NATIONAL CEREALS AND PRODUCE BOARD
TENDER NO/NCPB/PREQ/01/C/2015-2016
APPLICATION DOCUMENT FOR REGISTRATION/PRE-QUALIFICATION
OFSUPPLIERSFOR FINANCIAL YEAR 2015-2016
APPLICATIONS OPEN FOR BOTHESTABLISHED AND YWPDFIRMS
APPLICATION/CATEGORY NO:………………………………………………………………..
APPLICATION/CATEGORY NAME……………………………………………………………
NAME OF THE FIRM………………………………………………………………….………
ADDRESS……………………………………………………………………………..………..
OFFICIAL EMAIL:………………………………………………………………………..……
1|P age
TABLE OF CONTENTS
SECTION I
Introduction to Invitation………..…….................................…..…..…………………….…………………… 3
SECTION II
Instructions to applicants.......................................................................................................................... 4
SECTION III
Letter of Application ……………………………..……….......................................…………………………..9
SECTION IV
Pre-qualification Business Questionnaire Form TI …….…………………………………………………….11
Staff strength Form TII.............................................................................................................................14
Asset/Equipment Capability Form TIII...................................................................................................15
Litigation History Form TIV.......................................................................................................................16
Pre-qualification Declaration Form TV.................................................................................................17
Terms of Payment Declaration Form TVI..............................................................................................18
Declaration of Factuality of Information Form T VII............................................................................19
SECTION V
Application submission checklist form ……………………………………………………………………….20
2|P age
SECTION I:
1.0
INTRODUCTION TO INVITATION
The National Cereals and Produce Board (hereinafter referred to as NCPB or the
Board) invites sealed applications from Established firms pursuing establishment for: Supply and Delivery of Motor Vehicle Tyres and Tubes – Application No.
NCPB/PQ/04/2015-2016
 Supply and Delivery of Milk – Application No. NCPB/PQ/06/2015-2016
 Supply and Delivery of Network equipment’s, computer software, computers, printers,
photocopiers and consumables e.g tonners and catridges – Application No.
NCPB/PQ/08/2015-2016
 Supply
and
Delivery
of
motor
vehicle
spare
parts
–
Application
no.
NCPB/PQ/010/2015-2016
 Supply and delivery of building construction tools, materials and related general
hardware items – Application no. NCPB/PQ/011/2015-2016
 Supply and Delivery of printed rice packaging materials – Application no.
NCPB/PQ/018/2015-2016
 Supply and delivery of printed source documents, security cheques, diaries,
calendars, in –house magazines, brochures and business cards– Application no.
NCPB/PQ/019/2015-2016
 Provision of general printing, graphic design, artists for murals, styropol cutting and
sign writing services – Application no. NCPB/PQ/022/2015-2016
 Provision of auctioneering services – Application no. NCPB/PQ/024/2015-2016
 Provision of road transport services from port of Mombasa to warehouses within
Mombasa – Application no. NCPB/PQ/029/2015-2016
 Provision of repairs and maintenance of ICT equipments, computers, printers, ETR
machines
UPS,
telephones,
faxes
and
photocopiers
–
Application
no.
Application
no.
NCPB/PQ/032/2015-2016
 Repair
and
servicing
of
motor
vehicles
by
garages
–
NCPB/PQ/033/2015-2016 for purposes of pre-qualification and registration of suppliers
of goods, works and services for a period of six (6) months.
3|P age
1.1
The Pre-qualification document is free of charge and interested firms may view and
download the document from the IFMIS supplier portal: supplier.treasury.go.ke
or/and NCPB’s website: www.ncpb.co.ke.
1.2
The Pre-qualification Application Must be prepared in indelible ink with no
interlineations or overwriting, except as necessary to correct errors made by
the
applicant. Any such corrections must be initialed by the person or persons
signing the Pre-qualification Application.
1.3
The Pre-qualification Application should be prepared and submitted in a plain sealed
envelope clearly marked: Application No: ......... (indicate the application no of the
category applying for as provided under clause 1.0 above) and addressed to:
The Managing Director
National Cereals and Produce Board
Nyumba ya Nafaka
Machakos/Enterprise Roads
Industrial Area
P.O. Box 30586 – 00100
NAIROBI.
and shall be physically deposited in the Tender Box located at NCPB Head Office, Nyumba
ya Nafaka, ground floor by the reception area.
1.4
The closing date for submission of Pre-qualification documents shall be on
Wednesday 1st July 2015 at 12.00 (noon) Local Time.
1.4
Any Pre-qualification document submitted after the deadline shall be automatically
rejected and will not be considered.
1.5
Applicant (s) should select the category in which he/she is interested in as provided
under (clause 1.0) and submit the document in line with the requirements detailed
under(clause 8.0).
1.6
Applicants can apply for prequalification in more than one category provided that
the applications are done in separate documents for each category.
1.6
Any form of canvassing will lead to automatic disqualification.
4|P age
SECTION II: INSTRUCTIONS TO APPLICANTS.
2.0
The Pre-qualification invitation is open to all eligible firms/ persons as prescribed in
clause 1.0.
2.1
NCPB’s employee’s, committee members, board members and their relatives
(spouse(s) and children) are not eligible.
2.2
Applicants shall not be under a declaration of ineligibility for corrupt or
practices.
2.3
National Cereals and Produce Board will pre-qualify and enlist prospective
applicants from among those who will have submitted their pre-qualification
applications in accordance with the prequalification requirements contained
herein.
2.4
The Pre-qualification application and the supplier’s response thereof shall be the
basis for pre-qualification. Applicants must familiarize themselves with all the
requirements prescribed in this application document including all attachments
required so as to be fully guided when preparing their response.
2.5
Applicants shall be informed in writing of the results of their applications without
assigning any reason for NCPB’s decision thereof.
2.6
Applicants shall meet all costs associated with preparation and submission of their
applications regardless of the prequalification process.
2.7
Applicants MUST observe the highest standard of ethical behavior during the entire
pre-qualification process and thereafter if prequalified.
2.8
Pre-qualification forms
fraudulent
The attached forms FORM T I, FORM T II, FORM T III, FORM T IV, FORM T V, FORM TVI and
FORM TVIIare to be completed by prospective suppliers/ contractors who wish to be
pre-qualified
for
submission
of
quotation/tender
for
………………………………………………….. (indicate the category)
Applicants shall provide information and documents as specified in this prequalification application document.
3.0
LANGUAGE AND CURRENCY
The language of the application and correspondences shall be in English language.
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 application, the
English language translation shall govern.
5|P age
4.0
REQUEST FOR CLARIFICATION
For all enquiries or clarifications required please contact the Procurement Manager
NCPB using any of the following communication channels:(i) Tel: +254-020-6536028
(ii) Fax: No. +254-020-6557622
(iii) Email address: supplies@ncpb.co.ke
5.0
PREPARATION OF PRE-QUALIFICATION APPLICATION
5.1
Applicants are expected to carefully examine the application documents. Material
deficiencies in providing information required may result in rejection of a prequalification request.
5.2
Applicants are required to meet all the mandatory requirements stipulated in clause
8.0 of this document.
6.0
PERIOD OF VALIDITY
The request for pre-qualification must remain valid for not less than 90 days from the
date of submission.
7.0
PRE-QUALIFICATION APPLICATION OPENING AND EVALUATION
7.1
The Pre-qualification Opening Committee shall open the Pre-qualification
Applications soon after the closing time for submission of applications in the presence
of applicants or their representatives who choose to attend and thereafter hand
over the applications to Technical Evaluation Committee for evaluation.
7.2
The Technical Evaluation Committee shall first examine the pre-qualification
applications so as to determine completeness, general orderliness and compliance
to the application requirements.
7.3
NCPB will formally communicate to the applicants the outcome of the evaluation
process.
Any effort by an applicant to influence NCPB’s official(s) in the entire Pre-qualification
process shall lead to rejection of his/her pre-qualification application.
7.4
Pre-qualification shall be based on meeting the minimum criteria as stated herein
regarding the applicant’s legal status, financial stability, reputation and capacity to
service the LPO’S/LSO’S and Contracts.
7.5
The Technical Evaluation Committee shall conduct evaluation within 15 (fifteen days)
of the validity period from the date of opening of the Pre-qualification Applications
and inform the applicants of the results of their specific application promptly.
6|P age
7.6
The applicants must have registered offices in Kenya and NCPB has the right to visit
the premises where the applicant conducts business, so as to confirm the existence
and capability to service the Board’s requirements. The applicants shall allow NCPB
to have unhindered access to their premises to carry out the necessary inspection.
7.7
Perpetual litigants shall not be considered for evaluation.
7.8
Deliberate misinformation shall lead to automatic disqualification.
7.9
The selection of an applicant on a Pre-qualified list does not imply or commit the
Board to any number of tenders/quotations or any amount of the contract.
7.10
Successful applicants will be invited to submit quotations/tenders for the supply and
delivery and/or provision of the tendered goods, works or services as and when need
arise.
7.11
NCPB reserves the right to accept or reject any or all Pre-qualification applications
without the obligation to assign any reason(s) for its decision thereof.
8.0
MANDATORY REQUIREMENTS
The Mandatory requirements are designed into two categories
(a) Group 1
This pertains to mandatory requirements to be submitted by well established firms
and which are not registered by the Public Procurement Directorate as belonging
to Youth, women and people with disability. They include:Copy of Certificate of Registration/Incorporation;
Copy of Valid KRA Tax Compliance Certificate
Duly signed application document
Duly filled and signed terms of payment declaration form T VI attached
herein
 Fully filled, signed and stamped Anticorruption declaration form
 Audited accounts for 2 years, 2012-2014




(b) Group 2
This pertains to the mandatory requirements to be submitted by business and firms
registered by the Public Procurement Directorate as belonging to Youth, Women
and People with Disability. They include
 Duly signed applicationdocument
 Duly filled and signed terms of payment declaration form T VI attached
herein
 Fully filled, signed and stamped Anticorruption declaration form
 Valid certificate of registration by Public Procurement Directorate under
Youth Access to Government Procurement Opportunities (YAGPO)
programme.
7|P age
 A detailed introduction letter showing the company’s nature of business
9.0
PROCESSING/EVALUATION CRITERIA
NB: Youth Women and people with disability will be deemed to be technically
qualified if they present all mandatory requirements in clause 8.0 category two
(2).
Technical capabilities of the firms shall be evaluated on the basis of the following
criteria.
A.
Criteria
Track record and references
Score
List of at least four(4) reputable corporate clients with LPO/LSO/contracts
and recommendation letters where similar goods have been supplied
30
in the last two (2) years (Attach Evidence) (one evidence =7.5 marks)
Staff strength
B
1. Management and supervisory:i.
Three (3) and above(10 marks)
ii. Two (2) (5 marks)
iii. One (1) (2 marks)
2. No. of staff
i. Five (5) and above -( 10 marks)
Ii. Three (3) and four(4) (5 marks)
iii. Two (2) and below (2 marks))
C
D
Volume of business handled in the last three (3) years
(Attach evidence) (20 marks)
i.
Equal or over Kshs. 2 million (20 marks)
ii.
2 million >=and<1million (15marks)
iii. 1million >=and <200,000 (10 marks)
iv. Below 200,000 (5 marks)
Assets and equipment owned by the firms that are relevant for provision of
the required services/goods.
Evidence of:
i. Two asset/equipment (10 marks)
ii. One asset/equipment (5 marks)
8|P age
10
20
10
20
10
E
Financial health (to be calculated from the submitted audited accounts)
Liquidity ratio
i) 1 : 2 & above (10 marks)
ii) 1 : 1-1.99
(5 marks)
iii) 1 : 0.5 – 0.99 (3 marks)
iv) 1:< 0.5
(2 marks)
Profitability ratio
i)
20% and above (10 marks)
ii)
15% - 19% (5 marks)
iii)
10% - 14% (3 marks)
ii)
1% -9%
(2 marks)
TOTAL SCORE
iii)
20
100%
NB: Only applications that attain marks equal to and above 70% of the marks
applicable (100%) to the technical evaluation stage shall be recommended for
pre-qualification.
Yours faithfully,
Mwania Mutinda
For: MANAGING DIRECTOR.
9|P age
Date________________________
SECTION III:
To
LETTER OF APPLICATION
Date ……………………………
NATIONAL CEREALS & PRODUCE BOARD
P. O. Box 30586 – 00100
NAIROBI
Ladies and/or Gentlemen
1. Being duly authorized to represent and act on behalf of ....................................... (name of
firm) (hereinafter referred to as “the Applicant”), and having reviewed and fully
understood all of the pre-qualification information provided, I/We the undersigned
hereby apply to be prequalified by yourselves in the following category:Application:
No.
…………………………….....................(Indicate
No.
categoryapplying for)
of
the
Application Name: ………………………………………………(Indicatecategory applying for)
2.
Attached to this letter are copies of original documents defining
(a)
my/our legal status
(b)
the principal place of business,
(c)
the certificate of registration, articles of association for limited
companies and nationality of the owners.
3.
The Board and its authorized representatives are hereby authorized to conduct any
inquiries or investigations to verify the statements, documents, and information
submitted in connection with this application, and to seek clarification from our
bankers and clients regarding any financial and technical aspects. This letter of
application will also serve as authorization to any individual or authorized
representative of any institution referred to in the supporting information, to provide
such information deemed necessary and as requested by yourselves to verify
statements and information provided in this application, such as the resources,
experience, and my/our competence.
4.
Further information may be obtained from the following contact persons listed
hereunder.
Name of
organization
10 | P a g e
Name of contact
person
Telephone no.
Address
5.
This application is made with the full understanding that:
(a)
Applications by prequalified applicants will be subject to verification of all
information submitted for prequalification at the time of applying.
The Board reserves the right to:
(b)
amend the scope and value of any assignment/contract bid ; in such
event, applications will only be called from prequalified applicants who
meet the revised requirements; and

reject or accept any application, cancel the prequalification process, and
reject all applications
The Board shall not be liable for any such actions and shall be under no obligation
to inform me/us of the grounds for them.

(c)
6.
I/We/Messrs declare that the statement made and the information provided in the
duly completed application are complete, true, and correct in every detail.
Signed.........................................................
(Authorized representative)
Full name.............................................................................................
Official rubber stamp.........................................................................
11 | P a g e
SECTION IV
FORM T I:
CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM
For purposes of participating in this pre-qualification, you are required to give the full
particulars and disclosures sought for in this Business Questionnaire, as far as it is
applicable to your firm’s type of business.
GENERAL INFORMATION
a)
Business Name:…………………………………...................................................……..............
b)
c)
Date of Formation:............................………………………………………………....................
Certificate of Incorporation Number: ...............………….… (Attach Copy).
d)
e)
Principal Business Activity: ................................……………………..........……………............
Location of Business Premises Head Quarters ..............................…....……………...........
Building.....................................................................................................................................
Street.........................................................................................................................................
f)
Plot No: .......................................…………………………………………........…………............
g)
State if Premises is owned/rented/leased: ...................…………………...........……...........
h)
If rented/leased confirm that rent is either up-to-date or in arrears: ……….....…...........
……………………………………………………………………………………….....…................
………………………………………………………………………….....………………................
i)
Postal Address of Business: ..............………………………......................................................
Tel. No: ......………............................Mobile No......................................................................
Fax: .................................................. E-mail: ............................................................................
j)
Current Trade License No: .....……………………..Expiring Date: ……..……...…...............
k)
Maximum value of Business that you can handle at any one time Kshs: .......................
l)
Name of your bankers: ..............………………………Branch: ..............................…………
m)
Other obligatory declarations (e.g. Personal Income Tax Number - PIN)…...................
n)
Has your Company at any one time been unable to perform on award of a
LPO/contract? (Yes ………………../No………………..)
Tick (√ ) whichever applicable
If Yes explain
………………………………………………………………………………………..................…………
…………………………………………………………………………......…...…………………………
…………………………………………………………………………..…………………………………
…………………………………………………………………….....………………
12 | P a g e
BUSINESS PARTICULARS
(A) - Sole Proprietor (if applicable)
i)
ii)
Your name in full……………………………………………...Age:........……………….
Nationality.............……………………ID Card/Passport No:.....……..………….......
(B) – Partnership (if applicable)
Details of all Partners are as follows:Name
Nationality
Citizenship Details
Shares
(C)
Limited Liability Company/Corporation
a)
Certificate of Incorporation No:..................………………………………………
b)
i)
ii)
c)
d)
State the nominal and issued capital of company Nominal Kshs...................……………….………….
Issued Kshs:....................……………………………
Number of Shareholders:..............................……
State last date Annual Returns were submitted to Registrar of Companies
...................................
If State Corporation, state Act of Incorporation
.......................................................................... .……………………………………
Give details of all Directors as follows:-
e)
f)
Name
13 | P a g e
Nationality
Citizenship Details
Shares held in the
Company
(D)
Associated/Subsidiary Companies
Provide details of other business firms that your company has interests in.
Name of Company
(E)
Number of Shares Owned
Debarment
Have you been debarred from participating in Public Procurement by
PPOA or any other organization? Yes□ No□
If Yes, Give reasons for debarment
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
(F) Track Record / References
Please specify names of at least three (3) major companies/corporations
with whom you have conducted/or have been conducting or has
conducted similar business within 2012 June to 2014 June.
Name of Company / Corporation etc
1.
2.
3.
4.
............................……
...........………………
............................……
............................……
5. ............................……
(b) Period in Business (No. of Years) ________________________________________
(c) Value of Business per Year (Turnover) Kshs.______________________________
14 | P a g e
FORM T II:
STAFF STRENGTH
Provide in the table below a profile of personnel employed who will be engaged in the
category you wish your Firm to be Pre-qualified in.
No.
Name of
Employee
Identification
Card (ID)
Qualification
Level
Management
and
Supervisory Staff
Others
Please provide your Firms’ organizational structure.
Confirmation of declarations made
I/We the undersigned certify that the information given in this form is true to the best of my/our
belief and knowledge.
DATE: ……………………………………....................... SIGNED: ................……………..........
FULL NAME: .............................................…………………………………………………..........
POSITION HELD: .........................................………………………………………………...........
15 | P a g e
OFFICIAL RUBBER STAMP………………………………..…………………………………...........
FORM T III: ASSETS/EQUIPMENT CAPABILITIES
Please list the key assets i.e. land, buildings, equipments, motor vehicles etc owned
by firm and relevant to the provision of the services described in this document.
No.
1)
2)
3)
4)
5)
16 | P a g e
Asset description
Reg No. / Serial
No. (whichever
applicable)
Purpose/use in
delivery of the
desired
services
Value of
Asset (s)
Kshs
FORM T II: LITIGATION HISTORY
Name of Applicant or partner of a joint venture
Applicants, including each of the partners of a joint venture, should provide information of
any history of litigation or arbitration resulting from contracts executed in the last five years
or currently under execution. A separate sheet should be used for each partner of a joint
venture.
Year
17 | P a g e
Award for or
against
Applicant
Name of client, cause of
litigation, and matter in dispute
Disputed amount
(current value Kshs.)
FORM T III: PRE-QUALIFICATION DECLARATION FORM
(To be completed by all applicants)
To:
Managing Director,
National Cereals and Produce Board,
Nyumba ya Nafaka, Enterprise/Machakos Roads,
Industrial Area,
P.O. Box 30586-00100,
NAIROBI.
Dear Sir,
I/We, the undersigned, offer to supply the required goods in accordance with your
Request for Pre-qualification and we hereby submit our Pre-qualification Document.
Our Pre-qualification is binding to us and if found acceptable we shall be
Pleased to be included in the list of pre-qualified firms.
We understand NCPB is not bound to accept any pre-qualification document
received by it.
Yours faithfully,
Name of Authorized Person___________________________________________________
Designation____________________________Signature:___________________________
Name of Organization: _______________________________________________________
Official Address: _____________________________________________________________
Company Seal/Stamp__________________________________________________________________
18 | P a g e
FORM T IV:
TERMS OF PAYMENT DECLARATION FORM
(TO BE COMPLETED BY ALL APPLICANTS)
Having studied the pre-qualification information We/I hereby state:
a) This form properly submitted constitutes the declaration that We/I shall dedicate to
the
NCPB
undisputed
Supply
and
Delivery
in
connection
with
……………………………….. or in subsequent performance of the contract and that
we/I accept your stated terms of payment (Credit Period of 30 days) if I/we, am/are
successful.
b) When my/our legal or financial conditions or the contractual capacity of the firm
changes, I/we volunteer to inform you of the status and acknowledge your right to
review the pre-qualification made.
Date……………………………………………………………………………………..
Applicant’s Name……………………………………………………………………
Represented by……………………………………………………………………….
Signature ………………………………………………………………………………
(Full name and designation of the person signing and stamp or seal)
NB: Completion of this form does not constitute a contract or commitment on the part of
NCPB to provide/guarantee offer of business contracts.
19 | P a g e
FORM T V:
DECLARATION OF FACTUALITY OF INFORMATION GIVEN FORM
(To be completed by all applicants)
(Sections 39, 40,41,42,43 & of the PPD Act, 2005)
Having studied the pre-qualification information We/I hereby state:
a) The information furnished in my/our application is accurate to the best of our knowledge.
b) That in case of being pre-qualified, I/we acknowledge that this grants me/us the right to
participate in due time in the submission of a tender or quotation on the basis of
provisions in the tender or quotation documents to follow.
c)I/We will not engage in corrupt practices with the Board/Members of Staff, in connection
with ………………………………………….
Application
reference: ………………………..for or in subsequent performance of the contract if I/We,
am/are successful.
d) I/We have not been debarred from participating in Public Procurement.
e) I/We am/are not employee of National Cereals and Produce Board, or member(s) of the
Board or Committee of National Cereals and Produce Board.
f)
I/We are not Minister, Public Servant or any Government or any department of the
Government or a person appointed to any position by the President or a Minister
g)I/We are not a person, including a corporation who is related to the person described in
(e) and (f) above
h) When my/our legal, technical or financial conditions or the contractual capacity of the
firm changes, I/we volunteer to inform you of the status and acknowledge your right to
review the pre-qualification made.
i) I/We are not insolvent, in receivership, bankrupt or in the process of being wound up and
also not subject of any legal proceedings related to the foregoing
Date …………………………………………………..…………………………………
Applicant’s Name…………………………………………………………………….
Represented by………………………………………………………………………..
Signature ………………………………………………………………………………..
(Full name and designation of the person signing and stamp or seal
20 | P a g e
SECTION V
APPLICATION SUBMISSION CHECK LIST FORM
Please tick against this form for the documents submitted.
No. LIST OF DOCUMENT
1
2
3
4
5
6
7
Are all forms duly filled, signed, stamped and any erasure, overwriting or
correction initialed?
Have you attached Certificate of Registration/Incorporation or the
equivalent instruments establishing your Firm?
Have you attached your audited accounts for the latest last two
financial years?
Have you attached Valid KRA Tax Compliance Certificate?
Valid Certificate of Registration by Public Procurement Directorate
(YAGPO) where applicable
Have you attached a detailed introduction letter showing the
company’s nature of business
Have you attached fully filled, signed and stamped Anticorruption
declaration form
Have you completed all the Forms Listed hereafter?
8
FORM T I:
Confidential Business Questionnaire Form
9
FORM T II:
Staff Strength
FORM T III:
Assets/Equipment Capabilities
FORM T IV
Litigation History
FORM V
Pre-Qualification Submission Form
FORM T VI:
Terms of Payment Declaration Form
FORM T VII:
Declaration of Factuality of Information Given Form
10
11
12
13
14
21 | P a g e
PLEASE
TICK