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1 | P a g e Sheria Sacco Society Ltd Prequalification for 2017-2018

PRE-QUALIFICATION OF SUPPLIERS

CLOSING DATE: FRIDAY, 19TH JULY, 2019 AT 12.0O P.M.


Table of contents page

1. TENDER NOTICE 3

2. PRE-QUALIFICATION INSTRUCTIONS 5

3. BRIEF CONTRACT REGULATIONS 6

4. PRE-QUALIFICATION DATA INSTRUCTIONS 6

5. FORM PQ- 1 PRE-QUALIFICATION DOCUMENTS 7

6. FORM PQ- 2 PRE-QUALIFICATION DATA 8

7. FORM PQ- 3 PERSONNEL CAPABILITIES 10

8. FORM PQ- 4 FINANCIAL INFORMATION 11

9. FORM PQ- 5 CONFIDENTIAL BUSINESS QUESTIONNAIRES 12

10. FORM PQ - 6 PAST PERFORMANCE 13

11. FORM PQ - 7 LITIGATION HISTORY 16

12. FORM PQ - 8 VERIFICATION OF BUSINESS SUSTAINABILITY 16


SHERIA SACCO SOCIETY LIMITED

TENDER NOTICE PRE-QUALIFICATION OF SUPPLIERS FOR SUPPLY OF GOODS AND SERVICES

Sheria Sacco Society Limited intends to update its register for suppliers for various goods, works, and services for the

period 2019-2021.Interested eligible suppliers are invited to apply for pre-qualification indicating the category of

goods, works or services they wish to supply. Existing suppliers who wish to be retained must apply and submit up to

date information requested in the pre-qualification document at the Sacco’s Back office during working hours

(8.30am - 4.00 p.m.) upon payment of nonrefundable fee of Khs.1000/= (One thousand only).

Category No……………….............Item Description………………………………………………

PREQUALIFICATION

CATEGORY I – GENERAL PURCHASES

Code Description

SHSC/GP/1/2019 Supply and delivery of Staff Uniforms e.g. dustcoats, protective

clothing etc

SHSC/GP/2/2019 Supply and delivery of General Office Stationery, Computer

consumables (genuine toners/cartridges, ribbons etc & Accessories

SHSC/GP/3/2019 Supply of drinking water

SHSC/GP/4/2019 Supply of Furniture and Office Equipment

SHSC/GP/5/2019 Supply and delivery of computer Peripherals and

accessories(genuine toners/cartridges, ribbons etc)

SHSC/GP/6/2019 Supply of Computers, Printers, UPS, ICT software and licenses

SHSC/GP/7/2019 Supply of ICT networking systems

SHSC/GP/8/2019 Supply and installation of CCTV and access controls

SHSC/GP/9/2019 Supply of PABX, Telephone heads and other telecommunication

equipment, spares and accessories

SHSC/GP/10/2019 Supply and installation of CCTV and access control

SHSC/GP/11/2019 Supply of assorted branded items

SHSC/GP/12/2019 Supply of Bulk Filers

SHSC/GP/13/2019 Supply of consumables (fresh milk, sweets, biscuits, water, soda)

SHSC/GP/14/2019 Supply of cleaning services, office cleaning materials and detergents

SHSC/GP/15/2019 Printing and supply of Security documents

CATEGORY II – GENERAL SERVICES

Code Description

SHSC/GS/1/2019 Provision for Sanitary Services, Pest Control and Fumigation

Services.

SHSC/GS/2/2019 Provision of airtime distribution services

SHSC/GS/3/2019 Provision of Security Services (Guards).

SHSC/GS/4/2019 Provision of Security Services (Cash in transit)

SHSC/GS/5/2019 Provision of Fire Fighting Equipment

SHSC/GS/6/2019 Provision of Travel and Logistics Agents

SHSC/GS/7/2019 Provision of Courier Services


SHSC/GS/8/2019 Provision of Development, hosting, electronic mail services and

maintenance of website

SHSC/GS/9/2019 Provision of Photography and Videography Services

SHSC/GS/10/2019 Provision of design and artwork services

SHSC/GS/11/2019 Provision of Design and printing Services (Marketing and promotional

materials including forms, brochures, fliers, letter head, calendars,

diaries).

SHSC/GS/12/2019 Provision of Outside catering services

SHSC/GS/13/2019 Provision of Pocket file holders, archival boxes, printing file folders,

binding services, printing file folders

SHSC/GS/14/2019 Provision of Laundry and delivery services {Dust coats}

CATEGORY III – CONSULTANCY/SPECIALIZED SERVICES

Code Description

SHSC/CS/1/2019 Provision of Legal Services

SHSC/CS/2/2019 Provision of human resource, training and management consultancy

services

SHSC/CS/3/2019 Provision of Training and Consultancy

SHSC/CS/4/2019 Provision of Audit Services & Tax Consultancy Services

SHSC/CS/5/2019 Provision of System Audit Services

SHSC/CS/6/2019 Provision of Valuation Services

SHSC/CS/7/2019 Provision of Auctioneer Services

SHSC/CS/8/2019 Provision of Debt Collection Services

SHSC/CS/9/2019 Provision of Insurance Services (Loans Cover, Medical Cover, Office

Equipment, Accident Cover, Office Premises, Motor Vehicles,

Deposit Cover, BBF cover, assets).

SHSC/CS/10/2019 Provision of brand manual consulting services

CATEGORY IV – REPAIRS AND MAINTENANCE SERVICES

Code Description

SHSC/MS/1/2019 Repair and Maintenance of Generator

SHSC/MS/2/2019 Repair and Maintenance of Motor Vehicles

SHSC/MS/3/2019 Repair and Maintenance of office equipment, furniture and related

facilities

SHSC/MS/4/2019 Repair and Maintenance of dispensers

SHSC/MS/5/2019 Repair & maintenance of IT equipment, Printers, Computer

Hardware and Software

SHSC/MS/6/2019 Repair & maintenance of PABX, Telephone & Telecommunications

equipment

CATEGORY V – GENERAL CONTRACTORS (SMALL WORKS)

Code Description

SHSC/GC/1/2019 General contractors (registered with NCA ) for office repairs and

partitioning works

SHSC/GC/2/2019 General contractors (registered with NCA) for Mechanical works

SHSC/GC/3/2019 General contractors (registered with NCA) for Electrical works


Detailed tender documents are obtained from the office while, pre-qualification documents may be downloaded from

our website: www.sheriasacco.coop or obtained from our back office located in Upper Hill Nairobi, Matumbato Close off

Matumbato Road, upon payment of a non-refundable fee of one thousand Kenya shillings (Ksh.1,000) which must be

deposited at Sheria Sacco Society Limited bank account provided below:

No

Name of Bank

Branch

A/C NUMBER

SWIFT CODE

Bank Code

Branch Code

1 Co-op. Bank KUSCCO 011-2004-013-

3000

The completed RFP tender documents in a plain sealed envelope clearly bearing only the Tender number and title

should be deposited in the Tender Box located in the Board Room:

Chief Executive Officer

Sheria Sacco Society Limited

P.O. Box 34390 – 00100 Nairobi.

So as to reach him on or before Friday July 19th 2019, at 12.00 P.M. The tender will be opened soon thereafter at the

Sacco’s Board Room at 12.30 pm in the presence of the bidders’ representatives who choose to attend.

The Sacco reserves the right to reject any proposal without giving reasons for the rejection and does not bind itself to

accept the lowest or any proposal.

PRE-QUALIFICATION INSTRUCTIONS 1.1 Introduction

Sheria SACCO Society Ltd is a Savings and Credit Cooperative society formally registered in 1972 with a growing

membership of over 10,000 members pulled from the Judiciary, AG chambers, various Government Ministries, Business

persons and anyone above the age of 18 years with an income.

Sheria Sacco is a medium sized deposit taking Sacco licensed by SASRA with total assets in excess of 5 billion Kenya

Shillings, mandated to mobilize savings and give credit to its members.

1.2 Pre-qualification Objective

The main objective is to supply and deliver assorted items and also provide services under relevant tenders/quotations

to Sheria Sacco Society Limited as and when required during the stated period.

1.3 Invitation of Pre-qualification.

Suppliers registered with Registrar of Companies under the laws of Kenya in respective merchandise or services are

invited to submit their Pre-Qualification documents to the Procurement Office Sheria Sacco Society Limited so that they

may be pre-qualified for submission of quotations. Bids will be submitted in complete lots singly or in combination. The

prospective suppliers are required to supply mandatory information for pre-qualification.

1.4 Experience

Prospective suppliers and contractors must have carried out successful supply and delivery of similar items

/services to the Government/Corporation/Institutions of similar size and complexity. Potential suppliers/contractors

must demonstrate the willingness and commitment to meet the pre-qualification criteria.

http://www.kimisitusacco.or.ke/

http://www.kimisitusacco.or.ke/


1.5 Pre-Qualification Document

This document includes questionnaire forms and documents required of prospective suppliers.

1.6 In order to be considered for pre-qualification, prospective suppliers must submit all the information herein

requested.

1.7 Distribution of Pre-Qualification Documents.

A copy of the considered data and other requested information shall be submitted to reach:

The Chief Executive Officer

Sheria Sacco Society Limited

P.O.BOX 34390 - 00100 NAIROBI.

Not later than, 19th July, 2019 at 12.30 p.m.

1.8 Questions arising from documents.

Questions arising from documents should be directed to the CEO Sheria Sacco Society Limited on the following address:

P.O.BOX 10454-00100 NAIROBI. Tel. 020-7801500

1.9 Additional Information

Sheria Sacco Society Limited reserves the right to request submission of additional information from prospective bidders.

1.10 Request for quotations will be made available only to those bidders whose qualifications are accepted by Sheria

Sacco Society Limited AFTER SCORING MORE THAN 75 Points after the completion of the pre-qualification process.

2.0 BRIEF CONTRACT REGULATIONS/GUIDELINES

2.1 Taxes on imported Materials

The supplier shall pay custom duty and V.A.T as required by the law.

2.2 Customs Clearance

The contractors shall be responsible for clearance of their imported goods and services.

2.3 Contract Price

The contract shall be of unit price type or cumulative of computed unit price and quantities required. Quantities may

increase or decrease as determined by demand of the Sacco. Prices quoted should be inclusive of all delivery charges.

2.4 Payments

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

Agreement.

3.0 PRE-QUALIFICATION DATA INSTRUCTIONS

The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, PQ-7, and PQ-8 are to be completed by

prospective suppliers/contractors who wish to be pre-qualified for specific tender, and submitted to Sheria Sacco as

per 1.7 above. Further fill in the online form under the Tender tab on our website www.sheriasacco.coop.

3.1 The pre-qualified application forms which are not filled out completely and submitted in the prescribed manner

will not be considered. All the documents that form part of the proposal must be written in English and in Ink.


3.2 Qualification

3.2.1 It is understood and agreed that the pre-qualification data on prospective bidders is to be used by Sheria Sacco

Society Limited in determining according to its sole judgment and discretion the qualifications of prospective bidders

to perform in respect to the Tender Category as described by the client.

3.2.2 Prospective bidders will not be considered qualified unless in the judgment of Sheria Sacco Society Limited they

possess capability, experience, qualified personnel available and suitability of equipment and net assets or working

capital sufficient to satisfactorily execute the contract for goods/services.

3.3 Essential Criteria for Pre-qualification

3.3.1 (a) Experience: Prospective bidders shall have at least 2years experience in the supply of goods, services and

allied items in case of potential supplier/contractor should show competence, willingness and capacity to service the

contract.

(b) Prospective supplier requires special experience and capability to organize supply and delivery of items or

services at a short time.

FORM PQ-1 PRE-QUALIFICATION DOCUMENTATION (MANDATORY DOCUMENTS)

All firms must provide

1. Copies of certificate of registration or incorporation of Business Name.

2. Copy of VAT Registration Certificate.

3. Copy of Valid Tax Compliant certificate from Kenya Revenue Authority.

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

5. Registration certificate as a contractor by National Construction Authority (NCA) and other relevant

authority for all Works contractors/CCK/Microsoft/ Google.

6. Reference letters from 3 previous organizations served.

7. Valid Practicing certificates for all professionals

8. Evidence of office premise and location

9. Where mandatory for service provision each firm must attach evidence of registration with Professional

bodies/Authorities e.g. IATA, Municipal/City Council Certificates of health for food stuffs handling, NITA,

MSK, ISPAK, CIPS, IA, KISM etc.

10. Manufacturer/Dealers authorization letter for Computers/Equipment Special Group (30 points).

11. Under Special category, each bidder must attach a copy of certificate of registration from National

Treasury


FORM PQ- 2 PRE-QUALIFICATION DATA (MANDATORY DOCUMENTS)

1 Name of

Organization

2 Postal Address

P.O Box…………………Code…………………..

3 Principal Contact

Person

Name……………………………………………..

Position………………………………………………

4 Contact:

Telephone:…………………………………….

Email:………………………………………………

5 Physical Location of

Business Premises

Town:………………………………………………..

Street:……………………………………………….

Building Name:……………………………………………..

Floor:………………………………………………………….

6 Nature of

Organization (e.g.

Sole proprietorship,

Public Limited

Company,

Partnership)

Limited Liability

Company

(1)

Partnership

(2)

Sole

Proprietorship

(3)

7 Names of the

Proprietors

Directors or Partners

1…………………………………………………………………

2………………………………………………………………… 3…………………………………………………………………

8 Geographical area of Operations

9 Business Operations

Year established…………………………………………

Duration of Business Operation………………………….


10

Company Registration

No:

(Attach copy) Tick one

Number:…………………………………….

11

VAT Registration No:

(Attach Copy)

PIN

Number Attached copy?

…………………………. YES…………. NO……………..

Number Attached copy?

…………………………. YES…………. NO……………..

12

Valid Tax

Compliance Certificate

(Attach copy)

Attached Copy?

YES…………………….NO……………

13

Registration with

statutory bodies (NCA,

NCCK, MSK,

14 Registration with

Professional

bodies/Authorities

15 Manufacturer/Dealers

authorization letter for

Computers/Equipment

16 SPECIAL GROUPS

Certificate of

registration from

National Treasury


3.3.2 Personnel

The names pertinent information and CV of the key personnel for individual or group to execute the contract must

be indicated in form PQ-3.

PQ3: PERSONNEL CAPABILITIES OF YOUR KEY STAFF

1). List key proposed management position

1

Title of position

Experience of the candidate(Years)

Academic Qualification

2

Title of position



3

Title of position



4

Title of position



2(Attach copies of certificate of at least 2 key personnel in the organization) - 5 marks each (10

Points).


3.3.3 Financial condition

The supplier’s financial condition will be determined by latest financial statement submitted with the

Prequalification documents as well as letters of reference from their bankers regarding suppliers/contractors credit

position. Potential suppliers/contractors will be pre-qualified on the satisfactory information given.

3.3.4 Special consideration will be given on the financial resources available as working capital, taking into account

the amount of uncompleted orders on contract and now in progress. Data to be filled provided on form PQ4.However,

potential bidders/contractors should provide evidence of financial capability to execute the contract.

PQ4: FINANCIAL INFORMATION

Banker

NAME OF BANKER(S)

Address of Banker ……………………………………………………………

Telephone …………………………………………………………………………

Contact name and title…………………………………………………………….

Email………………………………………………………

Financial

information in Kshs.

Actual: Projected:

Previous five years next two years

1 2. 3. 4. 5.

1

2

a).Total assets

b). Current assets

c). Total Liabilities

d). Current

Liabilities

e). Profit before

taxes

f). Profit after tax

(1) Attach a copy of the most recent two years audited accounts – 7 marks


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

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

3.3.5 PQ-5 CONFIDENTIAL BUSINESS QUESTIONNAIRE

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

your type of business.

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

Part I-General:

Business Name……………………………………………………………………………………………………………………………….

Location of business premises………………………………………………………………………………………………………

Plot No…………………………………………Street/Road…………………………………………………………………………….

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

Part 2 (a) – Sole Proprietor

Your name in full………………………….……………………….. Age………………

Nationality……………………………Country of origin…… ……………………

Part 2 (b) –Partnership

Given details of partners as follows:

Name Nationality Citizens of origin Shares

……………………………………………………………………………..

……………………………………………………………………………..


Part 2 (c) Registered Company

Private or Public…………………………………………………………….

State the nominal and issued of company-

Nominal Kshs………………………………

Issued Kshs…………………………………

Give details of all directors as follows: Name Nationality

Citizenship details Shares

1. …………………………………………………………………………..

2. ………………………………………………………………………….

3. ……………………………………………………………………………

Date…………………………………………………. Signature of Candidate……………………

* If Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration. (15 point

3.3.6 Past Performance

Past performance will be given due consideration in pre-qualifying bidders. Letters of reference from past customers

should be included in Form PQ-6.

PQ6: Past Performance (Trade References)

Provide contact details for 3 referees for previous/ current work that is similar or the same to the one now

applied for. Note that the referees may be contacted without your further references to you. Please

attach copies of references

How many references are

you

Indicating? (Tick one)

0 1 2 3


A Have you supplied any

goods or services to

Sheria Sacco Society

Limited before? (Tick

one)

Describe the goods or services

offered……………………………………………………………….

When…………………………………….

How long…………………………………..

Total Value of Supply in Kshs……………………………….

NO YES

B

1

Others

Organization Name

Contact Name and

Position

Telephone No

E-mail Address

Service or Goods Supplied

Value of the supply in

Kshs.

…………………………………………………………………………

………………………………………………………………………….

…………………………………………………………………………..

……………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………

B

1

Others

Organization Name

Contact Name and

Position

Telephone No

E-mail Address



Kshs.

…………………………………………………………………………

………………………………………………………………………….

…………………………………………………………………………..

……………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………


B

1

Others

Organization Name

Contact Name and

Position

Telephone No

E-mail Address



Kshs.

…………………………………………………………………………

………………………………………………………………………….

…………………………………………………………………………..

……………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………

(10 points) (3 marks each and an additional point for one other)


3.3.7 PQ7: LITIGATION HISTORY

Name of Contract Supplier

Contractor/suppliers should provide information on any history of litigation or arbitration resulting from contracts

executed in the last five years or currently under execution.

Can the applicant supply certified audited financial statements for the last two financial years? The supply of

these financial statements will be mandatory for your tender to be considered responsive

Are you currently involved in any litigation or arbitration (or any other legal process which may result in legal of financial liability)?

If yes what is the financial exposure as a result of the litigation, arbitration or other legal process and on what basis has this financial exposure been calculated?

If yes, what other exposure could result from the litigation, arbitration or other legal process and will this financial exposure or other exposure materially prejudice the bidder’s financial position or its ability to successfully and timely implement any contract which may be awarded to it pursuant to this tender?

Have you ever :

Responsible(tick)

Yes: No:

Forfeited any payment on a contract?

Been declared in default of a contract?

Negotiated the premature termination of a contract?

Had an uncompleted contract assigned to another?

(10 Points)

3.3.7 Statement

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

given.

PQ8: VERIFICATION OF BUSINESS SUSTAINABILITY

PART F: CERTIFICATION

I/ We do hereby certify that the above information is correct in all respects:

Full Name: …………………………………………………………………………………

Designation/Position: ……………………………………………………………………

Signature: ……………………………………………………………. Date: …………………………………………..

Company Stamp/ Seal:


3.5 Withdrawal of Pre-qualification

Should a condition arise between the time the firm is pre-qualified to bid and the bid opening date which could

substantially change the performance and qualification of the bidder or the ability to perform such as but not

limited to bankruptcy, change in ownership or new commitments, then Sheria Sacco Society Limited reserves

the right to reject the tender from such a bidder even though they have been initially pre-qualified.

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

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

3.6.1 The firm must show proof that it has paid all its statutory obligations and have current Tax Compliant

Certificate.

3.7 Pre-qualification Criteria

Required Information Form Type Points Score

1. Registration Documentation PQ-1 30

2. Pre-qualification Data PQ-2 5

3. Supervisory Personnel PQ-3 10

4. Financial Position PQ-4 20

5. 5. Confidential Report PQ-5 15

6. Experience PQ-6 10

7. Litigation PQ-7 10

Total 100

3.8 The qualification is 75 points and above.