KENYA POST OFFICE SAVINGS BANK · Registration of suppliers 2019-2020 Page 10 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender 2.1.1 The Kenya Post Office Savings Bank

Kenya Post Office Savings Bank (Postbank) Registration of Suppliers

KENYA POST OFFICE SAVINGS BANK

PRE-QUALIFICATION DOCUMENT 2019-2020

The Managing Director

Kenya Post Office Savings Bank

P.O. Box 30311-00100,

NAIROBI.

FEBRUARY 2019

Registration of suppliers 2019-2020 Page 2

Table of Contents

Page

INTRODUCTION ……………………………………… 3

SECTION I - Invitation for prequalification ……………... 4

SECTION II - Instructions to Candidates…………………... 5

Appendix to Instructions to Candidates.

SECTION III - Letter of application

SECTION IV - 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)

Summary sheet – Current

Personnel capabilities - (Form 5)

Candidate Summary - (Form 5A)

Equipment capabilities - (Form 6)

Financial Capability - (Form 7)

Litigation History - (Form 8)

Request for Review - (Form RB 1)

Confidential Business Questionnaire


INTRODUCTION

1.1 This standard procurement prequalification document has been prepared for use

by the procuring entities in Kenya and is intended for use in prequalifying

candidates wishing to tender for buildings, civil Engineering works, Large Plant,

heavy Equipment and certain types of supply and installation contracts where the

procuring entity determines it is necessary for procurement to be made through a

prequalification process. It may also be used by a procuring entity for the purpose

of registration of candidates.

1.2 The standard document includes a form for invitation for prequalification,

instructions to candidates and a letter of application with attached forms for

candidates to complete.

1.3 The notes in the text of the prequalification documents are meant to assist the

procuring entity in the preparation of the document. They are not part of the

prequalification document and should therefore be deleted as the document is

prepared.


SECTION I - INVITATION FOR REGISTRATION.

TENDER NOTICE

Kenya Post Office Savings Bank (Postbank) invites bids from interested firms for

prequalification of vendors for Provision of goods, works and services for years 2019-

2020.Interested bidders are requested to access the Postbank website

www.postbank.co.ke. for detailed information on the categories.

Bid documents with detailed information may be obtained from Postbank House, 4th

Floor, and Procurement Office South Wing on Monday to Friday during normal working

hours at a cost of kshs1000. Alternatively bid documents may be downloaded from

Postbank website www.postbank.co.ke.The bidders must register their tenders and

details at Procurement Office 4th floor.

Completed prequalification bid documents should be submitted in a plain sealed envelope

and clearly marked with the appropriate Tender Number and Category Title and be

addressed to the:

Managing Director,

Kenya Post Office Savings Bank,

P.O Box 30311-00100 GPO

NAIROBI

and be deposited in the tender box on 3rd Floor, South Wing of Postbank House, Banda

Street Nairobi, Kenya, to be received on or before 10.00 a.m. Thursday 7th March

2019.Opening of the tenders will take place immediately thereafter in the Conference

Room on 5th Floor, North Wing, Postbank House in the presence of the Bidders or their

representatives who may choose to attend.

Women, Youth and Persons Living with disabilities are encouraged to apply also in all

the other open categories subject to them meeting the requirements.

http://www.postbank.co.ke/



1. The Kenya Post Office Savings Bank hereinafter referred as “ Procuring

entity” intended to prequalify candidates for the following for the year 2019-

2020 as indicated below:-

No Tender Number Item Description Eligibility

1. KPOSB/001/2019-2020 Supply of General Office Stationery Reserved

2. KPOSB/002/2019-2020 Supply of Printed Stationery Open

3. KPOSB/003/2019-2020 Supply of Cleaning Materials Reserved

4. KPOSB/004/2019-2020 Supply of Ink Cartridges and Toners for

Printers

Open

5. KPOSB/005/2019-2020 Supply of Rolls and Related Stationery for

ATM & Point of Sales Machines

Open

6. KPOSB/006/2019-2020 Supply and Maintenance of Office Equipment

i.e. Note Counting Machines

Open

7. KPOSB/007/2019-2020 Supply, Installation & Maintenance of PABX,

Telephone Equipment and Fax Machines

Open

8. KPOSB/008/2019-2020 Supply, Installation and Maintenance of CCTV

Surveillance Systems

Open

9. KPOSB/09/2019-2020 Supply & Fitting of Motor Vehicle Tyres and

Tubes

Open

10. KPOSB/010/2019-2020 Supply of Office Rubber Stamps Reserved

11. KPOSB/011/2019-2020 Supply of Office Furniture Open

12. KPOSB/012/2019-2020 Supply of Staff Uniforms and CMT charges Reserved

13. KPOSB/013/2019-2020 Supply of Marketing and Promotional Materials

including Printing of

Newsletters, Calendars, Dairies

Reserved

14. KPOSB/014/2019-2020 Supply of Signages and Branding Services and

Outdoor and Advertising Services

Open

15. KPOSB/015/2019-2020 Supply and Hiring of Branded Tents and

Chairs

Reserved

16. KPOSB/016/2019-2020 Dispensing Chemists Open

17. KPOSB/017/2019-2020 Provision of Disposal Services (Buying of

Obsolete Office Equipment ,Furniture, Motor

Vehicles

Open

18. KPOSB/018/2019-2020 Repair and Maintenance of Motor Vehicles Open

19. KPOSB/019/2019-2020 Provision of Security Printing Services Open

20. KPOSB/020/2019-2020 Provision General Building Contractors-Major

Contractors

Open

21. KPOSB/021/2019-2020 Provision of Minor Office Repairs and

Partitioning Services-Minor Contractors

Reserved

22. KPOSB/022/2019-2020 Provision of Debt Collection Services Open

23. KPOSB/023/2019-2020 Supply, Repair and Maintenance of Mantrap

Doors

Open


24. KPOSB/024/2019-2020 Provision of Valuation Services (Valuers) Open

25. KPOSB/025/2019-2020 Provision of Land Surveying Services Open

26. KPOSB/026/2019-2020 Provision of Electrical Engineering

Services(Registered Engineers)

Open

27. KPOSB/027/2019-2020 Provision of Mechanical Engineering Services

(Registered Mechanical Engineers

Open

28. KPOSB/028/2019-2020 Provision of Structural Engineering Services Open

29. KPOSB/029/2019-2020 Provision of Quantity Surveying Services Open

30. KPOSB/030/2019-2020 Provision of Architectural Services (Registered

Architects)

Open

31. KPOSB/031/2019-2020 Provision of Auctioneering services Open

32. KPOSB/032/2019-2020 Provision of Investigation Services Open

33. KPOSB/033/2019-2020 Provision of Insurance Brokerage Services Open

34. KPOSB/034/2019-2020 Supply of Customers, Staff and Visitors Cards

and Lanyards

Reserved

35. KPOSB/035/2019-2020 Shredding and Disposal of Obsolete Papers

Open

36. KPOSB/036/2019-2020 Supply and Maintenance of Live Plants

Reserved

37. KPOSB/037/2019-2020 Leasing of Photocopiers and Printing Services Open

38. KPOSB/038/2019-2020 Provision of Inspection, Repair, Service and

Maintenance of Schindler Lifts

Open

39. KPOSB/039/2019-2020 Provision of Security Guarding Services

Category A

Open

40. KPOSB/040/2019-2020 Provision of Outsourced Transport and Motor

Vehicle Hire Services (Taxi, Cars, Mini Buses

and Buses)

Open

41. KPOSB/041/2019-2020 Provision of Courier Services Open

42. KPOSB/042/2019-2020 Provision of Interior Designers Reserved

43. KPOSB/043/2019-2020 Provision of Air Travel Services (IATA

Registered only)

Open

44. KPOSB/044/2019-2020 Provision of Training (In- House Courses

Services

Open

45. KPOSB/045/2019-2020 Provision of Hotel and Conference Facilities in

all Major Towns

Open

46. KPOSB/046/2019-2020 Provision of Psychometric and Aptitude Test Open

47. KPOSB/047/2019-2020 Provision of Marketing Research Agencies

(Customer Satisfaction Survey, Work

Environment Survey,& Employee Satisfaction )

Open

48. KPOSB/048/2019-2020 Provision of Events Management and Road

Shows Agencies

Open

49. KPOSB/049/2019-2020 Provision of Public Relations & Related

Agency Services

Open


50. KPOSB/050/2019-2020 Supply and Personalization of ATM and Other

Related Security Cards

Open

51. KPOSB/051/2019-2020 Supply and Dispensing of Drugs Open

52. KPOSB/052/2019-2020 Provision of Credit Reference Bureaus Open

53. KPOSB/053/2019-2020 Provision of Consultancy Services for Alcohol,

Drug abuse and HIV/AIDS baseline

Survey

Open

54. KPOSB/054/2019-2020 Provision of Consultancy Services for

Recruitment and Competency

Development Survey

Open

55. KPOSB/055/2019-2020 Provision of Medical Waste Disposal Services Open

56. KPOSB/056/2019-2020 Provision of Dry Cleaning Services Reserved

57. KPOSB/057/2019-2020 Supply of Drinking Water Reserved

58. KPOSB/058/2019-2020 Provision of Team Building Services Open

59. KPOSB/059/2019-2020 Provision of Training on Project Management

Services

Open

60. KPOSB/060/2019-2020 Provision of Training on Entrepreneurship and

Personal Financial

Services

Open

61. KPOSB/061/2019-2020 Provision of Training on Supervisory

Management

Open

62. KPOSB/062/2019-2020 Provision of Training on Management

Development

Open

63. KPOSB/063/2019-2020 Provision of Training on Business Continuity

Management

Open

64. KPOSB/064/2019-2020 Provision of Audit Services Open

65. KPOSB/065/2019-2020 Provision of Training on Discount Rates and

Treasury Management

Open

66. KPOSB/066/2019-2020 Provision of Landscaping Services Reserved

67. KPOSB/067/2019-2020 Supply , Installation and Maintenance of

Access Control Systems

Open

68. KPOSB/068/2019-2020 Supply ,Installation & Maintenance of Alarm

Systems

Open

69. KPOSB/069/2019-2020 Provision of Energy Audit Services Open

70. KPOSB/070/2019-2020 Provision of Audit Services for the Information

And Communication Technology Installation

Open

71. KPOSB/071/2019-2020 Provision of Website Development,

Maintenance and Related Services

Open

72. KPOSB/072/2019-2020 Provision of Support for Oracle Relational

Database Management Systems, Development

and Maintenance of Ad-Hoc Oracle

Applications.

Open

73. KPOSB/073/2019-2020 Provision of Support for MSSQL Relational

Database Management Systems, Development

Open


and Maintenance of Ad-Hoc Oracle

Applications.

74. KPOSB/074/2019-2020 Provision of Vulnerability and Penetration

Testing Services

Open

75. KPOSB/075/2019-2020 Provision of Support and Enhancement Plan of

Microsoft Great Plains Dynamics ERP

Open

76. KPOSB/076/2019-2020 Supply and Installation of Network Equipment,

Related Upgrades And Maintenance Services

Open

77. KPOSB/077/2019-2020 Supply of Low End Servers, Mid-Range

Servers, Personal Computers, Printers,

Scanners, Related Upgrades and Maintenance

Services

Open

78. KPOSB/078/2019-2020 Supply, Installation, Commissioning and

Maintenance Of Automated Teller Machines

Open

79. KPOSB/079/2019-2020 Provision of Audit for Service Charge Services Open

80. KPOSB/080/2019-2020 Supply and Maintenance of UPS’s Open

2. Prequalification is open to all eligible bidders.

3. Eligible candidates may obtain the prequalification document from Kenya

Post Office Savings Bank, Postbank House Banda Street Nairobi,4th Floor

South Wing Procurement Office during normal working hours, the document

can also be downloaded from Postbank Website www.postbank.co.ke.It is

mandatory that in both instances the bidders must register their bid documents

with Procurement Office located on 4th Floor South Wing Postbank House

Nairobi.

4. Applications for prequalification must be submitted enclosed in a plain sealed

envelope marked with the tender number & category and be deposited in the

tender box located at Ground Floor Postbank House, Banda Street, Nairobi

addressed to :-

Managing Director,

Kenya Post Office Savings Bank,

P.o.Box 30311-00100,

Nairobi.

so as to be received on or before Thursday 7th March 2019 at 10.00 a.m.

5. 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 applications.

Only candidates prequalified under this prequalification process will be

invited to tender.



SECTION II - INSTRUCTIONS TO CANDIDATES

Table of Contents

Page

2.1 Scope of tender …………………………………….. 7

2.2 Submission of Applications ……………………………. 7

2.3 Eligible candidates ……………………………………. 8

2.4 Qualification criteria …………………………………….. 8

2.5 Pubic sector companies ………………………………. 11

2.6 Conflict of interest ………………………………………. 11

2.7 Updating prequalification information ……………….. 11

2.8 Preferences

2.9 General


SECTION II - INSTRUCTIONS TO CANDIDATES

2.1 Scope of Tender

2.1.1 The Kenya Post Office Savings Bank hereinafter referred to as the procuring

entity intends to prequalify firms for Provision of Goods, Services and Works for

the years 2019-2020.

2.1.2 It is expected that prequalification applications will be submitted to be received

by the procuring entity on Thursday 7th March 2019 at 10.00 a.m. at the

Tender Box located on ground floor Postbank House Nairobi.

2.1.3 Prequalification is open to all eligible firms and some categories are reserved for

Youth ,Women and People Living with Disabilities. For all categories reserved,

the bidders are advised to indicate the category they fall i.e. youth, women and

persons living with disabilities.

2.2 Submission of Application

2.2.1 Applications for prequalification shall be submitted in sealed envelopes marked

with the tender number and name and be deposited in the tender box located on

ground floor Postbank House Nairobi and be addressed to :-

Managing Director

Kenya Post Office Savings Bank

P.O.Box 30311-00100

Nairobi

2.1.3 so as to be received on or before Thursday 07th march 2019 at 10.00 a.m. at

the Tender Box located on Ground floor Postbank House Nairobi. The

procuring entity shall reject all late applications. Prequalification documents

will be opened thereafter in the Conference Room located on 5th Floor,

Postbank House South Wing in the presence of bidders who may choose to

attend.

2.2.2 All the information requested for pre qualification shall be provided in the English

language.

2.2.3 Failure to provide information that is essential for effective evaluation of the

applicant’s qualifications or to provide timely clarification or sub substantiation of

the information supplied may result in the applicant’s disqualification.

2.3 Eligible Candidates

2.3.1 This invitation for pre-qualification is open to all candidates who are eligible as

defined in Kenya’s Public Procurement Law and regulations and as indicated in

the appendix to instructions to candidates.


2.3.2 The procuring entity’s employees, committee members, board members and their

relative (spouse and children) are not eligible to participate.

2.3.3 All firms found capable of performing the contract satisfactorily in accordance to

the set prequalification criteria shall be prequalified.

2.4 Qualification Criteria

2.4.1 Pre-qualification will be based on meeting the minimum requirements to pass in

the criteria set as shown below. The declaration will be either pass or fail

regarding the applicant’s general and particular experience, personnel and

equipment capabilities and financial position as demonstrated by the applicant’s

response in the forms provided in Section IV and submitted with the letter of

application. The procuring entity reserves the right to waive minor deviations if

they do not materially affect the capability of an applicant to perform the contract.

2.4.2 Anti-Corruption Pledge .Potential bidders should be aware that the Government

views corruption in the procurement process as a serious matter. Corruption, in

accordance with the Anti-Corruption and Crimes Act, is the offering, giving,

receiving or soliciting of anything of value to a public official in procurement or

in contract execution. Therefore all potential bids should commit themselves not

to engage in corrupt activities.

2.4.3 General Experience:-For any Company to be considered it must have been in

existence for not less than 5 years since incorporation and not blacklisted by the

Government of Kenya. For firms applying under reservation scheme should be in

existence for not less than 1 year.

2.4.4 Financial Capability:-A company must demonstrate that it is financially capable

to trade with the bank, such that it must have a revenue turnover of not less than

Kshs 5 Million in a given year. Indeed we shall require the most recent audited

accounts for the last two (2) years to authenticate the information. For firms

applying under reservation scheme they shall not be evaluated on this parameter.

2.4.5 Registration/Incorporation: - To qualify, a company must be registered with the

Registrar of Companies and must submit a Certificate of Incorporation as proof of

such registration. This is a mandatory requirement.

2.4.6 VAT Registration: - A company to qualify must be registered with VAT

department. Indeed all tenders must submit VAT registration certificate, Income

Tax (PIN) and Tax Compliance Certificate. This is a mandatory requirement.

2.4.7 N.S.S.F and N.H.I.F registration-Submit the registration certificates.

2.4.8 Share Holding:-Each Company must submit information indicating the

following:-

i. Authorised,issued and paid capital

ii. Number of Directors and their names


iii. State whether local or foreign ownership

2.4.9 References: Each company should give information pertaining to the companies

they have worked for ,telephone and contact person(s)and this should include the

name,address,telephone and contacts of the person(s),

2.4.10 Professional Qualification: This will be relevant in printing, in consultancy jobs

and in computer jobs such as laying networks and maintenance. The company

should have the following: -

i. A minimum of 3 employees qualified or trained in that area

ii. The employees must have a minimum of 3 years post-qualification

training.

2.4.11 Equipment: For a company to qualify it must demonstrate that it has adequate and

relevant equipment to undertake works if awarded. Indeed for printing it must

have a minimum of two big colour printing machines able to print full colour

works.

2.4.12 Audited Accounts:-For companies to be pre-qualified they must submit the most

recent audited accounts for the last two (2) consecutive years signed by a firm of

certified accountants. For firms applying under reservation scheme audited

accounts will not be required.

2.4.13 Licenses:-For companies to be pre-qualified they must possess all the necessary

licenses to conduct such business.Indeed, licenses must be prominently displayed

in their business premises. This will be ascertained during the physical inspection

of the premises.

2.4.14 Employees: - A company must have an adequate number of employees to

sufficiently carry –out the said business. Hence have to specify total number of

company employees i.e. full time, casuals etc that would be dedicated to the job.

2.4.15 Personnel capabilities. The applicant must have suitably qualified personnel to

fill the following positions:-

Position Total experience

(years)

In similar works

(years)

As manager of similar

works (years)

Project Manager

Other Position

Other position


Note: List only Key management specialist positions. Do not include principals,

head office personnel who are not key to the prequalification and other non-

specialist personnel. The experience requirements should be specified

2.4.16 Equipment capabilities. The applicant 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 upon the firm being prequalified and awarded a contract .

The applicant may also list alternative equipment that it would propose for the

contract together with an explanation of the proposal

Equipment type and characteristics Minimum number required

1)

2)

3)

2.4.17 Financial position. The applicant shall demonstrate that it has access to, or has

available, liquid assets, unencumbered real assets, lines of credit and other

financial means during the contract period upon prequalification.

2.4.18 The audited Accounts for the last two (2) years shall be submitted and must

demonstrate the soundness of the applicant’s financial position, showing long-

term profitability. Where necessary the procuring entity will make inquiries with

the applicant’s bankers.

2.4.19 Litigation history the applicant 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 applicant or

any partner may result in failure of the application.

2.4.20 All firms participating in reserved tenders must attach the current valid

registration certificate from AGPO (Access to Government Procurement

Opportunities) under The National Treasury. Certificate of Confirmation of

Directors and Shareholding for limited companies (Evidence of identity to prove

youth and women in the enterprise)/ID Card for Sole Proprietorship &

Partnership.


2.4.20 Note: For all firms who meet the above requirements a team will visit the firms

as part of the prequalification exercise.

2.5 Public Sector companies

2.5.1 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.

2.6. Updating Pre-qualification Information

2.6.1 Pre qualified candidates shall be required to update information used for pre

qualification at the time of submitting their bids and to confirm their continued

compliance with the qualification criteria. A bid shall be rejected if the

applicant’s qualification thresholds are no longer met at the time of bidding.


APPENDIX TO INSTRUCTIONS TO CANDIDATES

The following instructions for the pre qualification of candidates shall supplement,

complement the provisions of the instructions to candidates. Indeed these are mandatory

requirements which must be submitted.

Note: 1. All service providers seeking to be prequalified in the category for Provision of

Training Services and all training related categories must be provide current

registration certificate with Directorate of Industrial Training (D.I.T).

2. All service providers seeking to be prequalified in the category for Ink Catridges

and Toners must provide accreditation certificate from the manufacturers to deal

in their genuine products.

3. All service providers seeking to be prequalified in the category for Repair and

Maintenance of Motor Vehicles must be registered with the Ministry of Public

Works.

4. All service providers seeking to be prequalified in the category for General

Contractors must be registered with the National Construction Authority in the

relevant class applying for.

5. All service providers seeking to be prequalified in the category for Valuers must

be registered with Institute of Surveyors of Kenya and provide current registration

certificate.

6. All service providers seeking to be prequalified in the category for Legal Services

must be registered with Law Society of Kenya and attach the current registration.

7. All service providers seeking to be prequalified in the category for Architecture,

Quantity Surveyors must be registered with Board of Registration of Architects &

Quantity Surveyors.(BORAQS) while for Engineering Services must be

registered with Institute of Engineering Services of Kenya(IEK).

8. All service providers seeking to be qualified in the category for Supply, Service

and Maintenance of generators should be registered with Energy Regulatory

Commission (ERC).

9. All service providers seeking to be prequalified in the category of Provision of

Energy Audit Services must be duly registered by Energy Regulatory

Commission of Kenya.

10. All service providers seeking to be qualified in the category for Security Guarding

Services, Cash In Transit Services and Legal Services must have existed for a

minimum period of Ten years and must have a minimum of ten employees.

11. Additional requirements for Lawyers, Valuers, Structural Engineers Private

Investigators/Debt Collectors and Auctioneers.


PROFESSIONAL REQUIREMENTS

1. ADVOCATES - Must have valid practicing licences.

- Must be members of the Law Society of Kenya

- Must be in a partnership.

- Must have at least one Advocate of 10 years or more

post admission experience.

- Must not have any pending cases with either the

Advocates Complaints Commission or the LSK

Disciplinary Committee.

- Must have a valid professional indemnity cover of not

less than Kshs. 20,000,000/=.

- Must have an identifiable physical address.

- Must provide an updated profile of the firm, work

experience and at least three recommendation letters

from financial services clients.

- Must have audited accounts for the last three (3)

years.

- Must be tax compliant.

2. VALUERS - Must be registered with the Valuers Registration

Board.

- Must have a valid Certificate of Registration.

- Must provide a copy of the Gazette Notice of the

valuer(s) gazettement by the Valuers Registration

Board which shows the persons authorized to conduct

valuation.

- Must provide evidence that they are bona fide

members of the Institute of Surveyors of Kenya

(Chapter of Valuation and Estate Management

Surveyors).

- Must not have any pending complaints at the Valuers

Registration Board.

- If application is under a body corporate, the partners

and/or directors thereof must demonstrate that they

are registered valuers.

- Must have a professional indemnity cover of more

than Kshs. 500,000/= for each valuer.


years.

- Must provide an updated profile of the firm/body

corporate, work experience and at least three

recommendation letters from corporate clients.


3. STRUCTURAL - Must be registered with the Engineers Registration


ENGINEERS Board.


than Kshs. 20,000,000/=.



valuer(s) gazettement by the Engineers Registration

Board which shows the persons authorized to act as

engineers.


years.

- Must not have any pending complaints with the

Engineers Registration Board.



from existing corporate clients.


4. PRIVATE

INVESTIGATORS/

DEBT

COLLECTORS

- Must provide evidence of the existence of the body

corporate eg- if a sole proprietorship, they must have

a Certificate of Business.




from existing corporate clients.

5. AUCTIONEERS - Must be registered with the Auctioneers Licencing

Board.


than Kshs. 2,000,000/=.



valuer(s) gazettement by the Auctioneers Licencing

Board which shows the persons authorized to act as

auctioneers.

- Must not have any pending complaints with the

Auctioneers Licencing Board.



from corporate clients.


years.



SECTION IV - STANDARD FORMS

Table of Contents

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. Personnel capabilities

5A Candidate summary

6. Equipment capability

7. Financial capability

8. Litigation History

9. Debarment and integrity pledge

10. Confidential Business Questionnaire


SECTION IV - STANDARD FORMS

Notes on completion of Standard Forms

Application Form 1 - General information

This form is to be completed by all applicants.

Application Form 2 - General Experience Record

This form is to be completed by all applicants. .

Applicants 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 applicants 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 applicants and will

contain similar works completed by the applicant

Application Form 5 - Personnel Capabilities

This form is to be completed by all applicants. It shall

include specific positions essential to contract

implementation. The applicants shall provide the names of

at least two candidates qualified to meet the specified

requirements stated for each position. The data on their

experience shall be supplied on Form 5A

Application Form 5A - Candidate Summary

This form is to be completed by all applicants. The

information provided will complement information on

Form 5. A separate form shall be used for each personnel

Application Form 6 - Equipment Capability

This form is to be completed by all applicants. It should

provide adequate information to demonstrate clearly that

the applicant 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 applicant.


Application Form 7 - Financial Capability

This form shall be completed by every applicant. It should

contained financial information to demonstrate that they

meet the requirements stated in the instructions to

candidates. If necessary separate sheets should be used to

provide complete banker information. A copy of the

audited balance sheet if available should be attached. The

information should include the summary of actual assets

and liabilities for the last five years.

Application Form 8 - Litigation History

This form is to be completed by all applicants. 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- Tender Submission Form

Confidential Business Questionnaire-This form is to be completed by all applicants.


APPLICATION FORM (1)

GENERAL INFORMATION

1.

Name of firm

2.

Head office address and Physical Location

3.

Telephone Contact

4.

Fax E-mail

5. Place of incorporation/registration Year of incorporation/registration

Nationality of owners

Name Nationality

1.

2.

3.

4.

5.



GENERAL EXPERIENCE RECORD

Name of Applicant

Annual turnover data

Year

Turnover Kshs.

1.

2.

3.

4.

5.


APPLICATION FORM (3A)

DETAILS OF CONTRACTS OF SIMILAR NATURE AND COMPLEXITY

Name of Applicant

Use a separate sheet for each contract.

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 Applicant wishes to

prequalify

5. Contract role (check one)

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



PERSONNEL CAPABILITIES

Name of Applicant

1. Title of position

Name of prime candidate

Name of alternate candidate

2. Tile of position










APPLICATION FORM (5A)

CANDIDATE SUMMARY

Name of Applicant

Position Candidate

* Prime * Alternate

Candidate

information

1. Name of candidate 2. Date of birth

3. Professional qualifications

Present

employment

4. Name of employer

5. Address of employer

Telephone

Contact (manager/personnel officer)

Fax

E mail

Job title of candidate

Years with present employer

Summarize professional experience over the last 10 years, in reverse chronological order.

Indicate particular technical and managerial experience relevant to the category applying

for.

From To Company/Project/Position/Relevant technical and management experience



EQUIPMENT CAPABILITIES

Name of Applicant

Item of equipment

Equipment information 1. Name of manufacturer

3. Capacity

2. Model and power rating

4. Year of manufacturer

Current status 5. Current location

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 Applicant or partner

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

………………………………………………………………………….

…………………………………………………………………………..



FINANCIAL CAPABILITY

Name of Applicant

Banker

Name of banker

Address of banker

…………………………………………………………………………

Telephone Contact name and title

__________________________________________________________

Fax E mail

Financial

information in

Kshs.

Actual : Projected:

previous five years next two years

1. 2. 3. 4.

1. Total assets

2. Current

assets

3. Total

liabilities

4. Current

liabilities


5. Profits before taxes

6. Profits after taxes

Source of finance

Amount Kshs.

1.

2.

3.

4.



LITIGATION HISTORY

Name of Applicant

Applicants 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

Applicants, para. 4.8).

Year Award FOR or

AGAINST

Applicant

Name of client, cause of litigation, and

matter in dispute

Disputed amount

(current value Kshs.)


APPLICATION FORM 9; DEBARMENT AND INTEGRITY PLEDGE

We hereby declare that we have not been debarred from any procurement process and

shall not engage in any fraudulent or corrupt act with regard to this prequalification

exercise and subsequent tendering.

Dated this ……………………… day of ……………………………. 2013

……………………………….. …...................................................................

[Signature] [In the capacity of]

Duly authorized to sign Tender for and on behalf of

………………………………………………


TENDER SUBMISSION FORM(10)

Having studied the pre qualification information for the above tender category We/I

hereby state:

a) That the information furnished in our/my application is accurate to the

best of our/my knowledge.

b) That in case of being pre -qualified we /I acknowledge that this grants us

the right to participate in due time in the submission of a tender or quotation on

the basis o f provision in the tender or quotation documents

to follow.

c) That pre-qualification bidders will be invited randomly to participate in the

tender/quotations as and when there is a requirement.

d) We/I enclose all the required documents and information required for the pre -

qualification evaluation.

e) Our tender is binding to us and if found acceptable we shall be pleased to be

included in the list of prequalified firms.

f) We understand you are not bound to accept either in part or whole any tender you

receive.

Date:......... .......................................Applicant’s Name.................................

Represented by.......................................

Signature................................................

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


5.2 Confidential Business Questionnaire Form 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 No. ……………………………

Nature of business …………………………………………………………………………………………

Current Trade Licence 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

Given details of partners as follows:

Name Nationality Citizenship Details Shares

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

1 ……………………………………………………………………………………………

2 …………………………………………………………………………………………

3 …………………………………………………………………………………………

Part 2 (c ) – Registered Company

Private or Public ……………………………………………………………………………..

State the nominal and issued capital of company –

Nominal Kshs.

Issued Kshs.

Given details of all directors as follows

Name Nationality Citizenship Details Shares

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

2.……………………………………………………………………………………………

3.…………………………………………………………………………………………

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

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

Date …………………………………………………….. Seal/Signature of Candidate ……

…………………..


Documents

KENYA POST OFFICE SAVINGS BANK · Registration of suppliers 2019-2020 Page 10 SECTION II - INSTRUCTIONS TO CANDIDATES 2.1 Scope of Tender 2.1.1 The Kenya Post Office Savings Bank