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TENDER DOCUMENT FOR THREE 3 YEAR FRAMEWORK CONTRACT
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TABLE OF CONTENTS,SECTION CONTENTS PAGE NO,SECTION I INVITATION TO TENDER 6. SECTION II TENDER SUBMISSION CHECKLIST 8, Part A Tender Submission Financial and Non Financial Proposals. Part B Tender Submission Samples, Table of Paragraphs on Instructions To Tenderers 11. SECTION III INSTRUCTIONS TO TENDERERS 13,Appendix to Instructions To Tenderers 33. SECTION IV SCHEDULE OF REQUIREMENTS 36,SECTION V PRICE SCHEDULE OF GOODS 40.
SECTION VI EVALUATION CRITERIA 46, Table of Clauses on General Conditions of Contract 50. SECTION VII GENERAL CONDITIONS OF CONTRACT 51,SECTION VIII SPECIAL CONDITIONS OF CONTRACT 71. SECTION IX TENDER FORM 72,SECTION X CONFIDENTIAL BUSINESS. QUESTIONNAIRE FORM 74, SECTION XI A TENDER SECURITY FORM BANK GUARANTEE 77. SECTION XI B TENDER SECURITY FORM LETTERS OF CREDIT 80. TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. SECTION XIC TENDER SECURITY FORM SACCO SOCIETY DEPOSIT. TAKING MICRO FINANCE INSTITUTIONS WOMEN,ENTERPRISE FUND YOUTH ENTERPRISE FUND 82.
SECTION XIIA MANUFACTURER S AUTHORIZATION FORM 85,SECTION XIIB MANUFACTURER S WARRANTY FORM 86. SECTION XIII DECLARATION FORM 87, SECTION XIV DRAFT LETTER OF NOTIFICATION OF AWARD 88. SECTION XV DRAFT LETTER OF NOTIFICATION OF REGRET 89. SECTION XV I CONTRACT AGREEMENT FORM 90,SECTION XVII A PERFORMANCE SECURITY FORM. BANK GUARANTEE 95,SECTION XVII B PERFORMANCE SECURITY FORM. LETTERS OF CREDIT 97, SECTION XVIII MANUFACTURER S TECHNICAL AND NON TECHNICAL.
CONTACT PPERSONS 99,SECTION XIX HUMAN RESOURCES EXPERIENCE. AND QUALIFICATIONS 100, SECTION XX PROPOSED METHOD OF ACCOMMODATING FUTURE. AMENDMENTS TO THE TECHNICAL REQUIREMENTS 101,SECTION XXI CONTINUOUS IMPROVEMENT PROCESS 102. SECTION XXII SUBCONTRACTORS 103,SECTION XXIII LEAD TIME FORM 104. TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. SECTION XXIV PROPOSED METHODS TO REDUCE KENYA POWER S. STOCKHOLDING AND ENHANCE SERVICE,DELIVERY 105, SECTION XXV TENDERER S RESPONSE TO RUSH AND EMERGENCY.
ORDERS 106, SECTION XXVI PREVIOUS EXPERIENCE WITH SIMILAR WORK 107. SECTION XXVII SUPPLIER EVALUATION FORM 108,SECTION XXVIII TECHNICAL SPECIFICATIONS 110. TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. INTRODUCTION, The Kenya Power Lighting Company Limited hereinafter abbreviated as KPLC is. interested in Framework contracts for the supply of goods in an effort to improve quality. add life cycle value reduce cost and improve service to its customers. KPLC desires timely delivery throughout the contract period and by the agreed delivery. dates or lead times This flexibility would allow KPLC to reduce inventories and. maintain a high level of service to its customers, It is KPLC s intent to establish a Three 3 year contract with the supplier based on a. periodic review of quantity quality and service, Prospective Suppliers shall note that KPLC expects the following.
1 Highly competitive pricing, KPLC expects that by eliminating the costs associated with annual tendering and. evaluation and by eliminating the Supplier s costs associated with both the. preparation of annual tenders and the review of technical requirements significant. savings can be realized resulting in highly competitive pricing. 2 Ongoing exchange of technical information, An ongoing exchange of technical information would provide the opportunity to. look at savings associated with the use of alternate products or specification. 3 Timely Delivery to avoid stock outs, An exchange of information would allow the Supplier to plan production to meet. KPLC s requirements and KPLC would receive the Item s when needed. resulting in decreased inventory and higher service levels. 4 Quality products and service, KPLC expects that quality problems would be virtually eliminated by working. with the Supplier, 5 Working together as a team to improve the supply process both technically and.
administratively The entire supply process would be continually reviewed to. provide for cost reduction and efficiency, KPLC undertakes to purchase the minimum quantities indicated during the contract. period of three years, The maximum quantities indicated are estimates only based on historical and forecasted. requirements These quantities may be altered and are to be used for estimating purposes. TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. SECTION I INVITATION TO TENDER,DATE 07 05 15,TENDER REFERENCE NUMBER AND NAME. KP1 9AA 3 PT 86 14 15 FOR SUPPLY OF DISTRIBUTION TRANSFORMERS. 3 YEAR FRAMWORK CONTRACT,1 1 Introduction, The Kenya Power Lighting Company Ltd KPLC invites bids from eligible Tenderers. for Supply of DISTRIBUTION TRANSFORMERS Interested eligible Tenderers may. obtain further information from the General Manager Supply Chain The Kenya Power. Lighting Company Ltd at Stima Plaza 3rd Floor Kolobot Road P O Box 30099. 00100 Nairobi Kenya,1 2 Obtaining tender documents.
1 2 1 Tender documents detailing the requirements may be obtained from the General. Manager Supply Chain The Kenya Power Lighting Company Ltd on the 3rd. Floor Stima Plaza Kolobot Road Nairobi on normal working days from Monday to. Friday excluding any public or gazetted holiday beginning on Thursday 7th May. 2015 between 9 00 a m 12 00 p m and 2 00 p m 4 00 p m upon payment of a. non refundable fee of Kenya Shillings One Thousand Only KSh 1 000 or the. equivalent amount in United States Dollars USD using the selling exchange rate ruling. at the date of the tender document purchase provided by the Central Bank of Kenya See. Central Bank of Kenya website www centralbank go ke Payment shall be made in cash. or by Bankers Cheque at the 1st Floor of Stima Plaza Kolobot Road Nairobi Kenya. 1 2 2 Prospective bidders may also download the tender document from KPLC s website. www kenyapower co ke free of charge,1 3 Submission of Tender documents. Completed Tenders are to be enclosed in plain sealed envelopes marked KP1 9AA. 3 PT 86 14 15 for Supply of DISTRIBUTION TRANSFORMERS addressed and. deposited in the Company Secretary s Office located at KPLC premises Stima Plaza 7th. Floor Kolobot Road Nairobi Kenya so as to be received on or before Thursday 28th. May 2015 at 10 00am, TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. 1 4 Prices, Offered Price should be inclusive of all taxes duties levies and delivery costs to the. premises where applicable of KPLC or other specified site must be in Kenya Shillings. or a freely convertible currency in Kenya and shall remain valid for one hundred and. twenty 120 days from the closing date of the tender. 1 5 Opening of submitted Tenders, Tenders will be opened promptly thereafter in the presence of the Tenderer s or their. representatives who choose to attend in KPLC Auditorium at Stima Plaza Kolobot Road. Parklands Nairobi, TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA.
POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. SECTION II TENDER SUBMISSION CHECKLIST, PART A TENDER SUBMISSION FINANCIAL AND NON FINANCIAL PROPOSALS. VOLUME I FINANCIAL PROPOSAL, This order and arrangement must be adhered to while submitting the tender and shall be. considered as the Tender Submission Format Financial. Tenderers shall tick against each item indicating that they have provided it. No Item Tick Where,1 Duly completed Tender Form, 2 Tender Security Bank Guarantee or Letters of Credit issued. by Banks Licensed by the Central Bank of Kenya Guarantee. by a deposit taking Microfinance Institution Sacco Society. the Youth Enterprise Development Fund or the Women. Enterprise Fund,3 Duly completed Tender Form,4 Price Schedule s. 5 Audited Financial Statements The audited financial. statements required must be those that are reported within. eighteen 18 calendar months of the date of the tender. 6 Any other document or item required by the Tender. Document that is financial The Tenderer shall specify such. other documents or items it has submitted, TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA.
POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. VOLUME II NON FINANCIAL PROPOSAL, This order and arrangement shall be considered as the Tender Submission Format. Non Financial, Tenderers shall tick against each item indicating that they have provided it. No Item Tick Where,1 Declaration Form, 2 Copy of Company or Firm s Registration Certificate. 3 Copy of PIN Certificate,4 Copy of Valid Tax Compliance Certificate. 5 Confidential Business Questionnaire CBQ, 6 Certificate of Confirmation of Directors and Shareholding C R.
12 or its equivalent for foreign tenderers, 7 Type Test Certificates and their Reports and or Test Certificates. and their Reports, 8 Copy of accreditation certificate for the testing body as per ISO. 9 Valid and current ISO 9001 Certificates or for locally. manufactured or produced goods valid Diamond Mark of Quality. Certificate or Standardization Mark Certificates from the Kenya. Bureau of Standards KEBS, 10 Catalogues and or Brochures and or Manufacturer s drawings. 11 Duly completed Schedule of Guaranteed Technical Particulars. 12 Manufacturer s Authorization Form,13 Manufacturer s warranty Form. 14 Names with full contact as well as physical addresses of previous. customers of similar goods and required number of reference. letters from previous customers,15 Statement on Deviations.
16 Schedule of Requirements duly filled indicating items offered. 17 Human Resource Experience and Qualification Form. 18 Proposed method of Accommodating Future Technical. Amendments Form,19 Continuous Improvements Process Form. 20 Subcontractors,21 Leadtime Form, TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. 22 Proposed Methods to reduce KPLC s Stockholding Enhance. Service Delivery, 23 Tenderer s Response to Rush and Emergency Orders. 24 Previous Experience with similar work, 25 Manufacturer s Technical Non Technical Contact Persons. 26 Any other document or item required by the Tender Document. that is non financial The Tenderer shall specify such other. documents or items it has submitted,PART B TENDER SUBMISSION SAMPLES.
In addition to the above Tenderers shall submit a Sample if required in the Tender. NOTES TO TENDERERS, 1 Valid Tax Compliance Certificate shall be one issued by the relevant tax authorities. and valid for at least up to the tender closing date All Kenyan registered Tenderers. must provide a valid Tax Compliance Certificate, 2 All Kenyan registered Tenderers must provide the Personal Identification Number. Certificate PIN Certificate, 3 Foreign Tenderers must provide equivalent documents from their country of origin. as regards Tax Compliance and PIN certificates OR statements certifying that the. equivalent documentation is not issued in the Tenderer s country of origin The. Statement s that equivalent documentation is not issued by the Tenderer s country. should be original and issued by the Tax authorities in the Tenderer s country of. 4 A non financial document or item includes one that does not contain or reveal the. tender price s of the goods and the required audited financial statements A. Tenderer shall not insert financial documents or items in the Non financial tender. submission envelopes or packages, 5 A financial document or item includes one that contains all information on the. tender price s of the goods and the required audited financial statements A. Tenderer shall not insert Non financial documents or items in the Financial tender. submission envelopes or packages, TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA.
POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. TABLE OF PARAGRAPHS ON INSTRUCTIONS TO TENDERER,Paragraph No Headings Page No. 3 1 Definitions 13,3 2 Eligible Tenderers 15,3 3 Eligible Goods 16. 3 4 Cost of Tendering 16,3 5 Contents of The Tender Document 16. 3 6 Clarification of Documents 17,3 7 Amendment of Documents 17. 3 8 Language of Tender 18,3 9 Documents Comprising the Tender 18.
3 10 Tender Form 18,3 11 Tender Prices 18,3 12 Tender Currencies 19. 3 13 Tenderer s Eligibility and Qualifications 19, 3 14 Tenderers Contract Management and Human Resource Capabilities 21. 3 15 Goods Eligibility and Conformity to Tender Documents 21. 3 16 Sample s 22,3 17 Warranty 22,3 18 Tender Security 22. 3 19 Validity of Tenders 24,3 20 Alternative Offers 24. 3 21 Number of Sets Of and Tender Format 24,3 22 Preparation and Signing of The Tender 25.
3 23 Sealing and Outer Marking of Tenders 26,3 24 Deadline for Submission of Tender 26. 3 25 Modification and Withdrawal of Tenders 27,3 26 Opening of Tenders 27. 3 27 Process To Be Confidential 27, 3 28 Clarification of Tenders and Contacting KPLC 27. 3 29 Preliminary Tender Evaluation 28,3 30 Minor Deviations Errors or Oversights 28. 3 31 Technical Evaluation of Tenders 28,3 32 Financial Evaluation of Tenders 28.
3 33 Preferences 29,3 34 Tender Evaluation Period 29. TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. 3 35 Debarment of a Tenderer 29,3 36 Confirmation of Qualification for Award 30. 3 37 Framework contract 30,3 38 Termination of Procurement Proceedings 30. 3 39 Notification of Award for framework contract 30. 3 40 Signing of Framework contract 31,3 41 Performance Security 31. 3 42 Corrupt or Fraudulent Practices 32,3 43 Emergency Purchase 33.
TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. SECTION III INSTRUCTIONS TO TENDERERS,3 1 Definitions. In this tender unless the context or express provision otherwise requires. a Any reference to any Act shall include any statutory extension amendment. modification re amendment or replacement of such Act and any rule regulation. or order made there under, b Framework contract Means the contractual relationship ensuing from this. c Date of Tender Document shall begin with the first day and end on the last day. of the month appearing on the cover page of the Tender Document. d Day means calendar day and month means calendar month. e DAP wherever appearing means Delivered At Place The Supplier or its. appointed agent shall have the responsibility of shipping the goods paying all. freight costs and the discharging port charges payment of Customs duties and. taxes on behalf of KPLC should be made in the name of KPLC and will be. reimbursed undertaking customs clearance of goods transporting and delivering. the goods from the port of discharge to KPLC stores or other destination as may. be indicated, f DDP wherever appearing means Delivered Duty Paid The supplier s. responsibilities shall include payment of all taxes duties and levies and delivery. to KPLC stores For avoidance of doubt this includes Value Added Tax VAT. Railway Development Levy RDL and Import Duties, g KEBS wherever appearing means the Kenya Bureau of Standards or its. successor s and assign s where the context so admits. h KENAS wherever appearing means the Kenya National Accreditation Service. or its successor s and assign s where the context so admits. i PPOA wherever appearing means The Public Procurement Oversight. Authority or its successor s and assign s where the context so admits. j Reference to the tender or the Tender Document includes its appendices and. documents mentioned hereunder and any reference to this tender or to any other. document includes a reference to the other document as varied supplemented. and or replaced in any manner from time to time, k The Procuring Entity means The Kenya Power and Lighting Company.
Limited or its successor s and assign s where the context so admits hereinafter. abbreviated as KPLC, TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. l The Tenderer means the person s submitting its Tender for the supply. installation and commissioning the latter two where applicable of the goods in. response to the Invitation to Tender, m Where there are two or more persons included in the expression the Tenderer. any act or default or omission by the Tenderer shall be deemed to be an act. default or omission by any one or more of such persons. n words importing the masculine gender only include the feminine gender or as. the case may be the neutral gender, o words importing the singular number only include the plural number and vice. versa and where there are two or more persons included in the expression the. Tenderer the covenants agreements and obligations expressed to be made or. performed by the Tenderer shall be deemed to be made or performed by such. persons jointly and severally, p KPLC s authorised person shall mean its Chief Manager Supply Chain. Logistics who is designated by KPLC to exercise such power authority or. discretion as is required under the tender and any contract arising therefrom or. such other KPLC staff delegated with such authority. q Change Order the document or documents by which KPLC formally gives. instruction for any changes to the contents of the Official Purchase Order and or. Authority to Manufacture or any other document relating to the Supply of goods. other than the contract itself or reduction of period of delivery Such changes may. include amending deleting adding or cancelling, r Authority to Manufacture written document prepared by KPLC which directs.
the Supplier to manufacture and where necessary arrange for Factory Acceptance. s Official Purchase Order written document prepared by KPLC which directs. the Supplier to deliver specific quantities to a specific delivery location on or. within a particular delivery date s at specific prices. t Unit Prices means with respect to those prices submitted in the Price Schedule. for the initial year and any unit prices agreed upon by the parties based on a. price mechanism for the subsequent years, u Rush Order written document prepared by KPLC which directs the Supplier to. deliver specific quantities to a specific delivery location earlier than the expected. delivery date s due to emergencies or other abnormal circumstances KPLC. determines at its sole discretion that required goods be provided by its Supplier s. on a rush basis KPLC may place such rush orders with the Supplier s Upon. placing a rush order by KPLC in accordance with the above and upon mutual. agreement of the parties the Contractor s shall produce the rush order on a. highest preference and priority basis and allocate personnel materials client. capacity and production shifts accordingly, TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014. v Minimum quantity projected lowest requirements quantity which KPLC. intend to procure within the contract period, w Maximum quantity projected maximum requirements quantity which KPLC. intend to procure within the contract period, x Government of Kenya GoK when used shall mean GOK as presently. constituted or National or any County government in the republic of Kenya where. the context so admits, y Citizen contractors a firm shall be qualified as a citizen contractor if its owners.
and shareholders are Kenyan citizens, z Local contractors a firm shall be qualified as a local contractor if it is registered. 3 2 Eligible Tenderers, 3 2 1 This Invitation to Tender is open to all Tenderers eligible as described in the. Appendix to Instructions to Tenderers Successful Tenderers shall supply the goods in. accordance with this tender and the ensuing contract. 3 2 2 Joint Venture and or consortia or such associations are not permissible or eligible. 3 2 3 Agreements between undertakings to directly or indirectly fix purchase or selling prices. or any other trading conditions are prohibited Where this is discovered the undertakings. involved will not be eligible for award and all undertakings involved shall be. disqualified, 3 2 4 Notwithstanding any other provisions of this tender the following are not eligible to. participate in the tender, a KPLC s employees its Board or any of its committee members. b Any Minister or Assistant Minister of the Government of the Republic of Kenya. c Any public servant of GoK, d Any member of a Board or Committee or any department of GoK.
e Any person appointed to any position by the President of Kenya. f Any person appointed to any position by any Minister of GoK. 3 2 5 For the purposes of this paragraph any relative i e spouse s and child ren of any person. mentioned in sub paragraph 3 2 4 is also ineligible to participate in the tender In. addition a Minister shall include the President Vice President or the Attorney General of. 3 2 6 Tenderers shall provide the qualification information statement that the Tenderer. including subcontractors is not associated or have been associated in the past directly. or indirectly with a firm or any of its affiliates which have been engaged by KPLC to. TENDER DOCUMENT FOR 3 YEAR FRAMEWORK CONTRACT BY AND FOR THE KENYA. POWER LIGHTING COMPANY LIMITED 2ND EDITION APRIL 2014.


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