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INTERNATIONAL LIVESTOCK RESEARCH
INSTITUTE (ILRI)
TENDER FOR GROUNDS MAINTENANCE
SERVICES
Release Date: 23nd May, 2013
Last Date for receipt of bids: 5th June, 2013 at 10.00 am
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SECTION I – INVITATION TO TENDER
Provision of grounds maintenance services
1.1 ILRI invites sealed tenders from eligible candidates for the Provision of
grounds maintenance services.
1.2 Interested eligible candidates MUST attend site visit at ILRI located at
Kabete area on Tuesday 28th May, 2013 at exactly 10.00 am
1.3 Interested eligible candidates may purchase the tender documents at
ILRI upon payment of a non-refundable fee of Ksh. 2,500 between
9:00am and 12.00 Noon (except on public holidays).
1.4 Prices quoted should be inclusive of delivery costs and all taxes and
must be expressed in Kenya shillings and shall remain valid for (90) days
from the closing date of the tender.
1.5 The tenderer shall submit a tender security equivalent to Ksh. 100,000.00
(One hundred thousand shillings) from a reputable bank or insurance
company. The tender security shall be valid for a period of one
hundred and twenty (120)days after tender closing date.
1.6 Completed tender documents are to be enclosed in plain sealed
envelopes, marked “Provision of grounds maintenance services”
addressed to:
The Supply Chain Manager
P.O. Box 30709-00100,
Nairobi.
and be deposited in the tender box provided at ILRI on or before 10.00
am on 5th June, 2013.
1.7 All enquiries should be addressed [email protected] and
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SECTION II - INSTRUCTIONS TO TENDERERS
2.1 Cost of tendering
2.1.1 The Tenderer shall bear all costs associated with the preparation and
submission of its tender, and ILRI, will in no case be responsible or liable for
those costs, regardless of the conduct or outcome of the tendering
process.
2.2 Contents of tender documents
2.2.1The Tenderer is expected to examine all instructions, forms, terms, and
specifications in the tender documents. Failure to furnish all information
required by the tender documents or to submit a tender not substantially
responsive to the tender documents in every respect will be at the
tenderers risk and may result in the rejection of its tender.
2.3 Clarification of Documents
2.3.1. A prospective candidate making inquiries of the tender
document may notify ILRI in writing or by post, fax or email at the entity’s
address indicated in the Invitation for tenders. The Procuring entity will
respond in writing to any request for clarification of the tender documents,
which it receives no later than five (5) days prior to the deadline for the
submission of tenders, prescribed by ILRI. Written copies of ILRI’s response
(including an explanation of the query but without identifying the source
of inquiry) will be sent to all prospective tenderers who have received the
tender documents.
2.3.2. ILRI shall reply to any clarifications sought by the tenderer within
3 days of receiving the request to enable the tenderer to make timely
submission of its tender.
2.4 Amendment of documents
2.4.1. At any time prior to the deadline for submission of tenders, ILRI,
for any reason, whether at its own initiative or in response to a clarification
requested by a prospective tenderer, may modify the tender documents
by issuing an addendum.
2.4.2. All prospective tenderers who have obtained the tender
documents will be notified of the amendment by post, fax or email and
such amendment will be binding on them.
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2.4.3. In order to allow prospective tenderers reasonable time in which
to take the amendment into account in preparing their tenders, ILRI, at its
discretion, may extend the deadline for the submission of tenders.
2.5 Mandatory site visit
2.5.1 The tenderer is advised to visit and examine the Site and its
surroundings and obtain for himself on his own responsibility, all information
that may be necessary for preparing the tender and entering into a
contract. The costs of visiting the Site shall be the tenderer’s own
responsibility.
2.5.2 The tenderer and any of his personnel or agents will be granted
permission by ILRI to enter upon premises and lands for the purpose of
such inspection, but only upon the express condition that ILRI Employer
from and against all liability in respect of, and will be responsible for
personal injury (whether fatal or otherwise), loss of or damage to property
and any other loss, damage, costs and expenses however caused, which
but for the exercise of such permission, would not have arisen.
2.5.3 A representative of ILRI will be available to meet the intending
tenderers at the Site at the time and date indicated on the invitation to
tender. The representative will not be available at any other time for site
inspection visits.
2.5.4 Each tenderer shall fill an attendance register and this shall be used
as part of qualification criteria.
2.6 Form of Tender
2.6.1. The tenderers shall complete the Form of Tender (see Appendix 2)
and the appropriate Price Schedule furnished in the tender documents.
2.7 Tender Prices
2.7.1. The tenderer shall indicate on the Price schedule the unit prices
where applicable and total tender prices of the services it proposes to
provide under the contract.
2.8 Tender Currencies
2.8.1. Prices shall be quoted in Kenya Shillings.
2.9 Taxes
2.9.1 ILRI is duty and VAT exempt. All the invoices supplied to ILRI will be
less the applicable VAT. ILRI will issue the supplier with a VAT exemption
certificate against each invoice.
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2.10 Tenderers Eligibility and Qualifications.
2.10.1. The documentary evidence of the tenderers qualifications and
experience to perform the contract if its tender is accepted shall establish
to ILRI’s satisfaction that the tenderer has the financial and technical
capability necessary to perform the contract.
2.11 Format and Signing of Tender
2.11.1. The tenderer shall prepare two copies of the tender.
2.11.2 The tender document shall be typed or written in indelible ink and
shall be signed by the tenderer or a person or persons duly authorized to
bind the tenderer to the contract. All pages of the tender, except for un-
amended printed literature, shall be initialed by the person or persons
signing the tender.
2.11.3 The tender shall have no interlineations, erasures, or overwriting
except as necessary to correct errors made by the tenderer, in which
case such corrections shall be initialed by the person or persons signing
the tender.
2.12 Deadline for Submission of Tenders
2.12.1 Tenders must be received by ILRI no later than 5th June, 2013 at
10.00 am.
2.12.2 ILRI may, at its discretion, extend this deadline for the submission of
tenders by amending the tender documents, in which case all rights and
obligations of the procuring entity and candidates previously subject to
the deadline will thereafter be subject to the deadline as extended.
2.13 Modification and withdrawal of tenders
2.13.1 The tenderer may modify or withdraw its tender after the tender’s
submission, provided that written notice of the modification , including
substitution or withdrawal of the tender’s is received by ILRI prior to the
deadline prescribed for the submission of tenders.
2.13.2 No tender may be modified after the deadline for submission of
tenders.
2.13.3 No tender may be withdrawn in the interval between the deadline
for submission of tenders and the expiration of the period of tender validity
specified by the tenderer on the Tender Form.
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2.13.4 ILRI may at any time terminate procurement proceedings before
contract award and shall not be liable to any person for the termination.
2.13.5 LRI shall give prompt notice of the termination to the tenderers and
will not give reasons for termination.
2.14 Clarification of tenders
2.14.1To assist in the examination, evaluation and comparison of tenders
the procuring entity may at its discretion, ask the tenderer for a
clarification of its tender. The request for clarification and the response
shall be in writing, and no change in the prices or substance shall be
sought, offered, or permitted.
2.15 Award Criteria
2.15.1 ILRI will award the contract to the successful tenderer whose tender
has been determined to be substantially responsive and has been
determined to be the lowest evaluated tender, provided further that the
tenderer is determined to be qualified to perform the contract
satisfactorily.
2.15.2 ILRI reserves the right to accept or reject any tender and to annul
the tendering process and reject all tenders at any time prior to contract
award, without thereby incurring any liability to the affected tenderer or
tenderers or any obligation to inform the affected tenderer or tenderers of
the grounds for the procuring entity’s action. If the procuring entity
determines that none of the tenderers is responsive; the procuring entity
shall notify each tenderer who submitted a tender.
2.15.3 A tenderer who gives false information in the tender document
about its qualification or who refuses to enter into a contract after
notification of contract award shall be considered for debarment by ILRI
from participating in future procurement
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SECTION III: DESCRIPTION OF SERVICES
ILRI is seeking to enter into a contract with a company for an initial period
of one year. The contract period can be extended to a maximum of
three years subject to performance evaluation.
1. SCOPE OF WORKS (Please refer to Appendix 1 for details of services and
area to be covered):
a. Cleaning of walk ways, tarmac area and grounds
The contractor shall be responsible for daily (Monday through Saturday)
cleaning of all uncovered walkways and tarmac area (parking area,
roads, storm water channels, etc.)
The contractor shall be responsible for removing any foreign objects, e.g.
paper, leaves, grass cuts, or other garbage as per the occupational
health & safety guidelines. Special attention shall be paid to the vicinity of
buildings (outside area along office blocks) and lawn areas. Unblocking of
storm water channels shall include all culverts in the compound especially
the ones around Gathondeki River. The banks of the river around the
culverts shall also be kept clear of shrubs and any storm water related
debris.
b. Planted/developed areas including Uthiru roundabout & external
entrance
General maintenance shall include watering, weeding, mowing, cutting,
cultivating among others for the proper growth of grass and plants and for
keeping the landscape neat in appearance. The Contractor shall
maintain lawn areas to the acceptable recommended standard.
After mowing, all grass cuttings will be removed from the location
immediately. No encroachment of the plants and grass will be allowed.
Cutting of grass near the offices shall be done outside ILRI working hours
(08:45-16:45 hours) on weekdays.
c. Flower-beds
In prime areas (e.g. in front of main Administration Block, along walk ways,
in existing flower beds vicinity of office blocks, outside cafeteria areas,
etc.) varieties of flower species (both perennial and annual flowering)
shall be maintained. All these prime areas may be watered during the dry
seasons as necessary.
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d. Provision of Adhoc labour
The successful contractor shall occasionally be called upon to provide
adhoc labour which shall include but not limited to Movement of furniture
and other items from one location to another. Arrangement of party
venues etc.
e. Indoor Plants
The contractor shall maintain all indoor plants in all locations within the
Institute. The contractor shall change these plants as necessary with other
suitable indoor plants and propose other locations that require such
plants.
f. Shrubs and ground cover areas including External hedge
CULTIVATION AND WEEDING
Normal regular weeding shall be carried out as part of the grounds
maintenance process. However, certain areas infested with weeds will be
identified and scheduled upgrading undertaken through mutual
discussions.
Care must be taken to avoid damage to plants and plants roots during
the cultivation process. Should any plant die due to overzealous
cultivation, their replacement will be charged to the account of the
contractor. Cultivate to ensure a loose friable surface with no
compaction.
Any extraneous material that is brought to the surface during the
cultivation process exceeding 25mm in any direction is to be removed by
the contractor.
PRUNING
General hedge trimming is to be carried out throughout the year. The
hedge around ILRI should be pruned neatly and regularly. Groundcovers
are to be cut back from bed edges and shrubs generally pruned as and
when necessary. Judiciously remove dead or excessive material in
particular the dead flowers and leaves.
All rubbish generated during pruning is to be removed from location at
the end of each day.
Repair of the chain link fence will not be the responsibility of the
contractor.
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Major pruning should be undertaken in consultation with the appointed
ILRI representative.
g. Trees
FORMATIVE PRUNING
Minimal formative pruning is to be carried out under the direction of an
appointed ILRI representative.
CULTIVATION AND WEEDING
Existing basins are to be maintained at all times. All basins within lawn
areas are to be kept to a uniform shape and size.
All basins are to be kept weed free and are to be lined with mulch 50mm
thick which is to be replaced as and when necessary.
Under no circumstances are brush cutters (weed-eaters) to be utilized
around the base of trees.
h. Pests
The contractor will constantly monitor for pests throughout the grounds
and report to ILRI’s Occupational, Health and Safety Officer.
i. Leaf Litter and Garden Refuse Removal
The contractor shall be responsible for the removal of the day to day
rubbish accumulated during the maintenance process to the designated
areas. All rubbish generated is to be removed from garden areas at the
end of the day including waste from the residential houses. No stockpiles
of leaves and waste are to be left overnight.
All roads and pathways are to be kept swept and clean, the frequency
being determined by the prevailing season and weather conditions.
j. Paving
All areas of paving are to be kept free of weeds at all times.
Clean precast slabs within the grounds regularly as necessary and report
any broken or dislodged slabs.
While working around the oxidation ponds, the contractor will be required
from time to time to remove any algae in this area.
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k. Swimming Pool and Tennis Court
The contractor shall maintain the pool water as directed by ILRI’s
representative and ensure that the general area around the pool is clean
and orderly. Additionally the contractor shall also provide the basic
maintenance of the tennis court and marking the court as instructed by
ILRI.
Note: ILRI will be responsible for the quality of the swimming pool water.
l. Removal of Debris from roof tops and gutters and dispose.
By use of a ladder and hard brooms ensure all the debris is swept from the
roof tops and gutters then dispose the debris and any other foreign matter
as per the NEMA regulations. This exercise is to be carried thought the year
but extra attention to be given during rainy seasons.
2. OTHER GENERAL REQUIREMENTS
a) Machinery and Tools
It is the contractor’s responsibility to supply, maintain and run all
machinery necessary to effectively execute the maintenance
programme as required. Non electrical equipment are preferred.
The supply and replacement of all tools is the responsibility of the
contractor.
All machinery is to be maintained in good working order at all times.
All equipment shall be available for inspection by ILRI’s representative if
need arises.
Should a tool or machine fail beyond repair, it is the contractor’s
responsibility to replace the equipment immediately.
b) Uniforms and Protective Clothing
The maintenance contractor will supply all his staff with clothing of
uniform color and styles, clearly marked with their name.
It is the maintenance contractor’s responsibility to maintain the clothing in
a neat, tidy and clean condition at all times. At least two uniforms for
each member of staff is recommended.
All protective clothing will be replaced as and when necessary.
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The contractor must ensure that proper protective equipment is issued to
his staff in conformity with the Occupational, Healthy and Safety Act.
c) Insurances and Indemnities
Neither ILRI or its agents or employees shall be liable for any
Damage which may be caused to any of the assets of the grounds
contractor or for any injury or loss of life to the landscape
contractors employees, invites or licensees in consequence of the
services to be provided by the grounds contractor on ILRI
premises, whether such damage, injury or loss arise directly or
indirectly from any act or omission whatsoever and by whomsoever
caused.
Notwithstanding the foregoing, the grounds contractor indemnifies and
holds harmless the Institute against any claim that may be made against
ILRI by any third party relating to the previous referred to above or for any
claim relating to damage caused to any third party by the contractor’s
employees, invitees licensees or machinery.
The contractor will ensure that the insurance liability cover is adequate for
cover of public liability and contractor liability.
d) Review Meetings and Reports
For co-ordination purposes and to enhance efficient operation of
maintenance tasks, the contractor is required to submit monthly reports
and attend monthly meeting represented by a key staff. The monthly
reports shall comprise of activities carried out during the past month, and
how it has related to the overall work-programme. It shall include, as
necessary, statistics of work done.
Maintenance audit meetings will be held every third month on site. All
minuted items will be attended to within 7 days from the meeting day. A
principle employee from the contractor’s management should attend this
meeting.
e) Working Hours
The Contractor shall be required to provide their maintenance personnel
for a minimum of 45 hours per week.
Normal work will take place Mondays through Saturdays inclusive, except
in respect of the ten (10) ILRI recognised holidays. These working hours
relate to the current Kenyan Legislation (Government General Order).
Should this legislation change during the period of the contract, the
working hours shall be adjusted accordingly.
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In recognition of the seasonal cyclic nature of the contract, the number
of skilled field workers on site may vary and shall be adjusted by the
Contractor accordingly. However, the total number of man days per year
as proposed by the Contractor should be maintained at the end of each
12 months period.
f) Facilities Provided for the Contractor
ILRI shall provide an office and storage facilities free of charge, with
telephone extension from the main switchboard. This connection is for
internal calls only — extension to extension. A computer link through ILRI’s
network system will be provided with an email address.
The contractor staff members on site will be provided by an ILRI
Identification card which they must wear at all times during the working
hours.
Electricity and water from normal supply shall be free of charge; however,
these must be controlled and used efficiently.
g) Contract Supervisor
The Contractor shall be under direct supervision of the Head of
Engineering.
The Contractor shall ensure that their staff maintain high level of
cleanliness and adhere to ILRI’s internal rules and regulations, whilst on
premises pertaining to movements and EHS regulations.
The Contractor shall ensure that the gardening/cleaning activities are
carried out without damaging ILRI property.
h) General Conditions
No herbicides, pesticides and fungicides are to be used within the ground
areas without the written consent of ILRI’s OHS unit
No planting is to be carried out on site without the written consent of ILRI’s
appointed representative.
Garden maintenance within the residential houses other than the lawns
shall not be the responsibility of the maintenance contractor.
The contractor shall ensure that employees’ compensation and wages
are within the set labor standards for the industry.
All contractors’ staff must adhere to ILRI’s internal rules and regulations,
whilst on premises pertaining to movements and EHS regulations.
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Sufficient qualified supervision is to be put in place utilizing a principal in
the contractor’s company.
The contractor will provide a weekly roster for the site to ensure that the
operations Manager and Head of engineering are aware of the duties to
be performed.
Kenya’s Safety Standards should be strictly adhered to and in the
absence of the same, other relevant International Safety Standard should
be complied with.
i) Staff qualifications
The supervisor(s) on the ground MUST have the under listed qualifications
a) At least a pass in ‘O’ Level Certificate
b) Certificates in housekeeping, knowledge in chemical
handling and gardening from a recognized institution.
c) Minimum work experience of three years in supervisory
position.
d) Good communication and Managerial skills
e) Certificate of good conduct.
The contractor shall undertake basic training of his staff on environmental
Management, Occupational Safety & Health, Firefighting, First Aid,
Handling of Hazardous chemicals and any other relevant training as
prescribed by existing laws once contracted. The successful contractor
should have thorough knowledge of employees’ background and must
provide certificate of good conduct before engagement
j) Standards
The services provided under this Contract shall conform to best grounds
maintenance practices. The entire process of services provision shall be
done by correct inputs (staff) and through the right method to deliver a
clean and safe working environment.
k) Inspections and Tests
ILRI shall have the right to inspect and/or to test the services to confirm their
conformity to the Contract specifications.
Should any inspected or tested services fail to conform to the Specifications, ILRI
may reject the services, and the contractor shall either replace the rejected
services or make alterations necessary to meet specification requirements free of
cost to ILRI.
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l) Employees of the contractor
i) Age
The employees will be between 21 and 45 years
ii)Adequacy
The contractor should have adequate reserve employees for
replacement on unsatisfactory performance, sickness, absence or any
other reason.
iii) Wages
Wages paid to employees to be deployed must conform to the Ministry of
Labour Guidelines on Minimum wages and ILRI will be at liberty to confirm
this from whatever source to ensure this is complied with. This may include
requesting the contractor to provide its payroll
m) Service Times
Monday – Friday: 07:00 to 16:00hr, Saturday: 08:00 to 13:00hrs
n) Assignment
The tenderer shall not assign, in whole or in part, its obligations to perform under
this contract, except with the procuring entity’s prior written consent.
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SECTION IV: PRESENTATION OF TENDER
The tender must be submitted in one copy, bound, typed and completely
printed.
The detailed format of the tender is provided below. The tender is made
up of four different sections:
a. Company Profile
b. Technical Proposal
c. Financial Proposal
d. Disclosure form and certification
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Section III (a): Company Profile
1. Attach copy of tender purchase receipt
2. Please provide a copy of certificate of
incorporation/registration for your company
and current business license.
3. Social obligation
Attach a copy of current Tax Compliance
Certificate and current business license.
4. Please provide the following information
relating to your organization:
Part 1 – General
- Business Name
- Location of business premises
- Plot No., street/road
- Postal address, Tel. No., Fax, Email
- Nature of business
- Registration certificate number
- Maximum value of business which you can
handle at any one time – Kshs.
- Name of your bankers, branch
Part 2(a) – Sole Proprietor
- Your name in full
- Age
- Nationality
- Country of origin
- Citizenship details
Part 2(b) – Partnership
Give details of partners as follows:
- Name, Nationality, citizenship details, shares
Part 2 (c) - Registered company
Private or Public
- State the nominal value and issued capital
of company
- Give details of all director i.e. name,
nationality, citizenship details, shares
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Section III (b)- Technical Proposal The table below shows the minimum service specifications for Provision of
grounds maintenance Services. Bidders are required to provide a clause-
by-clause response to the specifications in the given format.
Technical Requirements Bidder’s Response
1. Please attach a copy of NEMA license for your
organization.
2. What are the key grounds maintenance resources
that you have? Please indicate their suitability
(attach list of the resources).
3. Managerial and key personnel competency
profile.
Attach
a. Organization chart
b. Proposed structure for staff deployed to ILRI to
offer the required service
c. Key staff competency. Provide a listing of your
workforce showing qualifications, experience in
the industry, length of service with your
organization.
d. Attach current membership with a professional
body related to this services (if applicable).
4. Does any of the technical staff and/or Team
Leader(s) have current membership with a
grounds maintenance professional body? (attach
evidence of the same)
5. Please provide information on your current
insurance coverage in regard to the
implementation of this possible contract (type
and extent of coverage)
6. Experience
State the number of years of experience of your
organization in grounds maintenance.
7. Reputation
Submit details of your five major clients, summary of
services rendered, annual value of contract, contact
person, postal and email address and telephone
numbers
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8. Does the bidder have a company Environmental
Safety and Health Policy? (attach copy)
9. Please provide a statement on your present
technological capabilities as well as your plans in
future.
10. Please indicate the appropriate Personal
protective equipment you provide to your staff
(Attach list)
11. Do you provide relevant training to your technical
staff frequently? (attach evidence of the same)
12. Do you have any evidence of compliance with
quality management standards such as ISO
certification or are you in the process of being
certified?
State whether Certified.
In process of being certified
Not certified
13. Would you envisage that any portion of this
contract would be sub-contracted? What portion
and why? To whom?
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Section III (d )- Financial proposal
i) Financial statements
Please provide audited financial statements for 2010, 2011 and 2012.
ii) Please submit cost using the format below for the purposes of quoting.
The proposal should indicate all the elements considered in the costing
giving detailed breakdown as illustrated below:
ITEM DETAILS
Labour Types, numbers, rates
Tools and machinery Equipment type, quantity , usage
cost
Consumables Item, quantity and costing
Transport Function, mode, cost
Uniforms Quantity and costing
Other Item and costing
An additional proposal for reducing the cost of the service, whilst
improving and/or maintaining service levels through innovation solutions is
invited. Any such innovation will be viewed positively in the analysis and
decision making process.
Bidding Schedule
Item Description Qty Unit Unit rate
per month
(Ksh)
Amount
per month
(Ksh)
1 Tractor:
Provide and maintain at
least 1 tractor for
maintenance works
along the tick lane and
other areas.
1 No
2 Garbage collection
truck:
Provide and maintain at
least 1 garbage
collection truck
1 No
3 Grass cutting machinery:
Provide and maintain at
least;
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a) Self-drive lawn
mowers
2 No.
b) Ride on Rotary
mowers
1 No.
c) Brush cutters 2 No.
d) Green mower 1 No.
e) Blowers 1 No.
f) Hedge cutters 1 No
g) 5 – 7 horse power
lawn mowers
2 No.
4 General Grounds
maintenance tools:
Provide and maintain
general grounds
maintenance tools
enough to maintain the
entire ILRI grounds and
enough for all the
employees. This shall
include but not limited
to; Pangas, Rake
brooms, Rakes, Jembes,
Fork Jembes, Mattocks,
Slashers, twin jembes,
spade shovels, shears,
seccateuas, pruning
saws, fork spades etc
1 Item
5 Employees (labour):
Provide manpower to
carry out grounds
maintenance at ILRI
grounds. This shall
include provision of
uniforms and all other
protective gears.
a) Supervisor. At least
3 years of grounds
maintenance
supervision
experience in a
similar organization
1 No.
b) Office/ helpdesk
administrator. To
have at least O
level/ KCSE
training and other
1 No.
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extra training.
c) Swimming pool
attendant. To
have over three
years’ experience
in maintenance of
swimming pools
1 No
d) General grounds
maintenance
crew(please
suggest
appropriate
number and
quote a rate per
person)
25 No
Total
VAT
Grand
Total
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Section IV - Disclosure form and certification
To ensure that the contractor has no conflict of interest with ILRI and that
the contractor is able to provide the quality of services required, please
submit this form together with your quotation.
The information provided by you will be handled on a Strictly Confidential
basis and is for the use of ILRI only.
This form must be fully completed. For those questions not applicable to
your company, please fill in the blank with “N/A” or “NONE”. If the space
provided after each question is insufficient please record the information
on a separate typed page and attach to the original.
1. List below the names and nationalities of all the Directors, Shareholders
and/or Partners of your company.
2. List any other Companies, Holding Companies or other organizations
and their addresses who hold a substantial interest in your company.
3. List the name of the Chairman and the Managing Director of the
company.
4. Do any of the company employees, particularly those in management
positions, have any family members or friends employed by ILRI?
Yes No
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If yes, list their names and position in either organization.
5. Do you have a code of conduct or ethics governing your director’s
and your employees’ behavior?
Yes No
If yes, please attach a copy with your offer.
6. List below the banks or Credit Institutions with which your company has
accounts if this is not presented in your audited financial statements.
7. Does the company have Branch offices, which are owned and
operated solely by the company?
Yes No
If yes, list below the Company owned branch facilities and their physical
addresses:
8. Are the company’s owned or leased premises insured against fire,
theft, storm, etc.
Yes No
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If yes, list below the companies Insurer(s), Classes of Policies held, Amounts
Insured.
9. Are you insured for all third party or consequential liabilities?
Yes No
If yes, what is the limit of your liability?
10. Will any other parties or companies be authorized to act as your
brokers?
Yes No
If yes, list their names and physical addresses below.
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CERTIFICATIONS
The following certification statements must be signed and submitted with
the vendor’s offer on this original form.
I. I, , the Chairman/Director/ Managing Director of
(company)
, hereby agree to all Provisions and caveats
governing the submission of our Offer.
II. I further certify that this tender has been offered with the full intent of
this Company to supply the services as described at the rates we have
indicated, which are guaranteed for the purposes of negotiating a
leasing or purchase agreement with ILRI and that all of the rates and
charges have been verified, and are correct as indicated herein, and
do not require any further amendment(s).
III. I further certify that all of the information we have supplied in the
Disclosure form is full and complete and true, to the best of my
knowledge.
IV. In addition, I certify that I have all of the necessary authority conferred
upon me by this company to guarantee the rates and charges in this
Offer, and all other information contained herein.
Signature: Date:
Name: Title:
Signature: Date:
Name: Title:
26
APPENDIX 1:
SERVICES TO BE RENDERED
1 Innovation & Continuous Improvement
a
The Contractor is expected to continuously generate and implement
innovative ideas for reducing the cost of the service, whilst improving
and /or maintaining service levels through consultation with ILRI. ILRI will
consequently expect to see a gradual reduction in cost as these ideas
are implemented.
b Contractor Shall carry appropriate worker's compensation, travel,
hazard & liability insurance during the term of this agreement.
2 Scope Of Works
a Cleaning of walk ways, tarmac area and play grounds
b
Cleaning of all uncovered walkways & tarmac area i.e. parking areas,
roads, storm water channels, etc. Removing any foreign objects, e.g.
paper, leaves, grass cuts, or any garbage waste. Special attention shall
be paid to the vicinity of buildings and lawns.
c
Planted/Developed areas including roundabout & external entrance
maintenance i.e. Removing any foreign objects, e.g. paper, leaves,
grass cuts and weeding of flowers.
d
Watering, weeding, mowing, cutting, cultivating for proper growth of
grass & plants for keeping the landscape neat in appearance on all ILRI
grounds
e Contractor shall keep lawn areas to the acceptable recommended
standards
f
Nursery. Develop the existing ILRI plant nursery to have adequate
varieties of plants from which all necessary plants required for
maintenance will be drawn at no cost to ILRI. Contractor shall not use
the nursery for commercial purpose.
g
Flower Beds. In prime areas (admin, along walk ways, office blocks
cafeteria etc.) varieties of flower species (both perennial & annual
flowering) shall be maintained. All these prime areas may be watered
as necessary.
h
Indoor Plants. Maintain all indoor plants in all locations within the
institute. Change these plants as necessary with other suitable indoor
plants and propose other locations that require such plants.
i Shrubs & ground cover areas including external hedge. Normal regular
weeding. Upgrading of areas invested by weeds.
j
Pruning. General hedge trimming throughout the year. Hedge around
ILRI to be pruned neatly & regularly. Cut back ground covers from bed
edges. Remove dead or excessive material in particular the dead
flowers & leaves. All rubbish generated to be removed from location at
the end of each day.
27
k Trees. Formative pruning under FM's direction. Cultivation & weeding &
mulching.
l Pests. Constantly monitor for pests throughout the grounds & Report to
ILRI's OHS
m
Leaf Litter & Garden Refuse Removal. Remove daily rubbish
accumulated during the maintenance process to the designated
areas. Same for garbage from gardens & residential houses. Frequency
dependent on seasons.
n Paving. Keep all pavements cleaned & free of weeds at all times.
Remove algae at the oxidation ponds. Report damages to FC
o
Swimming pool & tennis court. Maintain the pool water as Directed by
FC and ensure the area around the pool is clean & orderly. Provide
basic maintenance of the basic maintenance of the tennis court
including marking.
3 Other General Requirements
a
Machinery and tools. Contractor to supply & maintain & run all
machinery necessary to effectively execute the maintenance
programme as required. Supply & replace all tools. Machinery to be in
good working condition at all times. Avail equipment for inspection.
Replace machines & tools that are beyond repair.
b
Uniforms & protective clothing. At least two uniforms maintained
neatly, tidy & clean at all times. Proper protective equipment as per
OHS.
c Review Meetings and Reports. Submit Monthly reports & attend monthly
meeting represented by a key staff.
d Working Hours. Provide personnel for minimum 45 hrs in a week, Mon -
Sat . Check no of personnel on site.
e
Facilities provided for the contractor:- ILRI will provide an office, storage,
extension, computer, ILRI ID, which the contractor will take utmost care
of.
f Coordination with OHS on use of pesticides, herbicides and fungicides
whenever there is need or identification of pests.
28
APPENDIX 2: FORM OF TENDER
International Livestock Research Institute
P.O. Box 30709-00100
NAIROBI
TENDER FOR GROUNDS MAINTENANCE SERVICES
1. In accordance with the Instructions to Tenderers, Conditions of Contract,
and scope of works for the execution of the above named Works, we, the
undersigned offer to offer the services for the sum of:
Kshs………………………………………[Amount in figures- Exclusive of VAT]
Kenya shillings ……………………………..…………………………………..……………
…………………………………………………………. [Amount in words] per month.
2. We undertake, if our tender is accepted, to commence the Works as soon
as is reasonably possible after the receipt of the Employer’s Representative’s
notice to commence.
3. We agree to abide by this tender for a period of 90 days from the date of
tender opening, and shall remain binding upon us and may be accepted at
any time before the expiry of that period.
4. Unless and until a formal Agreement is prepared and executed this tender
together with your written acceptance thereof, shall constitute a binding
Contract between us.
5. We understand that you are not bound to accept the lowest or any tender
you may receive.
Dated this ………… day of ……………20…..
Signature ………………….in the capacity of …………………………
duly authorized to sign tenders for and on behalf of:
……………………………………………………………..[Name of Tenderer] of
…………………………………………………………….[Address of Tenderer]
PIN No. ……………………………………………………………..
VAT CERTIFICATE No. ……………………………………………
Witness: Name …………………………………………………
Address ……………………………………………….
Signature …………………………………………….