KENYA RURAL ROADS AUTHORITY

Transcription

1 KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and subcategory of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes, K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual

2 Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing A&B Survey/Road Design Data and Production of Working Drawing /Details) W/S/21/DES/CAT A&B Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) W/S/22 Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) W/S/23 Provision of Maintenance & repair services for survey equipment W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of Consultancy Services & Training on Enterprise Risk Management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers

3 W/S/32 W/S/33 W/S/34 W/S/35 W/S/36 Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Provision of Board of Directors Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General

4 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/1 - GENERAL OFFICE SUPPLIES AND COMPUTER STATIONERY (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

5 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

6 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

7 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

8 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

9 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

10 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

11 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

12 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/1 General Office Supplies and Computer Stationery 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:

13 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

14 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

15 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

16 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) A list of tools and equipment that would be made available for the above services stating whether owned or leased and their quantities. (x) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (xi) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

17 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

18 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/2 SUPPLY OF ELECTRICAL ITEMS (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

19 Table of Contents SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 Page SECTION III - Qualification criteria.. 7 2

20 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

21 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

22 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

23 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

24 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

25 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

26 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/2 Supply of Electrical Items 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:

27 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

28 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

29 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

30 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) A list of tools and equipment that would be made available for the above services stating whether owned or leased and their quantities. (x) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (xi) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

31 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

32 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/3 SUPPLY AND INSTALLATION OF COMPUTERS, LAPTOPS, NOTEPADS, TABLETS, PHONES, MODEMS & RELATED CONSUMABLES (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

33 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

34 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

35 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

36 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

37 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

38 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

39 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

40 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/3 Supply and Installation of Computers, Laptops, Notepads, Tablets, Mobile Phones, Modems and Related Consumables 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:

41 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

42 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

43 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

44 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) A list of tools and equipment that would be made available for the above services stating whether owned or leased and their quantities. (x) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (xi) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

45 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

46 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/4 DESIGN, DEVELOPMENT, SUPPLY AND COMMISSIONING OF SOFTWARE SYSTEMS (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

47 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

48 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

49 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

50 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

51 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

52 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

53 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

54 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/4 Design, Development, Supply and Commissioning of Software systems 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:

55 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

56 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

57 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

58 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) A list of tools and equipment that would be made available for the above services stating whether owned or leased and their quantities. (x) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (xi) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

59 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

60 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/5 SUPPLY OF ASSORTED OFFICE FURNITURE, EQUIPMENT S AND FITTINGS (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

61 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

62 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

63 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

64 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

65 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

66 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

67 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

68 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/5 Supply of Assorted Office Furniture and Equipment s and Fittings 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:

69 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

70 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

71 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

72 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (x) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

73 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

74 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/6 SUPPLY OF DRINKING MINERAL WATER (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

75 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

76 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

77 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

78 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

79 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

80 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

81 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

82 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/6 Supply of Drinking Mineral water 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:

83 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

84 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

85 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

86 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (x) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

87 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

88 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/7 SUPPLY OF MOTOR VEHICLE TYRES & TUBES (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

89 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

90 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

91 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

92 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

93 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

94 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

95 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

96 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 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:

97 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

98 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

99 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

100 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (x) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

101 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

102 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/8 SUPPLY OF MOTOR VEHICLE BATTERIES & ACCESSORIES (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

103 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

104 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

105 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

106 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

107 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

108 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act. 7

109 2.3.3 All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

110 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/8 Supply of Motor Vehicle Batteries and Accessories 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:

111 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

112 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

113 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

114 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (x) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

115 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

116 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/9 SUPPLY OF CLEANING DETERGENTS & MATERIALS (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

117 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

118 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

119 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

120 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

121 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

122 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act. 7

123 2.3.3 All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

124 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/9 Supply of Cleaning Detergents and Materials 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:

125 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

126 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

127 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

128 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (x) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

129 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

130 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/10 SUPPLY OF FUEL & LUBRICANTS FOR MOTOR VEHICLES (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

131 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

132 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

133 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

134 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

135 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

136 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

137 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

138 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles 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:

139 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

140 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

141 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

142 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (x) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

143 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

144 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: K/G/R/11 SUPPLY OF GENERAL SUPPLIES ITEMS (Newspapers, Milk, Sugar, Snacks, Toiletries etc) - REGION All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

145 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

146 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

147 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing 4

148 A&B W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Survey/Road Design Data and Production of Working Drawing /Details) Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes 5

149 K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

150 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

151 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

152 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) 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:

153 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

154 GENERAL INFORMATION 1. Name of firm 2. Head office address 3. Telephone Contact Person 4. Fax 5. Place of incorporation/registration Year of incorporation/registration 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

155 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

156 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients (ix) Signed CVs of at least three key staff members that would be availed. Certified copies of certificates shall be attached (x) Proof of one or more similar services previously performed or being performed by the bidder stating the contract sums B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) (iv) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report Period of warranty on equipments and instruments to be supplied 13

157 Part 1 General: D. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. You are advised that it is a serious offence to give false information on this form Business Name.. Location of business premises... Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

158 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: W/S/R/1 PROVISION OF SIGNAGE SERVICES (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

159 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

160 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

161 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing A&B Survey/Road Design Data and Production of Working Drawing /Details) 4

162 W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials 5

163 K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

164 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

165 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

166 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ W/S/R/1 Provision of Signage Services 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:

167 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

168 GENERAL INFORMATION 1. Name of firm: 2. Head office address: 3. Telephone: Contact Person: 4. Fax: 5. Place of incorporation/registration Year of incorporation/registration: 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

169 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

170 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) (ii) (iii) (iv) (v) (vi) (vii) Physical and postal address complete with telephone, mobile, fax and . Certificate of Incorporation/Registration Duly filled Confidential Business questionnaire KRA tax certificates: PIN, VAT and Valid Tax compliance certificate Audited Accounts and Financial Report for 1 year (past) Name of bankers, statements in name of the bank for the last three months. List of at least 3 clients for which similar goods/services have been undertaken (viii) Proof of similar previous experience of services carried out for the last 3 (Three) years. Letter of recommendation from at least two clients B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report 13

171 E. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. 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.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

172 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: W/S/R/2 PROVISION OF OUTSIDE CATERING SERVICES (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

173 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

174 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

175 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing A&B Survey/Road Design Data and Production of Working Drawing /Details) 4

176 W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials 5

177 K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

178 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

179 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

180 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ W/S/R/2 Provision of Outside Catering services 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:

181 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

182 GENERAL INFORMATION 1. Name of firm: 2. Head office address: 3. Telephone: Contact Person: 4. Fax: 5. Place of incorporation/registration Year of incorporation/registration: 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

183 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

184 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) (ii) (iii) (iv) (v) (vi) (vii) Physical and postal address complete with telephone, mobile, fax and . Certificate of Incorporation/Registration Duly filled Confidential Business questionnaire KRA tax certificates: PIN, VAT and Valid Tax compliance certificate Audited Accounts and Financial Report for 1 year (past) Name of bankers, statements in name of the bank for the last three months. List of at least 3 clients for which similar goods/services have been undertaken (viii) Proof of similar previous experience of services carried out for the last 3 (Three) years. Letter of recommendation from at least two clients B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report 13

185 E. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. 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.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

186 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: W/S/R/3 PROVISION OF TRANSPORT SERVICES, OFFICE MOVERS AND TAXI SERVICES (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

187 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

188 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

189 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing A&B Survey/Road Design Data and Production of Working Drawing /Details) 4

190 W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials 5

191 K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

192 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

193 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

194 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name Tick 1. KeRRA/011/34/1/ W/S/R/3 Provision of Transport Services (Van, Bus etc) W/S/R/3A Office Movers W/S/R/3B Taxi Services 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:

195 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

196 GENERAL INFORMATION 1. Name of firm: 2. Head office address: 3. Telephone: Contact Person: 4. Fax: 5. Place of incorporation/registration Year of incorporation/registration: 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

197 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

198 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report 13

199 E. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. 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.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

200 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: W/S/R/4 PROVISION OF CLEANING SERVICES INCLUDING WASTE DISPOSAL SERVICES All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

201 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

202 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

203 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing A&B Survey/Road Design Data and Production of Working Drawing /Details) 4

204 W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials 5

205 K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

206 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

207 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

208 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ W/S/R/4 Provision of Cleaning Services including waste exhaust services etc 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:

209 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

210 GENERAL INFORMATION 1. Name of firm: 2. Head office address: 3. Telephone: Contact Person: 4. Fax: 5. Place of incorporation/registration Year of incorporation/registration: 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

211 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

212 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report 13

213 E. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. 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.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

214 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: W/S/R/5 OFFICE REPAIRS & MAINTENANCE INCLUDING FURNITURE, PLUMBING, ELECTRICALS, OFFICE EQUIPMENT (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

215 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

216 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

217 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing A&B Survey/Road Design Data and Production of Working Drawing /Details) 4

218 W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials 5

219 K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

220 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

221 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

222 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name Tick 1. KeRRA/011/34/1/ W/S/R/5 Office Repairs and Maintenance including Plumbing, Electricals, Office Equipment W/S/R/5A Repair and Maintenance of Office Furniture including Fittings 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:

223 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

224 GENERAL INFORMATION 1. Name of firm: 2. Head office address: 3. Telephone: Contact Person: 4. Fax: 5. Place of incorporation/registration Year of incorporation/registration: 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

225 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

226 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) Physical and postal address complete with telephone, mobile, fax and . (ii) Certificate of Incorporation/Registration (iii) Duly filled Confidential Business questionnaire (iv) KRA tax certificates: PIN, VAT and Valid Tax compliance certificate (v) Audited Accounts and Financial Report for 1 year (vi) Name of bankers, statements in name of the bank for the last three months. (vii) List of at least 3 clients for which similar goods/services have been undertaken (viii) Letter of recommendation from at least two clients B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report 13

227 E. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. 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.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

228 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: W/S/R/6 PROVISION OF TOWING SERVICES All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

229 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

230 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

231 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing A&B Survey/Road Design Data and Production of Working Drawing /Details) 4

232 W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials 5

233 K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

234 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

235 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

236 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ W/S/R/6 Provision of Towing Services, 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:

237 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

238 GENERAL INFORMATION 1. Name of firm: 2. Head office address: 3. Telephone: Contact Person: 4. Fax: 5. Place of incorporation/registration Year of incorporation/registration: 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

239 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

240 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) (ii) (iii) (iv) (v) (vi) (vii) Physical and postal address complete with telephone, mobile, fax and . Certificate of Incorporation/Registration Duly filled Confidential Business questionnaire KRA tax certificates: PIN, VAT and Valid Tax compliance certificate Audited Accounts and Financial Report for 1 year (past) Name of bankers, statements in name of the bank for the last three months. List of at least 3 clients for which similar goods/services have been undertaken (viii) Proof of similar previous experience of services carried out for the last 3 (Three) years. Letter of recommendation from at least two clients B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report 13

241 E. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. 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.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

242 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: W/S/R/7 PROVISION OF MOTOR VEHICLES REPAIRS & MAINTENANCE SERVICES (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website:

243 Table of Contents Page SECTION I - Invitation for prequalification... 3 SECTION II - Instructions to bidders. 5 SECTION III - Qualification criteria.. 7 2

244 SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) KENYA RURAL ROADS AUTHORITY TENDER NOTICE TENDER No. KeRRA/011/34/1/ INVITATION FOR PRE-QUALIFICATION OF SUPLIERS OF GOODS AND SERVICES The Authority wishes to invite applications from competent firms for pre-qualification for supply of goods and services listed below for the period ending Interested eligible suppliers are invited to apply for the pre-qualification indicating the code number and sub-category of the goods and services they wish to apply. Prequalification documents can be downloaded free of charge by interested bidders at IFMIS supplier portal: supplier.treasury.go.ke and/ or Kenya Rural Roads Authority (KeRRA) website: and submitted to the Headquarters, 6 th floor, Blue Shield Towers Upper hill Nairobi or to the respective regions of the of the 47 KeRRA Regional Managers Offices Country wide. A schedule of all our Regions and their Locations is available on our website. HEADQUARTERS APPLICATION FOR PREQUALIFICATION CATEGOTY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/1 Supply of General Office Supplies and Computer Stationery K/G/2 Supply of Electrical Items K/G/3 Supply of ICT Hardware, Software, Accessories and Consumables K/G/4 Design, Development, Supply and Commissioning of Software systems K/G/5 Supply of Staff Uniforms K/G/6 Supply of Assorted Office Furniture and Equipment s and Fittings K/G/7 Supply of Survey Equipment K/G/8 Supply of Fresh and dry produce K/G/9 Supply of Drinking Mineral water K/G/10 Supply of Motor Vehicle Tyres and Tubes K/G/11 Supply of Motor Vehicle Batteries and Accessories K/G/12 Supply of Cleaning Detergents and Materials 3

245 K/G/13 Supply of Fire Fighting Equipment K/G/14 Supply, Installation, Testing & Commissioning of ERP Systems K/G/15 Supply of Application Software (Office Suit, Operating Systems etc) K/G/16 Supply, Installation of Structured Cabling CATEGOTY B- PROVISION OF WORKS/SERVICES W/S/1 Provision of Air Travel agency services W/S/2 Provision of Towing Services, W/S/3 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services W/S/4 Provision of Signage Services W/S/5 Provision of Outside Catering services W/S/6 General printing, Design of Promotional Materials and Other Publications, Annual Report Editing, Designing and Layout Services W/S/7 Provision of Legal Services W/S/8 Provision of Production of Radio, TV Commercials and documentaries services W/S/9 Provision of Transport, Office Movers and Taxi Services W/S/10 Office Repairs and Maintenance including furniture, Plumbing, Electricals, Office equipment etc W/S/11 Provision of Conference facilities W/S/12 Provision of Human Resource Consultancy Services/ Staff Training Services W/S/13 Provision of Environmental Impact Assessment Consultancy Services W/S/14 Provision of Cadastral, Engineering and Mapping Surveys Consultancy Services W/S/15 Provision of Valuation Services W/S/16 Provision of Traffic Census and Mobile axle load control Services W/S/17 Provision of Engineering Consultancy Services W/S/18 Provision of Environmental Audits Consultancy Services (EA) W/S/19 Provision of Consultancy Services for Social Economic Baseline Surveys (SEBS) W/S/20 Provision of Consultancy Services for Social Economic Impact Assessment Studies (SEIA) W/S/21/SP/1 Provision of Consultancy Services for Road Safety Awareness Sensitization W/S/21/SP/2 Provision of Engineering and Technical consultancy services(resident Engineers Sole Proprietorship) W/S/21/SP/3 Provision of Engineering and Technical Consultancy Services(Highway Design Engineers Sole Proprietorship ) W/S/21/SP/4 Provision of Engineering and Technical Consultancy Services (Structural/Drainage Engineers - Sole Proprietorship) W/S/21/SP/5 Provision of Engineering and Technical Consultancy Services(Materials Engineers - Sole Proprietorship) W/S/21/SP/6 Provision of Engineering and Technical Consultancy Services(Surveyors - Sole Proprietorship) W/S/21/SP/7 Provision of Engineering and Technical Consultancy Services(Claims Evaluation Engineers - Sole Proprietorship) W/S/21/SP/8 Provision of Engineering and Technical Consultancy Services(CAD Technician - Sole Proprietorship) W/S/21/SUP/CAT Provision of Engineering and Technical Consultancy Services(Processing A&B Survey/Road Design Data and Production of Working Drawing /Details) 4

246 W/S/21/DES/CAT A&B W/S/22 W/S/23 W/S/24 W/S/25 W/S/26 W/S/27 W/S/28 W/S/29 W/S/30 W/S/31 W/S/32 W/S/33 W/S/34 W/S/35 Provision of Engineering and Technical Consultancy Services(Processing Works Supervision Consultants Categories A&B) Provision of Engineering and Technical Consultancy Services(Environmental and Social Impact Study, Preliminary and Detailed Engineering Design of Selected Roads Consultants Category A&B ) Provision of Maintenance & repair services for survey equipment Provision of Maintenance & repair services of ICT equipment including ACS, CCTV, Air Con Provision of Payroll Services Provision of Vehicle Insurance Services Consultancy Services on Board of Directors Evaluation Provision of consultancy services & training on enterprise risk management Provision of Consultancy Services for Occupational Safety & Health (OSH) Services Provision of HR Consultancy Services for Executive Recruitment & Selection, and Performance Evaluation Provision of Inspection & Maintenance of Fire Extinguishers Provision of HR Staff Training Services for Workplace Training on Cross Cutting Issues (HIV & AIDS, Gender Mainstreaming, Disability Mainstreaming, Drug & Alcohol Abuse Mainstreaming, etc) Provision of Training Services for Drivers Provision of Internet Services Provision of ICT Training Services Applications for Headquarters Pre-Qualification MUST be submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the TENDER BOX at 6 th floor, Blue Shield Towers, Upper Hill, Hospital Road, so as to be received not later than am on or before Thursday, 28 th May REGIONS APPLICATION FOR PREQUALIFICATION CATEGORY A- SUPPLY OF GOODS CODE SUB-CATEGORY K/G/R/1 General office Supplies and Computer stationery K/G/R/2 Supply of Electrical items K/G/R/3 Supply of Computer hardware, Laptops, Notepads, Tablets, Modems & Related Consumables K/G/R/4 Design, Development, Supply and Commissioning of Software systems K/G/R/5 Supply of Office Furniture, Equipments and Fittings K/G/R/6 Supply of Drinking Mineral water K/G/R/7 Supply of Motor Vehicle Tyres and Tubes K/G/R/8 Supply of Motor Vehicle Batteries and Accessories K/G/R/9 Supply of Cleaning Detergents and Materials 5

247 K/G/R/10 Supply of Fuel and Lubricants for Motor Vehicles K/G/R/11 Supply of General Supplies Items ( Newspapers, Milk, Sugar, Snacks, Toiletries etc) CATEGORY B- PROVISION OF WORKS/SERVICES W/S/R/1 Provision of Signage services W/S/R/2 Provision of Outside Catering services W/S/R/3 Provision of Transport, Office Movers and Taxi Services W/S/R/4 Provision of Cleaning Services including waste exhaust services etc W/S/R/5 Office Repairs and Maintenance, including furniture, Plumbing, Electricals, Office equipment etc W/S/R/6 Provision of Towing Services W/S/R/7 Provision of Motor Vehicles Repair and Maintenance Services W/S/R/8 Provision of General Printing, Design of Business Cards Applications for Regional Offices Pre-Qualification MUST be submitted and enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at respective Regional office so as to be received not later than am on or before Thursday, 28 th May Opening of the tenders will take place immediately thereafter at the places of delivery and in the presence of the tenderers who wish to attend. Eng. F. D Karanja Ag. Director General 6

248 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender Kenya Rural Roads Authority (KeRRA) hereinafter referred to as the procuring entity intends to prequalify Suppliers for the provision of goods and services Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates. 2.2 Submission of Application Applications for prequalification shall be submitted in sealed envelopes submitted enclosed in plain sealed envelopes, marked with the sub-category name and code number and deposited in the tender box at 6th floor, blue shield towers, upper hill, hospital road for Nairobi Headquarters or be addressed to the Regional Managers for respective regions so as to be received not later than am on or before 28 th May The name and mailing address of the applicant may be marked on the envelope All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information Failure to provide information that is essential for effective evaluation of the applicant s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the applicant s disqualification A consultations and clarifications meeting will be held at (place, date and time) at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary 2.3 Eligible Candidates This invitation for pre-qualification is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and regulations The procuring entity s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act All terms found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified. 7

249 2.4 Qualification Criteria Pre-qualification will be based on meeting the minimum requirements to pass in the criteria set out in section III. The declaration will be either pass or fail regarding the applicant s response to the requisites in section III. The procuring entity reserves the right to waive minor deviations if they do not materially affect the capability of an applicant to perform the contract. 2.6 Public Sector companies Any public owned enterprise may be eligible to qualify if, in addition to meeting all the above requirements, it is also legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of another public entity Conflict of Interest The applicant (including all members of a joint venture) shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and other prequalification and bidding documents for the project, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed and may result in the disqualification of the applicant Updating Pre-qualification Information Pre qualified candidates shall be required to update the financial information used for pre qualification at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the applicant s qualification thresholds are no longer met at the time of bidding. 8

250 SECTION III - QUALIFICATION CRITERIA LETTER OF APPLICATION Date To Director General Kenya Rural Roads Authority P.O.Box Nairobi. 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 following contract(s) under (Tender No. and Tender name) Tender number Code Tender name 1. KeRRA/011/34/1/ W/S/R/7 Provision of Motor Vehicles Repairs and Maintenance Services (Garage Services) 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:

251 Personnel inquiries Contract 1 Telephone 1: Contract 2 Telephone 2: 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. 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 Name For and on behalf of (name of Applicant or lead partner of a joint venture) Signed Name For and on behalf of (name of partner) Signed Name For and on behalf (name of Partner) Signed Name For and on behalf of (name of partner) 10

252 GENERAL INFORMATION 1. Name of firm: 2. Head office address: 3. Telephone: Contact Person: 4. Fax: 5. Place of incorporation/registration Year of incorporation/registration: 6. PIN Number of the firm Nationality of Owners/ Directors Name Nationality Reference 1. Name of company Address Name of contact person Signature and date Company and stamp Name of company Address

253 Name of contact person Signature and date Company and stamp Name of company Declaration Address Name of contact person Signature and date Company and stamp I/We have completed this form(s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any accuracy in the information filled herein will be used as grounds for removal form or termination of the prequalification process. I/We confirm that we are not insolvent, in receivership, bankrupt or being wound up, our business activities have not been suspended, and we are not subject of legal proceedings for any of the foregoing. I/We confirm that I/We have fulfilled our obligations to pay taxes and social security contributions. Signed and sealed For and on behalf of Position in the company Date Official receipt No Date

254 A. MANDATORY REQUIREMENTS The tenderer Must provide the following information and/copies of the following documents: (i) (ii) (iii) (iv) (v) (vi) (vii) Physical and postal address complete with telephone, mobile, fax and . Certificate of Incorporation/Registration Duly filled Confidential Business questionnaire KRA tax certificates: PIN, VAT and Valid Tax compliance certificate Audited Accounts and Financial Report for 1 year (past) Name of bankers, statements in name of the bank for the last three months. List of at least 3 clients for which similar goods/services have been undertaken (viii) Proof of similar previous experience of services carried out for the last 3 (Three) years. Letter of recommendation from at least two clients B. COMPANY PROFILE (i) (ii) (iii) (iv) (v) Core business of the firm Product range of the firm CV of key managerial and technical staff Number of years in business Any other information that may be necessary for evaluation purposes C. FINANCIAL REQUIREMENTS (i) (ii) (iii) Credit terms Maximum value of business the firm is capable of handling Financial stability of the firm as deduced from the Audited Accounts and Financial Report 13

255 E. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business. The tenderer MUST fill in their Address (es)* and PIN Number*, and all sections of the prequalification questionnaire AND attach copies of relevant documentation. The Tenderer MUST also sign the prequalification document where required. Failure to fill the document properly and attach the required documentation will result in the tenderer NOT being pre qualified. 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.. Fax. E mail. Nature of Business,.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch 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 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 Date.Signature of Candidate.. If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. Items marked with * are compulsory. 14

256 KENYA RURAL ROADS AUTHORITY PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR FINANCIAL YEARS TENDER No. KeRRA/011/34/1/ CLOSING DATE: THURSDAY 28 TH MAY, 2015 CATEGORY: W/S/R/8 PROVISION OF GENERAL PRINTING, DESIGN OF BUSINESS CARDS (REGION) All correspondence to: The Director General Kenya Rural Roads Authority Blue Shield Towers, 6 th Floor P. O. Box NAIROBI, KENYA kerra@kerra.go.ke Website: