TENDER NO. UOE/PRE-Q/13/2015-2016
TENDER FOR
PREQUALIFICATION OF SUPPLIERS FOR THE
PERIOD ENDING 30TH JUNE, 2016
PRE-QUALIFICATION CATEGORY NO: ……………………..
PRE-QUALIFICATION NAME:………………………………….
CLOSING DATE: WEDNESDAY, 3rd JUNE, 2015
AT 10.00AM
Page | 1
P.O Box 1125-30100,
ELDORET, Kenya
Tel:053-2063111 Ext.301
PRE-QUALIFICATION
University of Eldoret invites interested and competent firms to submit sealed
applications for consideration for the supply and delivery of goods and services
as categorized below for the period 2015/2016 financial years. Women, Youths
and Persons with disability are encouraged to apply:PRE-QUALIFICATION OF SUPPLIERS AND SERVICE PROVIDERS
CATEGORY A: PREQUALIFICATION FOR SUPPLY OF GOODS-(OPEN)
PREFERENCE CODE
CATEGORY DESCRIPTION
CLOSING
DATE
UOE/PRE-Q/1/2015-2016
UOE/PRE-Q/2/2015-2016
UOE/PRE-Q/3/2015-2016
UOE/PRE-Q/4/2015-2016
UOE/PRE-Q/5/2015-2016
UOE/PRE-Q/6/2015-2016
UOE/PRE-Q/7/2015-2016
UOE/PRE-Q/8/2015-2016
UOE/PRE-Q/9/2015-2016
Supply and Delivery of Hardware MaterialsCement, Plumbing, Fittings, Tools And
Implement, Roofing Materials, Paints and Allied
Products
Supply and Delivery of Timber, Round Poles, and
Allied Products
Supply and Delivery of Building Sand, Ballast,
Murram, Natural Stones, Hardcore, Baked Bricks,
Concrete Blocks and Allied Products
Supply and Delivery of Electrical Items and
Fittings
Supply, Delivery and Fixing of Glass & related
Fixtures
Supply & Delivery of Metal related fixturesGrills,Doors,Windows Frames, Partitioning Etc
Supply And Delivery of Motor Vehicle Spare Parts
Supply and Delivery of Tubes, Tyres and Batteries
Supply and Delivery of Petrol, Diesel, Oil,
3rd June 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
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UOE/PRE-Q/10/2015-2016
UOE/PRE-Q/11/2015-2016
UOE/PRE-Q/12/2015-2016
UOE/PRE-Q/13/2015-2016
UOE/PRE-Q/14/2015-2016
UOE/PRE-Q/15/2015-2016
UOE/PRE-Q/16/2015-2016
UOE/PRE-Q/17/2015-2016
UOE/PRE-Q/18/2015-2016
UOE/PRE-Q/19/2015-2016
Lubricants and Cooking Gas
Supply and Delivery of Human Drugs, Dressings
and Infusions
Supply and Delivery of Teaching Laboratory
Chemicals, Reagents and Glassware
Supply and Delivery of Medical and Laboratory
Equipment, Chemicals and Reagents
Supply and Delivery of Computers, Printers,
Computer Accessories and Computer Software.
Supply and Delivery of Audio-Visual Materials
(LCD Projector, Cameras, Scanner Etc)
Supply, Delivery ,Installation and Servicing of
Network Equipment and Structured Cabling
Supply and Delivery of Staff Uniforms, Protective
Wear/Clothing, Textile and Linen
Supply & Delivery Of Fertilizers And Other Farm
Chemicals
Supply and Delivery of Games Equipments &
Other Supplies
Supply and Delivery of Cutlery and Crockery
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
UOE/PRE-Q/20/2015-2016
Supply and Delivery of Office Furniture,
3rd June, 2015
Furnishings and Fittings
UOE/PRE-Q/21/2015-2016
Supply and Delivery Of Electronic/Electrical
3rd June, 2015
Components, Instruments And Equipment
UOE/PRE-Q/22/2015-2016
Supply and Delivery Of Animal Feeds, Ingredients 3rd June 2015
(Cotton Seed Cake, Soya Bean Meal, Wheat
Pollard, Rice Bran, Premix Etc)
UOE/PRE-Q/23/2015-2016
Supply and Delivery of Livestock Drugs and
3rd June, 2015
Accessories (Bull Semen, Liquid Nitrogen Etc)
UOE/PRE-Q/24/2015-2016
Supply, Delivery, Servicing And Maintenance Of
3rd June, 2015
Firefighting Equipment
UOE/PRE-Q/25/2015-2016
Supply, Delivery, Servicing & Maintenance Of
3rd June, 2015
Plants (Generators, Posho Mills Etc)
CATEGORY B-RESERVED FOR YOUTH WOMEN AND PERSONS WITH DISABILITIES
UOE/PRE-Q/26/2015-2016
Supply & Delivery of Branded Items Such as TShirts, Clocks, Bags, Key-Holders, Caps ,Banners
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UOE/PRE-Q/27/2015-2016
Provision of Motor Vehicle Motor Repair
3rd June 20127
UOE/PRE-Q/28/2015-2016
UOE/PRE-Q/29/2015-2016
3rd June 20127
3rd June, 2015
UOE/PRE-Q/30/2015-2016
Provision of Printing Services
Supply And Delivery of Periodicals And
Magazines, Books And Other Library Materials
Event Organizing
UOE/PRE-Q/31/2015-2016
WORKS AND SERVICES-(OPEN)
Provision of Legal Services
3rd June, 2015
UOE/PRE-Q/32/2015-2016
Provision of Courier Services
3rd June, 2015
UOE/PRE-Q/33/2015-2016
Provision of Property Valuation Services
3rd June, 2015
UOE/PRE-Q/34/2015-2016
Design and Printing of Accountable Documents
and Other Materials
Repair And Maintenance of Server, Computers,
UPS, Printers and Scanner Equipment
Maintenance and Servicing Of Motor Vehicles
( Panel Beating, Spray Painting Etc)
Servicing and Repair Of Pumps(Water Pumps,
Submersible Pumps, Booster Pumps Etc)
Servicing and Maintenance of Refrigeration
Equipment, Cold Rooms, Microwaves, Cookers
and Gas Range.
Servicing and Maintenance of Lawn Mowers &
Power Saws
Servicing & Maintenance of Laboratory
Equipment
Provision of Insurance Brokerage Services
3rd June, 2015
3rd June, 2015
UOE/PRE-Q/43/2015-2016
Repair and Maintenance of Telecommunication
Equipment And P.A.B.X
Provision of Corporate Branding And Signage
UOE/PRE-Q/44/2015-2016
Provision of Auctioneers Services
3rd June, 2015
UOE/PRE-Q/45/2015-2016
Supply and Delivery of Rubber Stamps and Seal
3rd June, 2015
UOE/PRE-Q/46/2015-2016
Supply and Delivery of Engineering Tools and
Equipments.
3rd June, 2015
UOE/PRE-Q/47/2015-2016
 Provision of Hospital In-Patient Services
 Provision of Ophthalmic Services
Provision of Medical Consultancy Services
3rd June, 2015
UOE/PRE-Q/35/2015-2016
UOE/PRE-Q/36/2015-2016
UOE/PRE-Q/37/2015-2016
UOE/PRE-Q/38/2015-2016
UOE/PRE-Q/39/2015-2016
UOE/PRE-Q/40/2015-2016
UOE/PRE-Q/41/2015-2016
UOE/PRE-Q/42/2015-2016
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
3rd June, 2015
Page | 4
Specialists In : Medicine,Surgery,ENT,Psychiatry,
 OBS/Gynaecologists,Paedriticians,Othopaedics
 Surgeon,Opthalmics,Neurologists
And
Dentists
Complete application documents may be obtained from Procurement Office
during normal working hours (Monday-Friday) from 8.00am to 1.00pm and
from 2.00pm to 5.00 pm free of charge.
Application document in plain sealed envelopes marked with tender number
and reference be submitted in the manner prescribed and addressed to:
Vice-Chancellor
University of Eldoret
P.O Box 1125-30100
Eldoret.
Shall be deposited in the tender box located at the reception of the
Administration Block University of Eldoret so as to be received on or before
Wednesday 3rd June, 2015 at 10.00am.
Applications for pre-qualification will be opened immediately thereafter at the
Forestry Boardroom Complex in the presence of bidders who choose to attend.
VICE-CHANCELLOR
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SECTION II -
INSTRUCTIONS TO CANDIDATES
1. SCOPE OF TENDER
1.1
University of Eldoret (hereinafter referred to as the procuring entity)
intends to prequalify suppliers for the supply and delivery of goods and
services for various categories .It is expected that prequalification
applications will be submitted and be received by the procuring entity not
later than Wednesday, 3rd June, 2015 at 10.00am.
2. SUBMISSION OF APPLICATION
2.1
2.2
Applications for prequalification shall be submitted in plain sealed
envelopes
clearly marked with the tender category name and code
number and deposited in the tender box situated at the Administration
Block, University of Eldoret, so as to be received on or before Wednesday,
3rd June, 2015 at 10.00am.
Incorrectly addressed envelopes will not be opened. Late
submissions will also not be accepted.
2.3
All the information requested for shall be provided in English
Language.
Failure to provide information that is essential for effective evaluation
of the applicant’s qualification, or provision of false information and
documentation, will result in the application being disqualified.
3.
ELIGIBLE CANDIDATES
3.1
This invitation for pre-qualification is open to all candidates who are
eligible
as defined in Kenya’s Public Procurement Law and as
indicated in the tender
document.
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
3.3
All Applicants found capable of performing the contract
satisfactorily in
accordance to the set prequalification criteria
shall be prequalified.
4.
QUALIFICATION CRITERIA
4.1
Pre-qualification will be base on meeting the minimum requirements to
pass in the criteria set as shown in section 9 of this document. The
declaration will either pass or fail based on the applicant’s letter of
application ,mandatory requirements, company information, capability
and litigation
history
University requires that tenderers observe highest standards of ethics
4.2
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during the selection and execution of contracts.
The following rules will apply:
(a) University of Eldoret will reject a tender for prequalification if it
determines that a tenderer has engaged in corrupt or fraudulent
activities in competing for the contract in question.
(b)We will have the right to inspect the business premises of the
tenderer.
(c) We will declare the tender ineligible for pre-qualification if at any
time University of Eldoret determines that the tenderer is related to an
employee of the University or a Council member unless otherwise predeclared to avoid conflict of interest.
(d) We will declare a tender ineligible for prequalification if at any time,
it determines that the tenderer has committed an offence relating to
procurement, has breached regulations for procurement before in another
public entity, has in procurement proceedings given false information
about its actions and has been debarred or been blacklisted before by
another public entity.
4.3
OBJECTIVE OF THE ASSIGNMENT
The main objective of pre-qualifying suppliers is to have a standby
list of suppliers for the year 2015-2016 for provision of Goods,
Services and Works for the operations of University activities.
5.
CLARIFICATIONS
5.1
Applicant may request for clarification on the prequalification
document up to three days before submission date. Any request for
clarification must be sent in writing by mail, to the University of
Eldoret.
6.
PREPARATIONS OF PRE-QUALIFICATION DOCUMENTS
6.1
Applicants are requested to submit an application written in English
language
Applicants are expected to examine the documents comprising this
request for pre-qualification in detail. Material deficiencies in providing
the
information requested will result in rejection of the application.
Applicants are required to meet the qualification criteria stipulated in
clause section v. of these instructions to applicants. Those who do not
meet requirements need not to submit the applications. Only applicants
who fulfill these requirements will be –pre qualified
The Pre-qualification documents shall not include any financial
7.2
7.3
7.4
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information other than either audited accounts for the last two ( 2)
years for firms that have been in operations for more than two years or
Certified Management Accounts by a certified accountant or last six
months certified bank statements for business that
have been
operation for less than two years
7.5
8
8.1
8.2
8.3
8.4
Period Of Validity
The request for pre-qualification must remain valid for not less than 270
days from the date of submission and candidates shall be pre-qualified for
a period of one year.
SUBMISSION, RECEIPT AND OPENING OF APPLICATIONS
The original pre-qualification documents shall be prepared in indelible
ink. It shall contain no interlineations or overwriting, except as necessary
to correct
errors made by the applicant. Any such corrections must be
initialed by the
person who sign(s) the pre-qualification document.
The pre- qualification documents should be prepared and submitted in
one original and one (1) copy in a plain sealed envelope clearly marked:PREQ NO. UOE/PRE/13/2015-2016 PRE-QUALIFICATION OF
SUPPLIERS FOR THE YEAR 2015-2016
DO NOT OPEN BEFORE WEDNESDAY, 3rd JUNE, 2015 AT 10.00AM
Completed pre—qualification document should be deposited in the
tender box provided at the Administration Block University of Eldoret or
be addressed and posted to:
The Vice-Chancellor
University of Eldoret
P.O Box 1125,
Eldoret
Deadline for submission
The closing date and time for submission of the Pre-qualification
Document shall be Wednesday, 3rd JUNE, 2015 AT 10.00AM
Late Applications
Any Pre-qualifications documents received after the deadline pursuant to
clause 8.3 Shall be rejected as a late application and shall not be
considered.
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8.5
Opening of Applications
The University Tender Opening Committee shall open immediately after
the closing time for submissions of the pre-qualification documents in the
presence of applicants representatives who choose to attend.
9
PRE-QUALIFICATION EVALUATION CRITERIA
9.1
Preliminary/Mandatory Requirements
EVALUATION CRITERIA
a) University of Eldoret will examine the tenders to determine
completeness, general orderliness and sufficiency in
responsiveness
b) There shall be Three Phases of carrying out the evaluation of
prequalification applications
Phase 1-Preliminary Evaluation
Is the prequalification document submitted in a sealed plain
envelope clearly denoting the supply category code
and category name of desired supply item(s)?
In-correctly addressed envelopes or those lacking details shall
remain unopened and not evaluated.
Phase 2-Mandatory Evaluation Phase
NB.
Screening shall be done to determine compliance to the
following mandatory requirements
Certificate of Incorporation/Registration
Copy of Valid Tax Compliance Certificate
VAT Certificate
PIN Certificate
Valid Trade License
For category B reserved for youth, women and persons with disability
should be registered with National Treasury or any other relevant
bodies.
Failure to provide the mandatory documents tabulated will lead to
disqualification
Phase 3- Detailed Evaluation Phase
Completeness and sufficiency in responsiveness will be examined in this
phase on:
Company and General Information (Registration particulars i.e.
Certificate
with relevant
regulatory boards/professional
association)
Page | 9
Dully filled signed and stamped letter of application
Duly filled, signed and stamped declaration
Dully filled, signed and stamped confidential
Questionnaire
Dully filled and stamped references
Dully filled, signed and stamped firms references
Business
Notification of prequalification results will be done once the list of those
who succeeded to be pre-qualified has been approved and ratified by the
authorizing officials of University of Eldoret.
9.2
a)
b)
c)
d)
e)
10.
General Requirements
University will examine all applications to determine completeness,
general orderliness and sufficiency in responsiveness
Pre-qualification will be based on meeting the minimum criteria
The applicants must have registered offices and University will reserves
the discretion of visiting physical premises from which the applicant
conducts business if so desired to confirm existence and capability to
deliver services
University does not bind itself to assign services but shall endeavor to
ensure that applicants are treated equitability when opportunities arise
The applicant shall submit documents that are current and valid. All
documents as copies shall be certified as true copies of originals.
CONFIDIENTIALITY
Information relating to evaluation and recommendation concerning prequalification shall not be disclosed to the applicants until the pre-qualified
firms have been advised accordingly.
Page | 10
SECTION III-
LETTER OF APPLICATION
Date……………………
To:
University of Eldoret
P.O.Box 1275-30100
Eldoret.
Ladies and /or Gentlemen,
1. Being duly authorized to represent and act on behalf
of_______________________________________________(hereinaf ter
referred to as the Applicant),and having reviewed and fully understood
all of the prequalification information provided, the undersigned hereby
apply to be prequalified by yourselves as a bidder for the following
supply category
Category
Code
Category Name
2. Attached to this letter are copies of original documents of:
(a) Registration /Incorporation Certificate
(b) PIN Certificate
(c) VAT Certificate
(d) Valid Tax Compliance Certificate
(e) Valid Business Permit
NB.
For category B reserved for youth, women and persons with disability
should be registered with National Treasury or any other relevant
bodies.
3. University of Eldoret is hereby authorized to conduct any inquiries or
investigations to verify the statements, documents, and information
submitted in connection with this application and 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
Page | 11
as requested by you to verify statements and information
provided in this application.
4. University of Eldoret June contact the following
institutions/firms/persons for further information:
Name……………………………………….Title…………………..
Telephone……………………………….Mobile………………….
Name……………………………………….Title…………………..
Telephone……………………………….Mobile………………….
Name……………………………………….Title…………………..
Telephone……………………………….Mobile………………….
5. This application is made with the full understanding that;
(a) Bids by prequalified applicants will be subject to verification
of all information submitted
(b) University of Eldoret reserves the right to accept or reject any
application, cancel the prequalification process and reject all
applications
(c) Request for quotations and bids will only be called from
prequalified bidders who meet the requirements
The undersigned declare that the statement made and the information provided
in the duly completed application are complete, true and correct in every detail.
Signed:
Signed
Name:
Name:
Position:
Position:
Official Stamp………………………………………………………………
Page | 12
SECTION IV-
DECLARATIONS FORM
I/We the undersigned state that the above information is correct and that
I/We give the University, Authority to seek any other references concerning
my/our company from whatever sources deemed relevant e.g company
Registrar’s office, Bakers etc
Signed…………………………………………………………………………………
For and on behalf of……………………………………………………………………
In the capacity of
…………………………………………………………………………………………….
Dated this ……………………………………………day of …………………….2027
Company’s Rubber Stamp………………………………………………………………
Pre-Qualification 2015/2016
University of Eldoret
Page 13
SECTION V 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 applied to your type of business.
Part 1 General
Business
name…………………………………………………………………………………………………………..
Location of business premises ( a MUST)…………………………………………………………………....
Plot No.,(a MUST)………………………………….Street/Road( a
MUST)…………………………………
Postal Address (MUST)…………………………….Tel No (s) (a MUST)…………………………………..
Fax………………………………………………………….Email ( a
MUST)………………………………………
Nature of Business
……………………………………………………………………………………………………
Registration Certificate
No…………………………………………………………………………………………
Maximum value of business which you can handle at any one time-Kshs……………………
Name of your
bankers………………………………………………………………………………………………
Barnch
……………………………………………………………………………………………………………………
Note: AMUST) is a requirement for every purpose of easy location and all communications.
Part 2 (a) Sole Proprietor
Your mname in full…………………………………………….……………Age…………......
Nationality……………………………………………………………countyr of
Origin…………………
Citizenship
details……………………………………………………………………………………………..
Youth/Woman/Person with Disability (indicate)………………………………………………
Citizen
contactor(indicate)………………………………………………………………………………...
Part 2 (b) Partnership
Give details of partners as follows
Neme
Nationality
Citizen details
Shares
1………………………………………………………………………………………………………
2………………………………………………………………………………………………………
Pre-Qualification 2015/2016
University of Eldoret
Page 14
3………………………………………………………………………………………………..
4……………………………………………………………………………………………….
Youth/Woman/Person with Disability (indicate)…………………………………………………….
Citizen contactor(indicate)………………………………………………………………………….............
Part 2 (c) Registered company
Private or Public
State the nominal and issued capital of company
Nominal Kshs.
Issued Kshs.give details of all directors as follows
Name
Nationality
Citizenship Details
Shares
1…………………………………………………………………………
2…………………………………………………………………………
3…………………………………………………………………………
Youth/Woman/Person with Disability (indicate)…………………………………………………….
Citizen contactor(indicate)………………………………………………………………………….............
Certification
I ,the undersigned,certify that these data correctlky describe me,my
qualifications,and my experience.
___________________________________Date __________________________________
(signature of staff member)
___________________________________________(Date)_________________________
(signature of authorized representative of the firm)
Full name of staff member.__________________________________________________
Tel No.___________________________________________________________________
Full name of authorised representaive_______________________________________
Pre-Qualification 2015/2016
University of Eldoret
Page 15
REFERENCES
Submit details of organizations where you have undertaken similar services in the
format given below.
No
1.
2
3
4
5
Contact Information
Name of Company
Name of Contact Person
Designation
Telephone number
e-mail address
Name of Company
Name of Contact Person
Designation
Telephone number
e-mail address
Name of Company
Name of Contact Person
Designation
Telephone number
e-mail address
Name of Company
Name of Contact Person
Designation
Telephone number
e-mail address
Name of Company
Name of Contact Person
Designation
Telephone number
e-mail address
Details
Ensure you have provided letters for all the above organizations, duly filled and
stamped by the relevant officer and provide details of the assignments in the
format provided in
The reference letter MUST be on the organizations letterheads.
Pre-Qualification 2015/2016
University of Eldoret
Page 16
FIRMS REFERENCES
Relevant services carried out in the last three years that best illustrate
Qualifications
Using the format blow, provide information on each assignment for which your
firm either individually, as a corporate entity or in association, was legally
contracted.
Assignment Name
Country
Location within country
Professional staff provided by your
FIRM/Entity( Profiles)
Name of client:
Client’s contacts person for the assignment.
Address:
Start date
(month/Year):
No of Staff-months; duration of assignment
Approx. Value of Services (Kshs)
Completion date
(Month /year):
Name of associated consultants .If any
No of months of professional staff provided by
associated consultants :
Name of senior staff( Project director/Coordinator, team Leader)Involved and Functions
Performed:
Narrative description of project:
Description of actual services provided by your staff:
Firms name:_______________________________________
Name and title signatory:____________________________
Tel No.____________________________________________
( May be amended as necessary)
Pre-Qualification 2015/2016
University of Eldoret
Page 17