UNIVERSITY OF NAIROBI PREQUALIFICATION...

UNIVERSITY OF NAIROBIPREQUALIFICATION DOCUMENT

PRE-QUALIFICATION OF CONTRACTORS FOR SMALL WORKS.

TENDER NO. UON/T/61/2013-2014

NOTICE DATE: MONDAY 26TH MAY 2014CLOSING DATE: WEDNESDAY 25TH JUNE 2014 AT 10.30 AM

CATEGORY DESCRIPTION …………………………………………………………

All correspondence to:PROCUREMENT MANAGER/SECRETARY,UNIVERSITY OF NAIROBI TENDER COMMITTEE,P.O. BOX 30197 – 00100 GPO NAIROBI KENYA,TEL: (020) – 318262 FAX: (020) – 2245566E-MAIL: [email protected].

Public Procurement and Disposal Act 2005(Public Procurement and Disposal Regulations 2006

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TABLE OF CONTENTS

PageINTRODUCTION ……………………………………… 3

SECTION I - Invitation for prequalification ……………... 4

SECTION II - Instructions to Candidates…………………... ol9Appendix to Instructions to Candidates.

SECTION III - Letter of application

SECTION IV - Standard Forms

General information - (Form1)

General experience Record - (Form 2)

Joint Venture Summary - (Form 2A)

Particular experience Record - (Form 3)

Details of Contract of similarnature and complexity - (Form 3A)

Summary sheet – Current

Contract Commitments/Worksin progress - (Form 4)

Personnel capabilities - (Form 5)

Candidate Summary - (Form 5A)

Equipment capabilities - (Form 6)

Financial Capability - (Form 7)

Litigation History - (Form 8)

Request for Review - (Form RB 1)

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INTRODUCTION

INTRODUCTION

1.1 This standard procurement prequalification document has been prepared for use by TheUniversity of Nairobi is intended for use in prequalifying candidates wishing to tenderfor the Prequalification of Contractors, where the University determines it is necessaryfor procurement to be made through a prequalification process. It may also be used by theUniversity of Nairobi for the purpose of registration of candidates.

1.2 The standard document includes a form for invitation for prequalification, instructions tocandidates and a letter of application with attached forms for candidates to complete.

1.3 The University of Nairobi has taken care to ensure that the prequalification criteria are

clear and explicit, and that they refer to the needs and characteristics of this specificprocurement, Prequalification of Contractors

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SECTION I - INVITATION FOR PREQUALIFICATION (IFPQ)

DATE: MONDAY 26TH MAY 2014TENDER NAME: PRE-QUALIFICATION OF CONTRACTORSTENDER NO. UON/T/64/2013-2014

The University of Nairobi invites applications for pre-qualification from competent buildingcontractors to carry out works for the university of Nairobi in the under listed categories, for aperiod of (2) two years.

(a) General Building(b) Electrical Installations(c) Plumbing and Drainage Installations(d) Lift Installations Air conditioning and mechanical ventilation(e) Aluminum works(f) Structured cabling(g) Interior fittings(h) Art works (Murals)

1) Prequalification is open to eligible candidate as defined in Kenya’s Public Procurement Law and

regulations and as indicated in the appendix to instructions to candidates

2) Eligible candidates may obtain further information from The Procurement Manager University of

Nairobi, Main Campus, Administration Block 1st Floor Room A104 during normal working hours

from Monday to Friday between 8:00am and 5:00pm. Pre-qualification documents shall be downloaded

FREE OF CHARGE from Website: procurement.uonbi.ac.ke. Bidder(s) who download the

document(s) must immediately forward their particulars to the University for any Subsequent

Communications through the following email addresses: manager–[email protected]. They are

also advised to regularly visit the above website to obtain any additional information/addendum on the

tenders.

3) A minimum requirement for qualification is to provide all technical details as detailed at the Appendix to

Instructions to Candidates.

4) Applications for prequalification documents must be submitted in sealed envelopes marked with

tender Number and description to: The Procurement Manager/Secretary, University of Nairobi

Tender Committee, P.O. Box 30197- 00100, Nairobi. The tender documents should be placed inside

the Tender Box at the reception area, Administration Block, Main Campus on or before

WEDNESDAY 25TH JUNE 2014 AT 10.30 AM5) Opening will be done on the same day thereafter at the Council Committee Room in the presence of

tenderers or their representatives who choose to attend.

The University of Nairobi reserves the right to accept or reject a bid in whole or in part. Canvassingwill lead to automatic disqualification

PROCUREMENT MANAGERUNIVERSITY OF NAIROBI

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IMPORTANT NOTES TO THE BIDDER

a) The purpose of this document is to assist University of Nairobi in the identification andevaluation of potential contractors and consultants who may subsequently be invited to tenderor give quotations for works within the specified category.

b) The questionnaire is to be fully and comprehensively completed in all respects.c) All documents must be submitted in English Language.d) Provide supporting documents requested for in the questionnaire.e) You may also be asked to clarify your answers or provide more details.f) University of Nairobi will examine the documents to determine completeness, general

orderliness and sufficiency of response. Failure to complete this questionnaire and/or to providewritten answers to any further questions or requested additional information for clarificationwill result in the applicant’s elimination from further consideration.

g) Please note that by responding to this questionnaire you accept that all answers provided arelegally binding and should the need arise, may be used as evidence in a court of law. Further,University of Nairobi reserves the right without further resource to verify at its own cost theaccuracy of any answers provided herein.

h) Any information given and later found to be incorrect shall lead to disqualification of theApplicant.

i) Information given by the applicant shall be treated in strict confidence.j) Applicants to kindly note that this does not amount to any contractual obligation on the part

University of Nairobi, and that University of Nairobi is not obliged to invite tenders/quotationfrom any or all who express interest by responding to this prequalification process.

k) If insufficient space has been provided on the questionnaire for the answers, please provide theanswers as supplementary on separate sheets.

l) The original document shall be prepared in indelible ink. It shall contain no interlineations oroverwriting, except as necessary to correct errors made by the applicant. Any such correctionsmust be initialed by the persons(s) who sign(s) the Document.

j) The completed document shall be signed off and initialed by Director/Partner of theorganization and rubber stamped on each page and signed on the last page in the space provided.

k) If insufficient space has been provided on the questionnaire for the answers, please provide theanswers as supplementary on separate sheets.

l) The original document shall be prepared in indelible ink. It shall contain no interlineations oroverwriting, except as necessary to correct errors made by the applicant. Any such correctionsmust be initialed by the person(s) who sign(s) the Document.

m) The completed document shall be signed off and initialed by Director/Partner of theorganization and rubber stamped on each page and signed on the last page in the space provided.

n) Applicants will meet all cost associated with preparation and submission of their applications.o) Canvassing will lead to automatic disqualification of the applicant.p) Submission is as per instruction given in Invitation to Tender.q) Late submission will not be acceptable. Any application(s) received after the date of closure

will be considered as late and disqualified.

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MANDATORY REQUIREMENTS

You shall be required to attach the following mandatory documents where applicable:

I. Certified copy of Certificate of Incorporation, Partnership or Business registration

II. Certified copy of Trading Certificate where applicable

III. Certified copy of PIN Certificate

IV. Certified copy of Certificate of registration with relevant regulatory authorities where

applicable

V. Certified copy of VAT certificate

VI. Certified copy of Tax Compliance Certificate

VII. List of Directors, telephone, postal and email addresses

VIII. Audited Accounts For The Last 3 Years

IX. CVs of Senior Staff and Others as it may have been requested

X. Evidence of physical registered office (Attach miscellaneous receipt)

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SECTION II - INSTRUCTIONS TO CANDIDATES

Notes on Instructions to Candidates

1. The instructions to candidates should provide the candidates with adequate informationto facilitate preparation and submission of a good prequalification application.

2. All the blank spaces should be properly completed by the procuring entity before theprequalification document is given to the candidates.

3. The note accompanying the clauses in this part are not part of the text. They are meantto assist the procuring entity when preparing the prequalification document. The notesshould not be incorporated in the actual prequalification documents.

4. Where in the text alternative clauses are shown, the procuring entity should select thosesuitable for the particular contract and discard the alternative text that will not apply.This should also be clarified in the appendix to instructions to candidates.

5. The instructions to candidates may be amended or supplemented by clauses in theappendix to instructions to candidates.

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Table of ContentsPage

2.1 Scope of tender …………………………………….. 7

2.2 Submission of Applications ……………………………. 7

2.3 Eligible candidates ……………………………………. 8

2.4 Qualification criteria …………………………………….. 8

2.5 Joint venture …………………………………………….. 10

2.6 Pubic sector companies ………………………………. 11

2.7 Conflict of interest ………………………………………. 11

2.8 Updating prequalification information ……………….. 11

2.9 Preferences

2.10 General

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2.1 Scope of Tender

2.1.1 The University of Nairobi hereinafter referred to as the procuring entity intends toprequalify contractors for the following Works

1) General Building2) Electrical Installations3) Plumbing and Drainage Installations4) Lift Installations5) Air conditioning and mechanical ventilation6) Aluminum works7) Structured cabling8) Interior fittings9) Art works (Murals)

It is expected that prequalification applications will be submitted to be received by the procuringentity not later than WEDNESDAY 25TH JUNE 2014 AT 10.30 AM

2.1.2 Prequalification is open to eligible firms and voluntarily formed joint ventures as indicatedin appendix to instructions to candidates.

2.2 Submission of Application2.2.1 The tenderer shall seal the original and all copies of the tender in two inner envelopes

and one outer envelope, duly marking the inner envelopes as “ORIGINAL” and“COPIES” as appropriate. The inner and outer envelopes shall:

a) be addressed to the University of Nairobi at the address provided in theinvitation to tender;

b) bear the name and identification number of the tender as defined in theinvitation to tender;

c) Provide a warning not to open before the specified time and date for tenderopening.

2.2.2 Applications for prequalification shall be submitted in sealed envelopesmarked with the tender name and reference number and deposited in the tenderbox at: reception area, Administration Block, Main Campus104 or beaddressed and posted to Procurement Manager/Secretary, University ofNairobi Tender Committee P.O Box 30197-00100, Nairobi, Kenya so as to bereceived on or before WEDNESDAY 25TH JUNE 2014 AT 10.30 AM

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2.3. Eligible Candidates2.3.1 This invitation for pre-qualification is open to all candidates who are eligible as defined in

Kenya’s Public Procurement Law and regulations and as indicated in the appendix toinstructions to candidates.

2.3.2 The procuring entity’s employees, committee members, board members and their relative(spouse and children) are not eligible to participate in the tender unless where speciallyallowed under section 131 of the Act.

2.3.3 All terms found capable of performing the contract satisfactorily in accordance to the setprequalification criteria shall be prequalified.

2.4 Qualification Criteria2.4.1 Pre-qualification will be based on meeting the minimum requirements to pass in the criteria

set as shown below. The declaration will be either pass or fail regarding the applicant’sgeneral and particular experience, personnel and equipment capabilities and financialposition as demonstrated by the applicant’s response in the forms provided in Section IVand submitted with the letter of application. The procuring entity reserves the right to waiveminor deviations if they do not materially affect the capability of an applicant to perform thecontract.

2.4.2 When highly specialized inputs (especially for execution of the contact) are required by theapplicant from specialist sub contractors, such subcontractors and their inputs shall bedescribed in the Standard Form 1 (General Information)

2.4.3 General Experience. The applicant shall meet the following minimum criteria

(a) Average annual turnover as main contractor (defined as billing for works in progress andcompleted) over the last (5) five years.

(b) Successful experience as prime contractor in execution of at least three projects of a natureand complexity comparable to the proposed contract within the last five years (5) years.

2.4.4 Personnel capabilities. The applicant must have suitably qualified personnel to fill thefollowing positions(19)

Position Total experience(years)

In similar works(years)

As manager of similarworks (years)

Project ManagerOther PositionOther position

2.4.5 Equipment capabilities. The applicant should own, or have assured access (through hire,lease, purchase agreement, availability of manufacturing equipment, or other means) thefollowing key items of equipment in full good working order, and must demonstrate that,based on known commitments they will be available for use in the proposed contract. Theapplicant may also list alternative equipment that it would propose for the contract togetherwith an explanation of the proposal

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Equipment type and characteristics Minimum number required1)2)3)

2.4.6 Financial position.2.4.7 The applicant shall demonstrate that it has access to, or has available, liquid assets,

unencumbered real assets, lines of credit and other financial means sufficient to meet theconstruction cash flow for a period of months, estimated at Kshs.

(21), net of the applicants commitments for other contracts.

2.4.8 The audited Accounts for the last (3) three years shall be submitted and must demonstratethe soundness of the applicant’s financial position, showing long-term profitability. Wherenecessary the procuring entity will make inquiries with the applicant’s bankers.

2.4.9 Litigation history2.4.10 The applicant should provide accurate information on any litigation or arbitration resulting

from contracts completed or under its execution over the last five years. A consistenthistory of awards against the applicant or any partner of a joint venture may result in failureof the application.

2.5 Joint Venture2.5.1 Joint ventures must comply with the following:-

(a) Following are the minimum qualification requirements.(i) The lead partner shall meet not less than (not less than ( %)) of all the qualifyingcriteria in paras’s 2.4.3 and 2.4.6 above (24)

(ii) The other partners shall meet individually not less than ( %) of all thequalifying criteria given in para. 2.4.3 and 2.4.6 above(iii) The joint venture must satisfy collectively the criteria of section 4, for which proposethe relevant figures for each of the partners shall be added together to arrive at the jointventures total capacity. Individual members must each satisfy the requirements of para 2.4.7and 2.4.8 above.

(b) The formation of a joint venture after pre-qualification and any change in aprequalified joint venture will be subject to the written approval of the procuring entity priorto the deadline for submission of bids. Such approval may be denied if (i) partners withdrawfrom 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 an another jointventure; or (iii) in the opinion of the procuring entity a substantial reduction in competitionmay result.

(c ) Any future bid shall be signed so as to legally bind all partners, jointly and severally,and any bid shall be submitted with a copy of the joint venture agreement providing the jointand several liability with respect to the contract.

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2.5.2 The pre-qualification of a joint venture does not necessarily pre qualify any of its membersindividually as a member in any other joint venture or association. In case of dissolution ofa joint venture, each one of the constituent firms may prequalify if it meets all theprequalification requirements, subject to a written approval of the procuring entity

2.6 Public Sector companies2.6.1 Any public owned enterprise may be eligible to qualify if, in addition to meeting all the

above requirements, it is also legally and financially autonomous, it operates undercommercial law, and it is not a dependent agency of another public entity.

2.7. Conflict of Interest2.7.1 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 thedesign, specifications, and other prequalification and bidding documents for the project, orwith an entity that was proposed as engineer for the contract. Any such association must bedisclosed and may result in the dis-qualification of the applicant.

2.8. Updating Pre-qualification Information2.8.1 Pre qualified candidates shall be required to update the financial information used for pre

qualification at the time of submitting their bids and to confirm their continued compliancewith the qualification criteria. A bid shall be rejected if the applicant’s qualificationthresholds are no longer met at the time of bidding.

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APPENDIX TO INSTRUCTIONS TO CANDIDATESNotes on the appendix to instructions to Candidates1. The appendix to candidates to tenderers is intended to assist the procuring entity in

providing specific information which may not be adequately covered by the clauses in theinstructions to candidates.

2. The appendix may amend any information in the instructions to candidates.3. The procuring entity should use the appendix to ensure that all relevant information to the

candidates relating to a particular pre qualification is included.

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APPENDIX TO INSTRUCTIONS TO CANDIDATES

The following instructions for the pre qualification of candidates shall supplement, complement oramend the provisions of the instructions to candidates.

Where there is a conflict between the provisions of the instructions to candidates and the provisionsof the appendix, the provisions of the appendix herein shall prevail over those of the instructions tothe candidates.

NoteTo be completed appropriately by the procuring entity. Reference will be made to the

relevant clause of the Instructions to Candidates.

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SECTION III - LETTER OF APPLICATION

Notes on letter of application

The letter of application will be prepared by the applicant and will follow the form presentedherein.

The letter of application will be prepared on the letterhead paper of the applicant or partnerresponsible for a joint venture and will include full postal address, telephone numbers, fax numberand Email address.

The letter of application will be signed by duly authorized representatives of the applicant.

Any clause which does not apply to the applicant in the letter of application herein shall bedeleted by the applicant.

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SECTION III- LETTER OF APPLICATION

Date ……………………………To …………………………………

……………………………….(name and address of the procuring entity)

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 prequalification information provided, the undersigned hereby apply to be prequalified by yourselvesas a bidder for the following contract(s) under (Tender No. and Tender name)

Tender number Tender name1.2. Attached to this letter are copies of original documents defining

(a) the Applicant’s legal status(b) the principal place of business and(c) the place of incorporation (for applicants who are corporations), or the place of

registration and the nationality of the owners (for applicants who are partnerships orindividually-owned firms).

3. Your Agency and its authorized representatives are hereby authorized to conduct anyinquiries or investigations to verify the statements, documents, and information submitted inconnection with this application, and to seek clarification from our bankers and clients regardingany financial and technical aspects. This letter of Application will also serve as authorization to anyindividual 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 statementsand information provided in this application, such as the resources, experience, and competence ofthe Applicant.

4. Your Agency and its authorized representatives may contact the following persons forfurther information.

General and managerial inquiriesContract 1 Telephone 1Contract 2 Telephone 2Personnel inquiriesContract 1 Telephone 1Contract 2 Telephone 2

Technical inquiriesContract 1 Telephone 1Contract 2 Telephone 2Financial inquiriesContract 1 Telephone 1Contract 2 Telephone 2

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

(a) Bids by prequalified applicants will be subject to verification of all informationsubmitted for prequalification at the time of bidding.

(b) Your Agency reserves the right to: amend the scope and value of any contracts bid under this project; in such event,

bids will only be called from prequalified bidders who meet the revisedrequirements; and

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

(c) your Agency shall not be liable for any such actions and shall be under no obligation toinform the Applicant of the grounds for them

6. Appended to this application, we give details of the participation of each party, includingcapital contribution and profit/loss agreements, in the joint venture or association. Wealso specify the financial commitment in terms of the percentage of the value of the<each> contract, and the responsibilities for execution of the <each> contract.

7. We confirm that if we bid, that bid, as well as any resulting contract, will be:

(a) signed so as to legally bind all partners, jointly and severally; and(b) submitted with a joint venture agreement providing the joint and several liability of

all partners in the event the contract is awarded to us.

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

Signed SignedName NameFor and on behalf of (name of Applicant orlead partner of a joint venture)

For and on behalf of (name of partner)

Signed SignedName NameFor and on behalf (name of Partner) For and on behalf of (name of partner)Signed SignedName NameFor and on behalf (name of Partner) For and on behalf of (name of partner)

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SECTION IV - STANDARD FORMS

Table of Contents

Form No. Name Page

1. General information

2. General experience record

2 A Joint Venture summary

3. Particular experience record

3A Details of contracts of similar nature and complexity

4. Summary sheet current contract commitments/works in progress

5. Personnel capabilities

5A Candidate summary

6. Equipment capability

7. Financial capability

8. Litigation History

9. Request for Review

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SECTION IV - STANDARD FORMS

Notes on completion of Standard Forms

Application Form 1 - General informationThis form is to be completed by all applicants. Where the applicantproposes to use sub-contractors the information should be supplied inthis format. Where there is a joint venture, each partner shallcomplete the form

Application Form 2 - General Experience RecordThis form is to be completed by all applicants. Separate sheets shouldbe used for each partner of a joint venture. Applicants are notrequired to enclose testimonials, certificates or publicity materialswith their applications.

Application Form 2A - Joint Venture SummaryThis form is to be completed by joint venture applicants only.

Application Form 3 - Particular Experience RecordThis form is to be completed by all applicants meeting therequirement set out in the instructions to candidates. Separate sheetsshall be used for each member of or joint venture. Complimentaryinformation will be given on application Form 3A.

Application Form 3A - Details of Contracts of similar nature and complexityThis form shall be completed by all applicants and will containsimilar works completed by the applicant or a member of a jointventure

Application Form 4 - Summary sheet. Contract commitments/work in progressThis form is to be completed by all applicants including each memberof a joint venture. It shall contain the current commitments on allcontracts that have been awarded, or for which a letter of intent oracceptance has been received, or for contracts approachingcompletion, but for which an unqualified, full completion certificatehas yet to be issued.

Application Form 5 - Personnel CapabilitiesThis form is to be completed by all applicants. It shall includespecific positions essential to contract implementation. Theapplicants shall provide the names of at least two candidates qualifiedto meet the specified requirements stated for each position. The dataon their experience shall be supplied on Form 5A

Application Form 5A - Candidate Summary

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This form is to be completed by all applicants. The informationprovided will complement information on Form 5. A separate formshall be used for each personnel

Application Form 6 - Equipment CapabilityThis form is to be completed by all applicants. It should provideadequate information to demonstrate clearly that the applicant has thecapability to meet the requirements for each and all items ofequipment listed in the instructions to candidates. A separate formshall be prepared for each item of equipment or for alternativeequipment proposed by the applicant.

Application Form 7 - Financial CapabilityThis form shall be completed by every applicant and each member ofa joint venture. It should contained financial information todemonstrate that they meet the requirements stated in the instructionsto candidates. If necessary separate sheets should be used to providecomplete banker information. A copy of the audited balance sheet ifavailable should be attached. The information should include thesummary of actual assets and liabilities for the last five years.

Application Form 8 - Litigation HistoryThis form is to be completed by all applicants including each memberof a joint venture. It should provide information on any history oflitigation or arbitration resulting from contracts executed in the lastfive years or currently under execution. A separate sheet should beused for each member of a joint venture

Form RB1 - Request for ReviewThis form is only to be filled by the tenderer when aggrieved by theProcuring Entity and submitted to the Review Board at anytimeduring the tender process but not later than 14 days after date ofnotification of award

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APPLICATION FORM (1)

GENERAL INFORMATION

PART A – GENERAL INFORMATION

1 Name of Organization

2 Postal Address P.O Box …………………………. Code………………………

3 Principal Contact Person

Name: ……………………………………………………………

Position: ………………………………………………………….

4 Contacts Telephone: ………………………………………………………

Fax No. …………………………………………………………..

Email: ……………………………………………………………

Group email ……………………………………………………

(Applicants are advised to give a group email address to

facilitate prompt communication of new tender invites)

5 Physical Location of

Business Premises (Note that

a visitor to your office may be

made to confirm information

provided as part of the

prequalification evaluation)

Town ……………………………………………………………..

Street …………………………………………………………….

Building Name …………………………………………………..

Floor ………………………………………………………………

6 Nature of organization (e.g.

sole proprietorship, Public

Limited Company,

Partnership etc)

7 Names of Proprietor,

Directors or Partners

NOTE:

Attach copies of Directors’

identity cards/ passports

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

4..……………………………………………………………….

8 Geographical area of

LimitedLiabilityCompany

(1)

Partnership

(2)

SolePropriet

or(3)

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Operations

9 Business Operations Year established………………………………………….Duration of Business Operation ……………………

10 Company Registration No.

(Attach Copy)

Number…………………………

11 VAT Registration No. (Attach

copy)

Number Attached copy?

……. YES NO

Number …………………………………………………..

YES NO

12 Valid Tax Compliance

Certificate (attach copy)

Number Attached copy?

………………………………. YES NO

13 State Credit period (minimum

proposed is 45 days)

14 Registration with regulatory

relevant bodies

Registration Body…………….

Category of registration…………………

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PART B – ELIGIBILITY

1. Have you or your principals been subject or legal proceedings for insolvency, bankruptcy, receivership or

your business activities suspended for related reasons? YES/NO

2. If yes, when …………………..(if yes, you must present legal documentary evidence that you are cleared

and your business is now solvent)

3. Have you fulfilled your obligations to pay taxes and social security contributions for the last three years?

YES/NO

4. Are you or your servants or agents subject of legal proceedings for corrupt or unethical business practice

or offered any inducement to any procurement entity so that you can be considered for award of a tender?

YES/NO

5. Is the firm making this application or any of its directors been debarred or suspended from participating in

public procurement or have any procurement entity initiated proceedings of that nature against the firm or

one of its directors, for any reason whatsoever? YES/NO

6. Have you had any contracts terminated for poor performance in the last five years, or any contracts where

damages have been claimed by the contracting authority/client? YES/NO

Company Licenses

Provide list of registration certificates with relevant bodies e.g. Ministry of Public Works, Road, Energy, Water,BORA QS, ERB, AAK, IQSK, IEK, ISK, CCK, Manufacturers, Product Dealership Licenses, Pest ControlProduct Board, etc. (Specify Classification where applicable e.g. NATIONAL CONSTRUCTION AUTHORITYCLASSICFICATION etc

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PART D: TRADE REFERENCESProvide contact details for 3 referees for previous/current work that is similar or the same to the one nowapplied for. Note that the referees may be contacted without further references to you. (Attach documentaryevidence of existence of the contract)

How many references are youindicating? (Tick one) 0 1 2 3

A Have you previously beencontracted by University ofNairobi? Tick one

YES NO

Describe the contract and nature of works……………………………………………………………………………………………………………………………………………………….When……………………….and for how long………………………...

B1.

OthersOrganization NameContact Name and PositionOffice & Mobile Tel No.Email AddressService provided

…………………………………………………………………………..

………………………………………………………………………….

………………………………………………………………………….

2. Organization NameContact Name and PositionOffice & Mobile Tel No.Email AddressService provided

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

3. Organization NameContact Name and PositionOffice & Mobile Tel No.Email AddressService provided

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

In addition to the above, you are required to attach copies of LPOs, Letters of Award, and Completioncertificates or any other approved document showing works done and value.

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PART E: SAFETY QUESTIONAIRE

1. Does your organization have a safety policy? YES/NO

If yes, how often is it reviewed? ------------------------------(Attach a copy)

2. Does your company have a Safety, Health & Environment Management plan? YES/NO (provide evidence)

3. If yes in (2) above, who in your organization is responsible for the implementation and management of the

plan? ……………………………………………………………………………………………………………

4. How does your organization capture and document safety and other related incidences at your work

place? (Attach proof)

………………………………………………………………………………………………………………

5. What is recorded “accident free” period at the time of submission of this application?

………………………………Days

6. What is the longest “accident free” period ever achieved at your work place?

………………………………….Days

7. Have ever been suspended from undertaking any works for safety, health and environment related

issues? YES/NO

8. Have your organization or the principal partner ever been charged for non-compliance or violation of any

safety related regulations? YES/NO

9. What is the average number of regular employees stationed at your head office and/or main workshops?

………………………………………….

10. Are the organization’s head office and/or major workshops registered as work places under OSHA 2007?

YES/NO (if yes attached copy)

11. Are there safety committees at the organization’s work places? YES/NO

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GENERAL EXPERIENCE RECORD

1. Project History

a) Completed Projects – Start with latest

List the information on projects completed over the last five (5) years

No Client ProjectTitle

Location/Town StartDate

EndDate

ProjectCost/Value

Sub Contractors– If Any – up Tothree

12345

b) On-going Projects – Start with most current

List the information on up to five ongoing projects

No

Client Project Title &Location

%Complete

Expectedcompletiondate

ProjectCost/Value

Source ofFunding

12345

You can attach a separate sheet of paper if space provided is not sufficient2. Experience

How many years has your firm been engaged in the contracting business? ………………………

Describe nature of work performed by your firm ………………………………………………………

How many years of experience have you had in the type of work described in (b) above …………...

State the labour force engaged at any one time by your firm

Maximum ……………………………………………… Minimum ………………………………………..

Name of Applicant or partner of a joint venture

Annual turnover data (Construction only)

Year Turnover Kshs.1.2.

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APPLICATION FORM (2A)

JOINT VENTURE SUMMARY

Names of all partners of a joint venture

1. Lead partner2. Partner3. Partner4. Partner5. Partner6. Partner

Total value of annual construction turnover, in terms of work billed to clients, in Kshs.

Annual turnover data (construction only: Kshs.

Partner Form 2Page no.

Year 1 Year 2 Year 3

1. LeadPartner2. Partner3. Partner4. Partner5. Partner6. Partner

Totals

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PARTICULAR EXPERIENCE RECORD



DETAILS OF CONTRACTS OF SIMILAR NATURE AND COMPLEXITY


Use a separate sheet for each contract.

1. Number of contract

Name of Contract

Country

2. Name of employer

3. Employer address

4. Nature of works and special features relevant to the contract for which the Applicant wishes toprequalify

5. Contract role (check one)* Sole contract * Management contract * Subcontract * Partner in a joint venture

6. Value of the total contract/subcontract/partner share (in specified currencies at completion, orat date of award for current contract)

7. Date of award8. Date of completion9. Contract/subcontract duration (years and mont - years - months

10 Specified requirements

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SUMMARY SHEET: CURRENT CONTRACTCOMMITMENTS/WORK IN PROGRESS


Name of contract Value of outstanding workKshs. Estimated completion date1.2.3.4.5.6.


PERSONNEL CAPABILITIES

Name of Applicant

1. Title of positionName of prime candidateName of alternate candidate

2. Tile of positionName of prime candidateName of alternate candidate



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CANDIDATE SUMMARY

Name of Applicant

Position Candidate* Prime * Alternate

Candidateinformation

1. Name of candidate 2. Date of birth

3. Professional qualifications

Presentemployment

4. Name of employer5. Address of employer

Telephone Contact (manager/personnel officer)Fax E mail

Job title of candidate Years with present employer

Summarize professional experience over the last 20 years, in reverse chronological order. Indicateparticular technical and managerial experience relevant to the Project.

From To Company/Project/Position/Relevant technical and management experience

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EQUIPMENT CAPABILITIES

Name of Applicant

Item of equipmentEquipment information 1. Name of manufacturer

3. Capacity2. Model and power rating4. Year of manufacturer

Current status 5. Current location6. Details of current commitments…………………………………………………………………………..

Source 7. Indicate source of the equipment* Owned * Rented * Leased * Specially manufactured

Omit the following information for equipment owned by the Applicant or partner

Owner 8. Name

9. Address of owner…………………………………………………….

Telephone Contact name and title

Fax Email

Agreements Details or rental/lease/manufacture agreements specific to the project………………………………………………………………………….

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APPLICATION FORM (7)FINANCIAL CAPABILITY

Banker Name of banker

Address of banke……………………………………………………………………………..Telephone Contact name and title______________________________________________________________Fax Email

Financial informationin Kshs.

Actual:Previous TWO years

Projected:Next TWO years

1. Total assets1 2 3 4

2. Current assets3. Total liabilities4. Current liabilities5. Profits before taxes6. Profits after taxes

Source of finance Amount Kshs.1.2.3.4.

Attach a copy of firm’s audited accounts or certified bank statements for the previous two years together withletters of reference from the bankers regarding the firm’s credit position.

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LITIGATION HISTORY

Name of Applicant or partner of a joint ventureApplicants, including each of the partners of a joint venture, should provide information of anyhistory of litigation or arbitration resulting from contracts executed in the last five years or currentlyunder execution (Instructions to Applicants, para. 4.8). A separate sheet should be used for eachpartner of a joint venture.

Year Award FOR orAGAINSTApplicant

Name of client, cause of litigation, andmatter in dispute

Disputed amount(current value Kshs.)

5. Profits before taxes

6. Profits after taxes

Source of finance Amount Kshs.1.2.3.4.

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PART G: CERTIFICATION

I/We do hereby certify that the above information is correct in all respects.Full Name:

Designation/Position:

Signature:

Date:

Company Stamp:

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LETTER OF NOTIFICATION OF AWARD

Address of Procuring Entity__________________________________________

To:

RE: Tender No.

Tender Name

This is to notify that the contract/s stated below under the above mentioned tender have beenawarded to you.

1. Please acknowledge receipt of this letter of notification signifying your acceptance.

2. The contract/contracts shall be signed by the parties within 30 days of the date of this letterbut not earlier than 14 days from the date of the letter.

3. You may contact the officer(s) whose particulars appear below on the subject matter of thisletter of notification of award.

(FULL PARTICULARS)

SIGNED FOR ACCOUNTING OFFICER

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REQUEST FOR REVIEW FORM

FORM RB 1

REPUBLIC OF KENYA

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO…………….OF……….….20……...

BETWEEN

………………………………………….APPLICANT

AND

…………………………………RESPONDENT (Procuring Entity)

Request for review of the decision of the…………… (Name of the Procuring Entity) of ……………dated

the…day of ………….20……….in the matter of Tender No………..…of …………..20…

REQUEST FOR REVIEW

I/We……………………………,the above named Applicant(s), of address: Physical address…………….Fax

No……Tel. No……..Email ……………, hereby request the Public Procurement Administrative Review

Board to review the whole/part of the above mentioned decision on the following grounds , namely:-

1.

2.

etc.

By this memorandum, the Applicant requests the Board for an order/orders that: -

1.

2.

etc

SIGNED ……………….(Applicant)

Dated on…………….day of ……………/…20…

FOR OFFICIAL USE ONLY

Lodged with the Secretary Public Procurement Administrative Review Board on ………… day of

………....20….………

SIGNEDBoard Secretary

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SECTION - VI EVALUATION CRITERIA

The University of Nairobi will consider four major categories of criteria for evaluatingapplications for prequalification

A: MANDATORY REQUIREMENTS

The tenderer must provide the following information and provide copies of documents tosupport the information given.

Criterion Particulars Provided YES NO

Sealed original and copy of the tender inseparate envelopes duly marked on theenvelopes as “ORIGINAL” and “COPY.”The envelopes shall then be sealed in anouter envelopeIncorporation/Registration certificateConfidential Business questionnaire –Duly completed and signedBusiness Permit from local Authorities

Current Tax Compliance CertificatesPINVATAudited Accounts for the last 3 YearsName of at least 3 Clients Supplied withSimilar Goods

SUMMARY OF EVALUATION REMARKS / SCOREMandatory Requirements

Capability assessmentFinancial CapabilityOperational assessment by site visit

TOTAL SCORE

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B: CAPABILITY ASSESMENT (50 MARKS)Criterion Particulars Provided ScoresYears In BusinessCore BusinessConformity toSpecificationsSameAlternativeRelevant Experience WithOther Public Organizations

UniversitiesOthers

Maximum Value OfBusinessLetter Of RecommendationFrom at least 3 ClientsDelivery /ImplementationSchedule

C: FINANCIAL CAPABILITY ASSESSMENT (30 Marks)

As deduced from the audited accounts

D: OPERATIONAL ASSESMENT BY SITE VISIT (20 MARKS)Criterion Observations Made ScoresConfirmation of BusinessName & Physical AddressConfirmation Of OriginalsOf Attached DocumentsNature of OperationSize of BusinessLargeMediumSmallPremisesOwned Leased

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TECHNICAL EVALUATION COMMITTEE’S RECOMMENDATIONS

The evaluation of the tender and tenderer by Technical Evaluation Committee will besummarized as follows:

Major Area Of Concern Indicators From TheEvaluation Exercise

AggregatedScores

Responsiveness of Tender ToUniversity/Public Procurement ActRequirementsResponsiveness of Tender To University’sTechnical Specifications

Physical And Administrative Organization ofTendererTechnical Ability of Tenderer To Meet TheSpecific Performance Targets Of The TenderFinancial Ability of Tenderer To Meet TheProduction, Delivery And Payment Terms OfThe TenderTEC Decisions Recommended or

Not Recommended

UNIVERSITY OF NAIROBI PREQUALIFICATION...

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