MICRO-ENTERPRISES SUPPORT PROGRAMME TRUST (MESPT)

PRE-QUALIFICATION/REGISTRATION OF SUPPLIERS FOR

SUPPLY OF GOODS, PROVISION OF WORKS & SERVICES AND

CONSULTANCIES FOR 2016-2017

TENDERER’S NAME: …………………………………….

CATEGORY NO: ……………………………………........

ITEM DESCRIPTION: …………………………………..

TABLE OF CONTENTS

TABLE OF CONTENTS ............................................................................................................... 2

SECTION I -INVITATION FOR PRE-QUALIFICATION ...................................................... 3

SECTION II - INSTRUCTIONS TO CANDIDATES ................................................................ 7

FORM PQ-1 - PRE-QUALIFICATION DATA .................................................................... 10

FORM PQ-2 MESPT-GENERAL .......................................................................................... 13

FORM PQ-3 - LITIGATION HISTORY................................................................................. 15

FORM PQ-4- STATUTORY REQUIREMENTS .................................................................. 16

FORM PQ -5 FINANCIAL CAPABILITY ............................................................................ 17

FORM PQ-6 - PAST EXPERIENCE ....................................................................................... 18

FORM PQ-7 - SWORN DECLARATION/STATEMENT .................................................. 20

SECTION I -INVITATION FOR PRE-QUALIFICATION 1. Micro-Enterprises Support Programme Trust (MESPT) is a local organization whose

founders are the Government of Kenya and the Royal Danish Embassy. It was

established in 2002 with an objective to promote economic growth, employment

creation and poverty alleviation through support to enterprises. MESPT provides

integrated business development services to micro, small and medium enterprises

leading to sustainable business growth across Kenya.

MESPT is now in the process of preparing its register of suppliers for various goods,

works, services and consultancies for the period 2016-2017. Interested suppliers are

invited to apply for registration, indicating the category of goods, works, services or

consultancy they wish to be registered in. Firms registered under the Youth, Women

and Persons with Disability and Small & Medium Enterprises are encouraged to apply.

Special Groups should show proof of registration with the National Treasury

(Directorate of Procurement) by providing the certificate of registration to be

considered.

Existing registered suppliers are required to re-apply.

Micro-Enterprises Support Programme Trust (MESPT) hereinafter referred as

"Procuring Entity" intends to prequalify candidates as follows:

NO. REF. NO. ITEMS OR SERVICES DESCRIPTIONS

CATEGORY A – SUPPLY OF GOODS

1. MESPT/PQ/01/2016 Supply and delivery of general & printed office stationery, general office equipment

and related items.

2. MESPT/PQ/02/2016 Supply and delivery of toners, cartridges, general computer hardware, software and

accessories

3. MESPT/PQ/03/2016 Supply, delivery & maintenance of computers, photocopiers, printers, projectors and

telephones

4. MESPT/PQ/04/2016 Supply and delivery of office furniture, fittings & furnishing

5. MESPT/PQ/05/2016 Supply and delivery of docking stations and PC holders

6. MESPT/PQ/06/2016 Supply, delivery, installation and servicing of LAN,WAN, internet bandwidth, VPN,

structured cabling, networking equipment and tools

7. MESPT/PQ/07/2016 Supply, installation and commissioning of CISCO VOIP telephony system

8. MESPT/PQ/08/2016 Delivery and set up of video-conferencing facilities

9. MESPT/PQ/09/2016 Supply, delivery and installation of clean-power with high value UPSs 5KVA

10. MESPT/PQ/10/2016 Supply and installation of cisco routers

11. MESPT/PQ/11/2016 Supply, installation and maintenance of motor vehicles & motor cycles tracking

devices/systems

12. MESPT/PQ/12/2016 Supply and delivery of irrigation water piping materials

13. MESPT/PQ/13/2016 Supply and installation of tunnel solar driers(Coast and Eastern)

14. MESPT/PQ/14/2016 Supply and installation of solar water pumps

15. MESPT/PQ/15/2016 Supply and installation of solar power inverter

16. MESPT/PQ/16/2016 Supply, installation and commissioning of a solar powered milk chilling system

17. MESPT/PQ/17/2016 Supply, installation and commissioning milk coolers and assortment of installation

parts

18. MESPT/PQ/18/2016 Supply and delivery of prepaid airtime calling cards

19. MESPT/PQ/19/2016 Supply and delivery of weighing scales (200kg)

20. MESPT/PQ/20/2016 Supply and delivery of motorized spray pumps

21. MESPT/PQ/21/2016 Supply and delivery of insect traps

22. MESPT/PQ/22/2016 Supply and delivery of plastic crates

23. MESPT/PQ/23/2016 Supply and delivery of building and construction materials

24. MESPT/PQ/24/2016 Supply and delivery of branded tents

NO. REF. NO. ITEMS OR SERVICES DESCRIPTIONS

CATEGORY B- PROVISION OF SERVICES

25. MESPT/PQ/25/2016 Provision of internet connectivity services

26. MESPT/PQ/26/2016 Design and development of a dynamic and interactive website

27. MESPT/PQ/27/2016 Provision of a redundant network infrastructure

28. MESPT/PQ/28/2016 Redesigning of the server room

29. MESPT/PQ/29/2016 Development of a helpdesk system

30. MESPT/PQ/30/2016 Provision of IP telephony and switchboard

31. MESPT/PQ/31/2016 Development of a monitoring & evaluation platform/system

32. MESPT/PQ/32/2016 Upgrade and increase of user licenses of MIS System (Navision)

33. MESPT/PQ/33/2016 Full integration of ERP system

34. MESPT/PQ/34/2016 Development of a document management system

35. MESPT/PQ/35/2016 Development of an offsite data storage and backup system

36. MESPT/PQ/36/2016 Development of a knowledge management framework

37. MESPT/PQ/37/2016 Provision of insurances services

38. MESPT/PQ/38/2016 Provision of asset valuation services

39. MESPT/PQ/39/2016 Provision of asset tagging services

40. MESPT/PQ/40/2016 Provision of conference facilities in Embu, Meru, Machakos, Makueni, Nakuru, Voi,

Nairobi, Mombasa, Malindi, Kwale, Loitokitok, Taveta, Wundanyi, Matuu, Kilifi,

Mtwapa & Nyahururu.

41. MESPT/PQ/41/2016 Provision of air ticketing services (IATA Registered Firms)

42. MESPT/PQ/42/2016 Provision of team building services

43. MESPT/PQ/43/2016 Provision of design artworks & printing of reports and promotional materials

44. MESPT/PQ/44/2016 Provision of event organization, exhibitions & road show services

45. MESPT/PQ/45/2016 Provision of indoor and outdoor branding

46. MESPT/PQ/46/2016 Provision of professional photography and videography services

47. MESPT/PQ/47/2016 Provision of documentary production services

48. MESPT/PQ/48/2016 Provision of courier services

49. MESPT/PQ/49/2016 Provision of documents archiving services

50. MESPT/PQ/50/2016 Provision of taxi, car hire & shuttle services

51. MESPT/PQ/51/2016 Provision of security guarding services including alarm back up

52. MESPT/PQ/52/2016 Provision of office cleaning, fumigation & pest control services

53. MESPT/PQ/53/2016 Provision of motor vehicle repair & maintenance, towing & recovery services

54. MESPT/PQ/54/2016 Provision of file binding services

CATEGORY C- PROVISION OF CONSULTANCY SERVICES(Firms &

Individuals)

55. MESPT/PQ/55/2016 Consultancy for legal services

56. MESPT/PQ/56/2016 Consultancy for company secretarial services

57. MESPT/PQ/57/2016 Consultancy for external audit services

58. MESPT/PQ/58/2016 Consultancy for internal audit services

59. MESPT/PQ/59/2016 Consultancy for corporate re-branding

60. MESPT/PQ/60/2016 Consultancy for human resource management and recruitment

61. MESPT/PQ/61/2016 Consultancy services for fundraising expertise

62. MESPT/PQ/62/2016 Consultancy services for disaster management, safety survey and business continuity

plans development

63. MESPT/PQ/63/2016 Consultancy services for impact assessment

64. MESPT/PQ/64/2016 Consultancy services to conduct end term evaluations

65. MESPT/PQ/65/2016 Consultancy services to conduct feasibility study on Business Development Services

call centre

66. MESPT/PQ/66/2016 Consultancy services to facilitate Business Development Services conference

67. MESPT/PQ/67/2016 Consultancy services on agricultural value chain & enterprise/business development

(Export vegetables, nuts, passion fruit, dairy & mango)

NO. REF. NO. ITEMS OR SERVICES DESCRIPTIONS

68. MESPT/PQ/68/2016 Consultancy services for business plan development

69. MESPT/PQ/69/2016 Consultancy services for natural resource management(renewable energy, resource

efficiencies and climatic friendly technologies)

70. MESPT/PQ/70/2016 Consultancy services for building & construction (Engineers, Architects, Project

Managers & Quantity surveyors)

71. MESPT/PQ/71/2016 Consultancy services for supervision of irrigation project construction

72. MESPT/PQ/72/2016 Consultancy services for needs assessment on opportunities & lessons learnt

documentation for supporting selected value chains.

73. MESPT/PQ/73/2016 Consultancy services for conducting customer satisfaction baseline survey

74. MESPT/PQ/74/2016 Consultancy services for organic agriculture certification

75. MESPT/PQ/75/2016 Consultancy services on finance and business development

76. MESPT/PQ/76/2016 Consultancy services for GLOBAL G.A.P. certification

77. MESPT/PQ/77/2016 Consultancy services for ISO certification

78. MESPT/PQ/78/2016 Consultancy services for MRLs testing (certified LAB -Global GAP& organic)

79. MESPT/PQ/79/2016 Consultancy services for agricultural pest control

80. MESPT/PQ/80/2016 Consultancy services for feasibility study on alternative livestock in Laikipia, Isiolo,

Samburu and Baringo counties

81. MESPT/PQ/81/2016 Consultancy services for grant policy document development

82. MESPT/PQ/82/2016 Consultant agronomists and agribusiness experts

83. MESPT/PQ/83/2016 Training on agricultural value chain

84. MESPT/PQ/84/2016 Training on fraud and risk management in trade and financial sector

85. MESPT/PQ/85/2016 Training on corporate governance

86. MESPT/PQ/86/2016 Training on anti-money laundering and terrorist financing

87. MESPT/PQ/87/2016 Training on value chain development and financing

88. MESPT/PQ/88/2016 Training on organic farming for coconut farmers

89. MESPT/PQ/89/2016 Training on Good Agricultural Practices (GAP)

90. MESPT/PQ/90/2016 Training on ICT

91. MESPT/PQ/91/2016 Training on ISO certification

92. MESPT/PQ/92/2016 Training on good animal husbandry practices

93. MESPT/PQ/93/2016 Training on dairy value chain

94. MESPT/PQ/94/2016 Training on green technology in agriculture

95. MESPT/PQ/95/2016 Training on export vegetables value chain

CATEGORY D- PROVISION OF WORKS

96. MESPT/PQ/96/2016 Office partitioning and renovations

97. MESPT/PQ/97/2016 Construction of small collection shades and centres for farmers(Coast and Eastern

Regions)

98. MESPT/PQ/98/2016 Supply and installation of dam liners for water pans

99. MESPT/PQ/99/2016 Construction and commissioning of small irrigation projects

2. Pre-qualification documents containing detailed terms and conditions shall be

downloaded from MESPT’s website: www.mespt.org free of charge.

3. Completed application documents are to be saved as PDF documents (maximum file size

5MB) and submitted through email (tender@mespt.org) with the subject of the email

being the respective reference number and description so as to be received on or before

22nd June, 2016 at 10.00 am.

4. The Pre-Qualification Category applied for MUST be clearly indicated on the email

subject.

5. Existing registered suppliers are required to re-apply.

6. Any request for clarification arising from this process should be emailed to

procurement@mespt.org.

SECTION II - INSTRUCTIONS TO CANDIDATES 1.0. Scope of Tender

1.1

2.0

2.1

2.2

MESPT hereinafter referred to as the procuring entity intends to prequalify suppliers,

contractors and service providers in various categories as contained in the invitation

for qualification clause 1. It is expected that prequalification applications will be

submitted to be received by the procuring entity not later than 22nd June, 2016 at

10.00 am.

Framework contracts, request for quotations or restricted tender will be made

available only to those bidders who shall be found to be responsive upon successful

completion of the pre-qualification process.

Eligible Candidates

This invitation for pre-qualification is open to all candidates who are eligible as

indicated under Invitation to Bid.

The procuring entity's employees, and their relatives (spouses and children) are not

eligible to participate in this prequalification process. 3.0 Clarification of the Prequalification Document

Questions that may arise from the pre-qualification documents should be directed to

the Procurement Officer, whose email address is procurement@mespt.org .

4.0 Pre-qualification Data Forms

4.1 This document includes questionnaire forms and documents required of prospective

bidders.

4.2 All the attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, and PQ-7

are to be completed by prospective suppliers/contractors and service providers who

wish to be pre-qualified for submission of tender in the specific category.

13

4.3 The pre-qualified application forms which are not filled out completely and submitted

in the prescribed manner will not be considered. All the documents that form part of

the proposal must be written in English.

5.0 Qualification Requirements

5.1 In order to be considered for the pre-qualification, prospective bidders must submit all

the information herein requested;

i. Prequalification Data - PQ-1

ii. Confidential Business

Questionnaire- PQ-2

iii. Litigation History-PQ-3

iv. Statutory Requirements- PQ4

The firm must show proof that it is registered as required, has paid all its

statutory obligations and possess a current Tax Compliance Certificate or

exemption as the case may be, among others.

Vi. Financial Capability-PQ-5

The Supplier's financial condition will be determined by their commitment in

writing that they have the capacity to execute the contract once prequalified.

Vii. Past Performance/Experience- Form PQ-6

Letter of reference from past customers and evidence of having performed

work must be attached. Those who have supplied MESPT in the past please

state so. Viii. Sworn Statement - PQ-7

Application must include a sworn statement Form PQ-7 by the prospective

bidder ensuring the accuracy of the information given. 5.2

In addition to the above, the firm must have a fixed business premise and must be

registered, with certificate of registration, copies of which must be attached.

6.0 Evaluation of the prequalification

Analysis of the bids will be based on meeting the minimum requirements in clause 5

above. The evaluation will be on either pass or fail basis and only those firms

determined to be substantially responsive shall be considered pre-qualified.

6.1 The procuring entity reserves the right to waive minor deviations if they do not

materially affect the capability of an applicant.

7.0 Submission of Applications

7.1 Completed application documents are to be saved as PDF documents (maximum file size

5MB) and submitted through email (tender@mespt.org) with the subject of the email being

the respective reference number and description so as to be received on or before 22nd June,

2016 at 10.00 am.

7.2 All late applications will be rejected accordingly.

7.3 All information requested for the pre- qualification shall be provided in English

language.

FORM PQ-1 - PRE-QUALIFICATION DATA

REGISTRATION OF SUPPLIERS APPLICATION FORM

I/We hereby apply for registration as supplier(s)

(Name of Company/Firm)

of (Item Description)

(Category No.)

Post Office Address .. E - Mail Address:Office Tel. No. . Mobile No. : Town Street Name of building Room/Office No. Floor No. .. Telephone Nos. Full Name of applicant Other branches location (if any) 2. Organization & Business Information

Senior Management

1. 2 3. 3. Partnership (if applicable) Names of Partners Business founded or incorporated........... Under present management since. Net worth equivalent Kshs.: . Bank reference and address:.

.. Enclose copy of organization chart of the firm indicating the main fields of activities:.

State any technological innovations or specific attributes which distinguish you from your

competitors

Indicate terms of trade/sale

FORM PQ-2 MESPT-GENERAL

CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business.

You are advised that it is a serious offence to give false information on this form

Part I- General: Business Name.. Location of business premises. Plot No. .. Street/Road..... Postal Address...Tel. No......

E - Mail Address: Mobile No.

Nature of business

Current Trade License No.Expiring date....

Maximum value of business which you can handle at any one time: Kshs. ..

Name of your bankersBranch..

Part 2 (a) - Sole Proprietor

Your name in full..Age.. NationalityCountry of origin. *Citizenship details...

Part 2 (b) Partnership Given details of partners as follows:

Name Nationality Citizenship Details Shares

.

.

.

..

Part 2 (c) - Registered Company:

Private or Public. State the nominal and issued capital of company-

Nominal Ksh ... Issued Ksh ...

Given details of all directors as follows:-

Name Nationality Citizenship Details Shares

1.

2. 3.

4.

Date ..Signature & Stamp of Candidate.

*if Kenya Citizen, indicate under "Citizenship Details" whether by Birth, Naturalization or Registration.

FORM PQ-3 - LITIGATION HISTORY

Name of Contract Supplier:

Contractors/Suppliers should provide information on any history litigation or arbitration

resulting from contracts executed in the last five years or currently under execution.

YEAR AWARD FOR OR NAME OF CLIENT, CAUSE DISPUTED AMOUNT

AGAINST OF LITIGATION AND (CURRENT VALUE,

MATTER IN DISPUTE KSHS. EQUIVALENT

FORM PQ-4- STATUTORY REQUIREMENTS

All firms must provide:-

1.

2.

3.

4.

5.

6.

Copies of certificate of registration/incorporation.

Copy of VAT Registration Certificate.

Current Tax Compliance Certificate/exemption from Kenya Revenue Authority

(failure to produce this certificate to prove compliance, will lead to automatic

disqualification thus no further evaluation of your application).

Copies of KRA PIN Certificate of firm/company/individual.

Current Copy of Trading License/Permit from County government (Where

applicable)

Proof of registration with relevant regulatory bodies for categories that requires

professional approvals (E.g. National Construction Authority for works, National

Industrial Training Authority for training, Insurance Regulatory Authority for

Insurance e.t.c.) where applicable.

NB: To be considered, business units owned by Special Groups i.e. Youth, Women

and People with Disability shall be required to attach their registration certificate

with the National Treasury (Procurement Directorate).

FORM PQ -5 FINANCIAL CAPABILITY

1. Potential candidates shall be expected to give, a commitment letter indicating that

one has the financial capacity to execute contract(s) once prequalified.

FORM PQ-6 - PAST EXPERIENCE

NAMES OF THE APPLICANT'S CLIENTS IN THE LAST TWO YEARS

NAMES OF OTHER CLIENTS AND VALUES OF CONTRACT/ORDERS

1.

i)

ii)

iii)

iv)

v) vi)

Name of Client (organization)

Address of Client (organization)

Name of Contact Person at the client (organization)

Telephone No. of Client

..

Value of Contract

..

Duration of Contract (date)...

(Attach documental evidence of existence of contract (LPOs/LSOs, Contracts)

2. Name of 2nd Client (organization)

i) ii)

vii)

viii) ix) x)

Name of Client (organization) Address of Client (organization)

Name of Contact Person at the client (organization) ..

Telephone No. of Client

..

Value of Contract

.

Duration of Contract (date) .

(Attach documental evidence of existence of contract (LPOs/LSOs, Contracts)

3. Name of 3rd Client (organization)

i)

ii)

xi) xii) xiii) xiv)

Name of Client (organization)

.

Address of Client (organization)

..

Name of Contact Person at the client (organization)

.

Telephone No. of Client

..

Value of Contract Duration of Contract (date)

(Attach documental evidence of existence of contract (LPOs/LSOs, Contracts)

FORM PQ-7 - SWORN DECLARATION/STATEMENT

Having studied the pre-qualification information provided above I/We hereby state:

a.

b.

c.

d.

The information furnished in our application is accurate to the best of our

knowledge.

That in case of being pre-qualified we acknowledge that this grants us the

right to participate in due time in the submission of a tender or quotation on

the basis of provisions in the tender or quotation documents to follow.

When the call for Quotations is issued and the legal, technical or financial

conditions or the contractual capacity of the firm changes we come ourselves to

inform you and acknowledge your right to review the pre-qualification made.

We enclose all the required documents and information required for the pre-

qualification evaluation.

Date: ……………………………………………………………………

Applicant’s Name: ………………………………………………………

Represented by: ………………………………………………………………

Signature: ……………………………………………………………………

(Full name and designation of the person signing and stamp or seal)