KGN-GDD-082-2016 - Welcome to KENGEN | KENGEN kgn-gdd-082-2016 tender for provision of catering and...

1 Tender for provision of catering and housekeeping services for geothermal drilling

staff, field accommodation facilities/camps

KENYA ELECTRICITY GENERATING COMPANY LIMITED

KGN-GDD-082-2016

TENDER FOR PROVISION OF CATERING AND HOUSE KEEPING

SERVICES FOR GEOTHERMAL DRILLING STAFF FIELD

ACCOMMODATION FACILITIES/CAMPS.

(RESERVED FOR WOMEN OWNED ENTERPRISES ONLY)

Kenya Electricity Generating Company Limited

Stima Plaza Phase III, Kolobot Road, Parklands

P.O. BOX 47936-00100

NAIROBI.

Website: www.kengen.co.ke

December, 2015

http://www.kengen.co.ke/



TABLE OF CONTENTS

INTRODUCTION

SECTION I INVITATION TO TENDER

SECTION II INSTRUCTIONS TO TENDERERS

Appendix to Instructions to Tenderers

SECTION III GENERAL CONDITIONS OF CONTRACT

SECTION IV SPECIAL CONDITIONS OF CONTRACT

SECTION V TECHNICAL SPECIFICATIONS

SECTION VI SCHEDULE OF REQUIREMENTS

SECTION VII PRICE SCHEDULE FOR THE SERVICES

SECTION VIII STANDARD FORMS

8.1 FORM OF TENDER

8.2 PRICE SCHEDULE

8.3 CONFIDENTIAL BUSINESS

QUESTIONNAIRES FORMS

8.4 TENDER SECURITY FORM

8.5 CONTRACT FORM

8.6 PERFORMANCE SECURITY FORM



SECTION I

INVITATION TO TENDER

The Company invites sealed tenders from eligible candidates for the Provision of Service for Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation

Facilities/Camps whose specifications are detailed in the Tender Document.

Interested eligible candidates may obtain further information from and inspect the Tender

Documents during official working hours starting at the date of advert at the office of:

Supply Chain Director

Tel: (254) (020) 3666000

Email: [email protected]; CC. [email protected]

Where the tender document may be collected upon payment of a non-refundable fee of KShs.1, 000.00

paid in cash or through a bankers cheque at any KenGen finance office. The document can also be

viewed and downloaded from the website www.kengen.co.ke and www.suppliers.treasury.go.ke.

Bidders who download the tender document from the website are advised to forward their

particulars to facilitate any subsequent tender clarifications and addenda.

Bidders are advised from time to time to be checking the website for any uploaded further information on

this tender. They are also advised to be keen on the information provided in the appendix to Instructions to

tenderers (I.T.T.) and the special conditions of the contract (S.C.C.).

Unless otherwise stated, tenders MUST be accompanied by a security in the format and amount

specified in the tender documents and must be submitted in a plain sealed envelope and marked

“KGN-GDD-082-2016 - TENDER FOR PROVISION OF CATERING AND HOUSE

KEEPING SERVICES FOR GEOTHERMAL DRILLING STAFF FIELD

ACCOMMODATION FACILITIES/CAMPS. (RESERVED FOR WOMEN OWNED

ENTERPRISES ONLY)” and addressed to:

Company Secretary & Legal Affairs Director

Kenya Electricity Generating Company Limited

10th Floor, KenGen Pension Plaza II

Kolobot Road, Parklands

P O Box 47936 - 00100

NAIROBI, KENYA

On or before: 10th November 2016 at 10.00A.M

There will be a MANDATORY SITE VISIT on Wednesday 18th October 2016 at 10.00A.M at

Olkaria Geothermal Complex and Thursday 19th October 2016 at Eburru Power Station for

bidders to familiarize themselves with the TWO geothermal areas as stated in the Tender Document.

Tenders will be opened on 10th November 2016 at 10.00A in the presence of the candidates’

representatives who choose to attend at Stima Plaza III, Executive Committee Room, and 7th Floor.

The company reserves the right to vary the quantities.

SUPPLY CHAIN DIRECTOR

mailto:[email protected]

mailto:[email protected]

http://www.kengen.co.ke/

http://www.suppliers.treasury.go.ke/



SECTION II

INSTRUCTIONS TO TENDERERS

TABLE OF CONTENTS.

2.1 Eligible Tenderers

2.2 Cost of tendering

2.3 Contents of tender documents

2.4 Clarification of Tender documents

2.5 Amendment of tender documents 2.6 Language of tenders

2.7 Documents comprising the tender

2.8 Form of tender

2.9 Tender prices

2.10 Tender currencies

2.11 Tenderers eligibility and qualifications

2.12 Tender security 2.13 Validity of tenders

2.14 Format and signing of tenders

2.15 Sealing and marking of tenders

2.16 Deadline for submission of tenders

2.17 Modification and withdrawal of tenders

2.18 Opening of tenders 2.19 Clarification of tenders

2.20 Preliminary Examination

2.21 Conversion to other currencies

2.22 Evaluation and comparison of tenders

2.23 Contacting the procuring entity

2.24 Post-qualification

2.25 Award criteria

2.26 Procuring entities right to vary quantities

2.27 Procuring entities right to accept or reject any or all tenders

2.28 Notification of award

2.29 Signing of Contract

2.30 Performance security

2.31 Corrupt or fraudulent practices



2.1 Eligible tenderers

2.1.1. This Invitation to tender is open to all tenderers eligible as described in the

instructions to tenderers. Successful tenderers shall provide the services for

the stipulated duration from the date of commencement (hereinafter referred

to as the term) specified in the tender documents.

2.1.2. The procuring entity’s employees, committee members, board members and

their relative (spouse and children) are not eligible to participate in the

tender unless where specially allowed under section 131 of the Act.

2.1.3. Tenderers shall provide the qualification information statement that the

tenderer (including all members, of a joint venture and subcontractors) is not

associated, or have been associated in the past, directly or indirectly, with a

firm or any of its affiliates which have been engaged by the Procuring entity

to provide consulting services for the preparation of the design,

specifications, and other documents to be used for the procurement of the

services under this Invitation for tenders.

2.1.4. Tenderers involved in corrupt or fraudulent practices or debarred from

participating in public procurement shall not be eligible.

2.2 Cost of tendering 2.2.1 The Tenderer shall bear all costs associated with the preparation and

submission of its tender, and the procuring entity, will in no case be

responsible or liable for those costs, regardless of the conduct or outcome of

the tendering process.

2.2.2 The price to be charged for the tender document shall not exceed

Kshs.1,000/=. Where the tenderers download documents from KenGen

website, there shall be no cost.

2.2.3 The procuring entity shall allow the tenderer to review the tender document

free of charge before purchase. 2.4 The Tender documents

2.4.1. The tender document comprises of the documents listed below and addenda

issued in accordance with clause 6 of these instructions to tenders



i) Instructions to tenderers

ii) General Conditions of Contract

iii) Special Conditions of Contract

iv) Schedule of Requirements

v) Details of service

vi) Form of tender

vii) Price schedules

viii) Contract form

ix) Confidential business questionnaire form

x) Tender security form xi) Performance security form

2.4.2. The Tenderer is expected to examine all instructions, forms, terms, and

specifications in the tender documents. Failure to furnish all information

required by the tender documents or to submit a tender not substantially

responsive to the tender documents in every respect will be at the tenderers

risk and may result in the rejection of its tender. 2.4 Clarification of Documents

2.4.1. A prospective candidate making inquiries of the tender document may notify

the Procuring entity in writing or by email at the entity’s address indicated in

the Invitation for tenders. The Procuring entity will respond in writing to any

request for clarification of the tender documents, which it receives no later

than seven (7) days prior to the deadline for the submission of tenders,

prescribed by the procuring entity. Written copies of the Procuring entities

response (including an explanation of the query but without identifying the

source of inquiry) will be sent to all prospective tenderers who have received

the tender documents” 2.4.2. The procuring entity shall reply to any clarifications sought by the tenderer

within 3 days of receiving the request to enable the tenderer to make timely

submission of its tender

2.5 Amendment of documents

2.5.1. At any time prior to the deadline for submission of tenders, the Procuring entity,

for any reason, whether at its own initiative or in response to a clarification

requested by a prospective tenderer, may modify the tender documents by

issuing an addendum.

2.5.2. All prospective tenderers who have obtained the tender documents will be

notified of the amendment by email and such amendment will be binding on

them.

2.5.3. In order to allow prospective tenderers reasonable time in which to take the

amendment into account in preparing their tenders, the Procuring entity, at

its discretion, may extend the deadline for the submission of tenders.

2.6 Language of tender

2.6.1. The tender prepared by the tenderer, as well as all correspondence and

documents relating to the tender exchanged by the tenderer and the

Procuring entity, shall be written in English language. Any printed literature

furnished by the tenderer 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 tender, the English translation

shall govern.

2.7 Documents Comprising the Tender

The tender prepared by the tenderer shall comprise the following

Components:

(a) A Tender Form and a Price Schedule completed in accordance

with paragraph 9, 10 and 11 below.

(b) Documentary evidence established in accordance with Clause 2.11

that the tenderer is eligible to tender and is qualified to perform the

contract if its tender is accepted;

(c) Tender security furnished is in accordance with Clause 2.12

(d) Confidential business questionnaire

2.8 Form of Tender

2.8.1 The tenderers shall complete the Form of Tender and the appropriate Price

Schedule furnished in the tender documents, indicating the services to be

performed.

2.9 Tender Prices 2.9.1 The tenderer shall indicate on the Price schedule the unit prices where

applicable and total tender prices of the services it proposes to provide under

the contract.

2.9.2 Prices indicated on the Price Schedule shall be the cost of the services

quoted including all customs duties and VAT and other taxes payable:

2.9.3 Prices quoted by the tenderer shall remain fixed during the term of the

contract unless otherwise agreed by the parties. A tender submitted with an

adjustable price quotation will be treated as non-responsive and will be

rejected, pursuant to paragraph 2.22.

2.9.4 Contract price variations shall not be allowed for contracts not exceeding

one year (12 months)

2.9.5 Where contract price variation is allowed, the variation shall not exceed 25%

of the original contract price.

2.9.6 Price variation requests shall be processed by the procuring entity within 30

days of receiving the request.

2.10 Tender Currencies

2.10.1 Prices shall be quoted in Kenya Shillings unless otherwise specified in the

appendix to in Instructions to Tenderers 2.11 Tenderers Eligibility and Qualifications.

2.11.1 Pursuant to Clause 2.1 the tenderer shall furnish, as part of its tender,

documents establishing the tenderers eligibility to tender and its

qualifications to perform the contract if its tender is accepted. 2.11.2 The documentary evidence of the tenderers qualifications to perform the

contract if its tender is accepted shall establish to the Procuring entity’s

satisfaction that the tenderer has the financial and technical capability

necessary to perform the contract.

2.12 Tender Security 2.12.1 The tenderer shall furnish, as part of its tender, a tender security for the

amount and form specified in the Invitation to tender.

2.12.2 The tender security shall be in the amount not exceeding 0.5 – 2 per cent of

the tender price. (Indicate Specific Amount)

2.12.2 The tender security is required to protect the Procuring entity against the risk

of Tenderer’s conduct which would warrant the security’s forfeiture, pursuant

to paragraph 2.12.7 2.12.3 The tender security shall be denominated in a Kenya Shillings or in another

freely convertible currency and shall be in the form of:

a) A bank guarantee.

b) Such insurance guarantee approved by the Public Procurement

Oversight Authority.

2.12.4 Any tender not secured in accordance with paragraph 2.12.1 and 2.12.3 will

be rejected by the Procuring entity as non responsive, pursuant to paragraph

2.20 2.12.5 Unsuccessful tenderer’s security will be discharged or returned as promptly

as possible as but not later than thirty (30) days after the expiration of

the period of tender validity prescribed by the procuring entity. 2.12.6 The successful tenderer’s tender security will be discharged upon the tenderer

signing the contract, pursuant to paragraph 2.29, and furnishing the

performance security, pursuant to paragraph 2.30. 2.12.7 The tender security may be forfeited:

(a) If a tenderer withdraws its tender during the period of tender validity

specified by the procuring entity on the Tender Form;

or

(b) In the case of a successful tenderer, if the tenderer fails:

(i) To sign the contract in accordance with paragraph 30

Or

(ii) To furnish performance security in accordance with paragraph 31.

(c) If the tenderer rejects, correction of an error in the tender.

2.13 Validity of Tenders 2.13.1 Tenders shall remain valid for Ninety (90) days or as specified in the

invitation to tender after date of tender opening prescribed by the Procuring

entity, pursuant to paragraph 2.18. A tender valid for a shorter period shall be

rejected by the Procuring entity as nonresponsive. 2.13.2 In exceptional circumstances, the Procuring entity may solicit the Tenderer’s

consent to an extension of the period of validity. The request and the responses

thereto shall be made in writing. The tender security provided under paragraph

2.12 shall also be suitably extended. A tenderer may refuse the request without

forfeiting its tender security. A tenderer granting the request will not be

required nor permitted to modify its tender. 2.14 Format and Signing of Tender

2.14.1 The tenderer shall prepare two copies of the tender, clearly / marking each

“ORIGINAL TENDER” and “COPY OF TENDER,” as appropriate. In the

event of any discrepancy between them, the original shall govern.

2.14.2 The original and all copies of the tender shall be typed or written in indelible

ink and shall be signed by the tenderer or a person or persons duly

authorized to bind the tenderer to the contract. All pages of the tender,

except for un-amended printed literature, shall be initialed by the person or

persons signing the tender. 2.14.3 The tender shall have no interlineations, erasures, or overwriting except as

necessary to correct errors made by the tenderer, in which case such corrections

shall be initialed by the person or persons signing the tender. 2.15 Sealing and Marking of Tenders

2.15.1 The tenderer shall seal the original and each copy of the tender in separate

envelopes, duly marking the envelopes as “ORIGINAL” and “COPY.” The

Envelopes shall then be sealed in an outer envelope.

The inner and outer envelopes shall:

(a) be addressed to the Procuring entity at the address given in the invitation

to tender

(b) bear, tender number and name in the invitation to tender and the words:

“DO NOT OPEN BEFORE 10th November 2016 at 10.00A.M,”

2.15.3 The inner envelopes shall also indicate the name and address of the tenderer

to enable the tender to be returned unopened in case it is declared “late”. 2.15.4 If the outer envelope is not sealed and marked as required by paragraph

2.15.2, the Procuring entity will assume no responsibility for the tender’s

misplacement or premature opening. 2.16 Deadline for Submission of Tenders

2.16.1 Tenders must be received by the Procuring entity at the address specified

under paragraph 2.15.2 no later than 10th November 2016 at 10.00A.M 2.16.2 The procuring entity may, at its discretion, extend this deadline for the

submission of tenders by amending the tender documents in accordance with

paragraph 6, in which case all rights and obligations of the procuring entity

and candidates previously subject to the deadline will thereafter be subject to

the deadline as extended. 2.17 Modification and withdrawal of tenders

2.17.1 The tenderer may modify or withdraw its tender after the tender’s

submission, provided that written notice of the modification , including

substitution or withdrawal of the tender’s is received by the procuring entity

prior to the deadline prescribed for the submission of tenders. 2.17.2 The Tenderer’s modification or withdrawal notice shall be prepared, sealed,

marked, and dispatched in accordance with the provisions of paragraph 2.15.

A withdrawal notice may also be sent by email, but followed by a signed

confirmation copy, postmarked not later than the deadline for submission of

tenders. 2.17.3 No tender may be modified after the deadline for submission of tenders.

2.17.4 No tender may be withdrawn in the interval between the deadline for

submission of tenders and the expiration of the period of tender validity

specified by the tenderer on the Tender Form. Withdrawal of a tender during

this interval may result in the Tenderer’s forfeiture of its tender security,

pursuant to paragraph 2.12.7.

16 Tender for Procurement of ……………Services for ……..

2.17.5 The procuring entity may at any time terminate procurement proceedings

before contract award and shall not be liable to any person for the termination.

2.17.6 The procuring entity shall give prompt notice of the termination to the

tenderers and on request give its reasons for termination within 14 days of

receiving the request from any tenderer. 2.18 Opening of Tenders

2.18.1 The Procuring entity will open all tenders in the presence of

tenderers’ representatives who choose to attend, at 10th November 2016 at

10.30A.M and in the location specified in the invitation to tender. The

tenderers’ representatives who are present shall sign a register evidencing their

attendance. 2.18.3 The tenderers’ names, tender modifications or withdrawals, tender prices,

discounts, and the presence or absence of requisite tender security and such

other details as the Procuring Entity, at its discretion, may consider

appropriate, will be announced at the opening. 2.18.4 The procuring entity will prepare minutes of the tender opening which will

be submitted to the tenderers that signed the tender opening register and will

have made the request. 2.19 Clarification of tenders

2.19.1 To assist in the examination, evaluation and comparison of tenders the

procuring entity may at its discretion , ask the tenderer for a clarification of

its tender. The request for clarification and the response shall be in writing,

and no change in the prices or substance shall be sought, offered, or permitted. 2.19.2 Any effort by the tenderer to influence the procuring entity in the procuring

entity’s tender evaluation, tender comparison or contract award decisions may

result in the rejection of the tenderers tender.

2.20 Preliminary Examination and Responsiveness

2.20.1 The Procuring entity will examine the tenders to determine whether they are

complete, whether any computational errors have been made, whether

required securities have been furnished whether the documents have been

properly signed, and whether the tenders are generally in order.


2.20.2 Arithmetical errors will be rectified on the following basis. If there is a

discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail, and the

total price shall be corrected. If the candidate does not accept the correction

of the errors, its tender will be rejected, and its tender security may be

forfeited. If there is a discrepancy between words and figures, the amount in

words will prevail. 2.20.3 The Procuring entity may waive any minor informality or nonconformity or

irregularity in a tender which does not constitute a material deviation, provided

such waiver does not prejudice or affect the relative ranking of any tenderer. 2.20.4 Prior to the detailed evaluation, pursuant to paragraph 23, the Procuring

entity will determine the substantial responsiveness of each tender to the

tender documents. For purposes of these paragraphs, a substantially responsive

tender is one which conforms to all the terms and conditions of the tender

documents without material deviations. The Procuring entity’s determination

of a tender’s responsiveness is to be based on the contents of the tender itself

without recourse to extrinsic evidence. 2.20.5 If a tender is not substantially responsive, it will be rejected by the Procuring

entity and may not subsequently be made responsive by the tenderer by

correction of the nonconformity. 2.21 Conversion to a single currency

2.21.1 Where other currencies are used, the procuring entity will convert those

currencies to Kenya shillings using the selling exchange rate on the date of

tender closing provided by the central bank of Kenya. 2.22 Evaluation and comparison of tenders.

2.22.1 The procuring entity will evaluate and compare the tenders which have been

determined to be substantially responsive, pursuant to paragraph 2.20

2.22.2 The comparison shall be of the price including all costs as well as duties and

taxes payable on all the materials to be used in the provision of the services.

2.22.3 The Procuring entity’s evaluation of a tender will take into account, in addition

to the tender price, the following factors, in the manner and to the extent

indicated in paragraph 2.22.4 and in the technical specifications:

(a) Operational plan proposed in the tender;


(b) Deviations in payment schedule from that specified in the Special

Conditions of Contract; 2.22.4 Pursuant to paragraph 22.3 the following evaluation methods will

be applied:

(a) Operational Plan.

The Procuring entity requires that the services under the Invitation for Tenders

shall be performed at the time specified in the Schedule of Requirements.

Tenders offering to perform longer than the procuring entity’s required

delivery time will be treated as non-responsive and rejected.

(b) Deviation in payment schedule.

Tenderers shall state their tender price for the payment on a schedule

outlined in the special conditions of contract. Tenders will be evaluated on

the basis of this base price. Tenderers are, however, permitted to state an

alternative payment schedule and indicate the reduction in tender price they

wish to offer for such alternative payment schedule. The Procuring entity

may consider the alternative payment schedule offered by the selected

tenderer. 2.22.5 The tender evaluation committee shall evaluate the tender within fifteen

(15) days from the date of opening the tender.

2.22.6 To qualify for contract awards, the tenderer shall have the following:-

(a) Necessary qualifications, capability experience, services,

equipment and facilities to provide what is being procured.

(b) Legal capacity to enter into a contract for procurement

(c) Shall not be insolvent, in receivership, bankrupt or in the

process of being wound up and is not the subject of legal

proceedings relating to the foregoing


(d) Shall not be debarred from participating in public procurement. 2.23. Contacting the procuring entity

2.23.1 Subject to paragraph 2.19, no tenderer shall contact the procuring entity on

any matter relating to its tender, from the time of the tender opening to the

time the contract is awarded. 2.23.2 Any effort by a tenderer to influence the procuring entity in its decisions on

tender evaluation tender comparison or contract award may result in the

rejection of the tenderers tender. 2.24 Award of Contract

a) Post qualification

2.24.1 In the absence of pre-qualification, the Procuring entity will determine to its

satisfaction whether the tenderer that is selected as having submitted the lowest

evaluated responsive tender is qualified to perform the contract satisfactorily. 2.24.2 The determination will take into account the tenderer’s financial and technical

capabilities. It will be based upon an examination of the documentary evidence

of the tenderers qualifications submitted by the tenderer, pursuant to

paragraph 2.1.2, as well as such other information as the Procuring entity

deems necessary and appropriate.

2.24.3 An affirmative determination will be a prerequisite for award of the contract

to the tenderer. A negative determination will result in rejection of the

Tenderer’s tender, in which event the Procuring entity will proceed to the

next lowest evaluated tender to make a similar determination of that

Tenderer’s capabilities to perform satisfactorily.

b) Award Criteria 2.24.3 Subject to paragraph 2.29 the Procuring entity will award the contract to the

successful tenderer whose tender has been determined to be substantially

responsive and has been determined to be the lowest evaluated tender,

provided further that the tenderer is determined to be qualified to perform

the contract satisfactorily.


2.24.4 The procuring entity reserves the right to accept or reject any tender and to

annul the tendering process and reject all tenders at any time prior to

contract award, without thereby incurring any liability to the affected

tenderer or tenderers or any obligation to inform the affected tenderer or

tenderers of the grounds for the procuring entity’s action. If the procuring

entity determines that none of the tenderers is responsive; the procuring

entity shall notify each tenderer who submitted a tender.

2.24.5 A tenderer who gives false information in the tender document about its

qualification or who refuses to enter into a contract after notification of

contract award shall be considered for debarment from participating in future

public procurement. 2.25 Notification of award

2.25.1 Prior to the expiration of the period of tender validity, the Procuring

entity will notify the successful tenderer in writing that its tender has

been accepted.

2.25.2 The notification of award will signify the formation of the Contract subject

to the signing of the contract between the tenderer and the procuring entity

pursuant to clause 2.29. Simultaneously the other tenderers shall be notified

that their tenders have not been successful. 2.25.3 Upon the successful Tenderer’s furnishing of the performance security

pursuant to paragraph 31, the Procuring entity will promptly notify each

unsuccessful Tenderer and will discharge its tender security, pursuant to

paragraph 2.12 2.26 Signing of Contract

2.26.1 At the same time as the Procuring entity notifies the successful tenderer

that its tender has been accepted, the Procuring entity will simultaneously

inform the other tenderers that their tenders have not been successful. 2.26.2 Within fifteen (15) days of receipt of the Contract Form, the successful

tenderer shall sign and date the contract and return it to the Procuring entity.

2.26.3 The parties to the contract shall have it signed within 30 days from the date

of notification of contract award unless there is an administrative review

request.


2.27 Performance Security 2.27.1 Within fifteen (15) days of the receipt of notification of award from the

Procuring entity, the successful tenderer shall furnish the performance security

in accordance with the Conditions of Contract, in the Performance Security

Form provided in the tender documents, or in another form acceptable to the

Procuring entity. 2.27.2 Failure of the successful tenderer to comply with the requirement of

paragraph 2.29 or paragraph 2.30.1 shall constitute sufficient grounds for the

annulment of the award and forfeiture of the tender security, in which event

the Procuring entity may make the award to the next lowest evaluated or call

for new tenders. 2.28 Corrupt or Fraudulent Practices

2.28.1 The Procuring entity requires that tenderers observe the highest

standard of ethics during procurement process and execution of contracts. A

tenderer shall sign a declaration that he has not and will not be involved in

corrupt or fraudulent practices. 2.28.2 The procuring entity will reject a proposal for award if it determines that the

tenderer recommended for award has engaged in corrupt or fraudulent

practices in competing for the contract in question;

2.28.3 Further, a tenderer who is found to have indulged in corrupt or fraudulent

practices risks being debarred from participating in public procurement in

Kenya.


Appendix to instructions to tenderers

The following information for procurement of services shall complement or

amend the provisions of the instructions to tenderers. Wherever there is a conflict

between the provisions of the instructions to tenderers and the provisions of the

appendix, the provisions of the appendix herein shall prevail over those of

the instructions to tenderers

Instructions to tenderers

Particulars of appendix to

instructions to tenderers 2.1 Eligible Tenderers

This Tender is Reserved for Enterprises Owned by Women ONLY.

2.10 Particulars of other currencies allowed. 2.12 Tender Security is not applicable.

Enterprises Owned by Women must fill and sign the Tender-

Securing Declaration Form as provided. The format of the Tender Securing Declaration should be in accordance with the form of Tender Securing Declaration included in Section XII (F) - Standard forms.

2.15.1 Sealing and Marking of Tenders

2.15.1 The tenderer shall be submitted in plain sealed envelopes or

packages not bearing any identification of the Tenderer and

marked on the outside with only the Address, Tender Title and

Closing date as follows:

KGN-GDD-082-2016 – TENDER FOR PROVISION OF

CATERING AND HOUSE KEEPING SERVICES FOR

GEOTHERMAL DRILLING STAFF FIELD

ACCOMMODATION FACILITIES

Tender Closing Date -.10th November 2016 at 10.00A.M.

2.15.2 The submitted tender shall be divided into two separate sections,

each one of them shall be placed in a separate sealed envelope

marked ‘Envelope A’ and ‘Envelope B’. The envelopes shall

then be sealed in an outer envelope.

The inner and outer envelopes shall:


(a) Be addressed to the Procuring entity at the address given

in the invitation to tender

(b) Bear, tender number and name in the invitation to tender

and the words: “DO NOT OPEN BEFORE (day, date and

time of closing),”

The name and address of the Tenderer SHALL only be indicated

on the inner envelopes, ‘Envelope A’ and ‘Envelope B’. In

addition, ‘Envelope B’ SHALL bear the following marking:

“NOT TO BE OPENED WITH ENVELOPE A”.

2.15.3 Envelope A’ will be opened publicly at the time, on the date

and at the place specified in clause 2.18.

Envelope A shall contain the entire tender submission

EXCEPT the financial proposal i.e.

a) The tender security

b) Fully completed Confidential Business Questionnaire

c) Notarized Power of Attorney for the person(s) signing

the tender on behalf of the joint venture or consortium

d) All the mandatory documents and information specified

in Clause 6.3.1 of these Instructions to Tenderers

e) The technical requirements and information specified in

Clause 6.3.2 of these Instructions to Tenderers.

f) Any further documentation the Tenderer wishes to

submit to detail its Technical offer.

2.15.4 Envelope B’ will be opened only in the event that the contents of

“Envelope A” are considered to be fully compliant. Unqualified

Tenderers will have their ‘Envelope B’ returned unopened.

Qualified Tenderers will be notified of the time, date and place

for the public opening of ‘Envelope B’.

‘Envelope B’ shall contain:-

a) Fully completed Form of Tender.


b) Fully completed Price Schedules A to G and Summary of

Price Schedules.

c) Any further documentation the Tenderer wishes to submit

to detail its Financial offer.

2.15.5 The inner envelopes shall also indicate the name and address of

the tenderer to enable the tender to be returned unopened in case

it is declared “late”.

2.15.6 If the outer envelope is not sealed and marked as required by

paragraph 2.15.2, the Procuring entity will assume no

responsibility for the tender’s misplacement or premature

opening.

2.15.7 The tender shall be submitted in the original, so marked, and two

copies marked “copy” in separate sealed envelopes and

delivered to the address specified under clause 2.15.2.

2.15.8 Should there be any discrepancies between entries in the original

and the other copies, the entries in the original tender shall be

deemed to be correct. Should there be discrepancies between

unit costs and totals, the unit costs shall be deemed to be correct.

2.16.1 DEADLINE FOR TENDER SUBMISSION:

a) Day: Tuesday b) Date: 10th November 2016 c) Time: 10.00A.M d) Venue:- Kenya Electricity Generating Company Offices; Stima Plaza

Phase III, Kolobot Road, Parklands, Nairobi, Kenya

2.22 ENVELOPE A: TECHNICAL PROPOSAL

The following shall be the evaluation Criteria: FOR THE TECHNICAL PROPASAL LABELED ENVELOPE A:

A)Preliminary /Mandatory Criteria

Certificate of Incorporation/ Registration. Valid Tax Compliance or exemption Certificate Duly completed Tender Securing Declaration Form as provided Sequential pagination/Serialization of all pages in the tender

document Submission of an ORIGINAL and Two COPIES of the tender

document Valid and current target group certificate(Enterprises Owned

By Women) Mandatory Confidential Questionnaire as provided.


Company Profile

Copies of certificates of business registration and details of

principal place of business.(Attach evidence and Map)

Relevant NEMA certifications/ letters of approval for handling

and transporting wastes.

Duly filled, signed and stamped Confidential Business

Questionnaire as provided

Written undertaking that should the tender be awarded the

contract they shall process to have a Workman’s Compensation

and Group Personal Accident Insurance, Third Party of Public

Liability Insurance

Certificate of Good Conduct for the Director (s) of the firm.

Duly completed and signed and stamped form of tender B) Technical Evaluation Requirements

Major items of appropriate equipment or leased/hired. (Attach

documentary evidence.

Qualifications and experience of key site management and

technical personnel proposed for the Contract.

Catering staff Food Handling Licenses

Pest Control Board License for Pest Control Services.

Occupation/Health and safety Profile

Method of work Statement- include staff skills, deployment, and

methodology in executing scope of work.

Relevant Qualifications of one key management staff and one

technical personnel proposed for the Contract to include their

current CVs and academic qualifications.

List of equipment proposed to execute the contract, their

location and proof of ownership (own, hire or lease).

Provide evidence of financial capacity to undertake the contract (Kes.30m) e.g. a valid financing commitment for this specific procurement issued by a recognized financial institution addressed to KenGen.

Substantial Responsiveness to all technical Specifications provided


Detailed Technical (Envelope “A”) Evaluation Score Sheet

No Description Max

Score

1. Evidence of the relevant Certified NEMA Certificates/Letters of approval for the bidder OR Certified copies of contracts between the bidder and the service providers for the services the below:

a. License to Handle and Transport waste (1)

b. License to dispose hazardous

waste (1)

c. License to dispose biodegradable waste (1)

d. License to dispose Bottles, Plastic & polythene waste (1)

e. License to handle sanitary bins

and disposal of the waste (1)

f. License to undertake exhauster

services(1)

6

2 Physical Facilities

a) List of detergents, chemicals, pesticide other appropriate consumables related to the cleaning services offered. Indicate the description and trade names of each consumable and categorize them as per the nature of service they will be used for. (4)

b) Breakdown of machines, equipment/tools related to the services to be provided. (4)

c) Personal protective equipment list.(2)

10

3 Experience/Reputation

Tenderers work experience a) Below 3years (1) b) 3-4 years (3) c) Above 5 years (5)

5

4 Supervisors and Managers must have: -

a) K S C E Certificate; b) Certificate of Good Conduct; c) Certificate/Diploma in relevant courses such

as housekeeping and communication/ managerial skills;

(i) Certificate (1) (ii) Diploma (2)

10


(iii)Three years relevant working experiences (1) (iv) Letter of recommendation from previous

area of operation (1)

(v) At least five (5) fire marshals and five (5)

first aiders among the staff (5). 5 Submission of Work plan

a) Number of staff to be deployed in each

specific areas of service as provided in the Bill of Quantities. This shall include a

statement that the intended wage rate is above or below minimum that allowed in

accordance to the labor law. i. Minimum wage (0)

ii. Above minimum wage (1) b) Training Schedule (1) c) Supervisor’s daily checklist (2) d) Waste handling procedure i.e.

biodegradable, hazardous, Bottles, Plastic, polythene and septic wastes (10)

e) Food Handling Procedures-(7) f) Safety measures including emergency or

contingency measures in terms of staffing for any eventuality (2)

g) Methodology of execution(2)

25

6 a) Record of poor performance or termination of contract by KenGen on any previous contracts (0)

b) Record of very good performance and non-

Termination by KenGen on any previous

contract (2)

2

7 Financial capabilities and attach certified supporting documents a) Current Ratio (at least 1:1.5) (4) b) Acid Test (at least 1:1) (3) c) Annual turnover greater than 50 million)

(3)

10

8 Adequacy of proposed facilities and Kitchenware (attach supporting documents)

10

9 Availability of transport facilities (attach proof of ownership or Lease agreement)

10

10 Public Health Certificate for proposed Personnel

8

11 Document Presentation (4) 4

Total Score 100%

Tenderers MUST attain the 80% minimum pass mark to be deemed

successful.

NB: KenGen at its own discretion may carry out due diligence of the

successful bidder before Contract negotiations.


ENVELOPE B: FINANCIAL PROPOSAL

The following shall be the evaluation Criteria: FOR THE FINICIAL PROPASAL LABELED ENVELOPE B

C)Financial Evaluation (Technically compliant tenderers only)

Financial (Envelope “B”) Evaluation

Must contain a signed and stamped tender form and

The price schedule

Opening of Financial Proposals

KenGen shall notify the Tenderers who have secured the minimum

qualifying score in the technical evaluation, indicating the date and

time set for opening the Financial Proposals. The notification may

be sent by registered letter, facsimile or electronic mail. The

Financial Proposals shall be opened publicly in the presence of the

Tenderers representatives who choose to attend. The Technical

Scores and the proposed prices shall be read aloud and recorded

when the Financial Proposals are opened.

KenGen’s evaluation of a tender will exclude and not take into

account any allowance for Price adjustment during the period of

execution of the contract

Award shall be based on the total lowest evaluated

price for all items


SECTION III

GENERAL CONDITIONS OF CONTRACT

TABLE OF CONTENTS

3.1 Definitions

3.2 Application

3.3 Standards 3.4 Use of contract documents and information

3.5 Patent Rights

3.6 Performance security

3.7 Inspections and tests

3.8 Payment

3.9 Prices 3.10 Assignment

3.11 Termination for default

3.12 Termination for insolvency

3.13 Termination for convenience

3.14 Resolution of disputes

3.15 Governing language

3.16 Force majeure 3.17 Applicable law

3.18 Notices


3.1 Definitions

In this contract the following terms shall be interpreted as indicated:

a) “The contract” means the agreement entered into between the Procuring

entity and the tenderer as recorded in the Contract Form signed by the

parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

b) “The Contract Price” means the price payable to the tenderer under the

Contract for the full and proper performance of its contractual

obligations.

c) “The services” means services to be provided by the contractor including

materials and incidentals which the tenderer is required to provide to the

Procuring entity under the Contract.

d) “The Procuring entity” means the organization sourcing for the services

under this Contract.

e) “The contractor means the individual or firm providing the services under

this Contract.

f) “GCC” means general conditions of contract contained in this section

g) “SCC” means the special conditions of contract

h) “Day” means calendar day 3.2 Application

These General Conditions shall apply to the extent that they are not

superceded by provisions of other part of contract. 3.3 Standards

3.3.1 The services provided under this Contract shall conform to the 7 standards

mentioned in the Schedule of requirements


3.5 Patent Right’s

The tenderer shall indemnify the Procuring entity against all third-party

claims of infringement of patent, trademark, or industrial design tights

arising from use of the services under the contract or any part thereof. 3.6 Performance Security

Within fifteen (15) days of receipt of the notification of Contract

award, the successful tenderer shall furnish to the Procuring entity the

Performance security where applicable in the amount specified in Special

Conditions of Contract. 3.6.2 The proceeds of the performance security shall be payable to the Procuring

entity as compensation for any loss resulting from the Tenderer’s failure to

complete its obligations under the Contract.

3.6.3 The performance security shall be denominated in the currency of the Contract

or in a freely convertible currency acceptable to the Procuring entity and

shall be in the form of:

a) A bank guarantee.

b) Such insurance guarantee approved by the Public Procurement

Oversight Authority.

3.6.4 The performance security will be discharged by the procuring entity and

returned to the candidate not later than thirty (30) days following the date of

completion of the tenderer’s performance of obligations under the contract,

including any warranty obligations under the contract. 3.7 Inspections and Tests

3.7.1 The Procuring entity or its representative shall have the right to inspect

and/or to test the services to confirm their conformity to the Contract

specifications. The Procuring entity shall notify the tenderer in writing, in a

timely manner, of the identity of any representatives retained for these

purposes. 3.7.2 The inspections and tests may be conducted on the premises of the tenderer

or its subcontractor(s). If conducted on the premises of the tenderer or its

subcontractor(s), all reasonable facilities and assistance, including access to


drawings and production data shall be furnished to the inspectors at no charge

to the Procuring entity. 3.7.3 Should any inspected or tested services fail to conform to the Specifications,

the Procuring entity may reject the services and the tenderer shall make

alterations necessary to meet specification requirements free of cost to the

Procuring entity. 3.7.4 Nothing in paragraph 3.7 shall in any way release the tenderer from any

warranty or other obligations under this Contract. 3.8 Payment

3.8.1 The method and conditions of payment to be made to the tenderer under this

Contract shall be specified in SCC 3.9 Prices

Prices charged by the contractor for services performed under the Contract

shall not, with the exception of any Price adjustments authorized in SCC , vary

from the prices by the tenderer in its tender or in the procuring entity’s request

for tender validity extension as the case may be. No variation in or

modification to the terms of the contract shall be made except by written

amendment signed by the parties. 3.10 Assignment

The tenderer shall not assign, in whole or in part, its obligations to perform

under this contract, except with the procuring entity’s prior written consent. 3.10 Termination for Default

The Procuring entity may, without prejudice to any other remedy for breach

of Contract, by written notice of default sent to the tenderer, terminate this

Contract in whole or in part:

a) if the tenderer fails to provide any or all of the services within the period(s)

specified in the Contract or within any extension thereof granted by the

Procuring entity.

b) if the tenderer fails to perform any other obligation(s) under the Contract.


c) if the tenderer, in the judgment of the Procuring entity, has engaged in

corrupt or fraudulent practices in competing for or in executing the

Contract.

In the event the Procuring entity terminates the Contract in whole or in part,

it may procure, upon such terms and in such manner as it deems appropriate,

services similar to those undelivered, and the tenderer shall be liable to the

Procuring entity for any excess costs for such similar services.

3.12 Termination of insolvency

The procuring entity may at the any time terminate the contract by giving

written notice to the contractor if the contractor becomes bankrupt or

otherwise insolvent. In this event, termination will be without compensation

to the contractor, provided that such termination will not produce or affect any

right of action or remedy, which has accrued or will accrue thereafter to the

procuring entity.

3.13 Termination for convenience

3.13.1 The procuring entity by written notice sent to the contractor may terminate

the contract in whole or in part, at any time for its convenience. The notice

of termination shall specify that the termination is for the procuring entity’s

convenience, the extent to which performance of the contractor of the

contract is terminated and the date on which such termination becomes

effective.

3.13.2 For the remaining part of the contract after termination the procuring entity

may elect to cancel the services and pay to the contractor an agreed amount

for partially completed services. 3.14 Resolution of disputes

The procuring entity’s and the contractor shall make every effort to resolve

amicably by direct informal negotiations any disagreement or dispute arising

between them under or in connection with the contract.

If after thirty (30) days from the commencement of such informal negotiations

both parties have been unable to resolve amicably a contract dispute either

party may require that the dispute be referred for resolution to the formal

mechanisms specified in the SCC.


3.15 Governing Language

The contract shall be written in the English language. All correspondence

and other documents pertaining to the contract, which are exchanged by the

parties, shall be written in the same language. 3.16 Force Majeure

The contractor shall not be liable for forfeiture of its performance security,

or termination for default if and to the extent that its delay in performance or

other failure to perform its obligations under the Contract is the result of an

event of Force Majeure.

3.17 Applicable Law.

The contract shall be interpreted in accordance with the laws of Kenya

unless otherwise specified in the SCC

3.18 Notices

Any notices given by one party to the other pursuant to this contract shall be

sent to the other party by E-mail and confirmed in writing to the other party’s

address specified in the SCC

A notice shall be effective when delivered or on the notices effective date,

whichever is later.

3.19 Taxes

3.19.1 "Taxes" means all present and future taxes, levies, duties, charges,

assessments, deductions or withholdings whatsoever, including any

interest thereon, and any penalties and fines with respect thereto,

wherever imposed, levied, collected, or withheld pursuant to any

regulation having the force of law and "Taxation" shall be construed

accordingly.

3.19.2 Local Taxation

Nothing in the Contract shall relieve the Contractor and/or his Sub-

Contractors from their responsibility to pay any taxes, statutory

contributions and levies that may be levied on them in Kenya in respect of

the Contract. The Contract Price shall include all applicable taxes and shall

not be adjusted for any of these taxes.


3.19.3 The Contractor shall be deemed to be familiar with the tax laws in the

Employer's Country and satisfied themselves with the requirements for all

taxes, statutory contributions and duties to which they may be subjected

during the term of the Contract.

3.19.4 In instances where discussions are held between the Employer and the

Contractor regarding tax matters, this shall not be deemed to constitute

competent advice and hence does not absolve the Contractor of their

responsibility in relation to due diligence on the tax issue as per 3.19.2

above.

Tax Deduction

3.19.5 If the Employer is required to make a tax deduction by Law, then the

deduction shall be made from payments due to the Contractor and

paid directly to the Kenya Revenue Authority. The Employer shall upon

remitting the tax to Kenya Revenue Authority furnish the Contractor with

the relevant tax deduction certificates.

3.19.6 Where the Contractor is paid directly by the Financiers and the Employer

is not able to deduct tax, then the Contractor will be required to pay the

tax deduction to Kenya Revenue Authority in the name of the Employer

and furnish the Employer with an original receipt thereof as evidence of

such payment. In absence of the said evidence, the Employer will not

process any subsequent payments to the Contractor.

Tax Indemnity

3.19.7 The Contractor shall indemnify and hold the Employer harmless from and

against any and all liabilities, which the Employer may incur for any

reason of failure by the Contractor to comply with any tax laws arising

from the execution of the Contract whether during the term of the

Contract or after its expiry.


3.19.8 The Contractor warrants to pay the Employer (within fourteen (14) days

of demand by the Employer), an amount equal to the loss, liability or cost

which the Employer determines has been (directly or indirectly) suffered

by the Employer for or on account of the Contractor’s Tax liability arising

from the Contract.

3.19.9 Where the amount in 3.19.8 above remains unpaid after the end of the fourteen

(14) days moratorium, the Employer shall be entitled to compensation for

financing charges.


SECTION IV

SPECIAL CONDITIONS OF CONTRACT

4.1 Special conditions of contract (SCC) shall supplement the general conditions of

contract, wherever there is a conflict between the GCC and the SCC, the

provisions of the SCC herein shall prevail over those in the GCC.

4.2 Special conditions of contract with reference to the general conditions of

contract.

4.3 Definitions

In this Contract, except where context otherwise requires, the following terms shall be interpreted as

indicated;

“KenGen” means Kenya Electricity Generating Company Limited of Stima Plaza, Kolobot

Road, Parklands, and P.O. BOX 47936 – 00100 GPO, Nairobi, Kenya and includes its legal

representatives, successors or assigns who employs the Contractor to carry out the Works.

“Schedule of Quantities” means the priced and completed Schedule of Quantities forming part

of the tender.

“The Completion Date” means the date of completion of the Works as certified by the

KenGen’s Representative.

“The Contract” means the agreement entered into by KenGen and the Contractor as recorded in

the Agreement Form and signed by the parties.

“The Contractor” refers to the person or corporate body whose tender to carry out the Works has

been accepted by KenGen.

“The Contractor’s Tender” is the completed tendering document submitted by the Contractor

to KenGen.

“The Contract Price” is the price stated in the Letter of Award.

“Days” are calendar days; “Months” are calendar months.

“A Defect” is any part of the Works not completed in accordance with the Contract.

“Equipment” is the Contractor’s machinery and vehicles brought temporarily to the Site for the

execution of the Works.

“Site” means Drilling site and/or Camp site at Olkaria Geothermal Project, along Moi Southlake


Road, about 40 km from Naivasha where the Works are to be carried out, or any other drilling site

being developed by KenGen as mentioned in clause 5.4 c).

“KenGen’s Representative” is the person appointed by KenGen and notified to the Contractor for

the purpose of supervision of the Works.

“Start Date” is the date when the Contractor shall commence execution of the services.

“A Subcontractor” is a person or corporate body who has a Contract with the Contractor to

carry out a part of the Work in the Contract, which includes Work on the Site.

“Temporary works” are works designed, constructed, installed, and removed by the Contractor

which are needed for carrying out of the Servcies.

“The Works” are the Catering and Cleaning Services as specified in this Contract.

4.4 Scope of Work and Obligations.

Kenya Electricity Generating Company (KenGen) is the leading power producer in the country,

generating about 80% of power consumed in Kenya. On its quest to expand geothermal energy,

KenGen aims at bringing in an additional 2500MW by the year 2025. This is in line with

Government effort to make power available for the realization of Vision 2030.

The Drilling department is tasked with the role of drilling geothermal wells to ensure that we

meet the company targets. Geothermal drilling projects require that drilling staff stay on site

as they work on a 12-hour shift. The drilling crew needs essential catering and cleaning services

which are important for their wellbeing to ensure enhanced performance at their work place

during the drilling operations.

The current contract for provision of catering and housekeeping services expires on 30th of

November 2016 and requires a new contract in place by then to ensure a smooth transition and

zero interference in the drilling operations.

4.4.1 Scope of Work

This consists of:

a) Providing hot, clean, safe and well balanced breakfast, lunch, dinner, midnight t e a

a n d s n a c k s , ten and four o’clock tea to drilling operations crew on shift at KenGen’s

Geothermal drilling sites.

b) Providing cleaning and laundry services, fumigation, garbage collection and sanitary

services as well as providing purified mineral water for drinking at the drilling site as

per specifications in section E below.

c) The drilling sites shall be located but not limited to Olkaria and Eburru areas. The

approximate distances from Naivasha town to these site areas are given under


section E of this Tender Document.

4.4.2 Obligations of KenGen

KenGen shall provide the Contractor with:-

a) Adequate working space at the site.

b) Clean Water.

c) Electricity.

d) A site office

e) Three (3) accommodation containers with a total bed capacity of twenty (20). Contractor shall arrange for accommodation for his extra staff that will not be accommodated at the

camp site.

f) One Dining room at the drilling rig sites (3No.) each equipped with: -

o dining tables,

o stackable chairs

g) Two Dining rooms at the Camp site each equipped with:-

o dining tables

o stackable chairs

h) Two Kitchens at the Camp site each equipped with:-

i.working table

ii.electric cooker

iii.electric fryer iv.4-ranger gas cooker

v.refrigerator

vi.deep freezer/chiller

vii.electric oven

viii.Water heater

ix.2-bowl sink

x.two fire extinguishers

xi.Smoke detectors

i) Stores for keeping food stuff

j) Personnel shift/standby Rota.

KenGen will replace or repair its Equipment’s provided to the Contractor in the event of

normal wear and tear.

4.4.3 Obligations of Contractor

The Contractor besides carrying out all obligations to be performed or observed as stipulated

in this Contract, the cost of which is deemed to be included in the Contractors charges for the

Catering and Cleaning services, shall undertake the following:-

a) Give an indication of the labor costs (all prices per man/day).

b) Indicate their staff levels from cleaner, housekeeper, waiter, chef to supervisor/

manager.

c) Provide a description of the work plan (all activities involved in carrying out the works)


d) Purchase, prepare, transport and serve the drilling crew staff with hot, clean, safe

and well balanced breakfast, lunch, dinner, midnight tea and snacks, ten and four

o’clock tea at the drilling sites

e) Provide all foodstuff, utensils, cutlery, consumables and manpower required to

perform the Works.

f) Provide catering and cleaning staff uniforms.

g) Provide Cleaning Services for all Containerized Offices and Dormitories at the

Drilling Site including their washrooms.

h) Provide Laundry services which includes but not limited to Laundering of bed linens,

overalls, towels, curtains, staff clothing at all Drilling Camp Living Quarters

(Dormitories)

i) Garbage Collection & disposal, Fumigation and Sanitary Services as per specifications

in section E below.

j) Provide Purified Mineral water for drinking at the Drilling Site.

k) In event of failure of KenGen appliances listed in 5.2 h (ii-viii), the contractor shall

provide standby kitchen appliances required to perform the works. The contractor

will charge day rates for such appliances until replaced by KenGen.

l) Ensure that KenGen’s equipment’s as well as the contractor’s equipment is safe,

clean and in good conditions at all times. (In the event of breakdown of KenGen’s

equipment due to negligence, the Contractor shall replace the equipment at own cost).

m) Observe punctuality at providing all catering and cleaning services.

4.4.4 Contractor’s Personnel, Transport and Accommodation

a) Contractor’s Personnel

The Contractor shall provide fully qualified and experienced Personnel to carry out the

Services. As part of their tender, the Tenderer shall provide C.Vs of personnel they

propose to perform the Contract.

b) Medical Care

The Contractor shall be liable for all medical expenses of their personnel. The

successful Tenderer shall maintain a well-stocked First Aid Box on Site at all times.

c) Transport and Accommodation

Transportation of Contractors’ Personnel, goods (food/foodstuff), materials,

consumables, and equipment to and from Site or any other movement that the

Contractor might want to make in order to meet their obligations in this Contract shall

be arranged and paid for by the Contractor, and the cost thereof shall be deemed to be

included in the Contract price and shall not be shown separately.

Olkaria Geothermal Project is located within Hells Gate National Park. The

Contractor, their personnel and agents must adhere to all the Park rules and should be

familiar with these rules. While working at the camp Site, the Contractor shall provide

accommodation for their personnel outside the Olkaria Geothermal Project and outside

the Hells Gate National Park, or away from the camp site if the field being developed


is away from Olkaria.

The Drilling site and the Camp site can be relocated to other areas where KenGen

plans to drill geothermal wells. Such other area includes but is not limited to

Eburru.

General conditions of contract referenc

e

Special conditions of contract

3.1.(a)

The contract period shall be 12 months which may be renewed for a further 12 months, subject to satisfactory performance for the first 12 month.

3.6 Performance security shall be in the

amount of 1% of the contract price

3.9 Prices shall be fixed during the

Supplier’s performance of the

Contract and not subject to variation

on any account

3.14.1 Arbitration where necessary shall be by the Chartered Institute of Arbitrators Kenya Chapter or other International body.


SECTION V

TECHNICAL SPECIFICATIONS

6.1.1 Staffing

i. All staff should be fluent in English and Kiswahili.

ii. The staff should be of high moral integrity and with the relevant testimonials e.g.

Certificate of Good Conduct.

iii. All staff should at all times be in branded uniforms – skirt/pair of trousers and blouse/shirts

i.e. conspicuously labeled (Joint i.e KenGen/Service provider labelling shall be done

before production of these uniforms).

iv. Staff shall have presentable and suitable footwear for use in their respective areas of work.

v. The staff to have clean, well maintained uniforms for daily use bearing in mind that the

company hosts high level functions and visitors.

vi. Staff should always be presentable smart and note that staffs who wear dirty and/or torn

uniforms shall be denied entry to the company premises.

vii. The Company reserves the right to request immediate removal of any staff member of the

contractor if in its opinion such staff is no longer desirable. The contractor shall arrange to

immediately replace the staff so removed and advise the company of its action accordingly.

viii. The company should be informed in case of any staff movements and rotations.

ix. The recommended and generally accepted safety, health and occupational measures for the

staff should be complied with.

x. Deploy adequate number of staff. The company reserves the right to request for additional

staff at contractor’s cost if the number proposed is not adequate.

xi. Staff shall be provided with protective clothing including branded rain coats (when

necessary) gum boots, overalls, helmets, safety boots, hand gloves, face masks and other

clothing recommended by the Occupational Safety and Health Act and the Labour Laws.

xii. Staff shall be on shift basis as Drilling is a 24hour operation.

6.1.2 Catering and Specification Details

The proposed menu shall contain but not limited to:

Meal Proposed Menu Remarks

Breakfast Tea/Coffee/Milo/Chocolate/ Porridge

with

Sausage (2) & toast or

Eggs (2) & toast or

Eggs (2) and Mandazi (2)

fruit

Breakfast for both day and

night workers will be served

at the camp between 6:30am –

9:30 am.

10am Tea & Snacks Tea/Coffee/Milo/Chocolate/ Porridge

Sandwiches (2)

Day workers to be served at

the drilling Site.

4pm tea break Tea/Coffee/Milo/Chocolate/

Porridge

Day workers to be served at

the drilling Site.


Lunch & Dinner To have at least one-week variety of foods and food preparation as follows:-

a) Protein b) Starch c) Vegetables d) Fruit

Lunch for day workers will be served at drilling site while night workers will take lunch at the camp site between 12:45pm – 2:00pm

Dinner for both day and night workers will be served at the camp between 6:30pm – 9:30pm.

Midnight tea and

snacks

Tea/Coffee/Milo/Chocolate/ Porridge

Sandwiches (2)

Mid-night tea and snacks will

be served at the drilling sites

to the night workers between

11:30 pm – 01:00am.

Special diet a) As per the doctor’s letter for

approximately 10 persons

Lunch and Dinner

Extra b) Two types of vegetarian menus to be

provided for at all times

During lunch and dinner

Areas to tender for cleaning service

6.2.1 Rig Site Offices and Accommodation Facilities for KenGen Rig 1

No. Description Quantity

1 40ft containerized units partitioned into two with each partition having an office

with a bed c/w bedding, wardrobe , desk, chair, desk top computer and laser jet

printer, a window type air conditioning unit, toilet and shower, hand basin with

a tap.

2

2 40ft containerized units partitioned into two with one partition having two beds

c/w bedding, wardrobe, and the other partition a desk, chairs, desk top computer

and laser jet printer, on either side fitted with a toilet and shower, hand basin

with a tap and a window type air conditioning unit

5

3 40ft containerized unit partitioned into two offices each fitted with a desk and

chairs.

2

4 40ft Ablution block with two showers, three toilets and a urinal with a double

fiberglass hand basin with a tap.

1

5 40ft Dining room fitted with dining tables and stacked chairs and a cupboard. 1

6 Security guard room with a chair and table and steel lockers. 1


6.2.2 Rig Site Offices and Accommodation Facilities for KenGen Rig 2


1 40ft containerized units partitioned into two with each partition having an office

with a bed c/w bedding, wardrobe , desk, chair, desk top computer and laser jet

printer, a window type air conditioning unit, toilet and shower, hand basin with

a tap.

2

2 40ft containerized units partitioned into two with one partition having two beds

c/w bedding, wardrobe, and the other partition a desk, chairs, desk top computer

and laser jet printer, on either side fitted with a toilet and shower, hand basin

with a tap and a window type air conditioning unit

5

3 40ft Ablution block with two showers, three toilets and a urinal with a double

fiberglass hand basin with a tap.

1



6.2.3 Rig Site Offices and Accommodation Facilities for KenGen N370 Rig


1 40ft containerized unit partitioned into two offices each fitted with a desk chair,

desk top computer and laser jet printer, a window type air conditioning unit.

1

2 20ft containerized unit with a table, chair and cupboard 4



NB: The details captured above are for each drilling rig located at different sites

6.2.4 Rig Base Camp for 3 rigs sharing

Base camp for about 200 people comprising of:-

No Description Quantity

1 Four-man accommodation rooms partitioned into two – each partition with 2 beds c/w beddings, toilet and shower, smoke detectors, two window type air conditioning units, two fire extinguishers, book shelves, steel lockers

17


2 Eight Man Workers accommodation partitioned into two – each partition with 4 beds c/w beddings, toilet and shower, smoke detectors, two window type air conditioning units, two fire extinguishers, steel lockers

19

3 Dining rooms with smoke detectors, two window type air conditioning units, two fire extinguishers, white board c/w pen and eraser, wooden dining table, twenty stackable chairs

2

4 Ablution units – approximately 6 toilets and 6 showers 2

5 Offices – with smoke detectors, two window type air conditioning units, two fire extinguishers, 3 desks, 3 swivel chairs, book shelves, steel lockers, desk lamps, reading lamps, desk top computer and laser jet printer.

2


6.2.5 Cleaning entails but is not limited to:-

i. Cleaning Containerized Offices/Facilities

a) The floors should be swept and damp mopped once daily using approved detergents. The

floors should always be kept clean and dry

b) ALL container walls, internally and externally, should be wiped once a week with

detergents approved by the client to remove all marks and stains.

ii. All Kitchens

These should be damp mopped, dust floor screed, scrub, apply polish, and machine buffed

with approved detergent daily. They should be kept clean and dry all the time. Dust, clean

and wipe all furniture, fittings, electronics and electric appliances using approved

detergents.

iii. All Bathrooms and Toilets

a) ALL toilet floors should be wiped and mopped, kept dry and disinfected using approved

disinfectants continuously and always kept clean. Scrub, brush and disinfect the inside and outside toilet bowls under the rim, toilet seat, toilet cover and flush both the Asian and

English type toilet.

b) Ensure availability of tissue paper and hand towel at all times

c) Any system failures such as leakages should be reported for prompt repair.

iv Basins, Sinks and Urinals

Scrubbing with suitable detergent and disinfecting twice daily. Disinfect daily all hand-

touch facilities i.e. door handles, wipe mirrors flush and tap handles to be wiped and polished.

Removal of marks noticed and reporting of any leakages always.


v. Provision of Toilet Papers and Fresheners

a) Supply moth balls, sanitary blocks, self-dispensing air fresheners, liquid hand washing soap, high quality brilliant white toilet papers and hand tissues throughout the day and refilling

them all the time.

b) Samples of the toilet paper, hand tissue, hand soap and fresheners should be approved by the

employer.

vi. Fumigation, Sanitary Services and Garbage Collection and Management

a) Fumigation shall be on quarterly basis using the approved chemicals as per the NEMA &

Kenya Pest Control Board Regulations and/or any other law and the exercise shall be executed in accordance to the laws.

b) Sanitary services shall entail provision of sanitation bins, emptying, cleaning and ensuring that they remain odourless throughout. The sanitary bins must be heavy duty pedal

for hands-free sanitary refuse disposal type. The bins should be emptied twice a month, as and when required.

c) All Dust Bins/Waste Paper Baskets, Shredders bins and Ashtrays must always be emptied and cleaned. Ensure the refuse chute and rubbish collection areas are cleaned at all

times.

d) The Contractor to supply dustbin, dustbin-lining, polythene bags 1000 gauge in all bins

at all times. e) Garbage within all the contracted areas should be collected daily, segregated, weighed and

disposed to the local authority designated sites as per NEMA Regulations. The category

of waste emitted from KenGen Drilling Operations is categorized as:-

1) Biodegradable

2) Hazardous waste

3) Bottles/Plastics and polythene

4) Sanitary dressings

5) Sludge

6) Oily rag

vii. Linen, Towels, Overalls and staff clothing

All bed linen, towels, overalls and staff clothing should be laundered /dry cleaned, disinfected

and pressed.

viii. All Equipment, Furniture and Fittings

a) All desks, chairs and storage units (wooden or metal) should always be cleaned and

polished using the appropriate polish and any stains removed.

b) Computers, printers, photocopiers, shredders and typewriters should be dusted and

cleaned daily. c) All furniture covered with fabric should be shampooed and sanctioned cleaned once a

month. Discoloration and stains removed as and when necessary. Excess water should be mechanically sucked and chairs dried in readiness for the next day of business. Care

should be taken to ensure that the fabric is not damaged during cleaning. The contractor will be liable for any damage. Plastic Chairs should always be kept clean.


ix. Doors and Partitions

a) All doors and doors handles must be cleaned and disinfected daily and polished once a week.

b) All door hinges should be oiled regularly when need arises. The oil should be supplied and

applied by the contractor and should be non-staining. c) All office partitions should be wiped daily.

x. Curtains, Blinds and Shears

a) All curtains and blinds, should be laundered/dry cleaned and pressed once a month but

shears will be cleaned fortnightly or as determined by KenGen from time to time.

xi. Exhausting septic tanks

a) The Contractor should continuously monitor the levels and empty the septic tanks and

dislodge them as and when need arises. b) The Contractor will bear the cost of exhausting and transporting (according to NEMA

requirements) t h e sludge to the local authority designated sewage disposal sites.

xii. Security Guard Rooms

a) These should be swept, mopped daily and scrubbed once a week and applicable wax/polish applied.

b) Chairs and Tables should also be dusted and wiped daily.

c) Security Lights and Fire Extinguishers should always be cleaned and wiped all the time under supervision of KenGen Staff.

NOTE: All daily cleaning must be done first thing in the morning by 8:30am using the approved

detergents.


Appendixes for instructions to Tenderer

CATERING SERVICES

SLR

1. Provision of breakfast, ten o’clock tea with snacks, lunch, 4pm tea, dinner and midnight tea

and snacks on a daily basis strictly served between .6.30am-9.30am, 10am-11.30am,

12.45pm-2pm, 4pm-5pm, 6.30pm-9.30pm and 11.30pm-1am respectively.

SLA

2. Provision of an assorted of beverages (Tea, Coffee, Milo, Chocolate & Porridge), two (2)

sausages and toast or two (2) eggs and toast or two (2) eggs and two (2) Mandazi plus a fruit

during breakfast.

3. Provision of an assorted of beverages (Tea, Coffee, Milo, Chocolate & Porridge) and

sandwiches (2) during ten (10) o’clock and Midnight.

4. Provision of an assorted of beverages (Tea, Coffee, Milo, Chocolate & Porridge during at

4pm.

5. Provision of two course meals comprising of 2 starches (rice, ugali and chapati), 2 proteins

(Fish/beef/mutton/chicken and Beans/green grams/peas), assorted vegetables

(kales/cabbages/spinach/kienyeji) and fruits on season during lunch and dinner.

N/B: The Menu for the entire week should be seen and agreed upon by a KenGen representative.

The contractor should ensure that all meals besides breakfast and dinner will be transported

in a hygienic manner to the KenGen Rigs, Hired Rigs, water and brine pumping stations.

It is also the duty of the contractor to ensure that all staff sign before they eat any meals.

These duly signed forms will be utilized in the preparation of the invoices at the end of the

month.

CLEANING & LAUNDRY SERVICES

SLR

1. Provision of cleaning services at the rig base camp and all the other KenGen rigs (KGN 1,

KGN 2 and N370) on a daily basis in morning by 9am and laundry services for the drilling

staff at the rig camp.

SLA

2. Cleaning of the rooms/offices/furniture and laundry should be done using the proper cleaning

detergents to ensure high hygiene standards are maintained. The toiletry supplies should at

all times be adequately supplied together with the handwashing soaps and air fresheners.

3. The contractor should ensure the clothes being laundered are well labelled and properly

stored until collection by the rightful owner.

4. The contractor to ensure the environs around the camp site is properly tidied up and kept

clean at all times.


FUMIGATION

SLR

1. Provision of fumigation services on a quarterly basis annually or as and when required at the

rig base camp and all the other KenGen rigs (KGN 1, KGN 2 and N370) to eradicate rodents,

cockroaches, flies etc.

SLA

2. The data sheet of the chemicals to be used should be sent in advance before the exercise is

conducted for prior approvals and this will be checked by a KenGen representative. This

should cover the entire area specified failure to which a repeat job will be done at the cost of

the contractor.

SANITARY SERVICES

SLR

1. Change of sanitary bins twice a month and disinfecting of the same area.

SLA

2. Fortnight change and disinfection of the sanitary bins. Ensure the bins supplied are new and

in good working condition.

GARBAGE COLLECTION AND DISPOSAL SERVICES

SLR

1. Daily collection and disposal of garbage from the camp and the Rigs sites to designated sites

as per NEMA regulations.

SLA

2. The garbage at the camp and the rig sites should be collected, segregated, weighed and

disposed in their respective categories e.g. Biodegradable, hazardous,

bottles/plastics/polythene, sanitary dressings, sludge and oily rugs wastes.

EXHAUSTER SERVICES

SLR

1. Provision of exhauster services at the rig base camp as and when required for the entire

duration of the contract.

SLA

2. The contractor to continuously monitor the levels and empty the septic tanks and dislodge

them as and when required. This should however be supervised by a KenGen representative.


SECTION VI

PRICE SCHEDULE OF SERVICES Part A: Catering Services

No Item Description Units No per

Day

Unit Price

(Kshs.)

Total Cost for 2

years

(=730 days) (Kshs.)

1 Breakfast persons 150

2 Ten O’clock tea persons 150

3 Lunch persons 150

4 Dinner persons 150

5 Four O’clock tea persons 100

6 Mid-night meal persons 50

7 Purified Mineral Water per day

18.9-liter

container

15

Other costs (specify)

Sub-total

Taxes

Total Cost

NB: The contractor MUST ensure availability of purified mineral drinking water at the

hot/cold water dispensers at ALL times.

Part B: Cleaning

No Item Unit Cost

(Kshs.)

Quantity Cost per

Month

(Kshs.)

Total cost for the

2 Years (24

months) (Kshs.)

1. 40ft containerized office units fitted with two beds, office table, chair, desktop computer, side

14


drawer a toilet and a shower.

2

40ft containerized office units fitted, office tables, chairs, desktop computer and laser jet printers.

5

3

40ft containerized accommodation units fitted with four beds, tables, chairs, side drawer’s a toilet and a shower.

17

4

40ft containerized accommodation units fitted with eight beds, side drawers, a toilet and a shower.

19

5

40ft containerized dining units fitted tables and clustered chairs, cupboards and hand washing sinks

4

6

20ft containerized dining units fitted tables and clustered chairs and cupboards

2

7

20ft containerized office units fitted, office tables, chairs, desktop computer and laser jet printers.

4

8

40ft ablution block units with three toilets and three bathrooms, a urinal and hand washing sinks

4

9 Security Guard Room 4

Other costs(specify)

Sub-total

Taxes

Total (Two Years)


NB: The contractor MUST ensure availability of the dispensed materials at ALL times. A more detailed description of the above items to be found in the scope of cleaning works in clause 5.2 above.

Part C: Laundry Services

No Description Approx. Qty

per week

Unit Cost (Kshs) Cost for 2 years (104

weeks)

1 Trouser 100

2 Shirt 100

3 T-shirt 100

4 Overall 100

5 Dust coat 30

6 Rain coats 30

7 Bed sheets 160

8 Duvet covers 160

9 Pillow cases 160

10 Towels 100

11 Curtains 30


Sub-total

Taxes

Total (Two Years)

NB: The contractor MUST ensure that the detergents used is capable of degreasing as the drilling staff come in contact with grease while working. The contractor SHALL invoice for the actual

number of items laundered.

Part D: Sanitary Services

No Location No. of bins

Required

Monthly Cost (Kshs) Total cost for the 2 Years

(24 months) (Kshs)


1 KenGen Rig 1 2

2 KenGen Rig 2 2

3 KenGen Rig N370 2

4 Base Camp 4


Sub-total

Taxes

Total (Two Years)

NB: The bins shall be emptied a month as and when it is required as detailed in the technical

specifications. The total cost will be taken to be inclusive of supply of the sanitary bins.

Part E: Fumigation Services

No Area Details Unit Cost (To be done

quarterly) (Kshs)

Total cost for 2 years

(8 quarters) (Kshs)

1 KenGen Rig 1

2 KenGen Rig 2

3 KenGen Rig N370

4 Base Camp


Sub-total

Taxes

Total (Two Years)

NB: The contractor might be called upon to carry out fumigation as and when is required. The

contractor shall invoice for the actual number of fumigation services done.

Part F: Garbage Collection and Disposal Services

No Location Monthly Costs

(Kshs.)

Total cost for 2 years (24

months) (Kshs)

1 KenGen Rig 1


2 KenGen Rig 2

3 KenGen Rig N370

4 Base Camp


Sub-total

Taxes

Total (Two Years)

NB: The cost will be taken to be inclusive of cost of supply of bins and bin liners and any other

accessories needed to perform the service. The liners for the bins MUST be availed at ALL times

at the various stations.

Part G: Charges if Contractors Kitchen Equipment is used

No Equipment Daily Cost (Kshs.)

1. Electric Cooker

2 Electric fryer

3 4-ranger gas cooker

4 Refrigerator

5 Deep freezer

6 Electric oven

7 Water heater


Sub-total

Taxes

Total

Part H: Summary

No Part Total Cost (Kshs.)

1. A


2 B

3 C

4 D

5 E

6 F

Total Kshs. (To be transferred to Tender Form)

NOTE: KenGen will inspect the premises of the successful bidder before Contract negotiations.

NB:

1. To be deemed responsive, the bidder MUST quote from part A to Part G.

2. The economic consideration will be on the lowest evaluated total in all Schedules combined

for provision of the services within Olkaria.

3. Bidders shall show their MARK UPs in percentage (%) for provision of the same

Services in Eburru as follows:-

Area Mark up (%)

Eburru

4. There will be a MANDATORY site visit for bidders to familiarize themselves with the

Areas. The approximate distances from Naivasha town to these operational areas are as

follows:

i) Naivasha Town to Olkaria Geothermal field is 34 km

ii) Naivasha Town to Eburru is 65 km

NB: Geothermal wells will be drilled within a radius of 18 km within a particular

geothermal area.

Standard of Performance

The Contractor shall perform the Work and carry out their obligation with due diligence.

A certified list of the personnel to be served will be provided by KenGen for each meal

in the format below.


Meal ___________________________ Date _________________ Time

_____________

No Name Staff No. Time Signature

1.

2.

3.

4.

Name Designation Signature

KenGen Representative ________________ ________________ _____________

Contractor Representative ________________ ________________ _____________

Authorizing officer ________________ ________________ _____________

Two copies shall be submitted to KenGen; the first copy being submitted together with monthly invoices for payment.

Tenderers Name (Company) __________________________________

Signature and Rubber stamp___________________________________

Note: In case of discrepancy between unit price and total, the unit price shall prevail.


SECTION VI

STANDARD FORMS

1. Form of tender

2. Price schedules

3. Contract form

4. Confidential Questionnaire form

5. Tender security form

6. Performance security form


FORM OF TENDER

Date

Tender No.

To:

[name and address of procuring entity]

Gentlemen and/or Ladies:

1. Having examined the tender documents including Addenda

Nos. ………………………………. [Insert numbers].the receipt of which is hereby duly acknowledged, we,

the undersigned, offer to provide the services (…………………………………………… (Insert service

description) in conformity with the said tender documents for the sum of

…………………………………………………………. (total tender amount in words and figures) or such

other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part

of this Tender.

2. We undertake, if our Tender is accepted, to provide the services in accordance with the service

delivery schedule specified in the Schedule of Requirements.

3. If our Tender is accepted, we will obtain the guarantee of a bank in a sum of equivalent to

percent of the Contract Price for the due performance of the Contract in the form prescribed

by ………………. ……………….( Procuring entity).

4. We agree to abide by this Tender for a period of 90 days from the date fixed for tender opening of

the Instructions to tenderers, and it shall remain binding upon us and may be accepted at any time before the

expiration of that period.

5. This Tender, together with your written acceptance thereof and your notification of award, shall

constitute a Contract, between us, subject to signing of the Contract by the parties.

6. We understand that you are not bound to accept the lowest or any tender you may receive.

Dated this day of 20

[Signature] [In the capacity of]

Duly authorized to sign tender for an on behalf of

Note: In accordance with Clause 82 of the Public Procurement and Asset Disposal Act 2015

“The tender sum as submitted and read out during the tender opening shall be absolute and final and

shall not be the subject of correction, adjustment or amendment in any way by any person or entity.


CONTRACT FORM

THIS AGREEMENT made the day of 20 between………… [Name of procurement

entity] of ………………. [Country of Procurement entity](Hereinafter called “the Employer”)

of the one part and …………………… [Name of tenderer] of ………. [City and country of

tenderer](Hereinafter called “the Supplier”) of the other part.

WHEREAS the procuring entity invited tenders for certain Services.

Viz……………………..[brief description of services] and has accepted a tender by the tenderer

for the provision of those services in the sum of

……………………………………… [Contract price in words and figures]

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are respectively

assigned to them in the Conditions of Contract referred to. 2. The following documents shall be deemed to form and be read and construed as part

of this Agreement, viz.:

a) The tender form and price schedule submitted by the tenderer

b) The schedule of requirements

c) The technical specifications

d) The General Conditions of Contract

e) The Special Conditions of Contract, and

f) The procuring entity’s Notification of award and the bidders acceptance 3. In consideration of the payments to be made by the Procuring entity to the tenderer as

hereinafter mentioned, the tenderer hereby covenants with the Procuring entity to provide the

materials and spares and to remedy defects therein in conformity in all respects with the

provisions of the Contract 4. The Procuring entity hereby covenants to pay the tenderer in consideration of the provision

of the materials and spares and the remedying of defects therein, the Contract Price or such

other sum as may become payable under the provisions of the contract at the times and in the

manner prescribed by the contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in

accordance with their respective laws the day and year first above written.

Signed by the (for the Procuring entity)

Signed by the (for the tenderer)

In the presence of .


CONFIDENTIAL BUSINESS QUESTIONNAIRE MANDATORY CONFIDENTIAL BUSINESS QUESTIONNAIRE

(Must be filled by all applicants or Tenderers’ who choose to participate in this

tender)

Name of Applicant(s)..........................................................................................

You are requested to give the particulars in Part 1 and either Part 2 (a), 2 (b) or 2 (c), whichever applies to

your type of business. Part 2 (d) to part 2 ( i / j) must be filled. You are advised that giving wrong or false

information on this Form will lead to automatic disqualification/termination of your business proposal at

your cost.

Part 1 – General

Business Name:……………………………………………………………Certificate of Incorporation / Registration No.

………………………………………..…Location of business premises:

Country …………………………………..…Physical address …………………….……………….

Town ………………………………….……………………….Building………………………………

Floor…………………………………………………………….Plot No. ……..……………………….

Street / Road ……..………………….……………………Postal Address ………..………………

Postal / Country Code…………………………………….Telephone No’s…...…………………

Fax No’s. ……………………….………………E-mail address ………………….…………………

Website ……………………………………………………………………………………….…………

Contact Person (Full Names) …………………………… Direct / Mobile No’s.…………….…

Title ……………………………………… Power of Attorney (Yes / No)

If Yes, attach written document.

Nature of Business (Indicate whether manufacturer, distributor, etc) ………………..……….………..

(Applicable to Local suppliers only)

Local Authority Trading License No. …………………… Expiry Date ………………………..


Value Added Tax No.…………………………………………….……………………………………………….

Value of the largest single assignment you have undertaken to date (US D/KShs)

…………………………………….……

Was this successfully undertaken? Yes / No. ………………………….(If Yes, attach reference)

Name (s) of your banker (s) ………………………………………………………………………..…………………………………..

Branches ………………………………………………… Tel. No’s. …….………………………….

Part 2 (a) – Sole Proprietor (if applicable)

Full names ……..………………………………………..…………………………………………………

Nationality……………………………………………….. Country of Origin……....………………

……………………………………………………………………..……..……………

Company Profile ………………………. (Attach brochures or annual reports in case of public company)

Part 2 (b) – Partnerships (if applicable)

Give details of partners as follows:

Full Names Nationality Citizenship Details Shares

1. …………………………………………………………………………………………………

2. …………………………………………………………………………………………………

Company Profile ……………………….(Attach brochures)

Part 2 (c) – Registered Company (if applicable)

Private or public …………………………………………….

Company Profile ……………………….(Attach brochures or annual reports in case of public companies)

State the nominal and issued capital of the Company

Nominal KShs ……………………..………………………….

Issued KShs ………………………..………………………….

List of top ten (10) shareholders and distribution of shareholding in the company. Give details of all directors

as follows:-


Full Names Nationality Citizenship Details Shares

1.…………………………. ……………… …………………… ……….…….

2………………………… ………………… ………………… .……..…..…..

Part 2 (d) – Debarment

I/We declare that I/We have not been debarred from any procurement process and shall not engage in any

fraudulent, corrupt, coercive and obstructive acts with regard to this or any other tender by the KENGEN

and any other public or private institutions.

Full Names ……………………………………………………………………………………………………………

Signature ………………………………………………………………………………………………………….

Dated this …………………………………….……………day of ……………………………2016.

In the capacity of ………………………………………………………………………………………………………

Duly authorized to sign Tender for and on behalf of …………………………………………………

Part 2 (e) – Bankruptcy / Insolvency / receivership.

I/We declare that I/We have not been declared bankrupt or insolvent by the competent Authorities in Kenya

and neither are we under receivership:

Full Names …………………………………………………………………………………………………

Signature …………………………………………………………………………………………………

Dated this …………………………………….……………day of ……………………………2016.

In the capacity of …………………………………………………………………………………………………

Duly authorized to sign Tender for and on behalf of …………………………………………………

Part 2 (f) – Criminal Offence

I/We, (Name (s) of Director (s)):-

a) ……………………………………………………………………….………..……………


b) …………………………………………………………………………..….……….………

Have not been convicted of any criminal offence relating to professional conduct or the making of false

statements or misrepresentations as to its qualifications to enter into a procurement contract within a

period of three (3) years preceding the commencement of procurement proceedings.

Signed …………………………………………………………………………………………………………….

For and on behalf of M/s

………………………………………...…………………………………………………………………..

In the capacity of

……………………………………….……………………………………………………………………

Dated this ……………………………………………day of ………………………………….2016.

Suppliers’ / Company’s Official Rubber Stamp

………………………………………………………….

Part 2 (g) – Conflict of Interest

I/We, the undersigned state that I / We have no conflict of interest in relation to this procurement:

a) ………………………………………………………………………………………………

b) ………………………………………………………………………………………………

For and on behalf of M/s …………………………………………………………………………………..

In the capacity of ………………………………………………………………………………………

Dated this ………………………………………day of ……………………………………….2016


………………………………………………………

Part 2 (h) – Interest in the Firm:

Is there any person/persons in KENGEN or any other public institution who has interest in the Firm? Yes/No

……………………….. (Delete as necessary) Institution ………………………….

……………………………………. ……………………………… ………………………


(Title) (Signature) (Date)

Part 2(i) – Experience: Please list here below similar projects accomplished or companies / clients you have supplied with similar

items or materials in the last 5 years.

Company

Name

Country Contract/Order

No.

Value Contact

person

(Full

Names)

E-mail

address

Cell

phone

No. 1

2

3

4

Part 2( j) – Declaration

I / We, the undersigned state and declare that the above information is correct and that I / We give KENGEN

authority to seek any other references concerning my / our company from whatever sources deemed

relevant, e.g. Office of the Registrar of Companies, Bankers, etc.

Full names

…………………………………………………………………………………………………

Signature…………………………………………………………………………………………

For and on behalf of M/s …………………………………………………………………………………………..

In the capacity of

………………………………………………………………………………………………

Dated this ……………………………………………day of ………………………………….2016.


…………………………………………………………


TENDER-SECURING DECLARATION FORM {To be filled in Bidder’s letter head}

[The Bidder shall complete in this Form in accordance with the instructions indicated]

Date: [insert date (as day, month and year)]

Tender No.: [insert number of Tendering process]

To: Kenya Electricity Generating Company Limited

We, the undersigned, declare that:

1. We understand that, according to your conditions, Tenders must be supported by a Tender-Securing Declaration.

2. We accept that we will automatically be suspended from being eligible for Tendering in any contract with the Procuring Entity for the period of time of Three Years Upon Approval by PPARB, if we are in breach of our obligation(s) under the Tender conditions, because we:-

a) Have withdrawn our Tender during the period of Tender validity specified in the Form of Tender;

or

b) Having been notified of the acceptance of our Tender by the Procuring Entity during the period of Tender validity,

(i). Fail or refuse to execute the Contract, if and when required, or

(ii). Fail or refuse to furnish the Performance Security, in accordance with the ITT.

2. We understand this Tender Securing Declaration shall expire if we are not the successful Bidder, upon

the earlier of:-

(i) Our receipt of your notification to us of the name of the successful Bidder; or

(ii) Thirty days after the expiration of our Tender.

3. We understand that if we are a Joint Venture, the Tender Securing Declaration must be in the name of the Joint Venture that submits the bid, and the Joint Venture has not been legally constituted at the time of bidding, the Tender Securing Declaration shall be in the names of all future partners as named in the letter of intent.

Signed: [insert signature of person whose name and capacity are shown] in the capacity of [insert legal

capacity of person signing the Tender Securing Declaration]

Name: [insert complete name of person signing the Tender Securing Declaration]

Duly authorized to sign the Tender for and on behalf of: [insert complete name of Bidder]

Dated on ____________ day of __________________, _______ [insert date of signing] Corporate Seal (where appropriate)


PERFORMANCE SECURITY FORM

(To be on the Banks Letterhead) To: ……………………………………………………………………………………………..

[name of the Procuring entity]

WHEREAS……………………………….[name of tenderer]

(hereinafter called “the tenderer”) has undertaken, in pursuance of Contract

No. [reference number of the contract] dated 20 to

supply……………………………………………………………………………………..

[Description services](Hereinafter called “the contract”)

AND WHEREAS it has been stipulated by you in the said Contract that the tenderer shall furnish

you with a bank guarantee by a reputable bank for the sum specified therein as security for

compliance with the Tenderer’s performance obligations in accordance with the Contract.

AND WHEREAS we have agreed to give the tenderer a guarantee:

NOW THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf

of the tenderer, up to a total of …………………………………………………….

[amount of the guarantee in words and figures],

and we undertake to pay you, upon your first written demand declaring the tenderer to be in

default under the Contract and without cavil or argument, any sum or sums within the limits of

……………………….. [amount of guarantee] as aforesaid, without your needing to prove or to show grounds or reasons

for your demand or the sum specified therein.

This guarantee is valid until the day of 20

Signature and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

(Amend accordingly if provided by Insurance Company)

KGN-GDD-082-2016 - Welcome to KENGEN | KENGEN kgn-gdd-082-2016 tender for provision of catering and...

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Transcript of KGN-GDD-082-2016 - Welcome to KENGEN | KENGEN kgn-gdd-082-2016 tender for provision of catering and...