PRE-QUALIFICATION OF SUPPLIERS 2018 - 2022
VSFS Prequalification Document
TABLE OF CONTENTS
1.
GENERAL INSTRUCTIONS ...................................................................................................................2 Important Notes for Applicants ...........................................................................................................2
2.
GENERAL BUSINESS QUESTIONNAIRE................................................................................................3 2.1. GENERAL BUSINESS INFORMATION.............................................................................................. 3 2.2. COMPANY PROFILE ...................................................................................................................... 4 2.3. DECLARATION .............................................................................................................................. 4
3.
2018/2022 VSF SUISSE PROCUREMENT CATEGORIES.........................................................................5 - 6
4. PREQUALIFICATION EVALUATION CRITERIA……………………………………………………………………………………….6 - 7 5. PREQUALIFICATION TIMELINE…………………………………………………………………………………………………………….8
[VSFS Prequalification Document]
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I.
GENERAL INSTRUCTIONS
Non-Governmental organizations are obliged to account for donor money in a transparent and auditable manner. It is for this reason that we have chosen an open prequalification procedure to find reliable and predictable suppliers to achieve our goal of best value for money. Those interested are requested to avail answers to a number of questions. 1.
You are requested to provide all the information as per the prequalification document.
2.
Clearly indicate the procurement category being applied for.
3.
VSF-Suisse will examine the documents for completeness and responsiveness to the Prequalification Questionnaire (PQQ) requirements. Incorrect information will render the document ineligible.
4. 5.
The Prequalification package should be submitted bound with all pages numbered, countersigned and stamped. The Prequalification Committee shall not be responsible for loss of documents through loose binding.
Important Notes for Applicants a)
The purpose of this document is to assist VSF-Suisse in the identification and evaluation of potential suppliers who may subsequently be invited to tender or provide quotations for the supply of goods and/or services within the respective procurement categories for the years 2018-2022.
b) A separate Questionnaire shall be filled out for EACH PROCUREMENT CATEGORY applied for. c)
The questionnaire shall be filled in English Language and shall be prepared in indelible ink.
d) Any corrections must be initialed by the person or persons who sign(s) the Document; otherwise the application will be voided. e)
Answer ALL questions and where the question is not applicable, indicate an N/A. Where necessary, answers may be provided on separate sheets.
f)
The completed document shall be signed off and initialed by Director/Partner of the organization and rubber stamped on each page, and signed on the last page in the space provided.
g)
As part of this review process, the prequalification committee may request the applicant for a site visit at its premises.
h)
The information provided herein is strictly confidential.
i)
Successful applicants will be included in the VSF Suisse Approved Vendor List for the indicated period and will be notified in writing.
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II.
GENERAL BUSINESS QUESTIONNAIRE A. GENERAL BUSINESS INFORMATION
CATEGORY APPLIED…………………………………………………............................... PARTICULARS
RESPONSE
Full Registered Name of Organization:
Form of Company ( i.e. Ltd, Sole Proprietorship) Company Owners Names of Directors:-
Is the Business an Agent, Broker, Retailer, Manufacturer, Principle Service Provider Full physical and Registered address of principal place of business: Full postal address of the principal place of business: Telephone number(s): E-mail address: Website address (if any): Contact person within the organization to whom enquiries about this bid should be directed:
NAME TITLE TEL: EMAIL:
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B. COMPANY PROFILE Please provide a detailed and comprehensive company profile, which shall include the following mandatory information: i.
Company Background, core business focus area, products, services, technical activities, years of business operation
ii.
Copies of the following certificates:
Certificate of Incorporation/Registration
VAT registration
Tax Compliance Certificate from KRA
PIN certificate of firm, company or individual; as the case may be
Valid Business License
iii.
Letter of certification from banker/s
iv.
At least THREE latest Trade References/Recommendations from Your Main Clients - (must be within the last 2 years).
Note: You are at liberty to include any other information that may be relevant to the application
C. DECLARATION I/We the Undersigned declare that to the best of my/our knowledge the answers submitted (and any supporting documentation together with the details of the attached Company Profile) are correct
FORM COMPLETED, CERTIFIED AND STAMPED BY Name: Position (Job Title): Date: Telephone number: Email: Signature: Stamp/Seal
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III.
2018/2022 VSF SUISSE PROCUREMENT CATEGORIES
Category
Admin/Office Supplies
Information Technology
Motor vehicle/ Mechanical/Fuel/Spares
Motor Cycles
Reference Number
Category Description
VSFS/01/2018
Supply of General Office Supplies
VSFS/02/2018
Printing and Supply of Visibility and Promotional Materials
VSFS/03/2018 VSFS/04/2018
Supply of Office Equipment, Furniture and Fittings Supply of Computers, Printers, Networking & Other Computer/Server Parts/Software & Service and Repairs – Computer Equipment Supply of Communication Equipment and Parts(HF/VHF Radio, Thuraya, V-sat) & Service and Repairs – Communication Equipment
VSFS/05/2018 VSFS/06/2018
Software/Web Development/ IT Support Services
VSFS/07/2018
Supply of Automobile Tyres, Batteries and Other Accessories
VSFS/08/2018
Supply of Motor Vehicles
VSFS/09/2018
Supply of Motor Fuel and Lubricants
VSFS/10/2018
Motor Vehicle Parts and Repair Services
VSFS/11/2018
Supply of Motor Bikes & Accessories - Lab Analysis Services
VSFS/12/2018 Consultancy Veterinary Drugs & Equipment
VSFS/13/2018 VSFG/13/2016 VSFS/14/2018
Veterinary Drugs, Equipment & Vaccines
VSFS/15/2018
Dairy Equipment/Supplies
Agriculture Equipment’s & VSFS/16/2018 Seeds VSFS/17/2018 Solar Equipment VSFS/18/2018 Generators
Transport/Logistics
Hardware & Building Materials
[VSFS Prequalification Document]
- HR Management and Organizational Development Services - HR Recruitment & Placement Services
Agriculture Tools & Equipment’s Seeds & Seedlings Supply of Solar System and Equipment
VSFS/19/2018
Supply of Generators & Parts
VSFS/20/2018
Repair of Generators and Parts
VSFS/21/2018
Air Travel Agency Services
VSFS/22/2018
Taxi Services
VSFS/23/2018
Clearing and Forwarding Agents
VSFS/24/2018
Transport Haulage & Car Hire
VSFS/25/2018
General Building Materials i.e. Cement, Nails, Glassware etc.
VSFS/26/2018
Plumbing Materials
VSFS/27/2018
Electric Materials
VSFS/28/2018
Wood Materials
VSFS/29/2018
Manufacturers (Plastics, cement, shoes, Mattresses)
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Emergency Items
VSFS/30/2018
Metal Works
VSFS/31/2018 VSFS/32/2018
Building Tools & Hardware Emergency Equipment & Non-Food Items e.g. buckets, cooking pots, blankets etc.
VSFS/33/2018
- Insurance Brokerages Services, - Medical Insurance
Insurance Services
- General Insurances - Motor Insurances. Conference Services
VSFS/34/2018
Conference and Accommodation Facilities
Security Services
VSFS/35/2018
General Security Services/CCTV Installation / Maintenance of Fire Fighting Equipment
Finance Services
VSFS/36/2018
External Audit Services
Camping Equipment’s
VSFS/37/2018
Tent & Camping Equipment’s
iv.
PREQUALIFICATION EVALUATION CRITERIA
This stage concerns the criteria and scoring used to assess the legal, technical/professional, economic and financial capacity of the applicant to satisfactorily perform the intended work in the bid.
INFORMATION POINTS SCORE INFORMATION
SCORES Description
Points
AWARDED
Total
Points
Total
Organization Details 1.
2.
LEGAL ESTABLISHMENT/COMPLIANCE
16
Certificate of Incorporation - Legal Registration Documentation
6
Physical Location
3
Business/Professional Permit, License
2
TIN Registration
3
Any Other License/Certificate
2
COMPANY PROFILE DETAILS
63
Relevance of Core Business to Category Applied:
8
-
Relevant Business Activities & Adequate Resource Levels
8
-
Concerns on Relevance of Activities and/or Resource Levels
3
-
Irrelevant Business Activities or No Responses Provided
0
Registration with a Relevant Professional (Trade) Body TECHNICAL & PROFESSIONAL CAPACITY
2 14
Manpower & Managerial Capabilities
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-
Organogram with Clear Specialization of Functions
5
-
CV of at least 2 key Management Personnel
3
-
List of Key Permanent Staff to Support Procurement Category
2
Applied For -
List of Key Relevant Assets at Disposal
2
FINANCIAL & ECONOMIC CAPACITY
39
Audited Financial Statements/Bank Reference
9
-
Financial Statements provided For the Past 2 Years
3
-
Financial Statements Provided Only for One of the Years
1
-
Financial Statements Not Provided
0
-
Recommendation Letter from Bank
6
Past Experience/ 4 Trade References - Recommendations (In
16
Similar Supplies)
3.
-
Latest & Relevant Trade References/Recommendations,
16
-
Relevant But Insufficient References, (Score Per Provided No)
-
Relevant But Old References,
6
-
Irrelevant or No References
0
4 - 12
“DECLARATION STATEMENT “IN THE PQQ IS SIGNED & STAMPED TOTAL
1 100
100
NB: For the Applicant to Qualify, they must obtain a score of at least 70 points which shall include a minimum of 10 points in the “Credit” Score
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V. PRE-QUALIFICATION SCHEDULE/TIMELINE
NO
PRE-QUALIFICATION PROCEDURES
DATES FROM th
December2017
22 December2017
th
December 2017
22
1
Advertisement
4
2
Prequalification Document Submission
4
3
Opening of Documents
9 January 2018 @ 11:30am
4
Pre – Analysis Process
10 January 2018
5
Site Visits by different teams
29 January 2018
6
Validation of Prequalification Documents
26 February 2018
7
Final Evaluation / Selection
2 March 2018
8
Results Notification to Approved Applicants
12 March 2018
9
Results Notification to Unsuccessful Applicants
12 March 2018
[VSFS Prequalification Document]
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December2017 @ 4:00pm
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19 January 2018
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23 February 2018
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1 March 2018
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8 March 2018
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14 March 2018
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