tender info for prequalification
TRANSCRIPT
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TENDER NO KP1/9AA-3/PT/77/14-15
FOR PREQUALIFICATION OF SUPPLIERS FOR STEEL
STRUCTURES, BOLTS & NUTS, STAY RODS, STEEL
FABRICATED ITEMS & LINE ACCESSORIES FOR
WOODEN & CONCRETE POLES FOR A TWO YEAR
PERIOD
APRIL, 2015
ALL CANDIDATES ARE ADVISED TO READ CAREFULLY THIS TENDER
DOCUMENT IN ITS ENTIRETY BEFORE MAKING ANY BID
(TENDER DOCUMENT FOR PREQUALIFICATION FOR GOODS)
THE KENYA POWER & LIGHTING COMPANY LIMITEDCENTRAL OFFICE, STIMA PLAZA,
KOLOBOT ROAD, PARKLANDS,
P.O. BOX 30099-00100,
NAIROBI,
KENYA.
Telephones: +254-020-3201000; 3644000 Pilot Lines
Telephones: +254 -720-600070/1-5/; -733-755001/2-3 Cellular
Facsimile: +254-20-3514485
Website: www.kplc.co.ke
Email 1: [email protected]
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]
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Table of Contents Page
INTRODUCTIO N……………...……………………………3
SECTION I - I NVITATION FOR PREQUALIFICATION………………4
SECTION II - I NSTRUCTIONS TO CANDIDATES………………….......5Appendix to Instructions to Candidates – Compliance
To Technical Requirement.
SECTION III - LETTER OF APPLICATION……………………………….8
SECTION IV - STANDARD FORMS: ……………………………………...11
Declaration Form - Form 1…………… 13
General information /Confidential Business questionnaire -
(Form2)……………….14
General experience Record - (Form 3)………………17
Joint Venture Summary - (Form 3A)……………..18
Particular experience Record - (Form 4)……………….19
Details of Contract of similar
nature and complexity - (Form 4A)……………..20
Summary sheet – Current
Contract Commitments/Works
in progress - (Form 5)……………….21
Candidate Summary - (Form 6)…………….....22
Equipment capabilities - (Form 7)………………..23
Financial Capability - (Form 8)……………......24
Litigation History - (Form 9)………………..26
SECTION V - Evaluation Criteria - Attached………………..27
SECTION VI- Schedule of requirements - Attached………………..28
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INTRODUCTION
1.1 This standard procurement prequalification document has been prepared for use byThe Kenya Power and Lighting Co. Ltd (KPLC) is intended for use in
prequalifying candidates wishing to tender for the Pre-qualification of Supply ofSteel Structures, Bolts & Nuts, Stay Rods, Steel Fabricated Items and LineAccessories for Wooden & Concrete Poles where KPLC determines it isnecessary for procurement to be made through a prequalification process. It may
also be used by KPLC for the purpose of registration of candidates.
1.2 The standard document includes a form for invitation for prequalification,instructions to candidates and a letter of application with attached forms for
candidates to complete.
1.3
KPLC has taken care to ensure that the prequalification criteria are clear andexplicit, and that they refer to the needs and characteristics of this specific procurement, for Steel Structures, Bolts & Nuts, Stay Rods, Steel Fabricated
Items and Line Accessories for Wooden & Concrete Poles to KPLC.
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8th
April, 2015
SECTION I - INVITATION FOR PREQUALIFICATION (IFPQ)
Tender No. KP1/9AA-3/PT/77/14-15
Tender Name: PRE-QUALIFICATION OF SUPPLY STEEL STRUCTURES,BOLTS & NUTS, STAY RODS, STEEL FABRICATED
ITEMS & LINE ACCESSORIES FOR WOODEN &
CONCRETE POLES.
1.1 Introduction.
The Kenya Power & Lighting Company Ltd (KPLC) invites bids from eligible
Tenderers for Pre-qualification of Supply of Steel Structures, Bolts & Nuts,
Stay Rods, Steel Fabricated Items and Line Accessories for Wooden &
Concrete Poles Interested eligible Tenderers may obtain further information from
the Chief Manager, Supply Chain & Logistics, The Kenya Power & LightingCompany Ltd at Stima Plaza, 3
rd Floor, Kolobot Road, and P.O. Box 30099 –
00100 Nairobi, Kenya.
1.2 Prospective bidders shall 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/77/14-15 Pre-qualification of Supply of Steel Structures, Bolts
& Nuts, Stay Rods, Steel Fabricated Items and Line Accessories for Wooden
& Concrete Poles addressed and deposited in the Company Secretary’s Office
located at KPLC premises, Stima Plaza, 7th Floor, and Kolobot Road, Nairobi,
Kenya so as to be received on or before 6TH
MAY at 10.00AM
1.4 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.
http://www.kenyapower.co.ke/http://www.kenyapower.co.ke/http://www.kenyapower.co.ke/http://www.kenyapower.co.ke/
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Concrete Poles satisfactorily in accordance to the set prequalification criteria shall
be prequalified.
2.4 Qualification Criteria
2.4.1 Pre-qualification will be based on meeting the minimum requirements to pass in
the criteria set as shown at Section 11 and 1V. The declaration will be either passor fail regarding the applicant’s general and particular experience, personnel andequipment capabilities and financial position as demonstrated by the applicant’s
response in the forms provided in Section IV and submitted with the letter of
application. The procuring entity reserves the right to waive minor deviations if
they do not materially affect the capability of an applicant to perform the contract.
2.4.2 Litigation history the applicant should provide accurate information on any
litigation or arbitration resulting from contracts completed or under its executionover the last five years. A consistent history of awards against the applicant or any
partner of a joint venture may result in failure of the application.
2.5 Joint Venture
2.5.1 Joint ventures must comply with the following:-
(a) The formation of a joint venture after pre-qualification and any change in a prequalified joint venture will be subject to the written approval of the procuring
entity prior to the deadline for submission of bids. Such approval may be denied if
(i) partners withdraw from a joint venture and the remaining partners do not meetthe qualifying requirements (ii) the new partners to a joint venture are not
qualified, individually or as an another joint venture; or (iii) in the opinion of the
procuring entity a substantial reduction in competition may result.
(b) Any future bid shall be signed so as to legally bind all partners, jointly and
severally, and any bid shall be submitted with a copy of the joint ventureagreement providing the joint and several liabilities with respect to the contract.
2.5.2 The pre-qualification of a joint venture does not necessarily pre-qualify any of its
members individually as a member in any other joint venture or association. Incase of dissolution of a joint venture, each one of the constituent firms may
prequalify if it meets all the prequalification requirements, subject to a written
approval of the procuring entity
2.6 Public Sector companies
2.6.1 Any public owned enterprise may be eligible to qualify if, in addition to meetingall the above requirements, it is also legally and financially autonomous, it
operates under commercial law, and it is not a dependent agency of another public
entity.
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2.7. Conflict of Interest
2.7.1 The applicant (including all members of a joint venture) shall not be associated,
nor have been associated in the past, with the consultant or any other entity thathas prepared the design, specifications, and other prequalification and bidding
documents for the project, or with an entity that was proposed as engineer for thecontract. Any such association must be disclosed and may result in the dis-qualification of the applicant.
2.8. Updating Pre-qualification Information
2.8.1 Pre-qualified candidates shall be required to update the financial information used
for pre-qualification at the time of submitting their bids and to confirm their
continued compliance with the qualification criteria. A bid shall be rejected if the
applicant’s qualification thresholds are no longer met at the time of bidding.
APPENDIX TO INSTRUCTIONS TO CANDIDATES
Notes on the appendix to instructions to Candidates
1. The appendix to candidates is intended to assist the procuring entity in providingspecific information which may not be adequately covered by the clauses in the
instructions to candidates.
2. The appendix may amend any information in the instructions to candidates.
3. The procuring entity should use the appendix to ensure that all relevant
information to the candidates relating to a particular pre-qualification is included.
APPENDIX TO INSTRUCTIONS TO CANDIDATES
The following instructions for the pre-qualification of candidates shall supplement,complement or amend the provisions of the instructions to candidates.
Where there is a conflict between the provisions of the instructions to candidates and the
provisions of the appendix, the provisions of the appendix herein shall prevail over thoseof the instructions to the candidates.
Note
To be completed appropriately by the procuring entity. Reference will be made to therelevant clause of the Instructions to Candidates.
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SECTION III - LETTER OF APPLICATION
Notes on letter of application
The letter of application will be prepared by the applicant and will follow the form
presented herein.
The letter of application will be prepared on the letterhead paper of the applicant or
partner responsible for a joint venture and will include full postal address, telephonenumbers, fax number and Email address.
The letter of application will be signed by duly authorized representatives of the
applicant.
Any clause which does not apply to the applicant in the letter of application herein
shall be deleted by the applicant.
SECTION III - LETTER OF APPLICATION
Date ……………………………
To …………………………………
……………………………….
(name and address of the procuring entity)
Ladies and/or Gentlemen
1. Being duly authorized to represent and act on behalf of (name
of firm) (hereinafter referred to as “the Applicant” ), and having reviewed and fullyunderstood all of the pre-qualification information provided, the undersigned hereby apply
to be prequalified by yourselves as a bidder for the following contract(s) under (Tender
No. and Tender name)
Tender number Tender name
1.
2.
3.
4.
5.
2. Attached to this letter are copies of original documents defining
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(a) the Applicant’s legal status
(b) the principal place of business and(c) the place of incorporation ( for applicants who are corporations), or
the place of registration and the nationality of the owners (for
applicants who are partnerships or individually-owned firms).
3. Your Agency and its authorized representatives are hereby authorized to conductany inquiries or investigations to verify the statements, documents, and informationsubmitted in connection with this application, and to seek clarification from our bankers
and clients regarding any financial and technical aspects. This letter of Application will
also serve as authorization to any individual or authorized representative of any institution
referred to in the supporting information, to provide such information deemed necessaryand as requested by yourselves to verify statements and information provided in this
application, such as the resources, experience, and competence of the Applicant.
4. Your Agency and its authorized representatives may contact the following persons for
further information.
General and managerial inquiries
Contract 1 Telephone 1
Contract 2 Telephone 2
Personnel inquiries
Contract 1 Telephone 1
Contract 2 Telephone 2
Technical inquiries
Contract 1 Telephone 1
Contract 2 Telephone 2
Financial inquiries
Contract 1 Telephone 1
Contract 2 Telephone 2
5. This application is made with the full understanding that:
(a) bids by prequalified applicants will be subject to verification of all informationsubmitted for prequalification at the time of bidding.
(b) Your Agency reserves the right to:
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amend the scope and value of any contracts bid under this project; insuch event, bids will only be called from prequalified bidders who meetthe revised requirements; and
reject or accept any application, cancel the prequalification process, and
reject all applications
(c) your Agency shall not be liable for any such actions and shall be under no
obligation to inform the Applicant of the grounds for them
6. Appended to this application, we give details of the participation of each party,including capital contribution and profit/loss agreements, in the joint venture orassociation. We also specify the financial commitment in terms of the
percentage of the value of the contract, and the responsibilities for
execution of the contract.7. We confirm that if we bid, that bid, as well as any resulting contract, will be:
(a) signed so as to legally bind all partners, jointly and severally; and
(b) Submitted with a joint venture agreement providing the joint and several
liability of all partners in the event the contract is awarded to us.
8. The undersigned declare that the statement made and the information providedin the duly completed application are complete, true, and correct in every
detail.
Signed Signed
Name Name
For and on behalf of (name of Applicant or
lead partner of a joint venture)
For and on behalf of (name of partner)
Signed Signed
Name Name
For and on behalf (name of Partner) For and on behalf of (name of partner)
Signed Signed
Name Name
For and on behalf (name of Partner) For and on behalf of (name of partner)
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SECTION IV - STANDARD FORMS
Notes on completion of Standard Forms
Application Form 1 Declaration Form
This form is to be completed by all applicants.
Application Form 2 - General information/Confidential Business questionnaire
This form is to be completed by all applicants. Where the
applicant proposes to use sub-contractors the informationshould be supplied in this format. Where there is a joint
venture, each partner shall complete the form
Application Form 2 - General Experience RecordThis form is to be completed by all applicants. Separate
sheets should be used for each partner of a joint venture.
Applicants are not required to enclose testimonials,certificates or publicity materials with their applications.
Application Form 3 - Joint Venture SummaryThis form is to be completed by joint venture applicants
only.
Application Form 3A - Particular Experience RecordThis form is to be completed by all applicants meeting the
requirement set out in the instructions to candidates.
Separate sheets shall be used for each member of or jointventure. Complimentary information will be given on
application Form 3A.
Application Form 4 - Details of Contracts of similar nature and complexityThis form shall be completed by all applicants and will
contain similar works completed by the applicant or a
member of a joint venture
Application Form 5 - Summary sheet. Contract commitments/work in progress
This form is to be completed by all applicants including
each member of a joint venture. It shall contain the currentcommitments 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 anunqualified, full completion certificate has yet to be issued.
Application Form 6 - Candidate Summary
This form is to be completed by all applicants. A separateform shall be used for each personnel
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Application Form 7 - Equipment CapabilityThis form is to be completed by all applicants. It should
provide adequate information to demonstrate clearly that the
applicant has the capability to meet the requirements foreach and all items of equipment listed in the instructions to
candidates. A separate form shall be prepared for each itemof equipment or for alternative equipment proposed by theapplicant.
Application Form 8 - Financial Capability
This form shall be completed by every applicant and eachmember of a joint venture. It should contained financial
information to demonstrate that they meet the requirements
stated in the instructions to candidates. If necessary separatesheets should be used to provide complete banker
information. A copy of the audited balance sheet if
available should be attached. The information shouldinclude the summary of actual assets and liabilities for thelast five years.
Application Form 9 - Litigation History
This form is to be completed by all applicants includingeach member of a joint venture. It should provide
information on any history of litigation or arbitration
resulting from contracts executed in the last five years orcurrently under execution. A separate sheet should be used
for each member of a joint venture
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APPLICATION FORM (1)
SECTION XIII - DECLARATION FORM
Date
To:
The Kenya Power & Lighting Company Limited,
P.O Box 30099 – 00100,
Stima Plaza, Kolobot Road, Parklands,
Nairobi,
KENYA.
Ladies and Gentlemen,
The Tenderer i.e. (full name and complete physical and postal address)declare the following: -
a) That I/ We have not been debarred from participating in public procurement by
anybody, institution or person.
b) That I/ We have not been involved in and will not be involved in corrupt and
fraudulent practices regarding public procurement anywhere.
c) That I/We or any director of the firm or company is not a person within the
meaning of paragraph 3.2 of ITT (Eligible Tenderers) of the Instruction to
Tenderers.d) That I/ We are not insolvent, in receivership, bankrupt or in the process of being
wound up and is not the subject of legal proceedings relating to the foregoing.
e) That I/ We are not associated with any other Tenderer participating in this Tender.
f) That I/We do hereby confirm that all the information given in this tender is
accurate, factual and true to the best of our knowledge.
Yours sincerely,
_____________________
Name of Tenderer
___________________________________
Signature of duly authorised person signing the Tender
__________________________________
Name and Capacity of duly authorised person signing the Tender
__________________________________
Stamp or Seal of Tenderer
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APPLICATION FORM (2)
CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM / GENERAL
INFORMATION
All Tenderers are requested to give the particulars indicated in Part 1 and either Part 2 (a),2 (b) or 2 (c) whichever applies to your type of business. Tenderers are advised that it is a
serious offence to give false information on this form.
Part 1 – General
Business Name…………………………………………………………………
Location of business premises…………………………………………………
Plot No. ……………………Street/ Road ………………………………..
Postal Address ………………………….. Postal Code …………………….
Tel No………………………………..
Facsimile..………………………………..
Mobile and CDMA No……………………….
E-mail:…………………………………………………
Nature of your business ………………………………………………………..
Registration Certificate No.……………………………………………………
Maximum value of business which you can handle at any time KSh…………..
Name of your Bankers …………………………..Branch… ………………
*Names of Tenderer’s contact person(s) ………………………….
Designation/ capacity of the Tenderer’s contact person(s) ………………………………
Address, Tel, Fax and E-mail of the Tenderer’s contact person(s) ……………….
……………………………………………………………………………………...
……………………………………………………………………………………
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Part 2 (a) Sole Proprietor
Your name in full ………………………………………………………………….
Nationality ………………………Country of origin …………………………..
Part 2 (b) Partnership
Give details of partners as follows: -
Names Nationality Shares (%)
1.……………………………………………………………………….…
2.……………………………………………………………………….…
3….…………………………………………….…………………………
4.………………………………………………………………………….
5………………………………………………….……………………….
Part 2 (c) Registered Company
Private or Public …………………………………………………………
State the nominal and issued capital of company-
*Nominal in KSh. ……………………………………….
*Total Issued KSh. ………………………………….
Give details of all directors as follows
Name Nationality Shares (%)
1………………………………………………….……………………….
2……………………………………………………….………………….
3…………………………………………………………………………..
4…………………………………………………………………………..
5…………………………………………………………………………..
Name of duly authorized person to sign for and on behalf of the Tenderer ..………………………..
Capacity of the duly authorized person……………………………………
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Signature of the duly authorized person……………………………..
*NOTES TO THE TENDERERS ON THE QUESTIONNAIRE
1. The address and contact person of the Tenderer provided above shall at all times
be used for purposes of this tender.
2. The details on this Form are essential and compulsory for all Tenderers. Failure
to provide all the information requested shall lead to the Tenderer’s
disqualification.
3. For foreign Tenderers please give the details of nominal and issued share capital
in the currency of the country of origin of the Tenderer.
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APPLICATION FORM (3)
GENERAL EXPERIENCE RECORD
Name of Applicant or partner of a joint venture
Annual turnover data
Year Turnover Kshs.
1.
2.
3.
4.
5.
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APPLICATION FORM (3A)
JOINT VENTURE SUMMARY
Names of all partners of a joint venture
1. Lead partner
2. Partner
3. Partner
4. Partner
5. Partner
6. Partner
Total value of annual turnover, in terms of work billed to clients, in Kshs.
Annual turnover data Kshs.
Partner Form 2Page no.
Year 1 Year 2 Year 3
1. Lead
Partner2. Partner
3. Partner
4. Partner
5. Partner
6. Partner
Totals
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APPLICATION FORM (4)
PARTICULAR EXPERIENCE RECORD
Name of Applicant or partner of a joint venture
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APPLICATION FORM (5)
SUMMARY SHEET: CURRENT CONTRACTCOMMITMENTS/WORK IN PROGRESS
Name of Applicant or partner of a joint venture
Name of contract Value of outstanding work
Kshs.
Estimated completion date
1.
2.
3.
4.
5.
6.
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APPLICATION FORM (6)
CANDIDATE SUMMARY
Name of Applicant
Position Candidate
* Prime * Alternate
Candidate
information
1. Name of candidate 2. Date of birth
3. Professional
qualifications
Present
employment
4. Name of employer
5. Address of employer
Telephone Contact (manager/personnel officer)
Fax E mail
Job title of candidate Years with present employer
Summarize professional experience over the last 2 years, in reverse chronological order.
Indicate particular technical and managerial experience relevant to the Project.
From To Company/Project/Position/Relevant technical and management
experience
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APPLICATION FORM (7)
EQUIPMENT CAPABILITIES
Name of Applicant
Item of equipment
Equipment
information
1. Name of manufacturer
3. Capacity
2. Model and power rating
4. Year of manufacturer
Current status 5. Current location
6. Details of current commitments
…………………………………………………………………………..
Source 7. Indicate source of the equipment
* Owned * Rented * Leased * Specially manufactured
Omit the following information for equipment owned by the Applicant or partner
Owner 8. Name
9. Address of owner
……………………………………………………………..
Telephone Contact name and title
Fax Email
Agreements Details or rental/lease/manufacture agreements specific to the project
………………………………………………………………………….
…………………………………………………………………………..
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APPLICATION FORM (8)
FINANCIAL CAPABILITY
Name of Applicant or partner of a joint venture
Banker Name of banker
Address of banker
…………………………………………………………………………
Telephone Contact name and title __________________________________________________________
Fax E mail
Financial
information inKshs.
Actual : Projected:
previous five years next two years
1. 2. 3. 4.
1. Total assets
2. Currentassets
3. Totalliabilities
4. Current
liabilities
PIN #
VAT REG.#
5. Profits before
taxes
6. Profits after taxes
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ACCESSORIES FOR WOODEN & CONCRETE POLES
Source of finance Amount Kshs.
1.
2.
3.
4.
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PRE- QUALIFICATION TENDER DOCUMENT FOR SUPPLY OF STEELSTRUCTURES,BOLTS & NUTS,STAY RODS,STEEL FABRICATED ITEMS & LINE
ACCESSORIES FOR WOODEN & CONCRETE POLES
SECTION V - EVALUATION CRITERIA (MANDATORY REQUIREMENTS)
The following Evaluation criteria will be used.
Tender Requirement
Max
Score
Score
Attained
1 A Copy of Certificate of Registration /incorporation 10
2
Four Letters of recommendation from your current corporate
clients /organizations (2.5mark each). 15
3
At least two(2) copies of LPOS and or Contracts for the last 2
years 15
4
Valid Tax Compliance Certificate (shall be one issued by the
relevant tax authorities and valid for at least up to the tender
closing date). 10
5 Declaration Form fully filled and signed 5
6 Confidential Business Questionnaire Fully filled 5
7Evidence of physical address and premises or ( leaseagreement/Title) 15
8 Copies of Utility Bills i.e electricity, water bills 5
9
Audited Financial Statements. The audited financial statements
required must be those that are reported within fifteen (15)
calendar months of the date of the tender document.
(For companies or firms that are registered or incorporated within thelast one calendar year of the Date of the Tender Document, they should
submit certified copies of bank statements covering a period of at least six months prior to the date of the tender document. The copies shouldbe certified by the Bank issuing the statements. The certification should
be original). 1010 Local Authority Licenses – Business Permit 10
TOTAL 100
1. All bidders that meet the cut off score shall be considered. Cut Off Point 80 marks
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PRE- QUALIFICATION TENDER DOCUMENT FOR SUPPLY OF STEEL
SUPPLY OF STEEL STRUCTURES, BOLTS & NUTS, STAY
RODS, STEEL FABRICATED ITEMS& LINE
ACCESSORIES FOR WOODEN & CONCRETE POLES
SECTION VI. SCHEDULE OF REQUIREMENTS
NOTE: PLEASE INDICATE ONLY ‘’YES’’ OR ‘’NO’’ IN AREA OF YOUR INTEREST, DON’T
QUOTE PRICES
LIST OF MATERIALS
1. Steel Structures
2. Bolts & Nuts
3. Stay Rods
4. Steel Fabricated Items
5. Line Accessories for wooden and concrete
poles