kenya seed company...

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Kenya Seed Company limited

APPLICATION DOCUMENT

APPLICATION

FOR

REGISTRATION/PRE-QUALIFICATION OF SUPPLIERS

AND SERVICE PROVIDERS FOR GOODS AND SERVICES

DURING THE FINANCIAL YEAR 2016/2017 & 2017/2018

TENDER REF: KSC/P/ PREQ./2016/2017

TENDER CLOSING & OPENING DATE:- 02nd

AUGUST 2016

KENYA SEED COMPANY LIMITED

P.O, BOX 553

KITALE

TEL. 054 31909-14, 0722 205 144

www.kenyaseed.com

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KENYA SEED COMPANY LIMITED

TENDER NOTICE

PRE-QUALIFICATION OF SUPPLIERS FOR GOODS AND SERVICES FOR THE PERIOD 2016/2017 & 2017/2018

1.1. Kenya Seed Company Limited is seeking to prequalify and register suppliers from eligible bidders for

the supply of goods and services for the under listed category of goods and services CATEGORY NO. CATEGORY DESCRIPTION TARGET GROUP

A Office Stationery & Promotional Materials

KSC/P/A/01/2016/18 Supply of General Office Stationary and Accessories YWPD

KSC/P/A/02/2016/18 Supply of Printed Stationery Established Firms

KSC/P/A/03/2016/18 Printing of Calendars, Diaries, Brochures, Fliers, Banners and

General Promotional Materials, Financial Statements

YWPD

KSC/P/A/04/2016/18 Supply of Branded Promotional Merchandise, T-Shirts, Caps,

Key Rings, Carrier Bags e.t.c.

YWPD

KSC/P/A/05/2016/18 Supply of Point of Sale (POS) Paper Rollers &Weighbridge

Tickets

Open

KSC/P/A/06/2016/18 Supply of Calling Cards/Airtime and Newspapers YWPD

B Office Machines, Computers, Printers and

Accessories/Consumables, Office Furniture

KSC/P/B/01/2016/18 Supply of Computers, Printers, External Hard Disks, Ups,

Servers

Open

KSC/P/B/02/2016/18 Supply of Computer Cartridges, Tonners, Inks e.t.c. YWPD

KSC/P/B/03/2016/18 Supply of Photocopiers, Photo Printers Open

KSC/P/B/04/2016/18 Supply of Office Furniture and Fittings Open

C Building Materials and Related Items

KSC/P/C/01/2016/18 Supply of General Hardware & Tools Established Firms

KSC/P/C/02/2016/18 Supply of Paints, Varnishes, Turpentine, Thinners, Paint

Brushes, Rollers e.t.c

Established Firms

KSC/P/C/03/2016/18 Supply of Building sand, Ballast, Building Blocks, Hardcore e.

t. c

YWPD

KSC/P/C/04/2016/18 Supply of Electrical fittings and Lighting Materials Established Firms

KSC/P/C/05/2016/18 Supply of RHS, Angle Irons, Twisted Bars, Nails, GI Pipes &

Fittings, MS Plates, Roofing sheets & other Related Items

Established Firms

KSC/P/C/06/2016/18 Supply of Timber, Posts Open

D Motor vehicles, Motor cycle and Tractor spare Parts &

Lubricants

KSC/P/D/01/2016/18 Supply of Spare Parts for Motor Vehicle, Tractors, Motor

Cycles

Established Firms

KSC/P/D/02/2016/18 Supply of Oils and Lubricants Established Firms

KSC/P/D/03/2016/18 Supply of Car Batteries, Tyres & Tubes and Accessories Established Firms

E Industrial / Factory Hardware Materials

KSC/P/E/01/2016/18 Supply of Conveyor/ Elevator Belts, Vee Rollers, Sprockets

&Chains, Elevator Buckets, Pulleys e.t c.

Open

KSC/P/E/02/2016/18 Supply of Grease, Bearings, H.T Cast Cement Open

F Livestock and Agrovet Materials

KSC/P/F/01/2016/18 Supply of Livestock Feeds and Acaricides Established Firms

KSC/P/F/02/2016/18 Supply of Ear Tags, De-worming Chemicals Established Firms

G Packaging Materials and Related Items

KSC/P/G/01/2016/18 Supply of Printed Paper Bags Manufacturers

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KSC/P/G/02/2016/18 Supply of Printed Polypropylene Bags Manufacturers

KSC/P/G/03/2016/18 Supply of Plain Polypropylene Bags Manufacturers

KSC/P/G/04/2016/18 Supply of Gum Tapes, Cotton Cones YWPD

H Maintenance, Repair and Specialized Services

KSC/P/H/01/2016/18 Repair & Maintenance of Motor Vehicles, Motor Cycle &

Tractors

Established Firms

KSC/P/H/02/2016/18 Repair and Maintenance of Weighbridges and Other Weighing

Scales

Established Firms

KSC/P/H/03/2016/18 Service and Maintenance of Firefighting Equipment Established Firms

KSC/P/H/04/2016/18 Service and Maintenance of Computers, Printers, Photocopiers,

Servers e.t.c

YWPD

KSC/P/H/05/2016/18 Repair and Maintenance of Motors, Cold Rooms and

Refrigeration Equipment

Established Firms

KSC/P/H/06/2016/18 Repair and Maintenance of Power Generators Established Firms

I Provision of Technical & Professional Services

KSC/P/I/01/2016/18 Provision of Fumigation & Pest Control Services Open

KSC/P/I/02/2016/18 Provision of Debt Collection Services Open

KSC/P/I/03/2016/18 General Building Maintenance and Civil Works Open

KSC/P/I/04/2016/18 Provision of Legal Services Established Firms

KSC/P/I/05/2016/18 Provision of Signage and Branding Services YWPD

KSC/P/I/06/2016/18 Provision of Promotional Campaigns & Event Management

Services.

Open

KSC/P/I/07/2016/18 Provision of Plumbing and Drainage Services Established Firms

KSC/P/I/08/2016/18 Provision of Environmental Audit Services & Other Related

Services

Established Firms

KSC/P/I/09/2016/18 Provision of Employee Satisfaction Surveys Established Firms

KSC/P/I/10/2016/18 Provision of Safety & Health Audit Services Established Firms

KSC/P/I/11/2016/18 Provision of Training & Human Resource Development

Services

Established Firms

J Other Services

KSC/P/J/01/2016/18 Provision of Transport Services Open

KSC/P/J/02/2016/18 Provision of Farm Operation Services

- Ploughing

- Harrowing

- Planting – maize & wheat

-Boom Spraying

-Hay Baling

-Wheat Harvesting

Open

KSC/P/J/03/2016/18 Provision of General Fabrication Works Open

KSC/P/J/04/2016/18 Provision of Catering and Conference Facilities Open

1.2. Pre-qualification documents and detailed requirements for pre-qualification can be obtained from the

following offices:-

1. The Procurement Manager, Kenya Seed Company Ltd., P.O. Box 553, KITALE. Tel: 054-31909-31914

2. The General Manager, Simlaw Seeds Company Ltd., P.O. Box 40042, NAIROBI Tel: 020-2215066/2215067

3. The Operations Manager, Kenya Seed Company Ltd., P.O. Box 959, NAKURU. Tel: 051-2211503/2211630

1.3. Interested applicants may also access and download the application document free of charge from the

website www.kenyaseed.com and or IFMIS Supplier Portal: supplier.treasury.go.ke.

1.4. Completed documents must be delivered in plain sealed envelopes clearly marked “APPLICATION FOR PREQUALIFICATION AS SUPPLIER OR SERVICE PROVIDER – REF: KSC/P/PREQ./2016/2017 – AND INDICATING CATEGORY APPLIED FOR” on top of the sealed envelope addressed to: -

http://www.kenyaseed.com/

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The Managing Director Kenya Seed Company Limited, P.O. Box 553, KITALE – Attn: Procurement Manager

and be deposited in the TENDER BOX available at the Company’s Head office, Mbegu Plaza , Ground floor – KITALE, so as to be received on or before, 02nd August 2016 at 11.00 a.m.

1.5. Applications will be opened immediately thereafter in the presence of applicants representatives who

choose to attend on the same date and time at Kenya Seed Company Head Office, Conference Room, Mbegu Plaza Kitale

Managing Director

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APPLICATION FORM

REFERENCE: KSC/P/PREQ./2016/2017

NAME OF APPLICANT/FIRM……………………………………………………………………………………….. CATEGORY NAME ……………………………………………………………………………………….. CATEGORY NUMBER ………………………………………………………………………………………… To: The Managing Director, Kenya Seed Company Limited, P.O. Box 553, KITALE. Dear Sir, RE: APPLICATION FOR PRE-QUALIFICATION FOR SUPPLY OF GOODS AND SERVICES 2016/2017 & 2017/2018.

1. Having examined the application documents the receipts of which is hereby duly acknowledged, we the undersigned apply for registration as supplier/Service provider for: CATEGORY NO……………………. during the financial year 2016/2017 & 2017/2018.

2. We undertake, if our application is acceptable to be competitive in our tenders and quotations and

shall offer high quality goods/services and as per your specifications.

3. For goods/services, which require manufacturers support, we will obtain manufacturers certificate or guarantee.

4. We agree to abide by our statements in this application

5. We understand this is not a tender but an application for consideration to participate in the

company’s procurement process during the financial year 2015/2018 and that you are not bound to accept it or any application you may receive.

Signed: In the capacity of: Duly authorized to sign for and on behalf of: Date:

DOCUMENT I

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REQUIREMENTS FOR PRE-QUALIFICATION.

Together with properly completed application documents, eligible applicants will be required to submit the following MANDATORY REQUIREMENTS: -

1. LIST OF ITEMS/SERVICES THEY DEAL WITH OR PROVIDE A CATALOGUE. 2. COMPANY PROFILE AND SPECIALIZATION 3. COPY OF BUSINESS REGISTRATION CERTIFICATE 4. COPY OF BUSINESS PIN CERTIFICATE 5. COPY OF V.A.T. CERTIFICATE 6. REFERENCE – LIST OF ORGANIZATIONS SERVED OR SUPPLIED – GIVE

PERIOD AND NAME OF CONTACT PERSON IN EACH ORGANIZATION. 7. VALID TAX COMPLIANCE CERTICATE (COPY) 8. PHYSICAL ADDRESS/LOCATION 9. DULY FILLED CONFIDENTIAL BUSINESS QUESTIONNARE 10. COPY OF SPECIAL GROUP CERTIFICATE( ONLY FOR SPECIAL GROUP-

AGPO) 11. RELEVANT LICENSES AND REGISTTRATIONS FOR PROFESSIONAL SERVICES

APPLICANTS FOR TRANSPORT SERVICES MUST SUBMIT THE FOLLOWING MANDATORY DOCUMENTS:

i. COPY(S) OF MOTOR VEHICLE LOG BOOK(S) ii. VALID COMMERCIAL MOTOR VEHICLE INSURANCE CERTIFICATES iii. COPY OF P.I.N CERTIFICATE iv. COPY OF VALID TAX COMPLIANCE CERTIFICATE v. COPY OF NATIONAL IDENTITY CARD FOR THE LORRY OWNER AND THE DRIVER’S OR

CERTIFICATE OF INCORPORATION vi. COPY OF DRIVERS’ LICENSE vii. COPY OF INSPECTION REPORT AND SPEED GOVERNOR CERTIFICATES viii. INDICATE LORRY CARRYING CAPACITY ix. INDICATE POSTAL ADDRESS AND TELEPHONE CONTACT DETAILS

APPLICANTS FOR FARM OPERATION SERVICES MUST SUBMIT THE FOLLOWING MANDATORY DOCUMENTS:

i. COPY(S) OF TRACTOR LOG BOOK(S) ii. VALID COMMERCIAL MOTOR INSURANCE CERTIFICATES iii. COPY OF P.I.N CERTIFICATE iv. COPY OF VALID TAX COMPLIANCE CERTIFICATE v. COPY OF NATIONAL IDENTITY CARD FOR THE TRACTOR OWNER AND THE DRIVER’S OR

CERTIFICATE OF INCORPORATION vi. COPY OF DRIVERS’ LICENSE vii. INDICATE TRACTOR CAPACITY (MUST BE AT LEAST 120 HP, PLOUGH – 6 DISC, HARROW-

28 DISC, BOOM SPRAYER- 600 LITRES, PLANTER – 4-6 ROWS viii. INDICATE POSTAL ADDRESS AND TELEPHONE CONTACT DETAILS

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EVALUATION CRITERIA All applications shall be examined for

- Submission of applications in the required format - Submission of all the mandatory requirements

NB: FAILURE TO SUBMIT ALL THE MANDATORY REQUIREMENTS SHALL LEAD TO REJECTION OF THE APPLICATION AND APPLICATIONS DETERMINED NON-RESPONSIVE AT THIS STAGE SHALL BE DISQUALIFIED

SUPPLIERS/SERVICE PROVIDERS APPRAISAL QUESTIONNAIRE

A COMPANY CONTACT DATA Remarks

1 Company Name

2 Nature of Business

3 Address

4 Office Telephone No.

5 Office fax No.

6 Plant/Factory (permanent address)

7 Bank Reference

B GENERAL INFORMATION AND

STRATEGIC CONSIDERATIONS

1 Date established

2 Types of activities

3 Main Owners

4 Are there financial/Ownership Link with other

companies

Yes No Name (s)

5 What is the Company’s main line of business

6 Information on goods/ services specification

Supplied since Supplied to:

1 ……………………………………………………

2…………………………………………………….

3 ……………………………………………………

……………

……………

……………

………………...

………………...

………………...

C REGISTRATION STATUS AND OTHER

STATUTORY REQUIREMENTS

C.1 Registration

1 Legal Registration No.

2 Registration with other relevant regulatory authority

( state the authority)

C.2 Other Statutory Requirements

1 Tax Compliance Certificates

2 P.I.N Certificate

3 VAT Certificate

D FINANCIAL ANALYSIS

D.1 General financial information

1 What is the Company’s financial year

2.

What has been the Company’s turnover during the

last 5 financial years

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3 Are the Company’s financial statements given and

attached to this questionnaire

4 What are the Company’s financial objectives

E EXPERIENCE AND QUALIFICATIONS

E.1 Types and value of Goods/service supplied or

rendered for each of the last three years and clients

Goods/Service Value Client

a)

b)

c)

F SALES SERVICE AND CUSTOMER

SUPPORT

F.1General sales information

1 Sales turnover for goods/services

2 The Company’s main competitors

3 Main market segments serviced

4 The maximum contract value the company is

willing to undertake

Minimum:

Maximum:

F.2 After sales services and customer support

1 What level of technical support is generally offered?

2 Name and contact details of the technical local point

3 Is service level performance measured? If so list the

indicators used

Yes:

No:

Indicators

4. Is there a team of persons that can be contacted

outside the working hours?

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APPLICATION QUESTIONNAIRE

Please fill in block letters:

1. Applicants’ full names ………………………………………………………………………………….

2. Full address of applicant ……………………………………………………………………………….

3. Telephone ……………………………………………………………………………………………….

4. Fax or E-mail ……………………………………………………………………………………………

5. Name of applicants’ representative to be contacted on matters of the supply/tender during the financial year ……………………………………………………………………………………………………………..

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

6. Details of applicants’ nominated agent (if any) to receive tender notices. (This is essential if the applicant does not have its registered address in Kenya).

Name ………………………………………………………………………………

Postal Address…………………………………………………………………….

Telephone, Fax or E-mail No. …………………………………………………..

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CONFIDENTIAL QUESTIONNAIRE You are requested to give the particulars indicated here below: - Applicants are advised that it is a serious offence to give false information on this form.

PART 1 – GENERAL

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

b) Location of business premises and registered office Country/Town

…………………………………………………………………………………………….

c) Plot Number ……………………………………. Street/Road ……………………….

d) Postal Address ………………………………….. Telephone ………………………..

Fax ……………………………………… E-Mail ……………………………………….

e) Nature of Business (Specialization)…………………………………………………….

………………………………………………………………………………………………

f) Current Trade Licence No. ………………………… Expiry Date ……………………. (Attach copy)

g) PIN Number ………………………………………………. (Attach copy)

h) V.A.T. Certificate Number ………………………………………… (Attach copy)

i) Name of your Bankers ………………………………………… Branch ………………….

j) Your agreeable trade terms (mode of payment, credit allowable and basis of discount)

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

k) Bank certificate on the applicant’s liquidity, suitability and credit limitation (Attach Banker’s Statement of these).

PART 2 (A) SOLE PROPRIETOR

a) Your Name in full …………………………………………………………………………….

Age …………………………………………………………………………………………….

b) Nationality …………………………………. Country of Origin …………………………….

Citizenship details …………………………………………………………………………….

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OR PART 2 (B) PARTNERSHIP Give details of partners as follows: - Name Nationality Shares 1. …………………………………………………. …………………….. ……………………….. 2. ………………………………………………….. …………………….. ……………………….. 3. ………………………………………………….. …………………….. ……………………….. 4. …………………………………………………... …………………….. ………………………... OR PART 2 (C) REGISTERED COMPANY

a) Private or Public ………………………………….. state the nominal and issued capital of the company: -

Nominal Kshs. ……………………………………………………. Issued Kshs. ……………………………………………………..

b) Details of Directors: - Name Nationality Shares 1. ………………………………………………… …………………….. ……………………….. 2. …………………………………………………. …………………….. ……………………….. 3. ………………………………………………….. …………………….. ……………………….. 4. …………………………………………..…….. …………………….. ………………………... If Kenya citizen, indicate under “citizenship details” whether by birth, naturalization or registration. PART 3 In the event of this tender being accepted, I/we agree to supply against an order signed by an authorized officer of the Kenya Seed Company Limited, those goods accepted in this application to the quoted delivery points and date and that failure on my/our part to meet these requirements constitutes a breach of agreement. Tenderer’s Full Names ………………………………………………………………………….. And on behalf of: - Signature …………………………………………………………………………………………….. Director

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Designation ………………………………………………………………………………………….. Full Trade Address: P.O. Box …………………………………………………………………. Town: …………………………………………………………………….. Tel. No. …………………………………………………………………… Fax No. …………………………………………………………………… Date ………………………………………………………………………. Witnessed by: …………………………………………………………………………………………. Address: P.O. Box …………………………………………………………………. Town: …………………………………………………………………….. Tel. No. …………………………………………………………………… Fax No. …………………………………………………………………… Date ……………………………………………………………………….

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GENERAL INFORMATION

(APPLICANTS MUST READ AND UNDERSTAND THESE REQUIREMENTS)

INTRODUCTION 1. ELIGIBLE APPLICANTS 1.1 This Invitation for Application is open to all applicants eligible as described in the application

documents. Eligible applicants shall complete and specify in the application document the category preferred.

1.2 Applicants shall provide the qualification information statement that the applicant (including all

members of a joint venture and sub contractors) is not associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Procuring entity to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods under this Invitation for tenders.

1.3 An applicant shall not be under a declaration of ineligibility for corrupt and fraudulent practices. 2. ELIGIBLE GOODS 2.1 All goods applied for shall have their origin in eligible source countries. 2.2 For purposes of this clause, “origin” means the place where the goods are mined, grown, or

produced. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, a commercially recognized product results that is substantially different in basic characteristics or in purpose or utility from its components.

2.3 The origin of goods is distinct from the nationality of the applicant. 3. COST OF TENDERING 3.1 The applicant shall bear all costs associated with the preparation and submission of its application,

and the procuring entity, will in no case be responsible for those costs, regardless of the conduct or outcome of the prequalification process.

4. CONTENTS 4.1 The application document comprises documents listed below and addenda issued in accordance

with clause 6 of these instructions to tenders.

(i) Application Notice (ii) Application form (iii) Category Description (iv) Requirement for Prequalification (v) Evaluation Criteria (vi) Appraisal Questionnaire (vii) Manufacturer’s Authorization Form (viii) Application questionnaire (ix) Confidential questionnaire. (x) General Information

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IMPORTANT DOCUMENTS REQUIRED

4.2 The applicant is expected to examine all instructions, forms, terms, and specifications in the application documents. Failure to furnish all information required by the application documents or to submit an application not substantially responsive to the application documents in every respect will be at the applicants risk and may result in the rejection of its application.

5. CLARIFICATION OF DOCUMENTS 5.1 A prospective applicant requiring any clarification of the application document may notify the

company in writing or by cable (hereinafter, the term cable is deemed to include telex and facsimile) at the company’s address indicated in the Invitation for applications. The company will respond in writing to any request for clarification of the application documents, which it receives no later than thirty (30) days prior to the deadline for the submission of applications prescribed by the company. Written copies of the company’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective applicants that have received the application documents.

6. AMENDMENT OF DOCUMENTS 6.1 At any time prior to the deadline for submission of applications, the company, for any reason,

whether at its own initiative or in response to a clarification requested by a prospective applicant, may modify the application documents by amendment.

6.2 All prospective candidates that have received the application documents will be notified of the

amendment in writing or by cable, and will be binding on them. 6.3 In order to allow prospective applicants reasonable time in which to take the amendment into

account in preparing their application, the company, at its discretion, may extend the deadline for the submission of application.

PREPARATION OF APPLICATIONS

7. LANGUAGE OF APPLICATION 7.1 The application prepared by the applicant, as well as all correspondence and documents relating to

the application exchanged by the applicant and the company, shall be written in English language, provided that any printed literature furnished by the applicant may be written in another language provided they are accompanied by an accurate English translation of the relevant passages in which case, for purposes of interpretation of the tender, the English translation shall govern.

8. DOCUMENTS COMPRISING THE APPLICATION 8.1 The application prepared by the applicant shall comprise the following components:

a) An Application Form indicating the category applied. b) Documentary evidence established in accordance with paragraph 12 that the applicant is eligible to

apply and is qualified to be pre-qualified if its application is accepted.

Documentary evidence established in accordance with paragraph 13 that the goods and ancillary services to be supplied by the applicant are eligible goods and services and conform to the application documents.

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9. APPLICANTS ELIGIBILITY AND QUALIFICATIONS 9.1 Pursuant to paragraph 1 of section 3, the applicant shall furnish, as part of the application,

documents establishing the applicants’ eligibility to apply and qualification to perform the contract if the application is accepted.

9.2 The documentary evidence of the applicants’ eligibility to apply shall be established to the

company’s satisfaction that the goods at the time of supply shall be from an eligible source country as defined under paragraph 1 of section 2.

9.3 The documentary evidence of the applicants’ qualifications to perform the contract if the application

is accepted shall be established to the company’s satisfaction.

a) That, in the case of an applicant requesting registration for goods which the applicant did not manufacture or otherwise produce, the applicant has been duly authorized by the goods’ manufacturer or producer to supply the goods.

b) That the applicant has the financial, technical and production capability necessary to

perform as per contract to be awarded.

c) That, in the case of an applicant not doing business within Kenya, the applicant is or will be (if awarded the contract) represented by an agent in Kenya, equipped and able to carry out the applicants maintenance, repair and spare part-stocking obligations prescribed in the conditions of contract and/or Technical specifications.

10. GOODS’ ELIGIBILITY AND CONFORMITY TO APPLICATION DOCUMENT. 10.1 Pursuant to paragraph 2 of this section, the applicant shall furnish, as part of his application,

documents establishing the eligibility and conformity to the tender documents of all goods, which the applicant proposes to supply if registered.

10.2 The documentary evidence of the eligibility of the goods shall consist of a statement on the country

of origin of the goods and services offered which shall be confirmed by a certificate of origin issued at the time of order.

10.3 The documentary evidence of conformity of the goods to the application documents may be in the

form of literature, drawings, and data, and shall consist of: -

a) A detailed description of the essential technical and performance characteristics of the goods to be supplied.

b) A list giving full particulars, including available sources and current catalogue, special tools, etc,

necessary for the proper and continuing functioning of the goods for a period of two (2) years, following commencement of the use of the goods by the company and

c) A clause-by-clause commentary on the company’s Technical Specifications demonstrating

substantial responsiveness of the goods and services to those specifications, or a statement of deviations and exceptions to the provisions of the Technical Specifications.

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11. FORMATS AND SIGNING OF APPLICATION 11.1 The applicant shall prepare one copy of the application indicating the category requested. 11.2 The application shall be typed or written in indelible ink and shall be signed by the applicant or a

person or persons duly authorized to bind the applicant to the future contract.

12. SUBMISSION OF APPLICATION

12.1 The applicant shall seal the application in an envelope,:

Be addressed to the Kenya Seed Company at the following address: -

The Managing Director Kenya Seed Company Ltd P.O. Box 553 KITALE ATT: Procurement Manager

And bear, APPLICATION FOR SUPPLIER PRE-QUALIFICATION FOR CATEGORY NO. TENDER Ref: KSC/P/PREQ/2016/2017

13. DEADLINE FOR SUBMISSION OF APPLICATIONS 13.1 Applications must be received by the company at the address and send to reach the company on

the date and time specified. 13.2 The company may, at its discretion, extend this deadline for the submission of applications by

amending the application documents in accordance with paragraph 6, in which case all rights and obligations of the company and candidates previously subject to the deadline will therefore be subject to the deadline as extended.

14. MODIFICATIONS AND WITHDRAWAL OF APPLICATIONS 14.1 The applicant may modify or withdraw its application after the applications submission, provided

that written notice of the modification, including substitution or withdrawal of the application, is received by the company prior to the deadline prescribed for submission of applications.

14.2 No application may be modified after the deadline for submission.

15. OPENING OF AAPLICATIONS

15.1 The company will open all applications in the presence of applicants’ representatives who choose to attend, at a time, date and venue indicated in the notice

The applicants’ representatives who are present shall sign a register evidencing their attendance.

15.2 The applicants’ names, application modifications or withdrawals and such other details as the company, at its discretion, may consider appropriate, will be announced at the opening.

15.3 The company will prepare minutes of the application opening.

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16. CLARIFICATION OF APPLICATIONS 16.1 To assist in the examination, evaluation and short listing of applicants, the company may, at its

discretion, ask the applicant for a clarification of its application. The request for clarification and the purpose shall be in writing.

16.2 Any effort by the applicant to influence the company in its application evaluation, application short

listing decision may result in the rejection of the applicants/ application. 17. PRELIMINARY EXAMINATION 17.1 The company will examine the application to determine whether they are complete, whether

required documents have been furnished, whether the documents have been properly signed and whether the applications are generally in order.

17.2 The company entity may waive minor mistakes or non-conformity or irregularity in an application

which does not constitute a material deviation. 17.3 Prior to the detailed evaluation, pursuant to paragraph 18.2, the company will determine the

substantial responsiveness of each application to the application documents. For purposes of these paragraphs, a substantially responsive application is one, which conforms to all the terms and conditions of the application documents without material deviations. The company’s determination of applications’ responsiveness is to be based on the contents of the application itself without recourse to extrinsic evidence.

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