REGISTRATION OF SUPPLIERS FOR PROVISION OF ......DEDAN KIMATHI UNIVERSITY OF TECHNOLOGY PRIVATE BAG, KIMATHI NYERI, KENYA TELEPHONE: 061-2050000, 0712-388613,0731-689230, Website:

DEDAN KIMATHI UNIVERSITY OF TECHNOLOGY

PRIVATE BAG, KIMATHI NYERI, KENYA

TELEPHONE: 061-2050000, 0712-388613,0731-689230,

Website: www.dkut.ac.ke

REGISTRATION OF SUPPLIERS FORPROVISION OF

SERVICES AND SUPPLY OF GOODS

DeKUT/RS/016-043

CATEGORY NAME:……………………………………………………………….

CATEGORY NO:……………………………………………………………………

IF SPECIAL GROUP PLEASE INDICATE BELOW: (√)

WOMEN

YOUTH

PERSONS LIVINGWITH DISABILITIES

CONTINOUS PROCESS

SUPPLIERS REGISTRATION DOCUMENT

Table of Contents

Page

SECTION 1 - Annual Tender and prequalification advert………….- Invitation for prequalification………-

36

SECTION 11 - Instruction to Candidates…………… 7

SECTION111 - Letter of Application………………… 9

SECTION 1V - Application Forms…………………… 11

Confidential Questionnaire (Form1)

Eligibility Litigation History (Form 2)Capability & Competence (Form 3)

Reputable clients in the last year (Form4)

SECTION V - Evaluation criteria…………………….. 16

SECTION VI - Declarations…………………………… 19

SUPPLIERS REGISTRATION DOCUMENT


PRIVATE BAG, KIMATHI – NYERI, KENYA

TELEPHONE: 061-2050000, +254-(0)731-689231

Website: www.dkut.ac.ke

ANNUAL REGISTRATION NOTICE

Dedan Kimathi University of Technology (DeKUT) invites tenders from eligible firms forsupply, and delivery of goods and provision services listed below for the indicated financialperiods.

CATEGORY II: REGISTRATION FOR SUPPLY AND DELIVERY OF GOODS

DeKUT/RS/016 Supply and Delivery of Hardware , paints and building materials Open

DeKUT/RS/017 Supply and Delivery of Electrical appliances and fittings Open

DeKUT/RS/018 Supply and delivery of Engineering teaching materials and equipment Open

DeKUT/RS/019 Supply and Delivery of Laboratory reagents ,consumables and glassware Open

DeKUT/RS/020 Supply and delivery of laboratory equipment Open

DeKUT/RS/021 Supply and delivery of Library books, periodicals and journals Open

DeKUT/RS/022 Supply and Delivery of hospitality equipments i.e. cutlery, crockery andkitchen appliances

Reserved

DeKUT/RS/023 Supply, installation , maintenance, and servicing of firefighting equipment Open

DeKUT/RS/024 Supply and delivery of motor vehicle spare parts, tyres and tubes Open

DeKUT/RS/025 Supply and delivery of Office & Student furniture ,furnishings and fittings Open

DeKUT/RS/026 Supply and Delivery of Fertilizer, Herbicides, Fungicides, Insecticides,Farm Chemicals

Open

DeKUT/RS/027 Supply and Delivery of Animal Feeds and supplements Reserved

DeKUT/RS/028 Supply and Delivery of Linen,curtains,staff uniforms and protectiveclothing

Reserved

DeKUT/RS/029 Supply and Delivery of sportswear and equipment Open

DeKUT/RS/030 Supply and Delivery of Refined Fuel (Petrol, diesel) and LPG Gas Open

DeKUT/RS/031 Supply and Delivery of computers, printers, photocopiers, software andaccessories

Open

DeKUT/RS/032 Supply and Delivery of Newspapers, Magazines and Periodicals Open

CATEGORY III: PREQUALIFICATION FOR PROVISION OF SERVICES

DeKUT/RS/033 Provision of maintenance and servicing of laboratory equipment andmachines.

Open

DeKUT/RS/034 Provision of Tents, chairs, décor, PAA and portable toilets for hire. Reserved

DeKUT/RS/035 Provision of Repair, Servicing and maintenance of PABX and telephonesystems.

Reserved

DeKUT/RS/036 Provision of Repair, Servicing and maintenance of computers, printers andphotocopiers

Reserved

DeKUT/RS/037 Provision of repairs and servicing of farm equipment and machineries. Open

DeKUT/RS/038 Provision of design Layout, printing and publishing services Open

DeKUT/RS/039 Provision of Fumigation and Pest Control services Reserved

DeKUT/RS/040 Provision of Repair and servicing of motor vehicles & Tractors Open

DeKUT/RS/041 Provision of Courier services Open

DeKUT/RS/042 Provision of Air Travel Agency and Ticketing services Open

DeKUT/RS/043 Provision of calibration services for weighing machines and medicalequipment

Open

Tender documents with detailed specifications of the required goods and services maybe obtained from Dedan Kimathi University of Technology’s Procurement Officesituated at the Nyeri campus along the Nyeri-Mweiga Road during normal workinghours between 8:30 am to 4:30 pm.All Tender/Registration documents can bedownloaded FREE OF CHARGE from the university’swebsite www.dkut.ac.ke.

Registered enterprises owned by the Youth, Women and persons living withdisabilities are particularly encouraged to apply for the categories indicated asreserved. Completed tender documents in plain sealed envelopes clearly marked the“Tender No……….. For……” without identifying the sender should be addressed to:

The Vice ChancellorDedan Kimathi University of Technology

P.O Box Private BagNyeri, Kenya

And be deposited in the Tender Box provided at the entrance to the Resource CenterBlock phase II.Tender documents will be opened promptly .Any canvassing will lead toautomatic disqualification of the bidder.

THE VICE CHANCELLOR


Better Life Through Technology

SECTION 1 A- INVITATION FOR REGISTRATION

1. Dedan Kimathi University of Technology (DeKUT) now invites you tosubmit sealed applications for Registration of suppliers which is acontinuous process.

2. Interested eligible candidates may inspect and download the Registration documentsby visiting the University’s website www.dkut.ac.ke.

3. Enterprises willing to be considered under the procurement Reservation for youth,women and persons with disabilities are particularly encouraged to apply for thecategories marked as Reserved. In addition to fulfilling the requirements listed,you MUST fully comply with the requirements as stipulated by the NationalTreasury Office circular regarding tenders (www.treasury.go.ke).

4. The registration documents are available free of charge and MUSTonly be obtainedfrom the university website and are not available from any other administrativeoffices of the University.

5. A single application MUST be submitted per category. Those wishing to beconsidered for registration in more than one category should submit separateapplications per category. This document is applicable for twenty eight (28)registration categories from categories 015-042. Bidders are advised to fill oneapplication per category they wish to be considered in. The tender category MUSTbe Specified on the first page of this document.

6. To be eligible, the applicant must prove that they qualify to participate in publicprocurement by providing all the documents as listed in the evaluation criteriaunder preliminary and mandatory requirements.

7. The candidates will thereafter have to prove their competency by fullycomplying with the instructions as listed in the Evaluation criteria underdetailed evaluation.

8. The duly completed documents must be submitted in a Plain sealed envelopeclearly marked with the respective Tender reference number and Description.You are hereby requested to note that incorrectly addressed envelopes willnot be open.

9. All t h e candidates w i l l b e appropriately n o t i f i e d in w r i t i n g u p o ncompletion of the evaluation and award exercise.

10. This registration does not amount to any contractual obligation on the part ofDedan Kimathi University of technology.

11. Dedan Kimathi University of technology reserves the right to authenticateinformation provided herein without reverting to the candidates.

Yours Faithfully

Vice Chancellor


Better Life Through Technology

SECTION 1 A- REGISTRATION SUBMISSION CHECKLIST

This are the mandatory documents required for the registration. Candidates shall tickagainst each item indicating that they have provided it.

No. Item Tick Where

Provided

1 Copy of Company Certificate of Incorporation /Registration of businessName

2 Copy of VAT Registration Certificate

3 Copy of Pin Certificate

4 Copy of Valid Tax Compliance Certificate

5 Duly Completed Prequalification Confidential Business Questionnaire

6 Dully completed Eligibility and litigation forms.

7 Dully completed capability and competence form.

8 Dully filled, signed and stamped Letter of Application.

9 Dully filled, signed and stamped Declaration forms.

10 Three(3) letters of recommendation From your current corporate clients anddully filled Form 4

8 Audited accounts for the last one year OR Bank statements for the last six(6)months signed and stamped by the Bank (As specified in the document)

9 Copy of Certificate of Registration in special group from the NationalTreasury

10 CR12 form showing directorships (Evidence of identity to prove youth andwomen in the enterprise)

11 Proof that at least 70% of the business is owned by youth, women and PWD’s( Attach photocopies of National Id’s)

SECTION II- INSTRUCTIONS TO CANDIDATES

2.1 Scope of TenderDedan Kimathi University (hereinafter referred to as the procuring entity) intendsto register suppliers for the supply and delivery of goods and services for variouscategories .It is expected that registration applications will be submitted to bereceived by the procuring entity

2.2 Submission of Application

2.2.1 Applications for registration shall be submitted in plain sealed envelopes clearlymarked with the tender category name and code number and deposited in thetender box situated at the entrance of Resource Centre phase II, DedanKimathi University, Main Campus Nyeri.

2.2.2 Incorrectly addressed envelopes will not be opened.

2.2.3 All the information requested for shall be provided in English Language.

2.2.4 Failure to provide information that is essential for effective evaluation of theapplicant’s qualification, or provision of false information and documentation,will result in the application being disqualified.

2.3 Eligible Candidates

2.3.1 Th is invitation for registration is open to all candidates who are eligible as definedin Kenya’s Public Procurement Law and as indicated in the tender document.

2.3.2 The procuring entity’s employees, committee members, board members and theirrelatives (spouse and children) are not eligible to participate in the tender.

2.3.3 All applicants found capable of performing the contract satisfactorily inAccordance to the set registration criteria shall be registered.

2.4 Qualification Criteria

2.4.1 Registration will be based on meeting the minimum requirements to pass in thecriteria set as shown in section v of this document. The declaration willeither pass or fail based on the applicant’s letter of application, mandatoryrequirements, company information, and capability and litigation history.

2.4.2 Dedan Kimathi University requires that Tenderers observe highest standards ofethics during the selection and execution of contracts. The following rules willapply:

(a) Dedan Kimathi University will reject a tender for registration if itdetermines that a tenderer has engaged in corrupt or fraudulent activitiesin competing for the contract in question.

(b) We will have the right to inspect the business premises of the tenderer.

(c) We will declare the tender ineligible for registration if at any time DedanKimathi University determines that the tenderer is related to an employee ofthe University or a Council member unless otherwise pre-declared to avoidconflict of interest.

(d) We will declare a tender ineligible for registration if at any time, itdetermines that the tenderer has committed an offence relating toprocurement, has breached regulations for procurement before in anotherpublic entity, has in procurement proceedings given false information aboutits actions and has been debarred or been blacklisted before by anotherpublic entity.

2.5 Litigation history:The applicant should provide accurate information on any litigation or arbitrationresulting from contracts completed or under its execution over the last five years.

SECTIONIII- PREQUALIFICATIONAPPLICATION FORM

Registration Category Ref No.………………………………………………

To. The Vice chancellorDedan Kimathi University of TechnologyP.O.Box Private BagNyeri.

Dear Sir,

1. Having examined the application documents including Addenda Nos.……………………. of which is hereby duly acknowledged, we the undersigned,offer to supply and deliver to DeKUT, Nyeri a n d as may otherwise bedirected,……….……………………………………………………(Category).Andconformity w i t h the said application documents all or part of t h eitems/services in this category or such other items that may be required and arewithin our capability to supply.

2. We undertake if our application is acceptable to deliver goods/services withaccordance with the delivery schedule in the schedule of requirement or officialorder signed by authorized officer(s) of the university or as per clause 2.5

3. We agree to abide by this application for the period of processing the applicationsand prepared and executed, this application together with written acceptancethereof shall constitute a binding agreement between us.

4. We understand:-a) That this is not a tender or quotation but an application for consideration

to be registered as DeKUT’s suppliers for goods/services included orrelated to this category .

b) That you are not bound to accept this application or any that you mayreceive.

5. We Have Attached to this letter are copies of original documents of:(a) Registration /Incorporation Certificate(b) PIN Certificate(c) VAT Certificate/Vat Exemption certificate

(d) Valid Tax Compliance Certificate Audited accounts for the lasts one (1) financialyear OR Bank statements for the last six (6) months (Special interest groups)

(e) Current Trade license (where applicable)

6. We make this application with the full understanding that;

(a) Bids by registered applicants will be subject to verification of all informationsubmitted.

(b) Dedan Kimathi University reserves the right to accept or reject anyapplication, cancel the registration process and reject all applications.

(c) Request for quotations and bids will only be called from registered bidders whomeet the requirements.

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

Sign and stamp……………………………………………..……………………………….

In the presence of: Name…………………….…………. Sign ………...…………………

Designation ………………………………………………Date ………………………….

15

SECTION IV - APPLICATION FORMS

FORM 1- CONFIDENTIAL BUSINESS QUESTIONNAIREYou are requested to give the particulars indicated in Part 1 and either Part 2 (a), 2(b) or 2(c) whichever applied 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. .................................. Email.....................................Nature of Business ................................................................................................................Registration Certificate /Certificate of incorporation NoBusiness Permit / license No. ................................................................................................Pin Number……………………………………………….Tax compliance status ……………….Name of your bankers............................................................................................................Branch....................................................................................................................................

Part 2 (a) – Sole ProprietorYour name in full……………………….I.D NO………………………………………….Nationality……………………………Country of Origin……………………………..Citizenship details……………………………………………………..

Part 2 (b) – PartnershipGiven details of partners as followsName Nationality Citizenship details /ID No. Shares

1. …………………………………………………………………………………………2. …………………………………………………………………………………………3. …………………………………………………………………………………………4. …………………………………………………………………………………………

Part 2 (c) – Registered CompanyPrivate or PublicState the nominal and issued capital of companyNominal Kshs.Issued Kshs.Given details of all directors as followsName Nationality Citizenship details Shares

1. …………………………………………………………………………………………2. …………………………………………………………………………………………3. …………………………………………………………………………………………4. …………………………………………………………………………………………

16

FORM 2-MANDATORY; MUST BE FILLED BY ALL BIDDERS

ANTI-CORRUPTION DECLARATION COMITMENT/ PLEDGE (Sections

62, 65 and 66 of the PPAD Act, 2015)

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

Of Street, Building, P O Box……………………………………………………………

……………………………………………………………………………………….

Contact/Phone/Email………………………………………………………………….

Declare that Public Procurement is based on a free and fair competitive Tendering process whichshould not be open to abuse.

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

Declare that I/We will not offer or facilitate, directly or indirectly, any inducement or reward toany public officer, their relations or business associates, in connection with

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

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

Authorized

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

Name and Title of Signatory……………………………………………………………

Date……………………………………….Signature of Candidate………………………..

17

FORM 3- ELIGIBILITY & LITIGATION HISTORY

1. Is the firm making this application or any of its directors been debarred orsuspended from participating in public procurement by the PublicProcurement Regulatory Authority or related public bodies?...........................................................................................................................................................................................

2. Have you or your principals been subject of legal proceedings for insolvency,bankruptcy, receivership or your business activities suspended for relatedreasons?...........(If yes, you must present legal documentary evidence that youare cleared and your business is now solvent).

3. Applicants, including each of the partners, should provide information of anyhistory of litigation or arbitration resulting from contracts executed in the lastfive years or currently under execution in the table below.

Year Award FOR orAGAINST Applicant

Name of Client, cause oflitigation, and matter indispute

Disputed amount

18

FORM 4 - CAPABILITY AND COMPETENCE TO DELIVER GOODS ORSERVICES

1. What products/services do you want to be considered tosupply……………………………………………………………………………………………………………………………………………………………………………………………………………………...

2. How many employees do you have?..............How many arepermanent?..........How many are temporary?....................

3. Which quality standards certification have you attained in the last twoyears?(Attach copies)

4. Are you a manufacturer/wholesaler/retailer/other? (PleaseSpecify)…………………………………………………………………………………………………………………………………………….

5. To what extent is your firm /company e-enabled with your clients and suppliers and howdo you intend to carry out business with Dedan Kimathi University?…………………………………………………………………………………………………………………………………………………………………………………………………………………

6. What is your average response time to a request forquotation/proposal?....................................................................

7. What is your average response to delivery of goods/servicesAfter issuance of an LPO?...........................................................

8. Have you at any one time been requested to quote for the supply of goods or services andfailed t return the quotation without assigning reason for your action?..........................................................................................................................................................................................

9. If you are a current or previous supplier of goods and services to Dedan Kimathi University,have you at any one time been issued with an LPO and failed to supply goods within the agreedtime or supplied inferior goods not within the specifications?........................................................................................................................................................................................................................................................................................................

19

FORM 5 - APPLICANTS THREE REPUTABLE CLIENTS IN THE LASTTHREE YEARSThis part to be filled by at least three applicants’ clients other than DeKUT who should also

give reference letter(s)

1. Name of 1st Client (Organization) (Attach evidence)Name of Client (Organization) …………………………………………………..

Address of client (organization) ………………………………………………....

Telephone No. of client …………………………………………………………..

Duration of contract ……………………………………………………………….

Name of officer recommending on behalf of the client……………………………

Designation of the officer recommending…………………………………………

Signature of the officer recommending……………………………………………

Official Stamp and date of the Client (Organization)…………………………….

Magnitude and nature of business ………………………………………………

2. Name of 2nd Client (Organization) (Attach evidence)Name of Client (Organization) ……………………………………………………

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






Official Stamp and date of the Client (Organization)……………………………..

Magnitude and nature of business ………………………………………………...

3. Name of 3rd Client (Organization) (Attach evidence)Name of Client (Organization) ……………………………………………………

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






Official Stamp and date of the Client (Organization)……………………………..

20

Magnitude and nature of business ………………………………………………

21

SECTION V-EVALUATION CRITERIA

1. Dedan Kimathi University will examine the tenders to determine completeness,general orderliness and sufficiency in responsiveness.

2. There shall be Three Phases of carrying out the evaluation of registrationapplications.Phase 1-Preliminary Evaluation Is the registration document submitted in a sealed plain envelope clearly denoting

the supply category code and category name of desired supply item(s)? In-correctly addressed envelopes or those lacking details shall remain unopened

and not evaluated.Phase 2-Mandatory Evaluation PhaseScreening shall be done to determine compliance to theFollowing mandatory requirements Certificate of Incorporation/Registration of Business Name Copy of Valid Tax Compliance Certificate VAT Certificate PIN Certificate Valid Trade License (Where applicable) Certificate of Registration in target group from the National Treasury Bank statements for the last six (6) months (Youth, Women& PWD’s) Audited Accounts for the last one (1) financial year.Failure to provide the mandatory documents tabulated will lead to disqualificationPhase 3- Detailed Evaluation Phase

Completeness and sufficiency in responsiveness will be examined in this phase on: Confidential Prequalification Business Questionnaire Eligibility and Litigation History & Anti-corruption declaration Capability and Competence Applicants reference from at least three corporate clients duly filled, signed and stamped letter of application duly filled, signed and stamped declaration forms

Notification of prequalification results will be done in writing once the list of thosewho succeeded to be registered has been approved and ratified by the authorizingofficials of Dedan Kimathi University.

Evaluation CriteriaThe points given to evaluation criteria are as per the following evaluation criteriamatrix below:

EVALUATIONMATRIX

Evaluation Attribute EvaluationParameters

TotalMarks perCategory

MarksAwarded

Re marks

A Orderliness of the document, Neatlybound no pages missing

Mandatory 3

B Registration Submission Form. Mandatory 3

C A copy of Certificate of Incorporation/Registration of Business Name.

Mandatory 5

D Valid Tax compliance certificate. Mandatory 5

E VAT Certificate Mandatory 3

F PIN Certificate Mandatory 3

G

Duly Completed ConfidentialBusiness Questionnaire.

Mandatory 5

H Eligibility and litigation history&Anti-corruption Declaration

Mandatory 3

I Details of Physical address- town,street, building, floor number andPostal Address

Mandatory 5

J Three letters of recommendationFrom your current corporate clients anddully filled Form 4.3 or more clients -10 points2 clients -5 points1 clients -3 points0 client - 0 points

Mandatory 10

K EITHER Audited Accounts for theLast one financial (1)year signed,stamped and approved by thecompany’s auditor( Open categories)

Mandatory 20

L OR Bank statements for the last six(6) months or a letter from yourbanker confirming ability to accesscredit ( Reserved- Enterprises ownedby Youth, women and PWD )

Mandatory 20

M Period of Operation:Over 3 Yrs -15 points

Btwn 1 to 3 Yrs -10 points

Btwn 12 -3 months - 5 points

Mandatory 15

NValid Registration Certificate forthe Youth, Women and The Disabledgroups from the National treasury(In category where applicable)

Mandatory 20

TOTAL SCORE80 Mrks(Open)

100(Reserved)YouthWomen

andPWD’s

THE PASS MARK FOR REGISTRATION SHALL BE:- 60% for Open Registration- 50% for Reserved Registration

SECTION VI- DECLARATIONS

DECLARATION ON CONFLICT OF INTEREST

For the purpose of transparency and fair dealing, all vendors shall make fulldisclosure of any existing business relationship with any Dedan Kimathi Universityemployee

Do you have a relationship with any Dedan Kimathi University employee that wouldcause conflict of interest?........................................................................................................................................................................................................................

I………………………………………………………………………declare, for and onbehalf of……………………………………………………………………………………………………………………………………………………………….(company/firm) that all the information furnished to Dedan Kimathi University inconnection with this pre-qualification is true and accurate in all material respect. DedanKimathi University is hereby authorized to make such inquiries to the said informationincluding with the firms/company’s clients and bankers as it may deem necessary withoutprior notice to the firm/company.

Information submitted by…………………………………………………Title………………………………………………………………………….Signature…………………………………………………………………….

Stamp……………………………………………………………………….

SWORN STATEMENT

We the undersigned having studied the invitation for registration as supplier hereby state that:

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

b) That in case of being registered, we acknowledge that this gives us the right to participate in

due time in the submission of a tender on the basis of provisions in the tender documents to

follow.

c) When the call for tender is issued, the legal, technical or financial conditions or the

contractual capacity of the firm changes we commit ourselves to inform you and acknowledge

your sole right to review the registration mode.

d) We enclose all the required documents and information required for the evaluation, if not

we shall then be disqualified

Date: ………………………………………………………………………………………. Applicant’s

Name ………………………………………………………………………… Represented by:

…………………………………...………………………………………

(Capacity/ designation)

Signature and stamp ………………………………………..…………………………….

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

Documents

REGISTRATION OF SUPPLIERS FOR PROVISION OF ......DEDAN KIMATHI UNIVERSITY OF TECHNOLOGY PRIVATE BAG, KIMATHI NYERI, KENYA TELEPHONE: 061-2050000, 0712-388613,0731-689230, Website: