THE KITALE NATIONAL POLYTECHNICP.O. BOX 2162, KITALE TEL. 2380086

Email: kitalenationalpolytechnic@gmail.com Website: www.kitalenational polytechnic.ac.ke=========================================================================

REGISTRATION OF SUPPLIERS,SERVICE PROVIDERS AND

CONTRACTORS FOR SUPPLY ANDDELIVERY OF GOODS, PROVISION OF

SERVICES AND WORKS

TKNP/REG/1-14/2019-2021

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 Tenders, prequalification and registrationadvert………….- Invitation for Registration……..………-

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

THE KITALE NATIONAL POLYTECHNICP.O. BOX 2162, KITALE TEL. 2380086

Email: kitalenationalpolytechnic@gmail.com Website: www.kitalenational polytechnic.ac.ke

ANNUAL REGISTRATION NOTICE

The Kitale National Polytechnic (TKNP) invites tenders from eligible firms forsupply, and delivery of goods and provision services and works listed below forthe indicated financial periods.

REGISTRATION OF SUPPLIERS,SERVICE PROVIDERS AND CONTRACTORS 2019-2021

1. TKNP/REG/1/2019-2021 Supply and Delivery of Library Books OPEN

2. TKNP/REG/2/2019-2021 Supply and Delivery of Office Furniture RESERVED

3. TKNP/REG/3/2019-2021 Supply and Delivery of Perishables RESERVED

4. TKNP/REG/4/2019-2021 Supply and Delivery of Sports Equipment OPEN

5. TKNP/REG/5/2019-2021 Supply and Delivery of Staff Uniforms OPEN

6. TKNP/REG/6/2019-2021 Provision of Repair and Binding of Books and Newspapers RESERVED

7. TKNP/REG/7/2019-2021 Provision of Air ticketing Services OPEN

8. TKNP/REG/8/2019-2021 Provision of Hotel Conference Facilities OPEN

9. TKNP/REG/9/2019-2021 Provision of Motor Vehicle Insurance Services OPEN

10. TKNP/REG/10/2019-2021 Provision of Repair & Construction Services Small Works RESERVED

11. TKNP/REG/11/2019-2021 Provision of Repair and Maintenance of PABX TelephoneSystem

OPEN

12. TKNP/REG/12/2019-2021 Provision of Fumigation Services RESERVED

13. TKNP/REG/13/2019-2021 Provision of Repair and Maintenance of Assorted Furniture OPEN

14. TKNP/REG/13/2019-2021 Provision of Consultancy and Training Services OPEN

Tender documents with detailed specifications of the required goods and services maybe obtained from The Polytechnic’s website as indicated in the tender notice. AllRegistration documents are downloadableFREE OF CHARGE from the Polytechnic’swebsite: www.kitalenationalpolytechnic.ac.ke.

Registered enterprises owned by the Youth, Women and persons living with disabilitiesare particularly encouraged to apply for the categories indicated as reserved and anyopen categories that they qualify. Completed tender documents in plain sealed envelopesclearly marked the “Tender No……….. For………..” without identifying the sender shouldbe addressed to:

PrincipalThe Kitale National Polytechnic

P.O Box 2162 - 30200Kitale,Kenya

And be deposited in the Tender Box provided at the entrance to theADMINISTRATION BLOCK on or before Wednesday 5th June, 2019 at 12.00 noon.Tender documents will be opened promptly .Any canvassing will lead to automaticdisqualification of the bidder.

THE PRINCIPAL

THE KITALE NATIONAL POLYTECHNIC

SECTION 1 A- INVITATION FOR REGISTRATION

1. Kitale National Polytechnic (KNP) now invites you to submit s e a l e dapplications for Registration of suppliers which a r e a continuousprocess.

2. Interested eligible candidates may inspect and download the Registration documentsby visiting the Polytechnic’s website www.kitalenationalpolytechnic.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 and Any Open Category they Qualify.

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

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 thirteen (13)registration categories from categories 1-13 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 ofThe Kitale National Polytechnic.

11. Kitale National Polytechnic reserves the right to authenticate information providedherein without reverting to the candidates.

Yours Faithfully

PRINCIPAL

THE KITALE NATIONAL POLYTECHNIC

SECTION 1 A- REGISTRATION SUBMISSION CHECKLIST

These are the mandatory documents required for the registration. Candidates shalltick against 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 Valid Tax Compliance Certificate

4 Duly Completed Registration Confidential Business Questionnaire

5 Dully completed Eligibility and litigation forms.

6 Dully completed capability and competence form.

7 Dully filled, signed and stamped Letter of Application.

8 Dully filled, signed and stamped Declaration forms.

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

10 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) forOpen Categories.Firms owned by Youth, Women and PWDs to submit Bank Reference fromtheir Bankers.

11 Copy of Certificate of Registration in special group from the NationalTreasury(AGPO Certificate)

12 CR12 form showing directorships (Evidence of identity to prove Youth andWomen in the enterprise). This does not apply to Business Name.

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

14 Copy of Registration and Current Practicing License with NationalConstruction Authority (NCA 8 and Above). This applies to ConstructionWorks only.

15 Proof of Registration with IATA. This applies to Air ticketing services only

SECTION II- INSTRUCTIONS TO CANDIDATES

2.1 Scope of TenderKitale National Polytechnic (hereinafter referred to as the procuring entity)intends to register suppliers for the supply and delivery of goods, services andworks for various categories .It is expected that registration applications will besubmitted to be received 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 ADMINISTRATION BLOCK.

2.2.2 Incorrectly addressed envelopes will not be opened.

2.2.3 A l l 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. DO NOT FALSIFYDOCUMENTS.

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 Kitale National Polytechnic requires that Tenderers observe highest standards ofethics during the selection and execution of contracts. The following rules willApply:

(a) Kitale National Polytechnic will reject a tender for registration if itdetermines that a tenderer has engaged in corrupt or fraudulent activitiesin competing for the tender 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 KitaleNational Polytechnic determines that the tenderer is related to an employeeof the Polytechnic or a Council member unless otherwise pre-declared toavoid conflict 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- REGISTRATION

APPLICATION FORM

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

To. The PrincipalThe Kitale National PolytechnicP.O. Box 2162 - 30200KITALE.

Dear Sir,

1. Having examined the application documents including Addenda Nos.……………………. of which is hereby duly acknowledged, we the undersigned,offer to supply, deliver, provide service and works to KNP a n d as mayotherwise 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 Polytechnic 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 KNP’s suppliers, service providers and contractorsfor goods, services and works included or related 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) V A T C e r t i f i c a t e / Tax Exemption certificate (Where Applicable)

(d) Valid Tax Compliance

(e) Certified Audited Accounts/Financial Statements for the lasts one (1) financial yearOR Bank statements for the last six (6) months for (Special Interest Groups) ORBank Reference for the firms registered within the last Six (6) months prior tothe date of this tender advert (Special Interest Groups)

(f) Current Trade license

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

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

(b) Kitale National Polytechnic 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 ………………………….

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. …………………………………………………………………………………………

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

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/Mr/Mrs/Ms………………………………………………………………………

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……………………………………………………………

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

FORM 4 - CAPABILITY AND COMPETENCE TO DELIVER GOODS,SERVICES OR WORKS

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

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 Kitale National Polytechnic?…………………………………………………………………………………………………………………………………………………………………………………………………………………

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

7. What is your average response to delivery of goods/services?After 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 Kitale NationalPolytechnic, have you at any one time been issued with an LPO and failed to supply goodswithin the agreed time or supplied inferior goods not within the specifications?........................................................................................................................................................................................................................................................................................................

FORM 5 - APPLICANTS THREE REPUTABLE CLIENTS IN THE LASTTHREE YEARSThis part to be filled by at least three applicants’ clients other than The Kitale National

Polytechnic 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) ……………………………………………..

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 ………………………………………………...

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

Address of the 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 ……………………………………………

SECTION V-EVALUATION CRITERIA

1. Kitale National Polytechnic will examine the tenders to determine completeness, generalorderliness and sufficiency in responsiveness.

2. There shall be Three Phases of carrying out the evaluation of registration applications.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)/service/works? 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 CR12 for firms incorporated under companies Act Copy of Valid Tax Compliance Certificate VAT Certificate/Tax Exemption Certificate(Where Applicable) Valid Trade License/ Single Business Permit Certificate of Registration in target group from the National Treasury(AGPO) Bank statements for the last six (6) months OR Bank Reference for firms Registered within

Six (6) months prior to the date of the advert (Youth, Women& PWD’s) Certified Audited Accounts/Financial Statements for the last one (1) financial year.(2017 or

2018) for Open Categories. Registration with NCA Class 8 and Above for Building and Civil Works. Proof of valid

registration and practicing license.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 Registration 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 Registration results will be done in writing once the list of those whosucceeded to be registered has been approved and ratified by the authorizing officials of KitaleNational Polytechnic.

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

EVALUATIONMATRIX

Evaluation Attribute EvaluationParameters

TotalMarks perCategory

MarksAwarded

Re marks

AbOrderliness of the document, Neatlybound no pages missing

Mandatory 3

B Registration Application Form. Mandatory 3

CA copy of Certificate of Incorporation/Registration of Business Name.

Mandatory 5

DValid Tax compliance certificate.

Mandatory 5

EVAT Certificate/ Tax ExemptionCertificate(Where Applicable)

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 Certif ied AuditedAccounts/Financial Statement for theLast one financial (1)year signed,stamped and approved by thecompany’s auditor( Open categories)

Mandatory 20

L OR Certified Bank statements for thelast six (6) months OR a BankReference( for firms registered withinsix (6) months prior to the date of theadvert) confirming ability to accesscredit ( Reserved- Enterprises ownedby Youth, women and PWD )

Mandatory 20

M Period of Operation:Over 3 Yrs -15 points

Btwn 6 Months to 3 Yrs -10 points

Btwn 1Month -6 Months - 5 points

Mandatory 15

NValid Registration Certificate forthe Youth, Women and The Disabledgroups from the Nationaltreasury(AGPO In category whereapplicable)

Mandatory 20

TOTAL SCORE80 Mrks(Open)

100(Reserved)Youth

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 Kitale NationalPolytechnic employee

Do you have a relationship with any Kitale National Polytechnic employee thatwould cause conflict of interest?........................................................................................................................................................................................................................

I………………………………………………………………………declare, for and onbehalf of……………………………………………………………………………………………………………………………………………………………….(company/firm) that all the information furnished to Kitale National Polytechnic inconnection with this registration is true and accurate in all material respect. KitaleNational Polytechnic is hereby authorized to make such inquiries to the saidinformation including with the firms/company’s clients and bankers as it may deemnecessary without prior notice to the firm/company.

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

Stamp……………………………………………………………………….

SWORN STATEMENT

We the undersigned having studied the invitation for registration as supplier/serviceprovider/contractor 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)