PRE-QUALIFICATION OF SUPPLIERS

FOR SUPPLY OF GOODS AND SERVICES

FOR THE FINANCIAL YEARS 2021-2023

SUPPLIER NAME: ……………………………………………………………………..............................

REFERENCE NUMBER (Please Indicate): ……………………………………………………….........

DESCRIPTION OF GOODS AND SERVICES (Please Indicate): ……………………………………

CLOSING DATE: WEDNESDAY, 16TH DECEMBER 2020

 1

TABLE OF CONTENTS

1. TENDER NOTICE......................................................................................................... 2
2. PRE-QUALIFICATION INSTRUCTIONS ...................................................................... 5
3. BRIEF CONTRACT REGULATIONS/GUIDELINES ..................................................... 7
4. PRE-QUALIFICATION DATA INSTRUCTIONS ........................................................... 8
5. FORM PQ-1 REGISTRATION DOCUMENTATION.................................................... 11
6. FORM PQ-2: PRE-QUALIFICATION DATA ............................................................... 12
7. FORM PQ-4: FINANCIAL POSITION AND TERMS OF TRADE ................................ 14
8. FORM PQ-5: CONFIDENTIAL BUSINESS QUESTIONNAIRE .................................. 15
9. FORM PQ-6: PAST EXPERIENCE............................................................................. 17
10. FORM PQ-7: LITIGATION HISTORY ......................................................................... 18
11. FORM PQ-8: SWORN STATEMENT.......................................................................... 18
 2

TENDER NOTICE

PRE-QUALIFICATION OF SUPPLIERS FOR SUPPLY OF GOODS AND SERVICES

Options Consultancy Services Kenya Limited invites applications for prequalification from interested
suppliers (including current suppliers) for the supply of goods and services to the organization for the period 1st
January 2021 to 31st December 2023.

SUPPLY OF GOODS AND SERVICES

REFERENCE NUMBER. DESCRIPTION OF GOODS & SERVICES

OCSK/PQ/01/2021 Supply of general stationery including toners and cartridges
OCSK/PQ/02/2021 Supply of office furniture and fittings
OCSK/PQ/03/2021 Supply of medical equipment, PPEs

OCSK/PQ/04/2021 Supply of branded promotional items and materials (banners, t-shirts,

bags, brochures, newsletters, certificates etc.
OCSK/PQ/05/2021 Provision of air ticketing and other travel agency services
OCSK/PQ/06/2021 Repair and maintenance of office furniture, fixtures, and fittings
OCSK/PQ/07/2021 Provision of comprehensive office cleaning services
OCSK/PQ/08/2021 Provision of accommodation and conference services country wide.
OCSK/PQ/09/2021 Provision of photography and videography services
OCSK/PQ/10/2021 Provision of office design and partitioning services
OCSK/PQ/11/2021 Provision of motor vehicle repair and maintenance services. (Motor vehicle
tires etc.)
OCSK/PQ/12/2021 Provision of vehicle hire and taxi services.
OCSK/PQ/13/2021 Provision of courier services and professional mover services e.g. moving
household/office items
OCSK/PQ/14/2021 Provision of event management services, hire of tents, tables, chairs, and
accessories (e.g. décor)
OCSK/PQ/15/2021 Fumigation and pest control services
OCSK/PQ/16/2021 Supply and maintenance of air conditioning services.
OCSK/PQ/17/2021 Provision of outside catering services
OCSK/PQ/18/2021 Provision of legal services
OCSK/PQ/19/2021 Provision of immigration advisory services
OCSK/PQ/20/2021 Provision and maintenance of access control systems
OCSK/PQ/21/2021 Provision of Audit services
OCSK/PQ/22/2021 Provision of Tax services
 3

OCSK/PQ/23/2021 Provision of general insurance services (i.e. vehicle, travel, assets etc.)
OCSK/PQ/24/2021 Provision of medical insurance services
OCSK/PQ/25/2021 Provision of Group Personal Accident and Work Injury Benefit Cover (GPA
& WIBA)
OCSK/PQ/26/2021 Provision of pension scheme services
OCSK/PQ/27/2021 Supply, installation, and maintenance of fire appliances/fire hydrants,
training, and safety services
OCSK/PQ/28/2021 Provision of electrical maintenance services
OCSK/PQ/29/2021 Supply of prepaid fuel services
OCSK/PQ/30/2021 Provision of occupational health, safety, and firefighting training
services
OCSK/PQ/31/2021 Supply and maintenance of computer equipment e.g. servers,
routers, printers, scanners, laptops, desktop computers and related
accessories.
OCSK/PQ/32/2021 Provision of Internet and related Services
OCSK/PQ/33/2021 Provision of voice, data communication services and computer
networks/video conference – purchase or hire
OCSK/PQ/34/2021 Provision of software solutions, website development, mobile apps,
development, hosting and licensing services
OCSK/PQ/35/2021 Provision of cloud services
OCSK/PQ/36/2021 Provision of consultancy services; Communications and Public Relations,
Staff coaching, Capacity building, Research, Monitoring & Evaluation ,
Baseline and endline assessment.

Interested candidates may download Pre-qualification of supplier’s documents from the Options
Consultancy Services Kenya Limited website https://options.co.uk/tenders .

The completed pre-qualification documents clearly indicating reference number and item description
should be placed inside plain, sealed, and separate envelopes (each category MUST be submitted in
a separate envelope/email) and clearly labelled as below:

PRE-QUALIFICATION OF SUPPLIERS 2021-2023:

REFERENCE NUMBER AND DESCRIPTION OF GOODS AND SERVICES.
(e.g. OCSK/PQ/02/2021-Supply of office furniture and fittings)
or in case of email:
Email subject should be: (e.g. OCSK/PQ/02/2021-Supply of office furniture and fittings)

and addressed to:

The Procurement Committee

Options Consultancy Services Kenya Limited
P. O. BOX 44204 - 00100 NAIROBI
 4

Or be emailed to; [email protected] or deposited in the TENDER BOX at Options

Consultancy Services Kenya Limited office situated on the 2nd Floor of 197 Lenana Place along Lenana
Road, Nairobi at the Main Reception to be received on or before 16th December 2020 at 12.00 NOON.

Bids will be opened immediately thereafter at the Options Consultancy Services Kenya Limited
Conference Room.

Options Consultancy Services Kenya Limited reserves the right to accept or reject any or all bids
and is not bound to give any reasons for its decision
 5

1. PRE-QUALIFICATION INSTRUCTIONS
` 1.1 Introduction

Options Consultancy Services Kenya Limited referred to as the “Company” would like to invite
interested candidates who must qualify by meeting the set criteria as provided by the Options
Consultancy Services Kenya Limited to perform the contract of supply and delivery or
provision of goods and services to the Company.

1.2 Pre-qualification Objective

The main objective is to supply and deliver assorted items and provide services under relevant
tenders/quotations to Options Consultancy Services Kenya Limited as and when required
during the stated period.

1.3 Invitation of Pre-qualification

Suppliers registered with Registrar of Companies under the Laws of Kenya in respective
merchandise or services are invited to submit their Pre-Qualification documents to The
Procurement Committee – Options Consultancy Services Kenya Limited so that they may be
pre-qualified for submission of quotations. Bids will be submitted in complete lots singly or in
combination. The prospective suppliers are required to supply mandatory information for pre-
qualification.

1.4 Experience

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

1.5 Pre-qualification Document

This document includes questionnaire forms and documents required of prospective

suppliers. To be considered for pre-qualification, prospective suppliers must submit all the
information herein requested and any bidder who does not meet all the relevant mandatory
requirements will be disqualified

N/B: All filled prequalification documents should be bound (spiral/velo bound and stamped). All
submissions MUST follow the pagination order of the table of contents above. Emailed
applications should be clear, readable, and submitted in a SINGLE PDF/ZIPPED
ATTACHMENT. Email subject should be e.g. (OCSK/PQ/02/2021-Supply of office furniture and
fittings)

1.6 Distribution of Pre-qualification Documents

A copy of the completed pre-qualification data and other requested information shall be
submitted to reach:
 6

The Procurement Committee

Options Consultancy Services Kenya Limited
P. O. BOX 44204 - 00100 NAIROBI

Not later than WEDNESDAY, 16TH DECEMBER 2020 at

12.00 NOON

1.7 Questions Arising from Documents

Questions that may arise from the pre-qualification documents should be directed to the
Procurement Committee on the following address not later than 9th December 2020:

The Procurement Committee

Options Consultancy Services Kenya Limited
P. O. BOX 44204 - 00100 NAIROBI
Email: [email protected]

1.8 Additional Information

Options Consultancy Services Kenya Limited reserves the right to request submission of
additional information from prospective bidders.

1.9 Request for quotations

Request for quotations will be made available only to those bidders whose qualifications are
accepted by Options Consultancy Services Kenya Limited at the disclosure of the
Procurement Committee after the completion of the pre – qualification process.
 7

2. BRIEF CONTRACT REGULATIONS/GUIDELINES

2.1 Taxes on Imported Materials

Options Consultancy Services Kenya Limited is not exempted from any taxes.

2.2 Customs Clearance

The suppliers 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. Quantities may increase or decrease as determined by demand on the authority of
the Procurement Committee. Prices quoted should be inclusive of all delivery charges and
valid for 90 days.

2.4 Payments

All local purchase shall be on credit of a minimum of thirty (30) days or as may be stipulated
in the Contract Agreement.
 8

3 PRE-QUALIFICATION DATA INSTRUCTIONS

3.1 Pre-Qualification Data Forms

The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, PQ-7, PQ-8, are to
be completed by prospective suppliers who wish to be pre-qualified for submission of tender
for the specific tender.

3.1.1 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 and in ink.

3.2 Qualification

3.2.1 It is understood and agreed that the pre-qualification data on prospective

bidders is to be used by Options Consultancy Services Kenya Limited in
determining, according to its sole judgment and discretion, the qualifications
of prospective bidders to perform in respect to the Tender Category as
described by the client.

3.2.2 Prospective bidders will not be considered qualified unless in the judgment
of Options Consultancy Services Kenya Limited 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 Pre-qualification

3.3.1 Experience:

(a) Prospective bidders shall have at least 2 years’ experience in the supply of
goods, services, and allied items in case of potential supplier should show
competence, willingness, and capacity to service the contract.
(b) Prospective supplier requires special experience and capability to organize
supply and delivery of items, or services at short notice.

3.3.2 Personnel

The names pertinent information and CV of the key personnel for individual or group to
execute the contract must be indicated in form PQ-3.

3.3.3 Financial Condition

The Supplier’s financial condition will be determined by latest financial statement submitted
with the prequalification documents as well as letters of reference from their bankers
regarding suppliers/consultant’s credit position. Potential suppliers/consultants will be pre-
qualified on the satisfactory information given.
 9

3.3.4 Special consideration will be given to the financial resources available as

working capital, considering the amount of uncompleted orders on contract
and now in progress. Data to be filled/ provided on Form PQ-4. However,
potential bidders should provide evidence of financial capability to execute
the contract.
3.3.5 Past Performance

Past performance will be given due consideration in pre-qualifying bidders. Letter of reference
from past customers should be included in Form PQ-6 (at least from three organizations-
attach copy of LPO/LSO/Contract)

3.4 Statement

Application must include a sworn statement Form PQ-8 by the Tenderer ensuring the
accuracy of the information given.

3.5 Withdrawal of Prequalification

Should a condition arise between the time the firm is pre-qualified to bid and the bid opening
date which could substantially change the performance and qualification of the bidder or the
ability to perform such as but not limited to bankruptcy, change in ownership or new
commitments, then Options Consultancy Services Kenya Limited reserves the right to reject
the tender from such a bidder even though they have been initially pre-qualified.

3.6 Information on Suppliers

The firm must have a fixed Business Premise and must be registered in Kenya, with certificate
of Registration, Incorporation/Memorandum and Articles of Association, copies of which must
be attached.

3.6.1 The firm must show proof that it has paid all its statutory obligations and
have current Tax Compliance Certificate or any other relevant certificate

3.6.2 The firm must declare any conflict of interest in relation to any member of
staff. Options Consultancy Services Kenya Limited will not procure goods or
services from suppliers where the employees have not declared conflict of
interest

3.6.3 Options Consultancy Services Kenya Limited may carry out a source audit
exercise for the shortlisted prequalified suppliers

3.6.4 Any effort by the tenderer to influence Options Consultancy Services Kenya
Limited in the tender evaluation, tender comparison or contract award
decisions may result in the rejection of the tenderers’ tender.
 10

3.7 Prequalification Criteria

No Required Information Form Type Maximum Score Supplier score

(For official use ONLY)

1 Registration Documentation PQ1 30

2 Pre-qualification Data PQ2 5

3 Supervisory Personnel PQ3 10

4 Financial Position PQ4 20

5 Confidential Report PQ5 15

6 Experience PQ6 10

7 Litigation History PQ7 10

Total 100

3.8 The qualification is 70 points and above

 11

4. FORM PQ-1 REGISTRATION DOCUMENTATION

Mandatory Requirements

1. Copy of Certificate of Registration/Incorporation of Business Name.

2. Copy of PIN Certificate of firm/company/individual from Kenya Revenue Authority.
3. Must submit certified bank statements for the most recent 12 months (from Nov 2019- Oct 2020)
4. Copy of valid Tax Compliance Certificate from Kenya Revenue Authority e.g. Electronic Tax
Register (ETR) certificates where applicable
5. Copy of valid Trade License/ Current business licenses from relevant authorities e.g. City council
6. Copy of Letter of recommendation from 3 previous organizations served with similar works
7. Copy of Practicing Certificate for all professionals e.g. certificate of affiliated bodies/associations
(Pharmacist license, legal, medical)
8. Copy of Memorandum of Understanding or Articles of Association
9. Transport Hire firms must attach evidence of having taken all the Insurance covers.
10. Where mandatory for service provision, each firm must attaché evidence of registration with
Professional bodies/Authorities e.g. IATA, Municipal / City Council Certificates of health for food
stuffs handling,
11. Copy of quality assurance certificates if any e.g. ISO 9000/9001

NOTE: ALL COPIES OF THE ABOVE DOCUMENTS MUST BE ATTACHED IN THE ORDER (1-11)
ABOVE AFTER THIS PAGE.

(Max 30 points)

Three (3) marks each for every requirement where applicable

 12

5. FORM PQ-2: PRE-QUALIFICATION DATA

REGISTRATION OF SUPPLIERS APPLICATION FORM

1/We .................................................................................. hereby apply for registration as supplier(s)

(Name of Company/Firm)

of ......................………………………………………………………………………………………………
(Item Description)

……....................…………………………………………………………………………………………….
(Category No.)

Post Office Address…………………………………………………………………………………

Town …………………………………………………………………………………………..

Street ………………………………………………………………………………………….......

Name of building …………………………………………………………………………….

Room /Office No. ……………………………………………… Floor No. ………………….

Telephone Nos. ……………………………………………………………………………….

Email address (MUST)………………………………………………………………………

Full Name of applicant ………………………………………………………………………

Other branches location …………………………………………………………………….

Organization & Business Information

Management Personnel ……………………………………………………………………….

Chief Executive ………………………………………………………………………………

Secretary ………………………………………………………………………………………

General Manager ………………………………………………………………………………

Treasurer ………………………………………………………………………………………

Other………………………………………………………………………………………….

Partnership (if applicable)

 13
Names of Partners

3. Business founded or incorporated …………………………………………………………….

4. Under present management since …………………………………………………………….

5. Net worth equivalent

Ksh………………………………………………………………………………………….

6. Bank reference and address ……………………………………………………………………

7. Bonding company reference address…………………………………………………………...

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

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

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

competitors …………….…………………………………………………………………………

10. Indicate terms of trade/sale

(5 Points)

PQ-3 SUPERVISORY PERSONNEL

Name ………………………………………………………………………………........................

Age …………………………………………………………………………………........................

Academic Qualification …………………………………………………………….......................

Undergraduate…………………………………………………………………….............................

Post-graduate……………………………………………………………………….......................

Diploma…………………………………………………………………………….........................

High School………………………………………………………………………..........................

Professional Qualification …………………………………………………………......................

(Attach Certificates if any)
 14
Length of service with Supplier position held

………………………………………………………………………………………

(Attach copies of certificates of at least 2 key personnel in the organization)- 5marks each

(10 Points)

6. FORM PQ-4: FINANCIAL POSITION AND TERMS OF TRADE

(1) Attach a copy of the most recent two years audited accounts (From 2018 and above) -7 marks

(2) Attach letters of recommendation from the firm’s bankers- 7 marks

(3) State Credit period (minimum proposed is 30 days) – 6 marks

(20 Points)
 15

7. FORM PQ-5: 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
*if Kenyan Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or
Registration.

Part I - General

Business Name …………………………………………………………………………………

Location of business premises………………………………………………………….…………
Plot No. …………………………………….……… Street/Road………………………….…. …..
Postal Address…………………………………………….…………. Tel. No………………...…...
Email address (MUST)………………………………………………………………………….
Nature of business………………………………………………………………………………
Current Trade License. No………………………………….………Expiring date……….…….
Maximum value of business which you can handle at any one time: Ksh…………………………
Name of your bankers .................................................................... Branch

Account No……………………………………. Branch……………………….

Swift code……………………………………. Branch code…………………….

Bank Currency………………

Part 2 (b) Partnership

Given details of partners as follows:

Name Nationality Citizenship Details
Shares

…………………………………………………………………………………………..

…………………………………………………………………………………………..

………………………………………………………………………………………….

………………………………………………………………………………………….
 16

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 of Candidate……………………………….

(15 Points)
 17

8. FORM PQ-6: PAST EXPERIENCE

NAMES OF THE APPLICANTS CLIENTS IN THE LAST TWO YEARS

NAMES OF OTHER CLIENTS AND VALUES OF CONTRACT/ORDERS

i) Name of Client (organization) ………………………………………………………

ii) Address of Client (organization) ……………………………………………………
iii) Name of Contact Person at the client (organization) ……………………………….
iv) Telephone No. of Client …………………………………………………………….
v) Value of Contract ……………………………………………………………………
vi) Duration of Contract (date) ………………………………………………………….
(Attach documental evidence of existence of contract)
2. Name of 2nd Client (organization)

i) Name of Client (organization) ………………………………………………………

ii) Address of Client (organization) ……………………………………………………
iii) Name of Contact Person at the client (organization) ……………………………….
iv) Telephone No. of Client …………………………………………………………….
v) Value of Contract ……………………………………………………………………
vi) Duration of Contract (date) ………………………………………………………….
(Attach documental evidence of existence of contract)

3. Name of 3rd Client (organization)

i) Name of Client (organization) ……………………………………………………….
ii) Address of Client (organization) …………………………………………………….
iii) Name of Contact Person at the client (organization) ……………………………….
iv) Telephone No. of Client …………………………………………………………….
v) Value of Contract ……………………………………………………………………
vi) Duration of Contract (date) ………………………………………………………….
(Attach documental evidence of existence of contract)
4. Others …………………………………………………………………………………………

(10 Points)

Three (3) marks each and an additional point for one other
 18
9. FORM PQ-7: LITIGATION HISTORY

Name of Contract Supplier

Suppliers/Consultants 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 OR NAME OF CLIENT CAUSE OF DISPUTED AMOUNT

AGAINST LITIGATION AND MATTER IN (CURRENT VALUE,
DISPUTE KSHS. EQUIVALENT

(10 Points)

10. FORM PQ-8: SWORN STATEMENT

Having studied the pre-qualification 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 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.

c. 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)