TABLE OF CONTENTS SECTION I: ADVERTISEMENT/ INVITATION TO TENDER... 3 DISPOSAL NOTICE... 3 CONDITION OF SALE... 3 TENDERING INSTRUCTIONS... 3 SECTION II- INSTRUCTIONS TO TENDERER... 4 ELIGIBILITY... 4 CONFIDENTIAL BUSINESS QUESTIONNAIRE... 15 SWORN STATEMENT... 17 2
SECTION I: ADVERTISEMENT/INVITATION TO TENDER DISPOSAL NOTICE Centre for Health Solutions - Kenya (CHS) invites offers from interested parties for the purchase of used motor vehicles as set out below: VEHICLES FOR SALE LOT NO REG. NO MAKE YEAR.OF MFG LOCATION STATUS RATING DUTY STATUS 1. KBB 977 K 2. KBA 986 E NISSAN XTRAIL NISSAN XTRAIL 2001 NAIROBI 2001 NAIROBI GOOD WORKING CONDITION GOOD WORKING CONDITION 1990CC 1990CC PAID PAID CONDITION OF SALE 1. Sale will be on AS IS WHERE IS basis 2. Payment terms are strictly through Banker s Cheque drawn to Centre for Health Solutions Kenya within 10 days of awarding the tender. Collection and release will only be done after the full payment and upon the initiation of the transfer process. The transfer receipts and documents from KRA will be sufficient proof. 3. Bidders who will not hear from CHS within two weeks after the closing date shall consider their bids unsuccessful. 4. CHS reserves the right to accept or reject any tender wholly or in part without giving reasons for such acceptance or rejection. 5. The sale of the motor vehicles is subject to reasonable reserve prices. 6. Viewing of the mentioned vehicles will strictly be on Tuesday, July 8, 2014, between 9:00AM and 5:00PM at the CVS Plaza parking lot. TENDERING INSTRUCTIONS Submit your offer in a plain, sealed envelope clearly marked Sale of Ssed Vehicles LOT No addressed to: The Chief Executive Officer Centre for Health Solutions Kenya CVS Plaza, 4 th Floor, North Wing Kasuku Road off Lenana Road P.O. Box 23248-00100 Nairobi Not later than 10:00AM (Local time) on Friday, July 11, 2014. 3
SECTION II- INSTRUCTIONS TO TENDERER Eligibility a. Eligible Tenderers i. This Invitation to tender is open to all tenderers. ii. The tenderer shall bear all costs associated with the preparation and submission of the tender, and CHS, shall in no case, be responsible or liable for those costs, regardless of the conduct or outcome of the disposal process. b. The Tender Document i. The tender document which should be read in conjunction with any addenda issued in accordance with Invitation To Tender (ITT) comprises the documents listed below and any addenda issued 1. Invitation to tender 2. Instructions to tenderers 3. Schedule of items 4. Conditions of Tender 5. Tender Forms: a. Form of tender b. Confidential Business questionnaire form c. Sworn statement ii. The tenderer is expected to examine all instructions, forms and terms 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. c. Clarification of Documents i. A prospective tenderer requiring any clarification of the tender document may notify CHS in writing or by post at the entity s address indicated in the Tender Data Sheet (TDS). CHS will respond in writing to any request for clarification of the tender documents prior to the deadline for the submission of tenders as prescribed by CHS. ii. Written copies of the response (including an explanation of the query but without identifying the source of inquiry) will be sent to all 4
prospective tenderers. iii. CHS shall reply to any clarifications sought by the tenderer after receiving the request to enable the tenderer make timely submission. d. Amendment of Documents i. At any time prior to the deadline for submission of tenders, CHS, 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 issuing an addendum. ii. All prospective candidates that have received the tender documents will be issued with the addendum in writing and will be binding on them. iii. In order to allow prospective tenderers reasonable time in which to take the addendum into account in preparing their tenders, CHS, at its discretion, may extend the deadline for the submission of tenders. e. Tender Prices and Currencies i. The tenderer shall indicate on the appropriate Price Schedule the unit prices and total tender price of the items it proposes to purchase ii. 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 iii. The Price quoted shall be in the currency specified in the Tender Data Sheet f. Validity of Tenders i. Tenders shall remain valid for 14 days after date of tender opening as prescribed by CHS. Viewing of Vehicles 1. Viewing of the mentioned vehicles will strictly be on Tuesday, July 8, 2014, between 9:00AM and 5:00PM at the CVS Plaza parking lot. 2. Bids are based on AS IS WHERE IS CONDITION and the seller does not warrant the conditions of the items. 5
Sealing and Marking of Tenders a. The tenderer shall seal the tender and mark it with Sale of used Vehicles LOT No b. Tenders must be received by the Procuring entity at the address specified not later than 10.00AM Friday, July 11, 2014. 3. CHS may, at its discretion, extend this deadline for the submission of tenders by amending the tender documents in which case, all rights and obligations of CHS and tenderers previously subject to the deadline will be subject to the extended deadline. a. Modifications And Withdrawals Of Tenders i. Modification of Tenders 1. 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 CHS prior to the deadline prescribed for submission of tenders. 2. The tenderer s modification or withdrawal notice shall be prepared, sealed, marked and dispatched to CHS. 3. No tender may be modified after the deadline for submission of tenders. ii. Withdrawal of Tenders b. Opening of Tenders 1. 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. i. CHS will open all tenders in the presence of tenderers representatives who choose to attend. Tenders must be received by CHS at the address specified in the Tender Data Sheet not later than 10.00AM Friday, July 11, 2014 and in the location specified in the invitation to tender. Bidders or their representatives wishing to attend the opening of the tenders are welcome to do so at the CHS boardroom on the 5 th Floor 6
of CVS Plaza. The tenderers or representatives who are present shall sign a register evidencing their attendance. ii. CHS, at its discretion, may consider announcing the tenderers names, tender modifications or withdrawals, tender prices, and the presence or absence of such other details as appropriate at the opening iii. CHS will prepare minutes of the tender opening. c. Clarification of Tenders i. To assist in the examination, evaluation and comparison of tenders, CHS may, at its discretion, ask the tenderer for a clarification of its tender. No change in the prices or substance of the tender shall be sought, offered, or permitted. Any effort by the tenderer to influence CHS in the t ender evaluation, tender comparison or contract award decisions may result in the rejecti on of the tender. d. Evaluati on and Comparison of Tenders i. CHS will examine the tenders to determine whether they are complete, whether any computation error s have been made, 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 CHS. ii. CHS will evaluate and compare the tenders, which have been determined to be substantially responsive. iii. The tender evaluation committee shall evaluate the tender within 7 days from the date of opening the tender. e. Award Criteria i. CHS 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. f. Notification of Award i. Prior to the expiration of the period of tender validity, CHS will notify 7
the successful tenderer in writing that its tender has been accepted. ii. In the event the successful bidder fails to pay for the item(s) awarded to it, CHS shall notify the tenderer who had submitted the second highest bid. g. Contacting CHS i. No tenderer shall contact CHS 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 CHS in its decisions on tender evaluation, tender comparison, or contract award may result in the rejection of the tender. 8
Tender Data Sheet (TDS) Instruction s t o Tenderers The following information for sale of vehicles, stores and equipment shall complement, supplement or amend the provisions of the instructions to tenderers. Whenever there is a conflict between the provisions of the instructions to tenderers and the provisions of the TDS, the provisions of the TDS herein shall prevail over those of the instructions to tenderers. Amendments of, and Supplements to, Clauses in the Instruction to Tenderers This invitation for tenders is open to all tenderers be they individuals, sole proprietors, partnerships, companies or of any other form. The tender document shall be read in conjunction with any addenda. A prospective tenderer requiring any clarification of the tender document may notify CHS through email to: The Chief Executive Officer Centre for Health Solutions Kenya Email: procurement@chskenya.org, info@chskenya.org The Price quoted shall be in Kenya Shillings Tenders shall remain valid for 14 days. Tenders must be received by CHS and deposited in the Tender Box located at 4 th Floor, CVS Plaza on Kasuku Rd, off Lenana Rd during normal working hours addressed to The Chief Executive Officer Centre for Health Solutions Kenya CVS Plaza, 4 th Floor, North Wing Kasuku Road off Lenana Road P.O. Box 23248-00100, Nairobi 9
Evaluation and Comparison of Tenders CHS will examine the tenders to determine whether they are complete, whether any computation errors have been made, 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 CHS. Other evaluation parameters are as specified in the TDS. CHS will evaluate and compare the tenders, which have been determined to be substantially responsive. The tender evaluation committee shall evaluate the tender within 7 days of the validity period from the date of opening the tender. Evaluation Criteria The tenderer, not withstanding other requirements in the tender documents, must meet the following requirements. a) Mandatory Requirements (MR) Requirements Must Submit a copy of certificate of Registration/Incorporation for corporates Must Submit a copy of Valid Tax Compliance certificate for businesses, and PIN certificates for individuals Provide physical address details Responsive or Not Responsive Fill the Price Schedule in the format provided Fill the Form of Tender in the Format provided Confidential Business questionnaire Form 10
Sworn Statement SECTION III- SCHEDULE OF ITEM S AN D PRICES LOT NO REG. NO MAKE UNIT TOTAL QUANTITY UNIT PRICE TOTAL PRICE 1. KBB 977 K NISSAN XTRAIL 2. KBA 986 E NISSAN XTRAIL CAR 1 CAR 1 SECTION IV- CON DITION S OF TENDER 1. A tenderer may tender for each vehicle or both vehicles as many times as he/she wishes. 2. Tenderers who will be awarded contracts will be required to pay for the vehicles after 10 days; failure to which the contract award will be cancelled. 3. Tenderers will be required to collect the vehicles they have paid for within fourteen (10) days after making the payment. 4. CHS will retain confidential reserve prices for all the vehicles. Items tendered for below the reserve price will be retained by CHS. 11
Contract Data Sheet (CDS) Conditions of Tender The following information for sale of items shall complement, supplement, or amend, the provisions of the conditions of the tender. Whenever there is a conflict between the provisions of the conditions of tender and the provisions of the Contract Data Sheet (CDS), the provisions of the CDS herein shall prevail over those of the conditions of tender. Clause of the Conditions of tender Clause of CDS 4.3 Tenderers who will be awarded contracts will be required to pay for the items within 10 days failure to which the contract award will be cancelled 4.5 Tenderers will be required to collect the items they have paid for within ten (10) days after making payment; failure to which storage charges will be charged at a rate of Kshs 1,000 per day 12
SECTION V- ST AN DARD FORM S Notes on Standard Forms The form of tender, the confidential business questionnaire form and the sworn statement commitment form 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 tender. 13
FORM OF TENDER Date: The Chief Executive Officer Centre for Health Solutions Kenya CVS Plaza, 4 th Floor, North Wing Kasuku Road off Lenana Road P.O. Box 23248-00100 Nairobi Having examined the tender documents including Addenda Nos. [Insert number], 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.[insert 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. 1. If our tender is accepted; we undertake to pay for and collect the items in accordance with the requirements of the tender. 2. We agree to abide by the tender for a period of [insert 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. 3. We understand that you are not bound to accept the highest or any tender that you may receive. Dated this day of 2014 [Signature] [In the capacity of] Duly authorised to sign tender for and on behalf of 14
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 to 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 Location of Business Premises. Plot No...Street/Road Postal Address..Tel: Nature of business Current Trade License No. Expiring date. 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 No Name Nationality Citizenship Details 1. 2. 3. 4. 5. Shares 15
PART 2(C)- Registered Companies Private or Public State the nominal and issue capital of the company Nominal Kshs. Issue Kshs.. Give details of all directors as follows: No Name Nationality Citizenship Details Shares 1. 2. 3. 4. 5. If Kenyan Citizen indicate under Citizenship Details whether by Birth, Naturalisation or Registration. Date: Signature & Stamp of Tender: 16
SWORN STATEMENT Having studied the tender information for the above project we/i hereby state: a) The information furnished in our application is accurate to the best of my/our knowledge. b) That in case of being qualified, we acknowledge that this grants me/us the right to participate in due time in the submission of a tender or quotation on the basis of provisions in the tender or quotation documents to follow. c) When the call for Tenders is issued and the legal technical or financial conditions or the contractual capacity of the firm changes, we shall inform you and acknowledge your right to review the tender made. d) We enclose all the required documents and information required for the prequalification evaluation. Date.... Applicant s Name.... Represented by. Signature.. Designation.. (Full name and designation of the person signing and stamp or seal.) 17