Kenya Commercial Bank SUPPLIER PRE-QUALIFICATION DOCUMENT PREQUALIFICATION OF FIRMS FOR SUPPLY OF KCB BRANDED MERCHANDISE PRE-QUALIFICATION RELEASE DATE: Wednesday, 18 th December 2013 PRE-QUALIFICATION SUBMISSION DATE: Friday, 10 th January 2014 at 3.00 pm Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 1 of 17
ISSUE OF RFP DOCUMENT TO PROSPECTIVE BIDDERS PRE-QUALIFICATION OF FIRM FOR SUPPLY OF KCB BRANDED MERCHANDISE This form is to be completed on receiving the document by downloading on the KCB Website www.kcbbankgroup.com/kenya/tenders. This page is to be completed and a scanned copy e-mailed IMMEDIATELY to procurement@kcb.co.ke. Firms that do not register their interest in this manner may not be sent the RFP addenda should any arise. Item Supplier Details Name of Person Organization Name Postal Address Tel No Fax No Email Address (this e-mail address should be clearly written as communication with bidders shall be through e-mail) Signature: Date Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 2 of 17
TABLE OF CONTENTS 1. INTRODUCTION TO KCB GROUP... 4 2. IMPORTANT NOTES TO SUPPLIERS... 4 3. COMPANY INFORMATION... 6 4. FINANCIAL INFORMATION... 8 5. BUSINESS ACTIVITIES... 9 6. TRADE REFERENCES... 10 7. CERTIFICATIONS, ACCREDITATIONS AND APPROVALS... 11 8. AGENCIES AND PARTNERSHIPS... 12 9. MANAGEMENT POLICIES... 12 10. BUSINESS PROBITY AND LITIGATION MANAGEMENT... 13 11. INSURANCE... 15 12. EVALUATION... 15 13. PURCHASING POLICY... 16 14. DECLARATION... 17 Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 3 of 17
1. INTRODUCTION TO KCB GROUP Kenya Commercial Bank Limited (hereinafter referred to as the Bank ) is a leading Commercial Banking Group in the East African region renowned for its diversity and growth. The Bank s vision is to be the preferred Financial Solutions Provider in Africa with Global Reach. The mission for 2011 is to drive efficiency whilst growing market share in order to be The Preferred Financial Solutions Provider in Africa with a Global Reach. The Bank has four subsidiary companies KCB Tanzania, KCB Sudan, KCB Bank Uganda and KCB Rwanda. The platform is anchored on consolidation across our existing business, expanding and modernizing delivery channels, improving operational efficiencies, turning in returns commensurate with level of investment and compliance with all regulatory and internal policy guidelines. This document constitutes the formal Prequalification of firms for Supply of KCB Branded Merchandise (Polo Shirts; Hats; Umbrellas; Bags; clocks; T-shirts; Shirts; Fleece Jackets; Caps; Gifts; Water Bottles etc). The prequalification document is being sent out on Open tender basis to all interested vendors. Please read through this document carefully and provide requested information together with all supporting documents. 2. IMPORTANT NOTES TO SUPPLIERS a) The purpose of this document is to assist Kenya Commercial Bank in the identification and evaluation of potential suppliers who may subsequently be invited to tender for the equipment in the most cost effective and fast way. b) Prospective vendors must have carried out successful delivery of equipment/projects to Government/Corporations/Institutions of similar size and complexity and must demonstrate the willingness and commitment to meet prequalification criteria as per the questionnaire below. c) In order to simplify this process, you need to provide certified copies of all supporting documents requested under the questionnaire, for example, audited accounts, registration and compliance certificates, statements and policies among others listed. d) You may also be asked to clarify your answers or provide more details. Please answer every question. If the question does not apply to you please write N/A; if you don t know the answer please write N/K. Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 4 of 17
e) Failure to complete this questionnaire and/or to provide written answers to any further questions or requests for additional information or requests for clarification will result in the supplier's elimination from further consideration. f) Please note that by responding to this questionnaire you accept that all answers provided in this questionnaire are legally binding on the supplier and should the need arise, may be used as evidence in any court of law, which has jurisdiction. Further, Kenya Commercial Bank reserves the right without further recourse to verify at its own cost the accuracy of any answers provided herein. g) All expenses and costs incurred by a respondent in connection with this prequalification, for preparation and lodging for submission (without limitation) shall be the sole responsibility of the respondent. h) Nothing in the pre-qualification shall be construed to give rise to contractual obligations with the Bank. i) Without limiting its right at law or otherwise Kenya Commercial Bank, may at its absolute discretion, suspend or defer this prequalification process. j) Where necessary and if insufficient space has been provided on the questionnaire for the answers, please provide the answers as supplements on separate sheets. k) Please initial/ rubber stamp each page, and sign the last page in the space provided. l) Please return the completed questionnaire bound (Hard copy and Soft copy CD) in a sealed envelope marked PREQUALIFICATION KCB BRANDED MERCHANDISE addressed to the following address and dropped at the tender box on 5 th Floor, Kencom House, Wing B on or before Friday, 10 th January 2014 at 3.00 pm. Those submitting their prequalification document or their representatives may attend the opening on the date and time of submission. m) The document shall be addressed to: Head of Procurement Kenya Commercial Bank 5 th Floor Kencom House P.O. Box 48400, 00100 Nairobi Please note that documents received by facsimile or electronic mail will be rejected. If you have any queries about this form please contact: Head of Procurement on the following address: procurement@kcb.co.ke. Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 5 of 17
All queries and questions must be received by Friday, 3rd January 2014. PREQUALIFICATION QUESTIONNAIRE 3. COMPANY INFORMATION Suppliers willing to be considered for the Prequalification of Firms for Supply of KCB Branded Merchandise are expected to furnish the Bank with among others the following vital information, which will be treated in strict confidence by the Bank. No. PARTICULARS RESPONSE 3.1 Full name of organization: Question Response i) A public limited company? If yes, please attach copies of the company s memorandum of association and articles including any change of name ii) Public listed company? If yes, attach copies as (i) above Is your organisation (Please answer Yes or No) iii) A limited company? If yes, attach copies as (i) above iv) A partnership? If yes attach partnership deed v) a sole trader? If yes attach business certificate vi) other (please specify) 3.2 3.3 Date of Registration of your company (Attach a copy of certificate of incorporation): Full physical address of principal place of business: Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 6 of 17
3.4 Full postal address of the principal place of business(include the postal code): Location of workshop/print press Registered address if different from the above: Map: Provide a description of significant features / roads next to the business premises. 3.5 Office telephone number(s) Landline: Mobile: 3.6 Fax number: 3.7 E-mail address: 3.8 Website address (if any): 3.9 Company Tax PIN: (Kindly Provide a copy of the PIN Certificate) 3.10 VAT Registration number: (Kindly provide a copy of the VAT Certificate) 3.11 Tax Compliance certificate (Kindly provide a current copy of Tax Compliance certificate) 3.12 Compliance with statutory payments i.e. NSSF and NHIF (please attach evidence of payments for the company staff) 3.13 Proof of registration with the relevant government Ministry (Must indicate registration by the relevant statutory body/ministry clearing indicating which category where applicable) Attach copy of current registration certificate. Period in which you have been in the specific 3.14 business for which you wish to be prequalified. 3.15 Names of the Shareholders, All directors and Partners (Please indicate the citizenship of the directors) 3.16 3.17 Kindly provide original copy of an official search report issued by the Registrar of Companies showing the directors and shareholders of the company (Companies For CR 12). The report should not be more than two months old. Associated companies(if any) Appointed dealers (if any) Provide the name of company s certified Secretary/Auditors Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 7 of 17
3.18 Please provide a copy of the most recent annual return together with a filing receipt. 3.19 Name of (ultimate) parent/holding company (if this applies): 3.20 Companies Registry number of parent/holding company (if this applies): 3.21 If a consortium is expressing interest, please give the full name of the other organization(the proposed consortium partners should also complete this questionnaire in its entirety) 3.22 Contact person within the organization to whom enquiries about this prequalification should be directed: NAME: TITLE TELEPHONE Office: Mobile: FAX: EMAIL: 4. FINANCIAL INFORMATION No. PARTICULARS 4.1 What was your turnover in the last two years?.. for year ended --/--/----. for year ended --/--/---- 4.2 Has your organization met all its obligations to pay its creditors and staff during the past year? Yes / No If No, please give details 4.3 What is the name and branch of your bankers (who could provide a reference)? Name of Bank: Branch: Bank Account number(s): Telephone Number: Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 8 of 17
Postal Address: Contact Person Name: Contact Person s Position Contact Person s E- mail: 4.4 Provide a copy of the following A copy of your most recent audited accounts (for the last three years) A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position 5. BUSINESS ACTIVITIES No. PARTICULARS 5.1 What are the main business activities of your organization? (Please specify). 5.2 How many staff does your organization have?...please provide a functional organization chart with number of staff in each function. Indicate the number under each category i. Technical (Permanent, Temporary ) 5.3 ii. Semiskilled (Permanent., Temporary..) Please generally describe the experience and expertise your organization possesses that will enable you to effectively and efficiently undertake the work you wish to be prequalified for as required by Kenya Commercial Bank. Describe experience and expertise of Key staff Attach you company organ gram with emphasis on the category you are being pre-qualified for. Attach CV s of key staff Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 9 of 17
For expatriate, provide copies of valid work permit 5.4 Please list your key resources other than staff relevant for the category under which you wish to be considered. For vehicles, machinery and equipment, show age owned/leased, current status (in working condition or otherwise). 6. TRADE REFERENCES Please provide in the table below details of at least ten (10) top customers who have supplied similar equipment over the last five (5) years, or that are relevant to this prequalification document from the largest. Attach copies of LPO s, Letters of award/signed contracts. Note that the referees may be contacted without further references to you. No Customer Organization (name) Customer contact name and phone number Contract reference and brief description: Date contract awarded Date contract Completed / in progress Value of Contract: (KES/USD) 6.1 6.2 6.3 6.4 6.5 6.6 6.7 Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 10 of 17
6.8 6.9 6.10 6.11 For the largest contract/project did the owner collect liquidated damages? 6.12 Have you had any contracts terminated for poor performance in the last five years, or any contracts where damages have been claimed by the contracting authority/client? Yes / No Yes / No If yes, please give details: 7. CERTIFICATIONS, ACCREDITATIONS AND APPROVALS Detail any relevant certifications and accreditations by principals or accreditation bodies and attach copies of such certification. Such certifications may be for your company and for your individual staff as relevant to the work they do and the key skills for your area of expertise. Other expected certifications may be in the areas of Quality Management Systems such as ISO, Environmental Management Processes, Security certification or GSM Association certifications. Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 11 of 17
8. AGENCIES AND PARTNERSHIPS a) Detail any agencies and partnerships that you have that are relevant to your business category. Attach copies of letter(s) of agency or partnership, manufacturers/principals appointments. 9. MANAGEMENT POLICIES a) Employee Integrity How does the firm ensure the integrity of staff? Detail any related policies b) Code of Conduct/Ethics Does your company have a code of conduct? If so, please attach a copy. Indicate if the company subscribes to a professional body with a code of conduct/ethics. c) Company employment policy Does your organization have a documented employment policy? Please provide a copy. What are key highlights from this policy if in existence? What types of employment contracts do your employees have? d) Customer Service Does your organization have a documented policy on Customer Service? If yes, please provide a copy. Which position in your firm is responsible for customer service and how is this position supported by other functions? Does your firm use any performance management techniques, including customer satisfaction measurement if so, what are the key parameters? Attach sample reports. Note: Kenya Commercial Bank may require that customers for products/services provided by your firm fill out an appraisal form and rate your services for use in subsequent decisions on whether to shortlist your company. Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 12 of 17
e) Health and Safety Does your organization have a written occupational health and safety at work policy? [No/yes] if yes please specify who is responsible for occupational health & safety within the organization and provide details of how safety is administered at the different levels within the organization and how you will ensure that any sub-contractor used will meet your obligations on health & safety issues.(attach your organization s occupation health & safety policy) f) Waste Management Will your activities while performing your contractual obligations generate waste or have potential in the event of an accident to cause damage to the environment? (No/Yes) If yes, please attach a copy of the waste management plan and the accident management plan. g) Corporate Social Responsibility (CSR) Please provide details of your Corporate Social Responsibility (CSR) Programs, if any. Attach excerpts to support your assertions h) Environmental Policy Does your organization have a written environmental policy? [No/yes] if yes please specify who is responsible for environmental issues within the organization and provide details of how environmental issues are administered at the different levels within the organization and how you will ensure that any sub-contractor used will meet your obligations on environmental issues. Attach a copy of your environmental policy. 10. BUSINESS PROBITY AND LITIGATION MANAGEMENT Please confirm whether any of the following questions applies to your organization: Note that failure to disclose information relevant to this section may result in your exclusion as a potential Kenya Commercial Bank supplier. No. PARTICULARS RESPONSE 10.1 Is the organization bankrupt or being wound up, having its affairs administered by the court, or have you entered into an arrangement with creditors, suspended business activities or any analogous situation arising from similar proceedings in Kenya or the country in which it is established? 10.2 Please provide a statement of any material pending or threatened litigation or other legal proceedings where the claim is of a value in excess Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 13 of 17
of KES 500,000/= (equivalent to USD 6,250). 10.3 Has any partner, director, shareholder or employee whom you would propose to use to deliver this service been convicted of an offence concerning his professional conduct? 10.4 10.5 10.6 Please state if your organization or any of its shareholders, directors, or employees has ever been the subject of public allegations, under investigation, charged, prosecuted, or convicted, has had its assets blocked, seized or frozen or has a judgment entered against in respect of national or international law relating to the following; Money laundering, economic crime, corruption, bribery, terrorism & any other economic offence Has the organization been charged for not fulfilling its obligations relating to the payment of any statutory deductions or contributions including income tax as required under Kenyan law or the laws of the country in which it is established? Please state if any Director shareholder/ Partner and / or Company Secretary of the Organization is currently employed or has been employed in the past three years by Kenya Commercial Bank. 10.7 10.8 Please state if any Director / Partner and / or Company Secretary of the Organization has a close relative who is employed by Kenya Commercial Bank and who is in a position to influence the award of any supply. For purpose of pre-qualification process close relative refers to parents, siblings, spouse or children Please state if your organization, any predecessor to your organization or any member of your organization is currently a party to any litigation that Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 14 of 17
10.9 is in progress or has been within the last three years that is directly related to the conduct of your business. Please state if your organization or any of its shareholders, directors or employees has ever offered gifts or bribes to facilitate award of business or to facilitate payments or to obtain business advantage. 11. INSURANCE Please provide details of your current insurance covers as below 11.1 Employer s Liability: Value (Kes) 11.2 Public Liability: 11.3 Professional Indemnity (if applicable) 11.4 W.I.B.A 11.5 Other (specify) 12. EVALUATION (a) Requirements For Evaluation The following documents should be attached. Except where stated, all copies should be certified by your company secretary or an Advocate of the High Court of Kenya with a current practicing certificate. Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 15 of 17
Item Description Reference Section 1. Certificate of Incorporation/Business Name Certificate 3.2 2. TAX PIN Certificate 3.9 3. Tax Compliance certificate 3.11 4. Trading Certificate/Practicing Certificate 3.13 5. Form CR 12 as issued by the Registrar of Companies (certified 3.15 copy of original). 6. List of all Directors with Percentage of shares held, telephone 3.15 and their postal address 7. Latest Annual Returns and filing receipt 3.18 8. Bank Accounts Information 4.3 9. Audited Accounts for the last 3 years 4.4 10. CVs of Key Staff 5.3 11. Organogram 5.3 12. Attach copies of LPO s, Letters of award/signed 6 contracts/reference letters 13. Certifications, Accreditations 7 14. Letter(s) of agency or partnership 8 15. Management Policies 9(a) to 9(h) 16. Insurance Covers 11.1 to 11.5 (b) Additional Requirements Attach any relevant catalogues and brochures. (c) Minimum score to be prequalified Only those vendors whose qualifications are accepted by Kenya Commercial Bank, after the completion of the prequalification process will be prequalified. 13. PURCHASING POLICY It is the policy of the Bank that all purchasing decisions are made in a fair and transparent manner. All situations that may prejudice a purchasing decision must be avoided. All purchasing activities are executed consistent with the highest Professional, ethical, moral and legal standards. Collusion with employees for any form of favors is against Bank policy. Information relating to suppliers is highly guarded and treated in a confidential manner. All correspondence relating to supply of goods and services to Kenya Commercial Bank MUST be channeled through Procurement. Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 16 of 17
14. DECLARATION For any organization listed in section 3.1 (i) (iv), this declaration must be completed and signed by 2 authorised signatories of the organization. For a partnership, the declaration must be completed and signed by at least 2 partners For a sole trader business, the declaration must be completed and signed by the person in whose name the business is run, and witnessed by the business' auditor. For any other organization, the declaration must be completed and signed as per such organization's mandate, a copy of which must be submitted to Kenya Commercial Bank. I/We declare that to the best of my/our knowledge the answers submitted in this prequalification (and any supporting documentation) are correct. I/We understand that any misrepresentation will render my/our organisation ineligible to participate in Kenya Commercial Bank s future tenders. FORM COMPLETED BY Name: Position (Job Title): Date: Telephone number Office: Mobile: Email: Signature: Stamp/Seal FORM COMPLETED/WITNESSED BY Name: Position (Job Title): Date: Telephone number: Email: Signature: Stamp/Seal **************************** END ************************* Commercial-In-Confidence Prequalification- KCB Branded Merchandise Page 17 of 17