REPUBLIC OF KENYA GOVERNMENT OF MAKUENI COUNTY THE COUNTY TREASURY P.O. BOX 78-90300 MAKUENI TENDER NO. GMC/T/24/2017/2018 & 2018/2019 PROVISION OF FOR THE FINANCIAL YEAR 2017/2018 & 2018/2019 TENDER DOCUMENT FOR PROVISION OF QUANTITY SURVEYOR SERVICES
INTRODUCTION 1. Government of Makueni County invites eligible contractors for provision of quantity surveyor services 2. Bidders are invited to submit bidding documents for provision of quantity surveyor services 3. Contractors must familiarize themselves with the requirements of the bidding documents including all attachments. 4. Government of Makueni County will not be responsible for any costs or expenses incurred by contractors in connection with preparation or delivery of bidding documents including costs associated with preparation of the documents and attachments. Public Procurement and Asset Disposal Act, 2015 requires contractors to observe the highest standards of ethics during the bidding process. Pursuant to this provision, relevant words are defined as follows: i. Corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of an officer in the bidding process. 2 ii. Fraudulent practice means a misrepresentation of facts in order to influence the bidding process to the detriment of the public procurement entity. Government of Makueni County will reject an application if it determines that a supplier has engaged in corrupt or fraudulent activities in the bidding process. Government of Makueni County will declare a supplier ineligible for bidding if, at any time, it determines that the supplier has engaged in corrupt or fraudulent practices in competing for or in executing a similar contract. Government of Makueni County will have the right to inspect the business premises of the supplier as part of the evaluation. 5. Contractors shall furnish information as described in the bidding document. 6. This is an bi-annual tender of contractors for the provision of quantity surveyor services 7. Successful and unsuccessful bidders will be notified in writing. 2 TENDER DOCUMENT FOR PROVISION OF
Table of Contents 3 SECTION I - Invitation for bidding SECTION II - Instructions to Candidates Appendix to Instructions to Candidates. SECTION III - SECTION IV - Letter of application Standard Forms General information - (Form1) General experience Record - - (Form 2) Particular experience Record - (Form 3) Details of Contract of similar nature and complexity - (Form 3A Personnel capabilities - (Form 5) Candidate Summary - (Form 5A) Equipment capabilities - (Form 6) Financial Capability - (Form 7) Litigation History - (Form 8) 3 TENDER DOCUMENT FOR PROVISION OF
SECTION I - INVITATION FOR BIDDING (IFR) Section A: Invitation for Bidding of Contractors 4 Government of Makueni County is in the process of inviting contractors for provision of quantity surveyor services for the financial year 2017/2018 & 2018/2019. Bidding documents shall be downloaded from the county website www.makueni.go.ke All submissions in original and a copy properly filled are to be enclosed in plain sealed envelopes, marked with the tender number and be deposited in any of the tender Boxes placed at the Makueni Agricultural Project (MAP) County Treasury Headquarters, Wote so as to be received not later than TUESDAY 28 TH NOVEMBER, 2017 at 10:00 AM and addressed as follows: THE COUNTY SECRETARY P.O. BOX 78-90300 MAKUENI. TENDER NO. GMC/T/24/2017/2018 & 2018/2019 - PROVISION OF FOR THE FINANCIAL YEAR 2017/2018 & 2018/2019. With the words DO NOT OPEN BEFORE 10AM ON TUESDAY 28 TH NOVEMBER, 2017 Bulky tenders shall be submitted at the office of Head of Procurement & Supplies management located at Makueni County Treasury Headquarters, Tenders will be opened promptly thereafter in the presence of Tenderers representatives who choose to attend the opening at the county hall. Late or incomplete Tenders shall not be accepted. Canvassing or lobbying for the tender shall lead to automatic disqualifications. 4 TENDER DOCUMENT FOR PROVISION OF
SECTION II - Table of Contents INSTRUCTIONS TO CANDIDATES 5 Page 2.1 Scope of tender.. 7 2.2 Submission of Applications. 7 2.3 Eligible candidates. 7 2.4 Qualification criteria.. 7 2.5 Joint venture.. 9 2.6 Public sector companies. 9 2.7 Conflict of interest 9 2.8 Updating bidding information.9 2.9 Preferences..9 2.10 General.9 5 TENDER DOCUMENT FOR PROVISION OF
HEALTH, SAFETY AND ENVIRONMENT POLICY STATEMENT 6 The Government of Makueni County recognizes and appreciates the importance of Health, Safety and Environment in the organization. The Authority prominently places Health, Safety and Environment matters as important Boardroom Agenda. To translate this commitment into actions, the county shall adopt a health, safety and environment policy that shall ensure: - 1. Compliance with all relevant statutory instruments in all matters of Health, Safety and Environment. 2. Appropriate consideration of relevant international conventions and recommendations. 3. Formulation and compliance with rules, regulations and guidelines on matters of Health, Safety and Environment. 4. All reasonably practicable precautions are taken to safeguard the safety and health of all employees and Port users. 5. Appropriate systems for providing adequate information and instructions to all cadres of employees on risks to their health and safety are in place. 6. That all work places and equipment/plant are safe and regularly inspected. 7. All employees and Port Users assume defined responsibilities in matters of health, safety and environment in conformity with this policy. 8. Appropriate training for all employees to enhance their performance is provided. 9. That all Contractors comply with Health, Safety and Environment rules, regulations and guidelines. 10. Adequate provision for prevention and control of fires and proper use of firefighting appliances. 11. Adequate provision for prevention and control of environmental pollution. 12. That Environmental Impact Assessment is carried out for all projects likely to have an impact on the environment. 13. Provision and promotion of First Aid services and activities. 14. Contravention of the Health, Safety and Environment Management System attracts severe disciplinary action including dismissal and/or prosecution. 15. Review of the Health, Safety and Environment Management System to conform to changing trends. 6 TENDER DOCUMENT FOR PROVISION OF
SECTION II - INSTRUCTIONS TO CANDIDATES 7 2.1 Scope of Tender 2.1.1 The Government of Makueni County hereinafter referred to as the procuring entity intends to invite bidders for the supply of goods in the provided category. It is expected that bidding applications shall be submitted so as to be received by the procuring entity as per the invitation. 2.1.2 Bidding is open to eligible firms as indicated in the Instructions to Candidates. 2.2 Submission of Applications Completed bidding documents must be received by the Authority as per the invitation. 2.2.1 The name and mailing address of the bidder may be marked on the envelope. 2.2.2 All the information requested for bidding 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. 2.2.3 Failure to provide information that is essential for effective evaluation of the bidder s qualifications or to provide timely clarification or sub substantiation of the information supplied may result in the bidder s disqualification. 2.2.4 It is a serious offence to provide false information and the procuring entity reserves the right to carry out site visits to verify the information submitted by Bidders. 2.3 Eligible Candidates 2.3.1 This invitation for bidding is open to all candidates who are eligible as defined in Kenya s Public Procurement Law and Regulations and as indicated in the Invitation for Bidding to candidates. 2.4 Qualification Criteria 2.4.1 Bidding will be based on meeting the minimum requirements to pass in the criteria set as shown below. ITEM UNDER CONSIDERATION YES/NO REMARKS MANDATORY REQUIREMENTS 1 Certificate of incorporation/bidding in Kenya(Attach Copy) 7 TENDER DOCUMENT FOR PROVISION OF
2 KRA Current Valid Tax compliance certificate attach copy 3 VAT/PIN Certificate attach copy 8 4 Current trade license (attach Copy) 5 Confidential business questionnaire filled accurately signed and stamped 6 Filled Price Schedule ( Signed & Stamped) 7 Attach Valid Professional Registration Certificate 2.4.2 Clause Deleted. 2.4.3 Clause Deleted. 2.4.4 Clause Deleted 2.4.5 Equipment capabilities. The bidder should own, or have assured access (through hire, lease, purchase agreement, availability of manufacturing equipment, or other means) the following key items of equipment in full good working order, and must demonstrate that, based on known commitments they will be available for use in the proposed contract. The bidder may also list alternative equipment that it would propose for the contract together with an explanation of the proposal (Bidding candidates to list their equipment and attach evidence of ownership or assured access where necessary) Equipment type and characteristics 1) 2) 2.4.6 Clause Deleted. 2.4.7 The Audited Accounts for the last TWO (2) years 2015 and 2016 shall be submitted and must demonstrate the soundness of the bidder s financial position, showing long-term profitability. Where necessary the procuring entity will make inquiries with the bidder s bankers. 2.4.8 Litigation history the bidder should provide accurate information on any litigation or arbitration resulting from contracts completed or under its execution over the last five years. A consistent history of awards against the bidder may result in failure of the application. 2.4.9 Bidders must provide details of Facilities, Business Premises and Workshops 2.4.10 Any other information that would support your application for bidding 8 TENDER DOCUMENT FOR PROVISION OF
2.5 Clause Deleted 2.6 Public Sector Companies 9 2.6.1 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. 2.7 Conflict of Interest 2.7.1 The bidder shall not be associated, nor have been associated in the past, with the employees, management and directors of Government of Makueni County. 2.8. Updating Bidding Information 2.8.1 Invited candidates shall be required to update the financial information used for bidding at the time of submitting their bids and to confirm their continued compliance with the qualification criteria. A bid shall be rejected if the bidder s qualification thresholds are no longer met at the time of bidding. 2.9. Categories for Bidding 2.9.1 Bidders are required to submit a form for Category Application in the format contained herein alongside their bids clearly indicating the category that they are applying for. Bidders are advised to apply for only those categories they conduct their business. 2.9.2 Deleted 2.10. Format and Signing of Applications 2.10.1 Deleted 2.10.2 Deleted. 2.10.3 Deleted 2.10.4 Deleted 4. Your organization and its authorized representatives may contact the following persons for further information. General and managerial inquiries Contract 1 Telephone 1 Contract 2 Telephone 2 9 TENDER DOCUMENT FOR PROVISION OF
10 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 5. This application is made with the full understanding that: (a) (b) (c) Bids by invited Bidders will be subject to verification of all information submitted for bidding. Your Agency reserves the right to: amend the scope and value of any contracts bid under this project; in such event, bids will only be called from invited bidders who meet the revised requirements; and reject or accept any application, cancel the bidding process, and reject all applications Deleted 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 Bidder) Signed Name For and on behalf of (name of Bidder) 10 TENDER DOCUMENT FOR PROVISION OF
SECTION IV - Table of Contents STANDARD FORMS 11 Form No. Name Page 1. General information 2. General experience record 3. Particular experience record 3A Details of contracts of similar nature and complexity 4. Form Deleted 5. Personnel capabilities 5A Candidate summary 6. Equipment capability 7. Bank Details 8. Litigation History 9. Facilities, Business Premises and Workshops 10. Declaration Form 11 TENDER DOCUMENT FOR PROVISION OF
SECTION IV - STANDARD FORMS Notes on completion of Standard Forms 12 Application Form 1 - Confidential Business Questionnaire This form is to be completed by all Bidders. Where the bidder proposes to use sub-contractors the information should be supplied in this format. Application Form 2 - General Experience Record This form is to be completed by all Bidders. Bidders are not required to enclose testimonials, certificates or publicity materials with their applications. Application Form 3 - Particular Experience Record This form is to be completed by all Bidders meeting the requirement set out in the instructions to candidates. Complimentary information will be given on application Form 3A. Application Form 3A- Details of Contracts of similar nature and complexity This form shall be completed by all Bidders and will contain contracts of similar nature completed by the bidder Application Form 5 - Personnel Capabilities This form is to be completed by all Bidders. It shall include specific positions essential to the category for bidding applied for. The Bidders shall provide the names of at least two candidates qualified to meet the specified requirements stated for each position. This should be accompanied CV detailing relevant experience. Application Form 6 - Equipment Capability (Where Applicable) This form is to be completed by all Bidders. It should provide adequate information to demonstrate clearly that the bidder has the capability to meet the requirements for each and all items of equipment listed in the instructions to candidates. A separate form shall be prepared for each item of equipment or for alternative equipment proposed by the bidder. Application Form 7 - Financial Capability including Bank Details and reference 12 TENDER DOCUMENT FOR PROVISION OF
Application Form 8 - Litigation History 13 This is additional information to be submitted with the Audited Accounts for the last two (2) years 2015 and 2016.This form shall be completed by every bidder. If necessary, separate sheets should be used to provide complete banker information. This form is to be completed by all Bidders. It should provide information on any history of litigation or arbitration resulting from contracts executed in the last five years or currently under execution. Application Form 9 - Facilities, Business Premises and Workshops This form is to be completed by all Bidders. It should provide information on the nature of facilities, business premises and workshops (as appropriate). Bidders should attach evidence of whether the facilities are owned, leased or rented. Information provided should contain full physical address and contact details. 13 TENDER DOCUMENT FOR PROVISION OF
APPLICATION FORM (1) (MANDATORY REQUIREMENT) CONFIDENTIAL BUSINESS QUESTIONNAIRE You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2(c) whichever applies in your type of business. You are advised that it is a serious offence to give false information on this form Part 1 General: Business Name... Contact Person Cell Phone No... Location of business premises Street/Road... Plot No. Postal Address..Tel No Fax No... Email address.. (Domain invited address MANDATORY) VAT Certificate No. (Attach copy).. Nature of Business.. Current Trade Licence No.Expiring date... Electronic Tax Register (ETR) Compliance (attach evidence) Maximum value of business which you can handle at any one time: Kshs... Bank Name... Branch... Account No...Swift Code... Part 2(a) Sole Proprietor Your name in full... Nationality. County of Origin.. *Citizenship details.. Part 2(b) Partnership 14 14 TENDER DOCUMENT FOR PROVISION OF
Given details of partners as follows: Name Nationality Citizenship Shares 15 1........... 2.......... 3.......... 4.......... Part 2(c ) - Invited Company Private or public.. State the nominal and issued capital of the company: Nominal KSHs Issued Kshs.... Give details of all directors as follows: Name Nationality Citizenship Shares 1...... 2...... 3...... 4...... Date. Signature... NB: Attach a copy of Articles of Association and Memorandum of Association. You can attach a separate sheet where the space provided is not enough and this should be on the company s letterhead. If the citizen, indicate under Citizenship Details whether by Birth, Naturalization or Bidding. Personnel 1. Number of staff employed 2. Qualifications (CEO) 3. Level of experience (CEO) 4. Organization Structure NB: Attach details for numbers 1 to 3 15 TENDER DOCUMENT FOR PROVISION OF
Experience 1. No. of years the company has been in operation. 2. Volume of business transacted in the last 3 years Referees: i.. ii. iii. Scope of clientele - (attach evidence of the key corporate clients you are currently serving) 16 Customer Service i. Do you have a dedicated customer help desk? Yes.. No.. ii. Do you carry out customer satisfaction surveys? Yes.. No.. iii. Do you have a customer technical back up team? Yes..No... FINANCIAL (MANDATORY REQUIREMENT) A. Financial position You will be required to demonstrate that the company s financial position is healthy enough to enable you transact business with Government of Makueni County. B. Magnitude of business Please indicate the maximum amount of business (in financial terms) your company can handle at any given time in Kshs.. C. Credit period Please indicate the credit period you are willing to offer GOVERNMENT OF MAKUENI COUNTY. (GOVERNMENT OF MAKUENI COUNTY Minimum payment period is 30 days after invoice certification). D. Annual turnover What is your annual turnover in Kshs? STATUS OF COMPLIANCE WITH STATUTORY REQUIREMENTS 16 TENDER DOCUMENT FOR PROVISION OF
17 1. Certificate of registration/ Incorporation (Attach copy) 2. Current Trade License (Attach copy) 3. Tax Payer PIN/VAT Certificate (Attach copy) 4. Current Tax Compliance Certificate (Attach copy) 5. Deleted 6. State whether you are a manufacturer, Dealer or Appointed Distributor (Agent),wholesaler,Retailer etc- 7. Attach copies of Audited accounts for the last 2 years(2015&2016) 8. State any technology innovations or specific attributes which distinguishes you from your competitors. FINANCIAL POSITION AND TERMS OF TRADE Part I Assets and Liabilities I. Total Assets in Kshs---------------------------------------------------- II. Current Assets in Kshs----------------------------------------------- III. Total Liabilities in Kshs----------------------------------------------- IV. Net worth (Total Assets- Total liabilities) in Kshs--------------- V. Working Capital (Total assets-net worth) in Kshs--------------- Part II TERMS OF TRADE (PAYMENT TERMS) Government of Makueni County will make payment after delivery of goods and services upon issuance of a local purchase /service order. Payment will be made within 30 days upon receipt of Invoice and Delivery Note duly signed and stamped by the User and Inspection & Acceptance Committee. N/B Please indicate your payment terms and credit period allowed. Please comment on the client s terms if not favorable to your organization 17 TENDER DOCUMENT FOR PROVISION OF
CLIENT DETAILS 18 Give details of at least 3 reputable organizations preferably where you are supplying/ offering these goods/services you applied for. 1. Client Name--------------------------------------------------------------- Address-------------------------------------------------------------------- Tel No---------------------------------------------------------------------- Contact person----------------------------------------------------------- client. Signature and stamp of Position in the organization------------------------------------------- 2. Client Name--------------------------------------------------------------- Address-------------------------------------------------------------------- Tel No---------------------------------------------------------------------- Contact person----------------------------------------------------------- client. Signature and stamp of Position in the organization------------------------------------------- 3. Client Name--------------------------------------------------------------- Address-------------------------------------------------------------------- Tel No.... Contact person----------------------------------------------------------- client. Signature and stamp of Position in the organization------------------------------------------- 4. Client Name--------------------------------------------------------------- Address-------------------------------------------------------------------- Tel No---------------------------------------------------------------------- Contact person----------------------------------------------------------- client. Signature and stamp of 18 TENDER DOCUMENT FOR PROVISION OF
Position in the organization------------------------------------------- 19 5. Client Name--------------------------------------------------------------- Address-------------------------------------------------------------------- Tel No. ---------------------------------------------------------------------- Contact person----------------------------------------------------------- client. Signature and stamp of Position in the organization------------------------------------------- APPLICATION FORM (2) (MANDATORY REQUIREMENT) GENERAL EXPERIENCE RECORD Name of Bidder Annual Turnover Data Year Turnover KShs. 2014 2015 2016 APPLICATION FORM (3) 19 TENDER DOCUMENT FOR PROVISION OF
PARTICULAR EXPERIENCE RECORD 20 Name of Bidder APPLICATION FORM (3A) (MANDATORY REQUIREMENT) DETAILS OF CONTRACTS OF SIMILAR NATURE AND COMPLEXITY Name of Bidder Use a separate sheet for each contract. You may attach copies of purchase orders 1. Number of Contract Name of Contract Country 2. Name of Employer 3. Employer Address 4. Nature of works and special features relevant to the contract for which the Bidder wishes to register 5. Contract role (check one) * Sole contract * Management contract * Subcontract * Partner in a joint venture 6. Value of the total contract/subcontract/partner share (in specified currencies at completion, or at date of award for current contract) 7. Date of award 8. Date of completion 9. Contract/subcontract duration (years and months) - years - months 10 Specified requirements APPLICATION FORM (5) 20 TENDER DOCUMENT FOR PROVISION OF
PERSONNEL CAPABILITIES 21 Name of Bidder 1. Title of position Name of prime candidate Name of alternate candidate 2. Title of position Name of prime candidate Name of alternate candidate 3. Title of position Name of prime candidate Name of alternate candidate 4. Title of position Name of prime candidate Name of alternate candidate 21 TENDER DOCUMENT FOR PROVISION OF
APPLICATION FORM (6) (WHERE APPLICABLE) EQUIPMENT CAPABILITIES 22 Name of Bidder Item of Equipment Equipment information Current status 1. Name of manufacturer 3. Capacity 5. Current location 2. Model and power rating 4. Year of manufacturer 6. Details of current commitments.. Source 7. Indicate source of the equipment * Owned * Rented * Leased * Specially manufactured Omit the following information for equipment owned by the Bidder Owner 8. Name 9. Address of owner.. Telephone Contact name and title Fax Email Agreements Details or rental/lease/manufacture agreements specific to the project. 22 TENDER DOCUMENT FOR PROVISION OF
APPLICATION FORM (7) BANK DETAILS (MANDATORY REQUIREMENT) 23 Account Name Account Number SWIFT Code Bank Branch Address of banker Telephone Contact name and title APPLICATION FORM (8) (MANDATORY REQUIREMENT) LITIGATION HISTORY Name of Bidder Bidders should provide information of any history of litigation or arbitration resulting from contracts executed in the last five years or currently under execution (Instructions to Bidders, para. 4.8) Year Award FOR or AGAINST Bidder Name of client, cause of litigation, and matter in dispute Disputed amount (current value KShs.) 23 TENDER DOCUMENT FOR PROVISION OF
24 APPLICATION FORM (9) (MANDATORY REQUIREMENT) FACILITIES, BUSINESS PREMISES AND WORKSHOPS Name of Bidder DECLARATION FORM (MANDATORY REQUIREMENT) We hereby confirm that the above information is correct and true to the best of our knowledge. We further declare that should we be invited as a Supplier and later the above information turns out to be untrue, we shall indemnify Government of Makueni County the full cost of the Contract, the advertisement charges of this tender plus all other damages that may accrue due to our false declaration. Name and Address of Company: M/s... P. O. Box... Town... Telephone No... Fax No... Domain E-Mail Address... Signature... 24 TENDER DOCUMENT FOR PROVISION OF
Name in full... 25 Position... Official Rubber Stamp... Date... GMC/T/24/2017/2018 & 2018/2019 PROVISION OF According to government guidelines (Attach schedule for all above, giving specific descriptions where applicable.) Stamp: Signature of tenderer: Dated: 25 TENDER DOCUMENT FOR PROVISION OF