PRE-QUALIFICATION OF SUPPLIERS FOR SUPPLY OF GOODS, WORKS AND SERVICES TO THE NAIROBI HOSPITAL

FOR THE PERIOD OF

(1st JUNE 2021 - 31st MAY 2023)

CATEGORY REF NO…………………………………………………………………

CATEGORY DESCRIPTION…………………………………………………….

PAYMENT RECEIPT NO ........................................................ (attach receipt copy)

PRE-QUALIFICATION APPLICATION CLOSING DATE: 31st MAY 2021

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Table of Contents

I. PREAMBLE ........................................................................................................................................... 2

II. INSTRUCTIONS ................................................................................................................................ 13

III. IMPORTANT NOTES TO SUPPLIERS ........................................................................................... 13

IV. EVALUATION ................................................................................................................................... 19

a) Mandatory Requirements for Evaluation ................................................................................................... 19

b) Additional Requirements .............................................................................................................................. 20

c) Points Award Summary ................................................................................................................................ 20

V. DECLARATION................................................................................................................................. 21

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I. PREAMBLE

The Nairobi Hospital invites applications for pre-qualification from eligible competent Suppliers (including the current suppliers) for the supply of goods, works and services for the

Period (1st June 2021 – 31st May 2023) under the following listed categories;

NB: Youth, Women and Persons with (PWD) are encouraged to participate.

THE NAIROBI HOSPITAL

PRE-QUALIFICATION OF SUPPLIERS (FY2021-2023)

The Nairobi Hospital (referred to as TNH in this full document) is pre-qualifying suppliers for provision of goods and services as listed below. We wish to invite eligible firms that would be interested to be our partners in offering their products or Services to us under the categories listed below to apply for pre-qualification for the period FY2021 - FY2023.

All existing Suppliers MUST also apply for consideration.

MAIN CATEGORY (PRODUCT / SERVICE)

CATEGORY REF NO. Sub- Categories

1. GENERAL SERVICES

TNH/PQ/1/2021/23 Provision of Outsourced Cleaning & Pottering Services

TNH/PQ/2/2021/23 Provision of Clearing & Forwarding Services

TNH/PQ/3/2021/23 Provision of Courier& Moving Services (Upcountry and International)

TNH/PQ/4/2021/23 Provision of Fumigation, Pest Control & Sanitary Services

TNH/PQ/5/2021/23 Provision of Garbage Collection & Incineration Services

TNH/PQ/6/2021/23 Provision of Insurance Services(underwriters only)

TNH/PQ/7/2021/23 Provision of Landscaping, Gardening and General Services

TNH/PQ/8/2021/23 Provision of Medical Waste Collection & Incineration Services

TNH/PQ/9/2021/23 Provision of Photography & Video graphic Services(youth)

TNH/PQ/10/2021/23 Provision of Property Valuation, Estate Agents and medical equipment valuation.

TNH/PQ/11/2021/23 Provision of Staff Recruitment Services

TNH/PQ/12/2021/23 Provision of Staff Training & Development services

TNH/PQ/13/2021/23 Provision of Transport & Taxi Services (Car Hire, Buses Hire & Pick Up Hire Services)

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TNH/PQ/14/2021/23 Provision of Car Tracking Systems

TNH/PQ/15/2021/23 Provision of Auctioneer services

TNH/PQ/16/2021/23 Provision of Debt Collection services

TNH/PQ/17/2021/23 Provision of Security services and Guarding Services

TNH/PQ/18/2021/23 Provision of microbial and chemical tests for food products

TNH/PQ/19/2021/23 Provision of vehicles/motor cycles service and repairs

TNH/PQ/20/2021/23 Provision of Environmental Impacts Assessments and Audits services.

TNH/PQ/21/2021/23

Provision of Quality Systems Audits and Certification (ISO 9001:2015, ISO 14001:2015, ISO 22000:2018 & ISO 45001:2018)

TNH/PQ/22/2021/23 Provision of Waste Recycling Services for plastics, cartons, papers, metal offcuts etc.

TNH/PQ/23/2021/23 Provision of Air Ticket & Air Travel Services(with IATA certifications)

TNH/PQ/24/2021/23 Provision of Inspection Services, Products, Certification, Quality Surveillance & NEMA Certification

2. GENERAL SUPPLIES

TNH/PQ/25/2021/23 Supply & delivery of Printed Stationery (PWD,Youth and Women)

TNH/PQ/26/2021/23 Supply & delivery of Library Books

TNH/PQ/27/2021/23 Supply & delivery Branded Stationery(Women)

TNH/PQ/28/2021/23 Supply & delivery of General printing, laboratory labels and barcodes

TNH/PQ/29/2021/23 Supply & Delivery of General office Stationery (PWD)

TNH/PQ/30/2021/23 Provision of lamination and book binding services(Youth)

TNH/PQ/31/2021/23 Supply & delivery of Staff Uniforms

TNH/PQ/30/2021/23 Supply of Protective Clothing and Safety Wear

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3. MARKETING & CUSTOMER RELATIONS SUPPLIES

TNH/PQ/29/2021/23 Supply of Aluminum, Perspex & Self Illuminating Signage and other Signage

TNH/PQ/30/2021/23 Supply of Customized T shirts, caps, banners, plaques etc.(PWD)

TNH/PQ/31/2021/23 Supply of newspaper and periodicals.

TNH/PQ/32/2021/23 Provision of Advertising & Public Relations Services (including outdoor advertising services)

TNH/PQ/33/2021/23 Supply of Promotional Materials, branded and decorative items, gifts and flowers.(Women,Youth,PWD)

TNH/PQ/34/2021/23 Hiring of tents, canopies, tables and banqueting furniture (Women,Youth,PWD)

TNH/PQ/35/2021/23 Provision of Event Management Services

4. HOUSEKEEPING SUPPLIES TNH/PQ/36/2021/23

Supply & delivery of General Housekeeping Materials(Women,Youth PWD,)

TNH/PQ/37/2021/23 Supply & delivery of Detergents(Women,Youth,PWD)

TNH/PQ/38/2021/23 Supply & delivery of Chemicals & Disinfectants

5. MAINTENANCE SUPPLIES

TNH/PQ/39/2021/23 Supply, Installation and Repair of Plumbing & Water Infrastructure

TNH/PQ/40/2021/23 Supply Electrical Equipment & Electrical Consumables

TNH/PQ/41/2021/23 Provision of services for electrical works.

TNH/PQ/42/2021/23 Provision of Motor repairs and rewinding services

TNH/PQ/43/2021/23 Provision of roof repair services

TNH/PQ/44/2021/23 Supply & delivery of Paint & Varnishes

TNH/PQ/45/2021/23 Supply & delivery of Transport Trolleys & Components

TNH/PQ/46/2021/23 Supply and delivery of building and construction materials e.g. Sand, ballast, hardcore, paving slabs, bricks etc.

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TNH/PQ/47/2021/23 Provision of painting services labor.

TNH/PQ/48/2021/23 Supply & delivery of medical gases

TNH/PQ/49/2020/23 Supply of special effects painting works

TNH/PQ/50/2021/23 Supply of Interior Decorative Design services & Related Supplies

TNH/PQ/51/2021/23 Statutory Inspections & Certifications of pressure vessels and Lifts

TNH/PQ/52/2021/23 Supply & Maintenance of Fire Equipment and fire detection systems

TNH/PQ/53/2021/23 Supply, Installation and Maintenance of Kitchen Equipment

TNH/PQ/54/2021/23 Supply & Maintenance of Diesel Generators

TNH/PQ/55/2021/23 Supply & delivery of Office Equipment, Furniture & Window blinds

TNH/PQ/56/2021/23 Provision of Repairs & Maintenance of Motor Vehicles & Motor Bikes services

TNH/PQ/57/2021/23 Supply, Installation and maintenance of Nurse/patient management call systems.

TNH/PQ/58/2021/23 Supply and Maintenance of Restricted Access Systems

TNH/PQ/59/2021/23 Supply and delivery of Fuels - diesel, HFO, LPG gas and Lubricants

TNH/PQ/60/2021/23 Provision of Professional Services and Consultancy - Quantity Surveyors, Architects, Projects management, civil & structural engineering services, mechanical & Electrical Engineering services

TNH/PQ/61/2021/23 Supply, Installation and maintenance of Lift

TNH/PQ/62/2021/23 Supply, Installation & Maintenance of Laundry Equipment

TNH/PQ/63/2021/23 Supply, Installation and Repairs of Pump & Air Compressors

TNH/PQ/64/2021/23 Supply, installation and maintenance of Medical air, Oxygen & vacuum generation plants

TNH/PQ/65/2021/23 Supply, installation and maintenance of Medical Gases & vacuum distributions, monitoring and controlling systems.

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TNH/PQ/66/2021/23 Supply, Installation and Maintenance of

Heating, Ventilation, Air-conditioners and

Cold-rooms

TNH/PQ/67/2021/23 Supply and Maintenance of Steam Boilers, Steam Autoclaves, Calorifiers, steam distribution, steam monitoring and control systems

TNH/PQ/68/2021/23 Supply, installation and maintenance of medical sterilizers /autoclave- moist heat, dry heat, ultrasonic disinfection (water disinfection/sterilization) and gas.

TNH/PQ/69/2021/23 Provision of Flat Roof Maintenance services

TNH/PQ/70/2021/23 Provision of Infrared thermography services

TNH/PQ/71/2021/23 Provision of key cutting services(Youth)

TNH/PQ/72/2021/23 Supply and repair of glass products

TNH/PQ/73/2021/23 Provision of energy audit services

TNH/PQ/74/2021/23 Provision of water storage tank cleaning services

TNH/PQ/75/2021/23 Provision of sewer lines and drainage unblocking services including snake cam era inspection

TNH/PQ/76/2021/23 Supply of protective clothing

TNH/PQ/77/2021/23 Supply, installation and maintenance of solar water heating solutions

TNH/PQ/78/2021/23 Supply, Installation and maintenance of glass doors and windows

TNH/PQ/79/2021/23 Supply, installation and maintenance of solar street lighting.

TNH/PQ/80/2021/23 Provision of machining and moulding services for mechanical parts

TNH/PQ/81/2021/23 Supply, maintenance & calibration of weighing scales

TNH/PQ/82/2021/23 Supply, maintenance and repair services for UPS

TNH/PQ/83/2021/23 supply, maintenance and repair services for aquariums

TNH/PQ/84/2021/23 Supply and delivery of Zenith and rexine upholstery materials

TNH/PQ/85/2021/23 Supply & delivery of water pumps

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TNH/PQ/86/2021/23 Supply, delivery and installation of x-ray bag scanners

TNH/PQ/87/2021/23 Provision of maintenance and repair services for automatic and revolving doors

TNH/PQ/88/2021/23 Provision of building and civil works repairs and maintenance services

TNH/PQ/89/2021/23 Provision of Mechanical works repairs and maintenance services

TNH/PQ/90/2021/23 Provision of swimming pool repairs and maintenance services

TNH/PQ/91/2021/23 Provision of sun breaker glass cladding and parapet cleaning services

TNH/PQ/92/2021/23 Fabrication of stainless steel products and equipment.

TNH/PQ/93/2021/23 Provision of repairs & Maintenance of Electronic items.

TNH/PQ/94/2021/23 Supply and delivery of medical gases

TNH/PQ/95/2021/23 Supply and delivery of potable water in tanker trucks

TNH/PQ/96/2021/23 Supply & delivery of Pharmaceuticals fridges

6. ICT SUPPLIES (must be approved / Licensed partners where applicable)

TNH/PQ/97/2021/23

Supply of Servers, Storage, Computers, Printers, Copiers, UPS and related items for IBM, NetApp, HP, Lenovo, APC and Eaton brands.

TNH/PQ/98/2021/23 Supply and maintenance of Label Printers (Zebra, Bixolon)

TNH/PQ/99/2021/23

Repairs & Maintenance for ICT infrastructure (servers, storage, computers, Printers, scanners, projectors and UPS below 1.5 KVA)

TNH/PQ/100/2021/23

Provision of networking services (fiber, copper and wireless) i.e. structured cabling, support and maintenance of equipment.

TNH/PQ/101/2021/23

Supply of network equipment (switches, routers, firewalls wireless access points) - Approved cisco product partners.

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TNH/PQ/102/2021/23

Supply of general ICT accessories and consumables e.g. printer consumables, computer spare parts, networking accessories, iPads etc.

TNH/PQ/103/2021/23 Provision of electronic waste disposal services

TNH/PQ/104/2021/23 Supply and Implementation of ICT service desk system (helpdesk)

TNH/PQ/105/2021/23 Supply of projectors and audio visual equipment (direct purchase and lease options)

TNH/PQ/106/2021/23 Provision of Broadband internet and WAN connectivity services

TNH/PQ/107/2021/23 Supply and maintenance of Data card printers

TNH/PQ/108/2021/23 Provision of domain hosting and mail relay gateway services

TNH/PQ/109/2021/23 Provision of website design and maintenance services

TNH/PQ/110/2021/23

Supply and support and maintenance of various software or solutions i.e. operating system, desktop applications, virtualization, antivirus, backup & recovery etc.

TNH/PQ/111/2021/23 Provision of ICT security services e.g. Security assessment, managed service etc.

TNH/PQ/112/2021/23

Provision of data center infrastructure support and maintenance services e.g. cooling (Airedale), UPS, access control, cleaning etc.

TNH/PQ/113/2021/23 Supply and maintenance of surveillance solutions e.g. CCTV software, cameras etc.

TNH/PQ/114/2021/23 Supply, installation and support of a Queue Management System (outright purchase or lease)

7. COMMUNICATION

TNH/PQ/115/2021/23 Supply of office Air time (scratch cards) on monthly basis

TNH/PQ/116/2021/23 Supply of hybrid desk phones( Alcatel, Panasonic).

TNH/PQ/117/2021/23 Supply & delivery of Alcatel PABX and accessories

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TNH/PQ/118/2021/23 Supply & Delivery of Motorola two way radios and accessories.

TNH/PQ/119/2021/23 Provision of Dstv maintenance and support services on decoders, television repair and cabling.

TNH/PQ/120/2021/23 Supply & delivery of general electronic equipment and appliances e.g. TVs, Radios.

MAIN CATEGORY (PRODUCT / SERVICE)

CATEGORY REF NO. Sub- Categories

8. CATERING SUPPLIES

TNH/PQ/121/2021/23 Supply & delivery of Bread and Cakes(limited to bakeries)

TNH/PQ/122/2021/23 Supply & delivery of dry goods and related foodstuff(Women,Youth,Pwd)

TNH/PQ/123/2021/23 Supply & delivery of Juices(women,youth,pwd)

TNH/PQ/124/2021/23 Supply & delivery of Fresh Vegetables, Fruits and other food stuff (Processed)

TNH/PQ/125/2021/23 Supply & delivery of Fresh Vegetables, Fruits and other food stuff (non -Processed)

TNH/PQ/126/2021/23 Supply & delivery of milk and related dairy Products

TNH/PQ/127/2021/23 Supply & delivery of Meat, Fish, Sea Food & Chicken Products

TNH/PQ/128/2021/23 Collection of Pig Swill and Waste Cooking oil

TNH/PQ/129/2021/23 Supply & delivery of Eggs

TNH/PQ/130/2021/23 Provision of Water Dispensers, Mineral water, Bottled water and Water Related Services(dealer companies)

TNH/PQ/131/2021/23 Supply & delivery of Cutlery & Crockery(women)

9. LAUNDRY SUPPLIES

TNH/PQ/132/2021/23 Curtains & Upholstery

TNH/PQ/133/2021/23 Linen/Laundry Trolleys

TNH/PQ/134/2021/23 Laundry Detergents & Stain removers

TNH/PQ/135/2021/23 Supply & delivery of Hospital Linen, Patient Wear

10. MEDICAL EQUIPMENT

TNH/PQ/136/2021/23 Supply, Installation and Maintenance of Laboratory Equipment

TNH/PQ/137/2021/23 Supply, Installation and Maintenance of Radiology Equipment

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TNH/PQ/138/2021/23 Supply, Installation and Maintenance of Bio Medical, Surgical & Other Medical Equipment

TNH/PQ/139/2021/23

Supply, installation/maintenance of physiotherapy /electrotherapy/occupational therapy equipment

TNH/PQ/140/2021/23 Supply, Installation and Maintenance of Theatre Equipments

TNH/PQ/141/2021/23 Supply, Installation and Maintenance of Renal /Dialysis Equipments

TNH/PQ/142/2021/23 Supply, Installation and Maintenance of ICU Equipments

11. MEDICAL CONSUMABLES

TNH/PQ/143/2021/23 Theatre Implants, Screws & Plates

TNH/PQ/144/2021/23 Surgical instruments

TNH/PQ/145/2021/23 Radiology supplies

TNH/PQ/146/2021/23 Renal & ICU consumables

TNH/PQ/147/2021/23 Nuclear Medicine Consumables

TNH/PQ/148/2021/23 Supply of Dental consumables, instruments and equipments.

TNH/PQ/149/2021/25 Radiotherapy accessories

MAIN CATEGORY (PRODUCT / SERVICE)

CATEGORY REF NO. Sub- Categories

12. RADIOTHERAPY SUPPLIES

TNH/PQ/150/2021/23 Radiotherapy accessories

TNH/PQ/151/2021/23 Radiotherapy Immobilizing Devices

TNH/PQ/152/2021/23 Prostrate Brachytherapy Treatment Seeds

TNH/PQ/153/2021/23 Radio-Iodine 131 Thyroid Treatment

TNH/PQ/153/2021/23 Brachytherapy Esophageal Applicators

TNH/PQ/154/2021/23 Brachytherapy Gynecological Applicators

TNH/PQ/155/2021/23 India Ink Tattooing Ink

TNH/PQ/156/2021/23 Irridium 192 Brachytherapy Radio-Active Source

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TNH/PQ/157/2021/23 Gafchromic Film

TNH/PQ/158/2021/23 Radiation Quality Inspection

TNH/PQ/159/2021/23 TLD Film Monthly Reading

13. SECURITY RELATED

TNH/PQ/160/2021/23

Supply of Security Network Video Recorder Servers, Storage server, laptop Computers and Integration of Security Systems

TNH/PQ/161/2021/23 Construction of gate one canopy and installation of guard hut

TNH/PQ/162/2021/23

Provision of Security Staff Training and security awareness training on counter on terrorism, active shooter, child abduction and workplace violent

TNH/PQ/163/2021/23 Supply of parking cones and investigation kits

TNH/PQ/164/2021/23 Supply of evacuation chairs

TNH/PQ/165/2021/23

Installation of UVS and baggage scanners at the hospital entrances and Metal detectors and handheld explosives/narcotic scanners

TNH/PQ/166/2021/23

Emergency response signage’s, Fire marshals cabinets, Fire marshalls jackets, Purchase of dedicated fire engine

TNH/PQ/167/2021/23

Provision of security Auxiliary services (Fire Engine Response, Maintenance contract for VHF radios, maintenance of the alarm system, Maintenance contract for evacuation chairs, Service maintenance for Garret walk through and hand held detectors, Service maintenance for Security Safes and Provision of Integrated guarding Security Services)

TNH/PQ/168/2021/23

Expansion of VHF Radio network (Supply of VHF Radio Software & additional radios) and visitors management system

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II. INSTRUCTIONS

1. Prequalification documents can be downloaded from The Nairobi Hospital website www.thenairobihosp.org

2. A non-refundable fee of Kshs 5,000.00 per sub- category is payable via Lipa na M-PESA through Pay Bill No. 998151, Account No. Company Name at the Main Hospital ADT Cashier’s desk.

3. The original receipt showing proof of payment should be attached to the prequalification documents at the point of submission.

Full completed prequalification documents and related scanned copies marked with the Category Number Reference e.g. TNH/PQ/169/2021/23 can be sent to hospital email addresses; prequalification@nbihosp.org on or before 31st May, 2021.

SUPPLIER PREQUALIFICATION DOCUMENT

TNH continuously seeks to partner with competent suppliers & service providers for supply

of various goods & provision of various services.

III. IMPORTANT NOTES TO SUPPLIERS

a) The purpose of this document is to assist TNH in the identification & evaluation of potential suppliers who may subsequently be invited to tender.

b) In order to simplify this process, you need to provide certified copies of all supporting documents requested under the questionnaire, for example, audited accounts/financial statements, registration & compliance certificates, statements & policies, etc.

c) You may also be asked to clarify your answers or provide more details. (Please answer every question. If the question does not apply to you please write N/A; if you don’t know the answer, please write N/K).

d) Failure to complete this questionnaire &/or to provide written answers to any further questions or requests for additional information or requests for clarification will result in the supplier's elimination from further consideration with no payment refund.

e) Please note that by responding to this questionnaire you accept that all answers provided in this questionnaire are legally binding on the supplier & should the need arise, they may be used as evidence in any court of law, which has jurisdiction. Further, TNH reserves the right without further recourse to verify at its own cost the accuracy of any answers provided herein.

f) Where necessary & if insufficient space has been provided on the questionnaire for the answers, please provide the answers as supplements on separate sheets.

g) Please initial & rubber stamp each page & sign the last page in the space provided.

If you have any queries about this form, please contact the Manager Procurement on an email subject: Supplier Prequalification Clarification 2021 via; procurement@nbihosp.org

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1. COMPANY INFORMATION (TOTAL 12 POINTS)

Bidders willing to be considered for this requirement are expected to furnish TNH with, among

others the following vital information, which will be treated in strict confidence.

a) Full name of organization: ……………………………………….

b) Is your organization ............................. (Please tick one) i. A public limited company? If yes, please attach copies of the company’s

memorandum of association & articles including any change of name

ii. Public listed company? If yes, attach copies as (i) above

iii. A limited company? If yes, attach copies as (i) above

iv. A partnership? If yes attach the Partnership deed

v. a sole trader? If yes attach business certificate

vi. other (please specify)

c) Date of Registration (Attach a copy of certificate of incorporation)

d) Full physical address of principal place of business: ……………………….….

e) Full postal address of the principal place of business: …………………………

f) Registered address if different from the above: ………………………………...

g) Postal Code: ………………………………....

h) Telephone number: …………………………

i) Fax number: …………………………………

j) E-mail address: …………………………...…

k) Website address (if any): ………………..….

l) Company Tax PIN: (Kindly provide a copy of the PIN Certificate)

m) VAT Registration number:(Kindly provide a copy of the VAT Certificate)

n) Tax Compliance certificate (Kindly provide a current copy of Tax Compliance certificate)

o) Compliance with statutory payments i.e. NSSF & NHIF (please attach evidence of the same)

p) Proof of registration with the relevant government Ministry (if applicable to this Prequalification) (Attach copy of current registration certificate)

q) Period in which you have been in business: …………………………….

r) Names of the Shareholders, Directors & Partners (Please indicate the citizenship of the directors)

s) Kindly provide original copy of an official search report issued by the Registrar of

Companies showing the directors & shareholders of the company (CR12). The report

should not be more than three months old.

t) Associated companies (if any)

u) Provide the name of company’s Certified Secretary/Auditors

v) Name of (ultimate) parent/holding company (if this applies):

w) Companies Registry number of parent/holding company (if this applies):

x) If a consortium is expressing interest, please give the full name of the other organization (the

proposed consortium partners should also complete this questionnaire in its entirety)

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y) Contact person within the organization to whom enquiries about this prequalification

should be directed:

NAME: ……………………….

TITLE: ………………………..

TEL: …………………………..

FAX: ………………………….

EMAIL: ……………………….

2. FINANCIAL POSITION (TOTAL 15 POINTS)

a) What was your turnover in the last 2 years?

b) What maximum volume of business in (Kshs.) can your company sustain/supply per

month?

c) Has your organization met all its obligations to pay its creditors & staff during the past

year? Yes / No

If No, please give details

d) Have you had any contracts terminated for poor performance in the last five years, or

any contracts where damages have been claimed by the contracting authority/client?

Yes / No

If yes, please give details:

If “No” please explain why not:

e) What is the name & branch of your bankers (who could provide a reference)?

Name: …………………………..………..

Branch: …………………………..….……

Telephone Number: …………………….

Postal Address: ……………………….…

Contact Person Name: ………………….

Contact Position: …………………….….

Contact E-mail: …………………………

f) Provide a copy of the following:

A copy of your most recent audited accounts (for the last 2 years)

A statement of your liquidity, turnover, profit & loss account & cash flow for

the most recent year of trading

g) What maximum payment/credit period would you be willing to give The Nairobi

Hospital?

3. BUSINESS ACTIVITIES (TOTAL 30 POINTS)

a) What are the main business activities of your organization? (Please specify).

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b) Are you a current supplier/contractor at The Nairobi Hospital? (Please specify)

c) How many staff does your organization have?

d) Indicate the number under each category

i. Top Management…………...

ii. Technical (Permanent………, Temporary……...…)

iii. Semiskilled (Permanent……., Temporary ............. )

e) Please generally describe the experience & expertise your organization possesses that will

enable you to effectively & efficiently undertake the work you wish to be prequalified for as

required by TNH.

f) Attach you company organogram with emphasis on the job you are being pre-qualified for.

g) Attach CV’s of key staff

h) For expatriate, provide copies of valid work permit

i) Please list your major equipment machinery & plants indicating ownership (whether owned

or hired) & the ageing.

j) Please list and attach (where necessary) Licenses from the relevant regulatory bodies

4. TRADE REFERENCES (TOTAL 15 POINTS)

a) Please provide details of at least five (5) of your major previous customers or current

works that you have undertaken over the last three (3) years that are relevant to the

prequalification category you are applying. Develop as below;

Customer Organization (Name)

Customer contact name & phone number

Contract reference & brief description:

Date LPO / contract awarded

Date LPO/ contract completed

Value of businesses transacted:(KES/USD)

b) Attach copies of LPO’s, Letters of award/signed contracts.

c) Note that the referees may be contacted without further references to you.

5. CERTIFICATIONS, ACCREDITATIONS & APPROVALS (TOTAL 5 POINTS)

Detail any relevant certifications & accreditations by manufacturers, principals or accreditation

bodies & attach copies of such certification (Where necessary and relevant).

(Such certifications may be for your company or for your individual staff as relevant to the work they do.

Other expected certifications may be in the areas of Quality Management Systems such as ISO,

Environmental Management Processes, Security certification or GSM Association certifications).

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6. AGENCIES & PARTNERSHIPS ((TOTAL 2 POINTS)

Detail any agencies & partnerships that you have that are relevant to the category of

goods/services you are applying for.

7. MANAGEMENT POLICIES (TOTAL 6 POINTS)

a) Employee Integrity

How does the firm ensure the integrity of staff? Detail any related policies.

b) Code of Conduct/Ethics

Does your company have a code of conduct? If so, please attach a copy.

Indicate if the company subscribes to a professional body with a code of conduct/ethics.

c) Company employment policy

Does your organization have a documented employment policy?

What are key highlights from this policy if in existence?

What types of contracts do your employees have?

d) Customer Service

Does your organization have a documented policy on Customer Service?

Which position in your firm is responsible for customer service & how is this position supported by other functions?

Does your firm use any performance management techniques, including customer satisfaction measurement if so, what are the key parameters?

Note: TNH may require that customers for products/services provided by your firm fill out an

appraisal form & rate your services for use in subsequent decisions on whether to shortlist your

company.

e) Quality Assurance

Does your organization have a documented policy on Quality? If yes, kindly attach a copy of the same.

f) Health & Safety

Does your organization have a written Safety, Health &Environment policy? [No/yes] if yes please provide details. (Attach a copy of policy)

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8.0 BUSINESS PROBITY & LITIGATION MANAGEMENT (TOTAL 5 POINTS)

Please confirm whether any of the any of below applies to your organization:

Note that failure to disclose information relevant to this section may result in your exclusion as a

potential TNH supplier.

i) Is your organization bankrupt or being wound up, having its affairs administered by the

court, or have you entered into an arrangement with creditors, suspended business activities

or any analogous situation arising from similar proceedings in Kenya or the country in

which it is established?

ii) Please provide a statement of any material pending or threatened litigation or other legal

proceedings where the claim is of a value in excess of KES 500,000/= (equivalent to USD

5,000)

iii) Has any partner, director, shareholder or employee whom you would propose to use to

deliver this service been convicted of an offence concerning his professional conduct?

iv) Has any partner, director or shareholder been the subject of corruption or fraud

investigations by the Police, the Ethics and Anti-Corruption Commission or similar

authority in the country in which your organization is established?

v) Has the organization not fulfilled obligations relating to the payment of any statutory

deductions or contributions including income tax as required under Kenyan law or the laws

of the country in which it is established?

vi) Please state if any Director, Shareholder/ Partner & / or Company Secretary of the

Organization is currently employed or has been employed in the past three years by TNH.

vii) Please state if any Director / Partner & / or Company Secretary of the Organization has a

close relative who is employed by TNH & who is in a position to influence the award of

any supply. For purpose of pre-qualification process close relative refers to parents,

siblings, spouse or children.

9.0 INSURANCE (TOTAL 10 POINTS)

Please provide details of your current insurance cover Value (Kshs)

1. Employer’s Liability:

2. Public Liability:

3. Professional Indemnity (if applicable)

4. W.I.B.A

5. Other (specify)

19

IV. EVALUATION

a) Mandatory Requirements for Evaluation

The following documents MUST be attached. Except where stated, all copies must be

certified by your Company Secretary or an Advocate of the High Court of Kenya.

For organizations not legally incorporated or registered within the Republic of Kenya,

all documents must be notarized by a Notary Public.

i. Certificate of Incorporation/Business Name Registration Certificate

ii. Valid Trading Certificate /Practicing Certificate for all professionals (where

applicable)

iii. Business Permits (where applicable)

iv. Certificate from relevant regulatory authority/Body (where applicable)

v. PIN Certificate of the Firm/Company/Individual from Kenya Revenue Authority

vi. VAT Certificate

vii. Tax Compliance Certificate from Kenya Revenue Authority

viii. List of Directors, telephone no & their postal address

ix. Form CR 12 as issued by the Registrar of Companies (certified copy of original)

x. Audited Accounts for the last 3 years

xi. Latest Annual Returns & filing receipt

xii. Accounts Information/Letter of recommendation from the firm’s Banker

xiii. Where mandatory for service provision, attach evidence of registration with

Professional bodies

xiv. Quality assurance certificates (if any)

xv. Letters of recommendation from three (3) of your major clients.

xvi. CVs of Senior Staff

xvii. Organogram

xviii. Proof of Payment for the Pre-qualification sub category being applied

20

b) Additional Requirements

Attach any relevant catalogues & brochures

c) Points Award Summary

# REQUIREMENTS ITEM POINTS

1 Company Information 12

2 Financial Position 15

3 Business Activities 30

4 Trade References 15

5 Certifications &Accreditations 5

6 Agencies &Partnerships 2

7 Management Policies 6

8 Business Probity &Litigation

Management

5

9 Insurance 10

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V. DECLARATION

For any organization listed in section 3 (i) – (iii), this declaration must be completed &

signed by 2 authorized signatories of the organization.

For a partnership, the declaration must be completed & signed by at least 2 partners

For a sole trader business, the declaration must be completed & signed by the person in

whose name the business is run, & witnessed by the business' auditor

For any other organization, the declaration must be completed & signed as per such

organization's mandate, a copy of which must be submitted to TNH.

I/We declare that to the best of my/our knowledge the answers submitted in this Prequalification

document (& any supporting documentation) are correct. I/We understand that any

misrepresentation will render my/our organization ineligible to participate in TNH’s future tenders.

FORM COMPLETED BY: FORM COMPLETED/WITNESSED BY:

Name: ……………………………………… Name: ………………………………….….

Position (Job Title): ………….……………. Position (Job Title): ……………………….

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

Telephone number: …………………….… Telephone number: ………………………

Email: ………………………………………. Email: ……………………………………...

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

Stamp/Seal Stamp/Seal