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PRE-QUALIFICATION OF «Type_of_contractor» Page 1
Kenya Commercial Bank
SUPPLIER PRE-QUALIFICATION DOCUMENT
PRE-QUALIFICATION OF GENERAL BUILDING
CONTRACTORS
PRE-QUALIFICATION RELEASE DATE: 20th February 2015
PRE-QUALIFICATION SUBMISSION DATE: 6th March 2015
PRE-QUALIFICATION OF «Type_of_contractor» Page 2
ISSUE OF PRE-QUALIFICATION DOCUMENT TO PROSPECTIVE BIDDERS
PRE-QUALIFICATION OF FIRM FOR PROVISION OF GENERAL BUILDING CONTRACTORS
This form is to be completed on receiving the document by downloading on the KCB
Website www.kcbbankgroup.com/Kenya/Tenders.
This page is to be completed and a scanned copy e-mailed IMMEDIATELY to
Firms that do not register their interest in this manner may not be sent the PRE-
QUALIFICATION addenda should any arise.
Item
Supplier Details
Name of Person
Organization Name
Postal Address
Tel No
Fax No
Email Address (this e-mail
address should be clearly
written as communication with
bidders shall be through e-mail)
Signature:
Date
PRE-QUALIFICATION OF «Type_of_contractor» Page 3
TABLE OF CONTENTS
Contents 1. INTRODUCTION TO KCB GROUP............................................................................................... 4 2. IMPORTANT NOTES TO SUPPLIERS ................................................................................................ 4 3. COMPANY INFORMATION ........................................................................................................... 6 4. FINANCIAL INFORMATION ......................................................................................................... 8 5. BUSINESS ACTIVITIES .................................................................................................................... 9 6. TRADE REFERENCES ...................................................................................................................... 9 7. CERTIFICATIONS, ACCREDITATIONS AND APPROVALS ........................................................... 11 8. AGENCIES AND PARTNERSHIPS ................................................................................................. 11 9. MANAGEMENT POLICIES ........................................................................................................... 11 10. BUSINESS PROBITY AND LITIGATION MANAGEMENT ........................................................... 12 11. INSURANCE .................................................................................................................................. 14 12. REGION ALLOCATION ........................................................................................................... 14 13. EVALUATION ........................................................................................................................... 15 14. PURCHASING POLICY ............................................................................................................ 16 15. DECLARATION ........................................................................................................................ 16
PRE-QUALIFICATION OF «Type_of_contractor» Page 4
1. INTRODUCTION TO KCB GROUP
The Kenya Commercial Bank Limited (hereinafter referred to as “the Bank”) is
incorporated in Kenya and is a leading Commercial banking group in the East African
region, renowned for its diversity and growth. In addition to Kenya, it has other
subsidiaries namely; KCB (Tanzania) limited, a banking subsidiary operating in
Tanzania, KCB (Uganda) limited, a banking subsidiary operating in Uganda, KCB
(Sudan) limited, a banking subsidiary operating in Sudan, KCB (Rwanda) limited, a
banking subsidiary operating in Rwanda and KCB Burundi a banking subsidiary
operating in Burundi. The Head Office for the group is located in KENCOM House
Nairobi. The Bank’s vision is to be the preferred financial solutions provider in Africa
with a global reach.
The platform is anchored on consolidation across our existing business, expanding and
modernizing delivery channels, improving operational efficiencies, turning in returns
commensurate with level of investment and compliance with all regulatory and
internal policy guidelines.
This document therefore constitutes the formal prequalification for GENERAL BUILDING
CONTRACTORS services and is being availed on an open tender basis.
Please read through this document carefully and provide requested information
together with all supporting documents.
2. IMPORTANT NOTES TO SUPPLIERS
a) The purpose of this document is to assist Kenya Commercial Bank in the
identification and evaluation of potential suppliers who may subsequently be
invited to tender for the services in the most cost effective and fast way.
b) Prospective vendors must have carried out successful delivery of
equipment/projects to Government/Corporations/Institutions of similar size and
complexity and must demonstrate the willingness and commitment to meet
criteria as per the questionnaire below.
c) In order to simplify this process, you need to provide certified copies of all
supporting documents requested under the questionnaire, for example, audited
accounts, registration and compliance certificates, statements and policies
among others listed.
d) You may also be asked to clarify your answers or provide more details. Please
answer every question. If the question does not apply to you please write N/A; if
you don’t know the answer please write N/K.
e) Failure to complete this questionnaire and/or to provide written answers to
any further questions or requests for additional information or requests for
clarification will result in the supplier's elimination from further consideration.
f) Please note that by responding to this questionnaire you accept that all
answers provided in this questionnaire are legally binding on the supplier
PRE-QUALIFICATION OF «Type_of_contractor» Page 5
and should the need arise, may be used as evidence in any court of law,
which has jurisdiction. Further, Kenya Commercial Bank reserves the right
without further recourse to verify at its own cost the accuracy of any answers
provided herein.
g) All expenses and costs incurred by a respondent in connection with this , for
preparation and lodging for submission (without limitation) shall be the sole
responsibility of the respondent.
h) Nothing in the pre-qualification shall be construed to give rise to contractual
obligations with the Bank.
i) Without limiting its right at law or otherwise Kenya Commercial Bank, may at
its absolute discretion, suspend or defer this process.
j) Where necessary and if insufficient space has been provided on the
questionnaire for the answers, please provide the answers as supplements
on separate sheets.
k) Please initial/ rubber stamp each page, and sign the last page in the space
provided.
l) Please return the completed questionnaire bound (Hard copy and Soft copy CD)
in a sealed envelope marked “Pre-Qualification of General Contractors”
addressed to the following address and dropped at the tender box on 5th Floor,
Kencom House, Wing B on or before Friday, 6th March 2015 at 3.00 pm.
Those submitting their document or their representatives may attend the
opening on the date and time of submission.
m) The document shall be addressed to:
Head of Procurement
Kenya Commercial Bank
5th Floor Kencom House
P.O. Box 48400, 00100
Nairobi
Please note that documents received by facsimile or electronic mail will be rejected.
If you have any queries about this form please contact: Head of Procurement on the
following address: [email protected].
All queries and questions must be received by Thursday, 26th February 2015 at 5.00
pm.
QUESTIONNAIRE
PRE-QUALIFICATION OF «Type_of_contractor» Page 6
3. COMPANY INFORMATION
Suppliers willing to be considered for the PROVISION OF GENERAL BUILDING
CONTRACTOR SERVICES are expected to furnish the Bank with among others the
following vital information, which will be treated in strict confidence by the Bank.
No. PARTICULARS RESPONSE
3.1
Full name of organization:_______________________________________________________
Is your organisation (Please
answer Yes or No)
Question
i) A public limited company? If yes, please
attach copies of the company’s
memorandum of association and articles
including any change of name
Response
ii) Public listed company? If yes, attach
copies as (i) above
iii) A limited company? If yes, attach
copies as (i) above
iv) A partnership? If yes attach partnership
deed
v) a sole trader? If yes attach business
certificate
vi) other (please specify)
3.2
Date of Registration of your company (Attach a copy of certificate of
incorporation):
3.3 Full physical address of principal place of business:
Full postal address of the principal place of
business(include the postal code):
Location of workshop/print press
3.4 Registered address if different from the above:
Map: Provide a description of significant features /
roads next to the business premises.
3.5 Office telephone number(s)
Landline:
Mobile:
PRE-QUALIFICATION OF «Type_of_contractor» Page 7
3.6 Fax number:
3.7 E-mail address:
3.8 Website address (if any):
3.9 Company Tax PIN: (Kindly Provide a copy of the PIN
Certificate)
3.10 VAT Registration number: (Kindly provide a copy of
the VAT Certificate)
3.11 Tax Compliance certificate (Kindly provide a current
copy of Tax Compliance certificate)
3.12 Compliance with statutory payments i.e. NSSF and
NHIF (please attach evidence of payments for the
company staff)
3.13 Proof of registration with the relevant government
Ministry (Must indicate registration by the relevant
statutory body/Ministry clearing indicating which
category where applicable) Attach copy of current
registration certificate.
3.14
Period in which you have been in the specific
business for which you wish to be prequalified.
3.15 Names of the Shareholders, All directors and Partners
(Please indicate the citizenship of the directors)
Kindly provide original copy of an official search
report issued by the Registrar of Companies showing
the directors and shareholders of the company
(Companies For CR 12). The report should not be
more than two months old.
3.16 Associated companies(if any)
Appointed dealers (if any)
3.17 Provide the name of company’s certified
Secretary/Auditors
3.18 Please provide a copy of the most recent annual
return together with a filing receipt.
3.19 Name of (ultimate) parent/holding company (if this
applies):
3.20 Companies Registry number of parent/holding
company (if this applies):
3.21 If a consortium is expressing interest, please give the
full name of the other organization (the proposed
consortium partners should also complete this
questionnaire in its entirety)
3.22
Contact person within the organization to whom
enquiries about this should be directed:
NAME:
TITLE
TELEPHONE
Office:
PRE-QUALIFICATION OF «Type_of_contractor» Page 8
Mobile:
FAX:
EMAIL:
4. FINANCIAL INFORMATION
No. PARTICULARS
4.1 What was your
turnover in the last
two years?
…………………………………..
for year ended
--/--/----
……………………………….
for year ended
--/--/----
4.2 Has your organization met all its
obligations to pay its creditors and
staff during the past year?
Yes / No
If No, please give details
4.3 What is the
name and
branch of your
bankers (who
could provide a
reference)?
Name of Bank:
Branch:
Bank Account number(s):
Telephone Number:
Postal Address:
Contact
Person
Name:
Contact
Person’s
Position
Contact
Person’s E-
mail:
4.4 Provide a copy of the following
A copy of your most recent audited accounts (for the last three years)
A statement of your cash flow forecast for the current year and a
bank letter outlining the current cash and credit position
PRE-QUALIFICATION OF «Type_of_contractor» Page 9
5. BUSINESS ACTIVITIES
No. PARTICULARS
5.1 What are the main business activities of your organization? (Please specify).
5.2 How many staff does your organization have? ............Please provide a
functional organization chart with number of staff in each function.
Indicate the number under each category
i. Technical (Permanent………, Temporary……)
ii. Semiskilled (Permanent……., Temporary……..)
5.3 Please generally describe the experience and expertise your organization possesses that will enable you to effectively and efficiently undertake the work you wish to be prequalified for as required by Kenya Commercial Bank.
Describe experience and expertise of Key staff Attach you company organ gram with emphasis on the category you
are being pre-qualified for. Attach CV’s of key staff For expatriate, provide copies of valid work permit
5.4 Please list your key resources other than staff relevant for the category under which you wish to be considered. For vehicles, machinery and equipment, show age, owned/leased, current status (in working condition or otherwise).
6. TRADE REFERENCES
Please provide in the table below details of at least ten (10) top customers who
have supplied similar Services over the last five (5) years, or that are relevant to
this document from the largest.
Attach copies of LPO’s, Letters of award/signed contracts. Note that the referees
may be contacted without further references to you.
PRE-QUALIFICATION OF «Type_of_contractor» Page 10
No
Customer
Organization
(name)
Customer
contact
name and
phone
number
Contract
reference and
brief
description:
Date
contract
awarded
Date
contract
Completed
/ in
progress
Value of
Contract:
(KES/USD)
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11 For the largest contract/project did
the owner collect liquidated
damages?
Yes / No
6.12 Have you had any contracts
terminated for poor performance in
the last five years, or any contracts
where damages have been claimed
by the contracting authority/client?
Yes / No
If yes, please give details:
PRE-QUALIFICATION OF «Type_of_contractor» Page 11
7. CERTIFICATIONS, ACCREDITATIONS AND APPROVALS
Detail any relevant certifications and accreditations by principals or
accreditation bodies and attach copies of such certification. Such
certifications may be for your company and for your individual staff as relevant
to the work they do and the key skills for your area of expertise. Other expected
certifications may be in the areas of Quality Management Systems such as ISO,
Environmental Management Processes, Security certification or GSM
Association certifications.
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………
8. AGENCIES AND PARTNERSHIPS
a) Detail any agencies and partnerships that you have that are relevant to your
business category. Attach copies of letter(s) of agency or partnership,
manufacturers/principals appointments.
9. MANAGEMENT POLICIES
a) Employee Integrity
How does the firm ensure the integrity of staff? Detail any related policies
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
…………………………
b) Code of Conduct/Ethics
Does your company have a code of conduct? If so, please attach a copy.
Indicate if the company subscribes to a professional body with a code of
Conduct/ ethics.
c) Company employment policy
Does your organization have a documented employment policy? Please provide
a copy. What are key highlights from this policy if in existence?
What types of employment contracts do your employees have?
PRE-QUALIFICATION OF «Type_of_contractor» Page 12
d) Customer Service
Does your organization have a documented policy on Customer
Service? If yes, please provide a copy.
Which position in your firm is responsible for customer service and how is
this position supported by other functions?
Does your firm use any performance management techniques,
including customer satisfaction measurement if so, what are the key
parameters? Attach sample reports.
Note: Kenya Commercial Bank may require that customers for
products/services provided by your firm fill out an appraisal form and rate your
services for use in subsequent decisions on whether to shortlist your company.
e) Health and Safety
Does your organization have a written occupational health and safety at work
policy?
[No/yes] if yes please specify who is responsible for occupational health &
safety within the organization and provide details of how safety is
administered at the different levels within the organization and how you
will ensure that any sub-contractor used will meet your obligations on
health & safety issues.(Attach your organization’s occupation health &
safety policy)
f) Waste Management
Will your activities while performing your contractual obligations generate
waste or have potential in the event of an accident to cause damage to the
environment?
(No/Yes) If yes, please attach a copy of the waste management plan and the
accident management plan.
g) Corporate Social Responsibility (CSR)
Please provide details of your Corporate Social Responsibility (CSR) Programs,
if any. Attach excerpts to support your assertions
h) Environmental Policy
Does your organization have a written environmental policy?
[No/yes] if yes please specify who is responsible for environmental issues within
the organization and provide details of how environmental issues are
administered at the different levels within the organization and how you will
ensure that any sub-contractor used will meet your obligations on
environmental issues. Attach a copy of your environmental policy.
10. BUSINESS PROBITY AND LITIGATION MANAGEMENT
Please confirm whether any of the following questions applies to your organization:
Note that failure to disclose information relevant to this section may result in your
exclusion as a potential Kenya Commercial Bank supplier.
PRE-QUALIFICATION OF «Type_of_contractor» Page 13
No. PARTICULARS RESPONSE
10.1
Is the organization bankrupt or being wound up, having its affairs administered by the court, or have you entered into an arrangement with creditors, suspended business activities or any analogous situation arising from similar proceedings in Kenya or the country in which it is established?
10.2
Please provide a statement of any
material pending or threatened
litigation or other legal proceedings
where the claim is of a value in excess
of KES 500,000/= (or USD equivalent).
10.3
Has any partner, director, shareholder or employee whom you would
propose to use to deliver this service been convicted of an offence
concerning his professional conduct?
10.4
Please state if your organization or any
of its shareholders, directors, or
employees has ever been the subject
of public allegations, under
investigation, charged, prosecuted, or
convicted, has had its assets blocked,
seized or frozen or has a judgment
entered against in respect of national
or international law relating to the
following;
Money laundering, economic crime,
corruption, bribery, terrorism & any
other economic offence
10.5
Has the organization been charged for not fulfilling its obligations relating
to the payment of any statutory deductions or contributions including
income tax as required under Kenyan law or the laws of the country in
which it is established?
10.6
Please state if any Director
shareholder/ Partner and / or
Company Secretary of the
Organization is currently employed or
has been employed in the past three
years by Kenya Commercial Bank.
10.7
Please state if any Director / Partner
and / or Company Secretary of the
Organization has a close relative who
is employed by Kenya Commercial
PRE-QUALIFICATION OF «Type_of_contractor» Page 14
Bank and who is in a position to
influence the award of any supply. For
purpose of pre-qualification process
close relative refers to parents, siblings,
spouse or children
10.8 Please state if your organization, any
predecessor to your organization or
any member of your organization is
currently a party to any litigation that is
in progress or has been within the last
three years that is directly related to
the conduct of your business.
10.9 Please state if your organization or any
of its shareholders, directors or
employees has ever offered gifts or
bribes to facilitate award of business or
to facilitate payments or to obtain
business advantage.
11. INSURANCE
Please provide details of your current insurance
covers as below
Value (KES)
11.1
Employer’s Liability:
11.2
Public Liability:
11.3
Professional Indemnity (if applicable)
11.4
W.I.B.A
11.5 Other (specify)
12. REGION ALLOCATION
The bank may allocate the consultants and contractors based on the following region
according to their presence in the region. You are therefore requested to indicate
your region of preference.
Item Region Tick/indicate the regions you
have presence in
i. Coast Region
PRE-QUALIFICATION OF «Type_of_contractor» Page 15
ii. Eastern Region
iii. Great Rift Region
iv. Central/Mt. Kenya
v. Nairobi Region
vi. Western Region
vii. Others – Loitoktok, Maralal, Marsabit, Moyale ,
Hola, Lamu and Mpeketoni, Wajir and Mandera
13. EVALUATION
(a) Requirements For Evaluation
The following documents should be attached. Except where stated, all copies should
be certified by your company secretary or an Advocate of the High Court of Kenya
with a current practicing certificate.
Item Description Reference
Section
1. Certificate of Incorporation/Business Name Certificate
3.2
2. TAX PIN Certificate 3.9
3. Tax Compliance certificate 3.11
4. Trading Certificate/Practicing Certificate(e.g. NCA etc)
3.13
5. Form CR 12 as issued by the Registrar of Companies
(certified copy of original).
3.15
6. List of all Directors with Percentage of shares held,
telephone and their postal address
3.15
7. Latest Annual Returns and filing receipt 3.18
8. Bank Accounts Information 4.3
9. Audited Accounts for the last 3 years 4.4
10. CVs of Key Staff 5.3
11. Organogram 5.3
12. Attach copies of LPO’s, Letters of award/signed
contracts/reference letters
6
13. Certifications, Accreditations 7
14. Letter(s) of agency or partnership 8
15. Management Policies 9(a) to
9(h)
PRE-QUALIFICATION OF «Type_of_contractor» Page 16
16. Insurance Covers 11.1 to
11.5
(b) Additional Requirements
Attach any relevant catalogues and brochures.
(c) Minimum score to be prequalified
Only those vendors whose qualifications are accepted by Kenya Commercial Bank,
after the completion of the process will be prequalified.
14. PURCHASING POLICY
It is the policy of the Bank that all purchasing decisions are made in a fair and
transparent manner. All situations that may prejudice a purchasing decision must
be avoided.
All purchasing activities are executed consistent with the highest Professional,
ethical, moral and legal standards.
Collusion with employees for any form of favors is against Bank policy. Information
relating to suppliers is highly guarded and treated in a confidential manner.
All correspondence relating to supply of goods and services to Kenya
Commercial Bank MUST be channeled through Procurement.
15. DECLARATION
For any organization listed in section 3.1 (i) – (iv), this declaration must be
completed and signed by 2 authorised signatories of the organization.
For a partnership, the declaration must be completed and signed by at least 2
partners
For a sole trader business, the declaration must be completed and signed by the
person in whose name the business is run, and witnessed by the business' auditor.
For any other organization, the declaration must be completed and signed as
per such organization's mandate, a copy of which must be submitted to Kenya
Commercial Bank.
I/We declare that to the best of my/our knowledge the answers submitted in this (and
any supporting documentation) are correct. I/We understand that any misrepresentation
will render my/our organisation ineligible to participate in Kenya Commercial Bank’s
future tenders.
FORM COMPLETED BY
Name:
Position (Job Title):
Date:
Telephone number
Office:
Mobile:
Email:
Signature:
PRE-QUALIFICATION OF «Type_of_contractor» Page 17
Stamp/Seal
FORM COMPLETED/WITNESSED BY
Name:
Position (Job Title):
Date:
Telephone number:
Email:
Signature:
Stamp/Seal
**************************** END *************************