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PREQUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES

REGISTRATION OF SUPPLIERS FOR THE YEAR 2019

To be completed by the applicant. Indicate the following information:

1. Category No WERK/PQ/………

2. Item Description……………………………………………….

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INTRODUCTION Founded in 1994, Women Educational Researchers of Kenya (WERK) is a registered

professional membership association whose vision is a society that values the centrality

of knowledge for the creation of a humane, equitable and prosperous society. WERK’s

membership is united in the pursuit of gender equality and promotion of female

professionals. The mission of WERK is to contribute to knowledge generation and

utilization through linking research to advocacy and action.

WERK will register prospective candidates for the supply of goods, services and

consultancies from among those who will have submitted their registration

documents in accordance with the requirements to undertake the assignment as

described herein.

Eligible candidates are invited to submit a registration document for the supply of

goods and services. The registration documents will be the basis for the registration

and eventual invitation to bid for the supply of goods and services on the basis of

“as and when” need arises.

Eligible candidates may apply for one or more categories of items.

Special groups registered under AGPO are encouraged to apply.

The candidates must familiarize themselves with the requirements of the

registration documents including all attachments.

WERK will not be responsible for any costs or expenses incurred by candidates in

connection with the preparation or delivery of these registration documents

including and costs associated with the preparation of the documents and

attachments.

The WERK financial policy requires that candidates observe the highest standard

of ethics during the prequalification process. In pursuance to this policy, WERK

defines for the purpose of this provision, the terms set forth below as follow;

o ‘Corrupt practice’ means the offering, giving, receiving or soliciting of

anything of value to influence the action of an officer in the prequalification

process

o ‘Fraudulent practice’ means a misrepresentation of facts in order to influence

the registration process to the detriment of the organization.

o Will reject an application if it determines that a candidate has engaged in

corrupt or fraudulent activities in the prequalification process.

o Will declare a candidate ineligible for registration if at any time it determines

that the candidate has engaged in corrupt or fraudulent practices in

competing for or in executing a similar contract.

o Will have the right to inspect the business premises of the candidate

Candidates shall furnish information as described in the registration document

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Detailed pre-qualification/ registration of suppliers documents may be inspected

from the WERK Secretariat offices situated on 1171 Argwings Kodhek Road during

working hours (8:00am-1:00pm and 2:00 pm-5:00 pm)

Interested firms may obtain registration documents free of charge for all the

categories.

Completed registration documents in plain sealed envelopes clearly marked

registration of Suppliers 2019 indicating the category and item description as

below:

REGISTRATION OF SUPPLIERS 2019

ITEM CODE WERK/2018/PQ/ ____________

REGISTRATION FOR THE SUPPLY /PROVISION OF

_____________________________________________________________________

_____________________________________________________________________

And be addressed and deposited in the ‘tender box’ at the WERK Secretariat offices

so as to be received on or before 1st February, 2019, by 10:00am.

WERK’s physical address is:

WOMEN EDUCATIONAL RESEARCHERS OF KENYA,

1171 ARGWINGS KODHEK ROAD,

OPPOSITE ENGEN PETROL STATION,

NAIROBI, KENYA

Registration documents will be opened immediately after closing time in the

presence of bidders or their representatives who choose to attend the opening.

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SUPPLY OF GOODS AND PROVISION OF SERVICES

Code Item description

WERK/PQ/01 Supply of general office stationery

WERK/PQ/02 Supply of bulk printing and photocopying (both colour and black and white) services

WERK/PQ/03 Supply of printers, tonners and cartridges

WERK/PQ/04 Supply of ICT equipment (computers, laptops, routers)

WERK/PQ/05 Supply of health Insurance services

WERK/PQ/06 Provision of WIBA

WERK/PQ/07 Provision of catering services

WERK/PQ/08 Provision of media based consultancy (development of local media advertisements, photography and videography, digital marketing services)

WERK/PQ/09 Supply of office furniture and fittings

WERK/PQ/10 Provision of security services

WERK/PQ/11 Supply of drinking Water

WERK/PQ/12 Provision of car hire services

WERK/PQ/13 Provision of taxi services

WERK/PQ/14 Provision of conferencing and accommodation facilities in Nairobi, Kajiado, Lotokitok, Mombasa, Kisumu, Nakuru, Eldoret, Kwale, Kilifi, Samburu, Turkana, Marsabit, Tana River, Malindi

WERK/PQ/15 Supply and delivery of groceries (fruits, vegetables, legumes, fresh meat, fish, chicken)

WERK/PQ/16 Maintenance and servicing of generator

WERK/PQ/17 Provision of courier and postage services

WERK/PQ/18 Design and printing of branding materials (banners, t-shirts, flyers, infographs, notebooks, diaries, calendars, brochures, pens)

WERK/PQ/19 Delivery of cooking gas

WERK/PQ/20 Provision of website hosting, security, maintenance and network security

WERK/PQ/21 Provision of fumigation and pest control services

WERK/PQ/22 Provision of valuation, tagging and tracking of assets

WERK/PQ/23 Provision of asset insurance services

WERK/PQ/24 Provision of asset disposal services

WERK/PQ/25 Installation and repair of electrical equipment

WERK/PQ/26 Provision Plumbing repairs and services

WERK/PQ/27 Repair and maintenance of general office equipment (computers, laptops, printers, photocopiers, routers, telephones, scanners, wireless access points, external drives, servers, projectors and backups)

WERK/PQ/28 Provision of international and local air ticketing services

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1. REGISTRATION INSTRUCTIONS 1.1 Registration Objective

The main objective is to supply and deliver assorted items and also provides services under relevant tenders/quotations to WERK as and when required during

the period ending 31st Dec 2019.

1.2 Invitation of Registration Suppliers registered with Registrar of Companies under the Laws of Kenya in respective merchandise or services are invited to submit their registration documents to WERK so that they may be pre-qualified/registered for submission of tenders. The prospective Suppliers are required to supply mandatory information for pre-qualification/registration document.

1.3 Experience Prospective suppliers and contractors must have carried out successful supply and delivery of similar items/services to institutions of similar size and complexity, and must demonstrate the willingness and commitment to meet the pre-qualification criteria.

1.4 Registration Document This document includes forms and documents required of prospective suppliers. In order to be considered for pre-qualification/registration, prospective suppliers must submit all the information requested herein.

1.5 Delivery of Registration Documents One copy of the completed registration data and other requested information shall be submitted to reach:

WOMEN EDUCATIONAL RESEARCHERS OF KENYA, 1171, ARGWINGS KODHEK ROAD, OPPOSITE ENGEN PETROL STATION, NAIROBI

Not later than 1st February 2019 at 10.00 a.m. (local time)

1.6 Questions Arising from Documents

Questions that may arise from the pre-qualification documents should be directed to info@werk.co.ke with the subject line Pre-Qualification of Suppliers 2019 indicating category code (WERK/2018/PQ/__).

1.7 Additional Information WERK reserves the right to request submission of additional information from prospective bidders.

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2. BRIEF CONTRACT REGULATIONS/GUIDELINES

2.1 Taxes on Imported Materials The Supplier will have to pay all taxes payable as applicable for all materials to be supplied.

2.2 Customs Clearance The contractors shall be responsible for custom clearance of their imported goods and materials.

2.3 Contract Price The contract shall be of unit price type or cumulative of computed unit price and quantities required. Prices quoted should be inclusive of all taxes.

2.4 Payments All local purchase orders shall be on credit of a minimum of thirty (30) days or as may be stipulated in the Contract Agreement.

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3. REGISTRATION DATA INSTRUCTIONS 3.1 Registration data forms

Forms detailing the requisite information to be completed by applicants interested

in being pre-qualified for the supply/provision of goods and services for each

specific category. (WERK/PQ/F-1, WERK/PQ/F-2, WERK/PQ/F-3, WERK/PQ/F-4,

WERK/PQ/F-5, WERK/PQ/F-6).

3.1 The registered 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 and in ink.

3.2 Qualification 3.2.1 It is understood and agreed that the pre-qualification/registration data on

prospective bidders is to be used by WERK in determining, according to its sole judgment and discretion, the qualifications of prospective bidders to perform in respect to the Category as described by the client.

3.2.2 Prospective bidders will not be considered qualified unless in the judgment of WERK they possess capability, experience, qualified personnel available and suitability of equipment and net current assets or working capital sufficient to satisfactorily execute the contract for goods/services.

3.3 Essential Criteria for Registration 3.3.1 Experience: Prospective bidders shall have experience in the supply of goods,

services and allied items. The potential supplier/contractor should show competence, willingness and capacity to service the contract at short notice.

3.3.2 Past Performance

Past performance will be given due consideration in pre-qualifying bidders. 3 letters of reference and or copies of order/contracts from past customers should be included.

3.4 Statement Application must include a sworn statement from the applicant ensuring the accuracy of the information given.

3.5 Withdrawal of Registration Should a condition arise between the time the firm is pre-qualified to bid and the bid opening date which in the opinion of the client/WERK could substantially change the performance and qualification of the bidder or his ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, the WERK reserves the right to reject the tender from such a bidder even though he was initially pre-qualified.

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3.6 Premises The firm must have a fixed Business Premise and must be registered in Kenya, with

Certificate of Registration/ Incorporation/Memorandum and Article of Association, copies of which must be attached.

3.6.1 Clearance of Statutory Obligation The firm must show proof that it has paid all its statutory obligations and have

current Tax Compliance Certificate which is mandatory.

3.7 Prequalification Criteria

Required Information Form Type

1. Registration Documentation WERK/PQ/F-1

2. Registration Data WERK/PQ/F-2

4. Past Experience WERK/PQ/F-3

5. Litigation History WERK/PQ/F-4

6. Disclosure of potential conflict of interest WERK/PQ/F-5

7. Sworn Statement WERK/PQ/F-6

3.8 Minimum Marks to be Registered is ___________________

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FORM WERK/PQ/F-1 MANDATORY REQUIREMENTS

All firms must provide:-

S/No. Requirement Provided (Y/N) 1. Copy of Certificate of Registration.

2. Copy of VAT Registration Certificate. 3. Tax Compliance Certificate from Kenya Revenue Authority (failure to

produce this certificate to prove compliance, will lead to automatic disqualification thus no further evaluation of the application).

4. Copies of Pin Certificate of firm/company/individual.

5. Copy of Business premises/registered office.

6. Duly filled conflict of interest disclosure form

7. Certificate of Good Conduct (individual applicants)

8. 3 Referees

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FORM WERK/PQ/F-2 REGISTRATION DATA

REGISTRATION OF SUPPLIERS APPLICATION FORM

Name of company/ Firm / Individual

__________________________________________________________________________________________________

Physical location of business premises

Town: ___________________________________________ Street: ___________________________________________ Building name: ____________________________________ Floor: ___________________________________________

Contacts Telephone: _______________________________________ Email: ___________________________________________ Fax: _____________________________________________ Email: ___________________________________________ Website: _________________________________________ Postal address: ____________________________________

Nature of business (e.g., sole proprietorship, public limited company, partnership, etc)

Name and contacts of Proprietor / Director / CEO/ MD or equivalent

Name: ___________________________________________ Title: ____________________________________________ Nationality: _______________________________________ Telephone number: ________________________________ E-mail address: ____________________________________

Please list as appropriate

□ Partnership (list partners’

names)

□ Board of Directors (please list

names)

1. ___________________________________________ 2. ___________________________________________ 3. ___________________________________________ 4. ___________________________________________ 5. ___________________________________________ 6. ___________________________________________

Business operations Year established: __________________________________ Duration of business operation: ______________________

Company registration number

VAT registration number

State credit period

Registration with relevant category bodies

Registration body: __________________________________ Category of registration: _____________________________

Net worth equivalent

Bank, branch Bank: ___________________________________________ Branch: __________________________________________

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FORM WERK/PQ/F-3 PAST EXPERIENCE NAMES OF THE APPLICANTS CLIENTS’ IN THE LAST TWO YEARS NAMES OF OTHER CLIENTS AND VALUES OF CONRACTS (ATTACH EVIDENCE)

1. Name of Client (organization)

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

i) Address of Client (organization)

………………………………………………………

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

…………………………..

iii) Telephone No. of Client

……………………………………………………………………

iv) Value of Contract

…………………………………………………………………………….

v) Duration of Contract (date) …………………………………………………………………………..

vi) Service provided

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

2. Name of Client (organization)

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

i) Address of Client (organization)

………………………………………………………

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

…………………………..

iii) Telephone No. of Client

……………………………………………………………………

iv) Value of Contract

…………………………………………………………………………….

v) Duration of Contract (date) …………………………………………………………………………..

vi) Service provided

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

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3. Name of Client (organization)

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

i) Address of Client (organization)

………………………………………………………

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

…………………………..

iii) Telephone No. of Client

……………………………………………………………………

iv) Value of Contract

…………………………………………………………………………….

v) Duration of Contract (date)

……………………………………………………………..

vii) Service provided

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

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FORM WERK/PQ/F-4 LITIGATION HISTORY

Name of Contract Supplier

Contractors/Suppliers should provide information on any history of litigation or arbitration resulting from contracts executed in the last five years or currently under execution.

YEAR AWARD FOR NAME OF CLIENT DISPUTED AMOUNT OR AGAINST CAUSE OF LITIGATION (CURRENT VALUE, AND MATTER IN KSHS. EQUIVALENT) DISPUTE

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FORM WERK/PQ/F-5 DISCLOSURE OF CONFLICT OF INTEREST WERK has established policies and procedures for reviewing and addressing conflicts of interest between employees and suppliers and otherwise ensuring compliance with the PPOA Act.

As part of this process, you, the Supplier, are asked to disclose any and all potential conflicts of interest to WERK for appropriate review and disposition. Examples include, without limitation, WERK employee having an ownership interest in your business, your business being owned by a relative of a WERK employee, and your business sponsoring speaking engagements or other activities with which WERK Secretariat staff are involved.

Your failure to complete and return this disclosure form may result in disqualification from consideration as a supplier of goods or services to WERK. Your obligation with regard to the disclosure of conflicts of interest is ongoing, therefore we ask that you promptly notify us should you become aware of any potential conflict following the submission of this form. At WERK’s discretion, you may be asked to update this information periodically.

Supplier Name: _________________________________________

Contact Name: _____________________________________ Phone No.: ________________________________________

Email: ____________________________________________ Street Address: _________________________________________

Town, County, Zip code: _________________________________________

Please select the appropriate statement:

____ I AM NOT aware of any relationship between the Supplier and a WERK employee which could result in potential personal gain for the WERK employee or which could enable the WERK employee to influence the Supplier relationship for perceived personal gain.

____ I AM aware of a relationship between the Supplier and a WERK employee which could result in potential personal gain for the WERK employee or which could enable the WERK employee to influence the Supplier relationship for perceived personal gain.

Employee Name: __________________________________________________________________________

Nature of Relationship: _____________________________________________________________________

By signing below, you represent and affirm that you have proper authority to act on behalf of the Supplier and that the foregoing statements are true and correct to the best of your knowledge.

Signature_________________________________________ Date _________________________________________ _____________________________________________________ Name and Title of Signer

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FORM WERK/PQ/F-6 SWORN STATEMENT

Having studied the pre-qualification/registered information for the above project we/I hereby state:

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

b. That in case of being pre-qualified/registered we acknowledge that this

grants us the right to participate in due time in the submission of a tender or quotation when invited/requested to do so by the WERK.

c. If the call for Quotations is issued, and the legal, technical or financial

conditions or the contractual capacity of the firm changes, we shall notify WERK and acknowledge your right to review the pre-qualification made.

d. We enclose all the required documents and information required for the

pre-qualification evaluation.

e. We confirm that we have not been debarred from participation in procurement by any legal institution in Kenya, and have no litigation procedure in process.

Date ………………………………………………………………………………………

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

Represented by …………………………………………………………………………

Signature …………………………………………………………………………………

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