COUNTY GOVERNMENT OF BUSIA COUNTY county government of busia county assembly of busia office of the

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    COUNTY GOVERNMENT OF BUSIA

    COUNTY ASSEMBLY OF BUSIA

    OFFICE OF THE CLERK

    PRE-QUALIFICATION FOR SUPPLLIERS

    2015/2016 TO 2016/2017

    PREQUALIFICATION DOCUMENT FOR PROVISION OF WORKS UNDER

    CATEGORY D

    TENDER NO

    ITEM DESCRIPTION...

    CLOSING DATE:MONDAY 4TH JANUARY 2016

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    TABLE OF CONTENTS

    SECTION A - Instructions for Prequalification 3

    SECTION B - Tender Notice 3

    SECTION C - Pre-qualification Criteria ...7

    SECTION D - Supplier Application Form.8

    SECTION E - Confidential/Business Questionnaire .9

    SECTION F - Compliance with Statutory Requirements 11

    SECTION G - Financial Position, Terms and Trade 12

    SECTION H - Litigation/Arbitration history 12

    SECTION I - Past Experience and Performances.12

    SECTION J Man-power and expertise.....12

    SECTION KEquipment Capabilities13

    SECTION L -Declaration ..........14

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    SECTION A:

    INSTRUCTIONS TO CANDIDATES Invitation for pre-qualification

    1. The County Assembly of Busia intends to pre-qualify contractors under category D.

    2. Pre-qualification is open for all eligible suppliers. However preference and reservation regulations

    apply in certain categories that will be determined by the County Assembly of Busia.

    3. Eligible candidates are requested to strictly adhere to submission procedures as outlined in the

    advertisement whose copy is copied below.

    4. All candidates whose applications will have been received before the closing date and time will be

    advised in due course, of the results of their application. Only candidates prequalified under this pre-

    qualification process will be invited to tender.

    5. All the information for pre-qualification shall be provided in the English language.

    6. Failure to provide information that is essential for effective evaluation of the applicants

    qualifications or to provide timely clarification may result in the applicants disqualification.

    7. In assessing suitability the eligibility criteria set out below will be used.

    8. Pre-qualification will be based on meeting the minimum requirements to pass in the criteria

    outlined below.

    SECTION B

    TENDER NOTICE

    PRE- QUALIFICATION OF SUPPLIERS 2015-2017

    The County Assembly of Busia invites interested and competent potential suppliers of goods

    contractors, and consultants for pre-qualification in the categories outlined below .The successful

    firms may be invited to bid in the course of the 2015/2016 to2016/2017 financial years as and when

    the goods will be required. The categories are as follows:-

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    COUNTY GOVERNMENT OF BUSIA

    COUNTY ASSEMBLY OF BUSIA

    PRE-QUALIFICATIONNOTICE 2015/2017

    The County Assembly of Busia invites eligible Contractors/Suppliers for pre-qualification of

    Goods/Services for the F/Y 2015/2016 and 2016/2017.

    CATEGORY A: SUPPLY OF GOODS

    TENDER NO. DESCRIPTION PREFERENCE

    BSA/CA/04/2015/2016 Fuel and Lubricants Open

    BSA/CA/05/2015/2016 Motor Vehicle Restricted

    BSA/CA/06/2015/2017 Newspapers and magazines Reserved for persons with

    disability

    BSA/CA/07/2015/2017 Mineral Water Reserved for youth

    BSA/CA/08/2015/2017 Airtime/Calling Cards Reserved for persons with

    disability

    BSA/CA/09/2015/2017 Stationery Reserved for youth and

    women

    BSA/CA/10/2015/2017 Cleaning Materials and Detergents Reserved for women

    BSA/CA/11/2015/2017 Electrical Materials, Aircon and Installation Reserved for Local

    preference

    BSA/CA/12/2015/2017 Tyres, Tubes and Batteries Open

    BSA/CA/13/2015/2017 Printers, Scanners, Photocopiers Open

    BSA/CA/14/2015/2017 Desktop Computers, Laptops, Tablets,

    Dictaphones, Hardware, Software and Video

    Camera.

    Reserved for Local

    preference

    BSA/CA/15/2015/2017 Education and Library Books Reserved for youth

    BSA/CA/16/2015/2017 Accountable Documents Reserved for youth

    BSA/CA/17/2015/2017 Building Materials Reserved for Local

    preference

    BSA/CA/18/2015/2017 Uniforms and Protective Devices Open

    BSA/CA/19/2015/2017 Supply, Training and Servicing of Fire

    Extinguishers

    Reserved for youth

    BSA/CA/20/2015/2017 Sanitary Bins Open

    BSA/CA/21/2015/2017 Water Dispensers Reserved for youth

    BSA/CA/22/2015/2017 Computer Accessories, tonners and Cartridges Reserved for youth

    BSA/CA/23/2015/2017 Office furniture and fittings Reserved for Local

    preference

    BSA/CA/24/2015/2017 Elevated Steel Water Tank Open

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    BSA/CA/25/2015/2017 Air Conditioners Reserved for Local

    preference

    CATEGORY B: PROVISION OF SERVICES

    TENDER NO. DESCRIPTION PREFERENCE

    BSA/CA/26/2015/2017 Air Ticketing Reserved for Local

    preference

    BSA/CA/27/2015/2017 Outside Catering Reserved for Local

    preference

    BSA/CA/28/2015/2017 Hotel Accommodation and Conference Facilities Open

    BSA/CA/29/2015/2017 Printing and Publishing Services Reserved for Youth,

    Women and Persons

    with Disabilities

    BSA/CA/30/2015/2017 Repair and Maintenance of Computers, Printers,

    Photocopiers and Local Area Network

    Reserved for youth and

    women

    BSA/CA/31/2015/2017 Support and Maintenance of Website Services Reserved for youth and

    women

    BSA/CA/32/2015/2017 Repair and Maintenance of Hansard System Open

    BSA/CA/33/2015/2017 Repair and Maintenance of Generator and Other

    Equipment

    Reserved for youth

    BSA/CA/34/2015/2017 Public Participation Services Reserved for Local

    preference

    BSA/CA/35/2015/2017 Security Guarding Services Reserved for Local

    preference

    BSA/CA/36/2015/2017 Repair and Servicing of Motor Vehicles Open

    BSA/CA/37/2015/2017 Travel and Benchmarking Studies Open

    BSA/CA/38/2015/2017 Courier and Postal Services Open

    BSA/CA/39/2015/2017 Car Hire Services Reserved for Local

    preference

    BSA/CA/40/2015/2017 Repair and Maintenance of Electrical Materials

    and Installation

    Reserved for Local

    preference

    BSA/CA/41/2015/2017 Car Wash Services Reserved for Youth

    BSA/CA/42/2015/2017 Automation of Library Open

    BSA/CA/43/2015/2017 Fumigation and Sanitary services Open

    BSA/CA/44/2015/2017 E-Book Software/Accounting Software Open

    CATEGORY C: PROVISION OF CONSULTANCY SERVICES

    TENDER NO. DESCRIPTION PREFERENCE

    BSA/CA/45/2015/2017 Legislative Development Open

    BSA/CA/46/2015/2017 Legal services Open

    BSA/CA/47/2015/2017 Civil works, Architectural work and Quantity

    surveying

    Open

    BSA/CA/48/2015/2017 Training and Development Open

    BSA/CA/49/2015/2017 Valuation of Assets Open

    BSA/CA/50/2015/2017 General Consultancy Services Open

    CATEGORY D: PROVISION OF WORKS

    TENDER NO. DESCRIPTION PREFERENCE

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    BSA/CA/51/2015/2017 Building, Construction and Structural Works Open

    BSA/CA/52/2015/2017 Small Works Including Repair and Maintenance

    of Buildings, Equipment and Furniture.

    Reserved for youth

    Interested bidders shall download detailed Pre-qualification documents from the County

    Assembly Website www.busiaassembly.go.ke

    Completed pre-qualification documents should be submitted in plain sealed envelopes clearly

    marked County Assembly of Busia pre-qualification 2015/2016 to 2016/2017 indicating

    Category No, Tender No and the item description and addressed to:-

    OFFICE OF THE CLERK

    COUNTY ASSEMBLY OF BUSIA

    P.O BOX 1018-50400,

    BUSIA-KENYA

    The documents should be deposited in the tender box situated at the entrance of the County

    Assembly reception desk so as to be received on or before Monday 4th

    January 2016 at 10.00

    am

    The prequalification documents will be opened soon after at the County Assembly precincts in

    the presence of bidders or their representatives who may choose to attend.

    NOTE: Preference and reservation regulations will apply for small, micro-enterprises, youth,

    people with disabilities and women of Busia County. Special groups must attach certified copies

    of certificates from Access to Government Procurement Opportunities. (AGPO).The special

    interest groups may well participate competitively in other categories.

    EVALUATION CRITERIA

    1. Mandatory requirements as per Tender documents.

    2. Information supplied as per the tender document.

    http://www.busiaassembly.go.ke/

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    Required information

    Maximum scores

    Actual

    score

    1 Registration documentation:

    Certificate of

    Incorporation/Registration

    Business Permit/trade license

    Valid VAT Certificate

    NCA Certificate

    Current certificate of good conduct

    of the directors

    5

    5

    5

    5

    10

    2 Financial capacity:

    Audited reports for the last 1 year

    & bank statements.

    10

    3 Past Experience & Performance

    10

    4 Manpower and expertise 10

    5 Equipment Capabilities 10

    6 Confidential business

    questionnaires : Duly filled

    Fixed premises with telephone facilities (may be inspected/verified

    by a team from Board officers if

    need be).indicate location, address, building, telephone etc.

    5

    7 Declaration and Company stamp

    5

    8 Preference for special groups

    youth, women, and persons with

    disabilities (provide proof certificate of registration as per the appropriate group

    from Youth Access to Government

    Procurement Opportunities)

    20

    Total 100

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    NOTE: CANDIDATES MUST MEET THE MANDATORY REQUIREMENTS AND SCORE A MINIMUM OF 70 MARKS OUT OF 100 TO BE PRE-QUALIFIED.

    SECTION D:

    APPLICATION FORM

    REGISTRATION OF SUPPLIERS APPLICATION FORM

    I/We (Firm Name) hereby apply for registration

    as a Contractor under Category D

    Tender Nos ..

    Description of

    items

    Postal Address ..

    Telephone Number (fixed line) .. Mobile

    E-mail Address ... Fax .

    Town Street .

    Building Floor. Room/office

    Other Branches/locations .

    ..

    Full name of authorized signatory Signature

    Designation Official Rubber Stamp

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    SECTION E

    CONFIDENTIAL BUSINESS QUESTIONNAIRE

    You are requested to give the particulars indicated in part 1 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 1: General

    Business Name ..

    Location of Business premises ..

    Plot No. .

    Postal Address ...

    Nature of Business

    Current trade License 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

    Give details of partners as follows:

    Name Nationality Citizenship details No. of Share

    1.

    2.

    3.

    4.

    5.

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    Part 2(c) Registered Company

    Private or Public

    State the nominal and issued capital of the company

    Nominal Kshs.

    Issued Kshs.

    Give details of all directors as follows:

    Name Nationality Citizenship details Share

    1.

    2.

    3.

    4.

    5.

    I/WE CERTIY THAT THE INFORMATION ABOVE IS CORRECT

    Date Signature of supplier: Official R/Stamp

    If Kenyan citizen, indicate citizenship details whether by Birth, Naturalization or Registration.

    (You may attach a separate sheet if space is required. The attachment must be duly signed and

    stamped)

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    SECTION F

    STATUS OF COMPLIANCE WITH STATUTORY REQUIREMENTS

    1. Certificate of Registration/Incorporation (Attach copy)

    2. Valid Trade License . (Attach copy)

    3. State VAT Registration No. . (Attach copy)

    4. Valid Business Permit.. (Attach copy)

    5. State if the company is a subject of debarment proceedings with the Public Procurement

    Administrative Review Board , receivership, or any other form of liquidation as defined by the

    applicable law ..

    .

    6. State whether you are a Manufacturer, Dealer or Appointed Distributor (Agent), Wholesaler,

    Retailer etc

    7. State any technological innovations or specific attributes which distinguishes you from your

    competitors .

    8. Tax Compliance Certificate (attach copy)

    9. Other important certificates e.g. KEBS, registration with MOPW, Professional bodies certification

    (IATA a must for Air Travel Agent.) Please attach proof of relevant certificates in your area of

    expertise other than those mentioned.

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    SECTION G

    FINANCIAL POSITION & TERMS OF TRADE

    PART 1

    AUDITED REPORTS Attach copies of audited reports and bank statements for the last 1 year.

    Briefly give a general statement on the companys total assets, current assets, total liabilities, current

    liabilities and sources of funds

    PART II

    TERMS AND CONDITIONS OF TRADE (PAYMENT TERMS)

    County Assembly of Busia would wish to accept deliveries after issuance of a Local Purchase Order

    to suppliers and effect payments after deliveries are made.

    Confirm acceptance of this: Acceptable/Not Acceptable

    SECTION H

    LITIGATION/ARBITRATION INCIDENCES

    Litigation and Arbitration incidences

    a) Enumerate any past litigation and arbitration incidences encountered by the firm. State the year of

    the incidence, name of client, cause of litigation and matter of dispute and/or disputed amount.

    b) State if the company is/was a subject of bankruptcy proceedings, in receivership, administration

    receivership, or any other form of liquidation as defined by the applicable law.

    SECTION I

    Past Experience and Performances

    State any previous clients and attach evidence of recommendation letters, local service order or

    letters of award to show past experience.

    SECTION J

    Manpower and Expertise

    Attach company profile.

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    SECTION K

    EQUIPMENT CAPABILITIES

    Name of Applicant

    Item of equipment

    Equipment information 1. Name of manufacturer

    3. Capacity

    2. Model and power rating

    4. Year of manufacturer

    Current status 5. Current location

    6. Details of current commitments

    ..

    Source 7. Indicate source of the equipment

    * Owned * Rented * Leased * Specially manufactured

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

    Owner 8. Name

    9. Address of owner

    ..

    Telephone Contact name and title

    Fax Email

    Agreements

    Details or rental/lease/manufacture agreements specific to the project

    .

    ..

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    SECTION L

    DECLARATION

    I/We have completed these forms accurately at the time of the application and it is agreed that all

    responses can be substantiated if requested to do so. Any inaccuracy in the information provided

    herein may be used as grounds for disqualification from further proceedings.

    Name Authorized Signature..

    Position in the firm

    Official Rubber Stamp.

    Position in the Company

    Date: ..

    ANY OTHER DECLARATION

    Name:..

    Signature.

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