pre-qualification/registration of …€¦ · the attached questionnaire forms pq-1, pq-2, pq ......

PRE-QUALIFICATION/REGISTRATION OF

SUPPLIERS FOR SUPPLY/PROVISION OF GOODS, WORKS AND

SERVICES FOR FINANACIAL YEARS 2017-2018 AND 2018-2019

CATEGORY NAME ------------------------------------------------------------------ CATEGORY NUMBER---------------------------------------------------------------

CLOSING DATE: TUESDAY 4TH JULY, 2017

TIME: 10.30AM

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Table of Contents Page 1. TENDER NOTICE 3-5 2. PRE-QUALIFICATION INSTRUCTIONS 6-7 3. PRE-QUALIFICATION DATA INSTRUCTIONS 7-9 4. FORM PQ - 1 PRE-QUALIFICATION DOCUMENTS 10 5. FORM PQ - 2 PRE-QUALIFICATION DATA 11-13 6. FORM PQ - 3 SUPERVISORY PERSONNEL 14 7. FORM PQ - 4 FINANCIAL POSITION WHERE APPLICABLE 15 8. FORM PQ - 5 CONFIDENTIAL BUSINESS QUESTIONNAIRE 16-17 9. FORM PQ - 6 PAST EXPERIENCE 18 10. FORM PQ - 7 LITIGATION HISTORY 19 11. FORM PQ - 8 SWORN STATEMENT 20

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PREQUALIFICATION NOTICE The Independent Policing Oversight Authority (IPOA) invites application for pre-qualification/Registration of suppliers and service providers from interested eligible Bidders for supply of the following goods, services and works for the financial years (2017/18 and 2018/19). PRE-QUALIFICATION/REGISTRATION OF SUPPLIERS FOR SUPPLY OF GOODS, WORKS AND SERVICES UNDER THE FOLLOWING CATEGORIES:-

S NO.

REFERENCE NUMBER ITEM/SERVICE DESCRIPTION TARGETE

D GROUP 1 IPOA/PREQ/O1/2017 Supply of General Stationery Special

Groups 2 IPOA/PREQ/02/2017 Supply of Computer Consumables &Related

accessories Open

3 IPOA/PREQ/03/2017 Supply of Telephone/ Office Equipment Open 4 IPOA/PREQ/04/2017 Provision of Printing Services and Creative Design Open 5 IPOA/PREQ/05/2017 Supply of Office Furniture and Fittings Open 6 IPOA/PREQ/06/2017 Supply of Computers, Printers, Projectors,

Photocopiers and Other ICT related items Open

7 IPOA/PREQ/07/2017 Supply of Motor vehicle Tyres, Batteries and Spare Parts

Open

8 IPOA/PREQ/08/2017 Supply of Staff Uniform, protective gear and other linens

Special Groups

9 IPOA/PREQ/09/2017 Supply of Branded Promotional and IEC Materials Special Groups

10 IPOA/PREQ/10/2017 Provision of Signage, branding and other related services

Open

11 IPOA/PREQ/11/2017 Supply of Electrical and Electronic equipment and Other Appliances

Open

12 IPOA/PREQ/12/2017 Supply of Assorted Mobile Phone Airtime (Calling Cards)

Special Groups

13 IPOA/PREQ/13/2017 Provision of Decoration services Special Groups

14 IPOA/PREQ/14/2017 Supply of Laboratory Equipment, Reagents and Consumables

Open

15 IPOA/PREQ/15/2017 Supply of Fresh Milk Open 16 IPOA/PREQ/16/2017 Supply, delivery and Installation of ICT Software Open 17 IPOA/PREQ/17/2017 Supply and Delivery of First Aid Kits & First Aid

Training Open

18 IPOA/PREQ/18/2017 Provision of Repair and maintenance (plumbing, electrical, masonry and carpentry)

Open

19 IPOA/PREQ/19/2017 Provision of Data Communication Services, Computer Networks and Structured Cabling

Open

20 IPOA/PREQ/20/2017 Provision of Electrical Cabling, repair & Open

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Maintenance 21 IPOA/PREQ/21/2017 Supply, Installation, Repair & Installation of Air

Conditioners Open

22 IPOA/PREQ/22/2017 Provision of Maintenance and repair of office equipment (telephone & communication equipment)

Open

23 IPOA/PREQ/23/2017 Supply of daily newspapers and magazines Special groups

24 IPOA/PREQ/24/2017 Supply of CCTV System, Digital Cameras and related items

Open

25 IPOA/PREQ/25/2017 Repair and Maintenance of computer system, servers and printers

Special Groups

26 IPOA/PREQ/26/2017 Supply of mineral drinking water Special Groups

27 IPOA/PREQ/27/2017 Provision of professional Cleaning Services, Pest Control & Fumigation Services

Open

28 IPOA/PREQ/28/2017 Provision of Transport, Car hire & Taxi Services Open 29 IPOA/PREQ/29/2017 Provision of Courier Services Open 30 IPOA/PREQ/30/2017 Provision of Air tickets IATA

registered only

31 IPOA/PREQ/31/2017 Provision of Internet & Web hosting Services Open 32 IPOA/PREQ/32/2017 Provision of Advertising & Publicity Services Open 33 IPOA/PREQ/33/2017 Provision of photography and videography services Special

Groups 34 IPOA/PREQ/34/2017 Provision of event organizing services Open 35 IPOA/PREQ/35/2017 Provision of Security Services Open 36 IPOA/PREQ/36/2017 Provision of Motor vehicle repair and maintenance Open/regist

ered garages 37 IPOA/PREQ/37/2017 Provision of outside catering services Open 38 IPOA/PREQ/38/2017 Provision of Team Building facilitators, change

management and related consultancy services Open

39 IPOA/PREQ/39/2017 Provision of Media Monitoring & Analysis services Open 40 IPOA/PREQ/40/2017 Provision of Media Communication, Public

Relations Consultancy Open

41 IPOA/PREQ/41/2017 Provision of Road shows services (trucks) Special groups

42 IPOA/PREQ/42/2017 Provision of Documentary/Features Production Services

Special groups

43 IPOA/PREQ/43/2017 Provision of Asset tagging and bar coding services Special groups

44 IPOA/PREQ/44/2017 Provision of Motor vehicle tracking services Open 45 IPOA/PREQ/45/2017 Provision of staff Medical Insurance Underwriter

s only 46 IPOA/PREQ/46/2017 Provision of Staff GPA/GLA Insurance Underwriter

s only 47 IPOA/PREQ/47/2017 Provision of General Insurance Services Open 48 IPOA/PREQ/48/2017 Provision of building & Construction (Repairs, NCA

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portioning & renovations) registered Contractors

49 IPOA/PREQ/49/2017 Supply of Cleaning Materials, Detergents, Disinfectants, Tissue papers and other related items

Special groups

50 IPOA/PREQ/50/2017 Provision of Human Resource Training &Development

Open

51 IPOA/PREQ/51/2017 Recruitment and HR Consultancy Services Open 52 IPOA/PREQ/52/2017 Provision of Employee and

Opinion/Satisfaction/Engagement Survey Open

53 IPOA/PREQ/53/2017 Supply of Specialized monitoring equipment, tools and related items

Open

54 IPOA/PREQ/54/2017 Supply of specialized inspection equipment, tools and related items

Open

55 IPOA/PREQ/55/2017 Provision of specialized consultancy services in Research, Surveys and Data analysis

Open

56 IPOA/PREQ/56/2017 Provision of Auctioneering services Registered Auctioneers only

57 IPOA/PREQ/57/2017 Supply, Installation and maintenance of Security equipment & software

Open

58 IPOA/PREQ/58/2017 Maintenance of fire fighting systems and equipment Open 59 IPOA/PREQ/59/2017 Provision of Motor vehicle recovery services Open 60 IPOA/PREQ/60/2017 Provision of Consultancy services for Enterprise

Risk Management Open

61 IPOA/PREQ/61/2017 Provision of Consultancy services on fraud management

Open

62 IPOA/PREQ/62/2017 Provision of Training consultant on Risk Open 63 IPOA/PREQ/63/2017 Provision of Legal Services Law Firms 64 IPOA/PREQ/64/2017 Provision of Court Process Server services Registered

Court Processors

65 IPOA/PREQ/65/2017 Provision of Guidance & Counselling Services Registered Counsellors

66 IPOA/PREQ/66/2017 Supply and installation of forensic science equipment & training

Open

67 IPOA/PREQ/67/2017 Provision of forensic services and consultancy services

Open

Key: a) Special Groups include Youth, Women and Persons living with Disability who have been duly registered with the National Treasury and have certificates of registration. They MUST show proof of registration by providing the certificate of registration. b) OPEN: Open to all eligible bidders.

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Pre-qualification/Registration tender documents, containing detailed terms and conditions of tendering, may be downloaded free of charge from the Independent Policing Oversight Authority (IPOA) website: www.ipoa.go.ke.

Completed pre-qualification documents in plain sealed envelopes clearly marked with the pre-qualification category and number i.e. IPOA/PREQ/……/2017 for pre-qualification/registration of suppliers should be deposited in the tender box situated at 3rd floor, ACK Garden Annex, 1st Ngong Avenue, Nairobi or to be addressed to the:

The Chief Executive Officer/Secretary Independent Policing Oversight Authority, P. O. Box 23035-00100, NAIROBI. So as to be received on or before 4th July 2017 at 10.30 a.m. (Local time)

Tenders/Pre-qualification documents will be opened immediately thereafter, in the presence of candidates or their representatives, who may wish to attend.

The Chief Executive Officer/Secretary Independent Policing Oversight Authority

http://www.ipoa.go.ke.

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PRE-QUALIFICATION INSTRUCTIONS 1.1 Introduction

The Independent Policing Oversight Authority would like to invite interested candidates who must qualify by meeting the set criteria as provided by the procuring entity to perform the contracts for supply and delivery of goods, works and services to the Authority.

1.2 Pre-qualification Objective

The main objective is to supply and deliver assorted items and also provide services under relevant tenders/quotations to the Independent Oversight Authority as and when required during the period mentioned above

1.3 Invitation for Pre-qualification

Suppliers registered with Registrar of Companies/Registrar of Business names under the Laws of Kenya in respective merchandise or services are invited to submit their PRE-QUALIFICATION documents to THE CHIEF EXECUTIVE OFFICER/SECRETARY, INDEPENDENT POLICING OVERSIGHT AUTHORITY so as to be pre-qualified/registered for submission of tenders/quotations. The prospective Suppliers are required to provide mandatory/ documents information for pre-qualification/registration.

1.4 Experience

Prospective suppliers and contractors must have carried out successful supply and delivery of similar items/services to Government institutions of similar size and complexity. Potential suppliers/contractors must demonstrate the willingness and commitment to meet the pre-qualification criteria.

1.5 Pre-qualification Document

This document includes questionnaire forms and documents required of prospective suppliers.

1.6 In order to be considered for pre-qualification/registration, prospective

suppliers must submit all the information herein requested. 1.7 Distribution of Pre-qualification Documents One copy of the completed pre-qualification/registration data and other

requested information shall be submitted to reach:

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Chief Executive Officer/Secretary, Independent Policing Oversight Authority, P. O. Box 23035-00100, NAIROBI. Not later than 4th, July at 10.30 a.m. (Local time) Documents

received late will not be accepted 1.8 Questions Arising from Documents Questions that may arise from the pre-qualification documents should

be directed to the CEO/Secretary, Independent Policing Oversight Authority, whose address is given in paragraph 1.7 seven (7) days before closing date

1.9 Additional Information The Independent Policing Oversight Authority reserves the right to

request submission of additional information from prospective bidders where applicable.

2.0 PRE-QUALIFICATION/REGISTRATION DATA INSTRUCTIONS 2.1 Pre-qualification data forms The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6,

PQ-7, PQ-8 are to be completed by prospective suppliers/contractors who wish to be pre-qualified for submission of tender for the specific category.

2.1.1 The pre-qualification/registration application forms which are not filled

out completely and submitted in the prescribed manner will not be considered. All the documents that form part of the proposal must be written in English and in ink.

2.2 Qualification 2.2.1 It is understood and agreed that the pre-qualification/registration data

on prospective bidders is to be used by Independent Policing Oversight Authority in determining, according to its sole judgment and discretion, the qualifications of prospective bidders to perform in respect to the Tender Category as described by the client.

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2.2.2 Prospective bidders will not be considered qualified unless in the judgment of IPOA they posses capability, experience, qualified personnel available and suitability of equipment and net current assets or working capital sufficient to satisfactorily execute the contract for goods, works and services.

2.3 Essential Criteria for Pre-Qualification/Registration 2.3.1 Experience

Prospective bidders shall have experience in the supply of goods, works and services and allied items. The potential supplier/contractor should show competence, willingness and capacity to service a contract at short notice.

2.3.2 Personnel

The names and pertinent information and CV of the key personnel for individual or group to execute the contract must be indicated in form PQ-3.

2.3.3 Financial Condition

The Supplier’s financial condition will be determined by letters of reference from their bankers regarding suppliers/contractors credit position copies of LPO’s among other evidences. Potential suppliers/contractors will be pre-qualified on the satisfactory information given.

2.3.4 Special consideration will be given to the financial resources available as

working capital, taking into account the amount of uncompleted orders on contract and now in progress data on Form PQ-4. However, potential bidders should provide evidence of financial capability to execute the contract.

2.3.5 Past Performance

Past performance will be given due consideration in pre-qualifying bidders. Letter of reference and or copies of orders/contracts from past customers should be included in Form PQ-6: Bidders who wish to be pre-qualified under various professional categories must proof registration status of their professional bodies and must attach evidence as appropriate to confirm their experience under the category applied for.

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However, newly registered special groups may be exempted from this requirements and other financial requirements but must provide certificates of registration under YAGPO

2.4 Statement Application must include a sworn statement Form PQ-8 by the Tenderer ensuring the accuracy of the information given.

2.5 Withdrawal of Pre-qualification

Should a condition arise between the time the firm is pre-qualified to bid and the bid opening date which in the opinion of the client/authority could substantially change the performance and qualification of the bidder or his ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, the Authority reserves the right to reject the proposal from such a bidder even though he/she was initially pre-qualified.

2.6 Prospective firms must have a fixed Business Premises and

must be registered in Kenya, with Certificate of Business Registration /Certificate of Incorporation among other copies which must be attached with the prequalification documents.

2.7 Additional Pre-qualification Criteria Required Information Form Type Points Score

1. Registration Documentation PQ-1 35

2. Pre-qualification Data PQ-2 10

3. Supervisory Personnel where applicable PQ-3 5

4. Financial Position (evidence) PQ-4 20

5. Confidential Report PQ-5 10

6. Past Experience PQ-6 10

7. Litigation History PQ-7 10

TOTAL 100

2.8 The qualification is 70 points and over

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FORM PQ-1 PRE-QUALIFICATION All firms must provide:- 1. Copies of Certificate of Registration/certificate of incorporation. 2. Copy of VAT Registration Certificate. 3. Copies of Pin Certificate of firm/company/individual for sole proprietors. 4. Copy of YAGPO Certificates for those applying under special groups.

(35 points)

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FORM PQ-2 - PRE-QUALIFICATION DATA REGISTRATION OF SUPPLIERS APPLICATION FORM 1/We ………………………………………………………… hereby apply for registration as supplier(s) (Name of Company/Firm) of …………………………………………………………………………………………………………………….. (Item/Service Description) ………………………………………………………………………………………………………………………… (Category No.) Post Office Address …………………………………………………………………………………………….

Town ………………………………………………………………………………………………………………..

Street ………………………………………………………………………………………………………………..

Name of building .……………………………………………………………………………………………….

Room/ Office No. ……………………………………………… Floor No. ………………………………

Telephone Nos. .………………………………………………………………………………………………….

Full Name of applicant ………………………………………………………………………………………….

Other branches location if applicable

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

2. Organization & Business Information

Management Personnel

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

Managing Director/Chief Executive Officer

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

Secretary

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

General Manager

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

Treasurer

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

Other

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

Partnership (if applicable) Names of Partners 3. Business founded or incorporated

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

4. Under present management since

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

5. Net worth equivalent Kshs.

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

6. Bank reference and address

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

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

7. Bonding company reference and address

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

8. Enclose copy of organization chart of the firm indicating the main fields of

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activities

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

9. State any technological innovations or specific attributes which distinguish you

from your competitors

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

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

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

10. Indicate terms of trade/sale

(10 Points)

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PQ-3 SUPERVISORY PERSONNEL Name

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

Age

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

Academic Qualification

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

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

Professional Qualification

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

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

Length of service with Contractor or Supplier position held …………………………………….

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

(Attach copies of certificates of key personnel in the organization)

(5) Points)

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PQ-4 - FINANCIAL POSITION AND TERMS OF TRADE

(1) Attach a copy of firm’s two certified financial statements giving summary

of assets and current liabilities/or any other financial support.

(2) Attach letters of reference from the bankers regarding supplier’s credit

position.

(20 Points)

FORM PQ-5

REPUBLIC OF KENYA

CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business.

You are advised that it is a serious offence to give false information on this form

Part I- General : Business Name …………………………………………………………………………………….. Location of business premises………………………………………………………….…………… Plot No. …………………………………….………. Street/Road…………………………..….….. Postal Address……………………………………………..………….Tel. No………………...…... Nature of business…………………………………………………………………………………… Current Trade Licence No………………………………….…………Expiring date………..…….. 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 Given details of partners as follows: Name Nationality Citizenship Details Shares …………………………………………………………………………………………. …………………………………………………………………………………………. …………………………………………………………………………………………. ………………………………………………………………………………………….

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Part 2 ( c) – Registered Company: Private or Public……………………………………………………………………………. State the nominal and issued capital of company- Nominal K£……………………………….. Issued K£………………………………….. Given details of all directors as follows:-

Name Nationality Citizenship Details Shares 1. ………………………………………………………………………………………… 2. ………………………………………………………………………………………… 3. ………………………………………………………………………………………… 4. ………………………………………………………………………………………… 5. ………………………………………………………………………………………….

Date ………………………………………………..….Signature of Candidate……………………….

*if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration.

(10 points)

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FORM PQ-6 - PAST EXPERIENCE

NAMES OF THE APPLICANTS CLIENTS IN THE LAST TWO YEARS (ATLEAST FIVE)

NAMES OF OTHER CLIENTS AND VALUES OF CONTRACT/ORDERS 1. Name of 1st Client (organization)

i) Name of Client (organization) ………………………………………………………… ii) Address of Client (organization) ……………………………………………………… iii) Name of Contact Person at the client (organization) ………………………….. iv) Telephone No. of Client …………………………………………………………………… v) Value of Contract ……………………………………………………………………………. vi) Duration of Contract (date) ……………………………………………………………..

(Attach documental evidence of existence of contract) 2. Name of 2nd Client (organization)


(Attach documental evidence of existence of contract) 3. Name of 3rd Client (organization)


(Attach documental evidence of existence of contract) 4. Others ………………………………………………………………………………………………………

(10 Points)

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FORM PQ-7 LITIGATION HISTORY Name of Contractor/Supplier Contractors/Suppliers should provide information on any history of litigation or arbitration resulting from contracts executed in the last five years or currently under execution. (10 points)

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FORM PQ-8 - SWORN STATEMENT Having studied the pre-qualification/registration information for the above project we/I hereby state:

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

b. That in case of being pre-qualified/registered we acknowledge that this grants us

the right to participate in due time in the submission of a tenders or quotations when invited/requested to do so by the Authority.

c. When the call for Quotations is issued and the legal, technical or financial

conditions or the contractual capacity of the firm changes, we shall notify the Authority and acknowledge your right to review the pre-qualification made.

d. We enclose all the required documents and information required for the pre-

qualification evaluation.

e. We confirm that we have not been debarred from participation in Public Procurement and have no litigation procedure in process.

Date ………………………………………………………………………………………… Applicant’s Name ………………………………………………………………… Represented by ………………………………………………………………………… Signature ………………………………………………………………………………… (Full name and designation of the person signing and stamp or seal)