KENYA SPACE AGENCY P.O. BOX 7046-00200 NAIROBI Tel: +254203919200 Email: info@ksa…ksa.go.ke/wp-content/uploads/2020/01/KSA... · 2020-01-23 · Eligible candidates may obtain the

KENYA SPACE AGENCY P.O.

BOX 7046-00200 NAIROBI

Tel: +254203919200

Email: [email protected]

TENDER NO: KSA/PQ/01/2020-2022

PREQUALIFICATION/REGISTRATION FOR

SUPPLY OF GOODS AND SERVICES.

INVITATION DATE: 22rd

JANUARY, 2020

CLOSING DATE: 5th

FEBRUARY, 2020

Possibilities beyond our skies.

Table of Contents

Page

INTRODUCTION ……………………………………… 3

SECTION I - Invitation for prequalification ……………... 3

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

SECTION III - Letter of Application………………….…….. 8

SECTION IV - Registration of suppliers ……………………. 11

Financial Implications ………………………. 14

Evaluation Criteria ……………………….. 16

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Possibilities beyond our sky

SECTION I - INVITATION FOR PREQUALIFICATION (IFQ)

TENDER NO: KSA/PQ/01/2020-2022

TENDER NAME : REGISTRATION OF SUPPLIERS FOR GOODS, WORKS

AND SERVICES FOR THE FINANCIAL YEAR 2020-2022 (2 YEARS)

The Kenya Space Agency hereinafter referred as “Procuring entity” intended to

prequalify qualified and interested candidates for the following category of goods and

services for the period ending 30th

June, 2022

CATEGORY A: PREQUALIFICATION OF SUPPLY OF GOODS.

S/NO TENDER NO ITEM ELIGIBILITY

DESCRIPTION

1 KSA/PQ/01/2020-2022 Supply of Office PWDs

Stationery

2 KSA/PQ/02/2019-2022 Supply and PWDS

Maintenance of

computers and

computer

accessories

3 KSA/PQ/03/2020-2022 Supply, Open

Installation and

Maintenance of

ICT equipment

4 KSA/PQ/04/2020-2022 Supply of Office Open

furniture and

fittings

5. KSA/PQ/05/2020-2022 Supply of Youth

Newspaper and

Periodicals

6. KSA/PQ/06/2020-2022 Supply of Open

Firefighting

equipment

7. KSA/PQ/07/2020-2022 Supply of Open

electrical fittings

8 KSA/PQ/08/2020-2022 Supply of Women

Cleaning materials

CATEGORY B: SUPPLY OF SERVICES

9. KSA/PQ/09/2020-2022 Repair and Approved

maintenance of garages

motor vehicles

10 KSA/PQ/10/2020-2022 Provision of Youth

website

3


Development and

Maintenance

services

11 KSA/PQ/11/2020-2022 Provision of Open

travel and Air

ticket services

12. KSA/PQ/12/2020-2022 Design and Youth

Printing services


accommodation

and conference

facilities

14. KSA/PQ/14/2020-2022 Provision of Open

Insurance

services

16. KSA/PQ/16/2020-2022 Provision of Women

cleaning services


minor

construction

works including

partitioning and

office repairs


major

construction

works

19 KSA/PQ/19/2020-2022 Provision, Open

Installation and

maintenance of

Information

Technology

Systems

20. KSA/PQ/20/2020-2022 Provision of Open

event planning

services (e.g.

Décor, Tents and

related services

21 KSA/PQ/21/2020-2022 Provision of Youth

creative design

and Advertising

services

4


Eligible candidates may obtain the prequalification document from Kenya Space Agency

offices located at Pitman House, 4th

floor along Jakaya Kikwete road, P.O Box 7046-00200 Nairobi during normal working hours upon payment of a non-refundable fee of Ksh 1000.00 in cash or bankers cheque payable to Kenya Space Agency

Complete tender documents in plain sealed envelopes clearly marked with the Tender Name, Tender Category and Tender Number should be addressed to,

The Director General

Kenya Space Agency

P.O. Box 7046-00200

NAIROBI

Or should be deposited in the Tender Box outside the Procurement Office so as to be

received on or before 5th

February, 2020 at 10.00 am.

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.

J.N. KIMANI

Ag. DIRECTOR GENERAL, KENYA SPACE AGENCY

5


SECTION II - INSTRUCTIONS TO CANDIDATES

Table of Contents

2.1 Scope of tender ……………………………………..

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

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

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

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

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

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


Page

7

7

8

8

11

11

11

6

2.1 Scope of Tender

2.1.1 Kenya Space Agency, hereinafter referred to as the procuring entity intends to prequalify contractors for the supply / provision of various category of goods and

services for the financial year ending 30th

June 2022. It is expected that

prequalification applications will be submitted to be received by the procuring

entity not later than 5th

February, 2020 at 10 a.m.

2.1.2 Prequalification is open to eligible firms and voluntarily formed joint ventures as indicated in appendix to instructions to candidates.

2.2 Submission of Application

2.2.1 Applications for prequalification shall be submitted in sealed envelopes marked with the tender name, tender number and also the tender category and deposited in the tender box at Kenya Space Agency outside the Procurement Office or be addressed The Director General, Kenya Space Agency, P.O. Box 7046-00200

Nairobi so as to be received on or 5th

February, 2020 at 10.00 am. The procuring entity reserves the right to accept or reject late applications.

2.2.2 The name and mailing address of the applicant may be marked on the envelope.

2.2.3 All the information requested for pre qualification shall be provided in the English language. Where information is provided in any other language, it shall be

accompanied by a translation of its pertinent parts into English language. The translation will govern and will be used for interpreting the information.

2.2.4 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.

2.2.5 A consultations and clarifications meeting will be held at KSA OFFICES at which applicants may request clarifications of the prequalification document. Attendance of this meeting will be voluntary

2.3 Eligible Candidates

2.3.1 This invitation for pre-qualification is open to all tenderers 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 in the tender unless where specially allowed under section 131 of the Act.

2.3.3 All bidders found capable of performing the contract satisfactorily in accordance to the set prequalification criteria shall be prequalified.

7


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 in Section III. The declaration will be either pass or fail

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

financial position 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. The qualification criteria are

as specified in OTHER IMPORTANT PRE-REQUISITES

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 Conflict of Interest

2.6.1 The applicant shall not be associated, nor have been associated in the past, with the consultant or any other entity that has prepared the design, specifications, and

other prequalification and bidding documents for the tender, or with an entity that was proposed as engineer for the contract. Any such association must be disclosed

and may result in the dis-qualification of the applicant.

2.7 Updating Pre-Qualification Information

2.7.1 Pre qualified candidates shall be required to update the financial 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.

8


SECTION III - LETTER OF APPLICATION

Notes on letter of application

The letter of application will be prepared by the applicant and will follow the form presented herein.

The letter of application will be prepared on the letterhead paper of the applicant or

partner responsible for a joint venture and will include full postal address, telephone numbers, fax number and Email address.

The letter of application will be signed by duly authorized representatives of the applicant.

Any clause which does not apply to the applicant in the letter of application herein shall be deleted by the applicant.

9


LETTER OF APPLICATION

Date ……………………………

To Ag DIRECTOR GENERAL KENYA SPACE AGENCY

P.O. BOX 7046-00200

NAIROBI

Dear Sir,

1. Being duly authorized to represent and act on behalf of (name of firm) (hereinafter referred to as “The Bidder”), and having reviewed and fully

understood all of the pre qualification information provided, the undersigned hereby apply to be prequalified by yourselves as a bidder for the following contract(s) under

(Tender No. and Tender name)

Tender number Tender name

1.

2. Attached to this letter are copies of original documents defining

(a) the Applicant’s legal status

(b) the principal place of business and (c) the place of incorporation (for applicants who are corporations),

or the place of registration and the nationality of the owners (for

applicants who are partnerships or individually-owned firms).

3. Your Agency and its authorized representatives are hereby authorized to conduct

any inquiries or investigations to verify the statements, documents, and

information submitted in connection with this application, and to seek

clarification from our bankers and clients regarding any financial and technical

aspects. This letter of Application will also serve as authorization to any

individual or authorized representative of any institution referred to in the

supporting information, to provide such information deemed necessary and as

requested by yourselves to verify statements and information provided in this

application, such as the resources, experience, and competence of the Applicant.

10


4. Your Agency and its authorized representatives may contact the following persons for further information.

General and managerial inquiries

Contact 1 Telephone 1


Personnel inquiries



Technical inquiries



Financial inquiries



5. This application is made with the full understanding that:

(a) bids by prequalified applicants will be subject to verification of all information submitted for prequalification at the time of bidding.

(b) Your Agency reserves the right to: amend the scope and value of any contracts bid under this project; in

such event, bids will only be called from prequalified bidders who meet the revised requirements; and

reject or accept any application, cancel the prequalification process, and reject all applications

(c) your Agency shall not be liable for any such actions and shall be under no obligation to inform the Applicant of the grounds for them

1. Appended to this application, we give details of the participation of each party, including capital contribution and profit/loss agreements, in the joint venture or association.

2. The undersigned declare that the statement made and the information provided in the duly completed application are complete, true, and correct in every detail.

11


Signed Signed

Name Name

For and on behalf of (name of Applicant or For and on behalf of (name of partner)

lead partner of a joint venture)

12


REGISTRATION OF SUPPLIERS APPLICATION FORM.

I/We ………………………………………………………………………… hereby (Name of Company/Firm)

Apply for registration as a supplier of……………………………………………………..

………………………………………………………………………………………………

………………………………………………………………………………………………

Postal Address………………………………………………………. Fax No…………......

Tel No…………………………………….. Email Address……………………………….

Town …………………………………………. Street ……………………………………

Name of building ……………………………………………. Floor No……………..........

Room / Office No ………………………………………………………………………….

Full name of Applicant …………………………………………………………………….

Other branches location ……………………………………………………………………

………………………………………………………………………………………………

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FINANCIAL CAPABILITY

Name of Applicant

Banker Name of banker

Address of banker

…………………………………………………………………………

Telephone Contact name and title

__________________________________________________________

Fax E mail

Financial Actual: Projected:

information in previous five years next two years

Kshs.

1. 2. 3. 4.

1. Turnover

2. Total assets

3. Current

assets

4. Total

liabilities

5. Current

liabilities

6. Profit

before

taxes

Profit after

taxes 8. Total

Assets – Net worth

Source of finance Amount Kshs.

14


1.

2.

3.

4.

Indicate terms of sale/trade

(i) Cash on delivery

(ii) Credit period. Yes

No

If Yes, indicate number of days ………………………..

(iii) Upfront payment /Down payment. Yes

No

If Yes, state the percentage………………………………

Referee

1) Name of company ………………………………………………………………..

Address …………………………………………………………………………...

Name of contact Person …………………………………………………………..

Signature and date ………………………………………………………………..

Company Stamp ………………………………………………………………….

15


Declaration.

I/We have competed this form (s) accurately at the time of reply and it is agreed that all responses can be substantiated, if requested to do so. Any inaccuracy in the information

filled herein will be used as grounds for removal or termination of the qualification

process.

I/We confirm that I/We are not solvent, in receivership, bankrupt or being wound-up, our business activities have not been suspended, and we are not the subject of legal proceedings for any of the foregoing.

I/We confirm that I/We have fulfilled our obligations to pay taxes and all other statutory contributions.

Signed and seal ……………………………………………………………………………

For and on behalf of ………………………………………………………………………

Position in Company ……………………………………………………………………..

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

Official Receipt No ……………………………………………………………………….

Date ………………………………………………………………………………………

16


OTHER IMPORTANT PRE-REQUISITE EVALUATION CRITERIA

S/NO REQUIREMENTS MARKS

1 Must BE REGISTERED FIRM IN Kenya with a certificate of 5%

registration, incorporation /memorandum and article of

Association.

(copy of which must be attached)

2 MUST be KRA compliant and up-to-date with income tax and 10%

VAT returns.

(attach copy of VAT, PIN certificates and valid Tax

Compliance certificate)

3 Must provide copies of current local authorities’ license. 15%

(attach copy of the same)

4 MUST confirm through writing, that the firm, its servants or 5%

agent have not offered and shall not offer any inducements to

the procuring entity

5 MUST have fixed business premises. 10%

(attach copy of lease, or rental agreement of ownership)

6 MUST provide list of clients 10%

(attach evidence of at least 3 orders from different clients for

the last three years.)

7 Past litigation and arbitration incidences encountered if any by 5%

the firm in the last one year

(see attached litigation history from

N.B.: Filling of the form is mandatory

8 MUST provide copy of audited accounts for the last three 5%

consecutive years.

9 MUST fill the attached business questionnaire 5%

10 MUST submit bank statements in the name of the firm for the 10%

last 6 months.

11 MUST indicate physical address, telephone number, fax and 5%

email address on page 12 of this document.

12 Bidders shall provide 1 original of the tender document 5%

13 Completeness of the tender document 5%

(all the required forms are to be filled accordingly)

14 Market survey 5%

TOTAL SCORE 100%

N.B: Evaluation will be based on meeting the above minimum requirements to pass.

17


REPUBLIC OF KENYA

CONFIDENTIAL BUSINESS QUESTIONNAIRE You are requested to give particulars in part 1 and either part 2 (a), 2 b(b) or 2 (c) whichever applies to your type of business.

You are advised that 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 License No: ………………………. Expiry Date: …………………………

Maximum value of business which you can handle at any one time: K : ………………...

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

Shares.

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

18


Part 2 (c) - Registered Company.

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

State the nominal and issue capital of the company

Nominal K : ………………………………………………………………………...........

Issue K : …………………………………………………………………………………... Give details of all directors as follows.

Name. Nationality Citizenship Details Shares.

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

Date……………………………………………… Signature of tenderer:

………………………………………………………………….……

If Kenya Citizen, indicate under “Citizenship Details” whether by birth, Naturalization of registration.

19


LITIGATION HISTORY

Name of the bidder

Bidders should provide information of any history of litigation or arbitration resulting from contracts executed in the last one year or currently under execution. A separate sheet should be used for each bidder.

Year Awardforor Name of client, Disputed amount

against applicant cause of litigation (current value in

and matterin Kshs)

dispute

20


LETTER OF NOTIFICATION OF AWARD

Address of Procuring Entity

_____________________

_____________________

To:

RE: Tender No.

Category __________________

Tender Name

This is to notify that the contract/s stated below under the above mentioned tender have been awarded to you.

1. Please acknowledge receipt of this letter of notification signifying your acceptance.

2. The contract/contracts shall be signed by the parties within 30 days of the date of this letter but not earlier than 14 days from the date of the letter.

3. You may contact the officer(s) whose particulars appear below on the subject matter of this letter of notification of award.

(FULL PARTICULARS)

SIGNED FOR ACCOUNTING OFFICER

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Documents

KENYA SPACE AGENCY P.O. BOX 7046-00200 NAIROBI Tel: +254203919200 Email: info@ksa…ksa.go.ke/wp-content/uploads/2020/01/KSA... · 2020-01-23 · Eligible candidates may obtain the