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NATIONAL CEREALS AND PRODUCE BOARD

TENDER NO:NCPB/PREQ/30/2015-2016

APPLICATION DOCUMENT FOR REGISTRATION/PRE-QUALIFICATION OF

SUPPLIERS FOR FINANCIAL YEAR 2016-2017

APPLICATIONS OPEN FOR BOTH ESTABLISHED AND YWPD FIRMS

APPLICATION/CATEGORY NO:………………………………………………………………..

APPLICATION/CATEGORY NAME……………………………………………………………

NAME OF THE FIRM………………………………………………………………….………

ADDRESS……………………………………………………………………………..………..

OFFICIAL EMAIL:………………………………………………………………………..……

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TABLE OF CONTENTS

SECTION I

Introduction to Invitation………..…….................................…..…..…………………….………………… 3

SECTION II

Instructions to applicants....................................................................................................................... 8

SECTION III

Letter of Application ……………………………..……….......................................……………………....13

SECTION IV

Pre-qualification Business Questionnaire Form TI …….…………………………………………………….15

Staff strength Form TII.............................................................................................................................18

Asset/Equipment Capability Form TIII...................................................................................................17

Litigation History Form TIV.......................................................................................................................20

Pre-qualification Declaration Form TV.................................................................................................21

Terms of Payment Declaration Form TVI..............................................................................................22

Declaration of Factuality of Information Form T VII............................................................................23

SECTION V

Application submission checklist form ……………………………………………………………………….24

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SECTION I: INTRODUCTION TO INVITATION

1.0 The National Cereals and Produce Board (hereinafter referred to as NCPB or the Board) invites sealed applications from

Established firms pursuing establishment for:-

NO

TENDER NO. DESCRIPTION OF CATEGORY SPECIAL CONDITION (Where applicable)

ELIGIBLE GROUP

A: PREQUALIFICATION FOR SUPPLY AND DELIVERY OF GOODS

1. NCPB/PQ/01/2016-2017 Supply and delivery of furniture and fittings and

office accessories

Established firms

2. NCPB/PQ/02/2016-2017 Supply and delivery of staff uniforms, protective

clothing/gear, aprons e.t.c.

Youth, Women

and Persons

Disability

(YWPD)

3. NCPB/PQ/03/2016-2017 Supply and delivery of tarpaulins YWPD

4. NCPB/PQ/04/2016-2017 Supply and delivery of motor vehicle tyres,

tubes and batteries

OPEN

5. NCPB/PQ/05/2016-2017 Supply and delivery of general office stationery OPEN

6. NCPB/PQ/06/2016-2017 Supply and delivery of milk OPEN

7. NCPB/PQ/07/2016-2017 Supply and delivery of tissue papers,

detergents, cleaning materials and air

fresheners

YWPD

8. NCPB/PQ/08/2016-2017 Supply and delivery of computers, printers,

network equipment and computer software

Proof of

dealership/Manufacturer’s

authorization

OPEN

9. NCPB/PQ/09/2016-2017 Supply and delivery of grain grading

equipment, moisture meters, grading scales,

grain sampling probes, dockage and sample

dividers

Established firms

10. NCPB/PQ/010/2016-2017 Supply and delivery of motor vehicle spare

parts

Proof of

dealership/Manufacturer’s

authorization

OPEN

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11. NCPB/PQ/011/2016-2017 Supply and delivery of building construction

tools, materials and related general hardware

items

OPEN

12. NCPB/PQ/012/2016-2017 Supply and delivery of computer, printer and

photocopier consumables e.g. tonners and

cartridges

OPEN

13. NCPB/PQ/013/2016-2017 Supply and delivery of general electrical items YWPD firms

14. NCPB/PQ/014/2016-2017 Supply and delivery of specialized electrical

parts for plant and machinery

Established firms

15. NCPB/PQ/015/2016-2017 Supply and delivery of weighing scales and

weighbridges spare parts

Established firms

16. NCPB/PQ/016/2016-2017 Supply and delivery of grain pest control

chemicals, fumigation sheets and other

materials

Certificate of registration of

the products with relevant

certifying/regulatory

bodies

Established firms

17. NCPB/PQ/017/2016-2017 Supply and installation of aflatoxin testing

facility and Elisa Kits

Established firms

18. NCPB/PQ/018/2016-2017 Supply and delivery of printed rice packaging

materials

OPEN

19. NCPB/PQ/019/2016-2017 Supply and delivery of printed source

documents, security cheques, diaries,

calendars, in-house magazines, brochures and

business cards

OPEN

20. NCPB/PQ/020/2016-2017 Supply and delivery of assorted mobile phone

scratch and calling cards

YWPD

21. NCPB/PQ/021/2016-2017 Supply and delivery of newspapers, magazines

and periodicals

YWPD

22. NCPB/PQ/022/2016-2017 Supply and delivery of new branded woven

polypropylene (PP)bags x 50 Kg

OPEN

23. NCPB/PQ/023/2016-2017 Supply and delivery of food commodities

(Sindano Rice, Maize Flour, Wheat flour, green

grams, Reconstitutable food products etc)

YWPD

B: PREQUALIFICATION FOR PROVISION OF SERVICES

24 NCPB/PQ/024/2016-2017 Provision of general printing, graphic design, OPEN

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artists for murals, styropol cutting and sign

writing services

25 NCPB/PQ/025/2016-2017 Provision of air travel and ticketing services Proof of registration with

relevant

certifying/regulatory

bodies

YWPD

26 NCPB/PQ/026/2016-2017 Provision of auctioneering services Proof of registration with

relevant

certifying/regulatory

bodies

Established firms

27 NCPB/PQ/027/2016-2017 Provision of event management, outside

catering services

YWPD

28 NCPB/PQ/028/2016-2017 Provision of sanitary services Established firms

29 NCPB/PQ/029/2016-2017 Provision of legal services i. Class and area of

jurisdiction

ii. Current practicing

certificate and proof of

professionalism and

accreditation to

professional bodies

Established firms

30 NCPB/PQ/030/2016-2017 Provision of branding services; caps, banners,

posters and flyers

YWPD

31 NCPB/PQ/031/2016-2017 Provision of weighing, bagging, ship cleaning

and trimming services at the Port of Mombasa

Established firms

32 NCPB/PQ/032/2016-2017 Supply of PA address system YWPD

33 NCPB/PQ/033/2016-2017 Provision of repairs and maintenance of ICT

equipment’s, computers, printers, ETR

machines, UPses, Telephones, Faxes and

photocopiers

OPEN

34 NCPB/PQ/034/2016-2017 Repair and servicing of motor vehicles by

garages

OPEN

35 NCPB/PQ/035/2016-2017 Provision of inspection services for imported

goods at the Port of Mombasa

Established firms

36 NCPB/PQ/036/2016-2017 Provision of consultancy services such as

employee satisfaction, work environment, in-

Established firms

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house training and capacity building.

37 NCPB/PQ/037/2016-2017 Provision of valuation and tagging of assets

services.

Licences from relevant

certifying /regulatory

bodies

Established firms

38 NCPB/PQ/038/2016-2017 Provision of debt collection and asset recovery

services.

Licences from relevant

certifying /regulatory

bodies

Established firms

39 NCPB/PQ/039/2016-2017 Provision of land surveying services Licences from relevant

certifying /regulatory

bodies

Established firms

40 NCPB/PQ/040/2016-2017 Provision of consultancy services for

development of various policies eg partnership

/ collaboration with private and public sector,

agency business etc

OPEN

C: PREQUALIFICATION OF WORKS CONTRACTORS

41 NCPB/PQ/041/2016-2017 Repair and maintenance of buildings. Established firms

42 NCPB/PQ/042/2016-2017 Electrical works contractors Established firms

43 NCPB/PQ/043/2016-2017 Building, mechanical and civil contractors Valid Classification and

approval from National

Construction Authority

Established firms

44 NCPB/PQ/44/2016-2017 Architectural, Mechanical and civil

consultancy services.

Valid Classification and

approval from National

Construction Authority

Established firms

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1.1 The Pre-qualification document is free of charge and interested firms may view and

download the document from the IFMIS supplier portal: supplier.treasury.go.ke or/and NCPB’s website: www.ncpb.co.ke.

1.2 The Pre-qualification Application Must be prepared in indelible ink with no

interlineations or overwriting, except as necessary to correct errors made by the

applicant. Any such corrections must be initialed by the person or persons

signing the Pre-qualification Application.

1.3 The Pre-qualification Application should be prepared and submitted in a plain sealed

envelope clearly marked: Application No: ......... (indicate the application no of the

category applying for as provided under clause 1.0 above) and addressed to:

The Managing Director

National Cereals and Produce Board

Nyumba ya Nafaka

Machakos/Enterprise Roads

Industrial Area

P.O. Box 30586 – 00100

NAIROBI

And shall be physically deposited in the Tender Box located at NCPB Head Office, Nyumba

ya Nafaka, ground floor by the reception area.

1.4 The closing date for submission of Pre-qualification documents shall be on Monday,

20th June,2016 at 12.00 (noon) Local Time.

1.5 Any Pre-qualification document submitted after the deadline shall be automatically

rejected and will not be considered.

1.6 Applicant (s) should select the category in which he/she is interested in as provided

under (clause 1.0) and submit the document in line with the requirements detailed

under(clause 8.0).

1.7 Applicants can apply for prequalification in more than one category provided that

the applications are done in separate documents for each category.

1.8 NCPB is updating the standing list of suppliers and therefore

1.9 There suppliers who are currently in the NCPB’S prequalified list need no to apply.

1.10 Any form of canvassing will lead to automatic disqualification.

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SECTION II: INSTRUCTIONS TO APPLICANTS.

2.0 The Pre-qualification invitation is open to all eligible firms/ persons as prescribed in

clause 1.0.

2.1 NCPB’s employee’s, committee members, board members and their relatives

(spouse(s) and children) are not eligible.

2.2 Applicants shall not be under a declaration of ineligibility for corrupt or fraudulent

practices.

2.3 National Cereals and Produce Board will pre-qualify and enlist prospective

applicants from among those who will have submitted their pre-qualification

applications in accordance with the prequalification requirements contained

herein.

2.4 The Pre-qualification application and the supplier’s response thereof shall be the

basis for pre-qualification. Applicants must familiarize themselves with all the

requirements prescribed in this application document including all attachments

required so as to be fully guided when preparing their response.

2.5 Applicants shall be informed in writing of the results of their applications without

assigning any reason for NCPB’s decision thereof.

2.6 Applicants shall meet all costs associated with preparation and submission of their

applications regardless of the prequalification process.

2.7 Applicants MUST observe the highest standard of ethical behavior during the entire

pre-qualification process and thereafter if prequalified.

2.8 Pre-qualification forms

The attached forms FORM T I, FORM T II, FORM T III, FORM T IV, FORM T V, FORM TVI and

FORM TVIIare to be completed by prospective suppliers/ contractors who wish to be

pre-qualified for submission of quotation/tender for

………………………………………………….. (indicate the category)

Applicants shall provide information and documents as specified in this pre-

qualification application document.

3.0 LANGUAGE AND CURRENCY

The language of the application and correspondences shall be in English language.

Any printed literature furnished by the applicant may be written in another

language provided they are accompanied by an accurate English translation of the

relevant passages in which case for purposes of interpretation of the application, the

English language translation shall govern.

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4.0 REQUEST FOR CLARIFICATION

For all enquiries or clarifications required please contact the Procurement Manager

NCPB using any of the following communication channels:-

(i) Tel: +254-020-6536028

(ii) Fax: No. +254-020-6557622

(iii) Email address: supplies@ncpb.co.ke

5.0 PREPARATION OF PRE-QUALIFICATION APPLICATION

5.1 Applicants are expected to carefully examine the application documents. Material

deficiencies in providing information required may result in rejection of a pre-

qualification request.

5.2 Applicants are required to meet all the mandatory requirements stipulated in clause

8.0 of this document.

6.0 PERIOD OF VALIDITY

The request for pre-qualification must remain valid for not less than 90 days from the

date of submission.

7.0 PRE-QUALIFICATION APPLICATION OPENING AND EVALUATION

7.1 The Pre-qualification Opening Committee shall open the Pre-qualification

Applications soon after the closing time for submission of applications in the presence

of applicants or their representatives who choose to attend and thereafter hand

over the applications to Technical Evaluation Committee for evaluation.

7.2 The Technical Evaluation Committee shall first examine the pre-qualification

applications so as to determine completeness, general orderliness and compliance

to the application requirements.

7.3 NCPB will formally communicate to the applicants the outcome of the evaluation

process.

Any effort by an applicant to influence NCPB’s official(s) in the entire Pre-qualification

process shall lead to rejection of his/her pre-qualification application.

7.4 Pre-qualification shall be based on meeting the minimum criteria as stated herein

regarding the applicant’s legal status, financial stability, reputation and capacity to

service the LPO’S/LSO’S and Contracts.

7.5 The Technical Evaluation Committee shall conduct evaluation within 15 (fifteen days)

of the validity period from the date of opening of the Pre-qualification Applications

and inform the applicants of the results of their specific application promptly.

7.6 The applicants must have registered offices in Kenya and NCPB has the right to visit

the premises where the applicant conducts business, so as to confirm the existence

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and capability to service the Board’s requirements. The applicants shall allow NCPB

to have unhindered access to their premises to carry out the necessary inspection.

7.7 Perpetual litigants shall not be considered for evaluation.

7.8 Deliberate misinformation shall lead to automatic disqualification.

7.9 The selection of an applicant on a Pre-qualified list does not imply or commit the

Board to any number of tenders/quotations or any amount of the contract.

7.10 Successful applicants will be invited to submit quotations/tenders for the supply and

delivery and/or provision of the tendered goods, works or services as and when need

arise.

7.11 NCPB reserves the right to accept or reject any or all Pre-qualification applications

without the obligation to assign any reason(s) for its decision thereof.

8.0 MANDATORY REQUIREMENTS

The Mandatory requirements are designed into two categories

(a) Group 1

This pertains to mandatory requirements to be submitted by well established firms

and which are not registered by the Public Procurement Directorate as belonging

to Youth, women and people with disability. They include:-

Copy of Certificate of Registration/Incorporation;

Copy of Valid KRA Tax Compliance Certificate

Evidence of physical registered office

Duly Filled Confidential Business questionnaire

Duly signed application document

Duly filled and signed terms of payment declaration form T VI attached

herein

Valid single Business Permit from County/Municipal Council

Fully filled, signed and stamped Anticorruption declaration form

Financial position either;

a) Audited Accounts for two (2) years :2013-2015/Bank statement for previous

one year (Attach proof) or

b) Letter of reference from the banker regarding supplier’s credit position.

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(b) Group 2

This pertains to the mandatory requirements to be submitted by business and firms

registered by the Public Procurement Directorate as belonging to Youth, Women

and People with Disability. They include

Duly signed application document

Duly filled and signed terms of payment declaration form T VI attached

herein

Fully filled, signed and stamped Anticorruption declaration form

Valid certificate of registration by Public Procurement Directorate under

Youth Access to Government Procurement Opportunities (YAGPO)

programme.

A detailed introduction letter showing the company’s nature of business

9.0 PROCESSING/EVALUATION CRITERIA

NB: Youth Women and people with disability will be deemed to be technically

qualified if they present all mandatory requirements in clause 8.0 category two

(2).

Technical capabilities of the firms shall be evaluated on the basis of the following

criteria.

Criteria Score

A. Track record and references

30 List of at least three(3) reputable corporate clients with

LPO/LSO/contracts and recommendation letters where similar goods

have been supplied

in the last two (2) years (Attach Evidence) (one evidence =10 marks)

B

Staff strength

1. Management and supervisory:-

i. Three (3) and above(10 marks)

ii. Two (2) (5 marks)

iii. One (1) (2 marks)

10

20

2. No. of staff

i. Five (5) and above -( 10 marks)

Ii. Three (3) and four(4) (5 marks)

iii. Two (2) and below (2 marks))

10

C

Volume of business handled in the last three (3) years

(Attach evidence) (20 marks)

i. Equal or over Kshs. 2 million (20 marks)

ii. 2 million >=and<1million (15marks)

iii. 1million >=and <200,000 (10 marks)

iv. Below 200,000 (5 marks)

20

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D Financial health (to be calculated from the submitted audited accounts)

Liquidity ratio

i) 1 : 2 & above (5 marks)

ii) 1 : 1-1.99 (10 marks)

iii) 1 : 0.5 – 0.99 (5 marks)

iv) 1:< 0.5 (2 marks)

Profitability ratio

i) 20% and above (15 marks)

ii) 15% - 19% (10 marks)

iii) 10% - 14% (5 marks)

ii) 1% -9% (2 marks)

iii)

20

TOTAL SCORE 100%

NB: Only applications that attain marks equal to and above 70% of the marks

applicable (100%) to the technical evaluation stage shall be recommended for

pre-qualification.

Yours faithfully,

Mwania Mutinda

For: MANAGING DIRECTOR. Date________________________

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SECTION III: LETTER OF APPLICATION

Date ……………………………

To NATIONAL CEREALS & PRODUCE BOARD

P. O. Box 30586 – 00100

NAIROBI

Ladies and/or Gentlemen

1. Being duly authorized to represent and act on behalf of ....................................... (name of

firm) (hereinafter referred to as “the Applicant”), and having reviewed and fully

understood all of the pre-qualification information provided, I/We the undersigned

hereby apply to be prequalified by yourselves in the following category:-

Application: No. …………………………….....................(Indicate No. of the

categoryapplying for)

Application Name: ………………………………………………(Indicatecategory applying for)

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

(a) my/our legal status

(b) the principal place of business,

(c) the certificate of registration, articles of association for limited

companies and nationality of the owners.

3. The Board and its authorized representatives are hereby authorized to conduct any

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

submitted in connection with this application, and to seek clarification from our

bankers and clients regarding any financial and technical aspects. This letter of

application will also serve as authorization to any individual or authorized

representative of any institution referred to in the supporting information, to provide

such information deemed necessary and as requested by yourselves to verify

statements and information provided in this application, such as the resources,

experience, and my/our competence.

4. Further information may be obtained from the following contact persons listed

hereunder.

Name of

organization

Name of contact

person

Telephone no. Address

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

(a) Applications by prequalified applicants will be subject to verification of all

information submitted for prequalification at the time of applying.

(b) The Board reserves the right to:

amend the scope and value of any assignment/contract bid ; in such

event, applications will only be called from prequalified applicants who

meet the revised requirements; and

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

reject all applications

(c) The Board shall not be liable for any such actions and shall be under no obligation

to inform me/us of the grounds for them.

6. I/We/Messrs declare that the statement made and the information provided in the

duly completed application are complete, true, and correct in every detail.

Signed.........................................................

(Authorized representative)

Full name.............................................................................................

Official rubber stamp.........................................................................

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SECTION IV

FORM T I: CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM

For purposes of participating in this pre-qualification, you are required to give the full

particulars and disclosures sought for in this Business Questionnaire, as far as it is

applicable to your firm’s type of business.

GENERAL INFORMATION

a) Business Name:…………………………………...................................................……..............

b) Date of Formation:............................………………………………………………....................

c) Certificate of Incorporation Number: ...............………….… (Attach Copy).

d) Principal Business Activity: ................................……………………..........……………............

e) Location of Business Premises Head Quarters ..............................…....……………...........

Building.....................................................................................................................................

Street.........................................................................................................................................

f) Plot No: .......................................…………………………………………........…………............

g) State if Premises is owned/rented/leased: ...................…………………...........……...........

h) If rented/leased confirm that rent is either up-to-date or in arrears: ……….....…...........

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

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

i) Postal Address of Business: ..............………………………......................................................

Tel. No: ......………............................Mobile No......................................................................

Fax: .................................................. E-mail: ............................................................................

j) Current Trade License No: .....……………………..Expiring Date: ……..……...…...............

k) Maximum value of Business that you can handle at any one time Kshs: .......................

l) Name of your bankers: ..............………………………Branch: ..............................…………

m) Other obligatory declarations (e.g. Personal Income Tax Number - PIN)…...................

n) Has your Company at any one time been unable to perform on award of a

LPO/contract? (Yes ………………../No………………..)

Tick (√ ) whichever applicable

If Yes explain

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

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

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

…………………………………………………………………….....………………

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BUSINESS PARTICULARS

(A) - Sole Proprietor (if applicable)

i) Your name in full……………………………………………...Age:........……………….

ii) Nationality.............……………………ID Card/Passport No:.....……..………….......

(B) – Partnership (if applicable)

Details of all Partners are as follows:-

(C) Limited Liability Company/Corporation

a) Certificate of Incorporation No:..................………………………………………

b) State the nominal and issued capital of company -

i) Nominal Kshs...................……………….………….

ii) Issued Kshs:....................……………………………

c) Number of Shareholders:..............................……

d) State last date Annual Returns were submitted to Registrar of Companies

...................................

e) If State Corporation, state Act of Incorporation

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

f) Give details of all Directors as follows:-

Name Nationality Citizenship Details Shares

Name Nationality Citizenship Details Shares held in the

Company

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(D) Associated/Subsidiary Companies

Provide details of other business firms that your company has interests in.

(E) Debarment

Have you been debarred from participating in Public Procurement by

PPOA or any other organization? Yes□ No□

If Yes, Give reasons for debarment

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

(F) Track Record / References

Please specify names of at least three (3) major companies/corporations

with whom you have conducted/or have been conducting or has

conducted similar business within 2012 June to 2014 June.

Name of Company / Corporation etc

1. ............................……

2. ...........………………

3. ............................……

4. ............................……

5. ............................……

(b) Period in Business (No. of Years) ________________________________________

(c) Value of Business per Year (Turnover) Kshs.______________________________

Name of Company Number of Shares Owned

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FORM T II: STAFF STRENGTH

Provide in the table below a profile of personnel employed who will be engaged in the

category you wish your Firm to be Pre-qualified in.

Please provide your Firms’ organizational structure.

Confirmation of declarations made

I/We the undersigned certify that the information given in this form is true to the best of my/our

belief and knowledge.

DATE: ……………………………………....................... SIGNED: ................……………..........

FULL NAME: .............................................…………………………………………………..........

POSITION HELD: .........................................………………………………………………...........

OFFICIAL RUBBER STAMP………………………………..…………………………………...........

No.

Name of

Employee

Identification

Card (ID)

Qualification Level

Management

and

Supervisory Staff

Others

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FORM T III: ASSETS/EQUIPMENT CAPABILITIES

Please list the key assets i.e. land, buildings, equipments, motor vehicles etc owned

by firm and relevant to the provision of the services described in this document.

No. Asset description Reg No. / Serial

No. (whichever

applicable)

Purpose/use in

delivery of the

desired

services

Value of

Asset (s)

Kshs

1)

2)

3)

4)

5)

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FORM T IV: LITIGATION HISTORY

Name of Applicant or partner of a joint venture

Applicants, including each of the partners of a joint venture, should provide information of

any history of litigation or arbitration resulting from contracts executed in the last five years

or currently under execution. A separate sheet should be used for each partner of a joint

venture.

Year Award for or

against

Applicant

Name of client, cause of

litigation, and matter in dispute

Disputed amount

(current value Kshs.)

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FORM T V: PRE-QUALIFICATION DECLARATION FORM

(To be completed by all applicants)

To: Managing Director,

National Cereals and Produce Board,

Nyumba ya Nafaka, Enterprise/Machakos Roads,

Industrial Area,

P.O. Box 30586-00100,

NAIROBI.

Dear Sir,

I/We, the undersigned, offer to supply the required goods in accordance with your

Request for Pre-qualification and we hereby submit our Pre-qualification Document.

Our Pre-qualification is binding to us and if found acceptable we shall be

Pleased to be included in the list of pre-qualified firms.

We understand NCPB is not bound to accept any pre-qualification document

received by it.

Yours faithfully,

Name of Authorized Person___________________________________________________

Designation____________________________Signature:___________________________

Name of Organization: _______________________________________________________

Official Address: _____________________________________________________________

Company Seal/Stamp__________________________________________________________________

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FORM T VI: TERMS OF PAYMENT DECLARATION FORM

(TO BE COMPLETED BY ALL APPLICANTS)

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

a) This form properly submitted constitutes the declaration that We/I shall dedicate to

the NCPB undisputed Supply and Delivery in connection with

……………………………….. or in subsequent performance of the contract and that

we/I accept your stated terms of payment (Credit Period of 30 days) if I/we, am/are

successful.

b) When my/our legal or financial conditions or the contractual capacity of the firm

changes, I/we volunteer to inform you of the status and acknowledge your right to

review the pre-qualification made.

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

Applicant’s Name……………………………………………………………………

Represented by……………………………………………………………………….

Signature ………………………………………………………………………………

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

NB: Completion of this form does not constitute a contract or commitment on the part of

NCPB to provide/guarantee offer of business contracts.

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FORM T VII: DECLARATION OF FACTUALITY OF INFORMATION GIVEN FORM

(To be completed by all applicants)

(Sections 39, 40,41,42,43 & of the PPD Act, 2005)

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

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

b) That in case of being pre-qualified, I/we acknowledge that this grants me/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)I/We will not engage in corrupt practices with the Board/Members of Staff, in connection

with …………………………………………. Application

reference: ………………………..for or in subsequent performance of the contract if I/We,

am/are successful.

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

e) I/We am/are not employee of National Cereals and Produce Board, or member(s) of the

Board or Committee of National Cereals and Produce Board.

f) I/We are not 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)I/We are not a person, including a corporation who is related to the person described in

(e) and (f) above

h) When my/our legal, technical or financial conditions or the contractual capacity of the

firm changes, I/we volunteer to inform you of the status and acknowledge your right to

review the pre-qualification made.

i) I/We are not insolvent, in receivership, bankrupt or in the process of being wound up and

also not subject of any 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

24 | P a g e

SECTION V

APPLICATION SUBMISSION CHECK LIST FORM

Please tick against this form for the documents submitted.

No. LIST OF DOCUMENT PLEASE

TICK

1 Are all forms duly filled, signed, stamped and any erasure, overwriting or

correction initialed?

2 Have you attached Certificate of Registration/Incorporation or the

equivalent instruments establishing your Firm?

3 Have you attached your audited accounts for the latest last two

financial years?

4 Have you attached Valid KRA Tax Compliance Certificate?

5 Valid Certificate of Registration by Public Procurement Directorate

(YAGPO) where applicable

6 Have you attached a detailed introduction letter showing the

company’s nature of business

7 Have you attached fully filled, signed and stamped Anticorruption

declaration form

Have you completed all the Forms Listed hereafter?

8 FORM T I:

Confidential Business Questionnaire Form

9 FORM T II:

Staff Strength

10 FORM T III:

Assets/Equipment Capabilities

11 FORM T IV

Litigation History

12 FORM V

Pre-Qualification Submission Form

13 FORM T VI:

Terms of Payment Declaration Form

14 FORM T VII:

Declaration of Factuality of Information Given Form