Standard Tendering Documents

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KENYA TOURISM BOARD

KENYA RE TOWERS, UPPER HILL, OFF RAGATI ROAD P.O.BOX 30630-00100 GPO,

Tel. +254 020 2711262/2749000 NAIROBI KENYA

FEBRUARY 2016

TENDER NO. KTB/PREQ/2015-2017

PREQUALIFICATION OF SUPPLIERS

FOR

SUPPLY/PROVISION OF GOODS AND SERVICES FOR

THE YEAR 2015-2017

CLOSING DATE: THURSDAY, 18TH FEBRUARY, 2016

AT 12.00 NOON.

DATE…….……………………CATEGORY NO.………………………

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Table of Contents

Page 1. TENDER NOTICE 2 2. PRE-QUALIFICATION INSTRUCTIONS 4 3. BRIEF CONTRACT REGULATIONS 6 4. PRE-QUALIFICATION DATA INSTRUCTIONS 7 5. FORM PQ - 1 REGISTRATION DOCUMENTS 12 6. FORM PQ - 2 PREQUALIFICATION DATA 13 7. FORM PQ - 3 SUPERVISORY PERSONNEL 15 8. FORM PQ - 4 FINANCIAL POSITION 16 9. FORM PQ - 5 CONFIDENTIAL BUSINESS QUESTIONNAIRE 17 10. FORM PQ - 6 PAST EXPERIENCE 18 11. FORM PQ - 7 SWORN STATEMENT 19 12. FORM PQ – 8 TENDER SECURING DECLARATION FORM 20

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Tender Notice Date: 5th February, 2016 Tender Number: KTB/PREQ/2015-2017 Tender Name: PRE-QUALIFICATION OF SUPPLIERS FOR SUPPLY/ PROVISION

OF GOODS AND SERVICES FOR FINANCIAL YEAR 2015-2017

The Kenya Tourism Board (KTB) invites applications from interested, eligible, capable firms for prequalification/ registration as suppliers/providers of goods and services for the Financial Year 2015-2017 in the following categories:-

S.NO CATEGORY REFERENCE NO.

CATEGORY DESCRIPTION OF GOODS & SERVICES

ELIGIBILITY

1. KTB/001/2015-2017 Supply of mobile phone scratch cards Persons with Disability

2. KTB/002/2015-2017 Provision of courier & freight services (local and international)

Open

3. KTB/003/2015-2017 Provision of ground transfer/transport services Open 4. KTB/004/2015-2017 Provision of filming equipment clearing and licensing Open

NB: The special target group (Persons living with Disability) should have been duly registered with the National Treasury (Directorate of Public Procurement) and MUST show proof of registration by providing the certificate of registration. Interested eligible firms may obtain further information from the office of the Procurement Office, Kenya Tourism Board, P. O. Box 30630-00100 Nairobi. Tel +254-020-2711262/2749133 Firms interested in being considered may collect a hard copy of the prequalification tender document from the Procurement Office during working hours, i.e. Monday to Friday between 8.00 a.m. – 1.00 p.m. and 2.00 p.m.-5.00 p.m. w.e.f Friday, 5th February 2016 The prequalification tender document may also be obtained from Kenya Tourism Board’s website www.magicalkenya.com/tenders and also IFMIS website www.supplier.treasury.go.ke/tenders free of charge Bidders who download the tender document from these websites must forward their particulars immediately for record purposes and any further tender clarifications and addenda to [email protected] Prequalification Documents must be submitted in plain sealed envelopes clearly marked ‘’Prequalification of suppliers for financial year 2015-2017 with category reference number’’ addressed to:

THE MANAGING DIRECTOR

KENYA TOURISM BOARD,

KENYA RE TOWERS,

UPPER HILL, OFF RAGATI ROAD

P.O.BOX 30630-00100 GPO,

Tel. +254 020 2711262/2749000

http://www.magicalkenya.com/tenders

http://www.supplier.treasury.go.ke/tenders

mailto:[email protected]

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NAIROBI KENYA

And should be deposited in the Tender Box located on 7th Floor, Kenya Re Towers, Upper Hill, Off Ragati Road, Nairobi, Kenya on or before 12.00 noon on 18th February, 2016 Tenders will be opened immediately thereafter in the Board Room on 8th Floor in the presence of tenderers’ representatives who choose to attend. KTB reserves the right to accept or reject the applications and is not obliged to assign reasons for its decision thereof. Any canvassing or late tenders will lead to automatic disqualification. MANAGING DIRECTOR PRE-QUALIFICATION INSTRUCTIONS 1.1 Introduction

The Kenya Tourism Board (KTB) invites interested candidates who will qualify by meeting the set criteria as provided for in this Tender Document and eligible to perform the contract of supply and delivery or provision of goods and services. The Board will select a list of Suppliers (hereto referred as The Firms) for various goods and services through a prequalification process from among those who will have submitted their application proposals (hereafter referred to as The Bidder), in accordance with the method of selection specified. The Bidders must familiarize themselves with local conditions and take them into account in preparing their application proposals. To obtain first hand information on the assignment and on the local conditions, bidders are encouraged to visit the Board and seek clarification before submitting an application proposal.

For the category reserved for Persons with Disability (PwDs) target group, SHALL NOT be subjected through the pre-qualification evaluation process.

1.2 Pre-qualification Objective

The main objective is to supply and deliver goods and also provide services under relevant tenders/quotations to the Kenya Tourism Board on ‘as and when required’ during the Financial Year 2015-2017.

Suppliers will be contracted to supply or provide the goods/services for a period of twenty four (24No.) months.

1.3 Invitation of Pre-qualification

Suppliers registered under the Laws of Kenya to supply or provide respective merchandise/services are invited to submit their PRE-QUALIFICATION documents to THE MANAGING DIRECTOR, KENYA TOURISM BOARD so that they can be pre-qualified for submission of quotations/Tenders. The prospective Suppliers are required to supply mandatory information for pre-qualification. For the category reserved for

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1.4 Experience Potential suppliers/contractors must demonstrate the capacity, willingness and commitment to meet the pre-qualification criteria.

1.5 Pre-qualification Document

This document includes questionnaire forms and documents required of prospective suppliers.

1.6 In order to be considered for pre-qualification, prospective suppliers must submit all

the information herein requested. 1.7 Submission of Pre-qualification Documents Original and one (1) copy of the completed pre-qualification data and other requested

information shall be submitted to reach: The Managing Director Kenya Tourism Board P. O. Box 30630-00100 NAIROBI Not later than 18th February, 2016, 12.00 Noon. 1.8 Questions Arising from Documents Questions that may arise from the pre-qualification documents should be directed to

[email protected] 1.9 Additional Information The Board reserves the right to request submission of additional information from

prospective bidders. 2. BRIEF CONTRACT REGULATIONS/GUIDELINES 2.1 Taxes on Imported Materials The Supplier will have to pay all taxes payable as applicable for all imported materials

to be supplied. 2.2 Customs Clearance The contractors shall be responsible for custom clearance of their imported goods and

materials. 2.3 Contract Price

mailto:[email protected]

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The contract shall be of unit price type or cumulative of computed unit price and quantities required. Prices quoted should be inclusive of all delivery charges and taxes.

2.4 Payments All local purchase shall be on credit of a minimum of thirty (30) days or as may be

stipulated in the Contract Agreement. 3. PRE-QUALIFICATION DATA INSTRUCTIONS 3.1 Pre-qualification data forms The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, PQ-7 are to

be completed by prospective suppliers/contractors who wish to be pre-qualified for submission of quotation/tender for the specific category as described.

3.1.1 The pre-qualified application forms which are not filled out completely and submitted

in the prescribed manner will not be considered. All the documents that form part of the proposal must be written in English.

3.2 Qualification 3.2.1 It is understood and agreed that the pre-qualification data on prospective bidders is to

be used by the Board in determining, according to its sole judgment and discretion, the qualifications of prospective bidders to perform in respect to the Tender Category as described.

3.2.2 Prospective bidders will not be considered qualified unless in the judgment of the

Board they possess the capability, experience, qualified personnel available and suitability of equipment and net current assets or working capital sufficient to satisfactorily execute the contract for goods/services.

3.3 Essential Criteria for Pre-qualification 3.3.1 (a) Experience: Prospective bidders shall have experience in the supply of goods,

services and allied items and hence should show competence, willingness and capacity to service the contract.

(b) Prospective supplier requires special experience and capability to organize

supply and delivery of items, or services at short notice. 3.3.2 Personnel The names and pertinent information and CV of the key personnel for individual or

group to execute the contract must be indicated in form PQ-3 3.3.3 Financial Condition

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The Supplier’s financial condition will be determined by latest financial statement submitted with the prequalification documents (last two years Audited accounts or six (6) months current bank statements). Potential suppliers/contractors will be pre-qualified on the satisfactory information given.

3.3.4 Special consideration will be given to the financial resources available as working

capital, taking into account the amount of uncompleted orders on contract and now in progress. Data on Form PQ-4. However, potential bidders should provide evidence of financial capability to execute the contract.

3.3.5 Past Performance Past performance will be given due consideration in pre-qualifying bidders. Letter of

reference from past customers/clients should be included in Form PQ-6 3.4 Statement

Application must include a sworn statement Form PQ-7 by the Tenderer ensuring the accuracy of the information given.

3.5 Withdrawal of Prequalification

Should a condition arise between the time the firm is pre-qualified to bid and the bid opening date which in the opinion of the Board could substantially change the performance and qualification of the bidder or his ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, the Board reserves the right to reject the tender from such a bidder even though he was initially pre-qualified.

3.6 The firm must have a fixed Business Premise and must be registered in Kenya, with

certificate of registration/ incorporation and copies attached. 3.6.1 The firm must show proof that it has paid all its statutory obligations and have a valid

Tax compliance Certificate 3.7 Prequalification Criteria EVALUATION MATRIX Technical Evaluation All the bids admitted at the mandatory evaluation stage shall be subjected to a technical evaluation based on the requirements listed below. The technical evaluation is out of 100% with a pass mark of 60%. Evaluation requirement Evaluation

parameters Weighted % Maximum

score 1. Mandatory requirements Full

submission

Prequalification submission form (Form PQ-2)

Mandatory

Duly completed business Mandatory

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questionnaire (Form PQ-5) Copy of valid Tax compliance

certificate Mandatory

Signed Sworn statement on company letterhead (Form PQ-7)

Mandatory

Copy of Certificate of registration/incorporation

Mandatory

2. Last Two years Audited accounts Mandatory

3. Evidence of Physical Address & Premises. Attach Utility Bills e.g. water bills, electricity bills etc or tenancy agreements

Mandatory

4. Business volume and financial

soundness (Per year)

Over Kshs 10M Over Kshs 5M Above Kshs 1M Below Kshs 1M

20 15 10 5

20

5. Period you have been in Business (attach copy of certificate of business registration/incorporation)

At least 2 years in business

10

10

6. (a)

Supplier relevance and experience Demonstration of dealing

in the category of goods and service tendered for by submitting copies of Local Purchase Order/Service Order or contract

4 LPOs 3LPOs 2LPOs 1LPO

20 15 10 5

20

(b) Relevant qualification and experience of supervisory key personnel

Over 4 staff 3 staff 2 staff

10 5 2

10

7. Five (5) corporate Clients reference letters in their letterheads

Full submission

20 20

8. (a)

Declaration that you are not insolvent, in receivership, bankrupt or in the process of being wound up and is not subject to legal proceedings

Full submission in your company letterhead

5 5

(b) Declaration that you are not an employee of Kenya Tourism Board, or a member of the Board or Committee of Kenya Tourism Board


5 5

(c ) Declaration that you are not a Full 5 5

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Minister, Public Servant or member of a Board Committee of any Government or a person appointed to any position by the President or a Minister.

submission in your company letterhead

(d) Declaration that you are not a person, a corporation who is related to the person described in (8) above


5 5

ADDITIONAL INFORMATION REQUIRED FOR GROUND TRANSFER/TRANSPORT SERVICES

Evaluation requirement Evaluation parameters

Weighted % Maximum score

Mandatory requirements Full submission 1. Copy of valid license from

(a)Tourism Regulatory Authority (TRA) and, (b) KATO member

Mandatory

2. Must have existing business experience with the tourism trade in at least three markets which form Kenya’s target markets (Germany, France, Italy, Spain, United Kingdom, United States, Australia, China, India, Canada, Scandinavia, Benelux, UAE, South Africa, Nigeria, Russia, and Czech Republic). Provide three (3) reference letters

6 6

3. Indicate the type of quality management system that is in place to ensure delivery of quality service

4 4

4. (a)Provide a list of at least 10 fleet and type of vehicles that you have at your disposal

10 10

(b) Vehicles must not be older than 5 years. Indicate the year of manufacture

10 10

5. Provide a list of at least 10 driver guides and their CVs to demonstrate their qualification, experience and professionalism with at least five years of service in the tourism industry

20 20

6. The driver guides must have attained at least Silver level certification by Kenya Professional Safari Guides

10 10

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Association (KPSGA) or demonstrate attainment of any equivalent from international safari guides standards (attach a copy of certificate)

3.8 To be prequalified/registered, a prospective bidder should have 60% N.B: THE BID DOCUMENTS MUST BE BOUND TOGETHER

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FORM PQ-1 REGISTRATION DOCUMENTS The following are to be attached:- 1. Copy of Certificate of Registration. 2. Copy of VAT Registration Certificate. 3. A valid Tax Compliance Certificate from Kenya Revenue Authority (failure to produce

this certificate to prove compliance, will lead to automatic disqualification thus no further evaluation of your application).

4. Copy of Pin Certificate of firm. 5. Copy of current business License. 6. A list and contact details of directors For the special target group (Persons with Disability) duly registered with the National Treasury will not be subjected to further pre-qualification. However, the following is required: 1. Registration certificate with the National Treasury-Directorate of Public Procurement

(AGPO certificate)

2. A detailed company profile

3. Duly filled business questionnaire (Form PQ-5)

4. Duly filled application form (Form PQ-2)

5. Complete and duly signed Tender Securing Form (Form PQ-8)

6. A list and contact details of directors

(Mandatory)

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FORM PQ-2 - PRE-QUALIFICATION DATA REGISTRATION OF SUPPLIERS APPLICATION FORM I/We ………………………………………………………… hereby apply for registration as supplier(s) (Name of Company/Firm) of …………………………………………………………………………………………………………………………..

(Item Description) ………………………………………………………………………………………………………………………………

(Category No.) Post Office Address ………………………………………………………………………………………………….

Town ……………………………………………………………………………………………………………………..

Street ……………………………………………………………………………………………………………………..

Name of building …………………………………………………………………………………………………….

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

Telephone Nos. …………………………………Fax.……………………………………email ……………….

Full Name of applicant …………………………………………………………………………………………….

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

2. Organization & Business Information

Chief Executive/Managing Director ………………………………………………………………

Marketing/Sales Manager ……………………………………………………………………………..

Accountant ……………………………………………………………………………………………………

Secretary ………………………………………………………………………………………………………

Other ……………………………………………………………………………………………………………

Partnership (if applicable)

Names of Partners…………………………………………………………………………………….. 3. Business founded or incorporated ……………………………………………………………...........

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4. Under present management since ……………………………………………………………………..

5. Net worth equivalent Kshs. ……………………………………………………………………………….

6. Bank reference and address ………………………………………………………………………………

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

7. Sister company reference and address ……………………………………………………………

8. Enclose copy of organization chart of the firm indicating the main fields of

activities …………………………………………………………………………………………………………

9. State any technological innovations or specific attributes which distinguish you

from your competitors ………………………………………………………………………………………

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

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

10. Indicate terms of trade/sale

(Mandatory)

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PQ-3 SUPERVISORY KEY PERSONNEL Name …………………………………………………………………………………………………………………

Age …………………………………………………………………………………………………………………….

Academic Qualification ………………………………………………………………………………………..

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

Professional Qualification …………………………………………………………………………………….

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

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

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

(Attach copies of certificates/CV of key personnel in the organization)

(20 Points)

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PQ-4 - FINANCIAL POSITION

(1) Attach a copy of firm’s two certified audited books of Accounts for the last two (2)

years or Certified bank statements for the last six months

(20 Points)

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FORM PQ-5

CONFIDENTIAL BUSINESS QUESTIONNAIRE (S33)

You are requested to give the particulars indicated in Part I 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 I- 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

………………………………………………………………………………………….

………………………………………………………………………………………….

………………………………………………………………………………………….

…………………………………………………………………………………………..

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. ………………………………………………………………………………………….

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*if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration.

NOTE: Special target group MUST also dully fill this as a requirement

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

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FORM PQ-6 - PAST EXPERIENCE

NAMES OF THE APPLICANTS CLIENTS IN THE LAST TWO YEARS

AND VALUES OF CONTRACT/ORDERS

1. Name of 1st Client (Organization) i) Name of Client (organization) …………………………………………………………

ii) Address of Client (organization) ………………………………………………………

iii) Name of Contact Person at the client (organization) …………………………..

iv) Telephone No. of Client ……………………………………………………………………

v) Value of Contract …………………………………………………………………………….

vi) Duration of Contract (date) ……………………………………………………………..

(Attach documental evidence of existence of contract)

2. Name of 2nd Client (organization)

i) Name of Client (organization) …………………………………………………………







3. Name of 3rd Client (organization)















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(20 Points)

N:B Reference letters on client letterheads from Five (5) major clients that the bidders are

currently doing business with for the past two (2) calendar years , and details of contact persons.

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FORM PQ-7 - SWORN STATEMENT (Full submission in your company letterhead)

Having studied the pre-qualification information We/I hereby state:

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

b. That in case of being pre-qualified, we acknowledge that this grants us the right to

participate in due time in the submission of a tender or quotation on the basis of provisions in the tender or quotation documents to follow.

c. We will not engage in corrupt practices with the Board/Members of Staff.

d. We have not been debarred from participating in Public Procurement

Proceedings.

e. We are not an employee of Kenya Tourist Board, or a member of the Board or committee of Kenya Tourist Board

f. We are not a Minister, Public Servant or any Government or any department of the Government or a person appointed to any position by the President or a Minister

g. We are not a person, including a corporation who is related to the person described in (e) and (f) above

h. When our legal, technical or financial conditions or the contractual capacity of the

firm changes, we volunteer to inform you of the status and acknowledge your right to review the pre-qualification made.

i. We are not be insolvent, in receivership, bankrupt or in the process of being wound up and

is not subject of legal proceedings related to the foregoing Date ………………………………………………………………………………………… Applicant’s Name ………………………………………………………………… Represented by ………………………………………………………………………… Signature ………………………………………………………………………………… (Full name and designation of the person signing and stamp or seal)

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FORM PQ–8 TENDER SECURING DECLARATION FORM (To be filled by special target group only) [The Bidder shall complete this form in accordance with the instructions indicated] Date: [insert date (as day, month and year) of Bid Submission] Tender No. [insert number of bidding process] To: [insert complete name of Purchaser] We, the undersigned, declare that:

1. We understand that, according to your conditions, bids must be supported by a Bid-Securing Declaration.

2. We accept that we will automatically be suspended from being eligible for bidding in any contract with the Purchaser for the period of time of [insert number of months or years] starting on [insert date], if we are in breach of our obligation(s) under the bid conditions, because we – (a) Have withdrawn our Bid during the period of bid validity specified by us in the

Bidding Data Sheet; or (b) Having been notified of the acceptance of our Bid by the Purchaser during the period

of bid validity, (i) Fail or refuse to execute the Contract, if required, or (ii) Fail or refuse to furnish the Performance Security, in accordance with the ITT.

3. We understand that this Bid Securing Declaration shall expire if we are not the successful

Bidder, upon the earlier of (i) Our receipt of a copy of your notification of the name of the successful Bidder; or (ii) Twenty-eight days after the expiration of our Tender

4. We understand that if we are a Joint Venture, the Bid Securing Declaration must be in the

name of the Joint Venture that submits the bid and the Joint Venture has not been legally constituted at the time of bidding, the Bid Securing Declaration shall be in the names of all future partners as named in the letter of intent.

Signed: [insert signature of person whose name and capacity are shown] in the capacity of [insert legal capacity of person signing the Bid Securing Declaration] Name: [insert complete name of person signing the Bid Securing Declaration] Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder] Dated on……………………day of …………………, ……………….. [insert date of signing]