MINUTES OF PRE-BID MEETING FOR TENDER NO. KP1/9AA2/PT/03/13/14 - FOR SUPPLY OF TREATED POWER DISTRIBUTION
WOOD POLES HELD AT THE AUDITORIUM, STIMA PLAZA, ON 9TH
SEPTEMBER, 2013
List of Attendants
Name
1. Rakesh K.R. Brilat
2. Alok Thakur
3. R. Sriram
4. Charles Njau
5. Diana Wanjiru
6. Edward Kabogo
7. Daniel Otieno
8. Mugweru Mwai
9. George Kinuthia
10. Hilda Sang
11. Geoffrey Nyamboga
12. Anthony Mwangi
13. James Changole
14. Mercy Kimondo
15. Lillian Nawanjaya
16. Symon Chege
17. Martha
18. Lydia Kamotho
19. Ibrahim Odhiambo
20. Boniface Juma
21. Solomon Odindo
22. Thaddeus Mose
23. P.S. Manku
24. Aggrey W. Wenani
25. Roderick Rotich
26. George Macheru
27. John W. Njenga
28. Daniel Muniu
29. Gache Lio
30. Debasa A.
31. Peter Kimaru
32. Kirimi Raiji
33. Mwenda Kinyua
34. Alloise Marete
35. June Ndegwa
Firm
Timsales Ltd
Comply
Timsales Ltd
Ameka Global Int’l
Regional Royal
Captain Watergreen Ltd
Equip Agencies Ltd
Mumwa Investments Ltd
Georgetown Ltd
Precious Constructions
Infortrail Care Ltd
Mmas Int’l Ltd
Tropical Saw Mill
Sent Int’l Investments
Woodland Ventures
Marge Ivestments Ltd
Demkiline Ltd
Phitel
Extremer Logs
Extreme Logistics
Extreme Logistics
Citrolam Contractors/Prudential Ltd
Broad Contractors Co.
Place Consultants Ltd
Novus Kenya Ltd
Ramack Ltd
Sharp Designs Ltd
Eagle Kings Int’l Ltd
Dirre General Suppliers
Dirre General Suppliers
Prochem
Benris
Kada Enterprises Ltd
Black Oak Ltd
Marson Int’l Ltd
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36. Edward Ngugi Kimani
37. James Mwangi Kariuki
38. Daniel Musemi Peter
39. Job Ndambuki
40. Samwel Mwangi
41. Daniel Waweru
42. William Oguttu
43. Joseph Kiogora
44. Noah K. Rotich
45. Amos Ngugi
46. Jonah Kimani
47. James Watata
48. Nicholas Mwitiki
49. Alice Ngoni
50. Julius Kariuki
51. Christine Minenge
52. Gerald Koome
53. Philip Ngetich
54. Elizabeth Jalenga
55. Hesborne Owuor
56. Abraham Segut
Abib Trading Ltd
Nipla Investments
New Forest
Cabro E.A. Ltd
Link to Link
Ton Range Logistics
Muwa Trading Company Ltd
Centom Ltd
Nogra Trading Company
Muringa Holdings Ltd
Equip - GTI Division
Multiphase Systems E.A. Ltd
Rosoga Investments Ltd
Deljo
Kariuki Construction Company Ltd
Lepronto Kenya Ltd
Meru Wood Industries Ltd
Rosal General Contractors Ltd
Munyi N jesh Enterprises Ltd
Express Company Ltd
Rosoga Investments Ltd
Kenya Power Team Members
1.
2.
3.
4.
5.
David Gatumo
Jane Muigai
Emilly Kirui
George Ouma
Charles Kipkirui
Senior Wood Scientist
Principal Supply Chain Officer
Legal Officer
Senior Supply Chain Officer
Records Officer
Kenya Power - Chairing
Kenya Power
Kenya Power
Kenya Power - Taking Notes
Kenya Power
The Chairman called the meeting to order at 2.30 p.m., and introduced the Team members from
Kenya Power, and requested for self-introductions from those who had attended as interested
bidders or representatives.
He explained that the objective of holding the pre-bid meeting was to clarify what was required
in the tender with a view to making the bidders understand the document and bid competently.
He thereafter requested the Principal Supply Chain Officer (Procurement) to take the attendants
through the tender document, and the following areas were covered:
a. The tender was open to all bidders who are Kenyan Citizens or firms registered in Kenya,
and source of poles can be local as well as from outside the country.
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b. Tender Submission Check List (Page 6)
The Prospective bidders to provide all the documents as required in the tender document and
tick against each item in the tender submission checklist in section II on page 6. Indication
should be made of what is provided.
Clause 3.17 Tender Security (Page 19)
c. Tender Security to include bank guarantee, or letters of credit, original guarantee from a
deposit taking micro finance institution, SACCO society, the Youth Enterprise Development
Fund or the Women Enterprise Fund. (All from acceptable and approved locally based
institutions). Further to that, the format of the Tender Security Form shall be as provided in
Section XI A ). The tender security shall be valid for thirty (30) days beyond the validity of
the tender. That means 120 days from the date of tender opening.
Value of the tender security is 2% of the value of the bid.
d. Clause 3.18 Validity of Tenders
The validity of the tender shall be 90 days after the date of tender opening. A tender that is
valid for a shorter period shall be rejected by KENYA POWER as non-responsive. (Clause
3.18.1- page 20).
e. Clause 3.20Number of sets
It was clarified that the tender was a 1 envelope tender comprising of preliminary, technical
and financial sections which were to be filled and put in as a set of a complete document.
The set to be submitted as 3 documents, one original copy and 2 extra copies of the original(replica of original). Labeling shall be done as ‘ORIGINAL TENDER’, ‘COPY 1 OF
TENDER’ and ‘COPY 2 OF TENDER’ as appropriate. This shall be done collectively for
the preliminary, technical and financial.
The bidders were reminded that the evaluation shall be in 3 major stages:Preliminary stage (Ref. clause 6.1, pg 38)
Technical Stage (Ref. clause 6.2, pg 40-41)
Financial Stage (Ref. clause 6.3, pg 45)
Each stage has mandatory requirements and only those who meet the minimum requirements
proceed to the next stage. The technical stage is well elaborated on pages 43.
f. Section IV Schedule of Requirements and Delivery
This section shows various quantities of goods on tender for respective stores –(page 31-34)
Tenderers shall quote prices based on Delivery Duty Paid (DDP) terms to the designated
Stores. All Government taxes including newly introduced ones such as (railway development
levy for imported products used in energy transmission) should be taken into account where
applicable in the prices.
j.) Tender Form-Page 45.The prospective bidders were advised to fully fill the tender form,
sign, stamp and ensure it conforms to Kenya Power format.
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QUESTIONS POSED BY THE BIDDERS.
After the presentation, the floor was opened for questions from the attendants, and the following
questions were raised and responses given as below:
S/No. Question
Response
1.
What does counter offer mean in Counter offer means that a different price other
relation to the tender
than the one quoted by the bidder may be proposed
by the buying entity for award.
2.
3.
4.
5.
6.
The days remaining to the close of the
tender seem to be too short to allow
getting the required documents such
as
manufacturer’s
authorization.
Couldn’t Kenya Power allow use of
standard documents from KEBS or
ISO instead
If proposed, it will be to the bidder’s discretion to
accept the offer.
The tender runs for a period of 14 days as required
for a national tender, and this is in conformity to
the recent changes in Public Procurement and
Disposal Act which shortened the duration to fast
truck implementation of public projects to enable
prompt customer/citizen’s use and satisfaction.
Participants were assured that owners of pole
treatment plants are ready to assist upcoming
suppliers in the industry, and they would succeed
in getting the required documents within the
period of tender.
There was need to clear the air in Minimum quantity of poles to be quoted was 1,000
regard to the minimum number of and not 5,000, and an addendum would be issued
poles to be bidded as a section in the to address the confusion
document had indicated a threshold of
5,000
Would Kenya Power allow certificate Interested bidders were urged to include the
of directors which would be more certificate they are able to get, and were assured
than 3 months old in cases where that this did not form part of the evaluation
there were no changes in the criteria.
directorship of the prospective
bidding firms for a long time.
Format of drying kiln not given
Bidder to confirm if they have the drying kiln
Are the marks for key personnel Bidder to state just one professional the firm has
added together in cases where one has which can fetch for the highest marks in the
more than one professional say wood category.
scientist and a forester?
There being no other business, the meeting concluded at 4.00.p.m.
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Signed:
David Gatumo…….Senior Wood Scientist………Chairman_____________Date………..
1. George Ouma…….Senior Supply Chain Officer………Secretary ________Date………..
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