Centum Investment Company Limited

Transcription

1 Centum Investment Company Limited Pre-qualification Questionnaire for Goods and Services Year and Supplier Registration Form (SRF) SUPPLIER NAME:

2 Introduction Thank you for showing interest in becoming part of the Supplier Community for Centum Investment Company Limited and its subsidiaries (Centum). In order to become a potential business partner, you need to fill the details about your esteemed company and sign our Supplier Code of Conduct Policy. Important notes to suppliers a) The purpose of this document is to assist Centum in the identification and evaluation of potential suppliers, and to update the current register of suppliers for various goods and services. The prequalified suppliers may subsequently be invited to quote/tender for the categories in a competitive and efficient manner. b) The pre-qualification does not amount to any contractual obligation on the part of Centum and Centum is not obliged to invite any tenders or quotations from any or all candidates that have expressed their interest by responding to this invitation. c) Centum has the right to invite open tenders for goods, works or services in any of the categories as and when required in line with the Company s policy. d) Suppliers are encouraged to provide all information requested for in the form. Evaluation and qualification shall be based on the extent of information and attachments provided. e) Centum reserves the right to authenticate information provided herein without reverting to the participants. f) Centum reserves the right to accept or reject any application without assigning any reasons for the decision. g) The pre-qualification applies to both existing and potential/new suppliers. h) All information provided will be treated as confidential. i) The completed document should be signed and stamped by the authorized representative of the organization and submitted with relevant supporting documents.

3 Application One application form can ONLY be used to apply for ONE category of goods or service Indicate the application details below: NOTE: 1. CATEGORY REF. 2. CATEGORY DESCRIPTION. Duly completed pre-qualification document in sealed envelopes MUST indicate Category Ref, and Category Description and clearly marked Pre-Qualification of suppliers and should be dropped at International House, Fifth Floor, Mama Ngina Street, or sent through post office and addressed to: The Tender Committee Centum Investment Company Limited, P O Box Nairobi. The closing date for the submission of the application will be Friday, 24 March 2017 at 2.00 p.m. Please note that the company is not bound to accept any application at all or give reasons for such rejection.

4 Policy on code of conduct The BUSINESS PARTNER (or the party signing contract) agrees to uphold the highest standards of ethics in all its dealings with Centum, its management, employees and other business associates. The ethical standards: Business Integrity: The highest standards of integrity are to be upheld in all business interactions. Centum s Business Partners shall have a zero tolerance policy to prohibit any and all forms of bribery, corruption, extortion and embezzlement. All business dealings should be transparently performed and accurately reflected on Supplier s business records. Centum s Business Partners should stand against corruption in any form and stand firmly against bribery in order to contribute to good governance, economic development, and the improvement of social welfare wherever we do business. Centum also requires the partner, to refrain from giving or attempting to pay illegal gratification/ bribes/ kickbacks to any employee of the company. Any attempts to provide such personal gratification to any Centum employee will be viewed in a very serious manner and where there is confirmation of such instances, it may lead to: Cessation of all business dealings with Centum. Blacklisting with Centum and its associates for any future business. Levy of a financial penalty. Reporting of matter to law enforcement agencies. Appropriate legal action, where necessary. Suppliers should conduct appropriate risk-based diligence prior to engaging contractors or third parties to ensure that such third parties comply with Centum s Code and the anti-corruption laws. Suppliers are also responsible for ensuring that any third party they engage agrees to abide by business integrity standards that are no less stringent than the provisions of this Code of Conduct. No Improper Advantage Bribes or other means of obtaining undue or improper advantage are not to be accepted, promised, offered, authorized, given or accepted. This prohibition covers promising, offering, authorizing, giving or accepting anything of value, either directly or indirectly through a third party, in order to obtain or retain business, direct business to any person, or otherwise gain an improper advantage. Centum s code of Conduct prohibits Company personnel from soliciting any gift or accepting any significant gift from any supplier or prospective supplier. A significant gift is defined as any item, service, favor, monies, credits, or discounts not available to others and/or which could influence Procurement decisions. Company personnel may accept trivial items as a matter of courtesy, but may not solicit them. Acceptance of social invitations to occasional business meals, entertainment, and hospitality will be subject to prudent judgment as to whether the invitation places or appears to place the recipient under any obligation to guarantee future business.

5 Disclosure of Information Information regarding Supplier labor, health and safety, environmental practices, business activities, structure, financial situation and performance is to be disclosed in accordance with applicable laws, regulations and prevailing industry practices. Falsification of records and / or misrepresentation of conditions or practices are unacceptable. Intellectual Property Intellectual property rights are to be respected; transfer of technology and know-how is to be done in a manner that protects intellectual property rights; and, customer information is to be safeguarded. Fair Business, Advertising and Competition Standards of fair business, advertising and competition are to be upheld. Appropriate means to safeguard customer information must be available and used. Each Supplier should endeavor to deal fairly with the Company and its employees, directors, officers and external advisers. None should take unfair advantage of anyone through manipulation, concealment, abuse of privileged information, misrepresentation of material facts or any other unfair-dealing practice and uphold fair business standards in advertising, sales and competition. Employees, subcontractors, agents or affiliates of Suppliers must act in a fair impartial manner and should avoid both real and perceived conflicts of interest in the business they conduct with or on behalf of the Company. Suppliers must disclose information regarding their business activities, structure, financial situation, and performance in accordance with applicable law and prevailing industry practices. None of the Directors or shareholders of the Company should be related to any senior Position in Centum and this fact is not disclosed to Centum, evaluated and approved. Privacy Suppliers are committed to protecting the reasonable privacy expectations of personal information of everyone they do business with, including suppliers, customers, consumers and employees. Suppliers are to comply with privacy and information security laws and regulatory requirements when personal information is collected, stored, processed, transmitted, and shared. Ensuring compliance of ethics standards: The Partner will provide all possible assistance to each other in order to investigate any possible instances of unethical behavior or business conduct violations by an employee of the other. Either Party will disclose forthwith any breach of these provisions that comes to their knowledge to allow for timely action in their prevention and detection. All business partners are expected to confirm their compliance to ethical dealings on an annual basis, by signing a certificate to the effect that the business associate has complied to the Centum Code of Conduct in all their dealings with the Company as given in the annexure. Any ethical or integrity issues observed or encountered while dealing with Centum shall be brought to the notice of Centum Centum s senior management or the Head of Internal Audit immediately.

6 Code of Conduct: Partners Certification We certify that: We have read, understood and complied with Centum s Code of Conduct. We also confirm that we will disclose any breach that comes to our knowledge. Authorized Signatory Name: Position: Organisation: Location and Address: Date: STAMP Note: Print the above on the Company s letter head

7 1. COMPANY PROFILE Name of the Company Business Name Date of Establishment Company Registration Number Name of Parent Company (if any) Head Office Communication Address: Address (Mention Postal codes & region/state) Country Telephone Fax No Address Website Address Local Office Communication Address: Address (Mention Postal codes & region/state) Country Telephone Fax No Address Website Address Physical location of the Business Premises Town Street Building Floor (Note that a visit to your office may be made to confirm information provided as part of the evaluation) Tax Domicile (Tick the relevant) Residence Resident Non Resident Nationality (Tick the relevant) Nationality National International

8 Indicate the scale of the Business Describe scale of company Large Scale Medium Scale Small Scale Indicate type of Business Type of company State Owned (Corporation/Parastatal) Company Limited/Plc Partnership Others(Specify) If you select Company Limited/Plc, please indicate if the company is private owned or registered at a stock market Private Owned Registered at Stock market (Specify) Provide Brief description of Goods/Works/Services offered Ownership of the company Shareholder/ Owner Percentage Shareholding/ownership Names of the Proprietor/Directors or Partners and their qualifications Proprietor/Director/ Qualifications Partner

9 List all the names under which you have conducted the business, time period of each during last 7 years Name From Date To 2. CONTACT DETAILS Management Team Name Designation Department address Mobile no. Continent/Global Head Local Head (CEO/MD/GM/Proprietor/ Managing Partner) Daily Management:(Key Account Manager/ Country Head Account Management (Who is responsible for reconciliation of invoices with payments) Escalation Matrix Details Level-1 Level-2 Level-3 Name Designation Department address Mobile number 3. BUSINESS PROFILE Indicate nature of Business Nature of Business Manufacturer Trader* Authorized Agent * Service Provider Other (specify)

10 If Trader, Agent or Representative Company, not directly involved in the manufacture of the product, please provide: 1) Certification from your principals that you are authorized to deal with their products or to act on their behalf. 2) A list of business transacted in the last year for the products you wish to register, giving names and address of customers and value of contracts. 3) Please. specify the Original Equipment Manufacturer (OEM) 4. CUSTOMER DETAILS Describe your main customers and their share of business with you (Additional details can be attached) Customer Project Title/ Supplies Duration/Period Value of Business Customer Testimonials: (Attach copies of LPOs, Award Letters, recent testimonials from major customers on the company performance in quality, service, delivery, cost leadership, operations, innovation) 5. FINANCIALS Financial Parameters Current year (Year to date) Last year Previous year Annual Turnover Profit Before Tax Total Assets Total Liabilities Net Assets 6. PRODUCT/SERVICE DETAILS Name of the Products / Services offered Approx. Turnover per annum (pa)

11 7. INSURANCE COVERS IN PLACE List the insurance covers in place and their KES values e.g. Professional Indemnity, WIBA etc. Insurance Cover Value (KES) 8. SYSTEMS & PROCESSES # Systems / Capability Yes No 1. Do you have a comprehensive documented quality manual that defines your quality system? 2. Do you have corrective action process for customer complaints and field problems, which includes root cause analysis? If yes, attach example 3. Are control plans revised for product and process changes or when processes are found to be unstable or non-capable? 4. Do you have documented process for audit of suppliers? 5. Do you perform periodic internal audits? 6. How many employees do you have? Permanent:... Temporary:. 9. NAME OF THE COUNTRIES WHERE YOU SUPPLY Please list the countries where you supply Name of the Countries Name of the Countries 10. DATA SECURITY 1. Do you agree to abide by Centum s non -disclosure agreement relevant to you at the time of signing a contract if selected? (The detailed policy can be shared on demand only by us) Yes No

12 11. LITIGATIONS / COMPLAINTS 1. Has the company /proprietorship / partnership or its proprietor, partner, authorized signatory at any time during the last five years been convicted by a court in Kenya or overseas for any criminal offence & sentenced to imprisonment? Yes No 2. Are any criminal proceedings pending or going on against company / proprietorship / partnership or its proprietor, partner, authorized signatory before a court in Kenya or overseas? 3. Has any court issued a warrant or summons for appearance or warrant of arrest or an order prohibiting the departure of the proprietorship / partnership or its proprietor, partner, authorized signatory from Kenya or Overseas? 4. Is the company subject of bankruptcy proceedings? 12. MANAGEMENT POLICY 1(a). Does the firm have an Employment Policy? Yes No If No, explain how employee screening and/or background checks are done 1(b) Does the firm have a Code of Conduct? Does the firm subscribe to a professional body with a code of conduct? 1(c) Does the firm have an Employee Training program? 1(d) How does the firm ensure integrity of its employees? 2(a) Does the firm have an Environmental Policy in place? 2(b) What Corporate Social Responsibilities does the firm engage in?

13 13. BANK DETAILS 1. Do you have a Sidian Bank account? Yes No If Yes provide Account Name and Number. 2 If your answer to question 1 above is no, provide Bank Name:... Account Name:. Branch Name: Account Number:.... Please confirm you warrant and agree that the provided information is accurate to the best of your knowledge. Form Authorized by: Partner Bank Name: Employee Code: Designation: Sign: Date: 14. ATTACHMENTS Additional information to be provided Catalogues for existing products/services Customer testimonials Organization chart Major customers list Copy of the following: PIN number Tax Compliance Certificate VAT certificate Certificate of Registration/Incorporation Signed Copy of the Code of Conduct certification Attached (Y/N)

14 Additional information to be provided Copy of relevant licenses Registration by relevant Government or Statutory body where applicable Copies of audited financial statements for the last three years and the external auditor report thereon; Copies of other third party review reports; Shareholders and Directors National identification cards / passports / birth certificates; Copies of current insurance covers. Practicing Certificates (Where applicable) Memberships, where applicable e.g Institution of Surveyors of Kenya, Kenya Bankers Association e.t.c Attached (Y/N) I, the undersigned, certify that the above particulars submitted by us are true and will keep this updated as per the policy of Centum Investment Company Limited or whenever any change to the above happens. Date: Place: (Signature, Stamp & Name of Signing Authority)

15 For Centum s Use Only Justification for Pre-qualification PROCUREMENT MANAGER/OFFICER Name Signature... Date. APPROVAL BY: BUSINESS UNIT HEAD Name Signature... Date.