TECHNICAL UNIVERSITY OF MOMBASA

P.O.BOX 90420-80100, MOMBASA

Email: [email protected]

TENDER FOR SERVICING, REPAIR & MAINTENANCE OF

PHOTOCOPIERS & PRINTERS AND SUPPLY OF RELATED
CONSUMABLES & SPARE PARTS

FRAMEWORK AGREEMENT
TUM/T/15/2022-2023

Date of Tender Closing/Opening: 6th September,2022

Time: 1000hrs East Africa Time

Page 1 of 107
 TABLE OF CONTENTS

PREFACE ..........................................................................................................................................................................vi

APPENDIX TO THE PREFACE ................................................................................................................................ viii

GUIDELINES FOR PREPARATION OF TENDER DOCUMENTS ...................................................................... viii
1. GENERAL...................................................................................................................................................... viii
2. PART 1 - TENDERING PROCEDURES ..........................................................................................................ix
3. PART 2 - PROCUREMENT ENTITY'S REQUIREMENTS ............................................................................ix
4. PART 3 - CONDITIONS OF CONTRACT ANDCONTRACTFORMS ..........................................................ix

INVITATION TO TENDER .....................................................................................................................................xi

SECTION I – INSTRUCTIONS TO TENDERERS ............................................................................................... 1

A. General .............................................................................................................................................................. 1
1. Scope of Tender .........................................................................................................................................................1
2. Definitions .......................................................................................................................................................... 1
3. Fraud and Corruption.......................................................................................................................................... 1
4. Eligible Tenderers............................................................................................................................................... 1
5. Qualification of the Tenderer .............................................................................................................................. 3

B. Contents of Tendering Document .................................................................................................................... 3

6. Sections of Tendering Document ....................................................................................................................... 3
7. Site Visit.....................................................................................................................................................................4
8. Pre-Tender Meeting and a pre-arranged pretender visit of the site of the works................................................ 4
9. Clarification of Tender Documents ..................................................................................................................... 4
10. Amendment of Tendering Document ................................................................................................................. 5

C. Preparation of Tenders ...........................................................................................................................................5

11. Cost of Tendering ............................................................................................................................................... 5
12. Language of Tender...................................................................................................................................................5
13. Documents Comprising the Tender..........................................................................................................................5
14. Form of Tender and Activity Schedule ............................................................................................................... 6
15. Alternative Tenders ...................................................................................................................................................6
16. Tender Prices and Discounts ............................................................................................................................... 6
17. Currencies of Tender and Payment ..................................................................................................................... 6
18. Documents Establishing Conformity of Services ............................................................................................... 7
19. Documents Establishing the Eligibility and Qualifications of the Tenderer....................................................... 7
20. Period of Validity of Tenders ....................................................................................................................................8
21. Tender Security ................................................................................................................................................... 8
22. Format and Signing of Tender ..................................................................................................................................9

D. Submission and Opening of Tenders ....................................................................................................................9

23. Sealing and Marking of Tenders...............................................................................................................................9
24. Deadline for Submission of Tenders ......................................................................................................................10
25. Late Tenders.............................................................................................................................................................10
26. Withdrawal, Substitution and Modification of Tenders ........................................................................................10
27. Tender Opening ............................................................................................................................................... 10

Page 2 of 107
E. Evaluation and Comparison of Tenders ............................................................................................................ 11
28. Confidentiality .................................................................................................................................................. 11
29. Clarification of Tenders........................................................................................................................................... 11

30. Deviations, Reservations, and Omissions ......................................................................................................... 12

31. Determination of Responsiveness..................................................................................................................... 12
32. Arithmetical Errors ........................................................................................................................................... 12
33. Conversion to Single Currency......................................................................................................................... 13
34. Margin of Preference ........................................................................................................................................ 13
35. Evaluation of Tenders .............................................................................................................................................13
36. Comparison of Tenders ...........................................................................................................................................13
37. Abnormally Low Tenders and Abnormally High Tenders ...................................................................................14
38. Unbalanced and/or Front-Loaded Tenders ............................................................................................................14
39. Qualification of the Tenderer ............................................................................................................................ 14
40. Procuring Entity's Right to Accept Any Tender, and to Reject Any or All Tenders ...........................................15

F. Award of Contract ............................................................................................................................................. 15

41. Award Criteria................................................................................................................................................... 15
42. Notice of Intention to enter into a Contract ...................................................................................................... 15
43. Standstill Period................................................................................................................................................ 15
44. Debriefing by the Procuring Entity ................................................................................................................... 15
45. Letter of Award .............................................................................................................................................................. 15
46. Signing of Contract ........................................................................................................................................... 16
47. Performance Security ....................................................................................................................................... 16
48. Publication of Procurement Contract................................................................................................................ 16
49. Adjudicator ....................................................................................................................................................... 16
50. Procurement Related Complaints ..................................................................................................................... 16

SECTION II - TENDER DATASHEET (TDS) ......................................................................................................17

SECTION III - EVALUATION AND QUALIFICATION CRITERIA...............................................................21

1. General Provision .............................................................................................................................................21
2. Preliminary examination for Determination of Responsiveness ......................................................................21
3. Tender Evaluation (ITT 34) ..............................................................................................................................21
4. Multiple Contracts ............................................................................................................................................21
5. Alternative Tenders (ITT 14) ............................................................................................................................22
6. MARGIN OF PREFERENCE ..........................................................................................................................22
7. Post qualification and Contract award (ITT 39), more specifically ..................................................................22

SECTION IV –TENDERING FORMS ....................................................................................................................2

1. FORM OF TENDER. .................................................................................................................................... 27

a) TENDERER'S ELIGIBILITY- CONFIDENTIAL BUSINESS QUESTIONNAIRE ............................27
b) CERTIFICATE OF INDEPENDENT TENDER DETERMINATION ..................................................30
c) SELF- DECLARATION FORM ............................................................................................................31
d) APPENDIX 1 - FRAUD AND CORRUPTION ....................................................................................34
2. TENDERER INFORMATION FORM .............................................................................................................36
3. TENDERER'S JV MEMBERS INFORMATION FORM ................................................................................37

OTHER FORMS ......................................................................................................................................................38

4. FORM OF TENDER SECURITY – DEMAND BANK GUARANTEE. ...................................................... 38
5. FORM OF TENDER SECURITY (INSURANCE GUARANTEE) ................................................................39
6. FORM OFTENDER - SECURING DECLARATION ........................................................................................ 40

QUALIFICATION FORMS. .................................................................................................................................. 41

7. FOREIGN TENDERERS 40% RULE .............................................................................................................41
8. FORM EQU: EQUIPMENT.............................................................................................................................43
Page 3 of 107
9. FORM PER -1 ..................................................................................................................................................43
10. FORM PER-2 ...................................................................................................................................................45

TENDERERS QUALIFICATION WITHOUT PREQUALIFICATION ...........................................................47

11. FORM ELI -1.1 ................................................................................................................................................47

12. FORM ELI -1.2 ................................................................................................................................................48

13. FORM CON- 2 .................................................................................................................................................49
14. FORM FIN - 3.1 - Financial Situation and Performance .................................................................................51
15. FORM FIN - 3.2 - Average Annual Construction Turnover .............................................................................54
16. FORM FIN - 3.3 - Financial Resources............................................................................................................55
17. FORM FIN - 3.4 - Current Contract Commitments / Works in Progress .........................................................55
18. FORM EXP - 4.1- General Relevant Work Experience ...................................................................................56
19. FORM EXP - 4.2(a) - Specific Work and Management Experience ................................................................57
20. FORM EXP - 4.2(b) - Work Experience in Key Activities ..............................................................................58

SCHEDULEFORMS ................................................................................................................................................59

1. The Specifications and Priced Activity Schedules ...........................................................................................61

2. Method Statement .............................................................................................................................................62
4. Others –Time Schedule ....................................................................................................................................63
5. NOTIFICATION OF INTENTION TO AWARD ................................................................................................................64
6. REQUEST FOR REVIEW ......................................................................................................................................67
7. LETTER OF AWARD ......................................................................................................................................67
8. FORM OF CONTRACT ..................................................................................................................................68
9. FORM OF TENDER SECURITY (Bank Guarantee) ......................................................................................70
10. FORM OF TENDER SECURITY (INSURANCE GUARANTEE) ................................................................71
11. FORM OF TENDER- SECURING DECLARATION ........................................................................................ 72

PART II – PROCURING ENTITY'S REQUIREMENTS ....................................................................................73

Section VII -Activity Schedule .................................................................................................................................74

1. Objectives .........................................................................................................................................................74
2. Day work Schedule ...........................................................................................................................................74
3. Provisional Sums ..............................................................................................................................................74

PERFORMANCE SPECIFICATIONS AND DRAWINGS ......................................................................................... 75

PART III – CONDITIONS OF CONTRACT ANDCONTRACTFORM............................................................75

Section VIII - General Conditions of Contract ......................................................................................................76

General Provisions ....................................................................................................................................................76

1. Definitions ........................................................................................................................................................76
Applicable Law .......................................................................................................................................................77
Language .................................................................................................................................................................77
Notices.....................................................................................................................................................................77
Location...................................................................................................................................................................77
Authorized Representatives.....................................................................................................................................77
Inspection and Audit by the PPRA .........................................................................................................................77
Taxes and Duties .....................................................................................................................................................77

Page 4 of 107
2. Commencement, Completion, Modification, and Termination of Contract .............................................77
Effectiveness of Contract ........................................................................................................................................77
Commencement of Services ....................................................................................................................................78

Program .....................................................................................................................................................................78
Starting Date............................................................................................................................................................78
Intended Completion Date ......................................................................................................................................78

Modification ............................................................................................................................................................78
Value Engineering ...................................................................................................................................................78

Force Majeure .......................................................................................................................................................78

Definition.................................................................................................................................................................78
No Breach of Contract.............................................................................................................................................78
Extension of Time ...................................................................................................................................................79
Payments .................................................................................................................................................................79

Termination ...........................................................................................................................................................79
By the Procuring Entity ...........................................................................................................................................79
By the Service Provider...........................................................................................................................................79
Payment upon Termination .....................................................................................................................................79

3. Obligations of the Service Provider .............................................................................................................80

General ....................................................................................................................................................................80
Conflict of Interests .................................................................................................................................................80
Service Provider Not to Benefit from Commissions and Discounts. ......................................................................80
Service Provider and Affiliates Not to be Otherwise Interested in Project. ............................................................80
Prohibition of Conflicting Activities. ......................................................................................................................80

Confidentiality ...............................................................................................................................................80
The Service..............................................................................................................................................................80
Service Provider's Actions Requiring Procuring Entity's Prior Approval...............................................................80
Reporting Obligations. ............................................................................................................................................81
Documents Prepared by the Service Provider to Be the Property of the Procuring Entity .....................................81

Liquidated Damages .....................................................................................................................................81

Payments of Liquidated Damages ...........................................................................................................................81
Correction for Over-payment ..................................................................................................................................81
Lack of performance penalty...................................................................................................................................81

Performance Security ..............................................................................................................................................81

Fraud and Corruption. .............................................................................................................................................81
Sustainable Procurement .........................................................................................................................................82

4. Service Provider's Personnel........................................................................................................................82

Description of Personnel .........................................................................................................................................82
Removal and/or Replacement of Personnel ............................................................................................................82

5. Obligations of the Procuring Entity ............................................................................................................82

Assistance and Exemptions .....................................................................................................................................82
Change in the Applicable Law ................................................................................................................................82
Services and Facilities .............................................................................................................................................82

6. Payments to the Service Provider ................................................................................................................82

Lump-Sum Remuneration .......................................................................................................................................82
Page 5 of 107
 Contract Price ..........................................................................................................................................................83
Payment for Additional Services, and Performance Incentive Compensation........................................................83
Terms and Conditions of Payment ..........................................................................................................................83
Interest on Delayed Payments .................................................................................................................................83
Price Adjustment. ....................................................................................................................................................83
Day works ...............................................................................................................................................................84

7. Quality Control .............................................................................................................................................84

Identifying Defects ..................................................................................................................................................84
Correction of Defects, and Lack of Performance Penalty .......................................................................................84

8. Settlement of Disputes ....................................................................................................................................84

Contractor's Claims .................................................................................................................................................84
Matters that may be referred to arbitration..............................................................................................................85
Amicable Settlement ...............................................................................................................................................85
Arbitration ...............................................................................................................................................................86
Arbitration with proceedings ...................................................................................................................................86
Failure to Comply with Arbitrator's Decision .........................................................................................................87

9. The Adjudicator ..............................................................................................................................................87

SECTION IX - SPECIAL CONDITIONS OF CONTRACT ...............................................................................88

Appendices ................................................................................................................................................................91
Appendix A - Description of the Services ..................................................................................................................91
Appendix B - Schedule of Payments and Reporting Requirements ...........................................................................91
Appendix C - Subcontractors......................................................................................................................................91
Appendix D - Breakdown of Contract Price ...............................................................................................................91
Appendix E - Services and Facilities Provided by the Procuring Entity ....................................................................91

SECTION X –CONTRACT FORMS .....................................................................................................................92

1. FORM NO. 1 - PERFORMANCE SECURITY – (Unconditional Demand Bank Guarantee) ........................93

2. FORM No. 2 - PERFORMANCE SECURITY OPTION 2– (Performance Bond) .........................................94

3. FORM NO. 3 - ADVANCE PAYMENT SECURITY [Demand Bank Guarantee]. .........................................96

4. FORM No. 4 - BENEFICIAL OWNERSHIP DISCLOSURE FORM ...........................................................96

Page 6 of 107
1. INVITATION TO TENDER
PROCURING ENTITY
TECHNICAL UNIVERSITY OF
MOMBASA
CONTRACT NAME AND Servicing, Repair & Maintenance of Photocopiers &
Printers and Supply of Related Consumables & Spare
DESCRIPTION Parts
CONTRACT REFERENCE TUM/T/15/2022-2023
NUMBER

1. Technical University of Mombasa invites sealed tenders for Servicing, Repair & Maintenance of
Photocopiers & Printers and Supply of Related Consumables & Spare Parts

2. Tendering will be conducted under open competitive method (National) using a standardized tender
document. Tendering is open to all qualified and interested Tenderers.

3. Qualified and Interested tenderers may view/obtain/download tender documents at www.tum.ac.ke

or www.tenders.go.ke. Tenders may also obtain further information from and inspect the tender
documents at:

PROCUREMENT DEPARTMENT
TECHNICAL UNIVERSITY OF MOMBASA
MAIN CAMPUS
P.O BOX 90420 -80100 MOMBASA
EMAIL: [email protected]

during normal working hours on Monday to Friday between 0800hrs to 1700hrs (East Africa Time).

4. A complete set of tender documents may be purchased or obtained by interested tenders upon payment of
a non- refundable fees of Kes. 1000.00 Banker's Cheque and payable to the address given below. Tender
documents may be obtained electronically from the Website(s) www.tum.ac.ke or tenders.go.ke
Tender documents obtained electronically will be free of charge.

5. Tender documents may be viewed and downloaded for free from the website www.tum.ac.ke.
Tenderers who download the tender document must forward their particulars immediately to
[email protected] to facilitate any further clarification or addendum.

6. All Tenders must be accompanied by a [insert “tender Security” or “Tender-Securing

Declaration,” as appropriate] of [insert amount and currency in case of a tender Security.] Not
applicable

7. Completed tenders must be delivered to the address below on or before [insert time and date].
Electronic Tenders [will or will not] be permitted.

8. Tenders will be opened immediately after the deadline date and time specified above or any
deadline date and time specified later. Tenders will be publicly opened in the presence of the
Tenderers' designated representatives and who choose to attend at the address below.

9. TheTenderershallchronologicallyserialiseallpagesofthetenderdocumentssubmitted.

10. Late tenders will be rejected.

11. The addresses referred to above are:

A. Address for obtaining further information and for purchasing tender

documents

Page 7 of 107
 PROCUREMENT DEPARTMENT
TECHNICAL UNIVERSITY OF MOMBASA
P.O BOX 90420-80100MOMBASA, KENYA
[email protected]

B. Address for Submission of Tenders.

VICE CHANCELLOR
TECHNICAL UNIVERSITY OF MOMBASA
P.O BOX 90420-80100
MOMBASA, KENYA,
TENDER BOX A
C. Address for Opening of Tenders.

TECHNICAL UNIVERSITY OF MOMBASA

MAIN CAMPUS,
ADMNINISTRATION, CONFERENCE ROOM
P.O BOX 90420-80100
MOMBASA, KENYA

VICE CHANCELLOR
TECHNICAL UNIVERSITY OF MOMBASA

Page 8 of 107
PART 1 - TENDERING PROCEDURES

Page 9 of 107
SECTION I - INSTRUCTIONS TO TENDERERS

A. General

1. Scope of Tender

1.1 This tendering document is for the delivery of Maintenance Services, as specified in Section V, Procuring
Entity's Requirements. The name, identification and number of lots (contracts) of this ITT procurement
are specified in the TDS.

2. Definitions

2.1 Throughout this tendering document:

a) the term “in writing” means communicated in written form (e.g. by mail, e-mail, fax, including if
specified in the TDS, distributed or received through the electronic-procurement system used by the
Procuring Entity) with proof of receipt;
b) if the context so requires, “singular” means “plural” and vice versa; and
c) “Day” means calendar day, unless otherwise specified as “Business Day”. A Business Day is any day
that is an official working day of the Procuring Entity. It excludes the Procuring Entity's official
public holidays.

2.2 The successful Tenderer will be expected to complete the performance of the Services by the Intended
Completion Date provided in the contract.

3. Fraud and Corruption

3.1 The Procuring Entity requires compliance with the provisions of the Public Procurement and Asset
Disposal Act, 2015, Section 62 “Declaration not to engage in corruption”. The tender submitted by a
person shall include a declaration that the person shall not engage in any corrupt or fraudulent practice
and a declaration that the person or his or her sub-contractors are not debarred from participating in
public procurement proceedings.

3.2 The Procuring Entity requires compliance with the provisions of the Competition Act2 010, regarding
collusive practices in contracting. Any tenderer found to have engaged in collusive conduct shall be
disqualified and criminal and/or civil sanctions may be imposed. To this effect, Tenders shall be
required to complete and sign the “Certificate of Independent Tender Determination” annexed to the
Form of Tender.

3.3 Unfair Competitive Advantage-Fairness and transparency in the tender process require that the firms or
their Affiliates competing for a specific assignment do not derive a competitive advantage from having
provided consulting services related to this tender. To that end, the Procuring Entity shall indicate in
the TDS and make available to all the firms together with this tender document all information that
would in that respect give such firm any unfair competitive advantage over competing firms.

3.4 Unfair Competitive Advantage – Fairness and transparency in the tender process require that the Firms
or their Affiliates competing for a specific assignment do not derive a competitive advantage from
having provided consulting services related to the contract being tendered for. The Procuring Entity
shall indicate in the TDS firms (if any) that provided consulting services for the contract being
tendered for. The Procuring Entity shall check whether the owners or controllers of the Tenderer are
same as those that provided consulting services. The Procuring Entity shall, upon request, make
available to any tenderer information that would give such firm unfair competitive advantage over
competing firms.

3.5 Tenderers shall permit and shall cause their agents (where declared or not), subcontractors, sub-
consultants, service providers, suppliers, and their personnel, to permit the Procuring Entity to inspect
all accounts, records and other documents relating to any initial selection process, prequalification
process, tender submission, proposal submission, and contract performance (in the case of award), and
to have them audited by auditors appointed by the Procuring Entity.
Page 10 of 107
4. Eligible Tenderers

4.1 A Tenderer may be a firm that is a private entity, a state-owned entity or institution subject to ITT 4.6,
or any combination of such entities in the form of an association or subcontracting arrangement or a
Joint Venture (JV) under an existing agreement or with the intent to enter into such an agreement
supported by a Form of intent. In the case of a joint venture, all members shall be jointly and severally
liable for the execution of the entire Contract in accordance with the Contract terms. The JV shall
nominate a Representative who shall have the authority to conduct all business for and on behalf of any
and all the members of the JV during the Tendering process and, in the event the JV is awarded the
Contract, during contract execution. The maximum number of JV members shall be specified in the
TDS.

4.2 Public Officers of the Procuring Entity, their Spouses, Child, Parent, Brothers or Sister. Child, Parent,
Brother or Sister of a Spouse, their business associates or agents and firms/organizations in which they
have a substantial or controlling interest shall not be eligible to tender or be awarded a contract. Public
Officers are also not allowed to participate in any procurement proceedings.

4.3 A Tenderer shall not have a conflict of interest. Any Tenderer found to have a conflict of interest shall
be disqualified. A Tenderer may be considered to have a conflict of interest for the purpose of this
Tendering process, if the Tenderer:
a) Directly or indirectly controls, is controlled by or is under common control with another Tenderer; or
b) Receives or has received any direct or indirect subsidy from another Tenderer; or
c) Has the same legal representative as another Tenderer; or
d) Has a relationship with another Tenderer, directly or through common third parties, that puts it
in a position to influence the Tender of another Tenderer, or influence the decisions of the
Procuring Entity regarding this Tendering process; or
e) Or any of its affiliates participated as a consultant in the preparation of the Procuring Entity's
Requirements (including Activities Schedules, Performance Specifications and Drawings) for
the Maintenance services that are the subject of the Tender; or
f) Or any of its affiliates has been hired (or is proposed to be hired) by the Procuring Entity or
Procuring Entity for the Contract implementation; or
g) Would be providing goods, works, or maintenance services resulting from or directly related
to consulting services for the preparation or implementation of the project specified in the
TDS ITT 2.1 that it provided or were provided by any affiliate that directly or indirectly
controls, is controlled by, or is under common control with that firm; or
h) Has a close business or family relationship with a professional staff of the Procuring Entity or
of the project implementing agency, who: (i) are directly or indirectly involved in the
preparation of the tendering document or specifications of the contract, and/or the Tender
evaluation process of such contract; or (ii) would be involved in the implementation or
supervision of such contract unless the conflict stemming from such relationship has been
resolved in a manner acceptable to the Procuring Entity throughout the procurement process
and execution of the Contract.

4.4 A firm that is a Tenderer (either individually or as a JV member) shall not participate in more than one
Tender, except for permitted alternative Tenders. This includes participation as a subcontractor. Such
participation shall result in the disqualification of all Tenders in which the firm is involved. A firm that
is not a Tenderer or a JV member, may participate as a sub-contractor in more than one Tender.

4.5 A Tenderer may have the nationality of any country, subject to the restrictions pursuant to ITT 4.9. A
Tenderer shall be deemed to have the nationality of a country if the Tenderer is constituted,
incorporated or registered in and operates in conformity with the provisions of the laws of that country,
as evidenced by its articles of incorporation (or equivalent documents of constitution or association)
and its registration documents, as the case may be. This criterion also shall apply to the determination
of the nationality of proposed subcontractors or sub-consultants for any part of the Contract including
Page 11 of 107
 related Services.

4.6 A Tenderer that has been sanctioned by PPRA or are under a temporary suspension or a debarment
imposed by any other entity of the Government of Kenya, shall be ineligible to be prequalified for,
initially selected for, tender for, propose for, or be awarded a contract during such period of
sanctioning. The list of debarred firms and individuals is available at the electronic address
[email protected] .

4.7 Tenderers that are state-owned enterprises or institutions in Kenya may be eligible to compete and be
awarded a Contract(s) only if they can establish that they: (i) are legally and financially autonomous;
(ii) operate under commercial law; and (iii) are not under supervision of the Procuring Entity.

4.8 A Tenderer under suspension from tendering as the result of the operation of a Tender-Securing
Declaration or Proposal-Securing Declaration shall not be eligible to tender.

4.9 Firms and individuals may be ineligible if (a) as a matter of law or official regulations, Kenya prohibits
commercial relations with that country, or (b) by an act of compliance with a decision of the United
Nations Security Council taken under Chapter VII of the Charter of the United Nations, Kenya
prohibits any import of goods or contracting of works or services from that country, or any payments to
any country, person, or entity in that country.

4.10 Foreign tenderers are required to source at least forty (40%) percent of their contract inputs (in
supplies, subcontracts and labor) from national suppliers and contractors. To this end, a foreign
tenderer shall provide in its tender documentary evidence that this requirement is met. Foreign
tenderers not meeting this criterion will be automatically disqualified. Information required to enable
the Procuring Entity determine if this condition is met shall be provided in for this purpose is be
provided in “SECTION III - EVALUATION AND QUALIFICATION CRITERIA, Item 9”.

4.11 Pursuant to the eligibility requirements of ITT 4.10, a tender is considered a foreign tenderer, if it is
registered in Kenya, has less than 51 percent ownership by nationals of Kenya and if it does not
subcontract foreign contractors more than 10 percent of the contract price, excluding provisional sums.
JVs are considered as foreign tenderers if the individual member firms are registered in Kenya have
less 51 percent ownership by nationals of Kenya. The JV shall not subcontract to foreign firms more
than 10 percent of the contract price, excluding provisional sums.

4.12 TheProcuringEntitymayrequiretendererstoberegisteredwithcertainauthoritiesinKenya.Suchregistration
shall be defined in the TDS,
butcaremustbetakentoensuresuchregistrationrequirementdoesnotdiscourage competition, nor exclude
competent tenderers. Registration shall not be a condition for tender, but where a selected tenderer is
not so registered, the tenderer shall be given opportunity to register before signature of contract.

4.13 The Competition Act of Kenya requires that firms wishing to tender as Joint Venture undertakings
which may prevent, distort or lessen competition in provision of services are prohibited unless they are
exempt in accordance with the provisions of Section 25 of the Competition Act, 2010. JVs will be
required to seek for exemption from the Competition Authority. Exemption shall not be a condition for
tender, but it shall be a condition of contract award and signature. A JV tenderer shall be given
opportunity to seek such exemption as a condition of award and signature of contract. Application for
exemption from the Competition Authority of Kenya may be accessed from the website
www.cak.go.ke

4.14 A Tenderer may be considered ineligible if he/she offers goods, works and production processes with
characteristics that have been declared by the relevant national environmental protection agency or by
other competent authority as harmful to human beings and to the environment shall not be eligible for
procurement.

5. Qualification of the Tenderer

5.1 All Tenderers shall provide in Section IV, Tendering Forms, a preliminary description of the proposed
work method and schedule, including drawings and charts, as necessary.

5.2 In the event that prequalification of Tenderers has been undertaken as stated in ITT 18.4, the provisions
on qualifications of the Section III, Evaluation and Qualification Criteria shall not apply.
Page 12 of 107
B. Contents of Tendering Document

6. Sections of Tendering Document

6.1 The tendering document consists of Parts 1, 2, and 3, which include all the sections indicated below
and should be read in conjunction with any Addenda issued in accordance with ITT 9.

PART 1: Tendering Procedures

i) Section I-Instructions to Tenderers (ITT)

ii) Section II-Tender Data Sheet (TDS)

iii) Section III-Evaluation and Qualification Criteria

iv) Section IV – Tendering Forms

PART 2: Procuring Entity's Requirements

v) Section V- Procuring Entity's Requirements

PART 3: Contract

vi) Section VI- General Conditions of Contract (GCC)

vii) Section VII- Special Conditions of Contract (SCC)
viii) Section VIII- Contract Forms

6.2 The Invitation to Tender (ITT) or the notice to prequalify Tenderers, as the case may be, issued by the
Procuring Entity is not part of this tendering document.

6.3 Unless obtained directly from the Procuring Entity, the Procuring Entity is not responsible for the
completeness of the document, responses to requests for clarification, the Minutes of the pre-Tender
meeting (if any), or Addenda to the tendering document in accordance with ITT 9. In case of any
contradiction, documents obtained directly from the Procuring Entity shall prevail.

6.4 The Tenderer is expected to examine all instructions, forms, terms, and specifications in the tendering
document and to furnish with its Tender all information or documentation as is required by the
tendering document.

7. Site Visit

7.1 The Tenderer, at the Tenderer's own responsibility and risk, is encouraged to visit and examine the Site
of the Required Services and its surroundings and obtain all information that may be necessary for
preparing the Tender and entering into a contract for the Services. The costs of visiting the Site shall be
at the Tenderer's own expense.

8. Pre-Tender Meeting and a pre-arranged pretender visit of the site of the works

8.1 The Procuring Entity shall specify in the TDS if a pre-tender conference will be held, when and where.
The Procuring Entity shall also specify in the TDS if a pre-arranged pretender visit of the site of the
works will be held and when. The Tenderer's designated representative is invited to attend a pre-
arranged pretender visit of the site of the works. The purpose of the meeting will be to clarify issues
and to answer questions on any matter that may be raised at that stage.

8.2 The Tenderer is requested to submit any questions in writing, to reach the Procuring Entity not later
than the period specified in the TDS before the meeting.

8.3 Minutes of the pre-Tender meeting and the pre-arranged pretender visit of the site of the works, if
applicable, including the text of the questions asked by Tenderers and the responses given, together
with any responses prepared after the meeting, will be transmitted promptly to all Tenderers who have
acquired the Tender Documents in accordance with ITT 6.3. Minutes shall not identify the source of
the questions asked.
Page 13 of 107
 8.4 The Procuring Entity shall also promptly publish anonymized (no names) Minutes of the pre-Tender
meeting and the pre-arranged pretender visit of the site of the works at the web page identified in the
TDS. Any modification to the Tender Documents that may become necessary as a result of the pre-
Tender meeting shall be made by the Procuring Entity exclusively through the issue of an Addendum
pursuant to ITT 10 and not through the minutes of the pre-Tender meeting. Nonattendance at the pre-
Tender meeting will not be a cause for disqualification of a Tenderer.

9. Clarification of Tender Documents

9.1 A Tenderer requiring any clarification of the Tender Document shall contact the Procuring Entity in
writing at the Procuring Entity's address specified in the TDS or raise its enquiries during the pre-
Tender meeting and the pre-arranged pretender visit of the site of the works if provided for in
accordance with ITT 8.4. The Procuring Entity will respond in writing to any request for clarification,
provided that such request is received no later than the period specified in the TDS prior to the deadline
for submission of tenders. The Procuring Entity shall forward copies of its response to all tenderers
who have acquired the Tender Documents in accordance with ITT 6.3, including a description of the
inquiry but without identifying its source. If so specified in the TDS, the Procuring Entity shall also
promptly publish its response at the web page identified in the TDS. Should the clarification result in
changes to the essential elements of the Tender Documents, the Procuring Entity shall amend the
Tender Documents appropriately following the procedure under ITT 10.

10. Amendment of Tendering Document

10.1 At any time prior to the deadline for submission of Tenders, the Procuring Entity may amend the
Tendering document by issuing addenda.

10.2 Any addendum issued shall be part of the tendering document and shall be communicated in writing to
all who have obtained the tendering document from the Procuring Entity in accordance with ITT 6.3.
The Procuring Entity shall also promptly publish the addendum on the Procuring Entity's webpage in
accordance with ITT 8.1.

10.3 To give prospective Tenderers reasonable time in which to take an addendum into account in
preparing their Tenders, the Procuring Entity shall extend, as necessary, the deadline for submission of
Tenders, in accordance with ITT 24.2 below.

C. Preparation of Tenders

11. Cost of Tendering

11.1 The Tenderer shall bear all costs associated with the preparation and submission of its Tender, and the
Procuring Entity shall not be responsible or liable for those costs, regardless of the conduct or outcome
of the Tendering process.

12. Language of Tender

12.1 The Tender as well as all correspondence and documents relating to the Tender exchanged by the
Tenderer and the Procuring Entity shall be written in the English language. Supporting documents and
printed literature that are part of the Tender maybe in another language provided they are accompanied
by an accurate translation of the relevant passages into the English language, in which case, for
purposes of interpretation of the Tender, such translation shall govern.

13. Documents Comprising the Tender

13.1 The Tender shall comprise the following:

a) Form of Tender prepared in accordance with ITT 14;
b) Schedules: Schedules or Requirements and priced Activity Schedule completed in accordance with ITT 14
and ITT 16;
c) Tender Security or Tender-Securing Declaration in accordance with ITT 21.1;
d) Alternative Tender: if permissible in accordance with ITT 15;
Page 14 of 107
 e) Authorization: written confirmation authorizing the signatory of the Tender to commit the Tenderer, in
accordance with ITT 22.3;
f) Qualifications: documentary evidence in accordance with ITT 19 establishing the Tenderer's qualifications
to perform the Contract if its Tender is accepted;
g) Tenderer's Eligibility: documentary evidence in accordance with ITT 19 establishing the Tenderer's
eligibility to Tender;
h) Conformity: documentary evidence in accordance with ITT 18, that the Services conform to the tendering
document; and
i) Any other document required in the TDS.

13.2 In addition to the requirements under ITT 12.1, Tenders submitted by a JV shall include a copy of the Joint
Venture Agreement entered into by all members. Alternatively, a Form of intent to execute a Joint Venture
Agreement in the event of a successful Tender shall be signed by all members and submitted with the Tender,
together with a copy of the proposed Agreement. The Tenderer shall chronologically serialize pages of all
tender documents submitted. The Tenderer shall furnish in the Form of Tender information on commissions
and gratuities, if any, paid or to be paid to agents or any other party relating to this Tender.

14. Form of Tender and Activity Schedule

14.1 The Form of Tender and priced Activity Schedule shall be prepared using the relevant forms furnished
in Section IV, Tendering Forms. The forms must be completed without any alterations to the text, and
no substitutes shall be accepted except as provided under ITT 21.3. All blank spaces shall be filled in
with the information requested.

15. Alternative Tenders

15.1Unless otherwise indicated in the TDS, alternative Tenders shall not be considered. If alternatives are
permitted, only the technical alternatives, if any, of the Most Advantageous Tenderer shall be
considered by the Procuring Entity.

15.2When alternative times for completion are explicitly invited, a statement to that effect will be included
in the TDS and the method of evaluating different time schedules will be described in Section III,
Evaluation and Qualification Criteria.

15.3When specified in the TDS, Tenderers are permitted to submit alternative technical solutions for
specified parts of the Services, and such parts will be identified in the TDS, as will the method for their
evaluating, and described in Section VII, Procuring Entity's Requirements.

16. Tender Prices and Discounts

16.1The prices and discounts (including any price reduction) quoted by the Tenderer in the Form of Tender
and in the Activity Schedule(s) shall conform to the requirements specified below.

16.2All lots (contracts) and items must be listed and priced separately in the Activity Schedule(s).

16.3The Contract shall be for the Services, as described in Appendix A to the Contract and in the
Specifications (or Terms of Reference), based on the priced Activity Schedule, submitted by the
Tenderer.

16.4The Tenderer shall quote any discounts and indicate the methodology for their application in the Form
of Tender in accordance with ITT 13.1.

16.5The Tenderer shall fill in rates and prices for all items of the Services described in the in Specifications
(or Terms of Reference), and listed in the Activity Schedule in Section VII, Procuring Entity's
Requirements. Items for which no rate or price is entered by the Tenderer will not be paid for by the
Procuring Entity when executed and shall be deemed covered by the other rates and prices in the
Activity Schedule.

16.6All duties, taxes, and other levies payable by the Service Provider under the Contract, or for any other
Page 15 of 107
 cause, as of the date 28 days prior to the deadline for submission of Tenders, shall be included in the
total Tender price submitted by the Tenderer.

16.7If provided for in the TDS, the rates and prices quoted by the Tenderer shall be subject to adjustment
during the performance of the Contract in accordance with and the provisions of Clause 6.6 of the
General Conditions of Contract and/or Special Conditions of Contract. The Tenderer shall submit with
the Tender all the information required under the Special Conditions of Contract and of the General
Conditions of Contract.

16.8For the purpose of determining the remuneration due for additional Services, a breakdown of the lump-
sum price shall be provided by the Tenderer in the form of Appendices D and E to the Contract.

17. Currencies of Tender and Payment

17 The currency of the Tender and the currency of payments shall be Kenya Shillings.

18. Documents Establishing Conformity of Services

18.1 To establish the conformity of the Maintenance services to the tendering document, the Tenderer shall furnish
as part of its Tender the documentary evidence that Services provided conform to the technical specifications
and standards specified in Section VII, Procuring Entity's Requirements.

18.2 Standards for provision of the Maintenance services are intended to be descriptive only and not restrictive.
The Tenderer may offer other standards of quality provided that it demonstrates, to the Procuring Entity's
satisfaction, that the substitutions ensure substantial equivalence or are superior to those specified in the
Section VII, Procuring Entity's Requirements.

19. Documents Establishing the Eligibility and Qualifications of the Tenderer

19.1 Tenderers shall complete the Form of Tender and all the Tendering Forms included in Section IV to establish
their eligibility in accordance with ITT 4.

19.2 The documentary evidence of the Tenderer's qualifications to perform the Contract if its Tender is accepted
shall establish to the Procuring Entity's satisfaction that the Tenderer meets each of the qualification criterion
specified in Section III, Evaluation and Qualification Criteria.

19.3 In the event that prequalification of Tenderers has been undertaken as stated in the TDS, only Tenders from
prequalified Tenderers shall be considered for award of Contract. The prequalified Tenderers should submit
with their Tenders any information updating their original prequalification applications or, alternatively,
confirm in their Tenders that the originally submitted prequalification information remains essentially correct as
of the date of Tender submission.

19.4 Tenderers shall be asked to provide, as part of the data for qualification, such information, including details of
ownership, as shall be required to determine whether, according to the classification established by the
Procuring Entity, a Service provider or group of service providers qualifies for a margin of preference. Further
the information will enable the Procuring Entity identify any actual or potential conflict of interest in relation to
the procurement and/or contract management processes, or a possibility of collusion between tenderers, and
there by help to prevent any corrupt influence in relation to the procurement process or contract management.

19.5 The purpose of the information described in ITT 18.1 above overrides any claims to confidentiality which a
tenderer may have. There can be no circumstances in which it would be justified for a tenderer to keep
information relating to its ownership and control confidential where it is tendering to undertake public sector
work and receive public sector funds. Thus, confidentiality will not be accepted by the Procuring Entity as a
justification for a Tenderer's failure to disclose, or failure to provide required information on its ownership and
control.

19.6 The Tenderer shall provide further documentary proof, information or authorizations that the Procuring Entity
may request in relation to ownership and control which information on any changes to the information which
was provided by the tenderer under ITT 6.3. The obligations to require this information shall continue for the
duration of the procurement process and contract performance and after completion of the contract, if any
Page 16 of 107
 change to the information previously provided may reveal a conflict of interest in relation to the award or
management of the contract.

19.7 All information provided by the tenderer pursuant to these requirements must be complete, current and accurate
as at the date of provision to the Procuring Entity. In submitting the information required pursuant to these
requirements, the Tenderer shall warrant that the information submitted is complete, current and accurate as at
the date of submission to the Procuring Entity.

19.8 If a tenderer fails to submit the information required by these requirements, its tenderer will be rejected.
Similarly, if the Procuring Entity is unable, after taking reasonable steps, to verify to a reasonable degree the
information submitted by a tenderer pursuant to these requirements, then the tender will be rejected.

19.9 If information submitted by a tenderer pursuant to these requirements, or obtained by the Procuring Entity
(whether through its own enquiries, through notification by the public or otherwise), shows any conflict of
interest which could materially and improperly benefit the tenderer in relation to the procurement or contract
management process, then:
i) If the procurement process is still ongoing, the tenderer will be disqualified from the procurement process,
ii) If the contract has been awarded to that tenderer, the contract award will be set aside,
iii) The tenderer will be referred to the relevant law enforcement authorities for investigation of
whether the tenderer or any other person shave committed any criminal offence.

19.10 If a tenderer submits information pursuant to these requirements that is incomplete, inaccurate or out-of-date,
or attempts to obstruct the verification process, then the consequences ITT 6.7 will ensue unless the tenderer
can show to the reasonable satisfaction of the Procuring Entity that any such act was not material, or was due to
genuine error which was not attributable to the intentional act, negligence or recklessness of the tenderer.

19.11 A Kenyan tenderer shall provide evidence of having fulfilled his/her tax obligations by producing a valid tax
compliance certificate or tax exemption certificate issued by the Kenya Revenue Authority.

20. Period of Validity of Tenders

20.1enders shall remain valid for the Tender Validity period specified in the TDS. The Tender Validity period starts
from the date fixed for the Tender submission deadline date (as prescribed by the Procuring Entity in
accordance with ITT 23.1). A Tender valid for a shorter period shall be rejected by the Procuring Entity as non-
responsive.

20.2In exceptional circumstances, prior to the expiration of the Tender validity period, the Procuring Entity may
request Tenderers to extend the period of validity of their Tenders. The request and the responses shall be made
in writing. If a Tender Security is requested in accordance with ITT 20, it shall also be extended for a
corresponding period. A Tenderer may refuse the request without forfeiting its Tender Security. A Tenderer
granting the request shall not be required or permitted to modify its Tender, except as provided in ITT 19.3.

21. Tender Security

21.1 The Tenderer shall furnish as part of its Tender, either a Tender-Securing Declaration or a Tender security, as
specified in the TDS, in original form and, in the case of a Tender Security, in the amount and currency
specified in the TDS.

21.2 A Tender Securing Declaration shall use the form included in Section IV, Tendering Forms.

21.3 If a Tender Security is specified pursuant to ITT 20.1, from a reputable source, and an eligible country and
shall be in any of the following forms at the Tenderer's option:

i) cash;
ii) a bank guarantee;
iii) a guarantee by an insurance company registered and licensed by the Insurance Regulatory Authority
listed by the Authority; or
iv) a guarantee issued by a financial institution approved and licensed by the Central Bank of Kenya,

Page 17 of 107
21.4If a Tender Security is specified pursuant to ITT 20.1, any Tender not accompanied by a substantially
responsive Tender Security shall be rejected by the Procuring Entity as non-responsive.

21.5If a Tender Security is specified pursuant to ITT 20.1, the Tender Security of unsuccessful Tenderers shall be
returned as promptly as possible upon the successful Tenderer's signing the contract and furnishing the
Performance Security pursuant to ITT 46.

21.6The Tender Security of the successful Tenderer shall be returned as promptly as possible once the successful
Tenderer has signed the Contract and furnished the required Performance Security. The Procurement Entity
shall also return tender security to the tenderers where;
a). The procurement proceedings are terminated
b). All tenders were determined non-responsive and
c). Where a bidder decline to extent the tender validity period.

21.7 The Tender Security may be forfeited or the Tender-Securing Declaration executed:

a) if a Tenderer withdraws its Tender during the period of Tender validity specified by the Tenderer in
the Form of Tender, or any extension thereto provided by the Tenderer; or

b) if the successful Tenderer fails to:

i) sign the Contract in accordance with ITT 45; or
ii) furnish a performance security in accordance with ITT 46.

21.8The Tender Security or Tender-Securing Declaration of a JV must be in the name of the JV that submits the
Tender. If the JV has not been legally constituted into a legally enforceable JV at the time of Tendering, the
Tender security or Tender-Securing Declaration shall be in the names of all future members as named in the
Form of intent referred to in ITT 4.1 and ITT 12.2.

21.9If a Tender Security is not required in the TDS, pursuant to ITT 20.1, and
a) if a Tenderer withdraws its Tender during the period of Tender validity specified by the Tenderer
on the Form of Tender; or
b) if the successful Tenderer fails to:
i) sign the Contract in accordance with ITT 45; or
ii) furnish a performance security in accordance with ITT 46;

the Procuring Entity may, if provided for in the TDS, declare the Tenderer ineligible to be
awarded a contract by the Procuring Entity for a period of time as stated in the TDS.

22. Format and Signing of Tender

22.1 The Tenderer shall prepare one original of the documents comprising the Tender as described in ITT 12,
bound with the volume containing the Form of Tender, and clearly marked “Original.” In addition, the
Tenderer shall submit copies of the Tender, in the number specified in the TDS, and clearly marked as
“Copies.” In the event of discrepancy between them, the original shall prevail.

22.2 Tenderers shall mark as “CONFIDENTIAL” information in their Tenders which is confidential to their
business. This may include proprietary information, trade secrets, or commercial or financially sensitive
information.

22.3 The original and all copies of the Tender shall be typed or written in indelible ink and shall be signed by a
person or persons duly authorized to sign on behalf of the Tenderer. This authorization shall consist of a
written confirmation as specified in the TDS and shall be attached to the Tender. The name and position held
by each person signing the authorization must be typed or printed below the signature. All pages of the Tender
where entries or amendments have been made shall be signed or initialed by the person signing the Tender.

Page 18 of 107
22.4 In case the Tenderer is a JV, the Tender shall be signed by an authorized representative of the JV on behalf of
the JV, and so as to be legally binding on all the members as evidenced by a power of attorney signed by their
legally authorized representatives.

22.5 Any inter-lineation, erasures, or overwriting shall be valid only if they are signed or initialed by the person
signing the Tender.

D. Submission and Opening of Tenders

23. Sealing and Marking of Tenders

23.1 Depending on the sizes or quantities or weight of the tender documents, a tenderer may use an envelope,
package or container. The Tenderer shall deliver the Tender in a single sealed envelope, or in a single sealed
package, or in a single sealed container bearing the name and Reference number of the Tender, addressed to
the Procuring Entity and a warning not to open before the time and date for Tender opening date. Within the
single envelope, package or container, the Tenderer shall place the following separate, sealed envelopes:
• in an envelope or package or container marked “ORIGINAL”, all documents comprising the
Tender, as described in ITT 11; and
• in an envelope or package or container marked “COPIES”, all required copies of the Tender; and
• if alternative Tenders are permitted in accordance with ITT 13, and if relevant:

i) in an envelope or package or container marked “ORIGINAL –ALTERNATIVE TENDER”, the

alternative Tender; and
ii) in the envelope or package or container marked “COPIES- ALTERNATIVE TENDER”, all
required copies of the alternative Tender.

23.2 The inner envelopes or packages or containers shall:

a) bear the name and address of the Procuring Entity.
b) bear the name and address of the Tenderer; and
c) bear the name and Reference number of the Tender.

23.3 If an envelope or package or container is not sealed and marked as required, the Procuring Entity will assume
no responsibility for the misplacement or premature opening of the Tender. Tenders that are misplaced or
opened prematurely will be rejected.

24. Deadline for Submission of Tenders

24 Tenders must be received by the Procuring Entity at the address and no later than the date and time specified in
the TDS. When so specified in the TDS, Tenderers shall have the option of submitting their Tenders
electronically. Tenderers submitting Tenders electronically shall follow the electronic Tender submission
procedures specified in the TDS.
25 The Procuring Entity may, at its discretion, extend the deadline for the submission of Tenders by amending the
tendering document in accordance with ITT 9, in which case all rights and obligations of the Procuring Entity
and Tenderers previously subject to the deadline shall thereafter be subject to the deadline as extended.

25. Late Tenders

25.1 The Procuring Entity shall not consider any Tender that arrives after the deadline for submission of Tenders, in
accordance with ITT 23. Any Tender received by the Procuring Entity after the deadline for submission of
Tenders shall be declared late, rejected, and returned unopened to the Tenderer.

26. Withdrawal, Substitution and Modification of Tenders

26.1 A Tenderer may withdraw, substitute, or modify its Tender after it has been submitted by sending a written
notice, duly signed by an authorized representative, and shall include a copy of the authorization (the power of
attorney) in accordance with ITT 21.3, (except that withdrawal notices do not require copies). The
corresponding substitution or modification of the Tender must accompany the respective written notice. All
Page 19 of 107
 notices must be:

26.2 prepared and submitted in accordance with ITT 21 and ITT 22 (except that withdrawal notices do not
require copies), and in addition, the respective envelopes shall be clearly marked “WITHDRAWAL,”
“SUBSTITUTION,” or “MODIFICATION;” and

26.3 received by the Procuring Entity prior to the deadline prescribed for submission of Tenders, in
accordance with ITT 23.

26.4 Tenders requested to be withdrawn in accordance with ITT 25.1 shall be returned unopened to the Tenderers.

26.5 No Tender may be withdrawn, substituted, or modified 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 Form of Tender or
any extension thereof.

27. Tender Opening

27.1 Except as in the cases specified in ITT 23 and ITT 25.2, the Procuring Entity shall, at the Tender opening,
publicly open and read out all Tenders received by the deadline at the date, time and place specified in the
TDS in the presence of Tenderers' designated representatives and anyone who choose to attend. Any specific
electronic Tender opening procedures required if electronic tendering is permitted in accordance with ITT
23.1, shall be as specified in the TDS.

27.2 First, envelopes marked “WITHDRAWAL” shall be opened and read out and the envelope with the
corresponding Tender shall not be opened, but returned to the Tenderer. If the withdrawal envelope does not
contain a copy of the “power of attorney” confirming the signature as a person duly authorized to sign on
behalf of the Tenderer, the corresponding Tender will be opened. No Tender withdrawal shall be permitted
unless the corresponding withdrawal notice contains a valid authorization to request the withdrawal and is read
out at Tender opening.

27.3 Next, envelopes marked “SUBSTITUTION” shall be opened and read out and exchanged with the
corresponding Tender being substituted, and the substituted Tender shall not be opened, but returned to the
Tenderer. No Tender substitution shall be permitted unless the corresponding substitution notice contains a
valid authorization to request the substitution and is read out at Tender opening.

27.4 Next, envelopes marked “MODIFICATION” shall be opened and read out with the corresponding Tender. No
Tender modification shall be permitted unless the corresponding modification notice contains a valid
authorization to request the modification and is read out at Tender opening.

27.5 Next, all remaining envelopes shall be opened one at a time, reading out: the name of the Tenderer and
whether there is a modification; the total Tender Prices, per lot (contract) if applicable, including any discounts
and alternative Tenders; the presence or absence of a Tender Security or Tender-Securing Declaration, if
required; and any other details as the Procuring Entity may consider appropriate.

27.6 Only Tenders, alternative Tenders and discounts that are opened and read out at Tender opening shall be
considered further. The Form of Tender and the priced Activity Schedule are to be initialed by representatives
of the Procuring Entity attending Tender opening in the manner specified in the TDS.

27.7 The Procuring Entity shall neither discuss the merits of any Tender nor reject any Tender (except for late
Tenders, in accordance with ITT 24.1).

27.8 The Procuring Entity shall prepare a record of the Tender opening that shall include, as a minimum:
a) The name of the Tenderer and whether there is a withdrawal, substitution, or modification;
b) The Tender Price, per lot (contract) if applicable, including any discounts; and
c) Any alternative Tenders;
d) The presence or absence of a Tender Security or Tender-Securing Declaration, if one was required.

27.9 The Tenderers' representatives who are present shall be requested to sign the record. The omission of a
Tenderer's signature on the record shall not invalidate the contents and effect of the record. A copy of the
opening registers shall be distributed to all Tenderers upon request.

Page 20 of 107
 E. Evaluation and Comparison of Tenders

28. Confidentiality

28.1 Information relating to the evaluation of Tenders and recommendation of contract award, shall not be
disclosed to Tenderers or any other persons not officially concerned with the Tendering process until
information on the Intention to Award the Contract is transmitted to all Tenderers in accordance with ITT 41.

22.2 Any effort by a Tenderer to influence the Procuring Entity in the evaluation or contract award decisions may
result in the rejection of its Tender.

28.3 Notwithstanding ITT 27.2, from the time of Tender opening to the time of Contract Award, if any Tenderer
wishes to contact the Procuring Entity on any matter related to the Tendering process, it should do so in
writing.

29 Clarification of Tenders

29.1 To assist in the examination, evaluation, and comparison of Tenders, and qualification of the Tenderers, the
Procuring Entity may, at the Procuring Entity's discretion, ask any Tenderer for clarification of its Tender including
breakdowns of the prices in the Activity Schedule, and other information that the Procuring Entity may require.
Any clarification submitted by a Tenderer in respect to its Tender and that is not in response to a request by the
Procuring Entity shall not be considered. The Procuring Entity's request for clarification and the response shall be
in writing. No change, including any voluntary increase or decrease, in the prices or substance of the Tender shall
be sought, offered, or permitted, except to confirm the correction of arithmetic errors discovered by the Procuring
Entity in the evaluation of the Tenders, in accordance with ITT 32.

29.2 If a Tenderer does not provide clarifications of its Tender by the date and time set in the Procuring Entity's request
for clarification, its Tender may be rejected.

30 Deviations, Reservations, and Omissions

31.1 During the evaluation of Tenders, the following definitions apply:

a) “Deviation” is a departure from the requirements specified in the tendering document;
b) “Reservation” is the setting of limiting conditions or withholding from complete acceptance of the
requirements specified in the tendering document; and
c) “Omission” is the failure to submit part or all of the information or documentation required in the
tendering document.

31. Determination of Responsiveness

31.1 The Procuring Entity's determination of a Tender's responsiveness is to be based on the contents of the
Tender itself, as defined in ITT 12.

31.2 A substantially responsive Tender is one that meets the requirements of the tendering document without
material deviation, reservation, or omission. A material deviation, reservation, or omission is one that:
a) If accepted, would:
i) Affect in any substantial way the scope, quality, or performance of the Maintenance services
specified in the Contract; or
ii) Limit in any substantial way, inconsistent with the tendering document, the Procuring Entity's
rights or the Tenderer's obligations under the Contract; or
b) if rectified, would unfairly affect the competitive position of other Tenderers presenting substantially
responsive Tenders.

31.2 The Procuring Entity shall examine the technical aspects of the Tender submitted in accordance with ITT 17
and ITT18, in particular, to confirm that all requirements of Section VII, Procuring Entity's Requirements
have been met without any material deviation or reservation, or omission.

31.3 If a Tender is not substantially responsive to the requirements of tendering document, it shall be rejected by
the Procuring Entity and may not subsequently be made responsive by correction of the material deviation,
Page 21 of 107
 reservation, or omission. Non-conformities, Errors and Omissions

31.4 Provided that a Tender is substantially responsive, the Procuring Entity may waive any non-conformities in
the Tender.

31.5 Provided that a Tender is substantially responsive, the Procuring Entity may request that the Tenderer
submit the necessary information or documentation, within a reasonable period of time, to rectify
nonmaterial non- conformities or omissions in the Tender related to documentation requirements.
Requesting information or documentation on such non-conformities shall not be related to any aspect of the
price of the Tender. Failure of the Tenderer to comply with the request may result in the rejection of its
Tender.

31.6 Provided that a Tender is substantially responsive, the Procuring Entity shall rectify quantifiable non
material non-conformities related to the Tender Price. To this effect, the Tender Price shall be adjusted, for
comparison purposes only, to reflect the price of a missing or non-conforming item or component in the
manner specified in the TDS.

32. Arithmetical Errors

32.1 Corrected tender prices shall not be used in the evaluation of tenders, comparison of tender prices.

32.2 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 anyway by any person or entity.

32.3 Provided that the Tender is substantially responsive, the Procuring Entity shall handle errors on the
following basis:

a) Any error detected if considered a major deviation that affects the substance of the tender, shall lead to
disqualification of the tender as non-responsive.
b) Any errors in the submitted tender arising from a miscalculation of unit price, quantity, subtotal and
total bid price shall be considered as a major deviation that affects the substance of the tender and
shall lead to disqualification of the tender as non-responsive. and
c) If there is a discrepancy between words and figures, the amount in words shall prevail,

33. Conversion to Single Currency

33.1 For evaluation and comparison purposes, conversion of the currency (ies) of to a single currency
preference shall not apply.

34. Margin of Preference

34.1 Margin of preference on local service providers may be allowed if it is deemed that the services
require participation of foreign tenderers. If so allowed, it will be indicated in the TDS.

34.2 Where it is intended to reserve the contract to specific groups under Small and Medium Enterprises, or
enterprise of women, youth and/or persons living with disability, who are appropriately registered as
such by the authority to be specified in the TDS, a procuring entity shall ensure that the invitation to
tender specifically indicates that only businesses/firms belonging to the specified group are eligible to
tender as specified in the TDS. Otherwise if not so stated, the invitation will be open to all tenderers.

35. Evaluation of Tenders

35.1 The Procuring Entity shall use the criteria and methodologies listed in this ITT and Section III, Evaluation
and Qualification Criteria. No other evaluation criteria or methodologies shall be permitted. By applying the
criteria and methodologies, the Procuring Entity shall determine the Most Advantageous Tender. This is the
Tender of the Tenderer that meets the qualification criteria and whose Tender has been determined to be:
a) Substantially responsive to the tendering document; and
Page 22 of 107
 b) The lowest evaluated cost.

35.2 In evaluating the Tenders, the Procuring Entity will determine for each Tender the evaluated Tender cost by
adjusting the Tender price as follows:
a) Price adjustment due to discounts offered in accordance with ITT 15.4;
b) converting the amount resulting from applying (a) and (b) above, if relevant, to a single currency in
accordance with ITT 33;
c) price adjustment due to quantifiable nonmaterial non-conformities in accordance with ITT 31.3;
d) The additional evaluation factors are specified in Section III, Evaluation and Qualification Criteria.

35.3 The estimated effect of the price adjustment provisions of the Conditions of Contract, applied over the
period of execution of the Contract, shall not be considered in Tender evaluation.

35.4 In the case of multiple contracts or lots, Tenderers are allowed to tender for one or more lots and the
methodology to determine the lowest evaluated cost of the lot (contract) and for combinations, including
any discounts offered in the Form of Tender, is specified in Section III, Evaluation and Qualification
Criteria.

36. Comparison of Tenders

36.1 The Procuring Entity shall compare the evaluated costs of all substantially responsive Tenders established in
accordance with ITT 35.2 to determine the Tender that has the lowest evaluated cost.

37. Abnormally Low Tenders and Abnormally High

Tenders Abnormally Low Tenders

37.1 An Abnormally Low Tender is one where the Tender price, in combination with other elements of the
Tender, appears so low that it raises material concerns as to the capability of the Tenderer in regards to
the Tenderer's ability to perform the Contract for the offered Tender Price or that genuine competition
between Tenderers is compromised.

37.2 In the event of identification of a potentially Abnormally Low Tender, the Procuring Entity shall seek
written clarifications from the Tenderer, including detailed price analyses of its Tender price in relation
to the subject matter of the contract, scope, proposed methodology, schedule, allocation of risks and
responsibilities and any other requirements of the Tender document.

37.3 After evaluation of the price analyses, in the event that the Procuring Entity determines that the Tenderer
has failed to demonstrate its capability to perform the Contract for the offered Tender Price, the
Procuring Entity shall reject the Tender.

Abnormally High Tenders

37.4 An abnormally high tender price is one where the tender price, in combination with other constituent
elements of the Tender, appears unreasonably too high to the extent that the Procuring Entity is
concerned that it (the Procuring Entity) may not be getting value for money or it may be paying too high
a price for the contract compared with market prices or that genuine competition between Tenderers is
compromised.

37.5 In case of an abnormally high tenders, the Procurement Entity should (a) review the specifications, and
conditions of tender, or correctness of the estimate or (b) possibility of a collusion, formation of cartels,
or other form of fraudulent and corrupt activity in the tendering processor (c) perception of the firms on
the credibility of the Procuring Entity. The Procuring Entity shall treat abnormally low and high tenders
in accordance with procedures provided for in this tender document

37.6 If the Procuring Entity determines that the Tender Price is abnormally too high because genuine
competition between tenderers is compromised (often due to collusion, corruption or other
manipulations), the Procuring Entity shall reject all Tenders and shall institute or cause competent
Page 23 of 107
 Government Agencies to institute an investigation on the cause of the compromise, before retendering.

38. Unbalanced and/or Front-Loaded Tenders

38.1 If in the Procuring Entity's opinion, the Tender that is evaluated as the lowest evaluated price is seriously
unbalanced and/or front loaded, the Procuring Entity may require the Tenderer to provide written
clarifications. Clarifications may include detailed price analyses to demonstrate the consistency of the
tender prices with the scope of works, proposed methodology, schedule and any other requirements of the
Tender document.

38.2 After the evaluation of the information and detailed price analyses presented by the Tenderer, the Procuring
Entity may as appropriate:
a) Accept the Tender; or
b) Require that the total amount of the Performance Security be increased at the expense of the
Tenderer to a level not exceeding a 30% of the Contract Price; or
c) agree on a payment mode that eliminates the inherent risk of the Procuring Entity paying too much
for undelivered works; or
d) reject the Tender.

39. Qualification of the Tenderer

39.1The Procuring Entity shall determine to its satisfaction whether the Tenderer that is selected as having
submitted the lowest evaluated cost and substantially responsive Tender is eligible and meets the qualifying
criteria specified in Section III, Evaluation and Qualification Criteria.

39.1 The determination shall be based upon an examination of the documentary evidence of the Tenderer's
qualifications submitted by the Tenderer, pursuant to ITT18. The determination shall not take into
consideration the qualifications of other firms such as the Tenderer's subsidiaries, parent entities, affiliates,
subcontractors or any other firm(s) different from the Tenderer that submitted the Tender.

39.2 An affirmative determination shall be a prerequisite for award of the Contract to the Tenderer. A negative
determination shall result in disqualification of the Tender, in which event the Procuring Entity shall proceed
to theTendererwhooffersasubstantiallyresponsiveTenderwiththenextlowestevaluatedcosttomakeasimilar
determination of that Tenderer's qualifications to perform satisfactorily.

40 Procuring Entity's Right to Accept Any Tender, and to Reject Any or All Tenders

40.1 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
Tenderers. In case of annulment, all Tenders submitted and specifically, Tender securities, shall be promptly
returned to the Tenderers.

F. Award of Contract

41 Award Criteria

41.1 The Procuring Entity shall award the Contract to the successful tenderer whose tender has been determined
to be the Lowest Evaluated Tender.

42. Notice of Intention to enter into a Contract/Notification of award

42.1 Upon award of the contract and Prior to the expiry of the Tender Validity Period the Procuring Entity shall
issue a Notification of Intention to Enter in to a Contract/Notification of award to all tenderers which shall
contain, at a minimum, the following information:
a) The name and address of the Tenderer submitting the successful tender;
b) The Contract price of the successful tender;
c) a statement of the reason(s) the tender of the unsuccessful tenderer to whom the letter is addressed was
unsuccessful, unless the price information in (c) above already reveals the reason;
d) the expiry date of the Stand still Period; and
Page 24 of 107
 e) instructions on how to request a debriefing and/or submit a complaint during the standstill period;

43. Standstill Period

43.1 The Contract shall not be signed earlier than the expiry of a Standstill Period of 14 days to allow any
dissatisfied tender to launch a complaint. Where only one Tender is submitted, the Standstill Period shall
not apply.

43.2 Where a Standstill Period applies, it shall commence when the Procuring Entity has transmitted to each
Tenderer the Notification of Intention to Enter into a Contract with the successful Tenderer.

44. Debriefing by the Procuring Entity

44.1 On receipt of the Procuring Entity's Notification of Intention to Enter into a Contract referred to in ITT 43,
an unsuccessful tenderer may make a written request to the Procuring Entity for a debriefing on specific
issues or concerns regarding their tender. The Procuring Entity shall provide the debriefing within five days
of receipt of the request. .2 Debriefings of unsuccessful Tenderers may be done in writing or verbally. The
Tenderer shall bear its own costs of attending such a debriefing meeting.

45. Letter of Award

45.1 Prior to the expiry of the Tender Validity Period and upon expiry of the Standstill Period specified in ITT
42.1, upon addressing a complaint that has been filed within the Standstill Period, the Procuring Entity shall
transmit the Letter of Award to the successful Tenderer. The letter of award shall request the successful
tenderer to furnish the Performance Security within 21 days of the date of the letter.

46. Signing of Contract

46.1 Upon the expiry of the fourteen days of the Notification of Intention to enter into contract and upon the
parties meeting their respective statutory requirements, the Procuring Entity shall send the successful
Tenderer the Contract Agreement.

46.2 Within fourteen (14) days of receipt of the Contract Agreement, the successful Tenderer shall sign, date, and
return it to the Procuring Entity.

46.3 The written contract shall be entered into within the period specified in the notification of award and before
expiry of the tender validity period.

47. Performance Security

47.1 Within twenty-one (21) days of the receipt of the Form of Acceptance from the Procuring Entity, the
successful Tenderer, if required, shall furnish the Performance Security in accordance with the GCC 3.9,
using for that purpose the Performance Security Form included in Section X, Contract Forms, or another
Form acceptable to the Procuring Entity. If the Performance Security furnished by the successful Tenderer
is in the form of a bond, it shall be issued by a bonding or insurance company that has been determined by
the successful Tenderer to be acceptable to the Procuring Entity. A foreign institution providing a bond shall
have a correspondent financial institution located in Kenya, unless the Procuring Entity has agreed in
writing that a correspondent financial institution is not required.

47.2 Failure of the successful Tenderer to submit the above-mentioned Performance Security or sign the
Contract shall constitute sufficient grounds for the annulment of the award and forfeiture of the Tender
Security. In that event the Procuring Entity may award the Contract to the Tenderer offering the next Most
Advantageous Tender.

48. Publication of Procurement Contract

48.1 Within fourteen days after signing the contract, the Procuring Entity shall publish the awarded contract at
its notice boards and websites; and on the Website of the Authority. At the minimum, the notice shall
contain the following information:
Page 25 of 107
 a) Name and address of the Procuring Entity;
b) name and reference number of the contract being awarded, a summary of its scope and the selection
method used;
c) the name of the successful Tenderer, the final total contract price, the contract duration.
d) Dates of signature, commencement and completion of contract;
e) Names of all Tenderers that submitted Tenders, and their Tender prices as read out at Tender opening.

49. Adjudicator

49.1 The Procuring Entity proposes the person named in the TDS to be appointed as Adjudicator under the
Contract, at an hourly fee specified in the TDS, plus reimbursable expenses. If the Tenderer disagrees with
the proposed Adjudicator, the Tenderer should so state in the Tender. If, in the Form of Acceptance, the
Procuring Entity has not agreed on the appointment of the Adjudicator, the Adjudicator shall be appointed
by the Appointing Authority designated in the Special Conditions of Contract at the request of either party.

50. Procurement Related Complaints and Administrative Review

50.1 The procedures for making a Procurement-related Complaint areas specified in the TDS.

50.2 A request for administrative review shall be made in the form provided under contract forms.

Page 26 of 107
SECTION II - TENDER DATA SHEET (TDS)

The following specific data for the Maintenance Services to be procured shall complement, supplement, or amend
the provisions in the Instructions to Tenderers (ITT). Whenever there is a conflict, the provisions herein shall
prevail over those in ITT.
ITT Particulars Of Appendix To Instructions To Tenders
Reference
A. General
ITT 1.1 The reference number of the Invitation for Tenders is: TUM/T/15/2022/2023
The Procuring Entity is: Technical University of Mombasa
The name of the Contract is: Servicing, Repair & Maintenance of Photocopiers &
Printers and Supply of Related Consumables & Spare Parts.
The number and identification of lots (contracts) comprising this Invitation for Tenders
is: [insert number and identification of lots (contracts)]
ITT 2.3 The Information made available on competing firms is as follows: as indicated in ITT
and qualification criteria

The firms that provided consulting services for the contract being tendered for are: TUM

ITT 3.1 Maximum number of members in the Joint Venture (JV) shall be: JV not allowed

ITT 3.7 A list of debarred firms and individuals is available on the PPRA’s website:
www.ppra.go.ke
ITT 3.11 Tenderers shall be required to be to be registered with: as indicated in ITT and
qualification criteria

B. Contents of Tendering Document

ITT 6.1
(a) Address where to send enquiries is as below to reach the
Procuring Entity not later than later than Not less than 3 days
before opening date.

HEAD OF PROCUREMENT
TECHNICAL UNIVERSITY OF MOMBASA
P.O BOX 90420-80100MOMBASA, KENYA
Email: [email protected]
(b) The
procuring entity will publish its responses at the website: https://www.tum.ac.ke
ITT 6.2 A pre-tender conference will not be held
ITT 6.3 The questions to reach the Procuring Entity not later than Not less than 3 days before
opening date
ITT 6.5 The Minutes of the Pre-Tender meeting shall be published on the at the website
https://www.tum.ac.ke

C. Preparation of Tenders
ITT 10 (j) The Tenderer shall submit the following additional documents in its Tender: [list any
additional documents not already listed in ITT 11.1 that must be submitted with the
Tender]
ITT 12.1 Alternative Tenders “shall not be” considered.
ITT 13.5 The prices quoted by the Tenderer “shall not” be subject to adjustment during the
performance of the Contract.
ITT 13.6 Prices quoted for each lot (contract) shall correspond at least to [insert figure] percent of
the items specified for each lot (contract).
Prices quoted for each item of a lot shall correspond at least to [insert figure] percent of
the quantities specified for this item of a lot.
ITT 13.8 (a) Place of final destination: Technical University of Mombasa, Main campus
Page 27 of 107
ITT Particulars Of Appendix To Instructions To Tenders
Reference
(i) and (iii)
ITT 13.8 (a) Final Destination (Project Site): Technical University of Mombasa, Main campus
(iii)
ITT13.8 (b) Named place of destination, in Kenya is Technical University of Mombasa, Main
(i) campus
ITT 13.8 (b) The price for inland transportation, insurance, and other local services required to convey
(ii) the Goods from the named place of destination to their final destination which is
Technical University of Mombasa, Main campus
13.8 (c) (iv) The place of final destination (Project Site) is Technical
ITT 14.2 Foreign currency requirements not allowed.
ITT 15.4 Period of time the Goods are expected to be functioning (for the purpose of spare parts):
[insert duration]
ITT 16.2 (a) Manufacturer’s authorization is: required
ITT 16.2 (b) After sales service is: required
ITT 17.1 The Tender validity period shall be [insert a number of days that is a multiple of seven
counting as of the deadline for Tender submission] days.
ITT 17.3 (a) The Number of days beyond the expiry of the initial tender validity period will be
____________days.

(b) The Tender price shall be adjusted by the following percentages of the tender price:

(i) By 0%
of the local currency portion of the Contract price adjusted to reflect local
inflation during the period of extension, and

(ii) By 0%
the foreign currency portion of the Contract price adjusted to reflect the
international inflation during the period of extension.

ITT 18.1 A Tender-Securing Declaration “shall be” required.

ITT 19.1 In addition to the original of the Tender, the number of copies is: Original and One
copy
ITT 19.3 The written confirmation of authorization to sign on behalf of the Tenderer shall consist
of: Written power of attorney
D. Submission and Opening of Tenders
ITT 20.3 A tender package or container that cannot fit in the tender box shall be received as
follows: Registered at the Vice Chancellor’s reception desk

________________________________________________________________
ITT 21.1 For Tender submission purposes only, the Procuring Entity’s address is: [This address
may be the same as or different from that specified under provision ITT 7.1 for
clarifications]
Vice Chancellor
Technical University of Mombasa
P.O.BOX 90420-80100
MOMBASA
MAIN CAMPUS
Administration Block, Ground Floor, Tender Box A

The deadline for Tender submission is:

Tuesday 6th September,2022 at 10.00 am EAT
The electronic Tendering submission procedures shall be: NOT APPLICABLE
ITT 24.1 The Tender opening shall take place at:
Vice Chancellor
Technical University of Mombasa
Main Campus
P.O.BOX 90420-80100
Page 28 of 107
ITT Particulars Of Appendix To Instructions To Tenders
Reference
MOMBASA
Administration Block, 1st Floor, Conference Room

The deadline for Tender submission is:

Tuesday 6th September,2022 at 10.00 am EAT

The electronic Tender opening procedures shall be: NOT APPLICABLE

ITT 24.6 The number of representatives of the Procuring Entity to sign is at least three members

E. Evaluation and Comparison of Tenders

ITT 29.3 The manner of rectify quantifiable nonmaterial nonconformities described below:
_______________________________

ITT 31.1 The currency that shall be used for Tender evaluation and comparison purposes to
convert at the selling exchange rate all Tender prices expressed in various currencies
into a single currency is: Kenya shillings
The source of exchange rate shall be: NOT applicable
The date for the exchange rate shall be: NOT applicable
ITT 32.3 A margin of preference and/or reservation [insert either “shall” or “shall not”] apply
and specify the details.
If a margin of preference applies, the application methodology shall be defined in
Section III – Evaluation and Qualification Criteria.
ITT 32.5 The invitation to tender is extended to the following group that qualify for Reservations
Youth Women and PWDs who shall be duly registered with National Treasury
(These groups are Small and Medium Enterprises, Women Enterprises, Youth
Enterprises and Enterprises of persons living with disability, as the case may be;
describe precisely which group qualifies).
ITT 33.2 Price evaluation will be done for ___________________________________ (specify
Items or Lots (contracts)
ITT 33.2 (d) Additional evaluation factors are : These are detailed in the evaluation criteria in Section
III, Evaluation and Qualification Criteria.
ITT 33.6 The adjustments shall be determined using the following criteria, from amongst those set
out in Section III, Evaluation and Qualification Criteria: [refer to Section III,
Evaluation and Qualification Criteria; insert complementary details if necessary]

(a) Deviat
ion in Delivery schedule: [insert Yes or No. If yes insert the adjustment factor in
Section III, Evaluation and Qualification Criteria]
(b) Deviat
ion in payment schedule: [insert Yes or No. If yes insert the adjustment factor in
Section III, Evaluation and Qualification Criteria]
(c) the cost of major replacement component, mandatory spare parts, and service:
[insert Yes or No. If yes, insert the Methodology and criteria in Section III,
Evaluation and Qualification Criteria]
(d) the availability in Kenya of spare parts and after-sales services for the equipment
offered in the Tender [insert Yes or No. If yes, insert the Methodology and criteria
in Section III, Evaluation and Qualification Criteria]
(e) Life
cycle costs: the costs during the life of the goods or equipment [insert Yes or No. If
yes, insert the Methodology and criteria in Section III, Evaluation and
Qualification Criteria]
(f) the
performance and productivity of the equipment offered; [Insert Yes or No. If yes,
insert the Methodology and criteria]
(g) [insert
any other specific criteria in Section III, Evaluation and Qualification Criteria]
F. Award of Contract

Page 29 of 107
ITT Particulars Of Appendix To Instructions To Tenders
Reference
ITT 41.1
The maximum percentage by which quantities may be increased is: as and when
required basis
The maximum percentage by which quantities may be decreased is: as and when
required basis
ITT 41.1 The Procuring Entity shall increase or decrease the quantity of Goods and Related
Services by an amount not exceed _____________% and without any change in the unit
prices or other terms and conditions of the Tender and the tendering document.

ITT 47.3 Performance security if so required shall be in the sum of as per the PPADAR,2020

ITT 49.1 The procedures for making a Procurement-related Complaint are detailed in the “Notice
of Intention to Award the Contract” herein and are also available from the PPRA
Website www.ppra.go.ke.

If a Tenderer wishes to make a Procurement-related Complaint, the Tenderer should

submit its complaint following these procedures, in writing (by the quickest means
available, that is either by email or fax), to:
VICE CHANCELLOR
TECHNICAL UNIVERSITY OF MOMBASA
P.O.BOX 90420-80100
MOMBASA
Email: [email protected]
In summary, a Procurement-related Complaint may challenge any of the following:
1. the terms of the Tendering Documents; and
2. the Procuring Entity’s decision to award the contract.

Page 30 of 107
 SECTION III - EVALUATION AND QUALIFICATION CRITERIA

1. General Provision

Wherever a Tenderer is required to state a monetary amount, Tenderers should indicate the Kenya Shilling
equivalent using the rate of exchange determined as follows:
a) For construction turnover or financial data required for each Year-Exchange rate prevailing on the last
day of the respective calendar year (in which the amounts for that year is to be converted) was
originally established.
b) Value of single Contract-Exchange rate prevailing on the date of the contract signature.
c) Exchange rates shall be taken from the publicly available source identified in the ITT. Any error in
determining the exchange rates in the Tender may be corrected by the Procuring Entity.

This section contains the criteria that the Employer shall use to evaluate tender and qualify tenderers. No other
factors, methods or criteria shall be used other than specified in this tender document. The Tenderer shall
provide all the information requested in the forms included in Section IV, Tendering Forms. The Procuring
Entity should use the Standard Tender Evaluation Report for Goods and Works for evaluating Tenders.

Evaluation and contract award Criteria

The Procuring Entity shall use the criteria and methodologies listed in this Section to evaluate tenders and
arrive at the Lowest Evaluated Tender. The tender that (i) meets the qualification criteria, (ii) has been
determined to be substantially responsive to the Tender Documents, and (iii) is determined to have the
Lowest Evaluated Tender price shall be selected for award of contract.

2. Preliminary examination for Determination of Responsiveness

The Procuring Entity will start by examining all tenders to ensure they meet in all respects the eligibility
criteria and other requirements in the ITT, and that the tender is complete in all aspects in meeting the
requirements of “Part 2–Procuring Entity's Services Requirements”, including checking for tenders with
unacceptable errors, abnormally low tenders, abnormally high tenders and tenders that are front loaded. The
Standard Tender Evaluation Report for Goods and Works for evaluating Tenders provides clear guidelines
on how to deal with review of these requirements. Tenders that do not pass the Preliminary Examination will
be considered irresponsive and will not be considered further.

3. Tender Evaluation (ITT 34) Price evaluation: in addition to the criteria listed in ITT 34.2 (a)–(d)

the following criteria shall apply:

i) Alternative Completion Times, if permitted under ITT 13.2, will be evaluated as follows:

ii) Alternative Technical Solutions for specified parts of the Works, if permitted under ITT 13.4, will be
evaluated as follows:
iii) Other Criteria; if permitted under ITT 34.2 (e):

Stage 1: Mandatory Requirements

Eligible tenderers must provide the following mandatory requirements (for preliminary
evaluation). Non-provision of the below, will lead to the tenderer being disqualified from the
tender proceedings

No. REQUIREMENTS

1 Submit a copy of the Tenderer’s Certificate of Incorporation/Registration or

Business Registration Certificate

2 Submit a copy of a valid tax compliance certificate or exemption certificate

issued by the Kenya Revenue Authority valid at least up to the date of tender
Page 31 of 107
 opening

3 Submit a copy of valid single business permit/permit

4 A copy of valid dealership agreement/Authorization to service the equipment

and supply the spare parts and consumables from Kyocera/cannon in Kenya as
applicable

5 Provide a duly filled and signed Form of tender on the company’s letterhead
with a validity period of at least 210days
Written authorization for the person signing the documents from the company/Power of
6 Attorney
Duly filled and signed Confidential Business Questionnaire (S33)
7
Duly filled and signed SD1 in the format provided
8
Duly filled and signed SD2 in the format provided
9
Duly filled and signed Declaration and Commitment to the Code of Ethics in the format
10 provided
Chronologically Serialize all the pages (this should be sequential in the format of
11 1,2,3,4,5…….) from the first page to the last page

Evidence of physical address. Attached copies of title, lease or rental agreement i.e. Must
12 have operational office within Mombasa

Stage 2: Technical Evaluation on Capacity to deliver the Contract

Bidders meeting all the mandatory requirements in stage one will have their bids subjected to the
Technical Evaluation on capacity to deliver the goods based on the technical parameters given in
the table below:

No Parameters/ Requirements Weighting score Max.

. Score

1 Number of years in business of  5 or more years – 20

supplying items under 20%
 No. of years x 20
consideration or similar items as 5
per the s requirement. Attach
evidence- LPO/Contracts awarded

2 Evidence of at least four references • 4 or more clients: 40% 40

for similar assignments /services
done in the past three years on • Others prorated at:
Maintenance, Repair and supply of No. of clients x 40
spare parts and consumables for 4
similar equipment( of value at least
kes. 500,000.) Prepare a schedule
indicating the following:
- Name of the client
–Contract value
– Contract period
(attach copies of
agreements/contracts or
LPOS/LSOS or reference letters as
evidence to score)

3 Physical address – provide details • Evidence of/lease 10

of physical address & contacts; - agreement/rental receipts
attach evidence, details of physical – 10%
address and contacts
• No evidence - Zero

Page 32 of 107
4 List at least two technical staff (10  at least 2 20
points) with relevant training technical
(Minimum of a Diploma) who will employees (
be in charge of the contract attach CV and
implementation if awarded the Copies of
contract and list of Certificates for
both categories of
employees)(10
points each)
Methodology – work plan and methodology  Deployment of
5 of contract execution if awarded staff, ………… 10
5 points
 Repair and
maintenance as
per our service
requirements
……5 points

100

The evaluation process based on technical parameters in the table above will ensure that qualifying
tenderers have the capacity to supply and deliver the required items. The minimum technical score to
proceed to financial evaluation is 70% and only tenderers who secure the minimum technical score will be
financially evaluated. The lowest evaluated bidder per item/lot will be recommended for award on an as and
when required basis

Stage 3: Financial Evaluation

Bidders scoring 70% and above in stage two (Technical Evaluation) will be subjected to financial
evaluation.

Stage 4: Award Criteria (Recommendation)

The Lowest Evaluated bidders per lot will be recommended for award of ALL items in the
respective lot at the unit rates quoted on a need basis for a period of two Years

4. Multiple Contracts

Multiple contracts will be permitted in accordance with ITT 35.4. Tenderers are evaluated on basis of Lots and
the lowest evaluated tenderer identified for each Lot. The Procuring Entity will select one Option of the two
Options listed below for award of Contracts.

OPTION 1
i) If a tenderer wins only one Lot, the tenderer will be awarded a contract for that Lot, provided the
tenderer meets the Eligibility and Qualification Criteria for that Lot.
ii) If a tenderer wins more than one Lot, the tender will be awarded contracts for all won Lots, provided
the tenderer meets the aggregate Eligibility and Qualification Criteria for all the Lots. The tenderer
will be

awarded the combination of Lots for which the tenderer qualifies and the others will be considered for
award to second lowest the tenderers.

OPTION 2

The Procuring Entity will consider all possible combinations of won Lots [contract(s)] and determine the
combinations with the lowest evaluated price. Tenders will then be awarded to the Tenderer or Tenderers in
the combinations provided the tenderer meets the aggregate Eligibility and Qualification Criteria for all the
won Lots.

5. Alternative Tenders (ITT 14)

Page 33 of 107
 An alternative if permitted under ITT 13.1, will be evaluated as follows:
The Procuring Entity shall consider Tenders offered for alternatives as specified in Part 2- Procuring Entity's
requirements. Only the technical alternatives, if any, of the Tenderer with the Best Evaluated Tender
conforming to the basic technical requirements shall be considered by the Procuring Entity.

6. Margin of Preference

Apply Margin of Preference, if so allowed to all evaluated and accepted tender as follows.

If the TDS so specifies, the Procuring Entity will grant a margin of preference of fifteen percent (15%) to be
loaded on evaluated prices of foreign tenderers, where the percentage of shareholding of Kenyan citizens is
less than fifty-one percent (51%).

Contractors applying for such preference shall be asked to provide, as part of the data for qualification, such
information, including details of ownership, as shall be required to determine whether, according to the
classification established by the Procuring Entity, a particular contractor or group of contractors qualifies for
a margin of preference.

After Tenders have been received and reviewed by the Procuring Entity, responsive Tenders shall be assessed to
ascertain their percentage of shareholding of Kenyan citizens. Responsive tenders shall be classified into the
following groups:
i) Group A: tenders offered by Kenyan Contractors and other Tenderers where Kenyan citizens hold
shares of over fifty one percent (51%).
ii) Group B: tenders offered by foreign Contractors and other Tenderers where Kenyan citizens hold
shares of less than fifty one percent (51%).

All evaluated tenders in each group shall, as a first evaluation step, be compared to determine the lowest tender,
and the lowest evaluated tender in each group shall be further compared with each other. If, as a result of this
comparison, a tender from Group A is the lowest, it shall be selected for the award. If a tender from Group B
is the lowest, an amount equal to the percentage indicated in Item 3.1 of the respective tender price,
including unconditional discounts and excluding provisional sums and the cost of day works, if any, shall be
added to the evaluated price offered in each tender from Group B. All tenders shall then be compared using
new prices with added prices to Group B and the lowest evaluated tender from Group A. If the tender from
Group A is still the lowest tender, it shall be selected for award. If not, the lowest evaluated tender from
Group B based on the first evaluation price shall be selected.

7. Post qualification and Contract award (ITT 38.1), more specifically,

a) In case the tender was subject to post-qualification, the contract shall be awarded to the lowest
evaluated tenderer, subject to confirmation of prequalification data, if so required.
b) In case the tender was not subject to post-qualification, the tender that has been determined to be the
lowest evaluated tenderer shall be considered for contract award, subject to meeting each of the
following conditions.
i) The Tenderer shall demonstrate that it has access to, or has available, liquid assets,
unencumbered real assets, lines of credit, and other financial means (independent of any
contractual advance payment) sufficient to meet the construction cash flow of Kenya Shillings

ii) Minimum average annual services turnover of Kenya Shillings [insert amount],
equivalent calculated as total certified payments received for contracts in progress and/or
completed within the last [insert of year] years.
iii) At least (insert number) of contract(s) of a similar nature executed within Kenya, or
the East African Community or abroad, that have been satisfactorily and substantially
completed as a prime contractor, or joint venture member or sub-contractor each of minimum
value Kenya shillings equivalent.
iv) Contractor's Representative and Key Personnel, which are specified as

v) Contractors key equipment listed on the table “Contractor's Equipment” below and more
specifically listed as [specify requirements for each lot as applicable]

Page 34 of 107
 iv) Other conditions depending on their seriousness.

a) History of non-performing contracts:

Tenderer and each member of JV in case the Tenderer is a JV, shall demonstrate that Non-
performance of a contract did not occur because of the default of the Tenderer, or the
member of a JV in the last (specify years). The required information shall be
furnished in the appropriate form.

b) Pending Litigation

Financial position and prospective long-term profitability of the Single Tenderer, and in the case the
Tenderer is a JV, of each member of the JV, shall remain sound according to criteria established with
respect to Financial Capability under Paragraph (i) above if all pending litigation will be resolved
against the Tenderer. Tenderer shall provide information on pending litigations in the appropriate form.

c) Litigation History

There shall be no consistent history of court/arbitral award decisions against the Tenderer, in the last
(specify years). All parties to the contract shall furnish the information in the
appropriate form about any litigation or arbitration resulting from contracts completed or ongoing
under its execution over the years specified. A consistent history of awards against the Tenderer or any
member of a JV may result in rejection of the tender.

Page 35 of 107
 SECTION IV - TENDERING FORMS

1. FORM OF TENDER
(Amended and issued pursuant to PPRA CIRCULAR No. 02/2022)

INSTRUCTIONS TO TENDERERS

i) All italicized text is to help the Tenderer in preparing this form.

ii) The Tenderer must prepare this Form of Tender on stationery with its letterhead clearly showing the
Tenderer's complete name and business address. Tenderers are reminded that this is a mandatory requirement.

iii) Tenderer must complete and sign CERTIFICATE OF INDEPENDENT TENDER DETERMINATION and the
SELF DECLARATION FORMS OF THE TENDERER as listed under (s) below.

Date of this Tender submission:.............[insert date (as day, month and year) of Tender submission] Tender

Name and Identification:....................[insert identification] Alternative

No.:.............................................[insert identification No if this is a Tender for an alternative]

To: .................................... [Insert complete name of Procuring Entity]

a) No reservations: We have examined and have no reservations to the tendering document, including
Addenda issued in accordance with ITT 9;

b) Eligibility: We meet the eligibility requirements and have no conflict of interest in accordance with ITT 4;

c) Tender-Securing Declaration: We have not been suspended nor declared ineligible by the Procuring Entity
based on execution of a Tender-Securing Declaration or Proposal-Securing Declaration in Kenya in
accordance with ITT 4.7;

d) Conformity: We offer to provide the Maintenance services in conformity with the tendering document of
the following: [insert a brief description of the Maintenance services];

e) Tender Price: The total price of our Tender, excluding any discounts offered in item (f) below is: [Insert
one of the options below as appropriate]

Option 1, In case of one lot: Total price is: [insert the total price of the Tender in words and figures,
indicating the various amounts and the respective currencies];

Or

Option 2, in case of multiple lots: (a) Total price of each lot [insert the total price of each lot in words and
figures, indicating the various amounts and the respective currencies]; and (b) Total price of all lots (sum of
all lots) [insert the total price of all lots in words and figures, indicating the various amounts and the
respective currencies];

f) Discounts: The discounts offered and the methodology for their application are:
i) The discounts offered are: [Specify in detail each discount offered.]
ii) The exact method of calculations to determine the net price after application of discounts is shown
below: [Specify in detail the method that shall be used to apply the discounts];

Page 36 of 107
g) Tender Validity Period: Our Tender shall be valid for the period specified in TDS 19.1 (as amended if
applicable) from the date fixed for the Tender submission deadline (specified in TDS 23.1 (as amended if
applicable), and it shall remain binding upon us and may be accepted at any time before the expiration of
that period;

h) Performance Security: If our Tender is accepted, we commit to obtain a Performance Security in

accordance with the tendering document;

i) One Tender Per Tenderer: We are not submitting any other Tender (s) as an individual Tenderer, and we
are not participating in any other Tender (s) as a Joint Venture member or as a subcontractor, and meet the
requirements of ITT 4.3, other than alternative Tenders submitted in accordance with ITT 14;

j) Suspension and Debarment: We, along with any of our subcontractors, suppliers, consultants,
manufacturers, or service providers for any part of the contract, are not subject to, and not controlled by any
entity or individual that is subject to, a temporary suspension or a debarment imposed by the PPRA. Further,
we are not ineligible under Kenya's official regulations or pursuant to a decision of the United Nations
Security Council;

k) State-owned enterprise or institution: [select the appropriate option and delete the other] [We are not a
state- owned enterprise or institution]/[We are a state-owned enterprise or institution but meet the
requirements of ITT 4.6];

l) Commissions, gratuities and fees: We have paid, or will pay the following commissions, gratuities, or fees
with respect to the Tendering process or execution of the Contract: [insert complete name of each Recipient,
its full address, the reason for which each commission or gratuity was paid and the amount and currency of
each such commission or gratuity].

Name of Recipient Address Reason Amount

(If none has been paid or is to be paid, indicate “none.”)

[Delete if not appropriate, or amend to suit] We confirm that we understand the provisions relating to
Standstill Period as described in this tendering document and the Procurement Regulations.

m) Binding Contract: We understand that this Tender, together with your written acceptance thereof included
in your Form of Acceptance, shall constitute a binding contract between us, until a formal contract is
prepared and executed;

n) Not Bound to Accept: We understand that you are not bound to accept the lowest evaluated cost Tender, the
Most Advantageous Tender or any other Tender that you may receive; and

o) Fraud and Corruption: We hereby certify that we have taken steps to ensure that no person acting for us or
on our behalf engages in any type of Fraud and Corruption.

p) Collusive practices: We hereby certify and confirm that the tender is genuine, non-collusive and made with
the intention of accepting the contract if awarded. To this effect we have signed the “Certificate of
Independent Tender Determination” attached below.

q) Code of Ethical Conduct: We undertake to adhere by the Code of Ethical Conduct for Suppliers,
Contractors and Service Providers, copy available from (specify website) during the procurement
process and the execution of any resulting contract.

r) Beneficial Ownership Information: We commit to provide to the procuring entity the Beneficial Ownership
Information in conformity with the Beneficial Ownership Disclosure Form upon receipt of notification of intention
to enter into a contract in the event we are the successful tenderer in this subject procurement proceeding.

s) We, the Tenderer, have duly completed, signed and stamped the following Forms as part of our Tender:
Page 37 of 107
 a) Tenderer's Eligibility; Confidential Business Questionnaire – to establish we are not in any conflict to
interest.

b) Certificate of Independent Tender Determination - to declare that we completed the tender without
colluding with other tenderers.
c) Self-Declaration of the Tenderer- to declare that we will, if awarded a contract, not engage in any form
of fraud and corruption.

Further, we confirm that we have read and understood the full content and scope of fraud and corruption as informed in
“Appendix 1- Fraud and Corruption” attached to the Form of Tender.

Name of the Tenderer: *....................[insert complete name of person signing the Tender]

Name of the person duly authorized to sign the Tender on behalf of the Tenderer: ....................**[insert
complete name of person duly authorized to sign the Tender]

Title of the person signing the Tender: .................... [insert complete title of the person signing the Tender]

Signature of the person named above: ...........[insert signature of person whose name and capacity are shown

above] Date signed....................[insert date of signing] day of....................[insert month], [insert year]

Page 38 of 107
 i) TENDERER'S ELIGIBILITY- CONFIDENTIAL BUSINESS QUESTIONNAIRE

Instruction to Tenderer

Tender is instructed to complete the particulars required in this Form, one form for each entity if Tender is a JV.
Tenderer is further reminded that it is an offence to give false information on this Form.

a) Tenderer's details

ITEM DESCRIPTION
1 Name of the Procuring Entity
2 Reference Number of the Tender
3 Date and Time of Tender Opening
4 Name of the Tenderer
5 Full Address and Contact Details of 1. Country
the Tenderer. 2. City
3. Location
4. Building
5. Floor
6. Postal Address
7. Name and email of contact person.
6 Current Trade License Registration
Number and Expiring date
7 Name, country and full address
(postal and physical addresses,
email, and telephone number) of
Registering Body/Agency
8 Description of Nature of Business
9 Maximum value of business which
the Tenderer handles.
10 State if Tenders Company is listed in
stock exchange, give name and full
address (postal and physical
addresses, email, and telephone
number) of

state which stock exchange

General and Specific Details

b) Sole Proprietor, provide the following details.

Name in full Age

Nationality Country of Origin

Citizenship

c) Partnership, provide the following details

Names of Partners Nationality Citizenship % Shares owned

1
2
3

Page 39 of 107
 d) Registered Company, provide the following details.

i) Private or public Company

ii) State the nominal and issued capital of the Company: -

Nominal Kenya Shillings (Equivalent)

Issued Kenya Shillings (Equivalent)

iii) Give details of Directors as follows.

Names of Director Nationality Citizenship % Shares owned

1
2
3

(e) DISCLOSURE OF INTEREST-Interest of the Firm in the Procuring Entity.

i) Are there any person/persons in.................................................(Name of Procuring Entity) who

has/have an interest or relationship in this firm? Yes/No.................................................

If yes, provide details as follows.

Names of Person Designation in the Interest or Relationship with

Procuring Entity Tenderer
1
2
3

ii) Conflict of interest disclosure

Type of Conflict Disclosure If YES provide details of the relationship
YES OR NO with Tenderer
1 Tenderer is directly or indirectly controlled by
or is under common control with another
tenderer.
2 Tenderer receives or has received any direct or
indirect subsidy from another tenderer.
3 Tenderer has the same legal representative as
another tenderer
4 Tender has a relationship with another tenderer,
directly or through common third parties, that
puts it in a position to influence the tender of
another tenderer, or influence the decisions of
the Procuring Entity regarding this tendering
process.
5 Any of the Tenderer’s affiliates participated as
a consultant in the preparation of the design or
technical specifications of the works that are
the subject of the tender.
6 Tenderer would be providing goods, works,
non-consulting services or consulting services
during implementation of the contract specified
in this Tender Document.
7 Tenderer has a close business or family
relationship with a professional staff of the
Procuring Entity who are directly or indirectly
involved in the preparation of the Tender
Page 40 of 107
 Type of Conflict Disclosure If YES provide details of the relationship
YES OR NO with Tenderer
document or specifications of the Contract,
and/or the Tender evaluation process of such
contract.
8 Tenderer has a close business or family
relationship with a professional staff of the
Procuring Entity who would be involved in
the implementation or supervision of the such
Contract.
9 Has the conflict stemming from such
relationship stated in item 7 and 8 above been
resolved in a manner acceptable to the
Procuring Entity throughout the tendering
process and execution of the Contract.

f) Certification

On behalf of the Tenderer, I certify that the information given above is complete, current and accurate as at the date
of submission.

Full Name

Title or Designation

(Signature) (Date)

Page 41 of 107
ii) CERTIFICATE OF INDEPENDENT TENDER DETERMINATION

I, the undersigned, in submitting the accompanying Letter of Tender to the

[Name of Procuring
Entity] for: [Name and number of
tender] in response to the request for tenders made by: [Name of Tenderer]
do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of [Name of Tenderer] that:

1. I have read and I understand the contents of this Certificate;

2. I understand that the Tender will be disqualified if this Certificate is found not to be true and complete in
every respect;

3. I am the authorized representative of the Tenderer with authority to sign this Certificate, and to submit the
Tender on behalf of the Tenderer;

4. For the purposes of this Certificate and the Tender, I understand that the word “competitor” shall include any
individual or organization, other than the Tenderer, whether or not affiliated with the Tenderer, who:
a) Has been requested to submit a Tender in response to this request for tenders;
b) could potentially submit a tender in response to this request for tenders, based on their qualifications,
abilities or experience;

5. The Tenderer discloses that [check one of the following, as applicable]:

a) The Tenderer has arrived at the Tender independently from, and without consultation, communication,
agreement or arrangement with, any competitor;
b) The Tenderer has entered into consultations, communications, agreements or arrangements with one or
more competitors regarding this request for tenders, and the Tenderer discloses, in the attached
document(s), complete details thereof, including the names of the competitors and the nature of, and
reasons for, such consultations, communications, agreements or arrangements;

6. In particular, without limiting the generality of paragraphs (5) (a) or (5) (b) above, there has been no
consultation, communication, agreement or arrangement with any competitor regarding:
a) prices;
b) methods, factors or formulas used to calculate prices;
c) the intention or decision to submit, or not to submit, a tender; or
d) the submission of a tender which does not meet the specifications of the request for Tenders; except as
specifically disclosed pursuant to paragraph (5) (b) above;

7. In addition, there has been no consultation, communication, agreement or arrangement with any competitor
regarding the quality, quantity, specifications or delivery particulars of the works or services to which this
request for tenders relates, except as specifically authorized by the procuring authority or as specifically
disclosed pursuant to paragraph (5) (b) above;

8. the terms of the Tender have not been, and will not be, knowingly disclosed by the Tenderer, directly or
indirectly, to any competitor, prior to the date and time of the official tender opening, or of the awarding of
the Contract, whichever comes first, unless otherwise required by law or as specifically disclosed pursuant to
paragraph (5) (b) above.

Name

Title

Date
[Name, title and signature of authorized agent of Tenderer and Date]

Page 42 of 107
(iii) SELF-DECLARATION FORMS

FORM SD 1

SELF DECLARATION THAT THE PERSON/TENDERER IS NOT DEBARRED IN THE MATTER OF THE
PUBLIC PROCUREMENT AND ASSET DISPOSAL ACT 2015.

I, .................................................................. of Post Office Box..................................................................being a

resident of..................................................................in the Republic of..................................................................do
hereby make a statement as follows: -

1. THAT I am the Company Secretary/Chief Executive/Managing Director/Principal Officer/Director of

………....……………………………….. (insert name of the Company) who is a Bidder in respect of Tender
No. …………………... for..................................(insert tender title/description) for.......................................
(insert name of the Procuring entity) and duly authorized and competent to make this statement.

2. THAT the aforesaid Bidder, its Directors and subcontractors have not been debarred from participating in
procurement proceeding under Part IV of the Act.

3. THAT what is deponed to herein above is true to the best of my knowledge, information and belief.

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

(Title) (Signature) (Date)

Bidder Official Stamp

Page 43 of 107
 FORM SD2

SELF DECLARATION THAT THE PERSON/TENDERER WILL NOT ENGAGE IN ANY CORRUPT OR
FRAUDULENT PRACTICE.

I, ..................................................................... of P. O. Box.....................................................................being a resident

of.....................................................................in the Republic of.....................................................................do hereby
make a statement as follows: -

1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of.........................

....................................................... (insert name of the Company) who is a Bidder in respect of Tender
No................................... for ……………………... (insert tender title/description) for ……………… (insert
name of the Procuring entity) and duly authorized and competent to make this statement.

2. THAT the aforesaid Bidder, its servants and/or agents /subcontractors will not engage in any corrupt or
fraudulent practice and has not been requested to pay any inducement to any member of the Board,
Management, Staff and/or employees and/or agents of ……………………... (insert name of the Procuring
entity) which is the procuring entity.

3. THAT the aforesaid Bidder, its servants and/or agents/subcontractors have not offered any inducement to
any member of the Board, Management, Staff and/or employees and/or agents of……………………...
(name of the procuring entity).

4. THAT the aforesaid Bidder will not engage /has not engaged in any corrosive practice with other bidders
participating in the subject tender

5. THAT what is deponed to herein above is true to the best of my knowledge information and belief.

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

(Title) (Signature) (Date)

Bidder's Official Stamp

Page 44 of 107
DECLARATION AND COMMITMENT TO THE CODE OF ETHICS

I…………………………………. (person) on behalf of (Name of the Business/Company/Firm) …....……declare

that I have read and fully understood the contents of the Public Procurement & Asset Disposal Act, 2015,
Regulations and the Code of Ethics for persons participating in Public Procurement and Asset Disposal and my
responsibilities under the Code.

I do hereby commit to abide by the provisions of the Code of Ethics for persons participating in Public Procurement
and Asset Disposal.

Name of Authorized signatory………………….....................................................................………………………….

Sign……………............................................................................................

Position………………………………................................................................................................…………………

Office address……………………………….......................………………. Telephone……………………………….

E-mail…………………………………......................................................................................................……………

Name of the Firm/Company…………................................................................................................…………………

Date…………………………………..........................................................................……………………

(Company Seal/ Rubber Stamp where applicable)

Witness

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

Sign………………………………………..........................................................................................................………

Date…………………………………………...................................................................................................
…

Page 45 of 107
iv) APPENDIX 1-FRAUD AND CORRUPTION

(Appendix 1 shall not be modified)

1. Purpose

The Government of Kenya's Anti-Corruption and Economic Crime laws and their sanction's policies and
procedures, Public Procurement and Asset Disposal Act (no. 33 of 2015) and its Regulation, and any other
Kenya's Acts or Regulations related to Fraud and Corruption, and similar offences, shall apply with respect
to Public Procurement Processes and Contracts that are governed by the laws of Kenya.

2. Requirements

The Government of Kenya requires that all parties including Procuring Entities, Tenderers,
(applicants/proposers), Consultants, Contractors and Suppliers; any Sub-contractors, Sub-consultants,
Service providers or Suppliers; any Agents (whether declared or not); and any of their Personnel, involved
and engaged in procurement under Kenya's Laws and Regulation, observe the highest standard of ethics
during the procurement process, selection and contract execution of all contracts, and refrain from Fraud and
Corruption and fully comply with Kenya's laws and Regulations as per paragraphs 1.1 above.

Kenya's public procurement and asset disposal act (no. 33 of 2015) under Section 66 describes rules to be
followed and actions to be taken in dealing with Corrupt, Coercive, Obstructive, Collusive or Fraudulent
practices, and Conflicts of Interest in procurement including consequences for offences committed. A few of
the provisions noted below highlight Kenya's policy of no tolerance for such practices and behavior:
1) A person to whom this Act applies shall not be involved in any corrupt, coercive, obstructive,
collusive or fraudulent practice; or conflicts of interest in any procurement or asset disposal
proceeding;
2) A person referred to under subsection (1) who contravenes the provisions of that sub-section commits
an offence;
3) Without limiting the generality of the subsection (1) and (2), the person shall be: -
a) disqualified from entering into a contract for a procurement or asset disposal proceeding; or
b) if a contract has already been entered into with the person, the contract shall be voidable;
4) The voiding of a contract by the procuring entity under subsection (7) does not limit any legal remedy
the procuring entity may have;

5) An employee or agent of the procuring entity or a member of the Board or committee of the procuring
entity who has a conflict of interest with respect to a procurement: -
a) Shall not take part in the procurement proceedings;
b) Shall not, after a procurement contract has been entered into, take part in any decision relating to
the procurement or contract; and
c) shall not be a subcontractor for the tenderer to whom was awarded contract, or a member of the
group of tenderers to whom the contract was awarded, but the subcontract or appointed shall
meet all the requirements of this Act.

6) An employee, agent or member described in subsection (1) who refrains from doing anything
prohibited under that subsection, but for that subsection, would have been within his or her duties shall
disclose the conflict of interest to the procuring entity;

7) If a person contravenes subsection (1) with respect to a conflict of interest described in subsection (5)
(a) and the contract is awarded to the person or his relative or to another person in whom one of them
had a direct or indirect pecuniary interest, the contract shall be terminated and all costs incurred by the
public entity shall be made good by the awarding officer. Etc.

In compliance with Kenya's laws, regulations and policies mentioned above, the Procuring Entity:
a) Defines broadly, for the purposes of the above provisions, the terms set forth below as follows:
i) “corrupt practice” is the offering, giving, receiving, or soliciting, directly or indirectly, of
anything of value to influence improperly the actions of another party;

Page 46 of 107
 ii) “fraudulent practice” is any act or omission, including misrepresentation, that knowingly or
recklessly misleads, or attempts to mislead, a party to obtain financial or other benefit or to
avoid an obligation;
iii) “collusive practice” is an arrangement between two or more parties designed to achieve an
improper purpose, including to influence improperly the actions of another party;
iv) “coercive practice” is impairing or harming, or threatening to impair or harm, directly or
indirectly, any party or the property of the party to influence improperly the actions of a party;
v) “obstructive practice” is:
• deliberately destroying, falsifying, altering, or concealing of evidence material to the
investigation or making false statements to investigators in order to materially impede
investigation by Public Procurement Regulatory Authority (PPRA) or any other appropriate
authority appointed by Government of Kenya into allegations of a corrupt, fraudulent,
coercive, or collusive practice; and/or threatening, harassing, or intimidating any party to
prevent it from disclosing its knowledge of matters relevant to the investigation or from
pursuing the investigation; or
• acts intended to materially impede the exercise of the PPRA's or the appointed authority's
inspection and audit rights provided for under paragraph 2.3 e. below.

(b) Defines more specifically, in accordance with the above procurement Act provisions set forth for
fraudulent and collusive practices as follows:

"fraudulent practice" includes a misrepresentation of fact in order to influence a procurement or

disposal process or the exercise of a contract to the detriment of the procuring entity or the tenderer or
the contractor, and includes collusive practices amongst tenderers prior to or after tender submission
designed to establish tender prices at artificial non-competitive levels and to deprive the procuring
entity of the benefits of free and open competition.

Rejects a proposal for award of a contract if PPRA determines that the firm or individual
1
c)
recommended for award, any of its personnel, or its agents, or its sub-consultants, sub-contractors,
service providers, suppliers and/ or their employees, has, directly or indirectly, engaged in corrupt,
fraudulent, collusive, coercive, or obstructive practices in competing for the contract in question;

d) Pursuant to the Kenya's above stated Acts and Regulations, may sanction or debar or recommend to
appropriate authority(ies) for sanctioning and debarment of a firm or individual, as applicable under
the Acts and Regulations;

e) Requires that a clause be included in Tender documents and Request for Proposal documents requiring
(i) Tenderers (applicants/proposers), Consultants, Contractors, and Suppliers, and their Sub-
contractors, Sub-consultants, Service providers, Suppliers, Agents personnel, permit the PPRA or any
other appropriate authority appointed by Government of Kenya to inspect 2 all accounts, records and
other documents relating to the procurement process, selection and/or contract execution, and to have
them audited by auditors appointed by the PPRA or any other appropriate authority appointed by
Government of Kenya; and

f) Pursuant to Section 62 of the above Act, requires Applicants/Tenderers to submit along with their
Applications/Tenders/Proposals a “Self-Declaration Form” as included in the procurement document
declaring that they and all parties involved in the procurement process and contract execution have not
engaged/will not engage in any corrupt or fraudulent practices.

Page 47 of 107
 2. TENDERER INFORMATION FORM

[The Tenderer shall fill in this Form in accordance with the instructions indicated below. No alterations to its format
shall be permitted and no substitutions shall be accepted.]

Date: [insert date (as day, month and year) of Tender submission].

ITT No.: [insert number of Tendering process]

Alternative No.: [insert identification No if this is a Tender for an alternative]

1. Tenderer’s Name [insert Tenderer’s legal name]

2. In case of JV, legal name of each member: [insert legal name of each member in JV]
3. Tenderer’s actual or intended country of registration: [insert actual or intended country of registration]

4. Tenderer’s year of registration: [insert Tenderer’s year of registration]

5. Tenderer’s Address in country of registration: [insert Tenderer’s legal address in country of registration]
6. Tenderer’s Authorized Representative Information
Name: [insert Authorized Representative’s name]
Address: [insert Authorized Representative’s Address]
Telephone: [insert Authorized Representative’s telephone/fax numbers]
Email Address: [insert Authorized Representative’s email address]
7. Attached are copies of original documents of [check the box(es) of the attached original documents]
 Articles of Incorporation (or equivalent documents of constitution or association), and/or documents of
registration of the legal entity named above, in accordance with ITT 4.4.
 In case of JV, Form of intent to form JV or JV agreement, in accordance with ITT 4.1.
 Acurrent tax clearance certificate or tax exemption certificate in case of Kenyan tenderers issued by the the
Kenya Revenue Authority in accordance with ITT 4.14.
 In case of state-owned enterprise or institution, in accordance with ITT 4.6 documents establishing:
 Legal and financial autonomy
 Operation under commercial law
 Establishing that the Tenderer is not under the supervision of the agency of the Procuring Entity

8.Included are the organizational chart and a list of Board of Directors.

Page 48 of 107
OTHER FORMS

3. TENDERER'S JV MEMBERS INFORMATION FORM

[The Tenderer shall fill in this Form in accordance with the instructions indicated below. The following table shall
be filled in for the Tenderer and for each member of a Joint Venture]].

Date........................................................... [insert date (as day, month and year) of Tender submission]

ITT No.: ........................................................... [insert number of Tendering process]

Alternative No.: ........................................................... [insert identification No if this is a Tender for an alternative]

1. Tenderer’s Name: [insert Tenderer’s legal name]

2. Tenderer’s JV Member’s name: [insert JV’s Member legal name]

3. Tenderer’s JV Member’s country of registration: [insert JV’s Member country of registration]

4. Tenderer’s JV Member’s year of registration: [insert JV’s Member year of registration]

5. Tenderer’s JV Member’s legal address in country of registration: [insert JV’s Member legal address in
country of registration]

6. Tenderer’s JV Member’s authorized representative information

Name: [insert name of JV’s Member authorized representative]
Address: [insert address of JV’s Member authorized representative]
Telephone/Fax numbers: [insert telephone/fax numbers of JV’s Member authorized representative]
Email Address: [insert email address of JV’s Member authorized representative]

7. Attached are copies of original documents of [check the box(es) of the attached original documents]
 Articles of Incorporation (or equivalent documents of constitution or association), and/or registration
documents of the legal entity named above, in accordance with ITT 4.4.
 In case of a state-owned enterprise or institution, documents establishing legal and financial autonomy,
operation in accordance with commercial law, and that they are not under the supervision of the Procuring
Entity, in accordance with ITT 4.6.
8.Included are the organizational chart and a list of Board of Directors.

Page 49 of 107
FORM OF TENDER SECURITY-[Option 1–Demand Bank Guarantee]

Beneficiary:
Request forTenders No:

Date:
TENDER GUARANTEE No.:
Guarantor:

1. We have been informed that (here inafter called "the Applicant") has submitted or
will submit to the Beneficiary its Tender (here inafter called" the Tender") for the execution of
under Request for Tenders No. (“the ITT”).

2. Furthermore, we understand that, according to the Beneficiary's conditions, Tenders must be supported by a
Tender guarantee.

3. At the request of the Applicant, we, as Guarantor, hereby irrevocably undertake to pay the Beneficiary any sum
or sums not exceeding in total an amount of ( ) upon receipt by us of the
Beneficiary's complying demand, supported by the Beneficiary's statement, whether in the demand itself or a
separate signed document accompanying or identifying the demand, stating that either the Applicant:

(a) has withdrawn its Tender during the period of Tender validity set forth in the Applicant's Letter of Tender (“the
Tender Validity Period”), or any extension thereto provided by the Applicant; or

b) having been notified of the acceptance of its Tender by the Beneficiary during the Tender Validity Period or any
extension there to provided by the Applicant, (i) has failed to execute the contract agreement, or (ii) has failed
to furnish the Performance.

4. This guarantee will expire: (a) if the Applicant is the successful Tenderer, upon our receipt of copies of the
contract agreement signed by the Applicant and the Performance Security and, or (b) if the Applicant is not the
successful Tenderer, upon the earlier of (i) our receipt of a copy of the Beneficiary's notification to the
Applicant of the results of the Tendering process; or (ii) thirty days after the end of the Tender Validity Period.

5. Consequently, any demand for payment under this guarantee must be received by us at the office indicated
above onor before that date.

[signature(s)]

Note: All italicized text is for use in preparing this form and shall be deleted from the final product.

Page 50 of 107
FORMAT OF TENDER SECURITY [Option 2–Insurance Guarantee]

TENDER GUARANTEE No.:

1. Whereas ………… [Name of the tenderer] (hereinafter called “the tenderer”) has submitted its tender
dated ……… [Date of submission of tender] for the …………… [Name and/or description of the tender]
(hereinafter called “the Tender”) for the execution of under Request for Tenders No.
(“the ITT”).

2. KNOW ALL PEOPLE by these presents that WE ………………… of ………… [Name of Insurance
Company] having our registered office at …………… (hereinafter called “the Guarantor”), are bound unto
…………….. [Name of Procuring Entity] (hereinafter called “the Procuring Entity”) in the sum of
………………… (Currency and guarantee amount) for which payment well and truly to be made to the said
Procuring Entity, the Guarantor binds itself, its successors and assigns, jointly and severally, firmly by these
presents.

Sealed with the Common Seal of the said Guarantor this ___day of ______ 20 __.

3. NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if the Applicant:

a) has withdrawn its Tender during the period of Tender validity set forth in the Principal's
Letter of Tender (“the Tender Validity Period”), or any extension thereto provided by the
Principal; or

b) having been notified of the acceptance of its Tender by the Procuring Entity during the Tender
Validity Period or any extension thereto provided by the Principal; (i) failed to execute the
Contract agreement; or (ii) has failed to furnish the Performance Security, in accordance with
the Instructions to tenderers (“ITT”) of the Procuring Entity's Tendering document.

then the guarantee undertakes to immediately pay to the Procuring Entity up to the above amount
upon receipt of the Procuring Entity's first written demand, without the Procuring Entity having to
substantiate its demand, provided that in its demand the Procuring Entity shall state that the demand
arises from the occurrence of any of the above events, specifying which event(s) has occurred.

4. This guarantee will expire: (a) if the Applicant is the successful Tenderer, upon our receipt of
copies of the contract agreement signed by the Applicant and the Performance Security and, or (b)
if the Applicant is not the successful Tenderer, upon the earlier of (i) our receipt of a copy of the
Beneficiary's notification to the Applicant of the results of the Tendering process; or (ii)twenty-eight
days after the end of the Tender Validity Period.

5. Consequently, any demand for payment under this guarantee must be received by us at the office
indicated above on or before that date.

_________________________ ______________________________
[Date ] [Signature of the Guarantor]
_________________________ ______________________________
[Witness] [Seal]

Note: All italicized text is for use in preparing this form and shall be deleted from the final product.

Page 51 of 107
FORM OF TENDER - SECURING DECLARATION

[The Tenderer shall fill in this Form in accordance with the instructions indicated.]

Date:...............................................................[date (as day, month and year)]

ITT No.:........................................................[number of Tendering process]

Alternative No.:...........................................[insert identification No if this is a Tender for an alternative]

To:..............................................................[complete name of Procuring Entity]

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 or submitting proposals in
any contract with the Procuring Entity for the period of time of [number of months or years] 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 to sign the Contract agreement; or (ii) fail or refuse to furnish the Performance
Security, if required, in accordance with the ITT.

We understand this Tender Securing Declaration shall expire if we are not the successful Tenderer, upon the earlier
of (i) our receipt of your notification to us of the name of the successful Tenderer; or (ii) twenty-eight days after the
expiration of our Tender.

Name of the Tenderer*

Name of the person duly authorized to sign the Tender on behalf

of the Tenderer**

Title of the person signing the Tender

Signature of the person named above

Date signed day of ,

*: In the case of the Tender submitted by joint venture specify the name of the Joint Venture as Tenderer

**: Person signing the Tender shall have the power of attorney given by the Tenderer attached to the Tender

[Note: In case of a Joint Venture, the Tender-Securing Declaration must be in the name of all members to the Joint
Venture that submits the Tender.]

Page 52 of 107
QUALIFICATION FORMS

2. FOREIGN TENDERERS 40% RULE

Pursuant to ITT 3.9, a foreign tenderer must complete this form to demonstrate that the tender fulfils this condition.

ITEM Description of Work Item Describe location of COST in Comments, if any

Source K. shillings
A Local Labor
1
2
3
4
5
B Sub contracts from Local sources
1
2
3
4
5
C Local materials
1
2
3
4
5
D Use of Local Plant and Equipment
1
2
3
4
5
E Add any other items
1
2
3
4
5
6
TOTAL COST LOCAL CONTENT XXXXX
PERCENTAGE OF CONTRACT PRICE

Page 53 of 107
 3. FORM EQU: EQUIPMENT

The Tenderer shall provide adequate information to demonstrate clearly that it has the capability to meet the
requirements for the key equipment listed in Section III, Evaluation and Qualification Criteria. A separate Form
shall be prepared for each item of equipment listed, or for alternative equipment proposed by the Tenderer.

Item of equipment

Equipment Name of manufacturer Model and power rating

information
Capacity Year of manufacture

Current status Current location

Details of current commitments

Source Indicate source of the equipment

 Owned  Rented  Leased  Specially manufactured

Omit the following information for equipment owned by the Tenderer.

Owner Name of owner

Address of owner

Telephone Contact name and title

Fax Telex
Agreements Details of rental / lease / manufacture agreements specific to the project

Page 54 of 107
 4. FORM PER-1 Tenderer's/Contractor's

Representative and Key Personnel Schedule

Tenderers should provide the names and details of the suitably qualified Contractor's Representative and Key
Personnel to perform the Contract. The data on their experience should be supplied using the Form PER-2 below
for each candidate.

Tenderer's/Contractor' Representative and Key Personnel.

1. Title of position: Contractor’s Representative

Name of candidate:
Duration of [insert the whole period (start and end dates) for which this position will be
appointment: engaged]
Time commitment: for [insert the number of days/week/months/ that has been scheduled for this
this position: position]
Expected time schedule [insert the expected time schedule for this position (e.g. attach high level
for this position: Gantt chart]
2. Title of position: [______________________]
Name of candidate:
Duration of [insert the whole period (start and end dates) for which this position will be
appointment: engaged]
Time commitment: for [insert the number of days/week/months/ that has been scheduled for this
this position: position]
Expected time schedule [insert the expected time schedule for this position (e.g. attach high level
for this position: Gantt chart]
3. Title of position: [______________________]
Name of candidate:
Duration of [insert the whole period (start and end dates) for which this position will be
appointment: engaged]
Time commitment: for [insert the number of days/week/months/ that has been scheduled for this
this position: position]
Expected time schedule [insert the expected time schedule for this position (e.g. attach high level
for this position: Gantt chart]
4. Title of position: [______________________]
Name of candidate:
Duration of [insert the whole period (start and end dates) for which this position will be
appointment: engaged]
Time commitment: for [insert the number of days/week/months/ that has been scheduled for this
this position: position]
Expected time schedule [insert the expected time schedule for this position (e.g. attach high level
for this position: Gantt chart]
5. Title of position: [insert title]
Name of candidate
Duration of [insert the whole period (start and end dates) for which this position will be
appointment: engaged]
Time commitment: for [insert the number of days/week/months/ that has been scheduled for this
this position: position]
Expected time schedule [insert the expected time schedule for this position (e.g. attach high level
for this position: Gantt chart]

Page 55 of 107
 5. FORM PER - 2:

Resume and Declaration - Contractor's Representative and Key Personnel.

Name of Tenderer________________________________________

Position [#1]: [title of position from Form PER-1]

Personnel Name: Date of birth:

information
Address: E-mail:

Professional qualifications:

Academic qualifications:

Language proficiency: [language and levels of speaking, reading and writing skills]

Details
Address of Procuring Entity:

Telephone: Contact (manager / personnel officer):

Fax:

Job title: Years with present Procuring Entity:

Summarize professional experience in reverse chronological order. Indicate particular technical and managerial
experience relevant to the project.

Duration of
Project Role Relevant experience
involvement
[main [role and
[describe the experience relevant to this
project responsibilities on the [time in role]
position]
details] project]

Page 56 of 107
 Declaration

I, the undersigned............................... [insert either “Contractor's Representative” or “Key Personnel” as

applicable], certify that to the best of my knowledge and belief, the information contained in this Form PER-2
correctly describes myself, my qualifications and my experience.

I confirm that I am available as certified in the following table and throughout the expected time schedule for this
position as provided in the Tender:

Commitment Details
Commitment to duration of contract: [insert period (start and end dates) for which this
Contractor’s Representative or Key Personnel is available
to work on this contract]
Time commitment: [insert period (start and end dates) for which this
Contractor’s Representative or Key Personnel is available
to work on this contract]

I understand that any misrepresentation or omission in this Form may:

a) be taken into consideration during Tender evaluation;

b) result in my disqualification from participating in the Tender;

c) result in my dismissal from the contract.

Name of Contractor's Representative or Key Personnel: [insert name]

Signature:

Date: (day month year):

Countersignature of authorized representative of the Tenderer:

Signature:

Date: (day month year):

Page 57 of 107
 TENDERERS QUALIFICATION WITHOUT PREQUALIFICATION

To establish its qualifications to perform the contract in accordance with Section III, Evaluation and Qualification
Criteria the Tenderer shall provide the information requested in the corresponding Information Sheets included
hereunder.

6. FORM EL I -1.1

Tenderer Information

Form

Date:

ITT No. and title:

Tenderer's name
In case of Joint Venture (JV), name of each member:
Tenderer's actual or intended country of registration:
[indicate country of Constitution]
Tenderer's actual or intended year of incorporation:

Tenderer's legal address [in country of registration]:

Tenderer's authorized representative information

Name: _____________________________________
Address: ___________________________________
Telephone/Fax numbers: _______________________
E-mail address: ______________________________
1. Attached are copies of original documents of
 Articles of Incorporation (or equivalent documents of constitution or association), and/or documents of
registration of the legal entity named above, in accordance with ITT 4.4
 In case of JV, letter of intent to form JV or JV agreement, in accordance with ITT 4.1
 In case of state-owned enterprise or institution, in accordance with ITT 4.6, documents establishing:
 Legal and financial autonomy
 Operation under commercial law
 Establishing that the Tenderer is not under the supervision of the Procuring Entity
2. Included are the organizational chart and a list of Board of Directors.

Page 58 of 107
7. FORM ELI - 1.2

Tenderer's JV Information Form

(to be completed for each member of Tenderer's JV)

Date:

ITT No. and title:

Tenderer’s JV name:

JV member’s name:

JV member’s country of registration:

JV member’s year of constitution:

JV member’s legal address in country of constitution:

JV member’s authorized representative information

Name: ____________________________________
Address: __________________________________
Telephone/Fax numbers: _____________________
E-mail address: _____________________________

1. Attached are copies of original documents of

 Articles of Incorporation (or equivalent documents of constitution or association), and/or registration
documents of the legal entity named above, in accordance with ITT 4.4.
 In case of a state-owned enterprise or institution, documents establishing legal and financial autonomy,
operation in accordance with commercial law, and that they are not under the supervision of the Procuring
Entity, in accordance with ITT 4.6.

2. Included are the organizational chart and a list of Board of Directors.

Page 59 of 107
 8. FORM CON -2

Historical Contract Non-Performance, Pending Litigation and Litigation

History. Tenderer's Name:

Date:

JV Member's Name

ITT No. and title:

Non-Performed Contracts in accordance with Section III, Evaluation and Qualification Criteria
 Contract non-performance did not occur since 1st January [insert year] specified in Section III,
Evaluation and Qualification Criteria, Sub-Factor 2.1.

 Contract(s) not performed since 1st January [insert year] specified in Section III, Evaluation and
Qualification Criteria, requirement 2.1

Year Non- performed Contract Identification Total Contract

portion of Amount (current
contract value, currency,
exchange rate and
Kenya Shilling
equivalent)
[insert [insert amount Contract Identification: [indicate complete contract name/ [insert amount]
year] and percentage] number, and any other identification]
Name of Procuring Entity: [insert full name]
Address of Procuring Entity: [insert street/city/country]
Reason(s) for nonperformance: [indicate main reason(s)]
Pending Litigation, in accordance with Section III, Evaluation and Qualification Criteria
 No pending litigation in accordance with Section III, Evaluation and Qualification Criteria, Sub-
Factor 2.3.
 Pending litigation in accordance with Section III, Evaluation and Qualification Criteria, Sub-Factor 2.3
as indicated below.

Year of Amount in Contract Identification Total Contract Amount (currency),

dispute dispute Kenya Shilling Equivalent (exchange
(currency) rate)
Contract Identification: _________
Name of Procuring Entity: ____________
Address of Procuring Entity: __________
Matter in dispute: ______________
Party who initiated the dispute: ____
Status of dispute: ___________
Contract Identification:
Name of Procuring Entity:
Address of Procuring Entity:
Matter in dispute:
Party who initiated the dispute:
Status of dispute:
Litigation History in accordance with Section III, Evaluation and Qualification Criteria
 No Litigation History in accordance with Section III, Evaluation and Qualification Criteria, Sub-Factor 2.4.
 Litigation History in accordance with Section III, Evaluation and Qualification Criteria, Sub-Factor 2.4 as
indicated below.
Year of Outcome as Contract Identification Total Contract Amount (currency),

Page 60 of 107
Year of Amount in Contract Identification Total Contract Amount (currency),
dispute dispute Kenya Shilling Equivalent (exchange
(currency) rate)
award percentage Kenya Shilling Equivalent
of Net (exchange rate)
Worth
[insert [insert Contract Identification: [indicate [insert amount]
year] percentage] complete contract name, number,
and any other identification]
Name of Procuring Entity: [insert
full name]
Address of Procuring Entity: [insert
street/city/country]
Matter in dispute: [indicate main
issues in dispute]
Party who initiated the dispute:
[indicate “Procuring Entity” or
“Contractor”]
Reason(s) for Litigation and award
decision [indicate main reason(s)]

Page 61 of 107
 9. FORM FIN –3.1:

Financial Situation and Performance

Tenderer's Name:

Date:

JV Member's Name

ITT No. and title:

6.4.1. Financial Data

Type of Financial information Historic information for previous _________years,
in___________________ ______________
(currency) (amount in currency, currency, exchange rate*, USD equivalent)

Year 1 Year 2 Year 3 Year 4 Year 5

Statement of Financial Position (Information from Balance Sheet)

Total Assets (TA)

Total Liabilities (TL)

Total Equity/Net Worth (NW)

Current Assets (CA)

Current Liabilities (CL)

Working Capital (WC)

Information from Income Statement

Total Revenue (TR)

Profits Before Taxes (PBT)

Cash Flow Information

Cash Flow from Operating

Activities

*Refer to ITT 15 for the exchange rate

Page 62 of 107
15. Sources of Finance

Specify sources of finance to meet the cash flow requirements on works currently in progress and for future contract
commitments.

Source of finance Amount (Kenya Shilling

No.
equivalent)
1

Financial documents

The Tenderer and its parties shall provide copies of financial statements for years pursuant Section
III, Evaluation and Qualifications Criteria, Sub-factor 3.1. The financial statements shall:

a) reflect the financial situation of the Tenderer or in case of JV member, and not an affiliated entity (such as
parent company or group member).
b) Be independently audited or certified in accordance with local legislation.
c) Be complete, including all notes to the financial statements.
d) Correspond to accounting periods already completed and audited.
Attached are copies of financial statements for the
2
years required above; and complying with
the requirements

Page 63 of 107
 16. FORM FIN –3.2:

Average Annual Construction Turnover

Tenderer's Name:

Date:

JV Member's Name

ITT No. and title:

Annual turnover data (construction only)

Year Amount Exchange rate Kenya Shilling equivalent
Currency
[indicate year] [insert amount and indicate
currency]

Average
Annual
Construction
Turnover *

* See Section III, Evaluation and Qualification Criteria, Sub-Factor 3.2.

Page 64 of 107
17. FORM FIN -3.3:

Financial Resources

Specify proposed sources of financing, such as liquid assets, unencumbered real assets, lines of credit, and other
financial means, net of current commitments, available to meet the total construction cash flow demands of the
subject contractor contracts as specified in Section III, Evaluation and Qualification Criteria.

Financial Resources
Source of financing Amount (Kenya Shilling
No.
equivalent)
1

18. FORM FIN -3.4:

Current Contract Commitments / Works in Progress

Tenderers and each member to a JV should provide information on their current commitments on all contracts that
have been awarded, or for which a letter of intent or acceptance has been received, or for contracts approaching
completion, but for which an unqualified, full completion certificate has yet to be issued.

No. Name of Contract Procuring Entity’s Value of Outstanding Estimated Average Monthly
Contact Address, Tel, Work Completion Invoicing Over Last
[Current Kenya Shilling Date Six Months
/month Equivalent] [Kenya Shilling
/month)]
1
2
3
4
5

Page 65 of 107
 19. FORM EXP - 4.1

General Relevant Work Experience

Tenderer's Name:

Date:

JV Member's Name

ITT No. and title:

Page of pages

Starting Ending Contract Identification Role of

Year Tenderer
Year

Contract name: ____________________

Brief Description of the Works performed by the
Tenderer: _____________________________
Amount of contract: ___________________
Name of Procuring Entity: ____________________
Address: _____________________________
Contract name: _________________________
Brief Description of the Works performed by the
Tenderer: _____________________________
Amount of contract: ___________________
Name of Procuring Entity: ___________________
Address: _________________________
Contract name: ________________________
Brief Description of the Works performed by the
Tenderer: __________________________
Amount of contract: ___________________
Name of Procuring Entity: ___________________
Address: _________________________

Page 66 of 107
 20. FORM EXP - 4.2 (a)

Specific Work and Management Experience

Tenderer's Name:

Date:

JV Member's Name

ITT No. and title:

Similar Contract No. Information

Contract Identification
Award date
Completion date
Role in Contract Prime Member in Management Sub-
Contractor  JV Contractor contractor
  
Total Contract Amount Kenya Shilling
If member in a JV or sub-contractor,
specify participation in total Contract
amount
Procuring Entity's Name:
Address:
Telephone/fax number
E-mail:
Description of the similarity in
accordance with Sub-Factor 4.2(a) of
Section III:
1. Amount
2. Physical size of required works
items
3. Complexity
4. Methods/Technology
5. Construction rate for key
activities
6. Other Characteristics

Page 67 of 107
 21. FORMEXP- 4.2 (b)

Work Experience in Key Activities

Tenderer's Name:

Date:

Tenderer's JV Member Name:

Sub-contractor's Name3 (as per ITT 34):

ITT No. and title:

All Sub-contractors for key activities must complete the information in this form as per ITT 34 and Section III,
Evaluation and Qualification Criteria, Sub-Factor 4.2.

1. Key Activity No One:

Information
Contract Identification
Award date
Completion date
Role in Contract Prime Member in Management Sub-contractor
Contractor JV Contractor 
  
Total Contract Amount Kenya Shilling
Quantity (Volume, number or rate of Total quantity in Percentage Actual
production, as applicable) performed under the contract participation Quantity
the contract per year or part of the year (i) (ii) Performed
(i) x (ii)
Year 1
Year 2
Year 3
Year 4
Procuring Entity’s Name:
Address:
Telephone/fax number
E-mail:

2. Activity No. Two

3. ...................................................
3
If applicable

Page 68 of 107
SCHEDULE FORMS
WORK SCHEDULES AND SPECIFICATIONS
A. EQUIPMENT

ANNUAL
QUARTELY
SERVICE
SERVICE
CONTRACT
S/No EQUIPMENT UOM QUANTITY CHARGE
RATE PER
VAT
UNIT
INCLUSIVE
(KSHS)
1. TASKALFA 4053Ci Pcs 1
2. TASKALFA 8001i Pcs 1
3. TASKALFA 8003i Pcs 2
4. TASKALFA 820i Pcs 1
5. TASKALFA 180 Pcs 3
6. TASKALFA 181 Pcs 1
7. TASKALFA 6003i Pcs 4
8. KYOCERA M4125 Pcs 6
9. TASKALFA 6003i Pcs 1
10. Cannon Image Runner IR2545i Pcs 1
11. Cannon Image Runner IR2520 Pcs 1
12. CANON iR8205 Pcs 1
GRAND TOTAL (VAT INCL.) (TO BE
TRANSFERRED TO THE FORM OF
TENDER FOR THE ONE YEARS)

B. SUPPLY AND DELIVERY OF GENUINE TONERS (FRAMEWORK AGREEMENT)

S/No Toners UOM UNIT COST(KES)

INCLUSIVE OF VAT
1. TK 8525 Black Pcs

2. TK 8525 Cyan Pcs

3. TK 8525 Magenta Pcs
4. TK 8525 Yellow Pcs
5. TK 6725 Pcs
6. TK 6725 Pcs
7. TK 410 Pcs
8. TK 6705 Pcs
9. TK 6325 Pcs
10. TK 6115 Pcs
11. TK 6115 Pcs
12. TK 6325 Pcs
13. TK 6325 Pcs
14. TK 6325 Pcs
15. TK 6705 Pcs
16. TK 665 Pcs
17. Canon C-EXV32 Black Toner Pcs
18. Canon C-EXV33 Black Toner Pcs
19. Canon C-EXV35 Black Toner Pcs

Page 69 of 107
C. PURCHASE OF SPARE PARTS

UNIT PRICE VAT INCLUSIVE FOR MACHINE PARTS AS

APPLICABLE
Any Other
Maintenanc
Heat/Charge Fuser accessories
S/No Equipment e Kit Drum Developer
Rollers kit/Unit or related
(Complete)
parts
1. TASKALFA
4053Ci
2. TASKALFA 8001i
3. TASKALFA 8003i
4. TASKALFA 820i
5. TASKALFA 180
6. TASKALFA 181
7. TASKALFA 6003i
8. KYOCERA
M4125
9. TASKALFA
6003i
10. Cannon Image
Runner
IR2545i
11. Cannon Image
Runner IR2520
12. CANON iR8205

Page 70 of 107
 The Specifications and Priced Activity Schedules
Date: ______________________,
ITT No: _____________________,
Alternative No: ___________________________

1 2 3 4 5 6 7
Service Description of Services Units Delivery Date Quantity and physical unit Unit price Total Price
Line/ per Service
Package (Col. 5*6)
[insert [insert name and full description of the services required] [Insert number of [insert delivery [insert number of units] [insert unit price [insert total
number such services date at place of per unit] price per unit]
of the required]. final destination
Service] per Service]
E.g. Servicing, Repair & Maintenance of Photocopiers & Printers and No. The service will As per schedule of requirement
Supply of Related Consumables & Spare Parts commence
Service
Line No.
1
No 2

No 3

No 4

Service
Package
No 1
Service
Package
No 2
Service
Package
No 3
Service
Package
No 4
Total Tender Price

Name of Tenderer [insert complete name of Tenderer] Signature of Tenderer [signature of person signing the Tender] Date [insert date]
61

Page 71 of 107
1. Method Statement

[Procuring Entity shall provide main features of the expected method of carrying out the contract, including
indicating the material, personnel and equipment inputs].

Page 72 of 107
4. OTHERS – TIME SCHEDULE

(to be used by Tenderer when alternative Time for Completion is invited in ITT 14.2)

Page 73 of 107
 5. NOTIFICATION OF INTENTION TO AWARD

[This Notification of Intention to Award shall be sent to each Tenderer that submitted a Tender.] [Send this

Notification to the Tenderer's Authorized Representative named in the Tenderer Information Form]

1) For the attention of Tenderer's Authorized Representative Name: .....................................[insert Authorized

Representative's name]
Address: .....................................[insert Authorized Representative's Address]

Telephone numbers: .....................................[insert Authorized Representative's telephone/fax numbers]

Email Address: .....................................[insert Authorized Representative's email address]

[IMPORTANT: insert the date that this Notification is transmitted to Tenderers. The Notification must be sent to
all Tenderers simultaneously. This means on the same date and as close to the same time as possible.]

DATEOFTRANSMISSION: This Notification is sent by: [email/fax] on [date] (local time)

Procuring Entity: .....................................[insert the name of the Procuring Entity]

Contract title: .........................................[insert the name of the contract]

ITT No: .................................................[insert ITT reference number from Procurement Plan].

This Notification of Intention to Award (Notification) notifies you of our decision to award the above contract. The
transmission of this Notification begins the Standstill Period. During the Standstill Period you may:
a) Request a debriefing in relation to the evaluation of your Tender, and/or
b) Submit a Procurement-related Complaint in relation to the decision to award the contract.

(i) The successful Tenderer

Name: [insert name of successful Tenderer]

Address: [insert address of the successful Tenderer]

Contract price: [insert contract price of the successful Tender]

(ii) Other Tenderers [INSTRUCTIONS: insert names of all Tenderers that submitted a Tender. If the
Tender's pricewasevaluatedincludetheevaluatedpriceaswellastheTenderpriceasreadout.]
Evaluated Tender price
Name of Tenderer Tender price
(if applicable)

[insert name] [insert Tender price] [insert evaluated price]

[insert name] [insert Tender price] [insert evaluated price]

[insert name] [insert Tender price] [insert evaluated price]

[insert name] [insert Tender price] [insert evaluated price]

[insert name] [insert Tender price] [insert evaluated price]

Page 74 of 107
2) How to request a debriefing.

DEADLINE: The deadline to request a debriefing expires at midnight on [insert date] (local time).
You may request a debriefing in relation to the results of the evaluation of your Tender. If you decide to
request a debriefing your written request must be made within three (3) Business Days of receipt of this
Notification of Intention to Award.

Provide the contract name, reference number, name of the Tenderer, contact details; and address the request
for debriefing as follows:

Attention: .................................................[insert full name of person, if applicable]

Title/position: ..........................................[insert title/position]
Agency: ..................................................[insert name of Procuring Entity]
Email address: ......................................[insert email address]

If your request for a debriefing is received within the 3 Business Days deadline, we will provide the
debriefing within five (5) Business Days of receipt of your request. If we are unable to provide the debriefing
within this period, the Standstill Period shall be extended by five (5) Business Days after the date that the
debriefing is provided. If this happens, we will notify you and confirm the date that the extended Standstill
Period will end.

The debriefing may be in writing, by phone, video conference call or in person. We shall promptly advise
you in writing how the debriefing will take place and confirm the date and time.

If the deadline to request a debriefing has expired, you may still request a debriefing. In this case, we will
provide the debriefing as soon as practicable, and normally no later than fifteen (15) Business Days from the
date of publication of the Contract Award Notice.

3) How to make a complaint?

Period: Procurement-related Complaint challenging the decision to award shall be submitted by

[insert date and time].

Provide the contract name, reference number, name of the Tenderer, contact details; and address the
Procurement-related Complaint as follows:
Attention: ...................................... [insert full name of person, if applicable]
Title/position: ......................................[insert title/position]
Agency: ...................................... [insert name of Procuring Entity]
Email address: ...................................... [insert email address]

At this point in the procurement process, you may submit a Procurement-related Complaint challenging the
decision to award the contract. You do not need to have requested, or received, a debriefing before making
this complaint. Your complaint must be submitted within the Standstill Period and received by us before the
Standstill Period ends.

In summary, there are four essential requirements:

1. You must be an 'interested party'. In this case, that means a Tenderer who submitted a Tender in this
tendering process, and is the recipient of a Notification of Intention to Award.
2. The complaint can only challenge the decision to award the contract.
3. You must submit the complaint within the period stated above.
4. You must include, in your complaint, all of the information required to support the complaint.
5. The application must be accompanied by the fees set out in the Procurement Regulations, which shall not
be
refundable (information available from the Public Procurement Authority at
[email protected]

Page 75 of 107
4) Standstill Period [email protected] or

DEADLINE: The Standstill Period is due to end at midnight on [insert date] (local time).

The Standstill Period lasts ten (10) Business Days after the date of transmission of this Notification of Intention to
Award.

The Standstill Period may be extended as stated in Section 4 above. If you have

any questions regarding this Notification pleased don’t hesitate to contact us. On

behalf of the Procuring Entity:

Signature:
Name:
Title/position:

Telephone:
Email:

Page 76 of 107
 2. Request for Review

FORM FOR REVIEW (r.203(1))

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO……………. OF……….….20……...

BETWEEN

…………………………...………………………………. APPLICANT

AND

…………………………………RESPONDENT (Procuring Entity)

Request for review of the decision of the…………… (Name of the Procuring Entity of ……………dated the…day of
………….20……….in the matter of Tender No………...…of …………...20…... for .........(Tender description).

REQUEST FOR REVIEW

I/We……………………………, the above named Applicant(s), of address: Physical address……………. P. O. Box No………….
Tel. No……...Email ……………, hereby request the Public Procurement Administrative Review Board to review the whole/part of
the above mentioned decision on the following grounds, namely:
1.
2.
By this memorandum, the Applicant requests the Board for an order/orders that:
1.
2.
SIGNED ………………. (Applicant) Dated on……………. day of ……………/…20……
___________________________________________________________________________
FOR OFFICIAL USE ONLY Lodged with the Secretary Public Procurement Administrative Review Board on…………day of
………....20….………
SIGNED
Board Secretary

Page 77 of 107
3. LETTER OF AWARD

[Form head paper of the Procuring Entity] [date] To: ......[name and address of the Service Provider]

This is to notify you that your Tender dated [date] for execution of the [name of the Contract and identification
number, as given in the Special Conditions of Contract] for the Contract Price of the equivalent of [amount in
numbers and words] [name of currency], as corrected and modified in accordance with the Instructions to
Tenderers is hereby accepted by us (Procuring Entity).

You are requested to furnish the Performance Security within 28 days in accordance with the Conditions of
Contract, using, for that purpose, one of the Performance Security Forms included in Section X, Contract Forms, of
the tender document.

Please return the attached Contract dully signed Authorized Signature:

Name and Title of Signatory:

Name of Agency:

Attachment: Contract

Page 78 of 107
4. FORM OF CONTRACT [Form head paper of the Procuring Entity]

LUMP-SUMREMUNERATION

This CONTRACT (herein after called the “Contract”) is made the [day] day of the month of [month], [year],
between, on the one hand, [name of Procuring Entity] (herein after called the “Procuring Entity”) and, on the other
hand, [name of Service Provider] (herein after called the “Service Provider”).

[Note: In the text below text in brackets is optional; all notes should be deleted in final text. If the Service Provider
consist of more than one entity, the above should be partially amended to read as follows: “… (herein after called
the “Procuring Entity”) and, on the other hand, a joint venture consisting of the following entities, each of which
will be jointly and severally liable to the Procuring Entity for all the Service Provider's obligations under this
Contract, namely, [name of Service Provider] and [name of Service Provider] (herein after called the “Service
Provider”).]

WHEREAS
a) the Procuring Entity has requested the Service Provider to provide certain Services as defined in the General
Conditions of Contract attached to this Contract (herein after called the “Services”);
b) the Service Provider, having represented to the Procuring Entity that they have the required professional
skills, and personnel and technical resources, have agreed to provide the Services on the terms and conditions
set forth in this Contract at a contract price of……………………;

NOW THEREFORE the parties hereto hereby agree as follows:

1. The following documents shall be deemed to form and be read and construed as part of this Agreement, and
the priority of the documents shall be as follows:
a) The Form of Acceptance;
b) The Service Provider's Tender
c) The Special Conditions of Contract;
d) The General Conditions of Contract;
e) The Specifications and the Priced Activity Schedule; and
f) The following Appendices: [Note: If any of these Appendices are not used, the words “Not Used”
should be inserted below next to the title of the Appendix and on the sheet attached hereto carrying the
title of that Appendix.]

Appendix A: Description of the Services

Appendix B: Schedule of Payments
Appendix C: Subcontractors Appendix
D: Breakdown of Contract Price

2. The mutual rights and obligations of the Procuring Entity and the Service Provider shall be as set forth in the
Contract, in particular:
a) The Service Provider shall carry out the Services in accordance with the provisions of the Contract; and
b) The Procuring Entity shall make payments to the Service Provider in accordance with the provisions
of the Contract.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in the irrespective names as of
the day and year first above written.

For and on behalf of [name of Procuring

Entity] [Authorized Representative]

Page 79 of 107
For and on behalf of [name of Service

Provider] [Authorized Representative]

[Note: If the Service Provider consists of more than one entity, all these entities should appear as signatories, e.g.,
in the following manner:]

For and on behalf of each of the Members of the Service Provider

[name of member]

[Authorized Representative]

[name of member]

[Authorized Representative]

Page 80 of 107
PART II – PROCURING ENTITY'S REQUIREMENTS

Page 81 of 107
SECTION VII - ACTIVITY SCHEDULE

Objectives

The objectives of the Activity Schedule are:-

(a) to provide sufficient information on the quantities of Services to be performed to enable Tenders to be
prepared efficiently and accurately; and
(b) when a Contract has been entered into, to provide a priced Activity Schedule for use in the periodic valuation
of Services executed.

In order to attain these objectives, Services should be itemized in the Activity Schedule insufficient detail to
distinguish between the different classes of Services, or between Services of the same nature carried out in different
locations or in other circumstances which may give rise to different considerations of cost. Consistent with these
requirements, the layout and content of the Activity Schedule should be as simple and brief as possible.

Day work Schedule

A Day work Schedule should be included only if the probability of unforeseen work, outside the items included in
the Activity Schedule, is high. To facilitate checking by the Procuring Entity of the realism of rates quoted by the
Tenderers, the Day work Schedule should normally comprise the following:

a) A list of the various classes of Services, labor, materials, and plant for which basic day work rates or prices
are to be inserted by the Tenderer, together with a statement of the conditions under which the Service
Provider will be paid for services delivered on a day work basis.
b) Nominal quantities for each item of Day work, to be priced by each Tenderer at Day work rates as Tender.
The rate to be entered by the Tenderer against each basic Day work item should include the Service
Provider's profit, overheads, supervision, and other charges.

Provisional Sums

The estimated cost of specialized services to be carried out, or of special goods to be supplied, by other Service
Providers should be indicated in the relevant part of the Activity Schedule as a particular provisional sum with an
appropriate brief description. A separate procurement procedure is normally carried out by the Procuring Entity to
select such specialized Service Providers. To provide an element of competition among the Tenderers in respect of
any facilities, amenities, attendance, etc., to be provided by the successful Tenderer as prime Service Provider for
the use and convenience of the specialist contractors, each related provisional sum should be followed by an item in
the Activity Schedule inviting the Tenderer to quote a sum for such amenities, facilities, attendance, etc.

These Notes for Preparing an Activity Schedule are intended only as information for the Procuring Entity or the
person drafting the tendering document. They should not be included in the final documents.

Page 82 of 107
PERFORMANCE SPECIFICATIONS AND DRAWINGS

(Describe Out puts and Performances, rather than Inputs, wherever

possible) Notes on Specifications

A set of precise and clear specifications is a prerequisite for Tenderers to respond realistically and competitively to
the requirements of the Procuring Entity without qualifying or conditioning their Tenders. In the context of
international competitive Tendering, the specifications must be drafted to permit the widest possible competition
and, at the same time, present a clear statement of the required standards of workmanship, materials, and
performance of the goods and services to be procured. Only if this is done will the objectives of economy,
efficiency, and fairness in procurement be realized, responsiveness of Tenders be ensured, and the subsequent task
of Tender evaluation facilitated. The specifications should require that all goods and materials to be incorporated in
the Services be new, unused, of the most recent or current models, and incorporate all recent improvements in
design and materials unless provided otherwise in the Contract.

Samples of specifications from previous similar projects are useful in this respect. The use of metric units is
encouraged. Most specifications are normally written specially by the Procuring Entity to suit the Contract in hand.
There is no standard set of Specifications for universal application in all sectors, but there are established principles
and practices, which are reflected in this document

There are considerable advantages in standardizing General Specifications for repetitive Services in recognized
public sectors, such as education, health, sanitation, social and urban housing, roads, ports, railways, irrigation, and
water supply, in the same country or region where similar conditions prevail. The General Specifications should
cover all classes of workmanship, materials, and equipment commonly involved in the provision of Services,
although not necessarily to be used in a particular Services Contract. Deletions or addenda should then adapt the
General Specifications to the particular Services.

Care must be taken in drafting specifications to ensure that they are not restrictive. In the specification of standards
for goods, materials, Services, and workmanship, recognized international standards should be used as much as
possible. Where other particular standards are used, whether national standards of Kenya or other standards, the
specifications should state that goods, materials, Services and workmanship that meet other authoritative standards,
and which ensure substantially equal or higher quality than the standards mentioned, will also be acceptable.

If technical alternatives for parts of the Services are permitted in the tendering document, these parts shall be
described in this Section.

These Notes for Preparing Specifications are intended only as information for the Procuring Entity or the person
drafting the tendering document.

Page 83 of 107
SECTION VIII - GENERAL CONDITIONS OF CONTRACT

1. General Provisions

1.1 Definitions

Unless the context otherwise requires, the following terms whenever used in this Contract have the following
meanings:
a) The Adjudicator is the person appointed jointly by the Procuring Entity and the Service Provider to
resolve disputes in the first instance, as provided for in Sub-Clause 8.2 hereunder.
b) “Activity Schedule” is the priced and completed list of items of Services to be performed by the Service
Provider forming part of his Tender;
d) “Completion Date” means the date of completion of the Services by the Service Provider as certified by
the Procuring Entity
e) “Contract” means the Contract signed by the Parties, to which these General Conditions of Contract
(GCC) are attached, together with all the documents listed in Clause1of such signed Contract;
f) “Contract Price” means the price to be paid for the performance of the Services, in accordance with
Clause 6;
g) “Day works” means varied work inputs subject to payment on a time basis for the Service Provider's
employees and equipment, in addition to payments for associated materials and administration.
h) “Procuring Entity” means the Procuring Entity or party who employs the Service Provider
i) “Foreign Currency” means any currency other than the currency of Kenya;
j) “GCC” means these General Conditions of Contract;
k) “Government” means the Government of Kenya;
l) “Local Currency” means Kenya shilling;
m) “Member,” in case the Service Provider consist of a joint venture of more than one entity, means any of
these entities; “Members” means all these entities, and “Member in Charge” means the entity specified
in the SC to act on their behalf in exercising all the Service Provider' rights and obligations towards the
Procuring Entity under this Contract;
n) “Party” means the Procuring Entity or the Service Provider, as the case may be, and “Parties” means
both of them;
o) “Personnel” means persons hired by the Service Provider or by any Subcontractor as employees and
assigned to the performance of the Services or any part thereof;
p) “Service Provider” is a person or corporate body whose Tender to provide the Services has been
accepted by the Procuring Entity;
q) “Service Provider's Tender” means the completed Tendering Document submitted by the Service
Provider to the Procuring Entity
r) “SCC” means the Special Conditions of Contract by which the GCC may be amended or supplemented;
s) “Specifications” means the specifications of the service included in the Tendering Document submitted
by the Service Provider to the Procuring Entity
t) “Services” means the work to be performed by the Service Provider pursuant to this Contract, as
described in Appendix A; and in the Specifications and Schedule of Activities included in the Service
Provider's Tender.
u) “Subcontractor” means any entity to which the Service Provider subcontracts any part of the Services in
accordance with the provisions of Sub-Clauses 3.5 and 4;
v) “Public Procurement Regulatory Authority (PPRA)” shall mean the Government Agency responsible
for oversight of public procurement.
w) “Project Manager” shall the person appointed by the Procuring Entity to act as the Project Manager for
the purposes of the Contract and named in the Particular Conditions of Contract, or other person
appointed from time to time by the Procuring Entity and notified to the Contractor.

Page 84 of 107
 x) “Notice of Dissatisfaction” means the notice given by either Party to the other indicating its
dissatisfaction and intention to commence arbitration.

1.2 Applicable Law

The Contract shall be interpreted in accordance with the laws of Kenya.

1.3 Language

This Contract has been executed in the English language, which shall be the binding and controlling
language for all matters relating to the meaning or interpretation of this Contract.

1.4 Notices

Any notice, request, or consent made pursuant to this Contract shall be in writing and shall be deemed to
have been made when delivered in person to an authorized representative of the Party to whom the
communication is addressed, or when sent by registered mail, hand delivery, or email to such Party at the
address specified in the SCC.

1.5 Location

The Services shall be performed at such locations as are specified in Appendix A, in the specifications and,
where the location of a particular task is not so specified, at such locations, whether in Kenya or elsewhere,
as the Procuring Entity may approve.

1.6 Authorized Representatives

Any action required or permitted to be taken, and any document required or permitted to be executed, under
this Contract by the Procuring Entity or the Service Provider may be taken or executed by the officials
specified in the SCC.

1.7 Inspection and Audit by the PPRA

Pursuant to paragraph 2.2 e. of Attachment 1 to the General Conditions, the Service Provider shall permit
and shall cause its subcontractors and sub-consultants to permit, PPRA and/or persons appointed by PPRA to
inspect the Site and/or the accounts and records relating to the procurement process, selection and/or contract
execution, and to have such accounts and records audited by auditors appointed by PPRA. The Service
Provider's and its Subcontractors' and sub-consultants' attention is drawn to Sub-Clause 3.10 which provides,
inter alia, that acts intended to materially impede the exercise of PPRA's inspection and audit rights
constitute a prohibited practice subject to contract termination (as well as to a determination of ineligibility
pursuant to PPRA's prevailing sanctions procedures).

1.8 Taxes and Duties

The Service Provider, Subcontractors, and their Personnel shall pay such taxes, duties, fees, and other
impositions as may be levied under the Applicable Law, the amount of which is deemed to have been
included in the Contract Price.

2. Commencement, Completion, Modification, and Termination of Contract

2.1 Effectiveness of Contract

This Contract shall come into effect on the date the Contract is signed by both parties or such other later date
as may be stated in the SCC.

2.2 Commencement of Services

The Service Provider shall start carrying out the Services thirty (30) days after the date the Contract becomes
effective, or at such other date as may be specified in the SCC.

Page 85 of 107
 2.3 Intended Completion Date

Unless terminated earlier pursuant to Sub-Clause 2.6, the Service Provider shall complete the activities by
the Intended Completion Date, as is specified in the SCC. If the Service Provider does not complete the
activities by the Intended Completion Date, it shall be liable to pay liquidated damage as per Sub-Clause 3.8.
In this case, the Completion Date will be the date of completion of all activities.

2.4 Modification

Modification of the terms and conditions of this Contract, including any modification of the scope of the
Services or of the Contract Price, may only be made by written agreement between the Parties.

2.5 Value Engineering

2.5.1 The Service Provider may prepare, at its own cost, a value engineering proposal at any time during the
performance of the contract. The value engineering proposal shall, at a minimum, include the following;
a) The proposed change(s), and a description of the difference to the existing contract requirements;
b) a full cost/benefit analysis of the proposed change(s) including a description and estimate of costs
(including life cycle costs, if applicable) the Procuring Entity may incur in implementing the value
engineering proposal; and
c) a description of any effect(s) of the change on performance/functionality.

2.5.2 The Procuring Entity may accept the value engineering proposal if the proposal demonstrates benefits that:
a) accelerates the delivery period; or
b) reduces the Contract Price or the lifecycle costs to the Procuring Entity; or
c) improves the quality, efficiency, safety or sustainability of the services; or
d) yields any other benefits to the Procuring Entity, without compromising the necessary functions of the
Facilities.

2.5.3 If the value engineering proposal is approved by the Procuring Entity and results in:
a) a reduction of the Contract Price; the amount to be paid to the Service Provider shall be the percentage
specified in the SCC of the reduction in the Contract Price; or
b) an increase in the Contract Price; but results in a reduction in lifecycle costs due to any benefit described in
(a) to (d) above, the amount to be paid to the Service Provider shall be the full increase in the Contract
Price.

2.6 Force Majeure

2.6.1 Definition

For the purposes of this Contract, “Force Majeure” means an event which is beyond the reasonable control of
a Party and which makes a Party's performance of its obligations under the Contract impossible or so
impractical as to be considered impossible under the circumstances.

2.6.2 No Breach of Contract

The failure of a Party to fulfill any of its obligations under the contract shall not be considered to be a breach
of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided
that the Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable
alternative Measures in order to carry out the terms and conditions of this Contract, and (b) has informed the
other Party as soon as possible about the occurrence of such an event.

2.6.3 Extension of Time

Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be
extended for a period equal to the time during which such Party was unable to perform such action as a result
of Force Majeure.

2.6.5 Payments

Page 86 of 107
 During the period of their inability to perform the Services as a result of an event of Force Majeure, the
Service Provider shall be entitled to continue to be paid under the terms of this Contract, as well as to be
reimbursed for additional costs reasonably and necessarily incurred by them during such period for the
purposes of the Services and in reactivating the Service after the end of such period.

2.7 Termination

2.7.1 By the Procuring Entity

The Procuring Entity may terminate this Contract, by not less than thirty (30) days' written notice of
termination to the Service Provider, to be given after the occurrence of any of the events specified in
paragraphs (a) through
(d) of this Sub-Clause 2.6.1:
a) If the Service Provider does not remedy a failure in the performance of its obligations under the
Contract, within thirty (30) days after being notified or within any further period as the Procuring Entity
may have subsequently approved in writing;
b) If the Service Provider become insolvent or bankrupt;
c) if, as the result of Force Majeure, the Service Provider is unable to perform a material portion of the
Services for a period of not less than sixty (60) days; or
d) if the Service Provider, in the judgment of the Procuring Entity has engaged in Fraud and Corruption, as
defined in paragraph 2.2 a. of Attachment 1 to the GCC, in competing for or in executing the Contract

2.7.2 By the Service Provider

The Service Provider may terminate this Contract, by not less than thirty (30) days' written notice to the
Procuring Entity, such notice to be given after the occurrence of any of the events specified in paragraphs (a)
and
(b) of this Sub-Clause 2.6.2:
a) If the Procuring Entity fails to pay any monies due to the Service Provider pursuant to this Contract and
not subject to dispute pursuant to Clause 7 within forty-five (45) days after receiving written notice
from the Service Provider that such payment is overdue; or
b) if, as the result of Force Majeure, the Service Provider is unable to perform a material portion of the
Services for a period of not less than sixty (60) days.

2.7.3 Payment upon Termination

Upon termination of this Contract pursuant to Sub-Clauses 2.6.1 or 2.6.2, the Procuring Entity shall make the
following payments to the Service Provider:
a) remuneration pursuant to Clause 6 for Services satisfactorily performed prior to the effective date of
termination;
b) except in the case of termination pursuant to paragraphs (a), (b), (d) of Sub-Clause 2.6.1,
reimbursement of any reasonable cost incident to the prompt and orderly termination of the Contract,
including the cost of the return travel of the Personnel.

3. Obligations of the Service Provider

3.1 General

The Service Provider shall perform the Services in accordance with the Specifications and the Activity
Schedule, and carry out its obligations with all due diligence, efficiency, and economy, in accordance with
generally accepted professional techniques and practices, and shall observe sound management practices, and
employ appropriate advanced technology and safe methods. The Service Provider shall always act, in respect
of any matter relating to this Contractor to the Services, as faithful adviser to the Procuring Entity, and shall
at all times support and safeguard the Procuring Entity's legitimate interests in any dealings with
Subcontractors or third parties.

3.2 Conflict of Interests

Page 87 of 107
3.2.1 Service Provider Not to Benefit from Commissions and Discounts.

The remuneration of the Service Provider pursuant to Clause 6 shall constitute the Service Provider's sole
remuneration in connection with this Contract or the Services, and the Service Provider shall not accept for
their own benefit any trade commission, discount, or similar payment in connection with activities pursuant
to this Contract or to the Services or in the discharge of their obligations under the Contract, and the Service
Provider shall use their best efforts to ensure that the Personnel, any Subcontractors, and agents of either of
them similarly shall not receive any such additional remuneration.

3.2.2 Service Provider and Affiliates Not to be Otherwise Interested in Project

The Service Provider agree that, during the term of this Contract and after its termination, the Service
Provider and its affiliates, as well as any Subcontractor and any of its affiliates, shall be disqualified from
providing goods, works, or Services (other than the Services and any continuation thereof) for any project
resulting from or closely related to the Services.

3.2.3 Prohibition of Conflicting Activities

Neither the Service Provider nor its Subcontractors nor the Personnel shall engage, either directly or
indirectly, in any of the following activities:
a) During the term of this Contract, any business or professional activities in Kenya which would conflict
with the activities assigned to them under this Contract;
b) during the term of this Contract, neither the Service Provider nor their Subcontractors shall hire public
employees in active duty or on any type of leave, to perform any activity under this Contract;
c) after the termination of this Contract, such other activities as may be specified in the SCC.

3.3 Confidentiality

The Service Provider, its Subcontractors, and the Personnel of either of them shall not, either during the term
or within two (2) years after the expiration of this Contract, disclose any proprietary or confidential
information relating to the Project, the Services, this Contract, or the Procuring Entity's business or
operations without the prior written consent of the Procuring Entity.

3.4 The Service Provider (a) shall take out and maintain, and shall cause any Subcontractors to take out and
maintain, at its (or the Subcontractors', as the case may be) own cost but on terms and conditions approved
by the Procuring Entity, insurance against the risks, and for the coverage, as shall be specified in the SCC;
and (b) at the Procuring Entity's request, shall provide evidence to the Procuring Entity showing that such
insurance has been taken out and maintained and that the current premiums have been paid.

3.5 Service Provider's Actions Requiring Procuring Entity's Prior Approval

The Service Provider shall obtain the Procuring Entity's prior approval in writing before taking any of the
following actions:
a) enteringintoasubcontractfortheperformanceofanypartoftheServices,

b) appointing such members of the Personnel not listed by name in Appendix C (“Key Personnel and
Subcontractors”),
c) changing the Program of activities; and
d) any other action that may be specified in the SCC.

3.6 Reporting Obligations

The Service Provider shall submit to the Procuring Entity the reports and documents specified in Appendix
Bin the form, in the numbers, and within the periods set forth in the said Appendix.

3.7 Documents Prepared by the Service Provider to Be the Property of the Procuring Entity

All plans, drawings, specifications, designs, reports, and other documents and software submitted by the
Service Provider in accordance with Sub-Clause 3.6 shall become and remain the property of the Procuring
Page 88 of 107
 Entity, and the Service Provider shall, not later than upon termination or expiration of this Contract, deliver
all such documents and software to the Procuring Entity, together with a detailed inventory thereof. The
Service Provider may retain a copy of such documents and software. Restrictions about the future use of
these documents, if any, shall be specified in the SCC.

3.8 Liquidated Damages

3.8.1 Payments of Liquidated Damages

The Service Provider shall pay liquidated damages to the Procuring Entity at the rate per day stated in the
SCC for each day that the Completion Date is later than the Intended Completion Date. The total amount of
liquidated damages shall not exceed the amount defined in the SCC. The Procuring Entity may deduct
liquidated damages from payments due to the Service Provider. Payment of liquidated damages shall not
affect the Service Provider's liabilities.

3.8.2 Correction for Over-payment

If the Intended Completion Date is extended after liquidated damages have been paid, the Procuring Entity
shall correct any overpayment of liquidated damages by the Service Provider by adjusting the next payment
certificate. The Service Provider shall be paid interest on the overpayment, calculated from the date of
payment to the date of repayment, at the rates specified in Sub-Clause 6.5.

3.8.3 Lack of performance penalty

If the Service Provider has not corrected a Defect within the time specified in the Procuring Entity's notice, a
penalty for Lack of performance will be paid by the Service Provider. The amount to be paid will be
calculated as a percentage of the cost of having the Defect corrected, assessed as described in Sub-Clause 7.2
and specified in the SCC.

3.9 Performance Security

The Service Provider shall provide the Performance Security to the Procuring Entity no later than the date
specified in the Form of acceptance. The Performance Security shall be issued in an amount and form and by
a bank or surety acceptable to the Procuring Entity, and denominated in the types and proportions of the
currencies in which the Contract Price is payable. The performance Security shall be valid until a date 28 day
from the Completion Date of the Contract in case of a bank guarantee, and until one year from the
Completion Date of the Contract in the case of a Performance Bond.

3.10 Fraud and Corruption

The Procuring Entity requires compliance with the Government's Anti-Corruption laws and its prevailing
sanctions. The Procuring Entity requires the Service Provider to disclose any commissions or fees that may
have been paid or are to be paid to agents or any other party with respect to the tendering process or
execution of the Contract. The information disclosed must include at least the name and address of the agent
or other party, the amount and currency, and the purpose of the commission, gratuity or fee.

3.11 Sustainable Procurement

The Service Provider shall conform to the sustainable procurement contractual provisions, if and as specified
in the SCC.

4. Service Provider's Personnel

4.1 Description of Personnel

The titles, agreed job descriptions, minimum qualifications, and estimated periods of engagement in the
carrying out of the Services of the Service Provider's Key Personnel are described in Appendix C. The Key
Personnel and Subcontractors listed by title as well as by name in Appendix C are hereby approved by the
Procuring Entity.

Page 89 of 107
 4.2 Removal and/or Replacement of Personnel
a) Except as the Procuring Entity may otherwise agree, no changes shall be made in the Key Personnel. If,
for any reason beyond the reasonable control of the Service Provider, it becomes necessary to replace
any of the Key Personnel, the Service Provider shall provide as a replacement a person of equivalent or
better qualifications.
b) If the Procuring Entity finds that any of the Personnel have (i) committed serious misconduct or have
been charged with having committed a criminal action, or (ii) have reasonable cause to be dissatisfied
with the performance of any of the Personnel, then the Service Provider shall, at the Procuring Entity's
written request specifying the grounds thereof, provide as a replacement a person with qualifications
and experience acceptable to the Procuring Entity.
c) The Service Provider shall have no claim for additional costs arising out of or incidental to any removal
and/or replacement of Personnel.

5. Obligations of the Procuring Entity

5.1 Assistance and Exemptions

The Procuring Entity shall use its best efforts to ensure that the Government shall provide the Service Provider
such assistance and exemptions as specified in the SCC.

5.2 Change in the Applicable Law

If, after the date of this Contract, there is any change in the Applicable Law with respect to taxes and duties
which increases or decreases the cost of the Services rendered by the Service Provider, then the remuneration
and reimbursable expenses otherwise payable to the Service Provider under this Contract shall be increased or
decreased accordingly by agreement between the Parties, and corresponding adjustments shall be made to the
amounts referred to in Sub-Clauses 6.2 (a) or (b), as the case may be.

5.3 Services and Facilities

The Procuring Entity shall make available to the Service Provider the Services and Facilities listed under
Appendix F.

6. Payments to the Service Provider

6.1 Lump-Sum Remuneration

6.1.1 The Service Provider's remuneration shall not exceed the Contract Price and shall be a fixed lump-sum
including all Subcontractors' costs, and all other costs incurred by the Service Provider in carrying out the
Services described in Appendix A. Except as provided in Sub-Clause 5.2, the Contract Price may only be
increased above the amounts stated in Sub-Clause 6.2 if the Parties have agreed to additional payments in
accordance with Sub- Clauses 2.4 and 6.3.

6.1.2 Where the contract price is different from the corrected tender price, in order to ensure the contract or is not
paid less or more relative to the contract price (which would be the tender price), any part payment valuation
and variation orders on omissions and additions valued based on rates in the schedule of rates in the Tender,
will be adjusted by a plus or minus percentage. The percentage already worked out during tender evaluation
is worked out as follows: (corrected tender price-tender price)/tenderpriceX100.

6.2 Contract Price

a) The price payable is set forth in the SCC.
b) No price will be payable in foreign currency.

6.3 Payment for Additional Services, and Performance Incentive Compensation

6.3.1 For the purpose of determining the remuneration due for additional Services as may be agreed under Sub-
Clause 2.4, a breakdown of the lump-sum price is provided in Appendices D and E.

6.3.2 If the SCC so specify, the service provider shall be paid performance incentive compensation as set out in

Page 90 of 107
 the Performance Incentive Compensation appendix.

6.4 Terms and Conditions of Payment

Payments will be made to the Service Provider according to the payment schedule stated in the SCC.
Unless otherwise stated in the SCC, the advance payment (Advance for Mobilization, Materials and
Supplies) shall be made against the provision by the Service Provider of a bank guarantee for the same
amount, and shall be valid for the period stated in the SCC. Any other payment shall be made after the
conditions listed in the SCC for such payment have been met, and the Service Provider have submitted an
invoice to the Procuring Entity specifying the amount due.

6.5 Interest on Delayed Payments

If the Procuring Entity has delayed payments beyond thirty (30) days after the due date stated in the SCC,
interest shall be paid to the Service Provider for each day of delay at the rate stated in the SCC.

6.6 Price Adjustment

6.6.1 Prices shall be adjusted for fluctuations in the cost of inputs only if provided for in the SCC. If so
provided, the amounts certified in each payment certificate, after deducting for Advance Payment, shall be
adjusted by applying the respective price adjustment factor to the payment amounts due in each currency. A
separate formula of the type indicated below applies to each Contract currency:

Pc = Ac + B c Lmc/Loc + Cc Imc/Ioc

Where:
Pc is the adjustment factor for the portion of the Contract Price payable in a specific currency “c”.
Ac, Bc and Cc are coefficients specified in the SCC, representing: Ac the non-adjustable portion; Bc the
adjustable portion relative to labor costs and Cc the adjustable portion for other inputs, of the Contract Price
payable in that specific currency “c”; and
Lmc is the index prevailing at the first day of the month of the corresponding invoice date and Loc is the
index prevailing 28 days before Tender opening for labor; both in the specific currency “c”.
Imc is the index prevailing at the first day of the month of the corresponding invoice date and Ioc is the index
prevailing 28 days before Tender opening for other inputs payable; both in the specific currency “c”.
If a price adjustment factor is applied to payments made in a currency other than the currency of the source
of the index for a particular indexed input, a correction factor Zo/Zn will be applied to the respective
component factor of pn for the formula of the relevant currency. Zo is the number of units of Kenya Shillings
of the index, equivalent to one unit of the currency payment on the date of the base index, and Zn is the
corresponding number of such currency units on the date of the current index.

6.6.2 If the value of the index is changed after it has been used in a calculation, the calculation shall be corrected
and an adjustment made in the next payment certificate. The index value shall be deemed to take account of
all changes in cost due to fluctuations in costs.

6.7 Day works

6.7.1 If applicable, the Day work rates in the Service Provider's Tender shall be used for small additional
amounts of Services only when the Procuring Entity has given written instructions in advance for additional
services to be paid in that way.

6.7.2 All work to be paid for as Dayworks shall be recorded by the Service Provider on forms approved by the
Procuring Entity. Each completed form shall be verified and signed by the Procuring Entity representative
as indicated in Sub-Clause 1.6 within two days of the Services being performed.

6.7.3 The Service Provider shall be paid for Dayworks subject to obtaining signed Dayworks forms as indicated
in Sub-Clause 6.7.2

7. Quality Control

Page 91 of 107
 7.1 Identifying Defects

The principle and modalities of Inspection of the Services by the Procuring Entity shall be as indicated in
the SCC. The Procuring Entity shall check the Service Provider's performance and notify him of any Defects
that are found. Such checking shall not affect the Service Provider's responsibilities. The Procuring Entity
may instruct the Service Provider to search for a Defect and to uncover and test any service that the
Procuring Entity considers may have a Defect. Defect Liability Period is as defined in the SCC.

7.2 Correction of Defects, and Lack of Performance Penalty

a) The Procuring Entity shall give notice to the Service Provider of any Defects before the end of the
Contract. The Defects liability period shall be extended for as long as Defects remain to be corrected.
b) Every time notice a Defect is given, the Service Provider shall correct the notified Defect within the
length of time specified by the Procuring Entity's notice.
c) If the Service Provider has not corrected a Defect within the time specified in the Procuring Entity's
notice, the Procuring Entity will assess the cost of having the Defect corrected, the Service Provider will pay
this amount, and a Penalty for Lack of Performance calculated as described in Sub-Clause 3.8.

8. Settlement of Disputes

8.1 Contractor's Claims

8.1.1 If the Contractor considers himself to be entitled to any extension of the Time for Completion and/or any
additional payment, under any Clause of these Conditions or otherwise in connection with the Contract, the
Contractor shall give notice to the Project Manager, describing the event or circumstance giving rise to the
claim. The notice shall be given as soon as practicable, and not later than 28 days after the Contractor
became aware, or should have become aware, of the event or circumstance.

8.1.2 If the Contractor fails to give notice of a claim within such period of 28 days, the Time for Completion shall
not be extended, the Contractor shall not be entitled to additional payment, and the Procuring Entity shall be
discharged from all liability in connection with the claim. Otherwise, the following provisions of this Sub-
Clause shall apply.

8.1.3 The Contractor shall also submit any other notices which are required by the Contract, and supporting
particulars for the claim, all as relevant to such event or circumstance.

8.1.4 The Contractor shall keep such contemporary records as may be necessary to substantiate any claim, either
on the Site or at another location acceptable to the Project Manager. Without admitting the Procuring Entity's
liability, the Project Manager may, after receiving any notice under this Sub-Clause, monitor the record-
keeping and/or instruct the Contract or to keep further contemporary records. The Contractor shall permit the
Project Manager to inspect all these records, and shall (if instructed) submit copies to the Project Manager.

8.1.5 Within 42 days after the Contractor became aware (or should have become aware) of the event or
circumstance giving rise to the claim, or within such other period as may be proposed by the Contractor and
approved by the Project Manager, the Contractor shall send to the Project Manager a fully detailed claim
which includes full Supporting particulars of the basis of the claim and of the extension of time and/or
additional payment claimed. If the event or circumstance giving rise to the claim has a continuing effect:
a) This fully detailed claim shall be considered as interim;
b) The Contractor shall send further interim claims at monthly intervals, giving the accumulated delay
and/or amount claimed, and such further particulars as the Project Manager may reasonably require; and
c) The Contractor shall send a final claim within 28 days after the end of the effects resulting from the
event or circumstance, or within such other period as may be proposed by the Contractor and approved
by the Project Manager.

8.1.6 Within 42 days after receiving a claim or any further particulars supporting a previous claim, or within
such other period as may be proposed by the Project Manager and approved by the Contractor, the Project
Manager shall respond with approval, or with disapproval and detailed comments. He may also request any
necessary further particulars, but shall never the less give his response on the principles of the claim with in
the above defined time period.

Page 92 of 107
 8.1.7 Within the above defined period of 42 days, the Project Manager shall proceed in accordance with Sub-Clause
3.5 [Determinations] to agree or determine (i) the extension (if any) of the Time for Completion (before or
after its expiry) in accordance with Sub-Clause 8.4 [Extension of Time for Completion], and/or (ii) the
additional payment (if any) to which the Contractor is entitled under the Contract.

8.1.8 Each Payment Certificate shall include such additional payment for any claim as has been reasonably
substantiated as due under the relevant provision of the Contract. Unless and until the particulars supplied are
sufficient to substantiate the whole of the claim, the Contractor shall only be entitled to payment for such part
of the claim as he has been able to substantiate.

8.1.9 If the Project Manager does not respond within the time frame defined in this Clause, either Party may
consider that the claim is rejected by the Project Manager and any of the Parties may refer to Arbitration in
accordance with Sub-Clause 8.2 [Matters that may be referred to arbitration].

8.1.10 The requirements of this Sub-Clause are in addition to those of any other Sub-Clause which may apply to
a claim. If the Contractor fails to comply with this or another Sub-Clause in relation to any claim, any
extension of time and/or additional payment shall take account of the extent (if any) to which the failure has
prevented or prejudiced proper investigation of the claim, unless the claim is excluded under the second
paragraph of this Sub- Clause.

8.2 Matters that may be referred to arbitration

8.2.1 Notwithstanding anything stated herein the following matters may be referred to arbitration before the
practical completion of the Services or abandonment of the Services or termination of the Contract by
either party:
a) The appointment of a replacement Project Manager upon the said person ceasing to act.
b) Whether or not the issue of an instruction by the Project Manager is empowered by these Conditions.
c) Whether or not a certificate has been improperly withheld or is not in accordance with these Conditions.
e) Any dispute arising in respect of war risks or war damage.
f) All other matters shall only be referred to arbitration after the completion or alleged completion of the
Services or termination or alleged termination of the Contract, unless the Procuring Entity and the
Contractor agree otherwise in writing.

8.3 Amicable Settlement

Where a Notice of Dissatisfaction has been given, both Parties shall attempt to settle the dispute amicably
before the commencement of arbitration. However, unless both Parties agree otherwise, the Party giving a
Notice of Dissatisfaction in accordance with Sub-Clause 8.1 above should move to commence arbitration
after the fifty- sixth day from the day on which a Notice of Dissatisfaction was given, even if no attempt at an
amicable settlement has been made.

8.4 Arbitration

8.4.1 Any claim or dispute between the Parties arising out of or in connection with the Contract not settled
amicably in accordance with Sub-Clause 8.3 shall be finally settled by arbitration. Arbitration shall be
conducted in accordance with the Arbitration Laws of Kenya.

8.4.2 The arbitrators shall have full power to open up, review and revise any certificate, determination,
instruction, opinion or valuation of the Project Manager, relevant to the dispute. Nothing shall disqualify
representatives of the Parties and the Project Manager from being called as a witness and giving evidence
before the arbitrators on any matter whatsoever relevant to the dispute.

8.4.3 Party shall be limited in the proceedings before the arbitrators to the evidence, or to the reasons for
dissatisfaction given in its Notice of Dissatisfaction.

8.4.5 Arbitration may be commenced prior to or after completion of the services. The obligations of the Parties,
and the Project Manager shall not be altered by reason of any arbitration being conducted during the
progress of the services.

Page 93 of 107
 8.4.6 The terms of the remuneration of each or all the members of Arbitration shall be mutually agreed upon by
the Parties when agreeing the terms of appointment. Each Party shall be responsible for paying one-half of
this remuneration.

8.5 Arbitration with proceedings

8.5.1 In case of any claim or dispute, such claim or dispute shall be notified in writing by either party to the other
with a request to submit it to arbitration and to concur in the appointment of an Arbitrator within thirty days
of the notice. The dispute shall be referred to the arbitration and final decision of a person to be agreed
between the parties. Failing agreement to concur in the appointment of an Arbitrator, the Arbitrator shall be
appointed, on the request of the applying party, by the Chairman or Vice Chairman of any of the following
professional institutions;
i) Law Society of
Kenya or
ii) Chartered Institute of Arbitrators (Kenya Branch)

8.5.2 The institution written to first by the aggrieved party shall take precedence overall other institutions.

8.5.3 The arbitration may be on the construction of this Contract or on any matter or thing of whatsoever nature
arising there under or in connection there with, including any matter or thing left by this Contract to the
discretion of the Project Manager, or the withholding by the Project Manager of any certificate to which
the Contractor may claim to be entitled to or the measurement and valuation referred to in clause 23.0 of
these conditions, or the rights and liabilities of the parties subsequent to the termination of Contract.

8.5.4 Provided that no arbitration proceedings shall be commenced on any claim or dispute where notice of a
claim or dispute has not been given by the applying party within ninety days of the occurrence or discovery
of the matter or issue giving rise to the dispute.

8.5.5 Notwithstanding the issue of a notice as stated above, the arbitration of such a claim or dispute shall not
commence unless an attempt has in the first instance been made by the parties to settle such claim or
dispute amicably with or without the assistance of third parties. Proof of such attempt shall be required.

8.5.6 The Arbitrator shall, without prejudice to the generality of his powers, have powers to direct such
measurements, computations, tests or valuations as may in his opinion be desirable in order to determine
the rights of the parties and assess and award any sums which ought to have been the subject of or included
in any certificate.

8.5.7 The Arbitrator shall, without prejudice to the generality of his powers, have powers to open up, review and
revise any certificate, opinion, decision, requirement or notice and to determine all matters in dispute which
shall be submitted to him in the same manner as if no such certificate, opinion, decision requirement or
notice had been given.

8.5.8 The award of such Arbitrator shall be final and binding upon the parties.

8.6 Failure to Comply with Arbitrator's Decision

8.6.1 In the event that a Party fails to comply with a final and binding Arbitrator's decision, then the other Party
may, without prejudice to any other rights it may have, refer the matter to a competent court of law.

9. The Adjudicator

9.1. Should the Adjudicator resign or die, or should the Procuring Entity and the Service Provider agree that the
Adjudicator is not functioning in accordance with the provisions of the Contract, a new Adjudicator will be
jointly appointed by the Procuring Entity and the Service Provider. In case of disagreement between the
Procuring Entity and the Service Provider, within 30 days, the Adjudicator shall be designated by the
Appointing Authority designated in the SCC at the request of either party, within 14 days of receipt of
such request.

9.2 The Adjudicator shall be paid by the hour at the rate specified in the TDS and SCC, together with
reimbursable expenses of the types specified in the SCC, and the cost shall be divided equally between the
Procuring Entity and the Service Provider, whatever decision is reached by the Adjudicator. Either party
Page 94 of 107
may refer a decision of the Adjudicator to an Arbitrator within 28 days of the Adjudicator's written
decision. If neither party refers the dispute to arbitration within the above 28 days, the Adjudicator's
decision will be final and binding.

Page 95 of 107
 SECTION IX - SPECIAL CONDITIONS OF CONTRACT

The following Special Conditions of Contract (SCC) shall supplement or amend the General Conditions of
Contract (GCC). Whenever there is a conflict, the provisions of the SCC shall prevail over those in the General
Conditions of Contract. For the purposes of clarity, any referenced GCC clause numbers are indicated in the left
column of the SCC.

Number of GC Amendments of, and Supplements to, Clauses in the General Conditions of Contract
Clause

1.1(a) The Adjudicator is ____________________

1.1(w) Project Manager is ____________________________________

1.1(e) The contract name is ____________________.

1.1(h) The Procuring Entity is ____________________

1.1(m) The Member in Charge is ____________________

1.1(p) The Service Provider is ____________________

1.4 The addresses are:

Procuring Entity:
Attention:
Telex:

Service Provider:
Attention:
Email address

1.6 The Authorized Representatives are:

For the Procuring Entity:
For the Service Provider:

2.1 The date on which this Contract shall come into effect is _______________.

2.2.2 The Starting Date for the commencement of Services is ________________.

2.3 The Intended Completion Date is ____________________.

2.5.3 If the value engineering proposal is approved by the Procuring Entity the amount to be paid to
the Service Provider shall be ___% (insert appropriate percentage. The percentage is normally
up to 50%) of the reduction in the Contract Price.

3.2.3 Activities prohibited after termination of this Contract are: _____________

____________________________________________________________

3.4 The risks and coverage by insurance shall be:

(i) Third Party motor vehicle
(ii) Third Party liability
(iii) Procuring Entity’s liability and workers’ compensation
(iv) Loss or damage to equipment and property

3.5(d) The other actions are .]

Page 96 of 107
Number of GC Amendments of, and Supplements to, Clauses in the General Conditions of Contract
Clause

3.7 Restrictions on the use of documents prepared by the Service Provider are:
____________________________________________________________

3.8.1 The liquidated damages rate is ____________________ per day

The maximum amount of liquidated damages for the whole contract is
____________________ percent of the final Contract Price.

3.8.3 The percentage ____________________ to be used for the calculation of Lack of performance
Penalty(ies) is ____________________.

5.1 The assistance and exemptions provided to the Service Provider are:
_________________________________________________________

6.2(a) The amount in Kenya Shillings ____________________.

6.3.2 The performance incentive paid to the Service Provider shall be: ________
_____________________________________________________________

6.4 Payments shall be made according to the following schedule:

 Advance for Mobilization, Materials and Supplies: _____ percent of the Contract Price
shall be paid on the commencement date against the submission of a bank guarantee for
the same.
 Progress payments in accordance with the milestones established as follows, subject to
certification by the Procuring Entity, that the Services have been rendered satisfactorily,
pursuant to the performance indicators:
_______ (indicate milestone and/or percentage) __________________
_______ (indicate milestone and/or percentage) _________________ and
_______ (indicate milestone and/or percentage) __________________
Should the certification not be provided, or refused in writing by the Procuring Entity
within one month of the date of the milestone, or of the date of receipt of the
corresponding invoice, the certification will be deemed to have been provided, and the
progress payment will be released at such date.
 The amortization of the Advance mentioned above shall commence when the progress
payments have reached 25% of the contract price and be completed when the progress
payments have reached 75%.
 The bank guarantee for the advance payment shall be released when the advance payment
has been fully amortized.

6.5 Payment shall be made within ____________________ days of receipt of the invoice and the
relevant documents specified in Sub-Clause 6.4, and within ____________________days in
the case of the final payment.
The interest rate is ____________________.

6.6.1 Price adjustment is ____________________ in accordance with Sub-Clause 6.6.

The coefficients for adjustment of prices are ____________________:
(a) For local currency:
AL is ____________________
BL is ____________________
CL is ____________________
Lmc and Loc are the index for Labor from ____________________
Imc and Ioc are the index for ________ from _______________

Page 97 of 107
Number of GC Amendments of, and Supplements to, Clauses in the General Conditions of Contract
Clause
(b) For foreign currency
AF is ____________________
BF is ____________________
CF is ____________________
Lmc and Loc are the index for Labor from ____________________
Imc and Ioc are the index for _______ from ___________________

7.1 The principle and modalities of inspection of the Services by the Procuring Entity are as
follows: ____________________
The Defects Liability Period is ____________________.

9.1 The designated Appointing Authority for a new Adjudicator is ____________________

9.2 The Adjudicator is ____________________. Who will be paid a rate of

____________________ per hour of work. The following reimbursable expenses are
recognized: ____________________

Page 98 of 107
Appendices

Appendix A - Description of the Services

Give detailed descriptions of the Services to be provided, dates for completion of various tasks, place of
performance for different tasks, specific tasks to be approved by Procuring Entity, etc.

Appendix B - Schedule of Payments and Reporting Requirements

List all milestones for payments and list the format, frequency, and contents of reports or products to be delivered;
persons to receive them; dates of submission; etc. If no reports are to be submitted, state here “Not applicable.”

Appendix C - Subcontractors
List under: C-1 List of approved Subcontractors (if already available); same information with respect to their
Personnel as in C-1.

Appendix D – Breakdown of Contract Price List here the elements of cost used to
arrive at the breakdown of the lump-sum price. This appendix will exclusively be used
for determining remuneration for additional Services.

Appendix E - Services and Facilities Provided by the Procuring Entity

Page 99 of 107
Section X - Contract Forms

Table of Forms

1. PERFORMANCE SECURITY OPTION 1– (Unconditional Demand Bank Guarantee)

2. PERFORMANCE SECURITY OPTION 2– (Performance Bond)

3. ADVANCE PAYMENT SECURITY [Demand Bank Guarantee]

4. BENEFICIAL OWNERSHIP DISCLOSURE FORM

Page 100 of 107

FORM NO. 1 - PERFORMANCE SECURITY - (Unconditional Demand Bank Guarantee)

[Guarantor letterhead or SWIFT identifier code]

Beneficiary: [insert name and Address of Procuring

Entity] Date: [Insert date of issue]

PERFORMANCE GUARANTEE No.:

Guarantor: [Insert name and address of place of issue, unless indicated in the letterhead]

1. We have been informed that (herein after called" the Applicant") has entered into
Contract No. [dated] with the Beneficiary, for the
execution of (herein after called" the Contract").

2. Furthermore, we understand that, according to the conditions of the Contract, a performance guarantee is
required.

3. At the request of the Applicant, we as Guarantor, hereby irrevocably undertake to pay the Beneficiary any
1
sum or sums not exceeding in total an amount of ( ), such sum being payable in the types and
proportions of currencies in which the Contract Price is payable, upon receipt by us of the Beneficiary's
complying demand supported by the Beneficiary's statement, whether in the demand itself or in a separate
signed document accompanying or identifying the demand, stating that the Applicant is in breach of its
obligation(s) under the Contract, without the Beneficiary needing to prove or to show grounds for your
demand or the sum specified therein.
2
4. This guarantee shall expire, no later than the.................................Day of................2................ , and any
demand for payment under it must be received by us at this office indicated above on or before that date.

5. The Guarantor agrees to a one-time extension of this guarantee for a period not to exceed [six months] [one
year], in response to the Beneficiary's written request for such extension, such request to be presented to the
Guarantor before the expiry of the guarantee.”

[Name of Authorized Official, signature(s) and seals/stamps]

Note: All italicized text (including footnotes) is for use in preparing this form and shall be deleted from the final
product.

Page 101 of 107

FORM No. 2 - PERFORMANCE SECURITY OPTION 2 - (Performance Bond)

[Note: Procuring Entities are advised to use Performance Security – Unconditional Demand Bank Guarantee
instead of Performance Bond due to difficulties involved in calling Bond holder to action]

[Guarantor letterhead or SWIFT identifier code]

Beneficiary: [insert name and Address of Procuring

Entity] Date: [Insert date of issue]

PERFORMANCE BOND No.:

Guarantor: [Insert name and address of place of issue, unless indicated in the letterhead]

1. By this Bond as Principal (hereinafter called “the

Contractor”) and______________________________________________________________] as Surety
(hereinafter called “the Surety”), are held and firmly bound unto ] as
Obligee (herein after called “the Procuring Entity”) in the amount of for the
payment of which sum well and truly to be made in the types and proportions of currencies in which the
Contract Price is payable, the Contractor and the Surety bind themselves, their heirs, executors,
administrators, successors and assigns, jointly and severally, firmly by these presents.

2. WHEREAS the Contractor has entered into a written Agreement with the Procuring Entity dated the
Day of , 20, for in accordance with the documents,
plans, specifications, and amendments thereto, which to the extent herein provided for, are by reference made
part hereof and are herein after referred to as the Contract.

3. NOW, THEREFORE, the Condition of this Obligation is such that, if the Contractor shall promptly and
faithfully perform the said Contract (including any amendments thereto), then this obligation shall be null
and void; otherwise, it shall remain in full force and effect. Whenever the Contractor shall be, and declared
by the Procuring Entity to be, in default under the Contract, the Procuring Entity having performed the
Procuring Entity's obligations thereunder, the Surety may promptly remedy the default, or shall promptly:
1) Complete the Contract in accordance with its terms and conditions; or
2) Obtain a tender or tenders from qualified tenderers for submission to the Procuring Entity for
completing the Contract in accordance with its terms and conditions, and upon determination by the
Procuring Entity and the Surety of the lowest responsive Tenderers, arrange for a Contract between
such Tenderer, and Procuring Entity and make available as work progresses (even though there should
be a default or a succession of defaults under the Contract or Contracts of completion arranged under
this paragraph) sufficient funds to pay the cost of completion less the Balance of the Contract Price; but
not exceeding, including other costs and damages for which the Surety may be liable hereunder, the
amount set forth in the first paragraph hereof. The term “Balance of the Contract Price,” as used in this
paragraph, shall mean the total amount payable by Procuring Entity to Contractor under the Contract,
less the amount properly paid by Procuring Entity to Contractor; or
3) Pay the Procuring Entity the amount required by Procuring Entity to complete the Contract in
accordance with its terms and conditions up to a total not exceeding the amount of this Bond.

4. The Surety shall not be liable for a greater sum than the specified penalty of this Bond.

5. Any suit under this Bond must be instituted before the expiration of one year from the date of the issuing of
the Taking-Over Certificate. No right of action shall accrue on this Bond to or for the use of any person or
corporation other than the Procuring Entity named herein or the heirs, executors, administrators, successors,
and assigns of the Procuring Entity.

Page 102 of 107

6. In testimony whereof, the Contractor has hereunto set his hand and affixed his seal, and the Surety has caused
these presents to be sealed with his corporate seal duly attested by the signature of his legal representative,
this day of 20 .

SIGNED ON on behalf of

By in the capacity

of In the presence of SIGNED ON

on behalf of

By in the capacity of

In the presence of

Page 103 of 107

 FORM NO. 3 - ADVANCE PAYMENT SECURITY [Demand Bank Guarantee]
[Guarantor letterhead or SWIFT identifier

code] [Guarantor letterhead or SWIFT

identifier code]

Beneficiary: [Insert name and Address of Procuring

Entity] Date: [Insert date of issue]

ADVANCE PAYMENT GUARANTEE No.: [Insert guarantee reference number]

Guarantor: [Insert name and address of place of issue, unless indicated in the letterhead]

1. We have been informed that (herein after called “the Applicant”) has entered into Contract
No. dated with the Beneficiary, for the execution of
(herein after called" the Contract").

2. Furthermore, we understand that, according to the conditions of the Contract, an advance payment in the sum
() is to be made against an advance payment guarantee.

3. At the request of the Applicant, we as Guarantor, hereby irrevocably undertake to pay the Beneficiary any
sum or sums not exceeding in total an amount of ()1 upon receipt by us of the Beneficiary's complying
demand supported by the Beneficiary's statement, whether in the demand itself or in a separate signed
document accompanying or identifying the demand, stating either that the Applicant:
a) Has used the advance payment for purposes other than the costs of mobilization in respect of the Works; or
b) Has failed to repay the advance payment in accordance with the Contract conditions, specifying the
amount which the Applicant has failed to repay.

4. A demand under this guarantee may be presented as from the presentation to the Guarantor of a certificate
from the Beneficiary's bank stating that the advance payment referred to above has been credited to the
Applicant on its account number at .

5. The maximum amount of this guarantee shall be progressively reduced by the amount of the advance
payment repaid by the Applicant as specified in copies of interim statements or payment certificates which
shall be presented to us. This guarantee shall expire, at the latest, upon our receipt of a copy of the interim
payment certificate indicating that ninety (90) percent of the Accepted Contract Amount, less provisional
sums, has been certified for payment, or on the day of, 2,2 whichever is earlier. Consequently, any demand
for payment under this guarantee must be received by us at this office on or before that date.

6. The Guarantor agrees to a one-time extension of this guarantee for a period not to exceed [six months] [one
year], in response to the Beneficiary's written request for such extension, such request to be presented to the
Guarantor before the expiry of the guarantee.

[Name of Authorized Official, signature(s) and seals/stamps]

Note: All italicized text (including footnotes) is for use in preparing this form and shall be deleted from the final
product.

1
The Guarantor shall insert an amount representing the amount of the advance payment and denominated either in the currency (ies) of the advance payment as
specified in the Contract, or in a freely convertible currency acceptable to the Procuring Entity.

Page 104 of 107

 2
Insert the expected expiration date of the Time for Completion. The Procuring Entity should note that in the event of an extension of the time for completion of
the Contract, the Procuring Entity would need to request an extension of this guarantee from the Guarantor. Such request must be in writing and must be
made prior to the expiration date established in the guarantee. In preparing this guarantee, the Procuring Entity might consider adding the following text to
the form, at the end of the penultimate paragraph: “The Guarantor agrees to a one-time extension of this guarantee for a period not to exceed [six months]
[one year], in response to the Beneficiary's written request for such extension, such request to be presented to the Guarantor before the expiry of the
guarantee.”

FORM NO. 4 BENEFICIAL OWNERSHIP DISCLOSURE FORM

(Amended and issued pursuant to PPRA CIRCULAR No. 02/2022)

INSTRUCTIONS TO TENDERERS: DELETE THIS BOX ONCE YOU HAVE COMPLETED THE FORM

This Beneficial Ownership Disclosure Form (“Form”) is to be completed by the successful tenderer pursuant to
Regulation 13 (2A) and 13 (6) of the Companies (Beneficial Ownership Information) Regulations, 2020. In case of
joint venture, the tenderer must submit a separate Form for each member. The beneficial ownership information to
be submitted in this Form shall be current as of the date of its submission.

For the purposes of this Form, a Beneficial Owner of a Tenderer is any natural person who ultimately owns or
controls the legal person (tenderer) or arrangements or a natural person on whose behalf a transaction is
conducted, and includes those persons who exercise ultimate effective control over a legal person (Tenderer) or
arrangement.

Tender Reference No.: [insert identification

no] Name of the Tender Title/Description: [insert name of the
assignment] to: [insert complete name of Procuring Entity]

In response to the requirement in your notification of award dated [insert date of notification of award] to furnish
additional information on beneficial ownership: [select one option as applicable and delete the
options that are not applicable]

I) We here by provide the following beneficial ownership information.

Details of beneficial ownership

Details of all Beneficial Owners % of shares % of voting Whether a person Whether a
a person rights a person directly or indirectly person directly
holds in the holds in the holds a right to or indirectly
company company appoint or remove a exercises
Directly or member of the board significant
indirectly of directors of the influence or
company or an control over the
equivalent governing Company
body of the Tenderer (tenderer) (Yes
(Yes / No) / No)
Full Name Directly------ Directly……… 1. Having the right 1. Exercises
----- % …….% of voting to appoint a significant
National identity of shares rights majority of the influence or
card number or board of the control over
1. Passport number directors or an the Company
Indirectly---------- equivalent body of the
Personal % of voting
Identification Indirectly---- governing body of Company
------ % rights the Tenderer: Yes (tenderer)
Number (where
applicable) of shares -----No----
2. Is this right held Yes -----No--
Nationality directly or --
indirectly?:
Date of birth
2. Is this
[dd/mm/yyyy]

Page 105 of 107

 Details of all Beneficial Owners % of shares % of voting Whether a person Whether a
a person rights a person directly or indirectly person directly
holds in the holds in the holds a right to or indirectly
company company appoint or remove a exercises
Directly or member of the board significant
indirectly of directors of the influence or
company or an control over the
equivalent governing Company
body of the Tenderer (tenderer) (Yes
(Yes / No) / No)
Postal address influence or
Direct………… control
Residential address ……… exercised
Telephone number directly or
indirectly?
Email address Indirect…………
……... Direct………
Occupation or
…..
profession

Indirect………
…

2. Full Name Directly------ Directly……… 1. Having the 1. Exerc

----- % …….% of voting right to appoint a ises
National identity of shares rights majority of the significant
card number or board of the influence or
Passport number directors or an control over
Indirectly---------- equivalent the Company
Personal % of voting
Identification Indirectly---- governing body of body of the
------ % rights the Tenderer: Yes Company
Number (where
applicable) of shares -----No---- (tenderer)
2. Is this right Yes -----No--
Nationality(ies) held directly or --
indirectly?:
Date of birth
2. Is this
[dd/mm/yyyy]
influence or
Postal address Direct………… control
……… exercised
Residential address directly or
Telephone number indirectly?
Indirect…………
Email address ……... Direct………
Occupation or …..
profession

Indirect………
…

3.

e.t
.c

II) Am fully aware that beneficial ownership information above shall be reported to the Public Procurement
Regulatory Authority together with other details in relation to contract awards and shall be maintained in the
Page 106 of 107
 Government Portal, published and made publicly available pursuant to Regulation 13(5) of the Companies
(Beneficial Ownership Information) Regulations, 2020.(Notwithstanding this paragraph Personally Identifiable
Information in line with the Data Protection Act shall not be published or made public). Note that Personally
Identifiable Information (PII) is defined as any information that can be used to distinguish one person from
another and can be used to deanonymize previously anonymous data. This information includes National identity
card number or Passport number, Personal Identification Number, Date of birth, Residential address, email address and
Telephone number.

III) In determining who meets the threshold of who a beneficial owner is, the Tenderer must consider a natural person
who in relation to the company:

(a) holds at least ten percent of the issued shares in the company either directly or indirectly;

(b) exercises at least ten percent of the voting rights in the company either directly or indirectly;

(c) holds a right, directly or indirectly, to appoint or remove a director of the company; or

(d) exercises significant influence or control, directly or indirectly, over the company.

IV) What is stated to herein above is true to the best of my knowledge, information and belief.

Name of the Tenderer: .......................*[insert complete name of the Tenderer]

Name of the person duly authorized to sign the Tender on behalf of the Tenderer: ** [insert complete name of

person duly authorized to sign the Tender]

Designation of the person signing the Tender: ....................... [insert complete title of the person signing the

Tender]

Signature of the person named above: ....................... [insert signature of person whose name and capacity are

shown above]

Date this ....................... [insert date of signing] day of....................... [Insert month], [insert year]

Bidder Official Stampnt Regulatory Authority (PPRA)

KISM Towers, 6th Floor,

Page 107 of 107