PREQUALIFICATION AND REGISTRATION OF
SUPPLIERS 2012
DOCUMENT
REQUEST FOR PROPOSALS FOR THE SUPPLY OF SERVICES
ILRI/FAC/12/BLD/SERV/06B
General construction
Works: Building and Civil
works (max. contract value
Ksh. 3M)
Document Purchase Receipt
No.
Date:
Structural Build works, Road Works
and Parking lots, Fencing, Roof
repair and Waterproofing
Serial No.
For further information, please contact:
Procurement Office-ILRI on Tel: +254-20-4223000... Email:j.chege@cgiar.org
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REQUEST FOR PROPOSALS FOR THE SUPPLY OF ENGINEERING SERVICES
International Livestock Research Institute (ILRI) is a member of the Consultative Group on International
Agricultural Research (CGIAR) (www.cgiar.org).
ILRI has its headquarters in Nairobi working in agricultural research and development. ILRI purchases
substantial quantities of Engineering goods and services on an annual basis. Prospective suppliers are
invited to submit their proposal of expression of interest to the address below for pre-qualification.
The information you disclose will be handled in the strictest confidence by ILRI. The Supplier will also be
held responsible for disclosing incorrect or misleading information.
Submissions should be in a sealed envelope (not disclosing the source) which should be dropped and
registered at the ILRI-Mail Office – Procurement Tender Box.
CONTRACTOR PREQUALIFICATION/REGISTRATION
TENDER REF: ILRI/FAC/12/BLD/SERV/06B
ILRI-Mail Office – Procurement Tender Box
International Livestock Research Institute (ILRI)
Old Naivasha Road
P. O. Box 30709-00100
Nairobi
Kenya
DEADLINE FOR SUBMISSION –
All submissions must be received by 4.00 pm on 10th May, 2012 to be deemed “received in time”
1. GENERAL INFORMATION AND NOTICE
This document is a formal Request for Proposal (RFP) for the provision of General construction
Works: Building and Civil works
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All the information contained in this RFP and in the Provider’s response will be handled with
confidentiality by both the Provider and ILRI.
In issuing this RFP, there is no obligation on ILRI to select and procure all or some of the services
offered.
Any information given by the Provider will form the basis of any contract that may be entered
into between ILRI and the Provider.
ILRI shall not be liable for or required to pay any costs, expenses or losses that may be incurred
by the Provider in the preparation of their Proposal.
All required information will be submitted on the documents specified in this RFP.
ILRI does not bind itself to accept the lowest bid of any Proposal and reserves the right to accept
a portion of any Proposal.
The Provider is to submit a fully qualifying bid.
ILRI reserves the right to conduct unannounced site visits to the Provider premises.
ILRI may contact or arrange site visits to the referees stated in this proposal.
2. PRESENTATION OF PROPOSAL
A copy of this Request for Proposal can be downloaded from the ILRI Website on www.ilri.org
The supplier’s proposal must be submitted in two copies, bound, typed and completely printed in one
sealed envelope. One Soft copy in CD-ROM should also be included .The proposal MUST be submitted in
the format below.
The proposal is made up of the following sections:
Section 1: Company Information
Section 2: Financial Information
Section 3: Business Activities
Section 4: Trade references
Section 5: Certification, Accreditation and Approvals
Section 6: Agencies and Partnerships
Section 7: Management Policies
Section 8: Business Probity and Litigation Management
Section 9: Insurance
Section 10: Evaluation
Section 11: Declaration
All above sections will form part of the evaluation criteria.
The services provided will be exempt from VAT and excise duty under the terms of the ILRI’s Host
Country Agreements with the Government of Kenya. However, a VAT exemption certificate will
be given in lieu of the VAT payments).
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The services will also be subjected to withholding tax (as applicable) as required by the
Government of Kenya.
4
SECTION 1: COMPANY INFORMATION
Companies willing to be considered for any of the mentioned tenders are expected to furnish
ILRI with among others the following vital information, which will be treated in strict
confidence.
No.
1.1
PARTICULARS
Full name of organization:
RESPONSE
Question
Is your organization (Please answer Yes or No)
i) A public
limited
company? If
yes, please
attach copies
of the
company’s
memorandum
of association
and articles
including any
change of
name
ii) Public
listed
company? If
yes, attach
copies as (i)
above
iii) A limited
company? If
yes, attach
copies as (i)
above
iv) A
partnership?
If yes attach
partnership
deed
v) A sole
trader? If yes
attach
business
certificate
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Response
1.2
1.3
vi) other
(please
specify)
Date of Registration of your company (Attach a copy of
certificate of incorporation):
Full physical address of principal place of
business:
Full postal address of the principal place of
business(include the postal code):
1.4
Registered address if different from the
above:
Map: Provide a description of significant
features / roads next to the business
premises.
1.5
1.6
1.7
1.8
1.9
Office telephone number(s)
Landline:
Mobile:
Fax number:
E-mail address:
Website address (if any):
Company Tax PIN: (Kindly Provide a copy of
the PIN Certificate)
1.10
VAT Registration number: (Kindly provide a
copy of the VAT Certificate)
1.11
Tax Compliance certificate (Kindly provide a
current copy of Tax Compliance certificate)
1.12
Compliance with statutory payments i.e.
NSSF and NHIF (please attach evidence of
payments for the company staff)
1.13
1.14
1.15
Proof of registration with the relevant
government Ministry (if applicable to this
Prequalification)(Attach copy of current
registration certificate with relevant
statutory bodies)
Period in which you have been in business
Names of the Shareholders, All directors and
Partners (Please indicate the citizenship of
the directors)
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Kindly provide original copy of an official
search report issued by the Registrar of
Companies showing the directors and
shareholders of the company (Companies
For CR 12). The report should not be more
than one month old.
1.16
Associated companies(if any)
Associated dealers(if any)
1.17
Provide the name company’s certified
Secretary/Auditors
1.18
Please provide a copy of the most recent
annual return together with a filing receipt.
1.19
Name of (ultimate) parent/holding company
(if this applies):
1.20
Companies Registry number of
parent/holding company (if this applies):
1.21
If a consortium is expressing interest, please
give the full name of the other
organization(the proposed consortium
partners should also complete this
questionnaire in its entirety)
1.22
Contact person within the organization to
whom enquiries about this prequalification
should be directed:
NAME:
TITLE:
TELEPHONE:
 Office:
 Mobile:
FAX:
EMAIL:
SECTION 2: FINANCIAL INFORMATION
No.
2.1
2.2
PARTICULARS
What was your turnover in
the last two years?
…………
for year ended
--/--/----
Has your organization met all its obligations to pay
its creditors and staff during the past year?
If No, please give details
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…………
for year ended
--/--/---Yes / No
2.3
What is the name and
branch of your bankers (who
could provide a reference)?
Name of Bank:
Branch:
Bank Account number(s):
Telephone Number:
Postal Address:
Contact Person
Name:
Contact Person’s
Position
Contact Person’s
E-mail:
2.4
Provide a copy of the following

A copy of your 2008, 2009 and 2010 audited accounts

A statement of your cash flow forecast for the current year and a bank
letter outlining the current cash and credit position
SECTION 3: BUSINESS ACTIVITIES
No.
3.1
Particulars
What are the main business activities of your organization? (Please specify).
3.2
How many staff does your organization have? ............Please provide a
functional organization chart with number of staff in each function.
Indicate the number under each category
i. Technical (Permanent………, Temporary……)
ii. Semiskilled (Permanent……., Temporary……..)
Please generally describe the experience and expertise your organization
possesses that will enable you to effectively and efficiently undertake the work
you wish to be prequalified for as required by ILRI.
3.3

Attach you company organogram with emphasis on the category you
are being pre-qualified for.
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3.4
 Attach CV’s of key staff
 For expatriate, provide copies of valid work permit
Please list your key resources other than staff relevant for the category under
which you wish to be considered. For vehicles, machinery and equipment, show
age, owned/leased, current status (in working condition or otherwise).
SECTION 4: TRADE PREFERENCES
Please provide in the table below details of at least four (4) previous/current top contracts you have
undertaken over the last five (5) years, or that are relevant to this prequalification document. Attach
copies of LPO’s, Letters of award/signed contracts. Note that the referees may be contacted without
further references to you.
No
Customer
Organization
(name)
Contract
Customer contact
reference and
name and phone
brief
number
description:
Date
contract
awarded
Date
contract
Completed
Value of
Contract:
(KES/USD)
4.1
4.2
4.3
4.4
4.5
Have you had any contracts terminated for poor
performance in the last five years, or any contracts
where damages have been claimed by the contracting
authority/client?
If yes, please give details:
Yes / No
SECTION 5: CERTIFICATIONS, ACCREDITATIONS AND APPROVALS
Detail any relevant certifications and accreditations by principals or accreditation bodies and attach
copies of such certification. Such certifications may be for your company and for your individual staff as
relevant to the work they do and the key skills for your area of expertise. Other expected certifications
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may be in the areas of Quality Management Systems such as ISO, Environmental Management
Processes, Security certification or GSM Association certifications.
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………….
SECTION 6: AGENCIES AND PARTNERSHIPS
a) Detail any agencies and partnerships that you have that are relevant to your business category.
Attach copies of letter(s) of agency or partnership, manufacturers/principals appointments.
SECTION 7: MANAGEMENT POLICIES
a) Employee Integrity
How does the firm ensure the integrity of staff? Detail any related policies
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
………………………………
b) Code of Conduct/Ethics
Does your company have a code of conduct? If so, please attach a copy. Indicate if the company
subscribes to a professional body with a code of conduct/ethics.
c) Company employment policy
Does your organization have a documented employment policy? Please provide a copy. What are key
highlights from this policy if in existence? What types of employment contracts do your employees
have?
d) Customer Service
Does your organization have a documented policy on Customer Service? If yes, please provide a copy.
Which position in your firm is responsible for customer service and how is this position supported by
other functions?
Does your firm use any performance management techniques, including customer satisfaction
measurement if so, what are the key parameters? Attach sample reports.
e) Health and Safety
Does your organization have a written occupational health and safety at work policy? [No/yes] if yes
please specify who is responsible for occupational health & safety within the organization and provide
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details of how safety is administered at the different levels within the organization and how you will
ensure that any sub-contractor used will meet your obligations on health & safety issues.(Attach your
organization’s occupation health & safety policy)
f) Waste Management
Will your activities while performing your contractual obligations generate waste or have potential in
the event of an accident to cause damage to the environment? (No/Yes) If yes, please attach a copy of
the waste management plan and the accident management plan.
g) Corporate Social Responsibility (CSR)
Please provide details of your Corporate Social Responsibility (CSR) Programs, if any. Attach excerpts to
support your assertions
h) Environmental Policy
Does your organization have a written environmental policy? [No/yes] if yes please specify who is
responsible for environmental issues within the organization and provide details of how environmental
issues are administered at the different levels within the organization and how you will ensure that any
sub-contractor used will meet your obligations on environmental issues. Attach a copy of your
environmental policy.
SECTION 8: BUSINESS PROBITY AND LITIGATION MANAGEMENT
Please confirm whether any of the following questions applies to your organization: Note that failure to
disclose information relevant to this section may result in your exclusion as a potential ILRI contractor.
No.
8.1
PARTICULARS
RESPONSE
Is the organization bankrupt or being wound up, having its affairs
administered by the court, or have you entered into an arrangement
with creditors, suspended business activities or any analogous
situation arising from similar proceedings in Kenya or the country in
which it is established?
8.2
Please provide a statement of any
material pending or threatened
litigation or other legal proceedings
where the claim is of a value in excess
of KES 500,000/= (equivalent to USD
6,250).
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8.3
Has any partner, director, shareholder or employee whom you would
propose to use to deliver this service been convicted of an offence
concerning his professional conduct?*
8.4
Please state if your organization or
any of its shareholders, directors, or
employees has ever been the subject
of public allegations, under
investigation, charged, prosecuted, or
convicted, has had its assets blocked,
seized or frozen or has a judgment
entered against in respect of national
or international law relating to the
following;
Money laundering, economic crime,
corruption, bribery, terrorism & any
other economic offence
8.5
Has the organization been charged for
not fulfilling its obligations relating to
the payment of any statutory
deductions or contributions including
income tax as required under Kenyan
law or the laws of the country in
which it is established?
8.6
Please state if any Director
shareholder/ Partner and / or
Company Secretary of the
Organization is currently employed or
has been employed in the past three
years by ILRI
8.7
Please state if any Director / Partner
and / or Company Secretary of the
Organization has a close relative who
is employed by ILRI and who is in a
position to influence the award of any
supply. For purpose of prequalification process close relative
refers to parents, siblings, spouse or
children
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8.8
Please state if your organization, any
predecessor to your organization or
any member of your organization is
currently a party to any litigation that
is in progress or has been within the
last three years that is directly related
to the conduct of your business.
8.9
Please state if your organization or
any of its shareholders, directors or
employees has ever offered gifts or
bribes to facilitate award of business
or to facilitate payments or to obtain
business advantage.
Business principles
Conflict of interest

ILRI insists on honesty, integrity and fairness in all aspects of the business relationship with your
company. Direct or indirect offer, payment, soliciting and acceptance of bribes in any form are
unacceptable practices.
Please confirm your agreement to the above.

Yes / No
To avoid conflict of interest between their private financial activities and their part in the
conduct of company business, ILRI employees or members of their immediate family or relatives
should not acquire financial interest in any company or organization with which ILRI has
commercial relationship
Is a member of your family or relative an employee of ILRI?
If yes, please provide details
SECTION 9: INSURANCE
Please provide details of your current insurance
covers as below
9.1
Employer’s Liability:
9.2
Public Liability:
Value (Kes)
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Yes / No
9.3
Professional Indemnity (if applicable)
9.4
W.I.B.A
9.5
Other (specify)
SECTION 10: EVALUATION
(a) Mandatory Requirements for Evaluation
The following documents must be attached. Except where stated, all copies must be certified by your
company secretary or an Advocate of the High Court of Kenya with a current practicing certificate.
For organizations not legally incorporated or registered within the Republic of Kenya, all documents
must be notarized by a Notary Public
Item
Reference
Section
Description
1
2
3
4
Certificate of Incorporation/Business Name Certificate
TAX PIN Certificate
VAT Certificate
Tax Compliance certificate
1.2
1.9
1.1
1.11
5
Certificate from relevant regulatory authority (where
applicable)
1.13
6
Trading Certificate/Practicing Certificate (where
applicable)
1.13
7
Form CR 12 as issued by the Registrar of Companies
(certified copy of original). Should not be more than
one month old.
1.15
8
9
10
11
12
13
14
15
16
17
List of all Directors with Percentage of shares held,
telephone and their postal addresses.
Latest Annual Returns and filing receipt
Bank Accounts Information
Audited Accounts for the last 2 years
CVs of Key Staff
Organogram
Certifications, Accreditations
Letter(s) of agency or partnership
Management Policies
Insurance Covers
1.15
1.18
2.3
2.4
3.3
3.3
5
6
7(a) to 7(h)
9.1 to 9.5
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SECTION 10: DECLARATION




For any organization listed in section 3.1 (i) – (iv), this declaration must be completed and signed
by 2 authorized signatories of the organization.
For a partnership, the declaration must be completed and signed by at least 2 partners.
For a sole trader business, the declaration must be completed and signed by the person in
whose name the business is run, and witnessed by the business' auditor
For any other organization, the declaration must be completed and signed as per such
organization's mandate, a copy of which must be submitted to ILRI
I/We declare that to the best of my/our knowledge the answers submitted in this
prequalification (and any supporting documentation) are correct. I/We understand that
any misrepresentation will render my/our organization ineligible to participate in ILRI’s
future tenders.
FORM COMPLETED BY
Name:
Position (Job Title):
Date:
Telephone number
 Office:
 Mobile:
Email:
Signature:
Stamp/Seal
FORM COMPLETED/WITNESSED BY
Name:
Position (Job Title):
Date:
Telephone number:
Email:
Signature:
Stamp/Seal
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