prequalification document

PREQUALIFICATION DOCUMENT F-19-7

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Zetech University is a leading institution in the provision of holistic education and

fostering a culture of integrity, hard work, research, innovation and creativity

towards problem-solving and lifelong skills. The university understands the strategic

value presented by a vibrant and efficient supply base in achieving its objectives,

goals and overall vision.

Towards this end, we are looking forward to establishing a committed supplier base

to be engaged for the period 2021-2023 in the supply of various goods, services and

works as detailed on the pre-qualification notice.

Interested and eligible suppliers are requested to make their submission (as required

herein) on or before 8th October, 2021.

1. Invitation to Pre-qualification

The purpose of this pre-qualification document is to enable interested eligible

Applicants, to submit sufficient information as requested herein for evaluation and

assessment by the University on their suitability and capability for engagements

within the institution's spend structure.

2. Notes for completion

i. Please complete in English, hand-written in block capitals.

ii. Continue on separate sheets if the space in the document is not adequate.

(Attach and submit with the main document).

iii. Please do not use abbreviations. Where such is used, please provide a clear

description thereof for ease of interpretation.

iv. Please include, where appropriate, any supporting documents/evidence as

required herein or as you may deem necessary. (All provided information

will be handled with utmost confidentiality)

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v. Please return two signed, dated and sealed hard copies (marked original

and copy) of the completed questionnaire and all supporting information

on or before the date stipulated on the prequalification notice.

3. Instructions to Applicants

3.1 Scope of Application

Zetech University issues this Prequalification Document (PQD) for application

by interested applicants in registration of suppliers for the period 2021-2023.

Interested applicants are advised to apply for categories covering their areas of

specialization. It is hereby assumed that the information requested herein shall be

sufficient for the evaluation of competence, capacity and general suitability of the

applicants. However, applicants willing to provide additional information not

requested herein may do so in strict adherence to the general instructions.

3.2 Fraud and corruption

Zetech University requires all interested applicants to observe the highest standard

of ethics during the prequalification process and should not in any way participate

in corrupt/unethical practices. The University reserves the right to reject any

submission if it’s determined that a bidder recommended for prequalification has,

directly or through an agent, engaged in corrupt, fraudulent, collusive, or coercive

practices during execution of the evaluation process.

3.3 Eligible Applicants

i. An Applicant may be a private, public, or government-owned legal entity,

or any combination thereof in the form of association or Joint Venture with

the formal intent of running a business. In the case of a Joint Venture,

unless otherwise specified, all parties shall be jointly and severally liable,

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and shall appoint a representative who shall have the authority to conduct

all business for and on behalf of any and all the partners of the Joint

Venture during the prequalification and bidding process and also during

contract execution.

ii. An Applicant may be of any nationality trading under a locally registered

legal entity.

iii. Applicants shall not have any conflict of interest and shall be obligated to

disclose any situation of actual or potential conflict that may impact their

capacity to serve the best interest of the University. Failure to disclose the

said situations may lead to rejection of the Application, Bid, or even

eventual termination of any awarded contract.

iv. The applicant and his or her sub-contractor/s, if any, is/are not debarred

from participating in procurement proceedings under the laws of Kenya.

v. The applicant is not insolvent, in receivership, bankrupt, or in the process

of been wound up.

vi. The applicant has fulfilled tax obligations.

vii. The applicant is not guilty of any violation of fair employment practices

and environmental regulations.

3.4 Eligible Goods and Related Services.

All goods, works and services described in the notice of invitation shall be deemed

eligible in view of the relevant quality and environmental standards. The University

seeks to abide by the various standards, provisions and directives of both local and

international agencies/authorities geared towards enhancing environmental and

social sustainability. It is therefore assumed that all applicants are familiar with

relevant regulations governing their areas of specialization and that they are willing

and able to comply with the requirements thereof.

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3.5 Amendment to Pre-qualification document.

At any time prior to the deadline for submission of applications, the University may

amend the prequalification document by issuing an addendum which shall form part

of the prequalification document and shall be communicated through a print advert

of enough wide circulation.

3.6 Application Fee

The applicant shall bear all costs associated with the preparation and submission of

the application. Zetech University will in no case be responsible or liable for these

costs regardless of the conduct or outcome of the prequalification process.

A non-refundable prequalification fee of Ksh 4,000

shall be payable to the University and evidence of the same is attached to the

submission.

3.7 Mandatory Documents

The following documentation shall be submitted:

i. Company/Business registration documents.

ii. KRA pin Certificate.

iii. Tax compliance documents.

iv. Audited Financial statements for the last THREE financial years.

v. Applicant’s Submission Form.

vi. Evidence establishing the Applicant’s eligibility for registration.

vii. Evidence establishing the Applicant’s capacity, experience and general

qualifications.

viii. Any other documentation as specified herein.

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3.8 Signing of the Application and Number of Copies

Interested applicants MUST prepare TWO Copies of the prequalification submission comprising of the application as described in this document and should be marked ‘Original’ and ‘Copy’. The documents should be hand-written in ink and duly signed and stamped by the applicant.

In the event of any discrepancy between the original and the copy, the original shall prevail.

3.9 Sealing and Identification of Applications.

The applicant should enclose the submissions in sealed envelopes:

i. And clearly write the name and address of the Applicant;

ii. Addressed to VICE CHANCELLOR, ZETECH UNIVERSITY as detailed

on the pre-qualification notice.

iii. Clearly indicate the specific category applied for. (Refer to the

prequalification notice)

3.10 Deadline for Submission of Applications.

Interested applicants should submit their applications by hand as specified in the

invitation notice. All submissions should be received by the institution at the stated

address on or before the deadline indicated in the notice. The University shall not

consider any document that arrives after the deadline for submission.

The University may, at its discretion, extend the deadline for the submission of

applications by amending the invitation notice in which case all rights and

obligations of the institution and the applicants subject to the previous deadline shall

thereafter be subject to the deadline as extended. A print advert to this effect will be

done before the end of the initial deadline.

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3.11 Evaluation of Applications

All submitted applications shall be subjected to the evaluation criteria as guided by

the University’s evaluation procedure (As attached)

To assist in the examination, evaluation and pre-qualification of the suppliers, the

University may, at its discretion, ask (in writing) any person submitting their

application for a clarification of their submission, and shall give a reasonable time

for a response. Any clarification submitted by a supplier that is not in response to a

request by the University shall not be considered.

3.12 Prequalification of Applicants

All applicants whose applications have met or exceeded (“passed”) all the specified

threshold requirements will, to the exclusion of all others, be prequalified by the

University for the period 2021-2023.

3.13 Notification of Prequalification

All Applicants shall, within One week after completion of the evaluation process, be

notified of the outcome of the evaluation exercise.

4. Pre-qualification Questionnaire

This document includes questionnaires to be completed and submitted as required

herein. Supporting documents shall still form part of the prequalification

document.

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5. Submission of pre-qualification documents.

Duly completed application documents (both Original and Copy) should be

addressed to:

VICE-CHANCELLOR,

ZETECH UNIVERSITY.

P.O. Box 2768 - 00200,

NAIROBI

And deposited in the tender box at the reception office, Zetech University (Thika

Road Campus) during normal working hours so as to be received on or before dates

specified in the prequalification notice.

Any submission delivered after the stated timeline shall be rejected and returned

unopened to the person/s applying.

6. Essential criteria for pre-qualification

i. The University shall evaluate all applications based on the following key

parameters:

ii. Preliminary Requirements–Prospective applicants shall in all respect, as

required herein, submit all required information in the manner and form

described in this document.

iii. Experience – The applicants should demonstrate their capability,

experience and excellence in organizing supply, delivery and provision of

goods, works and services as captured under categories detailed in the

prequalification notice.

iv. Financial Capability - The Applicants’ financial capability will be

determined by examination of their last THREE years audited financial

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statements or bank statements. Letters of recommendations and credit from

reputable financial institutions will be considered as well.

v. Past Performance - The past performance of applicants shall be given due

consideration in the prequalification exercise. Letters of reference, LPO’S

and contracts from past and present clients should be included.

vi. Organizational structure-The applicant is expected to demonstrate the

suitability of their organization structure to efficiently organize, execute

and deliver goods, services and works designed to meet various

requirements of the University.

vii. Quality Assurance Systems-The applicant is expected to demonstrate

compliance with relevant quality standards and their commitment to

delivering quality goods, services and works to the University. (Details to

be attached to the submission).

viii. Commitment to social and environmental sustainability - The applicant

MUST demonstrate their commitment to upholding social welfare and

protection of the environment to the best of their ability.

ix. CVs of technical staff (for technical consultancies and works) where

necessary shall be submitted as well. Registration with relevant

professional /regulatory bodies (where necessary) shall be examined

accordingly.

Note: Verification -The University shall have the right to visit the suppliers’

premises or carry out any other due diligence exercise as it deems fit to verify the

information provided in the submitted document and ascertain as part of the

prequalification process, that the bidder in- deed can supply the stated goods,

services and works.

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7. Organization Information

7.1 Business Name:

7.2 Contact details :( Proposed account manager)

Name of Contact Person: Position in organization: Cell Phone number: Postal Address: Email address:

7.3 Company/Business Registration details (Attach Registration Certificate and

license).

S/no Details Certificate No Date of

Registration

1. Business

Registration/Incorporation

Certificate.

2. Business Permit No.

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7.4 Tax Compliance:(Attach compliance certificates)

S/no. Details Certificate No.

1. KRA PIN No. (attach

certificate)

2. VAT No. (attach

certificate)

7.5 Physical Address.

Please give the details of office location/s of the main premise/s from which your

organization will be providing services similar to those required by Zetech

University.

1. County

2. Area/Street/Road

3. Building

4. Office No.

7.6 Litigations (attach affidavit signed by an advocate)

Are there any court actions outstanding/ongoing against your organization? If yes,

please give details (attach records as deemed appropriate)

S/No. Plaintiff Details Litigation Details

1.

2.

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7.7 Financial Statements

The applicant should provide copies of audited financial statements i.e. balance

sheet, income statement and cash flow statements for the last THREE years. Where

the business has been in operation for less than THREE years and has not been able

to prepare the required statements, please provide a bank statement for the period

the business has been in operation.

The financial statements shall:

- Reflect the true financial situation of the applicant or partner or a Joint

venture and be audited by a certified accountant.

- Be complete, including all notes to the financial statements.

- Correspond to accounting periods already completed and audited.

Please provide any other information you consider necessary for a fair appreciation

of the financial position and prospects of your organization.

7.8 Payment terms

Does your organization offer services /products on Credit terms? (Yes/No) - tick as

appropriate.

If yes, please indicate your credit terms (Indicate no. of allowable credit days) ….

7.9 Quality Assurance.

Please provide details of any quality assurance accreditation held by your

organization e.g. ISO 9001 or any equivalent standard relating to your area of

specialization (please attach a copy of your quality assurance certificate). If no

accreditation is held, please attach a copy of your quality assurance policy or quality

commitment.

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7.10 Staffing and supply co-ordination

i. Please attach details of your organization's structure.

ii. Please attach a detailed supply chain structure of your organization indicating

how you intend to add value to the University through the provision of the

services, works or goods applied for.

iii. Please demonstrate how you have/will continue driving resilience in the

current economic situation. (Attach a brief narration)

iv. Attach copies of CVs of technical staff (For consultancy and technical works

categories.)

8. Past experience.

Please provide details of relevant contracts/LPOs (Not more than SIX years) that you

have successfully executed in relation to the provision of services, works, or goods

similar to those applied for.

(Attach at least Five copies of completed contracts/LPOs)

S/no. Name of

Client/Buyer

Supply Details Estimate Value

(Ksh)

1.

2.

3.

4.

5.

8.1 Client feedback.

Please attach at least FIVE recommendation letters from your current/past clients.

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S/NO

REQUIREMENTS Please obtain the following information from THREE of your CURRENT clients as

requested herein. 1

Name of Buyer organization

…………………………………

Address:……………………………

…

Name of contact person

…………………………………

Phone…………………………….

Email………………………………

……….. Please tick appropriately:

Good Average Poor

Quality of deliveries.

Delivery timeliness.

General responsiveness.

General Performance.

Signature/ Company stamp: Date:

2 Name of Buyer organization

…………………………………

Address:……………………………


……………………………………

Phone………………………………

……….

Email………………………………

………..

Please tick appropriately:

Good Average Poor





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Signature/ Company stamp: Date:

3

Name of Organization

……………………………………

Address……………………………

………


……………………………………

Phone………………………………

……….

Email………………………………

………..

Please tick appropriately: Good Average Poor





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9. Confidentiality.

Applicants shall mark as “CONFIDENTIAL” all information in their Submission which

is confidential to their business. This may include proprietary information, trade secrets,

or commercial or financially sensitive information. However, the University shall treat all

submitted information as confidential information and shall only be used exclusively for

evaluation purposes.

10. Checklist

Please ensure your submission is in the manner described herein and has the

following documents:

i. Company/Business Registration Certificate. (Registration certificate)

ii. CR 12, in the case of a limited company, partnership deed, in the case of

partnership.

iii. KRA PIN Certificate.

iv. Tax Compliance Certificate.

v. Set of audited accounts for the last THREE financial years.

vi. Details of quality assurance accreditation and/or policy.

vii. LPO/ contracts relating to works performed in the last Three years. (Attach

copies of contracts/LPOs of FIVE high-value engagements).

viii. Company profile. (To include organization structure).

ix. Company’s Supply chain structure.

x. Quality Assurance System/commitment.

xi. Company’s commitment to social welfare and environmental

sustainability.

xii. CVs of technical persons and directors (in case of the specified categories)

xiii. A copy of the local authority license. (Business permit)

xiv. Bankers reference letter/s.

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xv. Litigation Affidavit. (Attach confirmation letter from advocate)

xvi. Proof of payment-A non-refundable prequalification fee of Ksh

4,000 payable for each application.

11. Payment Details:

The application fee should be paid through:

ABSA BANK or MPESA Pay bill No.303072

A/C No.2031653161 A/c No. PRE-SUP/2021

A/C Name: Zetech University.

Branch: ABSA Towers.

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CONFIDENTIAL BUSINESS QUESTIONNAIRE

Please provide all necessary information as requested in this form.

Part 1: General

Business name: ……………………………………………………

Contact person:……………………………………………………

Area of specialization:……………………………………………

Category No:……………………………………………….…….

Location of Business Premises.

County:…………………………………………………….…...

Street/Road …………………………………………………….

Plot No ……………………………………………. …………..

Postal address…………………………….. Tel No ………………..…

Email…….…………….……..….

Registration Certificate No………………………

Date of registration of business…………………..

Other business branches (if any)… … … … … … .

Part 2 (a): Sole proprietor(Attach

copy of Owner’s ID)

Name in full ………………………………………………………….

Age ……………….

Nationality …………………………………..

Citizenship ………………………………...

ID/Passport No: …………………………………

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Part 2 (b): Partnership (attach

partnership deed and copies of

partners ID)

Give details of partners as follows:

Name Citizenship

1.

2.

3.

4.

Part 2 (c): Registered Company (attach

CR12 and copies of Directors IDs)

(Private or public) tick as appropriate.

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Part 2 (b): Partnership (attach

partnership deed and copies of

partners ID)

Give details of partners as follows:

Name Citizenship

1.

2.

3.

4.

Part 2 (c): Registered Company (attach

CR12 and copies of Directors IDs)

(Private or public) tick as appropriate.

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SELF DECLARATION THAT THE APPLICANT IS NOT DEBARRED TO

PARTICIPATE IN ANY PROCUREMENT IN THE REPUBLIC OF KENYA

I,…………………………………….,of Post Office Box

….………………………. being a resident of………………………………….. in

the Republic of ……………………………. do hereby make a statement as

follows: -

i. THAT I am the Company Secretary/ Chief Executive/Managing

Director/Principal Officer/Director of

………....……………………………….. (insert name of the Company) who is

an applicant in respect of Supplier prequalification for Zetech University and

I’m duly authorized and competent to make this statement.

ii. THAT the aforesaid Company/firm, its directors and subcontractors have not

been debarred from participating in procurement proceeding under any laws

of the republic of Kenya.

iii. THAT the representation herein above is true to the best of my knowledge,

information and belief.

Name………………………… Signature……………………. Date and stamp………………………….

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SELF DECLARATION THAT THE APPLICANT WILL NOT ENGAGE IN ANY CORRUPT OR FRAUDULENT PRACTICE.

I…………………………………… of P.O. Box ……..................………………. being a resident of …………………………………... in the Republic of ………………. do hereby make a statement as follows: -

i. That I am the Chief Executive/Managing Director/Principal

Officer/Director of …….................................. (Insert name of the Company) who is an applicant in respect of Supplier prequalification for Zetech University and duly authorized and competent to make this statement.

ii. That the aforesaid Company, its servants and/or agents/subcontractors will

not engage in any corrupt or fraudulent practice and has not been requested to pay any inducement to any member of the Board, Management, Staff and/or employees of Zetech University.

iii. That the aforesaid Company, its servants and/or agents /subcontractors have not offered any inducement to any member of the Board, Management, Staff and/or employees of Zetech University.

iv. That the aforesaid company will not engage in any corrupt practices for any future engagement that the University may award to the supplier.

v. That the representation herein above is true to the best of my knowledge, information and belief.

Name……………………….

Signature…………………..

Date and stamp……………..

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APPLICATION SUBMISSION FORM

I/ We, the undersigned, apply to be prequalified for the referenced category and declare that: i . I/We have examined and have no reservations to the Prequalification

documents, including Addendum(s) issued in accordance with Instructions to applicants. ii. I/We, including any subcontractors or suppliers for any part of the contract

resulting from this prequalification process, have nationalities from eligible countries.

iii. I/We, including any subcontractors or suppliers for any part of the contract resulting from this prequalification, have not been declared ineligible as per the laws of Kenya.

iv. I/We, in accordance with the relevant laws of Kenya, plan to subcontract the following key activities and/or Services: (Identify the key activities if any)

a) …………………………. b) …………………………. c) ………………………….

v. The University and its authorized representatives are hereby authorized to conduct due diligence activities as may be deemed fit to verify statements, documents and information submitted in connection with this application.

Name:………………………

Sign and Stamp:…………………………

Designation:……………

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Supplier Prequalification Criteria

Item

no.

Parameter

Scoring criteria

Allocated

Score(marks)

1.

Preliminary

Requirements.

Certificate of incorporation/Registration

certificate

1

KRA PIN Certificate 2

Tax Compliance Certificate 2

Business permit/local authority trade

license.

2

Company Profile 2

Physical address details. 1

Attached Financial statements (as

requested)

2

Litigation History (Attach Affidavit) 2

Quality Assurance commitment. (Attach

your organizational policy)

2

Social and environmental sustainability

commitment. (Attach your organizational

policy)

2

Organizational structure (should include a

detailed supply chain structure)

2

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Total -20 marks

2.

Financial capability.

Evidence of stable liquidity (attach

income statement or bank statement, last 3

years)

5

Evidence of profitability of the business

(attach income statement, last 3 years)

3

Evidence of sound liability structure.

(Attach balance sheet, last 3 years)

2

Evidence of stable asset base. (Attach

Balance sheet, last 3 years)

3

Evidence of access to financial credit

facility. (attached bank reference letter)

4

Proposed Payment terms. 30 days 1

31-60 days 2

61-90 days 3

Total- 20 marks

3.

Experience.

Evidence of company experience (Attach

LPO’s/Contracts/completion certificates)

4

Business Experience exceeding 5yrs 3

Business Experience between 3-5yrs 2

Business Experience below 3yrs 1

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Evidence of experience of key personnel

(Attach CVs of directors and key

personnel)

3

Total- 13 marks

4. Past Performance (The

University shall, where

necessary, conduct due

diligence to establish the

past performance of the

applicants based on the

information provided

herein)

Evidence of past performance (Attach at

least FIVE recommendation letters from

your past/current clients.)

5

Review general

performance rating by

current clients (as

detailed on the

prequalification

document)

Excellent

Rating

5

Average

Rating

3

Poor Rating 0

Total -10 marks

5. Quality

Assurance/Commitment

to Quality.

Evidence of commitment to quality

(attach quality policy)

4

Quality rating by clients.

(see pre-qualification

document)

Excellent

Rating

5

Average

Rating

3

Poor Rating 0

3

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Accreditation by Quality Assurance

bodies e.g KEBS. (attach accreditation

certificate)

Total -12 marks

6. Organization structure

Can the Supplier’s organization structure

support optimum provision of services

and goods to the University.

Appropriate managerial structure. 3

Adequate staffing. 3

Appropriate qualification of technical

persons

3

Optimized supply chain structure 2

Total – 11 marks

7. Social and

Environmental

Responsibility.

Review the impact of the organization’s

activities to the environment and her

commitment to social welfare.

Evidence of an active organizational

social and environmental sustainability

policy. (Attach policy/commitment)

4

Evidence of commitment to fair

employment practices.

4

Evidence of Environmental or social

welfare recognition/Certification.

4

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Evidence of engagement in charity, or any

good course focused on

social/environmental welfare.

2

Total -14 marks

Grand Total.

100 marks

prequalification document

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