KENYA ELECTRICITY GENERATING COMPANY PLC · 2019-12-05 · vi) Form of tender vii) Price schedules viii) Contract form ix) Confidential business questionnaire form x) Tender security

1

Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension Plaza I, Pension Plaza II and Turkwel Power Station for Year

2020-2022

KENYA ELECTRICITY GENERATING COMPANY PLC

KGN-ADM-014-2019

TENDER FOR PROCUREMENT OF CLEANING, GARBAGE

COLLECTION AND GARDENING SERVICES FOR KENGEN

PENSION PLAZA I, PENSION PLAZA II AND TURKWEL

POWER STATION FOR YEAR 2020-2022.

(WOMEN ENTERPRISE)

Kenya Electricity Generating Company PLC

Stima Plaza Phase III, Kolobot Road, Parklands

P.O. BOX 47936-00100

NAIROBI.

Website: www.kengen.co.ke

December, 2019

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

2

Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension Plaza I, Pension Plaza II and Turkwel Power Station for Year 2020-

2022

GUIDELINES TO PREPARATION OF BID DOCUMENT In preparing the bid document in response to the tender, bidders are advised to note the following: 1. Section I – Invitation to Tender. This section gives guidelines on how and where to seek further clarification pertaining to the tender document; the form and amount of Tender Security required; where and when the tenders should be submitted; and place where tenders will be opened.

2. Section II – Instruction to Tenderers. This section guides tenderers on how to prepare their bid and how the tendering process will be carried out up to the award stage including notification of award to the successful bidder. “Appendix to Instruction to Tenderers” customizes clauses under Section II. Wherever there is a conflict between the provisions of the Instructions to Tenderers under Section II and the provisions of the appendix, the provisions of the appendix prevail.

3. Evaluation Criteria: This gives information on how the tender will be evaluated. Tenderers should be able to evaluate their bids before submission to determine in advance whether they meet the requirement of the bid or not. Through the evaluation criteria bidders will be able to note all the required documents that should be attached to the bid document. Checklist of Document Forming the Bid

No. Documents forming part of the bid

Remarks

1 The main sections of the tender document that includes Section I – Invitation to Tender; Section II – Instruction to Tenderers, including Appendix to Instruction to Tenderers; and Section III – General Conditions of the Contract, including Special Conditions of Contract

These Sections remain as they are in the tender document.

2 Duly filed mandatory business questionnaire with particulars of the supplier ,contractor and consultant and shall include:

i. Name of supplier

ii. Registration details (ID/Registration/Incorporation Number )

iii. PIN Number

iv. List of directors, shareholders and beneficial owners (in case of a company)

v. Name of proprietor (for sole proprietor and business name)

vi. Name of partners (for partnerships)

vii. Business contact information (Telephone and Email Address)

viii. Postal Address

ix. Physical address

x. Tax compliance status

xi. Business permit /License number

xii. County of operations

4 Duly filled priced schedules Prices quoted to be inclusive of taxes

5 Duly filled and signed Form of Tender in the format provided in the tender document

6 Duly filled and signed declaration form in the form provided 7 Bid document to be serialized/paginated on all pages 8 Bidders are advised to use KenGen’ s tender document or ensure to align

their bid to it

9 Confirmation of a bid submission Original and Copy

10 Confirmation of site visit

3

Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension Plaza I, Pension Plaza II and Turkwel Power Station for Year 2020-

2022

Eligibility and Pre-bid conference schedule – Starting Time is 10.00am

No Region Power Stations Eligibility Pre-bid conference Date

Venue

1. Nairobi KenGen Pension Plaza I, Pension Plaza II

Women 17th December 2019

11th Floor meeting Room, KenGen Pension Plaza II Building

2. Western Hydros

Turkwel Women 18th December 2019 Kitale Office Soet Plaza

Note the following

Site visit will enable bidders to understand the scope of work, environment, logistics and the

general social factors that may be considered in the bidding processes and eventual

contractual obligations.

Site visit starting at 10.00 a.m on the regions above

Pre-bid conference will be held as per the schedule and bidders to note the eligibility and

the areas of preference as defined by the table.

Pre-bid conference will form a forum where issues will be clarified to the bidders.

Deliberations of the pre-bid conference will form part of the bidding process and

subsequently contractual references.

Lack of pre-bid conference nor evidence of site visit will lead to automatic disqualification

4


2020-2022

SECTION I

INVITATION TO TENDER The Company invites sealed tenders from eligible candidates for the “Provision of Service for

Cleaning, Garbage collection and Gardening Services for KenGen” 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]; [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.

Unless otherwise stated, tenders MUST be accompanied by a Tender securing Declaration Form in

the format and amount specified in the tender documents and must be submitted in a plain sealed

envelope and marked “KGN-ADM-014-2019- TENDER FOR PROCUREMENT OF

CLEANING, GARBAGE COLLECTION AND GARDENING SERVICES FOR KENGEN

PENSION PLAZA I, PENSION PLAZA II AND TURKWEL POWER STATION FOR

YEAR 2020-2022..” and addressed to:

Company Secretary & Legal Affairs Director

Kenya Electricity Generating Company PLC

10th Floor, KenGen Pension Plaza 2,

Kolobot Road, Parklands

P O Box 47936 - 00100

NAIROBI, KENYA

On or before: (20th January 2020 at 10.00 a.m.). Tenders will be opened on (20th January

2020 at 10.00 a.m..) in the presence of the candidates’ representatives who choose to attend

at KenGen Pension Plaza 2, Tender Opening Room, Ground Floor. The company reserves

the right to vary the quantities. KenGen adheres to high standards of integrity in its business operations.

Report any unethical behavior immediately to any of the provided anonymous hotline service.

1) Call Toll Free: 0800722626; 2) Free-Fax: 00800 007788;

3) Email: [email protected] 4) Website: www.tip-offs.com

SUPPLY CHAIN DIRECTOR

mailto:[email protected]


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

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


http://www.tip-offs.com/

5


2020-2022

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

6

Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension Plaza I, KenGen Pension Plaza II and Turkwel Power Station for Year 2020-2022

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

7


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.

8


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:

9


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 Specified in the Appendix.

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

10


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 (120) 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.

11


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(20th January 2010 at 10.00 a.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

12


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 (20th January 2020 at 10.00 a.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.

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.

13


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 … (20th January 2020 at

10.30 a.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.

14


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:

15


(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

16


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

17


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

18


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.

19


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 reference

Particulars of appendix to instructions to tenders

Eligibility The tender is Reserved for Women

Clarification Clarifications to the tender shall be responded to for request received no

later than 3days to the tender closing date

Language of tender Tender shall be prepared and all corresponded to in English

Tender prices Prices indicated in the tender price schedule shall include all cost including

taxes, insurance and delivery to KenGen.

Tender currencies Prices shall be in Kenya Shillings, Euro’s or US Dollars or otherwise as

stated.

Tender eligibility and

qualifications

Proof of eligibility ,qualification documents of evidence (see evaluation

criteria)

Tender security There is no tender security requirement for this tender however a Tender

Securing should be dulled filled and signed in the format attached in the

tender document

Tender validity Tender validity duration 120 days from the date of opening

No of Copies Submission of one Original and one Copy of bid.

Sealing and Marking

of tender Tender documents and must be submitted in a plain sealed envelope

and marked “KGN-ADM-014-2019- TENDER FOR

PROCUREMENT OF CLEANING, GARBAGE COLLECTION

AND GARDENING SERVICES FOR KENGEN PENSION

PLAZA I, PENSION PLAZA II AND TURKWEL POWER

STATION FOR YEAR 2020-2022. Deadline and

Submission of Tender

Tender closing date (20th January 2010 at 10.00 a.m. ) and Opening date

and time (20th January 2020 at 10.30 a.m. )

Preliminary

Examination

Tender sum as submitted and read out during tender opening is absolute and

shall not be subject to correction, adjustment or amendment on any way

Sec.82 of PPADA 2015

2.24 Evaluation Criteria The bids received shall be evaluated in the stages detailed below: Stage 1. Compliance to Mandatory requirement

20


Stage 2. Compliance to technical requirements on capacity to deliver the contract. Stage 3. Financial evaluation Stage 4. Due Diligence where applicable

STAGE 1: MANDATORY REQUIREMENTS The following mandatory requirements must be met not withstanding other requirements in the tender document: No Requirements Tenderers response

1 Name of supplier 2 Submit a valid copy of Registration Certificate /Certificate of

incorporation

3 Copy of a valid PIN Certificate 4 Copy of a valid CR 12 issued within last six (6) months from

date of tender closure.

5 Name of proprietor (for sole proprietor and business name) 6 Name of partners (for partnerships) 7 Business contact information (Telephone and Email Address) 8 Valid AGPO certificate for the target group-Women Registration

by Treasury or Respective county government.

9 Proof of bank account bearing the name of the business (Not bank statement)

10 Valid Tax compliance certificate/status 11 Valid Business permit /License number 12 Indicate your County of operation/s 13 Duly filled stamped and signed tender form 14 Duly filled stamped and signed Tender securing Declaration

form

15 Tender validity 120 days 16 Duly filled and signed Confidential business questionnaire 17 Addendum(s)/Clarification(s) issued (if any) must be attached 18 In case of Joint venture, attach Joint Venture Agreement and the

role of each party in the JV defined.

19 Site visit certificate proof

Bidder must comply with all the above requirements so as to proceed to the second stage of technical evaluation on capacity to deliver the contract.

STAGE 2: TECHNICAL EVALUATION ON CAPAITY TO DELIVER THE CONTRACT

No Description Bidders response 1 A) TECHNICAL MANDATORY REQUIREMENTS

Bidder must submit copies the following

21


- Certified copy of NEMA certification for garbage

management and transportation specific to the relevant

area. This should entail garbage collection, segregation

and weighing before transportation.

- License from relevant county government to transport and

dump waste to designated dumpsite/ Letter of Intention to

acquire the license should you be awarded the tender.

- Provide copy of labour law compliance certificate in

relation to staff remuneration

- Provide a valid copy of Work Injury Benefit (WIBA)

Policy i.e. WIBA policy should not have expired as at

closure date of Tender

- Provide a valid copy of NSSF compliance certificate/ letter

(issued within last six (6) months from closing date of

Tender).

- Provide a valid copy of NHIF remittances certificate/ letter

(issued within the last six (6) months from closing date of

Tender).

B. TECHNICAL CAPACITY Refer to the detailed table below the appendix. Only bidders

who meet the minimum requirements will be considered for

financial evaluation

B. TECHNICAL CAPACITY EVALUATION

No Criteria Requirements YES NO

1 SHE (Safety, Health and Environment)

policy including

- emergency measures during service

delivery

- Waste handling procedure

- First Aid procedures and

emergency preparedness - Safety measures at workplace- Emergency call centre -

Copy of signed policy

22


2 Proof of fleet capacity – dedicated to

transportation of staff, garbage collection and

exhaust services (owned and or leased)

Staff vehicle – PSV Licensed (at least 1) –

(Turkwel)

Garbage Collection Vehicle/ Truck –NEMA and County Authority licensed – (at least 1)

Attach copies of log books owned or leased (if under lease attach

lease agreement ) or proof of

outsourced transport services –

contract agreement

3 a) Equipment for this tender -Wet and dry suction machine -Lawn mower Scrubbing machine -Vacuum cleaner

- Availability of machines, equipment and tools for the contract.

b) Consumables for this tender

-List of detergent, chemicals and other

appropriate consumables for the

contract. - Gardening tools

Documentations/ descriptive submission of what will be used

List/ Itemize

c) List of personal protective equipment (Uniform, protective shoes, gloves etc.)-

4 Personnel Competence

4.1 Competence of supervisor and Managers

- Experience of Manager(Diploma /Degree) 4 Years and above of relevant experience

Supervisor(Diploma /Certificate)

2 Years and above of relevant experience

CVs

4.2Staffing - Proposed number of staff to be deployed in

each specific areas of service. This shall

include their wage rate in accordance with the

labour law Minimum wage – KShs 13,000(Net)/ above

minimum wage

Staff policy

23


5 Work plan , methodology and execution

- Daily duty procedure -

- Cleaning procedures of different floors

and fabrics-

- Waste handling procedure e.g. biodegradable, hazardous, filters and oily rags, bottles, plastic, polythene and septic wastes –

- Cleaning and handling procedures

of fittings and fixtures

- Cleaning and handling procedures of office

equipment -

- Gardening and plant tending procedures -

Signed work plan, policies and Procedures.

The minimum technical requirement. Bidders in the target group who feel that they lack capacity for this tender are allowed to form a

joint venture or partnership agreement with other entities subject to the following conditions.

- There must be a joint venture agreement detailing the role of each party to the agreement.

The lead role must be of the entity from the special group.

- All the parties to the JV will have contractual obligations

- The Bank Account payable should be from the entities of the special group Any inconsistencies noted in any of the above requirements shall lead to automatic disqualification.

KENGEN reserves the rights to verify and authenticate above information with the relevant

Authority and any forgery in any one of the above lead to disqualification and render the tenderer’s

bid non-responsive. Further, note that you may be required to produce original Certificates for ease

of verification. The procuring entity reserves the right to carryout independent investigations to

verify the accuracy of information provide

STAGE 3. FINANCIAL EVALAUATION

Financial evaluation shall involve checking completeness of financial bids

Presence of a duly filled, signed and stamped tender form and price schedule

The eligibility for the categories in special group will be considered per scope.

- Bidders should duly sign the respective site /scope of interest. (Price schedules).

- Award shall be based the lowest evaluated bidder per site and as per the eligibility

will be considered.

- Where a person is entitled to more than one preference scheme, the scheme with the

highest advantage to the person shall be applied

Tender sum as submitted and read out during tender opening is absolute and final and

shall not be subject to correction ,adjustment or amendment major deviation shall result

in disqualification

Prices quoted shall be VAT Inclusive

24


STAGE 4. DUE DILLIGENCE

KenGen may prior to award of the tender determine to its satisfaction whether the selected bids will

qualify to perform the contract satisfactorily by carrying out a due diligence visit as required.

25


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

26


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

24


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

26 Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension Plaza I,

KenGen Pension Plaza II and Turkwel Power Station for Year 2020-2022

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.

3. EMPLOYER’S REPRESENTATIVE’S DECISIONS

3.1 Except where otherwise specifically stated, the Employer’s Representative will

decide contractual matters between the Employer and the Contractor in the role representing the

Employer.

4. INSTRUCTIONS

4.1 The Contractor shall carry out all instructions of the Employer’s Representative which are in

accordance with the Contract.

5 MANAGEMENT MEETINGS

5.1 A Contract top management meeting shall be held quarterly and attended by the

Employer’s Representative and the Contractor. Its business shall be to evaluate periodic

performance of the Work. The Employer’s Representative shall record the business of management

meetings and provide copies of the record to those attending the meeting and the Employer. The

responsibility of the parties for actions to be taken shall be decided by the Employer’s

Representative either at the top management meeting or after the management meeting and stated

in writing to all who attend the meeting.

5.2 An informal meeting between the supervisor of the contract and KenGen representative shall

be held when deemed necessary. Any results from this meeting shall be reflected on the monthly

evaluation and performance assessment as per clause 7.

5.3 Communication between parties shall be effective ON LYwhen in writing.

6. DURATION OF CONTRACT (GCC)

a) This Agreement shall unless extended or terminated by both parties terminate at the end of two

(2) years from the commencement date.

7. PERFORMANCE APPRAISAL On a monthly basis the employer’s representative(s) and the contractor shall on an agreed date and time conduct a comprehensive assessment/appraisal and record the findings in format as derived from the Bill of Quantities. Such records shall form part of performance evaluation during

and at the end of the probation period, subsequent deliberations and or action as stipulated in

clause 8 & 9. The performance evaluation form is attached in appendix II. This form will be customized to reflect the scope derived from the Bills of Quantities in the various locations.



8. NON PERFORMANCE PENALTY

In the event that the Contractor does not administer the contract in whole or in part, KenGen

shall procure, upon such terms and in such manner as it deems appropriate, and without reference

to the contractor, services similar to those undelivered, and the contractor SHALL be liable to

KenGen for the actual costs incurred for such procured services. These costs shall be offset from

the invoices provided by the contractor. Further, the contractor shall pay penalty equivalent to the

value quoted/priced for the unattended unit to KenGen being compensation of the inconveniences

caused. Non-performance shall also include: -

a) Failure by the contractor to manage their affairs hence occasioning their staff to

result to industrial action.

b) Where the contractor fails to comply to the minimum wage as prescribed by the Ministry of Labour from time to time.

c) Failure by the contractor to provide protective clothing to their staff as prescribed.

d) Failure by the contractor to perform services of acceptable standards set by KenGen.

9. TERMINATION

KenGen may without prejudice to any other remedy accruing to it terminate this Agreement in

writing in whole or in part if:-

(a) By Breach of Contract

(i) The Contractor frequently fails to provide services of acceptable standards set by

KenGen in the performance of this Agreement and,

(ii) The Contractor fails to perform any other obligation under this Agreement.

(b) By Agreement

Either party may terminate the Agreement by giving to the other party Three (3)

months’ notice in writing or payment of Three (3) months the set fees and charges in lieu of such notice;

On termination of this Agreement, howsoever terminated, the Contractor shall be

permitted to remove all its equipment which may have been placed by the Contractor

upon the employer’s premises.

c) By Insolvency

Either party may at any time terminate the contract by giving written notice to the other party in case of insolvency.

d) By Bankruptcy

Either party may at any time terminate the contract by giving written notice to the other party

in case of bankruptcy

10. CONFIDENTIALITY

The Contractor, its staff and agents shall not at any time during or after termination of this



Agreement divulge or allow to be divulged to any person or third party any information relating to the business or affairs of KenGen.

11. ASSIGNMENT

The Contractor shall not assign or sub-contract any of its rights under this Agreement

12. SUB-CONTRACT

The contractor shall notify KenGen in writing of all subcontracts awarded under this Contract if not already specified in the tender. Such notification, in the original tender or later, shall not relieve the contractor from any liability or obligation under the Contract.

13. PAYMENT TERMS (GCC 8)

Kenya Electricity Generating Company’s payment terms are within 30 days upon receipt of

certified invoices confirming that the services have been delivered in accordance with the contract.

14. PROVISION AND STANDARD OF SERVICE

(a) The Contractor shall provide services of acceptable standards as set by KenGen in the performance of this Agreement and unacceptable performance shall be grounds for summary termination of the Agreement without any notice at the sole discretion of KenGen;

(b) Frequent and inexcusable delays by the Contractor in the performance of its obligations hereunder

shall give rise to sanctions and imposition of liquidated damages by KenGen.

(c) If at any time during the performance of this Agreement the Contractor encounter3s2conditions

affecting timely provision of services, the Contractor shall immediately and without any delay

notify KenGen in writing of the condition, its cause and duration and possible solution thereto and

as soon as practicable KenGen shall evaluate the condition and may, at its sole discretion, waive

the Contractor’s obligations without the risk of sanctions impositions of liquidated damages and or

the summary termination of this Agreement without any notice.

(d) The Contractor shall provide a work plan which will form part of evaluation. The work plan

will contain the following details:

i. Number of staff to be deployed in each specific areas of service as provided in the Bill of

Quantities i.e. deployment of staff on daily, weekly and monthly basis. This shall include their

intended wage rates, which shall be in accordance with the labor law

ii. Safe use training and hospitality Schedule

iii. A Supervisor daily checklist

iv. Equipment, Vehicles, Tools and Machines to be used to achieve intended purpose in all areas.

v. Emergency or contingency measures in terms of staffing for any eventuality.

vi. Type of chemicals and detergents to be used subject to KenGen representative approval

in the respective site.

vii. Cleaning, Garbage Collection Gardening and schedules. viii. Method of disposal of various wastes as per specified in the technical Requirements and

NEMA Regulations.

15. STAFF QUALIFICATIONS 15.1 The contract supervisor(s) on the ground MUST have the under listed qualifications:



(a) At least a pass in ‘O’ Level Certificate.

(b) Certificates in housekeeping, knowledge in hospitality and gardening from a recognized institution.

(c) Minimum work experience for three (3) years in supervisory position

(d) Good communication and Managerial skills

(e) Certificate of Good Conduct.

15.2 The contractor shall undertake basic training of his staff on Environmental Management,

Occupational Safety and Health, Fire Fighting, First Aid, Handling of hazardous Chemicals and

any other relevant training as prescribed by existing laws once contracted.

KenGen shall verify these qualifications and those below these qualifications shall not be

accepted.

16. STAFF IDENTIFICATION AND PROTECTIVE WEAR

The contractor shall provide branded uniforms and name tags which shall be worn all the time

and protective gear as shall be appropriate. Uniforms refer to shirt/blouse, pair of trouser/skirt or dress, and shoes/gumboots. The brand name/label MUST be conspicuously displayed on the

uniforms for easy identification. Braded T-shirts is optional for weekend dress down.

The contractor shall provide to KenGen a list of staff and the copies of their National Identity Cards

and Certificates of Good Conduct for each staff. Where there are changes in staffing KenGen

should be notified prior to deployment of the new staff.

17. INDUCEMENT/PAYMENT OF COMMISSION AND CORRUPT GIFTS

The Contractor shall not;

Offer or give or agree to give to any person in the service of the Employer any gifts or consideration

of any kind as an inducement or reward for doing or forbearing to do or for having done or forborne

to do any act in relation to the obtaining or execution of this or any other contract with the Employer

or for showing or forbearing to show favour or disfavour to any person in relation to this or any

other contract with the Employer.

Any breach of this Condition by the Contractor or by anyone employed by him or acting on his

behalf (whether with or without the knowledge of the Contractor) shall be an offence under the Laws

of Kenya.

19. PROBATION PERIOD

19.1 The Contractor shall provide the services to KenGen on a probationary basis during the first

Three (3) months of this Agreement and thereafter, subject to proper performance and evaluation by KenGen’s authorized representative thereof, the Agreement may be confirmed or terminated

in writing at the discretion of KenGen as stipulated in clause 6, 7, 8 and 9. The minimum performance score mark shall be 70% based on joint weekly evaluations by the employer and contractors representatives.

20. NOTICE ADDRESSES Any notice to be served on either of the parties by the other shall be sent by prepaid recorded



delivery or registered post to the address of the relevant party or by facsimile transmission or by and shall be deemed to have been received by the addressee within Three (3) days of posting or 24 hours if sent by facsimile transmission or by electronic mail.

21. TENDER PRICES (GCC 9)

The contract price will be fixed during the term of contract and not subject to variation on any

account.

22. INDEMNITY

The Contractor shall indemnify and keep indemnified KenGen, its servants and agents against loss

of or damage to property or bodily injury sustained by it or them by reason of any act, omission or neglect of the Contractor, its servants or agents whilst performing their duties under this

Agreement and against the dishonesty of its servants whilst performing their duties hereunder and this shall include any loss, damage, injury or any consequential or indirect loss sustained by KenGen, its servants or agents or third parties lawfully on the Premises by reason of any act or omission or neglect of the Contractor its servants or agents.

23. CLAIMS

Notice of all claims by KenGen in respect of any loss damage or injury or consequential or indirect loss shall be given in writing to the Company giving details of such loss, damage or injury of

consequential or indirect loss within Fourteen (14) days after the discovery of such damage loss or injury. 34

24. INSURANCE

injury sustained by them in the course of carrying out their duties in pursuance hereof and

unless such injury shall be due to the act negligence or default of KenGen, its servants or

agents. The Contractor will indemnify KenGen against all actions, claims and demands in

respect of such injury.

24.2 The Contractor shall be required by KenGen to avail the Policy of Insurance in respect

thereof and proof of payment of current premium.

25. LIQUIDATED DAMAGES

If the contractor fails to provide any or all of the services within the period(s) specified in the

contract, KenGen shall, without prejudice to its other remedies under the contract, deduct from the

contract prices liquidated damages sum equivalent to 0.5% of the price of the unperformed services,

per day until actual delivery of services, up to a maximum education of 10% of the unperformed

services. After this KenGen may consider termination of the contract.

26. In the event any of the following permits or licences will have expired at the time of award,

the contractor shall within fourteen (14) days upon acceptance of the Award of the contract and/or

before commencement date avail the following:-

i. Professional Indemnity Insurance

Cover ii. Workers Injuries Benefit Policy

iii. Organizational Environmental Safety and Health Policy

iv. NEMA certificates for relevant area areas of service or valid document

of the garbage management sub-contract. Note certificates should be sought



from the local authorities from the different areas of operation other than Nairobi.

v. County license/permit to transport

waste. vi. Staff Certificates of Good

Conduct

vii. Work Plan viii. List of Chemicals, Detergents and other consumables and their description to

be used subject to approval by KenGen representative in respective areas

ix. Copies of log books for vehicles assigned to given areas of operation if any.

x. Certified copies of CVs, certificates Good Conduct and academic qualifications

of the proposed supervisors and managers for the contract.

CONTRACT PERIOD:

The contract period is one year renewable to a further one year upon mutual agreement.

CONTRACT VARIATION

No contract variation will allowed unless as permitted by the PPDA, 2015

SERVICE LEVEL AGREEMENT.

Service level agreement shall form part of the contract.

REFERENCE OF GCC SPECIAL CONDITIONS OF CONTRACT

Performance security

Performance Security shall be 1% of contract sum

Performance warrant The supplier shall be required to expressly confirm

that the goods supplied shall be under 12 month’s

warranty.

Payment Payment shall be thirty (30) days upon Signing of

the contract Arbitration where necessary shall be by the

Chartered Institute of Arbitrators Kenya Chapter

Contract Duration The contract period is one year renewable to a

further one year upon mutual agreement.

Service level agreement. Service level agreement shall form part of the

contract.

36 Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension Plaza I, KenGen

Pension Plaza II and Turkwel Power Station for Year 2020-2022

SECTION V

DESCRIPTION OF SERVICES

SPECIFICATIONS AND SCOPE OF CLEANING WORKS

The objective of the specifications is to provide sufficient information to enable the Tenderer prepare their

tenders accurately, especially the Price Schedules, for which a form is prepared.

CLEANING SERVICES METHODS

STRIPPING

Stripping means carrying out the following tasks on floors and walls of offices, seminar rooms, toilets,

stairways, corridors, reception areas and other areas within the facilities and or as directed by the KenGen

representative.

(a) Put warning signs when cleaning and remove after cleaning (Supplier to provide). (b)

Staff must be in protective gear such as gloves, gumboots etc.

(c) Open all windows in the room

(d) Cleaning of light fixtures with a damp cloth to remove dust and stains

(e) Wiping and cleaning of all curtain boxes with a wet cloth and water and drying them

(f) Cleaning of all wooden partitions with a wooden cleaner and polishing it with a wood polish

(g) Cleaning of all window grills, window panes and windows frames with a window cleaner

(h) Cleaning of walls to remove stains

(i) Move the furniture from the rooms to allow cleaning

(j) Clean the furniture with furniture polish before returning to the room

(k) Sweep the floor to remove all litter and dust on the floor

(l) Remove any visible stain on the floor

(m)Soak the floor with a mixture of water and super stripper

(n) Leave it for 10 minutes to soak

(o) Scrub the floor with a scrubbing machine and a black pad

(p) Use steel wool to scrub the corners, skirting and along the wall where the machine can’t reach

(q) Remove the water using a sucking machine

(r) First rinse with clean water and remove the water using a sucking machine

(s) Check and confirm that there are no stains on the floor, if there are, scrub again to ensure stains are removed

(t) Rinse the floor a second time and remove the water using a sucking machine

(u) Confirm that there are no stains and if any remove by hand scrubbing using steel wool and stripper

(v) Clean the skirting to remove the stripper that split during cleaning

(w) Rinse the floor the third and final time, remove the water using a sucking machine and leave it for thirty

minutes to dry

(x) First application of polish using a clean and dry mop



(y) Give the room thirty minutes to dry

(z) Second layer of polish to be applied

(aa) Give the room thirty minutes to dry

(bb) Third layer of polish to be applied and give the room thirty minutes to dry

(cc) Buff the room with a machine and yellow/soft pad to give it a shining finish

(dd) Sweep the floor with a feather duster

(ee) Return and arrange the furniture in the room

(ff) Empty and clean the dustbins and dress the bins with a liner bag

DAILY DUTIES (a) Place warning signs when cleaning

(b) Open the curtains/window blinds, windows and doors

(c) Sweep the floor using a soft and/or feather dusters

(d) Dust and clean all equipment (this includes computers, printers, shredders, telephones, etc) with a soft damp

cloth. Ensure equipment is not damaged by water during cleaning

(e) Wipe all furniture including tables, seats and all cables with a damp cloth and dry them

(f) All cables to be cleaned using super brite and steel wool, then wiped with a clean damp cloth

(g) Mop the floor with a neutral maintainer

(h) Remove any stubborn stain from the floor with a buffing machine and green pad

(i) Shine the floor with a buffing machine and yellow/soft pad

(j) Sweep the floor after shinning with a feather duster

(k) Arrange the furniture

(l) Moving of furniture if need be

(m)Clean all louvers and all windows

(n) Dust and clean all wooden cabinets using a wood cleaner and polish

(o) Dust and clean all metal cabinets using a wet damp cloth

(p) Clean all skirting with a wet damp cloth

(q) Clean doors and door frames along the corridors

(r) Remove and clean cobwebs everywhere using appropriate equipment

(s) Clean of the reception areas

(t) Clean all leather seats using leather polish

(u) Remove dirty from all the walls

(v) Clean all street and garden lamps/lights

(w) Clean all direction signs, notice boards and garden seats with soap and a clean damp cloth

(x) Empty, clean and dress/line dustbins

(y) Refill soap/tissue/sanitizer dispensers continuously. Cleaning of Carpeted Rooms

Vacuum clean the carpeted areas daily using a vacuum cleaner



SPECIFIC SCOPE OF WORK AND FREQUENCY OF ASSIGNMENTS a) ALL PVC tiles, red cement and epoxy screed floors, terrazzo, ceramic and granito, mazeras floors, wooden

floors, tiles and concrete floors should be mopped twice a day and scrubbed once a week and should always be

kept clean and dry. Polishing, stripping, sanding and buffing should be done weekly. Care should be taken to

ensure that machines used do not damage the floors. Ensure no stains and discolouration. ALL daily cleaning of

office floors must be done first thing in the morning by 7.45 a.m. using the approved detergent.

a) ALL carpeted floors should be vacuum cleaned daily and spot cleaned to remove stains and discolouration.

Thorough cleaning and shampooing should be done twice a month. Care should be taken to ensure that

machines used do not damage the carpets.

b) ALL walls should be wiped daily with detergents approved by the client to remove all marks and stains upto

the ceiling level.

c) ALL cigarette urns and dustbins should be emptied throughout the day and should always be kept clean.

d) ALL door mats should be kept clean always.

e) ALL office furniture, fittings, glass windows, phone headsets and office equipment should be cleaned using

approved detergents and disinfectants. Daily cleaning of the office furniture, doors, phone headsets and equipment

should be done first thing in the morning by 7.45 a.m.

f) ALL Lifts call buttons must be cleaned daily using a disinfectant to the manufacturer’s specification. g) ALL light tube compartment and the air conditioning systems in the lifts and offices must be dust free.

h) ALL Mirrors inside the lifts must be cleaned with approved detergent.

i) Any stain and marks in the lifts should be rubbed off with approved detergent.

j) ALL material and stationery stores should be cleaned damp mopped, dust floor screed, apply polish, and

machine buffed with approved detergent daily, shelves and cabinet should always be kept clean and free of dust

under the supervision of KenGen staff.

ALL Equipment, Furniture and Fittings

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

appropriate polish and any stains removed.

All Telephone headsets should be wiped, cleaned and disinfected daily. Computers, printers, photocopiers,

shredders and typewriters should be dusted and cleaned daily.

All furniture covered with fabric should be shampooed and sanctioned cleaned once a month. Discolouration 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.

Notice Boards

ALL notice boards with glass sliding doors and metal frames shall be wiped daily. Soft board notice boards should be dusted daily and removal of cobwebs, birds’ nests and wasp nests should be done daily.

Company Signage plates Placed in different Locations giving direction to different locations Should be washed fortnightly using soft brush and appropriate detergents and continuous keep clean

All Bathrooms and Toilets



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 und3e8r the rim,

toilet seat, toilet cover and flush both the Asian and English type toilet. For the pit latrine put appropriate

disinfectant to curb the foul odour.

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

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.

Walls, Ceiling and Mirrors

All stains and marks on the walls, and ceilings should be removed using approved spot cleaner.

Birds, insects, bats droppings, bird’s and wasp’s nets, cobwebs should always be cleaned and removed.

Any signs of dampness on the ceiling should be reported promptly to the premises caretaker or KenGen

representative.

Mirrors including lifts’ mirrors should always be wiped and kept clean.

All Kitchens

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

detergent daily. Dust, clean and wipe all furniture and fittings.

Doors and Partitions

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

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.

All office partitions should be wiped daily.

Provision of Toilet Papers and Fresheners

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.

Any faulty soap dispensers and/or hand dryers should be replaced and invoiced separately. KenGen will require a

quotation before replacement.

Samples of the toilet paper, hand tissue, hand soap and fresheners should be approved by the employer.

Parking Areas

These must be swept every day early in the morning before cars occupy the parking bays. The parking areas should be cleaned with water whenever possible at least once every two weeks preferably during the weekends.

Remove all motor vehicle oil stains.

Corridors, Fire Exists and Staircases

All corridors and staircases in common areas in office building and residential block of flats should always be



swept and mopped daily and the floor must be dry. Scrubbing should be done once a week using approved

detergent.

Ceiling should be free of cobwebs.

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

Chairs and Tables should also be dusted and wiped daily.

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

Ceilings Windows, Window Panes and Grills

All ceilings must always be spotless and cobweb free.

All windows, panes and grills must be cleaned and dusted every day. All efforts should be put to reach all

the parts of such windows. Application of sheen on windowpanes as well as thorough cleaning of all windows

should be done once a week.

Curtains, Blinds, and Shears,

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.

Gardens and Compounds (a) All gardens should be properly maintained.

(b) The Lawns must be mowed and the grass watered using sprinklers. The Contractor to provide a

lawnmower, sprinkler and hosepipes. Slashing of grass should be carried out in all common areas and vacant houses to at least 10mm. The cut grass should be collected and buried under the base of the existing trees.

(c) Trees should be pruned when necessary. Fallen trees should be cut, collected and kept at designated areas under

supervision of a KenGen staff. The area should be cleared.

(d) Fences and edges should be professionally trimmed. Defacing of well-trimmed fences by crude tools will not

be allowed. Trash should always be collected and disposed of as per NEMA Regulations.

(e) Flower beds and plants in the gardens should be weeded, watered and manure applied as and when

required. The Contractor to supply and provide replacement plants, flowers, soil, fertilizer and manure as and

when required. KenGen Representative shall notify the Contractor when replacing/replanting of flowers and

plants is due /required. The replenishing soil should be red alluvial especially in sandy areas such as (but not

limited to) Kipevu,

(f) Removal and clearing of any stagnant water and leveling of the water-logged grounds to permanently stop the

logging using the most appropriate method to be agreed on by KenGen (g) Raking of dead leaves and any other waste within compounds at all times. (h) Burying of grass, plant and tree leaves/litter at the base of the trees instead of burning in accordance with

NEMA Regulations.

Pavements and Verandahs Pavements should be swept, thoroughly cleaned daily. Paper and other litter thrown carelessly should be Collected and disposed of immediately in accordance with NEMA Regulations.



All verandahs should be swept and washed daily and kept dry at all times.

Canopy Roof, tents, pagoda, Makuti Sheet should be washed once a week.

Drainages and gutters should be free from stagnant water, blockages and debris at all times

Removal of debris from roof tops and gutters and dispose. By use of a ladder and hard brooms ensure all the debris is swept from the roof tops and gutters then dispose the debris and any other foreign matter as per the NEMA regulations. All roof tops and gutters should be free from debris and other waste throughout the contract period.

Restricted Areas

To be cleaned in the presence/supervision of a designated KenGen employee.

(a) Surge Tank Areas q) Treatment plants

(b) Control Rooms r) Generator Rooms

(c) Fuel Storage Areas s) Pump Rooms

(d) Power House t) Well sites

(e) Stores u) Laboratories

(f) Switch Gear Room v) Archiving rooms

(g) Substations w) pay office

(h) Battery Rooms

(i) Server Rooms

(j) Drilling Sites

(k) Kitchen

(l) Dam Areas, Canals and Head ponds

(m)Clinics (n) Guest Houses (o) Bar counters

(p) Registries

Garbage Collection and Management

(a) 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 all the time. (b)

Waste shall be collected, segregated and weighed at the time of transportation. (c) The Contractor to supply dustbin-lining, polythene bags 1000 gauge in all bins at all times.

(d) Garbage within all the contracted areas should be collected daily, segregated, weighed and disposed as per

NEMA Regulations. Disposal of garbage to the designated county government area on weekly basis. The category

of waste emitted from KenGen operations is categorized as

(1) Biodegradable

(2) Medical/Hazardous waste

(3) Bottles/Plastics and polythene

(4) Sanitary dressings

(5) Oily rags



Servicing of Drainage, culverts, manholes and Sewage system

The Contractor should use appropriate tools and method in unblocking, cleaning and disinfecting the drainages

and sewage system. Manhole covers should be greased once a year and culverts should be kept free from debris

and silt. The Contractor to supply the grease. Cases of persistent blockages should be reported to the employer.

Cleaning of Oily Spills in the Workshops and other areas. Clearing/ cleaning Oil spills from Workshop Equipment example Lathe Machines, Boring Machine4s1, Diesel

spills etc and disposing the same as per NEMA Regulations. Equipment cleaning in the Workshop e.g. collecting swarfs, Cetrifuges, engines and wiping of Machine after use. The cleaning will entail use of rags and

industrial d e gr e a s e r s (biodegradable) in most cases. The Contractor w i l l s u p p l y the rags and industrial

degreasers.

Cleaning Containerised Offices/Facilities

(a) The floors should be swept and damp mopped twice daily using approved detergents. The floors should always be kept clean and dry

(b) ALL container walls, internally and externally, should be wiped daily with detergents approved by the client to

remove all marks and stains.

Cleaning of Domestic Water Reservoir Tanks By use of hard brush to scrub and intensively wash with clean water then rinse again with clean water

SPECIAL INSTRUCTIONS STAFFING

i. Ensure every site has a trained and certified first aider and stocked first aid kits. ii.

All staff should be fluent in English and Kiswahili

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

Conduct.

iv. All staff should at all times be in branded uniforms - skirt/pair of trousers and blouse/shirts i.e.

conspicuously labeled.

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

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

high level functions and visitors.

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

be denied entry to the company premises.

viii. 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.

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

x. The recommended and generally accepted safety, health and occupational measures for the staff should

be complied with.

xi. 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.



xii. Staff shall be provided with protective clothing including branded rain coats (when necessary) gum

boots, overalls, boots, hand gloves, face masks and other clothing recommended by the Occupational

Safety and Health Act and the Labour Laws.

xiii. The contractor shall make arrangements and be responsible at their own cost for;

Transport requirements for all their personnel to and from the assignments as well as patrols

within the assignment area.

Communication radios/mobile phones in all assignment areas.

Meals, accommodation and subsistence for their staff. xiv. The contractors shall be expected to familiarize themselves with the prevailing local working

conditions and the respective community interests in the areas of operations

Xvii Offices to be cleaned by 8.30 a.m.

LOGISTICS

The Contractor shall make arrangements and be responsible at their own cost for the following:-

(a) General transport requirements for all its personnel to and from the premises and

(b) Accommodation and site office for all personnel and operations

(c) Acquisition of relevant permits and passes where applicable e.g. Hell’s Gate in Olkaria (d) Communication Services.

(e) Medical Services for his staff



SECTION VI

SHEDULE OF REQUERMENTS AND PRICE SCHEDULE OF SERVICES

CENTRAL OFFICE

LOCATION OF PREMISES

Stima Plaza Phase II is located along Kolobot road, Parklands, off Limuru Road.

SCOPE OF WORKS

From Ground to eighth floor measuring approximately 28,883 square feet, of which 85% of the floor finish is

PVC tiles and 15% is carpeted. Washrooms and Kitchenettes floors are finished in terrazzo. The cleaning

procedure will be as per the specifications and scope of cleaning services as follows:

PART A: CLEANING SERVICES

ITE M AREA OF

ASSIGNMENT

DESCRIPTION OF

WORKS (SCOPE OF

WORK)

COST PER MONTH

(KSHS.)

TOTAL ANNUAL

COST (KSHS.)

1.0 Cleaning Work to the following areas

1.1 Ground Floor- Reception

area, offices, equipment, furniture, fittings, curtains &

window blinds, meeting room,

utility rooms, kitchenette,

floor, supply chain

&Stationery stores.

As per specification and scope of

cleaning works

1.2 1st

Floor - Reception area, offices, equipment,

furniture, fittings,

curtains & window blinds,

utility rooms, kitchenette,

floor.


cleaning works

1.3 2nd

Floor Reception area,

offices, equipment, furniture, fittings, blinds, utility rooms,

kitchenette, floor finishing (PVC) tiles carpet.

As per specification and scope of cleaning works

1.4 3rd


offices, equipment, furniture, fittings, curtains & window

blinds, utility rooms,

kitchenette, floor finishing

(PVC), carpet.




1.5 4th

Floor Reception area, offices, equipment, furniture,

fittings, curtains & window


kitchenette, floors (PVC) Carpet.


cleaning works

1.6 5th


offices, equipment, furniture, fittings, curtains & window



(PVC) carpet.


1.7 6th

Floor Reception area, offices, equipment, furniture, fittings, curtains & window

blinds, utility rooms, meeting

room, waiting room, kitchenette,

floor finishing (PVC), carpet


1.8 7th




(PVC) carpet


1.9 8th


blinds, utility rooms, Executive

kitchen, floor finishing (PVC)

tiles carpet


1.10 Corridors & Staircases(Main and Emergency Staircases)


1.11 Lift Cars – Floors and Walls As per specification and scope of cleaning works

1.12 Pavements, Gutters & Canopies


1.13 Stationery Store As per specification and scope of cleaning works

1.14 All Sinks, Toilets & Mirrors: As per specification and scope of

cleaning works

2.0 Garbage Collections and Management

2.1 All Areas within the

Station/area


cleaning works

3.0 GARDENING

Planting With Manure of Flowers and Plants and Maintaining Neat Flowers to the Standard Required

ITEM AREA OF ASSIGNMENT DESCRIPTION OF WORKS

(SCOPE OF WORK)

COST PER MONTH

(KSHS.)

TOTAL ANNUAL

Stima Plaza



3.1 Maintenance of flower beds in front of the main entrance of

Stima Plaza and compound

surrounding the parking areas.

Maintenance of the

Cantilevered flower bed at the

Main Reception.


3.2 Consistently supply and refill of soap and tissues, sanitizer and hand Lotion (mild, soft scented hand lotion equivalent of Vaseline) and hand towels in each washroom both gents and ladies from Ground floor to eighth floor and Lobby area as needed.


SUB TOTAL in Kenya Shillings

16% VAT

TOTAL per Month inclusive of 16% VAT

TOTAL for One(1) Year inclusive of 16% VAT (contract period)

GRAND TOTAL for Two (2) Years inclusive of 16% VAT

ONE OFF SUPPLIES AT STIMA PLAZA

Area of Assignment Description of

Works (Scope of

Work)

TOTAL COST (KSHS.) PER UNIT

Inclusive of 16% VAT

Supply and install hand towel dispenser (per unit)&refill As per specification and scope of cleaning

works

Supply and install Soap dispensers (per unit)&refill As per specification

and scope of cleaning works

Supply and Install Jumbo size tissue dispensers in the toilets (per unit)&refill

As per specification and scope of cleaning

works

Supply and Install auto dispensing wall-mounted air fresheners(per unit)&refill


works

Supply and Install Sterilizer Dispenser unit wall-mounted at entrance (per unit)&refill


Supply and Install lotion dispensing wall-mounted next to hand washing sink at toilets (per unit)&refill




LOCATION OF PREMISES

KenGen RBS Silo offices are located adjacent to Stima Plaza Phase II Kolobot Road.

ITEM AREA OF ASSIGNMENT DESCRIPTIO

N OF WORKS

(SCOPE OF

WORK)

COST PER

MONTH

(KSHS.)

TOTAL

ANNUAL COST

(KSHS.)

1.0 Ground Floor-

Karibu Center office, equipment, furniture, fittings, curtains & window

blinds,

2.0 3rd floor –Prayer Room

Floor, window blinds, furniture, fittings &

fixtures.

As per

specification and

scope of

cleaning work

3.0 5th floor Nursing Mothers Den Room,

kitchenette, window

blinds, Toilet, furniture, fixtures, supply

of liquid hand soap and Supply tissue for

toilet dispensers

As per

specification and

scope of

cleaning works

4.0 6th floor Offices, window

blinds, Toilets, archive stores, furniture,

fixtures, Supply of liquid hand soap and

supply tissue for toilet dispensers

As per

specification and

scope of cleaning

works

5.0 7th floor – offices, meeting

rooms, kitchenettes, window blinds,

furniture, fittings & fixtures and toilets.

Supply of liquid hand soap and supply tissue

for toilet dispensers

As per

specification and

scope of cleaning

works

6.0 8th floor – offices, meeting

rooms, data centre, kitchenettes, window

blinds, toilets furniture, fittings & fixtures.

Supply of liquid hand soap and supply tissue

for toilet dispensers

As per

specification and

scope of cleaning

works



7.0 9th floor - offices, meeting

rooms, kitchenettes, window blinds, toilets

furniture, fittings & fixtures. Supply of

liquid hand soap and supply tissue for toilet

dispensers

As per

specification and

scope of cleaning

works

8.0 10th floor - offices, meeting

rooms, kitchens, window blinds, toilets,

bathrooms, furniture, fittings

& fixtures. Supply of liquid hand soap and


As per specification and

scope of cleaning works-the

whole floor is covered with

loose detachable tiles with

pvc base- steam cleaning is

preferred than shampoo

cleaning.

9.0 11th floor – Foundation

Offices, Training room,

furniture, fittings & fixtures.

Training & Conference facility.

10.0 12TH FLOOR-GYM facility ; rooms, Gym

equipment’s, window blinds, toilets,

bathrooms, furniture, fittings

& fixtures. Supply of liquid hand soap and


As per specification and

scope of cleaning works

11 Ground floor – Drivers room

12 Garbage collection and As per specification

13 Supply chain stores basement As per specification

14 Steel gauges stores basement As per specification

SUBTOATL in Kenya shillings

16% VAT

TOTAL per month inclusive of 16%VAT

TOTAL for one (1) year inclusive of 16%VAT

TOTAL for two (2) years inclusive of 16%VAT



ONE OFF SUPPLIES AT RBS SILO (KenGen Plaza II)


Works (Scope of

Work)


Inclusive of 16% VAT

Supply and install hand towel dispenser (per unit)&refill

As per specification

and scope of cleaning

works

Supply and install Soap dispensers (per unit)&refill As per specification and scope of cleaning

works

Supply and Install auto dispensing wall-mounted air fresheners(per unit)&refill


works

Supply and Install Sterilizer Dispenser unit wall-mounted at entrance (per unit)&refill


Supply and Install lotion dispensing wall-mounted next to hand washing sink at toilets (per unit)&refill




TURKWEL POWER STATION

Turkwel Power Station is located at North Western Kenya, on the border of West Pokot and Turkana Counties, 560kms from

Nairobi, 160 kms from Kitale town and 23 Kms off Kapenguria-Lodwar road. The areas where the Tasks and Services will be

provided are shown below:

PART A: - CLEANING, WASHING, MOBING & OTHER HYGIENE SERVICES

1. OFFICES, POWER HOUSE ALL TOILETS, FURNITURE, FITTINGS ,EQUIPMENT AND COMPOUNDS

Item Area of Assignment Description of

Works (Scope of

Work)

Cost Per Month (Kes.)

Cost per year (Kes.)

1.1. Control Building Offices upstairs

All Offices within control building i.e. CEs office; Admin./Security Office - 1No; ICT office 2No; ICT

Communication room; Server room, Registry office;

Washroom/Toilets - 7No.; Bathroom – 1No; Kitchenette;

Switch room Control room; Relay room; Communication

Room; Switch gear room (11KV); Battery room – 2No;


works

1.2. Furniture & fittings

All assorted furniture & fittings in station offices i.e. Chairs (Leather/fabrics); Tables; Cabinets; Photocopiers; Air-

conditioners;


works

1.3. Powerhouse

Powerhouse loading bay; Floors (Generator & Turbine);

Washroom/Toilet – 1No; Battery room; Electrical room;

Plant operators office - 1No;



works

1.4. Power plant Compound

All Paved Areas (Slabs and Pavements); Road Kerbs; Drainage channels outside control building; Car Parking

areas;


works

1.5. Stores and Workshop Offices (Procurement/supplies) – 4No; Stores (materials, spares, & stationery) – 5No;



works

1.6. Sentry Guardrooms

All sentry guard room in the entire station (power house and staff Camp – 5No;


works

1.7. Guesthouses

All rooms; Kitchen; Verandah; Washrooms/Toilets; in Type

A (three bedroom) – 2No, Type B (three Bedroom – 13No and Type C (Two Bedroom – 17No;


works

1.8. Staff Mess.

Entire staff mess in Permanent camp; temporary Kitchen extension;


works

1.9. Turkwel dispensary

Reception; treatment rooms; Pharmacy; Washroom/Toilets – 2No;


works

1.10. Workshops Area

Motor vehicle workshop; Electrical & Mechanical Workshop; Ditches and drains pits in MV workshop;

Service bay; Workshop Offices – 6No;


works



1.11. Sewarage Lagoon Attending to landscaping and watering of grass within Lagoon grounds, Removal of non- bio gradable waste, Daily unblocking channels connecting the ponds.



works

1.12. Domestic water treatment plant, near control building.

Office, Toilet, 2 pump houses, filtration room, storage tanks.

1.13. Power house access

Tunnel and cable gallery, floor and walls, cable carriers and pipe works (under supervision)


works

1.14. BVC. Tunnel floor and walls, equipment (under supervision)



works

1.15. Intake and winch

compound, switch rooms 2 in No.


works

1.16 Consistent supply and refill of soap and tissues, sanitizer and

hand Lotion (mild, soft scented hand lotion equivalent of Vaseline) and hand towels in each washroom both gents and

ladies in all the power station toilets as needed.


PART B: – OTHER SERVICES

2. Laundering of all the curtains/ window blinds


Works (Scope of

Work)

Cost Per Month (Kes.)

Cost per year (Kes.)

2.1. Guesthouses; Staff Clinic; Staff mess; Offices; Staff Accommodation units; and all offices in the station.


works

3. Grass Cutting and Clearing of litters


Works (Scope of Work)

Cost Per

Month (Kes.)

Cost per year

(Kes.)

3.1. Entire Staff Camp Compound marked by Perimeter fence/wall; French Camp, school, sogeah, stores, CB Area

and airstrip;


works

4. Clearing of Bush, Shrubs, overgrown vegetation and maintaining culverts.

4.1. Airstrip runway at least 10mts on both sides of the runway; As per specification


4.2. Access Road 23kms from Junction (Kitale-Lodwar highway) to KenGen Gate .On both side of the road (10mts)


works

4.3. 8kms access road between Control building and intake at the Dam; access to BVC


works



4.4. All areas within the perimeter fence ( 10mts round the

perimeter fence ) inclusive both French & Sogreah camps, stores, CB;



4.5. All road networks within the station. As per specification and scope of cleaning

works

PART C: - GARBAGE COLLECTIONS AND MANAGEMENT


Works (Scope of

Work)

Cost Per

Month (Kes.)

Cost per year

(Kes.)

4.6. All Areas within Turkwel premises including Staff Mess; Staff Clinic; Power house; Offices/Control building;


PART D:- GARDENING

5. Planting, Manuring, Watering and maintaining of Flowers/Flower beds; Plants & Tree seedlings to satisfactory

standards


Works (Scope of

Work)

Cost Per

Month (Kes.)

Cost per year

(Kes.)

5.1. Around Staff houses; Staff Mess; Control Building; Trees seedlings in the entire Staff Camp field; near control

building and its environ; Potted flower in entire premises.


works

PART E:- CLEAR ALL THE FALLEN TREES


Works (Scope of

Work)

Cost Per

Month (Kes.)

Cost per year

(Kes.)

6.1 Within the Company Premises As per specification and scope of cleaning

works

PART F: Cleaning & Removing of Sludge in Dom. Water Treatment Plant and Storage Tanks(As and when required)


Works (Scope of

Work)

Cost Per

quarter

(Kes.)

Cost per year

(Kes.)

7.1 Turkwel Water treatment plant

Raw and treated water storage tanks, concrete tank near permanent camp.


works

Sub Total (Kes.)

16% VAT (Kes.)

Total per Month inclusive of 16% VAT (Kes.)

Total for One (1) Year inclusive of 16% VAT (contract period) (Kes.)

Grand Total for Two (2) Years inclusive of 16% VAT (Kes.)

ONE OFF SUPPLIES AT TURKWEL


Works (Scope of

Work)


Inclusive of 16% VAT (Kes.)

Supply and install hand towel dispenser (per unit)&refills As per specification


works



Supply and install Soap dispensers (per unit)&refills As per specification and scope of cleaning

works

Supply and Install Jumbo size tissue dispensers in the&refills toilets (per unit)


works

Supply and Install auto dispensing wall-mounted air fresheners(per unit)&refills



works



SUMMARY OF THE PRICE SCHEDULE FOR THE

SERVICE

STATION QUOTED TENDER PRICE

PER MONTH INCLUSIVE

OF 16% VAT

QUOTED TENDER PRICE

PER YEAR INCLUSIVE OF

16% VAT

KENGEN PENSION PLAZA I

KENGEN PENSION PLAZA II

TURKWEL POWER STATION

55 Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension

Plaza I, KenGen Pension Plaza II and Turkwel Power Station for Year 2020-2022

SECTION VI

STANDARD FORMS

1. Form of tender

2. Contract form

3. Confidential Questionnaire form

4. Tender securing Declaration form

5. Performance security form

56 Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension Plaza

I, KenGen Pension Plaza II and Turkwel Power Station for Year 2020-2022

8.1 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 120 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.

57 Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension Plaza

I, KenGen Pension Plaza II and Turkwel Power Station for Year 2020-2022

8.2 CONTRACT FORM

THIS AGREEMENT made the day of 20 between ………………

[name of the Employer) of ……….. [country of the Employer] (hereinafter called “the Employer)

of the one part and …………………….. [name of the Supplier] of ………….. [city and country of

the Supplier] (hereinafter called “the Supplier”) of the other part;

WHEREAS the Employer invited tenders for …………. ] and has accepted a tender by the tenderer

for the supply of ……………. in the sum of …………………………… [contract price in words and

figures] (hereinafter called “the Contract Price).

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 the 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 Tenderer’s Acceptance

(g) Applicable addenda and clarifications

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

goods 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 provisions

of the goods 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 )



8.3 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 of your tender or termination of your contract or debarment of your firm 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 ……………………….. KRA PIN 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 ………………………. Part 2 (c) – Registered Company (if applicable - as per the CR12 form) 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 ……………………………2019. 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 ……………………………2019. 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 ………………………………….2019. 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 ……………………………………….2019 Suppliers’ / Company’s Official Rubber Stamp ……………………………………………………… 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: NOTE: THIS SECTION IS MANDATORY ONLY IF IT FORMS PART OF TECHNICAL EVALUATION. IT’S ALSO NOT NECESSARY FOR ALREADY PRE-QUALIFIED OR DIRECT PROCUREMENT FIRMS. ITS ALSO NOT APPLICABLE FOR AGPO FIRMS TENDERS. Please list here below similar projects accomplished or companies / clients you have supplied with similar items or materials in the years prescribed. Company

Name Country Contract/Order

No. Value Contact

person (Full Names)

E-mail address

Cell phone No.

1

2



Part 2 (i or j) – Bank account details: AGPO firms must provide evidence from their bank that the account to which KenGen shall make payment has a youth or a woman or a PWD listed in the CR12 form/partnership deed/sole proprietor certificate as a MANDATORY signatory of that account,- Sec.157 (11) of PPADA: Account No:……………………..........…..Name of the person(s) in the CR12 form OR in the partnership deed OR in the sole proprietor certificate………………………….………......./...................……………..……… ID No(s):…………………………/…….………..…….…..…...Signature and stamp of the authorized Banker Representative……………..……………Date………………………. Part 2(j or k) – 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 ………………………………….2019. Suppliers’ / Company’s Official Rubber Stamp …………………………………………………………



8.4 TENDER SECURING DECLARATION FORM

(MANDATORY FOR THE SPECIAL GROUPS) Tender No: --------------------------------------------

To:------------------------------------------------------

We, the undersigned, declare that:

We understand that, according to your conditions, Tenders must be

supported by a Tender-Securing Declaration. 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

[-----------] starting on [date; ……………..], 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 required, or (ii). Fail or refuse to furnish the Performance Security, in accordance with

the ITT. We understand this Tender Securing Declaration shall expire if we are not

the successful Tenderer, upon the earlier of;

1) Our receipt of your notification to us of the name of the successful

Tenderer; or 2) Thirty (30) days after the expiration of our Tender.

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 Tenderer]-----------------------------------

Dated on day of ,

[Insert date of signing] ----------------------------------------------------------- Corporate Seal (where appropriate)



8.5 PERFORMANCE SECURITY FORM (To be on the Banks Letterhead)

To ………………………………………….

[name of Procuring entity]

WHEREAS …………………………………… [name of tenderer] (hereinafter called “the

tenderer”) has undertaken , in pursuance of Contract No. [reference

number of the contract] for dated 20 to supply

……………………………………………… [description of goods] (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 figure] 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 you

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

Signed and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]



KENYA ELECTRICITY GENERATING COMPANY PLC

CLEANING, GARBAGE COLLECTION & GARDENING

SERVICES

SITE VISIT CLEARANCE CERTIFICATE

This is to certify that M/s._ have visited, inspected

and verified the scope of works at

_(Name of site).

KenGen Representative

Name:

Sign:

Date:

Tenderers Representative

Name:

Sign:

Date:

65 Tender for Procurement of Cleaning, Garbage Collection and Gardening Services for KenGen Pension Plaza I, KenGen Pension Plaza II and Turkwel

Power Station for Year 2020-2022

EQUIPMENT AND COMSUMABLES LIST

NOTE: Major items of Contractor’s Equipment and consumables proposed for carrying out the Works. List all information requested below.

1. Machine/equipment and tools list.

Name of Equipment Description,

Make and age (years)

Condition(new, good,

poor) and number

available

Owned, leased (from

whom?), or to be

purchased (from

whom?)

Proposed No of

equipment to

dedicated to each

Station

Garbage Collection Vehicles (

NEMA Licensed)

Staff Transport vehicles

Floor Scrubbers and polishers

Dry vacuum cleaners

Wet and dry suction machines

Wet and dry suction machines

Mopping trolleys

Scrubbing machines

Mopping buckets

Mop heads

Window Squeezers

Floor Squeezers

Hard Broom

Soft Broom

Dustpan

Dusters

Ladders

Extension cables

Extraction cleaner

Polish trays

Window squeezers






poor) and number

available

Owned, leased (from

whom?), or to be

purchased (from

whom?)

Proposed No of

equipment to

dedicated to each

Station

Chamois Leather

Web mops

Garbage Trolleys

Gardening tools

Lawn Mower

Hand Brushes

Deck scrubbers

Safety Belts

Helmets

Caution signs

House Keeper Trolley

Queue-stands (or barrier stands)

Toilet Brushes

Gloves

House keeper trolley

Wheelbarrow

Slasher

Panga

Jembes

Mattocks

Rakes

Axe

Shears

Sprinklers

Spade



Kerol disinfectant

Feather dusters

Toilet brush






poor) and number

available

Owned, leased (from

whom?), or to be

purchased (from

whom?)

Proposed No of

equipment to

dedicated to each

Station

Any other (please specify)

2. Consumables

Item Description Brand name Proposed monthly quantities Quality certifying

body e.g

KEBS Toilet papers

Hand paper dispensers

Strippers

Sanitizers

Disinfectants

Automatic discharging air freshener

Industrial Degreasers

Terrazzo solvent

Hand washing cream

Soda Ash

Moth balls

Cotton Rags

Steel Wool

Floor polish

Floor Maintainer

Toilet Cleaner

Furniture cleaner

Window Cleaner

Traffic wax liquid for wooden floor

Floor war

Scouring powder



Item Description Brand name Proposed monthly quantities Quality certifying

body e.g

KEBS Bleaching agent

Polishing Agent

Dustbins liner bags

Wooden floor polish

Wax/polish for corridor

Industrial detergent powder

Scouring pad

Supabrite

Windowlene

Furniture polish

Floor dusting towel

Hand towel

Soul stripper

Buff Polish

Scrubbing pads

Shining pad

Hose pipe

File smooth

File rough

UD 40

Please list any other materials that maybe necessary and not mentioned above.

Material Safety Data Sheet must be provided. These shall be verified and approved by KenGen before use.



SAMPLE OF PERFORMANCE EVALUATION FORM FOR CLEANING SERVICES Name of Contractor Station

Month Year

Task Performance measure (Acceptable/ Unacceptable)

No Item Frequency of delivery Week 1 Week 2 Week 3 Week 4

1. Moping and dusting floor surfaces Daily and should remain clean

throughout.

2. Cleaning and dusting work surfaces Daily and should remain clean throughout.

3. Dusting fixtures and fittings Daily and should remain clean throughout.

4. Cleaning stained wall finishes Daily and should remain clean throughout.

5. Hoofing carpeted areas (where applicable) Daily and should remain clean

throughout.

6. Cleaning and disinfecting washrooms (this includes

provision of cleaning detergents and disinfectant)

Continuously – should remain

clean throughout.

7. Cleaning and polishing office equipment Daily and should remain clean

throughout. Ensure no

discoloration.

8. Dusting and cleaning office furniture Daily and should remain clean

throughout. Ensure no

discoloration

9. Disinfecting telephone heads and receivers Daily and as and when

required

10. Collection and disposal of waste paper and rubbish Twice a day or as and when

required

11. General cleaning of the premises Weekly

12. Scrubbing the non carpeted areas with a floor scrubber once a week

13. Cleaning windows and windowsills and casements Twice a week

14. Stripping and polishing non carpet areas Weekly

15. Shampooing, spot cleaning and vacuum cleaning carpeted

areas

Fortnightly and as and when

necessary

16. Keep premises clean and tidy Continuous





17. Correct any discoloration of wall and floor finishes,

fixtures and fittings

Whenever and immediately

discoloration spots are spotted.

18. Ensuring premises are tidy and clean. Continuous

19. Shampooing and cleaning office/reception chairs Monthly and/or as and when

required. Ensure no

discolorations

20. Laundering of office curtains & blinds Once a month

CORRIDORS AND STAIRCASES

21. Cleaning office kitchen Twice a day and/or as and

when required.

22. Floor sweeping, mopping and machine buffing Daily and/or as and when

required.

23. Dusting office files and cabinets Daily

24. Dusting the glasses along the staircase Daily and/or as and when

required

25. Polishing of glass along the staircase Daily

26. Notice Boards polishing Daily and/or as and when

required

LIFT CARS – FLOORS AND WALLS

27. Cleaning of lift cars Daily and as and when

required

28. Cleaning of lift doors using disinfectants Daily and as and when

required

29. Floor to be kept clean and dry Throughout

30. Lift mirror should be cleaned with the appropriate

detergent

Daily and/or as and when

required

EXTERNAL WORKS – PAVEMENTS, UTILITY ROOMS

31. Uprooting/cutting and clearing of weeds, grass, shrubs

and leaves within

the compound

Throughout the year

32. Planting and replacing of plants and flowers, gardening

all flower beds, pruning, trimming hedges and

maintaining cleanliness

Throughout the year

STATIONERY STORE



33. Stores cleaning with the supervision of KenGen

personnel

Daily and should remain clean

throughout.





34. Cleaning of office desks, chairs, computers and telephone Daily and should remain clean

throughout.

35. Emptying of all the dustbins within the stores Twice daily and/or as and

when required.

36. Vacuum cleaning of all upholstered furniture Weekly basis

MAINTENANCE OF FLOWER BEDS

37. Planting flowers, Gardening all flower beds, pruning,

trimming hedges and maintaining cleanliness

Throughout the year

GARBAGE COLLECTION AND DISPOSAL

38. Collection and disposal of all rubbish, dirt, waste

materials or refuse from the buildings to the place

designated for this purpose


required.

39. After emptying and disposing of the litter, all dustbins

and dump sites should be washed and dried


required.

40. Contractor should supply dustbin lining 500 gauge for the

garbage collection

Throughout

EXTERNAL WORKS AND PAVEMENTS

41. Washing of canopies, gutters and all drains. Weekly and/or as and when

required.

42. Parking areas should be swept Daily

43. Parking areas should be scrubbed Once a week

44. Ensuring that there is no litter and the compound is clean All the time

45. Emptying of dustbins and ashtrays Twice a day and/or as and

when required.

INSTALLATION, MAINTENANCE AND PROVISION OF TOILETRIES

46. Keeping of the toilets and urinals clean, dry and

disinfecting

Twice a day and should

remain clean throughout.

47. Constantly provide quality approved liquid hand washing

soap and sanitizers in the dispensers

Throughout the day

48. Maintain all Toilet/ Hand tissue and Sanitizer dispensers

49. Constantly provide quality cotton toilet and hand drying

tissues in the dispensers

Throughout the day

50. Provide self/auto-dispensing air fresheners in all

washrooms

Throughout the day



51. Provide adequate coloured naphthalene balls in the

urinals

Throughout the day





SINKS, TOILET BOWLS & MIRRORS

52. Scrub with approved detergent and disinfectant Twice daily and/or as and

when required

53. Disinfect all hand touch facilities i.e. door handles, flush

& tap handles etc.

Twice daily and/or as and

when required

54. Wipe mirrors and remove marks, supply approved white

toilet papers in rolls (The toilet papers must first be

approved by KenGen representative)

All the times

NOTE: RATINGS ON THE 5 LIKERT SCALE

WORK NOT DONE- 0/5

POOR- 1/5

FAIR- 2/5

GOOD- 3/5

VERY GOOD- 4/5

EXCELLENT- 5/5

Monthly Comments by KenGen Representative:

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

……………………………………………………………………………………………………………………………………………………………………………………

Name ……………………………….. Signature …………………………………… Date ………………………

Monthly Comments by Contractor’s Supervisor

………………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………………………………………………………

Name ……………………………….. Signature …………………………… Date ………………………………



SERVICE LEVEL REQUIREMENT

IT IS EXPECTED THAT AFTER COMPLETION OF TASK:-

a) All surfaces shall be free from litter, debris, dust and any foreign matter.

b) All surfaces shall have a uniform appearance, shiny, dry, and free from spillages, removable stains,

superficial marks and loose debris.

c) The surfaces shall be dry and free from stubborn stains, spillages, ingrained dirt, scuffmarks, and debris

and have a uniform appearance.

d) All mats and carpeted surfaces shall be clean, dry and free from litter, dust, stains/marks and any foreign

matter.

e) The surface shall be free from visible loose debris, dust and cobwebs.

f) Damp wipe/spot wash the surface shall be free from debris, dust, cobwebs and stubborn stains.

g) Wiping and washing fixtures and fittings shall be shiny, free from debris, dust and cobwebs and removable

stains/marks, have a uniform appearance and be dry.

h) Polishing, the surfaces shall be dry and free from stubborn stains/marks, spillage, debris and shall have

a bright even sheen.

i) Damp wiping and washing all sanitary fittings surface shall be free from debris, dust removable

stains/marks, oils, fluids and dry odour free and shall have a uniform appearance.

j) Drainages shall be free of silt, debris, blockages, algae, bad odour, stagnant water, rodents and vermin. k)

The Compounds shall be a litter free zone.

l) The uprooted weeds, cut grass, shrubs and fallen leaves shall be buried at the base of trees or designated

area.

m) Louvers, windows and window panes and grills shall be free of dust and stains/marks.

n) Floor corners, door frames, socket covers, walls, rails, skirting, shall be free from debris, dust, cobwebs

and stubborn stains/marks.

o) Waste/paper baskets and shredders shall be empty and clean. p)

Dustbins shall be empty, clean and lined with fresh clean bags.

q) Cleaning all washrooms shall be dry, clean, free of foul smell, stainless, dust free

r) Cleaning toilet bowls, toilet seats, toilet covers, sinks, flush handles, door handles, hand driers,

tissue/soap dispensers, dustbins, partitions and walls shall be clean, dry and free from debris, dust and

stains/marks.

s) Roads, parking lots and walkways shall be free of debris, litter, oil spills, soil and mud.

t) Sports areas shall be free from dust, dry, stains, dirt, debris, cobwebs, oil and vapour stains/marks.

u) There shall be no breakages and/or damages to the company assets and in the event of any

breakages/damages, the Contractor shall be surcharged.

v) Cleaning curtains and blinds shall be clean, dry and free from creases.

w) Cleaning, wiping and polishing all furniture the surface shall have a clean, dry, shiny uniform appearance,

free from dust and stains/marks.

x) All electrical appliances, electronics and cables shall be clean, dry and free from dust and stains/marks.

y) Telephone sets shall be disinfected, clean, dry and free from dust, stains/marks.

z) All documents/files shall be free from dust.



aa) Water Treatment Plants and Tanks shall be free from silt, debris, residue, discolorations

and stains/marks.

bb) The door hinges shall be well greased.

cc) Material Safety Data Sheet must be provided.

KenGen Representatives

Name:

Sign:

Official Stamp

Date:

Contractor Representatives

Name:

Sign:

Official Stamp

Date: