COUNTY GOVERNMENT OF BUSIA COUNTY ASSEMBLY OF BUSIA …

COUNTY ASSEMBLYOF BUSIA REGISTRATION OF SUPPLIERS FY 2021/2022-2023 Page 1

COUNTY GOVERNMENT OF BUSIA

COUNTY ASSEMBLY OF BUSIA

OFFICE OF THE CLERK OF THE COUNTY ASSEMBLY

P.O BOX 1018-50400, BUSIA-KENYA

EMAIL: [email protected]

REGISTRATION OF SUPPLIERS

FY 2021/2022 to 2022/2023 REGISTRATION DOCUMENT FOR EXPRESSION OF INTEREST ON PROVISION

OF CONSULTANCY SERVICES CATEGORY.........................................................................................................................

TENDER NO……………………………………………………………………………………… TENDER

DESCRIPTION……………………………………………………………………………... TENDERERS NAME ..................................................................................................................... COMPANY STAMP...........................................................................................................................

TENDERERS OFFICIAL EMAIL ADRESS...............................................................................

CONTACTS ...............................................................................

TENDER CLOSING DATE:WEDNESDAY, 11TH

AUGUST, 2021 at 10.00 AM

mailto:[email protected]


TABLE OF CONTENTS SECTION A - Instructions for Prequalification …………………………………………………3 SECTION B - Tender Notice ……………………………………………………………………4 SECTION C - Pre-qualification Criteria ………………………………………………………...6 SECTION D - Supplier Application Form………………………………………………………8 SECTION E - Confidential/Business Questionnaire ……………………………………………9 SECTION F - Compliance with Statutory Requirements ………………………………………11 SECTION G - Financial Position, Terms and Trade ……………………………………………12 SECTION H - Litigation/Arbitration history ……………………………………………………13 SECTION I – Past Experience and Performance ………………..………………………………14 SECTION J –Man-power and expertise……………………………………………………….....16

SECTION K- Sworn Statement................................................................................................19 SECTION L - Declaration……………………………… ………………………………….........20

SECTION M - Anti-Corruption Declaration……………………………… …...........................21


SECTION A: INSTRUCTIONS TO CANDIDATES

Invitation for registration 1. The County Assembly of Busia intends to register suppliers for goods,works and services under

various categories..

2. Pre-qualification is open for all eligible suppliers. However preference and reservation regulations apply in certain categories that will be determined by the County Assembly of Busia.

3. Eligible candidates are requested to strictly adhere to submission procedures as outlined in the advertisement whose copy is copied below.

4. All candidates whose applications will have been received before the closing date and time will be advised in due course, of the results of their application. Only candidates registered under this pre-qualification process will be invited to tender.

5. All the information for registration shall be provided in the English language.

6. Failure to provide information that is essential for effective evaluation of the applicant’s

qualifications or to provide timely clarification may result in the applicant’s disqualification.

7. In assessing suitability the eligibility criteria set out below will be used.

8. Pre-qualification will be based on meeting the minimum requirements to pass in the criteria outlined below.


SECTION B

COUNTY GOVERNMENT OF BUSIA

COUNTY ASSEMBLY OF BUSIA

OFFICE OF THE CLERK OF THE COUNTY ASSEMBLY

P.O BOX 1018-50400, BUSIA-KENYA, TEL: +254 721 675217

EMAIL: [email protected]

REGISTRATION FOR SUPPLY OF GOODS, SERVICES AND WORKS

F/Y 2021/2022 to 2022/2023

The County Assembly of Busia invites bids for registration for supply of Goods,Services and

works for the F/Y 2021/2022 to 2022/2023 under the following categories;

CATEGORY D: EXPRESSION OF INTEREST

TENDER NO. DESCRIPTION ELIGIBILITY

BSA/CA/49/2021/2022-2022/2023 Provision of Accounting and Audit Services Open

BSA/CA/50/2021/2022-2022/2023 Provision of Consultancy Services on Electronic

Communication Systems

Open

BSA/CA/51/2021/2022-2022/2023 Provision of Consultancy Services on

Perfomance Management Systems

Open

BSA/CA/52/2021/2022-2022/2023 Provision of Consultancy Services on Software

Development and Design

Open

BSA/CA/53/2021/2022-2022/2023 Provision of Consultancy Services on Air

Conditioning System

Open

Tender documents can be obtained free of charge from Public Procurement Information

Portal (www.tenders.go.ke) or from our website: - www.busiaassembly.go.ke or from the

Procurement office of the County Assembly located along Busia-Kisumu road during normal

working hours upon payment of a non-refundable fee of Kshs 1,000.

Dully filled tender documents shall be submitted in plain sealed envelopes clearly indicating

Category No, Tender No and the Tender description and addressed to:-

Office of the Clerk

County Assembly of Busia

P.o Box 1018-50400,

Busia-Kenya

mailto:[email protected]

www.tenders.go.ke

http://www.busiaassembly.go.ke/


Tender documents shall be deposited in the tender box situated at the entrance of the County

Assembly reception desk so as to be received on or before Wednesday 11th August, 2021 at

10.00 Am

Tenders will be opened manually promptly thereafter in the presence of the bidder's or their

representatives who may choose to attend within the Assembly precincts in compliance with

strict covid 19 protocols.

Any further clarifications or addendum shall be made through the county assembly’s official

website

EVALUATION CRITERIA

1. Mandatory requirements as per Tender documents.

2. Information supplied on the tender documents

3. Completed tender documents must be serialized/paginated.

CLERK TO COUNTY ASSEMBLY


SECTION C :PRE-QUALIFICATION CRITERIA

NO. REQUIRED INFORMATION MAXIMUM SCORES

ACTUAL SCORE

1 Registration documentation

1. Certificate of Incorporation/Registration certified by an advocate of the high court

2. Current Business Permit/Trade license//exemption certificates certified by an advocate of the high court(does not apply to Audit firms)

3. Copy of Pin Certicate 4. Current and valid Tax Compliance Certificate 5. Copies of Identity Cards/Passports for all the

directors,sole proprietors and partners 6. Audited reports for the immediate past 1 year

signed and stamped by a practicing CPA(K) OR Bank statements for the last 6 months ending 30th June 2021,certified by the issuing authority

7. CR12 letter from registrar of companies (for companies)

8. Sequential serialization/pagination of tender documents

9. Accreditation from proffessional bodies .Attach proof of relevant certificates in your area of expertise other than those mentioned i.e. registration with, ICPAK,NITA,ICTA,certificate from Communications Authority of Kenya, certified by an advocate of the high court

10. Submission of Valid and Current partners Practicing Certificate from ICPAK for accounting and audit services

11. NCA 5 and above for tellecommunication services - Provision of Consultancy Services on Electronic Communication Systems

Mandatory YES/NO

2 Financial Capacity: a)Audited reports for the immediate past 1 year assesment of the liquidity and other financial ratios showing the financial position of the firm for the Immediate past one year current ratio above 2:1.................10 marks current ratio between1:5 and 2:1..........5 marks current ratio below 1:5..........................0 marks b)Bank statements for the last 6 months ending 30th June, 2021 Positive cashflow statements ..............10 marks

10 10


Non positive statements........................0 marks

3 Past Experience & Performance on Similar Works ( Attach evidence in form of LSO/LPO/ letter of award or contract documents for atleast 1 clients in the past 3 years Provided...........30 marks Not provided.......0 mark

30

4 Manpower and Expertise

Supervisory and key personnel(attach cv and certificates

of atleat 2 key staff with relevant academic and

proffessional qualifications in undertaking assignements

of similar magnitude.

2mark for cv

2 mark for certificates

4 marks for certificate from proffessional body

16

5 Confidential Business Questionnaires: a) Duly filled b) Fixed premises with telephone facilities ;indicate

location, address, building, telephone etc Attach copies of Lease Agreement

5 5

6 Dully filled signed and stamped Self and Anti Corruption Declaration forms

5

7 Authority to seek reference from bankers and clients

Provided...............................4 marks

Not provided.........................0 mark

4

8 Litigation history Provided...............................10 marks Provided but not in the required format.....0 mark Not provided..........................0 mark

5

9 Sworn in statement Provided in the required format.......5 marks Provided but not in the required format.....0 mark Not provided....................................0 mark

5

10 Company profile detailing among others the names of the directors,key staff and organizational structure (maximum of 5 pages) Provided and relevant............10 marks Not provided..........................0 mark Irrelevant................................0 mark

5

TOTAL SCORE 100 NOTE: CANDIDATES MUST MEET THE MANDATORY REQUIREMENTS AND SCORE A MINIMUM OF 70 MARKS OUT OF 100 TO BE REGISTERED


SECTION D: APPLICATION FORM

REGISTRATION OF SUPPLIERS APPLICATION FORM I/We (Firm Name) …………………………………………………… hereby apply for registration as a consultant under Category....................................................... Tender No’s ……………………………………………………………………………………….. Description of items…………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… Postal Address …………………………………………………………………………………….. Telephone Number (fixed line) ………………………….. Mobile……………………………… Company official E-mail Address ……………………………………..……. Town ……………………………………………………… Street ………………………………. Building …………………………… Floor………………. Room/office………………………… Other Branches/locations …………………………………………………………………………. ……………………………………………………………………………………………………..

Company IFMIS Number… ……………………………….

Full name of authorized signatory ……………………………………Signature………………… Designation ………………………………………Official Rubber Stamp………………………


SECTION E

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. ……………………………………………………………………………………………. Postal Address ……………………………………………………………………………………... Nature of Business ………………………………………………………………………………… Current trade License ……………………………… 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 Give details of partners as follows: Name

Nationality

Citizenship details

No. of Share

1. ……………………… …………………… …………………… ………………………

2. ……………………… …………………… …………………… ………………………

3. ……………………… …………………… …………………… ………………………

4. ……………………… …………………… …………………… ………………………

5. ……………………… …………………… …………………… ………………………


Part 2(c) – Registered 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 details Share

1. ……………………… …………………… …………………… ………………………

2. ……………………… …………………… …………………… ………………………

3. ……………………… …………………… …………………… ………………………

4. ……………………… …………………… …………………… ………………………

5. ……………………… …………………… …………………… ………………………

I/WE CERTIY THAT THE INFORMATION ABOVE IS CORRECT

Date………… Signature of supplier: ………………………Official R/Stamp If Kenyan citizen, indicate “citizenship details” whether by Birth, Naturalization or Registration. (You may attach a separate sheet if space is required. The attachment must be duly signed and

stamped)


SECTION F STATUS OF COMPLIANCE WITH STATUTORY REQUIREMENTS

1. Certificate of Registration/Incorporation …………………………………… (Attach copy)

2. Valid Trade License …………………………………………………………. (Attach copy)

3. State VAT Registration No. …………………………………………………. (Attach copy)

4. Valid Business Permit……………………………………………………….. (Attach copy)

5. State if the company is a subject of debarment proceedings with the Public Procurement

Administrative Review Board , receivership, or any other form of liquidation as defined by

the applicable law …………………………………………………………………………….. …………………………………….……………………………………………………………………

…………………………………………………………………………………………………………

…………………………………………………………………………………

6. State whether you are a Manufacturer, Dealer or Appointed Distributor (Agent), Wholesaler,

Retailer etc ……………………………………………………………………………………

………………………………………………………………………………………………………… …………………………………………………………………………………………

7. State any technological innovations or specific attributes which distinguishes you from your

competitors …………………………………………………………………………………….

8. Tax Compliance Certificate (attach copy) 9. Other important certificates e.g. KEBS, registration with MOPW, Professional bodies’ certification (IATA a must for Air Travel Agent.) Please attach proof of relevant certificates in your area of expertise other than those mentioned.


SECTION G FINANCIAL POSITION & TERMS OF TRADE

PART 1 AUDITED REPORTS Attach copies of audited reports and bank statements for the last 2 years giving summary on the company’s total assets, current assets, total liabilities, current liabilities and sources of funds

PART II TERMS AND CONDITIONS OF TRADE (PAYMENT TERMS) County Assembly of Busia would wish to accept deliveries after issuance of a Local Purchase Order to

suppliers and effect payments 30 days after deliveries are made and invoices issued. Confirm acceptance of this: Acceptable/Not Acceptable


SECTION H LITIGATION/ARBITRATION INCIDENCES Litigation and Arbitration incidences a) Enumerate any past litigation and arbitration incidences encountered by the firm. State the year of the incidence, name of client, cause of litigation and matter of dispute and/or disputed amount.

b) State if the company is/was a subject of bankruptcy proceedings, in receivership, administration receivership, or any other form of liquidation as defined by the applicable law

Date Complainant Matter of Dispute Status of Case Verdict


SECTION I Past Experience and Performances State any previous clients and attach evidence of recommendation letters, local service order or letters of award to show past experience.

NAMES OF APPLICANTS OTHER CLIENTS AND VALUES OF CONTRACT/ ORDERS

1

i) Name of client (Organization) ………………………………….

ii) Address of client (Organization) ………………………………

iii) Name of contact person at the client (Organization)……..

………………………………………………………………………….

iv) Telephone no. of client …………………………………………

v) Value of contract ………………………………………………….

vi) Duration of contract (Date) ……………………………………..

2. i) Name of 2nd client (Organization) ………………………………



………………………………………………………………………….




3. i) Name of 3rd client (Organization) ………………………………



………………………………………………………………………….





4. i) Name of 4th client (Organization) ………………………………



………………………………………………………………………….




5. i) Name of 5th client (Organization) ………………………………

ii) Address of client (Organization) ………………………………..


…………………………………………………………………………......





SECTION J Manpower and Expertise

SUPERVISORY PERSONNEL

Name

…………………………………………………………………………………

Age

…………………………………………………………………………………

Academic Qualification

……………………………………………………………………………..

……………………………………………………………………………………………

……………………

Professional Qualification

………………………………………………………………………….

……………………………………………………………………………………………

…………………

Length of service with Contractor or Supplier position held ………………………….

……………………………………………………………………………………………

…………………… (Attach copies of curriculum vitae, academic and professional certificates)


(b) KEY PERSONNEL

Consultant’s Experience

Assignment Name Approx.Value of the Contract (in current Kshs.)

Country:

Location within country:

Duration of assignment(months)

Name of Client Total No. of staff-months of the assignment

Address: Approx value of the service provided by your firm under the contract (in current Kshs)

Start date(month/year) Completion date(month/year)

No. of professional staff-months provided by associated consultants

Name of associated consultant if any Name a senior professional staff of your firm

involved and functions performed (indicate most

significant profile such as project

Director/Coordinator, team leader)

Narrative description of projects

Description of actual service provided by your staff within the assignment

Relevant documents attached


Consultants Qualification

(Using this format below, provide information on at least five different key/technical staff employed/associated with the firm applying for this prequalification.)

CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

1. Position of the Staff member in the company (only one candidate shall be nominated for each position):

2. Name of Staff (Insert full name):

3. Date of birth: _ Nationality: _

4. Education (Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment):

_ _

5. Membership of Professional Associations:

6. Other Training (Indicate any other relevant training other than those mentioned under 5 above):_

7. Countries of Work Experience (List countries where staff have worked in the last ten years): _

8. Languages (For each language indicate proficiency: good, fair, or poor in

speaking, reading, and writing): _

9. Employment Record (Starting with present position, list in reverse order every

employment held by staff member):

NB: Attach copies of relevant certificates and testimonials

(Signature of staff member or authorized representative of the staff)

Full name of authorized representative:


SECTION K- SWORN STATEMENT

Having studied the pre-qualification/registered information for the above

project we/I hereby state:

a. The information furnished in our application is accurate to the best of our

knowledge.

b. That in case of being pre-qualified/registered we acknowledge that

this grants us the right to participate in due time in the submission of a tender or

quotation when invited/requested to do so by the County Assembly of Busia.

c. When the call for Quotations is issued the legal technical or financial

Conditions or the contractual capacity of the firm changes we shall

Notify the County Assembly of Busia and acknowledge your right

to review the prequalification made.

d. We enclose all the required documents and information required for the

prequalification evaluation.

e. We confirm that we have not been debarred from

participation in Public Procurement.

Date…………………………………………………......................…………………

Applicant’s Name ………………………………………........………………………

Represented by …………………………………………………………………………

Signature ……………………………………………………..........……………………

(Full name and designation of the person signing and stamp or seal)


SECTION L DECLARATION I/We have completed these forms accurately at the time of the application and it is agreed that

all responses can be substantiated if requested to do so. Any inaccuracy in the information

provided herein may be used as grounds for disqualification from further proceedings. Name ………………………………………Authorized Signature…………………………..

Position in the firm……………………………………………………………………………

Official Rubber Stamp………………………………………………………………….

Position in the Company ……………………………………………………………… Date: …………………………………………………………………………………..

ANY OTHER DECLARATION ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… …………………………………………………………………………………………………………

Name:.………………………………………………………….

Signature……………………………………………………….


SECTION M

ANTI-CORRUPTION DECLARATION COMITMENT/ PLEDGE

I/We/Messrs…………………………………………………………………………….

of Street, Building, P O Box……………………………………………………………

…………………………………………………………………………………………..

Contact/Phone/E mail…………………………………………………………………..

declare that Public Procurement is based on a free and fair competitive Tendering

process which should not be open to abuse.

I/We ..…………………………………………………………………………………..

declare that I/We will not offer or facilitate, directly or indirectly, any inducement or

reward to any public officer, their relations or business associates, in connection with

Tender/Tender No ……………………..……………………………………………….

for or in the subsequent performance of the contract if I/We am/are successful.

Authorized Signature................................................................................................

Name of Signatory……………………………………………………………

Title of Signatory ………………………………………………………………………………

Official Stamp…………………………………………………………………………………….

Documents

COUNTY GOVERNMENT OF BUSIA COUNTY ASSEMBLY OF BUSIA …