NYAHURURU WATER & SANITATION COMPANY LIMITED
P. O. BOX 952, NYAHURURU. TEL: (065) 2032774 / 2022784 / 2022777 /020-265567 FAX: 065-2022784
MOBILE: 0704 - 761665 E-mail: nyahuwasco@yahoo.com or nyahuwasco@g-mail.com
STANDARD PREQUALIFICATION DOCUMENT.
PREQUALIFICATION FOR THE SUPPLY AND DELIVERY OF
OFFICE EQUIPMENT AND FURNITURE.
PREQUALIFICATION NO. Nyahuwasco/010/2015-2016
APRIL 2015.
MANAGING DIRECTOR
NYAHURURU WATER AND SANITATION CO.LTD
P.O BOX 952-20300
NYAHURURU.
SECTION 1: INVITATION FOR PREQUALIFICATION (IFQ)
PREQUALIFICATION No: Nyahuwasco/010/2015-2016
PREQUALIFICATION Name: Supply and delivery of office equipment and furniture.
1. Nyahururu Water and Sanitation Company hereinafter referred as” procuring entity” intends
to prequalify suppliers for the supply and delivery of office equipment and furniture.
2. This tender is open to eligible candidates for the supply and delivery of office equipment
and furniture.
3. Eligible candidates may obtain the prequalification document from the Cash Office,
Nyahururu Water and Sanitation Company. Tel.065-2032774,Fax:065-2022784,during normal
working hours at no fee.
4. A minimum requirement for qualification is to have successfully carried out similar supplies in
the last five (5) years.
5. Applications for prequalification must be submitted enclosed in sealed envelopes marked
with the prequalification name, category and deposited in the tender box in the Nyahururu
Water and Sanitation company front office, or to be addressed to The Managing Director,
Nyahururu water and Sanitation Company, P.o Box 952-20300 Nyahururu so as to be received
on or before 19th May 2015 at 11.30am.
6. 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 applications. Only candidates prequalified
under this prequalification process will be invited to tender.
7. Prices indicated shall include all costs including taxes, insurance and delivery to the premises
of the company.
THE MANAGING DIRECTOR
NYAHURURU WATER AND SANITATION COMPANY
SECTION II: INSTRUCTIONS TO CANDIDATES
2.1 SCOPE OF PREQUALIFICATION
7. 2.1.1 Nyahururu water and sanitation company hereinafter reffered to as the procuring
entity intends to prequalify suppliers for the supply and delivery of office equipment and
furniture.
2.1.2 It is expected that prequalification applications will be submitted to be received by the
procuring entity not later than 19th MAY 2015 at 11.30am.
2.1.3 Prequalification is open to eligible suppliers as indicated in appendix to instructions to
candidates.
2.2 SUBMISSION OF APPLICATION
Applications for prequalification shall be submitted in sealed envelopes marked with the
prequalification name and category and deposited in the tender box placed at Nyahururu
Water & Sanitation Company, Hekima Building, Nyahururu or to be addressed to The
Managing Director, Nyahururu Water & Sanitation Company, P o Box 952-20300 Nyahururu,
so as to be received on or before 19th May 2015 at 11.30 a.m.
2.2.1 The procuring entity reserves the right to accept or reject late applications.
2.2.2 All the information requested for pre-qualification shall be provided in English language.
Where information is provided in any other language, it shall be accompanied with a
translation of its pertinent parts into English language. The translation will govern and will be
used for interpreting the information.
2.2.3 Failure to provide information that is essential for effective evaluation of the applicant’s
qualifications or to provide timely clarification or substantiation of the information supplied
may result in the applicant’s disqualification.
2.3
ELIGIBLE CANDIDATES
2.3.1 This invitation for prequalification is open to all candidates who are eligible as defined in
Kenya’s Public Procurement Law an regulations and as indicated in the appendix to instructions
to candidates.
2.3.2 The procuring entity’s employees, committee members, board members and their
relatives (spouse and children) are not eligible to participate in the tender unless where
specially allowed under section 131 of the Act.
2.3.3 All firms found capable of performing the contract satisfactorily in accordance to the set
prequalification criteria shall be prequalified.
2.4 QUALIFICATION CRITERIA
2.4.1 Pre-qualification will be based on meeting the minimum requirements to pass in the
criteria set as shown below. The declaration will either be pass or fail regarding the applicant’s
general and particular experience, legal existence and financial position as demonstrated by the
applicant’s response in the forms provided in Section IV and submitted with the letter of
application. The procuring entity reserves the right to waive minor deviations if they do not
materially affect the capability of an applicant to perform the contract.
2.4.2 General Experience: The applicant shall meet the following minimum criteria
(a) Average annual turnover: Kshs.2m as main supplier (defined as billing for the supplies in
progress and completed) over the last five (5) years.
8. (b) successful experience as prime supplier of at least 5 similar contracts in the last five (5)
years. This experience should include prove of successful supply and delivery of office
equipment and furniture.
2.4.3 The audited accounts for the last 2 years or bank statements or letter from the bank shall
be submitted and must demonstrate the soundness of the applicant’s financial position.
Showing long-term profitability. Where necessary the procuring entity will make inquiries with
the applicant’s bankers.
2.4.4 Litigation history: The applicant should provide accurate information on any litigation or
arbitration resulting from contracts completed or under its execution over the last five years. A
consistent history of awards against the applicant may result in failure of the application.
2.5 PUBLIC SECTOR COMPANIES
2.5.1 Any public owned enterprise may be eligible to qualify if, in addition to meeting all the
above requirements, it is also legally and financially autonomous, it operates under commercial
law, and it is not a dependent agency of another public entity.
2.6 UPDATING PRE-QUALIFICATION INFORMATION
Pre-qualified candidates shall be required to update the financial information used for prequalification at the time of submitting their bids and confirm their continued compliance with
the qualification criteria. A bid shall be rejected if the applicant’s qualification thresholds are no
longer met at the time of bidding.
APPENDIX TO INSTRUCTIONS TO CANDIDATES
The following instructions for the qualification of candidates shall supplement, complement or
amend the provisions of the instructions to candidates.

Where there is a conflict between the provisions of the instructions to candidates
and the provisions of the appendix, the provisions of the appendix herein shall
prevail over those of the instructions to the candidates.

Suppliers to attach company registration documents, Tax compliance certificates,
Authority/License from relevant authorities to conduct the business and
manufacturers License for leadership or agency.

Warranty, back-up service, maintenance and availability of spare parts details to be
provided.
NYAHURURU WATER AND SANITATION COMPANY LIMITED.
GENERAL CONDITIONS AND SPECIFICATIONS OF APPLICATION.
PARTICULARS OF THE APPLICATION
The applicant shall state his name, the place of the business and if it be a company, the
particulars of its registered office. The applicant shall be requested to produce documentary
evidence in support of any information.
1. Name of the Applicant…………………………………………………………………………………………………………
2. Postal address……………………………………………………………………………………………………………………….
3. Telephone No……………………………………………. Fax No……………………………………………………………..
4. Company Registration No……………………………………………………………………………………………………..
5. VAT Registration No………………………………………………………………………………………………………………
6. PIN No………………………………………………………………………………………………………………………………….
7. Bankers………………………………………………………………………………………………………………………………..
8. Place of Business…………………………………………………………………………………………………………………..
Street…………………………………………………………………………………………………………………………………….
9. Has the applicant ever been disqualified from submitting quotes to the government, any
parastatal or any other institution (YES/NO).
10. If the Applicant be a company please indicate the names of the Directors
i) …………………………………………………………………………………………………………….
ii) ……………………………………………………………………………………………………………..
iii) ………………………………………………………………………………………………………………
iv) ……………………………………………………………………………………………………………….
v) ………………………………………………………………………………………………………………..
11. If the applicant be in partnership please indicate the names of the partners.
i)
…………………………………………………………………………………………………………………..
ii) …………………………………………………………………………………………………………………..
iii) ……………………………………………………………………………………………………………………
iv) ……………………………………………………………………………………………………………………
v)
…………………………………………………………………………………………………………………..
ii) PARTICULARS OF REVIOUS SUPPLIES UNDERTAKEN.
NAMES AND ADDRESS OF
CLIENT
ITEM SUPPLIED
YEAR OF
SUPPLY
VALUE OF ITEMS
SUPPLIED (Kshs.)
iii) GENERAL CONDITIONS AND SPECIFICATIONS.
1. ANNUAL QUANTITIES.
The approximate quantities of materials required by the company per year are as shown on the
quotation form attached hereto. The quantities shown are for information only, as the
company does not bind to order all materials indicated therein.
2. SAMPLES.
The applicant shall be required to supply samples during the quoting. The company shall
have the right to carry out tests on the supplied samples if considered necessary in which
case the applicant shall be notified of the company’s intentions and the applicant shall
have the right to be represented at the time of such tests.
3. QUALITY
All materials supplied shall be of uniform quality and size and shall in all respect accord
to samples submitted during the time of tender.
4. ORDERS AND DELIVERY
Materials shall only be supplied and delivered against orders which shall be made out by
the Managing Director from time to time. The orders shall state the quality required and
the latest date by which the delivery shall be made. All deliveries against the company’s
order number. Any materials delivered out of normal working hours will only be
accepted by special arrangements with the Managing Director. For this purpose, working
hours at which materials shall be accepted are between 8.00am and 3.00p.m on working
days only. No claims for payments shall be considered in respect of materials supplied
without the completion of delivery note. The Managing Director or duly authorized
representative shall have the right to refuse acceptance of materials which in his opinion
are unsatisfactory in any respect.
5. TAXES
All prices quoted shall include any commission. VAT and other taxes in force.
6. PAYMENTS
Payments shall only be made against supplier’s monthly statement supported by copies of
delivery notes referred to in clause 4 herein.
7. TRANSPORT CHARGES.
The supplier shall be required to deliver materials to company stores, offices and work sites as
the company may direct, and the prices inserted in the tender form should include all transport
and loading charges as the case maybe.
8. FAILURE TO SUPPLY
In the event of the supplier failing to execute the orders within the time stated in the orders or
in any manner failing to comply with the requirements and terms of this specification within a
period of 48 hours, the company shall, be at liberty to purchase materials from any other
source available and any extra expenses incurred by the company in the purchase of such
material, shall be recovered as a civil debt.
The company shall not be required to give notice to the supplier of its intention to purchase
materials in this was provided that such purchase have been brought by the suppliers default
on properly issued orders.
9. SECURITY
The supplier may be called to deposit with the company a sum equivalent to 10% of the total
estimated requirements’ prior to the execution of orders and failing compliance within 14 days
the orders shall automatically stand cancelled.
10. SUBMISSION OF PREQUALIFICATION FORMS
This application shall be submitted together with quotations Documents properly completed as
per the specifications in a sealed envelope marked “APPLICATION FOR PRE-QUALIFICATION
FOR SUPPLY OF” ……………………………………………………………………………………… and addressed to the
Managing Director, Nyahururu Water and Sanitation Company Limited. P.o Box (20300) 952,
NYAHURURU to reach him not later than 11.30 am on the closing date specified in the notice of
the advertisement of tender.
iv) UNDERTAKING
1. I/We the undersigned, having examined the description, conditions and specifications of the
items for the supply of ………………………………………………………………………………………………………………
I am/we are writing to supply and deliver to the Nyahururu Water and Sanitation Company Ltd.
The item awarded to me/us in conformity with the given description and specification.
2. I/we undertake that if my/our tender is accepted, I/we shall deliver to the Nyahururu Water
and Sanitation Company Ltd. the items awarded from time to time in line with the Company’s
orders for a period of one year from…………………………………….
To………………………………………………………………………………………….
3. I/we understand that unless and until a formal agreement is prepared and executed,
together with your written acceptance thereof these quotations shall not constitute binding
contract between us.
4. I/we agree to abide by this application which shall remain valid for a period of ninety (90)
days from the date of submission by me/us and may be accepted at any time before the
expiration of that period.
5. I/we understand that no expense incurred by me/us in the preparation of this application
shall be recoverable.
6. I/we understand that the company is no bound to accept the lowest or any applicant.
NAME OF APPLICANT……………………………………………………. SIGNATURE…………………………………..
DESIGANITION…………………………………………………………………. DATE ………………………………………….
WITNESSED BY NAME…………………………………………………….. SIGNATURE…………………………………..
DESIGANITION………………………………………………………………. DATE……………………………………………….