SUPPLIER REGISTRATION
PROVISION OF LEGAL SERVICES
TENDER NO: DBK/PQ/01/2021
Release Date: Friday, 11th June 2021 Closing Date: Friday, 18th June 2021 at 10.00 A.M.
DBKRegistration forProvisionof Legal Services 3|Page
TABLE OF CONTENTS
Page
SECTIONI. Letter of Invitation……………………………… 3
SECTIONII. Information to Tenderers…………………….… 5
SECTIONIII. RegistrationSubmissionForm…………… 16
SECTIONIV. ConfidentialRegistrationBusinessQuestionnaireForm……………………….……………….
17
SECTIONV. StatutoryDeclaration……………………………… 20
SECTIONVI. TeamWorkSummary ……………………………… 21
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SECTION I - LETTER OF INVITATION
Date:
TO: (Name and Address of Firm)
Dear Sir/Madam,
RE: INVITATION TO REGISTRATION FOR PROVISION OF LEGAL SERVICES FOR FY 2021-2022 AND FY 2022-2023
1.1 The Development Bank of Kenya (DBK) invites applications for Registration for Provision of Legal Services for the period of 2021-2022.
1.2 The Application includes the following documents:
Letter of invitation Information to firms
Appendix to Tenderers information Registration Submission Form Confidential Registration Business Questionnaire Form Statutory Declaration Team Summary Form and Sample CV’s
1.3 Completed Registration documents shall be submitted in plain sealed envelopes clearly
marked with the Tender number and name addressed to:
The Chief Executive Officer Development Bank of Kenya P.O. Box 30483-00100 Nairobi, Kenya.
and deposited in the tender box located at Finance House, 16th Floor, Loita Street, on or before June 18th , 2021 at 10.00am.
1.5 The application will be opened immediately thereafter in the presence of Tenderers’ or
their representatives who choose to attend at Finance House, 15th Floor, Loita Street Boardroom.
1.6 DBK reserves the right to accept or reject the applications.
Any canvassing or giving of false information will lead to automatic disqualification.
Late proposals will not be accepted.
CHIEF EXECUTIVE
DEVELOPMENT BANK OF KENYA
Section I - Section II -
Section III - Section IV - Section V - Section VI -
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SECTION II – INFORMATION TO TENDERERS (ITC)
Table of Contents
Page
2.1 Introduction 6
2.2 ProfessionalQualifications 7
2.3 ProfessionalInsuranceIndemnity 7
2.4 Expertise 7
2.5 ScopeofLegalServices 7
2.6 FirmsHistory 8
2.7 Facilities 8
2.8 PaymentofFees/Costs 8
2.9 LitigationAgainstDBK 8
2.10 AbilitytoworkwithDBK 8
2.11 MonitoringandEvaluation 8
2.12 PreparationofTenderDocuments 9
2.13 PeriodofValidity 9
2.14 Submission,ReceiptandOpeningofRegistrations 9
2.15 TenderSubmission 10
2.16 LitigationAgainsttheFirm 11
2.17 EvaluationCriteria 11
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SECTION II: - INFORMATION TO TENDERERS (ITC)
2.1 Introduction
2.1.1 DBKwill register and enlist prospective Tenderers for the provision ofLegalServices fromamong thosewhowill have submitted theirRegistrationdocuments inaccordancewith theRegistrationrequirementstoundertaketheassignmentsdescribedhereinfortwo(2)years.
2.1.2 DBKintendstoapplyscalesoffeesprovidedundertheAdvocatesRemunerationOrder.
2.1.3 TheRegistrationTenderdocumentandtheTenderersresponsetheretoshallbe thebasis
forRegistration.Tenderersmustfamiliarizethemselveswiththerequirementsdescribedinthisdocumentincludingallattachmentsandtakethemintoaccountwhilepreparingtheirresponse.
2.1.4 Tendererswillbeinformedinwritingoftheresultsoftheirapplication.
2.1.5 Tendererswill meet all costs associated with preparation and submission of their
applications.
2.1.6 ItisDBK'spolicytorequirethatTenderersobservethehigheststandardsofethicsand
professionalismintheprocurementprocessandexecutionofcontracts.Inpursuanceofthispolicy,DBK:
a. Defines,forthepurposeofthisprovision,thetermssetforthbelow:
i. "Corrupt practice" means the offering, giving, receiving or soliciting ofanything of value to influence the action of an officer of the ProcurementEntity/Purchaser/EmployerintheRegistrationprocess;and
ii. "Fraudulent practice" means a misrepresentation of facts in order toinfluence the Registration process to the detriment of thePurchaser/Employer, and includes collusive practices among Tenderers(prior to or after submission of Tenders) designed to establish prices atartificial,non-competitivelevelsandtodeprivetheProcurementEntityofthebenefitsoffreeandopencompetition.
b. WillrejectaTender forRegistration if itdeterminesthataTendererhasengaged in
corruptorfraudulentactivitiesincompetingforthecontractinquestion;
c. Will declare aTender ineligible, forRegistration if at any time it determines thatTenderer has engaged in corrupt or fraudulent practices in competing for, or inexecutingasimilarcontract;
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d. Willhavetherighttoexaminefinancial orotherrecords relatingto the performanceofsuchservicestodeterminecapability;
e. WillhavetherighttoinspectthebusinesspremisesoftheTenderer.
2.1.7 Tenderersshallfurnishinformationasdescribedinthe
Registrationtenderdocument.
2.1.8 Tenderers shall be aware of the provisions on fraud and corruption stated in hereinafter.
2.2 Professional Qualifications
The Advocates must be active members of the Law Society of Kenya with currentpracticingcertificates.Theyshouldnothaveanypendingdisciplinarycases.Duediligencewillbecarriedouttoensurethattheyhavenotbeendisbarred.
2.3 Professional Insurance Indemnity
Theymust have taken out a Professional Insurance Indemnity of not lessthanKshs. 5,000, 000.00 butcapableofbeingrevieweddependingonthebriefathand.
2.4 Expertise
TheLawfirmsmustberankedhighlybytheirpeersaswellashaveprovenexperienceoftheissuesinquestion.Whileitisimportantfortheleadpartnerstobeexperiencedthequalificationofothermembersofthefirmwhowillbeperformingthemajorityofthelegalservicesshouldalsobeofhighstandard. Thisincludesassociates,researchassistantsandparalegals.
SeniorPartnersshouldhaveatleast10yearsofLegalexperience.
2.5 Scope of Legal Services 2.5.1 The legal services being procured include butarenot limited to: CivilLitigation
andPractice,CommercialLaw,FinancialServicesLaw,PublicProcurementandDisposalLaw, Labour Law, Constitutional Law, Arbitration& Alternative Dispute ResolutionLawandPractice,TaxLaw,LandLaw&Conveyancing,PublicPrivatePartnershipLaw,InternationalLaw,ProjectFinance,andEnvironmentalLaw.
2.5.2 Thelawfirmsshouldattachtheirprofilesstatingthetypeofcases/mattershandledand
theirsuccessrateinlitigationandcommercialtransactions.TheprofileshouldindicateexperienceinhandlingmattersbeforethedifferentcourtsandTribunals.
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2.5.3 Thefirmsshouldalsoprovidealistofclientshandledwhichshouldincludegovernmentdepartmentsandparastatals,internationalcompaniesandprivateorganizations;andthetypesofmattershandled.
2.6 Firm's History
Thefollowinginformationshouldbeincluded:� Periodforwhichthelawfirmhasbeeninoperation� Numberofpartnersandtheirstandinginthebar� NumberofAssociatesandtheirstandingin thebar� Number of pupils� Numberof paralegalstaff� Numberof support staff� AreasofPractice&Specialization� Whetherthefirm isamemberofan internationalconsortiumof lawyersor
membersofinternationallegalbodies.
2.7 Facilities Thefirmshouldpossessfacilitieslikeamodernlegallibrary,accesstoonlinelawreportsor other legal resources, computers, internet connectivity etc to enable themprovideadequateservicesandfacilitatereal-timecommunication.
2.8 Payment of Fees/Costs 2.8.1 DBKwill consider law firm’s thatoffer therightbalanceofvalue formoneyas
measuredbythequalityoflegalserviceoffered.Lawfirmswillberequiredtoidentifywaysinwhichlegalcostsforanysignificantorcomplexmattercanbemitigated.
2.8.2 ThepaymentoffeeswillbebasedontheAdvocatesRemunerationOrder,cappedoras
maybeagreedbetweenthefirmandDBK.
2.9 Litigation against DBK The firm should disclose if they are engagedwith past or pending litigation againstICDC and the nature of the litigation in order to avoid conflict of interest. The Firmshoulddeclareanyconflictofinterest.
2.10 Ability to Work Closely with DBK Legal Department
TheselectedlawfirmswillberequiredtoworkcloselywithDBK’sin-houselawyers.
2.11 Monitoring and Evaluation The selected law firms must agree to be monitored through regular client satisfactionsurveys inorder toensure that theymaintainhigh standardsof service.The firms mustgiveregularreportstoDBK.
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2.12 Preparation of Tender Documents 2.12.1 TenderersarerequestedtosubmitaTenderwritteninEnglishlanguage.
2.12.2 Tenderers are expected to examine the documents comprising this Request for pre-
qualificationindetail.MaterialdeficienciesinprovidingtheinformationrequestedmayresultinrejectionofaTender.
2.12.3 TenderersarerequiredtomeettheRegistrationcriteriastipulatedinhereinafter.
Thosewhodonotmeettherequirementsneednotsubmittenders.Onlytenders,whichfulfilltheserequirements,willbeconsideredfordetailedevaluation.
2.12.4 TheRegistrationdocumentsshallnotincludeanyfinancial proposal informationother
thanauditedaccountsforthelast2years.
2.13 Period of Validity TherequestforRegistrationmustremainvalidfornotlessthan120daysfromthedateofsubmission. DBK will make best effort to complete the evaluation and communicatewithinthisperiod.
2.14 Submission, Receipt, and Opening of Registrations 2.14.1 TheoriginalRegistration Document shall be prepared in indelible ink. It shall contain
no interlineations or overwriting, except as necessary to correct errors made by theapplicant.Anysuchcorrectionsmustbeinitialedbythepersonorpersonswhosign(s)theRegistrationDocument.
2.14.2 Anauthorizedrepresentativeof theApplicantsshould initialallpagesof the tender
document.
2.14.3 TheRegistration document shouldbe prepared and submitted in aplainsealedenvelopemarked:
"REGISTRATIONFORPROVISIONOFLEGALSERVICES"anddeliveredto:
TheChiefExecutiveOfficerDevelopmentBankofKenyaP.O.Box45519-00100,Nairobi,
Kenya.
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2.15 Tender Submission
2.15.1 Submission Time: Theclosing time for the submission of the Registration Document shall be 30th June 2021 at 10.00am and shall be sent to the above address. Registration Document shall bemarked on top "DO NOT OPEN BEFORE 30TH June 2021 at 10.00am."
2.15.2 Late Submission
AnyRegistrationDocumentreceivedafterthedeadlineshallberejectedasalatetenderandshallnotbeconsidered.
2.15.3 Tender Opening
AnOpeningCommitteeshallopentheapplicationsimmediatelyaftertheclosingtimeforsubmissionoftheRegistrationDocument.
DBKwillpreparearecordoftheRegistrationDocumentopening.
2.15.4 Registration Evaluation
a. Mandatory Requirements for Registration: i. RegistrationSubmissionForm.ii. DulyCompletedConfidentialRegistrationBusinessQuestionnaire.iii. AcopyofCertificateofRegistration.iv. Evidenceofphysicaladdressandpremises(attachcopiesofutilitybillse.g.
electricity/waterorleaseagreement/Title).v. Certifiedcopyofcurrentpracticingcertificates forallpartnersandassociates;
SeniorPartner(s)musthaveaminimumexperienceof10years.vi. Five(5) lettersofcommendationfromyourcurrentmajorclients including
public institutions or large commercial enterprises, summary ofservices rendered, value and contact persons, addresses and telephonenumbers. Tenderers are advised to ensure that they officially verify theaccuracy, authenticity and validity of any documentation, certification orinformation obtained from third parties i.e. letters from referees that theyintend toor submit toDBK as part of their Tender. DBKwill have thediscretiontocontactyourrefereeswithoutpriorreferencetothetenderer.
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vii. Two(2)year’sauditedaccountsbetween2019and2020.viii. AcopyofValidTaxComplianceCertificate.ix. Evidence of the firm’s Professional Insurance Indemnity of at least
Kshs. 5,000,000.00 butcapableofbeingrevieweddependingonthebriefathand.
2.15.5 DBK will examine the tenders to determine completeness, general orderliness and
sufficiencyinresponsiveness.
2.15.6 Tenderers must paginate their Tender document consistent with the table of content tofacilitateeaseofreferenceduringevaluation.
2.15.7 ApplicantsshallnotcontactDBKonthematterrelatingtotheirRegistrationDocument
from the time of opening to the time the evaluation is finalized unless officialcommunicationissenttothem.AnyeffortbytheApplicanttoinfluenceDBKinthePre-QualificationDocumentevaluationshallresultintherejectionoftheirapplication.
2.15.8 Registrationwill bebasedonmeeting the followingminimumcriteria regarding
theApplicant's legalstatus,generalandparticularexperience,personnelandfinancialpositionasdemonstratedbytheresponsesintheattachedforms.
2.15.9 The Applicants should have registered offices and DBK reserves the discretion of
visitingphysicalpremises fromwhichtheapplicantconductsbusiness ifsodesiredtoconfirmexistenceandcapabilitytodeliverthesaidservices.
2.15.10 Applicants who qualify according to the selection criteria will be required to offer
variouslegalservicesasandwhenrequiredwithinthe2years.
2.15.11 DBK reserves the right to accept or reject any or all Registration Documents
withouttheobligationtoassignanyreason(s)foritsdecisionthereof.
2.16 Litigation Applicantsmustdiscloseanycurrentlitigationagainstthefirmandbrieflydescribethenatureofthelitigation.
2.17 Evaluation Criteria
Thepointsgiventoevaluationcriteriaareprovidedintheevaluationmatrixbelow.
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EVALUATION MATRIX
Biddersmust attachevidenceto fulfill the followingrequirements:
PART I - MANDATORY CRITERIA
NO. REQUIREMENTS MAX SCORE YES/ NO
A. DulycompletedandsignedSubmissionForm. Mandatory
B. DulycompletedandsignedConfidentialBusiness
Questionnaire.
Mandatory
C. AcopyoftheCertificateofRegistrationofthe
Lawfirm.
Mandatory
D. EvidenceofPhysicalAddress. Mandatory
E. CertifiedCopies ofpracticingCertificates of all
advocatesintheLawfirm.
Mandatory
F. LettersofCommendationfromatleast5corporate
clients. (Company name Client’s Contact Person
(emailandtelephoneNo.)
Mandatory
G. AuditedAccounts for immediate past two(2)Year’s.
Mandatory
H. TaxComplianceCertificate. Mandatory
I. Evidenceof the firm’s ProfessionalInsurance IndemnityofatleastKshs.5,000,000.00
Mandatory
J. TenderersmustpaginatetheirTenderdocumentconsistentwiththetableofcontentstofacilitateeaseofreferenceduringevaluation
Mandatory
An application shall be rejected at this stage if it does not respond to the mandatory
requirements. Applications that respond to the mandatory requirements will be proceed to
Technical evaluation.
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PART II - TECHNICAL CRITERIA NO. REQUIREMENTS PARAMETER MAX
SCORE
(Points)
FIRM’S
SCORE
A. Experiencein advising a financialinstitution.Attachevidence.
- 15
B. ValueofProfessionalIndemnity Kshs.100Million 15 andOver
Kshs. 50 - 99
10
Million
Kshs. 30 - 49
7.5
Million
Kshs. 10 - 29
5
Million
Kshs.5-9Million
2.5
C. Capacity & Period of Operation of Firm 25
C1. Firm Profile & Experience
Minimum
Qualificationsandcompetence/areasof Law undergraduate
practice of Key professional staff (attach degree for all
respective CVs foreach with above advocates
details)Senior Partners
Over 15 years’
experience6
12-15years 3
Lessthan10years. 1
Associates
Over 8 years’ 6 experience
3-7years 3 Under3years 1
2. Size
NumberofPartners
6andabove
3-5
5
2 1-2 1
NumberofAssociates
6andabove
3-5
4
2
1-2 1
NumberofSupportstaff
5andabove
2-3
4
1
D. 10 MajorLitigationbriefs successfully handledinterms of value and
subjectmatter.
Subject MatterOver Kshs. 200Million
30
Indicatecourt: Kshs. 100 - 199
Million
20
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� SupremeCourt
� Court of Appeal
� High Court
� Regional Courts/ International
Courts
Kshs. 50 - 99MillionKshs. 49 Millionandbelow
105
E. Audited financial statements for the last
two years orwhere the firm has been in
operation for less than 2 years Certified
ManagementAccounts.
- 10
F. Completenessofbiddocuments - 5
100
Each responsive proposal will be given a technical score (St). A proposal shall berejectedatthisstageif itdoesnotrespondtoimportantaspectsof theCriteriaorif itfailsto achieve the minimum technical score indicated. The pass mark shall be a minimumtechnicalscoreof70 points.
2.9 Confidentiality
Information relating to evaluation of proposals and recommendations concerningawards shall not be disclosed to the Tendererswho submitted the proposals or to otherpersons not officially concerned with the process, until the winning firm has beennotifiedthatithasbeenprequalifiedfortheservices.
2.10 Corrupt or fraudulent practices
2.10.1 DBK requires that the Tenderers observe the highest standards of ethics during the
selection and Registration of the firms and also during the performance of anyassignment(s). The tenderer shall sign a declaration that he has not and will not beinvolvedincorruptorfraudulentpractices.
2.10.2 DBK will reject an application if it determines that the tenderer recommended for
Registrationhasengagedincorruptorfraudulentpracticesincompetingfortheservicesinquestion.
2.10.3 Further a tendererwho is found to have indulged in corrupt or fraudulent practices
risksbeingdebarredfromparticipatinginpublicprocurementinKenya.
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SECTION III: - REGISTRATION SUBMISSION FORM
To:Date:
TenderNo.:
TheChiefExecutiveOfficer,DevelopmentBankofKenya,
P.O.Box30483-00100,NAIROBI, KENYA
DearSir,
We/I, theundersigned,offer toprovidetherequiredservices inaccordancewithyourinstructionsandweherebysubmitourRegistrationDocument.
OurApplicationisbindingtousandiffoundacceptableweshallbepleasedtobeincludedinthelistofpre-qualifiedfirms.
Weunderstandyouarenotboundtoacceptanyapplicationyoureceive.
Weremain,
Yourssincerely,
Authorised Signature: ………………………………………………………
Name and Title of Signatory………………………………………………
NameofTenderer ………………………………………………………….
Address:……………………………………………………………………….
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SECTION IV- CONFIDENTIAL REGISTRATION BUSINESS QUESTIONNAIRE FORM
Youare requested togive theparticulars indicated inPart1;eitherPart2(a),2(b)or2(c )whicheverapplies toyour typeofbusiness; andPart3.Youareadvised that it is aseriousoffencetogivefalse informationonthisform.
Part1–General
1.1 BusinessName
…………………………………………………………………………………………………
1.2 LocationofBusinessPremises.
………………………………………………………………………………………
1.3PlotNo…………………………………………………………Street/Road
PostalAddress…………………………………………………………………………………..
TelNo.…………………………………………………….Fax……………………………….
Email…………………………………………….
1.4NatureofBusiness………………………………………………………
1.5 RegistrationCertificateNo.
……………………………………………………………………………………………………………
1.6 MaximumValueofBusinesswhichyoucanhandleatanyonetime–
Kshs.………………………………………………………………………….
1.7 NameofyourBankers………………………………………Branch………………….
Part2(a)–SoleProprietor
2a.1 YourName in Full……………………………………………………………………………..2a.2Nationality………………………………………………………Country of Origin ………………………………………………………….• CitizenshipDetails………………………………………………………………………………
Part2(b)Partnership
2b.1GivendetailsofPartnersasfollows:
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Name Nationality CitizenshipDetails Shares1.…………………………………………………………………………………………………..2……………………………………………………………………………………………………3…………………………………………………………………………………………………...4……………………………………………………………………………………………………
Part 2 (c ) –Debarment
I/We declare that I/we have notbeendebarred fromanyprocurementprocessandshallnotengageinanyfraudulentorcorruptactswithregardtothisoranyothertenderbyICDCandanyotherpublicorprivate institutions.
Date………………………………………………………………………………..……Name ofduly authorized person……………..……………………………………Signatureof duly authorized person……………..………………………………
Part 2 (d ) – Criminal Offence
I / We, individually or jointly have not been convicted of any criminal offence relatingtoprofessional(mis)conductorthemakingoffalsestatementsormisrepresentationsas tomy/ourqualifications to enter into aprocurement contractwithin aperiodof five(5)yearspreceding thecommencementofthisRegistrationprocurement.Date………………………………………………………………………………..……Name ofduly authorized person……………..……………………………………Signatureof duly authorized person……………..………………………………
Part3–ConflictofInterest
3.1 I /We, the undersigned state that I/we have no conflict of interest in relation tothisRegistration.
1……………………………………………………………………………………………..2……………………………………………………………………………………………..3……………………………………………………………………………………………..
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Date………………………………………………………………………………..……
Name ofduly authorized person……………..……………………………………
Signatureof duly authorized person……………..………………………………
3.2 Doesanyperson/personinDBKhaveinterestinthefirm?Yes No
3.3 Ifanswerin‘3.2’aboveisYESgivedetails.………………………………………………………………………………..……………………………………………………………………………………………………………………………….…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
3.4 Areyouunderadeclarationofineligibilityforcorruptandfraudulentpractices?YES No
3.5 Ifanswerin‘3.4’aboveisYESgivedetails:………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
I/WeDECLAREthattheinformationgivenonthisformiscorrecttothebestofmy/ourknowledgeandbeliefandthatI/WegiveDBKauthoritytoseekanyotherreferencesconcerningmy/ourfirmfromwhateversourcesdeemedrelevant.
Date……………………Signatureof Candidate……………………………………
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SECTION V – STATUTORY DECLARATION
REPUBLIC OF KENYA
IN THE MATTER OF OATHS AND STATUTORY DECLARATION ACT
CHAPTER 15 OF THE LAWS OF KENYA AND
IN THE MATTER OF THE PUBLIC PROCUREMENT AND DISPOSAL ACT, 2015
I, ……………………………………ofP.O.Box ................................................ beingaresidentof………………………intheRepublicofKenyadoherebymakeoathandstateasfollows:-
1. THAT I am the………………………………………………………… (ManagingPartner/
/SeniorPartner)of…………………………………………………………………..(NameoftheLaw Firm) which is a Candidate in respect of Tender Number……………………………………………………torenderlegalservicestoIndustrialandCommercialDevelopmentCorporationanddulyauthorizedandcompetenttomakethisAffidavit.
2. THATtheaforesaidFirmhasnotbeenrequestedtopayanyinducementtoanymemberofthe Board, Management, Staff and/or employees and/or agents of ICDC, which is theprocuringentity.
3. THAT the aforesaidCandidate, its servant(s) and/or agent(s)havenotbeenofferedandwill not offer any inducement to any member of the Board, Management, Staff and/oremployee(s)and/oragent(s)ofDBK.
4. THAT theaforesaidCandidate, its servant(s)and/oragent(s) have notbeen debarred fromanyprocurementprocess.
5. THATwhatisdeponedtohereinaboveistruetothebestofmyknowledgeinformationandbelief.
SWORNat……………………….bythesaid }……………………………..……………………….. }on this…………. day of…………....... 20… }DEPONENT
}Beforeme }CommissionerforOaths }
ANTI-CORRUPTION DECLARATION COMMITMENT/ PLEDGE
I/We/Messrs…………………………………………………………………………….
of Street, Building, P O Box……………………………………………………………
…………………………………………………………………………………………..
Contact/Phone/E mail………………………………………………………………….. declare that Public Procurement is based on a free and fair competitive Tendering process which should not be open to abuse.
I/We ..………………………………………………………………………………….. declare that I/We will not offer or facilitate, directly or indirectly, any inducement or reward to any public officer, their relations or business associates, in connection with
Tender No ………………………..……………………………………………….
for or in the subsequent performance of the contract if I/We am/are successful.
Authorized Signature.............................................................................................................
Name and Title of Signatory…………………………………………………………………
Stamp………………………………………………………………………………………....
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