THE KAREN COUNTRY CLUB PREQUALIFICATION OF SUPPLIERS

Size: px
Start display at page:

Download "THE KAREN COUNTRY CLUB PREQUALIFICATION OF SUPPLIERS"

Transcription

1 THE KAREN COUNTRY CLUB PREQUALIFICATION OF SUPPLIERS JANUARY, 2019 (E-PROCUREMENT SYSTEM) ALL CANDIDATES ARE ADVISED TO READ CAREFULLY THIS PREQUALIFICATION DOCUMENT IN ITS ENTIRETY BEFORE MAKING ANY SUBMISSION KAREN COUNTRY CLUB KAREN ROAD P O BOX NAIROBI, Tel: / Website: Page 1 of 8

2 TABLE OF CONTENTS... Page 1. SECTION I - INVITATION FOR PREQUALIFICATION (IFPQ) SECTION II PREQUALIFICATION NOTICE SECTION III PREQUALIFICATION MANDATORY DOCUMENTATION SUBMISSION CHECKLIST BUSINESS PROBITY AND LITIGATION FORM MANUFACTURERS AUTHORIZATION FORM....8 Page 2 of 8

3 1. SECTION I - INVITATION FOR PREQUALIFICATION (IFPQ) DATE: JANUARY The Karen Country Club is a family oriented club, founded in 1937 and prides itself in being one of the oldest golf clubs in Kenya. A large part of the 18-hole course was built on the former coffee estate developed by the Danish pioneer Karen Blixen, whose life and times were depicted in the lyrical film `Out of Africa`. Indeed, the shade trees from her coffee plantation still dominate parts of the golf course, eighty years after they were planted. Karen Country Club intends to prequalify eligible Candidates for PREQUALIFICATION OF SUPPLIERS FOR VARIOUS CATEGORIES OF GOODS, SERVICES AND/OR WORKS as listed in Section II of this prequalification document. 1.2 Interested eligible Candidates may participate in the prequalification exercise through the Karen Country Club E-Procurement Portal (powered by Mtenders Africa), provided at: Karen.mtendersafrica.com In order to participate in the prequalification exercise, interested firms must pay a nonrefundable fee of Kshs 3,000 per category. Available payment methods as given on the Karen Country Club E-Procurement Portal (powered by Mtenders Africa) include M-Pesa, Airtel money, Visa card, Master card amongst others. 1.3 Prospective bidders may download this prequalification document for free from the website (Karen.mtendersafrica.com) and apply for the prequalification on the Karen Country Club E- Procurement Portal (powered by Mtenders Africa) 1.4 Submission of Prequalification document This is an online prequalification exercise on the Karen Country Club E-Procurement Portal (powered by Mtenders Africa) on which the bidders are to give their details and upload scanned copies of documentary evidence and certificates as required, duly certified by a commissioner for oaths/notary public where required, with the completed application to be received on or before 22nd January 2019 at 1600hrs (East Africa Time). 1.5 All Candidates whose applications will have been received before the closing date and time will be advised of the results of their applications through the e mail address that they will have provided. Page 3 of 8

4 1.6 Karen Country Club reserves the right to accept or reject any or all applications to the prequalification either in whole or in part without assigning reasons. 1.7 Key Notes on Karen Country Club E-Procurement Portal for Prequalification of Suppliers Upon clicking the link on and selecting the tab written Available Tenders the bidders will be redirected to the Karen Country Club E-Procurement Portal (Powered by Mtenders Africa) where they will be required to register their Supplier details. On successful registration, they will receive an from Mtenders Africa confirming that their user account on Karen Country Club s Prequalification has been created For clear instructions, kindly download the Bidders help manual kit on the download section that will give you step by step instructions until you complete your prequalification successfully. Page 4 of 8

5 SECTION II PREQUALIFICATION NOTICE Karen Country Club intends to prequalify eligible Candidates for PREQUALIFICATION FOR VARIOUS CATEGORIES OF GOODS AND SERVICES as listed below: CATEGORY NO. KCC/01/ KCC/02/ KCC/03/ KCC/04/ KCC/05/ KCC/06/ KCC/07/ KCC/08/ KCC/09/ KCC/10/ KCC/11/ KCC/12/ KCC/13/ KCC/14/ KCC/15/ KCC/16/ KCC/17/ KCC/18/ KCC/19/ KCC/20/ KCC/21/ KCC/22/ SUPPLY OF GOODS Supply of general office stationery & general printing services. Supply and repair/service of computers, laptops, servers, UPS, printers, scanners & consumables. Supply of cleaning materials, detergents and disinfectants. Supply of Office furniture and fittings Supply of personal protective equipment and staff uniform Supply of assorted hotel linen Supply of dry goods and household materials Supply of fresh products - fish, pork, poultry, seafood, beef, lamb and dairy Supply of fresh fruits and vegetables Supply of agricultural chemicals, fertilizers and implements/spares Supply of hardware tools and equipment Supply of electrical parts and equipment Supply of sand, ballast, hardcore, building stones & timber Supply of motor vehicle spare parts, tyres and tubes Supply of bulk/cylinder gas, fuels, oils & lubricants PROVISION OF SERVICES Provision of courier services Provision of design, artwork, engraving, printing of promotional and advertising materials & newsletters Provision of repair services for motor vehicles (Ministry of public works approved garages/dealers only) Provision and maintenance of firefighting equipment Provision of pest control and sanitary services Provision and service of generator spare parts Supply & repair of gym/spa/sauna equipment Page 5 of 8

6 2. SECTION III PREQUALIFICATION MANDATORY DOCUMENTATION SUBMISSION CHECKLIST This order and arrangement shall be considered as the Prequalification Format. Candidates shall check against each item indicating that they have provided it. No. Documentation Applicable categories ref no. 1 Duly filled in the registration details of the company 2 Duly filled in bidder s financial information 3 Submission of copy of Company or Firm s Certificate of Incorporation/Registration. 4 Submission of copy of the Company s Current Valid Tax Compliance Certificate 5 Submission of Copy of Valid PIN certificate 6 Evidence of having a Registered office either copies of County business permit, lease / tenancy agreements, utility bills for the last 3 months 7 Submission of Bidder s Declaration Form(s) duly completed, signed and stamped (download, fill, sign, stamp, scan and upload) 8 Submission of copy of the CR 12 as issued by the registrar of Companies on the Registrar s letterhead giving the names and shareholding of the directors/partners/sole proprietor. 9 Submission of most recent audited accounts: For sole Proprietors and partnerships, attach either 6 months bank statements/bank reference letters/balance sheet/profit and loss account. 10 Submission of copies of Curriculum Vitae with certified copies of certificates for key staff that will be directly involved in the area of assignment, detailing their skills and experience the Management/Key Technical personnel p

7 11 Submission of copies of Recommendation letters from existing clients 12 Submission of copies of evidence of recent/existing clients where supplier has supplied similar goods/services (evidence of existence of each contract) p

8 BUSINESS PROBITY AND LITIGATION FORM We/I the undersigned..., in the capacity of. for [name of the company/firm/individual] certify that the bidder is NOT in any of the following situations: 1 Had any contracts terminated for poor performance in the last 5 years. 2 That the firm has never been declared in default of a contract. 3 That the organization has never been accused by a client for not fulfilling its obligations. 4 That the firm is currently not involved in any legal process which may result in financial or legal liability and therefore hinder successful and timely implementation of any work awarded. 5 That the firm is not bankrupt or being wound up. 6 That the firm has not experienced any labour or industrial unrest in the last 5 years. 7 That the firm s management or employee(s) are employed or currently works at Karen Country club 8 Have not fulfilled obligations relating to payments of taxes or statutory contributions. If the bidder is in any of the above listed situations, kindly attach documents giving details of the situation. Names in full: [ ] [CEO/MD] Duly authorized to sign this bid on behalf of (bidder s name): [ ] Place and date: [..] Stamp of the firm/company: p

9 MANUFACTURER S AUTHORIZATION FORM To KAREN COUNTRY CLUB, KAREN ROAD, P O BOX , NAIROBI, KENYA WHEREAS [Name of the manufacturer] who are established and reputable manufacturers of. [Name and/or description of the goods] having factories at [Address of factory] do hereby authorize. [Name and address of Agent] to submit a prequalification for the above goods manufactured by us. We hereby extend our full guarantee and warranty as per the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Prequalification. [Signature for and on behalf of manufacturer] Note: This letter of authority should be on the letterhead of the Manufacturer and should be signed by a person competent duly authorized to sign on behalf of the manufacturer. p

10 p