KENYA COMMERCIAL BANK LTD PRE-QUALIFICATION …€¦ · PREQUALIFICATION OF MORTGAGE CONSORTIUM...

Confidential Pre-Qualification of Mortgage Consortium Firms

KENYA COMMERCIAL BANK LTD

PRE-QUALIFICATION OF MORTGAGE

CONSORTIUM FIRMS FOR CONSTRUCTION

PROJECTS

Release Date: 10th March, 2015

Last Date for Receipt of bids: 27th March, 2015. 3PM (in Nairobi, GMT

+3)


TABLE OF CONTENT

1. KENYA COMMERCIAL BANK BACKGROUND .................................................................. 4

2. IMPORTANT NOTES TO SUPPLIERS ......................................................................................... 4

1. INTRODUCTIONS .................................................................................................................... 6

1. AREA OF INTEREST .................................................................................................................. 7

2. COMPANY INFORMATION .................................................... Error! Bookmark not defined.

3. FINANCIAL ............................................................................................................................ 12

4. QUALITY ASSURANCE .......................................................................................................... 13

5. STAFF EMPLOYED ................................................................................................................. 13

6. EXPERIENCE AND TRADE REFERENCES .............................................................................. 13

7. TOOLS AND EQUIPMENTS .................................................................................................... 14

8. PROFESSIONAL ORGANISATION ........................................................................................ 14

9. INSURANCE ........................................................................................................................... 14

10. BRANCH NETWORKS ........................................................................................................ 14

11. HEALTH, AND SAFETY AGENDA ...................................................................................... 14

12. ENVIRONMENTAL POLICY ............................................................................................... 15

13. SUSTAINABILTY POLICY..................................................................................................... 15

14. SOCIAL SECURITY CONTRIBUTIONS AND TAXES ............................................................ 16

15. BUSINESS PROBITY AND LITIGATION MANAGEMENT .................................................... 16

16. CLARIFICATION ON PREQUALIFICATION DOCUMENT ................................................. 18

17. DECLARATION .................................................................................................................. 19


PREQUALIFICATION OF MORTGAGE CONSORTIUM FIRMS FOR CONSTRUCTION PROJECTS

ISSUE OF PREQUALIFICATION DOCUMENT TO PROSPECTIVE BIDDERS

This form is to be completed on receiving the document by e-mail, the page is to be

completed and faxed immediately to fax number +254 20 2240977 or a scan copy e-

mailed to [email protected]. Firms that do not register their interest in this manner

will not be sent the Prequalification addenda should any arise.

Item Supplier Details

Name of Person

Organization Name

Postal Address and Physical

location

Tel No

Fax No

Email Address (this e-mail

address should be clearly

written as communication with

bidders shall be through e-

mail)

Signature:

Date:

Company Stamp

mailto:[email protected]


1. KENYA COMMERCIAL BANK BACKGROUND

The Kenya commercial Bank Limited is incorporated in Kenya and is a leading

commercial banking group in the East African region, renowned for its diversity and

growth. It has other subsidiaries; Kenya KCB (Tanzania) limited, a banking subsidiary

operating in Tanzania, KCB (Uganda) limited, a banking subsidiary operating in

Uganda, KCB (Sudan) limited, a banking subsidiary operating in Sudan , KCB (Rwanda)

limited, a banking subsidiary operating in Rwanda and KCB Burundi.

This document constitutes the formal prequalification of MORTGAGE CONSORTIUM

FIRMS FOR CONSTRUCTION PROJECTS

The prequalification document is being sent out on Open tender basis to all interested

vendors.

All bidders should have past experience of carrying out Mortgage Consortium Advisory

services for Construction Projects.

Please read through this document carefully and provide requested information

together with all supporting documents.

2. IMPORTANT NOTES TO SUPPLIERS

a) The purpose of this document is to assist Kenya Commercial Bank in the

identification and evaluation of potential suppliers who may subsequently be

invited to tender for Mortgage Consortium Advisory services for Construction

Projects

b) Prospective vendors must have experience of similar consultancy/advisory services

to banks and financial institutions of similar size and complexity and must

demonstrate the willingness and commitment to meet prequalification criteria as

per the questionnaire below.

c) In order to simplify this process, you need to provide certified copies of all

supporting documents requested under the questionnaire, for example, audited

accounts, registration and compliance certificates, statements and policies

among others listed.

d) You may also be asked to clarify your answers or provide more details. Please

answer every question. If the question does not apply to you please write N/A; if

you don’t know the answer please write N/K.


e) Failure to complete this questionnaire and/or to provide written answers to

any further questions or requests for additional information or requests for

clarification will result in the supplier's elimination from further consideration.

f) Please note that by responding to this questionnaire you accept that all

answers provided in this questionnaire are legally binding on the supplier and

should the need arise, may be used as evidence in any court of law, which

has jurisdiction. Further, Kenya Commercial Bank reserves the right without

further recourse to verify at its own cost the accuracy of any answers

provided herein.

g) All expenses and costs incurred by a respondent in connection with this

prequalification, for preparation and lodging for submission (without

limitation) shall be the sole responsibility of the respondent.

h) Nothing in the pre-qualification shall be construed to give rise to contractual

obligations with the Bank.

i) Without limiting its right at law or otherwise Kenya Commercial Bank, may at its

absolute discretion, suspend or defer this prequalification process.

j) Where necessary and if insufficient space has been provided on the

questionnaire for the answers, please provide the answers as supplements on

separate sheets.


SUPPLIER PRE-QUALIFICATION QUESTIONNAIRE

SECTION 1 INSTRUCTION TO PROSPECTIVE SERVICE PROVIDERS

1. INTRODUCTIONS

a) Please provide information as requested in this questionnaire. Items that are

not applicable should be marked as N/A.

b) A response will be invalid unless signed and stamped in section 14.

c) To qualify for consideration, the response must be received by Procurement

Dept.

d) The proposals Must be delivered on or before 27th March, 2015 by 3:00 pm.

Any bid received by the Bank after this deadline will be rejected.

Please send your response to the address below.

Head of Procurement

Kenya Commercial Bank Ltd

P.O. Box 48400, 00100

NAIROBI

The envelope should be marked “PREQUALIFICATION OF MORTGAGE CONSORTIUM

FIRMS FOR CONSTRUCTION PROJECTS”

d) Responses should bear the same numbering as in this document.

e) Please bind your response before submitting.

f) Email submissions will not be considered


SECTION 2 – QUESTIONNAIRE

1. BACKGROUND

The Kenya commercial Bank Limited is incorporated in Kenya and is a leading

commercial banking group in the East African region, renowned for its diversity and

growth. It has other subsidiaries; Kenya KCB (Tanzania) limited, a banking subsidiary

operating in Tanzania, KCB (Uganda) limited, a banking subsidiary operating in

Uganda, KCB (Sudan) limited, a banking subsidiary operating in Sudan , KCB (Rwanda)

limited, a banking subsidiary operating in Rwanda and KCB Burundi.

Kenya Commercial Bank (KCB) Mortgage Division intends to get involved in the supply

side of the real estate industry by undertaking real estate developments including

conceptualizing, designing, developing and constructing houses, commercial, retail

and industrial properties either directly through subsidiaries, entering into joint ventures

with land owners or on behalf of clients in a seamless and convenient manner that

includes the designing, financing, building and delivering the finished real estate

projects and products.

2. TERMS OF REFERENCE

To achieve the above KCB is desirous of partnering with various consultants and

consortia of professionals in the realization and the implementation of the envisaged

projects. The CONSORTIUM is a group of consultants who are involved in and has the

capacity to undertake the design, development and delivery of real estate projects.

The CONSORTIUM will bring together professionals who are involved in key processes of

the design, development, construction and delivery of Real Estate Projects and

Products who shall work together with KCB in ensuring a seamless , efficient and

convenient manner of delivering Real Estate Projects and Products. The professionals

will include the following;-

i. Architects

ii. Quantity Surveyors

iii. Civil/Structural engineers

iv. Electrical Engineers

v. Mechanical Engineers

vi. Land Surveyors

vii. Physical planners

viii. Environmental Impact Assessment Lead Experts

KCB shall arrange for financing Projects and may provide financing in part or in full

including equity participation in the development vehicle, mezzanine, bridging finance

or other debt financing to the project, arrange or syndicate lending to the Project by

other investors and/or lenders as well as mortgage financing to the off takes of the Real

Estate Products.

Before the commencement of any work or construction of a Real Estate Product, KCB

shall enter into a Design & Build Agreement with the Consortium in a form and content


as developed and/or approved by KCB. Nothing in this IFQ or any dealings whatsoever

by KCB shall constitute a warranty by KCB of any services, obligations or dealing by the

CONSORTIUM or any of its consortium members and the CONSORTIUM agrees to

indemnify KCB against any action or claim filed against the parties herein arising from

this RFP.

3. PREQUALIFICATION REQUIREMENTS

Firms willing to be considered for the Prequalification of Mortgage Consortiums for

Construction Projects are expected to furnish the Bank with among others the following

vital information, which will be treated in strict confidence by the Bank.

3.1. Company Profile

a) Provide a Company Profile and specify whether the company is a sole

proprietorship, partnership or registered company

b) The consortium and the joint venture partners must attach copies of certificate

of incorporation; PIN Certificates; valid Tax compliance certificates; list of

directors (form CR12); Copy of signed joint venture memorandum

c) Demonstrate experience in offering mortgage financing advisory services for

construction projects.

d) Provide a Detailed approach/methodology of how your firm/Consortium

conducts such advisory services.

3.2. Professional Qualifications

The firm must demonstrate experience of suitably qualified personnel to fill the following

positions. The firm must attach copies of Curriculum Vitae (CV’S) for the proposed team

clearly demonstrating experience and registration by relevant professional bodies.

Role Minimum experience (years)

Architect 10

Quantity Surveyor 10

Structural/Civil Engineer 10

Mechanical Engineer 10

Electrical Engineer 10

Land Surveyor 10

Physical Planner 10

EIA, Lead Expert 5

3.3. Joint ventures Requirements

Joint ventures must comply with the following:

If a consortium is expressing interest as a joint venture, please give the full name of the

other organization clearly indicating the lead partner and submit all the relevant

mandatory requirements (the proposed consortium partners should also complete this

questionnaire in its entirety)


a) The lead partner shall meet not less than (90%) of all the qualifying criteria in this

questionnaire.

b) The other partners shall meet individually not less than (80%) of all the qualifying

criteria in this questionnaire.

c) Individual members must each satisfy the requirements and submit all the

relevant requested documentation in this questionnaire.

d) The formation of a joint venture after submission of proposals and any change in

a prequalified joint venture will be subject to the written approval of KCB. Such

approval may be denied if:-

i. Partners withdraw from a joint venture and the remaining partners do not

meet the qualifying requirements.

ii. The new partners to a joint venture are not qualified, individually or as a joint

venture;

e) Proposals shall be signed by all partners so as to legally bind all partners, jointly

and severally, and shall be submitted with a copy of the joint venture agreement

providing the joint and several liabilities with respect to the contract.

f) The pre-qualification of a joint venture does not necessarily prequalify any of its

members individually as a member in any other joint venture or association. In

case of dissolution of a joint venture, each one of the constituent firms will

considered for prequalification if it meets all the prequalification requirements,

subject to a written approval of KCB.

3.4. Public Sector companies

Public owned enterprises 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.

3.5. Conflict of Interest

The applicant (including all members of a joint venture) 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 project, 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.


No. PARTICULARS RESPONSE

3.6.

Full name of organization:_______________________________________________________

Is your organisation (Please

answer Yes or No)

Question

i) A public limited company? If yes, please

attach copies of the company’s

memorandum of association and articles

including any change of name

Response

ii) Public listed company? If yes, attach

copies as (i) above

iii) A limited company? If yes, attach copies

as (i) above

iv) A partnership? If yes attach partnership

deed

v) A sole trader? If yes attach business

certificate

vi) other (please specify)

3.7. Date of Registration of your company (Attach a copy of certificate of incorporation):

3.8. Full physical address of principal place of business:

Full postal address of the principal place of

business(include the postal code):

3.9. Registered address if different from the above:

Map: Provide a description of significant features /

roads next to the business premises.

3.10. Office telephone number(s)

Landline:

Mobile:


3.11. Fax number:

3.12. E-mail address:

3.13. Website address (if any):

3.14. Company Tax PIN: (Kindly Provide a copy of the PIN

Certificate)

3.15. VAT Registration number: (Kindly provide a copy of the

VAT Certificate)

3.16. Tax Compliance certificate (Kindly provide a current

copy of Tax Compliance certificate)

3.17. Compliance with statutory payments i.e. NSSF and

NHIF (please attach evidence of payments for the

company staff)

3.18. Prove of registration with the relevant government

Ministry (Must indicate registration by the relevant

statutory body/Ministry clearly indicating which

category where applicable) Attach copy of current

registration certificate.

3.19. Period in which you have been in the specific business

for which you wish to be prequalified.

3.20. Names of the Shareholders, All directors and Partners

(Please indicate the citizenship of the directors)

Kindly provide original copy of an official search report

issued by the Registrar of Companies showing the

directors and shareholders of the company

(Companies For CR 12). The report should not be

more than two months old.

3.21. Associated companies(if any)

Appointed dealers (if any)

3.22. Provide the name of company’s certified

Secretary/Auditors

3.23. Please provide a copy of the most recent annual

return together with a filing receipt.


3.24. Name of (ultimate) parent/holding company (if this

applies):

3.25. Companies Registry number of parent/holding

company (if this applies):

3.26. If a consortium is expressing interest, please give the

full name of the other organization(the proposed

consortium partners should also complete this

questionnaire in its entirety)

3.27. Contact person within the organization to whom

enquiries about this prequalification should be

directed:

NAME:

TITLE

TELEPHONE

Office:

Mobile:

FAX:

EMAIL:

4. FINANCIAL

a) Please provide copies of Audited account for the past three years for the

consortium and all the partners in a joint venture.

b) Please indicate your annual turnover for the last 3 years. If your company

is part of a group, please give figures for both the group and subsidiary

company (use the table below).

CATEGORY YEAR YEAR YEAR

Gross Revenue

Operating Profit

Total Current

Assets

Total Non-current

Assets

Total Current

Liabilities

Total Non-current

Liabilities


c) Please give details of your bankers and number of years you have

operated the accounts.

5. QUALITY ASSURANCE

a) Please provide details of any quality assurance accreditation that your

company holds, e.g. ISO 9000 certifications and a copy of your quality

manual. If no accreditation held, please provide a description of your

quality system.

b) Please provide details of any quality accreditations for which you have

applied.

c) Please state what awards, if any, your company has been awarded.

6. STAFF EMPLOYED

a) Please indicate the number of permanent and contract staff employed

by the organization in Kenya.

b) Please indicate the number of dedicated staff directly involved in the

provision of the service to which this questionnaire relates.

c) What is your percentage staff turnover for the last 3 years?

d) Please indicate what policies you adopt in assessing the competence of

staff to be employed.

7. EXPERIENCE AND TRADE REFERENCES

a) Evidence of firm's/Consortium’s past experience in offering similar mortgage

consultancy service in the area specified to banks or financial institutions.

b) Evidence of accreditation if applicable

Please provide in the table below details of at least five (5) top customers

that the firms has partnered with to provide mortgage consortium service

over the last five (5) years, or that are relevant to this prequalification

document.

Attach copies of LPO’s, Letters of award/signed contracts. Note that the

referees may be contacted without further references to you.

No

Customer

Organization

(name)

Customer

contact

name and

phone

number

Contract

reference and

brief

description:

Date

contract

awarded

Date

contract

Completed

/ in

progress

Value of

Contract:

(KES/USD)

1

2

3


4

5

8. TOOLS AND EQUIPMENT

a) Please provide list of tools and equipment which the company utilizes in

conducting similar assignments. The firm should provide adequate information

to demonstrate clearly that the applicant has the necessary tools and

equipment to meet the requirements as specified in this prequalification

questionnaire.

b) Please indicated the location of your organization and provide prove of

ownership.

NOTE:

Site visits will be conducted to confirm the above.

9. PROFESSIONAL ORGANISATION

Please indicate which professional or trade bodies your company belongs to

and any relevant industry awards.

10. INSURANCE

Please indicate which insurance policies your company holds with relevant limits

of indemnity.

11. BRANCH NETWORKS

Please provide number of locations of offices in Kenya in which you operate in.

12. HEALTH, AND SAFETY AGENDA

a) Please provide details of your company policy on Health and safety at

work.

b) Who in your company provides Health & Safety advice?

c) How do you assess the Health & Safety competence of employees and

contractors?


13. ENVIRONMENTAL POLICY

a) Does your company have a director/person responsible for the

environmental performance of the company?

b) Does your company have an environmental policy statement committing

the company to a program of improvement in its environment? If so,

Please provide copy of policy.

c) Does the policy statement extend to the products and services supplied?

d) Does your company have environmental management system? If yes,

please outline its major elements.

e) Does your company set environmental performance targets and

objectives?

f) Does your company formally report on progress towards meeting these

objectives?

g) Does your company have a Green agenda policy? If so please provide a

copy of the Policy.

14. SUSTAINABILTY POLICY

a) Does your company have a Director responsible for sustainability

performance of the company?

b) Does your company have sustainability policy statement committing the

company to a programme of improvement in its sustainability? If so,

Please provide copy of policy.

c) Does the policy statement extend to the products and services supplied?

d) Does your company have sustainability management system? If yes,

please outline its major elements

e) Does your company set sustainability performance targets and

objectives?

f) Does your company formally report on progress towards meeting these

objectives?


15. SOCIAL SECURITY CONTRIBUTIONS AND TAXES

a) Is your company fully compliant and up to date in its payment of all taxes,

including income tax, National Insurance contributions and other statutory

payments?

16. BUSINESS PROBITY AND LITIGATION MANAGEMENT

Please confirm whether any of the following questions applies to your

organization: Note that failure to disclose information relevant to this section

may result in your exclusion as a potential Kenya Commercial Bank supplier.

No. PARTICULARS RESPONSE

16.1

Is the organization bankrupt or being wound up, having its affairs administered by the court, or have you entered into an arrangement with creditors, suspended business activities or any analogous situation arising from similar proceedings in Kenya or the country in which it is established?

16.2

Please provide a statement of any

material pending or threatened

litigation or other legal proceedings

where the claim is of a value in excess

of KES 500,000/= (equivalent to USD

6,250)

16.3

Has any partner, director, shareholder or employee whom you would

propose to use to deliver this service been convicted of an offence

concerning his professional conduct?

16.4

Please state if your organization or

any of its shareholders, directors, or

employees has ever been the subject

of public allegations, under

investigation, charged, prosecuted, or

convicted, has had its assets blocked,

seized or frozen or has a judgment

entered against in respect of national

or international law relating to the

following;


Money laundering, economic crime,

corruption, bribery, terrorism & any

other economic offence

16.5

Has the organization been charged for not fulfilling its obligations

relating to the payment of any statutory deductions or contributions

including income tax as required under Kenyan law or the laws of the

country in which it is established?

16.6

Please state if any Director

shareholder/ Partner and / or

Company Secretary of the

Organization is currently employed or

has been employed in the past three

years by Kenya Commercial Bank

16.7

Please state if any Director / Partner

and / or Company Secretary of the

Organization has a close relative who

is employed by Kenya Commercial

Bank and who is in a position to

influence the award of any supply. For

purpose of pre-qualification process

close relative refers to parents,

siblings, spouse or children

16.8 Please state if your organization, any

predecessor to your organization or

any member of your organization is

currently a party to any litigation that

is in progress or has been within the

last three years that is directly related

to the conduct of your business.

16.9 Please state if your organization or

any of its shareholders, directors or

employees has ever offered gifts or

bribes to facilitate award of business

or to facilitate payments or to obtain

business advantage.


17. CLARIFICATION ON PREQUALIFICATION DOCUMENT

All correspondence related to the contract shall be made in English. Any

clarification sought by the bidder in respect of the project shall be addressed at

least Five (5) working days before the deadline for submission of bids, in writing to

the Head of Procurement.

The last date for receipt of requests for clarifications from bidders is Friday 20th

March, 2015

The Clarification Template is as follows:-

Company Name:

Contact Person: (primary Supplier contact)

E-mail:

Phone:

Fax:

Document Number/Supplier

# Date Section/ Paragraph(2) Question

1

2

3

(1) Question (s) mailing Date.

(2) From the KCB Document.

The queries and replies thereto shall then be circulated to all other prospective

bidders (without divulging the name of the bidder raising the queries) in the form

of an addendum, which shall be acknowledged in writing by the prospective

bidders.

Enquiries for clarifications should be sent by e-mail to: [email protected]

mailto:[email protected]


18. DECLARATION

Please complete the declaration below and attach this document in it’s entirety

to your response. Also ensure that you have indicated the areas of interest and

that you have answered all questions in the same order and numbering as given

in this document.

I/we certify that the information provided in response to this Questionnaire is

accurate and complete as at the date set out below.

I/we understand that the provision of false information in response to this

Questionnaire could result in the Company being excluded from the list of those

who may be invited to tender for a contract with Kenya Commercial Bank Ltd.

I/we undertake to inform Kenya Commercial Bank Ltd promptly following any

matter which would alter or add to any of the information given in response to

this Questionnaire.

I/we make this declaration for and on behalf of the Company.

Signed: ………………………………………

Name: …………………………………………

Position: ………………………………………

Date: ……………………………..………….

Company stamp

________________________________________________________________________

KENYA COMMERCIAL BANK LTD PRE-QUALIFICATION …€¦ · PREQUALIFICATION OF MORTGAGE CONSORTIUM...

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Transcript of KENYA COMMERCIAL BANK LTD PRE-QUALIFICATION …€¦ · PREQUALIFICATION OF MORTGAGE CONSORTIUM...