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Commercial-In-Confidence Cleaning Services Page 1 of 34 4/27/2015
KENYA COMMERCIAL BANK
REQUEST FOR PROPOSALS
PROVISION OF CLEANING SERVICES TO KCB HEAD OFFICE,
BRANCHES, OFFSITE ATMS AND OTHER KCB OWNED
BUILDINGS
Release Date: Tuesday 28th April 2015
Last Date for Receipt of bids: Friday 15th May 2015 at 3.00pm
Commercial-In-Confidence Cleaning Services Page 2 of 34 4/27/2015
ISSUE OF RFP DOCUMENT TO PROSPECTIVE BIDDERS
CLEANING SERVICE IN KCB BRANCHES, OFFSITE ATMS AND OTHER KCB OWNED BUILDINGS
This form serves as an acknowledgement of receipt of the tender and participation. It
should be completed immediately on receiving the document.
This page is to be completed and a scan copy e-mailed to [email protected].
Firms that do not register their interest in this manner may not be sent the RFP addenda
should any arise.
Item
Supplier Details
Name of Person
Organization Name
Postal Address
Tel No
Fax No
Email Address
Signature:
Date
Commercial-In-Confidence Cleaning Services Page 3 of 34 4/27/2015
Table of Contents
1. SECTION 1 – REQUEST FOR PROPOSALS ....................................................................... 4
1.1. Introduction ...................................................................................................................... 4
1.2. Background, Aims and Objectives ............................................................................ 4
1.3. Current Situation ............................................................................................................. 4
1.4. Deliverables ...................................................................................................................... 4
1.5. Format of RFP Response and Other Information for Bidders .............................. 5
2. SECTION 2 – SCOPE OF WORK ........................................................................................ 8
2.1. Scope ................................................................................................................................. 8
2.2. Detailed Requirements ................................................................................................. 8
SECTION 3 - GENERAL CONDITIONS OF CONTRACT ...................................................... 11
3.1 Introduction ........................................................................................................................ 11
3.2 Award of Contract ....................................................................................................... 11
3.3 Application of General Conditions of Contract .................................................. 11
3.4 Bid Validity Period ......................................................................................................... 11
3.5 Performance Security .................................................................................................. 11
3.6 Delays in the Bidder’s Performance ........................................................................ 12
3.7 Liquidated damages for delay................................................................................. 12
3.8 Governing Language .................................................................................................. 12
3.9 Applicable Law ............................................................................................................. 12
3.10 Bidder’s Obligations ................................................................................................. 13
3.11 The Bank’s Obligations ............................................................................................ 13
3.12 Confidentiality ............................................................................................................ 13
3.13 Force Majeure ............................................................................................................ 13
4 SECTION 4 – ANNEXES ..................................................................................................... 15
ANNEX 1 – LIST OF BRANCHES AND NUMBER OF CLEANERS ........................................ 15
ANNEX 2 – SUMMARY OF COST ............................................................................................ 26
ANNEX 3 – SUPPLIER QUESTIONNAIRE ................................................................................. 26
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1. SECTION 1 – REQUEST FOR PROPOSALS
1.1. Introduction
Kenya Commercial Bank Limited (hereinafter referred to as “the Bank”) is a leading
Commercial Banking Group in the East African region renowned for its diversity and
growth.
The Bank’s vision is to be the preferred Financial Solutions Provider in Africa with Global
Reach. The mission for 2015 is to drive efficiency whilst growing market share in order to
be The Preferred Financial Solutions Provider in Africa with a Global Reach. The Bank
has five subsidiary companies – KCB Tanzania, KCB Sudan, KCB Bank Uganda, KCB
Rwanda and KCB Burundi.
The platform is anchored on consolidation across our existing business, expanding and
modernizing delivery channels, improving operational efficiencies, turning in returns
commensurate with level of investment and compliance with all regulatory and internal
policy guidelines.
This document constitutes the formal Request for Proposals (RFP) for Provision of
Cleaning Services to KCB Branches, Offsite ATMs and other KCB Owned Buildings and is
being availed on an open tender basis to all interested and qualified vendors.
1.2. Background, Aims and Objectives
KCB bank has its headquarters at Kencom House and over 180 branches within Kenya.
The bank also has other buildings that are occupied by tenants on commercial lease
terms. The bank requires cleaning for these branches and other bank owned buildings.
The objective of this proposal is source for the most competitive and efficient service
providers for the provision of cleaning services.
1.3. Current Situation
The bank has outsourced this service to several services providers distributed regionally.
The existing contracts are due to expire at the end of August 2015, and therefore
successful vendors will be expected to start work in September 2015. The contract will
run for two years.
1.4. Deliverables
The service provider will be expected to provide cleaning services for all branches and
KCB owned buildings in Kenya. The scope of services and minimum standards required
for the various areas in contained in section 2 below.
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1.5. Format of RFP Response and Other Information for Bidders
1.5.1. The overall summary information regarding the Cleaning services is given in
section 2 – Scope of Work. The bidder shall include in their offer any additional
services considered necessary for the successful implementation of their
proposal.
1.5.2. Proposals from bidders should be submitted in two distinct parts, namely
Technical proposal and financial proposal and these should be in two separate
sealed envelopes, both of which should then be placed in a common sealed
envelope marked:
“RFP FOR CLEANING SERVICES”
DO NOT OPEN BEFORE FRIDAY, 15TH MAY 2015 at 3.00 pm
The two separate inner envelopes should be clearly marked “Technical Proposal”, and
“Financial Proposal”, respectively, and should bear the name of the Bidder.
1.5.3. The Technical Proposal should contain the following:
Bidders, willing to be considered for Provision of Cleaning Services are expected to
furnish the Bank with among others the following vital information, which will be treated
in strict confidence by the Bank.
a) Provide a company profile as per Supplier Questionnaire in Annex 2.
b) Size and location of company.
c) Length of time in relevant area of work/specialization.
d) Reference sites where similar nature of work has been successfully completed
and where the Bank can obtain references.
e) Company financial position as supported by relevant Audited Financial reports
for the latest two years
f) Any other information / documents which may be considered necessary or
useful for this RFP
1.1.1. The Financial proposal shall clearly indicate the total cost of carrying out the
cleaning services. The SCOPE OF WORK AND PRICE SCHEDULE is annexed in
Annex 1.
1.1.2. A two stage procedure will be adopted by the bank for evaluating the
proposals, with the technical evaluation of all proposals received in time being
completed prior to any financial proposal being evaluated.
1.1.3. Bidders are requested to hold their proposals valid for one hundred and twenty
(120) days from the closing date for the submission. The Bank will make its best
efforts to arrive at a decision within this period.
1.1.4. Assuming that the Contract will be satisfactorily concluded, the bidders shall be
expected to commence the assignment after the final agreement is reached.
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1.1.5. The contracting arrangements shall define clearly the responsibilities and the
services to be provided by each firm in the case of a joint venture.
1.1.6. The bid documents shall be addressed to the following address and dropped at
the tender box on 5th Floor, Kencom House, Wing B on or before the closing date.
Head of Procurement
Kenya Commercial Bank
5th Floor Kencom House
P.O. Box 48400, 00100
Nairobi
Please note that tenders received by facsimile or electronic mail will be rejected.
1.1.7. The Bank reserves the right to accept or to reject any bid, and to annul the
bidding process and reject all bids at any time prior to the award of the
contract, without thereby incurring any liability to any Bidder or any obligation to
inform the Bidder of the grounds for its action.
1.1.8. Cost of bidding
The Bidder shall bear all costs associated with the preparation and submission of its bid,
and the Bank will in no case be responsible or liable for those costs, regardless of the
conduct or outcome of the bidding process.
1.1.9. Clarification of Bidding Document
i. All correspondence related to the contract shall be made in English.
ii. Should there be any doubt or uncertainty, the Bidder shall seek clarification in
writing addressed to the Head of Procurement using the e-mail below:
[email protected]. iii. Any clarification sought by the bidder in respect of the RFP shall be addressed at
least five (5) days before the deadline for submission of bids, in writing to the
Head of Procurement through the same mail.
iv. It is the responsibility of the Bidder to obtain any further information required to
complete this RFP.
v. Any clarification requests and their associated response will be circulated to all
Bidders.
vi. The last date for receipt of requests for clarifications from bidders is 11th May 2015.
vii. The RFQ Clarification Template is as follows:-
Company Name:
Contact Person: (primary Supplier contact)
E-mail:
Phone:
Fax:
Document Number/Supplier
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# Date Section/ Paragraph(2) Question 1
2
3
(1) Question (s) mailing Date. (2) From the KCB Document.
The queries and replies thereto shall then be circulated to all other prospective bidders
(without divulging the name of the bidder raising the queries) in the form of an
addendum, which shall be acknowledged in writing by the prospective bidders.
Enquiries for clarifications should be sent by e-mail to: [email protected]
1.1.10. Amendment of Bidding Document
At any time prior to the deadline for submission of bids, the Bank, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective
Bidder, may modify the bidding documents by amendment.
All prospective Bidders that have received the bidding documents will be notified of
the amendment in writing, and it will be binding on them. It is therefore important that
bidders give the correct details in the format given on page 1 at the time of
collecting/receiving the RFP document.
To allow prospective Bidders reasonable time to take any amendments into account in
preparing their bids, the Bank may at it’s sole discretion extend the deadline for the
submission of bids based on the nature of the amendments.
1.1.11. Deadline for Submission of Bids
Bids should be addressed to the Head of Procurement and sent for receipt on or before
Friday, 15th May 2015, at 3.00 p.m. Any bid received by the Bank after this deadline will
be rejected. Those submitting tenders or their representatives may attend the tender
opening of date and time of submission.
1.1.12. Responsiveness of Proposals
The responsiveness of the proposals to the requirements of this RFP will be determined. A
responsive proposal is deemed to contain all documents or information specifically
called for in this RFP document. A bid determined not responsive will be rejected by the
Bank and may not subsequently be made responsive by the Bidder by correction of the
non-conforming item(s).
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1.1.13. Evaluation and Comparison of Bids
Technical proposals will be evaluated and will form the basis for bids comparison. Only
proposal that pass the technical evaluation will be eligible for financial evaluation
2. SECTION 2 – SCOPE OF WORK
2.1. Scope
The scope of the works will include routine cleaning services.
2.2. Detailed Requirements
1) CLEANING OF OFFICES AND CONFERENCE ROOMS
a) CARPETS
Vacuum all carpeted areas: daily for soft carpeted areas; for other areas
the frequency shall be agreed prior to contract.
Carpets should be maintained free from pins, stains, debris, dust
b) LIGHT SWITCHES & POWER SOCKETS
Switches and sockets should be free from dust, marks, fluff, stains
Cracks on switches and sockets should always be brought to the
attentions of the Bank
c) OFFICE TABLE/DESK
Tops should be free from dust
Legs should be free from dust and cobwebs
Where applicable, ashtrays should be in position, free from all debris
Fax machines and telephone sets and wires should be free from dust and
fluff
All equipment and furniture should be left in the expected correct position
d) DOOR & DOOR FRAMES
Doors and door frames should be free from soapy water stains and dust
Door handles and locks should be free from marks, fluff and should be
shiny.
Doors that do not close easily and hinges that make noise should be
brought to the attention of the Bank.
e) WINDOWS
Should be clean, leaving no streak marks or spots
Should be free from dust and oily stains
Window sills should be free of dust and no cobwebs present
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f) WASTE PAPER BINS
Should be emptied regularly and externally cleaned
Well positioned
g) SKIRTING
Free from dust
Free from carpet fluff
Free from stains
h) DESK CHAIR
Free from dust, marks and stains
Underneath should be free of dust and cobwebs
Should be left in correct expected position
i) FLOOR (OTHER THAN CARPETED)
Free from litter
Free from detergent deposits (or polish)
Should be dry and shiny
Corners should be free of debris detergent/polish build up
Should be free from accumulated build up
j) FLOWER POTS
Should be externally clean at all times
Plants should be watered regularly to avoid withering
Periodical wiping of leaves should be done with care taken to avoid
destruction
2) CLOAKS
a) TOILETS
Seats and enclosure, piping and the water closets should be shiny with no
stains
Inside toilet bowl should be free from marks or stains
Water seal level should not be marked by circular stains
Toilet brush and holder should be clean and shiny with no marks
Pipe leading from the toilet bowl should always be clean
Walls should be clean dry and shiny
Doors, door frames and locks should be shiny and free from all deposit
Toilet paper available and suitably positioned where agreed
b) HANDWASH BASIN
Basin, drain, chain and plug, soap dish and taps should be free from stains
and dry
Underneath basin fittings free of stains, dust, cobwebs and marks
c) MIRROR
Top edges should be free from dust
Entire mirror should be clean free from stains, fluff and streak marks
Entire mirror should be shiny
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d) WALLS & SURROUNDING
Walls should be dry, shiny and not stained
Should be free of dust and cobwebs
Hand driers should be clean and not blocked by debris
e) URINALS
Should be clean and free from debris
Should be free and from marks and stains
Toilet (moth) balls should be present in the required number at all times
Drain should be clean and not blocked by fluff and debris
f) BATHROOMS
Shower curtain clean and free from watermarks
Soap dish clean, shiny and free from soap build-up, stains and dust
Drains should be clean and free from fluffs and debris
g) FLOOR
Clean and shiny
Free from litter, soap deposits and stains
Corners should be free of debris, soap build-up and accumulated dirt
3) PUBLIC AREAS
a) CORRIDORS AND ENTRANCES
Floors free from marks, leaves, stains and marks
Ash trays and dust bins free from litter and properly positioned
Electric sockets and switches free from finger marks and dust
b) RECEPTION AREAS
Entire floor cleaning and free from dust, stains and litter
Skirting clean
Reception desk and chairs clean and shiny and free from cobwebs
Ashtrays and dust bins free from litter and properly positioned
Walls shiny and free from dust and cobwebs
Sockets and switches clean and shiny
Door mats and mud scrappers free from mud and dust
Door frames and handles free from marks and stains
Plan pots and container clean, dry and free from dust and cobwebs
c) GARDENS, LAWNS AND ROADS
Free of dirt
Plants well maintained, including regular watering as necessary
Waste bins cleaned and emptied
d) AREAS AROUND ATM MACHINES
Waster should be collected regularly to avoid build-up.
Waste bins cleaning externally and internally
e) CAR PARKS
Waste should be collected regularly to avoid build-up
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Waste bins cleaning externally and internally
4) WASTE DISPOSAL
Dumping at approved and agreed sites
5) OFFSITE ATMS
Entire floor cleaning and free from dust, stains and litter
Ashtrays and dust bins free from litter and properly positioned
Door mats and mud scrappers free from mud and dust
Door frames and handles free from marks and stains
Walls shiny and free from dust and cobwebs
SECTION 3 - GENERAL CONDITIONS OF CONTRACT
3.1 Introduction
Specific terms of contract shall be discussed with the bidder whose proposal will be
accepted by the Bank. The resulting contract shall include but not be limited to the
general terms of contract as stated below from 3.2 to 3.14.
3.2 Award of Contract
Following the opening and evaluation of proposals, the Bank will award the
Contract to the successful bidder whose bid has been determined to be
substantially responsive and has been determined as the best evaluated bid. The
Bank will communicate to the selected bidder its intention to finalize the draft
conditions of engagement submitted earlier with his proposals.
After agreement has been reached, the successful Bidder shall be invited for
signing of the Contract Agreement to be prepared by the Bank in consultation with
the Bidder.
3.3 Application of General Conditions of Contract
These General Conditions (sections 3.2 to 3.14) shall apply to the extent that they
are not superseded by provisions in other parts of the Contract that shall be signed.
3.4 Bid Validity Period
Bidders are requested to hold their proposals valid for one hundred and twenty
(120) days from the closing date for the submission.
3.5 Performance Security
3.5.1 The Bank may at it’s discretion require the successful bidder to furnish it with
Performance Security in the amount specified in the accepted Bid.
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3.5.2 The Performance Security shall be in the form of a bank guarantee issued by a
commercial bank operating in Kenya and shall be in a format prescribed by the
Bank. The performance guarantee shall be submitted within 10 days of notification
of award.
3.5.3 The proceeds of the Performance Security shall be payable to the Kenya
Commercial Bank as compensation for any loss resulting from the Bidder’s failure to
complete its obligations under the Contract.
The Performance Security will be discharged by the Company not later than two
months following the date of completion of the Bidder’s performance obligations,
and the Bank’s acceptance of the final report as specified in the contract.
3.6 Delays in the Bidder’s Performance
3.6.1 Delivery and performance of service contract shall be made by the
successful Bidder in accordance with the time schedule as per Agreement.
3.6.2 If at any time during the performance of the Contract, the Bidder should encounter
conditions impeding timely delivery and performance of the Services, the Bidder
shall promptly notify the Bank in writing of the fact of the delay, its likely duration
and its cause(s). As soon as practicable after receipt of the Bidder's notice, the
Bank shall evaluate the situation and may at its discretion extend the Bidder's time
for performance, with or without liquidated damages, in which case the extension
shall be ratified by the parties by amendment of the Contract.
3.6.3 Except in the case of “force majeure” as provided in Clause 3.13, a delay
by the Bidder in the performance of its delivery obligations shall render the Bidder
liable to the imposition of liquidated damages pursuant to Clause 3.8.
3.7 Liquidated damages for delay
The contract resulting out of this RFP shall incorporate suitable provisions for the
payment of liquidated damages by the bidders in case of delays in performance of
contract.
3.8 Governing Language
The Contract shall be written in the English Language. All correspondence and
other documents pertaining to the Contract which are exchanged by the parties
shall also be in English.
3.9 Applicable Law
This agreement arising out of this RFP shall be governed by and construed in
accordance with the laws of Kenya and the parties submit to the exclusive
jurisdiction of the Kenyan Courts.
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3.10 Bidder’s Obligations
3.10.1 The Bidder is obliged to work closely with the Bank's staff, act within its own
authority, and abide by directives issued by the Bank that are consistent with the
terms of the Contract.
3.10.2 The Bidder will abide by the job safety measures and will indemnify the Bank from all
demands or responsibilities arising from accidents or loss of life, the cause of which is
the Bidder's negligence. The Bidder will pay all indemnities arising from such
incidents and will not hold the Bank responsible or obligated.
3.10.3 The Bidder is responsible for managing the activities of its personnel, or
subcontracted personnel, and will hold itself responsible for any misdemeanors.
3.10.4 The Bidder will not disclose the Bank's information it has access to, during the course
of the work, to any other third parties without the prior written authorization of the
Bank. This clause shall survive the expiry or earlier termination of the contract.
3.11 The Bank’s Obligations
In addition to providing Bidder with such information as may be required by the
bidder the Bank shall,
(a) Provide the Bidder with specific and detailed relevant information
(b) In general, provide all relevant information and access to Bank's premises.
3.12 Confidentiality
The parties undertake on behalf of themselves and their employees, agents and
permitted subcontractors that they will keep confidential and will not use for their
own purposes (other than fulfilling their obligations under the contemplated
contract) nor without the prior written consent of the other disclose to any third
party any information of a confidential nature relating to the other (including,
without limitation, any trade secrets, confidential or proprietary technical
information, trading and financial details and any other information of commercial
value) which may become known to them under or in connection with the
contemplated contract. The terms of this Clause 2.15 shall survive the expiry or
earlier termination of the contract.
3.13 Force Majeure
(a) Neither Bidder nor Bank shall be liable for failure to meet contractual obligations
due to Force Majeure.
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(b) Force Majeure impediment is taken to mean unforeseen events, which occur
after signing the contract with the successful bidder, including but not limited to
strikes, blockade, war, mobilization, revolution or riots, natural disaster, acts of
God, refusal of license by Authorities or other stipulations or restrictions by
authorities, in so far as such an event prevents or delays the contractual party
from fulfilling its obligations, without its being able to prevent or remove the
impediment at reasonable cost.
(c) The party involved in a case of Force Majeure shall immediately take reasonable
steps to limit consequence of such an event.
(d) The party who wishes to plead Force Majeure is under obligation to inform in
writing the other party without delay of the event, of the time it began and its
probable duration. The moment of cessation of the event shall also be reported
in writing.
(e) The party who has pleaded a Force Majeure event is under obligation, when
requested, to prove its effect on the fulfilling of the contemplated contract.
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4 SECTION 4 – ANNEXES
ANNEX 1 – LIST OF BRANCHES AND NUMBER OF CLEANERS
NO. REGION BRANCH NO.OF OF
CLEANERS
COST PER
CLEANER
(wages to
be as per
the
minimum
wage
guidelines)
TOTAL COST
FOR
CLEANERS
COST OF
MATERIAL
ADMINISTRATION
AND OVERHEAD
COSTS ( Including
profit margin)
TOTAL COST PER
BRANCH
INCLUSIVE OF VAT
1 CENTRAL KCB CHOGORIA 2
2 CENTRAL KCB EMALI 3
3 CENTRAL KCB GATUNDU 2
4 CENTRAL KCB GITHUNGURI 2
5 CENTRAL KCB ISIOLO 2
6 CENTRAL KCB JKUAT 2
7 CENTRAL KCB KANGARI 2
8 CENTRAL KCB KANGEMA 2
9 CENTRAL KCB KARATINA 4
10 CENTRAL KCB KARATINA - BUILDING 1
11 CENTRAL KCB KERUGOYA 3
12 CENTRAL KCB KIANYAGA 2
13 CENTRAL KCB KIRIAINI 2
14 CENTRAL KCB KYUSO 2
15 CENTRAL KCB LOITOKITOK 2
16 CENTRAL KCB MAKONGENI 2
17 CENTRAL KCB MAKUYU 2
18 CENTRAL KCB MAUA 2
19 CENTRAL KCB MERU 4
20 CENTRAL KCB MERU - BUILDING 1
21 CENTRAL KCB MUKURWEINI 2
22 CENTRAL KCB MURANGA 3
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23 CENTRAL KCB MWEA 2
24 CENTRAL KCB NANYUKI 3
25 CENTRAL KCB NAROMORU 1
26 CENTRAL KCB NKUBU 2
27 CENTRAL KCB NYERI 4
28 CENTRAL KCB OTHAYA 3
29 CENTRAL KCB OTHAYA - BUILDING 1
30 CENTRAL KCB THIKA 4
31 CENTRAL MERU NAKUMATT – OFFSITE ATM 1
32 CENTRAL NAKUMATT NANYUKI – OFFSITE
ATM
1
33 CENTRAL TIMAU – OFFSITE ATM 1
34 CENTRAL KIGANJO – OFFSITE ATM 1
SUB TOTAL FOR CENTRAL
1 COAST KCB CHANGAMWE 2
2 COAST KCB GARSEN 2
3 COAST KCB HOLA 2
4 COAST KCB KENGELENI 2
5 COAST KCB KILIFI 3
6 COAST KCB KILINDINI 3
7 COAST KCB KILINDINI - BUILDING 1
8 COAST KCB KISAUNI 2
9 COAST KCB KWALE 2
10 COAST KCB LAMU 2
11 COAST KCB MALINDI 3
12 COAST KCB MARIAKANI 1
13 COAST KCB MOMBASA AIRPORT 1
14 COAST KCB MOMBASA HIGH COURT 1
15 COAST KCB MPEKETONI 2
16 COAST KCB MTWAPA 2
17 COAST KCB MVITA - BUILDING 1
18 COAST KCB MVITA BRANCH 4
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19 COAST KCB MWEMBE TAYARI 2
20 COAST KCB NYALI 2
21 COAST KCB TAVETA 1
22 COAST KCB TOWN CENTRE 2
23 COAST KCB TREASURY SQUARE 7
24 COAST KCB UKUNDA 2
25 COAST KCB VOI 2
26 COAST KCB WATAMU 1
27 COAST KCB WUNDANYI 1
28 COAST KIBARANI 2
29 COAST CHANGAMWE – OFFSITE ATM 1
30 COAST MIKINDANI – OFFSITE ATM
31 COAST KINGORANI – OFFSITE ATM
1
32 COAST SAVANIS – OFFSITE ATM
33 COAST NYALI CINEMAX – OFFSITE ATM
34 COAST BAMBURI – OFFSITE ATM 1
35 COAST NAKUMATT DIANI – OFFSITE
ATM
1
36 COAST SHELLA BEACH – OFFSITE ATM 1
37 COAST MWATATE – OFFSITE ATM 1
38 COAST TEITA FARM VOI – OFFSITE ATM 1
SUB TOTAL FOR COAST
1 EASTERN ARTHI RIVER EPZ ATM – OFFSITE
ATM
1
2 EASTERN KCB CHUKA 3
3 EASTERN KCB EMBU 3
4 EASTERN KCB EMBU - BUILDING 1
5 EASTERN KCB GARISSA 3
6 EASTERN KCB KIBWEZI 2
7 EASTERN KCB KIKIMA 2
8 EASTERN KCB KITENGELA AND NAIVAS
ATM
2
9 EASTERN KCB KITUI 2
10 EASTERN KCB MACHAKOS - BUILDING 1
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11 EASTERN KCB MACHAKOS AND NAIVAS
ATM
2
12 EASTERN KCB MAKINDU 2
13 EASTERN KCB MASII 2
14 EASTERN KCB MATUU 3
15 EASTERN KCB MTITO ANDEI 2
16 EASTERN KCB MUTOMO 2
17 EASTERN KCB MWINGI 2
18 EASTERN KCB TALA 2
19 EASTERN KCB WOTE 2
SUB TOTAL FOR EASTERN
1 GREAT RIFT KCB BOMET 4
2 GREAT RIFT KCB EGERTON 2
3 GREAT RIFT KCB ELDAMA RAVINE 2
4 GREAT RIFT KCB ELDORET EAST 3
5 GREAT RIFT KCB ELDORET MAIN 4
6 GREAT RIFT KCB ELDORET WEST 5
7 GREAT RIFT KCB FLAMINGO 4
8 GREAT RIFT KCB GILGIL 2
9 GREAT RIFT KCB ITEN 2
10 GREAT RIFT KCB KABARNET 4
11 GREAT RIFT KCB KABARTONJO 2
12 GREAT RIFT KCB KAPENGURIA 2
13 GREAT RIFT KCB KAPSABET 2
14 GREAT RIFT KCB KAPSOWAR 2
15 GREAT RIFT KCB KERICHO 7
16 GREAT RIFT KCB KITALE 4
17 GREAT RIFT KCB KITALE ADVANTAGE 2
18 GREAT RIFT KCB LITEIN 3
19 GREAT RIFT KCB LONDIANI 2
20 GREAT RIFT KCB MAASAI MARA 2
21 GREAT RIFT KCB MARALAL 2
22 GREAT RIFT KCB MARIGAT 2
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23 GREAT RIFT KCB MENENGAI CRATER 4
24 GREAT RIFT KCB MOI'S BRIDGE 2
25 GREAT RIFT KCB NAIVASHA 3
26 GREAT RIFT KCB NAKURU MAIN 4
27 GREAT RIFT KCB NANDI HILLS 3
28 GREAT RIFT KCB NAROK 2
29 GREAT RIFT KCB NJABINI 2
30 GREAT RIFT KCB NJORO 2
31 GREAT RIFT KCB NYAHURURU 2
32 GREAT RIFT KCB OLKALOU 4
33 GREAT RIFT KCB SOTIK 3
34 GREAT RIFT TENWEK – OFFSITE ATM 1
35 GREAT RIFT BARATON UNIV – OFFSITE ATM 1
36 GREAT RIFT DELAMERE – OFFSITE ATM 1
37 GREAT RIFT KARAGITA – OFFSITE ATM 1
38 GREAT RIFT HIGHWAY PLAZA – OFFSITE ATM 1
39 GREAT RIFT KANU STREET – OFFSITE ATM
40 GREAT RIFT SIRET – OFFSITE ATM 1
1
41 GREAT RIFT CHEMONI – OFFSITE ATM
42 GREAT RIFT KAPSUMBEIWA – OFFSITE ATM 1
43 GREAT RIFT KAPCHORUA – OFFSITE ATM 1
44 GREAT RIFT KIBWARI – OFFSITE ATM 1
45 GREAT RIFT KAREN ROSES – OFFSITE ATM 1
46 GREAT RIFT KIBABET – OFFSITE ATM 1
SUB TOTAL FOR GREAT RIFT
1 HEAD OFFICE KCB HQ- KENCOM HOUSE 60
2 HEAD OFFICE LEADERSHIP CENTER- KAREN 20
3 HEAD OFFICE SPORTS CLUB 7
SUB TOTAL HEAD OFFICE UNITS
1 NAIROBI KCB BIASHARA 1
2 NAIROBI KCB BURUBURU 1
3 NAIROBI KCB CAPITAL HILL 2
4 NAIROBI KCB CARD CENTRE SARIT 2
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5 NAIROBI KCB CUSTODY 2
6 NAIROBI KCB DELTA RIVERSIDE 2
7 NAIROBI KCB EASTLEIGH 3
8 NAIROBI KCB GARDEN CITY 2
9 NAIROBI KCB GARDEN PLAZA
MORTGAGE CENTRE
1
10 NAIROBI KCB GATEWAY 2
11 NAIROBI KCB GIGIRI SQUARE 2
12 NAIROBI KCB GIKOMBA 2
13 NAIROBI KCB INDUSTRIAL AREA 14
14 NAIROBI KCB JOGOO ROAD 8
15 NAIROBI KCB JOGOO ROAD - BUILDING 5
16 NAIROBI KCB KAJIADO 2
17 NAIROBI KCB KAREN 3
18 NAIROBI KCB KARIOBANGI 2
19 NAIROBI KCB KAYOLE 2
21 NAIROBI KCB KIAMBU 3
22 NAIROBI KCB KICC 2
23 NAIROBI KCB KIKUYU 3
24 NAIROBI KCB KIMATHI 4
25 NAIROBI KCB KIPANDE HOUSE 4
26 NAIROBI KCB KISERIAN 2
27 NAIROBI KCB LAVINGTON 2
28 NAIROBI KCB LIMURU 2
29 NAIROBI KCB LODWAR 2
30 NAIROBI KCB LOKICHOGGIO 2
31 NAIROBI KCB MANDERA 2
32 NAIROBI KCB MARSABIT 2
33 NAIROBI KCB MASHARIKI 2
34 NAIROBI KCB MILIMANI 2
35 NAIROBI KCB MOI AVENUE 12
36 NAIROBI KCB MOYALE 2
37 NAIROBI KCB NAMANGA 2
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38 NAIROBI KCB NAROBI HIGH COURT 2
39 NAIROBI KCB NGARA 2
40 NAIROBI KCB ONGATA RONGAI 2
41 NAIROBI KCB PRESTIGE PLAZA NGONG
ROAD
2
42 NAIROBI KCB RIVER ROAD 3
43 NAIROBI KCB RUIRU 3
44 NAIROBI KCB S&L HAILE SELASSIE 2
45 NAIROBI KCB S&L SARIT MORTGAGE
CENTRE
1
46 NAIROBI KCB SALAMA HOUSE
MORTGAGE CENTRE
1
47 NAIROBI KCB SARIT CENTRE 3
48 NAIROBI KCB SYOKIMAU 2
49 NAIROBI KCB TOM MBOYA 4
50 NAIROBI KCB UN GIGIRI 2
51 NAIROBI KCB UNIVERSITY WAY 3
52 NAIROBI KCB VILLAGE MARKET 3
53 NAIROBI KCB WAJIR 2
54 NAIROBI REGIONAL OFFICE - CENTRAL 1
55 NAIROBI REGIONAL OFFICE - NAIROBI 1
56 NAIROBI KCB HURLIGHAM 2
57 NAIROBI KCB KASARANI 2
58 NAIROBI KCB KIBERA 2
59 NAIROBI KCB THIKA ROAD MALL 2
60 NAIROBI KCB WESTGATE ADVANTAGE 1
61 NAIROBI USIU – OFFSITE ATM
1
62 NAIROBI ZIMMERMAN – OFFSITE ATM
63 NAIROBI GITHURAI 45 – OFFSITE ATM
64 NAIROBI DEVELOPMENT HOUSE – OFFSITE
ATM
1
65 NAIROBI RONALD NGALA – OFFSITE ATM
66 NAIROBI UNIVERSITY OF NAIROBI MAIN –
OFFSITE ATM
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67 NAIROBI MLOLONGO – OFFSITE ATM
1
68 NAIROBI SYOKIMAU – OFFSITE ATM
69 NAIROBI ATHI RIVER AMEDO CENTRE –
OFFSITE ATM
70 NAIROBI LANG'ATA ROAD UCHUMI –
OFFSITE ATM 1
71 NAIROBI GALLERIA – OFFSITE ATM
72 NAIROBI MAASAI MARKET – OFFSITE ATM
73 NAIROBI UCHUMI NGONG ROAD –
OFFSITE ATM 1
74 NAIROBI NAKUMATT JUNCTION – OFFSITE
ATM
75 NAIROBI NGONG TOWN – OFFSITE ATM 1
76 NAIROBI NAIROBI WEST– OFFSITE ATM
1
77 NAIROBI YAYA CENTRE – OFFSITE ATM
78 NAIROBI HURLINGHAM – OFFSITE ATM
79 NAIROBI TASSIA – OFFSITE ATM
1
80 NAIROBI DONHOLM – OFFSITE ATM
81 NAIROBI KAYOLE – OFFSITE ATM
82 NAIROBI CAPITAL CENTRE – OFFSITE ATM
1
83 NAIROBI BELLE VUE – OFFSITE ATM
84 NAIROBI NAKUMATT MEGA – OFFSITE ATM
85 NAIROBI MOI AIRBASE EASTLEIGH –
OFFSITE ATM 1
86 NAIROBI NAKUMATT HIGHRIDGE – OFFSITE
ATM 1
87 NAIROBI OIL LIBYA LIMURU ROAD –
OFFSITE ATM
88 NAIROBI OIL LIBYA WESTLANDS – OFFSITE
ATM
1
89 NAIROBI OIL LIBYA WAIYAKI WAY –
OFFSITE ATM
90 NAIROBI KANGEMI – OFFSITE ATM
91 NAIROBI KIJABE – OFFSITE ATM 1
92 NAIROBI JKIA ARRIVALS – OFFSITE ATM 1
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93 NAIROBI JKIA IMMIGRATIONS – OFFSITE
ATM
94 NAIROBI MILIMANI LAW COURT – OFFSITE
ATM 1
95 NAIROBI KNH – OFFSITE ATM
96 NAIROBI MUTINDWA – OFFSITE ATM 1
97 NAIROBI BABA NDOGO – OFFSITE ATM
98 NAIROBI RUAI – OFFSITE ATM 1
99 NAIROBI UTAWALA – OFFSITE ATM
100 NAIROBI EMBAKASI KENOL – OFFSITE ATM
1
101 NAIROBI EMBAKASI TOTAL – OFFSITE ATM
102 NAIROBI TASSIA – OFFSITE ATM
SUB TOTAL FOR NAIROBI
1 WESTERN KCB BONDO 2
2 WESTERN KCB BUNGOMA 5
3 WESTERN KCB BUNGOMA - BUILDING 1
4 WESTERN KCB BUSIA 3
5 WESTERN KCB HOMABAY 5
6 WESTERN KCB ISEBANIA 2
7 WESTERN KCB KAKAMEGA 4
8 WESTERN KCB KAKAMEGA - BUILDING 3
9 WESTERN KCB KEHANCHA 2
10 WESTERN KCB KEROKA 2
11 WESTERN KCB KILGORIS 3
12 WESTERN KCB KIMILILI 2
13 WESTERN KCB KISII 5
14 WESTERN REGIONAL OFFICE - WESTERN 3
15 WESTERN KCB KISII WEST 4
16 WESTERN KCB KISUMU 15
17 WESTERN KCB KISUMU - BUILDING 1
18 WESTERN KCB KISUMU AIRPORT 1
19 WESTERN KCB KISUMU WEST 3
20 WESTERN KCB LUANDA 2
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21 WESTERN KCB MALABA 3
22 WESTERN KCB MBALE 4
23 WESTERN KCB MBITA 4
24 WESTERN KCB MIGORI 4
25 WESTERN KCB MUHORONI 2
26 WESTERN KCB MUMIAS 3
27 WESTERN KCB NYAMIRA 2
28 WESTERN KCB OYUGIS 2
29 WESTERN KCB PORT VICTORIA 3
30 WESTERN KCB RONGO 4
31 WESTERN KCB SEREM 2
32 WESTERN KCB SIAYA 3
33 WESTERN KCB SONDU 2
34 WESTERN KCB SORI 3
35 WESTERN KCB UGUNJA 2
36 WESTERN KCB UNITED MALL 4
37 WESTERN KCB WEBUYE 3
38 WESTERN CHEPTAIS – OFFSITE ATM 1
39 WESTERN MALAVA – OFFSITE ATM 1
40 WESTERN MASINDE MULIRO – OFFSITE ATM 1
41 WESTERN NAKUMATT KAKAMEGA –
OFFSITE ATM
1
42 WESTERN SUNEKA – OFFSITE ATM 1
43 WESTERN KISII ATM – OFFSITE ATM 1
44 WESTERN MEGA CITY – OFFSITE ATM 1
45 WESTERN MASENO UNIV. – OFFSITE ATM 1
46 WESTERN NAKUMATT NYANZA – OFFSITE
ATM
1
47 WESTERN YALA ATM – OFFSITE ATM 1
48 WESTERN AWENDO OFFSITE – OFFSITE ATM 1
49 WESTERN MUMIAS SUGAR – OFFSITE ATM 1
50 WESTERN FUNYULA – OFFSITE ATM 1
SUB TOTAL FOR WESTERN
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GRAND TOTAL FOR ALL BRANCHES
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ANNEX 2 – SUMMARY OF COST
ITEM REGION TOTAL COST
i. NAIROBI REGION
ii. CENTRAL REGION
iii. EASTERN REGION
iv. WESTERN REGION
v. COAST REGION
vi. GREAT RIFT REGION
vii. HEAD OFFICE
ANNEX 3 – SUPPLIER QUESTIONNAIRE
Bidders, willing to be considered for the tender for cleaning services are expected to
furnish the Company with among others the following vital information, which will be
treated in strict confidence by the Company.
1.0 CORPORATE INFORMATION
No. PARTICULARS RESPONSE [If space is
insufficient, please use a
separate sheet]
1.1
Full name of organization:
1.2 Is your
organization
(Please tick
one)
i) a public limited incorporated
company? attach a copy of Certificate
of incorporation including any
Certificate of Change of Name,
Memorandum & Articles of Association
ii) a public listed company? If yes,
please attach a copy of Certificate of
incorporation including any Certificate
of Change of Name, Memorandum &
Articles of Association
iii) a limited incorporated company? If
yes, please attach a copy of Certificate
of incorporation including any
Certificate of Change of Name,
Commercial-In-Confidence Cleaning Services Page 27 of 34 4/27/2015
Memorandum & Articles of Association
iv) a partnership? If yes, please attach
certified copy of the Partnership Deed
and business name certificate
v) a sole trader? If yes, please attach a
certified copy of the business name
certificate
vi) other (please specify)
1.3 Company Registration number (if this applies)-attach a
copy of Certificate of incorporation including any
Certificate of Change of Name or relevant certificate
from country of incorporation.
1.4 Date and country of Registration:
1.5 Full physical address of principal place of business:
Full postal address of the business:
1.6 Registered address if different from the above:
Post Code:
1.7
Telephone number:
1.8 Fax number:
1.9 E-mail address:
1.10 Website address (if any):
1.11 Company/Partnership/Sole Trader Tax PIN:
(Please provide a certified copy of the PIN Certificate)
1.12 VAT Registration number:
(Please provide a certified copy of the VAT Certificate)
1.13 Period in which you have been in the specific business
for which you wish to bid.
1.14 Current Dealership letter for Equipment preferably
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issued in 2011.
1.15 Names of the Shareholders, Directors and Partners.
If a Kenyan company please provide an original search
report issued by the Registrar of Companies showing
the directors and shareholders (Companies Form CR
12).
1.16 Associated companies(if any)
1.17 Please provide a copy of the latest annual returns
together with the filing receipt as filed at the
Companies Registry
1.17 Name of (ultimate) parent/holding company (if this
applies):
1.18 Company number of parent/holding company (if this
applies):
1.19 If a consortium is expressing interest, please give the full
name of the other organization
(the proposed consortium partners should also
complete this questionnaire in its entirety)
1.20 Name and contacts of the Legal Representative of the
company; Name, Title; Telephone, Fax and Email
address.
1.21 Contact person within the organization to whom
enquiries about this bid should be directed:
NAME:
TITLE
TEL:
FAX:
EMAIL:
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2.0 FINANCIAL INFORMATION
No. PARTICULARS
2.1
What was your turnover in the last
two years? …………
for year ended
--/--/----
………
for year
ended
--/--/----
2.2
Has your organisation met all its obligations to pay its
creditors and staff during the past year? Yes / No
If no, please give details:
2.3 Have you had any contracts terminated for poor
performance in the last three years, or any contracts
where damages have been claimed by the contracting
authority?
Yes / No
If yes, please give details:
2.4
What is the name and
branch of your bankers
(who could provide a
reference)?
Name:
Branch:
Telephone Number:
Postal Address:
Contact Person
Name:
Contact Position
Contact E-mail:
2.5
Provide a copy of the following
A copy of your most recent audited accounts (for the last two
years)
A statement of your turnover, profit & loss account and cash flow
for the most recent year of trading (for the last two years)
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A statement of your cash flow forecast for the current year and a
bank letter outlining the current cash and credit position.
3.0 BUSINESS ACTIVITIES
No. PARTICULARS
3.1
What are the main business activities of your organization? i.e. Manufacturer,
Assembler, Distributor, service centre, retailer, (please specify).
3.2
How many staff does your organization have? ............
Indicate the number under each category
i. Technical (Permanent………, Temporary……)
ii. Semiskilled (Permanent……., Temporary……..)
3.3 Please generally describe the experience and expertise your organization possesses
that will enable you to effectively and efficiently undertake the work you are bidding
for, as required by KCB.
Attach you company organogram (organization chart) with emphasis on the
job you are bidding for.
Attach CV’s of key staff
3.4 Please submit a declaration that all staff within your organization that are or will
Be involved in the project are or will be permitted to work within your organization under the laws of Kenya or the laws of the country in which it is
established.
4.0 TRADE REFERENCES
4.1 Please provide in the table below details of the projects you have undertaken
relevant to the job you are bidding for performed over the last three (3) years, or
that are relevant to this bid document.
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No
Customer
Organization
(name)
Customer
contact
name and
phone
number
Contract
reference
and brief
description:
Date
contract
awarded
Value of businesses
transacted:
(Kshs/USD/Euro)
1
2
3
4
5
6
7
8
5.0 CERTIFICATIONS, ACCREDITATIONS AND APPROVALS
Detail any relevant certifications and accreditations by principals or
accreditation bodies and attach copies of such certification. Such certifications
may be for your company or for your individual staff as relevant to the work they
do and the key skills for the service or goods you propose to supply.
6.0 AGENCIES AND PARTNERSHIPS
a) Detail any agencies and partnerships that you have that are relevant to the
categories of goods and/or services you are interested in supplying.
b) List your primary sources of supply for goods that you propose to supply.
7.0 MANAGEMENT POLICIES
a) Employee Integrity
How does the firm ensure the integrity of staff? Detail any related
policies.
b) Code of Conduct/Ethics
Does your company have a code of conduct? If so, please attach a
copy.
Indicate if your company subscribes to a professional body with a code
of conduct/ethics.
c) Company employment policy
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Does the firm have a documented employment policy? What are
key highlights from this policy if in existence?
d) Environmental Policy/Green Agenda Policy
Is your firm ISO 140001 certified or do you have an environmental
policy as an organization?
Are your waste segregated as per different waste streams?
How are wastes from your firm disposed?
e) Customer Service
Does the firm have a documented policy on Customer Service?
Which position in your firm is responsible for customer service and how is
this position supported by other functions?
Does your firm use any performance management techniques,
including customer satisfaction measurement? If so, what are the
key parameters?
8.0 BUSINESS PROBITY AND LITIGATION MANAGEMENT
Please confirm whether any of the following criteria applies to your organisation: Note
that failure to disclose information relevant to this section may result in your exclusion as
a potential KCB supplier.
No. PARTICULARS RESPONSE
8.1
Is the organisation bankrupt or
being wound up, having its affairs
administered by the court, or have
you entered into an arrangement
with creditors, suspended business
activities or any analogous
situation arising from similar
proceedings in Kenya or the
country in which it is established?
8.2 Please provide a statement of any
material pending or threatened
litigation or other legal
proceedings where the claim is of
a value in excess of USD 20,000.
8.3 Has any partner, director,
shareholder or employee whom
you would propose to use to
deliver this service been convicted
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of an offence concerning his
professional conduct?
8.4 Has any partner, director or
shareholder been the subject of
corruption or fraud investigations
by the police, Kenya Anti-
Corruption Authority or similar
authority in the country in which
your organisation is established?
8.6 Has the organisation not fulfilled
obligations relating to the
payment of any statutory
deductions or contributions
including income tax as required
under Kenyan law or the laws of
the country in which it is
established?
8.7 Please state if any Director
shareholder/ Partner and / or
Company Secretary of the
Organisation is currently employed
or has been employed in the past
3 years by KCB.
8.8 Please state if any Director /
Partner and / or Company
Secretary of the Organisation has
a close relative who is employed
by KCB and who is in a position to
influence the award of any supply
award. A “close relative” refers to
spouse, parents, siblings and
children
9.0 INSURANCE
Please provide details of your current insurance cover Value
9.1
Employer’s Liability:
9.2
Public Liability:
9.3
Professional Indemnity (if applicable)
9.4 Other (specify)
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10.0 EVALUATION
(a) Mandatory Requirements For Evaluation
The following documents must be attached.
i. Certificate of Incorporation/Business Name Certificate
ii. Trading Certificate
iii. Business Permits
iv. Certificate from relevant regulatory authority (where applicable
v. Kenya Bureau of Standards certifications, Manufacturers Authorization /or
equivalent (where applicable).
vi. TAX PIN Certificate
vii. Tax Compliance certificate.
viii. Current dealership letter of equipment preferably issue in 2011
ix. List of Directors, telephone and their postal address
x. Form CR 12 as issued by the Registrar of Companies (original) or certified as true
copy
xi. Audited Accounts (Two years)
xii. Bank Account Information
xiii. CVs of Senior Staff
xiv. Organogram/Organisation Chart
COMMITMENT AND ACCEPTANCE
We have read and agree with the terms stated in this RFP.
Signed: Name ________________________________________________________
Designation ____________________________________________________________
On behalf of (Company) _____________________________________________________
Date _______________________________________________________________________________
Company Rubber Stamp _____________________________________________________