire, as far as it is applicable to your firm’s type of
business.
GENERAL INFORMATION
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
Business Name:…………………………………..........................................…….....
Date of Formation:............................…………………………………………….…
Certificate of Incorporation Number: ...............…………..(Attach Copy)....
Principal Business Activity: ................................………………………………..…..
Location of Business Premises: ..............................…………………………….….
Plot No: .......................................……………………………………………….….…
State if Premises is owned/rented/leased: ...................……………………...…
If rented/leased confirm that rent is either update or in arrears: ……….…..
……………………………………………………………………………………..……
…………………………………………………………………………………………..
Postal Address of Business: ..............……….............Tel. No: ......………..............
Current Trade License No: .....……………………..Expiring Date: ……..………
Maximum value of Business that you can handle at any time Kshs: .............
Name of your bankers: ..............………………………Branch: ...........…………
Other obligatory declarations (e.g. Personal Income Tax Number - PIN):
…………………...............................................................................
Has your Company at one time been unable to perform on award of a tender? (Yes
………………../No………………..)
Tick (√ ) whichever applicable
If Yes explain
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BUSINESS PARTICULARS
(A) - Sole Proprietor (if applicable)
i) Your name in full:.................…………………………….Age:........……………….
ii) Nationality.............……………………ID Card/Passport No:......…………….......
(B) – Partnership (if applicable)
Details of all Partners are as follows:Name
Nationality
________________
_________
1
……………..........
.…………..........
2.
.......……………..........
.…………..........
3.
.......……………..........
.…………..........
4.
.......……………..........
.…………..........
5.
.......……………..........
.…………..........
Citizenship
Details
.……….............
.……….............
.……….............
.……….............
.……….............
Shares
___________
.......……...
........….......
........….......
........….......
........….......
(C) - Limited Liability Company/Corporation
a)
b)
c)
d)
e)
f)
1.
2.
3.
4.
5.
Certificate of Incorporation No:..................………………………………………
State the nominal and issued capital of company i)
Nominal Kshs...................……………….
ii)
Issued Kshs:....................…………………
Number of Shareholders:..............................……
State last date Annual Returns were submitted to Registrar of Companies
...................................
If State Corporation, state Act of Incorporation
.......................................................................... .……………………………………
Give details of all Directors as follows:Shares held
in the
Name
Nationality
Citizenship
Company
..………………..............
…………........….... ……….........…....
.…….......
..………………..............
…………........….... ……….........…....
.…….......
..………………..............
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.…….......
.………………...............
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15
(D)- Associated/Subsidiary Companies
Provide details of other business firms that your company has interests in.
Name of Company
Number of Share
Owned
1.
....................………………………...……….....................…….. ………................
2.
....................………………………...……….....................…….. ………................
3.
....................………………………...……….....................…….. ………................
4.
....................………………………...……….....................…….. ………................
5.
....................………………………...…………….................…. …….……............
(E)- Confirmation of declarations made
I/We the undersigned certify that the information given above is true to the best of my/our
belief and knowledge.
DATE: ……………………………………....................... SIGNED: ................……………
FULL NAME: .............................................…………………………………………………..
POSITION HELD: .........................................………………………………………………..
16
FORM T2: TRACK RECORD
a) Please provide information about road transportation services performed by your firm over
the past three years in the table provided hereafter.
NAME OF CLIENT
CONTRACT
DESCRIPTION
LOADING POINT
AND DESTINATION
POINT
TOTAL
CONTRACT
PRICE
(KSHS)
PERCENTAGE
COMPLETED
CERTIFIED
b) Please provide the contact details of at least three clients that you have mentioned above
in the table provided hereafter.
No.
Client/Company Name and
Address
Name of Contact Person
Telephone No. and/or
Email of contact person
01
02
03
04
05
I/We the undersigned certify that the information given above is true to the best of my/our
belief and knowledge.
DATE: ……………………………………....................... SIGNED: ................……………
FULL NAME: .............................................…………………………………………………..
POSITION HELD: .........................................………………………………………………..
17
FORM T3: ASSET/CAPACITY DECLARATION FORM
(a)
Please indicate in the space provided below the No. of trucks/trailers owned by your firm
with a capacity to haul 14 – 30 metric tons.
.............................................. [Number]
(b)
Please indicate in the space provide below the number of trucks/trailers per day with the
desired capacity that your firm is going to dedicate to the requirement/work described in
this tender document if awarded the contract.
.............................................. [Number]
(c)
Is your firm able to efficiently hire/lease additional trucks/trailers if it is not able to meet the
clients demand? Please tick the appropriate box.
YES
(d)
Is your firm able to expeditiously obtain port pass/requisite authority to operate within the
port of Mombasa?
YES
(e)
NO
NO
Please indicate below any other asset or ancillary services that will be rendered by your
firm and relevant to the provision of the desired services if any or a unique selling proposal
on why you think you firm is best suited to perform the contract.
...............................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
....................................................................................................................
Confirmation of declarations made
I/We the undersigned certify that the information given above is true to the best of my/our
belief and knowledge.
DATE: ……………………………………....................... SIGNED: ................……………
FULL NAME: .............................................…………………………………………………..
POSITION HELD: .........................................………………………………………………..
18
FORM T4: TRANSPORTERS AND TRUCK DETAILS
Please provide the following details:a.
Transporter’s details
1. Name .....................................................................................................
2. Address:-. i. Physical .................................................................
ii. Phone………………………………………………...
iii. Email…………………………………………………
iv. ID/Passport …………………………………………
v. Bank details……………………………………..…..
b. Trucks details
No
Registration Type of Truck
No.
(Trailer,
Articulated,
Pulling etc)
Truck
capcity
Body Type
(Open sided,
cover board,
containerised
etc)
TLB
certificate
of
registration
Driver details
(ID/Passport
and Driving
Licence)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
19
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
Note:- If the tenderer has more trucks that cannot fit in the form provided, he can fill in extra
papers and attach them provided the information is presented in the format provided in Form
T4.
20
PART III: FINANCIAL BID FORMS
FORM F1: FORM OF TENDER
TO: National Cereals and Produce Board
____________ [Date]
TENDER No. NCPB/RT/UC/10/2015-2016
Dear Sir,
1. Having examined the tender documents Nos. NCPB/RT/UC/10/2015-2016, the receipt of which is
hereby duly acknowledged, we, the undersigned, offer to deliver Imported fertilizers from the
port of Mombasa to various designated NCPB depots countrywide in conformity with the said
tender
documents
for
the
sum
of..............................................................................................................................................
......................................................................... (total bid price in words and figures) or such other
sums as may be ascertained in accordance with the Schedule of Prices attached herewith and
made part of this Tender.
2. We undertake, if our Tender is accepted, to deliver the Goods in accordance with the
delivery schedule specified in the Schedule of Requirements.
3. We agree to abide by this Tender for a period of …….... [number] days from the date fixed
for tender opening of the Instructions to tenderers, and it shall remain binding upon us and
may be accepted at any time before the expiry of that period.
4.
This Tender, together with your written acceptance thereof and your notification of award,
shall constitute a Contract, between us, subject to signing of the Contract by the parties.
5.
We understand that you are not bound to accept the lowest or any tender you may
receive.
Dated this
[Signature]
day of
20
[in the capacity of]
Duly authorized to sign tender for and on behalf of
21
FORM F2: FINANCIAL BID FORM
(1)
(2)
Distance From
Mombasa In Km
Depot
Region
Please place your bid price in the columns provisioned in this form. Figures in column
(5) should be a product of column (3) x (4).
(3)
Charges per KM
per Ton (20 x50
kgs bags)
(Ksh)
(4)
Charges per
ton
(20x50kgs
bags) to
destination/
Depot
(Ksh)
Approximate
no of days
from loading
to destination
per truck
(Ksh)
(5)
(6)
Remarks
(7)
NAIROBI/EASTERN
REGION
Loitokitok
472
Kithimani
582
GCP Nairobi
485
Machakos
458
Makueni
377
Kibwezi
288
Thika
527
Tala
549
Emali
362
NORTH/RIFT REGION
Kapenguria
898
Turbo
837
Moi's Bridge
845
Mosoriot
829
Kitale
866
Ziwa
857
Lessos
777
Edoret
797
Kipkarren
Salient
847
22
Ainabkoi
758
Kapsowar
885
Kipkabus
832
Meteitei
833
Iten
833
SOUTH/RIFT REGION
Bomet
828
Elburgon
679
Enosean
930
Fort Tenan
751
Kabarnet
767
Kedowa
725
E/Ravine
701
Kericho
751
Kilgoris
904
Kipkelion
719
Kirindoni
944
Maralal
829
Marigat
738
Mulot
704
Naivasha
574
Nakuru
641
Narok
633
Ndanai
832
Nyahururu
683
Sotik
802
Subukia
691
Kipipri
625
Olkalau
631
solai
682
23
Olenguruone
751
LAKE/WESTERN
Kisumu
834
Muhoroni
811
Bondo
895
Yala
882
Kisii
849
Nyansiongo
822
Migori
920
Awendo
893
Kehancha
946
Ntimaru
972
Kendu Bay
904
Homa Bay
908
Kakamega
887
Malava
912
Butere
893
Chavakali
863
Hamisi
874
Webuye
899
Kipkaren River
860
Lugari
900
Malaba
980
Kapsokwony
928
Bungoma
934
Tamlega
954
NORTHERN REGION
Meru
775
Mwingi
510
Kitui
432
24
Embu
624
Nanyuki
685
Kiganjo
632
Sagana
584
Maragua
563
Isiolo
770
Maua
823
Mwea
597
COAST REGION
Kwale
31
Kilifi
58
Mombasa
Voi
151
Mokowe
341
25
PART IV: SAMPLE FORMS
APPENDIX 1: TENDER SECURITY FORM
(To be on the letterhead of the Bank)
Whereas ……………………………………. (name of the Tenderer) (hereinafter called “the
Tenderer”) has submitted its tender dated …………………….. (date of submission of tender) for
provision of road transportation services for imported fertilizers from the port of Mombasa to
various designated NCPB Depots (hereinafter called “the Tender”).
KNOW ALL PEOPLE by these present that that WE ……………………………… (name of the bank)
of …………………………………………… (address of bank) of …………………………………….
(hereinafter called “the Bank”), are bound onto National Cereals and Produce Board
(hereinafter
called
“the
Board”)
in
the
sum
of
KSHS
500,000
……………………………………………………................................................................
(amount
in
words and figures) for which payment well and truly to be made to the said NCPB, the Bank
binds itself, its successors, and assigns by these presents. Sealed with the common seal of the
said Bank this ___________________ day of __________________ 2014.
THE CONDITIONS of this obligation are:
1) If the Tender withdraws its Tender during the period the period of tender validity specified by
the Tenderer on the Tender Form; or
2) If the Tenderer, having been notified of the acceptance of its tender by the Board during the
period of tender validity:
(a) fails or refuses to execute the contract if required; or
(b) fails or refuse to furnish the performance security, in accordance with instructions to
Tenderers.
We undertake to pay the Board up to the above amount upon receipt of its first written
demand, without the Board having to substantiate its demand, provided that in its demand the
Board will note that the amount claimed by it is due to it, owing to the occurrence of one or
both conditions, specifying the occurred condition or conditions.
This guarantee will remain in force up to and including thirty (30) days of the period of tender
validity and any demand in respect thereof should reach the Bank not later than the above
date.
________________________________________
(Signature of the Bank)
26
APPENDIX 2: PERFORMANCE SECURITY FORM
(To be on the Letterhead of the Bank)
To: National Cereals and Produce Board
P.O Box 30586 – 00100
NAIROBI, KENYA
Whereas ……………………………………………………… (name of the Tenderer) (Hereinafter
called
“the
Tenderer”)
has
undertaken,
in
pursuance
of
Contract
No.
…………………………………………
dated
…………………….
2016
to
provide…………………………………(description of services) (hereinafter called “the Contract”).
And WHEREAS it has been stipulated by you in the said contract that the Tenderer shall furnish
you with a bank guarantee by a reputable bank for the sum specified therein as security for
compliance with the supplier’s performance obligations in accordance with the contract.
AND WHEREAS we have agreed to give the Tenderer a guarantee.
THEREFORE WE hereby that we are Guarantors and responsible to you, on behalf of the
Tenderer,
up
to
a
total
of…………………………………………………………….
…………………………….. (amount of guarantee in words and figures), and we undertake to pay
you, upon your first written demand declaring the Tenderer to be in default under the contract
and without cavil or argument, any sum or sums within the limits of
………………………………………………………………………..……………….. (amount in words and
figures) as aforesaid, without your needing to prove or show grounds or reasons for your
demand or the sum specified therein.
This guarantee is valid until the ……………………… day of ………………….. 2016.
Signature and seal of the Guarantors
__________________________________________
[Name of bank or financial institution]
___________________________________________
[address]
____________________________________________
[date]
27
CHECK LIST
Please tick against this form for the documents submitted
NO.
LIST OF DOCUMENTS/REQUIREMENTS
1
Copy of Certificate of Registration
2
Tax Compliance Certificate
3
Bid Bond
4
5
Authority Document to enter the Port
of Mombasa
Copies of Log books
6
Document duly signed and stamped
7
Form T1
8
Form T2
9
Form T 3
10
Form T 4
11
Form F 1
12
Form F 2
13
Appendix 1
14
Appendix 2
(√) IF SUBMITTED
(×) IF NOT SUBMITTED
Submit this check list alongside your tender.
28