Kenya Commercial Bank - KCB Bank Group Kenya Commercial Bank Limited (hereinafter referred to as...

PRE-QUALIFICATION OF «Type_of_contractor»

Kenya Commercial Bank

SUPPLIER PRE-QUALIFICATION DOCUMENT

PRE-QUALIFICATION OF GENERAL BUILDING

CONTRACTORS

PRE-QUALIFICATION RELEASE DATE: 20th February 2015

PRE-QUALIFICATION SUBMISSION DATE: 6th March 2015


ISSUE OF PRE-QUALIFICATION DOCUMENT TO PROSPECTIVE BIDDERS

PRE-QUALIFICATION OF FIRM FOR PROVISION OF GENERAL BUILDING CONTRACTORS

This form is to be completed on receiving the document by downloading on the KCB

Website www.kcbbankgroup.com/Kenya/Tenders.

This page is to be completed and a scanned copy e-mailed IMMEDIATELY to

[email protected].

Firms that do not register their interest in this manner may not be sent the PRE-

QUALIFICATION addenda should any arise.

Item

Supplier Details

Name of Person

Organization Name

Postal Address

Tel No

Fax No

Email Address (this e-mail

address should be clearly

written as communication with

bidders shall be through e-mail)

Signature:

Date

http://www.kcbbankgroup.com/

mailto:[email protected]


TABLE OF CONTENTS

Contents 1. INTRODUCTION TO KCB GROUP............................................................................................... 4 2. IMPORTANT NOTES TO SUPPLIERS ................................................................................................ 4 3. COMPANY INFORMATION ........................................................................................................... 6 4. FINANCIAL INFORMATION ......................................................................................................... 8 5. BUSINESS ACTIVITIES .................................................................................................................... 9 6. TRADE REFERENCES ...................................................................................................................... 9 7. CERTIFICATIONS, ACCREDITATIONS AND APPROVALS ........................................................... 11 8. AGENCIES AND PARTNERSHIPS ................................................................................................. 11 9. MANAGEMENT POLICIES ........................................................................................................... 11 10. BUSINESS PROBITY AND LITIGATION MANAGEMENT ........................................................... 12 11. INSURANCE .................................................................................................................................. 14 12. REGION ALLOCATION ........................................................................................................... 14 13. EVALUATION ........................................................................................................................... 15 14. PURCHASING POLICY ............................................................................................................ 16 15. DECLARATION ........................................................................................................................ 16


1. INTRODUCTION TO KCB GROUP

The Kenya Commercial Bank Limited (hereinafter referred to as “the Bank”) is

incorporated in Kenya and is a leading Commercial banking group in the East African

region, renowned for its diversity and growth. In addition to Kenya, it has other

subsidiaries namely; KCB (Tanzania) limited, a banking subsidiary operating in

Tanzania, KCB (Uganda) limited, a banking subsidiary operating in Uganda, KCB

(Sudan) limited, a banking subsidiary operating in Sudan, KCB (Rwanda) limited, a

banking subsidiary operating in Rwanda and KCB Burundi a banking subsidiary

operating in Burundi. The Head Office for the group is located in KENCOM House

Nairobi. The Bank’s vision is to be the preferred financial solutions provider in Africa

with a global reach.

The platform is anchored on consolidation across our existing business, expanding and

modernizing delivery channels, improving operational efficiencies, turning in returns

commensurate with level of investment and compliance with all regulatory and

internal policy guidelines.

This document therefore constitutes the formal prequalification for GENERAL BUILDING

CONTRACTORS services and is being availed on an open tender basis.

Please read through this document carefully and provide requested information

together with all supporting documents.

2. IMPORTANT NOTES TO SUPPLIERS

a) The purpose of this document is to assist Kenya Commercial Bank in the

identification and evaluation of potential suppliers who may subsequently be

invited to tender for the services in the most cost effective and fast way.

b) Prospective vendors must have carried out successful delivery of

equipment/projects to Government/Corporations/Institutions of similar size and

complexity and must demonstrate the willingness and commitment to meet

criteria as per the questionnaire below.

c) In order to simplify this process, you need to provide certified copies of all

supporting documents requested under the questionnaire, for example, audited

accounts, registration and compliance certificates, statements and policies

among others listed.

d) You may also be asked to clarify your answers or provide more details. Please

answer every question. If the question does not apply to you please write N/A; if

you don’t know the answer please write N/K.

e) Failure to complete this questionnaire and/or to provide written answers to

any further questions or requests for additional information or requests for

clarification will result in the supplier's elimination from further consideration.

f) Please note that by responding to this questionnaire you accept that all

answers provided in this questionnaire are legally binding on the supplier


and should the need arise, may be used as evidence in any court of law,

which has jurisdiction. Further, Kenya Commercial Bank reserves the right

without further recourse to verify at its own cost the accuracy of any answers

provided herein.

g) All expenses and costs incurred by a respondent in connection with this , for

preparation and lodging for submission (without limitation) shall be the sole

responsibility of the respondent.

h) Nothing in the pre-qualification shall be construed to give rise to contractual

obligations with the Bank.

i) Without limiting its right at law or otherwise Kenya Commercial Bank, may at

its absolute discretion, suspend or defer this process.

j) Where necessary and if insufficient space has been provided on the

questionnaire for the answers, please provide the answers as supplements

on separate sheets.

k) Please initial/ rubber stamp each page, and sign the last page in the space

provided.

l) Please return the completed questionnaire bound (Hard copy and Soft copy CD)

in a sealed envelope marked “Pre-Qualification of General Contractors”

addressed to the following address and dropped at the tender box on 5th Floor,

Kencom House, Wing B on or before Friday, 6th March 2015 at 3.00 pm.

Those submitting their document or their representatives may attend the

opening on the date and time of submission.

m) The document shall be addressed to:

Head of Procurement

Kenya Commercial Bank

5th Floor Kencom House

P.O. Box 48400, 00100

Nairobi

Please note that documents received by facsimile or electronic mail will be rejected.

If you have any queries about this form please contact: Head of Procurement on the

following address: [email protected].

All queries and questions must be received by Thursday, 26th February 2015 at 5.00

pm.

QUESTIONNAIRE

mailto:[email protected]


3. COMPANY INFORMATION

Suppliers willing to be considered for the PROVISION OF GENERAL BUILDING

CONTRACTOR SERVICES are expected to furnish the Bank with among others the

following vital information, which will be treated in strict confidence by the Bank.

No. PARTICULARS RESPONSE

3.1

Full name of organization:_______________________________________________________

Is your organisation (Please

answer Yes or No)

Question

i) A public limited company? If yes, please

attach copies of the company’s

memorandum of association and articles

including any change of name

Response

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

vi) other (please specify)

3.2

Date of Registration of your company (Attach a copy of certificate of

incorporation):

3.3 Full physical address of principal place of business:

Full postal address of the principal place of

business(include the postal code):

Location of workshop/print press

3.4 Registered address if different from the above:

Map: Provide a description of significant features /

roads next to the business premises.

3.5 Office telephone number(s)

Landline:

Mobile:


3.6 Fax number:

3.7 E-mail address:

3.8 Website address (if any):

3.9 Company Tax PIN: (Kindly Provide a copy of the PIN

Certificate)

3.10 VAT Registration number: (Kindly provide a copy of

the VAT Certificate)

3.11 Tax Compliance certificate (Kindly provide a current

copy of Tax Compliance certificate)

3.12 Compliance with statutory payments i.e. NSSF and

NHIF (please attach evidence of payments for the

company staff)

3.13 Proof of registration with the relevant government

Ministry (Must indicate registration by the relevant

statutory body/Ministry clearing indicating which

category where applicable) Attach copy of current

registration certificate.

3.14

Period in which you have been in the specific

business for which you wish to be prequalified.

3.15 Names of the Shareholders, All directors and Partners

(Please indicate the citizenship of the directors)

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 two months old.

3.16 Associated companies(if any)

Appointed dealers (if any)

3.17 Provide the name of company’s certified

Secretary/Auditors

3.18 Please provide a copy of the most recent annual

return together with a filing receipt.

3.19 Name of (ultimate) parent/holding company (if this

applies):

3.20 Companies Registry number of parent/holding

company (if this applies):

3.21 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)

3.22

Contact person within the organization to whom

enquiries about this should be directed:

NAME:

TITLE

TELEPHONE

Office:


Mobile:

FAX:

EMAIL:

4. FINANCIAL INFORMATION

No. PARTICULARS

4.1 What was your

turnover in the last

two years?

…………………………………..

for year ended

--/--/----

……………………………….

for year ended

--/--/----

4.2 Has your organization met all its

obligations to pay its creditors and

staff during the past year?

Yes / No

If No, please give details

4.3 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:

4.4 Provide a copy of the following

A copy of your most recent audited accounts (for the last three years)

A statement of your cash flow forecast for the current year and a

bank letter outlining the current cash and credit position


5. BUSINESS ACTIVITIES

No. PARTICULARS

5.1 What are the main business activities of your organization? (Please specify).

5.2 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……..)

5.3 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 Kenya Commercial Bank.

Describe experience and expertise of Key staff Attach you company organ gram with emphasis on the category you

are being pre-qualified for. Attach CV’s of key staff For expatriate, provide copies of valid work permit

5.4 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).

6. TRADE REFERENCES

Please provide in the table below details of at least ten (10) top customers who

have supplied similar Services over the last five (5) years, or that are relevant to

this document from the largest.

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)

Customer

contact

name and

phone

number

Contract

reference and

brief

description:

Date

contract

awarded

Date

contract

Completed

/ in

progress

Value of

Contract:

(KES/USD)

6.1

6.2

6.3

6.4

6.5

6.6

6.7

6.8

6.9

6.10

6.11 For the largest contract/project did

the owner collect liquidated

damages?

Yes / No

6.12 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?

Yes / No

If yes, please give details:


7. 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 may be in the areas of Quality Management Systems such as ISO,

Environmental Management Processes, Security certification or GSM

Association certifications.

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………

8. 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.

9. 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.

Note: Kenya Commercial Bank may require that customers for

products/services provided by your firm fill out an appraisal form and rate your

services for use in subsequent decisions on whether to shortlist your company.

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 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.

10. 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 Kenya Commercial Bank supplier.


No. PARTICULARS RESPONSE

10.1

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?

10.2

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/= (or USD equivalent).

10.3

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?

10.4

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

10.5

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?

10.6

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 Kenya Commercial Bank.

10.7

Please state if any Director / Partner

and / or Company Secretary of the

Organization has a close relative who

is employed by Kenya Commercial


Bank and who is in a position to

influence the award of any supply. For

purpose of pre-qualification process

close relative refers to parents, siblings,

spouse or children

10.8 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.

10.9 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.

11. INSURANCE

Please provide details of your current insurance

covers as below

Value (KES)

11.1

Employer’s Liability:

11.2

Public Liability:

11.3

Professional Indemnity (if applicable)

11.4

W.I.B.A

11.5 Other (specify)

12. REGION ALLOCATION

The bank may allocate the consultants and contractors based on the following region

according to their presence in the region. You are therefore requested to indicate

your region of preference.

Item Region Tick/indicate the regions you

have presence in

i. Coast Region


ii. Eastern Region

iii. Great Rift Region

iv. Central/Mt. Kenya

v. Nairobi Region

vi. Western Region

vii. Others – Loitoktok, Maralal, Marsabit, Moyale ,

Hola, Lamu and Mpeketoni, Wajir and Mandera

13. EVALUATION

(a) Requirements For Evaluation

The following documents should be attached. Except where stated, all copies should

be certified by your company secretary or an Advocate of the High Court of Kenya

with a current practicing certificate.

Item Description Reference

Section

1. Certificate of Incorporation/Business Name Certificate

3.2

2. TAX PIN Certificate 3.9

3. Tax Compliance certificate 3.11

4. Trading Certificate/Practicing Certificate(e.g. NCA etc)

3.13

5. Form CR 12 as issued by the Registrar of Companies

(certified copy of original).

3.15

6. List of all Directors with Percentage of shares held,

telephone and their postal address

3.15

7. Latest Annual Returns and filing receipt 3.18

8. Bank Accounts Information 4.3

9. Audited Accounts for the last 3 years 4.4

10. CVs of Key Staff 5.3

11. Organogram 5.3

12. Attach copies of LPO’s, Letters of award/signed

contracts/reference letters

6

13. Certifications, Accreditations 7

14. Letter(s) of agency or partnership 8

15. Management Policies 9(a) to

9(h)


16. Insurance Covers 11.1 to

11.5

(b) Additional Requirements

Attach any relevant catalogues and brochures.

(c) Minimum score to be prequalified

Only those vendors whose qualifications are accepted by Kenya Commercial Bank,

after the completion of the process will be prequalified.

14. PURCHASING POLICY

It is the policy of the Bank that all purchasing decisions are made in a fair and

transparent manner. All situations that may prejudice a purchasing decision must

be avoided.

All purchasing activities are executed consistent with the highest Professional,

ethical, moral and legal standards.

Collusion with employees for any form of favors is against Bank policy. Information

relating to suppliers is highly guarded and treated in a confidential manner.

All correspondence relating to supply of goods and services to Kenya

Commercial Bank MUST be channeled through Procurement.

15. DECLARATION

For any organization listed in section 3.1 (i) – (iv), this declaration must be

completed and signed by 2 authorised 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 Kenya

Commercial Bank.

I/We declare that to the best of my/our knowledge the answers submitted in this (and

any supporting documentation) are correct. I/We understand that any misrepresentation

will render my/our organisation ineligible to participate in Kenya Commercial Bank’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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