TENDER DOCUMENT FOR DISPOSAL OF OBSOLETE, UNSERVICEABLE, AND SURPLUS STORES AND EQUIPMENT TENDER NO.KDB/D/2017

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1 NSSF BUILDING, BLOCK A 10 TH FLOOR, EASTERN WING, P.O. BOX (GPO) NAIROBI Telephone: /341302, Mobile: , , info@kdb.co.ke TENDER DOCUMENT FOR DISPOSAL OF OBSOLETE, UNSERVICEABLE, AND SURPLUS STORES AND EQUIPMENT TENDER NO.KDB/D/2017 MAY 2017

2 TABLE OF CONTENTS PAGE SECTION I INVITATION TO TENDER. 4 SECTION II : INSTRUCTIONS TO TENDERERS. 5 SECTION III : SCHEDULE OF ITEMS AND PRICE. 12 SECTION IV : CONDITIONS OF TENDER.. 15 SECTION V : STANDARD FORMS FORM OF TENDER SCHEDULE OF ITEMS AND PRICES CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM. 18 2

3 SECTION I INVITATION TO TENDER The Kenya Dairy Board invites offers for disposal of its obsolete, unserviceable and surplus stores and equipment on as- where- is basis as listed below. Item 1 Printers, Photocopier, UPS, Office Desks, CPU s, Monitors, Office Chairs, 2 Old Tyres, Cabinets, Tables, Scanner, Printers, Handsets, 3 Safe, Cupboard, Old hoover, Fax Machines, Benches, Typewriters, Blackboards, Chipboards, 4 Water Dispenser, Rear Cabin Door, Frames. Offices Viewing can be done at our offices indicated above during normal working hours. A complete set of tender documents for disposal of its obsolete, unserviceable and surplus stores and equipment may be downloaded by interested candidates from the official websites; or Kindly note that the sale of all items will be on as is where is basis and all interested bidders are advised to visit the respective locations and carry out their own assessment before making their final quote. Bidders for each item are advised to submit the offers for each item in separate envelopes marked clearly and addressed to: The Managing Director Kenya Dairy Board P.O. Box (GPO) Nairobi The bids should be deposited in the tender box situated in NSSF Building, Block A 10 th Floor, Eastern Wing, so as to reach her on or before Friday 16 th June 2017 at 10.00am Bids shall be opened immediately after the closing time and bidders or their representatives are invited for the opening at KDB Boardroom, NSSF Building, Block A Eastern wing 11th Floor. 3 LOCATION ELDORET-KVDA Hse.4 th Floor. EMBU-Ministry of Agriculture Behind Min. CO-OP KABETE KDB Stores Veterinary Laboratory Offices KAKAMEGA PC s Office Block B 2 nd Floor THIKA-THURI Hse.2 nd Floor. MOMBASA- Electricity Hse.7 TH floor NAROK- DLP Office KERICHO District Headquarters KISII DLP Office BUNGOMA-Ministry of lands offices NYERI DLP Office KABETE KDB Stores Veterinary Laboratory Offices KERICHO District Headquarters KISUMU Governor Hse.5 th Floor Wing C KISII DLP Office KITALE DLP Office THARAKA NITHI Southern Star Sacco KITALE DLP Office KABETE KDB Stores Veterinary Laboratory Offices KAKAMEGA PC s Office Block B 2 nd Floor MERU State Law offices NYERI DLP Office VOI DLP Office THARAKA NITHI Southern Star Sacco KDB HQs NSSF building. 10 th floor KABETE KDB Stores Veterinary Laboratory

4 SECTION II-INSTRUCTIONS TO TENDERERS Table of Clauses Page 2.1 Eligible tenderers Cost of tendering Tender documents Clarification of documents Amendments of documents Tender prices and currencies Validity of tenders Viewing of the tender items Sealing and marking of tenders Deadline for submission of tenders Modification and withdrawal of tenders Opening of tenders Clarification of tenders Evaluation and comparison of tenders Award of tender criteria Notification of award Contacting the Kenya Dairy Board 15 4

5 SECTION II-INSTRUCTION TO TENDERERS 2.1 Eligible Tenderers This Invitation for Tenders is open to all tenderers eligible as described in the Appendix to instructions to tenderers Tenderers shall not be under a declaration of ineligibility for corrupt or fraudulent practices The Board s employees, committee members, board members and their relatives (spouse and children) are not eligible to participate in the tender unless where specifically allowed under section 131 of the Act. 2.2 Cost of Tendering The tenderer shall bear all costs associated with the preparation and submission of its tender, and the Board, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tendering process The Kenya Dairy Board shall allow the tender to review the tender document free of charge before purchase. 2.3 The Tender Document The tender document comprises the documents listed below and any addenda issued in accordance with clause 2.5 of these instructions to tenderers. (i) Invitation to tender (ii) Instructions to tenderers (iii) Schedule of items (iv) Conditions of Tender (v) Form of tender (vi) Confidential Business questionnaire Form (vii) Schedule of items and prices Form The tenderer is expected to examine all instructions, forms, terms and specifications in the tender documents. Failure to meet all the requirements of the tender will be at the tenderer s risk and may result in the rejection of its tender. 5

6 2.4. Clarification of Documents A prospective tenderer requiring any clarification of the tender document may notify the Board in writing or by post at the entity s address indicated in the Invitation for tenders. The Board will respond in writing to any request for clarification of the tender documents, which it receives not later than thirty (30) days prior to the deadline for the submission of tenders, prescribed by the procuring entity. Written copies of the Boards response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective tenderers that have received the tender document Clarification of tenders shall be requested by the tenderer to be received by the Kenya Dairy Board not later than 7 days prior to the deadline for submission of tenders The Board shall reply to any clarifications sought by the tenderer within 3 days of receiving the request to enable the tenderer to make timely submission of its tender. 2.5 Amendment of Documents At any time prior to the deadline for submission of tenders, the Board, for any reasons, whether at its own initiative or in response to a clarification requested by a prospective tenderer, may modify the tender documents by amendment All prospective candidates that have received the tender documents will be notified of the amendment in writing or by post and will be binding on them In order to allow prospective tenderers reasonable time in which to take the amendment into account in preparing their tenders, the Board, at its discretion, may extend the deadline for the submission of tenders. 6

7 2.6 Tender Prices and Currencies The tenderer shall indicate on the appropriate Price Schedule the unit prices and total tender price of the items it proposes to purchase under the contract Prices quoted by the tenderer shall be fixed during the tender validity period and not subject to variation on any account. A tender submitted with an adjustable price quotation will be treated as non- responsive and will be rejected The Price quoted shall be in Kenya Shillings. 2.7 Validity of Tenders Tenders shall remain valid for 60 days or as specified in the appendix to instruction to tenderers after date of tender opening prescribed by the Kenya Dairy Board, pursuant to paragraph 2.10 Tender valid for a shorter period shall be rejected by the Procuring entity as non- responsive In exceptional circumstances, the Board may solicit the Tenderer s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. A tenderer granting the request will not be required nor permitted to modify its tender. 2.9 Viewing of Tender Items Prospective bidders are advised to view the items, stores/equipment in liaison with the Board during normal working hours before they bid for each lot. This will enable them to arrive at the most reasonable and competitive bids. Bids are based on AS WHERE IS CONDITION and the conditions of the items are not warranted by the seller. 7

8 2.10 Sealing and Marking of Tenders The tenderer shall seal the tender and mark it with the number and name of the tender and DO NOT OPEN BEFORE Friday 16th June 2017 at 10.00am Deadline for Submission of Tenders Tenders must be deposited in the tender box situated in NSSF Building, Block A 10 th Floor, Eastern Wing, addressed to; The Managing Director Kenya Dairy Board P.O. Box (GPO) Nairobi So as to reach her on or before Friday 16th June 2017 at 10.00am The Board may, at its discretion, extend this deadline for the submission of tenders by amending the tender documents in accordance with paragraph 2.5 in which case all rights and obligations of the Board and tenderers previously subject to the deadline will thereafter be subject to the deadline as extended Modifications And Withdrawals Of Tenders Modification of tenders The tenderer may modify or withdraw its tender after the tender s submission, provided that written notice of the modification, including substitution or withdrawal of the tenders, is received by the Board prior to the deadline prescribed for submission of tenders The Tenderer s modification or withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance with the provisions of paragraph A withdrawal notice may also be sent by fax but followed by a signed confirmation copy, postmarked not later than the deadline for submission of tenders No tender may be modified after the deadline for submission of tenders 8

9 Withdrawals and tenders No tender may be withdrawn in the interval between the deadline for submission of tenders and the expiration of the period of tender validity specified by the tenderer. Withdrawal of a tender during this interval may result in the tenderer s forfeiture of its tender deposit, pursuant to paragraph Opening of Tenders The Board will open all tenders in the presence of tenderers representatives who choose to attend at NSSF Building Block A, 10 th floor immediately after closing The tenderers or representatives who are present shall sign a register evidencing their attendance The tenderers names, tender modifications or withdrawals, tender prices and such other details as the Board, at its discretion, may consider appropriate, will be announced at the opening The Board will prepare minutes of the tender opening Clarification of tenders To assist in the examination, evaluation and comparison of tenders the Board may, at its discretion, ask the tenderer for a clarification of its tender. The request for clarification and the response shall be in writing, and no change in the prices or substance of the tender shall be sought, offered, or permitted Any effort by the tenderer to influence the Board in the Board s tender evaluation, tender comparison or contract award decisions may result in the rejection of the tenderers tender. 9

10 2.15 Evaluation and Comparison of Tenders The Board will examine the tenders to determine whether they are complete, whether any computation errors have been made, whether required deposits have been furnished, whether documents have been properly signed and whether the tenders are generally in order. After examination a tender that will be determined to be substantially non responsive, will be rejected by the procuring entity The Board will evaluate and compare the tenders, which have been determined to be substantially responsive The tender evaluation committee shall evaluate the tender within 30 days of the validity period from the date of opening the tender Award Criteria The Board will award the contract to the successful tenderer(s) whose tender has been determined to be substantially responsive and has been determined to be the highest evaluated tender, subject to the reserves price Notification of Award Prior to the expiration of the period of tender validity, the Board will notify the successful tenderer in writing that its tender has been accepted Simultaneously the other tenderers shall be notified that their tenders have been unsuccessful Contacting the Board No tenderer shall contact the Board on any matter relating to its tender, from the time of the tender opening to the time the contract is awarded Any effort by a tenderer to influence the Board in its decisions on tender evaluation, tender comparison, or contract award may result in the rejection of the tenderer s tender. 10

11 SECTION III-SCHEDULE OF ITEMS Lot Number Description Condition Location 1 Lot2017BLOCKBOARD/KBT/1 TIMBER Unservicable Kabete 2 Lot2017BLOCKBOARD/KBT/2 TIMBER Unservicable Kabete 3 Lot2017BLOCKBOARD/KBT/3 TIMBER Unservicable Kabete 4 Lot2017BLOCKBOARD/KBT/4 TIMBER Unservicable Kabete 5 Lot2017BLOCKBOARD/KBT/5 TIMBER Unservicable Kabete 6 Lot2017BLOCKBOARD/KBT/7 TIMBER Unservicable Kabete 7 Lot2017BLOCKBOARD/KBT/8 TIMBER Unservicable Kabete 8 Lot2017BLOCKBOARD/KBT/9 TIMBER Unservicable Kabete 9 Lot2017BLOCKBOARD/KBT/1 0 TIMBER Unservicable Kabete 10 Lot2017BLOCKBOARD/KBT/1 1 TIMBER Unservicable Kabete 11 Lot2017BLOCKBOARD/KBT/1 2 TIMBER Unservicable Kabete 12 Lot2017BLOCKBOARD/KBT/1 3 TIMBER Unservicable Kabete 13 Lot2017CABT/KBT/1SC STEEL Unservicable Kabete 14 Lot2017CABT/KBT/2SC STEEL Unservicable Kabete 15 Lot2017CABT/KBT/3SC STEEL Unservicable Kabete 16 Lot2017CABT/KBT/4SC STEEL Unservicable Kabete 17 Lot2017CABT/KBT/5SC STEEL Unservicable Kabete 18 Lot2017CABT/KBT/6SC Wooden Unservicable HQS 19 Lot2017CABT/KBT/7SC STEEL Unservicable Kabete 20 Lot2017CARPET/KBT/01 FABRIC Worn Out Kabete 21 Lot2017CHR/071/1 Unservicable Narok 22 Lot2017CHR/KBT/1 FABRIC Unservicable Kabete 23 Lot2017CHR/KBT/2 FABRIC Unservicable Kabete 24 Lot2017CHR/KBT/3 Wooden Unservicable Kabete 25 Lot2017CHR/05/1 ARM CHAIR Worn Out NYERI 26 Lot2017CHR/05/2 ARM CHAIR Worn Out NYERI 27 Lot2017CHR/09/5 Unservicable Kakamega 28 Lot2017CHR/09/6 Unservicable Kakamega 29 Lot2017CHR/09/7 Unservicable Kakamega 30 Lot2017CHR/041/1 Unservicable KITALE 31 Lot2017CHR/041/5 Unservicable KITALE 32 Lot2017CHR/041/6 Unservicable KITALE 33 Lot2017CHR/03/1 Unservicable Nakuru 34 Lot2017CHR/061/3 Unservicable Tharaka 35 Lot2017CHR/071/2 Unservicable Narok 36 Lot2017CHR/071/3 Unservicable Narok 37 Lot2017CHR/071/4 Unservicable Narok 38 Lot2017CHIPBOARD/KBT/2 TIMBER Unservicable Kabete 11

12 39 Lot2017CHIPBOARD/KBT/3 TIMBER Unservicable Kabete 40 Lot2017CHIPBOARD/KBT/3 TIMBER Unservicable Kabete 41 Lot2017CHIPBOARD/KBT/4 TIMBER Unservicable Kabete 42 Lot2017COMPTBL/03/3 Unservicable Nakuru 43 Lot2017COMPTBL/KBT/1 Wooden Unservicable Kabete 44 Lot2017COMPTBL/KBT/2 Wooden Unservicable Kabete 45 Lot2017TBL/KBT/02 Wooden Unservicable Kabete 46 Lot2017DSKTOP/09/1 Sn.KBBDY31 Not Working Kakamega 47 Lot2017DSKTOP/KBT/01 Computer Not Working Kabete 48 Lot2017DSKTOP/KBT/02 Sn Unservicable Kabete 49 Lot2017DSKTOP/KBT/7 Sn.ZAB82000TR Not Working Kabete 50 Lot2017DSKTOP/KBT/3 Sn. Not Working Kabete 51 Lot2017DSKTOP/KBT/4 Sn.ZAB820400K Not Working Nbi 52 Lot2017CPBRD/041/7 Unservicable KITALE 53 Lot2017CPBRD/KBT/1 Wooden Unservicable Kabete 54 Lot2017CPBRD/KBT/2 Wooden Unservicable Kabete 55 Lot2017DSK/041/3 Unservicable KITALE 56 Lot2017DSK/041/8 Unservicable KITALE 57 Lot2017DSK/061/2 Unservicable Tharaka 58 Lot2017DISP/KBT/1 Sn.SA Not Working HQS 59 Lot2017DOOR/KBT/2 Wooden Unservicable Kabete 60 Lot2017FAN/KBT/1 Electrical Not Working Kabete 61 Lot2017WBCH/KBT/1 Wooden Unservicable Kabete 62 Lot2017WBCH/KBT/2 Wooden Unservicable Kabete 63 Lot2017WBCH/KBT/3 Wooden Unservicable Kabete 64 Lot2017SHLV/02/2 Unservicable Mombasa 65 Lot2017DOOR/KBT/1 Wooden Surplus Kabete 66 Lot2017FRAME/KBT/01 Wooden Unservicable Kabete 67 Lot2017FRAME/KBT/02 Wooden Unservicable Kabete 68 Lot2017FRAME/KBT/03 Wooden Unservicable Kabete 69 Lot2017FRDG/KBT/1 STEEL Unservicable Kabete 70 Lot2017HOOVER/KBT/1 Sn.3027CDG11442 Unservicable Kabete 71 Sn.B94690KVBTK5 9V Not Working Kabete Lot2017DSKTOP/KBT/2 72 Lot2017KEYBOARDS/KBT/1 Not Working Kabete 73 Lot2017MPHONE/07/8 NOKIA 135 Not Working Kericho 74 Lot2017DSKTOP/09/2 Sn.66-DBPX6 Not Working Kakamega 75 Lot2017DSKTOP/09/4 Sn.CNC949QG5G Not Working Kakamega 76 Lot2017DSKTOP/KBT/17 Sn.CN40301RH Not Working Kabete 77 Lot2017DSK/071/5 Unservicable Narok 78 Lot2017DSK/07/1 Unservicable Kericho 79 Lot2017DSK/07/2 Unservicable Kericho 80 Lot2017DSK/07/3 Unservicable Kericho 81 Lot2017DSK/07/4 Unservicable Kericho 12

13 82 Lot2017DSK/07/5 Unservicable Kericho 83 Lot2017DSK/KBT/07 Wooden Unservicable Kabete 84 Lot2017DSK/KBT/08 Wooden Unservicable Kabete 85 Lot2017DSK/KBT/09 Wooden Unservicable Kabete 86 Lot2017DSK/KBT/10 Wooden Unservicable Kabete 87 Lot2017DSK/KBT/11 Wooden Unservicable Kabete 88 Lot2017DSK/KBT/12 Wooden Unservicable Kabete 89 Lot2017DSK/KBT/13 Wooden Unservicable Kabete 90 Lot2017REARDOOR/KBT/1 STEEL Surplus Kabete 91 Lot2017REARDOOR/KBT/2 STEEL Surplus Kabete 92 Lot2017REARDOOR/KBT/3 STEEL Surplus Kabete 93 Lot2017PRINTER/KBT/3 Sn.VNFC39000 Not Working Kabete 94 Lot2017PRINTER/KBT/4 Not Working Kabete 95 Lot2017PRINTER/09/3 Sn.TH36T11603N Not Working Kakamega 96 Lot2017PRINTER/02/1 Not Working Mombasa 97 Lot2017PRINT/KBT/03 Not Working Kabete 98 Lot2017PRINT/KBT/2 Sn.VNF Not Working THIKA 99 Lot2017DSK/KBT/1R Wooden Unservicable Kabete 100 Lot2017UPS/KBT/1 HP Not Working Kabete 101 Lot2017TBL/041/2 Unservicable KITALE 102 Lot2017TBL/KBT/1 Wooden Unservicable Kabete 103 Lot2017HDST/KBT/1 PANASONIC Not Working Kabete 104 Sn.1BAKB Lot2017HDST/KBT/3 PANASONIC Not Working Kabete Sn ZTEW836 Not Working Kabete Lot2017HDST/KBT/4 106 Lot2017HDST/KBT/5 Sn.8KBE Not Working Kabete 107 Lot2017TYRE/041/4 Worn Out KITALE 108 Lot2017TYRE/03/2 Worn Out Nakuru 109 Lot2017TYRE/061/1 Worn Out Tharaka 110 Lot2017TYRE/KBT/01 PRADO Worn Out Kabete 111 Lot2017DSKTOP/05/3 Sn.4B Not Working NYERI 112 Lot2017DSKTOP/05/4 Sn.4B Not Working NYERI 113 Lot2017DSKTOP/091/1 Not Working BUNGOMA 114 Lot2017DSKTOP/091/2 Not Working BUNGOMA 115 Lot2017UPS/051/1 Not Working Embu 116 Lot2017UPS/07/7 US Not Working Kericho 117 Lot2017UPS/KBT/01 Sn. Not Working Kabete 118 Lot2017UPS/KBT/02 Sn. Not Working Kabete 119 Lot2017UPS/KBT/03 Sn.4B Not Working Kabete 120 Lot2017UPS/KBT/04 Sn.4B Not Working Kabete 121 Lot2017UPS/KBT/05 Sn.QS Not Working Kabete 122 Lot2017UPS/KBT/06 Sn.QS Not Working Kabete 123 Lot2017UPS/KBT/07 Sn.4B Not Working Kabete 124 Lot2017UPS/KBT/08 Sn. Not Working Kabete 13

14 125 Lot2017UPS/KBT/09 Sn. Not Working Kabete 126 Lot2017UPS/KBT/10 Sn.3B1429X07564 Not Working Kabete 127 Lot2017UPS/KBT/11 Sn. Not Working Kabete 128 Lot2017UPS/KBT/12 Sn.4B Not Working Kabete 129 Lot2017UPS/KBT/13 Sn.4B Not Working Kabete 130 Lot2017UPS/KBT/14 Sn.4B Not Working Kabete 131 Lot2017UPS/KBT/15 Sn.QB Not Working Kabete SECTION IV - CONDITIONS OF TENDER 4.1 A tenderer may tender for each item or each lot and may tender for as many items or lots as he/she wishes. 4.2 Tenderers who will be awarded contracts will be required to pay for the items after 14 days and not later than 21 days failure to which the contract award will be cancelled and the deposit forfeited. If there is an administrative review, the review procedures shall be followed. 4.3 Tenderers will be required to collect the items they have paid for within fourteen (14) days after making the payment failure to which storage charges will be charged. 4.4 The Board will retain confidential reserve prices for all the items. Items tendered for below the reserve price will be retained by the Board. SECTION V - STANDARD FORMS 5.1 Standard Forms a. The form of tender b. Schedule of items and prices form. c. The confidential business questionnaire form These forms must be completed by the tenderers and returned with the tender failure to complete any of these forms will lead to the disqualification of the tenderer. 14

15 5.1 Form of Tender Date: To. [Name and address of Kenya Dairy Board] Gentlemen and/or Ladies: 1. Having examined the tender documents including Addenda. Nos.. [Insert numbers]. The receipt of which is hereby duly acknowledged, we the undersigned, offer to purchase and collect all the items offered to us in conformity with the said tender documents for the sum of. [total tender amount in words and figures] or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this Tender. 2. We undertake, if our Tender is accepted, to pay for and collect the items in accordance with the requirements of the tender. 3. We agree to abide by the tender for a period of.[number] days from the date fixed for tender opening of the Instructions to tenderers, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. 4. We understand that you are not bound to accept the highest or any tender that you may receive. Dated this day of 20 [Signature] [In the capacity of] Duly authorized to sign tender for and on behalf of Authorized official Name Signature Date 15

16 5.2 SCHEDULE OF ITEMS AND PRICES LOT No. Item Description Bid Price 16

17 5.3 Confidential Business Questionnaire Form You are requested to give the particulars indicated below. You are advised that it is a serious offence to give false information on this form Tenderer Name Business Name Nature of business Premises Plot No. Street/Road address Fax No Telephone No Postal Address. Current Trade License No Expiry Date Name of your Bank. Branch 17

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